Orientation: SMS Onboarding
with RedCarpet
July 2013
Laurie Caraher
Corporate Technical
Communications
Jennifer Eschenfelder
Manager, HR Programs and
Compliance
Charging for Time
OVRHD.13.0006.COR.01
GoToTraining Interface
Agenda
• New SMS Onboarding Process
• Onboarding Workflow
• RedCarpet
– New hire portal and dashboard
• Key Tasks for Managers and Teams
• Support Tools
• Summary and Questions
New SMS Onboarding Process
• Automated, web-based system
– Silkroad RedCarpet software
• Manages onboarding and life events
– New employees
– Subcontracted labor
• Replaces HMORES and
VA Access Tracker
Overview of Onboarding Workflow
Onboarding Portal for New Personnel
• Online tool for processing
onboarding event
– New hire HR paperwork
– Contractor security clearance
• Required forms are to be
completed before start date
• Secure storage and submittal
of documents
Onboarding Portal Site
New Worker Welcome Screen
Click to
manage
tasks
Tasks on
To Do list
RedCarpet Dashboard
Dashboard & Navigation – SMS
Onboarding Team Members
Click Tabs to
Change View
Navigation
Menu
Help
Dashboard
RedCarpet Dashboard
Employees Tab
NOTE: Same tab for Subcontractor Worker
Event
Status
Link to
Employee
Profile
% of Event
Tasks
Complete
RedCarpet Dashboard
Assignees Tab
Indicates status of tasks
organized by assignee
RedCarpet Dashboard
My Tasks Tab
Filter
Parameters
Task
Status
Click to
view Task
Summary
Claim or
Delete a task
RedCarpet Dashboard
Team Tasks Tab
• View status of tasks assigned to your team.
• Claim tasks or reopen completed tasks.
Questions?
Key Tasks: Managers and Teams
• RedCarpet routes onboarding tasks to
hiring managers and teams
– Human Resources, Security
– Finance, Time & Expense, and Contracts
– IT and Facilities
• Eliminates HMORES database
• Replacing VA Access Tracker database
Key Tasks: Hiring Manager
Task 1: Subcontractor Labor Input Form
• Located on SMS website
• Submit 10 days prior to work start date
- Email: HROnboarding@systemsmadesimple.com
• HR enters into RedCarpet and triggers
onboarding event
• Critical Task
Key Tasks: Hiring Manager
New Subcontractor Labor Input Form
Available on the
Employees page of
the SMS website.
Key Tasks: Hiring Manager
Task 2. New Personnel Action Form (PAF)
• Identifies key information for getting personnel
setup to begin work
• RedCarpet task sent to Hiring Manager
• Complete online via E-Form
• Critical Task: Triggers onboarding activities for
other SMS departments
Key Tasks: Hiring Manager
New Personnel Action Form (PAF)
Click link in
RedCarpet to
complete.
Key Tasks: New Worker
• All: Complete RedCarpet profile
– Personal information
– Populates forms
• New Hires: Complete HR paperwork
– Payroll Forms, I-9 Verification, Benefits,
Company Policies, Security Clearance
• Subcontractor: Security Clearance
Key Tasks: Human Resources
• Process New Hire HR Tasks
– New Hire Orientation, Payroll, Benefit
Elections, Training
• Security Clearance Documents
• RedCarpet Administrator
– Monitors system notifications
– Reports on overdue tasks
Key Tasks: Teams
• Finance, Time & Expense, Contracts
– Deltek /Time and Expense profile and codes
– Subcontracting labor agreements, if
applicable
• IT equipment, software, and access
– Laptop, software, phone equipment
• Office equipment and access
– SMS building access, parking, business cards
Questions?
How to Process a Task
• Receive notification and access
RedCarpet
How to Process a Task
• Log into RedCarpet then click task on My
Tasks tab
Click
How to Process a Task
• View Task
Summary
• Follow
Instructions
• Click link to
complete form
• Add Notes
• Save
How to Process a Task
• Complete an E-form
Questions?
Support Materials
SMS Website, Employees Section
Summary
• New Onboarding Process, Go Live 7/22/13
– Managed by RedCarpet, pre-employment
activities for both direct hires and subcontractors
– E-Forms, email notifications & task routing
– Hiring Manager: Subcontractor Labor Input Form
and Personnel Action Form
– System generates requests for IT/office
equipment, security and time & expense
– Next Phase: Off-boarding Event & Project
Transfers
Questions
Questions?
HROnboarding@systemsmadesimple.com
Charging for Time
OVRHD.13.0006.COR.01