Alumni Experience- 1H2025 Release

[Gopinath]

Alumni Experience Blog has been created together with @niharika and @anantapalli 

The Alumni Experience gives former employees access to their personal and payroll related information after their employment ends. 

In this Blog, we are going to cover on below to have smooth Alumni Experience:

A) Pre-Requisite.

B) Configurations Enablement. 

C)Demo + IAS Sync.

D)Alumni Offboarding Purge.

E) FAQ.

A)Pre-Requisite:

1.Enable Offboarding and ensure that the Employee Data Review Step is configured in your Offboarding process variant.

2.Identity Authentication Services (IAS)/IPS should be enabled.

3.Company logo and setting - Enable latest people profile.

4.Company logo and setting- Enable Show inactive user in people profile search.

5.ECP (Employee Central Payroll) should be enabled.

6.Personal Email Should be maintained in Employee profile.

B)Configurations Enablement:

Step1: Feature Enablement

Enable alumni switch from Admin Centre-Onboarding General setting page (it will appear only if offboarding switch is enabled)

Step 2: RBP Enablement 

Once feature is enabled from onboarding general setting page, "Alumni External User" role will be auto-created with user type as "Alumni"

List of Permissions available for RBP:

Assignment: Grant themselves so that alumni can access only their profile.

Step 3: Business Rules Enablement

Business Rule Scenarios (2 scenarios) will be auto created once alumni feature enabled:

A)Initiate Alumni Process -It will determine whether terminated employee (offboarded) will be Eligible as Alumni.

B)Set End Date for Alumni User Access: It will set an expiration date to end user's access to alumni experience.

Step 4: Provisioning Jobs Enablement

2 Jobs Need to be enabled :

A) Job Type-ONB2ConvertTerminatedEmployeeToAlumniJob : It will convert Terminate employee to Alumni Status.

Former employees are converted to alumni users on the day after their employment ends.

B)Job Type-ONB2AlumniProcessCloseJob- It will convert back user status from alumni - Terminated status.

When the defined Alumni Access time period is over and once the conversion job runs successfully, alumni user access to the alumni portal is terminated.

Step 5: Job Scheduler Enablement

Job Type-Sync Alumni Data -To ensure that changes to actions or business rules are incorporated into the existing Alumni process, configure the Alumni Maintenance Job.

You've scheduled a one-time maintenance job in the Schedule Job Manager. When triggered, the job updates the alumni process with any changes to actions or business rules. Once configured, this job can be manually triggered as- needed from the Job Scheduler page.

Step 6: Configure Alumni Activation Email Template in IAS

Go to SAP Cloud Identity Services-Identity Provisioning Target Systems (your Identity Authentication target system Transformations)-Switch to JSON Editor-Edit and add below piece of code to transformation xml:

Create a new property called ias.alumni.email.template.id.attribute. Go to SAP Cloud Identity Services Applications & Resources Email Template Sets (select the Email Template Set) On-Behalf Registration (tab) and copy the URL value in your browser right after Template Sets.

After the On-Behalf Registration email template set and new property value have been configured, specify that this email template set should be used for Alumni.
Go to SAP Cloud Identity Services Identity Provisioning Target Systems (your Identity Authentication target system)-Transformations-Switch to JSON Editor-Edit and add below piece of code to transformation xml:

C)DEMO+IAS Sync:

Step1: Terminating employee Suzhal M Shocks with end date as 24-feb-25.

Step 2: Employee Data Review Step should be completed and Alumni process will be triggered . 

In order to verify it : Please navigate to Admin centre-manage data - You will observe new object "AlumniProcess" will be created with process status as "Not Started".

Step 3: Start date of Alumni is 25-feb (which is post termination date ) .so if job now runs in provisioning it will convert terminated employee to Alumni status (ONB2ConvertTerminatedEmployeeToAlumni) .

ONB2ConvertTerminatedEmployeeToAlumni Job concept : It will pickup all the users whose process status is "Not started " for alumni process and startDate<=particular date where job ran.

It will update status from Not started to Enabled as shown in below screenshot :

Step4 : Alumni User Status is Active Now in SuccessFactors:

Step 5: IAS Sync for Suzhal M Shocks

User Staus is currently inactive in IAS side:

Real Time Sync will convert user status from Employee to Alumni with Delta Sync.

User Login Name will be converted to personal Email Address + User Type updated as Alumni from Employee + Status changed from Inactive to Active.

Alumni will receive an automated email to personal email address to login:

Alumni Login from Activation Email :

Initially Alumni Need to accept DPCS Statement

Once login ,please click on employee profile

Alumni can edit personal information:

Alumni can update payment information:

D)Alumni Offboarding Purge :

The Alumni Process couples with the Offboarding process, so the Offboarding purge needs to be configured to align with the expiration of alumni access.

The alumni process is a child process of the Offboarding process, however the alumni process can remain active after the Offboarding process is completed.

If the Offboarding purge is triggered while the alumni access is active, the Offboarding purge is skipped for the active alumni users. When enabling Alumni Access, you must update your Offboarding purge configuration, so it aligns with the Alumni Access period.

E)FAQ:

1.If Alumni update payment method and what if work flow configured?.
Answer: Yes workflow will be triggered to user to approve it.

2.Is offboardee and alumni user status are same ?
Answer: Alumni status will get changed only after termination date .

3.Alumni can access outstanding offboarding tasks (ex: KT Tasks)?
Answer: Based on permission provided for alumni role.It is upto alumni user would like to perform or not those outstanding tasks.

4.what is status type for alumni ?
Answer: Alumni shares the external user flag 'e'

5.how alumni will login after termination?
Answer: Personal Email address in mandate to be maintained in employee profile before termination date.

6.Where Alumni Email Templated will be configured?
Answer : It will be configured in IAS side . Kindly refer guide for more details in scetion :Configuring the Alumni Activation Email Template in Identity Authentication.

7.if we convert type to alumni via job(convert term employee to alumni) ,whether rehire will be triggered? because status should be f to trigger rehire.
Answer: Rehire is handled for Alumni.

8.Is it necessary for the alumni process creation job to be scheduled after the hris sync job? Also does this job take care of timezone of the user?
Answer: As for the process closure, Alumni process in itself is independent with very less coupling to offboarding. Having it separate and creating this job is one time activity for the customer.

9.Whether Alumni Access can be revoked by Manager from Dashboard?
Answer:Yes ,it can be revoked by manager from offboarding dashboard. Please find below screenshot.

10.How Alumni Access Date is set in Offboarding Dashboard?
Answer:It will be set based on rule :Set End Date for Alumni User Access

Alumni Experience for rehires (Rehire with Old Employment and Rehire with New Employment) to be continued in separate Blog .

Happy Learnings 🙂

Thanks,
Gopinath Murugaiyan
IT Technology Senior Consultant.
Workforce Solutions | Corporate Functions & Analytics.
SAP Labs India Private Limited | Whitefield | Bangalore- 560066, India.