Administrator Training Guide SAP SuccessFactors Employee Central Administration (HR811) ISAPA‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR!) 2 SAP SE Copyrights and Trademarks © 2017 SAP SE. All rights reserved No part ofthis publication may be reproduced or transmitted in any form or for any purpose without the ‘express permission of SAP SE. The information contained herein may be changed without prior notice, ‘Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. + Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. * IBM, DB2, DB2 Universal Database, System j, System 16, System p, System pS, System x, System z, System z10, Sysiem 29, 210, 29, Series, pSeries, xSeries, zSeries, eServer, z/VM, iOS, i5/0S, '§/390, OS/390, 08/400, AS/400, 8/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWERG+, POWERS, POWERS+, POWERS, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Inteligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. + Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. + Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. * Oracle is a registered trademark of Oracle Corporation + UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. + Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. + HTML, XML, XHTML and WSC are trademarks or registered trademarks of W308, World Wide Web Consortium, Massachusetts Institute of Technology. + Java is a registered trademark of Sun Microsystems, Inc. + LabNetscape. + SAP, SAP Fiori, SAP SAPUIS, FV/3, SAP Fiori, SAP NW Gateway, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE in Germany and other countries. + Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. + Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of ‘Sybase, Inc. Sybase is an SAP company. ‘All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. ‘These materials are subject to change without notice. These materials are provided by SAP SE and its affliated companies ("SAP Group’) for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, it any. Nothing herein should be construed as constituting an additional warranty. ©Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR!) SAP SuccessFactors Employee Central Administration (HR811) ABOUT THIS HANDBOOK. ee 7 ‘COURSE INTRODUCTION Overview. Target Audience. Course Objectives SAP SuccessFactors Commu ‘Additional Resources. UNIT 1 - INTRODUCTION. Unit Objectives. Lesson 1-1 - Employee Central Overview. Lesson Overview What is Employee Central?... Lesson Summary. Lesson 1-2- Navigate the User interfa Lesson OverViOW wn: i Navigate the User interface... Losson Summary. Unit Wrap-Up UNIT 2- MANAGE USER PERMISSIONS. Unit Objectives. Lesson 2-1 - Role-based Permissions Main Concepts. Lesson Overview Role-basod Permissions Main Concepts Permission Roles.. Permission Groups Role Types. ‘Target Groups. Exercise - Create Permission Group Exercise - Create Permission Role... Lesson Summary. Lesson 2-2 - Administrative Permission: Lesson Overview ‘Administrator Types... Lesson Summary. Unit Wrap-Up UNIT 3- SET UP EMPLOYEE: Unit Objectives. Lesson 3-1 - Setting Up a New Employes Lesson Overview ‘Access the Add New Employee Page... ‘Adding New Employees. Country-Specific Fields. Exercise - Adding a New Employee Lesson Summary... Lesson 3-2- Import a New Empoye Lesson Overview z y 4 ©Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR811) Importing Users into the System Exporting Basic Employee Data aioe ae ONESTAT rane Exercise Adding Now Employes vi impor. i oo ae Lesson Summary. -_ Lesson 3-3 - Importing Data Lesson Overview se Effective and Non-Etfective Dating... ‘Typos of Imports Losson Summary. Lesson 3-4~ View an New Employee. Lesson Overview Employee Records ... Quick Card. Accessing the Employee Files via the V12 Profile i a aac 98 People Profile Layout 40 Lesson Summary... : 43 Unit Wrap-Up. UNIT 4 - EMPLOYEE RECORD MANAGEMENT. Unit Objectives. Lesson 4 «Transactions in Employee Cena Lesson Overview 44 Introduction to Transactions .. 44 Events and Event Reasons . Mosnnnnnannnnninnnnnnnnnnnanenneninnnnnnn 4 Event Reason Derivation, 48 Solf Service... a on AB Exercise - Transfer Empioyee to New Business Unit sing Manager Seif Service. 50 HR Edit Main Concepts... f 50 Exercise - Standard Hours Change throu HR Edit 50 Lesson Summary. Mass Change Main Concepts Exercise - Setup a Mass Change... Lesson Summary. Lesson 4-3 - Terminate Employee and Redistribute Remaining Direct Reports. Lesson Overview ‘Terminate Employee and Redistribute Direct Reports Main Concepts... Exerise - Terminate Employee and Redtibute Remaning Drect Reports Lesson Summary. Lesson 4-4 - Approve/Send Back Requests Lesson Overview ApproveiSend Back Requests Main Concepts .. Exercise - Approve a Pending Change Request. Lesson Summary. Lesson 45 - Manage Business Gontigurtion. Lesson Overview Manage Business Configuration Too. BCU! Limitations. i Getting Started with BCU Using the BCUI.. Losson Summary. Unit Wrap-Up UNIT 5 - STORING CORPORATE DATA.. gz y y ©Copyright. Al rights reserved.‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR811) 5 Unit Objectives. Lesson 5-1 - Storing Corporate Data.. Lesson Overview... 7 Employee Gentral Structure and Foundation Objects... Foundation Object Effective Dating... a E fective Dating of FO - Administrator Tasks . FO and Employee Files FO Usage ... ‘Standard, Custom, and Country: Specific Fields (coh. ‘Associations with Foundation Objects (FO)... Propagation wth Foundation Object (FO) Organization Data..nn Legal Entity Division Department: Location Location Group Geo Zone. Job Data Job Classification ‘Job Function Pay Data... Pay Group.. Pay Range... Pay Component. Pay Component Pay Calendar. Frequency Company Structure Overview... ‘Company Structure Overview Navigation... Lesson Summary. Lesson 5-2 - Customizing and Populating ’a Foundation Object (Fo) Lesson Overview... FO Administration FO in the Instance FO inthe Instance (Metadata Framework (MDF)) FO Import Process. Foundation Object Permissions. Exercise - Add a New Location Exercise - Add a new Business Uni... Lesson Summary... . Unit Wrap-Up. UNIT 6 - MANAGE WORKFLOWS. Unit Objectives. Lesson 6-1 - Customizing Workflows. Lesson Overview 7 Workflow Main Concepts Worktiow Management. Woxkfiow Participants Configuration. Workflow Participants Configuration Contd... Dynamic Roles and Groups... Exercise - Edit a Workllow.... Losson Summary. Lesson 6-2 - Workflow Administration gz y y ©Copyright. Al rights reserved.‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR811) 6 Lesson Overview wns Workflow Adminisiration Notification Administering Stalled Workflows, ‘Auto Delegation ‘Automatic Escalation of a Workflow. ‘Tragerng Worktows for Data import. Lesson Summary nn Unit Wrap-Up UNIT 7 - POSITION MANAGEMENT. Unit Objectives. Lesson 7-1 - Position Management introduction Lesson Overview Position Management introduction Position Organization Chart. Lesson Summary. Lesson 7-2 - Managing Positions.. Lesson Overview Position Object. Managing and Creating new Positions. Assigning a Position Sypehronizaton Between Poston and Employee ‘Additional Information... Exercise - Creating a new Position... Lesson Summary. Unit Wrap-Up APPENDIX - EC REPORTING. Unit Objectives. Lesson ft - Standard repo Lesson Overview ‘Standard Roports. How to access standard reports? Examples of Standard Reports... Lesson Suman Leeson A-2- Ad-boe reports. Lesson Overview - ‘Ad Hoc Reports ‘Ad Hoc Reporting Domains Exercise - Create an Ad Hoc Report Lesson Summary. Unit Wrap-Up. ©Copyright. Al rights reserved.‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HRB11) About this Handbook This handbook intended to complement the instructor-led presentation of this course, and serve as a soutce of reference. American English is the standard used in this handbook. The following typographic conventions are also used: Use Example/Visualization Demonstration by Instructor Abhint or advanced detail is shown or clarified by the instructor — please indicate reaching any of these points to the instructor Waring or Caution ‘A word of caution — generally used to point out limitations or actions with potential negative impact that need to be considered consciously 4a Hint Anhint, tip or additional detail that helps increase performance of the solution or help improve understanding of the ‘solution Qo Additional information An indicator for pointing to additional information or technique beyond the scope of the exercise but of potential interest to the participant » Discussion/Group Exercise Used to indicate that collaboration is required to conclude a given exercise. Collaboration can be a discussion or a virtual collaboration. User Interface Text Find the Flavor Gallery button Solution or SAP Specific term Eg. Flavors are transaction specific screen personalization created and rendered using SAP Screen Personas. ©Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR11) a Course Introduction Overview Through discussion, demonstration, and hands-on exercises, this course uses the concepts and terminology associated with the SAP SuccessFactors Employee Central module and to help you develop a working knowledge for use in implementing your ‘employee data management strategy. You will gain basic skils in how to use SAP SuccessFactors Employee Central as a System Administrator and learn how to use basic tools for managing employee data in your organization. this guide, a user may be a succession planner, HR administrator, manager, or oO Please note that “user’ in this document refers to the end-user. In the context of employee, depending on your company’s use of the module. Target Audience This is a training course (virtual or in-person) intended for SAP SuccessFactors System Administrators (also referred to as admins) responsible for: * Modifying employee data fields * Creating/Modifying/Deleting employee data. * Providing permissions to users for data modification and data modificat approvals. ‘Some screenshots and certain features covered in this guide may not be enabled a in your company's environment. Please note that major configuration changes will need to go through Professional Services, as System Administrators do not have access to enable certain features. Course Objectives Upon completion of this course, you will be able to: Describe the purpose and goals of Employee Central Identity the different Tiles used in the Home page for Employee Central Set Up Role-based permissions Set Up administrator permissions, global administrators and local administrators Add a new employee into the system via the User Interface Add new employees into the system via Import View an employee's record. Define transactions, events, event reasons, and self-service Employee Central Transfer an employee to a new business unit Modify an employee's record using HR Edit gz vy © Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR11) 2 Set up and run a Mass change Terminate an employee and redistribute any remaining direct reports Approve or Send Back change requests ‘Add a new location to a company’s organization Add a new department to a business unit Add a new pay component Update an employee's file to use these new foundation objects Define a workflow Configure an existing workflow SAP SuccessFactors Community Customer Community is your one-stop shop for support, quick answers, product training and quarterly release updates. You may also post ideas for enhancements on product- specific Q&A boards, and "Kudo" other ideas that you like. Enhancement ideas with the most kudos often become part of the product roadmap for future releases. https://community successtactors.com: Additional Resources For more information about SAP SuccessFactors, refer to these resources: Main Website hitpy/www.SuocessFactors.com https://community. successfactors.comits/SA SAP SuccessFactors Process Library P-SuccessFactors-Processict- piProcessLibrar) Training and Certification Shop https:/training. sap. com/shop/learninghub eae HCM Suite Help hitoy/help.sap.com/cloudahr © Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR11) 10 Unit 1 - Introduction Unit Objectives This unit contains two lessons: * Lesson 1-1: Employee Central Overview * Lesson 1-2: Navigate the User Interface Upon completing this unit, you will be able to: + Describe the purpose and goals of Employee Central + Identify the different Tiles used in the Home page for Employee Central Lesson 1-1 - Employee Central Overview Lesson Overview The goal for this lesson is to provide an overview of Employee Central's function in the organization. Lesson Objective * Describe the main functions of Employee Central What is Employee Central? Employee Central helps organizations manage their most important resource, their ‘employees. Employee Central also helps organizations engage and empower their entire workforce including Human Resources, managers, and employees. Employee Central was. created with the end user in mind, allowing organizations to provide managers and ‘employees a full view of the overall company and a view into how peers fit into the overall structure of the company. Human Resources can now see the complete organizational picture, allowing them to make informed decisions by offering a complete end-to-end lifecycle for all employees. Employee Central allows organizations to: Manage employees with a global system of record Capture all employee data in one place Combine talent data for a comprehensive employee profile Review talent data against data from other enterprise systems to make decisions Your Professional Services Consultant helps you create a customized version of the system to meet your organization's needs. Once the initial setup is complete, you are responsible for maintaining the system. This administrator guide provides information on gz y y © Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HRB11) " how to complete everyday system tasks, including adding and managing employees, storing and modifying corporate data, defining permissions and roles, and using the built-in reporting tool. Lesson Summary You should now be able to: * Describe the main functions of Employee Central Lesson 1-2 - Navigate the User Interface Lesson Overview The goal for this lesson is to describe the main tools used in Employee Central Lesson Objective + Navigate through the Employee Central user interface Navigate the User Interface The Home Page posts user information at a glance. It is highly convenient to system administrators since it provides notifications for tasks that need to be worked on and completed. It also provides the user with links to admin functionalities and other areas of the instance. ©Copyright. Al rights reserved,‘SAP SUCCESSFACTORS EMPLOYEE CENTRAL ADMINISTRATION (HR!) 2 Tiles are used to organize information regarding your SAP SuccessFactors processes. Main Navigation: Use this drop-down menu to navigate to commonly used pages in SAP SuccessFactors like Administration Center. + To-Do: A list that centralizes all tasks to be completed by the user. «My Info: Links to the user's profile. Each user is responsible for entering basic information, biographical and contact information they want to share with the rest of the company. + Admin Alerts: Displays a list of tasks that may require attention. There are three sections: «Stalled Workflow Requests: This section lists workflows that are with an approver beyond a certain number of days. You can configure this information to display and set the number of days. + People Issues: This section lists pending hires from SAP SuccessFactors Recruiting. By selecting this section, you can begin to add these hires in as employees into Employee Central. This is available only if you have Recruiting integrated with Employee Central «HR Data Issues: This section lists data errors in employees’ files or workflows. due to updates in your corporate data. These errors may appear if you modify or remove corporate data. By selecting this section, you can review the errors and update the information for the employee. + My Admin Favorites: This tile is configured by each individual administration user. and can be set to contain links to administrator tasks completed on a daily basis. * Welcome: Provides information to users and is customizable by the administrator * Quick Links: These are customizable links to commonly used pages or activities. + Tile Browser: Allows the user to add and remove tiles to customize the user experience. The Tile Brower is very easy to use, simply click add/remove tiles and select an item on the left menu. All items with checkmarks on the left menu are added to the home page. You can reset the Tile Browser to the defaults by clicking on Reset to Default in the upper right comer of the screen. ©Copyright. Al rights reserved,