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Creating Offboarding Programs

Objectives

After completing this lesson, you will be able to:

Create offboarding programs
Create and define business rules for selecting offboarding programs

The Offboarding Program

In addition to defining Onboarding programs, you can define Offboarding programs.

What is an Offboarding Program?

An offboarding program is a set of tasks that need to be done for an employee who is exiting the organization. Some examples include a meeting or exit interview with an HR representative or manager, collecting equipment, and organizing a knowledge transfer session.

Before you can create the offboarding program, you need to carry out the following actions:

Assign the ONB2OffboardingActivitiesConfig object permission to the administrator.
Create responsible groups for the users who will be involved in the process.

Predefined Offboarding Tasks

Once you have assigned the permission to the administrator and created responsible groups, you can create an offboarding program using the predefined offboarding tasks listed in the table.

Task	Description
Write Farewell Message	This task allows a participant to compose a farewell message. A standard farewell message can be configured by the offboarding administrator and be assigned to a specific responsible group, such as the manager.
Announce Termination to Coworkers	This task allows a participant to create an announcement message to coworkers about termination of the offboardee. A standard message can be configured by the offboarding administrator and be assigned to a specific responsible group, such as the manager.
Create Knowledge Transfer Plan	This task allows a participant to create a knowledge transfer plan. This is created for the Knowledge Transfer Task. The feature allows users such as the manager and employee (offboardee) to create a knowledge transfer plan by simply adding notes to the knowledge transfer task. This can be very important for a team who will need an immediate replacement for the employee leaving the team.
Schedule Offboarding Meetings	This task allows a participant to schedule a meeting with the offboardee before they leave the organization.
Manage Assets (List and Track Assets Return)	This task allows participants to identify equipment that needs to be returned by the offboardee and also track the process.

Note

Custom tasks can also be created for offboarding programs.

Create an Offboarding Program

Steps

In the instance, navigate to Manage Onboarding and Offboarding Tasks using Action Search bar.
Select the Offboarding Programs tab.
To create a new offboarding program, choose + New Program.
For the new offboarding program, enter an ID and Program Name.
Choose + Add Task.
Add and define the tasks you would like to add to the offboarding program.
To save and create the offboarding program, choose Submit.

Result

An offboarding program has been created.

Create a Default Offboarding Program

Business Example

The organization wants you to create a default offboarding program that will be applicable to any offboardee. Currently, they don’t have any special or unique offboarding programs for certain types of employees, but they might create new programs in the future.

In this exercise, you will perform the following tasks:

Create a default offboarding program that applies to most employees.
Add all offboarding tasks available to the default offboarding program.

ExerciseStart Exercise

Steps

In the instance, navigate to Manage Onboarding and Offboarding Tasks using the Action Search bar.
From the search results, choose Manage Onboarding and Offboarding Tasks.
The Manage Onboarding and Offboarding Tasks page opens.
To create a new offboarding program, choose + New Program.
For the ID, enter DEFAULTOFFBOARDING.
For the Program Name, enter Default Offboarding Program.
For the Brief Description, enter This is the default offboarding program for most employees.
Choose + Add Task.
Select all the available tasks for Offboarding.
For each task, configure the necessary settings.
To create the new offboarding program, choose Submit.

Configure a Business Rule for an Offboarding Program

Business Example

The organization wants the default offboarding program to be followed for every offboarding process. You need to make sure that this program is chosen for any offboardee in the offboarding process.

In this exercise, you will create and define a business rule that will assign the default offboarding program to all offboardees.

Steps

Log in to the SAP SuccessFactors instance as Emily Clark(admin) or HR Administrator(sfadmin).
In the Action Search bar, enter Configure Business Rules.
From the search results, choose Configure Business Rules.
The Business Rules Admin page opens.
Choose Create New Rule (plus icon).
From the Onboarding section, select Offboarding Task Configuration.
For the Rule Name, enter Offboarding Program.
Offboarding_Program populates in the Rule ID.
The value in the Start Date field is 01/01/1900. Don't change this. Choose Continue.
For the If section, select Always True.
For the Then section, choose Set→ Process.offboardingActivitiesConfig→ to be equal to→ Value→ Default Offboarding Program.
To create and save the business rule, choose Save.
You can create as many Offboarding programs as you need. For each program, you need to define different business rules, but these will depend on which offboarding program is applicable for an offboardee.

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