Before Enrollment

Can I still enroll my new hire into the OPH Onboarding Tool if I am not able to provide the necessary information 2 weeks prior to their start date?

Yes, the system is designed to play “catch-up” to accommodate the time frame between when your new hire is enrolled and their start date. Keep in mind, the supervisor in particular will receive emails at a faster pace that’s not as comfortable as it was designed for. However, we do not recommend enrollment the day of or any time after the start date of your new employee.

Is this tool mandatory for all employees?

Yes, the tool is mandatory for onboarding throughout OPH.

What type of employee is this tool meant for?

This onboarding tool is designed for both State (Civil Service) and Contract employees as well as for those working remotely or on-site.

WAEs, Student Workers, and Promotions should not be enrolled.

What is the purpose of this tool?

This tool 1) assists managers with onboarding planning and nudges, 2) provides an engaging experience for new hires, 3) allows a scalable, consistent core onboarding process for all OPH team members, and 4) increases chances of heightened retention and time to productivity.

Will this tool take me time to learn?

This tool is intuitive enough for you to hit the ground running. The basis of this tool is you simply read emails and follow the nudges and templates that apply to your situation.

Do I need to create a password to access this tool?

A login is not required in order to read emails and view content in the OPH Onboarding Tool. However, creating a pin can provide you with added features that come in handy if you would like to check in on your progress or the progress of your new hire as it relates to their onboarding material. This onboarding password is a 4-digit PIN and can be saved for easy logging on.

Is there a way for me to preview this tool to get an idea of the content my new hire will be receiving and the functionalities of the tool?

There are many ways in which you can gain more insight into the onboarding tool. The OPH Onboarding infoSite provides videos on how to use this tool as well as overview lists of content your new employee will receive through this experience, whether they are state or contract. If you are seeking to experience an abbreviated demo of the onboarding tool, please reach out to OPHworkforce@la.gov.

Enrollment

Why do I need to ideally enroll new hires 2 weeks prior to the start date?

Enrolling 2 weeks prior to the start date gives the system allocated time to distribute messages and therefore helps to avoid an overwhelming amount of notifications in your inbox.

What if I don’t receive their start date 2 weeks in advance to enroll?

We understand getting all the needed information to enroll your new hire 2 weeks prior to their start date isn’t always feasible. However, there is some flexibility to this timeframe. Keep in mind the later you enroll, the frequency of information you and your new hire will receive will increase.

What information do I need to enroll my new hire?

1) New hire name and current contact (email or phone), this can be changed later. 2) Start date. 3) Direct manager’s email. 4) Bureau. 5) Location. 6) Employee Type (State or Contract).

Enter this information here.

It’s suggested that each department has one designated person who enrolls all new hires to ensure consistency.

Besides the new hire, who does onboarding content go to? Can content and nudges be shared with others?

Both new hires and direct supervisors will receive onboarding content. This content can also be shared with others by simply forwarding the email communications you receive.

After enrolling my new hire, what actions do I need to take?

Once you have provided the necessary information to enroll your new hire, the onboarding experience begins approximately 2 weeks prior to the start date! Look for emails from OPHonboard@info.la.gov. There will be critically important information you’ll need to provide such as which location and bureau your new hire is joining. Custom content will be provided based on how you complete these questions. Continue to read your OPHonboard emails, take applicable actions, and click through until you finish. There will be an email template to let your new hire know to look out for communications from OPHonboard and that this is part of our important onboarding experience that will provide them a lot of information to set them up for success.

Usage of Tool

Is there a way to know if my new hire has been viewing their onboarding content?

Yes! This can be done through your profile. To access your profile, a 4 digit code needs to be created, which you can do at any time. Your profile allows you to view your progress and the progress of your new hire. Here is a quick video to show you how to access it.

Is there a way to incorporate bureau or team-specific content into the onboarding process?

Yes, bureaus or large teams can customize to add specific content. New hires have already noted they’d love that. There is a short, easy, standardized process to add custom content into the onboarding experience for new hires, supervisors, or others. If you are interested in knowing more, please contact us at OPHworkforce@la.gov.

I have suggestions, issues, comments, or compliments. Where should I provide that feedback?

First, we welcome suggestions for improvement and appreciate knowing what’s working as well. We are continuously making updates. Feedback is welcome in a variety of formats including the built-in feedback mechanisms within the tool, emails, or calls.

Who can I contact for more information regarding the OPH Onboarding Tool?

All questions regarding the OPH Onboarding Tool can be directed to your Workforce Team at OPHworkforce@la.gov.

My new employee has changed their email/name/phone number, what do I do?
Reach out to OPHWorkforce@la.gov to correct an employee’s information

My new employee has left the organization and no longer needs onboarding, but I’m still getting emails about them.
Let us know about any severances by emailing OPHWorkforce@la.gov

My new employee has been assigned a new supervisor/buddy or other stakeholder.
Let us know of any changes at OPHWorkflow@la.gov as soon as possible so we can ensure the employee experiences the smoothest transition possible to their new stakeholder.