Enhancements to SuccessFactors Modules

TO: Vice Presidents, Vice Provosts, Deans, Directors, Department Heads, and Managers

FROM: Janelle Tarpey, Associate Vice President, Administrative Systems Management
Roberta Maldonado Franzen, Director, Recruitment and Talent Acquisition

RE: Enhancements to SuccessFactors Modules

On February 16, Duke will introduce several enhancements to SuccessFactors, Duke's recruitment, hiring and onboarding system. The changes in the recruitment and onboarding modules in SuccessFactors will introduce improved scalability, automation and compliance. Below are details about what to expect with the transition and additional resources to support hiring managers.

Overview of Changes

1. Recruitment module updates will now operate as distinct entities within the SuccessFactors Recruitment module for the University (including the School of Medicine and School of Nursing) and Health System. Specifically, recruiting requisitions, talent pipelines, and offer templates. There are no changes to recruiting workflows or approvals as part of this update. These changes will enable clearer organizational alignment, improve data integrity and reporting by entity, and support independent configurations while maintaining a shared platform.
2. In parallel, we are upgrading to the new SuccessFactors Onboarding module, which will be used by both the University and Health System. The benefits to the upgrade include a more streamlined and consistent onboarding experience, improved system sustainability and supportability, and enhanced foundation for future onboarding enhancements. (Note: DUHS Talent Acquisition will manage the onboarding process for all DUHS requisitions).

Key Dates and What This Means

• February 13–17, 2026: Requisition Quiet Period: No new requisitions should be created in SuccessFactors during this time. This pause supports system readiness for the new onboarding module.
• February 16, 2026: New Onboarding Module Goes Live: The new Onboarding module will be enabled in production.
• After February 17, 2026: Any new open requisition iForms created after this date will load into SuccessFactors using the new University requisition templates. Existing requisitions will remain connected to the current onboarding module. Candidates already in progress will continue onboarding without changes.
• March 31, 2026: Deadline for Current Onboarding: All new hires in the current onboarding module must be fully completed by March 31, 2026.
• April 1, 2026: New Onboarding Required for All Hires: All candidates must go through the new onboarding module. Any new hire not completed by March 31, 2026, will be automatically moved to "Ready for Onboarding 2.0". Therefore, no new action is needed in SuccessFactors. 

Supporting a Smooth Transition

Several new onboarding step-by-step guides have been created that show the new look for the onboarding model and walk through the process for completing transactions. Hiring managers should take time to review these guides before the rollout of the new modules on Feb. 16.

Thank you for your attention and continued partnership as we move to the new onboarding experience.

 Frequently Asked Questions (FAQ)

1. Are recruiting processes changing for the University?

No. Recruiting workflows and approvals remain the same. Changes are limited to system configuration and onboarding.

2. Can I create requisitions during the quiet period (Feb 13–17)?

No. Requisition creation in SuccessFactors should be paused during this timeframe.

3. What happens to candidates already onboarding?

Candidates tied to existing requisitions will continue through the current onboarding module without disruption, as long as onboarding is completed by March 31, 2026.

4. When will I start using the new onboarding module?

All University hires processed on or after April 1, 2026, must use the new onboarding module.

5. What if a new hire is not completed by March 31, 2026?

Any new hire not completed by March 31, 2026, will be automatically moved to "Ready for Onboarding 2.0". Therefore, no new action is needed in SuccessFactors. 

6. Where will I find job aids and documentation?

Links to documentation will be included in upcoming communications sent to all iForms users.