Initiating Onboarding

Let’s take a closer look at the onboarding process, starting with how it is initiated.
The onboarding process can be initiated from the following:
• SAP SuccessFactors Recruiting Management
• An external Applicant Tracking System
• Admin Center - Add New Hire to Onboarding
Create New Hire Tasks (Onboarding Programs)

While the new hire is setting up their access to the system, multiple tasks are generated and
assigned to different onboarding participants, such as hiring managers, HR, and the IT
department. These tasks can include the following tasks:

 Assigning a new hire buddy

 Writing a personal welcome message
 Requesting equipment for the new hire
Different sets of tasks, which are referred to as programs, can be assigned to groups of
onboarding participants for each type of new hire.

Personal Data Collection

After the new hires log into SAP SuccessFactors, they can view the home page to check their
outstanding tasks. Business rules configured in the system determine the accessibility of
various tasks listed on cards on the home page of the new hires. These tasks can also be
completed by another user, such as the hiring manager or an HR representative on behalf of
a new hire, but they will need the necessary permission for this action.

Additional Onboarding Data Collection

After the personal data collection process is complete, the application checks for additional
data requirements from Onboarding Metadata Framework (MDF) custom objects. Based on
the evaluation of configured business rules, additional tasks can be assigned to new hires to
collect additional data. This can be anything a company may want to capture, depending on
the needs for the role of the new hire. Some examples can include company uniforms or
parking spaces.

Compliance Tasks/Forms

Compliance forms are only generated if they are enabled in the system. Different users will
be required to complete them depending on their role in the compliance process. The
system currently supports the following five countries that require compliance forms: the
United Kingdom, Australia, Canada, New Zealand, and the United States of America.

Document Flow

At this stage, all new hire documentation should be gathered. Some may require the new
hire's signature. These documents will be sent to SAP SuccessFactors eSignature or
DocuSign. New hires are notified of any documents that require a signature during the
Document Flow step in the process.

You can track the status of the signed document from the Onboarding dashboard. An
assigned Onboarding participant can send a reminder (nudge) to a new hire to sign the
document.

When new hires finish signing all the relevant documents, the hire status is updated
accordingly, and the new hires are placed in the Manage Pending Hires area in SAP
SuccessFactors Employee Central or be sent to any other HRIS.

Configurable Due Date for New Hire Tasks Completion

By default, the due date for the completion of new hire tasks is the Start Date of the new
hire. If you want to assign a different due date, this can be configured using the generic
object Onboarding Configuration in Manage Data. The configuration is based on the
number of days before the start date of the new hire.
Data Purge

The following three Data Retention Time Management (DRTM) purge types apply to
Onboarding:

 DRTM Onboarding Purge removes all onboarding data

 DRTM Audit Data Purge removes all audit logs used to generate personal data audit
reports, which includes new hire (external onboarding users) data
 DRTM Master Data Purge removes all inactive users and their data across the SAP
SuccessFactors HCM Suite

Objects That Are Included Under the DRTM Onboarding Purge

Under the DRTM Onboarding Purge, the following objects are also purged:

 Data Collection Extensions or MDF custom objects: All the user information collected
as part of the Additional Onboarding Data Collection and its notifications.
 Documents: All the documents of users, including compliance forms.
 Process and User Data: All user-specific data, such as employee data, MDF data,
Business Process Engine (BPE) data, and email notifications.
 Tasks and Activities: New hire activities data and specific email notifications.

DRTM Onboarding Purge

In SAP SuccessFactors Onboarding, you can also purge data captured during the onboarding
process using the DRTM Onboarding Purge option. This can be for the following users:

 Internal users – those who have been converted to employees in the HRIS
  External users – those who have not yet been converted to employees in the HRIS
To do this, you need to create a purge request in Admin → Data Retention
Management → DRTM Onboarding Purge.

How to Enable Key Features Essential for SAP

SuccessFactors Onboarding
Steps

1. Enable the Business Process Engine and BPE in UI. Role-based permissions are
necessary to access the tools in Admin Center.
2. Enable Employee Central V2, even if the customer does not have an Employee
Central license. The same elements and fields of employee profiles in Employee
Central are used to build new hire, internal hire, and offboardee profiles.
Enabling Employee Central V2 also enables multiple features that are necessary for
the core function of Employee Central and onboarding.
3. Enable Intelligent Services using the Upgrade Center in Admin Center rather than in
Provisioning. Intelligent Services simplifies the user experience by integrating
multiple features and modules within SAP SuccessFactors HCM Suite or external
applications.

Enable SAP SuccessFactors Onboarding

Once all key features have been enabled and set up, SAP SuccessFactors Onboarding can be
enabled in Provisioning. As part of Onboarding enablement, some configuration settings
come predefined. These default settings are important aspects for the implementation of
the product.

Steps

1. Log in to Provisioning.
2. Under List of Companies, select your company.
3. Choose Company Settings.
4. Select Onboarding (including Internal Hire Process).

Once you have completed these steps, Onboarding is enabled in your system. The
following rules are added to the system by default:

Predefined Business Rules

Rule Description
This business rule controls whether or not
SAP_ONB2_CustomDataCollectionCheck the Additional Data Collection Step is
included in the onboarding process.
 Rule Description
This business rule controls which Custom
SAP_ONB2_DataCollectionConfigSelect MDF Objects show during the Additional
Data Collection Step.
This business rule controls whether or not
SAP_ONB2_ECDataCollectionCheck the Personal Data Collection Step is
included in the onboarding process.
This business rule controls when pre-day
SAP_ONB2_PreDay1AccessCheck
1 access is given to a new hire.
This business rule controls whether or not
SAP_ONB2_HMReviewCheck the Review New Hire Data Step is
included in the onboarding process.
This business rule controls when internal
hire process is initiated/triggered. This
SAP_ONB2_InternalHire_Configuration
essentially identifies a candidate to be an
internal hire and not a new hire.
This business rule is used to identify the
number of days from the Start Date until
SAP_ONB2_ProcessClosurePeriodConfig
the onboarding process is closed and
archived.
The rules are associated with corresponding rule scenarios, which are also added to
the system by default.

When Onboarding is enabled, the following permission roles are added to the
system by default:

 OnboardingBpeAdmin: You can assign this role to a new group or an existing

BPE Service User group. This role has permissions for updating Onboarding
process flows in the Business Process Engine.
 OnboardingExternalUser: You can assign this role to new hires.
When Onboarding is enabled, the following permission groups are added to the
system by default:

 OnboardingBPEServiceUser
 SAP_ONB2_ErrorFlowAdmins (Dynamic Group)
 SAP_ONB2_RehireCoordinator (Dynamic Group)

5. Validate that the following modules and features are enabled. If any of these are not
enabled, select them from the list:
 Enable Attachment Manager
 Enable Generic Objects
 Employee Central V2
 Effective Dated Data Platform
  Enable Dependents Management
 Enable Business Configuration in Admin Tools
 People Profile
 Enable Document Generation
 Enable Business Process Engine
 Enable BPE in UI
 Enable Intelligent Services
 Enable Intelligent Services Center
 Enable Document Management Service
 Enable DocuSign Adaptor
 Onboarding (including Internal Hire Process)

How to Enable Features for Document Management

There are four document management features in Onboarding. The first three features are
mandatory and must be enabled and set up properly for documents to be used in
Onboarding. These are:

 Document Generation
 Document Management Service
 Print Forms Generation

The fourth feature is the e-Signature function. This feature is configurable because two e-
Signature solutions are available. One of these solutions requires a separate customer
subscription and must be enabled in Provisioning.

Steps

1. Select Enable Document Generation in order to allow generation of documents

during the onboarding and offboarding processes.
2. Select Enable Document Management Service in order to provide storage for
generated documents in onboarding and offboarding processes. Once enabled,
select a storage vendor in Admin Center.
3. Enable Print Forms Generation by entering a URL, User ID, and select Enable Print
Forms Generation.