University Human Resources HR User Group (HUG) Agenda April 17,
2013
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2 HR User Group (HUG) - Agenda 1. Taleo Recruit Manager Cindy
Martin Taleo Applicant Tracking System Stanfords 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
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Taleo Recruit Manager
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4 What is Taleo ATS? T HE T ALEO A PPLICANT T RACKING S YSTEM
(ATS) IS THE RECRUITING PLATFORM THAT WILL REPLACE T ROVIX R ECRUIT
M ANAGER THIS 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.
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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
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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!
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7 Displaying Your List 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
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8 Displaying Candidates Matched 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
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Questions
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HR Reports Moving to Oracle Business Intelligence (OBI)
Reporting
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11 Transition to OBI Portal 1.Purpose of Conversion Improved
technical and browser support 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
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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
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13 QUESTIONS?
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PeopleSoft Termination Web Forms
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15 Termination Web Forms a new look!
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16 Termination Web Forms a new look! When processing a
termination without a final check
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17 Termination Webform Updates 1.The following earn codes will
be excluded from the Total Gross Amount when calculating an
employees 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
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HR Transaction Services Process Enhancements
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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 TeamSpecialized Support Denise FordAmy Hornibrook
Lourdes RodriguezSharon Shea Michael JarockiKathy Lucas
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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
9154and 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
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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
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Axess Redesign
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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
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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: JanuaryStakeholder Interviews & Content
Mapping FebruaryDesign Prototyping MarchContent Remapping
AprilUsability Testing & Design Refinement May JuneUser
Acceptance Testing July 29Go-Live: Axess Redesign Phase 1 August
July 2014Incremental releases of Axess Redesign Phase 2
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25 Axess Redesign: Phase 1 Simplified Design
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26 Axess Redesign: Phase 1 Dashboard View
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27 Axess Redesign: Phase 1 MegaMenu Navigation
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28 Axess Redesign: Phase 1 PeopleSoft Navigation
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29 Axess Redesign: Phase 1 - Preferences
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Payroll/Form I-9
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31 New & Noteworthy: Form I-9 1.New Form I-9: Effective
3/8/13 2.Form I-9 Gateway: I9.stanford.edu
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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.
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33 New Form I-9 (Rev. 03/08/13 N) Added lines for List A
documentation Relocated date fields for: -Employees first day of
employment -Employers signature
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34 New Form I-9 (Rev. 03/08/13 N) Clarified Lists of Acceptable
Documents
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35 New I-9 Gateway: i9.stanford.edu H OW - TO S FOR F ORM I-9 C
OMPLETION AND RE - VERIFICATION E XAMPLES OF COMPLETED &
UPDATED I-9 S F REQUENTLY A SKED Q UESTIONS
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36 New I-9 Gateway: i9.stanford.edu
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37 New I-9 Gateway: i9.stanford.edu
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STARS Learner Experience Project & Services L EARNING S
OLUTIONS G ROUP
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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
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40 Learning Providers Learners Learning Solutions Group
(LSG)
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41 Stanford Learning Trends Staffing/Cost Drivers
FY07FY10FY11FY12FY12/ FY07 FY11/ FY10 FY12/ FY11 Scope Active
Learners19,98725,13227,86129,500148%111%106% # of
Courses7791,0351,1991,820234%116% 152% Enrollments per Year
46,05560,76968,61785,560186%113% 125% Training Groups in STARS
10203845450% 190% 118% Complexity Active eLearning Courses
2396133194843% 139%146% eLearning Ratio0.030.090.11 367% 122%
100%
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42 Learner Experience Project Identify Training Course Design
& Administration Cycle Timely Course Completions Learner
Records & Reports Learner Records & Reports Training Impact
Audience Development & Delivery Tracking & Enforcement
Reporting Evaluation Seamless Learner Experience
Microsoft Office Skills Testing UHRs Staff Employment Team
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45 MICROSOFT OFFICE SKILLS TESTING Advantages of Testing
Provides an opportunity to assess a candidates Microsoft Office
skills Candidates can complete the assessments on their own
computers Testing is offered at no cost to your department Staff
Employment Connecting Stanford to Great Talent!
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46 MICROSOFT OFFICE SKILLS TESTING Current Practice
Administered by Staff Employment Online Tests Provided by
EmployTest (external vendor) Available Tests Include*: Word Excel
PowerPoint Outlook Access * 2003, 2007, and 2010 versions available
Results sent to hiring team once received Staff Employment
Connecting Stanford to Great Talent!
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47 MICROSOFT OFFICE SKILLS TESTING Sample Assessment Topics
WordExcelPowerPointOutlook Find textCreate a column chartCreate new
presentation template Calendar-display Cut and paste textCreate a
formulaDelete a slideChange the calendar view Display rulerDelete
cellsChange layout of slideAdd a contact Insert page breakMerge
cellsPrint speakers notesSort email Adjust line spacingChange
worksheet margins Insert clip artReturn receipt Create a bulleted
listCreate pie chartAdd a text boxSend message Insert a
picturePrint workbookAnimate shape with motion path Display a to do
list Insert a citationRename a worksheetPrint full page
slidesCreate a note Replace textChange font sizeEdit text in the
slide paneRecurring meetings Staff Employment Connecting Stanford
to Great Talent!
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48 MICROSOFT OFFICE SKILLS TESTING Would you like to learn
more? Please contact: Staff Employment
([email protected])[email protected] Staff
Employments website: http://staffing.stanford.edu
http://staffing.stanford.edu Questions? Staff Employment Connecting
Stanford to Great Talent!