1. 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

2. 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

3. 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.

4. 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?

5. 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

6. 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 . . .

7. 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 . . .

8. 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

9. SuccessFactors
Terminology, Functionality

10. 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

11. 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

12. Employee Class (SAP vs. SuccessFactors)

13. Employee Type (SAP vs. SuccessFactors)

14. 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.

15. Employee Data Changes
Key Changes

16. 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

17. Event Derivations & Workflows

18. 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

19. Terminations
Key Changes

20. 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!

21. 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

22. Other Items
Mass Loads
Direct Hires
Faculty Extensions

23. 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.**

24. 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

25. 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

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

27. 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

28. QUESTIONS