“draft” process the of the non student lifecycle committee€¦ · “draft” registration...

“Draft”

Registration Process as defined by the Registration SubGroup of the NonStudent Lifecycle Committee

May 7th, 2010

PDF of 14 **DRAFT** Registration Process 5/7/2010


rdd4

Text Box

REGISTRATION - DISCOVER DIAGRAM

Registration: Faculty-Staff-Adjunct

1. Employment Application

• Completed Employment Application

1.1. Faculty or Staff postion?

1.2. Staff

1.3. Obtain FPS Account

1.4. Complete Online

• Staff complete an online application with FPS account.

1.5. Process Employment Application

1.6. Faculty

1.7. Send Paper

2. Interview Process

2.1. Candidate Selected

3. Letter of Offer

3.1. Send Letter of Offer

3.2. Applicant Accepts Offer

• Applicant sign the letter of offer and returns to Dept HR Rep.

3.3. Faculty or Staff?


https://blueprint.lombardi.com/scr/process.ftl?processID=a3b55eccb&initialView=doc#doc

https://blueprint.lombardi.com/scr/process.ftl?processID=a3b55eccb&initialView=doc#doc

rdd4

Text Box

PROCESS DESCRIPTION

3.4. Affirmative Action Card

• Can be a completed with a card and returned via mail or it can be completed online. • If applicant completes online, applicant is directed to a website and provided a search number.

3.5. Memo of Personal Service

4. Criminal Background Check

4.1. Criminal Background Check

• OHR has an online system for collecting information from candidate. It includes the generation of a 1 time userid and password.

• Note: Criminal Background Check is kept separate from employee's application.

4.1.1. Request CBC from OHR

• HR rep advises OHR of applicant they are requesting a CBC and type of CBC.

4.1.2. Request Email Address (online)

• Applicant is sent link to an online form created by OHR.

4.1.3. Applicant provides email (online)

• Applicant goes to online OHR form and provides their personal email address.

4.1.4. OHR sends Link to CB form

• Once the applicant supplies their personal email address, OHR system sends them a one time userid and pw with link to form at: https://ohr.psu.edu/Disclosure/index.cfm

4.1.5. Applicant supplies info (online)

• Applicant enters the one time userid and pw. • Applicant enters the following information in the online form:

o Title of the position offered. o College extending the offer. o Information regarding your highest degree earned, including:

name and location of the institution. major/area of study. year degree earned.


4.1.6. OHR processes Criminal Background check

• OHR obtains a CBC and notifies Dept. HR rep of the results.

5. New Appointment

5.1. New Appointment Form

• New Appointment processed using IBIS New Appointment form (NAPP)

6. PSU ID

• Departments/Colleges Assgin PSU ID thru CIDR

6.1. PSU ID

• PSU ID is normally requested when they are completing the appointment papers (sometimes sooner, for example a new faculty associated with a grant).

6.2. Does Candidate need access acount prior to arrival?

6.3. Early Access Account

6.3.1. Access Account Request Form

• New employee completes the form, signs and faxes to the accounts office • New employee must be registered in IBIS at this point

6.3.2. Process Access Account

• Accounts office will Fedex account information (userid/one time password) to new employee

7. Payroll

7.1. Process Payroll Forms

7.1.1. Salary Deposit Process

7.1.2. I9


• SSN is collected at this point • I9 Federal form, entitled to employment in US • Proofing must be done in person • Identification can be passport or drviers license plus SSN card • I9 completion is sometimes done at another university, attorney's office or Notary

7.1.3. Payroll Processed

7.1.4. IPA Process

7.1.5. Salary Deposit 7.1.6. W-4 Process

7.1.7. IPA

• Faculty normally sign IPA when they arrive on campus

7.1.8. W-4

7.2. Skip Foreign National Process

7.3. Foreign National Payroll

• Type of Resitdent or Non-Resident • Foregin National may not have SSN at time of hire. In which case they will request SSN from

government. In the interim, Penn State will substitute the PSU ID for SSN. IBIS updated with SSN when Foreign National Obtains one

• Documents processed:

o W9 o Alien Information o Tax Exempt Form (if resident of another country)

8. Access Account

8.1. Request Access Account

• Dept HR Rep submits "PSU Access Account" form (ibis/isis)

8.2. Process Access Account

• Accounts office processes form and issues Access Account


**DRAFT** Registration: Faculty-Staff-Adjunct

8.3. Agree to Access Account

• Staff must go to Signature station and agree to terms. • Staff required to provide a form of identification.

9. Benefits

9.1. Benefits form completed

• Benefits can be entered into IBIS (via OHR online system) prior to the new employee start date if the new employee has an access account.

• The benefit will remain in hold until their IBIS forms are processed. • New employee has 30 days to sign up for benefits, then they will go into the default plan, Reminders are

sent out prior to the end of the 30 day period.

9.2. Benefits processed

10. Access to Services

10.1. Services

10.1.1. eMail

10.1.2. IBIS/ISIS Access

• Department Area Security Representative completes a "Systems Access Request" form

10.1.3. eLion

10.1.4. Angel

11. Grants

11.1. Not associated with Grant

11.2. Grants Processing


Opportunities/Recommendations

Item Opportunity Comment/Recommendation 1 Obtain FPS Account Applicant may request multiple FPS accounts and apply several times

believing it will increase their chances of getting interview

2 Letter of Offer Faculty employment offers are sometimes made years in advance. This is happening with increasing frequency.

3 Letter of Offer The Offer Letter (MPS) is not a legal contract...faculty may or may not come to work for PSU.

4 Send Letter of Offer The Offer Letter (MPS) is not a legal contract...faculty may or may not come to work for PSU.

5 Memo of Personal Service

MPS is not a legal contract... faculty may or may not come to work for PSU

6 Criminal Background Check

Should this be a recommendation for IdM? ie. using a separate logon and pw

7 Access Account Request Form

QUESTION: How does new employee access services with access account, if they haven’t been to a signature station? Maybe it’s on the paperwork they receive?

8 Payroll Payroll is trigger for benefit assignment and other services. Does this process need to change?

9 I9 Does or should policy address providing access before an I9 is completed and signed?

10 Process Access Account

Touch Point: Possible recomendation for expediting the creation of the access account. (It can take up to 3 days or longer)

11 Agree to Access Account

Touch Point: Employee required to goto signature station to approve. This is a problem for staff (including World Campus staff) not near a signature station.


Recommendation?: Vetting in advance of arriving at Penn State


rdd4

Text Box

Touch Points and opportunities identified. These should be reviewed by sub-group and transformed into recommendations.

Opportunities.doc


Recommendation?: alternatives for having to use a signature station

14 Benefits Benefits are not available until payroll information is entered into IBIS system.

15 Access to Services Faculty are interested in pre-employment access to services. How far in advance should access be granted?

16 Access to Services Do current library contracts support pre-employment process?

17 Access to Services Does the university have legal liability for inapropriately used email?

18 Access to Services Should early access only be granted after acknowledgement and acceptance of PSU policies?

19 Services Recommendation: Gaining access to services in advance of arriving on Campus

20 eMail When in registration process is access required? 21 eMail What is the Level of Assurance required? 22 eLion When in registration process is access required? 23 eLion What is the Level of Assurance required? 24 Angel When in registration process is access required? 25 Angel What is the Level of Assurance required? 26 IBIS/ISIS Access When in registration process is access required? 27 IBIS/ISIS Access What is the Level of Assurance required?



rdd4

Text Box

Summary of the participants in the process and the activity they are associated with.


rdd4

Text Box

Process Diagram - High Level


rdd4

Text Box

Process Diagram - Detail Page 1 of 3


rdd4

Text Box
