Joe’s SuccessFactors Notes ([Link].

com/in/joe-zhou-yubin)

SuccessFactors Employee Central Notes

Useful Links 2
EC Implementation Sequence 4
SF Systems 6
SF Permissions 13
SF Basic Configurations 18
SF Employee Files 33
SF Metadata Framework 41
SF Instance Synchronization, Config Check Tool, Config Center 52
SF Implement Translations 55
SF People Analytics 58
SF EC Intro 64
Employee Central Permissions 72
EC Foundation Object Management 74
EC Employee Data 78
EC Advanced Foundation Object and Employee Data Management 83
EC Employee Self Service 92
EC Object and Rule Management 98
EC Add-on Features 107

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Useful Links
Employee Central Links
1. Apprentice Management
● [Link]
1a98e49359f787a964d5dc3f9/[Link]
2. Advances
● [Link]
798a545deb1f1f31a7d13e2f8/[Link]
3. BCUI
● [Link]
4e0ca8261aab640/[Link]
4. Business Rules in SF
● [Link]
7a8321c9428aeca/[Link]
5. Check Tool
● [Link]
86fb8212498c11/[Link]
6. Company Structure Overview
● [Link]
2ede642a085b071d90719a2cf/[Link]
7. Compensation
● [Link]
ba10b466aa4d89b3eb3d8ff10/[Link]
8. Employment Lifecycle
● [Link]
2b0ea46fb9b9917bdd7c8f29b/[Link]
9. Contingent Worker
● [Link]
ed4d9459f893cce6f5920528d/[Link]
10. Country Specific
● [Link]
8febd4d7c924db8a257ce940d/[Link]
11. Foundation Object
● [Link]
5e5a847e2a20dfdd465346252/[Link]
12. Deduction
● [Link]
ba10b466aa4d89b3eb3d8ff10/[Link]
13. Dependents
● [Link]
19e2545ffa9fd506396313d16/[Link]

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14. Document Generation

● [Link]
72647404fa131d02382d29bc9/[Link]
15. Mass Change
● [Link]
7f40642f3aa95dc4ac65055dc/[Link]
16. Integration
● [Link]
RATION_TO_SAP_BUSINESS_SUITE
17. Employee Lifecycle
● [Link]
2b0ea46fb9b9917bdd7c8f29b/[Link]
18. MDF
● [Link]
9a8202928c23803a/[Link]
19. Mobile Deployment
● [Link]
abbafd4b761e/[Link]
20. Mobile Feature Matrix
● [Link]
71a6f88a7a3/[Link]
21. Payment Information
● [Link]
18a8d48099172fd69de81e2c7/[Link]
22. Payroll
● [Link]
LL
23. Position Management
● [Link]
6985f4d4a8df3a34b7392847d/[Link]
24. Service Center
● [Link]
18fbc4a65855adf6aa39657be/[Link]
25. Time Management
● [Link]
ff990417b9f0acf6ccc13a14d/[Link]
26. Workflows
● [Link]
1ace44f5ba6e969f7e952674a/[Link]

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EC Implementation Sequence
○ Set up new account in Provisioning
○ Create super admin
○ Define corporate data model
● [Link]
9a2d19f01fbeadff/[Link]

○ Define country/ region specific corporate data model

● [Link]
9a2d19f01fbeadff/[Link]

○ Set up MDF foundation objects

○ Configure succession data model
● [Link]
9a2d19f01fbeadff/[Link]

○ Configure country/ region specific succession data models

● [Link]
9a2d19f01fbeadff/[Link]

○ Import picklists
● [Link]
9a2d19f01fbeadff/[Link]

○ Create foundation objects

○ Configure position management
● [Link]
6985f4d4a8df3a34b7392847d/[Link]

○ Configure business rules

○ Create event reason derivation rules
○ Create workflow derivation rules and workflows
● [Link]
1ace44f5ba6e969f7e952674a/[Link]

○ Set role based permissions

○ Import employee data
● [Link]
7f40642f3aa95dc4ac65055dc/[Link]

○ HRIS sync
○ Set up leave of absence
○ Set up payment information

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● [Link]
18a8d48099172fd69de81e2c7/[Link]

○ Set up people profile

● [Link]
RODUCTION&version=latest&locale=en-US

○ Set up global assignments

● [Link]
[Link]?state=PRODUCTION&version=latest&locale=en-
US

○ Set up concurrent employment

● [Link]
[Link]?state=PRODUCTION&version=latest&locale=en-
US

○ Set up contingent workforce

● [Link]
ed4d9459f893cce6f5920528d/[Link]

○ Set up document generation

● [Link]
ed4d9459f893cce6f5920528d/[Link]

○ Set up EC advanced reporting

● [Link]
ed4d9459f893cce6f5920528d/[Link]

○ Set up mobile
○ Set up EC payroll
● [Link]
LL/185f14fbe60d4bbb8d7d5e4f8d89b24b/[Link]

○ Set up higher duty or temporary assignment

● [Link]
d7d84789822df515a967c898/[Link]

○ Set up job profile builder

● [Link]
e9bc2d38e46666d/[Link]

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SF Systems
Instance
● Frontend, customer facing view of SF system platform
● Consultants, admin and end users see the same interface, but access to tools varies
depending on permission configurations
● During configuration, implementers use Admin Center to setup and configure basic
system features in instance
○ Customizing look for company colors, logo and customization of home page
○ Enable and customize email notification templates
○ Replace text to match company specific terminology
● During maintenance phase, admin will use Admin Center to modify any configured
features and manage company processes and cycles
○ Launching forms
○ Importing and updating user information
○ Reset user passwords and accounts
● Company ID is unique identifier of an instance
● Username and password are login credentials associated to each user

Provisioning
● Key configuration tool that SF uses to control many aspects of customer instance
○ Modify company settings, enabling new features
○ Turn purchased modules on or off
○ Create admin accounts
○ Download and upload templates that contain custom configuration
○ Enable language packs

Company Settings access

● On login to Provisioning, list of company instances visible under implementers
Provisioning account
● To find setting element that correspond to a module of SuccessFactors, use Ctrl F to
search using key words
● Once changes are made to section, click save feature button for that section, user will be
prompted to enter company ID before changes can be saved

Administrator Account Creation

1. Supply necessary details (unique username and password)
2. Click Create Admin
3. Use new credentials with company ID to log into the frontend
Once configured the single recipient email feature, create Super Admin from provisioning will
not be possible.

New Administrator Account Example

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1. In company settings screen, use following details to create new Admin account
Username: admin
Password: xxxx
First Name:
Last Name:
Email:
Check box next to I confirm that customer has provided approval of Super Admin user
account creation
Add email address as customer email
Click Create Admin
1. Enter Company ID to confirm changes

As an administrator, can view and control who has Provisioning access to the instance.
Use Manage Provisioning Access tool in Admin Center to see a list of users with Prov access
and can grant Prov access to or remove Prov access from any users

Granting Permissions
1. Use Action Search to navigate to Manage Permission Roles and select Administrators
role
1. Click Permission button
2. Administrator Permissions section select Manage System Properties link
2. Give administrator following permissions: View Provisioning Access, Control
Provisioning Access
1. View Prov Access gives user ability to view other users with Prov access
2. Control Prov Access gives user control which users have Prov access
3. To see changes made by RBP, log out of instance and log back in
4. View Prov Access
5. Control Prov Access
6. Click Done and Save changes

View users with Prov Access

1. Go to Admin Center -> Manage Provisioning Access
2. Review list of all users with Prov access to instance
1. Able to see ID, username, email and status of user
3. To find specific user by ID
1. Click filter icon
2. In Include section, select ID or Status in first drop-down menu
3. In text field, enter ID of user to find
4. To view list of users by status
1. Click filter icon
2. In Include section, select ID or Status in first drop down
3. In text field, select Active or Locked

Approving a Provisioning User

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Users given Prov user account are required to complete training

Need to submit an internal access request to verify training and other requirements

Remove Provisioning User

1. Admin Center -> Company Settings -> Manage Provisioning Access
2. Select one or more users
3. Click delete icon
4. Confirm to remove Prov user

Instance is the frontend while Provisioning is the backend

Configurations like who can access certain modules are done in instance
Configurations to turn on certain module and have it accessible in instance is done in
Provisioning

Administrators can configure default content and layout of home page for users in company and
control which tiles users can add

Home Page Administration Permissions

● Manage Home Page
● To-Do Admin
● Company System and Logo Settings

Manage Home Page tiles

1. Admin Center -> Manage Home Page

Visibility of Home Page Tiles

● Visibility of tiles are determined by permissions
● Admin can control visibility of tile groups using role-based permissions, but not individual
tiles themselves

Custom Home Page Tiles

● Create custom tiles and add them to home page in instance
● Or create custom tiles using built-in Rich Text Editor or by inserting any standard HTML
● Can display dynamic content directly on face of tile

User Settings
● Password Change (not applicable if SSO enabled)
● Security question selection (only applicable if security questions enabled under
Company settings)
● Receipt of notifications from system (optional function for All notifications)
● Language preference selection (only applicable if instance is multilingual)
● Proxy assignment (assign proxies if features is turned on)

Global Header People Search

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● Easy access from every page

● Supports Fuzzy matching to find employee despite one character difference from actual
● Supports searching for names with accents, umlauts, diereses
● Supports searching for employees by EC name
● Ability to control EC and non EC user info displayed in search results with role based
perm

To enable Fuzzy Search

1. Action Search, go to Company System and Logo Settings
2. Turn on enable fuzzy search function for People Search
3. Click Save Company System Settings to save

Inactive users
● By default not included in People Search results
● To include them:
1. Action Search, go to Company System and Logo Settings
2. Select option Show inactive user in people search
3. Click Save
Note future hires are considered inactive users

Action Search
● Allows end user to find dozens of common actions directly in search bar at top of page
● Administrators can use action search to access Admin Center
○ Create search for relevant actions based on keywords and synonyms
○ Manage and Configure own action keywords and custom links
● Admin Center -> Company Settings -> Manage Action Search to customize ways users
find actions from search bar

Administrator Center
● Only employees with admin privileges have the Admin Center option in Home Page and
Name Menu
● Admin Center also only shows admin features for which admin has permission
● Acts as central access point to wide range of admin features and tools to configure and
maintain SF application
● Can be used to monitor overall system health, manage cross-suite and third-party
integrations

Two UI versions
● More modern NextGen Admin provides
○ Admin Homepage
○ Admin Tools
○ Tool Search
○ Admin favorites
○ Upgrade center

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○ Execution Manager
○ Performance Metrics
○ Integration Center
○ Event Center

Tool Search
● To search for any admin center on Admin Center page, use tool search to find the config
relevant for certain features

1. In Provisioning —> Company Settings, activate the option NextGen Admin Homepage
(Admin v3.0). Scroll up and click on Save Feature. Enter your company ID and click
confirm
2. From Admin Center (set to OneAdmin UI by default), click Switch back to NextGen
Admin Center which is directly below the name Admin Center.
3. Navigate to the “Tools” tile and type “password” on the “Search Tools” field and it should
show you all Admin tools that has the word “password” on its name.
4. Click on the See All option on the right hand corner of the Tools tile. This will show you
all the administrator tools available in the system depending on the enabled modules.
5. Press Esc from your keyboard to close the Tools window.

Upgrade Center
● Allows for easy upgrade of SF system
● Built in documentation and self-service activation of new features
● Provides upgrade information like descriptions of new features, upgrade duration, costs,
prereq or dependencies and documentations of upgrade

Search in product support

1. Click Admin Center
2. Click Support on the right
3. Enter Home Page in Support Search field titled Get Help With
4. Press enter
5. See a list of articles in Knowledge Base results
6. Click Support again to collapse Support window

Admin Tool Search

1. In Admin Center locate Tool Search on upper right

Administrator Basics
1. System Owner or Advocate
1. Serve as primary contact between system users or third party systems
2. Primary contact between users and system
3. Stay current with all updates to system functionality
4. Communicate with and recommend business processes to company
2. System Admin

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1. Manage and oversee user information

2. Manage user perms and privileges
3. Manage forms, competencies, roles and system notifications
3. User support
1. Provision necessary assistance and support for all HR managers
2. Implement new functionality
3. Training and comms to users of new functions
4. Provision reporting assistance to HR and management users
5. Provision coaching assistance to managers and employees

Job Code Assigned to each employee to map their role to

job code
Line of Sight Reporting visibility of individual within SF, eg.
Managers can view direct reports and those
below
Portlets Provide resources, charting or features for users
to assist them with processes
Role Names Codes used in multiple modules and control
various permissions:
E - Employee
EM - Manager of Employee
EH - HR rep of employee

data supplied in employee import file determines

the EM or EH role, customers can set own roles if
RBP turned on in instance
Route Maps Establish workflow and steps employees follow
during business process
Specify the order in which a form moves from
one employee to another and what employees
can do in each step

Reset Password
1. Reset individual user password to specific new one
2. Reset individual user password to system generated one
3. Reset group of users password to system generated passwords at once
4. Resetting for SSO users will only impact Basic Authentication and token based SSO
Users receive system email notification once passwords reset, once they log into system,
Password Change window pops up for them to reset
If security questions enabled in instance, users will have to choose security questions before
they enter new password

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Reset Locked User Accounts

● System automatically locks user accounts when user exceeds the number of allowed
unsuccessful login attempts
● Admin has to reset account, where you can only reactivate the account so that user can
log in again
1. In Admin Center, click Reset User Account
2. Locked out user is displayed on specified list with a red X in status column
3. Select users to reset by clicking checkbox next ot their name
4. Click Reset Selected Users to reset and unlock accounts

Single Sign on
● When customers enable SSO, external emails can no longer login to instance
● Only can enable Secondary Login Access to access system again
1. Go into Provisioning for company id to access
2. Go to Company Settings
3. Check on box for Enable Secondary Login Feature and save
4. Logon as Admin to enable Manage Support Access
5. Access role to add Manage Support Access Permissions to
1. Go to Manage Employees
2. Set user perms
3. Manage perm roles and select role
4. Select perms settings
5. Select admin perms
6. Select manager user
7. Select manage support access
8. Click done and save

Enable Login access to specified user

● Need to enable login access for specified user account
1. Admin Center -> Manage Support Access -> Enter user information and search users
2. Click on checkbox to select permissions and decide if user has unlimited or Time Bound
access and select grant support administrator access to account
● If enabled, Support admin will have unrestricted login access to user account until
access is disabled

Cloud Identity Authentication Service (IAS)

● SF can be setup to use IAS
○ No password specific URL for first time login
○ If users clear cookies will have to enter email or username again
● IAS can be setup to require different login methods like password, 2FA, SSO

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SF Permissions
Administrators
● Super Administrator
○ Created in provisioning, grants permissions to others to become Super Admin,
Security Admin or regular Admin
● Security Admin
○ Responsible for managing all security through roles and permission groups in
role-based permission framework
● Administrator
○ User with access to Admin Center page in SAP SF
When Super admin logs in for the first time, only one link on Administrator Permissions page
visible to manage RBP access

Role Based Permissions

● RBP allows company to have as many roles in SF as needed and provides the ability to
grant each role different levels of permission granularity
● Compared with traditional systems where everyone has the same permission and
access in system, RBP grants permissions based on the work each individual or group
does
● Eg. Can create a role solely responsible for compensation and benefits and grant to
regional managers
● Or apply further restrictions to role to only allow management of full-time employees in
region of specific role
● Possible to define roles as regional roles which would automate permission
management

Role Based Security Concepts

● Role defines access to data and functionality
● Once role is defined, grant role to target users
● Groups can be dynamic to automate assignment of permissions

Granting Role Based Permissions

1. Create Group and grant required permissions, then create groups to be managed by
users with those permissions
2. Create Permission Role to define access to data and application functionality
3. Grant role to user or group, add target group created with roles created

Steps to Grant RBP

1. Find admin user
1. Use action search to navigate to Manage Role-Based Permission Access
2. On screen, verify to see user created from Provisioning, otherwise add user
2. Grant RBP to user

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1. Ensure check box Allow Access to This Page enabled for user
2. Ensure check box Role Based Permission Admin enabled for user4

Permission Groups
● Used to define group of employees with same group of permissions
● Can be region or local based or business role based
● Allows grouping of employees who match a pre-defined condition from single parameter
or multiple conditions

Dynamic Group Creation

● Admin Center -> Manage Groups and Create New
● In group name, enter name for dynamic group
● Choose group members by selecting from the People Pool drop down menu

To enhance filter fields

● Specify more fields to appear for defining permission groups by editing the
<permission-group-filter> sub element of <dg-filters> element in Succession Data Model.

Permission Group Modification

● Modify parameters of permission group
○ Permission group name
○ Conditions for members of permission group
○ Inclusion of members to permission group
○ Exclusion of members from permission group
● Merge Permission Group
○ If company undergoes org changes that alter access requirements for systems
○ Can merge two permission groups, better to modify group than to delete it
○ Only delete group with no assigned employees once all employees have been
reassigned to new group
● Modify Dynamic group
○ Select action from Take Action drop-down menu of group to be modified
○ Edit group by selecting or excluding new group members
● Static Permission Groups
○ Store a static list of users instead of dynamic list
○ Static groups use as RBP access groups or target groups
○ Created by file import in Admin Center -> Manage Permission Groups -> Import
Static Groups

Permission Roles
● RBP users perm roles to group set of permissions
● After grouping perms into a role, can assign role to group of users, granting access
based on permissions assigned to role

Permission Role Creation

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● Admin Center -> Create Permission Role

● Then grant permission roles to everyone or to a subset of employees determined by
permission groups, target populations or by relationships
● When defining a role in RBP, can assign role to group created or based on hierarchical
relationship

Granting Roles to Groups

1. Use action search to navigate to Manage Permission Roles
2. Select one of the permission roles to grant
3. In Grant this role to Section, click Add
4. Select grant criteria to assign role to

Grant criteria
1. Permission group
1. Assign permission role to defined group of users
2. Define how many levels up in hierarchy permission to be granted
2. Target Population
1. Depending on permissions in role, might have to define target population
2. Identified by t icon next to permission name, with following text that t= Target
needs to be defined
3. Can be Granted User's Department, Division, Location, Manager, Peers and Self
4. Option to exclude granted users from having permissions access to themselves
3. Relationships
1. Access groups defined using relationships (eg. Manager-employee relationship)
derived from job relationship object)
2. Relationship can be hierarchical or non-hierarchical
3. General Relationship Types: hierarchical relationships by reporting line between
granted user and target user
4. Employee central Only: if employees have global assignment, have both a home
manager and host manager. All managers need to have access to both home
and host jobs of employee

Copy Permission Roles

● Copy and modify existing role and then add or remove permissions as role requires.

View user permissions

● Check work by viewing permissions for specific user in SAP SF
● Admin Center -> Set User Permissions and use View User Permission function
● In View User Permission page, search for user with advanced search
● Select View Permission

Best practices for RBP

1. Start with most generic roles
2. Avoid redundancy

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3. No overlap between roles

4. Limit number of groups and roles
5. Naming Conventions of roles
6. Meaningful Group Names, Role Names and Role Descriptions
7. Governance
8. Run RBP Check Tool

Proxies
● Allows one employee to act on behalf of another
● If employee unavailable or absent when form is due, proxy can be assigned to act on
their behalf
● Usually used during testing phase for new process cycle, assign administrator to proxy
user so can see what employee sees
● If multiple proxies assigned to account, all proxies can edit data at the same time, where
changes of last proxy overwrite changes of all other proxies
● Audit trails will show actions taken by a proxy
● Admins with proxy management rights can assign and remove proxies for any account
● Admin can grant other employees permission to assign proxies through Company
Settings, if enabled, all employees can assign proxies for their own account

Proxy assignment
● Admin can assign proxies singly or multiple at a time
○ Proxy is able to open, view, edit and send any item in account holder
○ Can specify whether proxy has access to private goals of account holder
○ Audit trail automatically tracks all actions by proxy
○ Admin can assign proxy rights to user for specific tools or areas of account like a
specific form template
○ Proxy rights can be time based, where start and end times are based on local
time zone of proxy administrator who set them in profile

Proxy assignment steps

1. On Action Search, go to Proxy Management
2. Identify proxy and account holder at top of page
3. Select modules, optionally select date range

Proxy Removal
● Open proxy management page and enter username in Look up Existing assignments
section
● Using Proxy Import to assign and remove proxies
○ Upload a csv file to import multiple proxy assignments and deletions, ensure file
includes required fields for process
○ Action Search -> Proxy Import

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● Proxy import file contains column headers for USERID, ASSIGNMENT_ID_USERID,

PROXYID, ASSIGNMENT_ID_PROXYID, START_DATE(yyyy-MM-dd HH:mm),
END_DATE, All, Remove All, and individual module Headers
○ By default, proxy assignments start as soon as they are created and have no end
date unless specified in time range
○ All: used to assign proxy rights to all tools of account holder within SF
○ Remove All: deletes proxy rights of user for specified account holder (used to
remove proxy assignment)

Self-Assigned Proxy
● Admin Center -> Action Search -> Company system and Logo Settings -> Disable Proxy
Access for users without Proxy rights
○ If checked, only admins can grant and remove proxy access to users
○ If unchecked, each user can assign and remove their own proxies
● Employee will access the page to assign and remove proxies
○ Name Menu -> Settings -> Proxy
○ Assign proxy to allow another employee to act on their behalf or become proxy to
act as proxy for employee they have been granted access
● When clicking Become Proxy, employee will see a drop-down menu of users they can
proxy as
● If checkbox within Proxy Management "Enable Advanced Proxy Management (Proxy
Now and Proxy Import)" is checked, user with proxy rights will also be able to access
proxy via Name Menu

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SF Basic Configurations
Themes
● Admin Center -> Company Settings -> Theme Manager
Create new theme Can create new custom theme from scratch
Search Search for theme by name or filter on locked
(standard) or unlocked (custom) themes
Edit Edit custom themes by clicking on theme names
Default Only one default theme per instance, visible to
employees unless they are in a group added in the
column "visible to"
Visible to Add employee groups who will see a theme
different from default theme

Field used to group user to theme can be selected

Provisioning -> Company Settings -> Field used
to group users to themes

Group by department, division and location

Try it out Instance takes on the theme for testing purpose,
only displays for current user as an administrator
to try
Duplicate Copy existing theme, allow users to make minor
changes while keeping original version
Delete Delete only custom themes

Apply a Theme
1. Action Search to Theme Manager
2. On Manage Themes screen, click the Dark/ Grey & Blue radio button in the Default
column to set as default theme
3. Click save and yes
4. Log out and log back in to see changes

Creating a custom theme

1. Action Search to Theme Manager
2. Click Create a new theme
3. On Create a theme screen and in Theme name field enter theme name
4. Enter Page background color, Accent color scheme and click Generate button to create
additional shades based on the accent color
5. Click on SF Theme radio button to make this the default theme

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Adding theme to Home Page

1. Action Search to Theme Manager
2. Go to Fine Tune -> Landing Page Theme
3. Select theme from drop-down to use on landing page in instance
4. Save and log out and log back in to check changes applied

Home Page
● Default start page of SF HXM suite
● View pending deadlines, outstanding issues and valuable team metrics/ business
analytics
● Provides an overview of activity across SAP SF HXM Suite and take action quickly
● Main entry point to SF for employee, personal to do list displays tasks assigned from
learning activities to goal-setting deadlines to HR changes
● As a manager, track team's progress and view valuable team insights on Home Page,
view live analytics headlines and dashboards showing real-time data
● For HR business partner, home page alerts change requests that require approval and
other HR data issues requiring attention

Home Page tiles

● Blocks of content on home page, all content and functionality accessed through tiles
● Admin can manage tiles that appear on default home page and control which tiles users
can add or remove to create personal home page
● Select among standard tiles or custom tiles
● Tile arrangement managed using Manage Home Page configuration tool

List of Important home page tiles

Achievements Employee accomplished activities towards their goal
Admin Alert 2.0 Notifies users of number of open alerts they have
based on their permissions
Admin Favorites Provides HR admin with a list of their favorite admin
tools in Admin Center
Analytics and Tiles that display analytics data and metrics
Dashboards
Birthday and Work Notifies managers about birthdays and anniversaries
Anniversary on team
Careers Direct access to job search and posting within
company
Company Documents List of company documents uploaded on Manage
Documents page
Custom Tiles Create and add own custom tiles

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Give Feedback To provide feedback to employees

Goals Direct access to user Goal Plan
Manage My Team Provides managers with information about team
activities
Track team progress and take action as needed
link to more information about one of the reports like
their profile, 1:1 page, performance review or nudge
them to complete a to do task
Mobile Application Provides access to mobile device registration
My Profile Access to user profile like percentage of completion
Quick Links List of useful links provided by admin, employees can
add links to frequently used pages in application
Reports Display list of available reports for managers and HR
specialists
SAP Jam Direct access to SAP Jam
Suites Navigation Provides access to various parts of SF
- Admin Center
- Calibration
- Compensation
- Development Plan
- Learning
- Organization Chart
- Performance
- Presentations
- Rewards and Recognition
- Recruiting
- Succession
- Time Sheet
Time off Access to user Time Off information, view number of
days remaining in account and number of days until
next vacation
To Do View assigned and pending to do items on home
page and provides link to complete required tasks
and see deadlines of task

Managing Home Page

● Admin can configure default home page
● Action Search -> Manage Home Page
● Tile can be in one of three sections

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○ Default: visible by default on home page, and able to set Removable by User
toggle as required
If Yes, users can add or remove tile using Repository
If No, tile cannot be removed
● Repository: Users have the option to add or remove tile
● Not Used: tile should not be used on home page at all
● Additional configurations can be accessed using edit links in last column

To Do display settings
● Admin can control how to do tiles are displayed and categorized
○ Set number of days before due date that pending to do items appear on Home
Page
○ Hide supplemental to do items after 60 days
○ Set number of days after due date to hide overdue to do items. Overdue items
accumulated overtime will expand section too much, hiding tasks will give better
tracking
● Action Search -> Manage Home Page -> To Do settings -> General Settings

Supplemental To Do Items
● Tasks manually created by administrator and added to home page for specific roles or
groups
● Supplements system generated to do items that are created and added by SAP SF
● Action Search -> Manage Home Page -> Manage To Do Settings and Supplemental To
Do items
● Verify or select right locale from dropdown list and click Add
Select category in column Tile and enter name of new supplemental to do item
Select Due Date
Assign new supplemental to do item to specific permission roles or groups, only admin
with Manage RBP access can set target audience for items, otherwise Permissions
column is not visible

Create Custom Tile for Home Page and moving a section

1. Action Search -> Manage Home Page
2. Add Custom Tile and open Create Custom Tile wizar
3. Follow through steps of Wizards
1. Tile Properties:
Tile name
Description
1. Tile Settings:
Type
Title
Subtitle
Icon
1. Navigation Settings

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Tile target
Width
Template
Rule-based
Language
Content
1. Assignment settings:
Section
User Group
Active
Click
1. Edit Sections at top of Manage Home Page tool
2. Find section and drag and drop to top of list
3. Navigate to Home page to check if page has been created and published

Home Page
● Latest home page can provide system generated content
○ Compensation, including Variable Pay and Spot Awards
○ Employee Central Payroll
○ Employee Central Time Off and Time Sheet
○ Performance and Goals, including Goal Management, Continuous Performance
Management, and Continuous Feedback
○ Onboard
○ Recruiting

New Home Page Setup

1. Enable new home page experience from Upgrade Center
1. Existing configuration of legacy home page is unaffected by upgrade
2. Enable specified roles to see and manage latest homepage from RBP
1. Admin should have permission Manage the Latest Home Page under Manage
System Properties
2. Permission Access Latest Home Page permission under General User
Permission to see only latest home page experience
3. Change banner image at top of page if do not want to use default image
1. Action search -> Manage Home Page
2. Find Home Page Banner Image and choose pen icon
3. Choose image to display at top of home page
4. Select use default banner image to use provided default image
5. Deselect use default banner image and choose upload to use your own image
4. Import custom tiles to keep from legacy home page
1. Action search -> Manage home page
2. Import Custom Tiles from Legacy Home Page
1. Imported custom tiles can be activated, deactivated or edited like other
custom card

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2. Choose new image custom cards converted from static type custom tiles
3. Maximum of 100 custom cards on Manage Home Page screen, and
maximum of 12 custom cards appear on home page for any one user
5. Import custom links
1. Import custom links from legacy home page to latest home page, add target
groups or edit as needed
2. Action search -> Manage Home Page
3. Find favorites and click icon to manage favorites
4. By default all quick actions are selected
5. Manage Home Page -> Quick Actions pen icon
Deselect quick actions to not use
1. Quick Actions
1. Visible based on role based permission and system configuration
1. Create Activity quick action to create activity in Continuous Performance
Management
2. Report Center quick actions takes user to Report Center page
3. Favorites quick action enables review a list of available links and selects
favorites
2. Administrator to add custom links to Favorites quick action on latest home page
3. Custom links are optional, once imported from legacy home page, they are
included in Available list along with standard links
4. Can also configure one or more target groups who can see each link
5. Can also add localized link name and description for each language in system
2. Upload Company Logo
1. Logo will display on top right of all pages within SF
2. Transparent GIF, 210 wide x 40 high, RGB
3. Admin Center -> Company Settings -> Upload Company Logo
4. Point logo to URL
1. Admin Center -> Company Settings -> company System and Logo
Settings
2. Enter URL of Company Logo and click Set Company Logo URL
3. Customize Resources page
1. Can display additional information about company to end users
2. Select Company Info from Home drop-down menu then click Resources tab from
top
3. Create and edit content by clicking edit icon on top right
4. Customize help and tutorials
1. Admin can enable/ disable links by module by clicking the icon Help & Tutorials
-> Disable it now
2. Admin can edit information available to users in Help & tutorials page by adding
custom content

Update Company Resource

1. Home drop down menu -> Company Info -> Resources

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2. Update Company Resources -> Edit -> Highlight word and click hyperlink icon
3. In link dialog, URL field enter target URL and select new window _blank as target

Configure Custom Navigations

● Provide ability to navigate to new location like external URL or custom report not
accessible using default system options
● Action Search -> Navigation Menu, People Profile "Jump To" and "Employee Records"
and from "Take Action" and "Go To" within an employee quick card
● Gives great flexibility to customize SF instance and quick access to other tools outside of
SF
Admin Center -> Company Settings -> Configure Custom Navigation
Menu Item Label How link appears
ID Text or numerical value
Link Type Internal Link - SAP SF deep link in URL field
External Link Same Browser - used with external
URL open in same browser window
External Link New Browser - opens in new
browser window
URL URL for link
Menu Location Create custom action, select Action Search in
dropdown menu
for custom actions, only select one location in this
menu
Permissions Selected RBP roles and groups to see Custom
Navigation

Manage Company settings and Texts

● Company Settings -> Company System and Logo settings
Integrate with Outlook Allows users to add reminders associated with
Calendar goals and forms to Outlook directly by clicking
email icon
Allow Manager Access to Forms modified and moved through workflow in SF
Document Revision create an audit trail
History if selected, manager can view full history of
changes on form
Everyone can access Everyone who participated in form actions can
document's revision access full history of changes on form
history
Enable HTML Email Allows SF to send formatted messages to users in
Notifications plain text so that it can be read by mobile users

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Enable enhanced writing Tool assists users with helpful text to be placed in
assistant UI review form
Disable Proxy access for Only lets admin make proxy assignments
users without proxy rights
Configure Company-wide Whether users will receive email notifications, if
Email Settings checked, all users will receive email on all
workflow related processes

Org Chart Configuration

● Provides interactive view of org hierarchy and reporting relationships like matrix
managers
● Allows users to open multiple teams with dynamic horizontal or vertical layouts
● Enabled using Upgrade Center
Admin Center -> Company Settings -> Org Chart Configuration

Adjust password policy Settings

● Company Settings -> Password & Login Policy Settings
● Can enable forgot password and username
○ Receive link to reset password via email associated with log in
○ Reset password by answering security questions prior to email link
○ Reset password by answering security questions prior to link for users to reset
password after answering correctly
● Password Expiration for Long Time Unused Passwords
○ Admin can expire passwords not been used to log into system longer than
defined period
● Enable CAPTCHA for forgot password

Control Log in features and assistance available

● Manage security question provides a library of security questions
● Admins can select how many questions user must answer correctly before password
reset
Select from list of prepopulated system security questions and language
Select add new question to create own security questions

Forgotten Username Policy Settings

● Enable forgot username feature to allow users to retrieve username via email associated
with log in

Text Replacement Tool

● Admin can directly customize some UI levels across SF HXM Suite
● Uses two key in language pack (TEXT_REPLACEMENT_KEYS and
ADMIN_TEXT_REPLACEMENT_KEYS) for customizing

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

● Custom UI labels defined on Text Replacement page overrides default values of UI

labels

Company Dictionary
● Add words particular to company like name, product names or other specific terms
● Ensures that these words are not flagged by system spell checker if turned on in system
● Company Processes & Cycles section -> click Company Settings -> Company Dictionary
○ Download dictionary file, modify words for dictionary and import updated file

Manage Languages
● Change label in specific locale not available in text Replacement function
● Admin Center -> Manage Languages
● Requires Text Replacement permission in RBP
● Overwrite up to 10,000 values per locale
● Max csv file limit for custom language of 10 MB

1. Identify token for system text

1. Name menu -> settings -> change language -> English debug -> switch
2. Go to page for change label, get value between colons
3. Back to name menu -> settings -> change language and select default language ->
switch
4. Action Search -> Manage Languages
5. If custom locale does not exist, need to create one, under action column click custom
locale corresponding to language pack
6. Under custom locale field download custom labels
7. Under first column Key put the change label value
8. Under second column, put the locale code like en_US, then in second row renamed
value
9. Save the file as a V2 and import it in SF as csv format

If key hard to reaed on screen

1. Download CSV file of original language pack and view default system labels

Mobile Settings
● Enable mobile features
● Manage permissino roles
● Email template notifications
● Manage mobile users
● Action Search -> Enable Mobile Features and select feature to enable or control basic
mobile functionality

Mobile Access Permissions

● Specify which users can access SF account
● Action Search -> Manage Permission Roles -> select role to grant mobile access to

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● Permission -> General User Permission -> Mobile Access -> choose permission role for
user to access

Mobile Email Notification

● Simplifies mobile user activation process
● Enables admin to customize an email template to send a single email notification to
users who have been granted mobile access
○ Download and install SF mobile application from app store
○ Activate mobile application from device
● Email Notification Template Settings -> turn on Mobile Activation Notification email
template

Mobile Device Activation

● Activate mobile device of user
● Settings -> Mobile and enter device activation code

Mobile User Management

● Displays all users who have activated at least one mobile device
● Page has Export All Mobile Users button to download a csv file containing full list of
mobile users
● Can deactivate the device of mobile user by entering first and last name or username
into People Search field
● Select send new mobile activation email to resend email to specific user

Enable Access for Mobile Device User

1. Enable access for mobile device user
1. Action Search -> Manage Permission Roles
2. Grant permission to Admin to access mobile permissions
1. On Permission Role List screen in Permission Role column click Administrator
2. Role Detail screen click Permission
3. In Permission Setting dialog box in User Permission list click General User
Permission
4. In General User Permission, verify that Mobile Access check box is selected or
activate

Managing User Data (UDF file)

● To import employees in instances, admin need appropriate permission for specific target
population
● Permission comes from tool called Manage Employee Import available from Action
Search -> find user -> define target population and click on save definition for selected
users

User Data File (UDF)

● Csv file and used to add or change data for one or more employees at a time

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● Created manually or as an automated output from Human Resources Information

System (HRIS)
● Import file through Admin Center or automate uploaded through File Transfer Protocol
(FTP)

Exporting data
● Export list of existing users in SF, use file as basis for updating or importing user
information
● Admin Center -> Update User Information -> Employee Export
● Recommended to download existing UDF before making changes and importing them
● Options
○ Valid Users only -- active users
○ Short format: only system fields -- show only required fields
○ Character Encoding -- output in chosen language
○ Export as batch process -- if extracting large number of employees
○ Include user compensation data -- include compensation data about employees
in export file

Data changes with UDF

● Standard data elements like required fields, filter fields and optional fields
● Required fields
STATUS Active or inactive -- all users on initial data load
have an active status
USERID Unique system identifier for each user and
cannot be changed once set
USERNAME Use to log in to system, must be unique for each
user
FIRSTNAME/ LASTNAME Name of employee
GENDER Required for Writing Assistant
M for male or F for female
EMAIL Business email address for employee for
notification purposes
MANAGER Requires USERID of manager of employee for
company hierarchy
for top individuals, NO_MANAGER used to
designate they do not have anyone above
HR USERID of HR rep assigned to employee
If not HR rep, use NO_HR
TIMEZONE Used for time stamping, can use corporate time
zone as default

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DEFAULT-LOCALE Default language displayed to user when

accessing SAP SF
PERSON_ID_EXTERNAL Assignment ID identifier assigned to person to
define relationship between person and a
company, use it to identify users
ASSIGNMENT_ID_EXTERN Unique identifier of person
AL

UDF filters
● 3 standard filter fields in SF
○ Department
○ Division
○ Location
● Used for filtering within reports and permissions
● Job Code field is optional and used to associate an individual with competencies
● Admin can associate a job role with a set of competencies
● 15 custom fields can be used for other identifier data needed to bring into SAP
SuccessFactors
● Csv template for instance is provided to company during configuration or download at
any time using Employee Export feature
● Rows 1 and 2 System ID and Labels must be preserved including all required columns,
can rename Row 2 labels during system configuration

UDF upload behavior

● When UDF is uploaded, SF searches records in file and only makes changes to data in
SF where USERID field matches a USERID system
● If SF encounters a nonexistent USERID, it is considered a new user and adds it to
system
● To add new users
Add new row to UDF, complete required fields and import file into system
● Changing user data using UDF
Export current data from system, edit records for editing and import updated UDF
SF recognizes USERID of changed user and changes information accordingly in system
● Inactivating user using UDF
Change status of user to inactive and import UDF back into SF

Importing UDF
1. Action Search -> Employee Import
2. Choose file to select UDF
3. Specify how initial passwords to be assigned for new employees
4. Or
1. Send welcome email to new users
2. Validate manager and HR fields

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3. Process inactive employees

4. Reactivate purged users
5. Click import user file to import user data
After file upload successful, SF user database updated with information from file, email
notification sent with results of upload, including any errors

Data Change Management with Admin Center

● Admin Center -> Manage Users to make one-off changes to user records
● Use link to change data to correct information imported manually or via FTP
○ Initiating manager changes and transfer forms from old to new manager
○ Modify status of user to active or inactive
○ Change name of user

Extended user information

● Supplemental data about users in SF
● 3 types of extended user information
○ Personal Information
○ Background information like talent review process
○ Trend information
● Administrators should perform periodic exports of all 3 data files and save outside of
application for historical record and restoration in case of deletion
● Before any manual import of profile data, backup should be exported first in case
mistake is made
● System will display settings defined for last import or export to mitigate risk of data loss
caused by incorrect settings
● Admin Center -> Manage Employees -> Update User Information -> Manage Users
○ Add new users
○ Change user data

Assignment ID
● Identifier assigned to person to define relationship between person and company
(something like userID)
● Assignment ID )assignment_id_external) is unique, case sensitive and visible and used
to identify users across a company's HXM suite
● In employee central, can use business rule to generate assignment Idsand assign to
newly created users
● Can only be changed through convertAssignmentIdExternal function Import
Use case for Assignment ID
● In the case where user ID is changing, assignment ID can be used to identify users and
change if needed

User Management
● Employee Self Service/ Manager Self Service
○ Add or update basic user information by using Fiori UI

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● Import Employee data -> Basic user import

○ Add or update basic user information by using data file
● Employee Export
○ Download basic user information
● Import extended user information / Import employee data -> Extended import or
background import
○ Add or update extended user information
● Export Extended user information
○ Download extended user information
● Check tool -> user management
○ Validate user data

Email Notifications
● Either triggered by automatic system response or triggered by an admin
○ Event triggered notifications
Triggered by event like a form move from one person to another
● Admin triggered notifications
Sent by admin like Welcome Message

Email notification templates

● Admin Center -> Company Settings -> Email Notification Template Settings
Turn on or off event triggered notif and edit signature, message body or other options
● To turn on for all users, select checkbox next to notif
When email notif is enabled and users have appropriate permissions, they have the option
to turn them on or off

User Email Notification Settings

● Admin can manually override user preference to receive amil notifications on behalf of
user
● Use this to troubleshoot when users are not receiving system emails

Edit Email Notification Settings

1. Action Search -> Email Notification Templates Settings
2. Enable following notifs:
1. Document Creation
2. Document Routing Notification
3. Document Return to Evaluation Notification
4. Document Completed Notification
5. Goal Creation Notification
6. Goal Delete Notification
7. Welcome Message Notification
3. Click on notification setting and set email priority
4. Delete default email message and enter own message
1. For example:

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“Please be advised that the document [[DOC_TITLE]] has

been created for you by [[SENDER]] and is now available in your ACME Boots Inbox
[Link] can access this document at the following URL: [[DOC_ACCESS_URL]]”.

User turn off email notif

1. Name Menu -> Settings -> Notifications -> Read message in system -> save

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SF Employee Files
XML
● Abbreviation for Extensible Markup Language
● Structured into tree where family members are called elements, which describes the
data that it contains
● Tags in XML are user-defined, must be always open and close as they are nested
● Attributes are named, simple-type definitions, which cannot contain other elements

Document Type Definition (DTD)

● File that declares which elements and references can appear where in an XML
document

XML Validation
● Well-formed XML
○ Contains root element
○ Has closing tags
○ Elements are nested properly
○ Attribute values use quotes
○ Is case sensitive

Configuring People Profile

● Connects employees and supports talent decisions by delivering relevant, community
enriched employee information through integrated repository
● View and edit a person's entire profile on one simple consolidated page and take
immediate action
● Find most important or most recent information and drill down to see more detail when
needed
● People profile page organized into sections, subsections and blocks

Navigate to People profile

1. Navigation Menu -> My Employee File
2. See personal information like name, email, location etc.

People Profile
● Contains configurable page header that displays profile photo and basic information
about an employee
● Information blocks
○ Subsection consists of either one or two blocks
○ Some blocks are predefined and are not configurable such as Succession block,
while other blocks are customizable and allow for configuration of display data
like user info or background blocks

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● Responsive display optimizes page layout based on display size for better user
experience on tablet or smartphone
○ Automatic adjustment for optimal viewing based on screen size

People Profile XML configuration

● Configured using both Admin Center and Succession Data Model which is an XML file
○ Admin Center arranges the layout
○ Data model defines standard elements used in people profile, defines custom
filtering fields
● Standard elements are fields seen in instance, like name, hire date, address, phone
number etc.
● Defining fields can include changing labels and determining if field is required
● Then configure permissions for standard elements to determine who has access to each
field and level of access, read or write
○ Eg. Employee may be able to see, but not edit their hire date
● Three primary elements
○ Standard Elements: used to define fields and labels used in Employee Profile
○ Background Elements: used to define data field mappings to the SM_Background
table
○ Custom Filters: used to turn 1 or more of the 15 custom fields into a filter that can
be used in system for tasks like reporting

File Management
● Always keep 3 copies of the data models when working in SF
● File A is original data model backup and should never be edited
● File B is version one
● File C is version two of data model file

Download data model

● Ensure data model is a single file that overwrites upon upload
● Always backup original data model and use very strict version for recovery in case of
error
● Steps
1. Log into Provisioning and select instance
2. Succession Management -> Import/ Export data model
3. Export File then save as
● Possible to back up multiple versions of the succession data model in provisioning and
restore version for instance
● Helps protect configuration and track data model changes in case of issue for instance
recovery
● Comments can be added during import for version control, max 100 versions can be
stored as backup

Standard Element

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● Define standard, single value fields that are seen in personal information section of
people profile
● Each field in Personal Information portlet relates to Standard Element in data model
● Common changes to Standard element
○ Make a field required field by setting required attribute to true
○ Changing labels to reflect multiple languages
○ Adding a picklist to a field

Custom Fields
● SF supports custom fields and filtering
● Can add up to 15 custom elements to People Profile
● Elements can be used for reporting purposes or to perform administrative functions like
generating forms
1. In data model, change label to meet requirements
2. In Admin Center, configure People Profile to include new custom field

Custom Filters
● Add <custom-filters> elements to XML data model
1. <custom-filters> element must be added after last background-element and before first
element permission, locate position to add custom filter file
2. Add in custom filter element with appropriate standard element references. In figure, add
custom filter, can see filter being added to custom field
3. Save new version and upload updated data model to Provisioning

View Custom Filtering Fields

1. In instance, navigate to Admin Center -> Reporting -> filtering Options
2. Ensure custom filtering field is available and selected
3. Navigate to Reports
4. From dashboard, click plus sign next to filter options, can see region is now available as
filtering option

People Profile Configuration Tool

● Manage content and layout of People Profile using Configure People Profile admin tool
● Add and configure sections, subsections and blocks to include on People Profile and
adjust way they are laid out on page
● Can also configure information that appears in profile header, set data source and date
range for ratings data and add localized translations of custom labels
● Admin Center -> Employee Files -> Configure People Profile

Configure People Profile permissions

● Must be granted Manage Employee Files permissions
1. Admin tools -> Manage Permission Roles and select role to grant permissions
2. Select Manage system Properties tab, in Administrator Permissions section
3. Select Manage Employee Files permission

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

4. Click Done to save changes

People Profile Header settings

● Enable to configure appearance and functionality of profile header
● Enable or disable profile completion feature within header settings
● Can configure which employee data fields appear in profile header using Configure
Header Fields dialog
1. Admin Center -> Configure People Profile -> General Settings -> Header Settings
2. Select desired settings and save changes
Configure Header Fields Configure which data fields are displayed in
profile header
Allow employees to edit Allow users to upload own background cover
background image image to profile header
Disable background If allow employees to edit background image is
image uploading by checked also, background image can only be
employees created by choosing one from image library
Manage background Opens existing manage background image library
image library dialog, which allows you to manage images from
which users can select background cover image
for use in profile header
Allow employees to Enable "My Name" feature to allow users to
upload audio file for upload a short audio clip on how their names are
name pronunciation pronounced
Allow employees to Enable "About Me" feature to allow users to
upload an About Me upload a short video about themselves
Video
Allow employees to enter Users can enter short text about themselves up to
an introductory text 500 characters, visible in profile header
Show percentage Users are reminded if profile is incomplete, and
complete percentage is shown in profile header
Set all fields as All fields on People Profile page that they have
expanded by default permission to access are displayed
Choose name format Select one of the name formats configured in SF
displayed on profile EC to display in profile header

Configuring Header Fields

● Use header settings to configure what employee data fields are displayed in profile
header
● Configure appearance of profile header only, select fields which are most useful and
relevant to company and display them more prominently at top of the profile page

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● By default, profile header contains basic employee info: photo, display name, username,
title, department, division, location, time zone, local time, email, two phone numbers and
links to social media and up to 3 custom fields
● All employee data controlled by role based permissions, if particular field is to be visible
only to certain users and not to others, can configure in RBP

Custom Header fields

1. Admin Center -> Configure People Profile -> General Settings
2. Configure Header Fields -> select one Custom Field checkboxes
3. In dropdown menu, select desired field
4. Save changes

Profile photo
● Decide to hide or show employee profile photo in header of People Profile
● To remove entirely for all users, uncheck photo checkbox in Configure Header Fields
dialog
● To make photo visible to some users of system but not to others in system, check Photo
checkbox in Configure Header Fields and then control visibility of photo with role-based
permissions

Badges Block
● Recognition is a good motivator and employees can recognize each other by giving
badges outside of normal performance and compensation management
<background-element id="sysScoreCardBadge" type-id="49">
<label>Badges</label>
<label xml:lang="de-DE">SF-Abzeichen</label>
<label xml:lang="fr-FR">Badges SF</label>
</background-element>
● Permission given from RBP under category Employee Data and block added in
Configure People Profile
● Administrators can create custom badges from Action Search -> Manage Badges
○ Up to 20 badges including custom and predefined badges
○ Once badge is given, it cannot be edited and only the employee who gave or
received badge can remove badge

Deep Links to People Profile block

● Can be used to send users directly to specific People Profile block of an employee
● Allows direct access to specific block in People Profile and save effort to look for relevant
information on profile page
● Deep Links are available to all types of blocks and can be used anywhere
○ Email notifications
○ SAP SF applications
○ Offline content

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[Link]
8bbea6405/[Link]

Configure Employee or associate Files

1. Action Search -> Configure People Profile or Admin Center screen -> Employee Files ->
Configure People Profile
2. Profile Section -> Personal Information sub-section and Personal Information block

Picklists
● Configurable set of options user can select, typically in drop-down menu or smart search
list
● Define picklists used in system to limit values user can enter in a form to prevent invalid
value
● Can have parent-child relationships like cascading picklists
● Eg. Select a country then state or province within the country
● Can be managed using different tools: the Picklists import/ export tools for legacy
picklists and MDF tools for MDF picklists
● All picklists are now managed from a unified, easier to use Picklist Center tool, reducing
risk of errors and potential for data corruption

Picklist Fields
Code Unique business key to identify picklist
Parent picklist Picklist can have parent picklist
Display Order Order in which picklist values are listed in picklist
dropdown, alphabetically or numerically
Name Unique name of picklist
Status Specifies picklist is active or inactive
Effective Start Different sets of picklist values for different start dates
Date
Legacy Picklist Edited from Picklist Center after migration to MDF
ID

Picklist Values Fields

External Code MDF external code, unique business key used to identify
picklist value
Non-unique Legacy external code, can be blank or duplicated
External Code
Parent picklist For eg. If external code is Alabama, parent picklist value
value is US, if value is Alberta, parent picklist value is Canada
Label String label of external code

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

Exporting MDF picklists

1. Action Search -> Import and Export Data -> Selection action to perform dropdown ->
Select Export Data Fields corresponding to Export Data
2. Select Generic Object dropdown -> Picklist
3. Include Dependencies dropdown -- yes or no
4. Export Entity ID and Record ID, select Yes from Include Immutable IDs dropdown or else
no
5. Export reference objects, select No from Exclude Ref objects dropdown else yes
6. To export all picklists, select Yes from Select all data records dropdown
1. On selecting No, a select objects dropdown appears to specify which picklists to
export

Importing MDF picklist

● Once done with making changes to exported picklist, can import it back through CSV or
ZIP import
○ CSV: make minor changes like updating existing values, changing a label, adding
values to picklist
○ ZIP: ziplist full purge, change picklist headers and values separately

CSV Import with MDF Picklist

1. Action Search -> Import and Export Data
2. Select Import Data from Select action to perform drop-down lists. Fields corresponding
to Import Data appears and by default CSV file tab is selected
3. Select picklist from Select Generic Object drop-down list
4. Click choose file to select CSV file for import
5. Specify file encoding from File Encoding drop down list
6. Select Incremental Load from Purge Type drop down list
7. Select yes to remove redundant effective dated records from Suppress Redundant Data
Effective records drop down list, else no
8. Choose business key or external code as key preference
9. Choose yes in use locale format and select locale in locale field, else no
10. Choose yes in enable decimal round option to round decimal values
11. Choose User ID or Assignment ID as identity type, and select same identity type as one
you choose when exporting picklist
12. Click import and check import status in Monitor Job tool

Create new picklist

1. Action Search -> Picklist Center
2. Click on + icon to create new picklist
3. Fill data from Code, Name, Status, Effective Start Date, Display Order, Parent Picklist,
Legacy Picklist ID
4. Save then click + icon to add picklist value and add remaining values

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Picklist reference to data model

1. Open XML file and add picklist reference to picklist
1. Locate standard element with ID custom01
2. Insert blank line after </label> tag and before </standardelement> tag
3. In new line enter <picklist id=" "/>
2. Validate changes and save updated version of data model
1. Click XML validate and update an errors
3. Upload new version of Succession Data Model and test modification in instance
1. Provisioning -> Import/ Export Data Model
2. Radio button Import file is selected and browse for latest Succession Data Model
xml
3. Submit and check instance

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

SF Metadata Framework
Metadata Framework
● Called Generic Object (GO), platform functionality that allows extension to existing SF
HXM capabilities
● Ability to add new custom objects and maintain existing objects called Generic Object
● Create and manage objects, link them or even create a hierarchy of objects
● Integrated with workflow, rules engine and reporting
● Inbuild capabilities like Import and Export support and RBP
● Different ways to manage data the way you want example Import/ Export, UI or oData
and control access to these objects
● Using MDF, can easily extend EC entities for customers, allows consultant to customize
objects and behavior needed to meet customer needs
● Key applications of SAP SF like Position Management, Time Off, Manage Business
Configuration are built using MDF capabilities
● Tools used to manage MDF objects are available at Admin Center
○ Admins can create up to 400 MDF objects, limit raise from Provisioning ->
Company Settings

MDF Components
● Several different layers that MDF can possess
● Basic layer is Object Definition, where all configuration decisions for object is made and
built
● Object behavior, fields, associations and security are all set within object definition
● Once object definition is built, then can add business logic to object, which is done using
Business Rules
○ Can use default data, set values based on data chosen raise informational or
error messages and trigger actions to occur when data records are saved or
deleted
● Once object is built and business logic is integrated, can start to Import, create and
manage data related to object
● Create different "views" or Uis for object
○ Within configuration UI, you can change layout of object, add or remove fields,
update labels and add text or hyperlinks to object view

Enabling MDF and Granting Permissions

1. Provisioning -> Company Settings
1. Select Enable Generic Objects checkbox
2. Select Enable Attachment Manager Checkbox
2. Save feature, if other related features needed, will have to enable feature from
Provisioning
1. EC Foundation Objects
2. Effective Dated Data Platform

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3. Enable Business Rules for Workflow Derivation

Granted Permissions
1. Action Search -> Manage Permission Roles
2. Choose existing role or create new Permission Role
3. On Permission -> Navigate to MDF section and choose all permissions you would like to
grant to role
4. Grant all permissions to administrator role and once familiar with topic you can decide to
keep or revoke permissions
5. In Miscellaneous Permissions section, grant access to tools that manage data, ability to
view, edit, import and export data for specified MDF objects
1. Option 'Field Level Overrides' to define a more restrictive permission on specific
fields for an object

Enabling MDF and permissions

1. Enable MDF in provisioning -> Company Settings -> Verify that checkboxes Enable
Generic Objects and Enable Attachment Manager are both enabled
2. Setup permissions for admin to use MDF
3. Action Search -> Manage Permission Roles -> click Administrators -> on Permission
Role Detail -> click Permission
1. On left side click MDF
2. Ensure all boxes are marked/ checked then click done and save changes

MDF Object Configuration

● Most config maintained using UI tool Configure Object Definitions in Admin Center
● Before starting to use or populate data to MDF objects, create new Generic Object
definition or review existing GO definition
1. Action search -> Configure Object Definition tool -> select Create New: Object Definition
2. Once new object definition is opened, different areas can be configured are displayed

Object Details
● Code: unique identifier for object, custom objects automatically prefixed with cust_
● Effective Dating: defines if object instance can have only single record or multiple
records based on different dates
○ None: only single record maintained for given object instances, if any changes
are done, it overwrites previous saved information
○ Basic: multiple records for given object instance maintained but only one record
added for given date
○ Multiple Changes Per day: multiple records can be maintained for each given
date
○ From Parent: used for child objects to match parents effective dating, object
instance for such object cannot be maintained independently and can only be
maintained along with parent object

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

● API Visibility: all MDF Objects data and some configuration can be accessed via Odata
API using this flag
○ Not Visible: default value, object not allowed to be accessed via oData
○ Read only: object instance can only be accessed as Read Only without edit
capabilities
○ Editable: object instance can be accessed with crud capabilities
● Status: Set object status, not allowed to set object status to 'Into Inactive, object instance
or record not used and not visible anywhere in system;
○ Active: Object can be used
○ Inactive: cannot be used if instance exists or object referenced by another active
object
● MDF Version History: capture Audit data for any changes done to object instances, any
CRUD operations will add audit records in system
○ No Selection/ No: no audit records created
○ Delete History: only delete operations create audit
○ Complete history: captures all CRUD operations
● Default screen: create multiple config Uis for given object, used if user wants config UI to
be displayed on Manage Data
● Label: name of object displayed on different Uis
● Description: short summary of object
● API sub version
○ No selection: selected V1.1
○ V1.0: system fields not of much use, will be exposed in oData API
○ V1.1: system fields not exposed on oData API
● Subject User Field: defines which field contains subject user information for object which
is then used to determine workflow routing
○ Only fields of Data Type User can be used for this config, if external code defined
with User Data type, it will be used as default value for this config
● Workflow Routing: allow workflow routing to object, if provided with value, workflow will
trigger for any operation done on such object instance
○ Will need EC Foundation Objects feature to be enabled
● Pending Data: allow control if changes must be available with or without approval
○ If workflow routing involves approval, set field to yes for changes to take effect
only after approval
● To do category: used when pending data is set to Yes, for workflow approvers to see
notifications around the GO on home page
● Object Category: Uncategorized, Configuration, User Transactional, Non-User
Transactional and Technical

MDF fields
● Name: identifier for field and unique within object definition including association names
○ Automatically prefix cust_ for all custom field
● Maximum length: applicable only for string, translatable, number and decimal data
● Data type: determines what kind of values can be supplied for a field

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

○ String: any text

○ Translatable: same as string but value entered can be translated into available
language packs
○ Number: any number along with decimal values
○ Auto Number: generates new number for each record, field should be set to
read-only
○ Boolean: Yes/ No
○ Picklist: user make choice of option from predefined values configured in picklist
○ Generic Object: create reference to another generic Object and end user can
select any instance of referenced GO while entering data
○ Foundation Object: create reference to EC Foundation Objects, location for eg. Is
managed outside MDF
○ Data Source: field used only for pre delivered fields and cannot be changed by
end users
○ User: references any active or inactive user in system
○ Date: accepts date value
○ DateTime: field accepts date and time parts
○ Time: accepts only time
○ Attachment: allows uploading document or file to object instance
● Valid Values Sources
○ Only applicable for Data Type picklist, GO, FO and Data Source
○ Enter id/ code of reference object for example to reference field to country list ,
enter values as Country
● Hide Old Value: for effective dated object, field values which are changed from previous
effective dated records are shown along with old value with strikethrough
● Decimal precision: applicable only for decimal data type, specifies how many digits past
decimal point is allowed
● Show trailing zeros: applicable for decimal data types, will show trailing zeros for decimal
precision
● Include inactive users: applicable for user data type
● UI Field Renderer: change UI behavior in some case values which can be displayed for
selection
● Transient: set yes to make field transient, values are not stored in database but are
populated at runtime in user interface, usually done with help of rules
● Help Text: translatable option where instructions to filling out field can be provided
● Private or Sensitive Information: if set to yes, in place of actual value, asterisks will be
shown for value
● Default Value: set default values to display for that field
● Hide Seconds: used for datetime and time data types
● Required: makes field mandatory
● Visibility: determines if field is editable, read only or not visible on UI
● Status: Active or Inactive
○ Inactive: field not available to use at all places
○ Customer defined field cannot be set to Inactive

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● Label: translatable field which allows to define change the field label displayed on UI
● End of Period: only applicable for datetime, to distinguish between if 00 is start or end of
date
● Log Read Access: field tracked for read access
● Database field name: read only field and determined by system
● Rules: allowed one or more business rules to field, where on change, rules are triggered
● Field criteria: set to restrict possible values for field by specifying related fields under the
section
● Condition/ Condition values: show or hide fields based on value entered on some other
field available on object

Associations
● Define relationship between two objects
● Determines what kind of relationship two objects have and what is their behavior
● MDF support association between two GO or between GO and FO using Foundation
wrappers
● Any type of association relationship can be one to many or one to one

Association Types
1. Valid When (VW):
1. Associated objects have own lifecycle and exists without object on which it has
been defined
2. Used to create filtering capabilities between fields on a given object
2. Composite
1. Creates parent-child relationship, entity being associated is a child entity and
cannot exist outside parent object
2. Child object must have effective dating 'From Parent' for this association
3. Join by Column
1. Associate two objects with One to One relationship, where object always has
reference to other object

MDF Search
● Define fields used to do search for MDF object instance
● Each field added to section will be included for search and results on different places in
application
● In field, enter names of field or associations to make searchable
● Use field ref to include in search
● When field is associated with picklist and need to use, can add field name with .label

Business Key Fields

● Can be used to uniquely identify a field and type business key fields in area
● Delete or add more fields by clicking corresponding icon
● Business key is read by either Import tool or API, they ignore externalCode and
autonumber data type is the easiest way to set it up

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MDF Security
● Security allows you to control which users can view, edit or import/ export data in object
or field
● Set up security at more granular field level, for each objects and fields, can control
access based on roles within system
● Define which field in object definition is used to determine target population in role-based
permissions
○ Specify any user field in current object definition
○ Value of specified field can be used to create user-based permission groups in
RBP
○ Use any field in current object definition of type user as RBP subject user field
● Secured: determines whether object uses RBP to set security
○ If chosen yes or custom, within RBP permission roles, you have ability to override
fields set visibility and editable capabilities for GO
○ If no chosen, still can use RBP to grant access to GO but field details cannot be
overridden and GO will be given 'as is'
● Permission Category: specifies what area of Permissions section in RBP Permission role
object can be found
● RBP Subject User Field: specify any user field in current object definition, value can be
used to create user-based permission groups in RBP

Once MDF object definition created, can create object instances

● Action Search -> Manage Data
● Search results in Manage data display records that are created and those that are
pending for approval in configured workflow

Business Rules
● Configure business rule logic for various modules and features using Rules Engine
● Can cover legal regulations, company policies or other requirements
● Highly customizable and based on previous configuration decisions customers have
made
● Rules Engine provides an easy to use tool to dynamically configure and manage
customer, country or scenario specific business logic needed to occur within GO
● Technically, rules engine is based on MDF, but uses own tool Configure Business Rules
with Admin Tools section
● Can be used to add validation to details entered by user or autofill field data like time
zone based on location information
● Define rules
○ Basic Rules
○ SF defined scenarios

Rule Events
● Tagged to different events

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

○ Initialize rules: triggered before all other rules to autofill default values for different
fields, only run when new record initialized
○ Validate rules: triggered after change to an object is submitted but before change
is saved, executed before Save rules
○ Save rules: triggered when users save changes, use rules to populate or change
field values before saving and are based on user input values
○ Post Save rules: triggered after changes to object have been saved
○ Change Rules (onChange): used at field level, objects cannot be associated with
change rules, triggered when particular field is changed, and can be used to
populate another field after change
○ Delete rules: triggered after object record is deleted
○ On Load Rules: useful for transient fields which are calculated, UI specific rules
that are executed once UI is loaded like calculating totals
○ UI rules: applicable only for Configurable UI, UI specific rules to make certain
field required, visible or hide based on certain conditions
● Warning messages from validate and save rules are shown before workflow confirmation
message from workflow rule execution
● Underlying scenarios of existing rules can be changed, change scenario from basic to
application specific or from one scenario to another

MDF Alert events

● Help to proactively inform users upon business event to initiate necessary activities at
right time
● Execute MDF Alert Event() function in MDF object-based business rule only if rule
purpose type is Alert

Use Cases for Business Rules

1. Workflow: define rules to automatically determine right workflow when manager or
employee changes employee data, eg. Trigger alternate workflow if salary increase is
over 10%
2. Propagation: define propagation rules to have system automatically copy over data from
one field to another, allow for same data in several places of system while keeping just
one data record, eg. Propagate job code to position MDF object
3. Calculations: define rules to perform calculations using various functions in Rules
Engine, eg. Get employee current age by calculating difference between current date
and employee birth date
4. Validation: let system check user's input before saving, set field to mandatory or trigger
error messages
5. Eligibility: define which employees included in bonus plan or compensation planning
form, for eg.
IF... the employee type does not equal Contract, Temporary or Union
AND the employee is regular
AND the rate type is 'Hourly' and 'Salaried'
AND the hire date is after 10/01/2010

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AND the rehire date is after 10/01/2010

AND the employee status is Active or STD
THEN... this employee should be eligible (for a specific compensation form)
1. Defaulting values: define default values for specific fields

Rules Scenario Wizard

● Rules based on meaningful scenario are important to minimize configuration issues
might occur
● Recommended to change existing rules based on basic scenario to application specific
scenarios instead, once changed it cannot be changed back to basic

Business Configuration Tool and MDF Blocks in Profile

● BCUI allows admin to maintain certain elements of Succession Data Model using
end-user UI instead of XML file
○ Changing labels
○ Adding or changing translations
○ Activating fields
○ Changing display sequence of fields
○ Changing visibility of fields
○ Setting fields to required
○ Adding custom fields
○ Define rules

Limitations of BCUI
● Before use of BCUI, will have to upload data models to be used, recommended to
download already existing succession data models for backup purpose
● XML must be loaded after activated switch in Provisioning -> company Setting: enable
business configuration in admin tool

Enabling BCUI
1. Upload Succession Data Model
1. XML file upload in Provisioning
2. Provisioning -> Company -> Succession Management -> Import/ Export Data
Model
3. Import File -> Choose File and select data model for system and upload
2. Enable BCUI
1. Provisioning -> Company
2. Ensure Enable Generic Object enabled, Enable Business Configuration in Admin
Tools enable
3. Sync Succession Data Model with MDF
1. Once BCUI is enabled from Provisioning, a background job needs to be created
to sync BCUI with Succession Data Model for initial sync
2. Future updates to BCUI are automatically pushed to Succession Data Model

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3. Once synced, BCUI displays HRIS and Standard Elements even if deleted from
XML, deleted items appear as disabled

BCUI Sync with MDF

1. Provisioning -> Manage Schedule Jobs
2. Create new job
1. Job Name
2. Job Owner field
3. Job Type -> select Synchronize Business Configuration for Job Parameter
4. Job Occurrence and Notification -> Once
5. Define Start Date
3. BCUI sync job will only be scheduled to run once, any subsequent upload of Succession
Data Model XML will automatically trigger the job
4. Run Job
1. Provisioning -> Manage Scheduled jobs
2. In actions column, select Submit to run job based on scheduled time or Run it
now
5. Monitor job
1. Provisioning -> Managing Job Scheduler -> Monitor jobs
2. Completed indicates job success and Failed vice versa
3. Fix issues and restart job if failed
4. In some cases where job is completed, some elements might not have synced,
check details link to view list of elements not synced

In case of not synced

● Fields added from BCUI not present in Admin Center -> Manage Permission roles,
export and reimport the Succession Data Model
● BCUI locked might be due to Succession Data Model and MDF not in sync, upload SDM
again and check if BCUI is unlocked. If not, manually trigger MDF Object Definition to DB
Sync job from Provisioning
● If manually add fields in Data Model XML but not appearing in BCUI, refresh metadata
using Admin Center -> Odata API Metadata refresh and export

Role Based Permissions for BCUI

● Under Metadata Framework:
○ Manage Data
○ Access to non-secured objects
○ Import Permission on MDF
○ Manage Configuration UI
○ Configure Object Definitions
● Under Manage Business Configuration
○ Configure Object Definitions
○ Manage Data
○ Configure Business Rules

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○ Access to non-secured objects

○ Import Permission on MDF
○ Manage Configuration UI

Steps to Enable BCUI

1. Enable BCUI in Provisioning
1. Log on to Provisioning and select the company from the list.
2. Select Edit Company Settings -> Company Settings.
3. Select the following check box: Enable Business Configuration in Admin Tools.
4. Scroll up and click Save Feature.
5. Click again on the name of your company at the top left corner, just below “up to
company listing” link.
6. Scroll down to succession management.
7. Re-upload the latest version of your Succession datamodel. Your BCUI is
enabled now and will be available for use in the instance.
2. Create the job to synchronize the Succession Data Model with Metadata Framework
(MDF).
1. From Provisioning go to Manage Schedule Jobs.
2. Click Create New Job.
3. In the Job Name field, provide a name that identifies the type of job in order to
help you identify the job later.
4. In the Job Owner field, provide the name of the administrator who will own the
job.
5. For the Job Type dropdown, select Synchronize Business Configuration .
6. In Occurrence, select Once.
7. Define a Start Date in the future.
8. Click Create Job.
3. Run and Monitor the Job.
1. From Provisioning, go to Manage Scheduled jobs.
2. From the list of jobs, search for the job you created.
3. In the Actions column for this job, select Run It now to run the job immediately.
4. Go to Monitor jobs and verify that the job has the status "Completed". If this is not
the case, solve the issues following the indications in this lesson and run the job
again.
4. Add the necessary permissions for the administrators to use BCUI.
1. Use the Action Search to navigate to Manage Permission Roles.
2. In the list of permission roles, click Administrators.
3. On the Permission Role Detail screen, click Permission.
4. On the left side, click Metadata Framework.
5. Make sure the following are permitted:
1. Manage Data
2. Access to non-secured objects (previously known as 'Read/Write
Permission on Metadata Framework')
3. Import Permission on Metadata Framework

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4. Admin access to MDF OData API

5. Manage Configuration UI
6. On the left side, click Manage Business Configuration, Make sure all objects are
allowed on all level except the “field overrides”.
7. Click Done and save your changes.

Accessing BCUI
● Admin Center -> Action Search -> Manage Business Configuration Tool
● View activity list with elements that can be configured using BCUI
● Configure Standard elements
○ Change label
○ Change or add translations for label
○ Disable or enable element: if standard element disabled, element is removed
from Succession Data Model, and will not be part of any XML download or export
● Check Permissions
○ When enabling standard element, verify correct permissions applied to element,
else it will remain invisible
● Add picklist to standard element
○ Use BCUI to add csv picklists to standard elements
○ Open dropdown list and choose picklist and save changes

Manage Configuration UI
● Core feature in MDF to create custom UI for any selected MDF
1. Choose MDF object to create Config UI
2. Manage Config UI
3. Create New
4. Choose required object in Select Base Object dropdown and enter ID of choice for UI to
be created
1. Default view is created with all fields and first level composite children as a group
2. Add Field, Add Link, Add Group, Edit Properties, Delete
5. Once config is complete, Save button for Config UI

Custom MDF Blocs in profile

1. Action Search -> Configure People Profile
2. Search area for Available Blocks -> Live Profile MDF Information
3. Drag and drop block to desired available space
4. Select UI screen ID and save
5. Once steps complete, portlet will appear on profile page, if custom block not part of
standard portlet, normal RBP behavior applies

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SF Instance Synchronization, Config Check Tool,

Config Center
Instance Sync
● Copy configuration between SAP SF instances
● "push" new config from one instance to another like from test to production instance
● Instance Sync tool
○ Instance Synchronization Wizard setup and run new sync jobs
○ Manage Sync Packages to view, edit and run previously saved sync jobs
○ Instance Sync Monitor Tool to monitor sync job status and view sync reports
● Instance sync using push model, where config settings are selectively pushed from
designated source to another designated target instance
○ One-way sync: choose instance as source and one as target, where only source
can initiate sync
○ Two-way sync: both instances can be source as well as target, allowing to copy
config back and forth

Migrating MDF Config using instance sync tools

[Link]

Enabling instance sync

● Enabled in system in upgrade center
● Needs to be enabled in all source and target instances to manage, once enabled not
possible to disable it

Instance sync permissions

● Admin permissions required to access Instance Sync tools in source instance and sync
artifacts to target instance
● Action Search -> Manage Permission Roles -> Administrator Role -> Permissions
● Select necessary artifacts
○ Select All artifacts for instance synchronization permissions
● To pair target instance with source instance, require Admin access to MDF OData API
permission

Pairing Source and Target Instance

1. Generate auth token from source instance
2. Copy generated auth token from target instance
3. Adding auth token in source instance
● Prerequisites:
○ Admin access to MDF OData API permission must be enabled in source instance
○ Instance sync enabled in both source and target instances
● Action Search -> Synchronization Wizard

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Joe’s SuccessFactors Notes ([Link]/in/joe-zhou-yubin)

○ By default, radio button selected for Config Copy (instance sync)

○ To add pair, click link Launch Synchronization Wizard then click on add new pair
● Select Target instance details
○ Target instance data center
○ Target instance environment
○ Target instance ID
○ Generate Token

Refreshing OData API metadata

● Action Search -> Odata API metadata refresh and export and click on Refresh
● Action needs to be done in both source and target instance

Guardrail to sync MDF Objects

● Sync MDF Data artifacts from one instance to another
● Will be fully completed if MDF object has less than 50,000 records
● Refine search filters to locate specific records when needed, need to enable to improve
system stability and avoid disruption due to large sync

Role-based Permission artifacts

● RBP roles can be synced between instances
● If there are discrepancies between source and target instance, instance sync is
completed with warnings
● Manually update discrepancies in target instance

Config Check tool

● Checks for inconsistent data or config error
● Config tool checks severity of problem and suggests solution for error
● Permissions needed (Admin Center -> set user permissions -> manage permission
roles)
○ Access check tool permission to access tool
○ Allow configuration export permission authorizes users to attach configuration
information to ticket in severe cases
○ Allow check tool quick fix to authorize users to fix config and data issues

Configuration Center
● Corresponding modules need to be enabled for them to be available in configuration
area
○ SF employee central: employee central V2 from provisioning
○ SF talent management: performance appraisal amrt form and succession
management from provisioning
○ Qualtrics: Qualtrics employee experience from upgrade center
● Switch enabled from Provisioning
○ Enable generic object
○ Enable attachment manager

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● Enable Platform Feature Settings

○ Manage route maps in Configuration Center to view Route maps
○ Manage rating scales in Configuration Center to view rating scales
● Enable admin access to MDF Odata API permission or view and edit miscellaneous
permissions for MDF objects:
○ ExportConfigRequest
TransportConfigRequest
ExportConfig1ode
ImportBundle
ImportConfigRequest
ImportLogEntry
BundleDefinitionConfig1ode
ConfigBundleDefinition
● Config Center permissions
○ Access to view and download configurations
○ Access to transport configurations

SF Config using Configuration Center

● Feature Configurations: provisioning settings
● System Configurations: system settings file or user MDF object definitions
● MDF Object Definitions: view and manage database object definitions, object
relationships and object hierarchy
● Route Maps
● Rating Scales
Action Search -> Configuration Center -> View Configurations tab -> select config area from
dropdown -> drilldown to config group and choose config type

Download SF applications configurations

1. Action Search -> Configuration Center -> View Configuration -> Download Mode
2. Configuration Area from dropdown and drill down to config group
3. Select config to download, cannot view or download MDF Object Definitions whose
visibility is set to Not Visible
4. Enter bundle name and description in create new bundle window
5. Create, before downloading bundle, can either add more config or remove config from
same bundle
6. Initiate download
Config is available to download for up to 7 days

Config Center options

● Transport config from source to target tenant
● Edit config bundle when transporting config
● Pair source instance with target instance with Manage Transport Route
● Validate config received by tenant

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SF Implement Translations
Translation Success Criteria
● Appoint translation lead for single point of contact across different languages, and be
able to explain context to translators based on business modules
● Agree on plan for translation process with project team, like deliverables, timelines and
resource availability
● Ensure testers are trained in how to navigate instance, local testers must be familiar with
module or process to validate translations effectively
● Ensure final configuration is signed off before translation work starts
● Ensure cross-team coordination, common terms for translations are agreed upon
● To prevent slowdown in system performance (3 Tier), minimize customization of system
texts
● Use one document (translation workbook) for all translations and feedback

Translation Process
1. Customer obtains language pack
2. Open up translation workbook
3. Business provides translations
4. Consultant configures translations provided
5. Customer tests translations and provides sign off

Translation Prereq
● Get every functional detail finalized and tested in default language
● Ensure config is complete before start of translations, if changes to functionality and
default labels, impossible to keep config workbook up to date
● Customer responsible for providing translations while consultant provide the workbook
● SF does not provide translation services, customer responsibility to translate
● Review SF offerings per language pack and detailed language matrix on partner portal
● Matrices show module support and feature support per language pack, do not assume
writing assistant, spell check, legal scan supported for all languages

Translation Process Site

● When configuring a module in default language, need to translate it
● Translate label must go to source of configuration
● Goal Management
○ XML template or Admin Center
○ Goal library import file
○ May need to load additional files
● Performance Management
○ XML template
○ Admin Center
○ Route Maps

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○ Rating Scales
○ May need to translate labels in Route Maps and Rating Scales
● People Profile
○ XML template (data model)
○ Admin Center (configure people profile, BCUI, picklist Center)

Language Configuration Elements

● Default Language Pack
○ Cover error messages, menus, rollover text etc.
○ Restrict requests to system texts as key can be associated with a label appearing
in different places in instance
○ System may be slower if too many text replaced
● XML template translation
○ Covers all text configured in default language
● Admin Center translation
○ Text replacement, rating scales, route maps, configure employee files all control
labels directly where configured for default language
● In-app translation
○ Edits made within application, home page tiles, help and tutorials, and company
resources page translated by admin directly on page

Language Packs
● Verify language packs included in contract, check for document listing out languages
consultant is responsible for implementing

Translation Workbook
● Fill out template with configured text and labels for customer in default language
● PartnerEdge -> implement -> Tools & Assets -> Foundation -> Configuration Workbooks
● Microsoft excel files with tabs for each template and module
● Fill out workbook with English or default language translations
● Project plan tab: enter due dates for each milestone of the translation process
● Testing plan tab: for customers to outline test plan
● Review customer configuration for test instance from end to end, ensuring not to miss
any text
● If translation configuration contains HTML like hyperlinks, bullets and line breaks,
highlight text in bold red font, include instructions for translators to leave text intact and
translate around it
● If translator delete or overwrite HTML, impossible to recreate proper HTML structure and
cause errors in template

Customer Translation Input

1. Send workbook to customer
2. Provide due date for workbook completion
3. Coordinate translations of all text in workbook and maintain translations in one file

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4. Customer fills out translations and send back to consultant

5. Review workbook customer provided and check if customer followed all requirements
6. Alert customer if configurations missed

Provisioning Language packs

● Provisioning -> Company Settings
● When instance created through auto provisioning, languages should be enabled
automatically

XML template
● For Goal Management translations, in the code (Goal Plan name, categories, field
labels, and so on) when you find English text that was configured, copy the tag and add
the relevant language tag, for example, lang=“de_DE”.
● For Employee File Configuration, configure Standard Elements and Background
Elements directly in the Succession Data Model
○ add a row with a label for each element. For background elements, every column
label is also translated in the data model.

Implement Translations
1. Provisioning -> company settings -> enable language pack
2. Action Search -> Manage Business Configuration -> open list of standard elements ->
label to change
1. Download Succession Data Model to desktop and open XML editor
2. Ctrl f find standard element and copy code added for translation
3. Save Succession Data Model as new version, then import in Provisioning

Home Page Tile translation

1. Action Search -> Manage Home Page tool -> locate Custom Welcome Tile -> Edit
Custom Tile Icon
2. Select language and add translations

Company Resources Page translation

1. Company Resources page -> Edit
2. Choose language

Help and Tutorials

1. Helps and Tutorials Page -> Edit
2. Choose language

Email notification templates

1. Open email notification templates screen, choose notification type
2. Click switch to -> select language

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SF People Analytics
Self Service Reporting Tools
● Four main self service reporting tools
○ List reports
○ Simple data extractions
○ Excel, csv, pdf, ppt
○ Data source: all modules excluding LMS and custom MDF

Dashboards and Tiles

● Track key processes dynamically within organization
● Provide simple chart output embedded across SF
● Tiles built using Tile Builder Wizard which guides user through process of building
visualization
○ Support Drill to Detail capabilities, can be customized when building tile
○ Include both SF live data and workforce analytics data
○ Can be included in Dashboard, embedded in home page or insights panel and
made available on mobile
● Dashboards provide method to easily collect and visualize multiple Tiles in single place
○ Can be shown on one page, easily compare multiple KPIs
● Types of reporting
○ Online dashboards
○ Home page tiles
○ Track key processes
○ Drill from chart to list
○ Deliver on mobile
○ Data source: all modules excluding LMS and custom MDF

Canvas Report
● Used to create printable and reusable reports for all modules
● Drag and drop components onto report page
● Includes live detailed reporting data, LMS data, EC advanced reporting data, or
workforce analytics measures and dimensions data
● Properties
○ Printable
○ Multi page
○ Formatted
○ List reports
○ Charts and graphs
○ Calculated columns
○ Aggregated calculated columns in Advanced Reporting
○ Data sources: EC, Talent, MDF and LMS
○ Format: excel, csv, pdf, ppt, doc, email

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Story Report
● Properties
○ Modern visualizations
○ Live SF data
○ Intelligent joins across modules
○ Secure, role based access
○ People centric data privacy and protection
○ Replacement for canvas reports
○ Data sources: all but recruiting marketing, recruiting posting, learning, onboarding
1.0, payroll
○ Format: csv, pdf, xls

Custom Reporting Tools

1. Custom reports powered by BIRT
1. Highly formatted or complex printable reports
2. Three main reporting tools
Printable chart/ table/ list pivot table with custom sql requirements
Offline template builder
BIRT reports built by customers but require highly technical skillset like SQL
1. Compensation statements
1. Custom printable compensation statement
2. Report on compensation data/ decision
3. Generates documents with compensation decisions
2. Pixel Perfect Talent Cards (PPTC)
1. Custom printable employee profile
2. Summary of experience, resume or succession plan
3. Used for external distribution of customized profile or provide summary of
experience with talent related data

Report Center
● Centralizes all reporting components from different anlytical tools in SF
● Allows admin and users to edit and run reports from a central location

Report Center - Config Check tool

● Report Center is enabled
● Report Center Search is enabled
● Company is assigned to a Solr cluster
● Report Center using Solr for listing
● Solr collection for company is accessible

Assign Admin Permissions to manage Report Center

1. Admin Center -> Manage Role Permissions
2. Select role -> Permission -> Admin Permissions/ Manage Dashboards/ Reports

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3. Enable
1. Manage Report Center
2. Share Reports to Groups and Roles
3. View all Schedules
4. Schedule Reports to FTP Destination

Manage Report Center

● Once enabled manage report center tool, admin can
○ Enable report center search functionality
○ Use SOLR to load report center (search engine)
○ Show labels in hierarchical structure

Report Center Search sync

● If report center search not showing all reports
● Admin Center -> Reporting and Analytics -> Sync Report Center Search

Assign User Access to Report Center

1. Admin Center -> Role Permissions -> Role -> Permission
2. Under User Permissions -> Reports Permission
3. Enable following
1. Report Center (access report center page)
2. Schedule Reports (create and manage schedules on reports)

Report Center RBP permissions

● Canvas reports
○ Reports will be visible in Report Center based on sharing status of report
○ User must be report owner or have Canvas Designer Admin permission to edit or
share report
● Tiles and Dashboards
○ Must have Admin Permissions -> Manage Dashboards/ Reports -> Analytics
Tiles and Dashboards to edit tiles and dashboards and share
● Table Reports
○ User must be report owner or have report admin to edit or share reports
● Story reports
○ User must be report owner or have edit access report or have story admin
permissions to edit report
○ Must be report owner or shared with full access

Additional User Permissions

● Assign users ability to create and run different SF report types
● Action Search -> Manage Permission Roles -> Permission Role -> Permission ->
Reports Permission
○ Allow creating new reports
○ Allow running reports

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Canvas Report Permissions

1. Action search -> Manage Permission Roles -> Permission Role -> Permission -> User
Permissions Analytics Permissions
1. Canvas Designer: create and run new report
2. Canvas Designer Admin: edit, delete, copy, share, label and export report

Analytics Tiles and Dashboards Permissions

1. Action search -> Manage Permission Roles -> Permission Role -> Permission -> User
Permissions Analytics Permissions
1. Analytics Tiles and Dashboards: allow user to run all or certain tiles and standard
dashboards

Accessing Report Center

● Select Reporting on main navigation menu, if not enabled or permissioned to user, they
cannot access Report Center

Report Types
● Table Report: Ad Hoc Report
● Custom Report: Ad Hoc Report with custom template
● Canvas Report: Online Report Designer Report
● Tile: Tile
● Dashboard: Dashboard

Legacy Reports
● List views, spotlight views, classing reporting and spreadsheet reports

Report Center Navigation

1. Search
2. Filter and Sort reports: filters are persistent between logins and number indicates how
many types of filters are enabled
3. Report types: Canvas report, table report, tile, dashboard, custom report, story report
4. Perform an action: Action menu, label as and run
1. Share indicator
2. Create new reports
3. Import report definition
4. View labels or reports
5. Views: My Reports displays reports authored by user or shared with user.
All reports display all reports and only visible when user is Report administrator

Custom Labels
● Add to reports in reports center for organizing reports within Report center
● Helps user find group common reports

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Label Grouping/ Nesting and Report Center Views

● View reports with two views: Reports and Labels
○ Reports: view reports in list format
○ Labels: view labels in list format, with reports grouped under labels
● Label view shows public and private labels that can be expanded/ collapsed
○ Report Center will display public labels and reporting user's private labels
○ Labels that do not have any reports user has access to will not display
○ Reports without labels will appear in unlabeled reports

Sorting and Filtering

● Filter list of reports by Author, Modification Date, labels or types
● Remain persistent across login/ logout sessions until changed or cleared

Creating reports
1. Report Center -> New
2. Select appropriate template
1. Canvas, Table, Tile, Dashboard or Story

Action menu
● Run report, edit report, share with other users, rename report, delete report, export
report, duplicate report, schedule report, assign labels to report, change author

Tiles cannot be run from Report Center and instead can be viewed where they are deployed:
Home Page, mobile or Dashboard

Exporting multiple reports

● Report Admin with permission to export reports can select and export multiple reports by
clicking checkboxes and clicking export icon
● Up to 50 reports can be exported at a time in zip file to transfer reports across instances

Deleting multiple reports

● Report admin with permission to delete reports can select and delete multiple reports by
clicking checkboxes and clicking delete icon

Sharing reports
● Users can share reports with users, RBP roles, group and dynamic groups from report
center
● Share action will be active if user has access to edit table or canvas report, require
report be shared with user full access or be owner of report

Sharing Reports with Groups

● Find and select RBP groups or dynamic groups to share report with

Sharing Report with Roles

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● Find and select RBP roles to share report with

Scheduling Reports
1. New Schedule from Action menu
2. Fill required detail on Job Definition tab
1. Enter job name, select report format and enter email addresses to send
notifications on job start or job completion
3. Filter tab, set filters for reports
4. Destination tab, select either Offline to download report later from View Schedules
section or schedule a report to be sent to FTP

SFTP Destination, configuring SFTP on schedule

1. Enter host address, SFTP login and SFTP password
2. Enter File Path, where import or export file is located
3. Enter File name with extension and select Date Format for table reports

Job Occurrence
● Select how often report should run and first scheduled occurrence of report
● Job runs at specified time for each occurrence

View Schedule
● Action Menu
○ Run, delete, edit schedule
○ Cancel job to make it inactive
○ View jobs for individual schedule
● Views available to user
○ My Schedules: lists all schedules setup by user
○ My Jobs: list all jobs based on job occurrence set by user when creating
schedule
Action menu -> Job details or download report
● All schedules: list all schedules in user instance

Scheduling Important Information:

● Existing Provisioning schedules (before activation of Report Center) will be available in
Report Center
● Existing Report Distributor schedules will not be available in Report Center
● Newly created Report Center schedules will not appear in Report Distributor

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SF EC Intro
EC functions and features
● Next gen, global, core HR solution and foundation for all SAP SF HXM solutions
● HRIS solutions used for record keeping with no business impact
● EC provides support for any combination of business units, geos or cost centers to
model and manage workforce
● Exists as cloud based solution, allowing access to near real-time update from nearly any
Internet connection

Features
1. Low Cost
1. SaaS delivery model ensures low total cost of ownership and delivers new
capabilities four times per year
2. Strategic Insight
1. Workforce analytics provide benchmark and metrics for better decision making
2. Core component in business execution suite
3. Connection
1. CPI connection done through configuration
4. Workforce support
1. Global system of record houses global workforce HR data and supports global
HR processes
2. Supports various workforce types like interns, contractors and other contingent
workforce
3. Role-based permission model ensures granular access and control
4. Mobile client allows users to view employee info and approve transactions with
mobile devices
5. Data Management
1. Easy to use Employee/ Manager self-service for employees and managers to
own and enrich data
2. Consumer web experience
3. Integrated social networking capability for employees to collaborate
4. Rule-based workflows support flexible approval processes

Functions
● Houses HR records for all employees
● Record transactions or corrections to keep HR information up to date
● Provides analytics on HR information to meet compliance or business analysis
● Provides integrated HR and talent management with SAP SF HXM suite
● Feeds downstream system with HR information

Data protection and privacy features

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● Ability to report on personal data changes and capacity to report on all data subject's
personal data available in application
● Configure data retention rules at country level for active and inactive employees that will
permanently purge personal data from SF

Integration Capabilities
1. Internal Integration
1. Integrate with other SF HXM suite products
2. Completed through HRIS Sync
2. External Integration
1. Connects HR data to other systems including Payroll, Financials, Travel Benefits
etc. through cloud-based platform
2. Also includes Application Programming Interface, Boomi and SAP HANA Cloud
Integration

Integration platform
● Visual data mapping and transformation
● Allows for workflow scheduling and incorporates APIs

EC Structure
● EC is basis of entire SF
○ Contains employee HR data
○ Foundation Objects help define corporate structure of company and organize
employee information
Defined using fields in XML Foundation Objects and some managed through MDF
● Managers and Employees can initiate changes to their data or subordinate data

XML
● Flexible language designed to carry, not display data
● Uses Document Type Definition (DTD) to define structure
● DTD defines what is permissible in an XML document or form on visibility attribute

Data models
● Describe how data elements are structured in database
● Define properties of elements and their relationships to each other

Configuring Data Models

1. Set visibility of field in instance
2. Define custom labels and fields
3. Define relationships amongst Foundation Objects
4. Set order of fields that appear in instance
5. Set picklist for field

Four EC data models

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1. Succession Data Model

1. Configures fields that appear on Employee personal and employment information
2. Country Specific Succession Data Model
1. Sets international standards like address format
2. Configures country specific fields that appear on Employee Personal and
Employment information
3. If country not defined, system will use configuration from Succession Data Model
3. Corporate Data Model
1. Defines some foundation objects
2. Configures relationships among Foundation Object
4. Country Specific Corporate Data Model
1. Defines foundation objects fields for specific country
2. If country is not defined in system, system uses configuration from Corporate
Data Model

Succession Data Model

● Controls Employee Record for Employment and Personal Information
○ Employment Information: record of employee at work like job and compensation
○ Personal information: home address, national ID and contact information
● Both types can store country specific information
● Uploaded in Provisioning and can backup multiple versions for restoration
● Export function to download both succession and country specific succession data
model available in Admin Center

Corporate Data Model

● Controls corporate data like location, location group
● Rest of org structure moved to MDF where it can be managed by admin through Admin
Center
● Divided into
○ Org Structures: legal entity, BU, division, department, cost center, location,
geozone, location group
○ Pay related: pay component, group, freq, grade, range, calendar
○ Job related: job classification and function
○ Other: event reason, workflow, dynamic role

XML Management
● XML files and data models found in Master Configuration Files download on Learning
Hub
● Link data model with relevant DTD to make sure changes are validated properly
● DTD by default referenced in each data model

Run Upgrades and Prepare Data Models

1. Run important upgrades relevant to EC core from upgrade Center
1. Action Search -> Upgrade Center

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2. Important Upgrades -> select upgrade wanted, learn more and upgrade now etc.
2. Download data models from master configuration files and organize in local drive
3. Update each data model file to reference appropriate DTD file
Corporate Data Model [Link]
CSF Corporate Data Model [Link]
Succession Data Model [Link]
CSF Succession Data Model [Link]
1. Upload XML files to Provisioning
1. Succession Management -> Import each of the XML files

Picklist and Picklist Values

● Aside from enabling appropriate settings in Provisioning and uploading Data models, EC
config needs creation of picklists
● Master picklist zip file is comprehensive and contains picklist values for many different
countries
○ HRIS picklist values: used in EC
○ Miscellaneous Picklist values: used in Talent Management
○ Delta Picklist values: new values rolled out with enhancement release
● Some things to note
○ Some picklists and picklist values might already exist in EC
○ Zip file only includes picklist values, consultant must create separate import file
for picklists before importing picklist values file
○ File from portal is massive and requires revision if only some countries are to be
implemented
○ Zip import option available for uploading Picklist and Picklist values but only if
Full Purge wanted, use CSV import option for incremental upload
○ EC does not respect effective dating of MDF picklists

Instance Preparation to receive notifications

● Update all employee email addresses to receive system notifications
● Test Instance Preparation

Admin Center
● Central access point to admin features and tools to configure and maintain SF
● Enable and use NextGen Admin UI for centralized
● Admin Alerts is a compact way of seeing all pending action items tracked throughout
system
○ Manages data integrity and alert admins of processes like Stalled workflows,
Pending hires, HR issues with dynamic role users, issues with FO configurations
in Job Info
● Admins can take action directly from tile

Prepare Picklists, Permissions and Email Addresses for instance

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1. Update [Link] template to set each employee email address

1. Open csv from master config files, change all of employee email addresses
beginning on row 3
2. Upload template in Import Employee Data
1. Action search -> import employee data -> select entity and choose email
information -> click radio button for full purge
2. Click browse to search and select [Link] file
3. Monitor Job tool to see results
3. Update Role Based Permissions to ensure permissions required are configured
1. Enable access to EC feature settings, check tool and permission to rehire
inactive employees that match new hire
2. Action search -> manage permission roles -> system admin -> permission ->
admin permissions and select
Manage Foundation Import/ Export Corporate Data Model
Objects
Import/ Export Country/ Region specific
XML for Corporate Data Model
Manage Hires Select all
Check Tool Select all
Manage system EC feature settings
properties
Manage Action Search Select all
Admin Center Export Succession Data Model
Permissions
Export Country/ Region specific
Succession Data Model
1. Import picklists via zip file
1. Action Search -> Import and Export Data tool -> select action to import data ->
select zip file and click import

EC environment
● Manage employees with global system of record
● Capture all employee data in one place
● Combine talent data for comprehensive employee profile
● Review talent data against data from other enterprise systems to make informed
decisions
● Generate reports with analytics

Transactions
● Occurs when user changes an employee record
● For certain blocks, when initiator starts transaction, they must provide a start date

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● When transaction is submitted, may trigger an approval process workflow

Admin or HR edits
● HR or privileged user can correct employee historical records
● Many records in EC are effective dated, which require user to provide effective start date
● When adding new record for an effective dated block, system does not change stored
data, it creates a new row of data to track new values from effective start date of change
and continues to store values that were effective before the change

Forward Propagation
● To insert data between 2 records of an effective dated block
● Change in value of field is also made to future records for same entity
● Only supported on certain objects: MDF Objects, Job Information, Job Relationships,
Compensation Information

Special Transactions
New Hire
● Once employee signs contract to work at company, Add New Employee (New Hire)
wizard is used
● Configurable interface that can be used for specific hiring scenarios like seasonal
workers, interns or full time employees
● Each template can hold maximum of 30 combined standard Employee Central HRIS
elements and custom MDF objects
● After entering new hire identity information, EC checks system's current or inactive
employee records for a match
○ If matched, can select existing record to update as necessary or ignore match
Accept Match: all previous information stored for employee at date of termination
copied into Add New Employee screens
Rehire with new employment: all data from previous employment cannot be seen in
system and need to redo information for new employment
● Possible to enforce new employment or legal entity change by creating a business rule

RBP for Adding New Employee screen

● Managed under Manage Hires section for RBP

Manage Pending Hires

● Access all pending new hires, complete hiring process and send them onto next stage
● Can setup hiring process through integrated recruiting or onboarding module
● Track approval process by displaying pending approval status and send back by
approver status directly on page
● Manage Pending Hires tool supports configurable new hire if there is new hire templates
configured for new hire and rehire scenarios

New Hire Additional Configuration

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● Enable/ Disable search for employee match options: configure support for search fields
of employees, like name, dob, national id to match inactive employees
● Enable Default Information for rehires: include or exclude personal, job and
compensation information data from previous employment
● Select Rule to Generate employee ID: create user IDs using business rules for specific
ranges for specific regions or countries
● Allowing rehires to keep existing logon: allow existing employees rehired in company to
keep existing logon to avoid confusion and disruption
● Prohibiting Change of Legal Entity in any employment: set system up to not tolerate
change of legal entity within one employment, for active employee, they must first be
terminated from old legal entity and then rehired with new employment on new legal
entity
● New hires with fixed term contracts: enter hire information and future termination in tool
New Hire for Fixed Term
● Accessing Future Transfers and Hires: allow managers and admins to see pending
transfer or hire prior to transfer date to add employee data and complete hire process

Termination
● Terminate employment in EC when employee leaves
● Include termination date and termination reason
● If employee is a manager with direct reports, Transfer Direct Reports section will appear
on screen to move direct reports

Report No Shows
● When recently hired employee does not show up for first day of work, they must be
removed from active users in system
● Instead of terminating new employee which might cause issues with payroll, can report
employee as no show which just sets their status to inactive
● Pop up to fill in details like no show date, reason and if ok to rehire employee
● When saving action, new job information record is created which begins on exact date of
hire, making sure that newly hired has not a single active day in system
● Report no show will only be available for 30 days after hire date of employee

Action Search
● Facilitates navigation of SF HXM Suite by enabling users to find common actions and
pages in search box at top of page
● Can use NLP to describe actions and click from suggested actions
● Type search terms that describe desired action like add an employee or view
performance review etc. and entered text matches search terms associated with any
available actions
● Action search follows RBP so actions not available or no permission will not pop up

Quick card
● Provides quick access to employee profile

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● Details about person selected and actions that user can initiate like
○ Employee name: choose link to employee profile
○ Email: link to send email to employee
○ Manager name: link to manager employee profile
○ Org Chart: see where employee is located in org
○ Take Action: expands to show additional action options
○ Take Action Section: change job and compensation info and manage global
assignment etc.
○ Go To: quick links to different sections of People Profile, include links to talent
management sections like goal plan and development plan

Manage Action Search:

● No config steps required after action search enabled, can immediately start using it to
find actions available by default
● Admin can use Manage Action Search admin tool to modify default search behavior
● Able to optimize action search results for people and facilitate access to additional
frequently used actions
● Can add custom navigation actions using Configure Custom Navigation tool
● Action Search -> Manage Action Search -> Add custom paraphrases and enter into
phrase box

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Employee Central Permissions

Employee Views
● Defines whether users can see pages configured in People Profile
○ Personal Information
○ Employment Information

Employee Central Effective Dated Entities

● Grants field level access for effective dated elements and fields
● Several layers of permission granting to consider
○ Basic understanding between different field permission types like View Current,
View History, Edit/ Insert, Correct and Delete
[Link] Current: View current value of the field
[Link] History: View historical values of the field if accessed in the History view of the block
3. Edit/Insert: Update the value of the field via ESS/MSS/
Insert New Record in the History view of the block (allows updating a field when creating a
new record)
4. Correct: Update the value of the field via Correct button available in the History
5. Delete: Not applicable to individual fields, entire records are deleted

Employee Data
● Several sections
○ HR Information: Assign permissions for blocks that refer to non-effective dated
entities, means history for changes will not be maintained
○ Employment Details: Assign permissions for Employment Details block
○ HR Actions
○ Pay Component Groups
○ Pay Components

Employee Central Import Entities

● Allow user to perform/ restrict imports to job history, compensation information, pay
component non-recurring and job relationships

Manage Foundation Object Types

● Admin permissions to define actions allowed for XML Based corporate data in Manage
Organization, Pay and Job Structures

Manage Foundation Objects

● Admin permissions set actions for importing foundation data, translations and corporate
data model

MDF Foundation Objects

● Admin permissions to define actions allowed for MDF based corporate data

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Internal Job History Block

● Access set only to HR admins typically to get historical details of employee
● Internal job history block can be configured in People Profile to view summarized version
of employee job history
○ Read only block, showing a filtered version of job history for employee based on
rule scenario configured to show selected fields from job information

EC Audit Trail
● Available both in history of record and as a table report for records
● Report shows date and time of each record change and user who made modification
● Returns all change history for person and employment objects for each employee
● Visible in History
● Available for Home/ Business Address, Compensation, Emergency Contacts, Email,
Employment, Job Info, National Id, Recurring/ non-recurring pay, Personal info,
Succession and User Info

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EC Foundation Object Management

Foundation Object Definition
● Fundamental data structure consists of corporate and employee data
○ Corporate data: company org, pay and job structures
Objects which holds corporate data is called Foundation Objects
● Needs to be built before any employee data can be added into system

EC Structure and FO
● EC undergoing process to convert all corporate data managed through XML Files and
Data Models to MDF
● MDF allows admins to manage structure of object directly in EC instance, rather than
XML coding
● Following legacy FO have been moved to MDF FO: Legal entity, business unit,
department, division, cost center, job classification, job function, pay group, pay calendar
● Configuration tasks like relabeling fields, creating associations, etc of Legacy FO
remains in Corporate Data Model while record creation and management is done in
Manage Organization, Pay and Job Structures tool
● Configuration of corporate data converted to MDF is performed in Configure Object
Definitions while record management is done in Manage Data

FO effective dating
● EC can maintain historical record of data
● System records changes between updates using cross outs
● Admins can complete tasks for each FO record
○ Insert new dated record with effective date in past, present or future
○ Make correction
○ Permanently delete entry for past, present or future records

FO and employee files

● Corporate data must be created first before any employee data is added to system

SF Org Data
● Legacy Entity
○ Highest object in org hierarchy
○ Stores all legal entity records of entire org
○ Each legal org can only belong to one country and defines the country for
employees in that company
○ Can see Standard Weekly Hours field, used for Full Time Equivalent calculation
● Business Unit
○ Level of org hierarchy lower than legal entity
○ Representing one operating unit or business function within company
● Division

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○ Stores information for all divisions with a company

○ Create hierarchy using Parent Division field
● Department
○ Similar to division, stores information for all departments within company
○ Create hierarchy using Parent Department field and can belong to multiple
divisions
● Cost Center
○ Defined as budget units in ERP, can load from S4
○ Can also store external IDs for integration with finance
● Location
○ Stores information regarding all physical locations of company
○ One location can belong to one location group and geo zone and belong to many
legal entities

Job Data
● Job classification
○ Stores all job codes and associated information for company
○ Identify and classify employee work
○ Fields like Supervisor level, job level. Regular/ temporary, full/ part time,
employee class, job title and pay grade
● Job Function
○ Functional work performed like developer or manager
● Pay Data
○ Provides repeatable pay data to assign to employees and collect pay information
like pay range, pay grades etc.
● Pay Group
○ Group employees of same payroll into one pay group
● Pay Range
○ Defines minimum pay, maximum pay and mid point
○ Used for calculation of Compa Ratio, Range Penetration etc.
● Pay grade
○ Defines pay grade on job classification FO

Pay Component
● Stores all information about how company pays an employee like base salary, bonus
target, car allowance etc.
● For each component, can define
○ Recurring or one time pay
○ Amount as percentage or value
○ Earning or deduction
○ Actual pay or target
○ Visibility for managers on Manager self-service
○ Used in comp planning

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Pay component Group

● Group multiple pay components into a group
● Amount of pay component is equal to sum of pay components it includes
● System automatically completes annualization and currency conversion during
calculation

Pay Calendar
● Stores pay periods within a year and associated with a pay group

Frequency
● Defines how pay out occurs for a pay component

Creating FO Records
● Admin can add, delete and update records for any FO directly in instance or by using
import tool
● Navigate to Manage Organization, Pay and Job Structures to see main administration
page
○ Search dropdown menu allows review any Legacy FO
○ Additional dropdown menu to choose specific record and then advanced link to
change date of search or look for inactive records
○ Create a new legacy FO record, in create new dropdown menu, select
Foundation Object

FO Record Administration (MDF)

● Add, delete and update FO records managed through Corporate Data Model, use
Manage Org, Pay and Job structures tool
● Import records with Import Foundation Data tool
● Add, delete and update FO records managed through MDF, use manage data tool
● Search dropdown menu allows review any MDF object
● To create new FO record, in Create New dropdown menu, select Foundation Object

FO record import process

● Download templates directly from UI, CSV template matches configuration of FO in
system
● Type section, imports must follow order shown in Import FO steps
● Two modes of full purge and incremental load
○ Full purge: data in import file replaces matching records in system
○ Incremental load: loads additions to existing FO record data into system
● Validate import file ensures import headers match and CSV file attempting to upload
contains valid data
● Import process works for FO are converted to MDF, can use tool Import and Export data
to download MDF FO templates and import records

Permissions and Workflows

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● Control access to FO and FO records with role-based permissions

○ Manage foundation objects
○ Manage foundation object types
○ MDF foundation objects

Customize FO
● Two data models (XML) define config of legacy FO: Corporate Data Model and
Country-Specific Corporate Data Model
○ CDM enables customization of legacy FO structure
○ Configuration enables user to define what fields are labelled in UI and which
ones are visible and required
○ CDM can be imported and exported through Provisioning and can be imported
and exported directly from Admin Center using Import/ Export Corporate Data
Model enables user to define associations between FO
● Set to required using required= attribute which will generate a star in UI

MDF
● MDF FO managed directly in instance through MDF, allows to set structure, visibility and
other UI factors directly within instance
● Configure Object Definition screen to create framework for FO records
○ Eg. Legal entity and fields like Start Date, Currency and Description

Country specific Corporate Data Model

● Can be configure fields used for specific countries for legacy FO still managed by XML
● To configure which fields relevant for each child legal entity object, use Configure Object
Definitions
○ There needs to be one Legal Entity child object for each country
○ Associate local legal entity to main Legal Entity object, composite association is
defined in parent object
● Update HRIS element in CSF Corporate Data Model for custom MDF FO

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EC Employee Data
EC Structure
● Employee data information divided into sections for personal information and
employment information
● Stored as historical record and configured using Succession and CSF succession data
models
● Config can be done using Manage Business Configuration tool

Personal Information
● Navigation Menu -> My Employee File -> Personal Information
● Section comprised of different EC HRIS elements, specifically Person objects

Employment Information
● Navigation Menu -> My Employee File -> Employment Information
● Comprised of different EC HRIS elements specifically employment objects

Employment File
● Navigate to Personal Information or Employment Information for employee, type search
box on top right of page
● Once correct result appears, hover over their name to reveal quick card and choose take
action, which allows for further navigation

Employee Data Features in EC

● Effective dated
● Connects with other SF HXM suite products
● Reportable and exportable
● Controlled using RBP
● Configured using HRIS standard, custom and country specific fields

Effective Dating
● Historical record of data
● System records changes between updates and most employee data is effective dated

Employee Data Maintenance

● Insert New Record with an effective date in past, present or future or Edit or Delete for
existing records
● Must be limited to admin because it bypasses workflows

Field Types
● Person and employment objects (HRIS) in EC come with standard pre-deivered fields
● Additional custom fields can also be added

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Role Based Permissions (RBP)

● Controls what users can see, read and write within the system
● Proxy cannot necessarily see full information within system

Personal Data
● Employee data independent of employment, like date of birth, nationality etc.
● EC stores personal information to meet country specific legal requirements for
employment, provide emergency contact information for employee, work permit and visa
information etc.

Importing Users and Data and Implementing Mass Changes

● Added in multiple ways like Add New Employee (New Hire) wizard, Manage Pending
Hires, FTP, Connectors
● Import Employee Data Tool
○ Download templates directly from UI
○ Csv template matches configuration of employee blocks in system
○ Select entity that allows user to determine which area of employee file uploading
data for
Full purge wipes out all previously stored data
Incremental load adds import data to what already exists for employees
● File locale allows user to choose language and locale for import data, like date, number
and picklist fields
● Validate Import File button runs a check to ensure matching import headers and csv file
attempting to upload has valid data
● Jobs that are too big or cant be validated directly on screen, navigate to monitor jobs to
check on status of validation or import
● Once file validated successfully and no errors found, select file again and import to enter
data in system

Import files
● Basic User Information
● Biographical Information (personInfo)
● Employment Information (employmentInfo)
● Job History (jobInfo)
● Compensation Information (compInfo)
● Personal Information (personalInfo)

Employee Imports and EC entities

● Import file based on structure of EC entity
● Basic import gets employee started in system and each subsequent import populates a
different block in employee file
● RBP restrictions on imports can be applied
● Basic import RBP restrictions
○ Can use RBP to manage access to Basic User Import in EC

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○ Switch on option to 'Enable Control on Basic User Import in Role-Based

Permissions'
○ When option is enabled, only users who are granted with Basic User Import
Permission can perform basic import
○ Action Search -> Manage Permission Roles -> Manage User -> Import Employee
Data -> Basic User Import

Import Modes
1. Full Purge
1. All existing records for entity are overwritten with records in file uploaded
2. Recommended when importing data for first time or want to completely overwrite
existing information in employee data files
3. Missing fields are added with blank values
2. Incremental Load
1. Beneficial when updating specific information while retaining a majority of existing
employee data
2. Supports partial import, where only some fields of record are updated
3. Fields supporting NO_OVERWRITE get default value, fields not supporting
NO_OVERWRITE are added with blank values
3. Partial Import
1. When importing CSV file, only some data of csv file will be updated
2. Useful when update only a specific field like email addresses for all employees
3. To upload records using partial imports, before importing csv file, need to specify
the &&NO_OVERWRITE&& value in fields of user data file
4. Only supported for certain columns when importing csv file

Import Tips
● Ensure all required fields are entered in file, verify value in each column is correct/ valid
● Validate that columns in import file corresponds to columns in import template, else
download new import template from Import Employee Data
● Verify field enabled for HRIS element is valid, check Data Object Tables handbook on
SAP Help Portal
● Checks fields configured correctly, like if field is a picklist or object related field, ensure
that related picklist/ object is configured to HRIS field
● Check if failed row has end date, if end date in csv file does not correspond to end date
value in system
● Make sure all effective dated records for employees are in a single csv file, only
applicable when importing multiple batches in parallel

Business Keys
● Each SF record identified by unique identifier combination
● Typically a combination of ID of person or employment object, combined with type of
record for entity

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● If entity is effective dated, business key will include start date and possible sequence
number

Centralized Services for Employee Data Imports

● Enhances different processes in EC during employee data import
● Resolve incompatibilities to several import features like business rule execution, identical
record suppression, deleting employee data, error management during employee import
process
● Applicable to data imports initiated from Import Employee Data page or through Odata
APIs
○ Select applicable Enable Centralized Services (for Job Info/ Comp Info/ Pay
Component Recurring) switch in Company System and Logo Settings
○ Use enable centralized services combined switch for social accounts and
personal document information entities
○ Universally supported entities are activated by default, no switch necessary

Mass Change
● Allows admin to apply changes to job information or relationships to multiple employees
simultaneously
● Examples include changing office location, corporate restructuring etc.
● Defined in Admin Center in instance with Manage Mass Changes, where user is
prompted to change name and define group
● Group definition process is same as process of creating permission group in RBP

Succession Data Model

● Two XML data models define configuration of Employee Data - Succession Data Model
and CSF Succession Data Model
● Succession Data Model has several sections: Elements: Standard, UserInfo,
Background, Tab, HRIS, HRIS Action, Element Permissions, DG Filters, View Template
and HRIS Sync Mappings

Succession Data Model HRIS Elements

● Allow customization of data file of an employee within EC
● Define what fields are called in UI and which ones are visible and required
● Controlled by visibility= and required=
● Custom fields needs to be permissioned using RBP for any role that needs access to
view or edit

Exporting Succession Model

● Can be downloaded directly from Admin Center
● All previous versions are available to be exported directly from Export Succession Data
Model tool
● Restore data model from specific versions from list up to 100 previous versions

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EC Advanced Foundation Object and Employee

Data Management
Propagation
● Propagation allows SF to use relationships between FO Records and employee data to
auto populate fields

Configuring Propagation with Business Rules

● Can define propagation rules to have system automatically copy over data from one field
to another field
● Ensures that SF can have same data in several places of the system, while keeping just
one record
● Eg.
1. Update Job Codes in EC
IF…
Jobcode changed in EC
THEN…
Retrieve all job code related data from job related foundation objects to update data
in EC
1. Propagate FLSA Status
IF…
Country is USA
AND job classification is changed
THEN…
Propagate FLSA status to jobInfo
1. Propagate Standard Hour
IF…
Legal entity is changed in Employment Info
THEN…
Propagate standard hour to Employment Info

Custom Rule for Rule Type Picklist

1. Navigate to Picklist Center -> Search "rule type"
2. Take action -> Make correction
3. In last field of values section, add external code and label for custom rule type. For this
rule, external code is startdate and and label is New Position Start Date

Foundation Object Propagation

● For configuration of business rule, need to determine appropriate fields required on FO
and Block
● For example, copy timezone value from location foundation object records to timezone
field in Job Information Block

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Object/ Block/ Element Field

When select FO record in Job Information Location
field
Copy value from field Location Timezone
To field Job Information Timezone

● Employee Central has limited support to cross block rules, which can set values for fields
in different block
● Currently only supported for specific employment related entities like Job Information,
Compensation Information, Pay component Recurring, Pay Component Non Recurring,
Job Relationships and Employment Details

Create Business Rules from Propagation Requirement

1. Navigate to Configure Business Rules then open Business Rules Admin tool
2. Click plus sign to add new rule
3. Select Basic scenario and type information for Name and ID
4. Leave start date as Jan 1 1900
5. Select Rule Type and input detailed description
6. Select appropriate Base Object

Configure Logic for Propagation Requirement

● IF statement contains logic required to trigger propagation
● If not concerned about actual value, can set IF statement to always true
● Setting IF to always true implies THEN statement will run anytime rule is triggered, which
can be set in next section

Configure Trigger for Propagation Requirement

1. Navigate to Manage Business Configuration
2. Select appropriate block, usually base object of rule
3. Locate field that when changed should initiate propagation and click details
4. In Trigger Rules section, select appropriate Base object
5. Set event type to onChange
6. Select rule created for Rules

Foundation Object Associations

● Enable users to define relationships between FO and their records
● Associations are built in FO configurations, either MDF object or within XML
● Standard pre-delivered config in EC also includes standard pre-build associations like
Location object link with Legal Entity object, Pay Range object with Pay Grade object
● Associations built on FO records must align with behavior on employee files, choices
user see on different lists will be restricted based on relationships and hierarchy's built
○ Makes it easier for person working on employee file to find correct value and
ensures information is compliant with defined hierarchy

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Supported Associations
1. Composite Associations
1. Creates a parent-child relationship, where child object cannot exist outside of
parent object
2. Child object effective dating must always be from Parent
3. Relationship configured in parent object
2. Valid When
1. Used to create filtering capabilities between objects creating a hierarchy structure
2. Objects associated in relationship exists independently and has its own life cycle
3. In Valid When association relationship configured in lower level object

Multiplicity
1. One to One Associations
1. Eg. Seattle Location only belongs to NA_West Geo Zone
2. Displays at record level as picklists since only one option can be chosen
2. One to Many Associations
1. FO Records is one to many eg. Business Units and Divisions
2. A division might fall under multiple Business Units Industry
3. All options will show up if initial object is chosen

Types of Foundation Object Association

● MDF to MDF
● XML to MDF
● XML to XML
● MDF to XML

Association Properties
● Name: unique name for association, customer defined association automatically prefixed
with "cust_"
● Multiplicity: One to One or One to Many
● Destination Object: different meaning whether association is composite or valid when
○ Composite: child object on which association is added
○ Valid-when: higher level object in hierarchical structure
● Type: Composite or valid when
● Field Criteria: restricts possible value for field, applicable only for valid when associations

Create MDF to MDF Associations

1. Create relationship in object
2. Align relationship in Employee File
3. Align relationship in Position Management
Create relationship
1. Action Search -> Configure Object Definitions -> Object Definition -> Division
2. Take action -> make correction and scroll to Associations section

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3. Details
1. In name field: specify association name
2. In multiplicity field: select one to many
3. In destination object field: select higher-level object that will filter values for
source object
4. In type field: select Valid When
Align relationship in employee file
1. Action Search -> Manage Business Configuration -> HRIS Elements -> jobInfo
2. Division field -> Details -> Field Criteria
3. Destination Field Values -> HRIS field identifier of higher-level object -> business-unit
4. Source Field Name -> Name of association in Configure Object Definition and fieldname
of internal code in higher level object
Align relationship in position management
1. Action Search -> Configure Object Definition -> Object Definition -> Position
2. Take action -> Make correction -> Fields scroll to MDF FO field to be filtered -> Details to
view configuration -> fill values mentioned in figure

Create XML to MDF associations

1. Create relationship in FO
2. Align relationship in Employee File
3. Align relationship in Position Management
Create relationship
1. Open latest version of [Link]
2. Navigate to source FO to be filtered: location
3. In hris-associations section of FO, add association line
1. Set multiplicity to ONE_TO_MANY
2. Destination entity should be id/code of MDF FO destination object which can be
found in Configure Object Definitions
4. Validate data model and reupload data model
Align relationship in employee file
1. Action Search -> Manage Business Configuration -> HRIS Elements -> jobInfo
2. Location field -> Details -> Field Criteria
3. Destination Field Values -> HRIS field identifier of higher-level objects -> company
4. Source Field Name -> id/code of object doing filtering in Configure Object Definition like
LegalEntity
Align relationship in position management
1. Admin Center -> Tools Search field type Configure Object Definitions -> Object Definition
-> Position
2. Take action -> Make correction -> Fields scroll to location field -> Details to view
configuration -> Fill field criteria section

XML to XML Association

1. Create Association in Corporate Data Model
<hris-associations>

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<association id="id" multiplicity="ONE_TO_MANY" destination-entity="locationGroup"

required="false"/>
</hris-associations>
1. Align Association in Succession Data Model or BCUI. Custom String 3 is used because
Location group is not standard field in Job Information
<hris-field max-length="128" id="location" visibility="both">
<label>Location</label>
<label xml:lang="en-US">Location</label>
<field-criteria destinationFieldValue="custom-string3" sourceFieldName="locationGroup"/>
</hris-field>
1. Do same steps for aligning Position Management as other association types

MDF to XML Association

1. Create associations in Configure Object Definition
Association to wrapper uses Composite Type association
1. Align association in Succession Data Model or BCUI. Custom string 2 is used as Parking
is not standard field in Job Information
externalCode is used because field connects wrapper to legacy Foundation Object
1. Same steps for aligning in Position Management as other association types

Creating Internal Integration using HRIS synchronization

● Human Resource Information System (HRIS) synchronization is the sync of data from
EC to User Data Tables and Employee Profile
● One way sync of EC data to populate talent data to support other modules of SF
● Some areas of system store data in legaacy data tables, so HRIS sync populates these
tables with EC data

HRIS Sync Job

● Processes synchronization and is completed in Manage Scheduled Jobs in Provisioning
● Background quartz job that periodically looks for data that has been changed in EC and
updates legacy user tables with EC data
● For data updated using UI, synchronization process is triggered automatically at end of
update for current and past dated records
● User Tables feed data to other modules like Performance, Goals, Compensation and
Recruiting
● EC serves as core HR system, and contains relevant information to manage employees
through lifecycle within organization
● Employee Profile serves as platform for talent management activities and modules,
requiring mini-master of core employee data for talent processes to launch and run
successfully
● EC stores employee's Personal and Employment Information and fields like employee's
Department, Company or Location

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● EC data is robust and connected to supporting Foundation Object record data in system,
which makes it more valuable and accurate compared to standard element data being
used by User Data Tables
● When configuring HRIS Sync fields, connect EC data fields to Standard Elements in
Succession Data Model with HRIS Synchronization Mapping
○ When there is a change in EC information, flows to Employee Profile fields and
consumed by talent modules that cannot directly leverage EC data
● Without EC, talent process relies solely on data that is imported using User Data File,
which is displayed in Employee Profile blocks in People Profile
○ Fields allow standard Org Chart to populate correctly, provide filter criteria for
dashboards and reports, create route maps that are used for Performance
Management and Compensation
● With EC, some talent modules continue to refer to User Data File to run talent processes
in system as they don't have ability to leverage person and employment information
directly from EC
○ With HRIS Sync, customers do not need to manually upload information
● As there are fields critical to keep in sync between EC and UDF, if using EC, should not
be making user data changes by importing UDF either from UI or through scheduled job
○ Can overwrite data coming from EC and cause data inconsistencies
● Can schedule HRIS Sync Jobs in Provisioning and monitor HRIS Sync Job using
Scheduled Job Manager in Admin Center

HRIS Sync trigger

1. Real time sync due to UI operation
Automatically triggers sync on changes made in UI
1. When EC record is changed and becomes effective, data is synced automatically
2. When EC record is changed using future effective date, data is synced when day
becomes current
3. Real-time sync happens when changes are made via ESS, MSS and new hire process
4. Method will only sync data from Element updating and not all other elements
1. EC Data Import or User Data changes through API
1. When there is recurring HRIS Sync job setup in Provisioning, updates made
through import or API will trigger sync job to run
2. Scheduled HRIS Sync Job
1. Submitted HRIS Sync job will run on specified schedule
2. Scheduled job can be made to trigger one-time or regular recurring schedule
3. HRIS sync job can be setup in Manage Scheduled Jobs in Provisioning

Synchronization Job Types

1. Incremental Sync
1. All EC data whether effective dated or not is incrementally synced
2. Only syncs records that have changed since last successful run date
3. Future dated records are synced when future date becomes current date

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4. Incremental sync job runs on regular scheduled basis, daily at midnight is

common
5. Configure job for notification upon failure so EC administrators can proactive
address HRIS Sync issues, since updates made via import or API will trigger
sync job, not recommended to schedule hourly sync job
2. Full Sync
1. Run only once
2. Syncs all EC data whether effective dated or not
3. Runs HRIS Sync from specific date to achieve full sync
4. Full sync job meant for initial go live or for any massive data change or major
data discrepancies
5. Used to remove inconsistent data between EC and User Data Tables
1. Data inconsistencies could happen for several reason, if in past basic
import was used to upload data to legacy tables
6. Full sync for all users in system may take several hours, especially if there are
numerous fields mapped, while job is in progress all EC data transactions must
be avoided
7. Can also run full sync on selected users, list of users must first be uploaded in
FTP server
8. Full sync for selected users will always sync all data from beginning of
employee's lifecycle, cannot specify date from when sync is to be run

HRIS Sync job can specify local time zone of user to set effective start date for employee status
update
● Especially important for terminations, sync runs based on timezone of data center
customer uses
● Eg. If set employee in Shanghai to be terminated at noon but data center is EST, user
will get an additional 12 hours after termination before losing access to system
● Can specify that employee timezone is being used, which would perform all functions
related to termination or any other employee status change in real time

Synchronization Mappings
● Data to be synced from EC to basic user data table are either hard coded or configured
in Succession Data Model
● Hard coded sync means system will sync some HRIS elements and HRIS fields into user
directory tables without any configuration based on hard coded rules like syncing Job
Information: job-code to Standard element: jobCode
● Can also customize sync mappings like Employment Details: Eligible for Stock to
Standard Element: Customizable Field 9 in Succession Data Model
● Define HRIS sync mappings for standard elements, user info elements and user info
record key elements
○ Establish relationship between these elements and HRIS fields (predefined and
custom fields)

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Hard-Coded Sync Mapping

● Certain mappings are hard coded into system, must not configure these in Succession
Data Model, else will cause undesired results
● System prevents anyone from adding duplicate sync mappings to sync-mappings
section of Succession Data Model
● Duplicate sync mappings lead to data not syncing to employee profile correctly, Manage
BCUI has validation that prevents creating an HRIS sync mapping for fields that are hard
coded
HRIS Element HRIS Field Standard Element
employmentInfo Start-date hireDate
jobInfo emplStatus Status
Manager-id managerId
Job-code jobCode
Department Department
Division Division
Location Location
jobRelationsInfo Rel-user-id (using picklist hrId, matrixManager,
external code hr manager, secondManager,
matrix manager, second customManager
manager and custom-manager)
personInfo Date-of-birth dateOfBirth
nationalIdInfo National-id National ID
personalInfo Salutation Salutation
Gender gender

Custom Sync Mapping

1. Identify Employee Central block eg. Hris-element-ref refid="jobInfo"
2. Identify Employee Central field eg. Hris-field-ref refid="business-unit"
3. Identify Employee Profile field (standard-element) eg. Standard-element-ref
refid="custom01"
4. Update XML in Succession Data Model
<hris-sync-mappings>
<hris-element-ref refid="jobInfo">
<hris-mapping>
<hris-field-ref refid="business-unit"/>
<standard-element-ref refid="custom01"/>
</hris-element-ref>
</hris-sync-mappings>
1. Upload to Provisioning

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Configure mapping in Manage Business Configuration (BCUI)

1. Manage Business Configuration -> jobInfo element -> business-unit field
2. Select Details -> scroll to HRIS Sync Mapping: Standard field
3. Select customizable field 1 from standard field dropdown and save

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EC Employee Self Service

ESS Permissions
● Choose EC effective dated entities for effective dated block and employee data for
non-effective dated block
1. Enable viewing block, select view current or view history for section action
2. Enable editing fields via people profile, assign edit/insert permissions to edit link
3. Configure each field for level of access: non, view current, view history, edit/insert
1. Some blocks are permissioned at block level and not individual fields

MSS RBP
● MSS allows manager to initiate HR transactions like promotions or transfers for their
direct reports using Take Action button
● Changes are known as transactions and might require configurable approval process
workflow
● Allows view or edit permissions into employee
○ Job info
○ Job relationships
○ Compensation info
○ Spot bonus
○ Employment details
○ Global assignment
○ Terminate/retire

MSS Permissions
● Employee Data -> HR actions -> Update Employment Records
● To grant access, ensure user has View and Edit access to Take Action button known as
Update Employment Records

Customizing Self-service transactions using workflows

● Workflows part of self-service process, usually activated upon change
● To manage workflows, Manage Organization, Pay and Job Structures -> In search,
select Workflow Configuration
● In second selection can select the specific workflow to edit, and check approvers like
fixed approver or dynamic group

Workflow Participants Configuration

● Take Action -> Make Correction
● Area 1: approvers in correct order
● Area 2: contributors to process
● Area 3: cc additional role types

Workflow Administration

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1. Approver Type: can be role or dynamic role (system determined approver based on
employee data) or dynamic group (pool of employees wherein anyone can offer
approval)
1. Can enable routing of workflows based on position hierarchy, starting with
position, subject employee's position or initiator's position
2. Select from list of role, dynamic role or dynamic group based on first approver type
3. Decide if approver able to edit transaction
1. No edit means approver cannot update request
2. Edit with Route Change means approver can make changes and system decides
if new event reason and workflow are necessary
3. Edit without Route Change means route is not recalculated when approver
makes changes
4. Edit attachments only means approver has capability for editing any attachments
associated with workflow transaction
4. Determines whether approver is for future role or current role
1. Eg. Employee transfer might include current or source manager and new or
target manager
5. Determine if workflow role is based on employee for which change is made or initiator of
said change
6. Decide if workflow should stall or skip step if group or position is empty
7. Restrict access to part of workflow content for which user has permissions
1. Permissions allow workflow participants to only see and edit content
permissioned

Workflow Administration Areas

● Approver type, approver role, edit transaction, context, relationship to approver, no
approver behavior and respect permission
● Admins can manage workflow requests by navigating to Manage Workflow Requests

Workflow Administration Notification

● Navigating to Email Notification Template Settings, admins can modify email notification
templates used to notify participants
● Admins can update company specific language for each templates listed
● Can change text that approver receives during workflow process and email notification
for the following actions
○ Approval, rejected, pending, cancelled, skipped, posted, lock down. Unlock,
contributor, CC role, approved, sentback

Dynamic Roles and Groups

● Dynamic roles are FO, which means they are managed using Manage Organization, Pay
and Job Structures in Admin Center
● Can create workflow or dynamic group using same interface as RBP like Job Code,
location etc.
● Workflow groups managed using Manage Workflow Groups

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Approver skip
● Enable skip option in Company System and Logo Settings
● All consecutive workflow steps with same single approver except last one will be skipped
automatically
● Skipped steps are displayed on workflow details page and indicated in Activity area of
page

Approver Permissions
● Approver receives email notification
● Can approve: move workflow forward
● Can post comments: viewable to all other approvers
● Can send back: return to initiator
● Can update requests: changes update request and reroute if necessary

Workflow Participation
● When employee participates in workflow, they can view progress using Manage Pending
Requests tool
● Action Search -> Manage Pending Requests
● If new homepage used, turn on advanced tool for managing workflow requests
○ Accessed directly from To Do list on Homepage by clicking on "approval
requests"
○ Allows for filtering and easy interface for approving workflow requests
○ Turn on through RBP within General User Permission section
● Self-assign workflow
○ Allows user belonging to dynamic group to assign workflow to themselves or
remove assignment from themselves or other members of dynamic group
○ User must have Manage Workflow Assignments permission, user can look at any
workflow assigned to dynamic group and assign it to themselves
○ Important for workflow run in parallel against multiple users, if requires additional
alignment and communication, there may be conflict between approvers on the
status of the workflow

Delegation configuration
● Enable option to allow approver to forward workflow to another user in company, who
can take over workflow and approve or decline in lieu of initial approver
● Recipient can take over workflow and approve or decline in place of initial approver
○ Manual delegation: done individually by employee workflow by workflow
○ Auto delegation: all workflows are delegated
● Configured in Corporate Data Model
○ Workflow configuration FO has new field called is-delegated-supported, when
Corporate Data is configured with the hris-field under wfConfig hris-element,
system allows admin user to configure workflow FO with Yes and No options
<hris-field id="is-delegate-supported" visibility="both" required="false" pii="false">

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<label>Is Delegate Supported</label>

</hris-field>

Activation of Auto Delegation

● User can set up auto delegate through My Info tile on homepage
● User needs to have Allow Auto Delegation RBP permission
● When auto delegation is enabled, all workflows with auto delegation enabled are routed
to nominated user
● User can specify start and end times for auto delegation, if not specified, it will be
indefinite until manually turned off

Futured Dated Transaction Check

● Enables alternate workflow route to be assigned if transaction takes place in future

Reminding Approvers about stalled workflows

● Specify current workflow approver reminder to take action on pending workflow after
certain number of days
○ Either setup same number of days in all workflows
○ Setup individual number of days for different workflow foundation objects

Reminders Configuration
● Create job in provisioning with job type Workflow Action Reminder
● Update Corporate Data Model to include remind-indays hris-field in wfconfig hris-element
as following:
<hris-field id=”remind-indays” visibility=”both”>
<label>Remind in Days</label>
</hris-field>
● When scheduled job runs, system gets all pending workflows, number of days is
determined either on days entered on scheduled job in provisioning or number of days
Admin has entered for each workflow foundation object record if number of days is
empty in scheduled job

Auto escalation of workflows

● If approver takes no action on workflow, workflow is stalled
● After specified number of days, it can escalate to specified user, new approver can
decline escalation so it goes back to previous approver and revoke escalation so it goes
back to themselves

Escalation Configuration
● Add escalation to FO wfConfig in Corporate Data Model and reimport it from provisioning
<hris-field id="escalation"visibility="both"required="false"pii="false"><label>Escalation</label>
</hris-field>
● Then create Escalation records in Manage Data tool
● Assign required workflows the escalation records

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● Crete job in provisioning to run Workflow Auto Escalation Job Type

Auto Approval
● Create recurring job for automatic approval of stalled workflows to make system
automatically check and approve workflow steps not been processed within specified
timeline

Auto Approval Configuration

● Add automatic approvals in days field to FO wfStepApprover hris-element in Corporate
Data Model and reimport from Provisioning
<hris-field id="autoApproveInDays" visibility="both">
<label> Days until Auto Approval </label>
</hris-field>
● Create recurring job to automatically check and approve steps of stalled workflows
● Provisioning -> Manage Job Scheduler -> Manage Scheduled jobs and select Workflow
Auto Approval and fill job fields
● Recommended to run daily and enable feature to define auto approval days in workflow
config by entering number in field
● Specifies how many days elapse before recurring job prompts system to auto approve a
non-responsive step for workflow to continue

Event Reason Derivation

● Allows users to keep track of changes to employee record
○ Keeps a clear reporting on changes
○ Comply with legal or corporate policy regarding employee changes
● Hard coded in system and can be seen in event picklist
● Can deactivate or rename events as needed but never create new events
● Due to restrictions on events, event reasons can be created and are used to differentiate
between certain actions in system
○ Eg. Termination can have several reasons associated

Event Reason
● XML based FO and are managed in Manage Organization, Pay and Job Structures
interface

Event Reason Derivation (ERD) Configuration

● Process setup for customer so system automatically selects appropriate event reason
according to changes made to employee data
● ERD created using business rules for job information and compensation information only
● Requires a lot of initial setup since each possible data change in job and comp info must
be tied to specific event reason
○ System has to differentiate between employee transfers, promotions, location
changes, pay changes, position changes etc.

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● First determine event reasons needed to cover all types of changes in system then
triggers or field changes associated with each event reason
○ If event reason not set by rule, system issues an error and there is little can be
done to resolve situation
● If ERD not used, Event and Event Reason will always be chosen by user initiating
transaction
○ Business rules can still be configured to tie event reason chosen to workflow
configuration to ensure transaction goes through appropriate approval process
before active

ERD Bypass
● Even if ERD is on, those with RBP rights to Insert New Record from history of a block
can bypass ERD
● After choosing manually event and event reason when in History -> Insert New Record,
HR Edit can be done for necessary fields within the block and the change is
automatically stored and no workflow is triggered

ERD Business Rule

● To tie event reason to change occurring in employee tiles, business rule must be created
from Admin Center -> configure Business Rules -> add new rule for specific business
rule scenario
● If change then set event reason value to point to record created
● Attach business rule to base object in Manage Business Configuration and add the ERD
rule or workflow rule created

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EC Object and Rule Management

MDF and EC
● Enables consultants and customers to extend SF
● Used in all SF products whether EC is enabled or not
● Can create custom objects to support EC customer requirements which standard
pre-delivered objects
○ Create, modify, maintain and delete MDF Objects within existing UI without XML
intervention
● Configured through SF instance for MDF

MDF Components
● Provides generic, configurable and extensible mechanism to achieve all layers that
applications need
● MDF promotes consistency in behavior, look and feel and avoids code redundancy

MDF uses
1. Custom fields: created that reference MDF objects
2. Time tracking: EC support time tracking through MDF objects, eliminating need to buy
and implement expensive and complex time and labor system
3. Health and Safety: MDF can track incidents and responses related to equipment and
warehouses, use analytics to fulfill reporting requirements needed and country-specific
responses and equipment to aid health and safety of employees
4. Benefits Tracking: MDF can track benefits, communicate with EC to determine eligibility
and create custom objects to store benefits data

MDF Limitations
● To use MDF capabilities with HRIS elements and fields, additional XML writing must be
added to data models

MDF Properties
1. Code: object unique identifier
2. Effective Dating
1. From Parent: used for parent-child association
2. Basic: allows object to be effective dated, mandatory effectiveStartDate field is
added to Effective dated object
3. Default Screen: default configurable UI can be assigned to MDF Object
4. Workflow Routing: can be assigned to object, any data changes to any records will
trigger workflow
5. Fields: External Code and External Name added automatically to object, External Code
always set as required
6. Data Type

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1. Picklist: restrict field value through predefined list of values to select from,
requires valid values source to be identified
2. Generic Object: reference MDF FO or MDF object, requires valid values source
to be identified
3. Foundation Object: used to reference XML based FO, requires valid values
source to be identified
4. String: text input fields up to 4000 characters long
7. Associations: adding associations to object allows definition relationship between objects
8. Security: defines which RBP category will be used to control access to object, if security
is set to No, permission still required to allow users to search and edit records

Customizing MDF Object using Configurable UI

● Allows change visual display of MDF objects
● Extend from default MDF objects to custom look and increase user friendliness and
flexibility

UI Hierarchy
● Object-Groups-Fields and Links

Resolver
● Provides a way to connect a group or field to one or more fields within MDF object, acts
as a link between field in Configurable UI and properties of MDF field in object
● Data entered in Configurable UI is stored like field in MDF object

Configurable UI Access and Functions

● Navigate to Manage Configuration UI -> on search selector, select and edit existing
configurations or create new custom layouts for objects

Base Object
● Reference to MDF object definition created, system displays default layout of object
○ Provide an ID
○ Select MDF object to configure

Object Configuration
● Can use one of the following options
○ Title and Object Rules Toolbar
Allows user to add UI rules to object and edit object title
● Configure Object Toolbar
Allows user to add fields, links, groups and edit properties for object

Title and Object Rules Toolbar

● Allows addition of UI rules to object and edit title of object
○ Edit Properties: configure Object Title settings
○ Manage UI Rules: add new business rules to object

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Object toolbar configuration

● Allows user to add fields, links and groups and edit properties of object like
○ Add Field: insert new field onto object
○ Add Link: insert clickable hyperlink onto object
○ Add Group: insert new area to group containing fields and links
○ Edit Properties: set object display settings

Object Layout Options

● Define layout option like Form, Flow and Grid
○ Form: displays fields from top to bottom in middle of object
○ Flow: displays fields in a row and attempts to continue row of fields where
possible, if layout runs out of run, new row appears
○ Grid: displays fields in a row but only number of fields specified for the grid

Group Configuration
● When configuring a group, can hover over group to see Configure Group toolbar
● Click to add fields, links, groups and Edit properties
○ Can choose to see nested groups for eg.

Field Configuration
● Edit properties or delete field for individual fields

Group and Field Arrangements

● Can drag and drop fields and groups to rearrange layout of object
● Click field or group and drag to desired location, once green shading appears, release
mouse to move field or group and new location will be displayed

Custom UI for Employee Files Process

● Create MDF Object -> Create Configurable UI -> Create Custom Employee View ->
Permissions -> Populate data for employees

MDF Object creation

1. Create new MDF object definition
2. Set Data Type to user for externalCode field
3. Add any custom fields for object
Configurable UI Creation
1. Action Search -> Configure people profile -> custom blocks -> live profile MDF
information
2. Drag live profile MDF information to preferred area on People Profile and select
appropriate Configuration UI
Permission Roles
1. Set permissions for Employee Views and miscellaneous permissions as needed if field
permissions are required

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Populate data
1. Import data for employees through csv

Rules Engine
Configurable Rules in Rules Engine
● Initialize default value for field within an object
● Changing value of field based on selection of a value in another field
● Validating set of values in field before saving object instance and firing off validation
message in case of error
● Creating Dynamic UI behavior like hiding or showing field or group of fields based on
RBP

Event uses
● Trigger approval
● Trigger error message or additional information
● Auto fill data

Rules Engine
● Create rules using If and Then logic
● Attach to object and provide business logic or validation of data input

IF logic
● If a particular option chosen from picklist
● If specific text or numbers entered into field (or if greater or less than values)
● If specific user information added like location
Can be set to Always true, where Then logic is automatically executed when rule is triggered

Else If logic
● Combine several conditions in same rule, Else If conditions considered when If
conditions defined aren’t met yet
● A specific picklist option is not chosen
● If certain text or numbers are not entered into a field

THEN logic
● How system react when IF logic are met
○ SET: automatically propagates information based on existing information or
specific value
○ Raise Message: creates pop up box on screen to provide additional information
or error message when incorrect step
○ Create: creates a child object like new pay component to employee or creating
another child object attached to parent object
○ Delete: delete data from database when rule triggered
○ Execute: carry out specific action when rule triggered
○ Add To: add items to collection when rule triggered

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Else logic
● Occur when Then statements are not triggered because If condition is not true

Raise Message Action

Manage Data -> Create New -> Message Definition
External code, use start date and start date and text will be alert content
In text field, define the pop up text to be used

Rule Example
● Example of rule and action required when creating new Position Object using MDF:
○ Start date for new position can only be future date, create pop up message
stating "Start date must be a date in the future"
○ Pop up message appears after Position ID is added
● IF logic
○ Start Date: 01/01/1900
○ Rule Type: PositionManagement
○ Description: New Position
○ Name: Object
○ Context: System Context
○ Position: Position
● THEN rule
○ Raise Message
○ Message: startdate (The start date must be a date in the future)
○ Severity: warning

Rule Creation
● Configure Business Rues and choose + to create new rule
● Rule scenario is a rule object to help create rules correctly based on application specific
scenarios

EC Core Rule Scenarios

Rule Scenario Description
Hire/Rehire This scenario will be used for the customer who wants to create any
business rules that should be triggered on hire scenarios. For example, to
determine default values or determine the visibility for certain fields during
the hire/rehire process. This limits the base objects to either Employee
Information or Employee Information Model.
Event Reason This scenario is used to derive the event reason automatically for
Derivation transactions initiated in Job and Compensation Information entities. This
limits the base objects to Job Information model or Compensation
Information model.

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Trigger This scenario removes irrelevant options or settings that are visible in a
Workflows generic business rule scenario (Basic), and offers special support when you
define the THEN statement of your business rule. SAP recommends that
you use this business scenario to create all your workflow business rules
going forward.
Internal Job This scenario is used to configure rules for the Internal Job History block.
History
Enforce New This scenario is for configuring a rule that validates the business
Employment requirements to enforce new employment and returns an error message if
for Rehire the conditions are not met. The rule validates changes made in Job
Information. Example, when an employee changes legal entity, the system
validates the change based on the rule configuration. The validation either
approves the changes or enforces a new employment.
Generate This scenario is used to create the rule that generates the values for
Assignment ID Assignment ID External based on the MDF Sequence objects. Create a
External single rule only based on this scenario.
Generate This scenario is used to generate an Employee ID from the Metadata
Employee ID Framework Sequence (MDF) and assign it to the User ID field of the
for Hire/Rehire Employee Information object during Hire/Rehire with new employment
process.
Generate This scenario is used to create rules that generate alerts for Employee
Alerts Central data, for example, alerts for job information changes.
Cross-Entity This scenario can be used to configure cross-entity rules that are triggered
Rules 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 configure that changes in Job Information update Compensation
Information. Currently, it is supported only for specific employment-related
entities. Currently, only 5 cross-entity rules are allowed.
Calculate This scenario calculates full-time equivalent (FTE) for a user using the Job
Full-Time Information Model base object.
Equivalent
(FTE)
Validation for This scenario is used to create business validation and raises alert
HRIS messages on HRIS elements.
Elements

● Possible for existing rules to change rule scenarios from basic to application specific or
from application specific to another application specific scenario
● Need to fill in additional rule details for rule scenario
○ Base object: which fields and related objects selected when creating rule,
corresponds to data objects in system like EC objects or MDF objects

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○ Rule ID, name and rule type: base object chosen is important and defines which
object is the main object rule should be associated with
Position object does not have any associations, so base object is position
Certain base objects have "model" base object that can be chosen in addition to
regular object and need to set field properties like Visibility, Value/ Previous value
and Required attributes for EC objects

Rule Events for HRIS elements

This event Is assigned Rule is triggered... Use this event to...
at...
onChange Field level When field value is changed Trigger rules as soon as the user
only changes a field
onInit HRIS During hire/rehire, using Add Set field properties (for example,
Element New Employee page. When making fields mandatory, or hiding
level creating a new FO record in fields), or to default values that you
Manage Org Pay and Job want to be shown as soon as the
Structures page (e.g. user calls up an Add New Employee
location, event reason). or Manage Organization Pay and
Job Structures page.
onSave HRIS When page is saved Validate user entries when the user
Element wants to save the changes. For
level example, if the user didn't make an
entry in a mandatory field, an error
message is displayed.
onView HRIS When viewing transient fields Calculate fields that are transient
Element on the page (this means that the result is not a
level fixed value stored on the database,
but is calculated during rule
execution when the user calls up the
page). For example, to calculate an
employee's age.
saveAlert HRIS When change to jobInfo, Send alerts to remind users of
Element compInfo, employmentInfo, coming system events.
level workPermitInfo is saved.
onEdit HRIS When paymentInfo page is Default values for editable fields.
Element opened in Edit mode
level
onPostSav HRIS After changes to an object is Trigger events for Intelligent
e Element saved Services.
level

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Rule Event Locations

● Displays graphical overview of relationship between events and pages on user interface
they can be used

Assigning Business Rules

● Rule triggered when assigned to corresponding base object, which can be EC objects
like person objects, employment objects and foundation objects that is defined as HRIS
element or MDF object
● Business Rules Admin can view all existing rules, assignment and location within the
system
● If rule is assigned in system and user tries to delete, error message will be raised, to
delete rule, assignment must be deleted in advance
● Rules can be assigned to EC related objects and fields through data model/ XML file or
by using Manage Business Configuration tool

Assign Rule Events in XML

<trigger-rule event="onInit" rule="INIT_NAT_iD"/>

Business Rules Context

● Add context to onSave and onChange rules in Manage Business Configuration to
prevent triggering unnecessary rules in given context
● If no context set, rules are triggered when IF statement rules are met, adding context will
limit trigger situations

Rules for MDF Based objects

● Before creating rule scenario, state its purpose
○ Based on selected purpose, rule config will display certain field or attributes in IF
or ELSE part of rule and each purpose can be attached to only specific events on
Configure Object Definitions page
○ Eliminate possibility of wrong configurations while defining or attaching rule to
rule scenario
○ Initialize: initialize all keys in fields with default values, set values for any field,
including system and business fields and executed through UI
○ Validate: validate field values and generate error or warning messages based on
values of one or more fields
○ Evaluate: assign values to fields based on other field values during Save
operation
Cannot set values for system and business key fields like External Code or Effective
Start Date
● Alert: generate MDF alerts events
● Workflow: handle workflows
● On Load: perform any operations or validations on page load

MDF Rule Events

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Rule Event Supported Description

Purpose
Initialize Initialize, Basic Initialization rules ("initializeRules") are triggered in the
Rules rules initialization phase of object creation (an "onInit" event). You
can use these rules to initialize fields to default values. OnInit
is basically a constructor and no context parameters are
provided by onInit.
Validate Validate, Basic Validation rules ("validateRules") are triggered after a change
Rules rules to an object is submitted but before the change is saved (an
"onValidate" event). You can use these rules to validate field
values.
Save Rule Validate, Save rules ("saveRules") are triggered when a user tries to
Evaluate, save changes to an object (an "onSave" event). You can use
Workflow, these rules to check related field values for correctness. For
Basic rules example, a field could become required as a consequence of
a save.
Post Save Validate, Alert, Post-save rules ("postSaveRules") are triggered after
Rules Basic rules changes to an object have been saved (an "onPostSave"
event). These rules are used when you want to send an alert
message to the user. They are not used to set a field value.
To activate the alert and notification feature, you must
associate them with a workflow.
Delete Rules Validate, Deletion rules ("deleteRules") are triggered after an object
Workflow record is deleted (an "onDelete" event).
On Change Validate, Change rules ("onChangeRules") are used at the field level.
(at field level Evaluate Objects cannot be associated with change rules. Change
only) rules are triggered when the value of a particular field is
changed. You can use these rules to populate another field
after the change.

New Hire Rules

● Automatically set fields on initiation or when object or section first opened
● Set certain fields to automatically populate in Add New Employee section of instance

Rule Trace
Action Search -> Business Rule Execution Log -> Create New -> Rule Trace
Provide code and name -> enter start and end date with max two days -> Select user
either login or proxy user
Select rule or rules to be processed, leave empty for all rules trace
Save rule trace and perform transaction which triggers rules and download log to see
steps performed during rule execution

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EC Add-on Features
Concurrent Employment
● One person can have more than one active employment at same time
● EC added functions and features
○ Manage multiple employments
○ Create and terminate Concurrent Employment (CE)
○ Architecture follows concept of Global Assignments, like one person, one user
account and one user ID per employment
○ Management of CE using EC UI through search results and switch between
employments

Enable CE
● Manage Employee Central Settings -> set Concurrent Employment Management Option
ON
● Give edit rights to company field in employmentInfo to admins in RBP

CE Configuration
● Take Action -> Add: Concurrent Employment and add details for new employment,
specify which Job classification is primary employment
● EC treats employee as one person and employment as two jobs, personal information is
copied between IDs

Higher Duty or Temporary Assignment

● Temp assignment assigned when employee works different position within boundaries of
existing contract for at least 1 day
● Temp assignment for higher classification or grade is called higher duty

Position Management
● Allows user to create, maintain, staff and activate positions in admin tools
● Display position hierarchy different from reporting structure

Org Management
● Job Classification: linking job code to many attributes like levels, grades, function and
other attributes
● Position: job independent of employee, position inherits attributes from job classification
● Employee: person assignment
● Job Info: combination of Position and Employee

Position Organization Chart

● Company Info -> switch to Position Org Chart which allows action to be taken on
positions
Search criteria by positions or people

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Search chart by Position Name, Position ID or any other searchable fields configured on
Position Object if person chosen in 1
Defaulted to present date but allows archive or future date to be accessed
Toggles for display of child, matrix and inactive positions or hire new employee and can
add new position or hire new employee directly on screen

Position Record Action

View entire position record, change view date of position, edit position or navigate to
Manage Positions tool for more options
Show incumbent history over time, user can define date ranges to view which employees
held position during that time
Add lower level position directly and can define business rules to determine which fields
copy over from parent position to child
Copy position on org chart, and specify how many copies to be made, all copies will have
same parent position and same field values, externalCode or Position ID will be auto
generated

Position Org Chart Administration

● Admin Center -> Org Chart Configuration tool
○ Determine whether photo of incumbent displays and fields that are displayed on
position tile
○ Side panel of Position Org Chart can be configured in menu, sections like
Position History, Hierarchy Details and Global Assignment can be enabled and
reordered

Position Management Settings Tool

● Defines behavior for positions in system
● Determines if position types are used, leading hierarchy for system, position
synchronization, transition periods etc.

Position Check tool

● Export Position Management settings, position object definition, assigned rules and
results of other checks provided in check tool in single file
● Creates technical file of settings and config for customer support to see any issue with
config

Position Management Setup

● Provisioning -> enable both Position Management and Generic Object
● Succession Data Model -> position field present by adding position field to jobinfo in
HRIS element

Defining Position Object

● In object definition of Position object, can configure object fields
○ Display or hide fields

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○ Rename labels
○ Populate new position fields either as default or based on job code
○ Configure searchable fields

Position Management Administration

For existing positions, Admin Center -> Manage Position -> select position to modify
Can insert new or make changes to records
To create new position, first position must always be built from Admin tools, choose
Manage Positions and create new -> select Positions
To assign existing position, navigate to Job History of employee and choose insert new
record or make correction as appropriate

Sync between position and employee

● Admins can specify which common fields between position object and jobinfo
employment object are synchronized when changes made to Position Record via
Position Org Chart or Manage Position tool
● Create a business rule to sync fields
Configure Business Rules -> Create New Rule -> rule type: Synchronize Position Changes
to Incumbents
Determine which fields to sync in rule
Choose rule in Rule for Synchronizing Position to Job Information area
In Positional Org Chart Sync area, determine if sync is automatic or up to user making the
change
If the rule is used for UI Propagation, add rule as onChange rule to hris-field Position in
Succession Data Model

Define fields to be copied from source position

● Create business rule with base object Position
● Add Parameter with code SourcePosition and configure suitable then statements
● Set Rule for Defining Copy-Relevant Position Fields in Position Management Settings

Automatic Update of To Be Hired

● Specify to be hired status if auto updated for position when employee is assigned to
position or unassigned from position
● Position Management Settings -> General -> Set to be hired status if incumbent is
unassigned from position
-> Reset to be hired status if incumbent is assigned to a position
-> Set or reset to be hired status if position FTE is changed
-> Set or reset to be hired status if an incumbents FTE is changed
-> Do not adapt position to be hired status during job information import

Auto Assign Position to new supervisor

● Permission Settings -> Manage Position -> Option to move Position to New Supervisor
on Job Info Change

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● Move existing positions when supervisor field is updated

● Move multiple incumbents to new supervisor

Company Structure Overview

● EC provides People Org Chart and Position Org Chart and also structure of entire
company in chart format
● EC Admin Center -> Manage Employee Central Settings -> enable Company Structure
Overview
● RBP: Company Structure Overview
○ To work with MDF objects controlling company structure, grant permission rights
to objects which are found in misc permissions section

Company Structure UI Configuration

● Color to differentiate object types
● Fields about object records like names and codes
● Counts of people and positions by identifying necessary field
● Sections displayed as part of side panel when selecting object record

Company Structure Overview

● Choose date to see chart
● Export chart in pdf or jpg format
● Switch to fullscreen view
● Set sort for each object type in company structure
● Editing layout directly in org chart can set color for each FO, set visible fields, connect to
jobInfo and Position fields for real time headcounts and side panel sections for each
record related to company structure

Leave of Absence
● Period of extended leave like parental leave or sabbatical which changes employee
status
● Integrate LOA management with Time Off application
● Create time profile with external code LEAVE_OF_ABSENCE_PROFILE and assign
LOA time types to profile, no need to assign profile to employees, it will be picked for
every employee automatically

LOA Options
Use LOA only, but with different profiles for different countries
Don’t create generic time profile, create one profile for each country and assign to
users as appropriate
Use LOA only, but only for certain countries
Switch on time off, not LOA only
Create time profiles that use LOA time types and assign profiles to users who can
take LOA, might need to create dummy work schedule and holiday calendar to
assign to users with LOA only time profile

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Use LOA only for some countries but full Time Off for other countries
Switch on Time off, not LOA only
Create time profiles that use LOA time types and others with full Time Off time types
Assign profiles ensure that users who can take LOA only should have time profile
with only LOA time type

Contingent Workers
● Workers who deliver services to organization on non-permanent basis
● EC allows users to set different data requirements for contingent workers, no need to
capture same data as regular employees
● Require people profile to be turned on
○ Manage Employee Central Settings -> Contingent Workers settings

Contingent Worker Field in Employment Details

● Differentiate between regular employees and contingent workers, activate field in
employment details block
<hris-element-ref refid="employmentInfo">
<hris-field-ref refid="isContingentWorker"/>
</hris-element-ref>
● Add HRIS element reference/ filter within succession data model to create separate
groups for contingent workers vs non contingent workers

Contingent Worker System setup

● Define permission group in RBP for field 0 and 1 for regular employee group and
contingent worker group
● Define reasons for events like starting and ending employment for contingent worker
● Vendor records are found through Manage Data tool, once added user can set up work
orders for each of them
○ Must have at least one vendor and work order setup before adding contingent
workers

Work Order Configuration

● Create work orders for contingent workers
● Use business rule to synchronize data between work order and job information of
contingent workers when there are changes to work order
● Data sync between work order and job information happens when adding or editing work
order

Importing Contingent Workers

● Data needed for importing Employee Data for Contingent Orders
○ Basic Import
○ Employment Details
○ Work Order Import
○ Job History

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○ Contact Information

Add Contingent Worker Tool

● Works similarly like Add New Employee wizard and trigger workflow if needed
○ Identity Information
○ Personal Information
○ Contingent Worker Assignment Information (Job Information)
○ Work Order Information

Customizing Add Contingent Worker Wizard

● Customize field visibility for Contingent Worker Wizard, can be changed in Configure
Business Rules tool
● IF statement specifies configuration for Contingent Workers only, and using THEN
statement to hide fields typically required for regular employee hire

Creating New UI Config

● Use Manage Business Config tool to create additional blocks for Contingent Workers
● Choose person type for creating new section and once saved, configurations from
existing block are copied into new UI
● Can be done for emailInfo, personInfo, personalInfo, jobInfo, employmentInfo,
homeAddress, nationalIdCard, jobRelationsInfo, phoneInfo

Deleting new UI Config

● Admin Center -> Manage Data -> search for config -> Take Action -> Permanently
Delete

Contingent Worker Check Tool

● Identify and highlight potential issues with application along with viable solutions to
resolve errors
● Check config or data issues with contingent worker application and take corrective
actions to rectify them

Dependents Management
● EC allows user to add information about dependents, which can be domestic partner or
children subject to customer HR rules
● Add and edit dependents of employee, in combination with global assignments and
pension payouts, accompanying dependents and beneficiaries can be tracked
● Dependents information added to Dependents block in Personal Information section of
Employee File

Enable Dependents Management

● Manage Employee Central Settings tool -> enable dependents management capability
● Configure fields shown in Dependents block by editing Succession Data Model in
personRelationshipInfo element or add attachment field as needed

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Create Separate UI for Dependent Blocks

● Dependent management allow user to configure separate set of fields to display for
Dependents vs Employees
● Use Manage Business Configuration tool to create separate UI for dependent blocks,
configure display of dependent block with Configure People Profile for nationalIdcard,
personInfo and personalInfo

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