Summarizing the functionality of Employee Central

SAP SuccessFactors Employee Central

Enhanced Employee Experience:

 Delivers an experience employees expect.

 Provides easy navigation of the organization’s reporting structure.
 Offers a comprehensive company organization chart on mobile and desktop.
 Allows employees to visualize and explore reporting relationships.

Workforce Overview:

 Includes total workforce visualization, contingent workers, and employee status.

 Enables drill-down views for additional employee details and communication
initiation.

Self-Service Tools:

 Empowers employees to manage their HR data.

 Provides convenient access to essential tasks across all devices.
 Allows employees to view and update vital geographic-specific information.

HR Activities:

 Enables self-service tools for benefits reimbursement and time-off requests.

 Improves global time management through self-service time management
capabilities.

Manager Approvals:

 Allows managers to approve time-off requests via mobile devices.

 Enhances task efficiency and productivity.

Reinventing Employee Experience:

 Improves workforce productivity.

 Provides seamless access to HR functionalities.
 Re-invents the employee experience with SAP SuccessFactors Employee Central

Comparison between Employee Central and Employee Profile

 Purpose:
o Employee Central: Manages core HR administration, transactions, and
processes.
o Employee Profile: Focuses on Talent and Learning processes.
  Effective-Dated Data:
o Employee Central: Yes, supports historical and future records.
o Employee Profile: No, provides snapshot data only. => données à l’instant T
 Data Basis:
o Employee Central: Based on person and employment records.
o Employee Profile: Based on employment records tied to User IDs.
 Data Sources:
o Employee Central: Data from imports, manual entry, and self-service
transactions.
o Employee Profile:
 With EC enabled: Data synchronized from EC plus talent process data.
 Without EC: Subset of employee data imported from external HRIS
plus talent process data.
 Multiple Employment Support:
o Both Employee Central and Employee Profile: Yes.

Key Features of EC Core

Features Descriptions
Effective-dated Process future-dated and /or retroactive HR transactions, report using
transactions effective dates.
Users can access and update information for which they have
Self-Service
permissions.
Track employee status,
Track and maintain data pertaining to employee status and reasons for
transfers, or any specific
employment changes from hiring to terminations using event reasons.
changes
Automate workflows and track transactions through the lifecycle from
Workflow automation
initiation to execution, including triggering, routing, and historical tracking.
Change job information and/or job relationships for any user-defined
Mass Changes selection of employees to efficiently execute organizational changes or
manager reassignments affecting large numbers of employees.
Set up To-Do alerts and email notifications to be sent when a certain
Alerts and Notifications
period approaches its end to remind the user to take action.
Country-specific
Allows for country-specific data structure.
Information

Using XML during data model configuration

Foundation Objects allow the company to define and store its organization, pay, and job structures,
which helps organize employee information. Some of these objects are managed through :

- The Metadata Framework as MetaData Framework (MDF) Objects,

- XML-based objects are managed through Corporate Data Model.

One of the key features of SAP SuccessFactors is the ease with which you can maintain data. The
solution offers both employee and manager self-service (les employés peuvent changer leurs
données comme leur adresse, etc). This feature is controlled through role-based permissions (RBP)
that allow you to decide who can view and edit data in the system. Managers and employees can
initiate changes to their data or their subordinate’s data.

Data Model Configuration

When configuring the data models, you can:

- Set the visibility of a field in the instance.

- Define custom labels and fields.
- Define the relationship among Foundation Objects.
- Set the order of fields that appear in the instance.
- Set a picklist for a field.

Any changes made in the data model must comply with the Data Type Definition (DTD)

Succession Data Model

An employee record is divided into two main areas:

- Employment Information : a record of the employee at work, including job information,

compensation information, etc.
- Personal Information : a record of the employee outside of work, including the home
address, national ID, and contact information.

The Corporate Data Model

Controls the underlying information structure for some corporate data, such as Location and
Location Group.

Corporate data is categorized into four main areas:

- Organization-Related Structures
- Pay-Related
- Job-Related
- Others

Importing a picklist at the beginning of an implementation

Picklist
Picklist : Une liste déroulante dans le système.
Picklist Values : Les choix disponibles dans cette liste.
Utilisation : Faciliter la saisie de données, garantir leur cohérence et limiter les erreurs.

Configuring the People Profile after initial setup

The Configure People Profile tool is an easy, drag-and-drop interface to add sections, subsections,
and information blocks to the profile.

Assigning Employee Central Role-Based Permissions (RBP)

Managers and employees in EC use the following permission categories: Employee Data, Employee
Central Effective Dated Entities, and Employee Views. Customers who use custom fields in these
categories must also receive permissions for the relevant roles.

Employee Views

The Employee Views permission defines whether you can see the sections configured in People
Profile. This permission is only visible once People Profile has been initially configured during the
implementation. Relevant Employee Central sections include:

- Personal Information
- Employment Information
- Total Rewards

Employee Central Effective-Dated Entities

The Employee Central Effective-Dated Entities permission grants field-level access for effective-dated
elements and fields. These objects can keep track of historical and future changes. This permission is
only available when the succession data models have been initially uploaded during implementation.
Employee Central comes with standard effective dated elements, such as the following:

- Personal Information (personalInfo)

- Addresses (homeAddress)
- Dependents (personRelationshipInfo)
- Job Information (jobInfo)
- Compensation Information (compInfo)
- Job Relationships (jobRelationsInfo)

Block Actions Permissions

- View Current: Makes the block visible in the profile.

- View History: Displays the clock icon and allows access to the history window.
- Edit/Insert: Enables the "Insert New Record" button in the history window.
- Correct: Allows the "Edit" button in the history window.
- Delete: Enables the "Delete" button in the history window.
- Important: Edit/Insert lets users bypass event reason derivation and workflows.

Edit (Pencil) Link Permission

- Edit/Insert: Only permission that works for the Edit (pencil) button.
 - Function: Controls whether users can initiate transactions to edit the block in People Profile.

Field-Level Permissions

- View Current: View the current value of the field.

- View History: View historical values in the History view.
- Edit/Insert: Update the field when creating a new record.
- Correct: Update the field using the Correct button in History view.
- Delete: Entire records are deleted, not individual fields.

Employee Data Permissions

- Employee Central Import Entities: Allows or restricts imports to Person and Employment
objects.
- Manage Foundation Object Types: Admin permissions for XML-based corporate data in
Manage Organization, Pay, and Job Structures.
- Manage Foundation Objects: Admin permissions for importing foundation data, translations,
and corporate data models.
- MDF Foundation Objects: Admin permissions for MDF-based corporate data.

Differentiating between proxy rights and delegate permission

Proxy : utilisateur qui agit au nom d’un autre utilisateur.

- The account holder owns the account and has the right to view and edit information.
- The Proxy can act on behalf of the account holder. With proxy rights you can use Proxy Now
to open, view, edit, or send any item in the solutions for which the user has permission.

When Private Data For Proxy Account Holder is deselected, the proxy doesn't have access to
potentially sensitive information, such as home address or compensation. Proxy assignments can be
restricted to a specified period.

Delegates require the employee-delegate relationship to be established first and permission roles to
be defined before delegates can perform any actions on behalf of the account holder.

You can assign up to two delegates for each employee. Assign the two delegates separate tasks or
permissions to cover different functional or regional areas.

Modifying an effective-dated record when changes are needed

A transaction occurs when you change an employee record (for example, to promote or hire an
employee).

Effective dating : For example, if Marcus is moving in January, you can add his new address with an
effective date in the future. However, Marcus will not see that change in effect until January.

Key Points:

1. Identifying Effectively-Dated Records:

o Effectively-dated records store both historical and current information.

o Changes are made with specific dates to track the evolution of employee data over
time.
 2. Inserting a New Record:

o Navigate to Job Information history and use the Insert New Record feature.

o You must specify the date when the change takes effect (e.g., June 1st for a change
from contractor to employee).

o Fill in event and event reason (e.g., "job change" and "change of employee class").

o Effectively-dated means the system keeps track of all records, but shows changes
between records, not the unchanged fields.

3. Deleting a Record:

o If a mistake is made (e.g., unnecessary promotion), you can delete a record.

o The system will remove the deleted record from the employee's history, but it will
remain in the audit trail (detailed record).

o The system will only show the changes between the current and previous records.

4. Supporting Multiple Changes Per Day:

o You can make multiple updates on the same day, but each change must be inserted
as a separate record.

o If a change is inherited (e.g., employee class set to "employee" in a new record), it

carries over unless you explicitly change it.

o To have two records on the same day (e.g., employee class change and promotion),
insert two new records for that day, one after the other.

5. Final Adjustment:

o To correct any errors, delete the unwanted record and reinsert the correct record
with the desired changes on the same day.

o The changes are then saved, and you will have two records for the same day (e.g.,
employee class change and promotion).

Summary:

 Effectively-dated records allow tracking of both current and historical data.

 When inserting new records, specify the date and event for accurate tracking.

 Deleting records removes them from history, but the audit trail remains.

 Multiple changes per day are supported, but they must be entered as separate records for
clarity.

Creating foundation object records during implementation

Foundation objects are objects that hold company-specific data. They are managed either in XML or
MDF ( voir en dessous).

Il y a une migration qui est en train d’être faite pour passer de fichiers XML ou des Data Models vers
des Meta Data Framework (MDF). On parle ici de données tells que les foundation objects. Pour
XML ou MDF, on utilise des tools différents.

Aspect Legacy Foundation Objects (XML-Based FO) MDF-Based Foundation Objects (Generic
Objects)
Configuration = Réalisée dans le Corporate Data Model via Réalisée dans Configure Object Definitions
changement que
des fichiers XML. via une interface utilisateur.
l’on fait
Record Effectuée dans Manage Organization, Pay, Effectuée dans Manage Data.
Management
and Job Structures.
Data Import Utilise l’outil Import Foundation Data. Utilise l’outil Import and Export Data.

Foundation Object Permissions

You can control access to the Foundation Objects and Foundation Object records with these role-
based permissions:

 Manage Foundation Objects

 Manage Foundation Object Types
 MDF Foundation Objects

Foundation Object Record :

 C'est une donnée spécifique crée à partir de ce modèle.

Par exemple :

 Foundation Object : Département.

 Foundation Object Record : "Service Informatique", "Ressources Humaines
Like Employee Records, Foundation Objects are effectively dated. The start date for any record is the
first date entered. For previous records, the end date is one day before the new record begins.

Propagation : Foundation Objects and Employee Files

Corporate data MUST be created first before any employee data is added to the system, as it
provides the underlying information for employee files. Pourquoi ? imaginons l’entreprise engage des
ingénieurs. Le fait de déjà paramétrer cette donnée va permettre que lorsque l’on engage un
ingénieur, les données tels que le job title, pay grade,.. vont se mettre automatiquement dès que l’on
selectionne “ingénieur”.

Standard, Custom, and Country-Specific Fields (CSF)

Dans SAP SuccessFactors Employee Central, les champs associés aux Foundation Objects sont classés
en trois catégories : Standard Fields, Custom Fields, et Country-Specific Fields (CSF). Voici une
explication de chaque type :

Type de champ Portée Exemple

Standard Fields Données universellement pertinentes pour Nom, Code
tous les clients
Custom Fields Personnalisée : informations uniques à Le métier de : Responsable
l’organisation principal
Country-Specific Fields Spécifique à un pays Numéro fiscal, SSN

Associations :

Utilisées pour définir les relations hiérarchiques ou fonctionnelles entre les unités.

Exemple : Un Département appartient à une Division, qui elle-même fait partie d’une Business Unit.

L’Organizational Structure
C’est un cadre flexible et centralisé qui reflète la structure hiérarchique d'une entreprise, facilitant la
planification, les prévisions et les rapports dans SAP SuccessFactors Employee Central.

Legal Entity

This is the company or legal entity where the employee is hired and has their contract of
employment. A Legal Entity represents a co<<< <<mpany as registered against country laws. It cannot
span across more than one country. The country assigned to the legal entity controls the country
specific data which is available on the employee's Job Information, Employment Details and
Compensation Information.

Business Unit

Business Unit is the Business area of the company, representing one operating unit or the business
function or line of business within the Company (not geographical).

Division

 Définition :
Une Division représente un niveau hiérarchique inférieur à la Business Unit, agissant comme
une subdivision d'une fonction métier spécifique.

 Caractéristiques :

o Hiérarchique :

 Chaque Division peut être reliée à une Division parent grâce au champ
standard Parent Division, permettant de créer des niveaux hiérarchiques
entre les divisions.

o Associations :

 Une Division peut être associée à une ou plusieurs Business Units, créant
une structure flexible.

Department

 Définition :
Un Department (département) est une unité organisationnelle similaire à une Division, mais
généralement plus spécifique au niveau des fonctions ou des équipes au sein de l'entreprise.
Un département regroupe les informations relatives aux différents départements dans une
organisation.
 Caractéristiques :
o Hiérarchique :
  Un département peut avoir une Parent Department (champ standard) pour
établir une relation hiérarchique avec d'autres départements.
o Association avec plusieurs Divisions :
 Contrairement aux Divisions qui sont généralement liées à une Business
Unit, un département peut être associé à plusieurs Divisions.

The Cost Center is where the employee's costs get assigned in payroll and finance. Cost centers are
budget units in the ERP financial systems. Cost centers do not form part of the organizational
hierarchy. The Cost Center object comes with a standard "Parent Cost Center" field, which allows for
hierarchical levels among the cost center records.

The Location object stores the address information of all physical offices for a company where the
employee works. Using associations, a location can be linked to a Geo Zone and Legal Entities.
International address formats are supported and defined in the Business Address (Corporate
Address) in the Country-Specific Corporate Data Model.

Location Group : Geographical grouping of multiple locations. This is optional.

Geo Zone : You can group multiple locations into one Geo Zone.

Payment-Related Data :

- You can group employees who share the same payroll into one Pay Group
- Pay range : min et max salary
- Pay grade : Classement des postes ou des employés en fonction des niveaux de
responsabilité et de fonction. Ex : pay grade : gestionnaire et pay range : 50k à 70k euros
- Pay components : ce qui compose le salaire. Ex : voiture, bonus,...
- Tu peux regrouper des components dans un Pay components Group
- Pay calendar
- Pay frequency

1. Dans un exercice pour créer les foundation objects suivants :

- Business unit
- Division
- Departement
- Job classification
Manage Data → Create New → Department ou Division ou Business unit,...
- Location
- Pay range

Go to Manage Organization, Pay and Job Structures → Create New → Location ou pay range

Revoir le tableau pour voir quels données sont en XML ou en MDF

2. Dans un exercice pour importer des foundation objects records pour les suivants
- Cost centers : Navigate to Import and Export Data.
-

Explaining customer-specific generic objects

Custom objects are configured with these common characteristics:

- It may or may not be effectively dated.

- It may or may not be secured.
- It may or may not be associated with another object.
- It may or may not be available for self-service.

Configuring Foundation Object association during implementation

Associations :

- Permettent de définir des relations entre les Foundation Objects (objets fondamentaux) et
leurs enregistrements.
- Configurées via les paramètres des objets fondamentaux, soit dans MDF, soit dans XML.
- Une fois l’association créée, les enregistrements correspondants sont liés, permettant de
naviguer et de filtrer les données de manière logique.

Type Description Exemple

d'Association
Composite - Crée une relation parent-enfant, où l'objet enfant - Exemple ACE Corp :
ne peut exister indépendamment de l'objet parent. L'entité juridique ("Legal
- La datation effective de l'objet enfant doit toujours Entity USA") est l'objet
être alignée sur celle de l'objet parent ("From enfant de l'entité juridique
Parent"). parent ("Legal Entity").
- La configuration de la relation se fait dans l’objet
parent.
Valid-When - Utilisée pour créer des capacités de filtrage entre - Exemple ACE Corp :
des objets, en structurant une hiérarchie. L'objet "Department"
- Les objets dans cette relation existent (département) est associé à
indépendamment et ont leurs propres cycles de vie. l'objet "Division".
- La configuration de la relation se fait dans l’objet
de niveau inférieur (enfant/filtré).

Multiplicity determines how many records you can associate together. Whether you're creating
Composite or Valid When associations, there are two types of Multiplicities: one to one and one to
many.
These are the fields required to be filled in when configuring relationships between objects:

- Name: a unique name for the association. All customer defined association is automatically
prefixed with "cust_"
- Multiplicity: One to One or One to Many
- Destination Object: Depends on whether the association is composite or valid-when
- For composite, the destination object refers to the child object being associated with the
parent
- For valid-when, the destination object refers to the high-level object in the hierarchical
structure
- Type: Composite or valid-when (the other type, Join By column, is not used in this training).
- Label: Display label identifying one or more related records.

Exercice :

- Create the Relationship :

o Create the Relationship
o Take Action → Make Correction.
- Align the Relationship in the Employee File :
o Type Manage Business Configuration in Action Search
o Go to HRIS Elements → jobInfo.

Configuring new Country/Region fields for MDF Foundation Objects

The CSF Corporate Data Model is used to configure country-specific fields for Legacy Foundation
Objects.

There are country-specific Legal Entity fields that are already preconfigured and are standard for
some countries.

Translation

- Méthode UI : Pour des ajustements ponctuels.

- Méthode d’importation : Pour des mises à jour en masse.
- Les fichiers importés doivent inclure toutes les traductions nécessaires, car une nouvelle
importation écrase les précédentes.
- La validation garantit que les caractères spéciaux s’affichent correctement.
 - Tester les traductions en simulant une connexion dans la langue cible.

When translating legacy Foundation Object data using the UI, the first step is to go to Manage
Organization, Pay, and Job Structures, select the type of Foundation Object, and choose the specific
object you want to translate. From there, you can modify the translations directly in the UI.

After importing translations, the system first checks if the Foundation Object data is available in the
user’s logon language. If not, it defaults to the language set in Provisioning under Company Settings
→ Default Language. If there's no translation in the default language, it will show the term in US
English.

Building a Company Structure Overview