Describing the SAP SuccessFactors Onboarding Data Model

Objective

After completing this lesson, you will be able to describe the SAP SuccessFactors Onboarding Data Model

The Onboarding Data Model

SAP SuccessFactors Employee Central uses most of the existing data models in the SAP SuccessFactors HCM Suite. All these data models can be easily identified mainly because they are XML-based and can be found in Provisioning or Admin Center. 

Unlike these data models, the Onboarding Data Model is not available in Provisioning and is not used in the other SAP SuccessFactors HCM solutions. 

The Onboarding Data Model involves data that will be collected during the Review New Hire Data and Personal Data Collection steps in the onboarding process. Collecting this data is mandatory for an employee’s record in the company. 

The Onboarding process flow is displayed with Review New Hire Data and Personal Data Collection section highlighted.

The Onboarding Data Model is composed of HRIS fields that were already configured for or available in the four data models used by Employee Central.  

To configure the Onboarding Data Model, you must select which HRIS fields from Employee Central will be used in the data collection steps of Onboarding.    

Data Models in SAP SuccessFactors Onboarding

When you configure your Onboarding data model, you must determine which fields will become part of the employee record. These fields are configured as part of the Succession Data Model (SDM), sometimes referred to as the Employee Central or Employee data model. The SDM is the primary data model, which creates the data structure related to employees working for the company. This data model dictates the fields available and is configured in Manage Business Configuration, found in Admin Center. 

The HRIS Fields are displayed on the Employee Central page.

When setting up Onboarding, the HRIS fields selected should be those that will become a permanent part of the employee record. For example, address information and phone number.  

For fields that are only required temporarily for the Onboarding process, you can add custom HRIS elements to the SDM. For example, if a company has an on-site gym, you could configure a field asking if the new hire would like to use the gym. If the employee answers yes, the system can generate and send the new hire a waiver for the gym facilities. 

Data Collection in SAP SuccessFactors Onboarding

During the onboarding process, data that was collected from the candidate during the recruiting process is compared against the information required for the employee record.

In this video, you will learn about what the hiring manager and new hire see when they perform onboarding tasks.

Video Summary

The following is a summary of what happens during the Data Collection step of the onboarding process. 

  • The hiring manager will be tasked to review and correct new hire data if any information is missing or incorrect. 
  • Submitting the data triggers the automated welcome message and onboarding tasks for the new hire, which will appear on the Help Us Learn About You card on the new hire’s homepage. 
  • The new hire is prompted to enter required information for their employee record. 

New Hire Templates

Similar to the templates that are provided for SAP SuccessFactors Employee Central, the following Hire Templates are available for Onboarding: 

  • Onboarding New Hire
  • Onboarding Manager

Hire Templates for Onboarding allow you to create a set of data blocks that will be used especially for data collection (Review New Hire Data, Personal Data Collection and Additional Data Collection). This allows further flexibility in the group/set of data that is collected from a new hire based on these hire templates. 

The Hire Template on Manage Data page is displayed.

During the onboarding process, business rules are used to ensure that the Onboarding system selects the correct new hire template for each new hire. With the use of Onboarding hire templates, Custom MDF Objects can be added to data blocks as well. This capability allows you to combine the content from the Personal Data Collection and Additional Data Collection steps into one which simplifies the data collection process. 

The Details page of Hire Template is displayed.

Business Rules of Data Collection Process in Onboarding

Data collection processes in Onboarding are driven by Business Rules that are configured with a predefined logic. However, you can modify these Business Rules to include additional conditions based on business requirements. To configure Business Rules, go to Admin Center → Configure Business Rules.  

The Business Rules Admin page is displayed.

The business rules that drive the data collection processes in Onboarding are: 

Business Rules Driving Data Collection in Onboarding

Business RulesStep in the process
SAP_ONB2_HMReviewCheckThis is applied to the Review New Hire Data step in the onboarding process.  
SAP_ONB2_ECDataCollectionCheck This is applied to the Personal Data Collection step in the onboarding process. It is configured to make Personal Data Collection a part of the onboarding process by default. 
SAP_ONB2_CustomDataCollectionCheck and SAP_ONB2_DataCollectionConfigSelect These business rules are applied to the Additional Onboarding Data Collection step in the onboarding process. They are configured to make Additional Onboarding Data Collection a part of the onboarding process by default. 

Review New Hire Data and Personal Data Collection Steps

In the Personal Data Collection step, new hires can do the following: 

  • View the collected data from SAP SuccessFactors Recruiting and the Review New Hire Data step
  • Modify their information
  • Provide additional information
The Onboarding process flow is displayed with Personal Data Collection section highlighted.

The UI for both the Review New Hire Data and Personal Data Collection steps reuses the Add New Employee People Profile v3 (PP3) page from SAP SuccessFactors Employee Central. The configurations that appear on the page are similar to the SAP SuccessFactors Employee Central pages that customers see. 

Rules

The Review New Hire Data step will appear if one of these conditions is satisfied: 

  • If the data sent from Recruiting has any incorrect data or if there is no data sent for mandatory fields. In this instance, the manager would have to validate that all required information is available before the new hire gets to the Personal Data Collection step. 
  • If you have configured a custom rule condition for SAP_ONB2_HMReviewCheck rule.

The Personal Data Collection step will appear for the new hire if you have configured a custom rule condition for SAP_ONB2_ECDataCollectionCheck rule.

Note

This SAP_ONB2_HMReviewCheck and SAP_ONB2_ECDataCollectionCheck rules come preconfigured in Onboarding. 

Onboarding Data Model Creation

You can create the Onboarding Data Model in Admin Center → Tools → Manage Business Configuration for the required entities. The Onboarding Data Model can only be created if there are certain properties that need to be modified for onboarding users, such as:

  • Mandatory
  • Visibility
  • Enabled/Disabled

Note

If the Onboarding Data Model is not set up, Onboarding will default to what is set up in SAP SuccessFactors Employee Central. It will not use all the HRIS elements and fields from SAP SuccessFactors Employee Central, but some will be enabled for Onboarding. 

Permissions

Role-based permissions define what set of fields should be available for the new hire to read or edit. Categories in role-based permissions are: 

  • Employee Central Effective Dated Entities
  • Employee Data 

Roles that define SAP SuccessFactors Employee Central field view/edit permissions for the hiring manager may already exist. This role can be updated with certain permissions or used as is. 

The predefined external user role provides the new hire with permissions for all available entities and fields. You can modify this role to provide additional permissions for more fields or revoke existing field permissions. 

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