Internal Hiring: Recruiting-to-Employee Central

[shrutithakkar]

Requirement

Implement Crossboarding alongside Onboarding 2.0 in SAP SuccessFactors to facilitate internal transitions and employee movements.

Limitations of Crossboarding

While implementing the crossboarding solution for one of the businesses, we encountered several issues that could not be resolved using the crossboarding module. Some of the key challenges include:

• The HR team cannot review crossboarding letters before they are sent to the candidate or internal employee.
• When a candidate is moved to the Onboarding bucket and onboarding is initiated, data is automatically published to Employee Central. This results in incomplete or inaccurate records in EC(even before crossboarding is completed), disrupting the smooth transition of employees.
• Compensation and Job Information data are being overwritten if not transmitted from the Recruiting system, leading to confusion and potential data loss.
• Crossboarding 2.0 allows only a limited set of pay components to flow from the Recruitment Management module to Employee Central. This creates a challenge in capturing the full compensation details accurately, especially when additional pay components are needed.

Solution – Internal Hiring via Recruitment Management

The challenge with crossboarding arises as soon as onboarding is triggered. To resolve this, we can bypass the onboarding trigger and exclude internal hires from the crossboarding process. Instead of utilizing crossboarding, internal employees can be directly hired from Recruiting into Employee Central. This can be achieved by introducing a custom filter field that distinguishes between job requisitions for internal and external hires. This field will determine whether the hiring process follows the Recruiting-to-Employee Central route or the Recruiting-to-Onboarding-to-Employee Central route.

Implementation Steps

In order to implement the internal hiring process using Recruiting-to-Employee Central, below are the steps to be implemented. The diagram below shows a quick overview of the process.

1. Add a Filter Field on the Job Requisition Details Page.

Navigate to Manage Templates -> Recruiting Management -> Job Requisition -> Select the relevant Job Requisition Template -> Add the Standard Filter Field (e.g., filter1). For example, the field could be labeled "Type of Hire" (Internal Hiring / External Hiring).

The "Type of Hire" field will be a picklist.

Ensure the appropriate view and edit permissions are granted to stakeholders based on business requirements. In this example, HR and Recruiters are given edit access, while all other stakeholders have view-only permissions.

You can configure additional filters in the Onboarding Integration Setup page by defining filter fields in the job requisition template. There are up to 15 custom filter fields (filter1-15) that can be created in the job requisition template.

Sample Field Definition of Filter Fields:

<field-definition id="filter1" type="picklist" required="false" custom="true">

<field-label><![CDATA[Type of Hire]]></field-label>

<picklist-id>test_ONBreq_RCM</picklist-id>

</field-definition>

2. Add the filter field under custom filters Internal and External Career Search Settings.

Go to Internal and External Career Search Settings and locate the custom filters section. For the filter field created (filter1), update the field label and picklist ID accordingly. Ensure this update is applied under both the External and Internal Site Tabs.

3. Update the field Criteria for Onboarding Integration

In the Settings tab, you can enable Onboarding either for all job requisitions or for specific ones. Use the available dropdown fields to define the criteria for job requisitions where Onboarding will be applied.

Navigate to Onboarding Integration Setup and select the radio button labeled "Apply Onboarding to Job Requisitions that meet ANY of the following criteria."

The first dropdown field will display the available filters for the requisition, and the second dropdown will show the corresponding values for those filters. Select "filter1" and choose the appropriate value to trigger the onboarding process.

This means that Onboarding will only be triggered if the "Type of Hire" is set to "External Recruit." If the "Type of Hire" is set to "Internal Recruit," the Initiate Onboarding button will not be available. Once the candidate is moved to the Onboarding status, they will directly appear under Manage Pending Hire – Recruitment.

Please ensure that the filter value is correctly updated in the job requisitions for the system to validate and apply the filter and integration settings.

4. Create Internal Hiring templates.

Offer letter and offer approval templates in Recruiting can be tailored specifically for the internal hiring process. These templates function similarly to those for external hires, following the same process for sending letters and obtaining offer approvals.

Incorporating these additional steps into your external hiring process will enable the internal hiring process to follow the same structure, ensuring consistency while preventing data loss and issues for internal employees.

Solution Benefits

• The direct Recruiting Management to Employee Central solution ensures that existing employee data, such as pay components and other compensation details in EC, are preserved, preventing the loss of critical information during the internal transfer process. During Manage Pending Hire, HR has the opportunity to validate everything before updates are made to EC.
• Only the data updated during the recruitment process is reflected in Manage Pending Hire; all other information remains unchanged in EC.
• HR teams can review offer letters and new contracts before they are sent to the candidate, ensuring accuracy and compliance.
• Data is transferred to EC only after the internal hiring process is finalized in the Manage Pending Hires tool. This prevents premature publication of information in EC, ensuring that all data is complete and accurate before the employee's new role is updated in the system.

Please note, that if workflows in Employee Central are triggered by data changes, they will be activated when changes are submitted in Manage Pending Hire. These workflows should be adjusted to avoid triggering during the internal hire process if not required by the business. Additionally, the Event and Event Reason fields must be manually filled in Manage Pending Hire.

Conclusion

Implementing a direct Recruiting Management to Employee Central process for internal hires offers a reliable and efficient solution, bypassing the complexities of Crossboarding. By tailoring the hiring process with custom filters, internal hiring templates, and thorough validation in Manage Pending Hires, businesses can ensure accurate data transfer and minimize errors. This approach preserves critical employee information, enhances HR oversight, and simplifies the overall internal mobility process. With the right configurations, companies can reduce administrative overhead, improve data integrity, and provide a positive experience for both HR and employees during internal transitions.

By adopting this solution, organizations can optimize their internal hiring workflows, fostering smoother transitions and better management of employee data within SAP SuccessFactors.

This solution was accepted and was implemented for the business. Hope this helps you to define an alternative in case you are facing similar issues.

Please feel free to drop a comment for any questions or queries or share your way of handling these problems. Thank you for reading this blog. Happy Learning 🙂