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On-Boarding Process Working Deck. Agenda. HR On-boarding Process for Employees Key & ID Process Service Desk Process Visitors Office Summary / Next Steps. 1.1 Identify Candidate. 1.2 Interview Candidate. 1.4 Candidate Accepts Offer. 1.3 Extend Offer to Candidate.
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Agenda • HR On-boarding Process for Employees • Key & ID Process • Service Desk Process • Visitors Office • Summary / Next Steps FTL Weekly
1.1 Identify Candidate 1.2 Interview Candidate 1.4 Candidate Accepts Offer 1.3 Extend Offer to Candidate Notice to Records 1.5 Candidate Submits Employment Forms v Employee Folder Employee Checklist 1.6 Candidate Arrives on-Site 1.7 Candidate Completes Orientation Payroll Auth Computing Policy 1.8 Candidate Goes to Key & ID
2.1 Complete Employee Folder name, citizenship, term end, host (if known) reason, scheduled start date 2.3.1 Entry level PeopleSoft data Name, ID, empl pay type, dept code, salary, fermi job code, start date, term start/end date 2.2.1 (If known FN) IS Completes entry level CNAS data FermiID, Name (F,L), 2.2.2 Complete CNAS Employee data entry 2.3.2 Complete PeopleSoft Employee data v exemptions, benefits data, tax, physical location, contact data Access Request: reason for visit, site access, start date, end date, host, card type. (CNAS = “NEW”) CNAS PeopleSoft 2.4 Synch Script Updates (PS to CNAS) 2.3.3 “Computing Policy” Flag checked in PS 2.5 EBS Update of Employee Data approver, supervisor, timecard effective date, org, home project/task, % allocation, E/P, CB-elligible 2.6 Activate employee responsibility in EBS CBT, PTC, Remove End Date EBS
3.1 Spreadsheet to Key & ID 3.2 Employee Arrives w/Payroll Auth 3.4 Sync CNAS w/ Key & ID System 3.3 Lookup in CNAS (ACTIVE?) 3.5 Takes Picture v CNAS 3.6 Issues Badge ID Issue Date in CNAS ID End Date in CNAS
HR/Records ---------- 1. employee folder 2a. If known FN in advance, IS completes some of CNAS entry: name, citizenship, term end, host (if known) reason, scheduled start date. 2b. Update CNAS: FermiId, Name (F,L), Access request (reason for visit, site access, start date, end date, host, card type, (CNAS = “NEW”) 3a. Peoplesoft: Name, ID, empl pay type, dept code, salary, fermi job code, start date, term start/end date 3b. Peoplesoft: everything else - exemptions, benefits data, tax, physical location, contact data 3c. Signed “computing policy” received by HR, and flag checked in PS record 4. Synch script to CNAS (every 15 minutes ) / CNAS = “ACTIVE” 5. EBS: approver, supervisor, timecard effective date, org, home/ project/task code, percentage (h/p/t/code), E/P, CB-elligible, std conditions 6. EBS: CBT, PTC, Remove End Date employment office ----------------- 1. identify candidate 2. Interview candidate 3. extend offer letter to candidate 4. accept (empl) (1 day to 2 weeks ++) 5. fiil out forms (empl) --> HR/Records 6. show up (empl) --> HR/Records 7. Orientation --> Key & ID
Employee to Visitor transition ------------ • Access Request • sch_start_date • default is sys_date • Add Visitor to CNAS • Fermi_ID set to “N” (new) • Set to auto_activate • Terminate Employee in PS • w/effective_date = term_date_+1 • default is term_date • EBS / CNAS synch script • Looks for sch_start_date • (proposed change) Needs to look for term_date_+1 This still does not adhere to the letter of the DOE policy, as the person may still have 2 badges, or have a visitor badge in advance of scheduled start date. Users Office prints Badge Auth Form Key & ID Checks CNAS for “N” or “A” (still requires clarification)
Key & ID -------- Spreadsheet from Records (advance notice) Employee arrives w/payroll authorization (received at orientation) Lookup in CNAS Synchs CNAD w/Key & ID System Takes Picture Issues Badge Enters ID Issue date --> Enters ID End date -->
Service Desk ------------ • Computer account forms (done by supervisor) Kerberos account created (updated Active directory & services) email account created
