EODonline is a process automation solution, designed specifically for federal government agencies, that fully automates the 'Entry On Duty' (EOD) process, tracking and coordinating the completion of vital EOD tasks. EODonline enables government agencies and their sub-entities, to fully manage the EOD process for new employee profile creation, reminder notifications, document set creation based on unique profiles, batch printing, and data export to other internal systems such as HR, payroll, eOPF, security, IT, and other internal systems. EODonline has been identified as the "missing component" that will allow the government hiring, transfer and retirement processes to finally go entirely paperless.

Automated emails are sent to new employees, along with a link to a secure eOrientation portal which allows them to view and complete a set of onboarding tasks. These tasks include; viewing and authorizing their offer letter, completing their required Computer Based Training (CBT), and all the EOD documents in multiple interview sessions for pre and post EOD documents. Once all the questions are answered for each session, the documents are then 'printable' in PDFs and the data is available for export to the Agency's HR, payroll, eOPF, security, IT, and other internal systems.

How it works Top

EODonline utilizes sophisticated wizards to guide the new employee through the EOD process. EODonline comes preloaded with the required and federally approved hiring documents. Presently EODonline has in excess of 150 onboarding documents in its library. With every new client comes the automation of new documents. Once the new employee has responded to all of the questions, EODonline validates and verifies the information and will indicate where there may be some information that was missed. The application ensures that all of the required data has been provided. Upon completion of this real-time verification step, the application will seamlessly populate all of the documents that were in this individual's new hire document package. The individual can print a copy of these documents for their file.

At a glance Top

EODonline allows Agencies to collect the necessary information to initiate or validate the following information for pre-hire or contingency hire:

• Drug testing
• Credit checks
• Security checks
• Certifications
• Education
• Prior employment
• Veterans information

EODonline then walks the new hire through an interview process to collect the needed information to produce the following documents (example):

• I9 (Employment Eligibility Verification)
• Federal W4
• State Tax Form (with appropriate reciprocity from neighboring states)
• Beneficiary Designation
• Employee Emergency Information
• Payroll Direct Deposit Authorization
• Metro Transit Bus Card
• Employee Payroll Deduction
• Electronic key card application
• Parking Contract
• Any other agency-unique documents
• Any other document required to collect information on a regular basis, for example, annual ‘Financial Disclosure’ information such as the OGE 450.

EODonline can provide notification to appropriate departments that a new employee is starting and requires:

• EOD session scheduling
• An office, cubicle, or desk
• A computer
• A network and Email account
• Business cards
• A cell phone
• A notification to their new manager with start date and other appropriate information
• A training schedule

Other capabilities Top

• 508/disability compliancy
• Context sensitive help dialogues
• Ability to be supported by local resources (hardware, connectivity, etc.)
• System can be stand alone if security requirements demand it
• Has been approved/validated by multiple agencies

Optional capabilities Top

• Interfaces to other agencies for validation of social security number, DHS status, etc.
• Orientation portal
• Can be implemented as a SAAS (software as a Service), hosted in a Government approved facility with no hardware or software for an agency to purchase or maintain.

Advanced features Top

• Group administration and new hire validation
• Automatic notification with a 'Welcome letter' email that will have an embedded link to the EOD application.
• Common data elements collected only once, regardless of the number of forms.
• Contains predefined document sets.
• Pre-populates documents with available information.
• Documents are electronically stored.
• Watermarks can be used for "non-official" or "draft" documents.
• Data elements are validated to reduce errors.
• Easily configured for unique requirements.
• Established global and local libraries of Federal documents.
• Ability to easily add new documents to the library.
• Easy to print PDF format when hard copy is needed.
• Monitors and reviews completion status of new hires in the EOD phase.
• Provides an interface for hiring manager, IT and other departments.
• Notification to all or selected individuals when an activity is past due.
• Integrated to popular HRIS and payrolls systems.
• Ability to incorporate multi-media for orientation or training.
• Supports unique work flow applications.
• Provides limited user surveys upon completion of process.
• Ability to create document sets that are unique to each new hire or location
• Ability to control access by roles and functions
• Hiring managers or other admin departments with user access to the system only see the new employees they are responsible for.
• Ability to reset an account, lock out an account, request a new password.
• New hire accounts can be automatically or manually created.
• Notification can be sent to other departments so they can set up an appointee’s specific needs for their first day of work, e.g. computer, cell phone, business cards, email and network accounts, etc.

Benefits Top

• Eliminates the manual creation of individual new hire packets.
• Reduces the time for background checks by reducing information errors and omissions.
• Reduces delays in the hiring process that are caused by missing or incomplete information.
• Eliminates data entry errors by interfacing directly to the HRIS and Payroll systems.
• Includes an administrative dash board and can monitor the individuals that are in the EOD phase.
• Where desired, some new employee orientation and training can be incorporated into the EODonline application.
• Improves new hire impression which can lead to improved overall retention.
• Provides a structured step by step process based on an Agency's pre- and post-EOD activities.
• The new hire only requires a web browser interface not a special software program.
• The ability to complete EOD forms at home prior to first day.
• A checklist of required information for first day, e.g. date, time, and location for first day.
• Provides context sensitive help on each screen.

Solution Benefits Top

• Can be purchased either as a per seat software license or on a 'per transaction' basis and is on a GSA schedule.
• Has the capability to provide for multiple levels of control, i.e. Parent agency with unlimited number of child agencies with control for each level granted by the parent agency.
• There are multiple levels of groups, roles and permissions that allow detailed control to a single function or a single form if necessary.
• Can be customized or branded to client "look and feel" for each agency
• Independent of any Applicant Tracking System and uses government development, data and integration standards (Java, XML, HRXML, other data structures, legacy databases) to ensure seamless integration.
• Provides integration on the front end to pull data that might be available for a new hire prior to begin the EOD process:
  • USAJOBS
  • NARA
  • RMS
• Integration of the backend to all of OPM's internal systems
  • EHRI
  • eOPF
  • Payroll
  • HRIS
  • Security
  • IT
• For clients electing to use documents from our extensive library of human resource documents a fully functional Onboarding system can be supporting your new hire needs within a few weeks. To ensure customer satisfaction and to establish expectations our experienced consultants will initially confer with you to assess your requirements for unique documents, personalization and system integration and will at that time produce a project plan clearly identifying each step of the implementation effort. In consideration that EODonline is much more than a forms automation solution our client's are able to substantially streamline or modify the procedures that support each document thereby further reducing cost and increasing personnel efficiency at multiple levels within the organization

Summary Top

HRWorX's EODonline process automation solution facilitates the centralization and standardization of documentation processes, helping resolve difference between departments. It leverages the collection and sharing of new hire data, communication, monitoring of the process, and employee provisioning. It enables data to be seamlessly and automatically shared between systems, thus providing a reduction of labor-intensive data entry and manual processing tasks. For example, it integrates with existing government wide initiatives and programs that impact the EOD process, including: Personal Identification Verification (PIV), Investigative Services, Unique ID Number, Enterprise Human Resources Integration (EHRI) and Electronic Official Personnel Folders (eOPF).

EODonline is designed to be user-friendly. It provides automated communication to the new hire and to personnel supporting the EOD process. EODonline has been set up and thoroughly tested to ensure that the forms and associated logic are in place and error free to support federal hiring practices. EODonline provides a truly paperless process from beginning to end.

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