Integrating SAP SuccessFactors Onboarding and SAP SuccessFactors Employee Central

Objective

After completing this lesson, you will be able to describe SAP SuccessFactors Employee Central and SAP SuccessFactors Onboarding integration.

Purpose of SAP SuccessFactors Employee Central in Onboarding

SAP SuccessFactors Employee Central elements and fields are used to build the new hire’s profile and identify the internal hire and offboardee involved. The pieces of data that identify a new hire are the same data used for an employee's profile in Employee Central.

Since you’ve already collected data for existing employees, you don’t need to recollect this data like you would for a new hire. You only need to identify the specific data (HRIS fields) needed for Onboarding.

Because of the relationship between Onboarding and Employee Central, you can use some configurations and functions from Employee Central.

Manage Pending Hires

The Manage Pending Hires feature in SAP SuccessFactors Employee Central (full implementation) is where new hires are moved to after the onboarding process is complete. A corporate representative, such as a recruiter, validates information captured in this Manage Pending Hires tool before an employee profile is created for a new hire. Once a new hire is listed as officially hired in Manage Pending Hires, the new hire is converted into an internal user (employee) on their start date.

If the new employee’s username needs to be captured before their start date (or before they are converted to an internal user), you can use an API called getUserNameOfNewlyHiredEmployee.

If it is necessary to change the new hire’s start date or name of the hiring manager, this can be done using the Manage Pending Hires and Hire Date Correction tool. For this change to be reflected in Onboarding, enable the Sync Employee Central Updates to Start Date and Hiring Manager function in Onboarding General Settings.

Complete Hiring in Manage Pending Hires

Currently, there are two main sources of hires in SAP SuccessFactors Employee Central. These two sources come from SAP SuccessFactors Recruiting and SAP SuccessFactors Onboarding. Data is sent to Employee Central, then you need to complete the hiring process using the Manage Pending Hires tool. 

Note

This tool is only used if the customer has a fully licensed SAP SuccessFactors Employee Central setup. A customer can use a different HRIS where the completion of the hiring process is done.

The steps below outline the tasks to complete the hiring process using Manage Pending Hires.  

Steps

  1. Navigate to Manage Pending Hires using Action Search. 

  2. In the dropdown menu, choose Onboarding. This displays a list of all new hires who have finished the onboarding process. 

  3. Select the new hire's name.

    On the following pages, you will see sections for Review New Hire Data and Personal Data Collection. These pages resemble those from the onboarding process. 

  4. Update *Hire Date and the *User Name field to add the corporate e-mail ID of the candidate.

    Note

    You must update the new hire's username and add the Business email only during the Manage Pending Hire step and not during the New Hire Data Review step. If the Business email is updated during New Hire Data Review or mapped from Recruiting, external user emails are sent to the new hire's company mailbox instead of the personal mailbox. Also, new hires' won’t receive emails prior to day 1.

  5. Update the necessary details or fill in any missing mandatory information.

  6. Select Submit.

Result

The new hire disappears from the Pending Hires page.

At this stage, though the new hire can log in to the system and start completing employee's profile. The candidate can also see the meeting invites, where to go on the first day of joining the company, useful contacts, on the home page of the onboarding application.

Automatic Hire

SuccessFactors Onboarding's Automatic Hire feature simplifies the hiring process by automatically creating Employee Central records for applicants who meet specific criteria. This removes the need for manual steps in the Manage Pending Hires tool. Automatic Hire processes applicants once they reach "Ready to Hire" status in Recruiting, Onboarding, or both.

You set up rules to decide which applicants are automatically processed.

Automatic Hire supports the following processes for Onboarding:

  • Regular Hire
  • Rehire
  • Rehire with New Employment

Note

Automatic Hire for Onboarding does not support Internal Transfer, Global Assignment, or Concurrent Employment.

For more details, see the SAP Help Portal.Automatic Hire | SAP Help Portal

Enable Automatic Hire

The screenshot shows settings to enable automatic hire

If you already have the data field mappings required for employee hires, you can configure rules and activate your company's Automatic Hire feature.

  1. Enable the following settings in Onboarding General Settings:
    • Submit Onboarding Data Using Centralized Services.
    • Enable Automatic Hiring for Onboarding.
  2. Create a business rule to trigger automatic hiring of applicants for Onboarding using the Trigger Automatic Hiring of Applicants for Onboarding rule scenario.
  3. Update the Onboarding Configuration in Manage Data to set the Rule for Automatic Hiring Configuration rule.

Position Management

There are different features in the data collection steps of the onboarding process that directly affect SAP SuccessFactors Employee Central. These features are mainly related to HRIS elements and fields and their functions.  

One of the impacted features is Employee Central Position Management because the data collected during the onboarding process is the same information used in SAP SuccessFactors Employee Central. As a result, if you make a change in Onboarding, you may trigger unnecessary events in positions. To avoid this, changes should be made in the Employee Central Position Management feature.

Changes in Onboarding can also affect the following features: 

  • Adapting Hierarchy 
  • Adapting the To-Be-Hired Status on the Position 
  • Reclassification or Transferring Positions 
  • Job Relationship Sync  

Because these are processes or events specific to Employee Central Position Management, they are only triggered if the Manage Pending Hires is completed. 

Summary

  • Onboarding and Employee Central are integrated, allowing Onboarding to collect the data that builds a new hire’s employee profile.
  • The Manage Pending Hires tool finalizes the process by letting you review and submit onboarding data to create the employee.
  • Onboarding data affects Position Management, so make position-related changes directly in Employee Central to avoid issues.

Learning

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