Employee Central drives a lot of the information you see in Employee Profile and talent information. Information is natively stored in our product so other modules can access the information. It captures information about a company’s organization, pay, job structure and employees. Employee Central data is smart because it allows you to capture history, create associations, use effective-dated objects, define automated workflows and automatically configure options for on-screen selections.
1.2
What do you need to know before starting an implementation?
Now that you’ve completed your training and are familiar with how to set up Employee Central, you can use this handbook as a reference to reinforce your learning. This handbook further explains key EC concepts and provides a sequence to help you organize your implementation. Tips and recommendations based on seasoned PS experiences have been included through this handbook. Use this handbook in tandem with the Configuration Workbook that you will be giving your customers. The Configuration Workbook is a working document that you will use to capture your customer’s requirements and is typically provided by your Team Leader. While your customer will be completing the Configuration Workbook, you’ll be guiding them to get the right answers. Use the handbook to determine the type of questions you want to ask them so you’re able to implement successfully.
1.3
Recommended 14-step implementation sequence
To help you with your implementation, we recommend following this proven 14-step formula. This formula is based on PS expertise.
Note We strongly recommend you follow this sequence for the first few implementations and discuss any variations with your Team Lead.
Employee Central Master Overview: Implementation Sequence
Table 1: For information on this step…
See…
Step 1: Setting up a new account in Provisioning
Initial Configuration Tasks [page 11] This section describes the steps to get started with your im plementation, including the different options you need to se lect in Provisioning to enable Employee Central.
Step 2: Creating the Super Admin
Initial Configuration Tasks [page 11] The section How do you create the Super Admin describes the different steps required to create the Super Admin.
Step 3: Defining the Corporate Data Model
Setting Up the Corporate Data Model [page 77] This section describes how to set up the Corporate Data Model for your customer.
Step 4: Configuring the Succession Data Model
Setting Up the Succession Data Model [page 84] This section describes how to set up the Succession Data Model for your customer.
Step 5: Configuring the Country-Specific Corporate and Suc cession Data Models
Setting up country-specific data models [page 113] This section describes how to set up Country-Specific Corpo rate and Succession Data Models for your customer.
Step 6: Importing the Picklist
Working with ECV2 (Legacy) Picklists [page 345] This section describes how to import the different values that a customer sees when they click on a dropdown menu.
Step 7: Creating Foundation Objects
Introduction to Foundation Objects [page 128] This chapter describes what foundation objects are including how you can define them.
Step 8: Configuring Propagation Rules
Setting Up Propagation Rules [page 193] This chapter describes how to set up the different rules that determine what options display on screen, depending on user selections.
Step 9: Creating Event-Reason Derivation Rules
Setting up event-reason derivation rules [page 196] This section describes how to set up the different rules. De pending on the attributes that change, the system automati cally determines the rule to apply.
Step 10: Creating Workflow Derivation Rules
What are approval workflows? [page 250] This chapter describes what workflows are, when to use them and how to set them up.
Employee Central Master Overview: Implementation Sequence
Managing permission roles for Employee Central [page 28] This section describes which permission roles are specific to Employee Central and how you manage them. Please refer to the Role-Based Permissions Handbook for details on how to set up role-based permissions, permission groups and permission roles.
Step 12: Importing Employee Data
Introduction to Data Imports [page 317] This section describes everything you need to know about im porting employee data.
Step 13: HRIS Sync
Human Resource Information System (HRIS) Synchronization [page 362] This chapter describes how you can integrate other Success Factors modules with Employee Central.
Step 14: Setting up Leave of Absence
You need to set up Time Off to use leave of absence. Note that you need to decide first whether you want to use leave of ab sence as standalone or together with other Time Off features. Depending on this decision, the setup varies. You can find more information about how to set up leave of absence in the Time Off Handbook, under Leave of Absence.
Employee Central Master Overview: Implementation Sequence
2
Establishing a New Customer Account
2.1
Provisioning
Provisioning is an internal tool that Professional Services consultants and partners use to set up SuccessFactors modules for a customer. You can access each customer instance from within Provisioning. Customers do not have access to Provisioning.
2.2
Initial Configuration Tasks
To get started with the customer implementation, you need to do a number of initial configuration tasks. The tasks listed below are the minimum required provisioning settings. You will make further Provisioning settings based on the customer's requirements as you progress through the implementation.
Prerequisite An instance has already been created for the customer.
Tasks Do the initial configuration tasks in the following sequence. Table 2: 1. What Basic Options Do You Need to Set? [page 12] 2. What Reporting Options Do You Need to Set? [page 14] 3. What Attachment Options Do You Need to Set? [page 16] 4. How Do You Create the Super Admin? [page 16] 5. How Do You Keep the User Directory and Org Chart Up to Date? [page 17] 6. Activating Employee Central SOAP APIs [page 18] 7. Activating the New Home Page [page 19] 8. Activating the Admin Alert [page 19]
Employee Central Master Establishing a New Customer Account
Procedure 1. Log on to Provisioning with your user name and password, and select the company from the list shown or through the initial letter of the company ID. 2. Select
Edit Company Settings
Company Settings .
3. Enable the company languages by selecting the checkboxes of the relevant language packs. Make sure you select a minimum of one language pack. 4. Select the following Employee Central checkboxes:
5. Optional: If you want to use event-reason derivation rules, select the following checkbox:
For more information, see Setting up event-reason derivation rules [page 196]. 6. To manage leave of absence (LOA), select the Time Off checkboxes:
If you also want to use other features of Time Off, leave the Enable Time Off for Leave of Absence Only checkbox unselected. For more information on how to set up Time Off, see the Time Off handbook. 7. Select the Role-based Permission checkbox:
Employee Central Master Establishing a New Customer Account
8. Select the data retention management checkbox:
This allows the Admin to purge inactive users. For more information, see Purging inactive users [page 341]. 9. Select the following checkboxes for Compensation and Generic Objects:
10. Select the following profile checkboxes:
11. Select the following user interface checkboxes:
12. Optional: For a new customer, if you want to use the new Payment Information portlet (MDF-based, effectivedated, and employment-specific), select the following checkbox. And you don't have to set up the HRIS elements directDeposit and paymentInfo in Succession Data Model. For more information, see Setting up new Payment Information (for New Customers) [page 289]
Note For an existing customer that is using the old Payment Information or Direct Deposit portlet, if you want to enable the new Payment Information portlet, please use the Upgrade Center instead. For more information, see Setting up New Payment Information (for Existing Customers) [page 305]. 13. Scroll back up to the top and select Save Feature on the right of the screen. Employee Central Master Establishing a New Customer Account
Procedure 1. On the Company Settings page of Provisioning, scroll down to the section Analytics and Dashboard Tabs & Misc Reporting. 2. Select the following Ad Hoc Report Builder checkboxes:
3. Scroll to the top of this section and, on the right of the page, select Save.
2.2.3
What Attachment Options Do You Need to Set?
Context
Procedure 1. On the Company Settings page of Provisioning, scroll to the section Document Attachment. 2. Specify the Attachment settings as required by the customer. If the customer requirements are not known at this time, make the following settings:
3. On the right of the page, select Save.
2.2.4
How Do You Create the Super Admin?
Context The Super Admin is the person who can give an employee the authorizations to work as a Security Admin or System Admin. The Super Admin is sometimes referred to as the “Super User.” For more information about Super Admins, refer to the Role-Based Permissions Handbook.
Employee Central Master Establishing a New Customer Account
Procedure 1. On the Company Settings page of Provisioning, scroll down until you are nearly at the bottom of the page. 2. Specify entries in the following fields:
The Super Admin will be asked to change the password on first logon. 3. On the right of the page, select Create Admin.
2.2.5
How Do You Keep the User Directory and Org Chart Up to Date?
Context The User Directory and Org Chart use data that is maintained and stored in Employee Central. You need to make sure that the data in the different systems is kept up to date. Use a Quartz job to sync the data automatically, based on the dates on which changes become effective.
Procedure 1. Navigate away from the Company Settings page of Provisioning by clicking the company name on the top left. 2. Scroll down and select
Manage Job Scheduler
Manage Scheduled Jobs .
3. Select Create New Job (above the Job Type) field. 4. Enter a suitable job name (such as EC Effective Dates Sync). 5. As the job owner, specify the Super Admin you created in the previous task. You can use the Find User function to do this. 6. From the dropdown list, select the job type HRIS Sync. 7. Based on the customer requirements, specify the time and frequency of the job. 8. Specify additional email recipients and job start notifications as required. 9. On the bottom right, select Create Job. Employee Central Master Establishing a New Customer Account
To manage multiple employments in Employee Central, enable the Enable Concurrent Employment Management option in Provisioning and then add the company to the employmentInfo element in the Succession Data Model, as shown below.
After modifying the Succession Data Model, configure field level permission for company field in employmentInfo.
2.2.7
Activating Employee Central SOAP APIs
Context
Procedure 1. Go to
Edit Company Settings
Company Settings .
2. Under Web Services flag the Employee Central SOAP API setting and save your changes. With this option turned on, you can use Employee Central SOAP APIs.
Employee Central Master Establishing a New Customer Account
2.2.8
Activating the New Home Page
Context
Procedure 1. Go to
Edit Company Settings
Company Settings .
2. Flag the Wow Home Page setting and save your changes.
2.2.9
Activating the Admin Alert
Procedure ● To make the Admin Alert available for a user in your company flag the Manage Workflow Requests permission under Administrator Permissions Manage User.
2.2.10 Activating Embedded Analytics for Employee Central
Context
Procedure 1. Log on to Provisioning. 2. From the Companies page, select Company Settings. Employee Central Master Establishing a New Customer Account
Employee Central Master Establishing a New Customer Account
5. Assign admin privileges to manage YouCalc Dashboards. 1. Navigate to the Admin Tools. 2. From the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles .
3. Select the System Administrator role. 4. Click Permission. 5. Navigate to the Administrator Permissions section. 6. Select Manage Dashboards/Reports. 7. Select the YouCalc Tiles and Dashboards check box.
8. Click Done. 9. Click Save Changes. 6. Add the Employee Central Embedded Tile dashboard to your instance. 1. In the Admin Tools, navigate to the Company Processes and Cycles portlet. 2. Select
Reporting
Manage Dashboards .
3. Click Manage Standard Dashboards and YouCalc Files.
Employee Central Master Establishing a New Customer Account
Employee Central Master Establishing a New Customer Account
2.2.10.1
Enabling Dashboard Permissions for the System Administrator
Context You are now ready to configure the Embedded Tile Dashboard for your instance. Let's start by enabling pemissions for the System Administrator.
Procedure 1. From the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles .
2. Select the System Administrator role. 3. Click Permission. 4. Navigate to the Administrator Permissions section. 5. Select Manage Users. 6. Select the Configure Charts for Key Figures in Compensation Portlet check box.
Employee Central Master Establishing a New Customer Account
Employee Central Master Establishing a New Customer Account
Your instance is now configured to display the Embedded Tile Dashboard.
2.3
Configuration Setup for To-Dos
Overview As the name suggests, to-dos are tasks you are expected or required to carry out. For example, as a manager, you might be expected to approve an employee's rating or assessment.
Features To-dos appear in your profile, but you must enable the feature before they appear there. You do this on Provisioning by choosing Company Settings, then checking the Show ToDo Portlet option under Home Page Settings. Once you have done this, the portlet appears in your profile.
Employee Central Master Establishing a New Customer Account
You can manage how your To-Dos look using the To-Do List Manager. For example, you can: ● Choose how long completed tasks continue to be displayed. ● Choose how long before they're due pending tasks are displayed. ● Generate lists of to-dos covering a given period, such as a month or a year. ● Opt to drop “supplemental tasks” — that is, tasks you actually create from the list.
Context Role-based permissions allow you to grant different levels of read or write access depending on the role of the employee. For example, an employee is only allowed to read their own compensation information, but an HR Admin is allowed to edit it. You define these kind of permissions by managing permission roles. As role-based permissions are used by all modules within SuccessFactors, we provide you an overview of the rolebased permissions relevant for a basic implementation of Employee Central and what to consider when setting these up. Note: The Add New Employee screen does not respect the role-based permissions you set up here. Instead it respects the settings from the data models with regards to whether a field or portlet is visible or editable. What you need to do first: You need to have set up role-based permissions before you can manage permission roles. You find more information about this in the Role-Based Permissions Handbook. How do you manage permission roles?
Procedure 1. Go to Administration Tools. 2. In the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles
.
3. On the Permission Role List page, under Permission Role, click the permission role for which you want to manage the permissions. The Permission Role Detail page opens. 4. In the Permission settings section, click the Permission... button to specify the permission you want to assign to the role. The Permission Settings window opens:
Employee Central Master Managing Role-Based Permissions
5. On the left side of the window, you see the different permission categories. Click a permission category to reveal the different permissions, for example, Employee Data which is listed under User Permissions. The list of permissions associated with this category are displayed on the right side. In our example, you can see the HR Information section that contains several permissions, for example, for Biographical Information. For more information about the different permissions, refer to User permissions relevant for Employee Central [page 30] and Administrator permissions relevant for Employee Central [page 45]. 6. Select the checkboxes against the permissions you'd like to grant to the role. 7. Click the Done button when you finish marking your selection. 8. Back on the Permission Role Detail page, scroll down to the Grant this role to... section. Click the Add button to select the employees to be granted this permission. The Grant this role to... page opens.
Employee Central Master Managing Role-Based Permissions
9. Define whom you want to grant this role permission to in step 1. 10. Specify the target population accordingly in step 2. 11. Click the Done button to assign this role to the corresponding users in the system. You are taken back to the Permission Role Detail page. 12. Click the Save Changes button to complete creating the role. If you click Cancel at this stage, the role will not be created.
Next Steps For more information and examples on how to grant permission roles to employees, refer to the Role-Based Permissions Handbook.
3.2
User permissions relevant for Employee Central
Under User Permissions, the following permission categories are relevant for Employee Central: ● Employee Data
Employee Central Master Managing Role-Based Permissions
● Employee Central Effective Dated Entities ● Employee Views In the following, you can find more information about each of these categories.
Employee Data Under Employee Data, the following sections are relevant for Employee Central: ● HR Information ● Employment Details ● Global Assignment Details Only available if you have activated Global Assignment Management in Provisioning. ● Pension Payout Details Only available if you have activated pension payouts in Provisioning. ● HR Actions ● Future Dated Transaction Alert ● Transactions Pending Approval ● View Workflow Approval History ● Pay Component Groups ● Pay Components Permissions relevant for these sections are: ● View ● Edit Here you can find more information to each of these sections:
HR Information Here you assign permissions for portlets that refer to non-effective dated entities for Employee Central. Noneffective dated means that the history for the changes will not be maintained (for example, for Phone Information). The entries listed here refer to the different portlets that have been defined as HRIS elements in the Succession Data Model. You can choose these permissions: ● View: The user can see the portlet. ● Edit: The user can edit the portlet on the Personal Information or Employment Information page by clicking the Edit link in the portlet:
Employee Central Master Managing Role-Based Permissions
Note that the labels depend on the labels defined in the Succession Data Model. If you have taken over the standard Succession Data Model, the following entries are displayed under HR Information: Table 3: This HR Information entry...
...refers to this HRIS element:
Biographical Information
personInfo
National ID Information
nationalIdCard
Phone Information
phoneInfo
Email Information
emailInfo
Business Email Address
This entry is an exception: It refers to the Email Type field of the emailInfo HRIS element, where you can select the type Business:
It is listed here because normally every employee needs a business email address. If a company assigns the email ad dresses to the employees and does not want them to be edita ble by the employees, select only View permission here. Social Accounts Information
Employee Central Master Managing Role-Based Permissions
This HR Information entry...
...refers to this HRIS element:
Spot Bonus
payComponentNonRecurring Here you define the permissions for the manager: ●
Select View to allow the user to view the Spot Bonus port let on the Employment Information page.
●
Select Edit so that the user can navigate from the Em ployment Information page to the Update Employee Records page using the Take Action button:
Note You can assign approval workflows for changes done on the Update Employee Records page.
Spot Bonus Edit Action
payComponentNonRecurring Here you define the permissions for the employee for changes done on the Employment Information page.
Payment Information
paymentInfo
Work Permit Info
workPermitInfo
Global Assignment Details
globalAssignmentInfo This entry is only relevant if you have activated Global Assign ments Management in Provisioning. You can find more information in the Global Assignments Handbook. Select Edit to allow the user to manage global assignments on the Update Employee Records page using the Take Action but ton.
Note You can assign approval workflows for changes done on the Update Employee Records page.
Employee Central Master Managing Role-Based Permissions
pensionPayoutsInfo This entry is only relevant when you have activated pension payouts in Provisioning. You can find more information in the Pension Payouts Config Guide. ●
Select View to allow the user to view the Pension Payout
●
Select Edit to allow the user to manage pension payouts
Details portlet on the Employment Information page. on the Update Employee Records page using the Take Action button.
Note You can assign approval workflows for changes done on the Update Employee Records page.
Employment Details This section refers to the Employment Details portlet. Listed here are the fields from the Succession Data Model for the HRIS element employmentInfo. Only the HRIS fields with visibility "both" or "view" are available for setting permissions. Termination-related fields are also included. There are these exceptions: Table 4: For this Employment Details entry...
...select this permission:
Employment Details MSS
For the manager: ●
View to allow the manager to view the Spot Bonus portlet on the Employment Information page.
●
Edit to allow the manager to navigate from the Employ ment Information page to the Update Employee Records page using the Take Action button.
Note You can assign approval workflows for changes done on the Update Employee Records page.
Employee Central Master Managing Role-Based Permissions
For this Employment Details entry...
...select this permission:
Employment Details Edit
For the employee: ●
View to allow the user to view the Employment Details portlet on the Employment Information page.
●
Edit to allow the user to edit the portlet on the Employ ment Information page by clicking the Edit link in the portlet. Note that workflows cannot be assigned for changes done this way.
Bonus Pay Expiration Date
This field is listed here because of a functional limitation of the role-based permissions framework. Hide this field from the user interface by deselecting View and Edit.
Global Assignment Details This section refers to the Global Assignment Details portlet. You can set field-level permissions for the fields from the Succession Data Model for the HRIS element globalAssignmentInfo. In addition, you can set the following permissions: Table 5: For this Global Assignment Details entry...
...select this permission:
Global Assignment View Portlet
View to allow the user to view the Global Assignment Details portlet on the Employment Information page. Only View is applicable here; Edit has no function.
Global Assignment Edit Link
Edit to allow the user to make changes to the Global Assignment Details portlet directly on the Employment Information page. You must also select the Global Assignment View Portlet per mission.
Note You cannot add approval workflows to changes done using the Edit link.
Global Assignment Add
Edit to allow the user to add a global assignment by navigating from the Employment Information page to the Update Employee Records page using the Take Action button.
Employee Central Master Managing Role-Based Permissions
Edit to allow the manager to edit a global assignment by navi gating from the Employment Information page to the Update Employee Records page using the Take Action button.
Note You can assign approval workflows for changes done on the Update Employee Records page.
Global Assignment End
Edit to allow the manager to end a global assignment by navi gating from the Employment Information page to the Update Employee Records page using the Take Action button.
Global Assignment Delete
Edit to allow the manager to delete a global assignment by navigating from the Employment Information page to the Update Employee Records page using the Take Action button.
Pension Payout Details This section refers to the Pension Payout Details portlet. Listed here are the fields from the Succession Data Model for the HRIS element pensionPayoutsInfo. Only the HRIS fields with visibility "both" or "view" are available for setting permissions. There is one exception: Table 6: For this Pension Payout Details entry... Pension Payout Edit Link
...select this permission: ●
View to allow the user to view the Pension Payout Details portlet on the Employment Information page.
●
Edit to allow the user to edit the portlet on the Employ ment Information page by clicking the Edit link in the portlet. Note that workflows cannot be assigned for changes done this way.
HR Actions The HR Actions section controls mainly who has access to the Update Employee Records page for actions defined in the Succession Data Model.
Employee Central Master Managing Role-Based Permissions
Table 7: This HR Action...
...defines this permission:
Update Employment Records (displayed as Take Action but
This option overrules all other permissions in this section. It
ton)
controls whether the user can see and use the Take Action button from the Employment Information page.
View Higher Grades
This option defines if a manager can view an employee's job classification if it is higher than the manager's. To restrict a manager’s view, leave the permissions un checked. Make sure that the job classifications are assigned to a pay grade, and have a paygradeLevel maintained. When the manager goes to the Update Employee Records page for Job Information, the list of job classifications in the dropdown is limited to those whose paygradeLevel is less than the manager’s. Note that this function is limited to this page; it does not have any effect on the Job Info History page.
hireAction
This is an hris-action from the Succession Data Model. It de fines if the user can access the Add New Employee link in the Administration Tools.
reHireAction
This is an hris-action from the Succession Data Model. It de fines if the user can access the Rehire Inactive Employee link in the Administration Tools.
terminateAction
This is an hris-action from the Succession Data Model. It de fines if the user can access the Take Action button on the Em ployment Information page and select Terminate from the dropdown menu.
Manage Leave of Absence
This is an hris-action from the Succession Data Model. It de fines if the user can access the Take Action button on the Em ployment Information page and select Manage Leave of Absence from the dropdown menu.
Employee Central Master Managing Role-Based Permissions
This is an hris-action from the Succession Data Model. It de fines if the user can enter a return date for an employee that is returning from a leave of absence. On the user interface, the user can access the Return from Leave link on the Update Em ployee Records page for Manage Leave of Absence.
Note Permissions to access the Update Employee Records page for Global Assignments are set in the section HR Information.
Future-Dated Transaction Alert In this section, you define if a user has the permission to view future changes for effective-dated entities by clicking on the Pending future change… link as in this example:
Only the View permission is applicable here (Edit has no function). Future-dated transaction alerts can be set for the following portlets: Table 8: This portlet...
Employee Central Master Managing Role-Based Permissions
This portlet...
...refers to this HRIS element:
Dependents
personRelationshipInfo This entry is only relevant if you have activated the Depend ents Management feature in Provisioning. You can find more information in the Dependents Management Config Guide.
Job Information
jobInfo
Compensation Information
compInfo
Job Relationships
jobRelationsInfo
Transactions Pending Approval In this section, you define if a user can see if a workflow has been initiated, but has not been approved so far, by clicking on the Pending Approval link:
View means the pending approval link is shown, but you cannot click on it to get to the details of the workflow request. Edit means you can view and click on the pending approval link. You can set the permission for the following portlets: Table 9: This portlet...
...refers to this HRIS element:
Personal Information
personalInfo
Employment Details
employmentInfo
Job Information
jobInfo
Compensation Information
compInfo
Spot Bonus
payComponentNonRecurring
Job Relationships
jobRelationsInfo
Employee Central Master Managing Role-Based Permissions
View Workflow Approval History In this section, you can define the permissions to view the workflow history from the History page of the following effective-dated entities: Table 10: This portlet…
...refers to this HRIS element:
Personal Information
personalInfo
Job Information
jobInfo
Compensation Information
compInfo
Job Relationships
jobRelationsInfo
Here, only the View permission is relevant, Edit has no function. The user with View permission can select View Approval History from the Take Action dropdown menu from the History page as in this example:
Pay Component Groups This section lists all pay component groups that exist in the system. Pay component groups are foundation objects. AnnualizedSalary is a default pay component group that exists already in the system; the remaining entries in this section are the pay component groups the Admin has created in the system.
Employee Central Master Managing Role-Based Permissions
Only View is applicable here; Edit has no function. If you select View, the user can see the pay component group in the system, for example, on the Employment Information page:
Pay Components This section lists all pay components that have been created in the system. Pay components are foundation objects. View and Edit are both applicable for pay components. Select View to allow the user to see pay components on the user interface as read-only. Select Edit to allow the user to edit and delete a pay component on the Update Employee Data page by clicking the Take Action button and selecting Change Job and Comp Info from the dropdown menu:
Employee Central Effective Dated Entities Here you can set field-level permissions for effective-dated portlets and fields. This includes also country-specific fields that are prefixed by the 3-letter ISO code (for example, FRA for France, DEU for Germany, and so on). There are 5 different permissions you can select for effective-dated entities: ● Delete: The user to delete an effective-dated entity. This is only applicable at element or portlet level, not at field level. Employee Central Master Managing Role-Based Permissions
● View Current: The user can see only the current field value of an effective-dated entity. When the user looks at the history page, the past data record for this field is not displayed. ● View History: The user can see past values on the History page. This permission also includes the View Current permission, so that the user can also see the current field value. ● Edit/Insert: The user can edit an effective-dated entity by inserting a new data record for it which is effective as of a certain date. As the user does not really change the data record itself (then it would just overwrite the past data record), past data records are still available in the History. The field is also available for editing when a new data record is inserted. ● Correct: The user can make corrections to a field from the History page:
The following sections are relevant for Employee Central: Table 11: For this portlet…
…you can set permissions for fields from:
Personal Information
personalInfo plus globalInfo fields from the country-specific Succes sion Data Model
Home Address
homeAddress This is an exception: Here you can only set permissions on portlet level, but not on field level.
Dependents
personRelationshipInfo This entry is only relevant if you have activated the Depend ents Management feature in Provisioning. You can find more information in the Dependents Management Config Guide.
Job Information
jobInfo plus jobInfo fields from the country-specific Succession Data Model Note: The field FTE is a calculated field and thus read-only; se lect only View Current and/or View History.
Employee Central Master Managing Role-Based Permissions
For this portlet…
…you can set permissions for fields from:
Compensation Information
compInfo Note: The fields range penetration and compa-ratio are calculated fields and thus read-only; select only View Current and/or View History.
Job Relationships
jobRelationsInfo
For a complete list of all listed fields, refer to the fields listed in your Succession Data Model and country-specific Succession Data Model. In addition, for each of the sections, you can set these two permissions on portlet level: ● [portlet] Actions: This permission allows the user to: ○ Insert a new record from the History page ○ Add a new record using the Take Action dropdown menu, or add a new record using the Edit link in the portlet for those portlets that are listed on the Personal Information page
Note Use this option when you want to associate an approval workflow with the changes done in this portlet. Select Correct as minimum if you want to grant this permission to a user. ● Edit Link: Allows the user to edit fields in the portlet by clicking the Edit link in the portlet on the Employment Information or Personal Information page. The remaining entries refer to the fields listed in the Succession Data Model and country-specific Succession Data Model. If a field is configured in both the Succession Data Model and the country-specific Succession Data Model, only the field from the Succession Data Model is shown in this list.
Employee Central Master Managing Role-Based Permissions
Employee Views Under Employee Views, you define if the user can access pages from the Employee Files using the dropdown menu like in this example:
The following employee views are relevant for Employee Central: ● Employment Information: Grants access to the Employment Information page ● Personal Information: Grants access to the Personal Information page ● Pending Requests: Grants access to the Pending Requests page for workflows requested by you, or of which you are the approver as shown here:
Employee Central Master Managing Role-Based Permissions
3.3
Administrator permissions relevant for Employee Central
Under Administrator Permissions, the following permission categories are relevant for Employee Central: ● Manage Compensation [page 50] ● Manage System Properties [page 50] ● Manage User [page 51] ● Manage Time Off [page 52] ● Manage Mass Changes [page 52] ● Employee Central API [page 53] ● Manage Foundation Objects [page 53] ● Manage Foundation Object Types [page 53] ● Metadata Framework [page 55] ● Manage Business Configuration [page 55] ● Manage Position [page 56] To find out more information about each of these categories, follow the links.
Manage User Here, the following checkboxes are relevant for Employee Central: ● Add New User: Grants access to the Add New Employees link in the Administration Tools. ● Rehire Inactive Employee: Grants access to the Rehire Inactive Employee link in the Administration Tools. ● Include Inactive Employees in the search: Enables the search for inactive users on the Employee Files page as in this example:
Employee Central Master Managing Role-Based Permissions
● Import Employee Data: Grants access to the Import Employee Data link in the Administration Tools. ● Manage Workflow Requests: Grants access to the Manage Workflow Requests link in the Administration Tools, for example, to change the approver for a particular workflow. Note that the Admin can only access the workflow requests for the target population to which the Admin role has been granted access. ● Manage Workflow Groups: Grants access to the Manage Workflow Groups link in the Administration Tools.
Manage Time Off Here you set permissions relevant for Time Off Management. You can find more details about how to configure Time Off in the Time Off handbook.
Manage Mass Changes Here you set permissions relevant for Mass Changes. You can find more details about how to configure Mass Changes in the Mass Changes Config Guide.
Employee Central Master Managing Role-Based Permissions
Employee Central API Here you set permissions for SOAP-based application programming interfaces (APIs) for Employee Central. These are relevant for integrating Employee Central with other software products. These permissions are only relevant when you have activated the corresponding APIs in Provisioning. The Foundation APIs are relevant for foundation data, the HRIS APIs for person and employment data: ● Employee Central Foundation SOAP API ● Employee Central HRIS SOAP API ● Employee Central Foundation OData API (read-only) ● Employee Central HRIS OData API (read-only) ● Employee Central Foundation OData API (editable) ● Employee Central HRIS OData API (editable)
Manage Foundation Objects Here you define permissions for working with foundation objects. ● Import Foundation Data: Grants access to the Import Foundation Data link in the Administration Tools. ● Import Translations: Allows the Admin to import translations for the jobCode foundation object, using the Import Translations link in the Administration Tools. You can find more information under Translating Foundation Data [page 319].
Manage Foundation Object Types Here you define permissions for the Admin that refer to the different types of foundation objects. Foundation objects are created, edited and deleted in the Administration Tools, in the Company Processes & Cycles portlet, under
Employee Files
Manage Organization, Pay and Job Structures .
The following permissions are relevant here and refer to what the Admin is allowed to do on the Manage Organization, Pay and Job Structures page: ● View: The Admin can only view the corresponding foundation object type. ● Create: The Admin can create a foundation object of the selected type.
Employee Central Master Managing Role-Based Permissions
Employee Central Master Managing Role-Based Permissions
Metadata Framework The Metadata Framework is used to create generic objects that are also used in Employee Central, for example, to create customer-specific foundation objects. It is also used in Employee Central to create configurable rules. These are the permissions: ● Configure Generic Object Definition: Allows the Admin to access the Configure Generic Object Definition link in the Administration Tools, where the Admin can create generic object definitions and generic object picklists. ● Manage Data: Allows the user to access the Manage Data link in the Administration Tools. ● Configure Business Rules: Allows the Admin to access the Configure Business Rules link in the Administration Tools. ● Read/Write Permission on Metadata Framework: Allows the Admin to read/write generic objects on any page in the system.
Note What is the difference to the Manage Data permission? Without the read/write permission, the user cannot see or manage generic objects on any page in the system. Without the Manage Data permission, the user cannot access the Manage Data page, but is still able to manage data from other pages, such as the Configure Business Rules page (if the Configure Business Rules permission is granted). ● Import Permission on Metadata Framework: Allows the Admin to import and export data for generic objects or business rules using the Import and Export Data link in the Administration Tools. You can find more information for the use of generic objects in Employee Central under How do you create customer-specific Foundation Objects? [page 168] and Setting up configurable rules [page 207]. For more information about the Metadata Framework in general, refer to the Metadata Framework Implementation Handbook.
Manage Business Configuration This entry is only displayed if you have activated the Business Configuration in Admin Tools feature in Provisioning. Choose Select All to allow the Admin to use the Business Configuration UI to make changes to the Succession Data Model and the country-specific Succession Data Model.
Manage Position Here you set permissions relevant for Position Management. You can find more details about how to configure Position Management in the Position Management Handbook.
Employee Central Master Managing Role-Based Permissions
Context In this category, one entry is required for Employee Central to ensure that the calculation of the pay groups works:
Procedure ● Select the Manage Currency Conversion Rate Tables checkbox.
3.3.2
Manage System Properties
Context
Procedure 1. Select the Company System and Logo Settings checkbox. This allows the Admin to access the Company System and Logo Settings link in the Administration Tools, which has Employee Central relevant settings. To get to the Company System and Logo Settings: 2. Go to Administration Tools. In the Company Processes & Cycles portlet, select
Company Settings
Company System and Logo Settings . 3. On the Company Logo page, the following checkboxes are relevant for Employee Central: ○ Enable Address Validations ○ Enable National ID Validations ○ Enable Bank Account Validations ○ Enable Enhanced Direct Deposit Validations 4. Optional: Depending on the customer's requirements, you can make an entry in the field Next Person Id Assigned. Let's say a company with 10.000 employees acquires another company. When merging the employees into one company, 5.000 new employees are added with a CSV file import to the system. You would then need to
Employee Central Master Managing Role-Based Permissions
set the ID for the next person that is hired to be the current number of employees plus 1, so you would enter 15.001 in the Next Person Id Assigned field.
3.3.3
Manage User
Here, the following checkboxes are relevant for Employee Central: ● Add New User: Grants access to the Add New Employees link in the Administration Tools. ● Rehire Inactive Employee: Grants access to the Rehire Inactive Employee link in the Administration Tools. ● Include Inactive Employees in the search: Enables the search for inactive users on the Employee Files page as in this example:
Employee Central Master Managing Role-Based Permissions
● Import Employee Data: Grants access to the Import Employee Data link in the Administration Tools. ● Manage Workflow Requests: Grants access to the Manage Workflow Requests link in the Administration Tools, for example, to change the approver for a particular workflow. Note that the Admin can only access the workflow requests for the target population to which the Admin role has been granted access. ● Manage Workflow Groups: Grants access to the Manage Workflow Groups link in the Administration Tools.
3.3.4
Manage Time Off
Here you set permissions relevant for Time Off Management. You can find more details about how to configure Time Off in the Time Off handbook.
3.3.5
Manage Mass Changes
Here you set permissions relevant for Mass Changes. You can find more details about how to configure Mass Changes in the Mass Changes Config Guide.
Employee Central Master Managing Role-Based Permissions
3.3.6
Employee Central API
Here you set permissions for SOAP-based application programming interfaces (APIs) for Employee Central. These are relevant for integrating Employee Central with other software products. These permissions are only relevant when you have activated the corresponding APIs in Provisioning. The Foundation APIs are relevant for foundation data, the HRIS APIs for person and employment data: ● Employee Central Foundation SOAP API ● Employee Central HRIS SOAP API ● Employee Central Foundation OData API (read-only) ● Employee Central HRIS OData API (read-only) ● Employee Central Foundation OData API (editable) ● Employee Central HRIS OData API (editable)
3.3.7
Manage Foundation Objects
Here you define permissions for working with foundation objects. ● Import Foundation Data: Grants access to the Import Foundation Data link in the Administration Tools. ● Import Translations: Allows the Admin to import translations for the jobCode foundation object, using the Import Translations link in the Administration Tools. You can find more information under Translating Foundation Data [page 319].
3.3.8
Manage Foundation Object Types
Here you define permissions for the Admin that refer to the different types of foundation objects. Foundation objects are created, edited and deleted in the Administration Tools, in the Company Processes & Cycles portlet, under
Employee Files
Manage Organization, Pay and Job Structures .
The following permissions are relevant here and refer to what the Admin is allowed to do on the Manage Organization, Pay and Job Structures page: ● View: The Admin can only view the corresponding foundation object type. ● Create: The Admin can create a foundation object of the selected type.
Employee Central Master Managing Role-Based Permissions
Employee Central Master Managing Role-Based Permissions
3.3.9
Metadata Framework
The Metadata Framework is used to create generic objects that are also used in Employee Central, for example, to create customer-specific foundation objects. It is also used in Employee Central to create configurable rules. These are the permissions: ● Configure Generic Object Definition: Allows the Admin to access the Configure Generic Object Definition link in the Administration Tools, where the Admin can create generic object definitions and generic object picklists. ● Manage Data: Allows the user to access the Manage Data link in the Administration Tools. ● Configure Business Rules: Allows the Admin to access the Configure Business Rules link in the Administration Tools. ● Read/Write Permission on Metadata Framework: Allows the Admin to read/write generic objects on any page in the system.
Note What is the difference to the Manage Data permission? Without the read/write permission, the user cannot see or manage generic objects on any page in the system. Without the Manage Data permission, the user cannot access the Manage Data page, but is still able to manage data from other pages, such as the Configure Business Rules page (if the Configure Business Rules permission is granted). ● Import Permission on Metadata Framework: Allows the Admin to import and export data for generic objects or business rules using the Import and Export Data link in the Administration Tools. You can find more information for the use of generic objects in Employee Central under How do you create customer-specific Foundation Objects? [page 168] and Setting up configurable rules [page 207]. For more information about the Metadata Framework in general, refer to the Metadata Framework Implementation Handbook.
3.3.10 Manage Business Configuration
Context This entry is only displayed if you have activated the Business Configuration in Admin Tools feature in Provisioning.
Procedure ● Choose Select All to allow the Admin to use the Business Configuration UI to make changes to the Succession Data Model and the country-specific Succession Data Model. Employee Central Master Managing Role-Based Permissions
Here you set permissions relevant for Position Management. You can find more details about how to configure Position Management in the Position Management Handbook.
Employee Central Master Managing Role-Based Permissions
4
Setting Up Data Models
4.1
What are data models?
Data models are used to set up Employee Central in that way that satisfies a company's requirements. You define how a company's organization structure is reflected in the system and what entries a user can make to set up company, person, and employment data. You can add customer-specific fields and rename fields. The data models are: ● Corporate Data Model This is where you set up a company's organization, pay and job structure. The data model refers to data that is used throughout the entire instance of the customer. ● Succession Data Model This is where you set up the data structure of data that relates to the people working in a company, such as compensation and address information. ● Country-specific Corporate Data Model This is where you set up fields that are specific to a single country. This data model might be needed if the company has locations in more than one country, for example, to define the corporate address fields for each country. ● Country-specific Succession Data Model This is where you set up international formats and fields, for example, for addresses and national IDs. You might want to set this data model up even if a company operates in only one country, as your employees might live or come from abroad.
What are foundation objects, generic objects, person objects, and employment objects? These are the four types of data objects that are used in the data models: ● Foundation objects ● Generic objects (includes MDF Foundation Objects) ● Person objects ● Employment objects Foundation objects define company data. Today, company data is defined using a combination of Foundation Objects and Generic Objects (MDF Foundation Objects). Previously, Generic Objects were used only to define customized behavior like vacation and position information. Starting with the November 2014 Release, foundation objects are being migrated in a phased manner to MDF Foundation Objects. Company data like cost center, business unit, legal entity, departments and division are now being defined using MDF Foundation Objects. For more information on the migrated Foundation Objects, refer to the Employee Central: Migrating Foundation Objects Guide. Also, refer to the section on MDF Foundation Objects. Employee Central Master Setting Up Data Models
Person and employment objects define employee data and are sometimes referred to as HR data objects. In the following section, you can find more information about these data objects. What are foundation objects? With foundation objects you set up data that can be shared across the entire company, such as job codes, departments, or cost centers. Foundation objects can be subdivided into four main areas: ● Organization structures ● Job structures ● Pay structures ● Other data objects, such as event reasons, workflows, and dynamic roles You define foundation objects in the Corporate Data Model and the country-specific Corporate Data Model. You can find more information about foundation objects in Introduction to Foundation Objects [page 128] and under Foundation Object Tables [page 384]. What are generic objects? You use generic objects for settings and information relating to the people working for a business. This information includes, for example, vacation and position information. You have to enable generic objects in your installation before you can use them. You do this in Provisioning, by checking the Enable Generic Objects box. You define Generic Objects using the Admin Tools Configure Object Definitions page. On the other hand, fields referring to a generic object are defined in the Succession Data Model and the country-specific Succession Data Model. What are person objects? Person objects include information that is linked to the person and does not depend on the job, such as the employee's address and national ID. You define person objects in the Succession Data Model and the country-specific Succession Data Model. You can find more information about person objects under Person Object Tables [page 448]. What are employment objects? Employment objects include job-related information about a person, such as compensation and hire date. You define employment objects in the Succession Data Model. You can find more information about employment objects under Employment Object Tables [page 472].
How do you work with data models? The data models are XML files that you can adjust according to a company's requirements. The XML files have standard elements and fields included, so you need only touch those parts of it you want to adjust. You can use the existing XML coding as a guideline, and you also find XML examples and explanations in the following chapters.
The following information is meant to help you understand how the XML files are structured and what you can change.
XML example The following is an example of how a foundation object is defined in the Corporate Data Model: The main sections of this XML code are the following: HRIS element: Data objects are set up as HRIS elements in the XML files. Each HRIS element has an ID that you cannot change. In our example, this foundation object uses the ID “location”. Whenever you refer to this foundation object in one of the XML files, you reference this ID. HRIS field: Each HRIS elements has certain HRIS fields assigned to it. This is the field that appears on the UI, except when the visibility of the field is set to “none”.
Field types In the data models, you define the data objects and the fields they refer to. There are different field types: ● Standard fields Each HRIS element has a number of standard fields to handle the most common customer requirements. Standard fields have a predefined ID you should not change. The predefined XML files for the data models contain only a selection of the most widely used fields; for a detailed overview of all possible fields, check the data object tables: ○ Foundation Object Tables [page 384] ○ Person Object Tables [page 448] ○ Employment Object Tables [page 472] ● Custom fields Each HRIS element has several custom fields to add customer-specific information. These can be text fields, date fields, or number fields. Some custom fields are included in the standard XML files and are by default hidden, so you have to explicitly change their visibility attribute if you want them to appear on the UI. You should also change the standard label to a meaningful name. This is what a custom field looks like in the XML code that is by default hidden: Employee Central Master Setting Up Data Models
... To find out how many custom fields you can use for an HRIS element and what their field ID is, check the corresponding tables for the data objects: ○ Foundation Object Tables [page 384] ○ Person Object Tables [page 448] ○ Employment Object Tables [page 472] ● Country-specific fields You can add country-specific fields using the country-specific data models. For more information, see Setting up country-specific data models [page 113].
Field order The order in which the fields are displayed on the UI is determined by the order in which they are listed in the Corporate or Succession Data Model. Exception is the start date: This always appears on top of the screen as the date when the change is supposed to be effective. For the order of country-specific fields, refer to chapter Setting up country-specific data models [page 113].
Order of Updating the Data Models When adding a section or HRIS element, you should first add it to the Succession Data Model and upload it before adding it to Country Specific Succession Data Model. On the other hand, when removing a section or HRIS element, you should first remove it from the Country Specific Succession Data Model and upload. The Succession Data Model should be updated and uploaded only after the Country Specific Succession Data Model has been uploaded. It is important to maintain this order to avoid issues.
Visibility of fields You define if a field is visible on the UI by setting the value of the attribute visibility accordingly: ● “none”: Field is hidden. You cannot import data for this field via CSV files. ● “view”: Field is read-only. You cannot import data for this field via CSV files. ● “both”: Field is visible on the UI and can be edited Mostly, you would use either the values “none” — to hide fields that are not needed — or “both” — to allow data entry and data import. This is what the XML code looks like for a hidden field: ...
Note If you want to allow data import for a field that is read-only (that is, with visibility=”view”), you can add the attribute allow-import=”true” to it in the corresponding data model. This could be the case for the employee ID field: If the ID is system-generated, you prevent the user from accidentally changing the ID by setting it to read-only. However, you might want to upload existing data for the employees, including their IDs, via CSV file. To make this possible, add the allow-import=”true” attribute as in this example: Note that the person-id-external field is an exception: You can also use the allow-import attribute when this field is hidden (that is, with visibility=”none”).
Mandatory fields You can make a field mandatory by setting the attribute “required” accordingly: ● “true”: The field is mandatory. It is flagged as such on the UI and the user has to enter a value to be able to save changes. ● “false”: The field is optional. This is what it looks like in the XML code when a field is mandatory: ... For which fields can you not change the “required” attribute? The following HRIS fields still require a user entry on the UI, even if you change the attribute in the XML file to required=”false”: ● start-date ● externalCode ● status …plus the HRIS fields as listed in HRIS Fields.
Labels The label is the descriptor that appears on the UI. You can change this label by overwriting it with a name that the customer prefers. Employee Central Master Setting Up Data Models
Note For using the type attribute with generic objects, use only a custom field of the type custom-string. ○ You can also use the type attribute to connect a custom field to the user "worker". Then the custom field contains the list of users contained in "worker". This is the same list the system proposes for the HRIS field manager-id. This is an example how to use the attribute for this purpose: ○ For jobInfo HRIS fields, you can define sections For more information, see below under XML Examples, under Sections for jobInfo. ○ Permission group filters If you want to set permission group filters to enable fields to be available for setting up permission groups, go to the section with the tag. Permission groups are used to define which group of people is granted certain permissions. For example, you can set up a group with all members of the sales department located in the USA and allow them to view the employee data of all employees in the United States. Instead of having to search for each member of the sales department to add them one by one to a permission group, you can select the department and automatically include all members of that department in that group. You can set up that you can also use other selection criteria apart from department to set up a permission group by defining it in the Succession Data Model. You select the HRIS element and/or the corresponding HRIS field, for example, the cost center. The cost center will then appear in the dropdown list with all other selection criteria when you set up a permission group under Administration Tools, in the Manage Employees portlet under Set User Permissions Manage Permission Groups . For more information on permission groups, refer to the Role-Based Permissions Handbook. Permission group filters for the following HRIS fields are included in the standard XML file: ○ For the HRIS element jobInfo: ○ Business unit Employee Central Master Setting Up Data Models
○ Cost center ○ Company ○ Pay grade ○ Job classification ○ Employee class ○ Location ○ Department ○ Division ○ Location group ○ Name of the department ○ For the HRIS element compInfo: ○ Pay group To add permission filters, copy one of the existing permission group filters and overwrite the value of the refid attribute with the HRIS-element ID of the data object that contains the field you want to use to filter the search for permission groups. Then you have to refer to the field that is part of that HRIS element with the hris-field-ref tag as in this example: In the above example you define that the cost center, department name and country field for the company are shown in the dropdown list when the user creates permission groups. For cost center, you enter the HRIS-field ID of the cost center that is part of the jobInfo HRIS element. For department, which is a foundation object that is reused as a field in the jobInfo, you can narrow down the search to a field within that foundation object (name) by using the ref-field attribute.
Note To get the ref-field value for cost center, refer to the CostCenter object definition table in the Foundation Object Tables chapter. You can also use country fields for permission group filters as in the example above for the company. ○ HRIS Sync Mapping With HRIS sync, you can define what information that the user enters in Employee Central is transferred to Employee Profile. With this you guarantee that the information entered in Employee Central is the same in both places, as well as in all other modules that are connected to Employee Profile (for example, Performance Management, Goal Management, 360 Degree Review, Learning & Development and Jam). The standard XML file includes mapping of the following information: ○ Phone Information ○ Email Information If you want to have more fields using HRIS sync than delivered in the standard XML file, proceed as follows: 1. Go to the section with the tag. 2. Copy an existing hris-sync-mapping.
3. Enter the following information: ○ The field ID of the HRIS element used in Employee Central as refid value of hris-elementref ○ The ID of the standard-element used in Employee Profile as refid value of standardelement-ref The standard-elements are listed on top of the XML file for the Succession Data Model. 4. Towards the end of your implementation, you have to define when HRIS sync is triggered. You find more information in Human Resource Information System (HRIS) Synchronization [page 362]. 3. Upload the Succession Data Model in Provisioning under
Succession Management
Import/Export Data
Model .
Next Steps What are the next steps? The company's Admin can now add employees to the system or import employee data in the system. You might have to show the Admin where this is done in the system: ● To add an employee, go to Administration Tools. In the Manage Employees portlet, select Information
Update User
Add New Employee .
● To import employee data, go to Administration Tools. In the Manage Employees portlet, select
Update User
Information Import Employee Data . If you want to know more about data imports, refer to Importing Employee Data [page 327]
Related Information XML Examples (Person and Employment Objects) [page 91]
4.3.2
XML Examples (Person and Employment Objects)
How are person and employment objects defined in the XML file? In this example, you see how the employment object jobInfo is defined in the Succession Data Model: Employee Central Master Setting Up Data Models
In the XML file for the Succession Data Model, the HRIS element defines a person or employment object. Each person or employment object has an ID you should not change. The label is the portlet name shown on the UI. Below you find a standard set of fields that are grouped within the portlet Job Information. You can change the labels of the fields and the HRIS element. You can also hide fields by changing the visibility attribute. You can also add customer-specific fields (Custom String 1) by changing the label accordingly and changing the visibility to "both", for example.
How do you use sections for jobInfo fields? The fields contained in the jobInfo HRIS element are divided on the UI into several sections with the following titles: ● Organization Information ● Job Information ● EEO Information (for USA only)
You can see these sections as part of he Employment Information of the employee, for example:
If you want to define yourself which fields for jobInfo appear in which section on the UI, you have to define sections in the Succession Data Model XML file by inserting the tag . You can also adjust the section title. If you do not define sections in the data model, it is predefined which fields appear in which section on the UI.
Note The standard data models delivered by SuccessFactors contain sections for jobInfo that you can adapt to your own needs. This is an example of sections in the Succession Data Model XML file: Employee Central Master Setting Up Data Models
... .... Which hris-sections can you use? Here is a list of the hris-sections that you can use: Table 23: Hris-section ID
Standard Label
How To Use This Section
positionInfoList
Position Information
If you want to use hris-sections and you have activated Position Management, you have to add the position HRIS field to this section. You cannot use other fields in this section.
orgFieldsList
Organization Information
You can use this section for fields re lated to the company. If you use the following fields in your data model, you have to put them into this hris-section:
jobFieldsList
Job Information
●
company
●
businessUnit
●
location
●
department
●
costCenter
●
division
You can use this section for fields re lated to the job, for example:
You can use this section for time-related fields. For example, Time Sheet fields: ●
Time Recording Profile
Time Off fields:
eeoFieldsList
EEO Information
●
Holiday Calendar
●
Work ScheduleFor
●
Time Profile
You can use this section for fields re lated to equal employment opportunity (EEO). This is only applicable to USA. If you use the following fields in your data model, you have to put them into this hris-section: ●
eeo1JobCategoryUSA
●
eeo4JobCategoryUSA
●
eeo5JobCategoryUSA
●
eeo6JobCategoryUSA
●
eeoJobGroupUSA
●
eeoClass
FAQs: Sections Do you have to use sections in the Succession Data Model? No, only if you want to influence which fields appear in which section on the UI. If you do not define sections in the Succession Data Model, the system defines which fields appear in which section. Where in the data model do you include sections? The hris-section tag has to be inside the start and end tag of the jobInfo HRIS element. Can you add customer-specific fields for each section? You can add customer-specific fields to all sections except positionInfoList. Can you leave fields outside of sections? If you use sections in the data model, all fields that are part of the jobInfo HRIS element have to be inside an hris-section tag. Can you use the same field in different sections? In the country-specific Succession Data Model, you can use the same field in different sections for each country, except for the fields mentioned in the table above that have to be included in a specific section.
However, if you use the same field in the Succession Data Model and the country-specific Succession Data Model, the field has to be in the same section in both data models. If you want that a field appears in a different section for each country, you have to remove that field from the Succession Data Model first. Do you have to use sections in the country-specific Succession Data Model? If you use sections in the Succession Data Model, you also have to use sections in the country-specific Succession Data Model, and vice versa. Do you need sections for all countries? If you use sections in the country-specific Succession Data Model, all the countries with a jobInfo HRIS element have to use sections. If a country has no jobInfo HRIS element defined in the data model, you do not have to add sections to that country. Do you have to use the same sections for all countries? No, you can use different sections in each jobInfo HRIS elements for each country in the country-specific Succession Data Model. Can you sort the fields in a section differently for each country? Yes, the order of the fields in a section can be different for each country defined in the country-specific Succession Data Model. Can you sort the sections differently for each country? Yes, the order of the sections can be different for each country defined in the country-specific Succession Data Model.
How is the XML file structured? The XML file for the Succession Data Model is divided up into several sections. The elements in these sections refer to different modules of SuccessFactors, only some are relevant for Employee Central. For Employee Central, focus on the following sections: ● hris-element ● hris-sync-mappings Table 24: Section in XML File
Purpose
standard-element
These are the person and employment fields that are used in the Employee Profile under Personal Information as well as the User Directory and Review form.
userinfo-element
These are user-defined fields in Employee Profile.
background-element
Background elements are used to add and modify fields that appear on the Employee Profile page.
These tabs are used to navigate from Employee Profile to Em ployee Central. These are the tabs included in the XML file: ●
pendingapprovals This tab is used to navigate to the Pending Requests page.
●
employmentInfoTab This tab is used to navigate to the Employment Information page.
●
personalInfoTab This tab is used to navigate to the Personal Information page.
●
payrollIntegration This tab is used to navigate to the Payroll Information page (relevant for payroll integration).
●
timeOffTab This tab is used to navigate to the Time Off page (relevant for Time Off Management).
●
timeOffAdminTab This tab is used to navigate to the Manage Time Off page (relevant for Time Off Management).
●
ectbenefitsfocus This tab is used to navigate to the My Benefits page (rele vant for benefit focus integration).
●
globalBenefits This tab is used to navigate to the Employee Benefits page (relevant for benefit focus integration).
hris-element
This is where you can add or change fields of the person and employment objects that are used in Employee Central. For a list with the person and employment objects and their fields and attributes, refer to Person Object Tables [page 448] and Employment Object Tables [page 472].
hris-action
This is where you find 5 transactions that are relevant for Em ployee Central: ●
Hire
●
Rehire
●
Terminate
●
Plan leave of absence
●
Return from leave of absence
These transactions are already included in the standard XML file. The labels of these transactions are displayed on the UI; you can change them if required by overwriting the label tag in the XML file.
This section is obsolete and listed in the data model for back wards compatibility purposes.
view-template
Defines all available Succession Data Model elements to the system UI
hris-sync-mappings
This is where you can set up HRIS sync for fields from Em ployee Central to fields in Employee Profile. For more information, see Human Resource Information Sys tem (HRIS) Synchronization [page 362]
4.4
Maintaining the Succession Data Model using the Business Configuration UI
The Business Configuration UI (BCUI) allows administrators to maintain certain elements of the Succession Data Model using their end-user UI instead of maintaining these elements in XML. Since the BCUI is available in Admin Tools, administrators can make configuration changes that they previously had to contact colleagues for with access to Provisioning. The BCUI covers the following frequent use cases: ● Changing labels ● Adding or changing translations ● Activating fields ● Changing the display sequence of fields ● Changing the visibility of fields ● Setting fields to “required” ● Adding custom fields
Limitations of the Business Configuration UI If customers ask you to set up the BCUI for them, you need to point out that there are some limitations when using this UI. Firstly, the sequence of actions is different compared to the sequence in XML as described in Recommended 14step implementation sequence [page 8]: ● Before the customer can use the BCUI, you have to upload the data models the customer wants to use. It is recommended that you also download already existing succession data models for backup purposes. The XML has to be loaded, after you have set the switch in Provisioning. ● Wait until the upload and synchronization of a data model is completed before starting the upload and synchronization of another data model (for example, first complete this for the succession data model and then do this for the country-specific succession data model). The BCUI is locked during this synchronization.
● The customer can only assign picklists in the BCUI after these have been uploaded. In addition, you need to point out that changes made and uploaded using XML will overwrite changes made on the BCUI. To include any changes made on the BCUI, you should download the data model and then make the changes in XML: This way, changes made by the customer on the BCUI will not be lost. Finally, you need to point to some additional limitations of the BCUI. These are: ● The XML-tags and or their attributes for HRIS element national ID card are not supported by the BCUI. You will need to maintain this information in the XML-file. ● The customer cannot use the BCUI for HRIS sync mappings of HRIS fields to userInfo elements. You will need to do this in the XML-file for the Succession Data Model. ● HRIS sync mappings for country-specific fields are not supported by the BCUI. In the XML the only specific use case for this are the country-specific address fields in the HRIS element homeAddress. If the customer requires this specific use case, you will need to maintain it in the XML-file for the country-specific Succession Data Model.
Related Information Tasks Setting Up the Business Configuration UI [page 100] Starting the Business Configuration UI - for Administrators [page 102] Configuring HRIS Elements and Fields - for Administrators [page 104] Adding Custom Fields and Fields Not Included in the Succession Data Model XML - for Administrators [page 107] Working with Sections in HRIS Element jobInfo - for Administrators [page 107] Assigning Configurable Rules to HRIS Elements and Fields - for Administrators [page 108] Configuring HRIS Sync Mappings - for Administrators [page 112] Configuring Country-Specific Fields - for Administrators [page 112]
Context The BCUI is an opt-in feature. You have to set the switch in Provisioning in order for the customer to be able to use this UI. If a customer wants to use the BCUI, you will need to enable this. You need to enable this for every company, using a switch in Provisioning in the following sequence:
Procedure 1. Log on to Provisioning with your username and password, and select the company from the list shown or through the initial letter of the company ID. 2. Select
Edit Company Settings
Company Settings .
3. Select the following checkboxes: ○ Enable Generic Objects (Not Ready for Sales/Production) ○ Employee Central V2 (i.e. Event Reason Derivation) ○ Requires Effective Dated Data Platform ○ Enable Business Configuration in Admin Tools — requires “Enable Generic Objects”, “Employee Central V2 (i.e. Event Reason Derivation)” and “Effective Dated Data Platform”
Setting Permissions for Using BCUI Context After you set the switches in Provisioning, the customer administrator needs certain permissions to be able to use the BCUI.
Synchronizing Data Context After you have set the permissions, you need to synchronize the succession data model with the meta data framework (MDF) storage of the BCUI. To allow for the maintenance of configuration data, the data is stored as MDF generic objects. The data is maintained on the MDF UI. You can synchronize the SDM storage with the MDF storage in two ways:
Procedure ● Option 1: Run the synchronization job in Provisioning. a. In Provisioning, go to
Managing Job Scheduler
Manage Scheduled Jobs .
b. Click Create New Job. c. Select Synchronize Business Configuration under Job Type:
Use an admin user to run the job. d. Run the job by going to Actions Select Run It Now to run the job immediately. Employee Central Master Setting Up Data Models
and then either Submit to run the job at a scheduled time, or
You can monitor the progress of the job on the Monitor Jobs UI. ● Option 2: Upload the succession data model and the country-specific succession data model XML files in Provisioning. a. The XML files of both SDM and CSFSDM can be uploaded again after the provisioning switch is set for the company. You need to upload both files: first the SDM, then the CSFSDM. You do this in Provisioning. It is possible to download the XML files and start the upload using the downloaded files. This way, you ensure that the uploaded configuration is the same as the one currently stored in the company. Running the sync job can take between 2 and 10 minutes, depending on the size of the data model and the performance of the environment. The synchronization uses a QUARTZ job that runs asynchronously. During the run, you cannot access the BCUI and you get the following error message if you try to access it:
b. Please wait for the job to finish. The customer´s administrator is now able to use the BCUI using the new Administration Tools UI. If you chose option 2, the QUARTZ job from option 1 will run automatically for each XML upload. This makes option 1 the easier and quicker approach. The sync of the BCUI and the succession data model needs to be carried out after the switch in Provisioning has been set and is required only once after you have set up the company and selected the provisioning features.
4.4.2
Starting the Business Configuration UI - for Administrators
Context
Procedure 1. The customer´s administrator can access the BCUI by going to the new Administration Tools UI and then selecting
2. On the left-hand side of the screen, an activity list appears with elements that can be configured using the BCUI. Two sections are available: ○ Employee Central Here you find the HRIS elements that are shown in Personal Information and Job Information. ○ Employee Profile Here you find standard elements and userInfo elements that are shown in the different portlets of the Employee Profile. 3. On the right-hand side of the screen you can maintain the actual elements. This picture shows you the layout of the BCUI. A check mark in the activity list on the left-hand side of the screen indicates the element is used.
Configuring HRIS Elements and Fields - for Administrators
Context Under the Employee Central section, the administrator can see all the configurable HRIS elements. On the BCUI, the administrator can maintain the country-specific fields, HRIS sync mappings to profile elements, or configurable rules. Some typical use cases for configuring HRIS elements on an element level are: ● Changing the label ● Changing or adding translations for the label ● Disabling or enabling the element
Caution If administrators disable an HRIS element, they in effect deactivate this element and removes it from the Succession Data Model. As a result, this HRIS element is not part of any XML download or export. We suggest you test this change before disabling any HRIS elements in a productive system. Some typical use cases for configuring HRIS elements on a field level are: ● Changing a label
On the details screen, you see two attributes for labels. The Label attribute shows the label in your current logon language. This can be translated into all languages your instance supports. You see Default Label attribute in those cases where a label is not maintained in the current logon language. ● Changing or adding translations for a label ● Disabling or enabling a field
Caution If administrators disable an HRIS field, they in effect deactivate this field and it will no longer be visible on any UI. The data already created in this field is then no longer accessible. We suggest you test this change before disabling any HRIS fields in a productive system. If administrators enable a field for which permissions are controlled on a field level, they have to make sure that the correct permissions are maintained for the activated field. If they don´t do this, the field will remain invisible.
Procedure ● To change the permissions on the new Admin Tools UI, go to
Set User Permissions
Manage Permission
Roles . Ensure that the permissions of the Employee Central Effective Dated Entities are checked:
● Adding a picklist to a field ● In the attribute Type of Reference Object, select Picklist. Then, in the attribute Picklist, select a picklist from the list. Employee Central Master Setting Up Data Models
● Marking a field as required ● Changing the visibility of a field ● Masking a field ● Defining the number of digits after the decimal point and displaying the trailing zeros for floating point numbers ● Allowing the import of a field if the visibility is set to Show. This allows the import of fields that are display-only on the UI during data migration. ● Changing the sequence of fields within an HRIS element
Adding Custom Fields and Fields Not Included in the Succession Data Model XML - for Administrators
Administrators can add custom fields or fields that were not included in the XML upload to an HRIS element. By using the up- and down arrows, they can then change the sequence of the fields for the element. If they use a custom field with field-level permissions, they need to set these permissions in Employee Central Effective Dated Entities as described above. There are some additional use cases for custom fields: ● Custom fields can refer to either pre-delivered or custom-defined foundation objects. For this, administrators need to select Foundation Object in the Type of Reference Object attribute. ● Custom fields can refer to employees. For this, administrators need to select Employee in the Type of Reference Object attribute.
4.4.5
Working with Sections in HRIS Element jobInfo - for Administrators
The fields in the Job Information portlet appear in different sections: ● Position Information ● Organization Information ● Job Information ● Time Information ● EEO Information The fields in the jobInfo HRIS element can be (re-)assigned to sections by using the BCUI. If sections are not defined, there is a standard assignment. However, administrators can change the standard assignment of a field. If they want to do that, they need to maintain the section attribute for all fields. This is the case for all global fields as well as country-specific fields. Typical use cases are: ● Assigning a (custom) field to a specific section ● Assigning a country-specific field to a specific section Employee Central Master Setting Up Data Models
A couple of restrictions need to be kept in mind: ● The field position can only be assigned to the section Position Information. Custom fields cannot be assigned to this section. ● Section assignments should not be different for a field that is defined both globally (in the succession data model) and locally (in the country-specific succession data model). ● Section assignments can be different for a field that is defined in more than one country, as long as it is not defined globally. These restrictions are validated by the BCUI.
4.4.6
Assigning Configurable Rules to HRIS Elements and Fields - for Administrators
Administrators can assign rules to HRIS elements and fields, and trigger certain events. They maintain the rules they want to assign on the Admin Tools UI Company Settings the rule by using the HRIS element as the base object.
For more information, see Setting up configurable rules [page 207]. Administrators can assign rules on either the level of the HRIS element or of the field within the HRIS element that is the base object. The events that can be selected depend on the level the rule is assigned to. The following use cases are supported on the BCUI: ● Assigning rules on HRIS element level Event types onInit, onSave, onView, onEdit and saveAlert are available. The rule is triggered if the information of the HRIS element (in the portlet or the hiring wizard) is displayed for the first time or saved. Administrators can assign rules on HRIS element level in the Trigger Rules section on the BCUI. Here, they can also select the event type.
● Assigning rules on HRIS field level Only event type onChange is supported. This means that the rule is executed each time the field content changes. Changes can be made in the portlet, during the upload, in a self-service scenario, or during the execution of a wizard. In this case, administrators assign the rules in the Details screen of a field.
Caution ● Rules can only be assigned as configurable rules in the BCUI if they have already been created in Manage Rules Objects. ● The BCUI does not support rules with the base object Employee Information. Rules using this base object can only be maintained in the Succession Data Model XML file.
4.4.7
Configuring HRIS Sync Mappings - for Administrators
Administrators can define the mapping of HRIS elements to standard elements (HRIS sync mappings) directly on the details screen for the HRIS field. The value help of the identifier attribute of the HRIS sync mapping provides a list of all standard elements that are enabled. Administrators can define these mappings for both pre-defined and custom fields. Some mappings between HRIS fields and standard elements are hard-coded, as described in Human Resource Information System (HRIS) Synchronization [page 362].
4.4.8
Configuring Country-Specific Fields - for Administrators
Administrators can add country-specific fields to the following HRIS elements: ● globalInfo ● homeAddress ● jobInfo ● employmentInfo ● compInfo Localized fields can only be entered after the administrator presses Save after the country-specific element is created. HRIS fields for jobInfo, employmentInfo, and compInfo can be defined both globally and locally. if a field is defined more than once or for more than one country, all attributes must be the same (with the exception of label and displayOrderFollows). If the administrator changes attributes on a global or local level, this change is propagated to the respective local or global fields. The administrator will be asked to confirm those changes. The fields regarding EEO of the jobInfo element are intended for use in the USA and should therefore only be defined as country-specific fields for the USA. Country-specific fields for globalInfo can only be defined locally. This element must not have fields defined on a global level. For more information about country-specific fields and special circumstances, see Setting up country-specific data models [page 113]. Some typical use cases for country-specific fields: ● Having a specific label for a global field in certain countries (valid for jobInfo, employmentInfo, compInfo)
● Defining the sequence for the global field differently from the local field (valid for jobInfo, employmentInfo, compInfo) ● Making a global field available only in a specific country (valid for jobInfo, employmentInfo, compInfo) For this, the field must only be defined in the country and not globally. There are some exceptions for this, where the field must be disabled in the succession data model. The BCUI will verify this. ● Using a custom field with different attributes in different countries (valid for globalInfo) ● Creating a specific address format for a country (valid for homeAddress)
4.5
Setting up country-specific data models
What are country-specific data models? Certain types of information need to be entered in a specific format depending on the country the company is located in. For example, the format for national ID can vary depending on the country – for USA, the social security number follows the format 999-99-9999, in Great Britain the format is AA999999A. By setting up country-specific data models, you reflect these country-specific differences by defining the following: ● Which fields are country-specific For example, Fair Labor Standards Act (FLSA) is only valid for USA. ● Which different values a field can have that is used for all countries For example, the local job title can vary depending on the country in which the employee works. You can set up specific picklists for each country that contain country-specific values. ● Which fields need a country-specific format A field that is applicable to all countries, but that can be formatted differently in each country, for example, the address or national ID.
What country-specific data models exist? There are two country-specific data models: ● Country-specific Corporate Data Model You use this data model to set up country-specific fields and picklists for HRIS elements that have been previously defined in the Corporate Data Model. For example, country-specific job codes. You can also change the format for the corporate address for a country. In the standard XML file, the following setup is already included: ○ For all countries listed in the data model, the corporate address (HRIS-element ID: corporateAddress) with country-specific address fields is already defined. Also, custom fields you can use as a basis to define own fields are listed. ○ For USA, in addition to the above mentioned information, jobClassLocal is defined, this includes fields for federal reserve bank, EEO job categories, and the FLSA status. Employee Central Master Setting Up Data Models
● Country-specific Succession Data Model You use this data model to set up country-specific fields, formats, and picklists for HRIS elements that have been previously defined in the Succession Data Model. For example, international formats for addresses and national IDs. In the standard XML file, the following setup is already included: ○ National ID format for all countries listed in the standard XML file ○ Home address with country-specific fields for all countries listed in the standard XML file ○ Global information for some of the countries listed in the standard XML file For example, ethnic group, religion, or for USA, information about veterans and Visa type. To each field the corresponding picklists are assigned. ○ For USA, in addition to the above mentioned information, the job information is defined which includes fields for the FLSA status, the EEO job group and EEO categories.
Note You can find more information about the country-specific fields for each country in the Employee Central Country-Specific Implementation Handbook.
4.5.1
How do you set up country-specific data models?
Procedure 1. Download the XML file for the corresponding country-specific data model: ○ If you're setting up the corresponding data model the first time for a company, download the most current version from this link: https://mysp.successfactors.com/productcentral/Pages/display/prodinfo/data+models+and +picklists/default.aspx Partners use this link: https://partners.successfactors.com/productcentral/Pages/display/prodinfo/ data+models+and+picklists/default.aspx . ○ If you're changing an already uploaded data model, download the corresponding XML file from Provisioning: ○
Succession Management
Import/Export Country Specific XML for Succession Data Model
○
Succession Management
Import/Export Country Specific XML for Corporate Data Model
or
2. If no changes are required to the XML file, you can proceed directly to step 3. Otherwise, open the XML file in an XML editor and adjust the data model according to the company's requirements as explained in the step section Data Model Adjustment. 3. Upload the corresponding data model in Provisioning: ○ ○
114
Succession Management
Import/Export Country Specific XML for Succession Data Model
Data Model Adjustment Context In the data models, you can do the following: ● Change existing fields in the standard XML files You can overwrite labels, change attributes, or delete fields not needed like you did in the Corporate or Succession Data Model. ● Add custom fields to contain country-specific information
Procedure 1. If the HRIS element the field belongs to is not yet included in the data model, copy it over from the Corporate or Succession Data Model and insert it under the corresponding country. Consider that you can add countryspecific fields only to those HRIS elements listed below: Option
Description
Country-spe cific Corpo rate Data Model
You can only add country-specific fields, values, and formats for the following HRIS elements and their fields: ○ Corporate address (HRIS-element ID: corporateAddress) This is the address format used in the location foundation object. ○
Country-spe cific Succes sion Data Model
jobClassLocal: All fields relevant for jobClassLocal are defined in the country-specific Corpo rate Data Model.
You can only add country-specific fields, values, and formats for the following HRIS elements and their fields: ○ Job information (HRIS-element ID: jobInfo) ○
Employment information (HRIS-element ID: employmentInfo)
○
Compensation information (HRIS-element ID: compInfo)
○
Address information (HRIS-element ID: homeAddress)
○
Global information (HRIS-element ID: globalInfo): All fields relevant for global information are de fined in the country-specific Succession Data Model. This is the country-specific element for the Per sonal Information. National ID (HRIS-element ID: nationalIdCard)
○
2. Insert the custom field within the HRIS element tags. 3. Overwrite the label with the text you want to appear on the UI, and set the visibility to both, for example, if you want the field to be visible and editable on the UI. Make fields used in the Corporate or Succession Data Model country-specific 4. Insert the HRIS element the field belongs to into the country-specific data model under the corresponding country. Copy also the label and the xml:lang translations over, if existing. Do not forget to insert the end tag of the HRIS element at the end. Consider that you can add country-specific fields only to those HRIS elements listed in the previous step. 5. Copy the HRIS field from the Corporate or Succession Data Model and paste it in the country-specific data model within the HRIS-element tags. If you want to make a field from the Succession Data Model country-specific, consider the following: ○ If you want to change only the label depending on the country, you can copy the field over into the country-specific Succession Data Model and change only the text inside the label tags. Employee Central Master Setting Up Data Models
○ If you want to change attributes of the field depending on the country, you have to delete the field from the Succession Data Model as you can use the field and its attributes only once — either in the Succession Data Model, or in the country-specific Succession Data Model. This does not apply to fields from the HRIS element homeAddress — these can be used in both data models with different attributes. 6. Adjust the label and attributes according to your country-specific needs. With the attribute display-order-follows you can influence the field order of the country-specific field on the UI. See section How can you influence the field order?. 7. If this field is also to be used in other countries, insert the corresponding HRIS element and HRIS field also under the corresponding country ID. Only for fields from the country-specific Succession Data Model that belong to jobInfo, employmentInfo, compInfo or nationalIdCard, keep this in mind: If you reuse a country-specific field across several countries, you can only change the label, but you have to keep the same attributes for all the fields (visibility, required, and so on). 8. Repeat the steps for all fields you want to make country-specific.
Related Information XML Coding Examples How do you set up a country-specific field? [page 116] How do you set up a country-specific format for a field? [page 117] How can you influence the field order? [page 117]
4.5.2
How do you set up a country-specific field?
In this example, you define that if the employee works for a company that is located in the United States, the field EEO Job Group to identify the equal employment opportunity (EEO) class of the employee is displayed in the job information. The 3-letter code for the country is the ISO code. The ID for the HRIS element is the ID from the Succession Data Model for the job information. The predefined values the user can select come from the picklist EEOJOBGROUP_USA. For more information about picklists, see Working with ECV2 (Legacy) Picklists [page 345]
How do you set up a country-specific format for a field?
In this example, you define that the format for the national ID for USA follows the structure XXX-XX-XXXX. You can make this the only format allowed if the employee works for a company in the USA. The ID for the format group is the ID defined in the Succession Data Model for this field. Display format is a hint for the user in which format to enter the national ID if the entry is not correct. is the regular expression which is used to validate the user input. Social Security NumberXXX-XX-XXXX[\d]{3}-[\d]{2}-[\d]{4}
4.5.4
How can you influence the field order?
The field order in which you enter the data for country-specific elements is only relevant for the HRIS element homeAddress. Here, the order of the fields you define in the country-specific data model is the order the fields appear in on the UI. In all other cases, the system follows the field order as defined in the Corporate or Succession Data Model. If you want to override this field order, you can only do so for the Succession Data Model. With the element display-order-follows in the XML file of the country-specific Succession Data Model, you can define that a certain field follows some other field on the UI. Look at this example from the country-specific Succession Data Model where the field FLSA Status is displayed after the field for the employee class for the country USA:
4.6
Setting up country-specific picklists
Context Picklists allow you to control what users see when selecting values from a dropdown. Earlier, values displayed in lists were the same irrespective of the region you belonged to. This led to a situation where users saw values which didn't necessarily apply to their region. You can now make sure that users only see values relevant to their Employee Central Master Setting Up Data Models
region. This can be achieved by configuring country-specific picklists. Configuring a country specific picklist is a 5–step process. Step 1: Modify the country-specific Succession Data Model Step 2: Define the Picklists Step 3: Set permission for the Job Information fields Step 4: Update the HRIS Propagation XML Step 5: Validate your changes The above mentioned steps are described using an example below.
Procedure 1. Modify the country-specific Succession Data Model Consider the following extract from the country-specific Succession Data Model. In this example, we’ll be defining country-specific values for the fields notice-period and sick-pay-supplement . The extract provided below is for Germany (country id=”DEU”). A few things to note: ○ For the field country-of-company, the picklist id ISOCountryList has been defined. ○ For the field sick-pay-supplement, the picklist SICKPAYSUPP has been defined, whose parent picklist is the picklist ISOCountryList which is assigned to HRIS field country-of-company. Likewise, for the field notice-period, the picklist NOTICEPERI has been defined, whose parent picklist is also the picklist ISOCountryList which is assigned to HRIS field country-of-company. In both cases, the parentfield-id has to refer to the HRIS-field ID country-of-company. 2. Define the Picklists. Start by downloading the picklist. To download the picklist: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select Picklists page is displayed.
Company Settings
Picklist Management . The
c. Select Export all picklist(s). d. Click Submit.
Now that you’ve downloaded the picklist file, modify the picklist file to include the country specific entries. Start by noting the OptionId for Germany in the picklist ISOCountryList. You will need this when defining the entries for the picklist SICKPAYSUPP and NOTICEPERI. In this example, the OptionId is 5949. Note: OptionId is a system generated code that gets generated when you upload the picklist. Note that the OptionId column must be left blank, when uploading the CSV file, for the code to be generated.
You are now ready to add the entries for the picklist SICKPAYSUPP and NOTICEPERI. Sample entries are shown below. Note the reference to the OptionId. The OptionId for Germany in the picklist ISOCountryList (5949) now serves as the parentOptionId for the picklists SICKPAYSUPP and NOTICEPERI.
Upload the modified picklist using the Administration Tools. Use the Management
Company Settings
Picklist
option provided in the Company Processes & Cycles portlet.
3. Set the Permissions for the Job Information Fields In this example, we need to set the permission for the Germany specific fields for Sick Pay Supplement and Notice Period. The Permission Settings page is shown below.
4. Update the HRIS Propagation XML. You can also point to the MDF Foundation Objects: Cost Center, Department, Division, Business Unit, Legal Entity and Legal Entity Local. In the HRIS Propagation XML file, set up the propagation from company, as defined in the Configure Object Definition page, to country-of-company in the Succession Data Model. Do this by adding the following lines at the end of the file: Upload the file after making your changes. For more information on the HRIS Propagation XML, refer to Setting Up Propagation Rules [page 193]. 5. Validate your Changes With this step, you are now ready to verify your changes. For a user, when the country is set to Germany, you will notice the following entries displayed for the Sick Pay Supplement and Notice Period fields. Sick Pay Supplement picklist when country is set to Germany
Notice Period picklist when country is set to Germany
4.7
Changing or translating portlet help
Prerequisites What you have to do first: 1. Go to Provisioning. 2. Under Company Settings, make sure that Hide Employee Central V2 Help Link is unchecked. Only then are the help icons displayed on the portlets and pages.
Note Make sure generic objects are enabled. For more information, see How do you configure and manage generic objects?
Context The Employee Central portlets and pages contain end-user help you can call up by clicking the question mark icon, as in this example:
The help content delivered as standard is in US English only and hard-coded. You can configure the system so that the help content can be translated or changed by the customer, for example, to include customer-specific terminology. This is a three-step process: 1. Define for which languages the customer can add help content. 2. Enable text formatting in a rich-text editor by creating a configuration UI for the help content. 3. Define for which portlet or page help content can be added by creating instances for the ECHelp object, and add help content in one or more languages. What you have to consider If you create your own content help (even if you create it just for one portlet), the system does no longer show the help content delivered by SuccessFactors for any of the other portlets. The system retrieves the locale-specific contents from the object definition you have configured based on the logged-in user’s locale and the portlet IDs. On the UI, this HTML content is displayed in a separate window. If there is no help content available for a locale for a portlet, the question mark icon (“?”) for calling up help content is not shown for that portlet. If the system cannot retrieve customer-defined help content for any portlet, the help content delivered as standard, with US English (en_US) as the default, is displayed.
Procedure Here’s how you change or translate help content: 1. Define for which languages the customer can add help content by defining the locales: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
Configure Object Definitions .
c. Select Create New: Picklist, and enter the code locale. d. As Display Order, select Alphabetical. e. Enter a name and select an effective start date.
f. Add the locales under Values, as in this example:
1. You have to create the locale for US English (en_US). This is required as it is the default locale for help content. 2. To allow translation of help content into other languages, add the locales of those languages as in this example: The external codes of the picklist values for the locales have to be in this format: en_US for US English, fr_FR for French, and so on. Locale picklist values are a subset of the locales supported by
Employee Central, which you can find in Provisioning (under
Company Settings
Language
Packs :
g. Save your changes. 2. To create the configuration UI for the help content: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Employee Files
Manage Configuration UI .
c. Click Create New. d. Enter an ID. e. Under Select Base Object, select ECHelp. f. In the locales section, mouse over the content field, and click the Edit Properties icon next to this field as shown here:
g. In the Display As field, select Large Input Field (Multi-Line). A new field called RTE Field is displayed. h. In the RTE Field, select Yes. i.
Save your changes.
3. To define for which portlet or page help content can be added, create instances for the ECHelp object, and add the help content in one or more languages: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select Employee Files Manage Data . The Manage Data page is loaded with this URL (the beginning of the URL might differ depending on the system you are using): https://salesdemo4.successfactors.com/xi/ui/genericobject/pages/mdf/mdf.xhtml c. Add #v:1 to the end of the above URL so it reads this: https:// salesdemo4.successfactors.com/xi/ui/genericobject/pages/mdf/mdf.xhtml#v:1 An additional selection field is displayed. d. If required, reload the above page. e. In the Search field, you have to do the following: 1. In the first drop-down menu, select the base object ECHelp. 2. In the second drop-down menu, select the configuration UI object you created before. f. To define for which portlets and pages you can add help content, select Create New: ECHelp. g. As externalCode, enter the ID of the portlet or page for which you want to create help content.
Termination portlet on the Update Employee Records page
IT_DECLARATION_INFO
Income Tax Declaration
RECURRING_DEDUCTION
Recurring Deductions
ONETIME_DEDUCTION
One Time Deduction
ELIGIBLE_BENEFITS
Benefit Eligibility
BENEFIT_ENROLLMENTS
Benefit Enrollment
BENEFIT_CLAIMS
Benefit Claims
Here’s a list of the pages for which you can create page-level help: Table 26: Use this Page ID:
...for this page:
newHirePage
Add New Employee
mssPage
Update Employee Records
essPage
Personal Information
empInfoPage
Employment Information
h. As externalName, enter a name for the portlet or page help. i.
In the locales section, you have to do the following: 1. Select the external code for the language in which you want to enter help content. For example: en_US. 2. Enter an external name for the language, for example: US English. 3. In the content field, enter the help content that should be displayed to the end user in the rich-text editor. Here’s an example:
4. Repeat these steps for all languages required. j.
Save your changes.
k. Repeat these steps for all portlets or pages for which you want to add help content.
Context Foundation objects are used to set up data that can be shared across the entire company, such as job codes, departments, or business units. Foundation objects are sometimes referred to as “foundation tables”. Foundation objects are contained and configured in the Corporate Data Model.
Note Starting with the November 2014 release, Foundation Objects are being migrated to the MetaData Framework (MDF) in a phased manner and will now be referred to as MDF Foundation Objects/Generic Objects(GO). Migrated Foundation Objects will no longer be configured using the Corporate Data Model. Instead, the Configure Object Definition Page and the Manage Data Page in Admin Tools will be used. For more information on these MDF FOs, refer to the section Working with MDF Foundation Objects. Table 27: Foundation Objects Migrated to MDF Foundation Object
Migrated in...
Cost Center
November 2014 Release
Business Unit
Q2 2015 Release
Department
Q2 2015 Release
Division
Q2 2015 Release
Legal Entity
Q2 2015 Release
Legal Entity Local
Q2 2015 Release
Foundation objects are the first objects you should load because some of the lists of values proposed in employment information come from the foundation objects. You can use foundation objects to populate data at employee level. For example, if you assign a job code to an employee, that employee’s record is then populated with all information based on the attributes of the job code ● In such a case, you must first configure propagation of the relevant attributes in the propagation data model. ● You create and maintain foundation objects in the Corporate Data Model. For MDF Foundation Objects, the Admin Tools > Company Processes and Cycles > Company Settings > Configure Object Definitions
Employee Central Master Working with Foundation Objects
page will be used to configure these MDF Foundation Objects and the Admin Tools > Company Processes and Cycles > Employee Files > Manage Data page will be used to manage these MDF Foundation Objects . ● Existing ad-hoc reports now work based on the migrated Foundation Objects. For Advanced Reporting (ODS), the reports will be migrated when you first invoke the reports after migration.
Related Information Setting Up the Corporate Data Model [page 77] MDF Foundation Objects [page 142]
5.2
What are the characteristics of foundation objects?
Features Here's a survey of the features available in foundation objects: ● Foundation objects consist of one or more fields. Some of them are required if you use the relevant object. ● Each foundation element has a technical ID, called an hris-element-id. You cannot change this. ● Each field within a foundation object also has a technical field ID. You cannot change this. ● However, you can change the labels for the foundation objects and the fields they contain. The label is the descriptor that appears on the user interface (UI). ● Except for the start date and, if defined, the end date, which always appear at the top of the screen, the order in which the fields are displayed on the UI is the same as the order in which you list them in the foundation object. ● You can decide whether a field actually appears on the UI and, if so, whether ○ It is required or optional. ○ It is only for display or whether users can change or edit it. ● Every foundation object contains custom fields. These are empty fields you can use to handle data not covered by the fields supplied as standard. ● Some, but not all foundation objects, are “effective dated”.
Related Information Foundation Object Tables [page 384]
Employee Central Master Working with Foundation Objects
Associations define relationships between foundation objects. For example, a business unit consists of several departments, so you would create an association of one business unit to many departments — a ONE-TO-MANY relationship. Whereas a location can only have one geozone associated with it — this is a ONE—TO—ONE association. The type of association restricts what the user can display or enter in Employee Central — for a ONE_TO_ONE association from location to geozone, for example, the user can enter exactly one geozone for a location on the UI. The standard XML file for the Corporate Data Model already contains some associations. These are shown in the table below. You can add more ONE_TO_MANY associations, or change the existing associations in the XML file if needed. Each association has a “driving object” that acts as the basis for the association
5.3.1
Examples of Foundation Object Associations
Note References to Department, Division, Legal Entity and Business Unit in these examples now point to the MDF FOs. Table 28: Source
Target
Multiplicity
Description
Location
Geozone
ONE_TO_ONE
A location can only belong to one geozone. (Location is the driving object)
Location
Legal Entity
ONE_TO_MANY
Several companies can have the same location. (Legal En tity is the driving object)
Division
Business Unit
ONE_TO_MANY
A division can be associated with several business units. (Business Unit is the driving object)
Department
Division
ONE_TO_MANY
A department can be associ ated with multiple divisions. (Division is the driving object)
Job Code
Business Unit
ONE_TO_MANY
A job code can be used across several business units. (Busi ness Unit is the driving object)
Employee Central Master Working with Foundation Objects
Source
Target
Multiplicity
Description
Pay Range
Geozone
ONE_TO_ONE
Companies generally have dif ferent pay ranges for each combination of Legal Entity, Job Code, and Geozone.
Pay Range
Pay Grade
ONE_TO_ONE
A pay range is generally asso ciated with one pay grade.
Pay Range
Legal Entity
ONE_TO_ONE
Companies generally have dif ferent pay ranges for each combination of Legal Entity, Job Code, and Geozone.
Pay Component Group
Pay Component
ONE_TO_MANY
A Pay Component Group can contain multiple Pay Compo nents.
5.4
What is effective dating?
Effective dating means that information records capture time as part of the data that is stored in SuccessFactors and the time element can be edited. In the application, the HRIS fields “start-date” and “end-date” are used for effective dating. The “start-date” is mostly shown on top of all other fields on the UI. This is where the user has to enter the date when he wants the changes to be effective. Whether an HRIS element is effective-dated or not is defined by the system. The HRIS field “end-date” does not appear on the UI but is used for reporting purposes. For example, if you change an effective-dated field such as pay grade and set the date when the change should be effective to 01/01/2012, the system records 12/31/2011 as the end date in the background. If you run a report on the pay grade in the time from 01/01/2011 until 12/31/2011, the pay grade value that was valid in that time frame will be shown. The system does not change the stored data. Instead, it creates a new row of data to track the new values as of the effective date of the change, but continues to store the values that were effective before the change.
5.5
Which foundation objects can you use to structure your business?
There are different types of foundation objects. You can use one of these types, called organization objects, to define how your business is structured. Employee Central Master Working with Foundation Objects
Organization Objects A-Z ● CostCenter (MDF FO) The cost center foundation object stores all the cost centers of a company. Cost Centers are usually defined in the ERP financial systems, and you simply load cost center info from those systems. ● BusinessUnit (MDF FO) The Business Unit foundation object stores information for all the operating units of a company. One business unit record represents one operating unit. ● Department (MDF FO) It is usually necessary to divide a business into a number of departments, such as Sales and Marketing, Public Relations, and Dispatch. This foundation object enables you to do this. ● LegalEntity (MDF FO) The legal entity table stores all the legal entities of a company. No legal entity can cover more than one country, so the country in the legal entity determines the country of employees assigned to the legal entity. This MDF FO can also store country specific information for each legal entity in the country specific child object. There are 5 pre-delivered countries: USA, DEU, ARG, ESP, FRA. For all other countries, custom child objects have to be defined by the name of cust_LegalEntity. For more information on adding country specific fields, refer to the section How do you add a new country and its related fields in Legal Entity . ● Division (MDF FO) Division is an entity and can have a hierarchical structure using the 'parent' field. ● GeoZone (hris-element-id: geozone) You can group locations into one geozone. For example, you could create the GeoZoneEurope West, containing the locations UK, Netherlands, and Germany. This foundation object includes an Adjustment Factor field that where you enter a percentage to indicate the adjustment to the pay range for this GeoZone due, for example, to differences in the cost of living. For example, if you decide that people on the west coast of the US should be paid 10% more than those on the east coast and that the pay range for people on the east coast is $100K - $110K, the pay range for people on the west coast is $110K - $121K ● Location (hris-element-id: location) The location foundation object stores address information for all the physical offices of a company. It supports international address formats. It is also possible to combine locations into location groups under the LocationGroup (hris-element-id: locationGroup) foundation object. For example, you might want to group all your offices on the east coast of the United States in a location group labeled “US East Coast”. You achieve this combination by creating associations between the relevant objects. See the documentation on the Corporate Data Model for information on how to do this.
Note For more information on the different MDF FOs, refer to the sections Working with MDF Foundation Objects .
Related Information Foundation Object Tables [page 384] MDF Foundation Objects [page 142] Adding a New Country and Related Fields to LegalEntity [page 153]
Employee Central Master Working with Foundation Objects
5.6
Which foundation objects can you use to handle payrelated areas?
Overview Some of the foundation objects can be used to handle compensation-related issues.
Pay-Related Objects A-Z ● PayCalendar*(hris-element-id: payCalendar) The PayCalendar foundation object stores all the pay periods within a year. For example, June 1 – June 15 2010 could be one pay period. ● PayComponent (hris-element-id: payComponent) An employee’s pay is comprised of more than one component, such as: ○ Basic salary ○ Target bonus ○ Company car allowance ○ In the case of each component, a company needs to define the following: ○ Whether the component is recurring or one-time. If recurring, how often it is paid (this is called the “frequency”; see below). ○ Whether the component is paid as an absolute amount or percentage. ○ If percentage, what the percentage is based on. For example, is it based on how many units of a particular product the employee makes or sells? ◦Is it actual pay or a target? ○ Should it be visible to managers on Manager Self Service? ○ Is it used by the Comp Planning module? ○ Taxable or Non-Taxable ○ Frequency (hris-element-id: frequency) Frequency is used by the PayComponent foundation object how often a pay component is paid - for example, annually. ● PayComponentGroup (hris-element-id: payComponentGroup) It is possible to group pay components into pay component groups. The amount of a pay component group is equal to the sum of the pay components it includes. If the amounts in question are in different currencies or for periods of less than a year, the system automatically annualizes them and converts the currencies. ● PayGrade (hris-element-id: payGrade) Pay Grade is a foundation object related to Job Classification. A Job Classification is connected by default to a Pay Grade. This is optional and you can turn it off in the Corporate Data Model sing the 'grade' field on the 'jobCode' element. To do this, simply set visibility to “none”. ● PayGroup (hris-element-id: payGroup) Employee Central Master Working with Foundation Objects
We recommend that you group people who share the same payroll-related attributes into one pay group. For example, employees in Europe who are all paid by SAP Payroll and paid bi-weekly can be grouped into one European Pay Group. ● PayRange (hris-element-id: payRange) Pay Range is primarily used for the calculation of Compa Ratio and Range Penetration Your company can define as many pay ranges as required.
Related Information Foundation Object Tables [page 384]
5.7
Which other foundation objects are available?
Overview In addition to the organization objects, job-related objects, and pay-related objects, you can also use the following: ● Event Reasons In the case of events such as termination of employment, Employee Central uses event reasons to determine exactly which HR event has taken place when employee data is changed and why. For example, the event “Termination” can take place either because the employee´s performance was not satisfactory, or because the employee wanted to change company. In this case, if you need to differentiate between the two possibilities, you would define two event reasons that you could call “Terminated-Performance Issues”, or “Terminated – By Employee”. You can create as many event reasons for an event as you like. ● Workflow IDs A single workflow can be defined and then associated with multiple situations. For example, the workflow might be a manager or HR for a promotion or job change. Each step of a workflow may have one or more approvers. ● Dynamic Role A Dynamic Role is one of the approver types available in setting up of approval workflows for changes to employee data. If you choose it, it means that the system will find the approver for you, rather than your having to enter a specific approver yourself. For full information on how this works, take a look at What are approver types? [page 250] ● Workflow contributor You can use this object to configure who contributes to workflow. The following options are available: ○ Role ○ Dynamic Role ○ Dynamic Group ○ Person ● CC Roles contributor
Employee Central Master Working with Foundation Objects
You can use this object to configure the following CC roles in workflow: ○ Role ○ Dynamic Role ○ Dynamic Group ○ Person ○ External email ● CC role ● Generic objects Generic objects are custom objects, which you can use to handle data not covered by the objects we supply as standard.
Related Information Setting up event-reason derivation rules [page 196] Foundation Object Tables [page 384]
5.8
Setting up country-specific picklists for pay components or event reasons
Prerequisites ● You use the generic object Country. For the prerequisites of using generic objects, refer to the chapter How do you configure and manage Generic Objects? [page 167]. You can also find more general information about generic objects in the Metadata Framework Implementation Handbook. ● You need to have created event reason and pay component foundation objects in the system. For more information, refer to the following chapters: ○ Introduction to Foundation Objects [page 128] ○ Importing Foundation Data [page 317]
Context Customers that operate in multiple countries tend to have pay components that are very specific for a country. For example, the customer pays their German employees based on the pay agreements with the German Trade Unions. This pay component would never be used for an employee based in the USA. However, the Admin has to scroll through the picklist containing all the pay components existing in the system for all countries when adding a new employee, for example. Employee Central Master Working with Foundation Objects
As the employee is always clearly assigned to one legal entity, and thus to one specific country, you can set up country-specific picklists for pay components filtering the values to those that are relevant for that employee. You can do the same for the picklist containing the customer's event reasons. Once the country-specific picklists for event reasons or pay components are set up, Admin and manager benefit from it on all screens with an event reason or pay component field (Employment/Personal Information page; Update Employee Records page; History pages (for example, Job History), Add New Employee page, and so on). This feature is useful for: ● Big customers that operate in multiple countries, and that have severeal legal entities in one country ● Customers that have a high number of country-specific event reasons or pay components
Procedure 1. You create an association from the Country generic object to the foundation object pay component or event reason: a. Create a wrapper generic object for pay component or event reason: 1. Go to Administration Tools. In the Company Processes & Cycles portlet, select Configure Generic Object Definition
Company Settings
Configure Generic Object Definition
.
2. In the Create New: field, select Object Definition and create the wrapper generic object as in this example: Fill out the following fields: ○ Code:Enter the external code for this generic object to uniquely identify it in the system. Note that the prefix cust_ is automatically added to the external code. ○ Label:Enter a label for the wrapper generic object. 3. Click Save
b. Associate the generic object Country with the wrapper generic object: 1. From the Configure Generic Object page, search for the generic object definition Country.
Employee Central Master Working with Foundation Objects
2. Click
Take Action
Make Correction .
3. Under Associations, in the Destination Object field, select the wrapper generic object that you have created in step 1 as in this example:
4. Click Save. c. Link the wrapper generic object to the foundation object: 1. Navigate back to the wrapper generic object by selecting Object Definition in the Search: field, and selecting the wrapper generic object. 2. To edit the wrapper generic object, click
Take Action
Make Correction .
3. Click the Details link for the externalCode field and make the following entries: ○ Data Type: Select Foundation Object. ○ Valid Values Source:Enter the HRIS-element ID of the foundation object as defined in the Corporate Data Model. In this example, we want to have an association to the payComponent or eventReason foundation object. ○ Field Criteria: ○ Destination Field Value: Enter: parent.effectiveStartDate ○ Source Field Name: Enter start-date See this example:
Employee Central Master Working with Foundation Objects
4. Click 5. Click 2. Import content for the Country generic object: a. Log in to Confluence, and download the Country.csv file:https://mysp.successfactors.com/ productcentral/Pages/display/prodinfo/data+models+and+picklists/default.aspx Partners use this link:https://partners.successfactors.com/productcentral/Pages/display/prodinfo/ data+models+and+picklists/default.aspx b. Go to Administration Tools. In the Company Processes & Cycles portlet, select and Export Data
Employee Central Master Working with Foundation Objects
3. For each country, assign the event reason/pay component relevant for that country. a. Go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
.
b. In the Search: field, select the Country generic object. c. In the field next to Country, select the corresponding country, for example: United States (USA). d. Click
Take Action
Make Correction .
e. Under Event Reasons, select the corresponding event reasons as in this example:
Employee Central Master Working with Foundation Objects
Note Note the following: ○ Assign the country-specific event reasons or pay components to the relevant country only. ○ Assign the globally applicable event reasons or pay components to all countries. f. Under Pay Components, select the corresponding pay components accordingly. g. Click Save. Repeat these stepts for all relevant countries.
5.9
Which foundation objects can you use to handle jobrelated areas?
Overview Some of the foundation objects can be used to handle compensation-related issues.
Employee Central Master Working with Foundation Objects
Pay-Related Objects A-Z ● PayCalendar*(hris-element-id: payCalendar) The PayCalendar foundation object stores all the pay periods within a year. For example, June 1 – June 15 2010 could be one pay period. ● PayComponent (hris-element-id: payComponent) An employee’s pay is comprised of more than one component, such as: ○ Basic salary ○ Target bonus ○ Company car allowance ○ In the case of each component, a company needs to define the following: ○ Whether the component is recurring or one-time. If recurring, how often it is paid (this is called the “frequency”; see below). ○ Whether the component is paid as an absolute amount or percentage. ○ If percentage, what the percentage is based on. For example, is it based on how many units of a particular product the employee makes or sells? ◦Is it actual pay or a target? ○ Should it be visible to managers on Manager Self Service? ○ Is it used by the Comp Planning module? ○ Taxable or Non-Taxable ○ Frequency (hris-element-id: frequency) Frequency is used by the PayComponent foundation object how often a pay component is paid - for example, annually. ● PayComponentGroup (hris-element-id: payComponentGroup) It is possible to group pay components into pay component groups. The amount of a pay component group is equal to the sum of the pay components it includes. If the amounts in question are in different currencies or for periods of less than a year, the system automatically annualizes them and converts the currencies. ● PayGrade (hris-element-id: payGrade) Pay Grade is a foundation object related to Job Classification. A Job Classification is connected by default to a Pay Grade. This is optional and you can turn it off in the Corporate Data Model sing the 'grade' field on the 'jobCode' element. To do this, simply set visibility to “none”. ● PayGroup (hris-element-id: payGroup) We recommend that you group people who share the same payroll-related attributes into one pay group. For example, employees in Europe who are all paid by SAP Payroll and paid bi-weekly can be grouped into one European Pay Group. ● PayRange (hris-element-id: payRange) Pay Range is primarily used for the calculation of Compa Ratio and Range Penetration Your company can define as many pay ranges as required.
Related Information Foundation Object Tables [page 384]
Employee Central Master Working with Foundation Objects
As part of the phased migration of Foundation Objects (FO) to the Metadata Framework (MDF), the following Foundation Objects are now MDF Foundation Objects (also referred to as GOs). Any organizational information configured using these FOs will now be configured using the corresponding MDF FO. This Foundation Object...
Was migrated in this release...
Cost Center
November 2014 Release
Department
Q2 2015 Release
Division
Q2 2015 Release
Business Unit
Q2 2015 Release
Legal Entity
Q2 2015 Release
Legal Entity Local
Q2 2015 Release
As part of the migration: ● The object definition for these FOs have also been migrated from the Corporate Data Model to MDF. As a result, the migrated Foundation Objects will no longer be configured in the Corporate Data Model. Instead, the Admin Tools > Company Processes and Cycles > Company Settings > Configure Object Definitions page will be used to configure these MDF Foundation Objects and the Admin Tools > Company Processes and Cycles > Employee Files > Manage Data page will be used to manage these MDF Foundation Objects . ● The currency and country fields of the Legal Entity FO are now GOs. Any references to these fields will now refer to the corresponding GO. ● All instances of these objects and related data such as associations, translations, and audit data have been migrated to the respective entities in MDF. ● Picklists referenced by the fields on these objects are migrated to MDF picklists and kept in sync with the ECV2 picklist. Cascading picklists have also been migrated. ● Rules with the base object FO costCenter, businessUnit, division, department, and company or rules referring to these obects have been migrated to rules based on their corresponding GOs. For example, a rule referring to the FO costCenter now refers to the GO CostCenter. ● Open workflows for the migrated FOs, mentioned above, have been migrated to MDF-based workflows for further processing. ● Permissions for the new migrated FOs have been migrated to the permission category for migrated Foundation Objects and stored as MDF permissions. ● Existing ad-hoc reports now work based on the migrated Foundation Objects. For Advanced Reporting (ODS), the reports will be migrated when first invoked after migration.
Employee Central Master Working with MDF Foundation Objects
For information on defining an effective migration strategy, we recommend using the Employee Central: Migrating Foundation Objects Guide and the Metadata Framework (MDF) Implementation Guide as additional references.
6.2
Setting Permissions for MDF Foundation Objects
To ensure that all users are able to view and select information on the New Hire, Employee Self Service (ESS), and Manager Self Service (MSS) pages, it is important to apply certain permission settings to the MDF FOs. Without these settings, users will not be able to view or select values from a dropdown associated with a field of the MDF FO (also referred to as value help). For example, if the setting is not applied to the Legal Entity MDF FO, the user will not be able to view or select any Legal Entity value from the dropdowns. You will need to perform the following tasks: ● Define permissions for all employees ● Define permissions for Admin Users
6.2.1
Defining Value Help Permissions for Everyone
This section describes the steps involved in granting Value Help Read Only permissions for everyone. The objective of these steps is to set Read Only permission for the name and external code fields of the MDF FOs and set the rest of the fields to No Access. The steps are as follows: 1. Navigate to Admin Tools. 2. From the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles .
3. Click the Create New button. 4. In the Role Name field, specify a name for the role. For easy recall, let's name this role MDF Foundation Objects Value Help Read. 5. Click the Permission button. 6. Click MDF Foundation Objects. The permission settings page is displayed listing all the MDF FOs. Repeat the steps here onwards for the following MDF Foundation Objects: Cost Center, Business Unit, Division, Department and Legal Entity. 7. Let's start by defining settings for BusinessUnit. We will now apply Read Only permissions to the externalCode field. 1. Select the View Current checkbox. 2. Select the Field Level Overrides checkbox. Additional options are displayed. 3. From the Field dropdown, select the field corresponding to name. In this case, Business Unit Code. 4. From the Permission dropdown next to the field name, select Read Only. 5. We will now set Read Only permission for the name field. In this example, select Business Unit Name from the Field dropdown and apply the Read Only permission. 6. Now, repeat this for all other fields displayed in the Field dropdown but set Permission to No Access, as shown below. Employee Central Master Working with MDF Foundation Objects
Now, repeat these steps for the remaining MDF FOs. When you complete this step, click Done and assign the role to Everyone.
6.2.2
Defining Value Help Permissions for Admins
This section describes the steps involved in granting Value Help Read Only permissions for Admin users. You will want to make sure that Admins have permission for all tasks. There might be cases where you want two or more roles to handle different activities. For such cases, you can create more roles and grant permission accordingly. The steps to grant Admins permission is as follows: 1. Navigate to Admin Tools.
Employee Central Master Working with MDF Foundation Objects
2. From the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles .
3. Select the Admin role. 4. Click the Permission button. The Permission Settings page is displayed. 5. Select MDF Foundation Objects. 6. A set of permissions is displayed for each MDF Foundation Object. Grant permissions for each of the following MDF Foundation Objects as shown below: Cost Center, Business Unit, Division, Department and Legal Entity.
Click Done when you finish assigning permissionf for all MDF Foundation Objects listed above.
6.3
Defining the Search Criteria
Procedure 1. Select Admin Tools from the main navigation menu 2. In the Company Processes and Cycles portlet, select Company Settings > Configure Object Definitions. 3. In the search field, select Object Definition and then select the Object for which the criteria is to be defined. For this example, let's select Business Unit. The Object Definitions page now displays the current configuration for the GO BusinessUnit. Employee Central Master Working with MDF Foundation Objects
4. Select Make Correction from the Take Action dropdown.
5. Scroll down to the Searchable Fields section. Note that while the search criteria will appear blank, the externalCode and name fields are already implicitly defined as part of the search criteria. These are default search keys and do not need to be manually configured. In the empty text box below, specify the name of any other field you would like to make searchable. You can choose from the list of fields mentioned in the Fields section.
6. Click Save.
Note 1. Default search-criteria for the fields externalCode and name are defined by default and do not need to be manually configured. 2. For the fields of type GO and Picklist, the field needs to be added in the search criteria. For example, if department is a field pointing to a Department GO, then department.name would need to be added to the search criteria.
6.4
Working with Associations, Field Criteria and Value Help
With the migration of FOs to MDF FOs (GOs) the HRIS elements of the migrated objects are no longer available in the Corporate Data Model XML as an association destination. Instead, associations from the GOs to another FO or GO are now defined in MDF. For associations from a GO to a FO, associations cannot be directly defined. Instead, a wrapper GO is used. A wrapper is not required for associations to custom FOs as these are considered to be GOs.
Employee Central Master Working with MDF Foundation Objects
The table below describes the different associations possible. Here mFO refers to the MDF FO; cGO refers to a custom FO; FO refers to Foundation Objects defined in the Corporate Data Model. Association before
Is defined in
Migration
Association after
Is defined in
Details
migration
mFO – cGO
Corporate Data Model
mGO – cGO
MDF
mFO – FO
Corporate Data Model
mGO – FO using WrapperGO
MDF
Here you cannot have a direct association. Therefore, a WrapperGO is created during migration. The wrapper instances are created and association data is migrated.
cGO – mFO using custom WrapperGO
MDF
cGO – mGO using custom WrapperGO
MDF
The data type of the custom wrapper’s external code is set to GO.
FO – mFO
Corporate Data Model
FO – mGO
Corporate Data Model
Here FO is changed to GO in the association definition.
mFO – mFO
Corporate Data Model
mGO – mGO
MDF
Defined in Configure Object Definitions page. The association type is valid-when.
mGO - mFO using
MDF
wrapper GO
mGO - mGO
MDF
The association using the wrapper GO is replaced by a direct association between the two GOs .
Example Association from FO costCenter to an FO or GO defined in the Corporate Data Model before the migration: After the migration, the association to FO Location is migrated to the MDF association with name cust_toFOWLocation and destination object type FOWLocation. Here, FOWLocation is the wrapper GO for the FO Location. The association to the wrapper GO is modeled as Type "Composite" and Multiplicity "One To Many". The association to the custom FO Sub Division (GOSubDivision) will be modeled as an association of Type "Valid When" and Multiplicity "One To Many".
Employee Central Master Working with MDF Foundation Objects
Example Association from FO to FO costCenter defined in CDM before the migration: Association from FO to GO CostCenter defined in the Corporate Data Model after the migration:
Example If you have implemented a GO with composite association to cost center, you must define an association from the GO to costCenter FO. For that you must implement a wrapper GO as proxy for the costCenter FO. After the migration, the wrapper GO will be the proxy for the GO CostCenter. If the wrapper GO is not used for other purposes, we recommend that you change the association definition at the GO and have GO CostCenter as the association destination instead of the wrapper GO. Before the migration, cost center was an FO, and it is now a GO. If you want to maintain the GO CostCenter assignments, you can use the Manage Data page. All the filtering on Job Information and Position works as before. Now you have a new element called Field Criteria:
Employee Central Master Working with MDF Foundation Objects
Earlier, the value help on custom-defined fields would automatically filter out associated Generic Objects. After migration, the field criteria can be used to change the value help behavior as to which field shall be filtered as child field. You can restrict the value list of the GO source depending on the GO/FO destination selection, while associating GO source to a GO/FO destination. If FO is the association destination, you perform this task using a GO Wrapper. If you want to filter an FO-related field by a GO-related field, you define a One-to-Many association at the FO HRIS element type in the Corporate Data Model and enter the GO type as the association destination. You must add field criteria in Job Info at the field that is filtered. Earlier, the element Field Criteria was not required, and the parent/child field relationship was reversed.
Example On Job Info, the cost center field is filtered by business unit and a custom field custom-string2 referring to GO cust_GCC:
Example On Job Info, location field is filtered by cost center field: Employee Central Master Working with MDF Foundation Objects
For the migrated FOs Business Unit, Division, Department and Legal Entity, FO Wrapper types are now deprecated. You must not use them any more. If Cost Center has an association to an FO Wrapper, it will be migrated to the mapped GO and association type will be changed to valid-when. This is applicable for associations to Business Unit, Division, Department and Legal Entity only. A few scenarios are explained below.
Example If the Department is restricted, the field criteria is always defined at the restricted field, The field criteria in this case will be as follows: The source field name must be in the format .internalId and destinationFieldValue will be in the format
Example If there is an association from Business Unit to Location, a wrapper will be required for the association. Additionally, if there is an association from Business Unit to Cost Center, it will be a direct association since this is an mGO - mGO association:
6.5
Importing MDF Foundation Objects
The import now updates all the migrated FOs such as Cost Center, Business Unit, Division, Department, Legal Entity, and Legal Entity Local. For example, cost center import updates the GO CostCenter instead of FO costCenter. The Import and Export Data page continues to be the entry point for cost center imports. Scheduled Jobs will run as before, without any change. There are a few areas with change in behavior, but for critical areas, backward compatibility is maintained. You will notice a change in behavior in the following areas: ● You can use the standard MDF imports page as an alternate entry page to import the migrated FOs. In this case, you need to use the MDF import template for all the objects, which has a different structure than that of the standard import. ● Import template is enhanced to support translations. You are not required to import translations through a separate MDF import to the GO FOTranslations.
Employee Central Master Working with MDF Foundation Objects
● MDF import does not support localized format for numbers. The date format is now supported. Hence the localization will happen based on the locale of the logged-in user. ● Translations for fields on all migrated FOs are not imported to the MDF object FO Translations. ● Threshold field is not honored in case of import of all the GOs. MDF imports always run asynchronously. ● Synchronous mode validation and import is not supported for the GOs. ● End Date is not exposed in the enhanced template. ● When future-dated associated values are entered in the import file, no error message appears. Instead, it shows blank value. ● Quick validations in MDF are not supported. ● Full purge is recommended over Incremental Load. See the examples below:
Example Delimit Cost Center by inserting new associations: Let's say Location was associated to the Cost Center in the Corporate Data Model as a One-to-Many relationship, and we import Cost Center value CC1 in Incremental Mode, with associated locations as Loc1, Loc2, and Loc3 on January 15, 2001. If we import new record for CC1 with no location values for January 1, 2014, original associations with location, that is Loc1, Loc2 and Loc3, will be retained. This is different from the ECV2 foundation data import, where the import delimits CC1 with no associated locations.
Example Delimit Cost Center by removing existing associations: Suppose Cost Center has a Valid When association with a customer GO cust_GO with values GO1 and GO2. We import a Cost Center record CC1 with association GO1 on January 1, 2014 and another import with association GO2 on January 2, 2014, through incremental load. On January 2, 2014, Cost Center record has both GO1 and GO2 associations. Here GO1 is carried forward to the next record, which was not the case in ECV2 foundation data imports.
Example Delimit Legal Entity by removing existing associations: Suppose Legal Entity has a Valid When association with a customer GO cust_GO with values GO1 and GO2. We import a Legal Entity record LE1 with association GO1 on January 1, 2014 and another import with association GO2 on January 2, 2014, through incremental load. On January 2, 2014, Legal Entity record has both GO1 and GO2 associations. Here GO1 is carried forward to the next record, which was not the case in ECV2 foundation data imports.
Employee Central Master Working with MDF Foundation Objects
If you look at the Monitor Jobs page, you will notice that the Job Type column displays content related to MDF now:
Note that the error messages are displayed with the new field IDs, for example, effectiveStartDate instead of startdate.
Recommendation If you want to enhance, for example, the CostCenter object definition in MDF, use the MDF Import for cost center. For more information about imports, see Importing and Exporting MDF Data in the Metadata Framework (MDF) Implementation Guide. To add country-specific fields for a new country, see the How do you add country-specific fields for a new country section. For more information about imports, see Importing and Exporting MDF Data in the Metadata Framework (MDF) Implementation Guide.
Employee Central Master Working with MDF Foundation Objects
Related Information Adding a New Country and Related Fields to LegalEntity [page 153]
6.6
Adding a New Country and Related Fields to LegalEntity
Context Let us assume that you want to add India and its country-specific fields to LegalEntity. You'll need to follow these steps:
Procedure 1. Create a new MDF object that holds the country-specific fields . 2. Assign this new object as a child object to LegalEntity.
6.6.1
Step 1: Create a New MDF Object for the CountrySpecific Fields
Procedure 1. Navigate to Admin Tools. 2. From the Company Processes and Cycles portlet, select
Company Settings
Configure Object
Definitions . The Configure Objects Definitions page is displayed. 3. From the Create New dropdown select Object Definition. 4. In the Code field, specify a code for the new object. It is a good idea to follow the following naming convention: cust_LegalEntity. So, for this example, let's specify the code as cust_LegalEntityIND. 5. In the Effective Dating dropdown, select: From Parent. 6. In the Label field, provide a unique identifier. For this example, let's specify Legal Entity India. 7. Set API Visibility as required. Employee Central Master Working with MDF Foundation Objects
8. In the Fields section, click Details against externalCode. 9. Change the externalCode data type to Auto Number and set its Visibility to Not Visible.
10. Click Done to go back to the previous page. 11. Now, specify settings for the externalName field. Click Details next to externalName. 12. Set the externalName field visibility to Not Visible.
Employee Central Master Working with MDF Foundation Objects
13. Define the custom specific fields. For this example, we will add a string type field by the name of cust_IndiaField1. 14. Click Save. This will add a number of predefined MDF fields.
Employee Central Master Working with MDF Foundation Objects
Employee Central Master Working with MDF Foundation Objects
6.6.2
Step 2: Assign the New Object to Legal Entity
To assign the new country object to Legal Entity the steps are as follows:
Context
Procedure 1. Navigate to Admin Tools. 2. From the Company Processes and Cycles portlet, select
Company Settings
Configure Object
Definitions . The Configure Objects Definitions page is displayed. 3. From the Search dropdown, select Object Definition. 4. Select LegalEntity from the field next to it. 5. Select
Take Action
Make Correction .
6. Scroll down to the associations section and add a new association. We suggest following this naming convention: cust_toLegalEntity. So, for this example, we'll specify the name as cust_toLegalEntityIND. 1. Multiplicity: One to One 2. Destination Object: your newly created object (e.g. Legal Entity India) 3. Type: Composite 4. Details: 1. Condition fieldID: countryOfRegistration.code 2. Condition Values: , in our example: IND
Employee Central Master Working with MDF Foundation Objects
Starting with the Q2 2015 release, the country and currency fields of Legal Entity have been replaced with the Country and Currency GOs. As a result, HRIS elements with fields referring to countries or currencies are now based on the Country and Currency GOs. All currencies from CompCurrencyBean have been migrated to the GO Currency. The currencies from GO Currency instead of CompCurrencyBean are now visible in places where currencies are used (for example, PayComponent).
Employee Central Master Working with MDF Foundation Objects
With these new GOs, you can now add new countries and currencies, set them to 'inactive' and maintain associations as well. The steps to maintain these GOs are described below: 1. Navigate to Admin Tools. 2. In the Company Processes and Cycles portlet, select
Employee Files
Manage Data .
3. In the Search field, select Country. 4. In the field next to it, select the country for which you would like to view information. For this example, select India. 5. To view the translated country name, click the View Translations icon next to the country name:
6. To view the currency associated with a country, click the View Currency icon next to currency name. For this example, you'll see India as the country associated with this currency:
Employee Central Master Working with MDF Foundation Objects
Likewise, you can manage the currency using this page as well. Instead of country, select currency and proceed. Clicking the View Translations icon next to the currency name will show currency name translations:
To remove a currency from the dropdown list, enter the currency name. From History, select
Employee Central Master Working with MDF Foundation Objects
Now, change status to Inactive:
Recommendations ● Instead of deleting countries and currencies, we suggest setting them to Inactive ● You can import a full set of countries and/or currencies (includes translations) through pre-delivered files: https://ps.successfactors.com/productcentral/Pages/display/prodinfo/data+models+and+picklists/ default.aspx .
6.8
Changes to Workflow Behavior
Prior to the November 2014 release, you could create multiple workflows on the same cost center instance. With the November 2014 release, if a workflow has already been initiated on the cost center, no other transaction can be performed for that cost center. The same applies for the following MDF Objects with effect from the Q2 2015 release: Business Unit, Division, Department, and Legal Entity. For more information on changes as a result of the migration to MDF, refer to the Migrating to Foundation Objects Guide.
Employee Central Master Working with MDF Foundation Objects
This example shows you how you can customize a field. For this example, we'll be configuring the standard field glStatementCode as a picklist.
Procedure 1. Select Admin Tools from the main navigation menu. 2. In the Company Processes and Cycles portlet, select Company Settings > Configure Object Definitions. 3. In the Search field, select Object Definition and then select Cost Center.
The Object Definitions page now displays the current configuration for the GO CostCenter. 4. Select Make Correction from the Take Action dropdown. 5. In the Fields section, scroll down to glStatementCode and click Details.
6. Set the Visibility of this field to Not Visible.
10. In the Name field, specify a name for the picklist. Note that the name is automatically prefixed with cust_ when you move to the next field. 11. From the Data Type dropdown, select Picklist.
Context Note Generic objects are created using the Metadata Framework. This handbook concentrates on the use of generic objects in the context of Employee Central. You can find more detailed information about the Metadata Framework and its features in the Metadata Framework Implementation Handbook. Business Background What are generic objects and what do they do? You use generic objects for information and settings relating to the people working in the company, such as their compensation, vacation, and address information. You create generic objects in the Succession Data Model. Don't confuse them with foundation objects, which apply across your whole business and are used to set up the company's organization as well as the job structure. You create foundation objects in the Corporate Data Model. For complete information on the Succession Data Model, read the relevant documentation [page 84]. Before you can start using generic objects, you need to enable them for each company in Provisioning. Check under Admin Tools whether the generic tool options appear. If they don't, enable generic options proceed as follows:
Procedure 1. Log on to Provisioning. 2. Choose
Edit Company Settings
Company Settings
3. Select Enable Generic Objects.
Related Information What are data models? [page 57] What are the characteristics of Generic Objects? [page 167]
Employee Central Master Working with Generic Objects
How do you configure and manage Generic Objects? [page 167]
7.2
What are the characteristics of Generic Objects?
Features Here's a survey of the characteristics of generic objects. ● Each object has a technical ID, which you cannot change. There are different types of technical ID. Here are some examples: ○ Tab element ID: If you include a generic object with a tab element ID in your Succession Data Model, the relevant tab is available for use in your installation. You need to configure permissions for them though (see below). ○ Field ID: If you include a generic object with a field ID, that field is available for use in your installation. Again, you need to give each user the permissions they need to use the field. Each object has a label, which you can change to suit your requirements. It is possible to maintain this label in different languages if you need to. ● You have to enable generic objects in your system before you can use or see them. You do this by checking the Enable Generic Objects feature in Provisioning. ● You have to set permissions for generic objects, which determine who can use them and what they can do with them. ● In the case of field IDs, you can decide whether each field appears in your UI and, if so, whether it is for display only or whether users can change or edit the information in it.
7.3
How do you configure and manage Generic Objects?
Context Business Background Before you can use the generic objects entered in your Succession Data Model, there are certain things you need to do.
Procedure 1. The first step is to enable generic objects so that they appear at all in your installation. To do this, access Provisioning and check the Enable Generic Objects option. Employee Central Master Working with Generic Objects
2. Add any missing objects you want to use to your Succession Data Model. 3. Make sure users have the authorizations they need to use generic objects. a. To do this, go to Administration Tools. In the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles . b. Select the role name, such as System Administrator, whose permissions you want to manage. c. Click Permissions... d. On the Permission Settings screen, scroll down to Manage Generic Objects and specify which permissions users with this role should have. 4. Define permission checks for your generic objects. a. To do this, go to Administration Tools. In the Company Processes & Cycles portlet, select Settings
Company
Configure Generic Object Definition .
b. Search for the generic object for which you want to define permission checks and click
Take Action
Make Correction . c. Scroll down to the Security section, select Yes for the permission category Miscellaneous Permissions and save your changes. d. Go back to Administration Tools. In the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles . e. Select the role name, such as System Administrator, whose permissions you want to manage. f. Click Permissions... g. On the Permission Settings screen, scroll down to Miscellaneous Permissions and specify which permissions users with this role should have.
7.4
How do you create customer-specific Foundation Objects?
Context In addition to the foundation objects that SuccessFactors predelivers to capture company data, you can define more foundation objects specific for your customer. A generic object has to be created first, and then you refer to this generic object in the Succession or Corporate Data Model.
Procedure 1. Tell the Admin to give you the external code of the generic object the customer has created. You might have to tell the Admin where they can create a generic object in the system: Go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Central Master Working with Generic Objects
This is an example of what such a generic object could look like:
Note For more details about the different fields and options on this page, refer to the Metadata Framework Implementation Handbook. 2. Download the Succession or Corporate Data Model from Provisioning and open it in an XML editor. 3. In the Succession or Corporate Data Model, add a customer-specific field as a custom-string and add the type attribute referencing the external code of the generic object, as in this example:
Note For cost center field id, refer to the CostCenter Data Object table. ○ destination hris-element-id: This is the HRIS-element ID of the employment object. You find the correct ID you need to enter here either in the XML file for the Succession Data Model, or in the Employment Object Tables. ○ field-id: This is the HRIS-field ID of the field that belongs to the HRIS element and to which you want propagate the values from the foundation object field. If you are referencing a country-specific field, you have to insert the country code as follows: You must have defined the country-specific Corporate Data Model and the country-specific Succession Data Model before, as this is where you define the field IDs you are referencing. In this example, customstring2 is a field defined in the country-specific Corporate Data Model for USA, under HRIS element jobClassLocal. eeo1–job-category is a country-specific field you have set up before in the country-specific Succession Data Model, where it has been defined for country USA for the HRIS element jobInfo. Consider another example where you want to reference a country specific field of legal entity, you will have to add code as follows: In this example, LegalEntityUSA is the country-specific object id defined in the Configure Object Definition page for the country USA. b. Map the foundation objects to the corresponding employment objects by inserting propagation mapping at the end of the XML file.
You have to set up a propagation mapping for every combination of foundation object to employment object. You always map from the external code of the foundation object to a specific field of the employment object in the following format: ○ foundation-field: This consists of the HRIS-element ID of the foundation object (company) and the HRIS-field ID of the external code (externalCode). ○ hris-field: This consists of the HRIS-element ID of the employment object (jobInfo) and the HRIS-field ID of the field that is connected to the external code of the foundation object field (company). To find out which field ID you have to enter here, refer to the table below. In this table, you find the correct employment object field ID. Look for the foundation object from which you are propagating, then for the employment object you are propagating to. In the same row of the table, you find the correct employment object field you need to map the propagation with. This is always the same field, no matter which field of that employment object you are actually using in the propagation rules. Table 30: Foundation object (HRISelement ID)
Foundation object field (HRIS-field ID)
Employment object (HRIS-element ID)
Employment object field (HRIS-field ID)
company
externalCode
jobInfo
company
businessUnit
externalCode
jobInfo
business-unit
location
externalCode
jobInfo
location
division
externalCode
jobInfo
division
department
externalCode
jobInfo
department
jobCode
externalCode
jobInfo
job-code
jobClassLocal
externalCode
jobInfo
job-code
payGroup
externalCode
jobInfo
pay-group
payGroup
externalCode
compInfo
pay-group
payGrade
externalCode
jobInfo
pay-grade
payGrade
externalCode
compInfo
pay-grade
payComponent
externalCode
payComponentRecurring
pay-component
payComponent
externalCode
payComponentNonRecur ring
pay-component-code
frequency
externalCode
compInfo
pay-frequency
frequency
externalCode
payComponentRecurring
frequency
Let's say you want to propagate the field values from the timezone field of the location to the timezone field in the job information portlet as in this example:
... To have the system execute this propagation rule, you need to insert a mapping from the location foundation object to the jobInfo employment object. If such a propagation mapping already exists in the XML file, you do not have to add it again. But if it is not there yet in the XML file, add the following propagation mapping at the end of the XML file: 3. Upload the propagation rules in Provisioning under
Succession Management
Import/Export HRIS
Propagation Configuration XML .
Related Information Foundation Object Tables [page 384] Employment Object Tables [page 472]
8.2
Setting up event-reason derivation rules
Prerequisites 1. Upload events and employee status picklists. There is a predelivered list of events and employee statuses that you should not change. You can change the labels, but you cannot add new events or employee statuses. You can also choose to use only part of the predelivered events. For more information about picklists, see How do you manage picklists? 2. In Provisioning, go to Edit Company Settings Company Settings . Under Employee Central, select the checkbox Enable youCalc rules engine for HRIS [Not Ready for Sales/Production] — requires “Employee Central V2 (i.e., Event Reason Derivation)” and “Effective Dated Data Platform”.
Note Only after enabling this setting will you see the link for importing/exporting the XML file for event-reason derivation rules. If you do not enable this setting, you cannot upload the XML file, and the user has to manually select the event and event-reason from the UI when changing an employee’s data.
3. The Admin creates event reasons in the system. You might have to show the Admin where this is done in the system: ○ To create an event reason, go to Administration Tools. In the Company Processes & Cycles portlet, select Employee Files
Manage Organization, Pay and Job Structures .
○ To mass upload event reasons via CSV file, go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Import Foundation Data .
Note SuccessFactors delivers a predefined list of standard event reasons. You can use this as a basis, even if you decide to use just some of them. You can find the most current version of this list as CSV file under this link: https://mysp.successfactors.com/productcentral/Pages/display/prodinfo/data+models +and+picklists/default.aspx . Partners use this link: https://partners.successfactors.com/productcentral/Pages/display/prodinfo/ data+models+and+picklists/default.aspx ○ If an event or event reason leads to a change of the employee status, the Admin has to define the corresponding employee status accordingly. For example, if the contract with an employee is terminated, the employee status should change to “Terminated”. If the employee is rehired, the employee status becomes “Active” again. If the event or event reason does not lead to a change of the employee status, for example, if an employee is promoted, the Admin has to leave this field on No Selection. ○ The Admin has to tell you the external code (Event ID) that was used to define the event reasons, as you need these later for the value in the XML file for event-reason derivation rules.
Context What are event-reason derivation rules? When the manager or Admin changes an employee’s data, for example, by increasing the salary or changing the department information, the reason behind this change is normally that an event has taken place in that employee’s professional life. In our example, the event could be a promotion or a transfer to another department. The information about which event lies behind this change is stored in the system for reporting purposes. However, such a change might also include a change to the employee’s status, for example, if the employee leaves the company, the employee status would be changed accordingly to reflect that the employee is no longer an active user in the system. You can create rules that define the event reason according to what change is done to an employee’s data, so that the system automatically selects the appropriate event reason. Depending on the event reason, the employee status is updated, if necessary. Why do you want to use event-reason derivation rules? If you don’t create derivation rules, the user has to manually select the event and the event-reason from the UI every time the user makes a change to the employee data that is linked to an event. However, this is timeconsuming and more error-prone, as the employee status depends on the event reason that is selected. What are events? Employee Central Master Creating Rules
Events are occurrences that span the various stages of an employee’s lifecycle from hire to rehire. Technically, events are defined in picklists. Events are predelivered by SuccessFactors; you can’t create new events or change existing ones, except for their labels. This is a list of events delivered by SuccessFactors: ● Additional Job ● Assignment ● Assignment Completion ● Job Change ● Completion of Probation ● Data Change ● Demotion ● Furlough ● Hire ● Job Reclassification ● Leave of Absence ● Pay Rate Change ● Position Change ● Probation ● Promotion ● Rehire ● Return from Disability ● Return to Work ● Suspension ● Termination ● Transfer ● Add Global Assignment ● End Global Assignment ● Obsolete ● Start Pension Payout What are event reasons? Event reasons are defined by the customer. They are used to define more specifically the reason why an event has taken place. For example, the event “Termination” can take place either because the employee’s performance was not sufficient, or because the employee wanted to change company. In this example, if the company wants to differentiate between the two possibilities, you define two event reasons that you could call “TerminatedPerformance Issues”, or “Terminated – By Employee”. You can create as many event reasons for an event as you like. Technically, event reasons are foundation objects. This means that the Admin can create event reasons under Administration Tools, in the Company Processes & Cycles portlet, under
Employee Files
Manage Organization,
Pay and Job Structures , or mass upload data via CSV file under Administration Tools, in the Company Processes & Cycles portlet, under
Employee Files
Import Foundation Data .
Are event reasons mandatory? Yes. Even if a company decides not to create own event reasons for the purpose of narrowing down the reasons why an event takes place, the Admin has to create an event reason for each event that the company uses. This is
because the system defines the employee status after an event has taken place by what has been defined in the event reason. For example, the employee status after the event reason “Terminated – By Employee” is “Terminated”. If the employee status was “Active” before, it will change to “Terminated” after the event with the corresponding event reason has taken place. For a minimum setup, the Admin should create one (or several) event reasons for the following: ● Hire event ● Rehire event ● Termination event ● changes to Job Information and Compensation Information You can associate the event reason for such changes to the Data Change event, or you create more specific event reasons for the events Promotion, Transfer, Pay Rate Change, and so on. ● If Leave of Absence is activated, you need to create event reasons for the events Leave of Absence and Return to Work.
Procedure 1. Download the XML file for event-reason derivation rules. ○ If you're setting up event-reason derivation rules the first time for a company, download the most current version from this link: https://mysp.successfactors.com/productcentral/Pages/display/prodinfo/data +models+and+picklists/default.aspx . Partners use this link: https://partners.successfactors.com/productcentral/Pages/display/prodinfo/ data+models+and+picklists/default.aspx ○ If you're changing already uploaded event-reason derivation rules, download the XML file from Provisioning under
Succession Management
Import/Export Rules XML for EventReason Derivation .
2. Open the XML file in an XML editor and adjust it according to the company's requirements. You do this by copying an existing rule and changing the following values: a. Enter a unique rule ID (for example, rule-18). b. Enter the external code of the event reason the Admin has created before as the value of the event-reason derivation rule. Consider the following: ○ You can only configure rules for events and event reasons that are used under Employment Information in the Job Information portlet (HRIS-element ID: jobInfo) or in the Compensation Information portlet (HRIS-element ID: compInfo), and for the foundation object payComponentGroup which is used to identify salary changes. ○ You cannot create rules for the following events: ○ Hire ○ Rehire ○ Termination ○ Leave of Absence ○ Return to Work ○ Consider the sequence of events as the system reads the file from top to bottom and the first rule that is met is applied (see below under Sequence of event reasons in the XML file). c. Choose the logical operand you want to use: , , or . For some examples, see below under XML examples in section Logical operands for rules configuration. Employee Central Master Creating Rules
d. Choose the comparative operand you want to use: , , or . For some examples, see below under XML examples in section Comparative operands for rules configuration. e. Enter the ID for the field change that is supposed to trigger the rule. Follow this format: hris-element-id.hris-field-id You can find examples below under XML examples in section Examples for event-reason derivation rules. f. A catch-all event reason is included at the end of the standard XML file — keep this in the XML file and do not change it. For more information, see below under XML examples in section Catch-all event. 3. Upload the XML file in Provisioning under
Succession Management
Import/Export Rules XML for
EventReason Derivation .
Related Information XML Examples (Event-reason derivation rules) [page 202]
8.2.1
What do you need to do before you can use eventreason derivation rules?
Procedure 1. Upload events and employee status picklists. There is a predelivered list of events and employee statuses that you should not change. You can change the labels, but you cannot add new events or employee statuses. You can also choose to use only part of the predelivered events. For more information about picklists, see Working with ECV2 (Legacy) Picklists [page 345] 2. In Provisioning, go to Edit Company Settings Company Settings . Under Employee Central, select the checkbox Enable youCalc rules engine for HRIS [Not Ready for Sales/Production] — requires “Employee Central V2 (i.e., Event Reason Derivation)” and “Effective Dated Data Platform”.
Note Only after enabling this setting will you see the link for importing/exporting the XML file for event-reason derivation rules. If you do not enable this setting, you cannot upload the XML file, and the user has to manually select the event and event-reason from the UI when changing an employee’s data. 3. The Admin creates event reasons in the system. You might have to show the Admin where this is done in the system:
○ To create an event reason, go to Administration Tools. In the Company Processes & Cycles portlet, select Employee Files
Manage Organization, Pay and Job Structures
.
○ To mass upload event reasons via CSV file, go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Import Foundation Data .
Note SuccessFactors delivers a predefined list of standard event reasons. You can use this as a basis, even if you decide to use just some of them. You can find the most current version of this list as CSV file under this link: https://mysp.successfactors.com/productcentral/Pages/display/prodinfo/data+models +and+picklists/default.aspx . Partners use this link: https://partners.successfactors.com/productcentral/Pages/display/prodinfo/ data+models+and+picklists/default.aspx ○ If an event or event reason leads to a change of the employee status, the Admin has to define the corresponding employee status accordingly. For example, if the contract with an employee is terminated, the employee status should change to “Terminated”. If the employee is rehired, the employee status becomes “Active” again. If the event or event reason does not lead to a change of the employee status, for example, if an employee is promoted, the Admin has to leave this field on No Selection. ○ The Admin has to tell you the external code (Event ID) that was used to define the event reasons, as you need these later for the value in the XML file for event-reason derivation rules.
8.2.2
How do you set up event-reason derivation rules?
Context
Procedure 1. Download the XML file for event-reason derivation rules. ○ If you're setting up event-reason derivation rules the first time for a company, download the most current version from this link: https://mysp.successfactors.com/productcentral/Pages/display/prodinfo/data +models+and+picklists/default.aspx . Partners use this link: https://partners.successfactors.com/productcentral/Pages/display/prodinfo/ data+models+and+picklists/default.aspx ○ If you're changing already uploaded event-reason derivation rules, download the XML file from Provisioning under
Succession Management
Import/Export Rules XML for EventReason Derivation .
2. Open the XML file in an XML editor and adjust it according to the company's requirements. You do this by copying an existing rule and changing the following values: Employee Central Master Creating Rules
a. Enter a unique rule ID (for example, rule-18). b. Enter the external code of the event reason the Admin has created before as the value of the event-reason derivation rule. Consider the following: ○ You can only configure rules for events and event reasons that are used under Employment Information in the Job Information portlet (HRIS-element ID: jobInfo) or in the Compensation Information portlet (HRIS-element ID: compInfo), and for the foundation object payComponentGroup which is used to identify salary changes. ○ You cannot create rules for the following events: ○ Hire ○ Rehire ○ Termination ○ Leave of Absence ○ Return to Work ○ Consider the sequence of events as the system reads the file from top to bottom and the first rule that is met is applied (see below under Sequence of event reasons in the XML file). c. Choose the logical operand you want to use: , , or . For some examples, see below under XML examples in section Logical operands for rules configuration. d. Choose the comparative operand you want to use: , , or . For some examples, see below under XML examples in section Comparative operands for rules configuration. e. Enter the ID for the field change that is supposed to trigger the rule. Follow this format: hris-element-id.hris-field-id You can find examples below under XML examples in section Examples for event-reason derivation rules. f. A catch-all event reason is included at the end of the standard XML file — keep this in the XML file and do not change it. For more information, see below under XML examples in section Catch-all event. 3. Upload the XML file in Provisioning under
Succession Management
Import/Export Rules XML for
EventReason Derivation .
8.2.3
XML Examples (Event-reason derivation rules)
Examples for event-reason derivation rules Field change triggers rule To have any kind of change to a field value on the UI trigger a rule, use the inverse=”true” attribute as in the following example: JOB_CHANGE
XFER In the first rule, you define that if the job code is changed, the event reason code is JOB_CHANGE. Job code is a field of the HRIS element jobInfo. To refer to the field use the syntax hris-element-id.hris-field-id. If this field is changed, the event reason JOB_CHANGE is applied. The value has to be the same as the external code of the event-reason foundation object the Admin creates under Administration Tools, in the Company Processes & Tools portlet under
Employee Files
Manage Organization, Pay and Job Structures .
The second rule defines that when location and cost center are changed, but the manager stays the same, the event-reason code is XFER for transfer. Field change to a certain value triggers rule Instead of just checking if a field is changed, you can also define a rule that is met when a certain value is chosen. For this, you use the compareToNew attribute and specify the value that triggers the rule. In the following example, if an employee's department is changed to “ENG”, the rule ENG_DEPT_CHANGE is used. The compareToNew attribute determines whether to use the new value for comparison or the old value; that is, if the compareToNew attribute value is true, the rule is met: ENG_DEPT_CHANGE You can also set the compareToNew attribute to “false” if you want to evaluate the initial value of an attribute as in the following example: Change to specific data object triggers rule Instead of defining the HRIS-field ID as you did in the previous examples, you can also define the ID of a specific foundation, person or employment object. In the following example, the pay component group “A1” has been defined in the system. “A1” is the external code of the pay component group (standard label on the UI is Pay Component Group ID). In the XML file, you follow this syntax: hris-element-id.externalCode The following rule is met when a change, such as a salary change, to A1 takes place:
Logical operands for rules configuration ● AND: Both conditions have to be true. ● OR: At least one of the conditions has to be true. ● XOR: a XOR b is true only when one of a, b is true, but NOT both are true (a so-called “exclusive OR”). Example for “AND” The logical operand “AND” allows you to define events that involve changes on fields belonging to different HRIS elements. For example, the customer can define an event called promotion, when the job code changes (jobcode) and the salary increases (AnnualizedSalary). job-code and AnnualizedSalary come from different HRIS elements (jobInfo and payComponentGroup). You would define this as follows: JOBTRN job-code is a field that belongs to the HRIS element jobInfo. jobInfo is an employment object that is defined in the Succession Data Model. PayComponentGroup is a foundation object that is defined in the Corporate Data Model. AnnualizedSalary is the external code of a payComponentGroup that the Admin creates under Administration Tools, in the Company Processes & Tools portlet under
Employee Files
Manage Organization, Pay and Job Structures .
The above rule means that if the job code field from the Job Information portlet is changed and the AnnualizedSalary (which is the sum of the Pay Component Groups) is changed in the Compensation Information portlet, the event reason will be determined as JOBTRN.
Note You cannot combine AND with OR, but you would have to create 2 different rules. For example, if you want a rule for a data change to manager and cost center or department, you have to set up a rule for a data change to manager and cost center, and then a second rule for manager and department.
Comparative operands for rules configuration ● Greater: The new value is greater than the old value. ● Lesser: The new value is less than the old value. ● Equal: The new value is the same as the old value. If you want to set something to unequal, meaning data has changed, add inverse=”true” to it as in this example: Example for “greater” In this example, the rule is met when the value for the pay grade is increased: PAYGRADEINC Example for “lesser” In this example, the rule is met when the value for the pay grade is lower than before: PAYGRADEDEC Example for “equal” “Equal” is mostly used in its reverse sense, meaning, that something has changed and thus is not equal anymore. This is achieved by adding the inverse=”true” attribute. In the following example, the rule is met when the location in the job information portlet is changed: PAYGRADEDEC
Sequence of event reasons in the XML file When a change occurs for job information or compensation information, the system checks whether an event reason derivation rule applies by reading the XML file from top to bottom. The first rule that applies is picked; all Employee Central Master Creating Rules
following ones are ignored. So, in the following example, if the user changes the company AND the cost center on the UI, only the first rule will be applied: PAYXFRDATACOST This means that, when setting up rules, you either have to prioritize the event reasons accordingly or configure the various combinations by using logical operands as explained above. So in this example, if you want a rule to be triggered when the user changes the company OR the cost center OR both, you define this as follows: COMPCOSTC
Catch-all event If the system has not detected a matching rule in the XML file, the catch-all event defines that the data change is stored as such in the system. This is to make sure that even if no matching rule is found, the system derives an event reason. This is necessary because all changes that are connected to an event need an event reason assigned to them as described above under Are event reasons mandatory? JOBREL_WORKFLOW It is not possible to configure the same rule using business rules framework since all picklist options with external_code = custommanager will match the rule. 3. It is not possible to access multiple entities in one rule for non-hire cases. For instance the Global Assignment entity cannot be used in conjunction with the jobInfo entity in a single rule for an “Add Global Assignment” case.
Employee Central Master Using MDF-Based Business Rules
Mapping Existing YouCalc Rules to Rules in the Business Rules Framework
This section describes how rules defined in the existing youCalc rules XML file can be configured using the business rules framework to derive workflow configuration. Consider the extract of a sample youCalc workflow derivation rules XML below. COMMONWFNEWHIREWF There are two rules defined one intended to handle common data changes and the other to handle the new hire case. This scenario can be realized using the business rules framework by creating multiple rules as shown below: 1. RULE_ID : RULE_JOBINFO_WF Base Object: Job Information Model Rule Definition: IF jobInfo.jobCode.Value NOT EQUAL TO jobInfo.jobCode.PreviousValue OR jobInfo.FTE.Value NOT EQUAL TO jobInfo.jobCode.PreviousValueTHEN SET jobInfo.wfConfig.Value = COMMONWF. 2. RULE_ID : RULE_COMPINFO_WF Base Object: Compensation Info Model Rule Definition: IF compInfo.pay-type.Value NOT EQUAL TO compInfoM.pay-type.PreviousValue OR compInfo.benefitsRate.Value NOT EQUAL TO compInfo.benefitsRate.PreviousValueTHEN SET compInfo.wfConfig.Value = COMMONWF. 3. RULE_ID: RULE_GLOBALASSIGNMENT_WF Base Object: Global Assignment InfoModel. Rule Definition: IF globalAssignmentInfo.assignment-type.Value NOT EQUAL TO globalAssignmentInfo.assignmenttype.PreviousValue THEN SET globalAssignmentInfo.wfConfig.Value = COMMONWF. 4. RULE_ID: RULE_PERSONALINFO_WF Base Object: Personal Info Model
Employee Central Master Using MDF-Based Business Rules
Rule Definition: IF personalInfo.suffix.Value NOT EQUAL TO personalInfo.suffix.PreviousValue THEN SET personalInfo.wfConfig.Value = COMMONWF. 5. RULE_ID: RULE_NEWHIRE_WF Base Object: Employee Information Rule Definition: IF employeeInformation.jobInfo.eventReason = New Hire (H) THEN SET employeeInformation.wfConfig.Value = NEWHIREWF
Employee Central Master Using MDF-Based Business Rules
10.1 What are approval workflows? You can define workflows to set up approval processes for changes the manager or employee makes to an employee's data. Let's say you have set up a workflow for changes to the national ID of an employee. If the user changes this national ID, a popup shows who has to approve this change. If the user confirms the change, the approver gets an approval request in the To-Do List. The change is not processed by the system until the approver approves the request.
10.2 When do you want to use approval workflows? The Admin defines which changes to an employee’s data trigger an approval workflow, and who needs to approve the change. For example, if the employee creates a leave of absence, the manager has to approve it. Or if the manager promotes an employee, the Admin can define that the manager's manager and the employee's HR responsible are automatically notified by email about this promotion and make their approval required. Only if both have approved this change, the change is processed by the system.
10.3 What are approver types? The Admin defines the approver of a workflow by selecting the approver type. There are three approver types: ● Role ● Dynamic Role ● Dynamic Group ● Position Role means that the approver is the employee, the employee's manager, the manager's manager, or the employee’s HR responsible. The Admin can also select whether the old or new manager has to approve a step when an employee's manager changes (Source for the old manager, Target for the new manager). Dynamic Role means you let the system find the right approver. For example, let's assume the Admin wants to define a controller role to represent the controller of a legal entity. Depending on the legal entity of the person for whom the data has been changed, the system selects the controller of that legal entity. Dynamic Group is a group of several approvers the Admin sets up before creating workflows. Any member of this group can approve the workflow request.
Employee Central Master Setting Up Approval Workflows
Position means that the person assigned to a specific position when the workflow is triggered is chosen as the approver of the workflow. If more than one person is assigned to the position at this time, the workflow is sent to all incumbents of that position. Any of these persons can approve the workflow request. You must have activated Position Management to be able to select positions as approver type. For more information about positions, see the Position Management handbook.
10.4 What do you need to do first before you can create workflows?
Procedure ● This is already included in the standard XML file for the Corporate Data Model: Make sure the foundation object for workflow has been created as well as the following HRIS elements for approval steps: ● This is already included in the standard XML file for the Succession Data Model: Make sure the pending approvals tab has been created: ● In the Succession Data Model, add the workflow-related HRIS elements you are going to refer to in your workflow rules. ● If you use event-reason derivation rules, create the rules required for your workflows in the corresponding XML file. For more information, see Setting up event-reason derivation rules [page 196]. ● If you want to use Dynamic Roles or Dynamic Groups, you need to create these first as described below.
10.4.1 How do you create Dynamic Roles?
Context As Dynamic Roles are foundation objects, the fields the Admin can fill out for setting up a new Dynamic Role have been previously defined in the Corporate Data Model. By default, all foundation objects on Job entity will be shown Employee Central Master Setting Up Approval Workflows
when you create a new Dynamic Role. If you want to hide any fields, set their visibility attribute to “none”. In the following example, the fields Event Reason and Pay Grade will not appear on the UI for creating a new Dynamic Role: The Admin can now create a Dynamic Role using the fields defined in the Corporate Data Model. You might have to show the Admin where this is done in the system:
Procedure ● Go to Administration Tools. In the Company Processes & Cycles portlet, choose
Employee Files
Manage
Organization, Pay and Job Structures . The Admin can choose several persons for a Dynamic Role. For example, it is possible to set up the following two entries: ○ Location Canada, department Sales, person Sarah Jones ○ Location USA, department Sales, person John Smith If the employee whose data is changed belongs to location USA, department Sales, then John Smith gets the approval request.
10.4.2 How do you create Dynamic Groups?
Context The Admin sets up Dynamic Groups in the system. You might have to show the Admin where this is done in the system:
Procedure ● Go to Administration Tools. In the Company Processes & Cycles portlet, choose
Employee Central Master Setting Up Approval Workflows
This is where the Admin sets up who is part of a Dynamic Group. Under Membership you can see how many people are part of this group. Once the workflow is triggered, all members of the Dynamic Group receive the approval request. As soon as one of the members approves the workflow request, it is removed from all members' pending approval requests.
10.5 How do you create workflows?
Context
Procedure 1. Together with the customer, define the workflows the company wants to use. 2. The Admin creates the workflow foundation objects in the system one by one, or mass uploads workflows via CSV file. The Admin also enters the approver(s) for a workflow in this step. You might have to show the Admin where this is done in the system: a. To create single workflows, go to Administration Tools. In the Company Processes & Cycles portlet, select Employee Files
Manage Organization
Pay and Job Structures
.
b. To mass upload workflow data via CSV file, go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Import Foundation Data .
c. The Admin creates one or more workflows and adds an external code in the Code field. d. The Admin adds one or more approval steps. The Admin can select Dynamic Groups or Dynamic Roles that the Admin has set up before to choose the approvers, or select the approver using the approver type Role. It is also possible to add more than one approval step. 3. The Admin should now provide you with the external code of the workflows, as you will reference these as value in the XML file for workflow derivation rules. 4. Now you set up the workflow rules in the XML file. a. In Provisioning, download the XML file for workflow derivation rules under
Succession Management
Import/Export Rules XML for Workflow Derivation . b. Add a workflow rule. As value of the tag of the rule, enter the external code of the workflow the Admin has created before in the system. You can find some examples and explanations below under XML examples. c. Upload the XML file under
Succession Management
Import/Export Rules XML for Workflow
Derivation .
Employee Central Master Setting Up Approval Workflows
10.6 How do you create workflows for foundation objects? Prerequisites What you have to do first You have to create a workflow that considers the limitations for approver types mentioned under Limitations. For more information on how to create a workflow, see How do you create workflows? [page 253].
Context You can create rules that trigger a workflow when a foundation object is created, changed, or deleted. The change to the foundation object is not executed until the workflow is approved. You use the Rules Engine to create such a rule. The following steps are required to set up foundation object workflows: 1. Create a rule that defines which workflow is triggered under which condition 2. Assign the rule to the corresponding foundation object in the Corporate Data Model 3. (Optional) Adjust the email notification template Limitations ● You can only create workflows for effective-dated foundation objects. ● The workflow is triggered when a foundation object is created, changed, or deleted. You cannot define a rule that triggers the workflow only when a foundation object is changed, or only when a foundation object is deleted. ● The workflow used for the foundation object supports only the following approver types: ○ For step approvers: Dynamic Group, Position ○ For contributors: Dynamic Group, Position ○ For CC users: Person, External Email, Dynamic Group, Position
Note All other approver types are skipped when the workflow is triggered. If the workflow has no valid step approver, the workflow is skipped completely and the changes to the foundation object are saved without triggering the workflow. ● Currently, you cannot edit or update workflows for foundation objects on the workflow approval page. ● If you have multiple workflows for creating a foundation object for the same foundation object, and these are triggered on the same effective date, the second workflow cannot be approved when the first workflow has been completed. Example: You create a foundation object Department A on effective start date 01/01/2014, and trigger workflow 1. Then you create a foundation object Department A on effective start date 01/01/2014, and trigger workflow 2 before workflow 1 is completed.
Employee Central Master Setting Up Approval Workflows
When workflow 1 has been approved, the foundation object Department A (on 01/01/2014) is created. If you now want to complete workflow 2, the request will be rejected because the foundation object with the same data already exists.
Procedure 1. Create a rule that defines which workflow is triggered under which condition: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
Configure Business Rules .
c. Click the Create New Rule button. d. Enter a rule ID, rule name, and select any rule type. For more information about these fields, refer to the Configuring Business Rules Implementation Guide. e. In the Base Object field, select the foundation object to which you want to assign the rule later in the Corporate Data Model in step 2. Note: For rules without IF conditions, it does not matter which base object you choose. f. Click Manage Parameters. g. In the Manage Parameters dialog box, click Add New Parameter. h. Enter the following information: ○ Code: You have to enter FOWorkflow, using this exact spelling and capitalization. ○ Name: Here you can enter any name you want. This name will appear in the dropdown list for the IF and THEN statements of the rule as shown here:
○ Object: Select FO Workflow from the dropdown list. i.
Click Apply .
j.
Create the IF conditions of the rule. Here, you have two options:
Employee Central Master Setting Up Approval Workflows
○ Rules without IF conditions: If every change to the foundation object should trigger a workflow, define a rule without IF conditions by selecting the Always True checkbox as in this example:
○ Rules with IF conditions: If the workflow should only be triggered when specific conditions are met, define these IF conditions in the IF part of the rule as in this example:
In this example, the workflow is triggered for any change, including: ○ When the legal entity status changes to Active ○ When an inactive legal entity is deleted ○ When any other field of the legal entity is changed k. Create the THEN statement, where you refer to the workflow foundation object.
Employee Central Master Setting Up Approval Workflows
○ As left expression, select the FO Workflow object you have added before using Manage Parameters, and select Workflow Information as in this example:
○ As right expression, select the workflow you want to assign to the foundation object. l.
Save your changes.
2. Assign the rule to the corresponding foundation object in the Corporate Data Model: a. Go to Provisioning. b. Download the Corporate Data Model. For more details about how to set up the Corporate Data Model, see Setting Up the Corporate Data Model [page 77]. c. Assign the rule to the corresponding foundation object hris-element by adding the trigger-rule XML tag. Here’s an example where the rule is added to the foundation object Location in the Corporate Data Model: ...
Note Please consider the following: ○ You should assign only one foundation object workflow rule to each foundation object in the Corporate Data Model. ○ Use onSave as trigger-rule event. 3. Optional: Adjust email notification template
Employee Central Master Setting Up Approval Workflows
When an email notification is sent for a foundation object workflow, the subject line contains information about whether the foundation object has been created, updated, or deleted. Here’s an example: “Department: JingDep123_1(JingDep1) [update]” If you want this information also to be included in the body of the email notification template, you can adjust the template by adding the tag [[ACTION_TYPE]]. To change the email notification template: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
E-Mail Notification Templates
Settings . c. Insert the [[ACTION_TYPE]] tag in the body of the email as in this example:
Here’s an example of how the sent email notification looks like:
Employee Central Master Setting Up Approval Workflows
d. Save your changes.
Results Specifics for foundation object workflows ● Workflow approval page The following information is displayed on the workflow approval page when a foundation object workflow is triggered: ○ When a new foundation object has been created, all fields with values are displayed. ○ When a new foundation object record has been inserted for an existing foundation object, only the fields with changes are displayed. ○ When an existing foundation object is updated, only the fields with changed values are displayed. ○ When an existing foundation object is deleted, all fields are displayed. ● CC user notification When a workflow with CC users assigned to it is completed, the CC users are informed by email. The email includes a review link to the changed or new foundation object. Only users with the corresponding permission can view the foundation object page in read-only mode.
Employee Central Master Setting Up Approval Workflows
If the foundation object has been deleted, the email notification does not include a review link. However, currently, the tag [[VIEW_LINK]] is displayed, as in this example:
10.7 XML examples You can define whether a workflow is triggered based on a change on the UI, or if you want to use events you have set up before. Here are some examples of how you can set up the workflow in the XML file:
Select workflow based on employee or job data In this example, whenever the user changes the department, workflow DEPT_CHANGE is used. DEPT_CHANGE is the external code of the workflow foundation object. You reference the department field as follows: ● The HRIS-element ID you defined before in the Succession Data Model is jobInfo. ● The HRIS-field ID is department. DEPT_CHANGE In this example, the rule is applied when the pay component in the Spot Bonus portlet changes: ● The HRIS-element ID for Spot Bonus is payComponentNonRecurring. ● The HRIS-field ID of the pay component is pay-component-code. SPOTPAYCOMP
Employee Central Master Setting Up Approval Workflows
In this example, the rule is applied when the user enters a relationship type other than “HR Manager” in the Job Relationships portlet: ● jobRelationsInfo is the HRIS-element ID for the Job Relationships portlet ● relationship-type is the HRIS-field ID for the field where you select the manager for the relationship type ● hr manager is the external code for “HR Manager” of the picklist that is used to provide predefined values for this field. The picklist ID is jobRelType.
Note You can find out which picklists are used for a field in the Person object tables [page 448] and Employment object tables [page 472] . HRMANAGER
Select workflow based on event To base a workflow on an event, enter the ID in the following format: hris-element-id.event The event field is a picklist. Value “5” is the external code of the event. As you compare this value with what the user enters on the UI, or with the value derived by the system if you use event-reason derivation rules, you use the compareToNew attribute.
Tip If you have uploaded the standard picklist from SuccessFactors without changing the labels, you can find the external codes and what their labels are in that file. In this example, the external code 5 refers to the event Data Change. If the picklist labels have been adjusted by the company, you need to check the picklists that were uploaded in the system: Go to Administration Tools. In the Company & Processes portlet, select
Company Settings
Manage Picklists .This is where you can download and open the picklist used in the system. In the column for the external code, look for the value. In the same row, you find the label for your language (for example, in column en_US). OnLeave Employee Central Master Setting Up Approval Workflows
Select workflow based on event reason of the change You can use any foundation object to create a workflow, including event reason. So, in the example of a new hire, you can define a rule based on the event reason foundation object in the workflow XML file. The value is the external code of the event reason foundation object. The ID follows the following format: hris-elementid.event-reason See the following example: NewHire
Select workflow based on country You can have different workflows per country. The 3-letter ISO code is used for each country. In the following example, two workflows are configured for the same change, but for users belonging to different countries. The ID follows the format: hris-element-id.hris-field-id.country You also need to include the country as a value: value=”USA” CountryUSACountryIndia
Employee Central Master Setting Up Approval Workflows
Logical operands for rules configuration You can use the following logical operands when defining rules: ● AND: Both conditions have to be true ● OR: At least one of the conditions has to be true ● XOR: a XOR b is true only when one of a, b is true, but NOT both are true (a so-called “exclusive OR”)
Note You cannot combine AND with OR, but you would have to create 2 different rules. For example, if you want a rule for a data change to manager and cost center or department, you have to set up a rule for a data change to manager and cost center, and then a second rule for manager and department.
Comparative operands for rules configuration ● Greater: The new value is greater than the old value. ● Lesser: The new value is less than the old value. ● Equal: The new value is the same as the old value. If you want to set something to unequal, meaning data has changed, add inverse=”true” to it: Example for “greater” In this example, the rule is met when the value for the pay grade is increased: PAYGRADEINC Example for “lesser” In this example, the rule is met when the value for the pay grade is lower than before: PAYGRADEDEC Example for “equal”
Employee Central Master Setting Up Approval Workflows
“Equal” is mostly used in its reverse sense, meaning, that something has changed and thus is not equal anymore. This is achieved by adding theinverse=”true” attribute. In the following example, the rule is met when the location in the job information portlet is changed: PAYGRADEDEC
Field change to a certain value triggers rule In this example, if an employee's department is changed to “ENG”, the workflow ENG_DEPT_CHANGE is used. The compareToNew attribute determines whether to use the new value for comparison or the old value; that is, if the compareToNew attribute value is true, then it uses the new department value that is changed in Employee Central. If the compareToNew attribute value is false, then it uses the user's current department. So in this example, if the user’s department is changed to something other than ENG, this rule will not be used: ENG_DEPT_CHANGE You can also set the compareToNew attribute to “false” if you want to evaluate the initial value of an attribute as in the following example:
Change to specific data object triggers rule Instead of defining the HRIS-field ID as you did in the previous two examples, you can also define the ID of a specific foundation, person or employment object. In the following example, the pay component group A1 has been defined in the system. A1 is the external code of the pay component group (standard label on the UI is Pay Component Group ID). In the XML file, you follow this syntax: hris-element-id.externalCode The following rule is met when a change, such as a salary change, to A1 takes place: SC01
Employee Central Master Setting Up Approval Workflows
10.8 How do you set up alerts and notifications? You can define the following types of alerts and notifications for workflows: Table 34: You want to...
That are sent when...
Then choose this method:
Define templates for email notifications
A workflow is approved or a comment is
Set up workflow notifications [page
and To-Do alerts
added
265]
Send reminder notifications
A workflow has been pending for a cer
Set up reminder notifications [page
tain period and action is required
268]
Send email notifications and To-Do
A period is approaching its end and ac
Set up alerts and notifications using
alerts
tion is required
rules [page 270]
10.8.1 Set up workflow notifications
Context You can set up email notifications if the person doing the change and the approver of the current step are to get an email if somebody approves a workflow or writes a comment. This is an optional step; if you don't define email notifications, the approvers will still get the approval request in their To-Do List. To set up workflow notifications:
Procedure 1. Go to Administration Tools. 2. In the Company Processes & Cycles portlet, select Settings
Company Settings
E-Mail Notification Templates
.
3. Define the templates using the following tags that are currently supported: Employee Central Master Setting Up Approval Workflows
This tag is used to know what an em ployee's job is. SUBJECT_USER_LEGAL_ENTITY
Current legal entity of the subject user. This tag is used to locate an employee in the org structure.
VIEW_LINK
Link to the approval page
10.8.2 Set up reminder notifications
Context You can define that the current workflow approver is reminded to take action on a pending workflow after a certain number of days. To achieve this, you have to set up reminder notifications for approval workflows. You can either... ● Set up the same number of days for all workflows In this case you only have to set up the number of days once in Provisioning. ● Set up individual number of days for different workflow foundation objects For example, you might want to have a more frequent reminder for promotion-related workflows than for job relationship changes. For simple data changes you might even decide not to have any reminder notifications at all. The Admin can define the number of days for each workflow foundation object individually in the Administration Tools. To set up reminder notifications:
Procedure 1. Log in to Provisioning, and select your company. 2. Under Managing Job Scheduler, click Manage Scheduled Jobs. 3. On the Manage Scheduled Jobs page, click Create New Job:
Employee Central Master Setting Up Approval Workflows
4. On the Create New Job page, enter the required details: ○ Job Name: Enter a name for the job. ○ Job Owner: Enter a valid user in the system. ○ Job Type: Select Workflow Action Reminder. ○ Job Parameters: Remind In Days: Here you have two options: ○ To set up the same number of days for all workflows, enter a number into this field. This is the number of days after which a reminder notification is sent to the current approver of a pending workflow. ○ To set up individual number of days for different workflow foundation objects, leave this field empty. ○ Occurrence: Select Recurring. Choose an appropriate time. We recommend to run this job daily, once a day. ○ Start Date: Enter the date when this job should be run for the first time. ○ Additional E-mail Recipients: You can enter additional email recipients who should be notified when this scheduled job is completed. Note that this has got nothing to do with the actual workflow notification sent to the workflow approvers. 5. Click Create Job. 6. In the row that contains the created scheduled job, click If you have chosen to set up the same number of days for all workflows by entering a number in the Remind In Days field, you are done with setting up the reminder notifications. If you have chosen to set up individual number of days for different workflow foundation objects by leaving the Remind In Days field empty, you have to follow one more step: 7. In Provisioning, check that the following HRIS field is part of the Corporate Data Model: ... ...
Note You can find more information about the Corporate Data Model under Setting Up the Corporate Data Model [page 77]. This field is displayed in the system, in the Administration Tools:
Employee Central Master Setting Up Approval Workflows
The Admin can enter a different number of days in this field for the different workflow foundation objects existing in the system. To do this, the Admin has to go to the Administration Tools, to the Company Processes & Cycles portlet and select
Employee Files
Manage Organization, Pay and Job Structures
.
The resulting system behavior is the following: When the scheduled job runs, the system gets all the pending workflows. The number of days is determined either based on what you have entered in the scheduled job in Provisioning, or — if that field is empty — from what the Admin has entered for each workflow foundation object in the Administration Tools. If the workflow has been pending for that number of days, the reminder notifications are sent to the current approver. The reminder notification reuses the original notification the approver gets when a workflow is triggered, with “Reminder:” in the email subject line. So there is no need to configure a specific email template for reminder notifications.
Example You have configured the number of days as 2 for a workflow foundation object. If no action has taken place for that workflow, then a reminder is sent on day 2, 4, 6, 8, and so on, until the current approver takes action on that workflow. The action could be adding a comment, or changing approvers in the workflow. Let's say the current approver gets a reminder on day 2. The approver then makes a minor change on the third day, like adding a comment, and then again leaves the workflow pending for another 2 days. The next reminder is sent on day 5. This behavior will be repeated until the approver finally approves or rejects the workflow.
10.8.3 Set up alerts and notifications using rules
Context You can set up To-Do alerts and email notifications that are sent when a certain period approaches its end to remind the user to take action. For example, you can define that the HR Admin is notified 10 days before an employee's contract ends. You can also customize the alert and notification template.
Note You can set up this feature for changes done to records for: Job Information, Time Off, Compensation, Global Assignment, Employment Information, Work Permit, Recurring and Non-Recurring Pay Components. Here's an overview of the implementation sequence:
Employee Central Master Setting Up Approval Workflows
Table 36: Step
Details
1. (Optional) Define an alert message template
If you want to deviate from the default template, you can de fine your own.
2. Define a rule
Here you define.... ●
When the rule is triggered (for example, 10 days before a contract ends)
●
Which workflow is assigned to it The workflow defines which users get the alerts and noti fications: ○
The CC users receive an email notification.
○
The workflow step approvers receive an alert in their To-Do list.
○
If only CC users are assigned to a workflow, only email notifications are sent. If only workflow step ap provers are assigned to a workflow, only To-Do items are created as alerts.
●
Which alert message template is used for the alerts and notifications
3. Assign the rule to the HRIS element
This enables the rule to be triggered.
4. Schedule a job
The first time you are setting up alerts and notifications using rules, you need to schedule a job in Provisioning.
Procedure To set up alerts and notifications using rules: 1. Optional): Define an alert message If you do not define an alert message, the alerts and notifications follow this default format: ○ Email Header/To-Do item name: Alert for (subject user name), (event reason) ○ Email Body/To-Do item detail: Alert for (subject user name), (event reason) on (effective start date)
Employee Central Master Setting Up Approval Workflows
To define your own alert message: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
Configure Object Definitions .
c. On the Configure Object Definitions screen, search for Object Definition: AlertMessage. d. Change the Alert Description maximum length to 4000. This enables the user to enter long description texts. e. Go back to Administration Tools.
Employee Central Master Setting Up Approval Workflows
f. In the Company Processes & Cycles portlet, select
Employee Files
Manage Data .
g. Select Create New: AlertMessage. h. Enter the required fields: externalName: Enter a name for the alert message. externalCode: Enter a unique ID for the alert message. effectiveStatus: Select Active. alertHeader: Enter the default format for the header of the email notification message, and the To-Do item’s label. alertDescription: Enter the default format for the description of the email notification message and the ToDo item.
Note You can use only the following tags: ○ Subject user in the format [[SUBJECT_USER]] ○ Event reason in the format [[EVENT_REASON]] ○ Effective start date in the format [[EFFECTIVE_DATE]] i.
Save your changes.
2. Define the rule: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
Configure Business Rules .
c. Click d. Enter the following fields: ○ Rule ID: Enter a unique external code for the rule. ○ Rule Name: Enter a name for the rule. ○ Base Object: Here, you can only select the following base objects: ○ Employee Information/Employee Information Model ○ Employee Informationis a composite of the portlets displayed on the Add New Employee screen. Select Employee Information Model if you want to set field properties in the rule. ○ Job Information/Job Information Model ○ Rule Type: Select a rule type. You do not have to use a specific rule type for setting up alerts and notifications. e. 5Click Manage Parameters. f. Select Alert as object, and enter the code and name as displayed here:
Employee Central Master Setting Up Approval Workflows
Make sure that the text is exactly Alert. g. Enter the If and Then conditions for the rule as in this example:
Note Currently, you can assign the rule event only to the jobInfo HRIS element. Consider this when defining the If condition. Note the following for the Then condition of the rule: ○ Alert.Workflow Information defines which workflow is assigned to this rule. The workflow defines which users get an alert and/or a notification message. This is a required entry for the alert rule.
Employee Central Master Setting Up Approval Workflows
○ Alert.Effective Date defines when the rule is triggered. This is a required entry for the alert rule. ○ Alert.Alert Message defines which custom alert message format is used for the alert and notification information. This is an optional entry for the alert rule; if it is not defined, the system uses the default message template as explained in step 1: Define an alert message. h. Save the rule. 3. Assign the rule to the HRIS element You have to assign the rule to the corresponding HRIS element to trigger the rule.
Note Currently, you can assign the rule event only to the jobInfo HRIS element. a. Go to Provisioning. b. Download the Succession Data Model and assign the rule you have created by adding the trigger-rule event saveAlert as in this example: .... ... c. Save your changes. d. Import the data model in Provisioning. 4. Schedule a job
Note You have to do this only once when you set up alerts and notifications for the first time. a. Log in to Provisioning, and select your company. b. Under Managing Job Scheduler, click Manage Scheduled Jobs. c. On the Manage Scheduled Jobs page, click Create New Job:
d. On the Create New Job page, enter the required details: ○ Job Name: Enter a name for the job. ○ Job Owner: Enter a valid user in the system. ○ Job Parameters: Modified date since: Here you have two options: Employee Central Master Setting Up Approval Workflows
○ Last successful EC Alert job run date If the scheduled job runs for the first time and you choose this option, the alert job checks all the history job information records. After the first scheduled job run, the alert job checks all the job information records that have been modified on or after the last successful EC alert job run date. ○ Specify a date If you choose this option, the alert job checks all the job information records that have been changed on or after the specified date. ○ Occurrence: ○ If you have chosen Last successful EC Alert job run date, we recommend you select Recurring. ○ If you have chosen Specify a date, you have to select Once. e. Click This is how the rules are triggered: a. The scheduled job scans all the job information records that have been modified since the specified date.
Note Keep in mind that changes to the job information record are only saved directly if they don't have to go through an approval workflow themselves. Let's say the user changes the location. There is an approval workflow assigned to this type of change. The change will only be made to the job information record after the last approver of that workflow has approved the change. b.
If the job information matches the rule you have defined beforehand, the system triggers the rule and sends alerts and notifications. Please note the following: When the job information record change matches multiple rules, and the rules use the same message object, only one To-Do alert or email notification are created. Here's an example: Table 37: Example 1: Two rules triggered on same date Job Information Re
Rule
Alert Effective Date
Alert Message
Alert
Job change 1
Rule 1
January 01
Message 1
Alert 1
Job change 1
Rule 2
January 01
Message 1
Alert 2
cord Change
As a result, only one To-Do item is created and one email notification is sent, as the message is the same. Table 38: Example 2: Two rules triggered on different dates Job Information Re
Employee Central Master Setting Up Approval Workflows
Job Information Re
Rule
Alert Effective Date
Alert Message
Alert
Rule 2
January 15
Message 1
Alert 2
cord Change Job change 1
As a result, when the first rule is triggered, one To-Do item is created and one email notification is sent for Alert 1. When the second rule is triggered, the first To-Do item is deleted, as the message is the same. A new To-Do item is created and an email notification is sent for Alert 2.
Employee Central Master Setting Up Approval Workflows
You can define your pay scale structure centrally and assign employees to it. Non-exempt employees can then be assigned to the defined pay scale structure by entering pay scale area, pay scale type, pay scale group and pay scale level in the Job Information portlet. For each pay scale level you can assign one or more pay components. Once an employee is assigned to the pay scale structure, pay components assigned to the pay scale level can be transferred to the compensation information of the employee using rules. This is called indirect/automatic valuation.
Note It is not required for you to use pay scale group and pay scale level. If you already run Employee Central Payroll based on pay scale area and type, you can stick to this configuration. You will only need pay scale group and level if you want to be able to assign an employee to the whole pay scale structure for indirect valuation. Pay scale group and pay scale level are not part of standard employee master data replication. You can include these fields in standard replication by using custom fields.
Code is generated automatically by the system. It is a combination of what you enter for Pay Scale Group, Country, Pay Scale Area, and Pay Scale Type. Therefore, existing pay scale groups can't be changed.
11.1.2
Define Pay Scale Levels
Context Pay scale levels are time dependent and must be assigned to a pay scale group. You can also assign pay components to pay scale levels, for which you have to define frequency, currency, and salary amount. These aren't taken automatically from the pay component.
Procedure Go to
Admin Tools
Employee Files
Manage Data
Create New: Pay Scale Level
Code is generated automatically by the system. It is a combination of the Pay Scale Group Code and the Pay Scale Level Code. Therefore, they can't be changed.
Context There are cases, for example the periodical renegotiation of pay scales, that will lead to the situation where you have to make pay scale changes for a large number of employees. Since it is not possible to manage this volume manually, you can schedule runs that will pick out the employees affected by the change and make the relevant updates to the employees' compensation files for you.
Note This change run will update recurring and nonrecurring payments as well as recurring and nonrecurring deductions.
Note This change run is an extension to the Pay Scale functionality and not applicable to pay increases in general.
Procedure 1. Go to
Admin Tools
Manage Pay Scale Changes
.
On the Manage Pay Scale Changes page you can see any pay scale change runs that have already been executed. 2. Click Create New. 3. On the selection screen you can enter all the information needed to determine which group of employees you want to update with the pay scale change run. Pay Scale Changes from
The tool will start updating compensation files of this date and onwards. This is not the start date of the change run itself.
Employee Group You can define a specific group of employees you want to include in the run. This can come in handy when testing, or if you want to break the run up into smaller chunks, for example departments, to keep data traffic low. However, the other criteria applies to this group nonetheless. 4. Press Submit. Under Employee Selection you can now see how many employees are affected by the criteria. 5. Press Simulate or Update to start the respective run. The simulation run will not create new compensation files. It creates a list of all the changes an update would trigger. The list is generated in CSV file format. 6. After pressing Simulate or Update, a confirmation pop up opens and you are asked to enter an Event Reason and the Start Date of the change run. 7. Press Schedule. 8. Go back to the Manage Pay Scale Changes page to view the results of the run. Here you can see the status of the runs and download the CSV file generated by the simulation run.
Use rules to realize indirect valuation based on the employee’s assignment to the pay scale structure. Pay components are assigned to pay scale levels. For each pay scale level amount, you can specify currency and frequency. Once the employee is assigned to a specific pay scale level in the Job Information, the pay component defined at this pay scale level, is transferred to the employee’s compensation information. The amount, currency, and frequency defined for the pay component at this pay scale level is transferred to the employee’s compensation information as well. If you have one pay component for example Basic Pay that is used for indirect valuation you need 3 rules. 1. One rule that transfers the pay components from pay scale level to the Compensation Information portlet in case of a New Hire. Two rules that run in case the pay scale assignment changes. 1. One rule is needed to delete the existing pay component, for example Base Salary Tariff from the Compensation Information portlet. 2. Another rule is needed to conduct indirect valuation based on the new pay scale assignment of the employee. This rule transfers a defined pay component (including amount, currency, and frequency) from the pay scale structure to the employee’s Compensation Information portlet. If you want to use more than one pay component for indirect valuation, you have to create Rule 1 and Rule 3 for each pay component individually.
11.1.4.1
Rule 1: Indirect Valuation when New Hire
For new hire you can create a rule that generates pay components in compensation information automatically on save. The base object is Compensation. This rule is triggered in the case of a New Hire. In addition, the rule-function Amount from Pay Scale Structure must return value >0. This is the case if the pay component (Base Salary Tariff in the example below) is assigned to the pay scale level with an amount >0 on the effective date.
The THEN statement creates the pay component (Base Salary) on the event date. Here 3 different rule functions are used in order to read the values for frequency, currency, and amount from the pay scale structure and transfer them to the Compensation Information portlet of the employee. The rule functions you use are the following: ● Frequency from Pay Scale Structure ● Currency from Pay Scale Structure ● Amount from Pay Scale Structure In the example below the amount for Base Salary Tariff is taken from the pay scale structure and is calculated based on the employee’s FTE. You can skip this calculation if you don’t need it.
Note You need a separate rule for each individual pay component that you want to transfer from pay scale level to the Compensation Information portlet.
11.1.4.2
Rule 2: Raise message for New Hire
Use this rule to provide a message to the user for new hire. This message informs the user that the pay components are automatically generated from pay scale structure once the new employee is saved. The base object for this rule must be Employee Information Model.
Rule 3: Indirect valuation when pay scale level changes
If the pay scale assignment changes for an employee the pay components and/or its values can be changed using rules. You need two rules: 1. First, you need a rule to delete the existing pay components (technically: delimit the existing compensation information record)
Create a rule that runs when pay scale level or FTE changes for an employee, but not in the case of a new hire. The base object is Job Information Model. IF statement looks like this:
The THEN statement deletes all pay components from the employee’s compensation information listed in the rule. If you use more than one pay components for indirect valuation it is possible to use one rule to delete all relevant pay components from the Compensation Information portlet.
Recommendation Since pay components are deleted and the delete rule doesn’t distinguish whether the pay component was assigned by indirect valuation or by the user, it is highly recommended to use unique pay components for pay scale and separate rules for salaried employees. See an example of the IF statement below.
Deleted pay components are ○ Base Salary Tariff ○ Bonus Tariff 2. You need the second rule to create a new pay component in the employee’s Compensation Information portlet and transfer amount, frequency, and currency for the pay scale level the employee is newly assigned to. Employee Central Master Setting Up Pay Scale
Create an OnSave rule for job information in order to transfer a pay component from the pay scale level (to which the employee is newly assigned) to Compensation Information. Amount, currency, and frequency are also transferred. Base object for this rule is Job Information Model. The rule only runs if the pay scale level or FTE of an employee has changed but not in the case of a new hire. The amount of the pay scale pay component must be > 0. The IF statement looks like this:
Note If the rule that deletes existing pay components has the FTE value-change-check in the IF statement, it must also be included into the IF statement of all rules that create new pay components. Otherwise, pay components are only deleted but not created. The THEN statement transfers the pay component (Base Salary Tariff in the example below) including amount, frequency, and currency from the pay scale level to the employee’s Compensation Information portlet on the effective date. The amount is calculated based on employee’s FTE. This calculation can be skipped if it is not required. In order to transfer amount, frequency, and currency from pay scale level to compensation information you have to include the following rule functions into the rule: ○ Amount from Pay Scale Structure ○ Currency from Pay Scale Structure ○ Frequency from Pay Scale Structure
Note The create rule must be available for each pay component used for indirect valuation. The rules mentioned above only delete or create pay components from compensation information in case the employee’s job information changes. In case a job information record is DELETED, the Compensation Information portlet remains unchanged. If any pay components or compensation information records should be deleted as well, you have to do so manually.
11.1.4.4
Assigning Rules to Job Information and Compensation Information
Once the rules for indirect valuation are created, they must be assigned to the corresponding Employee Central objects Job Information and Compensation Information. For the rules given as examples above the following lines must be added to the data model for Job Information: Employee Central Master Setting Up Pay Scale
And for Compensation Information: For more information on how to assign rules to Employee Central Objects see the section Assigning a Rule to an EC Object of the Configuring Business Rules in SuccessFactors handbook. Find the most current version of this Handbook on the SAP Service Marketplace under Cloud Solutions from SAP > SuccessFactors > Platform.
The MDF-based Payment Information portlet allows HR administrator and employees to maintain the complete set of payment information in an effective-dated manner and per employment (for example, for global assignments, concurrent employments). In addition, it enables HR administrator and employees to maintain one main bank account as default for all kinds of payments (such as regular payroll and bonus) unless they define different or more detailed payment information on the line item level.
Note Support for the old HRIS-based Direct Deposit/ payment information (handled by the HRIS elements directDeposit and paymentInfo) will be discontinued, therefore, we recommend you migrate to the new MDFbased Payment Information. Until all customers have migrated to the new MDF-based Payment Information, both are supported in master data replication in Employe Central Payroll.
Note MDF-based Payment Information is based on the employee's employment, therefore, in order for MDF-based Payment Information to work, Job Information must be set up.
12.2 Setting up Payment Information (for new customers) Caution If you are already running the old HRIS-based Direct Deposit/ Payment information (handled by the HRIS elements directDeposit and paymentInfo) disregard this section and go straight to section Setting up Payment Information (for existing customers) [page 305]
Employee Central Master Setting Up MDF-based Payment Information
Prerequisites Make sure that the following checkbox is selected under Employee Central in Provisioning:
Go to Administration Tools. In the Company Processes & Cycles portlet, click Company Settings-> Company System and Logo Settings. Under Company System Setting, select the Enable Bank Account Validations and Enable Payment Information Validation checkboxes.
Note If you enable new Payment Information in Provisioning, then on the Personal Information page, the effectivedated and employment-specific Payment Information portlet will be displayed instead of the Direct Deposit portlet or the old Payment Information portlet (handled by the HRIS elements directDeposit and paymentInfo). Employee Central Payroll Integration will automatically work with the new Payment Information portlet without having to be adjusted. The HRIS elements directDeposit and paymentInfo in Succession Data Model are obsolete and no longer need to be maintained.
Caution Before you enable the new Payment Information in Provisioning, make sure that the Compound Employee API is running in Full Transmission mode. Delta Transmission of Compound Employee API for payment information is currently not supported.
12.2.1
Setting up RBP for new Payment Information
Procedure 1. Go to Administration Tools. In the Company Processes & Cycles portlet, click
Employee Central Master Setting Up MDF-based Payment Information
2. Enter the relevant information.
○ Search Enter Object Definition in the first dropdown menu. Enter Payment Information in the second dropdown menu. ○ Take Action Select Make Correction in the dropdown menu.
Employee Central Master Setting Up MDF-based Payment Information
3. Under Securities, make sure that Yes is selected in the Secured dropdown menu and Miscellaneous Permissions in the Permission Category dropdown menu.
4. Click Save. 5. Go to Administration Tools. In the Manage Employees portlet, click
Set User Permissions
Manage
Permission Roles .
6. Choose Take action and then Edit for the role you want to edit.
Employee Central Master Setting Up MDF-based Payment Information
7. Click the Permission button.
8. Click Miscellaneous Permissions, and select the necessary permissions for all the objects related to Payment Information and Payment Method. 9. Click Done, and then Save Changes.
12.2.2 Setting up configuration UI for the new Payment Information You can import the standard configuration UI from Success Store or create your own configuration UIs for the new Payment Information portlet. After you import and/or create configuration UIs, you use Manage Data in Employee Central Master Setting Up MDF-based Payment Information
Employee Central Master Setting Up MDF-based Payment Information
How do you create configuration UI? 1. Go to Administration Tools. In the Company Processes & Cycles portlet, click
Employee Files
Manage
Configuration UI .
2. You can use the imported configuration UI as a basis for creating your own configuration UI, or you can create your own configuration UI from scratch. ○ To use the imported configuration UI as a basis, select 1505_Payment_Information_Portlet in the Search field, and change the text in the Id field. Employee Central Master Setting Up MDF-based Payment Information
Caution It is recommended that you change the ID of the imported configuration UI before you make any changes to it, to avoid overwriting issues in a future release. If you change directly the configuration UI (which you imported from SuccessStore) without renaming it, then in a future release when you import a new version of the configuration UI from SuccessStore, your changes will be lost.
○ To create your own configuration UI from scratch, click Create New and enter the relevant information.
○ ID Enter a meaningful text. ○ Select Base Object Select Payment Information in the dropdown menu. 3. Edit the configuration UI based on your needs. For more information about the configurable UI, see the Metadata Framework Implementation Handbook. 4. Click Save.
Note Under Manage UI Rules, you can create your own rules or adjust the predelivered rules according to your requirements. Please be aware that you need to activate the predelivered rules by reselecting the values in the IF section of each rule. For example, you would like to use the rule BankTransfer. Please go to the dropdown list and re-select the value BankTransfer (05). Click Done. Save the template. The rule is active now.
Employee Central Master Setting Up MDF-based Payment Information
How do you specify which configuration UI is displayed for the new Payment Information portlet? 1. Go to Administration Tools. In the Company Processes & Cycles portlet, click
Employee Files
Manage
Data .
2. In the Create New dropdown menu, select Personal Information Screen Lookup. 3. Enter the relevant information.
○ objectType Select Payment Information in the dropdown menu. ○ screenID Select a configuration UI. This determines the UI displayed for the new Payment Information portlet on the Personal Information page. 4. Click Save.
Employee Central Master Setting Up MDF-based Payment Information
12.2.3 Setting up the required business rules in Payment Information
Downloading Business Rules From the Success Store, select the Payment Information Rules and click Import. This set of rules ensures that the required fields for the specified bank country are given in Payment Information and enables country-specific validation of the relevant fields.
Assign Business Rules to Payment Information 1. In Admin Tools in the Company Settings portlet, click Configure Object Definitions. 2. Under Search, select Object Definition. Enter Payment Information in the second dropdown menu. 3. Click Take Action and select Make Correction. 4. Under Rules, click Details. Add the rule validateMainPaymentMethod_PaymentInformation so that it is applied on save. 5. Click Done and Save.
Assign Business Rules to Payment Information Details 1. In Admin Tools in the Company Settings portlet, click Configure Object Definitions. 2. Under Search, select Object Definition. Enter Payment Information Detail in the second dropdown menu. 3. Click Take Action and select Make Correction. 4. Assign setCurrency_PaymentInfoDetails rule to the payType field. This rule sets the default currency, which is derived from the job country of the employee. 1. In the list of Fields, click Details beside the payType field. 2. Under Rules, assign the setCurrency_PaymentInfoDetails rule and click Done. 5. Assign the setBankData_PaymentInfoDetails rule to the Payment Method field. This rule sets default bank data such as Bank Country and Account Owner. 1. In the list of Fields, click Detailsbeside the paymentMethod field. 2. Under Rules, assign the setBankData_PaymentInfoDetails rule and click Done. 6. Assign the rule propose_IBAN_PaymentInfoDetails to each of the following fields: Bank Country, Account Number, Routing Number, and business identifier code(BIC).
Note The rule propose_IBAN_PaymentInfoDetails generates an IBAN proposal based on the entered account number, routing number and for some countries also BIC and Bank Control Key. It is available for certain countries: AUT, ESP, FRA, DEU, GBR, IRL, ISR, NLD, POL, CHE and SAU.
Employee Central Master Setting Up MDF-based Payment Information
○ For France, you should additionally assign this rule to the field checkDigit in the object Payment Information Detail FRA. ○ For Spain, you should additionally assign this rule to the field checkDigit in the object Payment Information Detail ESP. 7. Under ValidateRules, in Rules of Payment Information Details, add each of the rules listed below and click Done. The following rules should be given under ValidateRules: ● check_Currency_PaymentInfoDetails: checks if a currency is specified when an amount is entered. ● check_AccountType_PaymentInfoDetails: account type is a required field for certain countries. ● check_BankControlKey_PaymentInfoDetails: bank control key is a required field for certain countries. ● check_AccountOwner_PaymentInfoDetails: checks if account owner is entered for the countries where this is a required field. ● check_AccountNumber_PaymentInfoDetails: checks the account number is entered in the correct format. ● check_RoutingNumber_PaymentInfoDetails: checks that the entered routing number is valid for that country. ● check_IBAN_PaymentInfoDetails: checks if the IBAN matches the bank country, that is, the first two characters of the IBAN correspond to the field “Bank Country”. ● validate_IBAN_PaymentInfoDetails: checks if IBAN is entered for the countries where this is a required field. For Colombia, you should also assign check_Colombia_PaymentInfoDetails, which is a Colombian-specific rule that validates required fields including the Proof of Identity field.
Note The rules listed above under ValidateRules and the setBankData_PaymentInfoDetails rule use the external code 05 for bank transfers in Payment Method. If you choose another code for bank transfer in Payment Method, you will have to adapt the rules accordingly.
Note If you reimport a rule, you must set the purge mode to full purge. Otherwise the rule might be corrupted during the reimport.
Adjusting Business Rules
Tip If you would like to adjust a business rule, it is recommended that you create a copy of the imported rule first and you adjust this copy as required. The imported rule should be kept as you imported it. Otherwise, a reimport of the rule with a new version would overwrite your own rule adjustments. 1. Go to Admin Tools and click Configure Business Rules. 2. In Search: Rule search for each the relevant payment info rules and click Take Action and choose Copy Rule. 3. For each rule, enter a new ruleID and rule name and click OK. It is good practice to use a similar name and ID to the original rule so you can keep track of which rule you have copied. Employee Central Master Setting Up MDF-based Payment Information
12.2.4 Configuring Payment Methods Depending on your role based permission settings, you can configure payment methods from either Administration Tools-> Manage Data or from the Payment Information portlet in the Personal Information page: ● Configure Payment Methods (Administration Tools) [page 300] ● Configure Payment Methods (Payment Information Portlet) [page 302]
12.2.4.1
Configure Payment Methods (Administration Tools)
Procedure 1. Go to Administration Tools. In the Company Processes & Cycles portlet, click
Employee Files
Manage
Data .
2. In the Create New dropdown menu, select Payment Method. 3. Enter the relevant information and click Save.
Employee Central Master Setting Up MDF-based Payment Information
○ External Code Enter a code for the payment method, for example 05. ○ External Name Enter a type of payment method, for example Bank Transfer. ○ Payment Method Assignment Select the countries to which the payment method (for example, Bank Transfer) is associated. As a result, Bank Transfer (05) will be displayed as an option in the Payment Method dropdown menu in the Payment Information portlet on the Personal Information page.
Note To facilitate later implementation of Employee Central Payroll, it is recommended that you use the following external codes and corresponding external names: External Code
External Name
05
Bank Transfer
06
Check
09
Cash
Employee Central Master Setting Up MDF-based Payment Information
○ External Code Enter a code for the payment method, for example 05. ○ External Name Enter a type of payment method, for example Bank Transfer. ○ Payment Method Assignment Select the countries to which the payment method (for example, Bank Transfer) is associated. As a result, Bank Transfer (05) will be displayed as an option in the Payment Method dropdown menu in the Payment Information portlet on the Personal Information page.
Note To facilitate later implementation of Employee Central Payroll, it is recommended that you use the following external codes and corresponding external names:
Employee Central Master Setting Up MDF-based Payment Information
Do not use external codes 07 and 08. These are preserved codes. 7. Repeat steps 5-6 to add more payment methods.
12.3 Setting up Payment Information (for existing customers) The MDF-based Payment Information portlet enables you to save time-dependent and employment-dependent payment details. Support for the old HRIS-based Direct Deposit/ Payment Information (handled by the HRIS elements directDeposit and paymentInfo) will be discontinued, therefore, we recommend you migrate to the new MDFbased Payment Information. For existing customers that are using the old Payment Information portlet or Direct Deposit portlet, you must migrate the data from the old portlets first by using the Upgrade Center before you enable the new Payment Information portlet.
Note For existing customers that have already activated the new Payment Information portlet in Provisioning before migrating data from the old portlets: If you want to migrate the old data maintained in the old portlet, you must delete the data maintained in the new Payment Information portlet, deselect the new Payment Information in Provisioning, and then use the Upgrade Center to migrate data following the instructions below.
Caution Before you start with the migration, make sure that full transmission mode for Compound Employee API has been enabled. If Delta Transmission is in use, do NOT migrate to the new Payment Information portlet, as neither Payment Information nor Direct Deposit will be returned by the API. Before you start with the migration, please adapt your third-party interfaces. Please check in advance and inform customers that they might need to migrate existing third-party integration scenarios to the new APIs, for example, compound employee API or OData API. Employee Central Payroll Integration will automatically work with the new Payment Information portlet without having to be adjusted.
Employee Central Master Setting Up MDF-based Payment Information
Migrating Data from the old Payment Information and Direct Deposit
You use Payment Information Upgrade in the Upgrade Center to do the migration. Payment Information Upgrade is displayed only if the new Payment Information option is not selected in Provisioning.
Procedure 1. Switch off bank account validation and payment information validation. a. Go to Administration Tools. In the Company Processes & Cycles portlet, click
Company Settings
Company System and Logo Settings .
b. Under Company System Setting, deselect the Enable Bank Account Validations and Enable Payment Information Validation checkboxes. c. Click Save Company System Setting. 2. Make sure that you have exactly one Bank Transfer in Payment Method. Otherwise, the migration will fail. For information about configuring payment methods, see section / [page 300]. 3. In Administration Tools, click Upgrade Center.
6. When you see the following system message, click OK.
Note The message shown in the screenshot does NOT mean that migration has completed successfully. It means that background job for migration has been started successfully.
Employee Central Master Setting Up MDF-based Payment Information
7. Check the migration result and make sure that all the data has been successfully migrated. a. In Administration Tools, in the Company Processes & Cycles portlet, click
Employee Files
Monitor
Job .
Employee Central Master Setting Up MDF-based Payment Information
Employee Central Master Setting Up MDF-based Payment Information
○ If you see the message "Payment information migrated successfully", it means that all users' data has been successfully migrated. Proceed to the next step. ○ If not all data has been migrated, the job report informs you of the error that has caused the problem, for example, "Deposit type is Balance for multiple entries, but bank details are inconsistent. Please correct the data." Correct the data in the old Direct Deposit or Payment Information portlet. Repeat steps 3-7 until all users’ data is successfully migrated. When data has been successfully migrated for all the users, you will not see Payment Information Upgrade in the Upgrade Center, and the new Payment Information option is automatically enabled in Provisioning. 8. Check and make sure that the new Payment Information option under Employee Central is selected in Provisioning. This option should be automatically selected after the successful migration. If it is not, manually select it.
9. Switch on bank account validation and payment information validation. a. Go to Administration Tools. In the Company Processes & Cycles portlet, click
Company Settings
Company System and Logo Settings .
Employee Central Master Setting Up MDF-based Payment Information
b. Under Company System Setting, select the Enable Bank Account Validations and Enable Payment Information Validation checkboxes. c. Click Save Company System Setting.
Results Payment Information Upgrade is no longer displayed in the Upgrade Center, and you should now be able to use the MDF-based Payment Information portlet on the Personal Information page.
12.3.2 (Optional) Setting up RBP for new Payment Information If you cannot see the Payment Information portlet on the Personal Information page, you need to set up role-based permissions for Payment Information.
Procedure 1. Go to Administration Tools. In the Manage Employees portlet, click
Employee Central Master Setting Up MDF-based Payment Information
2. Choose Take action and then Edit for the role you want to edit.
3. Click the Permission button.
4. Click Miscellaneous Permissions, and select the necessary permissions for all the objects related to Payment Information and Payment Method. ○ If the old payment method was RBP-secured, select the permissions according to the following table:
Employee Central Master Setting Up MDF-based Payment Information
Employee Central Master Setting Up MDF-based Payment Information
13
Working with Data Imports
13.1
Introduction to Data Imports
Now that you’ve configured the different data models, rules and foundation objects, the framework for Employee Central is in place. You’re now ready to upload data and are a step closer to getting your customer started. Importing employee data is an efficient way of adding employees to the system, managing large-scale data migrations, or handling large scale organization and pay changes. In SuccessFactors, you can upload data using the Import feature. Using the Import feature, you can upload foundation data, employee data, and picklists.
Note We recommend creating a backup of the file before uploading records. That way, you’ll be able to retrieve records, in case data is accidentally wiped out.
13.2 Importing Foundation Data Foundation Objects capture detailed information about company’s organization, pay and job structure. It is important that you upload foundation data before any other type of data is imported as this information is used across the company. For more information about Foundation Objects, refer to chapter Working with Foundation Objects. Some points to note: ● The foundation objects listed on the Import Foundation Data page are determined by the corporate data model. The same is true with the way the objects are listed on the page. ● The CSV template for a foundation table is determined by the configuration of the corporate data model. To make sure you are using the right CSV template, always download a copy from the system before you start. ● The order of columns in the CSV template doesn’t matter but it is important that all columns exist. ● When uploading foundation data, it is important to note the associations defined in the data model. A child object must be uploaded before the parent object is uploaded else the import will fail. For example, you can have an association between LegalEntity and Department which means that certain departments can be tied to a specific Legal Entity. When performing an import of LegalEntity, Department will appear as a column in the import file. For these columns, the external code of the associated foundation object has to be specified. So, the associated foundation object i.e, Department must be imported before the Legal Entity foundation object is imported. ● All foundation objects support two modes – Full Purge and Incremental Load. ● Some foundation objects support a type of Incremental Load i.e., the Partial Import. For information on Partial Imports as well as objects that don’t support Partial Import, refer to the FAQ. Employee Central Master Working with Data Imports
● You can now control which records get deleted during an import. ○ You can use the provisioning switch: Suppress update of identical records during Employee Central import for supported entities available in the System and Company Logo Settings section. When this option is enabled, records are left untouched if there is no change. This is supported for full and incremental imports for the following imports: jobInfo, personalInfo, employmentInfo and biographicalInfo. ○ A new column, ‘operation’, has been introduced in the jobInfo and personalInfo templates. When DELETE is specified as the value in this field, the record is deleted during the incremental import. For a record to be deleted, a record must exist as of that date. In case this field is left blank, it will be treated as an insert or update transaction. For a list of common Foundation Objects and the type of information they store, refer to section Which foundation objects can you use to structure your business.
Task
Note We recommend downloading the template from the system, as every company’s template differs. The template is determined by the corporate data model. For more information on Data Models, refer to chapter Setting Up Data Models.
How do you import Foundation Data? Procedure 1. In the
Administration Tools
Company Processes & Cycles Portlet , select
Employee Files
Import
Foundation Data . This brings up the Import Foundation Data page. 2. If you haven’t already downloaded the Import template, download it by clicking the Download dropdown menu and clicking the name of the template to download. 3. Save the template to a location of your choice and update. 4. To upload the file, specify the type of import you’d like to do. 5. Specify whether the upload should overwrite existing records or add to existing records. Choose between Full Purge and Incremental Load. To know about the difference between a Full Purge and an Incremental Load, refer to the FAQs. 6. In the Real-Time Threshold field, specify the maximum number of records to process in real time. When the number of records in this file exceed this value, the import process is invoked in the asynchronous mode (as a background process). 7. In the Choose File field, specify the path to the file.
8. In the File Encoding dropdown, select the relevant encoding applicable. 9. Click Validate Import File Data to check the file for errors. If you encounter errors, fix the errors and then validate again. For a list of the different errors as well as what they mean, refer to https:// confluence.successfactors.com/display/%7Engupta/Import+Messages . 10. Once the file passes the validation checks, upload the file by clicking Import.
13.3 Translating Foundation Data Foundation objects reflect a company's basic information about the organization, pay, and job structure. This is fundamental data that appears repeatedly throughout the system not just for the Admin, but also for the employees. Therefore it is important that this information can be shown in the user's language. To achieve this, you can translate language-specific data of foundation objects, such as the name and description of the department, business unit, or job classification. Depending on the type of the foundation object, the translation process is handled differently for: ● Job Classification foundation objects (technical name: jobCode) ● All other foundation objects (except jobCode) Translating data for foundation objects is a 3-step process that includes the following steps: 1. Export or list the translatable foundation data 2. Translate the foundation data 3. Import the translations
13.3.1
What do you have to do before you can translate foundation data?
Context For jobCode foundation objects: Set the role-based permissions:
Procedure 1. Go to Administration Tools. 2. In the Manage Employees portlet, select Employee Central Master Working with Data Imports
3. Click on the corresponding permission role. 4. Click the Permission... button. 5. In the Permission settings dialog box, scroll down to the Administrator Permissions and click Manage Foundation Objects, then select the Import Translations checkbox on the right. 6. Click Done, and save your changes.
Next Steps For all other foundation objects: If you have followed the implementation sequence described in this handbook, you probably already have... ● Selected the checkbox Enable Translation of Employee Central Foundation Objects in Provisioning ● Enabled generic objects in Provisioning You can find more information under ● Set up the Corporate Data Model ● Imported or created foundation objects You can find more information under Importing Foundation Data [page 317].
13.3.2 How do you translate foundation data? Note that the process differs depending on the type of foundation object. For jobCode foundation objects [page 320] For all other foundation objects except jobCode [page 322] After the import, the system decides in which language a foundation object is displayed in this sequence: 1. The system checks whether the foundation data is available in the logon language of the user. This is the language the user has selected under
Options
Change Language .
2. If there is no translation in the logon language, the system shows the default language that has been set in Provisioning under
Company Settings
Default Language .
3. If there is no translation in the default language, the system looks for a translated term in US English.
Procedure 1. Get a list with the jobCode data that you want to translate. Please note that you can only translate data that is used in the following jobCode fields: ○ name ○ description ○ custom-string1-20 These are the HRIS-field IDs used in the Corporate Data Model for the jobCode HRIS element. Note that you can also import the data and the translations before you import or create the jobCode foundation objects that use this data.
Note To get a CSV file that includes all translatable foundation data of existing jobCode foundation objects, you can create an ad-hoc report. You can find more information on how this is done in the EC Reports Handbook. 2. Translate the data: 1. You can send the list with the jobCode texts to the translator(s) to have the texts translated. 2. Create a CSV file in the following format and enter the texts in the company's default language as well as the translations:
Here's how to read the file: ○ The first row contains the locale IDs of the languages you want to enter translations for. You can find the correct locale ID for each language in Provisioning under Company Settings (for example, en_US for US English, fr_FR for French, and so on). ○ Add one column per language. The sequence of columns (that means which language to put into the first column, which into the second column, and so on) does not matter, but you have to include the default language that has been set in Provisioning under Company Settings in this CSV file. Note that you can only import translations for the language packs activated in Provisioning. ○ The second row contains the names of the locales in English. This line is ignored when the data is imported. ○ The data in row 3 and below will be imported. Here you enter the texts that appear on the user interface, as well as their translations. Only texts in the following HRIS fields for jobCode are translatable: ○ name ○ description ○ custom-string1-20
Note ○ You can only import translations for the language packs activated in Provisioning under Company Settings to be able to import the file. ○ You do not have to enter translations for all activated language packs, nor do you have to enter translations for all texts you want to use in the translatable fields for jobCode. Employee Central Master Working with Data Imports
○ The sequence of the translatable texts does not matter. ○ We recommend you use the character set UTF-8 for the CSV file. 3. Import the translations: 1. Go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Import
Translations . 2. In the Choose File field, browse for the CSV file you have created before. 3. Click the Import button.
13.3.2.2 For all other foundation objects except jobCode
Context
Procedure 1. Export existing foundation data into a CSV file: 1. 1.Go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Generic Objects Import/Export . 2. In the Download Data Import File Template field, select FoTranslation. 3. In the confirmation popup that asks if you want to fill the download template with existing data, select Yes. 4. Go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Monitor Job . 5. Open the download template that starts with FoTranslation_MDFExport by clicking Download Status. This is a sample for what the downloaded CSV file looks like:
Note If the downloaded CSV file contains only the first two rows, the initialization of the FoTranslation object has probably not finished yet. This initialization process is started when you activate foundation object translation in Provisioning, and it can take up several hours, depending on the number of foundation objects existing in the system.
The first two rows are the column titles. The columns define the following: ○ externalCode: This is a specific external code that the system assigns all instances of foundation objects that exist in the system. This is not the external code the Admin has created or imported, but it is the FoTranslation-specific external code that is created when you enable the foundation object translation in Provisioning. ○ foObjectID: This is a specific ID that the system assigns all instances of foundation objects that exist in the system. This ID is created when you enable the foundation object translation in Provisioning. ○ foType: This is the type of the foundation object, for example, businessUnit, jobFunction, company, and so on. ○ foField: This column contains the HRIS-field ID for all translatable fields (typically name and description). ○ value.*: The remaining columns that begin with value. and that are followed by the locale ID for the corresponding language (for example, value.en_US for US English, value.fr_FR for French) represent one language. The texts that the Admin has entered for the name and description of existing foundation objects are contained in the corresponding language column. All other language columns are determined by the language pack activated in Provisioning. You have to enter the translations into these columns. 2. Translate the foundation data: 1. You can now send the CSV file to the translator(s) who can edit the file offline. 2. Consolidate the translations for all required languages in one CSV file.
Note There is no incremental upload for foundation object translations supported. That means if you have already uploaded translations before, the latest CSV file upload will overwrite the previous one. Therefore it is important that the consolidated document contains all translations that are required, even if the translation is a shared process of different translators.
This is an example for a translated file, the translations are highlighted:
3. Import the translations: 1. Upload the CSV file that contains the translations in Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Generic Objects Import/Export .
2. In the Import portlet, in the Type field, select FoTranslation. 3. In the File field, browse for the translated CSV file. 4. In the File Encoding field, select the character set that is appropriate for the languages that you want to import to guarantee that all special characters of the languages are displayed correctly. 5. In the Purge Type field, select Full Purge. 6. Click Validate to make sure the file has no formatting errors. 7. If there are no validation errors, click Import.
Next Steps After the import, the system decides in which language a foundation object is displayed in this sequence: 1. The system checks whether the foundation data is available in the logon language of the user. This is the language the user has selected under
Options
Change Language .
2. 2.If there is no translation in the logon language, the system shows the default language that has been set in Provisioning under
Company Settings
Default Language .
3. If there is no translation in the default language, the system looks for a translated term in US English.
13.3.3 Adding or changing translations for jobCode foundation objects
Procedure ● Follow the same steps as described before under How do you translate foundation objects? There is no option to add or change translations for jobCode directly on the user interface.
13.3.4 Adding or changing translations for all other foundation objects (except jobCode)
Context If you want to add or change translations after you have already imported translations for foundation objects (except jobCode), you have two choices:
Procedure 1. Export and import translations as described above under How do you translate foundation objects? There is no option to add or change translations for jobCode directly on the user interface. 2. Add or change translations on the user interface This is recommended if you want to add or change only a few terms, for example, when you want to correct single terms that have not been translated appropriately. To do this, you have to: 1. Go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Manage Organization, Pay and Job Structures . 2. In the Search field, select the type of the foundation object (for example: Legal Entity), and the specific foundation object (for example: Company USA) for which you want to add or change a translation.
3. Click the Translations icon next to the translatable field as shown in this example:
4. Enter or change the translation directly in the popup:
5. Click Done. 6. Click Save.
13.3.5 Limitations The translations of foundation objects are not shown in the Employee Profile. The Employee Profile reuses foundation object data for basic organizational information, such as division, department, and location.
Within Employee Central, there are two areas where the Employee Profile is used and where the foundation object translations are not shown:
13.4 Importing Employee Data Context When importing employee data, the sequence of import counts. When you import data, you perform certain activities. The checklists below lists the different activities you need to perform, as well as the imports required to complete each activity. The order specified in the checklist is important and must be followed. Note that you can also upload several files at once using a zip file. You can find more information under How do you import Employee Data?
The first import that must be performed. When you run a Basic Import, user accounts are created for all users whose data is to be uploaded. This is a required import.
Extended Import
Additional information stored by the system related to user accounts. This is optional and can be done later.
Background Import Additional information stored by the system related to user accounts. This is optional and can be done later.
2. Create ‘Persons’ in the system Run this import
Notes
Biographical Information Im port
Once the user accounts are ready, each user account must be populated with bio graphical information. When this is done ‘persons’ are created in the system. This is a required import.
3. Upload Employment Information Run this import
Notes
Employment Details Im port
Run this import to upload employment information.
Work Eligibility
Run this import to upload information about employee work eligibility. This includes informa tion like the employee’s passport details and citizenship.
This is a required import.
This is optional and can be done later.
4. Upload Job Information Run this import
Notes
Job History Im port
The Job History template includes information about the current assignment as well, so this is a re quired import. This is a required import.
Job Relationships
This import uploads information about other managers that the employee works with. For example, Matrix Manager and HR Manager. Note that information about the employee's Direct Manager is not captured in this file. This is optional and can be done later.
5. Upload Compensation Information
328
Run this import
Notes
Compensation Info Import
Run this import to upload information about the employee’s salary.
Notes Note that this must be done before any of the “Pay Component” imports are done. This is because the recurring import is dependent on the Compensation Info Import. While this import can be done later, it is recommended that this import be done to ensure employee information uploaded is complete.
Pay Component Recurring Import
An essential import to complete the information stored by the Compensation Info Import. Uploads information about the recurring part of the employee’s pay. This must be done. To complete the Compensation Info Import, this is a required import.
Pay Component Uploads information about the non-recurring part of the employee’s pay. Non Recurring Im This is optional and can be done later. port
6. Upload Personal Information Run this import
Notes
Personal Information Must be done. This upload adds basic personal information about the employee. Import This is a required import. Global Information Import
Run this import to upload country-specific information about the employees. Information up loaded through this import is displayed in the Personal Information portlet. This is optional and can be done later.
Phone Information Import
Run this import to upload information about the employee’s contact phone numbers.
Email Information Import
Run this import to upload information about the employee’s email IDs.
Social Accounts In formation
Run this import to upload information about the employee’s social accounts like Facebook and LinkedIn.
This is optional and can be done later.
This is optional and can be done later.
This is optional and can be done later. National Id Informa tion
Run this import to upload information about an employee's national identification number. Every country provides a unique identification number to its citizens. For example, in the US, the Social Security Number is used as a unique identification. In India, the PAN Card is used as a unique identification document and in China, it's the Resident Identity Card. This is optional and can be done later.
Direct Deposit
Run this import to upload information about the employee’s bank account to which the salary will be credited. This is optional and can be done later.
Addresses
Run this import to upload information about an employee’s addresses. This is optional and can be done later.
Emergency Contact
Run this import to upload information about an employee’s emergency contacts. This is optional and can be done later.
Note If you’re looking just doing the bare minimum imports so you can begin testing, here’s a list of imports you must complete. You can always come back and complete the rest of the imports later. !!!!!!!!! Perform these imports in the order mentioned below. 1. Basic Import 2. Biographical Information Import 3. Employment Details Import 4. Job History Import 5. Compensation Info Import 6. Personal Information Import
How do you import Employee Data? Procedure 1. In the
Administration Tools
Manage Employees Portlet
, select
Update User Information
Import
Employee Data . This brings up the Import Employee Data page. 2. If you haven’t already downloaded the import template, download it by clicking the Download dropdown menu and clicking the name of the template to download.
Note We recommend downloading the template from the system, as every company’s template differs. The template is determined by the Succession Data Model. For more information on data models, refer to What are data models? [page 57]. 3. Save the template to a location of your choice and update. 4. To upload the file, specify the type of import you’d like to do.
Note If you need to upload several templates, we recommend you compress them and upload them as a zip file. To import the zip file, select the option Composite (Zip) Data Upload. For more information, see FAQs: Importing Data [page 331]. 5. Specify whether the upload should overwrite existing records or add to existing records. Choose between Full Purge and Incremental Load. To know about the difference between a Full Purge and an Incremental Load, see FAQs: Importing Data [page 331]. 6. In the Real-Time Threshold field, specify the maximum number of records to process in real time. When the number of records in this file exceed this value, the import process is invoked in the asynchronous mode (as a background process). 7. In the Choose File field, specify the path to the file.
8. In the File Encoding dropdown, select the relevant encoding applicable. 9. Click Validate Import File Data to check the file for errors. If you encounter errors, fix the errors and then validate again. For a list of the different errors as well as what they mean, refer to . 10. Once the file passes the validation checks, upload the file by clicking Import.
13.5 FAQs: Importing Data
Can you import files although fields are missing? The CSV import file for employee data or foundation data can only contain fields that are part of the corresponding data model. If some of those fields are missing in the CSV import file, the system treats these as follows: ● Full Purge: Missing fields are added with blank values. ● Incremental Import: Fields supporting NO_OVERWRITE get the default value &&NO_OVERWRITE&&; fields not supporting NO_OVERWRITE are added with blank values.
Can you upload several employee files at once? For employee data, you can upload several templates in one go by compressing and importing them as a zip file. Here’s what happens during the import: ● The system takes care of the priority order in which the files have to be imported. ● The order is as follows: ○ Basic Import (basicUserInfoImport) ○ Biographical Information (personInfoImport) ○ Employment Details (employmentInfoImport) ○ Person Relationship (PersonRelationshipInfoImport) ○ Job History (JobInfoImport) Then the rest of the imports follows in any order. ● The zip upload respects this order if any of the priority imports are contained in the zip file. ● In the Job Monitor, you can see the status of each import template separately. The parent request ID of each template refers to the composite zip file the template is part of. An email is sent for each template individually when the import is completed. To import the zip file, select the option Composite (Zip) Data Upload. Please note the following for composite (zip) data upload: ● Can you modify the downloaded template file names? We recommend that you don’t change the downloaded template file names, as the system derives the type of import from it. If the customer insists on changing the names, however, please only change the part after the Employee Central Master Working with Data Imports
first underscore sign; for example, you can change BasicUserInfoImportTemplate_.csv to BasicUserInfoImportTemplate_ChangedName.csv. ● Which files are mandatory in a zip file upload? For new users, the following 3 files are required to create a new user in the system: ○ Basic Import (basicUserInfoImport) ○ Biographical Information (personInfoImport) ○ Employment Details (employmentInfoImport) For an existing user, it does not matter which files are included in the zip file. If any of the priority imports are present, these get executed first adhering the priority order and then the other imports get executed. ● Why do you get an error when validating the zip file? Please note that for new users that do not exist yet in the system, you might get errors when validating the zip file (using the Validate button), for example: 'Person-ID-External' is invalid. You can ignore these kind of messages and proceed with the import of the zip file. ● Can you schedule a job for the zip file upload? To schedule an FTP job for the zip file upload, you have to create a new job with the job type Composite Employee Data Import in Provisioning, under Manage Scheduled Jobs. The settings are the same as the settings you use for a single file upload, just remember to use the file ending .zip for the file name.
How do you upload supporting documents along with Personal Document Information? The Personal Documents Information import now supports the upload of a supporting attachment for each personal document of an employee. The steps to upload the documents are described below: 1. Navigate to Admin Tools. 2. From the Manage Employees portlet, select
Update User Information > Import Employee Data .
3. Click the Download a blank template dropdown. 4. Select Personal Documents Information to download the import template (CSV). 5. Update the CSV with the relevant details. Specify the name of the scanned document (image) in the Attachments column. A sample CSV is shown below. Note that only one document can be uploaded for each record.
6. Assuming the name of the CSV file to be uploaded is personaldocumentsInfo.csv, create an import.properties file as follows. Note that the import expects the file name to be import.properties. Do not change this name.
7. Create a zip file with the scanned documents referenced in the CSV file, the CSV file and the import.properties file. The zip file based on this example is shown below.
8. You can now run a Personal Documents Information import. You can track the import job using the Monitor Jobs option. On completion of the run, the Personal Documents Information portlet will include a link to the Personal Document uploaded. A sample is shown below.
Note ● If a personal document already exists for the record, a fresh import will delete all previous personal documents and replace them with the ones provided in the zip file. ● Upload of personal documents using this approach works best for fresh records. This ensures no personal documents are lost in the process. If you intend to update any other information (other than the personal document attachment), it is recommended that you follow the conventional way of uploading CSV files (i.e. without attachments).
How do you track the status of an import? Historically, the status of Employee Imports, Foundation Object Imports and Metadata Framework imports could only be tracked using Quartz in Provisioning. You can now also track status of imports using the Administration Tools. To view the report, select the Company Processes & Cycles portlet, and select
Employee Files
Monitor
Jobs .
In what format does data need to be uploaded? In SuccessFactors, data is uploaded using a CSV (Comma Separated Values) file. CSV files stores records in text format, generally separated by a delimiter like a comma or tab. Files in this format can be opened by any spreadsheet or editor. For each type of import, a unique CSV template exists to help you with the different columns required in the file.
Does the uploaded CSV file need to follow a naming convention? No. SuccessFactors only uses the content within the file and not the file itself. So, the name does not matter.
Why does the basic import not include records for inactive employees? By default, records for inactive employees are not processed. To include records for inactive employees, make sure to select the Process Inactive Employees checkbox when specifying settings for the Basic Import.
What’s the difference between an effective dated field and a non-effective dated field? Effective dated fields have a history associated with them while non-effective dated fields do not have a history. For example, compensation-specific fields are effective dated while fields like Name and National ID are not effective dated.
What's the difference between the synchronous and asynchronous mode of import? In the synchronous mode, the import process is triggered immediately and the results of the import process are displayed on the Import page soon after the import process completes. For the asynchronous mode, the import process is performed in the background and the results of the import process are sent through email.
How do you invoke the synchronous mode of import? You cannot specify the mode in which the import process will run. The type of mode invoked is determined by the number of records in the file. If the number of records exceeds the Real-Time Threshold specified, the asynchronous mode of import is triggered. The asynchronous mode of import is also invoked if any of the records in the file has the &&NO_OVERWRITE&& value.
Can the Real-Time Threshold value be changed? Yes, the Real-Time Threshold value can be changed to specify a lower threshold value. However, the threshold value specified cannot be changed to exceed the default value already displayed in the field. Depending on the element being imported, the maximum real time threshold is either 200 or 3000. The maximum real time threshold value for each field is automatically displayed when the element is selected.
Can all imports be performed in the synchronous mode? With the exception of the Basic, Extended and Background imports, all other imports run in the synchronous mode if the number of records in the file do not exceed the Real-Time Threshold value specified or if the records in the CSV file do not contain the &&NO_OVERWRITE&& value.
What type of import is triggered when the Real-Time Threshold value is changed to a lower value but the number of records in the file does not exceed the Default Real-Time Threshold value? Once the default Real-Time Threshold value is changed to a lower value, the default Real-Time Threshold value is no longer honored. So, if the Real-Time Threshold value is changed to 100 from 200 and 105 records are uploaded, the asynchronous mode of import will be invoked instead of the synchronous mode of import.
Why do you see errors displayed on the Import page when the number of records in the import file exceeds the Real-Time Threshold value? To save you time, the system performs a sanity check on the first ten records before starting the asynchronous (background) import process. In case an error exists in the first ten records of the file, an error is displayed. Correct the errors and upload the file again. The asynchronous import process will start only when the first ten records do not have an error.
It has been more than 20 minutes but the results of the import are not being displayed non the import page even though the number of records in the import file does not exceed the threshold value specified? Typically, all synchronous imports should complete within 5 minutes. In case your import is taking longer, it is possible that the UI is not displaying updated results. In such a situation, capture the time stamp and create a JIRA.
What’s the difference between a Full Purge and Incremental Load? When a file is uploaded in the Full Purge mode, all existing records in the system are overwritten with the records in the file uploaded. When a file is uploaded using the Incremental Load option, the records in the file being uploaded are added to the records already in the system. The Incremental Load also supports a Partial Import, where only some fields of the record are updated.
What are business keys? In SuccessFactors, each record is identified by a unique identifier combination known as the business key. For example, for the Address import – the unique combination of person_id_external, effective_start_date and address_type make up the business key.
Based on this business key, when the system encounters a partial import, it verifies the uniqueness of the record and then accordingly updates only those fields that do not have the &&NO_OVERWRITE&& value or are not part of the business key. For a list of business keys for the different types of imports, refer to https://confluence.successfactors.com/ display/ENG/EC+Entity+Business+Keys . Note: If even 1 record has the &&NO_OVERWRITE&& value, the import will be performed asynchronously.
What is a Partial import? A Partial Import is a type of Incremental Load update. In case of a Partial Import, only some part of the record is updated. This type of an import is useful when only one specific field needs to be updated for all employees. For example, uploading email addresses for all new employees. Email addresses are generally created once the new hire has been added to the system. With Partial Import, the rest of the record can be left intact while only the email address is updated. Note that an option for Partial Import does not exist on the UI. See How do you prepare a file for partial import for information on using the Partial Import feature.
How do you prepare a file for partial import? To indicate that a partial import is intended, the &&NO_OVERWRITE&& keyword is used in the different fields of the row. Consider the following example.
Notice that the value for most fields is set to &&NO_OVERWRITE&&, except for user-id, end-date, start-date and job-code. With the exception of business keys and fields marked with &&NO_OVERWRITE&&, all other values in the row will be overwritten with the new values.
Note In case any of the rows in the file has an error, none of the rows will be uploaded. Also note that imports for files including the &&NO_OVERWRITE&& value are always performed asynchronously.
How do you do a partial import? The steps for uploading the data remain the same. All you have to do is upload the file in the Incremental Load mode. Employee Central Master Working with Data Imports
Note Unlike the other modes of import, if any of the records being uploaded is incorrect, the upload will fail. In case of Incremental Load or Full Purge, only the rows with errors are not written to the database.
How do you know if the import completed successfully? After the file uploads, you will receive an email notification. This email contains the results of your upload, including any errors that might have occurred. Errors will also be written to the CSV file as follows:
Correct the errors and upload the file again. We suggest that you validate the file for errors before uploading the file. This is a best practice that’ll save you time!
Where did the history disappear? When importing data, if an object has a history attached to it, it is important to keep all those rows in the file. When uploading a file in Full Purge mode, if only one row is uploaded, the rest of the records will get wiped out. SuccessFactors cannot retrieve this data. We recommend that you keep a backup copy of the file before uploading the new file.
What are the different file encoding types supported? To view a list of supported encoding types, on the Import page, click the File Encoding dropdown menu. This will display a list of supported encoding types.
Which object information cannot be uploaded using the Partial Import (&&NO_OVERWRITE&&)? The following objects cannot be updated using Partial Import. ● ADDRESS : The default Address Entity does not support NO_OVERWRITE ○ Because the Location FoundationObject and the EmergencyContact also refer to this address, these two columns will not support Partial Import. ● WORK_PERMIT_INFO ● PAY_CALENDAR ● JOB_RELATIONSHIPS ● JOB_FAMILY ● DYNAMIC_ROLE Foundation Object ● WF_CONFIG Foundation Object ● WF_CONFIG_CONTRIBUTOR Foundation Object ● WF_CONFIG_CC Foundation Object
How do you use NO_MANAGER and NO_HR as values? If the manager or HR Admin is defined as a required field in the data model, but you do not want to provide any value for this field in the import, you can do so by entering the value NO_MANAGER or NO_HR in the import file: ● In Basic Import, you can use NO_MANAGER and NO_HR. ● In Job History import, you can use NO_MANAGER. It is stored as NO_MANAGER in the database and on the user interface, this value will be localized and displayed accordingly (as No Manager in the corresponding language).
What is the DELIMIT value? You can delimit data records to do the following: ● Delete a data record not completely, but only as of a certain effective date ● Delete partial information for non-effective data entities To do this, you enter the DELIMIT value in the operation column of the import file. Note the following: ● This feature is only supported for incremental loads. ● You can delimit data records only for the following data imports: ○ Addresses ○ Phone Information ○ Email Information ○ Social Accounts Information ○ National ID Information Employee Central Master Working with Data Imports
○ Emergency Contact ○ Job Relationships ○ Pay Component Recurring ○ Pay Component Non Recurring ○ Direct Deposit Here’s an example: You have imported the following Job Relationship data records in your system:
You want to insert a new data record on January 15, 2013 which removes the relationship types HR Manager and Second Manager for the time frame 1/15/2013-2/2/2013. You can achieve this by importing the following file using Incremental Load, with the DELIMIT value in the operation column:
In the resulting data record, you can see that the data that is not deleted is inserted again as valid data records as of January 15. The delimited data records are only valid until January 14:
In the History of the Job Relationships, you can see that the data change has taken place for January 15, and the delimited data records have been deleted:
How can you speed up imports? To enhance the system performance during imports: ● Use full purge instead of incremental load if possible (usually for initial load only). ● Use a batch size of 500 for imports. You can change the batch size in Administration Tools: 1. In the Company Processes & Cycles portlet, select
Company Settings
Company System and Logo
Settings . 2. Scroll down to the bottom of the page, to the entry Batch size for Employee Central and Foundation data imports. 3. Enter 500. 4. Save your changes. ● Disable rule processing during imports. You can disable rule processing in Administration Tools: 1. In the Company Processes & Cycles portlet, select
Company Settings
Company System and Logo
Settings . 2. Under Company System Setting, deselect the checkbox Enable rules execution during Job Information import. 3. Save your changes.
13.6 Purging inactive users It can happen that the Admin creates users for recently hired employees that do not show up at work in the end (also known as ‘no-shows’). To clean the system from such superfluous data, you want to be able to delete the user and all related records in all modules completely and irrevocably from the database (‘purge’). Purging inactive users consists of two steps, as two roles are involved in this process: 1. The initiator of the purge defines which user(s) should be purged, and defines who should approve it. 2. The approver approves or declines the purge request. Employee Central Master Working with Data Imports
Note The purge of EC data deletes also the following associated data: ● EC data ● Time Off data ● Workflow data ● Global assignments data ● Dependents data ● Alternative Cost Center Assignment data ● Advances data ● IT Declarations data ● Deductions data If EC data has been replicated to other systems, the replicated data will not be purged in those other systems, but only in the EC system.
13.6.1
What you have to do first before you can purge inactive users
Context
Procedure 1. In Provisioning, make sure that you have selected the Enable Data Retention Management checkbox as defined in Initial Configuration Tasks [page 11]. 2. Enable role-based permissions: a. Go to Administration Tools. b. In the Manage Employees portlet, select
Set User Permissions
Manage Permission Roles .
c. On the Permission Role List page, under Permission Role, click the permission role for which you want to manage the permissions. The Permission Role Detail page opens. d. In the Permission settings section, click the Permission... button to specify the permission you want to assign to the role. The Permission Settings window opens. e. Under Administrator Permissions, click Manage Data Purge. f. Select the corresponding permission for the role:
○ Create Data Purge Request for the role that initiates the purge ○ Approve Data Purge Request for the role that approves the purge request
Next Steps Note To ensure a proper approval process, make sure that the same user doesn’t have both permissions: Create and approve. Only if you separate both permission and assign it to different users, you ensure a clear separation of duties. A user who has both permissions can easily bypass the approval process (by assigning him- or herself as approver).
13.6.2 To purge inactive users
Context
Procedure 1. Go to Administration Tools. 2. In the Company Processes & Cycles portlet, select
Company Settings
Data Management .
3. On the Data Management page, click the Create New Purge Rule button. 4. Select the action Purge Inactive User.
Note This option ensures that the purge run deletes the user and all related records in all modules completely and irrevocably from the database. This is contrast to the option Purge Inactive Employee (EC Data) which only deletes the EC-related tables. Purge Inactive Employee (EC Data) results in the user being inactive (after a successful purge), in a user that can no longer be used in EC BUT the user account is still available. To delete EC data, set the user to be purged to the status Purged, and delete the user account, you use Purge Inactive User. 5. Under Add purge user criteria, there are two sections: ○ Set purge inactive user rules: Here you define which user or users you want to delete completely from the system. ○ Exclude users that meet the following criteria: You have to uncheck the checkbox There is data for this user in Employee Central (EC). Employee Central Master Working with Data Imports
This option is checked by default to prevent users from being deleted as long as employee data is stored for them. 6. Under Select person who will review and approve the request, enter the approver or approvers that have to approve the purge request. 7. Now you have two options: ○ To schedule a job that executes your changes at a specific point in time, click Schedule… ○ To run the purge job immediately, click Launch Now… The approver has to approve this purge request before the system executes it.
13.6.3 To approve the purge of inactive users
Context
Procedure 1. Go to Administration Tools. 2. In the Company Processes & Cycles portlet, select
Company Settings
Maintenance Monitor .
On the Maintenance Monitor page, you can find the open approval requests on the tab Requests Awaiting Approval. 3. If applicable, approve the purge request by clicking Approve.
Next Steps Note To see if all the selected users have been purged, check the completion report available in the Maintenance Monitor. In the Maintenance Monitor, on the tab Approved Requests, you'll see the status for the purge. Completed means that the purge has taken place but to see which users have indeed been purged, and those that haven't, you'll need to click the link View History and then Download Complete Report (zip).
Caution The user IDs of purged users cannot be reused.
14.1 Introduction to Picklists Picklists allow you to restrict the values that can be specified for a field. In Employee Central, you could be using one of the following three picklists: ● ECV2 Picklists (also referred to as Legacy Picklists) ● MDF Picklists ● Cascading Picklists The subsequent sections describe these picklists and what you can do with them.
14.2 Working with ECV2 (Legacy) Picklists Picklists determine the information that gets displayed when a dropdown menu is clicked for an object defined in the data model. A single picklist is used across all SuccessFactors modules, so we suggest you exercise caution when making changes. A master picklist is available at: https://ps.successfactors.com/productcentral/Pages/display/prodinfo/data +models+and+picklists/default.aspx . Download this file to get started. Note that a lot of research has gone into creating this picklist – it is very comprehensive. Only company-specific values need to be added to the file. Review the picklist and upload.
Note The master picklist is in XLS format. Save this file in CSV format before you upload it to SuccessFactors. You can do this using any Spreadsheet editor. For picklists, the Import engine expects the picklist label to be specified with the exception of the following where the external code defined in the data model needs to be specified: ● AddressType (in Address) ● Event in EventReason Foundation object Import ● JobRelationships. For information on how the different data models are set up and where you can find the picklist label and external code, refer to Setting Up Data Models.
Note You cannot create and modify picklists at the same time. Each import file must contain either new picklists or modified picklists, not both. Ideally you should export the existing picklists to verify whether or not a picklist exists already before uploading or modifying a picklist.
Context To add new picklists that did not exist previously...
Procedure 1. Verify that the picklists do not exist yet in the system: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
Picklists Management .
This brings up the Picklists page. c. Select Export all picklist(s). d. Click Submit. e. Save and open the exported picklist file. Verify that the picklists you want to add do not exist yet in the system. If it does already exist in the system, follow the description for How do you modify picklists? 2. Create the new picklists import file by either: ○ Using a template by selecting Export data format from the Picklists page. ○ Using the standard picklists as a basis that you can download here: A master picklist is available at: https://ps.successfactors.com/productcentral/Pages/display/ prodinfo/data+models+and+picklists/default.aspx For more information about what the different columns of the picklist file mean, see About the picklist import file. 3. Import the picklist file: a. Select Import picklist(s). b. Browse for the picklist file you want to upload. c. For the question Are all the picklists new?, select Yes. d. Select the relevant character encoding from the Character Encoding dropdown menu. e. Click Submit .
Context To modify existing picklists, you have to export the existing picklist, modify them in the CSV file, and then upload the changes.
Procedure 1. Export the existing picklist: a. Go to Administration Tools. b. In the Company Processes & Cycles portlet, select
Company Settings
Picklists Management .
This brings up the Picklists page. c. Select Export all picklist(s). d. Click Submit. e. Save the exported picklist file. 2. Modify the picklist entries: a. Open the exported picklist file. b. Modify the picklist entries: ○ Remove any picklists which are correct and which you do not want to modify. ○ Make changes to existing picklists as required. Leave the option IDs as they are for the existing options, but leave it blank for new options.
Note The option ID must be retained for any existing picklist values. This ID is an internal reference. Any new picklist values being added must have an empty option ID (so the system recognizes them as new). The order picklist values render in is determined by the order they are imported in, not by the option ID value. For more information about what the different columns of the picklist file mean, see About the picklist import file. c. Save your changes to the picklist file. 3. Import the picklist file: a. Select Import picklist(s). b. Browse for the picklist file you want to upload. c. For the question Are all the picklists new?, select No. This means that the uploaded file modifies existing picklists, and does not include new picklists. d. Select the relevant character encoding from the Character Encoding dropdown menu. e. Click Submit . Employee Central Master Working with Picklists
Context You cannot remove or purge picklist items physically from the system; you can only change their status to DELETED or OBSOLETED.
Note If you have duplicate records and you want to set one of these records to status OBSOLETED, make sure you set the oldest record (that is, the record with the smallest option ID) to OBSOLETED, and leave the most recent record as ACTIVE. If you don't do this, it can happen that the Employee Profile displays the ID value of the obsoleted record as it is the most recent, instead of displaying the label.
Procedure ● To set the status of a picklist entry to DELETED or OBSOLETED, see Modifying ECV2 Picklists. ● In the column status, change the relevant picklist entry from ACTIVE to DELETED or OBSOLETED.
Related Information Modifying ECV2 Picklists [page 347]
14.2.4 About the Picklist Import File Picklists are set up using a CSV file that contains these columns: Table 41: Column
Header
Required?
Description
A
^picklistId
Yes
The picklist value (or 'key') is used to map picklists to the Live Profile and the Succes sion Organisation Chart. This picklist ID has to be the same as the picklist ID used in the data models.
B
OptionId
Assigned by system
The option ID value (or 'pri mary key') is used by the sys tem to map edits to a previ ously established picklist value. This value is assigned by the system. Do not enter (for new picklists) or edit (for existing picklists) the option ID. Note: For each system, the option IDs are different, so you always have to export the existing picklists to know the option ID of a picklist entry.
C
minValue
Yes
D
maxValue
Yes
These columns are used to support ranges for future use. Set the minValue and the maxValue to the same value. Do not overlap minValue/ maxValue with other minValue/maxValue in the same picklist. If you add new entries, you can enter 0 or -1 as minValue/maxValue.
This field is a placeholder for future use. (May be used in the future to find ranges of in cremental values.) For fields that use values like rating scales (risk of loss, impact of loss, etc.) use the same value here as minValue and maxValue.
F
status
Yes
Must be one of the following: ●
ACTIVE: The picklist
●
DELETED: Disables the
value is available for use. picklist value from the system (it is not dis played on the UI any more). ●
OBSOLETED: Disables the picklist value from being selected in new user records. Retain its selection for the Query Tool.
G
external_code
No
For standard picklist entries, use the external codes pro vided in the master picklist. The external code becomes relevant when you integrate with other systems, for exam ple.
Note Best Practice Tip: If you add customer-specific picklists, we recommend to add external codes even though it is not mandatory.
This field specifies the parent value for the child in a cascad ing picklist. This allows you to create links between values the user selects first (for ex ample, "North America") and those that appear in the next picklisted field (for example, "USA"). If you do not use cas cading picklists, leave this field blank. For more information, see Setting up country-specific picklists [page 117].
I
en_US
Yes
J
[locale code]
No
The en_US encoding for US English is the default and therefore required. Other lo cales (for example, fr_FR for French, and so on) are op tional; each locale has to be in its own column.
14.2.5 FAQs: Picklists
What can you change in the picklist? You can add your own picklists, as well as modify the value of existing picklists with the exception of Employee Status, where you can change the label but not include additional status types.
Where can you find the master picklist? A master picklist is available at: https://ps.successfactors.com/productcentral/Pages/display/prodinfo/data +models+and+picklists/default.aspx . A lot of research has gone into creating this picklist – it is quite complete. As a single picklist is used across all modules, we suggest you exercise caution when modifying the file. Also note that the master picklist available on confluence is in XLS format. Save this file in CSV format before you upload it to SuccessFactors. You can do this using any Spreadsheet editor. Employee Central Master Working with Picklists
14.3 Working with MDF Picklists This document describes how you can keep MDF and ECV2 Picklists in sync. For information on MDF picklists, see Create Custom Picklists in the Metadata Framework Implementation Guide.
Related Information Keeping ECV2 and MDF Picklists in Sync [page 356]
14.4 Working with Cascading Picklists Cascading picklists allow you to restrict the value of a field based on a previous selection. Consider an example of three picklists with cascading relationships: Country, State, and City. Assuming State can be derived from Country, Country will acts as the parent of State. Likewise, assuming City can be derived from State, State is the parent of City. The following screenshot shows Country as the parent picklist that has different countries as options:
Note The first criteria (parent.effectiveStartDate) as shown in the above figure will be added automatically . However, you must add the second field criteria manually to achieve the cascading property. Otherwise, it will behave as an independent picklist. Now on the Manage Data page for Division (Division), select the required country from the Country dropdown. Then select the required state from the State dropdown. Only the states that are derived from the specified country will be displayed in the State dropdown. Similarly, only the cities that are derived from the specified state will be displayed in the City dropdown:
With the Q2 2015 release cascading picklists on the MDF Foundation Objects Legal Entity, Business Unit, Division, and Department have been migrated to MDF. They will automatically be synchronized to the V2 picklists together with the ‘cascading relationship’. If you had a cascading picklist migrated to an MDF picklist for CostCenter in the November 2014 Release, the parent relationship would have not been replicated as MDF picklists did not support cascading behavior. With the Q2 2015 release, cascading picklists are now supported. You can, however, now manually establish the parent-child relationship between picklists as shown in the example above.
14.5 Keeping ECV2 and MDF Picklists in Sync Prior to the November 2014 release, it was not possible to keep a V2 picklist and a MDF picklist in sync. With the November 2014 release, you can now do this for the migrated Foundation Objects and for all other V2 picklists that you want to use as MDF picklists. For the migrated foundation objects this is done automatically during migration. For all other picklists, you would need to perform the steps below manually.
Broadly the steps for keeping your ECV2 and MDF picklists in sync are as follows: 1. Prepare your ECV2 Picklist. 2. Create the MDF Picklist. 3. Define the mapping between the ECV2 and the MDF picklist. 4. Trigerring the Sync. The subsequent sections describe these steps.
14.5.1
Step 1: Preparing the ECV2 Picklist
As a first step, it is recommended that you assign a unique and meaningful external code to all your picklists listed in the ECV2 picklist file. As the external code was not mandatory with ECV2 picklists, it is possible that your picklist might not have external codes defined. If you do not perform this step, the system will automatically create unique external codes for each picklistId at the time of mapping. However, the names would not be meningful. System generated names are typically in the format _, where n is incremented with each additional entry associated with the picklistId.
Note For Foundation Objects that have been automatically migrated to MDF, unique external codes are automatically created for its associated picklists. For all others, you will have to manually assign a unique external code. This is a required to keep your ECV2 and MDF picklists in sync. To start, download the ECV2 picklist. For more information, see Modifying ECV2 Picklists.
Related Information Modifying ECV2 Picklists [page 347]
14.5.2 Step 2: Creating the MDF Picklist There are two ways to create an MDF picklist: 1. Using the UI 2. Using the MDF Import Recommendation: When you have cascading picklists, always create the parent picklist before creating the child picklist with a mapping to the parent picklist.
Related Information Creating MDF Picklists Using the UI [page 358] Creating MDF Picklists Using MDF Import [page 359]
14.5.2.1
Creating MDF Picklists Using the UI
The steps to create an MDF picklist are described below. 1. Navigate to the Admin Tools. 2. From the Company Processes and Cycles portlet, select
Company Settings
Configure Object
Definitions . 3. From the Create New dropdown, select Picklist.
The Configure Object Definitions page for the picklists is displayed.
4. In the Code field, specify the picklistID from the ECV2 picklist file. 5. In the Name field, specify the name for the picklist. This name is displayed on the UI. 6. From the Status dropdown, select Active. 7. In the Effective Start Date field, specify the date as start of time i.e., January 1, 1900. This is important to ensure picklist synchronization works. This is because MDF picklists are effective dated while ECV2 picklists are not effective-dated. 8. In the Values section, specify the different values that the picklist can take. 9. Save the values.
You can read more about MDF picklists in the Create Custom Picklists section of the Metadata Framework Implementation Guide.
14.5.2.2 Creating MDF Picklists Using MDF Import There is no automated process to convert your ECV2 picklist to an MDF picklist. You will need to create the MDF picklist from scratch. The steps to create the picklist using the Import/Export framework are as follows: 1. Start by exporting the existing MDF picklist. Navigate to the Admin Tools. 2. In the Company Processes and Cycles portlet, select Import and Export Data page is displayed.
Employee Files
Import and Export Data . The
3. From the Select the action to perform dropdown, select Export Data.
4. Fill out the form as shown below. These setting will allow you to download the picklist file with all existing records.
5. Click Export. This will begin a download of the picklist. 6. Use the Monitor Jobs option to track the status of the job. In the Tool Search field, type Monitor Job and press Enter.
7. Click Download Status against the job to download the zip file containing the picklist CSV. Update the picklist using the ECV2 picklist file as a reference. When you finish updating the CSV file, upload it using the Import option. You are now ready to trigger the sync between the picklists.
14.5.3 Step 3: Mapping the ECV2 Picklist to the MDF Picklist Once you have mapped the ECV2 picklist to the MDF picklist, the MDF picklist will become the leading picklist. It will no longer be possible to make changes to the ECV2 picklist. Changes will only be allowed to the MDF picklist. The steps to map the ECV2 picklist to the MDF picklist are as follows: 1. Navigate to the Admin tools. 2. In the Company Processes and Cycles portlet, select page is displayed.
Employee Files
Manage Data . The Manage Data
3. From the Create New dropdown, select MDF Picklist to Legacy Picklist Map.
4. From the MDF Picklist dropdown, select the MDF picklist you just created. 5. In the Legacy Picklist ID field, specify the picklist ID for the ECV2 picklist to be mapped.
14.5.4 Step 4: Trigger the Sync As a last step, make an empty change to the MDF picklist. This will trigger the sync. Also note that once the mapping has been defined, any future changes to the MDF picklist will trigger a sync.
Note This step is not mandatory. If you are sure that the MDF picklist you created is iidentical to the existing V2 picklist, you can skip this step. However, making a save to the MDF picklist after defining the mapping just guarantees that the V2 and MDF picklist are identical.
Human Resource Information System (HRIS) Synchronization
Human Resource Information System (HRIS) synchronization is the exchange of data between Employee Central (EC) and other SuccessFactors modules. It is a background quartz job that periodically looks for data that has been changed in EC and updates the legacy user tables with data from EC. The job itself can be configured to run on a schedule. For data updating using UI, the synchronization process is automatically triggered at the end of the update for current and past dated records.
When HRIS sync is triggered? There are the following ways to trigger HRIS sync: ● Real-time sync integration by UI operation Most EC UI operations have integrated with HRIS sync such as new hire, MSS job change, personal info change, and so on to real-time sync the specific HRIS data from the UI to user directory tables.
Note Future-dated records are also synced, but the status will be inactive. The status becomes active as soon as the future date becomes current. ● HRIS Sync Job You can schedule a regular, for example, daily, HRIS sync job in Manage Scheduled Jobs in provision and then the HRIS sync job will run as scheduled. ● EC data import When HRIS Element (Employee Central data) is imported, it will also trigger HRIS sync job run if there is at least one HRIS Sync Job configuration in Manage Scheduled Jobs and the status is Submitted. Only one HRIS sync job can run at a time. It means if there is one in-progress HRIS sync job, another HRIS sync job won't be triggered before the running HRIS sync completes.
How does an UI operation trigger HRIS sync? The sync job just looks into the data and compares the data whether there are changes since the last run. Most EC UI operations have integrated with HRIS sync such as new hire, MSS job change, personal info change, etc. to real-time sync the specific HRIS data from the UI to user directory tables. This means, when an operation is done on the UI and there is some change, the change will be instantly synced back to legacy tables as soon as the UI change is committed.
Note Future-dated records are also synced, but the status will be inactive. The status becomes active as soon as the future date becomes current.
How do you trigger HRIS sync by means of HRIS sync job? You, as HRIS Sync Job User, can schedule a regular (i.e. daily) HRIS sync job in ‘Manage Scheduled Jobs’ in provision and then the HRIS sync job will run as scheduled. HRIS sync job is scheduled from provisioning under Company Settings “Manage Scheduled jobs“. This is done by the provisioning user. The job can be set up to run on a certain schedule, for example nightly, weekly.
How does an EC data import trigger HRIS sync? When HRIS Element (Employee Central data) is imported, it will also trigger HRIS sync job run if there is at least one HRIS Sync Job configuration in ‘Manage Scheduled Jobs’ and the status is 'Submitted'. Only one HRIS sync job can run at a time. It means if there is one in-progress HRIS sync job, another HRIS sync job won't be triggered before the running HRIS sync completes.
Incremental Sync in HRIS Sync Job In Employee Central (EC), there are two types of EC data, one type is non-effectively dated EC data such as phone, email, national ID card, social account, employment info. The other type is effective-dated data such as personal info, address, job info, and comp info. All EC data no matter it's effective-dated data or non-effective dated data are incremental sync when running HRIS sync job. It means when the system runs HRIS sync job, only the records which have changed since last successfully running HRIS sync job and the future records which become current will be synced to user directory tables.
Note ● You can specify to run HRIS sync from a specific date to achieve full sync for special needs. ● Full sync with 80K users completes in around 1 hour and 54 minutes.
HRIS Element and Fields Sync Logic The system supports hard-coded HRIS Sync. It means that the system will sync some HRIS elements and HRIS fields into user directory tables without any configuration based on hard-coded rules such as syncing HRIS field: job-code in HRIS element: jobInfo to standard element: jobCode. Employee Central Master Managing HRIS Sync
But you have also a flexible configurable framework to sync HRIS fields back to User Directory tables where you can specify HRIS fields to map to standard elements by configuring Succession Data Model. Table 42: HRIS Entity
HRIS Element
Comments
Supported Sync
Included Hard-
Full sync/ Incre
Mapping Configu
coded Sync Logic
mental sync
Yes
Partly
Full
ration in DM? email
emailInfo
Business email has hard-coded sync logic; other type of email hasn't hardcoded sync logic.
phone
phoneInfo
Yes
Yes
Full
address
homeAddress
Yes
No
Incremental
corporate address
corporateAddress
Yes
incremental
Yes
Yes
incremental
Yes
Yes
incremental
Yes
Yes
incremental
used in location ad Yes dress (HRIS ele ment: corpora teAddress itself is in corporate data model.) 1) when employee changes location, the corporateAd dress will be synched together with other jobInfo change; 2) when location info is changed, the corporateAddress will be synched when HRIS sync job runs.
personal
personalInfo
Name related field will be synched from personalInfo.
person
personInfo
job
jobInfo
Direct manager change is synched when the job re cords are synched.
way, but may the generic way is not suitable and need some special han dling to suit the real needs for sync in future if needed: globalInfo; pay ùÜ˚Æ0*6¿¿èŠk†ä¿òü*5—R:V[ó{=r”ı ring; payCompo nentNonRecurring; EmpDocumentIn foEO (workPermi tInfo; visaInfo; citi zenshipInfo ) entities which don't entities which don't the below entity support sync
support sync
does not support sync: EmpEmergency ContactInfoEO
Clients don’t need to configure all these fields in Succession Data Model. The system will automatically sync the related HRIS data into user directory tables based on the above mapping.
Configurable sync mapping The Succession Data Model includes HRIS sync mappings configuration in the end of data model, that is after view-template configuration. Sample data is as below:
Validation rules: 1. Only HRIS fields with visibility other than ”none” will be synced. HRIS fields with visibility=”none” won’t be synced to user directory tables. The rule is applied to both hard-coded sync logic and configurable sync mapping. 2. must be put after definition in the Succession Data Model (SDM). 3. 0 or 1 can be defined in a Succession Data Model. 4. Under , you can define one or more . 5. Under , users can define one or more . 6. For each , you must define only one and one or one . Use if the destination field of the sync mapping is a standard-element. Use to provide arbitrary key names that are stored as key-value-pair in the user directory.
Note The is used by other modules that need additional information for integration and that get accessed through an application programming interface (API). The that is stored in the user directory is accessible only through API; the key values are not displayed on any user interface. You can enter any arbitrary string value for the in the Succession Data Model, so it is not a refid. Whatever value you use here will be used as key in the user directory. 7. Entity-type attribute will be used for address, email, phone, and globalInfo to specify the type. For HRIS mapping configuration of address, email, phone, and globalInfo, entity-type is a mandatory attribute. 8. You can use the XML attribute date-format to sync dates from Employee Central to the Employee Profile. The date-format allows you to also sync only parts of the date. This is relevant when customers want to show only parts of the birthday information without showing the age information, for example. To achieve this, you only sync the day and month fields, but not the year. Note the following: ○ You can only use the following date formats which are case-sensitive: ○ Year in 4 digits: yyyy ○ Month and year: MMM-yyyy ○ Month: MMM ○ Date and month: dd/MMM ○ You can only sync from an HRIS field with the data type DATE to a standard-element with the data type STRING.
○ The existing hard-coded syncing of an employee's date of birth from Employee Central (HRIS field dateof-birth) to the Employee Profile (standard-element dateOfBirth) is not affected by the date-format syncing. It will still sync the complete date. 9. You can sync data from Employee Central to userinfo-elements in Employee Profile following this syntax: For the userinfo-element: For the sync-mapping:
Note You have to enable Edit permission in role-based permissions (RBP) for the userinfo-elements that you have configured in hris-sync-mapping. The sync process does not copy values into userinfoelements without Edit permission. You choose this type of syncing when your customer uses more customer-specific fields than the 15 standard-element fields can cover, and wants these to be synced with Employee Central. 10. HRIS-element-ref, HRIS-field-ref, standard-element-ref must have valid refid 11. If HRIS element isn't defined in DM, but used in HRIS-sync-mappings, should fail. 12. If standard element isn't defined in DM, but used in HRIS-sync-mappings, it will fail. 13. Duplicated HRIS-element-ref refid definition will fail. 14. If fields fail to data type validation (such as mapping string to date), the Succession Data Model (SDM) can't be imported successfully (mapping anything to string is acceptable) 15. If corporateAddress has not been defined in corporate data model, but is used in , the Succession Data Model fails to validation. 16. Below validation rule has been implemented for when the Succession Data Model is imported. ○ For a sync-mapping configuration in Succession Data Model, if the standard element field is a pick list and the EC HRIS field is also a pick list, these two pick lists must be the same. Configure the same pick list ID in Succession Data Model, the system will verify it when importing the Succession Data Model. ○ For a sync-mapping configuration in the Succession Data Model, if the standard element field is a pick list, the EC HRIS field should be a pick list or a foundation object or a territory (country) object. Otherwise the data model can’t be imported due to validation failure.
Rewrite hard-coded sync mapping But if you would like to re-write the hard-coded sync mapping, you can define it in the Succession Data Model.
For example, in the hard-coded sync mapping, EC data: jobInfo department to standard element: division. You can configure as follows to achieve this: >
Pick list configuration for employee status and job relationship type There are two pick lists that are very important for sync: ● Job Relationship types: For the HRIS element: jobRelationsInfo, the HRIS field: relationship-type must be defined as a pick list in data model. In order to sync the known relationship types correctly into users legacy tables, the below dedicated external code for widely known relationship types are defined. The sync logic will regard the external code for each known relationship type as fixed value. The system will run the different sync logic (HR manager/matrix manager /custom managers/second manager) based on the external code. The following is the definition of external code for each known relationship type. It is fixed values in our system. So if the client needs to support some or all of the known relationship type, they need to define the above external code for the pick list option. ● Relationship types: Table 43: External Code
Employment Status in EC
users_sys_valid flag in Legacy Table
HR Manager Second Manager Matrix Manager Additional Manager Custom Manager
● Employment status: Employment status needs to be defined as a pick list. Default pick list ID is employeestatus if clients didn't define it explicitly in corporate data model. You can define the pick list ID for HRIS field “emplStatus” in HRIS element “eventReason” in corporate data model. The external code of employment status is important to decide the employment status. Below is some mapping between external code and employment status: Table 44: External Code
Others than above will be regarded as inactive in legacy tables.
Special handling for fields syncing ● Logic about entity-type isPrimary The below validation rule is used when importing Succession Data Model: For HRIS-mapping configuration of address, email or phone, entity-type is a mandatory attribute. If there are records with isPrimary=true for the specific entity type of email or phone for a specific person, the system will just sync the record; for example, for business email of user01, record 123: business email is primary, then just record 123 business email not other business email records for user01 will be synced. If no records exist with isPrimary=true for the specific entity type of email or phone for a specific person, the system will sync all the records of the entity type, the last record will win; for example, for 3 business email records of user01, if none of the three business emails is primary, then the three business email records for user01 will be synched. isPrimary field is valid for email, phone, and nationalIdCard. If there is EmpNationalIdCardEO record with isPrimary=true for a specific person, the system just sync the record with isPrimary=true. If there is NO EmpNationalIdCardEO record with isPrimary=true for a specific person, the system just sync all the records. The last record will win. ● Country If HRIS field is country field, sync country name to user directory tables. ● Phone number If users configure phone-number in phoneInfo for , 4 fields countryCode, areaCode, phoneNumber, extension will be merged into one value: (countryCode) areaCode phoneNumber’x’extension and sync to the mapped standard element, for example, (086) 021 21345501x0619. ● Pick list If the EC HRIS field is a pick list but the standard element field isn’t a pick list, the pick list label will be synced to user directory tables. If the EC HRIS fields is a pick list and the standard element field is also a pick list, the option ID will be synced to standard element field. (option ID > option ID) If standard element is a picklist and HRIS field is not a picklist, then synchronization is not supported. ● Foundation objects If foundation objects are enabled in provision, the FOs will be converted into FOName (FOExternalCode) and synced to user directory tables, for example, engineer dept (eng).
● Others ○ If standard element is gender and HRIS field is null, sync ‘ ’ into standard element: gender. ○ If HRIS field is Gender, convert gender into its legacy value. ○ If HRIS field is MaritalStatus, convert marital status into its legacy value. ○ Otherwise if HRIS field is null, null value will be synced back to user directory tables.
Note A kind reminder: Please don't use basic import to directly update data in legacy tables to avoid inconsistent data between EC tables and legacy tables in future.
HRIS Full Sync Prerequisites Before running HRIS full sync, please make sure: ● You really want to use EC data to replace data in legacy tables if any inconsistent data exists. ● The current configuration in data model is correct and the current sync behavior based on the configuration is as desired.
Context HRIS full sync can help you to use Employee Central (EC) data to sync to legacy tables which is desired when: ● You updated sync configuration or data model and want the new configuration is applied to all the data including the old data. ● You once used basic import to update data in legacy tables which causes inconsistent data between EC tables and legacy tables and you want to fix the inconsistent data by using EC data to replace the data in legacy tables. ● Other reason caused inconsistent data between EC tables and legacy tables and you want to fix the inconsistent data by using EC data to replace the data in legacy tables. Steps for HRIS full sync to fix data
Procedure 1. Please go to
Provisioning
Manage Scheduled Jobs .
2. Select “Create new job” and fill in below info in the “Create New Job” UI Select "HRIS sync" as Job type, for modified date since, please select "Specify a date" and then input a date which is before the system wentalive date such as '1/1/1991', select "Once" as occurrence and click "Create Job" but DON'T submit the job. It will navigate you back to the Manage Scheduled Jobs list page Employee Central Master Managing HRIS Sync
3. Make sure there is no in-progress HRIS sync job running in the system by checking
Provisioning
Monitor
Jobs . 4. Go to Provisioning Manage Scheduled Jobs , and select the Run it Now from the drop down list of the defined HRIS sync job to trigger a full sync. 5. Please make sure the HRIS sync job is now running by checking the status in
Provisioning
Monitor Jobs .
6. After the HRIS sync job runs to complete (it takes time to run to complete depending on the current customer base), please check the data again to see whether any inconsistent data still exists. If yes, please fire JIRA for further investigation.
15.2 Data Integration for the Performance Management Suite Introduction Data integration between SuccessFactors Performance Management Suite and your Human Resource Information System (HRIS) or payroll system allows single source updates of your employee data. With this simple data transfer process, the updates you enter into your HRIS will be passed to PM, eliminating duplicate entry. This integration requires the export of the defined data fields (see below) into a flat file, which is uploaded through the Admin Tools user interface. The update process can be automated using a Secure File Transport Protocol (SFTP) process executed at your schedule to maintain synchronized data.
Business Rules for Data Transfer To import data from an HRIS (or other data source) into Performance Manager, certain business rules MUST be followed. 1. The file must be in Comma Separated Values (.csv) format. The file can be a plain text file (.txt) too but the values must be separated by commas. For values with commas, we suggest enclosing them in quotes so they load properly. 2. Take care when using data fields with leading zeroes. Spreadsheet applications such as Microsoft Excel strip leading zeroes from data fields and could corrupt the data. If there are leading zeroes in the data file, verify that the leading zeroes are present in the file before uploading. 3. The file must contain two rows of predefined column IDs and labels. A template for these column IDs and labels can be exported from the system using the Export Template option. 4. All fields are case sensitive and will reflect what is loaded in the data load.
Note If the user name is created in mixed case, the logon process will require that the user name be specified in mixed case. 5. JOBCODE is case sensitive and must match exactly the job codes designated for roles. To see a list of families and roles, go to the Administration tools. In the Company Processes & Cycles portlet, select , Company Settings — Manage Job Roles.
6. JOBCODE is used to determine competency mapping which allows competencies to be populated on forms and worksheets based on the value in the JOBCODE field. If the company is using job profiles, the value entered in this column will determine what set of competencies will be displayed on the appraisal form for that employee. This value may be the actual job code from the HRIS or a derived code: Many customers will choose to combine job codes into broad employee groups to simplify administration of competency sets that may be common across many roles in the same group. This decision should be made by the implementation team based on the process. Table 45: Example JOB CODE
EMPLOYEE GROUP
EXEC
Officers and Executives
SMGR
Seniors managers or employees who manage multiple functions
MGR
Single function managers
SUP
First Line Supervisors
PROF
Professionals or managerial level knowledge workers who do not supervise others
IC
Individual Contributors
7. STATUS must be the first field and USERID must be the second field and the upper case header must be repeated for the second row. Remaining fields need not be in the order presented here. If a field will not be populated, do not include that field in the import file. If that field in the file is blank, it will wipe out what is already in the database. 8. USERID is the system unique value for each user and must be unique. This value is visible in a variety of places to all end users. Accordingly, USERID should not contain data that is considered confidential, such as social security number. This value must be passed with each employee data record during each upload.
Note Take care in selecting this value as it this is a permanent decision. This value cannot be changed once set. 9. USERNAME is a unique name for each user and is used as the logon ID value. This value is visible in a variety of places to all end users. Accordingly, USERNAME should not contain data that is considered confidential, such as social security number. Unlike USERID, this value can be updated if needed, (e.g. name change) but must be unique. Most customers choose to use the same USERNAME that they use for their local network or e-mail application. 10. The definition of which fields are required is the minimum requirements and must be populated. The additional recommended fields are used in the system for reporting and/or are important for grouping data. Additional fields can be marked as required during initial implementation based on business need. The order of field display on the Personal Information screen can be modified if required. 11. The ability for the employee to edit/not edit the data loaded into the employee record (on the Personal Information screen) is an option defined during initial setup.
Note We strongly recommend that these edit rights be turned off to maintain sync of data with the HRIS. Take care to understand impact of ability of the user to update certain variables directly (e.g. manager). Values updated via the user interface will be overwritten by the next data load from the HRIS. 12. The individual fields in the employee record can also be hidden during the initial setup so they will not display in the Personal Information screen. This allows for the storage of data associated with each individual, passed from the HRIS to be used by one or more process, but does not display this data on the Personal Information screen (accessed by the employee). 13. If the DEPARTMENT, DIVISION and/or LOCATION fields are not used, do not include them in the import file. The system will automatically assign "N/A" values in these fields. Report security is tied to these values and entering a common value (e.g. NA) will allow for the broadest reporting access to the data - leaving it blank will limit reporting access. 14. Data placed in the Department, Division, and Location fields - may be a code or a text name. The value entered will appear in drop-down menus. 15. Data labels are limited to 100 characters. 16. Most String values are limited to 255 characters. Exceptions are USERID (100), USERNAME (100), FIRSTNAME (128), LASTNAME (128), MI (128), GENDER (2), EMAIL (100), DEPARTMENT (128), DIVISION (128), LOCATION (128), MANAGER (100), HR (100), JOBCODE (128), TIMEZONE (32). 17. Date format must be mm/dd/yyyy. 18. HIREDATE is used in Performance Manager to display the defined date AND/OR can be the date used to initiate an automatic form creation for this user. The value in the HIREDATE field does not have to be the actual hire date and may be a derived date from the HRIS system (e.g. hire date + 90 days, last review date 60 days, etc.) upon a new document will be created for this employee. The system can be set to automatically generate a new form for this employee based on the month/day combination of this field value (i.e. if Jim's hire date is 03/02/2002, the system can be set to automatically create a new appraisal form for Jim each March 2nd). 19. Custom fields can be defined to import additional information (e.g. FLSA code, etc.). However, this data does not show up anywhere in the system, other than the Employee Profile or custom fields in a form. They can also be used in the Employee Scorecard and Organization Chart. 20.Performance Manager uses the MANAGER field to create the organizational hierarchy within the system. Each employee must have a valid manager. Upon data load, Performance Manager will validate that each employee has a valid manager listed in their data record. This validation check is executed against the employees held within the exiting Performance Manager database. Therefore, the MANAGER field in each employee record must hold a valid USERID of someone in the existing database. If a user who does not have a valid manager attempts to login the attempt will fail and the user will receive this error message:
21. The individual at the top of the organizational hierarchy (e.g. CEO) must have NO_MANAGER (in all caps) listed in the MANAGER data field, so that the system knows how to treat this individual in the routing chain. This value must be exactly NO_MANAGER. Other values, such NO_MGR will fail. 22. Since the data load validation process validates the MANAGER and HR data against the existing database, it is strongly recommended that the new employees be added to the beginning of the data load file. This will allow the new employee to be loaded first in case the new employee is a manager or HR rep referenced later in the data file and will improve processing speed, especially for large files.
23. COUNTRY can be used to determine which of several possible Privacy Consent Statements will be presented to a new user. If the Privacy Consent feature is enabled, when users log in to the system the very next time, they will go directly to the data consent page - which can differ depending on their COUNTRY. Users can then choose to accept or decline the terms presented. Use the country names specified in the Country List at the end of this document. 24.MATRIX_MANAGER, CUSTOM_MANAGER, and SECOND_MANAGER fields are not required in the data file unless those relationships are required for permissions or document routing. MATRIX_MANAGER and CUSTOM_MANAGER can include multiple managers. The syntax would be to separate the manager IDs with pipe (|) characters.
Example "gsmith624|sholmes423|smaddox666" 25. DEFAULT_LOCALE field is not required in data file. If present, the values in the field will determine the languages experienced by the users (one language per user). If the field is left blank for a user, the user's existing value will not be changed. Example: Bo had previously selected "it_IT" (Italian) and the data file now includes the DEFAULT_LOCALE field with a blank value for Bo; his value for default locale remains "it_IT" - his previous selection rather than the company-wide default language. See the list of supported locales at the end of this document. 26.PROXY field does not need to be included in data file. If present, the value in the field defines which person can act as proxy on behalf of the user. If left blank, no proxy holder will be assigned and existing proxy holders will be removed. The field can include multiple proxy holders. The syntax would be to separate the proxy holder IDs with pipe (|) characters.
Example "admin|sholmes423|smaddox666" 27. TIMEZONE is required in the system for internal time/date stamps in the time of the user. If a TIMEZONE value is not loaded the field will be automatically populated with a default of Eastern Standard Time. Records may be set to one value (e.g. time zone of corporation) rather than different zones for each employee. To have the system automatically adjust for daylight savings time use the time zone ID from the Supported Time Zones section at the end of this document rather than the short three-letter abbreviation.
15.3 HRIS Sync configuration workbook Integration with Employee Profile – HRIS synchronization process mapping To guarantee seamless integration between Employee Central and other SuccessFactors modules, Employee Profile is updated with information stored in Employee Central. Some Employee Profile attributes are updated online when changes are recorded in Employee Central data. Other attributes are only updated when HRIS synchronization process is run. Employee Central changes that are entered at a future date are reflected in Employee Profile as soon as the HRIS synchronization process is run after the future date has been reached.
Decision point Complete the following chart with the mapping between employee central attributes and employee profile attributes: Table 46: Employee Central portlet
Context Business Background People are on the move a lot these days. They don't always have time to get to a desktop computer to work or perform certain admin tasks. With this mind, some Employee Central (EC) features are now available as mobile apps. The table below shows which features and where you can use them. Use the links to access more information on the app you're interested in. Table 47: Which feature is available?
Which devices can I use it on?
Mobile To-Dos in Employee Central [page 382]
iPhone, iPad, Android, Blackberry
Mobile Time Off [page 380]
iPhone, iPad
Before you can use any mobile SuccessFactors feature, you must register your mobile device with your SuccessFactors account. Here's how:
Procedure 1. Download the native mobile app to your mobile device. You can find the latest versions of the applications for iPad, iPhone, Android, and Blackberry on http://www.successfactors.com/mobile/downloads/ . 2. Launch the application
4. Add the details of your device, including your activation code, then choose Save. 5. You get the success message, meaning that your device is now registered and activated for SuccessFactors.
Figure 3: Activation Success
6. Click Done and proceed to install and go on to use the mobile SuccessFactors features you need.
16.2 Mobile Time Off Context Note The mobile Time Off solution is only available for iOS (iPhone) and NOT for Android. Please ensure that you have the latest version of the BizX mobile app. Some of the functions of the Time Off feature are available in a mobile version. You can: ● Submit a request for some time off, whether it is sick leave, vacation, paid time off (PTO) or something else.
Employee Central Master Employee Central and your Mobile Device
● Look at your team's calendar to see who else is absent when you want to be. ● Cancel any time off requests you submitted that haven't been approved yet. ● Handle other things you need to do as part of taking time off, such as canceling meetings planned for the relevant period and telling colleagues you are going to be away. To use the mobile Time Off app, follow the steps described below.
Procedure 1. Remember to register and activate your mobile device as described in Using Employee Central on your mobile device. 2. Before you can use Mobile Time Off, you need to activate and set up the Time Off feature. For full information on how to do this, take a look at the Time Off handbook. 3. Once you have done this, Mobile Time Off is ready for use. However, the mobile feature includes a function enabling you to send emails to people, telling them you are going to be absent. Before you can use this, the relevant field, shown below, needs to be in your Succession Data Model. Make sure it is there and, if it is not, insert it. _ _ nbsp; _ _ nbsp; _ _ 4. Finally, create the permissions users will require so that they can use the new email function. You do this by going to Admin Tools, then choosing Manage Permission Roles . Enter the Create New function and proceed as follows:. a. Create a permission role as shown below, containing the permission Employee Data — Email, Email Info, View.
b. Grant the role to those you want to be able to view the email. This can be a group, individuals, or everyone in the company. Employee Central Master Employee Central and your Mobile Device
c. Log off and log on again. The created permission is now effective and you're ready to go with all aspects of the mobile Time Off app.
16.3 Mobile To-Dos in Employee Central
Overview To-Dos are a way of notifying Employee Central (EC) users that there is a task they have to perform. For example, if you are a manager, your “to-dos” might include approving a job change or one-time bonus for one of your direct reports. This feature is available as a moblle EC app.
Prerequisites ● Remember to register and activate your mobile device as described in Using Employee Central on your mobile device [page 378] ● In addition to the configuration steps described in Configuration Setup for EC To-Dos, you have to activate the feature for mobile use. To do this, log in to your provisioning system and check the relevant box, as shown in the figure below.
Features Once you have performed all the registration, activation, and configuration steps, any EC ToDos requiring your attention appear in the ToDo screen on your mobile device, as shown below.
The tables in the list below give you the technical information about the foundation objects we deliver. Most of the foundation objects include customer-specific fields, listed in the last four rows of each table. These are fields you can customize to use any way you want, if the foundation objects as delivered do not have all the fields needed to satisfy your requirements even if, for example, you edit the field labels. You do not have to use the customer-specific fields, but they are there if you need them. For information on how foundation objects are processed in the Corporate Data Model, including how to create your own foundation objects, see the Setting up the Corporate Data Model section of the Employee Central Master Implementation Guide. For an explanation of what foundation objects are, and some links to more information about them, see the What are Foundation Objects? section of the Employee Central Master Implementation Guide. For information on MDF Foundation objects, refer to the Working with MDF Foundation Objects section of the Employee Central Master Implementation Guide.
Table Columns Each of the tables has the following columns: ● Standard If the field appears as part of the standard delivery for the relevant foundation object, “Yes” appears in this column. “No” appears in the column if the field is not part of the standard delivery. ● Field ID Each foundation object consists of one or more fields. This column lists the technical IDs of the fields. You cannot change this ID. ● Field Label This is the text that appears in the user interface (UI). You can change this to suit your own requirements. ● Data Type Fields can handle data of various types. The options are: ○ BIGDECIMAL and DECIMAL Fields with these data types can handle mathematical operations. ○ BOOLEAN Fields like this can handle two options. On the UI, the most common options for such fields are “Yes” and “No”. ○ DATE You can enter dates in fields of this type. ○ DOUBLE Fields with this data type can handle decimal numbers.
Employee Central Master Data Objects: Quick Reference Tables
○ LONG Fields with this data type can only contain integers. ○ STRING You can enter a string of characters in fields with this data type. Where there is a limit on the number of characters in fields like this, the maximum number of characters allowed is shown in the Max.Length column. ● Max.Length Some fields with data type “String” have a limit on the number of characters you can enter in the string. Where this is the case, this column shows the relevant maximum. ● Default Visibility This determines whether the foundation object is visible on the UI and what you can do in it if it is visible. You can change the default setting to suit your own requirements, choosing from the following options: ○ BOTH: This means the field is visible on the UI for both display and editing purposes. ○ VIEW: This means the field is displayed on the UI, but it cannot be edited there. ○ NONE: The field does not appear on the UI. ● Is Required? The answer “Yes” in this column indicates that the field is required. The answer “No” indicates that it is optional. ● How To Use This Field Here's some help on how to use the fields. For example, if a field needs additional configuration, you can find the information here.
Organization Objects A-Z Table 48: BusinessUnit (hris-element id: businessUnit) To refresh your memory on what the column headers mean, take another look at the explanation above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different business units from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the busi ness unit here.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
Table 49: CorporateAddress (hris-element id: corporateAddress) To refresh your memory on what the column headers mean, take another look at the explanation above. For the country-specific setup of corporateAddress, please refer to the Employee Central Country-Specific Imple mentation Guide. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
start-date
Start Date
DATE
—
Both
How To Use This Field
Yes
Enter the date when the cor porate ad dress be comes effec tive.
No
end-date
End Date
DATE
—
None
No
This is the end date the previous cor porate ad dress stops being effec tive. The sys tem calcu lates the end date auto matically de pending on the start date entered.
Yes
address1
Address 1
STRING
256
None
No
You can enter the first line of address here.
Yes
address2
Address 2
STRING
256
None
No
You can enter the second line of ad dress here.
Yes
address3
Address 3
STRING
256
None
No
You can enter the third line of address here.
Yes
city
City
STRING
30
Both
No
This is where you enter the city or town the company is located in.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanation above. For the country-specific setup of corporateAddress, please refer to the Employee Central Country-Specific Imple mentation Guide. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
county
District
STRING
256
None
How To Use This Field
No
This is where you enter the county the company is located in.
Yes
state
State
STRING
256
None
No
This is where you enter the state the company is located in.
Yes
province
Province
STRING
256
None
No
This is where you enter the province the company is located in.
Yes
zip-code
Zip Code
STRING
256
None
No
This is where you enter the ZIP code of the place the company is located in.
Yes
country
Country
STRING
256
Both
Yes
This is where you enter the country the company is located in.
Employee Central Master Data Objects: Quick Reference Tables
Table 50: CostCenter (generic object id: CostCenter) To refresh your memory on what the column headers mean, take another look at the explanation above. Note: CostCenter is now a Generic Object. Use the Configure Object Definition page to maintain this object. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility
How To Use This Field
Yes
effectiveS tartDate
Start Date
Date
255
Editable
Yes
Specify the date on which the cost cen ter becomes active.
Yes
effectiveEnd Date
End Date
Date
255
Not Editable
No
Specify the date on which the cost cen ter stops be ing active.
Yes
externalCode
Code
String
32
Editable
Yes
Specify a unique code by which the system can distinguish the different cost centers from each other.
Yes
Name
Name
Translatable
90
Editable
No
Specify a short name for the cost center unit here. This field is trans lated to Eng lish (US) and the compa ny's default language.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanation above. Note: CostCenter is now a Generic Object. Use the Configure Object Definition page to maintain this object. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
description
Description
Translatable
128
Editable
How To Use This Field
No
Specify a de scription here if you need a more detailed description of the cost cen ter than the one the Name field provides. This field is translated to English (US) and the com pany's default language.
Yes
effectiveSta
Status
Enum
255
Editable
Yes
tus
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Yes
glStatement
GLState
Code
mentCode
String
32
Not Visible
No
This code is assigned to account groups, such as customer receivables or vendor paya bles to record transactions, depending on financial ac counts in volved in such transactions. It ensures that total ac count data in cludes all sub-account transactions.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanation above. Note: CostCenter is now a Generic Object. Use the Configure Object Definition page to maintain this object. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
parentCost
Parent
Center
Generic Ob
255
Editable
How To Use This Field
No
ject
Cost centers can be hier archical. If this is the case in your business, use this field to specify a higher-level cost center.
Yes
costCenter Manager
Costcenter
User
255
Editable
No
Manager
Specify the cost center manager's identifier here.
Yes
costCenter External Ob êù⁄¦~+Fܺ9-³˜Ù«ÝÂ�ãURUg ject ID tId
String
40
Editable
No
This field con tains the cost center ID in external for mat. If you have multiple financial sys tems from which you up load cost cen ters into EC, make sure that the cost center IDs are unique. Usu ally, down stream sys tems like pay roll do not un derstand this unique ID and you have to provide the cost center ID in its external format.
Employee Central Master Data Objects: Quick Reference Tables
Table 51: Department (hris-element id: department) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different departments from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the de partment.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the depart ment than the Name field can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Yes
start-date
Start Date
DATE
—
Both
Yes
Enter the date the depart ment be comes active.
Yes
end-date
End Date
DATE
—
None
No
You can also enter the date the depart ment stops being active.
Table 52: Division (hris-element id: division) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different divisions from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the divi sion here.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the division than the Name field can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Yes
start-date
Start Date
DATE
—
Both
Yes
Enter the date the division becomes ac tive.
Yes
end-date
End Date
DATE
—
None
No
You can also enter the date the division stops being active.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
headOfUnit
Head of Divi
STRING
—
Both
How To Use This Field
No
sion
You can enter the division head's identi fier here.
Yes
parent
Division
STRING
—
Both
No
You can enter the division that is on the next level up in the division hierarchy.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
No
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Table 53: Geozone (hris-element id: geozone) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different geozones from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the geo zone here.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
No
Customer
long1–20
Numbers 1–
plied as
20
standard.
Custom Deci
ble1–20
mals 1–20
DOUBLE
—
None
This Field
custom-
custom-dou
LONG
How To Use
—
None
No
the fields sup
No
Table 54: LegalEntity (hris-element id: company) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Legal Entity
STRING
32
Both
How To Use This Field
Yes
ID
Define a unique code by which the system can distinguish the different legal entities from each other.
Yes
name
Legal Entity
STRING
90
Both
No
Name
You can enter a short name for the legal entity here.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the legal en tity than the Name field can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
officialLan
Official Lan
guage
guage
STRING
—
Both
How To Use This Field
No
If there is an official lan guage for a le gal entity, you can enter the ISO code for that language here.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
No
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Table 55: LegalEntityLocal (hris-element id: legalEntityLocal) To refresh your memory on what the column headers mean, take another look at the explanations above. The fields of this element are defined in the country-specific Corporate Data Model. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different local legal en tities from each other.
No
name
Name
STRING
90
Both
No
You can enter a short name for the local legal entity here.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. The fields of this element are defined in the country-specific Corporate Data Model. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
description
Description
STRING
128
Both
How To Use This Field
No
If you need a more detailed description of the local legal entity than the Name field can pro vide, enter it here.
No
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
No
start-date
Start Date
DATE
—
Both
Yes
Enter the date the local en tity becomes active.
No
end-date
End Date
DATE
—
None
No
You can also enter the date the local legal entity stops being active.
No
country
Country
COUNTRY
—
Both
No
You can enter a country for this local legal entity here.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. The fields of this element are defined in the country-specific Corporate Data Model. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
custom-dou
Custom Deci
ble1–20
mals 1–20
DOUBLE
—
None
How To Use This Field
No
Table 56: Location (hris-element id: location) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different locations from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the loca tion.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the location than the Name field can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
Table 57: LocationGroup (hris-element id: locationGroup) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different location groups from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the loca tion group here.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the location group than the short Name can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Yes
start-date
Start Date
DATE
—
Both
Yes
Enter the date the location group be comes active.
Yes
end-date
End Date
DATE
—
None
No
You can also enter the date the location group stops being active.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
How To Use This Field
No
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Job-Related Objects A-Z Table 58: JobClassification (hris-element id: jobCode) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Job Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different job classifica tions from each other.
Yes
name
Job title
STRING
90
Both
No
You can enter a short name for the job classification here.
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
standard
Standard
Hours
Weekly Hours
DOUBLE
—
Both
How To Use This Field
No
You can enter the standard weekly hours for the job classification.
Yes
isRegular
Regular/
STRING
32
Both
No
STRING
32
Both
No
BOOLEAN
—
Both
No
Temporary Yes
Yes
employee
Employee
Class
Class
isFulltimeEm Is Full Time ployee
Employee
Enter “Yes” to indicate that employees with this clas sification work full time or “No” to in dicate that they work part time. No picklist re quired.
Yes
Yes
supervisorLe Supervisor vel
Level
grade
Pay Grade
STRING
—
Both
No
STRING
—
Both
No
You can enter the pay grade for this job classification.
Yes
jobFunction
Job Function
STRING
Both
No
You can enter the job func tion relating to this job classification.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
custom-
Customer
long1–20
Numbers 1–
LONG
—
None
How To Use This Field
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
DOUBLE
—
None
No
Table 59: JobClassLocal (hris-element id: jobClassLocal) To refresh your memory on what the column headers mean, take another look at the explanations above. The fields of this element are defined in the country-specific Corporate Data Model. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different local job clas sifications from each other.
No
name
Name
STRING
90
Both
No
You can enter a name for the JobClas sLocal here.
No
description
Description
STRING
128
Both
No
If you need a more detailed description of the JobClas sLocal than the short name can provide, enter it here.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. The fields of this element are defined in the country-specific Corporate Data Model. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
status
Status
STRING
—
Both
How To Use This Field
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
No
start-date
Start Date
DATE
—
Both
Yes
Enter the date the JobClas sLocal be comes active here.
No
end-date
End Date
DATE
—
None
No
You can also enter the date the JobClas sLocal stops being active here.
No
country
Country
COUNTRY
—
Both
Yes
Enter the country to which the JobClassLo cal applies here.
Employee Central Master Data Objects: Quick Reference Tables
Table 60: JobFunction (hris-element id: jobFunction) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Job Function
STRING
32
Both
How To Use This Field
Yes
ID
Define a unique code by which the system can distinguish the different job functions from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a name for the job func tion here.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the job func tion than the short name can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Yes
start-date
Start Date
DATE
—
Both
Yes
Enter the date the job func tion becomes active.
Yes
end-date
End Date
DATE
—
None
No
You can also enter the date the job func tion stops be ing active.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
parentFunc
Parent Func
tionCode
tion Job
STRING
—
Both
How To Use This Field
No
You can enter the function code that is on the next level up in the function code hierarchy.
Yes
type
Job Function
STRING
32
Both
No
STRING
256
None
No
Type No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Pay-Related Objects A-Z Table 61: Frequency (hris-element id: frequency) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Frequency ID
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different frequencies from each other.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
name
Name
STRING
90
Both
How To Use This Field
No
You can enter a name for the frequency here.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the frequency than the short name can provide, enter it here.
Yes
annualization Annualization Factor
LONG
—
Both
Yes
Factor
Use this field to record the number of times in a year an em ployee would be paid at this frequency to achieve an annual salary. Example: En ter “12” if the employee is paid monthly.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
No
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Employee Central Master Data Objects: Quick Reference Tables
Table 62: PayCalendar (hris-element id: payCalendar) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
payPeriodBe
Pay Period
ginDate
Begin Date
DATE
—
Both
How To Use This Field
Yes
Enter the date a given pay period starts. Example: First of the month.
Yes
payPerio
Pay Period
dEndDate
End Date
DATE
—
Both
Yes
Enter the date a given pay period ends. Example: 16th of the month.
Yes
payCheckIs
Pay Check Is
sueDate
sue Date
DATE
—
Both
Yes
Enter the date a pay check is issued for a pay period. Example: 18th of the month.
Yes
payPeriod
Pay Periods
sPerYear
Per Year
LONG
—
Both
No
You can enter the number of pay periods in a year.
Yes
offCycle
Offcycle
BOOLEAN
—
Both
No
Yes
processing
Processing
STRING
256
Both
No
RunId
Run ID
You can enter an identifier for pay proc essing runs here.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
payGroup
Pay Group
STRING
—
How To Use This Field
Both
Yes
Enter the
Code
code for the pay group to which this pay period ap plies.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
No
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Table 63: PayComponent (hris-element id: payComponent) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Yes
Field ID
externalCode
Field Label
Pay Component
Data Type Max.
STRING
Default
Is Re
Length
Visibility
quired?
32
Both
Yes
ID
How To Use This Field
Define a unique code by which the system can distinguish the dif ferent pay components from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a name for the pay component.
Yes
description
Description
STRING
128
Both
No
If you need a longer de scription of the pay component than the short name can pro vide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible values are Ac tive and Inactive. Do not configure this as a picklist.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Yes
Field ID
taxTreatment
Field Label
Tax Treatment
Data Type Max.
STRING
Default
Is Re
Length
Visibility
quired?
—
Both
No
How To Use This Field
You can indicate whether the pay com ponent is taxed or not. The list of values comes from the picklist
TAXTREATMENT. Yes
canOverride
Can Override
BOOLEAN
—
Both
No
You can enter “Yes” if it will be possible to over ride this pay compo nent for individual em ployees to whom it would otherwise apply, or “No” if it will not be possible.
Yes
selfServiceDe
Self Service De
scription
scription
STRING
—
Both
No
If the field is to be dis played in manger selfservice, you can enter a description for the dis play here.
Yes
displayOnSelf
Display on Self
Service
Service
BOOLEAN
—
Both
No
Controls whether this pay component will be displayed in manager self-service
Yes
usedForComp
Used for Comp
Planning
Planning
STRING
—
Both
No
Controls whether this pay component will be used by the comp mod ule. Possible values are None, Comp, Varpay and Both. Do not con figure this as a picklist.
Yes
target
Target
BOOLEAN
—
Both
No
You can enter “Yes” in this field if the pay component is a target figure or percentage, or enter “No” if it is not.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Yes
Field ID
Field Label
IsRelevantForAd Relevant for Ad vancePayment
Data Type Max.
BOOLEAN
Default
Is Re
Length
Visibility
quired?
—
None
No
vance
How To Use This Field
Here you can specify if this pay component is used in the advance payments process. Possible values are Yes and No.
Yes
maxFractionDi
Maximum Deci
gits
mal Places
LONG
—
None
No
In this field you can de fine for each pay com ponent how many deci mals are maximally shown in the amount field. You can choose a num ber from 0 to 5. If you do not enter any value, the system uses the following value: 1.
The value defined for the
maximumFract ionDigits XML attribute that has been defined for
payComponent Recurring or payComponent NonRecurring in the Succession Data Model 2. If the aforemen tioned XML attrib ute has not been defined, the de fault value is 3. No
custom-string1–
Custom Strings
20
1–20
STRING
custom-date1–
Custom Dates 1– DATE
10
10
256
None
No
You can use these fields for data not cov ered by the fields sup
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
No
No
Field ID
Field Label
Data Type Max.
custom-long1–
Customer Num
20
bers 1–20
custom-dou
Custom Deci
ble1–20
mals 1–20
Default
Is Re
Length
Visibility
quired?
How To Use This Field
LONG
—
None
No
DOUBLE
—
None
No
Table 64: PayComponentGroup (hris-element id: payComponentGroup) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Pay Compo
STRING
32
Both
How To Use This Field
Yes
nent Group ID
Define a unique code by which the system can distinguish the different pay compo nent groups from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the pay component group.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the pay com ponent group than the short name can provide, enter it here.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
BOOLEAN
—
Both
How To Use This Field
useForCom
Use for Com
paratioCalc
paratio Calcu
No
You can choose
lation
whether the pay compo nent group should be used as part of the comp ratio calcula tion.
Yes
useForRange Use for Range BOOLEAN Penetration
—
Both
No
Penetration
You can enter “Yes” if this pay compo nent group can be used to determine how far into a given pay range an em ployee has progressed or “No” if it is not used for that.
Yes
systemDe
System De
fined
fined
BOOLEAN
—
None
No
You can enter “Yes” in this field if the system gen erates pay component groups for you, based on other data, or “No” if they are created manually.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
STRING
256
None
No
You can use these fields for data not
No
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
custom-
Customer
long1–20
Numbers 1–
LONG
—
None
How To Use This Field
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
DOUBLE
—
None
No
Table 65: PayGrade (hris-element id: payGrade) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Pay Grade ID
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different pay grades from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the pay grade.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the pay grade than the short name can provide, enter it here.
Yes
status
Satus
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Table 66: PayGroup (hris-element id: payGroup) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Pay Group ID
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different pay groups from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the pay group.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the pay group than the short name can provide, enter it here.
Yes
status
Status
STRING
—
Both
Yes
Possible val ues are Active and Inactive. Do not config ure this as a picklist.
Yes
start-date
Start Date
DATE
—
Both
Yes
Enter the date the pay group becomes ac tive.
Yes
end-date
End Date
DATE
—
None
No
You can also enter a date the pay group stops being active.
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
secondary
Secondary
ContactEmail
ContactEmail
STRING
256
Both
How To Use This Field
No
You can enter an e-mail ad dress for the group's sec ondary con tact.
Yes
secondary
Secondary
STRING
256
Both
No
ContactName ContactName
You can enter the name of the group's secondary contact.
Yes
weeksInPay
WeeksInPay
Period
Period
LONG
—
Both
No
You can spec ify how many weeks a pay period for this group should last.
Yes
dataDelimiter
DataDelimiter STRING
32
Both
No
Some lan guages use a period (.) to separate thousands (example: 100.000) when others use a comma (example: 100,000). You can use this field to determine which you want to use.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
decimalPoint
DecimalPoint
STRING
32
Both
How To Use This Field
No
Some lan guages use a period (.) for the decimal point, others use a comma (,). You can use this field to determine which you want to use.
Yes
lag
Lag
LONG
—
Both
No
Indicates the number of pay periods that the em ployee is paid in arrears. If the employee is paid cur rent, set the lag to 0. This information is stored in Em ployee Cen tral to be transmitted to payroll.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
No
You can use these fields for data not
No
No
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Employee Central Master Data Objects: Quick Reference Tables
Table 67: PayRange (hris-element id: payRange) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Pay Range ID
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different pay ranges from each other.
Yes
start-date
Start Date
DATE
—
Both
Yes
Enter the date the pay range becomes ef fective.
Yes
end-date
End Date
DATE
—
None
No
This is the end date the previous pay range stops being effec tive. The sys tem calcu lates the end date auto matically de pending on the start date entered.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the pay range.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the pay range than the short name can provide, enter it here.
Employee Central Master Data Objects: Quick Reference Tables
Other Objects A-Z Table 68: Dynamic Role Assignment (hris-element id: dynamicRoleAssignment) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
jobCode
Job Classifi
STRING
—
Both
How To Use This Field
No
cation
The list of val ues comes from the job classification foundation objects that are available in the system. If you don't need this field, you can set the visibil ity to
“none”. Yes
department
Department
STRING
—
Both
No
The list of val ues comes from the de partment foundation objects that are available in the system. If you don't need this field, you can set the visibil ity to
“none”.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
location
Location
STRING
—
Both
How To Use This Field
No
The list of val ues comes from the loca tion founda tion objects that are avail able in the system. If you don't need this field, you can set the visibil ity to
“none”. Yes
company
Legal Entity
STRING
—
Both
No
The list of val ues comes from the legal entity founda tion objects that are avail able in the system. If you don't need this field, you can set the visibil ity to
“none”. Yes
businessUnit
Business Unit
STRING
—
Both
No
The list of val ues comes from the busi ness unit foundation objects that are available in the system.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
costCenter
Cost Center
STRING
—
Both
How To Use This Field
No
The list of val ues comes from the cost center foun dation objects that are avail able in the system. If you don't need this field, you can set the visibil ity to
“none”. Yes
payGrade
Pay Grade
STRING
—
Both
No
The list of val ues comes from the pay grade founda tion objects that are avail able in the system. If you don't need this field, you can set the visibil ity to
“none”.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
payGroup
Pay Group
STRING
—
Both
How To Use This Field
No
The list of val ues comes from the pay group foun dation objects that are avail able in the system. If you don't need this field, you can set the visibil ity to
“none”. Yes
resolverType
Approver
STRING
Type
—
Both
Yes
In this field, you define who should approve the workflow re quest. The possible val ues are: ●
Person
●
Dynamic Group
●
Position (if Posi tion Man agement is ena bled)
This field is al ways manda tory and visi ble; you can only change the label.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
person
Approver
STRING
—
Both
How To Use This Field
No
Depending on what you have selected in the
resolverT ype field, you can either se lect a dy namic group here, a posi tion, or a spe cific person as workflow approver. For the person, the list of val ues comes from the users that have been created in the system. Table 69: EventReason (hris-element id: eventReason) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different event reasons from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the pay grade.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
emplStatus
EmplStatus
STRING
45
None
How To Use This Field
No
You can use this field to enter the change in sta tus that is causing the relevant event. Exam ple: “Termi nation” if the relevant em ployee has left the com pany.
Yes
implicit-posi
Follow-Up Ac STRING
tion-action
tivity in Posi
32
None
No
You can use this field to
tion
specify which event reasons trigger a fol low-up activ ity on the as signed posi tion, such as reclassifica tion or trans fer. This field is relevant when you have acti vated Posi tion Manage ment. The list of values comes from the prede fined picklist
positionA ctionType.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
payroll-event
Payroll Event
STRING
4
Both
How To Use This Field
No
This field is required for payroll inte gration with SAP ERP. It is used to store additional events to those deliv ered by Suc cessFactors. Leave the maximum length to 4. For more in formation, see the Suc cessFactors Employee Central Pay roll Imple mentation Guide.
Yes
inside-work-
Display in In
STRING
256
Both
No
You can de
experience
ternal Job
fine which
History port
event reason
let
should be dis played in the Internal Job History port let in the Em ployee Pro file. This port let is a cus tom back ground port let on the Em ployee Files page.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
DATE
—
None
How To Use This Field
No
covered by the fields sup plied as
No
LONG
—
None
No
DOUBLE
—
None
No
standard.
20 No
custom-dou
Custom Deci
ble1–20
mals 1–20
Table 70: h3DynamicRole (hris-element id: DynamicRole) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different dynamic roles from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for the dy namic role.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the dynamic role than the short name can provide, enter it here.
No
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
STRING
256
None
No
You can use these fields for data not
No
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
No
Customer
long1–20
Numbers 1–
plied as
20
standard.
Custom Deci
ble1–20
mals 1–20
DOUBLE
—
—
None
This Field
custom-
custom-dou
LONG
How To Use
None
No
the fields sup
No
Table 71: WfConfig (hris-element id: wfConfig) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different workflow con figurations from each other.
Yes
name
Name
STRING
90
Both
No
You can enter a short name for this WfConfig.
Yes
description
Description
STRING
128
Both
No
If you need a more detailed description of the WFConfig than the short name can provide, enter it here.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
Yes
is-delegate-
Is Delegate
supported
Supported
future-dated-
Alternate
alternate-
Workflow
This Field
BOOLEAN
—
Both
No
See note for is-delegatesupported af ter table.
STRING
—
Both
No
See note for future-datedalternateworkflow af ter table.
BOOLEAN
—
Both
No
See note for
workflow
Yes
How To Use
is-cc-link-to-
Redirect CC
approval-
Users to
is-cc-link-to-
page
Workflow Ap
approval-
proval Page
page below table.
Yes
custom-
Custom
string1–20
Strings 1–20
custom-
Custom
date1–10
Dates 1–10
custom-
Customer
long1–20
Numbers 1–
STRING
256
None
No
You can use these fields for data not
Yes
Yes
DATE
—
None
No
covered by the fields sup
LONG
—
None
No
DOUBLE
—
None
No
plied as standard.
20 Yes
custom-dou
Custom Deci
ble1–20
mals 1–20
Note for: remind-indays This field is relevant when you set up reminder notifications with individual time spans for different workflow foundation objects. Enter the number of days after which the workflow approver is reminded to take action on a pending workflow. Note that if you set up the time span for reminder notifications at quartz job level, you do not need to set up this field in the Corporate Data Model as the system will ignore any entries made in this field. Note for: is-delegate-supported Select Yes to enable manual delegation or auto delegation of workflows. For auto delegation, all incoming workflow requests are automatically redirected to the delegate the user has selected in the My Info tile. For manual delegation, the approver can delegate the current workflow request for the current workflow step to any system user. The approver can revoke this delegation later. If the delegate declines the delegation, the workflow request is assigned back to the approver. Note: This field is only supported when the workflow step approver type is Role and approver is configured with Employee, Employee Manager, Employee Manager Manager, or Employee HR. It is not applicable when the Employee Central Master Data Objects: Quick Reference Tables
workflow step is configured with multiple approver roles, such as dynamic role, dynamic group or job relationship type roles (matrix manager, custom manager, second manager and additional manager). Note for: future-dated-alternate-workflow You can configure an alternate workflow that is used for future-dated records; if there are no future-dated records, or if this field has an invalid value, the main workflow is used. The list of values contains the workflow foundation objects defined in the system. Note for: is-cc-link-to-approval-page When a workflow is completed, CC users are informed by e-mail or notification that contain a link. This field defines to which page this link leads to. If you select Yes, the link leads the CC users to the workflow approval page. If you select No, the link leads the CC users to the Employment Information page. Table 72: wfConfigContributor (hris-element id: wfConfigContributor) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different config con tributors from each other.
No
name
Name
STRING
90
Both
No
You can enter a short name for this config contributor.
No
description
Description
STRING
128
Both
No
If you need a more detailed description of the WFConfig Contributor than the short name can provide, enter it here.
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
context
Context
STRING
32
Both
How To Use This Field
No
When the transaction that requires an approval implies a manager change, the context al lows you to determine which man ager has to approve: ●
Source (the ini tial man ager)
●
Target (the new man ager)
Table 73: wfConfigCC (hris-element id: wfConfigCC) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
externalCode
Code
STRING
32
Both
How To Use This Field
Yes
Define a unique code by which the system can distinguish the different CC Roles from each other.
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility No
context
Context
STRING
32
Both
How To Use This Field
No
When the transaction that requires an approval implies a manager change, the context al lows you to determine which man ager has to approve: ●
Source (the ini tial man ager)
●
Target (the new man ager)
Table 74: wfStepApprover (hris-element id: wfStepApprover) To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
approverType Approver Type
STRING
32
Both
How To Use This Field
No
Select one of the following approver types: ●
Role
●
Dynamic Role
●
Dynamic Group
●
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
To refresh your memory on what the column headers mean, take another look at the explanations above. Standard
Field ID
Field Label
Data Type
Max. Length
Default Visi
Is Required?
bility Yes
context
Context
STRING
32
Both
How To Use This Field
No
When the transaction that requires an approval implies a manager change, the context al lows you to determine which man ager has to approve: ●
Source (the ini tial man ager)
●
Target (the new man ager)
Yes
actionType
Edit Transac
STRING
256
None
No
See note for actionType below.
String
32
Both
No
See note for SkipType be low.
tion Yes
skipType
No Approver Behavior
Note for actionType When you create a new workflow, you have to define if the workflow step approver can edit the submitted workflow. The options are: ● No Edit: The approver cannot edit an already submitted workflow. This is the standard option for an approver. ● Edit with Route Change: The approver can edit an already submitted workflow. The edited workflow will then go through the approval process again from the beginning. ● Edit without Route Change: The approver can edit an already submitted workflow. The edited workflow will then continue with the next step approver. Note for skipType: Define how the system should react when there is an empty position or dynamic group: ● Stop the Workflow Workflow step is considered as mandatory step. ● Skip this Step Workflow step is skipped. This is the default system behavior
Employee Central Master Data Objects: Quick Reference Tables
Both options are applied when: 1. Workflow step approver is not assigned in case of Role, and Dynamic Role with person resolver type. 2. Workflow step position has no incumbents in case of Position. 3. Workflow step dynamic group has no members in case of Dynamic Group. 4. Workflow step dynamic role is assigned to an empty position or an empty dynamic group.
Related Information MDF Foundation Objects [page 142] Setting Up the Corporate Data Model [page 77] Introduction to Foundation Objects [page 128]
17.2 Person Object Tables The tables in the list below give you the technical information about the person objects and their fields that are relevant for Employee Central 2.0. You can define these in the Succession Data Model and the country-specific Succession Data Model. You can find more information on these data models in the Setting Up the Succession Data Model and Setting up Country-specific Data Models sections of the Employee Central Master Implementation Guide. When you refer to the following tables, consider the following: ● The standard XML file for the data models contains only a subset of these fields, but you can use all the fields listed in these tables, for example, to override default attributes. ● Those fields listed in the tables, but not in the Succession Data Model, still appear on the UI if their default visibility is set to “both”. If you want to hide those fields, add them to the corresponding data model and set the visibility to “none”. ● For start-date, end-date, event-reason and event-reason-code, you cannot change the default visibility. That means even if you change the visibility in the XML file for the Succession Data Model, the system ignores this and the default visibility as listed in these tables is considered. ● Fields listed in the standard XML files, but not in these tables, are not relevant for Employee Central 2.0. You should leave their visibility to “none”. Exceptions to this rule are customer-specific fields that you can use as needed.
Employee Central Master Data Objects: Quick Reference Tables
Person Objects A-Z Table 75: Biographical Information (hris-element-id: personInfo) Standard
Yes
Field ID
date-of-birth
Field Label
Date Of Birth
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
No
How To Use This Field
You can enter the em ployee's date of birth here.
Yes
country-of-birth
Country Of
COUNTRY
100
Both
No
Birth
You can enter the em ployee's country of birth here. The list of values comes from the predefined pick list country.
Yes
region-of-birth
Region Of
STRING
100
Both
No
Birth Yes
place-of-birth
Place Of Birth
Enter the region where the employee was born.
STRING
100
Both
No
You can enter the town the employee was born, for example: Chicago. This field is required if you use payroll integra tion with SAP ERP.
Yes
birth-name
Birth Name
STRING
128
Both
No
You can enter the em ployee’s birth name here, for example: Smith. This field is required if you use payroll integra tion with SAP ERP. Note: If you have speci fied a formal name for mat (using a birth-name) for your legal entity and want to replicate to SAP ERP, leave this field in hris-element-id: person lInfo empty and specify the birth-name in the hris-element-id: person alInfo instead.
Employee Central Master Data Objects: Quick Reference Tables
You can enter the em ployee's date of death here.
Yes
person-id-external
Person Id
STRING
32
Both
No
This field contains the employee ID. You can manually assign em ployee IDs or have sys tem-generated IDs. When you use system-gener ated IDs, set the visibility to “view” and add the attribute allow-
import=”true” to this HRIS field in the data model. No
custom-string1–20
Custom
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
Employee Central Master Data Objects: Quick Reference Tables
Table 76: Dependents (hris-element-id: personRelationshipInfo) To use the Dependents portlet, you have to turn on Dependents Management in Provisioning. Standard
Yes
Field ID
relationship-type
Field Label
Relationship
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
50
Both
Yes
How To Use This Field
You have to define the re lationship of the depend ent to the employee. The list of values comes from the picklist
personRelationshi pType. Possible values are: ●
Child
●
Stepchild
●
Child of Domestic Partner
Yes
is-accompanying-
Accompany
dependent
ing
STRING
—
Both
No
●
Spouse
●
Registered Partner
●
Divorced Spouse
●
Father
●
Mother
●
Brother
●
Sister
●
Related Persons
●
Domestic Partner
When you add a global assignment, you can se lect this field in the Dependents portlet to de termine if a dependent joins the employee on the global assignment. Possible values are Yes and No. You must have activated Global Assignment Man agement.
Employee Central Master Data Objects: Quick Reference Tables
To use the Dependents portlet, you have to turn on Dependents Management in Provisioning. Standard
Yes
Field ID
Field Label
Data Type
BOOLEAN
Max.
Default
Is Re
Length
Visibility
quired?
3
Both
No
How To Use This Field
is-address-same-
Copy Address
as-person
from Em
If the address of an em ployee’s dependent is the
ployee
same as the employee’s address, you can select Yes to copy the address information for the de pendent. If the em ployee’s address subse quently changes, this change is not reflected in the dependent's address information unless you select Yes again.
Yes
is-beneficiary
Is Beneficiary
BOOLEAN
—
Both
No
When you add pension payouts, you can select this field to determine whether a dependent is the beneficiary of an em ployee’s pension payout in the event of that em ployee's death. Possible values are Yes and No. You must have activated Pension Payouts.
No
custom-string1–20
Custom
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
Employee Central Master Data Objects: Quick Reference Tables
Table 77: Direct Deposit (hris-element-id: directDeposit) Direct Deposit (hris-element-id: directDeposit) is now replaced by the Payment Information and Payment Information Detail Generic Objects. See Setting up MDF-based Payment Information section or the Configuring Payment Information admin guide for details. Standard
-
Field ID
-
Field Label
-
Data Type
Max.
Default
Is Re
Length
Visibility
quired?
How To Use This Field
-
-
-
-
-
Data Type
Max.
Default
Is Re
How To Use This Field
Length
Visibility
quired?
32
Both
Yes
Table 78: Email (hris-element-id: emailInfo) Standard
Yes
Field ID
email-type
Field Label
Email Type
STRING
Enter the type of email address. The list of val ues comes from the pre defined picklist
ecMailType and uses the following values:
Yes
email-address
Email Address STRING
100
Both
Yes
●
Personal
●
Business
Enter an email address here.
Yes
isPrimary
Is Primary
BOOLEAN
1
Both
No
Indicate if the email ad dress is the primary one. Possible values are Yes and No.
No
custom-string1–20
Custom
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
No
custom-date1–10
Custom Dates
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
standard.
1–10 No
custom-long1–20
Custom Num bers 1–20
No
custom-double1–
Custom Deci
20
mals 1–20
Employee Central Master Data Objects: Quick Reference Tables
Table 79: Emergency Contact (hris-element-id: emergencyContactPrimary) Standard
Yes
Field ID
name
Field Label
Name
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
No
How To Use This Field
You can enter the full name of the contact per son or dependent here.
Yes
phone
Phone
STRING
256
Both
No
Enter the phone number of the contact person or dependent here.
Yes
second-phone
Second Phone STRING
256
Both
No
If the contact person or dependent has a second phone number, you can add it here.
Yes
relationship
Relationship
STRING
50
Both
No
You can define the rela tionship of the contact person or dependent with the employee. The rela tionship can be child, spouse, and so on. The list of values comes from the predefined picklist
relation. No
primary_flag
Primary
STRING
1
Both
No
One of the contacts you enter in this portlet must be the primary emer gency contact. Possible values are Yes and No.
Yes
isDependent
Dependent
BOOLEAN
—
None
No
Define whether the per son is a dependent of the employee. Possible values are Yes and No.
Yes
isEmergencyCon
Emergency
tact
Contact
BOOLEAN
—
None
No
Define whether the per son is an emergency con tact of the employee. Possible values are Yes and No.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
gender
Field Label
Gender
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
2
None
No
How To Use This Field
You can define the gen der of the dependent here. This field is only available when the per son identified in the Primary Emergency Contact portlet is a de pendent. The list of val ues comes from a prede fined picklist; you can choose from the follow ing: .
Yes
isDisabled
Disabled
BOOLEAN
—
None
No
●
Male
●
Female
●
Unknown
●
Undeclared
You can indicate if the dependent is disabled or not. This field is only available for dependents. Possible values are Yes and No.
Yes
isStudent
Student
BOOLEAN
—
None
No
You can indicate whether the dependent is a stu dent. This field is only available for dependents. Possible values are Yes and No.
Yes
isAddSameAsEm
Copy Address
BOOLEAN
—
None
No
You can indicate whether
ployee
from Em
the dependent has the
ployee
same address as the em ployee. This field is only available for dependents. Possible values are Yes and No.
Yes
ecNameAlt1
Name in Alter STRING
256
None
No
You can enter the name
nate Charac
of the dependent in alter
ter 1
nate characters. This field is only available for dependents.
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
Table 80: Global Information (hris-element-id: globalInfo) The fields of this element are defined in the country-specific Succession Data Model. Standard
No
Field ID
end-date
Field Label
End Date
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
How To Use This Field
This is the end date the previous global informa tion stops being effective. The system calculates the end date automati cally depending on the start date entered.
No
country
Country
COUNTRY
—
Both
Yes
The country-specific fields shown as global in formation depend on the country you select here.
No
genericString1–20
Generic String STRING
256
None
No
No
genericDate1–10
Generic Date
DATE
—
None
No
No
genericNumber1–
Generic Num
LONG
—
None
No
40
ber
The data covered by these fields is countryspecific. You can find the fields defined for the cor responding country in the country-specific Succes sion Data Model. These fields are defined by Suc cessFactors; you cannot add your own generic fields.
No
custom-string1–20
Custom
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
No
custom-date1–10
Custom Dates
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
standard.
1–10 No
custom-long1–20
Custom Num bers 1–20
No
custom-double1–
Custom Deci
20
mals 1–20
Employee Central Master Data Objects: Quick Reference Tables
Table 81: Home Address (hris-element-id: homeAddress) The fields of this element are defined in the country-specific Succession Data Model. Standard
No
Field ID
end-date
Field Label
End Date
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
How To Use This Field
This is the end date the previous home address stops being effective. The system calculates the end date automatically depending on the start date entered.
No
address-type
Address Type
STRING
30
None
No
Do not configure this field in the data model as some other data type. The list of values comes from the picklist
addressType. The pre-configured list of val ues contains the follow ing: ●
Home
●
Mailing
●
Benefits
●
Payroll
You can add more values to the picklist
addressType by ex porting and importing the picklist using the Admin Tools. Yes
address1
Address1
STRING
256
Both
No
You can enter the first line of address here.
Yes
address2
Address2
STRING
256
Both
No
You can enter the second line of address here.
Yes
address3
Address3
STRING
256
Both
No
You can enter the third line of address here.
Yes
city
City
STRING
256
Both
No
This is where you enter the city or town the em ployee lives in.
Employee Central Master Data Objects: Quick Reference Tables
The fields of this element are defined in the country-specific Succession Data Model. Standard
Yes
Field ID
county
Field Label
County
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
256
Both
No
How To Use This Field
This is where you enter the county the employee lives in.
Yes
state
State
STRING
256
Both
No
This is where you enter the state the employee lives in.
No
province
Province
STRING
256
Both
No
This is where you enter the province the em ployee lives in.
Yes
zip-code
Zip Code
STRING
256
Both
No
This is where you enter the ZIP code of the place the employee lives in.
Yes
country
Country
STRING
256
Both
Yes
The list of values comes from the predefined pick list country. If you want to define country-specific ad dresses, configure the fields for the correspond ing country in the
homeAddress HRIS-el ement in the countryspecific Succession Data Model. No
address1–alt1
Alt1 address1
STRING
256
Both
No
You can enter the first line of address in alter nate characters here. Address information can be displayed in up to two alternate character fields. A link to the alternate character fields is dis played in “Edit” mode, and the non-alternate character fields are al ready filled with the home address information that has been entered before.
Employee Central Master Data Objects: Quick Reference Tables
Table 83: Personal Information (hris-element-id: personalInfo) Standard
No
Field ID
end-date
Field Label
End Date
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
How To Use This Field
This is the end date the previous personal infor mation stops being effec tive. The system calcu lates the end date auto matically depending on the start date entered.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
gender
Field Label
Gender
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
2
Both
No
How To Use This Field
The list of values is sys tem-defined and can only be be enabled by the Ad min using the Upgrade Center. Do not configure this as a picklist. Possible values are: ●
Male
●
Female
●
Unknown
●
Undeclared
●
Others To enable this list from the Upgrade Center: 1.
Log onto Provi sioning and se lect the Admin 2.0 and Enable Compensation Admin 2.0 checkboxes.
2. Save your changes. 3. Navigate to the Upgrade Cen ter. 4. Under Optional Upgrades, se lect Enhance ment to Gender Values . Note: The changes applied by the upgrade can be reversed within 10 days. To reverse changes, in the Upgrade Cen ter, select View Recently Com
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
nationality
Field Label
Nationality
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
128
Both
No
How To Use This Field
You can enter the em ployee’s nationality here, for example: ●
Germany
●
USA
This field is required if you use payroll integra tion with SAP ERP. Yes
second-nationality
Second Na
STRING
128
Both
No
tionality
If the employee has a second nationality, you can enter it in this field.
Yes
third-nationality
Third Nation
STRING
128
Both
No
ality
If the employee has a third nationality, you can enter it in this field.
Yes
native-preferred-
Native Prefer
lang
red Lang
STRING
256
Both
No
You can enter the prefer red native language of the employee. The list of values comes from the predefined pick list Language. The ex ternal code is the ISO 639 code for each lan guage. Stick to the ISO codes if you consider in tegration with SAP ERP.
Yes
custom-string1
Preferred
STRING
256
Both
No
Name
You can enter the em ployee's preferred name here.
No
custom-string2–20
Custom
STRING
256
None
No
Strings 2–20
You can use these fields for data not covered by the fields supplied as
No
custom-date1–10
Custom Dates
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
standard.
1–10 No
custom-long1–20
Custom Num bers 1–20
No
custom-double1–
Custom Deci
20
mals 1–20
Employee Central Master Data Objects: Quick Reference Tables
You can enter the em ployee's middle name here, if existing.
Yes
first-name-alt1
Alt1 First
STRING
128
Both
No
Name
You can enter the em ployee's name in alter nate characters used by the employee's native language. You can enter the first name in alternate charac ter 1 here.
Yes
last-name-alt1
Alt1 Last
STRING
128
Both
No
Name
You can enter the last name in alternate charac ter 1 here.
Yes
middle-name-alt1
Alt1 Middle
STRING
128
Both
No
Name
You can enter the middle name in alternate charac ter 1 here.
Yes
first-name-alt2
Alt2 First
STRING
128
Both
No
Name
You can enter the first name in alternate charac ter 2 here.
Yes
last-name-alt2
Alt2 Last
STRING
128
Both
No
Name
You can enter the last name in alternate charac ter 2 here.
Yes
middle-name-alt2
Alt2 Middle
STRING
Name
128
Both
No
You can enter the middle name in alternate charac ter 2 here.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
salutation
Field Label
Salutation
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
128
None
No
How To Use This Field
The list of values comes from the predefined pick list salutation and contains the following standard fields:
Yes
suffix
Suffix
STRING
128
None
No
●
Mr
●
Mrs
●
Ms
You can enter a name suffix, such as Jr, Sr, PhD, and so on. The list of values comes from the predefined pick list namesuffix.
No
note
Note
STRING
4000
Both
No
bytes
This is a text field where the user can enter addi tional information if re quired.
Yes
certificate-start-
Certificate
date
Start Date
DATE
—
Both
No
Here you can enter the start date of the certifi cate which confirms that the employee is chal lenged.
Yes
certificate-end-date Certificate
DATE
—
Both
No
End Date
Here you can enter the end date of the certificate which confirms that the employee is challenged.
Yes
challenge-status
Challenge Sta STRING
1
Both
No
tus
Here you can select if the employee is challenged. Possible values are Yes and No.
Yes
display-name
Display Name
STRING
128
Both
No
Here you can enter the display name of the em ployee. For example, if an employee with the official Chinese name Shengjie prefers to be called Ja son, you can enter Jason as the display name.
Employee Central Master Data Objects: Quick Reference Tables
Here you can enter an employee's title, for ex ample: Dr. for Dr. John Smith. The list of values comes from the predefined pick list title.
Yes
birth-name
Birth Name
STRING
128
Both
No
Here you can enter the employee’s birth name. This field is required if you use payroll integra tion with SAP ERP. Note: If you have speci fied a formal name for mat (using a birth-name) for your legal entity and want to replicate to SAP ERP, specify the birthname in the hris-ele ment-id: personalInfo and leave birth-name field in hris-element-id: personlInfo empty.
Yes
preferred-name
Preferred
STRING
128
Both
No
Name
You can enter the em ployee's preferred name or nickname.
Yes
initials
Initials
STRING
128
Both
No
Here you can enter an employee's initials, for example: J.D.
Yes
second-title
Second title
STRING
128
Both
No
Here you can enter the second title, for example:
Phil. as the second ti tle of Dr. Phil. John Smith. The list of values comes from the predefined pick list secondtitle.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
display-name-alt1
Field Label
Display Name
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
128
Both
No
Alt1
How To Use This Field
Here you can enter an employee’s display name in an a second language.
Yes
display-name-alt2
Display Name
STRING
128
Both
No
Alt2
Here you can enter an employee’s display name in a third language.
Yes
formal-name-alt1
Formal Name
STRING
128
Both
No
Alt1
Here you can enter an employee’s formal name in a second language.
Yes
formal-name-alt2
Formal Name
STRING
128
Both
No
Alt2
Here you can enter an employee’s formal name in a third language.
Yes
name-format
Name Format
STRING
128
Both
No
Here you can specify the format of the employee’s name.
Yes
is-overridden
Customize
STRING
128
Both
No
Name Format
Here you can customize the employee’s name for mat, by selecting the country whose name for mat you wish to use. You can do this by clicking on Options.
Yes
partner-name
Partner Name
STRING
128
Both
No
Here you can enter the name of your partner.
Yes
partner-name-pre
Partner Name
fix
Prefix
PICKLIST
128
Both
No
Here you can select an honorary title before the employee’s partner’s name if applicable, for ex ample van or van der etc. The list of values come from a predefined picklist nameprefix.
Employee Central Master Data Objects: Quick Reference Tables
Users can select the name format code from a list of values at employee level. The list shown in this field is linked to the name format configura tion MDF of EC. Each for mat that is defined in this MDF will be shown in the field and the user can de cide (on employee level) which format is to be ap plied to their name.
Yes
name-prefix
Prefix
PICKLIST
128
Both
No
Here you can select an honorary title before the employee’s name if appli cable, for example van or van der etc. The list of values come from a pre defined picklist namepre fix. This field is getting converted from a free text to a picklist field. To get more details on how to do the conversion please refer to the an nouncement “New Pick list for Name Prefix Field” under Optional Upgrades in Upgrade Center.
Table 85: Social Accounts (hris-element-id: imInfo) Standard
Yes
Field ID
domain
Field Label
Domain
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
100
Both
No
How To Use This Field
You can select the in stant messaging domain for your social account, for example, Yahoo Mes senger, AOL Instant Mes senger, and so on. You can add more do mains to the predefined picklist imdomain.
Yes
url
URL
STRING
256
Both
No
You can enter the corre sponding URL to the in stant messaging domain here.
Yes
im-id
Instant Mes
STRING
100
Both
Yes
saging ID
You can enter the ID that identifies the user in the instant messaging appli cation.
No
custom-string1–20
Custom
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
No
custom-date1–10
Custom Dates
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
standard.
1–10 No
custom-long1–20
Custom Num bers 1–20
No
custom-double1–
Custom Deci
20
mals 1–20
17.3 Employment Object Tables The tables in the list below give you the technical information about the employment objects and their fields that are relevant for Employee Central 2.0. You can define these in the Succession Data Model and the countryspecific Succession Data Model. You can find more information on these data models in the Setting Up the Succession Data Model and Setting up Country-specific Data Models sections of the Employee Central Master Implementation Guide. When you refer to the following tables, consider the following: ● The standard XML file for the data models contains only a subset of these fields, but you can use all the fields listed in these tables, for example, to override default attributes.
Employee Central Master Data Objects: Quick Reference Tables
● Those fields listed in the tables, but not in the Succession Data Model, still appear on the UI if their default visibility is set to “both”. If you want to hide those fields, add them to the corresponding data model and set the visibility to “none”. ● For start-date, end-date, event-reason and event-reason-code, you cannot change the default visibility. That means even if you change the visibility in the XML file for the Succession Data Model, the system ignores this and the default visibility as listed in these tables is considered. ● Fields listed in the standard XML files, but not in these tables, are not relevant for Employee Central 2.0. You should leave their visibility to “none”. Exceptions to this rule are customer-specific fields that you can use as needed.
Employment Objects A-Z Table 86: Compensation Information (hris-element-id: compInfo) Standard
Yes
Field ID
flsa-status
Field Label
US FLSA Sta
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
256
Both
No
tus
How To Use This Field
This field is moving to the country-specific data model as it is US-specific.
Yes
job-level
Job Level
STRING
256
Both
No
This field is synced to the standard-element 'jobLe vel'.
Yes
pay-type
Pay Type
STRING
256
Both
No
The list of values for the pay type are predefined by picklist PayType. Possible values are salar ied, commissioned, and so on.
Yes
compa-ratio
Compa-ratio
DOUBLE
—
View
No
This field is calculated by the system; leave the vis ibility on “view”.
Yes
range-penetration
Range Pene
DOUBLE
—
View
No
tration
This field is calculated by the system; leave the vis ibility on “view”.
Yes
seq-number
Sequence
LONG
—
Both
No
Number
Employee Central Master Data Objects: Quick Reference Tables
You can define the pay group of the employee here. If you have defined pay group foundation ob jects, this field contains the external code of those pay groups.
Yes
is-eligible-for-car
Is Eligible For
BOOLEAN
—
None
No
Car
You can indicate if the employee is eligible for a company car. Possible values are Yes and No.
Yes
is-eligible-for-bene
Is Eligible For
fits
Benefits
BOOLEAN
—
None
No
You can indicate if the employee is eligible for benefits. Possible values are Yes and No.
Yes
benefits-rate
Benefits Rate
DOUBLE
—
None
No
No
event-reason-icode
Event-reason-
UNDE
—
Both
No
icode
FINED
If you have defined event reason foundation ob jects, this field contains the external code of those event reasons.
Yes
notes
Note
STRING
4000
Both
No
This is a text field where the user can enter addi tional information if re quired.
Yes
is-highly-compen
Is Highly Com BOOLEAN
sated-employee
pensated Em
—
None
No
Here you indicate if an employee is highly com
ployee
pensated. Possible val ues are Yes and No.
Yes
payroll-system-id
Payroll Sys
STRING
32
None
No
tem Id
Here you can enter the ID of the payroll system used for compensating the employee.
Yes
payroll-id
Payroll Id
STRING
64
None
No
Here you can enter the ID of the payroll that is used to compensate the em ployee.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
is-insider
Field Label
Insider As De
Data Type
BOOLEAN
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
How To Use This Field
This field helps you to
fined By Stat
track insider trading on
ute
the stock market. You can define if an employee has access to insider in formation and is thus considered an insider ac cording to the local in sider law, for example, the Securities Exchange Act in the USA. Possible values are Yes and No.
Yes
salary
Salary
SALARY
—
Both
No
This field is not in use for Employee Central 2.0 and must be configured with visibility “none”. In Employee Central 1.0, this field was a combina tion of
salaryRateType, salaryRateUnits and
salaryCurrencyCod e. This field has been re placed with Recurring Pay Components in Em ployee Central 2.0. Yes
salaryRateType
Salary Rate
STRING
50
Both
No
Type
This field is not in use for Employee Central 2.0 and must be configured with visibility “none”.
Yes
salaryRateUnits
Salary Rate
LONG
—
Both
No
Units
This field is not in use for Employee Central 2.0 and must be configured with visibility “none”.
Yes
salaryCurrency Code
Currency
STRING
20
Both
No
This field is not in use for Employee Central 2.0 and must be configured with visibility “none”.
Employee Central Master Data Objects: Quick Reference Tables
You can enter an amount that defines the employ ee's pensionable salary.
No
custom-string1–
Custom
100
Strings 1–20
custom-date1–30
Custom Dates
STRING
256
None
No
You can use these fields for data not covered by the fields supplied as
No
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
Max.
Default
Is Re
Length
Visibility
quired?
32
None
No
standard.
1–10 No
custom-long1–20
Custom Num bers 1–20
No
custom-double1–
Custom Deci
20
mals 1–20
Table 87: Employee Information (hris-element-id: userAccountInfo) Standard
Yes
Field ID
user-number
Field Label
User Number
Data Type
STRING
How To Use This Field
You can enter a unique user name for new em ployees during the hire process. This value is also displayed on the Username field on the Talent Profile page. If this field has visibil ity=”both”, but no value is entered during the new hire process, the system copies over the value from the Person Id field. This is also the standard behavior if
userAccountInfo is not contained in the Suc cession Data Model.
Employee Central Master Data Objects: Quick Reference Tables
Table 88: Employment Information (hris-element-id: employmentInfo) See also Termination Information table further below Standard
Yes
Field ID
start-date
Field Label
Hire Date
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
Yes
How To Use This Field
Enter the date of the cur rent hire for an employ ment.
Yes
jobNumber
Employment
STRING
—
View
No
Id
This field has significance when we implement mul tiple jobs concept, until then it is defaulted to 1.
Yes
originalStartDate
Original Start
DATE
—
Both
No
Date
If the employee has been working for the company before, enter the date of the first hire in the organ ization in this field.
Yes
seniorityDate
Seniority Start DATE
—
Both
No
Date
This is the date from which seniority should be calculated.
Yes
benefits-eligibility-
Benefits Eligi
start-date
bility Start
DATE
—
Both
No
from which the employee
Date
is eligible for benefits.
Yes
serviceDate
Service Date
DATE
—
Both
No
Yes
professionalServi
Professional
DATE
—
Both
No
ceDate
Service Date
eligibleForStock
Eligible for
BOOLEAN
—
Both
No
Yes
Stock
This is the start date
You can indicate if the employee is eligible for stock. Possible values are Yes and No.
Yes
prevEmployeeId
Previous Em ployment ID
STRING
—
Both
No
This field shows the pre vious employee ID if the employee has been at the company before. The new ID differs from the old ID, because the em ployee is considered as a new hire, even if the em ployee has worked for the same company before.
Employee Central Master Data Objects: Quick Reference Tables
See also Termination Information table further below Standard
Yes
Field ID
initialStockGrant
Field Label
Initial Stock
Data Type
LONG
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
No
Grant
How To Use This Field
This is the initial number of stock granted to the employee.
Yes
initialOptionGrant
Initial Option
LONG
—
Both
No
Grant
This is the initial number of options granted to the employee.
Yes
jobCredit
Job Credit
STRING
—
Both
No
The job credit corre sponds to the seniority an employee can acquire before joining the com pany.
Yes
company
New Assign ment Com pany
STRING
256
Both
Yes
This field is required when you have set up Concurrent Employ ments in Provisioning. Here you define the com pany where the concur rent employment takes place; it can be the same company as specified for the existing employment.
Yes
isPrimary
Is Primary
BOOLEAN
—
Both
No
Yes
firstDateWorked
First Date
STRING
256
Both
No
Worked
You can enter the em ployee’s first date at the company here. If you use payroll integra tion with SAP ERP, this field is required for legal reporting in the USA.
Employee Central Master Data Objects: Quick Reference Tables
See also Termination Information table further below Standard
Field ID
Field Label
Data Type
Max.
Default
Is Re
Length
Visibility
quired?
No
custom-double1–10 —
DOUBLE
—
None
No
No
notes
STRING
4000
Both
No
Note
bytes
How To Use This Field
This is a text field where the user can enter addi tional information if re quired.
Table 89: Global Assignment Details (hris-element-id: globalAssignmentInfo) To use the Global Assignment Details portlet, you have to turn on Global Assignment Management in Provisioning. Standard
Yes
Field ID
assignment-type
Field Label
Assignment
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
128
Both
Yes
Type
How To Use This Field
Select the type of the global assignment. The list of values comes from the picklist
global_assignment _type. Yes
planned-end-date
Planned End
DATE
—
Both
Yes
Date
Enter the date when the global assignment is sup posed to end.
Yes
company
Company
STRING
256
Both
Yes
Enter the company the employee goes to for the global assignment. You can choose from the companies that are avail able in the system.
Yes
end-date
Actual End
DATE
—
Both
Yes
Date
When you end a global assignment, you need to specify the actual end date.
No
payroll-end-date
Payroll End
DATE
—
Both
No
Date
The date of the last pay roll for the global assign ment.
No
custom-string101–
—
STRING
256
None
No
You can use these fields
115 and custom-
for data not covered by
string116–120
the fields supplied as standard.
Employee Central Master Data Objects: Quick Reference Tables
To use the Global Assignment Details portlet, you have to turn on Global Assignment Management in Provisioning. Standard
No
Field ID
custom-date31–35
Field Label
—
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
How To Use This Field
The first 5 customer—
and custom-
specific field numbers are
date36–40
used to add a global as signment, the last 5 cus
No
custom-long21–25
No
—
LONG
—
None
No
tom field numbers are
and custom-
used to end a global as
long26–30
signment.
custom-double21–
—
DOUBLE
—
None
No
Data Type
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
25 and customdouble26–30 Table 90: Job Information (hris-element-id: jobInfo) Standard
Yes
Field ID
position
Field Label
Position
LONG
How To Use This Field
This field is only shown when you have activated Position Management.
Yes
positionEntryDate
Position Entry
DATE
—
None
No
Date
This field shows when the incumbent has taken on a position. You can change this field manually. This field is only shown when you have activated Position Management.
Yes
timeInPosition
Time In Posi
STRING
tion
128
None
No
This field shows how long the incumbent has been in a position. This time is calculated by the system and shows the time dif ference between the cur rent date (or the end date for history records) and the Position Entry Date. You cannot change this value. This field is only shown when you have activated Position Management.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
eeo-class
Field Label
EEO Class
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
256
Both
No
How To Use This Field
You can define the class for equal employment opportunities. The list of values comes from the predefined pick list eeo-class.
Yes
job-title
Job Title
STRING
256
Both
No
This field is automatically filled with the job title de fined in the job classifica tion foundation object. This field is synced to the standard element 'title' of the Employee Profile.
Yes
job-code
Job Classifica STRING
128
Both
Yes
tion
This is the job classifica tion of the employee. If you have defined job classification foundation objects, this field con tains the external code of those job classifications. This field is synced to the standard element 'job Code' of the Employee Profile.
Yes
employee-type
Employee
STRING
100
Both
No
Type
You can define whether the employee type is hourly, salaried, excep tion hourly, not applica ble, and so on. The list of values comes from the predefined pick list employee-type.
Yes
department
Department
STRING
128
Both
No
If you have defined de partment foundation ob jects, this field contains the external code of those departments.
Employee Central Master Data Objects: Quick Reference Tables
If you have defined divi sion foundation objects, this field contains the ex ternal code of those divi sions. This field is synced to the standard element 'divi sion' in the Employee Profile.
Yes
location
Location
STRING
128
Both
No
If you have defined loca tion foundation objects, this field contains the ex ternal code of those loca tions.
Yes
manager-id
Supervisor
HRIS_FIN
384
Both
No
DUSER
You can choose from the list of existing users in the system to identify the employee's manager. This information is then used to build the Org Chart. This field is synced to the standard element 'mana gerId' of the Employee Profile.
Yes
radford-jobcode
Radford Job
STRING
128
Both
No
STRING
—
None
Yes
Code Yes
company
Company
This is the company or le gal entity where the em ployee is hired. The country of the legal entity determines the country-specific attrib utes displayed in the Job Information portlet. If you have defined legal entity foundation objects, this field contains the ex ternal code of those legal entities.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
business-unit
Field Label
Business Unit
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
—
None
Yes
How To Use This Field
If you have defined busi ness unit foundation ob jects, this field contains the external code of those business units.
Yes
cost-center
Cost Center
STRING
—
None
No
If you have defined cost center foundation ob jects, this field contains the external code of those cost centers.
Yes
is-primary
Is Primary
BOOLEAN
—
None
No
Yes
track-id
Track Id
STRING
32
None
No
Yes
employee-class
Employee
STRING
256
None
No
Class
This field indicates if the worker is an employee, a contractor, an intern, and so on. The list of values comes from the predefined pick list EMPLOYEECLASS.
Yes
employment-type
Employment
STRING
32
None
No
DOUBLE
—
None
No
Type Yes
fte
FTE
This is a calculated field that cannot be updated manually. FTE stands for “full-time equivalent” and indicates an employee's working hours or a legal entity's standard working hours.
Yes
regular-temp
Regular/ Temporary
STRING
32
None
No
This field indicates whether the employee is regular or temporary. The list of values comes from the predefined pick list regular-temp.
Employee Central Master Data Objects: Quick Reference Tables
This field indicates the event that has led to the change of the job infor mation. The list of values comes from the predefined pick list event. You can change the labels for the events in this picklist, but you cannot add addi tional events.
No
event-reason
Event-reason-
LONG
—
Both
No
code
This is the reason for the change of the job infor mation. If you have defined event reason foundation ob jects, this field contains the external code of those event reasons.
Employee Central Master Data Objects: Quick Reference Tables
Standard
No
Field ID
hire-source-details
Field Label
Hire-source-
Data Type
Max.
Default
Is Re
Length
Visibility
quired?
STRING
—
None
No
STRING
—
None
No
None
No
How To Use This Field
details Yes
Yes
company-leaving-
Company
for
Leaving For
manager
Manager
STRING
This field does not ap pear on the UI. Leave the visibility to “none” to prevent this field from showing up in the rolebased permissions setup.
Yes
hr-manager
HR Manager
STRING
None
No
This field does not ap pear on the UI. Leave the visibility to “none” to prevent this field from showing up in the rolebased permissions setup.
No
is-volunteer
Is-volunteer
BOOLEAN
—
None
No
No
govt-grant-amount
Govt-grant-
DOUBLE
4000
None
No
—
None
No
amount Yes
holiday-calendar-
Holiday Calen STRING
code
dar
This field is relevant for Time Off management. A holiday calendar shows the public holidays for a given period and country. If you have defined holi day calendar generic ob jects, this field contains the external code and name of those holiday calendars.
Employee Central Master Data Objects: Quick Reference Tables
This field is relevant for Time Off management. It defines how an em ployee’s total work time is divided. For example, an employee might be scheduled to work 40 hours a week, comprising 5 days of 8 hours each. If you have defined work schedule generic objects, this field contains the ex ternal code and name of those work schedules.
Yes
time-type-profile-
Time Profile
STRING
code
—
None
No
This field is relevant for Time Off management. Different time types, such as work, vacation, and paid time off (PTO) can be assigned to a sin gle structure, called the time profile. This time profile is then assigned to employees so that they know, for example, how much time off they can take and what kind. If you have defined time profile generic objects, this field contains the ex ternal code and name of those time profiles.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
Field Label
time-recording-pro Time Record file-code
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
—
None
No
ing Profile
How To Use This Field
This field is relevant for Time Sheet. The Time Recording Pro file contains employee specific settings for the Time Sheet. It sets the time recording method and the time val uation rules which are used for this employee. If you have defined time re cording profile generic objects, this field con tains the external code and name of those time recording profiles. Note: If time Sheet is en abled in provisioning, the Time Recording Profile can only be entered and saved together with the other three Time Infor mation fields in job infor mation.
Yes
is-competition-
Competition
clause-active
Clause
BOOLEAN
—
None
No
Set this field to indicate whether a competition clause has been defined for the employee. A com petition clause is an agreement restricting an employee who leaves the enterprise from acquiring employment with a com petitor within a specific industry, or period of time. Possible values are Yes and No.
Employee Central Master Data Objects: Quick Reference Tables
This field indicates if the employee is allowed to take up a sideline job supplementary to the employee's main occupa tion. Possible values are Yes and No.
Yes
Yes
probation-period-
Probationary
end-date
Period End
date of the employee's
Date
probationary period.
country-of-com
Country
DATE
STRING
pany
—
256
None
View
No
No
Here you enter the end
This field contains the country the company is located in. The values are derived from the country (territory ID) of the legal entity, showing the val ues from the picklist
ISOCountryList. The field cannot be edited. Fields in the section Job
Information can use the picklist
ISOCountryList as parent picklist, for exam ple for the hris-field
notice-period. In this case it is mandatory that the field country-
of-company is visible in the same portlet as the field using this picklist as parent picklist.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
Field Label
sick-pay-supple
Sick Pay Sup
ment
plement
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
256
Both
No
How To Use This Field
This field indicates if the employee gets an addi tional payment when on sick leave. Continued pay is affected when an em ployee is unable to work. The list of values comes from the predefined pick list SICKPAYSUPP. As you can use this field country dependent, you can create country de pendent values by using the picklist
ISOCountryList as parent picklist. Yes
jobEntryDate
Job Entry
DATE
—
None
No
Date
This field shows when an employee started in a job. You can change this field manually.
Yes
timeInJob
Time In Job
STRING
256
None
No
This field shows how long an employee has been in a job. This time is calcu lated by the system and shows the time differ ence between the current date (or the end date for history records) and the Job Entry Date. For ex ample, the time an em ployee spends on mater nity leave is added to the Time In Job. You cannot change this value.
Employee Central Master Data Objects: Quick Reference Tables
In this field you define the amount of time that must be given, by either an em ployer or an employee, before the date on which the work agreement is terminated. The list of values comes from the predefined picklist
NOTICEPERI. As you can use this field country dependent, you can create country de pendent values by using the picklist
ISOCountryList as parent picklist. Yes
custom-string1
Custom String STRING
256
None
No
1
Do not use the type at tribute for this custom string (neither
type=“foundation object” nor type=”generic object” nor type=”worker”). No
custom-string2–
Custom
100
Strings 2–100
custom-date1–30
Custom Dates
STRING
256
None
No
You can use these fields for data not covered by the fields supplied as
No
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
STRING
4000
Both
No
standard.
1–30 No
custom-long1–20
Custom Num bers 1–20
No
Yes
custom-double1–
Custom Deci
20
mals 1–20
notes
Note
This is a text field where the user can enter addi tional information if re quired.
Employee Central Master Data Objects: Quick Reference Tables
Standard
Yes
Field ID
timeInCompany
Field Label
Time In Com
Data Type
Max.
Default
Is Re
Length
Visibility
quired?
256
View
No
—
View
No
STRING
256
View
No
DATE
—
View
No
STRING
256
View
No
DATE
—
STRING
256
STRING
How To Use This Field
pany Yes
locationEntryDate
Location Entry DATE Date
Yes
timeInLocation
Time In Loca tion
Yes
Yes
departmentEntry
Department
Date
Entry Date
timeInDepartment
Time In De partment
Yes
payScaleLevelEn
Pay Scale
tryDate
Level Entry
No
Date Yes
timeInPayScaleLe
Time In Pay
vel
Scale Level
View
No
Yes
hireDate
Hire Date
DATE
—
No
Yes
terminationDate
Termination
DATE
—
No
DATE
—
No
DATE
—
No
See [Note #2] below.
Date Yes
leaveOfAbsenceS
Leave Of Ab
tartDate
sence Start Date
Yes
leaveOfAbsenceRe turnDate
Leave of Ab sence Return Date
[Note #1] The following fields are set in case company, location, department or pay scale level changes: ● Company Entry Date ● Location Entry Date ● Department Entry Date ● Pay Scale Level Entry Date The following transient fields are calculated and displayed in the History UI, Employment Info page and MSS: ● Time in Company ● Time in Location ● Time In Department ● Time In Pay Scale Level Employee Central Master Data Objects: Quick Reference Tables
In case of a change in company, location, department, or pay scale level, the company/location/department/pay scale level entry date is calculated, propagated to future job records and made persistent. The entry dates for company, location, department, pay scale level are saved to the DB only if fields are configured in SDM or countryspecific SDM. To use at least one of the new entry date fields in existing job info records, run the Initialize additional entry date fields in job info job. You can find this in Provisioning under "Manage Scheduled Jobs”. Initialization of entry date fields in existing job info records have the following impact: 1. If the value of the field has already been set through the UI, this value will be overwritten. 2. If the customers first use a subset of the new fields and run the job and later they want to use an additional field of the new entry date fields, they have to run the job again. However, do note that the value of all date fields will be overwritten. If customers do not change any of the entry dates in UI, this will not have any effect, since the calculation in UI and in the job is the same. But if customers have overwritten some fields, these values will be overwritten after running the job. 3. Only fields configured in SDM or CSFSDM will be written by the job. [Note # 2] The Hire Date, Termination Date, Leave of Absence Start Date, and Leave of Absence Return Date fields are automatically filled with the effective start date in case a job info record is created/changed/deleted based on its trigerring event: Hire, Rehire, Termination, Leave of Absence and Return to Work. In case the Job Info’s effective start date is changed in a record with one of the above-mentioned events, the hire date/termination date /leave of absence start date/leave of absence return date is newly set according to the new effective start date. In Job Info History, the date fields are propagated to future records until a new record with a suitable event (Hire, Rehire, Termination, Leave of Absence, Return to Work) is created. In case a job info record is deleted, the date fields are propagated from the “closest underlying” job info records. During new hire, no event-based date fields are set. The hire/rehire date is set automatically in employment details and job info history. For these date fields, there is no TimeIn calculation.
Note [1] The date fields are only saved to the DB if they are configured in SDM or country-specific SDM. [2] For now, the setting of Leave of Absence Start Date and Leave of Absence Return date fields only works with the "old" LOA/RLOA application, and not with TimeOff/LOA. Some points about initialization of new entry date fields for existing job info records: ○ If customers want to use at least one of the new entry date fields, they have to run a job, which initializes the fields for existing records in database. ○ The job writes the entry date fields in the same way as the UI logic. ○ If the fields already have a value (for example, a value set in UI), this value will be overwritten. ○ If the customers first use a subset of the new fields and run the job and later they want to use an additional field of the new entry date fields, they have to run the job again. But the values of all entry date fields will be overwritten. If customers didn’t change any entry date in UI, this will not have any effect, since the calculation in UI and in the job is the same. But if customers have overwritten some fields, these values will be overwritten after running the job. ○ Only fields configured in SDM or CSFSDM will be written by the job. ○ To use at least one of these date fields in existing job info records, run the Initialize additional entry date fields in job info job. You can find this in Provisioning under "Manage Scheduled Jobs”.
Depending on the coun try selected, the corre sponding national ID card type is displayed in this field, for example: ●
Social Security
●
Social Insurance
Number (for USA) Number (for Can ada) Yes
national-id
National Id
STRING
256
Both
Yes
Enter the number of the national ID in the corre sponding format, for ex ample: 999–999–999 You set up the countryspecific format in the country-specific Succes sion Data Model, where you also define if the user input is validated against a specific format.
Yes
isPrimary
Is Primary
BOOLEAN
1
Both
No
Indicate which national ID is the primary one.
No
custom-string1–20
Custom
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
Employee Central Master Data Objects: Quick Reference Tables
Table 93: PayComponentNonRecurring (hris-element-id: payComponentNonRecurring) Standard
Yes
Field ID
pay-component-
Field Label
Type
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
Yes
code
How To Use This Field
If you have defined pay component foundation objects, this field con tains the external code of those pay components.
Yes
value
Value
DOUBLE
—
Both
Yes
Yes
pay-date
Issue Date
DATE
—
Both
Yes
Yes
currency-code
Currency
STRING
20
Both
Yes
Code
Select the currency the pay component is issued in from the list of curren cies provided in this field.
Yes
tax-treatment
Tax Treat
STRING
32
None
No
DATE
—
None
No
STRING
—
None
No
ment Yes
sent-to-payroll
Sent To Pay roll
Yes
base-pay-compo
Base Pay
nent
Component
If you have defined pay component group foun dation objects, this field contains the external code of those pay com ponent groups.
No
Yes
pay-component-
Pay-compo
type
nent-type
alternative-cost-
Alternative
center
Cost Center
STRING
38
None
No
STRING
256
Both
No
You can assign an alter native cost center to the non-recurring payment by entering the cost cen ter here. This field is relevant for payroll integration. For more information, see the SuccessFactors Em ployee Central Payroll Handbook.
No
custom-string1–20
Custom Strings 1–20
Employee Central Master Data Objects: Quick Reference Tables
Employee Central Master Data Objects: Quick Reference Tables
Standard
No
Field ID
last-modified-by
Field Label
Data Type
Last-modified- STRING
Max.
Default
Is Re
Length
Visibility
quired?
100
None
No
by
How To Use This Field
This field is used for in ternal purposes. Do not use it in the data model. Even if it is used, it won't be visible on the UI.
No
last-modified-on
Last-modified- DATE
—
None
No
on
This field is used for in ternal purposes. Do not use it in the data model. Even if it is used, it won't be visible on the UI.
Table 94: PayComponentRecurring (hris-element-id: payComponentRecurring) Standard
Yes
Field ID
pay-component
Field Label
Pay Compo
Data Type
STRING
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
Yes
nent
How To Use This Field
Enter the pay component that makes up the em ployee's total compensa tion, like base salary. If you have defined pay component foundation objects, this field con tains the external code of those pay components.
Yes
base-paycompo
Base Pay
nent
Component
STRING
—
None
No
If you have defined base pay component founda tion objects, this field contains the external code of that base pay components.
No
is-earning
Is-earning
BOOLEAN
1
None
No
This field is used for in ternal purposes. Do not configure the visibility.
Yes
currency-code
Currency
STRING
32
Both
Yes
Here you select the cur rency of the pay compo nent. The values come from the list of curren cies.
Employee Central Master Data Objects: Quick Reference Tables
This is the frequency in which the pay compo nent is paid, for example, monthly, annual, biweekly, and so on. If you have defined fre quency foundation ob jects, this field contains the external code of those frequencies.
Yes
paycompvalue
Amount
DOUBLE
—
Both
Yes
Here you define the amount of the compo nent in numbers.
Yes
deferralpercentage
Deferral Per
DOUBLE
—
None
No
centage
This field is used for in ternal purposes. Do not configure the visibility.
Yes
is-target
Is Target
BOOLEAN
1
None
No
Yes
tax-treatment
Tax Treat
STRING
—
None
No
ment
This field is used for in ternal purposes. Do not configure the visibility.
Yes
sent-to-payroll
Sent To Pay
DATE
—
None
No
roll Date
This field is used for in ternal purposes. Do not configure the visibility.
Yes
No
pay-component-
Pay Compo
type
nent Type
custom-string1–20
Custom
STRING
38
None
No
STRING
256
None
No
Strings 1–20
You can use these fields for data not covered by the fields supplied as
This field is used for in ternal purposes. Do not use it in the data model. Even if it is used, it won't be visible on the UI.
No
last-modified-by
Last-modified- STRING
100
None
No
by
This field is used for in ternal purposes. Do not use it in the data model. Even if it is used, it won't be visible on the UI.
No
last-modified-on
Last-modified- DATE
—
None
No
on
This field is used for in ternal purposes. Do not use it in the data model. Even if it is used, it won't be visible on the UI.
Table 95: Pension Payout Details (hris-element-id: pensionPayoutsInfo) Standard
Yes
Field ID
start-date
Field Label
Start Date
Data Type
DATE
Max.
Default
Is Re
Length
Visibility
quired?
—
Both
Yes
How To Use This Field
Enter the start date of the pension payout.
Yes
planned-end-date
End Date
DATE
—
Both
No
Enter the end date when the pension payout is supposed to end. This does not end the pension payout automatically.
Yes
company
Pension Pro
STRING
256
Both
Yes
vider
Enter the pension pro vider that pays the pen sion payout. You can se lect from the pension providers you have cre ated as company foun dation object in the sys tem.
Yes
end-date
Actual End
DATE
Date
—
Both
Yes
When you end a pension payout, you have to enter the actual end date of the pension payout.
Employee Central Master Data Objects: Quick Reference Tables
Standard
No
Field ID
Field Label
custom-date6 to
Custom Dates
custom-date20
6–20
Data Type
Max.
Default
Is Re
Length
Visibility
quired?
DATE
—
None
No
LONG
—
None
No
DOUBLE
—
None
No
Max.
Default
Is Re
Length
Visibility
quired?
How To Use This Field
Custom Dates 66–90 No
No
custom-long11 to
Custom Num
custom-long20
bers 11–20
custom-double11 to
Custom Deci
custom-double20
mals 11–20
Table 97: Work Permit Info (hris-element-id: workPermitInfo) Standard
Field ID
Field Label
Data Type
No
entity-type
Entity-type
STRING
32
None
No
Yes
country
Country
STRING
256
Both
No
How To Use This Field
This field is used to cap ture the country for which the document is valid. The list of values comes from the predefined pick list ISOCountryList.
Yes
document-type
Document
STRING
256
Both
No
Type
The type of the docu ment for which the ID needs to be captured is given in this field. The list of values comes from the predefined cas cading picklist
permitdoctype, which is filtered based on the country selected in the country field. Yes
document-title
Document Ti
STRING
256
Both
No
tle Yes
document-number
Document Number
Employee Central Master Data Objects: Quick Reference Tables
Coding Samples Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence.
Accessibility The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP.
Gender-Neutral Language As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible.
Internet Hyperlinks The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency (see: http://help.sap.com/disclaimer).
