Employment Data Changes – Existing Employees 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 Engagement Sessions – What to expect Business Roles – Review Terminology and System Information Employee Data Changes Definitions Current vs New Process Terminations System Demonstration Mass Loads What’s Next 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 – I-9 Manage Pending Hire Adpay scenarios and offer letters This is the second session in a series of 3. Our goal is simple – to start talking about the up coming changes with SuccessFactors. We have a lot to cover in our engagement series designed for business management. However, in the essence of time, there are things we are not able to cover – goals and performance. These engagement sessions are designed to show how things are processed differently in SuccessFactors.

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?

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

Engagement Expands Across Campuses Success Factors Impacts Business Management Department Support Supervisors Employees We realize SuccessFactors, and our redesigned processes impact everyone. Not just business offices. However our goal is to start with you. We realize you are the people everyone goes to with questions, issues and problems to solve – We hope today is the first step in starting to understand how our new processes and system will work . . .

Security (Business Roles) Business Management Business Support Staff Department Support Staff Supervisors Employees We realize SuccessFactors, and our redesigned processes impact everyone. Not just business offices. However our goal is to start with you. We realize you are the people everyone goes to with questions, issues and problems to solve – We hope today is the first step in starting to understand how our new processes and system will work . . .

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 Grouped into Business Roles Business roles assigned to positions

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 Need to make sure we talk about cost overrides on the timesheet

Terminology (SAP vs. SuccessFactors) Current SAP System Future SuccessFactors (SF) System Organizational Unit Department Job Job Classification Personnel Area Location Company Code Entity Payroll Area Pay Group Wage Type Pay Component Employee Group Employee Class Employee Sub Group Employee Type Action Event Action Reason Event Reason Grouped Positions Mass Positions

Employee Class (SAP vs. SuccessFactors)

Employee Type (SAP vs. SuccessFactors)

Position Synchronization Regular Positon Mass Positon Any change made to the employee record will flow to the Positon and vice versa Any change made to the employee record will flow to the Positon and vice versa Employee 1 Position 1 Position 1 Employee 1 Employee 2 Supervisors need to be in the same position.

Employee Data Changes Key Changes

Employment Data Changes What are employee data changes? Paper form going away! Process of managing employee’s data changes: Promotions Demotions Lateral reclassifications AY/FY changes Department changes FTE changes Pay changes

Event Derivations & Workflows

Business Office enters Pay Changes Payment Entry Central Office enters Recurring Payments Examples: Overloads, Distinguished and Named Salary Supplements, Faculty Scholars, etc. Business Office enters Non-recurring Payments Examples: Extra duty pay, awards

Terminations Key Changes

Business Support Staff Reviews and approves the change Terminations Business Support Staff Initiates change Business Management Reviews and approves the change Central Payroll Final approve Complete Quota Payout Termination date is the last day worked. (This is a change from today’s practice.) Supervisor or employee should review and clear any remaining pending requests. Retro-terminations require timesheets be deleted back to termination date. Request for deletion can be sent to Ask HR. Ask HR is the Employee Central Service Center (ECSC) functionality If supervisor is terminated: The positions reporting to the supervisor will automatically go to the one up manager and reverts back to the supervisor, once the supervisor position is filled - or - Select appropriate supervisor position to assign positions to 5. Concurrent employment – watch for main assignment changes No More Quota Payout Forms!

Terminations Limited Term Lecturers (LTL) Utilize “Right to Return” Leave Eliminate the need to create a LTL Inactive Position Eliminate the need to transfer to the Inactive Position Send notification to Ask HR When LTL returns to work: Send Offer Letter to Ask HR Central Staff will remove the Right To Return Leave and enter the right to rehire action in the system

Other Items Mass Loads Direct Hires Faculty Extensions

Mass Uploads Examples of when to Utilize Uploads Student Pay Increases Grad Pay Increases Grad movement between RA and TA positions **Mass uploads can be used for any number of entries.**

Direct Hires Business Office gathers direct hire information Submits information through Ask HR Central Payroll enters Direct Hire Direct Hires – used for entering information for hires that are not considered employees (no onboarding and I-9 verification needed): Visiting Scholars Fellowships (not handled as assistantships) Affiliate employees – ex. PRF, Alumni Contractors / Consultants needing access

Faculty Extensions Minimum Changes Initiated by Central Payroll Staff Review and Approval Process same as today Submit Required Documentation (Extension or Non-renewal) forms to Central Payroll Central Payroll enters information into System

PROCESS DEMONSTRATIONS Employment Data Changes Terminations Quota Payouts Non-recurring Payments

Questions can be sent to bpr@purdue.edu NEXT STEPS Additional Education Sessions HCM Business Roles Communication Hands On labs Discuss changes with your Business Managers Questions can be sent to bpr@purdue.edu

QUESTIONS