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Defining the Internal Hire Process

Objective

After completing this lesson, you will be able to describe the internal hire process

Internal Hire Process

The internal hire process facilitates an employee's transition to a new role within the organization. The onboarding process for an internal hire starts with initiating onboarding and ends with the internal hire moving into a new job role within the same organization.

When an internal employee moves to a new role within the organization, it may be required to onboard the employee due to changes to their job role, compensation plan, or management. Setting up an internal hire process in SAP SuccessFactors Onboarding can help streamline this transition.

There are three ways an internal hire process can be initiated in Onboarding:

Initiated by a transfer event triggered in SAP SuccessFactors Employee Central
Initiated from an internal hire candidate in SAP SuccessFactors Recruiting
Initiated from an internal hire candidate in an external Applicant Tracking System (ATS)

Note

In Onboarding, the internal hire process is also referred to as crossboarding. These two terminologies are used interchangeably, depending on which configuration settings you are looking at in SAP SuccessFactors HCM Suite.

Prerequisites for Initiating the Internal Hire Process from SAP SuccessFactors Employee Central

When an employee changes jobs internally, their employee profile needs to be updated in SAP SuccessFactors Employee Central to include their new job or compensation information. Updating their profile triggers a transfer event that initiates the internal hire process in SAP SuccessFactors Onboarding.

But before the transfer event can be triggered in Employee Central, the following actions must be carried out:

Configure the employee transfer event
Configure a business rule to evaluate whether or not the transfer event should trigger the internal hire process.

Note

Transfer events are only created for changes made to the employee’s job or compensation information.

Initiate the Internal Hire Process from SAP SuccessFactors Employee Central

In this video, you will learn how to initiate a transfer event by updating an employee’s job information.

The steps below provide an outline of the task demonstrated in the Initiating the Internal Hire Process from SAP SuccessFactors Employee Central video.

Steps

In the Search for actions or People field (or Action Search bar), enter the ID or name of the employee whose job information you wish to update. To open the employee's profile, select the name of the employee from the search result.
Choose Actions and select and Compensation Info.
Under Choose what you want to change, if you wish to change the employee's job, select Job Relationships and, if you wish to change the employee's compensation information, select Compensation Info.
Under When would you like your changes to take effect?, choose a future date.
From the Event dropdown, select Transfer.
From the Event Reason dropdown, select Inter Company Transfer.
Update the employee profile with information related to the new job or the new compensation.
Choose Save.

Result

The Internal Hire Process has been initiated from SAP SuccessFactors Employee Central.

Prerequisites for Initiating the Internal Hire Process from SAP SuccessFactors Recruiting

You can also initiate the internal hire process from SAP SuccessFactors Recruiting. However, before you can do this, you must first complete the following actions:

Map required fields between SAP SuccessFactors Onboarding and Recruiting.
Identify a field that will identify an internal hire in Recruiting. We recommend using an event reason for this purpose.
Configure a business rule to evaluate the conditions to initiate the internal hire process.

Once the internal hire process is initiated, the system uses the existing user ID of the internal hire. Based on the existing user ID, employee data is pulled from Recruiting and validated against the employee data in SAP SuccessFactors Employee Central.

To learn more about the details of this specific integration, refer to the implementation guide: Initiating Internal Hire Process from SAP SuccessFactors Recruiting.

How to Initiate the Internal Hire Process from Recruiting

Initiating the internal hire process from Recruiting is the same as initiating an onboarding process for a new hire. The only difference is the type of candidate. In this situation, it is an existing employee, not an external hire.

Initiate Onboarding option for Internal Candidate is highlighted.

As part of the internal hire process, you can leverage functionalities such as workflow, cross-entity rules, and position updates to streamline the onboarding process for internal hires initiated through SAP SuccessFactors Recruiting.

In order to use these functionalities, enable the Enable Additional Internal Hire Activities switch via Onboarding General Settings → Enable Enhanced Internal Hire Process.

Once the Onboarding is initiated, the configured workflow is processed and triggered if applicable.

Internal hire activity screen showing a workflow

Employment Profile Selection

The Employment Profile Selection feature in Onboarding allows any onboarding participant, such as a recruiter, to see internal hires separately on the home page in the Data Review card. This feature provides an easier way to navigate through new hires, internal hires, and rehires using one home page card.

For this page to appear on the home page, additional configurations are required. More details on this can be found on the implementation guide in SAP Help Portal: Performing Employment Profile Selection

Onboarding for Concurrent Employment

Trigger Onboarding for Concurrent Employment

You can trigger onboarding for employees with concurrent employment in SAP SuccessFactors Employee Central.

For this the following conditions should be met:

The condition defined in the Rule to Initiate Onboarding for Concurrent Employment decision rule scenario is matching.
Start Date of the employment is set to a date in the future.
Supervisor field is updated while adding the employment in People Profile.

Once concurrent employment is initiated in Employee Central and any configured workflow is completed, onboarding is automatically triggered with Concurrent Employment as the Hire Type and Hired as the Hire Status.

Note

When concurrent employment is created in Employee Central, an inactive future-dated user (f) is generated. If the Initiate Onboarding for Concurrent Employment decision rule is met, the user (f) is converted to an external user (e). As a result, any integrations relying on the (f) user status may not function properly. To ensure the integration works, include the (e) user status as well.

Configuration Requrements for Initiating Onboarding for Concurrent Employment

To enable Onboarding for Concurrent Employment, you need to:

Configure a business rule using Trigger Onboarding for Concurrent Employment scenario and ensure that the rule evaluates to true.
Select the instance of the rule for Rule to Initiate Onboarding for Concurrent Employment in Manage Data → Onboarding Configuration → DEFAULT_ONB2_CONFIG (DEFAULT_ONB2_CONFIG).
Configure and enable the welcome email notification to employees in concurrent employment by enabling the (ONB) Concurrent Employment User Welcome Message Trigger email template from Email Services.

Onboarding for Global Assignment

Triggering Onboarding for Global Assignment

you can trigger onboarding for an employee who has been given a global assignment that requires an onboarding process to be completed.

The following conditions should be met:

The condition defined in the Rule to Initiate Onboarding for Global Assignment decision rule scenario is matching.
Start Date of the host assignment is set to a date in the future.
Supervisor field for the host assignment is updated while adding a global assignment in the People Profile.

Using the Context Switcher, the employee can switch from their default active (home) assignment to their inactive (host) employment profile to view and complete all the new hire tasks.

Configuration Requirements for Initiating Onboarding for Global Assignment

To enable Onboarding for Global Assignment, you need to:

Configure the Trigger Onboarding Global Assignment business rule scenario and ensure that the rule evaluates to true.
Select the instance of the rule for Rule to Initiate Onboarding for Global Assignment in Manage Data > Onboarding Configuration > DEFAULT_ONB2_CONFIG (DEFAULT_ONB2_CONFIG).
Configure and enable the (ONB) Global Assignment User Welcome Message Trigger email template from Email Services to send the welcome email notification to employees on global assignment.

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