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New Employees & HR Onboarding

OverDrive maintains its own employee records, with no automation for employee creation. Short term, HR notifies Derek and Derek creates the employee directly in OverDrive; long term, the goal is to give an HR user direct OverDrive access.

When this applies

A new employee is hired (or promoted into a role) at Store 4237 and must be set up to operate the POS, clock in and out, and be paid.

The workaround

  1. When a new employee is hired, transferred in or out, or promoted within Store 4237, HR completes all standard onboarding functions in Paycom and VAST. (HR — Danielle)
  2. After Paycom and VAST are updated, HR fills out the new employee form and emails it to Derek Doster. (HR — Danielle)
  3. Derek creates the employee — profile plus role and permissions — directly in OverDrive. (IT — Derek)
  4. Reach out to Derek directly if there is a change in Store Manager at 4237. (HR)

Go-live & cutover notes

  • Long-term, identify an HR user who can access OverDrive and create/maintain employees directly, rather than routing every new hire through Derek. (HR — Sierra Rush)
  • Employees who take House or National Account transactions must exist in both VAST and OverDrive, since AR still runs in VAST. Ties to the AR re-key described in House Accounts and National Accounts. (Derek)
  • The clock-in/out kiosk is hosted on the VAST server today. Test — don't assume — that it still works after cutover; this has been added to the go-live validation list. (Derek)