1. Recruiting and Onboarding - 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 Business Roles – Review Terminology and System Information
Recruiting
Requisition Types
Roles
Onboarding
Roles and Responsibilities
Steps
System Demonstration
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 - Coordination, New Hire Data Collection and I-9 Verification
Manage Pending Hire and offer letters

4. Security (Business Roles)
Business Management
Business Support Staff
Department Support Staff
Supervisors
Employees

5. 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 are grouped into Business Roles
Business Roles assigned to positions

6. 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 quick hires (example – students, graduates, post docs)
Completes posting and hiring process within recruiting
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

7. SuccessFactors
Terminology, Functionality

8. 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

9. Integration between systems

10. 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

11. 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

12. Quick Hire (Student)
Post Position

13. Quick Hire (Student) Extend Offer
If a background check is requested and there is justification, talent acquisition will conduct the background check.

14. Recruiting
Key Changes

15. 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

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

17. Onboarding
Roles and Key Changes

18. 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

19. Onboarding Process Flow Diagram (External Hire)

20. Crossboarding Process Flow Diagram (Internal Hire)

21. PROCESS DEMONSTRATIONS
Quick Hire - Student
Faculty (overview)
Onboarding

22. QUESTIONS