EC Workshop Generic KickOff

Employee Central Workshops
Consultant’s Name – Employee Central Professional Services Consultant

Agenda – Day 1
Day 1
9.30 – Introductions
9.45 – What Is EC & Demo & How Does it Fit with other modules
10.30 – Break
10.45 – How Do We Implement EC?
11.30 – Project Plan
12.30 – Lunch
13.30 – Foundation Tables – What Are They?
15.00 – Break
15.15 – Position Management – What Is It and your options.
16.00 – Foundation Tables – The Workbook
16.45 – Foundation Tables Workbook Assignment
17.00 – Wrap Up
17.15 - Close
© 2012 SAP AG. All rights reserved. Customer 2

Agenda – Day 2
Day 2
9.30 – Day 1 Recap
9.45 – Employee Data & Roles Based Permission – Introduction
10.30 – Break
10.45 – Employee Data - The Workbook
12.00 – Employee Data Workbook Assignment
12.15 – Lunch
13.15 – An Introduction to HR Transactions (Events & Workflow)
15.00 - Break
15.15 – HR Transactions – The Workbook
16.00 – HR Transactions – Workbook Assignment
16.15 – Wrap Up
17.00 - Close

Agenda – Day 3
Day 3
9.30 – Time Off Overview : Functionality & Processes
11:00 – Time Off Demo
12:00 – Lunch
13:00 – Time Off : The Workbook
16:00 – Wrap Up & Next Steps
16:30 - Close

Introductions
• Who are you?

• What is your role in the organisation / project?
• What do you know about Employee Central?
• What are you most interested to find out

Day 1 – Objectives
Objectives
• To give you an idea of high level system functionality
• To understand the constituent parts of Employee Central
• To understand how EC fits together with other SuccessFactors Modules
• To understand how Employee Central is typically implemented
• To give you a view of the current project timeline and tasks
• To introduce you to all the Foundation Objects
• To explain how, what, who and by when you need to define to reflect customer
requirements for Foundation Objects in the new Employee Central System using
the Foundation Object Configuration Workbook.

Business Drivers?
•Simplification
•Intuitive
•Automated
•Integrated
•Right First Time

•Direct Access (Self Service)
•Accuracy of Information

Success Criteria
CEO/Executives Managers Employees HR IT Project Team
•Who are you?

•What do you do?
•Why are you here?
•What do you know about Employee Central?

Employee Central – A Demo
DEMO

What Is EC – The Core
Workflow
Approver 1 Approver 2 Approver n CC Role Contributor Role
Data Changes
Employee Data
Event Event Reasons
Personal Information Job & Employment Information
Portlets Portlets
Non Effective Dated Effective Dated Non Effective Dated Effective Dated
Biographical Personal Data Non Recurring Pay Job Information

Phone Address Components Compensation
Email Dependants Termination Job
Standard
Social Accounts & Bank Account Standard Employment Standard Relationships Standard
& Custom & Custom & Custom
Emergency Contact Custom
Fields Fields
Fields Fields
National ID
Work Permit
Foundation Objects
Org Structure Job Structure Pay Structure Custom

What Is EC – The Optional Additions
Time Off Global Assignments / Concurrent Position Management

Employment
Submit Absence Request Hire
Employee
Job
Position
Optional Approval
Assignment Start
Optional Balance Tracking
Home Host Inheritance

Job Job
Optional ‘Accrual’ Concurrent

Calculations
Employee
Assignment End
Optional ‘Carry Over’ Position

Processing
Home Host
Job Job
Vacant

EC – How Does It Link With the Rest?
Less Secure EMPLOYEE CENTRAL & PROFILE THE OTHERS

Public Profile
Performance
Mgmt.
Name Address Location Timezone
Goal
Mgmt.
Employee Profile
Succession
Personal Information Background Custom Information
(Selected Data) Elements (Optional)
CDP
Sync
Variable Pay
Recruitment
Compensation
Secure

How Do We Implement EC
Transformative for Cloud

“Let us guide you”
Traditional
“Can I take your
order?”
• Lead with best practices
• Rapid, prescriptive, repeatable
delivery steps
• Accelerated by tools, templates
and predefined content
• Consultative approach
• Agile approach
• Highly customized solution
• Enabled for the cloud
• Development, not configuration
• Time consuming and costly

SAP Launch
Implementation Methodology for the Cloud
PREPARE REALIZE VERIFY LAUNCH
Project Management
Solution Design
Integration Preparation 
…
Project Team Enablement
Solution Configuration 
Solution Walkthrough
Data Migration
Integration Setup
Solution Testing
Three iterations of
configuration
design and build
Cutover Planning 
…
Solution Adoption
Cutover Execution 
… indicates other streams can be plugged into the methodology …

Realise Phase - Iterative Approach to Design and Build
Iteration 3 (100%)
Iteration 2 (95%)
Iteration 1 (80%)
Update Update
Workbook Workbook
Inputs from Validate

Prepare Configuration
Build Sign Off Sign Off
Stage: Review Workbook Review & Sign-Off
configuration Workbook
Signed (Transition to
Workbooks testing)
Build Build
configuration configuration
Customer Activity SF Activity

How Do We Implement EC – Requirements &
Configuration
Iteration 1
Customer Customer SAP Customer Customer
Creates Sign Configure & Review Provide
Workbook Workbook Unit Test Configuration Feedback
Iteration 2
Update Sign Configure & Review Provide
Iteration 3
Update Sign Configure & Review Provide
Configuration
Sign Off
Iterations – A Closer Look
Iteration 1 - Define
• Agree foundation data (80-90%)
• Employee data (60%)
• Sample of Workflows / Alerts (10%)
• With test data
Iteration 2 - Refine
• Agree foundation data (95%)
• Customer Workflows / Alerts (80%)
• Customer data (recommend 40% - 100%)

Iterations – A Closer Look
Iteration 3 - Finalise
• Agree foundation data (100%)
• Customer Workflows / Alerts (95%)
Customer are responsible for uploading all foundation & employee data

EC – Milestone Dates
Deliverable/Milestone Date
Iteration 1 workbook signed off 10/07/2015
Iteration 1 Playback 27/07/2015
Data Load 1 Complete 28/09/2015
EC Configuration Freeze 06/11/2015
EC Readiness Acceptance 02/02/2015

LUNCH

Foundation Objects – What Are They?
Foundation Objects are the Building Blocks of the EC system

There are three categories of Foundation Objects.
Org Structure Job Structure Pay Structure
ro up
Pay G
Job Code Pa
ntity yR
al E
Leg an
ge
Busin
es s Unit
Pay Freq
ue nc y
tion
Division F unc
Job
n t
one
y Comp
t Pa
rtmen
Depa Pay
Ra
n ge
Location
Group
Loc
a tion
p
nt Grou
ay Co mpone
P
Cost Centre
Pay Calend
ar
Foundation Objects – What Are They?
Foundation Objects – Things To Note?

• You can rename Them
• You can associate them
• You can decide what data is held against them
• You can default data to the employee from them
• They are effective dated

Foundation Objects – Organisation Structure
We need to turn this… Into something like this….

Org Structure
ntity
al E
Leg
Busin
e ss Un
it
Division
t
rtmen
Depa
Location
Group
Loc
atio
n
Cost Centre

We need to turn this… or this….

Org Structure
ntity
al E
Leg
Busin
e ss Un
it
Division
t
rtmen
Depa
Location
Group
Loc
atio
n
Cost Centre

We need to turn this… or the anything that

reflects your
Org Structure
organisation.
ntity
al E
Leg
Busin
e ss Un
it
Division
t
rtmen
Depa
Location
Group
Loc
atio
n
Cost Centre

Organisation Structure : An Example
ORGANISATION STRUCTURE GEOGRAPHICAL STRUCTURE
COMPANY
BUSINESS UNIT 1 BUSINESS UNIT N
LOCATION
GEOZONE
GROUP
DIVISION 1 DIVISION N DIVISION 1 DIVISION N
LOCATION LOCATION
1 1
TEAM TEAM
TEAM 1 TEAM N TEAM N TEAM 1 TEAM N TEAM N
1 1
LOCATION LOCATION
N N
CC 1 CC 1 CC 1 CC 1 CC 1 CC 1 CC 1 CC 1
CC N CC N CC N CC N CC N CC N CC N CC N
© 2012 SAP AG. All rights reserved.

26 26
Customer
Foundation Objects – Organisation Structure - Definitions
Standard Label Definition

Legal Entity This is the company or legal entity where the employee is
hired.
Business Unit Level of organisation hierarchy lower than Legal Entity – can
be renamed
Division Level of organisation hierarchy lower than Legal Entity – can
be renamed
Department Department where the employee works – can be renamed
Cost Centre Where the employee’s costs get assigned – can be renamed
Location Physical Location where the employee work. Has a business
address – can be renamed
Location Group Geographical grouping of the Location Foundation objects.
Used for reporting purposes primarily - can be renamed

Org Structure •Withall Foundation Objects there is a 4 step

process
al E
ntity 1. Rename (if you want)
Leg
2. Connect (to allow filtering of data during
Busin
e ss Un
it maintenance)
3. Define the codes & attributes of each
Division
Foundation Object (e.g. Dept)
rtmen
t 4. Decide if you want any additional fields
Depa
against the Foundation Object
Location
Group
Loc
atio
n
Cost Centre AS SIMPLE AS

THAT!

Organisation Structure : An Example
ORGANISATION STRUCTURE GEOGRAPHICAL STRUCTURE
COMPANY
BUSINESS UNIT 1 BUSINESS UNIT N
LOCATION
GEOZONE
GROUP
DIVISION 1 DIVISION N DIVISION 1 DIVISION N
LOCATION LOCATION
1 1
TEAM TEAM
TEAM 1 TEAM N TEAM N TEAM 1 TEAM N TEAM N
1 1
LOCATION LOCATION
N N
CC 1 CC 1 CC 1 CC 1 CC 1 CC 1 CC 1 CC 1
CC N CC N CC N CC N CC N CC N CC N CC N

29 29
Customer
LET’S LOOK AT YOUR
ORG STRUCTURE

Foundation Objects – Job Structure
Job Structure •There is a limit what you can do here

•Withall Foundation Objects there is a 3 step
Job Code process
1. Rename (if you want)
maintenance)
tion
unc
Job
F
3. Decide if you want any additional fields
4. Define the codes & attributes of each
Foundation Object (e.g. Job Code)
AS SIMPLE AS
THAT!

Job Structure : An Example
JOB FUNCTION 1 JOB FUNCTION 2
Human Resources Finance
JOB JOB JOB JOB

JOBCODE 11
CLASSFICATION JOBCODE 22
CLASSFICATION
JOBCODE 1
HR C&B Analyst Finance Financial
Generalist Controller Analyst
JOB JOB JOB JOB

JOBCODE 33
CLASSFICATION
Regional HR HR Systems Finance Finance

Manager Manager Director Manager

32 32
Customer
Foundation Objects – Job Structure - Definitions

Job Code Describes all the Jobs to which an employee can be
assigned. This is the data standard for all jobs with the
organisation – can be renamed
Job Function Higher level groupings of Job Code into appropriate functions
(e.g. HR, Finance). Used for reporting purposes primarily –
can be renamed

HOW IS YOUR JOB
STRUCTURE
REFLECTED TODAY

Foundation Objects – Pay Structures
Pay Structure
•Withall Foundation Objects there is a 3 step
roup process
Pay G
Pa 1. Rename (if you want)

y Ra
ng
e
maintenance)
Pay Freq
ue ncy 3. Decide if you want any additional fields
nt
one
Pay
Com
p 4. Define the codes & attributes of each
Ge
oz
on
Foundation Object (e.g. Pay Component)
e
nt Group
mpone
Pay Co
AS SIMPLE AS
Pay Calend
a r
THAT!

Foundation Objects – Pay Structures - Definitions

Pay Group A data element that groups employees that are paid in a like manner – can be
renamed – can be renamed
Pay Grade Denotes the seniority of the employee from a pay perspective – can be
renamed
Pay Component A data element that denotes relevant components of employees pay (e.g. Base
Salary, Car Allowance). Can be recurring or one off – can be renamed
Pay Component Allows grouping of Pay Components into a higher level category allowing the
Group summing of all amounts assigned to the employee in that category – can be
renamed
Pay Frequency Denote the frequencies which the employee can be paid a pay component –
can be renamed
Pay Range Allows the recording on Min, Mid and Max salary amounts which can in turn
calculate the Compa-Ratio and range penetration for the employee – can be
renamed
Pay Calendar Allows the recording of period start and end dates for Payroll Processing.
Useful primarily for reporting purposes – can be renamed
Geozone Geographical grouping with a bias towards pay considerations. Allow for
grouping for example of Pay Ranges to be relevant to one geographical
location – can be renamed

Pay Structure : An Example
COMPANY 1 COMPANY 2
PAY PAY PAY PAY PAY

GROUP 1 GROUP 2 2
GROUP 3 1
GROUP 4 2
GROUP 5
Weekly Monthly Bi weekly Weekly Monthly

Paid Paid Paid Paid Paid
Pay Pay Pay Pay Pay

Calendar 1 Calendar 2 Calendar 3 Calendar 1 Calendar 2
Week 1 Month 1 Period 1 Week 1 Month 1
Week 2 Month 2 Period 2 Week 2 Month 2
Week N Month N Period N Week N Month N

Pay Structure : An Example
PAY COMPONENTS PAY COMPONENT GROUP
PAY GRADE RECURRING

BASE
Grade 10 ANNUAL SALARY
BASE
ACTING UP PAY
SALARY SACRIFICE
NON BASE
HOUSING ALLOWANCE
CAR ALLOWANCE
ON
TARGET
VARIABLE EARNINGS
NON RECURRING
PAY RANGE
JOBCODE 3 NON BASE
ANNUAL BONUS
Grade 10 RECOGNITION BONUS
TARGET ONLY
NON BASE
ANNUAL BONUS TARGET

WHAT DOES THIS LOOK
LIKE IN THE SYSTEM

AND THERE’S MORE – IF
YOU WANT IT

Position Management – What & Why
There is one other object we need to address if we are using Position Management
JOB CHANGE
LEGAL ENTITY
DIVISION
DIVISION
DEPT
YOU DECIDE WHAT FULL / PART TIME?
ATTRIBUTES OF THE
POSITION THE
EMPLOYEE EMPLOYEE INHERITS POSITION

Position Management – What & Why
There is one other object we need to address if we are using Position

Management – the Position. But first what is Position Management and do you
need it
• Position Management is predicated on Position being created with attributes
that reflect that position.
• Position Management is typically beneficial for relatively non fluid
organisation where headcount management & control is paramount
• Position Management does build in another layer of complexity to both the
implementation and subsequent maintenance
• You need to be sure you NEED position management before we go down
this route.

Position Management – What Does It Do
There are many options to consider with Position Management but primarily it
does the following :-
1. Defaults data from the Position to the Person when Position is added or
changed on an employee record, if you want, you specify what data is
defaulted.
2. Defaults data from Person to Position when data is modified on the person if
you want, you specify what data is defaulted.
3. Allows for rigid or loose adherence to FTE Targets for positions
4. Allows for Mass Positions with a multiple FTE Target
5. Can automatically create and assign people to new or position with space
based on employee data changes (implicit position management)
6. Allows for automatic maintenance of losing and receiving position to ensure
a stable headcount at the organisational level you specify.

Implicit Position Management
1. Implicit Position Management intelligently matches employees to appropriate

positions based on configuration and rules that you specify
2. Implicit Position Management is predicated on the use of two scenarios in relation

to Position Change. These scenarios are attached to EC Event Reasons and
configurable rules to one or both of the following executed based on this
assignment.
• Synchronisation from Employee data to existing position
• Synchronisation from Employee data to new position that is automatically created
• Synchronisation from Employee to a new existing position that has matching data and is vacant.
3. Based on a the event reason of a transaction the system will execute one or both
of the following scenarios
• Copy fields from Employee Record from Job Information to existing position
• Copy fields from Employee Record from Job Information to new position that is created
• Copy fields from Employee Record from Job Information to a new position that exists with
matching data and is vacant.

Position Transfer
User updates Data Event Reason used is has a

value of Position Reclassification
in this field
Non Mass Position
Yes Yes Person to

Position
Position
Data
Rule
Match
Existing
Search
For
Mass Position Position
No Person to
Position
No Rule
Automatically
Created

Position Reclassification
User updates Data Event Reason used is has a

value of Position Reclassification
in this field
Non Mass Position
Person to
Position
Rule
Yes Yes Person to

Position
Position
Data
Rule
Mass Position Match
Existing
Search
For
Position
No Person to
Position
No Rule
Automatically
Created

Process reverts to Position Transfer Customer 46
Foundation Objects
FOUNDATION OBJECTS
THE CONFIGURATION
WORKBOOK

Day 1 – Wrap Up
Objectives
• To explain how, what, who and by when you need to define to reflect Customer
requirements for Foundation Objects in the new Employee Central System using
the Foundation Object Configuration Workbook.
THANK YOU & GOOD EVENING

Welcome To Day 2 – Day 1 Recap
Topics Covered on Day 1

Any Questions Overnight?

• To explain how, what, who and by when you need to define to reflect
Customer requirements for Foundation Objects in the new Employee
Central System using the Foundation Object Configuration Workbook.

Step 1 Complete
Foundation Objects

Agenda – Day 2
Day 2
9.30 – Day 1 Recap
9.45 – Employee Data & Roles Based Permission – Introduction
10.30 – Break
10.45 – Employee Data - The Workbook
12.00 – Employee Data Workbook Assignment
12.15 – Lunch
13.15 – An Introduction to HR Transactions (Events & Workflow)
15.00 - Break
15.15 – HR Transactions – The Workbook
16.00 – HR Transactions – Workbook Assignment
16.15 – Wrap Up
17.00 - Close

Day 2 – Objectives
Objectives
• To introduce to the Employee Data Portlets in more details and explain how to
choose which employee data you would like to record in which portlet through the
configuration workbook
• To introduce you to the concepts of Events and Event Reasons, their purpose
and how to specify you requirements in respect of these in the configuration
Workbook
• To introduce you to the concept of Workflows, and how they are constructed and
triggered and how they interact with employee data changes and event reasons.
• To introduce you to the concept of Alerts and Notifications, how they are triggered
and how they interact with employee data

Employee Data – An Introduction
Key Points
• Employee Data resides within a standard set of Portlets within EC
• It is not possible currently to add portlets to EC screens
• It is possible to rename the Portlets within EC
• Each Portlet contains a standard set of fields, including some Foundation
Object fields. You can decide which standard fields you would like to use
• Each Portlet has the ability to add custom field which can be either string,
number, decimal or date field
• Some portlets are by design effective dated and some are not
• Field specified within each Portlet can be renamed as required
• Fields with Portlet can reference either Foundation Objects or Picklist to
make available the valid values for data entry

Personal Information - The Portlets
Personal Information
Personal Information Biographical Information National ID Information
Personal Information that can change Personal Information that does not Allows recording of multiple National ID
over time like Marital Status, Gender, change like Date of Birth & Employee types and numbers
Name etc. ID
Work Permit Information Addresses Email Information
Allows recording of multiple Permit Allows the recording of multiple Allows recording of multiple email types
types, numbers and expiry dates Address Type and details and addresses
Phone Information Social Account Information Emergency Contact Information

Allows recording of multiple Phone Allows recording of multiple Social Allows recording of multiple emergency
types and numbers Accounts and associated details contact, relationship and contact
information
Dependents Bank Account Information
Allows the recording of dependents of Allows recording of Bank Account

the employee and associated contact Information for the employee
details

Personal Information - The Portlets
WHAT DOES THIS LOOK

LIKE IN THE SYSTEM

Employment Information - The Portlets
Employment Information
Job Information Employment Information Job Relationships
Allows effective dated tracking of all Records data specific to the employees Allows the recording of desired globally
Job changes of the employee employment with the company, typically defined relationships between the
dates such as Hire Date etc. employee and another person in the
company. For example Matrix Manager,
Project Manager, Finance Contact etc
Compensation Information One Time Payment Information
Allows effective dated generic Allows the recording of one time

Compensation related data. payments such as one time Bonus or
Recognition payments and associated
Also contains the assignment of amounts and date paid
specific pay components that are either
recurring payments or targets and
associated amounts. This makes up a
view of the employee Pay

WHAT DOES THIS LOOK

LIKE IN THE SYSTEM

BREAK

Country Specific Employee Data
Specification of Country Specific Fields are allowed in the following places
• Job Information – this is driven by the country assigned to the Legal Entity
Foundation Object
• Personal Information - – this is driven by the country assigned to the Legal Entity
Foundation Object
• Address Formats
• National ID Formats
• Name Formats

WHAT DOES THIS LOOK

LIKE IN THE SYSTEM

Employee Data & Security – Role Based Permissions
Data in EC Portlets are either effective dated or not effective dated dependent upon the type
of date
Effective Dated Non Effective Dated
• Personal Information • Biographical Information

• Address Information • Phone Information
• Job Information • Email Information
• Compensation Information • Social Accounts Information
• Job Relationship Information • Emergency Contact Information
• Bank Account Information • National ID Information
• Work Permit Information
• One Time Payments
• Employment Information

Role Based Permission is :-
A method to ensure that users can :
• Only see the employee data they are supposed to

• Only amend the data they are supposed to
• Only see the data for the populations they should
Two main concepts to understand :-
Groups
A group is a population of employees defined by the data associated to employees.
For example : All employees in a specific location
All employees at grade 10 and above
Roles
A role is a titled specification of data permissions which specifies the data privileges
employees assigned to that role have
For example : Managers
Executive level employees
System Administrator
Employees On Self
Employee On Others

GRANTED TARGET
GROUP GROUP
ROLE – HR EXTENDED ACCESS
Personal Data Effective Dated
Personal Data Non Effective Dated
Employment Data Effective Dated
Employment Data Non Effective Dated
HR BP Manager Self Service

Hire Terminate Update Records
Definition :-
Workflow UK Employees
All Employees
View In Progress View History
with a Job Code of Definition :-
HR BP
Administrative Privileges
All Employees with a
Manage Foundation Data Import Employee Data
Location in the UK

GRANTED TARGET
GROUP GROUP
ROLE – HR EXTENDED ACCESS
Personal Data Effective Dated
Personal Data Non Effective Dated
Employment Data Effective Dated
Employment Data Non Effective Dated
HR BP Manager Self Service

Hire Terminate LOA Update Records
Definition :-
Workflow UK Employees
All Employees
View In Progress View History
with a Job Code of Definition :-
HR BP WHO CAN Administrative Privileges
SEE / DO All Employees with a
SOMETHING Manage Foundation Data
WHAT THEY
Import Employee Data
Location in WHO
the UK THEY
CAN SEE / CAN SEE /
© 2012 SAP AG. All rights reserved. DO DO IT TO
Customer 64
WHAT DOES THIS LOOK

LIKE IN THE SYSTEM

Contingent Workers
New functionality is currently being deployed in relation to contingent worker :-
1. In the current release, this functionality is limited

2. It is not possible to use the Hire contingent workers currently using the UI
3. It is only possible to import this data
4. With the contingent worker functionality an additional portlet called ‘Work
Order’ is used to capture the details of the contingent workers contract
5. It is not possible to utilise ‘Take action’ to maintain data on contingent
workers currently
6. No Pay Data can currently be stored for contingent workers
7. Contigent Workers can be viewed and searched for separately in the Org
Chart
This functionality is planned to be built out further in the coming releases

Contingent Workers
All Contingent Workers can be easily identified in the

organization chart with a distinct identifier

67 67
Customer
Contingent Workers
Users can choose not to see contingent workers in this view

68 68
Customer
Contingent Workers
All Contingent Workers can be accessed in the system like any other employee

69 69
Customer
Contingent Workers
All Contingent Workers have a limited set of information – Employment & Job information, that is
different from regular employee

70 70
Customer
Contingent Workers
• No ability to Take Action on the CW

• No Pay Data is stored in the system

71 71
Customer
Contingent Workers
Contingent workers have a 'work order' that records details of their contract

72 72
Customer
EMPLOYEE DATA
THE CONFIGURATION
WORKBOOK

Step 2 Complete
Employee Data
Portlets Portlets

Standard
Social Accounts &
Standard Employment Standard Relationships Standard
Fields Fields
Fields Fields
Bank Account
National ID
Work Permit
Foundation Objects

HR Transactions : An Introduction
There are three main components to how the execution of HR Transactions are
managed within Employee Central
1. Events & Event Reasons

These are used to track what is actually happening to employee when
someone changes there data on an effective date
2. Workflow
These can facilitate approval on specific data changed. The approval
mechanism and who can be involved in the approval chain is flexible
3. Alerts & Notifications

These can notify specific roles or users that something has happened or is
happening soon to allow them to take action. No approval included here.

HR Transactions : An Introduction
SExternal Hire Which

Which Reasons
roles
and / or other
Internal Hire should
field changes
approve &
should trigger
HIRE Acquisition in what
workflow?
order?
Fixed Term
Int’l Transfer
DATA
CHANGE
JOB CHANGE
Annual
Review
Off Cycle
PAY CHANGE Promotion

Exceptional
Performance
Hours
Change
LEAVING

Events
• SuccessFactors provides a standard number of events, these can be renamed,

but should not be repurposed.
1.It is not necessary or required to use all events if you do not need to
 Hire • Demotion
 Rehire • Suspension
 Probation • Transfer
 Completion Of Probation
• Termination
 Job Change
• Position Transfer
 Data Change
• Position Reclassification
 Start of Assignment
 Completion of Assignment
 Leave Of Absence
 Return to Work
 Pay Rate Change
 Promotion

Event Reasons
• Event Reasons are effectively subclassifications of Events and it is up to

Customer what these should be for each event that you would like to use
• Typically these Event Reasons should be a global data standard to aid reporting.
It is possible to have country specific event reason however
• Event Reasons can be attached to an effective dated change of data for an
employee either manually or ‘automatically’ – this is a design decision to need to
make

WHAT DOES THIS LOOK
LIKE IN THE SYSTEM

Event Derivation Or Not
1. With Event Derivation the system assigns an Event Reason automatically based
on logic that you specify and we configure into the system (note, this is not in
scope for Customer)
2. Without Event Derivation, you rely on who ever is making the change to know
which Event and Event Reason to use for any particular change
LET’S HAVE A LOOK AT THIS IN THE

SYSTEM

Workflow
To have workflow execute as desired in the system, the following is required
1. A set of Workflow Definitions
2. A set of associated criteria specifying in which circumstances a specific workflow

definitions should trigger

The Workflow Definition – A Closer Look
Never make changes to the

Workflow ID. This will break
the workflow
Modify existing Workflow

definition as needed.
Steps can be added,
deleted or change
‘Step’ section denote

who will approve the
workflow and in what
order
‘Contributor’ specifies
who will be notified of
progress at each step of
the workflow
‘Cc Role’ specifies who

will receive a notification
only after the entire
workflow is complete

The Workflow Definition – Approver Types
Approver Type : Role Approver Type : Dynamic Role Approver Type : Dynamic
Group
Options are :- Options are customer defined
based on one or more of the Options are customer defined
following criteria :- based on standard Role
• Employee Based Permission Group
• Manager • creation criteria e.g. :-
Job Classification
• Manager’s Manager • Department
• Employee HR • Location
• Matrix Manager • Department
• Legal Entity
• Custom Manager • Job Classification
• Business Unit
• Second Manager • Location etc.
• Division
• Additional Manager • Cost Center
• Pay Grade
• Pay Group
• Event Reason
• Position
Approvers can resolve to either a

Person, Position, or Dynamic
Group.

The Workflow Definition – Dynamic Roles
Modify existing Dynamic

Role definition as required.
‘Person (User System ID)

denotes who will approve
when this dynamic role is
in a Workflow definition.
The other optional columns

denote the criteria for
when that approver should
be used.
In this case, employees

subject Workflow in the
Business Units listed will
have a Head of Unit
approver as specified in
the ‘Person (User System
ID) column

WHAT DOES THIS LOOK
LIKE IN THE SYSTEM

The Workflow Definition – Dynamic Groups
Click on an
existing link to
maintain an
existing Dynamic
Group
Click here to see

the current
employees in the
group
Choose with
criteria should be
used to populate
the group
Click here to add

or delete specific
values for the
This section can
criteria chosen to
specifically
populate the group
exclude people
from the group
based on criteria
Alerts & Notifications
• Alerts and Notification can be configured in addition to Workflow. They produce

messages that you can define that go to specific people.
• They can appear in the Employees ‘To Do’ List on the Homepage or on email or
both
• You can define the exact message that is sent
• You define the criteria that tell the system to send this message
• Example
Alert Manager that one of their employee’s contract end date is 20 days away.
• Alerts can be configured based on different criteria

• Alerts are produced once a day, rules are set up and those users satisfying those
rules for specific alert will get the alert
• Alert specific Workflow definitions are used to define who gets the alert.

WHAT DOES THIS LOOK
LIKE IN THE SYSTEM

HR TRANSACTIONS
THE CONFIGURATION
WORKBOOK

Step 3 Complete
Workflow
Approver 1 Approver 2 Approver n CC Role Contributor Role
Data Changes
Employee Data
Event Event Reasons
Portlets Portlets

Standard
Social Accounts &
Standard Employment Standard Relationships Standard
Fields Fields
Fields Fields
Bank Account
National ID
Work Permit
Foundation Objects

Day 2 – Wrap Up
Objectives
• To introduce to the Employee Data Portlets in more details and explain how to
choose which employee data you would like to record in which portlet through the
configuration workbook
• To introduce you to the concepts of Events and Event Reasons, their purpose
and how to specify you requirements in respect of these in the configuration
Workbook
• To introduce you to the concept of Workflows, and how they are constructed and
triggered and how they interact with employee data changes and event reasons.
• To introduce you to the concept of Alerts and Notifications, how they are triggered
and how they interact with employee data

Day 2 – Wrap Up
Now you should have the knowledge to be able to start gathering information with a
view to completing the following configuration workbooks :-
• Foundation Object Workbook (required for Iteration 1)
• Employee Data Workbook (required for Iteration 1)
• HR Transaction Workbook (Events & Event Reason required for Iteration 1 –
the rest for iteration 2)

THE END
(OF THE BEGINNING)
ANY FINAL QUESTIONS?

Agenda – Day 3
Day 3
9.30 – Time Off Overview : Functionality & Processes
11:00 – Time Off Demo
12:00 – Lunch
13:00 – Time Off : The Workbook
16:00 – Wrap Up & Next Steps
16:30 - Close

Time Off Overview
© 2011 SAP AG. All rights reserved. Confidential 95

Agenda
1.Quick Demo
2.What is Time Off (and what it is not)
3.How is Time Off Functionality Built Up.
4.A look at each of the individual configuration elements
5.What questions do you need to answer to express your
requirement?
6.How to document your requirements – filling in the configuration
workbook.
7.Next Steps

What is Time Off
DEMO

What is Time Off
Time Off Allows :-

• Employees to request Time Off for types of time, applicable to them, that
you define.
• Managers to view a Team Absence Calendar to aid decision making in
approving time off
• Managers to approve Time Off (if required)
• Allows to automatic calculation of accruals, by type of time (if required)
• Allows for automatic processing of balances at the end of a period (if
required)
• Allow for customer specific application of rules to deploy company policy
in relation to booking certain types of time.

Who Can Do What
• Employee requests time off, such as vacation, paid time off, or sick leave.
• Employee views or cancels time off requests.
• Employee views team absences
• Employee view own time account details.
• Manager approves time off requests.
• Manager approves team absences.
• HR Administrator enters a new hire into the system and sets up Time Off for him
or her.
• HR Administrator needs an overview of an employee's time accounts.
• HR Administrator enters an absence request for an employee.
• HR Administrator makes a manual adjustment to a time account.
• HR Administrator creates and runs a time off accrual calendar to have accrual
created automatically.
• HR Administrator runs period-end processing

Time Off Summarised
Holiday Calendar Holiday Calendar Holidays Time Off Setup Data
Work Schedule Work Schedule
Time Profile Time Profile

Time Type
Time Type
Time Type
Time Type
Time Account Type

Time Account Eligibility Status
Accrual Rule
Period-End Processing Rule
Time Account Hire Rule
Workflow Request
Termination Rule
Account /Accrual Creation Parameters

Time Account Detail
Account Creation
Time Off Request Time Off Employee
Time Off Calendars Accrual Creation
Transactional Data
© 2012 SAP AG. All rights reserved. Period End Processing
Customer 100
Time Off Set Up Data

Time Off Summarised
Holiday Calendar Holiday Calendar Holidays Time Off Setup Data
Work Schedule Work Schedule
Time Profile Time Profile

Time Type
Time Type
Time Type
Time Type
Time Account Type

Holidays
Holidays
What does it do? Field Usage

Holidays are simple codes and descriptions to Holiday Code Code to identify specific
identify holiday names that can subsequently be
used in holiday calendars
holiday
Name Description of the holiday

Holiday Calendar
Holiday Calendar Holidays
What does it do?
Holiday Calendars are a collection of individual

holidays for a particular jurisdiction where people
work.
Field Usage
External Code Code to identify specific holiday calendar
External Name Description of the holiday calendar
Date Of Date of which holiday chosen occurs

Holiday
Holiday Class Enter either, Full, Half or None
Holiday Pick relevant previously configured holiday

Work Schedule
Work Schedule
What does it do?
Work Schedules specify a the number of working

hours per day from a particular date in a recurring
cycle that you specify
Field Usage
External Code Code to identify specific Work Schedule
External Name Description of the work schedule
Starting Date Date on which the work schedule should take effect.
Connect day and date
Day Number of the sequence of days in the Work Schedule.

Can be as many days as you want.
Working Hours Number of working hours expected to be worked on a

particular day / date.

Time Profile
Work Schedule
Time Profile
What does it do?
Time Profiles contain specific time types, which when attached to the
employee facilitates the ability to book time off for those time types
Field Usage
External Code Code to identify specific Time Profile
External Name Description of the Time Profile
Effective Start Date Date from which a user is able to attach this Time Profile to an employee
Main ESS Time Type The Time Type that will appear most prominently on the Time Off requesting screen
and is the default. Must also be a favourite Time Type
Time Type The Time Types that will be available to employee s to book Time Off against
Enabled in ESS Scenario If ‘yes’ then the employee can enter Time Off. If ‘no’ only Admin can enter Time Off
Favourite Time Type Up to three Time Types can be designated as Favourite. They appear prominently on
the Time Off Requesting Screen
External Code Enter a code to identify this Time Type

Time Type – Generic Settings
Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
What does it do?
Time Types specify the types of Time Off that can be booked by an employee via the assigned Time Profile
Field Usage
External Code Code to identify specific Time Type
External Name Description of the Time Type
Workflow The workflow process that this Type Time will go through for approval
Unit Time Unit in which this time type is able to be booked - Hours or Days
Permitted Fraction for Unit Either Full, Half or Quarter Days allowed
Day
Permitted Fraction for Unit Full Day or Full Hour Booking Allowed
Hour
LOA Event Reason (Plan) HR Event Reason for start of Leave Of Absence. Only complete if this is a Leave Of
Absence Time Type
LOA Event Reason (Return HR Event Reason for end of Leave Of Absence. Only complete if this is a Leave Of
To Work) Absence Time Type
Time Type – Take Rules
Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
What does it do?
Take Rules allow you to specify limitations and / or associated messages in relation to booking time against a
specific Time Type. Can be used to enforce eligibility rules in relation to a Time Type. You can specify multiple
‘Take Rules’ against a time type.
Time Type – Take Rules – Example 1
Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
If the start date of the absence is before today for the user making the transaction
Then raise an error message with text “You cannot book absence in the past!”

Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
If the start date of the absence being edited is before today for the user making the transaction
Then raise an error message with text “You cannot book absence in the past!”

Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
If the difference between the start date and the end date of the absence is greater than 30 days and the
continuous work history of the employee is less than or equal to 730 days
Then raise an error message with text “Sickness Exceeds 4 weeks. You are not eligible to take this based on your
length of service”

Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
If the start date or end date of the absence is in the past and the absence has been “Approved”
Then raise an error message with text “You are not allowed to do changes in the past”

Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
If the duration of the absence is greater than 2 days
Then raise an error message with text “You are only allowed to create absences of 2 days as maximum for this
time type”

Time Type – Decisions
No Do not create and assign a Time Account Type to the Time Type.
These Time Types have no account balance.
Should there be an
automatic check against Time Type Examples: Marriage Leave, Bereavement Leave, Jury Duty Leave, Birth of Child, Moving
an earned balance for House .
this time type?
Yes
Create and assign a Time Account Type to the Time Type.
Time Accounts are created for each employee who has the Time Type in his or her Time Profile.
No Do not create and assign an accrual rule .

Do employees Managers/HR grant time off to the account using manual adjustments. Often employees earn extra time off through
extra work.
regularly earn time
Time Type examples: Complimentary Time Off, Time Off in Lieu
off?
Yes
Define the time account type with Creation
Create an Accrual Rule and assign it to the Time Account Type. Permanent.
Regularly create and run Time Off calendars for the Accrual scenario to create accruals /
Is there a policy
No Time accounts with validity end
entitlements on the employee’s time account. 12/31/9999 will be created. Employees can
that determines
Time Type examples: PTO, Vacation, Paid Sick Leave use the time off whenever they want.
by when a balance
needs to be used? Period-End Processing is not required for
these Time Account Types.
Yes
Define the Time Account Type with Creation Recurring.
Time accounts with yearly validity will be created.
Examples: Use up vacation from 2013 by the end of March 2014. For this time account type, you need to do period-end processing every year. This involves creating and running Time Off calendar of Scenario
Account Creation and period-end processing to create new time accounts and transfer or forfeit balances.

Time Account Type
Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
Time Account Type
What does it do?
A Time Account Type specifies processing rules, if required, for the following
Accruals (including for Hire and Termination)

Account Creation
Period End Processing

Time Account Type – A Closer Look
Processing Options vary depending on :-
1. Accrual Frequency Period – this is how often accruals are created. Options are Weekly, Biweekly, Monthly, Twice Monthly, or Annually
2. Account Creation Type – this is whether the employee time accounts never expires (Permanent) or has a Annual validity period (Recurring)
Time Account Type have ‘rules’ which can be attached to the Time Account as part of their processing options, this allows logic based ‘rules’
to :-
1. Create Accruals at appropriate amounts and at appropriate times for a Time Account
2. Decide what happens to remaining balances at the end of an annual account validity period (if the time account is recurring)
3. Decides what happens to accruals if an employee is hired, if this is different from normal processing, i.e. employee starts part way
through an accrual period
4. Decides what happens to accruals if an employee is terminated, if this is different from normal processing, i.e. employee starts part way
through an accrual period – can be the same as the Hire Rule

Time Account Type & Time Accounts
Accrual / PEP Accrual / PEP Accrual / PEP Accrual / PEP
+
Time Off Requests Time Off Requests Time Off Requests
Balance (Hours or Days)

Time Type Time Account
Time Account
Type (Recurring) 0
Period 1 Period 2 Period n
Accrual Accrual Accrual Accrual
Time Type Time Account Type

Time Account +
(Permanent) Time Off Requests Time Off Requests Time Off Requests
Balance (Hours or Days)

0
Period

Rules For Time Account Types
There are 3 main types of rules :-

Take Rules
1. Take Rules
• Used to enforce limitations of what time can be booked against Time Types
2. Accrual Rules
• Used to automatically create Time Account additions based on company policy
• Can be specific to Hire and Termination events if required
• Can be based on Seniority
• Can be prorated based on average FTE in a period
• Can be based on organisational or personal attributes (e.g. Legal Entity, Age,)
3. Period End Processing Rules

• Used to process remaining balances at the end of an Account Period based on company policy (e.g. Carry Over)

Accrual Rule Examples : Fixed Amount Accruals

Accrual Rule Examples : Seniority Based Accruals

Accrual Rule Examples : Fixed Accrual Pro-Rated by FTE

Accrual Rule Examples : Seniority Based Accruals Prorated By FTE

Accrual Rule Examples : Fixed Accruals With Maximum Ceiling

Period End Processing Rule Examples – Zero Out Balance

Period End Processing Rule Examples – Carry Forward Remaining
Balance

Period End Processing Rule Examples – Carry Forward Remaining
Balance With Limit

Time Off Calendars
Three types of calendars may be required to be run by an administrator on a periodic basis :-
1. Account Creation
2. Accruals
3. Period End Processing

The Complete Picture
Work Schedule
Time Profile
Time Type
Time Type
Time Type
Time Type
Take Rules
Time Account Type
Time Account
Hire Termination Period End
Accrual Rules
Rules Rules Processing Rules
Time Off Calendar Creation (Account Creation / Accrual / Period End Processing)

Time Off Configuration Workbook

Thank You!
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Employee Central Workshops

Consultant’s Name – Employee Central Professional Services Consultant

10.45 – How Do We Implement EC?

11.30 – Project Plan

13.30 – Foundation Tables – What Are They?

15.15 – Position Management – What Is It and your options.

16.00 – Foundation Tables – The Workbook

16.45 – Foundation Tables Workbook Assignment

© 2012 SAP AG. All rights reserved. Customer 2

9.45 – Employee Data & Roles Based Permission – Introduction

10.45 – Employee Data - The Workbook

12.00 – Employee Data Workbook Assignment

13.15 – An Introduction to HR Transactions (Events & Workflow)

15.15 – HR Transactions – The Workbook

16.00 – HR Transactions – Workbook Assignment

© 2012 SAP AG. All rights reserved. Customer 3

11:00 – Time Off Demo

13:00 – Time Off : The Workbook

16:00 – Wrap Up & Next Steps

© 2012 SAP AG. All rights reserved. Customer 4

• Who are you?

© 2012 SAP AG. All rights reserved. Customer 5

© 2012 SAP AG. All rights reserved. Customer 6

•Right First Time

© 2012 SAP AG. All rights reserved. Customer 7

•Who are you?

© 2012 SAP AG. All rights reserved. Customer 8

© 2012 SAP AG. All rights reserved. Customer 9

Approver 1 Approver 2 Approver n CC Role Contributor Role

Event Event Reasons

Personal Information Job & Employment Information

Biographical Personal Data Non Recurring Pay Job Information

Org Structure Job Structure Pay Structure Custom

© 2012 SAP AG. All rights reserved. Customer 10

Time Off Global Assignments / Concurrent Position Management

Optional Balance Tracking

Home Host Inheritance

Optional ‘Accrual’ Concurrent

Optional ‘Carry Over’ Position

© 2012 SAP AG. All rights reserved. Customer 11

Less Secure EMPLOYEE CENTRAL & PROFILE THE OTHERS

© 2012 SAP AG. All rights reserved. Customer 12

Transformative for Cloud

© 2012 SAP AG. All rights reserved. Customer 13

PREPARE REALIZE VERIFY LAUNCH

Project Team Enablement

© 2012 SAP AG. All rights reserved. Customer 14

Inputs from Validate

Customer Activity SF Activity

© 2012 SAP AG. All rights reserved. Customer 15

• Agree foundation data (80-90%)

• Employee data (60%)

• Sample of Workflows / Alerts (10%)

• With test data

• Agree foundation data (95%)

• Employee data (90%)

• Customer Workflows / Alerts (80%)

• Customer data (recommend 40% - 100%)

© 2012 SAP AG. All rights reserved. Customer 17

• Agree foundation data (100%)

• Employee data (95%)

• Customer Workflows / Alerts (95%)

© 2012 SAP AG. All rights reserved. Customer 18

Iteration 1 Playback 27/07/2015