Onboarding
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Onboarding
An insight into the new employee experience
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WELCOME
This document provides an overview of the employee
onboarding experience in an organisation that has
implemented Cognology’s leading cloud-based
system.
Cognology Onboarding is uniquely configured
to accommodate the needs of each sector and
individual. When implemented, it presents as the
organisation’s internal solution, integrating fully with
existing learning management systems to deliver
class-leading onboarding solutions.
Its ease of use and enterprise ready social tools puts
this onboarding approach head and shoulders above
its peers.
Congratulations on the new job!
Carrie has been eagerly waiting for her letter of offer, and it arrives via email. It’s a great opportunity to display what she’s capable of and she’s excited to be joining an organisation she regards as the very best in their field.
As well as confirming her role and salary, her letter of offer contains a link and password that provides Carrie direct access to her new workplace onboarding portal.
She logs in and accepts the job offer electronically – that was much easier than signing and scanning and emailing back!
Later, when she has more time, Carrie logs back into the onboarding portal and sees a clear step-by-step path for completing everything required for her to join her new employer.
That’s going to mean no unproductive first days for Carrie filling out forms by hand, providing copies of certificates and other documents and submitting personal information multiple times.
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Accept that offer letter online
No copying, no scanning, no faxing. Carrie just accepts online, letting her new employer know they will see her soon.
Cognology’s Onboarding sets in motion other administrative steps, organising a notebook, phone, corporate credit cards and whatever else is required, so everything will be ready and in place the day she starts.
Cognology automates the employee onboarding process in an easy-to-use online interface.
Preboarding: Joining Made Easy
Carrie’s step-by-step guide to joining her new organisation is called Preboarding, and it’s essential to making new employees feel welcomed and valued.
The first step is a big WELCOME and an opportunity for Carrie to watch a video and learn more about what it’s like to work in her new company.
Carrie likes seeing and hearing what her co-workers think about where they work, reassuring her she’s made a great career decision.
With personalised greeting messages, organisations can create a consistent, intuitive and modern experience for new hires.
Employment Contract
View, download and electronically signyour employment contract.
Print ContractDownload Contract
You’ve arrived!
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Working at Cognology
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In the rare event that we need to contact your next of kin, please provide details
of your nearest and dearest.
Emergency Contacts
You are creating a new emergency contact. You can add up to 2 emergency contacts.
Title *
First name *
Last name *
Tax Details
Tax Details Description
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On what basis are you paid?
Full time employment
Part time employment
Labour hire Superannuation or annuity income stream
Providing the company with all they need to know before starting
Carrie uses the next preboarding steps to provide personal details such as her Tax File Number and Superannuation. Emergency Contacts are necessary so she provides those as well.
Uploading certifications and other documents
Carrie already has scans of key documents on her computer, so she uses the onboarding portal to upload these.
Her onboarding steps were carefully selected by HR, so Carrie is only asked to provide documents relevant to her new role. Carrie’s Police Records Check, Drivers Licence and other certification all get uploaded in seconds, it’s just like attaching a PDF to an email.
Now there’s no need for Carrie to take her original documents on Day One to be copied and filed.
With Cognology Onboarding, employers can tailor the preboarding process to individual roles, creating personalised steps to gather the required documentation.
Cognology Onboarding uses document uploads and electronic acceptance to save hundreds of man hours. With easy-to-use productivity tools, organisations can even build configurable forms to simplify data, capture and manage contracts and automate notifications.
Police Records Check
You are required to obtain and submit a National Police Certi�cate as a condition of employment.A Records Check can be organised through Victoria Police.
Please note that Records Checks typically take a minimum of 2 weeks to process. Once you receive yourNational Police Certi�cate, you can upload a scanned copy below.
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Starting learning and development before joining
Carrie was familiar with various CRM systems but not the one her new organisation used, so her manager ensured training was scheduled for her first day.
To start the ball rolling as part of preboarding, Carrie has immediate access to training via video, slide shares and documentation selected for her based on her new role.
Carrie decides to watch the training videos and read the documentation over the next week knowing she can access each as often as she likes.
If her new employer needs Carrie to acknowledge she has watched or read the training resources, she can confirm online and her HR record will be automatically updated.
Becoming familiar with policies and procedures
Carrie previously worked for other organisations, so she’s aware each employer has its policies and procedures.
She reads through the Fair Work Policy and acknowledges online she has received and read it.
There’s plenty of other helpful stuff for Carrie, like an Employee Guide to Leave and Absence. She takes the time to become familiar with the expectations of her new employer.
Cognology Onboarding ensures compliance by providing simple and straightforward electronic policy acknowledgement and acceptance.
Dashboards monitor new employee’s progress for Preboarding and Onboarding, so if any step in the process is incomplete, it can be addressed.
Please review the Fair Work Policy as part of your onboarding process
Fair Work Policy
I acknowledge that I have received the Fair Work policy
Fair Work policy document https://www.fairwork.gov.au/ArticleDocuments/724/Fair-Work-Information-Statement.docx.aspx
Fair Work policy website ttps://www.fairwork.gov.au/employee-entitlements/national-employee-standards/fair-work-information-statement
Bullying and Harassment
This course provides sta� with an understanding of bullying and harassment in the workplace. This is a mandatory course that all sta� are required to complete.
Learning Resource
Bullying and Harrasment for Employees
This course has been designed to provide workers with an understanding of bullying and harassment in the workplace, the type of behaviour that should be avoided and what workers can do if bullying or harassment is occurring in their workplace. This course has been independently reviewed by Sparke Helmore Lawyers and has been written in line with harmonised Work Health and Safety legislation in Australia.
Training
Mar 14, 2016Mar 15, 2016
In progress11 minutes 42 seconds
NameFormat
Description
Start DateEnd Date
ScoreProgressDuration
ResultComments
Begin course
Integrating seamlessly with Cognology’s Learning Management System and 3rd party eLearning programs, Cognology Onboarding incorporates new starter training into the onboarding process.
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Building knowledge and confidence
Carrie’s confidence is building with every visit to the onboarding portal and her knowledge of the organisation is growing each time.
She’s reassured she won’t feel like a ‘newbie’ when she arrives and is keen to start. When she joined her last workplace, there were so many new names, acronyms and phrases to learn especially about products and services so Carrie gives herself the ‘inside track’ and completes the Understanding our Products step a couple of times. The links to company collaterals, press releases and in-the-media archive provide Carrie with a real sense of the company’s mission and achievements.
Incorporate product videos, reviews, white papers and press releases into the onboarding process with Cognology Onboarding, and provide new starters with a comprehensive overview of the organisation, its products and services.
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Cognology Onboarding uses videos, slide shares and documents to inform new starters about corporate strategies and provide information on products and services, helping align new employees with organisational goals.
Understanding the organisation’s values
Carrie once worked somewhere that experienced a high level of attrition and, like many colleagues, she didn’t stay very long. Looking back, Carrie realised that the company never conveyed its purpose, culture and values, which made it hard for employees to feel connected.
So Carrie makes the most of the Values step and learns all about the culture and values of her new organisation.
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Meeting the team
Meeting her new colleagues via the Meet the Team step in the onboarding portal was a welcome surprise for Carrie. It gave her the opportunity to become familiar with everyone’s names and roles, and would make week one so much easier.
Carrie even used the portal to check out her manager’s LinkedIn profile and discovered in the process that one of her new colleagues studied at the same university. Now she had something to talk about on her first day!
Cognology Onboarding ensures new employees feel welcomed by sharing who they will be working with.
Your TeamThese are some of the great people you’ll be working with.
Please contact your onboarding coordinator with any questions.
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Becoming familiar with new surroundings
Being in new and different surroundings can be stressful so Carrie appreciated the way the Familiarisation step helped her to work out the best way to travel, park, eat and find local services during the working week.
There were links to online public transport journey planners and parking and other helpful resources. Carrie worked out her commute within minutes, the closest ATM and the nearest branch of her fitness network.
“Where’s the best organic low-fat latte?’ was still a question to be answered, but Carrie already knew plenty about her new neighbourhood.
Provide new starters with all the information they need with images, maps, videos and more.
First days
While Carrie knew much more than she had expected to on arrival, there were still administrative and operational questions needing answers. So, rather than interrupt team members or HR, she used the FAQ’s step to see if the answers she was looking for were there.
With the Employee Handbook and the organisation’s Travel Policy Guide only a click away, Carrie quickly learned how to arrange travel to the conference she had been asked to attend.
Common Questions
Here are some links that will help answer some common questions
iWhat are the rules?
Click here to access the organisation’s employee manual
How do I arrange travel?
Click here to access the organisation’s travel policy guide
When is payday?
You’ll be paid every second Thursday
How do I arrange an OH&S issue?
Click here to access the OH&S report form
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Becoming social
Feeling like a seasoned team member on arrival was great, but that feeling developed even more when Carrie discovered that her new organisation had an internal Social Enterprise portal.
Everyone used it to receive regular updates and recognise achievements. Carrie enjoyed catching up with what was happening in the office. She even shared her first post, thanking her team members for helping her get off to a flying start (she’d have thanked the onboarding portal too, but it wasn’t listed as an employee!).
Cognology offers an Enterprise Social Network which provides a platform to recognise, inform and collaborate.
Thanks for the warm welcome everyone!
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Time flies and it’s probation review Instead of weeks ‘learning the ropes’ on a steep learning curve, Carrie hit the ground running. In fact, by the end of her first week, her skills had made a noticeable difference to the productivity of her team.
So, three months later, Carrie sat down with her manager, Brad, for a probationary review.
There were no surprises. Her smooth onboarding experience, combined with regular check-ins and feedback from Brad, meant that Carrie easily met all of her initial goals and expectations.
Cognology Onboarding completes the onboarding lifecycle with configurable probationary reviews and the ability to set goals, plan training and record feedback – all in one place.
The data gathered during the Onboarding process can then be integrated with Cognology’s solutions for Agile Performance Management, Competency Assessment, 360 Degree Feedback, Talent Management and Learning Management.
Sharing the onboarding experience
Her new employer valued Carrie’s thoughts on her onboarding experience, since it gave them the opportunity to hone and improve an already successful process. Having passed her probation, she completed the Questionnaire step and shared her experiences.
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Great feeling part of the team the day you arrive.
I began Day One with so much more con�dence.
After three months I feel settled and I contribute.
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Preparation for arrival of Carrie Smith (Sales and Marketing)
Order Toshiba laptop
Order iPad
Connect to network
Announce arrival social portal
�
Onboarding Analytics
Product Primer is the most commonly overdue onboarding step
Employees are the most frequentlyoverdue people
25% of current onboarding processes have overdue tasks
And while Carrie was getting ready for day one
While Carrie was Preboarding and Onboarding her arrival was being carefully managed and monitored by her new HR Team, manager and internal service departments, ensuring her first day at her new workplace went as smoothly as possible.
Onboarding Check Lists are created for new arrivals and electronically distributed within the organisation so Carrie’s computer, tablet, phone, corporate credit cards, memberships, business cards and the press release about her appointment were all ready for her arrival.
Any delays would have been visible to HR, as well as Carrie’s new manager, and immediately expedited. If any hiccups had occurred or Carrie missed a preboarding step, she would have been contacted by HR and helped to complete.
Cognology Onboarding provides intuitive dashboards for managers and HR coordinators with drill down capability
2 people onboarding are awaiting your input. Please click the steps link for each person to see what actions are needed.
Employee Progress Awaiting Me Status Start Date Last Modi�ed Steps
Carrie Smith 5 of 16 � In Progress 18 Jan 2016 18 Jan 2016 Steps
Danielle Brauer 16 of 16 Complete 17 Oct 2015 18 Jan 2016 Steps
Lara Je�rey 16 of 16 Complete 31 Oct 2015 18 Jan 2016 Steps
2Awaiting me
0Not started
0Contract
2In Progress
2Completed
Kate Bennett 9 of 16 � In Progress 4 Jan 2016 20 Jan 2016 Steps
What does Cognology Onboarding mean for Human Resource Management? 1. Positively engaging new employees before they
turn up on Day One
2. Aligning new hires with organisational values, purpose and goals provides valuable information that makes their arrival as stress-free and productive as possible
3. A support structure for onboarding new hires, crossboarding transitioning employees and offboarding leavers
4. Automating the paperwork associated with the onboarding process, saving hundreds of man hours throughout the year
5. Enabling electronic acceptance and uploading of forms and documents complying with Australian Standards; reducing the need for data entry, manual processing and filing
6. Close monitoring of an individual’s onboarding process, including warnings of tasks not completed — a potential indication of ‘cold feet’
7. Close monitoring of documentation submitted and internal tasks not actioned by managers
8. Full integration of the onboarding process, with employee learning and development
9. Providing a seamless transition for the employee from probationary review to ongoing performance management by integrating with Cognology Agile Performance Management, Competency Assessment, 360 Degree Feedback and Talent Management
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What using Cognology Onboarding means for the new employee’s Manager 1. Visibility of new arrivals and the
progress of preparations
2. Confidence in the onboarding process
3. New employees will arrive fully briefed about the organisations’s purpose and goals
4. New team members will be productive sooner
What using Cognology Onboarding means for Internal Operations
1. Visibility of arrivals and a step-by-step overview of the process
2. A clear understanding of individual requirements, i.e., computer equipment specification, etc..
3. The ability to plan and schedule
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What using Cognology Onboarding means for the Employee
1. A greatly enriched joining experience that starts with their Letter of Offer and immediate access to the Onboarding Portal for Preboarding
2. A Preboarding experience where they meet their new employer and the team they will work with before Day One
3. Access to resources to plan personal needs such as travel, parking, etc.
4. Avoiding those awkward first few weeks where they are still trying to understand who, what, why, when and how
5. Feeling like part of the team on arrival
6. Becoming productive sooner
7. Understand and engaging with the organisation’s values and culture
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Level 7, 530 Little Collins Street
Melbourne 3000
+61 3 9001 0848
www.cognology.com.au
Next Steps
Onboarding in your organisation
Cognology exists to solve a simple problem. Our comprehensive suite of talent management solutions bring together a group of people, aligning them with your organisation’s purpose and objectives so that together you can achieve great things.
Call Cognology +61 3 9001 0848
Try it free [email protected]
Web www.cognology.com.au
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