Human Resources Online On Boarding System

1. Human Resources Online On Boarding System

2. New Hire Onboarding System • We began piloting Greentree Onboarding to new hires at RRMC as of January 1, 2012. • Effective April 2, 2012, the system will be rolled out to SMH, FPG and NPH. • The onboarding system allows us to begin processing incoming new hires before day one. 

3. New Hire Onboarding System • The process can begin as soon as a hiring offer is accepted. • Managers should immediately submit the TRF with all the information to Afernando@mednet.ucla.edu and your EDB representative. • Please include new hire’s email address • Let your new hire know to look for an email from UCLA/Greentree with the next 24 hours • Incoming new hire will receive an introductory welcoming email with the onboarding link.

4. Sample

7. New Hire Onboarding System New hire is asked to do the following: • Step 1: Schedule New Hire Processing appointment • Link is available on the online letter with dates • Managers may also schedule this appointment by using the HR website at http://hr.uclahealth.org/body.cfm?id=211

11. New Hire Onboarding System New hire is asked to do the following: • Step 2: Schedule an appointment with Occupational health Facility • All required information is included • Step 3: Click “Start” button to begin all forms

13. New Hire Onboarding System • Data entered once will pre-populate subsequent forms. • Your New Hire has opportunities to ask questions during the process through built-in messaging. • Your HR Representative is able to monitor New Hire activity at any time during the process and assist when necessary.

17. Advantages Process much more efficient • No paper packet in the mail • No more printing • New Hire session time reduced by 1-1.5 hours • Face-to-face meeting focuses on CICARE, benefits & policies and explaining forms • Employee only signs the following forms during face-to-face session • Confidentiality Statement, I-9 and Oath and Patent Acknowledgement. • Forms are stored electronically and can be accessed when needed.

18. DO’s • Work with your Recruiter once you have identified your candidate to ensure all steps are completed. -- job req closed, skills survey/reference check completed, salary confirmed, etc. • Notify us about your new hire/rehire by e-mailing the completed EDB TRF to your HR Rep (EDB Preparer), Anjali Fernando amfernando@mednet.ucla.eduand Brenda Carew bcarew@mednet.ucla.edu • Delete all old versions of the EDB TRF form.  • The new version requires important information about the employee that will allow us to proceed with the new hire process.  • It is available in the HR website under Forms; select EDB Forms

19. DO’s • Remind your employees that they must complete all forms online before attending the new hire session. • If they do not have computer access, please let us know ahead of time so we can mail them a packet.