Onboarding 2.0 Reporting through People Analytics
In this blog post you can learn about how to use People Analytics tool to report on SAP SuccessFactors Onboarding 2.0 data.
SAP SuccessFactors offers People Analytics powered by Hana is used for reporting and business insights. Onboarding 2.0 application data can be reported using People Analytics. Customers can use business insights derived from reports to improve their onboarding end user experience. For example, for reports like
- Is there a lag in onboarding process?
- Are the all onboarding activities are getting completed within due dates?
- what are the reasons for onboarding cancellations etc
can help customers to understand and improve the overall onboarding experience. This reporting enabled with analytics capabilities can add significant value to customers.
People Analytics provides secure and role-based data access. It also supports data privacy and protection. As reports are always based on live data customer can access the latest data from the live systems.
Onboarding 2.0 as application generates application specific data and collects new hire data. The application data is stored as
- Business objects using Meta Data Framework (MDF) as persistence platform.
- The new hire data is stored in User and Employee Central (EC) structures.
With this Onboarding 2.0 becomes perfect example for Cross Suite Reporting use case, where the data from different modules can be made available for reporting and data aggregation.
Report query in People Analytics is created using Query Designer UI. Query Designer provides drag and drop functionality. Logically data in Query Designer is grouped under reporting schemas. The query designer lists all available schema on the right side from where we can drag and drop the reportable object to the left side to design the query. The Onboarding 2.0 application data is present under Onboarding 2.0 schema whereas the new hire details are present under User and Employee Central schema. User schema contains basic user details whereas Employee Central schema contains further details grouped under Job Information, Employment Information, Personal Information etc. While designing report query, end user can navigate from one schema to another with expand link seamlessly and can select the data for reporting. Onboarding 2.0 schema has business objects which hold the reportable fields, we can navigate from one object to another both within and outside Oboarding 2.0 schema using pre-built navigations.
How to build Onboarding 2.0 reports
To achieve reporting use case, we need to use query designer to design the query first. For given use case, the required data might be available across different objects and further these objects can be part of different schemas. So, to design report query it is important to understand which object holds the data we are interested and how can we navigate to it.
Onboarding 2.0 application supports both onboarding and offboarding process. Hence both these process data are available for reporting. People Analytics schema follow the tree structure with few objects marked as root, all other objects within the schema and outside are navigated from the root object. For Onboarding 2.0 Process is the root object so the Onboarding 2.0 report creation starts from drag and dropping Process object on query designer. Process object has two user fields user and manager, in case of onboarding process user represents the new hire whereas in case of offboarding process it represents employee getting offboarded. Manager represents the supervisor of user. For quick data access the user fields show frequently used fields like First Name, Last Name, Person ID etc. if we need further details, we can expand these fields into user schema and further into EC schema. Apart from these fields Process object has lot of fields related to the process it is representing like Process ID, Process Status etc. depending on the use case we can select these fields for reports.
On expanding Process object, we can see some common objects and two logical groups by name Onboarding Tasks and Offboarding Tasks depending on whether corresponding feature is enabled. These logical groups hold the process type specific tasks for example under Onboarding Tasks you can see New Hire Tasks like Buddy Task, Equipment Task, Recommended Links etc whereas under Offboarding Tasks we can see offboarding related tasks like Assets Task,Knowledge Transfer Plan Task, Knowledge Transfer Task etc. All these tasks contains specific details of each task.On further expanding these tasks we can see corresponding responsible users object. These objects hold the responsible users assigned for the respective task. Hence if we are interested in tasks details and corresponding responsible users, we can select the data for reporting.
The data related to documents generated during onboarding process is captured across different objects. Document Data contains document details like Document ID which represents the documents ID in the DMS. Envelope ID represents the envelope ID in case of DocuSign integration. Document Data expands to Document Template which represents the template using which this document was generated. Document Template holds the Title of the document, Document Category. If we are interested to report on document category and title we can use these fields. Document Data can be expanded to Document Flow which contains details related document signature like Document Flow Status which represents values like In Progress, Signature Declined etc. Additionally, this object also contains, declined document details like Declined By which represents the user who declined the document signature and Declined Document IDs along with Reason to Decline to Sign which represents the signature decline reason. If we are interested in data related to document signature status or declined documents, then we can report it through Document Flow. Document Data can be also expanded to Document Signature which holds the signature details for the document signing like signature assignee user as User ID. So if we are interested in signature details we can report it from Document Signature object. If we are interested to know whether document flow is completed then we can rely on Process Task with type Signature.
Apart from these tasks Onboarding 2.0 has data collection, data review tasks which are collectively grouped under Process Tasks. The Process Tasks can be navigated from Process. For onboarding process, Process Tasks would hold tasks like New Hire Data Review, Personal Data Collection, Additional Data Collection and Signature. Similarly, for offboarding we can see Employee Review, Employer Review and Signature. The Process Task would contain details like when the task was type, created and ended date. We can select these data for reporting these tasks.
The data collected during Additional Data Collection would be part of custom objects. To report on this data, the custom object needs to be made available for reporting. This can be done by following below configurations.
- Go to Admin Center -> Manage Data.
- Create New “Report Object Configuration Entity”, and provide Custom MDF Object name for Object Type
- In UI there is section with name “Sub-Domain Schema List”, add schemas to which this custom MDF object to be associated
- Click on Save
In conclusion based on the use case the end user is interested we can choose the data from different entities and the same can be viewed on the reports. As already described we can also choose additional details from different schema for detailed reports.