Onboarding 1.0 ➜ Onboarding 2.0: The Last-Minute Migration Strategy (Built for Teams Starting Now)
Executive Summary (for customers starting late)
- SAP has confirmed that SuccessFactors Onboarding 1.0 is end-of-maintenance until May 14, 2026 and is then deleted with the 1H 2026 Production release — plan backwards from this date.
- This is not a simple upgrade; Onboarding 2.0 is a different architecture and requires a reimplementation (no automated migration).
- Late starters can still succeed by delivering an MVP onboarding journey first (compliance + business continuity), then optimizing in Phase 2.
- Start with data retention: export/validate required reports, compliance artifacts (e.g., I-9 audit where applicable), and Document Center content, and archive per retention policy.
- Choose a document approach early: Standard Export for indexed offline archives and/or the Document Center Migration Tool to move content into Manage Documents faster.
- Inventory every downstream interface (CPI/Integration Suite, SFTP, third parties) and define a controlled cutover switch for each (avoid dual writes).
- Before cutover, conclude legacy onboarding activities and handle any outstanding compliance cases (e.g., export outstanding E-Verify reports if applicable).
- Execute a rehearsed cutover runbook, then run 2–4 weeks of hypercare with daily monitoring and fast fixes.
- Confirm post-cutover that no legacy jobs/integrations are still reading/writing Onboarding 1.0, and finalize deactivation/purge governance.
If you haven’t started yet, you’re not alone — and you’re not doomed. You can still migrate successfully if you run this as a disciplined, time-boxed reimplementation + data retention program (not a “lift & shift”).
Validated SAP milestone: SAP’s published guidance confirms Onboarding 1.0 reaches End of Maintenance on May 14, 2026 and is deleted with the 1H 2026 Production release
1) What the deadline really means (in plain English)
- End of Maintenance → May 14, 2026: no further code updates/patches; only minimal support.
- Deletion with 1H 2026 (planned May 14, 2026): Onboarding 1.0 and related links stop working.
- Exports + API functionality: Onboarding 1.0-related standard/custom exports and related API functions stop working.
- Data access: Onboarding 1.0-related data (including forms and audit trails) is no longer accessible unless you export/archive it beforehand.
- No automated migration: this is a different platform/architecture — you must reimplement on Onboarding 2.0.
Confidence message for sponsors: “This is still achievable late — if we prioritize compliance + continuity first, cut scope to an MVP, and run a controlled cutover. Enhancements come in Phase 2.”
2) Choose your “starting late” strategy (don’t overthink it)
- Strategy A: MVP Go-Live (recommended for late starters)
Deliver the minimum viable onboarding journey that keeps hiring moving and meets compliance; defer nice-to-haves to Phase 2. - Strategy B: Phased rollout (only if you truly must)
Roll out by country/entity complexity — but commit to a firm final date well before the SAP deletion window. - Strategy C: Rescue mode
If you are extremely late: focus on cutover readiness + exports + one working hiring path. Anything else becomes manual temporarily (documented and time-boxed).
3) SAP’s decommissioning checklist (expanded into a practical playbook)
Use this as your backbone: Planning → Data → Integrations → Cut-Over → Post.
3.1 Planning
- Confirm dates: set your internal cutover date (recommend leaving buffer before May 14, 2026).
- Define a change freeze window for legacy Onboarding 1.0 processes/config.
- Define access/roles to Onboarding 1.0 and identify any legacy exports/features still in active use.
- Decision in writing: confirm MVP scope vs Phase 2 scope to prevent “scope creep panic”.
3.2 Data (this is where late migrations fail — handle it first)
- Run and validate required exports (examples SAP highlights): reports, I-9s with audit (if applicable), Document Center contents, custom templates.
- Store exports in a compliant archive with documented retention policies.
- Remove user access to legacy features after exports are complete (to stop last-minute changes).
3.3 Integrations
- Inventory downstream feeds and middleware (examples: SAP Integration Suite/CPI, SFTP, third-party tools).
- Mark each interface as READ vs WRITE, and define the exact cutover switch for each.
- Resolve export/integration blockers early (don’t leave these for the final 2 weeks).
3.4 Cut-Over (do not “wing it”)
- Conclude all Onboarding 1.0 activities, especially compliance activities (and E-Verify cases if you use it).
- If E-Verify cases can’t be concluded (e.g., Pending DHS/SSA or Referred): export a report of outstanding cases and record them by another method.
- Redirect or disable legacy connections on cutover day to prevent dual writes and data drift.
3.5 Post (prove you’re clean)
- Switch to the new Onboarding (Onboarding 2.0) for all new starts.
- Confirm legacy deactivation and final purge activities with your standard governance.
- Validate no legacy jobs/integrations are still reading/writing any Onboarding 1.0 endpoints/exports.
4) Document migration: pick the right option (and start early)
Your document strategy is not “nice to have”. It’s your audit, compliance, and employee-relations safety net.
Option 1 — Standard Export
- Can be activated on any date; export can begin for any past date to today.
- Exports documents from Document Center in ZIP archives with CSV indexes to a destination (SFTP, local server, etc.).
- Reality: exporting all documents takes time — start ASAP and monitor throughput.
Option 2 — Document Center Migration Tool (scheduled job)
- Available via Admin Center → Scheduled Job Manager.
- Transfers the entire Document Center library to Manage Documents.
- Often the fastest approach because the transfer is in-datacenter.
Option 3 — API options for document export
- Provision a user for API export (custom or 3rd-party software).
- Typically used for spot-export; can export more, but throttling/time still applies for large volumes.
Recommended late-starter approach: Run the Migration Tool for speed and run Standard Export (or targeted API export) if your auditors require an offline archive with indexes.
5) Print Form Services (PFS) credentialing: what to know
- Past customers: existing credentials remain valid and are not affected by migration cutover.
- Current & future customers: new accounts/services receive PFS credentials automatically.
- Tenant refresh/copy-down: should reflect the proper credentials and not change/modify during refresh.
- Action: add one checkpoint in your cutover runbook — validate print form generation in Preview and Production after refresh/cutover.
6) “Starting now” execution plan (built for speed and confidence)
Week 0 (Days 1–5): Mobilize
- Name an Executive Sponsor, Single-Threaded Owner (HRIS), and Cutover Captain.
- Confirm MVP scope (what must work on Day 1).
- Kick off exports immediately (do not wait for build completion).
- Stand up a daily 20-minute decision cadence (blockers only; same-day decisions).
Weeks 1–2: Design MVP + lock integration inventory
- Define onboarding journeys by employee type/country (keep MVP lean).
- Document: must-have compliance steps, must-have documents, must-have notifications.
- Create integration cutover list (READ vs WRITE) and confirm owners.
Weeks 3–6: Build + iterate
- Configure Onboarding 2.0 core process + role-based permissions.
- Confirm EC mappings and the hire flow handover works cleanly.
- Implement only critical integrations needed for Day 1.
Weeks 7–8: Test end-to-end
- Test real scenarios: external hire, internal hire (if applicable), rehire, withdrawals, country variants.
- Validate document generation/storage and downstream integrations.
Weeks 9–10: Cutover rehearsal + training + go-live
- Rehearse cutover in Preview (runbook + integration switches).
- Publish a 1-page Day-1 guide for HR and managers.
- Execute cutover, then run 2–4 weeks hypercare.
7) Cutover runbook template (copy/paste)
- T-14 to T-7: stop initiating non-urgent onboardings in 1.0; accelerate completion of in-flight cases.
- T-7 to T-1: finalize exports (documents, I-9 audit if applicable, reports); validate sample retrieval.
- T-1: confirm outstanding E-Verify report exported (if applicable); freeze legacy access.
- T-0: switch integrations; disable legacy connections; run smoke tests (10 scenarios).
- T+1 to T+14: daily monitoring; fix rapidly; publish a weekly sponsor status update.
8) What Onboarding 2.0 unlocks in 2026 (use this to build stakeholder buy-in)
- Smarter, more flexible I-9 reverification (where applicable): dashboard tasks, configurable triggering windows, manual initiate/cancel controls.
- Optional AI tool for document reading of I-9 Section 2 uploads: extract/confirm List A/B/C document info for validation.
- Redesigned Offboarding: improved dashboard, task tracking, advanced search/filters, unified with Alumni.
- 2H 2026 Unified Dashboard: visual KPIs/graphs/trends and stronger search/filtering with more customization.
9) The 10/10 “confidence checklist” (if you can say YES to these, you’re safe)
- We have a confirmed internal cutover date with buffer before May 14, 2026.
- Exports are running and stored in a compliant archive (documents + audit needs covered).
- All integrations are inventoried and cutover switches are owned and rehearsed.
- We have an MVP onboarding journey working end-to-end in Preview and validated in UAT.
- We have a cutover runbook and a hypercare plan (with named owners).
- We have a Phase 2 backlog for enhancements after stability.
Closing note
If you’re starting now, the winning move is to simplify, export early, and run a controlled cutover. You don’t need perfection on Day 1 — you need a working, compliant, supportable onboarding process on Onboarding 2.0.
Your next action: schedule a Week-0 war room, start document exports today, and lock your MVP scope in writing.
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