Employee Central Admin

HR811
SAP SuccessFactors Employee

Central Administration
.
.
PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 2311
Course Duration:
Material Number: 50164170
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Contents
vii Course Overview
1 Unit 1: Introducing the Course
3 Lesson: Introducing the Course
5 Unit 2: Introducing Employee Central Core Administration
7 Lesson: Exploring Employee Central
15 Unit 3: Managing Permissions
16 Lesson: Configuring Role-based Permissions

21 Exercise 1: Create Permission Group
23 Exercise 2: Create Permission Role
27 Lesson: Assigning Employee Central related permissions
33 Lesson: Managing Proxy Rights
35 Unit 4: Managing Foundation Data
37 Lesson: Introducing Foundation Objects

53 Lesson: Using Picklists
55 Exercise 3: Create Custom Picklists
60 Lesson: Creating Foundation records
67 Exercise 4: Add a New Location
69 Exercise 5: Add a New Business Unit
71 Exercise 6: Add a New Division and Department
73 Exercise 7: Import Organization FO Records
79 Unit 5: Managing HR Data structure
81 Lesson: Introducing Employee Data
93 Unit 6: Managing Employee Records
95 Lesson: Updating employee data in People Profile

98 Lesson: Adding a new employee
103 Exercise 8: Add a New Employee
108 Lesson: Importing Employee Data
117 Exercise 9: Add New Employees via Import
122 Lesson: Making Mass Changes
125 Exercise 10: Setup a Mass Change
128 Lesson: Terminating Employees and Redistributing Remaining
Direct Reports
131 Exercise 11: Terminate Employee and Redistribute Remaining
Direct Reports
© Copyright. All rights reserved. v

135 Unit 7: Managing Transactions
136 Lesson: Using Self-Service

139 Exercise 12: Customize Role-Based Permissions for Employee
Self Service
141 Exercise 13: Transfer Employee to New Business Unit using
Manager Self Service
144 Lesson: Managing Workflows
151 Exercise 14: Create a Dynamic Group
153 Exercise 15: Edit a Workflow
159 Exercise 16: Approve a Pending Change Request
165 Lesson: Managing Events and Event Reasons
169 Exercise 17: Create an Event Reason
172 Lesson: Managing Business Rules
179 Exercise 18: Create a business rule
185 Unit 8: Managing Optional Configurations
187 Lesson: Managing Internal Job History

189 Lesson: Managing New Hire Templates
191 Lesson: Managing Employee Central Quick Actions Feature
195 Unit 9: Explaining EC Reporting (Appendix)
197 Lesson: Describing Standard Reports

201 Lesson: Creating a Table Report
203 Exercise 19: Create a Table Report
vi © Copyright. All rights reserved.

Course Overview
TARGET AUDIENCE
This course is intended for the following audiences:
© Copyright. All rights reserved. vii

viii © Copyright. All rights reserved.
UNIT 1 Introducing the Course
Lesson 1
Introducing the Course 3
UNIT OBJECTIVES
● Describe the general information about the course
© Copyright. All rights reserved. 1

Unit 1: Introducing the Course
2 © Copyright. All rights reserved.

Unit 1
Lesson 1
Introducing the Course
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Course Overview
Through discussion, demonstration, and hands-on exercises, this course uses the concepts
and terminology associated with the SAP SuccessFactors Employee Central Core module to
help you develop a working knowledge for use in implementing your employee data
management strategy. You will gain basic skills in using SAP SuccessFactors Employee
Central Core as a System Administrator and learn how to use essential tools for managing
employee data in your organization.
Note:
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.
Add-on Features and Relevant Courses

This employee central admin course focuses on the core functionality of SAP SuccessFactors
Employee Central as an HRIS System and does not include add-on functionalities, such as
managing position, global benefits, and time records. To learn about the other Employee
Central features, please visit the corresponding courses in the Learning Hub:
● SAP SuccessFactors Position Management Academy (course code: THR79)
● SAP SuccessFactors Global Benefits Academy (course code:THR93)
● SAP SuccessFactors Time Management Academy (course code: THR94)
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

Unit 1: Introducing the Course
Caution:
Some screenshots and certain features covered in this guide may not be enabled
in your company’s environment. Please note that significant configuration
changes must go through Professional Services, as System Administrators
cannot enable certain features.
Data Protection and Privacy Features

With recent releases, several new data protection and privacy features have been made
available to our customers, and some existing features have been enhanced.
The data protection and privacy features include, for instance, the ability to report on
personal data changes and the capacity to report on all the data subject’s personal data
available in the application. Customers will also have options to configure data retention rules
at country level for active and inactive employees that will permanently purge personal data
from SAP SuccessFactors applications.
It is the customer’s responsibility to adopt the features that they deem appropriate. More
information can be found on the SAP Help Portal.
SAP 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:
SAP SuccessFactors Help Portal https://help.sap.com/viewer/product/

SAP_SUCCESSFACTORS_HXM_SUITE
SAP SuccessFactors Release Information https://help.sap.com/viewer/product/
SAP_SUCCESSFACTORS_RELEASE_INFOR-
MATION
SAP SuccessFactors Community https://community.successfactors.com/
SAP Roadmap Explorer https://roadmaps.sap.com/
SAP Training Shop https://training.sap.com
LESSON SUMMARY
You should now be able to:

UNIT 2 Introducing Employee Central
Core Administration
Lesson 1
Exploring Employee Central 7
UNIT OBJECTIVES
● Describe the main functions and benefits of Employee Central Core

Unit 2: Introducing Employee Central Core Administration

Unit 2
Lesson 1
Exploring Employee Central
LESSON OBJECTIVES
Employee Central Core Overview

What is Employee Central Core?
SAP SuccessFactors Employee Central provides a reliable, consistent system of record for
global companies and helps enhance the overall experience for highly diverse mobile
employees. It makes tasks less manual for employees, managers, and HR, giving them the
tools to automate time-consuming tasks.
SAP SuccessFactors Employee Central Core features allow for an easy-to-configure
organization, job, and pay structure, customize employee data elements, and provide for
event and event reasons to track what is happening throughout the employee lifecycle. You
can automate a workflow for each event reason to standardize the approval process. The
system includes robust tools for data import, mass changes, and rule management.
Figure 1: Employee Central Core Components
The Core Components of Employee Central

Employee Central Core is the basis of the entire SAP SuccessFactors HCM Solution. It allows
administrators, managers, HR, and employees to gain strategic insight into their entire
organization.

The Employee Central Core is comprised of:

● Foundation Objects
Foundation Objects allow the company to define and store its organization, pay, and job
structures, which helps organize employee information. Some of these objects are
Metadata Framework (MDF) while others are XML-based.
● HR objects
HR objects are the data structure that defines and stores personal and employment
information.
● Self-Service
One of the key features of SAP SuccessFactors is the ease with which you can maintain
data. The solution offers both employee and manager self-service. Self-service is
controlled by role-based permissions (RBP), which define who can view/edit data and for
whom.
● Workflows, Event Reasons, and Business Rules
Workflows, event reasons, and business rules are crucial in facilitating self-service
transactions in Employee Central. The workflow is the approval mechanism, the event
reasons set the employee status for employment change, and the business rules add the
application logic to automate the approval.
User Interface Navigation

As an administrator for Employee Central, your login allows you to use the system as an
employee and as an administrator. You must learn the functions and features of EC from an
end-user perspective. This lesson will detail the home page, navigation menus, Admin Center
tools, employee files, org chart navigation, action search, and the check tool. It is important to
familiarize yourself with these areas of the system as these will be the main areas used
throughout the course to customize and navigate through Employee Central.
Learn to navigate the user interface by watching the Employee Central Overview video.
Video
For more information on this topic please view the video in the lesson Exploring
Employee Central in your online course.

Lesson: Exploring Employee Central
Home Page
At login, the Home Page is typically the landing page. The Quick Actions section lets you to
complete your most frequent or important actions and easily navigateto your profile,
organization chart, etc. It's always visible at the top of the page and is designed to promote
efficient, focused action for the most common use cases.
Approvals show you changes or requests that you need to approve, decline, or review. These
are similar to the tasks that appear in the page header and To Do List side panel. When you
complete a task, it disappears in both places.
Alerts are also visible in the For You Today section of the homepage. It serves as timely
reminder of approaching events. Administrators can use the Manage Home Page tool to
manage the banner image, quick actions, and add/remove cards.
Navigation Menus
The main navigation menu is the Home Menu on the left of the screen. Use this drop-down
menu to navigate to commonly used pages in SAP SuccessFactors like Admin Center,
Company Info, Employee File, and Reports.
The menu under the user is used to proxy for other account holders, change language and
accessibility settings, go to the Admin Center, show version info, and log out.
People Profile
You can navigate to the People Profile page using the navigation menu or the quick action
card, to view your employee record, or to records of other employees.
People Profile allows you to view the entire profile and take immediate action on one simple,
unified page. You can quickly find the most important or most recent information and drill
down to see more detail when needed.
When you use the standard People Profile template during Employee Central implementation,
it is preconfigured with three sections to display the Employee Central Core data (Person and
Employment Objects).

By default, these sections are labeled as Personal Information, Employment Information and
Total Rewards. Each section in the People Profile will have several subsections. Each
subsection may have 1 or 2 blocks that represent an HRIS element. You can manage the
content and layout of the People Profile using a Configure People Profile admin tool. This tool
uses an easy, drag-and-drop interface to add sections, subsections, and information blocks to
the profile.
Quick Card
The quick card provides general information about the employee. The Take Action button
depending on permissions, allows you to initiate employee or manager self-service
transactions. Go To allows you to navigate directly to a specific section of the People Profile.
Quick cards will also display multiple employments and assignments for companies that
implemented Concurrent Employment and Global Assignment features.
Org Chart
Using the navigation menu, you can navigate to the Company Info Page which displays the
Org Chart. The Org Chart shows where the employee fits into the larger reporting and
organizational structure. Administrators can also use the graphical Hire Employee button
along the top to be redirected to the Add New Employee tool.

Action Search
You can use the Action Search to search for People or Tools from any page.
Action search facilitates navigation of the SAP SuccessFactors HCM Suite by enabling you to
find common actions and pages in the search box at the top of every page. You can use
natural language to describe what you want to do, in your own words and then select from a
list of suggested actions.
You can type search terms that describe the desired action. For example, you might type add
an employee, view my performance review, or request time off. If the entered text matches
any search terms associated with any of the available actions, those actions are listed in the
search results.
As an administrator, you can use the Manage Action Search admin tool to modify the default
search behavior. This allows you to optimize action search results for people in your company
and facilitate access to additional frequently-used actions.
Administrator Tools
Admin Center
The Admin Center is the central access point where all of your administrator tools are located
that you can use to configure and maintain the SuccessFactors application. You can mark
commonly used tools as favorites.
Admin Alerts
The Admin Alerts tile is a compact way to see all the pending action items you track
throughout your system. It is used to manage data integrity and alert administrators of
specific processes stalling, such as workflows or pending hires. Administrators can take
action directly from the tile.
Admin Alerts can be used for the following applications:
● Workflows
● Time Management
● Time Data Replication

● Manage Pending Hires

● HR Data Issues
Admin Tools Favorites

You can mark the most commonly used tools for Employee Central as your favorites. This
allows you to easily navigate to them from the home page.
Tool Name Tool Function

Manage Organization, Pay, and Job Struc- Create and Maintain Legacy Foundation Ob-
tures ject Records
Import Foundation Data Create and Maintain Legacy Foundation Ob-
ject Records via Import
Import/Export Corporate Data Model Import and Export XML Corporate Data Mod-
el
Import/Export Country/Region-Specific Import and Export XML CSF Corporate Data
XML for Corporate Data Model Model
Manage Mass Changes Implement Mass Changes of Employee Data
for Job Info or Job Relationships
Manage Workflow Groups Create and Maintain Dynamic Groups
Manage Workflow Requests View and Maintain Workflow Requests
Manage Data Create and Maintain MDF Generic Object Re-
cords
Import and Export Data Create and Maintain MDF Generic Object Re-
cords via Import
Manage Configuration UI Customize the Visual Display of MDF Generic
Objects
Configure People Profile Customize People Profile Layout
Manage Employee Central Settings Enable and Manage EC Features
Picklist Center Maintain Picklists
Configure Object Definition Create and Maintain Generic Objects
Configure Business Rules Create and Maintain Business Rules
Manage Business Configuration Maintain Certain Elements of the Succession
Data Model in the Admin Tools
Add New Employee Hire New Employees
Import Employee Data Add New Employees using Import Process
and Maintain Employee Records
Manage Permission Groups Create and Maintain RBP Permission Groups
Manage Permission Roles Create and Maintain RBP Permission Roles
View User Permissions Examine RBP for Individual Users

Upgrade Center
The Upgrade Center within the Admin Center is where you can turn on certain opt-in features
in your SAP SuccessFactors instance. This covers important legal changes that companies
may need to apply to stay compliant.
Check Tool
The Check Tool can be used to identify and resolve data and configuration issues. The
following check types are available:
● System Health - Checks that run without parameters and check configuration and data
issues that need to be fixed.
● Migration - Checks that perform an automatic migration of features.
● Validation - Checks which need one or more parameters for execution.
Results from the Check Tool can be any of the following:

● No issues found - If the tool can’t find issues, you see a green check mark in the Result
column.
● Issues found - If the tool finds issues, it reports the number and severity of the issues.
Results in yellow indicate low severity while red indicates high severity.
● Pending Migrations - If the tool finds pending migrations that need to be completed by the
user, you can see a yellow warning icon or a red alarm icon in the Status column on the
Migration tab.
● Completed - If the tool finds no issues with migration, or the migration has already been
completed.
Employee Central Feature Settings
There are Employee Central components that can be implemented in addition to Employee
Central Core, such as Global Benefits, Position Management, Time Management, etc. The
features and functionalities of these add-on components are NOT covered in this
administration guide.
LESSON SUMMARY

UNIT 3 Managing Permissions
Lesson 1
Configuring Role-based Permissions 16
Exercise 1: Create Permission Group 21
Exercise 2: Create Permission Role 23
Lesson 2
Assigning Employee Central related permissions 27
Lesson 3
Managing Proxy Rights 33
UNIT OBJECTIVES
● Identify permission role types and granted and target populations

● Assign Employee Central Permissions
● Manage proxy rights

Unit 3
Lesson 1
Configuring Role-based Permissions
LESSON OBJECTIVES
Role-based Permissions
Role-Based Permissions (RBP) is a security model that allows you to restrict and grant access
to your SAP SuccessFactors HXM Suite. RBP controls access to the applications and data
that employees can see and edit. This is a suite-wide authorization model that applies to the
majority of the SAP SuccessFactors products.
Video: What Are Role-Based Permissions?

For more information on What Are Role-Based Permissions?, please view the
video in the lesson Configuring Role-based Permissions in your online course.
Role-based permissions contain two main elements: Permission Groups and Permission
Roles.
Permission Groups
Permission groups are used to define groups of employees who share specific attributes.
Permission groups can be static or dynamic. Dynamic group membership changes
automatically when the attributes of employees match the group selection criteria. Static
permission groups are created and modified by adding individual user names to a group using
a spreadsheet. They store a static list of users instead of a list based on dynamically
generated criteria. Changes to employee information will not impact membership in static
permission groups.
You can use various attributes to select the group members, for example a user's
department, country/region, or job code.
The granted permission group is the group of employees you will assign the permission to.
The target population group is the group whose data the granted group will access.

Lesson: Configuring Role-based Permissions
Certain permission groups need not be created because SAP SuccessFactors can pool all
users based on standard hierarchical roles. The predefined groups are:
● Everyone – all employees in the system.
● Managers – employees with at least one direct report.
● Matrix Manager – all employees assigned as dotted line managers defined in the Job
Relationship.
● HR Manager – all employees assigned as HR Manager as defined in the Job Relationship.
● Custom Manager - all employees assigned as Custom Manager as defined in the Job
Relationship
● Second Manager - all employees assigned as Second Manager as defined in the Job
Relationship
However, you must create a group if you want a more granular grouping, such as a group that
consists of only managers in a specific business unit or only employees in the US.
You can use the standard fields in the Employee Data File to select members for your group.

Unit 3: Managing Permissions
Note:
Aside from standard fields, HRIS fields can also be configured as a category to
pool members into a group by using Dynamic Group Filter.
As a best practice, when creating permission groups use a prefix to help you identify which
group to use in your permission role. If you are creating a permission group that is receiving
the permission (a granted group), use the prefix “Granted:” for the name of the group.
Similarly, if you are creating a target population group, use the prefix “Target:” for the name
of the group.
Permission Roles
A Permission Role is a set of permissions. After selecting the permissions for a role, you will
grant the role to a group allowing them access to certain tasks and features in the system.
Figure 2: Permission Role
When the permission role consists of one or more permissions that require a target
population, you'll need to specify a target to complete the role creation. Roles that require a
target population will contain authorization to perform actions or view information for other
employees. For example, the permission to reset user passwords. You'll need to identify the
group that can reset user passwords and the target population whose passwords the group
can reset.
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 included in the role, the group it was granted to and the target population.
For a permission role to take effect, you must grant the role to a permission group or select
from the standard pre-defined groups (e.g. Everyone, Managers, etc.)

Note:
For permission role changes that impact a large number of access users, you can
enable double-confirmation popups and e-mail notifications for RBP
administrators. Go to Manage Role-Based Permission Access to set the
notification settings.
Permission Level for different Administrator Roles

Not all administrator roles are created equal. Even admins have different levels of
permissions.
The lowest administrator role level is a Local Admin. A local admin is an optional level that is
set up using RBP. The local admin typically 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 is anyone with access to any administrator
tool. For example, you can set up an Admin User who just launch forms.
The third level is a Security Admin. A security admin manages permission roles and 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 in Provisioning or
added to the system by another Super Admin. A super admin creates Security Admins in
Manage Role-Based Permission Access.
To learn more about Role Based Permissions, visit the Explore SAP SuccessFactors Platform
course.


Unit 3
Exercise 1
Create Permission Group
In this exercise, you will create a new IT Manager RBP Group that contains all employees with
the Job Code: IT MGR.
Simulation
For more information on this topic please view the simulation in the lesson
Configuring Role-based Permissions in your online course.
1. Use Action Search to navigate to the Manage Permission Groups tool.
2. Choose Create New → Group Name → Granted: IT Manager .
3. Under Choose Group Members → Pick a category → Job Code → IT Manager (IT-
MGR) → Done.
4. In the upper right box, Active Group Membership → Update → Click the Number.
5. Select a user for your testing and click Done.

Unit 3
Solution 1
Create Permission Group
In this exercise, you will create a new IT Manager RBP Group that contains all employees with
the Job Code: IT MGR.
Simulation
1. Use Action Search to navigate to the Manage Permission Groups tool.
2. Choose Create New → Group Name → Granted: IT Manager .
3. Under Choose Group Members → Pick a category → Job Code → IT Manager (IT-
MGR) → Done.
4. In the upper right box, Active Group Membership → Update → Click the Number.
5. Select a user for your testing and click Done.

Unit 3
Exercise 2
Create Permission Role
In this exercise, you will create a new IT Manager Access RBP Role.
Note:
This exercise requires you to complete a previous exercise. Please complete
“Exercise- Create Permission Group” before beginning this exercise.
Simulation
1. Use Action Search to navigate to the Manage Permission Roles tool.
2. Choose Create New → Role Name → IT Manager Access.
3. Under Step 2 → Permission.
4. Choose Employee Data → HR Information → Social Accounts Information → View + Edit.
5. Choose Employee Views → Personal Information → Done.
6. Under Step 3 → Add.
7. Under Grant role to: Permission Group → Select
8. Search for Granted → Check Granted: IT Manager Group → Done.
9. Under Target Population → Everyone → Done → Save Changes.

Test your Configuration:
10. Proxy as an IT Manager
11. Navigate to Robert Allen’s Employee File → Personal Information.
12. Verify that you can see and edit the Employee’s Social Accounts.

Unit 3
Solution 2
Create Permission Role
In this exercise, you will create a new IT Manager Access RBP Role.
Note:
This exercise requires you to complete a previous exercise. Please complete
“Exercise- Create Permission Group” before beginning this exercise.
Simulation
1. Use Action Search to navigate to the Manage Permission Roles tool.
2. Choose Create New → Role Name → IT Manager Access.
3. Under Step 2 → Permission.
4. Choose Employee Data → HR Information → Social Accounts Information → View + Edit.
5. Choose Employee Views → Personal Information → Done.
6. Under Step 3 → Add.
7. Under Grant role to: Permission Group → Select
8. Search for Granted → Check Granted: IT Manager Group → Done.
9. Under Target Population → Everyone → Done → Save Changes.

Test your Configuration:
10. Proxy as an IT Manager
11. Navigate to Robert Allen’s Employee File → Personal Information.
12. Verify that you can see and edit the Employee’s Social Accounts.

LESSON SUMMARY


Unit 3
Lesson 2
Assigning Employee Central related
permissions
LESSON OBJECTIVES
Employee Central Core Permissions

In this lesson, we will cover the following permissions:
● Employee Views
● Employee Central Effective-Dated Entities
● Employee Data
● Employee Central Import Entities
● Manage Foundation Object Types
● Manage Foundation Objects
● MDF Foundation Objects
Employee Views
The Employee Views permission defines whether you can see the sections configured in
People Profile. Relevant Employee Central sections include:
● Personal Information
● Employment Information
● Total Rewards
Employee Central Effective-Dated Entities

Employee Central comes with standard effective dated elements, such as the following:
● Personal Information (personalInfo)
● Addresses (homeAddress)
● Dependents (personRelationshipInfo)
● Job Information (jobInfo)
● Compensation Information (compInfo)
● Job Relationships (jobRelationsInfo)

There are several layers of permission to consider when you grant the Effective Dated Block
Permissions. The first layer is the basic understanding of the different field permission types,
such as View Current, View History, Edit/Insert, Correct, and Delete.
Additionally, there are permissions for the Effective Dated Blocks and the button options you
might have to view and edit data. This section will detail the differences between each of the
following permission:
1. Block Actions Permissions
2. Edit Link Permissions
3. Field Level Permissions
Block Actions Permissions

Block Actions control the user access level to the block overall.
Figure 3: Block Action Permissions
Table 1:
Permission Level Result
View Current Current Block is visible in People Profile
View History History button is available on the block (clock
button)
Edit/Insert Insert Record button available in the History
UI
Correct Edit button available in History UI
Delete Delete button available in History UI
Edit Permissions
The Edit Link button controls whether the Edit (pencil icon) button is available to the user on
the block. For the Edit Link Permissions function, the only level of access that matters is the
Edit/Insert option.

Lesson: Assigning Employee Central related permissions
Figure 4: Edit Permission
When you select the Edit/Insert permission for these blocks, you also grant the option to
initiate the transaction using the Take Action button:
● Job Information
● Compensation Information
● Job Relationships
● Spot Bonus/One Time Payment
To include these blocks in the Actions menu:
1. Go to User Permissions → Employee Data → HR Actions.
2. Select Update Employment Records (displayed as the Take Action button).
Field Level Permissions

Field-level permissions control each field’s specific ability to be maintained. Each field can be
controlled on its level of visibility and editability.
Figure 5: Field Level

Table 2:
Permission Level Result
View Current Current value is visible in People Profile
View History View historical values of the field if accessed
in the History view of the block
Edit/Insert Update the value of the field using Insert New
Record in the History view of the block (al-
lows updating a field when creating a new re-
cord)
Correct Update the value of the field using the Cor-
rect Button, which is available in the History
view
Delete Not applicable to individual fields, entire re-
cords are deleted
Employee Data
The Employee Data permissions consist of different sections. Here are some of the relevant
sections for Employee Central:
● HR Information: Assign permissions for blocks that refer to non-effective dated entities.
Non-effective dated means that the history of the changes will not be maintained
(example: Phone Information).
● Employment Details (employmentInfo): Assign permissions for the Employment Details
block.
● HR Actions: Assign permissions to access actions used in self-service.
● Pay Component Groups: The view permission (the Edit button does not work) allows the
user to see the pay component group in the employment information section.
● Pay Components: Allows the user to edit and delete a pay component when updating
employee data.
Employee Central Import Entities

This allows you to perform or restrict imports to Person and Employment objects.
Manage Foundation Object Types

These are admin permissions that define the actions allowed for XML-based corporate data
found in Manage Organization, Pay, and Job Structures. This permission is only available
when the Corporate Data models have been initially uploaded during implementation.
Manage Foundation Objects

This enables the admin permissions that set the actions for importing foundation data,
translations, and corporate data models.
MDF Foundation Objects

This sets the admin permissions that define the actions allowed for MDF-based corporate
data.

Lesson: Assigning Employee Central related permissions
RBP for Self-Service

In this lesson, you will learn how Employee Central uses RBP to manage Employee and
Manager Self-Service. Self-Service is built into SAP SuccessFactors Platform and not an
additional solution.
RBP for Employee Self-Service
Figure 6: RBP for Employee Self-Service
In the figure, RBP for Employee Self-Service, you can see an example of how this feature
works. Employee Self-Service allows employees to initiate and complete transactions without
HR tickets. For example, an employee can change their home phone number. RBP typically
has three parts. In the figure, the granted population is all employees, the role is the
permission to view and edit the phone number, and the target population is themselves.
Typical employee self-service options include:
● Update marital status or name change
● Update of home address information
● Update of dependents information
● Updated of emergency contact information
Figure 7: Employee Self-Service
Permissions control the level of access a user has over Employee Central blocks. In the figure,
Employee Self-Service, Carla Grant can view the Personal Information section of the profile
and has edit access to her Address and Personal Information blocks.

The Actions button is the typical starting point for managers. A list of options appears here to
initiate transactions for their employees. The manager selects the kind of change that is

required and fills in the appropriate fields. In the figure, you can see an example of a typical
MSS option. Take Action menu is available in the employee’s profile or quick card.
Figure 8: Actions from the Profile
To initiate changes using Take Action, set Employee Data → Update Employment Records
(displayed as Take Action button) permission to Edit.
Figure 9: HR Actions Permissions
LESSON SUMMARY

Unit 3
Lesson 3
Managing Proxy Rights
LESSON OBJECTIVES
Proxy Management
Proxies are useful in verifying configuration and permissions in Employee Central. Use proxy
access to quickly test how the system behaves for different users and roles without manually
logging in and out of different user accounts. There are typically two roles in a proxy:
1. The account holder who owns the account and has the right to view and edit information.
2. The proxy who can act on behalf of the account holder. With proxy rights you can use
Proxy Now to open, view, edit, or send any item in the solutions for which the user has
permission.
An additional setting is available for Employee Central and Employee Profile Data. When
Private Data for Proxy Account Holder is deselected, the proxy doesn't have access to People
Profile blocks containing sensitive information, such as:
● Talent blocks

System administrators control how proxies are assigned and who can assign them.
Proxies can be restricted to a specified time range. You can add a start date, end date, or
both. The assigned proxy can only access the target user account during the specified time
range. A time range can be set for new or existing proxy assignments, using either Proxy
Management or Proxy Import. Time ranges cannot be set when you assign a proxy in personal
user settings. Time ranges can only be added by an administrator.
To learn more about proxy management, visit the Explore SAP SuccessFactors Platform
course.
LESSON SUMMARY

UNIT 4 Managing Foundation Data
Lesson 1
Introducing Foundation Objects 37
Lesson 2
Using Picklists 53
Exercise 3: Create Custom Picklists 55
Lesson 3
Creating Foundation records 60
Exercise 4: Add a New Location 67
Exercise 5: Add a New Business Unit 69
Exercise 6: Add a New Division and Department 71
Exercise 7: Import Organization FO Records 73
UNIT OBJECTIVES
● Describe Foundation Objects

● Classify the standard Foundation Objects
● Describe Foundation Object relationships
● Create a Picklist
● Learn the tools for managing foundation records
● Create new records

Unit 4: Managing Foundation Data

Unit 4
Lesson 1
Introducing Foundation Objects
LESSON OBJECTIVES
Foundation Objects Overview

Employee Central Structure and Foundation Objects
Figure 10: Foundation Object
SAP SuccessFactors Employee Central has a fundamental corporate and employee data
structure. Corporate data includes information about the company's organization, pay, and
job structures. The data is organized in different data tables or objects. Objects that hold
company-specific data are called Foundation Objects. These must be built before any
employee data can be added to the system. Employee Central comes with standard
predelivered objects which can be customized to meet the customer requirements.
Foundation Objects are either XML-based or MDF-based.
XML-based Foundation Object (also called Legacy) structures are contained in Corporate
Data Model and Country-Specific Corporate Data Model. Both data models can be exported
and imported from the Admin Center.
MDF-based (Metadata Framework) Foundation Object structures are directly configured in
the Configure Object Definition tool without XML intervention.
In the image, the lists of standard Foundation Objects are categorized into organization-
related, pay-related, job-related, and others. It is also color-coded to indicate if the object is
XML-based (orange) or MDF-based (blue).

Foundation Object Permissions

For administrators to manage Foundation Objects make sure permissions in the following
permissions categories are selected:
● MDF Foundation Objects
Custom Generic Objects

The standard Foundation Objects predelivered by SAP SuccessFactors are customizable.
However, some customer requirements may be too complex for the standard objects.
Custom generic objects can be created using Meta Data Framework to support additional
business processes.

Lesson: Introducing Foundation Objects
These custom objects can maintain and store additional information and attributes for the
company and people in the organization. For example, a customer that needs to add more
hierarchy levels in the organization than SuccessFactors can deliver will create a custom
object to provide an accurate representation of their organization in Employee Central.
Custom objects are configured with these common characteristics:
● It may or may not be effectively dated.
● It may or may not be secured.
● It may or may not be associated with another object.
● It may or may not be available for self-service.
To learn more about creating custom generic objects, visit Explore the SAP SuccessFactors
Platform course.
XML-Based (Legacy) Foundation Objects

The Corporate Data Model (CDM) defines the structure for the XML-based Foundation Data
you see in the system. Your consultants have defined the attributes, labels, and custom fields
based on your organization's specific requirement. With appropriate permissions, you can
download the XML file from Import/Export Corporate Data Model in the Admin Center.
You can see an example of the location structure in the CDM and how it looks in the user
interface.
Figure 11: Example: Location data structure in CDM

Figure 12: How location is displayed in the UI
MDF-Based Foundation Objects
Figure 13: Example: Legal Entity data structure
In the figure, you can see a sample of the Legal Entity data structure and how it is displayed
for the end-users. MDF -based Foundation Objects have been configured by your
implementation consultants based on your specific business requirement. With proper
permissions, you can access the Configure Object Definition where you can manage the object
definition.
Manage Data is where you can collect and enter the legal entity records.

Standard, Custom, and Country-Specific Fields (CSF)
Every Foundation Object, whether XMl or MDF-based, has standard and custom fields.
Additionally, several FO have country-specific fields, which allow you to collect locally relevant
data.
During configuration workshops, you will determine with your Implementation Partner the
following decisions around Foundation Objects:
● If you will use the field (this relates to visibility). As the customer, you can turn off pre-
delivered fields that are not relevant to your business.
● The Labels that will display for these fields.
● Whether or not the fields are required.
● If certain fields have pre-defined value choices or picklists.
● Any additional global information needed for your business can be achieved through
custom fields. With custom fields, you can determine:
- The type of data that will be stored in this field (open text, number, decimal, date).
- The Labels that will display for these fields.
- Whether or not the fields are required.
- If certain fields have pre-defined value choices or picklists.
● If you need to capture specific data for certain countries, you can use country-specific
fields. Some SAP SuccessFactors' pre-delivered fields are country-specific, and you can
also use custom fields. These fields will only display for the country or countries for which
they are configured.
Organization Data
Some Foundation Objects are classified as organization data. These records are the building
blocks of the organization. Not only do you populate these records, but by using associations,
you also mimic the organization’s structure.

Legal Entity
The Legal Entity object stores all legal entities of a company. Each Legal Entity can only
belong to one country, and that country determines the employee’s country. The legal entity
object comes with standard fields. SAP SuccessFactors also provides standard country-
specific fields (CSF) for legal entity. The CSF appears based on the selected country field
value. The fields that you see in your production environment is based on what has been
configured by your implementation consultants.
Business Unit

A Business Unit is the level of the organizational hierarchy lower than the Legal Entity. It is the
Business area of the company, representing one operating unit or the business function
within the Company (not geographical).
Division
The Division object stores information for all divisions within a company. You can create
division hierarchies using the Parent Division field. In this example, the healthcare division is
associated to Corporate Healthcare business unit. The fields and associations that you see in
your production environment is based on what has been configured by your implementation
consultants.
Department
The department object has similar properties to the division object. The department object
stores information for all departments within a company. You can create hierarchical
departments using the Parent Department field. In this example, Sales department is
associated to Industries and Enterprises divisions. The fields and associations that you see in
your production environment is based on what has been configured by your implementation
consultants.

Location
The location object 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 format is defined by the 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 contain 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
the 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 classification for Foundation Objects. Job Data provides repeatable job
codes to assign to employees and can store job-specific data like Full-Time and Employee
Class.
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 belongs to the Job
Function: Engineering (ENG).
Pay Data and Other Foundation Objects

Pay Data is the third classification of Foundation Objects and provides compensation-related
data such as 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 the 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).
● The 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 payout occurs for a Pay Component.

Other Foundation Objects

The final classification of Foundation Objects is referred to as “Other”, are maintained in the
Corporate Data Model. These include Event Reasons, Workflow Configurations, and Dynamic
Roles. To create records for these objects, use the Manage Organization, Pay, and Job
Structures tool in the Admin Center. You will learn about these Other Foundation Objects in a
later unit.
Foundation Object Associations

Associations with Foundation Objects (FO)
Associations enable you to define relationships between Foundation Objects and their
records. The associations are built in the Foundation Object configurations, on the MDF
object, or within the XML. Once the association is built, the records are linked together. The
associations you see in your production environment are configured by your implementation
consultants based on your business requirement.
Foundation data provides the underlying information for employee records. Any Foundation
Object associations must also be aligned with the employee data. The choices that you see on
the different lists will be restricted based on the relationships and hierarchies that were built.
This makes it easier for the person working on the employee file to find the correct value and
ensures the information complies with the defined hierarchy.
For example, ACE Corp has 30 locations worldwide. Only 13 of these locations are within the
United States. The association between the Legal Entity and the Location object establishes

the relationship between the records. The 13 US location records are connected to the United
States Legal Entity (ACE_USA).
The relationship between the legal entity and location records must be aligned in the
employee data structure. For example, when the employee is moved to Ace USA Legal Entity,
only the 13 US locations will display as options, even though we have 30 active location
records in the system.
In the figure, you can see that the San Mateo office is linked to the ACE_USA Legal Entity.
When you change an employee’s company to ACE_USA, you can only select a location
associated with ACE_USA.
Propagating Employee Data

Foundation records are often used to propagate employee records using business rules to
simplify data entry.
Using business rules, you can use the information in the foundation record to auto populate
fields in the employee files. For example, your company is hiring multiple employees with the
same job classification. During the new hire process, the HR admin selects Job
Classification: Engineer (ENG). A business rule can be configured to copy the
information from the FO record to automatically fill in subordinate fields like Job Title, Pay
Grade, Regular/Temporary, etc, in Job Information.

Propagation makes it easier for HR Administrators and Managers to complete new hires or
data changes to existing employees, without having to look up details like the standard pay
range for certain job classifications. The propagation rules in your production environment
are created by you implementation consultants specifically for your business need.
If fields are set as editable, the auto-populated values can still be overwritten.
LESSON SUMMARY

Unit 4
Lesson 2
Using Picklists
LESSON OBJECTIVES
Picklists
Figure 14: Example: Cascading Picklists
Picklists are lists of values defined in the instance which can be referenced in Foundation or
HR objects. A picklist is a configurable set of options from which a user can select, typically in
a drop-down menu or smart search list. You can define the picklists used in your system to
limit the values a user can enter in a form, preventing them from entering an invalid value.
Picklists can also have a “parent-child” relationship, in which options in the child picklist are
associated with options in the parent picklist. These are also called “cascading picklists”.
For example, when users choose a company car, they might need to select a model from a
specific make. Rather than have one exceptionally lengthy list of all the available car models,
you want the options in the model picklist to depend on the car make’s selection. If a user
chooses Audi as the car maker, they get to choose the model specific to the Audi; if they
choose Ford, the model will also be limited to Ford models, etc.
To do this, you would set up the Car Make picklist as the “parent” and each corresponding Car
Model picklist as its “children”.
Picklists are managed individually using the Picklist Center or en masse using Import and
Export Data.

As an administrator, you can manage picklists using the Picklist Center. To do that, you will
need Picklist Management and Picklist Mappings Set Up permissions.
Permissions for Managing Picklists

● Metadata Framework → Configure Object Definitions
● Metadata Framework → Import Permission for Metadata Framework
● Manage System Properties → Picklist Management and Picklists Mappings Set Up
To learn more about Picklists, visit the Explore the SAP SuccessFactors Platform course.

Unit 4
Exercise 3
Create Custom Picklists
In this exercise, you will create two new custom Picklists.
Simulation
For more information on this topic please view the simulation in the lesson Using
Picklists in your online course.
1. Use Action Search to navigate to Picklist Center.
2. Choose Create New (+ sign).
3. Create two new picklists based on the following tables.

Picklist 1:
● Code: Scope
● Name: Scope
● Start Date: 01/01/1990
● Add Picklist Values
- External Code: global
- Label: Global
- External Code: local
- Label: Local
Picklist 2:
● Code: region
● Name: Region
● Start Date: 01/01/1990
- External Code: NAM
- Label: North America
- External Code: EMEA

- Label: Europe and the Middle East
- External Code: APAC
- Label: Asia and Pacific
4. Save your picklists.

Unit 4
Solution 3
Create Custom Picklists
In this exercise, you will create two new custom Picklists.
Simulation
Picklists in your online course.
1. Use Action Search to navigate to Picklist Center.
2. Choose Create New (+ sign).
3. Create two new picklists based on the following tables.

Picklist 1:
● Code: Scope
● Name: Scope
● Start Date: 01/01/1990
- External Code: global
- Label: Global
- External Code: local
- Label: Local
Picklist 2:
● Code: region
● Name: Region
● Start Date: 01/01/1990
- External Code: NAM
- Label: North America
- External Code: EMEA

- Label: Europe and the Middle East
- External Code: APAC
- Label: Asia and Pacific
4. Save your picklists.

Lesson: Using Picklists
LESSON SUMMARY

Unit 4
Lesson 3
Creating Foundation records
LESSON OBJECTIVES
Foundation Objects vs. Foundation Object Records
Foundation Object is the structure of the corporate information, it defines the fields, labels,
the attributes of each object. To customize this structure, you will use the Corporate Data
Model and Country-Specific Corporate Data Model for Legacy (XML-based) Foundation
Objects. While Configure Object Definition tool allows you to access the structure of MDF-
based Foundation Objects.
Foundation Object records or simply foundation data are the information stored in these
objects.
Administrators can create records for both MDF and Legacy (XML-based) Foundation
Objects. The table shows the different tools that you can use for managing Foundation Object
structure and foundation records.
FO Administration
Table 3:
Foundation Object Tools for Managing Tools for Managing Tools for Managing
Type Object Structure Individual Records Records in bulk
MDF-based FO Configure Object Def- Manage Data Import and Export
initions Data

Lesson: Creating Foundation records
Foundation Object Tools for Managing Tools for Managing Tools for Managing
Type Object Structure Individual Records Records in bulk
XML-based FO Corporate and Coun- Manage Organiza- Import Foundation
try-Specific Corpo- tion, Pay and Job Data
rate Data Models Structures
Administrators can add, delete, and update records individually or en masse.
Effective-dated Records
Effective dating means that EC can maintain historical records 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. End dates, though not typically visible in the UI, are automatically created in
the system and cannot be altered by administrators.
Figure 15: Example: Effective-dated record
In the example, the start date of the active record is January 8, 2016. This means that the
original dated entry (January 1, 1990) ended on January 7, 2016.
You can click on any historical record in the system and see exactly what data is stored for
that period.
The system records the changes between updates using cross-outs. Most foundation data
are effective dated, indicated by Effective as of or Start Date.
Admin Tasks
With proper permissions, you can manage foundation data and complete the following tasks:
● Create a new record
● Modify an existing record, using Insert New Record . Effective date can be in the past,
present, or future.
● Make a correction to current or historical record.
● Permanently delete an entry for past, present, or future records.

The system records which users made the changes and when.
Tools for Managing Records Individually

Manage Organization, Pay, and Job Structures
To create or manage existing XML-based records you can use the Manage Organization, Pay
and Job Structures. This tool has three different parts.
1. The Search drop-down menu allows you to open an existing foundation data. For example,
Location.
2. 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.
3. To create a new record, use Create New .
Manage Data
To create or manage existing MDF-based records you can use Manage Data.

1. The Search dropdown menu allows you to open an existing record. For example, Legal
Entity.
2. 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.
3. To create a new record, use Create New .
Tools for Importing Records

Import Foundation Data
The Import Foundation Data is used for importing XML-based records. Whether creating new
or updating existing records, the import file must match the object configuration, hence, you
must use the appropriate template.
The import Foundation Data doesn't allow you to download the existing foundation records. If
you want to extract the existing XML-based records, you must use the reporting tool, Report
Center → Table Report → Single Domain → Foundation Objects.
High-level steps in using the Import Foundation Data tool:

1. Download the CSV template for the corresponding Foundation Object. The CSV template
matches the configuration of the data structure in the system; therefore, two customer
instances could have different templates.
2. Select the object you're importing. It is vital to take note of any associations that have
been configured between the objects. The order of your import depends on whether the
records have dependencies. For example, if a location is associated with a legal entity
record, before importing the location, you must first ensure the corresponding legal entity
record exists in the system.
3. Select between Full Purge or Incremental Load. Full Purge is used for initial data
uploads or if you intend to fully replace the records. Incremental Load adds to existing
data into the system.
4. The recommended File Encoding is Unicode (UTF-8) , which supports the most
languages.
5. Use Validate Import File Data to check if your file passed the system validation. You can
use the Scheduled Job Manager to check validation results of imports exceeding real-time
threshold.
6. Select the file and import when you encounter no errors.
Import and Export Data

The Import and Export Data is used for importing and downloading MDF-based records.
Same as its XML-based counterpart, you must download the appropriate template to match
the data object definition. Unlike Import Foundation Data, the Import and Export Data allows
you to download existing MDF-based records.
The options in the tool depends on the action you selected to perform.
To download a template:
1. Select Generic Object: Choose the record that you will import.
2. Include dependencies: Choose Yes, to include templates for object associations,

otherwise No.
3. Include Immutable IDs: Immutable IDs are database numbers. Not required for import.
4. Exclude reference objects: Choose Yes to exclude unrelated, non-dependent objects. Only
visible if Include dependencies are set to Yes.

5. Key Preference: Either Business Key (set of fields that identify the record) or External
Code.
6. Hide External Code: Visible only when Key Preference is set to Business Key.
7. Identity Type: User ID or Assignment ID.
Select Import Data as the action to perform when you are ready to import the file.
1. Select Generic Object: This refers to all MDF-based objects in the system. Choose the
record that you will import.
2. File: Browse for the CSV file.
3. File Encoding: Unicode (UTF-8) supports most language encoding.
4. Purge Type: Incremental Load or Full Purge.
5. Suppress redundant Date-effective Records: Eliminates redundant entries to improve

performance.
6. Key Preference: Either Business Key (set of fields that identify the record) or External
Code.
7. Use Locale Format: Choose to set dates and numbers format on the file - Locale: Visible
only when Local format is set to Yes.
8. Enable Decimal Rounding: If you want to round decimal values.
9. Identity Type: User ID or Assignment ID.
10. The Validate Import File button ensures that the import headers match and that the CSV
file you are attempting to upload contains valid data. We recommend that you use this
button before any import.
11. View the result from Scheduled Job Manager.
12. Import to complete the upload process.


Unit 4
Exercise 4
Add a New Location
In this exercise, you will add a new location (Berlin Office).
Simulation
Creating Foundation records in your online course.
1. Use Action Search to navigate to Manage Organization, Pay, and Job Structures.
2. Choose Create New → Location
a. Effective as of: 1/1/1990
b. Code: DU_BER
c. Standard Hours: 35
d. Name: Berlin Office
e. Status: Active
f. Business Address:
i. Country: Germany
ii. Address 1: Rosenthaler Strasse 30
iii. Town: Berlin
iv. Postal Code :10178
3. SelectSave - OK
4. Verify that the new Location was saved by searching Manage Organization, Pay, and Job
Structures.

Unit 4
Solution 4
Add a New Location
In this exercise, you will add a new location (Berlin Office).
Simulation
2. Choose Create New → Location
a. Effective as of: 1/1/1990
b. Code: DU_BER
c. Standard Hours: 35
d. Name: Berlin Office
e. Status: Active
f. Business Address:
i. Country: Germany
ii. Address 1: Rosenthaler Strasse 30
iii. Town: Berlin
iv. Postal Code :10178
3. SelectSave - OK
4. Verify that the new Location was saved by searching Manage Organization, Pay, and Job
Structures.

Unit 4
Exercise 5
Add a New Business Unit
In this exercise, you will add a new Business Unit (Storage).
Simulation
1. Use Action Search to navigate to Manage Data.
2. Choose Create New → Business Unit
a. Start Date: 1/1/1990
b. Business Unit Code: ACE_STOR
c. Business Unit Name: Storage
d. Status: Active
3. SelectSave - OK.
4. Verify that the new Business Unit was saved by searching Manage Data.

Unit 4
Solution 5
Add a New Business Unit
In this exercise, you will add a new Business Unit (Storage).
Simulation
2. Choose Create New → Business Unit
a. Start Date: 1/1/1990
b. Business Unit Code: ACE_STOR
c. Business Unit Name: Storage
d. Status: Active
3. SelectSave - OK.
4. Verify that the new Business Unit was saved by searching Manage Data.

Unit 4
Exercise 6
Add a New Division and Department
In this exercise, you will add a new division and department.
Simulation
2. Choose Create New → Division.
a. Effective Date: 1/1/1990
b. Code: SH
c. Name: Storage and Housekeeping
d. Status: Active
e. Business Unit: Storage
3. Select Save - OK
4. Choose Create New → Department.
b. Code: STOR_ENG
c. Name: Storage Engineering
d. Status: Active
e. Division: Storage and Housekeeping
5. Select Save - OK

Unit 4
Solution 6
Add a New Division and Department
In this exercise, you will add a new division and department.
Simulation
2. Choose Create New → Division.
b. Code: SH
c. Name: Storage and Housekeeping
d. Status: Active
e. Business Unit: Storage
3. Select Save - OK
4. Choose Create New → Department.
b. Code: STOR_ENG
c. Name: Storage Engineering
d. Status: Active
e. Division: Storage and Housekeeping
5. Select Save - OK

Unit 4
Exercise 7
Import Organization FO Records
In this exercise, you will upload new cost centers for the new Storage Business.
Simulation
1. Use Action Search to navigate to Import and Export Data (Import Foundation data).
2. Choose Download template from action to perform.
3. Choose Cost Center from generic object list. Select No to dependencies. Leave other
default settings as is.
4. Select Download.
5. Use the information in the table to fill out the template.
Table 4:
effectiveS- external- name.de- descrip- effectiveS- paren- costCen-
tartDate Code faultValue tion.de‐ tatus tCostCen‐ terManag‐
faultValue ter er
Start Date Code Default Default Status
Value Value
01/01/199 50000 Storage Storage A
0
0 Exec Office Executive
Office
0 Sales Sales
0 Prod Devt Product
Develop-
ment
0 Cust Suc- Customer
cess Success
0 Support Support


tartDate Code faultValue tion.de- tatus tCostCen- terManag-
faultValue ter er
Value Value
0 Cons Serv- Consulting
ices Services
0 Impl Serv- Implemen-
ices tation
Services
6. Save the file.
7. In Import and Export Data tool, choose Cost Center as the Generic object. File Encoding:
Unicode (UTF-8). Purge Type: Incremental Load.
8. Leave the other default selection as is.
9. Select Validate. Choose View Result to find the validation result.
10. If all goes well in the validation result, choose Import.
11. Verify that the new Cost Centers were saved by searching Manage Data.

Unit 4
Solution 7
Import Organization FO Records
In this exercise, you will upload new cost centers for the new Storage Business.
Simulation
1. Use Action Search to navigate to Import and Export Data (Import Foundation data).
2. Choose Download template from action to perform.
3. Choose Cost Center from generic object list. Select No to dependencies. Leave other
default settings as is.
4. Select Download.
5. Use the information in the table to fill out the template.
Table 4:
tartDate Code faultValue tion.de‐ tatus tCostCen‐ terManag‐
faultValue ter er
Value Value
0
0 Exec Office Executive
Office
0 Sales Sales
0 Prod Devt Product
Develop-
ment
0 Cust Suc- Customer
cess Success
0 Support Support


tartDate Code faultValue tion.de- tatus tCostCen- terManag-
faultValue ter er
Value Value
0 Cons Serv- Consulting
ices Services
0 Impl Serv- Implemen-
ices tation
Services
6. Save the file.
7. In Import and Export Data tool, choose Cost Center as the Generic object. File Encoding:
Unicode (UTF-8). Purge Type: Incremental Load.
8. Leave the other default selection as is.
9. Select Validate. Choose View Result to find the validation result.
10. If all goes well in the validation result, choose Import.
11. Verify that the new Cost Centers were saved by searching Manage Data.

LESSON SUMMARY


UNIT 5 Managing HR Data structure
Lesson 1
Introducing Employee Data 81
UNIT OBJECTIVES
● Examine the employee data structure

● Describe the different HR Objects
● Identify Country-Specific Fields
● Describe Effective Dating for Employee Data

Unit 5: Managing HR Data structure

Unit 5
Lesson 1
Introducing Employee Data
LESSON OBJECTIVES
Employee Central Structure and Employee Data
Figure 16: HR Object
As you learned earlier, SAP SuccessFactors has a fundamental corporate and HR data
structure. HR Objects store employee-specific information, both personal and employment
information. Like foundation data, HR information is organized in different data tables or
objects.
The standard predelivered HR objects are found in the Succession Data Model (SDM). SAP
SuccessFactors also provides a standard Country-Specific Succession Data Model (CSF-
SDM) to organize locally relevant employee information.
As an administrator with proper permissions, you don't need the data models to configure the
data structure. The Business Configuration UI allows you to manage the structure of the HR
objects without XML intervention.
Manage Business Configuration Tool

The Manage Business Configuration tool also known as Business Configuration UI (BCUI)
enables consultants and administrators alike to update the Succession Data Model and
Country Specific Succession Data Model without XML intervention.
As an Admin, you can use BCUI to update the Succession Data Model, Country/Region
Specific Succession Data Model, Person Type Elements, HRIS Sync Mapping, Employee
Profile configurations and Filters by performing tasks like:
● Relabel HR objects and fields

● Add or change translations

● Add standard and custom fields
● Set field properties
● Assign business rules
Changes made through Business Configuration UI synchronizes to Succession and Country-

specific Succession Data Models. In the same manner, changes made to the data models are
reflected in BCUI after uploading the data models back to the system.
Getting Started with BCUI

The Succession and Country-Specific Succession Data Models must be uploaded initially
during implementation before the BCUI can be used.
The following permissions are required to use Manage Business Configuration tool:
● Manage Business Configuration
● Metadata Framework
Navigating the BCUI
The Business Configuration UI has several sections. For managing HR data structure, most of
the configurations will likely be in the Employee Central → HRIS Elements section. Refer to
the image and it's description to know more about each section:
1. Employee Central: Here, you’ll find the HRIS elements and country-specific elements
included in the Data Models. HRIS elements are reflected as blocks in People Profile.
2. Employee Profile: Here, you’ll find standard elements and userInfo elements that are used
for the talent modules.
3. Filters: Here you can create a dynamic group filter that can be used as criteria for creation
permission groups.
4. Take Action: This is where you can initiate the edit mode.

Lesson: Introducing Employee Data
5. Set the Label and Default label of the HRIS element.
6. Enable or disable the element.
7. Set the field label.
8. Enable/disable or set other field properties.
9. Assign business rules to the element.
The Employee Central section displays all standard person and employment data structure.
The system has built-in validations and warns users when certain actions are not allowed. You
can also use the Check Tool to validate and identify configuration issues in BCUI and take
corrective action.
BCUI doesn’t have an undo feature. Changes made via Business Configuration UI updates the
Succession and Country Specific Succession Data Model. At the same time, importing the
data models trigger the Synchronize Business Configuration job.
As an administrator, you can manage and monitor the Synchronize Business Configuration
job using the Scheduled Job Manager in the Admin Center.
For more information related to Business Configuration, please check out the related
Implementing and Managing Business Configuration guide in the SAP Help Portal: http://
help.sap.com/cloud4hr
HRIS Sync Mappings
Several SAP SuccessFactors applications utilize User Data Tables from the Employee Profile
section instead of the HRIS Elements of Employee Central. As Employee Central is the core
HR system of record for SAP SuccessFactors, it is vital to ensure employee data used by
other talent solutions are accurate and consistent with the data stored in Employee Central.
Human Resource Information System (HRIS) Sync is the data synchronization from
Employee Central to User Data Tables. HRIS Sync is a one-way (unidirectional) sync of EC
data to populate the talent data to support the other modules of SAP SuccessFactors. Several
HRIS fields are by design hard coded to synchronize to standard user data fields.
Using the BCUI, you can define additional HRIS Sync mappings for standard elements, user
info elements, and user info record key elements. With these mappings, you can establish a
relationship between these elements and HRIS fields. You can define mappings for both
standard and custom HRIS fields.

The HRIS Sync Mappings section in Business Configuration UI allows you to add/edit and
delete field mappings. Any changes made to this section will reflect in the HRIS field mapping
at the element level.
To learn more about HRIS Sync Mappings, visit the Configure Employee Central Core course.
Dynamic Group Filters (DG-Filter)

Business Configuration UI allows you to add new filters that can be used when defining
permission groups. The Dynamic Group Filter (DG-Filter) in BCUI makes it a lot easier when
you like to add Employee Central Fields to the standard criteria used for creating permission
groups.
Here are the high-level steps for adding a dg-filter:
1. Go to Filters → Dynamic Group Filters → DG Filters.
2. Select Details .
3. Select the HRIS Element that you would like to reference.
4. Select Details and the HRIS Field that you want to use as a category. Make sure the HRIS
field is enabled and visible.
5. Select Save. You may need to log out and log back in before the field is visible as a
category in Manage Permission Groups.
Personal Information
Personal information is employee data independent of employment, such as date of birth,
nationality, etc. Personal information is organized in different HR objects or HRIS-elements.
Employee Central provides standard pre-delivered person objects to store personal
information to meet various country-specific legal requirements, provide emergency contact
information for an employee, provide work permit and visa information, and so on.
The table summarizes the standard person objects and their characteristics.
Table 5: Person Objects

HRIS Elements People Profile Effective-dated Include Country- Workflow Sup-
Block Specific Fields port
nationalIdCard National ID Card No Yes Yes
homeAddress Addresses Yes Yes Yes
personalInfo Personal Infor- Yes Yes (configured Yes
mation in globalInfo)
globalInfo Personal Infor- Yes Yes Yes
mation
personInfo Biographical In- No No No
formation
phoneInfo Contact Informa- No No No
tion
emailInfo Contact Informa- No No No
tion

HRIS Elements People Profile Effective-dated Include Country- Workflow Sup-

Block Specific Fields port
imInfo Contact Informa- No No No
tion
emergencyCon- Personal Con- No No No
tactPrimary tacts
personRelation- Dependents Yes Yes Yes
shipInfo
workPermitInfo Work Permit Info No No Yes
Personal information is displayed and organized in People Profile as blocks.
National ID Information
The National ID Card (nationalIdCard) is a non-effective-dated HRIS Element that stores

country-specific identification.
Home Address
The Addresses (homeAddress) is an effective-dated HRIS Element that stores country-

specific address information.

Personal Information and Global Information
Personal (personalInfo) stores basic demographic information and Global Information

(globalInfo) stores country-specific demographic data. Although configured separately as
HRIS elements, it is displayed in the same block. Both are effective-dated.
Person Information (Biographical Information)
Person Information (personInfo) also is a non-effective-dated HRIS Element that stores

biographical information.
Work Permit

Work Permit (workPermitInfo) is a non-effective-dated HRIS element that stores work

eligibility documents such as passports or visa information.
Email, Phone, and Social Accounts Information
Email (emailInfo), Phone (phoneInfo), and Social Accounts (imInfo) are non-effective-dated
HRIS elements that store contact details. Although configured separately, it is displayed in the
same block.
Emergency Contact Information
Emergency Contacts (emergencyContactPrimary) is a non-effective-dated HRIS element that

stores emergency contact details.

Dependents
Dependents (personRelationshipInfo) is an effective-dated HRIS Element that stores

dependent information.
Employment Information
Employment information is employee data relevant to the employee's role within the
company. This information may change as the employee moves through the organization
during the employee lifecycle.
SAP SuccessFactors Employee Central provides standard, pre-delivered employment objects
to store employment-specific details to meet country-specific legal requirements, provide
organization and compensation information about the employee, and so on.
The table summarizes the standard employment objects and their characteristics.
HRIS Elements People Profile Effective-dated Country-Specific Workflow Sup-

Block Field Support port
jobInfo Job Information Yes Yes Yes
and Organization
Information
jobRelationsInfo Job Relation- Yes No Yes
ships
employmentInfo Employment De- No Yes Yes
tails
compInfo Compensation Yes Yes Yes
Information
payComponen- Compensation Yes No Yes
tRecurring Information
payComponent- Spot Bonus No No Yes
Nonrecurring

Employment information is displayed and organized in People Profile as blocks.
Job Information
Job Information (jobInfo) is an effective-dated HRIS Element that stores job-related

information. Job Info supports country-specific fields. Although configured in a single HRIS
element, this is displayed in two blocks, Job Information and Organization Information.
Job Relationships
Job Relationships (jobRelationsInfo) is an effective-dated HRIS Element that stores other

hierarchical and non-hierarchical job relationships of employees.
Employment Details
Employment Details (employmentInfo) is a non-effective-dated HRIS element that stores

hiring and termination data. This element supports country-specific fields.

Compensation Information and Pay Component Recurring
Compensation Information (compInfo) is an effective-dated HRIS element that stores

compensation-related data. It supports country-specific field configuration. Pay Component
Recurring (payComponentRecurring) stores recurring pay components assigned to
employees. Although configured separately, both are displayed in the same block.
Pay Component Non-Recurring
Non-Recurring Pay Component (payComponentNonrecurring) is a non-effective dated HRIS

element that stores one-time or spot payments.
Country-Specific Fields
If you work at a global corporation, Employee Central makes it easy by providing country-
specific fields. The Legal Entity assigned to the employee determines the country relevant
fields on employment information. For example, if you hire an employee to work for ACE
Netherlands, the system will display the country-specific fields for Job Information relevant to
Netherlands. You can configure country-specific fields in BCUI such as home addresses,
global information, job information, etc. :
For personal information such as home address and global info, the country field determines
the relevant fields to display for the employee.

Note:
The standard Country-Specific Succession Data Model used for implementation
provides pre-configured country-specific fields for more than 100 countries.
LESSON SUMMARY


UNIT 6 Managing Employee Records
Lesson 1
Updating employee data in People Profile 95
Lesson 2
Adding a new employee 98
Exercise 8: Add a New Employee 103
Lesson 3
Importing Employee Data 108
Exercise 9: Add New Employees via Import 117
Lesson 4
Making Mass Changes 122
Exercise 10: Setup a Mass Change 125
Lesson 5
Terminating Employees and Redistributing Remaining Direct Reports 128
Exercise 11: Terminate Employee and Redistribute Remaining Direct Reports 131
UNIT OBJECTIVES
● Update employee data in People Profile

● Add new employee using hire wizard
● Import Employee Data
● Identify steps in exporting employee data
● Describe Centralized Services
● Execute a mass change
● Terminate an employee and redistribute remaining direct reports

Unit 6: Managing Employee Records

Unit 6
Lesson 1
Updating employee data in People Profile
LESSON OBJECTIVES
Employee Data Maintenance

Maintaining employee records has never been easier with the easy-to-navigate People Profile.
As you learned earlier, role-based permissions are vital in defining who can access whose
data. As an administrator with full permissions, there are several ways to update and initiate
employee data changes. In this lesson, you will learn how to manage data using the
employee's profile.
To initiate employee changes, navigate to the individual's profile. Users with edit permissions
to the non effective-dated blocks such national ID Card can click the pencil icon to open the
block in edit mode.
Users with full permissions to effective-dated blocks such Home Address have several ways
to initiate changes.

Clicking on the Pencil Icon allows you to insert a new dated entry into the Employee’s file. If
Event Reason Derivation is enabled, then they will be determined based on the change being
made. Each new record added to the employee’s file must be connected to a date in the past,
present, or future. This action can trigger an approval process, which will need to be
completed before the record is active in the system.
The Insert New Record bypasses workflows, even if workflow derivation rules are
implemented. For Job and Compensation Information, manual selection of event and event
reason is required, therefore, users with this privilege need to be familiar with events and
event reasons in their system.
The Edit option in the history UI enables an administrator or user to correct errors in existing
records without triggering an approval. For example, Marcus Hoff moved on January 5, 2023,
but accidentally entered the incorrect zip code. Use the Edit option to correct the zip code.
The record row will show the corrected zip code only; however, you can still see the change
was made in an audit report.
The Delete option must be used sparingly. The delete action deletes a record row, doesn't
trigger an approval and cannot be undone.
Effective Dating
Effective dating means that you have a historical record of data that stores the history of
changes over time. The start date for any record is the first entered date.
Many of the records in EC are effectively dated. Each time you insert a new record, the system
prompts you to provide the effective start date. Understanding and maintaining effective
dates are important because they enable you to create historical, present, and future records.
For example, if Marcus is moving in January, you can add his new address with an effective
date in the future. However, Marcus will not see that change in effect until January.
The system defines the start date for these fields as the effective date and the end date as
December 31, 9999. End dates are only visible in reports and not in the user interface. Upon
entering a new record, the system looks at the effective date and inserts it into the history.
In the effective-dated blocks, the start date is displayed in the UI. The field end date doesn't
appear in the UI but is visible in reports. When you create the initial record in the effective-
dated block, the end date is automatically set to December 31, 9999. Inserting a new record
closes the initial record the day before the new record takes effect.
Watch the video to learn more about Effective dating.

Lesson: Updating employee data in People Profile
Video
For more information on this topic please view the video in the lesson Updating
employee data in People Profile in your online course.
EC Audit Trail
The final layer of EC security is a complete audit trail. The audit trail is available both in the
history of a record and as a table report for records.
The first example is the historical record. To access the recorded history for Jane Miller,
choose Personal Information → Address → History. Then, choose the record that is effective
on November 12, 2012. On the top right, you can see that this record was last modified on
December 13, 2012, by Emily Clark on behalf of Nancy Nash.
The second example is a table report. This report shows the date and time of each record
change and the user who modified it. To create or view Person and Employment Audit Report,
you must log on and have access to Report Center.
The audit trail has the following features:
● It returns all change history for the person and employment objects for each employee
● It is visible in History
● It is available as a table report
LESSON SUMMARY

Unit 6
Lesson 2
Adding a new employee
LESSON OBJECTIVES
New Hire Wizard

New Hire Templates
There are several ways to create a new employee in the system. In this lesson, you will learn
how to use the Add New Employee or New Hire wizard tool from the Admin Center to create a
new employee.
Once an employee signs a contract to work at the company, you need to add them to the
system. The Add New Employee or New Hire wizard is the interface that allows you to capture
initial employee information.
SAP SuccessFactors Employee Central provides a standard hire template that consists of the
following sections:
● Identity includes user basic information such as name, date of birth, and national ID
information.
● Personal Information includes more employee-specific information such as a 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.
Optionally, you can configure a custom hire template to allow for a more flexible interface in
your hiring process. Custom hiring templates can be created for specific hiring scenarios, for
example, contingent workers, interns, or full-time employees. Unlike the standard template,
you can rearrange the blocks, add or remove blocks as needed for the type of employment
you are hiring for, and add custom MDF objects in the hiring template. You will learn more
about the configurable hire templates later in the course.

Lesson: Adding a new employee
Permissions
Permissions for controlling hire and rehire activities are centralized under the Manage Hires
section of Role-Based Permissions. In addition, the Manage Business Configuration section
has permissions to manage hire templates.
Employee Identifiers
When creating new users in the system, it’s important to understand that the SAP
SuccessFactors platform and Employee Central use a variety of unique identifiers that relate
to employees. The following table lists the characteristics of the main IDs for users:
User-ID Person-id External Username

This id is ... the system’s unique the system’s unique The id that a user
identifier to access identifier to access uses to sign in.
the employment data personal data. For ex-
of a person. For example, address, e-
ample, Job History mail, phone, national
Data, Compensation id, etc.
Data, etc.
A user can have ... Multiple employ- Only one person-id- Multiple employ-
ments (Main, Concur- external. This id is ments (Main, Concur-
rent, and Global). used to map person rent and Global).
Each employment is records with multiple Each employment is
associated with a employments (Main, associated with a
unique User-ID. Concurrent, and unique username.
Global) that they are
associated with.
You can ... Manually assign this Either manually as- Manually assign this
ID in the Basic Import sign this ID or have ID in the Basic Import
template. It is a re- system-generated template. It is a re-
quired field. Ids. quired field.

Created when ... A new employee is A new person is de- A new employee is
hired. fined in the system. hired.
Once generated Cannot change this Can change this value Can change this val-
you ... value. in the Biographical ue.
template.
Duplicate Hire Validation Check
After entering the new hire’s identity information and clicking on Next, the system runs a
duplicate check for existing or terminated employee records to see if there is a match based
on the following default criteria:
● Users with matching first name, last name, and date of birth
● Users with matching first name and last name
● Users with matching national ID
If a match exists, choose the action you would like to take. The following actions are available:
● Accept Match: All previous information stored for the employee at the termination date is
copied into the Add New Employee screen. You can update this information as necessary.
● Rehire with new employment: You’ll enter all new employment information. This is useful if
you are rehiring an existing employee into a new Legal Entity, or you need to hide previous
employment information from the current person completing the hiring process.
● Ignore Matches: You’ll enter all new person and employment information.

Note:
You can rehire users with new employment (new User ID) and keep the User ID
of their previous job unchanged. This allows the last employment record to be
isolated from the latest employment record of a user. However, ensure there is
no employment currently active in the system for those users.
Figure 17: Hire/Rehire Configuration
The hire/rehire configuration allows you to customize how the system validates duplicate
users based on your business requirement.
To learn more about using the hire/rehire configuration settings, visit the Managing the
Employment Lifecycle guide in the SAP Help Portal.
Manage Pending Hires
The Manage Pending Hires tool lets you complete the hiring process initiated from Employee
Central, Recruiting, and Onboarding from a single interface, streamlining the process and
increasing productivity. This tool tracks the approval process by displaying pending approval
status and sending back approver status directly on the page. This helps users quickly
identify the status and if any action is needed. The Manage Pending Hires tool supports the
Configurable New Hire wizard if you have hire templates created.
The user records in Manage Pending Hires are classified into:
● Drafts - any saved drafts using the Add New Employee allowing you to easily pick up where
you left off.
● Recruiting - for candidates coming from Recruiting.

● Drafts (Recruiting) - for Recruiting candidates in draft stage.

● Onboarding - for candidates coming from Onboarding.
● Drafts (Onboarding) - for Onboarding candidates in draft stage.
● Drafts (Contingent Worker) - for contingent worker candidates in draft stage.
To learn more about how to use Manage Pending Hires tool, visit the Managing the
Employment Llifecycle guide in the SAP Help Portal
Report No-Shows
When an employee who has been recently hired to a company does not show up for their first
day of work to start their new employment, they must be removed from the active users in the
system. Instead of terminating the new employee, which could cause issues with payroll, you
can report the employee as a No-Show in the system to set their status to inactive. When you
select the action to Report No-Show, a transaction will pop up to fill in details such as No-
Show Date, Reason, and if it is Ok to Rehire this employee.
When saving the action, a new Job Information record is created which begins on the exact
date of hire, which makes sure that the newly hired has not a single active day in the system.
This action relieves having to terminate the employee and having any active work dates. If the
no-show is a manager, and already has direct reports assigned, the admin can reassign those
employees in the same way as on the Terminations page. The Report No-Shows action will
only be available for 30 days after the hire date of the employee.
To learn more about how you can configure a Report-No-Show for hires and rehires, visit the
Managing Employment Lifecycle guide in the SAP Help Portal.

Unit 6
Exercise 8
Add a New Employee
In this exercise, you will add a new employee.
Simulation
Adding a new employee in your online course.
1. Use Action Search to navigate to the Add New Employee tool.
2. Enter the following information in the Identity section:
a. Company: Ace USA
b. Event Reason: New Hire
c. First Name: Michael
d. Last Name: Vorm
e. National ID Information:
i. Country: United States
ii. National ID Card Type: Social Security Number
iii. National ID: 987654321
iv. Is Primary: Yes
3. Click Next or Continue.
4. Enter the following information in the Personal Information section:
a. Contact Information:
i. Email Type: Business
ii. Email Address: [email protected]
iii. Is Primary: Yes
b. Addresses:
i. Address type: Home
ii. Country: United States

iii. Address 1: 123 Main St
iv. City: Philadelphia
v. State: Pennsylvania
vi. ZIP: 19148
6. Enter the following information in the Job Information section:
a. Job Information
i. Business Unit: Global Professional Services
ii. Division: Professional Services
iii. Department: Client Services
iv. Location: Philadelphia
v. Job Classification: Analyst, Professional Services
vi. Supervisor: Stephen Chan
b. Job Relationships
i. Relationship Type: HR Manager
ii. Name: Janice Jones
7. Click Next.
8. You can optionally add Compensation Information. For this tab, click Save.
9. Proxy in as Janice Jones and Stephen Chan to approve the New Hire Request.

Unit 6
Solution 8
Add a New Employee
In this exercise, you will add a new employee.
Simulation
Adding a new employee in your online course.
1. Use Action Search to navigate to the Add New Employee tool.
2. Enter the following information in the Identity section:
a. Company: Ace USA
b. Event Reason: New Hire
c. First Name: Michael
d. Last Name: Vorm
e. National ID Information:
i. Country: United States
ii. National ID Card Type: Social Security Number
iii. National ID: 987654321
iv. Is Primary: Yes
4. Enter the following information in the Personal Information section:
a. Contact Information:
i. Email Type: Business
ii. Email Address: [email protected]
iii. Is Primary: Yes
b. Addresses:
i. Address type: Home
ii. Country: United States

iii. Address 1: 123 Main St
iv. City: Philadelphia
v. State: Pennsylvania
vi. ZIP: 19148
6. Enter the following information in the Job Information section:
a. Job Information
i. Business Unit: Global Professional Services
ii. Division: Professional Services
iii. Department: Client Services
iv. Location: Philadelphia
v. Job Classification: Analyst, Professional Services
vi. Supervisor: Stephen Chan
b. Job Relationships
i. Relationship Type: HR Manager
ii. Name: Janice Jones
7. Click Next.
8. You can optionally add Compensation Information. For this tab, click Save.
9. Proxy in as Janice Jones and Stephen Chan to approve the New Hire Request.

LESSON SUMMARY

Unit 6
Lesson 3
Importing Employee Data
LESSON OBJECTIVES
Employee Import Overview

The Import Employee Data tool allows you to add new employees, update existing employee
records and terminate users.
Figure 18: Import Employee Data
Familiarize yourself to the different sections of the tool:
1. You can download the templates directly from the UI. The Comma Separated Values
(CSV) template matches the configuration of the employee objects in the system. The
download template tool automatically includes all required fields and displays the label of
other enabled fields in alphabetical order. You can choose the optional fields for inclusion
in your import template.
For country-specific configured HRIS elements, you have the option to include CSF fields
or deselect all the countries to download just the base model fields.
2. Selecting an entity allows you to determine which area of the employee file you are
creating. The type of entity you choose must match the template you downloaded.
Depending on the effective dating of the entity you are importing, you may choose
between full purge or incremental load.

Lesson: Importing Employee Data
Full Purge will replace and overwrite the records of employees in your import file. Existing
employee records that are NOT in your import file will not be affected. You only use Full
Purge for initial uploads or if you intend to overwrite records.
Incremental Load will update the employee record. This is used when you want to add,
insert, correct, or delete.
3. File Locale allows you to choose the language and locale for your import. This is especially
important for the date, number, and picklist fields, as the format can change based on the
locale.
4. Validate Import File runs a check to ensure that there are matching import headers and
that the CSV file you are attempting to upload contains valid data. We recommend that
you complete this check before any import.
5. For jobs that are too big or can't be validated directly on the screen, the Monitor Job
redirects you to Scheduled Job Manager to check on the status of the validation or import
and see if there were any errors.
6. Once the file has been validated successfully, and no errors are found, you may now
choose Import to initiate the upload.
Employee Central Entity Import Permission

Use Manage Employee Central Settings to activate Enable Control on Basic User Import in
Role-Based Permissions . When you enable this option, only users who are granted the Import
Employee Data and Basic User Import Permission from Manage User Permission category
can perform the basic import. If this feature is not enabled, then you cannot view or control
the Basic User Import permission.
To define who can perform an import at the entity level, use the following permissions:
1. Then grant the import permission for the selected entity in User Permissions → Employee
Central Import Entities.
2. Enable Administrator Permissions → Employee Central Import Settings → Import

Employee Data
3. Additional permissions to control Employee Central Imports can also be enabled
Table 6: Additional Permissions to control Employee Central Imports

Permission Name Expected Behavior
Import Employee Data Allows user to have access to Import Employ-
ee Data tool
Enable RBP Access Validation for EC Ele- Enable RBP access validation during imports
ments during Imports (Do not enable during
first time import)
Enable workflows for selected entities Workflows assigned to the selected EC im-
port entities are triggered when you’re im-
porting employee data
Enable business rules for selected entities Business rules assigned to the selected EC
import entities are triggered when you are
importing employee data

Permission Name Expected Behavior

Enable execution of rules against NO_OVER- Business rules assigned to the selected EC
WRITE import entities will also update fields that are
marked as “NO_OVERWRITE” in your import
file template
Enable Forward Propagation during Incre- Data is propagated to effective-dated re-
mental Import cords when you’re importing data with the
selected Employee Central Import Entities
Support cumulative update of country/ Country-region-specific data existing in the
region-specific data for global information Employee Profiles is retained when you’re
import in full purge mode importing Global Information in full purge
mode
Add New Employees via Import

New Employee Import Process
When importing new users, the file order matters. The first six files represent the least
amount of data that can be captured for an employee before they can be active in Employee
Central.
Table 7: Import Files

Import File File Description Business Keys
1. Basic User Information Information such as the first Status, User ID, Username,
name, last name, e-mail ID, Firstname, Lastname, Gen-
and so on, is populated in the der, Email, Manager, HR, De-
system. Basic User Im- partment, Timezone.
port creates the "User
Accounts"


2. Biographical Information With Biographical Informa- User ID.Person ID External
(personInfo) tion import, information that can be created using this im-
constitutes the biodata of port.
users, such as the country/
region of birth, region of
birth, person ID, and so on, is
added to user accounts.Per-
sons are created.
3. Employment Information Information such as the em- Hire Date, Person ID External,
(employmentInfo) ployment start date, hire User Id.
date, stock grants, option
grants, and so on, are added
to user accounts.
4. Job History (jobInfo) Information related to em- UserId, Event Date, Event
ployee's function within the Reason, Legal Entity, Busi-
company. ness Unit, Sequence Num-
ber, Job Classification, Man-
ager.
5. Compensation Information Information such as the ap- UserId, Event Date, Event
(compInfo) plicable pay group, pay type, Reason, Sequence Number.
payroll ID, and so on, is added
to user accounts.
6. Personal Information (per- Information such as the first Event Date, First Name, Last
sonalInfo) name, last name, preferred Name, Person ID Externa.l
name, gender, nationality, na-
tive language, marital status,
and so on, is added to user
accounts.
The following files can be imported in any order along with the rest of the supplemental em-
ployee information
Pay Component Recurring Information about recurring UserId, Event date, Pay Com-
pay of an employee (salary ponent, Amount, Currency,
amount, frequency, etc.). Frequency, Sequence Num-
When you import data for a ber.
recurring pay component re-
cord that does not have a
corresponding Compensa-
tion Information record, the
system creates a new Com-
pensation Information to
match the recurring pay
component record.
Pay Component Non-Recur- Information about one-time UserId, Issue Date, Pay Com-
ring or spot bonus. ponent.


Job Relationships Information about hierarchi- UserId, Event Date, Relation-
cal and non-hierarchical em- ship Type, Name.
ployee relationships (HR,
second-manager, and so on).
Always download a template to ensure the import file corresponds to the latest system
configuration.
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.
Note:
There is no import sequence when modifying existing user data.
To learn more about import sequence for rehires and other employment type, visit Managing
Mass Changes in Employee Central guide in the SAP Help Portal.
Import Purge Types

Full Purge
In full purge, the data in the import file replace matching records in the system. Select Full
Purge if you’re importing the data for the first time, or you want to overwrite existing data with
information included in the template. Existing records not included in your import file are
unaffected.
Incremental Load
Incremental load only uploads changes into the system. Incremental loads can be any of the
following:

● Append - An employee is moving from Department A to Department B, starting on

November 1st. 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 1st.
● 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. 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 1 to September 30. 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.
Update Specific Fields via Import

So far, you've learned about two importing modes, Full Purge and Incremental Load. When
you want to update specific fields but retain others selectively, you can use Partial Imports. A
Partial Import is an incremental import that uses &&NO_OVERWRITE&& against fields you do
not want to update.
Fields for the business keys and fields marked with &&NO_OVERWRITE&& will NOT be changed.
While importing data, if the system encounters a field without any value, the system will add
either &&NO_OVERWRITE&&, or null value depending on whether the entity supports partial
import or not.
Unsupported Entities for Partial Imports

If you want to perform a Partial Import while importing data in Incremental Load mode, you
cannot update information for these objects:
● Address
● Work Permit Info
● Job relationships
● Dynamic Role
● Workflow
Delete Employee Data via Import

Employee data can be deleted in Incremental Load by choosing an operation type between
DELETE and DELIMIT. The operation type depends on the entity you are importing.
Use DELETE for the following entities:

● Email Information
● Emergency Contact Information
● Job History
● National ID Information
● Non-recurring Pay Component
● Phone Information
● Social Accounts Information
Use DELIMIT for these entities:

● Addresses
● Global Information
● Job Relationships
● Person Relationships
● Recurring Pay Component
Tips to Import
Here are some tips to prevent the import from failing. Before importing the CSV import file:
● Ensure that all the required fields are entered in the file. Also, verify that the value in each
column is correct/valid.
● Validate that the columns in your import file correspond to the columns in the import
template. If not, you need to download a new import template from Import Employee Data.
● Verify that the field you have enabled for an HRIS-element is valid. To know more about
field configuration, see the Data Object Tables handbook on the SAP Help Portal.
● Check that the fields are configured correctly. For example, if the field is a picklist or an
object-related field, ensure that the related picklist/object is configured to the HRIS-field.
● Check if the failed row has an End Date. If the End Date in the CSV file you’re importing
does not correspond to the End Date value present in the system, importing the CSV file
will lead to an error. While the system calculates the end dates based on the hierarchy of
event start dates, you can remove this value, and try importing the file again.
● Make sure all the effective-dated records for Employees are in a single CSV file. This is
applicable only when importing multiple batches in parallel.
● Details on entity-specific behaviors can be in the Employee Central Mass Changes
handbook in the SAP Help Portal.
Basic Employee Data Export

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, navigate to Employee Export.

To export more detailed employee information, such as Personal Information or Job History, a
table report must be run. Please see the Appendix of this document for more information on
how to work with Table Reports.
Centralized Services
Centralized services is an umbrella term for a collection of specialized services governing
different processes in Employee Central. Centralized Services aim to resolve incompatibilities
to several important functions like business rule execution, identical record suppression,
deleting employee data, validation, etc.
Centralized services regulate the following processes in Employee Central:
● Importing Employee Data – applicable to data imports initiated from Import Employee
Data page and OData API’s
● Saving on History UI – applicable when saving changes in the History UI (clock icon) of a
block in People Profile
● Saving on Editing UI – applicable when saving changes in the Editing UI (pencil icon) of a
block in People Profile
Centralized Services universally support all entities, enabled by default and cannot be
disabled except for the following processes, which can be opted out of in Company System
and Logo Settings tool:
● Changes to Dependents - Applicable for data imports from UI and API and changes on
Editing UI
● Changes to Job and Compensation Info – Applicable to Manager Self-Service UI
● Termination Details – Applicable to Manager Self-Service UI, data imports and API


Unit 6
Exercise 9
In this exercise, you will add two new employees using the import feature in Employee
Central.
Simulation
Importing Employee Data in your online course.
1. Use the Action Search to navigate to the Import Employee Data tool.
2. Next to Select the action you want to perform: choose Download Template.
3. Choose Select an Entity: Basic Import and Generate Template.
4. Navigate to the folder you want to save the CSV file in, and Save.
5. Open the downloaded file in a spreadsheet editor like Microsoft Excel.
6. Input the information given in the table below for two new employees. Note: Only fill out
the fields mentioned below. The rest of the fields can be left blank.
USERID twright jmoire

Username twright jmoire
First Name Timothy Julie
Last Name Wright Moore
Email your email address your email address
Gender M F
Manager cgrant1 cgrant1
Human Resource nnnn nnnn
Department SALES SALES
Job Code ADMIN-1 SALES-MAN
Division IND IND
Location US_DCM US_SFO
Time Zone US/Eastern US/Eastern
Hire Date 12/01/2017 12/01/2017

Default Locale en_US en_US
7. Save the spreadsheet to the same location you downloaded it to.
8. Use the Action Search to navigate to Import Employee Data.
9. Select an Entity: Basic Import.
10. Click Browse to navigate to the updated CSV file.
11. Click Open.
12. Click Validate Import File Data.
13. If there are no errors, click Import.
14. If you received errors during validation, fix the file, and continue to validate until no errors
are found.

Unit 6
Solution 9
In this exercise, you will add two new employees using the import feature in Employee
Central.
Simulation
Importing Employee Data in your online course.
1. Use the Action Search to navigate to the Import Employee Data tool.
2. Next to Select the action you want to perform: choose Download Template.
3. Choose Select an Entity: Basic Import and Generate Template.
4. Navigate to the folder you want to save the CSV file in, and Save.
5. Open the downloaded file in a spreadsheet editor like Microsoft Excel.
6. Input the information given in the table below for two new employees. Note: Only fill out
the fields mentioned below. The rest of the fields can be left blank.
USERID twright jmoire

Username twright jmoire
First Name Timothy Julie
Last Name Wright Moore
Gender M F
Manager cgrant1 cgrant1
Human Resource nnnn nnnn
Department SALES SALES
Job Code ADMIN-1 SALES-MAN
Division IND IND
Location US_DCM US_SFO
Time Zone US/Eastern US/Eastern
Hire Date 12/01/2017 12/01/2017

Default Locale en_US en_US
7. Save the spreadsheet to the same location you downloaded it to.
8. Use the Action Search to navigate to Import Employee Data.
9. Select an Entity: Basic Import.
10. Click Browse to navigate to the updated CSV file.
11. Click Open.
12. Click Validate Import File Data.
13. If there are no errors, click Import.
14. If you received errors during validation, fix the file, and continue to validate until no errors
are found.

LESSON SUMMARY

Unit 6
Lesson 4
Making Mass Changes
LESSON OBJECTIVES
Mass Change Main Concepts
Mass change allows administrators to change the job information and/or job relationships of
multiple employees simultaneously. 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.
Examples of mass changes include changing office locations, corporate restructuring, or
assigning a new manager to a group of employees as a part of an organizational change.
Mass change can only be used when the group of employees is all moving to the same value
(e.g., transferring to the same location to moving to the same manager).
The mass changes tool uses role-based permission role technology to group individuals
together for which the change is occurring.
As a best practice, the administrator making the mass change should test 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 initiator does not have the appropriate role-based
permissions to make changes on behalf of an employee that is part of the mass change, the
system generates a warning message stating that the employee will not be included in the
transaction.
The mass change can be saved a triggered at a later date or triggered immediately. Once the
mass change is run, it will let know if the transaction occurred successfully or if there were
errors. The error message is downloadable as a .csv file.

Lesson: Making Mass Changes
Note:
The Mass Change feature can currently only be used for the Job Information and
Job Relationship Sections.


Unit 6
Exercise 10
Setup a Mass Change
In this exercise, you will correct an employee’s employment information.
Simulation
Making Mass Changes in your online course.
1. Use the Action Search to navigate to Manage Mass Changes.
2. Select Create New.
3. Mass Change Name: Location Change.
4. Under Employee Group, click on Create.
5. Name the new group as Dayton Employees.
6. Under People Pool, choose Location as the Category and choose Dayton.
7. Click on Update under Group Membership.
8. Click on Done.
9. Choose a month from today’s date as the Effective Date.
10. At the Area drop-down menu, select Job Information.
11. At the Field Name drop-down menu, select Location.
12. At the New Value drop-down menu, select a San Mateo.
13. Select Location Change (JOBLOCN) from the second New Value drop-down menu.
14. Select Save and Initiate.

Unit 6
Solution 10
Setup a Mass Change
In this exercise, you will correct an employee’s employment information.
Simulation
Making Mass Changes in your online course.
1. Use the Action Search to navigate to Manage Mass Changes.
2. Select Create New.
3. Mass Change Name: Location Change.
4. Under Employee Group, click on Create.
5. Name the new group as Dayton Employees.
6. Under People Pool, choose Location as the Category and choose Dayton.
7. Click on Update under Group Membership.
8. Click on Done.
9. Choose a month from today’s date as the Effective Date.
10. At the Area drop-down menu, select Job Information.
11. At the Field Name drop-down menu, select Location.
12. At the New Value drop-down menu, select a San Mateo.
13. Select Location Change (JOBLOCN) from the second New Value drop-down menu.
14. Select Save and Initiate.

Lesson: Making Mass Changes
LESSON SUMMARY

Unit 6
Lesson 5
Terminating Employees and Redistributing
Remaining Direct Reports
LESSON OBJECTIVES
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.
It is possible to terminate employees directly from the Take Action menu, provided the
correct role-based permissions have been granted.
The termination screen allows the user to specify end dates, termination reasons, and
whether or not that person is eligible for rehire. You can also deactivate the position the
person holds if position management is turned on.
At the bottom of the termination screen, if the employee being terminated has direct reports,
there are several options for redistributing these reports. You can choose to send all of them
to the upper manager, all of them to a separate manager, or you can individually redistribute
employees.

Lesson: Terminating Employees and Redistributing Remaining Direct Reports
Different approval processes, or workflows, can be attached to different termination reasons.

Role-based permissions can also be used to restrict which termination reasons can be
chosen. For example, if you want managers to only be able to complete voluntary
terminations in the system, you can simply allow them to only view voluntary termination and
retirement event reasons.
The system will automatically deactivate the terminated user based on the last date worked,
as long as all approval processes are completed beforehand.


Unit 6
Exercise 11
Terminate Employee and Redistribute
In this exercise, you will terminate an employee and redistribute the remaining direct reports.
Simulation
Terminating Employees and Redistributing Remaining Direct Reports in your
online course.
1. Search for Penny Welsh in the people search field, and then select her name.
2. Navigate to Employment Information.
3. Click Take Action.
4. Select Terminate/Retire.
5. Select a Termination Date.
6. Select the Inv Elimination of Position from the Termination Reason drop-down menu.
7. Scroll down until you see the Transfer Direct Report section.
8. Select the option Everyone to other manager.
9. Select William Carver from the Other Manager drop-down menu.
10. Click Submit.
11. View Workflow Participants and click Confirm.

Unit 6
Solution 11
Terminate Employee and Redistribute
In this exercise, you will terminate an employee and redistribute the remaining direct reports.
Simulation
Terminating Employees and Redistributing Remaining Direct Reports in your
online course.
1. Search for Penny Welsh in the people search field, and then select her name.
2. Navigate to Employment Information.
3. Click Take Action.
4. Select Terminate/Retire.
5. Select a Termination Date.
6. Select the Inv Elimination of Position from the Termination Reason drop-down menu.
7. Scroll down until you see the Transfer Direct Report section.
8. Select the option Everyone to other manager.
9. Select William Carver from the Other Manager drop-down menu.
10. Click Submit.
11. View Workflow Participants and click Confirm.

Lesson: Terminating Employees and Redistributing Remaining Direct Reports
LESSON SUMMARY


UNIT 7 Managing Transactions
Lesson 1
Using Self-Service 136
Exercise 12: Customize Role-Based Permissions for Employee Self Service 139
Exercise 13: Transfer Employee to New Business Unit using Manager Self Service 141
Lesson 2
Managing Workflows 144
Exercise 14: Create a Dynamic Group 151
Exercise 15: Edit a Workflow 153
Exercise 16: Approve a Pending Change Request 159
Lesson 3
Managing Events and Event Reasons 165
Exercise 17: Create an Event Reason 169
Lesson 4
Managing Business Rules 172
Exercise 18: Create a business rule 179
UNIT OBJECTIVES
● Use Employee and Manager Self-Service

● Understand workflow configurations
● Manage In-progress Requests
● Identify advanced workflow settings
● Define transactions, events, event reasons in Employee Central
● Manage Business Rules

Unit 7
Lesson 1
Using Self-Service
LESSON OBJECTIVES
Employee and Manager Self-Service
As you learned earlier, role-based permissions control access to employee information.
The Edit Link controls whether the Edit (pencil icon) button is available to the user on the
block. The Edit/Insert level is the only relevant permission here.
With proper permissions, you can empower employees and managers to make changes to an
employee file without needing the assistance of an HR Representative or Administrator.
Transactions initiated in self-service may include an approval process, also known as a
workflow. The configuration of your system ensures that the workflow includes the correct
approvers for that particular transaction.

Lesson: Using Self-Service
Employee Self-Service
Employee Self Service allows an employee to initiate and complete transactions for an
employee file without HR assistance. However, some self-service transactions could still
undergo approval before the employee record is updated.
An example of employee self-service could be changing their home phone number.

To ensure the employee can initiate changes only to their record, you must follow the basic
concept of role-based permission. You must define the granted population, the role, and the
target population.
Manager Self-Service
Unlike employees, managers are not restricted to making changes only to themselves.
Manager self-service allows supervisors to initiate data changes for their employees, such as
promotions, transfers, etc.
To ensure the managers can initiate changes only for their direct report, you must follow the
basic concept of role-based permission.
The granted population, the role, and the target population must be defined.

Unit 7: Managing Transactions
Figure 19: HR Action Permission
Manager self-service can be initiated directly on the employee’s profile using the Take Action
menu when HR Action permission or the Edit/Pencil icon on each block is granted. When the
manager submits the request, the system automatically determines the set of approvers
required for this change.

Unit 7
Exercise 12
Customize Role-Based Permissions for
Employee Self Service
In this exercise, you will customize what employees can view and edit in their Personal
Information.
Simulation
Self-Service in your online course.
1. Proxy as Larry Ye.
2. Go to the Navigation Menu and select My Employee File.
3. Can Larry view/edit his own National ID Card? Contact Information? Business Email?
Personal Contacts?
4. Become self as Emily Clark.
5. Use Action Search to navigate to Manage Permission Roles.
6. Choose the role Employee Self Service then select Permission.
7. In the permission settings, under Employee Data, find and turn on the view/edit
permissions for National ID Card, Contact Information (phone, email, social accounts),
Business Email, and Personal Contacts.
8. Click Save.
9. Test your changes by proxying as Larry Ye and looking at his Employee File to view the
changes to his permissions.

Unit 7
Solution 12
Customize Role-Based Permissions for
Employee Self Service
In this exercise, you will customize what employees can view and edit in their Personal
Information.
Simulation
1. Proxy as Larry Ye.
2. Go to the Navigation Menu and select My Employee File.
3. Can Larry view/edit his own National ID Card? Contact Information? Business Email?
Personal Contacts?
4. Become self as Emily Clark.
5. Use Action Search to navigate to Manage Permission Roles.
6. Choose the role Employee Self Service then select Permission.
7. In the permission settings, under Employee Data, find and turn on the view/edit
permissions for National ID Card, Contact Information (phone, email, social accounts),
Business Email, and Personal Contacts.
8. Click Save.
9. Test your changes by proxying as Larry Ye and looking at his Employee File to view the
changes to his permissions.

Unit 7
Exercise 13
Transfer Employee to New Business Unit using
In this exercise, you will transfer an employee to a new Business Unit as a Manager.
Simulation
1. Proxy as Carla Grant.
2. Search for Marcus Hoff using the People Search feature.
3. Select Take Action from Marcus Hoff’s quick card.
4. Select Employment Information.
5. Click Take Action and select Change Job and Compensation Info.
6. Select the checkbox next to Job Information.
7. Choose today’s date as the effective start date.
8. Select Global Professional Services from the Business Unit drop-down menu.
9. Select Professional Services from the Division drop-down menu.
10. Select Client Service from the Department drop-down menu.
11. Click Submit.
12. Click on View Workflow Participants to see the list of approvers.
13. Click on Confirm on the Request pop-up.
14. Proxy as Alexander Thompson. Review his To-Do List and click Transfer - Bus. Unit Change
for Marcus Hoff.
Note:
For internal transfers within a company, the receiving managers can now gain
access to employee data at an earlier point in time. Previously, managers had
to wait for the exact date of transfer. To configure this feature, contact your
Implementation Consultant.

Unit 7
Solution 13
Transfer Employee to New Business Unit using
In this exercise, you will transfer an employee to a new Business Unit as a Manager.
Simulation
1. Proxy as Carla Grant.
2. Search for Marcus Hoff using the People Search feature.
3. Select Take Action from Marcus Hoff’s quick card.
4. Select Employment Information.
5. Click Take Action and select Change Job and Compensation Info.
6. Select the checkbox next to Job Information.
7. Choose today’s date as the effective start date.
8. Select Global Professional Services from the Business Unit drop-down menu.
9. Select Professional Services from the Division drop-down menu.
10. Select Client Service from the Department drop-down menu.
11. Click Submit.
12. Click on View Workflow Participants to see the list of approvers.
13. Click on Confirm on the Request pop-up.
14. Proxy as Alexander Thompson. Review his To-Do List and click Transfer - Bus. Unit Change
for Marcus Hoff.
Note:
For internal transfers within a company, the receiving managers can now gain
access to employee data at an earlier point in time. Previously, managers had
to wait for the exact date of transfer. To configure this feature, contact your
Implementation Consultant.

Lesson: Using Self-Service
LESSON SUMMARY

Unit 7
Lesson 2
Managing Workflows
LESSON OBJECTIVES
Workflow Main Concepts
Figure 20: Example: Workflow Approval Steps
Workflows are part of the self-service process. When an employee or manager makes a
change, an approval is triggered when workflow derivation is configured. The role of the
administrator is to ensure the completion of workflows and to manage workflow participation.
The approval processes in your production environment were created by your
implementation consultants based on your specific business requirement, such as
transactions for pay increases, job changes, and bonuses.
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
in their To-Do List when they login 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 updates 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

Lesson: Managing Workflows
Permissions
To manage workflows, you'll need the following administrator permissions:
● Manage Workflows
Additionally, to trigger workflows and business rules when importing data, set the appropriate
permissions in Employee Central Import Settings.
Navigate to Manage Permission Roles, Click on Permissions, choose Administrator

Permissions and find the Employee Central Import Settings. Currently, workflows only trigger
incremental data loads.
Workflow Administration
To manage workflows, use the action search to navigate to 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, you can see that for an Address Change, the approver is the Dynamic Group,
Talent Approval, and two external email addresses 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.

Caution:
Avoid modifying the workflow ID, as the IDs are referenced in business rules. If
you need to make changes only modify the workflow participants, description, or
name.
Workflow Participants
There are three types of workflow participants:
● Approvers: An approver actively participates in the workflow. An approver is required to
move the request along by either approving or denying (which sends the request back) the
request. Approvers can also post comments to the workflow.
● Contributors: A contributor is a type of participant that can only add comments to the
workflow. They do not actively approve nor deny the request. Contributors also get notified
of any progress.
● CC Role: This is a passive participant. CC Roles get notified upon the completion of the
request.

When adding approvers, there are eight 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 Roles, Dynamic Role or Dynamic groups
(based on the first area).
The third area allows you to decide if the approver can 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 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 permitted. For example, you can use permissions so that changes
to compensation are not shown to participants of some groups.
Note:
An eighth area, Workflow Email Configuration Section, now displays as well. This
can be used to send out specific email notifications for each workflow step.
However, you must have Document Generation enabled and several
configurations set up before using this feature.

For a workflow contributor, type includes the same options as approver plus the additional
option, person. This feature allows an administrator to select an individual employee in the
system.
For a CC role, the type contains the same options as a 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.
Dynamic Roles and Groups

Dynamic Roles are Foundation Objects (FO), which means that they are managed using
Manage Organization, Pay, and Job Structures. 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 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.
Hint:
You can enable the Four-eye principle that enforces security mechanisms so that
the initiator cannot be an approver for their workflows. This applies to Dynamic
Groups and Dynamic Roles.
Workflow E-Mail Notifications

By navigating to 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
● Canceled
● Skipped
● Lock Down
● Unlock
● Contributor
● CC Role
● Approved
● Sent back



Unit 7
Exercise 14
Create a Dynamic Group
In this exercise, you will create a new workflow group for HR.
Simulation
Managing Workflows in your online course.
1. Use Action Search to navigate to Manage Workflow Groups.
2. Select Create New Group and type in the name of Dynamic Group: HR.
3. For the people pool, choose the category Job Code.
4. Search for HR and Select All Job Codes that include HR.
5. Click OK.
6. Update the number of people in the group and click on the number.
7. Make a note of a user in the Dynamic Group for later testing.
8. Click Done and OK.

Unit 7
Solution 14
Create a Dynamic Group
In this exercise, you will create a new workflow group for HR.
Simulation
1. Use Action Search to navigate to Manage Workflow Groups.
2. Select Create New Group and type in the name of Dynamic Group: HR.
3. For the people pool, choose the category Job Code.
4. Search for HR and Select All Job Codes that include HR.
5. Click OK.
6. Update the number of people in the group and click on the number.
7. Make a note of a user in the Dynamic Group for later testing.
8. Click Done and OK.

Unit 7
Exercise 15
Edit a Workflow
In this exercise, you will add a user to an existing workflow.
Simulation
2. Select Workflow Configuration from the Search drop-down menu.
3. Select Hire (New or Rehire) (HIRE) from the second Search drop-down menu.
4. Click Take Action and select Make Correction from the drop-down menu.
5. Select Person from the first empty CC Role Type drop-down menu.
6. Type Carla in the CC Role search box and select Carla Grant.
7. Click Save.

Unit 7
Solution 15
Edit a Workflow
In this exercise, you will add a user to an existing workflow.
Simulation
2. Select Workflow Configuration from the Search drop-down menu.
3. Select Hire (New or Rehire) (HIRE) from the second Search drop-down menu.
4. Click Take Action and select Make Correction from the drop-down menu.
5. Select Person from the first empty CC Role Type drop-down menu.
6. Type Carla in the CC Role search box and select Carla Grant.
7. Click Save.

Manage Workflow Requests

The system notifies administrators of stalled workflows. From the admin alerts page, an
admin can take action to change approver, decline, lock down or move to next step.
Administrators can manage workflow requests by navigating to Manage Workflow Requests.

There, the administrator can search for a workflow using the filters and take the appropriate
action:
Table 8: Actions
Actions Description
Lock Down/Unlock You can lock a workflow so that it is prevent-
ed from being processed. A locked workflow
doesn't age. A workflow in lock down is not
visible to approvers. When unlocked, the
workflow is refreshed and days stalled is re-
set to zero.
Add/Change/Remove Approver You can add an approval step, change an ap-
prover, or delete an approver in an in-prog-
ress workflow. You can specify whether fur-
ther workflow changes are allowed.
Route Request You can skip an approval step with this action
Decline You can decline a request if it's not a valid re-
quest anymore.

Delegate Workflows
Auto Delegation
A user can set up an auto delegate through quick actions on the homepage. To enable auto
delegation, the user needs to have the RBP permission, Allow Auto-Delegation. When auto
delegation is enabled, all workflows with a setting of Is Delegate Supported = Yes are routed to
the nominated user.
When you assign a delegate, you can specify the start and end times for the auto-delegation.
If they leave those fields blank, the auto-delegation is indefinite until manually turned off. This
includes workflows received through job relationships, dynamic roles, dynamic groups, and
positions. If you enable the Company System and Logo Settings → Allow delegatees to accept
or reject a workflow delegation request option, the delegate has the option to approve or reject
the delegation. A delegate can also view their delegations and delegation periods under the
Delegation Requests for Me tab.
Once the workflow route is delegate enabled, the user can set up an auto delegate from the
Quick Actions in the homepage. When auto delegation is enabled, all workflows with auto
delegation enabled are routed to the nominated user.
Workflow Auto-Delegation by Groups

Workflow auto-delegation by groups feature will allow approvers to assign different delegates
for a subset of request types. For example, a user may want to delegate their manager for
termination, change in compensation and promotion requests, and delegate a subordinate for
all other requests.
Administrators can group related requests in Manage Data → Auto Delegate Group.
Workflows can be grouped by request types or objects.
Administrators can also setup auto-delegation on behalf of employees in Manage Data →
Auto Delegate Config.
The system automatically creates an ALL OTHERS group when at least one group is created.
This can be used as a catch-all delegate.
Once the groups are created, a user can choose to identify a single user to delegate all the
requests to or identify different users per request type, provided they do not exceed three
delegates.

My Pending Requests
When an employee is participating in a workflow, they can view the progress using the
Pending Requests tool. The inbox has four sections. The first section is approvals that require
employee action. The second section shows requests that the user has approved, but are still
in progress. The third section shows requests that the user-initiated that are still in progress.
The fourth section is CC notifications.
The My Workflow Request tool can be accessed directly from the To-Do list on the homepage
of an employee is who is a workflow participant by clicking on Approve Requests. This tool
allows for greater filtering options and an easier interface for approving workflow requests. It
is possible to customize the fields that display on this page to give the user who is approving a
request added key details to make more informed decisions on their workflow requests.

If you are an approver on a request, you can accept the transaction, provide commentary
around the request, or send it back to the originator. You also may be given edit capabilities
on the transaction as an approver. If you have edit capabilities, you can alter the initial request
before approving.
As an approver, you can also see the actions of other approvers that come before or after you,
as well as any comments they choose to post.

Unit 7
Exercise 16
Approve a Pending Change Request
In this exercise, you will find and approve a pending change request.
Simulation
1. Proxy as Nancy Nash.
2. Using the Action Search, navigate to View my Pending Requests.
3. Under the Requests Waiting for My Approval, select the approval request for Steve Pappar.
4. View the Workflow Details. Open up the Workflow Participants.
5. Click Approve.
Note:
You can require a user to open the workflow details to be able to approve a
request. As it is, an approver can approve a workflow request from their
homepage Approve Requests tile without reviewing any specific details about
the workflow. When enabled, you can prevent certain users from approving
workflows without reviewing workflow details in Permission
Settings → Manage Workflows → Prevent Quick Approval of Workflow.

Unit 7
Solution 16
Approve a Pending Change Request
In this exercise, you will find and approve a pending change request.
Simulation
1. Proxy as Nancy Nash.
2. Using the Action Search, navigate to View my Pending Requests.
3. Under the Requests Waiting for My Approval, select the approval request for Steve Pappar.
4. View the Workflow Details. Open up the Workflow Participants.
5. Click Approve.
Note:
You can require a user to open the workflow details to be able to approve a
request. As it is, an approver can approve a workflow request from their
homepage Approve Requests tile without reviewing any specific details about
the workflow. When enabled, you can prevent certain users from approving
workflows without reviewing workflow details in Permission
Settings → Manage Workflows → Prevent Quick Approval of Workflow.

Advanced Workflow Settings

Optional workflow settings are available to be configured to avoid workflows getting stalled. If
these settings are not visible in your environment, you'll need your implementation
consultants to activate them in the Corporate Data Model.
Alternate Workflow
Figure 21: Example: Alternate Workflow for Address Change
You can use an alternate workflow to include more approvers in a workflow process and take
care of potential conflicts caused by future-dated records.
In the example, an address change would normally go to the Dynamic group, Talent Approval.
However, if a future-dated record is identified, the system will instead trigger the alternate
workflow, Data Change.
Note:
Alternate workflows only works for EC effective-dated entities and not MDF
objects. Hence, it is recommended to use a business rule instead of alternate
workflows.

Auto-Escalation
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.
Automatic Approval
Normally, a workflow is prevented from proceeding to the next step if the current step's
approver doesn't give a response. As a result, all subsequent approvers need to wait until the
workflow reaches their assigned step.

It is possible to create a recurring job to auto approve requests once they reached a certain
threshhold.
To learn more about configuring workflows, visit the Configure Employee Central Core course
Option to Skip Consecutive Workflow Steps with Duplicate Approver
Customers can enable the option to skip all the consecutive workflow steps with the same
single approver, except the last step. To enable this feature, navigate to Company System and
Logo Settings and select Skip Workflow Steps with Duplicate Approver. The steps immediately
close to each other and having the same single approver, except the last one of them, are
automatically skipped. These steps are marked as “Skipped” on the Workflow Participants.
Only the last step of these consecutive steps needs to be processed. By skipping other steps,
customers can shorten a long approval chain, improving efficiency without affecting data
quality.

LESSON SUMMARY

Unit 7
Lesson 3
Managing Events and Event Reasons
LESSON OBJECTIVES
Events and Event Reasons

A transaction occurs when an employee, manager, or administrator makes a change to the
employment or personal information of an employee’s file. For transactions involving Job and
Compensation Information, event and event reasons are required.
Events are standard predefined picklist provided by SAP SuccessFactors representing job
milestones over the employee lifecycle. Customers cannot create new events. As an
administrator, you can only relabel the events in the Picklist Center.
Event reasons are subcategories of an event. It allows you to refine the standard events. For
example, SAP SuccessFactors provides the standard Termination event for terminating an
employee. However, you might need to break it down as required by your organization and
create two event reasons to differentiate voluntary from involuntary termination. Both event
reasons are associated with the Termination event.
Another 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”. Both event reasons
ultimately trigger the HIRE event, but this allows you to differentiate between the two types of
hiring circumstances.

Figure 22: Examples of Events and Event Reasons
Managing Event Reasons
Event reasons are Foundation Objects (FOs) and are managed in the Manage, Organization,
Pay, and Job Structures tool.
Event Reasons are tethered to Events and define the employee status.
Newly created even reasons must be permissioned before they can be used. You can set the
permissions in User Permissions → Employee Data → Event Reasons.
Event Reason Derivation

You learned that Event and Event Reasons are mandatory for Job and Compensation
Information-related transactions. When managers initiate a transaction, they manually
choose the appropriate event and event reason, making it error-prone and the resulting
reports unreliable.
To streamline this process, Event Reason Derivation (ERD) rules can be set up for customers
so that the system automatically determines the correct event reason according to the
changes made to an employee's data. The employee status is updated, if necessary,
depending on the event reason.
Implementing ERD requires more effort before going live but greatly improves transaction
accuracy, especially for Manager Self Service.

Lesson: Managing Events and Event Reasons
If you choose to not use ERD, the Event and Event Reason must always be manually chosen
by the user initiating the transaction. Business rules can still be configured to tie the event
reason chosen to a workflow configuration, to ensure the transaction goes through the
appropriate approval process before it is active.
Event Reason Derivation on Imports

To have the event reason derived during imports, you must enable the Enable Business Rules
for selected entities permission for imports.
If a value is entered in the event reason column of the import template, it takes precedence
over the Employee Reason Derivation by the onSave rule. If the column is empty, the event
reason is derived by the onSave business rule.


Unit 7
Exercise 17
Create an Event Reason
In this exercise, you will create a new event reason for an existing event.
Simulation
Managing Events and Event Reasons in your online course.
1. Use the Action Search and navigate to Manage Organization, Pay, and Job Structures.
2. In the Create New drop-down, select Event Reason.
3. For the Effective Date type 01/01/1990.
4. For Event ID type JOBINFO.
5. For Event Name type Job Info Change.
6. For the Event choose Data Change.
7. Click Save.

Unit 7
Solution 17
Create an Event Reason
In this exercise, you will create a new event reason for an existing event.
Simulation
Managing Events and Event Reasons in your online course.
1. Use the Action Search and navigate to Manage Organization, Pay, and Job Structures.
2. In the Create New drop-down, select Event Reason.
3. For the Effective Date type 01/01/1990.
4. For Event ID type JOBINFO.
5. For Event Name type Job Info Change.
6. For the Event choose Data Change.
7. Click Save.

Lesson: Managing Events and Event Reasons
LESSON SUMMARY

Unit 7
Lesson 4
Managing Business Rules
LESSON OBJECTIVES
Business Rule Overview

Business rules are used to add application logic to the system. Business rules are used in
different scenarios across all SAP SuccessFactors solutions. In Employee Central Core,
business rules are used to automate HR processes, such as workflow and event reason
derivations, alert notifications, and many others.
Business rules are comprised of the following:
● Condition (IF) - The logic that must be met before the system takes action. When you want
the system to apply the action every time, set the IF statement to Always True .
● Action (THEN) - The logic that defines how the system reacts when the condition is met.
Some application-specific scenarios do not require a THEN statement.
● Trigger or Rule Event - The event type that activates the rule processing.
Business rules can be applied to any application of SAP SuccessFactors. In this unit, we will
only cover the rules for Employee Central data.
IF Logic
IF statements are the conditions in the rule that must be validated. It determines when the
THEN logic is executed. The IF logic uses “and”/”or” statements. The following list provides
examples of when IF logic is used:
● If a particular option is chosen from a picklist
● If specific text or numbers are entered into a field (or if they are greater than or less than
the values stated)
● If a field value has changed
Some rules are created without an IF statement. This is also known as Always True, which
means there are no conditions for the system to validate. Once the rule is triggered, the
system will execute the THEN statement.
Else If statements allow you to combine several conditions in the same rule.
THEN Logic
The THEN statement determines the system action once the condition is met. Depending on
the use case, these are the actions the system can execute with Then logic:

Lesson: Managing Business Rules
● Set: This automatically propagates information based on existing information or a specific

value chosen.
● Raise message: This brings a pop-up box up on the screen that provides additional
information to the user filling in the information or an error message that something was
done incorrectly.
● Create: This creates a child object. Examples include adding a new pay component to an
employee or creating another child object attached to the parent object.
● Delete: Delete data from the database when the condition is met. For example, you can
remove a pay component when the employee moves away from London.
● Execute: Carry out specified action when the condition is met.
● Add to: Add items to a collection when the condition is met. For example, you can create a
single rule to assign multiple learning courses to new hires.
ELSE statements can also be added. These actions occur when THEN statements are not
applicable because the IF condition is NOT true.
Triggers or Rule Event Types

Triggers, also called rule event types, initiate the rule processing. The system will not validate
the conditions (IF statements) or execute any actions (THEN statements) if no user action
activates the rule.
There are six rule events associated with HRIS elements and fields. Rule events define which
user action sets the rule execution.
Table 9: Rule Event for HRIS Elements

This event/trigger Is assigned at ... Rule is triggered... Use this event to...
onChange Field level only When a field value is Activate rules as soon
changed as the user changes a
field
onInit HRIS Element level During hire/rehire, Set field properties
using Add New Em- (for example, making
ployee page. fields mandatory or
hiding fields) or de-
When creating a new
fault values you want
FO record in Manage
to be shown as soon
Org Pay and Job
as the user calls up
Structures page (for
the Add New Employ-
example, location,
ee or Manage Organi-
event reason).
zation Pay and Job
Structures UI.
onSave HRIS Element level When the page is Validate user entries
saved. when the user wants
to save the changes.
For example, if the
user didn't make an
entry in a mandatory
field, an error mes-
sage is displayed.

This event/trigger Is assigned at ... Rule is triggered... Use this event to...
onView HRIS Element level When viewing transi- Calculate fields that
ent fields on the page. are transient (this
means that the result
is not a fixed value
stored on the data-
base but is calculated
during rule execution
when the user calls
up the page). For ex-
ample, to calculate an
employee's age.
saveAlert HRIS Element level When a change to jo- Sends alerts to re-
bInfo, compInfo, em- mind users of upcom-
ploymentInfo, working system events,
PermitInfo is saved. such as, visa or con-
tract expiry.
onPostSave HRIS Element After changes to an Trigger events for In-
object is saved telligent Services.
Rule Scenarios
Rule scenarios for Employee Central Core
There are many use cases why business rules are created for Employee Central data, such as
to automate the approval process, identify the correct event reason based on proposed
changes, set default values, etc.
SAP SuccessFactors has provided the rule scenarios for each solution's most common use
cases, including Employee Central. Here are the rule scenarios for Employee Central Core:
Table 10: EC Core Rule Scenarios

Rule Scenario Description
Trigger Rules to Generate Assignment ID Ex- This scenario creates the rules that generate
ternal the values for Assignment ID External based
on the MDF Sequence objects. Create a sin-
gle rule only based on this scenario.
Trigger Rules to Generate Employee ID for This scenario generates an Employee ID from
Hire/Rehire the Metadata Framework Sequence (MDF)
and assigns it to the User ID field of the Em-
ployee Information object during Hire/Rehire
with the new employment process.
Trigger Rules for Hire/Rehire This scenario will be used for the customer
who wants to create any business rules that
trigger in hire scenarios. For example, to de-
termine default values or the visibility for cer-
tain fields during the hire/rehire process.
This limits the base objects to either Employ-
ee Information or Employee Information
Model.


Trigger Rules for Event Reason Derivation This scenario is used to derive the event rea-
son automatically for transactions initiated in
Job and Compensation Information entities.
This limits the base objects to the Job or
Compensation Information model.
Trigger Rules to Generate Employee Central This scenario creates the rules that generate
Alerts alerts for Employee Central data, for exam-
ple, alerts for job information changes.
Trigger Rules to Enforce New Employment This scenario is for configuring a rule that
for Rehire validates the business requirements to en-
force new employment and returns an error
message if the conditions are not met.The
rule validates changes made in Job Informa-
tion. For example, when an employee
changes legal entity, the system validates the
change based on the rule configuration. The
validation either approves the changes or en-
forces new employment.
Trigger Workflows You can use this scenario to create rules that
trigger workflows to approve data changes.
In Manage Business Configuration, rules cre-
ated using this scenario can be assigned only
for the onSave event type.
Trigger Rules to Display Internal Job History This scenario creates the rules for the Inter-
nal Job History block configuration.
Trigger Rules to Validate HRIS Elements This scenario creates business validation and
raises alert messages on HRIS elements.
Trigger Rules to Calculate Full-Time Equiva- This scenario calculates a user's full-time
lent (FTE) equivalent (FTE) using the Job Information
Model base object.
Trigger onPostSave Events for Job Informa- You can use this scenario to create rules that
tion trigger events or alerts after changes to Job
Information are saved. Rules can only be as-
signed using onPostSave event type.
Trigger Cross-Entity Rules This scenario is used to configure cross-enti-
ty rules triggered from the source entity, and
changes are executed on the target entity.
Cross-entity rules can set values for fields in
a different entity. For example, you can con-
figure Job Information changes that update
Compensation Information. Currently, it is
supported only for specific employment-re-
lated entities. Currently, only five cross-entity
rules are allowed.


Trigger onChange Rules for HRIS Elements You can use this scenario to create rules that
trigger when HRIS fields are changed. For ex-
ample, propagating Job Information fields
from the Job Classification record. Rules can
only be assigned using onChange event type.
Trigger onSave Rules for HRIS Elements You can use this scenario to create rules that
trigger when saving changes to the HRIS ele-
ments. Rules can only be assigned using on-
Save event type.
Trigger Rules for Off Cycle Event Batch You can use this scenario to create a rule for
an Off Cycle Event Batch. This rule is execut-
ed during the Off Cycle Event Batch process-
ing job.
Save Changes to Foundation Objects You can use this scenario to create rules that
save changes to Foundation Objects and
their fields. For example, defaulting the
standard weekly hours to a location.
The use of the Basic Rule scenario is highly discouraged. Because the Basic Rule scenario is
error-prone and doesn't guide users, this option will be deleted by June 2, 2024. A warning
message appears in the business rule admin page when users choose the Basic Rule
scenario.
To learn more about the different Employee Central rule scenarios, visit the Configure
Employee Central Core course
Migrating Basic to Application-Specific Scenario

Many rules created before the availability of application-specific scenarios use the Basic Rule
scenario. These legacy rules can be migrated to application-specific either one at a time or by
mass change.
● To change the rules individually, go to Configure Business Rules. Choose the rule and
select Change Scenario.This will open the wizard that will guide you through the process.
● For mass changes, go to Check Tool → Migration tab → Business Rules Application. Run
the check and follow the migration steps.
Rule Base Objects: Standard vs. Model

The base object defines what you can configure in the rule. Employee Central objects have
standard and model base objects. The model base object is required if you want to use the
field's properties in the rule.
For example, to set the field's visibility property, you must choose a Model base object. The
base object also defines what event types you can use when you assign the rule to the
Employee Central object in the data model. You cannot use onView events for changes done
on the Add New Employee screen.
For model base objects, you can set the following field properties:
Required You can set a field required or not required.

Assign the value of ‘true’ or ‘false’

Visibility You can set the visibility of a field. Choose a

value of “None”, “Edit” or “View” from the
drop-down.
Value You can use this property when you want to
combine setting field properties with setting
default or conditional values. When you se-
lect Value, you have to select the corre-
sponding value in the drop-down menu when
creating the rule.
Previous Value You can use this property when you want to
compare an old value with a new value, for
example, when a rule is triggered only when a
certain value is changed to a new value.
You can also define that any data change to a
specific field triggers the rule. For example,
checking for any change to FTE could be
done with the rule: FTE. Value is not equal to
FTE. Previous Value.


Unit 7
Exercise 18
Create a business rule
Business Example
Your company would like to streamline the New Hire process for its admins. Most of the new
hires are in the United States and use a Social Security Number for their primary National Id.
In this exercise, you will create a configurable rule that will, as a default, auto-fill the fields
National ID Card Type, Is Primary, and Country.
Simulation
Managing Business Rules in your online course.
1. Create a Business Rule: Use Action Search to navigate to Configure Business Rules
2. Select Create New then choose Employee Central Core → Trigger Rules for Hire/Rehire.
3. Fill in the following fields for your new rule:
● Rule Name: USA National ID
● Rule ID: INIT_NAT_ID
● Base Object Type: Employee Information
4. Click Continue.
5. For the If Statement, select the Always True checkbox.
6. Fill in the Then Statement: (When configuring the Then conditions, click Add Expression
for each new row.)
7. Click Save.
8. Associate the Rule to the HRIS field or Element. Use Action Search to navigate to Manage
Business Configuration.
9. On the left, locate the HRIS element: nationalIDCard and click on it.

At the bottom of the screen, in the Trigger Rules section add your rules:
● Base Object: Employee Information
● Event Type: onInit
● Rules: INIT_NAT_ID
10. Click Save.
11. Test your rule. Use the Action Search and navigate to the Add New Employee tool.
12. In the National ID screen area, verify that the United States appears in the Country field,
and Social Security Number appears in the National ID Card Type field as default.

Unit 7
Solution 18
Create a business rule
Business Example
Your company would like to streamline the New Hire process for its admins. Most of the new
hires are in the United States and use a Social Security Number for their primary National Id.
In this exercise, you will create a configurable rule that will, as a default, auto-fill the fields
National ID Card Type, Is Primary, and Country.
Simulation
Managing Business Rules in your online course.
1. Create a Business Rule: Use Action Search to navigate to Configure Business Rules
2. Select Create New then choose Employee Central Core → Trigger Rules for Hire/Rehire.
3. Fill in the following fields for your new rule:
● Rule Name: USA National ID
● Rule ID: INIT_NAT_ID
● Base Object Type: Employee Information
4. Click Continue.
5. For the If Statement, select the Always True checkbox.
6. Fill in the Then Statement: (When configuring the Then conditions, click Add Expression
for each new row.)
7. Click Save.
8. Associate the Rule to the HRIS field or Element. Use Action Search to navigate to Manage
Business Configuration.
9. On the left, locate the HRIS element: nationalIDCard and click on it.

At the bottom of the screen, in the Trigger Rules section add your rules:
● Base Object: Employee Information
● Event Type: onInit
● Rules: INIT_NAT_ID
10. Click Save.
11. Test your rule. Use the Action Search and navigate to the Add New Employee tool.
12. In the National ID screen area, verify that the United States appears in the Country field,
and Social Security Number appears in the National ID Card Type field as default.

LESSON SUMMARY


UNIT 8 Managing Optional
Configurations
Lesson 1
Managing Internal Job History 187
Lesson 2
Managing New Hire Templates 189
Lesson 3
Managing Employee Central Quick Actions Feature 191
UNIT OBJECTIVES
● Manage Internal Job History

● Manage New Hire Templates
● Manage Employee Central Quick Actions Feature

Unit 8: Managing Optional Configurations

Unit 8
Lesson 1
Managing Internal Job History
LESSON OBJECTIVES
Internal Job History
Administrators can configure the Internal Job History block in the People Profile to view a
summarized version of an employee’s internal career history at the company.
This is a read-only block, showing a filtered version of the job history for an employee. The
filter is configured using a business rule.
The Job History block was added for Employee Central customers who wish to view a
summary of an employee’s internal job history at the company without providing the full
details. Full job information history details are normally reserved for HR administrators.
LESSON SUMMARY


Unit 8
Lesson 2
Managing New Hire Templates
LESSON OBJECTIVES
New Hire Templates

Administrators can flexibly configure the hiring process to cater to diverse needs for your
workforce. You can create templates where you specify only the blocks needed for the type of
employment you are hiring for, meaning that you can add, remove, and rearrange the order of
the blocks as well as add standard and custom MDF objects to the configuration.
This gives you the ability to add custom content while hiring. You can create effective-dated
templates for specific hiring scenarios, for example, for contingent workers, interns, or full-
time employees. This allows you to simplify the hiring process to capture employee
information for only the blocks needed for the type of employment for which you are hiring.
All hire templates require the inclusion of the following pre-delivered Employee Central HRIS
elements:
● Name Information (First name, Last name, etc.)*
● Biographical Information (birthdate, place of birth, etc)
● Employment ID information*

● Employment Information (Hire date, eligible for stocks, etc.)

● Job Information (Division, location, etc.)
● Personal Information (Gender, Marital status, etc.)*
* Required to be included in the first step

The Manage Pending Hires tool support configurable New Hire if you have new hire templates
configured for new hire and rehire scenarios.
LESSON SUMMARY

Unit 8
Lesson 3
Managing Employee Central Quick Actions
Feature
LESSON OBJECTIVES
Employee Central Quick Actions Feature
Figure 23: Quick Actions
Employee Central Quick Actions feature allows the creation of templates for the most
commonly used employee and manager self-service actions.
Using the templates, you can customize the fields displayed for each self-service action,
unlike the standard Take Action menu, which displays all configured fields in an element. The
templates are meant to simplify the manager and employee self-service experience by
displaying just enough fields to meet the use-case-specific action.
The template must use a specific use case from a set list provided by SAP SuccessFactors.
Here are the use cases that you can use for the quick actions template:
● Change Chosen Name
● Change Contract End Date
● Change Cost Center

● Change Job
● Change Legal Name
● Change Location
● Change Probation
● Change Pronouns
● Change Working Time
● Promotion
● Transfer
● View Cost Center
● View Job
● View Location
● View Marital Status
Each use case includes predefined fields for that action. For example, the Change Location
quick action defaults the Location and Timezone fields from Job Information. Each quick
action template allows a maximum of five standard and custom fields including country-
specific fields.
Enabling Quick Action Feature

You can enable quick actions in Manage Employee Central Settings → Enable Employee
Central Quick Actions.
Once the feature is enabled, you must set the permissions for a role to create the template:
Administrator Permissions → Manage Business Configuration → Employee Central Quick
Action Template.
Creating the Templates

The templates can be created in Manage Data → Employee Central Quick Action Template .
Figure 24: Quick Actions Template
Choose a use case from the list. You can change the default values associated with the use
case. When Event Reason Derivation is enabled, leave the event reason field blank.

Lesson: Managing Employee Central Quick Actions Feature
For each predelivered use case, you can create up to 5 templates.

Once the quick action templates are created, set the permissions in User Permissions →
Employee Central Quick Actions for each template.
Considerations
● Existing configurations such as workflow and event reason derivations are supported in EC
Quick Actions feature
● The system executes onChange rules for target fields even if they are not included in the
template
● The system ensures that field properties such as visibility and mandatory cannot be
changed
● Users can access the Quick Actions in the following interfaces:
1. Home Page → Manage My Data
2. Managers can use Home Page → Manage My Team → Actions
3. Quick Actions are available in the employee quickcards: Quickcard → Employee

Details → Show Actions and Links
4. Quick Actions are available in the Take Action menu in the employee profile
● To ensure employees do not see the manager-specific actions in any of the interfaces, do
not grant them permissions to the manager-specific templates.
LESSON SUMMARY


UNIT 9 Explaining EC Reporting
(Appendix)
Lesson 1
Describing Standard Reports 197
Lesson 2
Creating a Table Report 201
Exercise 19: Create a Table Report 203
UNIT OBJECTIVES
● Describe standard reports

● List examples of Standard Reports
● Upon completion of this lesson, you will be able to create a Table report

Unit 9: Explaining EC Reporting (Appendix)

Unit 9
Lesson 1
Describing Standard Reports
LESSON OBJECTIVES
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.
SAP SuccessFactors provides pre-delivered standard reports (also referred to as report
templates) that are available in Advanced Reporting in Employee Central. This lesson
provides a quick overview of the reports.
You can copy and adapt these reports as according to your company's needs. The resulting
data can also be easily exported and reused in other tools or applications such as Microsoft
Excel.
Advanced reports can be roughly classified according to the following categories:
● Benefits
● Compensation, for example, Advances Overview, recurring and non-recurring pay history,
and Alternative Cost Distribution
● Employment information, such as Employee Register, Employment Changes, Headcount
and FTEs, New Hires, Terminated Employment, and so on
● Payroll, for example, Payroll Results report
● Personal information such as Challenged Employees, Dependents, and contact
information
● Position management, for example, Position Details and Position Overview
● Time-off reports such as Absence Overview, Time Account Overview, and Time Account
Snapshot
● Workflow information

Note:
Editing of the EC Advanced Reporting Standard Reports is out of scope for this
appendix. For more information on using the Advanced Reporting editor, including
editing existing reports, please review course HR882: SAP SuccessFactors
Reporting Tools and Administration
How to Access Standard Reports?
Once the standard reports have been added to the system, they can be accessed via Report
Center.
Only individuals that had the reports shared and provided appropriate permissions to the
data will have access to one or more of these reports.
Examples of Standard Reports
There are over 80 available standard reports available from SAP SuccessFactors. Not all
reports apply to all customers. You can review the scope and purpose of each standard report
to determine the need for the report as is, or if it might need to be customized to meet your
organization's needs.
The table lists a few examples of reports. For a full list of reports available, please review the
document Employee Central Advanced Reporting: Standard Reports available on the SAP Help
Portal.

Lesson: Describing Standard Reports
Table 11:
Report Name Report Description
Birthday List Birthday of employees in the company
Job Assignments Current job information of employees in the
company
Employee Changes Overview of job event changes during a se-
lected reporting period
Employee Contact Contact information for each employee
Work Eligibility Legal Status information of employees
Headcount and FTEs Total number of employees under employee
type, department, and location
Age Range Report Overview of the age distribution of employ-
ees within the organizational units of a com-
pany, separated by gender
Implementing Standard Reports

If your instance does not contain the EC standard reports, then they need to be loaded and
configured in the instance. This is typically handled by either the implementation consultant
team or an individual that is knowledgeable in both Employee Central and the Reporting tools.
Each report must be imported, validated, updated as required, and then tested. This is
because The EC Standard Reports are generated from a “best-fit” scenario which means they
will typically include the more commonly configured objects and data in Employee Central.
However, each EC implementation is unique to the customer therefore configuration changes
can and do result in the report not working when initially loaded.
SAP SuccessFactors groups their reports into technical categories. These categories define
the likelihood the report needs to be modified to work correctly (ease of implementation).
Additionally the reports are bundled by these categories for download from the SAP Help
Portal.
● Basic: Subset of standard reports which are used by all Employee Central customers and
which can be easily implemented
● Advanced: Subset of best practices and templates which need to be adjusted according to
the specific needs of each customer
● Country-specific: Subset of country-specific reports, which are listed per country
The SAP Help Portal contains the content and documentation required to implement the
standard reports. Besides the templates for downloading, the following key documents reside
on the SAP Help Portal:
● Employee Central Advanced Reporting: Standard Reports
● Employee Central Standard Report: Templates for Advanced Reporting
● Advanced Reporting - Implementing Standard Report Templates
● Employee Central Advanced Reporting: Technical Guide

● Overview of the Advanced Reporting Standard Reports Available

● Consolidated list of report templates
● Guide on the procedure of installing, validating, and testing report templates
● A detailed description of report template construction and schema, critical to validating
and updating existing reports
LESSON SUMMARY

Unit 9
Lesson 2
Creating a Table Report
LESSON OBJECTIVES
Table Reports
When you are looking for specific information quickly, Table 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 setup.
A Table 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 multi-step menu that includes
General Info, People, Columns, and Filters.
● General Info: Lists the report’s name, description, and data source (domain).
● People: This allows you to select employees that will appear in the report.
● Columns: This allows you to select columns you want to include and country-specific
information.
● Filters: This 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.
Table Reporting Domains

A reporting schema or reporting domain is a set of tables that contain data. 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 of how you might use them.
Table 12: Table 4. Available Reporting Schemas for Employee Central

Reporting Schema Contains Use Case
Person and Employment (As Employee data as of a given Report on all employees hired
of Date) date (today by default) as of a certain date.
Job Information (Date Employee data within a given Report on all job information
Range) date range, driven by job in- and status changes within a
formation pay period.
Recurring Compensation Employee Data within a given Report on salary changes
(Date Range) date range, driven by com- within a certain date range.
pensation information
Non-Recurring Compensa- Bonus payout within a give Report on bonus payments
tion (Date Range) date range within a certain dare range.

Unit 9
Exercise 19
Create a Table Report
In this exercise, you will create a Table report.
Simulation
Creating a Table Report in your online course.
1. Select Reporting from the Home drop-down menu.
2. Click New.
3. Click Report-Table and choose Select.
4. Select Foundation Objects from the Report Domain drop-down menu.
5. Click Select.
6. Enter New Locations in the Report Name field.
7. Click Save.
8. Select the Columns tab.
9. Click Select Columns.
10. Select Location.
11. Click the Select All button.
12. Click Done.
13. Click Save.
14. Click Filters.
15. Click Refine Criteria.
17. Select the checkbox next to created on.
18. Select the By Rule tab and click Add Rule.
19. Choose Greater than or equal to in the first drop-down menu.
20. Choose the Date 2/28/2012 from the drop-down menu.
21. Click Done.
22. Click Done, then click Preview.

23. Click Close.
24. Click Generate.
25. Click Close.
26. Click Save.

Unit 9
Solution 19
Create a Table Report
In this exercise, you will create a Table report.
Simulation
Creating a Table Report in your online course.
1. Select Reporting from the Home drop-down menu.
2. Click New.
3. Click Report-Table and choose Select.
4. Select Foundation Objects from the Report Domain drop-down menu.
5. Click Select.
6. Enter New Locations in the Report Name field.
7. Click Save.
8. Select the Columns tab.
9. Click Select Columns.
11. Click the Select All button.
12. Click Done.
13. Click Save.
14. Click Filters.
15. Click Refine Criteria.
17. Select the checkbox next to created on.
18. Select the By Rule tab and click Add Rule.
19. Choose Greater than or equal to in the first drop-down menu.
20. Choose the Date 2/28/2012 from the drop-down menu.
21. Click Done.
22. Click Done, then click Preview.

23. Click Close.
24. Click Generate.
25. Click Close.
26. Click Save.

Lesson: Creating a Table Report
LESSON SUMMARY

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vii Course Overview

1 Unit 1: Introducing the Course

3 Lesson: Introducing the Course

5 Unit 2: Introducing Employee Central Core Administration

7 Lesson: Exploring Employee Central

15 Unit 3: Managing Permissions

16 Lesson: Configuring Role-based Permissions

35 Unit 4: Managing Foundation Data

37 Lesson: Introducing Foundation Objects

79 Unit 5: Managing HR Data structure

81 Lesson: Introducing Employee Data

93 Unit 6: Managing Employee Records

95 Lesson: Updating employee data in People Profile

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136 Lesson: Using Self-Service

185 Unit 8: Managing Optional Configurations

187 Lesson: Managing Internal Job History

195 Unit 9: Explaining EC Reporting (Appendix)

197 Lesson: Describing Standard Reports

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● Describe the general information about the course

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Add-on Features and Relevant Courses

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Data Protection and Privacy Features

SAP SuccessFactors Community

SAP SuccessFactors Help Portal https://help.sap.com/viewer/product/

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● Describe the main functions and benefits of Employee Central Core

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Employee Central Core Overview

Figure 1: Employee Central Core Components

The Core Components of Employee Central

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The Employee Central Core is comprised of:

User Interface Navigation

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● Manage Pending Hires

Admin Tools Favorites

Tool Name Tool Function

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Results from the Check Tool can be any of the following:

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