www.fluous.co.uk

All on board, the journey to retaining new joiners starts here.

Paul Rains

Wednesday, April 19, 2023

www.fluous.co.uk

Deciding to Stay

90% of all employees make their mind up about a company in the first six months

Timeframe an Employee Makes a Decision to Stay at a Company

5%

20%

35%

30%

7%

2%

0%1%

0%

5%

10%

15%

20%

25%

30%

35%

40%

The First Day The First Week The First Month The First 6Months

The First Year The First 2Years

The First 5Years

Other

%

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The Journey

Verbal Offer Stage Employee’s First Day

First Appraisal / Review

Industry Standard Best in Class

___________________

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The Voice of the Customer

What’s Important to the New Hire? Minimum paperwork to complete. The tools of the trade on day one. The relevant security access arranged. Appropriate Induction / Training arranged. A channel for communication. To be paid accurately and on-time. To feel valued and welcome. Someone to raise any concerns too.

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Key Company Drivers for Onboarding

Key Drivers for Onboarding

31%

52%

28%

60%

41%

53%

0%

10%

20%

30%

40%

50%

60%

70%

Eliminate the extracost of a paper based

process

Improve retention rates Facilitating themanagement andcollection of forms

Improve time toproductivity

Improve CompanyBrand

Improve overallcustomer satisfaction

%

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Challenges that need to be Addressed Defining the onboarding process. Who owns the onboarding process - HR or

Recruitment managers. The perception that onboarding is simply viewed

as a check list rather than an integrated experience.

Onboarding is not considered a priority. Lack of robust onboarding process for complete

integration and rapid start up to full productivity. Inadequate planning of the future workforce needs.

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Onboarding Roadmap

Day 1 (HR Connect)

Days 2 -10 (New Joiner / Expat)

Day 11 (HR Connect)

Day 15 (New Joiner)

Start Date Minus 5 Days

(HR Connect)

Start Date (New Joiner / Expat)

Start Date (Reward Team)

Closest Monday after Start Date (HR Connect)

First Pay Day(New Joiner/ Expat)

Start Date Plus 1 Month

(HR Partner)

Start Date Plus 2 Months

(Employee)

Start Date Plus 6 Months

(Line Manager)

Start Date Plus 9 Months

(HR Partner)

Applicant accepts verbal

offer

Generate Offer Letter from Peoplesoft

Complete PS record with Salary & Benefits

Generate Start Date Letter

with CRG login from PS

New Joiner attends Medical

Induction Meeting

Workflow notification to meet with HR

Generalist

Check all Forms /

documents returned

Workflow -Prompt Line

manager to do 6 month review

End

Peoplesoft to generate Induction

meeting date

Collect Permanent

Pass & Cash Card

Collect Temporary Pass from Security

Receive IT Network login

and email login

Collate normal Offer Pack

Relocation Package?

Workflow notification to

Housing / Travel dept

Yes

Create/ Scan Personal File and archive

Expat/VIE? No

Collate Expat Offer Pack

Yes

Send offer Letter & Offer Pack to New Joiner / Expat

UK Citizen?

Apply for Work Permit

No

Yes No

Expat Inbound? No

New Joiner / Expat signs offer letter

Complete PDF form enclosed in Offer pack

Expat Inbound?

Complete online PDF using CRG

portal

No

Yes

Workflow notification for

Equipment / Stationery

Update Peoplesoft

Workflow notification for UID allocation

Workflow notification to create KPMG

meeting

New Joiner / Expat returns paperwork to

HR

Receive E-Payslip

Yes

New Joiner arranges medical

Manual Tasks/Decisions

System Update tasks

Proposed Automation

Process Under Review

Legend

Workflow prompt to L&D regarding any

Training Issues

FSA Role?

No

Ensure FSA compliance

Yes

Workflow notification for Security / Line

Mgr / L&D

Finalise Offer acceptance

Employment Screening follow up

Medical follow up

Review Meeting with New Joiner /

Expat Inbound

Line Manager to complete

on-line Review

Update Peoplesoft

record

Start

Create Login for CRG Website

Receive Payment into Bank Account

Workflow Notification to Complete on-line Survey

Employee completes on-line Onboading

Survey

Workflow Notication sent to Employee to

Review

Buy Out Calculation

Buy Out?

No

Yes

Reviewcomplete?

Yes

Workflow Notification

reminder from Peoplesoft

No

Chase Line Manager

Workflow notification to

Benefits Providers

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The 3 Key Components of Onboarding

Forms Management

Tasks ManagementSocialisation

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Onboarding Competitive Framework

Industry Standard

Best in Class

ProcessAn independent process,

not aligned with the overall

hiring management

process.

An holistic approach to

onboarding, a strategic plan

that looks at onboarding as an

experience for both the

organisation and the employee.

Organisation

Working on investing in

strategies to view

employees as assets.

View their employees as assets

and adopted a talent mindset

Knowledge

Adopted a combination of

forms management and

tasks management.

Adopted a greater combination of

forms management, tasks

management and socialisation

Technology

Paper based processes

with some automation for

forms management and

task management.

Technology used for forms

management, tasks management

and socialisation

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Tasks in a successful process

Tasks that make up a successful onboarding process

49%

59%

53%

27%

47%

12%

0%

10%

20%

30%

40%

50%

60%

70%

Provide New Hires withequipment and

supplies

Ensure that all formsare processed

correctly

Provide informationabout the company

culture

Assign Mentor Manager schedules adialogue with new

employee

Welcome Meeting

%

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Typical Onboarding Tasks Issue an offer of Employment (Contract of

Employment / Statement of Particulars) Borders & Immigration Checks Medical Questionnaire / Check Employment References Criminal Records Bureau / Background Checks Qualification checks Arranging Induction / Training Arranging Security Access Arranging IT access and email account Collection of appropriate Tax forms and Bank

Details

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Lean Tips and Techniques

Always capture data at source. Avoid duplication of data entry. Avoids excessive transportation of data between

departments / systems. Validate data comprehensively upon entry to avoid

re-work / checking further down the line. Do not produce information for the new hire that is

not required at that point in time. Build your workflow process for onboarding with

target timescales at each stage to ensure work in progress flows as efficiently and effectively as possible.

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POTENTIAL TECHNOLOGY INVESTMENT

SOLUTION AREA

Technology to automate the candidate communication.

Technology that automates the forms process of onboarding.

Technology that relies on data already captured during the

Recruitment process.

Technology that notifies the individual of the needs of new

employees.

Personalised web portal for employees.

Reporting tools to track onboarding metrics.

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Making the Best use of Technology Use web based HR systems with an on-line

recruitment module to ensure data captured at the recruitment stage is used and not duplicated.

Use web based HR systems that allow forms that require completion during the onboarding process to be published and completed on-line.

Use a “web 2.0” HR system that enables Dot.Net workflow to automate all the tasks that require completion in the appropriate sequence.

Create a system profile that enables applicants offered roles to view specific employee self service web pages to help with socialisation.

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Web based SystemsFOR FORMS MANAGEMENT / SOCIALISATION On-line medical questionnaire. Hyperlink to on-line background check / CRB

check. Capture pre-employment details and reference

details. Capture confirmation of start date. On-line capture of bank details prior to start date. On-line onboarding questionnaire. On-line appraisal form. Access to special area’s in self service for new

recruited employees / access to training courses.

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Automated Workflow–Triggered EventsFOR TASKS MANAGEMENT Automatic generation of the contract offer letter

once the verbal offer is accepted. Issue reminders to the employees personal email

account for non return / non completion of forms. Automatic booking of the Induction meeting place

once the start date has been confirmed. Automate the request of security passes / IT logins

once start date has been confirmed. Automate the issue of an invitation to meet an HR

representative after 1 months employment. Automate the booking of a 6 months review /

appraisal with the line manager.

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Retention StrategiesStrategies a survey of US and UK Companies believe can Influence Retention Rates

15%

13%

10%

6%

24%

13%

19%

0%

5%

10%

15%

20%

25%

30%

Compensation Onboarding Sourcing andAssessment

Hiring Training andDevelopment

PerformanceManagement

SuccessionPlanning

%

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Actions to become Best in Class Define the onboarding process and create an

onboarding map. Integrate onboarding with the overall hiring

management process. Extend onboarding to the first 6 months, the

amount of time that an employee makes his or her decision to stay at a company.

Replace paper and spreadsheet based process and use an automated system that includes forms management, tasks management and socialisation in the company culture.

Measure short term retention rates and time to productivity

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Best in Class Onboarding Tasks

Exposure to the companies culture before the start date by giving access to specific self service forms.

Complete Onboarding on-line questionnaire after joining.

Interview with HR representative within first month 3 - 6 monthly review with Line manager

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Business Intelligence

To able to report on your new defined measures / metrics you will need.

A multi dimensional data cube / mart within your HR / Payroll software or a data warehouse.

The ability to publish point in time metrics to web pages that line managers can view through self service.

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KEY PERFORMANCE METRICS

KPI MEASUREMENT

FIRST YEAR RETENTION

RATE

(Number of new joiners in the last 12

months who have left / number of new

joiners in the past 12 month) x 100

TIME TO PRODUCTIVITY

(Date new hire is able to fulfil all the

duties of new role – start date).

TIME TO COMPLETE TRAINING

(Date training completed – start date)

COMPLETION RATE (%) OF ON-

BOARDING TASKS

(Number of new joiners who completed

the onboarding process / total number

of new joiners) x 100

TIME TO RECEIVE ALL

EQUIPMENT AND TOOLS

(Date all equipment and tools received

– start date)

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Fluous HR Solutions

Coming together is a beginning.

Keeping together is progress.

Growing together is success