Onboard Release Notes March 2019

IBM Kenexa Onboard on Cloud

IBM

Note Before using this information and the product it supports, read the information in “Notices” on page 7.

This edition applies to the current release, and to all subsequent releases and modiﬁcations until otherwise indicated in new editions. © Copyright International Business Machines Corporation 2014, 2019. US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp. Terms and conditions for product documentation

Permissions for the use of these publications are granted subject to the following terms and conditions.

Applicability These terms and conditions are in addition to any terms of use for the IBM® website.

Personal use You may reproduce these publications for your personal, noncommercial use provided that all proprietary notices are preserved. You may not distribute, display or make derivative work of these publications, or any portion thereof, without the express consent of IBM.

Commercial use You may reproduce, distribute and display these publications solely within your enterprise provided that all proprietary notices are preserved. You may not make derivative works of these publications, or reproduce, distribute or display these publications or any portion thereof outside your enterprise, without the express consent of IBM.

Rights Except as expressly granted in this permission, no other permissions, licenses or rights are granted, either express or implied, to the publications or any information, data, software or other intellectual property contained therein. IBM reserves the right to withdraw the permissions granted herein whenever, in its discretion, the use of the publications is detrimental to its interest or, as determined by IBM, the above instructions are not being properly followed. You may not download, export or re-export this information except in full compliance with all applicable laws and regulations, including all United States export laws and regulations. IBM MAKES NO GUARANTEE ABOUT THE CONTENT OF THESE PUBLICATIONS. THE PUBLICATIONS ARE PROVIDED "AS-IS" AND WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, NON-INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE.

Terms and conditions for product documentation...... iii

Chapter 1. Onboard Release Notes, March 2019...... 1 Introduction...... 1 Browser and Language Support...... 1 Onboard Enhancements...... 1 Onboard Manager and Onboard Conﬁguration Badge Courses Now Available...... 1 New Hire Packet: New All Option for Download...... 2 E-Verify: Users Can't Close Cases while in Referred or Case in Continuance Status...... 3 State Form Enhancement - Allow Upload...... 3 Updates to State and Federal Forms...... 5 Fixed Defects...... 6 Client Reminders...... 6 IBM Knowledge Center Contains User Documentation and eLearning...... 6

Notices...... 7 Trademarks...... 8

iv v Chapter 1. Onboard Release Notes, March 2019

Introduction This document presents changes included in the IBM Kenexa Onboard on Cloud March 2019 release. Three IBM Kenexa Onboard on Cloud applications work together for the onboarding experience: • Onboard New Hire (for new hires) • Onboard Manager (for onboarding managers) • Onboard Conﬁguration (for administrators who need to conﬁgure Onboard New Hire and Onboard Manager) The objectives of this document are to: • Document changes in system requirements, if applicable. • Present feature enhancements and usability and performance improvements introduced in this release.

Browser and Language Support A separate document describes which browsers and languages are supported. Refer to the Supported Browsers and Languages document in the IBM Support Portal for the most current browser/language information and for other documentation.

Onboard Enhancements Enhancements for Onboard.

Onboard Manager and Onboard Configuration Badge Courses Now Available Free Onboard Manager and Onboard Configuration training courses are now available to IBM Talent Management Solutions customers. These courses include videos, HTML5-based simulations, text, graphics, and an assessment. An assessment score of 80% or higher is required to pass the course and earn the IBM Digital Badge for the course. The Onboard Manager course covers all the content needed to use the IBM Talent Management Solutions Onboard Manager product, including: • Introduction to the Onboard Suite of products • Managing Your Tasks in Onboard Manager • Managing New Hires • Managing Forms (US and Canada only) The Onboard Configuration course covers all the content needed to configure the IBM Talent Management Solutions Onboard Manager and Onboard New Hire products. The IBM Kenexa Onboard Manager Course and associated quiz must be completed to access the content in this course. The course covers: • Introduction to the Onboard suite recap • Configuring Onboard Manager • Activity and Task Management • Configuring Onboard New Hire

© Copyright IBM Corp. 2014, 2019 1 • Managing Reports For more information about the course, as well as the link to register, refer to http://media.kenexa.com/ Training/TSOnboard/Registration/Home.html

New Hire Packet: New All Option for Download Onboarding managers can generate a New Hire Packet that contains both system and user documents. In Onboard Manager, on the Documents page of a new hire profile, there is a new option called All that is associated with the Download Hire Packet option. It generates a New Hire Packet that contains both system and user documents. Previously, clients could either download the system files or the user uploaded files. Now, clients can download the new hire packet for a job application. Onboarding managers must select a job application ID and the All option in order to download a New Hire Packet containing both system and user documents for the selected job application ID.

PROCESS: On the Documents page of a new hire proﬁle, in the View ﬁeld, onboarding managers can select System (default) or User. This determines what kind of documents display on the screen:

When System is selected, the Job Application ﬁeld also displays. The onboarding manager MUST select a job application ID from the drop-down menu. The New Hire Packet control is disabled (is dimmed) until the onboarding manager selects at least one document:

Once New Hire Packet is enabled, onboarding managers can select it to display a menu that lets them Print Hire Packet (PDF) and Download Hire Packet (PDF):

2 IBM Kenexa Onboard on Cloud: Onboard Release Notes When Download Hire Packet (PDF) is selected, the All option generates a New Hire Packet that contains both system and user documents.

E-Verify: Users Can't Close Cases while in Referred or Case in Continuance Status As of February 06, 2019, E-Verify Web Services users can no longer close cases while in SSA Referred or SSA Case in Continuance statuses. The need for this change comes from DHS (Department of Homeland Security). This change was implemented in order to reduce the number of errors received while SSA works to resolve these cases. If users attempt to close a case while in either of these statuses, E-Verify displays an error message: Case is not in the correct state for this operation. Users must wait for the system to provide a ﬁnal result before they can close the case. This change applies to existing cases currently showing SSA Referred or SSA Case in Continuance statuses. Note: Clients will see a generic error message when they close the case, but they can view the speciﬁc error message from the logs.

State Form Enhancement - Allow Upload There is an enhancement for state forms. Previously, when new hires were filling out forms that had editable or calculated fields as part of their worksheets, they had to do manual calculations in order to provide values. Now, clients can configure an extra step in the state form activity. This allows new hires to download an editable/interim version of the PDF form, edit it, then upload the updated form back into the application. This way, new hires can electronically complete any worksheets/calculations that exist within the form. The system captures the following information from the new hire: First Name, Last Name, Employee or Beneficiary Number. This secures the basic information, and locks the fields before new hires are allowed to update the editable/interim version of the PDF form. New hires: 1. Complete the fields on the data collection page, and select Save and Continue. They are taken to the next page (the download/upload document page), where they can view the instructions and complete the actions as needed. 2. Select Save and Continue once they finish with the download/upload document page. They are taken to the E-Signature page. As always, the final page of the form allows them to review the document and requires their acknowledgment before their signature is applied. Note: Enabling this download/upload document page does not mean new hires are required to complete this action before they can proceed to sign and submit the document.

Onboard Release Notes, March 2019 3 CONFIGURATION This enhancement is dependent on the following state form activity-level conﬁguration setting: Allow State Form Upload check box, on the Manage and Edit Forms screen. This allows the download and upload of a PDF form, on a form-by-form basis.

Enabling this setting allows the new editable (interim) screen to display. New hires download the editable version of the PDF, edit it, and upload the PDF back into the system. The onboarding manager can then collect a signature from the new hire, and review the form. This setting is state-form specific. Clients can decide/configure which state forms they want enabled for this setting. A column called ALLOWFORMUPLOAD was added to the KO_STATE_FORM_CLIENT_CONFIG table, with a default value of 0. As part of this enhancement, some fields were removed: • Date of Birth

4 IBM Kenexa Onboard on Cloud: Onboard Release Notes • Deduction Code, Additional Amount of Income Tax to Be Withheld, Deductions, Box 20 check box

The following provides additional details: • Step 1. The fields populated in step 1 are auto-populated in the PDF, and are locked from editing. New hires can update all the other editable fields in the PDF. If the locked fields need editing, then the new hire will have to return to step 1, update the fields, and then proceed with the next steps. • Step 2. The downloading and uploading option is optional. If there are no updates to be made on that step, then the new hire can select Save & Continue to proceed. • Step 3. Once the new hire uploads a new version of the PDF in step 2, selecting the Download link downloads the updated PDF file.

Updates to State and Federal Forms There are updates to maintained forms. FORM UPDATES Oregon W-4 Idaho W-4 (Employee’s Withholding Allowance Certiﬁcate). This is Idaho's own version of W-4. Until 2018, Idaho was using the Federal W-4 form.

KNOWN ISSUE FOR FEDERAL FORM 8233 There is a known issue for Federal Form 8233 that is impacting all clients. This form is meant to be filled only by non-US citizens. However, this form is showing up for all new hires located in the US because it is a federal form so displays irrespective of the state. The Onboard team is changing this for the April release so that the form will only display for new hires who have either filled their: • W-4 form as a Non-Resident Alien or; • I-9 form as an Alien Authorized to Work. To avoid confusion, Federal Form 8233 is being inactivated. The client has two options: • Leave the form 8233 inactive till the time, the known issue is fixed. • Activate the activity/form so that the form will show up for all the new hires. Clients can do this by marking the form as inactive in the Manage Forms screen in Onboard Configuration. New hires who do not need to complete this activity can opt-out of the activity.

Onboard Release Notes, March 2019 5 Fixed Defects In the current IBM Kenexa Onboard on Cloud release, the following defects were addressed.

RTC Jazz Number Defect Description 209937 Escalated - Skill Case #TS001918204 - Prod US - Error message when trying to complete step 5 on Section 2 (Also from TS001923747) 21518 Null pointer in Onboard I-9 Section 1 Portlet

Client Reminders Reminders for clients

IBM Knowledge Center Contains User Documentation and eLearning The existing IBM Talent Management Solutions and Watson Talent Knowledge Center is part of the IBM Knowledge Center (KC). It contains all IBM Kenexa Talent Management Solutions (TMS) & Watson Talent user documentation and training materials (such as eLearning). Users can easily navigate within a document as well as link to other documents and training resources. Beginning with the December 2017 release, all documentation Help links from the Talent Suite will launch the new KC. Access the new IBM TMS KC URL to explore and enjoy. IBM Talent Management Solutions and Watson Talent Knowledge Center

Beneﬁts of the New Knowledge Center • State-of-the-art features allow for a better user experience and a more responsive platform. • Content is updated regularly to always be current. • All content is in one location for documentation and training. • Better search navigation. • Usage metrics will allow IBM to better monitor how documentation and training are used.

6 IBM Kenexa Onboard on Cloud: Onboard Release Notes Notices

This information was developed for products and services offered in the U.S.A. and other countries. Consult your local IBM representative for information on the products and services currently available in your area. Any reference to an IBM product, program, or service is not intended to state or imply that only that IBM product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any IBM intellectual property right may be used instead. However, it is the user's responsibility to evaluate and verify the operation of any non-IBM product, program, or service. IBM may have patents or pending patent applications covering subject matter described in this document. The furnishing of this document does not grant you any license to these patents. You can send license inquiries, in writing, to: IBM Director of Licensing IBM Corporation North Castle Drive Armonk, NY 10504-1785 U.S.A. For license inquiries regarding double-byte (DBCS) information, contact the IBM Intellectual Property Department in your country or send inquiries, in writing, to: Intellectual Property Licensing Legal and Intellectual Property Law IBM Japan Ltd. 1623-14, Shimotsuruma, Yamato-shi Kanagawa 242-8502 Japan The following paragraph does not apply to the United Kingdom or any other country where such provisions are inconsistent with local law: INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you. This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s) and/or the program(s) described in this publication at any time without notice. Any references in this information to non-IBM Web sites are provided for convenience only and do not in any manner serve as an endorsement of those Web sites. The materials at those Web sites are not part of the materials for this IBM product and use of those Web sites is at your own risk. IBM may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you. Licensees of this program who wish to have information about it for the purpose of enabling: (i) the exchange of information between independently created programs and other programs (including this one) and (ii) the mutual use of the information which has been exchanged, should contact:

IBM Corporation 5 Technology Park Drive Westford Technology Park

© Copyright IBM Corp. 2014, 2019 7 Westford, MA 01886 Such information may be available, subject to appropriate terms and conditions, including in some cases, payment of a fee. The licensed program described in this document and all licensed material available for it are provided by IBM under terms of the IBM Customer Agreement, IBM International Program License Agreement or any equivalent agreement between us. Any performance data contained herein was determined in a controlled environment. Therefore, the results obtained in other operating environments may vary significantly. Some measurements may have been made on development-level systems and there is no guarantee that these measurements will be the same on generally available systems. Furthermore, some measurements may have been estimated through extrapolation. Actual results may vary. Users of this document should verify the applicable data for their specific environment. Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other publicly available sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any other claims related to non-IBM products. Questions on the capabilities of non-IBM products should be addressed to the suppliers of those products. All statements regarding IBM's future direction or intent are subject to change or withdrawal without notice, and represent goals and objectives only. All IBM prices shown are IBM's suggested retail prices, are current and are subject to change without notice. Dealer prices may vary. This information is for planning purposes only. The information herein is subject to change before the products described become available. This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible, the examples include the names of individuals, companies, brands, and products. All of these names are fictitious and any similarity to the names and addresses used by an actual business enterprise is entirely coincidental.

Trademarks These terms are trademarks of International Business Machines Corporation in the United States, other countries, or both: • IBM • AIX® • Sametime® • WebSphere® Java™ and all Java-based trademarks and logos are trademarks or registered trademarks of Oracle and/or its afﬁliates. Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States, other countries, or both. Linux is a trademark of Linus Torvalds in the United States, other countries, or both.Other company, product, or service names may be trademarks or service marks of others. Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the Web at "Copyright and trademark information" at www.ibm.com/legal/ copytrade.shtml.

8 IBM Kenexa Onboard on Cloud: Onboard Release Notes

IBM®

Part Number: (1P) P/N: