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Workday Recruiting & OnboardingSeptember 2018

2© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018

General Navigation of Recruiting Worklet High Level Recruiting Process in Workday Inbox for Recruiting Tasks Job Profiles in Workday Process Walk-Thru Cutover Implications Understand Changes in Workday

Contingent Workers in Workday Q&A

We will cover the following in today’s session:

Today’s Objective


General Navigation – Recruiting


General Navigation – Recruiting

Search & Filter Your Candidates Access

Recruiting Resources

Access Open, Frozen, &

Filled RequisitionsView Your

Personal Referrals


New Application – all candidates will go into new application unless they have been flagged for “Further Review Needed”

Screening – used to conduct initial phone screens as needed

Assessment – used to assess the shortlist of candidates via HireVue virtual interview

Interview – used to schedule face to face interviews and creates evaluation process

Offer – used to obtain approvals and create offer to candidates

Background Check – initiates background and drug testing process for all external hires

Ready for Hire – initiates the onboarding process and creates the new hire record or initiates change job process for internal hires resulting from recruiting

What are all the business processes for recruiting in Workday?

High Level Recruiting Process in Workday

1

2

3

4

5

6

7


Inbox tasks are designed to move you forward in the process with candidates; to make decisions on candidates once they are short listed into “Yes”

Filters will be created for all managers to easily find recruiting actions that are time sensitive (requisition & offer approvals, etc.)

No more fast tracking as Workday does not allow for this from a security perspective – mobile and filters will be your best friend if you have an open requisition!

How is the inbox used in Recruiting in Workday?

Inbox For Recruiting Tasks


Consistency in the way we market the common description of our job profiles across Williams (compliance)

Different additional descriptions stored within the job profiles to recognize the different application of our job profiles across Williams (gathering tech, pipeline tech, etc.)

Efficient in maintaining Williams job profile descriptions centrally systematically

Speeds up the requisition process without sacrificing quality and compliance

Default talent scout set for all job profiles for consistency in referral bonus payouts

Benefits of Standardization of Job Profiles in Workday

Job Profiles in Workday


Filled requisitions are filled with an external or internal hire. Open requisitions are tied to empty ‘seats’ or overlap positions in the organization. Frozen requisitions are tied to positions or empty seats awaiting a business decision

whether to backfill, close or otherwise ‘hold’ recruiting activities. Closed requisitions are similar to “cancelled” requisitions that are typically tied to

positions that are no longer available ‘seats’ in the organization.

HireVue virtual interviews will be used to screen candidates. Hiring Managers will partner with the TA Consultant to develop the question set to further

qualify candidates.

In Workday, there are filled, open (unfilled), frozen and closed requisitions.

What’s Changing with Requisitions?

In Workday, there aren’t custom screening questions.


Must Have a Position to Create a Requisition A position is unique chair on the organization

chart Overlap is available for replacements The position classifications must be edited

before you create the requisition (DOT, shift, part-time/full-time, etc.)

The position can be tied to one or multiple job profiles; the requisition can only be tied to one job profile

What do you need to know in Workday?

Create Requisition Process

Total Positions: 4Filled Positions: 3

Available Position

HRBP Initiates

Requisition

TA Consultant Finalizes

Requisition

Hiring Manager Approval

2nd Level Manager Approval

Job Posted

80%


When do you use them? Early Career Program – used to hire interns in volume for the same job profile Positions Filled at Multiple Levels – used when a position (such as operations technician) can be filled

at multiple levels Expression of Interest or Organizational Change Efforts – used for alternative organizational recruiting

efforts

You cannot extend offers on Evergreen requisitions but you may source, screen, HireVue, and interview

You link them to existing requisitions and move candidates easily to requisitions to extend offers and hire to the appropriate supervisory org and level (job profile)

Supports compliance and creates a fair process for selection

What’s an Evergreen requisition and how are they different than a regular requisition?

Evergreen Requisitions

TA Consultant Initiates

RequisitionNo Approvals

NeededSource, Screen,

Interview Candidates

Select Candidate &

Level

HRBP Creates Requisition at Appropriate

Level

Candidate Moved to

Requisition

Offer Extended & Filled At

Appropriate Level

20%


Your requisition and associated position will be loaded into Workday for October 1st. There will be no additional approvals needed.

Your TA consultant should develop a specific plan for your open requisition so that you have an understanding of when you will transition your candidates into Workday.

In some instances, it may be more efficient to complete the HireVue or Interview process from My Career Manager. You and your TA Consultant will decide what you can complete in My Career Manager by November 2nd.

All open requisitions that reach offer stage after September 23rd are required to be completed in Workday; no offers can be completed in My Career Manager after that date.

The goal is to create a positive candidate experience during the transition. Therefore, we will only invite candidates that are still being considered to apply to your open requisitions in Workday.

What happens if I had an approved requisitions in My Career Manager on September 17th?

Existing Requisitions During Cutover to Workday


The HRBPs have created a log of these requests. On October 1st, the Create Requisition is started from an unfilled position in the hiring manager’s supervisory organization.

Following approval of a new position (or request to backfill an existing or vacated position already in Workday), the HRBP will Create the Requisition.

The requisition is then sent to Talent Acquisition to complete the recruiting process with the hiring manager.

What happens if I need a new requisition after Sept. 17th through Oct. 1st?

New Requisitions During Cutover to Workday


On October 1st, your job will be posted to the internal and external career sites.

Candidates that are still being considered in My Career Manager will be invited to apply from various stages.

TA Consultants will continue to shortlist the candidates to “Yes”, “No”, or “Maybe” based on the requirements of the requisition.

Hiring Managers will receive an action in their Inbox to review candidates marked as “Yes”. They can then request a screen by selecting “Yes” to validate the candidate is ready for the screening process or mark the candidate as “No” or “Maybe” if they aren’t ready to take the next step with a candidate.

What happens during the New Application process?

New Application Process (Sourcing Stage)


Select a candidate from your Review Candidates table.

Review the Source.

Access the Resume.

Review the Activity Stream or review a post from the TA Consultant

HR has access to internal candidate comparison during the application process

Reviewing Candidates

Internal Candidates Tab for HR


Your TA Consultant will work back with you to determine the best method to screen.

TA Consultants will continue to leverage HireVue virtual interviews to screen and assess candidates.

There are results of all screening on the candidate profile. Some responses may warrant Further Review Needed before we are able to take additional action forward.

What happens during the Screening & Assessment process?

Screening/Assessment Process


Interviews are scheduled in the system and through Outlook as we do today.

All evaluators will receive a task in their inbox to rate candidates.

The offer stage can proceed without all the evaluations in however it is best practice to record all results in the system as part of interview notes.

Let’s take a look….

What happens during the Interview process?

Interview Process


All evaluators will receive a task in their Inbox to rate candidates.

Evaluators rate the candidate and Submit their feedback in the system

If an evaluator does not participate in the interview, they will select Not Applicable

Results can be viewed by the Hiring Manager candidate profile

What does the task look like?

Interview Process


The TA Consultant will have a task in the Inbox for each candidate interviewed to Move Forward or Reject.

Select Offer Create to move forward with offer approvals.

What happens when a candidate is selected?

Offer Process


The TA Consultant will work with the HRBP and Hiring Manager to determine the offer strategy.

Any candidates ready for offer during the cutover will be invited to apply and pick up at this step.

The TA Consultant inputs the details of the offer into Workday and Submits for approvals per the HR DOA.

Approve the offer or select Send Back to take the offer back to the TA Consultant.

Candidate accepts the offer and onboarding begins.

What happens when a candidate is selected?

Offer Process


What is the onboarding process for internal vs external hires resulting from recruiting?

Onboarding Process – Internal vs External

Internal CandidateExternal Candidate

• HRBPs will work together to finalize the transfer via the Change Job business process.

• The onboarding process is set up for internals who may be transferring into a locations where new state or local tax elections or state specific legal compliance documents are required.

• The hire process sets up the pre-hire record and the background and drug testing is initiated.

• The pre-hire will provide personal information, and complete required paperwork.

• The onboarding process is completed within Workday by the pre-hire and after the workday account (employee ID) is created.

• After this step is complete, IT security and access setup follows.

Create Position

Create Requisition

Hire

Change Job

Onboard

Onboard


How do contingent workers show up in Workday?

Contingent Workers in Workday

Contingent Workforce Solutions (CWS) will continue to be the source of hires for all contingent workers.

Contingent workers classified as “leased workers” will appear on the first level of the organization.

Other contingent workers classified as “Vendors”, “Board of Directors”, “IBM”, “WIPRO”, etc. will show up in a secondary organization called Other Contingent Workers.

You must be a formal leader in Workday to have any contingent workers in your organization. Individual contributors may still have the role of security approver or as delegate in CWS system for administrative purposes.

You follow the same process for IT access and equipment for contingent hires.


Questions?

> Direct questions to Q&A screen and we will work through all of them.

> We will review all questions later to inform FAQs and job aids to support a successful implementation.

> No question is too big or too small.


FAQs

Q: What does the onboarding dashboard look like?A: The Onboarding dashboard for external new hires will contain a welcome message from our CEO, a link to the New Employee Resources site, and the status of completed online paperwork as seen in below visual.

http://my.williams.com/depts/enterprise/hris/newemployees/Pages/Default.aspx


FAQs

Q: Will this presentation be available?A: Yes, this training presentation will be provided on the Workday site along with a recording of the presentation for future reference.

Q: Are informal processes that may exist today configurable, in particular DOA issues? Example: A director has the "D", but a SVP's preference is to review and approve, even though over the official DOA. Can these be modeled in the system to eliminate manual processes. A: Yes, that is possible. However, we would recommend that you discuss those opportunities

first with your HRBP. They will be partnering with us on future enhancements to the system. But for now, you can simply add an ad hoc approver to any approval process in Workday recruiting.

Q: Do hiring managers have the ability to review candidates that have been "rejected" by the screener? A: We do not have any candidates that are auto-disqualified since there isn’t system

screening functionality currently. The hiring manager will continue to see all the candidates that have been categorized into Yes, No, Maybe buckets.


FAQs

Q: Are there additional communication tools available in the screening process that help with the coordination of selecting candidates for hirevue. (i.e. better descriptors. I believe we have "Screening" today, but "recommend for Hirevue" may be a better descriptor. The definition of "Screening" may vary from person to person. A: The current setup was put into place so that the hiring manager could indicate a need to

screen anyone that was shortlisted. Because the screening process could look very different across job requisitions, this is a natural step for hiring managers and TA Consultants to pause and develop the best plan for screening and is why this is kept general. We would certainly be happy to monitor for any future enhancement opportunities.

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