Overview of SAP SuccessFactors Onboarding

This video provides an overview of the SAP SuccessFactors Onboarding process for new hires. Learn about the steps involved, customization options, data collection, document flow, and more.

We initiate Onboarding for a candidate in Recruiting from the options of actions that can be done for a candidate at the applicable status.

To integrate Onboarding with Recruiting, a few required configurations must be done apart from mapping data between the two SAP SuccessFactors modules:

• Onboarding Integration is activated in Provisioning.
• The applicable status sets in Recruiting have "hireable" options.
• Identify Job Requisitions that will trigger Onboarding (Onboarding Integration Setup).
• Map required fields/data using Recruit-to-Hire Data Mapping.

The Onboarding process can be triggered manually or without a recruiting system. This functionality lets you manually onboard new hires when the standard recruiting process doesn't apply.

A role-based permission must be assigned to designated users and the "Add New Hire to Onboarding" feature is available in the Admin Center.

Hiring Manager receives a notification about the new hire starting and onboarding tasks that are required for completion. They can select the Onboarding tab from the Main Navigation Menu to open the Onboarding Dashboard and track onboarding progress or perform onboarding tasks.

IMPORTANT NOTE:

The Hiring Manager is the default owner of ALL onboarding tasks in the system except the new hire-specific tasks. This is how the onboarding system is designed as most of the onboarding process tasks in a lot of organizations are done either by the Hiring Manager or an HR representative.

This assignment of tasks can be configured or changed as there could also be a lot of other onboarding participants in the onboarding processes of an organization. Usually, an onboarding-specific feature called Responsible Groups is used to assign tasks to a user or group of users.

The Hiring Manager can also use the Manager Activities card from the For You Today section to track onboarding progress and perform onboarding tasks.

The example shows the task Write Welcome Message. A task can be completed by selecting the Start button from the Onboarding dashboard or the Complete Now button from the Manager Activities. Tasks can also be assigned to other users/roles using Responsible Groups.

Recommend People

• Very similar to the Assign Buddy task, you can recommend other employees as additional resources for the new hire using the Recommend People task. You can choose from suggestions or search for a specific employee.
• Once you have identified employees, you also have the ability to send a personal note to each apart from the required comment or reason for recommending them.

Schedule Meetings

• You can schedule meetings for a new hire using the Schedule Meetings task.
• The default selected participant will be the user but you can add more participants to a meeting.

Request Equipment

• The Request Equipment task allows a hiring manager to request specific equipment needed by a new hire.
• Multiple equipment can be requested with the use of multiple Request Equipment tasks.
• There will be API available behind the equipment request task that allows downstream integrations to ordering systems.

Recommend Links

• Recommended Links can be identified by a hiring manager to ensure a new hire is notified of specific web resources they may need to focus on during onboarding.
• The Recommended Links appear as one of the Onboarding tasks on the homepage of the new hire in the SAP SuccessFactors system.

Prepare for Day One

• A recommended list of items for the new hire to bring with them can be configured using the Prepare for Day One task.
• It is mandatory for the hiring manager to provide additional notes for the new hire.

Where to Go

• The office/work location for a new hire is identified using the Where to Go task.
• It is also mandatory for the hiring manager to provide additional notes for the new hire such as instructions on where to park in the office building, or transportation options.

Set Goals

• With the integration of Goal Management, a hiring manager can set goals for the 30-60-90 day goal plan of a new hire.
• This goal plan has to be set up in Goal Management for this Set Goals task to function.

Delegation of Tasks

• New hire tasks from any Onboarding Program can be delegated by a responsible user.
• This action can be done from the main page of the Onboarding Dashboard or on the profile of a new hire, internal hire, or offboardee.
• Delegation cannot be used for data collection steps, e-Signature, and compliance forms.

Custom Tasks

• Custom Tasks can be added to any Onboarding Program. These can be used for any tasks not pre-delivered with the SAP SuccessFactors Onboarding solution.
• Some examples can include factory uniforms (sample shown here) and survey forms.
• Custom Tasks use MDF custom objects which includes an editor for the UI.

The new hire receives a welcome e-mail and the welcome e-mail is triggered after the Review New Hire Data step is completed.

An external user is created for the new hire and they are given a login. A reset password link is provided on the e-mail and the e-mail template for this can also be customized. (Note: At the same time, an Employee ID is also generated).

Password Reset to the SAP SuccessFactors Onboarding system.

In the For You Today section on the home page, the new hire can access cards, which contain required onboarding tasks. This simplifies the new hire experience.

The home page with custom cards can be created or configured so that the new hire has access before their start date.

Note: Custom cards can also be used to create the Start Completing Your Profile to-do task. 

The new hire selects Provide Your Details to get onboarded on the Help Us Learn About You card.

Welcome Aboard!

• This is the Welcome Message from the For You Today section in the home page which has a special home page card just for it.
• There will be some special onboarding tasks that will be presented separate from the other new hire tasks similar to the V3 home page.

Every task on the list has a Start button, depending on which step of the onboarding process the new hire is currently on. 

Selecting Start on the corresponding step in the onboarding process opens a new page for the new hire to complete.

• Personal Data Collection (Let us know about you).
• Additional Data Collection (Let us know more.)
• Complete your e-Signature: Sign documents from Personal or Additional Data Collection.

Personal Data Collection Step - New hire enters data required during the onboarding process.

The new hire enters data, especially data not collected during the Recruiting process.

The new hire has the opportunity to review the information and edit the information before submitting.

Let Us Know More

• This task, which corresponds to the Additional Onboarding Data Collection step, is found on the same home page card Help Us Learn About You.
• Selecting the Start button for the Additional Data Collection will open a new page for the new hire to complete.
• Attachment fields can also be added to allow new hires to upload documents in the step in the onboarding process.

Once the new hire has completed all necessary details for additional information, they receive a pop-up box. Once the Continue button is selected, the new hire is taken back to the home page.

Time to sign the documents in DocuSign or using the native SAP SuccessFactors e-Signature Solution.

Your Onboarding Guide

• This is the home page card that will contain information generated from all other onboarding tasks such as Prepare for Day One, Recommended People, and New Hire Buddy.
• This excludes the Welcome Message as it has its own home page card.

Your Compliance Forms

• This home page card will contain all compliance forms assigned to the new hire as required.
• This will also contain the e-Signature task for any compliance form that will need the new hire's signature.