Onboarding Software Business Case

Executive Summary As our company grows it is increasingly important to streamline processes and manage HR-related expenses while supporting the organization with the best talent. Currently, [The Company’s] Onboarding processes are labor intensive, manual, and unstructured. Statistically, inefficiencies like these increase recruitment /HR costs and decrease overall company profitability. In order to improve efficiency, this presentation proposes the use of an automated Onboarding Software to: Reduce Time & Money Associated with New Hire Onboarding Standardize Onboarding Processes Improve Compliance Improve a New Hire’s Experience and Time-to-Productivity In the pages that follow, a careful analysis of the problem and proposed solution are covered including quantitative and qualitative return on investment from financial, technical, operational, and strategic perspectives. Based on the many quantitative and qualitative benefits associated with the use of technology, it is recommended that [The Company] implement an automated Onboarding system and supporting technology for I-9 and E-Verify compliance.

(Delete any that do not apply) Business Problem (Delete any that do not apply) Financial Extended Time-to-Productivity Prolonged Non-Productivity of Revenue-Generating Staff Member Overtime for Workers “Filling in the Gap” or Training the New Hire Overtaxed Staff Resulting in Decreased Morale Increased Potential for New Hire Turnover and/or Low Engagement Operational Time-Consuming, Manual, Disparate Processes Onboarding Paperwork (I-9, direct deposit forms, etc.) Interdepartmental Workflow (IT set up, supply orders, training/orientation scheduling, etc.) Manual Tracking (Workflow, Compliance, Etc.) Strategic Compliance Risks and Exposure Complex I-9 and E-Verify Regulations put [Company] at Risk of Audit (Regulatory Document from USCIS) I-9 Non-compliance Fines Range from $110 to $1,100 Per Violation Technical Inability to Generate Reports Measure Productivity Identify Areas for Improvement As a result of the manual recruiting processes in place today at [The Company], the company is experiencing extended time-to-productivity positions. Extended time-to-productivity is expensive in terms of revenue generation and employee morale. Additionally, manual processes are not only inefficient, but are also time-consuming. This means that the human resources staff / onboarding staff is unable to address other opportunities more closely linked with profitability such as employee retention and/or training. As the company grows, this problem will continue to worsen unless it is addressed soon.

Proposal & Objectives Proposal: Implement the Following Talent Acquisition Technology(ies): (Delete any that do not apply) Onboarding Software I-9 and E-Verify Software Objectives: (Delete any that do not apply) Realize Financial, Strategic, Technical, and Operational ROI Improve Time-To-Productivity Reduce Costs Associated with Manual Processes Reduce Compliance Risks (USCIS) Create Visibility through Reporting to Facilitate Continuous Improvement To that end, this presentation serves to propose the implementation of recruitment technology for onboarding as a means of realizing financial, strategic, technical, and operational return on investment.

Onboarding Software Can Change Problems to Opportunities Financial Operational Strategic Technical Financial: Reducing Time-to-Productivity Improves Profitability and Employee Morale Engaging Employees Early with Strong Onboarding Practices Results in Improved Customer Satisfaction and Competitive Advantage1 Operational: Studies Show Standardization of Onboarding Processes Improves Retention, Performance, and Satisfaction1 Automated and Streamlined Processes Save Personnel Hours and Reduce the Risk of Overlooking Important Tasks Strategic: Automated I-9 Software Facilitates Virtually 100% Compliance I-9 Automation Reduces Your I-9 Overhead by Over 75% Remain in Compliance with Ever-Changing E-Verify Laws2 Technical: According to SHRM, Effectively Managing Workforce Productivity with Reporting can Increase Shareholder Value by 10 – 20%3 Organizations Using Workforce Analytics have 8% Higher Sales Growth, 24% Higher Net operating Income Growth, and 58% Higher Sales Per Employee4 Many times business problems actually present an opportunity for business improvement. Onboarding process improvements, such as standardized workflows available in an automated Onboarding Software have been shown to improve time-to-productivity which improves revenue and profitability. From an operational perspective, studies show that standardization in best practice onboarding techniques improved qualitative measures such as retention, performance, and satisfaction of both the new hire and the hiring managers. Strategically, automating the I-9 process is not only a time saving opportunity, but also one that will aid in compliance as [The Company] grows. Additionally, Using an automated Onboarding Software, [The Company] has an opportunity to incorporate continuous improvement, learning, and growth using reporting to help identify areas that may benefit form improvement and return on investment. All these opportunities can be realized relatively quickly following the implementation of an automated Onboarding Software to support [The Company’s] strategic goals. http://www.slideshare.net/eremedia/onboarding-the-missing-link-to-productivity http://www.trackercorp.com/index.php http://www.shrm.org/Research/Articles/Articles/Pages/ROI_20Series__20Benchmarking_20For_20Continuous_20Improvement.aspx http://www.ilr.cornell.edu/cahrs/research/upload/Round-2-Moon-and-Li.pdf

Onboarding Software Return on Investment Summary (Delete any that do not apply) Standardized Processes Process Automation Advanced Reporting for Continuous Improvement Improved Compliance Higher Retention Rates Increased Employee Engagement Single Database with Unlimited Data Storage Easy Integrations Web-based Solution Requires No Internal IT Upgrades & Training Included at No Additional Cost Increased Productivity Elimination of Manual Processes Time to Focus on Projects that Improve Profitability (e.g. Retention) Financial Technical Operational Strategic At the highest-level, the return on investment associated with implementing an Onboarding Software is both quantitative and qualitative within each of 4 areas of a business. From a financial perspective, increases in productivity will generate the largest quantitative return. An Onboarding Software will also streamline recruitment operations to feed into the company’s overarching strategic goals supported by high-quality staff. From a technical perspective, choosing a web-based Onboarding Software will reduce the barriers to entry by keeping IT and upgrade costs low.

Onboarding Software Financial ROI: Quantitative Increased Productivity Improved Compliance Web-Based Solution Requires No Internal IT Support An Onboarding Software provides an excellent financial return on investment as a result of significantly decreased time associated with manual recruitment activities. For example, thousands of dollars can be saved by eliminating paperwork and mailing costs alone. In addition to these tangible ROI elements, there are potential savings related to compliance. For example, according to the U.S. Immigration and Customs Enforcement Agency (ICE) statistics employer audits for I-9 compliance have been on the rise since 2009. Strengthening compliance surrounding I-9 and E-Verification during Onboarding by use of automation Software, will reduce the risk of non-compliance and the significant fines associated (Statistics available at: http://www.immigrationcompliancegroup.com/employer-compliance.php). Please note: The financial ROI calculations are actually an embedded calculator and can be ‘personalized’ for your company in just a few, easy steps. To edit this calculator, please follow these instructions. Double click on the embedded ROI Calculator to open it for editing Edit the numbers contained in the section titled “Company Profile” only. All other calculations will update automatically based on the numbers in the Company Profile. Click anywhere outside of the calculator to save your changes Be sure to save the edited Power Point Presentation locally

Technical ROI: Qualitative (Delete any that do not apply) Single Database & Unlimited Data Storage All Candidate & New Hire Information in a Single Location Accessible by Appointed Staff in All Locations Easy Integration with other HR Systems Eliminates Redundant Data Entry Facilitates Information Sharing Minimal / No IT Requirements Cloud-based Solution = No Onsite Servers Maximum Security Upgrades and Training Always have the Latest Technology Included at No Additional Cost In addition to the quantitative financial benefits, the implementation of an Onboarding Software will afford many qualitative benefits as well. For example, from a technical perspective a single database and easy integration with other HR systems can reduce time spent on data entry and improve information exchange between functions. Again, recommending the choice of a web-based Onboarding Software, provides maximum security with no internal IT involvement. This coupled with free upgrades and software training eliminates barriers to entry often associated with learning new technology and the associated expenses.

Strategic ROI: Qualitative (Delete any that do not apply) Compliance Automated I-9 Tracking and Document Storage Automated E-Verify Submission & Tracking Faster Time-to-Productivity Configurable by Department or Job Category Integrate with Training Better New Hire Experience Standardized Process Branded New Hire Onboarding Portal Task Driven Workflow Onboarding Software also helps to support [The Company’s] overall strategic goals by improving the experience of new hires thus developing employee engagement early. Further, with automated processes and configurable set up, time-to-productivity can be improved dramatically. It is important to note that according to the U.S. Immigration and Customs Enforcement Agency (ICE) statistics employer audits for I-9 compliance have been on the rise since 2009. Strengthening compliance surrounding I-9 and E-Verification during Onboarding by use of automation Software, will reduce the risk of non-compliance and the significant fines associated (Statistics available at: http://www.immigrationcompliancegroup.com/employer-compliance.php).

Operational ROI: Qualitative (Delete any that do not apply) Standardization Standardized Onboarding Process Standardized Workflow Standardized Documentation Process Automation Automated I-9 & E-Verify Automated Task Coordination Automated Reminders Advanced Reporting Monitor Productivity Continuous Process Improvement Measure ROI of Recruitment Dollars Next, an Onboarding Software is imperative to operational efficiency. Further, as the company grows or experiences turnover in the recruitment/HR department, standardized processes will streamline the training of new recruiters. Automation of processes with an Onboarding Software will also improve operational efficiency. These automations not only have a significant impact on the financial ROI, they also free up time and resources that can be dedicated to other initiatives, such as employee retention, engagement, and additional training. Additionally, the reporting capabilities of an Onboarding Software will allow [The Company] to continuously monitor performance and identify areas that may benefit from improvement.

Onboarding Software Risk Assessment (Delete any that do not apply) Type Risk Risk Mitigation Financial Purchasing an Onboarding Software that provides little/no tangible value to the recruiting/HR team (Buyer’s remorse) During the initial selection phase, we will evaluate the value and quality of each vendor’s product offering. Considerations will include: free maintenance and software upgrades, extended hours for technical support, dedicated account management, free and unlimited data storage, and software configurability. Strategic Business developments result in dramatic growth before ROI is realized (outgrow software too quickly) To mitigate this risk it is imperative that our company select a highly scalable Onboarding System. A highly scalable Onboarding System will be able to quickly add new users and support new locations or business units. Additionally, we’ll ensure that the system we select will not charge higher rates for data storage increases, increases in the number of new hires processed, and will not require additional databases/modules to support our growth. Existing processes do not 'fit' into software capabilities While the onboarding team recognizes and accepts that some of our existing processes may benefit from change, other processes must be maintained because of our unique business needs. Accordingly, it is imperative to select an Onboarding System that is highly configurable while supporting best practice strategies. Operational Onboarding staff resistant to required process changes While a single point of contact must be selected to lead the Onboarding System selection and implementation project, others on the onboarding team will be included in the requirements setting and selection process. Team inclusion will garner support and commitment as well as help to mitigate the risk of buyers remorse. Insufficient human resource experience with implementations and recruitment best practices As part of the selection phase we will consider the vendor's implementation experience and presence/absence of a consultative implementation approach as part of the value of the vendor's product offering. The goal is to identify an Onboarding System vendor that can provide best-practice guidance for a streamlined implementation as this experience will be new to us. Technical Existing hardware cannot support new software requirements Selecting a web-based Onboarding Software will reduce/eliminate hardware concerns and expenses. Failure to identify all feature and functionality requirements While a single point of contact must be selected to lead Onboarding Software selection and implementation project, others on the recruitment team will be included in the requirements setting and selection process. Team inclusion will garner support and commitment as well as help to mitigate the risk of failing to identify requirements. Finally, it is understood that recommending new processes and systems to an organization carries a certain degree of risk. Accordingly, some of the most common risks and recommendations for early mitigation have been addressed here.

(Delete any that do not apply) Conclusion (Delete any that do not apply) Implementing an Onboarding Software and integrated I-9/E-Verify Software will provide the company many benefits. These are: Recruitment Technology Benefits Significant Return on Investment in All Areas of the Company Significantly Higher Productivity Faster Time-to-Productivity for New Hires Improved Compliance Standardized, Automated Processes Better New Hire Experience From a technical perspective the barriers to entry are low as web-based software will eliminate the costs associated with internal IT and training /software updates are included at no additional cost by some vendors. Based on these findings, it is recommended that [The Company] move forward with implementing an Onboarding Software as soon as possible. To that end, this presentation serves to propose the implementation of recruitment technology as a means of realizing financial, strategic, technical, and operational return on investment.

Additional Opportunities Worthy of Investigation Integration with Other Systems Required by HR Integrations between the systems already in use within HR will eliminate redundant data entry and streamline processes. Potential integrations for consideration include: Background Checks Drug Screening Assessments Reference Checking Payroll HRIS Applicant Tracking System