HRSS Onboarding and Offboarding Training

• This training guide is for the HRSS Onboarding and Offboarding Team & Part Time Team as of April 2025.
• Ground rules for this guide includes:
  • Active listening
  • Muting your phone
  • No email activity
  • Active participation

Agenda

• The agenda will cover seven topics:
  • Overall Onboarding Process
  • Preboarding
  • Personnel Management
  • Hire/Rehire
  • Termination Management

Pegasus Hire to Retire Lifecycle

• The Pegasus Hire to Retire Lifecycle processes start with:
  • Foundation Management
  • Job Requisition
  • Sourcing and Application
  • Screening and Interview
  • Overall and Rejection
• On Employee Central
• Recruiting
• Onboarding
• The lifecycle includes Foundation Management which entails:
  • Maintaining Organization Structure
  • Creating and Maintaining Jobs
  • Creating and Maintaining Positions
  • Mass Create and Maintain Positions
  • Create and Maintain Locations
• Job Requisition includes:
  • Creating, Approving, and Posting Job Requisitions
  • Managing Evergreen Job Requisitions
• Sourcing Steps:
  • Internal Applicants Apply and Experience
  • External Applicants Apply and Experience
  • Managing Employee Referrals
  • Managing Agency Sourcing
  • Managing Talent Acquisition Events
  • Passive Candidate Sourcing
  • Establish and Maintain Talent Pool
• Screening and Interview consist of:
  • Screening Candidates
  • Assessing Candidates
  • Managing Interview Scheduling
  • Interviewing and Selecting Candidates
  • Performing Pre-Hire Due Diligence
• Offer and Rejection activities:
  • Preparing Rejection
  • Rescinding Offer (and Contract)
  • Managing Job Requisitions
• Onboarding activities:
  • Conducting Pre-boarding
  • Managing Day 1 Activities
  • Managing First 90 Days
• Crossboarding task = Managing Crossboarding
• Personnel Management covers:
  • Hire/Rehire
  • Probation Management
  • Promotion Management
  • DemotionManagement
  • Transfer Management
  • Contract Management
  • Suspension Management
  • Job Data Change
  • Salary Adjustment
  • Secondment Management
  • Termination Management
  • Employee Data Management
• Benefits Management includes:
  • Managing Benefit Enrollment -Managing Life Event Changes
• Time Management focuses on:
  • Managing Leave Requests
  • Managing Leave of Absence
  • Managing Return from Leave
  • Managing Overtime

HRSS On/Offboard & PT Processes

• The training will focus on the processes covered in the HRSS On/Offboard & PT processes

Onboarding

Conduct Pre-boarding

• Preboarding details for the RACI Responsiblity / Accountability Matrix include:
  • Selecting an employee profile for rehire to sync new hire data after onboarding initiation
  • Review new hire data synced from recruiting
  • Complete task assigned to HR
  • Inquiries on start date changes
  • Collecting personal data
  • Change start date & review collected data
  • Complete task assigned to business
  • Ensure Day 1 readiness

Conduct Preboarding Process

• This process describes Pre-requisites for new hires
• Contract must be signed in recruiting
• Recruiter moves hire to 'Ready to Hire' status in REC
• Checks are conducted parallel
• New hires will submit personal data tasks and start final review
• Each section is reviewed to confirm information is supplemented
• Final Review Completed, once confirmed
• Employee Profile Selection is used for rehires only
  • Start button is clicked to enter employee's Profile Match Verification page
  • Click "Rehire with New Employment and click Accept as Rehire
• Manage Pending Hires before day 1
  • Searches are initiated
  • Information is reviewed
• Submit to add new hire into EC
• The HRSS manages Review New Hire data.
• The HRSS handles Start Date changes if applicable.
  • Searches for Recruit Date Correction -A new 'Recruit Date Correction / Hire Date Change' job is created Approver approves changes
• HRSS can Go to Onboarding from Main Menu
• Searches for the new hire & starts the Review New Hire Data process
• Sections are being reviewed and Submit clicked
• Direct Managers and department coordinators should complete Pre-onboarding Tasks
  • Login personal's email box, click link to set Password to activate Account Login system; Accept Data Privacy Statement
  • Fill In Relevant Personal Data
  • Complete Learning Courses
  • View Information via Onboarding Portal
• Review All and do Cancel Onboarding from staff menu
  • searches for the new hire and Cancel Onboarding is initiated

Choose New Employment

• The “Employment Profile Selection" task is assigned to the HRSS team only if Pegasus identifies the new hire as a rehire.
• The HRSS team can then choose the corresponding profile for rehire cases. HRSS team members log in to proceed

Pre-requisite for Employment Profile Selection

• The employee must previously have been employed by HKJC and must have an inactive profile in Employee Central with the “Eligible to Rehire" field set to “Yes” in Employment Details.
• If the First Name, Last Name, Date of Birth, or National ID matches that of a terminated employee in the Pegasus Employee Central system, the onboarding task is initiated.

To Access Employee Profile Selection Page:

• Click the To-Do list on the Home page

• Employment Profile Selection is then clicked

• Find the employee, and click Start to to access this employee's Profile Match Verification page

• All potential matches that share the same "First Name", "Last Name", "Date of Birth", or "National ID" with a previously terminated employee are displayed.

• If "Eligible to Rehire" is marked as “No” in Pegasus EC Details, the employee profile selection process should pause with the recruiter, and the onboarding canceled.

• Selecting Rehire with New Employment will generate a new employee profile while retaining some personal information from the previous employee profile.

Steps to Complete Employee Profile Selection Page

• Click "Rehire with New Employment", located at the bottom right

• A confirmation popup should appear, click "Accept as Rehire" to proceed

• Once a Success pop-up window appears, the rehire's onboarding has begun, beginning the "New Hire Data" Review.

• In cases where a candidate shares credentials but is actually a different individual, HRSS should identify this distinction and select Proceed as New Hire.

• When an employee has multiple job records, the HRSS should select the profile with the most recent "Last Working Day" for "Rehire With New Employment".

Review New Hire Data

• This is the first onboarding step where the HRSS reviews data transferred from Recruitment module to the specific candidate.
• Data covers "Personal Information", "Job Information", and "Compensation Information", and may be modified at this stage.
• Once onboarding begins, the task is assigned to the HRSS team to review data from the Recruitment module (REC) or from the existing profile (for rehires).
• The HRSS receives notification that the data is ready, then assesses details such as biographical, personal, and employment information.
• To View New Hire review tasks go to the Your Tasks section, then click the "View All" button.
• By clicking "More Actions" in the top right corner, admins can choose to either hide Review New Hire Data task for 7 days, or set a reminder to view

Data to Be Reviewed

• Name, Personal, Dependents, Email, Phone, Address, Emergency Contact, Payment, and Photo.
• Employment, Job, Job Relationships, & Compensation.
• Talent, Benefits and Form Acknowledgment.

To Start Review New Data:

• Select Onboarding from the main menu, and locate the target new higher. The actions column will have a 'Start' to begin the Review New Hire Data step. -Besides searching for hire, the HRSS can also refine search for the same hire on the Onboarding Dashboard by using filters (start date, hiring manager, hire type, etc).
• Once sections have all been reviewed click "Submit". If submision is successful, popup will read, "Data has been updated"
• If needing to revert back you may click the small arrow located on the left side of your page

To Complete Reviewing New Hire Data:

• Review the data and use the "Continue" button to advance
• "Submit" will confirm all reviewed sections and display the "Data has been updated" notification
• The small arrow on the left side of "Provide Personal Data" will take you back to the "New Hire Details" page

Successfully Submitting

• After a successful submission, the status of "Review New Hire Data" will change to "Completed".
• The "New Hire Details" page will also reflect updates for the "Data Collection" and "New Hire Tasks".

Complete New Hire Tasks

• Onboarding tasks are assigned to the designated process owner who is responsible for completing the tasks

• To perform tasks, the owner goes to the "Home page", and locates "Complete New Recruit Tasks.", containing details of their assigned tasks

• After the HRSS completes the "Review New Hire Data" stage the Line Manager will get an email: ""Action required for New Joiner"", which includes a reminder of their uncompleted tasks.

• Program names vary by the specific details of each particular hire: HK Non-Executive/Normal PT & HK Executive/Assistant Executive.

• To complete: Access Direct Manager/Onboarding Module, enter new hire's name/email, click the right triangle to go to the detail, and click the blue task name to start those tasks.

Another Method:

• After logging in as a Direct Manager, click the "View All" button of the "Administrative Tasks" card (located on the "Your Tasks" section)
• Because some OPTIONAL tasks that would affect whether or not "All New Tasks" are fully completed might not be visible on this page.

Checklist Step

• After selecting "checklist", a pop-up will appear displaying the "Checklist Item" box.
• To edit the checklist item, click the "pencil" icon located on the right, and delete items by clicking the delete icon.
• HRSS can click Add Item, write down the checklist item and choose the delegated person
• Click the checkbox to submit

Final Review

• After "Personal Data" has been provided on the "New Hire", the HRSS will get an email stating that "New Hire" has completed.
• The HRSS team has review all information filed by the new hire biographical, and personal information.
• All data mismatches or any corrections required are sent back to new hire for data-correction. Otherwise the HRSS submits it.

To perform the review

• log in as HRSS and start the "Final Review" of the new hire, checking each section to confirm if any information needs changed/supplemented by the candidate.

• To complete the confirmation, click"Review Completed"

• An email notifies HRSS of personal data provision completion, then review the information.

• To correct data you (1) select Request Correction click Ok, it will return to the page

• after HRSS's request correction, new hires correct the data with "Email for New Hire".

Start Date Change

Important factors:

• The start date change is only for new hire date of joining updates, and does not apply to other changes
• The start date can always be updated in recruitment and EC upon completed onboarding
• Steps include selecting the recruit date correction selecting and saving.
• Select Show Workflow Participants to see the approver and to add a request.
• Manager of HRSS approves and navigate details.

Cancel Onboarding

• Can be cancelled when the new hire rejects employment or the company decides not to onboard them
• This can be done by selecting "Onboarding" from the Main Tasks list, or directly from the Main Menu

Cancelling Scenarios:

-ONB(Onboarding) before completing "Manage Pending Hires" -Tasks can be cancelled from dashboard -Report No-show after completing Manage Pending Hires (by the EMSS) -No-show event can be triggered before OR on Start Date, or within 30 days of it

Cancelling from the Manage Pending Hires dashboard:

• Action> Cancel Onboarding
• Select to acknowledge all Tasks will be deleted with selected Cencellation Reason and Aditional Coments

Manage Day 1 Activities

• After pre-onboarding is submited, an email is sent to DM to onboard new hire Day 1
• DH reviews information via Onboarding Portal, completes assigned courses and suplements needed info

Start date changes &Cancel onboarding is the same with previous process

• These processes should be completed by the HRSS team:
  • Manage Day 1 Activities: Non-Executive, Part-Time (except Catering, Telebet, Retail, CSII), Intern and Racing Trainee
  • Manage Day 1 Activities – Part-time (Catering) -Manage Day 1 Activities– Part-time (Telebet) -Manage Day 1 Activities - (Retail and CSII) and Management Trainee

Manage the First 90 Days

• Attend New Hire training and orientation
• Meet to discuss expectations/goals for the first 100 days
• Complete the Onboarding Expereience survey on Qualtrics: A system for creating online surveys and data

Choose New Employment

• Employment Profile Selection task is assigned to the HRSS team only if the Pegasus platform identifies the new hire as a rehire
• Afterwards choose a corresponding profile for rehire cases, by logging in as the appropraite HRSS user

Benefits (Management)

• Manage the following enrollmemt: Exempted Member enrollment date, scheme joined date and verify detail of benefits Medical plans will also be handled and set based on the given guidelines ""Click ""Continue"" button to maintain the rest of information in next page""

Maintaining Repayment

• -Find the employee using the Action Search box by either their"", Name or Employee ID"": Then proceed to do the following.
• -Click "",Actions"" and proceed to ""Terminate"" --HRSS must select the ""Voluntary or non""-Voluntary Retirement, and will out a termination notice --Then make sure that the re-employment option

Involuntary (Terminations)

• •Direct Manager initiates Involuntary Termination in consultation with HRBF" "
• •HRBF formulates Severance Package and gets offline Approrval / Endorsement"

After action of report and changes"

""Navigate to the process of workflow deatils to the page, by entering feedback and clocking aprove""","""" —""Action""Terminate"

Maintaining - Death

HRBF is in formed and needs to issue a Condolence then Collect documents, HRSS issues Condolence Money as needed""

" ""After Termination on offbording, find ""People profile and"" then"" Select ""Equipment return for Termination""