HR Hiring - Onboarding

Name
Type
Select Candidate
Inform Recruiter
Establish Compensation
Package
Establish Start Date
Background Check
Criminal Record Check
Public Record Search
Review Results
Drug Screen
Screening Visit
Process Sample
Manulife Review Activity
Offer
Create Offer Letter
Transmit Offer Letter
Accept Offer
Add Candidate To HR Records
Input Employee Information into
Database
Request Equipment
Request Workspace
Request Access Badge
Set Employee Status To Active
Milestone
Activity
Activity
Orientation
Orientation Location
New Hire Orientation Class
Benefits Overview Class
Provide Orientation CD
Watch Orientation CD
Complete Forms
Complete I-9
Complete Tax Forms
Complete Benefits Forms
Submit Forms To HR
Begin Work
Meet Manager
Obtain Access Badge
Obtain Equipment
Go To Workspace
Milestone
Decision
Activity
Activity
Linked Sub-process
Activity
Sub-process
Activity
Activity
Activity
Activity
Milestone
Activity
Activity
Activity
Activity
Activity
Milestone
Sub-process
Activity
Activity
Sub-process
Activity
Activity
Activity
Milestone
Activity
Activity
Activity
Milestone
Activity
Activity
Activity
Activity
Activity
Item Name
Stakeholder
Type
HR Hiring - Onboarding
Select Candidate
Select Candidate
Inform Recruiter
Inform Recruiter
Inform Recruiter
Package
Package
Package
Package
Package
Package
Background Check
Background Check
Review Results
Review Results
Review Results
Drug Screen
Drug Screen
Screening Visit
Screening Visit
Screening Visit
Process Sample
Process Sample
Process Sample
Offer
Offer
Create Offer Letter
Create Offer Letter
Create Offer Letter
Hiring Manager
Human Resources
Hiring Manager
Human Resources
Recruiter
Hiring Manager
Human Resources
Candidate
Business Owner
Expert
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Hiring Manager
Business Owner
Finance
Business Owner
Finance
Expert
Hiring Manager
Expert
Human Resources
Expert
Candidate
Hiring Manager
Human Resources
Hiring Manager
Human Resources
Human Resources
Human Resources
Human Resources
Background Check Vendor
Human Resources
Human Resources
Recruiter
Human Resources
Human Resources
Human Resources
Screening Firm
Candidate
Human Resources
Human Resources
Screening Firm
Human Resources
Screening Firm
Hiring Manager
Human Resources
Human Resources
Hiring Manager
Human Resources
Hiring Manager
Hiring Manager
Human Resources
Participant
Business Owner
Expert
Expert
Business Owner
Expert
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Business Owner
Expert
Participant
Business Owner
Expert

Accept Offer
Database
Database
Database
Request Equipment
Request Equipment
Request Equipment
Request Workspace
Request Workspace
Request Workspace
Hiring Manager
Candidate
Human Resources
Human Resources
HR Docs Team
Participant
Participant
Business Owner
Expert
Participant
Human Resources
Business Owner
Human Resources
Expert
HR Specialist
Hiring Manager
IT Support
Facilities Team
Human Resources
Facilities Team
Facilities Team
Human Resources
Facilities Team
HR Docs Team
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Human Resources
Business Owner
Human Resources
Expert
Orientation
Orientation
Orientation
Complete I-9
Complete I-9
Complete Tax Forms
Submit Forms To HR
Begin Work
Meet Manager
Obtain Access Badge
Obtain Access Badge
Obtain Access Badge
Human Resources
Hiring Manager
Human Resources
HR Docs Team
Human Resources
Human Resources
Candidate
Human Resources
Human Resources
Candidate
Human Resources
Human Resources
Human Resources
Human Resources
Candidate
Candidate
Payroll
Candidate
Candidate
Candidate
Hiring Manager
Hiring Manager
Hiring Manager
Facilities Team
Facilities Team
Business Owner
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Participant
Business Owner
Expert
Business Owner
Expert
Participant
Participant
Expert
Participant
Participant
Participant
Business Owner
Participant
Participant
Business Owner
Expert
Obtain Equipment
Obtain Equipment
Obtain Equipment
Go To Workspace
Hiring Manager
Facilities Team
Facilities Team
Candidate
Participant
Business Owner
Expert
Participant
Item Name
Input
Select Candidate
Inform Recruiter
Package
Package
Package
Background Check
Background Check
Background Check
Review Results
Drug Screen
Screening Visit
Screening Visit
Screening Visit
Process Sample
Offer
Create Offer Letter
Accept Offer
Database
Database
Database
Database
Database
Database
Request Equipment
Request Equipment
Request Equipment
Request Equipment
Open Position
Initial Hire Decision
Final Hire Decision
Acceptable Salary Range from Finance
Acceptable Stock Grant range from Finance
Internal Department Budget
Manager calendar
Requested start date from candidate
Offer letter
Background Check Forms
Approval from HR for processing costs
Release Form signed by Candidate
Request for Background Check
Approval from HR for processing costs
Pass/Fail Notice
Candidate Instructions
Schedule time for visit
Directions to Screening Firm
Sample
Pass/Fail Notice (Criminal)
Pass/Fail Notice (Drug Screen)
Summary Review for Hiring Manager
Approval of Hiring Manager to hire
Final Compensation Package
Offer Letter
Signed Offer Letter
Employee Address
SSN
Emergency Contact Info
Salary
Stock Grants
Banking information for Direct Deposit
Job Title
Special Software Needs (e.g. Graphic Design package)
Laptop or Desktop Computer
Mobile phone - include statement about whether Blackberry
needed
Request Workspace
Request Workspace
Request Workspace
Department
Level (office or cube)
Special Needs
Level
Approval for Site Access
Site Access Restrictions (times & locations)
Cleared Checklist
Employee Address
Orientation
Complete Forms
Complete Forms
Complete Forms
Obtain Access Badge
Obtain Equipment
New hire in HR records

Orientation location
Employee Address
Orientation CD
I-9 Form
Tax Forms
Benefits Enrollments Forms
Completed Access Badge Request
Completed Workspace Request
Item Name
Output
Select Candidate
Inform Recruiter
Package
Background Check
Background Check
Background Check
Review Results
Drug Screen
Screening Visit
Process Sample
Offer
Create Offer Letter
Accept Offer
Database
Request Equipment
Request Workspace
Filled Position
Background Check Forms
Requisition Close Email to Recruiter
Compensation package
Orientation
Orientation
Complete Forms
Complete Forms
Complete Forms
Complete I-9
Obtain Access Badge
Completed Benefits Forms

Completed Stock Grant forms
Onsite or Offsite decision
Orientation CD
Completed I-9 Form
Completed Tax Forms
Completed Benefits Enrollments Forms
Completed I-9 form
Access Badge
Start Date
Cleared Criminal Record Check
Cleared Drug Screen
Approval of Human Resources
Pass/Fail Notice
Criminal Check Results
Toxicology Report
Sample
Toxicology Report
Approval of Hiring Manager to hire
Accepted Offer
Offer Letter
Signed Offer Letter
New Hire Pacakge
Employee Number
Order Confirmation Email with Delivery Date
Location of office/cube
Access Badge
New Hire Package
Item Name
System
Create Offer Letter
Database
Request Equipment
Request Workspace
IT Provisioning Portal
ADP HR Portal
HR Oracle System
ADP HR Portal
Complete I-9
Complete Tax Forms
Submit Forms To HR
ADP HR Portal
ADP HR Portal
ADP HR Portal
ADP HR Portal
HR Oracle System
Item Name
Select Candidate
Package
Background Check
Drug Screen
Screening Visit
Process Sample
Offer
Create Offer Letter
Accept Offer
Database
Request Equipment
Request Workspace
Orientation
Complete Forms
Complete I-9
Complete Tax Forms
Submit Forms To HR
Begin Work
Meet Manager
Obtain Access Badge
Obtain Equipment
Go To Workspace
Cycle Time (Minutes)

40320
5760
180
15
4320
2880
1440
60
1440
60
20160
240
1440
10080
5760
120
1440
2880
60
30
1440
240
180
120
60
30
30
120
2880
1440
60
15
30
30
Item Name
Cost
Select Candidate
Background Check
Drug Screen
Offer
Orientation
Begin Work
1600
500
500
300
200
50
25
200
250
100
Item Name
Risk

Review Results
Drug Screen
Database
Controlled
Controlled
Controlled
Controlled
Medium
Item Name
Value Add
Select Candidate
Inform Recruiter
Package
Background Check
Review Results
Drug Screen
Screening Visit
Process Sample
Offer
Create Offer Letter
Accept Offer
Database
Request Equipment
Request Workspace
Yes
Required
Yes
Orientation
Complete Forms
Complete I-9
Complete Tax Forms
Submit Forms To HR
Begin Work
Meet Manager
Obtain Access Badge
Obtain Equipment
Go To Workspace
Yes
Yes
Yes
Yes
Yes
Yes
Required
Required
Required
Required
No
Yes
Yes
Required
Yes
Yes
Required
Required
Required
Required
Required
Required
Required
Required
Required
Yes
Yes
No
Yes
No
No
No
No
No
No
Item Name
Supplier
Select Candidate
Select Candidate
Background Check
Offer
Orientation
Orientation
Begin Work
Hiring Manager
Hiring Manager
Recruiter
Candidate
Hiring Manager
Candidate
Hiring Manager
Human Resources
Hiring Manager
Item Name
Customer
Select Candidate
Background Check
Offer
Orientation
Begin Work
Candidate
Candidate
Hiring Manager
Candidate
Hiring Manager
Candidate
Candidate
Item Name
Problem
Package
Background Check
Drug Screen
Create Offer Letter
Didn't receive range, instead receive initial level from Finance Low
Manager is not always available on requested start date

Turn around times create risk for offer
Miskeyed Employee Data
Delays in communication results in delays in screening
Manager doesn't always write letter quickly (no standard
format)
Create Offer Letter
Need a way to capture more details about offer in a
standardized format
Create Offer Letter
Audit requirements dictate offer expiration tracking
Lag in offer letter delays processing time for HR
Candidate uncomfortable with lag in sending offer letter
Accept Offer
Candidate Takes Longer Than 1 Week To Respond
Input Employee Information into Miskeyed Employee Data
Database
Request Equipment
48 Hour Lag In New Employee Data Feed
Request Workspace
Complete I-9
Employee does not have proper documents
Obtain Access Badge
Obtain Access Badge
Obtain Equipment
Severity
Frequency
Low
Low
Low
Medium
Medium
Medium
Low
Low
Medium
High
High
High
Low
Medium
High
Low
Low
Low
High
High
Low
Low
Low
Medium
Medium
Medium
Medium
Medium
Medium
Medium
High
Medium
Medium
Medium
Medium
Low
Low
Low
Medium
High
Low
Low
High
Item Name
Documentation
This process is initiated directly from our Recruiting Process. The focus of this process is to on-board
employees as fast and painlessly as possible! It is essential that all steps are followed and that the key inputs
and outputs are delivered. We will on-board several hundred people in 2007. We have revised the process to
eliminate many of our past problems - like missing information at key points in the process, uncertain hand-offs
between teams, incorrectly keyed data.
Select Candidate
The purpose of this step is the begin closing out the new hire requisition. Once the candidate is selected, we
need to close the requisition, establish compensation, and a start date.
Once we have settled on the right candidate, we need to update our recruiters so that they know the position is
filled. This is also the trigger for them generating an invoice to us for their placement services. For this reason, it
is essential that all communication with Recruiters is managed by the Human Resources team. We have
agreed with all of our Recruiters that we will notify them at the end of each week.<BR><BR><B>NOTE:
Recruiters may not contact Hiring Managers directly! It is essential they work with their Human Resources
contact.</B>
Inform Recruiter
Package
Hiring Managers must submit the Standard Compensation Form that indicates proposed Salary, Stock Options
(if applicable), Bonus Potential (if applicable).<BR><BR>Note that it is the Hiring Manager's responsibility to
confirm that proposed compensation is appropriate according to the established Salary Ranges. This is the key
input document for the manager to complete this work.Hiring Managers must submit the Standard
Compensation Form that indicates proposed Salary, Stock Options (if applicable), Bonus Potential (if
applicable).<BR><BR>Note that it is the Hiring Manager's responsibility to confirm that proposed compensation
is appropriate according to the established Salary Ranges. This is the key input document for the manager to
complete this work.
Start dates may be from 2 to 4 weeks at the approval of hiring manager. Should start dates need to be more
then 4 weeks out, approval from HR is required. <br><br><b>NOTE: Start date must be a part of the Offer
Letter.</b>
Background Check
<div>We have outsourced all of our background check work to Info Cubic (<a href="http://www.infocubic.net"
target="_blank">www.infocubic.net</a>). In general, our negotiated turn-around times are between 24-72
hours. For confidentiality reasons, all results are coordinated and communicated by
Human Resources. Our Hiring Managers are prohibited from contacting Info Cubic directly. Today, we conduct
two main checks:</div>
<div>
<ul>
<li>Criminal Records</li>
<li>Drug Screens</li>
</ul>
</div>
<div>In the future, we may consider Financial Checks (Bankruptcy, Credit) for certain job positions.</div>
Criminal record check is needed to ensure private and confidential information is not passed to someone who is
at risk of misusing this information. This is a serious risk to the company and must be undertaken with a high
level of scrutiny.
The scope of this search is State and Federal. These are separate databases and Info Cubic manages
conducting these searches and providing a standard report back to us. Note that all offenses will be noted on
the report - including Misdemeanors and Felonies.<br><br>Since the scope of the search is US only, foreign
employee checks are not presently covered.
Review Results
No failures of public record search are allowed. Under special consideration by HR, can a candidate be hired
with a failure.<br>
<div>Info Cubic provides the following drug screening for us:<br /><br /><b>Oral Fluid Testing</b><br /> Oral
fluid collection devices, where a swab is used to collect a
saliva sample, allow for specimen collection
at any time or any
place, helping to simplify the collection process while preserving
the
donor's dignity. Since the sample is collected under direct
supervision, the chance for specimen
adulteration is greatly reduced.
Intercept is one such product that can be used to accurately
detect the 5 most common classes of drugs, including Ecstasy.<br /><br />For more information, please see <a
href="http://www.infocubic.net/preemploymentscreening/employeedrugscreening.html"
target="_blank">http://www.infocubic.net/preemploymentscreening/employeedrugscreening.html</a></div>
Drug Screen
Screening Visit
<div>The candidate will need to visit an Info Cubic facility (managed by Quest Diagnostics). Here is the facility
locator website that we can provide to all candidates:<br /><br /><a
href="http://www.questdiagnostics.com/hcp/psc/jsp/hcp_psc_index.jsp"
target="_blank">http://www.questdiagnostics.com/hcp/psc/jsp/hcp_psc_index.jsp</a></div>
Process Sample
<strong>Results reported within 24 to 72 hours</strong><br>

All substance abuse specimens submitted to Info Cubic are initially
tested using the enzyme immunoassay (EIA) screening technique. This
objective method is both computerized and automated to ensure reliable
results and industry-leading turnaround times.<br><br>Info Cubic delivers all results directly back to
Human Resources, who is then responsible for communicating the result to the Hiring Manager of the
prospective candidate.<br>
No failures of drug screen record search are allowed. The candidate may provide explanation for failures do to
legal drug use. Such examples must be provided in writing by a doctor.<br><br>
The creation and transmitting of the offer letter is a very time sensitive step. Make sure that this is completed as
quickly as possible. Delays could result in losing a candidate due to another offer or loss of headcount should
the company situation change. It is best to complete this step as quickly as possible. All offers are valid for a
maximum of 2 weeks from received date but the company reserves the right to nullify the offer before it is
accepted by the candidate.<br><br>
Offer
Create Offer Letter
<div>The offer letter must follow the standard template. The template can be found on the network drive: <a
href="file:///intdrive/human resources/hiring/offer letter template.doc" target="_blank">\\intdrive\human
resources\hiring\offer letter template.doc</a><br /><br />The offer letter must have the 6 primary pieces of
information on it:<ol>
<li> Salary</li>
<li> Bonus structure</li>
<li> Stock Options (note: options structure is a company wide standard policy and can be found on stock
options documentation)</li>
<li> Start date</li>
<li> Name of candidate</li>
<li> Title of candidate</li>
</ol></div>
Offer letters must be sent through overnight shipping. Fedex is currently our carrier for all overnight deliveries.
HR can print an overnight label that will charge the delivery costs to the companies account. To facilitate faster
turn around, include <u>2</u> copies of the letter: one to be returned and one for the candidate to
keep.<br><br><b>NOTE: Make sure to include a return overnight envelope.</b> HR will provide a return
envelope.<br>
Accept Offer
Once candidate accepts offer, make sure they return the signed letter by overnight mail. An offer is <u>not</u>
legally considered accepted until the signed document is return to us. No copies are allowed. We must have
the original signature.<br><br>
This step is required to make the necessary requests for equipment, workspace, and benefits. Please double
check all inputs as errors can result in unfulfillable requests. Incorrect personal information can also results in
denial of health benefits.<br>
Input Employee Information into All information must be entered in the HR system. Please use the original application data received at time of
Database
candidate interview. Any incorrect information will result in delay to the processing including first payroll check.
<br><br>All key profiles must be completed: Personal Information, Payroll, & Office Information<br><br>
Request Equipment
Once the Office Information profile is completed, submit the request for computer and other equipment needs
to IT. This section cannot be completed without the proper information completed in HR systems. If information
is missing or incorrect then there will be delays to the equipment request.
Request Workspace
Once the Office Information profile is completed, submit the request for the workspace to facilities. Request
must be made as soon as possible to ensure the proper location is reserved.<br><br>
Fill out the access badge form and submit to facilities. Badge access should be filled out at least 1 week in
advance in case there are no available badges on hand. Certain data on the form requires hiring manager
approval: building access times & security clearance. All badges must be within the standard access
profiles.<br><br>
Once all request are completed and information is entered into the HR systems, set the employee status to
active. This step is important as it will automatically put the employee in all the financial and flow down HR
systems. They will now show up on all employee reports created such as internal surveys, vacation tracking,
and attendance.<br><br>
Orientation
<div>The purpose of orientation is to familiarize the new hire with the basic company policies. It is available in a
1 day onsite orientation class or a CD for offsite orientation.</div>
Orientation can be held onsite or offsite. If the employee is moving from another city, company policy requires
them to complete the offsite orientation. For executive levels orientations are to be held onsite, regardless.
Under special approval from department heads, non-executive level employee hires can be flown in for onsite
orientations<br><br>
<div>The purpose of this class is to familiarize the new hire with the basic company policies. Usual time for this
class is 3-4 hours including breaks. There are no required documentation due after the completion of the
class.<br /><br />New hire orientation <span style="text-decoration: underline;">must</span> cover:<ol>
<li>Company security policy</li>
<li>Payroll scheduling</li>
<li>Emergency situations</li>
<li>Dress code</li>
<li>Workplace harassment policy</li>
<li>Acceptable behavior policy</li>
</ol></div>
<div>The purpose of this class is to familiarize the new hire with the benefits and options policies. Usual time
for this class is 2-3 hours including breaks. Required documentation due after the completion of the class are
the health benefits sign ups. <br /><br /><b>Make sure new hires are aware that documentation is due on the
3rd day after starting day. </b>Any later submission may result in missed enrollment of benefits until next open
enrollment period.<br /> <br /> Benefits orientation <span style="text-decoration: underline;">must</span>
cover:<ol>
<li> Health insurance paperwork walk through</li>
<li> Stock options summary</li>
<li> 401k paperwork walk through</li>
<li> Workplace harassment policy</li>
</ol></div>
In the absence of an onsite class, new hires can complete the orientation CD to cover all the same topics.
Orientation CD is 1 CD along with documentation (see below).<br><br>
Candidate should watch CD as soon as possible. If any additional questions exists, they can email HR to get
answers.<br>
<div>The focus of these activities is to get our newest employees oriented about a couple of key areas. One of
the crucial things to ensure is that employees bring all the right documentation with them for this orientation. As
noted in the inputs, this means it is essential for them to have:
<ul>
<li> Driver's license <b>AND</b> Social Security Card <b>OR</b></li>
<li> Passport or Green Card</li>
</ul>
</div>
<div><b>NOTE: All forms must be completed by the latest 3rd business day after start date</b></div>
Complete Forms
Complete I-9
<div>An I-9 provides proof of employee's right to work in the US. In addition to completing the form, the
employee must also provide:
<ul>
<li><b>A passport:</b> If an employee presents a passport, expired or not, then just complete the information
under List A. Have the employee complete and sign his or her part. </li>
<li><b>A driver's license and a social security card:</b> The driver's license verifies the identity and the SSN
card verifies the right to work in the US. Just complete the information under List B (driver's license) and List C
(S.S. card), have the employee complete his or her part, and you're done!</li>
</ul>
</div>
Complete Tax Forms
Required documentation needed for to exclude tax from paychecks. Delays may impact arrival of paycheck to
employee and potentially result in additional fees to the company and/or employee.
<div>There are several key benefits forms to complete:
<ul>
<li> Medical (<a href="http://www.bcbs.com" target="_blank">www.bcbs.com</a>)</li>
<li> Dental (<a href="http://www.metlife.com" target="_blank">www.metlife.com</a>)</li>
<li>401K (<a href="http://www.fidelity.com/401K" target="_blank">www.fidelity.com/401K</a>)</li>
<li>Supplementary Life (<a href="http://www.mutualofomaha.com"
target="_blank">www.mutualofomaha.com</a>)</li>
</ul>
All of these must be completed during Orientation. If the employee chooses not to participate in any of the
programs, they still need to fill out a form indicating that they have reviewed their options and are choosing not
to participate.</div>
Submit Forms To HR
Forms must be dropped by the HR office. Make sure new hires know to submit forms personally. Once
submitted, HR should file forms immediately and record in HR systems that the forms have been submitted.
The established turn around time is 2 days maximum to input all information into the systems. We must submit
to suppliers within 1 week. <br><br>
Begin Work
Make sure that HR or Hiring manager has previously agreed upon time to show up and is available to meet
them in the morning. <br>
Hiring Manager will show them around the office and show them to their desk. Perform introductions as
needed.
Access badge should be at front desk (provided by facilities). Picture not needed. If access badge is not
available, use visitor badge as temporary access.<br>
<div>IT support should have computer equipment already setup at desk. If not there, immediately contact IT
support. Loaner computers can be used for temporary access if needed.<br /></div>
Meet Manager
Obtain Access Badge
Obtain Equipment
Go To Workspace
On the way to work place, show general office areas so that if the new hire has any difficulties or questions they
know where to go to ask for help. <b>Make sure to tell them the access code for the bathroom.</b><br><br>
Name
Weight
Item Name
Attachment
Create Offer Letter

Create Offer Letter
Create Offer Letter
Create Offer Letter
Create Offer Letter
Portfolio.xls
Proposal.pdf
Workflow.vsd
Research.doc
Overview.ppt
Size (kb)
34
249
126
662
1937
Uploaded By
Uploaded On
Bill Hahn
Bill Hahn
Bill Hahn
Bill Hahn
Bill Hahn
10/13/2010
10/13/2010
10/13/2010
10/13/2010
10/13/2010

HR Hiring - Onboarding

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HR Hiring - Onboarding

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Name

Transmit Offer Letter

Set Employee Status To Active

Set Employee Status To Active

Set Employee Status To Active

New hire in HR records

Completed Benefits Forms

Set Employee Status To Active

Cycle Time (Minutes)

Criminal Record Check

Manager is not always available on requested start date

Establish Start Date

Criminal Record Check

Public Record Search

<strong>Results reported within 24 to 72 hours</strong><br>

Manulife Review Activity

Create Offer Letter

Transmit Offer Letter

Add Candidate To HR Records

Request Access Badge

Set Employee Status To Active

New Hire Orientation Class

Benefits Overview Class

Complete Tax Forms

Complete Benefits Forms

Create Offer Letter

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