Integrating SAP SuccessFactors Onboarding and SAP SuccessFactors Employee Central

Objectives

After completing this lesson, you will be able to:

Describe the use of SAP SuccessFactors Employee Central in SAP SuccessFactors Onboarding.
Identify additional SAP SuccessFactors Employee Central features that can be used in SAP SuccessFactors Onboarding.

Purpose of SAP SuccessFactors Employee Central in Onboarding

SAP SuccessFactors Employee Central elements and fields are used to build the new hire’s profile and identify the internal hire and offboardee involved. The pieces of data that identify a new hire are the same data used for an employee's profile in Employee Central.

Since you’ve already collected data for existing employees, you don’t need to recollect this data like you would for a new hire. You only need to identify the specific data (HRIS fields) needed for Onboarding.

Because of the relationship between Onboarding and Employee Central, you can use some configurations and functions from Employee Central.

Manage Pending Hires

The Manage Pending Hires feature in SAP SuccessFactors Employee Central (full implementation) is where new hires are moved to after the onboarding process is complete. A corporate representative, such as a recruiter, validates information captured in this Manage Pending Hires tool before an employee profile is created for a new hire. Once a new hire is listed as officially hired in Manage Pending Hires, the new hire is converted into an internal user (employee) on their start date.

If the new employee’s username needs to be captured before their start date (or before they are converted to an internal user), you can use an API called getUserNameOfNewlyHiredEmployee.

If it is necessary to change the new hire’s start date or name of the hiring manager, this can be done using the Manage Pending Hires and Hire Date Correction tool. For this change to be reflected in Onboarding, enable the Sync Employee Central Updates to Start Date and Hiring Manager function in Onboarding General Settings.

Complete Hiring in Manage Pending Hires

Currently, there are two main sources of hires in SAP SuccessFactors Employee Central. These two sources come from SAP SuccessFactors Recruiting and SAP SuccessFactors Onboarding. Data is sent to Employee Central, then you need to complete the hiring process using the Manage Pending Hires tool.

Note

This tool is only used if the customer has a fully licensed SAP SuccessFactors Employee Central setup. A customer can use a different HRIS where the completion of the hiring process is done.

VIDEO PLACEHOLDER: Completing the Hiring Process in Manage Pending Hires for New Hires

The steps below outline the tasks demonstrated in the Completing the Hiring Process in Manage Pending Hires for New Hires video.

Steps

Navigate to Manage Pending Hires using Action Search.
In the dropdown menu, choose Onboarding. This displays a list of all new hires who have finished the onboarding process.
Select the new hire's name.
On the following pages, you will see sections for Review New Hire Data and Personal Data Collection. These pages resemble those from the onboarding process.
Update the necessary details or fill in any missing information needed to create the new hire’s SAP SuccessFactors Employee Central profile.
Select Submit.

Result

The new hire's employee profile is created. However, the new hire will only be able to access their profile on their start date.

Note

Automatic hiring of new hires from Onborading into Employee Central can be enabled. This is useful for organizations that don't require any further intervention by HR representatives for the creation of new hire profiles into Employee Central by using Manage Pending Hires tool. To enable automatic hiring, enable these switches from Onborading General Settings:

Submit Onboarding Data Using Centralized Services
Enable Automatic Hiring for Onboarding

If the organization wants to automatically hire only specific new hires (skipping the use of Manage Pending Hires), a business rule can be defined using the scenario Trigger Automatic Hiring of Applicants for Onboarding.

Position Management

There are different features in the data collection steps of the onboarding process that directly affect SAP SuccessFactors Employee Central. These features are mainly related to HRIS elements and fields and their functions.

One of the impacted features is Employee Central Position Management because the data collected during the onboarding process is the same information used in SAP SuccessFactors Employee Central. As a result, if you make a change in Onboarding, you may trigger unnecessary events in positions. To avoid this, changes should be made in the Employee Central Position Management feature.

Changes in Onboarding can also affect the following features:

Adapting Hierarchy
Adapting the To-Be-Hired Status on the Position
Reclassification or Transferring Positions
Job Relationship Sync

Because these are processes or events specific to Employee Central Position Management, they are only triggered if the Manage Pending Hires is completed.

OnInit Business Rules

OnInit rules are used to set field properties such as required=true or visibility=false based on business conditions. They are generally used in new hire flows in SAP SuccessFactors Employee Central, with the Employee Information model as the base object. They can also be useful in SAP SuccessFactors Onboarding because they can be used to collect new hire data during the onboarding process.

OnInit rules can also be applied to HRIS fields during the data collection steps (Review New Hire Data and Personal Data Collection) in Onboarding to simplify the onboarding process. OnInit rules are applied to the Trigger Rules of an HRIS element.

To enable the use of OnInit business rules in Onboarding, navigate to Onboarding General Settings and toggle the switch to On for Allow onInit Rules for Onboarding Pages.

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