Onboarding – Leading Practices

SAP SuccessFactors process library

SAP
November, 2023
Public
Overview: Onboarding

Consider onboarding as a seamless part of the end-to-end experience

Build Foundations Through Onboarding
▪ Measuring & Enhancing Employee Experience pro-actively
Initiating Onboarding Post Contract
Paper-Free Digital Onboarding
Self-Service Empowerment in Onboarding
▪ Onboarding is manager’s responsibility
▪ Onboarding Buddy Assignments
▪ Use mobile onboarding
Personalized Onboarding Experiences
Compliance in Onboarding process.
▪ Manage legal and compliance documentation with onboarding
Positive Exit Experiences
Digital Offboarding without Paper
Feedback Collection for Continuous Offboarding Improvement
▪ Formalize Offboarding for Terminations

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Consider onboarding as a seamless part of the end-to-end experience

To enhance the work experience, it's crucial to implement an all-inclusive onboarding procedure.
This starts from the moment recruitment concludes and continues until the new recruit is fully integrated and productive in their new role.
Streamline the process by integrating Onboarding with the Employee Central's hiring and separation procedures. This will boost efficiency, elevate
quality, and alleviate administrative burdens.
Furthermore, integrating Onboarding with Learning Management aids in continued employee education beyond their initial day. Also, incorporating
Onboarding with Goal Management facilitates agreement and accomplishment of distinct onboarding goals throughout the induction period.
Lastly, integrating Onboarding with Human Experience Management aids in optimizing the onboarding experience.
Benefits Risks
▪ Elevates employee involvement, fostering a more productive and engaged ▪ Data loss / data quality issues.
workforce.
▪ Increased manager effort and lower completion rate / speed for onboarding
▪ Simplifies the role of managers in the onboarding process, freeing up their activities.
time for other tasks.
▪ Enhances the efficiency, quality, and reduction of administrative work through
integrating onboarding with Employee Central hiring and separation
processes.
▪ Promotes continuous learning by integrating onboarding with Learning
Management, supporting employees beyond their first day.
▪ Facilitates the setting and attainment of specific onboarding goals by
integrating onboarding with Goal Management.
▪ Improves the overall onboarding experience through integration with Human
Experience Management, ensuring a smooth transition for new hires.

ID: ONB_01_L1
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Build Foundations Through Onboarding

The onboarding process should be an extension of the recruitment journey, reinforcing a new hire's decision to join the company and effectively transitioning them from candidate to
employee.
It is crucial to ensure the onboarding process is unhindered by unnecessary complexities, providing straightforward access to necessary tasks and information.
Consider different phases, e.g. before day 1, day 1, after day 1. All phases should support three goals:
(1) Tasks to be completed by the onboardee (administrative and role-related),
(2) Tasks to be completed for the onboardee,
(3) Social/cultural welcome of the onboardee into the new work ecosystem.
The onboarding experience should also highlight the company's commitment to employee development, showcasing available opport unities and the overall developmental culture.
Furthermore, include topics beyond HR processes in the onboarding experience, such as introduction to social activities, and company benefits like club memberships or commercial
discounts, enhancing their assimilation into the company's ecosystem.
Benefits Risks
▪ Enhances employee engagement by providing a positive onboarding ▪ Employee's productivity curve is likely to increase slower.
experience, fostering a sense of belonging from day one. ▪ Increased manager effort and lower completion rate / speed for onboarding
▪ Strengthens employer brand, emphasizing the company's commitment to the activities.
employee's development and well-being.
▪ Facilitates a smooth transition from candidate to employee, reducing any
potential stress or confusion associated with role transition.
▪ Incorporates non-work-related aspects into the onboarding experience,
promoting work-life balance and showcasing company benefits.
▪ Adapts to different phases of onboarding, ensuring a comprehensive and
well-rounded integration into the new work ecosystem.
▪ Reinforces the company's developmental culture, highlighting opportunities
for personal and professional growth.

ID: ONB_02_L1
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Measuring & Enhancing Employee Experience pro-actively

As an HR professional, it is your responsibility to proactively measure and manage the employee experience during onboarding and
offboarding processes. Utilize integrated Human Experience surveys, such as Qualtrics HXM, to gauge the onboarding experience, track
progress, and identify areas for improvement. These survey results should be used immediately to manage the onboarding and offboarding
processes, and to make structural process improvements.
Ensure that Human Experience management surveys are conducted at least 30, 60, and 90 days after an employee's first working day. Also,
these surveys should be aligned and conducted in advance of the expiration of the probation period and before the finalization of employee
offboarding. Please note, automated employee offboarding surveys do not include involuntary termination processes.

Benefits Risks
▪ Enhances employee engagement by effectively measuring and managing ▪ N/A
their experiences during onboarding and offboarding.
▪ Enables continuous process improvement by utilizing integrated Human
Experience surveys to track onboarding progress and identify areas of
enhancement.
▪ Facilitates prompt intervention and management of on- and offboarding
processes based on real-time survey results.
▪ Promotes retention and satisfaction by conducting regular check-in surveys
post-hire, prior to probation period expiration, and upon offboarding
finalization.
▪ Excludes involuntary termination processes from automated surveys,
ensuring sensitivity and appropriateness in handling such situations.
▪ Ensures comprehensive understanding of employee journey from start to
finish, leading to informed HR decisions.
ID: ONB_02_L2_01
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Initiating Onboarding Post Contract

Initiate the onboarding process post the signing of the employment contract. Activities unrelated to the contract, such as pre-hire verification,
should be discretionary for the new hire. System access prior to their first day should be confined to onboarding experiences, avoiding
premature system entries solely for network access purposes. Align the duration of the onboarding process with the new hire's acclimatization
needs.

Benefits Risks
▪ Ensures all necessary onboarding information is received by new hires in a ▪ Risk of compliance / security issues increase.
timely manner.
▪ Streamlines the onboarding process by making pre-hire verification activities
optional.
▪ Facilitates smoother integration of new hires by providing system access
during, not before, the onboarding process.
▪ Prevents unnecesssary system access, improving security and adhering to
company policies.
▪ Tailors the length of the onboarding process to fit the needs of each
individual, enhancing their learning experience.

ID: ONB_03_L1
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Paper-Free Digital Onboarding

Leverage digital solutions to transform your onboarding process into a seamless, paper-free experience. Implement a comprehensive task
management system to guarantee all onboarding activities are meticulously completed and accurately documented. This not only streamlines
your workflow but also ensures rigorous compliance with regulatory standards. By digitizing, you can enhance efficiency, maintain meticulous
records, and improve overall new hire experience.

Benefits Risks
▪ Improved data quality leads to more accurate reporting and decision-making. ▪ Data loss / data quality issues.
▪ A digitized onboarding process eliminates paper waste and streamlines ▪ Risk of delays to some process steps due to time to complete a non digitized
workflows. step.
▪ Increased process transparency provides clarity on task statuses and
responsibilities.
▪ Speedier processes enable quicker onboarding, thereby reducing time-to-
productivity for new hires.
▪ Recording task completion ensures accountability and compliance.

ID: ONB_04_L1
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Self-Service Empowerment in Onboarding

Implement self-service onboarding tools for new hires, managers, and other stakeholders involved in the process, such as Human Resources,
Information Technology, and Facility Management. The hiring manager should spearhead the onboarding process, utilizing the tools provided.
Meanwhile, the HR department should provide robust support, monitoring, and governance to ensure adherence to organizational policies and
guidelines. This approach enhances efficiency, compliance, and a seamless integration of new hires into their roles and the company at large.

Benefits Risks
▪ Enhances involvement of all individuals participating in onboarding process. ▪ Increased manager effort and lower completion rate / speed for onboarding
activities and non-HR processes related to onboarding.
▪ Integrates HR procedures with non-HR operations, fostering seamless
collaboration.
▪ Empowers hiring managers through ownership of the onboarding process,
instilling a sense of responsibility.
▪ Strengthens adherence to HR guidelines, promoting a structured and
compliant onboarding experience.
▪ Optimizes utilization of resources, including HR, IT, and facility management,
through self-service capabilities.
▪ Boosts efficiency of onboarding process, reducing time and effort involved.

ID: ONB_05_L1
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Onboarding is manager’s responsibility

The hiring manager holds key responsibility for new employee onboarding, requiring an initial investment of time and effort to promote long-
term success. It is recommended to adopt a structured onboarding process, enhanced by technology, to guarantee a high-quality and uniform
onboarding journey across the organization. The success of the onboarding process should be regularly evaluated throughout the complete
employee integration cycle. If managers are unable to manage onboarding tasks themselves, it is essential that these responsibilities are
delegated appropriately.

Benefits Risks
▪ Ensures a uniform and high-quality onboarding process across the ▪ N/A
organization, reducing discrepancies.
▪ Promotes long-term success through initial investment in new hires, fostering
a culture of growth and development.
▪ Allows for efficiency in onboarding process through the use of technology,
freeing up valuable time for other tasks.
▪ Enables the measurement of onboarding success, providing actionable
insights for process improvement.
▪ Allows for effective delegation of onboarding responsibilities when necessary,
ensuring continuity and no compromise on quality.
▪ Creates a supportive environment for new hires, contributing to improved
employee satisfaction and retention.

ID: ONB_05_L2_01
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Onboarding Buddy Assignments

In our SAP SuccessFactors framework, each new employee is assigned an 'Onboarding Buddy' by the hiring manager. This dedicated
individual assists the new hire with any queries or challenges they may face prior to, during, and post their initial workday. The hiring manager
and the Onboarding Buddy collaboratively decide the onboarding support activities and their desired outcomes. The Onboarding Buddy follows
a well-defined and structured set of activities during the onboarding period to ensure the new hire transitions smoothly into their role. We
recommend that our Onboarding Buddies allocate sufficient time to effectively facilitate this important process.

Benefits Risks
▪ Enhances new employee experience by providing a dedicated point of ▪ N/A
contact for support and guidance.
▪ Fosters strong collaborative relationships between hiring manager,
onboarding buddy and the new employee, promoting team cohesion.
▪ Enables clear communication and agreement on activities and outcomes,
ensuring clarity and consistency in the onboarding process.
▪ Provides structured, organized support for the new employee via the
onboarding buddy, facilitating seamless integration.
▪ Ensures the onboarding buddy has adequate time to effectively support the
new employee, improving the quality of the onboarding experience.

ID: ONB_05_L2_02
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Use mobile onboarding

New employees can utilize a mobile browser for a seamless onboarding experience with SAP SuccessFactors. This includes access to contact
information for their manager and assigned buddy, scheduling for first week meetings, a countdown to their first day, and a link to their
personal employee profile. Additionally, this platform provides an office location feature for easy navigation. For hiring managers, the mobile
browser also serves as an efficient tool to create, customize, and manage onboarding tasks delegated to new hires. This ensures a smooth
transition and integration into the workforce.

Benefits Risks
▪ Enhanced accessibility: Onboardees can access all necessary onboarding ▪ N/A
information including manager contact info, meeting schedule, and office
location via a mobile browser, ensuring a smooth transition process.
▪ Streamlined onboarding: Hiring managers can manage onboarding tasks
efficiently through the mobile browser, reducing the need for manual, time-
consuming processes.
▪ Personalization: Managers can tailor and personalize the onboarding
experience for each new hire, fostering engagement and job satisfaction.
▪ Quick updates: Real-time updates on the countdown to day one and first
week meetings assist in setting expectations for new hires.
▪ Easy profile access: The provision of a link to the employee profile facilitates
quick access to necessary personal details.

ID: ONB_05_L2_03
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Personalized Onboarding Experiences

Onboarding objectives and assignments should be intricately linked to the new hire's upcoming role and work environment. Ensure that every
employee, regardless of their position, receives a comprehensive onboarding experience. Extend this experience to accommodate significant
employee changes, such as internal transitions to new departments or locations (cross-boarding), or return from extended absences, like
parental leave or long-term illness. It's crucial to consider that onboarding may vary in duration and content, tailored to the role or specific job-
related circumstances.

Benefits Risks
▪ Enhances employee engagement by making them feel valued and involved ▪ Employee's productivity curve is likely to increase slower.
from the start. ▪ Employer brand may be negatively affected.
▪ Strengthens the employer brand as an organization that invests in its
employees' success and development.
▪ Shortens the time to productivity by providing role-specific and environment-
specific onboarding.
▪ Increases agility and adaptability by offering onboarding for significant internal
changes such as departmental moves or returns from long leave.
▪ Allows for customizable onboarding experiences that cater to different roles
and work-related conditions.
▪ Promotes an all-inclusive approach, providing onboarding for every new
recruit, ensuring a well-rounded initiation process.

ID: ONB_06_L1
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Compliance in Onboarding process.

Ensure adherence to legal, regulatory, compliance, security, and business ethics guidelines during the onboarding process. This includes
accurately completing government forms such as I9 and W4. It's important to foster ethical and compliant behavior from the outset. One way to
achieve this is by leveraging the learning process to assign mandatory training sessions to the new hire. This proactive step aids in
establishing a compliant and ethical workplace culture from day one.

Benefits Risks
▪ Enhances adherence to legal and regulatory requirements through in-built ▪ Security and compliance risks increase.
technology, reducing risk of non-compliance.
▪ Optimizes security in the onboarding process, safeguarding sensitive
employee data.
▪ Promotes business ethics and compliant behavior through mandatory training
sessions for new hires.
▪ Improves efficiency in onboarding by automating government form
completion, such as I9 and W4.
▪ Fosters a culture of compliance from day one, lending to a more harmonious
and rule-abiding workforce.

ID: ONB_07_L1
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Manage legal and compliance documentation with onboarding

Ensure structured capture of legal and compliance documents through a pre-established onboarding process using SAP SuccessFactors.
Utilize the platform's inherent e-Signature feature for efficient management of signatures and consents. Seamlessly integrate with a Document
Management solution for automatic handling of employee document storage, access, and retention. Convert all paper-based documents into
digital format for incorporation into the electronic employee file. Strictly adhere to local legal mandates concerning employee documentation
and data management to ensure full compliance.

Benefits Risks
▪ Enhances the consistency and efficiency of onboarding by capturing legal and ▪ N/A
compliance documents in an organized manner.
▪ Facilitates a paperless environment by digitizing all employee documentation,
aiding in easy access and management.
▪ Provides a secure platform for managing signatures and consent via
SuccessFactors’ native e-Signature solution.
▪ Simplifies document management by integrating with an automated system,
improving storage, access, and retention of employee documentation.
▪ Promotes compliance with local legal requirements related to employee
documentation and data management.

ID: ONB_07_L2_01
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Positive Exit Experiences

Enhance the effectiveness of your offboarding program by strategically aligning it with your employer branding initiatives. Utilize this process
as a platform for refining perceptions, mitigating brand damage from regrettable departures, and creating a positive environment for potential
re-hire opportunities. Furthermore, consider implementing alumni programs. These initiatives foster ongoing relationships with former
employees, which can contribute to a positive company reputation, a strong talent pipeline, and potential future collaborations.

Benefits Risks
▪ Enhances reputation and attractiveness of the company, bolstering the ▪ Employer brand / image can be negatively affected.
employer brand. ▪ Talent pool from alumni is under-utilized.
▪ Positively influences Net Promoter Score (NPS), reflecting improved ▪ Missed opportunities to improve Talent management & HR practices in general.
stakeholder satisfaction.
▪ Augments the quality and quantity of talent pools, facilitating more effective
recruitment.
▪ Reduces regrettable employee departures by rectifying misconceptions about
the company.
▪ Prepares ground for potential re-hire opportunities, fostering a culture of
loyalty and return.
▪ Institutes robust alumni programs, ensuring continued engagement with
former employees.

ID: ONB_08_L1
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Digital Offboarding without Paper

Implement a paperless approach by digitizing the offboarding process in SAP SuccessFactors. This practice will streamline operations, reduce
manual errors and promote environmental sustainability. It is essential to ensure that all offboarding tasks are diligently completed and their
completion aptly recorded. This will facilitate seamless transitions, maintain up-to-date records and uphold compliance with organizational
protocols. Digital offboarding helps enhance data security, improve process efficiency and offer a better employee experience during their exit.

Benefits Risks
▪ Enhances data quality by reducing manual errors. ▪ Data loss / data quality issues.
▪ Fosters process transparency, allowing for easy tracking and accountability. ▪ Risk of delays to some process steps due to time to complete a non digitized
step.
▪ Accelerates process speed by eliminating time-consuming paper-based
tasks. ▪ Potential costs associated to failure to complete associated processes prior to
last working day.
▪ Ensures comprehensive completion of all offboarding tasks.
▪ Creates a verifiable record of task completion, aiding future audits or reviews.
▪ Promotes a green, environmentally-friendly workplace by reducing paper
waste.

ID: ONB_09_L1
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Feedback Collection for Continuous Offboarding Improvement

Enhance your organization's human experience by consistently gathering feedback during the offboarding process. View offboarding not
merely as a formal procedure but as a vital source of learning for your organization. This feedback can provide critical insights into how
efficiently the employee life cycle management is being executed. It provides an opportunity to identify areas of improvement and to make
necessary amendments, thereby fostering a positive work environment and promoting employee satisfaction.

Benefits Risks
▪ Enhances HR strategy and operations by integrating structured feedback ▪ Missed opportunities to improve Talent management & HR practices in general.
collection.
▪ Facilitates continuous improvement of employee experience through regular
feedback during offboarding.
▪ Views offboarding as an opportunity for organizational learning about
employee lifecycle management.
▪ Gathers insights from outgoing employees to identify areas of improvement in
HR practices.
▪ Enables proactive adjustment of HR strategies based on feedback, leading to
more effective future operations.
▪ Strengthens the knowledge base about employee experiences, fostering a
better work environment.

ID: ONB_10_L1
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Formalize Offboarding for Terminations

The process of an employee departure, or termination, is streamlined through a formal, structured offboarding procedure, facilitated by HR
technology. This technology helps organize, direct, and assist all offboarding tasks and actions, which vary based on the nature of the
employee's termination. To enhance efficiency and lessen the workload, Employee Offboarding is integrated with the Employee Central
termination action. Moreover, it incorporates a Human Experience Management (HXM) exit interview survey, conducted via Qualtrics, to gain
insights into the reasons for departure and potential areas for enhancement in our organization.

Benefits Risks
▪ Streamlined offboarding procedures, utilizing HR technology, offer a ▪ N/A
structured and efficient approach to employee leaving processes.
▪ The integration of Employee Offboarding with Employee Central termination
action significantly reduces the workload.
▪ By incorporating an HXM (Qualtrics) exit interview survey, the process
provides valuable insights into the reasons for employee departures and
identifies areas for improvement.
▪ This structured approach ensures a comprehensive and consistent handling
of offboarding tasks, reducing the risk of overlooked actions.
▪ The flexibility to adjust the offboarding activities based on the type of
termination ensures relevance and efficiency.

ID: ONB_10_L2_01
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Thank you.
Contact information:

HXM Innovation and Transformation

saphit@sap.com

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