In the SAP SuccessFactors system, the common trigger for an Internal Hire Process is a change in the job details or information of an existing employee (this would be from Employee Central), but as mentioned previously, the process can also be triggered from SAP SuccessFactors Recruiting or an external Applicant Tracking System (ATS). With Recruiting and an External ATS, the trigger is the same as Onboarding, where you initiate the process.
For the internal hire process to work, a few primary configurations will need to be considered:
- Business Rules
This will identify if the internal hire process will be initiated for an employee. After a transfer event is triggered in SAP SuccessFactors Employee Central (due to a change in the job information of an employee), the business rule evaluates whether the internal hire process should be initiated for the respective employee. For any Applicant Tracking System, the business rule will determine the respective onboarding program(s) for the internal hire process that will be initiated.
- You can also trigger the internal hire process by configuring a rule using the Trigger OnPostSave Events for Job Information scenario in the Configure Business Rules page. Using the transfer event or rule function is recommended to trigger the internal hire process.
- Notifications
Notifications can keep all onboarding participants updated with relevant information about the different stages of the internal hire process. A set of notifications explicitly configured for the internal hire process will be more manageable as you separate them from the primary onboarding process. There is one preconfigured email template for Crossboarding in the system. You can also create new email templates by copying existing onboarding ones or creating brand-new ones.
- Future Managers
Similar to current managers, future managers can be provided with specific permissions to manage the onboarding processes for internal hires. Depending on how an organization would differentiate the onboarding tasks each manager may need to take action on for an internal hire, this can be pretty flexible.
- Qualtrics Surveys
With further integration enhancements between SAP SuccessFactors and Qualtrics, surveys for any onboarding (which includes internal hire) and offboarding processes can be triggered and sent through email.
Internal Hire Onboarding Initiated From SAP SuccessFactors Recruiting
For internal hire onboarding processes initiated from SAP SuccessFactors Recruiting, you can utilize functionalities like workflow, cross-entity rule, and position updates for the internal hire.
Workflow
You can set up a workflow to manage changes for internal hires whose onboarding is initiated from Recruiting. Additionally, you can leverage the existing workflow rules used in Employee Central MSS data updates.
When a recruiter initiates onboarding for an internal hire, the configured workflow rule is evaluated. Based on the rule, the workflow is triggered. Once the workflow participants take the necessary action, the workflow status is updated in Recruiting.
To configure the workflow, you must define the approvers, triggers, and notifications. For more information, see the Implementing Employee Central Core Guide in the SAP Help Portal: Setting up Workflows.
The following labels are displayed in Recruiting depending on the workflow status:
- Workflow Pending
- Workflow Canceled
- Workflow Returned
- Workflow Rejected
- Workflow Completed
Cross-Entity
A cross-entity rule is a rule that can update/create/delete data in another entity. For example, when you a change field value in Job Information, it updates a field value in Compensation Information for the user.
The internal hire process supports cross-entity rules for base entities like job information, recurring pay component, non-recurring pay component, employment details (active employment), compensation information, and job relationship. You can leverage the existing cross-entity rules used in Employee Central MSS data updates. For more details on the supported combinations of cross-entity rules, see the Implementing Employee Central Core Guide in the SAP Help Portal: Cross-Entity Rules.
Position
Position updates, including the position-to-job info sync, matrix job relationship population, and the To Be Hired flag update, are available for the internal hire process.