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Setting Up the Crossboarding Process with SAP SuccessFactors Recruitment Management

SachinPachauri
Active Contributor
‎2024 Sep 21 9:15 PM
7,895

The Internal Hire process facilitates a smooth transition for current employees into new roles within our organization.

Onboarding for an internal hire begins with the onboarding initiation and concludes when the employee steps into their new position. The process can be initiated through:

  • SAP SuccessFactors Recruiting
  • SAP SuccessFactors Employee Central
  • An external Applicant Tracking System (ATS)

Importantly, the employee's User ID and Username will remain unchanged during the internal hire.

  • Enable Enhanced Internal Hire Process

The enhanced onboarding process for internal hires leverages the functionalities of Centralized Services in Employee Central to improve the backend data validation processes in Onboarding.

Navigate to Onboarding General Settings>Turn on Enable Enhanced Internal Hire Process

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  • Enable Internal Hire Options in Manage Data:

Navigate to Manage Data>Select Onboarding Configuration> Select Yes for Centralized Services in Employee Central for Enhanced Internal Hire Process Enabled

Navigate to Manage Data>Select Onboarding Configuration> Select Yes for enhancedCrossboardingOnSL

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  • Create a Process Variant:

Navigate to Process Variant Manager>click + Process Variant>Add Process Variant dialog box opens>Select the process variant type from the Process Type dropdown, and provide a unique ID and, a Name for the process flow. and click save.

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  • Crossboarding Program

We can define programs to manage crossboarding-related tasks, roles, and responsibilities. We can set up specific and relevant tasks for the organization and determine responsible user groups for the tasks. To perform this activity.

Navigate to Manage Onboarding and Offboarding Tasks>Click on + New Program>Add details and Task list from + Add Task option and save.

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  • Setting Up a Rule for Selecting the Onboarding Program

Define business rules to select the program based on conditions.

Navigate to Configure Business Rules>Click on Add Rule>Select Select Onboarding Task Configuration from the Onboarding tab>Enter the Rule Name, Rule ID, and select a Start Date>Define the rule as per business requirements>Save

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  • Set up the Future Manager Job Relationship

To ensure the future manager can complete key onboarding tasks before the internal hire’s start date, it’s important to define their role. This picklist value acts as a clear identifier, making it easy to assign the right permissions and responsibilities to those in the future manager position.

Add a picklist value:

Picklist Center>Search Picklist jobRelType>Click on +(Add)>Enter managers (internal hire) as the External Code, provide the Label as Future Manager, and set the Status to Active.

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  • Permission Role for Future Manager

Manage Permission Roles>Create New Role>Update details like Name, descriptions, and permissions> Under Grant this role to dropdown, choose Future Manager (Internal Hire) and save.

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  • Add Event Reasons

Configure the event reason so it can be applied in the business rule to trigger the internal hire process.

Navigate to Manage Organization, Pay and Job Structures>Create New>Event Reason>Enter the details and save.

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  • Configure Onboarding Initiation Business Rule

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  • Configure a Transfer Event Reason

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  • Assign Rule to Job Information

Go to Manage Business Configuration>under HRIS Elements select jobInfo>Scroll down to the trigger rules section>set the Transfer rule for the Event Type as onPostSave.

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  • Configure Event Reason Picklist

After completing the crossboarding setup, The next step in populating event reasons in recruitment is to add all transfer-related event reasons to a picklist, ensuring they have the same external code as the event reason code in Manage Organization, Pay, and Job Structures.

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  • Configure Event Reason Field in Recruitment

The next step is to add a picklist field in recruitment, either in the job application or job requisition. Then, assign the necessary permissions, such as allowing R to edit this field during the onboarding or offer stages.

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  • Recruit-to-Hire Data Mapping

The next step is to map the event reason field from Recruitment to Onboarding, allowing the system to automatically pre-populate the event reason value when Onboarding is initiated.

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  •  Business Rule to Populate Job Information Based on Position

There are two ways to update the internal hire's job information when initiating crossboarding from recruitment:

  1. Map all job information fields directly from recruitment.
  2. Create a business rule to populate job information using the position details.

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After creating the rule, assign it to the position field under job information in Manage Business Configuration.

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Note: Please make sure only the context of the “Onboarding” rule is true.

In all scenarios, we need to have the same rule twice. One with all other contexts as true and another one with the “Onboarding” rule context as true.

  • Initiate Crossboarding Using Recruitment

Once the job is posted internally and the Internal Hire has completed all the necessary steps in recruitment. The recruiter needs to select the correct event reason for recruitment and initiate crossboarding using the Initiate Onboarding button under the action menu.

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  • Complete Review Employee Information Step

Once crossboarding is successfully initiated by recruitment, the candidate will be visible on the home page Onboarding tile or in the Onboarding dashboard.

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Click on the candidate’s name and complete the Review Employee Information Step
Under the job information section, you can view the new job information of the internal hire.
You can also click on the “Clock” icon just to see the changes in job information.

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You can validate the source as Crossboarding.

Currently, Crossboarding is supported for the below entities only:

JOB_RELATIONS_INFO
PAY_COMPONENT_NON_RECURRING
PAY_COMPONENT_RECURRING
EMP INFO
JOB INFO
COMP INFO

Note: In the above scenario we are only passing the job information.

Conclusion:

The Internal Hire process provides an excellent chance for companies to utilize the skills and expertise of their current employees.

SAP SuccessFactors is a good tool that supports internal hire and crossboarding processes within companies. Its customizable features enable organizations to adapt the internal hire and crossboarding processes to meet their unique needs.

Useful Link:

https://me.sap.com/notes/2970083

https://help.sap.com/docs/SAP_SUCCESSFACTORS_ONBOARDING/c94ed5fcb5fe4e0281f396556743812c/da569f9782e...

 

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