Orientation: SMS Onboarding with RedCarpet July 2013

Laurie Caraher Corporate Technical Communications Jennifer Eschenfelder Manager, HR Programs and Compliance

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GoToTraining Interface

New SMS Onboarding Process Onboarding Workflow RedCarpet –New hire portal and dashboard Key Tasks for Managers and Teams Support Tools Summary and Questions Agenda

Automated, web-based system –Silkroad RedCarpet software Manages onboarding and life events –New employees –Subcontracted labor Replaces HMORES and VA Access Tracker New SMS Onboarding Process

Overview of Onboarding Workflow

Online tool for processing onboarding event –New hire HR paperwork –Contractor security clearance Required forms are to be completed before start date Secure storage and submittal of documents Onboarding Portal for New Personnel

Onboarding Portal Site New Worker Welcome Screen Tasks on To Do list Click to manage tasks

RedCarpet Dashboard Dashboard & Navigation – SMS Onboarding Team Members Navigation Menu Click Tabs to Change View Dashboard Help

RedCarpet Dashboard Employees Tab NOTE: Same tab for Subcontractor Worker Link to Employee Profile Event Status % of Event Tasks Complete

RedCarpet Dashboard Assignees Tab Indicates status of tasks organized by assignee

RedCarpet Dashboard My Tasks Tab Task Status Filter Parameters Click to view Task Summary Claim or Delete a task

RedCarpet Dashboard Team Tasks Tab View status of tasks assigned to your team. Claim tasks or reopen completed tasks.

Questions?

RedCarpet routes onboarding tasks to hiring managers and teams –Human Resources, Security –Finance, Time & Expense, and Contracts –IT and Facilities Eliminates HMORES database Replacing VA Access Tracker database Key Tasks: Managers and Teams

Task 1: Subcontractor Labor Input Form Located on SMS website Submit 10 days prior to work start date - HR enters into RedCarpet and triggers onboarding event Critical Task Key Tasks: Hiring Manager

New Subcontractor Labor Input Form Key Tasks: Hiring Manager Available on the Employees page of the SMS website.

Task 2. New Personnel Action Form (PAF) Identifies key information for getting personnel setup to begin work RedCarpet task sent to Hiring Manager Complete online via E-Form Critical Task: Triggers onboarding activities for other SMS departments Key Tasks: Hiring Manager

New Personnel Action Form (PAF) Key Tasks: Hiring Manager Click link in RedCarpet to complete.

All: Complete RedCarpet profile –Personal information –Populates forms New Hires: Complete HR paperwork –Payroll Forms, I-9 Verification, Benefits, Company Policies, Security Clearance Subcontractor: Security Clearance Key Tasks: New Worker

Key Tasks: Human Resources Process New Hire HR Tasks –New Hire Orientation, Payroll, Benefit Elections, Training Security Clearance Documents RedCarpet Administrator –Monitors system notifications –Reports on overdue tasks

Finance, Time & Expense, Contracts –Deltek /Time and Expense profile and codes –Subcontracting labor agreements, if applicable IT equipment, software, and access –Laptop, software, phone equipment Office equipment and access –SMS building access, parking, business cards Key Tasks: Teams

Questions?

Receive notification and access RedCarpet How to Process a Task

Log into RedCarpet then click task on My Tasks tab How to Process a Task Click

View Task Summary Follow Instructions Click link to complete form Add Notes Save How to Process a Task

Complete an E-form How to Process a Task

Questions?

Support Materials SMS Website, Employees Section

New Onboarding Process, Go Live 7/22/13 –Managed by RedCarpet, pre-employment activities for both direct hires and subcontractors –E-Forms, notifications & task routing –Hiring Manager: Subcontractor Labor Input Form and Personnel Action Form –System generates requests for IT/office equipment, security and time & expense –Next Phase: Off-boarding Event & Project Transfers Summary

Questions? Questions

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