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At the 2007 User Conference in Salt Lake City while waiting for a session to start, I was listening to a fellow Vista user voice frustration over the volume of information that has to be communicated to new hires. I had to agree as there truly is a lot to review with each associate on their first day. It starts with all of the government required documentation (W-4, I-9) followed by the company specific required paperwork (Employment Agreement, Direct Deposit), and then there are all of the other bases that need to be covered such as Paid Time Off, pay periods, employee self- service, etc. Once the new hire leaves Human Resources, they have yet another orientation with someone from our I.T. staff to go over network logons, setting up e-mail signatures and voice mail, accessing e-mail from outside of IMA, and a general overview of the IMA Intranet. At some point during that first few weeks they also receive e-mails from various other departments regarding licensing, benefits, employee bios/photos and the list goes on and on. I knew there had to be a better way to pull as much of the process together in one concise, easy to access location that would not only ease the administrative burden, but would allow the new associate to concentrate on what they were actually hired to do.
After the initial meeting with my I.T. support person to map the current workflow, we determined that the first step towards improvement was communication between our own departments. Instead of I.T. meeting with the new associate, it made more sense that I.T. would provide Human Resources with an "I.T. Orientation Letter" that would list the network logon and password information and would be given out during the HR Orientation. Now that the associate could logon to their machine immediately, we determined that the best way to push out the additional information was via e-mail when the new hire was entered into Vista . After brushing up on Vista job templates, adding the applicable code to the ACT_NewHire_X user exit stored procedure, and getting some assistance from my friend ES (Enterprise Server), our revamp of the New Hire Orientation process was up and running.
From: HumanResourcesSystemsAdministrator@imacorp.com
Sent: Friday, December 28, 2007 1:47 PM
To: Krehbiel, TeddiAnne
Subject: Welcome to IMA's Newest Employee...You!
IMA is an employee owned company that is committed to offering highly personalized attention and service to our customers. In Human Resources, our customer is you!
Below you will find your User ID (which is also your Employee Number) and your initial Password to access your employee record through IMA Employee Self Service (IMAESS). This powerful tool will give you the ability to view secured personal information from your desktop including pay rates, tax exemptions and statistics, direct deposit information, current benefit enrollments, PTO balance, pay increase and earnings statistics. In addition, you can change your own address and phone number on line, as well as emergency contacts. Most importantly, you can view and print your own payroll advice!
To access, click on the following link IMAESS or simply open your browser and type IMAESS in the address line.
Your user id (which is your employee number) and password are as follows:
User ID: |
10040 |
Password: |
33920859 |
You will receive a message that your password has expired. Please enter (and verify) your new password.
Regardless if you have signed up for direct deposit, your first check will be in the form of an actual check (although you can see the detail through IMAESS). It will be mailed to your home the day prior to payroll.
To complete the rest of your paperwork that was mentioned in your New Hire Orientation (including items from I.T.), click on the following link New Hire Orientation. You can also access it directly at anytime by going to the IMA Intranet, Human Resources, New Employee Orientation.
Should you have any questions regarding your record in IMAESS, or any other general new hire questions, feel free to contact me.
TeddiAnne Krehbiel
HR Systems Analyst
The IMA Financial Group, Inc.
P.O. Box 2992
Wichita, KS 67201-2992
316.266.6323 phone
316.303.3745 direct fax
316.267.9221 main
teddianne.krehbiel@imacorp.com
The "IMAESS" link takes the new associate directly to IMAESS (IMA Employee Self-Service) where they can sign in with the User ID and Password provided in the e-mail.
The New Hire Orientation link directs the associate to our IMA Intranet where they can review how to set up their electronic devices, contact information for their new employee photo, and read a more detailed description of IMAESS including a Help Document and other forms and useful reference material.
The feedback on the revised process has been very positive. In fact, I have heard on more than one occasion "IMA is pretty technical for an insurance company." To me, there is no bigger compliment.
TeddiAnne Krehbiel
HR Systems Analyst
The IMA Financial Group, Inc.
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