Product Brief: SAP SuccessFactors Onboarding Pre Day 1 Access

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1 Product Brief: SAP SuccessFactors Onboarding Pre Day 1 Access January 2016 Table of Contents 1. Feature Summary... 3 Without SuccessFactors HCM... 3 With SuccessFactors HCM: Create a Full Employee User... 3 With SuccessFactors HCM: Create a Temporary User Benefits of Pre Day 1 Access Prerequisites Configuration Enable Feature Update User Export and Import Files... 5 With Employee Central... 5 With External HRIS Assigning temporary ID Converting to Employee ID FAQs SuccessFactors All rights reserved.

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3 Product Brief 1. Feature Summary New hires need access to content before day 1. Depending on the customer s needs, three different options are available for pre-day 1 content access. Without SuccessFactors HCM The New Hire receives a unique login that provides access to their paperwork and the Employee Portal (sharepoint-based). This is external to SuccessFactors HCM. This is the most common setup, but the new hire does not receive access to the manager provided homepage content or mobile content before day 1. With SuccessFactors HCM: Create a Full Employee User There is no hard rule that the employee record be created on Day 1. Customers can configure their process to create the employee record and BixZ before day 1 and provide that access to the new hire. However, due to other factors (such as payroll integration) this is not always a feasible approach. With SuccessFactors HCM: Create a Temporary User Instead of creating an employee record before Day 1, a temporary user can be configured in SuccessFactors HCM. This temporary user is then updated once an employee record is created on Day 1. A flag in the user information enables clients to include these users in a permission group to limit what is exposed to them before day 1. This document outlines this temporary user setup. It is not a substitute for current and detailed documentation available on the SAP Service Marketplace. 2. Benefits of Pre Day 1 Access Providing information to the new hire before Day 1 contributes significantly to their success. Typical Pre Day 1 access content, in the past, has been focused on HR and Company driven information such as benefits information, welcome messages from the CEO, location information, and company information. SuccessFactors Onboarding provides functionality to engage the New Hire with additional content such as Hiring Manager welcome message, buddy and peer profiles, and recommended people to 2015 SuccessFactors All rights reserved.

4 connect with. This information is available in the SuccessFactors homepage as well as the mobile application. Additionally, SuccessFactors provides other tools to strategically and socially engage the new hire before Day 1 such as Learning and Jam. While this information is always available to them once they become a full employee, providing this information prior to day one gives the new hire an opportunity to familiarize themselves with not only the company and HR information, but with the people and expectations of their new job. In turn, the typical Day 1 anxiety is greatly reduced by having transparency into all of these elements of their new role. 3. Prerequisites Ability to access provisioning tools Onboarding instance is set up and configured including initial user sync RBP Homepage V12 (for content) Mobile (for content) 4. Configuration This gives an overview of the configuration of Pre Day 1 Access for the new hire. For the most recent configuration instructions please see the Onboarding documentation on the SAP Service Marketplace. Although a SuccessFactors user for a new hire can be created at any time, even pre-day 1, often times integrations and other business processes make this impractical. For this reason we have introduced a temporary user ID feature. These steps describe how to configure the temporary ID feature NOT how to enable your standard employee creation process to trigger pre day Enable Feature To use this feature, navigate to Provisioning > Company Settings > Enable Pre-Day 1 Experience for New Hires and make sure box is checke This setting allows the user import file to accept an OnboardingID field. This will be important!

5 2. Update User Export and Import Files With Employee Central Once the User Creation process is set up, no additional steps are necessary for mapping of the OnboardingID. With External HRIS If you go to SuccesFactors HCM > Onboarding > Settings > Manage Employees you can see that every new hire is assigned an HRData ID. This field must be mapped to the HRIS and from the HRIS to SuccessFactors HCM. Add this field to the standard data export file from Onboarding to the HRIS. Include the OnboardingID field in the user import from the HRIS to SuccessFactors. The HRDataID populates the Onboarding ID field in SuccessFactors HCM. 3. Assigning temporary ID After completion of the PHV, the new hire activity is triggered and new hires are assigned the temporary SuccessFactors HCM ID. To control this ID, go to SuccessFactors HCM > Admin Center > Company Settings > Company System and Logo Settings Here, the Next Person ID Assigned field dictates the ID assigned to the next candidate whose New Hire Activity is triggered. Upon completion of the PHV, the temporary user will be created and the new hire will receive and notification from SuccessFactors HCM with their temporary ID and a prompt to set their password SuccessFactors All rights reserved.

6 4. Converting to Employee ID After the new hire s start date (or when the master employee record is created), the user import process uses the OnboardingID field to associate the temporary ID with the employee ID 5. FAQs How does a Pre Day 1 user login if we use SSO? The default login method for SuccessFactors HCM users is password. When a user is imported from client data to SuccessFactors HCM and updated to Employee, the login method updates to the setting assigned by the client. If the customer is using SSO, the default login method updates to SSO. Alternately, a provisioning setting can be enabled called Partial Organization SSO. This feature allows defining on a per-user basis whether a user will login through SSO or through the standard username/password login page. Per-user Control is managed through the standard user field loginmethod.