Transition

Q: Will BrassRing convert open job requisitions and candidate profiles that are active?
A: Open BrassRing requisitions will be converted into SuccessFactors with limited candidate profile information. Converted candidates will need to set up (reset) their password, upload their resume and update their profile in SuccessFactors.

Q: Can you track the requisition from BrassRing to SuccessFactors?
A: The requisition in iForms is tied to the position number and there will be a new requisition number in SuccessFactors. The old and new requisition numbers will be available in the requisition details and the position number remains the same.

Q: Are graduate students and students loaded into the system?
A: Students are not loaded as employees in SuccessFactors.

Pre-employment

Q: When will other logos be uploaded to the system for offer letter templates and how does someone request a specific logo to be uploaded into SuccessFactors?
A: Currently there are several offer letter templates in SuccessFactors, but users can also upload customized documents for their department. Users are encouraged to contact their recruiter if they need to upload a customized offer letter.

Q: Once the background check step is completed, does the hiring manager/hiring manager team receive a notification?
A: The hiring manager team is notified (for all completed steps). Once they receive an e-mail notification that the background check is completed, and the rest of the applicable Pre-Employment checks are completed, they can move the applicant to onboarding and initiate the next step.

Q: What happens if the I-9 is flagged?
A: The system will notify the hiring manager team and the onboarding coordinator.

Q: Will candidates who have been given a verbal offer expect to receive an online offer through SuccessFactors.
A: Don’t use the verbal offer option in SuccessFactors because this step isn’t supposed to be documented. You can change a candidate’s status to Offer Accepted if he/she accepts a verbal offer. Then, move on to send an Online Offer via SuccessFactors.

Q: At what point is Visa Services notified that a work authorization review is required?
A: Visa Service should be notified as soon as possible and they should complete the Orientation Step of Onboarding where part 2 of the I9s are reviewed.

Q: Does the work location populated in SuccessFactors determine the tax forms that are sent to the new hire?
A: Yes. Remote sites that are loaded into the system will initiate distribution of the default tax forms to the new hire. The system will not support biweekly people in NY or California.

Q:The onboarding coordinator must use valid ID’s to complete the I-9 for new hires - can these documents be uploaded or does the applicant have to come in?
A: The documents must be visibly inspected. DHS has provided these guidelines on remote verification of documents if you use E-Verify and are in good standing.  The documents must be uploaded for this process and in a second step for E-Verify.

Q: What happens in SuccessFactors if the start date changes.
A: You can change the start date at 4 points in the hiring process; please note the information does not port backwards to the ATS system.

  • Start Date Change in Pre-Employment – offer detail form
  • Initiate Onboarding – change in the manager review step
  • Active Onboarding – change in the Hire I-form and part #2 in the I-9
  • I-Form Closed – a change request to continuous service date (Personal Data Change form in Iforms)

Q: In the current system, references need to be entered first (e.g. before the background check can be initiated); is the process the same in SuccessFactors?
A: The process remains the same, and the request for references task appears earlier in the process in SuccessFactors.

Q: How often does information from SuccessFactors flow over to SAP?
A: Information flows to SAP every 15 minutes.

Q: Will the system automatically verify education?
A: Yes, if applicable. As part of the background check process, an education verification check will be included for certain Duke entity/job code combinations. The Talent Pipeline includes a step for BGC (Background Check) Education Verification, which will be cleared by the BGC Center.

Q: Can you change the offer from verbal to written in SuccessFactors?
A: No, once you choose the verbal option you cannot go back and select written. It is requested that members of the hiring team always relay a verbal offer, and select online offer within SuccessFactors in order to send them an email containing the link in which they are able to accept their offer online.

Q: If you need to rush a background check, is there a way to launch it in SuccessFactors without messing up the talent pipeline?
A: No, you have to go through all of the offer steps before initiating the background check. If the situation requires expedition, reach out to your Human Resource representative.

Q: Is there a way to know how long it will take to get a DUID or NetID back from Identity Management?
A: If the candidate previously worked at Duke or was a student (with DUID and NetID) and the name is the same, the process will be fast. If there are discrepancies requiring more analysis by the Identity management team, the status will move into “ID Recon.” DUID Reconciliation may take a couple of days depending on timing.

Q: If the candidate is relocating but does not have their new address, how/where can they go to change their address once they have relocated?
A: The new employee will be able to change their address through their Duke@Work profile portal, or if they receive the new address before the onboarding coordinator completes the Hire iForm, the address can be updated on the Hire iForm.

Q: Is it a requirement to put the Offer Letter Signatory on the requisition?
A: No, it’s not required. You can either input that information on the req, or fill it in on the Offer Letter Template. Required fields are signified with a red *.

Q: Who will use onboarding in SuccessFactors?
A: As of June 17, 2019, all new hires will use SuccessFactors Onboarding.

Q: Who can see the offer letter to the applicant?
A: All users associated with the requisition will be able to see the offer letter.

Q: How will emergency contacts be available to departments for new hires?
A: Individuals will be able to maintain their emergency contact information through the Duke@Work self-service website under the My Info tab.

Q: If you send an online offer through SuccessFactors, what will the candidate see on their end in terms of who the offer is from. 
A: The offer letter will be a template (or upload from Word). Since SuccessFactors doesn’t have a spell check option, be sure to check spelling and grammar for your document before uploading it. The e-mail will be from: <system@successfactors.com>

Q: If an applicant has questions regarding the offer letter, how do they know who to contact?
A: If applicants have questions they should reach out to the person making the offer or the recruiter.

General

Q: If your screen times out what is the easiest way to log back in?
A: The system will alert users with a 10-minute warning before it times out for security purposes. You have a choice of “Log Out” or “Keep Working” at that point. If the system logs you out, you will need to log in again to have access restored.

Q: What is job family 27 in the University?
A: This job family represents postdocs, research positions, and individuals in quasi faculty roles. School of Medicine positions will be posted in SuccessFactors and will have their own requisition type separate from Staff. Academic Jobs Online is used for posting these types of jobs for the rest of the University. HR Representatives own the JF 27 req and are responsible for approving the pending requisition and posting for recruitment.

Q: Will there be actual training available or just videos and overviews?
A: Users of SuccessFactors are encouraged to watch the videos first, and then, if training is needed, they should connect with their recruiter to coordinate additional training or support. 

Q: Who is responsible for the external applicant password reset?
A: External applicants can go into the system and reset their password themselves via the Forgot Password function. If they cannot remember the email address or recover the Forgot Password email from SuccessFactors, they will need to create a new account. 

Q: Do we still need to go through the Labor Management Committee (DUHS) and the Vacancy Management System (University/SOM) in order to post a new or newly vacated position?
A: You will use the same business process that you are currently using to generate a new requisition in SuccessFactors. Reach out to your local HR representative for process information.

Q: Are the emails candidates receive from SuccessFactors from a “no reply” email?
A: Yes, they come from noreply@sapsf.com

Q: Can the same person assume several roles on a requisition?
A: Several roles can be assumed by the same person; however, HR representatives and onboarding coordinators must be iForms users. The minimum number of roles is hiring manager and onboarding coordinator.

Recruiting

Q: Will hiring managers be able to see all candidate applications?
A: Hiring managers will only see applications for their own open requisitions. The recruiter will reach out to the hiring manager to determine the specific job description, preferences for candidates and skill requirements. The recruiter will pre-screen applicants that possess the minimum qualifications and represent the “best match” for a particular job.

Q: Can a cover letter be submitted by an applicant tracked to a specific requisition?
A: Yes – applicants can upload a cover letter and any other documentation required of the position. If they apply for another position, the system will ask if they want to reuse the document(s).

Q: What are the methods to track an applicant for initial interview screening?
A: There are three talent pipeline steps in SuccessFactors to screen candidates in the system: 1) initial phone screen; 2) video screen using Montage (based on permissions); and 3) in-person interview.

Q: How do you access the passive pool of applicants (those who are not actively applying for jobs)?
A: Applicants can make a profile in the system via the “Connect with Us” link in order to join the talent community, and Duke can target these individuals and encourage them to apply based on the information they put into the system. Recruiters can tap into this talent community via Candidate Search tools. A combination of strategies will be used for sourcing passive applicants in the Talent Community.

Q: Is a candidate required to state their visa status?
A: The candidate is not required to state their visa status on the job application. The hiring manager can contact Visa Services to interact with applicants to see if their visa status would allow them to work in that role. Based on the information they provide, the hiring manager should ask “do you now or in the future will you require sponsorship?” They are obligated to respond at that point.

Q: Where will the skills survey be sent?
A: Either a recruiter can send the skills survey or a hiring manager can initiate it during the interview step. If the skills survey is not available when the system goes live, please continue to use your current process.

Q: If a candidate is disqualified in the system, will they be notified?
A: Yes – they will be notified via email with a one day delay, but they will not be given the reason for the disqualification.

Q: If you have a working title that you want to associate with a position, can you post this information?
A: Yes – you need to work with the recruiter to be sure the job title, preferences and required skills are all associated with the job requisition before it is approved and posted.

Tracking

Q: Why can I only track part of the candidate movement through the talent pipeline on my requisition?
A:  Hiring Team members (hiring manager, HR Rep, Onboarding Coordinator) have access to the talent pipeline from Forwarded to Department to Onboarding. Recruiters will manage candidates through talent pipeline steps from New application through Initial Review. Note: HR Reps and Onboarding coordinators must be an iForms user to be assigned to their role in the requisition.

Q: How do you confirm the system has updated an applicant after you save a change in the talent pipeline status?
A: After making changes to a record, you need to refresh the screen (click on job requisition details tab and then back on candidates), refresh the browser screen (top left) or click on the next tab in the talent pipeline to be sure you are tracking the right candidate to a requisition. 

Q: If you see a flag in a candidate’s displayed information what does this mean?
A: If there is a flag such as “overdue interviews,” you can click on the flag to determine the nature of the issue (i.e. pending interview feedback) and send a notification to the appropriate person to get the feedback, etc.

Q: Is the SuccessFactors system automated if a requisition hasn’t been touched by a recruiter for a certain period of time?
A:  The recruiter will receive an e-mail reminder from SuccessFactors 72 hours after a requisition is approved.

Q: If someone takes over an Onboarding step in the process, is there a notification sent to the hiring team?
A: Notifications are sent, but the hiring manager team can also check the timeline within the talent pipeline or the audit trail within SuccessFactors.

Q: If you need to refresh and get more applicants in the pool what step is required by the hiring manager before he/she can get more candidates for the requisition?
A: The hiring manager needs to disposition the current pool of applicants. Then he/she should touch base with the recruiter to get more applicants in the pool.

Q: Is a recruiter able to change an applicant’s status in the system (e.g. external to internal)?
A: No.

Q: Will a department receive an e-mail each time an applicant has been forwarded for review on a given requisition?
A: Yes.

Q: Are comments necessary at each stage of the process for candidates?
A: The steps are documented in the audit trail for a particular applicant in a requisition. There are areas that require comments and those will be dictated by policy in the system ”note required.”

Screening

Q: I wanted members of my team to review applicants in a particular requisition, and they aren't able to access them. Why is that?
A: You need to add them as part of the hiring manager team or use Interview Central for “Schedule Interview” that include the applicant’s resume and cover letter. 

Q: If people enter their own tags, this could lead to duplicate reporting based on the language used for the tag. Will there be limits on the use of tags in SuccessFactors?
A: There is no limit for the use of tags in SuccessFactors. “Layoffs” and “executive referrals” are common tags that are used to filter applicants, but recruiters can manage their own tags as needed.

Q: How do you enter job-specific questions in SuccessFactors? Can the questions be expanded after the requisition is opened, and if so, do you need to update the candidates who are mapped to the requisition?
A: Job-specific questions are different for each requisition, and they need to be added manually before a requisition is opened. The questions are selected from a catalog and set to required (or not) and Disqualifier (or not). Job-specific questions cannot be updated once a requisition has been opened.

Q: Is there a skills survey request located in SuccessFactors? (FUTURE)
A: The skills survey is located in the interview step, and skills can be required (this allows those who don’t meet the skill survey requirements to be automatically dispositioned). The requisition needs to be updated to include the kind of survey based on the job..

Q: In the candidate pool, is it possible to select several applicants together in a ‘batch’ e-mail to forward to colleagues/members of a search committee?
A: This function is available to use in SuccessFactors.

Q: Will Hiring Team members see if a past Duke employee is eligible for rehire?
A: The Hiring Team members will be able to see the candidate exit reason, and whether or not they are eligible for rehire. They receive this information once the DUID and NetID check is run.