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the broadcast is now starting all attendees are in listen-only mode good morning welcome to navient solution spotlights today we are talking about how you can become more efficient and manage your Human Resources processes with the use of on-base and let me get to your where it can actually click to the next slide there's a hopefully our only technical difficulty of the morning my name is guy Schrader I am the manager of Sales Engineering with navient and our presenter today is Trisha shields she is Naviance manager of human resources and administration she's going to be covering how navient we actually use the Omni system to improve the efficiency efficiencies within our Human Resources area and one really quick housekeeping slide here keep in mind within a GoToWebinar we cannot hear you so you are all muted so that that can help us to record this session quite cleanly so if you do have any questions that come up please use the go-to meeting panel there's a questions area that you see probably towards the bottom over there also feel free to use the chat we will be monitoring that during the webinar and try to address any questions towards the end here as I mentioned we are recording this and you will get an email anybody that was registered for this will actually get an email with a link to the actual recording and please do take a few moments at the conclusion of the webinar complete the survey we're always looking for feedback and suggestions for future topics that you might have that you'd like to hear presented by navient as it relates to any of the technologies that that what we represent so with that I am going to turn this all over to Tricia for her presentation thank you so much all right well thank you guy and welcome to everybody that we've got logged in online this morning this guy mentioned my name is Tricia shields and manager of human resources and administration here at navien um just to start by giving a little bit of background Naviance about a 60 person company and we have two locations so here in Wisconsin and also in Ohio and we do have several employees that work remotely both from home offices and from customer sites so just give an understanding of how our HR department the demographic that we're working with so the solution today that we're going to be looking at is going to be built specific to our needs but hopefully you'll be able to see how it could potentially scale to your company we do utilize on-base internally for several of our departments but today we're going to be specifically looking at how we use it in HR so today I'll be talking about the considerations that we went through in determining why we wanted to utilize on-base and HR I'm going to show you some of the most impactful areas that HR at navien uses ambe's and then we'll allow some time for some questions at the end so jumping right in why did we want to go to a more automated solution in HR for us we wanted to make sure that a few key components were met one of those being employed data that all employee data is secure so as an example historically our personnel records were in lacked filing cabinets and I'm sure you can appreciate you know that filing cabinet someone forgets to lock it up or the lock breaks and now employee data is going to be completely exposed we knew with an automated solution we'd have consistent security and that we'd have more control over it and then from a regulatory compliance standpoint we wanted to make distribution and tracking and compliance documents easier all of you HR professionals online know that just keeping up with that what documents need to be distributed and to who can be a real challenge let alone keeping track of what version you sent and who you sent it to when you sent it so we wanted to make sure that that need was addressed we also wanted to make sure that we were creating a system that was easy to use from both the user perspective but also easy for us to administer and then finally we wanted to eliminate paper I mean that's what we do at in the ambient but you know just paper-based processes it can just be so unorganized and just creates a higher likelihood for mistakes so to overview the high-impact areas at navient that we're using on base I'm gonna give a little teaser here we are currently working on a recruitment applicant tracking system in on-base it's currently in the design and development phase so we won't be able to show that today but that will be coming soon I'm just in going through the process thus far I can share that what we're creating is very easy for the candidate to use which is so important in our current marketplace so I'm really excited to get that final product into production and I'd be happy to share that if anyone's interested what I will cover today is I'll show you our pre-employment document sharing so that's going to be providing HR and payroll documents before an employee's start date the whole onboarding process which is going to be everything from ordering IT equipment who may be documenting which benefits were offered to an employee personnel data storage so that's gonna be our really compliant personnel files they're really easy to use and they're very safe and secure payroll communication this is how our HR department is communicating with payroll to make sure that we're absolutely not missing anything in what HR did that affects payroll so thinking about insurance premiums incentive pay or things like that document review compliance I'll talk about this much later but this is the piece that's handling all things compliance and then performance management or check-ins at navient we have a quarterly check-in process and I'll show you how that piece works and then finally departures it's going to be somewhat similar to our onboarding process just kind of on the flip side it's going to be tracking the return of IT equipment ensuring that we're updating benefit carriers and changes and things like that so to stick with in our time here today I'm going to cover all this at a really high level but you for what I'm covering you should be able to get an idea of how the user interaction works and why this systems been just a huge benefit to us do you feel free to ask questions along the way um if you're thinking of those four specific areas but will likely hold off until the end to start answering those okay so let's start with how we share documents with our new hires when an employee first starts setting the AVN we like to start communicating with them as soon as we have their accepted offer we actually here have a philosophy we call it Nabi and 365 and it's designed to provide employees with interesting facts or just informative things from the time they sign their offer letter until 365 days later as part of that process one of our early communications with them is to send them their payroll and benefit documents in advance of their start date you know we've just noticed that some employees like to have more time to look these over and not feel so rushed when they get started plus just new hires are receiving a lot of information that first aid so historically what this looked like to be honest it was probably a bit overwhelming we printed out a bunch of paperwork so thinking about you know w-4 state withholding I nine benefit enrollments affinity plan information and then that whole pile of paperwork would just be sitting on their desk staring at them on their first day oftentimes we need that information back pretty quick based on when a start date might fall comparatively to payroll date so we just wanted to make sure that this process was easier for the employee and then certainly easier for us in getting them set up in our systems so now with on base you'll see we're able to provide payroll and benefit documents and an organized and secure fashion to new hires before they even set up in any of our internal systems so this is giving them a chance to look at benefit details they have an opportunity to ask questions and they can even start filling out their forms prior to prior to their start date so what you're looking at on the four on the screen right now is a folder for each of the document types that I want to communicate and then I've got files stored in those folders specific to the employee that I'm onboarding I'm providing the employee with a link and they can go in and access the documents and provide them back to me right through that link as well I really like this tool it allows me to customize the folders to what I want in them so in addition to what I have here I might add in some general information about navient or maybe about our industry specifically it's also nice as I'm able to lock down the links so I can make it read-only and generally in general I do read/write on this link just because it's nice when we have remote employees to be able to share documents back with me I also have the ability to make the link expire after a period of time so that we're not leaving documents out there too long and I also have the ability to add a password all right so at that same time that I'm working on community communicating with our new hire I'm also or I should say the system is also working on onboarding them internally as with all organizations we have when we have a new hire there's a lot of steps that need to be completed and in a lot of cases I think facilitating that process is just ensuring that everything's running smoothly is up to HR I think it's more commonplace now to have some soft tasks happening in relation to starting a new hire so like that in the ambient we're setting them a gift basket before their start date or decorating their office for their first day maybe ordering them company merchandise so it's important for us to be able to not only provide a consistent experience for each of the new hires but also to make sure that those more are the more traditional HR tests are also being addressed I do know a lot of each our departments and historically we did as well or relied heavily on Excel spreadsheets for tracking onboarding tasks and then communicating a lot over email that's obviously a less reliable way to on board as you get busy and you forget to check a spreadsheet or maybe forget to tell the internal systems person that you're new needs a laptop so we wanted to make sure that our systems addressed all parts of onboarding just to make sure that nothing was potentially missed with obvious we've created an operating process that starts when I upload a signed offer letter into the system one cool feature and you'll see it on the ribbon showing on the screen is that there is outlook integration with on B's so in most cases I'd be getting an offer letter via email and I can just upload it directly from that outlook ribbon the system does take the queue on the offer letter being uploaded to start several different processes so one is going to be sending out a notification like the one on the screen to individuals that are going to be involved at the new hire onboarding process a separate notification is sent to the employees manager I'm just letting them know that we've got everything we need on the HR side with a link to our IT request form so this form that you're seeing now is used to select access levels by the manager and equipment needs for that specific new hire and then that's being communicated from the manager within the system to our internal systems group from an HR perspective I'm working off of this screen which on the left it's showing you different workflows that I have access to work within so in this case it's showing departures in onboarding and then on the right I get this nice checklist of items that we've predefined as needing to be collected from all new hires so these documents were all part of what I shared in the link to the new hire before they started as you can see items in this list are either black red or blue so that's corresponding with documents that have been collected ones that are still missing and then blue is for documents that are not required so as an example an employee provides a required form back through that initial link that I shared and it's ingest it into the system it'll turn from red to black on this list so for me it's a nice way to visually see I still need from an employee I don't really keep track of this checklist in the sense that I'm trying to be reminded of what I need to collect because the system is actually sending me reminders until all the required documents are collected this way of tracking onboarding processes has been really nice it's an easy way to make sure we aren't missing anything and to eliminate the need to manually track who's doing what and do the right people get notified it's also providing notifications to individuals and allowing them access to certain documents but not to others so as an example our managers do have access to the IT request form but they can't see an employee's i9 also keep in mind that the employees data has Jane really secure as it's always an on-base so as an example I don't have like the employees health insurance application printed and sitting on my desk waiting for me to do that enrollment I can just easily access it from the system and view the information I need kind of when I need it and I'm gonna do the enrollment okay so as a continuation of that process our employee file is automatically being created so what we're looking at right now is essentially my personnel records filing cabinet just to walk through what's on the screen on the top left I have covered up employee names well except for our owner because obviously he's an employee but essentially after each word active is the employees name and then I have four subfolders underneath that correspond to that folder I also have departed employees down below on the bottom left side of the screen are specific files that are stored within that subfolder that relate to that specific employee and then on the right I'm seeing the specific document that I have selected from the file and then I just blew up and rotate it to the top of the frame the subfolders that are color-coded from the right just because it's a bit harder to see in the screen so hopefully that all makes sense I think it's commonplace for HR departments to deal with a lot of requests for specific documents from a personal file so you know think about instances like a manager didn't keep a copy of an employee's performance review from last year and they need it this year to complete this year's review you know in a paper world you're gonna be going to the filing cabinet find the document scan it in maybe make a copy got it provided the manager by email or maybe walk it over to them or I've seen in some scenarios to avoid those requests a manager might be keeping certain documents like a performance review and maybe even forgetting to provide a copy to HR so using our jambe system first and foremost we have secure personal records that are centrally stored and for us that's been a huge relief we also have the ability to set up security in each of these subfolder types to allow individuals access to the documents they need but then also to restrict documents that they don't so just as an example in the number for confidential subfolder this is where I have all doctors notes workers comp information just any other medical records and then managers don't have access to that sub folder and the flipside in the number two performance and training subfolder I've stored employee training certificates for any performance documents and managers do have access to that I really like this process in on-base because it takes a lot of the administration off of me just by controlling document security right through the system it's also been nice for the employees and the managers to have access to the items they need real time and not having to wait until maybe it works in my schedule another piece on this one to keep in mind is that each of these documents has a data signed specifically to that document so it's a lot easier to maintain a retention policy out of a system like this than from a paper filing system alright and just continuing on in that employee lifecycle you know I've collected a lot of data from the new hire much of which needs to be updated in their payroll records so you know thinking about benefit enrollments what their tax withholdings were compensation information so what you're seeing currently on the screen is I'm selecting a filtering process that we call a chart effective pay and then on the right side it's giving me some filter criteria to select to minimize my search I think a lot of HR departments are separate from payroll processing and there is a lot of data that affects what shows up on payroll that HR ultimately has control over you know insurance premium if they've enrolled or if there's changes to that incentive pay like we give out a spife to the employee that wins our monthly values player award just other changes in compensation so just like in our scenario HR might have access to update those records in the payroll system but you know ensuring that the data is able to be validated by the user whose ultimate really ultimately responsible for payroll just provides greater confidence so using obvious we're able to make that communication really reliable so essentially as I'm uploading new employee related forms from the system the system's asking me the question of what payroll Z the change will be reflected on we predefined all of that as part of our implementation to say you know for this specific form it needs to have an effective payroll date and this one doesn't so when payrolls process you know it's payroll processing time the payroll specialist is able to use this tool and they can gain access to the matching forms that meet that criteria and then they can check it against changes in the payroll system this process for us has been super beneficial it allows for a single source for reliable communication at any given time also if there is a change that's made in payroll that doesn't have a supporting document it kind of acts as a trigger to dig in deeper to why that change was made all right okay this is one of my absolute favorite areas of on-base this is our compliance system so we use this internally for distribution tracking of all of our policies and procedures 401k notices HIPAA and other health care documents and just any other general legal notices that need to be sent out to any group of employees and then we need to be able to show proof that it was provided to them this has been a great replacement to any manual system that you might be using you know if you think about tracking an employee handbook acknowledgments you know traditionally that was done by having the employee sign hand signing a document and turning those back into you even at this point if you're scanning those documents back in there's still that manual process of tracking you know what's been sent to who that's been beneficial for us to be able to eliminate so from the user perspective when HR uploads a new document or revision to a current document they're getting an email it's the one that you're seeing here that provides them with a link to view and interact with that specific document this screen is showing the dashboard of a user within that compliance system as you can see I have documents that have been viewed but are overdue so the system has been all over me to get those acknowledged ones that have not been viewed yet but they aren't overdue ones that have been acknowledged but I have the ability to mark them as a reference document because they're ones that I want to look at more often and then once that have been acknowledged if I click on any of these individual documents I can view the document itself and then you can see up in the top left I'm also prevented or presented with by additional options so this is where I can go in and acknowledge it reject it and no one ever does that or I can move it to the reference section okay from an administrative perspective this is my dashboard and this is where I can see all the users in all the documents current and past on the top left you can see I have a couple groups created one for our 401k participants for documents I just want to send to that group and then I have one for all employees on the right you're viewing the employee list and then the documents are going to be showing down below this system has been phenomenal for us not only for tracking documents and users but also just the whole document administration in general I have the ability to mark within this tool to mark documents as required or not so like if I just wanted to send out something that's more informational I can also use the system for that I can set the length of time that employee has to acknowledge a document and I can send out notifications to whole groups or to a specific individual if there are documents that need to be acknowledged okay another important task in the employee lifecycle is the performance management system I know a lot of companies are performing annual reviews and some have changed up the timing and how often they're doing the reviews but whatever cadence you're on as long as you're tracking and collecting that data it is important to have a way to track the data that's easy to keep in front of the employee an employee but also have access for the manager when you have a paper method for this type of tracking you know you're potentially keeping multiple copies that they can differ over time or either the managers keeping a copy or the employees keeping a copy so at navien we use a quarterly check-in process to ensure that at a minimum we're documenting and tracking a manager's conversation with employees on a quarterly basis so what you're looking at now this is the form that we use to track our quarterly check-ins essentially what happens an employee ID is entered at the top of the form and then the rest of their stored information is auto populated by the system into the rest of those boxes we're able to enter goals down below and then for each of the quarters there's a different tab and we're asking some specific questions relating to the employees current work effort as well as their career development in addition to the benefits that I mentioned relating to the ease of access for employees and managers also from an HR perspective this has been really nice for me because I'm I also have access readily access to review these forms and then another benefit is that the system is providing notifications and reminders where historically that came for me that's something that I don't have to keep track of all right and then finally the last stage employee departures so as you all know this can be a really sensitive time in an employee's lifecycle and we want to make sure that we're following all steps just to be sensitive to that this process works really similar to the onboarding workflow so it starts when I create this form that we're seeing on the screen now again I'm providing the employee ID and the system is essentially filling in the other employee data just based on the creation and saving of this form the system sending out notifications to our internal support team so internal systems payroll leadership team the form itself is customized specifically based on actions that navient needs to take when we depart an employee so we have on here anything from completing an exit interview retrieving an employee's security badge to setting no Cobra letters if that's applicable I'm also able to easily update this as our process is kind of change over time so within this form you can see we're able to document not only what the tasks are but who completed each item and on what date and then we save this form in the department employees personal file so that we have a record of that you also see that some items are marked as needing to be completed before the employee leaves and some after just based on if they're red or black this helps to prevent me from getting notifications about activities that I can complete yet all right so that actually brings me to the end of the employee lifecycle and really the content that I wanted to highlight today hopefully you were able to get some ideas and how to maybe automate some of your HR processes in the additional time that we have here today looks like I left a few minutes and we'll open that up to any questions you will see my contact information on here as well so if you do want to reach out to me individually please do I would love to connect to talk about it more specific any of these areas all right Thank You Trisha that's that's a great overview of how navient uses on-base and the wide variety of areas within the human resources area I do see that there's a number of questions coming in please continue asking those questions we'll circle back around that just after I cover some of the upcoming events the Nabi and has has coming up we do have a couple of on bass and ECM 101 events coming up in April both hosted in Madison as well as Waukesha where some Highland resources are actually coming out to present a lot of bass concepts of how on bass and enterprise content management work and how you can utilize that both within human resources to automate functions as well as accounts payable contracts management so feel free to register for that event upcoming if you are able to attend in either of those locations and we also have some digital transformation government events coming up in May both in Madison as well as up in the Minnesota area in Bloomington and you can see some of the additional details there so let's run through the questions really quick in the few moments that we have left there was a question here okay or hide it here we go how was the confidential confidentiality handled between the on based system and and the content in the of the HR system I'll actually address that I think what you have the ability of doing inside of on-base is your different system administrators can actually be configured to only have access to specific document types and to be able administer those document types so we do want to make sure that you set up your system admins with the appropriate accounts with the appropriate permissions so that they can only admin those specific functions and hence still restricting what documents that they might be able to see inside the obvious world so we want to make sure that we're 100% sensitive to that security as it relates to human resources another question that came in what was your migration timeline to moved to this system what was the order of the implementation question yeah I think we started obviously some of this has phased over time so like our quarterly check-in process that's one that we just added this last year our initial implementation was the am boarding departures and the personnel records I think those were kind of the three main pieces I kind of think I think it was maybe months that you know that implementation took place over I mean it obviously helps that we have the technical resources right here and yeah so I think that it really started you know the whole process really started with wanting to have automated personnel records and knowing that there was such a nice tool in Bambi's to solve kind of some of those security issues and being able to distribute our employee records to certain people and then restrict them from others and not having to administer that from an HR perspective I think that was really the initial driver but then that also worked into okay how do the forms get into the personnel files a lot of cases that's you know during their onboarding process so we addressed that and then of course being able to wrap up that employee lifecycle as well with the departures another question came in is there a new hire checklist also like the departure checklist yeah that's a great question I would say there it's not the same as the departure checklist that certainly could be something and now that we've added in a lot more of those soft tasks I've noticed that I do have you know separate lists other than those more standard HR you know collecting the W for completing an i-9 that I am doing outside the system or at least within our HR team were doing outside the system so that is something that I'll likely add in is to have a checklist that I can go through and just manually say okay on this or not manually but through the systems and this day I completed this specific task two more questions really quickly one of the questions was they use ADP for payroll hmm can obvious communicate with separate payroll systems and I don't know if you wanted to take a first stab at that I have some viewpoint on that yeah I mean we use ADP for payroll as well trying to think we don't have any piece of that right now and I mean I would love to connect specifically with anyone that does have ADP to talk more about what that could look like because we use the ADP applicant tracking system and we're gonna be moving to ambe's just because some of the restrictions with ADP but and I'm sure guy will address that I'm sure there is some ability to integrate those two systems to allow that data to flow more easily yeah we see on-base integrating with a variety of different systems variety of different payroll systems for that matter it really depends upon what level of integration that you want between these different systems so the communication sharing employment employee demographic information that's something that can be relatively simple depending upon how your payroll system is hosted so I guess that really answer that question it is somewhat is a case-by-case basis for which flavor of ADP that you're using or what flavor of the different payroll systems that you have another question how soon will we get the link to the webinar as I could use for a Friday meeting I believe that will actually send that out either later today or sometime early on Thursday so it should be relatively quickly for you there dawn and can the checklist be customized and the checklist be customized or content I'm not quite sure exactly what this specific of the question is there but any of those checklists that you saw within the slide shots that Tricia had we configured those a hundred percent from top to bottom just say what are the specific steps what are the data elements that we want to be able to track I don't know if you have anything to add yeah so both on the onboarding side where it was kind of that red black blue checklist and also the form checklist that I have in the departure side those are all items that I've specifically identified during the implementation process that we need to have on there that I was tracking in a more manual method previous to that one final question we'll wrap it up here cuz I know we're a couple minutes over being an HR manager what is the single best thing about on-base that has helped you in your job duties yeah good question I think for me that's probably twofold so certainly the elimination of the whole administration of these processes so not having to send out reminders and follow up with notifications not having to have tons of different spreadsheets that the system is all handling all of that and then the other piece is just knowing that our data is available when it needs to be available but it's also very secure so that's a really nice piece from HR perspective great Tricia thank you again and thank you everybody for the questions on that's some great interaction at the end as you can see on the slide that's up right now here's Trish's contact information feel free to reach out and contract contact her with any questions or if you'd like to start any dialogue maybe even about where to get started or any of the specifics as mentioned before this is being recorded so you will get that link again shortly we hope sometime later today otherwise as the reminder please as you complete the webinar here please complete that survey any other ideas that you have for future topics please share it there and let us both know how we did in this presentation always good feedback with that thank you everybody and I hope that you have a great remainder of the day and as always if there's any questions feel free to reach out to the ambience now further just to continue dialogue have a great day everybody take care