Recruiting and Onboarding - Engagement Session Business Management Engagement Team – WL Brittany Vestal Kim Dixon Matt Clawson Kristi Hartwick Renae Barbour Bobbi Gibson Brian Gilbert Carrie Brose Kelly Eberhardt Jordan Coy Cindy Davis Lindsay Farrell Lana Crum Linda Baer June, 2018

Agenda Business Roles – Review Terminology and System Information Recruiting Requisition Types Roles Onboarding Roles and Responsibilities Steps System Demonstration Q&A

Business Management Engagement Series Time and Time Off Work schedules, time profiles Terminology Cost Distribution Time /Time off Demonstration Employee Data Changes Promotions, Demotions, Lateral changes; AY/FY changes, pay changes, FTE changes Terminations Recurring and Non Recurring Payments and Mass Uploads Recruiting and Onboarding Hiring Process Faculty / Staff Quick Hire Process - Students Onboarding - Coordination, New Hire Data Collection and I-9 Verification Manage Pending Hire and offer letters

Security (Business Roles) Business Management Business Support Staff Department Support Staff Supervisors Employees

Business Roles (ex. Business Support Staff) - Privileges Creates employee changes – reclassifications, CUL, salary increases Creates recurring and non-recurring payments Updates Cost Distribution Updates work schedules and time profiles Initiator – Employee Data Changes EC and ECP Creates action to terminate employees Initiator - Terminations Requests posting for quick hires (example – students, graduates, post docs) Completes posting and hiring process within recruiting Initiator – for recruiting requisitions Privileges are grouped into Business Roles Business Roles assigned to positions

Recruiting Coordinator Search Committee Members All Recruitment Roles Privileges driven by Requisition Type (Faculty, Staff, Service, Student) Initiator Budget Approver Recruiter Department Recruiter Recruiting Coordinator Search Committee Members Requests posting for quick hires (example – students, graduates, post docs) Completes posting and hiring process within recruiting Verifies position details and salary Approves posting and offer letter for Staff Creates and extends offer to Faculty Central recruiting for staff Completes hiring process and extends offer Completes post hire data verification OIE staff will approve posting for Faculty Access to confidential HR data Utilized in Faculty and Student Searches Manages Candidate workflow and supports the search committee Does not have access to confidential HR data Works with search committee or hiring manager in scheduling interviews Provides interview feedback via interview central Can view resumes of assigned candidates

SuccessFactors Terminology, Functionality

SuccessFactors: Employee Central (EC) vs EC Payroll Org Structure Employment Info. Position Org Info Job Info Key Dates Additional Details (Faculty Info. Etc.) Time Profile Work Schedule Compensation Info Base Payment Recurring Payments / Deductions Additional Payments Personal Info Personal info. Address Biographical EC Mash-up screens Bank Info W4 Tax Set-up IT48/94 (Residence State) Cost Distribution Position Job EC – Time Time Off Leave Requests Timesheet Allowances Premiums Time Types Payroll Garnishments Taxes Calculation AP/FI Posting Documents Tax Reporter

Integration between systems

System derives and pre-populates requisition by position type Requisitions Four types of Requisitions Faculty Staff Service Staff Student System derives and pre-populates requisition by position type

Important: Existing Employees use Internal Career Site Requisition Posting Internal and External Internal Candidates (Purdue Employees) Internal Career Tab in SuccessFactors for current Purdue employees Internal Private posting (private job posting link used for internal employees, if needed) External Candidates External Posting (where non-Purdue Employees view and apply to positions) External Private Posting (private job posting link used for external employees, if needed) Important: Existing Employees use Internal Career Site

Quick Hire (Student) Post Position

Quick Hire (Student) Extend Offer If a background check is requested and there is justification, talent acquisition will conduct the background check.

Recruiting Key Changes

Recruiting – Automation and Simplification Automated workflow eApprovals Reduce time to post eOffers Mobile-enhanced Interview ratings and notes captured within SF Transparency of progress Access to reports/data System integration Must be a vacancy – ready to be hired in Employee Central Reduced data entry Pulls information from the position into the requisition All employees are recruited through Success Factors

Recruiting – Reporting Sample Standard Reports Time to fill Open/filled positions by department Dual career candidates Sourcing Report EEO Demographics (aggregate) Offer accepted/declined

Onboarding Roles and Key Changes

Five roles will execute the ONB future state Recruiter/Initiator Onboarding Coordinator New Hire ONB HRPY Specialist Appointment Specialist Initiate the ONB process by reviewing new hire data collected during the recruitment process Customize new hire web portal (welcome message, identify important web links, assign mentor, set-up meetings, etc.) Submit new hire information, visit new hire web portal. Meet with HR/PY specialist 1st day of employment Verify new hire documents on the first day of employment Reviews payroll information from offer letter, creates employee record in EC and submits information for storage in SuccessFactors Future State HR recruiter for staff Unit recruiter for faculty Hiring manager or initiator for students Future State Defaults to Post Hire Data Verification (PHDV) completer unless an ONB coordinator is designated during PHDV Future State New hire to complete Future State Combination of central payroll and business offices based on the employee needs Future State Central payroll

Onboarding Process Flow Diagram (External Hire)

Crossboarding Process Flow Diagram (Internal Hire)

PROCESS DEMONSTRATIONS Quick Hire - Student Faculty (overview) Onboarding

QUESTIONS