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Human Resources (HR) Office of Academic Affairs (AA)

Information Technology Services (ITS) Presents

On/Off-Boarding Process Improvement Learning Session 2012

Session Guidelines

If questions:

We will address questions at the end of each presenter’s section

• In-person attendees: raise your hand

• Online attendees: click “raise flag” icon

Microphones will be unmuted to ask your question

Presentation can be found on HR Homepage under HR News

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Agenda Background

Goals

• Staff on-boarding process and checklists – HR

• Faculty on-boarding process and checklists – AA

• Employee off-boarding process and checklists – HR

• Termination Electronic Personnel Action Form (EPAF) refresher training – Human Resource Information Systems (HRIS)

• Technical on/off-boarding processes, enhancements, University security access form – ITS

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Background • October 2011 – Saint Louis University (SLU) published

committee findings “Saint Louis University Process Improvement Documents On-Boarding and Off-Boarding 10/13/2011” on the current processes and issues with on-boarding and off-boarding employees

Overview of committee findings:

– “Have Banner and user ID assigned early so that computer access and email can be set up by the time the person starts at SLU. Concerns about the average time it takes for a new employee to get access is excessive”

– “Confirmation from ITS that computer access has been disabled for Term employees”

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Background

Overview of committee findings, continued:

– “There needs to be better communication between HR, ITS and the departments”

– “Name still appears in Banner approval queues even though access has been removed for term employee”

– “Current notification process for security access termination is fragmented, delayed and complicated”

– “Off-Boarding process is not clearly understood and therefore is not consistently implemented”

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Goals

• Ensure that new employees have basic security access when they arrive on their 1st day of work

• Ensure that information assets are protected – basic access is removed within 1 day of last day worked

• Provide communication to the Manager, Academic Security Officers (ASOs) and ITS Security Administrators that access has been disabled for separated employees

• Streamline on/off-boarding processes

• Ensure that all processes are communicated to all stakeholders and that there is no confusion among employees regarding how to obtain access to systems

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Agenda Background

Goals

Staff on-boarding process and checklists

Patty Haberberger, HR

• Faculty on-boarding process and checklists – AA


• Termination Electronic Personnel Action Form (EPAF) refresher training – HRIS


• Question and Answer

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Staff On-boarding 1. Candidate is selected, hiring manager submits hiring

proposal (in PeopleAdmin) to recruiter

2. Recruiter: – Reviews hiring proposal for appropriate information

– Extends verbal job offer and candidate accepts

– Communicates onboarding requirements to candidate

– Notifies on-boarding coordinator to create Banner ID and populate PEAEMPL/PPAIDEN screens. • An overnight process activates SLUNET ID and General System Access

3. Coordinator emails candidate their Banner and SLUNET ID, attaches the staff on-boarding checklist and copies the hiring manager

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http://www.slu.edu/Documents/hr/consulting/CCS Onboarding Checklist Revised 9-20-2012-2.doc



Staff On-boarding

6. Candidate clears Criminal Background Check (CBC) and pre-employment health screening (if applicable)

7. Recruiter extends formal job offer and completes hiring proposal

8. Coordinator emails confirmation of formal job offer to finalist and copies hiring manager – Salary, start date, position title, department, link to HR policies,

orientations dates/times and any other pertinent information

9. Candidate confirms receipt of formal job offer 10. Recruiter moves requisition to “filled staff” status, which

notifies coordinator, benefits, training and hiring manager 11. Coordinator enters job assignment (NBAJOBS) information

into Banner once I-9 form has been completed and verified 9

Employee On-boarding Website

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http://www.slu.edu/human-resources-home/employee-onboarding









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On-boarding Process Maps http://www.slu.edu/human-resources-home/managers-toolbox

http://www.slu.edu/human-resources-home/managers-toolbox







Agenda Background

Goals

Staff on-boarding process and checklists - HR

Faculty on-boarding process and checklists

Martha King, Office of Academic Affairs





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Faculty On-boarding Types of New Faculty

Part-Time

• Adjunct faculty

• Part-time regular faculty

• Some visiting faculty

Receive an electronic

memorandum of agreement

(“eMOA”)

Full-Time

• Tenure-Track, Non-

Tenure-Track, and

Tenured faculty

• Some visiting faculty

Receive a (paper)

appointment letter

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Faculty On-boarding Part-Time Faculty Process

1. Dept. Chair makes offer to faculty member for specific purpose (e.g. teach a course)

2. If needed, dept. requests Banner ID for faculty member

a) Faculty member must complete the “Faculty Information Form” (FIF) & return to Office of Faculty Affairs

b) Faculty Affairs creates a Banner ID; e-mail account is created

3. Dept. initiates an eMOA

a) Once Faculty Affairs approves the eMOA, the dept. can attach the faculty member to his/her course

4. Dept. initiates an EPAF

a) Once eMOA has been accepted by the faculty member, the corresponding EPAF will be approved

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Faculty On-boarding Items Needed Before Initiating an eMOA

Completed Faculty Information Form

Used to create Banner ID

Transcripts (for new adjuncts only)

Immediately after receiving confirmation that a new adjunct has accepted

his/her offer for a given assignment, direct him/her to request transcripts for

his/her highest degrees.

If it is your department practice to review these, transcripts can be sent to the

department, and later attached to the eMOA.

If it is not your department practice to review these, direct the adjuncts to

send transcripts to the Office of Faculty Affairs, Attn. Christine Rogers. 15

Faculty On-boarding Steps to Take after Banner ID is Created Initiate Electronic Memorandum of Agreement (eMOA)

NOTE:

• The eMOA will not be approved past the Faculty Affairs level until after the Criminal Background Check is completed.

• Once the eMOA is submitted, track the eMOA through the process to ensure that it passes through all approvers in a timely manner. If you notice it has been in an approver’s queue for a long period of time, contact that approver to be sure they can access it.

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Faculty On-boarding Steps to Take after Banner ID is Created

(cont.) Initiate Corresponding EPAF The EPAF can be initiated simultaneous to, or after, the corresponding eMOA has been submitted Initiators: Be sure to include the eMOA Tracking Number in the

“Contract Number” field on the EPAF

Business Managers: Do not approve EPAFs unless the corresponding eMOAs have been accepted by the adjunct faculty

NOTE: • The corresponding EPAF will not be applied by HR until the I-9

forms have been completed.

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Faculty On-boarding Items Needed Before a New Part-Time

Faculty Can Accept an eMOA

• Completed Criminal Background Check

• Banner Self-Service and eMOA Guidance

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Faculty On-boarding Other Information to Provide New

Adjunct Faculty Prior to Their Start Date

• School/College/Center and/or Department Faculty Orientation

• Information Technology Services

• Academic Calendar

• Textbook Ordering

• ID Cards and Parking

• Paul C. Reinert, S.J. Center for Transformative Teaching and Learning

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http://www.slu.edu/academic-affairs/office-of-faculty-affairs/new-faculty-information

Faculty On-boarding

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Faculty On-boarding Full-Time Faculty Process

1. Faculty position posted in PeopleAdmin; search committee decides on faculty member to hire

2. Dept. chair makes recommendation to hire to the dean

3. Dean makes formal offer to the faculty member 4. If the faculty member accepts the offer, s/he must

submit transcripts to the Office of Faculty Affairs 5. Faculty Affairs collects transcript, Dean’s offer, and

“Prospective Faculty Approval Form” from PeopleAdmin

6. Vice President, Academic Affairs issues appointment letter, with blank FIF included

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Faculty On-boarding Full-Time Faculty Process (continued)

7. Faculty member returns appt. letter & completed FIF

8. Faculty Affairs creates Banner ID; e-mail account is created

9. Dean’s office initiates an EPAF; approved by Faculty Affairs

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Faculty On-boarding What to Inform New Full-Time Faculty Immediately Upon Acceptance of Their

Appointment Letters International Faculty • Faculty must contact the Office of International Services immediately

after signing their appointment letters to begin visa processing Transfer of Grants • Faculty transferring grants to SLU should contact the Office of Research

Development and Services (ORDS) at as soon as possible to start the process

Moving Assistance • Welcome to Saint Louis link on HR website • Provide new faculty with the list of approved moving vendors if the

college, school, center, or department will be covering moving expenses (as applicable). Explain the reimbursement process with deadlines.

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https://www.slu.edu/human-resources-home/employee-onboarding/relocation-guide/welcome-to-st-louis



Faculty On-boarding Other Information to Provide New Full-Time Faculty Prior to Their Start Date

• New Faculty Orientation • Faculty Benefits Orientation • School/College/Center and/or Department Faculty

Orientation • Information Technology Services • Academic Calendar • Textbook Ordering • Activity Insight • ID Cards and Parking • Paul C. Reinert, S.J. Center for Transformative Teaching

and Learning (CTTL) 24

Agenda Background

Goals


Faculty on-boarding process and checklists – AA

Employee off-boarding process and checklists

Patty Haberberger, HR




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Employee Off-boarding Process

1. Resignation letter submitted by employee (voluntary termination) or decision to terminate (involuntary termination)

2. Termination EPAF processed by business manager or department designee

3. HRIS applies termination EPAF which automatically – Generates email to the employee with exit interview – Disables general and some specific system access – Generates notification to Benefits Office – Generates notification to Phyllis Basler to disable PeopleAdmin

access – Generates vacation payout confirmation email

4. Voluntary terminations complete employee off-boarding checklist

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http://www.slu.edu/Documents/hr/consulting/Employee Offboarding Checklist.docx





Employee Off-boarding Website

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http://www.slu.edu/human-resources-home/employee-offboarding









Agenda Background

Goals



Employee off-boarding process and checklists - HR

Termination Electronic Personnel Action Form (EPAF) refresher training

Marsha McBride, HR



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Termination EPAF Refresher

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Staff Transfers: • No action required by you • Information is entered by HR into Internet

Native Banner from Hiring Proposal


End Job EPAF:

Use when employee has another assignment that is running concurrently, or past the end date of the Primary job; include Benefits as an FYI on this type of EPAF

Example: FT employee resigns, but has an adjunct assignment that runs past his/her primary job end date.

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Termination EPAF :

Use when employee is leaving the University and has no other assignments, or if employee is going from a benefit eligible position to a non-benefit eligible position. If the employee is benefit eligible, you must do a “Term W/Benefits” EPAF so that the Benefits Office will be notified for COBRA purposes.

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Timely EPAF: Query, Jobs Effective, Termination, Personnel and Last Work dates will match each other

Late EPAF: When EPAF is done after the employees last paid date then the Query, Jobs Effective and Termination dates will be the Last Paid Date, but the Personnel and Last Work dates will match and be a date in the past

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Agenda Background

Goals




Termination Electronic Personnel Action Form (EPAF) refresher training - HRIS

Technical on/off-boarding processes, enhancements, University security access form

Suzanne Baker, ITS


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What are the types of ACCESS?

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Employee Automatic University Security Access Form required

When to request Goal

New Employee (General Access)

SLUNET ID, Email ID, Banner Self-Service, General departmental drive (T:) , mySLU, people finder, u:drive (manual)

NONE HR or AA completes PEAEMPL / PPAIDEN to trigger SLUNET ID

NO Request Hiring Manager and NEW employee have received their access and “credentials” via email before the 1st day of work


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New Employee (General Access)

SLUNET ID, Email ID, Banner Self-Service, General departmental drive (T:) , mySLU, people finder

NONE HR or AA completes PEAEMPL / PPAIDEN to trigger SLUNET ID

NO Request Hiring Manager and NEW employee have received their access and “credentials” via email before the 1st day of work

NEW Employee (Specific Access)

NONE Manager must request via University Security Access Form

Can be requested 24 hours after Manager is notified that SLUNET ID has been created

Employee has access to specific departmental drive folders/ remote access/ specific applications


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Separated Employee (General Access)

SLUNET ID, Email ID, Banner Self-Service (some functions), T: drive, departmental and U: personal drive ACCESS is DISABLED

NONE Termination EPAF must be submitted to HR on a timely basis

No Request Within 24 hours of employee leaving


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Separated Employee (General Access)

SLUNET ID, Email ID, Banner Self-Service (some functions), T: drive, departmental and U: personal drive ACCESS is DISABLED



Separated Employee (Specific Access)

Separated employee’s proxy setup is removed and manager is notified. Internet Native Banner, HR and Finance access is disabled




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Employee Automatic University Security Access form required


Separated Employee Emergency General and Specific Application Access

Manually performed by ITS and ASOs

Manager should fill out Termination EPAF and University Security Access form (form access not terminated) after Emergency is over

HR request to Service Desk

Remove General and Specific access as soon as possible

ITS Processes for On-boarding: General Access

• PEAEMPL table in Banner triggers nightly process

• Automatic

• If you are an employee you get:

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General

http://www.slu.edu/its/policies-and-processes/information-technology-processes

ITS Processes for On-boarding: Specific Application Access

• After SLUNET Id is created

• Hiring Manager submits a University Access Form

• Academic Security Officer (ASO) reviews requests and approves

• For VPN, Quality Assurance will review and approve with Information Security Officer (ISO)

• ITS executes access

• Hiring Manager receives notification email that

work is completed

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Specific


ITS Processes for Off-boarding Disable User Access

Standard Separations • Manager completes termination EPAF • ITS triggers process in Banner to disable general

access and specific Banner access • Daily Termination reports run automatically to

show remaining access • Approvals and proxies notification • HR, General Counsel and CIO approval is required

to obtain access to a separated employee’s personal drive, University Access Request Form is required

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Disable Process


ITS Processes for Off-boarding Disable User Access

Emergency Terminations • HR calls and emails Director of Service Desk • ITS and ASOs are directed to disable access

immediately • Email from Service Desk is sent to HR confirming

access has been disabled • Manager completes termination EPAF • Daily Termination reports run automatically to show

remaining access • Approvals and proxies notification

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Disable Process


NEW University Security Access form

• 3 forms into 1 University Access form

• Available at end of October 2012

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Agenda Background

Goals




Termination Electronic Personnel Action Form (EPAF) refresher training - HRIS

Technical on/off-boarding processes, enhancements, University security access form - ITS

Question and Answer

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Thank you for attending and for your continued support.

Questions? Comments?

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On/Off-Boarding Process Improvement Learning Session 2012