3/24/2022

Implementing and Managing the

Employment Lifecycle (from Hiring to
Termination) in Employee Central
Generated on: 2022-03-24 09:33:37 GMT+0000

SAP SuccessFactors Employee Central | 2H 2021

PUBLIC

Original content: https://help.sap.com/viewer/4b0f4a72b0ea46fb9b9917bdd7c8f29b/2111/en-US

Warning

This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product
documentation. The information included in custom documentation may not re ect the arrangement of topics in the SAP Help
Portal, and may be missing important aspects and/or correlations to other topics. For this reason, it is not for productive use.

For more information, please visit the https://help.sap.com/viewer/disclaimer.

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Creating the Employment Settings Con guration Object

Create the object to optionally generate the assignment using a rule or to enforce new employment on change of legal entity.

Prerequisites
You created the rules needed for each setting you choose to activate.

Context

 Note
Since the system creates assignment IDs based on the rule, this means that the assignment IDs might be different from the
user IDs.

Procedure
1. Go to Admin Center Manage Data .

2. Create the Employment Settings Con guration Object.

3. Enter the required data:

Field Setting

External Code EMPLOYMENTSETTINGSCONFIG

Status Active

Activate "Generate Assignment ID External" by Using a No

Business Rule
Choose No for the system to create the assignment ID based
on the user sys ID.

Yes

Choose Yes for the system to create the assignment ID within a

set number range. This is needed for integration with SAP
S/4HANA on-premise, SAP ERP, and Employee Central Payroll
so that the assignment ID re ects the personnel number
(PERNR) from the SAP S/4HANA on-premise, SAP ERP
system., and Employee Central Payroll.

Enforce New Employment On change of Legal Entity

Based on Business Rules

4. Add the rule.

5. Save your settings.

Related Information
Assignment ID
Optional: Prohibiting Change of Legal Entity in Any Employment
Enforcing New Employment Using Business Rules

Generating User IDs

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Set up your system to automatically assign user IDs to employees once they are created in the system.

Procedure
1. Go to the Admin Center Company Settings .

2. Select Company System Setting.

3. Select Next Person Id Assigned.

Let's say a company with 10.000 employees acquires another company. When merging the employees into one company,
5.000 new employees are added with a CSV le 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 eld.

 Note
We recommend selecting a number that does not start with a leading zero. For example, for a company with 10.000
employees, you could start with the following number“100000”, which would give a capacity of 1 million employees.

 Note
If Position Management is active in your system, remember to update the Employee Number in this section as well as
the Position Sequence Number during data migration.

4. Optionally, you can also select Enable Database Sequence to generate next Employee Id to change the process of how
employee IDs are generated.

Instead of creating the IDs based on the SYS_CONFIG table, they are generated based on a database sequence. We
recommend using this option if you receive application errors caused by duplicate employee IDs, which can happen in the
following cases:

Hires are processed by concurrent API calls

Inactive number ranges

During peak times when a high volume of hires are processed by multiple users at the same time In certain cases,
gaps in the row of assigned IDs cannot be avoided, such as aborted hire processes. For example, if 2 hires are
canceled, employees 1020 – 1040 exist, 1041 – 1042 are skipped, and employee IDs continue with 1043.

5. Save your changes.

 Note
There is no guarantee that there will be no skipping of sequence values.

Results
The Maximum Number already used as Employee ID for existing employees eld contains the last number already used for
employees in the system. To start the next employee ID from this number, please enter this number in Next Person ID Assigned.

In certain cases, gaps in the row of assigned IDs cannot be avoided, such as aborted hires. After enabling the sequence, you may
get the error with the text “Unable to generate unique Employee ID. Sequence needs to be updated. Please contact your
Admin.”. This error occurs because the next number provided by database sequence is already used for other employees. The
system has a set number of attempts to nd a valid number, but if it can't nd one, then you will get the error. To resolve this
issue, you can update the sequence to Maximum Number already used as Employee ID for existing employees value. To do this,
enter the Maximum Number already used as Employee ID for existing employees in the eld Next Person ID Assigned and save
the changes.

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When you enable the database sequence, employee ID generation starts with the value in eld Next Person ID Assigned. To
start the sequence with different number, update the number in the eld Next Person ID Assigned and save the changes.

If you decide to disable Database Sequence, the next employee ID generation logic will switch to the older approach. While
switching, by default the old approach will start with the number in eld Next Person ID Assigned. To start from a different
sequence, update this number.

Using Business Rules to Generate User IDs

It is also possible to generate user IDs for hires or rehires using business rules.

User IDs for Global Assignment and Concurrent Employment

When a global assignment is created in the system, a new user ID is automatically generated for the user. This is based on
settings in the Global Assignment Con guration object. You can never in uence this user ID with business rules.

Related Information
Generating User IDs with Business Rules
Different IDs in SAP SuccessFactors HXM Suite

Con gurable New Hire

You can exibly con gure the hiring process to cater to different needs for your workforce. You can create effective-dated
templates for speci c hiring scenarios, for example, for seasonal workers, interns, or full-time employees.

To simplify the hiring process, you can create templates with only the blocks needed for the type of employment you are hiring
for. The template allows you to add standard and custom MDF objects to the con guration. Custom MDF objects allow you to
customize the template by adding elds, for example, to record uniform or shoe sizes.

The template is a collection of pages, where each page is a collection of HRIS elements and/or user-de ned con guration UIs.
The con guration UIs are not pre-delivered - you need to de ne them yourself.

You can de ne the order of the objects and even remove some entities that aren't required for the template. The template can
hold only a maximum of 30 standard and custom MDF objects and Employee Central HRIS elements - in total - contained
between 2 and 10 pages. One-page templates are not allowed by the system.

Once a template is created, you can have set the status to active or inactive, as needed. You can also delete templates if they
are no longer necessary. However, a template cannot be deleted if the hiring process, saved drafts, or work ow associated to it
is not complete.

The template is supported in the following processes:

Add New Employee

Add New Employee for Fixed Term

Rehire Inactive Employee (all scenarios)

Manage Pending Hires

When a draft is started from Add New Employee and saved, the employee will appear under Drafts in Manage Pending
Hires for Employee Central new hires. For any Add New Employee drafts saved, the hire template selected earlier will be
shown and saved.

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 Restriction
Con gurable New Hire does not support Add Contingent Worker at this time.

The process to create a hire template is as follows:

1. Check the Hire Template MDF object.

This effective-dated object is predelivered by SAP SuccessFactors. You can edit it to change labels. This object is not
visible for the API.

Ensure the Security eld is set to Yes.

We do not recommend that you add custom elds to this object. Custom elds should only be added in custom MDF
objects.

2. Assign permissions to admins to create and use the templates.

3. Create the hire templates for the speci c hiring scenarios for your company.

4. Optionally, assign permissions to speci c templates to groups of admins and hiring managers. Permission can be granted
either for all templates or individually selected.

Once a template is created, the list in the Admin Center Manage Permission Roles Manage Hires Manage Hire
Con guration Templates section for the permission role is automatically updated by the system to include the name of
the template.

5. Use the template during the hiring process.

6. Optionally, delete a template or set it to inactive once it is no longer necessary. This is only possible if the template is not
used in a saved draft or in a pending work ow.

Con guring a Hire Template

Con gure the hire template to have a exible con guration that meets your speci c hiring needs.

Prerequisites
You have all permissions for the Hire Template MDF object found in Manage Permission Roles Administrator
Permissions Manage Business Con guration Hire Template .

You have standard MDF permissions as well as edit permissions for all custom MDF objects used in the template.

If you’ve con gured the MDF object in the template and the user who accesses the template doesn’t have permission to
that MDF object, they won’t see that MDF object when using the template.

You've created the custom Hire Template MDF objects.

The template allows you to add standard and custom MDF objects to the con guration. You can de ne the order of the
objects and even remove some entities that aren't required for the template. The template can hold only a maximum of
30 MDF objects and Employee Central HRIS elements - in total - in between 2 through 10 pages. You can only select HRIS
elements that are con gured in the data model.

 Note
If you use the Payment Information object, you must also have con gured the Personal Information Screen Lookup
object.

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You have the Admin Center Manage Permission Roles Manage Hires Manage Hire Con guration Templates
permission either for all templates or a selection of them.

Once templates are created in the Admin Center Manage Data Create New Hire Template page, they’re automatically
added to a list, where access to those templates must be granted. If access is granted for all templates, the permission
applies to all existing templates as well as for any templates created in the future.

If the Manage Hire Con guration Templates permission is granted, then by default, you have permission for the
Permission for Standard Hire Template, which is the existing hire con guration in the instance.

This is a view permission, only for the existing hiring con guration in the instance. There is no physical template and
hence this standard template is not editable.

 Tip
We recommend that super admins have permission for all templates, whereas HR admins and hiring managers only
have access/permission to speci c templates.

 Note
Target population permission granting is not supported for templates.

Context
The template allows you to add standard and custom MDF objects to the con guration. The template only supports user-based
MDF objects that have Con guration UIs assigned to them. A user-based MDF object means that the external code of the MDF
object is set to Data Type = User. Examples of user-based MDF objects include Payment Information, Deductions, as well as
custom MDF objects.

The template must include Name Information, Personal Information, Biographical Information, Job Information, and
Employment Information. Add MDF objects as needed in new sections.

Identity always remains the rst section, but MDF object sections can be arranged to follow. Personal Information and Global
Information are shown together. Similarly, in Employment Information, Compensation Information, Recurring Pay Component,
and Non-Recurring Pay Component Information are shown together.

You can add, remove, and reorder the new hire standard blocks, such as to exclude Dependents or Global Information.

You can add, remove, and reorder standard MDF objects, such as Payment Information.

You can add, remove, and reorder custom MDF objects.

Procedure
1. Go to Admin Center Con gure Object De nitions .

2. Select Object De nitions Hire Template to check the MDF object.

You can edit it to change labels.

We do not recommend that you add custom elds to this object. Custom elds should only be added in custom MDF
objects.

Ensure the Security eld is set to Yes.

3. Go to Admin Center Manage Data .

4. Select Create New Hire Template .

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5. Add the required information:

Template ID: Add an ID for the template

You can’t use the term "Standard" since that is taken by the system.

Effective Start Date: Select the date on which the template is to be effective.

Effective Status: Select Active or Inactive

Name: Add a name for the template

Generally, this name can be the same name as the template ID.

EC Hire Type: Select the required type. Currently only Employee is supported.

6. Add the rst step for the template for the Add New Employee wizard.

a. The rst step is to create the Identity Information.

b. Select Details for the identity step to add the HRIS blocks.

c. Add the blocks to be included, for example, Name Information, Biographical Information, Person Information, and
Employment ID.

If national ID is con gured, it must also be included on the rst step.

Job Information is mandatory for a template but isn’t allowed on the rst step.

d. Set the block type: Select HRIS Element or Con guration UI.

e. Select either the corresponding Employee Central HRIS block or the MDF block. For example, Name Information
corresponds to the Employee Central block but not an MDF block.

f. Add other blocks as needed.

 Note
Each HRIS element can only be used once in each template. For example, you can't add Pay Component Non-
Recurring twice.

g. Select Done to save your changes.

7. Add the second step, for example, for Employment Information and Job Information.

 Note
Remember that each step can contain a maximum of 10 blocks. The total number of blocks for the entire template is
30.

8. Add other steps as needed for required data, up to 10 steps.

9. Optionally, for data privacy, you can choose to hide MDF object information in the work ows. For the steps containing the
MDF objects, select the step Details. In the popup, for the Show in Work ow eld, select No.

10. Save your changes or save a draft of the template to return to later.

Since each template has a name and an ID, it makes it easier to nd later in the list.

 Note
For saved drafts of templates where you receive an error message that it’s invalid, you can correct the template
con guration to make the template valid again. This happens when an object de nition or con g UI is removed from
the con guration pages used.

Results

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Once the template is created, it appears in the Manage Data list of Hire Templates. By default, the templates are displayed
alphabetically by template name. You can edit and delete templates from this list. A template can’t be deleted if the hiring
process or work ow associated to it isn't complete. It’s also possible to set a template to inactive, although it stills appear in the
list of templates shown in Admin Center Manage Permission Roles Manage Hires Manage Hire Con guration Templates .

Next Steps
Once the template is created, the list of templates in the Manage Hires is updated so that you can assign permissions for that
speci c template to a person or group to use it. If cases where that list isn’t automatically updated, ask the system admin to
check the RBP Refresh background job for the RBP list.

Hiding the User Name in the New Hire Wizard

Disable the user name eld for all hire/rehire UIs.

Procedure
1. Go to Admin Center Manage Business Con guration .

2. Select Employee Central userAccountInfo .

3. For the <user-name> HRIS eld, set Enabled to No.

This applies to all hire/rehire UIs.

4. Save your changes.

Results
The user name is hidden in all hire/rehire UIs.

Hiding Fields in the New Hire Wizard Using Business Rules

Hide (or make read-only) non-mandatory elds so that administrators do not have to ll them in during the hire process.

Context
This allows you to streamline the new hire process and remove unnecessary elds. To hide elds in the New Hire wizard, you will
need to create 1 or more business rules to change their visibility.

There are 2 options you can set the elds to (when they have been con gured as "both"):

View: the eld becomes read-only

None: the eld becomes hidden

Con gure 1 rule for each HRIS element. You cannot use 1 rule for all blocks! Ensure that the rule is only hiding elds in that same
block.

You cannot hide an entire block and you cannot create a rule that hides ALL the elds in an element.

Only use onInit (or onChange/onView) triggers for this type of rule. Do NOT use the onSave trigger.

You cannot use business rules to set the visibility of a eld that is con gured in the data model as visibility="none". The eld
must be initially available to the UI for the rule to manipulate it.

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Procedure
1. Go to Admin Center Con gure Business Rules .

2. Create a new rule. Select Employee Information Model as the base object.

3. Set the If condition to Always True.

4. Set the Then condition. Select the block name > eld name > visibility, and in the text box, enter none.

Example rule to hide Compensation Information elds in the New Hire Wizard.

5. Save your changes.

6. Go to Admin Center Manage Business Con guration .

7. Select Employee Central (same HRIS element selected in the Then condition) .

8. In the Trigger Rules section, add the rule as an onInit rule.

9. Save your changes.

Results
The elds are hidden in all hire/rehire UIs.

Adding Employment Differentiators to Indicate Multiple

Employments
Con gure up to 3 elds from Job Information and custom elds to show more information about a person's employment when
displayed in the quickcard, employment switcher, People Pro le, as well as the People Pro le for Multiple Assignments.

Context
For people with multiple employments in the company, it is helpful to show the differences in job titles or areas to differentiate
the employments from another. Admins can set up the MDF object with the elds required and then con gure the People Pro le
header to ensure that the elds are displayed consistently across the system. For example, you could create an object to display
the job title and department for each user. The icons for home and host employment as well as main employment are not
affected by the new elds.

All elds in Job Information can be selected for display, including custom elds. However, this does not work with transient elds,
deprecated, and ECv1 elds. For a list of Job Information elds, refer to the Job Information table in the Data Object Tables in
Employee Central guide on the SAP Help Portal.

Procedure
1. Navigate to the Admin Center Manage Data .

2. Create the Employment Differentiator object.

Ensure that the object is not secured. That means that it can be accessed by the admin user that has permission to
Administrative Permissions Metadata Framework Access to non-secured objects .

a. Enter the External Code and External Name.

b. For HRIS Element Reference, select Job Information.

c. Select the Employment Differentiator Fields. Once one is selected, the system will add another search eld
automatically. A maximum of 3 elds is allowed.

d. Save your changes.

3. Once the Employment Differentiator object is created, navigate back to the Admin Center Con gure People Pro le .

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4. Under General Settings Choose Employment Differentiators , select the con guration.

To keep the default (job title only), select No Selection.

5. Save your settings.

Results
Once con gured and enabled in your system, the differentiators will be displayed for all users and employments regardless of
whether the user has multiple employments or not. If the value used for the differentiator is not available in the current job
information record, then the value will not be displayed in the People Pro le header.

Next Steps
Update permissions for end users to have the "View Current" permissions to the Job Information elds.

Example Business Rules for Termination

Here are a few examples for business rules to trigger on a termination event.

Custom Fields for Termination Rules

You can use both custom Termination Information elds as well as custom Employment Information elds in the Set condition in
onSave business rules. Most elds for Employment Information can be used however a few, such as <assignment-id-external>,
<isContingentWorker>, and <isECRecord> cannot be used.

Set Value Based on Termination Event Reason

You can set up a rule to set speci c elds based on an event reason.

Create a basic rule with Job Information Model as the object. The If condition must contain the event reason and the Then
condition has the eld values to be updated.

An example rule where the If condition contains the event reason and the Then condition contains the eld values to be
updated.

Once the rule is created, add the event-reason eld in job info in the Business Con guration UI. Note that the visibility of the
eld can be set to No. In the eld details, add the rule as an onChange trigger on the event-reason eld.

Hide Fields Based on Termination Event Reason

You can set up a rule to hide speci c elds based on an event reason.

Create a basic rule with Job Information Model as the object. The If condition must contain the event reason and the Then
condition has the eld to be hidden.

An example rule where the If condition contains the event reason and the Then condition contains the eld to be hidden.

Once the rule is created, add the event-reason eld in job info in the Business Con guration UI. Note that the visibility of the
eld can be set to No. In the eld details, add the rule as an onChange trigger on the event-reason eld.

End Deductions on Termination

You can use a cross-block business rule to end recurring deductions as of the termination date.

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This is an OnSave rule for employment information.

An example where the If condition contains the termination date and the Then condition ends the recurring deduction on the
same date as the termination date.

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