Comprehensive onboarding process from application to hire in OMNI HR

Better sequencing of steps(simultaneous processing)

Ability to track progress online with candidate console

Improvement of data quality through consistent

collection process

Integration of pre-employment requirements (background check)

Electronic flow of department steps & approvals (including

VP/high-level approval)

Key FeaturesThings to look for

Overview

21

Top CandidateIdentified

OMNI Job Offer Submitted and

Approved

In the portal: Employee Information Collected Background Check Processed

Approvals for Outside Employment, Dual Comp, etc. Upload required supplemental documents

Hiring PaperworkVerified

3

3

3

4

An overview of entire process

Key ProcessesKey things to keep in mind

Initial discussion with top candidate to include an

anticipated start date, job details, and next steps (Background Check & University’s onboarding

process)

Background checks will be initiated in the Onboarding Portal

All hires will be appointed through an OMNI HR job offer and utilize the Onboarding

Portal

I-9 process is not a pre-check for

employment

Job Offers (eRecruits)How does the process start?

• Initial discussion with top candidate will include an anticipated start date, job details, and next steps.

• Job Offers (eRecruits) replace the need to submit pPAFs for new hire, rehire, or additional jobs

• Applicants apply to an Advertised Job Opening or Department Rep links an individual to an Express Pool.

• Top candidates are selected from the opening or pool and Department Rep submits a Job Offer.

• Advertised Job PostingSpecific Salaried Position

• Advertised Job PostingSpecific OPS Job(s)

• Linked Express PoolVarious OPS/Post Doc Jobs

• Linked Express PoolVarious GA Jobs

• Linked Express Pool Various OPS Faculty Jobs

• Creation of Non-Advertised Job OpeningNon-Advertised Salaried Position

Job Offers (eRecruits)What does a Job Offer look like?

• Job Offers (eRecruits) contain the same information you would normally provide on a pPAF.

Type of HiresWhat type of hire or employee can proceed through the Smart Onboarding?

New Hires Rehires Additional Jobs

Who is excluded?

Work Study 1-Time Pay Courtesy

What about reappointments and appointment changes?• Continue submitting ePAF+ for extensions/reappointments and pPAFs for

retroactive changes/fixes

Pre-Portal Workflow

Identify Top Candidate

Review by HR Compensation

Submit OMNI Job Offer

HR Pre-Approver Dept./VP Approvals

CandidateInvitation

Onboarding Portal

1

2 3

4 5 6

7

(interviews, salary requirements, pre-employment check, select top candidate, special conditions)

Submit the job offer start date 2-3 weeks out to allow the appropriate amount of time for review and approval.

(BGC, forms, upload supplements)(required interviews,

disposition codes)

= HR

= Department

(salary analysis)

CANDIDATE

CENTRAL HR

DEPARTMENT

Candidate Receives InvitationSet Up User Login

Employee InformationPersonal Information

Employment InformationOutside Employment, Dual Comp, Empl of Rel,Selective Service &Leave Transfer

Dept. Rep ConfirmationConfirm Employment Information

Onboarding Portal Workflow

Additional Candidate TasksPolicies, Benefits & Payroll

Submit To HR

Employee Final TasksNEO & Form I-9

BGC AdminBGC Required?

HR Admin Checklist/Prepare for Hire

HR Admin Checklist/Prepare for Hire

HR Admin Checklist/Prepare for Hire

Post-SubmitDept. ActivitiesComplete I-9

Submit To HRSubmit To HRSubmit To HR

Hire Processed

BGC Results

Dept. Approval (Workflow)Dual Comp, Empl of Rel & Outside Employment

Dept. Rep ActivitiesUpload SupplementalDocs

SupplementalDocsSocial Security Card,Loyalty Oath

FSU Onboarding PortalCandidate Demo

Welcome to FSUInvitation to candidate is launched

User RegistrationCreate User ID and Password

User ID All CAPS

Successful RegistrationEmail confirmation and log in

User Name All CAPS

Security QuestionsVerify your identity

Employee InformationPersonal details

Exemption from FS119

EducationPulls data from application

Self-IdentificationEthnicity/Race, Veteran Status, Disability

Emergency ContactsOne contact is required

Background CheckCandidate’s answers are confidential

4-OP-C-B11 & 4-OP-C-7-G8

Background CheckCandidate submission initiates BGC process

4-OP-C-7-D

Dual CompensationApproval required

Leave TransferApproval required

Outside EmploymentApproval required

Outside EmploymentFaculty view

Employment of RelativesNepotism Approval Required

Nepotism Policy

Selective ServiceRequired by FS 110.1128

Who must register?

Confirm Employment InfoNo changes after submission

PoliciesMemorandum of Understanding

PoliciesLoyalty Oath

BenefitsMarketplace Notice and Benefits Links

Links Florida State University Summary of Benefits Tax Sheltered Annuity (403b) Companies

Optional Retirement Program (ORP) Approved Companies Florida Deferred Compensation Plan

Securian // Life Benefits Florida Division of Retirement

People First

BenefitsFlorida Retirement Plan

PayrollForm W-4 and State Tax Form

PayrollDirect Deposit

ParkingParking deduction authorization

Transportation & Parking Services

4-OP-E-6 Parking Regulations

Temporary Parking Permit

Supplemental DocumentsCandidate must select save to move forward

Submit to HRCandidate downloads signed forms

Download Signed Forms

Employee Final TasksI-9 Requirement

Employee Final TasksNew Employee Orientation

NEO Presentations

Welcome to FSUCandidate Complete

Abbreviated Onboarding Additional Invitation

When is Abbreviated Onboarding used? Additional Jobs Internal Movement (Promotion, Transfer)

What Information is required? Employee Information – Personal Details, Education, Background Check Employment Information – Dual Compensation, Employment of Relatives Supplemental Documents – Additional hiring documents based on the

appointment.

FSU Onboarding PortalDepartment Rep and Approvals

Security RolesDepartment Representative Access

FSU_SM_DEPT_ADMIN

FSU_ZSM_DEPT_%%%%%%and

• Select all applicable department numbers

• You must already have the FSU_SM_DEPT_ADMIN role or include in the same request for the ZSM roles to be approved

Security RolesDepartment Approval Access

FSU_SS_MANAGER• Access to approve onboarding actions at the supervisor or Dean, Director,

or Department head level is within the FSU_SS_MANAGER role

• Actions route to the primary DDDH listed on the Department Rep table. Departments should ensure the DDDH listing is up to date. Instructions for updating can be found here: Maintaining Department Reps Table Aid

FSU_SM_DEPT_VIEWONLY

VIEW ONLYFor Department Heads/or Staff to track a Candidate’s progress. Cannot take action.

Department NotificationNotification sent to department HR representative and offer creator

Candidate ConsoleTracking your Candidate’s progress

• Candidates will appear in Candidate Console for departments to check progress after the invitation is launched

Candidate ConsoleFSU Onboarding View Process

Completed

In Process

Locked

The process completion percentage located in the “View Process” link is for the

candidate’s portion only. There may be steps pending

in the portal for the department or central HR.

Track CandidateView Process

Candidate ConsoleFSU Onboarding Tracking your candidate

Various searches can be performed in Candidate Console

My TasksAction Items for your Candidate

My TasksMonitor Daily

Onboarding ApprovalsDepartment Approvals Worklist

Dual Compensation Outside Employment Employment of Relatives

On-Boarding ApprovalsFSU On-Boarding Searches

Dual Compensation Outside Employment Employment of Relatives

View FSU On-Boarding Approvals Review items that were already approved

FSU On-Boarding Approvals Alternative navigation to Worklist for

Approvers to locate items pending their approval.

Approvers will also receive an email notifying them that an action requires their approval.

Department Rep ResponsibilitiesMy Tasks Dual Compensation

Dual Compensation Submission/Review Candidate disclosed they have an existing active appointment with another FSU Department

Excluding courtesy, transfers, & promotions

Department Rep confirms existing appointment by searching Job Data for an employee ID

Department Rep ResponsibilitiesMy Tasks Dual Compensation

Dual Compensation Submission/Review Department Rep for new appointment must consult with Department Rep(s) for existing

appointment(s) to determine the following: No Change, Update, or Terminate for existing appointment(s).

Onboarding ApprovalsDual Compensation

New DDDH Existing DDDHCHRO or VP-FDA

Department Rep ResponsibilitiesMy Tasks Outside Employment

Outside Employment Submission/Review Candidate disclosed possible Outside Employment

Department Rep acknowledges—YES, outside Employment exists; or NO, outside employment does not exist

For Staff only; Faculty outside employment process is handled separately from onboarding process through the Office of Faculty Development & Advancement

Onboarding ApprovalsOutside Employment

Supervisor DDDH CHRO

Department Rep ResponsibilitiesMy Tasks Employment of Relatives

Employment of Relatives Submission/Review Candidate disclosed the name, job title, relationship, and department of any relative(s)

working at the University

Department Rep confirms/corrects information and submits for supervisor review

Onboarding ApprovalsEmployment of Relatives

Supervisor Department Manager CHRO VP-F&A

Department Rep ResponsibilitiesMy Tasks Leave Transfer

Leave Transfer Review/Approval Department Rep should approve/deny the transfer based on department guidelines

Must re-enter the hours, even if they are a duplication of what was entered by the candidate

OPS positions should be denied

Final HR approval may take a few weeks; not a stop for hiring

Background CheckClear to proceed notification

Department Rep ResponsibilitiesMy Tasks Supplemental Documents

ALL NEW • Social Security Card/Receipt• Notarized Loyalty Oath

Salaried Hires &

GAs•Offer Letter

A&P, AEX,

Faculty• Signed Contract

Faculty• CV• Reference Letters• Transcripts

Non-U.S. Citizens •Work Authorization Documents

Form I-9Compliance

HR will no longer require the completion of the I-9 prior to processing new hires, but will continue to strictly enforce Federal Law requirements.

Before or On DAY 1

• Complete Section 1

Before or By DAY 3

•Complete Section 2•If I-9 not completed,

STOP WORKING.•HR will end funding.

Form I-9My Tasks

I-9 reminder in My Tasks

If an employee has a hire date in the future and there is no I-9 in Guardian, HR will set up an employee profile in Guardian.

HR will clear the reminder if I-9 is completed before candidate is processed.

Candidate CompletionDepartment rep email notification

Department Rep ResponsibilitiesEnsuring Success

CommunicateCommunicate Manage My TasksManage My Tasks Monitor ApprovalsMonitor Approvals

Tips for SuccessImportant things to know

Approvers & reps should proactively monitor their Worklist and FSU Onboarding Approvals.

Invitations will expire after 21 days. Please ensure candidate has started the process.

If the candidate is not uploading any supplemental documents, they must still hit “SAVE & SUBMIT” to move forward.

Transcripts uploaded will not be considered “official” without proper chain of custody.

Coach Internal Transfers on how to appropriately answer Dual Comp question.

Stay in touch with your candidates. You are their first line of support.

Important RemindersThings to remember

Department representatives need the required roles in order to have access to the portal.

Current payroll deadlines still apply for approvals and processing.

All appointments submitted through OMNI Job Offers will utilize the onboarding portal.

ERS EDMContact the appropriate

EDM processorEDM Contact List

ResourcesNeed help? You have support

Smart Onboarding Websitehr.fsu.edu/SmartOnboardingContact your

RecruiterERS Contact List

Questions?