DISCOVERY
Organization
Company
Seller
Contacts
# of FEINs
# of locations
Total number of employee count
 What percentage is non-exempt?
Pay Frequency
States of operation
Decision Criteria / Pain Points
Current Vendors
Cellucrete - Maria
50
TALENT MANAGEMENT
Recruiting
What are your top 3 initiatives in recruiting?
How many job openings do you typically average per
month?
 Are the open positions related to growth or turn-over
fulfillment?
o If turnover, do you know your annual
turnover rate and is that typical for your
industry?
 On average how many external hires do you have in a
year?
How many resumes do you typically average per job
opening?
 What % of those resumes are qualified for the job &
move to the next step?
 Are you tracking EEO data and/or OFCCP data (if
federal contractor)?
 How long does it take for someone to complete the
application process?
What is your average advertising cost per job and what
boards are you utilizing?
 Do you have an employee referral program? If yes,
please describe.
o How are you tracking this information?
 How long does it take to get a position opened and
posted online?
Do you conduct pre-employment screening?
 If yes, who do you use?
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What verification checks do you utilize?
Is the process manual or integrated with current
solution?
Onboarding / HR
If not addressed during recruiting conversation - How
many new hires do you average per month?
Walk me through your current onboarding process. Is it
manual or automated?
 What steps do you take to add new hires to various
systems?
What forms are completed by the new employee?
 Are forms/documents the same for all employees?
 Are the forms being sent prior to Day 1 of
employment?
 If no, how much time are you spending collecting
documents on their 1st day?
Who needs to be notified of new hires?
 What are the bottlenecks and challenges in your new
hire process?
Have you taken advantage of new hire tax incentives and
credits?
Do you currently track certifications or licenses?
How do you track compliance items such as EEO, FMLA
and OSHA logs?
What tools do you utilize to stay on top of current
legislative and regulatory changes?
How do you retain employee documents?
Performance Management
Does your organization have a formal performance
appraisal process?
 If yes, describe the process.
What types of reviews do you perform? (IE annual,
quarterly, 90 day)
Do you collect feedback from internal employees other
than the supervisor?
How do you address performance and disciplinary
problems throughout the year?
Compensation Planning
Are performance reviews currently tied to merit?
 What level of involvement do your managers have in
this process?
 Are your managers assigned a budget for their
departments?
 Is there an approval process in place?
 How are you communicating the changes in pay to
your employees?
 Do you have a similar process for bonuses?
WORKFORCE MANAGEMENT
Scheduling (questions in bold refer to Scheduling Pro functionality)
What are your hours of operation?
What is your process for scheduling employees?
Who is responsible for creating schedules?
How far in advance are schedules built?
Do you need to schedule employees across multiple
locations?
o Do you need to schedule employees across FEINs?
What is the process of finding coverage if an employee
cannot work a scheduled shift?
o Do you allow employees to initiate shift trades?
o Do your employees have the option to drop a
scheduled shift?
o Do you want employees to notate their availability?
o Do you want to be able to auto-assign open shifts?
o Do you require a daily dashboard to track shift
coverage?
How are employees notified about their schedule?
o Do employees need to acknowledge their schedule?
o Do you want to send employees alerts and
reminders via SMS?
o Do you want employees to communicate with
supervisor or peers via Chat tool?
Do you have shifts that cross midnight?
Do you have shifts running longer than 24 hours?
Do you need to set rules around schedules?
o IE number of hours allowed to be scheduled each
week
o IE minimum amount of time between the end of one
shift and beginning of another
o IE configure and apply employee break rules
Do you have schedule budgeting needs?
Time
How many hourly (non-exempt) employees do you have?
What is your current process for collecting time for your
NE employees? (IE clock, web, mobile, kiosk, manual
timesheet)
 Is there a need for employees to clock in/out from
outside of your physical locations?
 Do you collect time worked for your salaried
(exempt) employees?
How many supervisors edit and approve time cards?
How are meals and breaks managed?
Do you have an attendance policy?
 If yes, is it points or occurrence based?
Is Overtime a concern for you?
 Do you have an effective method to control OT costs?
Do you pay any shift premiums or differentials?
 If yes, what are they?
If multi-FEIN, do employees work across companies?
Do you have union employees?
Are there any other unique time factors we need to
understand?
Labor Allocations / Job Costing
When employees clock in, are they allocating time to
multiple departments or categories? (IE locations,
department, job, tasks)
 Is the allocation hard coded or variable?
 What categories do you currently use?
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How many items are in each category today?
How often do you add or delete items listed in the
categories?
o How long does a job typically last?
o Where do your jobs originate? (IE POS, RFP)
Do employees have different rates of pay based on
job/tasks worked?
o If yes, which category is the rate tied to?
Will you need to limit access to jobs/tasks by
employees? (IE Employee A can only see Jobs 1-5,
while Employee B can see all)
Paid Time-off
Do you offer paid time off to your employees?
High-level, how is the time awarded? (IE hours worked,
anniversary)
How do employees request time off?
Who is involved in the approval process?
Could you provide a copy of your policy?
Payroll / Reporting
What is your pay period start/end date? What is your pay
date?
 If SM, do you pay to current?
Describe your current payroll process – what is working
and what is not working?
Do your employees have special earnings? (IE
commissions, bonuses, on-call pay)
 Do any of these earnings require special calculations?
If yes, how are you calculating that data today?
What deductions do your employees typical have? (IE
health, life, union)
 Do any of these deductions require special
calculations? If yes, how are you calculating that data
today?
 Do you track and process employee reimbursements?
How do you manage wage garnishments?
What accounting software do you use?
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Does it accept a .csv import?
How do you currently post to your general ledger?
If working with gov’t contracts, do you use certified
payroll?
 Who is your current vendor?
 Describe your current process.
What types of reports do you need to generate after
payroll is processed?
 Do you have special/complex reporting needs?
 Can you provide copies of the reports you need?
EMPLOYEE EXPERIENCE
LMS / Pulse / Shout-outs / Mobile
How are you tracking turnover today and what type of
strategies are in place to reduce turnover?
What were the biggest causes of turnover last year?
How do you identify at risk employees?
How do you deliver learning to both existing and newly
hired employees?
 Do you create your content or use a third party?
 Are you currently providing HR required courses such
as Sexual Harassment prevention?
o If so, what vendor are you utilizing and what
is the annual cost of the program?
 Is it important to schedule and track completion of
courses?
 Does your solution provide mobile access to courses?
Do you utilize employee engagement tools or surveys?
 If yes, tell me about the process? (IE tool, questions,
analysis of responses, kudos)
 If no, how do you measure EE engagement and would
that be an important component during this
evaluation?
Do your employees have access to Self-Service on mobile
or web today?
BENEFITS
Benefits / ACA / Retirement
Walk me through your current benefits enrollment
process?
How many employees are enrolled in benefits today?
What is the average number of benefit enrollment
changes made per month? (IE dropping/adding
dependents, life events)
How many plans do you offer today and what are they?
 If multiple plans, how do you educate employees on
choosing the right plans for them?
What providers are you using?
 How do you notify carriers of dropped coverage or
changes?
 How do you manage reconciling carrier invoices?
 What is your renewal date?
How did you manage the ACA filing last year?
 Do you have any concerns around ACA?
How do you manage COBRA administration?
Who is your current retirement provider?
 Do you need a company match report?