HRMS Users Group 1:30 – 3:00 pm 06/03/10 Clark Center Auditorium

1. HRMS Users Group 1:30 – 3:00 pm 06/03/10Clark Center Auditorium

2. Agenda • Onboarding Updates – Valerie Beeman (15) • Payroll Updates – Kelly Wright (15) • PeopleSoft Reminders/Updates – Vicky Tran (15) • Trovix Recruitment Manager System – Ingrid Hartmann (10)

3. Onboarding Updates Learning & Organizational Effectiveness

4. Update Topics • Program Components Update • Results of Recent Survey to Hiring Managers, Supervisors • Support for those in a Coordinating Role • New Hire Site business cards • Print Guide for Hiring Managers • Help Needed from You

5. Program Components Update • Classroom • New Employee Orientation offered bi-monthly • Recently revised to allow more time for benefits presentation • Rehires do not need to attend if within 2 years of term date • Online • Stanford New Hire site • Email subscription list: newhiretips@stanford • Tools for Hiring Managers • Online guide and new print Quick Start Guide

6. Results of Recent Survey to Hiring Managers, Supervisors • Invited 282 supervisors and managers who hired from 08/2009 thru 04/2010 • 81 responses (78 within first 24 hours) • Overall, results indicate frustration with the onboarding process

7. Survey: Use of New Hire Site • The majority of responders did not use the Stanford New Hire site as a reference when they last hired, because: • They hired prior to 11/2009, when the site was launched or • They didn’t know about the site/online tools

8. Survey: Areas Requiring Most Effort • 32% said: • Accurately describing work processes and procedures • 30% said: • Logistics, such as preparing work space, purchasing supplies/equipment, helping him/her get familiar with surroundings • 29% said: • Helping the employee feel a sense of belonging, inclusion in the work group, team, or department

9. Survey: What Additional Help Needed? • 49 detailed comments; these items were recurring: • Need the SUNet ID the first day; the wait for it delays EVERYTHING • Need lists with common contacts instead of referring employee to tons of different websites; a single point of contact in school/department • Info on how to coordinate with IT and Facilities for work space and technology so initial days of work aren’t lost • Have a “takes a village” approach; hiring manager can’t do everything • Training requirements for employees unclear; need a list • Need more support from HR • Lack of support or training for hiring manager; need checklists, templates, protocols

10. Manager’s Guide to Onboardingincluded in Stanford New Hire Site

11. Support for Those in a Coordinating Role • Stanford New Hire Site business cards • Include in offer letter/packet • Directs new employee to loads of information they can see at any time • Just let us know when you need more cards! • Send email to learningdev@stanford.edu • New Quick Start Guide for Hiring Managers • Brochures will be provided; give to hiring manager or supervisor when a job is filled OR • Refer to New Hire Site; PDF will be posted in the Mgr’s Guide to Onboarding section

12. Help Needed from You • Communicate about Stanford New Hire Site; new employees and hiring managers use it if they hear about it • Contact me if you can: • Send me a link to any new employee pages on your school, lab, VP area, or department sites (already have SLAC and SoM) • Volunteer to have your photo on the site; we need real Stanford employees on there! vbeeman@stanford.edu

13. Payroll Updates

14. Payroll Overview • New Hire Tax Credits • Auto-Termination Process • Supplemental Web Form • Retroactive Timecard Approvals

15. New Hire Tax Credits • The Hiring Incentives to Restore Employment (HIRE) Act, provides two new tax credits to employers who hire previously unemployed workers • To allow Stanford to claim the credit, new employees must complete a brief voluntary affidavit, the W-11 Form

16. New Hire Tax Credits • Qualifying employees: • Hire date between Feb. 3 – Dec. 31, 2010 • Not worked for anyone for more than 40 hours during the 60 day period prior to beginning employment • Faculty, staff, temporary, casual and postdoc employees • Stanford student employees are not eligible Rehired employees, including former layoffs, are eligible as long as they meet all of the criteria above.

17. New Hire Tax Credits • Qualified employment: • Newly created positions • Existing positions vacated by: • Voluntary termination • Involuntary, for cause, termination

18. New Hire Tax Credits • Please provide new employees with the W-11 http://fingate.stanford.edu/docs/new_employee_affidavit_w11.pdf

19. Auto-Termination Process • Auto-termination process modified to be job record specific • Employee records auto-term if there has been no activity on the specific job and: • Three pay periods have elapsed – CSL, TMP paygroups • Eight pay periods have elapsed – STU paygroup • Submit contingent terminations as you learn of them using the termination spreadsheet • https://www.stanford.edu/dept/dms/hrdata/Job%20Aids/Term_Spreadsheet.xls

20. Supplemental Pay Web Form • Remarks field is now required • Remarks used by Payroll to audit transactions • Include a complete description in the Remarks • Example: Payment for overtime hours not recorded by the employee during the 5/15/10 pay period. Adjust Paid Time Entry recorded in Axess Timecard. Rmorgan – 5-5541 • Refer to the Prescribed Earn Code Usage document to select the appropriate code • http://fingate.stanford.edu/docs/prescribed_supl_codes_usage.xls

21. Retroactive Timecard Approvals • Electronic timecard approval is now available for closed pay periods • If the TLS/TLA has not approved the timecard, s/he will see two new approval buttons • ‘Approve – Retroactive’ if the timecard is accurate and complete • ‘Approve with Corrections’ if the timecard requires modification • Adjust Paid Time will automatically launch • Coordinate the correction with the employee and your TLA • Retroactive approvals appear on the Axess Timecard Approval Report in ReportMart1

22. Retroactive Timecard Approvals • Continue to recommend that timecard approvals be completed prior to the approval deadline • Especially critical for non-exempt and hourly-paid employees as timecard entry errors can result in under- or over-payments and accounting errors • However, it is required that supervisors review and approve time and/or leave records for their employees • This enhancement has been introduced to allow for electronic approvals even if the approval is outside of the normal cycle

23. Retroactive Timecard ApprovalsAchieve a Perfect Approver Score • Retrieve your employee list in Axess Timecard • Navigating through Previous Time Periods, find records that are missing your approval • Auto-termination process modified to be job record specific • Review the timecards missing your approval • Retroactively approve the timecards • Consult with the employee, and your department TLA, if corrections are necessary

24. PeopleSoft Updates and Reminders HR Information Systems

25. PeopleSoft Overview • PeopleSoft Tool 8.5 Look and Feel • Search Match • Authority Manager-Access Revoked • Mail Code/Work Number

26. PeopleSoft Tool 8.5 Look and Feel • New Axess header to match the University guidelines • A user addressed welcome message on the Axess header • When clicking on the “I agree to the above” statement on the PeopleSoft tab, it will no longer open a new PeopleSoft application window • When clicking on the “Home” link in the PeopleSoft application, it will take you back to the Axess portal PeopleSoft tab • When clicking on the “Logoff” link, it will log you out from bothAxess & PeopleSoft • Projected to Go-Live July 4th

27. PeopleSoft Tool 8.5 Look and Feel Axess portal

28. PeopleSoft Tool 8.5 Look and Feel • When entering data into a field, the system will display a list of values that are within range of the value being entered (e.g., Position Number, Pay Group)

29. Duplicate IDs/ Search Match • Integration of RegAdmin in Search Match • Since November 2009 • PeopleSoft Search Match includes all records previously stored in Registry, SLAC and Hospital • BEFORE creating a Hire transaction, PeopleSoft Search Match must always be conducted to determine if the candidate being hired has an existing ID number • We highly recommend using National ID (SSN ) as the search criteria • If the result from the search indicate that the candidate has an existing ID, you must use this ID in the University ID field when loading the Hire web form • SUNet ID sponsorships should not bedone until the candidate has been hired in PeopleSoft • Collaborate with other colleagues who are processing transactions for other affiliate types (e.g., Post Docs, Visitors, etc.)

30. Search Match • EmpllD in Registry, but not in PeopleSoft • The example below illustrates a contractor who has a SUNet ID , but does not have a PeopleSoft job

31. Search Match • EmpllD in PeopleSoft, but not in Registry • The example below illustrates an applicant who was issued an ID as a result of applying for admission, but not in the Registry

32. Search Match • Search results return 2 EmpllDs for an employee • The information on the Detail link will identify the EmpllD that has been inactivated and should not be used • If a person has two EmplIDs (neither of which has been marked as a bad number), submit a PeopleSoft HRMS HelpSU ticket • HR Information Systems will determine the correct number to use

33. Search Match • Do not use the Bad Number for the hire

34. Authority Manager –Access Revoked • What type of PeopleSoft transactions will cause a user’s authority to be revoked? • Job Data transactions with an Action type of ‘Leave of Absence (LOA)’ and/or ‘Release a Job Record’ created with a future effective date • When releasing a job record, you must wait until the employee’s actual last day worked • PeopleSoft authority is revoked based on previously identified ‘Action’ types rather than on an effective date • Position Management transactions with a Reason type of ‘REO-Reorganization’ and/or ‘OWN-Change of Ownership’, that require a row to feed to the employee’s Job Data record • Prior to processing the transaction, review the employee’s current authority • The user’s authority will need to be updated accordingly after the Position Management update has occurred • What is being done to improve this process? • A committee has been formed to discuss the Authority Manager process

35. Mail Code/Work Number • Mail Code/Work Number Changes • Mail Code/Work Number updates made in StanfordYou will not feed over to PeopleSoft • PeopleSoft Mail Code/Work Number Updates • Navigation: Job Data  Employment Data link • Multiple Jobs Report • Available in late June • Navigation: HR, Payroll, Benefits Systems  Job Information Multiple Jobs Report ReportMart1

36. Trovix Recruitment Manager SystemVersion 3.0.3 Office of Staff Employment

37. Trovix Overview • “Trovix System” page located on the ose.stanford.edu web site • Updated FAQs about Entering Disposition Data in the Trovix Recruitment Manager System • New Question on FAQs • Questions

38. “Trovix System” page • Located at http://ose.stanford.edu/trovix/ • Visit the “Trovix System” page to review Job Aids & FAQs

39. “Trovix System” page • OSE Offers Training: Online, Classroom, or One-on-one • Call to set up an appointment • Contact Ingrid Hartmann, ATS Specialist for Assistance at 650-721-1946

40. Updated FAQs • Updated the FAQs about Candidate Resume Review & Candidate Interview Results

41. New Question on FAQs • Q2. How should my disposition data look after the recruiting process has been completed? • Candidates who were phone screened or interviewed for the position should be left in one of the following statuses: • Screen • Interview 1 • Interview 2

42. New Question on FAQs b) Candidates who were not considered for the position should have a Status & Reason code • Not A Fit (requires a Reason code) • Not Available (requires a Reason code)

43. Questions