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Enhancing (and Accelerating) the New Hire Experience RECONNECT July 24, 2013

Enhancing (and Accelerating) the New Hire Experience RECONNECT July 24, 2013. Agenda. Welcome and Introductions Scott Antin, VP Business Development Paul Taylor, President and CEO Demonstration – ePAF™ automated hiring process Intro to Gideon Taylor and GT eForms ™

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Enhancing (and Accelerating) the New Hire Experience RECONNECT July 24, 2013

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  1. Enhancing (and Accelerating) the New Hire ExperienceRECONNECTJuly 24, 2013

  2. Agenda • Welcome and Introductions • Scott Antin, VP Business Development • Paul Taylor, President and CEO • Demonstration – ePAF™ automated hiring process • Intro to Gideon Taylor and GT eForms™ • Onboarding Trends and Opportunities • Demonstration – GT OnBoarding™ • Q & A

  3. Employee New Baby on Board

  4. GT eForms™ DemonstrationHire

  5. 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 that realize the full value of their ERP technology platform investments. Founded in 2001 by Paul Taylor, Original creator of GT eForms™ and ePAF™

  6. The Products We Bring • GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and manage: • Custom Self-Service Applications and Electronic Forms • Workflow, Notifications, Approvals and Electronic Signatures • Service-Oriented Architecture (SOA) Integrations • ePAF™– Suite of pre-developed eForm templates for personnel actions, including: • Hires, rehires, transfers, additional jobs • Pay changes, promotions / demotions, FTE changes, funding changes, data changes, position changes • Terminations, retirement, leaves of absence • GT Expenses – Integrated end-to-end expense solution from request to reimbursement • Travel request and advance approvals; Itemized claims for travel and non-travel expenses • 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 • 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

  7. GT eForms™ Library for PeopleSoft Credit Card Reconciliation GT eTime™ Faculty Discipline Description HCM GT Personnel eFile™ GT ePAF™ GT Paperless I-9™ Travel Fellowship Application Additional Pay eForm Faculty Teaching Certification Expense Reimbursement Thesis and Dissertation Release Option GT ePost™ Reports To eForm Course Add/Drop/Withdraw Financials/Supply Chain Journal Voucher Non-Tuition Fee Request eForm Undergrad Academic Record Change Grade Change GT E-Verify Integration™ DelegationeForm Readmission Application Security eForm GT OnBoarding™ Campus Solutions Travel Fellowship Expense Report Leave Cash-Out eForm Expense Approval VendorAdd/Update Graduate Status Change GT eVoucher™ Overtime eForm E-Degree Certification Description Merit eForm Faculty Promotion/Tenure

  8. Representative Clients

  9. A GT eForms™ Cheat Sheet • 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 • 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

  10. If you remember nothing else…! Limits

  11. First, take a stack of forms…

  12. Add a liberal amount of documentation…

  13. And, VOILA…you’ve got onboarding! WelcomeAboard!!

  14. Three Major Components of Onboarding • Forms Management– collecting, tracking, and managing all internal and external new hire forms • 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 • 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

  15. Timeframe for Onboarding 15% 5% 29% Strategic 21% Tactical 16% 14% 90% of organizations believe that employees make their decision to stay within the first year. Source: Aberdeen Group, March 2013

  16. The Impact of Effective Onboarding Source: Aberdeen Group, March 2013

  17. 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 initiativesto 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

  18. Onboarding Strategies: Tactical vs. Strategic 61% 60% 49% 39% 34% Source: Aberdeen Group, March 2013

  19. Onboarding Automation 54% 34% 13% 48% of organizations plan to increase their investment in onboarding technology this year, compared to 24% in 2012. Source: Aberdeen Group, March 2013

  20. 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

  21. Sample Automation for Hire and Onboarding Candidate applies for position Recruiter selects Candidate for Hire Person Data eForm updates PeopleSoft W-4, Dir Deposit, I-9 eForms get approved Auto-Start Hire eForm, Creates EmplID Auto-Start Onboarding Checklist; sends email to New Employee Checklist set to AUTHORIZED when complete New Employee completes Onboarding eForms Approver Approver Routes through Hire Approvers Hire is Authorized; Creates Job Data GT Robot User enters W-4, DirDep, I-9 into PeopleSoft Onboarding complete!

  22. GT eForms™ DemonstrationGT OnBoarding™

  23. What can YOU do with GT OnBoarding™? Flexible, integrated, portal-based eForms solution to manage the entire onboarding process… • 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

  24. What can YOU do with GT OnBoarding™? • 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.

  25. Linking Onboarding to Learning 52% 32% 26% 22% 19% 12% Source: Aberdeen Group, March 2013

  26. Opportunities for GT eForms™ integration… Recruiting/ Hire Data

  27. Reaping the Benefits • Bottom-Line Impact! • U Utah: 88% decrease in over/comp time first 6 months • Better and faster results • U Houston: Average process time from 15 days to 3 days • Less human effort • U Florida: 75% reduction in total human effort • More replicable business processes • U Florida: Error rate from 68% to 1%

  28. Reaping the Benefits • Easier to train users • U Florida: Reduced PAF training from 8 hours to 1½ hours • Easier to audit • OUHSC: Internal auditors praised solution for ease of oversight • Storage / retrieval / permanence • U 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

  29. Questions?

  30. Contact Information Paul Taylor President / CEO Offc: 801.434.7260 paul@gideontaylor.com www.gideontaylor.com Scott Antin VP Business Development Offc: 651.207.6599 Cell: 651.271.3827 scott@gideontaylor.com www.gideontaylor.com

  31. Credit where credit is due… Photo Credits • Missouri Southern • OrlandoLawyer • Steven+AllisonHoober • wstrachan1 • dailyamazon • cheesy42 • teachandlearn • Edinburghcityofprint • bramick • CalBizCentral • natalie_todd_photography • GHG Photo • mistyeiz

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