Succession: Implementation and Administration

PUBLICDocument Version: 2H 2021 – 2021-12-09

Succession: Implementation and Administration

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1 Succession Planning with SAP SuccessFactors Succession Planning. . . . . . . . . . . . . . . . . . . . . . . . 9

2 Choosing Your Succession Nomination Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112.1 Position-Based Nomination Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Options for Importing or Syncing Position Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Metadata Framework (MDF) Position-Based Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Legacy Position-Based Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Migration from Legacy to MDF Position Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

2.2 Role-Person Nomination Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Saving Successor Information when Switching from Role-Person to Position-Based Nomination Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

3 Basic Provisioning for Succession. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

4 People Profile and the Succession Data Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644.1 Configuring the Current Nominations and Successors Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644.2 Viewing Nomination History for a Nominee in People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

5 Configuring Your Nomination Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .685.1 Importing Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 685.2 Configuring the Readiness Rating Scale via the Admin Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 705.3 Enabling Users to Nominate External Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715.4 Enabling Successor Ranking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735.5 Enabling Successor Nomination Approvals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Enabling Pending Approval Emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Configuring the Succession Email Approver Notification Template. . . . . . . . . . . . . . . . . . . . . . . . . . 76

5.6 Hiding Nomination History Prior to a Certain Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 775.7 Enabling Automatic Removal of Succession Nomination for Incumbents. . . . . . . . . . . . . . . . . . . . . . . . 785.8 Configuring Key Position Indicator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Configuring Key Position Indicator for MDF Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Configuring Key Position Indicator for Legacy Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

5.9 Enabling Suggested Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .875.10 Excluding Nominees from Seeing Themselves Within a Succession Plan. . . . . . . . . . . . . . . . . . . . . . . . 895.11 Hiding Contingent Workers in the Succession Org Chart and Position Tile View. . . . . . . . . . . . . . . . . . . .90

6 Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 916.1 Enabling Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 926.2 Configuring the Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Rating Field Configuration in the Succession Data Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

2 PUBLICSuccession: Implementation and Administration

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Configuring the Data Model to Store Matrix Grid Placement History. . . . . . . . . . . . . . . . . . . . . . . . . 95Matrix Grid XML Settings Explained. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96Matrix Classifier: XML Configuration for Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Enabling Fields as Matrix Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Supported and Unsupported Fields for Matrix Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Showing Matrix Rating Label in People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

6.3 Building Your Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Defining Levels and Labels for Matrix Grid Rating Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105Defining the X- and Y-Axes for Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106Selecting Icons for Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Configuring Retirement Eligibility Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117Understanding Matrix Grid Placement History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118Adding Matrix Grid Placements in the Mini 9-Box of Overview Block. . . . . . . . . . . . . . . . . . . . . . . . .121

6.4 Using the Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122Filtering Data in Matrix Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124Matrix Report Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126Printing and Exporting Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

7 Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1287.1 Enabling Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1297.2 Granting Access to the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1307.3 Configuring the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Import the Necessary Picklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131Configuring the Succession Org Chart XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Showing Photos in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Showing Position Titles in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Hiding Total Team Size in Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Showing Custom Managers in Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156Enabling Users to Assign Learning Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

7.4 Using Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Searching and Navigating the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Choosing Display Options in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Highlighting Key Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .160Hiding a Position in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162Adding Legacy Positions from Succession Org Chart v12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

8 Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1648.1 Enabling Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1648.2 Accessing Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1658.3 Lineage Chart Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1668.4 Lineage Chart Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1668.5 Changing the Label of Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Succession: Implementation and AdministrationContent PUBLIC 3

9 Nominating Successors to Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1689.1 Editing or Reviewing Successor Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1699.2 Comparing Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1709.3 Showing Role Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1709.4 Adding New External Candidates as Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Creating a Job Requisition for a Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1729.5 Viewing the Nomination History for a Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1729.6 Showing the Succession Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1739.7 Changing the Key Position Attribute. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

10 Editing or Deleting MDF Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17610.1 Position Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176

11 Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17811.1 Granting Role-Based Permissions to Manage Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17911.2 Granting Legacy Permissions to Manage Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17911.3 Granting Permission to View Employee Data on the Talent Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18011.4 Designing the Talent Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Configuring the Talent Card Overview Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Configuring the Talent Card Extended Information Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182Configuring the Talent Card Background Sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

11.5 Prerequisites for Enabling Navigation Links on Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18311.6 Editing Information on Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18511.7 Viewing Nomination History for a Nominee on Succession Talent Card . . . . . . . . . . . . . . . . . . . . . . . . 185

12 Talent Pools (MDF). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18812.1 Metadata Framework: What is it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18912.2 Enabling MDF Talent Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19012.3 Defining the MDF Talent Pool Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19112.4 Permissions for Talent Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192

Assign Administrator Permissions for the Metadata Framework. . . . . . . . . . . . . . . . . . . . . . . . . . . 193Setting Object Level Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194Defining Talent Pool Target Population. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195Managing Talent Pool Nomination Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197Viewing Talent Pool Nominations in People Profile and Talent Card Without Having the Talent Pool Object Level Permission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

12.5 Creating and Managing Talent Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19912.6 Configuring Talent Pool Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20012.7 Customizing Talent Pool Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20112.8 Managing Talent Pool Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Adding Incumbents or Successors to an MDF Talent Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Approving or Rejecting Talent Pool Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

12.9 Associating Talent Pools with Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205


Content

Associating Pools with Roles – Legacy Families and Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Associating Pools with Roles – Job Profile Builder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206

12.10 Importing Data for Use with MDF Talent Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206

13 Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20813.1 Enabling Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Keyword Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20913.2 Configuring Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .211

Granting Access to Talent Search Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Managing Talent Search Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Controlling Talent Search with Role-Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213Defining Default Search Fields for All Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Adding Hyperlinks in Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

13.3 Using Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218Basic Information in Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219Advanced Information in Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Searching by MDF Talent Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Searching by Ratings and Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

13.4 Leveraging Talent Search Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Adding Employees to an MDF Talent Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Exporting Search Results to a Spreadsheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226Nominating Employees to a Succession Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

14 Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22814.1 Enabling Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22914.2 Configuring Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

Permissions for Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230Configuring Filter Options for Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231Enabling Printing for Position Tiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233

14.3 Using the Position Tile View to Manage Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234Adding a Position from the Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234Filtering Positions in Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234Printing from the Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

15 Role-Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23615.1 Granting Permissions for Succession Planning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

16 Succession Planning Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23816.1 Succession Planning Reporting Schemas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23816.2 Reports and Dashboards for MDF Position-Based Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24216.3 Enabling Field-Level Permissions in Ad-Hoc Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

17 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Succession: Implementation and AdministrationContent PUBLIC 5

17.1 Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24517.2 Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245


Content

Change History

Learn about changes to the documentation for Succession Planning in recent releases.

2H 2021

Type of Change Description More Info

Changed Removed the information about the legacy scorecard.

Custom Rating Distributions Using Custom Weights [page 112]

Showing Matrix Rating Label in People Profile [page 104]

Matrix Grid Placement History FAQs [page 120]

Added Added the following note to this topic:

NoteTalent Search pulls ratings from ongoing Calibration sessions. Therefore, even if you don't want to use in-progress ratings anywhere, they show in your Talent Search results.

Using Talent Search [page 218]

1H 2021


New Users with the proper permission can now view any nomination information change (including note changes) for a nominee in the Nominations section of a talent card and the Current Nominations block of People Profile.

Viewing Nomination History for a Nominee on Succession Talent Card [page 185]

Viewing Nomination History for a Nominee in People Profile [page 66]

New Users with the proper permission can now view the previous and current notes in the Nomination History of a position card.

Viewing the Nomination History for a Position [page 172]

Succession: Implementation and AdministrationChange History PUBLIC 7


Changed The option Hide pending nominations on the scorecard blocks from all users is renamed Hide pending nominations in the Current Nominations and Successors blocks and Nominations section from all users and also applies to Talent Pool nominations.

Configuring the Current Nominations and Successors Blocks [page 64]

Changed Removed the information about the legacy form-based nomination.

Basic Provisioning for Succession [page 63]

Granting Access to the Succession Org Chart [page 130]

Changed The usability setting Remember user's view, display options and 9-box results in Succession is renamed Remember user's view in Succession and only applies to the user's last viewed page and tab.

Searching and Navigating the Succession Org Chart [page 158]

Changed If you export a search result in Talent Search that contains more than 20 records, the exported file is now moved to

the View Schedules My Jobs tab.

Exporting Search Results to a Spreadsheet [page 226]

Added Added the following note in the Results:

NoteThe exported spreadsheet file supports Microsoft Excel version 2003 or earlier where the maximum number of columns supported is 256. Therefore, the spreadsheet can have up to 256 columns.

Exporting Search Results to a Spreadsheet [page 226]

Added Added the information about the True Position Hierarchy option and the Position management: Sync Position Model with Employee Data tool.

Provisioning Settings for MDF Position Nominations [page 17]

MDF Position Sync [page 37]

Added Added the information about the value setting of the bench strength using Picklist Center.

Configuring Bench Strength [page 140]


Change History

1 Succession Planning with SAP SuccessFactors Succession Planning

Learn about how SAP SuccessFactors Succession Planning can help you maximize the benefits of your succession planning processes.

For organizations to excel in today’s highly competitive global marketplace, succession management is imperative. In fact, organizations that build up intellectual capital by continuously cultivating the next generation of employees can experience a distinct business advantage. A comprehensive succession management process can increase employee engagement and retention, which facilitates organizational growth. Your organization’s corporate health depends on the effectiveness, breadth, and depth of your succession efforts.

SAP SuccessFactors Succession Planning helps HR professionals identify and develop the talent needed to improve organizational strength and achieve today’s business goals, while providing visibility and planning for future growth. Succession Planning helps you increase employee engagement, foster professional growth and development, and maximize career opportunities for top talent, making your company the employer of choice. You can better align your workforce to the critical needs of the business by using the complete SAP SuccessFactors skills and competency libraries.

Further business benefits of an integrated succession planning solution:

● Share key talent company-wide● Tie development plans and opportunities to succession and talent gaps● Include leaders in, and hold them accountable for, developing successors● Identify and group talent pipelines for filling position

1.1 Succession Planning: Some Common Practices

Learn about a common process flow for succession planning and how the features of SAP SuccessFactors Succession Planning support that practice.

In an integrated succession planning process, succession planners can leverage existing talent information to suit their specific needs as they search for the best talent.

The following process flow is common among many organizations.

1. Performance and potential ratings from calibration sessions, manager assessments of risk and impact of loss, skills and competencies, employment history, and so on, are used to find the ideal candidates for the succession plans of key positions.Line managers are responsible for identifying employees in their teams with potential to grow and move forward in the organization. Once they assess the potential, they set the relevant talent flags for their employees like future leader, risk of loss, and impact of loss. Managers can then nominate employees to be included in talent pools or considered as a successor for a key position.

2. Succession nominations are then discussed and confirmed in a talent review meeting.3. Line managers review the succession plans for key positions in their area of responsibility to help secure the

continuity and success of their organization.

Succession: Implementation and AdministrationSuccession Planning with SAP SuccessFactors Succession Planning PUBLIC 9

Depending on the level in the organization, line managers might be supported by their HR business partner (HRBP) or other internal organizations in finding the right succession candidates.

4. Users can review existing succession plans and impacts of successor moves via the Succession Org Chart, Position Tile listing, and Lineage Chart. Succession plans can also be edited in these views on an ongoing basis or during talent review meetings.

5. When looking into succession plans, users can look up real-time employee information, compare potential successors side-by-side, or export data for offline discussions.

6. Users gain transparency into available high performing talent using Talent Search, Talent Pools, and the Matrix Grid Reports, which show the current distribution of, for example, performance and potential.A rich set of reports and analytics dashboards help users at all levels – like line managers, succession planners, and HRBPs – understand the reliability of their succession plans, ensure proper bench strength, and identify talent gaps.

7. Once talent gaps have been identified, development actions can be triggered using other products like SAP SuccessFactors Learning and SAP SuccessFactors Succession & Development, including Mentoring. Alternatively, if no adequate successor can be identified internally, you can trigger a requisition request inSAP SuccessFactors Recruiting.

For more information on SAP Best Practices, see the SAP SuccessFactors Process Library on the SAP Help Portal.


Succession Planning with SAP SuccessFactors Succession Planning

https://help.sap.com/http.svc/rc/02df952491b4493da31078a0bcbf020d/latest/en-US/SSPL_SuccessionDevelopment_LeadingPractices_v2018Q1.pdf

2 Choosing Your Succession Nomination Method

The goal of succession nominations is to create succession plans, made up of one or more successors, which you can view in places like the succession org chart, position tiles, and the succession block of People Profile.

Succession Planning Tools

● Succession Org ChartFrom the Succession Org Chart, you can manage succession plans from the perspective of your organization. Users can navigate through the position hierarchy and look up succession plans for each of the key positions belonging to the reporting line they selected. The position card, which expands from the org chart node, shows the full details of the succession plan.

● Position Tile ViewUsing the Position Tile view, you can manage the succession plans for discrete positions that are not necessarily connected by a position hierarchy, but that share the same set of attributes. The position card, which expands from the position tile, shows the full details of the succession plan.

● Succession Block in the People ProfileUse the Succession block when you want to manage succession for one specific position. This approach is particularly helpful for managers who just want to look at their team and use the People Profile for each employee. The People Profile also allows line managers to nominate their employees as potential successors for certain other positions using the Nomination block.The same is true for blocks in People Profile.

● MDF Talent PoolsTalent pools enable faster planning for mid-tier positions that don't require named succession plans. For example, all Sales Director & similar positions can draw from a single pool of nominees. You can also link MDF Talent Pools to roles. How you set that up depends on whether you are using the legacy families and roles or Job Profile Builder.

Nomination Methods

There are 3 principal nomination methods to choose from when configuring your solution for succession planning: role-person, legacy succession positions, and Metadata Framework (MDF) positions. Additionally, you can choose to include Metadata Framework talent pool-based nominations.

Role-Person Position (also known as legacy position)

MDF Position

Succession: Implementation and AdministrationChoosing Your Succession Nomination Method PUBLIC 11

How does it work? The role-person nomination method, sometimes referred to as incumbent-based, is typically used for simple replacement planning.

Successors are nominated to a role + unique person combination. In other words, a job code + user ID.

Successors are nominated to positions.

You can import or generate a separate position hierarchy that you use just for succession planning purposes.

Successors are nominated to the positions, which are Generic Objects in the Metadata Framework.

You can manage MDF positions directly within SAP SuccessFactors Employee Central Position Management, or, if you're not usingEmployee Central Position Management, you can import or generate a separate position hierarchy just for succession planning purposes.

Requirements ● People Profile● Roles and job co

des are defined

● People Profile● You need to create

and maintain your position model in Succession Planning.

● People Profile● Metadata Frame

work● Role-Based Per

missions● If you're not using

Employee Central Position Management, then you need to create and maintain your position model in Succession Planning.

Benefits ● Simple for admins to maintain

● Supports succession planning focused on the person (incumbent)

● Supports succession planning for vacant positions

● Can add to be hired (TBH) positions in the org chart

● Succession plans remain in place through incumbent & job code changes

Same benefits as legacy position-based nominations, plus:

● Expanded position definition options allow for custom fields on positions

● Effective dating of positions captures historical record as positions change


Choosing Your Succession Nomination Method

Things to know ● Succession plans move with the incumbent

● If incumbent job codes change or they leave the organization, the associated succession plans are dropped. They can be restored with the transfer import function.

● Org chart is driven by incumbents

● Succession plans are linked to the position, regardless of incumbent or if it's vacant

● The position model must be maintained via a system sync or import

● Org chart driven by positions

● Does not require SAP SuccessFactors Employee Central license

● Does require an MDF Generic Object implementation.

● RBP permissions required

● If you use position management of Employee Central to manage your positions, do not maintain incumbent information in the Incumbent field of MDF positions. In this scenario, the source of incumbent data used in Succession Planning is Job Information block in Employee Central.

Links to Related SAP SuccessFactors Guides

Implementing Metadata Framework (MDF)

Role-Based Permissions


https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/PRODUCTION/en-US

https://help.sap.com/viewer/cdd844b5f0744d238284e937deb73f39/PRODUCTION/en-US

2.1 Position-Based Nomination Methods

Choose which position-based nomination method is best for your organization.

Options for Importing or Syncing Position Data [page 14]If you're not managing your positions through SAP SuccessFactors Employee Central, you need to determine which method to use for importing or syncing your position data for use in SAP SuccessFactors Succession Planning.

Metadata Framework (MDF) Position-Based Nominations [page 16]MDF positions are generic objects built with the Metadata Framework that can be used for succession planning with or without SAP SuccessFactors Employee Central.

Legacy Position-Based Nominations [page 45]Legacy position-based nominations offer a basic position model for use in Succession Planning only.

Migration from Legacy to MDF Position Model [page 57]An automated migration tool is available in Provisioning for customers to migrate easily from legacy to MDF Position model.

2.1.1 Options for Importing or Syncing Position Data

If you're not managing your positions through SAP SuccessFactors Employee Central, you need to determine which method to use for importing or syncing your position data for use in SAP SuccessFactors Succession Planning.

You basically have two ways to get your position data into Succession Planning, either through import or via sync. Which import or sync tool you should use depends on whether you plan to use Metadata Framework (MDF) Positions or legacy positions.



RecommendationPick one and only one of these methods for managing the position hierarchy. Combining imports with sync operations can result in duplicating position data or overwriting good data with bad.

If you manage your positions in an external HRIS, you can set up a recurring process to import your position data using either the MDF or legacy import tools, depending on which nomination method you use. If you don't actively manage positions, you can use either the MDF position sync or legacy position sync tool, again, depending on your nomination method, to maintain your positions based on employee data in your HRIS.

Import Options

● MDF ImportRecommended MethodYou can import any MDF object, including custom fields and effective-dated versions of the records (either past dated or future dated) using the Import Data tool.Employee Central customers wishing to seed or update position data must use this option.

● Legacy Position ImportUse the Import Positions tool to import position data if you use the legacy position nomination method.

Sync Options

RecommendationThe most effective way to manage positions is through a recurring import process or by using SAP SuccessFactors Employee Central position management. If you use a sync option, you should also build a process around manually managing the data as the sync result is just an approximation of your position model, based on your employee data.

● MDF Position SyncIf you don't manage position data in an external HRIS system, you can still take advantage of the MDF Position-based nomination method by creating and updating a position model that reflects your employee hierarchy using the Position management: Sync Position Model with Employee Data tool in the Admin Center.

● Legacy Position SyncThe Position management: Sync Position Model with Employee Data tool in the Admin Center allows you to create and update positions based on your employee data when you use the legacy position-based nomination method.


2.1.2 Metadata Framework (MDF) Position-Based Nominations

MDF positions are generic objects built with the Metadata Framework that can be used for succession planning with or without SAP SuccessFactors Employee Central.

When you want to use position-based nominations for you succession planning, MDF positions provide you with all the flexibility and benefits of the Metadata Framework and can be used with or without SAP SuccessFactors Employee Central.

RecommendationIf you're using Employee Central to manage your positions, then you should only use MDF position-based nominations. In this situation, the same position object is shared between Employee Central and Succession Planning.

For more information, see Employee Central Position Management.

Like all generic objects, MDF positions can have custom fields and support effective dating--the capture and tracking of past and future changes to position records.

NoteThe Succession Org Chart only reflects the current state of position data. So while the MDF position object handles effective dating, the Succession Org Chart only displays the data accurate for the current date and time.

Requirements

● MDF with Generic ObjectsImplementing Metadata Framework (MDF)

● Role-Based PermissionsRole-Based Permissions

When to Use the MDF Position-Based Nomination Method

If any of the following statements describe your situation, then MDF position-based nominations are recommended.

● You use SAP SuccessFactors Employee Central with position managementAdditional features supported include multiple incumbents per position, the position organization chart, and workflow for position changes.

● You are using Role-Based Permissions (RBP)Permissions can be applied to the position objects directly—eliminating the need for a placeholder user record behind the position record.

● You manage positions in an external HRIS● You need multiple custom fields for your position data



https://help.sap.com/viewer/cf23ba26985f4d4a8df3a34b7392847d/latest/en-US

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US

https://help.sap.com/viewer/cdd844b5f0744d238284e937deb73f39/latest/en-US

● You want effective-dated position data● You want to handle vacant positions without the need to create to be hired (TBH) positions● You want to search by position title● You want to use the Position Tile View● You want to enable succession planners to edit positions directly from the Succession Org Chart or Position Tile

View (using role-based permissions)

Configuration Considerations

Implementing the MDF position-based nomination method requires some additional steps beyond the baseline Succession Planning configuration:

1. Enable Generic Objects, part of the Metadata Framework.2. Define the position generic object, including label translations as needed.3. Define (or import) Generic Object picklists and set up related data for the necessary fields in your MDF position

object.4. Configure permissions to apply to the desired employee fields and permissions, including RBP target

permissions for positions.5. Select which position fields to present in the position information block for People Profile, if any.6. Build ad hoc reports to use the “Succession planning with EC position” or the “Succession planning without EC

position” family of report builder views.

2.1.2.1 Provisioning Settings for MDF Position Nominations

Set your succession nomination method in Provisioning to use Metadata Framework (MDF) Positions.

Prerequisites

● Role-Based Permissions are enabledFor more information, see Role-Based Permissions.

● MDF Generic Objects are enabledFor more information, see Implementing Metadata Framework (MDF)

Context

CautionIf you're currently using the role-person nomination method, your existing succession plans will be lost once you change to a position-based nomination method for your instance. Use the ad-hoc report builder to export your existing nominations then import the successors once you've created your position model.


https://help.sap.com/viewer/cdd844b5f0744d238284e937deb73f39/latest/en-US

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US

If you're currently using the legacy position-based nomination method, contact Product Support to migrate your existing nomination and position data to MDF.

RememberAs a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your implementation partner. If you're no longer working with an implementation partner, contact Product Support.

Procedure

1. In Provisioning, go to Company Settings.2. Select True Position Hierarchy.

This option directs the system to use the position hierarchy as opposed to using the organization or user hierarchy in the Succession Org Chart.

3. For Succession nomination method, choose MDF Position.

Next Steps

Before you can begin succession planning with MDF position-based nominations, you must also assign the associated role-based permissions, define the MDF position object, configure searchable fields, and import (or sync) your position data.

2.1.2.2 Role-Based Permissions for MDF Position-Based Nominations

2.1.2.2.1 Assign Administrator Permissions for the Metadata Framework

Before you can start succession planning with Metadata Framework (MDF) position-based nominations or using MDF Talent Pools, you have to define the related MDF objects, which requires some role-based permissions.

Prerequisites

● Role-Based Permissions are enabled● MDF position-based nominations are enabled● MDF Talent Pools are enabled.



Procedure

1. Go to Admin Center Tools and search for Manage Permission Roles.2. Choose your administrator role.3. Click Permission.4. Under Administrator Permissions, select Metadata Framework.5. Select the following permissions.

○ Configure Object Definitions○ Manage Data○ Configure Business Rules○ Access to non-secured objects○ Import Permission on Metadata Framework○ Admin access to MDF OData API○ Manage Configuration UI○ Manage Positions○ Manage Sequence

2.1.2.2.2 Position Target Populations for MDF Positions

Learn about extending permissions by using the position-level target populations available with Metadata Framework (MDF) Positions.

With MDF Positions, you have more control over your permission settings and can extend your permissions beyond user-based attributes. The advantage of the position-level target population is that permissions are independent of the position’s incumbent. If a user has access to a position, they continue to enjoy the same access even if the incumbent changes on the position. This permission capability also provides better control over vacant position-level permissions and eliminates the need for a placeholder, to be hired (TBH) user record. This level of control is critical during succession planning.

ExampleA succession planner has permissions to do planning for your finance organization. When an employee moves from finance to accounting, the access permission remains on the position. This allows the succession planner to continue accessing the finance position the employee vacated and to continue managing its plans.

There are a few important points to understand about how target populations work with MDF Positions.

● A target population based on positions is required for the MDF position-based nomination method where key succession planning permissions are applied to positions.

● The option to choose a target population based on positions is available when any of the visibility or action permissions for positions is assigned.

● The following succession planning permissions only work with position-level target populations when you're using the MDF position-based nomination method::○ Succession Planning: Access to the position is required to add or delete successors for that position. At

minimum, the View Current visibility permission is required for a position, once the target populations are configured.


○ Succession Management and Matrix Reports: At minimum, the View Current visibility permission is required to view the successors for a position.

○ Succession Approval: Access to the position is required to approve or reject a pending successor for that position. At minimum, the View Current visibility permission is required for a position, once the target populations are configured.

● The position-level target population defaults to All positions. Adjust the target population to ensure that users only have access to view or manage the positions they are intended to view or manage.

NoteIf you have selected multiple inclusion criteria, only the positions that meet all the criteria are the permitted target population.

2.1.2.2.3 Defining Position-Level Target Populations for MDF Position-Based Nominations

Adjust the target population to ensure that users only have access to view or manage the positions they are intended to view or manage.

Context

The position-level target population defaults to all positions.

NoteRegardless of target population settings, succession planners should have, at a minimum, the View Current permission for positions.

Procedure

1. Go to Admin Center Tools and search for Manage Permission Roles.2. Choose a relevant role and under Grant this role to..., choose Add or Edit Granting.3. Specify a target population for the planning permission.

4. Go to Specify the target population for the other objects Position , choose Restrict target population to.

The section expands to include several options for restricting access based on both position attributes and hierarchy.

5. Make your selections and save your changes.



Related Information

Assign Visibility and Action Permissions for MDF Positions [page 22]

2.1.2.2.4 Excluding Succession Planners’ Own Positions from Their Target Permission

Exclude the Succession Planners’ own positions from their succession planning permission. When excluded, they are not permitted to plan succession for their own positions.

Context

To exclude the permission, you first exclude the granted users from the target population of the succession planning, then exclude their positions from the positions that they are permitted to view or manage.

Procedure

1. Go to Admin Center Tools and search for Manage Permission Roles.2. Choose the relevant role and under Grant this role to..., choose Edit Granting.3. Exclude the granted users themselves from the target population. To do that, select Exclude Granted User from

having the permission access to him/herself.

4. Go to Specify the target population for the other objects Position , and choose Restrict target population to.

5. Exclude the granted users themselves from the permission to their positions. To do that, select Exclude Access to Granted User’s Position.

Results

The users are not permitted to plan or view succession for their own positions, even if they have the succession planning permission over their organizational areas.


2.1.2.2.5 Assign Visibility and Action Permissions for MDF Positions

Define role-based permissions to control which roles can see Metadata Framework (MDF) position data and which roles can manage MDF positions.

Prerequisites

● Role-Based Permissions are enabled● MDF position-based nominations are enabled

Context

Some role-based permissions require that you define a target population for the permission, for example the Succession Planning permission. For MDF position-based planning, you can also choose to have that target population based on position attributes. You can further refine permissions by selecting the visibility and action settings for each role.

Procedure

1. Go to Admin Center Tools and search for Manage Permission Roles.2. Select the role to grant permissions and click Permission.3. Select Miscellaneous Permissions.4. Find the section for Position, and select the Visibility options you want to set for the role.

Succession planners should have, at a minimum, View Current assigned.5. Next, select the Action options you want to set for the role.

Option Description

Create Role can create new positions

Insert Role can insert a new effective dated record to an existing position

Correct Role can make corrections to position values

Delete Role can soft delete positions with an effective end date

Roles with associated action permissions can manage positions by going to Admin Center Tools Manage Positions .



NoteThe action settings you set in Miscellaneous Permissions do not grant permission to edit or delete the actual position object. The settings only grant permission to manage the positions

Example

The following is an example of a typical configuration for Succession Planning related roles:

Roles with permission Recommended Miscellaneous permission

Administrative Privileges ● Create● Insert● Correct● Delete● View Current● View History

Succession Planning ● Create● Correct● Delete● View Current

Other Succession Permissions ● View Current● View History

2.1.2.2.6 Mapping Attributes to MDF Positions to Manage Permissions for Vacant Positions

By mapping attributes from incumbents to Metadata Framework (MDF) Positions, you can manage Role-Based Permissions (RBP) for vacant positions, even if your RBP settings are based on user-related fields.

Prerequisites

Employee Central Position Management is not activated in Provisioning


Context

To include vacant positions in the definition of a target population for RBP, you can update fields in MDF Positions with data from employee records. Once you define the mapping between the USERINFO_SYS table and the MDF position object, the system keeps the field values of the previous incumbent for vacant positions.

The information updated at the position level via this mapping will then render in all module areas, like Succession Org Chart, Nomination and Succession Portlets, ad hoc reporting, and so on.

NoteThere is no impact on existing MDF Position Sync processes if you choose not to map attributes.

Procedure

1. Go to Admin Center Tools Succession Settings Update Position Attributes .2. Choose whether to update the MDF position information with user data only during MDF position sync or

whenever a position is saved or imported.3. Map the attributes by selecting the relevant user fields and the corresponding MDF fields. You can choose up to

10 fields to map, from both standard and custom fields in the USERINFO_SYS records.

2.1.2.3 Configuring the MDF Position Object

2.1.2.3.1 Defining the MDF Position Object

You can define the Metadata Framework (MDF) position object to suit your succession planning needs.

Prerequisites

● You have enabled the MDF position-based nomination method via Provisioning

Procedure

1. Go to Admin Center Tools Configure Object Definitions .2. In the first search box, select Object Definition and in the second box, type Position.

3. From the resulting list, choose the Position object.

The position object definition is displayed, divided into the following sections:



○ Fields: Contains all the delivered and custom fields that display for the position (based on visibility settings)

○ Associations: Defines other MDF objects that can be associated with the position. The default parentPosition association lets the Succession Org Chart render a hierarchy

○ Searchable Fields: Defines which position fields are available in the keyword search on the Succession Org Chart and Position Tile View

○ Business Key Fields: Not required for Succession Planning○ Security: Required to associate MDF Position with role-based permissions (RBP)○ Rules: Configured rules on the position object. Rules are not required for a Succession Planning only

configuration, but are required for Employee Central configurations.

4. To make changes to the position object, click Take Action Make Correction .

A typical Succession Planning only set-up only needs a few delivered fields from the position object.

Fields that refer to Foundation Object are really only relevant during an Employee Central implementation and shouldn't be enabled for a Succession Planning only implementation.

Example

The following are the fields suggested for a Succession Planning only implementation. You can add additional custom fields or use one of non foundational delivered fields as well, but there is no delivered succession planning functionality based on those fields.

Position Field

User Entered / Value Assigned by system Purpose

Supported by MDF Import

Required for Succession planning

Field Visibility for Succession without EC

code User External Position Code that is visible users

Yes Yes Visible

externalName User Free form text for Position title. Make sure that the title is accurate as this is used in various Succession functionality

Yes Not required, but highly recommended

Visible

effectiveStatus User Indicates whether the position is active

Yes Yes Visible


Position Field

User Entered / Value Assigned by system Purpose

Supported by MDF Import

Required for Succession planning


effectiveStartDate User Indicates the date when the position becomes effective for Succession Planning

Yes Yes Visible

effectiveEndDate System Auto generated end date for the position object

No Yes, but the system generates it

Visible

positionCriticality User Indicates whether the position is a “key position”. References a MDF Picklist “PositionCriticality”

Yes Yes Visible

incumbent User Field indicating the incumbent user for the position. Although EC doesn’t use this field, this is needed for Succession functionality. Leave field blank if the position is vacant

Yes Optional; MDF Position can accept an empty incumbent field and will create a true vacant position

Visible

2.1.2.3.2 Defining Searchable Fields on the MDF Position Object

Define which Metadata Framework (MDF) position object fields are available to search or as filters.

Procedure

1. Go to Admin Center Tools Configure Object Definitions .2. In the first search, box select Object Definition and in the second box, type Position.


4. Click Take Action Make Correction .



5. In the Searchable Fields section, add the fields you want users to be able search on, and save your changes.

Related Information

Configuring Filter Options for Position Tile View [page 231]Configuring the Disable Searchable Fields Config in Auto Complete [page 232]

2.1.2.3.3 Configuring MDF Position Object Security Settings

Configure the security settings to associate the Metadata Framework (MDF) position object with role-based permissions (RBP).

Context

Setting up the MDF position object with Miscellaneous Permission settings for RBP, allows you to assign read or write permissions on the MDF position object.

Procedure



4. Click Take Action Make Correction .5. In the Security section, select Yes for Secured and Miscellaneous Permission for Permission Category.6. Save your changes.


2.1.2.3.4 Defining MDF Position Object Field Labels and Visibility

You can adjust the visibility of Metadata Framework (MDF) position object fields or change their labels to meet your specific needs.

Context

There are some fields that are neither a foundation object nor a technical need field. You can still set them to visible, but there are no succession planning features or functions that leverage those fields.

ExampleFor example, you could set the Vacant field to visible. But, because there are no automated features that mark the field vacant when an incumbent leaves, you would still have to manually maintain the values for that field.

Procedure



4. Click Take Action Make Correction .5. To change the visibility for a field, click Details next to the relevant field.6. Click Visibility and choose one of the options.

Option Description

Editable The field becomes editable for anyone who has the create, insert, or correct permission assigned on the position object

Not Visible This value sets the field to invisible and not available either on the UI or on the import file

Read Only Makes the field read only on the UI; values can still be imported using the MDF Import

7. We recommend that you set the following fields to invisible:

Position FieldUser Entered / Value Assigned by system Purpose


rowId System Technical Need Invisible

mdfSystemRecordStatus System Technical Need Invisible

internalId System Technical Need Invisible





positionTitle User Legacy position title field Invisible

criticality User Legacy criticality field Invisible

comment User Free form text to add comment

Invisible

changeReason User Dropdown indicating the reason for changes to the position. Configured by picklist “Change Reason”

Invisible

description User Free form text to describe the position

Invisible

jobCode User Foundation Object Invisible

jobTitle User Free form text to enter jobTitle of the incumbent

Invisible

jobLevel User Dropdown value derived from the picklist “Job Level”

Invisible

employeeClass User Dropdown value derived from the picklist “Employee Class”

Invisible

regularTemporary User Dropdown value derived from the picklist “Regular Temporary”

Invisible

targetFTE User Numeric value indicating the number of FTEs for the position.

Invisible

vacant User Boolean field indicating whether the position is vacant or filled

Invisible

company System EC Foundation Object Invisible

businessUnit System EC Foundation Object Invisible

division System EC Foundation Object Invisible

department System EC Foundation Object Invisible

location System EC Foundation Object Invisible

costCenter System EC Foundation Object Invisible




createdBy System EC Foundation Object Invisible

createdDate System Technical Need Invisible

lastModifiedBy System Technical Need Invisible

lastModifiedDate System Technical Need Invisible

mdfSystemObjectType System Technical Need Invisible

8. You can also change the field Label.

9. To add or edit localized labels for the field, click (View Translations).

If you don't enter your own labels, the system displays the default label.

2.1.2.3.5 Defining Picklists for Use with the MDF Position Object

You can associate a custom field in the Metadata Framework (MDF) position object with an MDF picklist.

Context

You can define MDF generic object picklists, including label translations, as needed. Then you can associate a picklist with a custom field in the MDF position object. You can also import picklist values with the generic object import tool.

Procedure

1. Go to Admin Center Tools Configure Object Definitions .

2. Choose Create New Picklist .3. Define your picklist details and values.

TipYou use the Name of the picklist when associating it with a position object field, so be sure to enter one even though it's not a required field.

4. Save your changes.5. From the Configure Object Definitions screen, in the first search, box select Object Definition and in the second

box, type Position.




7. Click Take Action Make Correction .8. For the relevant field, click Details.9. Type the name of your picklist in the Valid Values Source field.10. If you're using any of the following fields on the MDF position object, you need to define and then assign the

picklists for them.

Option Description

Change Reason Reason for changing positions

Example: Position Change, Position New, Reorganization, and so on

Employee Class Example: Consultant, Temp, Apprentice, Intern, and Employee

Job Level Example: Director, Manger, Supervisor, Individual Contributor, and so on

Regular Temporary Example: Regular, Temporary, Sub-Contractor, and so on

2.1.2.3.6 Defining Associations on the MDF Position Object

Define which other Metadata Framework (MDF) objects can be associated with the position.

Context

Before you can define an association, the MDF position object itself needs to be defined so the association has something to reference.

Procedure



4. Click Take Action Make Correction .5. Click Details for the associations you want to adjust, or add your own.

NoteThe default parentPosition association lets the Succession Org Chart render a hierarchy. The following table lists the standard settings for the association.


Field Value

Type Valid When

Multiplicity One To One

DestObjectId Position

Required No

Visibility Editable

Label parentPosition

6. Save your changes.

2.1.2.4 Enabling Split Search Fields for Nominations

To improve performance, you can split the nomination search fields for position and incumbent.

Context

Applicable for those customers using the MDF position-based nomination method (with or without Employee Central Position Management) and who have a very large number of positions.

This configuration option splits the position search in the nomination dialog into two fields: one to search by incumbent name and the other to search by position. When searching by incumbent name, the system considers first name, last name, middle name, or full name. When searching by position, the system considers position searchable fields, position title, and position code.

Once enabled, this setting applies to all nomination dialogs across Succession Planning.

RecommendationEnabling this feature is recommended for those customers who have more than 50,000 positions.

Procedure

1. Go to Admin Center Succession Nominations Setup .2. Select the following option: In "Add Nomination" dialog, show separate fields for "Position" search and

"Incumbent" search (recommended for better performance with extremely large number of users and positions).3. Save your settings.



2.1.2.5 Storing Job Codes at the Position Level

Storing job codes at the position level allows you to use the position job codes, instead of incumbent job codes, for succession planning purposes.

Enabling position level job codes, makes the following list of processes key off the position job code and not the incumbent job code.

NoteYou should carefully consider whether this behavior is the right fit for your business.

● Store job codes on Metadata Framework position object that could potentially be different from the incumbent’s job code

● View role information based on the position job code● Add successors for the position by comparing nominees against the position’s job requirements (as opposed

to the incumbent’s job requirements)● Evaluate successor readiness for the position’s job requirements● Create job requisition using the position’s requirements● Map talent pools using the position’s job code

NoteThis feature supports both legacy Families and Roles as well as Job Profile Builder.

A related Job Profile Builder allows you to map skills and competencies at the position level. Combined with MDF position-level job codes, you have a powerful, position centered succession planning set of tools.

2.1.2.5.1 Enabling the Job Classification Object

If you're not using SAP SuccessFactors Employee Central or if you don't have the Job Profile Builder configured to use job classifications already, you need to import your job codes as job classifications so that you can use position-level job codes for succession planning with MDF positions.

Prerequisites

● Foundation Objects are enabled in Provisioning


● You do not have SAP SuccessFactors Employee Central


NoteIf you already have SAP SuccessFactors Employee Central, the job classification object should already be configured and the job classification data already imported.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Select your administrator role and click Permission.3. Under Administrator Permissions, select Manage Foundation Objects and then Select All.

Your administrators now have permission to import and manage the foundation objects.

4. Once permissions to foundation objects are enabled, go to Admin Center Tools Import Foundation Data .

5. Download the CSV template and then import your Job Codes as Job Classifications.

The following are the only fields required for the Job Classification:

1. Job Code2. Effective Date3. Status

2.1.2.5.2 Enabling the Job Code Field on the MDF Position Object

Once you've enabled the job classification object, you can enable the job cod on the Metadata Framework (MDF) position object.

Procedure


3. From the resulting list, choose the Position object.4. Locate the Job Code field and click Details.5. Change the visibility of the field to either Editable or Read Only, depending on your business needs.

Editable simply allows you to edit the Job Code from the screen directly, while setting it to read only will let you import the value, but not edit it from the UI.




Results

All succession planning processes will key off the position job code field and not the incumbent job code.

2.1.2.6 Importing and Syncing MDF Position Data

2.1.2.6.1 Importing Position Data for the MDF Position-Based Nomination Method

If you manage your positions in an external HRIS system, you can feed your position data to Succession Planning through scheduled imports.

Context

You use the same Metadata Framework (MDF) import and export function that you use for any other MDF objects to import your position data from your external HRIS. This same tool is used for both the initial load of position data as well as delta imports, which only import those positions that were changed in your external HRIS since the last import. This is supported via the Suppress Duplicate Inserts option.

For more information, on the full set of features for the MDF import tool, refer to the MDF guide, Importing Data.

RememberUse the Import and Export Data admin tool if you are using nominations based on MDF positions. The Position Management: Import Positions and Position Management: Export Positions admin tools are only relevant for legacy positions.

Procedure

1. Go to Admin Center Tools Import and Export Data .2. Select the action, Download Template.3. Select the Position generic object.4. For Include Dependencies, select No.

This option is only required when the position object refers to other objects and you want to import those objects as well.

The template displays fields that have been set to either Edit or Read-only in the position object definition. Fields set to Invisible are not available

5. To import the file, select the action, Import Data.6. Select Position as the generic object.


https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/b9150c127a08438a87e4a836fd2b4697.html

7. Locate and upload the file.8. Choose Incremental Load as Purge Type.

Incremental loads are the suggested method of import. When importing a position file, only the positions that are included in the file are updated. With the incremental load option, positions that are not in the file will not be updated or deleted.

2.1.2.6.1.1 Exporting MDF Position Data

If you're using Metadata Framework (MDF) Position-based nominations in your system, you can export your position data using the standard MDF import and export tools.

Context

If you are using legacy position-based nominations, the MDF import and export tools do not apply.

Procedure

1. Go to Admin Center Tools Import and Export Data .2. Select the action, Export Data.3. Select the Position generic object.4. Select the other export parameters you need and click Export.

Results

Upon completion, your download file is available from Admin Center Tools Monitor Job .

For more information, see Exporting MDF Data in the MDF guide.

2.1.2.6.2 Manually Managing MDF Position Data

You have several options for manually managing your position data when you use Metadata Framework (MDF) position-based nominations.

● Succession Org Chart and Position Tile ViewDepending on your permissions, when you open a position card from either the Succession Org Chart or the Position Tile View, you have a menu option to Show and Edit Position and Delete Position.

● Manage Data tool in the Admin Center



https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/61ad1588817a44f8bb1ab95b45dd5b14.html

This is the same tool you use to manage all MDF objects. Use it to create, find, and update position records, optionally including effective-dated changes.

NoteThe manual data management option can be combined with a one-time import to do the initial data load from a legacy system, but should not be combined with regular position imports due to the high risk of accidental data overwrites.

● SAP SuccessFactors Employee Central Position ManagementEmployee Central customers using Position Management can only manage their positions in that module, which contains a Position Organization Chart.

2.1.2.6.3 MDF Position Sync

If you do not maintain positions in your HRIS but you want to use position-based succession planning, you can use MDF sync to manage positions in Succession based on your HRIS employee data.

You can use the Position management: Sync Position Model with Employee Data tool to create and update a position model reflecting your employee hierarchy.

To access the tool, go to Admin Center Tools Position management: Sync Position Model with Employee Data . Make sure that True Position Hierarchy is selected in Provisioning.

MDF position sync is an option that allows you to plan succession based on positions rather than on role-person even if you don't maintain position information in your HRIS. The sync takes the information from the people import of your HRIS and replicates the reporting hierarchies as position hierarchies that you can use for succession planning.

The position sync has three basic triggers that are processed sequentially during every sync:

● An employee leaves the company (is deactivated)● An employee joins the company (is activated)● An employee's manager changes

All of these conditions may occur in the course of a single organizational event, such as a reorganization.

None of the position updates made by the sync are new effective dated records, but are instead updates to the existing records. In other words, a new record isn't inserted by the sync for updates, but rather the current record is updated.

RememberThe sync is an attempt to automate and best guess complex organizational decisions to support position-based succession when positions aren't managed in your HRIS.

It's anticipated that in some situations the sync won't yield results that exactly match the intended decisions. New reports that summarize sync related changes alleviate those concerns.


Recommendations for Sync Logic

To ensure optimal sync results, consider the following recommendations:

● Employees should report either to an active manager or to a "placeholder" manager while importing employee files.

● If you have configured additional fields that aren't automatically updated by the sync, ensure that those fields aren't marked as required.

● If you store position titles in language locale en_US, don't disable en_US locale by use of defaultValue for translation in the MDF model.

NoteThe system compares the position incumbent’s title (employee based) and the position title (position based) to determine whether the titles match based on the defined conditions.

● If you store position titles in languages other than en_US, select which languages to sync before running the sync to avoid results like empty position titles

NoteIf you select only one language, the other languages aren't affected.

● For customers, who are Succession Planning for only a small number of positions, the MDF Position administration UI is recommended to manually manage positions instead of the sync.

Initial Sync

1. User Becomes Inactive [page 39]This update to the position model is initiated when the sync logic finds inactive employees with active positions within the system.

2. User is Activated [page 40]This update to the position model is initiated when the sync logic encounters an active user without an assigned position.



3. User has a New Manager or Position Title [page 41]This update is initiated when an employee’s manager or job title changes.

4. MDF Position Sync Email Notification [page 44]Once the MDF Position Sync is complete, the system sends an email notification to administrators.

Related Information


2.1.2.6.3.1 User Becomes Inactive

This update to the position model is initiated when the sync logic finds inactive employees with active positions within the system.

This is the first scenario the MDF Position Sync processes. It checks for employees who have been deactivated due to separation, leave of absence, and so forth. These inactive employees (employee status is not “active”, updated either via employee import or manual change) still have active positions (active positions are those that are not deleted and are effective) within the system.

The sync follows the logic below:

● If there are no successors associated with the position, delete the existing position of the inactive employee by providing an effective end date.If the position has direct reports and no new manager is selected, then the direct reports are updated to no manager.

● If there are successors associated with the position, make the position a vacant position by removing the incumbent (the inactive employee) and keep the associated successors.


Parent topic: MDF Position Sync [page 37]

Next: User is Activated [page 40]

2.1.2.6.3.2 User is Activated

This update to the position model is initiated when the sync logic encounters an active user without an assigned position.

When an employee is activated, for example as a new hire or returning from leave of absence, the sync will attempt to find an existing vacant position to match before creating a new one.

This sync follows the following logic:

● If there is an existing vacant position with the exact same reporting relationship, make the active employee an incumbent for this vacant position.The reporting relationship in this context is defined as having the same manager in the parent position and the same direct reports in child positions.The number of direct reports to the vacant reports has to be >0 for this condition.The position title (based on the languages selected for the sync) need not match for this condition.

● If there is an existing vacant position with same position title (based on the languages selected for the sync) and same manager (in parent position) but no direct reports (child position), make the new active employee incumbent for the vacant position.If there are multiple vacant positions that match these criteria, a random position is assigned to the new active employee.

● If there are existing vacant positions that do not match the above two criteria, create a new position for the new active employee reporting to the manager’s position according to employee records.

● If there are no vacant positions available, create a new position for the active employee reporting to the manager’s position according to employee records.




Previous: User Becomes Inactive [page 39]

Next: User has a New Manager or Position Title [page 41]

2.1.2.6.3.3 User has a New Manager or Position Title

This update is initiated when an employee’s manager or job title changes.

These changes can occur for a variety of reasons including transfer, promotions, expat assignments, leave of absence, and so on. The system compares the incumbent on the parent position and the position title (based on the languages selected for the sync) to determine if the manager/job title in the employee record is different from the manager/position title in the position record. This step is critical to ensure that successors are retained properly during all such cases.

This is the third MDF Position Sync scenario and completes the previous two scenarios and properly assigns employees to active managers.

This sync follows the following logic:

● If the manager and job title in the employee record is different from the position record (parent position and position title), then check the following:○ If there are successors attached to the existing position, a new position is created for the employee. This

new position reports to their new manager’s position and has a new position title copied from the job title.The old position is updated to a vacant position by removing the incumbent, successors are retained to the vacant position, vacant position retains the old position title.


○ If there are no successors attached to the existing position, the position is updated to report to the new manager’s position and the position title is updated (copied from job title).No vacant positions are created.

● If only the employee’s manager changes, the employee’s existing position is simply updated to report to the new manager.Successors are retained with the position.

CautionA rare use case where an employee is transferred to a new department, but retains the old position title may result in successors moving with the employee’s position to the new department. Administrators are advised to review the email notification and identify potential instances where successors may have changed departments.

● If only the employee’s job title is different than the existing position title, the employee’s position title is updated to reflect the new job title.No new positions are created.

Examples




Previous: User is Activated [page 40]

Next: MDF Position Sync Email Notification [page 44]

Related Information

Technical Fields Compared During MDF Position Sync [page 44]


2.1.2.6.3.3.1 Technical Fields Compared During MDF Position Sync

The technical fields actually compared during MDF sync for the scenario where a user's manager or position title changes.

User Attributes field from OperationMDF Position Model field Additional Information

User.id User_Sys_Info --> Position.incumbent String type value

By comparing content of these fields the sync logic identifies the position that matches the user.

Then the following comparisons and updates take place.

User.title User_info elements --> Position.externalName.en_US

User_title updates the en_US value of the position’s title, which is a generic object of “GOLocalizedData”.

Position.title is outdated and should not be used.

User.managerPosition User_info --> Position.parentPosition Fields User.managerPosition and Position.parentPosition are compared.

The sync logic first reads the user’s manager, then identifies the position of that manager.

2.1.2.6.3.4 MDF Position Sync Email Notification

Once the MDF Position Sync is complete, the system sends an email notification to administrators.

The email notification contains an attached spreadsheet detailing all the position changes (additions/ updates/ deletions) made by the sync. The detailed email notification can be used by administrators to review position changes and take any action.



Sync Results Spreadsheet Data

Action Taken Summary of the action taken. Sample values are:

● User Dropped from the position (when a position is updated to TBH)

● New Position Created● Position Updated (when a position title and/or position’s

manager is updated)● Position Deleted (when a position is deleted)● User Placed in Position (when a position is updated with

an incumbent)

Position Code External Position Code (not the internal position_id)

Incumbent User Id Incumbent User’s identification

Incumbent Name Incumbent user’s full name

Incumbent Title Incumbent’s position title

Incumbent Department Incumbent’s department

Position had Successors Indicates if the position being referred has successors or not

Note Detailed description of the change and in some cases explains the reason for change. Example:

● TBH Position exists with same manager and direct reports


Previous: User has a New Manager or Position Title [page 41]

2.1.3 Legacy Position-Based Nominations

Legacy position-based nominations offer a basic position model for use in Succession Planning only.

If you want to use position-based nominations for your succession planning but don't need the additional features available with Metadata Framework (MDF) positions, you can select the legacy position nomination method.

The legacy position-based nomination method uses a position model that was developed just for succession planning purposes. Position records have a small and fixed set of attributes: incumbent, manager position, key position, and title. The rest of the information is stored with the incumbent record.

The primary benefit of legacy position-based nominations is that you can plan for to-be-hired (TBH) positions and not lose associated succession plans when a user changes job codes or becomes inactive. TBH records are supported by creating and managing a vacant user record paired with the position. This process relies on the same person-based permissions and target populations as role-person nominations.

You manage positions either via import from your external HRIS or with a sync process that mirrors the employee structure to the position structure.


2.1.3.1 Provisioning Settings for Legacy Position Nominations

Set your succession nomination method in Provisioning to use (legacy) positions.

Context

CautionIf you're currently using the role-person nomination method, your existing succession plans will be lost once you change to a position-based nomination method for your instance. Use the ad-hoc report builder to export your existing nominations then import the successors once you've created your position model.


Procedure

1. In Provisioning, go to Company Settings.2. Select True Position Hierarchy.

This option directs the system to use the position hierarchy as opposed to using the organization or user hierarchy in the Succession Org Chart.

3. For Succession nomination method, choose Position.4. If you haven't already, select Ultra Organization Chart.

Position-based nominations only work with the Succession Org Chart, which requires this setting for v11 and higher.

Next Steps

Before you can begin succession planning with legacy position-based nominations, you must import or sync your position data.



2.1.3.2 Creating the Position Model

2.1.3.2.1 Importing Position Data for Use with Legacy Position-Based Nominations

If you're maintaining positions in your external HRIS, you can set up an import process to make your position data available for succession planning.

This option is intended for customers already managing positions in their HRIS or other master system, or customers who have purchased succession planning licenses for a smaller population than the number of total employees they are loading.

NoteIf you have used the sync method initially to create positions (for demo purposes or otherwise) and would like to switch to importing positions, ensure that the positions created by sync are DELETED before initiating the import. Use the Export Positions admin tool to download the existing position data. Once you've updated the action in the file to "DELETE, " use the import tool to load the data back into the system.

Access position management tools for use with legacy position-based nominations at Admin Center Tools :

● Position Management: Import Positions● Position Management: Export Positions

RememberIf you're using Metadata Framework (MDF) Position-based nominations, use the standard MDF admin tools for importing or exporting position data, Import and Export Data.

You use the import file to create and update the incumbents of position records, as well as attributes of vacant positions. The same format can be exported from a position model on demand. The order of the columns may vary and additional fields may be inserted in the future. The same file format is used for both imports and exports.

Columns that are optional can be omitted in their entirety from the import, and the system will only insert or update the other field values. However, the columns may still be required for effective use of the system, so all columns are recommended.

Specify the manager userID for TBH positions created via the import file to match the incumbent of the manager position, to ensure that planning and visibility permissions are correctly applied.

If you import all your position data from an HRIS, you may want to disable position editing functions for succession planners. Go to Admin Center Tools Org Chart Configuration Position Dialog and deselect Allow succession planners to view position details, even if they do not have MDF position permissions.

In the import file, only the first 5 fields—Model, PositionCode, userID, ManagerPos, and KeyPosition—are stored in the Succession Planning position record. All other fields are held in user records, including TBH positions, which get an invisible vacant user record. So it's important to consider the following:

● If you enter these values for a TBH position and then fill the position with an employee, the original vacant employee record is removed and the position now assumes the title, department, division, matrix, and custom managers, of the new incumbent.


● Conversely, if you remove an incumbent from a position, the system will create a new vacant employee record, copying the title and the fields relevant for permissioning (such as department, division, matrix, and custom managers for example) from the prior incumbent.

These vacant employee records are managed by the system and are not reflected in the succession planning tools. With this mechanism, the position and employee records are never in conflict, since the position takes on the qualities of the incumbent.

Related Information

Import File Format for Legacy Position-Based Nominations [page 49]

2.1.3.2.1.1 Position Import Error Codes

A reference list of error codes you may encounter when importing position data.

Error Code Description Applies only to TBH Positions

-5 Invalid Manager ID

-7 Invalid UserID

-10 Manager Cycle Detected

-15 Invalid Matrix Manager ID X

-17 Invalid Custom Manager ID X

-18 Invalid Second Manager ID X

-19 Second Manager Cycle Detected * X

NoteSome error codes only appear for TBH positions because the relevant fields for incumbents are not updated via the position import, even if you include the values in the import file.



2.1.3.2.1.2 Import File Format for Legacy Position-Based Nominations

The import file is used for creating and updating the incumbents of position records when you're using legacy position-based nominations.

Position Import File Format

File format is CSV. Extended ASCII characters (curly quotes, etc.) are not supported. The same file encoding options supported in the Employee Import function (including Western (ISO), Unicode (UTF-8), and foreign-language encodings) are supported here. Enclose text values in double-quotes.

NoteColumns that are optional can be omitted in their entirety from the import, and the system only inserts or updates the other field values. However, the columns may still be required for effective use of the system, so all columns are recommended.

NoteSpecify the manager userID for TBH positions created via the import file to match the incumbent of the manager position, to ensure that planning and visibility permissions are correctly applied.

Column header: Sample value: Column required? May be blank? Description:

MODEL 1 Required No In the future, we may support importing multiple distinct position models. Today, this value must always be "1".

POSITIONCODE salesrep123 Required Yes The position code is a unique identifier for the position record. It can be customer-supplied (alphanumeric) or auto-generated (numeric). Leaving this value blank creates a position, whereas if it supplied, the system uses it to check for an existing position first and then update it if found.


POSITION_TITLE

Account Manager

Recommended Yes If you're using the v11 Succession Org Chart, you can configure it to display the Position Title, the Employee Title or both. If your configuration displays the Employee Title, this value is not required.

If you're using the v12 Succession Org Chart, include this value in your import file. The v12 Succession Org Chart only uses the Position Title for display.

RecommendationAlways include this value, even if you're currently using the v11 Succession Org Chart. This ensures that when you move to v12, positions won't display with blank titles

USERID jsmith1 Required Yes The employee's user ID. The value in this file must match an existing active employee record (specifying a nonexistent or inactive userID will result in an error). If left blank, the current incumbent (if any) will be removed from the position, leaving the position marked as TBH.

MANAGERPOS salesmgr32 Required for new records

No The position code of the position that this position reports to. (Note that this is not a user ID; the employee's current manager could be different than the position they are projected to report to.) If a position has no manager, use the value NO_MANAGER. If updating existing positions this column is technically not required, but it should typically be included. Blank or invalid position codes result in errors.

KEYPOSITION 0 Optional Yes Indicates whether the position is key, or a level of criticality. This can be set by a rating scale, so while the most common options are 1 (Yes) and 0 (No), any numeric value that corresponds to a criticality rating can be used. If column is not included, value for existing positions will not be changed. If column is included but value is blank, record will be set to 0.

JOBCODE salesrep Optional Yes Valid fields are: Title, Jobcode, Department, Division, Location, Manager (specify a user ID), HR (specify a user ID), Matrix_Manager (specify a user ID), CustomManager (specify a user ID), and Custom01 through Custom15.

These fields can be used for creating and updating TBH positions. If you want to create TBH positions, you can fill in these columns and leave the USERID column blank, then the system generates TBH USERIDs for the positions. If you want to update data in these columns for existing THB positions,

TITLE Account Manager

DEPARTMENT Sales

DIVISION ACE Software

MANAGER cgrant1



etc. you must leave USERID column blank, so that the system can generate new TBH USERIDs with your updated data. The data in these columns will be ignored if USERID is specified.

If the position is occupied by an active user, these values are ignored —active user records can only be changed via the employee import or updating functions. (Only the employee import/management functions have all the necessary rules that govern employee data changes.)

Although technically optional, some or all of these fields are typically required to ensure proper permission control and display of TBH position records. Any field used to specify target populations in permissions should be included. The jobcode must be included for succession plans and talent pools to work properly with TBH positions.

Use the same header and value format as in the employee import file. These fields are typically used when the company is doing succession planning for vacant positions and the permissions structure requires that these fields be specified to determine which positions users can create succession plans for. If a TBH position has no manager, use NO_MANAGER (just as you would in the employee import file).


ACTION DELETE Optional Yes If you include the optional ACTION column in your import file, you can mark position records to be deleted on import. Valid options are:

1. Blank (null): performs an insert or update with the PositionCode and Incumbent ID as the key fields.

2. “DELETE”: this is a logical (soft) delete of the position record. It disappears from the Succession org chart and the position export file. This is equivalent to deleting a position manually on theSuccession org chart .

3. “REACTIVATE”: this restores a position that was deleted with the “DELETE” action, or deleted manually on the Succession org chart. If there were successors nominated to the position, they reappear as well.

4. “PURGE”: this is a permanent (hard) deletion of the position record. This action cannot be undone —you need to re-create the position if you want to restore it, and new position will not have any successors.

Deleting or purging a position has no effect on the incumbent employee record (if any).

2.1.3.2.2 Generating the Position Model for Legacy Position-Based Nominations from Employee Data

If you do not currently manage positions, you can generate a position model based on your employee data, using the position sync tool.

TipIf you're managing positions in your HRIS, then you should opt instead for importing your position data.

You use the sync function to build a position hierarchy based on the employee data in your system. To seed your position model from your employee data, you run the sync once all the employee records are loaded. The sync then creates a matching position for each employee.

It's unlikely that any set of rules is correct 100% of the time for a large and complex organization. After the general rule is applied and the sync process is run, a manager or succession planner might need to reconcile the position model and employee data manually.

Go to Admin Center Tools Position management: Sync Position Model with Employee Data . Make sure that True Position Hierarchy is selected in Provisioning.



Choose How to Handle Inactive Incumbents

The first option to select in the sync function is what to do with inactive incumbents. You can either mark their positions as TBH, or delete the positions. The sync process bases its changes on employee data, so this only changes positions that have inactive employees in them—not positions that are already marked as TBH.

TipTo delete TBH positions, you can go to the Succession Org Chart and delete them individually, or you can use the import function with the DELETE command.

By default, vacated positions remain on the position model and are marked as TBH, meaning you intend to fill this position with another employee.

If you select the option to delete positions instead, those positions are deleted from the position model. In this case, the system uses a logical, or soft, delete that retains the position record in the system but in a hidden state. To restore the position in case of an error, import the position with the REACTIVATE action.

TipThe position code can be retrieved by running the position export with the Include deleted positions option selected.

If the sync process encounters an active employee as an incumbent in a deleted position, and that position reports to a position that is filled by the employee's manager, the system reactivates the deleted position rather than create a new one.


Choose How to Handle Employees Who Report to a New Manager

There are 3 sync options for when employees report to new managers.

RecommendationYou should choose the one option that best fits your needs to standardize your process and reduce the risk of unexpected results.

● Always create a new position for the employee (successors stay with old position, now TBH)The first option is conservative , erring on the side of creating new positions, which is the safest route—all position-based succession plans are preserved. However, this can also result in unnecessary positions records that must be removed manually.

● Update the position to report to the new manager's position (successors move with them)The second option is aggressive: positions always follow employee changes, and new TBH positions are never created in the wake of an employee move. This means you spend less time cleaning up unnecessary TBH positions. But, you must manually intervene when a position gets moved that should have been kept under the old workgroup.

● Create a new position for the employee only if they leapfrog or move laterally, and only if they have successorsThe third option is a hybrid approach, which applies some additional logic.

ExampleLet's look at a scenario that illustrates the behavior with this hybrid approach.

1. In the starting state, Employee A reports to Employee B who reports to Employee C, and Employee D is a peer of Employee C.

2. Employee B moves to another team, now reporting to Employee D, and Employee A is temporarily assigned to report to Employee C (via the employee import).

3. After you run the sync process:1. Employee B gets a new position; Employee B's old position is now TBH (and retains the

successors, if any).2. Employee A does not get a new position.

4. When Employee B’s old job is filled, Employee A slides back down to report to the “new” Employee B (via the employee import).

5. After you run the sync process:1. Employee A does not get a new position.

6. Employee A gets a promotion, and is now at the same level as Employees C and D (leapfrogging Employee B).

7. After you run the sync process:1. If Employee A had successors, Employee A gets a new position; Employee A's old position is now

TBH (and retains any successors).



2. If Employee A didn't have successors, Employee A does not get a new position and the new Employee B now has no direct reports.

How the System Handles Position Titles That Change as a Result of the Sync

When the sync process creates or updates a position for an employee, it copies the employee's current title into the position record. This copy of the title is invisible to users though. It is there only for the purpose of retaining an accurate title for vacated positions when employees move into a new role. Internally, the system calls this the shadow title.

Example1. On the first sync:

1. The system creates a position for an employee with the current title, Engineer.2. The system copies the title, Engineer, into the shadow title.

2. On import or manual update of the position:1. The employee gets a new title, Senior Engineer, and reports to a different manager.

3. On the next sync (assuming the rule has been set to create new positions when employees move):1. The employee's old position, now TBH, uses Engineer as the title.2. The system creates a new position for the employee with the current title, Senior Engineer.

Related Information


2.1.3.2.3 Reconciling the Position Model and Employee Data

2.1.3.2.3.1 Removing Extraneous TBH Positions

The position export and import tools provide a quick way to remove extra to be hired (TBH) positions from your position model.

Prerequisites

You are using the legacy position-based nomination method.


Context

Sometimes, as a result of unchecked use of the position sync command, the Succession Org Chart can fill up with many unwanted TBH positions. You can remove the extra positions one at a time via the Succession Org Chart, or you can use the position export and import tools to do a bulk update.

Procedure

1. Export all positions.2. Open the export and sort by user ID. All TBH positions have user IDs that start with TBH.3. For the unwanted TBH positions, fill the ACTION column with DELETE.

NoteIf you have created succession plans for some TBH positions and want to preserve them, but you cannot tell from the position attributes which ones have succession plans, you can run a report of the succession plans and export it to Microsoft Excel. Then, cross-reference this data with the position export to flag all the positions that have successors. For example, you could use the VLOOKUP function in Microsoft Excel.

4. Now import the same file.

TipMake sure that you remove any additional columns you may have added to determine which positions have successors.

Results

The DELETE command performs a soft-delete. This means the positions can be recovered if they were deleted by mistake.

NoteIf you want to delete positions permanently, you can use the PURGE command. Purged records are not recoverable.



2.1.3.3 Defining the View Template for Legacy Position-Based Nominations


You must define a view-template called positionOrgChart in the Succession Data Model that lists the fields that can be edited for positions (whether filled or vacant). Here’s an example:

<view-template id ="positionOrgChart "visibility ="none" pdf-printing-enabled ="false"><label> Position Org Chart</label><description> This view template is for position edits in the position Org Chart</description><edit-template id =" editPosition"><label>Edit Position</label><description> Edit Position</description><standard-element-ref refid ="jobCode"/><standard-element-ref refid ="department"/><standard-element-ref refid ="division"/><standard-element-ref refid ="location"/><standard-element-ref refid ="custom03"/></edit-template> </view-template>

The view-template can only include standard-element fields defined in the data model. However, in general, it should only include fields that would remain unchanged regardless of who fills the position. Attributes like hire date, gender, risk of loss, and so forth would not be appropriate.

The view-template should also include the fields used to limit Succession Planning Permission. These can include Department, Division, Location, manager, matrix manager, HR manager, custom manager, and the custom succession reporting fields. Jobcode is strongly recommended since it is the link to the role definition.

The position code, manager position, incumbent, and key position are part of the position record, and should not be included in the view-template—they always appear in the position edit dialog. Position Code is a unique value that you can define, or if it's not available, the system will fill it with a unique ID number.

Title should also not be included in the view-template as it will always be included automatically.

2.1.4 Migration from Legacy to MDF Position Model

An automated migration tool is available in Provisioning for customers to migrate easily from legacy to MDF Position model.

Customers can contact Implementation Partners for initiating the migration. It is highly recommended that customers do not work on Succession positions and nominations until they receive an email confirming the completion of migration. Changes to positions and successor information during the migration process may not be copied over to the new Position model.

Things to know before using the migration tool:


● It is only available in Provisioning and requires an Implementation Partner to initiate the process.● It is an asynchronous process. But customers are highly recommended not to change position or nomination

information during the migration.● The migration tool creates and configures the MDF Position object. Customers do not need to complete any

set-up.● This tool is only a one time activity. Once customers move to MDF Positions, they can use the position sync or

position import capabilities for maintaining the position model.● The migration tool only creates a Succession MDF Position model. Customers who are implementing or

planning to implement SAP SuccessFactors Employee Central should not use the migration tool but contact Customer Engagement Executives or Customer Support Managers.

● If the results are unsatisfactory, customers have the option of reversing any updates made by the tool. However, the reversing is not recommended. Make every effort to plan a one-way trip for customers. The undo process might result in loss of successors.

2.1.4.1 Migration Preparation

To ensure a one-way trip for customers from Legacy to MDF position model, make thorough preparation before using the migration tool.

● Customers should carefully deliberate before deciding to run the migration tool. To protect yourself and your customer, obtain written confirmation from customers ensuring that they understand the impact and are ready to perform the migration.

● In an emergency, all legacy Succession data is maintained in the system and can be accessed by simply changing the nomination method back to position. But, this reversal to legacy Position is NOT recommended and should ONLY be used in extreme situations. The reversal process has not been extensively tested, and it might lead to loss of successors.

● Save existing reports with all the columns and sample data of those columns so that these reports can be re-created afterwards with MDF positions.

● RBP is a prerequisite for MDF Positions. Configure RBP before running the Migration Tool.

2.1.4.2 Using the Migration Tool

You can use a migration tool to move from legacy to MDF position model.

Prerequisites

Role-based Permission is enabled in your instance.



Procedure

1. Go to Provisioning Company Settings .2. Locate the Succession nomination section.3. Set Succession nomination method to Position.

The Migrate to MDF button shows.4. Optionally, if you want to remove TBH positions with no direct reports or successors during the migration,

check the Remove TBH positions with no direct reports or successors during migration option.

NoteEven the Remove TBH positions with no direct reports or successors during migration option is checked, TBH positions with inactive successors are always copied to MDF Position model.

Results

You have successfully migrated from legacy to MDF position model.

Next Steps

Once the migration process is complete, a process report is available for download from the same location. To check migration details, click the Download Report button.

2.1.4.3 Understanding Migration Tool Process

The migration tool executes the following key steps during the migration process.

● Provisioning Changes: The tool makes the necessary provisioning changes required to enable MDF Positions. These include enabling Generic Objects, changing nomination method to MDF Positions and selecting the MDF Position based ad-hoc report schemas.

NoteThe changing of nomination method to MDF Positions has sometimes not been completed. Double check whether the nomination method has been changed and new schemas have been selected.

● TBH User Dialogue: Prompts users to select if they want to migrate legacy TBH positions that have no successors or direct reports.

● Set up the MDF position record: In this step, the tool creates the MDF Position object and sets it up with appropriate Succession fields. It also creates the parent position relationship on the object and secures the object via RBP. Succession fields created by the tool are:


○ Code○ External Name○ Effective Status○ Effective Start Date○ Effective End Date○ Position Title○ positionCriticality○ Incumbent

NoteThe tool does not create Employee Central Position fields.

● Copy Position Data: Once the object is set up, the tool copies the position data from legacy position object to the MDF object. It uses the following mapping to copy the position data.

MDF Position Field Legacy Position Field

Code Same code as legacy positions

Criticality Key Position Value

Effective End Date For Deleted positions, the position delete date is copied. For Active positions, a future date of 2099 is assigned.

Effective Start Date For Active or Deleted positions, the timestamp when the positon was created is copied

Effective Status "Active" (not available in legacy)

External Name Position Title

Incumbent Incumbent User Id

Position Title Position Title

● TBH Positions: When TBH positions are copied over from legacy, a placeholder user record is still maintained in MDF Position for permission purposes.

● Copy Nomination Records: All nomination records tied to positions, along with their nomination history are copied to the new Position model.

● Ad Hoc Reports: Once the migration is complete, legacy subdomain schemas will no longer be available. Customers are encouraged to save a copy of their previously configured reports and manually configure the same reports in the new MDF Position schemas.

● Process Report: Once the migration is complete the tool generates a report detailing the positions created and nominations copied; TBH positions not copied will also be reported.



2.1.4.4 Fine-Tuning After Migration

There are areas require extra configuration or tuning after the migration job is complete.

Procedure

1. Examine the position object definition to double check whether any additional position attributes are required. For example, an attribute that is used for permission setting such as Department might be added.

2. Update the RBP permission definitions, so that right people have access to right positions. Note that this step may leverage any custom fields added in the previous step.

3. Re-create ad-hoc reports with the MDF Position report schemas that correspond to the legacy position report schemas.

Next Steps

To ensure that the process is completed successfully, test the behavior in the Succession Org Chart and related functions with customers before they start succession planning activities in the system.

2.2 Role-Person Nomination Method

The role-person nomination method, sometimes called incumbent-based, is typically used for simple replacement planning.

Successors are nominated to a unique role + person combination based on the job code + user ID. This method of succession planning is focused on the person or incumbent rather than on the position itself.

You might choose the role-person nomination method if your organization has grown quickly by acquisition and you don't have strong position management in place. Or you might choose this method if you just need simple replacement planning and less administration and maintenance.

NoteAn important consideration when choosing Role-Person Nomination Method is that succession plans move with the incumbents. And if an incumbent's job code changes, the succession plan is dropped.

If you're already using the role-person nomination method, you can save your successor information when switching to the preferred Metadata Framework (MDF) Position-based nomination method.


Related Information

Saving Successor Information when Switching from Role-Person to Position-Based Nomination Methods [page 62]

2.2.1 Saving Successor Information when Switching from Role-Person to Position-Based Nomination Methods

If you're currently using the role-person nomination method and want to switch to a position-based method instead, you can save your existing succession plans prior to changing the nomination method in Provisioning.

Context

When you switch your nomination method from role-person to a position-based method, your existing succession plans will be lost. You can use the ad-hoc report builder to export your existing nominations prior to switching methods, then import the successors once you've created your position model.

Procedure

1. Export the existing nominations using the ad hoc report builder.2. Switch your nomination method and create your position model according to the method you chose.3. Manually rearrange the exported data (for example, using Microsoft Excel) to match existing nominations to

the new positions.4. Import the nominations using the Import Successors admin tool.



3 Basic Provisioning for Succession

Many of the features in SAP SuccessFactors Succession Planning require activation via Provisioning.


Most of the settings you need to enable for SAP SuccessFactors Succession Planning are found in Provisioning, under Company Settings.

The following basic settings activate the underlying features for succession planning, regardless of UI version::

● Succession Planning (enables succession plan creation features)● Succession Management● Succession nomination method

The other provisioning settings are feature-specific and can be found in their own topics.

Related Information

Enabling Matrix Grid Reports [page 92]Enabling Talent Search [page 208]Enabling Position Tile View [page 229]Enabling Successor Nomination Approvals [page 74]

Succession: Implementation and AdministrationBasic Provisioning for Succession PUBLIC 63

4 People Profile and the Succession Data Model

Understand the connection between People Profile, the Succession Data Model and SAP SuccessFactors Succession Planning.

The main purpose of People Profile as it relates to Succession Planning is to collect or store data that is displayed with the various succession planning tools.

Employee data is gathered and displayed within People Profile based on the blocks that you design and the permissions of the user.

Any changes to field labels or activation of fields must take place within the Succession Data Model XML before you create any People Profile blocks. After the fields or template modifications are completed in the XML, you can configure the blocks from Admin Center Configure People Profile .

Related Information

Rating Field Configuration in the Succession Data Model [page 93]Configuring the Data Model to Store Matrix Grid Placement History [page 95]Defining the View Template for Legacy Position-Based Nominations [page 57]

4.1 Configuring the Current Nominations and Successors Blocks

You can configure the Current Nominations and the Successors blocks of People Profile to view and edit succession data. With the Current Nominations block, you can nominate the user for other positions; with the Successors block, you can add internal successors for the current user's position.

Prerequisites

You've configured the People Profile.


People Profile and the Succession Data Model

Context


Procedure

1. Define the background elements in the Succession Data Model via Provisioning.

Option Description

Current Nominations <background-element-ref refid="sysScoreCardNominationPortlet"/>Successors <background-element-ref refid="sysScoreCardSuccessorPortlet"/>

2. Add role-based permissions for succession planning to the relevant roles.

If a user has succession planning permission for any users, the Current Nominations block includes the option to Add (nominate) the employee as a successor to another position or edit existing nominations. It doesn't matter whose profile the user is viewing, since permissions only limit who you can plan for, not who you can nominate.

3. To add the blocks to the People Profile, go to Admin Center Employee Files Configure People Profile .

CautionThere's also a Position block but do not add it to the People Profile if you're using Employee Central, because it's limited in its scope.

If you are using Employee Central, and want a block for position information from MDF, use the custom MDF block instead.

4. Adjust the following settings under Admin Center Tools Nominations Setup to meet your requirements.

Option Description

Filter Current Nominations block data by Succession Planning permissions

When you select this option, the Current Nominations block only shows nominations to positions or people for which the current user has Succession Planning permissions.

In addition, this option also determines whether nominations for inactive positions are displayed. When you select this option, nominations for positions that you've deactivated aren't displayed.

Show the # of hidden nominations in Current Nominations block

When you select this option, if one or more nominations are hidden because the user does not have Succession Planning permission for those employees, the number of hidden nominations is displayed. This option can provide some insight to the larger succession plan, but you should only select it in accordance with the data policies of your organization.

Succession: Implementation and AdministrationPeople Profile and the Succession Data Model PUBLIC 65

Option Description

Similarly, the nominations for inactive positions are hidden as well. And when you select this option, the number of hidden nominations also includes those nominations for a position that has been deactivated.

Hide pending nominations in the Current Nominations and Successors blocks and Nominations section from all users

This option is available only after you've enabled Use formless nomination approval workflow in Provisioning.

When you select this option, pending nominations are not shown in the following:○ The Current Nominations or Successors blocks○ The Nominations section of a talent card○ The nomination history table in the Current Nominations block or the Nominations section

If you do not select this option, pending nominations are displayed with an orange asterisk (*).

5. If you want to find successors in the Current Nominations block by browsing through job families and roles, define and map job families and roles in Job Profile Builder. For more information about how to define and map job families and roles, see Job Profile Builder.

4.2 Viewing Nomination History for a Nominee in People Profile

Users with the proper permission can view any nomination information change (including note changes) for a nominee in the Current Nominations block of People Profile.

Prerequisites

● You've enabled the Allow succession planners to view successors on org chart nodes/position tile view option through Admin Center Succession Org Chart Configuration Succession org chart .

● You've granted users the User Permissions Succession Planners Succession Planning Permissionpermission.With this permission, users can view nomination entities in any status, including the Removed status.


People Profile and the Succession Data Model

https://help.sap.com/viewer/6653514fe7d84eca8e9bc2d38e46666d/latest/en-US/172d1e58be474b8ab4c268c918b9d56c.html

Context

The following statuses are supported in the nomination history:

Status Description

Succeed (For MDF position-based nomination only) Indicates that a nominee has become the incumbent for a position.

(For role-person nomination only) Indicates that a nominee has become the incumbent for an employee.

Approved (For MDF position-based nomination only) Indicates that a nominee has been added to positions.

(For role-person nomination only) Indicates that a nominee has been added to employees.

Removed (For MDF position-based nomination only) Indicates that a nominee has been removed from positions.

(For role-person nomination only) Indicates that a nominee has been removed from employees.

Pending (For MDF position-based nomination only) Indicates that adding a nominee to positions hasn't been approved.

(For role-person nomination only) Indicates that adding a nominee to employees hasn't been approved.

Change Pending Indicates that changing readiness or notes for existing nominations hasn't been approved.

Deletion Pending (For MDF position-based nomination only) Indicates that removing a nominee from positions hasn't been approved.

(For role-person nomination only) Indicates that removing a nominee from employees hasn't been approved.

Procedure

1. Go to the Current Nominations block of People Profile.

2. Choose (View Nomination History).

3. Optional: To view the nomination history in a specified date range, choose (Date Range) in the upper right corner, select a start date and end date, and then choose OK.

By default, the nomination history in the past 12 months is displayed. To show all nomination history, clear the date range value.

Succession: Implementation and AdministrationPeople Profile and the Succession Data Model PUBLIC 67

5 Configuring Your Nomination Features

5.1 Importing Successors

You can manually import successors from your external HRIS or after changing nomination methods.

Prerequisites

Instant nominations are enabled.

Context

TipIt's also possible to use a scheduled job for importing successors--contact your SAP Consultant or Product Support to set it up.

If you previously maintained successors in your external HRIS, you can import that data to SAP SuccessFactors Succession Planning using the Import Successors function.

Or, if you exported your successor data before changing your nomination method, use this function to import successors back into your system.

However, keep the successor data meaningful and do not add a single user as the successor to hundreds of positions.

When the import is completed, you will receive an email, informing you of the status of the import job. If there are entries that haven't been imported successfully, the email also include the reasons. You can fix those issues and import them again.

RestrictionExternal successors cannot be imported.

Procedure

1. Go to Admin Center Tools Import Successors .2. Download and complete the template.


Configuring Your Nomination Features

The template is dynamically generated based on the nomination method you're using.3. Define the common fields in the template.

○ Define the ACTION.Currently supported actions include ADD, TRANSFER, UPDATE, and DELETE.

NoteIf you leave the action field empty or choose ADD or UPDATE, the behavior is the same. The system tries to update the existing record first. If no record is found, it creates a new one.

○ Define the SUCCESSOR_USERID.This field is required for the ADD or UPDATE action. For TRANSFER or DELETE actions, if you leave this field empty, the action effects all existing successor and pending successors.

○ Define the READINESS.This field is required for most cases. For Talent Pool, it depends on the configuration on the Talent Pool Setup page.

NoteEnter the numeric score, rather than the label, associated with the readiness levels defined in your system. For example, if you've defined your readiness rating scale to include Ready Now with a score of 1, enter 1 rather than Ready Now in the template.

○ Define the RANKING.This field is optional and depends on the settings you've selected on the Nominations Setup page.

4. Identify the target nomination, which differs based on your nomination method.

Option Description

Position based nominations Position code

Role-Person based nominations Jobcode + userID

Pool based nominations Pool ID

If you have enabled Talent Pool nominations, then for each row in the input file, the system first validates the fields for the regular nomination method (position or role-person). If that fails, then the system validates for Talent Pool.

For the TRANSFER action, define both the source and target nominations.

If you're transferring nominations and using role-person nominations, some special considerations apply. For more information, see this KBA .

5. Once you've completed the template, select your import file and choose Import Successors.

Results

The successors have been imported into the system. You will receive an email, informing you of the import status.

Succession: Implementation and AdministrationConfiguring Your Nomination Features PUBLIC 69

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Next Steps

If there are individual successor entries that haven’t been imported, you can find in the email details about why the entries weren’t imported and how to resolve the issues. Correct the data and do another import for the affected successor entries.

Related Information

Saving Successor Information when Switching from Role-Person to Position-Based Nomination Methods [page 62]

5.2 Configuring the Readiness Rating Scale via the Admin Center

All successor nominations require a readiness rating to determine how far they are from being ready to fill the role in question.

Context

You define your readiness rating scale in both the org chart XML (via Provisioning) and using the rating scale designer (via the Admin Center). The rating scales you define must match exactly in both locations to avoid inconsistent results in the various succession planning tools.

Procedure

1. Go to Admin Center Tools Rating Scales .2. Click Create New Rating Scale.3. Name it, exactly, Readiness.

4. Choose one of the standard rating scales or build your own.

RememberThe scale you define must match the one defined in the org chart XML.

5. Enter the scores and labels for your scale so that the lowest number is the least ready and the highest number is the most ready.

The bench strength calculation and other features expect that the highest number equals the most ready.



For example, you might define your readiness scale with 4 levels:

Score Label

1 Ready in 3 to 5 years


3 Ready Now

4 Emergency Replacement

Results

Succession planners can choose a readiness rating when nominating successors.

CautionIf you change the readiness rating scale after successors have been nominated, then any existing nominations may display inconsistent readiness ratings.

For example, a successor is nominated with a readiness rating of 3 (Ready Now). Then you update the rating scale so that 4 = Ready Now and 3 = Ready in 1 Year. Now, the successor with the 3 rating shows as ready in 1 year instead of the originally intended ready now.

Related Information

Defining the Readiness Rating Scale in the Org Chart XML [page 136]

5.3 Enabling Users to Nominate External Successors

If you have SAP SuccessFactors Recruiting implemented, you can enable succession planners to add or nominate external candidates from the Recruiting candidate pool.

Prerequisites

● SAP SuccessFactors Recruiting is enabled and configured


Context

In Succession Org Chart v12 or the Position Tile view, succession planners can choose External Candidates on the nomination dialog to search the existing candidate pool or create new external candidates. The external candidate card is the same one used in Recruiting. External candidates are not shown in any ad-hoc reports for succession planning.

NoteAdding an external candidate is not currently supported from the successor block in the Employee or People Profile or via successor import.

If you also assign the associated Recruiting permissions to your succession planners, they have the option of adding a new external candidate. When adding a candidate with this method, an email is not sent to the candidate (as it is if added via the Recruiting Candidate Search screens).

Procedure

1. Go to Admin Center Tools Nominations Setup .2. Select Allow succession planners with recruiting candidate search permissions to nominate external candidates

and save your settings.

3. Go to Admin Center Tools Manage Permission Roles .4. Choose a role and click Permission.5. Go to Recruiting Permissions and grant the necessary candidate search permissions.

Results

Succession planners with the necessary access and permissions can add or nominate an external successor from the Recruiting candidate pool.



5.4 Enabling Successor Ranking

You can enable users to rank successors for a position in a custom order, within or across their readiness ratings depending on the options you choose.

Context

A ranking value isn’t required, but successors who are ranked (with any value) are ordered ahead of successors who aren’t ranked.

Procedure

1. Go to Admin Center Tools Nominations Setup .2. Select Enable ranking of successors.

The system sorts successors for a position by their readiness rating by default. When you enable this option, users can rank the successors within each readiness level so that successors are sorted first by readiness, then by the ranking values you assign, and then by their full names.

Users can enter an optional, numeric ranking in the nominations dialog.3. If you want to allow succession planners to rank successors to a position regardless of their readiness level,

then also select Allow ranking across readiness.

This option sorts successors for a position alphabetically instead of by readiness level, allowing succession planners to rank them in any order.

With both settings selected, a sorting option is available on the Succession Org Chart (v12) under Display Options. You can choose Sort Successors By and then either:

○ Readiness, Rank, which sorts the successors first by their readiness rating and then their rank○ Rank, Readiness, which sorts the successors by the rank first

Results

● Succession Org Chart, Lineage Chart, and Position tile use the same successor sorting settings.● Succession and Presentations use the same successor sorting settings in position card and in position tile.


5.5 Enabling Successor Nomination Approvals

You can enable approvals so that new nominations and changes to existing nominations require approval before they go into effect.

Prerequisites

Instant nominations are enabled.

Context

If you do not enable approvals, then all nominations take effect immediately and go straight to the approved status.

When you enable approvals, all new nominations and any changes to existing nominations, like removing a nomination or changing the readiness, are pending until approved.

You use role-based permissions to separate which users can nominate successors and which can approve those nominations.

ExampleA manager has succession planning permission for a position but not approval permission. Any nominations that manager makes are in pending status until someone in a role with approval permission accepts or rejects the nominations. Once a nomination is approved, the pending status is dropped and that employee is considered a successor to the position.

CautionIf you enable the approval process then later decide to disable it, then any pending nominations or changes will be lost.

Procedure

1. In Provsioning, go to Company Settings and select Use formless nomination approval workflow.


2. Go to Admin Center Tools Manage Permission Roles .



3. Choose the role you want to grant approval permissions and click Permission.

4. Select Succession Planners Succession Approval Permission and save your changes.

Users assigned to a role with approval permission can approve successor nominations for their assigned target population.

Results

The following rules apply to successor nominations:

● If more than one person is set as an approver for a particular incumbent or position, only one approval (from any of the approvers) is required to approve the nomination or change.

● Pending nominations are displayed on the position card of a Succession Org Chart node, below any approved successors.

● Successor nominees in a pending state can only be viewed by users with succession planning or succession approval permissions for that incumbent or position.

● Users can be both planners and approvers. If you have both permissions, then successors you nominate go straight to the approved status.

Next Steps

You can also enable email notifications for pending approvals.

Enabling Pending Approval Emails [page 75]You can enable emails to approvers notifying them of nominations requiring their approval.

Configuring the Succession Email Approver Notification Template [page 76]You can configure the template used to send emails to approvers notifying them of nominations requiring their approval.

5.5.1 Enabling Pending Approval Emails

You can enable emails to approvers notifying them of nominations requiring their approval.

Context



Procedure

1. Go to Provisioning Managing Job Scheduler Manage Scheduled Jobs .2. Click Create New Job.3. For Job Type, select Send Pending Nomination Emails.

The job triggers emails to approvers that list all currently pending successor nominations or changes (including deleted nominations) that need action.

4. If you would like to configure the job to send repeated notifications, until the approver either approves or rejects the nomination, choose the option, Resend emails to approvers if nominees have not yet been approved and configure your recurrence preferences.

RestrictionDo not use the Additional E-mail Recipients field for this job.


Next Steps

The content of the email comes from the Succession Email Approver Notification template which you can configure via the Admin Center.

Task overview: Enabling Successor Nomination Approvals [page 74]

Related Information

Configuring the Succession Email Approver Notification Template [page 76]

5.5.2 Configuring the Succession Email Approver Notification Template

You can configure the template used to send emails to approvers notifying them of nominations requiring their approval.

Prerequisites

You have enabled pending approval emails via Provisioning.



Procedure

1. Go to Admin Center Tools E-mail Notification Templates Settings .2. Select the Succession Email Approver Notification template.3. Adjust the email fields and body text to suit your requirements.

CautionBe sure to preserve the tokens for [[ORG_CHART_URL]] and [[PENDING_NOMINATIONS_LIST]].


Task overview: Enabling Successor Nomination Approvals [page 74]

Related Information

Enabling Pending Approval Emails [page 75]

5.6 Hiding Nomination History Prior to a Certain Date

If you created test nominations as part of your implementation, you can set a date in the system that hides the display of all nomination history prior to that date.

Context

This setting only changes the display of the nomination history, not the actual nomination records. Active nominations may be filtered in the history dialog, but still visible in the Succession Org Chart, the current nominations block on People Profile, and all reports. If there are no new nominations after the date specified, the history shows No current and Past Nominees (for older versions) or No data (for v12), just as if there were actually no nomination records for that incumbent in the system, which can be misleading. So, using this feature is only recommended for situations where you want to hide any test nominations, created during implementation, to avoid displaying misleading information.

Procedure

1. Go to Admin Center Tools Nominations Setup .2. Select or enter a date prior to which all succession nominations are hidden from display.


5.7 Enabling Automatic Removal of Succession Nomination for Incumbents

If an employee, who was nominated as a successor to a position, actually becomes the incumbent, you can enable the system to remove that employee from the successor list for this position automatically.

Prerequisites

You are using either legacy or MDF position-based nominations.

Context

This option automates the process of identifying successors who become incumbents and then removing them from the successor list. By enabling this option, you can optimize your succession process and relieve your succession planners of the manual steps otherwise required.

Procedure

1. Go to Admin Center Tools Nominations Setup .2. Select Automatically remove nominated successor if that user becomes incumbent.

○ This option applies to successors that become incumbents when the position is manually updated through the Edit Position option on the Succession Org Chart, through position import, or through position sync.

○ This function is only effective on successors that become incumbents after enabling this option. It does not retroactively remove successors that became incumbents before the option being enabled.

○ It works for both Legacy and MDF position-based nominations.○ If you use MDF position-based nomination method in your instance and Employee Central is enabled for

position management, then the automatic removal of successors is not supported.

Results

When a successor becomes the incumbent for a position, the system automatically removes them from the list of successors and updates the nomination history with the status Succeed.

If you want to find out which successors have become incumbents, you can create an Ad Hoc report with the Succession History (MDF Position based nominations) schema and check successors whose Status History or Change Type is Succeed.



5.8 Configuring Key Position Indicator

With the (Key Position) indicator, you can highlight critical positions in the Succession Org Chart and Position Tile view to prioritize succession planning.

Depending on whether you are using MDF positions or legacy positions, the indicator type that you can use is different. For MDF positions, the indicator is defined as a picklist. If you are using nominations by legacy positions instead, you can define the indicator as either a Boolean indicator or a rating scale indicator.

Position Type Available Indicator Type Description

MDF Position Picklist You define a picklist of position criticality options (for example, Very Critical, Critical, and Non-critical) and assign the criticality options to the positions.

Legacy Position Boolean A Boolean indicator is a yes-or-no determination of key positions, that is, a position is either a key position or a regular position. With the Boolean indicator, the system highlights the key positions by dimming the non-key positions in the Succession Org Chart or Position Tile view.

Rating Scale A rating scale indicator has a scale of criticality levels. You can create a rating scale for the indicator or reuse any existing rating scales. For example, you can also reuse the rating scale you've created for Performance Management.

To show the key position indicator in the Succession Org Chart or Position Tile view, go to (Display Options) and highlight the key positions (for the Boolean indicator) or highlight positions of a particular level of criticality (for the picklist or scale indicator).

For the picklist indicator and the scale indicator, in addition to showing the indicator, the system also outlines each position node with a color that is associated with the criticality rating of the position.

NoteFor the picklist indicator or the rating scale indicator, all positions that have been assigned a picklist option or rating will be highlighted. Even if you have defined a non-critical option for the picklist or rating scale and assigned it to positions, those positions will be highlighted as well.

Related Information

Configuring Key Position Indicator for MDF Positions [page 80]Configuring Key Position Indicator for Legacy Positions [page 84]


5.8.1 Configuring Key Position Indicator for MDF Positions

Learn how to define and enable the key position indicator for MDF positions.

The key position indicator for MDF positions are managed as a picklist. Define a picklist with options that represent different criticality, associate this picklist with position objects, and add the picklist definition to the Succession Org Chart XML definition.

1. Creating a Position Criticality Picklist [page 80]Learn how to create a picklist of criticality options, which you later assign to the MDF position object.

2. Associating Position Criticality Picklist with MDF Position Object [page 81]Associate the position criticality picklist to the position object so that when you create a new MDF position, you can select a position criticality from the picklist.

3. Configuring the XML to Support the Key Position Indicator for MDF Positions [page 83]Configure the Succession Org Chart XML file so that it supports the key position indicator and enable users to highlight key positions on the Succession Org Chart.

5.8.1.1 Creating a Position Criticality Picklist

Learn how to create a picklist of criticality options, which you later assign to the MDF position object.

Context

If you already have a picklist under the PositionCriticality picklist code, you can also edit the picklist so that it suits your business scenarios.

Procedure

1. Go to Admin Center Configure Object Definitions .2. In the Create New dropdown, select Picklist.3. In the picklist editing screen, enter the required attributes.

○ Code: PositionCriticalityUse this exact picklist code. Do not use improper lowercase, like "positioncriticality" or "positionCriticality".

○ Status: Active○ Effective Start Date: 01/01/1990

Enter this exact date as a best practice to avoid conflicts between effective start dates of a position and the picklist.

4. Define the external codes and labels for the picklist.



Example

External Code

Label. The external codes should be numeric values, otherwise you'll receive an error in the Position Tile view. Besides, as a best practice, please start with

0 Non Critical

1 Critical

NoteDo not use letters for Values. The external codes should be numeric values, otherwise you'll receive an error in the Position Tile view. Besides, as a best practice, please start with 0.

The external codes and labels will later be used in Succession Org Chart XML file to support the key position indicator.

5. Save the picklist.

Results

The picklist for position criticality has been created.

Next Steps

Assign the picklist to the MDF position object.

Task overview: Configuring Key Position Indicator for MDF Positions [page 80]

Next task: Associating Position Criticality Picklist with MDF Position Object [page 81]

5.8.1.2 Associating Position Criticality Picklist with MDF Position Object

Associate the position criticality picklist to the position object so that when you create a new MDF position, you can select a position criticality from the picklist.

Procedure

1. Go to Admin Center Configure Object Definitions .


2. In the first dropdown, select Object Definition; in the second dropdown, select Position.3. Click Take Action and then Make Correction to edit the object definition.4. At the bottom of the field list, add a field for the position criticality picklist. You add the field by entering a field

name.5. Open the Details dialog box, enter more information for the field. Make sure that the following values are

maintained exactly as follows:○ Data Type: Picklist○ Valid Values Source:PositionCriticality (the exact picklist code)○ Visibility: Editable○ Status: Active

6. Save the MDF position object.

Results

The position criticality picklist has been associated with the MDF position object. You are now able to define the position criticality in the positions.

Next Steps

To be able to highlight the critical positions in Succession Org Chart or Position Tile view, you need to add the relevant XML definitions in the Succession Org Chart XML configuration.


Previous task: Creating a Position Criticality Picklist [page 80]

Next task: Configuring the XML to Support the Key Position Indicator for MDF Positions [page 83]



5.8.1.3 Configuring the XML to Support the Key Position Indicator for MDF Positions

Configure the Succession Org Chart XML file so that it supports the key position indicator and enable users to highlight key positions on the Succession Org Chart.

Context


Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Add a section for </keyPositionOption> immediately before the <SMFormId> tag. See the following

sample definition:

Sample Code

<keyPositionOption indicator="scale" key="PositionCriticality"> <label>Highlight critical positions</label> <keypositionset> <keyposition> <label>All positions</label> <value>0</value> <index>1</index> </keyposition> <keyposition> <label>Key Positions</label> <value>1</value> <index>5</index> </keyposition> <keyposition> <label>Highly critical positions</label> <value>2</value> <index>6</index> </keyposition> </keypositionset></keyPositionOption>


In the above XML sample definition, each "keyposition" tag corresponds to one option you have defined in the picklist. Within each "keyposition" tag, the definitions of the following tags are as follows:

XML Tag What to Enter

label The label of the criticality option in the picklist.

value The external code of the picklist option.

index The index number for a particular color code. Index colors for Key Position are predefined and can't be modified in the Org Chart XML. The sequence of labels are determined by the configuration in the Org Chart XML.

Results

The Succession Org Chart XML file has been configured to support the key position indicator. When you display the Succession Org Chart, you can highlight the positions of a particular criticality.


Previous task: Associating Position Criticality Picklist with MDF Position Object [page 81]

5.8.2 Configuring Key Position Indicator for Legacy Positions

You can configure whether the key position indicator is used for legacy positions in the Succession Org Chart and Position Tile view.

Prerequisites

● You have the Position Set up permission.● You're using legacy position-based nomination method.

Procedure

1. Go to Admin Center Tools Position management: Position Set up .

NoteIf you aren't using legacy position-based nomination method, the Position management: Position Set up option doesn't display.



2. Choose the option that matches your XML configuration.

Option Description

No No key position indicator (default option)

Yes, boolean (yes/no) Key positions are managed by a simple yes or no

Yes, with rating scale Uses a rating scale for criticality that can have more than one level

Results

Key positions include the (Key Position) indicator and users can select the option to Highlight Key Positions on the Succession Org Chart.

Key positions are only revealed to users that have Succession Management and Matrix Report Permissions for incumbents of those positions.

Related Information

Configuring the XML to Support the Key Position Indicator for Legacy Positions [page 85]

5.8.2.1 Configuring the XML to Support the Key Position Indicator for Legacy Positions

Configure the Succession Org Chart XML file so that it supports the key position indicator and enable users to highlight key positions on the Succession Org Chart. This procedure is only relevant for legacy positions.

Prerequisites

You have selected the indicator type for key positions. If you have selected the scale indicator, make sure you have defined the rating scale through Admin Center Rating Scales .


Context


Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Add a new section for </keyPositionOption> immediately before the <SMFormId> tag.

The phrase “Key Position” is configurable via Admin Center Tools Text Replacement and affects the Succession Org Chart legend, the edit position dialog, and key position display option for the org chart. Other instances of the term are still configured through the org chart XML.

3. Add the XML definitions for your indicator:○ For the Boolean indicator, add the relevant definition. See the following definition sample:

Sample Code

</gradientOption> <keyPositionOption indicator ="boolean" key =""><label>Highlight key positions</label><label lang ="fr_FR">Postes clés</label><keypositionset></keypositionset></keyPositionOption><SMFormId>4</SMFormId>

Leave the key attribute part (key = “”) in the definition. For the Boolean indicator, you need to add the key attribute, but you do not need to define it.

○ For the scale indicator, add the definition for the scale indicator. See the following sample definition:

Sample Code

</gradientOption> <keyPositionOption indicator="scale" key="Criticality"> <label>Highlight critical positions</label> <keypositionset> <keyposition> <label>All positions</label> <value>0</value> <index>0</index> </keyposition> <keyposition> <label>Moderately or highly critical</label> <value>1</value> <index>1</index> </keyposition> <keyposition> <label>Highly critical positions</label>



<value>2</value> <index>2</index> </keyposition> </keypositionset></keyPositionOption><SMFormId>4</SMFormId>

In the above XML sample definition, the key attribute cooresponds to the rating scale name. In this sample (key="Criticality"), the rating scale is called Criticality.Each "keyposition" tag corresponds to one rating you have defined in the scale. Within each "keyposition" tag, the definitions of the following tags are as follows:

XML Tag What to Enter

label The label of the criticality option in the rating scale.

value The external code of the rating.

index The index number for a purticular color code. The system uses the corresponding color to highlight the key positions.

Next Steps

Once the XML is configured to support the key position indicator, go to Admin Center Tools Position Setupto enable the feature in the Succession Org Chart and Position Tile view.

5.9 Enabling Suggested Successors

Successors are suggested based on competency matches to the position role.

Prerequisites

● You’ve implemented and configured Career Worksheet in SAP SuccessFactors Succession & Development.


● You have Career Worksheet template permission.● The <readiness_meter> field and corresponding read permission for the target employees are configured in

the Career Worksheet template.

Context

Successors are suggested based on the same logic used for Career Worksheet in SAP SuccessFactors Succession & Development. There are two calculation methods that customers can choose either one.

The first method is that the competencies assigned to the role associated with the position are compared to the competencies of employees in the system. Then the readiness is calculated by dividing the number of rated role-competencies with the total number of competencies assigned to that role. The employees with the 10 highest readiness ratings are then listed as suggested successors for the position.

ExampleA position is associated with a role that has four required competencies. If an employee has been rated on at least one of those competencies, and the competency ratings meet the ratings of the target role, the employee is considered in the calculation for suggested successors. User CGRANT has been rated on 2 of the required competencies so the readiness rating of CGRANT is 50%.

The second method requires that the switch <new-role-readiness-calculation> is on in Career Worksheet template. All competency ratings, either meet the ratings of the target role or not, are included and divided by expected competency ratings to get competency readiness ratings. The final readiness rating is calculated by averaging all competency readiness ratings.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Select a role.3. Click Permissions.4. Under User Permissions, select Career Development Planning.5. Select Recommended Successors.

The setting uses target population to control which information can be seen.

Results

When you add successors to positions, the system presents a list of the top 10 suggested successors.



5.10 Excluding Nominees from Seeing Themselves Within a Succession Plan

If you don't want employees who have been nominated as successors to see themselves within a succession plan, you can enable the related setting in Admin Center. By doing so, they also don't have permission to nominate themselves.

Procedure

1. Go to Admin Center Nominations Setup .2. Select Exclude nominees from seeing themselves within a succession plan.3. Choose Save.

Results

● You've excluded these nominees from seeing themselves in the following:○ Succession Org Chart○ Position Tiles○ Lineage Chart○ Nomination History from position card○ Talent card○ People Profile○ Presentation

● These nominees can't see themselves if they search for themselves or a list of employees that contains themselves using Talent Search.

● These nominees don't have permission to nominate themselves.


5.11 Hiding Contingent Workers in the Succession Org Chart and Position Tile View

By hiding the positions of incumbent contingent workers in the Succession Org Chart and Position Tile view, succession planners can focus on managing plans for positions of internal employees.

Prerequisites


In Provisioning, go to Company Settings, and then select Employee Central V2 and Enable Contingent Workers.

Context

This feature is available to all nomination methods: role-person, legacy succession positions, and Metadata Framework (MDF) positions.

Procedure

1. Go to Admin Center Org Chart Configuration Succession org chart .2. Select Hide contingent workers in the Succession Org Chart and Position Tile view.3. Save your changes.

Results

Any position containing contingent workers is hidden from the Succession Org Chart and the Position Tile view.



6 Matrix Grid Reports

The matrix grid reports, performance/potential matrix and how vs. what matrix, offer insights across available talent and help you compare succession candidates from a target population like a team or department.

You use the matrix grid reports, also known as a 9-box, to identify your high potential talent. The matrix grids themselves are just reports so you can't actually take any action from the reports directly. However, once you identify your top talent, based on their placement in the grid, you can use the other features of SAP SuccessFactorsSuccession and Development to assign them to succession plans, add them to mentoring programs, and create development plans for them.

The most commonly used dimensions along which to measure employees are the performance rating, which is a retrospective rating, and the potential rating, a forward looking rating. After performance and potential, the next most commonly used configuration is objective versus competency. And finally, there are also two custom ratings that you can use to build your matrix grid reports.

This flexibility to define your matrix grid reports allows you to maximize their value by aligning them with your overall talent strategy. For example, you might choose to create the first report using performance and objective ratings and then competency and potential ratings for the second report. Which ratings you use and whether you place a particular rating along the x-axis or y-axis is best determined by your specific talent strategy and goals.

Based on how you've defined your reports, the system pulls ratings from various data sources across the SAP SuccessFactors HXM Suite. Most commonly, these ratings come from performance forms that are part of SAP SuccessFactorsPerformance Management but can also come from ratings imported from an external system or assigned via the People Profile. You can configure these rating sources, including custom weighting, as well as defining other aspects of the report like which forms to include or whether to include in progress forms. You can also adjust the report output by modifying cell background colors and labels or adding icons to represent certain field values.

Enhancements to Matrix Grid Reports

The Matrix Grid reports in Succession Planning leverage the SAP Fiori design standards to provide consistency and enhanced usability and accessibility.

In addition to the enhancement in UI design, Matrix Grid report offers the following usability improvement:

● It supports auto-complete for employee names.● Selecting target population by report line level is simplified. Options include all levels, direct reports, two levels

below, or three levels below.● Performance trend information is consolidated in the Talent Cards, so that all information about a talent can be

accessed from the Talent Card.● For the Division, Location, and Department selection fields, all values are selected by default. You can open the

dropdown list or the selection pop-up window to modify the selection.● Instead of adding links to individual cells, you can add one central link on each of the Matrix Grid report screens

to provide additional information for your users.

Enabling Matrix Grid Reports [page 92]

Succession: Implementation and AdministrationMatrix Grid Reports PUBLIC 91

To use the performance/potential matrix and how vs. what matrix grid reports, enable the corresponding settings in Provisioning.

Using the Matrix Grid Reports [page 122]The Matrix Grid reports in Succession leverage the Fiori design standards to provide consistency and enhanced usability and accessibility.

6.1 Enabling Matrix Grid Reports

To use the performance/potential matrix and how vs. what matrix grid reports, enable the corresponding settings in Provisioning.

Context


Procedure

1. In Provisioning, go to Company Settings.2. Select the following settings:

○ Matrix Grid Report (9-Box)This setting activates the underlying feature for the performance and potential matrix grid report, regardless of UI version.

○ Matrix Grid How Vs. What Report (9-Box)This setting activates the underlying feature for the how vs. what matrix grid report, regardless of UI version.

TipIf you don't need a performance and potential report, you can always configure it to use different ratings and rename it.



Matrix Grid Reports

6.2 Configuring the Matrix Grid Reports

6.2.1 Rating Field Configuration in the Succession Data ModelLearn about the things you should consider when configuring rating trend elements in the Succession Data Model for use with matrix grid reports.


Four standard rating trend background-element fields are available for use on matrix grid reports:

● <sysOverallPerformance>● <sysOverallPotential>● <sysOverallCompetency>● <sysOverallObjective>

You can also use the following two custom rating trend elements:

● <sysOverallCustom1>● <sysOverallCustom2>

The custom fields are similar in behavior to the four standard trend elements, but they can only be used for:

● Importing ratings into People Profile with the trend data import● Entering ratings directly into People Profile● Displaying ratings on the matrix grid reports.

The custom fields can also be mixed and matched with the other rating elements.

NoteIf you use the objective competency section in your Performance Management form, you must also use <sysOverallCompetency> and <sysOverallObjective> on the how vs. what matrix grid report. If you utilize these section types today, you'll need to consider whether you want to trade one functionality for the other. If you do not use these section types, this may not be a concern now, but you will not be able to utilize this functionality in the future as long as your matrix grid reports are configured this way.

The custom fields, <sysOverallCustom1> and <sysOverallCustom2> cannot be used for other functions such as:

● Display in the scorecard overview or rating history blocks

NoteThey will display in the mini-matrix in the overview block, just not the overall score.

● Capturing or calculating overall ratings on forms

NoteThe objective competency summary and performance-potential summary sections of the Performance Management (PM) forms only support the ratings their names imply. So if you configure the how vs. what


matrix grid report to use, for example, <sysOverallCompetency> vs. <sysOverallCustom1>, then it cannot be used for the objective competency summary section in a PM form.

Rating Elements in the Data Model XML

Example<background-element id="sysOverallPerformance" type-id="8" scale-id="Performance" feedback-type="8">

Attributes for Required Items

id Name of the background section:

● sysOverallPerformance● sysOverallPotential● sysOverallCompetency● sysOverallObjective● sysOverallCustom1● sysOverallCustom2

type-id Unique integer for identifier

scale-id Which matrix grid rating scale to use:

● Potential● Performance● Objective● Competency● Custom1● Custom2

feedback-type Unique integer specifying the source of feedback for the section:

● 8 = Performance● 7 = Potential● 6 = Objective● 5 = Competency● 27 = Custom1● 28 = Custom2


Matrix Grid Reports

6.2.2 Configuring the Data Model to Store Matrix Grid Placement History

You can store the matrix grid placement history using the Succession Data Model.

Prerequisites

The Matrix Grid Report (9-Box) and Matrix Grid How Vs. What Report (9-Box) settings are enabled in Provisioning.

Context

The placement history is stored in the data model and can be viewed by adding a block to the People Profile.


Procedure

1. Add two background elements to the Succession Data Model for the two matrix grid reports.○ <matrix1placement>: for Performance vs. Potential○ <matrix2placement>: for How vs. What

Sample Code

<background-element id="matrix1placement" type-id= "133"> <label>Historical Matrix Grid Placement Block</label></background-element><background-element id="matrix2placement" type-id= "134"><label>How vs. What Historical Matrix Grid Placement Block</label> </background-element>

2. Make sure that appropriate role-based permissions are in place for the two background elements.

Results

Now, the data model is ready to store the matrix grid placement when a rating change occurs in a relevant Performance Management form.


Next Steps

In order to view the history, you need to set up a block in People Profile. You can also generate an initial past history of matrix grid placement by scheduling the job Regenerate Matrix Placement History.

CautionChanging a rating scale that impacts matrix grid placement results in regeneration of the entire matrix grid placement history to match the new rating scale.

NoteAfter you import trend data, either in Admin Center or in Provisioning, a Regenerate Matrix Placement History job will be triggered.

Enabling Matrix Grid Reports

Related Information

Enabling Matrix Grid Reports

6.2.3 Matrix Grid XML Settings Explained

Learn about the various sections of the Matrix Grid XML and what they control.


ELEMENT <Category>

This block is used to define a data field for inclusion in the Matrix Grid as a display option. A <Category> block may contain 0 to many <Level> blocks.

PARAMETER <id>

This attribute is used to identify the data field identification key, like <talentPool> or <custom01>.

PARAMETER <name>

This attribute is used to configure the display name for the data field under the display options panel.

ATTRIBUTE <Level>

This block is used to define a value for the data field. <Level> blocks are nested within <Category> blocks. A <Level> block contains one <ExactEvaluator> and one <Icon> block.

PARAMETER <id>


Matrix Grid Reports

https://help.sap.com/viewer/55e0a1102eda4d83a5638a3526003bd0/latest/en-US/61eb0ce24b924f0bb6aea4d0142875c1.html

This is a placeholder and is currently not used. However, you should assign unique ID values for each<Level> block within the same<Category> block.

ATTRIBUTE <ExactEvaluator>

This block is used to define one of the valid values for the data field.

PARAMETER <value>

For picklist values, this is the OPTION ID value expressed as an integer (1, 2, 3, and so forth). For rating scale items, like readiness, this is the rating value expressed as a float (1.0, 2.0, and so forth). Finally, for booleans, the valid values are true | false.

ATTRIBUTE <Icon>

This block is used to define the icon to be associated with the value.

PARAMETER <title>

This attribute is used to configure the value label displayed in the Matrix Grid Report legend.

PARAMETER <url>

This attribute is used to define the location of the icon to be used for the value.

ATTRIBUTE <label>

This is an optional locale-specific label. If not present, or if no label is supplied with a language that matches the user's preferred language, the icon title or category name is used instead.

PARAMETER <lang>

This is the locale associated with the label.

PARAMETER <value>

This is the displayed value or label.

6.2.4 Matrix Classifier: XML Configuration for Icons

Use the matrix classifier XML in Provisioning to set up the icons used to represent different data attributes on the matrix grid reports.


If an element, like risk of loss, is in the data model and already in the matrix classifier XML, then the element and its associated icons can be added to the matrix grid reports via the Admin Center.

If an element is not yet available in the Admin Center then you need to add it to the XML. You edit the XML portion of setting up the matrix grid icons directly in Provisioning. It is not exported and imported. The actual icon configuration is then done via the Admin Center after you've edited the XML.

In Provisioning, go to Edit Matrix Classifier configuration.


Sample Code <?xml version="1.0" encoding= "UTF-8"?><!DOCTYPE Classifier SYSTEM "classifier_1_0.dtd"><Classifier><Category id="retirementDate" name= "Eligible for retirement"><label lang="fr_FR" value= "Admissibles à la retraite-FR"/><label lang="zh_CN" value= "?????"/><Level id="is retire"> <RetirementEvaluator numberOfMonths= "0"/> <Icon alt= "" title="Ready to retire " url="/ui/sm/img/icons/ico_retire_16.gif"> <label lang= "fr_FR" value= "Prêt à prendre sa retraite-FR"/> <label lang="zh_CN" value= "????" /> </Icon></Level></Category><Category id="male" name= "Gender"><label lang="fr_FR" value= "Sexe-FR"/><label lang="zh_CN" value= "??-CN"/><Level id="is male"> <ExactEvaluator value= " true "/> <Icon alt= "" title="Male " url="/ui/sm/img/icons/ico_M_16.gif"> <label lang= "fr_FR" value= "Mâle-FR"/> <label lang= "zh_CN" value= "??"/> </Icon></Level><Level id="is female"> <ExactEvaluator value= " false "/> <Icon alt= "" title="Female " url="/ui/sm/img/icons/ico_F_16.gif"> <label lang= "fr_FR" value= "Femelle"/> <label lang="zh_CN" value= "??" /> </Icon></Level></Category><Category id="talentPool" name= "Talent Pool"><label lang="fr_FR" value= "Bassin de talents-FR"/><label lang="zh_CN" value= "???-CN"/><Level id="tp1"> <ExactEvaluator value= "1"/> <Icon alt= "" title="Executive Track " url="/ui/sm/img/icons/P_blue.gif"> <label lang= "fr_FR" value= "Exécutif de la voie"/> <label lang="zh_CN" value= "????" /> </Icon></Level> ...

Icon Attribute Tags and Descriptions

Attribute Tag Description

Category Each data element displayed with icons

Level Each value the data element can have

Category id The data element the data comes from

Level id Any unique string

Category name and Icon title Displayed to users in the legend


Matrix Grid Reports

Attribute Tag Description

ExactEvaluator value Either a picklist option ID (for string or picklist fields) or true/false (for Boolean fields)

Label Optional, locale-specific values that supersede the category names and icon titles

6.2.4.1 Matrix Classifier: Icon Category IDs

A list of all the category IDs recognized in the matrix classifier configuration for icons on the matrix grid reports.

NotePay close attention to matching icon category IDs to the available category IDs for visibility on the Succession Org Chart. While you can repurpose fields and change the label, it's important to take care of any imports or other jobs that could introduce errors, especially if your solution is integrated with other SAP solutions.

Boolean fields use true or false evaluators, while string fields use picklist IDs. So you configure those fields in the data model to use picklists.

Between 6 and 8 is the recommended limit for the number of fields represented by icons in the matrix grid report. Each of those fields may have many values, depending on the type and the picklist used.

Icon Category IDs and Types

Category ID Type Notes

businessSegment string

citizenship string

ethnicity string

function string

futureLeader Boolean

impactOfLoss string

keyPosition Boolean This category functions more like "key person" as it does not actually make a position a key position.

level string

male Boolean Same as "gender" in user import file

married Boolean Commonly repurposed for some other required yes or no field

matrixManaged Boolean

minority Boolean

nationality string


newToPosition Boolean

reasonForLeaving string

retirementDate n/a Uses special evaluator

riskOfLoss string

talentPool string This category is just a flag. It was the first version of talent pools and is not to be confused with MDF talent pools or talent pools associated with families and roles.

6.2.5 Enabling Fields as Matrix Filters

By default, the Matrix Grid Reports have the fields Department, Division, and Location available as filter options. You can also add other fields as custom filters to allow for more granular filter options in the report. You can enable fields to be used as filter fields for the Matrix Grid Reports via the XML.

Context


RecommendationFill in matrix filter fields in user data imports. Blank or null values may result in invalid filter results in the matrix grid reports.

TipIf you use text replacement in your system, avoid labels that include a forward slash, “/”, including localizations, because the export function for Matrix Grid reports cannot process that special character. Any export attempted where a forward slash is included in a label, for example “Mitarbeiter/in”, will fail. To correct the issue, simply remove the forward slash from your text replacement labels.

Procedure

1. In Provisioning, go to Import/Export Data Model and export the data model.2. In the XML, set matrix-filter to true for the standard-element definition of relevant fields:


Matrix Grid Reports

Example<standard-element id="city" max-length="128" required="true" matrix-filter="true">

3. Register the element in <view-template id="sysUserDirectorySetting"> / <edit-template id="sysAllUserDirectorySetting">.

Example <view-template id="sysUserDirectorySetting" pdf-printing-enabled="true"><label>User Directory Setting</label><edit-template id="sysAllUserDirectorySetting"><label>User Directory Setting(Entire Ordered List)</label><standard-element-ref refid="city"/> </edit-template></view-template>

4. Import the data model XML.

6.2.6 Supported and Unsupported Fields for Matrix Filters

There are three kinds of filters that are supported in matrix grid reports: default filters, custom filters, and other standard fields.

Supported Fields

● There are three default filters in Succession matrix grid reports: department, division, and location. These three filters display all the time.

● Custom fields, from custom01 to custom15 are supported. Customizable fields can be associated to a picklist. If a picklist is used as a matrix filter, the picklist labels will be displayed in customizable fields. Also, customizable fields remember the picklist labels that you chose last time. These custom fields are put under <view-template id="sysUserDirectorySetting" ... > / <edit-template id="sysAllUserDirectorySetting"...> in the Succession Data Model with <matrix-filter> set to "true".

● Many standard fields are also supported. For example, city, title, and state. Note that below supported standard field list is not exclusively for Succession. For example, there are also elements for Compensation. These standard fields are put under <view-template id="sysUserDirectorySetting" ... > / <edit-template id="sysAllUserDirectorySetting"...> in the Succession Data Model with <matrix-filter> set to "true".

Sample Code

<standard-element id="empId" max-length="255" required="false" matrix-filter="true"> <standard-element id="title" max-length="255" required="false" matrix-filter="true"><standard-element id="businessPhone" max-length="20" required="false" matrix-filter="true"><standard-element id="homePhone" required="false" matrix-filter="true">


<standard-element id="cellPhone" required="false" matrix-filter="true"><standard-element id="fax" max-length="20" required="false" matrix-filter="true"><standard-element id="addressLine1" max-length="255" required="false" matrix-filter="true"><standard-element id="addressLine2" max-length="255" required="false" matrix-filter="true"><standard-element id="addressLine3" required="false" matrix-filter="true"><standard-element id="city" max-length="255" required="false" matrix-filter="true"><standard-element id="state" max-length="20" required="false" matrix-filter="true"><standard-element id="zipCode" max-length="10" required="false" matrix-filter="true"><standard-element id="country" max-length="255" required="false" matrix-filter="true"><standard-element id="reviewFreq" max-length="200000000" required="false" matrix-filter="true"><standard-element id="lastReviewDate" required="false" matrix-filter="true"><standard-element id="salary" required="false" matrix-filter="true"><standard-element id="salaryLocal" required="false" matrix-filter="true"><standard-element id="localCurrencyCode" required="false" matrix-filter="true"><standard-element id="jobTitle" required="false" matrix-filter="true"><standard-element id="jobLevel" required="false" matrix-filter="true"><standard-element id="jobFamily" required="false" matrix-filter="true"><standard-element id="jobRole" required="false" matrix-filter="true"><standard-element id="payGrade" required="false" matrix-filter="true"><standard-element id="finalJobFamily" required="false" matrix-filter="true"><standard-element id="finalJobRole" required="false" matrix-filter="true"><standard-element id="finalJobCode" required="false" matrix-filter="true"><standard-element id="dateOfCurrentPosition" required="false" matrix-filter="true"><standard-element id="bonusTarget" required="false" matrix-filter="true"><standard-element id="multiBonusExtra" required="false" matrix-filter="true"><standard-element id="extraAmount" required="false" matrix-filter="true"><standard-element id="salaryProrating" required="false" matrix-filter="true"><standard-element id="raiseProrating" required="false" matrix-filter="true"><standard-element id="promotionAmount" required="false" matrix-filter="true"><standard-element id="lumpsumTarget" required="false" matrix-filter="true"><standard-element id="lumpsum2Target" required="false" matrix-filter="true"><standard-element id="compensationReadOnly" required="false" matrix-filter="true"><standard-element id="meritTarget" required="false" matrix-filter="true"><standard-element id="meritEffectiveDate" required="false" matrix-filter="true"><standard-element id="promotionEffectiveDate" required="false" matrix-filter="true"><standard-element id="extraEffectiveDate" required="false" matrix-filter="true"><standard-element id="extra2EffectiveDate" required="false" matrix-filter="true"><standard-element id="lumpsumEffectiveDate" required="false" matrix-filter="true"><standard-element id="lumpsum2EffectiveDate" required="false" matrix-filter="true"><standard-element id="compensationEligible" required="false" matrix-filter="true"><standard-element id="compensationSalaryEligible" required="false" matrix-filter="true"><standard-element id="compensationBonusEligible" required="false" matrix-filter="true"><standard-element id="compensationStockEligible" required="false" matrix-filter="true"><standard-element id="compensationSalaryRateType" required="false" matrix-filter="true"><standard-element id="compensationSalaryRateUnits" required="false" matrix-filter="true">


Matrix Grid Reports

<standard-element id="compensationFte" required="false" matrix-filter="true"><standard-element id="salaryBudgetTotalRaisePercentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetMeritPercentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetPromotionPercentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetExtraPercentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetExtra2Percentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetLumpsumPercentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetFinalSalaryPercentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetLumpsum2Percentage" required="false" matrix-filter="true"><standard-element id="salaryBudgetTotalCompPercentage" required="false" matrix-filter="true"><standard-element id="stockBudgetStockAmount" required="false" matrix-filter="true"><standard-element id="stockBudgetUnitAmount" required="false" matrix-filter="true"><standard-element id="stockBudgetOptionAmount" required="false" matrix-filter="true"><standard-element id="stockBudgetOther1Amount" required="false" matrix-filter="true"><standard-element id="stockBudgetOther2Amount" required="false" matrix-filter="true"><standard-element id="stockBudgetOther3Amount" required="false" matrix-filter="true"><standard-element id="bonusBudgetAmount" required="false" matrix-filter="true"> <standard-element id="seatingChart" required="false" matrix-filter="true">

Unsupported Fields

Below is the list of standard fields that are NOT supported as matrix filter fields in matrix reports. Below fields should NOT have true attribute for matrix filter in data model xml (matrix-filter="true" is incorrect).

NoteUserinfo elements are not supported.

● businessSegment● citizenship● ethnicity● firstName● function● futureLeader● impactOfLoss● jobCode● keyPosition● lastName● level


● male● married● matrixManaged● minority● nationality● newToPosition● reasonForLeaving● retirementDate● riskOfLoss● talentPool● userId

6.2.7 Showing Matrix Rating Label in People Profile

You can show the cell label for an employee's latest matrix grid report placement in People Profile.

Context

The label will respect the matrix grid report admin settings, including rating sources and processes. You can do this for either or both matrix grid reports.

Procedure

1. In the data model, define the field that will contain the rating.○ <matrix1Label> for the Performance/Potential matrix○ <matrix2Label> for the How vs. What matrix

Sample Code

<standard-element id="matrix1Label" required= "false" matrix-filter= "false"> <label>9-box placement </label> </standard-element>

2. Grant the appropriate permission for the field in role-based permissions (RBP).

Typically, this should match the permissions for the ratings used for the matrix grid report.3. Add the field to the <personalInformation> edit-template in the <employeeProfile> view-template.

4. In the admin center, go to Configure People Profile to add the new field to the layout of a block in People Profile.

Like other fields, it must be defined within a Live Profile User Information block.

NoteMake sure to save the block and save the dashboard.


Matrix Grid Reports

Results

The matrix rating label for an employee's latest matrix grid report placement is displayed in People Profile.

Also, by default, the <matrix1label> and <matrix2label> fields are included in the Personal Information export. To override this and control the fields included in the export file, use the <sysDefinedFields> view-template.

6.3 Building Your Matrix Grid Reports

6.3.1 Defining Levels and Labels for Matrix Grid Rating Scales

Set up the ratings to display on your matrix grid reports.

Context

There are 4 standard and 2 custom rating scales you can use to build your matrix grid reports. For each rating scale, define the number of levels to report and labels for each rating.

The available rating scales are as follows:

● Performance (based on sysOverallPerformance)● Potential (based on sysOverallPotential)● Competency (based on sysOverallCompetency)● Objective (based on sysOverallObjective)● Custom 1 (based on sysOverallCustom1)● Custom 2 (based on sysOverallCustom2)

TipIf you use text replacement in your system, avoid labels that include a forward slash, “/”, including localizations, because the export function for Matrix Grid reports cannot process that special character. Any export attempted where a forward slash is included in a label, for example “Mitarbeiter/in”, will fail. To correct the issue, simply remove the forward slash from your text replacement labels.

Procedure

1. Go to Admin Center Tools .2. Search for Matrix Grid Rating Scales.3. Select the rating scale you want to work with and click Edit.


4. Select the size, or number of levels, for the scale and click Set.

The number of rows in the table is adjusted to match the size you set.

NoteWhile the rating scales can have more levels, the matrix grid reports themselves only support up to 5 levels per axis.

5. For each level of the rating scale, enter a label for each locale and save your settings.

Results

When you define the x- and y-axes for your matrix grid reports, the levels and labels you've defined for the various rating scales are displayed as the default values.

6.3.2 Defining the X- and Y-Axes for Matrix Grid Reports

Learn about the settings that control the output for your matrix grid reports.

Procedure

1. To adjust the matrix grid report settings, go to Admin Center and search for Matrix Grid Reports: Performance-Potential or Matrix Grid Reports: How vs. What.

2. Enter the report name that you want to appear in the navigation links for users.3. If you're setting the report name and labels for a specific locale, select it from the dropdown. Otherwise leave it

as Default.

NoteWhen you enter a custom label for either the X-Axis or Y-Axis in a locale (like en_US or nl_NL), the system will use that label to display for that locale in the matrix grid instead of the default labels. Resetting the default labels back to their original values will not change the custom labels defined for specific locales.

4. Select the ratings and adjust the labels to use on the x- and y-axes.It's worth noting that while there is a typical layout for the x- and y-axes, like performance on the x-axis and potential on the y-axis, you can flip them if that suits your needs better. You can even combine different rating trend elements. For example, you could plot potential vs. objective instead. However, do not use the same process for both the x- and y- axes, like performance on the x-axis and performance on the y-axis. It is not supported in the trend portlets in Talent Card.

5. If you want to use custom distributions to normalize rating scales, select Custom Weight and enter the desired proportional values.

6. If you want to limit the data source for ratings to a particular process, select that process from the dropdown.


Matrix Grid Reports

By default, all rating data sources are used to find the most recent rating. The processes available are defined via Admin Center Processes and Forms .

ExampleThe following are some examples of when you may want to narrow the data source for ratings:

○ You have overall performance ratings from both annual review and 360 forms, and want to be sure that the matrix grid report uses only the annual review ratings.

○ You have an overall competency rating coming from the obj-comp summary section of one form and an overall objective rating coming from the obj-comp summary section of another form. So you choose the process associated with the first form for the axis displaying competency ratings and the process associated with the second form for the axis displaying objective ratings.

NoteIf the customized weighted rating feature is enabled in a Performance Management form, the overall customized weighted rating can be automatically shown in any matrix grid reports.

7. To display the label line on each axis, select Include axis rating scale labels.8. To ignore ratings from forms that are still in-progress when rendering the report, select Exclude in-progress

forms when retrieving the most recent ratings.9. If you want the system to calculate the average across all ratings and use that instead of just the latest rating

for your matrix grid reports, then select Use average of all found ratings, instead of latest.

The system uses the date range entered for the matrix report to collect ratings and calculate the average. If the date range is undefined and empty, all ratings are calculated to get the average value.

NoteThe additional settings are not required for the v12 Matrix Grid Reports as the Talent Card is used and includes the same information.

Next Steps

You can also adjust the colors and labels for the cells, include unrated and too new to rate in your reports, and add a URL link at the report level.

Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 108]There is a system limit of 5000 for the number of users that can be displayed in any cell of a matrix grid report. You can also define your own limit, up to the system limit of 5000.

Adjusting the Colors and Labels for Matrix Grid Cells [page 109]You can define the background color, label, and text color for each cell of your matrix grid reports.

Showing Unrated and Too New to Rate [page 110]You can opt to include cells in your matrix grid reports that show employees who are unrated or too new to rate.

Adding URL Links to Matrix Grid Reports [page 111]You can link to a URL from each of the Matrix Grid reports.


Custom Rating Distributions Using Custom Weights [page 112]You can customize how rating scales are distributed in your matrix grid reports.

Related Information

Customized Weighted Rating Section

6.3.2.1 Defining Limits for Users Displayed per Cell in Matrix Grid Reports

There is a system limit of 5000 for the number of users that can be displayed in any cell of a matrix grid report. You can also define your own limit, up to the system limit of 5000.

Procedure

1. Go to Admin Center Tools and search for either Matrix Grid Reports: Performance-Potential or Matrix Grid Reports: How vs. What.

2. Adjust the maximum number of users to display in any cell, up to the system limit of 5000.

This setting restricts the number of users displayed per cell upon generating the report.

Results

The system only displays up to the number of users you've defined for the limit when loading the report. There is a message indicating that the number of users exceeds the maximum set by the administrator and to click the cell to see all users. When the cell is expanded, it displays all users up to the system limit of 5000.

Task overview: Defining the X- and Y-Axes for Matrix Grid Reports [page 106]

Related Information

Adjusting the Colors and Labels for Matrix Grid Cells [page 109]Showing Unrated and Too New to Rate [page 110]Adding URL Links to Matrix Grid Reports [page 111]Custom Rating Distributions Using Custom Weights [page 112]


Matrix Grid Reports

https://help.sap.com/viewer/8aaa9ac9177d482e8e6597e509237656/latest/en-US/0fdbf37aa7c740ae9a0057bd12bc9416.html

6.3.2.2 Adjusting the Colors and Labels for Matrix Grid Cells

You can define the background color, label, and text color for each cell of your matrix grid reports.

Context

On the Matrix Grid Reports: Performance-Potential or Matrix Grid Reports: How vs. What settings page you'll find the layout for the cells included in the report based on your selected rating scales.

The colors you have defined here are adopted for the matrix grid report cells. If you export the report into an .xls file, the cell colors in the file might be slightly different from what is used on the UI. During the export, MS Excel uses the closest matching color in its custom palette as the background cell color.

Procedure

1. Select the locale for your edits.

NoteWhen you enter a custom label in a locale (like en_US or nl_NL), the system uses that label to display for that locale in the matrix grid instead of the default label. Resetting the default labels back to their original values does not affect the custom labels defined for specific locales.

2. To change the default background colors, enter the appropriate hexadecimal color code for the cell backgrounds in each of the BG Color fields.

TipYou can use online hexadecimal color code tools to look up colors or convert RGB to HEX codes.

3. If you want a text color other than black (#000000) in one or more of the cells, enter the hexadecimal color code in the relevant Text Color field.

4. Optional: If you are using a descending scale, for example 3-2-1 instead of 1-2-3, then select Reverse Scale on each affected axis. Click Save Changes to see the labels in your axes on this configuration page update to show the reversed scale.

If you want to revert back to an ascending order, just repeat this process.


Related Information

Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 108]Showing Unrated and Too New to Rate [page 110]


Adding URL Links to Matrix Grid Reports [page 111]Custom Rating Distributions Using Custom Weights [page 112]

6.3.2.3 Showing Unrated and Too New to Rate

You can opt to include cells in your matrix grid reports that show employees who are unrated or too new to rate.

Context

When the matrix report filter finds employees who are missing one or both of the ratings used for that report, the system designates them as unrated. You can add a cell to your matrix grid report where those employees are listed.

In addition, if your SAP SuccessFactors Performance Management solution is configured to capture a too new to rate value for the unrated-rating, then you can display those employees in a Too New to Rate cell on your matrix grid report.

Sample Code

<perfpot-summary-sect index="2" mgt-only= "false" perf-manual-rating= "true" pot-manual-rating= "true" cmt-opt= "1" show-9box= "true"> <pp-sect-name> <![CDATARatings]> </pp-sect-name> <fm-sect-config> <rating-label> <![CDATARating]> </rating-label> <rating-label-others> <![CDATARating]> </rating-label-others> <default-rating> <![CDATATo Be Rated]> </default-rating> <unrated-rating> <![CDATAToo New to Rate]> </unrated-rating> <hidden-strength-threshold>0.0 </hidden-strength-threshold> <blind-spot-threshold>0.0 </blind-spot-threshold> <section-permission type="enabled" > <role-name>* </role-name> <route-step stepid="*" /> </section-permission> <num-decimal-places>2 </num-decimal-places> <publish-button-label> <![CDATAPublish Content]> </publish-button-label> </fm-sect-config> </perfpot-summary-sect>

Procedure

1. Go to Admin Center and search for Matrix Grid Reports: How vs What or Matrix Grid Reports: Performance-Potential.

2. Select the cells you want to include in your report by choosing one or both of the following options:

○ Enable "unrated"○ Enable "too new to rate"

3. Define the background color, label, and text color for each option you select.

TipYou can use online hexadecimal color code tools to look up colors or convert RGB to HEX codes.


Matrix Grid Reports


Related Information

Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 108]Adjusting the Colors and Labels for Matrix Grid Cells [page 109]Adding URL Links to Matrix Grid Reports [page 111]Custom Rating Distributions Using Custom Weights [page 112]

6.3.2.4 Adding URL Links to Matrix Grid Reports

You can link to a URL from each of the Matrix Grid reports.

Context

You can add one link on each of the Matrix Grid report screens to provide additional information for your users.

Procedure

1. Go to Admin Center and search for Matrix Grid Reports: How vs What or Matrix Grid Reports: Performance-Potential.

2. At the bottom of the page, enter a Link Title and a Link Url.

Results

After you configure the URL link for your reports, the link icon is available in the report toolbar as in the following figure. The link title is also used as the tooltip for the icon. If you have not configured a URL link, no icon is displayed. The link title display in original text that you configured regardless of the login locale.



Related Information

Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 108]Adjusting the Colors and Labels for Matrix Grid Cells [page 109]Showing Unrated and Too New to Rate [page 110]Custom Rating Distributions Using Custom Weights [page 112]

6.3.2.5 Custom Rating Distributions Using Custom Weights

You can customize how rating scales are distributed in your matrix grid reports.

You can configure custom rating distributions for use in the matrix grid reports. By defining your own weights along the axes, you override the standard rating normalization that handles conversion between rating scales.

CautionYou should carefully read about and understand how the standard normalized ratings work before using a custom distribution. Customizing the rating distribution without fully understanding how the system handles normalizing rating scales can result in misleading reports.


Matrix Grid Reports

NoteThe following are a few specific things to consider before configuring custom weights.

● Drag and drop is not supported in Calibration sessions when you use custom weighting.● The drag and drop rating option on the performance or potential section of the form is also not compatible

with custom weights. The matrix will still allow drag and drop on the form if configured, but the rating will not be affected by the custom weighting, so this configuration is strongly discouraged in order to prevent confusion over the meaning of entered ratings on a scale that is unevenly distributed.

● Custom weights are not respected by the Succession Org Chart.

With standard normalization, ratings entered with a 5-point scale are converted to a 3-point scale for a 9-box matrix grid report. So the following behavior is expected:

● Ratings entered as 1 and 2 = 1 on the 3-point scale● Ratings entered as 3 = 2 on the 3-point scale● Ratings entered as 4 and 5 = 3 on the 3-point scale

The standard normalization described above is illustrated in the following figure:

Customizing the output weights, or ranges, allows you to tune the normalization for each output rating. For example, you could tune the weighting so that the following behavior is expected when converting a 5-point scale to a 3-point scale:

● Ratings entered as 1 = 1 on the 3-point scale● Ratings entered as 2, 3, and 4 = 2 on the 3-point scale● Ratings entered as 5 = 3 on the 3-point scale

TipThe output of the matrix grid report will not change automatically when you configure custom weights so you may want to consider adjusting your axis or cell labels so that they more accurately reflect the custom distribution you've defined. That way, your users can better understand the meaning of the ratings and why employees are placed in specific cells.

To achieve this result, you would enter a proportionally higher weight for the middle tier of a 3-point scale so that it captures more of the normalized range. The weight should be large enough to capture the ratings of 2/5 and 4/5 into the middle tier.


The weighted normalization described above is illustrated in the following figure:

To enter these custom weights for a matrix report, select Custom Weight for the relevant axis and enter the desired proportional values.

NoteRatings on the exact border between output tiers show the score in the lower tier. For example, in the 20/60/20 configuration above, a rating of 1.8 is exactly on the border between 1.0 (LOW) and 2.0 (SOLID). The rating is therefore displayed in the 1.0 (LOW) tier. A rating of 1.8001 however, is displayed in the 2.0 (SOLID) tier.

Parent topic: Defining the X- and Y-Axes for Matrix Grid Reports [page 106]

Related Information

Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 108]Adjusting the Colors and Labels for Matrix Grid Cells [page 109]Showing Unrated and Too New to Rate [page 110]Adding URL Links to Matrix Grid Reports [page 111]

6.3.2.5.1 Normalized Ratings

User-entered and calculated ratings from sources like annual reviews can use other rating scales. All ratings get normalized -- plotted on a percentage scale from 0 to 100 -- and then converted to the appropriate system rating scales for output on the matrix grids. Here's what the process looks like if form-calculated ratings use a 1-to-5 scale but the matrix report uses a 1-to-3 scale:


Matrix Grid Reports

From the original 5 point scale, the system stores the normalized rating, equally distributing the rating scale from 0% to 100%:

Original rating Normalized (%) rating

1 0

2 0.25

3 0.50

4 0.75

5 1

Taking any normalized rating and showing it on a 3 point scale would use this conversion, dividing the range into 3 equal partitions:

Normalized rating range Output rating

0.0 - .3333 1

.3334 - .6666 2

.6667 - 1.0 3

So, the original scores from the form translate into the 3 point scale like so:

Original rating Normalized (%) rating Output rating

1 0 1

2 0.25 1

3 0.50 2

4 0.75 3

5 1 3

6.3.3 Selecting Icons for Matrix Grid Reports

You can add icons to represent field values for quick reference in the matrix grid reports.

Context

To provide users a quick, visual reference for employee attributes in the matrix grid reports, you can add icons to represent certain field values. For example, you may want to indicate each employee's risk of loss as low, medium, or high by assigning a specific icon to represent each of those values for that field.

NoteThe icon settings you make for the Matrix Grid reports do not affect icons used in the Succession Org Chart. The icons available to choose from are the same, however.


RecommendationFor a consistent user experience, consider updating the icons for both the Matrix Grid reports and the Succession Org Chart so they match. If you've designed your Succession Planning talent card to use any of the same the fields as your Matrix Grid reports, then the icon settings you make for the Matrix Grid reports are also reflected on the talent card.

Procedure

1. Go to Admin Center and search for Matrix Grid Report Icon Configuration.Add a field:2. Click Add a New Field.

If you don't have this option, it may be due to your system configuration. In which case, please contact Product Support.

3. Select a field and click OK.Edit a field:

4. For the field you want to edit, choose Take Action Edit .Select icons:5. For each value of the field, click Change and select a corresponding icon before saving your changes.

The Fiori-style icons begin on page 10 of the list of icons.

NoteThe icons are provided by SAP and cannot be customized.

Results

Icons corresponding to employee attributes display with employee names in the matrix grid reports. If you select the Display Only Photos option from the report output, the icons are not displayed.

Related Information

Succession Org Chart Icons [page 146]


Matrix Grid Reports

6.3.3.1 Showing Texts Instead of Icons

You can show texts instead of icons in the matrix grid reports and on talent cards.

Context

If you've designed your Succession talent card to use any of the same the fields as your Matrix Grid reports, then the icon settings you make for the Matrix Grid reports are also reflected on the talent card.

Procedure

1. Go to Admin Center Succession Matrix grid report icon configuration .2. Choose the field that you want to display with a text instead of an icon.3. Click Take Action.4. Choose Delete from the dropdown.5. Choose OK to confirm.

Results

You have successfully deleted the icon. The text instead of the icon displays in the matrix grid reports and on talent cards.

6.3.4 Configuring Retirement Eligibility Settings

You can define the settings that control the retirement eligibility flag in your matrix grid reports.

Prerequisites

● Your Matrix Classifier XML configuration includes the retirement flag category.

Sample Code <Category id="retirementDate" name= "Eligible for Retirement"><Level id= "is retire"> <RetirementEvaluator numberOfMonths= "0"/> <Icon title= "Ready to Retire" url= "/img/sm_icons/retire.gif"/></Level></Category>


● The How vs. What matrix is enabled via Provisioning.

● You have the following role-based permission: Administrator Permissions Manage Succession How vs. What Configuration .


Context

The retirement eligibility feature is unique in that it uses a calculated field value to add a flag to your matrix grid reports for those employees who are eligible for retirement. It uses date of birth and hire date in the data model for the calculation, so both of those standard elements must be defined and used for the calculation to work.

Procedure

1. Go to Admin Center and search for Matrix Grid Reports: Retirement Eligibility Settings.2. Enter the year and month values for both Age and Tenure.

These values establish the thresholds at which an employee becomes eligible for retirement.

ExampleIf you set the age year to 58, the tenure year to 30, and set the operator to OR, then any employees who are at least 58 years old or have been with the company for at least 30 years are flagged as eligible to retire.

6.3.5 Understanding Matrix Grid Placement History

Basic logic and rules about rating and dates of the Performance-Potential Historical Matrix and How vs What Historical Matrix blocks are discussed.

Business Background

The matrix grid placement for employees is calculated in real time when the grid report is generated. This placement is based upon the following elements:

● Performance-Potential Matrix:○ Performance


Matrix Grid Reports

○ Potential● How vs. What Matrix:

○ Competency○ Objective

Because these matrices depend upon Performance Management processes that often have different effective dates, there's a need to define a consistent strategy for storing 9-box placements to retrieve accurate results. For example, if the Performance rating on the 9-box label is based on Annual Review, but the Potential is based upon the Talent Review of the individual, the effective dates for both these processes might be different.

Currently, the system would simply assign a 9-box placement based on the most recent Performance rating and Potential rating. However, the challenge is to store this information using an effective dated 9-box placement for reporting purposes.

Rules

The rule is simple: Rating effective date boundary is based on end date. For example, assume that we have the following performance ratings, and we want to get the most recent performance rating during 2012/1/1 and 2012/12/31.

Rating ID Start Date End Date Performance Rating

Perf1 2011/1/1 2011/6/1 Meets Expectation

Perf2 2012/1/1 2012/9/1 Exceeds Expectation



Let's first check the end date of these performance ratings. The end dates of Perf1 and Perf4 are out of 2012/1/1 to 2012/12/31 time range. So, they're filtered out. Then we compare Perf2 and Perf3. Because the end date of Perf3 is later than Perf2, Perf3 is the most recent rating in the date range. In this way, we get the latest rating for a specific date range.

Historical Placement

To generate historical matrix placement for a user, we load all of his or her performance and potential ratings based on the configuration used in 9-box report. Then we use these ratings to calculate the historical matrix placement based on the rule mentioned before. The following example shows how the system works. Suppose that we have following annual performance review ratings and talent review potential ratings:

Performance Rating ID Start Date End Date Performance Rating




Potential Rating ID Start Date End Date Potential Rating

Pot1 2011/6/1 2012/6/1 Solid

Pot2 2012/6/1 2013/6/1 High

According to the rule, we only have to check the end dates. Each rating can be marked as a point at the end date on the timeline. The system starts from Perf1, and looks for the next rating. It finds Pot1. Ratings of two different types can generate a matrix placement, so Perf1 - Pot1 is generated.

● The start date of this historical matrix placement must be after the later date of the two ratings, that is, 2012/6/1.

● The end date is the next placement's start date, that is, 2012/12/31.

The system continues looking for next rating, finds Perf2. It's the same rating type as Perf1. It means Perf1 is out of date, no need to look for any other Potential ratings. So, the system stops, restarts from Pot1, and finds Perf2. Calculate Perf2 - Pot1, 2012/12/31 - 2013/6/1. Then it meets Pot2, stops, restarts from Perf2, and repeats the same operation until it traversed all the ratings.

The generated historical matrix placement can be described as following:

Start Date End Date Performance-Potential

2012/6/1 2012/12/31 Meets Expectation - Solid

2012/12/31 2013/6/1 Exceeds Expectation - Solid

2013/6/1 Exceeds Expectation - High

The historical matrix placement always keeps consistent with the value in the 9-box report. Based on the rule mentioned above, we determine a rating's effectiveness by the end date of a given period of time.

Suppose that we have a performance rating with an end date of 2012/12/31 and a potential rating with an end date 2013/6/31. To include both ratings (and then the matrix placement can be available), the start date of this historical matrix placement is 2013/6/31. The last historical matrix placement is the most recent placement. So, the end date is empty. We can consider the end date as Today.

Related Information

Blocks in People ProfileAdding a Block to the People Profile

6.3.5.1 Matrix Grid Placement History FAQs

Some common questions about the matrix grid placement history are answered.

Question: Does the matrix grid placement history consider only ratings from Performance Management forms, or does it also consider manual additions made through People Profile?


Matrix Grid Reports

https://help.sap.com/viewer/f775e49022204867a916fc625faa1c94/latest/en-US/337ed24a35f34fb9a749d7944bb0ccb6.html

https://help.sap.com/viewer/f775e49022204867a916fc625faa1c94/latest/en-US/0ee47d6db887464aa254ebd104480dfe.html

Answer: The block uses the same source data as the matrix grid report. If the matrix grid is configured to display values from People Profile additions (through the Processes attached to the matrix axes), the matrix block will include those as ratings sources when computing matrix grid placement.

Question: As the blocks update automatically, what controls when data is pushed to the block? Do the blocks only update when a form is completed, or do in-progress ratings also update the block?

Answer: Data is pushed to the block when a Performance Management form is completed, or a profile is updated, or a value is changed for one of the axes, like performance or potential. For example if a performance review form is completed that only has the performance rating, the matrix block is updated to reflect that. Subsequently, if a talent review form is updated that for both performance and potential, the matrix is again updated to reflect those new changes. In-Progress forms only update the blocks if the matrix grid is configured to display in-progress ratings.

NoteOne common use case that is supported is where a matrix position includes the Performance rating from a form but the Potential data from a manual People Profile entry.

Question: Do the rating trend background elements respect matrix grid custom weights?

Answer: Yes. When the custom weights change or the matrix grid rating scales change, the entire history is regenerated.

Question: Are the matrix grid placements searchable in ad-hoc reporting and Talent Search?

Answer: Yes, this is supported in Talent Search V2 (not lower versions). And the elements are reportable via Inclusive Succession Ad-Hoc reports. Cross domain reporting for Succession schema is on the road map.

Question: Can the columns in these blocks be customized or renamed?

Answer: Yes.

6.3.6 Adding Matrix Grid Placements in the Mini 9-Box of Overview Block

If users' matrix grid placement, such as performance-potential, needs to be updated in a new date range, you can add a placement in the mini 9-box of the Overview block.

Prerequisites

● Succession and Matrix Grid Reports have been enabled.● The Overview block has been added to People Profile.● Both of trend elements on the 9-box axes have been added as data sources to the selected process (such as

<sysOverallPerformance> and <sysOverallPotential>) in Performance-Potential Matrix's settings or How vs What Matrix's settings.

● You've Read and Write permissions for trend elements in Succession Data Model.


Procedure

1. In People Profile, go to Talent Profile Overview .

2. Choose (EDIT) for the mini 9-box that you want to add a matrix grid placement.3. Select a rating in the mini 9-box.

4. Choose the effective dates within the date range that is set in Talent Data Settings ( Admin CenterConfigure People Profile General Settings ).


Results

You've added a matrix grid placement.

Related Information

Blocks in People ProfileAdding a Block to the People ProfileRating Field Configuration in the Succession Data Model [page 93]

6.4 Using the Matrix Grid Reports

The Matrix Grid reports in Succession leverage the Fiori design standards to provide consistency and enhanced usability and accessibility.

The matrix grid reports, Performance-Potential Matrix and How vs. What Matrix, offer improved consistency by utilizing the Talent Card to display employee details and by aligning navigation within the Succession menu.

Go to either Reports or Succession Performance-Potential Matrix or How vs. What Matrix.

Expanding Cells

You can easily expand a cell to see all employees assigned to that cell by clicking anywhere within the cell's background. When you expand one cell, all the other cells default to the portrait-only view. To return a cell back to its original size, just click in the cell again.

NoteThe maximum number of employees that can be displayed in a cell is 5000. You can limit the number of employees displayed by default, before expanding a cell, using the matrix report tools in the Admin Center.


Matrix Grid Reports

https://help.sap.com/viewer/f775e49022204867a916fc625faa1c94/latest/en-US/337ed24a35f34fb9a749d7944bb0ccb6.html

https://help.sap.com/viewer/f775e49022204867a916fc625faa1c94/latest/en-US/0ee47d6db887464aa254ebd104480dfe.html

View Options

You can easily switch between the options to adjust how much or what type of information is displayed in each cell.

● The photo, name, and configured attribute icons● Only the names and configured attribute icons● Only the photo


Related Information

Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 108]

6.4.1 Filtering Data in Matrix Reports

Select date ranges and target populations to narrow the matrix report results.

Context

In the matrix grid reports, you can filter your data to narrow the results by date and target populations. You select your target population either by team view or based on the related permissions.


Matrix Grid Reports

Procedure

Select the Review Period

1. Define the Review Period by selecting Edit.

The Review Period is a single field in which you first choose the starting date for the period and then the ending date for the period.

NoteThe system always requires a date range for the review period and uses a default range (one year before today's date) if one is not provided.

Placement on the report is always based on the latest rating (according to the end date)-even if, for example, the viewing user does not have access to the source form where the rating was collected.

NoteIn older versions, if you do not specify a date range, all ratings are considered and the most recent one is used for grid placement.

Define the Target Population2. Select how to filter the report by target population.

○ Team View: If you choose to filter by team view, select the employee and how many levels up or down to display. You can also further refine the report by selecting values for other configured fields.

○ Succession Management and Matrix Report Permissions: If you choose to filter based on these permissions, you can further refine the report by selecting values for other configured fields.

○ Group: Select from the list of existing dynamic groups. You can only see those groups for which you already have permissions and you cannot create, edit, or delete dynamic groups from the matrix grid reports directly.

Generate the Report3. Select your filters.

For any filter field that uses a picklist with more than 100 items, the system automatically renders that filter as an input field with an advanced search option. When you click the icon for advanced search on the filter, a dialog opens where you can search for or select multiple values for the filter.

NoteThe advanced search dialog includes pagination. When you select all items, you're only selecting all items on that particular page of the dialog. You can continue selecting individual values or all items of the other pages as well but there is no option to select all values across all pages.

4. Click Generate to display the report (in the same screen).Adjust Filters

5. If you want to adjust your filters after running the report, click Filter to open the filters area again.6. Make your adjustments and click Update to refresh the matrix report.


6.4.2 Matrix Report Navigation

Use your keyboard to navigate between cells.

Click anywhere outside the cells in the matrix report to see the instructions for navigating within and between the cells.

Once you've selected a cell, you can use the arrow keys and Enter on your keyboard to navigate to other cells. Use the Tab key to select employees within the cell.

6.4.3 Printing and Exporting Matrix Grid Reports

You can print and export the matrix grid reports for further collaboration and evaluation.

Context

TipIf you use text replacement in your system, avoid labels that include a forward slash, “/”, including localizations, because the export function for Matrix Grid reports cannot process that special character. Any export


Matrix Grid Reports

attempted where a forward slash is included in a label, for example “Mitarbeiter/in”, will fail. To correct the issue, simply remove the forward slash from your text replacement labels.

Procedure

Printing

1. Click Print to preview and print the matrix report.○ The matrix cells automatically expand to show all employees assigned to each cell.○ Rather than list the employees who are unrated or too new to rate, the system just displays the total

number of employees in each category.Exporting

2. Click Export to open the report as an .xls file type.

Unlike the print option, when you export the matrix report it does list all employees who are unrated or too new to rate.

NoteMS Excel uses the closest matching color in its custom palette as the background cell color. So, the background color used in the .xls file might be slightly different from what is used on the UI.


7 Succession Org Chart

The Succession Org Chart (SOC) is a hierarchical view of the reporting relationships of people and positions in your organization.

The Succession Org Chart is the primary interface for managing succession plans from the perspective of your organization. It has a configurable layout that allows you to show and update succession plans according to the way your organization works.

● You can search for positions or people and then navigate through the position hierarchy, reviewing succession plans for the reporting line you selected.

● Key positions are clearly marked, making it easier for you to manage your succession strategy.● The information you see for people and positions on the Succession Org Chart is controlled by your various

role-based permissions and target populations, ensuring sensitive information remains protected.

Succession Org Chart v12

The latest version of the Succession Org Chart, v12, is in line with the SAP Fiori standards and provides a streamlined experience consistent with the People Organization Chart, Position Organization Chart, and Entity Organization Chart.

Key Benefits of Succession Org Chart v12:

● Clearer and more compact structure on the user interface makes it easier for users to get an overview at first glance

● Easy access to all key functions● Embedded Position Card with full succession plan details including position details, incumbents, successors,

and talent pools● Embedded Talent Card with full employee talent profile and side-by-side view to compare multiple successors;

The Talent Card is easy to configure via the Admin Center so you can adjust it to meet your needs● Close integration with development planning● Smart layout: when users open various teams in parallel on the same hierarchy level, the horizontal layout

switches into a compact-mode vertical layout; Compact-mode vertical layout is also shown for teams larger than 32 employees or positions.

● Adjust the starting position or employee for the org chart with a simple auto-complete field and embedded recent searches feature

● No Flash technology required

NoteBackground color for Succession Org Chart has been changed to light grey.

It's also worth noting that the v12 Succession Org Chart uses only icons in the org chart nodes to indicate talent attributes. For example, bench strength is shown as a color code in the position header of the org chart node and in the expanded position card rather than as an additional color gradient, as in previous versions. And because text labels are not displayed in the org chart nodes, you need to configure your system to include icons to represent any


Succession Org Chart

information you want to display within the nodes. You configure the icons in the Succession Org Chart XML via Provisioning.


Related Information

Configuring Icons for the Succession Org Chart [page 141]

7.1 Enabling Succession Org Chart

To use the Succession Org Chart feature, enable the corresponding settings in Provisioning.

Context


Procedure

1. In Provisioning, go to Company Settings.2. Select the following settings:

○ Succession Planning (enables succession plan creation features)This is one of the settings that activate the underlying features for succession planning and the org chart, regardless of UI version.

○ Succession ManagementThis is one of the settings that activate the underlying features for succession planning and the org chart, regardless of UI version.

○ Ultra Organization Chart [requires Version 10 UI or Version 11 UI framework (ULTRA)]This setting activates the Ultra UI version of ALL organizational charts that support it. It is a required setting to activate the underlying features of the Succession Org Chart v12.

3. If you don't need the Succession Org Chart feature, select Turn off Succession Organization Chart.

Succession: Implementation and AdministrationSuccession Org Chart PUBLIC 129


7.2 Granting Access to the Succession Org Chart

Access permission works in combination with other succession planning permissions to control how users can interact with the Succession Org Chart.

Context

Successors, like other configured fields for the incumbent, are visible for an org chart node based on the target population defined for the Succession Management and Matrix Report Permissions. And the Succession Planning Permission allows users to nominate successors for their target population. The final piece is to grant access to the org chart itself.

If your solution includes the approval process for nominations, pending nominations are not visible to users who only have the Succession Management and Matrix Report Permissions assigned to them. They also need the Succession Planning Permission assigned.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Choose a role to grant permissions and click Permission.3. Select Succession Planners and choose Succession Org Chart Permission.

While this permission allows access to the Succession Org Chart, the target population of employees a user is able to view in the org chart is determined by the Succession Management and Matrix Report Permissions.

NoteThis permission also grants access to the Lineage Chart if it's enabled in your solution.



7.3 Configuring the Succession Org Chart

7.3.1 Import the Necessary Picklists

Most fields in the org chart that use icons or color gradients require a corresponding picklist.

Configuring the profile fields as a picklist is a two-step process:

1. Associate the standard-element to a picklist ID in the Succession Data Model.

2. Create the picklist through Admin Center Tools Picklists Management .

Most fields must be associated with a picklist if you want to use them as icons or color gradients in the Succession Org Chart. There are also fields that are not supported to be used as icons and the boolean fields. Boolean fields only accept values of TRUE and FALSE. For example:

Succession Data Model ID Key Picklist or Boolean Field

businessSegment businessSegment Picklist

minority minority Boolean

7.3.1.1 Succession Data Model to Succession Org Chart Mapping Values of Standard Elements

Here is a table of supported standard elements and their mapping values.

Succession Data Model ID SOC XML Key Mapping Values

addressLine1 addr1 No enumeration – textOption only

addressLine2 addr2 No enumeration – textOption only

benchStrength benchStrength Can be a picklist

businessPhone biz_phone No enumeration – textOption only

businessSegment businessSegment Can be a picklist

citizenship citizenship Can be a picklist

city city No enumeration – textOption only

competency competency Latest sysOverallCompetency rating, us-ing the normalized matrix competency scale

country country No enumeration – textOption only

custom01-15 custom01, custom02, etc. No enumeration – textOption only

sysOverallCustom1 customrating1 Latest sysOverallCustom1 rating, using the normalized matrix custom1 scale



sysOverallCustom2 customrating2 Latest sysOverallCustom2 rating, using the normalized matrix custom2 scale

dateOfBirth dateOfBirth No enumeration – textOption only (date format)

dateOfPosition dateOfPosition No enumeration – textOption only (date format)

department department Enumerated. Automatically retrieved from the company’s department list

division division Enumerated. Automatically retrieved from the company’s division list

email email No enumeration – textOption only

empId empId No enumeration – textOption only

ethnicity ethnicity Can be a picklist

fax fax No enumeration – textOption only

firstName firstName No enumeration – textOption only

function function Can be a picklist

futureLeader futureLeader true, false

gender gender M, F

hireDate hireDate No enumeration – textOption only (date format)

impactOfLoss impactOfLoss Can be a picklist

jobCode jobCode No enumeration – textOption only

keyPosition keyPosition true, false

lastName lastName No enumeration – textOption only

lastReviewDate last_review_date No enumeration – textOption only (date format)

level level Can be a picklist

location location Enumerated. Automatically retrieved from the company’s location list

managerId managerId No enumeration – textOption only

married married true, false

matrix1label matrix1label Latest performance/potential matrix grid placement. No enumeration - tex tOption

matrix2label matrix2label Latest How vs. What matrix grid placement. No enumeration

matrixManaged matrixManaged true, false

mi mi No enumeration – textOption only

minority minority true, false




nationality nationality Can be a picklist

newToPosition newToPosition true, false

objective objective Latest sysOverallObjective rating, using the normalized matrix objective scale

performance performance Latest sysOverallPerformance rating, using the normalized matrix perform ance scale

potential potential Latest sysOverallPotential rating, using the normalized matrix potential scale

reasonForLeaving reasonForLeaving Can be a picklist

reviewFreq review_freq No enumeration – textOption only

riskOfLoss riskOfLoss Can be a picklist

serviceDate serviceDate No enumeration – textOption only (date format)

ssn ssn No enumeration – textOption only

state state No enumeration – textOption only

talentPool talentPool Can be a picklist

title title No enumeration – textOption only

userId userId No enumeration – textOption only

username username No enumeration – textOption only

zipCode zip No enumeration – textOption only

7.3.2 Configuring the Succession Org Chart XML

The Succession Org Chart layout and options are defined in the XML via Provisioning.


If you are upgrading from a previous version of the Succession Org Chart to the v12 version, you don't have to change the XML configuration unless you have only configured textOption labels for your talent flags. In that case, if you want those flags to display in the Succession Org Chart, update the XML to define icons for them.

TipIn the v12 Succession Org Chart, you can hide or show the successors and talent flags of a particular node by clicking less or more at the position level on the UI. This feature makes the Successors option, in the v11 XML, obsolote. When you upgrade to v12, the Successors option is automatically removed from the XML. You should not manually add it back.


In Provisioning under Succession Management, choose Edit Org Chart Configuration.

The XML includes the following elements:

key Standard element the data comes from

icon The iconOption is how you define icons to display in the v12 org chart nodes.

You define the icon element for each value the data element can have.

The v12 org chart only supports icons on the nodes, not gradients.

gradient The gradientOption is only used for older versions of the org chart, not for v12

You define the gradient element for each value the data element can have.

value The minimum value from the picklist file or a static value

option Option tag group sets the label for successors

textOption For each data element displayed as text (v11 or earlier)

NoteSuccession Org Chart v12 only displays icons in the org chart nodes, not textOption.

Localizing Succession Org Chart Labels [page 135]You can add one or more additional <label> tags to the org chart XML that specify locale-specific text for field labels and values.

Defining the Readiness Rating Scale in the Org Chart XML [page 136]All successor nominations require a readiness rating to determine how far they are from being ready to fill the role in question.

Configuring Bench Strength [page 140]The bench strength indicator provides a quick visual cue to succession planners of the overall state of the Succession Org Chart.

Configuring Icons for the Succession Org Chart [page 141]Icons on the Succession Org Chart provide succession planners a quick, visual reference for successor information.



7.3.2.1 Localizing Succession Org Chart Labels

You can add one or more additional <label> tags to the org chart XML that specify locale-specific text for field labels and values.

Context

The default <label> tag has no lang attribute and is used when there is no locale-specific label for the item in the user's language.

Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Locate the element for the labels you want to localize.3. After each of the default <label> tags for that element, add your additional <label lang="xx_XX"> tags for

each language and country/region combination you need.

<label lang="fr_FR"> and <label lang="zh_CN">.

4. Enter the localized text for each of the language labels.

Example

Task overview: Configuring the Succession Org Chart XML [page 133]

Related Information

Defining the Readiness Rating Scale in the Org Chart XML [page 136]


Configuring Bench Strength [page 140]Configuring Icons for the Succession Org Chart [page 141]

7.3.2.2 Defining the Readiness Rating Scale in the Org Chart XML

All successor nominations require a readiness rating to determine how far they are from being ready to fill the role in question.

Context


You define your readiness rating scale in both the org chart XML (via Provisioning) and using the rating scale designer (via the Admin Center). The rating scales you define must match exactly in both locations to avoid inconsistent results in the various succession planning tools.

NoteConfigure the readiness and bench strength picklists so that they are in sync and exactly equal. Even if you're not using bench strength right now, we recommend setting up the picklist during implementation anyway to ensure future success, should you decide to start displaying Bench Strength in the Succession Org Chart.

Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. In the XML, create the rating scale using the <gradientOption> tag and define the following:

Option Description

key readinesstype Always: readinesslabel Readiness

You can also define localized labels.

CautionYou must name the readiness rating scale exactly, Readiness, or your system won't recognize it.



3. Use the <gradient> tag to define each level of the readiness rating scale, and define the following:

RememberThe scale you define in the XML must match the one defined via the Admin Center.

Option Description

label Label for the readiness level. You can include localized labels.

value Indicate the picklist option ID

NoteThe lowest number is the least ready and the highest number is the most ready. The bench strength calculation and other features expect that the highest number equals the most ready

index Indicate which color from the readiness color scheme is used for the rating

For example, you might define your readiness scale with 4 levels:

Rating Description



3 Ready Now

4 Emergency Replacement


Results

Succession planners can choose a readiness rating when nominating successors.

CautionIf you change the readiness rating scale after successors have been nominated, then any existing nominations may display inconsistent readiness ratings.

For example, a successor is nominated with a readiness rating of 3 (Ready Now). Then you update the rating scale so that 4 = Ready Now and 3 = Ready in 1 Year. Now, the successor with the 3 rating shows as ready in 1 year instead of the originally intended ready now.

Example

Sample Code

<gradientOption index="2" key="readiness"> <type>readiness</type>


<label>Readiness</label> <label lang="de_DE">Fertigkeit</label> <label lang="fr_FR">Potentiel à</label> <label lang="zh_CN">准备就绪</label> <label lang="ja_JP">覚悟</label> <gradientset> <gradient> <label>3 to 5 years</label> <label lang="fr_FR">Entre 3 et 5 ans</label> <label lang="de_DE">3-5 Jahre</label> <label lang="zh_CN">3-5 年</label> <label lang="ja_JP">3-5 年</label> <value>1.0</value> <index>3</index> </gradient> <gradient> <label>1 to 2 years</label> <label lang="fr_FR">Entre 1 et 2 ans</label> <label lang="de_DE">1-2 Jahre</label> <label lang="zh_CN">1-2 年</label> <label lang="ja_JP">1-2 年</label> <value>2.0</value> <index>2</index> </gradient> <gradient> <label>Ready Now</label> <label lang="de_DE">Jetzt Bereit</label> <label lang="zh_CN">准备好了</label> <label lang="ja_JP">今準備</label> <value>3.0</value> <index>1</index> </gradient> <gradient> <label>Emergency Replacement</label> <label lang="de_DE">Notfall Ersatz</label> <label lang="zh_CN">紧急更换</label> <label lang="ja_JP">緊急交換</label> <value>4.0</value> <index>4</index> </gradient> </gradientset> </gradientOption>

Readiness Color Scheme [page 139]Mapping colors to specific readiness levels provides a quick visual cue to succession planners when they're working with the matrix grid reports and other planning tools.


Related Information

Localizing Succession Org Chart Labels [page 135]Configuring Bench Strength [page 140]Configuring Icons for the Succession Org Chart [page 141]

Configuring the Readiness Rating Scale via the Admin Center [page 70]



7.3.2.2.1 Readiness Color SchemeMapping colors to specific readiness levels provides a quick visual cue to succession planners when they're working with the matrix grid reports and other planning tools.

Configuring the Color Scheme

You configure the readiness color scheme in Provisioning under Edit the org chart configuration.


There are a total of ten colors available for mapping to your specific business requirements. The most common configuration uses just the first four colors:

1. Color 1 = Ready Now2. Color 2 = 1-2 Years3. Color 3 = 3-5 Years4. Color 4 = Emergency Replacement

Enhanced Color Scheme


7.3.2.3 Configuring Bench Strength

The bench strength indicator provides a quick visual cue to succession planners of the overall state of the Succession Org Chart.


The bench strength indicator allows succession planners to take a broad view and to spot those positions most at risk due to low successor readiness, or bench strength.

The system calculates the bench strength for each position based on the highest readiness level among all the successors nominated for that position. So, if there are 5 successors for a position and one of them is ready now, the bench strength reflects that readiness. If the highest readiness level among those 5 successors is only 1-2 years, then the bench strength reflects that value.

It's important that your bench strength and readiness picklists reflect the same values so that the information and related colors display consistently. If you were to reverse those values for example, the system would interpret "Ready in 3-5 years" as the "best" value when calculating and displaying the bench strength.

You can configure the label and value of the bench strength in both the org chart XML (through Provisioning) and using Picklist Center (through Admin Center). The bench strength that you configure must match exactly in both locations to avoid inconsistent results in the various succession planning tools. For details about editing a picklist value using Picklist Center, see Creating and Editing a Picklist Value.

NoteWe recommend setting the same value for the following fields of the benchStrength picklist in Picklist Center: Min value, Max value, and Value.

● The higher the <value>, the better the bench strengthFor example, if the lowest readiness level is 3-5 years, then you assign that a value of 1.

● The <index> indicates the color related to the bench strength value● Each benchmark gradient is assigned the same color <index> as its associated readiness level

For example, if the readiness rating for 3-5 years is assigned the color index 3, then assign that same color index to the corresponding bench strength gradient.

Sample Code

<gradientOption index="2" key="benchStrength"> <type>titlegradient</type> <label>Bench Strength</label> <gradientset> <gradient> <label>3-5 years</label> <label lang="de_DE">3-5 Jahre</label> <value>1.0</value> <index>3</index> </gradient> <gradient> <label>1-2 years</label> <label lang="de_DE">1-2 Jahre</label> <value>2.0</value> <index>2</index>



https://help.sap.com/viewer/84ebdb98b8444456b40e691cd0ac9ef3/2111/en-US/8a5d6eaa2cf64ecc96612b7d88b1fc26.html

</gradient> <gradient> <label>Ready Now</label> <label lang="de_DE">Sofort bereit</label> <value>3.0</value> <index>1</index> </gradient> </gradientset> </gradientOption>

Parent topic: Configuring the Succession Org Chart XML [page 133]

Related Information

Localizing Succession Org Chart Labels [page 135]Defining the Readiness Rating Scale in the Org Chart XML [page 136]Configuring Icons for the Succession Org Chart [page 141]

7.3.2.4 Configuring Icons for the Succession Org Chart

Icons on the Succession Org Chart provide succession planners a quick, visual reference for successor information.

Context

Standard talent elements and custom01 through custom15 are supported as icons. The Succession Org Chart v12 supports a maximum display of 12 icons.

NoteWe can only control the permission to see the Succession Org Chart icons with the Succession Management and Matrix Report Permissions. The icons on the Succession Org Chart don’t follow the Employee Data permission. However, for the login or proxy users themselves, whether they can see Succession Org Chart icons for themselves is also determined by the settings in the Employee Data permission.



Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Add an iconSetOption tag for each element you want to represent as an icon and include the following:

Option Description

index Indicates the order of the icon sets

key The element to be represented by the icons

type Always iconsetlabel The text associated with the element in the Display Options of the Succession Org Chart

3. For each value of the element, add an <icon> tag and define the following:

Option Description

image The name of the icon image

label Displays the value assigned to the employee

value The index value of the corresponding picklist

NoteKeep labels as short as possible. The legend layout can be thrown off by labels longer than a few words, depending on how many icon sets you include in the org chart.

Example

Sample Code

<iconSetOption index="4" key="impactOfLoss"> <type>iconset</type> <label>Impact of Loss</label> <iconset> <icon> <image>component_red</image> <label>High</label> <value>3.0</value> </icon> <icon> <image>component_yellow</image> <label>Medium</label> <value>2.0</value> </icon> <icon> <image>component_green</image> <label>Low</label> <value>1.0</value> </icon> </iconset> </iconSetOption>




Related Information

Localizing Succession Org Chart Labels [page 135]Defining the Readiness Rating Scale in the Org Chart XML [page 136]Configuring Bench Strength [page 140]

Succession Org Chart Icons [page 146]

7.3.2.4.1 Changing the Order of the Icon Data Set

You can change the order of the icon sets so that, for example, one set of icons is in front of another in the Succession Org Chart.

Context

ExampleYou wan to move the Impact of Loss icon indicator in front of the Talent Pool icon indicator.

Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Locate the <iconSetOption> block for the icon set you want to move, for example key="impactOfLoss".

3. Select the entire <iconSetOption> and move the whole block so that the icon sets are in the order you want, for example, above the <iconSetOption> for key="talentPool".

4. Change the index value so that it reflects the new order of the icon sets.

For key="impactOfLoss", change the index to index="1" and for key="talentPool", change it to index="2".


7.3.2.4.2 Changing the Icons Used for an Element

You can choose a different icon to represent elements in the Succession Org Chart.

Context

ExampleYou want to change the icon set representing Talent Pool from Pawns to Goblets.

Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Locate the <iconSetOption> block for the icon set you want to change, for example key="talentPool".

3. Locate all the <icon> blocks containing the <image> elements you want to change and enter the new file names.

Change all the Pawn icon image file names to the Goblet image file names: <image>pawn_darkblue</image> changes to <image>goblet_darkblue</image>.

7.3.2.4.3 Showing Icons for Successors in Succession Org Chart

You can specify whether to show icon attributes for the successors nominated to a position in the Succession Org Chart.

Prerequisites

Succession icons have been configured in your instance.

Context




You can add the target attribute to the Succession Org Chart XML, so that icons can be displayed for successors as well. Valid options for target are "both" and "successor". If the target attribute is not added, the value is shown for incumbents only.

If you use... The Succession Org Chart shows...

both icons for both incumbents and successors

successor icons for successors only

Procedure

1. Go to Provisioning Succession Management Edit Org Chart configuration .2. Add the target attribute to the main tag of iconSetOption. You can refer to the following code sample:

Sample Code

<iconSetOption index="4" key="impactOfLoss" target="both"> <type>iconset</type> <label>Impact of Loss</label> <iconset> <icon> <image>component_red</image> <label>High</label> <value>3.0</value> </icon> <icon> <image>component_yellow</image> <label>Medium</label> <value>2.0</value> </icon> <icon> <image>component_green</image> <label>Low</label> <value>1.0</value> </icon> </iconset> </iconSetOption>

NoteThe target attribute only works for iconSetOption and textOption tags. It is ignored for gradientOption tags. Because textOption is not used in Succession Org Char v12, it is recommended that you use target for iconSetOption only.


Results

You can now see icons for both incumbents and successors in Succession Org Chart.


7.3.2.4.4 Succession Org Chart IconsList of all available icons for use with the Succession Org Chart.

Introduction

You can assign these icons to elements for display in the Succession Org Chart via Provisioning.


Use the name next to the icon images as the value for the <image> tag in your org chart XML configuration.

Capitalization matters. If you enter <image>At_blue</image>, the system will display the associated icon image. If you enter <image>at_blue</image>, the system will not display an image.

Some icons are duplicated with different filenames, for backward compatibility. Wherever possible, use the simplest and most obvious name for the icon. For example, use square_red instead of square_redfuscia.

Icon List









7.3.2.4.4.1 Fiori-style Icons

The Fiori-style icons provide an updated visualization for the most commonly used talent fields and are available for use in the Succession Org Chart and Matrix Grid reports.

RememberWhen adding these icons to the Succession Org Chart XML, insert sap_ui5_icon_ before each file name listed.




7.3.3 Showing Photos in the Succession Org Chart

You can set the option to show or hide employee photos in the Succession Org Chart independently from the other org charts in your system.

Context

NoteThis is an SAP SuccessFactors Business Beyond Bias feature. Use it to support processes that detect, prevent, or eliminate the influence of bias, helping you achieve your diversity and inclusion goals.

Procedure

1. Go to Admin Center Tools Org Chart Configuration .2. Select Succession Org Chart and then choose whether or not to show photos.


NoteFor the v12 version of the Succession Org Chart, the order of the fields is fixed. You cannot change the order using the field order controls, (up arrow) and (down arrow).

Results

If you use a position-based nomination method and set the org chart to display photos, then users can show or hide photos as part of their Succession Org Chart display options.

7.3.4 Showing Position Titles in the Succession Org Chart

For legacy position-based nomination method users, you can choose to display position title instead of user title on Succession Org Chart.

Prerequisites

You’re using legacy position-based nomination method.

Context

If you choose to display position title on Succession Org Chart, position titles also display on the nomination and successor portlets of the People Profile.

Procedure

1. Go to Admin Center Succession Org Chart Configuration .2. Go to the Succession org chart tab.3. Select the Display position title instead of user title option.

If not selected, user title replaces position title.4. Save your changes.



Results

Position titles display on Succession Org Chart, the nomination and successor portlets.

7.3.5 Hiding Total Team Size in Succession Org Chart

You can hide the total team size in the Succession Org Chart so that the chart loads faster.

Context

When you display an employee in the Succession Org Chart, the system also loads the total size of his or her team and the relevant position and succession information. Then you can expand the org chart and navigate to any user along the reporting line.

Therefore, the Succession Org Chart may take a long time to be loaded for a senior executive who might have hundreds or even thousands of users reporting to him or her. To make sure that it loads faster, you can specify that the chart doesn’t load the total team size and only the direct reports are loaded.

Procedure

1. Go to Admin Center Org Chart Configuration Succession Org Chart .2. Select Hide the total team size for faster loading.

NoteThis option is for MDF position nomination method only.


Results

The Succession Org Chart loads faster, and you can navigate among the chart via direct reports one level at a time.


7.3.6 Showing Custom Managers in Succession Org Chart

You configure the Succession Org Chart XML to show custom managers as dotted reporting lines.

Context

Matrix managers, when shown in the Succession Org Chart, are displayed as dotted reporting lines. To display custom managers as well, you need to configure the XML definition of the Succession Org Chart.


Procedure

1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.2. Enable the configurable display. See the following sample definition:

Sample Code

<OrgChartConfig configurableDisplay="true"> ...</OrgChartConfig>

Results

You have enabled configurable display of custom managers in the Succession Org Chart.

Next Steps

To display a custom manager in the Succession Org Chart, you need to define the ORG_CHART_DISPLAY option as TRUE when you import the custom manager information.



7.3.7 Enabling Users to Assign Learning Activities

If you have SAP SuccessFactors Learning implemented, you can enable managers with the associated privileges to assign learning activities to successors from the Succession Org Chart.

Prerequisites

● You have SAP SuccessFactors Learning and have integrated it with the SAP SuccessFactors HXM Suite.● You have configured the Transcript template.● Users have succession planning permissions and access to the Succession Org Chart.

Context

Once successors are identified, you may want to assign relevant learning activities to them, such as leadership or management training. If you have both the Succession Planning and Learning modules, you can enable users who have Learning privileges to assign learning activities to successors from the Succession Org Chart. To assign a learning activity, you can use intelligent search for activities related to the competencies in the target position, or you can search the entire catalog.

Procedure

1. Go to Admin Center Tools Manage Permission Roles , choose a role and click Permission.

2. Select Learning Learning Access Permission .

Results

The Assign Learning menu option is available from the Succession Org Chart.


7.4 Using Succession Org Chart

7.4.1 Searching and Navigating the Succession Org Chart

You can easily search and navigate the Succession Org Chart to manage the succession planning for your organization.

Context

You can search for positions or people and then navigate through the position hierarchy, reviewing succession plans for the reporting line you selected. Key positions are clearly marked, making it easier for you to manage your succession strategy. And the information you see for people and positions on the Succession Org Chart is controlled by your various role-based permissions and target populations, ensuring sensitive information remains protected.

Procedure

1. Go to Succession Succession Org Chart .

By default, the Succession Org Chart always starts with your position, regardless of nomination method or whether you're currently assigned a position.

2. To start the org chart from a different position, you can search positions by employee name, user ID, position name, or position ID.

The system remembers which method, either by People or by Position, you used to search the last time and defaults to that the next time you access the Succession Org Chart.

Note

The usability setting, Remember user's view in Succession, in Admin Center Tools Succession Settings only applies to the user's last viewed page and tab. It does NOT apply to the handling of default starting nodes and default selection of person or position search.

3. If you search by People, you can quickly access recently or frequently viewed people by clicking the search field and choosing from the lists.

4. Navigate by moving up or down the hierarchy.

If a position has many direct reports, or if you've expanded more than one reporting line on the same level, a vertical view of the nodes is shown with reduced information in the node. The full information is available by clicking the position to open the position card.

NoteIf you load a position with more than 1000 direct or matrix reports, only the first 1000 reports will be displayed.



5. Zoom in or out to show more or less of the hierarchy.

Related Information

Choosing Display Options in the Succession Org Chart [page 159]

7.4.2 Choosing Display Options in the Succession Org Chart

You can select which succession and talent related information is displayed in the org chart nodes.

Procedure

1. Go to Succession Succession Org Chart and click (Display Options).

NoteThe Display Options dialog stays open until you close it, allowing you to reference the icon legend and the settings you've selected while you work in the org chart. You can also move the dialog box around on the screen as needed. To close it, click (Close)

2. Choose a Report Type to adjust hierarchy based on the reporting line options available for your organization.

Report Type Report Type

All Reports If you choose this option, all direct reports and matrix reports display on Succession Org Chart. However, if the starting node has a matrix report, the direct reports of this matrix report don't display.

Direct Reports only If you choose this option, all direct reports display. All matrix reports don't show.

Matrix Reports only If you choose this option, all matrix reports display. All direct reports don't show.

3. Choose which succession or talent related information to display on each org chart node by clicking Show on Card.

The options you have for displaying information and icons in the Succession Org Chart are based on your system configuration, including whether or not you have the option of displaying employee photos.

NoteYou can display a tooltip explanation of any icon and its value by mousing over it in the Display Options or by mousing over the incumbent or successor area of an org chart node.

The Succession Org Chart nodes adjust to display the options you selected.


4. Choose whether to display the default or expanded org chart nodes by clicking Number of Successors Per Card .

○ The Default behavior displays up to three successors for each node. To view all successors for a single position, click the position title, which opens the position card with full details.

○ The More Successors option expands the org chart node to display up to 12 successors, including talent flags and readiness levels (if configured).

NoteYou can also export the full succession plan when you select this option.

5. To highlight only key positions in the org chart, choose Others Highlight Key Positions .

The Report Type, Show on Card, and Number of Successors Per Card sections remember the options that users chose last time. But the Highlight key positions option in the Others section doesn't have this stickiness.

6. To hide the successors and talent flags of a particular node, click Less at the position level.

Hiding the successor and talent flag information makes it easier for you to review the succession plan with a manager for their team, for example, without exposing that manager's assigned successors or talent flags.

Related Information

Highlighting Key Positions [page 160]

7.4.3 Highlighting Key Positions

If you've enabled the key position indicator, you can use it to focus your succession planning.

Prerequisites

● You're using a position-based nomination method● You've enabled the key position indicator

Context

Key positions include an indicator, (Key Position), on the position card whether you're working from the Succession Org Chart or the Position Tile View. In addition, while working from the Succession Org Chart, you can highlight just the key positions so that you can focus your succession planning on just those positions.

The key position indicator is consistent with other visibility rules on the Succession Org Chart, which are based on the associated role-based permissions and target population. Positions that are outside your scope to view, are treated as nonkey positions on the UI.



Procedure

1. On the Succession Org Chart, choose (Display Options), and then go to Others.2. Highlight the key positions. The selection differs according to the position type you use and the type of

indicator you've configured:

Position Type Indicator Type How You Can Highlight the Positions

Legacy positions Boolean Choose Highlight Key Positions.

Rating Scale Select a criticality level. The positions of the selected criticality level are highlighted.MDF positions Picklist

3. To reset your display, deselect Highlight Key Positions or the criticality level.

Results

If your system is set up with the Boolean, or yes or no, key position indicator, the system dims, or grays out, all nonkey positions.

If your system is set up with a scale or picklist key position indicator, the system outlines each position node with the color corresponding to the criticality level of the position.

Key positions are only revealed to the following users:

● (For MDF positions only) Users that have the Read Only permission for the Position Criticality field of the Position object

● (For Legacy positions only) Users that have Succession Management and Matrix Report Permissions for incumbents of those positions

Related Information

Configuring Key Position Indicator [page 79]Enabling Security for Fields


https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/latest/en-US/0b3312e857e24c99bc112e1175bdac5c.html

7.4.4 Hiding a Position in the Succession Org Chart

You can hide positions that aren't currently relevant to your task.

Procedure

1. Navigate to the position and open the position card, usually by clicking on the position title.

2. Click View Available Actions and choose Hide Position.

The system refreshes and removes the position node from the displayed org chart.

NoteIf you hide a top-level position node, the system refreshes and gives you the option to move to the next level higher in the org chart. The position you hid is still hidden.

3. To unhide all positions, click the icon for Show All Positions at the top of the org chart (the icon is only displayed if there are currently hidden positions).

NoteYou cannot choose which hidden positions to unhide.

7.4.5 Adding Legacy Positions from Succession Org Chart v12

If you use the legacy position-based succession nomination method in your system, you can add and edit positions directly from the Succession Org Chart.

Prerequisites

● Your system uses the legacy position-based nomination method● You have upgraded to the Succession Org Chart v12

Procedure

1. Navigate to the position you want to edit, or where you want to add a peer or direct report, and open the position card, usually by clicking on the position title.

2. Click (View Available Actions).



Option Description

Edit Position Opens the edit position dialog where you can modify the position details, including the parent position which allows you to change the reporting line for the position.

Add Peer Opens a new position dialog where you can define a new position at the same level and with the same reporting line as the one you have open.

Add Direct Report

Opens a new position dialog where you can define a new position as a direct report of the position you have open.


8 Lineage Chart

The lineage chart offers you a way to examine overall succession coverage below a given incumbent or position. Lineage Chart helps analyze the likely effect before a high-level succession plan is taken into action.

In line with the overall SAP Fiori design standards, Lineage Chart offers a more intuitive and modern user experience.

Benefits of Lineage Chart v12

● Previously, only four hierarchy levels of successors could be displayed. With Lineage Chart V12, you can see as many levels of successors as you want. Similar to Succession Org Chart V12, you can open the successors per node.

● You can check the Talent Card of a user by clicking the icon next to the name of the user. If you have never used Talent Card before, you can refer to the Talent Card section of the guide for further configuration guidance. The Succession Talent Card configuration applies to both Succession Org Chart and Lineage Chart v12.

● Adobe Flash technology is no longer required.

8.1 Enabling Lineage Chart

To use the Lineage Chart feature, enable the Succession Lineage Report setting in Provisioning.

Context


Procedure

1. Go to Provisioning Company Settings .2. Enable Succession Lineage Report [requires Version 11 UI framework (ULTRA)].3. Save your changes.


Lineage Chart

Results

You have successfully enabled Lineage Chart. With proper permission, you can access the Lineage Chart.

Next Steps

If you have never used other Succession features yet, you must configure the Talent Card content through Admin Center Manage Talent Card Succession Talent Card .

8.2 Accessing Lineage Chart

The Lineage Chart shows the succession lineage, or continuity, starting from a given incumbent or position.

Prerequisites

● You have the Succession Org Chart Permission to access the Lineage Chart tab.● You have the Succession Management and Matrix Report Permissions, the Succession Approval Permission, and

the Succession Planning Permission permissions to see nominations for a certain position or a certain status, for example, whether you can see pending nominations.

● Lineage Chart is enabled in your instance.

Procedure

1. Go to Home Succession .2. Go to the Lineage Chart tab.3. Search incumbents in Search in Lineage Chart.

A Lineage Chart with two levels displays.4. Choose the right arrow icon to see levels down in the hierarchy.5. Choose the left arrow icon to roll up levels.

Succession: Implementation and AdministrationLineage Chart PUBLIC 165

8.3 Lineage Chart Components

There are several components you should know to understand better what information you can check with Lineage Chart.

Lineage Chart is composed of a starting node and other levels of nodes depending on the company succession hierarchy.

Starting node

Starting node consists of the following components:

● Employee name● Employee title● Number of nominations of the user● Number of successors for the position

Other levels

Other levels consist of the following components:

● Employee name● Employee title● Number of nominations of the user● Number of successors for the position● Readiness

NoteYou can mouse over the nomination area to see the ranking value and details of the talent flags.

Related Information

Lineage Chart Icons [page 166]

8.4 Lineage Chart Icons

Lineage Chart V12 icons are the same as Succession Org Chart V12 icons.

● The talent flags displayed in Lineage Chart are configured for the Succession Org Chart V12 in Provisioning.

● You can change an icon in the XML file through Provisioning Succession Management Edit Org Chart configuration .


Lineage Chart


● The talent flags are displayed for each user shown, regardless whether it is the starting node user or a successor. There is no People Profile based permission check for these talent flags. All flags that are configured show for all employees.

● There are no talent flags for external successors.● For internal successors, the profile icon calls the Talent Card. For external successors, the profile icon calls the

recruiting candidate quickcard.

8.5 Changing the Label of Lineage Chart

You can change the label, or name, of the Lineage Chart with Text Replacement.

Procedure

1. Go to Admin Center Company Settings Text Replacement .2. Choose a locale from the Select Language list.3. Type in the COMMON_SUCCESSION_LINEAGE_REPORT_TAB key in the Search by Key field.

4. Replace the default text with a new label in the Replace With Text field.5. Save your changes.

Results

You have successfully changed the label for Lineage Chart. You can log out and then log in again to check the new label.

Succession: Implementation and AdministrationLineage Chart PUBLIC 167

9 Nominating Successors to Positions

Nominating successors to positions is key to supporting your organization's talent management strategy.

Prerequisites

Your solution includes the following configurations:

● Readiness rating scale● Picklists for readiness and bench strength

Context

Regardless of where you start, from the Succession Org Chart or the Position Tile view, you add successors to positions from the position card.

Procedure

1. Navigate to the position and open the position card, usually by clicking on the position title.2. Click Add Successor.3. Find a successor using one of the following options, depending on how your solution is configured:

○ Search by name for internal candidates.○ Search by name for external candidates.

The external candidate search is an auto-complete field that allows you to find a candidate by user name, first name, or last name.

○ Click Advanced Search to find successors using Talent Search (v2).○ Choose one of the suggested successors by clicking Add.

4. Choose a Readiness Level.5. Enter a rank, if your solution is configured for it, and add any notes you may have.6. Save your changes.

Related Information

Position Cards [page 176]Adding New External Candidates as Successors [page 171]


Nominating Successors to Positions

9.1 Editing or Reviewing Successor Nominations

Once a successor has been added to a position, you can review or adjust the nomination settings.

Context

Nominated successors are listed on the position card. To review the notes added by other users, to add your own notes, or to adjust the settings for the successor nomination, use the Edit Nomination feature.

Procedure

1. Navigate to the position and open the position card, usually by clicking on the position title.2. Click the current readiness level and select a new readiness level or choose from the following options:

Option Description

Edit Nomination Selects a new readiness level, ranking, and edit your notes.

Remove Successor

Removes the employee as a successor for the position.

Evaluate Readiness

If your solution includes SAP SuccessFactors Performance Management and has been configured to support this feature, it launches a form based on the position or incumbent job code.

NoteIf you use SAP SuccessFactors Employee Central position management and there are multiple incumbents assigned to the position, the system will prompt you to choose an incumbent before launching the form. The incumbents available for selection are limited to those with a job code assigned.


Related Information

Adding Incumbents or Successors to an MDF Talent Pool [page 203]

Succession: Implementation and AdministrationNominating Successors to Positions PUBLIC 169

9.2 Comparing Successors

Open multiple talent cards to compare successors side-by-side.

Context

You can open the talent card for any employee associated with a position from the position card.

Procedure

1. Navigate to the position and open the position card, usually by clicking on the position title.2. Click the name of any employee associated with the position, including the incumbent, a named successor, or

someone included in a linked talent pool.

The talent card for that person opens and stays open until you close it.

NoteExternal candidates do not display as a talent card, but basic contact information is displayed when you click an external candidate in the position card.

3. Continue opening talent cards until you have everyone you want to include in your side-by-side comparison.4. Close the talent cards individually, or close the position card to close them all at once.

9.3 Showing Role Information

The role information for a position is determined via the job code for the incumbent or the TBH placeholder record.

Prerequisites

● Job Profile Builder is enabled. For more information, see Enabling Job Profile Builder in Provisioning.● Incumbent or current position job code is mapped to a valid job profile.



https://help.sap.com/viewer/6653514fe7d84eca8e9bc2d38e46666d/latest/en-US/7da977ca33d048d9a8ce3d60a293b0d7.html

Context

Role details for any given position or incumbent are restricted by the same permissions defined for succession management and matrix grid reports.

Procedure

1. Navigate to the position and open the position card, usually by clicking the position title.

2. Click View Available Actions and choose View Role Details.

NoteIf you use SAP SuccessFactors Employee Central position management and there are multiple incumbents assigned to the position, the system will prompt you to choose an incumbent before displaying the role details. The incumbents available for selection are limited to those with a job code assigned.

9.4 Adding New External Candidates as Successors

If your system includes Recruiting, you can add new external candidates directly from the successor nomination dialog for a position.

Prerequisites

● You have SAP SuccessFactors Recruiting configured● You are assigned the related Recruiting permissions● Your system is set up to allow nomination of external candidates

Procedure

1. Navigate to the position and open the position card, usually by clicking on the position title.2. Click Add Successor.3. Choose External Candidates.4. Choose Create Candidate.5. Complete the form and click Create Profile.


NoteThe Add Candidate dialog is the same one used in Recruiting, when you add a candidate from Succession Planning, an email is sent to the candidate only if the associated settings are configured in Recruiting.

6. Finish your nomination settings, like readiness and ranking, and save your changes.

Results

The external candidate is added to Recruiting and to the position as a successor.

9.4.1 Creating a Job Requisition for a Position

If your solution includes SAP SuccessFactors Recruiting, you can create a job requisition from the position card.

Prerequisites

The job code is available at the position level in the Metadata Framework.

Procedure


2. Click View Available Actions and choose Create Job Req.

The system opens the Create New Job Requisition page in Recruiting and populates the form with the job role and position internal ID attributes from the position.

9.5 Viewing the Nomination History for a Position

You can review the changes made to successor nominations for a position.

Prerequisites

● You've enabled instant nominations.




● You have the User Permissions Succession Planners Succession Planning Permission permission.

Context

The following changes are recorded as new lines in the succession history:

● Nomination: when a new successor is nominated or a current successor is removed● Readiness Change: when a readiness level changes● Ranking Change: when a change is made to successor ranking● Status Change: when the approval status changes, for example it moves from pending to approved● Note Change: when the nomination notes are changed

Procedure

1. Navigate to the position and open the position card, usually by choosing the position title.

2. Click (View Available Actions) and choose Nomination History.

The nomination history opens and displays information in two sections:○ Time Line: Lists all dates for changes to successor nominations○ Change History: Lists all changes to successor nominations for the selected date along with the before and

after values for each change.

3. Optional: To choose a different time period to review, in the Time Line section, choose Edit , select a date range, and then choose Confirm.

9.6 Showing the Succession Lineage Chart

The Lineage Chart shows the succession lineage, or continuity, starting from a given incumbent or position.

Context

The lineage chart offers you a way to examine overall succession coverage below a key position and analyze the likely effect if a high-level succession plan were to be put into action.

The lineage chart uses the same permissions as the Succession Org Chart to determine whether a user is allowed to see successor information. If you encounter a node in the lineage chart for which you do not have permission, the successor information for that node is masked.

The readiness background color is the same as the Succession Org Chart.


Procedure

1. Navigate to the position and open the position card, usually by clicking the position title.

2. Click View Available Actions and choose View Lineage Chart.

NoteIf you use SAP SuccessFactors Employee Central position management and there are multiple incumbents assigned to the position, the system will prompt you to choose an incumbent before displaying the lineage chart.

9.7 Changing the Key Position Attribute

If you have the appropriate permissions, you can change the key position attribute of a position directly from the position card without having to enter the full edit position dialog.

Prerequisites

● You are using a position-based nomination method● You have enabled the key position indicator● For legacy position-based nominations, you have permission to edit the position● For MDF position-based nominations, you have permission to edit the position data (not the position object)

NoteYou can use Field Level Overrides for <positionCriticality> to make the Key Position attribute read-only or to remove it entirely from the position card header.

Context

Whether your system is using legacy or Metadata Framework (MDF) position-based nominations, the key position attribute is available in the header information of the position card, which you can access from either the Succession Org Chart v12 or Position Tile View.

Procedure




2. Select a Key Position value.

Related Information

Configuring Key Position Indicator for Legacy Positions [page 84]


10 Editing or Deleting MDF Positions

If you use the Metadata Framework (MDF) position-based nomination method, and have the associated permissions, you can edit or delete positions from the position card.

Prerequisites

● You are using the MDF position-based nomination method.● You are assigned the appropriate role-based permissions to edit or delete positions.

Context

Note that when you delete a position, the successors and nomination history of this position will be lost. Even if you import the same position back to the system, the successors and nomination history cannot be recovered.

Procedure


2. Click (View Available Actions).

Option Description

Show and Edit Position Opens the MDF position dialog where you can edit the position or manage position data.

Show Position Displays if you only have permission to view positions

Delete Position Presents you with a confirmation dialog to delete the position

10.1 Position Cards

Position cards include talent information from the position, rather than the employee, point of view.

Anytime you click on a position, for example when you're working with the Position Tile View or the Succession Org Chart, the system displays the position card. The card is divided into expandable and collapsible panels that display each of the following when you're using the MDF position-based nomination method:

● Incumbent


Editing or Deleting MDF Positions

NoteIf you use SAP SuccessFactors Employee Central position management, and you have positions with multiple incumbents assigned, then all incumbents are listed in the position card and sorted alphabetically by the full name.

The following menu options in the position card are based on the first incumbent listed:○ Evaluate Role Readiness○ Lineage Chart○ View Role Details

● Named Successors, sorted by their readiness levels● And, if any have been mapped to the position, a panel for each talent pool

Position cards also include several actions that allow you to manage your positions and your succession plans.

Succession: Implementation and AdministrationEditing or Deleting MDF Positions PUBLIC 177

11 Talent Cards

A talent card is a concise profile of an employee and their talent related attributes.

Talent cards display a subset of People Profile information and are designed to display strategic talent information about a person.

There are three different talent cards available, each associated with a specific SAP SuccessFactors module.

● Succession Talent CardThe talent card you configure for Succession Planning is used in the Succession Org Chart (v12 and higher), the Lineage Chart, the Position Tile View, the Matrix Grid reports (v12 and higher), and MDF Talent Pools.

● Presentation Talent CardThe talent card you configure for Presentations is used on some live slides and can be linked to hotspots on static slides.

● Calibration Talent Card

While all three have the same set of features, you can configure each differently based on your requirements. For example, there may be certain background elements you want to use for succession planning or calibration sessions that you don't need for your executive reviews.

Based on your permissions and target population, you can add or edit succession nominations and talent pool nominations in all the three types of talent cards. In Presentations, users including recipients of a shared presentation can add and edit nominations in the Nominations section on talent cards with permissions Succession Planning Permission and View Talent Pool nominations Add/edit/delete Talent Pool nominations .

Some of the benefits of using talent cards include:

● A layout designed for stacking and side by side comparison● Streamlined information● Flexibility to configure a layout that works best for you● Synchronized scrolling when multiple cards are open● Support for existing user information and many background blocks

NoteEmployee data shown on the talent card is subject to system permissions. The talent card only displays employee data that the logged-in user has permission to view. When used in a presentation, presenters should ensure that members of the audience are also allowed to view this information


Talent Cards

11.1 Granting Role-Based Permissions to Manage Talent Cards

The first step in configuring Talent Cards is to grant the necessary role-based permissions.

Context

Generally, you only need to grant administrators access to managing talent cards.

Procedure

1. Navigate to Admin Center Manage Permission Roles.2. Select the role to which you want to grant this permission.3. Select Permission and navigate to Administrator Permission..4. Scroll to Manage Talent Card and grant the Manage Talent Card Configuration permission.5. Save your changes.

Results

Users with the roles to which you granted permission can now access the Manage Talent Cards admin tool.

11.2 Granting Legacy Permissions to Manage Talent Cards

Grant permission to manage the talent card in legacy permissions.

Context

Generally, you only need to grant administrators permission to manage talent cards.

Procedure

1. Navigate to Admin Center Administrative Privileges .

Succession: Implementation and AdministrationTalent Cards PUBLIC 179

2. Search for desired user or group.3. Grant Manage Talent Card Configuration permission to the selected user or group.4. Save your changes.

Results

Users to whom you have granted permission can now access the Manage Talent Cards admin tool.

11.3 Granting Permission to View Employee Data on the Talent Card

Grant role-based permissions to view employee data throughout the SAP SuccessFactors HXM Suite, including the talent card.

Procedure

1. Navigate to Admin Center Manage Permission Roles.2. Select the role to which you want to grant permissions.3. Select Permission and navigate to User Permissions.4. Scroll to Employee Data to view a list of employee data fields used in your instance.5. Select View and Edit permissions for each employee data field, as appropriate for the role6. Save your changes.

11.4 Designing the Talent Card

Users with the appropriate permissions can design the talent card layout and content.

Context

While the vertical layout of the card can't be altered, you can choose content from a wide range of sources to configure the talent card.

NoteTalent Card doesn't support HTML tags.


Talent Cards

RememberFor any instance, there's only one configuration and layout for each of the three types of talent card.

For example, when you design the Presentations Talent Card, all presentations created in that instance use the same talent card design.

Procedure

1. Navigate to Admin Center Manage Talent Cards .2. Select the type of talent card you want to edit.

You only need to configure the talent cards for the modules you use.

You're presented with an example talent card reflecting the current layout. By default, the overview, and extended information sections are populated with basic information and the background section is blank.

3. Hover on any section to see the options available for editing.

NoteThe example talent card does not reflect changes to the overview or extended information sections. These sections are static images and don't change.

4. To add background sections, choose Add a Section.

NoteThe example talent card does display the background sections you add, but it doesn't reflect any field-level configurations. Each section shows a static image and doesn't change.

5. Select the fields you want to display on the talent card.In the overview section and the extended information section, you can select fields that are drawn from the standard elements and userinfo elements defined in People Profile.


NoteTo view your changes, open the talent card in one of the areas it's used, like in the Succession Org Chart for succession talent cards.

Results

Your new content and layout is reflected wherever that type of talent card is used in your solution.


11.4.1 Configuring the Talent Card Overview Section

The overview section appears at the top of the talent card, showing the employee's name and basic information.

Procedure

1. Hover on the overview section and choose Edit.2. Select the fields you want to display in the talent card.

By default, the overview section displays the employee's Department. To override that, select from the list any other basic user information field defined for your company.

NoteThe available fields are drawn from the standard elements defined in People Profile.

3. Select Show Label to display the field name label for a field.4. Select In Position if you want to display the number of years the employee has been in their current position.5. Save your changes.

11.4.2 Configuring the Talent Card Extended Information Section

The extended information section contains additional user information, such as the length of time an employee has been in the company, their role or job code, or their manager.

Procedure

1. The extended information section is collapsed by default on the talent card. Click to expand and then edit the section.

2. Select the fields you want to display on the talent card.

By default, the extended information section displays the employee's Job Level, Function, and Country/Region. To override those fields, select from the lists any other user information field defined for your company.

NoteThe available fields are drawn from the standard elements and userinfo elements defined in People Profile.

3. Select Show Label to display the field name label for a field.4. Save your changes.


Talent Cards

11.4.3 Configuring the Talent Card Background Sections

Background sections on the talent card are used to display background user information from People Profile.

Context

By default, the talent card does not include any background sections but you can configure it based on the background elements defined for your company in People Profile.

Procedure

1. To add a new section to the talent card, click Add a Section and choose a predefined section or create a custom section.

The predefined background sections represent the most commonly used background information. When you create a custom section, you can select from any of the background elements defined for your company.

NoteFor the Performance & Potential and Competency & Objective predefined sections, the mini matrix grid is generated based on the dates and rating scales defined in People Profile. If your matrix grid settings are not in line with People Profile settings, the results may look different in the talent card than in the full matrix grid report.

2. For existing configurable sections, hover over the section and click Edit.

You can configure up to five fields per section. The fields you have to choose from are based on the fields defined for your company.

NoteThe available fields are drawn from the background elements defined in People Profile.

3. Select Show Label to display the field name label for a field.4. Adjust the order of the sections by clicking Move Up or Move Down or remove a section by clicking Delete.5. Save your changes.

11.5 Prerequisites for Enabling Navigation Links on Talent Cards

Permitted users can navigate to a specific page by clicking the relevant link available on talent cards.

With proper permissions and settings, you can find the links by clicking (View Available Actions) on talent cards.


Links Prerequisites

Achievements Required Permissions:

● Access to Continuous Performance Management● Achievement view permission

NoteThis link is only available to managers who have direct reports.

Activities Required Permissions:

● Access to Continuous Performance Management.● Activity view permission.

NoteThis link is only available to managers who have direct reports.

Development Plan ● Required Permissions:○ Career Development Plan (CDP) Access Permission○ Goal Plan Permissions

NoteThe development plan templates are selected under this permission.

● My Goals Tab - For V10 and Ultra — requires “Total Goal Management” in provisioning is enabled.

Goal Plan ● Required Permissions:○ Goal Management Access○ Goal Plan Permissions

NoteThe goal plan templates are selected under this permission.

● My Goals Tab - For V10 and Ultra — requires “Total Goal Management” in provisioning is enabled.

Performance Review You have Performance Management forms in the Inbox, En Route, and Completed folders.

People Profile You're granted with the Live Profile Access permission.


Talent Cards

11.6 Editing Information on Talent Cards

For the fields in Talent Information and custom background element sections, HR and managers can edit them directly on talent cards.

Prerequisites

You're granted edit permissions for the respective Employee Data sections.

Procedure

1. Open an employee's talent card.2. Choose the View icon in the upper right corner of a section.

The edit dialog window pops up .3. Choose the Edit icon and update the information.

The updates apply to the original data source immediately. For example, if you change an employee's Risk of Loss from High to Low, it’s updated to Low on the employee's People Profile.


Results

The information on talent card and the original data source is updated at the same time.

11.7 Viewing Nomination History for a Nominee on Succession Talent Card

Users with the proper permission can view any nomination information change (including note changes) for a nominee in the Nominations section of a Succession talent card.

Prerequisites



● You've granted users the User Permissions Succession Planners Succession Planning Permissionpermission.With this permission, users can view nomination entities in any status, including the Removed status.

Context

The following statuses are supported in the nomination history:

Status Description

Succeed (For MDF position-based nomination only) Indicates that a nominee has become the incumbent for a position.

(For role-person nomination only) Indicates that a nominee has become the incumbent for an employee.

Approved (For MDF position-based nomination only) Indicates that a nominee has been added to positions.

(For role-person nomination only) Indicates that a nominee has been added to employees.

Removed (For MDF position-based nomination only) Indicates that a nominee has been removed from positions.

(For role-person nomination only) Indicates that a nominee has been removed from employees.

Pending (For MDF position-based nomination only) Indicates that adding a nominee to positions hasn't been approved.

(For role-person nomination only) Indicates that adding a nominee to employees hasn't been approved.


Deletion Pending (For MDF position-based nomination only) Indicates that removing a nominee from positions hasn't been approved.

(For role-person nomination only) Indicates that removing a nominee from employees hasn't been approved.

Procedure

1. Open a talent card in the Succession module.

2. In the Nominations section, choose (View Nomination History).

3. Optional: To view the nomination history in a specified date range, choose (Date Range) in the upper right corner, select a start date and end date, and then choose OK.


Talent Cards

By default, the nomination history in the past 12 months is displayed. To show all nomination history, clear the date range value.


12 Talent Pools (MDF)

Talent Pools offer an alternative approach to succession planning by allowing you to group successors. They can also be used to group your talent for non-succession related needs like development plans, rotation programs, or high-potential pools.

Managing Talent Pools

Like other objects built on the Metadata Framework (MDF), talent pools allow you to define which user roles get which permissions. Typically, the pools themselves are managed by a central HR user and then various roles are granted access permissions to view the pools or add employees to the pools.

The Talent Pools page utilizes a lazy-loading concept that allows you to create as many pools as you want, without impacting performance.

Nominating Employees

You control who can nominate employees to a talent pools using role-based permissions so that you can fit the process and access rights to meet the business needs of your organization. For example, you might allow managers to nominate employees from their own organization as part of their succession planning process. And you also might want to allow HR users to nominate employees as an outcome of calibration cycles or talent review meetings.

Users can nominate employees one by one, within the Talent Pool nominations overview page, or they can nominate one or many employees at once from the Talent Search results page.

Configuration Options

Because talent pools are an object of the Metadata Framework (MDF), you can extend them by adding custom attributes like department, purpose, development notes. You can then use your custom criteria for filtering and sorting pools as well as for assigning granular permissions. Role-based permissions limit talent pool visibility to just those users intended to manage them. And optional role association allows you to use talent pools for non-succession business needs.

Talent Pools for Succession Planning

You can associate talent pools with positions through their underlying roles. Talent pools associated with a role are automatically assigned to any positions based on that role. When you look at the detailed succession plan of a position, either from the Succession Org Chart or the Position Tile view, any associated talent pools are listed on


Talent Pools (MDF)

the position card. You can assign both individual employees as successors as well as talent pools to a position. A common practice is to nominate individual, named successors to top-level positions and to associate talent pools to lower-level positions.

Related Information

Defining the MDF Talent Pool Object [page 191]Associating Pools with Roles – Legacy Families and Roles [page 205]Associating Pools with Roles – Job Profile Builder [page 206]

12.1 Metadata Framework: What is it?

The Metadata Framework (MDF) is a generic platform, which allows you to define your objects, configure object relationships, and create rules and workflows.

MDF offers the following benefits:

Focus Areas Key Benefits

Effective Dated Platform Objects defined in MDF are automatically effective dated, providing richer functionality without more resources (for example, effective dated positions)

Custom Fields Administrators can extend application functionality through custom fields and objects

Expanded Permissions Flexible permission options designed with the Role-Based Permissions (RBP) model mean you can configure field and object permissions to meet complex business requirements

Consistent User Experience Users get a constant and standard administrative experience. Brings consistency to suite-wide products.

API Access MDF objects are available through the OData API framework, for systems integration and extensibility

Succession: Implementation and AdministrationTalent Pools (MDF) PUBLIC 189

12.2 Enabling MDF Talent Pools

Enable MDF Talent Pools in Admin Center Upgrade Center .

Prerequisites

You have enabled the following:

● Role-Based Permissions● Generic Objects - MDF● User Interface v12

If you are using legacy talent pools, make sure that you have also downloaded your legacy pools before enabling MDF Talent Pools.

Context

As an optional upgrade, the enablement is available in Upgrade Center if the MDF Pool-based succession planning hasn't been enabled in Provisioning. The system determines this according to whether the checkbox in Provisioning, New MDF Pool-based Succession Planning (requires v12 UI framework, Generic Object), is selected. When it is not selected, the optional upgrade is available in Upgrade Center.

Procedure

1. Go to Admin Center Upgrade Center .2. Under Optional Upgrades, go to Enable MDF Talent Pool for Succession Planning.3. Follow the upgrade instructions.

Results

The MDF Talent Pools have been enabled, and the users with the relevant permissions can see a Talent Pool tab in Succession. The following setting in Provisioning is automatically enabled: New MDF Pool-based Succession Planning (requires v12 UI framework, Generic Object).


Talent Pools (MDF)

Next Steps

If you haven't used any form of talent pools, proceed as follows:

1. Create and define MDF Talent Pool objects. The defined objects are fields and attributes that constitute an MDF Talent Pool.

2. Assign the required administrator and nomination permissions for working with MDF Talent Pools.

If you have been using legacy talent pools, complete the migration steps so that you can continue using the pools and nominations with the MDF Talent Pools.

Although not recommended, disabling MDF Talent Pools is possible and can be done through Provisioning. To do that, deselect the two checkboxes that were selected during the enablement.


CautionWe don't recommend you disable the MDF Talent Pools, as the non-MDF talent pools are no longer supported. As of Q2 2019, we automatically activated MDF Talent Pools for all customers who were still using non-MDF talent pools.

Related Information

Defining the MDF Talent Pool Object [page 191]Permissions for Talent Pools [page 192]

12.3 Defining the MDF Talent Pool Object

Prerequisites

● You have enabled MDF Talent Pools via Upgrade Center● You have administrator permissions for the Metadata Framework (MDF)


Context

For full details on all the options you have regarding MDF objects, see Implementing Metadata Framework (MDF) or Extension Center.

Procedure

1. Go to Admin Center Tools Configure Object Definitions .2. In the first search box, select Object Definition and in the second box, type Talent Pool.

NoteIf you cannot see the Talent Pool Object 30 minutes after you enabled MDF Talent Pools, you can run a job through Provisioning Managing Job Scheduler Manage Scheduled Jobs Create New Job to quicken the pace. The job type is MDF Object Definition To DB Sync.

3. From the resulting list, choose the Talent Pool object.

4. Choose Take Action Make Correction .5. For the security settings, set Secured to Yes, and Permission Category to Miscellaneous Permissions.6. To make fields available for filtering talent pools, add them to the Searchable Fields section.

TipThe following field types from MDF objects can be used as filters: picklist, string, boolean, and date.

7. To adjust which fields are included in the create or edit dialogs for talent pools, make your changes in the Fields section.

12.4 Permissions for Talent Pools

You can manage talent pool permissions for the talent pool objects themselves as well as for the process of nominating employees to talent pools.

Assign Administrator Permissions for the Metadata Framework [page 193]Before you can start succession planning with Metadata Framework (MDF) position-based nominations or using MDF Talent Pools, you have to define the related MDF objects, which requires some role-based permissions.

Setting Object Level Permissions [page 194]These permissions apply at the object level and regulate access to the Talent Pool as a whole. These are gate permissions that determine whether a user has access to view the Talent Pool object.

Defining Talent Pool Target Population [page 195]Object level permissions can be refined by combining them with target population permissions allowing you to limit access to a subset of specific pools. Target population permissions use the attributes in the talent pool object definition.


Talent Pools (MDF)

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/LATEST

https://help.sap.com/viewer/d4a86924740742048029a71b1d674130/LATEST

Managing Talent Pool Nomination Permissions [page 197]You can differentiate permissions for talent pool nominations so that you can allow some users to view nominations and others to add, edit, delete, approve, or reject nominations. You can assign these nomination permissions regardless of permissions for administration of Talent Pool objects.

Viewing Talent Pool Nominations in People Profile and Talent Card Without Having the Talent Pool Object Level Permission [page 198]

Some users don't have the Talent Pool object level permission. You can still enable them to view Talent Pool nominations of employees in People Profile and Talent Card.

12.4.1 Assign Administrator Permissions for the Metadata Framework

Before you can start succession planning with Metadata Framework (MDF) position-based nominations or using MDF Talent Pools, you have to define the related MDF objects, which requires some role-based permissions.

Prerequisites

● Role-Based Permissions are enabled● MDF position-based nominations are enabled● MDF Talent Pools are enabled.

Procedure

1. Go to Admin Center Tools and search for Manage Permission Roles.2. Choose your administrator role.3. Click Permission.4. Under Administrator Permissions, select Metadata Framework.5. Select the following permissions.

○ Configure Object Definitions○ Manage Data○ Configure Business Rules○ Access to non-secured objects○ Import Permission on Metadata Framework○ Admin access to MDF OData API○ Manage Configuration UI○ Manage Positions○ Manage Sequence


12.4.2 Setting Object Level Permissions

These permissions apply at the object level and regulate access to the Talent Pool as a whole. These are gate permissions that determine whether a user has access to view the Talent Pool object.

Context

RememberThese object level permissions will only control a user's ability to add, edit, and delete talent pools and their properties. These settings have no impact on a user's ability to manage talent pool nominations.

To enable users to add, edit, or delete nominations, you need to at least assign the object permission to View Current talent pools.

Procedure

1. Go to Admin Center Manage Permission Roles .2. Select the relevant role. For example, HR planners or managers typically have these permissions.3. Click Permission and in the Permission Settings choose Miscellaneous Permissions .4. Review the permissions for Talent Pool.

○ View Current: Allows users to view the current object information

TipThis permission is required for anyone who needs to manage talent pool nominations.

○ View History: Allows users to view the effective dated history of the object○ Create: Allows users to create talent pools

TipThis permission is required for anyone who needs to create talent pools.

○ Insert: Allows users to insert an effective dated version of the talent pool○ Correct: Allows users to edit attribute values of the talent pool○ Delete: Allows users to delete talent pools○ Field Level Overrides: Used to remove access to certain fields on talent pools


Talent Pools (MDF)

12.4.3 Defining Talent Pool Target Population

Object level permissions can be refined by combining them with target population permissions allowing you to limit access to a subset of specific pools. Target population permissions use the attributes in the talent pool object definition.

Context

Defining target populations limits access to talent pools otherwise granted via object level permissions. These permissions do not change the access to nominated pool members—only to the pools themselves. For example, this additional layer of permissions allows you to grant access to sensitive, executive pools to only certain user roles.


Procedure

1. Go to Admin Center Manage Permission Roles .2. Select the relevant role. For example, HR planners or managers typically have these permissions.3. In the Grant this role to section, click Edit Granting.4. Find Talent Pool in the section for other objects.

By default, the target population is set to All. If a role has been assigned object level permissions for talent pools, then this setting enables all users assigned to that role to access all talent pools.

Restrict access to talent pools based on their attributes.5. Choose an available attribute from the dropdown.6. Select the operator and value to restrict and save your changes.

NoteMultiple rows on the target population restriction operate as “AND”


Talent Pools (MDF)

12.4.4 Managing Talent Pool Nomination Permissions

You can differentiate permissions for talent pool nominations so that you can allow some users to view nominations and others to add, edit, delete, approve, or reject nominations. You can assign these nomination permissions regardless of permissions for administration of Talent Pool objects.

Prerequisites

Users must have the object level permission setting to view talent pools under Miscellaneous Permissions Talent Pool Visibility: View Current .

Context

Access to MDF talent pool nominations is controlled via selections in the Role-Based Permissions (RBP) that permit users to view, add, edit, delete, approve, or reject nominations. To extend this access to other user groups, target populations are also enabled for the relevant RBP settings. It allows you, for example, to grant access to line managers and ensure that they can only see or add employees who report directly to them.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .

NoteIf you already use talent pools, the new permissions flags are set automatically and you are not required to change any of your current settings. It results in the same behavior as you see in your system now. If you do want to differentiate between permissions, simply select or deselect the new options accordingly.

2. Choose a role and click Permission.3. Select Succession Planners and set the relevant permissions.

Permission Name Description

View Talent Pool Nominations

Allows users to see nominations within talent pools.

If you don't select this option, users can still see the pool itself but not the nominations within the pool.

Add/Edit/Delete Talent Pool Nominations

This option only works if the View Talent Pool Nominations permission is also active.

Allows users to add, edit, and delete nominations to talent pools.


Permission Name Description

Approve/Reject Talent Pool Nominations

This option only works if the View Talent Pool Nominations permission is also active.

Allows users to approve and reject nominees in talent pools.

4. Set the target population for the role. From the role overview, choose Edit Granting.

5. To apply target populations for the talent pool nominations permissions, go to Admin Center Succession Nominations Setup .

6. Select Apply target population to Talent Pool Nominations Permissions.

NoteThe Apply target population to Talent Pool Nominations Permissions function doesn't work with the NominationTarget OData API entity.


12.4.5 Viewing Talent Pool Nominations in People Profile and Talent Card Without Having the Talent Pool Object Level Permission

Some users don't have the Talent Pool object level permission. You can still enable them to view Talent Pool nominations of employees in People Profile and Talent Card.

Context


Procedure

1. In Provisioning, go to Company Settings.2. Select View Talent Pool nominations in People Profile and Talent Card without having the Talent Pool object level

permission.3. Save your changes.


Talent Pools (MDF)

Results

Users without the Talent Pool object level permission can view Talent Pool nominations of employees in the following:

● Nomination Block in People Profile● Nominations section of Talent Card

12.5 Creating and Managing Talent Pools

The Talent Pools page is your starting point for creating and managing MDF Talent Pools.

Prerequisites

You are assigned the appropriate role-based permissions to work with talent pools.

Context

NoteThe information and actions available to you for talent pools all depend on your role-based permissions and assigned target population.

Managing the actual talent pools is often a separate activity from nominating users to those talent pools. For example, you may have a central HR user who creates and manages talent pools. While managers are responsible for nominating individual users to the subset of pools to which they have access.

Procedure

1. Go to Succession Talent Pools .

The Talent Pools page utilizes a lazy-loading concept so even with several hundred talent pools, there is no loss of performance.

2. To change how the talent pools are sorted, click (Sort by Name or Sort by Owner).

3. To filter the talent pools, click (Filter) and choose your options and then click Filter.

The fields you can filter by depend on the searchable fields defined in the MDF talent pool object and can include the following field types: picklist, string, boolean, and date.


4. To create a talent pool, click (Add Talent Pool) and enter the relevant information.

You can create talent pool with or without the readiness concept.

The fields available for creating talent pools are based on the field definitions in the MDF talent pool object.

5. To edit or delete a talent pool, click (More).

Option Description

Show and Edit Talent Pool Opens the Metadata Framework (MDF) talent pool dialog

Delete Talent Pool Presents you with a confirmation dialog to delete the talent pool

RememberThe options available to you depend on your role-based permissions and assigned target population.

12.6 Configuring Talent Pool Fields

You can choose to configure fields of your interest. Configured fields appear as filters or display options on the Talent Pools page.

Prerequisites

You have the Talent Pool Field Configuration permission.

Procedure

1. Go to Admin Center Succession Manage Talent Pool Field Settings .

A list of fields displays. Job Title and Readiness are selected by default.2. Select the fields by checking the boxes in the Include Field column.

You can select up to 15 fields, including Job Title and Readiness.3. Save your changes.

Results

You have successfully configured fields for the Talent Pools page.


Talent Pools (MDF)

12.7 Customizing Talent Pool Filters

Based on the talent pool filters configured in Admin Center, you can further customize the filters in a talent pool.

Prerequisites

You've been assigned the acquired role-based permissions to work with talent pools.

Procedure

1. Go to Succession Talent Pools .

The Talent Pools page displays.2. Choose a talent pool.

The details page of the talent pool shows.3. Click the Adapt Filters button on the filter bar.

A list of filters displays. If there are more than 10 filters, click More Filters to view all of them.4. Choose the fields that you want to add as filters on the filter bar.

Refine your searching criteria by selecting items from the filter dropdowns.5. Click Go.

Results

You’ve successfully customized your talent pool filters. Only the results that meet filtering conditions are shown.

12.8 Managing Talent Pool Nominations

You can add users to an MDF Talent Pool and manage existing user nominations.

Prerequisites

You've been assigned the required role-based permissions to nominate users to talent pools.


Context

NoteDepending on your role-based permissions and assigned target population, the information you can view or the action you can take regarding the talent pools may vary.

You can nominate employees one by one, either on the Talent Pool nominations overview page or from the talent card when working with the Succession Org Chart (v12) or Position Tile view. You can also nominate one or many employees at once from the Talent Search results page.

Procedure

1. Go to Succession Talent Pools .2. Select a talent pool to open the nominations overview page.

NoteYou can sort the list of nominees by clicking the headers of the columns.

3. To add, remove, or rearrange columns in the table, choose (Define Column Properties).4. To review or compare nominees, choose their names to open the Talent Card.5. To add a user to the talent pool,

a. Choose (Add Talent Pool Nominee).b. Enter the user name that you want to nominate, select the user from your search results, and then choose

Next.c. Select the readiness, add any nomination notes if needed, and then choose Submit.

6. To edit or delete an existing nomination, choose (Edit) or (Delete) in the last column for that user.

7. To view the nomination history of nominees in the selected talent pool, choose (View Nomination History).○ To view nominees that are in the Removed status, select Show Removed in the left pane.

By default, removed nominees aren't displayed in the left pane.The following statuses are supported in the nomination history:

Status Description

Approved Indicates that a nominee has been added to the talent pool.

Removed Indicates that a nominee has been removed from the talent pool.

Pending Indicates that adding a nominee to the talent pool hasn't been approved.



Talent Pools (MDF)

Status Description

Deletion Pending Indicates that removing a nominee from the talent pool hasn't been approved.

○ To view the nomination history in a specified date range, choose (Date Range) in the upper right corner, select a start date and end date, and then choose OK.By default, the nomination history in the past 12 months is displayed.

12.8.1 Adding Incumbents or Successors to an MDF Talent Pool

You can nominate an incumbent or successor to an MDF Talent Pool when working from the Succession Org Chart or Position Tile view.

Prerequisites

● Your system is configured to use MDF Talent Pools

Procedure

1. Whether working with the Succession Org Chart or the Position Tile view, click the incumbent or a successor for a position to open their talent card.

2. In the section for Talent Pool Nominations, click .3. Search for a talent pool and click Next.4. Select the Readiness level for the employee, if available.

NoteYou can only select a readiness level if the talent pool is set up with readiness enabled. Otherwise, you won't see this option.

5. You can also add more information in the Notes section, as needed.6. Click Submit.


12.8.2 Approving or Rejecting Talent Pool Nominations

Using this feature, you can approve or reject pending nominees who belong to your target population in talent pools.

Prerequisites

● You've the following role-based permissions:○ View Talent Pool Nominations○ Approve/Reject Talent Pool Nominations

● Enable Apply target population to Talent Pool Nominations Permissions through Admin Center Succession Nominations Setup .

Context

The pending status consists of Pending, Change Pending, and Deletion Pending.

Status Description

Pending Indicates that adding a nominee to the talent pool has not been approved.

Change Pending Indicates that changing readiness or notes for existing nominations has not been approved.

Deletion Pending Indicates that removing a nominee from the talent pool has not been approved.

You can approve or reject at most 1000 pending nominees at one time.

Procedure

1. Go to Succession Talent Pools .2. Select a talent pool to open the nominations overview page.3. Choose the following based on the nominees' status:

○ For nominees in the Pending status:○ To add them to the talent pool, select the nominees and then choose Approve.○ To remove them from the talent pool, select the nominees and then choose Reject.

○ For nominees in the Deletion Pending status:○ To remove them from the talent pool, select the nominees and then choose Approve.○ To add them to the talent pool, select the nominees and then choose Reject.


Talent Pools (MDF)

○ For nominees in the Change Pending status:○ If you want changes to readiness or notes for nominations to take effect, select the nominees and then

choose Approve.○ If you don't want changes to readiness or notes for nominations to take effect, select the nominees and

then choose Reject.4. Enter your notes and choose OK.

Related Information

Managing Talent Pool Nomination Permissions [page 197]

12.9 Associating Talent Pools with Positions

12.9.1 Associating Pools with Roles – Legacy Families and Roles

By associating talent pools with roles, you make those pools available as a source for nominating successors to positions that are based on those roles.

Prerequisites

You are using legacy families and roles.

Procedure

1. Go to Admin Center Tools Families and Roles .2. Choose a Family and then the Role.3. On the role details, Edit Properties and select a Talent Pool to map to the role.

Results

Talent pools associated with a position display in the position card when accessed from the Succession Org Chart or Position Tile view.


12.9.2 Associating Pools with Roles – Job Profile Builder

By associating talent pools with roles, you make those pools available as a source for nominating successors to positions that are based on those roles.

Prerequisites

You are using Job Profile Builder.

For more information, see Job Profile Builder.

Procedure

1. Go to Admin Center Tools Manage Job Profile Content and select Set Up Families and Roles.2. Select a family to view the roles, or navigate to the Roles tab directly to view all roles.3. Select a role and go to the Mapped Talent Pools tab.4. Associate available talent pools by clicking Map Talent Pools.

The associated talent pool uses the Succession mapped job code if available, otherwise it uses the Default mapping.

Results

Talent pools associated with a position display in the position card when accessed from the Succession Org Chart or Position Tile view.

12.10 Importing Data for Use with MDF Talent Pools

You can import talent pools from your legacy system using the Metadata Framework (MDF) import tools.

Context

If you have maintained talent pools in an external system, or if you're migrating your legacy talent pools, you can import that data to use with MDF Talent Pools. One of the benefits of MDF Talent Pools is the ability to utilize the central data management tools of the Metadata Framework. For more information about MDF and its tools, see Importing Data.


Talent Pools (MDF)

https://help.sap.com/viewer/6653514fe7d84eca8e9bc2d38e46666d/latest/en-US

https://help.sap.com/viewer/e4a4ce68589841709a8202928c23803a/PRODUCTION/en-US/b9150c127a08438a87e4a836fd2b4697.html

Importing data for use with MDF Talent Pools is a two-step process. First, you download the correct template for the data and enter the data that you want to import. The template contains the structure of the object as it is set up in the MDF object definition. Second, you upload the data for that object. Both of these operations use the same file launched from the import tool.

Procedure

1. Navigate to Admin Center Tools Import and Export Data .2. Select Download Template and then select the Talent Pool generic object and click Download.

The system downloads a template that includes the fields configured for the MDF talent pool object.3. Complete the template then select the Import Data action.

When you're migrating from legacy talent pools, you must manually copy data from the legacy talent pools CSV file into the target fields of the MDF import file. The required fields in the import file depend on the definition of the MDF Talent Pool object itself. The standard fields you must copy include the talent pool code, talent pool name, and talent pool description. If you have configured more fields as mandatory fields in the MDF Talent Pool object definition, you may have to fill further fields in the import file for the MDF Talent Pools manually.

NoteWhen you're filling in the import file for MDF Talent Pools, manually enter data for effectiveStartDate and effectiveStatus for each entry. These fields are not used in legacy talent pools but are required for your new MDF Talent Pools.○ For the effective start date, you can choose the current date or one from the past, like 01/01/1900.○ For the effective status, enter A for active pools and I for inactive pools.

4. Make your selections, browse to your completed template file, and click Import.


13 Talent Search

Talent Search is a configurable search tool that allows users to find employees based on defined fields and permissions.

Initially designed to allow Succession Planners to find successors effectively, Talent Search has grown beyond that and is being used by HR Managers, and Employees. For example, it is often used as a tool for staffing projects, moving people to new jobs, internal recruiting, global assignment, and measuring bench strength.

NoteTo be consistent with all other Succession planning pages, the content width for the Talent Search page has been changed to full page. The background color of the page stays unchanged.

Enabling Talent Search [page 208]To use the Talent Search feature, enable the corresponding settings in Provisioning.

Using Talent Search [page 218]Use Talent Search to find employees based on configured fields that can include both basic and advanced criteria.

Leveraging Talent Search Results [page 224]Talent Search results can be used in many ways, including adding employees to talent pools, nominating successors, and exporting results.

13.1 Enabling Talent Search

To use the Talent Search feature, enable the corresponding settings in Provisioning.

Context


Procedure

1. In Provisioning, go to Company Settings.


Talent Search

2. Select the following settings:○ Succession Management

This setting enables the permission setting for Succession Management and Matrix Report, which is required for all versions of Talent Search.

○ Succession Talent SearchThis setting activates the underlying feature for the Talent Search, regardless of UI version.


13.1.1 Keyword Search

In Talent Search, succession planers can run a quick search on succession candidates by keywords, for example, department names or employee titles.

The search accepts one keyword at a time. The matched succession candidates are those users whose employee information (fields that can be searched on) contains the keyword. You can define multiple searchable fields, and if any of the fields contains the keyword, the user is considered a matched search result.

The system handles permissions for keyword searches on background elements by checking both the read permission in the data model and the Role-Based Permissions for Talent Search. The system only returns results for those fields that have been set to "read permission for all users" in the data model AND which are included in the Talent Search permissions for the user's role.

Therefore, it's recommended to only include standard elements as fields that can be searched on by any user with access to the Talent Search.

Related Information

Enabling Keyword Search [page 209]

13.1.1.1 Enabling Keyword Search

To enable talent search by keyword, you need to identify fields that can be searched on and update their read permissions to all users.

Prerequisites

● You have administrator permissions to Talent Search Management.● You have granted users permissions to Talent Search.

Succession: Implementation and AdministrationTalent Search PUBLIC 209

Context


Procedure

1. Identify searchable fields. For example, you want to search for succession candidates based on their division, department, or title information. In this case, Division, Department, and Title will be the searchable fields.

2. Go to Provisioning Succession Management Import/Export Data Model . In the data model file, assign the read permission of the searchable fields to all job roles.

The searchable fields are Division, Department, and Title. In the Succession data model xml file, add the following:

Sample Code

<element-permission type="read"> <description>Keyword Search field permissions</description> <role-name>*</role-name> <standard-element-ref refid="division"/> <standard-element-ref refid="department"/> <standard-element-ref refid="title"/></element-permission>

3. Go to Admin Center Talent Search Settings , enable keyword search, and save the updated settings.

4. Go to Provisioning Search Index and create search index for the fields.

Related Information

Granting Access to Talent Search Settings [page 211]Granting Access to Talent Search [page 213]


Talent Search

13.2 Configuring Talent Search

13.2.1 Granting Access to Talent Search Settings

In order for admins to manage how Talent Search works in your solution, you need to first provide them access to the Talent Search Settings.

Procedure

1. Go to Admin Center Manage Employees .

2. Select Set User Permissions Manage Permission Roles .3. Select the desired role.4. Click Permission Settings.

5. Go to Administrator Permissions Manage System Properties and select Talent Search Management.6. Click Done.

Results

Users whose role has been granted permission can access Talent Search Settings under Admin CenterSuccession .

Related Information

Managing Talent Search Settings [page 211]

13.2.2 Managing Talent Search Settings

Talent Search administrators can set options like keyword search and rating scale configuration via the Talent Search Settings.

Prerequisites

You have permission to access Talent Search Settings.


Procedure

1. Go to Admin Center Succession Talent Search Settings .Talent Search Options2. To enable the keyword search, select Enable keyword search in Talent Search.

TipIf you are enabling this feature for the first time, contact Product Support to prepare your system for it. Only data elements that have read permissions for all roles in the data model are indexed and available for keyword search.

NoteThe system handles permissions for keyword searches on background elements by checking both the read permission in the data model and the Role-Based Permissions for Talent Search. The system only returns results for those fields that have been set to "read permission for all users" in the data model AND which are included in the Talent Search permissions for the user's role.

3. To allow users to search on competencies, select Show Competencies & Behaviors.4. Use the Rating Configurations section to configure rating scales to be used in Talent Search.

Choose Process5. You can choose a specific process to configure for the search or select All data sources to search across all

performance forms.

NoteTo search for specific forms, create a process in admin tools and then choose the specific process.

Talent Search Options6. Choose All Ratings to perform the search across the rating history of the employee.

NoteThis choice may have performance implications.

7. Choose Latest Ratings to restrict the search to the employee's current rating.Job Search Options8. Choose either As Of Date or Date Range to indicate how the search will handle dates.

Select Default Rating Scales for Advanced Search9. Choose the rating scale for each of the criteria available.

A default rating scale is used to search all ratings and competencies in Talent Search. Administrators have the option to overwrite the default rating scale with any other rating scale defined via Admin Center Company Settings Rating Scales or via Admin Center Company Settings Matrix Grid Rating Scales .

For example, if you want to use Matrix Grid Potential rating scale to search potential, select that rating scale from the Potential dropdown.


Talent Search

13.2.3 Controlling Talent Search with Role-Based Permissions

Role-Based Permissions (RBP) provide flexible configuration of the Talent Search fields and target populations for different employee groups while maintaining robust data privacy.

Example

● Nancy is an HR Business Partner (HR BP) and supports the Engineering Department.● She is also a Manager and has a team of 5 people reporting to her.● She is an Employee and part of a company that has 10,000 employees.

Nancy's organization would like her to search on all fields, including sensitive fields like career goals, talent flags, ratings, and compensation, on all engineering employees. However, the organization wants to restrict some of those fields when Nancy is searching within her own team. And finally, when she is conducting a company-wide search, Nancy’s organization would prefer further restrictions on her searchable fields, limiting her search to a handful of global fields like department, division, and location.

To solve these requirements, Talent Search v2 allows you to create multiple roles in RBP, each with its own specific target population and field set.

In this example, Nancy's organization creates three different roles: HRBP, Manager, and Employee. Each role is then configured with a unique set of search fields, relevant for that role, and an applicable target population. So, for example, the employee role search fields are restricted to first name, last name, middle name, department, division, location, and so on. And the target population for that role includes all employees in the organization.

When Nancy (or any employee who has multiple roles assigned) performs a Talent Search, she can choose which of her roles to search as. The system refreshes the search page and only those fields that are allowed for that role are displayed. The system then searches only against the target population associated with the role. However, if a user has only one role, the role selection is not displayed.

Granting Access to Talent Search [page 213]Admins can grant users access to Talent Search using role-based permissions.

Configuring Talent Search Fields [page 215]You can specify which fields can be used to search for employees in Talent Search using role-based permissions.

13.2.3.1 Granting Access to Talent Search

Admins can grant users access to Talent Search using role-based permissions.

Context

The role-based permissions dertermine which results a user can see.


NoteThe permissions defined for the future dated employee data won't affect the Talent Search results. For example, a user has role-based permissions for Talent Search but don't have permissions for any future dated job information. In this case, the search results the user sees still include the job information that takes effect on a future date.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Select the desired role and click Permission.

NoteYou can give permissions to any number of roles. Employees in multiple roles with access to Talent Search can choose between relevant roles on the Talent Search screen.

3. Go to User Permissions Succession Planners and select Talent Search Access.You can also grant the Talent Search Export Permission permission which allows users to see the Export button.

NoteThe target population of the selected role controls the results that a user sees in Talent Search. Only those users who match the search criteria and who are part of the assigned target population of the user performing the search are displayed in the search results.

4. Click Done.

Results

Once search fields have been configured for their role, a user can perform a talent search.

If a user has multiple roles with permission to access Talent Search and each role has been configured with active search fields, then they can choose between roles on the Talent Search page.

NoteYou cannot change the order in which the roles are listed.

The system remembers the role a user selects so that it does not change between sessions. For example, if a user is both a manager and a succession planner, they can select their preferred role for performing talent searches but can always switch to another role if their task requires it.

Task overview: Controlling Talent Search with Role-Based Permissions [page 213]


Talent Search

Related Information

Configuring Talent Search Fields [page 215]

13.2.3.2 Configuring Talent Search Fields

You can specify which fields can be used to search for employees in Talent Search using role-based permissions.

Context

You can specify search fields, including those you've defined as userinfo-element fields in your solution, for each role. For an employee in multiple roles, only fields configured for the target population are displayed.

NoteIt is no longer necessary, as in earlier versions, to complete the view template settings in the Succession Data Model for Talent Search.

Procedure

1. Go to Admin Center Tools Manage Permission Roles2. Select the desired role and click Permission.

3. Go to User Permissions Talent Search Field .4. Select the basic and advanced fields you would like to grant access to for the current role.

NoteIf you enable Documents as a search field, users can search by attachments uploaded to People Profile. If users add documents to their Talent Search form, the result is actually two search fields:

○ Document Name, which searches attachment names assigned during upload○ Attachment, which searches the actual file names of attachments

Both fields are free text entry and utilize a wild card search.

5. If you've defined custom fields (userinfo-element) that you would like to use, then also select those fields to include in Talent Search.

6. Click Done.


Results

The system only allows users to add fields they have permission to use in the Talent Search form. If you also define default search fields, then the system only displays the default fields that the user actually has permission to use.

The system also uses the search fields assigned to user roles to limt the keyword search results. Results are only returned for those fields that have been set to read permission for all users in the Succession Data Model and which are included in the Talent Search permissions for the user's role.

NoteThis permission handling currently only applies to background elements.

Task overview: Controlling Talent Search with Role-Based Permissions [page 213]

Related Information

Granting Access to Talent Search [page 213]

13.2.4 Defining Default Search Fields for All Users

You can configure your system to start with a defined set of search fields for all users.

Prerequisites

You have permission to access Talent Search Settings.

Context

If your system is configured with many available search fields, you may find it useful to recommend which fields to start with for advanced searching. When you define default search fields, which apply to all users, the system validates the default fields against the searchable fields assigned to the logged on user's role. Then, only the fields that meet both criteria are displayed. Users can add more search fields (based on their permissions) and save searches for future use.


Talent Search

Procedure

1. Go to Admin Center Tools Talent Search Settings .2. Select your Default Search Fields for the basic, advanced, and ratings information.3. Save your settings.

Results

When users start Talent Search (v2) or choose the Start Over option, the system shows all the default fields they have permission to use.

13.2.5 Adding Hyperlinks in Talent Search

You can add hyperlinks, including deep links to specific pages of SAP SuccessFactors, in Talent Search.

Procedure

1. Go to Admin Center Talent Search Settings .2. Under Hyperlink Configurations, enter a link title and address that you want to navigate to.

○ To navigate to an external web page, enter a full URL: <protocol>://<hostname>/<path>/<file name>For example: https://www.example.com/path/to/file.html

○ To navigate to an internal page of SAP SuccessFactors, enter the deep link path behind /sf/.For example, if you get the deep link path /sf/talentpool, you only need to enter talentpool.


Results

The (<the link title that you entered>) icon appears in the upper-right corner of the Talent Search page. The link title is used as the tooltip for the icon. By choosing this icon, users can be navigated to the address that you entered.

Related Information

Deep Links


https://help.sap.com/viewer/5c6733335c434d6f81210378bbea6405/2111/en-US/478def93ab4f4ad4a3ecf6ad730bc6c5.html

13.3 Using Talent Search

Use Talent Search to find employees based on configured fields that can include both basic and advanced criteria.

Context

The available fields for Talent Search are based on your system configuration and your permissions.

NoteTalent Search pulls ratings from ongoing Calibration sessions. Therefore, even if you don't want to use in-progress ratings anywhere, they show in your Talent Search results.

Procedure

1. Go to Succession Talent Search .

If you've previously performed a search, the system remembers your recently used criteria. To reset the form, click Start Over.

If your system is configured with default search fields, then when you start Talent Search or choose the Start Over option, those fields are automatically selected and available for searching (based on your permissions).

2. Enter any keywords for your search.

If you use keywords as part of your talent search criteria, the system treats them with AND/OR logic. For example, if you search for "Operations Chicago," the system searches for: operations Chicago, operations, and Chicago. Any record matching any of those combinations is returned in the results.

3. Choose the Settings for your search.

Option Description

Role If you're assigned multiple roles with Talent Search permissions, select the relevant role for your search.

Each role has a set of search fields and a target population configured against it. When you switch between your Talent Search enabled roles, the search form is refreshed to respect the fields and target population that have been configured for that role.

Include Inactive Users

Select whether to include inactive users in the search. This option can be useful, for example, if you want to search for terminated contract employees who you may want to bring back for another project.

Meet Any of Criteria for a Background Information Category

This checkbox only applies to the following:○ Different criteria for the same background information category under Advanced Information○ Competencies under Rating & Competencies

By default, this checkbox is deselected.


Talent Search

Option Description

○ To show results that meet at least one of the criteria (if multiple) for a background information category and Competencies (OR logic), select this checkbox.

○ To show results that meet all criteria for a background information category and Competencies (AND logic), deselect this checkbox.

NoteFor different background information categories and other options, the search results always meet any of criteria (OR logic).

For example, you specify the following criteria:○ Under Basic Information, add Country with the values Germany and USA.○ Under Advanced Information, add the background information category Language Skills with the val

ues English and German.○ Under Rating & Competencies, add the competencies Communicating Effectively (with the value from

Good to Excellent) and Critical Thinking (with the value from Good to Excellent)If this checkbox is selected, you can find employees that meet the following criteria in the search result:

○ Country: Germany OR USAOR

○ Language Skills: English OR GermanOR

○ Competencies: Communicating Effectively (from Good to Excellent) OR Critical Thinking (from Good to Excellent)

If this checkbox is deselected, you can find employees that meet the following criteria in the search result:

○ Country: Germany OR USAOR

○ Language Skills: English AND GermanOR

○ Competencies: Communicating Effectively (from Good to Excellent) AND Critical Thinking (from Good to Excellent)

If you want to find employees that meet all the different search criteria in the search result, turn on the switch Exact Match on the Talent Search results page.

Saving Searches4. After a search, you can save the criteria for future use by choosing Save Search.

5. If you no longer need a saved search, you can delete it from the search form by clicking (Saved Searches) and then (Delete).

13.3.1 Basic Information in Talent Search

The available fields are based on your system configuration.

● Use the dropdown menu to add basic information to the search form.● A picklist field appears as a multiselect field.● The Department, Division, and Location fields are converted to lists by default.


● To convert the 15 custom fields (custom01 ‒ custom15) to lists instead of text fields, apply the following setting for the field in the Succession Data Model:

pre-populate = true


13.3.1.1 Talent Search Basic Information Fields

A list of all possible basic information fields and their data types.

Field Data Type

username User

email Text

gender Boolean

lastName Text

firstName Text

mi Text

department Text

division Text

location Text

jobCode Text

hireDate Date

managerId User

timezone Text

hrId User

defaultLocale Text

title Text

businessPhone Text

homePhone Text

cellPhone Text

fax Text

addressLine1 Text

addressLine2 Text


Talent Search

Field Data Type

city Text

state Text

zipCode Text

country Text

empId Number

custom01 Text

custom02 Text

custom03 Text

custom04 Text

custom05 Text

custom06 Text

custom07 Text

custom08 Text

custom09 Text

custom10 Text

custom11 Text

custom12 Text

custom13 Text

custom14 Text

custom15 Text

ssn Text

dateOfBirth Date

citizenship Date

nationality Date

ethnicity Date

married Boolean

minority Boolean

businessSegment Text

serviceDate Date

level Text

function Text

performance Number

potential Number

objective Number

competency Number


Field Data Type

talentPool Text

analytics Text

riskOfLoss Text

impactOfLoss Text

benchStrength Text

reasonForLeaving Text

newToPosition Boolean

dateOfPosition Date

keyPosition Boolean

futureLeader Boolean

matrixManaged Boolean

13.3.2 Advanced Information in Talent Search

The available fields are based on your system configuration.

Use the dropdown menu to add advanced criteria to the search form.

Criteria Type Description

Background Elements All commonly configured background elements such as Language Skills, Geographic Mobility, Work Experience are supported on the search form

Custom Background Elements All customer defined background elements are supported on the search form.

Talent Pools Only MDF Talent Pools are supported on the Search form.

Talent Search does not support Succession Data Model XML visibility configuration for background elements. If the visibility of a field is set to "none", the field is not visible from the UI of People Profile. But if a background block is selected in Talent Search then that field will be visible even though visibility is set to none.

For example, in the following code sample, visibility of department field is set to "none". The field is not visible under Work Experience within company background block in people profile. But if the block is selected in Talent Search v2, you can still see the department field.

Sample Code

<background-element id="insideWorkExperience" type-id="1" max-entries="3"> <label>Work Experience Within Company</label><data-field id="department" field-name="vfld2" visibility="none" max-length="4000" max-file-size-KB="1000"><label>Department</label></data-field> </background-element>


Talent Search

Additionally, trend blocks of Talent Search v2 show only three fields: start date, end date, and rating range. Trend blocks fields do not depend on their block XML configuration.

13.3.3 Searching by MDF Talent Pool

You can search for employees nominated to Metadata Framework (MDF) Talent Pools.

Prerequisites

You can only search for employees in the MDF Talent Pools you have permission to access.

Context

Talent pools are an integral part of succession planning and are used to group successors for common roles. You can use them to search for employees nominated to talent pools and by readiness levels.

Procedure

1. On the Talent Search form, add Talent Pool as a search criteria on the Advanced Information section.

NoteThis Talent Pool criteria should not be confused with the Talent Pool text field available in the Basic Search section. That field refers to the People Profile field of the same name and is a simple text field not associated with any Talent Pool functions.

2. Select a talent pool name or readiness level for your search.

13.3.4 Searching by Ratings and Competencies

Using the rating and competencies section, you can search by any of the trend elements and competencies available in your system.

Prerequisites

To use the new competency picker, you must meet the following conditions:


1. You've selected JDM v2.0/Skills Management and migrated Families/Roles/Competencies from JDM 1.0 in Provisioning.


2. You've selected Enable New Competency Picker under Admin Center Talent Search Settings .

Context

The options available for rating and competencies are based on the Talent Search Settings and include the following:

● Whether all ratings or only latest ratings are searched● The rating scale labels displayed on the From and To picklists

With a hierarchy structure and a search option, the new competency picker helps users quickly find competencies and brings a harmonized user experience across modules where users need to add competencies.

Procedure

Add a Rating Scale to the Search Form1. Select a rating from the Rating & Competencies dropdown list.2. Optional: Specify the start and end dates.3. Select the lower and upper ratings from the From and To fields respectively.

Add Competencies to the Search Form4. Select Competencies from the Rating & Competencies dropdown list.5. Select the competencies that you want from competency libraries.

If you use the new competency picker, you can also search for the competencies using keywords in the search box.

6. Choose Select to add the competencies as search criteria and return to the search form.

13.4 Leveraging Talent Search Results

Talent Search results can be used in many ways, including adding employees to talent pools, nominating successors, and exporting results.

● The total number of employees matching the search criteria is displayed at the top of the list● % of match displays how close the employee matches the search criteria


Talent Search

If you click on the percentage, you'll see on which fields the match occurs.

NoteIf multiple employees have the same % of match, they are sorted in the list by their user ID.

● Add Criteria to adjust your search● Use the filter panel to narrow the search results based on selected criteria● To save your search criteria for future reuse, click Save Search● To start your search over or to change your talent search role, click Modify Search

When you select one or more employees from the results, the action bar is displayed which allows you to add employees to MDF talent pools, export the search results, compare employees side-by-side, or nominate employees to a succession plan.

Adding Employees to an MDF Talent Pool [page 225]

Exporting Search Results to a Spreadsheet [page 226]Exporting results from Talent Search allows you to analyze and share data offline.

Nominating Employees to a Succession Plan [page 227]

13.4.1 Adding Employees to an MDF Talent Pool

Procedure

1. Select one or more employees in the Talent Search results.2. Click Add to Pool.3. Search for the target talent pool.

The list of talent pools is based on your MDF Talent Pool permissions.4. Select the Readiness level for each employee, if available.

NoteYou can only select readiness levels if the talent pool is set up with readiness enabled. Otherwise, you won't see this option.

5. You can also add more information in the Notes section, as needed.6. Click Nominate.

Related Information

Permissions for Talent Pools [page 192]


13.4.2 Exporting Search Results to a Spreadsheet

Exporting results from Talent Search allows you to analyze and share data offline.

Prerequisites

● You have the Talent Search Access and the Talent Search Export Permission permissions.● Optional: Integration with an email client to receive email notifications of scheduled jobs

Procedure

1. Go to Succession Talent Search .2. Specify your searching criteria and choose Search.

A list of search results displays.3. Optional: To show employees that meet all the different search criteria in the search result, turn on Exact

Match.4. Select the employees and choose Export.

If you want to export all employees in the search result, choose Export All.

The Export Talent Search Results dialog box shows.5. Specify a name for the file and select the fields that you want to export.

The sensitive personal data fields can't be exported.

Even if you don't select any field, the exported file includes the following two columns by default: User Name and % of match.

6. Optional: To only show the fields that you selected, choose Show Selected.7. Optional: To reorder fields, select the field and choose Move Up, Move down, Move to Top, or Move to Bottom as

needed.

The order of fields that you specified is reflected in the exported file.8. Choose Export.

If the export contains more than 20 records, the system schedules a job to run in the background and provides an additional dialog box with a link to the View Schedules My Jobs tab. Therefore, you can easily retrieve the file after the job is completed.

NoteYou cannot configure the export threshold. The system always schedules a job to handle an export of more than 20 records.


Talent Search

Results

You've exported the search results to a spreadsheet file. In this file, the search criteria that you used are highlighted by bold font.

NoteThe exported spreadsheet file supports Microsoft Excel version 2003 or earlier where the maximum number of columns supported is 256. Therefore, the spreadsheet can have up to 256 columns.

13.4.3 Nominating Employees to a Succession Plan

Procedure

1. Select one or more employees to add to the plan.2. Click Nominate.3. Select the relevant MDF position from the dropdown.

NoteOnly positions (or incumbents) that you have Succession Planning permission for will be displayed.

4. For each employee, select their readiness and add any notes you have.5. If your system is configured to include ranking, you can also add a rank for each employee.6. Click Nominate.

Related Information

Enabling Successor Ranking [page 73]


14 Position Tile View

The Position Tile View for MDF Positions allows succession planners to manage plans for a group of positions without having to navigate an organizational hierarchy.

The Position Tile View is especially useful for planners who are responsible for managing by department or level, discrete positions that are not necessarily connected by a position hierarchy. The tile view lets planners filter a list of positions and manage the corresponding succession plans. Many customers who use SAP organizational management capabilities and identify successors at the position level, often find the position tile view to be especially useful.

Benefits of Position Tile View

● Complements the Succession Org Chart by providing succession planners a view of a group of positions for which they are responsible

● Advanced search and filter based on position attributes● Integrates with the Talent Card for insights into successors and incumbents● Provides a modern, consumer grade user experience

Position Tiles

A position tile provides a quick view of the succession plan status for that position. With multiple tiles on the view, planners can quickly get an overall summary of their succession planning process.

The following details are displayed on the position tile:

● Position title and incumbent name

NoteFor critical, or key, positions, the Key icon is also displayed on the tile.

● Successors, ranked by their readiness levels● Any talent pools mapped to the position

NoteTo be consistent with all other Succession planning pages, the content width for the Position Tile page has been changed to full page. The background color of the page stays unchanged. Also, the font on Position Tile is now consistent with that used in other features of Succession.


Position Tile View

Related Information

Nominating Successors to Positions [page 168]Editing or Deleting MDF Positions [page 176]

14.1 Enabling Position Tile View

Provisioning access is required to enable Position Tile View.

Prerequisites

● MDF Positions● Role-Based Permissions (RBP)● v12 user interface

Context


Procedure

In Provisioning, under Company Settings, select Position Tile View.

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14.2 Configuring Position Tile View

14.2.1 Permissions for Position Tile View

14.2.1.1 Granting Access Permissions for Position Tile View

To access the Position Tile view, users need the related permissions assigned to their roles.

Prerequisites

You're using the MDF position-based nomination method.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Select a role to assign access to Position Tile view.3. Click Permissions.4. Select Succession Planners.5. Select Position Tile Access.

NoteThis option is only visible if you're using the MDF position-based nomination method, a prerequisite for the Position Tile view.


14.2.1.2 Granting Position-Level Permissions for Position Tile View

To view positions on the Position Tile view, users need the related permissions assigned to their roles.

Prerequisites

Users have access permissions for the Position Tile view.


Position Tile View

Context

Using the Position Tile view requires that user roles also be assigned access to the Metadata Framework (MDF) Position object.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Select a role.3. Click Permissions.4. Select Miscellaneous Permissions.5. In the section, Position, select the Visibility and Actions permissions you want to grant the role.

NoteAssign at least the View Current permission for users to see the position tiles.

Next Steps

Define your target populations for positions. Only positions that are in the target population of the user's role are displayed on the Position Tile view.

14.2.2 Configuring Filter Options for Position Tile View

Add position attribute fields to the Metadata Framework (MDF) position object definition to use them for filtering the Position Tile view.

Context

The Position Tile view allows you to narrow down the position list using filters based on position attributes rather than people attributes. To configure these filter fields, add them as searchable fields to the MDF position object definition.

The following types of fields are supported in the Position Tile view:

● Date● Picklist● Enum● String


● Number

Procedure

1. Go to Admin Center Tools and search for Configure Object Definitions.2. Find the Object Definition for Position.3. Add the fields you want to use for filtering the Position Tile view to the Searchable Fields section.4. Save your changes.

Results

The fields you've added are available for filtering positions.

RecommendationIf you maintain a large number of positions, we recommend that you disable the auto-complete feature for searchable fields on the MDF position object.

The disable setting limits the auto-complete for position search to just position ID and title, ignoring the other searchable fields defined for the position object.

14.2.2.1 Configuring the Disable Searchable Fields Config in Auto Complete

Context

A new field Disable Searchable Fields Config In Auto Complete is added to the existing Object Configuration object in the Manage Data page, which is used to store additional metadata for object definition. By default, the field value is set to No. This reflects the default behavior of MDF auto complete, which picks up all the searchable fields configuration from object definition for auto complete search. The large number of searchable fields result in performance degradation.

If there’s no instance for Object Configuration, you can create an instance for the required object.

NoteThe Object Configuration instance must be created only for a required MDF object. For example, Position object in high volume scenarios.


Position Tile View

Once the Object Configuration instance is created, set Disable Searchable Fields Config In Auto Complete value to Yes to avoid picking up all the searchable field configuration for auto complete search. This uses minimal fields such as externalCode and externalName in the auto complete search and enhances the performance.

The following procedure is an example to show how to configure Disable Searchable Fields Config In Auto Complete for Position object to improve performance.

Procedure

1. In the Manage Data page, select Object Configuration option for Create New.2. Select the Object Type as Position.3. Select Yes for Disable Searchable Fields Config In Auto Complete.4. Click Save.

NoteSet Disable Searchable Fields Config In Auto Complete value to No to pick up all the searchable fields.

Results

In the Manage Data page, access Position record from the search list box. The Position records are filtered based on the default fields externalName and externalCode and not on any other searchable fields defined in the object level, thus improving the performance.

14.2.3 Enabling Printing for Position Tiles

The system relies on your uploaded BIRT template when printing position cards.

Context

Enable printing from the Position Tile view, by uploading the BIRT template via Provisioning.



Procedure

1. Go to Provisioning Company Settings .2. Select Enable BIRT for generating Pixel Perfect reports and save your settings.3. Return to the company page and got to Import/Update/Export - BI Publisher Template/BIRT Template.4. Upload your BIRT template and enter a name (with no spaces) and indicate the output type.

You can upload multiple copies of the same template and designate various output options.

14.3 Using the Position Tile View to Manage Successors

14.3.1 Adding a Position from the Position Tile View

If you have the associated permissions, you can add new positions from the Position Tile view.

Prerequisites

You are assigned the appropriate role-based permissions to add positions.

Procedure

1. From the Position Tile view, click Add Position.2. In the Metadata Framework (MDF) position dialog, enter the details for the position and save your changes.

14.3.2 Filtering Positions in Position Tile View

Add filters to the position tile view to narrow the list of positions displayed.

Prerequisites

Position attribute fields have been added to the Metadata Framework (MDF) position definition.


Position Tile View

Procedure

1. Click Add Filters.

The filter panel is displayed.2. Click Add to add a filter.

○ Position Title and Code: this filter is specific to the Position Tile view and searches only the position title and code.

○ Other Criteria: the other filters you have to choose from are based on the position attributes defined in your solution.

3. Enter your search criteria and click Search.

The system uses Boolean conditions to search for positions using your criteria. Criteria across filters join as AND conditions, while criteria within filters join as OR condition.

ExampleIf you search for position title and code sales, and the department marketing, the system returns only those positions that include both "sales" in the title and that have "marketing" as the department.

ExampleIf you add two position title and code filter fields and search for director and assistant in those fields, then the system returns all positions where the title includes either "director" or "assistant."

14.3.3 Printing from the Position Tile View

You can print either a single position card or all the position cards currently displayed.

Prerequisites

Your solution has been configured to include a template for printing position cards.

Procedure

1. From the Position Tile view, choose one of the following:

○ For individual position: Click Print Options on the position tile.○ For all positions currently displayed: Click Print Options at the top of the page.

2. Select a template and follow any further system prompts to save or open your file.


15 Role-Based Permissions

15.1 Granting Permissions for Succession Planning

Assign role-based permissions (RBP) to grant users basic access to SAP SuccessFactors Succession Planning and its succession planning features.

Context

Role-Based Permissions provide flexibility that allows users who change roles or positions within your organization to automatically lose or inherit permissions. For SAP SuccessFactors Succession Planning, this means that rather than individually granting each permission to each succession planner, you can create a Succession Planner role, assign it all succession-related permissions, and then assign users to the role.

You can also use the following list to learn more about available permissions. It's pre-filtered to show just the permissions related to Succession Planning, but you can change the filter to adjust your view: List of Role-Based Permissions.

Procedure

1. Go to Admin Center Tools Manage Permission Roles .2. Select the role to grant permissions and click Permission.3. Select Succession Planners and choose your settings.

Option Description

Succession Management and Matrix Report Permissions

This permission makes the Succession Org Chart, Talent Search (v1), and Matrix Grid Reports visible to users. It's also required before you can assign the permissions that grant succession planners access to use those tools. This permission also allows users to see nominations on the Succession Org Chart and Position Tile view and user ratings on Matrix Grid reports.

This permission is not required for Talent Search v2.

You also need to define a target population to limit the visibility into employee data for succession planners.


Role-Based Permissions

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Option Description

ExampleIf you have a specific group of people who are responsible for succession planning throughout your entire organization, you assign them visibility across the whole organization. But if your company expects managers to handle succession planning for their direct reports, and no one else in the organization is responsible for succession planning, you limit their visibility to match.

Whatever target population you define applies to Succession Org Chart, Talent Search, and Matrix Grid Reports. You cannot split how they are handled.

ExampleIf a user has the target population of their team, they will be able to see the Succession Org chart for their team, they will be able to generate the Matrix Grid reports for their team, and Talent Search will render results for their team.

NoteIf a user is granted visibility into another employee's data for succession planning purposes, they can see all fields configured to display on the Succession Org Chart.

Succession Planning Permission Allows users to nominate successors for the employees included in the associated target population.

Succession Approval Permission Enabling Successor Nomination Approvals [page 74]

Succession Org Chart Permission Granting Access to the Succession Org Chart [page 130]

Talent Search Granting Access to Talent Search [page 213]

Controlling Talent Search with Role-Based Permissions [page 213]

Position Tile View Granting Access Permissions for Position Tile View [page 230]

Granting Position-Level Permissions for Position Tile View [page 230]

View Talent Pool nominations

Add/Edit/Delete Talent Pool Nominations

Approve/Reject Talent Pool Nominations

Permissions for Talent Pools [page 192]

Next Steps

Assign other permissions as required and set the targe populations for your various roles.

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16 Succession Planning Reporting

The main reporting tool for your succession planning information is the Ad Hoc Report Builder.

Succession Planning doesn’t come with standard reports, but the rich Ad Hoc reporting infrastructure allows you to create detailed reports using your succession planning information. The available Succession Planning reporting schemas can also be used to create individual dashboards using the tile builder feature. The reporting schemas relevant for your nomination method must be enabled via Provisioning.

NoteAd hoc reports for succession planning information do not include data for inactive incumbents.

Inactive successors are included but only if nominated to an active incumbent.


Related Information

Succession Planning Reporting Schemas [page 238]Enabling Field-Level Permissions in Ad-Hoc Reporting [page 243]Ad Hoc Report BuilderStandard Tiles OverviewTile-Based Dashboard Framework

16.1 Succession Planning Reporting Schemas

Several reporting schemas are available for the succession planning data in your system. Use them to build ad hoc reports and dashboard tiles.

The Succession Planning reporting schemas are based on the succession nomination method configured in your system.


Succession Planning Reporting

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Nomination Method Schemas Description

Role Person Succession This domain only returns the most current succession records for a given role-person. It excludes any historical records on the role-person as well as any inactive users.

The starting position is excluded from the report.

Succession History This domain returns the historical records of succession plans for a given role-person. All changes made to the succession plan are available via this domain.

For Succession History reports, the system fetches all records of a succession plan for a given role. Only those roles that include a nomination are included in the report.


Inclusive Succession This domain includes inactive users (that aren’t purged) who are associated with a succession plan for a particular role-person.

For Inclusive Succession reports, the system fetches and includes in the report all records of a role, regardless of whether any nominations exist.


Position Succession (Position-based nominations)

This domain only returns the most current Succession records for a given position. It excludes any historical records on the position as well as any inactive users.


Succession: Implementation and AdministrationSuccession Planning Reporting PUBLIC 239


Succession History (Position-based nominations)

This domain returns the historical records of succession plans for a given position. All changes made to the succession plan are available via this domain.

For Succession History reports, the system fetches all records of a succession plan for a given position. Only those positions that include a nomination are included in the report.


Inclusive Succession (Position-based nominations)

This domain includes inactive users (that aren’t purged) who are associated with a succession plan for a particular position.

For Inclusive Succession reports, the system fetches and includes in the report all records of a position, regardless of whether any nominations exist.


MDF Position - without Employee Central

CautionIf you are using MDF positions without Employee Central, only enable the domains listed here, don’t enable the Employee Central domains.

Succession (MDF Position based nominations)

This domain only returns the most current succession records for a given MDF position. It excludes any historical records on the position as well as any inactive users.


Succession History (MDF Position based nominations)

This domain returns the historical records of succession plans for a given MDF position. All changes made to the succession plan are available via this domain.






Inclusive Succession (MDF Position based nominations)

This domain includes inactive users (that aren’t purged) who are associated with a succession plan for a particular MDF position.



MDF Position - with Employee Central

NoteEmployee Central schemas include a position starting point rather than a people starting point. So, you start your report with the position an individual holds rather than with the individual directly.

Succession (MDF Position based nominations, with Employee Central)

This domain only returns the most current succession records for a given MDF position. It excludes any historical records on the position as well as any inactive users.


Succession History (MDF Position based nominations, with Employee Central)

This domain returns the historical records of succession plans for a given MDF position. All changes made to the succession plan are available via this domain.



Inclusive Succession (MDF Position based nominations, with Employee Central)

This domain includes inactive users (that aren’t purged) who are associated with a succession plan for a particular MDF position.





MDF Talent Pool Succession (Talent Pool v2 based nominations)

In addition to the role-person and positon-based schemas, customers using MDF Talent Pools can create reports using this talent pool schema.


Related Information

Reports and Dashboards for MDF Position-Based Nominations [page 242]

16.2 Reports and Dashboards for MDF Position-Based Nominations

The behavior of reports and dashboards you create with Succession Planning schemas for Metadata Framework (MDF) position-based nominations differs based on whether or not you're using SAP SuccessFactors Employee Central.

When you're working with Ad Hoc reports and dashboards, the scope is either people-to-people or position-to-position based on whether or not you're using Employee Central. This difference in how the data is read changes how the reports and dashboards handle the Starting From Logged in User filter.

Nomination Method ScopeBehavior when Filtering on Logged in User

How Vacant Positions are Handled Schemas

MDF Positions without Employee Central

people-to-people Displays all the positions of those users who report to the logged in user.

Vacant positions are handled with an all or none logic.

By default, reports include ALL vacant positions.

If you do not want vacant positions included, then set the incumbent filter to Not Null.

● Succession (MDF Position based nominations)

● Succession History (MDF Position based nominations)

● Inclusive Succession (MDF Position based nominations)



Nomination Method ScopeBehavior when Filtering on Logged in User

How Vacant Positions are Handled Schemas

MDF Positions with Employee Central

position-to-position Displays all positions that report to the position of the logged in user.

Reports only include those vacant positions that report to the position of the logged in user.

● Succession (MDF Position based nominations, with Employee Central)

● Succession History (MDF Position based nominations, with Employee Central)

● Inclusive Succession (MDF Position based nominations, with Employee Central)

16.3 Enabling Field-Level Permissions in Ad-Hoc Reporting

You can enable various field-level permissions, depending on your needs, for all Succession nomination schemas.

Prerequisites

● You have access to Provisioning


Context

All succession nomination schemas support field level permissions for People Profile attributes.

If you're using Metadata Framework (MDF) positions, you can set report permissions based on Role-Based Permissions (RBP). Otherwise, you can set employee field-level permissions.


Procedure

1. In Provisioning, select the level of permission for MDF positions.

Option Description

Enable Ad hoc row level permission for Succession Subdomain schema (only support MDF position)

This is the least restrictive permission.

Set this permission in conjunction with a Position restriction on RBP target population.

The user is allowed to see only those positions that meet the target population criteria but otherwise, position data is not restricted.

Enable Ad hoc field level permission for Successoin Subdomain schema (only support MDF position)

This permission should be selected in addition to the row level permission.

Set this permission in conjuction with Field Level Overrides for Position under Miscellaneous Permissions in RBP to exclude certain information from the report.

ExampleIf you don't want a user to see position criticality in the report, then, for that role, set the field level override for Position Criticality to No Access. The report will include all positions that meet the target population criteria but will not include data on position criticality.

Enable Ad hoc cell level permission for Succession subdomain schema (only support MDF position)

This is the most restrictive permission. Select this permission setting in addition to the row and field level permissions.

Like with the field level permission, this permission uses the Field Level Overrides for Position. The difference is that you set those fields you want the user to see to Read Only and then set all other fields to No Access.

2. Select the following for employee field-level permissions:

○ Enable Field level permission for data model elements (in all Subdomain schemas)○ Enable Cell level permission for data model elements (in all Sub domain schemas)

3. Grant users read permissions to MDF position objects. To be able to view the MDF position reporting data, the user must have at least read permission to MDF position objects. To grant the permission, go to Admin Center Manage Permission Roles (select a role) Permissions Miscellaneous Permission Positionand enable the required permissions.



17 Data Protection and Privacy

17.1 Centralized Data Protection and Privacy

Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this reason, they are documented centrally.

The Setting Up and Using Data Protection and Privacy guide provides instructions for setting up and using data protection and privacy features throughout the SAP SuccessFactors HXM Suite. Please refer to the central guide for details.

NoteSAP SuccessFactors values data protection as essential and is fully committed to help customers complying with applicable regulations – including the requirements imposed by the General Data Protection Regulation (GDPR).

By delivering features and functionalities that are designed to strengthen data protection and security customers get valuable support in their compliance efforts. However it remains customer’s responsibility to evaluate legal requirements and implement, configure and use the features provided by SAP SuccessFactors in compliance with all applicable regulations.

Related Information

Setting Up and Using Data Protection and Privacy

17.2 Data Retention Management

Identify which data purge function in the Data Retention Management tool meets your data protection and privacy requirements.

The Data Retention Management tool supports two different data purge functions: the newer data retention time management (DRTM) function and legacy non-DRTM function.

RememberWe encourage all customers to stop using the legacy purge function and start using data retention time management (DRTM) instead. To get started using this and other data protection and privacy features, refer to the Data Protection and Privacy guide.

Succession: Implementation and AdministrationData Protection and Privacy PUBLIC 245

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If you already use the legacy data purge function as part of your current business process and you are sure that it meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware of its limitations.

NoteIf you are using the legacy data purge function, you can only purge a calibration session when there is at least one facilitator assigned to the session.

RestrictionBe aware that the legacy data purge function may not meet your data protection and privacy requirements. It doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries or legal entities.

In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use legacy data purge, please refer to the guide here.


Data Protection and Privacy

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