OpenSAP Sf2 Week 3 Transcript

7/24/2019 OpenSAP Sf2 Week 3 Transcript

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openSAPRun Simple HR with SuccessFactors EmployeeCentral

Week 3 Unit 1

00:00:09 Hello and welcome to Week 3 of our openSAP course Run Simple HR withSuccessFactors Employee Central. My name is Debi Suslow, and I am a Senior SolutionsConsultant with SAP SuccessFactors.

00:00:23 In the first week of our course you received a general overview of Employee Central andyou learned about Core HR.

00:00:30 In Week 2 of our course you learned about Global Payroll and Benefits. This week, ourfinal week of the course, you will learn about Time & Attendance.

00:00:39 I will first show you an overview of absence management and time sheets. And then I will

go a little deeper00:00:45 and show you how to configure absence management and time sheets, using Employee

Central.

00:00:50 We will then conclude the week with a recap of the course. So with that, let's begin thefirst unit of this week, Absence Management.

00:01:01 After completing this unit, you will be able to describe how employees can manage andrequest their time off on their mobile device,

00:01:09 and explain how managers can approve time off requests and have visibility to theirteams' absence calendars.

00:01:16 And third discuss the administrator process for managing employees' time accounts.Employee Central's absence management functionality includes data, process andevaluation features

00:01:30 designed to help you manage and maintain any number of absence and leave types,eligibility and entitlement rules,

00:01:38 and most importantly, instant access for those users who need to view and transact on thedata anytime, and anywhere.

00:01:48 Absence management, commonly referred to as Time Off in Employee Central,represents a collection of data points, evaluations, and processes.

00:01:58 Absence management is included as part of the core global Employee Central solution.On this slide we can see where it fits in to the total Employee Central landscape.

00:02:11 SAP SuccessFactors takes the approach of providing an interactive, action-basedexperience to even the most casual of users.

00:02:19 This helps them make them more productive and efficient down to the simplest of tasks.

They can do things such as not only request their time off,00:02:30 but the solution will guide them into blocking calendars, cancelling appointments and

notifying others - tasks that are commonly forgotten when you are taking leave.

00:02:43 Absence management's key features include the list you see here. But most importantly,the flexibility and extensibility of the solution

00:02:51 further enhances the employee and administrative experience. This enables businessusers to create new business logic to extend validations and business processes

00:03:01 as well as add customer-specific fields where required. This also speaks to workflow,having conditional workflow,

00:03:09 so that the right processes are followed through your organization wherever they may be.SAP SuccessFactor's absence management includes standard reports



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00:03:21 for analysis of time off usage and remaining balances. Country-specific time off types,leave types, calendars and absence policies

00:03:31 can be created and easily maintained. In this unit we will see an example of this for timeoff request approval workflow.

00:03:43 Role-based permissions also get involved with time off. Here we see an example of usertypes

00:03:49 which can help streamline creation, approval and subsequent tracking of time off andabsences. These different user types - employee, manager and HR administrator -

00:04:01 can all be given the respective permissions to do things such: from an employeeperspective, such as doing their time off request, viewing team absences, editing andcancelling requests,

00:04:13 for the manager, approving those requests and viewing team absences, which can alsogive the manager the ability to see an overview of the employee's time accounts,

00:04:22 enter a time off request on behalf of their employee and perhaps manually adjust the timeaccount where appropriate.

00:04:30 The HR administrator has visibility and can set up the time off functionality. They can runaccruals creation and manage the accruals, manage period end processing,

00:04:43 and also manage and adjust time accounts very easily and very simply. So, now let's get

to the good stuff.00:04:53 We are going to go ahead and do a demo of the time off functionality in Employee Central.

And I'm going to start with my mobile device.

00:05:07 And in just a second, I will go ahead and share this on my screen. As Carla I can seedirectly that I've got 21 days vacation that I can take.

00:05:32 I can tap on my time off area and this gives me visibility to a couple of different things.

00:05:39 I can see that I've got a sick leave, a half-day, coming up. As a point of information, youcan do request for days, fractions of days, hours and minutes.

00:05:51 Here, as the employee, I can view that request, I can edit it or cancel it, if I need to. I canalso see that nobody else on my team is absent during this time.

00:06:02 So, it looks good; I'm good to go there. I can also see that I have a holiday coming up.

00:06:07 This comes from the holiday calendars. You can have unlimited holiday calendars in thissolution

00:06:13 to represent your different countries and different regions across your global landscape. Ican see the balances of the different types of leave that I am entitled to.

00:06:24 And I can view my absence calendar, any request that I have pending or approved, my fullholiday calendar and my team absence calendar

00:06:34 which really helps me plan for my time off better. Now I do want to take some vacationtime.

00:06:41 So I' m going to go ahead and tap on my start date of the 28th and my end date of the2nd. The system is automatically going to calculate the number of days,

00:06:51 and I can put in a comment. There we go.

00:06:59 And I can also see that one other person is absent during the same time I'm going to begone. Let me take a look at that.

00:07:08 So I make sure that we have appropriate coverage. Well, I can see that Marcus is going tobe gone at the same time but just for a few days.

00:07:16 And everyone else is going to be here. So I think I'm good to go in requesting this time off.

00:07:21 I'm going to go ahead and submit that. And the appropriate workflow is going to beapplied.

00:07:27 But before I go, the system wants to know if I would like it to block my calendar, deleteany appointments during this time,

00:07:34 and also I can perform actions such as notifying people, and updating my status in SAP

Jam.



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00:07:42 This is great because if someone wants to assign a task to me during the time when I amgone, or put me on a project or a forum in SAP Jam,

00:07:52 they are automatically going to see that I'm out of office. So it really helps with actionableinformation, and planning and execution.

00:08:01 I'm all done there. So, as an employee, I very easily requested time off,

00:08:08 checked upcoming time off, and I'm done with that.

00:08:14 Now, as a manager, I've got some approvals waiting for me, and one of these approvals isa vacation request from Brenda Davis.

00:08:22 Now I can either approve it directly on this list, or I can tap on that request and come rightinto all the details of her time off request.

00:08:32 I can see right after that, that no one else is absent during this time. So this tells me,great, I've got coverage, we should be good to go.

00:08:40 I can see how many days she is going to be off, add a comment, and you'll notice that onthe bottom of the screen,

00:08:46 I can decline, approve or delegate the request. The delegation is done through theworkflow security.

00:08:57 So, I'm going to go ahead and approve that request for Brenda. The approval will be sentthrough, done on the appropriate workflow.

00:09:06 Brenda will be notified. And I'm done on my mobile device.

00:09:11 I've requested time off for myself, as a Manager I've approved a time off request - veryeasily, very simply from anywhere at any time.

00:09:23 At this point, let me go back to my browser. And we will transition to the administratorexperience.

00:09:46 As the administrator, I want to be able to manage the time off accounts for my employees.So using my nice little google search up here, my action search,

00:09:56 I'm going to type in manage time off, and it's going to ask me for whom do you want to doit.

00:10:03 We'll go ahead and select Marcus, and it'll go directly to my Manage Time Off area.

00:10:12 Now what I'm looking at here first, it's Time Accounts. Time Accounts is showing me all ofMarcus' time accounts that he is elsewhere for.

00:10:21 I can see when they can be booked out for. And I can also see the balances as of aspecific date.

00:10:28 So, for example, if we have accruals going on and I change this date for in the future, Ican view what that balance is going to be at that future time.

00:10:39 In Time Off Overview I have a complete audit of all of the time off requests that eitherhave been taken or are in process by Marcus.

00:10:49 I can drill down to see the details at each one. I can also request time off on behalf ofMarkus.

00:11:00 In Time Account Postings I can see all of the manual as well as the automated, such asthe accruals, postings

00:11:08 to the different types of leave and time off that Markus has. If I go and select vacation incurrent year,

00:11:18 I can see that since the date that I'm asking for, how many days have been taken,

00:11:25 and if accrual again are in process, I would see how many days have been accrued. Veryoften in many systems making an adjustment

00:11:33 to a vacation or sick or leave account is a difficult process. But within Employee Central Absence Management and Time Off,

00:11:43 I can simply create the posting day, I can add or deduct days, and I can go ahead and putin a comment -

00:11:56 he was awarded 5 days, and go ahead and save that. This adjustment automaticallyupdates this vacation balance,



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00:12:06 and I have an audit trail of who did it and when. So, it has reporting as well as auditingcapabilities.

00:12:14 So as the administrator, I can manage all of the time accounts for the employees that I'mresponsible for,

00:12:23 I have great visibility to what is going on from a balance perspective, and I can requesttime off on behalf of the employee if need be.

00:12:35 This concludes our unit on absence management. In our next unit you will hear anoverview of time sheets.

00:12:42 Thank you.



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Week 3 Unit 2

00:00:10 Hello and welcome to Week 3, Unit 2 of our openSAP course Run Simple HR

00:00:16 with SuccessFactors Employee Central. My name is Debi Suslow.

00:00:20 I am a Senior Solutions Consultant with SAP SuccessFactors. And in this unit you willlearn about time sheets in Employee Central.

00:00:31 After completing this unit, you will be able to describe the processes surrounding thesubmission of a time sheet,

00:00:38 how a previously submitted and approved time sheet can be amended, and discuss theintegration of time sheet data to payroll,

00:00:46 as well as describe some of the different configuration options available for time sheetusage.

00:00:55 Now, recording, processing and reporting employee working time can be a very labor-intensive and tedious process.

00:01:02 The Employee Central Time Sheet is designed to provide a single-screen, one-stop, easy-access experience for users

00:01:10 to record, process and report on many of the common tasks associated with recordingtime. The Time Sheet functionality includes immediate results displayed on entry

00:01:23 which provides instant feedback to the employee. A powerful rules engine calculates alltime types such as overtime, working time,

00:01:32 automatically applies overtime as per your company policies and displays the results onthe same screen.

00:01:42 After the time is entered and approved, the continuous flow of time data extends toEmployee Central Payroll

00:01:49 for gross and net pay calculations. For our customers who choose not to process theirpayroll in Employee Central Payroll,

00:01:57 the use of APIs, which are application programming interfaces, can be configured tofacilitate the transfer of data to any external system.

00:02:10 As we've seen in various other modules across the SAP SuccessFactors suite, flexibility is

key to satisfying your business processes.00:02:20 Here we provided further details on how the Time Sheet feature can work for your

organization. The flexibility and extensibility that we saw with absence managementapplies to time sheets.

00:02:32 So two examples of this are the ability to add custom fields to the time sheet userinterface and have country-specific rules

00:02:41 that can be applied to overtime calculations and approval workflows. We will now viewEmployee Central Time Sheets from 2 perspectives:

00:02:50 First, we are going to see how an employee can complete their time sheet along with theautomatic application of the overtime calculation rules.

00:02:59 We will also see how the employee can allocate their hours, how time off is automaticallypopulated in the time sheet,

00:03:06 and how an employee can correct an already submitted and approved time sheet. Thenas an administrator, we will see how we can define

00:03:15 and control time sheet policies and calculations. So let's go ahead and move over to thedemo.

00:03:25 And in the demo I have logged in as Irvi. Irvi is an employee who completes time sheets.

00:03:32 And going over to my self-service area, I can very easily select Time Sheets from my listof items in my employee profile menu.

00:03:46 Now, what are the different ways that I can complete my time sheet? I can enter in myhours by simply clicking on the graph

00:03:56 which will automatically populate those hours. I can also click on the number of hours thatcome over from the work schedule



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00:04:04 to populate my time sheet. And I can go ahead and enter in the number of hours in thefield.

00:04:12 So let's go ahead as Irvi. And we are going to fill out this time sheet

00:04:18 for this week. And you'll notice, as I filled that out, my total number of hours are populating

00:04:30 and my overtime is automatically calculating as well. This time sheet is a great example ofa split overtime

00:04:38 with the first 2.5 hours in this policy are paid at straight time overtime and the remaininghours are paid at time and a half.

00:04:46 This is an example of the types of overtime calculation rules that you can configure withinthe Time Sheet part of Employee Central.

00:04:56 I can also, as an employee, allocate my hours. If I come down and select my allocating ofhours,

00:05:05 I notice my full ten hours for Friday the 4th but I may want to split that up. For example, Imay want to do 5 hours as Working Time

00:05:16 and allocated to a specific cost center. And then I put the next 5 hours as Training time

00:05:26 and again allocate that to a different cost center. This information, again, when you aretransferring the information to payroll,

00:05:36 this data flows into the payrolls, into the payroll solution. So from here, I have one pagethat I can view all the time entries.

00:05:47 I can view how my time has been calculated. I can save this as a draft.

00:05:51 Maybe I'm not done with it yet and I need to come back to it. In this case, I am going to goahead and submit that for approval.

00:05:58 I get a nice summary in here. I can go ahead and put a note to my manager

00:06:03 who is going to be approving it - and Submit. So here we've seen how the employee canvery quickly and very easily fill out their time sheet.

00:06:17 Now, another thing that Irvi is going to do is, we are going to go back a week. And we aregoing to see that Irvi was on vacation.

00:06:25 This is a great example of the integration between time off and time sheets. As soon astime off is booked in the system, it will automatically update your time sheet.

00:06:36 So there is no going back and forth between the two different parts of the system for theuser. It automatically comes together.

00:06:45 So I can see here that I was on vacation. That's automatically updated.

00:06:51 If I go back a little bit further, I have a time sheet that was submitted. But I can go aheadand make an amendment.

00:06:59 This is an example of you having a time sheet that has been submitted or approved. If Ineed to go back, I remembered something that I need to change,

00:07:08 for example, maybe I am going to change this from 10 hours - I didn't really work 10hours, I worked 9 hours that day.

00:07:16 And it's automatically going to update. And then I can Resubmit that for approval.

00:07:22 And this can go through the same workflow as our normal time sheet. So let's Resubmitthat through.

00:07:29 Again, same type of user experience. And if I go back another week, I see another timesheet.

00:07:39 But now, if I go back more than 3 weeks, I can view here that I can't make any changes tothis time sheet because it is more than 3 weeks old.

00:07:49 This is an example of the Time Recording Admissibility profile that we are going to seehow you configure as an administrator.

00:07:58 In here, Irvi has seen that she cannot make any changes to this. And this is often veryhelpful from a payroll perspective to have that cut-off point

00:08:07 when employees can no longer change their time sheets because of the implications thatcan have in payroll.



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00:08:16 So the next thing that we are going to look at is from an administrator perspective. We'lllook at time sheets

00:08:24 now that we are done with an employee perspective. And I am just going to switch out mylogon,

00:08:34 from Irvi over to my administrator. So we saw how this solution can apply the companypolicy

00:08:43 about of how far back in time the employee can go to correct or make amendments totheir time sheet.

00:08:50 Now I'd like to show you where this is configured. So I am going to do my little Googlesearch up here

00:09:03 and look for Manage Data. And what we are going to do is we are going to look for theobject

00:09:21 that is controlling the permissions on how far back an employee can go. And that's calledTime Recording Admissibility profile.

00:09:32 So I got there through Manage Data. I am going to bring up my profile that I already havecreated.

00:09:37 I can very easily create this profile in my Create New area. And you can have as manyprofiles as you need to have for your organization.

00:09:47 The profile is very simple. I have the number of weeks that I can go backwards as anemployee.

00:09:54 And I have a unique name. Alright? And are amendments allowed? Yes or no.

00:10:00 Once that profile is created, then it can very easily be assigned to the employee.

00:10:08 Let's take a look at where that exists at the employee level. So up here, I am going torecall Irvi.

00:10:19 And under Take Action, I just want to go to her Employment Information page.

00:10:28 And in the Job Information area is the time profile or time information.

00:10:36 And here is where we can see her Holiday Calendar, Work Schedule, Time Profile, whichis her time-off profile,

00:10:44 her Time Recording Profile, which controls her time sheet, and what we just looked at, theTime Recording Admissibility.

00:10:52 All of these different elements of time off and time sheets can be automatically populatedinto the employee's record

00:11:00 through your new hire, re-hire, mass change, job change processes. But if you need, asan HR payroll administrator,

00:11:09 if you need to make a change in there for a unique reason, for one employee, you can doit directly here.

00:11:16 And also if an employee is missing this information, this is where you can go to correct it.

00:11:25 We've seen from an administrator perspective where I can create that admissibility profileand where it's assigned at the employee level.

00:11:38 The next thing that we are going to take a look at is from a payroll integration perspective.

00:11:46 Let's talk a little bit about how the data flows over to payroll. And I am going to do a searchagain. We'll go back to manage data.

00:12:04 Because the type of object that I want to look up now is our data replication configuration. And I am going to bring up my current one that I have configured in the system.

00:12:20 If I want to make a change on that, I can absolutely do that with my Take Action. And thedata replication settings are part of the setup for the integration

00:12:31 from Time Sheets to Employee Central Payroll. The time calculated for each Time PayType



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00:12:38 in the Employee Central maps directly into EC Payroll. For SAP customers, those usingon-premise SAP Payroll

00:12:51 as well as EC Payroll, it goes directly to InfoType 2010. Now, when we are talking aboutreplication,

00:12:59 what's important to note here is the Earliest Selection Date. That Earliest Selection Date isvery important

00:13:05 because only time sheets with a booked date on or after this date are going to come overwith the replication.

00:13:12 So when you are configuring this, you want to make sure that that date is set far enoughback so that your time sheets that you want come over.

00:13:21 You can further filter the time sheets that are coming over with this replication by Country-,Company-, and Employee Class Assignment.

00:13:30 So this gives you more flexibility within this profile and defining the time sheets that aregoing to come from Employee Central over to Employee Central Payroll.

00:13:46 So this concludes Unit 2 on time sheets. In our next unit you will learn how to configureabsence management using Employee Central.

00:13:56 Thank you.



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Week 3 Unit 3

00:00:09 Hello and welcome to Week 3, Unit 3 of our openSAP course Run Simple HR withSuccessFactors Employee Central. My name is Debi Suslow and I am a Senior SolutionsConsultant with SAP SuccessFactors.

00:00:24 In Unit 1 of this week I showed you an overview of absence management. In this unit I willshow you how to configure absence management using Employee Central.

00:00:38 After completing this unit, you will be able to add a custom field to the time off request,create and add a country-specific workflow for request approvals,

00:00:49 and use the rules engine to see how entitlement rules can be configured and maintained.To add a custom field to the time off user interface,

00:01:02 the administrator will complete the listed steps and test by viewing a time off request. Thisis a great example of being able to easily apply

00:01:10 your specific business processes and requirements into the absence managementsolution. Very often approval processes can differ by company, location,

00:01:23 and other organization and employment criteria. So in this section we will create a newworkflow

00:01:30 and use the rules engine to create the process that evaluates different locations to apply

the correct approval to.00:01:38 This is a great example of how the solution can be flexible and configurable to administer

the entire global population.

00:01:51 Time off entitlement can be very complex to administer. Policies often differ by countryand other criteria,

00:01:58 and can be subject to change based on various factors. In the final unit for absencemanagement we will see where entitlement rules are applied.

00:02:07 We will examine a sample rule and we'll modify it. Before I show you the demo, let's takea look at a short video.

00:02:21 NTT DATA is a full-lifecycle, value-oriented IT professional services company. We haveabout 75,000 employees around the world.

00:02:30 We actually deliver services for about 80% of the fortune-100 companies. We've alreadydeployed Performance and Goals, Compensation and Variable Pay

00:02:39 in addition to Employees Central for the entire company. So, our catalyst for change atNTT DATA was really global expansion.

00:02:45 We acquired a number of different companies. And we will be bringing them togetherunder the NTT DATA umbrella.

00:02:51 In order for human capital to be successful, we really needed to start to unify ouroperations. And fundamentally that meant a single talent pool for our employee base.

00:03:01 One set of data, one understanding of their career, skills, capabilities, and futureaspirations. SuccessFactors and our navigator platform, which is our branded platform,became the key

00:03:12 to really bringing that together in a uniform operating model. One of our other major

drivers for change at NTT DATA was really a focus on employee engagement.

00:03:21 Whenever you bring together employees from multiple cultures, you have differences, andwe wanted to ensure that our employees were engaged.

00:03:28 I think studies show that companies where the majority of their employees are engagedhave over a 2x business return.

00:03:36 If you can get to that top quadrant of employee engagement, you can actually have over a5x business return and that translates to profitable dollars.

00:03:45 We not only deployed SuccessFactors for our 20.000 employees, we actually built anentire business around it.

00:03:50 NTT DATA has over 200 consultants that deliver system implementation ofSuccessFactors for companies around the world.



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00:03:57 Most of our deployments were done between 3 and 5 months to over 20.000 employees.That speed and flexibility was critical to us, because it helped us to not stop running thebusiness,

00:04:08 but to layer in functionality that was meaningful in a very fast pace. With that 21st centuryworkforce we really want the 21st century technology.

00:04:18 Everybody has a mobile device, and for us it was really important that we enable ourprofessional services team that is out in the field every single day servicing clients

00:04:27 to be able to access their employee information, for leaders to access promotionalinformation and do employee actions

00:04:35 while they are onsite servicing a client with minimal impact to their schedule. You hear alot HR departments that spent 90% of their time gathering data

00:04:43 and 10% of their time really responding to that data. This has been a game-changer forus.

00:04:48 We spend 10% of our time trying to find the data and can really spend 90% of our timepartnering with the business to transform the business.

00:05:01 Now let's take a look at how we configure absence management in Employee Central. I'velogged in as my administrator,

00:05:09 and the first thing that we are going to do is add a custom field to our time off request. So

in my action search,00:05:18 I'm going to search for my configured generic objects, my object definitions, and just like I

quickly did it before, I'm going to go get my Employee Time object.

00:05:37 So what you see is, it's simply the table that is behind the employee time off request. All ofthe fields and the rules are maintained here and you can easily configure that.

00:05:49 I'm going, from Take Action in the right-hand corner, I'm going to select Make Correction. And I'm going to scroll down through the fields that we already have -

00:05:58 Many of these are core fields and system generated fields - to my next blank field andtype in the field ID which will be documentation.

00:06:08 We want to create a field for attachments in the time off requests. So I'm going to goahead as far as the field type is concerned,

00:06:17 you select the attachment type. And then I'm going to go into the Details area to bring alittle bit more information about this.

00:06:24 And the first thing that I want to do is I want to give some Help Text to this. So that way,you can give some help to your end users, that is also translatable,

00:06:38 in case they are not sure what to do with the field. This field can also be made required ornot; for purposes today we'll keep it not required.

00:06:47 And I want to put a nice label with it. But I also want to make sure that this field is onlyvisible for when we have a sick leave request.

00:07:01 Now if I don't do this next step, you will see the field on every type of leave request. Buthere we want to filter it down to the sick leave.

00:07:10 So in the fieldId, I'm going to tell the system what field I want to filter on and then the valueof that field.

00:07:23 So in our case, in our use case here, it's going to be the sick leave or sickness which isthe type of leave. Go ahead and click Done.

00:07:35 And then of course we want to make sure we save our work. That's all there is to creatinga custom field,

00:07:49 but as always with any configuration you want to test that. So as the administrator, I'mgoing to come in to my own time off request

00:08:00 so I can very easily test my configuration. I'll create a sick leave request,

00:08:11 and you notice here, there is my new field or label, our help text, and the ability to uploaddocumentation, which by the way goes through workflow.

00:08:24 So we'll cancel that for now. We passed our test. So here we've looked at how we canvery easily create a custom field in the time off request,



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00:08:34 and filter it so that it only shows up on the types of time or types of leave that you want toapply it to.

00:08:44 The next thing that we are going to do is create a country-specific workflow rule. Thisprocess will show how we can create specific workflows

00:08:55 that are applied to people based on their location. So the first thing that I want to do is, Iwant to make sure

00:09:04 that we have appropriate workflows defined. And in a previous unit of this course youlearned how to create a workflow.

00:09:13 Here we're just going to check those workflows. I have one workflow for a sick time, a sickrequest for people in Mexico,

00:09:27 and I have another workflow for people that are not in Mexico. Let's open up the one inMexico, and you'll notice that here in Mexico,

00:09:36 instead of going to the manager first as we have in the sample in the other workflow fornon-Mexico, we have this going to employee's HR business partner, who in this case isNancy Nash.

00:09:49 So we know that the workflow is set up, we have validated that. The next thing that we aregoing to do is go ahead and create the rule.

00:10:00 So, I'll search for my Configure business rules, we'll create a new rule, and I'm going to

give it a unique ID.00:10:09 So, here we will say SickLeave_Workflow_MexicoandNon. Our Base Object is the table

that we are working from, so our Employee Time.

00:10:30 We'll give it a name to go with the ID. And we'll give it a Rule Type, which is Time Off.

00:10:46 I can also put a description here as well. It is nice best practice to put descriptions in foryour rule

00:10:53 about what the rule is doing, also where it's used so that when other people are utilizing orchanging these rules,

00:11:01 they have good information about it. The next thing what we are going to do is, we aregoing to tell the system what to do

00:11:07 when someone is in Mexico and creates a sick leave request versus when they are not in

Mexico. So we're going to define our If statement.00:11:15 And we are going to at first evaluate the Time Type. So, if our Time Type is equal to our

Value of sickness ...

00:11:24 And we also want to state another expression, so we add an expression and make it an AND.

00:11:34 You can see here you can do an OR or an AND operator. And now we're going to talkabout the user.

00:11:40 So we want to find out if, in his job information, is the location equal to Mexico. And you'llnotice, as this comes up, it shows the list of our locations.

00:12:00 I don't have to type anything in which makes, of course, creating the rule that much easier.So we are evaluating if it's a sick leave request and the location equals Mexico,

00:12:12 then what workflow are we going to apply. So we are going to use our indicator ofwfConfig, which is workflow configuration,

00:12:24 and again we'll have a list of workflows here. And I've got my sick leave request in Mexico,

00:12:31 so that fulfills the condition for my people in Mexico. But what about for everyone else?

00:12:38 We want to make sure they have the right approval process. So now I can add an Elsestatement.

00:12:43 I don't have to do an additional rule so it really saves me a lot of work. Now I can say weare going to set the workflow configuration value.

00:12:56 And instead of the in Mexico, we'll say non-Mexico for our workflow. Now, we've createdour rule.

00:13:12 We want to make sure we save it. And the next thing that we are going to do



12

00:13:18 is we are going to apply it to the right place and in the right time. So up here, I am going togo back to our object definition.

00:13:35 We'll go back to Employee Time, which again is our time off request.

00:13:49 And we are going to add the rule that we created by making a correction. There is ourcustom field that we created if you remember.

00:14:01 And we will come down to the Rules area. And in our saveRules we are going to add therule that we just configured.

00:14:11 Here we go. And you'll notice we've got some other rules here, I can add this to the end.

00:14:17 The saveRules happen when the employee saves the transaction. So these are the rulesthat you are triggering when you want it to take effect,

00:14:27 when the employee saves that request. I'm going to go ahead and save my work, andsave the object.

00:14:36 And now, as with any good configuration, we are going to test it and make sure this isbehaving the way we want it to.

00:14:44 So, as Emilye I am going to proxy now to one of the employee that is located in Mexico. And remember that, because he is in Mexico,

00:14:55 the workflow should be going to Nancy Nash, alright, as the first approver. So, in my timeoff, I'm going to do a time off request for a sick leave.

00:15:11 There is our custom field. And we can see that there it is awaiting approval by NancyNash.

00:15:21 So now we know that that's working. I'm going to come back here and get out of theproxy, go back to being the administrator.

00:15:31 So what we have seen here is how to create rules that will allow you to apply aconfigurable workflow

00:15:41 based on things like location, department, division any criteria associated with yourorganization and the employee.

00:15:52 The last thing that we're going to take a look at is updating the policy of sick leave that canbe taken with or without notifications.

00:16:02 Now, our use case is that we have current policy that raises an alert to HR, that when a

sick leave is greater than or equal to 2 days in a specific period of time,

00:16:16 HR is going to be notified. So, let's take a look at how we apply this.

00:16:23 The first place I'm going to go to is I'm going to go back to Manage Data area. And thistime I'm going to bring up my Time Type.

00:16:39 And the Time Type that we want to look at is that of Sick Leave. Now here I can seedifferent parts of the Time Type configuration.

00:16:53 I can see where we permit fractions for requesting unit in days as well as unit in hours.

00:16:59 This is where that is all configured. So lots of great things within the Time Type object

00:17:06 on how you can configure this to behave within your system. But what I want to do here is,I'm looking at my Take Rules.

00:17:15 The Take Rules are what we refer to as, excuse me, entitlement rules, I have anentitlement rule already created, our Max Days off Sick.

00:17:27 I'm going to open that up. I'm going to make a correction under Take Actions so that wecan examine this rule.

00:17:37 This is an example of where we look at a specific number of days of leave. We calculatethe number of days of leave,

00:17:45 and we decide on whether or not we are going to perform an alert and a specific workflow.So what is the system doing here?

00:17:55 Let's go ahead and edit this by clicking on the pencil. What we're doing is we're calling afunction.

00:18:01 This is one of the delivered functions in Time Off in Employee Central. We're calling theGet Absence Days for a specific period function.



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00:18:10 And when we call that function, the system prompts us to define the factors that it needsto evaluate. So we're saying if the User - who the user is, that is the end user -

00:18:22 the person making the request requests a specific time type, and we are associating thiswith a sickness request,

00:18:31 and to calculate it based on Today(), todays date, and go back Number of Months,-2. Sogo back 2 months from today's date

00:18:43 and tell us if the user has requested and taken more than or equal to 2 days during thattime frame. If that evaluates it's true, we have our Then statement.

00:18:59 So what's happening here? Here we can do that with a workflow.

00:19:03 We could set a specific workflow, in this case for raising a message. This is a greatexample of being able to alert the user on what is going on in the system.

00:19:14 Here we're doing a message which is where we are telling them they have takenexcessive of sick leave. The messages that you can raise are configurable and they aretranslatable as well.

00:19:24 Now that message can have different types of Severity. It could be an error, by where wedon't let them go forward and save that request.

00:19:32 Or in this case it's just a soft warning, or it can be an informational message. Now to makethat change all I'm going to do here is just change the value.

00:19:45 I don't have to change anything else within the policy or the rule. I'm just changing ourpolicy

00:19:56 to reflect that now we are letting it go to more than or equal to 3 days instead of 2. And I'mgoing to save my rule.

00:20:07 At this point, I'm going to just close my window. I don't have to make any other saves orchanges within my Time Type.

00:20:15 And that is automatically going to be applied. From here on out the new policy willautomatically be applied to the employees.

00:20:32 So this concludes our unit on configuring absence management. In the next unit you willlearn how to configure time sheets.

00:20:40 Thank you.



14

Week 3 Unit 4

00:00:10 Hello and welcome to Week 3, Unit 4 of our openSAP course Run Simple HR withSuccessFactors Employee Central. My name is Debi Suslow and I am a Senior SolutionsConsultant with SAP SuccessFactors.

00:00:25 In Unit 2 of this week I showed you an overview of time sheets. In this unit I will show youmore detail on how to configure the time sheets in Employee Central.

00:00:37 After completing this unit, you will be able to add a custom field to the Employee Centraltime sheet, describe how to configure a work schedule

00:00:46 and explain how a manager or administrator can submit time sheets on behalf of anemployee. Now in the same way that we were able to configure a custom field for our timeoff request,

00:01:01 we can do the same for the employee's time sheet. In this exercise we will add a customfield to the time entry user interface.

00:01:09 And we'll do this by going back to our generic object definitions and selecting theEmployee Time Sheet Entry object.

00:01:18 We'll take action like we did before, add the field and save. This is a great example, again,of the configurability in this solution

00:01:28 for when you want to track information that is specific for your organization on the timesheets.

00:01:39 Work schedules are used both on absence management and time sheets. Schedules canhave different models including those that start on the same day every week,

00:01:48 those that vary with starting days, and schedules that rotate. In this exercise, theadministrator will create a new work schedule and assign it to the employee.

00:01:59 We will use our Manage Data area in the administrator section to create the workschedule. And we'll also talk about how schedules can be automatically assigned to theemployees

00:02:10 through things such as new hires and rehire processes and job changes as well as masschanges. And there may be times when a manager or HR administrator needs tocomplete a time sheet on behalf of an employee.

00:02:27 In the last exercise, we will see how the administrator completes this process. The audittrail reflects the submission on the on-behalf-of action.

00:02:37 And we are going to role-based security to do this. So we'll look at the permissions thatyou attached to the role of the manager or the administrator

00:02:47 to enable them to do this. Now let's take a look at how we can configure time sheets usingEmployee Central.

00:03:01 I've logged in as the administrator and will look at adding that custom field to the timesheet interface.

00:03:11 So in my little action search here, I'm going to search for my Configure object definitions.We go get that object,

00:03:26 and the one that I'm looking for is the Time Sheet Entry, Employee Time Sheet Entry. This

is the object that has all the fields for the entry of the time sheet information.00:03:38 Just like we did before, we'll go to Take Action and make a correction, and we'll scroll

down, just like we did with time off, to the end of our field list.

00:03:49 The name of the field or the field identifier is going to be comment, leave it as a string. I'mgoing to open up the Details area.

00:03:57 So I can give in a nice label. Be sure to click Done.

00:04:06 And then we'll click Save. Now once that is done, we've added our field. Let's go aheadand test that.

00:04:15 So I'm going to go to my own time sheet so that I can take a look at it and make sure thatit is coming up where I would like it to be.

00:04:28 If I come to my Allocate Hours where I had my fields, there is my Comments field. So I

have successfully added a new custom field to my core time sheet.



15

00:04:41 And with this the employee can put in any comments that they wish to when they areallocation their hours in the Time Sheet entry.

00:04:55 Now the next thing we are going to do is we are going to create a new work schedule. Awork schedule defines the employee's working pattern.

00:05:04 It is assigned to an employee's job information, showing how many days per week theemployee is going to work.

00:05:11 Work schedules can be automatically assigned during the new hire process as well as joband employment changes, and mass changes.

00:05:23 We are going to get started here in our Manage Data. Now work schedules usually applyto groups of employees.

00:05:34 However, for example, an employee has an extraordinary schedule for which HR orpayroll does not want to create a general schedule.

00:05:43 You can create an individual work schedule applying only to that employee. And in thislesson we'll create a simple work schedule for four 10-hour days and two days off.

00:05:56 And then we'll go ahead and assign it to the employee. So as I've come into ManageData, I'm going to Create New,

00:06:06 and I'm going to select that Work Schedule. Now, you'll notice here in Country, I can goahead and select a country

00:06:15 if I want to make it specific for a country in the organization. For today's purposes we aregoing to leave it blank.

00:06:24 The Model that I'm using is going to be Simple for our purposes today, and the AverageHours Per Week, per Year -

00:06:31 this field is used in the calculation of time off for automatic payment. We are going toleave those blank here today as well.

00:06:45 Now we go ahead and populate the schedule. So for my Day 1, that would be considereda day off,

00:06:55 and you'll notice that when I create my hours and minutes, I have to put in hours andminutes and will automatically calculate the Planned Hours.

00:07:05 My second day will be my 10 hours, and so on. And here comes our fifth day.

00:07:33 And then we have our time off. Right, so now we've got our schedule.

00:07:48 Looking here, in the externalCode is where we're going to create an external code, anindicator of this work schedule. So we'll call it 410HourDays.

00:07:59 And then we can also create a user-friendly name. And then we will have a starting date.

00:08:09 Now the starting date is important to note because this is not the start date of theemployee when they start work.

00:08:18 It's the starting date of the schedule. We'll go ahead and save that.

00:08:28 And the information that I'm getting here is telling me that the external code really shouldnot be more than 10 characters.

00:08:36 That's a little warning in the message. I'm going to cancel here.

00:08:46 We save that again. We go ahead and save that.

00:09:00 Right. So now we have our schedule created. At this point, let's look at how we attach thatschedule if we want to do a one-off to an employee.

00:09:11 So I'm going to go ahead and recall Annabelle. And we'll come down to her JobInformation, her Employment Information.

00:09:34 And in her Job Information, I'm going to click on History because I want to make an edit toher records so that we can attach this schedule.

00:09:47 I'm going to come in to her Time Information. Remember before, this is where we sawthings like her Time Profile,

00:09:55 her Time Recording Profile, the Time Recording Admissibility Profile. I'm going to go to theWork Schedule. There is the schedule we just created, our 4 10 Hour Days.

00:10:08 And I'm going to go ahead and save it. You'll notice I have my old value here.



16

00:10:12 So there will be an audit trail updated that I changed that schedule and when I did it. Andwe save the record.

00:10:29 Alright. So we've seen how we can create a simple work schedule, where it is assigned tothe employee.

00:10:40 At this time we'll now look at how you can submit time sheets on behalf of the employee. And to do that we'll start off with role-based security.

00:10:53 Let's go to Manage Permission Roles. And in Manage Permission Roles is where you cango ahead and assign the ability,

00:11:03 in this case we'll do it for the system administrator. And you can do this for any rolewhether it be a manager or a system administrator, someone in HR -

00:11:11 whoever needs the ability to do time sheets on an employee's behalf. I'm going to goahead and click on Permission...

00:11:29 And then we'll go to Employee Views. And you'll notice here under Time Sheet I have thebox checked.

00:11:43 If I clicked on Time Off here, I could also do Time Off, manage Time Off on behalf on thisemployee. Time Sheet is the box that we want checked for enabling the administrator orthe HR person

00:11:57 to be able to submit on that employee's own behalf. We'll just go ahead and click Done.

That's all set. And Cancel.00:12:07 Now by assigning the time sheet maintenance view permission to managers and HR

administrators, you've effectively enabled time recording on behalf of those two roles.

00:12:17 These permissions will grant the authorized managers and administrators to take thesame actions in the time sheet as the target employees need in their respective roles.

00:12:30 Let's take a look at what that looks like. And we will go ahead and select Wendy.

00:12:45 And let's say Wendy was not able to submit her Time Sheet, and we are going to do thatfor her.

00:12:59 So we go are going ahead and complete it for the week. Submit it.

00:13:11 And once I submit that time sheet, the approver, her manager in this case, will see on thattime sheet that is has been done by the administrator,

00:13:21 when it was done by the administrators, so there is a complete audit trail associated withthat.

00:13:29 So this concludes our unit on configuring time sheets. We covered custom fields, timesheet submission on behalf of others and work schedules.

00:13:43 In the next unit, our last unit of the course, I would provide you with a recap of what youhave learned in these past 3 weeks about SuccessFactors Employee Central.

00:13:53 Thank you.



17

Week 3 Unit 5

00:00:10 Hello and welcome to the last unit for our openSAP course Run Simple HR withSuccessFactors Employee Central. My name is Debi Suslow and I am a Senior SolutionsConsultant with SAP SuccessFactors.

00:00:26 With the completion of this course you have learned to describe the different processesfor employee and manager updates in self-service in Employee Central.

00:00:37 You can explain and configure HR administration workflow processes, doing things suchas adding a custom field and working with the organizational charts.

00:00:48 You can identify the major components and processes of Employee Central Payroll. Youcan describe and explain and access the standard reports in Employee Central.

00:01:00 You can discuss and describe the Employee Central global benefits framework and beable to update a benefit eligibility rule when the need arises.

00:01:11 You can accurately describe the time off request and approval steps for employees andmanagers in using their mobile devices.

00:01:20 You can identify where to configure features in absence management, such as doing acustom field to feature business processes.

00:01:29 And you can explain how time sheets are processed and how to configure a work

schedule for a group of employees or a specific employee.00:01:37 Now let's summarize these items in more detail. We have learned that self-service in

Employee Central is a very straight-forward process

00:01:47 with the added benefit of the flexibility to adhere to your specific business rules. Thisflexibility serves to further simplify the end user experience and increase data quality.

00:01:59 Users have access to self-service transactions from wherever they are in the system. Thisincludes a simple Google-like search, the organization charts and the employee's profilemenu.

00:02:11 The mobile application is an action-based platform enabling self-service and access tothose quick tasks which users can perform anywhere at any time.

00:02:21 Org chart visibility, approving requests and managing time off are examples of theEmployee Central mobile experience.

00:02:32 We can describe how Employee Central includes a library of standard reports coveringcompensation, employment, global compliance, positions and more.

00:02:42 Each report can be easily exported to Excel, Word, and PowerPoint formats. Using theOnline Report Designer tool,

00:02:49 standard reports can be easily modified, saved and accessed by those with appropriatepermissions.

00:02:56 New queries, charts and dashboards can be created to visualize workforce trends, andthese charts can be made available in both, the browser and the mobile application.

00:03:10 And when it comes to paying your employees, we can describe how Employee CentralPayroll

00:03:15 delivers a mature, highly flexible, global payroll processing solution. Using the Payroll

Control Center, your administrators have a real-time view to processing activity

00:03:26 with automation of the end-to-end process. Payroll errors and auditing capabilities arepresented in a clean, easy-to-use interface

00:03:35 that allows for root cause analysis and correction. Choice is a key factor with the decisionon where and how to process your payroll.

00:03:44 Employee Central customers can use third parties such as ADP, Ceridian and others fortheir payroll processing, tax filing, check printing and garnishment services across theirglobal landscape.

00:03:58 Integration to third-party solutions is available through SAP's standard pre-built interfaces.We can discuss how the Employee Central global benefits framework is the platform



18

00:04:12 on which companies can standardize their benefit plans and programs to give employeesand administrators a universal experience.

00:04:20 Within the framework, your administrators can easily create and roll out country-compliantbenefit plans. Employees have one central place from which to access all of their benefits.

00:04:31 They can request reimbursement, view claim history and enroll all from one page.Through the mobile experience, employees can submit a claim

00:04:41 and view helpful benefit contact information. Using the framework, your administratorshave one central solution

00:04:48 from which to manage benefits, eligibility and entitlement. Creating a new benefit is easy -a step-by-step process that allows for flexibility and extensibility.

00:05:00 Administrators can tailor benefits to your country-specific requirements. Self-service foremployees is enhanced by the ability for the administrators

00:05:10 to attach documentation, helpful links and other materials to the benefit plan. Using thedelivered benefit reports,

00:05:18 administrators can report on total global benefit utilization and cost analysis from onecentral source.

00:05:27 Speaking of benefits - one of our most important benefits is time off. In this unit, we

learned how employees can request their time off from anywhere using their mobiledevice.

00:05:38 They can see who else on the team is going to be off during that time to facilitate betterplanning. The request experience guides the employee through the process

00:05:48 and automates notification to others. The approval process is easily configurable to beresponsive to specific business needs.

00:05:56 Your managers can approve the request for leave as easily as the employees requested itand with the same visibility to the team's schedules.

00:06:04 If companies need to track additional information on the leave request, new fields cansimply be added and made specific to a type of leave.

00:06:13 This further extends the usability of the solution. So after time off, we addressed

Employee Central time sheets.00:06:21 You can now identify how time sheets are completed and submitted. Time calculations

are real-time and visible to the employee as time is entered.

00:06:31 And as with time off, the approval process is configurable. After time is approved, the dataflows directly to Employee Central Payroll

00:06:40 and can be integrated to third-party payroll systems. Employee Central enables theadministrator to create work schedules

00:06:50 based on days, hours and flexible rotation. Over the last 3 weeks, you have experiencedour full Core HR solution

00:07:01 that includes employee and manager transactions supported through our EmployeeCentral, Global Benefits and Payroll and Time Management solutions

00:07:10 You should also have confidence that we can manage regulatory compliance for 70+countries and payroll for 30 countries.

00:07:18 All of these solution areas give you the organizational structure management, auditing,workflow and analytics you need within a configurable platform

00:07:28 to manage business processes your way. And all of this is provided within aninfrastructure

00:07:35 that allows you and your employees to access information around the globe anytime andanywhere. SAP's OneSupport means you have access to customer support 24 hours aday, 7 days a week

00:07:48 in a secure, integrated, scalable environment with disaster recovery services you expectfrom the leading software vendor in the cloud - SAP.

00:08:01 So speaking of where to start the cloud journey, SAP Best Practices for SuccessFactors

Solutions contain tested and proven best practices



19

00:08:10 for understanding and implementing these solutions. SAP Best Practices providecomprehensive configuration information

00:08:19 about the most relevant and core business scenarios, which is delivered as technical pre-configuration on the cloud tenant.

00:08:28 Additionally, configuration content for technical deployments ranging from pure cloud tocomplex hybrid scenarios

00:08:36 that involve integration with SAP and third-party applications, is also covered asknowledge assets.

00:08:43 These SAP Best Practices are delivered in a preconfigured cloud tenant in the form ofSAP SuccessFactors rapid deployment solutions.

00:08:53 So, what is the benefit to SuccessFactors rapid deployment solutions or RDS? Thesolutions can help you get started quickly with the core SuccessFactors modules

00:09:04 and their most relevant business scenarios. As a customer, these SAP Best Practicesallow you to quickly gain speed, efficiency and expertise

00:09:15 to work with SuccessFactors cloud solutions. You can now learn more about realizingpredictable value from Employee Central,

00:09:23 Employee Central Payroll for US and SAP Payroll solution deployment by leveraging thecorresponding best practices listed in the links here.

00:09:34 Follow the link shown for more details on how to get started. In the class, we havecovered different types of configuration.

00:09:45 If you are a customer and looking for additional materials, these links will take you to theSAP Help Portal for Employee Central.

00:09:55 Here you can access guides and videos that cover the user experience, administration,integration and implementation. These are updated with each quarterly release.

00:10:06 So what's coming in the future? In the customer community, where a user account isrequired, you can access the roadmap

00:10:14 to learn great information on what features are being planned for each SuccessFactorsproduct. To assist you with keeping up with new features in each release,

00:10:25 you can join product webinars to hear about planned product enhancements and review

quarterly enhancement documentation.00:10:33 This is also available in the customer community, and again, where an account is required

for access. This concludes our course Run Simple HR with SuccessFactors EmployeeCentral.

00:10:48 Again, my name is Debi Suslow, and on behalf of my colleagues and the other instructors,Steve Babcock and Tim Wassink,

00:10:55 I'd like to wish you all good luck with the final exam. And I look forward to seeing you inthe openSAP discussion forum.

00:11:02 Thank you.



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