University Human Resources

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University Human Resources

HR User Group (HUG) Agenda


April 17, 2013

2

HR User Group (HUG)
-

Agenda

1.
Taleo

Recruit Manager


Cindy Martin


Taleo Applicant Tracking System


Stanford’s new recruiting tool


How does it work?

2.
Oracle Business Intelligence (OBI) Reporting


Anh Hoang


OBI Portal


new reporting tool


HR Reports
migrating to OBI

3.
PeopleSoft Termination Web Forms

-

Amy Hornibrook


New panel/field changes and gross pay totals

4.
HR Transaction Services


Steve Holoien

5.
Axess

Redesign



Kelly Wright

6.
Payroll/Form I
-
9


Lalida Sritanyaratana

7.
STARS Learner Experience Project & Services


Angelina Ruggiero & Eric Nakagawa

8.
Microsoft Office Skills Testing


Lindsey Gauci

Taleo

Recruit

Manager

4

What is Taleo ATS?


T
HE

T
ALEO

A
PPLI CANT

T
RACKI NG

S
YSTEM

( ATS)
I S

THE

RECRUI TI NG

PLATFORM

THAT

WI LL

REPLACE

T
ROVI X

R
ECRUI T

M
ANAGER

THI S

SUMMER
.


Why are we replacing Trovix?


Trovix has reached its “end
-
of
-
life” phase, with no further support or
development available.


Why are we using Taleo?


Taleo
is
a robust state
-
of
-
the
-
art application for
tracking
requisitions
and applicants through
the
hiring process.


Taleo offers opportunities for improved system performance and
integration.


The way data are collected will improve applicant tracking reporting.

5

The Taleo Recruit Manager Welcome Screen

When you access Taleo, your personal welcome screen shows information on candidates,
requisitions, offers and tasks that you “own” or collaborate on.

Candidate and
Requisition data you
own and control

Easy access to
support
documents
and other
resources

6

Creating a Requisition

1.
Select
requisition
values from
menus

2.
Add a
description

3.
Select pre
-
screen questions
for filtering
candidates early


Now, you are ready
to recruit!

7

Displaying Your
L
ist of Requisitions

Requisitions can be displayed with one click. Sorting options are available.

Requisitions are listed
showing the number of
candidates attached. Click
on the number to display
the matched candidates list
(below).

Matched
Candidate
details are
a click
away

8





Displaying Candidates
M
atched to Requisitions

The action bar is an easy way to perform tasks
with a single click on an icon, or select an
action from the “More Actions” pull down
menu.

Select “Candidates” to display this list

Questions

HR Reports Moving to

Oracle Business Intelligence
(OBI)
Reporting


11

Transition to
OBI Portal

1.
Purpose of Conversion


Improved technical and browser
s
upport


Consolidating Stanford reports into one consistent environment


Time/Leave and STARS have moved all RM1 reports over to BI Portal


Improve Reporting
Experience


2.

Timeline


Job, Position, General HR, and Salary Planning reports converted, tested, and available
in OBI environment today!


Access reports at bi.stanford.edu


ReportMart1 to OBI transition April 30th



HR Reports
Available In OBI

Now!

Report Verification by HR
Units

ReportMart1 Transition
to OBI April 30

12

Transition to
OBI Portal

1.
What is the same?


Folder Structure


Report Name and Number


Results sections and formatted reports


Ability to Export to Excel


Pivots


Sorting/Filtering


2.

What is different?


URL Change


Navigation to Folder Structure


Result sections are now Tab sections


Steps to Export


3.

OBI Report Demo




13






QUESTIONS?





PeopleSoft


Termination
Web Forms

15

Termination Web Forms


a new look!



16

Termination Web Forms


a new look!

When processing a termination without a final check



17

Termination
Webform

Updates

1.
The
following earn codes will be excluded from the Total Gross Amount when calculating
an employee’s final check.


BDS
, BVS, CSK, HLS, JRS, LBD, LHL, LPS, LSK, LVC, MLS, PST, SKS, SST, SWC,
TBD, TPS, TVC, VCS, EXT AND
SLT

2.
The
Total Gross Amount will be the correct amount on the final
paycheck and will
no
longer include all the time taken and add it to the Total Gross
Amount.

3.
These
entries should still be made for a final check to charge the appropriate accruals for
time taken during their final pay period
.

4.
The
Adjustment (ADJ) earn code may now be used if it is necessary to reduce a final
check to recover a salary overpayment from the employee.
Enter
the negative sign (
-
) in the
Hours or Gross Amount field. The Total Gross Amount will calculate accordingly at the
bottom of the page
.

Termination
Webform

Reminders

1.
When processing final check for an employee on terminal vacation


Last
date of employment is
the last day on terminal vacation


Enter hours for salary payment line (do not use gross amount)


Enter TVC hours for the same amount

2.
When paying out accrual balance for Personal Time Off use earn code PPO


PTO will not payout, use only when PTO is taken during the last pay period




HR Transaction
Services

Process Enhancements

19

HR Transaction Services (HRTS)



Part of University HR, located at 3160 Porter Drive



Formed in 2011 to leverage a concentration of PeopleSoft expertise, support, and
systems experience, as well as close ties to Payroll and Benefits



Services provided

1.
PeopleSoft transaction processing

2.
Background checks

3.
Trovix job postings

4.
University
-
wide PeopleSoft support

Transactions Team

Specialized

Support

Denise Ford

Amy Hornibrook

Lourdes Rodriguez

Sharon Shea

Michael Jarocki

Kathy Lucas

20

HR Transaction Services
-

Top 10 Service Enhancements!


Note: services in
GREEN

are available to the entire university

10.
PeopleSoft and HR Administration


references, job aids, transaction forms

9.
PeopleSoft Helpline (x59079)


for questions on processing transactions (proactive
“look before you leap
”)

8.
Bulk summer hires (temps, casuals & students)

7.
Converting Stanford student appointments to Summer student appointments


JCC 9100 to JCC 9154…and back again!

6.
Faculty summer supplements

5.
Handle all PeopleSoft and
Trovix

posting for HRAs going on vacation or leave

4.
Working with your existing processes, forms, and spreadsheets

3.
Non
-
employee Affiliate entries

2.
One
-
touch
-
processing: Create


Approve


Update

1.
Private Portal for submission of SSN and DOB

21

Private portal for new hires’ SSN and DOB


Not yet
available to the
whole university


Secure database to submit social security number and date of birth


No more writing down numbers, information comes straight from the applicant


Axess

Redesign

23

Axess

Redesign: Project Overview

Future releases of PeopleSoft will decouple the HCM (Human Resources) and Campus
Solutions (Student) products. As our community places a high value on the consolidation
of content within
Axess
, we launched the
Axess

Redesign Project to create a platform to
continue to unify this content as we move to the future.


The
Axess

Redesign Project proposes to reinvent our user experience (UX), deploying a
flexible platform product and engaging professional UX resources to create an
Axess

that
is:


1.
Modern and intuitive for all of our user populations

2.
User
-
centric in content presentation, with personalization options

3.
Mobile responsive

4.
Compatible with the latest browser versions

5.
Equipped to consolidate content from multiple sources




24

Axess

Redesign: Project Timeline

Last fall, we engaged a professional user experience and design firm,
TandemSeven
, to lead
the
Axess

Redesign effort. The project is on schedule, on the following timeline:


January





Stakeholder Interviews & Content Mapping

February





Design Prototyping

March





Content Remapping

April






Usability Testing & Design Refinement

May


June




User Acceptance Testing

July 29





Go
-
Live:
Axess

Redesign Phase 1


August


July 2014



Incremental releases of
Axess

Redesign Phase 2

25

Axess

Redesign: Phase 1


Simplified Design

26

Axess

Redesign: Phase 1


Dashboard View

27

Axess

Redesign: Phase 1


MegaMenu

Navigation

28

Axess

Redesign: Phase 1


PeopleSoft Navigation

29

Axess

Redesign: Phase 1
-

Preferences

Payroll/Form I
-
9

31

New & Noteworthy: Form I
-
9

1.
New Form I
-
9: Effective 3/8/13

2.
Form I
-
9 Gateway: I9.stanford.edu



32

New Form I
-
9 (Rev. 03/08/13 N)

Reminder: P.O. Box
not accepted; must be
a physical address

Changes include:


Added fields

-

Email Address

-
Telephone Number


Clarified instructions
on citizenship status


Old Form I
-
9 only
accepted until
5/7/13
.


33

New Form I
-
9 (Rev. 03/08/13 N)

Added lines for List A
documentation

Relocated date fields
for:

-
Employee’s first day
of employment

-
Employer’s signature

34

New Form I
-
9 (Rev. 03/08/13 N)

Clarified Lists of
Acceptable
Documents

35

New I
-
9 Gateway: i9.stanford.edu




H
OW
-
TO

S

FOR

F
ORM

I
-
9
C
OMPLETI ON

AND

RE
-
VERI FI CATI ON





E
XAMPLES

OF

COMPLETED

&
UPDATED

I
-
9
S




F
REQUENTLY

A
SKED

Q
UESTI ONS



36

New I
-
9 Gateway: i9.stanford.edu

37

New I
-
9 Gateway: i9.stanford.edu

STARS Learner Experience Project &

Services



L
EARNI NG

S
OLUTI ONS

G
ROUP

39

Training
Management

Profile
Management


Learner
Experience

Notifications
& Escalations

Training
Impact

& Risk Mitigation

Regulatory
Compliance

Audience

Development
& Delivery

Tracking &
Enforcement

Reporting

Evaluation

Risk
Management

Systems

Governance

Organization

Staffing

40

Learning
Providers

Learners

Learning Solutions Group (LSG)

41

Stanford Learning Trends

Staffing/Cost
Drivers

FY07

FY10

FY11

FY12

FY12/
FY07

FY11/
FY10

FY12/
FY11

Scope

Active Learners

19,987

25,132

27,861

29,500

148%

111%

106%

# of Courses

779

1,035

1,199

1,820

234%

116%

152%

Enrollments per
Year

46,055

60,769

68,617

85,560

186%

113%

125%

Training Groups
in STARS

10

20

38

45

450
%

190%

118%

Complexity

Active eLearning
Courses

23

96

133

194

843%

139%

146%

eLearning Ratio

0.03

0.09

0.11

0.11

367%

122%

100%

42

Learner
Experience Project

Identify
Training


Course
Design
&
Administration
Cycle

Timely Course
Completions

Learner

Records & Reports

Training Impact

Audience

Development
& Delivery

Tracking &
Enforcement

Reporting

Evaluation

Seamless
Learner
Experience

43

Course
Administration
45%

Roster
Management

30%

Testing

10%

Reporting

15%

Course Design & Development

Designing

30%

Developing

30%

Needs
and
Task Analysis

20%

Testing

10%

Maintenance

10%

Course Administration & Reporting

Executing
Services

Enabling
Services

Infrastructure

System Infrastructure • Bundles & Enhancements • Profile Management •Learner Experience


LSG Services

Microsoft Office Skills Testing

UHR’s Staff Employment Team

45

MICROSOFT OFFICE SKILLS TESTING


Advant ages of Test i ng




Pr ovi des an oppor t uni t y t o as s es s a candi dat e’s
Mi cr os of t Of f i ce s ki l l s



Candi dat es can compl et e t he as s es s ment s on t hei r
own comput er s



Tes t i ng i s of f er ed at no cos t t o your de par t ment




Staff Employment
“Connecting Stanford to Great Talent!”

46

MICROSOFT OFFICE
SKILLS TESTING

Cur rent Pract i ce



Admi ni s t e r e d by St a f f Empl oyme nt




Onl i ne Te s t s Pr ovi de d
by Empl oyTe s t


(
e xt e r na l ve ndor )



Ava i l a bl e
Te s t s I nc l ude *:


Word


Excel


PowerPoint


Outlook


Access


* 2003
, 2007, and 2010 versions
available



Re s ul t s s e nt t o hi r i ng t e a m onc e
r e c e i ve d





Staff Employment
“Connecting Stanford to Great Talent!”


47

MICROSOFT OFFICE SKILLS TESTING

Sampl e Assessment Topi cs



Word

Excel

PowerPoint

Outlook

Find text

Create a column chart

Create

new presentation
template

Calendar
-
display

Cut and paste text

Create a formula

Delete a slide

Change the calendar
view

Display ruler

Delete cells

Change layout

of slide

Add a contact

Insert page break

Merge cells

Print speaker’s notes

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Insert

a picture

Print workbook

Animate shape with motion
path

Display a to do list

Insert

a citation

Rename

a worksheet

Print full page slides

Create a note

Replace text

Change font size

Edit text in the slide pane

Recurring

meetings

Staff Employment
“Connecting Stanford to Great Talent!”

48

MICROSOFT OFFICE
SKILLS TESTING

Woul d you l i ke t o l ear n more?



Pl eas e c ont ac t:


Staff Employment (
staffemployment@stanford.edu
)



St af f Empl oyment ’ s webs i t e:
ht t p://s t af f i ng.s t anf or d.edu



Ques t i ons?





Staff Employment
“Connecting Stanford to Great Talent!”


University Human Resources


T
HANK

YOU
!