ONBOARDING 2.0 – Hiring Manager Experience Overview

Onboarding 2.0 is almost here and its likely you have a good understanding at this point how this product is maturing and how it will function. So, let’s take a peek at some of the functionality proposed in the Hiring Manager Experience. Below is a list of the prominent steps that deliver a new experience that streamlines the hiring manager effort during onboarding.

  • New-Hire Notification
  • Preparing for the New Team Member
  • Creating a Welcome Message
  • Assign a Buddy
  • Recommend People
  • Schedule Meeting
  • Bulk Completion of Onboarding Tasks
  • Requesting Equipment
  • Recommend Links
  • Prepare for Day 1
  • Where to Go
  • Set Goals

New-Hire Notification

The Hiring Manager receives a notification about the new hire starting, including the Onboarding tasks that require completion. They can select the “Onboard New Team Members” tile from the “My Team” section to open the Onboarding Dashboard and track onboarding progress or perform onboarding activities.

Onboarding Dashboard and onboarding activities
Onboarding Dashboard and onboarding activities

Preparing for the New Team Member

The Hiring Manager can also use the “Prepare for New Team Members” tile from the To-Do section to track onboarding progress and perform onboarding tasks.

Onboarding Dashboard and onboarding activities
Onboarding Dashboard and onboarding activities

Creating a Welcome Message

The example below shows the task “Write a Welcome Message”. A task can be completed by selecting the “Start” button and the system will present the opportunity to complete the task in this case, write the Welcome Message. Tasks can also be assigned to other users/roles through Role-Based Permissions.

Creating a Welcome Message task
Creating a Welcome Message task

Assign a Buddy

The Hiring Manager can also assign a buddy to the new hire. This will show up on a new tile when the new-hire logs in. You will be required to place a comment or reason for choosing the buddy but also have an option to send a personal note to the buddy. You can also choose from suggestions or search for a specific employee.

Assign a Buddy task
Assign a Buddy task

Recommend People (in Addition to Assign a Buddy)

Very similar to the Assign Buddy task, you can recommend other employees as additional resources for the new hire using the Recommend People task. You can choose from suggestions or search for a specific employee. Once you have identified employees, you also have the ability to send a personal note. A comment/reason is specified for the recommendation.

Recommend People task
Recommend People task

Schedule Meeting

You can schedule meetings for a new hire using the Schedule Meetings task. The default selected participant will be the user, but you can add more participants to a meeting.

Schedule a Meeting task
Schedule a Meeting task

Bulk Completion of Onboarding Tasks

A single Onboarding task can be completed for multiple new hires. Once the task is started you will be prompted to select the new hires that you want to perform the task against. The example here shows the Schedule Meetings task that can be performed/completed for multiple new hires assigned to the same hiring manager. This can streamline hiring manager task completion.

Bulk Completion of Onboarding Tasks
Bulk Completion of Onboarding tasks

Requesting Equipment

The Request Equipment task allows a hiring manager to request specific equipment that will be assigned to the new hire. Multiple items can be requested using multiple Request Equipment tasks. There will be an API available behind the equipment request task that allows for downstream integration to ordering or provisioning systems.

Equipment Request Task
Equipment Request task
Equipment Request Task
Equipment Request task

Recommend Links

Recommended Links can be identified by a hiring manager to ensure a new hire is notified of specific web resources he/she may need to focus on during onboarding. The Recommended Links appear as one of the Onboarding tiles on the new hire’s homepage.

Recommend Links Task
Recommend Links task

Prepare for Day 1

The Prepare for Day One task can be configured to provide a list of recommended items for the new hire. It is mandatory for the hiring manager to provide additional notes for the new hire.

Prepare for Day 1 task
Prepare for Day 1 task

Where to Go

The office/work location for a new hire is identified using the Where to Go task. It is also mandatory for the hiring manager to provide additional notes for the new hire like instructions on where to park in the office building or transportation options.

Where to Go task
Where to Go task

Set Goals

With the integration of Goal Management, a hiring manager can set goals for the 30-60-90-day goal plan of a new hire. This goal plan has to be set up in Goal Management for this Set Goals task to function.

Setup Goals task
Setup Goals task

Onboarding 2.0 Roadmap

The planned Global Availability is the end of 2019. Be aware that the availability of any published features or capabilities can change at any time prior to the official Global Availability release.

Legacy Onboarding and Onboarding 2.0 Feature Comparison

Below is a feature comparison between Onboarding 1.0 and Onboarding 2.0. Keep in mind that the features made available in the Global Availability release may vary.

Feature comparison 1/2
Feature comparison 1/2
Feature comparison 2/2
Feature comparison 2/2


2595624 – Information Onboarding 2.0

ONB 2.0 Demo

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3 Tips For Employee Central To WorkForce Software Integration From The WorkForce Side

For organizations using both SAP SuccessFactors Employee Central (EC) and WorkForce Software’s Time and Attendance Solution (WFS) there are integration options between the two systems that are not often leveraged.  The following are a few tips and tricks when configuring these two systems to work in concert to make configuration easier and to allow you to get the most out of the systems you’ve invested in.

When implementing single sign on (SSO) between EC And WFS you’ll want to start with the newest templates found within policy editor.  If you’re implementing a system using the Standard Base Product, these should be included, but if not, the newest template for SuccessFactors SSO integration will give you the foundation for the rest of the configuration. 

SuccessFactors SSO Authentication Template v19.1

For those of you that may be familiar with WFS SSO configurations from older versions, the newer versions of the templates leverage the use the SAML SSO Profile policy to allow for multiple environment profiles to be configured.  This removes the need to create multiple copies of the same authentication script for different environments and to hard code connection values into your script.

Script example of how to use the SAML SSO Profile policy to avoid hard coding values

In most environments SSO is used to embed WFS within EC by going to the dropdown in the EC home menu and take the user to the WFS dashboard, but these are not the only options that are available.  Once authentication is working you have many options for where you want the users to land and tiles can be configured to open windows to many other WFS pages.  The Authentication Mechanism script imported above will create several default pages that can be uses.  The defaults can be found within the Distributed JavaScript Library PPI_SSO and can be updated or added to within the Authentication Mechanism scripts. 

Default redirects from the JavaScript Library

Make sure to read the script options as it will explain how to configure these.  These custom URLs are then used within EC provisioning to determine where an authenticated request will end up.

One of the often-requested features that leverages SSO is to embed the time clock directly within a pop-up in EC to allow users to clock in/out without having to go to a separate page.  While this is the most common request, it is not the only option for these popups within EC. 

WorkForce Software Bank Balances embedded in Employee Central

Items such as bank balances, KPI charts, and exceptions can all be embedded to allow users to view information at a glance without having to go in to WFS.  The specifics of configuration and the html code required for this and the other tips above are found within the WFS document “Embedding WorkForce Time and Attendance in SuccessFactors”. 

When configuring HCM systems it is often desirable to present a convenient and streamlined approach to users when multiple systems are in use.  Leveraging the integration between EC and WFS is one way to simplify the end user experience and help your team be more productive.

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Improve Your User Search Capability in SuccessFactors Learning in a Few Easy Steps

If you ask any Learning administrator, searching for a user is one of the most common daily tasks.  Administrators search for users to view their training history, view/change employee data, add learning assignments, etc. 

Out of the box, SuccessFactors Learning provides more than 50 fields to use as search criteria when performing a user search.  At first sight, 50 fields may seem as though it would be enough, but there are some important fields that are missing.  One of those fields is the Region field, which is commonly mapped to the Division field in EC/Foundation. 

Thankfully, SuccessFactors has given their customers the ability to add additional criteria to the user search.  This can be accomplished by making a slight change to the User search selector configuration.  Use the following steps to add the Region field to your user search criteria.

Step 1

In the LMS, navigate to System Admin>Configuration>Search Selectors>User.  Click the display button to see the existing code.

Search Selectors screen in SuccessFactors System Admin
Search Selectors screen in SuccessFactors System Admin

Step 2

Copy all the text to a word processing application, like Microsoft Word or Notepad.  Save the file to your desktop.  It’s best practice to always save your original configuration, just in case you ever need to revert it back to the original.

Notepad showing all the User search selector text.
Notepad showing all the User search selector text.

Step 3

In the LMS, navigate back to the User search selector configuration.  Add the following code to the bottom of the configuration text box.





criteria.regionID.filter=$CASE$(REGION_ID) $OPERATOR$ $VALUE$




criteria.regionID.criterionUI.uiLabel=Region ID































Step 4

Change 37.0 in criteria.regionID.order=37.0 to another number.  The criteria order # needs to be unique in the configuration.  In your existing user search selector code, look at the previous criteria and increase this by one for your criteria.regionID.order. 

Change 37.0 in criteria.regionID.order=37.0 to another number
Change 37.0 in criteria.regionID.order=37.0 to another number

Step 5

Click the Apply Changes button.  Your code is now saved. 

Click Apply Changes
Click the Apply Changes button

Step 6

Navigate back to the User search, and you will see the Region as a new search field.

User search menu with Region as a new search field
User search menu with Region as a new search field
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The Power of Recruiting Marketing

The Recruiting Marketing module focuses on attracting and engaging candidates. By creating an optimized site that emphasizes why a candidate should work for your company, you will attract candidates that want to work for you and be part of your company’s culture. When candidates are looking for a career, one of the first places they browse is your company’s career site. By adding valuable, engaging content candidates will be drawn to further into the site to explore the other content pages.

Recruiting Marketing utilizes Career Site Builder to create the career site. Select Recruiting Management field data can be configured to pass to Recruiting Marketing. Data fields include External Job Title, External Job Description, City, State, Country, Postal/Zip Code, along with other fields including 5 Custom Fields.

Setup Recruiting Marketing Job Field Mapping
Setup Recruiting Marketing Job Field Mapping

Some of the different built in features that can be incorporated into the career site are Join Talent Community, Customized Branding, Job Categories, Custom Searches, Social Sharing and Roles.

Branding – Company colors, logos, fonts, images can be used to create the company image on the career site. This helps candidate validate that even though the career site and the corporate websites might look different in styles they are still part of one company. Career Site Builder has the ability to create multiple brands which allows companies to showcase different businesses or even different stages of the candidate process.

Career Site Builder - Global Styles
Career Site Builder – Global Styles

Talent Community and Job Alerts – Passive candidates can join the talent community and job alerts without having to apply for a job. Limited data is entered by the candidate to join like First & Last Name, E-Mail Address and Password.

 Create Job Alert
Create Job Alert
Join Our Talent Community
Join Our Talent Community
Create an Account into Recruiting Marketing
Create an Account into Recruiting Marketing

Job Categories – Category pages can be modified to add additional content describing the category. Rules are added to the back-end of each category page to filter the jobs displayed on each page. The rules can be as simple as displaying all jobs that have the Country = Canada or the rules can be more complex to limit the number of jobs that appear.

Search – Most candidate will use this feature to narrow down the jobs they are looking for. Some of the features of the search area can be keyword, zip code (if zip code is on the requisition and passed over to RMK), radius search by distance from a zip code and by location. Other options can include other data fields passed over from RCM. An example could be City however the dropdown would only show cities for the jobs that have been posted externally.

Search Bar with custom Filters added
Search Bar with custom Filters added

Social Sharing – This feature allows candidates to post to different Social Media platforms from Twitter, Facebook, LinkedIn, Pinterest or email. Candidates would have to have a media account but once logged in they could post a job on their LinkedIn page or share it privately with a friend.

Example of Social Sharing
Example of Social Sharing

Interactive Google Maps – One of the features that can be turned on is an interactive map that shows all the jobs that are currently posted to the external site. Zip/Postal Code is a required field to be mapped over from Recruiting Management for this feature to work. Candidates have the ability to zoom in to a specific area. Once zoomed in they can select a specific job and the candidate will be taken to the job page.

Google Maps zoomed out
Google Maps zoomed out
Google Maps zoomed in and showing an open job posting
Google Maps zoomed in and showing an open job posting

Translations – Even with using the standard elements inside Career Site Builder using translations the labels can be updated. This works for English and all other languages turned on. Recruiting Marketing has translations for over fifty different languages built in.

Example of Translations inside Career Site Builder
Example of Translations inside Career Site Builder

Permissions – Access to Career Site Builder is granted through Rule Based Permissions. Once access is granted inside Career Site Builder Roles can be configured to limit the access to certain employees to different areas inside Career Site Builder. Access can also be limited by different Brands.

Analytics – provides customers insight into which sources are most effective and produce the best candidates, which allows them to adjust their media spending accordingly. In addition to source optimization, RMK Advanced Analytics also provides insights related to candidate behaviors, job distribution, campaigns, mobile traffic and other areas.Analytics – provides customers insight into which sources are most effective and produce the best candidates, which allows them to adjust their media spending accordingly. In addition to source optimization, RMK Advanced Analytics also provides insights related to candidate behaviors, job distribution, campaigns, mobile traffic and other areas.

Example of Advanced Analytics
Example of Advanced Analytics

Recruiting Marketing is a powerful module that if configured correctly can help companies attract the right type of candidates to become part of their team. By keeping the site simple and to the point but with a dash of corporate flair and culture candidate will want to apply.

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Better Living Through Custom Views

Stream line your Compensation Planning with Custom View

Companies often tell me one of the major reasons they purchase SuccessFactors Compensation Management is to reduce administrative effort and improve the end user experience when making compensation planning decisions.  The end result should be easy for administrators to set up and maintain AND easy for the end user to use to make their compensation decisions.  The challenge is to design a form that includes enough information for end users without overwhelming them with unnecessary fields that take up space, cause scrolling, and add to the administrative workload. 

Configuring Custom Views is one way to accomplish this.  Using this feature, planners  can now view employee details/data already located in the People Profile or EC Portlets without having to navigate outside of the compensation planning worksheets or Executive Review.  With one click on the Actions dots, the user can select a view, and a pop-up is displayed.

Accessing Custom Views from Form or Executive Review
Accessing Custom Views from Form or Executive Review
Compensation Info Custom View Pop-up to Employee Central
Compensation Info Custom View Pop-up to Employee Central
Bonus Custom View of Employee Central  One Time Payments
Bonus Custom View of Employee Central One Time Payments
People Profile Custom View of 9 Box block
People Profile Custom View of 9 Box block

Custom Views are easy to setup and maintain:

  • Configured in Admin Center- Design Worksheets
Configuration of Custom View
Configuration of Custom View

  • Options available for Section and Blocks are based on the instance configuration in People Profile and/or EC.  (Can’t add access to areas that are not configured in your instance.)
  • No additional permissions necessary as Custom Views in the worksheet will respect established role based permissions granted for People Profile or EC sections and blocks

Currently, Custom Views can be configured to the following areas within your SuccessFactors instance:

Possible use cases

  • 9 box view without importing data to a field (must have 9 box configured)
  • Performance history- access to past performance ratings in the system for planners to see performance trends
  • Bonus history- view of bonus awards without having to populate data on the form
  • Historical awards in EC- planner can view past awards granted to the employee in previous cycles, or off cycle increases
  • Compensation Widgets in EC- planner can view these during compensation planning within the form, otherwise only available in EC

Key Benefits

  • Configured in Admin Center, customers can change or add without engaging outside help from a Partner or SAP
  • Administrative Efficiency- No need to load extra data, based on existing configuration and data that is already in the instance
  • Less scrolling for end user
  • Less screen pollution- end user chooses when and if they want to access Custom View data
  • Can show EC Compensation Widgets (Charts) that are otherwise not available to display in Compensation Planning forms
  • Respects established permissions

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Curriculum or Program?

Why use a curriculum over a program?

I always get asked the question “When should we use a curriculum over a program?”. The answer is it really depends on the training.

If the training leads to compliance where a regulator will audit you then you will want to choose a curriculum. Curriculums were specifically designed to be strict for compliance and audit purposes. Curriculums support detailed tracking of compliance and qualifications for highly regulated industries. If the training is not for compliance purposes and a are a bundle of items, then programs will be a better choice. Programs are the newer option of the two which utilizes the Fiori look and feel. Many clients find Programs to have a better user experience based off the overall look and feel of the program compared to Curriculums. Outlined below are the SuccessFactors definitions of curriculums and programs and the individual feature comparisons between the two.

What is a Curriculum?

A Curriculum is a set of one or more items that can be assigned and tracked as a group.

Curriculums may be used to track recurring training, allow credit for previously completed training, and provide users with a choice of how to complete requirements. Curriculums provides the functionality to recalculate required by dates on items that have been completed, but must be repeated on a recurring basis. They may include sub-curriculums so that the entire set rolls up to one overall completion status for the top-level curriculum. A Curriculum is considered complete when all requirements are complete.

Figure 1 - My Learning Assignments view with Curricula assigned
Figure 1 – My Learning Assignments view with Curricula assigned

The status may change over time as users complete items for the first time and attempt to complete retraining each additional time. Failing an item or missing a retraining date may cause the curriculum to show a status of incomplete. A curriculum can be designed to have different triggers and retraining periods. They can have unique prerequisite rules as well a specific requirement like completing a certain amount of training hours or a certain number of items out of a pool of items. Curriculums can be linked to a job code or assignment profile and automatically be assigned. They can also be associated to a catalog for users to electively assign to themselves or they can be manually assigned to users

When a curriculum is assigned, the individual items associated to the curriculum will be assigned to the learner and appear on their learning assignments tile. The image below is a look at a user’s learning assignments and the different items assigned, as well as which curriculum the assignment is part of. In the second screenshot this is the view the learner gets when they click on the fold for the curriculum to see the full list of items associated to the curriculum.

Figure 2 - Curriculum View
Figure 2 – Curriculum View

What is a Program?

A Program consists of learning activities that creates a schedule of learning.

The schedule is controlled by the Program’s agenda, which functions like an academic syllabus. The learning activities can be learning items, or they can be external content such as a welcome video hosted on the company intranet. You can also put in links to outside websites or any custom text for the learning to read. Program activities may need to be completed in sequence or during specific date periods. Scheduled-type programs may contain specific scheduled offerings and permit the users to be registered into all of them at the same time when they are registered into the program itself. Programs can be setup to have required dates for items but the big difference between a Curriculum is that a Program cannot be setup for retraining. Programs can be assigned to users by their supervisor, by an admin directly or auto assigned through Assignment Profiles. They can also be made available in the catalog for users to self-assign the program.

When a program is assigned to a learner just the program appears in the learning assignments tile unlike how a curriculum is assigned with all the items getting assigned in the assignment tile. The nice thing about programs is that a user can easily see their progress bar right from their learning assignment without opening the program as you can see below.

Figure 3 - My Learning view with Program assigned
Figure 3 – My Learning view with Program assigned

Once the learner views their program they will see their agenda and what is required for completion.

Figure 4 - Program view with Agenda/Sections
Figure 4 – Program view with Agenda/Sections

Curriculums and Programs Feature Comparison

Use this table to compare individual features of the system and to understand how the feature works with curriculums and how it works with programs. This comparison came specifically from SAP.

Figure 5 – Curriculums and Programs Feature Comparison
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Three Reasons It’s Time to Move Your Payroll Processing to the Cloud

Payroll is as essential as electricity to keeping the lights on in your business. If paychecks go out late or wrong even once, you’ll need to repair damaged trust with your employees. And if you aren’t getting payroll taxes to federal, state, and local governments on time, you’ll incur fines or interest, wasting money.

Maybe you’ve never had these problems, but consider your HR team’s experience in managing company payroll. What hurdles must HR jump to keep payroll processed smoothly and accurately, to maintain compliance with shifting regulations, to create useful reporting, and to ensure that everyone gets paid on time and accurately?

I recently spoke with a friend who works in HR. She said she had to go into the office for an hour or two on Christmas Day to process payroll so that everyone got paid at the end of December.

In 2016, we had technology that enabled a stuntman to skydive from 25,000 feet without a parachute and walk away unscathed. Surely we can save an employee the hassle of driving into the office on a holiday just to “keep the lights on.”

If you’ve been struggling to process payroll efficiently, here are 3 reasons it’s time to use a cloud payroll solution.

1.       You need more flexibility in when, where, and how your employees process payroll.

Imagine a scenario that lets employees access and process payroll anywhere—from home, while traveling, or on their iPhone while sitting in the waiting room at the doctor’s office.

Because cloud payroll software can be accessed from any computer or device, your employees don’t have to be at their office desks to use it, making payroll processing more portable and scalable.

Leaving the office for a doctor’s appointment or an impending blizzard no longer poses a threat to getting payroll processed on time. And remote employees around the world can access your software and process payroll too.

2.       Your isolated Payroll system may be holding you back.

In today’s competitive marketplace, access to information can make a big difference for the company’s bottom line. If your systems are not part of an efficient integrated landscape, you may be entering information twice, not getting access to data trends, and the data in the rest of your Human Capital Management systems may not be complete when you make decisions. The systems in the cloud are built to be connected to other systems and therefore are much easier to integrate to, which opens up possibilities of communication between the systems that may result in a more complete picture of the HCM data and better decisions based on this data.

3.       Your payroll system is falling behind.

With the increasing complexity of processes and increasing amount of data, it is getting harder to manage the HCM processes or find the data you actually need. The goal of the cloud is to focus and simplify the processes and offer the data you actually need and this trend is making older system feel more inefficient with every new cloud update. Just like the user interface of the iPhone changed the way we expect data to be presented to us, the cloud continues to reform our experiences with payroll processes.

4.       You’re spending too much time and money maintaining payroll software.

Provisioning your own hardware to support your payroll software, plus maintaining servers and updates to keep your software running is costly and risky. A cloud payroll solution stores and maintains everything for you. All your data is backed up on secure servers to prevent loss, and your solution provider is responsible for automatically updating the software and keeping it running 24/7.

SAP says, “Top performing payroll organizations process payroll at a 37% lower cost than standard organizations.” To learn more, download the SAP SuccessFactors brochure.

Bringing It Together

Cloud payroll software gives you the flexibility, automation, time, and cost savings you need to focus on what your business does best. You’ll reduce risk of error and regulatory non-compliance with government agencies. You’ll also benefit from a level of security and maintenance expertise that you likely couldn’t replicate on your own.

Paid employees are happy employees, and so are HR teams with the right tools to help them succeed at work.

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