OpenSAP Sf2 Week 1 Transcript

7/24/2019 OpenSAP Sf2 Week 1 Transcript

http://slidepdf.com/reader/full/opensap-sf2-week-1-transcript 1/28

1

openSAPRun Simple HR with SuccessFactors EmployeeCentral

Week 1 Unit 1

00:00:09 Hello and welcome to the openSAP course Run Simple HR with SucessFactors EmployeeCentral.

00:00:15 My name is Steven Babcock. I'm a Senior Solutions Consultant with SAP SuccessFactors

00:00:20 focusing on the Cloud HCM product. In this course you'll learn about SuccessFactorsEmployee Central.

00:00:27 In the first week of the course we'll begin with a general overview of Employee Central.We will then demo core HR for employees, managers, and administrators.

00:00:36 You'll learn how to affect organizational and position management as well as how to setup rules and workflows.

00:00:43 In the second week of the course, you'll learn about global payroll and benefits. We'll startwith Employee Central Payroll and the Payroll Control Center.

00:00:51 You'll learn how to configure deductions, advances, as well as reporting and analytics.We'll then move on to global benefits.

00:00:59 And you will learn how to configure country-based benefits. In the final week of the coursewe will focus on time and attendance.

00:01:06 You will learn about absence management and time sheets as well as how to configureboth. So let's get started with the first unit of the course,

00:01:13 with a general overview of SuccessFactors Employee Central. After completing this unit,you'll be able to explain the advantages

00:01:22 of SAP SuccessFactors Employee Central. You'll be able to identify the major processesof Employee Central

00:01:29 and explain how they are standardized. You'll analyze the extensibility of the EmployeeCentral solution.

00:01:36 You'll also be able to describe the ability of Employee Central to be upgraded andconfigured to work with other software programs.

00:01:44 Employee Central is a complete core HR system of record in the cloud, which includespersonalized homepages, an employee profile and talent processes,

00:01:55 time-off management, position management, employee master data, reporting,compliance, and analytics.

00:02:02 And all of this has been built in mobile in mind. Key features of Employee Central include

basic HR transactions.00:02:11 All of these transactions include effective dating, employee and manager self-service,

allows users to get in and start transactions.

00:02:22 New hires can also be kicked off by managers, meaning HR doesn't have to spend asmuch time doing data entry

00:02:29 and they can focus on the approvals and authorizations. Promotions/demotions,terminations -

00:02:35 all can be initiated by managers, of course, with HR approval. Batch changes areavailable, so the ability to do mass changes

00:02:44 on all of your employees rather than togo through one at a time. Global assignments arealso supported because Employees Central is a truly global system.



00:02:54 Position management is part of Employee Central, allowing for position-driven successionmanagement,

00:03:01 also allowing for vacancy tracking and validation of job codes and descriptions. Time-offmanagement includes employee self-service and time-off requests.

00:03:11 These transactions can also be mobile. Accrual processing is standard within the system.

00:03:18 And you do have the ability to also track work schedules and holiday calendars. Alsoincluded is a payroll time sheet.

00:03:25 Employees can enter their time. These data can be approved and then flow to payroll.Reporting and compliance includes trend analysis

00:03:33 across multiple departments as well as locations. Standard and sharable reports areincluded as is as-of-date reporting,

00:03:42 so you can run your reports at specific dates in time. The online report designer providesyou a single spot to a report

00:03:49 on all of your consolidated data throughout the entire system. Payroll is available and isglobal in nature. It's cloud-based and delivered to 30 countries.

00:04:00 This platform sits on top of the ability to audit, create workflows, included native orgcharts, reporting, and analytics.

00:04:11 All of this is delivered in a cloud infrastructure, meaning no more service to manage, databasis to back up, or software to install for your local users.

00:04:23 EC is designed for people. EC has been built with a consumer-grade interface. Thefeatures are intuitive and user-friendly with anywhere, anytime, 24x7 secure access.

00:04:37 Screens are actionable, intuitive, and can be personalized to meet your user needs. HRprocesses get streamlined with approvals.

00:04:48 And of course, the entire system is mobile first. All activities can be done using either amobile application

00:04:55 or a mobile browser on your preferred device. It's been proven that user adoption canimprove employee productivity by 2 to 5%.

00:05:07 EC also provides truly global coverage with unmatched multi-country availability and

support.00:05:15 This includes translation, so all labels in the system can be translated. The content and

documentation is translated in 40 languages.

00:05:24 And Employee Central is in use by customers in over 177 countries. The system is globalin nature, supporting multiple country user base simultaneously.

00:05:35 We talked about multi-languages. Also included time zones and currency support. AndEmployee Central is globalized in 71+ countries.

00:05:45 The system is also local in nature, meaning there are country-specific fields and businessrules that are built into the system.

00:05:53 And most importantly, our team at SAP manages these localizations. As compliancereporting changes and requirements change at the local country level,

00:06:04 we add the fields for you and you have the ability to upgrade and add them in. Upgradesare released quarterly, 4 times a year.

00:06:13 Quick overview: Some of the localizations that the system has already built into. And youcan see, across the world we've got over 71 countries that have been added.

00:06:23 Adding the countries, again, is just not the only thing we do. We also maintain and updateany of the regulatory requirements.

00:06:32 This means organizations can be assured that they're going to continually be incompliance through the years with Employee Central and Employee Central Payroll.

00:06:42 EC is also an enabler of strategic decisions. Real-time workforce data increases thebusiness impact of HR.

00:06:52 Access to data is timely, accurate, and actionable. There are meaningful, real-timeworkforce insights with rich analytics.



00:07:00 And this can include third-party data. Within analytics, you may want to report onadditional information

00:07:06 that's not contained in your core HR system. We handle that just fine. The data gets pulledin on an ongoing basis,

00:07:12 allowing you for consolidated business reporting. Also included in analytics are over 2,000metrics with in-built results along with benchmarking.

00:07:25 EC is configurable, modular, and flexible. The configuration engine is easily used byadministrators,

00:07:34 and you do not have to have any programming knowledge to take advantage of it. It's alanguage-agnostic architecture with a graphical configuration.

00:07:45 The system is also extensible. So as you have new requirements for fields, screens,workflows, processes,

00:07:53 those can all easily be added into the system - again, with no programming knowledge.The system is also provided as a platform as a service.

00:08:03 So you can build your own applications in the cloud or you can leverage our partner eco-system to plug in to Employee Central with additional applications.

00:08:13 Employee Central is part of our â€œyour cloud, your wayâ€• methodology, meaning youcan start anywhere and go everywhere.

00:08:23 The HR systems in the modules provided are modular in nature which supports ourcustomers' transition to the cloud at their pace

00:08:30 instead of being forced into a full rip and replace of your core HR system. Integrations arealso included as productized integrations from Employee Central.

00:08:43 We have packaged integrations, which allow you to simply configure and deploy. Theseintegrations require a small amount of effort to implement and maintain;

00:08:54 and in fact, SAP owns the maintenance of those productized integrations. We also providestandard integration templates for things like payroll, time, and benefits

00:09:06 where we don't have a productized integration today. Also, we have a reusable contentlibrary of custom integrations

00:09:16 where you can have SuccessFactors built that integration for you. Also available, full APIs.

Both, SOAP and REST APIs are available00:09:25 so you can use those to build your own custom integrations at your pace. With full-cloud

productized integrations you can connect Employee Central

00:09:36 to SAP ERP, both, internally and externally. We have predefined integration with the SAPBusiness Suite, including Financials,

00:09:45 Procurement, CRM, Plant Maintenance, Travel & Expense, Health & Safety, IdentityManagement, Governance, Risk & Compliance, as well as Payroll.

00:09:56 All of these can be fed to and from your full HR in the cloud. Up in the cloud, that's whereyou're going to perform your core HR transactions,

00:10:05 maintain talent, do your workforce analytics and planning. And this is all built andmaintained by SAP.

00:10:14 As I mentioned earlier, we also allow those predefined templates and APIs which aregeneric connectors to payroll solutions, benefit solutions.

00:10:22 And we also have joint delivered integrations with partners. Last, those APIs are alwaysthere: SOAP and OData services for you to connect into.

00:10:34 Let's talk a bit about upgrades. SuccessFactors upgrades quarterly,

00:10:38 meaning our Upgrade Center is always available to you, for you to opt in to new upgrades. As new features and functionality come out, they're installed dark,

00:10:48 meaning you must opt into them. We are not going to change the look and feel of thesystem without you knowing about it.

00:10:55 So, you can opt into those upgrades and choose when you want to consume them. Thesame applies for some of the localizations.

00:11:03 If your organization starts in a new locale, you have the ability to quickly add those fieldsinto your system through the Upgrade Center.



00:11:11 Let's talk for a minute about the payroll time sheet. Payroll time sheet allows employees torecord their working time

00:11:20 and also allows them to request time off. The payroll system gets the data and pays theemployees based on the recorded time.

00:11:28 Notice on the right-hand side, there are quick-print screens of the employee time sheet, soemployees can add their hours in, the system will total it up,

00:11:36 and again, send those over to payroll. Also included is the absence management andtime-off functionality.

00:11:44 Accruals are based on planned hours. And a new calendar type allows updates to timeaccounts at any point in time.

00:11:51 This is particularly helpful for period-end processing. That concludes our first unit, a quickoverview of Employee Central.

00:11:58 Coming up next: unit 2. We are going to talk through some employee self-servicetransactions.

00:12:02 Thank you.



Week 1 Unit 2

00:00:09 Hello and welcome to Week 1,Unit 2, Core HR for Employees, focusing on EmployeeCentral. A few things we are going to run through in this course.

00:00:18 We are going to take look at how we list the major types of personal information that canbe updated through Employee Central, typically by an employee.

00:00:26 We are going to describe this process used to update personal information in Employee

Central.

00:00:31 And we are going to take a look at how employees can access data like their accrualbalances and pay statements.

00:00:36 Enabling employee self-services is one of the ways organizations can optimize theirworkforce.

00:00:41 Allowing employees to make simple changes to their data, with security of course, reallyoffloads that administrative burden

00:00:49 from the Human Resources department down to the employee level. This does not meanthat HR is no longer involved in these transactions.

00:00:56 They typically though are able to focus on their work while doing just approvals andauthorizations of the transactions employees are making.

00:01:04 All changes made by employees are audited within the system. So we know the valuebefore and after, we know the effective date of the change

00:01:12 and a data time stamp in the audit trail of who made that change. So with core HR in thecloud using Employee Central,

00:01:21 employees have ability to update their personal information. They can do that quicklythrough the Personal Information screen, clicking on the My Info tile.

00:01:31 Employees can update items like their home address, banking information possibly, anddependent and emergency contacts.

00:01:37 Keep in mind that the piece of information that employees have the ability to update is allconfigurable.

00:01:42 Our role-based permissions define what employees can see and what they can modify.Employees also have the ability to review their pay statements.

00:01:53 They can do that under the My Info tile as well, going into Open Payroll and then clickingPay Statement.

00:01:59 They'll also have immediate and live access to their accrual balances. This is one of thespots, again, we can reduce the administrative burden on Human Resources.

00:02:09 Employees no longer have to call in the HR or call their manager to find out what theirvacation or sick balance is.

00:02:17 Before I get into the demonstration, let's take a look at what some customers have to sayabout using Employee Central.

00:02:26 The Timken Company is an over a hundred year old company. We are located inCanton/Ohio. We are a global company. We are in 33 countries.

00:02:35 We have heavy manufacturing to support our customers. But if we really get down to it,

we are a solution company.

00:02:42 We deal with friction management and power transmissions. We help solve thoseproblems. We give those solutions to our customers so they can make their operationsbetter.

00:02:50 When we look at our company, we see 5 generations of people here. Think about how tomanage that; think about the skills.

00:02:57 Being able to get those skills, being able to know who your associates are, being able tounderstand your customer base, that's what it's all about.

00:03:04 That's where SuccessFactors can help us match those pieces together. So it used to be,when you needed to engage with the workforce,

00:03:11 you all went to a conference room somewhere and you had a talk. Think about the Timken

Company - 33 countries, 16,500 people dispersed.



00:03:20 So you no longer have that ability just to have everyone coming to a conference room. Wecan engage our workforce in videos and then utilize that training pieces around it.

00:03:30 So instead of having to have people sitting there in a room, staring at a screen or at aconference phone,

00:03:37 you can use that mobile device to interact with them. SuccessFactors gives us theopportunity to show that same message

00:03:44 to people no matter where they are out in the world. And we can also then manage andtrack it.

00:03:49 That's a big change for us. It's extremely important that we figured out how to enable ourfolks to be more effective.

00:03:56 And that is really the essence of my job - through things like SuccessFactors, through theability to train people remotely, through the ability to engage people remotely,

00:04:07 through the ability to track and manage our skills and develop people so we have the righttalent in the right places at the right time.

00:04:15 We are able to actually help the organization become a much more effective organization.When you think about SuccessFactors,

00:04:21 you think about the transformation that we are running on the HR side. They cometogether to basically help that associate get up the speed faster,

00:04:30 provide value to the organization faster and just create great value for ourselves as wellas the customers.

00:04:37 Today our customers are global. We have to be able to figure out how to help ourorganization match customers

00:04:45 and our associates so they get the right solutions. I was reading an article the other day,

00:04:50 and it says that by 2020 a third of all data will be going through the cloud. And it wasn'tmore than just a year ago. We are sitting around going:

00:05:01 Gee, we would never put our HR data in the cloud. It's there. It's now what we do.

00:05:06 It's all part of the digital transformation, and you got a choice to make. The cloud isabsolutely the way to go, and we are very excited about it.

00:05:17 Now, let's take a look at the actual demonstration. So, I've logged into Employee Central.

I'm logged in as Carla Grant.

00:05:27 And I can see from the layout of the screen, on the top-left I have my My Info tab, I cansee My Team tab.

00:05:34 And then I have my To Dos with my approvals. As an employee I'm going to focus on theMy Info tile right here.

00:05:41 I can click on the links. And I can quickly see which screens I have access to. Keep inmind again, this is all configurable.

00:05:51 So we have the ability to define which areas of the system employees have the ability togo into and what they'll have the ability to edit.

00:05:59 Notice on Carla's Personal Information screen up at the top I have my National IDInformation. Carla is an employee in the United States,

00:06:08 so we displaying a Social Security Number for Carla. If Carl was in Canada, we mightshow a social insurance number.

00:06:15 Or we could show both if Carla is a dual citizen. Right here I have my Home Addressinformation.

00:06:22 Notice here for Home Address, I have my Edit button. That tells me I have the ability toupdate that Home Address information.

00:06:29 If I click on History, I'm able to drill down and see what my address has been, effectivedated, over the last number of years.

00:06:39 So we can see here, Carla has had 3 addresses. Her initial address, here in 2007, movedin 2008.

00:06:46 Notice when we have a modification to our address information, on the right-hand side wehave the previous values struck out



00:06:53 and here in blue we have the new values. Let's go back to Personal Information.

00:06:58 And we are going to make an update to Carla's address. Again, although Carla is able toclick on Edit and put it in the effective day,

00:07:07 keep in mind this is really just a proposed change at this point. A manager or someone inHR or Payroll is going to have

00:07:14 the ability to review this before it actually gets confirmed. When we update our address orin fact almost any field within Employee Central,

00:07:23 it's going to be effective dated. This allows us to future-date as well as backdate ourdifferent records.

00:07:30 I'm going to use this date here and click Confirm. Now that I have clicked confirm on mydate, notice the fields open up

00:07:37 and I have the ability to make changes. I can update my address and come in and clickSave.

00:07:46 Once I click Save, keep in mind that the value here that I'm actual changing, just thataddress field, is going to tell the system which workflow it should use.

00:07:57 So in my case I have a home address workflow. I can put in my comments and I can viewthe workflow participants.

00:08:09 These are the people or roles or groups of people who will actually be reviewing this

change and hopefully approving it.

00:08:17 I can see here, this one has three approvals: Alex, Daniel and Marcia. And now down atthe bottom I see there a couple of people being Cc-ed.

00:08:28 That means, although they don't have approvals to do, they want to be notified of thischange. So at the end, once this is approved, these two - looks like email addresses - willbe notified.

00:08:40 I go ahead and click Confirm on that change. And that change has now been submittedand it will show up on that To Do list

00:08:48 that we saw quickly earlier on the home screen. So that's one example of some personalinformation we can update -

00:08:54 our home address data. Keep in mind, if I scroll down further

00:08:59 I might have the ability to update my phone numbers. I can click on Edit and I can updatemy phone information.

00:09:07 Perhaps my cell number has changed. Okay. We can define which is our primary contact.

00:09:15 And also then here I have my social accounts included as well. If I keep scrolling down Inotice I have a couple of other screens

00:09:23 that I have the ability to update the data for. Allowing employees to update emergencycontacts is one of the quick ways again

00:09:30 to save time in the HR department. Employees simply come in to their EmergencyContacts

00:09:39 and they can add in a new emergency contact, define the relationship and the phone

number information.00:09:51 Clicking Save will save that record for me. If I keep scrolling down, notice I also have the

ability to update my Dependent information.

00:10:00 Updating dependent information helps us especially with benefit carriers. So we can havethe data maintained here and interface out to any third-party benefit carriers.

00:10:12 Down at the bottom here I also have access to my Payment Information. This is one ofthose spots that, depending on the internal processes of the organization,

00:10:19 they may or may not allow employees to update their payment information. If I scroll backup to the top here, let's go back to our home screen,

00:10:29 simply clicking on the home button. Now let's talk about some other pieces of information Ihave access to.



00:10:38 Notice on the My Info tile at the bottom we've got a scrolling banner. If I click on thearrows, I can see my vacation days.

00:10:46 So right on the home screen, without actually drilling in anywhere, I have quick access tomy vacation dates and right from here

00:10:52 I also have the ability to request time off. We are going to be covering that in a unit lateron.

00:10:58 Let's click on our My Info. Let's go take a look at the Time Off screen. Right in the TimeOff screen, one click deep, I have quick access to my vacation balance.

00:11:09 I notice here it is 21 days, and I also have access to my sick balance. If I click on this infobutton, I can see the details behind those,

00:11:20 including the number of days earned, the number of days taken, the balance and theplanned.

00:11:26 Keep in mind, when we looking at the balance, that's as of today. So if there are future-dated vacation or sick records,

00:11:34 we are not going to see those updating the balance until those days hit. So we do haveaccess to see any future-dated or planned

00:11:41 through this column over here on the right-hand side. Again, allowing employees accessto this information reduces those calls,

00:11:49 gives employees visibility into the data that they want to know, and quick and easy. Let'sclick on our home button.

00:11:58 And we are going to run through one last piece of employee self-service that employeeshave access to.

00:12:03 This is their pay statement. So I'm going to click on My Info. And we are going to again gounder Payroll Information.

00:12:12 And right down here, under Earning and Deductions, I have access to my pay statement.Once the pay statement loads, I have the ability to click left or right

00:12:22 to go back and look through historical pay statements. One of the benefits here: Payrolldoesn't have to print off those hard-copy pay statements.

00:12:33 The Financing department likes it because they don't have to pay for stamps to mail all

the pay statements out.00:12:38 And employees like it because they have quick and immediate access to their pay

statements when they need it.

00:12:46 Let's go back to the home screen and just do a quick review. So what you have seen sofar is that updating personal information is simple, easy, and fast.

00:12:55 Pay statements provide on-demand direct deposit- and the pay information. And reviewingadditional pieces of information,

00:13:02 like accrual balances and time-off balances, is convenient, easy and simple.

00:13:11 That concludes Unit 2 for Week 1 of the Employee Central course. Up next we are goingto follow some manager activities

00:13:17 and take a look at how we complete those. Thank you.



Week 1 Unit 3

00:00:09 Hello and welcome to Unit 3, Core HR for Managers. In this unit we are going to talk aboutsome of the transactions

00:00:16 that managers can take on their employees. Similar to what we talked about it inemployee self-service,

00:00:22 manager self-service is also surrounded by role- based permissions. You have the ability

to define what managers will have access to

00:00:30 and what types of transactions they are going to be able to take within Employee Central. After completing this unit, you will be able to identify the features

00:00:38 that assist managers in making important decisions about their employees. You'll be ableto describe the process you use to transfer an employee to a new position

00:00:48 and also update compensation information. You are also going to learn how to create aglobal assignment,

00:00:55 allowing me to assign an employee to another part of the world with a start- and an enddate and certainly notifications built around.

00:01:02 And we are also going to walk through the process for initiating a termination. Keep inmind when we talk about this functionality,

00:01:09 all changes that are being made by managers are audited. We know the value before andafter the change.

00:01:17 The changes are also date/time-stamped. And we know the user who made the change.

00:01:23 Keep in mind when making these types of changes, we're really just - in most cases -proposing a change to the employee data.

00:01:29 HR, Payroll, Benefits, other users possibly, might be in there to actually approve thechanges that we have made.

00:01:38 So the different things employees and managers can do within the system are: Number 1,a review of their to-do list. Both, managers and employees have a to-do list.

00:01:48 Typically the manager to-do list contains approvals on behalf of their employees. We aregoing to see how a manager transfers an employee with a compensation change.

00:01:59 We do this using the Take Action link. Using the Take Action link, managers can quicklyand easily propose changes:

00:02:05 Job changes, position changes, compensation changes. Again, all of those are proposeduntil approved.

00:02:14 Under the Take Action button managers can also add a global assignment. And again, wecan terminate an employee, all using that Take Action link.

00:02:24 An example of some of the items under the Take Action link are showing there on theright-hand side of the presentation.

00:02:31 Also again, all changes are submitted for approval, so you see a quick example of anapproval process on the right-hand side.

00:02:39 Let's take a look at somebody's changes and action. So, I am logged in as a manager.

00:02:45 In fact, the person I am logged in as, Carla Grant, is a manager of managers. Carla canquickly review her to-do list here on the right-hand side.

00:02:55 I can see any items that are overdue, any due today. And then any future-dated items thatare also on my to-do list.

00:03:03 I can see my team easily in the My Team tile. I also can click the drop-down here andexpand the My Team tile if I want to see everybody.

00:03:13 If I have open positions on my team and open requisitions, possibly in recruiting, I also willsee a blank tile here showing me I have an open position.

00:03:25 On the left-hand side, as a manager, I've got various links that I prefer to access, one ofwhich is my org chart.

00:03:32 Accessing through the org chart gives me a quick view to my entire team. And from myteam members who are managers themselves,



00:03:40 I also can see that they have direct reports. And if I click, I can see Marcus has 4 directreports.

00:03:48 Now, right from the org chart, this is an easy way to get into our employee information. Ican click on the employee and now I can use the Take Action button.

00:03:57 The Take Action button is going to show me the different changes I have access to make.I am going to click on Change Job and Compensation Information.

00:04:10 And I can see here I now have the ability to click change job, change com. Right from thesame screen is also where I might add my global assignment details

00:04:20 or I can terminate Marcus as well from here. Today we are going to do a change to his job.

00:04:25 And we are also going to make a change to his compensation information. So I am goingto click that as well.

00:04:32 All changes, as reviewed in the earlier unit, within Employee Central are effective dated.So I can decide when I want this change to take effect.

00:04:40 Keep in mind, this does allow me to future-date that change. That's' very convenient. Wedon't have to keep a post-it note reminding us to make a change.

00:04:49 I can actually just go ahead and future-date the change. Once I select my effective date, Ican come in and see the different pieces of information

00:04:58 I have the ability to update. I can change the position. Okay. So I might choose - let's doour Director of Sales here.

00:05:10 Notice, as soon as I chose Director of Sales, down here in my Job Information, mySupervisor updated.

00:05:17 The system is using the position reporting relationships to determine the various reportingsupervisors.

00:05:24 It's also using the effective dating. So notice, we did this change effective on August, 31.The system has gone to see what position the Director of Sales position reports to

00:05:37 and it's pulled in the supervisor as of August, 31. If there were other future-dated orchanges that were built in,

00:05:45 the system would pull the supervisor based on that effective date. I also have the ability to

update things like a Local Job Title.00:05:53 If organizations have a certain language that they speak internally, but to the world they

want to present a more common job title,

00:06:01 we might come in here and put in a Local Job Title. Keep in mind, these changes are allaudited and, again, have approvals built in.

00:06:09 If I keep scrolling down, I'll see I have access to my Compensation information. So I canchange the Base Salary.

00:06:17 There are a couple of different ways I can change the Base Salary. I might want to use thechange calculator.

00:06:22 If I want to give Marcus a 4% increase, I type 4 and the system will give me the new Total Amount along with the Change amount.

00:06:30 And I can click Apply. Once I click Apply, notice, the old values for the Annualized Salary,

00:06:39 the Total Earning Opportunity, which includes additional pay targets like this PerformanceBonus, all of them are kept: The old values, over here, struck out,

00:06:49 and the new values showing here in blue with my 4% change. Once I click Submit, aworkflow is going to kick off and the managers or supervisors

00:07:01 or other people up the line in charge of approving this change are going to be notified.This is telling me, we are submitting a position and a pay change for Marcus.

00:07:11 Marcus has been promoted. If I click on View Workflow Participants, I can see who this isgoing to:

00:07:19 Janet James, the Controller, and Nancy Nash. Also, there are other contributors to this.

00:07:27 A contributor is someone who can oversee the workflow process, in this case Wilma. Andat the end we can see Marcia is being Cc-ed of the change.



00:07:36 So these types of changes and the workflow that's attached to them, again, are allconfigurable, meaning the approval process for a salary change

00:07:45 in one location/division/department/cost center might be different than the approvalprocess in another location/division/department/cost center.

00:07:55 A rules engine, which we are going to take a look at in a later unit, will show you how tochange the workflow

00:08:00 depending on the organizational units that you are talking about. Once I click Confirm, thischange will be submitted and ready for approvals.

00:08:10 These approvals can be made directly from within the browser or they can be made onmobile devices as well.

00:08:17 So that was a quick way to make a change, in that case to some job and position info aswell as to compensation data.

00:08:25 What if I want to put Marcus on a global assignment? I can click on my drop-down or,again, I can work from the org chart.

00:08:34 I prefer to work from the org chart. It shows me my whole team spread out. I can come into our Take Action button

00:08:42 and right here I might go ahead and manage his global assignment information. So that'sdone using Add Global Assignment Details.

00:08:53 Once I click, I can choose the global assignment that I want to put Marcus on. I canchoose the Event Reason. In this case it's because I'm adding a new global assignment.

00:09:05 I can define if it is a long- or short-term assignment. Let's do a long-term assignment. I canput in my Start Date. Again, everything is effective dated.

00:09:15 And I can put in the Planned End Date. What's nice here is the Planned End Date canactually use

00:09:20 some of the to-do functionality notifications. So as that date is approaching, we can notifypeople.

00:09:27 We'll do a one-year assignment here. And now I can choose my company code. When Iam choosing my company code - let's go ahead and do Canada -

00:09:37 I am now presented with the fields specific and the organizational positions specific for

Canada. So I can choose the specific job; and notice here the details of a global position00:09:50 are very much the same as doing an actual position except some additional information.

In this case, we might have a work permit. I can choose Canada here.

00:10:01 And we can have our various document types, document numbers, the issue date, as wellas expiry information.

00:10:09 Marcus might also have additional compensation details related to this global assignment.

00:10:15 So all of this can be accessed in one convenient screen, and we also have the ability tomodify the dependents for that global assignment.

00:10:23 Once I click Submit, this is going to go through that same approval process that's specificfor global assignments.

00:10:33 We'll just go back to our home screen now. Now let's talk about an activity that everymanager

00:10:38 has to do at some point in their careers and that's terminating one of their employees. Sowhen we are on an employee, on the top right-hand side

00:10:46 we can click on our Take Action button. And we can click on Terminate. Once I clickTerminate, I am going to have my screen and I can type in my termination date.

00:10:59 I can type in my termination reason. Keep in mind, these values could drive differentworkflow processes.

00:11:06 If it's a voluntary termination, we might have a different process than an involuntarytermination. Let's go ahead and do a retirement for Marcus. Okay.

00:11:20 Notice my Payroll End Date and Last Date Worked have populated. This is going to helpwith the interface to Payroll.



00:11:28 Down at the bottom, I have options about salary continuation. I can see his time-offbalances that are there.

00:11:35 And I also have the ability, when I am doing a transfer, I want to define: If that employeehas any direct reports, what should we do with them?

00:11:43 In this case, we saw earlier in the org chart, Marcus has 4 direct reports. So I have theability to define what to do with those 4 direct reports. Okay.

00:11:53 I can transfer to another manager, I can have those direct reports report up a level, or Ican do individual one-by-one transfers of the direct reports.

00:12:04 Once I click Submit, again, this termination is just in a proposed state. People still need toreview that.

00:12:12 Let's go ahead and go back to my home screen here. And let's take a quick look at the to-do list.

00:12:20 When we are looking at the to-do list, I am going to show you how managers come in andactually make an approval.

00:12:25 I can see here that I have 4 approvals awaiting my request. When I click on those 4, I cansee the details.

00:12:33 One is a mobile phone request that's coming from onboarding. I can see an option forcreating a budget and I have the ability to create a new position.

00:12:42 So notice here, Emily Clark has requested to create a new position. I can see the effectivedate of the position.

00:12:51 And now I can scroll down and I have some options here. I can either post a questionabout the position.

00:12:58 I can approve it or I can send it back for changes. Notice that I have two other optionshere at the bottom right-hand side.

00:13:05 I have the ability to delegate this position, which means I can pass it off to anothermanager to approve.

00:13:12 And I have the ability to update the details of this transaction. This is all configurable aspart of the workflow module.

00:13:20 You can define which types of transactions managers have the ability to delegate and

which still have the ability to update.00:13:29 Once approved that item is going to drop off my to-do list and I don't need to worry about it

anymore.

00:13:34 That approval though is still kept and audited. Let's go back to our home screen and let'stalk about the various changes that we've done.

00:13:44 So hopefully, as you saw, managers can quickly access and approve their tasks quicklythrough the To Do tile.

00:13:50 They can do promotions, transfers, compensation changes. They can review globalassignment information and in fact, we just created a global assignment.

00:14:00 And then they can make changes to employments such as a termination. All of thesetransactions can easily be initiated within Employee Central and kicked off.

00:14:11 That concludes Unit 3. Stay tuned for Unit 4. And we will catch up with you soon. Thankyou.



Week 1 Unit 4

00:00:09 Hello and welcome to Unit 4, Core HR for HR Administrators. My name is Steven Babcockand I am going to take you through the unit.

00:00:19 After you complete this unit, we are going to know a few different things. Number 1, weare going to be able to list the steps

00:00:24 that are involved in improving a workflow request. We are going to identify issues that can

stall a workflow and explain how to resolve them.

00:00:33 We are going to learn how to create a mass change, so change a whole bunch ofemployee records at one time.

00:00:39 And we are going to talk about system extensibility, specifically extending theSuccessFactors system for a specific use case.

00:00:48 At the end we are also going to describe the organizational chart and how that getsaccessed.

00:00:53 So reviewing and managing workflows - you may have seen these in a previous unit as amanager.

00:00:58 Today we are going to talk about it as an administrator. So we'll be able to review stalledworkflow requests

00:01:04 to make sure transactions are not sitting out in the open forever. We'll learn how to initiatemass changes.

00:01:10 We do these types of transactions through the administration tools. We are also going tomodify Core HR. This means we are going to add a new screen,

00:01:20 new fields, and a new workflow directly to the system for a specific use case. And as Imentioned earlier, we are going to talk about

00:01:29 accessing the organizational and position-based org charts. Let's get into the system andlet's talk about it.

00:01:37 The first thing we are going to talk about is actually approving an individual workflowrequest.

00:01:42 So any time we have a workflow that's assigned to us, it's going to show on our to-do list.We can click into the to-do list and I can see the details

00:01:51 of my various to-dos that are awaiting my approval. I noticed here I have an approval forcreating a new account manager position.

00:01:59 I can click on that approval. And now I will see I have a number of options once I am intothis approval.

00:02:04 I can see that this was initiated by Emily Clark. She would like to create a new accountmanager position.

00:02:12 I can click on the Workflow Participants. It looks like it's just me. And if I scroll down, I cansee all the details of the position.

00:02:22 And now I have some options: If I don't want to approve it and I just want to ask aquestion, I can type in a question or comment and post it.

00:02:29 Emily will be notified of this and given the chance to respond. I can approve the request. I

can send it back or decline.

00:02:40 I also have the ability on this workflow to delegate this to another user or manager. Keepin mind, security still will take precedence.

00:02:48 So if I try to delegate an approval over to a manager who doesn't have access to the databeing approved, they won't be able to see it.

00:02:57 I also - based on this workflow - have the ability to update the data within the individualtransaction.

00:03:03 Again, these options are configurable. Now, what if a workflow sits unapproved for anumber of weeks? What options do we have?

00:03:13 I am going to use the proxy functionality to change over and be an administrator of thesystem.



00:03:18 And this is where administrators - whether they are HR, Payroll, Benefits, anybody whohas access, typically, to most of the organization -

00:03:27 might be defined as an administrator in the system. Administrators have the ability to seeany stalled workflow request.

00:03:37 We also can define what we consider stalled. So I can see here is a promotion with a paychange that's been stalled.

00:03:45 When I click into that promotion, I can see who requested it, who they requested it for. If Iclick here, I can actually see the details of the transaction. So we'll take a look here.

00:03:58 I can see all the details. I see the activity that has taken place so far. And let's go back tomy Manage Workflow Request.

00:04:08 And now I have the option here: I can click on my Take Action button. And I can do anumber of things.

00:04:14 I can add another approver. I can change the approver. I can remove approvers alltogether. I can reroute the request or I can decline it outright.

00:04:26 Keep in mind, the functionality in here is also configurable. As an administrator, I canmake sure through the Stalled Workflow Request page

00:04:36 that people are authorizing and approving their various to-dos on time. Let's talk a bitabout mass changes. I am going to go into the administration tools,

00:04:49 and there's a couple of ways to get in there. I can click on a drop-down beneath my nameand I can click on Admin Tools.

00:04:56 Once I click on Admin Tools, I am going to see all the various activities that I can dodirectly inside the Administration Tools.

00:05:04 Under Employee Files I'll notice that there is an option here to do mass changes. Notice, Ihave marked this as a favorite link.

00:05:13 By marking things as a favorite link, and all you need to do is click the star beside theindividual link,

00:05:19 we can actually create a quick shortcut, so I can go back to my home button. And when Imake something a favorite link, it shows up right here: My Admin Favorites

00:05:29 And we can click in and review. In this case we want to manage mass changes. So let's

click on that.00:05:36 And we have some options here: I can click Create New, and now I can kick off a mass

change of my staff.

00:05:45 So let's take a look. Let's do a location change. I can choose the Employee Group that Iam going to be working with

00:05:54 or I can create a new group of employees. This is using our employee groupings and thisis where we can filter by various fields.

00:06:04 So I might want to find everybody in a particular country to work with, maybe in aparticular location, division, department, or cost center.

00:06:13 I am going to use one of my existing groups here, and now on Effective Date: As we haveseen in earlier units, all transactions inside of Employee Central

00:06:24 are going to be effective dated, especially as it relates to employment information like this.We'll put in our Effective Date and now we can choose which pieces of information

00:06:34 we want to update on mass. I am going to go under Job Information and I might want tochange,

00:06:42 let's say, the FLSA status. Or perhaps I want to change the employment equity categories.

00:06:51 I can change the Contract Type for a number of people. When I change it, I choose thenew type. Maybe I want to make them all apprentices.

00:07:02 And I can click Save or I can click Save and Initiate. Save and Initiate will actually kick offthat process. I am just going to save it for now.

00:07:11 And notice here, it's also telling me to help me out. Any time we do changes like this, wehave an Effective Date, the details of the change.



00:07:19 And notice, we are also being told we need to put in a reason code. So I can click areason code and I might just want to say, it's a Career Path Change.

00:07:28 Certainly it is if I am making everybody an apprentice. So we'll go ahead and click Saveon that, and our mass change is saved.

00:07:36 If I actually want to kick that off, I can come in and click on my Actions button and I caneither make a copy or I can initiate it by clicking on the actual transaction.

00:07:47 And on the right-hand side I can click on initiate. So performing mass changes like this,very quick, very simple.

00:07:56 And it's going to reduce the data entry on the individual employees who might beresponsible for updating that data.

00:08:02 I might have 75 people that I need to update. This way I can update it fast without havingto go one by one through all 75 people.

00:08:12 One of the things with any HR system that typically takes place is, once you go live,someone in the organization will come up with a new piece of functionality.

00:08:23 They want to start tracking a new piece of data that we weren't tracking before.Extensibility allows us to extend Employee Central

00:08:32 to create these new screens and processes. Let's take a look at how we create a brandnew screen inside of Employee Central.

00:08:41 I am going to go into my Admin Tools, and we are going to go through a number of stepssequentially.

00:08:47 The first thing I am going to do is configure the object definition. For those not familiar withdatabases,

00:08:55 think of this as if you wanted to track this data in an Excel worksheet, this is like givingcolumn headers

00:09:01 to the various columns that you are going to be tracking the data for. We are going aheadand create a new object.

00:09:08 Keep in mind, this object could be just about anything. It might be a new object to trackclothing sizes.

00:09:15 Maybe it's a new object for a request of some kind that we want to get in the system. I am

going to do in my example - I am going to do some clothing examples.00:09:25 So, perhaps we want to track the sizes of shirts for individuals. Maybe we are doing a

mass run and we want to order everyone a shirt,

00:09:35 but we don't want to have to gather all this information through e-mail and informalchannels.

00:09:40 So we are going to make a new object to track shirt size and let's do a color preference.These can be effective dated. I am going to keep this with no effective dating.

00:09:52 API Visibility defines if external applications like custom-built mobile devices and otherthird-party applications should have access to this data.

00:10:02 I am going to say yes, they can read the data. Let's go ahead and track Clothing. That'sour Label.

00:10:08 Notice, any time we give a label to something in the system, we have our options here forviewing translations.

00:10:16 If I keep going down, Workflow Routing. Once someone enters this data, this is theapproval process that we'll go through.

00:10:24 We've seen in earlier units what the address change workflow looks like. I am going toleave my workflow empty here.

00:10:30 I don't think I need someone to approve the fact that an employee would like a small, amedium, or a large.

00:10:35 I am just going to leave that as No Selection there. So I don't want to have approvals onthis individual object.

00:10:42 When we are creating an employee-based object, and that's what this is because theclothing is going to be assigned to specific employee,



00:10:50 we need to make sure to use User as the externalCode of this object. This just tells methat the data we are tracking

00:10:57 is going to be assigned to a user or employee within the system. Now that we have donethat, we can identify our individual fields.

00:11:05 I might want to have a shirt size field, and we'll track our shirt size. In terms of the fieldsthat we have to enter, we have a number of options here.

00:11:15 We can make String fields, which just means a bunch of text. We have Numbers. Booleanfield is basically a Yes/No, or some call it a True/False.

00:11:25 We also have the ability to add Picklist in here. Let's go ahead. So we've got shirt size,and let's put color preference in here.

00:11:38 Notice the name it's giving my fields there: cust_ShirtSize. I might want to put a bettername for that.

00:11:45 So I can click on the Details of an individual field. And I can put Shirt Size as my Label. Again, these are translatable.

00:11:53 So as I create these various labels, I may want to put them in the local languages that I'madding into the system.

00:12:00 We go ahead and hit Done. And color preference: Again, let's go ahead, and I'm justgoing to call that Color.

00:12:07 And we'll hit Done. So I've created a very simple object here.

00:12:12 It's an object where we can track the shirt size and the color preference. We are going togo down to the very bottom and we are going to click Save.

00:12:21 Keep in mind, all we've done right now, is create an object. Or, if you are familiar withExcel, we've just given labels to our various columns.

00:12:30 Let's go back to Admin Tools. The next step is to create a user interface. So we'll click onConfiguration UI.

00:12:38 That's where we create these new user interfaces and screens. We are going to click onCreate New. We need to give our new user interface an ID.

00:12:48 And remember that ID because we are going to need to reference it later. And now we aregoing to define which object is this based on. We called ours Clothing.

00:12:58 And now I can see a nice screen here. I've got Clothing, my externalCode, externalName.I don't need an externalName for this record.

00:13:05 So I am just going to go ahead and remove that one. But make sure to leaveexternalCode because that's what links this to an individual employee.

00:13:12 Let's go ahead as well. Let's add a link here. And maybe we want to add a link thatincludes

00:13:19 a link to the side where they can look at the shirts and see the sizes and the colors. So theLink Display Text, Click here to see options, and now we can define our URL.

00:13:32 I am going to leave mine as default for now. Let's go ahead and hit okay.

00:13:41 And let's go ahead and hit Save. Now, what we've done so far, we created our object

00:13:47 and now we've created a UI for that object. We have two more steps to go.

00:13:54 The next step is to go and add that screen to one of our employee screens. So let's goahead and do that. That is done under Configure Employee Files.

00:14:05 So we'll go into Configure Employee Files and we'll click Add New. I also could add theseclothing details to an existing screen,

00:14:13 like your Talent Profile or Personal Information. So we'll create our new screen name. I'llcall it Clothing Details.

00:14:25 And we go ahead and save that. And now we are going to add that user interface to thatscreen.

00:14:32 To do that, we click at User Elements. And right here, Life MDF Information: That standsfor metadata framework.

00:14:42 The metadata framework is the framework under which the entire Employees Central

application sits.



00:14:49 It involves the fields and objects that we looked at. It also involves the workflows and rulesengine that's built in.

00:14:58 So we'll go ahead and we'll add our new screen here. Notice that screen ID we talkedabout earlier was called Clothing.

00:15:04 I'll go ahead and hit Clothing. And we'll hit Save. There is one final step that we need to doto make our new screen ready for our users.

00:15:14 And that is permissions. By default, new screens that you add into the system are notpermissioned.

00:15:19 So we must explicitly go in and allow employees to have access. I've clicked into AdminTools and gone to my role-based permissions.

00:15:30 Let me do that again: Under User Permissions, Manage Permission Roles. And now weneed to define, who do we want to have access to this screen.

00:15:42 In my case, I think, employees can handle the task of entering their clothing sizes. So I amgoing to do this under Employee Self-Service.

00:15:51 If I only wanted managers to access the data on behalf of their employees, I would do thisunder Manager Self-Service.

00:15:57 Let's click on Permissionâ€¦, and Employee Views. And we should have â€¦ Our nice newscreen has popped in right there - Clothing Details.

00:16:07 We'll select that, we'll hit Done and we'll hit Save. So that's all the activities that we needto go through to create this new screen.

00:16:19 I am going to go back to my home screen. I was Carla and let's take a look at what we'vebuilt.

00:16:26 Under the My Info tile, similar to the way in an earlier unit, we updated our addressinformation, I can click on the My Info links

00:16:36 and we'll see our new screen right here - Clothing Details. I can click into it and I have theability to edit it, and now I can put in my information.

00:16:51 And if I want, I can click here and the system will pop me out to that other interface to takea look at the website where we've got the clothing information.

00:17:00 Once I click Save, the value is in there. We don't have an approval on this one, so we're

done.00:17:07 Our administrators who are monitoring this can see what percent of employees have

entered their clothing details.

00:17:14 They can run reports and even interface them potentially with the ordering system of themanufacturer, saving a lot of time and energy

00:17:21 collecting all of that information. We did Clothing Details as a very simple example in thisexercise, but keep in mind,

00:17:28 this could be any piece of information that you want to track in the organization. Last, let'stalk a bit about the organization charts and the position org charts

00:17:38 that are built natively into the system. I am just going to switch over here and I'm going tobe an administrator

00:17:45 because typically your managers do not have access, nor do employees, to modify andchange information on a position org chart.

00:17:52 That's usually left for HR administrators. So, let's go into the Org Chart and take a look.

00:18:00 I happen to be logged in as Emily at this point. Let's go ahead and take a look at Carla. And again, we've seen Carla's team in an earlier unit.

00:18:08 So I can see Carla, all of her direct reports, and I can drill down. The question now is, howdo the employees here come to report to Carla.

00:18:19 There is a number of different options, but using Employee Central, the most convenientway is using the Position Org Chart.

00:18:26 So when we look at the Position Org Chart, we are defining the position information

00:18:32 along with the various relationships between the individual positions. So I notice, this isCarla right here. Carla is in the position called VP of Sales.



00:18:43 And that position has a lot of information associated with it. I have a Status for herposition, a Start Date for the position;

00:18:52 I see the Job Code that this position is based off of. And I can also see all of myorganizational information.

00:18:59 This is all set up at the position level and inherited down to the employees. Once I definedmy various positions,

00:19:08 I can then define child positions that report into that position. And the system will build thatorg chart that we saw on the previous screen

00:19:18 based on all of the incumbents of the various positions and the reporting sequence that'sbeing configured.

00:19:25 In an upcoming unit we are going to take you through creating new positions, both, peerpositions as well as child positions.

00:19:33 So we are going to take you through that process a little bit later on, but I want to makesure you saw how administrators can get in

00:19:39 and review the position org chart and also review the full employee-based org chart attheir convenience.

00:19:48 So, as you can see, using Employee Central as an administrator, workflows are easilymanaged. They can be approved, declined, reassigned,

00:19:58 and stalled workflows can be managed as well by our administration team. Mass changessave you a lot of time doing manual updates to individual employee records.

00:20:08 And adding additional screens does not require any programming. Although we wentthrough a number of steps,

00:20:15 at no point doing those steps did I have to understand a specific programming language. And last, we reviewed how to access and review your org charts

00:20:24 as well as your position-based org charts. That concludes this unit. Stay tuned for the nextunit, and we'll catch up with you soon.

00:20:31 Thank you.



Week 1 Unit 5

00:00:09 Welcome to Week 1, Unit 5, Organizational and Position Management. In this unit, we aregoing to take you through a number of different activities typically done by administratorsof Employee Central.

00:00:20 We are going to take a look at the different types of org charts, including the employee-based org chart and position-based org chart. We are going to describe and review the

process for creating a lower-level position.

00:00:31 We are going to show how to add custom fields to positions. And we are going to outlinethe various steps to add a new level into the organization.

00:00:40 In our example we are going to add a department. Let's take a look first at a quick video.Outerwall is a leader in retail, primarily in automated retail.

00:00:52 So we have about 2,000 employees, most of them in the United States. Our mission is tomake it a better everyday for consumers.

00:00:58 We do this by providing inventive products that bring the bounce of technology and retailtogether. Most people know us by our leading brands Redbox and Coinstar.

00:01:08 We started looking for a new HR system because user experience wasn't what wewanted. The legacy systems would not scale to meet the needs of our business.

00:01:16 When we've made decision on SuccessFactors, we looked at ease of use, UI, scalability,but we also could clearly see that this would have real strong opportunity for us tointegrate with the legacy SAP applications we have.

00:01:29 Outerwall has implemented Employee Central, Recruitment Management and Marketing,Learning, Performance and Goals, and Succession, and soon to be implementingCompensation, Analytics, Jam, and Cloud Payroll.

00:01:43 We went live with EC in late November. By mid-May we went from a talent community ofalmost 0 to about 15,000.

00:01:53 And of that 15,000 - it's representing roughly That user experience being so good, right offthe bat, was really important to us.

00:02:02 EC is the starting point for all other greatness we get out of recruiting, performancemanagement, goal setting, and the CDP work that we are doing.

00:02:11 We were able to create interfaces from Employee Central down into many of our otherbusiness systems. And through those APIs we can now send employee core data directlyevery two hours,

00:02:25 whereas prior to that, we were looking at best An employee out in the field can access aRedbox kiosk on their first day of work as opposed to their second or third day of work.

00:02:37 With SuccessFactors we got one spot to go for all our employee needs, and it works reallywell. We use single sign-ons, and in addition to that it's mobile-enabled.

00:02:46 We've got hundreds of employees distributed across the United States. It enables us tostay connected real easily.

00:02:54 We've seen greater user adoption. We've also been able to have contractor populationsput into EC as well.

00:03:02 So a manager and truly leaders of the company can now get a very good snapshot ofwhat our total workforce is. That was not available before.

00:03:11 As we move forward, with Workforce Planning; that will be a real plus. SAP helpsOuterwall run simple.

00:03:26 Okay. So, through this review we are going to take a look at creating new organizationalunits. Administrators are typically the users who are adding these new org units.

00:03:39 These new org units can be added inside the Admin Tools in the system, underneathManage Data. We are going to show how organizational units link to one another.

00:03:49 We might link a department to a division, a division to a company or operating entity, andthis is going to create immediate validation of our various organizational levels.



00:03:59 And as I mentioned, we are going to review the steps to create a brand-new position. Thepositions added are either peer positions, or we can add lower-level positions as well.

00:04:09 Let's take a look. I'm in Employee Central right now as an administrator. So let's take alook at a couple of pieces of functionality.

00:04:18 Number 1, we are going to take a look at the Org Chart. We looked at the org chart brieflyin earlier units, but let's take a little bit more of a detailed look.

00:04:25 By default, when I go into the org chart, I'm going to see myself. But let's take a look atanother employee here.

00:04:33 I am going to select Carla, and I can quickly see Carla's team loaded beneath. I see herdirect reports, identified by a solid line, and I see any matrix reports, identified by a dottedline.

00:04:45 For the matrix reports I also have the ability to see who their other direct manager mightbe. Beneath the employees we notice a number here.

00:04:55 This tells me that they have 4 direct reports, and 5 total beneath them in the org chart. If Iclick, I can see the various values and I can expand my org chart.

00:05:06 I can zoom out and get a full view. I also have the ability, if I am authorized throughpermissions, to add employees right from here.

00:05:15 I also can print this org chart off or save it as a PDF. If your org chart is getting too large,you also have the ability to hide the top navigation, and that will give you more of an areato work with.

00:05:30 We also can act on employee records directly from here. So if we click on an employee,we can choose Take Action.

00:05:38 And now I have options for actually making changes to the employee. Let's take a look atthe other org chart that typically administrators will work with.

00:05:48 This is the position-based org chart. Last time we saw a very much employee- centricinformation, defining how employees relate to one another.

00:05:57 In the position-based org chart though we are really defining how individual positionsrelate to one another. So here we define the position, VP of Sales, and now we have

Admin Sales, Director of Sales -

00:06:11 they all report in to the position VP_SALES. That's what all the connections here areshowing me.

00:06:18 Each of those positions now has incumbents. So the position-based org chart allows youto create positions, review position data directly from one screen.

00:06:28 We will come back to this when we go actually through our create position exercise. Let'stalk about organizational levels.

00:06:36 I'm going to go into Admin Tools, and we are going to go ahead and actually create a neworganizational level. In this example I'm going to do a new department.

00:06:46 So to do that, I am going to go into Manage Data. Easy way to find any of the Admin Toolsyou want to work with, you have two options:

00:06:54 You can search for the data, search for the tool here. Or if you know where it is directly inthe system, you can come in and actually access it through here.

00:07:03 So either one works. I'm going to happen to use the tool search here, and I'll just typeManage Data.

00:07:09 And we'll click on Manage Data. And now I have the ability to add new records into thesystem.

00:07:16 This is a generic entry screen where I can add new fields, excuse me, new records toalmost any table within the system. Again, security overrides, so we define who hasaccess to do this.

00:07:29 I'm going to go ahead and say Create New: Department. When I create a newdepartment, I am going to define the Code.

00:07:36 So I am going to call this SoftSales. And the Name, Software Sales. Anywhere we have

names, notice we have our quick country button here to view translations.



00:07:48 So that when I am entering new data, new departments into the system, I can put theminto multiple languages. The Description: Let's call that Business Software Sales.

00:08:00 Active - so one of the nice things here is Active and Inactive. When a departmentbecomes inactive, we don't have to delete it because we want to maintain that history.

00:08:10 So we simply come in and mark it as Inactive. I can define the head of this newdepartment that I am creating.

00:08:18 And I can define a Parent Department. I also have the ability to identify a Cost Center forthis department.

00:08:29 This is useful when we start integrating with Payroll and down-the-line financial systemsas well. When I add a new department, I must say which Division this department is partof.

00:08:41 I'm going to use my North American division here. You'll notice that we have the ability todo multiple divisions.

00:08:46 So I might have this department existing underneath of North America. But I certainly cando it under other divisions as well.

00:08:55 I'll go ahead and click Save. And my department is saved.

00:09:03 Notice here the Start Date of the department. It's important when you add your start datein, this is the date - any time before this date no one can be in this department.

00:09:12 Everything is effective dated. So this department, as far as the system is concerned, didnot exist until August 31.

00:09:21 So that's how to quickly create a new department. Let's talk about creating positions.

00:09:27 And I'll come back to my home screen, and we are going into our Org Chart. I access myOrg Chart right here through the quick links.

00:09:37 And let's get over to the Position Org Chart. When we are creating new positions, we havea couple of options.

00:09:45 So we can start with Carla's position, the VP of Sales. And if I click the dropdown, I haveoptions here.

00:09:52 I can add a peer position, or I can add a lower-level or child position. Let's go ahead anddo a lower-level position.

00:10:03 Now that I have set a lower-level position, notice I have a lot of fields that I have the abilityto set up here. I am going to go ahead and fill in this Change Reason first.

00:10:12 So I am going to say the change reason, the reason I am creating this record, is because Ihave a new position. Once I say New Position, notice what happens.

00:10:22 I'm going to scroll down a little bit. The organizational units for this position have all beenpopulated.

00:10:31 The reason they have been populated is based on a rule that is built into EmployeeCentral. We are going to review those rules as part of Unit 6, coming up a little bit later,

00:10:40 and talk about how you can create and define these types of rules. When positions arecreated, we have a Position ID, a Position Name,

00:10:50 and the other important field really is that Job Code. So let's go ahead and do a new

Position ID here.00:11:10 And we'll put in our Position Name. And now let's choose our Job Code that this position

is based on.

00:11:19 Once I choose my Job Code, I want you to notice all of the related job information. Sowe'll choose our Job Code here, and this sounds like a Sales Manager to me.

00:11:32 And notice what happens: The job-related information has also auto-populated based onthe details of the job that the position is assigned to.

00:11:42 Also within an individual position, notice I have my Target Capacity for FTEs. This tells mehow many employees could be in a given position.

00:11:52 You might do just one total FTE, or you might allow 3 employees, 3 total FTE inside of thisposition. Keep in mind when we are doing position assignments, we can choose the FTEfor a given position assignment.



00:12:06 Meaning, we might have 2 people in there at 0.5 FTE or full time equivalency. And they'llbe both in that position as incumbents.

00:12:16 We also can define if the system should control the capacity of that position - I'm going tosay Yes - and if multiple incumbents should be allowed.

00:12:27 Once we've added all the required fields, we simply come down to the bottom and we clickSave. Just like other transactions in Employee Central, we can have a workflow.

00:12:38 I notice here, the approver on this position is Carla Grant because she is in the parentposition to this position. We'll go ahead and hit Confirm.

00:12:48 And our new position is now pending; it's a non-actionable record. Meaning, we haven'tquite created that position.

00:12:55 We have proposed the creation of a new position, but there's an approval that needs totake place. Let's go ahead and close out of our position approval and let's talk aboutindividual position data.

00:13:08 I am going to go ahead and click on my dropdown here. And we are going to take a lookat the individual pieces that make up a position.

00:13:17 We looked earlier at the Status and Start Date of a position, we talked about some jobinformation. But what if there is a field that we would like in the position record that is notthere yet?

00:13:28 Well, using the same framework that we reviewed as part of Unit 4, we can come in andactually add a new field. So let's go ahead and do that.

00:13:38 I am going to go into my Admin Tools, and we are going to access an existing object. InUnit 4 we created a brand-new object.

00:13:47 In this case we are accessing one of the existing objects built into Employee Central. Andthe object that we want to access is the Position object.

00:13:58 So we will type in position, and I'll come down and choose the Position object. So if wehad an additional field of information that we wanted to add to this object, we can simplyclick Make Correction.

00:14:12 And I'll scroll down to the very bottom because I want my new field to be at the bottom. And I'm going to call this field BusinessCards.

00:14:19 This is a new field I am adding to the system that's going to define whether business cardsshould be available for people who are incumbents of these positions.

00:14:27 I am going to choose Boolean, which means Yes or No. And we'll go ahead and hit Save.

00:14:34 Now that I've added that new business card field, I can come in and, at the position level, Ican define if individual positions should have business cards or not.

00:14:45 Now that I've added my field, I'm going to come to my home screen. We are going to goback to our Org Chart.

00:14:53 We are going to go into our Position Org Chart because that's where we added our newfield. And now let's take a look.

00:14:59 I can click on Show Position, and I'll go ahead and hit Edit. These changes are effectivedated.

00:15:11 And let's scroll. We put our field at the very bottom. So notice here, BusinessCards isthere, and now I can track Yes or No:

00:15:18 Should this field have business cards, excuse me, should this position? Keep in mind, Ican also have approvals kick off and workflows to acknowledge and approve this change.

00:15:29 So as you can see, managing organizational and position details inside the system is fastand easy. New org units like the department we added are easily added through theManage Data screen in Admin Tools.

00:15:43 And peer and lower-level positions can be added with fields prepopulating for easy dataentry. We also walked through how to add an additional field to the Position record.

00:15:55 Coming up next in 1.6 we are going to show you how we create some of those rules andhow we configure the workflows that are built into Employee Central.

00:16:02 Thanks very much and we will see you next time.



Week 1 Unit 6

00:00:09 Hi and welcome to Week 1, Unit 6, Setting Up Rules and Workflows. My name is StevenBabcock. I'm a Senior Solutions Consultant with SAP SuccessFactors

00:00:18 focusing on the Cloud HCM product. Today we are going to take you through a number ofdifferent activities that are usually designed for an administrator to do.

00:00:27 We are going to talk about setting up country-based rules. We are also going to set up

some business-based rules as well as alert messages.

00:00:34 And we are going to create a brand-new business workflow. So the rules and workflowengine that's built into Employee Central allows organizations to set up country-basedrules.

00:00:45 We've seen in earlier units how we made a transaction like changing somebody's addressand that kicked off a workflow approval process.

00:00:54 What, though, if that process was different from one location to the next or it was differentfrom one country to another.

00:01:03 Employee Central allows you to set up those differences in the rules engine. So we candefine different rules and workflows for different locations, departments, cost centers.

00:01:14 It's all configurable and up to you. We also can set up business-based rules and alerts.

00:01:20 We are going to create a new alert that's going to pop up during data entry time. It's goingto help users and make them more aware of the activities and the transactions that theyare processing.

00:01:29 We also are going to create a brand-new workflow from scratch. We've been seeing a lotof default workflows in the system as set up.

00:01:36 Today we are going to create one from scratch. So let's take a look at it.

00:01:42 First, let's address the country-based rules and workflows. The way we do that is insidethe Administration Tools.

00:01:49 So I'm going to go into my Admin Tools. And then I'm going to come in and take a look atConfigure Business Rules.

00:01:58 We talked about, in earlier units, different ways to navigate the Administration Tools. You

could use the icons in the menus below or you can simply type the name of the tool00:02:07 that you are looking for in the Tool Search here, on the top right-hand side. I'm going to

click on Configure Business Rules.

00:02:15 And now I can see all the different rules that have been set up as part of the system. So,let's take a look at one of the different rules in the system.

00:02:23 In an earlier unit we created a position. And that position was filling some of the standardfields for us.

00:02:30 So if I take a look at the lower-level position rules, we can see here it's automaticallycreating the To be hired equal to Yes, helping us in some of the data entry activities.

00:02:41 If I look at another position, I can see Position Job Code Propagation as another rule.Notice this one is on the position, and it's telling me it's always true.

00:02:53 And then we are going to set the Job Title of the position equal to the job title of the jobthat that position is created based on. So the rules engine is extremely powerful to helpyou in data entry, whether it's prepopulating fields,

00:03:08 having alert messages pop up, or in our case, let's create a rule for changing workflows.I'm going to go ahead and do a Create New Rule here.

00:03:18 We'll click on Create New Rule. The rule we are going to create - since we were doing alot of address changes,

00:03:23 let's do a rule that will do a different workflow based on the location of the employee. Solet's go ahead and call this one - I'm going to do a different workflow for Canadianemployees.

00:03:34 So I'm going to call this Canadian Address Workflow. And I'll give it a name, and a RuleType.



00:03:44 There are a number of different rule types that we have in the system. Field Defaults isuseful for prepopulating fields based on some logic.

00:03:52 We also have additional rules around Workflow Config, Time Off, Position Management.In this case, because I'm doing a different workflow for a different transaction, I'm going todo the Workflow Configuration.

00:04:06 In our Base Object, we need to tell the system what data we are looking for for ourworkflow change. In my case it's Employee Information.

00:04:17 So, let's go ahead and set up our rule. We need a quick Rule Description. So this is goingto change workflow based on location or company.

00:04:30 What we have here now is some logic. We have If, Then, and Else logic.

00:04:36 Don't worry though - this doesn't mean you have to be a programmer. This is all set upusing standard dropdowns and selection boxes.

00:04:43 So we can say If, and now we can come in and actually take a look at some of theemployee information. So we might say If the Company of the job that the employee isattached to is equal to -

00:04:57 and now we have our drop-downs of companies - I'm going to do the Ace Canada, Thenâ€¦ What do we want to do?

00:05:06 We want to Set the Workflow to be equal to - and in this case I have a Canadian-based

workflow.

00:05:20 Now, we are half-way there. We've said: If the company is equal to Canada, then set theworkflow information to be equal to Canadian address.

00:05:30 We need to tell it what to do if it's not. So we go ahead and do Else.

00:05:36 And we are going to go ahead and Set the workflow to be equal to our standard addressworkflow. So let's review from the top.

00:05:48 We have a new workflow rule, called the Canadian Address workflow. It's based on theEmployee Information.

00:05:56 And it says, the workflow configuration will change. And it says if the company is equal to Ace Canada, then the workflow information should be equal to

00:06:07 the Canadian Address workflow, else we are going to use the standard Address Change

workflow. Setting up these rules is very simple, requires zero programming, and allowsorganizations

00:06:20 to stay compliant with different workflows and approvals in their locations. I'm going to goahead and hit Save on our rule.

00:06:28 Just before I hit Save, there's one more note I wanted to make sure I flag for you - theStart Date. Notice here, I have a Start Date of 1900, quite a few years ago.

00:06:37 That's because I want to make sure that even if someone is backdating an addresschange, I want to make sure that my proper workflow fires.

00:06:46 If this rule really should only start, say, at the first of the next year or the first of the nextmonth, then be sure to put that Start Date to the date you want the rule to actually start.

00:06:56 In my case, I want to cover of all times. So even if people backdate a number of years, I

want to make sure my rule covers.00:07:02 So I've put a really early date in there. We'll go ahead and hit Save.

00:07:07 And we are done: Our new rule is configured and all address changes will take placeusing one of the assigned workflows. Let's talk now about doing different business alerts.

00:07:20 One of the nice things about Employee Central is the ability to set up alerts for employeesand managers to see when they are updating data.

00:07:28 Let's go ahead and set up a brand-new alert. To set up a new alert message, we aregoing to go into Manage Data.

00:07:35 Click on Manage Data. And I click Create New.

00:07:42 We have a Message Definition where we can add this new alert. In this case let's do analert that warns the user that if they update a local job title, we are going to start reprinting

business cards.



00:07:53 We will put in our text of our alert: Updating Local Job Titles triggers new business cardsto be printed.

00:08:11 So, I have set up my alert message. I also can view translations for it and I can set it up inmultiple languages.

00:08:19 I'll give my rule a name here, call it Business Card. And we will call it Business Card.

00:08:28 Let's go ahead and hit Save. So, we've created our brand-new message, but thatmessage doesn't do anything yet.

00:08:35 We have to tell the system when we want that message to appear. So we are going to goin to Configure Business Rules.

00:08:44 And we are going to create a new rule. We are going to call this new rule Business Cards.

00:08:52 And now the local job title is underneath of Job Information. So we are going to go aheadand put it there under Job Information.

00:09:02 Make sure you use a unique business rule ID. I'm going to call mine Business Cards.

00:09:15 And we'll go ahead and choose our start date. And now, when do we want this messageto pop up?

00:09:20 Is it only if there are certain local job titles or anytime a job title changes? In my case I'mgoing to do anytime a job title is changed, the local job title.

00:09:29 So I'm going to say always true. And now, what do we want to do?

00:09:34 We want to raise a message. And the message we are going to raise is called BusinessCard.

00:09:40 We can see the context here. And I can choose a Severity.

00:09:44 In my case, I just want to do an information box. So I'm going to say Okay.

00:09:48 So, note our Rule ID there: BusCards2, our Rule Name, and the object. We'll go aheadand hit Save.

00:09:55 So, we've now created a rule that calls up our message. So I'll go ahead and choose myRule Type.

00:10:06 This is on Employee Updates. We have to make sure to choose Employee Updates there.

I'll go ahead and hit Save, and we've saved our rule.00:10:14 We have one final step here in setting up our alert message. We need to tell the system

which field that we want this to be triggered on.

00:10:21 So let's go ahead and go into Manage Business Configuration. And now we are going tocome into the Job Information.

00:10:30 And we are going to tell that individual field that we want to call that message. So I'll clickon jobinfo.

00:10:39 And now we have all the various job titles that are built into the system or job fields, Ishould say. And notice, here we have Local Job Title.

00:10:47 Let's look at the details for Local Job Title. The rules that we've been configuring can beset up right at the field level.

00:10:55 So I can come in here and I can choose a new rule that I want to show up. And now in theEvent Type I can say when I want it to come up.

00:11:03 In this case I want to do onChange, meaning when someone changes a job title, I want tofire that rule. We'll go ahead and hit Done.

00:11:12 And we'll scroll to the very bottom and we'll hit Save. Once we've hit Save, the system isgoing to alert us and let us know that it is saving that new rule.

00:11:22 We are going to say Yes. It's saving the new rule into the system and setting it up.

00:11:28 Keep in mind that effective date that we set up on the rule is going to be what governs therule to display or not. Now that our rule is changed, let's go to our home screen and let'stry it out.

00:11:43 So I'm going to go call up an employee here, and we are going to call up Marcus. And I'llcome in to Marcus' information and I'll go to Change Job Info.



00:11:57 And we're going to choose Job Information, and let's go find our Local Job Title. SoMarcus has a certain Local Job Title.

00:12:04 Maybe Marcus wants to be known as a Sales Executive. We'll go ahead and update that.

00:12:10 And as soon as we update that, notice our message popping up: Updating the Local JobTitles will trigger new business cards to be printed.

00:12:17 It's just an information message, so I can just hit OK. And now I can proceed with mytransaction and press Submit and my workflow will kick off.

00:12:27 Speaking of workflows, let's move to the next segment inside of this unit. We are going totalk about creating brand-new workflows.

00:12:36 So let's scroll up to the top, and then I'm going to go to my home screen. And let's go takea look at workflows.

00:12:46 Workflows are managed inside of Admin Tools. So we'll come into Admin Tools.

00:12:52 And workflows are stored under Manage Org[anization], Pay and Job Structures. Becauseit's an organizational setting, we start inside this screen.

00:13:03 And let's go look at our existing workflows. I click my dropdown, I can see a number ofdifferent workflows.

00:13:09 We've been working earlier with the Address Change workflow so let's take a look at that.

First we'll review what a standard workflow looks like and then we'll one from scratch.

00:13:18 So I can see the Workflow ID is AddressChange, the name is there, the description, and Isee options regarding reminders, delegate support or not.

00:13:29 Let's go ahead and click Make Corrections, so we can get into some of these fields. IsDelegate Supported - you may remember from earlier units when we were approving oneof our workflows as a manager,

00:13:39 we had the ability to delegate that workflow approval. That's what this field does righthere.

00:13:45 If this is set to No, managers don't have the ability to delegate their workflows. Thisworkflow contains 3 steps as we saw earlier when we submitted our address change - 3

steps.00:13:56 The Manager, the Manager's Manager, and then someone in the dynamic role called HR

Approval. And at the end, as we saw, we had a couple of people being Cc-ed, in this caseexternal e-mail addresses.

00:14:10 Let's go ahead and create our own workflow. I'm going to come in to Create New, and I'mgoing to choose Workflow.

00:14:18 Creating a new workflow, again, is not a daunting task. It's easily done by administratorswith no programming needed.

00:14:25 Let's go ahead and click a new Workflow ID. Maybe we are going to create a newworkflow for, let's say, a UK address change.

00:14:36 I'll call it UKAddressChange. And we need a nice, logical description.

00:14:47 The reminder, we can define how often the system should remind and how many days itshould wait. I'll wait 5 days.

00:14:53 Is Delegate Supported - we just talked about that. And I think it's okay to delegate anaddress change.

00:14:59 And now we can go through our various steps. Notice here, this is only a one-stepapproval process.

00:15:05 So let's go ahead and choose our step. Let's choose a role.

00:15:10 Notice, as soon as I choose my role, what happens? Step 2 pops in. So I can now choosemy role. I might have the manager.

00:15:19 The manager of who? The person who initiated the change or the target of the change?So we have options.



00:15:27 Should this person have the ability to edit the transaction or edit that address change? And we can define whether they are allowed to edit it, and it includes a rout change orwithout a rout change.

00:15:38 Respect Permission tells me, if this gets delegated to another user, should the systemrespect the overriding security that exists for that user.

00:15:47 I think Yes. Security should always be respected there. I now can do Step 2.

00:15:54 When I click on Step 2, let's do a dynamic role and talk about these. So notice here, theseare dynamic roles as part of Employee Central.

00:16:01 They define at the org levels various positions that are in charge of certain activities. So Ican define a Finance Controller.

00:16:10 That might be for a specific location, department, cost center. Notice, here I have aDivision Head.

00:16:17 Okay, very simple to set up. And every time I select one of my steps, a new step pops inbelow, allowing me to get a very long approval process potentially.

00:16:26 Ideally though, organizations are able to standardize and keep these as simple aspossible. I also can define an individual position or a group of users like the Talent

Approval group

00:16:37 that have the ability to change these approval processes. Down at the bottom I have my

Contributors, the people who oversee the workflow.

00:16:46 And they can escalate, as we saw in an earlier unit. And right here I have my Cc.

00:16:52 So I might Cc - notify - people of the approval once it's complete. And I could notify aninternal person based on position, or I can notify an external e-mail as well.

00:17:04 That's all there is to setting up a brand-new workflow. Once it's set up, you then assign theworkflow to either your object,

00:17:10 or you might assign it through some of the business rules configuration that we did earlier.Let's get back into our Admin Tools.

00:17:19 And let's head back to our presentation. So, as you saw, setting up the rules andworkflows is very easy and you don't need to be a programmer to do it.

00:17:31 Creating country-based rules is fast and easy. New rules and alerts are easily created by

administrators.

00:17:38 And setting up new workflow processes is done simply in the Manage Org[anization], Payand Job Structures screen. This concludes the first week of our course Run Simple HRwith SuccessFactors Employee Central.

00:17:50 We went through a general overview of Employee Central. We talked about Core HRtransactions for employees, managers, and administrators.

00:17:59 We also reviewed extensibility, including adding new fields, screens, and data toEmployee Central. You also learned about organization and position management as wellas the workflows and rules.

00:18:11 Coming up in Week 2, you are going to learn about global payroll and benefits with TimWassink. Thank you. This concludes my portion of the course agenda.

00:18:19 I'm looking forward to seeing you all in the openSAP forums. Thank you.



www sap com

© 2015 SAP SE or an SAP affiliate company. All rights reserved.No part of this publication may be reproduced or transmitted in any formor for any purpose without the express permission of SAP SE or an SAPaffiliate company.SAP and other SAP products and services mentioned herein as well as theirrespective logos are trademarks or registered trademarks of SAP SE (or anSAP affiliate company) in Germany and other countries. Please seehttp://www.sap.com/corporate-en/legal/copyright/index.epx#trademark

foradditional trademark information and notices. Some software productsmarketed by SAP SE and its distributors contain proprietary softwarecomponents of other software vendors.National product specifications may vary.These materials are provided by SAP SE or an SAP affiliate company forinformational purposes only, without representation or warranty of any kind,and SAP SE or its affiliated companies shall not be liable for errors oromissions with respect to the materials. The only warranties for SAP SE orSAP affiliate company products and services are those that are set forth inthe express warranty statements accompanying such products and services,if any. Nothing herein should be construed as constituting an additionalwarranty.In particular, SAP SE or its affiliated companies have no obligation to pursueany course of business outlined in this document or any related presentation,or to develop or release any functionality mentioned therein. This document,or any related presentation, and SAP SE’s or its affiliated companies’

strategy and possible future developments, products, and/or platformdirections and functionality are all subject to change and may be changed bySAP SE or its affiliated companies at any time for any reason without notice.The information in this document is not a commitment, promise, or legalobligation to deliver any material, code, or functionality. All forward-looking

http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark



OpenSAP Sf2 Week 1 Transcript

Documents

Transcript of OpenSAP Sf2 Week 1 Transcript