trackcode-number:hcm-05...• turn off all notifications until you have experienced the different...

TrackCode-Number:HCM-05

Implementing Talent Full Suite –Experience & Lessons Learned

Cindy Wilson, Balzer & Associates

Insight 2019

Cindy Wilson

Talent Management - The New Road to HRIS

• Balzer had not used an HRIS before.

• Resumes were organized in Email folders

• Department heads set up interviews and sent offer letters.

• Performance reviews were done on paper.

• There was no Training program.

• Job Descriptions had not been updated in twenty years.

• I was the first HR Manager for Balzer & Associates in fifty years.

First things first….

• Identify main steps of recruiting process. Workflow is created.• Create the Requisition; Requisition pulls information from Job Profile.• Create Application• Create offer letter options, salaried, hourly, part time, summer intern.• Select and create documents to be sent out to candidate for Onboarding;

Emergency contact, employee handbook, tax forms, I9, Direct Deposit form.• Design any additional forms using the Dynamic form option• Create various Welcome letters; would need to be different for different

departments to reflect different attire, different start time, etc.• Populate drop down lists• Create locations.

First things…con’t

• In order to start posting jobs, we needed to update Job profiles with job codes for Deltek Vision.

• Skills and competencies are a valuable piece of the job profiles. We needed to get up and running to use Talent management for recruiting, therefore, we put this piece on hold.

• Job Profiles, OnBoarding documents, Welcome documents, application form was loaded into the system

• Test site was created to test application process and OnBoarding process. Took a few tries to work out the kinks.

• Did not need to train employees on Talent because HR was handling the process. Focused on relieving the department heads of this task.

I had a number of initiatives and to keep things on track, I created a spreadsheet…

Lessons Learned

Talent suggestions…

• Give yourself time to update job descriptions accurately.

• Form small groups to determine job skills and job competencies for job profiles. We had to slow our implementation process in order to accomplish this.

• Test the system thoroughly before your “go live”.

• Use a one page application. Less opportunity for error and this attracts more candidates.

• Review “Incomplete Applications” regularly to determine if there is a problem, also to review candidates who may not have completed the application process out of choice.

• I spend a considerable amount of time reminding new hires to complete OnBoardingdocuments. Has anyone discovered a solution to this?

Deltek Talent Performance

Preparing for your first Deltek Talent Performance appraisals…

• Get a picture in your mind of how job profiles (descriptions), job skills and job competencies fit into performance appraisals.

• Formulate the different workflows you will want to use through the year; Annual, 90-day, Step appraisal, etc.

• Develop your rating scale/or scales to be used in the performance appraisal.• Job skills, job competencies and core competencies can be a part of the

appraisal process.• We took the core competencies we were using previously and incorporated

them into the electronic appraisal.• Form focus groups to determine skills and competencies associated with each

job description. These are used in the appraisal process.

The first Deltek appraisal launch…

• Check notifications to ensure the correct notifications are being sent following various actions that will be performed. Appraisal launch, 360 launch, self assessment launch, Appraisal completed, Appraisal cancelled, etc. This can be disruptive to the work day, especially with new processes.

• Set a reasonable amount of time for 360, self and manager appraisals to be completed. Send reminders.

• System has the capability to do a mass appraisal “close”. Sometimes all that is missing is a signature, in which case I moved forward with closing the appraisals.

• Once appraisals are closed, and the “Potential” has been set for each employee, the employee will drop into the “9 box”.

Did you say “9 box”?

• Once “Potential” is set for an employee and there is a closed appraisal in the system, the employee will drop into the “9 box” of his supervisor.

• The 9 box is an individual assessment tool that evaluates an employee’s current and potential level of contribution to the organization. The vertical columns of the grid indicate growth potential, and the horizontal rows identify whether the employee is currently below, meeting or exceeding performance expectations.

Did you say “9 box”?

• The 9 box can be used for identifying performance issues, development needs and talent gaps, succession planning and senior leadership development.

After appraisals and 9 box comes…• Development plans… which can be created as a result of identifying areas

where growth is needed.

• Deltek talent provides Development

Plan suggestions. Pretty cool. You

can also put your own in the system.

• You may also like to create Career

Paths, also a feature of Deltek Talent.

Email notification examples

Lessons Learned

Lessons learned…• Create power point presentations for employee and managers to train

demonstrating how to move through the appraisal process.• May need to cancel a launch, in which case, be sure notifications will not go

out to employees and managers…very disruptive.• Made changes to skills and competencies. Had to cancel the launch and

relaunch so that the new information was included. • Serial or parallel order for appraisal, 360, self and then manager. Do you want

them to be able to score simultaneously or in a particular order? We felt that we needed the leverage to get appraisals completed, so we went with parallel.

• Found out that we needed to add “NA” to our rating scale for those employees who had no knowledge of the particular question. It they answered without the knowledge it would skew the accuracy of the results.

Lessons learned con’t…• Turn off all notifications until you have experienced the different functions

of the system. It reduces disruption and questions.

• We discovered after having closed two appraisals, we were having a problem with “clumping” around the “3” and “4” ratings with our scale.

• Planned a “calibration” session and all managers met to determine the “meaning” associated with ratings.

Deltek Talent Learning

Beginning to learn..• Need to decide what the purpose of the Learning piece is for your company.

– For Balzer, it was to be used as a resource for Balzer developed discipline specific tutorials

– A resource for OnBoarding new employees

– Links to Revit, AutoCad, Carlson new releases

– New Hire OnBoarding discipline specific curriculums

– General training videos

– Used as a supplement to one on one training

• We felt that a key to the success of the utilization of the Learning system was housed in the organization of the training materials and the consistent introduction of the system/new training pieces to new employees and current employees.

First step for HR• We began by looking for free tutorials and videos that could be loaded

into Learning.

• After loading these into the system, the user group leaders reviewed each to see what was useable and what needed to be removed.

• Once we had a nice variety of additional resources in Learning the next step was for the leader of the various user groups at Balzer (engineering, architectural, survey) to develop a New Hire Curriculum and the time frame/plan of usage. (currently in process)

• Next HR is to create the various curriculums and transfer the approved learning pieces into Learning.

What’s next…

• Currently Learning is being used for New Hire OnBoarding and various Lunch and Learn trainings.

• Sent out an email for department heads to let me know ahead of time when a Lunch and Learn was being schedule.

• Training is entered into the system and the employee logs in and registers for the training. That way the training is recorded in the system under “My Learning”.

• MyLearning profile can also house external and internal certifications.

• Discipline specific New Hire training to be used to assist in one on one training.

Lessons Learned• On a Read and sign document, the course can be deleted as

long as no one has enrolled.

• Once you open a curriculum, you cannot add classes to the curriculum. Be sure you have added all the classes before you change from “draft” to “open”. Otherwise, you will need to archive the curriculum and create a new one.

• Employee needs to enter external certifications into the system. Cannot be done by administrator.

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