EC Implementation Handbook
Short Description
Success factors Employee Central Implementation Guide...
Description
Product Documentation SuccessFactors
Employee Central Implementation Handbook
INTERNAL
Table Of Contents
1
Overview: implementation sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5
1.1
What is Employee Central? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5
1.2
What do you need to know before starting an implementation? . . . . . . . . . . . . . . . . . . . . . . . . . . .
5
1.3
Recommended 13-step implementation sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5
2
Establishing a new customer account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7
2.1
Provisioning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7
2.2
Initial configuration tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
7
2.3
Configuration Setup for To-Dos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
11
3
Managing role-based permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
14
3.1
Managing permission roles for Employee Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
14
3.2
User permissions relevant for Employee Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
16
3.3
Administrator permissions relevant for Employee Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
25
4
Setting up data models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
30
4.1
What are data models? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
30
4.2
Setting up the Corporate Data Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
40
4.3
Setting up the Succession Data Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
46
4.4
Using the Business Configuration UI to Maintain Elements of the Succession Data Model . . . . . . . .
57
4.5
Setting up country-specific data models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
69
4.6
Setting up country-specific picklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
73
5
Working with foundation objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
78
5.1
What are foundation objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
78
5.2
What are the characteristics of foundation objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
78
5.3
Which foundation objects can you use to structure your business? . . . . . . . . . . . . . . . . . . . . . . . .
80
5.4
Which foundation objects can you use to handle job-related areas? . . . . . . . . . . . . . . . . . . . . . . . .
81
5.5
Which foundation objects can you use to handle pay-related areas? . . . . . . . . . . . . . . . . . . . . . . .
81
5.5
Pay-Related Objects A-Z . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
81
5.6
Which other foundation objects are available? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
82
5.7
Setting up country-specific picklists for pay components or event reasons . . . . . . . . . . . . . . . . . .
83
6
Working with generic objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
88
6.1
What are generic objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
88
6.2
What are the characteristics of generic objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
88
6.3
How do you configure and manage generic objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
89
6.4
How do you create customer-specific foundation objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
90
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6.5
How do you create associations for generic objects? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
91
7
Creating rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
95
7.1
Setting up propagation rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
95
7.2
Setting up event-reason derivation rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
98
7.3
Setting up configurable rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
105
8
Setting up approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
8.1
What are approval workflows? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
126
8.2
When do you want to use approval workflows? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
126
8.3
What are approver types? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
126
8.4
What do you need to do first before you can create workflows? . . . . . . . . . . . . . . . . . . . . . . . . . . .
127
8.5
How do you create workflows? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
128
8.6
XML examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
129
8.7
How do you set up alerts and notifications? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
133
9
Working with data imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
9.1
Introduction to Data Imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
143
9.2
Importing Foundation Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
143
9.3
Translating Foundation Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
144
9.4
Importing Employee Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
150
9.5
Importing Picklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
153
9.6
FAQs: Importing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
154
10
Managing HRIS sync . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
10.1
Human Resource Information System (HRIS) Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . .
160
10.2
Data Integration for the Performance Management Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
167
10.3
HRIS Sync configuration workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
195
11
Employee Central and your mobile device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
197
11.1
Using Employee Central on your mobile device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
197
11.2
Mobile Time Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
199
11.3
Mobile To-Dos in Employee Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
201
12
Data Objects: Quick Reference Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
12.1
Foundation object tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
203
12.2
HR Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
240
Person object tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
240
Employment object tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
255
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SuccessFactors Table Of Contents
1 Overview: implementation sequence
1.1 What is Employee Central? 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 13-step implementation sequence To help you with your implementation, we recommend following this proven 13-step formula. This formula is based on PS expertise. We strongly recommend you follow this sequence for the first few implementations and discuss any variations with your Team Lead.
For information on this step…
See…
Step 1: Setting up a new account in Provisioning
Initial configuration tasks [page 7] This section describes the steps to get started with your implementation, including the different options you need to select in Provisioning to enable Employee Central.
Step 2: Creating the Super Admin
Initial configuration tasks [page 7] 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 40] This section describes how to set up the Corporate Data Model for your customer.
SuccessFactors Overview: implementation sequence
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For information on this step… Step 4: Configuring the Succession Data Model
See… Setting up the Succession Data Model [page 46] This section describes how to set up the Succession Data Model for your customer.
Setting up country-specific data models [page 69] Step 5: Configuring the Country-Specific This section describes how to set up Country-Specific Corporate and Succession Data Models for your Corporate and customer. Succession Data Models Step 6: Importing the Importing Picklists [page 153] Picklist 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
Working with foundation objects [page 78] This chapter describes what foundation objects are including how you can define them.
Step 8: Configuring Propagation Rules
Setting up propagation rules [page 95] 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 98] This section describes how to set up the different rules. Depending on the attributes that change, the system automatically determines the rule to apply.
Step 10: Creating Workflow Derivation Rules
Setting up approval workflows [page 126] This chapter describes what workflows are, when to use them and how to set them up.
Step 11: Managing Role-Based Permissions
Managing permission roles for Employee Central [page 14] 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
Working with data imports [page 143] This section describes everything you need to know about importing employee data.
Step 13: HRIS Sync
Managing Human Resource Information System (HRIS) synchronization [page 160] This chapter describes how you can integrate other SuccessFactors modules with Employee Central.
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SuccessFactors 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 as described below. These are the minimum settings you need to start working. 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.
What basic options do you need to set? 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
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:
SuccessFactors Establishing a new customer account
Edit Company Settings
Company Settings .
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5.
Select the Role-based Permission checkbox:
6.
Select the following checkboxes for Compensation and Generic Objects.
7.
Select the following profile checkboxes:
8.
Select the following user interface checkboxes:
9.
Scroll back up to the top and select Save Feature on the right of the screen.
What Reporting options do you need to set?
8
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:
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SuccessFactors Establishing a new customer account
3.
Scroll to the top of this section and, on the right of the page, select Save.
What Attachment options do you need to set? 1.
On the Company Settings page of Provisioning, scroll to the section Document Attachment.
2.
Specify the Attachment settings as required by the customer.
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If the customer requirements are not known at this time, make the following settings:
3.
On the right of the page, select Save.
How do you create the Super Admin? 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. 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.
How do you keep the User Directory and Org Chart up to date? 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.
10
1.
Navigate away from the Company Settings page of Provisioning by clicking the company name on the top left.
2.
Scroll down and select
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.
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Manage Job Scheduler
Manage Scheduled Jobs .
SuccessFactors Establishing a new customer account
Activating Employee Central SOAP APIs 1.
Go to
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.
Edit Company Settings
Company Settings .
Activating the New Home Page 1.
Go to
2.
Flag the Wow Home Page setting and save your changes.
Edit Company Settings
Company Settings .
Activating the Admin Alert To make the Admin Alert available for a user in your company flag the Manage Workflow Requests permission under
Administrator Permissions
Manage User .
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.
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To-Dos
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.
Here's what the manager looks like:
12
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SuccessFactors Establishing a new customer account
To-Do List Manager
See Also Mobile To-Dos in Employee Central [page 201]
SuccessFactors Establishing a new customer account
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3 Managing role-based permissions
3.1 Managing permission roles for Employee Central 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? 1.
Go to Administration Tools.
2.
In the Manage Employees portlet, select
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:
14
Set User Permissions
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Manage Permission Roles .
SuccessFactors 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 16] and Administrator permissions relevant for Employee Central [page 25].
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.
9.
Define whom you want to grant this role permission to in step 1.
SuccessFactors Managing role-based permissions
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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.
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 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).
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SuccessFactors Managing role-based permissions
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:
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: 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 addresses to the employees and does not want them to be editable by the employees, select only View permission here. Social Accounts Information
imInfo
Primary Emergency Contact
emergencyContactPrimary
Direct Deposit
directDeposit
SuccessFactors Managing role-based permissions
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This HR Information entry... Spot Bonus
...refers to this HRIS element:
payComponentNonRecurring Here you define the permissions for the manager: ● Select View to allow the user to view the Spot Bonus portlet on the Employment Information page. ●
Select Edit so that the user can navigate from the Employment Information page to the Update Employee Records page using the Take Action button:
You can assign approval workflows for changes done on the Update Employee Records page.
Spot Bonus Edit payComponentNonRecurring Action 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 when you have activated Global Assignments Management in Provisioning. You can find more information in the Global Assignments Handbook. ● Select View to allow the user to view the Global Assignment portlet on the Employment Information page. ●
Select Edit to allow the user to manage global assignments on the Update Employee Records page using the Take Action button. You can assign approval workflows for changes done on the Update Employee Records page.
Pension Payout pensionPayoutsInfo Details 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 Details portlet on the Employment Information page. ●
Select Edit to allow the user to manage pension payouts on the Update Employee Records page using the Take Action button. 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:
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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 Employment Information page to the Update Employee Records page using the Take Action button.
●
You can assign approval workflows for changes done on the Update Employee Records page.
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 Employment Information page by clicking the Edit link in the portlet. Note that workflows cannot be assigned for changes done this way.
●
Bonus Pay This field is listed here because of a functional limitation of the role-based permissions framework. Hide this Expiration Date field from the user interface by deselecting View and Edit.
Global Assignment Details This section refers to the Global Assignment Details portlet. Listed here are the fields from the Succession Data Model for the HRIS element globalAssignmentInfo. Only the HRIS fields with visibility "both" or "view" are available for setting permissions. There is one exception: For this Global Assignment Details entry...
...select this permission:
Global Assignment Details Edit
●
View to allow the user to view the Global Assignment Details portlet on the Employment Information page.
●
Edit to allow the user to edit the portlet on the Employment Information page by clicking the Edit link in the portlet. Note that workflows cannot be assigned for changes done this way.
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: For this Pension Payout Details entry...
...select this permission:
Pension Payout Details Edit
●
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 Employment 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. SuccessFactors Managing role-based permissions
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This HR Action...
...defines this permission:
Update Employment Records (displayed as Take Action button)
This option overrules all other permissions in this section. It 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 unchecked. 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 defines 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 defines 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 defines if the user can access the Take Action button on the Employment Information page and select Terminate from the dropdown menu.
Manage Leave of Absence
This is an hris-action from the Succession Data Model. It defines if the user can access the Take Action button on the Employment Information page and select Manage Leave of Absence from the dropdown menu.
returnLeaveOfAbsenceAction
This is an hris-action from the Succession Data Model. It defines 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 Employee Records page for Manage Leave of Absence.
Permissions to access the Update Employee Records page for Global Assignments are set in the section HR Information [page 16].
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:
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Only the View permission is applicable here (Edit has no function). Future-dated transaction alerts can be set for the following portlets: This portlet...
...refers to this HRIS element:
Personal Information
personalInfo
Home Address
homeAddress
Dependents
personRelationshipInfo This entry is only relevant if you have activated the Dependents 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: 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
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: This portlet…
...refers to this HRIS element:
Personal Information
personalInfo
Job Information
jobInfo
Compensation Information
compInfo
Job Relationships
jobRelationsInfo
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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. 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:
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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.
●
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: For this portlet…
…you can set permissions for fields from:
Personal Information
plus globalInfo fields from the country-specific Succession Data Model
Home Address
personalInfo 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 Dependents 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; select only View Current and/or View History.
Compensation Information Job Relationships
compInfo Note: The fields range penetration and compa-ratio are calculated fields and thus read-only; select only View Current and/or View History.
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:
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○
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 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 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:
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●
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:
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3.3 Administrator permissions relevant for Employee Central Under Administrator Permissions, the following permission categories are relevant for Employee Central: ●
Manage Compensation
●
Manage System Properties
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Manage User
●
Manage Time Off
●
Manage Mass Changes
●
Employee Central API
●
Manage Foundation Objects
●
Manage Foundation Object Types
●
Metadata Framework
●
Manage Business Configuration
●
Manage Position
In the following, you can find more information about each of these categories.
Manage Compensation In this category, one entry is required for Employee Central to ensure that the calculation of the pay groups works: Select the Manage Currency Conversion Rate Tables checkbox.
Manage System Properties 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. 1.
Go to Administration Tools. In the Company Processes & Cycles portlet, select Settings
2.
3.
Company
Company System and Logo Settings .
On the Company Logo page, select the following three checkboxes that are relevant for Employee Central: ● Enable Address Validations ●
Enable National ID Validations
●
Enable Bank Account Validations
Optional: Depending on the customer's requirements, you can make an entry in the field Next Person Id Assigned. Example: 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 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.
Manage User Here, the following checkboxes are relevant for Employee Central:
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●
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:
and in the directory search:
●
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.
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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 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 144].
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.
●
Insert: The Admin can create a new data record for a foundation object type, by clicking the Insert New Record button as shown in this example:
SuccessFactors Managing role-based permissions
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●
Correct: The Admin can correct foundation objects by selecting History page:
●
Delete: The Admin can delete foundation objects by selecting in the History page:
Take Action
Take Action
Make Correction
in the
Permanently delete record
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:
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●
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.
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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 customerspecific foundation objects? [page 90] and Setting up configurable rules [page 105]. 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.
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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
●
Person objects
●
Employment objects
Foundation objects define company data. Generic objects make available certain settings and functions relating to employees, such as vacation and position information. 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
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●
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 What are foundation objects? [page 78] and under Foundation object tables [page 203].
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 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 240].
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 255].
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.
General information on data model XML files 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: Legal Entity Legal Entity ID The main sections of this XML code are the following:
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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, the foundation object “Legal Entity” has the ID “company”. 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 203] ○
Person object tables [page 240]
○
Employment object tables [page 255]
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: Custom String1 ... 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 203]
●
○
Person object tables [page 240]
○
Employment object tables [page 255]
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 69].
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 countryspecific data models [page 69].
Visibility of fields You define if a field is visible on the UI by setting the value of the attribute visibility accordingly:
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●
“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
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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: Legal Entity ... 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: Employee ID 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: Location Code ... 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 following HRIS fields as listed below: For this HRIS element in the Corporate Data Model...
...this HRIS field is always required:
company
country
corporateAddress
country
dynamicRoleAssignment
person
eventReason
event
frequency
annualizationFactor
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For this HRIS element in the Corporate Data Model...
...this HRIS field is always required:
payCalendar
payPeriodBeginDate payPeriodEndDate payGroupCode
payComponent
payComponentType
payRange
frequency
wfConfigCC
actorRole actorType context
wfConfigContributor
actorRole actorType context
wfStepApprover
approverRole approverType context
For this HRIS element in the Succession Data Model...
...this HRIS field is always required:
compInfo
currency-code
emailInfo
email-address email-type
employmentInfo
end-date start-date
globalAssignmentInfo
company end-date assignment-type planned-end-date
imInfo
im-id
jobInfo
job-code company business-unit
jobRelationsInfo
relationship-type rel-user-id
nationalIdCard
card-type national-id isPrimary country
payComponentNonRecurring
pay-component-code value pay-date
payComponentRecurring
pay-component frequency paycompvalue
pensionPayoutsInfo
company end-date
personalInfo
first-name last-name
personRelationshipInfo
relationship-type
phoneInfo
phone-type phone-number
workPermitInfo
issue-date
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For this HRIS element in the country-specific Succession Data Model...
...this HRIS field is always required:
globalInfo
country
homeAddress
country
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. In the following example, the value of the tag of the HRIS element is the descriptor for the foundation object “location”: Location ... In the following example, the value of the tag of the HRIS field is the descriptor for the field “externalCode”: Location Code ...
Translatability of labels The label is the descriptor that appears on the UI. You can change this label. It can also be translated into other languages using the xml:lang attribute and the corresponding language code. The corresponding translations are stored in the XML file for the data model as shown below: Legal Entity Legal Entity ID Kennung der juristischen Einheit Legal Entity ID ID de entidad legal ID d’entité juridique ID de la personne morale ID entità legale If the system does not find a corresponding label for the system language, it displays the label that has been configured without the xml:lang attribute; in the example above, “Legal Entity ID” would then be displayed.
Effective Dating 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.
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This is what the XML code looks like for start and end date: Start Date End Date
Search criteria You can define search criteria that are used to find an entry in the system. In the following example, you define that you can search for a location by entering a city or a country. The system then tries to find a match with the information stored in the corporate address and shows the corresponding result.
List of XML elements and attributes The following tables provide a quick overview of the XML elements and attributes that are most commonly used in the data models. ●
XML elements can contain other XML elements nested inside them. For example, the hriselement XML element can contain label and hris-field XML elements: Location Code
●
XML elements can contain several attributes, for example, the XML element hris-field contains the attributes max-length and id:
●
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Attributes are name-value pairs; it is predefined which values can be entered for which attributes. In the following example, the attribute with the name max-length can have a number as value: max-length=”256”
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...can include these XML elements How to use this XML element or attribute: or attributes: Attribute
id
This is the identifier for an HRIS element, which represents one foundation object, or one person or employment object. You cannot change the ID; to find out which data object has which ID, refer to the hriselement id of the data object tables: ● Foundation object tables [page 203] ●
Person object tables [page 240]
●
Employment object tables [page 255]
Element
description
This is where you enter a text that describes an XML element, or what the data model is used for, for example. This description does not appear on the UI.
Element
label
This is the text that is shown on the UI. You can change it if the customer wants to use a different naming. This text is also translatable.
Element
trigger-rule
This is used to assign a configurable rule the customer has created to a user action on the user interface. For example, when a page is loaded or saved, a specific system behavior defined in the configurable rule is triggered. For more information, see Setting up configurable rules [page 105].
Element
hris-field
With hris-field you define each individual field within this HRIS element.
Element
hrisassociations
Associations define the relationship between foundation objects.
searchcriteria
Search criteria define what fields can be used to search this HRIS element.
Element
Associations can only be defined in the Corporate Data Model.
...can include these XML elements or attributes:
These are possible attribute values:
Attribute
max-length
256
This defines the maximum length of this field on the UI. For boolean fields, you can leave out this attribute.
Attribute
id
start-date
This is the identifier for a field within an HRIS element. You cannot change the ID; to find out which HRIS field has which ID, refer to the column Field ID in the data object tables: ● Foundation object tables [page 203]
Attribute
visibility
●
none
●
view
●
both
How to use this XML element or attribute:
●
Person object tables [page 240]
●
Employment object tables [page 255]
The visibility defines if this field is visible on the UI: ● “none”: Field is hidden. You cannot import data for this field via CSV files. ●
“view”: Field is read-only. You cannot import data for
●
“both”: Field is visible on the UI and can be edited
this field via CSV files.
Attribute
required
SuccessFactors Setting up data models
●
true
●
false
If this is set to “true”, the field becomes mandatory — that means a user entry is required — and is marked as such on the UI.
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...can include these XML elements or attributes: Attribute
Attribute
These are possible attribute values:
pii
●
true
●
false
maximumFractionDigits Possible values are 0–5: ●
0
●
1
●
2
●
3
●
4
●
5
How to use this XML element or attribute: If this setting is true (pii=”true”), it defines that the field is a sensitive field; as such, it will be masked on the screen for security reasons. This is a setting used for password fields, for example. When the user enters his data, only asterisks or similar symbols are shown on the UI instead of the actual data entered. This is done to prevent over-the-shoulder snooping for the user's password. With this XML attribute you define how many decimal digits are shown after the decimal point. Depending on the number of decimal digits you indicate here, the numbers displayed in the system get rounded up or down. You can use this property only for HRIS fields with the data type DOUBLE, and you can define up to 5 decimal places. If you do not use this attribute for a DOUBLE data type, the number is rounded to three decimal places by default. If you define a value higher than 5, the system uses the maximum value, which is 5. If you define a negative value, for example, -1, the default value of 3 decimal places is used. Example:
maximumFractionDigits=”2” If the user enters 4.394 on the UI and the maximumFractionDigits have been defined to 2, the system reduces the decimal digits from 3 to 2 as defined in the data model and rounds down the value to show the following: 4.39 Make sure that the following HRIS fields use the same
maximumFractionDigits value: ● payComponentValue of HRIS element payComponent ●
paycompvalue of HRIS element payComponentRecurring
●
value of HRIS element payComponentNonRecurring
The pay component value field of the pay component foundation object is reused in the compensation information. If you then choose to override this field and the value of the maximumFractionDigits attribute is different for the fields, it leads to an error. Attribute
Element
38
showTrailingZeros
label
●
true
●
false
—
© 2013 SAP AG. All rights reserved. • I N T E R N A L
With this XML attribute you define if trailing zeros after a decimal number are displayed, and how many. You can use this attribute only for HRIS fields with the data type DOUBLE. If you do not use this attribute for a DOUBLE data type in the XML file, by default no trailing zeros are shown. If maximumFractionDigits is set to 4 and showTrailingZeros is set to “true”, and the user enters 1.3 on the UI, the value is displayed as follows: 1.3000. This is the text that is shown on the UI. You can change it if the customer wants to use a different naming. This text is also translatable.
SuccessFactors Setting up data models
...can include these XML elements or attributes:
These are possible attribute values:
Element
—
trigger-rule
How to use this XML element or attribute: This is used to assign rules the customer has created in the Rules Engine to a user action on the user interface. When a field is changed, a specific system behavior defined in the rule is triggered. For more information, see: ● Setting up configurable rules [page 105] How do you set up alerts and notifications? [page 133]
●
Element
picklist
—
If the value of this HRIS field comes from a picklist, define the associated picklist information. You can find more information about picklists in How do you manage picklists?
(only valid for Corporate Data Model)
...can include these XML elements or attributes:
These are possible attribute values:
Element
association
—
Associations define relationships between foundation objects, or between a foundation object and a generic object.
Attribute
id
The only possible value is:
This is the identifier for an association between this foundation object and another object; do not change this value.
id
Attribute
Attribute
multiplicity
destination-entity
ONE_TO_ONE
●
ONE_TO_MANY
●
This is where you define the other foundation object or generic object company that this object has a relationship Generic_Object_Building with. You enter the HRIS-element ID of that foundation object or the external code of the generic object as attribute value. The destination entity is the controlling object of the association.
●
required
Multiplicity defines whether this relationship is ONE_TO_ONE or ONE_TO_MANY. If you create new associations, define the multiplicity as ONE_TO_MANY.
●
●
Attribute
How to use this XML element or attribute:
division
●
true
●
false
If this is set to “true”, the field becomes mandatory — that means a user entry is required — and is marked as such on the UI.
...can include these XML elements or attributes: Element
SuccessFactors Setting up data models
search-field
How to use this XML element or attribute: This defines a searchable field of this HRIS element. You can define search criteria that are used to find an entry in the system. In the following example, you define that you can search for a location by entering a city or a country. The system then tries to find a match with the information stored in the corporate address and shows the corresponding result.
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...can include these XML elements or attributes: Attribute
How to use this XML element or attribute: This is the ID that the system is searching for. You use the HRIS-element ID followed by the HRIS-field ID, separated by a period.
id
...can include these XML These are possible How to use this XML element or attribute: elements or attributes: attribute values: Attribute
xml:lang
●
en-GB
●
fr-CA
●
it-IT
The label that appears on the UI can also be translated into other languages using the xml:lang attribute and the corresponding language code. The corresponding translations are stored in the XML file for the data model. If the system does not find a corresponding label for the system language, it displays the label that has been configured without the xml:lang attribute; in the example, Legal Entity ID would then be displayed.
...can include these XML elements or These are possible attributes: attribute values: Attribute
event
For hris-elements: ●
onInit
●
onSave
●
onView
●
onEdit
●
saveAlert
For hris-fields: ●
How to use this XML element or attribute: This is the event on the user interface that triggers the execution of the rule. Possible values are: ● onInit: Rule is triggered when the page is loaded ●
onSave: Rule is triggered when a page or HRIS-element is saved
●
onChange: Rule is triggered when a field is changed.
●
onView: Rule is triggered when portlet or page with transient field is loaded
●
onChange
onEdit: Rule is triggered when portlet or page is opened in edit mode
●
saveAlert: Rule is triggered when a data record change has taken place and the current date is equal or after the effective date of the defined alert
For more information, see: ● Setting up configurable rules [page 105] ●
Attribute
rule
external code of the rule
How do you set up alerts and notifications? [page 133]
This is the rule that is triggered when the event on the user interface takes place. You must have defined this rule in the Rules Engine and refer to the external code of the rule.
4.2 Setting up the Corporate Data Model What is the Corporate Data Model? The Corporate Data Model is your starting point to set up a company's structure for Employee Central. This is where you define how the organization, pay and job structures that define the company are reflected in the system. For example, if a company's departments can be funded by several cost centers, you allow that more than one cost center can be assigned to a department in the system. You set this up by defining foundation objects in the Corporate Data Model and define the relationships between them by creating associations in the XML file for the data model. Only the foundation objects defined in this data model can later be used in Employee Central, and the associations define what a user can enter. You also define what fields are going to be used on the UI, what they are called, which fields are hidden, and you can also add customer-specific fields.
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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. You find more information about foundation objects in What are foundation objects? [page 78] In the XML file for the Corporate Data Model, you can make changes to the standard setup that is predelivered by SuccessFactors. The following table lists all foundation objects that are included in the standard XML file. The columns define the following: ●
HRIS-element ID: This is the ID that is used to identify the foundation object in the XML files.
●
Standard label: This is the label for the HRIS element that appears on the UI. You can overwrite this label. If no label is included in the standard XML file, then the label that appears on the UI is pulled from the backend system. To overwrite the label, add the corresponding label tags in the XML file below the corresponding HRIS element and put the new label text inside the label tags.
●
Subtype: Foundation objects can be logically divided into four main areas: ○ Organization structures ○
Job structures
○
Pay structures
○
Other objects, such as event reasons, workflow, and dynamic roles
The fields for the foundation objects legalEntityLocal and jobClassLocal are defined in the countryspecific Corporate Data Model. For more information, see Setting up country-specific data models [page 69].
HRIS-element ID
Standard label
Data object type
Subtype
company
Legal Entity
Foundation object This is the only mandatory HRIS element you should not delete from the XML files.
Organization structure
legalEntityLocal
—
Foundation object All fields for this HRIS element are set up in the country-specific Corporate Data Model.
Organization structure
businessUnit
Business Unit
Foundation object
Organization structure
locationGroup
Location Group
Foundation object
Organization structure
geozone
Geo Zone
Foundation object
Organization structure
location
Location
Foundation object
Organization structure
division
Division
Foundation object
Organization structure
department
Department
Foundation object
Organization structure
costCenter
Cost Center
Foundation object
Organization structure
jobCode
Job Classification
Foundation object
Job structure
jobClassLocal
—
Foundation object All fields for this HRIS element are set up in the country-specific Corporate Data Model.
Job structure
jobFunction
Job Function
Foundation object
Job structure
payGroup
Pay Group
Foundation object
Pay structure
payRange
Pay Range
Foundation object
Pay structure
payGrade
Pay Grade
Foundation object
Pay structure
payComponent
Pay Component
Foundation object
Pay structure
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HRIS-element ID
Standard label
Data object type
Subtype
payComponentGroup
Pay Component Group Foundation object
Pay structure
payCalendar
Pay Calendar
Foundation object
Pay structure
frequency
Frequency
Foundation object
Pay structure
corporateAddress
—
Part of foundation object location
Organization structure
dynamicRole
Dynamic Role
Foundation object
Dynamic Role
dynamicRoleAssignment —
Part of foundation object dynamicRole
Dynamic Role
wfConfig
Workflow
Foundation object
Workflow
wfConfigStep
—
Part of foundation object wfConfig
Workflow
wfStepApprover
—
Part of foundation object wfConfig
Workflow
wfConfigContributor
Contributor Type
Part of foundation object wfConfig
Workflow
wfConfigCC
CC Role Type
Part of foundation object wfConfig
Workflow
eventReason
Event Reason
Foundation object
Event reason
Can you add more foundation objects? In addition to the foundation objects listed above that SuccessFactors predelivers, you can define more foundation objects specific for your customer. For more information, see How do you create customer-specific foundation objects? [page 90]
What are associations? Associations define relationships between foundation objects, or between a foundation object and a generic object. 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 association. Whereas a location can only have one geozone associated to 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 listed 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. 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 Entity is the driving object)
Division
Business Unit
ONE_TO_MANY A division can have several business units. (Division is the driving object)
Department
Division
ONE_TO_MANY A department can have multiple divisions. (Division is the driving object)
Job Code
Business Unit
ONE_TO_MANY A job code can be used across several business units. (Job Code is the driving object)
Pay Range
Geozone
ONE_TO_ONE
Companies generally have different pay ranges for each combination of Legal Entity, Job Code, and Geozone.
Pay Range
Pay Grade
ONE_TO_ONE
A pay range is generally associated with one pay grade.
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Source
Target
Multiplicity
Description
Pay Range
Legal Entity
ONE_TO_ONE
Companies generally have different 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 Components.
How do you set up the Corporate Data Model? 1.
Download the XML file for the Corporate Data Model. ● If you're setting up the Corporate Data Model the first time for a company, download the most current version from this link: http:// confluence.successfactors.com/display/PRODINFO/Data+Models+and +Picklists . ●
If you're changing an already uploaded Corporate Data Model, download the XML Succession Management
file from Provisioning under
Import/Export
Corporate Data Model XML . 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 you have discussed with the customer before. If you want to adjust the XML file, proceed as follows: 1.
HRIS elements You can change the following for the HRIS elements: ● Delete HRIS elements Except for company, which is a mandatory HRIS element, you can delete the HRIS element you don't want to use from the data model. Interaction between data models: Consider the interaction between the data models when you delete HRIS elements that might be used in some other data model. Some of the foundation objects defined in the Corporate Data Model are used to fill fields that are part of person or employment objects defined in the Succession Data Model. For example, when you delete the costCenter HRIS element from the Corporate Data Model, you should also delete the cost-center field from the Succession Data Model (which belongs to HRIS element jobInfo), or set its visibility to “none”, so it does not appear on the UI. Otherwise, when the user selects the cost-center field in the Job Information portlet on the UI, no information can be entered in this field. The same applies to the following fields:
SuccessFactors Setting up data models
HRIS element in Corporate Data Model
HRIS field in Succession Data Model
HRIS element in Succession Data Model
company
company
jobInfo
businessUnit
business-unit
jobInfo
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43
●
2.
HRIS element in Corporate Data Model
HRIS field in Succession Data Model
HRIS element in Succession Data Model
location
location
jobInfo
department
department
jobInfo
costCenter
cost-center
jobInfo
jobCode
job-code
jobInfo
payGroup
pay-group
jobInfo
payGroup
pay-group
compInfo
payGrade
pay-grade
jobInfo
payComponent
pay-componentcode
payComponentNonRecurring
payComponent
pay-component
payComponentRecurring
frequency
frequency
compInfo
eventReason
event-reason-code jobInfo
Change the label for HRIS elements If you want to use a different label text on the UI, overwrite the existing label text of the corresponding HRIS element or, if there is no label included in the standard XML file, insert a label with the corresponding text.
HRIS fields You can change the following for HRIS fields: ● Hide or show fields on the UI by setting the visibility attribute accordingly For example, set the visibility of HRIS fields the customer does not want to use to “none”, so they don't appear on the UI and no data import is possible.
3.
●
Change labels for HRIS fields by overwriting the existing label text
●
Make fields mandatory by setting the required attribute to “true”
●
Mask data entry on screen by including the pii attribute
●
Configure custom fields
Search criteria You can add search criteria to a field by adding the element to an HRIS element.
4.
Associations To define relationships between foundation objects, or between a foundation object and a generic object, set up new associations or change the associations included in the standard XML file. The associations are included before the HRIS element end tag and define whether it is a ONE_TO_ONE or a ONE_TO_MANY association. For more information, see below under “How do you define associations?” The HRIS field costCenter is part of the HRIS element department and as such behaves to it like a one-to-one association, even if there is no such association defined in the XML file. If you want to change this, set the visibility attribute value of costCenter to “none” and create an association (for example, to allow many cost centers for one department, you set up a one-to-many association from department to cost center).
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For more information on the XML elements, attributes and their possible values, see What are data models? [page 30] 3.
Upload the Corporate Data Model in Provisioning under Management
Succession
Import/Export Corporate Data Model XML .
What are the next steps? The company's Admin can now create specific foundation objects in the system one by one, or mass upload data. You might have to show the Admin where this can be done in the system: ●
To create single foundation objects, such as departments, business units, and so on, go to Administration Tools. In the Company Processes & Cycles portlet, select Employee Files
●
Manage Organization, Pay and Job Structures .
To mass upload foundation object data via CSV file, go to Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Import Foundation
Data .
XML examples How is a foundation object defined in the XML file? This is an example how the foundation object “location” is defined in the Corporate Data Model: Location Code ... In the XML file for the Corporate Data Model, the HRIS element defines a foundation object. Each foundation object has an ID you should not change, in this example, “location”. The label name can deviate from the ID. This is the label shown on the UI. The field associated with “location” is “externalCode”. You can change the labels of the field and the HRIS element. Below, you can find search criteria for the location. In this example, if the user searches for existing locations, and enters a city or country name, the system searches the entries of the fields “city” and “country” of the HRIS element “corporateAddress”, which is also defined in the Corporate Data Model, for a match.
How do you define associations? One-to-many association Let's assume the company “ACE Services” has the locations “Chicago” and “Dallas”. This is a ONE_TO_MANY association from the company to the location: ...
SuccessFactors Setting up data models
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45
For the destination-entity, enter the HRIS-element ID of the foundation object, or the external code of the generic object you want to associate the foundation object with. You can only define ONE_TO_MANY, but not MANY_TO_ONE associations. See the following example: Two companies, “ACE Software” and “ACE Corporation”, have the same location: “Philadelphia”. Logically, this would be a MANY_TO_ONE relationship from the companies to the location. However, as only ONE_TO_MANY associations are possible, this would need to be configured as a one-to-many association from location to the company. Once this association has been defined, the legal entities can be attached to the location in Employee Central when setting up the legal entities on the UI. You do this under Administration Tools. In the Company Processes & Cycles portlet, select
Employee Files
Manage Organization, Pay and
Job Structures . ... One-to-one association The following example shows the ONE_TO_ONE associations from payRange to the foundation objects geozone, payGrade and company. Do not create more ONE_TO_ONE associations to those that are predelivered in the standard XML file.
...
4.3 Setting up the Succession Data Model What is the Succession Data Model? With the Succession Data Model, you set up data that is related to the people in a company. This data can be divided into the following areas: ●
Person data: This includes information that is linked to the person and does not depend on the job, such as the employee's address and national ID.
●
Employment data: This includes job-related information about a person, such as compensation and hire date.
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You set up this data by defining person objects and employment objects in the XML file for the Succession Data Model. This is where you define what the fields are going to be called on the UI, which fields are hidden, and you can add customer-specific fields. In the following table you find more information about the person and employment objects included in the standard XML file delivered by SuccessFactors. The columns define the following: ●
HRIS-element ID: This is the ID that is used to identify the person or employment object in the XML file.
●
Standard label: This is the label for the HRIS element shown on the UI. You can overwrite this label. If no label is included in the standard XML file, then the label that appears on the UI is pulled from the backend system. To overwrite the label, add the corresponding label tags in the XML file below the corresponding HRIS element and put the new label text inside the label tags.
●
Portlet: Each HRIS element and its fields is shown in a portlet on the UI, that means, in a clearly defined area on the UI. Most HRIS elements have their own portlet. In this column you find the portlet name.
●
Data object type: There are two types of data objects you define in the Succession Data Model — person objects and employment objects. Person objects appear on the UI on the Personal Information page in the Employee Files or when adding a new employee. Employment objects appear on the UI on the Employment Information page in the Employee Files or when adding a new employee. The fields for the person objects globalInfo and homeAddress are defined in the country-specific Succession Data Model. For more information, see Setting up country-specific data models [page 69].
HRIS-element ID
Standard label
Portlet
Data object type
personInfo
Biographical Information
Biographical Information
Person object
personalInfo
Personal Information
Personal Information
Person object
globalInfo
Global Information Part of Personal Information portlet (appears when the user adds a country in this portlet)
Person object All fields for this HRIS element are defined in the country-specific Succession Data Model.
nationalIdCard
National Id Information
National Id Information
Person object
homeAddress
Home Address
Home Address
Person object All fields for this HRIS element are defined in the country-specific Succession Data Model.
phoneInfo
Phone Information Part of Contact Information portlet Person object
emailInfo
Email Information
Part of Contact Information portlet Person object
imInfo
Social Accounts Information
Part of Contact Information portlet Person object
emergencyContactPrimary
Primary Emergency Contact
Primary Emergency Contact
Person object
personRelationshipInfo
Dependents
Dependents
Person object
directDeposit
Direct Deposit
Direct Deposit
Person object
paymentInfo
Payment Information
Payment Information
Person object
Employment Details
Employment Details
employmentInfo
SuccessFactors Setting up data models
You have to activate payroll integration to use this feature. Employment object
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HRIS-element ID
Standard label
Portlet
Data object type
jobInfo
Job Information
Job Information
Employment object
compInfo
Compensation Information
Compensation Information
Employment object
payComponentRecurring
Compensation
Part of Compensation Information Employment object portlet
payComponentNonRecurring Spot Bonus
Spot Bonus
Employment object
jobRelationsInfo
Job Relationships
Job Relationships
Employment object
workPermitInfo
Work Permit Info
Work Permit Info
Employment object Note that when you have activated the Global Assignments feature, the workPermitInfo portlet is displayed on the Personal Information page.
globalAssignmentInfo
Global Assignment Global Assignment Details Details You have to activate global assignments management to use this feature.
Employment object
pensionPayoutsInfo
Pension Payout Details
Pension Payout Details
Employment object
Employee Information
Employee Information portlet on the Add New Employee screen
userAccountInfo
You have to activate pension payouts to use this feature. Employment object
The following HRIS element is only applicable to Employee Central 1.0: corporateAddress.
How do you set up the Succession Data Model? 1.
Download the XML file for the Succession Data Model. ● If you're setting up the Succession Data Model the first time for a company, download the most current version from this link: http:// confluence.successfactors.com/display/PRODINFO/Data+Models+and +Picklists . ●
If you're changing an already uploaded Succession Data Model, download the XML file from Provisioning under
Succession Management
Import/Export Data
Model . 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. The XML file for the Succession Data Model is divided into several sections. Only some are relevant for Employee Central. Under “How is the XML file structured?” you can find more information about all sections.
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●
Go to the section that includes the HRIS elements. Each HRIS element corresponds to a person or employment object. You can adjust the HRIS elements and the HRIS fields just as you did in the previous step when adjusting the Corporate Data Model. For a list of all possible HRIS elements and fields, see Person object tables [page 240] and Employment object tables [page 255]. To make any changes, proceed as follows: 1.
HRIS elements You can change the following for the HRIS elements: ● Delete HRIS elements You can delete the HRIS element you don't want to use from the data model. For example, a customer might decide that they don't need phone information or compensation information, so you can delete the phoneInfo and compInfo HRIS elements from the data model. You can delete all HRIS elements except for the following mandatory ones: ○ employmentInfo ○
jobInfo
○
personInfo
○
personalInfo When you delete an HRIS element, the corresponding portlet is also not shown anymore on the UI.
●
2.
Change the label for HRIS elements If you want to use a different label text on the UI, overwrite the existing label text of the corresponding HRIS element or, if there is no label included in the standard XML file, insert a label with the corresponding text.
HRIS fields You can change the following for HRIS fields: ● Hide or show fields on the UI by setting the visibility attribute accordingly For example, set the visibility of fields the customer does not want to use to “none”, so they don't appear on the UI and no data import is possible. For some fields, you should leave the visibility attribute to “none” or “view”, for example, for fields that are calculated by the system and should not be filled by the user. To check for which fields you can change this attribute, have a look at the Person object tables [page 240] and Employment object tables [page 255]. ●
Change labels for HRIS fields by overwriting the existing label text
●
Make fields mandatory by setting the required attribute to “true”
●
Mask data entry on screen by including the pii attribute
●
Configure custom fields ○ You can add custom fields as you did for the Corporate Data Model. ○
SuccessFactors Setting up data models
Interaction between data models — the “type” attribute
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49
Do not use the type attribute for the field customstring1 of the jobInfo HRIS element. ○
You can connect custom fields from the Succession or Corporate Data Model to any foundation object to copy its behavior. You do this by using the attribute type=”foundationObject”. The custom field is displayed as a separate field with its own label on the UI, and its own attributes if you define them here, but it takes over the following behavior from the foundation object it is connected to: ○ List of values: If the Admin has already created or uploaded data for the company foundation object, this data is shown in the custom field as a list of values to choose from. As soon as the user starts entering a value in the custom field, the possible values of that list are displayed. ○
Effective dating: If the foundation object is effective dated, the custom field will also be, that means the user has to enter a start date as of which the changes are supposed to become effective.
○
Search: If the search-criteria attribute has been defined for the foundation object, it is also applied to the custom field.
See the following example, where the HRIS field “customstring7” in the Succession Data Model behaves like the company foundation object from the Corporate Data Model: Building
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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: Building
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Use only a custom-string as customer-specific field when you use the type attribute with generic objects. 4.
Save your changes and upload the Succession Data Model in Provisioning.
For more information about how to configure the data model, see Setting up the Succession Data Model [page 46].
6.5 How do you create associations for generic objects? You can create associations to define the relationship between generic objects, or between a foundation object and a generic object. 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 association. Whereas a location can only have one geozone associated to 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 user interface
Creating associations... From generic object to generic object: This procedure is also used for customer-specific foundation objects that the customer has created using generic objects. This type of association is defined by the Admin using the Metadata Framework. You might have to tell the Admin where this is done in the system: 1.
Go to Administration Tools. In the Company Processes & Cycles portlet, select Company Settings
Configure Generic Object Definition
.
2.
Create or search for the generic object for which you want to define the association.
3.
Under Associations, in the Destination Object field, select the generic object that you want to associate with.
For more information about the Metadata Framework, refer to the Metadata Framework Implementation Handbook.
From foundation object to generic object: You define this type of association in the Corporate Data Model.
SuccessFactors Working with generic objects
1.
Ask the Admin to give you the external code of the generic object the customer has created. You will reference the external code of the generic object in the Corporate Data Model.
2.
Download the Corporate Data Model XML file from Provisioning and open it with an XML editor.
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3.
Scroll down to the HRIS element that represents the foundation object for which you want to create the association. Before the end tag of that HRIS element, add the association to the generic object like in this example: ... The destination-entity is the external code of the generic object you want to associate the foundation object with.
For more information about the data model, see Setting up the Corporate Data Model [page 40].
From generic object to foundation object: For this type of association you have to create another generic object first that serves as a wrapper for the foundation object. This means that you actually associate the generic object with the wrapper generic object which itself is linked to the foundation object. You define this type of association using the Metadata Framework. For more information about the Metadata Framework, refer to the Metadata Framework Implementation Handbook. To associate a generic object with a foundation object: 1.
Create the wrapper generic object: 1.
Go to Administration Tools. In the Company Processes & Cycles portlet, select Company Settings
2.
Configure Generic Object Definition
.
Select Create New: Object Definition and create the wrapper generic object as in this example:
Fill out the following fields:
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3. 2.
3.
●
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.
Click Save .
Associate the generic object with the wrapper generic object: 1.
In the Search: field, select Object Definition, and search for the generic object which you want to associate the foundation object with.
2.
Click
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 .
Take Action
Make Correction .
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
3.
Click the Details link for the externalCode field and make sure you make the following settings: ● Data Type: Select Foundation Object.
Take Action
Make Correction .
●
Valid Values Source: Enter the HRIS-element ID of the foundation object as defined in the Corporate Data Model (see also the Foundation object tables [page 203]). In this example, we want to have an association to the location foundation object.
●
Field Criteria: If the foundation object is effective-dated, make the following entries: ○ Destination Field Value: Enter parent.effectiveStartDate. ○
Source Field Name: Enter start-date.
If the foundation object is not effective-dated, leave these fields empty. See this example:
SuccessFactors Working with generic objects
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4.
Click Done .
5.
Click Save .
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7 Creating rules
7.1 Setting up propagation rules What are propagation rules? You define propagation rules to have the system automatically fill in fields in employment data. For example, if the user selects a certain location in Job Information, the time zone for that location can be filled automatically. Or if the user selects a job code, the job title to it will automatically be displayed in the job title field. This way, you reduce the amount of data the user has to enter manually, and it improves the consistency of data, which is vital for accurate reporting. Propagation is only possible from certain foundation objects to certain employment objects. Below under How do you set up propagation rules?, in step 2.2, you find a table from which foundation objects you can propagate to which employment objects.
What do you need to do before you set up propagation rules? You must have configured the fields you are going to reference in your propagation rules before in the Corporate Data Model and the Succession Data Model. If you are referring to country-specific fields, you must have set the fields in the country-specific data models accordingly. The field of the HRIS element in the Succession Data Model you are referencing in your propagation rules must be visible. If you have hidden the field, that is, if you have set the attribute value to visibility=“none”, propagation will fail.
How do you set up propagation rules? 1.
Download the XML file for propagation rules. ● If you're setting up propagation rules the first time for a company, download the most current version from this link: http://confluence.successfactors.com/ display/PRODINFO/Data+Models+and+Picklists . ●
If you're changing already uploaded propagation rules, download the XML file from Provisioning under
Succession Management Import/Export HRIS Propagation
Configuration XML . 2.
Open the file in an XML editor and adjust it according to the company's requirements. 1.
Insert a propagation rule by copying an existing rule from the standard XML file and adjusting the following: ● foundation-element-id: This is the HRIS-element ID of the foundation object. You find the correct ID either in the XML file for the Corporate Data Model, or in the Foundation object tables [page 203]. ●
field id: This is the HRIS-field ID of the field that belongs to the HRIS element and which contains the values you want to propagate.
SuccessFactors Creating rules
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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 [page 255].
●
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, custom-string2 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. 2.
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.
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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: 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.
SuccessFactors Creating rules
Foundation object (HRIS-element 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
costCenter
externalCode
jobInfo
cost-center
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
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3.
Foundation object (HRIS-element ID)
Foundation object field (HRIS-field ID)
payComponent
externalCode
payComponentNonRecurring paycomponentcode
frequency
externalCode
compInfo
pay-frequency
frequency
externalCode
payComponentRecurring
frequency
Employment object (HRIS-element ID)
Upload the propagation rules in Provisioning under Management
Employment object field (HRIS-field ID)
Succession
Import/Export HRIS Propagation Configuration XML .
7.2 Setting up event-reason derivation rules 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 time-consuming and more error-prone, as the employee status depends on the event reason that is selected.
What are events? 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:
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Additional Job
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Assignment
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Assignment Completion
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Job Change
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Completion of Probation
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Data Change
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Demotion
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Furlough
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Hire
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Job Reclassification
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Leave of Absence
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Pay Rate Change
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Position Change
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Probation
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Promotion
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Rehire
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Return from Disability
●
Return to Work
●
Suspension
●
Termination
●
Transfer
●
Add Global Assignment
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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.
SuccessFactors Creating rules
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What do you need to do before you can use event-reason derivation rules? 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.
Edit Company Settings Company Settings . Under Employee Central, select the In Provisioning, go to 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”. Only after enabling this setting will you see the link for importing/exporting the XML file for eventreason 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
.
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: http://confluence.successfactors.com/display/PRODINFO/Data +Models+and+Picklists . ●
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.
How do you set up event-reason derivation rules? 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: http:// confluence.successfactors.com/display/PRODINFO/Data+Models+and +Picklists . ●
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.
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Open the XML file in an XML editor and adjust it according to the company's requirements.
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You do this by copying an existing rule and changing the following values: 1.
Enter a unique rule ID (for example, rule-18).
2.
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).
3.
Choose the logical operand you want to use: , , or . For some examples, see below under XML examples in section Logical operands for rules configuration.
4.
Choose the comparative operand you want to use: , , or . For some examples, see below under XML examples in section Comparative operands for rules configuration.
5.
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 eventreason derivation rules.
6.
3.
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.
Upload the XML file in Provisioning under
Succession Management Import/Export
Rules XML for EventReason Derivation .
XML examples 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 SuccessFactors Creating rules
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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 eventreason 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: SC01
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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. 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 SuccessFactors Creating rules
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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 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: PAYXFR DATACOST
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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?
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