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UNIVERSITY HR

Frequently Asked Questions

1. What do I need to know about Employee Classifications and how they apply to the review process?

2. I am a UMA employee and supervise a university employee, how can I log into SuccessFactors?

3. How do I enter Pillar Goals in SuccessFactors?

4. I have entered in my Pillar Goals and have gone back to edit them and the Rating Scale under the Achievement Targets says MUHA Goal even though I selected UNIV goal when I originally entered the goal.  When I change to UNIV Goal, it removes all of my targeted results for that goal.  Why? 

5. What is an INV_MAN?

6. Who should be entered into the Arbor?

7. How often should I maintain the Arbor?

8. If I make a correction in Arbor, how long before it will be available in SuccessFactors?

9. How long will it take before I can enter a newly hired employee into Arbor and create a planning stage in SuccessFactors?

10. Where does the data come from that is used to build data in SuccessFactors and can I change employee information directly in SuccessFactors?

11. My employee has left the University, but is still appearing on my list.  I have removed the name from my Arbor.  Why do I still see the name?

12. One of my former employees has transferred to another department, but his name is still appearing on my list.  How do I get him removed?

13. My new employee is not appearing on my list yet.  How do I get her to appear in SuccessFactors?

14. I see the names for my new hires, and I am able to enter Position Description and Job Responsibility data, but I do not see a Planning Stage Form yet.  Why?

15. I sent the Planning Stage Form to my employee, and he has already signed it, but now I need to make a change.  What do I do?

16.  I sent the Planning Stage Form to my employee already.  She has not signed it yet, but I need to make a change to the form.  How do I do that?

17. I verified the Planning Stage Form and sent it to my employee, but he did not receive an e-mail message.

18. Yesterday my employee signed her Planning Stage, and this morning she received an e-mail stating that the form was due and another one that the form was completed.  This is confusing.  What does this mean?

19. My employee says that she has completed her form, but it popped back up in my Inbox.  What happened?

20. When I view the form online or print the form, the job responsibilities are duplicating.  Does that mean I entered them twice?

21. I have a new employee, and I would like to cascade the Position Description, Job Responsibilities, and Pillar Goal information from one of his peers to him.  How can I do this?

22. I am trying to print from SuccessFactors with colors and pictures, but it is not printing correctly.  Why?

2. I am a UMA employee and supervise a university employee,
how can I log into SuccessFactors?

Log into SuccessFactors: https://appserve.musc.edu/successfactors/
As a UMA employee, you do not have access to My Records.  This will be the only way that you will be able to access the system.                              

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3. How do I enter Pillar Goals in SuccessFactors? 
  • Leave the goal as Public in the Visibility drop-down box.
  • Select the type of Pillar Goal:  Service, People, Quality, Finance, Growth, Other
  • Enter a goal description in the Goal input box 
  • Determine how you are going to measure this goal
  • Determine the weight.  Remember all goal weights must add up to 100%
  • When initially creating Achievement Targets, select the rating Scale of UNIV Goal.  This will change the scale to a 4 point scale.  If you go back in after saving your goal this will revert back to a MUHA Goal with a 4 point scale. Please leave as MUHA.   DO NOT select UNIV or you will have to reenter the targeted results for this goal again.  This is a system problem that the vendor is working on.
  • Determine your score/range for each rating.
  • The target result that you input in SuccessFactors will be the lowest number in each range for each rating.
  • The higher the target result number, the higher the score in SuccessFactors. 
  • After entering your Target Results click on Set Scale.
  • For example:  A score of 84% or better on delivery of quality products and services
Score/RangeRatingTarget ResultScore
0 - 60Minimal/No Accomplishment/Below01
61 - 83Partial Accomplishment/Meets612
84 - 92Goal Accomplishment/Substantial843
93 - 100Stretch Accomplishment/Exceeds934

                                                                 

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4. I have entered in my Pillar Goals and have gone back to edit them and the Rating Scale under the Achievement Targets says MUHA Goal even though I selected UNIV goal when I originally entered the goal.  When I change to UNIV Goal, it removes all of my targeted results for that goal.  Why?
This is a system problem and the vendor is working to resolve the issue.  If you go back to edit the goal, this will revert back to a MUHA Goal with a 4 point scale. Please leave as MUHA.   DO NOT select UNIV Goal or you will have to reenter the targeted results for this goal again.  This is a system problem that the vendor is working on.
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5. What is an INV_MAN?
When you look in SuccessFactors you will see employees reporting to INV_MAN.  This indicates that the Arbor has not been completely built for this employee.  The employee is reporting to the INV_MAN account is not assigned to a manager/supervisor in SuccessFactors.
 
Example:  Sue reports to Mary who reports to Joe and Joe reports to John.  In SuccessFactors Joe is shown reporting to INV_MAN.  The fix is to correct the Arbor so John is Joe’s supervisor.  If you have proxy rights in Arbor, you can complete the organizational structure. 
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6. Who should be entered into the Arbor?
All employees who receive a University review as well as any employee who supervises employees who receive a University review.  Please do not add those employees in the University Arbor who are not part of the formal review process.
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7. How often should I maintain the Arbor?
Arbor is the responsibility of each department to maintain.  As people leave your department you should delete them from the Arbor or as employees transfer or are hired to your department you should add them.  If an employee is not assigned in the Arbor, they will not feed properly to SuccessFactors.
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8. If I make a correction in Arbor, how long before it will be available in SuccessFactors?
The Arbor information is updated to SuccessFactors on a nightly basis.
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9. How long will it take before I can enter a newly hired employee into Arbor and create a planning stage in SuccessFactors?
Once your recruiter has initiated the paper work and the future employee is sponsored in NetID, you can add the person to your Arbor tree.  However, it will not feed into SuccessFactors until the employee information is entered into the HeRMIT.   The payroll cutoff dates will effect when the employee is entered into HeRMIT.  Bi-weekly paid employees will generally be entered within one week from the date of hire.  Monthly paid employees may take up to 20 days or so from the date of hire.  Planning stage documents will be pushed out in SuccessFactors approximately every twenty days.
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10. Where does the data come from that is used to build data in SuccessFactors and can I change employee information directly in SuccessFactors?
Data comes from HeRMIT in conjunction with Arbor.  The HeRMIT review record determines what type of a review an employee receives and the Arbor links the manager and the employee together. 
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11. My employee has left the University, but is still appearing on my list.  I have removed the name from my Arbor.  Why do I still see the name?
Employees will not disappear from SuccessFactors completely until they are terminated from the HR System.  Once Payroll terminates the employee, the name will disappear from SuccessFactors the next day.  Any incomplete forms for that employee will be automatically deleted.  It generally takes 2-3 weeks for a termination to process through the system, depending on the day that the employee terminates in the pay period and any payout for accrued times is processed by Payroll.
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12. One of my former employees has transferred to another department, but his name is still appearing on my list.  How do I get him removed?  
When an employee transfers to another department, the new supervisor should log into the Arbor Tree and add that employee as a direct report.  Once the new supervisor adds the employee, his name will automatically be removed from your Arbor list immediately.  When the interface runs that night, it will also move the employee to the new department within SuccessFactors.  The new supervisor will receive a copy of pending and completed forms for that employee.  If the new supervisor has not yet added this employee, you can log into the Arbor and remove the employee from your list.  If an employee does not exist in the Arbor at all, the system will check the HR System for the manager assigned to the employee’s home department.  The manager listed for that home department will automatically be listed as the SuccessFactors supervisor for that employee. So if you remove the employee from your Arbor and the employee has already been moved to the new department in the HR system, that employee will disappear from your list.  If you remove the employee from the Arbor and they are still appearing under your name even after the overnight update, this means that the HR system does not reflect the new department for that employee.  If a week or two has passed and you still see the employee’s name, contact HR.
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13. My new employee is not appearing on my list yet.  How do I get her to appear in SuccessFactors?
Log in to the Arbor and add the employee as a direct report.
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14. I see the names for my new hires, and I am able to enter Position Description and Job Responsibility data, but I do not see a Planning Stage Form yet.  Why?
SuccessFactors will automatically create a new Planning Stage Form for a new hire approximately 35 days after the employee’s hire date.  The form will be sent to the supervisor for verification.  As soon as the employee appears in the system, you can go ahead and enter Position Description, Job Responsibilities, and Pillar Goal information for the employee.  You will have to wait until the 35th day before you can send the Planning Stage Form to the employee electronically.   This does not prevent you from entering in the Goals, Job Duties or Position Description for the employee and having discussions with that employee.
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15. I sent the Planning Stage Form to my employee, and he has already signed it, but now I need to make a change.  What do I do?
Send an e-mail to musc-hr-sfhelp@musc.edu, and we can push out a new form to you.  You will need to make the appropriate changes and then verify and send the new form to the employee for the employee’s electronic signature.  If you would also like for us to delete the old completed form, please let us know, and we can do this.  Even if we do not delete the old form, the newest form will always be the one that is effective in the system. 
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16. I sent the Planning Stage Form to my employee already.  She has not signed it yet, but I need to make a change to the form.  How do I do that?
You have two options.  You can ask the employee to log in to SuccessFactors and open the form and return it to you by clicking the Return button.  Once the form is back in your Inbox, any changes that you make to the Position Description, Job Responsibilities, and Pillar Goals will be reflected on the form.  When changes are complete, Verify and Send the form back to the employee for signature.
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17. I verified the Planning Stage Form and sent it to my employee, but he did not receive an e-mail message.
Currently, SuccessFactors e-mail notifications about form routing are batched together and sent around midnight of each night.  The employee should receive the e-mail tomorrow morning notifying him that the form is awaiting signature.  However, the employee does not need to wait for the e-mail in order to sign the form.  As soon as you send the form to the employee, he can log in via MyRecords and electronically sign the form.
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18. Yesterday my employee signed her Planning Stage, and this morning she received an e-mail stating that the form was due and another one that the form was completed.  This is confusing.  What does this mean?
Currently, SuccessFactors e-mail notifications about form routing are batched together and sent around midnight of each night.  If two things happened to the form that day (Form was sent from supervisor to employee and employee signed the form), the employee will receive both messages the following day.
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19. My employee says that she has completed her form, but it popped back up in my Inbox.  What happened?
Some employees think that the Return button is the one that completes the form. Actually, the Return button is what the employee would use if they found a problem in the form and needed you to make a correction.  To complete the form, the employee should click the Sign button.  If the form appears back in your Inbox and the employee did not intend for you to make any changes, simply click the Verify and Send button again and explain to the employee that they should click the Sign button.  For next year, we will think about changing the wording on this button to make it clearer.
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20. When I view the form online or print the form, the job responsibilities are duplicating.  Does that mean I entered them twice?
Probably not.  The form is designed to have a section header which displays the content of the job responsibility and the details print below.  This ends up repeating the job responsibility data.  Since the forms were already in progress before we realized this point of confusion, we are unable to change it for this year.  However, we will work with the vendor to see if we can implement a change for next year to eliminate confusion.  If you truly do have duplicated job responsibilities, you can delete the duplicate one on the Goals Tab under the Job Responsibilities section by checking the box next to the record and then clicking the Delete button at the top.  As long as the supervisor has not sent the form to the employee yet, the changes will be reflected on the form.
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21. I have a new employee, and I would like to cascade the Position Description, Job Responsibilities, and Pillar Goal information from one of his peers to him.  How can I do this?
The cascade option is not available from peer to peer.  You can copy and paste items one by one from a current employee to a new employee.  To do this, you will need to open two instances of SuccessFactors.  In one instance, navigate to the current employee’s record.  In the second instance, navigate to the new employee.  You can now toggle between the two and copy and paste each component.  Remember that we are actively working to implement Job Description Manager, which should eliminate this copying and pasting for new employees!
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22. I am trying to print from SuccessFactors with colors and pictures, but it is not printing correctly.  Why?

You may need to adjust your setting in Internet Explorer.  In Internet Explorer, check the following:

  • Click Tools > Internet Options on the menu bar.
  • Click the Advanced tab.
  • Scroll to Printing Options section. 
  • Check the box beside Print Background Colors and Images.
  • Click OK to save this setting change.
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