Backdated Terminations in the Offboarding Process

We believe that an investment in HR technology is only worth it if it puts your employees at the heart of your ambition.

One key process to complete an employee experience is Offboarding. Even when an employee decides to leave the organisation, the process should be a pleasant and seamless experience.

So, how does it work with the SAP SuccessFactors Offboarding 2.0?

The standard offboarding 2.0 module allows the business to set up a convenient exit process for employees leaving the company. Offboarding is initiated from SAP SuccessFactors Employee Central. It commences with Initiate Offboarding and ends with the employee’s exit.

But how do we manage backdated terminations?

SAP SuccessFactors has come up with an MDF based Offboarding module with new features. While this module is very efficient and makes managing terminations very convenient, there are still regular enhancements being made to it. The most common scenario that arises or the most common demand that the customers make is the ability to trigger Offboarding for employees who have already left at a previous date, i.e., employees with Backdated terminations, which could be due to various reasons.

As the standard Offboarding 2.0 module works to handle employees who haven’t already left, it includes a set of activities (Scheduling meetings, Asset Listing and Tracking, etc.) that would require the candidate to be present. In the case of employees with Backdated terminations, the employees have already left and aren’t present to carry out the aforementioned set of activities.

In the case of a Backdated Termination, the Manager Review step and Employee Data Review step will keep loading endlessly. This is expected of the system as the user is already inactive in EP.

There’s a workaround for this issue now. You just need to make a few changes in the SAP SuccessFactors Offboarding Process Flow.

Here are the steps for the same:

1. SAP_ONB2_OFB_EmployeeReviewCheck

There is a rule in SAP SuccessFactors to check if the employee is required to review the offboarding information or not. As backdated terminations often involve different conditions and rules and the employee is inactive in the system, you can skip this step by changing the condition in the business rule.

To do that, refer to the image below where you can change the condition according to your requirements.

2. SAP_ONB2_OFB_ManagerReviewCheck

In SAP SuccessFactors, this rule is there to check if the manager needs to review offboarding details of employees, and employee data, or not. When it comes to backdated terminations, this data page may not load as the employee is inactive in the system. You may need to skip this step by changing the condition in the business rule.

You can refer to the image below and change the condition according to your requirements.

3. Document assignment

As the employee is inactive in the system due to backdated terminations and end of employment, you should not be generating documents for these employees as they will not be able to sign them.

After you have completed all these steps, you can proceed with the termination of the employee with a back date and specify the reason for termination that you have used in the Initiate Offboarding rule.

The employee term will come to an end and once you have done this, you’ll be able to see the tasks created for backdated terminated employees in the offboarding software and these tasks will be assigned to the people responsible for carrying them out.

Still facing issues with the Offboarding process? Don’t hesitate to contact us.

Book a demo and get a real-time overview of the SAP SuccessFactors Onboarding module today.

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