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.Smart Onboarding Implementation Steps v1.5

.Smart Onboarding Implementation Steps v1.5

Owned by al.g (Unlicensed)
Last updated: Nov 10, 2017

 

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 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.

What are the steps to setting up and using the Smart Onboarding system?

The steps to setting up Smart Onboarding are listed below.  Not every step is required, but you should look at each step to see if it applies to your implementation.

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 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
 

 

Details for each step are shown below.

Organization Activation

The first step is creation of the organization and the first System Administrator user.  The first System Administrator then completes the organization onboarding, which opens up the organization for activity.

Organization Activation

 
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
     

 

Invite/Create Administrative Users

Once the first System Administrator has been set up and the organization onboarding has been completed, the System Administrator can invite additional users to help with the system setup.  Note that Process Administrators and/or Content Administrators are optional, as a System Administrator can perform all of the activities that these users do.

Create Administrative Users

 
Create Administrative Users - If your initial System Administrator needs assistance!
OrderRequiredTaskResponsible RoleBrief Description
5NoInvite Administrative Users to configure the system

System Administrator

  • The System Administrator can invite others to assist in configuring Smart Onboarding if desired
  • The System Administrator can do all setup functions
6NoAdministrative Users Self Registration

Administrative User

  • Administrative User(s) set their login credentials
7NoAdministrative Users Onboarding

Administrative User

  • The Administrative User must agree to terms of use
     

 

Create Content Revision(s) for Notification Templates

Content revisions are powerful tools for adding and modifying content in the onboarding system.  You have flexibility to use Content revisions at various points in the implemenation process, and as a tool for making content changes after the system has been implemented.  

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

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

Create Content Revisions

 
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

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.

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

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

Create Process Revisions

 

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

 

     

 

Create Content Revision(s) for Company Logo(s)

You can replace the delivered default logos with your own Company logo.

Please refer to the Images section for details for how to add/modify images.

Create Content Revisions for Company Logos

 
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'.

Theme Builder

 
OrderRequiredTaskResponsible Role(s)Brief Description
9NoTheme Builder

System Administrator

Process Administrator

  • Set up the colors and sizes for themes

  • Different entities within your organization can have different themes

     

 

Set Up Organization Contacts, Default Theme, Logos

 

This step consists of specifying contacts for your organization, as well as selecting the default theme and logos for your organization.  This is done using the Organization Management page.

Note:  If the Support Contact is not one of the Administrative Users that has already been added, you can Invite/Create Business User (see below) for this person at this point.  This user can be set up with or without System Access.  The information that is associated with this user shows as contact information in system emails.  The Support Contact's name, email, and phone shows up in many of the system notifications.

Organization Management

 
OrderRequiredTaskResponsible Role(s)Brief Description
10NoOrganization Management

System Administrator

Process Administrator

  • Set up the organization name
  • Set up the organization contacts
  • Set up the default theme and theme driver
  • Set up the logos

     

Create Content Revision(s) for Homepage content

At this point, you can use Content revision(s) to add or change the objects/content that will be shown on various users' Home pages.

Create Content Revisions

 
Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
11YesUse Content Revisions to add Content or modify delivered Content to be used on the Homepages

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
     

 

Configure Homepages

The first System Administrator next should set up/modify the homepages for the system users.

Organization Homepage Configuration

There is a lot of flexibiity not only in what is presented to the user on their home page, but also where and how it is shown.

Configure Home Pages and Themes

 
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 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.

Set Attribute Scheme Preferences

 
OrderRequiredTaskResponsible Role(s)Brief Description
13NoAuthentication Preferences

System Administrator

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


     

 

Set Up Attribute Preferences

Use this page to specify the appearance and actions for many key attributes.  You can also define your own attributes here.

Set Up Attribute Preferences

 
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)

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

Create Process Revisions

 

Create Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

15

No

Use a 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

     

 

Create Content Revision(s) related to onboarding process changes

At this point, you can use Content revision(s) to add or change objects that will be shown in the onboarding process.  Examples would be adding or changing Smart Forms, attachments, and text catalogs. Also, you may want to set up Verification Vendor(s) and Background Check Vendor(s) at this point.

Create Content Revisions

 
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.

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 Process Revisions

 

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
     

 

Invite/Create Business Users

Once your organization has been defined and your business process has been modified, you can invite your administrative users.  After they complete their on onboarding, they will be able to perform their defined roles in the new hire's onboarding process.

Invite/Create Business Users

 

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

 

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

     


What aspects can an organization control in Smart Onboarding?

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
  

What aspects are mandatory and cannot be modified by an organization?

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
  
Onboarding 
Electronic Disclosure
  • All New Hires are required to consent to the Smart Onboarding terms of use

Biographical Data Capture

  • Standard personal information is required to complete any Onboarding and cannot be removed or modified
  • Personal information such as date of birth and Social Security number is partially hidden by default, but can be shown if required
Federal and State Tax Forms
  • Smart Onboarding maintains all U.S. Federal and State Tax Forms and assures that they are accurate
  • Forms are updated every year as changes are identified by the government entity
  • Some non U.S. country specific forms are also available. Contact Smart ERP for details.
  

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