Human Resources and Organizational Effectiveness Laserfiche Projects
Advancing HR and Payroll through Continuous Process Improvement
The Division of Human Resources & Organizational Effectiveness (HROE) is committed to ongoing enhancements in service quality and operational efficiency. As part of this effort, we are continuously refining how human resources and payroll services are delivered across Texas A&M, Texas A&M Health, and Texas A&M Galveston.
One key initiative involves streamlining workflows leveraging Laserfiche to reduce manual tasks, accelerate processing times, and improve data accessibility. Laserfiche is a digital content management platform that transforms manual procedures into streamlined digital forms and workflows, enabling faster and more reliable service delivery. This initiative includes securely managing personnel files for staff, graduate assistants, and student employees in a centralized HROE repository. Please note: Faculty personnel files are administered by Faculty Affairs and are not included in this effort.
Our approach reflects a broader commitment to continuous improvement—leveraging technology and collaboration to deliver faster, more reliable, and more efficient services.
Expand the section below to learn more about the various processes.
Please refer to this page regularly for the latest project updates.
A standardized onboarding process establishes a strong foundation for an exceptional employee experience, promotes engagement, and contributes to higher retention rates. Accordingly, HROE has introduced the Onboarding Process (form in Laserfiche) to deliver an automated, efficient, and consistent onboarding experience for all employees—including full-time, part-time, temporary/casual staff, faculty, graduate assistants, and student employees. To ensure each employee is fully prepared and equipped for success from their first day, HROE collaborates with departments to continually enhance the onboarding experience.
Benefits of Using the Onboarding Form/Process
- For Departments and Hiring Managers
- Optimized, standardized, and enhanced processing efficiency
- Timely status updates (automated notifications) from HR Professionals via Laserfiche
- Interactive forms that display or hide fields based on the specifics of the onboarding circumstances
- Integrated routing system for obtaining required approvals regarding proposed salary and relocation allowance, when applicable. This means departments do not have to create and route memos externally.
- For New Employees
- Implementing automated processes enhances the employee’s experience and fosters higher levels of engagement among new hires.
- For Budget Contacts
- Automated notifications to finance personnel regarding upcoming onboarding activities. The notification contains pertinent new hire details to facilitate costing allocation actions in Workday.
- For IT Professionals
- Automated notifications are sent to local Technology Services technicians, ensuring all technical requirements for new hires are addressed before their start date, thereby reducing potential downtime and mitigating frustration.
Resources
Step-by-step Instructions (Job Aid) by Position Type
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.
HROE is dedicated to advancing efficiency, compliance, and service quality through ongoing process improvements. To streamline personnel file management, we now use a centralized HROE digital repository for storing Official Personnel Files (OPF) of staff, graduate assistants, and student employees. Additionally, we have aligned all personnel file management practices with legal retention policies to maintain audit readiness and reduce risk.
Personnel File Management Process Scope
- Applies to non-faculty employee types - staff, student employee, and graduate
- Applies to faculty medical files only. Please note: Faculty personnel related documentation is administered by Faculty Affairs and is not included in this effort.
Personnel File Document Exclusions
- Documents already stored in Workday are excluded.
- Example: Hiring salary adjustment approvals remain in Workday; related memos can be included in OPF.
- Historical (existing) paper or electronic files for non-faculty employees who were not onboarded through Laserfiche will remain in their current format due to resource (personnel and financial) constraints.
Benefits of Standardized Personnel File Management Process
- Centralized repository for staff, graduate assistants, and student employee files.
- Consistent file naming for easy search and retrieval.
- Enhanced search capabilities for faster, more reliable access.
- Automated filing and retention tagging to ensure proper document lifecycle management.
- Scheduled purging of files that meet retention requirements.