Frequently Asked Questions

Project 921 is an initiative to consolidate multiple 3rd party contracts and integrate the recruiting and onboarding system and processes across all campuses of the University of Nebraska and Nebraska State College System with the SAP enterprise system. Following a project naming contest, we landed on the name Project 921 because the goal is to move the nine (9) campuses to (2) one (1) standard SuccessFactors platform for Recruiting, Onboarding, and Performance and Goal Management.

SuccessFactors is a cloud-based suite of applications from SAP that helps organizations manage their workforce, from talent acquisition and onboarding to performance management, learning, and succession planning. The modules obtained and part of this implementation are Recruiting and Onboarding (Phase 1), and Performance and Goals Management (Phase 2).

Project 921 will bring us one Success Factors platform for Recruiting and Onboarding, and Performance and Goals Management. As such, we will realize the following benefits:

Enhanced Functionality
With new, upgraded features for the business processes for internal and external recruitment, onboarding, and performance/goals management.

Increased Collaboration
Across campuses by being able to work in the same application.

Modern Integration
With existing technology to improve flexibility and streamline procedures.

The main functionality that this will improve focuses on applicant tracking, electronic forms for pre-boarding and onboarding, integration with SAP, and online goal management and performance review/feedback processes.

The Human Resources leaders have enlisted the time and talents of many subject matter experts from all of our campuses to serve on the project team. The project team members collaborated with our implementation partners up front to impart their deep business process knowledge and experience to define tasks, evaluate system requirements, and make decisions for our future operations.

The Change Network is a group of Change Champions representing each of the campuses to the Project 921 Organizational Change Management team. They are actively engaged with bringing detailed information to their respective campus members who have a vested interest in learning about the SuccessFactors implementation and how it will impact their activities around recruiting and onboarding, and performance management and goals management. The purpose of their role is to promote the adoption of the new recruiting and onboarding processes that will replace the current recruitment system.

Each campus has a number of Change Champions. In many cases, they are intended to align with their specific department; however, some represent various departments beyond their own. To see a full list of the Project 921 Change Champions, refer to Fun Fact Friday, Volume 2 by clicking this link.

We have set up an email account that is dedicated to Project 921. You can send any questions or thoughts to us at project921@nebraska.edu. This mailbox is constantly monitored.

Email us at project921@nebraska.edu and ask to be added as a stakeholder. You will be added to the Project 921 stakeholder list and receive weekly communications about the new system.

The project kicked off in early July 2024. That started the requirements gathering phase of the project where we worked to identify how our processes fit within the system and how to set up the system to meet our needs.

From there we go through different types of rigorous testing. This culminates with the User Acceptance Testing (UAT) that gives a group of users hands on experience in the system. The feedback from UAT helps us make final preparations before we to move into production.

The last phase of the project, before we deploy Recruiting and Onboarding will be End User Training. This will take place in the second quarter of 2025. Click HERE to see the overall timeline available on this website.

User acceptance testing (UAT) round one serves as an initial validation of our discussions surrounding the SuccessFactors system build. This round, which we completed in January, involved a small group of testers and focused primarily on validating the testing scripts in preparation for the larger group participating in the second round, as well as providing additional experience for system administrators to work in the applications.

Round two of UAT will be more extensive and include a broader audience, most of whom we pulled from the Change Champion Network. It will take place in March 2025. During this phase, we will cover the full lifecycle of an employee—from requisition and hiring to creating an employee record in SAP and managing separations. This also serves as an opportunity to validate and refine the end user training materials and prepare the people selected from each campus to deliver training.

End user training will be a blend of instructor-led training and brief video clips. Additionally, end users are able to educate themselves with information that we provide through our regularly published Fun Fact Friday bulletins. We also have our Module Monday video clips that provide short tutorials of specific key processes.

A significant group of people from across all of the campuses will receive training on the details of the end user training materials, as well as how to deliver an effective training course. This will prepare them to teach the end users on their respective campuses, primarily through an instructor-led classroom setting. These sessions will take place in the beginning of April, just before we go live in early May with Recruiting and Onboarding.

Because SuccessFactors is an SAP product, we will derive our organizational charts and information about positions and their reporting relationships from the SAP system. However, HR offices can designate additional approvers or create routing paths for various pieces of information that need approval.

Yes. One of the new features we’re implementing for our hiring events is a section where the search committee chair or hiring manager will upload their interview notes, rubrics, and any other tools they are using. The system will store this information to centralize recruitment documentation, support internal audit review and eliminate storing recruiting documents in your office or in a separate location.

They receive emails with instructions on what they need to provide.

Timing and collaboration between HR and departments will be important in the transition to SuccessFactors. Each campus HR office will work with their departments to balance their recruitment and hiring events during this time. While both sites will be “live” at the same time – one will be used to wrap up recruiting activities and the other will be used to launch new recruitment activities. Your campus HR office is your best source for questions on this topic

Yes. The SuccessFactors Recruitment and Onboarding modules organize documents that support recruitment and hiring efforts. This approach keeps all supporting documentation for recruitment and onboarding in one location.

We are building a position description app in SAP that pulls the information into SuccessFactors’ Job Profile. This tool replaces the position description module currently used at UNL, UNO, and UNMC.

Where possible, the system pre-populates data fields. In some instances, we need applicants to enter certain information themselves, as this becomes their official record in the system. For example, we require them to provide their legal name and legal sex.

The SAP position description app integration expedites data entry for the job profile fields used in job postings, primarily for staff positions, such as Job Summary, About Us, Required Qualifications, Preferred Qualifications, Additional Information, and Compliance Requirements. We can also automate job profiles for faculty or administrative positions, if they are in the position description app. Integrating position description management into SAP connects our ERP system with SuccessFactors recruiting, paving the way for improved efficiency and collaboration.

Yes. HR reviews/approves the pre-screening questions in the job requisition.

The "Refine Your Search" feature allows applicants to filter job postings based on specific criteria, such as key words, the type of positions, campus, category, or job location. This ability allows job seekers to customize their criteria/parameters for a more targeted job search experience.

The “internal job board” is an exciting new feature that allows us to post positions that are for “current employees only” as well as the public facing jobs on a platform that is easy for employees. It will enhance our internal recruitment experience and processes by having an application process for internal employees.

Each campus designates specific roles to review and approve job requisitions, and the system automatically generates alerts when it is time for them to take action.

Yes. You will receive automated alerts via email to notify you when a requisition needs your approval. Additionally, when you log into SuccessFactors, the home page displays any approvals that require your attention.

Yes, you complete the I-9 process electronically using SuccessFactors.

Nebraska law gives preference to eligible veterans, service members, and their spouses when they apply for state or local government jobs. This preference applies to initial or returning employment, except in cases of disciplinary termination. Spouses of active-duty service members also receive this preference during the service member’s active duty and for up to 180 days after discharge.

We include veteran status on applications to follow Nebraska law and ensure eligible individuals receive their entitled preferences.

Job postings and applications for positions covered by Veteran’s Preference must clearly state that the preference applies. Employers must also notify veterans who are not hired and inform them of any available appeals.

The NUID is generated in SAP after the new hire record transports from SuccessFactors to SAP.

Yes. You can select and decline more than one applicant if they share the exact reason for being declined.

At the time an applicant creates their profile or initially submits an application for a job posting, the contact information for Reference Checks is optional. Once the applicant reaches the “Check References” stage in the hiring process, the system does require this contact information in order for the applicant to move forward in the process. They will not progress any further until they complete the Reference Check action in the system.

No, the reference check status requires three references. However, company policy only mandates at least one successful reference check. Listing three references gives additional options in case someone does not respond.

No, you cannot change the required documents for a requisition. However, a requisition can accept “additional documents.” For this, there is a section where you can provide the applicant with clear instructions about these additional documents that you want them to include with their application.

No, SuccessFactors does not automatically send reference check emails. You must still contact the references directly by phone or email to complete the reference checks. SuccessFactors serves as a central location where departments can store all reference check documentation.

While you do have the ability to upload your own offer letters, the HR departments strongly encourage you to take advantage of the provided templates. This will help us achieve one of the core objectives of ensuring consistency as much as possible.

Only the person extending the offer reviews the letter. There is not an additional step before the offer letter is sent to the candidate.

Yes, departments can send offer letters and employment agreements to applicants using processes within SuccessFactors. These methods are highly encouraged for streamlined document handling.

The original plan was to focus on staff and work with the academic departments if they are interested.

Unlike the Recruitment and Onboarding component with a scheduled go live date, the SuccessFactors performance & goals management tools will be utilized by departments as they are ready for an electronic process. Some campuses and/or departments already use electronic processes, and those entities may choose to continue with their existing systems or switch to SuccessFactors. While using the performance & goals management tools are optional, adoption is encouraged, and training will be provided for those choosing to use the new components.

At this time, using Performance and Goals Management is not required. Each campus can decide whether to implement it, and HR offices will support departments that choose to adopt it early.

Yes. We are segmenting training by topic, allowing users to attend the sessions that apply to their system use.

There is a group of targeted users who are assisting with testing the system prior to go live. End user training starts in April and we will provide training sessions and materials tailored to each campus.