SuccessFactors Human Resources

SuccessFactors Transition

SuccessFactors (an integrated, cloud-based core human capital management solution) will fully deploy Jan. 1, 2019. The integrated system, plus streamlined processes, automates several human resources-related processes that supervisors and managers participate in today. The first biweekly pay period processed through SuccessFactors is Dec. 24 through Jan. 6. Employees required to work during the holidays or winter recess will have the access needed to record time worked.

As we transition to new processes, some of the benefits provided by the new system will be recognized quickly. However, some processes will require more attention and may have a bit of a learning curve. Employees that have relied on paper forms may find transitioning to an online system challenging.

Supervisors will have the ability to create positions, initiate recruitment processes, approve time and time off and complete performance appraisals. There are two options for supervisors seeking to delegate their authority to another:

  • Process specific delegation – such as allowing the supervisor to forward individual timesheets or time off requests to another. 
  • Workflow delegation, which delegates requests for approvals to another. Once delegated, the supervisor no longer sees the approval requests.

BoilerKey (Purdue’s two-factor authentication system) is required to access SuccessFactors.

Employee Self-Service

Key Benefits

Key Topics to Prepare for

Easy navigation to view employee information, organizational charts   All employees will update information online
Employee can update personal information such as address, education, direct deposit and tax withholding  
Timekeeping and Time Off

Key Benefits

Key Topics to Prepare for

Employee and supervisor can edit timesheets, including two pay periods back (Business offices do not fix timesheets) Time documented is automatically pushed through payroll at the end of the pay period, regardless of approval
Most benefits-eligible non-exempt employees with a regular work schedule transition to a Negative Time Profile (employee/supervisor do not need to touch timesheet unless documenting exceptions) Time off is requested through the Time Off tile and populates the timesheet (Today, the Kronos timekeeping system incorporates time off with the timesheet)
All benefits-eligible employees request time off in SuccessFactors and will see vacation and sick leave balances Those transitioning to the Webclock from Kronos will need to review training materials - the web application is different than Kronos
Position and Organization

Key Benefits

Key Topics to Prepare for

Positions can easily be created online from an existing position  

Department Support and Supervisor roles can create and edit positions  

Training materials and assistance will be needed the first time creating a position.

The ability to quickly move or change organizations and positions and keep historical data intact    

Recruitment

Key Benefits

Key Topics to Prepare for

All positions – faculty, staff and student – are recruited through SuccessFactors   Centralized process for faculty recruitment may differ from previous department-specific process
Recruiters have transparency into candidate progress  
Office of Institutional Equity forms -- such as Position Announcement Authorization Form (PAA), Request for Search Waivers, etc. -- are no longer needed: SuccessFactors incorporates the information within the requisition.  

Onboarding

Key Benefits

Key Topics to Prepare for

All new employee data collection is online (I-9, tax information, etc.)   New employees will receive an email to start their data collection process
New hires can have access to systems, emails prior to day one  
Employee Data Changes (Personnel Actions)

Key Benefits

Key Topics to Prepare for

All data changes are processed online (pay changes, FTE changes, etc.)   Those with the Department Head role will receive requests to approve pay changes online
Performance Appraisals

Key Benefits

Key Topics to Prepare for

All benefits-eligible staff transition to one performance period and process