SAP SuccessFactors Employee Central Administration … · UNIT 3 - SET UP EMPLOYEES ... Foundation...

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SAP SuccessFactors Employee Central Administration (HR811)

Administrator Training Guide

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SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR811) 3

© Copyright. All rights reserved.

SAP SuccessFactors Employee Central Administration (HR811)

ABOUT THIS HANDBOOK............................................................................................................................... 7

COURSE INTRODUCTION ............................................................................................................................... 8

Overview ........................................................................................................................................................... 8 Target Audience ............................................................................................................................................... 8 Course Objectives ........................................................................................................................................... 8 SuccessFactors Community .......................................................................................................................... 9 Additional Resources ...................................................................................................................................... 9

UNIT 1 - INTRODUCTION............................................................................................................................... 10

Unit Objectives ............................................................................................................................................... 10 Lesson 1-1 - Employee Central Overview ................................................................................................... 10 Lesson Overview ............................................................................................................................................. 10 What is Employee Central? ............................................................................................................................. 10 Lesson Summary ............................................................................................................................................. 11 Lesson 1-2 - Navigate the User Interface .................................................................................................... 11 Lesson Overview ............................................................................................................................................. 11 Navigate the User Interface ............................................................................................................................. 11 Lesson Summary ............................................................................................................................................. 13 Unit Wrap-Up .................................................................................................................................................. 13

UNIT 2 - MANAGE USER PERMISSIONS ..................................................................................................... 14

Unit Objectives ............................................................................................................................................... 14 Lesson 2-1 - Role-based Permissions Main Concepts .............................................................................. 14 Lesson Overview ............................................................................................................................................. 14 Role-based Permissions Main Concepts ......................................................................................................... 14 Permission Roles ............................................................................................................................................. 15 Permission Groups .......................................................................................................................................... 16 Role Types ....................................................................................................................................................... 16 Target Groups .................................................................................................................................................. 17 Lesson Summary ............................................................................................................................................. 17 Lesson 2-2 - Administrative Permissions ................................................................................................... 18 Lesson Overview ............................................................................................................................................. 18 Administrator Types ......................................................................................................................................... 18 Lesson Summary ............................................................................................................................................. 19 Unit Wrap-Up .................................................................................................................................................. 19

UNIT 3 - SET UP EMPLOYEES ...................................................................................................................... 20

Unit Objectives ............................................................................................................................................... 20 Lesson 3-1 - Setting Up a New Employee ................................................................................................... 20 Lesson Overview ............................................................................................................................................. 20 Access the Add New Employee Page ............................................................................................................. 20 Adding New Employees................................................................................................................................... 22 Country-Specific Fields .................................................................................................................................... 23 Lesson Summary ............................................................................................................................................. 24 Lesson 3-2 - Import a New Employee .......................................................................................................... 25 Lesson Overview ............................................................................................................................................. 25 Importing Users into the System ..................................................................................................................... 25 Exporting Basic Employee Data ...................................................................................................................... 28 Lesson Summary ............................................................................................................................................. 29



Lesson 3-3 - Importing Data ......................................................................................................................... 29 Lesson Overview ............................................................................................................................................. 29 Effective and Non-Effective Dating .................................................................................................................. 29 Types of Imports .............................................................................................................................................. 30 Lesson Summary ............................................................................................................................................. 33 Lesson 3-4 - View an New Employee ........................................................................................................... 33 Lesson Overview ............................................................................................................................................. 33 Employee Records .......................................................................................................................................... 34 Quick Card ....................................................................................................................................................... 35 Accessing the Employee Files via the Public Profile ....................................................................................... 36 Lesson Summary ............................................................................................................................................. 38 Unit Wrap-Up .................................................................................................................................................. 38

UNIT 4 - EMPLOYEE RECORD MANAGEMENT .......................................................................................... 39

Unit Objectives ............................................................................................................................................... 39 Lesson 4-1 - Transactions in Employee Central ........................................................................................ 39 Lesson Overview ............................................................................................................................................. 39 Introduction to Transactions ............................................................................................................................ 39 Events and Event Reasons ............................................................................................................................. 40 Self Service ...................................................................................................................................................... 40 Lesson Summary ............................................................................................................................................. 44 Lesson 4-2 - Update an Employee’s Record Using Manager Self-Service .............................................. 44 Lesson Overview ............................................................................................................................................. 44 Transfer Employee to New Business Unit Main Concepts .............................................................................. 44 Lesson Summary ............................................................................................................................................. 45 Lesson 4-3 - Update Employee Records via HR Edit ................................................................................. 46 Lesson Overview ............................................................................................................................................. 46 HR Edit Main Concepts ................................................................................................................................... 46 Lesson Summary ............................................................................................................................................. 46 Lesson 4-4 - Mass Change............................................................................................................................ 46 Lesson Overview ............................................................................................................................................. 46 Mass Change Main Concepts ......................................................................................................................... 46 Lesson Summary ............................................................................................................................................. 47 Lesson 4-5 - Terminate Employee and Redistribute Remaining Direct Reports .................................... 47 Lesson Overview ............................................................................................................................................. 47 Terminate Employee and Redistribute Direct Reports Main Concepts ........................................................... 47 Lesson Summary ............................................................................................................................................. 47 Lesson 4-6 - Approve / Send Back Requests ............................................................................................. 47 Lesson Overview ............................................................................................................................................. 47 Approve / Send Back Requests Main Concepts ............................................................................................. 48 Lesson Summary ............................................................................................................................................. 49 Unit Wrap-Up .................................................................................................................................................. 49

UNIT 5 - STORING CORPORATE DATA ....................................................................................................... 51

Unit Objectives ............................................................................................................................................... 51 Lesson 5-1 - Storing Corporate Data ........................................................................................................... 51 Lesson Overview ............................................................................................................................................. 51 Employee Central Structure and Foundation Tables ...................................................................................... 51 Foundation Table Effective Dating .................................................................................................................. 52 Effective Dating of FT - Administrator Tasks ................................................................................................... 53 FT and Employee Files .................................................................................................................................... 54 FT Usage ......................................................................................................................................................... 55 Standard, Custom, and Country-Specific Fields (CSF) ................................................................................... 56 Associations with Foundation Objects (FO) .................................................................................................... 56 Organization Data ............................................................................................................................................ 57



Legal Entity ...................................................................................................................................................... 57 Division ............................................................................................................................................................ 58 Department ...................................................................................................................................................... 59 Location ........................................................................................................................................................... 60 Location Group ................................................................................................................................................ 60 Geo Zone ......................................................................................................................................................... 61 Job Data .......................................................................................................................................................... 61 Job Classification ............................................................................................................................................. 62 Job Function .................................................................................................................................................... 63 Pay Data .......................................................................................................................................................... 64 Pay Group ........................................................................................................................................................ 65 Pay Range ....................................................................................................................................................... 65 Pay Component ............................................................................................................................................... 66 Pay Component Group .................................................................................................................................... 67 Pay Calendar ................................................................................................................................................... 68 Frequency ........................................................................................................................................................ 68 Lesson Summary ............................................................................................................................................. 69 Lesson 5-2 - Customizing and Populating a Foundation Table (FT) ........................................................ 69 Lesson Overview ............................................................................................................................................. 69 FT Administration ............................................................................................................................................. 69 FT in the Instance ............................................................................................................................................ 70 FT in the Instance (Metadata Framework (MDF)) ........................................................................................... 71 FT Import Process ........................................................................................................................................... 72 Foundation Object Permissions ....................................................................................................................... 73 Lesson Summary ............................................................................................................................................. 74 Unit Wrap-Up .................................................................................................................................................. 74

UNIT 6 - MANAGE WORKFLOWS ................................................................................................................. 76

Unit Objectives ............................................................................................................................................... 76 Lesson 6-1 - Customizing Workflows .......................................................................................................... 76 Lesson Overview ............................................................................................................................................. 76 Workflow Main Concepts ................................................................................................................................. 76 Workflow Management .................................................................................................................................... 77 Workflow Participants Configuration ................................................................................................................ 78 Workflow Participants Configuration Contd. .................................................................................................... 78 Dynamic Roles and Groups ............................................................................................................................. 80 Lesson Summary ............................................................................................................................................. 81 Lesson 6-2 - Workflow Administration ........................................................................................................ 81 Lesson Overview ............................................................................................................................................. 81 Workflow Administration Notification ............................................................................................................... 81 Administering Stalled Workflows ..................................................................................................................... 82 Auto Delegation ............................................................................................................................................... 82 Automatic Escalation of a Workflow ................................................................................................................ 83 Triggering Workflows for Data Imports ............................................................................................................ 84 Lesson Summary ............................................................................................................................................. 84 Unit Wrap-Up .................................................................................................................................................. 84

APPENDIX - EC REPORTING ........................................................................................................................ 86

Unit Objectives ............................................................................................................................................... 86 Lesson A-1 - Standard reports ..................................................................................................................... 86 Lesson Overview ............................................................................................................................................. 86 Standard Reports ............................................................................................................................................. 86 How to access standard reports? .................................................................................................................... 86 Examples of Standard Reports ........................................................................................................................ 88 Lesson Summary ............................................................................................................................................. 88



Lesson A-2 - Ad-hoc reports ........................................................................................................................ 88 Lesson Overview ............................................................................................................................................. 88 Ad Hoc Reports ............................................................................................................................................... 88 Ad Hoc Reporting Domains ............................................................................................................................. 90 Lesson Summary ............................................................................................................................................. 91 Unit Wrap-Up .................................................................................................................................................. 91



About this Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. American English is the standard used in this handbook. The following typographic conventions are also used:

Use Example/Visualization

Demonstration by Instructor A hint or advanced detail is shown or clarified by the instructor – please indicate reaching any of these points to the instructor

Warning or Caution A word of caution – generally used to point out limitations or actions with potential negative impact that need to be considered consciously

Hint A hint, tip or additional detail that helps increate performance of the solution or help improve understanding of the solution

Additional information An indicator for pointing to additional information or technique beyond the scope of the exercise but of potential interest to the participant

Discussion/Group Exercise Used to indicate that collaboration is required to conclude a given exercise. Collaboration can be a discussion or a virtual collaboration.

User Interface Text

Find the Flavor Gallery button

Solution or SAP Specific term E.g. Flavors are transaction specific screen personalization created and rendered using SAP Screen Personas.



Course Introduction Overview Through discussion, demonstration, and hands-on exercises, this course uses the concepts and terminology associated with the SAP SuccessFactors Employee Central module and to help you develop a working knowledge for use in implementing your employee data management strategy. You will gain basic skills in how to use SAP SuccessFactors Employee Central as a System Administrator and learn how to use basic tools for managing employee data in your organization.

Please note that “user” in this document refers to the end-user. In the context of this guide, a user may be a succession planner, HR administrator, manager, or employee, depending on your company’s use of the module.

Target Audience This is a training course (virtual or in-person) intended for SAP SuccessFactors System Administrators (also referred to as admins) responsible for:

Modifying employee data fields.

Creating/Modifying/Deleting employee data.

Providing permissions to users for data modification and data modification approvals.

Some screenshots and certain features covered in this guide may not be enabled in your company’s environment. Please note that major configuration changes will need to go through Professional Services, as System Administrators do not have access to enable certain features.

Course Objectives Upon completion of this course, you will be able to:

Describe the purpose and goals of Employee Central

Identify the different Tiles used in the Home page for Employee Central

Set Up Role-based permissions.

Set Up administrator permissions, global administrators and local administrators.

Add a new employee into the system via the User Interface.

Add new employees into the system via Import.

View an employee’s record.

Define transactions, events, event reasons, and self-service Employee Central

Transfer an employee to a new business unit

Modify an employee’s record using HR Edit

Set up and run a Mass change



Terminate an employee and redistribute any remaining direct reports

Approve or Send Back change requests

Add a new location to a company’s organization

Add a new department to a business unit

Add a new pay component

Update an employee’s file to use these new foundation objects

Define a workflow

Configure an existing workflow

SuccessFactors Community Customer Community is your one-stop shop for support, quick answers, product training and quarterly release updates. You may also post ideas for enhancements on product-specific Q&A boards, and "Kudo" other ideas that you like. Enhancement ideas with the most kudos often become part of the product roadmap for future releases. https://community.successfactors.com/

Additional Resources For more information about SAP SuccessFactors, refer to these resources:

Main Website http://www.SuccessFactors.com

SAP SuccessFactors Process Library https://community.successfactors.com/t5/SAP-SuccessFactors-Process/ct-p/ProcessLibrary

Training and Certification Shop https://training.sap.com/shop/learninghub

SAP SuccessFactors HCM Suite Help Portal

http://help.sap.com/cloud4hr

https://community.successfactors.com/

http://www.successfactors.com/

https://community.successfactors.com/t5/SAP-SuccessFactors-Process/ct-p/ProcessLibrary



https://training.sap.com/shop/learninghub

http://help.sap.com/cloud4hr



Unit 1 - Introduction Unit Objectives This unit contains two lessons:

Lesson 1-1: Employee Central Overview

Lesson 1-2: Navigate the User Interface Upon completing this unit, you will be able to:



Lesson 1-1 - Employee Central Overview

Lesson Overview The goal for this lesson is to provide an overview of Employee Central’s function in the organization. Lesson Objective

Describe the main functions of Employee Central

What is Employee Central? Employee Central helps organizations manage their most important resource, their employees. Employee Central also helps organizations engage and empower their entire workforce including Human Resources, managers, and employees. Employee Central was created with the end user in mind, allowing organizations to provide managers and employees a full view of the overall company and a view into how peers fit into the overall structure of the company. Human Resources can now see the complete organizational picture, allowing them to make informed decisions by offering a complete end-to-end lifecycle for all employees. Employee Central allows organizations to:

Manage employees with a global system of record

Capture all employee data in one place.

Combine talent data for a comprehensive employee profile.

Review talent data against data from other enterprise systems to make decisions. Your Professional Services Consultant helps you create a customized version of the system to meet your organization’s needs. Once the initial setup is complete, you are



responsible for maintaining the system. This administrator guide provides information on how to complete everyday system tasks, including adding and managing employees, storing and modifying corporate data, defining permissions and roles, and using the built-in reporting tool.

Lesson Summary You should now be able to:

Describe the main functions of Employee Central

Lesson 1-2 - Navigate the User Interface

Lesson Overview The goal for this lesson is to describe the main tools used in Employee Central. Lesson Objective

Navigate through the Employee Central user interface

Navigate the User Interface The Home Page posts user information at a glance. It is highly convenient to system administrators since it provides notifications for tasks that need to be worked on and completed. It also ms the user of available links to admin functionalities and user screens.



Tiles are used to organize information regarding your SAP SuccessFactors processes.

Main Navigation: Use this drop-down menu to navigate to commonly used pages in SAP SuccessFactors like Administration Tools.

To-Do: A list that centralizes all tasks to be completed by the user.

My Info: Links to the user’s profile. Each user is responsible for entering basic information, biographical and contact information they want to share with the rest of the company.

Admin Alerts: Displays a list of tasks that may require attention. There are three sections:

Stalled Workflow Requests: This section lists workflows that are with an approver beyond a certain number of days. You can configure this information to display and set the number of days.

People Issues: This section lists pending hires from SAP SuccessFactors Recruiting. By selecting this section, you can begin to add these hires in as employees into Employee Central. This is available only if you have Recruiting integrated with Employee Central.

HR Data Issues: This section lists data errors in employees‘ files or workflows due to updates in your corporate data. These errors may appear if you modify or remove corporate data. By selecting this section, you can review the errors and update the information for the employee.

My Admin Favorites: This tile is configured by each individual administration user, and can be set to contain links to administrator tasks completed on a daily basis.

Welcome: Provides information to users and is customizable by the administrator.

Quick Links: These are customizable links to commonly used pages or activities.

Tile Browser: Allows the user to add and remove tiles to customize the user experience.

The Tile Brower is very easy to use, simply click add/remove tiles and select an item on the left menu. All items with checkmarks on the left menu are added to the home page. You can reset the Tile Browser to the defaults by clicking on Reset to Default in the upper right corner of the screen.



Administrators can customize which tiles are available for users and whether employees have the permission to customize their tiles.


Navigate through the Employee Central user interface

Unit Wrap-Up In this unit, you covered:

Lesson 1-1: Employee Central Overview

Lesson 1-2: Navigate the User Interface You should now be able to:





Unit 2 - Manage User Permissions Unit Objectives This unit contains two lessons:

Lesson 2-1: Role-based Permissions

Lesson 2-2: Administrative Permissions Upon completing this unit, you will be able to:

Set Up Role-based permissions

Set Up administrator permissions

Lesson 2-1 - Role-based Permissions Main Concepts

Lesson Overview The goal for this lesson is to provide an overview of Role Based Permissions and goals in usage of employee data management. Lesson Objectives

Define role-based permissions, permission groups, and permission roles

Identify permission role types and target populations

Role-based Permissions Main Concepts Role-based permissions use permission groups and roles to grant permissions to employees. An administrator can also grant permission to standard role types, such as employee or manager. When granting these permissions, an administrator can limit the permissions to specific target groups of users. This is a dynamic method of assigning permissions. For example, when an employee is promoted to a manager role, once the change is made in their user data (either imported or manually), the employee would automatically be assigned all the special permissions a manager would have. Employee Central can go beyond these basic roles, and allow organizations to set up roles based on several criteria. Role-based permissions in Employee Central are flexible in that you can create groups and permissions based on characteristics of jobs and roles. For example, you can give all managers in the UK access to Finance, and exclude all



manufacturing managers.

Permission Roles A permission role defines a set of permissions and grants these permissions to permission groups or role types such as an employee or manager. Employees can have several different sets of permissions with a single role. An administrator defines permission roles by navigating to Admin Center> Set User Permissions> Manage Permissions Roles. In Manage Permission Roles, the administrator can review, copy, and edit existing roles or create new roles. By clicking the name of the role, the administrator can review and edit the list of permissions granted. The permission button displays the different permission sections a role can have. For example, the manager role may grant managers the ability to change the standard hours for one of their direct reports and have the ability to run ad hoc reports on their team.

For a permission role to take effect, you must grant the role to a permission group or select from the existing default role types.



Permission Groups A permission group defines a set of employees. An administrator can define a group by

Standard Elements in the Employee Data File: Table 1 provides a list of available fields:

Employee Central fields: Table 2 provides a list of available fields to be configured

Role Types The following are examples of default role types available in Employee Central:

Employee – all employees that work for an organization

Manager – an employee that has direct reports



Matrix Manager – also known as dotted line managers, as defined in the Job Relationship section

HR Manager – a human resources representative with direct reports Employee Central allows the use of default roles or makes these common roles even more granular. For example, the role of HR manager can be broken into smaller roles like HR Compensation and Benefits Manager and HR Learning and Development Manager, each with its own set of administration permissions. The HR Manager Default role will still exist despite the breakdown.

Target Groups Once roles are created, groupings can be made based on specific role categories. Some of the categories can be commonly filtered groups, like Regions. For instance, you can make a U.S. employee group that includes all employees with a corporate address of USA. You can also assign a permission group a permission role that applies to another target permission group. For example, if an organization wants all USA HR Managers to be able to administer changes to all USA Employees, the can create a USA HR permission group and a USA Employees permission group.

You can grant permissions through the roles and groups under Admin Center> Manage Permission Roles. If an organization wants to allow all employees to edit their personal information, they must allow the role of employee to have edit permissions in the Personal Information, which is in the permission section titled Employee Central Effective Dated Entities.


Define role-based permissions, permission groups, and permission roles



Identify permission role types and target populations

Lesson 2-2 - Administrative Permissions

Lesson Overview In this lesson, you learn how to determine the different administrator types and role of proxies in EC. You also learn how to track changes and insertions in EC records. Lesson Objective

Determine the different administrator types

Administrator Types Employee Central (EC) has several types of administrators as shown in the figure, Administrator Types. The smallest administrator role is a Local Admin. A Local Admin is an optional level that is set up using RBP. The Local Admin has access to administrative functionality for a specific group of users. For example, you can set up a USA administrator who resets passwords for users in the USA.The next level is an Admin User. An Admin User has access to functionality on the Admin page. For example, you can set up an Admin User who manages the performance and goals functionality for a company. The third level is a Security Admin. A Security Admin is responsible for managing security using roles and permission groups in the RBP framework. A Security Admin has access to Manage Permission Roles and Manage Permission Groups. The fourth and highest level is a Super Admin. The Super Admin is set up using Provisioning or by another Super Admin in Admin Center. A Super Admin can grant an employee the permission to operate at any administrator level. A Super Admin has access to Manage Role-Based Permission Access.




Determine the different administrator types


Lesson 2-1: Role-based Permissions

Lesson 2-2: Administrative Permissions You should now be able to:

Set Up Role-base permissions

Set Up administrator permissions



Unit 3 - Set Up Employees Unit Objectives This unit contains three lessons:

Lesson 3-1: Setting up the Employee

Lesson 3-2: Import a New Employee

Lesson 3-3: View an Employee File Upon completing this unit, you will be able to:




Lesson 3-1 - Setting Up a New Employee

Lesson Overview The goal for this lesson is to provide general instruction about setting up a new employee. Lesson Objectives

Identify the different ways to access the Add New Employee page

Navigate to the Add New Employee page

Access the Add New Employee Page Accessing the Add New Employee page to set up a new employee can be accomplished in two ways:

Using the Org Chart : At Main Navigation dropdown, click on Company Info. At the Org Chart, the Add New Employee button is at the right side of the screen.



Via Admin Center: Navigate to the Manage Employees section. Click on Update User Information



Add favorites for quick access by clicking the star next to the links you use often like: Add New Employee, Import Employee Data, Manage Organization Pay and Job Structures, Manage Data, etc. These will display under the My Favorites portlet on your home page and Administration Tools page.

Adding New Employees The Add New Employees page displays the process flow or steps to add a new employee across the top:

Identity includes employee specific information such as name, date of birth, and national ID information.

Personal Information includes more employee specific information such as home address, gender, and contact information.

Job Information is job specific information including company, division, and supervisor.

Compensation Information contains specific compensation information such as pay type, pay group, and bonus information.

The red asterisk identifies required fields that must be completed in order to continue. Become familiar with red asterisked fields and gather that information before starting.

After entering the new hire’s identity information and clicking on Next, Employee Central checks the system for existing or terminated employee records to see if there is a match. If a match exists, you can select the existing record and update it as necessary.

If the Public Profile feature is enabled, you have the ability to save a draft of the new hire at any time. The drafts can be found in the Pending Hires screen under “Drafts”.



Country-Specific Fields If you work at a global corporation, Employee Central makes it easy by providing country-specific fields. The system displays country-specific fields for a user based on their Legal Entity/Company. For example, if you hire an employee to work for ACE Netherlands, the system will display the country-specific address format, etc. Country-specific fields display in the Personal Information, Employment Information, and Corporate Data sections. Examples include:

Address and National ID formats

Personal and employment fields (veteran status and EEO fields for the United States)




Identify the different ways to access the Add New Employee page

Navigate to the Add New Employee page



Lesson 3-2 - Import a New Employee

Lesson Overview The goal for this lesson is to teach you how to import a new employee. Your system configuration determines the structure of each import file. Your organization’s import process is unique. Lesson Objectives

Identify the steps required to import an employee into Employee Central

Export the basic user data file

Importing Users into the System Importing is an efficient method to add multiple employees into the system at one time. The import tools for employees are located under Admin Center> Manage Users>Import Employee Data.

To import an employee, you must download an import template file. On the Import Employee Data page, you can download the Basic Import template. Each import template is a CSV file with two header rows. The top row (row one) contains the system fields, which must remain written. The second row (row two) shows column labels. Below row two, you can fill in the cells with employee information. After you have added the information, save and import the file on the Import Employee Data page.



There are several different sections in the import process for employees. The sections are as follows:

1. You can download the templates directly from the UI. The Comma Separated Values (CSV) template matches the configuration of the Employee portlet in the system. Therefore, two customer instances might have different templates. Every time you go to import employee data, it is best practice to always download a new template.

2. Under Type, the system prompts you to make choices about how to process new, active, and inactive employees and other changes that your upload might prompt. This area is also where you select the kind of import you want to use. Different import types will be discussed later in this document.

3. File Locale allows you to choose the language and locale for the data you are importing. This is especially important for date, number, and picklist fields, as the format can change based on the locale.

4. The Validate Import File button runs a check to ensure that there are matching import headers and that the CSV file you are attempting to upload contains valid data. This check is highly recommended before any import.

5. Once you file has validated successfully and no errors are found, you must select the file again and choose Import in order to enter the data into the system.



When importing new users, file order matters. The six files below represent the least amount of data that can be captured for an employee before they can be active in Employee Central. Please import in the following order:

1. Basic Import 2. Biographic Information Import/Person Info Import 3. Employment Details Import 4. Job History Import 5. Compensation Info Import 6. Personal Information Import

Please note this is the minimum amount of data that needs to be imported for employees. Most likely you will want to complete additional imports to get a full picture of each employee.



Below is an example of importing data for the Employment Details portlet. You can see that the template and the resulting information in the Employment Details portlet on Irvi Singh’s profile are populated. When importing information for employment details, job history, compensation, and personal information, you are prompted to choose between Full Purge and Incremental Load, which you will learn about in a later lesson.

Exporting Basic Employee Data In Admin Center, you can export a basic user file. This file contains standard fields in the system. To perform a basic employee data export, go to Admin Center -> Update User Information -> Employee Export To export more detailed employee information, such as Personal Information or Job History, an ad hoc report must be run. Please see the Appendix of this document for more information on how to work with Ad Hoc Reports.




Identify the four required steps to import an employee into Employee Central

Import basic employee data into Employee Central

Lesson 3-3 - Importing Data

Lesson Overview The goal for this lesson is to teach you the different ways to import data into the system. Lesson Objectives

Define Effective dating

Understand the different types of import capabilities in the system

Effective and Non-Effective Dating Effective dating in Employee Central means that the system stores a history of changes over time. The system defines the start date for these fields as the effective date and the end date as January 1, 9999. Upon entering a new record, the system looks at the effective date and inserts it into the history. For example, your organization hired three employees on January 1, 2014. If your organization wants to transfer these employees on January 1, 2017, they could enter the information into the system with an effective date of January 1, 2017 and Employee Central automatically stores an end date for their initial hired job as December 31, 2016. Non-effective dated fields, such as Date of Birth or National ID, can only display the current value. If you change these fields, the system overwrites the previous value. Audit information about the altering of this data can be found in Ad Hoc Reports.



Types of Imports There are two import modes. The first mode is Full Purge. In this mode, the data in the import file replaces matching records in the system. This mode only purges records included in the import file. You lose all history related to this portlet, even if it is effectively dated. The second mode is Incremental Load. This mode only loads changes into the system. You learn about the three Incremental Load scenarios later in this lesson. Below are further explanations of each import type:

Full Purge: The system deletes all existing records for the users listed in the import file and replaces it with what is in the file. A few things to note about Full Purge:

It will only remove all existing records for the section of data you are importing. For example, if you complete a Full Purge on the Job Information section for an employee, it will not remove any data in the Employment Details or Personal Information sections.

It only affects users that are listed in the import file.

You are allowed to have multiple data entries in a file for one user. This is useful if you are replacing history for a user.

You cannot have an inactive employee as the first record in a full purge. It must be an active employee or a new hire.

Incremental Load: The system adds the data in the import file to what already exists for the users listed. There are 3 types of Incremental Import scenarios:

Append - An employee is moving from Department A to Department B, starting on November 1, 2016. There is currently an active record in the system that lists the employee in Department A. You download the template and add the new information. When you complete an incremental import, the record is appended. The Department A record is closed on October 31, and the Department B record now starts on November 01.



Insert - An Employee is missing historical data about their previous department. The most current record shows the employee in Department B, starting on October 1, 2013. You download the template and add the new information. When you complete an incremental import, the historical record is inserted. The Dept A record is inserted before the Department B record. Note: Incremental loads never overwrite existing dated records in the system, unless they are listed in the import file. Even if the End Date field were left blank in the import file, the record would automatically end at the next start date that is currently in the system for that portlet.



Correct: An employee has incorrect information in the system about a past Job Classification. User 1 was a Developer from January 01, 2013 to September 30, 2015. However, they are incorrectly listed as an Engineer. You download the template and add the correct information. When you complete an incremental import, the historical record is corrected. User 1 is listed as a Developer from January 1, 2013 to September 30, 2015




Define Effective dating

Understand the different types of import capabilities in the system

Lesson 3-4 - View an New Employee

Lesson Overview In this lesson, you learn how to search and view an employee’s information. Lesson Objectives

Search for an employee in the system

Identify the list of options available from the quick card

Navigate to the employee files for an employee

View an employee’s public profile

View an employee’s Personal Information page

View an employee’s Employment Information page

View an employee’s Pending Request page



Employee Records All the information entered in the Employee Central system after adding a new employee can be viewed in the employee files. This section of Employee Central allows users to view and make changes to existing employees. Users find an employee’s file by searching in the People search box in the upper right corner of the SAP SuccessFactors portal. However the mouse cursor on a person’s name to view his/her quick card.

The people search also allows for advanced search capabilities, which allow users to filter search results based on additional information. You can use this to search for inactive employees, or filter results by department, division, and location. The directory search also gives you the ability to manually select specific people within your search results and take certain actions. One example is emailing all of the people you have manually chosen in the search results. You can also export search results in XLS format. You can configure which columns of basic user information to include in your export. It is possible to export information about all of the people in search results or for only selected people within your results.



Quick Card The quick card is designed to provide an actionable search. While the searching conditions remain the same, the quick card provides details about the person selected as well as actions that can be initiated. It reduces the clicks required to submit a transaction and provides links to the talent products as well. The quick card contains links to employee’s file, employee email, employee manager’s email, and the position of the employee in the Org Chart. The Take Action Section is displayed at the bottom of the quick card. If you click on this link, the quick card expands to show additional options. It can display, depending on the employee’s permissions, shortcuts to employee and manager self-service features such as Change Job and Compensation info and Manage Global Assignment. The Go To section contains a list of quick links to different sections of the Employee Files. The list can also include links to talent management sections like the Goal Plan and Development Plan. Your organization’s system may vary from this example because of configuration.



Accessing the Employee Files via the Public Profile The landing page for the employee files is the Public Profile. You can reach the public profile if you click the name of an employee from the search or quick card. From the public profile, you can access links to the employee files by selecting options from the Public Profile drop-down menu.



The public profile provides general, non-confidential information about the employee that everyone can see. The Quick Card will be included in this screen. The Badges portlet will be available for everyone to see. This window will contain praises for a job well done from peers, managers and administrators.The Org Chart portlet shows where the employee fits in the larger reporting and organizational structure. You can view other employee’s public profiles by clicking on them in the org chart. The Public Profile includes Tags that are used in many social networking sites. Tags are used to identify what processes, organizations, locations, etc. the employee associates with.



From the Public Profile drop-down menu, you have more access to the employee’s configurable information. The following are some of the drop down options available

The Personal Information page includes employee business information, such as: National ID information, Address, Biographical information, and Contact information.

The Employment Information page is the core of the HRIS system. Administrators and managers can review and update job information, employment details, job relationships, and compensation information.

The Pending Requests page provides a simple overview of all the requests and notifications that the user is involved with. It includes status of workflow requests and quick links to approval and notification pages.

Additional sections such as Manage Time Off and Payroll depend on the permission configuration.


Search for an employee in the system

Identify the list of options available from the quick card

Navigate to the employee files for an employee

View an employee’s public profile

View an employee’s Personal Information page

View an employee’s Employment Information page

View an employee’s Pending Request page


Lesson 3-1: Setting up the Employee

Lesson 3-2: Import a New Employee

Lesson 3-3: View an Employee File You should now be able to:






Unit 4 - Employee Record Management Unit Objectives This unit contains six lessons:

Lesson 4-1: Transactions in Employee Central

Lesson 4-2: Update an Employee’s Record using Manager Self-Service

Lesson 4-3: Update Employee Records via HR Edit

Lesson 4-4: Mass Change

Lesson 4-5: Terminate Employee and Redistribute Remaining Direct Reports

Lesson 4-6: Approve/Decline Change Requests Upon completing this unit, you will be able to:





Terminate an employee and redistribute any remaining direct reports

Approve or Send Back change requests

Lesson 4-1 - Transactions in Employee Central

Lesson Overview In this lesson, you will learn about the transactions that take place in Employee Central, including events, event reasons, and self-service. You will also initiate a workflow by transferring an employee to a new business unit. Lesson Objectives

Define transactions, events, event reasons, and self-service in Employee Central

Navigate to employee and manager self-service

List examples of events and event reasons

Introduction to Transactions A transaction occurs when a manager or an administrator makes a change to the employment or personal information of an employee’s file. Examples of transactions



include transfer, job changes, pay rate changes, and promotions. Employee Central records these transactions for several reasons including:

To keep historical records for reporting and legal purposes

To categorize different transactions and even dynamically assign an approval process with approvers (also known as workflows)

Events and Event Reasons Employee Central records transactions as events. These events serve as the historical record of the employee’s file. Employee Central has system-defined events that cannot be changed. For example, your company may have a new hire process and a contractor onboard process. The system records both as a HIRE event but you can configure the event reason for the first to be New Hire and the second to be Contractor Onboarding. The event and event reasons can also trigger HR business processes like approval workflows for employee transactions.The header represents the event and the bulleted list represents event reasons. Since event reasons are configurable, your final system configuration may be different from what is shown.

In the case of an event, such as a leave of absence, there are several reasons an employee may take a leave of absence, such as “Leave of Absence – Education”, “Leave of Absence – Long Term Disability”, or “Leave of Absence – Military Service”. These event reasons help with reporting, and leave a detailed audit trail of employee transactions.

Self Service Employee Central helps organizations empower employees and managers to make changes to an employee file without determining the appropriate event and event reason.



The system uses rules, which look at the data changes within a transaction and apply the appropriate event and event reason. Your system has specially developed configurations for these scenarios. Transactions initiated in self-service may include an approval process, also known as workflow. The configuration of your system ensures that the workflow includes the correct approvers. Employee Self Service An employee can access his/her employee file from the Home menu. The Employee Files page includes the same public profile options discussed earlier in this guide.

To change personal information, like Marital Status, the employee would select Personal Information from the Public Profile drop-down menu. The information your organization chooses as self-service transactions have an Edit option. The employee clicks on Edit to the right, selects an effective date, and changes the necessary information.



Once the changes are saved, depending on the configuration of the system, they can be entered into the system or go through an approval flow.

Take Action: Manager Self Service Unlike employees, managers are not restricted to making changes only to themselves. Manager self-service allows individuals with the job role Manager to make changes to not only themselves but to direct reports as well. Managers can quickly Take Action on their employees’ records by selecting their employee files. The Take Action button displays on both the Personal Information and Employment Information sections of the employee’s file. For example, if you select employment information, you can click the Take Action button. The drop-down menu allows the manager to choose what type of change he/she is planning to make to the employee’s record. The list of options includes Change Job and Compensation Info, Spot Bonus, Employment Details, Leave of Absence, Manage Global Assignment, and Terminate/Rehire. Once the desired options is selected, the manager can make the necessary changes and click Save.



If the manager selects Change Job and Compensation Info, a second screen displays guiding him/her through the changes that are needed

The manager then submits the changes and the system automatically determines the set of approvers required for this change. Some Take Action options will have a set of approvers after the changes are submitted.




Define transactions, events, event reasons, and self-service in Employee Central

Navigate to employee and manager self-service

List examples of events and event reasons

Lesson 4-2 - Update an Employee’s Record Using Manager Self-Service

Lesson Overview The goal for this lesson is to provide detailed information about Manager Self-Service (MSS). An example of MSS is transferring an employee to a new Business Unit. Lesson Objectives


Initiate an approval workflow

Transfer Employee to New Business Unit Main Concepts Transferring an employee to a new business unit can initiate an approval workflow. Approvers can view the workflow request in their To-Do list, or in the employee file under Pending Requests.





Initiate an approval workflow



Lesson 4-3 - Update Employee Records via HR Edit

Lesson Overview The goal for this lesson is to provide detailed information about correcting an employee’s record. Lesson Objective

Correct employee’s record using HR Edit.

HR Edit Main Concepts The system requires that every transaction have an event and event reason. Transactions initiated in self-service usually include an approval process, also known as a workflow. Administrators or privileged human resources employees may require the additional capability, known as HR Edit, to update an employee’s record without a workflow. A scenario may be that there is a mistake in an employee’s standard working hours. The administrator could make this change in the system quickly by either adding a new record to update the value or correcting the historical record. Changes made via HR Edit take effect in the system immediately. Since HR Edit is not a self-service feature, the user must provide an event and event reason. The steps below show the scenario of correcting an employee’s standard week hours.


Correct employee’s record using HR Edit.

Lesson 4-4 - Mass Change

Lesson Overview The goal for this lesson is to learn how to make a mass change. Lesson Objective

Execute a mass change

Mass Change Main Concepts Mass change allows administrators to change the employee records of several employees that you have access to at once. You may need to use mass change if you are transferring several employees to a new location, or changing a job title in your organization. As a best



practice, the administrator making the mass change should test what the changes to an individual employee’s file first before attempting to make a mass change. Once the administrator knows what fields need to be changed, and what the process looks like, they can create a mass change. If the administrator does not have administrative privileges over a person in the mass change, an error message is generated. The error message is downloadable in a .CSV file for further analysis.

The Mass Change feature can currently only be used for the Job Information and Position Objects.

Lesson Summary You should now be able to execute a mass change.

Lesson 4-5 - Terminate Employee and Redistribute Remaining Direct Reports

Lesson Overview The goal for this lesson is to provide detailed information about terminating an employee and redistributing that employee’s remaining direct reports. Lesson Objectives

Terminate an employee

Redistribute the terminated employee’s remaining direct report

Terminate Employee and Redistribute Direct Reports Main Concepts Employee Central allows users to terminate employees and redistribute their direct reports to other managers within the organization. This feature makes the transition quick and easy.


Terminate an employee

Redistribute the terminated employee’s remaining direct report

Lesson 4-6 - Approve / Send Back Requests

Lesson Overview The goal for this lesson is to provide detailed information about approving and sending back change requests.



Lesson Objectives

View your pending approvals three ways and then approve or send back those change requests

View pending approvals via To Do list

View pending approvals by selecting Pending Request from the Public Profile drop-down menu

Approve / Send Back Requests Main Concepts Whenever a change request requiring your approval is submitted, you will be notified via email that you have an approval pending. You can also display any pending approvals by either clicking any Approve link on the To Do list or by selecting Pending Request from the Public Profile drop-down menu.




View your pending approvals three ways and then approve or send back those change requests

View pending approvals via To Do list

View pending approvals by selecting Pending Request from the Public Profile drop-down menu


Lesson 4-1: Transactions in Employee Central

Lesson 4-2: Update an Employee’s Record using Manager Self-Service

Lesson 4-3: Update Employee Records via HR Edit

Lesson 4-4: Mass Change

Lesson 4-5: Terminate Employee and Redistribute Remaining Direct Reports

Lesson 4-6: Approve/Decline Change Requests You should now be able to:







Terminate an employee and redistribute any remaining direct reportsApprove or Send Back change requests



Unit 5 - Storing Corporate Data Unit Objectives This unit contains two lessons:

Lesson 5-1: Storing Corporate Data

Lesson 5-2: Customizing and Populating a Foundation Table Upon completing this unit, you will be able to:

Describe corporate data storage and Foundation Tables (FT)

Create FT data

Lesson 5-1 - Storing Corporate Data

Lesson Overview The goal for this lesson is to provide detailed information about foundation objects and adding a new location to a company (entity). Lesson Objectives

Define a foundation object and list an example

Explain effective dating for foundation objects

Navigate to the administering foundation objects page

Describe how the foundation object fields relate to the employee files

Define relationships between foundation objects

Employee Central Structure and Foundation Tables EC is currently undergoing a process to convert Foundation Objects (FO) to Meta Data Framework (MDF). This give the admin the ability to manage these objects within the instance. B1505 started to migrate some FO to MDF FO:

Legal Entity

Business Unit

Department

Division

Cost Center As this process is completed, there will be different ways of accessing objects. Currently, there are 2 functions within Admin Center which would allow the admin to manage (populate) foundation tables:



Manage Organization, Pay, and Job Structures

Manage Data

Foundation Table Effective Dating Effective dating means that EC can maintain a historical record of data. The start date for any record is the first date entered. For previous records, the end date is one day before the new record begins. For example, in the figure, Effective Dating of FT, the start date is January 8, 2013. This means that the Legal Entity created record closed on January 7, 2013.



The system records the changes between updates using cross outs. Most FT are effective dated; on the screen, look for Effective as of.

Effective Dating of FT - Administrator Tasks For each record in FT, an administrator can complete the following tasks:

Insert a new record with an effective date in the past, present, or future

Make a correction

Permanently delete an entry for past, present, or future records



The system records which user made changes and when

FT and Employee Files FT provides the underlying information for employee files. The only options for an employee’s company are companies created in the FT.



FT Usage With FT, you can assign the following items:

Employees’ business address

For example, every employee in the South San Francisco office has the same business address: 1 Tower Place, Suite 1100, South San Francisco, CA 94080. If an employee’s location is the South San Francisco location, the employee’s business address automatically becomes 1 Tower Place, Suite 100, South San Francisco, CA 94080.

Pay ranges by Legal Entity and Geo Zone (group of locations)

For example, a pay range is assigned to all employees with Job Classification: Engineer (ENG).

For example, the pay range is $80,000–100,000 in North America, and the pay range is €90,000–110,000 in EMEA.

Different payroll information

For example, the company must feed the data of US employees to ADP US and the data of Germany employees to SAP



Standard, Custom, and Country-Specific Fields (CSF) Each Foundation Table has standard fields and custom fields. Additionally, most tables have country-specific fields, which allow you to collect locally-relevant data.

Associations with Foundation Objects (FO) FT can also have relationships, which are known as associations. In the figure, Relationships: Associations, you can see that the San Mateo office belongs to the ACE_USA Legal Entity. When you change an employee’s company to ACE_USA, they can only have a location associated with ACE_USA like San Mateo. The other locations that you see in the list are also associated with ACE_USA in their respective FT.



Organization Data Organization Data is a type of FT. These tables are the building blocks of the organization. Not only do you populate these tables, but by using associations, you also mimic the organization’s structure. Additionally, just as with Locations, the system filters choice out of the menus based on hierarchy.

Legal Entity The Legal Entity object stores all legal entities of a company. In the demo instance for this module, you can see several examples like ACE_USA and ACE_CHINA. Each Legal Entity can only belong to one country, and that country determines the employee’s



country. You can also see the Standard Weekly Hours field. This field is used for Full Time Equivalent (FTE) calculation. Even though standard weekly hours are set up in the instance by default, you can also define them in Location or Job Classification. Country-specific fields appear based on the country that is selected for the Legal Entity.

Division A Division stores information for all divisions within a company. You can create a hierarchy using the Parent Division field. In this example, one Division can belong to multiple business units.



Department A Department has similar properties to a division. A Department stores information for all departments within a company. You can create a hierarchy using the Parent Department field. In this example, one Department can belong to multiple divisions.



Location A Location stores information regarding all physical locations of a company. One Location can belong to one Location Group and Geo Zone, and one Location can belong to many Legal Entities. The Business Address can be defined by country in the Country-Specific Corporate Data Model

Location Group Customers can group multiple locations into one Location Group. For example, Location Group West Coast contains several locations, including the San Mateo Office, San Diego Office, and so on. Location groups are primarily used for EEO reporting in the USA.



Geo Zone You can group multiple locations into one Geo Zone. For example, Geo Zone North America, Western Region contains business locations in San Mateo, San Diego, and so on. Geo Zone includes an Adjustment Percentage field, which allows the pay range to be adjusted based on cost of living. For example, a company can decide to adjust the pay for employees on the West Coast by 15%.

Job Data Job Data is the second type of FT in EC. Job Data provides repeatable job codes to assign to employees and stores job-specific data like Full-Time and Standard Hours



Job Classification Job Classification stores all job codes and associated information for a company. Common fields include the following: Supervisor Level, Job Level, Regular/Temporary, Full/Part Time, Employee Class, Job Title, and Pay Grade. You can also have country-specific fields for Job Classification.



Job Function Several job classifications can share the same Job Function. For example, the Job Classification: Developer and Job Classification: Developer Manager belong to the Job Function: Engineering (ENG).



Pay Data The Pay Data FT provides repeatable pay data to assign to employees and collect pay information like pay range, pay grades, and so on.



Pay Group You can group employees who share the same payroll into one Pay Group. In the figure, Pay Group, the instance is set up to group by region, North America. Pay Group is primarily used for payroll-related activities

Pay Range You can decide the Pay Range for employees. In the figure, Pay Range defines that the Minimum Pay, Maximum Pay, and Mid-Point are $120,000, $129,999, and $124,999.50, respectively, if the employee meets the following requirements:

Geo Zone is set as North America, Western Region (NA_WEST).

Pay Grade is set as Salary Grade 12 (GR-12).

Legal Entity is set as Ace USA (ACE_USA).



Pay Range is primarily used for the calculation of Compa Ratio and Range Penetration. You can define as many pay ranges as needed.

Pay Component The Pay Component FO stores all information about how the company pays an employee, such as Base Salary, Bonus Target, Car Allowance, and so on. For each pay component, you can define the following:

Recurring (frequency) or one time pay

Amount as percentage or value

Earning or deduction

Actual pay or a target

Visibility for managers on Manager Self-Service

Used in Comp Planning

Taxable



Pay Component Group You can group multiple pay components into one Pay Component Group. The amount of a Pay Component is equal to the sum of the pay components it includes. The system automatically completes annualization and currency conversion during the calculation. For example, “AnnualizedSalary” is a Pay Component Group that has five pay components.



Pay Calendar The Pay Calendar stores pay periods within a year. It is associated with a Pay Group.

Frequency Frequency defines how often a pay out occurs for a Pay Component.




Define a foundation object and list an example

Explain effective dating for foundation objects

Navigate to the administering foundation objects page

Describe how the foundation object fields relate to the employee files

Define relationships between foundation objects

Lesson 5-2 - Customizing and Populating a Foundation Table (FT)

Lesson Overview In this lesson, you will learn about customizing and populating a Foundation Table (FT). Lesson Objectives

Create FT data

Configure the Corporate Data Model

FT Administration Administrators can add, delete, and update records for any FT directly in the instance or by using the import tool.



Use the following process to add, delete, and update records for FT managed through the Corporate Data Model:

Open the Administration Tools screen

In the Company Processes & Cycles portlet, click Employee Files.

Click Manage Organization, Pay, and Job Structures. Alternatively, click Import Foundation Data.

FT in the Instance Use the following process to add, delete, and update records for FT managed through MDF: Open the Administration Tools screen.

In the Company Processes & Cycles portlet, click Employee Files.

Click Manage Data. Alternatively, click Import and Export Data.

Once you have navigated to Manage Organization, Pay, and Job Structures in Admin Center, you can see the main Foundation Tables administration page. There are three different parts, which are referenced in the figure, FT in the Instance (Corporate Data Model).

The Search dropdown menu allows you to review any FT; for example, Location.



Once selected, you can use the additional dropdown menu to choose the specific record, such as New York. You can also use the Advanced link to change the date of the search and look for inactive records.

To create a new FT record, in the Create New dropdown menu, select the Foundation Table.

FT in the Instance (Metadata Framework (MDF)) Once you navigate to Manage Data in Admin Center, you can see the main MDF administration page. There are three different parts, which are referenced in the figure, FT in the Instance (MDF).



The Search dropdown menu allows you to review any MDF Object (for example, Legal Entity). Once selected, you can use the additional dropdown menu to choose the specific record, such as ACE_USA. You can also use the Advanced link to change the date of the search and look for inactive records. To create a new FT record, in the Create New dropdown menu, select the Foundation Table.

FT Import Process In the figure, FT Import Process, you can see the import process.



You can download templates directly from the UI. The CSV template matches the configuration of the FT in the system; therefore, two customer instances could have different templates (1). Ensure that you download the templates from the system. In the Type section, imports must follow the order shown in the previous figure, FT Import Process. For example, you must start with Location, then Pay Group, and so on (2 and 3). There are two types of modes: Full Purge and Incremental Load. Full Purge means that data in the import file replaces matching records in the system. Any previous history on the record is deleted with Full Purge. Incremental Load loads changes to a FT object into the system. The Validate Import File button ensures that the import headers match and that the CSV file you are attempting to upload contains valid data (4). We recommend that you use this button before any import. This import process also works for FO that are converted to MDF. Additionally, you can use the tool Import and Export Data to download MDF FT templates and import the records.

Foundation Object Permissions If your organization needs additional control over who can manage foundation objects, such as Cost Centers, and Job Classifications, you can create additional administration controls with role-based permissions. These permissions are available in Administration Tools under Role Based Permissions to manage these settings.




Create FT data

Configure the Corporate Data Model


Lesson 5-1: Setting up Foundation objects

Lesson 5-2: Setting up Generic Objects You should now be able to:

Add a new location to a company’s organization

Add a new department to a business unit

Add a new pay component.



Update an employee’s file to use these new foundation objects



Unit 6 - Manage Workflows Unit Objectives This unit contains two lessons:

Lesson 6-1: Customizing Workflows

Lesson 6-2: Workflow Administration Upon completing this unit, you will be able to:

List common administrator tasks for workflows

Identify workflow participants

Update existing workflows

Configure Workflow Notifications

Administer stalled or missed workflows

Lesson 6-1 - Customizing Workflows

Lesson Overview The goal for this lesson is to provide information on managing workflows. Lesson Objectives

Define a workflow


Workflow Main Concepts A workflow can be initiated once a change is made to all types of employee data. Employee Central allows administrators the ability to modify workflows. Your organization’s system may already have workflows in place for common employee transactions, such as pay increases, job changes, and bonuses. Your organization may choose different workflows for different transactions. Workflows promote internal controls and communication by requiring employees to approve or receive notice of a change that is taking place. Workflow participants, or employees involved in the workflow process, receive notification via email. If the system requires their approval, then a notification displays on the Home page and on their To-Do List when they log in to the system. Additionally, any user can see workflows where they are a participant or initiator on the Pending Request page of the employee files.



The administrator’s role is to ensure the completion of workflows and manage update to workflow participants. Incorrect participants or stalled workflows can decrease efficiency in your HR operations. Common administrator tasks for workflows may include:

Manage Workflow participants (includes approvers

Setup and add dynamic roles to workflow

Configure and add workflow group

Manage workflow requests

Workflow Management To manage workflows, choose Admin Center > Employee Files >Manage Organization, Pay and Job Structures. In the Search field, select Workflow Configuration. The second selector shows all of the workflows currently available in the instance. In the figure, Workflow Administration 1, you can see that for an Address Change, auto delegation and future dated transactions are not enabled, the approver is the Dynamic Group, Talent Approval, and there are two external email addresses that will be cc’d when the process is finalized. To make changes, click Take Action and Make Correction on the top-right of the screen.

During implementation, your organization and your professional services consultant configured workflows. Avoid modifying the workflow ID. If you need to make changes only modify the workflow participants, description, or name.



Workflow Participants Configuration To configure the workflow participants, click Take Action > Make Correction. Administrators do not change the Workflow ID but might make adjustments to the three participant areas. Area 1 is where you add the approvers in the correct order. Area 2 allows you to add contributors. Area 3 allows you to cc additional role types.

Workflow Participants Configuration Contd. When adding approvers, there are seven areas to consider. The first area is Approver Type. The Approver Type can be a role such as the manager of an employee, a Dynamic Role (a system determined approver based on employee data) or a Dynamic Group (a pool of employees wherein anyone can offer approval). The second area allows you to select from a list of Role, Dynamic Role or Dynamic Group (based on the first area). The third area allows you to decide if the approver is able to edit the transaction. No Edit means that the approver cannot update the request. Edit with Route Change means that the approver can make changes and the system decides if a new event reason and workflow are necessary.



The fourth area determines whether the approver is for a future role or current role. For example, when an employee is being transferred, you might want to include their current or Source manager and their new or Target manager. The fifth area is where you can determine if the workflow role is based on the employee for whom the change is made, or the initiator of said change. The sixth area is where you can decide if a workflow should stall or skip a step if the group or position is empty. The seventh area is where you can restrict the access to part of the workflow content for which the user has permissions. Permissions allow the workflow participants to only see and edit the content for which they are permissioned. For example, you can use permissions so that changes to compensation are not shown to participants of some groups. For a workflow contributor, type includes the same options as approver plus the additional option, person. This feature allows an administrator to select and individual employee in the system. For a CC role, type contains the same options as contributor plus an additional option, external email. This feature allows an administrator to notify an individual employee outside of Employee Central. For cc roles and contributors, you can have the same options except for Edit Transaction. Administrators can manage workflow requests by navigating to Admin Center> Employee Files> Manage Workflow Requests. There, the administrator can search for workflows and take action such as reviewing completed, cancelled, or locked workflows and, for pending (active) workflows, an administrator can lock or unlock, modify approvers, reroute requests, and decline.



Dynamic Roles and Groups Dynamic Roles are Foundation Objects (FO), which means that they are managed using Manage Organization, Pay and Job Structures in Admin Center. For example, you can set up Janet James as the finance controller for all employees in Corporate Industries. If Carla Grant promotes Marcus within the Corporate Industries group and the promotion workflow includes the “finance controller”, the system chooses Janet James. Administrators can also create a workflow or dynamic group. These groups are created using the same interface as RBP, such as Job Code, Location, and so on. Workflow groups are managed using Admin Center> Employee Files> Manage Workflow Groups. There, you can create new groups and provide the criteria to define them. When a dynamic group is included in a workflow, all employees in the group are notified and if any employee in the group provides approval, the request moves on. Future Dated Transaction Check This feature enables an alternate workflow route to be assigned if the transaction takes place in the future.



The Alternate Workflow is an optional field. If a value is not entered or the change does not take place in the future, the main workflow is used instead.

This behavior is applicable only for EC effective-dated entities and is not applicable for Meta Data Framework (MDF) and FO entities.


Define a workflow


Lesson 6-2 - Workflow Administration

Lesson Overview The goal for this lesson is to provide information on managing workflows. Lesson Objectives

Configure Workflow Action Notifications


Workflow Administration Notification By navigating to Admin Center > Company Settings > E-Mail Notification Template Settings, administrators can also modify the email notification templates that are used to notify participants. There, the administrator can update company-specific language for each of the templates listed. Administrators can change the text that an approver receives during the workflow process. They can also manage email notification for the following workflow actions:

Approval

Rejected

Pending

Cancelled

Skipped

Lock Down

Unlock

Contributor

CC Role

Approved

Sent back



Administering Stalled Workflows If an approver is away on vacation when they receive a workflow, or there are issues approving it, an administrator can check the status through Admin Center. An administrator can search for pending or completed requests and take action to add an approver, change an approver, re-route the request, or decline the request.

Declining a request end the workflow. This tool can help expedite the approval process when an approver is unavailable or the approval process needs to be completed by a certain date.

To view a workflow in progress as an administrator, navigate to Admin Center> Employee Files> Manage Workflow Requests. You can search using the criteria, and take action.

Auto Delegation It is now possible to auto delegate an approval to another user. This allows an approver to delegate pending requests to another user for a period of time.

Auto delegation is configured in the Corporate Data Model. You would need to work with your consultant to configure a workflow FO with Yes and No options. By default, the field value is No.



Once the workflow route is delegate enabled, the user can set up an auto delegate through the My Info tile on the homepage. When auto delegation is enabled, all workflows with auto delegation enabled are routed to the nominated user.

Automatic Escalation of a Workflow This feature allows for an escalation path to be defined for a workflow. If an approver takes no action on a workflow, the workflow becomes stalled. When the workflow is stalled for the specified number of days, the workflow is automatically escalated to a specified user. The new approver can decline the escalation, so it goes back to the previous approver. The previous approver can also revoke the escalation, thus bringing it back to themselves. After declining or revoking, the escalation would continue with the next escalation step after the defined number of days. An escalation path must be created within the Manage Data tool, then attached to the workflow configuration.



Triggering Workflows for Data Imports You can now trigger workflows and business rules when importing data for certain Employee Central Portlets. In order to allow for this, navigate Admin Center > Manage Permission Roles > Permissions > Administrator Permissions > Employee Central Import Settings. Currently workflows only trigger for incremental data loads.


Configure Workflow Action Notifications



Lesson 6-1: Customizing Workflows

Lesson 6-2: Workflow Administration You should now be able to:



List common administrator tasks for workflows

Identify workflow participants

Update existing workflows

Configure Workflow Notifications

Administer stalled or missed workflows



Appendix - EC Reporting Unit Objectives This unit contains two lessons:

Lesson A-1: Standard reports

Lesson A-2: Ad hoc reports Upon completing this unit, you will be able to:

Access Standard Reports.

List examples of Standard Reports

Create an Ad Hoc Report

Lesson A-1 - Standard reports

Lesson Overview In this lesson, you will learn about the standard report. Lesson Objective

Describe the use and example of standard report

Standard Reports Employee Central helps business leaders and HR personnel grow the enterprise through an in-depth look into human capital metrics and the overall health of the organization. A pre-packaged analytic framework allows organizations to answer critical human capital questions that affect business results. These reports include KPIs, scorecards, aging workforce, and HR key metrics. Reports are accessible via the Analytics or Reporting tab. Standard reports help you quickly find information on common HCM statistics. Standard reports are preconfigured reports that users cannot modify when report is existing. Users must save a copy of existing report to modify.

How to access standard reports? Log in to SAP SuccessFactors and navigate to Analytics > Reporting > Standard Reports



Only Managers, HR Reps or user who have explicitly been granted rights will have access to these reports. The Standard Report table shows:

Report Name

Report Type



Examples of Standard Reports

Report Name Report Description

Birthday Birthday of employees in the company

Current Job Assignments Current job information of employees in the company

Employee Anniversary Employee’s first working date and years of service

Employee Contact Contact information for each employee

Employee Telephone Directory Lists employees’ telephone numbers

Employee Work Eligibility Legal Status information of employees

Headcount Total number of employees under employee type, department and location

Headcount by Age Headcount report, filtered and grouped by age and gender

Lesson Summary You should now be able to describe the use and example of standard report.

Lesson A-2 - Ad-hoc reports

Lesson Overview The goal for this lesson is to provide detailed information about creating ad hoc reports in Employee Central.

Lesson Objective

Upon completion of this module, you will be able to create an ad hoc report.

Ad Hoc Reports SAP SuccessFactors Employee Central offers a powerful reporting tool to help organizations track important analytics like employee movement, pay trends, and



terminated employees. Organizations can take advantage of both standard reports and customizable ad hoc reports. Reports are available in several popular formats including CSV, Excel, PDF, or PPT. Your organization can also correlate employee and talent data with data from any other enterprise systems such as CRM, Financials, and ERP, to understand the linkage between workforce and business results. When you are looking for specific information quickly, ad hoc reports can help organizations run just a portion of a report or combine reports. This easy-to-use tool lets users handpick the information to include, and quickly generates the reports in a format to fit their needs. Filters include options for people in a specific time zone, pay component, or cost center to name a few. If an organization needs to run the same report regularly, the parameters can be saved to run the report again without additional set up. An ad hoc report can easily be previewed before generating the full report. Once the user is satisfied with the preview, a full report can be generated and exported.

When you create or edit a report, the report wizard contains a three or four step menu that includes General Info, People, Columns, and Filters.

General Info: Lists the report’s name, description, and data source (domain)

People: Allows you to select employees that will appear in the report.

Columns: Allows you to select columns you want to include and country-specific information.

Filters: Allows you to define limits on results. As an example, you may have your report only display employees in a specific time zone or office location.

Click Preview to preview your report. Click Generate to see the full report. After the report generates, you have the option to export your report in multiple formats.



Ad Hoc Reporting Domains A reporting schema or domain is a set of tables that contain data. Ad hoc reports in Employee Central can only have one domain. By selecting a particular schema, you determine the type of data available in the report. For example, the Foundation Objects schema only has data from the Foundation Objects like location or department. Table 4 lists the reporting schemas available for Employee Central along with examples how you might use it. Table 4. Available Reporting Schemas for Employee Central



Lesson Summary You should now be able to create an Ad Hoc report.


Lesson A-1: Standard reports

Lesson A-2: Ad hoc reports You should now be able to:

Access Standard Reports

List examples of Standard Reports

Create an Ad Hoc Report

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