Monitoring the Status of the Onboardee in Onboarding

This guide demonstrates how to effectively monitor onboarding tasks for an individual onboardee. The Onboarding Team (Hiring Manager, HR Manager, Onboarding Coordinator) can use this guide to help them understand how to track progress and promptly address any issues.

Kristin Coombs
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30 seconds

By design, SuccessFactors provides three roles on the Onboarding Team: Hiring Managers, HR Representatives, and Onboarding Coordinator. A unit’s business process determines which role is operationally responsible for the actions outlined in this guide. At Duke University, including the School of Medicine, a business unit’s operational process determines which of these roles will take the actions outlined in this guide for the Onboarding Team. At Duke Health, the Onboarding Coordinator role takes the actions outlined in this guide for the Onboarding Team.

From the SuccessFactors homepage, select the Home tab and select **Onboarding**.

From the Onboarding Dashboard, search for your onboardee using the New Hire search field. Select **Go**. When the onboardee's name returns, select the caret (arrow) to view **New Hire Details**.

**New Hire Details** is where you monitor a onboardee's onboarding process. The page is organized into sections based on key components of the onboarding process. Each section is separated into trays. Data is populated as the onboardee completes each onboarding task, allowing you to easily track their progress. Each section has four columns that provide details about the information: - **Task:** Outlines the specific action that needs to be completed - **Status:** Provides a due date based on hire date and specific task. This date is dynamic for each onboardee. - **Assigned To:** The person or role who is required to complete the task. - **Actions:** Hyperlinks to additional actions that the Onboarding Team can take. The process begins with **Data Collection**. After the onboardee receives the welcome email to set a password, the **Data Collection** section populates the first task: **Provide Personal Data**.

**View Details** displays in **Actions** throughout the **New Hire Details** page. Select the hyperlink, and a pop-up window displays the due date, the individual assigned the task, and the date the task was assigned.

**Please note:** The due date displayed is system generated and may not reflect the requirements of your business unit. Please follow the due dates communicated by your business unit. For Duke Health, the onboardee must complete all steps the Friday prior to their start date.

As the onboardee works through the process, new tasks are added. The **Status** column displays the status of each task. Once complete, the column displays **Completed** in green. Once **Data Collection** is complete, tasks become available for monitoring in the **Form I-9 and E-Verify** and **Compliance Forms** (e-signatures) sections.

Section tasks do not have to be completed sequentially. In some instances, completed tasks will displays in different sections as the onboardee works through the onboarding process. In the screenshot below, the new hire task of **Complete Form I-9 Section 1** is complete in the **Form I-9 and E-Verify** section and the **Complete Compliance Form** task is complete in the **Compliance Forms** section as a result of completing tax forms.

Once the onboardee completes all their tasks, as shown in the screen show below, the Onboarding Team take responsibility for completing **Form I-9 Section 2**.

Now, it's time for the Onboarding Team to take over and complete Form I-9 Section 2. Below you can see that this task is Due in 1 month.

Complete Form I-9 Section 2 - Onboarding Team

Once the onboardee completes all their tasks, as shown in the screen show below, the Onboarding Team take responsibility for completing **Form I-9 Section 2**. Select **Start** to launch the form.

Once **Form I-9 Section 2** is complete, the Onboarding Team member must select **Start** to e-sign the form.

The final task is completion of E-Verify. The Onboarding Team member must select **Start** and wait for the confirmation.

Once the onboarding process is complete, the **Status** of all tasks will display as **Completed** and there will be no names in the **Assigned To** column. Please note: Duke is not using the **New Hire Tasks** function; therefore, it will be blank.

In addition to completing the onboarding process, units must complete the Hire iForm. The completion of the Hire iForm runs in parellel to the onboarding process. Duke systems match the Hire iForm with section 2 of Form I9. Once these forms successfully match, the new hire is added to Duke's HR/Payroll System as of the start date indicated.

Nudging

Nudging is a system generated reminder to encourage a user to take action. It's a feature you can use to guide new hires or the onboarding team toward completing key tasks. These tasks improve completion tasks, help reduce manual follow-ups and create a smoother onboarding experience. From the **New Hire Details** screen, anywhere **Nudge** displays provides the opportunity to send an email to encourage action. In this example, you can Nudge the new hire to complete the e-Signature since it's due in 1 day. Under **Actions**, select **Nudge**.

In the **Nudge Assignee** window, the system defaulted message appears. You can edit the note if you choose. Select **Share** to email the message to the individual who needs to take action.

If the Onboarding Team has questions during this process, University and School of Medicine users should contact [recruitment@duke.edu.](mailto:recruitment@duke.edu) and Duke Health users should contact [DUHSTAPreboarding@duke.edu.](mailto:DUHSTAPreboarding@duke.edu)