Onboarding Process
Enhancements – Prior Affiliation
March 6, 2015
Agenda Items
• Need for Personal Emails
• Prior Affiliation Questionnaire and Andrew IDs
• High Level Process Flows and First Pass Coupon Information
– Faculty/Staff
– Contingent Workers
– Students
Personal Email Address
A valid personal email address in Workday is required for Hires and Contingent
Workers. Onboarding processes are disrupted without email addresses:
• Hires:
– Workday automatically sends the onboarding checklist using the
personal email.
– Workday also sends temporary username and password to the
personal email.
(Exceptions: Students and Active Contingent Workers to Employees)
• Contingent Workers:
– In order to complete Prior Affiliation Questionnaire, a personal email is
needed.
Departments must contact the CMUWorks Service Center if the
individual does not have a personal email.
Andrew ID Prior Affiliation Questionnaire
• A Prior Affiliation Questionnaire has been added to the
onboarding process for faculty, staff, and contingent workers.
It is brief, but a required step.
• Completion of the Prior Affiliation Questionnaire will help
accurately identify if hires were previously assigned an Andrew
ID.
• If the individual elects to indicate no previous affiliation, it will
result in the loss of any previous Andrew ID.
• The ultimate decision to reactivate and distribute prior
Andrew IDs is made by the Computing Services Identity
Management Team.
Prior Affiliation Questionnaire
How the questionnaire is completed:
• Faculty and Staff Hires will receive an
onboarding step in Workday with a
link to the questionnaire. Once
complete, the hire must click the
“Submit” button on the step in
Workday.
• Contingent Workers will be sent a
manual email to their personal email
address with a link to complete the
questionnaire.
• Students will not receive this step
because they have active Andrew
Accounts.
High Level Process Flow – Faculty and Staff Hires in Pittsburgh
Workday
Hire Business
Process In
Workday
Completed
Automatic email
sent to hire’s
personal email
address with
Onboarding
Checklist
Automatic emails
sent to personal
email address with
Workday Temporary
User Name and
Password*
Faculty or Staff Hire’s Responsibilities
Workday Inbox
Items – Part 1
Visit CMUWorks
Service Center
Workday Inbox
Items - Part 2
Prior Affiliation
Questionnaire
Complete Form I-9,
Section 2 at the
Service Center
Enter Emergency
Contacts
Review Documents
(Intellectual Property
Agreement)
Enter Personal/Contact
Information; Review
Legal/Preferred Name
Complete Form I-9,
Section 1 of 2
Prior To Their CMU Start Date
Provide Social Security
Number, (unless SSN
has not yet been
issued)
Receive First Pass
Coupon and
Andrew ID*
Within 3 Days
of Start Date
Enter Payment
Elections (Direct
Deposit)
Complete Federal,
State and Local Tax
Withholdings
Enter Benefit
Elections, if
applicable
Next Steps
Get CMU ID Card
at the HUB,
on/after Start Date
Complete
Workplace
Harassment
training
* Exception is Contingent to Employee Conversion; they
already have an active Andrew Account.
First Pass Coupon Process for Faculty and Staff Hires
The First Pass Coupon is a secure process to
enable users to establish a password for their
Andrew Account.
Process for Hires To Receive First Pass Coupon:
• If New To CMU or have an Inactive Andrew Account,
Andrew IDs and First Pass Coupons are issued to at
the Service Center after the I-9 Form is completed.
• Active Andrew Accounts (including Students,
Contingents to Employees), no need for First Pass
Coupon.
• Non-Pittsburgh Hires, hires or departments should
contact the Service Center when onboarding
activities (including Form I-9) are completed.
Departments will be contacted if Hire does not complete Onboarding in a timely
manner.
High Level Process Flow – Contingent Workers
Workday/Email
Contingent’s
Responsibility
Email
Contingent Worker Added to
Workday
Required Contingent Worker
Action*
Andrew ID is Created or
Verified
Email Manually Sent
to Contingent’s
Personal Email
Address Regarding
Required Action
Prior Affiliation
Questionnaire is
Completed by
Contingent
Andrew ID emailed to
Personal Email, along
With Information about
Workday Access
Separate Email With First
Pass Coupon Sent to
Personal Email
*Departments will be contacted if Contingent Worker does not complete the Prior Affiliation Questionnaire in a timely manner.
First Pass Coupon Process for Contingent Workers
The Contingent Worker must first complete the
Prior Affiliation Questionnaire.
First Pass Coupon Process for Contingents:
• If no prior affiliation, a new Andrew ID will
be created and a First Pass Coupon will be
issued.
• If a previous Andrew ID existed, attempt will
be made to reunite the contingent worker
with the Andrew ID. A First Pass Coupon
will be generated.
• If the Andrew Account is active, no need for
First Pass Coupon.
Departments will be contacted if Contingent Worker does not complete the Prior
Affiliation Questionnaire in a timely manner.
High Level Process Flow – Students in Pittsburgh
Workday
Student Data Pulled
from SIS into Workday
Workday Sends Email to
Student’s Andrew Email
Address with
Onboarding Checklist
Student’s Responsibilities
Workday Inbox Items –
Part 1
Review Documents
(Intellectual Property
Agreement)
Visit CMUWorks Service
Center
Workday Inbox Items Part 2
Complete Form I-9,
Section 2 at the Service
Center
Enter Payment Elections
(Direct Deposit)
Provide Social Security
Number, (unless SSN has
not yet been issued)
Complete Federal, State
and Local Tax
Withholdings
Enter Personal/Contact
Information; Review
Legal/Preferred Name
Department Must “Add
Additional Job” for New
Student Position
Complete Form I-9,
Section 1 of 2
Prior To Their CMU Start Date
Within 3 Days of
Start Date
Onboarding for Students
• Students already have active Andrew IDs so their onboarding experience
will not be affected by the Prior Affiliation Questionnaire
• Students are still required to complete onboarding in a timely manner