Automate New Employee Orientation Process 11/26/2018 4:18 PM Automate New Employee Orientation Process Pei Pei Senior Applications Support Specialist, Business & Academic Software Support, Office of Digital Strategy, Central New Mexico Community College Travis Thompson Content Developer Trainer, Human Resources Central New Mexico Community College © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

The Importance of Employee Onboarding Process 11/26/2018 4:18 PM The Importance of Employee Onboarding Process Acquire the necessary knowledge, skills, and behaviors to become effective, engaged members of their teams. Help new hires in their jobs to get to know the organization, obtain clarity on their job objectives, and forge a good relationship with other employees. Our goal is focused on engagement, employee satisfaction, and retention. Support our Strategic Direction for the college. Acquire the necessary knowledge, skills, and behaviors to become effective, engaged members of their teams, departments and organizations. Help new hires settle down in their jobs, get to know the organization, obtain clarity on their job objectives, and forge a good relationship with other employees. Engagement, employee satisfaction, retention, assimilation, and efficiency are just a few of the many responsibilities liked to onboarding. All employees must complete trainings prior to beginning their official job duties. © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Process Improvement Opportunity Upon completion of New Employee Orientation Phase I, employee’s and their supervisors engage in New Employee Orientation Phase II Onboarding. Manually sent out forms. Manually send out reminders to supervisors and employees to complete checklists Identified different requirements for staff, full-time faculty, part-time faculty, and transfer/change position employees.

Benefits of Automation 11/26/2018 4:18 PM Benefits of Automation Go green. Cut costs. Save time. Limit errors. Lower risk. Leave a mark. Reduce administrative work and make onboarding paper-free. Eliminating paper work and manual interventions. Speed up onboarding process with a streamlined workflow that reduces clerical HR tasks, human errors, and time-to-productivity. Accurate information, proper documentation, and structured workflow. Leverage cloud storage and role-based access to mitigate risk and ensure legal/policy compliance continually. Offers the new hires a memorable onboarding experience © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

Business Process Considerations Supervisor/employees should not be able to: delete and make changes of any other items. sign for employee and employee should not be able to sign for supervisor. make change on the first part of the form. HR staff should be able to check who has modified the form, what changes have been made, and when the changes have been made.

Four forms Required Form Requirements Regular staff Full-time faculty Part-time faculty Staff transfer/change position

Form Requirements continued HR NEO staff Part of the form Employee Name, Supervisor Name, Department, Due Date and Date of Hire. Supervisor Part of the form Checklist and signs/dates the checklist. Employee Part of the form Signs/dates the checklist.

Form Constraints Supervisors and employees cannot: Enter date of completion without signing the form. Sign the form without entering the date of completion. System will: Auto populate the signature date only after supervisor or employee has signed his/her form.

Email Notifications Supervisor Employee One notification email, and may get two reminders, one past due notice if not completed before due date. One confirmation email after signing the checklist and one completion email after the employee signs the checklist. Employee One notification email to sign the checklist after the supervisor has signed the checklist and one completion email after signing the checklist.

Email Notification Enhancements First name in greeting email Links to the form and associated documents Email sent from Employee Training Consistent email formatting

Introduction & Demo Pei Pei Senior Applications Support Specialist, Business & Academic Software Support, Office of Digital Strategy, Central New Mexico Community College

Software/Programs SharePoint Online Microsoft PowerApps Microsoft Flow SharePoint Designer 2013

SharePoint Collaboration Document Management Process Automation Communication Business Intelligence

11/26/2018 4:18 PM © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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PowerApps An application Platform as a Service (aPaaS) for citizen-developers to build high-productivity business apps. Set of cloud-based software services Low code/no code platform Connect to 230+ data sources Create, build, and publish apps for mobile and web Leverage mobile device capabilities – GPS and camera

PowerApps help business-power-users to create and use custom business apps across platforms using Excel and PowerPoint skills Connect to data & systems you’re already using easily Create apps, forms, and workflows without writing code Use apps on any device – both web and mobile

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PowerApps Customize forms Controls: People Picker, Date Picker, TextInput, HTMLText, Label, Toggle DisplayMode: View and Edit (HR, Supervisor, & Employee) DefaultDate: Signature Dates

11/26/2018 4:18 PM Flow Microsoft Flow is a service for business users to automate workflows across apps and services Connectors Triggers Conditions Actions Over 170 different triggers available Support any number of actions in 200+ connectors © Microsoft Corporation. All rights reserved. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

SharePoint Designer 2013 Used to create business solutions like creating workflows and subsites, publishing web sites, branding for SharePoint.  Discontinued. SharePoint Designer 2013 is the last version of the product. Mainstream support ending 7/13/2021 and extended support ending 7/14/2026.

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