3196090 - Offboarding Process Main KBA - Onboarding

Offboarding Main KBA

SAP SuccessFactors Onboarding

Offboarding allows you to set up a seamless exit process for employees leaving the company. Please refer Note for information on Offboarding and activities which are included in the Offboarding process.

Configuration Steps

The workflow for implementing Offboarding can be broadly described as shown below:

1. Enabling Offboarding- Enabling Offboarding switch in Provisioning
2. Role-Based Permissions for Offboarding- Role-based permissions for User Groups performing Offboarding Activities
3. Setting a Business Rule to Configure Offboarding Initiation- Initiate Offboarding Configuration rule that validates the requirement of the Offboarding process based on termination reason.
4. Setting a Business Rule with event reason for Publishing the Termination Event- Event Termination Rule to configure the event reasons based on which the Termination event will be triggered
5. Setting the Rule for Data Review for the Employee Leaving the Company- To review the information of the employee leaving the company, the ONB2_OFB_ManagerReviewCheck rule must be configured and evaluated to true.
6. Setting a Rule for Data Review by an Employee for the Exiting Employee- To have a task for reviewing the information of the employee leaving the company by an existing employee,  the ONB2_OFB_EmployeeReviewCheck rule must be configured and evaluated to true
7. Configuring a Business Rule for Archiving Offboarding Tasks- Configure business rule to automatically remove completed or irrelevant offboarding tasks from the dashboard of the assigned Offboarding participants.
8. Configuring Offboarding Programs- To define a set of tasks to employees leaving the company based on entities like job location, job code by configuring the Offboarding programs.
9. Accessing Email Services in Offboarding- Access the preconfigured email templates for Offboarding to help channel vital information to the participants of the Offboarding process
10. Qualtrics Email Feedback for Offboarding- Configure Onboarding and Intelligent Services to send employee information to Qualtrics , so that you can send employees surveys when you to set up an offboarding process for them to leave the company.

Offboarding Process Overview

Troubleshooting Steps

1. Candidate was Terminated successfully but did not land in the Offboarding Dashboard

Post Termination, for offboarding process to trigger for an employee the below two rules should be configured and evaluated to true. For the rules to be evaluated to true make sure the event reason passed while termination in the employee profile is same as one of the event reasons configured in the rules. Both the rules are mandatory for Offboarding to trigger.

• Initiate Offboarding Configuration Rule
  
• Event Termination Rule
  

2. How to disable Manager Review or Employee Review Tasks?

ONB2_OFB_ManagerReviewCheck and ONB2_OFB_EmployeeReviewCheck rules are the OOTB rules available once Offboarding is initiated. These rules cannot be deleted but they can be configured to be evaluated to false for the Manager Review and Employee Review step to not trigger. Refer the below sample rule which will be evaluated to false due to target date condition failing for the employees. Target date will always be after 01/01/1900. Since the rule is evaluated to false the Manager Review step will not be triggered. Similarly to disable Employee review step, ONB2_OFB_EmployeeReviewCheck rule can be configured with the same condition.

Note: If the Manager Review step and Employee Review steps are disabled following the above configuration, (OFB) Resignation Approval Message To Participants Template and (OFB) Resignation Approval Message To Employee Template as (OFB) Resignation Approval Message To Participants Template is triggered only when the Manager Review step is triggered and (OFB) Resignation Approval Message To Employee Template is triggered only when Employee Review step is triggered.

3. How to assign Manager Review Task in Offboarding to responsible group?

We can create a new rule with scenario Assign a responsible group to review New Hire data or Employee data and Offboarding Process Type to assign Manager Review Task/Employer Review Task in Offboarding to a responsible group instead of manager. Please refer the below sample rule for this configuration-

4. Review offboarding information page keeps loading for the Manager or user who is assigned the Manager/ Employer Review task

Check the RBP role Hiring manager user is part of and make sure below permission is granted. 

• Onboarding or Offboarding Admin Object Permissions-> ONB2OffboardingActivitiesConfig.

• Target Population to "Exclude Granted User from having the permission access to him/herself" should ne disabled.
• Target Population selected with option "Include access to Granted User (Self)" should be enabled

5. Employee Review step keeps on loading for the offboardee

Find RBP role associated with offboardee and make sure below permissions are provided-

• Employee Data- View/Edit permission for Status
• Onboarding or Offboarding Object Permissions- View/Edit permission for Process

Employee Export permission should not be provided to the Employee

Note: Termination date of the employee should be in future otherwise the Manager Information Review or Employee information Review tasks will not load

6. Offboarding Tasks did not trigger post completion of Manager Review and Employee Review steps

Below permission should be provided to the users responsible for creating the Offboarding Program and performing the Offboarding task. 

Onboarding or Offboarding Admin Object Permissions-> ONB2OffboardingActivitiesConfig

Kindly review the permissions required for the Offboarding tasks to trigger for assigned users and detailed configuration of these tasks

7.  Unable to cancel offboarding process as the Select Cancellation Reasons shows no drop down values 

For Cancellation Reasons to show in the Cancel Offboarding popup, ONB2CancelOffboardingReason picklist should be configured in the system in Picklist Center as shown below. If this picklist is not configured the drop down will show no value.

8. "An error occurred. Please contact your system administrator." - error is observed while completing the Farewell Message and Announce Termination Offboarding Tasks

Message delivery date should be in future and before the termination date for farewell message and announce termination tasks. Also, these tasks should be completed before the termination date of the employee so that the messages are sent before the termination.

KBA:

• 2911492 - [ONB 2.0] How to remove Manager and Employee Review step in OFF 2.0
• 3142421 - [Onboarding/Offboarding] Resignation Approval Messages are not triggered
• 3109855 - Review Offboarding Information tile stuck on loading - Onboarding
• 2983438 - [ONB 2.0] Review offboarding information page keeps loading
• 2980852 - Your Offboarding Tasks Tile not loading
• 3125760 - Error when Cancelling Offboarding - Onboarding
• 3005731 - Cancellation reason has no drop down values to cancel Offboarding - Onboarding
• 3123563 - [Onboarding] Unable to assign Employer Review Task in Offboarding to responsible group
• 3125950 - [Onboarding/Offboarding] Farewell message and announce termination task are not getting COMPLETED

Blog:

• https://blogs.sap.com/2020/01/10/offboarding-2.0/

Implementation Guide Link:

• https://help.sap.com/docs/SAP_SUCCESSFACTORS_ONBOARDING/c94ed5fcb5fe4e0281f396556743812c/fb7b8b1ced0f4d7088fbcaf51dc1258b.html?version=2105&locale=en-US

PDC:

• SAP SuccessFactors Partner Delivery Community (PDC)

Termination, Offboarding, RBP, ONB, Offboarding, permission, rule, business , KBA , LOD-SF-OBX-OFP , Offboarding 2.0 , How To