[HRMS] Smart Onboarding Upgrade - System Outage & Department Action Needed

[HR Important Message]

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An important message from FSU Office of Human Resources

This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.

As previously communicated, the Office of Human Resources will launch an upgraded Smart Onboarding portal in late September. The upgraded portal will be more user-friendly for incoming candidates and include helpful features for department representatives. The week of the portal upgrade, we will limit the launching of onboarding invitations to reduce the number of candidates being impacted by the system changes. In addition, OMNI HR and the Smart Onboarding portal will be unavailable for users September 25 and part of September 26.

To prepare for the upcoming upgrade, here is how your department can help:


  *   To minimize the impact of system changes, Human Resources will not be launching onboarding invitations from September 22 - September 25.


  *   All job offers for candidates starting prior to October 15 should be submitted as soon as possible to ensure enough time is provided for job offers to be approved and onboarding to be completed.



  *   Check the status of candidates who have not responded to their onboarding invitation and ask them to get started and finish the required steps as soon as feasible.



  *   Encourage candidates who currently have an onboarding invitation in progress to finish their onboarding prior to the portal outage on September 25.



  *   Follow up on pending approvals for Outside Employment, Employment of Relatives, and Dual Compensation to ensure they are complete prior to September 25.



  *   The deadline for Smart Onboarding actions for hire dates in Pay Period H between October 2 and October 8 is September 28, 2020. Please work with your candidates and approvers to ensure that all required document submissions and approvals are completed by this deadline.

Over the next two weeks, Employment & Recruitment Services will be monitoring candidates in the portal and reaching out to departments more often than normal to get as many pending candidates through the process as possible. Otherwise, once the system has been upgraded, we will partner with departments to relaunch invitations as needed.

Questions? Contact Abigail Lejeune at alejeune at fsu.edu<mailto:alejeune at fsu.edu> or Amy Espinosa at amy.espinosa at fsu.edu<mailto:amy.espinosa at fsu.edu>.

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