Internal Hire Process in SAP SuccessFactors

The Internal Hire process facilitates the seamless transition of current employees into new roles within an organization. This feature ensures that employees retain their User ID and Username while moving into a new position, ensuring continuity across systems.

The onboarding process for internal hires begins with onboarding initiation and ends when the employee starts their new role. This process can be triggered via:

  • SAP SuccessFactors Recruiting
  • SAP SuccessFactors Employee Central
  • External Applicant Tracking System (ATS)

Enabling Enhanced Internal Hire Process in SAP SuccessFactors

To leverage the advanced capabilities of Centralized Services in Employee Central for internal hires:

  1. Navigate to:
    Onboarding General Settings > Turn on Enable Enhanced Internal Hire Process

This enables better backend data validation processes for onboarding internal hires.

Enable Enhanced Internal Hire Process

Enabling Internal Hire Options in Manage Data

  1. Go to Manage Data and select Onboarding Configuration.
  2. Set the following options to Yes:
  • Centralized Services in Employee Central for Enhanced Internal Hire Process Enabled
  • enhancedCrossboardingOnSL
SAP SuccessFactors

Creating a Process Variant

Process variants help streamline and customize the onboarding flow for internal hires:

  1. Navigate to:
    Process Variant Manager > Click + Process Variant
  2. Fill in the Process Type, a unique ID, and a Name for the process flow.
  3. Save the process variant.
Create Process Variant

Crossboarding Program for Internal Hires

The Crossboarding Program manages tasks, roles, and responsibilities during internal hires:

  1. Navigate to:
    Manage Onboarding and Offboarding Tasks > Click + New Program
  2. Add details about the program and assign tasks using the + Add Task option.
  3. Save the program configuration.
Crossboarding Program

Setting Up Rules for Selecting Onboarding Programs

Define business rules to automatically select the appropriate onboarding program:

  1. Navigate to:
    Configure Business Rules > Click Add Rule
  2. Select Onboarding Task Configuration from the Onboarding tab.
  3. Enter a Rule Name, Rule ID, and Start Date.
  4. Define conditions for rule activation and save.
Rule for Selecting Onboarding Program

Configuring the Future Manager Role

The Future Manager role allows managers to oversee key onboarding tasks before the employee transitions:

  1. Navigate to Picklist Center:
  • Search for jobRelType.
  • Add a new picklist value with:
    • External Code: Managers (Internal Hire)
    • Label: Future Manager
    • Status: Active
  1. Set up Permission Roles for the Future Manager:
  • Go to: Manage Permission Roles > Create New Role
  • Assign necessary permissions and select Future Manager (Internal Hire) under the “Grant this role to” dropdown.
Future Manager Role Setup

Configuring Event Reasons

Event reasons help trigger and map crossboarding-related actions:

  1. Navigate to:
    Manage Organization, Pay, and Job Structures > Create New > Event Reason
  2. Add the event reason details and save.
Event Reasons Configuration

Recruit-to-Hire Data Mapping

To auto-populate event reason values during onboarding initiation:

  1. Map the event reason field from recruitment to onboarding.
  2. This ensures consistency and reduces manual input errors.
Recruit-to-Hire Data Mapping

Reviewing and Validating Information

Once onboarding is initiated:

  1. The candidate will appear on the Onboarding tile or dashboard.
  2. Review and validate job information, ensuring the transition details are accurate.
Review and Validate Information

Supported Entities for Crossboarding:

  • Job Relations Info
  • Pay Component (Recurring & Non-Recurring)
  • Job Info
  • Comp Info
  • Employee Info

Conclusion

The Internal Hire process is a strategic way to optimize talent utilization within an organization. SAP SuccessFactors offers customizable solutions for crossboarding and internal hires, enabling organizations to effectively manage transitions while maintaining data accuracy and compliance.

Useful Links:

This tutorial ensures that your internal hire and crossboarding processes are streamlined, efficient, and tailored to your organization’s needs. Incorporating the above configurations guarantees a smooth transition for employees into new roles.