SelfDiagnostic Workbook Evaluate your district and determine which
Self-Diagnostic Workbook Evaluate your district and determine which of these three common HR processes should be your top priority for improvement.
How to Use This Workbook 1. Fill out your department’s main goals and mission statement on the next slide. 2. Work your way through the template to evaluate how your current processes impact productivity. • See the Power. Point notes for guidance and tips. • Feel free to edit the questions and bullet points as you see fit, or add any additional context or information. 3. As you complete the workbook, ask yourself: “Are our processes supporting us in reaching our goals and staying aligned to our mission? ” 4. Determine which process should be the highest priority for automation and improvement. • We’ve included information about how Frontline can help with each of the three processes covered in this template. We encourage you to do your research, ask questions and find the best solution for your district — even if you’re not ready to make the leap to an online system just yet. 5. Once you’re done, consider taking the completed Power. Point to your department head (or other district leadership) to help demonstrate why initiatives to improve these processes should be a priority. Self-Diagnostic Workbook | 2
Our Department’s Goals and Mission Our goals and mission statement as a department are: Looking over the HR procedures we’ve evaluated in this workbook: Are our processes supporting us in reaching our goals and staying aligned to our mission? Self-Diagnostic Workbook | 3
Onboarding in Our District • We hire new employees every year. • Each new hire packet is about pages long. • Are we okay with the amount of paper used during the onboarding process? • Do we need to print as much as we currently do? • % of new hire paperwork is returned late. • How does this impact our workflow? What is the impact on other departments? • It takes hours to process onboarding paperwork for each new hire. That’s a total of all new hires combined. • Assuming an hourly wage of $ $ in labor every year. hours for , time spent onboarding new employees costs the district about • How else could that time be spent, if onboarding didn’t take as long? Self-Diagnostic Workbook | 4
Onboarding & Frontline Central • Candidate information is automatically imported (if using Frontline Recruiting & Hiring), eliminating the need to manually enter data. • New hire packets are distributed electronically, and new employees can complete, sign and submit onboarding paperwork — all online. • At-a-glance dashboards give you visibility into new hires’ progress through paperwork, and automatic reminders help ensure that paperwork is returned on time. Self-Diagnostic Workbook | 5
What Others Are Saying: • “We’ve created an onboarding packet of all the forms and policies that we want employees to read and acknowledge, and just started sending them out… That’s definitely going to save us time, with meeting face-to-face with employees for onboarding. We used to spend about an hour and a half with the employees, and now we’re cutting it back down to maybe 10 minutes. ” – Karen Rose, Benefits & Risk Manager, Hurst-Euless Bedford School District • “The system is pretty much handling all those things for us. The time savings could even be more than three hours, just because you’re not dealing with logistics of people handing you packets of stuff that you then go file, then go hand to the next department… Now, it takes no longer than 15 minutes. You send the packet out, the packet comes back, you put the information in. ” – Penny Tracy, Payroll Coordinator, Lampeter-Strasburg School District Case Study: Frontline Central at Lampeter-Strasburg School District Self-Diagnostic Workbook | 6
Employee Paperwork in Our District • We spend tracking down and/or updating information like addresses and emergency contact information for our employees. • Every week, we receive about looking for specific forms. requests (emails, phone calls, in-person visits) from employees • How do these interruptions affect our productivity? • It takes to ensure that employee certifications haven’t expired (or are about to. ) • How often have we found employees with expired credentials? If the responsibility is on employees to track their certifications, what is the liability if it turns out that credentials are expired? • When we need to find a specific file, it can take us up to to find the right one. • Are we okay with the amount of paper created from everyday HR processes? • How often are we unable to find the right records, whether they were misplaced or simply never completed and returned? ) – Is this a potential legal liability? Self-Diagnostic Workbook | 7
Employee Paperwork & Frontline Central • After employees complete paperwork online, automated workflows ensure that forms get to the right place. • Employees can easily sign new or updated policies online via the digital signature feature, and update their own information when needed. • Forms and records are all securely managed electronically in one place, from tuition reimbursement and direct deposit forms to the district’s acceptable use policy. • Report on employee credentials with ease and see if any certifications are about to expire. Self-Diagnostic Workbook | 8
What Others Are Saying: • “This year I sent the Letter of Reasonable Assurance form out through Frontline Central and I loved it. I put a deadline on there to have them send this back to me. I absolutely loved it, because I didn’t have to worry whether or not they got it back before they left school. ” – Debbie Horton, HR Specialist, Bonham ISD • “It’s a one-stop shop. That’s what I’m liking. In the past I had all that paperwork. My personnel files were in a vault that wasn’t anywhere near my desk. If I had to get into them I had to leave my desk and I might be in the vault for quite some time… The fact that I can sit at my desk and I can look at an employee’s record, or whether or not they have turned in a form. That’s what I like. Just the fact that it’s all digital. I can sit at my computer. I don’t have to go anywhere, and I can find what I need. ” – Debbie Horton Self-Diagnostic Workbook | 9
Annual Contract Renewals in Our District • We send out • That’s employee contract renewals every year. pages of paper for each employee: pages of paper total. • Are we okay with the amount of paper used during the contract renewal process? • From the time we send the contracts out, it takes our office. • It takes us a total of to have them all completed and returned to hours to manage the contract renewal process. • Assuming an hourly wage of $ in labor every year. , time spent managing employee contract renewals costs the district about • How else could that time be spent? Self-Diagnostic Workbook | 10
Contract Renewals & Frontline Central • Automated workflows, drag-and-drop forms and digital signatures make the employee annual contract renewal process take a fraction of the time. • Contracts are electronically distributed with the click of a button, and employees can acknowledge and return them just as easily. • See at a glance which contracts have been returned and which haven’t — no more manually updating lists or spreadsheets as contracts come in. Self-Diagnostic Workbook | 11
What Others Are Saying: • “It’s actually amazing. We sent out 1, 599 contracts the first time that we used the system, they went out to every employee flawlessly. It was just great… For us to be able to basically do everything in a day, get the contracts ready, make sure the list looks correct and hit send, was great. Following up was a piece of cake, with the system being able to email reminders out. It’s definitely reduced our turnaround time and paper costs and all of that. ” – Karen Rose, Benefits & Risk Manager, Hurst-Euless Bedford School District • “Using Frontline Central has had a huge impact on our district. We have seen massive improvement versus last year, when we were still using paper for our employee contract process. ” – Doug Cromwell, Director of Personnel, Operations & Planning, Oxford School District Self-Diagnostic Workbook | 12
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