How to - User Data Integration v6

User Data Integration

Project: Vers:

Britvic 1.0

User Data Integration Contents 1

Overview .................................................................................................................................... 2

2

Automated Integration ................................................................................................................ 3 2.1 2.1.1

Batch Job - File Sync...................................................................................................... 3

2.1.2

Batch Job Follow Up File Sync ....................................................................................... 4

2.1.3

Batch Job - HCI .............................................................................................................. 4

2.1.4

Important note when changing from File Sync to Middleware ...................................... 4

2.2

Logging tables ................................................................................................................ 5

2.2.2

Monitoring the Transfer of Data from SAP ERP to SuccessFactors BizX ......................... 5

2.3.1 2.4

How to Check HANA Cloud Integration............................................................................... 7 SAP to HCI - SM59 Test ................................................................................................. 7 How to Check SuccessFactors ........................................................................................... 9

Manual Data Load .................................................................................................................... 11 3.1

Setup of Extracting Data from SAP (one time setup) ......................................................... 11

3.1.1

SAP Roles.................................................................................................................... 11

3.1.2

Allowed variants SPRO config ...................................................................................... 11

3.1.3

SAP File Sync output directory ..................................................................................... 11

3.2

Manually Running the Extracting Data from SAP .............................................................. 12

3.2.1

Report ‘RH_SFI_SYNCHRONIZE_EMPL_DATA’ ......................................................... 12

3.2.2

Getting the Output File when using File Sync ................................................................ 13

3.3 4

How to Check SAP ............................................................................................................. 5

2.2.1 2.3

3

How the Process Runs ....................................................................................................... 3

Loading to SuccessFactors .............................................................................................. 14

Appendix .................................................................................................................................. 19 4.1

HCI Configuration............................................................................................................. 19

4.1.1

SAP Configuration ........................................................................................................ 19

4.1.2

Web Services Configuration ......................................................................................... 20

4.1.3

The SOAMANAGER 'Ping' test ..................................................................................... 23

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1 Overview Employee and organisational data is mastered in SAP HCM. Certain information is required in SuccessFactors in order for each employee to:  Login  Access the Internal Careers board  Pre-populate their candidate profile (should they choose to make an internal application) In addition, some employees have elevated permissions. The Resourcing Team have specific Recruiting permissions and there are named super users with Administration permissions. The following diagram shows how the SAP ERP HCM system connects to SuccessFactors using SAP HANA Cloud Integration.

Figure 1: SAP HCM to SuccessFactors

The data being moved is employee and organisational which is considered sensitive. The interface can support both a full or delta load. The process can be fully automated; however this guide also includes a way to manually run a full or delta extract.

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2 Automated Integration This section details the processes required to support automated integration of employee data to SuccessFactors. There are two methods for automated integration: 1. Automated extraction of employee data to file (ready to load to SuccessFactors): - Requires a batch job to automate the process described in section 3.2 Manually Running the Extracting Data from SAP; - Batch job to be run weekly; - Must be run using the report variant 'Z_SFI_SYNC_DEL'; - Extracts to a pre-configured directory defined in SAP as 'HR_SFI_DIR' - Requires manually importing into SuccessFactors at regular intervals (weekly), see section 3.3 Loading to SuccessFactors for more details. 2. Automated integration of employee data to SuccessFactors: - Requires a batch job to run the report using variant 'Z_SFSF_DATA_SYNC'; - Batch job to be run daily; - Must be run using report variant 'Z_SFI_HCI_SYNC';

2.1

How the Process Runs

Employee data is extracted from SAP using the report 'RH_SFI_SYNCHRONIZE_EMPL_DATA', the first time the report is run, a full employee extract will be sent to file, or HCI depending on the selected configuration. The report needs to run regularly to keep the data in SAP and SuccessFactors in sync. In order to fulfil the automation, a batch job needs to be configured to run the report using one of the allowed variants at scheduled intervals.

2.1.1 Batch Job - File Sync Name: Frequency: Step: Variant: Exec Target:

Z_SFSF_DATA_SYNC; Once per week, Sunday midnight (00:00:00); RH_SFI_SYNCHRONIZE_EMPL_DATA; Z_SFI_SYNC_DEL; Main instance '_00' on R3U and R3P.

File generated and output to 'e:\usr\sap\interfaces\HR_SFI_DIR\EMPLDATA.CSV'. Note: The old file will be overwritten.

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2.1.2 Batch Job Follow Up File Sync If this is the first time the report has run, a full employee extract will be generated. In all other cases, the extract will be a delta extract we act i.e. only containing changes since the previous batch job run. The 'delta' extract will need to be uploaded to SuccessFactors before the next batch job run otherwise the data in SAP may become out of sync with the data held in SuccessFactors. See section 3.3 Loading to SuccessFactors for more information. It is recommended to run the data monitoring tool after the batch run to check the status of data transfers. See section 2.2.2 Monitoring the Transfer of Data from SAP ERP to SuccessFactors BizX for more information.

2.1.3 Batch Job - HCI Name: Frequency: Step: Variant: Exec Target:

Z_SFSF_DATA_SYNC; Daily, midnight (00:00:00); RH_SFI_SYNCHRONIZE_EMPL_DATA; Z_SFI_HCI_SYNC; Main instance '_00' on R3U and R3P.

The first time the report runs with middleware selected, all employees will be synchronised.

2.1.4 Important note when changing from File Sync to Middleware The report ' RH_SFI_SYNCHRONIZE_EMPL_DATA' stores the main delta sync data in table 'HRSFI_D_EXTR_LOG', see 2.2.2 Monitoring the Transfer of Data from SAP ERP to SuccessFactors BizX for more information. The data is stored per employee and report variant.

This means once switched to using the HCI variant, if a File Sync is subsequently run for example, for a manual update, the same report variant must be used in order to retain the same delta information. To do this, load the report using the Z_SFI_HCI_SYNC variant:

And then change 'Middleware' to 'File Transfer with Path' and run the report. This way, the same delta information will be used when running the file transfer option. The output file will need to be uploaded to SuccessFactors, see 3.3 Loading to SuccessFactors for more information.

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2.2

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How to Check SAP

2.2.1 Logging tables When the report is executed, Table HRSFI_D_EXTR_LOG is updated with all synchronized employees. If an error occurs, the employee is stored in Table HRSFI_D_ ERR_LOG, and Table HRSFI_D_EXTR_LOG is not updated for the employee. When the report is executed subsequently, a check is done against Table HRSFI_D_EXTR_ LOG to see if any employees have changed, and, if so, they are extracted from SAP ERP HCM. The report also checks for employees marked as inactive in Table HRSFI_D_INACT_EE.   

HRSFI_D_EXTR_LOG - all synchronised employees i.e. successfully extracted HRSFI_D_ ERR_LOG - all employees that failed to synchronise HRSFI_D_INACT_EE - all employees marked as inactive

The above tables can be viewed manually using transaction SE16 or SE16N. All the above data can be viewed in the Web Dynpro application 'HRSFI_MONITORING_EMPL'. See 2.2.2 Monitoring the Transfer of Data from SAP ERP to SuccessFactors BizX for more information. Note: Delta updates are stored per variant, see “2.1.4 Important note when changing from File Sync to Middleware” for more information.

2.2.2 Monitoring the Transfer of Data from SAP ERP to SuccessFactors BizX You can use the Web Dynpro application HRSFI_MONITORING_EMPL to monitor the transfer of employee data from SAP ERP to SuccessFactors BizX. The application informs you of which data has been successfully extracted and transferred, and for which employees the data extraction or data transfer failed. The application displays all messages of the type error and warning that occurred and supports you with resolving the errors. The application is located in the menu of the following roles:  SuccessFactors Integration: Composite Role (SAP_HR_SFI_C)  SuccessFactors Integration: Analytics Specific Role (SAP_HR_SFI_ANALYTICS) You can use these roles to enable users to access the application in SAP NetWeaver Business Client or in SAP NetWeaver Portal. For more information, see SAP Note 1770819.

Message categories 

Back-End Messages

o

Error messages and warnings that were triggered by the extraction of data in the SAP ERP system are listed here.

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Transfer Messages

o



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Error messages and warnings that were triggered by the transfer of data from the SAP ERP system to SuccessFactors BizX are listed here.

Successfully Processed

o

The number of employees for whom the extraction and transfer of data was successful is listed here.

From the Back-End Message or Transfer Messages views, issues with individual employee records can be researched. As issues are successfully resolved, highlight employee’s row and click the Solved link to update the status.

This status aids in the tracking of the resolution. It is also possible to force a reload of an employee once issues have been resolved without waiting for the daily or weekly update:

Employees will automatically drop from the report as they successfully processed during the regularly scheduled batch job.

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User Data Integration

2.3

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Britvic 1.0

How to Check HANA Cloud Integration

2.3.1 SAP to HCI - SM59 Test Test tenant Type: Host: Port: Path Prefix for Logon:

External 'G' iflmapgbt102h0222avtaio-h0222.intaas.hana.ondemand.com 443 /cxf/hcm2bizx/SFSFSessionHandlingLoginQueryResult

Production tenant Type: Host: Port: Path Prefix for Logon:

External 'G' iflmapgbp102h0222avtaio-h0222.intaas.hana.ondemand.com 443 /cxf/hcm2bizx/SFSFSessionHandlingLoginQueryResult

2.3.1.1 Set basic settings

2.3.1.2 Set SSL

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2.3.1.3 STRUST Certificates Note: this step only applies the first time SAP to HCI is tested on each Server i.e. once on R3U, then once again on R3P Make sure the SAP root certificate exists in transaction STRUST ‘SSL client SSL Client (Anonymo’. If no ‘SSL client SSL Client (Anonymo’ exists, create it. There are 3 certificates to be added:   

SAP Root certificate SAP Validation certificate (Intermediary) HCI Test tenant certificate

If you do not have any of the certificates, raise a SAP OSS message in component ‘LOD-HCI’ to request. 2.3.1.4 Successful result A successful ‘Response Body’ should return a SOAP fault code as we are trying to use an illegal request mode (GET):

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User Data Integration

2.4

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How to Check SuccessFactors

Login as an Administrator user into the SuccessFactors instance: Test: Production:

https://performancemanager5.successfactors.eu/login?company=BritvicTest https://performancemanager5.successfactors.eu/login?company=Britvic

Access the AdminTools:

Select Company Settings > SFAPI Audit log from the Company Processes & Cycles section:

All transfers will be display in the audit log.

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Status: The result of the request i.e. success, failed SFAPI Call: Type of call, this will be login, upsert or logout. HTTP: Time/date of request Call Time: Time taken to process the request. Object: Clicking on the object link will open a popup where you can view the data sent by SAP and the resulting response from SuccessFactors, this can be used to identify issues in the content:

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3 Manual Data Load 3.1

Setup of Extracting Data from SAP (one time setup)

Process is:  Setup user with specific roles, or use a user with SAP_ALL;  Configure allowed variant(s) in SPRO;  Setup File sync output directory;  Setup report variant with default options selected;

3.1.1 SAP Roles For standard usage, any user with role SAP_ALL will be able to run the report with all relevant access. To configure specific users i.e. not a user with SAP_ALL assigned assign the following roles: Composite role  Composite role for both data extract and analytics: SAP_HR_SFI_C Authorisation roles (composite role assigns all)  SAP_HR_SFI_EMPL_DATA_REPL – for running the default extract and delta sync;  SAP_HR_SFI_ANALYTICS – required to run the analytic reports.

3.1.2 Allowed variants SPRO config Variants need to be setup as allowed variants in SPRO, only then can they be used in the report. The purpose of the variant is to store the default settings used by the report, this includes the configuration of using custom BAdI Implementations, choosing to use File sync or middleware etc… Create variant in SPRO IMG:  Personnel Management -> Integration Add-On for SAP ERP HCM and SuccessFactors BizX > Integration Scenario for Employee Data -> Specify Allowed Variants for Delta Extraction.

3.1.3 SAP File Sync output directory To use the File Sync data extract, the report defaults in the chosen directory setup in the IMG. Only the pre-defined directory can be used. The output directory and file can be specified in the following IMG: 

Personnel Management -> Integration Add-On for SAP ERP HCM and SuccessFactors BizX > Integration Scenario for Employee Data -> Define File Path and Name for Storing the Generated Files or transaction FILE The SAP standard logical file path is 'HR_SFI_DIR'.

When the report variant for File Sync is selected, the output directory configured in the above IMG will be used to create the file EMPLDATA.csv. The report will always overwrite an existing file of the same name. The configured directory for Britvic is currently: ‘e:\usr\sap\interfaces\HR_SFI_DIR\’

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User Data Integration

3.2

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Manually Running the Extracting Data from SAP

Process is:  Run report;  Collect file (Britvic IT).

3.2.1 Report ‘RH_SFI_SYNCHRONIZE_EMPL_DATA’ Run report ‘RH_SFI_SYNCHRONIZE_EMPL_DATA’ SA38/SE38 to perform either the full extract or delta updates of employee and organizational data ready for the BizX suite.

This report requires a variant to be used which is created in the IMG, see 3.1.2. The variant controls the field mapping options and type of synchronisation to perform i.e. create CSV file or use HCI middleware. Select the variant 'Z_SFI_SYNC_DEL':

Force full extraction Use the ‘Force Syncronization’ option in the report variant to force a full data extract, this option will output all employee details to the CSV file configured in 3.1.3. If the report has run at least once before successfully and the force flag is not selected, only delta extracts will be output to the defined output file. Note: The report stores delta data per employee, per variant, once the HCI variant is in use and running daily, to run a manual File Sync, the same report variant must be used to retain the delta information and then needs to be uploaded to SuccessFactors. See 2.1.4 Important note when changing from File Sync to Middleware for more information. Modified: 17/04/15 © ROC Systems Consulting 2015

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Run the report - a log of results will be displayed when the report has completed:

The report has successfully created the output file.

3.2.2 Getting the Output File when using File Sync If the variant is used to produce a file then the output file is configured to write to the following directory on each server: 

R31 ‘e:\usr\sap\interfaces\HR_SFI_DIR\’



R32 ‘e:\usr\sap\interfaces\ HR_SFI_DIR\’



R3U ‘e:\usr\sap\interfaces\ HR_SFI_DIR\’



R3P ‘e:\usr\sap\interfaces\ HR_SFI_DIR\’

Britvic IT admin can pick up the file from all servers in the directories defined above. The report variant on R3P runs at midnight and takes approximately 3 minutes to run if running a full extract, and anywhere from 0:25-2:00m for delta extracts. In the event of failure, inform the relevant TBSE (Training and Business Support Executive).

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3.3

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Loading to SuccessFactors

Login as an Administrator user into the SuccessFactors instance: Test: https://performancemanager5.successfactors.eu/login?company=BritvicTest Production: https://performancemanager5.successfactors.eu/login?company=Britvic Access the AdminTools:

Select the Update User Information > Employee Import from the Manage Employees section:

Select Choose File (in IE, this will show as Browse…) and navigate to the CSV file extracted from SAP. Ensure the on screen options are set as follows, notably that: Ensure Validate Manager and HR fields is checked. Select Use a system generated random password Under File Language Format, set the Character Encoding to Unicode (UTF-8).

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Next to Step1: click on Validate Import File.

If any validation errors occur then you will see a box such as this:

If no errors occur then your screen will look as follows:

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If necessary, deal with any errors. Once you are ready to import, you will have to re-choose the file. Select Choose File and navigate to the CSV file (you just validated). Ensure the on screen options are set as shown, noting that: Default password format is Use a system generated random password Uncheck Send welcome email to new users Check Validate Manager and HR fields Check Process inactive users if this is a delta file, uncheck if this is a full load. First four checkboxes in Specify Form routing options are checked, rest unchecked. Under File Language Format, set the Character Encoding to Unicode (UTF-8).

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Next to Step2: click on Import User File. A pop-up message will ask you to confirm that you wish to import these users to this SuccessFactors instance. The import will run and a confirmation email will be sent to the Admin user’s email address.

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4 Appendix 4.1

HCI Configuration

To facilitate communication between SAP and HCI, it is necessary to install 3 certificates into transaction STRUST.

4.1.1 SAP Configuration There are two IMG activities to complete as part of the HCI configuration.

1. Store Credentials for Transferring Employee Data to Secure Storage This is a SAP table which holds the company id, username and password to use when logging into SuccessFactors.

This table can be modified independently in each environment using transaction 'HRSFI_CRD_EMPLDATA'. 2. Define Package Size for Transferring Employee Data The package size must match the setting in SuccessFactors which is set at a default of 200. This setting determines how many users are to be batch sent to HCI in each transfer.

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` This setting is modifiable in the IMG.

4.1.2 Web Services Configuration For each service we want to consume, we must create a consumer proxy. The synchronisation report 'RH_SFI_SYNCHRONIZE_EMPL_DATA' uses 3 web services: 1. Login This service returns the session id which will be used to send a single employee record. 2. Upsert This service allows for sending of employee data using the session id from the login service. 3. Logout This service ends the open session created by the login service. Web services are configured in transaction SOAMANAGER:

4.1.2.1 Login: CO_SFI_SE_SESS_HNDL_LOGIN_QR

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Define a new logical port for the login service and set as the default port. The actual name and description are for our reference only. Consumer Security Tab The authentication method in use is currently basic authentication so the credentials must be entered into each of the consumer proxies.

The username must be the registered integration user for HCI. Raise an OSS note in component LOD-HCI for any queries relating to this. Messaging Tab Make sure the messaging settings match the below:

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Transport Settings Tab This is where you define the 'end-points' for each web service call containing all pertinent information to complete the web service request.

The URL access path contains the integration URL for the web service. Each web service uses a different access path but all use the same computer name/host name per tenant. Make sure you enter the 'Name of Proxy Host' and 'Port Number of Proxy Host', 'BRWACPCSP001' and port number '3128'. Test tenant

URL Access Path

Computer Name of Access URL

/cxf/hcm2bizx/SFSFSessionHandlingLoginQueryResult

Iflmapgbt102h0222avtaio-h0222intaas.hana.ondemand.com

Production tenant

URL Access Path

Computer Name of Access URL

/cxf/hcm2bizx/SFSFSessionHandlingLoginQueryResult

iflmapgbp102h0222avtaioh0222.intaas.hana.ondemand.com

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4.1.2.2 Upsert: CO_SFI_SE_SFSUSER_UPSERT_QR

Test tenant

URL Access Path

Computer Name of Access URL

/cxf/hcm2bizx/SFSFGenericUpdateRequestConfirmation

Iflmapgbt102h0222avtaio-h0222intaas.hana.ondemand.com

Production tenant

URL Access Path

Computer Name of Access URL

/cxf/hcm2bizx/SFSFSessionHandlingLoginQueryResult

iflmapgbp102h0222avtaioh0222.intaas.hana.ondemand.com

4.1.2.3 Logout: CO_SFI_SE_SESS_HNDL_LOGOUT_QR

Test tenant

URL Access Path

Computer Name of Access URL

/cxf/hcm2bizx/SFSFSessionHandlingLogoutQueryResult

Iflmapgbt102h0222avtaio-h0222intaas.hana.ondemand.com

Production tenant

URL Access Path

Computer Name of Access URL

/cxf/hcm2bizx/SFSFSessionHandlingLoginQueryResult

iflmapgbp102h0222avtaioh0222.intaas.hana.ondemand.com

4.1.3 The SOAMANAGER 'Ping' test The ping test in SOAMANAGER will fail when trying to use together with HTTPS as the security. This is a standard feature of SSL. To test the connection to the outside world, modify the Transport Settings of one of the web services changing the 'Port Number of Access URL' to 80 and the URL Protocol to HTTP:

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Save the changes, then use the 'Ping Web Service' feature to test the outside world connectivity:

If the result is 'ping successful', the SAP server can see the outside world. Then change the settings back to Port Number 443 and URL Protocol HTTPS. The correct response/failure if the setup is configured correctly when using HTTPS/SSL is:

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