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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 Users section and the Videos and PowerPoints Showing How to Perform Key Tasks Video Library 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 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 Process Revision(s) for HR attributes (or can use a spreadsheet to upload)
  13. Create Content Revision(s) for onboarding process changes
  14. Create Process Revision(s) for onboarding process changes
  15. Set up E-Verify
  16. Invite/Create Business Users
 

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Organization Activation
OrderRequired?TaskResponsible RoleBrief Description
1YesOrganization Creation

Service Provider (SmartERP)

  • A new organization is created in the system
  • The organization's designated representative is sent an email for their onboarding and their organization onboarding
2YesInitial System Administrator Self Registration

System Administrator

  • The initial System Administrator sets their login credentials
3YesSystem Administrator User Onboarding

System Administrator

  • The System Administrator must agree to their terms of use
4YesOrganization Onboarding

System Administrator

  • The System Administrator must agree to the organization terms of use
     

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At this point in the implementation process you can make changes related to the notification templates, using a combination of Content and Configuration Process revisions.  You can choose to use the delivered templates without modifications, in which case you will skip this step and the next step.

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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 Process Revision(s) for Notification Templates

Configuration Process 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.

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Create Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

9

No

Use a Process Revisionto apply changes to Notification Templates

System Administrator

Process Administrator

  • Apply Content changes for Notifications

 

     

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Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Company logo image(s)

System Administrator

Process Administrator

Content Administrator

  • Images

     

 

Set up Organization Theme(s) 

If you like, you can change the colors and sizes from the delivered default 'theme'.

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Configure Homepages and Themes
OrderRequiredTaskResponsible Role(s)Brief Description
12NoConfigure Homepages

System Administrator

Process Administrator

  • Set up the Homepage layout and content for the System Administrator, Users and New Hires
  • Add the content to make your Homepages colorful and filled with useful information for all users

 

Set Up Authentication

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Preferences

Some organizations may want to have users answer challenge questions and/or to authenticate their email or phone each time they log on, while others may not.  You can use this page to set up or change your authentication scheme.

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OrderRequiredTaskResponsible Role(s)Brief Description
13NoAuthentication Scheme Preferences

System Administrator

  • Choose if you would like to use challenge questions and/or two-factor authentication for system users when they log in


     

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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 Process Revision(s) to Set Up Key Data (HR 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 Process Revision(s) to modify the delivered business process to reflect your organization's business process.

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Create Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

17

No

Use a 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)

     

     

 

Set Up E-Verify

Smart E-Verify is a ceritifed solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration to verify a new hire's eligibility to work in the United States.  Use of this feature is optional.

Set Up E-Verify

Order

Required

TaskResponsible Role(s)Brief Description

18

 USA

DHS setup for E-Verify

System Administrator

E-Verify Specialist

  • Create 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 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.

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Smart ERP delivers many 'out of the box' features, but the system is extremely configurable.  As an organization you can control a lot.

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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There are a few things that are mandatory and cannot be modified in Smart Onboarding.

System Security 
User Profile Management
  • Smart Onboarding controls the pages used to maintain a user's name, address, phone number and email address
  • Users may change their profile information, but the structure and fields cannot be changed
Self Registration
  • Self Registration is the same for all users of Smart Onboarding

Password/Sign-on Rules
  • Smart Onboarding has defined the Password rules, including strength and expiration
  • You can set Authentication Preferences (using/not using challenge questions and two-factor authentication)
User Onboarding
  • All Users are required to consent to Smart Onboarding terms of use
  

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