ONBOARDING AND

INDUCTION FRAMEWORK

Onboarding and Learning Operations Capability and Inclusion

WORLD CLASS PUBLIC SERVICE

• Built onboarding into the recruitment process• Embedded our culture into the design (Vision &

Values)• It’s a process not an event• It’s timely• It’s fresh and new• It’s memorable• It creates a good first impression• Everyone is involved – it’s inclusive• It’s blended over different activities

Onboarding and induction

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OUR VALUESOur Framework aligns to the Values of DPIE by being:

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•A program which allows all staff irrespective of location or role to participate. It is fully equitable and provides an opportunity for all to be involved, to connect, network and learn from one another.

•Offering assistance with bespoke offerings also ensures those areas of the business who require extra support, receive it as needed.

Inclusive •Not only is the framework inclusive, it has been developed using a human centred design approach with our employee in mind at step.

•We have collaborated across many areas of the organisation to gather the right content and materials and will continue to do so as it evolves. We are currently working closely with EES, PDS, Water, Corporate Services and PPC.

Collaborative•The framework challenges previously held beliefs about what onboarding, orientation and induction is; from just mandatory training with an element of how we do things, to be a fully inclusive, meaningful experience that caters for all our people and all voices. Daring

•The approach is one of kindness. We work with others and ask their opinion; we acknowledge the contribution of all involved, and we focus on making the experience warm, friendly and empathetic to all involved.

•It begins with an immediate welcome and continues through engagement during the pre-boarding and once arrived, right through to probation.

Kind

•We will use technology to challenge long-held beliefs of how to engage and learn online, to become a space of belonging and togetherness. Creative

THE FRAMEWORK

Acceptance to Probation

ONBOARDING AND INDUCTION ROADMAP

Pre-boarding Welcome Information

and Resources

July 2020

Day 1 Welcome Experience

July 2020

‘Getting Settled at DPIE’ Virtual

Induction Session 2

Launch July

‘Excelling at DPIE’ Virtual Induction

Session 3

Launch September

Agency/Business Unit Specific Induction & Mandatory Training

July / August 2020

‘Welcome to DPIE’ Virtual Induction

Session 1

Commenced

Developing at DPIEC&D Opportunities

and PDP

BAU

Probation Review

Under development

1 2 3 4

Month 15

Month 2 Month 3 to 5 Month 66 7 8

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RESPONSIBILITIESAcceptance to Probation

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Pre-boarding Provisioning Tasks Arranging for Day 1 tasks

Day 1 Introduction to Buddy(if applicable) Site Induction and WHS Workplace Group

Week 1 Group Induction Mandatory training Commence PDP conversation

Month 1 Virtual Orientation Session 1: Welcome to DPIE

Virtual Orientation Session 2: Getting settled at DPIE Continue PDP Conversation

Month 2 Virtual OrientationSession 3: Excelling at DPIE Continue PDP Conversation

Months 3-5 Continue PDP discussion and commence Talent Talks Capability & Development Self-Service Resources

Probation Review Finalise probation process (if applicable)

* Timing can be adjusted for different probation periods

Onboarding & Learning

Operations

Manager

Learning & Development

Responsibility

PRE-BOARDING

Getting Prepared

PREBOARDINGProvisioning (Tools/Resources)Corporate Services

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Equipment, Resource, Access Responsible teamManager to coordinate via existing workflowsAssistance provided via relevant team via your Helpdesk

• Network access / System / Application access • IT (ICT / DIO)

• Email account • IT (ICT / DIO – Messaging Team)

• Building access pass, locker, other equipment • Facilities/Workplace Services/Connected Workspaces Team

• Laptop • IT (ICT / DIO)

• Mobile phone (where applicable) • Procurement

• Set up in ERP • Payroll

• Employee self-service (ESS) • Payroll

• Workplace adjustments • WHS / Workplace Services

PREBOARDING

• A dedicated Resource Hub has been developed for Managers to download appropriate resources, with some emailed via the recruitment process or directly from the Onboarding Team once roles have been approved• Guide: Welcoming your new starter to DPIE (Manager/Leader)• Checklist – Manager – Pre-boarding

• Getting your new starter ready for Day 1

• List of provisioning tasks to complete as a reminder of importance

• Welcome Kit to New Starter (emailed to new starter via manager)• Welcome email (Template)

• Checklist – New Starter – Being Prepared for Day 1

• Welcome to DPIE Guide (July 2020)

Intranet Resource Hub

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DAY 1

Welcome Experience

DAY 1: WELCOME EXPERIENCE

Task Who ProcessResources on Hub Onboarding

Team1. Guide Welcome to DPIE (New Employee)2. Guide Welcoming your new employee to DPIE (Manager/Leader)3. Onboarding and Induction Resource Hub (Extensive Resources accessible to

all staff, managers and leaders)

Checklist in email to managers via Resource Hub

Added to email from PageUp

Link to Resource Hub provided on TaleoOnboarding Form

Manager work through with the new starter

1. Complete Checklist with new employee2. Assist with email access and set up3. Set up all equipment including any reasonable adjustment requests4. Provide workplace systems and role overview, including:

• Core systems – All DPIE• Core systems – Role related (e.g. Prime, GIS systems etc.)• Core systems – Communication channels• DPIE Intranet • DPIE Workplace • DPIE LinkedIn Learning Account set-up

5. Complete WHS and site induction (and COVID training if applicable)6. Meet the team virtually or face-to-face7. Share Flexible working toolkit 8. Forward Checklist signed and dated as complete to Onboarding Team

• Onboarding Team update database with completions• Report Monthly to Director C&D with completion rates

Responsibilities

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DAY 1 – NEW STARTER

Posts and contentWelcome to DPIE So glad you’re here, we’re going to help you get ready for Day 1

FAQS Pay, Leave, Allowances, Superannuation, PSC materials

Development Current programs up-and-running including leadership programs/Mentoring/Coaching – What it means, and how it applies to you as a new starter

Did you know… Link to current projects @ DPIE – OurDPIE, news articles, ministers in the news, good news stories

Discussion posts What to expect on your first day; How to feel confident and prepared starting a new job; Setting expectations and preparing for the unexpected

Vision & Values Share videos and stories – can you share examples from your own lives? Which value resonates with you the most?Share Groups – Learning@DPIE, Health and safety@DPIE, DPIE Microsoft Office 365, DPIE Corporate Services, DPIE Disability Employee Network, LGBTIQ+space, 4PSQ Community Hub, Thank you

Game Virtual scavenger hunt on external websites to learn more about DPIE and current projects underway

Learning • Recommend learning about NSW government (content on PSC) to understand terminology and processes

• Share videos for Learning Workplace (Units) • LinkedIn Learning, have you completed shared ones in portal? Thoughts,

share experiences and share additional free courses to encourage learning

Invite to Workplace Group

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WEEK 1Local Induction

Complete Mandatory Training

WEEK 1: LOCAL INDUCTION

Overview of agencies role within DPIE

Structure and org charts

Where they sit within the DPIE decision-making and leadership

structure

Policies and processes

Specific to Group

Major programs of

work

Specific to Group -Link each one to

Values

Mandatory Training

DPIE and specific to Group and roles

Systems

Overarching understanding

Specific to Group and Business Unit

e.g. Network access,

SharePoint Resources,

Closed Workplace Groups, GIS,

Science databases etc.

Payroll/Leave/Flex/Award information

Specific to Group/Business

Unit

Support including Corporate Services &

PPCDPIE wide

Led by Manager/Leader or Buddy (if applicable)Template provided by Onboarding and Learning Operations Team via People Partners

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MANDATORY TRAINING

MANDATORY TRAINING

Module Name When Delivery Key Outcomes Owner

1 Positive Workplace Behaviours

Month 1 1. Via Virtual Orientation Session 2

Learning and Development

2 Code of Conduct and Ethics

Onboarding to Month 1 Intranet (Soon to be online module via LMS)

1. Personal Behaviour2. Use of public resource3. Communication and official information4. Record keeping and use of information5. Fraudulent and corrupt behaviour6. Declaring Conflicts of Interest and Gifts &

Benefits7. Reporting suspected breaches of the Code8. Private or Secondary Employment

Governance and Legal

3 WHS Onboarding to Month 1 Online 1. DPIE Safety Vision2. Key process information (logging

hazard/incident)3. Business Partnering Model4. WHS Consultative arrangements to workers

WHS

4 Aboriginal Cultural Awareness

Onboarding to Month 1 Online (Due Sept) 1. Aboriginal society2. Contact3. Activism4. Aboriginal socio-economic statistics

PSC & AP&C

5 Virtual Orientation Sessions 1-3

Session 1 - Fortnightly Session 2 – Monthly Session 3 – Monthly

MS TeamsRegister via LMS or invite if unable to access MyCareer or Bridge

1. Welcome to DPIE2. * Getting settled at DPIE

• Includes Positive Workplace Behaviours

3. Excelling at DPIE

Onboarding & Learning Operations

Essential resources and required training

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MONTH 1

Virtual Orientation Sessions 1 & 2PDP Discussion

MONTH 1: VIRTUAL ORIENTATION

Virtual Acknowledgement

of CountryHousekeeping

Welcome video Jim Betts

DPIE OverviewWho we are and

how we were formed

Governance and ethics Vision and Values

Digital SystemsNext StepsHow we can support you

Session 1 Welcome to DPIE

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MONTH 1: VIRTUAL ORIENTATIONSession 2: Getting settled at DPIE

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Virtual Acknowledgement

of CountryHousekeeping Month 1 Feedback Positive Workplace

Behaviours

Aboriginal People and Culture

TeamDiversity and

Inclusion @ DPIESupport Services,

EAPDPIE Dr CARE

Q&A

MONTH 2Getting Settled

MONTH 2: VIRTUAL ORIENTATIONSession 3: Excelling at DPIE

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Virtual Acknowledgement

of CountryHousekeeping Month 2

FeedbackPeople

Performance and Culture Overview

Corporate Services Overview

DPIE Talent Management Framework

Performance Development

PlanningQ&A

MONTHS 3-5Ongoing development

MONTHS 3 – 5

• Ensure all mandatory training is completed by probation

• Understand requirements around probation and timeframe (3, 6, 12 months)

• Manager to conduct probation (Depending on probation period)

• Manager to conduct monthly check-in (Use Sample Questions Guide)

• Talent Talk conversations booked

• Check-in with Buddy (if applicable)

• If not performing, manager to conduct development planning and contact the relevant People Partner for support

• Discuss ongoing capability and development opportunities

• Discuss Performance Development Plan

• New Employee Orientation survey

• Discuss shadow opportunities

Ongoing development

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MONTH 6PROBATION

Probation end

Probation periods may vary

MONTH 6: PROBATION END

• New starter now feels secure and confident in role

• Has been able to perform to the manager’s expectations

• Transition to ongoing employment

Probation Periods• 3 month Senior Executive & LLS

• 6 month – Crown and Environment

• 12 month - EPA

Secure and safe

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