HR New Hire Notification using ctcLink ��

EO&O Agenda

• Background
• Proposal
• Benefits

Background�

Notification to other Departments

• The EO&O Task Force was looking for a standardized way for HR to notify other departments of new employee and separated employees.
• The notification to other departments is crucial to employees being successfully onboarded. Examples of areas to be notified, depending on local college processes:
• Information Technology (set up phones, computers, email access, college account, 3^rd party software)
• Facilities (desk, chair, office, etc.)
• Security (Keys, parking)
• Finance (Pcard, purchasing, budgets, etc.)
• Marketing (business cards & Name tag)
• Instruction (add instructor/advisor table for faculty)
• Issues with notification found by Task Force:
• Delay in account creation/email.
• Delay for ID for CS to enter Faculty onto the schedule (Sometimes). Effective dates can cause a delay
• Sometimes do not get notification from HR, usually PT or special contract.
• Email from HR sometimes gets missed.

4

SBCTC Demonstration

The HCM Team attended the EO&O HR Task Force Meeting

5

HCM has notification capabilities.

How it works:

• Global setting of notifications is turned on. It uses Notification Composer in ctcLink.
• Each college determines who should receive a notification of a new hire. These employees are given a security role.
• The system is configured for each college with the security roles.
• A global message is set up for the notifications.
• When a new employee is entered into ctcLink it is configured to send out notifications to the employees with the security role as of job creation date.
• Employees receive notification.

6

Proposal�

Recommendation

Utilize the ctcLink Notification Composer as the standard mechanism for onboarding alerts. This will automatically notify downstream departments (such as Technology Services, Facilities, and Campus Safety) the moment a new employee record is created.

A dedicated working group should be convened to oversee the rollout and configuration best practices.  

Benefits

• A standardized automatic system that notifies downstream departments (such as Technology Services, Facilities, and Campus Safety) the moment a new employee record is created.
• Divisions are notified in a timely manner so they can get prepared for the new employee.  
• HR and Supervisor do not have to send multiple emails to departments to get employee set up.  
• New employee has what they need to start the first day.
• New employee feels welcomed! 

Questions?