UK&I: SF additional learning

1

Recruitment

2

Onboarding

4

Creating and viewing reports

3

Viewing and changing information

Click on each section to view the flow process and for FULL training.Please ensure that you follow EVERY step

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

1. Does she follow the central or the regional recruitment process? Central: The recruitment team will take responsibility for some workflows, while supporting the hiring manager with others.Regional: The hiring manager will take responsibility for the workflows with recruitment team support.2. Does the position already exist? If yes, she can proceed, if no then she must speak to her authorising (manager's) manager and then contact her People Business Partner to create the new position once the budget has been approved.

Then she can start the recruitment process

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

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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.Please click here to access SharePoint to ensure the correct options are chosen in the drop-down boxes.

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 used to be referred to in our business as an ATR (authority to recruit), it is the indication that a person is required to fill a role, with the details of that role within. You can add other colleagues to the hiring manager team if required for screening and interviewing)

• 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
• Approve a job requisition

• Hiring manager(OSM and Recruitment officers can support if required)

• 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.

If central recruitmentIf regional recruitmentYour recruiter will review the job requisition submission and approve as necessary. If there is a specific requirement for a job role, they can update the job requisition with a more detailed job description or add screening questions to finalise the requisition. You have to make sure that: - additional information has been included - you nominated another person at site who will support with recruitment (e.g. DM,TL,OSM) - you added their name to the requisition 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 and RG only)
• How to… Manage recruiting groups and teams
• How to... Reassign a job requisition

• 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 - click here to access

• Hiring manager

You must still use right check to submit their right to work. Please follow the updated process which can be found on Sharepoint. Please raise a 4Me ticket with Employee Relations if you need any support.

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, 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
• How to... Forward candidate for another requisition

• Recruitment team
• Hiring manager(OSM and OM can support if required, and another person who has been added to the Hiring Manager Team)

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

• Hiring manager(OSM, OM or hiring manager team can support if required)

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

(OSM, OM or Hiring team can support if required)

8. Prepare offer and approve the offer Once the candidate has verbally 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

• Generating 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

• Hiring manager(OSM or recruitment team can support if required)If it is not the hiring manager completing then other party must be tagged as an approver, and then approval is completed separately.

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. The recruitment team will post to the internal career site and also to external career site/job boards or agency portals.

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

• Recruitment team
• Hiring manager (Rail Gourmet only)

There could also be potential candidates already in the talent pool that may like to apply for the position. 4Me request required to set up new job boards

• Recruitment team

4. Screen and arrange interviews If you are a centrally recruiting then the recruiter will create a shortlist of candidates for you to interview. You can discuss this offline too. If you are regionally recruiting you can shortlist candidates by yourself.

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

Hiring manager availability for interviews is linked with their outlook calendars, so scheduling an interview is a matter of checking their 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 (or their hiring team)(OSM and OM can support this if required)

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Now that Zoe has found the perfect person, the onboarding process can take place. This is not just ‘online’ on SuccessFactors, but also 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.

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. Initiate Onboarding

3. New starter activities

4. Induction planning

5. Complete manage pending recruit

No show

Rehire with new employment

2. Data review and contract

crib sheet

simplified process

3. New starter activities Now it is over to the successful candidate. They will be sent communication about their SuccessFactors login details and will be guided to complete their personal details on the system using the guide. Having it available for you to view will help if they contact you for any support. Category 1: offlineCategory 2: onlineThe new colleague receives an email with instructions to change their SF password, acknowledge GDPR statement and update their personal details.The new colleague receives an email with instructions to change their SF password, acknowledge GDPR statement and update their personal details.People team must be contacted through 4Me to create a contract and send out via email The colleague is able to access their contract to sign via SuccessFactors The new starter has to complete their compliance tasks - HMRC new starter checklist. They are directed to the checklist on SF once they updated their personal details.The new starter has to complete their compliance tasks - HMRC new starter checklist. They are directed to the checklist on SF once they signed the contract.

• How to… Complete your set up on SuccessFactors

• New starter

2. Data review and contract To ensure that the contract issued is correct, the data must be reviewed and confirmed.

• How to… New recruit data review
• How to...Input pay grade fields

• Hiring manager(Any designated OSM can support if required)

4. Induction planning 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.

• New recruit tasks - welcome message and recommended people

• Hiring manager

5. Complete 'manage pending recruit' Once the new starter has signed their contract in the system (category 2 online) or completed their personal data (category 1 offline), SuccessFactors will automatically move them to the next step. Please note, if the personal data/signing contract is not completed by the new starter, the hiring manager cannot complete this step. Please use the crib sheet to ensure that you complete all the fields correctly You may also need to use the pay bands document on sharepoint: click here 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. Category 2 colleague will have their contract archived as with any other documents provided, and the people team will retain the Category 1 contracts. To enable an Academy account to be set up and colleague put on payroll this step MUST be completed (ONCE ONLY) and then approved by hiring manager's manager

• How to… Manage pending recruit
• How to… Remind about outstanding tasks

• Hiring manager(Any designated OSM can support if required)

Where recruiters through the process, they cannot complete this step.

1. Initiate Onboarding We need to move the candidate from recruitment to the onboarding bucket to start the contract creation for them. How to… Initiate onboarding process How to ... Restart onboarding

• Hiring manager(Any designated OSM and recruitment team can support if required)

Rehire with new employment 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
• Simplified flow: Rehire a colleague

• 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 raise a 4me ticket to create a TERMINATION - reason code "Did not start" to allow them to recruit for the job again. Offline the employee relations team must be notified to remove the right to work profile of the no show employee.

• Hiring manager
• People team (on SF)

These crib sheets will show you all of the fields on SuccessFactors as well as a copy of the contract generated. - Many fields are prepopulated - Yellow fields will feed into the contract - Complete and check all editable fields, paying close attention to rows 24 - 28 note: all Crib sheets are directly downloading as Excel spreadsheet. If you can't see a pop-up with downloads in your browser, you can view a downloaded Crib sheet in your Downloads. UK

• Air
• Rail
• RG
• Air seasonal

Ireland

• Air
• Air seasonal

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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

simplified process

Change a position Where the revision of the position hierarchy has been reviewed and position change been identified, 1) Ops - Raise a 4Me ticket 2) RG Ops – Email Gillian Clark3) Head Office –Email Parimala Mannava4) Group - Email Su Kim Lee 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:1) Ops - Raise a 4Me ticket 2) RG Ops – Email Gillian Clark3) Head Office –Email Parimala Mannava4) Group - Email Su Kim Lee

• 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
• Managing a Contingent Worker: People Team/Line Manager, Manager’s Manager
• Ending a Contingent Worker: People Team/Line Manager, Manager’s Manager

• Simplified flow: Position management
• Simplified flow: Contingent worker (contractor)

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Changes to colleague's status

Hire colleague directly onto SF

Terminate colleague employment (involuntary)

Long term absence

simplified process

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
• Covering a leave of absence process

• Line manager (Manager's manager to approve)
• People Team

Terminate colleague employment (involuntary) In consultations with the Employee Relations team, Line Manager and Colleague it may be agreed for a colleague to leave the business. The consultations take place offline, but once agreed the Employee relations team will raise a 4Me ticket. (Making sure it is communicated on the ticket whether there is a need to recruit to fill this position once vacant. PEOPLE team will process the termination on SuccessFactors.

• How to... Terminate a colleague

• People team
• People business partner

Terminate colleague employment (voluntary) If a colleague decides to leave SSP, they will inform their line manager. Manager must raise a 4Me ticket. (Make sure that you communicate on the ticket whether there is a need to recruit to fill this position once vacant). PEOPLE team will process the termination on SuccessFactors. .

• How to... Terminate a colleague

• People team (Manager's manager to approve)

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 and requires updating within SuccessFactors.

• How to... Extend a probation

• Line manager (Manager's manager to approve)

• Simplified flow: Long term absence
• Simplified flow: Extend a probation period
• Simplified flow: Terminate colleague's employment
• Simplified flow: Hire colleague directly onto SF

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Colleague job movement

Global assignment

simplified process

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.If this is within your own hierarchy, you can do this yourself. If this is outside your hierarchy then the receiving manager must raise a 4Me ticket for this to be completed.

• How to... Transfer a colleague within the same legal entity (eg staying within Ops)
• How to... Transfer a colleague across different legal entities (eg moving from Ops to support function role)

• People team
• People business partner

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. Managers are responsible for initiating a promotion IF the Employee Class (HPE or salaried) is remaining the same (eg TM to TL). If the Employee Class is changing (moving from HPE to salaried), this should be initiated by the People Team. (Raise a 4Me ticket) If new position is outside of their current hierarchy this would be a transfer, not a promotion.

• How to... Promote a colleague

• Line Manager, Manager's Manager – Employee Class staying the same
• People Team, Manager's Manager – Employee Class changing

Demote a colleague After consultation with Employee Relations Team, Colleague and Line Manager, a colleague may be moved to a less senior role within the same unit/department. 4Me ticket must be raised 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
• People business partner

Change colleague’s cost centre Where there is a change to colleague's cost centre or working location; a Manager is responsible for more than 1 cost centre/location, has been confirmed between the Manager and People Team.

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

• Line manager (Manager's manager to approve)

• Simplified flow: Promote a colleague
• Simplified flow: Demote a colleague
• Simplified flow: Transfer a colleague
• Simplified flow: Change colleague's cost centre
• Simplified flow: Global assignment

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Changes to colleague's contract or cost

Change colleague’s contract type

Issue one time payment

Adjust annual leave allowance

Set an alternative cost distribution

simplified process

Change colleague’s comp/pay rate (incl. HGD)

Change a colleague’s hours and related pay

Change colleague’s pay grade

Adjust annual leave allowance Where an amendment to Annual Leave (Time Off) allowance has been requested by the Colleague’s Manager. This could be due to a Colleague working a Bank Holiday or other non-working day.

• How to... Adjust annual leave allowance

• People team

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. 4Me ticket must be raised to be completed by the people team.

• How to... Issue one time payment

• People team (Manager's manager to approve)

Change colleague’s compensation/pay rate Where a change to a colleague's compensation or pay rate has been confirmed between the 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 (including HGD)

• Line manager (Manager's manager to approve)

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

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 to approve)

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 to approve)

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.Also confirm if a change of Academy access is required.

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

• Line manager (People business partner to approve)

• Simplified flow: Issue one time payment
• Simplified flow: Change colleague's working hours and pay
• Simplified flow: Change colleague's pay
• Simplified flow: Change colleague's contract type
• Simplified flow: Change colleague's pay grade
• Simplified flow: Manage an alternative cost distribution

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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. (This is not possible in recruitment or onboarding).

• 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