The Hiring Manager receives a notification about the new hire starting and the onboarding tasks required for completion. They can select the Onboarding tab from the Main Navigation Menu to open the Onboarding Dashboard and track onboarding progress or perform onboarding tasks.
Note
The Hiring Manager is the default owner of ALL onboarding tasks in the system except for the new hire-specific tasks. This is how the Onboarding system is designed, as the hiring manager or an HR representative does most of the onboarding process tasks in many organizations.
This task assignment can be configured or changed as there could also be a lot of other onboarding participants in the onboarding processes of an organization. In most cases, an Onboarding-specific feature called Responsible Groups assigns tasks to a user or group of users.
The Hiring Manager can also use the Manager Activities card from the For You Today section to track onboarding progress and perform onboarding tasks.
The example below shows the task Write Welcome Message. A task can be completed by selecting the Start button from the Onboarding Dashboard or the Complete Now button from the Manager Activities. Tasks can also be assigned to other users/roles using Responsible Groups.
Note
It is possible to use AI-Assisted Writing in SAP SuccessFactors Onboarding to enhance the content of Welcome Messages, Buddy Messages, Goals, and Farewell Messages. More information is shared later in this section.
Assign a Buddy
Hiring Managers can assign a buddy for the new hire from the Onboarding Dashboard, using the Assign Buddy task. You can choose from suggestions or search for a specific employee.
You will be required to place a comment or reason for choosing the buddy but also have an option to send a personal note to the buddy.
Recommend People
- Very similar to the Assign a Buddy task, you can recommend other employees as additional resources for the new hire using the Recommend People task. You can choose from suggestions or search for a specific employee.
- Once you have identified employees, you can also send a personal note to each apart from the required comment or reason for recommending them.
Schedule Meetings
- You can schedule meetings for a new hire using the Schedule Meetings task.
- The default selected participant will be the user, but you can add more participants to a meeting.
Request Equipment
- The Request Equipment task allows a hiring manager to request specific equipment a new hire needs.
- Multiple equipment can be requested using multiple Request Equipment tasks.
- An API behind the equipment request task will be available, allowing for downstream integrations to ordering systems.
Recommend Links
- Recommend Links can be identified by a hiring manager to ensure a new hire is notified of specific web resources they may need to focus on during onboarding.
- The Recommend Links appear as an Onboarding item on the new hire's Home page in the SAP SuccessFactors system.
Prepare for Day One
A recommended list of items for the new hire to bring can be configured using the Prepare for Day One task.
- It is mandatory for the hiring manager to provide additional notes for the new hire.
Where to Go
- The office/work location for a new hire is identified using the Where to Go task.
- It is also mandatory for the hiring manager to provide additional notes for the new hire, such as instructions on where to park in the office building or transportation options.
Set Goals
- With the integration of SAP SuccessFactors Goal Management, a hiring manager can set goals for a new hire's 30-60-90 day goal plan.
- This goal plan has to be set up in Goal Management for this Set Goals task to function.
Delegation of Tasks
- A Responsible User can delegate new hire tasks from any Onboarding Program.
- The action Delegate My Onboarding Tasks can be chosen from the main page of the Onboarding Dashboard or on the profile of a new hire, internal hire, or offboardee.
- Delegation for data collection steps, eSignature, and compliance forms cannot be done.
Custom Tasks
- Custom Tasks can be added to any Onboarding Program. These can be used for tasks not pre-delivered with the SAP SuccessFactors Onboarding solution.
- Some examples can include factory uniforms (sample shown here) and survey forms.
- Custom Tasks use MDF custom objects, including a User Interface (UI) editor.
AI-Assisted Writing
AI-Assisted Writing is a global feature supported in several SAP SuccessFactors modules besides Onboarding, such as Compensation, Employee Central, Goals, Learning, Performance Management, 360 Reviews, Opportunity Marketplace, Talent Intelligence Hub, etc.
Note
Using AI capabilities in SAP SuccessFactors requires an SAP AI Units license. Customers are advised to contact their SAP SuccessFactors Account Representative. More information about all the available capabilities can be found here: Premium AI Features in SAP SuccessFactorsThe following are features of the AI-Assisted Writing:
- Enhanced Writing: Suggests enhancements in grammar, spelling, vocabulary choices, and phrasing in the context of the selected line or paragraph
- Change Tone: Provides options to change the tone of the writing of the selected line or paragraph to professional, personable, or constructive to suit the communication needs of different audience groups in the organization.
- Make Shorter: Shortens a selected line or paragraph to convey the message more concisely.
- Make Longer: Rewrites a selected line or paragraph by adding more words to provide a detailed explanation based on the original content.
- Create Bulleted List: Converts a selected line or paragraph into a bulleted list to simplify complex information and enhance readability by breaking it down into easy-to-read points.
- Analyze Text: With this option, a safety scan is performed on each text box, prompt entry, or Generative AI output to detect bias and remove discriminatory or violent language. Users can choose to accept or reject the suggested text presented for replacement.
- Translate: For written text, the user can select this option to choose the target language to which they'd like it translated. The following capabilities are supported with this action: One-directional translation (from en_US to all 46 languages supported in SAP SuccessFactors) and Bi-directional translation (full translation between English US, German, French, Spanish, Portuguese, Chinese (Simplified), and Japanese.