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Recruiting and Onboarding UpdateMarie Bliss, AVP HR AdministrationJeff Cumberland, Talent Acquisition Manager

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Past • Recruitment and Onboarding expectations.• Training results.

Current • Updates since launch in July 2019.

Future• Updates in flight.• Items in the backlog.• Surveys.

What are we missing?

▪Agenda

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• PageUp will provide a more streamlined application experience, ex. Adaptive design allows candidates to apply from any device.

• Improved applicant communications such as disposition messages that can be done real time vs. at the end of recruitment process.

• Recruitment actions are contained within the system, ex. Applicant scheduling for interviews and search committee activities.

• Offer letters will be distributed through the system and electronically acknowledged by candidate.

• PageUp will be integrated with Banner • Enhanced reporting and analytics.

▪ Recruitment expectations – all were met!

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Also these results were achieved:• Separate career site for internal applications.• Timely updates to applicants on the status of their application.• Offer letter language standardized; business partners can edit the

template if needed.

▪ Recruitment expectations – Extras!

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▪Onboarding expectations – all were met!

• Once a candidate accepts an offer, the system will prompt them to provide employee information which will be integrated with Banner; eliminates paper P12 form as well as the selective service form.

• Generation of Virginia Tech ID number happens following offer acceptance.

• Candidate will be able to generate a PID prior to first day.• Onboarding activities will be completed through a new onboarding

portal.• 30-day free parking pass for Blacksburg campus can be printed

prior to start date.

Roles and structure

HR Advisory Committee

VT Departmental Users

HR Sponsor Marie Bliss

Service OwnersRecruiting: Jeff Cumberland

Onboarding: Dani McNiel

HR Project ManagerSteve Yi

Key Team: Weekly Meetings

Extended Team: Monthly Meetings

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The following reports will be sent out every two weeks followed by quarterly analysis of the information:

• Current Recruitment• Gender Diversity through Recruitment Process• Mobile Sourcing• Offer Accepted by Sub Source• Onboarding Completion Rates• Social Media Sourcing• Submitted by Sub Source • Time to Fill

▪ Reports from Talent Acquisition Team

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▪Dashboard as of February 24, 2020 (based 3 months)

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August and September:

• Added P-14 and part-time employees to User File Feed from Banner to PageUp.

• Competitive Searches Approval Workflow was agreed upon and finalized in the system.

• New reports available from the Job Card.• Expression of Interest implement.• RSS feed added.

▪Changes by month – Recruiting

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October and November:

• Added export panel at bottom of Offer Card.• Added VT ID number field.• Removed duplicate questions on Staff Applications.• Changed site to work location on TOFOs/Offer Letter.• New drop downs for:

Search Exemption reasons. Non-Competitive search reasons. Explanation Required “Work Location” changed due to future Equifax I-9

integration on the feed.

▪Changes by month – Recruiting

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January

• Updated Job Ad template with a format that pre-fills information from the Position Description.

• Enhanced the Employment and Education sections on Staff Applications.

• Added Organization Code to the descriptions on the Position Description drop down.

• Expanded User Import from Banner to include all active employees including Student Wage, Emergency Hire, and Sporadic Hire.

▪Changes by month – Recruiting

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February

• From the Job Card, users will be able to view the title and the reference number of the source Position Description (PD). Additionally, from the PD, users will be able to view a list of the jobs “raised” (or originating) from that particular PD. Starts for new PD’s started 2-5-2020 or later.

• Pay Band field added to Position Descriptions for Staff Only positions • Terminology changed on Save buttons - add “Save a Draft”• Formatting issue of printed Position Description was resolved

▪Changes by month – Recruiting

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▪Changes by month – Recruiting

March• Reference check - Automated application status: the online form that is

sent out to references has been simplified. Reference questions have been removed with the upload reference document feature remaining. .

• Regular versus Restricted job type: The Regular versus Restricted job type will now feed over from the Sourcing tab to the Careers site.

• Position Description Guidance: Guidance on how to write a position description has been provided with a PDF link on the Position Description card.

• “About Virginia Tech” statement: Updated the statement which is found in the Advertisement text box, which carries over to the Sourcing tab.

• Applicant List report: The Applicant List report is now available for Role 2 system users. This report was previously only available to Roles 3, 4, and 5.

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August through November:

• Non-Student Wage Employees added to onboarding workflow (excluding P14, Sporadic, Emergency Hire who are still hired directly in Banner)

• HRIS developers expedited feed after User ID (PID) creation so that new hires can immediately work on key activities such as direct deposit, parking pass, tax forms, etc.

• Renamed PID field to User Name (PID), consistent with Virginia Tech terminology.

▪Changes by month – Onboarding

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New sections and updates to the PageUp User Guide: to reflect system and business process changes that have occurred in the last few months.

▪PageUp training materials

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• Continue to develop and update the training curriculum both online and in the classroom setting.

• Develop online content for just-in-time eLearning sessions on the PageUp Canvas site.

• Conduct mini-session training classes for existing end users for system updates, new features, and specialized training needs. (Note: The Advancement Team recently did this)

▪PageUp training goals 2020

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• Position Description integration into Banner: Employee Administration team is keying PD information into Banner (~20 hours a week). Target: April 2020

• I-9 Integration (Vendor: Equifax): Relocating the process currently used to occur within PageUp. Provides seamless process for the new hire Target: May 2020

• Conviction Check (Vendor: TrueScreen): Relocating the process to occur within PageUp. Provides seamless process for the new hire and eliminates supervisor from having to fill

out the form for new hires who use PageUp. Target: July 2020

▪Integrations – in flight

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• Self-Service:Link to the access request formLink to the enhancement request form (new)

• Training & Resources - Link to the Canvas page• Monthly updates as shown in this presentation• List of Backlog/Enhancements items • Contact information

▪PageUp web page – March 2020

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Recruiting:• Employee Plan/Index number, to be used when T&R faculty number

gets approved.• Collaborate with ISS to ensure job advertising meets permanent

residency requirements.Onboarding:• Self-Service registration for an Orientation class will be made available

to the new hire or the hiring manager can register the employee. April 2020

▪Enhancements in flight

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▪Feedback process and next steps

• During February through April - HR will visit departments and colleges across the university to present this update and to collect feedback.

• April - Survey will be sent to collect feedback from all PageUp users.• Potential enhancements will be added to the backlog and evaluated

using a multi-prong process: HR Key Team (Recruitment, Applications, and IT team) HR Extended Team (Key Team plus other HR members) Others who spend time using the system such as HR Divisional

Directors, or their proxy, and volunteers from the HR Practitioners who do not have a Divisional Director

HR Advisory Committee, if necessary

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What are we missing?Feedback