Onboarding (ONB) Agency Training

Onboarding (ONB) Agency TrainingJuly 22, 2021 – July 30, 2021

Agenda

1. Introductions

2. Benefits of Onboarding System

3. Summary of Key Functionality

4. Remaining Key Activities

5. Let’s Get Started

6. Who has access

7. Onboarding Dashboard

8. Tasks

9. Initiate Onboarding

10. PostHire Verification Step

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11. New Employee Email

12. New Employee Step

13. Orientation Step

14. E-Verify

15. PAR Integration

16. Document Center

17. Password Reset

Introductions1. What is your name?

2. What agency do you work for?

3. What will your role be in the Onboarding process?

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Benefits of Onboarding System

• One standardized platform.

• Onboarding is integrated with People First recruiting and Personnel Action Request (PAR) processes.

• Lower cost of ownership for the state and no added cost to the agencies.

• Reduces administrative burden on agency human resource and technology staff, allowing staff to work on other agency priority items.

• Automation reduces dependencies on paper-based processes.

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Summary of Key Functionality

• New Hires potentially have access prior to their first day.

• Automation of E-Verify and the I-9 processes.

• Integration with the People First PAR process to create the draft PAR for new hires.

• Standard and Agency specific forms are completed and signed electronically.

• Ability to track new employees’ Onboarding progress.

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Remaining Key Activities

• July 22, 2021 – July 30, 2021 - DMS-led classroom training for Agency Administrators

• July 23, 2021 – August 13, 2021 - Agency-led communication and training

• July 30, 2021 - Final agency Go-live Readiness Checklist due to DMS

• July 27, 2021 - Final alignment meeting with Agency HR Officers

• August 16, 2021 - Go-Live

• August 16, 2021 - August 20, 2021 - DMS/NGA hyper care support

• August 16, 2021 - August 27, 2021 - DMS-led help sessions for Agency HR Offices

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Onboarding Agency Training

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As we get started, feel free to ask questions throughout the presentation.

Who has access?

Access to process Onboarding related activities is summarized below:• A, H, and X security roles have access to view and act on all onboarding task for

their agency.• Individual access to onboarding activities such as the Onboarding Coordinator can be

assigned either from the requisition or during the post-hire step.• The hiring manger on a requisition can initiate Onboarding from the requisition.• The Onboarding PAR Creator is assigned during the onboarding post-hire step.

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Let’s Get Started

Navigating to Onboarding:• Log in to the People First system.

• Select the Talent Management tile.

• Select the Primary navigation dropdown menu and choose Onboarding 1.0.

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Onboarding Dashboard

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• When accessing the Onboarding module for the first time, the user will be presented with the old work que.

• Select Try New Version to be taken to the current dashboard.

Onboarding Dashboard

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Onboarding Dashboard(continued)

Onboarding 1.0 Dashboard Menu

Home Returns user to the Onboarding Dashboard.

ReportsAgency HR can run available Onboarding reports.

Document Center Agency HR can access completed documents.

Process Initiate Onboarding or E-Verify process.

My Profile User details and password reset.

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Total number of incomplete Onboarding tasks for employee or the agency (A, H, or X roles).

Number of tasks assigned to you in all Onboarding steps.

Number of incomplete tasks assigned to others.

Number of tasks that have passed the start date identified in the PostHire set-up.

Completed Onboarding tasks.

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Onboarding Dashboard (continued)

Onboarding Dashboard (concluded)

Process Menu Filter by Step

Display Processes Menu.

Only show tasks in PostHire Verification.

Only show tasks in New Employee Step.

Only show tasks inOrientation Step.

Only show tasks in Signature Step.

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Tasks

When Onboarding is initiated, there is a Task created in the dashboard.• A Task is an action to be processed for a new hire.• Tasks are assigned to an owner. Information included in the requisition

and position number drives who the task is assigned to.• The ONB Coordinator field in the requisition can also determine who the task is

assigned to.• Tasks can be

• Taken over by any HR role A, H or X.• Reassigned to any eligible role.• Cancelled by an HR role.

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Tasks Dashboard

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Tasks Dashboard (continued)

The 3 horizontal dots display the task submenu

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Documents:Shortcut to view

completed forms.

View at glance:View only overview of

data entered in this step.

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Cancel: Ability to stop the onboarding

process

Reassign Activity: Ability to

assign a task to a different use

The new owner will receive an email every time a task is reassigned, and the task will appear in their dashboard.

Once a task is cancelled it cannot be restored. A new Onboarding process would need to initiated.

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Restart: Ability to return to the

previous step.

Restart can be used when you realize a mistake was made in the previous step.

Tasks Dashboard (concluded)

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When the PostHire Verification step is complete, additional fields populate in the task

dashboard.

Tasks (concluded)

After the onboarding process is initiated, the dashboard displays the task in the first step of the process.

Initially, the task is assigned to the employee designated in the initiation step. HR roles (A, H, and X) see all tasks for their agency and have the ability to 'take over' the task by completing the following steps:

1. Select the name.

2. A message will appear asking "Are you taking this activity to work on?". Select "Yes" to take over the task.

The "Assigned To" reflects the new owner of the task. Then, select the name to begin the process.

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Onboarding can be initiated two ways:• From a requisition.• From the Onboarding dashboard.

We will begin with initiating Onboarding from a requisition.• Navigate to the Recruiting workflow and open the requisition.• Open the Candidates tab.

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Initiate Onboarding

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From the candidates list in the requisition:1. Check the box next to the candidate's name.

2. Select the Action dropdown menu.

3. Choose Move Candidate and the Move candidate window will appear.

4. From the dropdown, select Ready to Hire (candidate must be in this category to initiate onboarding).

5. Select Apply Updates.

Initiate Onboarding (continued)

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From the Ready to Hire tab in the requisition:1. Select the box next to the

candidate's name.

2. Select the Action dropdown.

3. Choose Initiate Onboarding.

4. Select confirm to continue.

5. A message: Onboarding process for (candidate name) has been initiated.

6. From the Talent Management primary navigation menu, select Onboarding 1.0


NOTE: A new field has been added to the Roles section on a requisition

opened August 4, 2021 or after, titled "Onboarding Coordinator".

This field determines the owner of the Onboarding process. Field

defaults to the hiring manager and can be edited.

• A candidate can only be initiated once per requisition.

• An error message displays when attempting to initiate a candidate again from the same requisition.

• You can initiate more than one candidate at a time from a requisition.

• The position the new employee is being assigned to can be updated in the PostHire step.

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Initiate Onboarding (concluded)

Onboarding can also be initiated from the Onboarding Dashboard in just three steps:

1. Select the + Create New Taskbutton.

2. Select Onboarding.

3. A welcome message appears. Click “Start” to begin the process.

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So Far, We Have:

• Made introductions.

• Discussed the benefits of Onboarding.

• Reviewed the Dashboard.

• Learned about Tasks.

• Initiated the Onboarding process.

Now we’re ready to begin the Onboarding steps!

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PostHire Verification Step

• The PostHire Verification Step begins with the New Hire Set-up Information.

• In this step, the Onboarding Coordinator (ONBC) will complete/validate the information prior to initiating the welcome email to the new employee. The ONBC will also assign the position details.

• When Onboarding is initiated from the requisition, some fields will be pre-populated, like name, email address, hiring manager, and position details. These fields can be updated as needed.

• If Onboarding was initiated from the dashboard, all fields will be blank and require manual entry.

Note: Required fields must be completed before you can continue. If a field is skipped, when continuing to the next page, an error message displays. A red asterisk appears next to the required fields.

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The first section is the New Hire Set-up and captures the following:

Name:• First Name• Middle Name - if field is

left blank when proceeding to the next page, a warning message will be presented. Although not required, a middle name or initial helps identify employees with common names.

• Last Name

If initiated from the requisition, the fields will prepopulate with the name used on the candidate submission.

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PostHire Verification Step(continued)

Hire Information:

• Enter the employee Start Date.

• Enter the employee's personal email or other email that will be used for onboarding purposes.

• If email address is not correct, the new employee will not receive emails to start the onboarding process. Validate email is correct before proceeding.

Email is prepopulated based on the candidate's submission if onboarding is triggered from a requisition.

Upon completion of the PostHire step, an email is sent to the new employee using the email address entered here.

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PostHire Verification Step (continued)

Job Relationships:

This is an important section of the process because it designates who is responsible for onboarding tasks and who the draft PAR will be assigned to.

If initiated from the requisition, the Hiring Manager field will be pre-filled based on the requisition information.

ONB PAR Creator will receive a task for the Draft PAR which will include the information gathered during the onboarding process.

Note: The ONB PAR Creator entered must have access to process a PAR for the position entered. If they do not, the system will attempt to default the draft PAR to someone who does have access.

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Where Will the New Employee be Employed

Position Information

The final step in the PostHire Verification will determine the position the new employee will occupy and if the draft PAR will be initiated.

The fields in the Position Information screen will be pre-filled if onboarding is initiated from the requisition.

All fields can be edited.

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Position Number

Will be pre-filled if pulled from requisition but can be updated.

It is important to verify a valid position number is used. The position number will drive details displayed in the Draft PAR.

Position number can be changed if it is determined the new employee will be placed in a different position.

Position Title should be based on position number.

Position Type drop down contains all classification choices.

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Employee Group dropdown option to select appropriate group when not pre-filled.

Will be pre-filled if pulled from requisition but can be updated.

Employee Subgroup pulls from position number and has a dropdown for manual selection. Includes agency specific subgroups as well.

Note: Outside of the position number, any information selected for the position has no impact to the employee or position data in People First.

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PostHire Verification Step

(continued)

Is a PAR required?

The final section in the PostHire Verification step is where you can elect to create a draft PAR. The draft PAR will be initiated once the new employee completes the new hire step. Information collected will be integrated to the Onboarding draft PAR including the employee's personal information, emergency contact, W4 and I-9.

• Only Appointment PARs for new hires are created.

• Designated Onboarding PAR creator must have PAR access to the position number provided in the previous section.

• If the PAR will be created outside of the Onboarding process, select No.

• If No is selected, no information provided by the employee from the onboarding process will be integrated into People First. To reduce unnecessary manual entry, its highly recommended to select Yes.

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Once the review is complete, select the "Finish" button and the screen will return to the Onboarding Dashboard.

• Once this step is complete, the position information captured cannot be changed within the onboarding steps.

• The system will now generate an email to the new employee.

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PostHire Verification Step (concluded)

• Captured new hire personal information and start date.• Verified and updated position details.

• Determined if PAR integration would be initiated.• Initiated email for new hire to complete Onboarding new employee

steps.

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Post Hire Verification Review

New Employee Email

After the PostHire Verification step is complete, the new hire will receive an email to activate the account.

The email will be generated within an hour and provides the user with their unique Onboarding username and a link to the New Employee Step.

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• The new hire will activate the account by setting a password.

• After logging in, the new employee will select the Complete Paperwork tile under To Do and begin the process.

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New Employee Email (continued)

In the event the new hire is unable to access or complete the New Employee Step, the Onboarding Coordinator can access the forms on their behalf.

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New Employee Step

The new hire standard forms begin with the Data Privacy Statement.

• Informs the candidate on the collection and usage of their social security number.

• If the candidate declines, they will receive a message to contact the Hiring Manager and will not be permitted to continue to the onboarding forms.

• It is possible to change the selection after initially declining.

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New Employee Step: Standard Forms

Once the Data Privacy Statement is acknowledged, the candidate is presented with instructions to complete the upcoming steps.

• They will be asked to provide personal information like:

•SSN•Date of Birth•Address•W-4•Emergency Contact

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New Employee Step: Standard Forms (continued)

The information collected on this screen is used for the automated E-Verify process and must be accurate.

The new employee's name will be pre-filled but can be edited. Although middle name is not required, a warning message will appear if the field is left blank when progressing to the next page.

Verification and/or acknowledgments are required to continue.

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New Employee Step: Standard Forms(continued)

The new employee will enter their address and telephone details.

This information will integrate into the Draft PAR.

Select Next to continue.

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New Employee Step: Standard Forms(concluded)

New Employee Step: I-9

The following pages provide instructions on completing the I-9 form. This process is designed to provide an automated version of the Department of Homeland Security's (DHS) paper form.

• Links to federal websites are available throughout this process.

• The process includes an option to identify a preparer/translator.

• Verification of citizenship status dynamically changes based on the options selected.

• The I-9 elections will feed into People First via the Draft PAR (if elected) to the I-9 Screen.

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• New Employee identifies eligibility.

• New Employee determines the documentation they will present on day one (i.e., Driver’s License, Passport, Social Security Card) for List A, List B, or List C.

• Reminds candidate to bring original documents.

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New Employee Step: I-9 (continued)

Since the automated version mirrors the I-9 paper form, every option is available for both citizens and authorized workers.

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New Employee Step: I-9

(concluded)

• Next the new employee is presented with the W-4 instruction page.

• Links are included to the IRS website with tools and instructions for how to accurately complete the form.

• This form will integrate into People First through the Draft PAR (if selected).

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New Employee Step: W-4

Step 1: The new employee selects marital status or the option to claim exemption from withholding.

If exemption is claimed, the new employee must also certify they meet the conditions.

Before continuing, they must agree to the accuracy of their declaration.

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New Employee Step: W-4 (continued)

Step 2: The candidate will elect if they have multiple jobs or if their spouse works. If this does not apply, no selection is necessary.

A link to the IRS website is available and a worksheet to assist in selecting the correct withholding amount.

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New Employee Step: W-4 (continued)

Step 3: The new employee claims dependents and additional tax credits.

The form calculates automatically when a number is entered in the dependent field.

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New Employee Step: W-4(continued)

Step 4: Enter additional taxes to withhold due to other income or extra deductions.

Note: Worksheets and instruction links are available to assist.

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New Employee Step: W-4 (concluded)

Agree that the declarations are accurate before selecting Next.

The W-4 elections will feed into People First via the Draft PAR (if elected) to the W-4 Screen.

The next few screens will take the new employee through the following forms which mirror People First:

• EEO - required entry. If 'Not Hispanic" ethnicity is selected, the Race field populates.

• Veteran Status -required to continue.

• Disability - Voluntary disclosure. A link is available with explanation on why this is asked.

This information will be included with PAR integration.

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New Employee Step: Forms

The Emergency Contact form is next. Although it's optional, this form will also integrate into People First via the Draft PAR.

• Once data is entered, the option to elect additional contacts populates at the bottom of the page.

Note: If the new employee has an existing record in People First and completes this form, the new information entered will replace the existing emergency contact details in People First.

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(continued)

The Oath of Loyalty is presented next. Citizen status and state will be presented based on the address and I-9 selections made on previous forms.

The candidate will need to acknowledge the form here and it will later be available to print and have notarized.

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(continued)

The Notice of Prior State Service allows the new employee to document all prior state agency employment.

Inputting data in one cell will populate a new row to document multiple agency service if needed.

Information provided will need to be validated and does not integrate into Key Service Dates.

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(continued)

Policies - Each policy must be acknowledged before moving forward. Depending on the browser used, policies may open in a new window or download as a file.

Agency specific polices will be available if provided.

Access to the Dual Employment and Dual Compensation form is offered and available to print.

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(continued)

If the candidate has Outside State Employment, the request form will populate once the box is checked.

*Note - Because this form should be routed for approval, the form should be printed and approved outside the People First system.

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(continued)

The Request to Withhold Personal Information from Public Record, otherwise known as the Employee Exemption form is introduced here.

The new employee can elect exemption status and print the form during the electronic signature step.

The agency after updating the exemption status in People First will collect the notarized forms and send to DMS.

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(continued)

The FRS form is an electronic copy of the Florida Retirement System paper form.

• The sections to complete are dynamic based on status selected.

• The information entered will not integrate into the DROP/Retirement screen in People First. Agency validation must still be performed.

• If the candidate has never been a member of FRS through the State of Florida, the form will only have one section.

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(continued)

When provided, agency specific forms will be presented to the new hire.

• If a signature is required, the form will be presented during the electronic signature process.

• Completed agency specific forms will be housed in the Document Center.

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New Employee Step: Forms (concluded)

Review and Approve

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Once the Review and Approve step is

completed, the forms cannot be

edited.

New Employee Step: Electronic Signature

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Once all forms are filled, the new employee will agree to using an electronic signature by selecting Sign Forms and then be directed to create a password, security question,

and answer to continue.

New Employee Step: Electronic Signature(continued)

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The form to be signed is displayed in the window.

Click to sign each form by selecting the form name from the left-hand menu and selecting the Click to Sign button.

Once a form is signed, a check mark will appear to the left of the form name.

New Employee Step: Electronic Signature(concluded)

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When all forms have been completed, a message displays at the top of the screen that all forms have been signed. To fully complete the step, the new employee must select the Submit All Documents button.

Forms can be printed or downloaded by selecting the appropriate icon in the toolbar.

Once documents are submitted, the Draft PAR is initiated.

• Acknowledged Data Privacy.• Completed the I-9 and W-4 electronically.• Submitted Standard and Agency specific forms.• If elected, the Draft PAR integration began.

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New Employee Step Review

The third step in the Onboarding process is the Orientation Step.

• Ideally, your selected candidate is in the office on day one so that this step can be completed together.

• Manual inspection of I-9 documents is required.

• I-9 and E-Verify process is automated.

• 2nd phase of People First integration takes place.

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Orientation Step

Corporate Representative = Onboarding Coordinator

The first screen explains that the new hire and the corporate representative complete this section together.

The information collected during this step will feed into E-Verify and create the I-9 screen in People First.

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Orientation Step (continued)

If the start date is more than 3 days in the past, this page will appear with compliance messaging from DHS. The Onboarding Coordinator will have to select from the following options in order to continue:• Suspend Employment• Change the Start Date• Don’t change the Start Date• Terminate Employment

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• Employee Responsibilities - New hire should provide the chosen documentation to verify eligibility.

• Employer Responsibilities - Your role is to physically validate the documentation.

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The system will prompt you with instructions to verify the citizenship status is correct.

If the new hire selected the incorrect citizenship status, the election can be updated by selecting No and the system will prompt the new hire to enter the password chosen in the electronic signature step and select 'Next' to make the updates.

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The screen returns to the I-9 section of the New Employee Step to allow the new hire to choose the correct citizenship status.

Once updated, select 'Next".

The Corporate representative (ONBC) is asked to enter their password and select 'Next' to continue.

During the electronic signature, both the original and updated versions of the I-9 will be presented.

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TEMPORARY POLICY CHANGES:

The Onboarding Coordinator can elect if the inspection of documentation is to be deferred. This policy is temporary and once it expires Fall 2021, at which time the screen will be removed from the process.

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Employer Verification:

• Review documents from the new hire and enter the data requested on the form (i.e., SSN, DL number, or passport number).

• Certify your review of each document.

• Attest to proper verification of the documents and select Next.

• If the employee elected a translator, complete the necessary form.

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Orientation Step (concluded)

Review and Approve

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Review the data entered. Select the data to update (if needed).

Onboarding Coordinator will also agree to using an electronic signature, enter password, and Submit.

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Orientation Step: Electronic Signature

The initial password is Welcome_99 and can be changed under the My

Profile link from the Onboarding 1.0 Dashboard.

Click to sign the I-9 and Submit All Documents.

This completes the Orientation Step and the second phase of the Onboarding process. User will be returned to the dashboard.

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Orientation Step: Electronic Signature (concluded)

E-Verify Authorization• The E-Verify authorization for the new employee was processed successfully

and no further action is needed for this employee, however, let's discuss what happens when further action is needed...

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E-Verify

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E-Verify (continued)

In some instances, there is an issue with authorization and DHS request additional information.

Issues = cases

E-Verify cases can be accessed via the dashboard:

• Tasks - employee name and verification step.

• Assigned To - owner of E-Verify.

• Hiring Date - employee start date.

• Case Number - DHS Non confirmation case number.

• Emp ID - displays last four digits of SSN.

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E-Verify (continued)

E-Verify actions can be processed directly from the Onboarding Dashboard and replaces the need to log in to E-Verify separately.

The following processes can be initiated via the Onboarding Dashboard:• Recertification• TNC case management• E-Verify without Onboarding

Follow the steps to initiate an E-Verify process from the Onboarding Dashboard:+ Create New Task

E-Verify Start

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E-Verify (concluded)

Select the reason for electing the manual process.

• New hire processed outside of Onboarding.

• Existing employee with a need to recertify.

Answer the questions presented and complete the required fields.

These are examples of messages and communications from DHS when a case is opened.

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E-Verify: Non confirmation messages

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PAR IntegrationIf PAR Integration was selected during the PostHire Verification Step, a draft PAR is created from data entered during the Onboarding process.

The selected ONB PAR Coordinator (ONBC) will receive an alert in the People First system that a Draft Onboarding PAR is pending action.

If the ONBC does not have access to complete the PAR, the Draft PAR will be assigned to the PAR Liaison based off the position number.

If the PAR Liaison role is vacant or doesn't possess sufficient access, the Draft PAR will be assigned to the Agency HR roles A, H, or X.

A Task will be generated for the owner. They also have access to reassign the draft PAR.

Draft PARs will now be searchable in the PAR menu and can be accessed by those with the applicable role code.

On the PAR Menu screen in People First, double click the Draft PAR

you want to process.

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PAR Integration (concluded)

Appointment PAR is only created when the employee is new to your agency.

As the PAR goes through approval, the following information is pulled from Onboarding and pre-filled in the PAR process:

• Personal Information

• Home Address

• Emergency Contact

• EEO-Veteran

• W-4

• I-9 (integrated after orientation step)

Regular PAR functions remain the same when processing a Draft PAR from Onboarding.

Document Center

Completed Onboarding forms can be accessed in the Document Center.

The Document Center can be accessed from the Onboarding Dashboard primary navigation menu by HR security roles A, H, and X.

• Select the dropdown arrow next to Onboarding 1.0 Dashboard

• Select Document Center

Although Onboarding does not link to agency personnel files, you will find it easy to access and download.

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Document Center Dashboard

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Document Center Dashboard

A. First name / Last name - search by first and/or last name of onboarded new hire.

B. Document Name - search by document title.

C. Submit - generates results of search criteria.

D. Clear - remove criteria entered in search fields.

E. Advanced Search - provides additional filter criteria.

F. Bulk Download - ability to select and download multiple documents at once.

G. Single Upload - ability to add a document to the document center for the employee.

H. Bulk Upload - ability to upload/attach multiple documents at once.

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Document Center: SearchThere are two ways to search documents.

Search by Name:

1. Enter the employee's name.

2. Select Submit.

3. Results display with the following data:

1. Checkbox to select form2. Document Name3. SSN (last 4)4. Last Name5. First Name6. Middle Initial (if provided)7. Date of Birth8. Start Date

4. Arrows at the bottom of page are highlighted to indicate additional results.

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Document Center: Search(concluded)

Search by Document Name:

1. Enter the Document name.

2. Select Submit.

3. Results display with the following data:

1. Checkbox to select form2. Document Name3. SSN (last 4)4. Last Name5. First Name6. Middle Initial (if provided)7. Date of Birth8. Start Date

4. Arrows at the bottom of page are highlighted to indicate additional results.

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Document Center: Menu Bar

• Print - displays form in new window with print option.

• To Excel - provides excel version of search results.

• View - displays form in new window.

• Indices - list the data fields for the selected form.

• Audit - provides audit of form history in the document center.

• Download - displays the form in PDF.

• Update Indices - after uploading a document to the employee’s file, the indices can be updated to identify the new hire’s record (e.g., hire date, SSN etc.).

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Menu options appear based on user access by checking the box

at the beginning of the row.

Document Center (concluded)

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To Print or Download multiple forms at once, use the Bulk Download feature.

This will download the selected forms in PDF format to a zip file that you can load into the agency's electronic employee personnel file.

Password Reset

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You will be assigned a password to use for the electronic signature in the Orientation Step for validating the I-9.

Access to reset or change your password is located in the My Profilesection.

From the Onboarding Dashboard drop-down menu, select My Profile and follow these steps to reset your password:

1. Enter current password.

2. Click the box for Change Password.

3. Enter new password and retype new password.

4. If applicable, change the security question.

5. Click Update.

QUESTIONS

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Contact Us

[email protected]

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mailto:[email protected]

Onboarding (ONB) Agency Training

Documents

Transcript of Onboarding (ONB) Agency Training