Employee Onboarding - IIS Windows Server new employee and manager self-service tools enabling his HR...

© 2007 Towers Perrin

Employee Onboarding

Creating a Smooth, Effective Entrance Into Your Organization With Insights From Time WarnerA Towers Perrin Network Presentation

July 12, 2007

2© 2007 Towers Perrin

The onboarding solution:Key component of talent management

HR executives identify talent management as a very to somewhat critical issue for their organizations

2006 Talent Management: The State of the Art

The United States was the most targeted country for acquisitions in 2006, representing approximately 40% of global M&A activity

The Importance of Leadership and Culture to M&A Success, January 2007

According to our 2006 HR Service Delivery Practices Survey, 36% of 324 participants plan to implement an onboarding strategy in the next two years


Kim Billeter, Towers Perrin

Kim Billeter is a Towers Perrin principal based in the firm’s Atlanta office. She has deep expertise in human resource effectiveness, technology and transformation

Kim helps clients across industries to design effective HR service delivery strategies and implement the resulting processes and technologies that best meet organizational goals. She has particular expertise in broad-scale management of ERP and other technology implementations


Mark Rhine, Time Warner Cable

Mark Rhine is Vice President, HRIS at Time Warner Cable (TWC). He has broad experience in technology, staffing, compensation and benefits, and HR delivery systems

At TWC, Mark recently led his team through a large-scale PeopleSoft upgrade that provided new employee and manager self-service tools enabling his HR colleagues to spend more time offering strategic support to their customers

Mark has directed many other technology implementations to include compensation tools and automated onboarding systems


Today’s Discussion

How Onboarding Works

Onboarding Website Demo

Time Warner Cable Case Study

Benefits of Onboarding

Questions and Answers


Transforming the New Hire Experience

The Past: Tactical Approach The Future: Strategic ApproachOrientation focused on collecting paperwork and reviewing benefit plans A new hire’s first day was spent in a conference room with HRWhat new hires heard during orientation varied from one location to the nextThe first week was spent filling out and submitting formsManagers did not expect new hires to do much in their first week

New HiresComplete all their “paperwork” online before their first dayKnow what to expect from the company and the cultureCan “hit the ground running”

ManagersPlay the lead role in “orienting” new hires to the work

HRFrees up a day a week to focus on other talent initiativesEnsures a consistent new hire experience across organization


How onboarding works

After one year

After six months

First month

First week

First day

Before the first

day

Onboarding includes all the activities and processes associated withCompleting new-hire paperworkPerforming background checksEnrolling in benefitsProcuring equipment Providing access to secure facilitiesScheduling training and new-hire orientationReceiving job-related materials and trainingHelping new hires feel “ready” for their first day


How onboarding works:More than “Day One orientation”

Prior to Day One:

Build Excitement

First 24 Months:Maintain

Excitement

Week One:Ensure Warm

Welcome

First 90 Days:

Focus on Productivity

Day One: Make a First Impression

Initial welcomeAdministrative activities

GreetingsFirst meeting with supervisor

Department orientation activitiesTools-and-tasks training by new-hire sponsor

Buddy process beginsOne-day New Employee OrientationOther educational sessionsCareer planning with supervisor

Ongoing educationWorking relationship with buddyPerformance management with supervisorMeasurement and full-circle feedback


Time Warner Cable: Phase I

TheClient

Employs 46,000 employees with 33 major divisions in the US

Growth through acquisition

Approximately 13.000+ new hires annually

The Challenge

Acquisition story — Adelphia & Comcast

Successfully onboard 12,000 employees in four weeks, including background/drug test


Time Warner Cable: Phase I

The Results

Onboarding website functionality included:— Pre-population with personal data received from acquired companies— Integration with PeopleSoft and other vendor applications — Ability to view benefit information and FAQs and submit e-Forms,

including W-4, State Tax Forms, I-9, Benefits Enrollment, etc.— Background check and drug screening authorization— Confirmation statements— Administrator tools for overriding employee information, call tracking,

password resets, account maintenance and status reports— Case management tool for the temporary service centerCommunication & training support surrounding the rollout of the siteOf the 12,000 employees only 54 employees were managed via a paper process, saving the client significant hard dollars through:— Automating the paper process— Eliminating data entry into their HRMS (PeopleSoft System)— Saving HR/Recruiting/ER time spent on follow-up on

incomplete/inconsistent data on hardcopy forms


Time Warner Cable

Onboarding Website Demo


Adelphia/Comcast feedback

“We have been hearing about this technology, and what we’ve seen today exceeds our expectations for the system. Its great!”— Sunday Sotomayor, Vice President Employee Services,

Adelphia Human Resources

“Great information, I am really looking forward to rolling this out. I think it will do a lot to continue the momentum from an employee excitement perspective.”— Kim Congdon, Comcast Human Resources LA

“Thanks, and the presentation was great! The system seems very user-friendly. I don’t think our employees will have any problems. It is very similar to our existing OE system (just a lot more information).”— Erin Gesick, Director Adelphia Human Resources, Corporate Benefits


Time Warner Cable — Phase II

The new onboarding system will bring a revolutionary change in the way we hire employees

Onboarding ToolI-9s will be maintained in OBS to ensure recordkeeping compliancecandidate information form replaces employment applicationall new hires will receive electronic employment applicationcandidates will initiate and authorize background and drug testing with OBS all policies and procedures will be signed and acknowledged by new hires in OBS


Time Warner Cable — Phase II (cont.)

PeopleSoft/Brassringhire functionality will be turned off in PeopleSoftHR will no longer key new hires into PeopleSoftPeopleSoft foundation tables will be integrated with BrassRing via daily XML feedsadded prescreening qualifying questionnaire to BrassRing candidate gateway

Complianceelimination of requisition folderelimination of employment applicationuse of SAFE program to verify Social Security number and authorization to workone background investigation and drug-testing vendor with integration to the siteOBS becomes data repository for I-9 and new-hire application


Backgroundchecks (I-9 verifications)

SAVE programSocial Security number and employment authorization

All new-hire paperworkBackground and drug-check authorization

Applicant data request for offer prescreening

The Onboarding Process

Drug testing

http://www.geninfo.com/default.aspx


Benefits of onboarding

Creating a positive experience for new hires will influence their perception of the organization for the longer term

Enables employees to “hit the ground running” Day One

Enhances the recruiting process

Automation/integration to a company’s HRIS

Enriches the overall orientation experience

Improves workflow and communication

Creates tremendous leverage and efficiencies

Elevates HR’s role to a more strategic level


Building the business case:Direct/indirect costs for organizations

HR/payroll/regulatory forms

Company agreements and policies

Employee handbook

Benefit election forms/ confirmation statements

Benefit highlights/SPDs

Shipping of new-hire kits

Employee’s time reading and completing forms

HR/payroll/temp time to receive, data enter, audit, rework and file forms

HR/payroll/manager time to answer questions

Orientation sessions

Employee productivity increases


Q&A

Kim Billeter, Principal, Towers [email protected]

Mark Rhine, Vice President, HRISTime Warner Cable

Employee Onboarding - IIS Windows Server new employee and manager self-service tools enabling his HR...

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