Co-existence of Onboarding and Onboarding 1.0

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This blog is intended for live Onboarding 1.0 customers looking to try out “Onboarding” (previously known as Onboarding 2.0) to support their business needs and begin adopting the new solution. This document describes the configurations needed to set up both Onboarding solutions in the same instance. Both solutions would run in a co-existence (also known as hybrid or parallel) mode.

Co-existence is supported for the Onboarding solution using SAP SuccessFactors Recruiting Management or any other External Application Tracking System for both External Hires and Internal Hires. It also supports Offboarding.

Related Onboarding Implementation Guide link.

Business scenario 1:

• Customer is using “Onboarding 1.0” in “Canada”, “Germany”, “United States”, “Australia” and “United Kingdom” at present who would like to enable “Onboarding” in a phased manner without impacting existing established processes.


• Let’s assume the customer would like to enable “Onboarding” only for 2 country/regions - “Australia” and “United Kingdom”.

Required configuration Set Up:

Pre-condition:  

1. You’ve enabled Role-Based to access “Onboarding 1.0 Integration Setup” and “Onboarding Integration Setup” page.
   
   
   
   • Admin > Manage Permission Roles > … > Permission…> Administrator Permissions > Manage Recruiting > Setup Onboarding 1.0 Integration
   
   
   • Admin > Manage Permission Roles > … > Permission…> User Permissions > Recruiting Permissions > Recruit-to-Hire Data Mapping
   
   
   
   


2. You’ve configured Job Requisitions as per business criteria - in this case job requisitions with “Country/Region” field and respective values like Canada, Germany, United States, Australia, and United Kingdom are selected to process candidates through the recruiting process.


3. You have set up filters in Job Requisition settings. You can have either separate job requisition for each “Country/Region” or you can change Job requisition “Country/Region” field value as and when you process candidates for Initiate Onboarding.

4. You’ve set up “Onboarding” configurations as mentioned in the Onboarding Implementation guide.

Step 1:

Navigate to Admin Center > “Onboarding 1.0 Integration setup” page and select which “Country/Region” candidates should go through “Onboarding 1.0” process.

 

Step 2:

Navigate to Admin Center > “Onboarding Integration Setup” page and select which “Country/Region” candidates should go through “Onboarding” Process.

Step 3:

• Login as Recruiter.


• Navigate to Job Requisition which is set up for “Australia” or “United Kingdom”. Make sure “Country/Region” field is selected correctly in this case “United Kingdom”.


• Make sure Offer approval is done and candidate is ready for Initiate Onboarding.


• Click on “Initiate Onboarding” and verify that “Onboarding” Process is created successfully and you can see the candidate in the Onboarding Dashboard (New).

Step 4:

• Login as Recruiter.


• Navigate to Job Requisition which is set up for “Canada” or “Germany” or “United States”. Make sure “Country/Region” field is selected correctly in this case “United States”.


• Make sure offer approval is done and candidate is ready for Initiate Onboarding.


• Click on Initiate Onboarding and verify that “Onboarding 1.0” Process is created successfully and you can see the candidate in the Onboarding 1.0 Workqueue.

In this way, you can setup co-existence model of both “Onboarding 1.0” and “Onboarding” processes.

If in case you would like to use custom filters on “Onboarding Integration Setup” page and “Onboarding 1.0 Integration setup” page, then check the Provisioning setting under

Company setting  Internal and External Applicant Search Settings page.

Make sure you have set up filters properly. Then go to Job Requisition template and check that the template shows fields correctly configured as you require.

For example,  if you are using fields of type filter

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

<field-label><![CDATA[CDATA[Country/Region]]></field-label>

<field-description><![CDATA[Country/Region]]></field-description>

<picklist-id>country</picklist-id>

</field-definition>

For example, if you are using fields of type filter mfilter

<field-definition id="mfield1" type="picklist" required=“false” custom="false" multiselect="true">

<field-label><![CDATA[CDATA[Country/Region]]></field-label>

<field-description><![CDATA[CDATA[Country/Region]]></field-description>

<picklist-id>country</picklist-id>

</field-definition>

Business scenario 2: Customers having SF Recruiting might have configured “Onboarding 1.0 Integration setup” page conditions to send candidate either in “Recruiting to Employee Central via MPH” flow or “Recruiting to Onboarding to Employee Central” flow. In this case, the configuration will be as shown below. Let’s consider that customers want to use “Onboarding 1.0” in “Canada”, “Germany”, “United States”; “Onboarding” in “Australia” and “United Kingdom” and other countries they would like to send candidates directly in RCM-EC MPH (manage pending hire) flow.

Please follow Step 1, Step 2, Step 3, Step 4 from Business scenario 1 and Step 5 as below

Step 5:

• Login as Recruiter.


• Navigate to Job Requisition which is set up for countries other than those mentioned in step 2 and step 3. Make sure “Country/Region” field is selected correctly, in this case “Japan”.


• Make sure offer approval is done and candidate is in “Hirable”/”Ready to Hire” status.


• Go to Admin Center > Manage Pending Hires > Recruiting page.


• You will see candidates available for hiring and not sent through Onboarding process.

In conclusion, you can set up combined instances for “Onboarding” and “Onboarding 1.0” by configuring Recruiting setting. The following table explains how combination of these conditions works and what needs to be kept in mind while configurating Onboarding using SuccessFactors Recruiting Management.

SN	“Onboarding 1.0 Integration Setup”	“Onboarding Integration Setup”	Expected behavior
1	All Job Requisitions	All Job Requisitions	All candidates go through “Onboarding” process.
2	All Job Requisitions	Country/Region = “Canada”, “Germany”, “United States”	·      Both external & internal candidates who applied for Job Requisition in Country/Region = “Canada”, “Germany”, “United States” go through “Onboarding” Process. ·      Rest of the candidates (applied for other countries) go through “Recruiting to Employee Central via MPH”  flow.
3	Country/Region = “Australia”, “United Kingdom”.	Country/Region = “Canada”, “Germany”, “United States”	·      Both external &internal candidates who applied for Job Requisition in Country/Region = “Canada”, “Germany”, “United States” go through “Onboarding” Process. Note: Please make sure you have set up Onboarding 1.0 Internal Hire rule condition such that it excludes Onboarding 1.0 Internal process creation for Country/Region = “Canada”, “Germany”, “United States”. If you have not setup this rule condition, then you will see unexpected behavior such as “Onboarding 1.0 Internal Hire Process” creation in addition to “Onboarding Internal Hire process”. Use “Initiate internal Hire Configuration” Rule scenario under Onboarding 1.0. ·      Both external & internal candidate who applied for Job Requisition in Country/Region =“Australia”, “United Kingdom” will go through “Onboarding 1.0” Process. ·      Rest of the candidates who applied for other countries go through “Recruiting to Employee Central via MPH”  flow.

Onboarding process initiation using external applicant tracking system

If you are using a Recruiting system other than SAP SuccessFactors Recruiting Management, you can integrate your external Applicant Tracking System to both “Onboarding” and “Onboarding 1.0”. This would be API based integration.

Combined instance for Offboarding

Combined instances also support Offboarding process. Offboarding process for the employees is initiated when they are terminated from Employee Central. For the process to be initiated, you must set a rule with business criteria based on job information or employment details.

The following rule scenarios allows you a way to set up conditions such that you can make a decision to send employee though “Offboarding” or Offboarding 1.0” process.

For existing Offboarding 1.0 use the rule scenario “Set Offboarding Eligibility”.

 

For new Offboarding use rule scenario “Initiate Offboarding Configuration”.

Conclusion:

In this way, you can set up combined instances for “Onboarding” and “Onboarding 1.0” for all processes – Onboarding for external and internal hires as well as for Offboarding.