Independent Energy Company
Helping Vital Energy Simplify Offer Letters & Approvals in Workday®
SERVICES:
- Application Managed Services (AMS)
- Simplifying Offer Letters and Approvals
The Situation
Vital Energy’s recruitment process was heavily reliant on email, manual approvals, and inconsistent documentation practices. Recruiters, hiring leaders, and candidates were involved in a prolonged approval journey that included at least eleven distinct steps, leading to communication inefficiencies and slowed hiring timelines.
Without centralized data capture, compensation decisions lacked transparency and could not be easily reported or analyzed.
Additionally, approval workflows were informal and prone to delays, while offer documentation and storage required heavy manual intervention.
Vital needed a scalable, compliant, and automated process to support growing talent acquisition needs—without overwhelming its HR and leadership teams.
The Outcome
The reimagined offer letter process is now live in Workday and fully embedded into daily operations. The step count has been nearly halved, significantly reducing delays in offer approvals.
Automated document generation and routing means recruiters no longer need to manually build or send critical agreements.
Approvals follow the correct sequence and are nudged along by automated reminders, while signed documents are seamlessly stored in each employee’s profile for long-term compliance.
The result is a smoother, faster hiring experience for both candidates and internal teams, with the added benefit of real-time data reporting and a complete audit trail.
Overview
Syssero first partnered with Vital through the LEAP (Launch Enhancement Assistance Program) to support their Workday deployment and ensure a strong foundation for go-live. Once live, Vital transitioned into Syssero’s Application Management Services (AMS), where this solution was designed and configured in collaboration with their Syssero consultants, project managers, and account manager.
Within AMS, Syssero modernized Vital’s offer letter process through thoughtful Workday configuration and automation. The process was streamlined from eleven steps to just six, significantly reducing internal email threads and simplifying communication between recruiters and hiring managers. Compensation offer data is now centrally captured within Workday, allowing for actionable reporting and insight into offer acceptance trends based on compensation bands.
Approval workflows were rebuilt directly in Workday, ensuring proper routing with minimal manual oversight. Automated notifications now trigger every 24 hours to prompt approvers with outstanding tasks, keeping the process moving without HR follow-up. Offer letters, relocation agreements, and remote work documents are auto-generated based on inputs from the Compensation Questionnaire and delivered through each candidate’s Workday Candidate Profile. Once signed, documents are automatically stored in the employee’s Workday record, ensuring accurate and compliant documentation. In addition, all related activities are logged for audit purposes within the platform, enhancing transparency and regulatory readiness.
Syssero also supported the rollout with a tailored approach to change management. Rather than formal training—which wasn’t necessary for all leaders in 2025—Vital empowered recruiters to guide managers at their point of first interaction with the process. A detailed Job Aid was developed to support leaders throughout each step, ensuring usability without added training burden.
As hiring volume grows and organizational needs evolve, Vital’s new offer letter workflow—built within Syssero’s AMS support model—is ready to scale. The simplified process can be expanded or refined without disrupting operations, and the recruiter-led change management approach ensures sustainable adoption.
Highlights
- Offer letter process reduced from 11 steps to 6
- Compensation data fully reportable within Workday
- Auto-generated agreements sent through Candidate Profile
- 24-hour approval reminders increase workflow efficiency
- Signed documents stored directly in employee profiles
- Process tracked end-to-end for audit and compliance
Key benefits include:
- A reduced number of process steps, accelerating time-to-offer
- Centralized and reportable compensation data
- Automated workflows that minimize recruiter intervention
- Instant generation and delivery of required documents
- Audit-ready activity tracking built into Workday
- Easy onboarding for hiring leaders, supported by recruiter-led guidance and self-service Job Aids
With Syssero’s configuration and advisory expertise, Vital has laid the foundation for a modern, responsive Workday process that supports both business growth and compliance.