SuccessFactors Roles and Privileges

Similar to today’s SAP system, SuccessFactors uses business roles to assign access to view specific information, perform or approve transactions and view reports.

Each business role provides ‘privileges’ to access/view/transact within a specific process.

Most SuccessFactors modules include the following:

  1. An initiator role – this role is often provided to a supervisor, department or business office support staff. The role provides the ability to start a transaction within the system. Each process has its own initiator role. For example, there is an initiator role to create positions, an initiator role to request to post a position in the recruitment module, and an initiator role for employment changes.  (Note:  An initiator for employee data changes is assigned to business office staff only.)
  2. Workflow - transactions will route to the proper approver or approvers. Workflow is programmed to forward the transaction to the correct approver, based on approval practices.

  3. A budget approver - this provides the business manager the opportunity to review and/or approves most transactions. They will confirm funding is available and the correct account number is used.
  4. Most roles are linked to and based on the position, not the person. Roles are also bundled for position groups. (The below does not include the operational roles assigned to Central Human Resources and Payroll.)
Position GroupRole Bundle
Business Support Staff 
  • Initiator of Requisitions
  • Initiator for Terminations
  • Initiator for Employee Data Changes
  • HR Inquiry
  • Additional Employee Central – Payroll (ECP) role to process ADPAYs
Business Manager/ADFA/DFA
  • Budget Approver
  • COMP Executive Reviewer
  • HR Inquiry
I-9 Verifiers (Onboarding process)
  • Onboarding HRPY Specialist
Department Support
  • Onboarding Coordinator
  • Initiator for Position Management
  • Initiator of Requisitions
Supervisors 
  • Onboarding Coordinator
  • Initiator of Requisitions
  • Initiator for Position Management
Managers/Department Head
  • Comp Manager role as assigned to complete merit process

Click the specific process to see the roles associated with it.

RoleKey ResponsibilitiesAssigned Employee GroupAdditional Information

Position Initiator

Initiates request to create a position in SuccessFactors (completes required fields)
  • Supervisors
  • Department Support 
All new/changed positions are reviewed/approved by HR – Compensation (similar to today)

HR Admin

Views and approves new/change position requests
  • Human Resources – Compensation
  • Human Resources – Data Stewards
Master Data Initiator  Creates department and cost center associated with it
  • Accounting Services – Master Data 
New organizations are viewed and approved by both HR and Accounting to align cost centers
RoleKey Responsibilities

Initiator (Recruitment)

  • Creates the requisition and fills in hiring details in regards to the position and department hiring needs
  • An approver on the offer for staff, service staff and faculty positions
  • Views resumed of assigned candidates
  • Today this is a hiring manager or designee
Budget Approver
  • Verifies the position details and adds the budgeted salary, employee referral amount (if applicable) and moving allowance on the requisition
  • Approves the offer for staff, service staff and faculty positions
  • Creates the offer letter for faculty positions
  • Today this is Business Office
Recruiter
  • Completes and posts the requisition details
  • Sources candidates and screens legal questions as needed
  • Access to confidential HR data
  • Creates offer approvals for staff and service staff
  • Creates offer letter for staff and service staff
  • Will confirm recruitment data (candidate information and position) to send to Onboarding/Cross boarding
  • For example, in WL, this would be OIE (for Faculty); HR Talent Acquisition (for Staff and Service Staff)
Department Recruiter
  • Completes and posts the requisition details
    Sources candidates
  • Creates offer letter for faculty (if not Budget Approver)
  • Generally speaking, this role would be used for Faculty searches and does not have access to HR confidential data
  • This could be a department administrative assistant
Recruiting Coordinator
  • Assigns search committee members to the requisition and adds them to provide interview feedback
  • Can schedule interviews with search committee, using calendar free/busy times, if on Exchange server and share free/busy times
  • This can be support staff
Search Committee Member
  • Provides interview feedback via Interview Central
  • Can view resume of assigned candidates
  • This can be any Purdue search committee member
Internal Candidate
  • Purdue employees (All, nontemp) that apply via the Careers module in SuccessFactors
External Candidate
  • NonPurdue employees that apply via the external career site 
Step #RoleAction
1 Initiator

Creates requisition from vacant position in org chart

2

Completes required requisition information and sends for approval

3 Budget Approver Reviews requisition information, enters pay range, frequency and target pay; approves
4 Department Recruiter Reviews requisition information, assists in preparing posting verbiage, developing diversity recruitment plan and affirmative action plan (if applicable)
5 Recruiter (OIE)

Reviews requisition information, position announcement, diversity recruitment plan and affirmative action plan (if applicable).  Approves or returns for edits

6 Department Recruiter

Receives notice of approved requisition

7 Posts position
8

Reviews applicant submissions for qualifications

9 Initiator / Search Committee

Reviews submissions and makes initial selections

10 Recruiting Coordinator Schedules interviews (optional)
11 Initiator / Search Committee

Conducts interviews and makes hiring decision(s)

12 Department Recruiter Completes offer approval template
13 Budget Approver / Director of Financial Affairs 

Reviews and approves offer details

14 Dean Reviews and approves offer details
15 Provost / EVPRP Reviews and approves offer details
16 Budget Approver / Director of Financial Affairs  Extends e-offer
17 Candidate Accepts e-offer
18 Department Recruiter Enters search rankings, ratings and/or comments and uploads search notes as applicable
19 Recruiter (OIE) Requests background check (if applicable)
20 Department Recruiter

Initiates onboarding (if applicable) and closes out requisition

Step #RoleAction
1 Initiator

Creates requisition from vacant position in org chart

2

Completes required requisition information and sends for approval

3 Budget Approver Reviews requisition information, enters pay range, frequency and target pay; approves
4 Recruiter Reviews requisition information, edits posting information
5 Posts position
< 5 Business Day Posting Period >
6 Recruiter

Reviews applicant pool and forwards submissions that meet minimum requirements

7 Initiator / Search Committee Reviews submissions, conducts interviews, makes selections
8 Initiator Notifies Recruiter of hiring decision / intent to offer
9 Recruiter

Completes offer approval template

10 Budget Approver Reviews and approves offer details
11 Recruiter

Extends e-offer

12 Candidate Accepts e-offer
13 Initiator Enters search rankings, ratings and/or comments and uploads search notes as applicable
14 Recruiter 
Requests background check (if applicable)
15 Initiates onboarding (if applicable) and closes out requisition
Step #RoleAction
1 Initiator

Creates requisition from vacant position in org chart

2

Completes required requisition information

3 Initiator or Department Recruiter Reviews requisition information, edits posting information
4 Posts position
5 Initiator or Department Recruiter

Reviews applicant submissions
6 Reviews submissions and makes initial selections
7

Conducts interviews makes hiring decision(s)

8 Completes offer approval template
9 Extends e-offer
10 Candidate

Accepts e-offer

11 Initiator or Department Recruiter Enters search rankings, ratings and/or comments and uploads search notes as applicable
12 Recruiter

Requests background check (if applicable)

13 Initiator or Department Recruiter Initiates onboarding (if applicable) and closes out requisition
RoleKey Responsibilities
Recruiter/Initiator
  • Initiates the ONB process by reviewing new hire data collected during the recruitment process
  • Talent Acquisition for staff; Unit recruiter for faculty; Hiring manager or initiator for student 
Onboarding Coordinator 
  • Customizes new hire web portal (creates welcome message with additional information)
  • This role can be assigned at the end of the recruitment process or it defaults to the recruiter/initiator that reviewed the new hire data collected 
New Hire
  • Submits new hire information, accesses the new hire web portal
Onboarding HRPY Specialist
  • Verifies new hire paperwork.
Appointment Specialist / Central Payroll Staff 
  • Reviews payroll information from offer letter
  • Creates employee record in Employee Central (EC)
Employee data changes are initiated in the business office and then routed to Human Resources and/or Payroll for approval or completion. Once the request is initiated, the approval flow will be to a department head, budget approver, HR Compensation and Payroll, depending on the type of change. 
RoleKey ResponsibilitiesPosition Group
Initiator for Employee Data Changes Initiates the request and competes the required fields (Examples – FTE changes, pay changes, reclassification changes, etc.) Business Support 
Initiator for Terminations Initiates the request to terminate employee in SuccessFactors. Business Support 
Similar to today, the business office facilitates the merit process with each unit/department. Unit/department leadership will be assigned roles that allow them to assign, review and/or approve merit increases.
RoleKey ResponsibilitiesPosition Group
Executive Reviewer Assists with merit process Business Manager
Merit Admin   Reviews and processes merit incresases HR - Compensation West Lafayette
Comp Manager Review andapprove merit Director or Dean
This online module, facilitated by Leadership and Organizational Development (LOD), contains the performance appraisal process. It also includes goals management that can easily track employee goals.
The offboarding process streamlines current Exit Interview processes.
RoleKey ResponsibilitiesPosition Group
Offboarding Coordinator Assist in exit interview process, when applicable
  • HR - Employee Relations
  • OIE Staff, when applicable
  • Provost, when applicable
Time and leaves utilizes the organizational chart to identify employee/supervisor relation. Only the employee and supervisor can view/edit/approve an employee’s timesheet or time-off request.

Roles Frequently Asked Questions (FAQ)

Most roles are assigned to the position. The department recruiter, recruiting coordinator and search committee roles can be assigned to an individual during the recruitment process. The ‘comp manager’ role for Compensation (Merit Process) is an assigned role, and not automatically provided to every director.

No. Each module – organization, recruitment, onboarding, employee data changes (Employee Central) – has its own specific initiator role.

The system identifies you as a supervisor by the organizational structure. Automated workflow pushes employee time-off requests and/or timesheets to their direct supervisor. Other processes such as employee data changes flow directly to the identified department head (and not the direct supervisor), when applicable.

Business office staff that complete cost distribution are provided the ECP role - Z_PU_INIT_EE_DATA_CHANGES to access Infotype 27. 

Yes, you will have access to Employee Central-Payroll to view all payroll-related infotypes. It will look similar to today’s PA20.

Purdue University, 610 Purdue Mall, West Lafayette, IN 47907, (765) 494-4600

© 2018 Purdue University | An equal access/equal opportunity university | Copyright Complaints | Maintained by COE

Trouble with this page? Disability-related accessibility issue? Please contact Office of COE.