OnboardingA Glimpse into the USG Implementation of

Equifax Compliance Center

Michael SmithSr. Business Systems Analyst

Agenda

• Careers Overview• Scope• Packets• Key Decisions• Shared Instance• Business Process Flow• Demonstration

What you will see here today is part of the Careers initiative of OneUSG Connect. Availability of these new features will be determined based on a schedule determined by readiness. Institutions will be contacted within the next few weeks to determine your readiness as we move forward. Shortly after institutions confirm their ability to participate in the implementation phase, the schedule will be confirmed.

Careers Overview

CAREERS

RecruitmentApplicant Tracking System/Job Offer Management

Profile ManagementJob Description Repository

OnboardingI-9 Management/Hire Packets

ePerformance - Pilot In-ProcessAnnual Performance Reviews/Provisional Evaluations

Manager Self-Service Personnel Actions/Delegation

Onboarding – An Introduction

• Equifax Compliance Center is a hosted, third-party solution that provides a secure online self-service platform for new hires to complete onboarding paperwork.

• The USG System Office is in the process of finalizing a system-wide contract to use compliance center

• We are currently in the process of building our compliance center instance

Overview

6

• As part of the Careers project, we are developing a single, shared instance of Compliance Center.

• Access to an Institution’s new hire onboarding data will be protected by robust user security roles.

• Security roles can be tailored to an Institution’s needs: grant full access to centralized HR or grant status-only access to departmental HR.

A Single Platform

7

How does it work?

Competitive Recruitment (Careers)• Onboarding will follow a successful candidate background

investigation• Recruiters will manually initiate onboarding in by moving candidates

to an Onboarding disposition• A message will be sent from OneUSG to Equifax Compliance Center

containing the following data elements:oCandidate NameoCandidate Email AddressoPosition NumberoPosition TitleoDepartmentoHire Packet Type (Defined on the Job Opening)

Non-Competitive Recruitment (Smart Form)• Onboarding will follow a successful candidate background investigation• Managers will complete a smart form in OneUSG, detailing hire details• The Smart Form will route to approver via workflow• Upon approval of the fluid form, a message will be sent from OneUSG to

Equifax Compliance Center containing the following data elements:o Candidate Nameo Candidate Email Addresso Position Numbero Position Titleo Departmento Hire Packet Type (Defined on the Job Opening)

Hire Packets - Forms

Forms Employees

Tech Temps

Students

Affiliates

Affiliates with IP Waiver

Personal Data Form X X X N/A N/AE-Signature X X X N/A N/AI-9 Instructions/I-9 X X X N/A N/AState Tax Forms X X X X XFederal Tax Form X X X X XDirect Deposit X X X N/A N/AW-2 Consent X X X N/A N/ASecurity Questionnaire/Loyalty Oath X X X X XGlacier Nonresident Alien Tax X X X N/A N/AVoluntary Self-Identification of Disability X X X N/A N/AMemorandum to Personnel File X X X N/A N/AIntellectual Property Agreement X X X X N/ASocial Security Statement N/A X N/A N/A N/A

Core

Institu

tion

Specifi

c

Hire Packets - Notices

Forms Employees

Tech Temps

Students

Affiliates

Affiliates with IP Waiver

Worker's Compensation X X X N/A N/AAffordable Care Act X X X N/A N/AFamily Medical Leave Act X X X N/A N/ADefinition of Veteran Statuses TBD TBD TBD N/A N/AGeorgia Defined Contribution Plan X X X N/A N/AUniversity System of Georgia Ethics Policy X X X N/A N/ANon-Discrimination and Anti-Harassment P X X X N/A N/AWorkplace Violence Policy X X X N/A N/AMotor Vehicle Records X X X N/A N/AEmployee Alcohol and Illegal Drug Use X X X N/A N/AComputer Use Policy X X X f Applicabl If ApplicableGeneral Work Rules X X X N/A N/ARight to Know X X X N/A N/ABenefits and Retirement X X X N/A N/ARetiree Status X X X N/A N/ATwo-Factor Authentication X X X X XData Access Policy (FERPA, GLBA, HIPAA) X X X X XFinal Instructions X X X X X

Core

Notice

sIns

titutio

n Spe

cific N

toices

Information Gathered From Equifax

• Address• National ID (SSN)• Date of Birth• Marital Status• Gender• Race/Ethnicity• Emergency Contacts

• Direct Deposit Information• W4 Information• State Tax Form Information• Passport Information

Let’s Take a Look!

Institutional Readiness

Institutional Readiness

• Complete Hire Packet Configuration Workbook• What institutional forms would you like to include in onboarding?• Determine whether you will have a single location (centralized)

or multiple locations (decentralized)

• Practitioner Security Assignments• Who will complete Section 2 of the Form I-9?• Who needs access to view information gathered during

employee onboarding?• Will anyone need to have view-only access into the process

(decentralized)?

Any Questions?

We want to hear from you!What are some burning questions that you have about the Onboarding project?

Traci StricklandInterim Assistant Director, Onboarding and Records

Shalonda CargillERP System Analyst Lead

Poll Everywhere – Michaelsmith178

Accessing via website

• Navigate to PollEv.com/michaelsmith178

• Respond to the poll

Accessing via text message

• Text MichaelSmith178 to 22333

• Respond to the poll

28