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University Human Resources HR User Group (HUG) Agenda April 17, 2013

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2 HR User Group (HUG) - Agenda 1. Taleo Recruit Manager Cindy Martin Taleo Applicant Tracking System Stanfords new recruiting tool How does it work? 2. Oracle Business Intelligence (OBI) Reporting Anh Hoang OBI Portal new reporting tool HR Reports migrating to OBI 3. PeopleSoft Termination Web Forms - Amy Hornibrook New panel/field changes and gross pay totals 4. HR Transaction Services Steve Holoien 5. Axess Redesign Kelly Wright 6. Payroll/Form I-9 Lalida Sritanyaratana 7. STARS Learner Experience Project & Services Angelina Ruggiero & Eric Nakagawa 8. Microsoft Office Skills Testing Lindsey Gauci

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Taleo Recruit Manager

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4 What is Taleo ATS? T HE T ALEO A PPLICANT T RACKING S YSTEM (ATS) IS THE RECRUITING PLATFORM THAT WILL REPLACE T ROVIX R ECRUIT M ANAGER THIS SUMMER. Why are we replacing Trovix? Trovix has reached its end-of-life phase, with no further support or development available. Why are we using Taleo? Taleo is a robust state-of-the-art application for tracking requisitions and applicants through the hiring process. Taleo offers opportunities for improved system performance and integration. The way data are collected will improve applicant tracking reporting.

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5 The Taleo Recruit Manager Welcome Screen When you access Taleo, your personal welcome screen shows information on candidates, requisitions, offers and tasks that you own or collaborate on. Candidate and Requisition data you own and control Easy access to support documents and other resources

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6 Creating a Requisition 1.Select requisition values from menus 2.Add a description 3.Select pre- screen questions for filtering candidates early Now, you are ready to recruit!

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7 Displaying Your List of Requisitions Requisitions can be displayed with one click. Sorting options are available. Requisitions are listed showing the number of candidates attached. Click on the number to display the matched candidates list (below). Matched Candidate details are a click away

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8 Displaying Candidates Matched to Requisitions The action bar is an easy way to perform tasks with a single click on an icon, or select an action from the More Actions pull down menu. Select Candidates to display this list

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Questions

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HR Reports Moving to Oracle Business Intelligence (OBI) Reporting

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11 Transition to OBI Portal 1.Purpose of Conversion Improved technical and browser support Consolidating Stanford reports into one consistent environment Time/Leave and STARS have moved all RM1 reports over to BI Portal Improve Reporting Experience 2. Timeline Job, Position, General HR, and Salary Planning reports converted, tested, and available in OBI environment today! Access reports at bi.stanford.edu ReportMart1 to OBI transition April 30th HR Reports Available In OBI Now! Report Verification by HR Units ReportMart1 Transition to OBI April 30

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12 Transition to OBI Portal 1.What is the same? Folder Structure Report Name and Number Results sections and formatted reports Ability to Export to Excel Pivots Sorting/Filtering 2. What is different? URL Change Navigation to Folder Structure Result sections are now Tab sections Steps to Export 3. OBI Report Demo

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13 QUESTIONS?

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PeopleSoft Termination Web Forms

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15 Termination Web Forms a new look!

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16 Termination Web Forms a new look! When processing a termination without a final check

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17 Termination Webform Updates 1.The following earn codes will be excluded from the Total Gross Amount when calculating an employees final check. BDS, BVS, CSK, HLS, JRS, LBD, LHL, LPS, LSK, LVC, MLS, PST, SKS, SST, SWC, TBD, TPS, TVC, VCS, EXT AND SLT 2.The Total Gross Amount will be the correct amount on the final paycheck and will no longer include all the time taken and add it to the Total Gross Amount. 3.These entries should still be made for a final check to charge the appropriate accruals for time taken during their final pay period. 4.The Adjustment (ADJ) earn code may now be used if it is necessary to reduce a final check to recover a salary overpayment from the employee. Enter the negative sign (-) in the Hours or Gross Amount field. The Total Gross Amount will calculate accordingly at the bottom of the page. Termination Webform Reminders 1.When processing final check for an employee on terminal vacation Last date of employment is the last day on terminal vacation Enter hours for salary payment line (do not use gross amount) Enter TVC hours for the same amount 2.When paying out accrual balance for Personal Time Off use earn code PPO PTO will not payout, use only when PTO is taken during the last pay period

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HR Transaction Services Process Enhancements

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19 HR Transaction Services (HRTS) Part of University HR, located at 3160 Porter Drive Formed in 2011 to leverage a concentration of PeopleSoft expertise, support, and systems experience, as well as close ties to Payroll and Benefits Services provided 1.PeopleSoft transaction processing 2.Background checks 3.Trovix job postings 4.University-wide PeopleSoft support Transactions TeamSpecialized Support Denise FordAmy Hornibrook Lourdes RodriguezSharon Shea Michael JarockiKathy Lucas

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20 HR Transaction Services - Top 10 Service Enhancements! Note: services in GREEN are available to the entire university 10.PeopleSoft and HR Administration references, job aids, transaction forms 9.PeopleSoft Helpline (x59079) for questions on processing transactions (proactive look before you leap) 8.Bulk summer hires (temps, casuals & students) 7.Converting Stanford student appointments to Summer student appointments JCC 9100 to JCC 9154and back again! 6.Faculty summer supplements 5.Handle all PeopleSoft and Trovix posting for HRAs going on vacation or leave 4.Working with your existing processes, forms, and spreadsheets 3.Non-employee Affiliate entries 2.One-touch-processing: Create Approve Update 1.Private Portal for submission of SSN and DOB

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21 Private portal for new hires SSN and DOB Not yet available to the whole university Secure database to submit social security number and date of birth No more writing down numbers, information comes straight from the applicant

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Axess Redesign

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23 Axess Redesign: Project Overview Future releases of PeopleSoft will decouple the HCM (Human Resources) and Campus Solutions (Student) products. As our community places a high value on the consolidation of content within Axess, we launched the Axess Redesign Project to create a platform to continue to unify this content as we move to the future. The Axess Redesign Project proposes to reinvent our user experience (UX), deploying a flexible platform product and engaging professional UX resources to create an Axess that is: 1.Modern and intuitive for all of our user populations 2.User-centric in content presentation, with personalization options 3.Mobile responsive 4.Compatible with the latest browser versions 5.Equipped to consolidate content from multiple sources

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24 Axess Redesign: Project Timeline Last fall, we engaged a professional user experience and design firm, TandemSeven, to lead the Axess Redesign effort. The project is on schedule, on the following timeline: JanuaryStakeholder Interviews & Content Mapping FebruaryDesign Prototyping MarchContent Remapping AprilUsability Testing & Design Refinement May JuneUser Acceptance Testing July 29Go-Live: Axess Redesign Phase 1 August July 2014Incremental releases of Axess Redesign Phase 2

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25 Axess Redesign: Phase 1 Simplified Design

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26 Axess Redesign: Phase 1 Dashboard View

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27 Axess Redesign: Phase 1 MegaMenu Navigation

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28 Axess Redesign: Phase 1 PeopleSoft Navigation

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29 Axess Redesign: Phase 1 - Preferences

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Payroll/Form I-9

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31 New & Noteworthy: Form I-9 1.New Form I-9: Effective 3/8/13 2.Form I-9 Gateway: I9.stanford.edu

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32 New Form I-9 (Rev. 03/08/13 N) Reminder: P.O. Box not accepted; must be a physical address Changes include: Added fields - Email Address -Telephone Number Clarified instructions on citizenship status Old Form I-9 only accepted until 5/7/13.

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33 New Form I-9 (Rev. 03/08/13 N) Added lines for List A documentation Relocated date fields for: -Employees first day of employment -Employers signature

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34 New Form I-9 (Rev. 03/08/13 N) Clarified Lists of Acceptable Documents

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35 New I-9 Gateway: i9.stanford.edu H OW - TO S FOR F ORM I-9 C OMPLETION AND RE - VERIFICATION E XAMPLES OF COMPLETED & UPDATED I-9 S F REQUENTLY A SKED Q UESTIONS

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36 New I-9 Gateway: i9.stanford.edu

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37 New I-9 Gateway: i9.stanford.edu

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STARS Learner Experience Project & Services L EARNING S OLUTIONS G ROUP

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39 Training Management Profile Management Learner Experience Notifications & Escalations Training Impact & Risk Mitigation Regulatory Compliance Audience Development & Delivery Tracking & Enforcement Reporting Evaluation Risk Management Systems Governance Organization Staffing

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40 Learning Providers Learners Learning Solutions Group (LSG)

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41 Stanford Learning Trends Staffing/Cost Drivers FY07FY10FY11FY12FY12/ FY07 FY11/ FY10 FY12/ FY11 Scope Active Learners19,98725,13227,86129,500148%111%106% # of Courses7791,0351,1991,820234%116% 152% Enrollments per Year 46,05560,76968,61785,560186%113% 125% Training Groups in STARS 10203845450% 190% 118% Complexity Active eLearning Courses 2396133194843% 139%146% eLearning Ratio0.030.090.11 367% 122% 100%

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42 Learner Experience Project Identify Training Course Design & Administration Cycle Timely Course Completions Learner Records & Reports Learner Records & Reports Training Impact Audience Development & Delivery Tracking & Enforcement Reporting Evaluation Seamless Learner Experience

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43 Course Design & Development Course Administration & Reporting Executing Services Enabling Services Infrastructure System Infrastructure Bundles & Enhancements Profile Management Learner Experience Infrastructure System Infrastructure Bundles & Enhancements Profile Management Learner Experience LSG Services

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Microsoft Office Skills Testing UHRs Staff Employment Team

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45 MICROSOFT OFFICE SKILLS TESTING Advantages of Testing Provides an opportunity to assess a candidates Microsoft Office skills Candidates can complete the assessments on their own computers Testing is offered at no cost to your department Staff Employment Connecting Stanford to Great Talent!

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46 MICROSOFT OFFICE SKILLS TESTING Current Practice Administered by Staff Employment Online Tests Provided by EmployTest (external vendor) Available Tests Include*: Word Excel PowerPoint Outlook Access * 2003, 2007, and 2010 versions available Results sent to hiring team once received Staff Employment Connecting Stanford to Great Talent!

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47 MICROSOFT OFFICE SKILLS TESTING Sample Assessment Topics WordExcelPowerPointOutlook Find textCreate a column chartCreate new presentation template Calendar-display Cut and paste textCreate a formulaDelete a slideChange the calendar view Display rulerDelete cellsChange layout of slideAdd a contact Insert page breakMerge cellsPrint speakers notesSort email Adjust line spacingChange worksheet margins Insert clip artReturn receipt Create a bulleted listCreate pie chartAdd a text boxSend message Insert a picturePrint workbookAnimate shape with motion path Display a to do list Insert a citationRename a worksheetPrint full page slidesCreate a note Replace textChange font sizeEdit text in the slide paneRecurring meetings Staff Employment Connecting Stanford to Great Talent!

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48 MICROSOFT OFFICE SKILLS TESTING Would you like to learn more? Please contact: Staff Employment (staffemployment@stanford.edu)staffemployment@stanford.edu Staff Employments website: http://staffing.stanford.edu http://staffing.stanford.edu Questions? Staff Employment Connecting Stanford to Great Talent!

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University Human Resources T HANK YOU !