Human Resources and Organizational Effectiveness Laserfiche Projects

Onboarding Process

A standardized onboarding process for employees provides the foundation for a great employee experience, enhanced engagement, and increased retention rates. As a result, Human Resources and Organizational Effectiveness has implemented an Onboarding Process (form in Laserfiche) to create an automated, streamlined, and uniform onboarding experience for all employees (full-time, part-time, temp/casual, staff, faculty, graduate assistant, and student workers). To ensure every employee is mission ready on day one and positioned for success, Human Resources and Organizational Effectiveness is partnering with departments to strengthen the onboarding experience. 

Benefits of Using the Onboarding Form/Process

• For Departments and Hiring Managers
  • Streamlined, uniform, and more efficient processing
  • Timely status updates (notifications) from Human Resources Professionals via Laserfiche
  • Laserfiche Forms is an interactive tool. As you complete the form, fields appear or disappear based on the specifics of the onboarding situation
  • Laserfiche can route necessary approvals for proposed salary and relocation allowance (if applicable). Departments do not have to create and route memos outside the Onboarding Process in Laserfiche.
• For New Employees
  • Automated process provides a better employee experience and increases new employee engagement
• For Budget Contacts
  • Laserfiche sends an email notification to finance personnel of the upcoming Onboarding action. The notification includes relevant new hire information for processing costing allocation actions in Workday. 

Resources

Step-by-step Instructions (Job Aid) by Position Type 

• Staff
• Graduate Assistant
• Student

Frequently Asked Questions

Who initiates the Onboarding Process by submitting the Laserfiche form? 

• The Onboarding form in Laserfiche may be submitted by the hiring manager (supervisor), the hiring manager’s delegate, or the Human Resources Professional according to the hiring manager’s preference.  

When should the Onboarding Form be submitted?

• Staff Employee Type
  • For staff hires, the Onboarding form should be initiated/submitted prior to making a verbal offer to the final candidate. This step occurs immediately after the recruitment process which should have already included the posting of the job advertisement, as well as the conducting of interviews and reference checks.
  • Once the Onboarding form is electronically submitted, it routes to an Human Resource Professional for review. The Human Resources Professional then confirms proper approvals have been obtained and will notify the hiring manager when they may proceed with a verbal offer. 
• Graduate Assistant and Student Worker Employee Types
  • For graduate assistant and student employee hires, the Onboarding form should be initiated/submitted when the final candidate has been selected for hire.
  • New hires are not authorized to begin working until all appropriate approvals have been secured and work authorization (Form I-9) has been verified by HROE in the new hire’s onboarding session.
• Faculty Employee Type
  • The Faculty Affairs Portal sends a direct feed of approved faculty hires to the Onboarding Process in Laserfiche. An Onboarding Request Form does not need to be submitted for faculty hires.

What information and documentation needs to be provided when initiating an Onboarding form in Laserfiche?

• Please refer to the Resources section above for step-by-step instructions (job aids). Required information and documentation may vary based on the employee type and hiring circumstances. 

How will I receive updates after I have submitted an Onboarding Request in Laserfiche?

• Your HR Professionals will provide regular updates on the status of your Onboarding form. These updates will primarily occur via email. Alternatively, hiring managers may contact their respective Human Resources Hub Professional for additional information.

What else do Hiring Managers need to do to ensure their new hire has a smooth onboarding experience?

• The first step is completing the Onboarding form in Laserfiche prior to extending a verbal offer to the candidate you have chosen.
• Secondly, be on the lookout for email communication from your Human Resources Professionals and respond to inquiries promptly.
• Hiring managers must follow up directly with their unit’s Technology Services representative to ensure proper equipment is ordered in a timely manner and proper computer access is requested for your new hire. Laserfiche will send an automated reminder notification to the hiring manager regarding access and technology needs for the new hire.
  • Please keep in mind that some equipment may need to be requested/purchased well in advance of a new hire’s start date (two weeks’ minimum notice recommended).
• Hiring Managers will receive an automated email with a Departmental Onboarding Checklist from Laserfiche after the new hire’s background check and degree verification are complete (if applicable). Below is a list of items included in that Onboarding Checklist.
  • Arrange Office Space
  • Order computer and office supplies as needed
  • Request Facility Access
  • Order other equipment and supplies as needed
  • Phone and Voice Mail Set Up
  • Network drive access
  • Order Business Cards
  • Request Access to job-specific systems (as needed) - Canopy/FAMIS, Maestro, Concur, Workday, Aggiebuy, Compass, eCampus, etc.
  • Request Travel and/or Payment Card as needed
  • Assign Specific Job Training
  • Arrange Parking as needed
• Lastly, it is imperative that all hiring managers understand that new hires are not authorized to begin working until all appropriate approvals have been secured and work authorization (Form I-9) has been verified by Human Resources and Organizational Effectiveness in the new hire’s onboarding session. 
•  Hiring managers and the new hire receive a specific email notification that specifically communicates when the new hire is officially cleared to begin working. No work should begin before this clearance is obtained. Allowing a new hire to begin working before HROE has cleared them to work may result in adverse impacts including delays in paying the individual (creating potential financial hardships for your new hire), as well as penalty fines being charged to the university (respective college/school or division) by the U.S. Immigration and Customs Enforcement agency.

The Human Resources and Organizational Effectiveness Repository in Laserfiche will be used to electronically store non-faculty employee personnel files (staff, graduate assistant, and student employees) in a centralized location. The Human Resources and Organizational Effectiveness repository will replace existing non-faculty personnel file repositories across Texas A&M University, Texas A&M University Health, and Texas A&M University Galveston. Note: Faculty personnel files are excluded from this project. Faculty Affairs is leading a separate effort related to faculty personnel files.

Paper (physical) personnel files will be digitized and stored in the Human Resources and Organizational Effectiveness Laserfiche Repository. This effort will be led centrally by Human Resources professionals. Additional information and project timeline will be forthcoming.