UAE: SF additional learning

1

Recruitment

2

Onboarding

4

Creating and viewing reports

3

Viewing and changing information

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CONTINUE

This is Zoe. She is a Line Manager who is looking to hire a new team member into her team.

Once she has answered this question, she can start the recruitment process

Before she can start the recruitment process, she needs to know:

• If yes, she can proceed.

• If no, then she must speak to her authorsing (line) manager and then her people team to create the new position once the budget has been approved.

Does the position already exist?

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These are the steps Zoe needs to take to hire a new colleague for her team - click on individual steps to find out what they mean and who is responsible for completing them, or use the simplified flow process.Once you familiarise yourself with all the steps, use the How to… cards as a guide in completing individual steps.The crib sheet should be used to ensure the correct options are chosen in the drop-down boxes, along with information on Sharepoint.

2. Post job internally & externally​

5. Interview with potential candidates​

7. Select the successful candidates​

8. Prepare offer and approve the offer​

simplified process

1. Create job requisition from existing position

3. View and shortlist​

6. Evaluate candidates and feedback​

4. Screen and arrange interviews​

1. Create job requisition from existing position This is raised by the manager of the role to be recruited for. It is the indication that a person is required to fill a role, with the details of that role within.

• How to… Create a job requisition

note: Please use the crib sheet to ensure that you complete all the fields correctly

• Create a job requisition

• Hiring manager

• Is there a colleague in your team who would be a great candidate for this role? Or a colleague in another unit who would be a great fit? You can consider a colleague promotion or transfer from another unit - see ‘Viewing and changing information: Colleague job movement’ process areas for How to... guides..

• To allow for a smooth recruitment process, ensure that you communicate on the notes to recruiter what your interview availability dates and times are.

Always ensure that you have an assigned recruiter and/or other actor to hiring - you can manage and set your preferences to make this easier.

• How to… Approve a job requisition (to be used by recruiters only)
• How to… Manage recruiting groups and teams

• Recruitment team

5. Interview with potential candidates Ready to meet some candidates? You can find guidance for Ops teams in how to interview based around our values on SharePoint

• Hiring manager

You must still make sure that they have a legal right to work in the country from Ministry of Human Resources and Emiratisation (MoHRE).

3. View and shortlist Great news! People are seeing your job posting and they are applying for the position. Now it is time to conduct the initial screening of candidates to find those most suitable for the role. As a hiring manager or recruiter, you can now view applicants CVs and decide on the most suitable candidate. You can either:

• shortlist an applicant
• reject an applicant

• How to… View and shortlist candidates
• How to... Reject a candidate

• Recruitment team
• Hiring manager

6. Evaluate candidates and feedback The hiring manager can now evaluate the candidate based on the company values This will help to organise your thoughts, assist with comparing candidates and give valuable feedback should the candidate request it

• How to… Evaluate and feedback on a candidate

You may not have found a successful candidate and need to do a bit more to find the right person

• How to… Extend the job posting

• Recruitment team
• Hiring manager

Sadly, some candidate will not be right for the role and we have to reject them.

• How to… Reject a candidate

• Recruitment team
• Hiring manager

7. Select the successful candidates Wonderful news! You have found the perfect candidate and would like to proceed to offer the role. You will select them in SuccessFactors and verbally offer the role to them.

• Recruitment team
• Hiring manager

8. Prepare offer and approve the offer Once the candidate has accepted the offer then we can get going on reviewing and creating a job offer in the system. The hiring manager and recruiter will need to agree offline all of the contract details for the candidate offer.

• How to… Generate offer for approval – Grade D or below
• How to… Generate offer for approval – Grade C or above
• How to… Reassign offer approval

• Generate an offer approval

If the role is Grade C or above, this will trigger the 2 step GAP approval process: Level 1 approvers = Group head of talent and organisation development or Group head of reward Level 2 approver = Chief people officer

• Recruitment team
• People team
• Hiring Manager

Please use the crib sheet to ensure that you complete all the fields correctly

2. Post job internally & externally Now the requisition is completed the job can be advertised – there are many places we can advertise. Hiring managers can post the jobs to the internal career site, but only the recruitment team can post to external career site/job boards or agency portals.

• How to… Post a job
• How to… Extend the job posting

• Recruitment team
• Hiring manager (limited to SSP job boards)

There could also be potential candidates already in the talent pool that may like to apply for the position.

• Recruitment team

4. Screen and arrange interviews Either your recruiter or you as the hiring manager can create a shortlist of candidates for you to interview. You can discuss this offline if required.

• How to… Arrange an interview
• How to… Adjust your outlook calendar for interviews
• How to… Cancel or change an interview

Availability for interviews is linked with outlook calendars, so scheduling an interview is a matter of checking availability via SuccessFactors. For some managers, you may want to discuss this offline to ensure you have correct dates and times.

• Recruitment team
• Hiring manager

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CONTINUE

Now that Zoe has found the perfect person, the onboarding process can take place. She can start planning for a successful start ‘offline’. As their line manager, Zoe has the responsibility to make sure that the newest member of her team has the best onboarding experience possible, so the more prepared and organised she is the easier it will be for both of them.

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These are the steps Zoe needs to take to onboard a new colleague for her team - click on individual steps to find out what they mean and who is responsible for completing them. Once you familiarise yourself with all the steps, use the How to … cards as a guide in completing individual steps of the onboarding process. The crib sheet should be used to ensure the correct options are chosen in the drop down boxes. If you are in any doubt, please contact the people team.

simplified process

Onboarding

Congratulations! Your new colleague is ready to start. There will be occasions when a colleagues you hired worked with us before or your new employee might change their mind about joining SSP. For more information, click the buttons below:

1. New starter activities

3. Complete manage pending recruit

No show

Rehire with new employment

2. contract issue

(follow manual process)

1. New starter activities Candidates are moved straight to the “To be hired/Onboarding” bucket The People team will send out a contract to the new starter. They will be sent communication about their SuccessFactors login details

• People team

A successful recruitment will have a well planned out induction. This begins with great communication and great planning. As the hiring manager, you need to extend a warm welcome to the new joiner and let them know about their first day and induction tasks.

• Hiring manager

3. Complete 'manage pending recruit' By completing ‘manage pending recruit’, the new joiner moves into the main SuccessFactors database as an employee and is ready to progress their wonderful career journey. The hiring manager must enter the new starters personal details directly into SuccessFactors. If this step is not completed the new starter will not get paid.

• How to… Manage pending recruit

• Hiring manager

Rehire with new employment - COMING SOON If your new colleague has already worked for SSP before, we may already hold some of their data, so we have an option to rehire with ‘new’ employment while maintaining their previous employment history. If you know that the person has previously worked for SSP, please flag this to your recruiter. However this would be picked up in SuccessFactors once they input their personal details as well.

• How to… Rehire a colleague with new employment

• Hiring manager

No show Sadly, it can be the case that a person decides that they no longer wish to start with us. They may contact us at short notice or not attend their first day at all. In these cases, firstly the manager must contact the new starter to check that they are okay and that they have just changed their mind. Then they need to record this to allow them to recruit for the job again.

• How to… Record a no show new starter
• How to… Complete approvals and take action tasks

• Hiring manager

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note: Chief People Officer must authorise all Hay Grade C+ changes

SuccessFactors is the hub of all people information, and whenever information needs to be changed, updated, amended or utilised SuccessFactors is the portal to allow this. It contains all information around a colleague’s life cycle including any role movements. Here, you will find all of the other process’ that can be completed within the system. Click on the buttons below for details

Business information changes

Other actions

Changes to colleague's contract or cost

Colleague job movement

Changes to colleague's status

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Business information changes

Create a new position

Change a position

Contingent (contracted) worker

Change a position Where the revision of the position hierarchy has been reviewed and position change been identified. This would include for changes such as setting a position 'To Be Recruited', updating a Position FTE, or where the position sits in the hierarchy.

• How to… Manage an existing position

• People team

If the new position is Hay grade C+ then further approval required by: Paul Farrugia/Roxanne Minbatiwala and Nathan Clements

Create a new position Each department has a certain number of positions (specific jobs). If a new position is required then the manager will request this with people team, once the budget is confirmed. If this requires a change in hierarchy, then affected colleagues will be consulted offline.

• How to… Create a new position

• People team

If the new position is Hay grade C+ then further approval required by: Paul Farrugia/Roxanne Minbatiwala and Nathan Clements

Contingent (contracted) worker If it is identified that a contingent worker (contractor) is required instead of an employee, then they would be recruited and added to the system to also allow them access to the system

• How to... Add a contingent worker
• How to... Manager/end a contingent worker

• Adding a Contingent Worker: People Team, Manager’s Manager
• Manage/End a Contingent Worker: People Team/Line Manager, Manager’s Manager

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Changes to colleague's status

Hire colleague directly onto SF

Terminate colleague employment (involuntary)

Long term absence

Extend a probation period

Terminate colleague employment (voluntary)

Long term absence Where a colleague is expected to be absent for 3 months or more. It will already have been confirmed after discussions between the colleague, manager and people team. This allows the position to be recruited for temporarily to cover the absence.

• How to... Add and manage long term absence

• Line manager

Terminate colleague employment (involuntary) In consultations with the people team, line Manager and colleague it may be agreed for a colleague to leave the business. The consultations take place offline, but once agreed this will be processed on SuccessFactors

• How to... Terminate colleague employment (Involuntary)

• People team

Terminate colleague employment (voluntary) If a colleague decides to leave SSP, they will inform their line manager and this will then be processed on SuccessFactors.

• How to... Terminate colleague employment (Voluntary)

• Line manager
• Manager's manager

Hire colleague directly onto SF On occasion it may be required to hire a colleague directly onto SuccessFactors without going through the formal recruitment process online. This must be agreed with the hiring managers line manger and people team as a requirement offline.

• How to... Hire a colleague directly on SuccessFactors
• How to... Hire a Fixed Term Colleague Directly into SuccessFactors

• People team
• Manager's manager

Extend a probation period This Where the need to extend a probation has been confirmed between the manager and colleague.

• How to... Extend a probation

• Line manager
• Manager's manager

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Colleague job movement

Global assignment

Transfer a colleague

Change a colleague’s cost centre

Promote a colleague

Demote a colleague

Global assignment If a colleague is seconded or transferred internationally, this is called a Global Assignment. It must be confirmed between Home and Host Managers with the People Team before adding into SuccessFactors.

• How to... Add a global assignment
• How to... Manage a global assignment
• How to... End a global assignment

• Host manager
• Home People team

Transfer a colleague Where a colleague has successfully been offered a new role within a different unit/department. If the new position is in the same unit/department as their current position, this would be a Promotion or Demotion.

• How to... Transfer a colleague within the same legal entity
• How to... Transfer a colleague across different legal entities

• People team

Promote a colleague Where a colleague has successfully been offered a new more senior role within the same hierarchy and requires promoting to their new position. If new position is outside of their current hierarchy this would be a transfer, not a promotion.

• How to... Promote a colleague with Pay Increase
• How to... Promote a colleague without Pay Increase

• Line manager
• Manager's manager

Demote a colleague After consultation with people team, colleague and line manager, a colleague may be moved to a less senior role within the same unit/department. If the move is outside of their current unit/department this would be a transfer, not a demotion.

• How to... Demote a colleague with pay decrease
• How to... Demote a colleague without pay decrease

• People team

Change colleague’s cost centre Where a change to colleague's cost centre or working location has been confirmed between the line manager and people team. Both cost centres/locations must fall under the line manager's remit otherwise this would be a transfer.

• How to... Change colleague's cost centre
• How to... Change colleague's location

• Line manager
• Manager's manager

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Changes to colleague's contract or cost

Change colleague’s contract type

Issue one time payment

Set an alternative cost distribution

Change colleague’s pay grade

Change colleague’s compensation/pay rate

Change a colleague’s hours and related pay

Issue one time payment Where a one time payment been confirmed by the line manager and their line manager (manager’s manager). This may be bonus payments etc.

• How to... Issue one time payment

• People team
• Manager's manager

Change colleague’s compensation/pay rate Where a change to a colleague's compensation or pay rate has been confirmed between the line manager and colleague. This may also include the adding or removing of a pay component (element that makes up pay), for the colleague.

• How to… Change a colleague’s basic pay
• How to... Add/remove pay component

• Line manager
• Manager's manager

Change colleague’s contract type Where a change to a colleagues contract type has been confirmed between the manager and people team and requires updating in SuccessFactors.

• How to... Change colleague's contract type

• Line manager
• Manager's manager

Change colleague’s pay grade Where a change to a colleague's pay grade has been confirmed between the manager, people partner and colleague and requires updating in SuccessFactors.

• How to... Change colleague's pay grade

• Line manager
• People partner

Set an alternative cost distribution Where the decision has been made that a colleague will have a dual role where cost is split between two teams and this must be updated on SuccessFactors.

• How to... Set an alternative cost distribution

• Line manager
• Manager's manager

Change a colleague’s hours and related pay When a change to a colleagues working hours, and therefore their pay as well, has been confirmed between the manager and colleague and requires updating in SuccessFactors.

• How to... Change a colleagues FTE & pay

• Line manager
• Manager's manager

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Other actions

Complete approvals and take actions tasks

Delegate an approval & set up auto-delegations

Proxy another user

Delegate an approval & set up auto-delegations If a colleague is due to be absent for a period of time, they are able to delegate any workflows for the duration of their absence. It is important to check that the person being delegated to has the correct permissions set up to enable this.

• How to... Delegate an approval & set up auto-delegations

• Line manager
• Manager's manager
• People team
• People partner

anyone with approvals

Complete approvals and take actions tasks In many of the processes or workflows, there is a requirement for approval. Those responsible for approvals will be prompted within SuccessFactors. By approving, the workflow process is completed.

• How to... Complete approvals and take action tasks

• Line manager
• Manager's manager
• People team
• People partner

Proxy another user If required, a person can proxy (log in on behalf of) another user to complete an action. Permissions to do this are very strict and it will only be completed if there is no alternative.

• How to... Proxy another user

• Senior People team

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There are a number of reports that can be run to gain all sorts of data and information. The reports available to you will be role based. This means that you will only be able to run and access reports relevant to your role in order to protect the data within.Click below to view the how to card to access and view reports.

Reports in SuccessFactors

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lines

Change colleague’s pay grade

Long term absence This is applicable where the need for adding a long-term absence has been confirmed after discussions between the colleague, manager and People team.

• How to... Create and manage long term absence

• Line manager