Preparations are underway to roll out training for the upcoming transition from SAP to SuccessFactors. All employees paid by Purdue will have the roles needed to access SuccessFactors to update their personal information, review pay statements, document time worked and time off (as applicable) and review open positions. Training resources and information will be provided through several channels, including Purdue Today.

Supervisors and administrative employees will have other roles based on their additional responsibilities. For example, most supervisors participate in the process of hiring new employees. They will have additional roles allowing them to recruit through SuccessFactors. Our business offices today facilitate personnel actions that adjust pay, change positions, transfer employees and more.

SuccessFactors has role bundles that provide supervisors, department support and business offices the access needed to complete needed tasks. The following table displays the role bundle by position group.

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

Some things to highlight:

  1. Only department support and supervisors can initiate position creation. Those requests go directly to HR-Compensation (the same team that assists with positions today).
  2. Similar to today, only the business office will initiate employee data changes. Any data change that impacts pay will include workflow that sends the request to others for approval. Supervisors and leadership can work directly with their business office to provide the needed information.
  3. Also similar to today, recruitment roles are available for those who normally participate in the process. Recruitment involves several steps depending on the type of positon. Most recruitment processes include posting the position; reviewing candidate information; interview feedback and ratings; and completing and sending offer letters.

The below table outlines the possible roles a department support, supervisor, business office or talent acquisition recruiter could have.

Responsibility or Role

Key Tasks

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

  1. Assigns search committee members to the requisition and adds them to provide interview feedback
  2. Can schedule interviews with search committee, using calendar free/busy times, if on Exchange server and share free/busy times
  3. 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

In the next week or so, the updated role assignment sheet will be available online.

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