This final installment of our three-part blog series on recruiting-related integrations and the benefits they can offer focuses on the final integration back to Employee Central (EC) or the SAP on-premise HRIS environment. Here again, a tremendous positive impact results from a well-thought-out and meaningful integration between Onboarding (ONB) and the master data system of record. As with the first two upstream integrations, this connection facilitates gains in efficiency, data integrity, policy, and process compliance and enhances the new hire/employee experience.
In an integrated recruiting environment, the process begins and ends with the master data system of record, whether that be EC or SAP. Vacant positions are approved and used to create requisitions, and in turn, once the applicant has been selected and onboarded, the vacant position must be updated to reflect the information associated with the newly hired employee. The master system must be satisfied in order for benefits to be processed, equipment provisioned, and the employee paid. Issues with missing or mis-formatted data can be a tremendous drain on HR and HRIS resources and slow the processing of the newly hired worker, leading to frustration with the organization.
In order to avoid this, recognize and plan from the start and throughout the implementation of the Recruiting Management (RCM) module and ONB that the master system is exactly that, master! Data collected in both RCM and ONB should be based on what data is required by the master system at the end of the process and how that data must be formatted to be accepted into that system. All data required to successfully process a new hire must be collected during the recruiting and onboarding processes. This will avoid dealing with incomplete records, wasting time tracking down required information, entering manual updates, and handling the associated consequences for the organization and employee.
In addition, we should always strive to configure the fields in RCM and ONB that will eventually be consumed in the master system to accept only data in the required format. This is not always possible; there are circumstances where mapping must include adjusting the format or routing multiple responses from upstream systems to a single selection in EC or SAP. However, sharp, detailed planning for the final integration reduces overall solution complexity and increases stability of the data connections. When data is collected in the proper format, it will be accepted by the master system without errors that slow the process and again have negative consequences for the organization and newly hired worker.
Analyzing the above, we can see that by ensuring all data required to process hires and satisfy vacant positions is collected, properly formatted, and made consumable to the master HRIS system, benefits can be realized across all relevant categories. Reducing, if not completely eliminating, the need for manual record entry and updates, and the time spent chasing down outstanding data elements or correcting formatting errors greatly increases efficiency. In turn, this can lead to a major reduction in the number of hires for which processing is delayed or incomplete records remain, keeping the company in a more advantageous position in terms of internal and government policy and process compliance. This all adds up to a better overall experience for both the organization and newly hired employee. With less focus and effort associated with the administrative aspect of hiring an employee and more on the strategic elements, new employees will be able to quickly and successfully assimilate into the organization and make a meaningful contribution.