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Positions, Recruitment and Onboarding - Engagement Session

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Presentation on theme: "Positions, Recruitment and Onboarding - Engagement Session"— Presentation transcript:

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!


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