Creating Business Rules for the Offboarding Process

Objective

After completing this lesson, you will be able to define business rules for the offboarding process.

Define a Business Rule for Initiating Offboarding

An organization may not want to initiate the offboarding process for every employee they terminate in SAP SuccessFactors Employee Central. For this reason, you have to define a business rule that will initiate offboarding only when applicable to specific employees leaving the company.

This video explains more about this process.

The steps below provide an outline of the task demonstrated in the Defining a Business Rule for Initiating Offboarding video.

Steps

  1. In the Action Search bar, enter Configure Business Rules.

  2. From the search results, select Configure Business Rules. The Business Rules Admin page opens.

  3. To create a new rule, choose Add (the plus icon). The Configure Business Rules page opens.

  4. Select Onboarding. The list of scenario categories that can be used for creating business rules for Onboarding and Offboarding displays.

  5. Select the Initiate Offboarding Configuration scenario.

  6. Enter a Rule Name, Rule ID, and select a Start date. The Rule ID automatically populates the value entered in the Rule Name, but you can change it if desired.

  7. Choose Continue. The business rule configuration page opens.

  8. Define the business rule.

  9. To save the business rule for initiating the Offboarding process, choose Save.

Result

A business rule for initiating the Offboarding process has been defined.

Create a Business Rule for Initiating the Offboarding Process

Business Example

To ensure a smooth and consistent exit process, the organization aims to automatically initiate the offboarding process whenever an employee is terminated in Employee Central.

Task 1: Configure a Rule Trigger to Initiate the Termination Event for Integrated Services

In this task, you will enable the trigger for the predefined business rule that initiates termination events in integrated services.

Steps

  1. Navigate to Manage Business Configuration.

  2. Select the jobInfo HRIS Element.

  3. Choose Take Action > Make Correction.

  4. Under Trigger Rules, add the following trigger:

    Base ObjectJob Information Model
    Event TypeonPostSave
    RulesEVENT_TERM
    EnabledYes

  5. Select Save. Confirm any messages.

Task 2: Define a Business Rule for Initiating Offboarding

In this task, you will create a business rule that will trigger the offboarding process for all termination events.

Steps

  1. Navigate to Configure Business Rules.

  2. Choose Add (the plus icon).

  3. Expand the Onboarding scenario.

  4. Select the Initiate Offboarding Configuration scenario.

  5. Enter the rule values and choose Continue:

    Rule NameONB_Initiate_Offboarding
    Rule IDONB_Initiate_Offboarding
    Start Date01/01/1900

  6. Define the business rule to evaluate to TRUE when the Job Information.Event Reason.Event is a Termination (26) event.

    example of a rule to initiate offboarding process

  7. Choose Save.

Define a Business Rule for Manager Data Review for Offboarding

When the Offboarding process is initiated, the manager can view and edit some of the offboardee's information, such as their personal, job, and employment information. This task is activated when the business rule ONB2_OFB_ManagerReviewCheck is evaluated to be true, which is enabled automatically when Offboarding is initiated.

If Manager Data Review is not required, change the business rule to false. As a result, the Manager Review step is skipped.

The ONB2_OFB_ManagerReviewCheck business rule is defined to always trigger the Manager Data Review step in the Offboarding process. The steps below show how you can modify it when the Manager Data Review step is not applicable to the organization’s offboarding process.

Steps

  1. In the Action Search bar, enter Configure Business Rules.

  2. From the search results, select Configure Business Rules.

    The Business Rules Admin page opens.

  3. In the Search box, enter ONB2_OFB_ManagerReviewCheck and choose Go. The ONB2_OFB_ManagerReviewCheck business rule appears in the search result.

  4. Under Rule Name, choose ONB2_OFB_ManagerReviewCheck.

  5. To modify the business rule, choose Take Action and select Make Correction.

  6. Define the business rule.

  7. To save the business rule changes, choose Save.

Result

If the business rule is set to true, an email notification is sent to the manager with employee details, such as the termination date, last working day, and the home page link to review the offboarding information of the employee.

The same steps can be followed if you want to define a business rule for an employee so that they can view and edit their information during the offboarding process. Just like the ONB2_OFB_ManagerReviewCheck business rule, this task is activated only when the business rule ONB2_OFB_EmployeeReviewCheck is evaluated to be true, which is enabled by default, but the rule can be modified depending on an organization's requirement.

Configure Business Rules for Data Review Steps

Business Example

The organization to skip the Manager Data Review step. The Employee Data Review step is to be included in the offboarding process. It is critical to their process because of the different benefits they offer employees before they leave the company, especially when an employee is retiring.

In this exercise, you will review the predefined business rules for the two data review steps in the offboarding process.

ExerciseStart Exercise

Steps

  1. In the instance, navigate to the Configure Business Rules using Action Search.

  2. In the Search box, enter ONB2_OFB.

  3. Select Go.

  4. Select the business rule name ONB2_OFB_ManagerReviewCheck.

  5. Verify the two If expressions are configured as follows:

    1. Process.processtype is equal to Offboarding.
    2. Process.targetdate is on or before 01/01/1900.

  6. Go back to the Business Rules Admin page.

  7. Choose the ONB2_OFB_EmployeeReviewCheck business rule.

  8. Verify the If statement is configured as: Process.processtype is equal to Offboarding.

  9. Go back to the Business Rules Admin.

Result

You have verified that the Manager Data Review step will be skipped and the Employee Data Review step will be initiated for all offboardees.

Typically, you modify the ONB2_OFB_ManagerReviewCheck and ONB2_OFB_EmployeeReviewCheck business rules to determine when the data review for both the manager and offboarded employee are included in the offboarding process.

Summary

  • Create a business rule to start the offboarding process. This rule determines which terminated employees automatically enter the offboarding workflow.
  • Modify the business rule for the manager data review step. This determines if managers must review employee information during the process.
  • Modify the business rule for the employee data review step. This controls whether employees must review their personal information before they leave.

Learning

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