1. Induction today, Onboarding tomorrow
Creating a memorable journey for all
GTPA meeting
14 September 2017

2. OUTLINE Quality of Onboarding at CERN - 4 Cs Onboarding Programme
Goals & Audience
Concept
Transition Period
Work Packages overview
Focus on WP5 : local induction in each dept

3. I. QUALITY OF ONBOARDING - ANALYSIS Levels Of Onboarding“4Cs Model”
Today CERN status
MPEs
Connection
Culture
Clarification
Compliance
MPAs
• Compliance = teaching employees basic legal and policy-related rules and regulations.
• Clarification = ensuring that employees understand their new jobs and all related expectations.
• Culture = includes providing employees with a sense of organizational norms— both formal and informal.
• Connection = refers to the vital interpersonal relationships and information networks that new employees must establish.

4. II. ONBOARDING PROGRAMMME
WHY ?
Creation of the Onboarding Programme
A holistic onboarding programme
Aiming at ‟4 Cs model”reference!

5. A. GOALS & AUDIENCE WHAT ? TO WHOM ?
Quality, timely & harmoniously branded information needed to be fully operational on arrival
The means to feel and become fully integrated in the CERN community
TO WHOM ?
A programme dedicated to all irrespective of contract status

6. THE 4 BENEFITS OF A BETTER ONBOARDING PROCESS
REDUCE STRESS that come along with starting a new job -provide a clear vison of the CERN’s values, goals and vision
IMPROVED JOB PERFORMANCE
- Promote a clear understanting of job expectation/duties
-reduce ambiguity around policies and responsabilities
INCREASED EMPLOYEE SATISFACTION
-accompany new employees
-create a foundation/strong starting point in the journey of the new employees
The improvement of the 3 first factors contribute to a BETTER RETENTION
-higher rate of retention

7. B. CONCEPT HOW ? 3 PHASES: CONCEPT 3 1 2 a. b.
Prior to arrival (from contract signature to Day 1)
DAY 1 Monthly Induction
Between Day1 & Quarterly Induction programme
3rd month : Quarterly Induction session
New
Reviewed

8. B. CONCEPT HOW ? 3 PHASES: CONTENT & FORMAT 3 1 2 a. b.
Streamlined comm./formalities:
Access to Newcomers website
DAY 1 monthly
DAY 1
short hly Welcome
Streamlined comm. / docs
Information & various e-learnings,etc
Quarterly Induction session
(MPEs, MPAs
& users)
Local induction in each dept
New
Reviewed
Customized

9. C. TRANSITION PERIOD - started 1 June 2017
How to get there ?
CONTINUED DELIVERY of existing induction programme
AND
INTEGRATION of MPAs (monthly induction) AND
INTEGRATION of Doctoral students & Users (quarterly induction)
Step 1
In parallel
REVIEW AND SELECTION OF MATERIAL
available per MP categories at different periods after contract signature:
From contract signature to day 1
On day 1
During first 3 months
design & development of appropriate info support
IMPLEMENTATION OF ONBOARDING WEBSITE for information to be accessed by newcomers as of contract signature
Step 2

10. DAOs’collaboration is vital !
III. WORK PACKAGES OVERVIEW WP
Subject
Leads
WP1
Onboarding Website
R. Banica
A. Cook
WP2
Admin forms
M. Jammes
V. Naeppels
WP3
Content and info support
HR-LD (TBD)
WP4
Monthly + Quaterly
E. Mosselmans
WP5
Dept Induction
V. Naepels
D. Carmona
WP6
Others
Social Service
G. Riso
A. Favre
DAOs’collaboration is vital !

11. WP 1 Onboarding Website for newcomers
Lead : Roxana Banica / Anna Cook
Stakeholders : FAP, HR, UO
Deliverables :
Specifications :
tree structure organizing/clustering info/docs for each category of newcomers (what is CERN wide & specific)
Accessible to newcomers as of contract signature onwards

12. Online Administrative Formalities
WP 2
Online Administrative Formalities
Lead : Martine Jammes / Virginie Naepels
Stakeholders : HR-TA + HR-FL + HR-CB + UO (for COAS & VISC)
Deliverables :
Clear list of info/docs per category (that could be placed on the website for newcomers)
Recommendations about appropriate support related to info / docs for newcomers

13. Brochures, slides, elearnings, etc
WP 3
Brochures, slides, elearnings, etc
Lead : HR-LD
Stakeholders : HR-FL, HR-CB, Safety, IT, SA, …
Deliverables :
Identify CERN-wide topics of core importance for all categories of personnel
Prepare «products» (presentations, infographics, elearning, etc.) that will be placed on newcomers website

14. Monthly & Quarterly induction
WP 4
Monthly & Quarterly induction
Lead : Erwin Mosselmans (and L&D induction team)
Stakeholders : HR-TA, DAOs, … UO
Deliverables :
Deliver currently monthly & quarterly induction programme (as described in transition period)
Recommend best format for the future realistic and effective monthly ‟welcome event” on day 1
Recommend enhanced format for the quarterly induction day

15. Focus for DAOs and line managers. Your collaboration is vital !
WP 5 Departmental Induction
(Local induction in each department)
Lead : Virginie Naepels / Donna Carmona
Stakeholders : all DAOs (dept. administrative processes) + DHs
Deliverables :
Presentation about the onboarding project at GTPA by Project Lead
Gathering of existing dept practice for newcomers induction
Recommendation of a harmonized dept «formula» for newcomers induction that would complement the «HR monthly welcome»
Focus for DAOs and line managers.
Your collaboration is vital !

16. WP 6 Other actions
Lead : Social Service / Giuliana Riso / Aurélie Choy
Deliverables:
Determine actions/initiatives that could apply to different categories of personnel :
Visit CERN with family
Welcome drink for spouses
Buddy system (fellows + Tech. Students)

17. THANK YOU !!
QUESTIONS ARE WELCOME

18. BACK-UP SLIDES

19. Meetings summary 24.04.17: HRMB (EM) 04.05.17 : WG 15.06.17 : WG (PGV)
: HR Projects meeting
: HRMB
: WG
: Meeting with EP
: Enlarged WG
: GTPA

20. FUTURE ONBOARDING PROGRAMME
Categories
MPE
MPA
STAF
FELL
DOCT
SUMM
PJAS
APPR
USER
TECH*
COAS
ADMI*
GPRO
From contract signature to Da 1 (entry-on-duty)
Onboarding website for newcomers X
Phase prior to contract signature to be added for users **
COAS & VISC managed by UO
On-line admin formalities
Bite-size e-learning / presentations, etc.
Contact with future supervisor
Day 1
Monthly Welcome
- core info for different categories
- fast lane if change of status
- VIP (Directors)
After Day 1 (through 3 months)
Dept Induction
Induction with HRA
Bite-size e-learning, presentations, etc.
Quarterly Induction
Visit CERN with family
Welcome drink spouse
Buddy (TBD)
Formal
Informal
FUTURE ONBOARDING PROGRAMME
ZOOM on
Proposed Work Packages
Project timeline yet to be defined with WP leads
To reach 4 Cs model
7/17/2018
HR Department

21. Onboarding (induction)
HR Public Session
13-20 Sept 2017
Onboarding (induction)
Arrivals data includes September
Information prior to arrival
Information on arrival
Information after arrival
Right information to right person in the right format at the right time