Onboarding a New Hire

Begin this video to get started on SAP SuccessFactors Onboarding.

SAP SuccessFactors Onboarding provides the tools for engaging with internal and external new hires to quickly become productive members of the organization.

The Onboarding solution also provides a way for a manager and a participant of the onboarding process to view and access new hire documents throughout the onboarding process as well as after the applicant is converted into an employee. When a new recruit is onboarded the process involves several important documents, tax forms, benefit enrollments, and employment contracts. It may also include non-compete and non-disclosure agreements, employment eligibility forms, and background checks. This process generates a staggering amount of documentation that starts even before an employee is hired and continues well after a person has left the company.

The Onboarding Dashboard presents a consolidated view of all the new hires joining your team, their details, onboarding process tasks, and the corresponding statuses.

The Onboarding process starts with initiating onboarding and ends with the new recruits being converted into an employee (internal user). Onboarding could either be initiated manually or initiated through recruiting.

Let’s first explore how Onboarding could be initiated manually. Select "Begin" to get started

The onboarding process can be manually initiated without a recruiting system, which lets you onboard new hires who don't come in through the standard recruiting process. Manual onboarding can be used for:

• Companies that don't use a recruiting system.
• The hiring of a high-level executive that doesn't follow the usual recruiting process to ensure confidentiality.
• Employees returning from a sabbatical.

The steps for initiating onboarding manually are as follows:

1. Type Add New Hire to Onboarding into the action search bar, which opens a drop-down box with the tool name.
2. Select Add New Hire to Onboarding from the search results to open the tool.
3. Ensure that the tool opens to the Add New Hire to Onboarding page.
4. Enter the new hire's information in the fields.
5. Select Initiate Onboarding to start the onboarding process.

Onboarding can also be initiated from SAP SuccessFactors Recruiting or an external Applicant Tracking System (ATS). The procedure for how the Onboarding process is initiated on an external ATS is similar.

Once initiated, the Onboarding process consists of several steps. 

Business Example: A new hire provides personal data and electronically signs generated onboarding documents. Then the hiring manager or HR Representative adds the new hire into SAP SuccessFactors Employee Central.

1. After onboarding is initiated, the hiring manager receives an email notification that the onboarding process for their new hire has begun. They review the data related to the new hire. Tasks are assigned to the new hire for them to provide additional information.
2. The new hire gets a welcome email with login URL and credentials to access SAP SuccessFactors application. The new hire performs the assigned tasks using the cards under the For You Today section of the Home Page.
3. After completing the tasks, the system generates a document. The hiring manager and new hire receive a notification to review and sign the document.
   • Users can sign documents from within the Onboarding instance by using the embedded SAP Succesfactors e-Signature.
   • Another option is by using DocuSign, you can sign the documents using a web browser or mobile device.
4. Once signed, the new hire is listed under Manage Pending Hire for the hiring manager or HR Admin to add the new hire as an employee to SAP SuccessFactors Employee Central.
5. On the start date of the new employee, the system activates the employee's status and employment information.

Hiring internally offers career growth opportunities to existing employees with the relevant skills and talents, or potential. It also explores ways in which these known employees can positively impact your organization. When an internal employee undertakes a new role, they will need to go through the onboarding process because of changes to their job, compensation plan, or their management structure.    

The Onboarding process for internal hires can be initiated from the following sources:

• SAP SuccessFactors Employee Central
• SAP SuccessFactors Recruiting (or an external ATS)

With SAP SuccessFactors Employee Central, onboarding for internal hires is initiated when job transfer events are triggered. These job transfer events occur because of job information changes from employee profiles. A job information change can be done in Employee Central to trigger an event, which then triggers the onboarding process for an internal hire. The process can be triggered:

• From the Employment Information section of the Employee's Profile
• From the Actions menu of the Employee's Profile by selecting Change Job and Compensation Info.

This example will teach you how to trigger a transfer event from the Actions menu of the employee’s profile. From the employee profile page, follow these steps to initiate a job information change in Employee Central.

1. Choose Actions from the employee's profile page, which opens a drop-down list.
2. Select Change Job and Compensation info to process the action.
3. Select Job Information, which triggers a transfer event.
4. Select a date for when the job information change will take place, which is the start date of the internal hire in their new job.
5. Ensure that the event is Job Change.
6. Select the Transfer (reason) for the Event Reason. (There could be many event reasons that could be used to trigger the onboarding process of internal hires in SAP SuccessFactors Onboarding and they need to be configured.)
7. Change any specific job information for the internal hire and then select Save.

With SAP SuccessFactors Recruiting, a field or a piece of data is used to identify an internal hire that will be used to subsequently initiate the onboarding process for an internal hire rather than a new hire. In the internal hire’s employment record, they are transferred automatically to their new manager’s reporting structure on the start date of their new position.

The process for initiating Onboarding of internal hires looks the same as for initiating onboarding of new hires (external); however, you must identify the type of candidate as internal.

You can see the steps required when you are in the internal candidate screen in Job Requisitions.

1. Ensure that the candidate is identified as internal.
2. Select Take Action to initiate onboarding.
3. Select Initiate Onboarding to trigger the internal hire process.