Employee Onboarding, Separation & Transfer Documentation Routing


The automated routing of documents required for onboarding, separation and transfers for staff, faculty, and student assistants.

Project Request Documents
Requesting Department
Financial Services - Director

Primary Customers
Student Assistants

Josh Smith
Phil Rouse
Denise Giltzow
Melissa Koval
Carol Lorentzen
Liz Villarreal

Project status
Gradient Closed

Status Update

5/27/15: The project in its broad form has been closed and broken into its component parts as four separate projects. Click the links below for more information on each:

4/30/15: The final list of Form 109 issues has been completed; we are now discussing the most appropriate method and timing for introducing the solution to campus.

A cross-functional working group has been identified to deal with the collection of data  from new employees; the group is discussing current issues and potential new processes. Technical and functional groups are gaining an understanding of the current process. The goal is to create a secure and simple user-facing collection point for the minimum data needed to create or match an employee to their User ID so that resources can be ordered for the first day. This would replace the current offer letter and fax/mail approach. We should have a conceptual presentation to share with the group in early May

A cross-functional working group has also been identified to deal with the separation clearance checklist, and one-on-one conversations have taken place with the stakeholders. The goal is to create a replacement for the current paper separation checklist, and we expect to have a proposed solution for vetting by the end of May.

3/25/15: The Form 109 Report of Separation will be finalized shortly, and the business process guide and communication plan will be completed in April. The other Separation and Onboarding components will be broken out into separate projects and prioritized individually; the first Onboarding priority will be the collection of new emplyee data needed for the creation of an HSU username and password, and the first Separation priority will be the separating employee clearance process.

2/25/15: The onboarding team is focused on short term deliverables, and is working on checklists, guides, and electronic processes. Progress has been good in these areas, so we are now segmenting the most important gains and completing the prioritized items, which will result in a more effecient delivery of outcomes. The separation team in in the final testing phase for Form 109, which was delayed by issues preventing the migration of Apex forms to Nolij.

1/28/15: The onboarding checklist is targeted for completion in February and contains close to 100 campus practices and critical steps. The completed document will help departments and hiring authorities to create a more effective hiring process through full  access to all relevant details and consistent application across campus. The method of delivery is yet to be determined.

Testing for the separation process for Form 109 and Nolij is expected to be complete by early February. The remaining two forms will then be developed and implemented, which will enable the Separating Employee Clearance Form to be optimized and connected to the Form 109 Report of Separation and the Academic Department Form, updating rehire status at the close of each semester.

12/18/14: The final best practice timeline for onboarding new employees will be ready for piloting in January using searches that are closing this month. The new APS/HR website is also being adapted to incorporate pages specifically for new staff and student employees. Currently scheduled project elements will be adjusted as necessary to optimize resource usage as required by the results of the Fall project prioritization cycle.

Final testing for Form 109 will also take place in January. Payroll has confirmed that the Form 109 process is being coordinated with the Separating Clearance Form process, enabling Payroll to satisfy audit requirements. Form 109 will be introduced during Spring 2015; timeline details will be provided closer to the go-live date.

10/28/14: The Onboarding Timeline team is creating and testing a best practices timeline which walks departments through best-practice steps, communications, and processes; this will be piloted through to the end of the year.

The Portal team is focussing on designing and executing a secure pre-employment portal which will provide a more effective way to gather the new hire information needed to establish the employee ID number, username, and services that depend on this initial process.The proposed solution will be reviewed with the greater Onboarding team and sponsors; if agreed to, programming resources will be required to build the functionality. However, if the pending eRecruit proposal is approved, this will likely function as the pre-employment portal. 

Form 109, the Apex Report of Separation, has been successfully connected to the Nolij development environment, tested, and fixed as necessary; testing will continue in November until all fixes and gaps are completed. Other related separation forms such as the Separating Employee Clearance Form and the department separation report (a consolidation of Forms 510, 515, and 610) are delayed by resource constraints. To mitigate these delays, the team is considering a gradual implementation of the process which would introduce newly created separation forms as they are ready (after testing) instead of the original plan of having all the forms ready at once. The original goal of completing all separation forms and related testing by December may be at risk due to resource constraints impacted by the demands of prioritized projects outside of this one.

9/24/14: Onboarding recommendations have been vetted by the process stakeholder team and reviewed with the sponsor. The sponsor has asked the team to form two working groups to prioritize and begin working on recommendations. One team will focus on setting short and long term goals for developing specific functionality in the Onboarding Portal. The other will create a new timeline for key steps and communications to support the development of a consistent new-hire process.

The Separation Project Team is waiting for programming resources to be available to connect the Report of Separation to the Nolij development instance for testing. We still expect to meet the schedule set in the last update, but may need additional support.

8/25/14: Onboarding recommendations are nearly complete and will be reviewed by the process stakeholders team next week; the summary for the sponsor will be finalized shortly thereafter.

Development of the separation forms continues. The Report of Separation (Form 109) is being moved into a Nolij development instance for testing; the Appointment Form (Form 104) Nolij workflow is being leveraged to reduce development time. The remaining forms are still being built and will be connected to a Nolij development instance for testing as they are completed.

We expect to complete all form development by the end of November, testing by the end of December, and to go live with limited pilot groups before the start of the Spring semester in January 2015.

7/30/14:  The Apex Report of Separation form is complete, less the help text, and is being connected to a Nolij development instance for testing purposes.

The Separating Employee Clearance Form structure has been finalized and the requirements provided to the programmer. Once it the draft is ready, it will be tested internally and amended as needed before moving on to testing with a small set of users.

An Onboarding Process Analysis work session has been conducted with stakeholders to gather current process steps and suggestions for improvement. A follow-up session will take place in early August for stakeholders not available for the first session. The resulting recommendations will be compiled into an executive summary by the end of August.

An additional executive summary covering the transfer portion of the project will explain the process, identify current pain points, and provide recommendations for resolving those pain points in the future.

6/24/14: The electronic Report of Separation recommendations have been finalized and passed to the APEX programmer.

This month, the project team met with campus staff who issue and collect HSU items such as credit cards, ID cards, media equipment, and keys in preparation for the development of a new Separating Employee Clearance Form. This form will list the items to be collected, along with their dollar value, and allow for a central collection point, which will improve HSU security by reducing the risk associated with uncollected items. Ownership of the form rests with the relevant department administrator, who can also clear" the employee if they do not have items to return. This form is expected to be finalized in July 2014.

In the next few weeks, the team will meet with the project sponsors to confirm deliverables, timelines, and participation for the Onboarding phase. Working groups will reconvene by the end of July to complete the analysis and provide recommendations for review and implementation.

5/22/14: The team is currently working towards creating a single Separating Employee Clearance form and electronic process that will apply to all HSU, SPF, and other relevant employees instead of the current four different forms.

In June, the team will meet with process owners responsible for collecting HSU items to get their input into the development of the new process and the structure of the electronic clearance form. The current plan is to build a central inventory of items that will support the onboarding, transfer, and/or separation of employees, for which the team is working on integration issues. Final recommendations are expected by the end of July.

4/23/14: The team continues to work on editing the Report of Separation. Once this process is complete, we will build and finalize the Advice of Separation. The review of current status and recommendations with sponsorship have been completed.  

3/27/14: The electronic Report of Separation (Form 109) initial draft was reviewed, and edits and adjustments documented and provided to the technical developer this week. The form will be adjusted, then retested. Once it is completed, the developer will begin creating the electronic Advice of Separation (Form 510).

The project team is meeting regularly to continue shaping the Separation and Transfer Checklist process and electronic form design. A meeting is scheduled with the sponsor for early April to update on the Report of Separation progress, and present the process improvement recommendations for the Separation and Transfer Checklist portion of the process.

2/24/14: The APEX e-forms are being created this month and will be ready to review by mid-March.

In preparation for the next phase, which will focus on the Separation Checklist, we have scheduled meetings to learn more about the Fischer identity management functionality and how it may be tied into the separation and transfer process. This process will enable the team to develop appropriate recommendations for the checklist.

1/27/14: The project is now focused on the separation process. An e-form is being drafted for the HSU Report of Separation on the staff side, as well as the Advice of Separation (Form 510) for temporary faculty. These new e-forms will form the first phase of the project.

At the same time, the project team is working on how to improve the current Separation Checklist process, which departing employees must complete. This will form the next phase of the project.

11/25/13: Completed as-is mapping of onboarding and exit processes and identified hotspots for further analysis/action. Gained alignment on initial assessment and next steps with sponsor and identified core team.  The team is now detailing areas for improvement in theReport of Separation form in preparation for digitizing; full requirements and mapping are expected by 12/31/13. We are also scoping new points of communication to be added for relevant individuals in the onboarding process and the creation of e-check-in/check-out list.

10/16/13: This project has been approved by the President and VPs as one of four core areas of process improvement priorities for 2013-14. Originally submitted as a multi-phased solution for separation and transfer document routing, the final project approval also included the employee onboarding process. 

12/5/12: Proposal has been deferred for consideration as part of campus-wide efficiency initiatives planned to commence in 2013. Should the Identity Management Audit result in a finding relating to existing employees, Joyce Lopes has agreed to assist in crafting an appropriate response that will both satisfy the auditors and not require that we undertake this project immediately.

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01-01-14 to 06-01-15

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