1. Human Capital Management Transformation Initiative: Onboarding Center
Project Update
Human Capital Management
Transformation Initiative:
Onboarding Center
10 minutes
Claudia Quinton
Project Lead, Service Delivery
Wharton School
March 14, 2019

2. Onboarding Center – New Service Delivery
Project Development
Project approved
Space configuration under way
Phased launch to begin April 29, 2019
Vision of One-stop Onboarding for New Hires
Increased compliance of federal requirements such as I-9
Positive first impression
Earlier engagement of all new hires
Faculty
Staff
Student workers
Temporary workers
Efficient, user-friendly online presence
Centrally located physical location
Potential expansion of administrative services
Current State of Decentralized Onboarding
Critical Compliance
E-Verify
I-9
Social security number
Documentation for non-resident aliens
New Hire Experience
Processes vary widely
Administrative burden
Work-readiness and productivity delays
A new service delivery arm being developed for a late April launch is Vision and benefits.

3. Onboarding Center Functions
Advance of Go-live
At Launch
Potential Expansion
Complete I-9 (Part 2) 
Perform E-Verify
Collect W-4
Validate SSN
Collect immigration and work authorization documents and transfer securely to Payroll, Payroll Tax, ISSS
Confirm additional personal data
Answer general questions
Escalate complex questions to Penn Employee Solution Center
Assist with University new hire orientation registration
PA 153 onsite fingerprinting
Assist with parking / transportation services
Offer onsite services for schools during high volume

4. Tentative Communication Plan
Proposed Date
Communication
4/1/2019
Toolkit
Templates
Local Newsletter Article Template
Verbal Script and Talking Points
FAQs
Logo download
Graphic image download with logo address, hours, url, etc.
4/26/2019
Special Event – Open House
Deployment
4/29/2019
Grand Opening
April
myHR newsletter
Almanac

5. The Transition Best Practices Choose a Start Date Keep in Touch
Complete Forms in Advance
Complete Payroll Record
Ensure I-9 Compliance
You can help newly hired staff be ready to contribute from their very first day at Penn by following just a few recommended steps. These best practices were gathered as part of the HCM Service Delivery's team work with Schools and Centers to improve the onboarding process for new hires.
Start Date
Choose a start date that allows sufficient processing time. Take into account university, school, center, and department approvals; background checks; and an adequate notice period from the current employer.
Keep in Touch
Upon completion of approvals and background checks, call the employee and extend a warm welcome.
Complete Forms in Advance
Completing minimum required forms in advance facilitates creation of a payroll record for the new employee. The department can accomplish this in two ways:
Encourage the employee to make an appointment to meet with the payroll administrator at least one working day in advance of the start date. During that meeting have the employee provide the following:
Signed offer letter (have a copy on hand if you have not yet received the signed letter)
Personal information form (if applicable)
W-4
Voluntary Self ID
Alternatively, the hiring manager may provide the employee with these forms and a return address. The employee may complete the forms and return them by mail (USPS) to the payroll administrator. ing forms with sensitive information, such as birth date and social security numbers, is not recommended as is not considered a secure method of communication.
Complete Payroll Record
The payroll administrator completes the payroll record in advance of the start date, enabling the employee to obtain a PennCard and PennKey on the first day of work. This facilitates getting an address, registering for direct deposit, having access to benefits enrollment in a timely manner, etc.
I-9 Compliance
Ensure the employee completes Part 2 of the I-9 with the School/Center/Department I-9 administrator on the first day of employment. This is critical for timely payroll record completion and benefits enrollment access.
For detail, go to

6. Q & A
Thank you!