Explaining Legacy Onboarding 1.0 Migration to Onboarding

The existing Employee Portal SharePoint solution will be discontinued once migrated to Onboarding. The SAP SuccessFactors Home Page (V3 Fiori and the Latest Reimagined version) will replace much of the functionality and information moving forward. It is not recommended to implement Employee Portal for Legacy Onboarding customers.

• SAP SuccessFactors eSignature is the default e-signature tool for Onboarding. This is a native e-signature solution available to all customers. This is based on the Click-to-Sign architecture of Onboarding 1.0. 
• Customers can use their own corporate DocuSign subscription in Onboarding. This is the recommended e-signature solution, as this will have more capabilities than the native e-signature solution.
• Customers can also purchase SAP Signature Management by DocuSign if they don’t have a corporate DocuSign account yet. This is already tailored to SAP products. 

• Onboarding will not use a step-by-step process like the Legacy Onboarding PHV, NES, or Orientation steps. Missing or incomplete data will be added to the Personal Data Collection table, which the new hire must complete.
• Be prepared to use Platform functionality and tools such as Business Rules, Extension Center, and triggered notifications.

Legacy Onboarding uses the Data Dictionary to house all data to be used and collected in the Onboarding process. Onboarding will use existing SAP SuccessFactors Employee Central or Succession Data Model (SDM) structures. Custom fields are created using MDF objects and HRIS elements out of the SDM.

• Legacy Onboarding maps fields from the Data Dictionary to a PDF Form, which requires PDF Editors to create those fields directly in the PDF Form. In Onboarding, you will use a new mapping configuration tool to create fields in XDP format and map them to MDF objects. The XDP tool will be distributed to system administrators who require it. This software is Adobe LiveCycle Designer (SAP Version).
• Existing PDF Forms used in Legacy Onboarding can be used as they are because they can be uploaded directly to Onboarding as Document Templates.

A new notification framework, out of Platform, will work for Onboarding. Legacy Onboarding 1.0 notifications will be migrated over to this new framework. It is recommended that you document all triggers, log links, and text included in these emails.

Advanced Conditions drive traffic through the Onboarding process – who is presented, what fields, panels & forms, and being part of the trigger for notifications. Keep Advanced Conditions in Legacy Onboarding for the migration to Onboarding, as they will move to Business Rules.

You can run a Pre-Migration report for your Form I-9 Audit Trail as part of your Onboarding transformation preparation., and download it as a CSV Excel file. The report will allow you to identify errors that can be resolved before running the Form I-9 Audit Trail data job to migrate Form I-9 Audit Trail data from the legacy SAP SuccessFactors Onboarding 1.0 to SAP SuccessFactors Onboarding. You can also run a Post-Migration report after you migrate the Form I-9 Audit Trail data to verify that your data migration was successful.

• It is recommended that you continue with the Legacy Onboarding 1.0 implementation. Keep the process simple to ease your migration to Onboarding once the migration tool is live.
• Migrating to the new Onboarding solution from Legacy Onboarding 1.0 means re-implementation. It is implementing the Onboarding solution with the Legacy Onboarding 1.0 set up as the guide for how it should be set up. As mentioned earlier in this guide, all features will need to be recreated. Some, like the PDF forms, may not need to be recreated since they can be uploaded directly.