Understanding the Recruiting to Onboarding Mapping and troubleshooting

[Angela_Romano]

This article was built together with @CarolinaCLeite. Here, we summarized the main recommendations and suggestions for Recruit-To-Hire Data Mapping.

For the data flow from Recruiting to Onboarding, we need to take into account some assumptions:

• Onboarding shares the Succession Data Model with EC
• Fields marked as required in the Succession Data Model are required in the mapping

In this article, you can learn how to set up the mapping properly. 

To trigger Onboarding from Recruiting, it's only necessary to map a subset of info needed to start the Onboarding processes. However, the mapping is based on the ONB/EC data model, and all fields required in the data model will be required for mapping. 

To avoid adding these in Recruiting, where it would make no sense to have some of that specific data, you can follow several strategies.

First Scenario:

Use person types to make the fields required in the UI but not for the mapping

Example: "Preferred Name" should be derived via business rule in ONB/EC, or be required in the UI, but not mapped from Recruiting

Step 1: Make the field ‘Preferred Name’ in personalinfo non mandatory in the BCUI 

Step 2: Create an Employee Person Type and an Onboardee Person Type, and make the field mandatory

Step 3: Preferred Name is not required in Recruit-To-Hire Data Mapping

Not all portlets allow the creation of person types. Below you can find a list of not supported ones. For these cases, review the second and third scenarios and "other".

HRIS Element	Action/Notes
compInfo	There is no employee type
Job Relationship Type	There is no employee type
payComponent (Recurring & Non-Recurring)	There is no employee type
User Accounts	There is no employee type

Second Scenario:

Make the field not required in the BCUI. Create a rule to change the properties of the field to make it required in the UI.

Step 1: Make these fields not required in the portlet in the BCUI (as in the first scenario)

Step 2: Create a rule to set the "required" property to "true"

For more info on how to set up the rule in ONB/EC data model, please refer to the blog https://community.sap.com/t5/human-capital-management-blogs-by-members/using-business-rules-to-set-f... 

Third Scenario:

Create dummy fields in Recruiting and use these in the mapping.

Step 1: Create both a text field and a date field in Recruiting (Requisition or Application templates), invisible to all operators. Name them "Dummy text field for ONB mapping" and "Dummy date field for ONB mapping" (or something similar). Make sure you configure the fields in all requisition or application templates.

Step 2: Run an OData Metadata Refresh to make these fields show in Recruit-To-Hire Data Mapping

Step 3: Map the text field to string or object fields in Onboarding, and the date field to date fields

Other topics and recommendations

Specific fields added for Onboarding when you have multiple Recruiting templates

Let's focus on an example. You would like to add two fields, 'Email type' and 'Primary Flag', to the mapping. These fields are not visible to the Recruiter and candidate, and you pre-filled them with a business rule. However, the mapping is not working. One possible reason is that you have added the fields to only one Job Requisition template but there are two templates active and used in Recruiting. In this case, you need to add your fields to all of the templates, because the mapping won't work with one template only .

Pay Component mapping: 

The "amount" should be defined as type "currency" in the offer template. It's only necessary to map the pay component value - not the currency, frequency, or pay component code.

Follow Approach 2 from the KBA 3204900 - [Onboarding] Multiple pay components. The scenario in Approach 2 is the recommended one from release B2111.

Currency - the value is taken from the FO if you don't map it in Recruit-to-Hire Data Mapping. If the value is not available in the FO, then the value for the field is taken from the legal entity. If the value is not available in the legal entity, then the value for the currency-code field is taken from the legal entity country.

Frequency - the values for the Pay Component Recurring and Pay Component Non-Recurring fields are populated from the FO. If not maintained, an error is created in Business Process Engine (BPE).

Alternatively, Currency and Frequency can be set up with business rules in EC.

Troubleshooting

A feature to troubleshoot errors in the mapping between Recruiting and Onboarding is available in the Check Tool. Go to Check Tool -> Validation and select "Onboarding" under "Application". Select "Data mapping between Recruiting Management and Onboarding is consistent. (ONB2DataValidationCheckForInitiateOnb)" and then "Run Check". Add the application ID and click "Run". If there are errors in the mapping, the system will provide clear details.

For more details and additional options please review the blog https://community.sap.com/t5/human-capital-management-blogs-by-sap/checks-to-troubleshoot-issues-rel...