COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Enhancing (and Accelerating) the New Hire Experience
RECONNECTJuly 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
Employee
NewBaby
onBoard
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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 thatrealize the full value of their ERP technologyplatform 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 Custom Self-Service Applications and Electronic Formso Workflow, Notifications, Approvals and Electronic Signatureso Service-Oriented Architecture (SOA) Integrations
ePAF™ – Suite of pre-developed eForm templates for personnel actions, including:o Hires, rehires, transfers, additional jobso Pay changes, promotions / demotions, FTE changes, funding changes, data changes, position changeso Terminations, retirement, leaves of absence
GT Expenses – Integrated end-to-end expense solution from request to reimbursemento Travel request and advance approvals; Itemized claims for travel and non-travel expenseso 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
Experience
Consulting Methods
Functionally
Managed Products
Enterprise License
Community Solution Sharing
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
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
HCM
Financials/Supply Chain
Campus Solutions
GT eForms™ Library for PeopleSoft
GT ePAF™
GT OnBoarding™
GT eVoucher™
GT Paperless I-9™
GT E-Verify Integration™
GT Personnel eFile™
GT eTime™
GT ePost™
Security eForm
Overtime eForm
Non-Tuition Fee Request eForm
Merit eForm
Reports To eForm
Leave Cash-Out eForm
Additional Pay eForm
Undergrad Academic Record Change
E-Degree Certification Description
Faculty Discipline Description
Faculty Teaching Certification
Graduate Status Change
Thesis and Dissertation Release Option
Travel Fellowship Application
Travel Fellowship Expense Report
Expense Approval
Expense Reimbursement
Readmission Application
Grade Change
Course Add/Drop/Withdraw
Faculty Promotion/Tenure
Credit Card Reconciliation
Vendor Add/Update
Journal Voucher
Delegation eForm
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Representative Clients
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
A GT eForms™ Cheat Sheet
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
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
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!!
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
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
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Timeframe for Onboarding
1 day
1 week
1 wk - 1 month
1 - 3 months
3 - 6 months
Over 6 months
0% 5% 10% 15% 20% 25% 30% 35%
Percentage of Respondents (n=230)
90% of organizations believe that employees make their decision to stay within the first year.
14%
16%
21%
29%
15%
5%
Tactical
Strategic
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
The Impact of Effective Onboarding Definition of
Maturity Class Mean Class Performance
Best-in-Class:Top 20%
(of aggregate performance scorers)
• 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
Industry Average:Middle 50%
• 70% of first-year employees were retained• 29% of employees hired in the last 12 months met first
performance milestones on time• 11% year-over-year improvement in hiring manager satisfaction
Laggard:Bottom 30%
• 30% of first-year employees were retained• 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
Creation of New Hire
Checklist
s
Introduce
new hires t
o the go-to
people
Provide fo
rms t
o new hires b
efore day one
Ensure co
mpliance
on all new hire
form
s
Peer netw
orking opportunities /
events0%
10%20%30%40%50%60%70%80%
Best-in-ClassAll Others
63%
54%58%61%
73%
60%
49%
61%
34%39%
Source: Aberdeen Group, March 2013
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Onboarding Automation
Fully Automated Partially Automated Paper-based0%
10%
20%
30%
40%
50%
60%
48% of organizations plan to increase their investment in onboarding technology this year, compared to 24% in 2012.
13%
34%
54%
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 OnboardingCandidate applies
for positionRecruiter selects
Candidate for Hire
Auto-Start Onboarding Checklist; sends email
to New Employee
Auto-Start Hire eForm, Creates EmplID
Onboarding complete!
New Employee completes
Onboarding eForms
Hire is Authorized; Creates Job Data
GT Robot User enters W-4, Dir Dep, I-9 into
PeopleSoft
W-4, Dir Deposit, I-9 eForms get approved
Person Data eForm updates PeopleSoft
ApproverApproverRoutes through
Hire Approvers
Checklist set to AUTHORIZED when
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™?
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
Flexible, integrated, portal-based eForms solution to manage the entire onboarding process…
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
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.
What can YOU do with GT OnBoarding™?
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Linking Onboarding to Learning
0%10%20%30%40%50%60%
Best-in-ClassAll Others52%
32%
22%26%
19%
12%
Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Opportunities for GT eForms™ integration…
GT OnBoarding™
Talent Management
Learning and Development
Performance Management
Recruiting/ Hire Data
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 resultsU Houston: Average process time from 15 days to 3 days
Less human effortU Florida: 75% reduction in total human effort
More replicable business processesU Florida: Error rate from 68% to 1%
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Easier to train usersU Florida: Reduced PAF training from 8 hours to 1½ hours
Easier to auditOUHSC: Internal auditors praised solution for ease of oversight
Storage / retrieval / permanenceU 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
Reaping the Benefits
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Questions?
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Contact Information
Scott AntinVP Business Development
Offc: 651.207.6599Cell: 651.271.3827
Paul TaylorPresident / CEO
Offc: [email protected]
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