1. Positions, Recruitment and Onboarding - Engagement Session
WL Engagement Team
Brittany Vestal
Kim Dixon
Matt Clawson
Kristi Hartwick
Renae Barbour
Bobbi Gibson
Brian Gilbert
Carrie Brose
Kelly Eberhardt
Jordan Coy
Cindy Davis
Lindsey Farrell
Lana Crum
Linda Baer
June, 2018

2. Agenda Engagement Session – What to Expect Business Roles – Review
Terminology and System Information
Position Creation
Recruiting
Requisition Types
Roles
Onboarding
Roles and Responsibilities
Steps
Question and Answer (Q&A)
Resources and Next Steps

3. Engagement vs. Training
Why are we changing?
What is changing?
What is the new terminology?
What does the new system look like?
Training
What is the new (step-by-step) process?
How do I access the new system?
How do I complete the tasks in the new system?
Who do I contact for help?

4. Why Change? It’s About Time!
Transaction Focused:
Paper-based entered, manual calculations and entry
System does the work:
Automated workflow, programmed calculations
Strategic Focused:
Real-time data produces needed reports for decision making
Moving towards a Strategic Focus requires:
Automation, less manual entry or calculation
Consistency from hire to retire processes increases data integrity
Exception based transaction review and approval
Culture of trust and accountability –empowers employee and manager

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

6. Business Roles (Department Support Staff) - Privileges
Create Positions
Initiator – Position Management (P_EC_Initiator for Position Management)
Requests posting for Faculty and Staff hires
Initiator – for recruiting requisitions (P_REC_Requisition Initiator)
Completes the onboarding setup for new hires
Onboarding Coordination
( P_ON_Onboarding Coordinator )
Privileges are grouped into Business Roles
Business Roles assigned to positions
P_ON_Oboarding Coordinator P_Onboarding Coordinator_Admin Delegation P_EC_Initiator for Position Management P_REC_Requisiton Initiator

7. 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 faculty and staff positions
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

8. SuccessFactors
Terminology, Functionality

9. Terminology Term Definition/Explanation Roles and Privileges
Similar to today’s SAP system, SuccessFactors uses business roles to assign access to view specific information, perform or approve transactions and view reports.
Each business role provides ‘privileges’ to access/view/transact within a specific process.
Requisition
Request to Post Position (replaces the paper form)
Initiating
Accessing SuccessFactors and completing required fields EC
Employee Central (Its like the file cabinet that houses all the information related to an organization, position, employee)
RCM
Recruitment module within SuccessFactors
ONB
Onboarding module within SuccessFactors
Profile
Employee information is viewed as a ‘profile.’ Similar to an employee record.
Derives
The system ‘pulls’ information from one module to populate the same information in another module.

10. Integration between systems

11. 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

12. Position Creation
Key Changes and SuccessFactors Demonstration

13. Position Management – What’s Changing?
From To
Paper-driven process often kicked off with position description; HR - Compensation creates position in SAP; Payroll processes paperwork to put employee into position
Automated process allows position to be initiated by department and approved by HR – Compensation. Initiator can ‘copy’ information from like-job. Some information is pre-populated.
Key Benefits
Automated process and workflow
Integrated information - can easily access like-position information
Job family structure provides guidelines
Less time from position creation to posting
Impacted Functions
HR – Compensation
HR – Talent Acquisition
Department can easily create position
Roles
Initiator-Position: creates/edits position (can be department support or supervisor)
HR Administrator-Position: approves positions initiated outside HR

14. Create Position Overview
Initiator
(P-EC_ Initiator for Position Management )
Supervisor/Leadership agree position is needed
Initiator looks for existing ‘like’ position to copy or gathers needed information to create position in SuccessFactors
HR Admin-Position
(P-EC_HR Admin_Position)
Reviews position information and edits or suggests edits, when applicable
Approves new position
Position Viewable
Org Chart
Once approved, position is viewable in department org chart and contains position number
Position information is used to populate requisition, when posting is initiated

15. Regular Position vs. Mass Position
Regular Position – a position that one person holds
Mass Position – a position that multiple people can hold
Ex. Students, Graduate Students, Visiting Scholar, etc.
Must have the same supervisor and other attributes to be a mass position

16. Position Creation Demonstration

17. Recruitment
Key Changes and SuccessFactors Demonstration

18. 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

19. 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 faculty and staff positions
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

20. 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

21. Faculty Position Recruitment Process
Request Position Posting

22. Faculty Position Recruitment Process
Extending an Offer

23. Staff Position Recruitment Process
Request Position Posting
If a background check is requested and there is justification, talent acquisition will conduct the background check.

24. Staff Position Recruitment Process
Extending an Offer

25. Quick Hire (Student) Process
Post Position

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

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

28. Recruitment Demonstration

29. Onboarding
Key Changes and SuccessFactors Demonstration

30. 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

31. Onboarding Process Flow Diagram (External Hire)

32. Crossboarding Process Flow Diagram (Internal Hire)

33. Onboarding Demonstration

34. QUESTIONS

35. Resources and Next Steps
Still new to SuccessFactors? Start with our overview or guide document
Visit - website will continually be updated as learn more about our new system and processes
View Sneak Peeks and other information on our website to see how SuccessFactors works
View New Hiring Tool information on the Careers webpage
Think about what questions you have - send to for answers
Next Steps:
Attend other educational sessions
Training invitations will be sent in October!