Retrieving Employee Numbers for a Future Hire

Hi everyone,

We are moving from S3 to GHR/HRT. We do not use the recruitment module, so we input people once they are confirmed to be hired. In S3, we have the ability to submit a future hire action, and retrieve what the employee number will be for an individual prior to their actual hire date (the system auto assigns the employee number). This is helpful because we can provide their number to the badge office, security, etc, so they prepare for the new employee.

If anyone is in this similar situation, how do you submit future hires in GHR?

1. Do you make the effective date the hire date? Or the date of submission?

2. Where do you go to find the assigned employee number? We are able to find the number under Async Administrator > Effective Dated Requests, but there is no indication of the employee's name with the record, so it's hard to differentiate if we've submitted several hires at a time.

3. If you need to make changes to the new hire's information (personal information or position-related information) how are you doing that?

Thank you.

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jreese

Our HR department makes the effective date match the start date but that does cause issues with setting up security and making changes to future hires. Part of the reasoning is with how S3 works vs. GHR and we still integrate over to S3 for payroll. In order to see future transactions immediately in GHR, the effective needs to be less than or equal to today. Otherwise you must use an AsOfDate in any query in order to pickup the future transactions. Agent records cannot be created for an employee until they can actually be seen in the Employee Resource list.

unknown

We are using GHR Payroll and do have the TA module enabled for our new hires. However, we did do it through GHR Hire too prior to enabling TA.

1. We use the effective date of submission for the GHR hire

2. We use a PRE HIRE relationship to organization for all new hires. Since we are using the submission date, we can search and find the PRE HIRE as soon as it is approved in GHR.

3. Also, since we use the PRE HIRE relationship to organization, we can access and make updates to the employee record as needed prior to their start date.

Note: this will most likely impact any analytics and reports that look at the effective date of your hire actions. We try to only report on start date and do not rely on the effective date of the hire action to be accurate for any of our reports.

Rachel Lake

Thank you. I was thinking this would be our solution. So when you input a hire, did you also immediately submit a Change Relationship to Org action for their actual hire date?

unknown

Yes, we do a change relationship to org action on their official hire date, effective date = start date, making them an EMPLOYEE relationship to org. We also assign the new hire benefits QLE in that same action as applicable too.

unknown

We use an effective date of today and the Start Date is their actual hire date. This allows us to get all the security/provisioning completed prior to their start date. We originally started with GHR Hires and are now using TA Hires. This has not been an issue.

If you do want to use a future Effective date, you can change your As Of Date at the bottom of the right-side menu, to a future date and then go to Resources -- and sort on the Employee Number column or do your lookups. Rather than using Effective Dated Requests to find them. But this does make it harder to report on future hires.

Rachel Lake

Thanks, Pam. So that must mean that all your reporting on active population is based on hire date rather than status, correct?

Rachel Lake

Great, thank you.

Noe Ramos

I'm curious - how many relationships to organization do you have setup? We have only one - 'Employee'.

unknown

Sorry if you were not referring to me or Rachel, but we have a total of 7... CONTRACTED, EMPLOYEE, LOCUM PROVIDER, PRE HIRE, TEMPORARY, NURSE TRAVELER, and VENDOR.

A majority of those are a result of custom group identifiers we needed for Learning and Development module. It was hard to find the best way to be able to add those non-employee resources to GHR and not get them mixed in with true employees for reporting, benefits/PTO, auto assignments for Learning and Development and etc.

Some may honestly be a little redundant, but unfortunately I was not part of the initial implementation of GHR on the "why" for some relationships.

karen-mackenzie

we have 4 - consultant, contractor, regular employee and temporary employee. We handle "pending hire" and "pending termination" through the relationship status.

karen-mackenzie

we are using the hire action and termination action to auto-provision (and then deprovision) Active Directory accounts. For our employees, upon hire, we have the effective date be today's date then have the start and adjusted start date reflect when they are due to arrive. We have a relationship status called "Pending Hire" - once they arrive to work, there's a change relationship to org form that HR submits moving them from Pending Hire to Active status. If someone chooses not to show for their first day, we created a special term code for "term no show" to indicate that the person never actually worked for us.

This allows the eeid to be generated before they arrive and allows you to see them in the system immediately. If you wanted to use the start/adjusted start, you'd have to get really good at using the "set as of date" function in order to find the person and make updates, find the eeid, etc.

elizabeth-eckhardt

We only have two relationships, Employee and Non Employee. We use the Assignment Type on the Work Assignment to tell us what type of non employee they are: volunteer, contracted staff, student, vendor etc. We only have one resource record per person. So if they are both an employee and a volunteer, it is one resource record and two work assignments. We have been on GHR for many years and are just implementing payroll, we also use the talent module but did it this way before we started using the talent module.

Effective date on hire/rehire action is the date action is submitted so we can immediately see the resource record and start all the provisioning needed. We also have a term reason for those that 'never started'.

Rachel Lake

Ok, thanks. Yes, I think this is the way we are going to go. And I'd say about 5% of the time we get notification from the recruiting team that some aspect of individual's hire has change - supervisor, pay, position, etc. It's a lot easier to make those changes if the employee is already showing in the system. We would just have to get used to ignoring any employee history that occurs before the adjusted hire date.

Rachel Lake

Good to know, thank you!

kmelche3

We future date our start dates as well. On occasion I need to find an employee number but they wont start for a week or two so I just use the AS OF date of a few days after they have started before I do my resource search. I don't make changes in AS OF future date usually, just look.

Rachel Lake

What happens if you have to make a change to the position, pay rate, or personal information of the new hire?

karen-mackenzie

I would set "as of" date after the effective date of the hire, then take your action, also with an effective date of greater than or equal to the effective date of the start

Rachel Lake

Can I ask what people do if someone doesn't show up before their hire date? We are using the process where we hire someone early to get their resource ID (so we use hire effective date = today's date), and then start date is their actual start date.

sandra-mcclure

If the new employee does not show up and there is not a future date they will report, our HR techs will term the resource by updating their Relationship Status to Term Final. We don't send through the term process flow as there is no need for approvals at this point for no show hires per our established policies and processes. Hope this helps.

Rachel Lake

Thank you!

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