Looking for Workday communications? Go to the Communications Library.
To access the Recruiting Dashboard, click the worklet on the home page.
You can also click the Dashboard icon on the left side of the screen.
Manager Job Requisitions shows a list of open requisitions. Click on a requisition to view details, candidates and more.
Candidate Pipeline shows a list of open requisitions and the status of its candidates.
Candidate Time Per Stage shows the average time candidates spend in each stage of the recruiting process.
The Recruiter Hub is shown on the left side of every page.
To group requisitions by Hiring Manager or Primary Location, click the tabs at the top.
You can also filter by status, requisition type, Hiring Manager, and/or Primary Recruiter.
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.
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.
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:
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:
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.
Then click the Unpost Jobs button.
To install Workday on your Android device:
To install Workday on your iPad or iPhone:
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).
Contact the Sysco Service Desk if you encounter issues logging in. Email customer.support@corp.sysco.com or call 281-584-1190.
Job requisitions are typically created by managers.
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.
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.
If the manager already has an approved, open position, you can select it during the job requisition process.
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.
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.
If the hiring manager created the requisition, the Primary Recruiter will assign roles as part of the Review Create Job Requisition process.
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.
The job requisition is now ready to post.
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.
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.
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.
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.
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.
The hiring manager will review the candidates the Primary Recruiter sends and decide which ones they wish to interview.
NOTE: Help text, comments, Federal Tax Elections, Payment Elections, Policies and some other functions (i.e., Favorites) are not available in the mobile app.
NOTE: To start a business process or task, click the My Team Management icon on the home page.
Recruiters and other members of the talent acquisition team can make changes to job requisitions after they’ve been submitted.
If you did not link any requisitions when you created the evergreen requisition, or if you want to link additional requisitions, follow these instructions.
You will also see a Schedule link next to the candidate’s name in the Recruiting Dashboard.
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.
Required fields are marked with a red asterisk.
Fields with three bars on the right side allow you to browse or search for options.
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 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.
The Edit icon looks like a pencil and indicates that a piece of information can be edited.
TA can correct hire dates by correcting the business process.
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.)
Before closing a requisition, be sure to disposition all candidates for that requisition.
Candidates CANNOT BE HIRED directly from an evergreen requisition. They must first be moved to a regular, linked 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 will receive an offer questionnaire. The questionnaire must be completed before the offer can be sent for approval.
After all approvals are complete, the Primary Recruiter will create the offer letter.
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 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.
To temporarily suspend (place on hold) a job requisition, you can freeze it.
When you are ready to unfreeze the requisition, follow the same steps as above but uncheck the Frozen box.
For compliance reasons, Sysco’s policy is to close evergreen requisitions after 90 days to keep a defined candidate pool for auditing purposes.
If any open requisitions are still linked to the evergreen requisition, you must unlink them before closing the evergreen requisition. To do so:
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.)
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.
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.
You can use the Archive to view the status of business processes.
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 - 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 - 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)
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)
Re-Organization: HR OPs Only
MOBILE:
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:
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 not considered eligible include:
When the candidate has been cleared to start, the Primary Recruiter will receive a Move Forward Inbox task and, upon completion, a Disposition reminder.
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.
Here are some search phrases for common tasks and business processes:
personal information
create position
create job requisition
change job
request compensation change
request one-time payment
terminate associate
The candidate is now ready to hire.
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.
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.
Question mark icons indicate that help is available for that topic or task.
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.
HRBPs can view open job requisitions for any manager they support by searching "View job requisition" and selecting the manager's name.
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.
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.
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.
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.
No, you still must follow the disposition process.
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."
Yes, the Refer button can be used for external candidates, as long as you know their name and email address.
The entire recruiting lifecycle will be managed in Workday, from initial application review through offer and background check.
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.
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.
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.
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.
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.
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.
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.
Yes, recruiters can manually include shift information on job postings.
Workday is replacing SuccessFactors. All postings will be managed via Workday beginning Jan. 27, 2020.
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.
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.
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.
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.
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.
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.
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.
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.
Yes, all currently open positions will be transferred to Workday. Requisitions will remain with legacy applicant tracking systems until they are filled.
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.
New hires at specialty companies will use Workday to complete onboarding tasks beginning Jan. 27, 2020.
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.
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.
Incentive options are uploaded outside of the Workday system. Continue to follow the steps and procedures you do today (utilizing ETime and Horizon).
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.
Workday will feed to both Horizon and Fusion (similar to SAP).
Welcome Letters are not generated by Workday, so they will remain as is. New hires will continue to receive Welcome Letters as usual.
Requisitions will only have salary or hourly options.
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.
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.
Yes, you can specify additional job posting locations in the 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.
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.
If it's a large number of associates, contact AskHROps@sysco.com.
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.
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.
No, comments cannot be changed by others, but others can view and add additional comments.
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.
In the termination workflow in Workday, only the HRBP can designate someone as ineligible for rehire.
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.
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.
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.
Contact the Sysco Service Desk to open a ticket for missing welcome letters for new associates.
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.
Transferred associates do not need new usernames or passwords. They will use the same Network ID and password they used at their previous location.
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.
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.
When your salaried associate submits a time off request, you will automatically receive a notification in your inbox.
A job profile is an approved, standard name for a position and it ties to certain cost centers and job descriptions.