BrightPath • New Hire Data Map

New Onboarding Tracker Summary View

High level overview showing columns, their owners, data sources, and data types for the New Hire Onboarding Tracker

Legend – Column Owner
Recruiters (JazzHR)
Emma (HR)
JazzHR
Source of hire details & offer

Offer & Hire Details

Recruiters (JazzHR)
  • Candidate name & contact
  • Offer details & program (Resi / UBS)
  • Proposed start date
  • Position / role

System Record

Emma (HR)
  • Historical application data
  • Notes & communication log
  • Stage history (Offer Sent / Accepted)

Basic Information

Emma (HR)
  • Date of Hire - Source: JazzHR and can be find in Column (B1) of the New Hire Onboarding Tracker
  • Name - Source: JazzHR and can be find in Column (C1) of the New Hire Onboarding Tracker
  • Phone - Source: JazzHR and can be find in Column (D1) of the New Hire Onboarding Tracker
  • Position - Source: JazzHR and can be find in Column (E1) of the New Hire Onboarding Tracker

JazzHR Documents

Emma (HR)
  • Signed Job Offer - Source: JazzHR and can be find in Column (H1) of the New Hire Onboarding Tracker
  • Signed Job Description - Source: JazzHR and can be find in Column (I1) of the New Hire Onboarding Tracker
  • Resume - Source: JazzHR and can be find in Column (J1) of the New Hire Onboarding Tracker
  • Degree/Diploma - Source: JazzHR and can be find in Column (K1) of the New Hire Onboarding Tracker
  • Transcripts - Source: JazzHR and can be find in Column (L1) of the New Hire Onboarding Tracker

JazzHR Onboarding Bundle

Emma (HR)
  • Consent and Disclosure - Source: JazzHR (onboarding bundle) and can be find in Column (Q1) of the New Hire Onboarding Tracker
  • EE Info - Source: JazzHR (onboarding bundle) and can be find in Column (T1) of the New Hire Onboarding Tracker
  • Emergency Contacts - Source: JazzHR (onboarding bundle) and can be find in Column (U1) of the New Hire Onboarding Tracker
  • EEO-1 - Source: JazzHR (onboarding bundle) and can be find in Column (V1) of the New Hire Onboarding Tracker
  • MN W-4 - Source: JazzHR (onboarding bundle) and can be find in Column (W1) of the New Hire Onboarding Tracker
  • Fed W-4 - Source: JazzHR (onboarding bundle) and can be find in Column (X1) of the New Hire Onboarding Tracker
  • MVR Release - Source: JazzHR (onboarding bundle) and can be find in Column (Y1) of the New Hire Onboarding Tracker

Additional JazzHR Columns

Emma (HR)
  • False Doc - Source: JazzHR and can be find in Column (Z1) of the New Hire Onboarding Tracker
  • Auto Policy Acknowledgement - Source: JazzHR or email and can be find in Column (AA1) of the New Hire Onboarding Tracker
  • Wage Disclosure - Source: JazzHR and can be find in Column (AB1) of the New Hire Onboarding Tracker
  • Copy of Auto Ins - Source: JazzHR and can be find in Column (AC1) of the New Hire Onboarding Tracker
  • Ins Exp Date - Source: JazzHR and can be find in Column (AD1) of the New Hire Onboarding Tracker
  • Policy Received? - Source: JazzHR and can be find in Column (AE1) of the New Hire Onboarding Tracker
  • Phone $ (Admin Only) - Source: JazzHR and can be find in Column (AH1) of the New Hire Onboarding Tracker
Email / DocuSign
Source of handbook acknowledgement

Handbook Acknowledgement

Emma (HR)
  • Sent via email / DocuSign
  • Stored in Google Drive
  • Eventually moves to CHR

Email/DocuSign Documents

Emma (HR)
  • Handbook Acknowledgement Form - Source: Email/DocuSign → Drive → CHR and can be find in Column (M1) of the New Hire Onboarding Tracker
DHS / NetStudy
Source of background check status

Background Check Results

Emma (HR)
  • Pass / Pending / More Info Required status
  • Fingerprint scheduling notifications
  • Temporary vs. full clearance status
  • Email notifications to HR Inbox

Background Check (NetStudy/DHS)

Emma (HR)
  • BGS Submitted - Source: NetStudy / DHS and can be find in Column (N1) of the New Hire Onboarding Tracker
  • Date Submitted - Source: NetStudy / DHS and can be find in Column (O1) of the New Hire Onboarding Tracker
  • BGS Status - Source: NetStudy / DHS and can be find in Column (O1) of the New Hire Onboarding Tracker
  • Prints needed? - Source: NetStudy / DHS and can be find in Column (P1) of the New Hire Onboarding Tracker

Clearance in Employee File

Emma (HR)
  • Clearance in Employee File - Source: NetStudy → CHR (uploads) and can be find in Column (R1) of the New Hire Onboarding Tracker
Staffing Pattern
Source of location and staffing assignment

Staffing Pattern Data

Emma (HR)
  • Location / Supervisor assignment
  • Added to Staffing Pattern status
  • Primary owners: Tyler Baker & Jeremy Garrigan
  • Residential goes by site, UBS/IHS goes by supervisor

Staffing Pattern Columns

Emma (HR)
  • Location / Supervisor - Source: Staffing Pattern and can be find in Column (F1) of the New Hire Onboarding Tracker
  • Added to Staffing Pattern? - Source: Staffing Pattern and can be find in Column (G1) of the New Hire Onboarding Tracker
When I Work
Source of WIW ID and CHR password

When I Work Integration

Emma (HR)
  • WIW ID entry
  • CHR password change
  • Integration with CHR system

WIW ID + CHR pass

Emma (HR)
  • WIW ID + CHR pass - Source: When I Work + CHR and can be find in Column (AK1) of the New Hire Onboarding Tracker
Checker
External system for MVR requests

Motor Vehicle Record

Emma (HR)
  • MVR request processing
  • External system integration
  • Run MVR status tracking

Run MVR

Emma (HR)
  • Run MVR - Source: Checker (external system) and can be find in Column (AG1) of the New Hire Onboarding Tracker
CHR (HRIS System)
Final system of record

CHR System Data

Emma (HR)
  • Employee profile setup
  • Clearance file uploads
  • I-9 storage (moving to E-Verify)
  • G-Suite account creation
  • Personnel folder storage

Internal Process Columns

Emma (HR)
  • G-Suite Created? - Source: CHR / internal process and can be find in Column (AF1) of the New Hire Onboarding Tracker
  • Personnel Folder - Source: Google Drive → moving to CHR and can be find in Column (AI1) of the New Hire Onboarding Tracker
  • CHR - Source: CHR (HRIS system) and can be find in Column (AJ1) of the New Hire Onboarding Tracker
  • Completed I9 - Source: Paper → CHR (E-Verify coming) and can be find in Column (S1) of the New Hire Onboarding Tracker
New Hire Onboarding Tracker
Copy of New Hire Onboarding Employee Tracker - Updated New Hires

Destination Tracker

Emma (HR)
  • All data from source lanes flows into this tracker
  • Columns reference data from: JazzHR, Staffing Pattern, Email/DocuSign, DHS/NetStudy, CHR, When I Work, Checker
  • See source lanes above for specific column mappings