Creating Processes Using Process Variant Manager

Objective

After completing this lesson, you will be able to create custom processes using Process Variant Manager

Process Variant Manager

The Process Variant Manager tool provides flexibility to modify the standard onboarding and offboarding processes. For example, this tool enables you to modify an existing process so that it aligns with organizational business processes and requirements. 

In this video, you will learn how Process Variant Manager makes it simple to customize multiple onboarding and offboarding processes.  

Video Summary

The Process Variant Manager tool allows you to customize steps in an Onboarding process. Steps can be removed or rearranged depending on the organization’s requirements. For example, an organization might want to:

  • Remove the Review New Hire Data step because all necessary data was collected during the recruiting process 
  • Remove the Compliance Forms step because the compliance forms can be created using the Document Flow step 
  • Move the Create New Hire Tasks step so that it is triggered after initiating onboarding
  • Add a Final Review step that allows an HR representative to do a final check or review of what a new hire completed in the Personal Data Collection Step and request a correction before completing the onboarding process

There are many possible variations of changes that can be made in the Process Variant Manager tool to help meet your customers’ needs.

Extension Points

You can also enable extension points to facilitate the completion of necessary onboarding tasks that are beyond the standard SAP SuccessFactors Onboarding tasks. This allows the addition of various Third-party background tasks to the Onboarding process.

Once the extension point is enabled in any of these blocks, all sequential tasks are paused and remain inaccessible until the background task is completed.

Enable the Extension Point

Create and Define a Customized Onboarding Process for New Hires using Process Variant Manager

In the Process Variant Manager tool, you can create a new process by choosing +Process Variant. If you want to make changes to the existing onboarding process, you have to make a copy of the default process, as the default process cannot be edited. To make a copy choose Copy. 

This exercise will show you how to create a new process variant. 

Business Example

An organization wants a different onboarding process for its new hires based in Italy. Because there are no compliance forms or documents for Italy in the SAP SuccessFactors Onboarding system, the organization would like to skip this step in the process and focus on using custom documents. It also wants to skip the Review New Hire Data step because it captured everything for that step from its recruiting system during the hiring process. 

ExerciseStart Exercise

Steps

  1. Navigate to Process Variant Manager using Action Search. 

  2. To create a new process variant, choose + Process Variant. 

  3. In the ID field, enter ITALYOnboarding. 

  4. Select Process Type as Onboarding.

  5. In the Process Variant Name field, enter Italy Onboarding Process.

  6. In the Process Variant column, select the newly created Italy Onboarding Process. 

  7. Define the process based on the image that appears below, Italy Onboarding Process. Begin by selecting the Start box and add each succeeding step in the process. (This image below shows the Personal Data Collection and step occurring immediately after the onboarding process is initiated, followed by the Primary New Hire Tasks and Document Flow steps. Continue with the rest of the process steps). 

    Italy onboarding process flow is displayed. Information about the onboarding process is provided in the steps.

    Note

    With 2H 2024 release, you can add primary and secondary new hire tasks, Also, you can configure custom tasks with the updated Primary New Hire Tasks step and the new Secondary New Hire Tasks step in your Process Variant Manager. These tasks can run in parallel (and do not block) with existing steps like New Hire Data Review, Personal Data Collection, Additional Data Collection, Compliance, and Document Flow (e-Signature).

    You can also define and collect signatures as required tasks. The Document Flow for New Hire Tasks (e-Signature) step can be added to either the Primary or Secondary New Hire Tasks steps to gather the necessary signatures for the defined tasks.

  8. To save the defined process flow, choose Save and Validate. You will receive a pop-up message for the successful creation of the process flow with some notes. Choose OK. 

  9. To start using the new process variant, select Activate. On the confirmation message, choose OK. 

    If you need to delete a step, you first need to delete the steps that come after it, then add back the steps you want to keep. 

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