PUBLIC

Document Version: 1H 2022 – 2022-09-13

Using Batch Rules Processing with the Off Cycle

Event Batch in SAP SuccessFactors
© 2022 SAP SE or an SAP affiliate company. All rights reserved.

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Content

1 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

2 Off Cycle Event Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

3 Implementation of Off Cycle Event Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3.1 Creating a Business Rule for an Off Cycle Event Batch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3.2 Creating an Off Cycle Event Batch Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.3 Setting Up an Off Cycle Event Batch Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

4 Additional Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.1 Optimize Offcycle Event Batch Object Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.2 Monitoring Jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

5 Use Cases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using Batch Rules Processing with the Off Cycle Event Batch in SAP SuccessFactors
2 PUBLIC Content
1 Change History

Learn about changes to the documentation for Batch Rules Processing with Off Cycle Event Batch in recent
releases.

1H 2021

Type of Change Description More Info

New / Added / Changed

New / Added / Changed

2H 2020

What's New Description More Information

Updated the topic about creating a busi­ Added a note about rules with 'CREATE' Creating a Business Rule for an Off Cycle
Event Batch [page 6]
ness rule for an Off Cycle Event Batch. conditions not supported by Off Cycle
Event Batch.

Using Batch Rules Processing with the Off Cycle Event Batch in SAP SuccessFactors
Change History PUBLIC 3
2 Off Cycle Event Batch

Off Cycle Event Batch is a native Employee Central feature that offers key automation capabilities to help you
manage your employee data better.

An Off Cycle Event Batch is a Metadata Framework (MDF) object that you can use to create an automated process
for modifying the following employee data:

• Job Information
• Employment Details
• Employee Time
• Work Order Information (for Contingent Workers)

With the help of an Off Cycle Event Batch, you can configure your system to execute a customized set of
instructions in the background for transactions that are recurring. As a result, the periodic requirement for
manually updating the employee records is practically eliminated.

What are these "recurring transactions" an Off Cycle Event Batch can handle?

Recurring transactions are events that periodically occur in your company, and therefore can vary accordingly.
Some of them include, but not limited to:

• Processing probation periods of employees

• Processing changes in pay scale level of employees eligible to the next pay scale level on a specified effective
date
• Processing seniority-based compensation updates to employee master data
• Generating Intelligent Services

How does an Off Cycle Event Batch work?

A fully configured Off Cycle Event Batch typically performs the following set of tasks:

1. Generate a list of employee records.

 Note

This task is executed only if you've configured your Off Cycle Event Batch to generate a list of employee
records to update. Otherwise, all the employee records in the system are considered.

2. Apply filter criteria as defined in your Off Cycle Event Batch object.
3. Execute the attached business rule to update the corresponding user records.
4. Import the data into the system.

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3 Implementation of Off Cycle Event Batch

Understand the basic implementation sequence of an Off Cycle Event Batch.

To get an Off Cycle Event Batch up and running is a three step process.

1. Creating a Business Rule: In this step, you define the logic and the acceptance criteria following which the
system will prepare data to process.
2. Creating an Off Cycle Event Batch object instance: In this step, you select the base object (which is the
applicable employee data type), select the business rule you created in the previous step, apply additional filter
criteria as required, so on and so forth.
3. Setup a job schedule: In this step, you configure the background job which will process your Off Cycle Event
Batch object. This step is performed through Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Creating a Business Rule for an Off Cycle Event Batch [page 6]

Identify the employee records to be processed by the Off Cycle Event Batch by creating a business rule.

Creating an Off Cycle Event Batch Object [page 7]

Before you schedule a job to be executed on a periodic basis, you must have an instance of Off Cycle Event
Batch configured in place.

Setting Up an Off Cycle Event Batch Job [page 11]

After creating a business rule and an off cycle event batch object, setting up a scheduled job is the final step
in the process.

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3.1 Creating a Business Rule for an Off Cycle Event Batch

Identify the employee records to be processed by the Off Cycle Event Batch by creating a business rule.

Context

With business rules, you can implement comprehensive sets of instructions to identify and process the exact
employee records.

Procedure

1. Go to Admin Center Configure Business Rules .

2. Create a business rule by selecting  (Create New Rule)
3. Select Basic rule scenario under Basic rule category.
4. Enter the Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name field. However, it can be changed.
5. Select a Base Object.

A Base Object corresponds to the data objects available in the system, and provides you with inputs for
defining the rule. You must select the same Base Object while creating an Off Cycle Event Batch event
definition.
6. Click Continue.
7. Set up the business rule as per your requirement.

 Note

The SET action is supported only for the HRIS employee entities (and not MDF entities) and the rule will
modify only a single type of employee entity. Note that updating multiple types of entities in a single rule is
not supported. The effective date of the modified record will be set to the date on which the Off Cycle Event
Batch processed this record. Providing effective date as user input is not supported.

 Caution

Ensure that you don't add 'CREATE' conditions of your rule, as Offcycle Event Batch doesn't support rules
with 'CREATE' conditions.

8. Save the configuration.

Results

You’ve successfully created a business rule to work with your Off Cycle Event Batch.

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Next Steps

Create an instance of the Off Cycle Event Batch object.

Task overview: Implementation of Off Cycle Event Batch [page 5]

Related Information

Creating an Off Cycle Event Batch Object [page 7]

Setting Up an Off Cycle Event Batch Job [page 11]

3.2 Creating an Off Cycle Event Batch Object

Before you schedule a job to be executed on a periodic basis, you must have an instance of Off Cycle Event Batch
configured in place.

Prerequisites

A business rule applicable to the process is created. For more information about creating a business rule, refer to
the Related Information section.

Context

The primary requirement to schedule a rule processing job in Provisioning is to have an Off Cycle Event Batch
object. This helps the system to identify the batch and execute it according to schedule. It will pick all the records
that match the filter criteria defined in the Off Cycle object.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Go to Admin Center Manage Data .

Using Batch Rules Processing with the Off Cycle Event Batch in SAP SuccessFactors
Implementation of Off Cycle Event Batch PUBLIC 7
2. Select Off Cycle Event Batch from the Create New dropdown.
3. Fill out the form with details as appropriate.

Field Action

Code Ener a label to identify your off cycle event batch.

Associated Rule Select the business rule from the dropdown.

Base Object Select the target MDF object from the dropdown.

 Note
To execute batch rules, select one of the following:
• Job Information
• Employment Details

The following base objects are not supported by Com­

pensation, but can be used to trigger further events:

• Job Information
• Employment Details
• Employee Time
• Work Order

Off Cycle Event Batch User Group (Applicable for Job Select a user group from the dropdown to specify a target
Information and Employment Details base objects.) population.

 Remember
Select a user group only if you want to run the off cycle
batch for a particular group of employees. To include all
employees, skip this field.

Include All Matched Records in Every Run (Applicable for Job Select Yes if you want to update user records with recurring
Information, Employment Details, and Work Order base ob­ event information. To update non recurring event informa­
jects.) tion, select No.

 Example
• Events like changes to an employee's pay scale are
recurring and happen periodically. Select Yes in
such cases.
• Events like employee eligibility for company assets
like a car are non recurring and happen only once.
Select No in such cases.

Include Inactive Records (Applicable for Job Information and Select Yes, if you want to process inactive user records.
Employment Details base objects.)

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 Field Action

Include Only Current Record (Applicable for Job Information Select Yes to consider only the current effective record of
base object.) employees. This prevents creation of unnecessary records.

Status Select Active from the dropdown.

Frequency Select a value from the dropdown to define the frequency of

the batch.
• No Selection
• Daily (default selection)
• Weekly
• Monthly

 Note
This schedule will take precedence over the schedule
defined in Provisioning.

Day of Execution (Appears when Frequency is selected as Select the preferred day of the week or month, as applicable,
Weekly or Monthly) for executing the job.

4. OPTIONAL: Set a filter criteria to further streamline the list of user records to process.

Field Description

Filter Field Select the field from the dropdown. Example: Start Date.

Operator Select an operator.

Offset Enter a number appropriate for the offset unit. This means,
how much time after the begin date should the batch run.

 Note
You can use all the dates from Job Information in the off­
set filter.

Offset Unit Depending on the selected base object, the offset may differ
or may not be supported at all.

If you create multiple filters, the system will filter records matching each filter criteria, and add them to the final
list of matching records.

 Example

Result when batch runs

Filter Field Operator Offset Offset Unit on 01/01/2019

hireDate is equal to 1 Year(s) The batch will pick up

all records which have

Using Batch Rules Processing with the Off Cycle Event Batch in SAP SuccessFactors
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 Result when batch runs
Filter Field Operator Offset Offset Unit on 01/01/2019

a hireDate equal to
01/01/2018.

hireDate is before 1 Year(s) The batch will pick up

all records which have
a hireDate before
01/01/2018.

hireDate is on or before 1 Year(s) The batch will pick up

all records which have
a hireDate on or
before 01/01/2018.

hireDate is after 1 Year(s) The batch will pick up

all records which have
a hireDate after
01/01/2018.

hireDate is on or after 1 Year(s) The batch will pick up

all records which have
a hireDate on or after
01/01/2018.

The Off Cycle Event Batch also filters records by Last successful run date, which is configured in job details
and is recommended for jobs meant for daily execution. The Off Cycle Event batch will only filter records whose
[last successful run date minus offset]< date field. The last successful run date could be the last successful job
run date or a specified date.

5. Save your changes.

Results

You have successfully created an Off Cycle Event Batch object.

To check the progress of the job, go to Admin Center Monitor Jobs page.

Next Steps

Set up a schedule job in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Task overview: Implementation of Off Cycle Event Batch [page 5]

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Related Information

Creating a Business Rule for an Off Cycle Event Batch [page 6]

Setting Up an Off Cycle Event Batch Job [page 11]
Optimize Offcycle Event Batch Object Configuration

3.3 Setting Up an Off Cycle Event Batch Job

After creating a business rule and an off cycle event batch object, setting up a scheduled job is the final step in the
process.

Prerequisites

You’ve created and configured an off cycle event batch object.

Context

By setting up a job schedule, you can configure your system to process the off cycle event batch object on a
periodic basis. BizXDailyRuleProcessingBatch is a primary handler for all the jobs scheduled in your application. It
picks up all active off cycle event batch records and executes them. However, you can’t preferentially select which
offcycle events batches be picked up by the job.

Setting up a job schedule requires Provisioning access.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Log in to Provisioning and select the required company.

2. Create a new job request of type BizXDailyRuleProcessingBatch and configure it to run on a daily basis.

For more information about how to create a job request for a given job type and configure it according to the
customer requirement, refer to the Related Information section.
3. Save your changes.

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Results

You’ve successfully created an off cycle event batch job.

Task overview: Implementation of Off Cycle Event Batch [page 5]

Related Information

Creating a Business Rule for an Off Cycle Event Batch [page 6]

Creating an Off Cycle Event Batch Object [page 7]
Scheduling Jobs

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4 Additional Configurations

Here are some important actions and settings that you can perform based on your requirement.

Optimize Offcycle Event Batch Object Configuration [page 13]

Improve the performance and reduce the job execution time by modifying your off cycle event batch object
settings.

Monitoring Jobs [page 14]

Check the execution details and other statistics of each job associated with your primary batch.

4.1 Optimize Offcycle Event Batch Object Configuration

Improve the performance and reduce the job execution time by modifying your off cycle event batch object
settings.

Your off cycle event batch taking a long time to complete may be most likely due to your existing configuration.
Here are a few checks and configuration settings that you can make to improve performance.

• User Record Filtering: Verify that your off cycle event batch is properly filtering user records. If user records
are not filtering appropriately, its possible that the batch is executing business rules against all the records in
the system.
• Dynamic User Group: If your requirement is to process a specific group of user records, you can create a
dynamic user group. A dynamic user group ensures that only the required user records are process and invalid
user records are are filtered out accordingly.
• Include only current record: If there are multiple time slices linked to a valid user record, the batch will iterate
through all the time slices. If there are a large number of similar user records, the process may take a longer
time to complete. To skip iterating through all the time slice records linked with a a given user record, enable
Include only current record option while setting up your off cycle event batch object, unless it is specifically
required that all the time slice records be processed. By making this setting, you can rest assured that only the
current effective dated record of the user will be filtered and reach the rule stage for further processing.
• Include all matched records in every run: Use this option very carefully. Enable this option while configuring
your off cycle event batch object only if you want to process all the records in every run. If not, the disable this
option so that only newly matched records are processed during each run.
• Add inactive records: Set this option to No, while configuring your off cycle event batch object unless you want
to process inactive user records for a specific use case.
• Business Rules: Business rules can be a major contributing factor when a job is reporting a longer execution
time. Please consider the volume of rules and the complexity of the rule configuration while configuring your off
cycle event batch.

 Tip

Setup your business rule so that If condition has the most possible matching criteria first followed by the
least possible matching criteria. This reduces the rule iteration time on each user record.

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• Scheduling BizXDailyRuleProcessing job: Find a suitable time slot to schedule your job when the server load
is less. For an optimum performance, avoid scheduling all the jobs in that instance at same time, unless it is
specifically required.

4.2 Monitoring Jobs

Check the execution details and other statistics of each job associated with your primary batch.

Context

After you have created and initialized your primary batch, you can monitor each job to track its status and
download the job execution report if required.

Procedure

1. Go to Admin Center Monitor Jobs .

The Monitor Jobs page appears, which list all the jobs (of type BizX Daily Rules Processing Batch) that you
have submitted. For each product in your SAP SuccessFactors HXM Suite, there will be a job available.

 Example

Off Cycle Event Batch will have a job called BizXDailyRuleBatch:Processor:OFFCYCLE_EVENT

This job will pick all active Off Cycle Event Batch records and execute them. You cannot select which off cycle
events batches should be picked up by the job as they are all collectively picked up and executed in the order of
creation. The system will trigger the rule for each Off Cycle Event Batch record, and log the last successful run
for each rule triggered.
2. Identify the job that you want to monitor.
3. Click Download Status corresponding to your job, if you want to download a copy of the job execution report.

A popup window appears prompting you to save the status file in a CSV format.
4. Save the file on your computer.

Related Information

Monitoring Scheduled Jobs

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5 Use Cases

Possible use cases for Off Cycle Event Batch processing.

Following examples illustrate how you can configure your Off Cycle Event batch to address some of the most
common business scenarios.

Absence

Configuring a rule to execute changes related to employee absences.

 Example

Configuring your Off Cycle Event batch.

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  Example

Anniversary

Configuring a rule to generate notification on the event of an employee's work anniversary.

 Example

Configuring your Off Cycle Event batch.

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  Example

Annual Fixed Salary Increase

Configuring a rule to execute changes related to compensation information of employees.

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  Example

Configuring your Off Cycle Event batch.

 Example

Manager Change

Configuring a rule to execute changes related to Job Information of employees. In this case, we are considering a
change of an employee's manager.

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  Example

Configuring your Off Cycle Event batch.

 Example

New Hire

Configuring a rule to execute changes in the Job Information for new hires.

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Use Cases PUBLIC 19
  Example

Configuring your Off Cycle Event batch.

 Example

Wage Progression

Configuring a rule to execute changes related to the automatic transition of employees to the next higher pay level.

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  Example

Configuring your Off Cycle Event batch.

 Example

Managing Employee Termination Details

 Restriction

As of Q3 2019, updating termination details of employees using Offcycle Event batch is not supported.

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As a work around, you can update termination details of employees by:

1. Creating an business rule. The business rule has to be created on the Job Information element, and in the If
condition you can check for termination event reason and set the fields accordingly. For more information
about creating business rules, refer to the Implementing Business Rules in SAP SuccessFactors guide on the
SAP Help Portal.
2. Associating the rule with the Job Information HRIS element (jobInfo) with an onSave event. For more
information about configuring HRIS elements, refer to the Setting Up and Using Business Configuration UI
(BCUI) guide on the SAP Help Portal.

As a result, when the Off Cycle batch is in progress and job information entity is invoked, the business rule will be
executed.

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