Recruitment and Onboarding SuccessFactors Recruitment and Onboarding Simplify, Streamline, Organize, Automate

What is SuccessFactors? An integrated, cloud-based core human capital management solution Allows information collected in one area to populate information in another area, creating a unified location for employee data through an employee’s life cycle, from new hire to retiree Deploys April 1, 2018

INTEGRATION AND AUTOMATION Create Position or Existing Vacancy prompts automated posting options in SuccessFactors Employee and supervisor have baseline goals and first 90 days mapped Manager selects to post, review Employee completes week one activities - enrolls in benefits, when applicable Position posted; position budget approved, automated workflow New employee has system access day one Candidates reviewed – supervisor/committee access information easily in system New Employee receives welcome message/ completes pre-start date activities Offer letter auto-generated Acceptance triggers automated onboarding and employee data populated in HR/Payroll system

SuccessFactors and You All employees will access SuccessFactors to: Review pay statements Update tax forms Update personnel information, including education Update bank information Request time-off or leaves User profile Dropdown for menu options Quick search bar Tasks and Reminders Tiles

Foundation Organizational Structure and Position Management SuccessFactors structure: Traditional organizational chart view Position organization chart displays position details and kicks-off posting or recruitment process Positions incorporate job family details including identifying career stream, job and job level

Position Creation Demonstration Sasse Steele, Compensation Manager, demonstrates creating and approving a position. A position must be created to start the recruitment process An initiator role provides the availability to create or edit position within SuccessFactors; in the sneak peek, the administrative assistant has the initiator role to create the position Human Resources reviews and approves Visit SuccessFactors Sneak Peek webpage to view demonstration

Three Distinctive Hiring Processes: All Processes Include: Recruitment The position information demonstrated in the previous slide will populate important requisition fields, so the initiator only needs to complete the information needed to post and hire the position. Recruitment Summary Three Distinctive Hiring Processes: - Faculty - Staff - Student Four Advantages: 1. Reduced time to post 2. Mobile-enhanced 3. Transparency of progress 4. Integration to onboarding and payroll All Processes Include: - Automated workflow - eApprovals - eOffers - Ratings and notes captured in SuccessFactors - Access to reports and data

Faculty Recruitment Post a Position

Faculty Recruitment Extending an Offer

Process Flow - Faculty PRESENTER NOTES Talk through the flowchart at a high level. Point out the pieces of the process that will be shown in the demo, or that are large change impacts.

Staff Recruitment Post a Position

Staff Recruitment Extending an Offer

Process flow - Staff PRESENTER NOTES Talk through the flowchart at a high level. Point out the pieces of the process that will be shown in the demo, or that are large change impacts.

Student Recruitment Post a Position

Student Recruitment Extending an Offer

Process Flow - Student Student Process Call-Outs: - quick hire by design - hiring supervisors can do everything in this process on purpose - department recruiters can be assigned for each individual requisition to assist the initiator (such as a student lead or admin)

Demonstration – Staff Position Brenda Coulson, Director –Talent Acquisition talks through the following roles in our vignettes. Visit SuccessFactors Sneak Peek webpage to view the following recruitment steps: Initiator – Creating Requisition Budget Approver - Fiscal Approval 3. Employee Applies for Position

Demonstration – Staff Position Visit SuccessFactors Sneak Peek webpage to view the following recruitment steps: Review requisitions, candidate pools, request interviews and select final candidate Create offer letter and review approval flow and acceptance

Onboarding ONB, XB, OFB, GMPM Faculty Staff Students Temps Module Audience The onboarding module is used to collect and process new hire information such as taxes and I-9 verification. It also provides the hiring manager or department the opportunity to create a welcome message and link to important departmental information.

Onboarding Information Collected Processed through SuccessFactors I9 Information W4/Tax Information Direct Deposit Required University policies Emergency Contact Onboarding activities outside SuccessFactors Equipment ID card Parking Permit

Five Roles: Centralized and Decentralized Recruiter ONB Coordinator New Hire ONB Specialist Appointment Specialist Initiate the ONB process by reviewing new hire data collected during the recruitment process Customize new hire web portal (wel- come message, identify important web links, assign mentor, establish 90 day goals, etc.) Submit paper work, visit new hire web portal. Meet with ONB specialist 1st day of employment Verify new hire documents on the first day of employment Reviews review payroll information and submit information for storage in SuccessFactor Future State Centralized to HR Recruiter for staff Decentralized to unit recruiter for faculty Decentralized to hiring manager for students Future State Decentralized and defaulted to hiring manager unless an ONB coordinator is designated by the hiring manager during recruiting. Future State Decentralized to new hire. Future State Centralized to payroll for faulty and staff Decentralized to business offices and others for student Future State Centralized to payroll.

Onboarding New Employees Diana White, Talent Management Specialist, demonstrates the first two onboarding steps. Visit sit SuccessFactors Sneak Peek webpage to view the demonstration. 1 Recruiter - One last review of data entered during recruitment. Kickoff steps 2A and 2B at the same time 2A Onboarding Coordinator - Prepare and send online new hire messaging 3 Onboarding Specialist - Meets face-to-face with employee on first day to complete work authorization paperwork. 2B Submit online paperwork: direct deposit, work authorization, sign important policies, tax forms, other related employment information

What’s Next Review the other sneak peeks or PowerPoint presentations, specifically time and leaves information Reach out to your change network with questions Email bpr@purdue.edu for further assistance