Hiring Managers & Administrative Professionals

What is a WOW Moment? 

As a manager, you play a pivotal role in shaping the experiences of your new team members. One of the most impactful ways to do this is by creating “WOW moments.” 

A WOW moment is a deliberate effort to inspire new hires, helping them feel welcomed, settled, and connected to their work and the broader mission of Sandia. These moments go beyond the standard onboarding process; they are personal touches that make new employees feel valued and appreciated. WOW moments can range from thoughtful gestures to meaningful conversations that highlight the significance of their roles and the impact they will have on the Labs and our nation. 

Why are WOW Moments Important? 

Creating WOW moments is crucial for several reasons: 

• Inspiration and Confidence: WOW moments inspire new hires and instill confidence in their decision to join Sandia. When employees feel valued from day one, they are more likely to develop a strong sense of loyalty and commitment to the organization. 
• Excitement and Enthusiasm: By connecting new hires to the mission and values of Sandia, you help them understand the importance of their work. This connection fosters excitement and enthusiasm, motivating them to contribute their best efforts. 
• Building Relationships: WOW moments facilitate relationship-building between new hires and their colleagues. These connections are essential for collaboration and teamwork, which are vital to the success of our projects. 

Onboarding Framework & Buddy Program

Sandia’s Onboarding Framework aims to motivate excellence and embed the Lab’s culture in new employees. This is achieved through a comprehensive orientation and onboarding experience that establishes a strong foundation and emphasizes their future career, all while aligning with the Lab’s mission and strategic goals.

The Buddy Program is a key part of onboarding to support your new employee during their first three months at Sandia. 

Hiring Manager Actions  

As your new hire nears the end of the application phase, they will transition into the pre-employment instructions process. 

As a hiring manager, you have important actions below to ensure a seamless process.

Defense Biometric Identification System (DBIDS), NM Only 

Your new hire will only need a DBIDS pass if working on Kirtland Air Force Base. 

Forms must be submitted to the Kirtland Air Force Base Defense Biometric Identification System (DBIDS) office at least 10 business days and no more than 30 business days before your new hire’s start date for base access. If this action is not completed, please do so immediately to avoid delays. 

Confirm with your new hire that their DBIDS forms have been submitted (if applicable) and where they will pick up their DBIDS pass (Truman Gate Pass Office or IPOC). They must pick up their pass at the location where the form was submitted if they are getting a short-term pass or if they plan to pick it up before their first day. You may also meet your new hire to sponsor them for a short-term pass. Long-term passes may be picked up at any location. 

Note: Your new hire can pick up their DBIDS pass before their start date if their form was submitted to the Truman Gate Pass Office at least 3 weeks prior to the date they plan to pick up their pass. 

For additional questions, hiring managers or delegates can contact the DBIDS office at 505-845-7227, M-F 7:30 am – 2:30 pm or visit the DBIDS Security Connection site. 

WebCars 

One week before your new hire’s start date, ensure all required approved accounts are reflected in WebCars. If any accounts are missing, request and approve them manually. WebCars will prevent access to a new hire’s profile page until the automatic request for basic accounts has been generated and approved by the manager, provided they are a U.S. Citizen and have a Pre-Employee relationship. 

For more information, view the Common IT Frequently Answered Questions (FAQs). Direct questions to CCHD at 505-845-2243. 

Telecommuting and Remote Work 

If your new employee will work remotely, you both must review the Telecommuting and Remote Work (T/RW) Policy and the T/RW Guide to understand requirements. Within the first week of onboarding, the employee must complete the Telecommuting and Remote Work Agreement eForm. 

It is crucial that the employee’s tax location aligns with their physical work location; misalignment could lead to  incorrect tax deductions on paychecks. 

For more information on Telecommuting and Remote Work related to taxes, please visit this link. 

Questions may be directed to HR Solutions 

Planning for your new hire’s first day

Engage with your new employee as they prepare for their first day. Review the onboarding toolkits to familiarize yourself with resources. If your new hire is onboarding on-site, we recommend a meet and greet on their first day. Provide necessary equipment and resources as they get started. 

Your new hire will receive a First Day Reporting Instructions email with guidance on completing the form on the Reporting Instructions webpage. Both you and your administrative professional will receive a copy. The email will include employee type, reporting site, and onboarding type to complete the Reporting Instructions form for a tailored onboarding checklist. 

You can also fill out this form to review the reporting instructions or access all reporting instructions through Manager’s Access to New Employee Onboarding Reporting Instructions. 

All the checklists are available through the HR Website Reporting Instructions page. 

The new employee’s Onboarding Buddy should also engage with them before their start date and during their first week. A Buddy sheet will be provided with contact information for the hiring manager, administrative professional and Buddy to facilitate initial connections. 

New Employee Orientation  

Review the New Employee Orientation information to understand what a new employee will experience on their first day. If your new hire is onboarding virtually, ensure you communicate the specific report to work information and how they will engage with you and the team on their first day. 

Managers are encouraged to have lunch or a virtual engagement with their new employee to welcome them to the team. 

Help your new employee adapt to Sandia’s work environment quickly and prepare them to start learning and contributing with the Onboarding Toolkits.