Workday Recruiting & Onboarding - September 2018 WE MAKE ENERGY HAPPEN - Williams
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WE MAKE ENERGY HAPPEN Workday Recruiting & Onboarding September 2018
Today’s Objective
We will cover the following in today’s session:
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
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 2
General Navigation – Recruiting © 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 3
General Navigation – Recruiting
Search &
Filter Your
Candidates Access
Recruiting
Resources
Access Open,
Frozen, &
Filled
View Your Requisitions
Personal
Referrals
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 4
High Level Recruiting Process in Workday
What are all the business processes for recruiting in Workday?
1 New Application – all candidates will go into new
application unless they have been flagged for “Further
Review Needed”
2 Screening – used to conduct initial phone screens as
needed
3 via
Assessment – used to assess the shortlist of candidates
HireVue virtual interview
4 Interview – used to schedule face to face interviews and
creates evaluation process
5 Offer – used to obtain approvals and create offer to
candidates
6 Background Check – initiates background and drug testing
process for all external hires
7 Ready for Hire – initiates the onboarding process and
creates the new hire record or initiates change job process
for internal hires resulting from recruiting
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 5
Inbox For Recruiting Tasks
How is the inbox used in Recruiting in Workday?
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!
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 6
Job Profiles in Workday
Benefits of Standardization of Job Profiles in Workday
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
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 7
What’s Changing with Requisitions?
In Workday, there are filled, open (unfilled), frozen and closed requisitions.
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.
In Workday, there aren’t custom screening questions.
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 8
Create Requisition Process 80%
What do you need to know in Workday?
Must Have a Position to Create a
Total Positions: 4
Requisition
A position is unique chair on the organization Filled Positions: 3
chart
Overlap is available for replacements Available
The position classifications must be edited Position
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
TA
HRBP Hiring 2nd Level
Consultant
Initiates Manager Manager Job Posted
Finalizes
Requisition Approval Approval
Requisition
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 9
Evergreen Requisitions 20%
What’s an Evergreen requisition and how are they different than a regular requisition?
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
HRBP Creates Offer Extended
TA Consultant Source, Screen, Select Candidate & Filled At
No Approvals Requisition at
Initiates Interview Candidate & Moved to Appropriate
Needed Appropriate
Requisition Candidates Level Requisition Level
Level
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 10Existing Requisitions During Cutover to Workday
What happens if I had an approved requisitions in My Career Manager on September 17th?
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 11New Requisitions During Cutover to Workday
What happens if I need a new requisition after Sept. 17th through Oct. 1st?
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 12New Application Process (Sourcing Stage)
What happens during the New Application process?
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 13Reviewing Candidates
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
Internal Candidates Tab for HR
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 14Screening/Assessment Process
What happens during the Screening & Assessment process?
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 15Interview Process
What happens during the Interview 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….
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 16Interview Process
What does the task look like?
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
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 17Offer Process
What happens when a candidate is selected?
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 18Offer Process
What happens when a candidate is selected?
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 19Onboarding Process – Internal vs External
What is the onboarding process for internal vs external hires resulting from recruiting?
External Candidate Internal Candidate
• The hire process sets up the pre-hire record and • HRBPs will work together to finalize the transfer via
the background and drug testing is initiated. the Change Job business process.
• The pre-hire will provide personal • The onboarding process is set up for internals
information, and complete required who may be transferring into a locations where new
paperwork. state or local tax elections or state specific legal
compliance documents are required.
• 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.
Hire Onboard
Create Create
Position Requisition
Change
Job Onboard
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 20Contingent Workers in Workday
How do contingent workers show up 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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 21Questions?
> 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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 22FAQs
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 23FAQs
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 24FAQs
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.
© 2017 The Williams Companies, Inc. All rights reserved. Workday: HRBP Leader Support Toolkit #2 | August 2018 25You can also read
