Creating Processes Using Process Variant Manager

Objective

After completing this lesson, you will be able to create custom processes using Process Variant Manager.

Process Variant Manager

The Process Variant Manager tool provides flexibility to modify the standard onboarding and offboarding processes. For example, this tool enables you to modify an existing process so that it aligns with organizational business processes and requirements.

In this video, you will learn how Process Variant Manager makes it simple to customize multiple onboarding and offboarding processes.

Video Summary

The Process Variant Manager tool allows you to customize steps in an Onboarding process. Steps can be removed or rearranged depending on the organization’s requirements. For example, an organization might want to:

Remove the Review New Hire Data step because all necessary data was collected during the recruiting process
Remove the Compliance Forms step because the compliance forms can be created using the Document Flow step
Move the Create New Hire Tasks step so that it is triggered after initiating onboarding
Add a Final Review step that allows an HR representative to do a final check or review of what a new hire completed in the Personal Data Collection Step and request a correction before completing the onboarding process

There are many possible variations of changes that can be made in the Process Variant Manager tool to help meet your customers’ needs.

Extension Points

You can also enable extension points to facilitate the completion of necessary onboarding tasks that are beyond the standard SAP SuccessFactors Onboarding tasks. This allows the addition of various Third-party background tasks to the Onboarding process.

Once the extension point is enabled in any of these blocks, all sequential tasks are paused and remain inaccessible until the background task is completed.

You can create custom process extensions for the Process Variant Manager page. The feature automates processes, improving scalability and consistency across SAP applications, making it perfect for creating custom solutions tailored to specific business needs.

There are a variety of requirements that must be met before you can create extensions from the Process Variant Manager. For more information, see Enabling Extension Wizard in Process Variant | SAP Help Portal.

Final Review Step

Once the new hire completes the personal data collection step, a responsible user can review, edit, or request a correction to the data from the new hire. Request Correction reopens the Personal Data Collection step so that the new hire can make the required changes without having to restart the onboarding process.

The Final Review step is not part of the standard Onboarding Process.

To use the Final Review step in Onboarding, you must:

Include the Final Review step in a Process Variant.
Add the Final Review Data Correction Message Template to the active e-mail template list.
Configure the Assign a Responsible Group for Data Review business rule scenario and ensure the rule evaluates to true.
Set the value of the field Rule for Onboarding Task Participant Configuration in the Onboarding Configuration in Manage Data.

The screenshot shows an example of a business rule to assign the Final Review to a responsible group.

For more details, see Performing the Final Review | SAP Help Portal.

Create and Define a Customized Onboarding Process for New Hires using Process Variant Manager

Business Example

An organization wants a different onboarding process for its new hires based in the United States. Because there are no compliance forms or documents for the US in the SAP SuccessFactors Onboarding system, the organization would like to skip this step in the process and focus on using custom documents. It also wants to skip the Review New Hire Data step because it captured everything for that step from its recruiting system during the hiring process.

This exercise will show you how to create a new process variant.

ExerciseStart Exercise

Steps

Navigate to Process Variant Manager using Action Search.
To create a new process variant, choose + Process Variant.
In the ID field, enter USONB.
Select Process Type as Onboarding.
In the Process Variant Name field, enter US Onboarding Process.
Select Save and OK.
In the Process Variant column, select the newly created Italy Onboarding Process.
Define the process based on the image that appears below, US Onboarding Process. Begin by selecting the Start box and add each succeeding step in the process. (This image below shows the Personal Data Collection and step occurring immediately after the onboarding process is initiated, followed by the Primary New Hire Tasks and Document Flow steps. Continue with the rest of the process steps).
Note
You can add primary and secondary new hire tasks. Also, you can configure custom tasks with the Primary New Hire Tasks step and the Secondary New Hire Tasks step in your Process Variant Manager. These tasks can run in parallel (and do not block) with existing steps like New Hire Data Review, Personal Data Collection, Additional Data Collection, Compliance, and Document Flow (e-Signature).
You can also define and collect signatures as required tasks. The Document Flow for New Hire Tasks (e-Signature) step can be added to either the Primary or Secondary New Hire Tasks steps to gather the necessary signatures for the defined tasks.
To save the defined process flow, choose Save and Validate. You will receive a pop-up message for the successful creation of the process flow with some notes. Choose OK.
To start using the new process variant, select Activate. On the confirmation message, choose OK.
If you need to delete a step, you first need to delete the steps that come after it, then add back the steps you want to keep.
Return to the Process Variant Manager.

Summary

The Process Variant Manager tool provides flexibility to modify the standard onboarding and offboarding processes.
Request Correction reopens the Personal Data Collection step so that the new hire can make the required changes without having to restart the onboarding process.

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