University Human Resources
HR User Group (HUG) Agenda
April 17, 2013
2
HR User Group (HUG) - Agenda
1. Taleo Recruit Manager – Cindy Martin
 Taleo Applicant Tracking System – Stanford’s new recruiting tool
 How does it work?
2. Oracle Business Intelligence (OBI) Reporting – Anh Hoang
 OBI Portal – new reporting tool
 HR Reports migrating to OBI
3. PeopleSoft Termination Web Forms - Amy Hornibrook
 New panel/field changes and gross pay totals
4. HR Transaction Services – Steve Holoien
5. Axess Redesign – Kelly Wright
6. Payroll/Form I-9 – Lalida Sritanyaratana
7. STARS Learner Experience Project & Services – Angelina Ruggiero & Eric Nakagawa
8. Microsoft Office Skills Testing – Lindsey Gauci
Taleo Recruit
Manager
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What is Taleo ATS?
T H E T A L E O A P P L I C A N T T R A C K I N G S Y S T E M ( AT S ) I S T H E
R E C RU I T I N G P L AT F O R M T H AT W I L L R E P L A C E T R OV I X
R E C RU I T M A N A G E R T H I S S U M M E R .
 Why are we replacing Trovix?
› Trovix has reached its “end-of-life” phase, with no further support or
development available.
 Why are we using Taleo?
› Taleo is a robust state-of-the-art application for tracking requisitions
and applicants through the hiring process.
› Taleo offers opportunities for improved system performance and
integration.
› The way data are collected will improve applicant tracking reporting.
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The Taleo Recruit Manager Welcome Screen
When you access Taleo, your personal welcome screen shows information on candidates,
requisitions, offers and tasks that you “own” or collaborate on.
Candidate and
Requisition data you
own and control
Easy access to
support
documents
and other
resources
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Creating a Requisition
1. Select
requisition
values from
menus
2. Add a
description
3. Select prescreen questions
for filtering
candidates early
Now, you are ready
to recruit!
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Displaying Your List of Requisitions
Requisitions can be displayed with one click. Sorting options are available.
Requisitions are listed
showing the number of
candidates attached. Click
on the number to display
the matched candidates list
(below).
Matched
Candidate
details are
a click
away
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Displaying Candidates Matched to Requisitions
Select “Candidates” to display this list
The action bar is an easy way to perform tasks
with a single click on an icon, or select an
action from the “More Actions” pull down
menu.
Questions
HR Reports Moving to
Oracle Business Intelligence
(OBI) Reporting
11
Transition to OBI Portal
1. Purpose of Conversion
 Improved technical and browser support
 Consolidating Stanford reports into one consistent environment
 Time/Leave and STARS have moved all RM1 reports over to BI Portal
 Improve Reporting Experience
2.
Timeline
 Job, Position, General HR, and Salary Planning reports converted, tested, and available
in OBI environment today!
 Access reports at bi.stanford.edu
 ReportMart1 to OBI transition April 30th
HR Reports
Available In OBI
Now!
Report Verification by HR
Units
ReportMart1 Transition
to OBI April 30
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Transition to OBI Portal
1. What is the same?
 Folder Structure
 Report Name and Number
 Results sections and formatted reports
 Ability to Export to Excel
 Pivots
 Sorting/Filtering
2.
3.
What is different?
 URL Change
 Navigation to Folder Structure
 Result sections are now Tab sections
 Steps to Export
OBI Report Demo
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QUESTIONS?
PeopleSoft – Termination
Web Forms
15
Termination Web Forms – a new look!
16
Termination Web Forms – a new look!
When processing a termination without a final check
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Termination Webform Updates
1. The following earn codes will be excluded from the Total Gross Amount when calculating
an employee’s final check.
 BDS, BVS, CSK, HLS, JRS, LBD, LHL, LPS, LSK, LVC, MLS, PST, SKS, SST, SWC,
TBD, TPS, TVC, VCS, EXT AND SLT
2. The Total Gross Amount will be the correct amount on the final paycheck and will no
longer include all the time taken and add it to the Total Gross Amount.
3. These entries should still be made for a final check to charge the appropriate accruals for
time taken during their final pay period.
4. The Adjustment (ADJ) earn code may now be used if it is necessary to reduce a final
check to recover a salary overpayment from the employee. Enter the negative sign (-) in the
Hours or Gross Amount field. The Total Gross Amount will calculate accordingly at the
bottom of the page.
Termination Webform Reminders
1. When processing final check for an employee on terminal vacation
 Last date of employment is the last day on terminal vacation
 Enter hours for salary payment line (do not use gross amount)
 Enter TVC hours for the same amount
2. When paying out accrual balance for Personal Time Off use earn code PPO
 PTO will not payout, use only when PTO is taken during the last pay period
HR Transaction
Services
Process Enhancements
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HR Transaction Services (HRTS)
 Part of University HR, located at 3160 Porter Drive
 Formed in 2011 to leverage a concentration of PeopleSoft expertise, support, and
systems experience, as well as close ties to Payroll and Benefits
 Services provided
1. PeopleSoft transaction processing
2. Background checks
3. Trovix job postings
4. University-wide PeopleSoft support
Transactions Team
Specialized Support
Denise Ford
Amy Hornibrook
Lourdes Rodriguez
Sharon Shea
Michael Jarocki
Kathy Lucas
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HR Transaction Services - Top 10 Service Enhancements!
Note: services in GREEN are available to the entire university
10. PeopleSoft and HR Administration – references, job aids, transaction forms
9. PeopleSoft Helpline (x59079) – for questions on processing transactions (proactive
“look before you leap”)
8. Bulk summer hires (temps, casuals & students)
7. Converting Stanford student appointments to Summer student appointments
 JCC 9100 to JCC 9154…and back again!
6. Faculty summer supplements
5. Handle all PeopleSoft and Trovix posting for HRAs going on vacation or leave
4. Working with your existing processes, forms, and spreadsheets
3. Non-employee Affiliate entries
2. One-touch-processing: Create – Approve – Update
1. Private Portal for submission of SSN and DOB
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Private portal for new hires’ SSN and DOB
 Secure database to submit social security number and date of birth
 No more writing down numbers, information comes straight from the applicant
Not yet
available to the
whole university
Axess Redesign
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Axess Redesign: Project Overview
Future releases of PeopleSoft will decouple the HCM (Human Resources) and Campus
Solutions (Student) products. As our community places a high value on the consolidation
of content within Axess, we launched the Axess Redesign Project to create a platform to
continue to unify this content as we move to the future.
The Axess Redesign Project proposes to reinvent our user experience (UX), deploying a
flexible platform product and engaging professional UX resources to create an Axess that
is:
1.
2.
3.
4.
5.
Modern and intuitive for all of our user populations
User-centric in content presentation, with personalization options
Mobile responsive
Compatible with the latest browser versions
Equipped to consolidate content from multiple sources
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Axess Redesign: Project Timeline
Last fall, we engaged a professional user experience and design firm, TandemSeven, to lead
the Axess Redesign effort. The project is on schedule, on the following timeline:
January
February
March
April
May – June
July 29
Stakeholder Interviews & Content Mapping
Design Prototyping
Content Remapping
Usability Testing & Design Refinement
User Acceptance Testing
Go-Live: Axess Redesign Phase 1
August – July 2014
Incremental releases of Axess Redesign Phase 2
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Axess Redesign: Phase 1 – Simplified Design
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Axess Redesign: Phase 1 – Dashboard View
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Axess Redesign: Phase 1 – MegaMenu Navigation
28
Axess Redesign: Phase 1 – PeopleSoft Navigation
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Axess Redesign: Phase 1 - Preferences
Payroll/Form I-9
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New & Noteworthy: Form I-9
1. New Form I-9: Effective 3/8/13
2. Form I-9 Gateway: I9.stanford.edu
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New Form I-9 (Rev. 03/08/13 N)
Old Form I-9 only
accepted until
5/7/13.
Changes include:
Added fields
- Email Address
-Telephone Number
Clarified instructions
on citizenship status
Reminder: P.O. Box
not accepted; must be
a physical address
33
New Form I-9 (Rev. 03/08/13 N)
Added lines for List A
documentation
Relocated date fields
for:
-Employee’s first day
of employment
-Employer’s signature
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New Form I-9 (Rev. 03/08/13 N)
Clarified Lists of
Acceptable
Documents
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New I-9 Gateway: i9.stanford.edu
• H O W- T O ’ S F O R F O R M I - 9
COMPLETION AND REV E R I F I C AT I O N
• EXAMPLES OF COMPLETED
& U P DAT E D I - 9 S
• F R E Q U E N T LY A S K E D
QUESTIONS
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New I-9 Gateway: i9.stanford.edu
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New I-9 Gateway: i9.stanford.edu
STARS Learner Experience Project &
Services
L E A R N I N G S O LU T I O N S G RO U P
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Training Management
Training Impact
& Risk Mitigation
Audience
Evaluation
Risk
Management
Reporting
Profile
Management
Learner
Experience
Development
& Delivery
Regulatory
Compliance
Tracking &
Enforcement
Systems
Governance
Organization
Notifications
& Escalations
Staffing
40
Learning Solutions Group (LSG)
Learners
Learning Providers
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Stanford Learning Trends
Staffing/Cost
Drivers
Active Learners
Scope
Complexity
# of Courses
Enrollments per
Year
FY07
FY10
FY11
FY12
19,987 25,132 27,861 29,500
FY12/
FY07
FY11/
FY10
FY12/
FY11
148%
111%
106%
1,820
234%
116%
152%
46,055 60,769 68,617 85,560
186%
113%
125%
779
1,035
1,199
Training Groups
in STARS
10
20
38
45
450%
190%
118%
Active eLearning
Courses
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96
133
194
843%
139%
146%
0.03
0.09
0.11
0.11
367%
122%
100%
eLearning Ratio
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Learner Experience Project
Identify
Training
Training Impact
Audience
Evaluation
Seamless
Learner
Experience
Reporting
Learner
Records & Reports
Tracking &
Enforcement
Course Design &
Administration
Cycle
Development
& Delivery
Timely Course
Completions
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LSG Services
Course Design & Development
Course Administration & Reporting
Maintenance
10%
Testing
10%
Developing
30%
Needs and
Task Analysis
20%
Designing
30%
Reporting
15%
Roster
Management
30%
Course
Administration
45%
Testing
10%
Enabling
Services
Infrastructure
System Infrastructure • Bundles & Enhancements • Profile Management •Learner Experience
Executing
Services
Microsoft Office Skills Testing
UHR’s Staff Employment Team
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MICROSOFT OFFICE SKILLS TESTING
A d va n t a g e s o f Te s t i n g
• P r o v i d e s a n o p p o r t u n i t y t o a s s e s s a c a n d i d a t e ’s
Microsoft Office skills
• Candidates can complete the assessments on their
own computers
• Te s t i n g i s o f f e r e d a t n o c o s t t o y o u r d e p a r t m e n t
Staff Employment “Connecting Stanford to Great Talent!”
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MICROSOFT OFFICE SKILLS TESTING
Cur rent Practice
•
Administered by Staff Employment
•
O n l i n e Te s t s P r o v i d e d b y E m p l o y Te s t
(exter nal vendor)
•
A v a i l a b l e Te s t s I n c l u d e * :
• Word
• Excel
• PowerPoint
• Outlook
• Access
* 2003, 2007, and 2010 versions available
•
Results sent to hiring team once received
Staff Employment “Connecting Stanford to Great Talent!”
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MICROSOFT OFFICE SKILLS TESTING
S a m p l e A s s e s s m e n t To p i c s
Word
Excel
PowerPoint
Outlook
Find text
Create a column chart
Create new presentation
template
Calendar-display
Cut and paste text
Create a formula
Delete a slide
Change the calendar
view
Display ruler
Delete cells
Change layout of slide
Add a contact
Insert page break
Merge cells
Print speaker’s notes
Sort email
Adjust line spacing
Change worksheet
margins
Insert clip art
Return receipt
Create a bulleted list
Create pie chart
Add a text box
Send message
Insert a picture
Print workbook
Animate shape with motion
path
Display a to do list
Insert a citation
Rename a worksheet
Print full page slides
Create a note
Replace text
Change font size
Edit text in the slide pane
Recurring meetings
Staff Employment “Connecting Stanford to Great Talent!”
48
MICROSOFT OFFICE SKILLS TESTING
Wo u l d y o u l i k e t o l e a r n m o r e ?
• Please contact:
• Staff Employment (staffemployment@stanford.edu)
• S t a f f E m p l oy m e n t ’s we b s i t e :
http://staffing.stanford.edu
• Questions?
Staff Employment “Connecting Stanford to Great Talent!”
University Human Resources
T H A N K YO U !