On-Boarding and welcome

Local UCOP Human Resources is spearheading an "On-Boarding and Welcome Project." Phase One of the project is to develop best practices and clear procedures for the successful setup of a new hire prior to their start date. After the initial rollout of Phase One, the project team will then address the employee's first day and their first few subsequent weeks within their new role.

Phase One of the On-Boarding process encompasses all of the steps needed to successfully complete the new hire set-up process. It includes the identification and configuration of space needs, the new hire paperwork and background check, the set-up of the computer/phones, and the payroll and badge appointments.

Roles and responsibilities

The Hiring Department is responsible for determining the space needs and preparing the workstation, providing Human Resources with the Finalist(s) information for the Background Check, completing the On-Boarding Needs Form, negotiating the Verbal Offer and Start Date, and providing their Human Resources representative with the details for the Offer Letter. The Hiring Department On-Boarding Checklist (.xls) provides the Hiring Manager with the expected events and timelines.

Human Resources informs Building Services of the hiring need, creates and sends the Offer Letter/Welcome Email to the candidate, submits the On-Boarding Needs Form through the IT Service Hub, and sets up the Payroll and Badge appointments. On the new hire's first day the Human Resources representative takes the new hire to their Payroll and Badge appointments and brings the employee to the department. 

There are five Service Providers involved in the On-Boarding process:

  • BASC-Building Services is responsible for identifying and configuring space.
  • ITS Computers generates the Network ID and provides/configures the computer with network drives and printers.
  • ITS Phones provides/configures the phone with phone number, voicemail set up/password and display name.
  • BASC-Work Management Center (WMC) processes the new hire's badge request.
  • Payroll completes the new hire paperwork and sends Time Reporting and Personal Data Confirmation (iDoc) to the new hire.

Service delivery levels have been agreed upon with measurable timeframes. See the Operational Level Agreements (pdf) for details.

Tracking the On-Boarding Process with SharePoint

The SharePoint On-Boarding tool has been developed to provide the key stakeholders (Hiring Manager, Human Resources, Building Services, ITS Computers/Phones, WMC and Payroll) with the ability to track the progression of a new hire's on-boarding set-up process.

The SharePoint On-Boarding Quick Start Guide (pdf) provides further direction regarding the tracking tool.