Explaining New Hire Experience

A key step in the New Hire Onboarding experience is when the new hire receives a Welcome email. The Welcome email is triggered after completing the Review New Hire Data step.

An external user is created for the new hire and given a login. A Reset your Password link will be provided in the email, and the email template for this can also be customized. (Note: At this time, an Employee ID is also generated).

After a new hire clicks the Reset Your Password link from the Welcome email, they will see set a password for their SAP SuccessFactors system using the screen below.

When new hires log into SAP SuccessFactors for the first time, they will see the Welcome Aboard! message, as shown in the figure below.

• The Welcome Aboard! message displays in the For You Today section on a separate Home page tile. Once the new hire views the welcome message from the To-Do card, it disappears from the Home page.
• The Welcome Aboard! message is also available from the Your Onboarding Checklist page.
• Some special Onboarding tasks will be presented separately from the other new hire tasks.

In the For You Today section on the Home page, the new hire can access cards that contain required Onboarding tasks. This simplifies the new hire experience.

The Home page with custom cards can be created or configured so that the new hire has access before their start date.

The new hire would click on the Provide Personal Details task from the Help Us Learn About You card.

All onboarding tasks that show up as a separate card on the SAP SuccessFactors Human Capital Management (HCM) Home page will open the Your Onboarding Checklist page when selected.

New hires can experience an enhanced Your Onboarding Checklist page, which enables them to perform their onboarding tasks more effectively.

A guided tour, enabled by SAP Companion, is available from the Open Help icon in the header section of the Your Onboarding Checklist page.

• Personal Data Collection (Provide Personal Data)
• Additional Data Collection (Provide Additional Data)
• Complete e-Signature: Sign documents from Personal or Additional Data Collection

Personal Data Collection Step – The new hire enters the data required during the onboarding process.

Data captured from the recruiting process or Applicant Tracking system (in this case, SAP SuccessFactors Recruiting) would show on the Provide Personal Data screen for the new hire; see the example below.

The new hire also enters data not collected during the Recruiting process, such as emergency contact information.

The new hire can review and edit the information, Save Draft, and return later to Submit.

New hires can view their submitted personal data on the Your Onboarding Checklist page.

Once a new hire reviews their personal data, updates any missing information, and submits it in the Provide Personal Data page of the Your Onboarding Checklist, the status of the task (in the left pane) is updated to Completed and the submitted data is available for viewing in read-only mode.

Additional Onboarding Data Collection Step – The new hire provides additional details during the onboarding process.

• This task is found on the same Home page card Help Us Learn About You.
• Selecting the Start button for the Additional Data Collection Step will open a new page for the new hire to complete.
• Attachment fields can also be added to allow new hires to upload documents during the onboarding process.

Each item captured from a new hire on the Update Onboarding Information screen is a custom MDF object created for the Additional Onboarding Data Collection step of the onboarding process. This is used to collect company-specific additional data from the new hires that are not intended to be part of the permanent employee record but are still important for their employment.

The information in the figure below is an example of items a New Hire would complete before their start date.

The figure below shows an example of a set of custom MDF objects presented to a different new hire.

With the few examples above, you can see how you can leverage the existing capabilities or features of custom MDF objects in the SAP SuccessFactors HCM Suite.

Once the new hire has completed all the necessary details for additional information, they will receive a pop-up box. Once the Continue button is clicked, the new hire will be returned to the Home page.

It will now be time for the new hire to sign the documents in DocuSign or by using the native SAP SuccessFactors e-Signature Solution.

When the signer clicks the Review Document link, it takes the signer to DocuSign to agree to the electronic signature and create the signature.

The new hire will adopt a signature as part of the features of DocuSign. After signing the documents, there is an option to print or download them.

This is an example of the initial screen of the SAP SuccessFactors e-Signature feature, a native e-Signature tool available in the suite initially used for Onboarding.

• On the Home page, the For You Today card will contain a link to Your Onboarding Guide; the onboarding checklist will include information generated from all other onboarding tasks such as Prepare for Day One, Recommended People and New Hire Buddy.
• This excludes the Welcome Message as it has its own Home page card.

• This Home page card will contain all compliance forms assigned to the new hire as required.
• This will also contain the e-Signature task for any compliance form needing the new hire’s signature.

After selecting the card in the above figure, a new hire would see steps like the ones below.