Doris Wong, CEO, Smart ERP Solutions, presents at the Oracle HCM User Group conference 2011, Orlando, FL. Topic covers a PeopleSoft-based add-on solution for automating HR processes for onboarding and offboarding employees.

1. Automated
PeopleSoft-Based
Onboarding and
Offboarding
Doris Wong, CEO
Dan White, VP of Product Strategy

2. Agenda
• About Smart ERP Solutions, Inc.
o Our Philosophy and Business Value
• Why Employee Onboarding?
• Introducing Employee Onboarding for PeopleSoft
o Automated, Configurable, Full of Options
o Employee and HR Administrator Roles
• Employee Onboarding Demo
• Other Business Process Management Use Cases
• Q&A

3. About Smart ERP
Solutions, Inc.

4. Smart ERP Solutions, Inc.
Comprised of the best former developers, architects and
executives from PeopleSoft/Oracle
Providing cost-effective, robust and repeatable “Smart Solutions”
for PeopleSoft applications
Unique best practices and expertise in PeopleSoft strategic
planning, Smart implementation and upgrade services
KEY DIFFERENTIATOR−OUR SMARTADVANTAGE
Rather than assigning teams of consultants to projects we apply our pre-
built, proven solutions to efficiently address those efforts common to
any PeopleSoft project thus saving time, reducing costs, minimizing
risks and lowering total cost of ownership by avoiding costly difficult-to-
maintain customizations.

5. SmartERP: Our Philosophy
Solutions
• Enhance and Extend Standard PeopleSoft Functionality to Meet
Business Needs
o 3Cs : Common, Critical, Complementary
• Repeatable, Pre-Packaged, Highly-Configurable and Innovative
Solutions
• Release Independence
• Customer-Driven Requirements
• Architected and Designed as Add-On Solutions
• Lower Total Cost of Ownership
o Minimal to No Customizations
o Minimal Upgrade Impact
• Affordable and Cost-Effective

6. SmartERP: Our Philosophy
Ease of Use
• Seamlessly and Tightly Integrated with Your PeopleSoft HCM and
Financials Applications
• On Premise Solution
• Leverages Everything About Your PeopleSoft Applications
o Client’s Data and PeopleSoft Data Model
o Current PeopleSoft Business Rules and Processing
o Immediate Data Retrieval, Validation and Updating
o End-Users’ PeopleSoft Skills
o Infrastructure and Technology, including IT Resources
o PeopleSoft Security, PeopleSoft Investment To-Date
• Tailored and Configured to YOUR Business Requirements
• Short and Quick Implementation Times

7. Introducing
Automated PeopleSoft
Onboarding and Offboarding

8. Recruit-to-Hire Business Process
Recruiting Application
New Applicants to be Hired
0080 0081 0082 0083
Employee Onboarding Process

9. Key Objectives for Employee Onboarding
• To make new employees feel welcome and
comfortable in their new surroundings.
• To minimize the time before new employees
are productive members of their new
workgroup.
• To automate, standardize and streamline the
employee onboarding process
• Bottomline: Get new employees productive
and integrated into the culture as quickly as
possible

10. Employee Onboarding Benefits
Reduce New Hire Processing Costs
Ensuring Compliance Requirements
Improve New Hire’s Time-to-Productivity
Rapid Immersion into Team Environment and
Corporate Culture
Increase New Hire Retention
Easily Verify and Have Visibility of New Hire’s
Onboarding Activities

11. Employee Onboarding Activities
Employee Onboarding Checklist
Company / Departmental Overview
New Hire Welcome Kit
Corporate Vision / Mission Statements
Departmental Goals / Objectives
Organization Charts
New Employee Orientation Programs
Job Expectations
Training Requirements
Job Descriptions
Job Expectations
Individual Goals and Objectives
Performance Management Program
Policies and Procedures
Safeguarding of Company Information
Protection of Company Assets
Health and Safety Program
Drug / Alcohol Abuse Policy
Suitability for Work Program
Complaint Resolution
Contingency Plans
Affirmative Action Policies
Internal Job Posting Practices
Overtime Pay Policies
Vacation Allowance Practices
Retirement Savings Programs
Administrative / Housekeeping Items
Employee / Network ID
Security Cards
Work Hours
Dress Code
Building / Facility Tour
Building Evacuation Routes
Recycling Programs
Inclement Weather Practices
Corporate News / Bulletin Boards
Emergency Contact Information
Local Emergency Telephone Numbers
Help Desk Telephone Numbers
Email / Internet Use

12. What Are Your Organization’s
Onboarding Activities?
• Are you taking advantage of your
“Preboarding” period? Time between offer
acceptance and the first day of work
• What are your employee onboarding
activities today?
– Welcome Packet
– HR, Payroll, Compliance
– Benefits (Health, Dental, Life Insurance, 401K)
– Performance (Goals, Expectations)
– Training & Learning
– Facilities & Logistics (Badge, Office, Computer, Parking
Permit, Carpooling)

13. Employee Onboarding Activities
• Activities are different for every organization
– Defined and configured by YOU to represent your business
requirements and process
– May represent Pre-hire (Applicant) or New Hire requirements
• Activities have different criteria and requirements
– Defined and configured by YOU to represent your business
– May have multiple tasks within an activity
– Criteria and Requirements
• Required or Optional
• Dependent or Independent
• Informational
• Requires Workflow Approval
• Requires Notification
• Requires Acknowledgement, Requires Certification
– Can be integrated to external systems (i.e.Other PSFT, 3rd Party)

14. Employee Onboarding Activities
• Activities and Tasks Can be Anything
– Filling in Paper Forms
– Entering Data Using PeopleSoft Employee Self-Service
Transactions
– Any PeopleSoft Standard Page
– Electronic Forms
– Any Media for Delivering Information or Forms
• Word, Excel, Powerpoint
• PDF, Visio, Video
• URL, Website, Other
– Integration to Other 3rd Party Systems

15. Employee Onboarding Example

16. Activities Tasks Media Requirement Dependency
Welcome Welcome Video Video Required Dependent for
Aboard Starting
Review Personal PSFT Employee Optional Dependent
Information SS Welcome Video
What to Expect on MS Word Required Dependent
Your Job Welcome Video
Required Enter I-9 Form PSFT Employee Required Independent
Forms SS (or Electronic after Welcome
Form) Aboard
Enter W-4 Form PSFT Employee Required Independent
SS (or Electronic after Welcome
Form) Aboard
New Employee Paper converted to Required Independent
Form Electronic Form after Welcome
Aboard
Direct Deposit PSFT Employee Required Independent
Authorization SS after Welcome
Aboard

17. Activities Tasks Media Requirement Dependency
Policies & Access to Company PDF Required with Independent
Info Information Electronic Certification after Welcome
Information PDF Optional with Independent
Documents Electronic Acknowled. after Welcome
Employee Self- PDF Optional with Independent
Service Information Electronic Acknowled. after Welcome
Pay Dates PDF Optional with Independent
Electronic Acknowled. after Welcome
Statement of PDF Required with Independent
Collection and Use of Electronic Certification after Welcome
SSN
Rights and PDF Required with Independent
Responsibilities Electronic Certification after Welcome
under FMLA
Information Security PDF Required with Independent
Policy Electronic Certification after Welcome
HQ Campus Map PDF Optional with Independent
Electronic Acknowled.

18. Activities Tasks Media Requirement Dependency
Benefits Enroll in Benefits PSFT Required Independent
Employee SS after Welcome
Health Care PSFT Optional Dependent on
Summary Employee SS Enroll in Benefits
Dependent/Benefici PSFT Optional Dependent on
ary Coverage Employee SS Enroll in Benefits
Insurance Summary PSFT Optional Dependent on
Employee SS Enroll in Benefits
Savings Contribution PSFT Optional Dependent on
Summary Employee SS Enroll in Benefits
Learning Complete Ethics PSFT in ELM Required Independent
Training (Integration) after Welcome
Facilities Apply for a Parking Electronic form Optional with Dependent on
Permit Workflow Benefits
Apply For Business Electronic form Optional with Dependent on
Cards Workflow Benefits

19. Demo

20. Employee Onboarding Demo Scenario
Getting Started
• HR Admin or Recruiter initiating onboarding process
for potential new hires
• Email notification sent to potential new hire’s
documented email
• Potential new hire can begin pre-hiring process
even before final hiring decision, including
employee’s first day of work

21. Demo Scenario
• The New Hire’s Experience
• Executive Hire – Tom Executive
• Staff Hire – Jerry Staff
• The Role of the HR Administrator
• Visibility to All New Hires
• Collaboration and Email Notifications
• Consoles and Dashboards
• Other Roles – The Manager, The Recruiter, The
Provisioner, etc.

22. Demo Scenario
• The New Hire’s Experience
• Executive Hire – Jerry Executive, CA
• Staff Hire – Barry Staff, VT
• The Role of the HR Administrator
• Visibility to All New Hires
• Collaboration and Email Notifications
• Consoles and Dashboards
• Other Roles – The Manager, The Recruiter, The
Provisioner, etc.

23. Other Use Cases for
Smart Solutions

24. What Are Your Organization’s
Offboarding Activities?
• Offboarding Employment Activities and Tasks
– Resignation Letter
– Exit Policies and Agreements
– Exit Interview or Exit Surveys
– Final Paycheck
– Benefits Information
– COBRA Processing
– Stock Options
– Network Security
– Badge Security
– Email Account
– Parking Requirements
– Collect Laptop, Phone
– Goodbye Party

25. Other Use Cases for Smart Solutions
• Employee Onboarding and Offboarding
• Automate and Configure for Any Roles and Any
Conditions
Full Time, Part Time, Interns
Consultants, Temps
Volunteers
Customers and Vendors
• Automate and Configure Any Business Process
Recruit-to-Hire
Annual Performance Appraisal
Open Enrollment
• Configure and Automate Any Business Processes within
YOUR Organization

26. Questions?

27. Contacts
Doris Wong
CEO, Smart ERP Solutions, Inc.
925 699 0832
E-mail: doris.w@smarterp.com
Dan White
VP of Product Strategy, Smart ERP Solutions, Inc.
925 963 8707
E-mail: dan.w@smarterp.com

28. Thank You
For more information visit: smarterp.com
View Solution Previews: smarterp.com/previews
Copyright © 2010 Smart ERP Solutions, Inc.