HR Update - FY 23 Issue 04

Issue Date: February 24,2023

In This Issue

• Recruitment Services Moving Back to Departments
• New Employee Orientation
• Setting Up Email and User Access on Day 1
• Start Your Career in HR Today
• DOPLR Comings and Goings

Recruitment Services Moving Back to Departments

Effective February 20, 2023 the day-to-day recruitment services actions for getting jobs posted and approving hire requests has moved back to the individual Departments. If you have been working with a specific recruitment services staff in the Division of Personnel and Labor Relations then please know that your contact person might have changed with this move.

The best way to contact your Department’s specific recruitment contact is to use the group mailbox set up for each department below. Recruitment services contact information for the individual department’s will be moved under the Department Human Resource Contact page (formerly Human Resource Business Partner).

If you have questions about this move please reach out to your Human Resource Business Partner (HRBP); and if your Department currently does not have an HRBP, you are welcome to email Heather Brookes or Michele Brainard.

New Employee Orientation

To help new employees starting work for the State of Alaska the Division of Personnel and Labor Relations provides an online resource called the New Employee Orientation. This online resource provides a great introduction to the State as an employer and all the benefit options available for an employee. This information could be sent to an employee prior to their first day to allow them to check it out of they want, but it is critical that they are provided this information on Day 1. New hire paperwork is generally completed on an employee’s first day in the position, so they are paid for that work.

The most important information available on the New Employee Orientation includes the insurance enrollment and retirement information. This will give the employee links to all the Division of Retirement and Benefits resources and provide a high-level overview of the options available to employees as well as the deadlines to enroll.

As a hiring manager or administrative staff onboarding new employees it is important to remember to share this resource with hires who are new to the State of Alaska so that they can get all their benefits set up correctly. For questions, employees should contact the Employee Call Center at 907-465-3009 or EmployeeCallCenter@alaska.gov.

Setting Up Email and User Access on Day 1

For any employee who is either just starting with the State of Alaska or returning after a separation the first step to granting them an email and computer access is to get their information entered into IRIS HRM. Currently, this action is performed by your Department Recruitment Staff either entering a NEMP or HRDOC transaction in IRIS HRM, that triggers information to be sent to the OIT for setting up the email address and user login.

The only way that your Department Recruitment Staff knows that someone needs to be entered into IRIS HRM is that they get informed that a hire was made. Most of the time, Department Recruitment staff know when to enter information into IRIS because they authorized the hire in NeoGov (the state’s recruitment system) or because they are notified of a start date.

As the hiring manager or administrative staff processing new hires, here are the two steps that are required for all hires whether processed through NeoGov or not to ensure timely activation of a new hire or returning employee’s user account.

1. As soon as the new hire agrees on a start date send an email to your Department Recruitment Staff to let them know that a new hire will be starting so they can initiate the process in IRIS HRM. For hires that were processed through NeoGov you will want to provide some basic information such as Pre-Employment Certification form, Social Security Number, the start date, and re-confirm hire approval. For other hires please reach out to your Department Recruitment staff to confirm what information is needed. Once the information is entered into IRIS it will take an overnight process to get the basic user account (AD-Active Directory) set up by around 10am the following day. This process is also what gives access to IRIS Employee Self Service.
2. Once you have provided the start date to your Department Recruitment Staff you can submit a ticket to OIT to request the correct access gets set up for the employee. You will want to select the New User Account under the OIT catalog (Catalog Categories - OIT Service Portal (servicenowservices.com)). If you are not sure what information needs to be provided for your new hire work directly with your Department IT staff.

Also, after receiving hire approval and providing the start date to your Department Recruitment staff, if you have not received an employee ID number in a few days, please reach out directly to your department’s Recruitment contact to let them know.

Start Your Career in HR Today

The Division of Personnel and Labor Relations (DOPLR) offers exciting career paths with opportunities for ongoing development. Now is an outstanding time to join DOPLR and be part of the positive developments underway in State HR. DOPLR offers a supportive, team-centered environment with a strong emphasis on training and development. Check out opportunities to join the State HR team on Workplace Alaska (pro tip: check both the State Employee and All Applicant job boards and search “human resources”). The Careers in State HR website has a wealth of information about working in DOPLR.

DOPLR Comings and Goings

This is a new section on the HR Update where we are hoping to highlight some of the comings and goings within Division of Personnel and Labor Relations.

Goings

• Ina Lewis (ER)
• Melissa Provost (ER)

Comings

• Sarah Roguska (Promotion) (RS)
• Selina Finley (ER)
• Kat Stevens (ER)