Describing the SAP SuccessFactors Onboarding Data Model

Objective

After completing this lesson, you will be able to describe the SAP SuccessFactors Onboarding Data Model.

The Onboarding Data Model

SAP SuccessFactors Employee Central uses most of the existing data models in the SAP SuccessFactors HCM Suite. All these data models can be easily identified mainly because they are XML-based and can be found in Provisioning or Admin Center. 

Unlike these data models, the Onboarding Data Model is not available in Provisioning and is not used in the other SAP SuccessFactors HCM solutions. 

The Onboarding Data Model involves data that will be collected during the Review New Hire Data and Personal Data Collection steps in the onboarding process. Collecting this data is mandatory for an employee’s record in the company. 

The Onboarding process flow is displayed with Review New Hire Data and Personal Data Collection section highlighted.

The Onboarding Data Model is composed of HRIS fields that were already configured for or available in the four data models used by Employee Central.  

To configure the Onboarding Data Model, you must select which HRIS fields from Employee Central will be used in the data collection steps of Onboarding.    

Data Models in SAP SuccessFactors Onboarding

When you configure your Onboarding data model, you must determine which fields will become part of the employee record. These fields are configured as part of the Succession Data Model (SDM), sometimes referred to as the Employee Central or Employee data model. The SDM is the primary data model, which creates the data structure related to employees working for the company. This data model dictates the fields available and is configured in Manage Business Configuration, found in Admin Center. 

The HRIS Fields are displayed on the Employee Central page.

When setting up Onboarding, the HRIS fields selected should be those that will become a permanent part of the employee record. For example, address information and phone number.  

For fields that are only required temporarily for the Onboarding process, you can add custom HRIS elements to the SDM. For example, if a company has an on-site gym, you could configure a field asking if the new hire would like to use the gym. If the employee answers yes, the system can generate and send the new hire a waiver for the gym facilities. 

Data Collection in SAP SuccessFactors Onboarding

During the onboarding process, data that was collected from the candidate during the recruiting process is compared against the information required for the employee record.

In this video, you will learn about what the hiring manager and new hire see when they perform onboarding tasks.

Video Summary

The following is a summary of what happens during the Data Collection step of the onboarding process. 

  • The hiring manager will be tasked to review and correct new hire data if any information is missing or incorrect. 
  • Submitting the data triggers the automated welcome message and onboarding tasks for the new hire, which will appear on the Help Us Learn About You card on the new hire’s homepage. 
  • The new hire is prompted to enter required information for their employee record. 

New Hire Templates

Hire Templates for Onboarding allow you to create a set of data blocks that will be used for data collection. This allows further flexibility in the group/set of data that is collected from a new hire based on these hire templates. 

A hire template is a collection of pages, where each page is a collection of HRIS elements and/or user-defined configuration UIs. The configuration UIs aren’t pre-delivered, and you are required to define them yourself. You can define the order of the objects and even remove some entities that aren't required in the template.

The hire templates can be used:

  • New Hire Data Review
  • Personal Data Collection
  • Access New Hire in the Onboarding Dashboard

The Hire Template on Manage Data page is displayed.

During the onboarding process, business rules are used to ensure that the Onboarding system selects the correct new hire template for each new hire. The rules are assigned in the Onboarding Configuration object in Manage Data.

For details on the configuration, see Configurable New Hire for Onboarding | SAP Help Portal.

The Details page of Hire Template is displayed.

OnInit Business Rules for Data Collection

OnInit rules can be applied to HRIS fields during the data collection steps (Review New Hire Data and Personal Data Collection) in Onboarding to improve the customization ability of Onboarding pages.

OnInit rules are used to set field properties such as required=true or visibility=false based on business conditions. They are generally used in new hire flows in SAP SuccessFactors Employee Central, with the Employee Information model as the base object. They can also be useful in SAP SuccessFactors Onboarding because they can be used to collect new hire data during the onboarding process.

To enable the use of OnInit business rules in Onboarding, navigate to Onboarding General Settings and toggle the switch to On for Allow onInit Rules for Onboarding Pages.

Business Rules of Data Collection Process in Onboarding

Data collection processes in Onboarding are driven by Business Rules that are configured with a predefined logic. However, you can modify these Business Rules to include additional conditions based on business requirements. To configure Business Rules, go to Admin Center→Configure Business Rules.  

The Business Rules Admin page is displayed.

The business rules that drive the data collection processes in Onboarding are: 

Business Rules Driving Data Collection in Onboarding

Business RulesStep in the process
SAP_ONB2_HMReviewCheckThis is applied to the Review New Hire Data step in the onboarding process.  
SAP_ONB2_ECDataCollectionCheck This is applied to the Personal Data Collection step in the onboarding process. It is configured to make Personal Data Collection a part of the onboarding process by default. 
SAP_ONB2_CustomDataCollectionCheck and SAP_ONB2_DataCollectionConfigSelect These business rules are applied to the Additional Onboarding Data Collection step in the onboarding process. They are configured to make Additional Onboarding Data Collection a part of the onboarding process by default. 

Review New Hire Data and Personal Data Collection Steps

New Hire Data Collection

After onboarding is initiated, the hiring manager collects the information, reviews the data, and adds a new hire task.

If the task is created, you can find a Review New Hire Data to-do task on the home page.

The Onboarding process flow is displayed with Review New Hire Data Collection section highlighted.

Business Rule for Review New Hire Data

The New Hire Data task is not always created; it is typically generated only when discrepancies are found in new hire data.

The Review New Hire Data step will appear if one of these conditions is satisfied: 

  • If the data sent from Recruiting has any incorrect data, or if there is no data sent for mandatory fields. In this instance, the manager would need to verify that all required information is available before the new hire reaches the Personal Data Collection step. 
  • If you have configured a custom rule condition for SAP_ONB2_HMReviewCheck rule.

Note

This rule comes preconfigured in Onboarding. 

Personal Data Collection

In the Personal Data Collection step, new hires can do the following: 

  • View the collected data from SAP SuccessFactors Recruiting and the Review New Hire Data step
  • Modify their information
  • Provide additional information
The Onboarding process flow is displayed with Personal Data Collection section highlighted.

The UI for both the Review New Hire Data and Personal Data Collection steps reuses the Add New Employee form from SAP SuccessFactors Employee Central. The configurations that appear on the page are similar to the SAP SuccessFactors Employee Central pages that customers see. 

Business Rule for Personal Data Collection

The Personal Data Collection step will appear for the new hire if you have configured a custom rule condition for SAP_ONB2_ECDataCollectionCheck rule.

Note

This rule comes preconfigured in Onboarding. 

SAP Document AI in Onboarding

In Onboarding, customers can use SAP Document AI, embedded edition, to extract National ID data from an uploaded National ID document and import it into the system during the personal data collection step.

When enabled from the Onboarding General Settings page, SAP Document AI prompts the user to upload a National ID document.

The new hire validates that their information is correct before submitting it. If an extraction error occurs, the new hire can manually enter the correct data before submitting it.

To learn more about SAP Document AI, see What Is SAP Document AI?.

Onboarding Data Model Creation

You can create the Onboarding Data Model in Admin Center→Tools→Manage Business Configuration for the required entities. The Onboarding Data Model can only be created if there are certain properties that need to be modified for onboarding users, such as:

  • Mandatory
  • Visibility
  • Enabled/Disabled

Note

If the Onboarding Data Model is not set up, Onboarding will default to what is set up in SAP SuccessFactors Employee Central. It will not use all the HRIS elements and fields from SAP SuccessFactors Employee Central, but some will be enabled for Onboarding. 

Permissions for the New Hire

Role-based permissions define what set of fields should be available for the new hire to read or edit. Categories in role-based permissions are: 

  • Employee Central Effective Dated Entities
  • Employee Data 

Roles that define SAP SuccessFactors Employee Central field view/edit permissions for the hiring manager may already exist. This role can be updated with certain permissions or used as is. 

The predefined external user role provides the new hire with permissions for all available entities and fields. You can modify this role to provide additional permissions for more fields or revoke existing field permissions. 

Permissions for Delegated Review of Personal Data Collection

Managers and other onboarding participants can edit and review the new hire's personal data collected during the onboarding process. They can review and complete the step from the Onboarding Dashboard.

For the new hires to appear on the Onboarding dashboard, enable the following permissions:

  • Company Info Access → User Search under General User Permission
  • First Name, Last Name, Status, and Location under Employee Data
  • Location and job classification under Employee Central Effective Dated Entities →Job Information.
  • ONB2Process under Onboarding or Offboarding Object Permissions

To view and edit the new hire's personal and additional data, and to access new hire documents, enable the following permission:

  • Access New Hire Data Permission under Manage Onboarding or Offboarding
  • Access Additional Onboarding Data Permission and Complete Data Collection Tasks under Onboarding or Offboarding Permissions
  • View Documents Permission

To view the data collection status on the Dashboard, enable Show Data Collection Status on the Dashboard.

Summary

  • The Onboarding Data Model is not available in Provisioning and is not used in the other SAP SuccessFactors HCM solutions. 
  • To configure the Onboarding Data Model, you must select which HRIS fields from Employee Central will be used in the data collection steps of Onboarding. 
  • The SDM is the primary data model, which creates the data structure related to employees working for the company. This data model dictates the fields available and is configured in Manage Business Configuration, found in Admin Center. 
  • During the onboarding process, business rules are used to ensure that the Onboarding system selects the correct new hire template for each new hire.

Learning

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