Several terms and features are important to understand when implementing SAP SuccessFactors (SF) Onboarding.
- Onboarding 1.0 / Legacy Onboarding: SAP SF Onboarding application originating from KMS, configurations are made in the back end Super Admin tool and the Xpress HR Onboarding application.
- Onboarding: SAP SF Onboarding application that has moved to the SAP SF Platform and Foundation structures. One platform, one approach, and an employee lifecycle-driven solution.
- Provisioning: Backend tool used to enable modules and features for SAP SF HCM. It can only be accessed by internal SAP and partner consultants.
- Instance: SF HCM company environment where most Onboarding configuration and administrative tasks take place, along with tasks completed by new hires and other onboarding users.
- Initiate Onboarding: An integration feature configured in SAP SF Recruiting that allows a user to click the Initiate Onboarding button in the talent pipeline, creating an onboarding task in Onboarding.
- Welcome Message: Triggered at the start of the Onboarding process, this is one of the onboarding tasks that the hiring manager can personalize and pops up in the SAP SF Home Page apart from triggering a notification.
- Provide Personal Data: A step and task in the onboarding process at which new hires input information required by the system of record (HRIS) not collected in the Recruiting process. This is a card (Help Us Know About You on the SAP SuccessFactors Home page).
- For You Today: A Home page section that contains cards for Onboarding users and new hires alike. The For You Today section contains the Onboarding tasks and their due dates.
- Provide Additional Data: Once, if any, personal data is collected, new hires may receive another task to input Onboarding-specific additional information (e.g., Gym Membership or Uniform size). This is a card (Help Us Learn About You).
- Document Flow Process: Once data has been received, the new hire reviews and signs documentation using e-Signature technology.
- Compliance Flow Process: If a compliance process is required, the new hire completes compliance forms separately from the data collection steps.
- Manage Pending Hires: Only required if integration with SAP SF Employee Central. Once the new hire has signed all documentation, the Onboarding Hire status is updated, and the new hire is placed in the Manage Pending Hires queue.
- Day One Conversion job: A job scheduled in Provisioning that converts a new hire to an internal user on their start date. Before the start date, new hires will have limited access to the SAP SF environment.
- Succession Data Model: Consists of company corporate structure and employee profile data. Onboarding uses existing HRIS elements defined here and can create custom Onboarding elements (e.g., address, phone number).
- Onboarding Data Model: Consists of different HRIS Elements selected from existing data models in SF Employee Central. This will contain the HRIS fields that capture data in the Onboarding processes.
- Business Rules: If/Then expression that may be associated with aspects of the Onboarding process to help guide the onboarding users and new hires (e.g., If country = United States, then US Compliance is reviewed and electronically signed).
- Onboarding Administrators: Customer system administrators who maintain the Onboarding environment, including Document Templates, Permissions, Business Rules, Notification templates, and Home page content that is important to the Onboarding system.
- Onboarding Task Permissions: Determine which tasks (e.g., New Hire Buddy assignment, IT equipment provisioning, security badge creation) are assigned to the various onboarding users.
- Create New Hire Tasks (Onboarding Programs): Tasks generated in the Onboarding process that different responsible groups can complete.
- Responsible Groups: Groups of users that can be created for different Onboarding/New Hire tasks.