How to Transition(Migrate) Successfully from SF ON...

Swetha__Balusamy

1) Purpose of the document:

Tech Envo built this framework and accelerators to reduce implementation timelines, cost, and project risk and ensure a successful implementation. This frame applies to ONB 1.0 to 2.0 Transition customers and net new customers who implement ONB 2.0 as part of SAP SuccessFactors HCM implementation.

SF ONB 2.0 Features
Minimum requirements to implement SF ONB 2.0
Tech Envo Accelerators for SF 2.0 Implementation
SF ONB 1.0 to 2.0 Transition Planning approach by Tech Envo
SF ONB 1.0 to 2.0 Transition Implementation approach by Tech Envo
What customers loved about ONB 2.0
Where improvements are required in ONB 2.0
Lessons learned from SF ONB 1.0 to 2.0 Transition Implementation
Recommendations to the customer by Tech Envo

2) Why does the customer need to migrate to SF ONB 2.0?

SAP SuccessFactors HCM is transitioning from legacy Onboarding 1.0 to the latest Onboarding solution. You need to plan a reimplementation with the latest Onboarding solution to allow your Onboarding functionality to continue after the official sunset date, May 16, 2026.

The latest SAP SuccessFactors Onboarding solution leverages the SAP SuccessFactors HCM suite platform to streamline the configuration, administration, and resulting experiences of your onboarding, cross-boarding, offboarding, alumni, and rehire needs. Key benefits include:

Onboarding is fully integrated with Employee Central and built on the SAP SuccessFactors platform. It now eliminates the need to map the new hire data into the Employee Central database.
Onboarding aligns much more effectively with the rest of the SAP SuccessFactors Application suite. With this new solution, it is easier for new hires to get started with their goal settings.
The user interface for onboarding is now based on the SAP Fiori User Experience.
The hiring manager's tasks are replaced with a comprehensive onboarding tasks dashboard. This allows new hire progress to be tracked at a single glance. Task assignments in onboarding are handled through role-based permissions.
Onboarding has more control and visibility when it comes to configuring and administering processes, workflows, and custom forms.
New hires on mobile devices can access features such as Personal/Custom Data Collection, New Hire Data Review, New Hire Tasks, the Onboarding Dashboard, and e-signature (both DocuSign and SAP SuccessFactors eSignature).
The Recruit-to-Hire tool in Onboarding replaces several configuration tools. New hires can now log in using the same user credentials for both the SAP SuccessFactors Platform and Onboarding. A streamlined home page version is available, and it is security and permissions-driven.
Supports the new hire paperwork with SAP Signature Management by DocuSign.
Onboarding has a new notification framework, which is again built on the Metadata Framework. In addition, advanced conditions are replaced with business rules.
A single process flow covers most of the onboarding scenarios, with rules that can be turned on/off to activate some of the new hire tasks.
Better Integration with Third Party Systems and offers OData APIs like SF EC, RCM, and other Success Factors Modules
SAP SuccessFactors Integration Center Tools support SF ONB 2.0, and Integrations can be built easily.

3) Minimum Requirements to implement SF ONB 2.0:

SAP SuccessFactors Employee Central as core HR
SAP SuccessFactors Employee Central Lite—This is required for customers who are not using SF EC as core HR and are using SAP SuccessFactors HCM Talent Suite.

4) License aspect of SF ONB 2.0:

Customers with legacy Onboarding 1.0 licenses don’t need new licensing to migrate to the latest Onboarding module.

5) Tech Envo Accelerators:

We use the accelerator below to reduce a minimum of 40% of effort during implementation and enable automation.

Detailed Project Plan with all tasks
Prebuilt ONB Workbook and Detailed Execution Tasks
10+ Prepackaged Integrations built for ONB 2.0 to reduce Integration effort and cost
Business Process Design Process maps and designs for more than 20 business processes
Testing Automation Framework built for SF ONB 2.0 with More than 60+ Test Scripts to reduce the Testing Effort and Time
Cutover Plan with tasks

6) Tech Envo SF ONB 1.0 to 2.0 Transition Planning :

Below are the steps we recommend customers follow before starting implementation. You do not need the SI to plan these tasks in this phase.

6.1) Documenting the ONB 1.0 pitfalls and Areas to improve in ONB 2.0:

This is a critical planning activity, and make sure you document all areas you need to focus on to resolve.

Lack of a better Rehire check capability to flag rehire records
ONB 1.0 Integration with EC

6.2) Choosing the Right System Integrator -Implementation Partner:

Choosing the right SI with the right expertise consultants is key to success. A typical SI team structure would require consultants, Roles, and Responsibilities. Depending on the project type, the effort and resource requirements would vary.

6.3) Document all onboarding current processes, forms, notifications, and countries in scope:

Identify the Onboarding Business Process owners from each region/country/ business unit.
Identify the business system administrator for each region/country and ensure they are part of the project beginning.
Document all current state PDF forms, list of notifications, list of languages and stakeholders for all regions

6.4) Customer Resources allocation:

Customers must plan and assign dedicated resources to work with SI for the duration of the project. They must also gain hands-on exposure and a deep understanding and ensure HR admins are familiar with the new system as part of the implementation.

6.5) Change Management and Timeline planning:

Change management and Timeline planning are critical. Make sure project timelines are defined based on your business goals. We expect customers to take a firm approach to execution timelines.

7) Tech Envo SF ONB 1.0 to ONB 2.0 Transition Implementation Approach:

The framework covers every aspect of implementation and what needs to be done to make the project successful.

7.1) Project Governance and Timelines :

The transition from ONB 1.0 to ONB 2.0 is not a migration but an implementation of new systems. Define project timelines to cover the following topics at a minimum,

ONB kick-off and Process design workshops
ONB Workbook, Requirements, mapping, and WB sign-off dates
Number of iterations of system configuration, ONB Demos, and walk-through
ONB Integrations build and readiness timelines
SIT Testing and UAT
Cutover Timelines

7.2) System Integrator -Implementation Resources from SI:

Choosing the right SI with the right expertise consultants is key to success. A typical SI team structure would require the following consultants, Roles, and Responsibilities at a minimum. Depending on the project type, the effort and resource requirements would vary. As a customer, you make sure you get resources from an implementation partner who is certified and has worked on the ONB 2.0 implementation.

7.3) RACI Matrix

Review the RACI Matrix with detailed tasks and update the responsibility matrix. This needs to be discussed and agreed upon with the customer and the implementation partner.

7.4) Business Process Design First:

We typically design an end-to-end process for the following requirements and deliver process maps that clearly outline the future design.

Offboarding process
Cross boarding process
Onboarding Initiating from RCM
Manual Onboard Initiation Process
Onboarding process design for Internal Hire – Initiated from SF EC
Onboarding process design for Internal Hire – Initiated from SF EC
Rehire Design
SF ONB 2.0 – SF EC Data Mapping Process
SF RCM – SF ONB 2.0 Data mapping process
I-9, E-Verify Process
Number Ranges Config
ONB – EC Payroll, S4 HCM, IDM Integration Design
RBP Impacts – Limited access to ONB Rehires
External ATS – ONB 2.0 Integration
Impact on existing EC Integrations

7.5)ONB Workbook, configuration, and Demo :

Define the number of iterations—Typically, we do two iterations, but this may vary depending on the number of countries implemented and the rollout approach.
Ownership of the ONB workbook – We take ownership of the maintenance of the workbook, with all requirements working with the customer
Configure dependency modules Employee Central and RCM – Like RCM-ONB configuration, ONB-EC mapping configuration
Design RBP Configuration – Defined RBP rules based on what level of access ONB users would get.
We perform a demo after each iteration and end the end-to-end processes. Depending on the requests, we incorporate more demos to make sure the customer is comfortable with the design and config and system functionality.
Migrating Form I-9 Data from Onboarding 1.0 to ONB 2.0.
Migrating Form I-9 Data from a Third-Party System.

7.6) Integrations, Build, and Testing.

Identify a number of integrations that need to be built as part of the ONB 2.0 implementation.
We have prepackaged integrations between the following systems, which reduces integration efforts significantly.
- SF ONB – EC Payroll, S4 HANA HCM – Tax Data Replication
- SF ONB 2.0 – IDM Systems(OKTA, Omada, SailPoint..etc)
- SF ONB 2.0 – ServiceNow Integrations
- SF ONB 2.0 – Equifax
- ATS ( BassRing, ICIMS ,Taleo) to ONB 2.0 Integrations
- SF ONB 2.0 to SAP S4 HANA – Prehire Data Integration
- SAP S4 HANA HCM / SAP ERP HCM to SF ONB 2.0 – Initiate Offboarding Integration
- SF ONB 2.0 to SAP ERP HCM – Prehire Data Integration
- SAP ERP HCM to SF ONB 2.0 – Initiate Offboarding Integration

7.7) Testing Approach: Automation Testing Solution for SF ONB 2.0 with 60+ automation Scripts.

We have a library of test scenarios to cover all types of system functionality validation.
We built the testing automation framework, which reduces manual testing effort by 80%
Customers can run multiple rounds of testing with limited effort.

7.8) Training of Admin Teams and change management:

It is key to Train Admin systems and ensure their comfort with the new system. We ensure the admin teams get involved in the implementation and receive enough training as part of the implementation itself.
We share a detailed change management plan and work with the stakeholders.
Project Team Orientation—This SAP tool helps users understand the software's core functionalities, features, and capabilities.

7.9) Deployment and Hyper care :

Document Detailed Cutover Tasks—We have implemented ONB 2.0 multiple times and prepared a detailed cutover plan tailored to the customer's implementation.
Document the decommission plan cut-off of ONB 1.0
Turn on ONB 2.0
We offer a minimum of 4 weeks of Hyper care, followed by ASM support

😎 What customers loved about ONB 2.0, based on Tech Envo Implementation experience:

SAP SuccessFactors Onboarding(2.0) supports onboarding new hires, cross-boarding internal transfers, offboarding departing employees, and rehiring employees through a single solution, helping to ensure a positive experience as employees transition.
You could assign 30/60/90-day goals and objectives as part of the onboarding program to enable early achievements and bolster confidence .
SAP Work Zone for HR integrates well with SF ONB 2.0. It offers a unified digital workplace with a guided experience for onboarding tasks and access to communities to ask questions, learn from others, and learn about their new organization.
Better Reporting capabilities
ONB 2.0 Integration with EC Payroll for Tax Data Replication is supported as part of PTP
SAP Signature Management by DocuSign: basic and advanced e-Signatures incorporated into program workflows SAP Qualtrics Employee Lifecycle, SAP Signature Management by DocuSign, SAP Work Zone for HR.
Employee Central: Automated recruit-to-hire data mapping eliminates data re-entry by candidate and HR.
My customer had eight custom integrations in ONB 1.0, and supporting them has been challenging due to the limitations of the ONB 1.0 API, which add so much complexity to the integration layer. However, SF ONB 2.0 APIs offer sophisticated OData APIs, similar to SF EC, and SF Integration Center supports them. We built four integrations using IC and four Integrations using SAP Cloud Integration.
Customers are assigned personalized learning content as part of the onboarding program.

9) What are the areas in which ONB 2.0 requires Improvement?:

We have seen SAP working on most of the items mentioned below to make ONB better and better.

Troubleshooting of the ONB records is quite challenging (BP).
Restarting the process step is not available, and you need to start from the initiation of onboarding.
You can’t skip the first two rehire checks systems offer, which makes the Onboarding experience annoying.
Email Notification functionality requires further improvements, such as manually resending email notifications, which is not currently supported.
If standard forms are not available, you need to create an MDF object and then a custom form.
External User RBP Group Handling is a little tricky.

10) Lessons Learned from multiple SF ONB 2.0 Implementation projects:

Assign dedicated resources from the business and involve them from the beginning of the project.
The business should drive the project, be involved in all demos and walkthroughs, and provide constant feedback.
Customers must do the prework before starting the project, set goals, and define realistic timelines.
Your implementation must bring the right skill set people, and as a customer, you must interview the people ( critical roles) before staffing the project.
Assign dedicated time to testing and demos.
ONB 2.0 Integrations with external systems take effort, plan sufficient time, and get the right Integration expert who has done the integration work
SF EC Integrations will require minor changes, such as not sending pre-hire records from ONB, so identify the EC outbound integrations and add necessary filters.
11) Tech Envo Recommendation to Customers :
- ONB 1.0 to 2.0 is not migration but implementation, and use this opportunity to fine-tune the ONB experience
- Follow the Automation and Business process design first approach to reducing manual efforts and build a sophisticated design.
- Get the right implementation partner with the right consultants
- Make sure SI assigns the resources who have done the SF ONB 2.0 implementation and are certified in SF EC, ONB.
- Assign dedicated resources from the business to ensure successful implementation.
- Change Management is key
- Don't underestimate the Integration effort
- Testing is very key, and plan sufficient time

How to Transition(Migrate) Successfully from SF ONB 1.0 to SF ONB 2.0 by Tech Envo