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Copy of New Hire Paperwork HR
New Hire Paperwork Flow
HR Kennesaw State University
Agenda
- Methodology
- Six Sigma (DMA)IC
- Define
- Measure/Methods
- Analyze as-is map
- To-be map
- Questions
Project Mission:
Recommend a new workflow that would decrease the cycle time of new hire paperwork from Human Resources through Payroll Data Entry. Investigate the potential of an electronic data flow.
Define the Problem:
Currently, new hire packets are worked on by Human Resources and data entry into payroll systems cannot be completed until the entire package is delivered to Data Entry (HRMS). Final data entry can be delayed as a result, thereby potentially causing a delay in payroll, access to email and access to campus systems.
Measure:
The Methodology to measure and collect data included interviews, cycle time tracking, process flow "as-is" map, industry/market research and a comparative anaylsis.
Kennesaw Internal Interviews:
- Jacqueline Duncan: Business of Process Improvement
- Mike Roberts: Enterprise Systems & Services
- Anessa Lewis: Benefits Specialist
- Tamara Gaddis: HRIS Support
- Julie Boniger-: HR Specialist
- Lewis Anderson: HRIS Data Manager
External interviews with consultants
- Michael Lankford
- Lisa Wells
- People Admin- Robert Norris
Analyze
- SWOT analysis
- Identify NVAT steps & inefficencies
- Brainstorm solutions
- Further research for "to-be" solutions
- Create "to-be" process map
Recommendations
Questions?
Recommendations
To Be Map
PeopleAdmin Upgrade
•Employee Requirements in PeopleAdmin system
•Eliminate “First Pass” by integrating the employee tracking data and new hire information (front-end) with HRIS (back-end)
Employment Specialist
•Use PeopleAdmin to track and update employment paperwork status. This centralizes the information for all to see.
•BANNER name check
Employee Orientation Paperwork
•Go Paperless
•Signature Keypad in HR office
General
•Go Paperless: Add the print to PDF step which prevents printing and rescanning.
•Standardize labeling in nolij (bad input=bad output)
•Eliminate the “First Pass” form
•ADP needs to provide a feed schedule to the HRMS Data Entry team
Orientation Preparation
•Add a clerk position or have the front desk collate “general” orientation packets.
•Create a mail merge that will pull NET ID and KSU # into the “employee-specific” packets.