Resources for HR and Payroll Staff

Learning new systems and new ways of doing things can be stressful.

We hope you find the following resources helpful.

Some items are specifically for HR and Payroll employees, so you may need to login with your ONID after you click a link.

 

Contact us about HRSDContact us about ESM

HRSD FAQ

 

Has there been user testing of the new system?

Yes, the system has been tested by our implementation partner and includes weeks of testing specific functionality that has been built.

When does an employee have access to the Employee Service Portal?

Any individual with an ONID will have access to the ESP. Once the new hire has an ONID account activated, they will also have access to the Employee Service Portal.

What types of employees will be supported by the new onboarding process?

Positions that are recruited for using jobs.oregonstate.edu will be covered in this first phase and we expect to add non-recruited positions in a future release

For offboarding are there tie-ins with other offices besides HR & Payroll? Like UIT and DFA IT for access?

Not currently, but those are planned for future improvements.

How will these changes impact student hiring?

Student employee hiring will continue to use the Benny Hire system.

I am hiring 3 part-time instructors this week for winter term. Do I process all as in the past?

Yes, use the previous onboarding process. New hires after the launch of the HR Service Delivery platform will utilize the new process.

Is there a way to make the steps clearer for new hires? Like, step one create ONID, step two etc. Many of our new hires get one letter with a long list of “stuff” and do not understand what to do to get into their courses.

Yes, we have eliminated the long list of "stuff" for new hires and supervisors and have broken the information down into smaller bits that are assigned at more appropriate times. In the new onboarding process there will be tasks that are assigned to the new hire, supervisor or someone in HR to process as the onboarding progresses. For example, pre-day 1 activities for a new hire include: Complete form I-9, Get Parking Permit, complete Flexible Work Arrangement Agreement (as needed).

As an office manager with multiple duties and systems to navigate, it would be wonderful if a simple STEP BY STEP guide could be provided. Is that a possibility?

We have created Quick Reference Guides that will assist you in navigating the system. The Quick Reference Guide for the Employee Service Portal is posted on the HRSD website.

Many HR Liaisons actually do the onboarding and answer all the questions rather than the supervisors - can we be included on any onboarding so we know what’s happening?

Yes, the HR liaison can be added to the watch list.

During the phase 1 roll-out, will we be doing parallel processes (using both the existing system and the new) as backup?

No, new hires after the launch date will run through the new process, existing new hires that are in process, will utilize the existing process.

On day one, will the new employee have all of the systems access required for their position? For example, Banner, BennyBuy, Total Contract Manager, TouchNet, etc.?

Not for this first phase. Other IT strategic projects that are in-flight will help improve access to those systems. Access to those systems on Day 1 will change over time as the onboarding process is continually improved. What we have done is get the necessary information to the supervisor and/or new hire quicker and in most cases prior to the start date so request for access can be completed and processed.

How will this system help streamline various processes for HR liaisons?

HR liaisons will be able to view cases they have opened or have been added to the the watch list on.

Should a stall in the process occur, will the Benny Bot be able to pinpoint where the stall has occured? Specifically user issue or waiting on new hire?

Yes, but only for some things. Benny, the virtual assistant can show you the status of a case. Those statuses include a "suspended" status. For the onboarding process, Supervisors will be able to see a timeline with a list of tasks, and who is assigned to the task.

Will AskHR@oregonstate.edu continue to be a way to access HR with questions through email?

Yes, AskHR will continue to be a resource for OSU Employees and can be contacted by email, phone, and also by submitting a HR General request in Service Now.

When will existing employees be added to the system?

OSU employees will be added to the service delivery technology before the go-live / launch date.