Creating a Safe and Efficient Recruiting Process using Technology during COVID-19

Companies are hiring! A recent LinkedIn article shows that individual companies are now hiring 10,000s of new employees. This is great news for the economy. We at Worklogix have also seen customers gearing up their recruiting systems. But all this renewed activity in the “New Normal” raises the question “How do we keep everyone safe during the process without sacrificing the candidate experience?” In this blog we share how we’ve helped customers expand their recruiting capabilities with SAP SuccessFactors technology to keep candidates and current employees safe.

Engagement

Just because there are more people looking for jobs doesn’t mean engagement needs to go down. Quite the opposite–it means now is your chance to engage the most people to get the best talent! If your company isn’t hiring yet, it makes the challenge even more important because without any postings, you’ll need to come up with creative ways to keep people checking back in with your career site. We’ve helped companies integrate with tools like chatbots that interact with candidates to document their interests and create talent profiles that can be used to trigger email updates. If you are wondering how to create talent pools and target them with email campaigns within SAP SuccessFactors, checkout our other blog article “Actively Engage Prospective Candidates with SAP SuccessFactors Recruiting CRM Features“. Email campaign content can range from virtual career fair announcements and updates on postings, to videos featuring real managers describing why they like working for the company and what they are looking for in a good candidate.

Automated Assessments

Assessment Status and Scores showing within Candidate Overview Screen in SuccessFactors

Even prior to COVID-19, we’ve been helping customers sift through 1,000s of candidates with automated assessments. With more unemployed people seeking jobs, there is increasing pressure to comb through even more candidates per posting. Automated assessments can take the form of surveys or even Artificial Intelligence. For example, we’ve help customers automatically send out 3rd party survey assessments immediately upon applying or at other stages in the recruiting process. From there, the candidate can either be automatically disqualified or be sorted into different statuses and/or given a rating to easily compare against others. Assessment status and scores can also be integrated directly into the SuccessFactors user interfac as shown in the screenshot above and even sorted in descending order for maximum visual efficiency for recruiters. We’ve also worked with cutting edge vendors to give candidate similar ratings based on resume and candidate profile content using AI technology.

One-Way Interviewing / Virtual Interviewing

As in-person interviewing takes on new risk, many are turning to one-way interviewing and/or virtual interviewing. We’ve helped customers setup their SAP SuccessFactors systems to automatically trigger 3rd party video interviewing systems when placed in an interview status. Typically, after the status trigger, the candidate gets an email with instructions, perhaps to download an app on their phone. In a one-way interview scenario, candidates are prompted with specific questions and are allowed to record an audio or audio/video segment answering each question. The recruiter then receives the segments in the vendor system and can even get automated system feedback on how the candidate answered. The advantage here in addition to not having to meet in person is there’s no need to work out scheduling issues and the candidate can often re-record until they are satisfied with the answer they have provided. Two-way interview automations often take the form of automated scheduling systems ending in a virtual conference call.

Will I have to work on site once I get the Job?

Depending on the position, this is probably a question on many candidates’ minds when applying to a new position, and one that recruiters should be prepared to answer with confidence. At Worklogix, we’ve helped companies flagging their positions to denote how critical being “in-person” is to the role and even denote what kind of proximity to other people or exposure risk the role may require. By expanding position objects in the SuccessFactors MDF and linking the field to the requisition, recruiters can post positions and communicate with candidates clearly about the on-site expectations of the role are.

Automated Drug Screening and Background Checks

While some companies may choose to forego drug screenings, others like those subject to DOT regulations have no choice. A recent SHRM article talks about the pros and cons and realities of drug testing during COVID. The question seems to be, are we doing more harm by not conducting screenings designed to provide a safe work environment for employees? Giving candidates options might help here. We’ve helped many customers setup automations with a variety of background check & drug screening vendors. Some of these vendors allow candidates to choose from a variety of facilities that may have different safety options candidates can choose from and feel more comfortable. In a typical automation scenario, the candidate is moved to a background screening status in SuccessFactors which triggers a call to the vendor, which in turn sends an email to the candidate to provide needed information and choose a drug screening facility. Results can also be shown directly in the SuccessFactors UI similar to assessment results.

Delaying I-9 Verification

Once a candidate is ready to hire, companies can also delay unneeded on-site attendance by delaying I-9 verification. As you may be aware, the Department of Homeland Security has delayed the need to verify employee work authorization documents. You can read the updates from DHS here. To comply for this, SAP has made updates to the existing Onboarding 1.0 process. You can read the full SAP note on the COVID-19 onboarding process here. For Onboarding 2.0, the US forms will be out as part of the H2 2020 release.

Wrapping up

Online engagement using chatbots and email campaigns, automated assessments, virtual interviewing, flagging positions for work conditions, automated background checks, and I-9 updates are just a few examples of how company recruiting initiatives are working to make the recruiting and onboarding process both safe and efficient during COVID-19.

Are you working on any similar recruiting initiatives and need help? Email us at info@worklogix.com!

What’s New for Onboarding in H2 2020

As of October 9, 2020, SAP has released their documentation for the H2 2020 release.  You can view the full set of documentation in the What’s New Viewer here.  As a reminder, preview release will be October 16 and production will be released November 20th.  For full details on the release cycle, check out the SAP SuccessFactors official product updates blog here.  For tips on how to manage a release, check out or blog here.  For your convenience, we’ve summarized the highlights of what’s new for 2020 Onboarding below!

Compliance

Not surprisingly for Onboarding, most of the feature enhancements revolve around compliance.  The biggest news is the release of compliance forms for the USA (I-9, E-Verify, W-4. SWF and standard forms).  There were some customers in the USA hesitant to jump into Onboarding 2.0 until this happened.  In addition, you can also create custom compliance forms if any happen to be missing for you country.  Problem solved!

Onboarding is also now included in the platform-wide features of Data Purge, Read Audit, Change Audit, and Information Report.  There was a major overhaul of the Read Audit report screen to assign specific fields as sensitive across most modules (see below screenshot), and onboarding is included in this.  You can use the new screen to pick which fields you deem are sensitive instead of the system only assuming ethnicity, minority, and ssn are sensitive.

New Read Audit Configuration Screen Where you can choose which fields are sensitive

Additionally, there’s a ton of features to organize and enhance compliance usability.  There’s now a way to add a compliance step to your standard workflow for the onboarding process (see below).  Compliance forms can also now be categorized based on document type.  Email notifications can also now be sent based on compliance-related events.

Adding a compliance step to the Process Variant Manager

SAP has also added reporting on compliance in People Analytics that allows you to query on the status of compliance forms.

Business Rules

Business Rules continue to expand their usefulness in Onboarding as well.  You can now directly edit the event reason in onboarding using a business rule (before you had to make a custom recruiting field for event reason).

Another neat new feature is the ability to customize the user id and employee id formats that get generated automatically.  This is accomplished using a business rule and will allow administrators to organize the ids to follow helpful conventions rather than just being entirely up to the system.

Business rules can also be tied to email events for additional categories as well now too (Suite Mapping Error, Nudge Assignment, and Manage Assets Upload Categories).  Attachments can also be added to email notifications as well.

All in all, there’s 16 items being changed/enhanced in this release for Onboarding and we didn’t cover every detail here.  For more information, check out the What’s New Viewer here.

Do you need help managing your SuccessFactors Release cycles?  Download our support services brochure or email info@worklogix.com to see how we can help!

It is time to review your OFCCP Voluntary Self Identification Forms

Photo by Cytonn Photography from Pexels

With discrimination coming to the forefront of world news lately, many organizations are asking themselves:  What can we do to actively prevent discrimination in our organization?  I’ve seen a variety of options out there ranging from internal audits by 3rd party anti-discrimination consulting firms to pro-active succession planning that tracks minority status.  While organizations I’ve worked with differ in these types of approaches, one solution at minimum in the United States has been clear for my entire lifetime: federal contractors must comply with the Office of Federal Contract Compliance Programs (OFCCP) guidelines.

Per an announcement on the Department of Labor website, a new Voluntary Self-Identification of Disability Form CC-305 was approved in May.  As of today, Federal contractors must post the comply by updating the form by August 4, 2020.  An example new form can be found here.  I warn against simply using a search engine to look for updated forms as these may lead you to the expired form (check the expiration date at the top of the form first).

Also, while you are on the Department of Labor website and making updates to your  system in response, you might want to check out the updates to the Federal Contract Compliance Manual.  Specifically, the guidance around the Invitation to Self-Identify as a Protected Veteran.    Additionally, the “How to Comply” postings and notices guide is of great help.  I’ve found customers making updates to all of their voluntary identification forms based on these updates.

For SAP SuccessFactors customers, this typically means:

  1. Updating your job application template to include the new form(s)
  2. Updating your Onboarding forms to include the new forms(s)

I recommend referencing the Department of Labor website to understand the updated requirements and then working with your IT department, SAP Partner, and/or SAP to make updates to the recruiting application template and/or Onboarding forms to ensure compliance.

Hopefully this brief update has been helpful!  While many people are out there working hard to come up with a variety of solutions for today’s social issues, one thing is for certain: EEO is the law.

Do you need help implementing these forms in your Sap SuccessFactors system?  Contact mwellens@worklogix.com.