SAP SuccessFactors Onboarding Technical and Functional Specifications

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1 SAP SuccessFactors Onboarding Technical and Functional Specifications This specifications document describes key features and functionalities of SAP SuccessFactors Onboarding. s and Functionalities: Forms Management Task and Process Management New Hire Portal Document Center Reporting SAP SuccessFactors HCM Suite Integration Third Party Integration Forms Management Forms Management is the ability to capture the new hire data that is necessary to complete relevant new hire forms, electronically sign the forms, and track and route the forms to system users. Table 1: Forms Management s and s Standard Forms Custom Forms e-signature Smart Data Entry Panels US State and Federal Compliance forms that are maintained by SAP: Federal Form I-9, Federal Form W-4 and, State Withholding Forms, NY Wage Theft Prevention Act, CA Wage Theft Prevention Act, PA Residency Act, and CO Affirmation. Customer-specific forms available for data entry. Click-to-sign Adobe PDF forms, including user authentication. Collect all unique data necessary to populate forms, and create the files that are necessary to send to other applications (for example, core HR). These panels help prevent duplicate data entry across multiple forms and perform data validation on certain fields. Task and Process Management Task and process management provides the ability for business rule-specific workflows to be enabled, and tracks the progress of each task.

2 Table 2: Task and Process Management s and s E-Verify Workflow & Integration Notifications Task Definition Configurable Workflows Dashboard Preconfigured Hiring Manager Activities Incorporates the workflow for employers who voluntarily choose or are required by federal/state laws or regulations to verify employee eligibility to work in the United States. This feature uses a Web Services interface with the U.S. the Department of Homeland Security E-Verify program. SAP's affiliate, SuccessFactors Inc. is appointed to act as the customer's Web Services E-Verify Employer Agent. Configure specific steps in the onboarding process to send a notification automatically to internal departments or external vendors, including automatic reminders via . Define tasks for different end users. Define triggering events and process flow for each task, and to monitor the status. Provides an overview of new hires and the status of onboarding tasks. Guides hiring managers through specific activities to help ensure new hire success, for example, assigning a buddy, or identifying people to meet and/or content to work through. New Hire Portal This is a secure online destination for content and information geared towards the new employee (displayed in the About Us tab). Information can be maintained by each customer and can include things like training content, benefits information, policies and procedures, or company values and cultural information. Table 3: New Hire Portal s and s Permission Access Content Management Personalized The About Us content can be accessed either from within the SAP SuccessFactors HCM Suite, or directly (for example, through an link). The portal can contain content, documents, and videos for new hires, transferring employees, and exiting employees. This content is managed by the customer. Content is driven by business rules so that it s specific to each user, based on profile. 2 C US T O ME R SAP SuccessFactors Onboarding Technical and Functional Specifications

3 Document Center The document center facilitates document management by maintaining corporate and employee documents in a secure online environment. Table 4: Document Center s and s Virtual Electronic File Cabinet Secure Storage and Access Audit Logs Document Upload Access documents via any index, such as last name, employee ID, or document name. Document-level security allows the customer to set up specific groups to determine who can view which documents. Tracks access of stored documents. Information retained includes identification of the authenticated party, the date and time of each access event, records of which documents were accessed, and action taken. Automatically upload and index documents from SAP SuccessFactors Onboarding. Paper documents can be scanned, uploaded and indexed by the customer to the document center. Reporting SAP SuccessFactors Onboarding includes a report builder that allows you to create reports based on the data collected during the onboarding process. You can export the reports to a spreadsheet and save them as private or public templates. Table 5: Reporting s and s Standard Reports Advanced Reports EEO Reports Audit Trail Reports Preconfigured reports that can be filtered in various ways, such as by activity completion status. Create customized reports using a report wizard that allows you to build search criteria and determine sort order of the report results. Three predesigned EEO report templates that can be used to generate EEO reports based on data collected during the onboarding process. Create reports for audits. SAP SuccessFactors Onboarding Technical and Functional Specifications C US TO M E R 3

4 Signature Transaction Reports Produce reports that display the dates when the new employee and the corporate representative signed any onboarding documents. SAP SuccessFactors HCM Suite Integration SAP SuccessFactors HCM Suite integration incorporates other SAP SuccessFactors HCM processes into the onboarding workflow and passes data to other SAP SuccessFactors HCM products. Table 6: SAP SuccessFactors HCM Suite Integration s and Home Page Goals Management Recruiting Employee Profile SAP HCM Include onboarding tiles on the home page side by side with key modules such as SAP SuccessFactors Learning and SAP Jam, so that employees have a single user experience across the suite. Create short term goals within the onboarding workflow. Create new hire records created from SAP SuccessFactors Recruiting Management, which then initiate the onboarding workflow. Show public profile data of employees in the organization to your new hire. Create pre-hire and employee records from SAP's on premise Onboarding solution, and initiate offboarding when terminations occur. Third-Party Integration Table 7: Third Party Integration s and s Standard New Hire Integration Integration to Tax Break Integration to any ATS or HRIS via the standard import/ export template. Work Opportunity Tax Credits (WOTC) integration with SAP's partner - Tax Break. 4 C US T O ME R SAP SuccessFactors Onboarding Technical and Functional Specifications

5 Standard Document Management Integration Integration to any document management system using the Document Center standard export. Disclaimer SAP retains the right to change, at any time in its sole discretion, the Cloud Service (without materially diminishing the Cloud Service's functionality during a subscription term), this specification sheet, and/or the location of the data center(s) from which the Cloud Service is hosted. SAP SuccessFactors Onboarding Technical and Functional Specifications C US TO M E R 5