Overview Enterprise Resource Planning (ERP) System - SuccessFactors The Program embarked on a journey to consolidate human capital management, payroll, and timekeeping activities in 2020 with SAP’s SuccessFactors (SF) and Employee Central Payroll, with WorkForce Management Software (WFS). The implementation took on a staggered approach with Recruiting alone being implemented first, followed by Employee Central with Onboarding and Compensation. Design activities for other modules are in various stages of completion, but implementation has been temporarily halted mainly because of conversion data quality issues carried over from the legacy systems. The Program is also in the planning stages of integrating SailPoint with SuccessFactors. The data quality issues have also impacted this timeline. The Program’s solution is hosted in SAP NS2's Commercial and Commercial Regulated Environment (CRE).

The status of all functionalities is identified below:

SuccessFactors Modules Live in Production Recruiting and Recruiting Marketing Onboarding/Offboarding Employee Central Compensation

SuccessFactors Modules Not Live in Production –Design activities partially completed.

Performance and Goals Learning Public Sector Management

SAP applications Not Live in Production –Design activities partially completed.

Employee Central Payroll

Other applications Not Live in Production –Design activities partially completed.

WorkForce Management Software (WFS)

User Entities There are 85 user state agencies, boards and commissions using SF modules in production. Not all of them however utilize the Recruiting module. State employees are categorized into 2 high level groups – those covered by the statutory Personnel Code (code covered) and those that are not (non code). Business rules developed in each module guide transactions for these distinct populations. Another state agency, the Department of Central Management Services, is statutorily tasked with ensuring the design of the modules is aligned with the Personnel Code requirements. Accordingly, they work very closely with the Program.

Overview of Modules Live in Production:

Recruiting Core Recruiting enables a user entity to open requisitions, process candidate applications, and select the best candidates. The following is an overview of the Program’s design:

· 11 job requisition templates that include both standard and custom fields with associated route maps to meet individualized business needs,

· 5 job posting header/footer templates.

· 3 offer approval templates with a multitude of custom tokens

· 8 job application templates with custom integrations to legacy applicant tracking systems.

· 1 custom job distribution integration, plus Organic Network.

· Complex operator role structure Additionally, Core Recruiting leverages an entirely custom internal portal and an external Career Site using Career Site Builder.

Onboarding/Offboarding The onboarding module is used to collect personal information not collected in the Recruiting module candidate and applicant profiles to complete the new “Employee File" and complete digital forms. This module needs to undergo some redesign before it can be fully used.

· Onboarding/Offboarding leverages 5 custom roles which eliminates the traditional manager dynamic. Each role has roughly 94 or more groups associated with each custom program.

· Onboarding/offboarding leverages 94 custom programs each.

· Onboarding maintains 5 custom integration center reports in the absence of People Analytics.

Employee Central Employee Central is used to manage all position and employee data. Currently, the State is working on an intensive data clean up project to bring all employee data to current. The State of Illinois design of Employee Central has the following unique aspects:

· Highly customized position object due to agency non-standardization.

· Position object also holds many role-related custom fields, as JPB did not fully meet needs.

· A Secondary Assignment custom portlet is holding concurrent employment information, as standard concurrent configuration did not need the state’s needs.

· Complex business rules have been built to keep all 85 agencies distinct. This includes a complex RBP structure.

· The business processes are heavily transactions based (e.g. there are 300+ event reasons)

· Customizations have been built to track labor relations documentation (disciplines and grievances)

· Managers have very basic permissions and are not part of most standard business processes in this module.

Compensation The Compensation module for the State of Illinois supports effectuating pay rate changes for a large group of employees. The State of Illinois design for this module is also slightly customized. The standard hierarchal review/approval model did not work and needed to be extremely flexible.

· The State of Illinois design maintains 2 custom templates associated with 2 custom route maps (eligibility rules) to meet individualized business needs in a non-hierarchy driven model as well as 2 custom roles to drive the planning cycles. Each role has approximately 94 role groups.

· As it relates to Compensation statements, one custom template is maintained currently.