GT eForms - Enhancing the Onboarding Experience

Report
Enhancing (and Accelerating) the New Hire
Experience
RECONNECT
July 24, 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Agenda
1. Welcome and Introductions
•
Scott Antin, VP Business Development
•
Paul Taylor, President and CEO
2. Demonstration – ePAF™ automated hiring process
3. Intro to Gideon Taylor and GT eForms ™
4. Onboarding Trends and Opportunities
5. Demonstration – GT OnBoarding™
6. Q & A
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
New
Baby
on
Board
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
GT eForms™ Demonstration
Hire
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Gideon Taylor Consulting
Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom
solutions provider for business, education and government organizations.
GT’s mission is to revolutionize business processes through the use of
automation, integration and electronic forms technology.
GT’s vision is to help businesses create solutions that
realize the full value of their ERP technology
platform investments.
Founded in 2001 by Paul Taylor,
Original creator of GT eForms™ and ePAF™
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
The Products We Bring

GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and
manage:
o
o
o

ePAF™ – Suite of pre-developed eForm templates for personnel actions, including:
o
o
o

Custom Self-Service Applications and Electronic Forms
Workflow, Notifications, Approvals and Electronic Signatures
Service-Oriented Architecture (SOA) Integrations
Hires, rehires, transfers, additional jobs
Pay changes, promotions / demotions, FTE changes, funding changes, data changes, position changes
Terminations, retirement, leaves of absence
GT Expenses – Integrated end-to-end expense solution from request to reimbursement
o
o
Travel request and advance approvals; Itemized claims for travel and non-travel expenses
Seamless integration with payroll and accounts payable for automated reimbursement


Journal Voucher eForm – Easily create a Journal Voucher to update the general ledger
Vendor Add/Update eForm – User-friendly form to add or update existing vendors

Grade Change eForm – Automates process to adjust grades after final grades
have been posted
Academic Record Change eForm – Automated process to add/drop/withdraw
from class after standard period has expired
GT eForm Library – Growing compendium of pre-developed eForm Templates
for HR, Financials, Supply Chain and Campus Solutions


Community
Solution
Sharing
Experience
Enterprise
License
Consulting
Methods
Functionally
Managed
Products
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
GT eForms™ Library for PeopleSoft
Credit Card Reconciliation
GT ePAF™
GT eTime™
Faculty Discipline Description
HCM
Additional Pay eForm
GT Personnel eFile™
GT Paperless I-9™
Travel Fellowship Application
Faculty Teaching Certification
Thesis and Dissertation Release Option
GT ePost™
Journal Voucher
Expense Reimbursement
Course Add/Drop/Withdraw
Reports To eForm
Financials/Supply Chain
Non-Tuition Fee Request eForm
Delegation eForm
Undergrad Academic Record Change
Readmission Application
GT OnBoarding™
Expense Approval
Vendor Add/Update
Grade Change
GT E-Verify Integration™
Leave Cash-Out eForm
Security eForm
Travel Fellowship Expense Report
Campus Solution
E-Degree Certification Description
Graduate Status Change
Overtime eForm
Faculty Promotion/Tenure
GT eVoucher™
Merit eForm
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Representative Clients
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
A GT eForms™ Cheat Sheet
 Bolt-on workflow framework and toolset for PeopleSoft
 Built 100% in PeopleTools – Familiar toolset for your
development team
 Native, real-time access to PeopleSoft data, including employee,
student, and financial data – no external interfaces to maintain!
 Leverage existing PeopleSoft security
 Leverage existing valid values and system edits
 Use existing hardware and software architecture
 Integrated with delivered PeopleSoft workflow capabilities,
including PeopleSoft user workflow profiles
 Easy query, reporting and analytic capabilities
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
If you remember nothing else…!
Limits
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First, take a stack of forms…
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Add a liberal amount of documentation…
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And, VOILA…you’ve got onboarding!
Welcome Aboard!!
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Three Major Components of Onboarding
1) Forms Management – collecting, tracking, and managing
all internal and external new hire forms
2) Tasks Management – ensure all activities around
onboarding the new hire are completed, including
activities such as meeting with managers, receiving a
computer, and gaining access to systems
3) Socialization – engages new hires in the company
culture and provides personal information to individuals
in order to create a positive experience
Source: Aberdeen Group, March 2013
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Timeframe for Onboarding
Percentage of Respondents (n=230)
Over 6 months
15%
3 - 6 months
5%
1 - 3 months
29%
1 wk - 1 month
21%
1 week
16%
1 day
14%
0%
Strategic
Tactical
5%
10%
15%
20%
90% of organizations believe that employees
make their decision to stay within the first year.
25%
30%
35%
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
The Impact of Effective Onboarding
Definition of
Maturity Class
Best-in-Class:
Top 20%
(of aggregate
performance scorers)
Mean Class Performance
• 91% of first-year employees were retained
• 62% of employees hired in the last 12 months met first
performance milestones on time
• 33% year-over-year improvement in hiring manager satisfaction
• 70% of first-year employees were retained
Industry Average:
Middle 50%
• 29% of employees hired in the last 12 months met first
performance milestones on time
• 11% year-over-year improvement in hiring manager satisfaction
• 30% of first-year employees were retained
Laggard:
Bottom 30%
• 17% of employees hired in the last 12 months met first
performance milestones on time
• 3% year-over-year improvement in hiring manager satisfaction
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Characteristics of ‘Best-in-Class’ Organizations
Top 20% of 230 Respondents:
• Deep commitment to align onboarding to overall business
objectives
• Combination of both tactical and strategic onboarding
initiatives to drive productivity and engagement
• Investment in world-class technology throughout the
onboarding process
• Integration between onboarding and other areas of talent
management, including recruitment, performance, and
learning and development functions
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Onboarding Strategies: Tactical vs. Strategic
80%
70%
60%
50%
40%
30%
73%
63%
61%
61%
60%
58%
54%
49%
Best-in-Class
39%
34%
All Others
20%
10%
0%
Creation of New Introduce new Provide forms to
Ensure
Peer networking
Hire Checklists hires to the go-to new hires before compliance on all opportunities /
people
day one
new hire forms
events
Source: Aberdeen Group, March 2013
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Onboarding Automation
60%
50%
54%
40%
30%
34%
20%
10%
13%
0%
Fully Automated
Partially Automated
Paper-based
48% of organizations plan to increase their investment in onboarding
technology this year, compared to 24% in 2012.
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
The Challenges of Onboarding
• TOO MUCH PAPER – Forms to print, forms to complete, forms
to route, forms to review, forms to approve, forms to file
• Inconsistent – Processes can vary from department to
department, office to office, person to person
• Incomplete – Difficult to track all forms and processes
• Managing multiple hiring packets – Different forms and
processes for different positions, departments, etc.
• Slow turnaround – Forms routing and processing can take days
or even weeks
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Sample Automation for Hire and Onboarding
Candidate applies
for position
Auto-Start Hire eForm,
Creates EmplID
Approver
Approver
Routes
through
Hire Approvers
Hire is Authorized;
Creates Job Data
Recruiter selects
Candidate for Hire
Person Data eForm
updates PeopleSoft
Auto-Start Onboarding
Checklist; sends email
to New Employee
W-4, Dir Deposit, I-9
eForms get approved
New Employee
completes
Onboarding eForms
Checklist set to
AUTHORIZED when
complete
GT Robot User enters
W-4, Dir Dep, I-9 into
PeopleSoft
Onboarding
complete!
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GT eForms™ Demonstration
GT OnBoarding™
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
What can YOU do with GT OnBoarding™?
Flexible, integrated, portal-based eForms solution to manage the
entire onboarding process…
 Welcome Pagelet – Welcome video and letter, introductory information,
etc.
 Onboarding Checklist Pagelet – Required ‘New Employee’ eForms with
links to launch them, graphical completion and approval status, due
dates, etc.

Employment Eligibility Verification (I-9 / E-Verify)

Federal and State Withholding (W-4, etc.)

Direct Deposit

Employee acknowledgements, confidentiality agreements, etc.
 Essential Reading Pagelet – Employment policies and handbooks links
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
What can YOU do with GT OnBoarding™?
 Message Center Pagelet – An interface allowing the new employee to
communicate directly with context-selected help staff via email, IM or
social media.
 Department Pagelet – Context-sensitive content from the new
employee’s department, division or facility. Could include contact
information, policy links, tutorials, etc.
 Local Information Pagelet – Helpful information to help the new
employee feel at home….“Things to Do Nearby”, “On-Campus Programs
and Resources”, “Local Weather”, “Campus Map”, etc.
Individualize the ‘New Hire Experience’ – Customize the ‘New
Hire Packet’ by role, department, campus, etc.
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Linking Onboarding to Learning
60%
50%
Best-in-Class
52%
All Others
40%
30%
32%
26%
20%
22%
10%
19%
12%
0%
Performance goalsetting
Enrollment into
learning and
development
programs
Assessments to
determine
development track
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Opportunities for GT eForms™ integration…
Talent
Management
Recruiting/
Hire Data
GT
OnBoarding™
Performance
Management
Learning and
Development
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Reaping the Benefits
Bottom-Line Impact!
U Utah: 88% decrease in over/comp time first 6 months
Better and faster results
U Houston: Average process time from 15 days to 3 days
Less human effort
U Florida: 75% reduction in total human effort
More replicable business processes
U Florida: Error rate from 68% to 1%
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Reaping the Benefits
Easier to train users
U Florida: Reduced PAF training from 8 hours to 1½ hours
Easier to audit
OUHSC: Internal auditors praised solution for ease of oversight
Storage / retrieval / permanence
U Utah: Eliminated vexing problem of HR forms lost in routing
Green Savings – Reduced paper / material /
storage costs
BYU: Went from seven huge paper filing systems to one
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Questions?
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Contact Information
Paul Taylor
President / CEO
Offc: 801.434.7260
[email protected]
www.gideontaylor.com
Scott Antin
VP Business Development
Offc: 651.207.6599
Cell: 651.271.3827
[email protected]
www.gideontaylor.com
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Credit where credit is due…
Photo Credits
• Missouri Southern
• OrlandoLawyer
• Steven+Allison Hoober
• wstrachan1
• dailyamazon
• cheesy42
• teachandlearn
• Edinburghcityofprint
•
•
•
•
•
bramick
CalBizCentral
natalie_todd_photography
GHG Photo
mistyeiz
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