The Process Variant Manager adds more flexibility to the standard onboarding and offboarding processes in SAP SuccessFactors Onboarding.
The Process Variant Manager tool allows you to create a new process based on the steps available on the standard onboarding processes. The tool also enhances the ability to skip steps in the standard onboarding processes. You can add only the steps you want to the process without defining a business rule to skip steps in the standard processes.
The Primary New Hire Tasks and Secondary New Hire Tasks steps can be added to the Process Variant Manager.
Administrators can create and add a standard or custom task to a particular onboarding program and associate it with either the Primary New Hire Tasks step or the Secondary New Hire Tasks step in the Process Variant Manager. They can also drag the tasks to the desired order from the Manage Onboarding Programs tab on the Manage Onboarding and Offboarding Tasks page. The order of the tasks in the step defines the order in which the tasks appear in the program.
Administrators can customize where standard and custom tasks appear in the onboarding process.
- These steps can be added in parallel with (and don't block) the New Hire Data Review, Personal Data Collection, Additional Data Collection, Compliance, and Document Flow (e-Signature) steps.
- The Secondary New Hire Tasks steps can't be added before the Personal Data Collection sstep, after the Final Review step, or after the Primary New Hire Tasks step.
- The Document Flow for New Hire Tasks (e-Signature) step can be added to either the Primary New Hire Tasks step or the Secondary New Hire Tasks step to collect signatures required for the tasks defined in this step.
- If you have attached a Document Flow for New Hire Tasks step to either the Primary New Hire Tasks step or the Secondary New Hire Tasks step, you must create or adjust the Assign Forms (OnboardingAssignFormRule) rule to ensure that the forms are assigned based on the step with the attached Document Flow for New Hire Tasks.
- The Document Flow for New Hire Tasks step triggers upon completing the custom tasks assigned in this step. The new Complete e-Signature for New Hire Tasks To-Do card appears on the new hire's Home page when they have a document to sign.
Custom tasks can also be combined with standard tasks, such as the Welcome Message, in the Primary New Hire Tasks, or Secondary New Hire Tasks steps.
For hiring managers, the new hire tasks appear in the Onboarding Dashboard.
For new hires, the tasks appear in the For You Today section on the Home page To-Do cards. Onboarding tasks also appear on the new hire's Onboarding Checklist page.
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Enabling Extension Points
It is also possible to enable extension points to facilitate the completion of necessary third-party background onboarding tasks beyond the standard SAP SuccessFactors Onboarding tasks.
You can enable an extension point in the Process Variant Manager using the Select Extension Point checkbox in the New Hire Data Review or Personal Data Collection step. You can also add a suitable label for the extension point displayed in the applicable block under the task description.
Once the extension point is configured and initiated, a New Hire Data Review Completion event or Personal Data Collection event is published in the payload. These events inform the users that the extension point is enabled in the corresponding steps.
Once an extension point is enabled in any of these blocks, all sequential tasks are paused and remain inaccessible until the background task is completed. Only after the assignee completes the task corresponding to the extension point are subsequent applicable tasks available for the new hire and the HR participants.
You can create custom process extensions from the Process Variant Manager page. The feature automates processes, improving scalability and consistency across SAP applications, making it perfect for creating custom solutions tailored to specific business needs.
There are a variety of requirements that must be met before you can create extensions from the Process Variant Manager. For more information, see https://help.sap.com/docs/successfactors-onboarding/implementing-onboarding/enabling-extension-wizard-in-process-variant.
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Process Variant Manager - Offboarding
You can customize the Offboarding experience by editing, copying, and deleting tasks from the offboarding process flow in the Process Variant Manager.
A new process variant can be added with the following tasks for the offboarding process:
- Review Employee Information
- Review Offboarding Information
- Offboarding Tasks
- Document Flow
You can also filter the Process Type by Onboarding or Offboarding on the Process Variant Manager Dashboard.
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