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Migration from SuccessFactors Onboarding 1.0 to Onboarding 2.0

amrutha_g
Discoverer
3 weeks ago
1,667

Onboarding 1.0 will commence End of Maintenance with the 2H 2025 release, and the deprecation of Onboarding 1.0 is planned for the 1H 2026 release. After the End of Maintenance, the application will no longer be continued, thus migration to Onboarding 2.0 is necessary.

This blog covers the following topics:

  1. Recommended Cutover and Data Migration Strategies from Onboarding1.0 to Onboarding 2.0
  2. Document Migration from Onboarding 1.0 to Onboarding 2.0 
  3. Migrating Form I-9 Data from Onboarding 1.0 to Onboarding 2.0 

1.Recommended Cutover and Data Migration Strategies from Onboarding1.0 to Onboarding2.0

We are transitioning from onboarding 1.0 to Onboarding2.0. Onboarding 1.0 will be phased out, allowing us to enhance your experience with the latest updates and features. 

Onboarding 1.0 and 2.0 utilize distinct data models and functionalities. It is important to familiarize yourself with the new features and limitations of Onboarding 2.0

Recommended Practise for migration is as follows:

Pre-Go-Live & Go-Live Phase.
Cutover Strategy: Specify the date from which all new hires will begin utilizing ONB 2.0 (e.g., all new hires starting from [Date]).

 Go-Live: Implementation of ONB 2.0 in the production environment.

Data Migration Strategy (Optional, but Recommended for Historical Data)
Option 1: Phased Cutover (Recommended): 

Maintain the use of ONB 1.0 for current new hires (inflight new hires), while all new requisitions or hires initiated after a designated cutover date will transition to ONB 2.0. Please note that historical data from ONB 1.0 will not be migrated to ONB 2.0 for ongoing processes but will be retained solely for archival and reporting purposes if required.

Option 2: Selective Data Migration (Complex):

If necessary for reporting or audit requirements, we may consider a selective migration of historical ONB 1.0 data (such as completed onboarding records) to an external archive or reporting tool.

Note:

Directly migrating active ONB 1.0 processes to ONB 2.0 during an ongoing process is typically not advisable due to technical complexities.

Hypercare Support: Providing dedicated assistance for [x] weeks following the go-live phase to resolve any immediate issues or inquiries.

Knowledge Transfer: A thorough handover process to your internal IT and HR teams.

Lessons Learnt & Project Closure: An evaluation of project success and documentation of best practices.

2.Document Migration from Onboarding 1.0 to Onboarding 2.0 

We understand that the documents in ONB 1.0 are stored in Document Centre whereas the documents in ONB 2.0 are stored in Document Management System (DMS). 

SAP has provided us with a feasibility to migrate the documents from Onboarding 1.0 to 2.0 with a job type “Initiate Onboarding 1.0 Document Migration job” 

Admins can now utilize the new Initiate Onboarding 1.0 Document Migration Job to initiate the document migration. This job type is available under Create a new job Scheduled Job Manager > Job Scheduler > Create Job Request

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Pre-requisites – 

1. Complete the BSS (Blob Service Storage) process in Onboarding 1.0, under Onboarding 1.0 Dashboard > Settings > Feature usage reference shown below:

amrutha_g_1-1750069911286.png

 

 

 

2. Verify the document storage in “company settings” and update if necessary or if more storage is required then follow the steps to purchase the additional storage from SAP. 

Note:

Step 1 is necessary to make sure that the migration does not end in failure. 

Step 2 is necessary to make sure there are no disruptions or errors occurring due to insufficient storage.  

To avoid error in migration, temporarily set the Attachment User Limit under Provisioning > Company Settings > Document Attachment to No Limit. Revert this setting after the migration.

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By default, the DMS has 500 GB of storage space. DMS in the Onboarding solution supports document in the following formats: DOC, PDF, CSV, HTM, PPT, XLS, GIF, PNG, JPG, JPEG, HTML, RTF, BMP, XLSX, DOCX, PPTX, TXT, XML, MSG, DOCM, TIF, EML. Export the documents that aren't in the supported formats and save them locally before starting the migration. 

If the volume of documents to be migrated exceeds the existing storage capacity, the migration fails. This shortage of storage also affects other platform operations. 

Permissions required for the migration:  

  • Enable Onboarding and Employee Central from provisioning.
  • To initiate the document migration, verify that you have enabled Monitor Scheduled Jobs and Manage Scheduled Jobs permissions from Admin Center > Manager Permission Roles (Permission Roles) > Administrator Permissions > Admin Center Permissions.

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  • To view the migrated historic audit data, ensure that you have enabled the Import and Export permissions for Admin Center > Manager Permission Roles (Permission Roles) > Administrator permissions > Onboarding or Offboarding Admin Object Permissions > ONB2LegacyONB1FormAudit. 

amrutha_g_1-1750070384982.png

 

 

Create Job Request

Before transitioning to the Onboarding module, you can initiate a migration job to transfer all required documents (onboarding documents and historic audit data) from DC (ONB 1.0) to DMS (ONB2.0).

Procedure 

  1. Go to Admin Center > Scheduled Job Manager. 
  2. Select Job Scheduler and then click the + Create Job Request option.
    amrutha_g_3-1750071106341.png
  3. The Create Job Request page opens. 
  4. The Job Definition section, fill the following details: 
  5. In the Job Name field, enter the Job Name. 
  6. In the Job Type dropdown, select Initiate Onboarding 1.0 Document Migration Job. 

      7. Select an active user from the Job Owner field shown in the image below.

amrutha_g_0-1750069841351.png

   

 

 

 

 

 

     8. In Job Parameters, choose the migration related checklist. 

     Adhere to the following checklist before initiating the migration job: 

  • Clean up the Document Center storage space to store only the documents required for migration. 
  • Purchase additional storage space (if required). 
  • Complete the onboarding activities for all inflight candidates. 
  • Implement Onboarding. For more information, refer to the Implementing SAP SuccessFactors Onboarding topic under the Related Information section. 

    9. In Job Occurrence section, we recommend you select One-Time as the Occurrence value and select the start date of the job from the Start field. 

amrutha_g_2-1750071423988.png

10. Update the Notifications section as per your requirement. 

11. Select Submit to initiate the migration job. 

amrutha_g_3-1750071486222.png

Note

After you migrate the documents, updates made to documents in Onboarding 1.0 won't sync to the DMS in Onboarding. Therefore, please avoid updating documents in Onboarding 1.0 after migration. 

Once you initiate the migration job request, you can't pause or cancel the request. 

 12. To Check the Job Migration Status, Go to Feature usage in Onboarding 1.0 dashboard.

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The file migrated appears as downloaded with username “SYSTEM” and the Documents will be available in Admin Center >Manage Documents.

3.Migrating Form I-9 Data from Onboarding 1.0 to Onboarding 2.0

Migrate the U.S. Form I-9 Audit Trail data from the SAP SuccessFactors legacy Onboarding 1.0 module into the latest Onboarding module, by triggering the Form I-9 Audit Trail Data Migration job.

This job supports Onboarding migration by allowing you to transfer your Form I-9 reverification data from an existing system into the latest Onboarding module.

Reverification records with an Employment Expiration Date of 90 days or more in the future and do not have an active reverification activity in Onboarding 1.0 will be part of the initial migration job. Any record with reverification already in progress in Onboarding 1.0 will need to be completed in the legacy application first.

Prerequisites

  1. In the legacy Onboarding 1.0 module:
    • You have access to Super Admin.
    • You have the Operations Team (OPS) or Professional Services (PS) user permissions.
    • You've enabled the SF_BizX_Connection feature.
    • You've enabled the Form I-9 Reverification process.
    • You've completed the pre-migration activities from the Super Admin > Home > Accounts <Name of Instance> Form I-9 Audit Trail Data Migration page. Select Get Pre-Migration Report and download the report to resolve any errors before migrating the audit trail data.
    • You've completed all reverification tasks. Any reverification task that is in process will not be migrated.
    • You've verified that all Section 1, Section 2 and Section 3 tasks are completed, and the Form I-9 PDF is associated to the record.
  2. In the latest Onboarding module:

a. You've enabled and configured the Admin Center > Compliance Settings > United States > US I9 settings.

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b. In Admin Center > Manage Permission roles you have the Administrator > Compliance Object Permissions > I-9 Audit Trail permission. You also have permission to View, Edit, and Import/Export the I-9 Audit Trail.

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Note:

  • Reverification is not triggered for employees who entered N/A (not applicable) in the expiration date field for their Form I-9 Section 1 employment eligibility document. This value is usually provided by employees who are noncitizens, whose employment authorization does not expire, such as asylees, refugees, or certain citizens of the Federated State of Micronesia, the Republic of Marshall Islands, or Palau.
  • Reverification for these individuals is only required if they provide an employment eligibility authorization document in Section 2 that contains an expiration date such as Form I-766 Employment Authorization Document. If an expiration date is provided, reverification is triggered.
  • Run this job after you’ve completed your new Onboarding implementation.
  • This migration job can be run numerous times to continuously migrate newly completed reverifications done in Onboarding 1.0 that will in future require another reverification.
  • Best practices recommend that you complete this job before you begin migrating your documents from the Document Center to the new Onboarding module.

Procedure

  1. Go to Super Admin > Home > Accounts <Name of Instance> Form I-9 Audit Trail Data Migration.
  2. Select Submit to run the Form I-9 Audit Trail Data Migration job.
  3. Download the report.
  • The report provides the following information such as User ID, Status, Initiator, Audit Trail ID, Migration Date and Time, Description, Session ID.
  • The status of the migration is either Failed or Success.
  1. Open the report and verify that the Status of each file is Successful.
  2. If the value in the Status column is Failed, check the Description column to determine what caused the issue by clicking Here
  3. Resolve any issues and run the job again.
  4. Repeat steps 1–6 until all the values in the Status column are successful.

Conclusion:

By following the above procedures, we can seamlessly migrate the Onboarding 1.0 data to the new Onboarding 2.0 solution. 

1 Comment
lukemarson
Active Contributor
3 weeks ago

SAP partner TSP has built an RPA-based migration automation solution that readers may be interested in:

https://community.sap.com/t5/human-capital-management-blog-posts-by-members/streamline-your-sap-succ...