Enabling the Alumni Experience

Objective

After completing this lesson, you will be able to enable the Alumni Experience.

Overview of the Alumni Experience

The Alumni Experience gives former employees access to their personal and payroll information after their employment ends. Providing alumni access also reduces inquiries to Human Resources and support staff.

When employment ends, former employees who meet the criteria assigned to the alumni role receive an email notification to activate their alumni account.

When activated, alumni users have access to view and update their personal information, including:

Personal Information
Biographical Information
Addresses
Contact Information
Emergency Contacts
Dependents
Payment Information

Alumni can view and download records, depending on the configuration:

Out-of-the-box Employee Self-Service (ESS) forms
Pay statements
Payroll and tax-related documents

Alumni user can access their home page, open offboarding tasks, and custom tasks. Alumni users can access their latest People Profile, Spotlight, and Full Profile.

When alumni access is configured to terminate after a set amount of time, the alumni will receive an email notification one week before their access expires. The message prompts the alumni to download any important documents or resources before their access expires.

Alumni users who are hired during their active alumni access period are converted to the Onboarding User role when the rehire process is through Onboarding. If Onboarding is canceled, the user reverts to the Alumni user role until the alumni access expiration date. If Alumni Access is revoked or expires, the user reverts to a terminated user role and can no longer access the system.

The Alumni Experience for Managers

Human Resources (HR) managers can view the names and e-mail addresses of alumni users in Global Search results.

When searching for rehire candidates, alumni users appear in the Profile Match Verification results. Alumni users are identified by the Alumni Access Enabled indicator in the Hiring Eligibility section.

Alumni users appear in the Offboarding Dashboard. Alumni users are identifiable by an Alumni indicator in their Profile Preview and Full Profile of the latest People Profile. This indicator isn't displayed on the legacy People Profile.

Alumni Experience for Administrators

When the feature is enabled, the Alumni External User role becomes available in the system and can be selected in drop-down menus. Administrators can configure when access begins and for which employees leaving the company.

Note

The Alumni User External role is not supported in SAP SuccessFactors Employee Central workflows.

There are two alumni events In the Business Accelerator Hub. The Initiation event and the Revoke event. The Initiate event triggers the Initiate Access Message from Identity Authentication Service. The Revoke event triggers the Alumni Access Expiring email notification.

Prerequisites for Enablement of Alumni Experience

First, the prerequisites must be met. You should ensure the following:

Enable Offboarding and ensure that the Employee Data Review Step is configured in your Offboarding process variant.
Employee Central is enabled.
Identity Authentication services is enabled using System for Cross-domain Identity Management (SCIM) 2.0 Rest API.
Identity Provisioning services is enabled.
The Latest People Profile is enabled from Company System and Logo Settings.
Employee Central Payroll is enabled for organizations providing access to pay slips.
The show inactive user in people search setting is enabled from Admin Center > Company System and Logo Settings.
Employees need to have Personal Email in the Employee profile.

The Enable Alumni Access switch is highlighted.

Enable the Alumni Experience Feature

To enable the Alumni Access feature (after meeting the prerequisites):

Steps

Navigate to Onboarding General Settings→Alumni Access Settings.
Select the Enable Alumni Access switch.
Verify the Alumni External User role is created and User Type Alumni is added and available in Manage Permission Roles.
If necessary, adjust the Alumni External User Permissionsas required. You can review the permission descriptions here: Role-Based Permissions for Former Employees as Alumni Users | SAP Help Portal

Result

You have enabled the Alumni Access feature.

Employee to Alumni Conversion

A business rule must be created that will check if former employees are eligible for Alumni Access. This business rule will identify which former employees can access the alumni experience after they leave the company.

The process to convert employees into alumni when they are terminated is initiated from Employee Central. To initiate the process, you must set a rule for a termination date that triggers the process. You can apply the rule based on any of the parameters available in the Employment Details entity.

The Initiate Alumni Process screen is displayed.

Configure a Business Rule to Initiate Alumni Process

You need to configure a business rule to initiate the Alumni Process. In this case, we will consider all employees eligible to be converted to alumni.

Steps

Navigate to Configure Business Rules.
Select Create New Rule.
Select Initiate Alumni Process Scenario from the Onboarding section.
Enter the Rule Name, Rule ID, and select a Start Date.
Define the business rule as per your requirements. You create a rule that when the IF statement evaluates to true, then the Alumni Process is initiated. You do not need to specify an action.
Select Save.

Result

You have configured a business rule to initiate the Alumi Process.

End Date for Alumni Access

The default period for allowing former employees alumni access to use the system is 365 days To adjust the duration, you need to configure a business rule with a specified end date.

Note

It is best practice to configure a single rule to determine the end date for alumni access. If your configuration requires multiple scenarios, use the IF criteria to define the conditions for each scenario.

The Set End Date for Alumni User Access screen is displayed.

Configure Business Rule to Determine End Date for Alumni Access

In this case, you will configure a business rule to determine the end date of alumni access for all employees, which is 90 days.

Steps

Navigate to Configure Business Rules.
Select Create New Rule.
Select Set End Date for Alumni User Access Scenario from the Onboarding section.
Enter the Rule Name, Rule ID, and select a Start Date.
Define the business rule as per your requirement.
1. Configure the IF statement to evaluate to true for the employees that you want to override the default 365 day access.
2. Configure the Then to Set > Alumni Experience End Date.Alumni Access Period in Days > Equal to > Days.
Select Save.

Result

A business rule to determine the end date of alumni access for all employees, which is 90 days, has been configured.

Required Jobs in Provisioning

There are two jobs in Provisioning that must be configured to Support the Alumni Experience.

Note

Reminder: Customers do not have access to Provisioning and will need the support of an SAP SuccessFactors consultant or SAP support staff to assist with scheduling these jobs in Provisioning.

Alumni Role Conversion Job sets departing employees who meet the criteria to access resources in the alumni portal. To ensure a smooth transition from employee to alumni status, configure the job to change the employee's role two days after their employment ends. The job should run daily.

Configure the Alumni Process Close in Provisioning to convert an alumni user to a terminated user when the defined access period ends. When the defined time period is over, alumni user access to the alumni portal is terminated. To provide a smooth transition from alumni user to terminated user, configure the job to convert the alumni role to the external user role on the day their alumni role expires.

Alumni Jobs as they appear in Provisioning are displayed.

Enable Jobs in Provisioning

You will enable the two required jobs in Provisioning that are required for the Alumni Experience.

Steps

Navigate to Provisioning.
Select your company.
Navigate to Manage Scheduled Jobs.
Choose Create New Job.
Select job type Onb2ConvertTerminatedEmployeeToAlumniJob and enter remaining necessary information then select Create Job.
Select job type Onb2AlumniProcessesCloseJob and enter remaining necessary information then select Create Job.
Return to Job List and select Actions→Submit.

Result

You have enabled the two required jobs in Provisioning required for the Alumni Experience.

The Alumni Maintenance Job

You need to configure the Alumni Maintenance Job to ensure changes to actions or business rules are reflected in the Alumni process. This job is the Sync Alumni Data job type that can be configured in Scheduled Job Manager in the Admin Center.

After scheduling the job in the Scheduled Job Manager, you can trigger the job when there are changes to:

Convert Terminated User to Alumni - This job converts previously terminated employees (within the last 365 days) to Alumni users.
Update Access Period - This job updates the access period rules and values for existing Alumni users.
Update Feature disablement - This job converts user access if the feature is disabled.

Alumni Maintenance Job drop down selection is highlighted.

Configure the Alumni Maintenance Job

Configure the Alumni Maintenance Job with the following steps:

Steps

Navigate to Schedule Job Manager→Job Scheduler.
Select Create New Job Request.

In the Job Description section, enter the following information:

Option	Description
Job Name	Provide a name such as: Alumni Role Maintenance Job
Job Type	Sync Alumni Data
Job Owner	Select an owner to be notified
Job Parameters	Choose one of the following: Convert Terminated User to Alumni Update Acces Period Update Feature Disablement

In the Job Occurrence section, provide a Start Date.
Select Submit.

Result

The Alumni Maintenance Job has been configured.

Enable the Default Alumni Activation Email Template

By default, the Identity Authentication Service uses its standard activation email template for alumni provided by SAP SuccessFactors, which can be customized. To enable the default email template:

Steps

Go to SAP Cloud Identity Services→Identity Provisioning→Target Systems→Transformations.

Switch to JSON Editor→Edit and add below piece of code to the transformation xml inside the user object code:

Code Snippet

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     {
                "condition": "$.userType == 'ALUMNI'",
                "constant": "true",
                "targetPath": "$.sendMail",
                "scope": "createEntity"
            },
            {
                "condition": "$.userType == 'ALUMNI'",
                "constant": "false",
                "targetPath": "$.mailVerified",
                "scope": "createEntity"
            },
            {
                "condition": "$.userType == 'ALUMNI'",
                "constant": "enabled",
                "targetPath": "$.passwordStatus",
                "scope": "createEntity"
            }

Select Save.
Navigate to Identity Provisioning→Source Systems→Jobs.
Select Read Job→Run Now to initiate a sync job.

Result

The default Alumni Activation email template has been enabled.

Alumni Rehire Process

Rehire coordinators can now rehire active alumni users with both Old Employment or New Employment.

You can onboard an alumni rehire which the system detects as a part of rehire verification. Details like employment records and personal information are sourced from SAP SuccessFactors Employee Central when initiating onboarding through SAP SuccessFactors Recruiting or Applicant Tracking System.

When an existing user is identified by matching the personal e-mail address, the Profile Match Verification page displays. The alumni access enabled flag identifies active alumni users. Rehire coordinators can choose to:

Rehire with Old Employment
Rehire with New Employment

For more details you can review: Alumni Rehire Process | SAP Help Portal

Summary

Enable the Alumni Experience to give former employees self-service access to their personal data and pay statements after they leave the company.
Create business rules to control alumni access. These rules automatically identify eligible employees and set the duration for their access to the system.
Schedule background jobs to automate the alumni process. These jobs convert users, manage the access period, and keep the system data in sync.

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