Configuring the Onboarding Data Model

Objective

After completing this lesson, you will be able to configure the Onboarding Data Model.

Identify and Configure HRIS Fields for Onboarding Data Collection

There are only two ways to identify and configure HRIS fields that will be used in the Review New Hire Data and Personal Data Collection steps in Onboarding:

  1. Create an Onboardee person type and choose HRIS fields from the parent HRIS element. 
  2. Enable the whole HRIS element when it does not allow the creation of an Onboardee person type.

Note

In SAP SuccessFactors Onboarding, a new hire or internal hire is also referred to as an onboardee. 

1. Onboardee Person Type 

SAP SuccessFactors Employee Central contains many HRIS fields to build an employee profile. A new hire will only complete a few of these fields during the onboarding processes. Many of the HRIS fields will become required when the new hire becomes an employee. 

You can create a person type in an HRIS element using Manage Business Configuration to add the Onboardee Person Type. This allows you to identify or select only the HRIS fields you want to use to collect data from a new hire. 

The Configure New Person Type option is displayed on the Admin Center page.

Before you select the HRIS fields, they first have to exist on Employee Central HRIS elements. If you need a new HRIS field (custom), create and define it first on the HRIS element before adding it to the Onboardee person type. 

2. Employee Central HRIS Elements without Person Types

There are some Employee Central HRIS elements that don't have the option to create person types. As a result, you can only either enable or disable the whole HRIS element, with all its HRIS fields, for use in Onboarding. By default, these HRIS elements are enabled once the Onboarding module is enabled in the instance of SAP SuccessFactors HCM Suite. 

Select the Enabled For Onboarding option on the compinfo page of HRIS Elements.

Configure the Onboarding Data Model

In this exercise, you will modify field properties, enable, disable, and delete HRIS fields to configure data an organization would like to collect during the onboarding process of new hires.

Note

Before making any changes to the Onboarding Data Model, make sure that Document Management Service has been enabled in Provisioning and setup in Admin Center. This means you have selected the vendor for document storage from Configure Document Management.

Business Example

The organization you are working with already has SAP SuccessFactors Employee Central and is currently implementing SAP SuccessFactors Onboarding. A lot of fields are configured for employee profiles, but the organization wants to collect different new hire data in Onboarding. To configure these requirements, in this exercise, you will need to:  

  • Set the Date Of Birth and Country Of Birth fields to mandatory.  
  • Remove the Date Of Death field. 
  • Enable the compensation benefits and packages so they can also be identified for new hires during the Review New Hire Data step. 
ExerciseStart Exercise

Steps

  1. In the instance, navigate to Manage Business Configuration.

  2. Select and expand the personInfo HRIS element.

  3. Select + Configure New Person Type.

  4. In the dropdown, select Onboardee.

  5. To create the new personInfo_onboardee element, select Save.

    Once this is created, you will notice a predefined list of HRIS fields. These HRIS fields came from the parent element personInfo from Employee Central. It will automatically choose to use all configured HRIS fields.  

  6.  Select Take Action then select Make Correction.  

  7. Change the Mandatory value for the HRIS field date-of-birth to Yes.

    This will remain non-mandatory in Employee Central. 

  8. Change the Mandatory value for the HRIS field country-of-birth to Yes. 

    This will remain non-mandatory in Employee Central. 

  9. Select the trashbin icon (delete) for the HRIS field date-of-death.  

    You completely deleted it for Onboarding, but it will still be available as a disabled HRIS field in Employee Central. You can still add this back on the personInfo_onboardee person type.

  10. To save all changes to the personInfo_onboardee person type, select Save.   

    All changes made will only reflect in the New Hire Data Review and Personal Data Collection steps of Onboarding and will not impact Employee Central.  

  11. Select the compInfo HRIS element. 

    Verify that the value for Enabled For Onboarding is Yes. This means Onboarding will use the whole element and all configurations of HRIS fields on the element. This is one of the HRIS elements that is automatically enabled for Onboarding. 

Result

You have successfully:

  • Set the Date Of Birth and Country Of Birth fields to mandatory
  • Deleted the Date Of Death field 
  • Enabled the compensation benefits and packages 

Add Visible Data Using the External User Visibility Tool

The External User Visibility tool allows you to run jobs that will enable the MDF objects and the associated data from the Personal Data Collection step. Once the MDF objects and associated data are enabled, they become visible to the new hires. This can inclulde objects used in hire templates.

This tool gives more flexibility for organizations to change the specific data they want to collect from MDF objects that already exist in the system. Simply select the specific MDF objects and run them. 

To gain access to the tool, provide the Enable Object Visibility for External Hires permission (under the Manage Onboarding or Offboarding category). 

In this video, you will learn how to add more visible data to new hires during the onboarding process using the External User Visibility tool.  

Note

If you are using hire templates, custom MDF objects must be non-effective dated.

The steps below provide an outline of the task demonstrated in the Adding Visible Data Using the External User Visibility Tool video:

Steps

  1. Using Action Search, find and open the External User Visibility page. 

  2. Select every object that needs to be visible to the new hire. 

  3. Type the external code of the object to include Custom MDF Objects as a data source. 

Result

Use the External User Visibility Tool to select data that is to be visible to a new hire.

Create a Custom Field on an HRIS Element for Onboarding

Organizations sometimes need to collect specific information to build employee profiles that is not included in the default HRIS fields in SAP SuccessFactors Onboarding.  This is usually unique information required by the organization and that is saved on employee permanent records. 

For example, a shoe company wants to collect employee shoe sizes because it offers shoes as a benefit for employees. Another company wants to record dietary requirements or restrictions because it provides free meals to employees.

With these kinds of requirements, you need to create custom HRIS fields to collect data that will be saved on the HRIS or employee permanent records. 

In this exercise, you will create a custom field on an HRIS element that will be used to capture data during the Personal Data Collection step of the Onboarding process.

Business Example

 The company has a gym facility in the office and offers their employees access as a company benefit but the company has to manage who will use it. Therefore, as part of the new hire onboarding process, it asks the new hires if they would like access. 

Note

If the HRIS field does not exist in SAP SuccessFactors Employee Central, it cannot be used for Onboarding. Therefore, you must create a custom HRIS field. You will perform this task in this exercise.
ExerciseStart Exercise

Exercise Resource

SAP SuccessFactors Onboarding Implementation Guide: Configuration of Data Model Onboarding | SAP Help Portal

Steps

  1. In the instance, navigate to Admin Center→Company Settings→Manage Business Configuration.

  2. Choose the personInfo HRIS element.

  3. Add a new HRIS field by using the details in the following table. 

    HRIS Element Field PropertyValue
    Identifiercustom-string1
    LabelGym Access
    EnabledYes
    MandatoryNo
    Type of Reference ObjectPicklist
    Picklistyesno
    VisibilityEdit

  4. Choose Save.

    Hint

    If you get a warning message that is similar to the one shown in the figure below, choose Yes to proceed. This confirms the automatic change for the maximum length attribute of the new string on the data model.
    The Confirmation dialog box is displayed.

    Hint

    If you get an error message that is similar to the one in the figure shown below, this can mean that Document Management Service is enabled in Provisioning but the storage provider is not identified in Admin Center. Go to Admin Center→Company Settings→Configure Document Management and identify SAP SuccessFactors as your document storage provider. 
    The Error dialog box is displayed.

  5. Expand the personInfo HRIS element and choose personInfo_onboardee. You have created this person type in a previous exercise.

    The personinfo_onboardee option is displayed on the HRIS Elements page of Employee Central.

  6. Add the newly created HRIS Field (custom-string1 on the parent HRIS Element) to your onboardee personInfo element using the data in the table below:

    HRIS Element Field PropertyValue
    Identifiercustom-string1
    EnabledYes
    MandatoryNo
    VisibilityEdit

  7. Choose Save.

Result

You have successfully created a custom HRIS field for data collection in SAP SuccessFactors Onboarding.

Summary

  • There are only two ways to identify and configure HRIS fields that will be used in the Review New Hire Data and Personal Data Collection steps in Onboarding: Onboardee Person Type and Employee Central HRIS Elements without Person Types
  • The External User Visibility tool allows you to run jobs that will enable the MDF objects and the associated data from the Personal Data Collection step. Once the MDF objects and associated data are enabled, they become visible to the new hires.
  • Organizations sometimes need to collect specific information to build employee profiles that is not included in the default HRIS fields in SAP SuccessFactors Onboarding. With these kinds of requirements, you need to create custom HRIS fields to collect data that will be saved on the HRIS or employee permanent records. 

Learning

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