Creating Onboarding Programs and Tasks

Objective

After completing this lesson, you will be able to create onboarding programs and tasks

Onboarding Programs

Onboarding programs are simply a collection of onboarding tasks. You can use onboarding programs to carry out the following actions: 

  • Set up specific and relevant tasks for the organization. 
  • Determine responsible groups for the tasks based on criteria such as location, department, or job type. 

These onboarding programs are triggered in the Create New Hire Tasks step of the onboarding process.  

The Onboarding process flow is displayed with Create New Hire Tasks section highlighted.

You can define a different set of tasks for each new hire by creating an onboarding program and setting a business rule. 

Once an onboarding process for a new hire is initiated, the system follows the business rules associated with onboarding programs to determine which program applies for that particular new hire.  

Note

Hiring Managers can select up to 100 new hires in completing a task in an onboarding program (mass completion of new hire tasks). This can be particularly useful when an organization hires multiple candidates with similar start dates especially in one team or department.

Equipment Types (Category) and Items

One type of task you can set up in the onboarding program is ordering or furnishing of equipment. 

By creating equipment categories, you can group specific equipment together to make it easier for users to select different types of equipment that they might need to use for their job. For example, you may have an equipment category for computers with a list of multiple models and brands. 

To create equipment categories, navigate to Manage Onboarding and Offboarding Tasks → Task Settings → + New Category.

The Add Equipment Category dialog box is displayed.

Equipment categories are generally broad. For example, Laptop or Mobile. You can also select an icon that best describes the equipment or upload a new icon (max of 16x16 pixels in .jpg or .png format). 

Within each category, Items are used to specify the models and brands of the equipment. A hiring manager or a responsible group can choose from these different items when ordering or requesting equipment for a new hire. 

Configure Equipment Categories for the Furnish Equipment Task

Business Example

The organization wants the onboarding program to support the ordering or furnishing of equipment. The organization needs two different types of equipment to be available (computers and mobile phones). In this exercise, you will create equipment categories for these two types of equipment.

Steps

  1. In the instance, navigate to Manage Onboarding and Offboarding Tasks using Action Search box. 

  2. Choose Task Settings. 

  3. Choose + New Category and add the category information provided in the table.  

    FieldValue
    IDLAPTOP
    Category NameComputer
    IconComputer icon

  4. To add item rows, choose + Add. Add the item information provided in the table.  

    ComputerField: Value
    1
    • ID: LAPTOP 1
    • Item name: Lenovo T480
    2
    • ID: LAPTOP 2
    • Item name: Lenovo X1 Carbon
    3
    • ID: LAPTOP 3
    • Item name: Apple MacBook Pro

  5. Choose Submit.

    The Edit Equipment Category dialog box is displayed.

  6. Choose + New Category and add the category information provided in the table. 

    FieldValue
    IDMOBILE
    Category NameMobile Phone
    IconPhone icon

  7. To add item rows, choose +Add. Add the item information provided in the table. 

    PhoneField: Value
    1
    • ID: MOBILE1
    • Item name: Apple iPhone
    2
    • ID: MOBILE2
    • Item name: Samsung Galaxy

  8. Choose Submit.

    The Edit Equipment Category dialog box is displayed.

Result

The equipment categories will appear as a list on the equipment page.

The Equipment Category dialog box is displayed.

A Prepare for Day One List

New hires at different offices or in different positions may need to prepare differently for their first day. For example, a data analyst might need to bring different items on their first day compared to a factory inspector. SAP SuccessFactors Onboarding allows companies to create different Day One lists to suit all needs and scenarios.  

Once you have the lists, you can define the onboarding programs and business rules to display the correct list for each new hire. Other onboarding participants, such as the manager, can add supplemental information to the list. For example, they might remind the new hire to wear comfortable shoes for the company campus tour. 

Create a Prepare for Day One List

Business Example

The organization wants to create a list of items for new hires in the US to bring on their first day at work. This list will be different from new hire lists in other countries.  

In this exercise, you will help the company by configuring a Prepare for Day One list and a business rule for that list. 

ExerciseStart Exercise

Steps

  1. In the instance, navigate to Manage Onboarding and Offboarding Tasks using Action Search. 

  2. Choose Task Settings. 

  3. Navigate to Prepare for day one lists.

  4. Choose + New List. 

  5. In the ID field, enter USPREP. 

  6. In the List Name field, enter US Onboarding Prep for Day One. 

  7. To add a row for each of the following items, choose +: 

    • Photo ID
    • Automobile Information (Parking) 
    • Bank Account Information (Direct Deposit) 
    • Social Security Card 
    • Birth Certificate 
    Add the details related to the items to be added in the list.

  8. Choose Submit.

  9. When asked if you want to create a business rule, choose Setup Business Rule. 

    The List successfully created dialog box is displayed.

  10. Note: The appropriate rule scenario (Select What-To-Bring Config) is already pre-selected.  Now enter the business rule parameters provided in the table and choose Next. 

    ParameterValue
    Rule NameONB_USPREP
    Rule IDONB_USPREP
    Start Date01/01/1900
    DescriptionPrepare for Day One List for all United States new hires. 

  11. In the If area of the rule, choose Onboarding WhatToBring Activity.subjectUser.Job Information.Country is equal to Value → United States. 

  12. In the Then area of the rule, choose Set → Onboarding WhatToBring Activity.Configuration ID to be equal to Value → US Onboarding Prep for Day One (USPREP).

    Select the If/Then business rule you want to create.

  13. Choose Save.

Create an Onboarding Program

Business Example

The organization would like to create an onboarding program for their US new hires. This will include tasks such as requesting a computer and assigning a new hire buddy. 

ExerciseStart Exercise

Steps

  1. In the instance, navigate to Manage Onboarding or Offboarding Tasks using Action Search. 

  2. Choose + Add New Program and enter the information provided in the table.  

    FieldValue
    IDUSONBTASKS
    Program Name US Onboarding Program 
    Brief DescriptionUnited States Onboarding Program 

  3. Choose Submit to save the onboarding program.

    The US Onboarding Program details are displayed.

Create an Onboarding Task Checklist

Creating a Checklist in the onboarding process will remind the hiring manager of all onboarding tasks that need to be completed, including tasks that need to be manually completed, such as printing a form or sending a request to a department via email. 

Note

A Checklist Task can only be assigned to the hiring manager. A responsible group cannot be assigned to it, and it is not possible to make a Checklist Task mandatory.   

Steps

  1. Go to Admin Center → On/Offboarding → Manage Onboarding and Offboarding Tasks. 

  2. If you haven't yet created a program, under Onboarding Programs, choose + New Program. 

  3. In Manage Onboarding Program<Program Name>, enter the program ID, Program Name, and Brief Description. 

  4. Choose + Add Task and select Checklist. 

  5. In Checklist, choose + Add Item. 

  6. In Checklist items, provide the checklist item name for each added item. 

  7. Choose whether to add translations for each checklist item. To translate each checklist item, choose the globe icon. 

  8. In the Translations page, add translations to the checklist items for each language as needed and, when finished, choose Done. 

    If necessary, choose to remove an item from the checklist. 

  9. When you are finished adding items to the checklist, choose Done. 

    The Checklist dialog box is displayed.

Result

You have created an onboarding task checklist.

Add Tasks to an Onboarding Program

Business Example

Now that the organization has an Onboarding program to manage the various tasks, it is time to build out those tasks. For each task added to the list, it is possible to modify default settings, tokens, schedules, language translations and more. The tasks may then be assigned to responsible groups of users that must perform the tasks.  

In this exercise, you will build out the tasks. 

Refer to the following image for an example of what you can configure.  

Add tasks for participants on the Onboarding program page.

Add Tasks to an Onboarding Program - Part 1

ExerciseStart Exercise

Add Tasks to an Onboarding Program - Part 2

ExerciseStart Exercise

Steps

  1. In the instance, navigate to Manage Onboarding and Offboarding Tasks using Action Search. 

  2. For the USONBTASKS onboarding program you created in a previous exercise, navigate to Actions and choose Edit (pencil icon). 

  3. Choose + Add Task to add each of the following tasks, leaving them all set to No, not required. 

    • Write Welcome Message with some default text 
    • Recommend People 
    • Assign a Buddy 
    • Prepare for Day One 
    • Request Equipment → Computer
    • Request Equipment → Mobile Phone

    The following figure shows an example of the Write Welcome Message task.

    The Write a Welcome Message dialog box is displayed.

  4. Choose Submit.

Custom Tasks

Custom tasks can be created for onboarding programs. Some organizations may need additional tasks apart from the standard tasks available in the onboarding program. These can include:

  • Collecting professional license data
  • Collecting employee health clearance form data
  • Creating ID badges
  • Triggering background checks
  • Ordering uniforms
  • Uploading documents

Custom tasks can be anything that the organization may need to do for their new hires. A custom task is essentially an MDF custom object. Before you can create a custom task to add into an onboarding program, you must have the MDF custom object created and defined. For more information, read more details about custom tasks from SAP Help Portal: Custom Tasks

Note

All tasks in an onboarding program can be delegated. This can be done from the list of Actions from the profile of a new hire in the Onboarding Dashboard. To have access to this action, the onboarding participant will need the Delegate Onboarding Task Permission.

Log in to track your progress & complete quizzes

Learning

SAP FacebookSAP YoutubeSAP LinkedIn