When you look at the details of a requisition, you will see an Actions button beside the requisition name. Clicking the Actions button gives you quick access to a variety of requisition-related tasks.
Examples
Actions > Copy lets you make a copy of the requisition.
Actions > Job Change lets you edit, close or freeze/unfreeze the requisition, assign Self-Schedule Calendars and manage the interview team.
Actions > Reporting lets you compare candidate assessments and feedback
Actions > Roles lets you assign roles and view the role assignment history for that requisition
The search bar is one of the most powerful features of Workday. It appears on every page, so you can search from anywhere—no need to return to the home page. You can search for people, processes, tasks, reports and business data using the search bar.
Searching for Candidates or Requisitions
You can even use the search bar for candidates and requisitions.
Because of Workday’s default search settings, the search may initially show no results. If so, click the Recruiting tab on the left side.
Keep in mind that searches only find exact matches. While you may enter a partial spelling of a name or action, if you misspell the search text you will likely not see any results.
The Candidate Job Applications page (accessed from the Candidates icon in the left sidebar) provides an overview of candidates for the requisitions assigned to you.
From here, you can:
Filter candidates by stage (click on the stage name).
Click on any column header to sort by that topic.
See what stage every candidate is in.
Click on a candidate’s name to view all details about that candidate (job experience, questionnaire responses, recruiting history and more).
See which steps are awaiting action (click the number).
View a candidate’s application (click the number, then click View Application).
Move candidates to another stage (check the box next to the candidate name(s), then click Move Forward.)
Managing Candidates by Requisition
To manage candidates for a particular requisition, click the requisition in the Manage Job Requisitions section of the Recruiting Dashboard.
The requisition page shows an overview of candidates by stage and source.
To view a list of candidates, click the Review Candidates button.
You can filter the list by clicking the Awaiting Action button, the stage names, or the column headers.
Checking the box next to candidate names allows you to take a variety of actions:
Move Forward: Move the candidate(s) to a different stage.
Decline: Disposition the candidate(s). A pop-up screen allows you to select a disposition reason.
Send Message: Email the candidate.
Other options: Clicking the button with three dots provides additional options, including: a) Invite to Apply b) Move to Linked Evergreen Requisition c) Move to Another Job Requisition d) Copy to Another Job Requisition
To manage postings for a particular requisition, click the requisition in the Manage Job Requisitions section of the Recruiting Dashboard. Then click the Job Postings tab.
All postings (internal and external) will be listed. You can view a posting by clicking its name.
To unpost a job, check the box next to the posting name.
Confidential requisitions are visible only to those aligned to the job requisition and/or who have security to view confidential jobs. Confidential postings are NOT visible on career sites; the candidate is invited to apply via “secret” URL or the Create Job Application process. Positions are not created for confidential jobs until the hire process is initiated.
Type Create Confidential Job Requisition into the search bar and select it from the search results.
Search for and select a Supervisory Organization.
Select the Worker Type.
Click OK.
An orange progress bar displays near the top of the page to guide you through the process.
Click Next to move through the sections, completing all required fields.
The Summary page shows all requisition details. Review, then click Submit.
In the Assign Roles section, click Add.
In the Role field, select Primary Recruiter.
In the Assigned To field, search for and select the recruiter’s name.
Repeat steps 9 and 10 for to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
Search by the leader’s name that you want to align the TAP with. • For Sysco Corporate/SBS role assignments, search for the functional leader. • For Sysco USBL role assignments, search for the OpCo President & Vice President Operations (VPO). • For PeopleScout USBL role assignments, search for the Vice President Operations (VPO). • For Sysco Specialty role assignments, search for the President. • For PeopleScout Specialty role assignments, search for the senior leader of Operations and Production.
Select the Supervisory Organization to update. All subordinate Supervisory Organizations will inherit the same TAP assignment.
Click the Actions button and select Roles > Assign Roles.
Review and make any necessary updates, then click OK.
Navigate to the Talent Acquisition Partner role and select the Assigned To box. Search for the TAP name to add or click X next to the name to remove it from the Supervisory Organization. Click OK when you are done.
Reminders
All roles will be assigned as a Talent Acquisition Partner (TAP) in Workday under the appropriate supervisory organization.
This assignment will provide access, notifications and tasks associated with requisitions in the supervisory organization.
All TAPs (includes TAP, TAS and TAC) in the supervisory organization will receive the Inbox task for new requisitions.
IMPORTANT: If you are not the Primary Recruiter but received the Inbox task for a new requisition, please disregard and DO NOT COMPLETE! The Inbox task will move to the archive once the Primary Recruiter has completed the task.
Evergreen requisitions allow you to have a steady flow of candidates for high-volume positions. For example, if the company you support always needs drivers, you might want to create an evergreen driver requisition. Candidates CANNOT BE HIRED directly from an evergreen requisition. They must first be moved to a regular, linked requisition.
Type Create Evergreen Requisition into the search bar and select it from the search results.
Search for and select a Supervisory Organization.
Select the Worker Type.
Click OK.
An orange progress bar displays near the top of the page to guide you through the process.
In the Recruiting Information section, make sure the Recruiting Start Date is today. Do NOT check the Spotlight Job box.
In the Job section, select a Job Profile, then fill in the Job Posting Title.
Scroll down and select the Worker Sub-Type and Time Type.
If there is already at least one job requisition available to link to this evergreen requisition, scroll down to the Link to Job Requisitions section. (Otherwise, this step can be completed at any time prior to hire.)
Select the current job requisition(s) for that role. You will move candidates from the evergreen requisition to these requisitions at the offer stage. NOTE: The Job Profile of the job requisition(s) must match the profile of the evergreen requisition.
In the Attachments section, click Add.
Click Attach to attach the interview guide.
In the Assign Roles section, click Add.
In the Role field, select Primary Recruiter.
In the Assigned To field, search for and select the recruiter’s name.
Repeat steps 13 and 14 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
Click Submit.
You will receive an Inbox task to attach the self-schedule calendar. Click the Assign Recruiting Self-Schedule button. (NOTE: This step applies to centrally TA-supported companies only.)
Select your Recruiting Self-Schedule Calendar. (If you don’t have a self-schedule calendar in the system yet, see the Setting Up Your Self-Schedule Calendar note below.)
Click OK, then Done.
Click Submit.
Setting up Your Self-Schedule Calendar
In the Recruiting Self-Schedule Calendars field, select Calendar Template for Copying.
Change the name of your calendar to your first and last name.
Update any other fields if they don’t meet your needs.
Click OK.
You will receive an Inbox task to Edit Additional Information. Fill in the Travel Percentage, Data Management Technique and Sales Territory. Also select the Relocation Tier, if applicable. If you need to enter a Modified Target Start Date, you will do so on this screen. The Data Management Technique (DMT) is the method used by the Primary Recruiter in considering the minimum number of expressions of interest. For example, the Primary Recruiter will review the first 15 candidates and additional candidates in increments of 5 thereafter as needed.
Sales Territory only applies to roles with a sales territory (i.e., Sales Trainee, Sales Consultant Trainee). For all other job profiles, indicate "none." Sales Territory will be included in the external job posting and will drive candidate search functionality.
Click Submit.
You will receive an Inbox task to post the job.
Select one or more Job Posting Sites. Options include Internal, Sysco Careers (external) and Agency.
If you want to preview the posting before it goes live, check the box next to Preview Job Posting.
Click OK.
Preview the posting (if you selected that option), then click OK. (Note that you also have the option to make changes to the requisition by clicking Edit Evergreen Requisition.)
Confirm that the selected sites are correct.
Click Submit.
No approvals are required. The posting will now be visible in the Recruiting Dashboard.
NOTE: For compliance reasons, an evergreen requisition may only be used for 90 days. After 90 days, you must close the requisition and create a new one.
From your device, navigate to the Google Play Store.
Tap Search and type Workday.
Select the Workday app, then tap Install.
Tap Open to launch the app.
Tap the Login button.
When asked for your Organization ID, type sysco.
If prompted for an email address, enter your company email address. (If you do not have a company email address, enter networkid@sysco.com. If you receive an error, click Next.)
Enter your Sysco Network ID and password, then tap Sign In.
To install Workday on your iPad or iPhone:
From your device, navigate to the App Store.
Type Workday into the search field and select the Workday app from the search results.
Tap Get and Install.
Tap Open after the app has downloaded.
Tap the Login button.
When asked for your Organization ID, type sysco.
If prompted for an email address, enter your company email address. (If you do not have a company email address, enter networkid@sysco.com. If you receive an error, click Next.)
Enter your Sysco Network ID and password, then tap Sign In.
NOTES:
When asked for your employer name or Organization ID, type sysco, even if your employer uses a different name (such as Freshpoint or Buckhead Meats).
Job requisitions are typically created by managers.
Type Create Job Requisition into the search bar and select it from the search results.
To copy details from an existing requisition, search for and select the requisition in the Copy Details from Existing Requisition field.
In the Supervisory Organization field, search for and select the manager’s name.
Click the box next to Create NewPosition.
Select the Worker Type.
Click OK.
An orange progress bar displays near the top of the page to guide you through the process.
Click the pencil icon to edit fields as needed.
Click Next to move through the sections.
In the Recruiting Information section, you must select a Reason for the requisition and provide the Recruiting Start Date and Target Start Date. Other fields are optional. If this is a driver or outbound selector role, you can edit the Number of Openings to create multiple positions. For all other roles, only one position is allowed per requisition.
In the Job section, fill in the Job Posting Title, Job Profile,Worker Sub-Type, Time Type, Primary Location, and Primary Job Posting Location.
Continue scrolling down and add additional job posting locations if needed. Also confirm that the Scheduled Weekly Hours are consistent with the Time Type and edit them if needed. For example, if you selected Part-Time and the default schedule for the position is 40 hours, the Scheduled Weekly Hours field will not automatically update. You must fill in the correct hours.
In the Qualifications section, you can add qualification requirements such as languages and certifications. Depending on the role, some qualifications maybe auto-filled.
In the Organizations section, make sure the Company and Cost Center information is correct. Make changes if needed. It is critical that this information be accurate. You do not need to do anything with the Business Area section.
You have the option to attach documents in the Attachments section.
Some parts of the Compensation section will be pre-filled based on the Job Profile you selected. The Total Base Pay Range shows the range of pay for that role: the minimum, average, and maximum.
Scroll down to the Salary or Hourly section (whichever is appropriate) and fill in the pay Amount. Please note that this is only the recommended pay rate and is subject to change or negotiation.
In the Assign Roles section, click the Add button.
In the Role field, select Primary Recruiter.
In the Assigned To field, search for and select the recruiter’s name.
Repeat steps 17 and 18 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
The Summary page shows all requisition details. Review, then click Submit.
Job Requisition Notes:
Job Profile, Location, Cost Center, Company and Posting Title are defaulted to the chosen Supervisory Organization.
If a job description is incorrect or missing, please email AskHROps@sysco.com to investigate and make any necessary corrections.
The Recruiting Start Date is the date you will begin recruiting.
The Target Hire Date is the date you are targeting the new hire to start.
Do not use the Target End Date field for associate positions. (See the Contracting a Contingent/Non-Employee Worker section).
The Referral section is ONLY applicable to Corp and SBS. Referral plans for other companies have not been configured.
Creating a Requisition for an Existing Position
If the manager already has an approved, open position, you can select it during the job requisition process.
Type Create Job Requisition into the search bar and select it from the search results.
To copy details from an existing requisition, search for and select the requisition in the Copy Details from Existing Requisition field.
In the Supervisory Organization field, search for and select the manager’s name.
Click the box next to For Existing Position, then select the position you’re creating a requisition for.
Select the Worker Type.
Click OK.
An orange progress bar displays near the top of the page to guide you through the process.
Click the pencil icon to edit fields as needed.
Click Next to move through the sections.
In the Recruiting Information section, you must select a Reason for the requisition and provide the Recruiting Start Date and Target Start Date. Other fields are optional.
In the Job section, required fields will be pre-filled with information from the existing position. You can make changes as needed.
Scroll down and confirm that the Scheduled Weekly Hours are consistent with the Time Type and edit them if needed. For example, if you changed the position from Full-Time to Part-Time and the default schedule for the position is 40 hours, the Scheduled Weekly Hours field will not automatically update. You must fill in the correct hours. You may also add or remove Questionnaires as needed.
In the Qualifications section, you can add qualification requirements such as languages and certifications. Depending on the role, some qualifications may be auto-filled.
In the Organizations section, make sure the Company and Cost Center information is correct. Make changes if needed. It is critical that this information be accurate. You do not need to do anything with the Business Area section.
You have the option to attach documents in the Attachments section.
Some parts of the Compensation section will be pre-filled based on the Job Profile you selected. The Total Base Pay Range shows the range of pay for that role: the minimum, average, and maximum.
Scroll down to the Salary or Hourly section (whichever is appropriate) and fill in the pay Amount. Please note that this is only the recommended pay rate and is subject to change or negotiation.
In the Assign Roles section, click the Add button.
In the Role field, select Primary Recruiter.
In the Assigned To field, search for and select the recruiter’s name.
Repeat steps 17 and 18 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
The Summary page shows all requisition details. Review, then click Submit.
Job Requisition Notes:
Job Profile, Location, Cost Center, Company and Posting Title are defaulted to the chosen Supervisory Organization.
If a job description is incorrect or missing, please email AskHROps@sysco.com to investigate and make any necessary corrections.
The Recruiting Start Date is the date you will begin recruiting.
The Target Hire Date is the date you are targeting the new hire to start.
Do not use the Target End Date field for associate positions. (See the Contracting a Contingent/Non-Employee Worker section).
The Referral section is ONLY applicable to Corp and SBS. Referral plans for other companies have not been configured.
Assign Roles
If the hiring manager created the requisition, the Primary Recruiter will assign roles as part of the Review Create Job Requisition process.
The Primary Recruiter will receive a Review Create Job Requisition task.
Review the requisition details carefully.
Scroll down to the Assign Roles section and click the Add button.
In the Role field, select Primary Recruiter.
In the Assigned To field, search for and select the recruiter’s name.
Repeat steps 4 and 5 to assign the Talent Acquisition Coordinator and Talent Acquisition Sourcer roles. The Background TAC may be assigned to the Talent Acquisition Sourcer role. NOTE: You may select the same person for more than one role, but all three roles must be assigned.
Click Submit.
Next Steps
If the requisition is for a driver or outbound selector position, no additional approvals are required.
For all other positions, the requisition will be routed to the Manager’s Manager and the HR Partner for approval.
After approvals are complete, the manager may receive an intake questionnaire and/or an equipment provisioning questionnaire. Questionnaires must be completed before the recruiter can post the job.
TAP Intake Questionnaire
Next, you will receive a Complete TAP Intake Questionnaire task in your Inbox. Answer all questions, then click Submit.
Additional Data
You will then receive an Edit Additional Data task.
Enter the Travel Percentage for this job.
Select the Relocation Tier, if applicable.
If you need to enter a Modified Target Start Date, you will do so on this screen.
Enter the Data Management Technique. (The Data Management Technique (DMT) is the method used by the Primary Recruiter in considering the minimum number of expressions of interest. For example, the Primary Recruiter will review the first 15 candidates and additional candidates in increments of 5 thereafter as needed.)
Enter the Sales Territory. (Applicable only to roles with a sales territory, i.e., Sales Trainee, Sales Consultant Trainee. For all other job profiles, indicate "none.")
Next, you will receive an Attach Self Schedule Calendar task. This will allow candidates to self-schedule phone screens.
Click the orange Assign Recruiting Self-Schedule button.
Select your calendar from the Recruiting Self-Schedule Calendars dropdown. (If you don’t have a self-schedule calendar in the system yet, see the Setting Up Your Self-Schedule Calendar note below.)
Click OK, then Done.
Click Submit at the bottom of the Inbox task. The task is not complete until you click Submit.
Setting Up Your Self-Schedule Calendar
In the Recruiting Self-Schedule Calendars field, select Calendar Template for Copying.
Change the name of your calendar to your first and last name.
Update any other fields if they don’t meet your needs.
Click OK.
Post Job
The job requisition is now ready to post.
You will receive a Post Job task in your Inbox.
Select one or more Job Posting Sites. Options include Internal, Sysco Careers (external) and Agency.
If you want to preview the posting before it goes live, check the Preview Job Posting box.
Click OK.
You will see a preview of the posting (if you selected that option). If everything is correct, click OK.
Confirm that the correct job posting sites are selected.
Once a job is posted, you will see it on the Recruiting Dashboard. To access the dashboard, click the worklet on the home page. You can also click the icon on the left side of the screen.
Candidate Review
Click on the name of the job requisition in the Manage Job Requisitions section.
Click Review Candidates.
The Review Candidates screen shows the candidates who have applied and what stage of the process they’re in.
New candidates are marked with a blue dot next to their name.
Click the Review button to review a candidate.
The candidate’s job experience will appear in the Overview section. Other tabs, such as Questionnaire Results and Attachments, show additional information.
Thoroughly review the candidate’s application, then decide whether to move the him/her forward to screening.
Candidate Screen
To move the candidate to the screening stage, click Move Forward.
Then select the next step in the process. For centrally TA-supported locations, this will typically be Self-Schedule Phone Screen. For non- centrally TA-supported locations, it will typically be TA Phone Screen.
Conduct the phone screen and complete the Phone Screen Questionnaire.
If the phone screen goes well and you want the hiring manager to review the candidate, return to the candidate’s profile and click Move Forward.
Then select Manager Review.
The candidate will be sent to the hiring manager’s Inbox.
If you don’t wish to move the candidate forward, click Decline and select a reason.
Next Steps
The hiring manager will review the candidates the Primary Recruiter sends and decide which ones they wish to interview.
Make the changes. Editable information includes: • Recruiting Information: Replacement For (the person the new hire will replace), Recruiting Instruction (whether or not relocation is approved), Recruiting Start Date, Target Start Date, Referral Details (if applicable), Job Application Template • Job Information: Job Posting Title, Job Profile, Job Description, Job Postings, Worker Sub-Type, Time Type, Primary Location, Job Posting Locations, Scheduled Weekly Hours, Compensation Details, and Questionnaires • Qualifications: Education, Language, Certifications, Work Experience, Competencies, Responsibilities, Skills, Training Details • Organizations: Company, Cost Center • Attachments: Add or remove attachments • Assign Roles: Change the Primary Recruiter, Talent Acquisition Coordinator or Talent Acquisition Sourcer • Compensation: Compensation Package, Grade, Grade Profile, Salary or Hourly Wage
Click Submit.
After editing a requisition for any reason, the Primary Recruiter will receive an Inbox task to unpost and then to post the job. Both tasks MUST be completed.
View their: - Job Profile (all job details such as Position, Title, Time Type) - Manager History - Management Chain - Compensation - Pay Change History - Worker History
Change their personal data: - Home Contact Information - Personal Picture - Emergency Contacts - Legal and Preferred Names - Veteran Status
View all Org Charts/Associates across Sysco
Complete some Onboarding Steps (excluding Federal Tax Election, Payment Elections, Policies)
View Inbox/Archive and Notifications
Request Time Off (salaried associates only)
Rearrange Worklets/Apps
NOTE: Help text, comments, Federal Tax Elections, Payment Elections, Policies and some other functions (i.e., Favorites) are not available in the mobile app.
Managers can:
Do everything associates can do
View this information for their direct reports: - Job Profile - Contact Information - Position - Emergency Contacts - Time Off Balance - Compensation History - Job History - Management Chain
Approve/Deny Time Off (Comments are not visible)
View additional dashboards
Approve Inbox items (Business Processes)
Start Business Processes or Actions: - Terminate - Job Change - Compensation Change - Create Position
NOTE: To start a business process or task, click the My Team Management icon on the home page.
If you did not link any requisitions when you created the evergreen requisition, or if you want to link additional requisitions, follow these instructions.
Go to the evergreen requisition in the Manage Job Requisitions section of the Recruiting Dashboard.
Go to the Job section and scroll down to Link to Job Requisitions.
Click Job Requisitions.
In the Add/Remove field, search for and select the requisition(s) you want to link. (Remember, you can only link requisitions that have the same Job Profile as the evergreen requisition.)
Click Next to move through the remaining sections.
When a manager selects a candidate for interview, the Primary Recruiter will receive a Schedule Interview task. The message should include a note from the manager about their preferred interview time and place.
You will also see a Schedule link next to the candidate’s name in the Recruiting Dashboard.
Confirm the candidate’s availability.
Click Schedule and enter the interview details for each interviewer (interviewer name, duration, interview type). To add more interviewers, click the plus sign.
Click Next.
Click Schedule.
On the Schedule Interview pop-up, select each interviewer and the Start Time for the interview.
Click OK.
Click Next.
Confirm that the interview details are correct, then click Submit.
The interviewer(s) will receive a notification with the time and location of the interview.
You will receive an Inbox task to Send Interview Confirmation to the candidate.
Click the orange Send Message button.
Select the appropriate Message Template. Then replace the blue placeholder text in the Body. NOTE: Gray placeholders (for example, First Name) will be auto-filled by Workday when the message is sent.
Fill in the From Display Name (usually the Primary Recruiter’s first and last name) and Reply to Email Address (usually the Primary Recruiter’s email address) fields.
Click OK.
Click Submit at the bottom of the Inbox task. The task is not complete until you click Submit.
Next Steps
The hiring manager (or other designated interviewers) will conduct the interview and submit feedback to the Primary Recruiter. If the hiring manager wants to move forward with candidate, they have two options: Additional Interviews or Offer. If they request additional interviews, the steps above will be repeated.
Fields with three bars on the right side allow you to browse or search for options. You don’t need to spell the entire phrase. Partial words will work (i.e., instead of address, you can type “add”).
Click inside the field, then use the arrows to browse. Or type a keyword or name into the search box and press Enter.
Click the button next to an option to select it.
Actions
Actions buttons are used to access relevant actions, such as launching business processes, viewing reports or editing personal information.
Actions buttons are found on profile pages:
They are also found throughout the Workday system. Just place your cursor to the right of any blue text (such as a name). An orange Related Actions button will appear, giving you access to actions related to that text.
Editable Information
The Edit icon looks like a pencil and indicates that a piece of information can be edited.
If you end up not needing a job requisition, you can close it. Closing a requisition renders it permanently unavailable to fill. Managers may also close requisitions, but the Primary Recruiter must approve. (If the Primary Recruiter closes the requisition, the manager must approve.)
Go to the requisition in the Recruiting Dashboard.
Click Actions > Job Change > Close Job Requisition.
Select a Reason.
Enter the Close Date.
Click Submit, then Done.
Important Note:
Before closing a requisition, be sure to disposition all candidates for that requisition.
After the manager moves a candidate to the Offer stage, the Primary Recruiter will obtain verbal acceptance of the offer from the candidate. They will then initiate the offer process in Workday. The offer process must not start until the verbal offer has been accepted.
The Primary Recruiter receives an Initiate Offer task.
Fill in the Hire Date and review/confirm all other information.
Click Next to move through additional pages, reviewing/confirming all information.
If a sign-on bonus or relocation payment will be issued, click the Add button in the Payment section.
Select the payment type and fill in the payment details.
Finish reviewing the offer, then click Submit.
Offer Questionnaire
The Primary Recruiter will receive an offer questionnaire. The questionnaire must be completed before the offer can be sent for approval.
Answer all questions, then click Submit.
The offer will be routed to the hiring manager, the manager’s manager and the HR Partner for approval.
Generate Offer Letter
After all approvals are complete, the Primary Recruiter will create the offer letter.
The Primary Recruiter will receive an Offer Letter task. Thoroughly review the offer letter and make any necessary edits.
Error messages are displayed in red. They typically identify fields where information is missing or entered incorrectly.
Click the red box to view error details.
You cannot complete a task until all errors are fixed.
Alert Messages
Alert messages are displayed in orange. They notify you of potential problems on a page. Alerts also display the location of missing or problematic information.
Click the orange box to view alert details.
Unlike errors, alerts do not prevent the task from being completed.
After the candidate has accepted an offer, the Primary Recruiter will move them to the Background Check stage. (Note: This step may be skipped for internal candidates moving within the same location unless they are moving from a non-customer-facing role to a customer-facing role or they are moving into a management position.)
The Primary Recruiter receives an Inbox task. Click Move Forward, then Background Check.
Open the Background Check task in your Inbox.
In most cases, a background package will be automatically populated in the Name field. Verify that it is correct. If a package is not automatically populated, select the appropriate background package.
Click Submit.
Next Steps
After the Primary Recruiter clicks Submit, candidates receive a Workday notification that explains next steps for the screening process. They also receive an email from the background screening vendor. It directs them to visit the vendor’s website and enter personal information/work history within 48 hours. If the job requires a drug screen, they receive another email instructing them to complete that requirement within 72 hours.
When candidates fulfill all the requirements and the background screening vendor completes its tasks, results become visible in Workday via integration with the vendor. The Background TAC will monitor results in Cisive. If candidates successfully pass all screens, the TAC changes the status to Cleared to Start.
Click the Profile icon or the current profile photo three times. Your phone will prompt you to choose from your picture library or take a picture with your camera.
DESKTOP:
Click the Personal Information icon on the home screen.
In the Change box, click Photo.
Drop a photo onto the gray area or click Select files to select a photo.
Demotion - Competitive: A demotion means the associate will have fewer responsibilities and will earn a lower salary. Competitive means the associate applied to be demoted and there is a requisition for the position.
Demotion - Reclassification: HR OPs use only
Demotion - Voluntary: For HR OPs / Manager use only
Lateral
Lateral - Competitive: The associate applied for a lateral move and there is a requisition for the position (i.e., MA to Account Executive in the same OpCo)
Lateral - Non-Competitive: HR OPs use only (i.e., President positions)
Promotion
Promotion - Competitive Promotion: A promotion means the associate will have more responsibilities and will earn a higher salary. Competitive means the associate applied to be promoted and there is a requisition for the position.
Promotion - Non-Competitive Promotion: HR OPs use only
Promotion - Normal Career Progression: Manager use only (i.e., Sales Trainee to MA)
Transfer
Change Company: A company change that is neither a promotion nor a demotion. It must have a requisition and the associate must apply for this position.
Minimaster - Transfer: DO NOT USE
Move to Another Manager: Manager use only (i.e., MA moves to another DSM)
After moving a candidate from an evergreen requisition to a regular requisition, you will have the opportunity to take a snapshot of the candidates who were eligible for consideration on that evergreen.
Candidates considered eligible include:
Candidates who applied to the evergreen before the date of the snapshot
Candidates who applied directly to the regular job requisition
Candidates moved from an evergreen to a regular job requisition
Candidates not considered eligible include:
Candidates dispositioned before the recruiting start date on the regular job requisition
Candidates who withdrew from the linked evergreen before the date of the snapshot.
Go to the linked requisition (NOT the evergreen requisition) in the Manage Job Requisitions section of the Recruiting Dashboard. You can also locate it by typing View Job Requisition into the search bar and typing the requisition number into the Name field.
Click the Candidates tab.
Click Consolidated Candidate Pool.
Click Create Snapshot.
The Snapshot Date should default to today. Change it if necessary, then click OK.
On the left side of your Inbox, you’ll see two tabs: Actions and Archive.
The Actions tab shows current items that require your attention.
The Archive tab shows a history of the business processes you’ve initiated or been involved with. Every Workday process you have been involved in (process approvals, information changes, time off requests, etc.) is stored in the archive.
Items from the past 30 days are shown by default, but you can specify any date range by clicking the down arrow and selecting View More Processes.
Viewing Approval Status
You can use the Archive to view the status of business processes.
Select an item from your Archive.
Click the Process tab.
The Process History chart shows what steps have been completed.
Click the Remaining Process button to see the steps that still need to be completed.
When the candidate has been cleared to start, the Primary Recruiter will receive a Move Forward Inbox task and, upon completion, a Disposition reminder.
Click Move Forward, then Ready for Hire.
The Primary Recruiter receives a reminder to Disposition Remaining Active Candidates.
Return to the requisition to disposition the candidates, then click Submit on the Inbox reminder.
Next Steps
If potential duplicate candidates are identified, the Primary Recruiter receives an Inbox task to merge duplicates. The system will automatically decline any active applications for the hired candidate and remove any postings for the job requisition.
Workday makes it easy to search for people, processes, tasks, reports and business data using the Search bar.
For example, to find an associate, type a name (first, last or both) into the search bar and press Enter.
Click People from the Categories list on the left side of the page to filter the results to only display people.
Keep in mind that searches only find exact matches. While you may enter a partial spelling of a name or action, if you misspell the search text you will likely not see any results.
The Primary Recruiter receives an Inbox task to Revise Associate Hire.
Enter the Hire Date.
Select a Reason.
Click Submit.
Next Steps
If a one-time payment (such as a sign-on bonus, relocation or referral) was requested as part of the offer, HR Operations will process the payment. If union membership is tied to the position and location, the HR partner will manage union membership. Workday converts the candidate to an associate and sends the information downstream to other systems and groups, like Business Technology and Payroll. Finally, the candidate’s onboarding process is triggered.
If this is an INTERNAL candidate:
The Primary Recruiter receives an Inbox task to Revise Job Change.
Enter the date the change should take effect.
Select the reason for the change in the Why are you making this change? field.
Click Submit.
Next Steps
The associate’s current manager must approve the change before it can take effect. If a one-time payment (such as a sign-on bonus, relocation or referral) was requested as part of the offer, HR Operations will process the payment. If union membership is tied to the position and location, the HR partner will manage union membership. Workday converts the candidate to an associate and sends the information downstream to other systems and groups, like Business Technology and Payroll. Finally, the candidate’s onboarding process is triggered.
To access your account settings, click the Profile icon in the top-right corner and select My Account. From there, you can change your password and account preferences, manage your account’s challenge questions and switch accounts.
While you will be able to see non-U.S. associates, please do not start any task or business process on any Canada/International or Minimaster associate. These associates can be recognized by viewing their profiles. In the Job Details section, the Job Profile will show HCM Minimaster Exempt.
As an HRBP, do I have access to all open requisitions?
HRBPs can view open job requisitions for any manager they support by searching "View job requisition" and selecting the manager's name.
plus
Will the careers.sysco.com site only show jobs posted through Workday? Or, will it also show jobs that may still be posted in SuccessFactors?
Sysco's career site will have both legacy job requisitions (prior to go live) and new Workday job requisitions. Candidates applying to a legacy job requisition will be routed to SuccessFactors, and candidates applying to a new job requisition will be routed to Sysco Workday's external career site. No new job requisitions will be associated with SuccessFactors, and SuccessFactors will sunset in approximately 90 days.
plus
What if you are making an offer, but don't know the start date yet? Is this a required field? Will there be a place to enter shift/freezer differentials in the offer letters?
The start date is required. However, this date can change as needed and there are opportunities throughout the recruiting process to update it. Pay differentials are not configured on job profiles, so they won't be automatically added to offer letters. However, the primary recruiter does have the ability to manually edit the offer letter during the Generate Offer step. If these pay differentials require approval, primary recruiters can use the comments section to document these approvals during the initial offer process.
plus
How can we upload new job descriptions if they are not already there?
If you are creating a job description and the description is missing or inaccurate, those with Primary Recruiter roles will be able to add the job description for job posting purposes. However, HR Data can officially update the job profile.
plus
Are all candidates viewable by managers, no matter what stage they are in? Are they visible to HRBPs?
Managers will be able to view candidates on requisitions who are at the Manager Review stage or beyond (i.e. Interview, Offer, Background). When a Manager opens their requisition, they will see the Candidates tab, which will provide a list of all the candidates in the Manager Review stage or beyond. They will have the ability to click on the candidates and review their application information. HRBPs can open job requisitions within the organizations they support, however they will not see the candidates unless they also wear the recruiter (TAP) hat.
plus
If the manager selects "not recommeded" after an interview, does it auto disposition to "rejected"?
No, you still must follow the disposition process.
plus
Why would you want the Primary Job Posting Location to be different than the Primary Location? Does this tie into hiring remote associates?
When the Primary Location is added, the Primary Job Posting Location defaults to the same location. In some cases, you may want them to be different. For example, if the Primary Location is "Sysco Central Alabama Anniston Shuttle Yard" you may want the Posting Location to just say "Sysco Central Alabama."
plus
Is the Refer button only for internal candidates or can it be sent externally too?
Yes, the Refer button can be used for external candidates, as long as you know their name and email address.
plus
How will we manage applicants in Workday?
The entire recruiting lifecycle will be managed in Workday, from initial application review through offer and background check.
plus
Will HR be able to view the applicants?
The HR partner may view requisitions for the groups they support and will be able to view candidates at the offer stage. HR team members who also play a recruiting role in Workday will have full visibility for the organizations they support.
plus
Will the career site URL change?
Sysco's external career site URL will remain the same (careers.sysco.com). However, when a candidate clicks to apply on a job requisition that was initiated in Workday, the candidate will be routed to Sysco Workday's external career site and will be prompted to create an account.
plus
Are the recruiting steps streamlined for high-volume roles (drivers and outbound selectors)?
There are a few efficiencies that will be gained when recruiting for high-volume roles. For example, approvals on Create Position and Create Job Requisition have been removed. Plus, positions may be created with requisitions, which includes the ability to create multiple positions with one requisition. Additionally, drivers and outbound selectors will skip the initial review stage and land directly in Montage Digital Assessment, where they can participate in an automatic screen.
plus
Are sign-on bonus customized to pay based on current location practices? For example, if we pay in installments? Also, we manage these locally and pay through miscellaneous payroll file. Should all these go through Workday?
If a type of one-time payment is configured in Workday, then Workday should be used for the payment. For examaple, sign-on bonuses can be submitted as one-time payments through Workday (as both grossed-up and not grossed-up). After they are submitted and approved in Workday, they flows to EV5 for payment. They can't be split into installments, but multiple one-time payments may be submitted.
plus
Will we use SuccessFactors for any recruiting processes?
All requisitions created starting Jan. 27 and beyond will be handled in Workday. Old requisitions will remain in SuccessFactors, so it will still be active for approximately six months.
plus
What is a candidate snapshot and how do we do that?
When primary recruiters are ready to make a hiring decision for a job requisition that is linked to an evergreen requisition, they can create a list of candidates who were eligible for consideration on the evergreen requisition and include them as part of a candidate pool on the linked hiring requisition. Candidates considered eligible include those that applied directly to the job requisition, applied to an evergreen requisition before the date of the snapshot, and those that were moved from an evergreen requisition to the linked hiring requisition. Candidates not considered eligible include those that were rejected before the recruiting start date on the hiring requisition and those that withdrew from the linked evergreen requisition before the date of the snapshot.
plus
If we edit a job description will we need to make the edits anywhere else? For example, a title change.
It depends. If you are editing a job description that will only effect that specific job requisition and posting, then no. However, if your change should be made to the Job Profile itself then you would have to notify AskHR to make the change to the job description on the actual job profile record.
plus
Is there a way to include the shift schedule on a job requisition/posting?
Yes, recruiters can manually include shift information on job postings.
plus
Will postings be made in SuccessFactors, or will SuccessFactors be replaced by Workday?
Workday is replacing SuccessFactors. All postings will be managed via Workday beginning Jan. 27, 2020.
plus
Where can I learn more about what I need to do to backfill a position or request a new position?
Understanding positions vs. requisitions is an important part of making Workday HCM work for you. Whether you're backfilling a position or creating a new position, start by having a conversation with your leader to make sure you have authority to add headcount or start the hiring process. Then, review the guide to position management here.
plus
Do I need to reset my current username (Network ID) and password to use Workday?
There is no need to reset your current Network ID and password. You will use the same Network ID and password you are using now.
plus
When we change an associate to a new role, will we have to submit a form to change the new home department number?
The request form is the task that you are initiating in Workday. If you have any local form policies, attach the document to the Workday request.
plus
Once I’ve submitted a requisition or position, how can I tell where it's at in the approval process?
Go to Inbox > Archive > Requisition > Process. From there, you can review what approvals are missing, if any. If all of the approvals have been completed, review SuccessFactors for your posting or check with your Talent Acquisition team member.
plus
When we change an associate to a new role, will job codes be tied to home department numbers?
Cost Centers and Job Profiles are tied to the Supervisory Organization. If you're unaware of if you have the correct one, contact your HR Business Partner.
plus
How can I take advantage of the overlapping position feature of Workday HCM?
Workday HCM allows you to start the requisition or posting process, for a position while the current associate is still in place (such as when someone gives their notice, or has an upcoming retirement). To use the overlap feature when entering the termination of an associate, select the "This position is available for overlap" option.
plus
When associates transfer from one location to another, will the process remain the same (Talent Acquisition will transfer the associate without HR terminating them)?
Associates who move from one Sysco location to another or are transferring to a new role should not be terminated.
If the associate applied for the position (competitive move), then your TAP will initiate the job change or transfer.
plus
Will existing open positions be transferred from EV5 to Workday?
Yes, all currently open positions will be transferred to Workday. Requisitions will remain with legacy applicant tracking systems until they are filled.
plus
Are we able to update pay information after we’ve identified a candidate?
Talent Acquisition team members will be able to update pay information after it has been submitted. The rate used in Workday will be the initial salary goal.
plus
Can I future date an associate’s termination?
When an associate has given their notice or has an upcoming retirement, you may enter a future termination date. This feature, combined with designating a position for “overlap” allows you to start the important process of hiring immediately. If you intend to backfill a position when you are working through the termination process in Workday HCM, do not choose to close the position.
plus
If I update my direct deposit or W-4 information, when will changes go into effect?
While updated in Workday immediately, updating the payroll system can take up to two weeks before direct deposit and W-4 updates take effect. Don’t close your current bank account until your paycheck has transferred to your new account.
For any urgent assistance, contact your Local HR Business Partner.
plus
When will new hires begin using Workday?
New hires at specialty companies will use Workday to complete onboarding tasks beginning Jan. 27, 2020.
plus
Is there an option for incentive or commission pay changes?
The Quarterly Operations Incentive is the only incentive pay that can be initiated in Workday. All other incentive/commission pay plans are handled through Fusion/DIP/WIP/WASP.
plus
How will warehouse and driver positions be entered if there is no option for incentive pay?
Incentive options are uploaded outside of the Workday system. Continue to follow the steps and procedures you do today (utilizing ETime and Horizon).
plus
If I am currently filling an open position, will that automatically transfer to SuccessFactors?
Any open positions currently in the process of being filled will transition to Workday HCM. If you did not have an approved requisition in Workday prior to Jan. 20, you will need to initiate a new requisition for the position in Workday. Going forward, you will need to create a new position or job requisition to backfill or create new positions for hiring.
plus
How will Workday interface with other systems such as Horizon and Fusion?
Workday will feed to both Horizon and Fusion (similar to SAP).
plus
Will new hires continue to receive welcome letters upon hire?
Welcome Letters are not generated by Workday, so they will remain as is. New hires will continue to receive Welcome Letters as usual.
plus
Can incentive pay be chosen on the requisition?
Requisitions will only have salary or hourly options.
plus
After a requisition is completed in Workday, will we continue to use SuccessFactors to view and manage requisitions and to view candidate data?
Beginning Jan. 27, 2020, all new requisitions and candidates will be managed in Workday. Candidates for requisitions that were already approved in SuccessFactors will be managed there. SuccessFactors will sunset in summer 2020.
plus
Will all requisition activity still occur within Talent Central and SuccessFactors?
Beginning Jan. 27, 2020, all activity for new requisitions will occur in Workday. Candidates for requisitions that were already approved in SuccessFactors will be managed there. SuccessFactors will sunset in summer 2020.
plus
Will we be able to add a location to the job requisition? (For example, a driver in Amarillo)
Yes, you can specify additional job posting locations in the job requisition.
plus
Who has responsibility for closing a job requisition?
The hiring manager is responsible for closing a requisition. The closing of the requisition then flows to the Talent Acquisition Partner (TAP) for approval.
plus
What should I do if there are associates assigned in my hierarchy that don’t belong in my organization?
If it's just one or two associates, this can be easily managed within the Change Job transaction in Workday. Identify the associate then click Job Change > Transfer, Promote, or Change Job > Reasons > Transfer > Move to Another Manager. And then fill in the remaining details.
Sysco Service Desk representatives are available at 1-866-981-1190 or 1-281-584-1190 to reset your password. For non-urgent requests (expect 24 hours for a response), you can email servicedesk@corp.sysco.com.
plus
Who can initiate a termination?
A termination can be initiated by an associate’s immediate leader, other leaders in the associate’s management hierarchy and the HRBP at the associate’s location.
plus
When comments are added to Workday, can the comments be changed by others?
No, comments cannot be changed by others, but others can view and add additional comments.
plus
How will union information be added for each union associate?
Union information will not be automatically added to an associate’s record in Workday. The HR Partner will receive an inbox item to manage the union membership information.
plus
Who can designate whether an associate is eligible for rehire?
In the termination workflow in Workday, only the HRBP can designate someone as ineligible for rehire.
plus
If the HR partner selects that an associate is eligible for rehire when they leave, will managers still receive a task to verify "good standing" if the associate reapplies to work at Sysco?
Managers only receive the task to verify eligibility when current associates apply for an internal job. If the rehire eligibility for a terminated associate needs to be changed, contact AskHROps@Sysco.com.
plus
Will new hires have access to SIU classes on their first day of work?
SIU does not interface with Workday so if associates have access to the network, they should be able to access SIU. The SIU link is available through the Dish and by opening the External Links Worklet in Workday.
plus
Will associates be able to complete onboarding tasks from home before their first day?
The Associate Onboarding Tasks only launch on the date of hire. Associates will not be able to complete any of these tasks prior to their date of hire.
plus
What if a new associate doesn’t receive their welcome letter before they need to complete onboarding tasks in Workday?
Contact the Sysco Service Desk to open a ticket for missing welcome letters for new associates.
plus
Is there a way for managers or HR to send a group email to all associates who have entered their email?
There is not a way to initiate a group email from Workday. However, you can run a report in Workday to access associate contact information. If you filter it correctly in Excel, you'll be able to email your associates through Outlook.
plus
How will we receive usernames and passwords for transferred associates who do not receive a welcome letter?
Transferred associates do not need new usernames or passwords. They will use the same Network ID and password they used at their previous location.
plus
What is the difference between Time in Position and Service Date?
Time in position is the time in which you have occupied your job profile (current position) at Sysco. Your Service Date is your amount of time at Sysco, including if joined the company as part of an acquisition. Service Date may be adjusted if you have had a break in service.
plus
Why can’t I request time off in Workday?
There are a couple of reasons you may not be able to request time off in Workday. First, if you are an hourly associate, time off requests are not submitted in Workday. Second, if you are a salaried associate but you do not have sufficient time in your time bank, you cannot submit a time off request.
plus
Will I receive a notification that my associate has submitted a Time Off request?
When your salaried associate submits a time off request, you will automatically receive a notification in your inbox.
plus
What is a Job Profile?
A job profile is an approved, standard name for a position and it ties to certain cost centers and job descriptions.
