UltimateGuide

ONBOARDING AND EMPLOYEE TRANSITIONS

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6 Months to Earn Their Loyalty— Are You Ready?Onboarding takes enthusiastic new hires and rapidly engages and connects them to the life of the organization. That engagement leads to employee commitment, and their commitment leads to accomplishment.

Why is proper onboarding so important? Because turnover is expensive. The cost of replacing an entry-level employee is 30-50 percent of the person’s annual salary. And, for mid and senior-level employees, it can reach 150–400 percent respectively. At every departure, morale and productivity suffer too.

Stay or Go Decision—6 MonthsA study by analyst firm Aberdeen Group found that 86 percent of respondents felt that a new hire’s decision to stay with a company long-term is made within the first six months of employment.

Relying on a one-day HR orientation, a series of unrelated administrative tasks, and a folder of forms won't protect your recruitment investment, but an awesome onboarding process that begins before the first day and lasts for the first year can change the game, especially for workers who expect speed and automation.

“Onboarding is the perfect opportunity to make a positive, lasting impression on a new hire,” says Ben Eubanks, a blogger at UpstartHR. “It really is the honeymoon phase for new employees. They’ve just agreed to come and work for a new company, and they are prepared to be wowed. But the employer must deliver.”

It’s time for employers to take a fresh look at onboarding, raising it out of checklist status and creating a strategic onboarding program. In this guide, you’ll discover how to make that transition through:

∑∑ Essentials of onboarding

∑∑ Applying the onboarding process to employee transitions

∑∑ Ways to measure return-on-investment (ROI)

∑∑ Best practices with case studies

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Essentials of Onboarding

Essential #1— A Strategic, Holistic Approach

Brandon Hall introduced a model defining the key elements needed for a successful onboarding program. These excerpts from High Performance Onboarding: A New Model for Excellence offer insight into key components.

Pre-boarding is where new hire forms and paperwork are completed and work stations are ready before an employees’ first day. New hires’ first days are well organized and orchestrated, and often spent learning about the company and workplace.

Another way companies are driving momentum throughout new hires’ first months are through regular check-ins with HR, company leadership, but most importantly with their new manager all to ensure things are going smoothly or to make adjustments as needed.

Momentum concerns the “When” in onboarding, and is tied to engagement.

MOMENTUM

Pre-boardingRegular check-ins

MOMENTUM

COLLABORATIO

N

ENABLEMENT ASSIMILATION

CON

NEC

TIO

N

Pre-boardingRe

gula

r ch

eck-

ins

Cross-instru

ction

Group onboarding

Self-guided learning

Social learningM

anag

er

One

-on-

onesMentorship

Social hours

Peer-to-peer

networking

ENGAGEMENT

Brandon Hall Group High-Performance Onboarding Model

Source: Brandon Hall Group 2004

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Cross-instruction is a widely popular method, and takes different forms. Some invite individual department heads to give a presentation of their role and expertise, and give an overview of the products and services they oversee. Others, like Zappos, give all new hires extensive training in each of their core business units before letting them decide which department they want to work in.

Another way high-performers are boosting collaboration in the onboarding process is by taking a new approach: group onboarding. Specifically, they’re leveraging social learning, which continues to gain traction as a more viable approach to training and developing talent.

Unlike much of the regulatory instruction that persists in traditional new hire training, enablement focuses on providing new hires with the knowledge they need to get started, and connecting them to resources they need to be effective long-term.

Additionally, as mentioned in collaboration, social learning is an important component of contemporary onboarding. Curriculum doesn’t limit learning to lectures and classroom learning, instead it encourages new hires to work together to master the skills required for success.

Collaboration relates to the “How” in onboarding, and is increasingly important in an integrated talent management process.

COLLABORATION

Cross-instructionGroup onboarding

Enablement focuses on the “What” in onboarding, and is tied to learning. The idea is to empower learners by providing them with access to information and resources necessary to ongoing success.

ENABLEMENT

Self-guided learningSocial learning

Assimilation deals with the “Why,” and is all about adjustment. When it comes to company culture and work environment, every organization is different. Though new hires may ace training, they struggle to contribute if they can’t navigate the operational and social nuances that exist in a workplace.

ASSIMILATION

Manager one-on-onesMentorship

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Mentorship programs come in many forms, but usually pair tenured employees with fresh talent to provide guidance and coaching. In onboarding, employee mentors wear many hats – giving career advice, lending a helping hand, showing new hires the ins and outs, and connecting them with need-to-know people and resources.

Research also shows success in assimilation is highly dependent on the involvement of hiring managers. These key players in the onboarding process are the ones most likely to help or hinder a new employee’s success. While weekly and monthly one-on-ones are an important part of any manager-employee relationship in terms of operations and job performance, one-on-ones related to onboarding serve an entirely different purpose – to aid the employee’s assimilation into the work team, the department, and organization as a whole.

There are a myriad of ways to incorporate the element of connection into onboarding. Peer-to-peer networking is a popular method – especially in organizations where business units rarely work directly with one another. By providing ample opportunities for new employees to meet and socialize with members of the organization at large, via company social hours or otherwise, employers ensure new hires have a strong and reliable network of friends and experts across the organization.

Adding social media technologies, like Yammer or Chatter, increase connections with the entire organization.

The powerful combination of these onboarding elements creates a dynamic and fulfilling new employee experience and speeds time to productivity.

Connection involves the “Who” in onboarding, and focuses on new hire relationships—with their new colleagues and the organization as a whole.

CONNECTION

Social hoursPeer-to-peer networking

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Essential #2 — Create a "Wow" Onboarding PortalA centralized employee portal that serves as a hub for everything new hires need to know requires some upfront investment, but it will save you time and resources in the long run. A dynamic onboarding portal introduces new hires to their jobs virtually and acclimates them to your culture and procedures before Day 1.

To be successful, your onboarding program needs to start before the new hire's first day.

For example, as soon as new employees receive job offers, they also receive access to the onboarding portal. Here they discover content that’s designed to engage them early: a friendly note from their manager, first-day information, welcome messages from and photographs of their new teammates, a glossary of company buzzwords and acronyms and the organization’s social, sports, or volunteer calendar. The portal may include a virtual copy of the employee handbook as well as other details about the new hire’s department and job responsibilities. All will help new hires ramp up that much faster.

Having onboarding technology that includes a new hire portal enables managers and HR administrators to know whether the onboarding process is on track. Typically the system will include at-a-glance dashboards of tasks—both completed and incomplete (like W-4 or I-9, benefits, payroll) to ensure compliance.

“In addition, onboarding should begin immediately upon the candidate’s acceptance of the job (this is sometimes referred to as “preboarding”); it should last as long as it takes to get the new hire integrated into the company’s culture and to be productive in that employee’s work.”

Onboarding Software Solutions 2014 Bersin by Deloitte

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To create a high impact onboarding portal, this 5-step checklist will help you ask the right questions.Step #1—Create 2-3 goals

∑∑ What are you trying to achieve?

∑∑ How will you inspire new hires to embrace the company mission and brand?

∑∑ What 2-3 core ideas do you want employees to remember throughout their employment?

∑∑ Is there an emotional or brand personality message that will help new hires connect with the company?

∑∑ How will you measure success?

Step #2—Review your employee audience

∑∑ What types of workers will use the onboarding portal?

∑∑ What demographics does the portal need to serve?

∑∑ What locations, geographic regions and/or countries need to be supported?

∑∑ Are there distinct job functions that require proof of certification for safety or other compliance issues?

Step #3—Think out how to organize information

∑∑ What general categories should the onboarding portal offer? Ideas include:

•∑ Company mission and business goals

•∑ New hire basics and frequently asked questions

•∑ First day information – what time to start, where to go, what to wear, a typical first day description, what to bring

•∑ What life is like at your company

•∑ Onboarding tasks for the first 30-90 days

∑∑ What information is most important?

∑∑ What other internal systems need to connect to the portal?

∑∑ Who will design the portal? Outsource? Marketing team?

Step #4—Emphasize what’s special about your culture

∑∑ What opportunities do you offer to connect?

∑∑ What is special about your commitment to meeting customer needs?

∑∑ Do you offer interactive events?

∑∑ Breakfast with the CEO or lunch and learns

∑∑ Fun social activities (don’t forget photos!)

∑∑ What benefits or programs make you stand out as a company?

Step #5—Ask managers for ideas

∑∑ What would your managers identify as their top onboarding needs?

∑∑ What do they consider least important?

∑∑ What training is needed for effective use of and interaction with the new hire portal?

Step #6—Set up feedback mechanisms

∑∑ Where can new hires provide their thoughts or ideas?

∑∑ Should you set up an automated 90-day new hire survey?

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Essential #3— Automate Onboarding PreparationWe’ve all been there. You start a new job and find your office or cubicle empty or make do sitting in the lobby or at someone else’s station until things are ready. Not very confidence building, is it?

By using onboarding technology to automate what needs to be prepared, your new employee will be able to jump right in. An automated checklist provides reminders about supplies, business cards, parking permits and ID cards. Your IT department will receive alerts on a computer, e-mail address, and usernames and passwords.

Tasks will be automatically assigned to the appropriate parties and tracking becomes easier. Everyone will be on the same page and your employee will feel welcome and prepared on Day 1.

Increase Day 1Readiness

Pre Day 1Prepare & Orient

FutureState

CurrentState

Day 1Integrate

Day 90Excel

Year 1Retain

Accelerated Timeto Contribution

IncreasedRetentionIncreased Engagement

and Performance

Onboarding Improvement Scale—Prepare, Integrate, Excel

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Essential #4: Set Goals and MetricsBefore you build your onboarding program, take the time to set goals and metrics. Is your goal to build a great team with excellent peer relationships and top levels of initiative and creativity? Do you want to mentor employees to instill a sense of continuity and tradition? What is the program worth to your business?

Get the right partners involved and have the necessary conversations. You’ll uncover business context and strategic insight and help educate others about HR’s roles and responsibilities.

Reduces Time-to-Productivity Reduces Stress

Reduces Turnover Develops Job Knowledge

For some, it’s the time required for new employees to have all of the information, skills, and equipment necessary to perform their jobs at a productive level. Others say it’s the time required for new hires to achieve the job proficiency of an employee who has been at the organization for two years. In either case, proper onboarding speeds up the process.

In many industries, organizations lose as many as 15 percent of employees per year and we’ve already mentioned why this is very costly. Strong onboard-ing programs assure new and existing employees that they are valued and have all the necessary tools to succeed.

Proper onboarding ensures that new employees fully understand their roles and their relationship to the big picture. New employees learn what’s expected, how to deliver, and how and when they will be evaluated. Upfront education prevents damaging mistakes down the road.

The guesswork required by new employees is enough to cause a significant amount of anxiety. By telling new hires what they need to know before they need to know it, proper onboarding helps new hires to concentrate on their jobs rather than their stress.

Examples of Goals and Metrics

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Additional Onboarding ROI, Manage Employee TransitionsWhen most people think of onboarding, they think of new hires and getting them started on the employee journey. But what about the many other events that happen during an employee’s life cycle?

The same processes and technology used for onboarding can also help you take care of:

∑∑ Transfers—easily handling transfers from one location to another, helping your employee quickly learn about the new office, the new team, geography, transportation, and even the traffic from a portal.

∑∑ Promotions—creating consistent, paper-free employee promotion processes, providing the policies and procedures of the new role and automatically alerting IT or office personnel to order technology or other services.

∑∑ Mergers and acquisitions—developing a “mergers and acquisitions” resource, introducing culture and policies, explaining the merger or acquisition process, providing the latest news, a channel for questions and getting agreements electrically signed. You can even trigger a success plan for vacant positions.

∑∑ Offboarding—providing a customized portal to show departing employees that you truly value them by providing information, ongoing tasks and activities. You can also kick off internal exit processes to key departments. The portal can also remain available after other technology access has been shut down to maintain contact and easily set them up again if they decide to return.

With onboarding technology you can easily automate any career change your employees make without the paper and manual processes through:

∑∑ Building checklists

∑∑ Creating eForms

∑∑ Developing branded portals to engage employees

∑∑ Adding content for training

∑∑ Creating an interactive dashboard for visibility and reminders

You can keep everything in one centralized location that will save you time and notify your managers of progress. The employee lifecycle starts with onboarding…but it doesn’t stop there.

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Measurable ROITo build a strong business case for onboarding, you’ll need to present measurable ROI.

Task-related ROI, such the number of employees processed per year, cost savings on the production and processing of employee materials, and time savings on logistics tracking and the collection of employee documentation are a few of the key measures to take into consideration.

If measuring the ROI of your onboarding programs is new to you, start slowly. Devise one metric per major business goal and practice tracking it. Next analyze your results, and communicate value before adding more metrics to your arsenal. You can also use the metrics functionality that is ready to go in most onboarding technology.

Also, don’t view onboarding ROI in a silo. For instance, the retention and time to productivity metrics have implications not only for onboarding, but also for recruitment and overall talent management.

Organization Data

Onboard Offboard Transfer

Number of Employees in the Organization 1,000 10% 4% 3%

Employees Processed per year 100 40 30

Annual Organization Savings

Employee Materials: Forms & Documents

Materials: Production and Processing $10.00 $10.00 $10.00

Materials: Shipping and Handling $20.00 $20.00 $20.00

Total Forms/Documents Cost Savings $30.00 $30.00 $30.00

Task Management Time

Tracking Logistics with other Department (hours) 6.00 6.00 6.00

Collection of Forms/Documents from Employee (hours) 3.00 3.00 3.00

Processing (hours) 2.00 2.00 2.00

Total Time Saved per Employee Processes 11.00 11.00 11.00

Average Full Time Employee (FTE) w/Benefits $28.00 $28.00 $28.00

Total FTE w/ Benefits Savings per Employee processed $308.00 $308.00 $308.00

(Note: FTE rate $28/hr = ($43K/yr + $15K benefits) is the national avg of all the employees involved in this process.

Employee Productivity: Labor

Accelerated Time to Productivity (hours) 24.00 24.00

Full Time Employee w/ Benefits Hourly Wage $28.00 $28.00

Total Cost Savings per Employee $672.00 $672.00

Total Savings Per Employee $982.00 $310.00 $972.00

Total Annual Organization Savings $98,2000.00 $12,400.00 $29,160.00

The following table captures sample costs and savings associated with onboarding automation through one year:

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These tips can help you build your business case:

Gather stories of times when onboarding has gone wrong. Specific illustrations of where onboarding has gone wrong will spur the conviction that something needs to change. A new employee onboarding process will be the obvious solution.

Reach out to a relevant role model. Seek out an organization of similar size and sophistication that is doing a good job with their HR onboarding program. Then make a vivid presentation contrasting “this is what happens here” to “that is what happens there”.

Gather data on time-to-full-proficiency. A positive experience for new employees is nice but the typical CFO cares more about time-to-full-proficiency. And don’t just make an argument that employee onboarding software ought to get people up to speed faster, gather data to demonstrate it and then ask the CFO to put a dollar value on that.

Suggest a small pilot. Find a way to run a small short-term pilot so managers can see employee onboarding software in action. Once managers can ‘see and touch it’ they will be more supportive of an enterprise wide rollout.

Track retention in high volume jobs. It is easy to get good data on retention in high volume jobs (e.g. retail clerks, hospitality workers, entry level health care jobs). Compare retention between a sample of workers that went through an HR onboarding program and a sample that didn’t. Even small improvements in retention can easily justify the cost of employee onboarding software.

Once you are able to demonstrate a compelling business case for your onboarding programs, don’t stop there. Use your data to regularly revisit your initiatives and make tweaks. Talk with other HR professionals about how you can take onboarding excellence to the next level, and make sure you close the loop with the senior executives with whom you started this process.

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What the Best DoThe world’s highest performing organizations have implemented onboarding initiatives around new hire engagement and best practices. These organizations report better assimilation of new hires into company culture, higher time-to-productivity ratios, and higher employee engagement.

These companies do a stellar job at retaining new hires, getting them to a desired level of performance quickly and improving manager satisfaction with the process and the new hires. Their onboarding processes also minimize disruption to the rest of the organization and strategically build trust between new and seasoned hires.

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Case Studies

Genscape, the global leader in intelligence for the commodity/energy markets, provides highly technical services. But for its employee onboarding program, the company chose the opposite of hard science: a warm welcome for all new hires.

“Our goal was to create a sense of community as soon as possible, spanning from the moment an offer was extended well into the employee’s first few days on the job,” said Merabeth Martin, Human Resources Manager, Genscape. “We wanted our first impression to be our best impression and that meant we needed a complete transformation of our manual onboarding process.”

Those processes consisted of spreadsheets, a new hire checklist and extensive follow-up.

“There was a lot of chasing people (and paperwork) around, which was further complicated by an inconsistent onboarding approach across our many locations,” said Martin. “More importantly, new hires were not immediately connected into the company after accepting an offer.”

Combining Onboarding Technology with a Human TouchTo solve these challenges, Genscape turned to SilkRoad Onboarding (formerly RedCarpet®).

After basic automation, Genscape addressed an even more important issue: a warm and friendly new hire experience through the employee onboarding portal. “Our goal for the portal was an increased sense of engagement,” said Martin. “We also wanted to be as transparent as possible with our new hires on what to expect their first day and the first few weeks as well as 30 days out and beyond.”

Through the use of technology, Genscape accomplished its mission of creating a warm and efficient onboarding program. New hires feel immediately engaged and spend more time building relationships instead of completing the HR “to do” list. Task automation means that the HR team knows quickly if issues need attention.

For Genscape, it was all about staying true to their philosophy—ensuring the first impression is the best impression. “Our hope is for new team members to feel value and an overwhelming sense of community. SilkRoad Onboarding has helped us accomplish just that,” said Martin.

“The onboarding portal offers an incredible amount of flexibility. For example, what a new hire in Sales experiences may be different than what a Software Developer experiences from the end-user perspective, which adds up to a better employee experience.”

Sarah Meares, HR Coordinator,Genscape

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Global Employee Onboarding Challenges— Too Much, Too FastUnisys is a global information technology company of 20,000 employees that works with the world’s largest companies and government organizations to solve their most pressing IT and business challenges. The company hires over 4,000 new hires per year across the world, so the scope of their onboarding program includes multiple countries, multiple languages and multiple divisions.

“As we continued to grow, it became more apparent that our new hire training program needed to be restructured,” said Rebecca Moorhouse, onboarding global process owner, Unisys.“ It was like drinking water from a fire hose. New hires and managers were overwhelmed.”

Unisys didn't have a consistent process or automated onboarding. Each region or country followed a different program, which was mostly manual. Without an end-to-end view and cross-functional ownership, the hire-to-onboard experience was disconnected and slow. “There was no clear owner or accountability which led to confused new hires, over-burdened managers and missing information,” said Moorhouse. “It was delaying customer deliverables and revenue.”

Goodbye Fire Hose, Hello Onboarding Automation

Unisys selected SilkRoad Onboarding (formerly RedCarpet®). “We already knew that SilkRoad was best in class for onboarding,” said Moorhouse. “When we mapped our requirements to the product features, we had a match.”

SilkRoad helped meet diverse global needs through multi-language support and the flexibility to adjust to different country requirements. Robust, flexible task management and automated workflows were adapted throughout the world. “We had to do customized rollouts in several countries,” explained Moorhouse.

Unisys also focused on a strong and engaging first impression through SilkRoad’s dynamic new hire portal.

Results—a Best-in-Class Program

Unisys accomplished its program goals, including:

∑∑ Reengineering the end-to-end onboarding process, including a standard onboarding checklist and new hire readiness on Day 1

∑∑ More new hire contact prior to the start date through a new hire portal

∑∑ Successfully implementing a multilingual Unisys-branded onboarding cloud solution

“Onboarding became automated, efficient and cost-effective,” said Moorhouse. “Everyone now works off the same page in a very complicated, global situation.”

“My onboarding experience was very successful! I was quite pleased with how organized everything was and I felt prepared for my first day of employment"

New Hire,Unisys

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AppendixOnboarding MetricsAberdeen, the analyst firm, identifies best-in-class organizations as being nearly twice as likely to have specific onboarding metrics. These companies rank employee engagement (4.49), retention (4.44), and time-to-productivity (4.42) as having the greatest value to both HR and the business.

∑∑ Experts recommend the assessment of new hire satisfaction at 30 days, six months and one year. At the same time, it’s a good practice to measure the hiring manager satisfaction through surveys.

∑∑ New hire productivity requires understanding what employees do. Does full productivity mean a low error rates or little supervisory time? Writing code at a specific rate? Service center calls at a certain rate per hour? Once you define 100% productivity you can then define 50% productivity, 25% and so on.

∑∑ Examine what your new hires’ output looks like from the day they walk in the door to the day they are fully productive employees. If it takes six months and costs $5,000 to get someone up to speed, then an onboarding program that reduces that timeline and expenditure to three months and $2,000 is clearly producing a positive ROI.

Other onboarding metrics can include:

∑∑ Days to achieve minimum productivity

∑∑ Turnover rates of new hires—the “quick quits” within the first six months

∑∑ Termination rate of new hires that fail during the first six months

∑∑ Completion rate of training and education sessions to new hires over the first two weeks

∑∑ Retention rate for the onboarding information provided during the first one month—using a random sample of new hires

Automated Onboarding Eliminates the Paper Maze and Helps You Scale

∑∑ Manual paper form processing increases opportunity for errors and creates redundant data entry

∑∑ Absence of a formal workflow process and lack of consistency by location, job, and department

∑∑ Lack of overall socialization and connection to company or team members

∑∑ Inability to report on an individual’s percent complete or track progress by manager

∑∑ Lack of consistency and engagement in new hire processing resulting in delayed productivity and decreased retention

∑∑ Errors in I-9 and W4 processing

SilkRoad Onboarding Features Checklist

Personalized PortalsSilkRoad Onboarding provides a branded employee interface, which is integrated with your corporate website. Separate interfaces are available for the different phases of the employee lifecycle. With SilkRoad, the portals can have the same look and feel of your corporate brand identity. The portals can be made to look like your intranet, public facing website or something completely different.

Easy to manage portal contentWith SilkRoad’s simple interfaces you can edit content on web pages in addition to uploading, maintaining and managing documents, images and multimedia files. These interfaces enable non-technical content owners to create and maintain their own sections of the site without IT involvement.

Content security controlsSystem security provides control over who can make changes as well as workflow options for approval of content before it is published.

SilkRoad Onboarding also interacts with our secure role-based permission system (e.g., does not show pages or documents that are found that the user cannot view). In addition to text, most common document types are also indexed such as PDF and Microsoft Office documents.

New hires can access a personalized portal, even before their first day on the jobFor new hires, once they accept your employment offer, you can provide them with a log-in and password that gives them access to a secure portal completely tailored to them using only an Internet connection.

Providing information on your corporate culture and procedures allows the new hire to become productive even before setting foot on your premises or gaining access to your corporate network.

Features Notes

SilkRoad // End-to-End Talent Management SilkRoad Onboarding & Life Events Features Checklist

Features Notes

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Eliminating the need for paper-based orientationMost, if not all, information can be provided to the employee over the web, eliminating the need to manage paper-based orientation. New hires can access information like welcome videos from the CEO, Senior VP of Human Resources, Regional Manager, etc. Additionally, electronic completion of all new hire paperwork can occur prior to the first day on the job.

Expedite new hire information sharingAllowing portal access can expedite access to the employee handbook, E-learning program information, links to E-learning systems or embedded videos, documents or other content previously printed or not accessible until the employee’s first day. Job specific information such as policies, training information or insights into current projects can also be included as well as information like socialization activities including company sports leagues or events!

Managing additional employee transitionsSilkRoad’s work events solution helps smooth the critical transitions each employee will face during their employment, such as mergers and acquisitions, transfers, promotions, medical leave, relocation, and offboarding.

Targeted event information based on individual criteriaBased on any individual employee data or category (examples include department, location, position, job code, etc.), SilkRoad will deliver the right information, establish tasks and create a workflow. SilkRoad Onboarding is specifically engineered to allow for this form of personalized delivery.

Electronic form completionSilkRoad provides the ability to complete forms online and submit them electronically. Electronic signature functionality for new and transitioning employees allows your electronic forms to act as binding documents from a legal perspective. Information can be pre-populated with data from your applicant tracking system or Human Resources Information System (HRIS) helping to eliminate errors.

SilkRoad // End-to-End Talent Management SilkRoad Onboarding & Life Events Features Checklist

Features Notes

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Support for Electronic I-9 completion and storageSilkRoad provides full electronic completion, storage, search, and retrieval of the Form I-9. System users are provided with an “At a Glance” I-9 Dashboard to instantly review the status of all company Form I-9s. You can also retrieve active and inactive Form I-9s, providing anytime, anywhere secure paperless access for updating, reverification and governmental inspection as dictated by law. Copies of identification documents (passport, SSN card, driver’s license, etc.) can be uploaded and retained with the employee’s Form I-9. Additionally, reverification and purging abilities will ensure you are always legally compliant.

Seamless interface with E-VerifySilkRoad is a designated agent of the Department of Homeland Security, providing a seamless interface to the E-Verify system. SilkRoad users only need to log into one system to perform employment verification and easily track the status of their submissions, allowing users to realize significant cost savings, security, better searching and tracking options. In addition, updates in status will be communicated to you via an email notification.

Photo matching and E-VerifyPhoto matching is an automatic part of creating a case in E-Verify that prompts the employer to compare an employee’s photo ID with a photo displayed on the E-Verify screen. The photo matching step occurs automatically when you create a case for an employee that has presented a Permanent Resident Card (Form I-551), Employment Authorization Document (Form I-766), US Passport, or Passport card for his or her Form I-9 documentation.

Forms library for fast access to latest versions of government formsThe SilkRoad Forms Library is a repository that allows the customer access to the latest government forms and updates. You will be able to download these forms without any assistance from support and on your own schedule. If you have requested a form that does not already exist in your instance of SilkRoad Onboarding, the form will simply be added and you can then associate it with a Task Definition. If you have requested a form that does exist in your instance, the updated version of the form will overlay the existing version.

SilkRoad // End-to-End Talent Management SilkRoad Onboarding & Life Events Features Checklist

Features Notes

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Ability to collect data and track the status of any legal and corporate policy compliance relevant to the new hire or transitioning employeeSilkRoad provides the ability to mark completion of a task as acknowledgement that the policy has been read and agreed to. A time stamp is automatically added for when the task was marked as completed. Additional fields can also be captured as part of the completion of tasks. Administrators can see an easy color-coded dashboard of delinquent and completed tasks.

Document upload within a taskEmployees or employers can upload a document as part of a task. Employers can require this document be uploaded as part of the specific task definition.

Allows for task dependenciesTasks can “kick off” other initiatives. For example, you can set the system up so that certain dependent tasks must be finished and marked as complete first, at which time another task will be immediately launched. Task dependencies can be one-to-one, one-to-many, many-to-one, or many-to-many.

Lifecycle tracking of all tasksSilkRoad allows for the assignment, tracking and visibility into tasks through completion. Tasks are visible only to the person or team responsible for onboarding or transitioning the employee, SilkRoad administrators and the assignee (assigned owner). Team members can claim tasks that have been assigned to their team. This eliminates the process interruption that can occur when tasks are assigned to an individual only (if that person is on vacation, out of the office, etc.). All team members are notified when a task has been claimed.

Maintain schedules and complianceEmployee task management keeps new hires, employees and managers on schedule and in compliance. Managers can utilize their own personalized view of their employee portal for management style tips, socialization opportunities where they can provide mentorship, and more. Users have the ability to lock down certain tasks across the organization so that they must be completed by all new/transitioning employees regardless of location/division/position and can only be managed by someone with appropriate permissions.

SilkRoad // End-to-End Talent Management SilkRoad Onboarding & Life Events Features Checklist

Features Notes

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Enforce corporate standards and procedures SilkRoad allows for the enforcement of corporate standards and procedures yet gives you local control at the divisional level. Global, company-wide tasks that all new hires must complete can be locked down to select individuals so that no unauthorized changes can be made

Email task status notificationsSilkRoad’s automatic email notification is an out-of-the-box feature that can be configured to send alerts for tasks as well as tasks that are overdue. Anyone in your organization can be copied on these notifications.

Multi-lingual supportSilkRoad supports multi-lingual sites, including double-byte languages.

Integration supportSilkRoad supports integration with other systems including importing new employee data from any other recruiting management tool or HRIS. Create a new worker/employee in SilkRoad HRMS by leveraging the Life Suite Onboarding Form for HRMS in SilkRoad Onboarding.

SilkRoad Onboarding integrates seamlessly with SilkRoad Recruiting. Jobvite customers can also leverage a direct integration with SilkRoad Onboarding to Roll out the RedCarpet directly from the candidate workflow.

Data retrievalSilkRoad permits easy retrieval of onboarding information using XML and Webservices.

Data securitySecurity profiles ensure that personalized, sensitive data is only available to those who require access to that data, and also dictates who can create, contribute or even view each task or record.

Single sign onSingle sign on integrates with your organization’s email and network login protocols so employees can use the same username and password for all systems.

SilkRoad // End-to-End Talent Management SilkRoad Onboarding & Life Events Features Checklist

Features Notes

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Reporting capabilities On-demand, online reports can be run to access data on cycle time for task completion, delinquency percentage, and much more. Reporting options include an audit report to easily track changes to the system, including changes to employee records, assignment promptness, task promptness and event reports among others.

Self-service optionsCustomers can manage many configuration settings at their convenience.

Export/import event definitionsExport and import event definitions enables customers not only to configure events in their staging environments without needing to recreate the configuration in production, but also to export production events to their staging environments to begin experimenting with workflow modifications.

Event versioningEvent Managers can update categories, people, and dates on events with tasks already launched.

SilkRoad is a leading global provider of cloud-based, end-to-end talent management solutions that enable customers to find, attract, develop, and retain the best talent. The award-winning SilkRoad Life Suite includes Talent Acquisition, Talent Development, and HRMS solutions that are delivered through a tablet-friendly Talent Portal. The suite is easy to deploy and use – a single platform to rapidly boost employee engagement and business performance. Visit www.silkroad.com, follow on Twitter @SilkRoadTweets or call 866-329-3363 (U.S. toll free) or +1-312-574-3700.© Copyright 2016 SilkRoad Technology, Inc.