SuccessFactors and Supervisors 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 Deploys January 2019

Agenda Timeline, Engagement Sessions, Training update Business Roles – What roles do you have? Recruiting Onboarding Time and Leaves Performance and Goals Question and Answer (Q&A) Resources and Next Steps

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 Why are we even doing this?

Refocus on value-add tasks No longer reliant on paper forms Impact Simplify, Streamline, Organize, Automate Refocus on value-add tasks Shift to strategic oversight vs. transaction focus Reports aid decision making No longer reliant on paper forms Less manual data entry and fewer mistakes Automated approval workflow Clear paths for career growth Better transparency for career and compensation decisions Easy to learn, simple to use Easier navigation Shorter training times

Engagement Sessions Who are we impacting? When are we engaging with them? Business Office (July +) Recruitment and Onboarding Time and Leaves Updating Employee Records (transfers, terminations, pay changes, etc.) Department Support (August – September) Creating Positions Recruitment processes Onboarding coordinator tasks Supervisor and Manager (September- October) Timekeeping Time-off or leaves Other Approvals, when applicable Continued Communications Leadership Meetings Updates or talking points provided at leadership meetings Other presentations/ frequently asked questions can be included Engagement vs. Training Engagement covers – why are we changing, what is changing, when will it change Training covers - how do I use the new system? What are the steps? Who do I call for help?

Timeline Towards Deployment July – September 2018 Engagement Sessions outline change impacts for various audiences User Acceptance Testing (UAT), Web Clock (Mobile Time) Pilot October 2018 Training Materials start to release Training Sessions announced HCM Fair November 2018 Training Continues Pause Activities (Taleo pauses December 14) January 2018 SuccessFactors Deployed Hypercare (Help Resources) Services Available

Training Training at a Glance Topic Audience Resources Release Date SuccessFactors Navigation – Manage employee profile (similar to ESS) All employees Online Course Quick Reference Guide (QRG) Mid-December Position Creation / View Org Structure Department Support, Supervisors Online course QRG Work Instruction Videos (WIV) Mid-October Recruitment Department Support, Business Office, Supervisors Instructor-led Sessions WIV Onboarding/ Crossboarding Mid-November Leaves (Time-off requests) All benefits-eligible employees Early-November Timekeeping Non-exempt staff, Supervisors Early-December Employee Data Changes (Actions) and Payroll activities Business Office, SPS, Central Office, Benefits staff Showcase Early-October Compensation Management Business Office, Merit Approvers February 2019 Goals and Performance Appraisals Supervisors Training Training at a Glance Recruitment is really the only thing instructor-led – they can utilize work instruction videos for almost everything else – so they are not spending hours in a training room. Showcases will be scheduled after go-live for performance appraisals.

Supervisor Roles in SuccessFactors Time and Leaves Organizational chart defines employee- supervisor relation Can see, edit, approve employee timesheets and leave requests (where applicable) Recruitment (Initiator) Initiator role – provides ability to create requisition Initiator role provides ability to complete student recruitment process Onboarding (Coordinator) Can complete the onboarding setup for new hires, when applicable Performance Appraisal and Goals Can view and complete employee performance appraisal

Recruitment Key Changes and SuccessFactors Demonstration

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 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

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

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

Recruitment Demonstration

Onboarding Key Changes

Onboarding Coordinator 3 ONB Roles Recruiter/Initiator Onboarding Coordinator New Hire 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 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

System Integration

This process ends with an email to the new hire

Performance Appraisals and Goals Key Changes

Collect performance feedback from peers and key stakeholders System Functionality Document and monitor career and development goals throughout the performance period Document and track strategic and operational performance goals for the performance period Goals Management Development Plan Annual Review Rate individual performance and document annual performance feedback comments Gather 360 feedback Collect performance feedback from peers and key stakeholders

Most Commonly Assigned Function by Group   Goals Management Annual Reviews Professional Development Plans 360 Feedback Surveys Management Professionals X Professionals Clerical/Service

PMGM High Level Schedule

What is new in Goals Management? 1a. Create/Add/Edit annual evaluation goals Establish goal name*, description, metric, visibility, weight*, start/end/due dates*, % complete, status, university initiatives. Select from sample goals and metrics and customize to fit your needs. *indicates a required field 1b. Cascade goals to direct reports Supervisors and leaders can efficiently assign one or more goals to specific individuals or an entire team. 1c. Goals dashboard View and analyze individual and group goals via a customizable dashboard.

What is new in Performance Management? a. Word check Identifies some inappropriate language found in the annual evaluation. However, this tool is not a substitute for evaluation training and/or HR advice. b. Writing Assistant Use system-generated language to quick start the comment writing process. c. Administrative control Supervisors can direct the system to advance to the next phase of the process and/or move back to previous phases in the goals management and performance management process.   d. Employee Self-Assessment Staff are encouraged to summarize their work accomplishments in writing. e. Manager Assessment Enter annual performance ratings and provide written comments. f. Spell check Check for correct spelling. g. Upload attachments Append files to the annual review. h. One on one meeting Meet to discuss annual review results. i. Sign and leave final comments Employee provides electronic signature to acknowledge receipt of evaluation and can leave final comments.

What is new in Professional Development? Professional Development Plan NEW 3a. Create/Add/Edit development goals Establish development goal name*, development goal description*, visibility, start/end dates*, status, competency. *indicates a required field 3b. Development dashboard View and analyze development goals via a customizable dashboard.

What is new with the 360 Feedback System? 360 Feedback Surveys NEW 4a. Launch annual employee 360 feedback surveys The supervisor and employee establish participant list, feedback questions, and distribute multiple employee 360 surveys during a single performance period. This survey is designed to collect important peer, colleague, and stakeholder perceptions. 4c. 360 report 360 summary reports are made available to supervisors.

Stakeholder Adoption and Feedback Strategy Where are we now?   Stakeholder Adoption and Feedback Strategy Awareness Messaging Training June – September 2018 January - February 2019

Time Functionality Key Changes and SuccessFactors Demonstration

Time Key Changes Business Support Staff create/review/edit Time Profiles and Work Schedules: Time Profiles drive business logic and system automation Work Schedules identify planned working time Time Recording Profiles determine clock-based vs. duration based recording Streamlined attendance and absence codes Non-Exempt employees’ certification will be moved from the time sheet to the Effort Reporting Process

Work Schedules Work Schedules – Identify planned working time for an employee Standard Work Schedules Assigned to more than 10 employees (System wide) May be fixed or rotating Used as default based on employee type and employee class One-off Schedules (unique to less than 10 employees) Temporary Schedules (created one week at a time) Work Schedules Drive planned working time Days of the week Hours per day Shift Work Schedule Samples Non-Exempt Monday – Friday 8 hours Non- Exempt Monday – Thurs. 10 hours Non-Exempt 2nd shift Monday –Friday 8 hours Exempt – Monday – Friday 8 hours

Time Recording Profiles Positive Time Recording Profiles Require Supervisor Approval Web/Mobile Time Recording Employee records start and end times through smart phone app Recorded hours push to timesheet Duration-based Recording: Employee records every hour worked on the timesheet through computer or kiosk Benefits-eligible employees request time off through Time Off tile Time off flows from the time off request to the timesheet Employee records time worked Employee submits timesheet Supervisor approves timesheet Timesheet flow to ECP

Time Recording Profiles Negative Time Recording Profiles Only Require Exception Approval Hours paid based on planned working schedule Employee only records exceptions such as overtime, call back, etc. Time off recorded through Time Off tile, flows from the time off request to the timesheet Timesheet updated from schedule Timesheet flows to ECP System automatically approves Put a flow where it does not go to the supervisor Timesheet updated from schedule Employee records overtime Employee submits timesheet, if exception recorded Supervisor approves timesheet Timesheet flows to ECP

Employee and Supervisor Responsible for Correct Time Positive Time Recording – Employees record all hours Negative Time Recording – Employees record only exceptions Correct any hours or missing punches in a timely manner Within the previous two pay periods Employee is alerted they have a missing punch Request Time Off in the system Approve all time submitted by employees Responsible for making sure the employee has corrected all missed punches Approve any corrections submitted by the employee Approve any cost overrides or enter cost overrides on the timesheet Approve Time Off requests Update work schedules when needed – OR notify the business office Time recorded is time paid (so if approval doesn’t happen – what is recorded is automatically pushed to payroll) that also means if a person completes to clock in/out one day – they won’t get paid for that day Anything fixed – will get paid the following pay period (or the pay period it was fixed in)

Time Attendance and Absence Key Changes and SuccessFactors Demonstration

Time Off Requests Employees All Employees will request their leaves through the time off process Future dated requests will be based on current balances Main Time Account buckets will be shown with balances – accurate and displayed Vacation and Sick Leave If on FMLA - the system will allow the employee to indicate if the request is FMLA related Other drop down will allow for other leave requests Personal Leaves – Personal Business Days, Paid Parental Leave, Military, Jury Duty etc. Business Leaves – Sabbaticals, Research, Outside Activity Process TBD

Time Off Requests – Automation and Rules System will prevent an employee from taking leave in excess of available balance FMLA time off has been streamlined Eliminated the FMLA Absence Codes Built an indicator within the leave request that identifies a leave as FMLA FMLA indicator will be changed only if it is not approved (Currently 95% of requests are approved) Continuous FMLA – The Central HR/ Benefits staff will enter the FMLA absences based on employee’s request and notice forms Reduce the number of corrections

Policy and Practice Changes DRAFT Policy and Practice Changes Exempt Sick Leave Removing the rolling calendar Annual Allotment (based on length of service) January of each calendar year Allotment calculated on years of service as of 12/31 of the current year Ex. Allotment on January 2019 – calculated on years of serv as of 12/31/2019 Removing 100% and 75% buckets Balance viewable within system No penalty for using all sick hours Sick Family Removing the 10 day limit per fiscal year May use employee sick leave for employee or family as needed Will require medical statement for absence greater than 10 consecutive days Personal Holiday for Non-Exempt will be replaced with 8 hours of vacation – allocated July 1st Holiday pay is based on Work Schedule Personal Leave – removing the language of maximum allowable amount

Time and Leaves Demonstration

Performance Appraisals and Goals Key Changes

Collect performance feedback from peers and key stakeholders System Functionality Document and monitor career and development goals throughout the performance period Document and track strategic and operational performance goals for the performance period Goals Management Development Plan Annual Review Rate individual performance and document annual performance feedback comments Gather 360 feedback Collect performance feedback from peers and key stakeholders

Most Commonly Assigned Function by Group   Goals Management Annual Reviews Professional Development Plans 360 Feedback Surveys Management Professionals X Professionals Clerical/Service

PMGM High Level Schedule

What is new in Goals Management? 1a. Create/Add/Edit annual evaluation goals Establish goal name*, description, metric, visibility, weight*, start/end/due dates*, % complete, status, university initiatives. Select from sample goals and metrics and customize to fit your needs. *indicates a required field 1b. Cascade goals to direct reports Supervisors and leaders can efficiently assign one or more goals to specific individuals or an entire team. 1c. Goals dashboard View and analyze individual and group goals via a customizable dashboard.

What is new in Performance Management? a. Word check Identifies some inappropriate language found in the annual evaluation. However, this tool is not a substitute for evaluation training and/or HR advice. b. Writing Assistant Use system-generated language to quick start the comment writing process. c. Administrative control Supervisors can direct the system to advance to the next phase of the process and/or move back to previous phases in the goals management and performance management process.   d. Employee Self-Assessment Staff are encouraged to summarize their work accomplishments in writing. e. Manager Assessment Enter annual performance ratings and provide written comments. f. Spell check Check for correct spelling. g. Upload attachments Append files to the annual review. h. One on one meeting Meet to discuss annual review results. i. Sign and leave final comments Employee provides electronic signature to acknowledge receipt of evaluation and can leave final comments.

What is new in Professional Development? Professional Development Plan NEW 3a. Create/Add/Edit development goals Establish development goal name*, development goal description*, visibility, start/end dates*, status, competency. *indicates a required field 3b. Development dashboard View and analyze development goals via a customizable dashboard.

What is new with the 360 Feedback System? 360 Feedback Surveys NEW 4a. Launch annual employee 360 feedback surveys The supervisor and employee establish participant list, feedback questions, and distribute multiple employee 360 surveys during a single performance period. This survey is designed to collect important peer, colleague, and stakeholder perceptions. 4c. 360 report 360 summary reports are made available to supervisors.

Stakeholder Adoption and Feedback Strategy Where are we now?   Stakeholder Adoption and Feedback Strategy Awareness Messaging Training June – September 2018 January - February 2019

QUESTIONS

Resources and Next Steps Still new to SuccessFactors? Start with our overview or guide document Visit https://purdue.edu/successfactors - 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 bpr@purdue.edu for answers Next Steps: Attend other educational sessions Training resources start to release in October