Onboarding for Greater Employee Productivity and ... - Towers Perrin
Onboarding for Greater Employee Productivity and ... - Towers Perrin
Onboarding for Greater Employee Productivity and ... - Towers Perrin
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<strong>Onboarding</strong> <strong>for</strong> <strong>Greater</strong> <strong>Employee</strong><br />
<strong>Productivity</strong> <strong>and</strong> Effectiveness<br />
September 16, 2008<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong>
Agenda Agenda/timeline <strong>for</strong> <strong>Onboarding</strong> Webex<br />
Timeline <strong>for</strong> <strong>Onboarding</strong> Webex — September 16, 2008, from: Noon to 1:00 p.m.<br />
10 minutes<br />
Introductions <strong>and</strong> opening<br />
remarks<br />
What is onboarding —<br />
where is the hidden ROI<br />
—why do it?<br />
TP overview — best<br />
practices <strong>and</strong><br />
benchmarking<br />
Potential components of<br />
onboarding process<br />
Connectivity <strong>and</strong><br />
workflow across ERP<br />
<strong>and</strong> HRIS environments<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
35 minutes<br />
Time Warner Cable video — demo of<br />
Time Warner Cable site<br />
Review of key business drivers<br />
Review of implementation plan <strong>and</strong><br />
delivery<br />
15 minutes<br />
Questions<br />
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Proprietary <strong>and</strong> Confidential<br />
Not <strong>for</strong> use or disclosure outside <strong>Towers</strong> <strong>Perrin</strong> <strong>and</strong> its clients<br />
1
Automated onboarding today<br />
Regulatory<br />
Compliance<br />
Growth<br />
Offer Letter<br />
<strong>and</strong><br />
Verification<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
Talent Management Strategies <strong>and</strong> Practices<br />
<strong>Towers</strong> <strong>Perrin</strong> <strong>Onboarding</strong> Enables the Execution<br />
HR Policies<br />
I 9 Forms/<br />
Company<br />
Agreements<br />
Competitive<br />
Pressures<br />
Background<br />
Check<br />
Integration<br />
<strong>Employee</strong> Orientation<br />
Direct<br />
Deposit<br />
Overall Talent<br />
Shortage<br />
HRMS Data<br />
Profitability<br />
Provisioning -<br />
IT, Security,<br />
Facilities<br />
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Proprietary <strong>and</strong> Confidential<br />
Not <strong>for</strong> use or disclosure outside <strong>Towers</strong> <strong>Perrin</strong> <strong>and</strong> its clients<br />
2
21st century talent management dem<strong>and</strong>s a strong first impression<br />
Our research shows that today’s HR professionals are concerned with:<br />
Finding <strong>and</strong> developing the next generation of managers<br />
<strong>and</strong> key contributors<br />
Ensuring the organization can compete effectively — in terms of cost, quality,<br />
service <strong>and</strong> innovation — by having the right people, with the right skills,<br />
deployed in the appropriate locations<br />
Sourcing, developing <strong>and</strong> retaining talent when <strong>and</strong> where it’s needed<br />
Organizations have an opportunity to influence these issues during the initial stages<br />
of an employee’s time there<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
The process of retaining employees <strong>and</strong> engaging them in the business<br />
<strong>and</strong> their jobs begins be<strong>for</strong>e their first day on the job — <strong>and</strong> should<br />
continue through their first week, month <strong>and</strong> year<br />
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Proprietary <strong>and</strong> Confidential<br />
Not <strong>for</strong> use or disclosure outside <strong>Towers</strong> <strong>Perrin</strong> <strong>and</strong> its clients<br />
3
Many organizations view onboarding as orientation<br />
Historical data tells us that most organizations approach the onboarding process as<br />
Day One orientation:<br />
95% of all orientations are conducted by Human Resources<br />
64% of reported orientations begin on Day One<br />
40% use internet/intranet as part of orientation process<br />
Nearly all say supervisor’s role is critical to successful orientation<br />
There is increasing interest in measuring results<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
— 16% review turnover statistics<br />
— 6% review accident/safety records<br />
— 6% review increased productivity indicators<br />
— 2% review grievance statistics<br />
We view onboarding as a holistic approach that:<br />
Ensures your new employees transition efficiently, effectively <strong>and</strong> emotionally into<br />
the fabric of the organization<br />
With orientation as only one component of a successful onboarding program<br />
Note: <strong>Towers</strong> <strong>Perrin</strong> New <strong>Employee</strong> Orientation Survey.<br />
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4
Expectations — Leading practices in onboarding<br />
Automated prompts sent to all internal partners to begin setup <strong>for</strong> new employee —<br />
facilities, security, IT, payroll, benefits, etc.<br />
Automated messages/tools used to connect c<strong>and</strong>idate throughout the onboarding<br />
cycle — self-directed, anytime, anywhere<br />
Self-paced with a series of milestones <strong>and</strong> prompts created as a guide<br />
Segmented to allow <strong>for</strong> different process <strong>and</strong> experience by level, role <strong>and</strong><br />
experience<br />
Integrated onboarding plat<strong>for</strong>m with HRIS <strong>for</strong> data collection <strong>and</strong> employee<br />
experience<br />
<strong>Employee</strong>-driven — tools are intuitive <strong>and</strong> user friendly<br />
Owned <strong>and</strong> accessed by both manager <strong>and</strong> employee<br />
Automated process still includes a number of high-touch elements<br />
Creates organizational/social networks to allow process of socialization to start<br />
online<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
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5
The Future <strong>Onboarding</strong> Experience<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
Build Excitement<br />
Prior to Day One<br />
Some Related Challenges/Opportunities<br />
Reducing “time to start” via a streamlined process <strong>and</strong> ensuring compliance<br />
Delivering an automated yet personalized experience<br />
Cascading orientation processes into improved retention<br />
Instilling a sense of belonging<br />
Make a Good First Impression<br />
Day One<br />
Ensure a Warm Welcome<br />
Week One<br />
Focus on <strong>Productivity</strong><br />
First 90 Days<br />
Maintain Excitement<br />
Through First 24 Months<br />
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6
<strong>Employee</strong><br />
in<strong>for</strong>mation<br />
Manager<br />
updates<br />
Recruiting<br />
System or<br />
OnBoarding<br />
application<br />
with offer<br />
acceptance<br />
Technology enhances onboarding<br />
Automated<br />
Login Setup<br />
1<br />
OnBoarding<br />
For More Than<br />
New Hires<br />
2<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
- Reassignment<br />
-Transfer<br />
-Promotion<br />
-Rehire<br />
Personalized<br />
OnBoarding is setup<br />
with personalized<br />
<strong>for</strong>ms <strong>and</strong> messages<br />
Setup record in HRIS/Payroll<br />
5<br />
Business<br />
Rules<br />
Notification to<br />
Background<br />
Check Vendor<br />
OnBoarding OnBoarding<br />
C<strong>and</strong>idate<br />
accepts offer<br />
<strong>Employee</strong><br />
received login<br />
in<strong>for</strong>mation<br />
<strong>Employee</strong> attends<br />
training<br />
3<br />
<strong>Employee</strong><br />
completes<br />
OnBoarding<br />
online<br />
Eliminate Paper<br />
Day One<br />
Is Filled With<br />
Training<br />
Enhanced User<br />
Experience<br />
Date/Time<br />
Stamp<br />
Forms in<strong>for</strong>mation<br />
is transmitted to<br />
HRIS/ERP/Payroll<br />
4<br />
Eliminate<br />
Data Entry<br />
Automated<br />
Audit<br />
Improved<br />
Timeliness<br />
HRIS/ERP/Payroll<br />
Notification to<br />
-Procurement<br />
- Training<br />
- Security<br />
Layering high-touch<br />
on to high-tech<br />
makes <strong>for</strong> a very<br />
powerful<br />
combination<br />
Personalizes the<br />
experience<br />
Simplifies <strong>and</strong> improves<br />
the communication<br />
process<br />
Rein<strong>for</strong>ces decision to<br />
accept job offer<br />
Allows completion of<br />
<strong>for</strong>ms/ agreements<br />
prior to Day One<br />
Lets manager track<br />
progress/related<br />
accountability<br />
Better accommodates<br />
“clustered hiring”<br />
Allows HR to ensure<br />
compliance<br />
Reduce costs <strong>and</strong><br />
Streamline processes<br />
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7
Leading practices in action<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
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Not <strong>for</strong> use or disclosure outside <strong>Towers</strong> <strong>Perrin</strong> <strong>and</strong> its clients<br />
8
<strong>Onboarding</strong> success stories<br />
Challenge<br />
Onboard 12,000 acquired or<br />
merged employees<br />
Create an easy-tounderst<strong>and</strong><br />
user interface<br />
<strong>and</strong> facilitate<br />
<strong>for</strong> all “field” employees<br />
Leverage this solution as<br />
the primary onboarding<br />
interface <strong>for</strong> all new<br />
employees<br />
Preferred Solution would be<br />
hosted by a third party —<br />
operating expense<br />
“The new onboarding system has revolutionized the way we hire employees…”<br />
— Mr. Mark Rhine, Vice President, Human Resource In<strong>for</strong>mation Systems, Time Warner Cable, Inc.<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
Time Warner Cable <strong>Onboarding</strong> Implementation<br />
Solution<br />
Immediate review <strong>and</strong><br />
analysis of existing<br />
capabilities<br />
Design <strong>and</strong> development of<br />
a user friendly application<br />
<strong>for</strong> all new hires or acquired<br />
employees<br />
Deployment of solution to<br />
sub-group <strong>for</strong> pilot of the<br />
environment<br />
Deployment of <strong>Towers</strong><br />
<strong>Perrin</strong>-hosted onboarding<br />
solution<br />
Results<br />
Phase One went live on<br />
June 2006; new hire<br />
process rolled out <strong>for</strong> all<br />
divisions in 2008<br />
Initial <strong>Towers</strong> <strong>Perrin</strong><br />
implementation completed<br />
in four months<br />
99+% of all employees<br />
onboarded without manual<br />
intervention or paper-based<br />
onboarding in the<br />
acquisition<br />
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9
Integration of <strong>Towers</strong> <strong>Perrin</strong> onboarding tool<br />
HRMS/payroll system<br />
Applicant tracking systems/recruiting systems<br />
Address validation<br />
Bank routing number verifications<br />
Background checks<br />
Drug screen scheduling<br />
Security<br />
Training<br />
Procurement<br />
Any other client-specific notifications/integration points<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
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10
Integrating with the <strong>Towers</strong> <strong>Perrin</strong> onboarding environment<br />
Workflow is integrated into<br />
downstream provisioning<br />
functions (e.g., IT, corporate<br />
security, facilities, third parties)<br />
Portal provides personalized,<br />
role based views (navigation,<br />
content, application access)<br />
to users<br />
Content/knowledge<br />
management system allows<br />
easy facilitation <strong>and</strong><br />
management of HR content<br />
<strong>Onboarding</strong> dashboard<br />
provides online <strong>and</strong> external<br />
report views<br />
External data integration<br />
support: sending <strong>and</strong> receiving<br />
data from multiple, disparate<br />
data sources<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
Offer<br />
letter<br />
<strong>Onboarding</strong> Portal <strong>and</strong> Orientation<br />
Content/Knowledge Management System<br />
I-9<br />
Workflow<br />
Dashboard views<br />
Overall new hire<br />
check list<br />
Data<br />
Policy/agreements<br />
Background<br />
checks<br />
Drug<br />
screening<br />
Scheduling<br />
Recruiting I-9<br />
ERP Other<br />
Systems e-Verify<br />
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Security/<br />
facilities<br />
planning<br />
Data/System Integration (Web Services, XML, CI’s, ASCII )<br />
11
Our onboarding ef<strong>for</strong>ts have demonstrated results<br />
Effective onboarding results in significant cost savings <strong>for</strong> the organization<br />
From a hard-dollar ROI:<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
— Reduction in first year turnover<br />
— Lower hiring needs/costs<br />
— Increased levels of engagement<br />
— Faster ramp-up time/productivity<br />
— More efficient administrative processing (including fewer errors, paperwork<br />
<strong>and</strong> potential savings in FTEs)<br />
From a “soft”-dollar ROI:<br />
— Desired cultural attributes internalized faster<br />
— A single, integrated, consistent program established across the specified<br />
audience<br />
— Ensures the differing needs across individuals, levels, functions, etc., are met<br />
— Enhances compliance <strong>and</strong> manages risk<br />
— Reduces errors, paper <strong>and</strong> turnaround time<br />
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12
ROI opportunities from onboarding<br />
Reduced paperwork<br />
HR/payroll/regulatory <strong>for</strong>ms<br />
Company agreements <strong>and</strong> policies<br />
<strong>Employee</strong> h<strong>and</strong>book<br />
Benefits election <strong>for</strong>ms/confirmation statements<br />
Benefits highlights/SPDs<br />
Reduced distribution costs<br />
Shipping of packets<br />
<strong>Employee</strong>’s time reading <strong>and</strong> completing <strong>for</strong>ms<br />
Reduced data entry, corrections<br />
Eliminates time/ef<strong>for</strong>t to receive material, data entry, audit, rework <strong>and</strong> file <strong>for</strong>ms<br />
Allows HR/payroll/manager more time to answer key questions<br />
Reduces or eliminates orientation sessions<br />
Hit the ground running on Day One<br />
Allow new hires to engage earlier in the process<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
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13
Pharmaceutical client savings<br />
Number of annual onboard transactions 2,500<br />
Number of <strong>for</strong>ms/agreements/policies<br />
Forms vary across 15 programs, five transactions <strong>and</strong><br />
three roles<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
14 per person<br />
Cost of onboard packages (including mailing) $22/package<br />
Hard cost savings<br />
Cost of all packages<br />
Administrative temps<br />
Soft cost savings<br />
Reduction in HR/Payroll time <strong>for</strong> filing, data entry <strong>and</strong><br />
audit<br />
Automated workflow en<strong>for</strong>cing new policies<br />
Improved data integrity<br />
Automated auditing<br />
$ 85,000/year<br />
$ 55,000<br />
$ 30,000<br />
Frees resources <strong>for</strong><br />
value-added work<br />
Faster turnaround<br />
Reliable in<strong>for</strong>mation<br />
Risk reduction<br />
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14
Month 1<br />
Requirements<br />
High level time line from analysis/design to go-live<br />
Conduct kickoff meeting<br />
Agree on project<br />
management tools<br />
Conduct Requirements<br />
Definition Workshop<br />
Sessions<br />
Document current state<br />
Define future state with<br />
self-service tool<br />
Identify integration with<br />
internal/external systems<br />
Document notification/<br />
workflow procedures<br />
Set up development, test,<br />
QA <strong>and</strong> production<br />
environments<br />
Set up secure data<br />
transfers<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
Month 2<br />
Development<br />
Create PDFs of<br />
policies <strong>and</strong><br />
agreements<br />
Gather/develop<br />
content<br />
Receive test files<br />
Develop/configure<br />
application<br />
Develop/prepare<br />
reports<br />
Month 3<br />
Testing <strong>and</strong><br />
Transition<br />
Complete application<br />
development/<br />
configuration<br />
Complete content<br />
development<br />
Conduct testing<br />
Sign off on site<br />
Develop site launch<br />
material<br />
Prepare transition<br />
materials<br />
Conduct “train the<br />
trainer”<br />
Conduct training <strong>for</strong> HR/<br />
Hiring Manager staff<br />
Ensure appropriate<br />
transition <strong>and</strong><br />
knowledge transfer<br />
Month 4<br />
Pilot Launch<br />
Move site into<br />
production<br />
Begin automated<br />
transmission of data<br />
feeds<br />
Begin Web Trends<br />
reporting<br />
Launch communication<br />
<strong>and</strong> promotional<br />
material<br />
Begin regular<br />
monitoring of metrics<br />
<strong>and</strong> SLA<br />
Begin onboarding new<br />
hires<br />
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Site<br />
Launch<br />
15
How will a <strong>Towers</strong> <strong>Perrin</strong> onboarding<br />
solution impact your HR department today ?<br />
Eliminates:<br />
Manual typing of offer letters<br />
Manual mailing of offer letters or offer packets — GO GREEN <strong>and</strong> do it all<br />
online<br />
HCM data entry on new hires<br />
Collection of paper application <strong>and</strong> reduction of application flow logs<br />
Filing of personnel paperwork: offer letters, affirmative action policy,<br />
unlawful harassment, drug-free workplace, open-door process, electronic<br />
use policy etc.<br />
Copying, distribution <strong>and</strong> tracking of policies <strong>for</strong> orientation<br />
Medical filing of drug screen results<br />
The need to manually collect I-9s, to have binders/folders that need purging<br />
<strong>for</strong> compliance; copying of document(s) except state required<br />
Background check results are all done online <strong>and</strong> maintained online<br />
Eliminates the need to fax data <strong>for</strong>ms/authorization to background company<br />
or data entry of the in<strong>for</strong>mation<br />
© 2008 <strong>Towers</strong> <strong>Perrin</strong><br />
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16
Questions <strong>and</strong> answers<br />
Please contact:<br />
Kim Billeter<br />
kim.billeter@towersperrin.com<br />
or<br />
Neil McAdorey<br />
neil.mcadorey@towersperrin.com
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