Guide to Talent Acquisition - Denver



Hiring Manager: New Hire Onboarding Checklist In preparation for a new hire, please coordinate directly with any designated Agency Facilitator(s) in your specific department/agency as needed to confirm provisioning and onboarding needs.New Hire Name: Click or tap here to enter text.Start Date: Click or tap to enter a date.Prior to First DayPreparationStatusTaskOwner?Meet with Agency Facilitator to confirm new hire’s workspace and technology needs (if applicable)Hiring Manager?Workspace Provisioning (if applicable)Assign a cubicle or office for new hireQuestions? Contact Facilities at Facilities.HelpdeskPOB@Hiring Manager?Technology Provisioning and Account Setup* (if applicable)*DEN/DHS: work directly with your Department Division Liaison for provisioningComplete New Employee Computer User Account request for Technology Services via SupportNow (select Request a Service New Employee Computer User Account to request system access, phone, phone number, etc.)If stipend required (for cell phone, bilingual pay, supplies/uniforms), submit the request(s) in Workday – refer to the WD User Guide for step-by-step instructionsIf reusing a computer, submit a SupportNow Generic request for the computer to be reimaged for the new hire (allow 3 business days turnaround)If purchasing a new computer, submit a SupportNow computer request (allow three to four weeks for purchasing, set up and delivery)Questions? Contact Technology Services at SupportNow or 720.337.4357, option 1Hiring Manager?Welcome PlanPlan a one-on-one event with the new hire – maybe coffee or lunchAsk the team to help welcome the new hire – schedule an introductory event with the new hire and the work teamLeave a card or welcome note at the new hire’s work spaceCollect any city and/or department swag to give to the new hireSubmit a write-up to your internal department/agency newsletter – include a photo and brief biography of the new hireHiring Manager?Position-Specific TrainingCreate a personalized training plan utilizing the New Employee Welcome Guide Hiring Manager?Contact New Hire to Discuss First Day Provide instructions and answer any outstanding questions Location (work location and where to meet on first day)Time to arriveBring photo ID for badgeDress code or uniform Parking and/or alternative transportation informationAdditional items to bring on their first dayHiring Manager?WorkspaceEnsure workspace is clean, set up, and ready for the new hire prior to day one Ensure computer and phone are working and ready for useHiring ManagerFirst DayWelcome and Getting StartedStatusTaskOwner?WelcomeGreet new hire and escort them to their work spaceIntroduce new hire to team membersPlan to take them to lunch or have lunch with the teamHiring Manager?Employee ID and BadgeProvide the new hire with their employee ID number and explain how it is used for access to many systems and toolsAccompany new hire to get badge, ensuring badge form has been completed – if additional security or badging is needed, complete required formsHiring Manager?Building TourGive a tour of the office and building including the following (if applicable)Building access and entrances Security badge process for entryRestrooms/break areasOffice supply locationsMail servicesParking facilities or public transportationLocations of various departments/agenciesFire evacuation, emergency and safety/snow closure proceduresTornado shelters Hiring Manager?Items to Review (if applicable)Verify new hire’s emergency contact info is accurate in WorkdayReview Onboarding Plan including first day/first week scheduleProvide department phone list and review key contactsAssist with set up of Outlook email signature, voicemail, printers, etc. Hiring Manager?Technology Explain Shared Drive, DenverHub, Explain Technology Services and SupportNow portalIssue any additional technology/tools required (laptop, keys, cell phone, etc.) Hiring Manager?Meet and Greet MeetingsConnect with colleagues and stakeholders for training and information sharingSet up regular one-on-one meetings between you and the new hireForward standing calendar invites for team and department/agency meetingsHiring Manager?Training Direct employee to access required courses in Workday through the Learning appletEncourage completion of New Employee Orientation during the first week Explain employment probation and required citywide and department/agency-specific training – if position requires driving, include Defensive Driving trainingComplete the Kronos Timekeeping training for Managers/SupervisorsHiring Manager?Department/Agency ExpectationsExplain department/work group procedures (if applicable)Work schedule (work hours, breaks, lunch) Kronos – time tracking and time off management Travel and travel expense reimbursement Hiring ManagerFirst Week – 1 MonthFirst WeekStatusTaskOwner?Goals and PerformanceDevelop goals to be reviewed with new hire during the first monthHiring Manager?BenefitsRemind the new hire (if eligible) to enroll in benefits within 30 days of start date through WorkdayDiscuss the Employee Assistance Program, Vitality Wellness Portal and Wellness IncentiveHiring Manager?City and Department/Agency OverviewDiscuss department/agency structure, goals, and agenda?Explain the mission of the department/agency, its impact on the city, and why the new hire’s role is instrumental to the department’s/agency’s successProvide a copy of the city’s values, mission, and vision statement as well as the city organizational structure chartHiring Manager?Set ExpectationsExplain your personal work styleDiscuss preferences, expectations and goals of the new hire’s positionDiscuss your preferred method of communication with the employee, how often you intend to meet with them, and your level of direct involvement with their workHiring Manager?Check-in RegularlyCheck in with the employee often Make sure the employee is progressing through all of the information and see if they have any questions or need assistanceHiring ManagerFirst MonthStatusTaskOwner?PerformanceReview the performance management process, and explain the employee’s role in goal setting and reviewEstablish performance and development goals in WorkdayHiring Manager?Mayor’s PrioritiesDescribe the City and County of Denver’s vision, mission, and strategyExplain how the department/agency supports the citywide strategyHiring Manager?Meet RegularlySet up recurring one-on-one meetings with your new employee where you can discuss performance, goals, share information and feedbackHiring Manager?Help AcclimateExplain the culture and dynamics of the teamExplain any jargon or terminology specific to the team or department/agency Hiring Manager?Facilitate MentorshipSet up meetings or introduce the new employee to people who embody the city’s culture and can help them get integrated Hiring Manager?Benefits Ensure benefits enrollment for eligible employees – this must be completed within 30 days of start dateHiring ManagerFirst 3 – 6 MonthsFirst Three MonthsStatusTaskOwner?Meet RegularlyCheck in with the employee once they have completed their first three monthsReview work completed so far and progress towards goals, as well as any additional areas where the employee requires job-specific trainingHiring Manager?Review TrainingAccess required courses in Workday through the Learning applet and evaluate progress on probationary training to make sure the employee is on track to complete them before end of probationHiring Manager?HR Check-inConnect with your HR representative and discuss the employee’s progress in the new role and any relevant concernsHiring ManagerFirst Six MonthsStatusTaskOwner?Determine if employee has passed employment probation Hiring Manager?HR Check-inConnect with your HR representative and discuss the employee’s progress in the new role and any relevant concernsHiring Manager?Goals and PerformanceDiscuss how the employee can continue to progress towards their goalsExplain what to expect at the annual performance review and when that will take placeHiring Manager?Onboarding Experience Follow-upFollow up to make sure the employee understands the new job and answer any questions they might have about the cityHiring Manager ................
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