October 4, 2018

Supervisors, managers view SuccessFactors demonstrations; highlights of new system noted

Supervisors and managers are attending engagement sessions throughout the month of October to learn how SuccessFactors -- an upgrade from the current SAP system set to deploy in January -- affects them. The integrated system, plus streamlined processes, automates several human resources-related processes that supervisors and managers participate in today.

Most supervisors and managers play a role in recruiting, hiring, onboarding new employees, performance appraisals and reviewing and approving time and time-off requests, all of which SuccessFactors will integrate, thus creating a unified location for employee data. The engagement sessions provide an opportunity to view demonstrations of the new system. The following are highlights. 

Recruitment

When SuccessFactors deploys Jan. 1, SuccessFactors will be used to recruit all positions paid by Purdue, including student, staff and faculty positions. Those already progressing through a current search during deployment can continue with their current process or system. All new searches will be initiated through SuccessFactors. The last day to post a staff position using the current application system (Taleo) is Nov. 26.

Feedback on the recruitment module has been positive following the engagement sessions. Common aspects regarding recruitment that those attending were happy to hear include:

* Requisition (request to post) pre-populates with position information and eliminates the current paper forms.

* Office of Institutional Equity forms -- such as Position Announcement Authorization Form (PAA), Background Checks (request form), Request for Search Waivers, etc. -- are no longer needed. SuccessFactors incorporates the information within the requisition.

* Electronic offer letters use templates familiar today.

* Interview ratings and notes can easily be captured electronically.

* Transparent progress easily displays where candidates are in the process.

* System can accommodate crossover, allowing recruitment and hiring of a new employee while current employee remains in position.

Though many aspects of the recruitment process -- while enhanced and improved -- remain familiar, SuccessFactors does have some process differences, including:

* Recruitment starts with a vacant position.

* Students will receive and accept offer letters online.

Onboarding

Once the recruitment process is finalized, the onboarding module automatically delivers an email to the new hire that contains a link to complete new hire information online. This collection of information replaces the current Personnel Action (PA) form and Form 13. It also incorporates tax information, direct deposit and section 1 of the I-9. An onboarding coordinator role offers further communication with the new employee -- informing them of potential meetings and departmental information. 

Feedback again has been positive in terms of the onboarding module. Those attending the engagement sessions reported they were happy to hear that:

* New hire paperwork is online, and can be completed prior to day one.

* The request for privileges is automated. Once the new hire completes the required information, payroll updates the system, generating another email to the new hire with important information related to their PUID, career account, BoilerKey, etc.

Timekeeping and time-off requests

SuccessFactors will replace paper time cards, paper leave requests and the Kronos timekeeping system. 

There are some similarities between the old and the new, including:

* Similar to Kronos today, duration-based time recording requires nonexempt employees to document the hours worked per day.

* Similar to Kronos, kiosks will be available for those who will want to "swipe" in and out to clock time.

SuccessFactors also brings some new functionality to the table, such as:

* The Webclock, used for clocking in and out, can be accessed via phone, iPad or computer. Only limited areas will require clocking in and out. Student employees will most likely use the Webclock or duration-based timekeeping, depending on their position.

* Nonexempt employees with a negative time profile will not complete a time sheet, unless an exception needs documenting, such as overtime. Supervisors will need to approve only when exceptions are documented. The majority of benefits-eligible employees will use the negative time profile.

* All benefits-eligible employees (exempt and nonexempt) will use the time-off tile within SuccessFactors to request time off. This includes normal leave requests such as sick and vacation, but also business leaves and sabbaticals. The paper forms required today will no longer be needed. Instead, employees will access the system and complete any needed fields electronically.

Performance appraisals

All staff performance appraisals will be completed through the Goals and Performance Management tile within SuccessFactors. All departments will follow the same performance appraisal time period, and all staff appraisals are required to be completed by April 30.

Positive feedback regarding the performance appraisals module were shared as well. Those attending were happy to hear:

* A word check and writing assistant tool will help both employee and supervisor form better comments.

* Administrative control allows supervisors to easily move backward and forward through the process, no longer requiring contacting Human Resources to unlock and relock appraisals.

Learn more 

* Visit www.purdue.edu/successfactors for more information. Click the icons to view the change impacts for each process in the particular SuccessFactors module.

* All questions can be forwarded to bpr@purdue.edu


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