1. 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.

2. The Importance of Employee Onboarding Process
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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.

3. 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.

4. Benefits of Automation
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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.

6. 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.

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

8. 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.

9. 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.

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

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

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

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

14. SharePoint Collaboration Document Management Process Automation
Communication
Business Intelligence

15. 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.

16. Customer List

17. Permission Level

18. View with Filter

19. Version History

20. Status Field

21. New Experience
Classic Experience
New Experience

22. 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

23. 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

24. PowerApps

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

30. 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.

34. 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.

36. Q & A

37. Thank you!