PeopleFirst Portal Onboarding Tool

Transcription

1 PeopleFirst Portal Onboarding Tool

2 Table of Contents Onboarding Tool One: Overview...3 Two: The NFP Onboarding Experience..3 Three: Accessing the Onboarding Queue Four: Posthire Verification Step New Hire Setup Information Where Will They Be Employed Salary Information & Physical Address Job Requirements Summary Page...7 Five: New Employee Step Create a Password Name & Social Security Number I-9 Employment & Citizenship Questions Address, Emergency Contact, & More W4 Instructions Electronic Signature Submitting the Documents 12 Six: Orientation Step Verifying the Social Security Number I-9 Employment Eligibility Review & Verification.14 Seven: Signature Step...14 Eight: Frequently Asked Questions..16

3 Overview The new NFP Onboarding Tool, found within the PeopleFirst Portal, is NFP s new solution for onboarding new hires into your organization. Using the Onboarding Tool will allow you to: Find a new hire in the work queue Enter new hire information into the HRIS system Ensure the new hire completes the correct documents Move the new hire to the final stage of the onboarding process The NFP Onboarding Experience The NFP Onboarding Tool is the second part of the larger NFP Onboarding Experience. The NFP Onboarding Experience consists of three steps: 1. The recruiting step, where you will create and fill new job opportunities. You will use the Recruiting Tool to complete this step. 2. The onboarding step, where you will enter the new hire information into the PeopleFirst Portal system, and automate the completion of new hire documents. You will use the Onboarding Tool to complete this step. 3. The final step is processing the candidate into the PeopleFirst Portal, where you will submit the new hire into the system for payroll. Page 3 of 17

4 Accessing the Onboarding Queue Onboarding Tool 1. The Onboarding Queue can be accessed from the PeopleFirst Portal home page by hovering over the Employee Admin tab and clicking on the Work Queue menu item. 2. This will take you to the Onboarding Work Queue. The Onboarding work queue will allow you to find new hires, enter their information into the HRIS system, and automate the completion of new hire documents. There are four steps in the onboarding process. In order, they are: 1. The PostHire Verification Step 2. The New Employee Step 3. The Orientation Step 4. The Signature Step Page 4 of 17

5 PostHire Verification Step 1. To begin the process of onboarding your new hire, click on the blue number to the right of the PostHire Verification Step to begin. 2. You will see a list of new hires that need to be pushed through onboarding. Double click on the new hire you wish to onboard. New Hire Set-Up Information The first window will show some of the basic new hire set-up information. Much of the information that was entered from recruiting has been automatically brought over. Verify that the information is correct. 1. Enter the new hire s personal address; if it has come over from recruiting, you ll just need to verify it and enter it again. 2. Enter the start, hire, and orientation dates. The system will not allow you to select a start date that is earlier than the hire date. If an employee is starting, they will legally need to be hired on or before that date. The system won t allow you to select an orientation date that is past the current date, since that s technically the process we re going through now in the system. 3. When all of the info is entered, click Next. Page 5 of 17

6 Where Will They Be Employed? The next page asks you questions about the company/division/location of employment. Once again, much of the information you entered into the recruiting tool will pre-populate these fields, but you will still need to verify that the information is correct. 1. Please ensure that you have the correct Company (pre-populated from recruiting) and Department selected! If you don t know your Department code, contact humanresources@nfp.com for assistance. NOTE: If you enter an incorrect Company or Department combination, you may lose access to your candidate when you finish Onboarding! 2. Select the appropriate Business Line. 3. Select the appropriate Location. This will pre-populate from recruiting so make sure that s correct. There are a lot of locations in the system, and much of them look very similar. Please ensure you ve selected the correct location before proceeding. 4. The Job will come over from recruiting, but the Job Title will not. This will be the same job title that will be on the new hire s offer letter. If you did not enter the rec and are unsure of the job title, you will need to speak with the person who created the requisition. 5. Click Next once complete. Page 6 of 17

7 Salary Information & Physical Address Onboarding Tool The next two windows will display the new hire s Salary Information and Physical Address. The salary information should have come over from the recruiting step, but you may need to enter the address. 1. Verify the information is correct on both screens, and enter any required changes or missing information. 2. Click Next to continue. Job Requirements The next window will allow you to specify any special requirements that the new hire or their position may entail, such as whether they ll need a reserved parking space, relocation, or a company credit card. Selecting Yes on some of these options will generate additional forms for the new hire to fill out near the end of the onboarding process. 1. Enter the relevant information 2. Click Finish to complete the process. Summary Page The final Summary Page will show you all of the information you ve entered up to this point. 1. Review the Summary Page to verify the information you entered is correct. 2. All fields are hyperlinks. If anything is incorrect, you can click on the information to be taken directly back to that screen and update it. 3. Click Next to advance through the pages as you review. 4. Once you re satisfied with the information entered, click Submit to move the new hire into the New Employee step. Page 7 of 17

8 New Employee Step When you finish the PostHire Verification step, the new hire will receive an at the address you entered into the system. The will tell the new hire that they ve been moved into onboarding, and will provide them with a link to access their new hire paperwork and complete it. Create a Password You can double click their entry in the New Employee Step work queue to see exactly what they will see when they click on the link. Alternatively, if the employee comes into your office to do the new hire paperwork, you could pull this information up for them to complete there. The following procedure will show you what the employee sees as they complete the New Employee step. The new hire will need to create a password to electronically sign their documents and to log back into onboarding if they are forced to exit early. 1. The User Name will automatically be assigned. 2. The new hire will need to create a new Password. Please note that this password is specifically for the onboarding process so the employee needs to remember what their password is if they plan on continuing the process later. 3. The new hire will need to re-enter the password and answer a Security Question. 4. Click Next to continue. Page 8 of 17

9 Name & Social Security Number The new hire will need to confirm their Social Security Number here. 1. The new hire will need to enter the Social Security Number. 2. The Name comes over from the recruiting stage. Note: If the new hire does not have a middle name, the system will ask them to confirm that before they proceed to the next page. 3. Enter or verify the Date of Birth. 4. Check the appropriate boxes off verifying that the social security number is accurate. I-9 Employment & Citizenship Questions The I-9 Employment Eligibility questions will ask the new hire to provide proof of their identity and eligibility to work in the United States. The choices they make here may also affect the content and choice of forms that they will be presented later in this process. 1. Translator: If the new hire is unable to complete section one on their own, they can request a preparer or translator on the first window. If not, they can select No and click the Next button. 2. The new hire will select their Citizenship Status. 3. The new hire will choose which forms of identification that they will use to verify their eligibility 4. If they choose to use a passport, they will only need the one form of identification. If they use anything else, they will need to provide two forms of identification. Please note that if the new hire chooses to use their passport as identification, their social security number will not automatically be pre-filled on the I-9 when they need to electronically sign it later. If they elect to use a social security card, it will be listed on the I-9. Page 9 of 17

10 5. The new hire must click the box stating they re aware of penalties for false statements. Onboarding Tool Please inform your new hires that filling out this section out at home doesn t mean they ve completed the process. They still need to bring their identification documents with them when they come in for the first time. Address, Emergency Contact, & More The next several pages ask the new hire to verify their address and emergency contact information. Much of the information will have been brought over from the recruiting step. 1. The employee will review their Physical Address information. 2. The Emergency Contact information is required. 3. The Tell Us About Yourself screen asks several Equal Opportunity questions, such as race and gender identification. 4. There is a Veteran Status identification screen 5. and a Disability self-identification screen. 6. The new hire will complete these as appropriate and click Next. Page 10 of 17

11 W4 Instructions Onboarding Tool The final two screens will ask the new hire to enter their W4 and Direct Deposit instructions. 1. The new hire will elect their Marital Status and number of Allowances. You will see these choices reflected again in later processes. 2. The new hire can enter their Direct Deposit information here, if they chose to. 3. The new hire will click Finish to review all of their choices. As before, the information is displayed as hyperlinks. If anything needs to be changed, clicking on the data will take the new hire back to the original screen. 4. The new hire will click Next to advance through the screens as they review the information, and then click Submit once the information is confirmed. Electronic Signature The new hire will now have the ability to electronically sign their forms. 1. Click the Sign Forms button to continue. 2. The new hire will need to enter their unique onboarding User Name and Password to sign their document. 3. To add a candidate, click on the More Actions button and select the Add Applicant menu option. If they forgot their password, they can click on the Forgot Password link below the field. 4. The new hire must check the box agreeing to use electronic signatures to sign documents. 5. The new hire will then hit Submit to proceed. Page 11 of 17

12 Submitting the Documents The new hire can now review the forms. Much of the forms will be filled out for them based on the information entered in the recruiting and onboarding stages. 1. The new hire will click on the Click to Sign button to sign the document and move to the next one. 2. The new hire will go through all of the forms and sign them. 3. The last step is for the new hire to click the Submit All Documents button. The paperwork will be submitted and sent to you. Page 12 of 17

13 Orientation Step The next step is the Orientation Step, which you will complete with the new hire beside you on their first day of work. Now that the new hire has completed their documents, you will need to verify that their information is correct and that their forms of identification are valid. To begin the process, click the blue number to the right of the Orientation Step option and click on your new hire s name to begin. Verifying the Social Security Number 1. On the New Hire Name & Social Security Number Information page, you ll verify the new hire s information by comparing their form of identification with what you see on-screen. 2. Check the box that states that you verified the social security number and click Next. I-9 Employment Eligibility Next you ll review the I-9 instructions with your new hire to ensure they were filled out correctly. Many of the screens you will see are the same ones the employee saw when they entered their information. 1. The first screen will allow the new hire to request a translator if necessary. Click Next to continue. 2. The next screen will be the Identification Screen. You ll see the citizenship status and identification documents already selected from what the new hire submitted during the New Employee step. If the new hire brought in different identification, you can update it here. Page 13 of 17

14 3. You ll need the new hire to check off the box stating that they re aware of the penalties for false statements while they are sitting with you during this step. 4. Click Next to continue. Review & Verification The next screen will be the Verification page, where you ll examine and record the document(s) selected by the employee as proof of their eligibility. 1. Enter the information exactly as you see it on the new hire s documentation. 2. Check the box stating that you ve reviewed and verified the document. 3. When you ve entered all of the information, click Finish. 4. Review the information on the Summary Page and click Submit when you re done. Signature Step The final step is for you, as the onboarder, to sign the documents. Page 14 of 17

15 1. Check the box next to the Agreement for Electronic Signatures. 2. Type your password. This is NOT your PeopleFirst Portal password- it is a unique password specifically for onboarding. If you ve forgotten your password, click on the Forgot Password link for further assistance. You will receive an with this unique onboarding password when you are given access to the system. 3. Review and sign the forms that the new hire signed earlier. 4. When all forms have been signed, click the Submit All Documents button. That s it! You ve completed onboarding your new hire. The final step in the employee onboarding process will be entering the new hire into the PeopleFirst Portal. Page 15 of 17

16 Frequently Asked Questions Onboarding Tool Q1: How do I log into the PeopleFirst Portal? A: Navigate to If it is your first time logging into the PeopleFirst Portal, your default username is the first initial of your legal first name + last name + birth year in YYYY format. Example: John Smith born 1/1/1960 would be JSmith1960. For your first time logging in, your Default Password is your birth year YYYY format + your home zip code. You will be able to change your password after you ve logged in for the first time. Example: John s zip code is so his password would be If you forget your password, you can click the Forgot Password link on the login screen to be prompted to answer your challenge questions. If you need further assistance logging in, you can contact the People First Portal administration team at pfpadmin@nfp.com. Q2: I missed the launch training. Is there anywhere I can go to view the recorded training or get additional training material? A: Absolutely! All of the training material from the initial Recruiting/Onboarding tool training is posted on the NFP Education Center. You can use the Education Center to locate the recorded launch session, download the comprehensive Recruiting, Onboarding, or PeopleFirst Portal user guides, and view the three training videos. You can access the NFP Education Center from the PeopleFirst Portal home page- please follow the steps below to view the additional training material: 1. From the PeopleFirst Portal home page, scroll down the PeopleFirst Links on the left side of the page until you get to the PeopleFirst Development section. Clicking on the NFP Education Center link will take you directly to the site. 2. You may be asked to log into NFP. This will be your Single Sign-On (SSO) login, which is different from your PeopleFirst Portal login. Page 16 of 17

17 3. This will take you to the NFP Education Center home screen. From here, you can click on the UTM class Banner, if one s available, or you can use the Search button on the top of the page to find the training (for example, typing the term Recruiting should be enough to locate the Recruiting tool training). You can also click on the Browse button (next to the Search button at the top of the page) and navigate to the PeopleFirst Portal training folder by choosing the following path: General > Technology > PeopleFirst Portal. 4. Once you find the training you wish to view, simply click on the name and it ll take you to the class page. From here you can view the training video and download supplemental documents, such as the user guides. Page 17 of 17