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New employee onboarding system reduces paperwork

By Cathy Gonzalez, Assistant Director, ITSS Communications, Marketing and Training

A self-service onboarding program for benefits eligible new hires was a collaborative project  involving many different groups of people.

The new system began May 29 for UNT and UNT Dallas, and June 1 for UNTHSC. The onboarding system allows the multifaceted paperwork and processes of bringing in a new employee to be streamlined into an electronic process and to be completed prior to the first actual day of employment. 

Leadership for the project was provided by Donna Shell, UNT Business Service Center director of Human Resources, and Ginny Richards, IT Shared Services HR/Benefits Systems Team Manager. The project began Feb. 2  and involves several different phases. 

The May 29 go-live completed the first phase. The first phase serves true benefits eligible new hires or those that have never been previously associated with any of the UNT System institutions.

The next phase  - scheduled to be ready by July 1 -  involves a smaller amount of effort to allow employees who are transferring from one institution to another or are rehires to use the onboarding system.

A third phase with a completion date yet to be determined will be an Employee Onboarding Lite created for use by those being hired into hourly jobs and graduate student positions. 

Design and specifications of the system were created by the Business Service Center.  The biggest technical challenge for IT Shared Seervices was creating a way to activate an EUID from employee onboarding rather than the standard procedure through the account management system.

Expertise from ITSS’ Tools Support and Directory Services teams created a solution. The solution offers possibilities for use with other applications in the future. All of the functionality for the onboarding system was custom created and required many IT staff hours to complete.  The self-service pages were cloned from delivered or custom pages currently used from my.unt.edu.  The overall technique for how the website works was leveraged on what was developed for UNT’s Eagle Access (card swipe) and Web Clock.

 “ITSS and the BSC worked very closely on this project to create functionality that will make the new employee experience more user-friendly and streamlined while reducing the amount of paper required," reports Richards.  “We look forward to continuing our wonderful relationship as we move forward to improve many other cumbersome processes currently drowning in paper.”

Posted on: Mon 11 June 2012

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