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Implementing Smart Onboarding consists of a number of steps which must be done before you can begin to use the system.  This section lists the steps that can be done.  Details of how to do these steps are provided in the Smart OnBoarding Onboarding Users section and the Videos and PowerPoints Showing How to Perform Key Tasks section.  Note that while many of these steps are mandatory at implementation time, they can also be changed later, as your needs change and you get more familiar with the system and how it works.

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Steps for setting up and using Smart Onboarding
  1. Organization Activation
  2. Invite/Create Administrative Users
  3. Create Content Revision(s) for Notification Templates
  4. Create Configuration Process Revision(s) for Notification Templates
  5. Create Content Revision(s) for Company Logos
  6. Set up Organization Theme(s)
  7. Set up Organization Contacts, Default Theme, Logos
  8. Create Content Revision(s) for Homepage content
  9. Configure Homepages
  10. Set up Authentication Scheme Preferences
  11. Set up Attribute Preferences
  12. Create Configuration Process Revision(s) for HR attributes (or can use a spreadsheet to upload)
  13. Create Content Revision(s) for onboarding process changes
  14. Create Configuration Process Revision(s) for onboarding process changes
  15. Set up E-Verify
  16. Invite/Create Business Users
 

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Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Content or modify delivered Content to be used in Notification Templates

System Administrator

Process Administrator

Content Administrator

  • Images
  • Attachments
  • Notification Templates - modify the text and contents of many automated system notifications to suit your organization's needs
     

Create 

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Process Revision(s) for Notification Templates

Configuration revisions are powerful tools for applying changes that were made in Content revisions to the onboarding process.  They can also be used to set up attributes (key data elements) and to make changes to the activities in the onboarding process.

After the content changes have been made for Notification Templates, they are applied using a Configuration Process Revision.  

Please refer to the Notification Templates section for details for how to modify Notification Templates.

Create Configuration Process Revisions

 

Create Configuration Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

9

No

Use a Configuration Process Revision to apply changes to Notification Templates

System Administrator

Process Administrator

  • Apply Content changes for Notifications

 

     

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OrderRequiredTaskResponsible Role(s)Brief Description
14NoAttribute Preferences

System Administrator

Process Administrator

  • Choose which key attributes will display and be prompted on key pages in the system


     

 

Create

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Process Revision(s) to Set Up Key Data (HR attributes)

You can specify your HR attribute information either by adding them directly in the attribute section of a Configuration Process Revision, or use a Configuration Process Revision to upload the attribute information from a spreadsheet.  You can do a combination of both methods, if you like.

Create Configuration Process Revisions

 

Create Configuration Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

15

No

Use a Configuration Process Revision to make changes to the attributes

System Administrator

Process Administrator

  • Add or modify existing system data (attributes) like Company, Business Unit, Department, etc.

  • Note - attributes can also be added using an upload from a spreadsheet - see Mass Upload Attributes

     

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Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
16YesUse Content Revisions to add Content or modify delivered Content to be used in the onboarding process

System Administrator

Process Administrator

Content Administrator

  • Images - make your Homepages or activities pop by adding any image you want
  • Attachments - present documents to the users on Homepages or during the onboarding process
  • Text Catalogs - modify or create rich text content to present on Homepages or in certain onboarding activities
  • Verification Vendor(s)
  • Background Check Vendor(s)
     

 

Create 

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Process Revision(s) to modify the delivered business process to reflect your organization's business process.

It is very likely that your business process will not exactly match the Model business process that is delivered. There are many changes that can be made to tailor the process that the new hire sees to match your needs.

Create Configuration Process Revisions

 

Create Configuration Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

17

No

Use a Configuration Process Revision to make changes to the onboarding business process

System Administrator

Process Administrator

  • Modify or add activities into the onboarding process

  • Set criteria for activities (for example, if only certain users are required to complete certain activities)

     

     

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Set Up E-Verify

Order

Required

TaskResponsible Role(s)Brief Description

18

 USA

DHS setup for E-Verify

System Administrator

E-Verify Specialist

  • Create Configuration Process Revision to add the Complete I-9 and E-Verify activities to the business process

  • DHS Client MOU registration procedures

  • Smart I-9 DHS Client Setup
     

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Invite/Create Business Users

Image RemovedImage Added

 

Invite Business Users - (Same as Invite Administrative Users)

Order

Required

Task

Responsible RoleBrief Description
19

Yes

Invite Business Users to use the system: HR Specialist, Recruiter, I-9 Specialist, E-Verify Specialist, Help Desk

System Administrator

  • System Administrator creates invitations to business users

20

Yes

Business Users Self Registration

Business Users

  • Business User(s) set their login credentials

     

 

Invite/Create New Hires

After the business users have been set up, new hire onboarding can begin.  This process starts with a HR Specialist or Recruiter inviting the new hire, and continues through the completion of the new hire's onboarding process.

Invite New Hires

Image RemovedImage Added

 

Invite New Hires

Order

Required

Task

Responsible RoleBrief Description
21

Yes

Invite New Hires to use the system

HR Specialist or Recruiter

  • HR Specialist or Recruiter creates invitations to new hires

     

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Configurable Aspects 
Onboarding Process
  • Smart ERP provides a basic onboarding process as a starting point but your organization can tailor it to your own business requirements
    • Change the wording on required activities
    • Add new activities to the onboarding process, such as company-specific policies
    • Create criteria to control which users need to complete certain activities. For example, only New Hires located in California need to complete California policies and tax forms
    • Smart E-Verify is a ceritifed solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration. Use of this feature is optional.
Homepages and Themes
  • Use the provided tools to create Hompages based on Role, Company, Business Unit, Department or Location
Email Notifications
  • Modify the content of system-generated notifications including the invitations to onboard
Data Collection
  • Use Attributes to define and capture any data element you want
  • Common Attributes are Company, Business Unit, Department and Location but there are many more available, including self-defined data elements
  

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