Jon Everard Onboarding

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Jon EverardOnboarding
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Onboarding

• What is meant by Onboarding
• What is current process and practise
• Why are we changing current process and practise
• What will the new process be
• When will it be implemented

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Onboarding What is meant by Onboarding

• Onboarding is the provision of important
  information relating to
• policies and employee benefits plus the
  collection of personal
• information from an employee on joining UCL.
  These fall into two
• categories
• statutory information needed to verify that a
  person has the Right To Work (RTW) (collected at
  interview) and
• personal information required for UCLs Payroll,
  Pension and HR systems (collected post interview)

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Onboarding What is meant by Onboarding

• The collection and verification of RTW
  information is the responsibility of
• the respective employing department whilst the
  responsibility for the distribution
• and collection of the following information is
  that of the HR Operations and
• HR Reception Team (HRRT)

• Statement of safety policy
• UCL security policy
• UCL race equality policy
• MyView Self Service Information
• Childcare Voucher Scheme
• Employee Assistance Programme
• Pension scheme booklet

• Staff record form
• HESA form
• Data protection form 4
• Equal opportunities classification
• Pension membership form
• Pension election form
• Pension transfer form
• Pension nomination form

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Onboarding What is current process to collect
data

• Once the successful applicant has provided the
  necessary RTW documents they are sent a pack of
  forms, booklet, policies and leaflets with their
  contract of employment 17 different / 77 pages
  exl contract
• Successful applicant is asked to book a meeting
  with HRRT upon joining UCL at which they should
  return all completed forms If they fail to turn
  up, they are paid by cheque and may be requested
  to come to HRRT to pick it up
• HRRT will email and ring employee until such time
  as the forms are completed and returned (and
  cheques picked up)

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Onboarding Why are we wanting to change the
current process

• Current problems
• Too much paper - HR are seemingly responsible for
  clearing huge swathes of tax deductible trees in
  Scotland
• Employee currently required to write their name
  upto 8 times
• Importance of data is lost because of the amount
  of current information received
• Most data not collected till post joining causing
  delays and payroll implications
• Poor handwriting causes transposing errors and
  delays
• Forms are sometimes returned to dept and delays
  occur in sending them to HRRT
• Failure to attend HRRT means large numbers of
  cheques being produced each month
• Forms including bank details routinely get lost
  in post
• Sending forms in the post is the least most
  secure method of data sending
• Monitoring receipt of data is time consuming

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Onboarding What will the new process be

• Cease sending hard copy forms, policies and
  leaflets with the employees contract
• Instead, utilising new capabilities within the
  new online recruitment system ROME, the data and
  information will be provided and collected online
• On becoming the successful applicant the
  employing department should inform them to again
  login to ROME and begin completing our data
  requirements
• ROME will also auto email the successful
  candidate and it will also be set out within the
  body of the contract sent to them. Reminder
  emails will continue to be sent where the data
  has not been completed in full
• On joining UCL access to onboarding within ROME
  will be stopped. Instead, where data is missing
  the new employee will be required to provide via
  MyView. Reminder emails will be sent to their UCL
  address and they will be contacted by phone until
  such time as the information is updated. HRRT
  will assist employees who have not yet got access
  to MyView

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Onboarding When will it be implemented

• During August 2009