University Human Resources HR User Group (HUG) Agenda

1. University Human ResourcesHR User Group (HUG) Agenda April 17, 2013

2. HR User Group (HUG) - Agenda • Taleo Recruit Manager – Cindy Martin • Taleo Applicant Tracking System – Stanford’s new recruiting tool • How does it work? • Oracle Business Intelligence (OBI) Reporting – Anh Hoang • OBI Portal – new reporting tool • HR Reports migrating to OBI • PeopleSoft Termination Web Forms - Amy Hornibrook • New panel/field changes and gross pay totals • HR Transaction Services – Steve Holoien • Axess Redesign – Kelly Wright • Payroll/Form I-9 – Lalida Sritanyaratana • STARS Learner Experience Project & Services – Angelina Ruggiero & Eric Nakagawa • Microsoft Office Skills Testing – Lindsey Gauci

3. Taleo RecruitManager

4. What is Taleo ATS? The Taleo Applicant Tracking System (ATS) is the recruiting platform that will replace Trovix Recruit Manager this summer. • Why are we replacing Trovix? • Trovix has reached its “end-of-life” phase, with no further support or development available. • Why are we using Taleo? • Taleo is a robust state-of-the-art application for tracking requisitions and applicants through the hiring process. • Taleo offers opportunities for improved system performance and integration. • The way data are collected will improve applicant tracking reporting.

5. The Taleo Recruit Manager Welcome Screen When you access Taleo, your personal welcome screen shows information on candidates, requisitions, offers and tasks that you “own” or collaborate on. Candidate and Requisition data you own and control Easy access to support documents and other resources

6. Creating a Requisition • Select requisition values from menus • Add a description • Select pre-screen questions for filtering candidates early Now, you are ready to recruit!

7. Displaying Your List of Requisitions Requisitions can be displayed with one click. Sorting options are available. Requisitions are listed showing the number of candidates attached. Click on the number to display the matched candidates list (below). Matched Candidate details are a click away

8. Displaying Candidates Matched to Requisitions Select “Candidates” to display this list The action bar is an easy way to perform tasks with a single click on an icon, or select an action from the “More Actions” pull down menu.

9. Questions

10. HR Reports Moving to Oracle Business Intelligence (OBI) Reporting

11. Transition to OBI Portal • Purpose of Conversion • Improved technical and browser support • Consolidating Stanford reports into one consistent environment • Time/Leave and STARS have moved all RM1 reports over to BI Portal • Improve Reporting Experience 2. Timeline • Job, Position, General HR, and Salary Planning reports converted, tested, and available in OBI environment today! • Access reports at bi.stanford.edu • ReportMart1 to OBI transition April 30th

12. Transition to OBI Portal • What is the same? • Folder Structure • Report Name and Number • Results sections and formatted reports • Ability to Export to Excel • Pivots • Sorting/Filtering 2. What is different? • URL Change • Navigation to Folder Structure • Result sections are now Tab sections • Steps to Export 3. OBI Report Demo

13. QUESTIONS?

14. PeopleSoft – Termination Web Forms

15. Termination Web Forms – a new look!

16. Termination Web Forms – a new look! When processing a termination without a final check

17. Termination Webform Updates • The following earn codes will be excluded from the Total Gross Amount when calculating an employee’s final check. • BDS, BVS, CSK, HLS, JRS, LBD, LHL, LPS, LSK, LVC, MLS, PST, SKS, SST, SWC, TBD, TPS, TVC, VCS, EXT AND SLT • The Total Gross Amount will be the correct amount on the final paycheck and will no longer include all the time taken and add it to the Total Gross Amount. • These entries should still be made for a final check to charge the appropriate accruals for time taken during their final pay period. • The Adjustment (ADJ) earn code may now be used if it is necessary to reduce a final check to recover a salary overpayment from the employee. Enter the negative sign (-) in the Hours or Gross Amount field. The Total Gross Amount will calculate accordingly at the bottom of the page. Termination WebformReminders • When processing final check for an employee on terminal vacation • Last date of employment is the last day on terminal vacation • Enter hours for salary payment line (do not use gross amount) • Enter TVC hours for the same amount • When paying out accrual balance for Personal Time Off use earn code PPO • PTO will not payout, use only when PTO is taken during the last pay period

18. HR Transaction ServicesProcess Enhancements

19. HR Transaction Services (HRTS) • Part of University HR, located at 3160 Porter Drive • Formed in 2011 to leverage a concentration of PeopleSoft expertise, support, and systems experience, as well as close ties to Payroll and Benefits • Services provided • PeopleSoft transaction processing • Background checks • Trovix job postings • University-wide PeopleSoft support

20. HR Transaction Services - Top 10 Service Enhancements!Note: services in GREEN are available to the entire university • PeopleSoft and HR Administration – references, job aids, transaction forms • PeopleSoft Helpline (x59079) – for questions on processing transactions (proactive “look before you leap”) • Bulk summer hires (temps, casuals & students) • Converting Stanford student appointments to Summer student appointments • JCC 9100 to JCC 9154…and back again! • Faculty summer supplements • Handle all PeopleSoft and Trovix posting for HRAs going on vacation or leave • Working with your existing processes, forms, and spreadsheets • Non-employee Affiliate entries • One-touch-processing: Create – Approve – Update • Private Portal for submission of SSN and DOB

21. Private portal for new hires’ SSN and DOB • Secure database to submit social security number and date of birth • No more writing down numbers, information comes straight from the applicant Not yet available to the whole university

22. Axess Redesign

23. Axess Redesign: Project Overview Future releases of PeopleSoft will decouple the HCM (Human Resources) and Campus Solutions (Student) products. As our community places a high value on the consolidation of content within Axess, we launched the Axess Redesign Project to create a platform to continue to unify this content as we move to the future. The Axess Redesign Project proposes to reinvent our user experience (UX), deploying a flexible platform product and engaging professional UX resources to create an Axess that is: • Modern and intuitive for all of our user populations • User-centric in content presentation, with personalization options • Mobile responsive • Compatible with the latest browser versions • Equipped to consolidate content from multiple sources

24. Axess Redesign: Project Timeline Last fall, we engaged a professional user experience and design firm, TandemSeven, to lead the Axess Redesign effort. The project is on schedule, on the following timeline: January Stakeholder Interviews & Content Mapping February Design Prototyping March Content Remapping April Usability Testing & Design Refinement May – June User Acceptance Testing July 29 Go-Live: Axess Redesign Phase 1 August – July 2014 Incremental releases of Axess Redesign Phase 2

25. Axess Redesign: Phase 1 – Simplified Design

26. Axess Redesign: Phase 1 – Dashboard View

27. Axess Redesign: Phase 1 – MegaMenu Navigation

28. Axess Redesign: Phase 1 – PeopleSoft Navigation

29. Axess Redesign: Phase 1 - Preferences

30. Payroll/Form I-9

31. New & Noteworthy: Form I-9 • New Form I-9: Effective 3/8/13 • Form I-9 Gateway: I9.stanford.edu

32. New Form I-9 (Rev. 03/08/13 N) Old Form I-9 only accepted until 5/7/13. • Changes include: • Added fields • - Email Address • Telephone Number • Clarified instructions on citizenship status Reminder: P.O. Box not accepted; must be a physical address

33. New Form I-9 (Rev. 03/08/13 N) Added lines for List A documentation Relocated date fields for: -Employee’s first day of employment -Employer’s signature

34. New Form I-9 (Rev. 03/08/13 N) Clarified Lists of Acceptable Documents

35. New I-9 Gateway: i9.stanford.edu How-to’s for Form I-9 Completion and re-verification Examples of completed & updated I-9s Frequently Asked Questions

36. New I-9 Gateway: i9.stanford.edu

37. New I-9 Gateway: i9.stanford.edu

38. STARS Learner Experience Project &Services Learning Solutions Group

39. Training Management Profile Management Training Impact& Risk Mitigation Risk Management Learner Experience Regulatory Compliance Notifications & Escalations Systems Governance Organization Staffing

40. Learning Solutions Group (LSG) Learners Learning Providers

41. Stanford Learning Trends

42. Learner Experience Project Identify Training Training Impact Seamless Learner Experience Course Design & Administration Cycle Learner Records & Reports Timely Course Completions

43. Executing Services LSG Services Course Design & Development Course Administration & Reporting Enabling Services Infrastructure System Infrastructure • Bundles & Enhancements • Profile Management •Learner Experience

44. Microsoft Office Skills Testing UHR’s Staff Employment Team

45. MICROSOFT OFFICE SKILLS TESTING Advantages of Testing Provides an opportunity to assess a candidate’s Microsoft Office skills Candidates can complete the assessments on their own computers Testing is offered at no cost to your department Staff Employment “Connecting Stanford to Great Talent!”

46. MICROSOFT OFFICE SKILLS TESTING Current Practice Administered by Staff Employment Online Tests Provided by EmployTest (external vendor) Available Tests Include*: • Word • Excel • PowerPoint • Outlook • Access * 2003, 2007, and 2010 versions available Results sent to hiring team once received Staff Employment “Connecting Stanford to Great Talent!”

47. MICROSOFT OFFICE SKILLS TESTING Sample Assessment Topics Staff Employment “Connecting Stanford to Great Talent!”

48. MICROSOFT OFFICE SKILLS TESTING Would you like to learn more? Please contact: • Staff Employment (staffemployment@stanford.edu) Staff Employment’s website: http://staffing.stanford.edu Questions? Staff Employment “Connecting Stanford to Great Talent!”

49. University Human Resources Thank you!