Benny Beaver at workProject update: We are working on the implementation of Benny Hire for graduate assistants at the end of Feb. 2019. Please read the training and implementation section below for more details.

Each year, colleges and departments across the university hire and process approximately 4,300 student appointments and 2,660 graduate assistant appointments. In response to concerns that hiring students was overly difficult and time-consuming, the Office of Human Resources worked with a stakeholder advisory team to improve the student hiring process. This streamlined process went into effect in advance of fall term 2017. For additional details, please visit the Student Recruitment Project section of the OSU Student Employment website.

At the same time, Human Resources and the advisory team proposed a long term information technology (IT) solution, known as Benny Hire, to further improve the entire process, from position request through recruitment to hire, for undergraduate student employees and graduate assistants. This solution is projected to greatly improve efficiency, transparency and consistency in student hiring. 

In November 2017, project teams commenced work, including university stakeholders to identify process flow and development feedback for the IT solution. To carry the vision of this project forward to completion, we have formed a Core Project Team and an IT Advisory Group. Largely because of its features and widespread use on campus, the team identified Salesforce as the IT platform that best meets the university’s needs.

Advisory groups have been, and will continue to be engaged to identify roles in the current process, things that work well, current obstacles and what an ideal system would include for stakeholders across the university. 

These groups include representatives from:

  • Colleges and departments,
  • Business Center Finance and Payroll,
  • Central Payroll,
  • International Programs,
  • Financial Aid and
  • Human Resources
Training and implementation

How we will ensure a smooth rollout

A phased growth and implementation approach will be used, starting with graduate assistants, hourly undergraduate and graduate assistant change process.

Benny Hire GA testing

  • Prioritizing thorough testing of the new tool/process across multiple stakeholder groups to ensure that the underlying programming and system integration will perform consistently and smoothly
  • Targeted testing sessions that consistently build toward complete end-to-end testing
     
    • Testing sessions 1 and 2:  Request form
    • Testing session 3:  Request form + financial review
    • Testing session 4: Request form + financial review + eligibility check
    • Testing session 5:  Request form + financial review + eligibility check + record truthing + I9 verification (October 2018)
    • Testing session 6:  End-to-end testing (November 2018)
  • Beta test groups will be utilized to drill into typical and atypical use cases to ensure functionality is thorough and robust. (December 2018 and January 2019)

Benny Hire GA training

  • Targeted testing includes hands-on training approach at an incremental level with role based followed by in-classroom training. (through January 2019)
  • Role specific training sessions to walk users through their user interfaces
     
  • Human resources and liasion roles:
    • Feb. 4 - 10-11:30 a.m., Cascades Hall Room 118
    • Feb. 4 - 3-4:30 p.m., Cascades Hall Room 118
    • Feb. 6 - 3:30-5 p.m., Cascades Hall Room 118                                   
    • Feb. 7 - 9-10:30 a.m., Cascades hall Room 118
    • Feb. 14 - 9-10:30 a.m., Cascades Hall Room 118

Register online for an upcoming session for human resources and liason roles.

  • Finance roles:                           
    • Feb. 7 - 3-4:30 p.m., Cascades Hall Room 118
    • Feb. 11 - 9-10:30 a.m., Cascades Hall Room 118
    • Feb. 12 -  3-4:30 p.m., Cascades Hall Room 118

Register online for an upcoming session for finance roles.

  • Hiring supervisor/designee open forum: 
    • Feb. 13 - 9:30-11 a.m., Kidder Hall Room 202 (live streamed and recorded session)
    • You will have the option to join the Webex meeting for this live streamed and recorded session.
    • Webex meeting details
      • Join by phone: +1-415-655-0002 US Toll
      • Meeting number (access code): 924 077 122
      • (IMPORTANT NOTICE: Please note that this Webex service allows audio and other information sent during the session to be recorded, which may be discoverable in a legal matter. By joining this session, you automatically consent to such recordings. If you do not consent to being recorded, discuss your concerns with the host or do not join the session.)
  • Identification and development of human resources and liaison experts to facilitate peer training opportunities
  • Training resources within Benny Hire such as information sheets to explain the purpose and key aspects of each module, links to policies and pertinent information, and frequently asked questions
  • Continuous improvement process to include:
    • Post-implementation open lab help sessions
    • Help desk to facilitate issues and questions via phone and email
    • Regular email updates with new information, status updates and tips/resources

Benny Hire GA communication

We will use a cascading communication approach to include a brief overview and demonstration of the system to the following groups:

  • University leadership communication
  • Human Resources
  • Department liaisons and graduate coordinators
  • Supervisors/managers

We will continue to keep the OSU community informed about progress and updates as the project continues. In the meantime, if you have any questions or need additional information, please contact the Project Manager, Heather Riney at heather.riney@oregonstate.edu.