1. 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

2. 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

3. 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?

4. 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

5. 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?

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

7. 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.

8. 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

9. Recruitment
Key Changes and SuccessFactors Demonstration

10. 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

11. 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

12. 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

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

14. Recruitment Demonstration

15. Onboarding
Key Changes

16. 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

17. System Integration

24. This process ends with an email to the new hire

26. Performance Appraisals and Goals
Key Changes

27. 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

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

29. PMGM High Level Schedule

30. 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.

31. 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.

32. 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.

33. 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.

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

35. Time Functionality
Key Changes and SuccessFactors Demonstration

36. 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

37. 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

38. 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

39. 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

40. 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)

41. Time Attendance and Absence
Key Changes and SuccessFactors Demonstration

42. 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

43. 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

44. 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

45. Time and Leaves Demonstration

46. Performance Appraisals and Goals
Key Changes

47. 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

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

49. PMGM High Level Schedule

50. 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.

51. 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.

52. 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.

53. 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.

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

55. QUESTIONS

56. 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 resources start to release in October