SuccessFactors Onboarding: The New "Primary and Secondary New Hire Tasks" Step

[SachinPachauri]

SAP SuccessFactors Onboarding continues to evolve, providing organizations with robust tools to ensure a seamless and efficient onboarding experience. One of the latest enhancements is the introduction of the "Primary and Secondary New Hire Tasks" step in the Process Variant Manager (PVM). This feature allows organizations to better organize, streamline, and customize tasks for new hires, ensuring a smoother transition into their roles.

Now with the Upcoming 2H 2024 Release, you can configure the Primary New Hire Tasks and Secondary New Hire Tasks steps to customize where standard and custom tasks appear in the Onboarding program. You can also attach a Document Flow for the New Hire Tasks step to either of these steps.

The "Primary and Secondary New Hire Tasks" Step: An Overview

The introduction of the "Primary and Secondary New Hire Tasks" step offers an enhanced way to manage tasks for new hires. This feature differentiates between essential tasks (Primary Tasks) that are crucial for all new hires and supplementary tasks (Secondary Tasks) that may only be relevant for specific groups or roles.

Key Benefits of the "Primary and Secondary New Hire Tasks" Step

1. Enhanced Task Management and Prioritization:
   • By categorizing tasks as either Primary or Secondary, HR teams can ensure that new hires prioritize critical activities first. This helps streamline the onboarding process, reducing confusion and ensuring compliance with mandatory requirements.
2. Customized Onboarding Experience:
   • Secondary tasks allow for a more tailored onboarding experience, catering to the unique needs of different employee groups. This ensures that new hires receive relevant information and training specific to their roles, increasing engagement and readiness for the job.
3. Flexibility and Scalability:
   • The ability to configure tasks in the PVM based on various criteria, such as location, department, or role, provides HR teams with the flexibility to adapt the onboarding process to evolving business needs. It also allows for easy scalability as organizations grow and expand.
4. Improved Compliance and Reporting:
   • With a clear distinction between mandatory and optional tasks, HR teams can easily track and report on task completion. This ensures compliance with legal and organizational requirements and provides visibility into the onboarding progress of new hires.

Prerequisites

• A process variant flow for your Onboarding program that includes a Primary New Hires Tasks step and a Secondary New Hire Tasks step.
• A custom task that you want to add to your Onboarding process variant.
• Configure a business rule scenario for the process variant.

Configuring the "Primary and Secondary New Hire Tasks" in PVM

To configure the "Primary and Secondary New Hire Tasks" step in the PVM, follow these steps:

Create or Edit a Process Variant:

You can either create a new process variant or edit an existing one. Select the relevant process variant for which you want to configure the new hire tasks.

Add the "Primary and Secondary New Hire Tasks" Step:

Drag and drop the "Primary and Secondary New Hire Tasks" step into the desired location within the process flow. This step can be placed at any point in the onboarding process, depending on when you want these tasks to be presented to the new hire.

Configure Primary and Secondary Tasks:

To add standard tasks to the Primary New Hire Tasks step:

1. Go to Admin Center>Manage Onboarding and Offboarding Tasks.
2. Select the  Edit icon next to the Onboarding program. The Manage Onboarding Program page displays.
3. Select + Add Task or + Add a Custom Task and choose a task from the dropdown menu.
4. For the Required task field, select Yes or No.
5. For the Assigned to field, select a name from the dropdown menu.
6. Select Done to save. The task is added to the Primary New Hire Task section.

To add a task to the Secondary New Hire Tasks section, select the task and drag it to the Secondary New Hire Tasks section. The order of the tasks in this section is the order in which they appear in the Onboarding program. You can select a task and drag it to the desired order within the program.

You can also attach a New Hire Tasks Document Flow step to either the Primary New Hire Tasks step or the Secondary New Hire Tasks step to collect signatures for any custom task. Custom tasks requiring a signature must be added to the new hire task step (either primary or secondary) and attached to the Document Flow for New Hire Tasks. The Document Flow for the New Hire Tasks step is triggered upon completion of the custom tasks assigned in this step.

If you attached a Document Flow for the New Hire Tasks step to either the Primary New Hire Tasks step or the Secondary New Hire Tasks step, you need to adjust the Assign Forms (OnboardingAssignFormRule) rule to ensure the forms are assigned based on the step with the attached Document Flow for New Hire Tasks.

Save and Deploy the Process Variant:

Once the configuration is complete, save and deploy the process variant. The new hire tasks will now be presented according to the defined steps and categories during the onboarding process.

Conclusion

The "Primary and Secondary New Hire Tasks" step in SuccessFactors Onboarding represents a significant enhancement in how organizations can manage and personalize the onboarding process. By categorizing tasks into Primary and Secondary, HR teams can ensure that new hires receive the right information and complete essential activities promptly. This not only improves the onboarding experience for new employees but also helps organizations maintain compliance and drive engagement from day one.

Note: The Secondary New Hire Tasks steps can’t be added before the Personal Data Collection step, after the Final Review Step, or after the Primary New Hire Tasks step.