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Orientation: SMS Onboarding with RedCarpet

Orientation: SMS Onboarding with RedCarpet. July 2013. Laurie Caraher Corporate Technical Communications. Jennifer Eschenfelder Manager, HR Programs and Compliance. Charging for Time. OVRHD.13.0006.COR.01. GoToTraining Interface. Agenda. New SMS Onboarding Process

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Orientation: SMS Onboarding with RedCarpet

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  1. Orientation: SMS Onboardingwith RedCarpet July 2013

  2. Laurie Caraher Corporate Technical Communications Jennifer Eschenfelder Manager, HR Programs and Compliance

  3. Charging for Time OVRHD.13.0006.COR.01

  4. GoToTraining Interface

  5. Agenda • New SMS Onboarding Process • Onboarding Workflow • RedCarpet • New hire portal and dashboard • Key Tasks for Managers and Teams • Support Tools • Summary and Questions

  6. New SMS Onboarding Process • Automated, web-based system • SilkroadRedCarpetsoftware • Manages onboarding and life events • New employees • Subcontracted labor • Replaces HMORES andVA Access Tracker

  7. Overview of Onboarding Workflow

  8. Onboarding Portal for New Personnel • Online tool for processing onboarding event • New hire HR paperwork • Contractor security clearance • Required forms are to be completed before start date • Secure storage and submittal of documents

  9. Onboarding Portal Site New Worker Welcome Screen Click to manage tasks Tasks on To Do list

  10. RedCarpet Dashboard Dashboard & Navigation – SMS Onboarding Team Members Click Tabs to Change View Help Dashboard Navigation Menu

  11. RedCarpet Dashboard Employees Tab NOTE: Same tab for Subcontractor Worker Event Status % of Event Tasks Complete Link to Employee Profile

  12. RedCarpet Dashboard Assignees Tab Indicates status of tasks organized by assignee

  13. RedCarpet Dashboard My Tasks Tab Filter Parameters Task Status Claim or Delete a task Click to view Task Summary

  14. RedCarpet Dashboard Team Tasks Tab • View status of tasks assigned to your team. • Claim tasks or reopen completed tasks.

  15. Questions?

  16. Key Tasks: Managers and Teams • RedCarpet routes onboarding tasks to hiring managers and teams • Human Resources, Security • Finance, Time & Expense, and Contracts • IT and Facilities • Eliminates HMORES database • Replacing VA Access Tracker database

  17. Key Tasks: Hiring Manager Task 1: Subcontractor Labor Input Form • Located on SMS website • Submit 10 days prior to work start date - Email: HROnboarding@systemsmadesimple.com • HR enters into RedCarpet and triggers onboarding event • Critical Task

  18. Key Tasks: Hiring Manager New Subcontractor Labor Input Form Available on the Employees page of the SMS website.

  19. Key Tasks: Hiring Manager Task 2. New Personnel Action Form (PAF) • Identifies key information for getting personnel setup to begin work • RedCarpet task sent to Hiring Manager • Complete online via E-Form • Critical Task: Triggers onboarding activities for other SMS departments

  20. Key Tasks: Hiring Manager New Personnel Action Form (PAF) Click link in RedCarpet to complete.

  21. Key Tasks: New Worker • All: Complete RedCarpet profile • Personal information • Populates forms • New Hires: Complete HR paperwork • Payroll Forms, I-9 Verification, Benefits, Company Policies, Security Clearance • Subcontractor: Security Clearance

  22. Key Tasks: Human Resources • Process New Hire HR Tasks • New Hire Orientation, Payroll, Benefit Elections, Training • Security Clearance Documents • RedCarpet Administrator • Monitors system notifications • Reports on overdue tasks

  23. Key Tasks: Teams • Finance, Time & Expense, Contracts • Deltek /Time and Expense profile and codes • Subcontracting labor agreements, if applicable • IT equipment, software, and access • Laptop, software, phone equipment • Office equipment and access • SMS building access, parking, business cards

  24. Questions?

  25. How to Process a Task • Receive notification and access RedCarpet Link to RedCarpet Link to RedCarpet

  26. How to Process a Task • Log into RedCarpet then click task on My Tasks tab Click

  27. How to Process a Task • View Task Summary • Follow Instructions • Click link to complete form • Add Notes • Save

  28. How to Process a Task • Complete an E-form

  29. Questions?

  30. Support Materials SMS Website, Employees Section

  31. Summary • New Onboarding Process, Go Live 7/22/13 • Managed by RedCarpet, pre-employment activities for both direct hires and subcontractors • E-Forms, email notifications & task routing • Hiring Manager: Subcontractor Labor Input Form and Personnel Action Form • System generates requests for IT/office equipment, security and time & expense • Next Phase: Off-boarding Event & Project Transfers

  32. Questions Questions? HROnboarding@systemsmadesimple.com

  33. Charging for Time OVRHD.13.0006.COR.01

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