Employee Central Training

Overview Employee Central

INTERNAL
The training facilitators:

In case of questions, please do not hesitate to contact the training

facilitators directly:

Kristine Kovala
[email protected]

Pia Rommel
[email protected]

Muhammet Yavuz
[email protected]

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Agenda

Introduction to SAP SuccessFactors 04

What is Employee Central? 07

People/Employee Profile and Position Org-Chart 10

Self-Services within EC 20

Event Reason Derivation and Workflow Approval 22

Wrap up and QA 29

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Introduction to SuccessFactors
The overall big picture

Get people working Find the right people Run the

on the right things and make them great business better

Store and maintain your employee data

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Introduction to SuccessFactors
Instance vs. Provisioning: What is the diff erence?

The end user will access the SuccessFactors application via an instance.
A company can purchase various instances eg. for testing purposes as well as
the actual production environment.
1 Every company receives a unique
company Id for every purchased
instance.

2 Every user receives a unique

username and password in
order to log in to the
instance.

Provisioning is the backend confi guration tool that SAP SuccessFactors uses to
control aspects of the customer instance (e.g. activation of
modules/functionalities).
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Introduction to SuccessFactors
Instance vs. Provisioning: What is the diff erence?

After having logged in to the instance, the user gets prompted to the Home Page.

The Home Page contains default tiles and

default content which can be configured
by the administrator.

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What is Employee Central?

2019 Deloitte
What is EC?
The Core of Employee Central

People Profile
Standalone Section Standalone Section
EC Section 1 EC Section n Custom Section
1 n

Workflow
Approver 1 Approver 2 Approver n CC Role Contributor Role

Employee Data
Events and Event Reasons

Personal Information Sections Job and Employment Information Sections

Non Effective Effective Dated Non Effective Dated Effective Dated

Dated

Biographical Info
Personal Information Standard and Non Recurring Pay Job Information
Compensation Infor
Address Information Components
Contact Information Dependents Custom Fields Termination Information Job Relationships
Social Accounts Payment Information Employment Details
Emergency Contact
National ID Info
Work Permit

Foundation Data
Org Structure Job Structure Pay Structure Custom Objects
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What is EC?
Employee Central in a Nutshell

1. Organization structure
Legal Entity
Business Unit
Division
Department
Employee Self-Service
Cost Center
Geozone
Location

HR Data
Location Group

2. Job structure
Role-based Job Classification (Job Code)
Permissions Job Function

Foundation Elements
1 3. Pay structure
Pay Component
Frequency
2 Pay Component Group
Manager Self- Pay Grade
Service Pay Group
3 Pay Range

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People Profile,
Employee Profile &
Position Org-Chart
2019 Deloitte
People Profi le
The place to fi nd information and take action

With the People Profile you can view and edit a person's entire profile on one simple,
consolidated page. The terms “Employee Profile” and “People Profile” are often used
interchangeably, although technically different!

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Employee Profi le
The limited variant of Employee Central

Regardless whether Employee Central is used or not, the Employee

Profi le acts as the connection point to all other modules and is needed
in every SuccessFactors implementation.

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Employee Profi le vs. People Profi le
Understanding the diff erence

Employee Profile (EP) People Profile (PP)

• Employee Profile is not effective dated. • People Profile offers employee management options.
• It contains many standard fields such as “First Name”, • If EC is used, self-service functions can be initiated out of
“Last Name”, “Department” and “Location”. the PP.
• Up to 15 suite-wide usable custom fields as well as • The information shown in the PP can be displayed and
Background Sections (e.g. “Language Skills”, “Leadership changed according to different authorization roles.
Experience” and “Formal Education”) can be • Configuration are done via “Configure People Profile”.
implemented. Profile Header

At the top of every People Profile, a configurable Header can

show the following basic user information:
• Photo, display name and username
• Location, time zone and local time
• Job title, department and division
• Phone number(s), e-mail address and social
accounts
• Up to 3 custom fields.
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People Profi le Dependents
Personal Information Sections
Allows the recording of
dependents of the employee
and associated contact details
Personal Information Addresses
Effective
Personal Information that can Dated Allows the recording of multiple
change over time like Marital Sections Address Type and details
Status, Gender, Name etc.

Payment Information

Allows recording of Bank

Account Information for the
employee

Phone Information
Biographical Information
Allows recording of multiple Email Information
Personal Information that does
Phone types and numbers
not change like Date of Birth &
Employee ID Allows recording of multiple
email types and addresses

National ID Information Non- Effective

Dated
Sections Work Permit Information
Allows recording of multiple
National ID types and numbers
Allows recording of multiple
Emergency Contact Information Social Account Information Permit types, numbers and
expiry dates
Allows recording of multiple Allows recording of multiple
emergency contact, relationship Social Accounts and associated
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and contact information details 14
People Profi le
Employment Information Sections
Compensation Information

Allows effective dated generic

Compensation related data.

Also contains the assignment of specific

Job Information Job Relationships
pay components that are either
recurring payments or targets and
Allows effective dated tracking of all Job Allows the recording of desired globally
associated amounts. This makes up a
changes of the employee defined relationships between the
view of the employee Pay
employee and another person in the
company. For example Matrix Manager,
Project Manager, Finance Contact etc.

Effective
Dated
Sections

One Time Payment Information

Employment Information
Allows the recording of one time
Records data specific to the employees Non- Effective payments such as one time Bonus or
employment with the company, typically Dated Recognition payments and associated
dates such as Hire Date, Original Start Sections amounts and date paid
Date, Professional Service Date etc.

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Position Org-Chart
In a Nutshell

We need to turn this… Into this….

Org Structure

l E ntity
Lega
Busin
ess U
nit

Division

a rt ment
Dep
Location
Loca G roup
tion

Cost Centre

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Position Org-Chart
Introduction to Setting up Position Management (1/2)

Position Management allows you to track headcount against specifi c “seats” (or
roles) within an Organization.
The position will determine a number of core attributes for the employee
record.

+ + =
Build a Position Find an Employee Hire an Employee Employee occupies a Position

• Why do we need a • What type of • When will the employee • What post-hire actions
chair? employee will occupy start? need to be completed?
• What type of chair do this chair? • How much will he/she
we need? • Where should we look be paid to be in the
• Where will we keep for the employee? chair?
this chair? • When do we need • What personal
• How much are we this employee in the information needs to be
willing to pay for the chair? entered for the
chair? Employee?

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Position Org-Chart
Introduction to Setting up Position Management (2/2)

Replacement New Position

When a new employee is hired as a replacement for When a new employee is being hired for a new
someone, then a new position does not need to be position, then the new position must be created first,
created; the new employee will be hired into the and then the new employee will be assigned to this
existing vacant position being recruited for. position.
Position Replacement: New Employee New Hire: new position, new Employee

Existing Position, new New Position New Position

employee

Creation of a new Position is not needed. We create a new Position first. Then we
We have the new employee take the add that person to the created Position.
Position of the person they are replacing.

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 System Demonstration

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Self-Services within EC

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Self-Services within EC
Manager and Employee Self Service Options

Typical Self Service functions are, and not restricted to the following:

Manager Employee

• Position Org Chart – create and update a position, • Update Personal information – for example marital
create a job requisition for that position after it has status, name change
been approved. • Update home address information
• Update employee job and compensation • Update personal email and phone information
information, for example, promotion, demotion, • Update emergency contact information
change in hours, location, spot bonus. • Update dependents information
• Enter leave requests on behalf of an employee in • Update payment information (bank details)
team, view leave requests, leave balances and team • Update work permit information, including
calendar uploading of related documents
• Enter and view leave requests, leave balances

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Event Reason Derivation &
Workflow Approval

2019 Deloitte
HR Transactions - An Introduction
Which
Reasons
and / or
other field
External Hire changes Which
Hire Internal Hire should roles
trigger should
Acquisition workflow? approve &
Data Fixed Term in what
Change
Int’l Transfer order?
Job
Change Annual Review

Pay Pay Change

Change Promotion
Exceptional
Leaving Performance

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HR Transactions - An Introduction

The following main components are used to execute HR Transactions and are managed within
Employee Central:
Event and Event Reason Workflow Alerts and Notifications
• Used to track what is actually • Facilitates approval on specific • Notify specific roles or users that
happening to an employee when data changed something has happened or is
someone changes their data on • The approval mechanism and happening soon to allow them
an effective date who can be involved in the to take action
approval chain is flexible • No approval included here

Event Reason Derivation

• Automatic determination of
Event and Event Reason based
on field level changes of the user
- this feature is optional

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Events & Event Reasons

SuccessFactors provides a number of standard events. These can be renamed, but must not be
repurposed. It is not necessary or required to use all events.
Event Reasons (Categorized)
Employee life cycle Employment Data
Personal Data Change – Job Employment Data
Hire/Rehire
Change Change / Data Change –Transfer
Hire / Rehire Change / Probation

 New Hire  Personal information  Contract Change  Lateral

Termination
 Rehire change  Cost Center Change  Legal Entity Transfer
Data change
 Additional Job  Line Manager Within Country
 Replacement Change  Legal Entity Transfer
 External to Regular  FTE Change Outside Country
 Etc.  Intern to Regular  Reorganization
Return to work Promotion /  Etc.  Etc.
Demotion Employment Data
Change – Pay Rate
Global Assignment Leave of Absence Separation
Change / Promotion /
Demotion
Leave of absence Compensation
change  Pay Change  Add Global  Unpaid Parental  Vol Termination –
 Promotion to Assignment Leave Personal
Management Grade  Away on Global  Unpaid Paternity  Inv Termination - End
Transfer
 Promotion - No Pay Assignment Leave of Contract
Change  Back from Global  Paid Maternity Leave  Retirement -
 Demotion - Pay Assignment  Paid Military Service Disability
Change  End Global
Event reasons define the reason why  Return from Leave  Death
an event has taken place more specific,
Events are mandatory occurrences that mark various stages of an
 Etc. Assignment  Etc.  Etc.
Employee’s lifecycle from hire to separation such as hire, rehire, e.g. a “Separation” can take place either because the Employee’s performance
leave of absence etc. was not sufficient, or because the Employee wanted to change the company.
An event means that a change is entered in the Employee record. In addition, event reasons can change the employee status (e.g. “active” or
“inactive”).

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Workfl ows

Example – Approval Workflow

Initiator
e.g. Manager Approver 1
e.g. Head BU/GF

Notification
Approver 2
e.g. HR Services

Approver 4
e.g. Works Council Approver 3
In EC, a workflow is a sequence of connected steps
e.g. Regional HR Partner that allows approval by or notification to individuals
defined for the particular approval workflow of
changes to data within EC

Workflows are typically used in transactions such

as employee transfers, data changes, separations

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Alerts & Notifi cations

Alerts and Notification can be configured in addition to Workflow. They produce messages that you
can define that go to specific people

Example
Alert Manager that one of their employee’s contract end date is 20
days away.
Alerts are produced once a day, rules are set up and those users
satisfying those rules for specific alert will get the alert.
Alert specific Workflow definitions are used to define who gets the
alert.

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 System Demonstration

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Wrap-up
SAP SuccessFactors Employee Central

Employee Central entails Foundation Data Employee Data

Employee Data Configurable Organization Standard ‘Sections’ provided
Administration through Structure, Job Structure and Pay Configurable ‘Section’ content
various devices, ESS/MSS Structure (fields, labels and picklists)
through optimal User
Interfaces and Real Time
Reporting for Employee
Data
Events and Event Reasons Workflow
Provides a record of what Completely configurable
SAP SuccessFactors Employee Central is a happens throughout the lifecycle through groups
cloud based HRIS system that will enable of the employee One to One Relationship to
Standard Events provided Event Reasons
the client to effectively:
Configurable event reasons
Improve HR productivity
provided
Create information visibility
Event Reason derivation
Have a centralized global view of employees &
possible based on data changes
labor costs
Better understand the talent

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Any questions?

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 Employee Central Training Series in Nov/Dec 2019
Nr Topic Content Facilitators Date Nr Topic Content Facilitators Date

Overview from end-user perspective Muhammed 8.11.2019 Overview different reporting tools in EC 29.11.2019
Overview Show sample report Muhammet Yavuz, 13:00 –
Show employee profile and position org chart Yavuz, Kristine 13:00 – 7 Reporting
1 Employee Self Services, Event Reason Derivation, Kovala, Pia 14:30h Report configuration Philip Jacobs 14:30h
Central workflow approval Rommel Best Practices

2.12.2019
People Profile and Employee Profile Payment Configuration Session 15:30 –
11.11.2019 8 Sandeep Kumar
People Profile How does the sync work / which information is Information Best Practice and Examples 17:00h
Sandeep 15:30 –
2 relevant for typically synced?
Kumar 17:00h
other modules Which information is typically relevant for
other modules such as PM/GM, COB, SUC
Functional permissions
6.12.2019
15.11.2019 Field visibility permissions
Which information is typically interfaced Hanna Kuznetsova, 13:00 –
EC-REC-ONB-EC Christoph 10:30 – 9 Permissions Typical Roles such as HR Services, HR
3 between those modules Philip Jacobs 14:30h
Integration Flow Difference between REC standalone and EC Pohl 12:00h Manager, Employee, Manager, Works
Council?, …
Basic Configuration Training covering data
model, business configuration, showcase how Michael 18.11.2019 Business Rules 9.12. 15:30 –
Configuration Session Caroline Bock,
4 Data Model
Staggenborg 10 and 17:00h
to add a new field with config options 15:30 – Best Practice and Examples Sandeep Kumar
Configuration Dependencies to other modules (data Mig., Rakesh 17:00h Workflows
Chilveri
Integration, Profile, other modules, …)
Mass changes 13.12.2019
Overview Position Org Chart Import Export Data Migration Best Practice Hanna Kuznetsova, 13:00 –
22.11.2019 11
Relevance for other modules (SUC, Data Import Order Philip Jacobs 14:30h
Position 13:00 – Best Practice and Lessons Learned
5 downstream systems, REC, …) Philip Jacobs
Management 14:30h
Different configuration options
Transition, FTE Integration Differences in data models 16.12. 15:30
Thomas Dorow,
12 SFEC vs. SAP Showcase Replication Monitor Philip Jacobs – 17:00h
Caroline Bock, HCM Best Practice and Lessons Learned
Sandeep 25.11.2019
6 Foundation
Overview of foundation objects and
Kumar, 15:30 – Functional Overview (Time Off, Time 20.12.2019
Objects configuration best practices
Michael 17:00h Time Sheet, …) 13:00 –
13 Bing Wang
Staggenborg Management Configuration options and limitations 14:30h
Typical client requirements

Link to Sharepoint here

Thank you for your attendance.

2019 Deloitte
APPENDIX

2019 Deloitte
Employee Central Terms and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition

Profile Header Displays basic employee information like profile photo, phone number, email ID etc.
Displays employee information like address, work authorization, dependents, national id, name,
Personal Information
marital status, citizenship, employee ID etc.
The primary objects and data that is used in employee records (e.g. Legal Entity, Job Code, Pay
Foundation Objects
Grade etc.)

Association Association/link between objects

Employment Displays employment information like job information, organizational information, compensation,
Information date of hire etc.
Acts as an internal online resume where employees can update their own information, assign
Talent Profile
searchable skills, and experience
Org Chart Displays the employee’s organization hierarchy. Shows Manager and Direct Reports (if applicable)

Home Page is the landing page when you enter the system; it provides access to all the activities
Home Page
and processes in the system and gives you an overview of the status of your performance activities

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Employee Central Terms and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition
A specific SuccessFactors solution that is focused on certain functions, such as Employee Central
Module for Core HR Data.
Sections group certain information and display it in individual ‘tiles’ on the screen, corresponding to
Section
data tables such as Job Information, Address, Education, Language Skills, etc.

Picklist Drop-down list of values that users can select for a field to increase data accuracy and consistency.

Process Flows Sequential steps and roles involved in performing a certain HR transaction.
An event reason indicates more details behind a data change, such as Transfer with Pay Change or
Event Reason Transfer without Pay Change.
Workflows enables approval processes for changes to an employee's data, including notifications to
Workflow relevant parties when a change has been approved.

Security/RBP Management of access and permissions given to the user to functionalities and data in the system.
An instance is the customer’s space or environment on the SuccessFactors server – for example,
Instance Dover has a development instance, testing instance, production instance, etc.

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Employee Central Terms and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition

SF Label / Field
This specifies the field name in the system.
Name

This specifies what type of data can go into this field, such as
String - You can enter a string of characters in fields with this data type. It can be a free text field
Numbers – You can enter number in this field
Date – You can enter date in this field
Decimal - Fields with these data types can handle mathematical operations.
Data Type / Type
Boolean - Fields like this can handle two options “Yes” or “No”
Long - Fields with this data type can only contain integers.
Double - Fields with this data type can handle decimal numbers.
Mandatory - This specifies if the field is a mandatory / required field, meaning that every record
MUST have this field filled out, otherwise the system will not load this record.

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Employee Central Terms and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition

Foundation Objects The primary objects and data that is used in employee records.

Association Association/link between objects.

Generic Objects Custom objects crated with the Metadata Framework.

Organization
The organization structure used to manage the enterprise.
Structure

Propagation Auto-population of field values on an employee’s Employment Information from Foundation Objects.

Legal Entity This is the company or legal entity where the employee is hired.

Business Unit Level of organization hierarchy lower than Legal Entity – renamed to Business Unit/GF.

Department Department where the employee works.

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Employee Central Terms and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition

Cost Center Where the employee’s costs get assigned.

Location Physical Location where the employee work. Has a business address.

Describes all the Jobs to which an employee can be assigned. This is the data standard for all jobs
Job Code with the organisation.
Higher level groupings of Job Code into appropriate functions (e.g. HR, Finance). Used for reporting
Job Function purposes primarily.

Position Position

These are used to track what is actually happening to employee when someone changes there data
Event on an effective date.
A data element that denotes relevant components of employees pay (e.g. Base Salary, Car
Pay Component Allowance). Can be recurring or one off.
Pay Component Allows grouping of Pay Components into a higher level category allowing the summing of all
Group amounts assigned to the employee in that category
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Employee Central Terms and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition

Pay Group A data element that groups employees that are paid in a similar manner.

Denotes the Pay Grade of the employee from a pay perspective. Used for determining the Pay
Pay Grade Ranges for salaried employees.

Pay Range Allows the recording on Min, Mid and Max salary amounts.

Pay Frequency Denote the frequencies which the employee can be paid.

Pay Scale Area

Pay Scale Type

Used to setup the Collective Agreement Levels for Non Managerial Employees.
Pay Scale Group

Pay Scale Level

39
This training deck has been solely prepared for the internal use. Any disclosure to third parties - in whole or in part – is subject to our prior
written consent.

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