RPA Solutions for SAP SuccessFactors

Let´s get inspired by use cases of our customers who already implemented solutions based on Robotic Process Automation (RPA) to their SAP SuccessFactors environment. Read the stories below to understand when RPA-based solutions enable you to run the HXM processes more efficiently, while reducing the manual maintenance efforts required from HR administrators.

1. Offboarding

When it comes to offboarding tasks, many steps need to be taken and must be well-orchestrated to complete the process successfully. Administrators have to follow up with managers, update multiple systems, manually create and cross-verify various documents, and update any future-dated irrelevant records. We see that complex process often results in causing pain points to our customers until we propose and implement the automation. Our RPA solutions, tailored around SuccessFactors, help customers to take care of the entire offboarding of the terminated employees. After receiving a trigger from Employee Central (EC), the RPA process starts automatically on the initiation of termination. Here is the gist of what tasks are performed by the robot:

• After receiving a trigger from SuccessFactors EC, the robot checks employee records and accordingly informs various departments (Finance/IT/Payroll) by raising tickets/alerts/workflows in tools/applications like service now etc.
• The robot sends a notification to HR Admins/Managers and other stakeholders.
• The robot generates service documents/experience letters and other related documents for the terminated employee to be shared by the HR Admin.
• The robot checks the progress of workflows and accordingly intimates various approvers for pending tasks.
• The robot checks the future dated records and deletes them to ensure no impact on payroll and time off.
• The robot sends updates to the active directory for stopping access on the date of termination for a terminated employee.
• Most importantly, the robot not only performs these tasks, but at the same time monitors their progress, and alerts HR administrators or other stakeholders of missing tasks or missing information.

2. Recruiting postings

As soon as HR managers/Recruiters approve the Job Requisitions, the next steps usually involve posting the Job Requisition, reposting, or removing job ads from the career site. This again often results in a lot of manual efforts from Recruiters/Admins. Imagine how the efficiency improves, when the RPA solution automates the process as soon as the requisition is approved. Here are a few details of what the robot does:

• The robot reads the requisitions and posts the jobs to the internal career site, external career site, or the Job Boards.
• The robot maintains the end date for postings based on the information in the requisition.
• The robot checks the published job advertisement on Career sites and informs the recruiters when these become available.
• The robot also creates and sends the XML feeds to the agencies/partners not available on the SuccessFactors Job Boards marketplace.
• The robot receives messages from a recruiter about removing/ending any job ads postings via email, and accordingly removes the Job posts.

3. Manage pending Recruits

Once candidates from Onboarding/Recruiting move to Manage Pending Recruits Pool, the RPA solution will also provide a lot of value by performing the following tasks:

• The robot reads the manage pending recruits pool and validates the data from onboarding/recruiting.
• The robot initiates the hiring process for the candidate and fills in the missing information.
• The robot sends the notification to HR admins and other stakeholders after the completion of hiring.
• The robot updates the active directory or sends information to any other IDP for access.
• The robot creates the tickets in the corporate service desk tools to IT department/finance/procurement for assignment of workstation and other equipment.
• The robot maintains the documents collected from the candidate during onboarding or recruiting in relevant sections of the employee's profile. Documents like work permits, authorization letters, clearance letters, experience letters, offer letters, education certificates and others.

4. Documentation/workbooks

Another use case for our RPA solutions is maintaining the customers´ SuccessFactors workbooks and related documents. Robot reads/checks the system setup and accordingly updates the configurations workbooks. Especially for customers having extensive Role-Based Permissions in the system, Robots make it much easier to understand the setup as it formats and makes the information available in easy-to-read and visual formats.

5. Mass changes

There are many objects for which we don’t have any easy options to carry mass updates in SuccessFactors. Our RPA solutions will help you with such tasks.

Are you aiming to make your HR digital transformation journey smooth and efficient? Did you find inspiration in the RPA use cases above, or do you have other processes which could benefit from automation?

Please let us know via the contact form.