2 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Agenda
Workflow Key Principles Workflow Process Workflow Configuration
Event Derivation
Slide 3
Workflow Key Principles 3
Slide 4
4 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles It is possible to trigger workflow from the following
pages Add New Employee Take Action Personal Information
Slide 5
5 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles
Slide 6
6 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles From Update Employee Records page, workflow can be
triggered for any of the following transactions Change of Job and
Compensation Information Spot Bonus Employment Details Manage Leave
of Absence Terminate
Slide 7
7 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles Workflow can be configured for any of the
transactions
Slide 8
8 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles From Personal Information page, workflow can be
triggered when National Id Information is changed Personal
Information attributes: first name, last name, marital status are
changed
Slide 9
9 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles For each workflow, several approvers, contributors and
CC roles can be involved Approvers receive notification and must
approve or send back the change request Contributors receive
notification whenever request is processed and can enter comments
CC Roles receive notification once the transaction is fully
approved Initiator is notified when the request is approved or sent
back
Slide 10
10 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow Key
Principles Sample of notification
Slide 11
Workflow Process 11
Slide 12
12 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Once the transaction is submitted, a pop up window provides
list of approvers Initiator can add comment Clicking on the link
shows the list of approvers, contributors and/or CC roles
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13 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process List of approvers and contributors
Slide 14
14 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Notification is sent to the 1st approver and to
contributors Clicking on the link takes the approver to the
approval page
Slide 15
15 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Outstanding approval requests appear on the home page of
the approver Clicking on the link takes the approver to the
approval page
Slide 16
16 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Alternatively the Pending Requests page also shows requests
that require approval Requests pending user approval Requests
initiated by user Requests for which user is contributor Requests
approved by user, pending other approvals
Slide 17
17 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Approver can approve, send back, and / or add comments
ApproveSend Back If approved, notification is sent to next
approver, initiator and contributors If sent back, notification is
sent to initiator and contributors. Initiator can then change the
request and re submit If only comments are posted, notification is
sent to contributors and next approver
Slide 18
18 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Approver can view comments from contributors and/or other
approvers Comments from approver Comments from contributor
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19 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process With appropriate permission, an authorized user reviewing
Employment Information can be informed a request is pending
approval Clicking the link takes the user to approval page
Slide 20
20 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Once the request has been approved by all approvers,
initiator, contributors and CC Roles are notified and the change
becomes effective Change is effective in Job History
Slide 21
21 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Administrator can review requests Requests can be selected
based on criteria
Slide 22
22 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Process Administrator can modify the approval chain or decline the
request Administrator can Lock Down the request, Add Another
Approver, Change Approvers, Remove Approvers, Route the Request to
another step or Decline
Slide 23
Workflow Configuration 23
Slide 24
24 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration For changes that need to go through workflow process
Conditions that trigger the workflow need to be defined Approval /
contributor chain needs to be defined Notifications can be
customized
Slide 25
25 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Example of conditions Marital status is changed Cost
center is changed Leave of absence is entered New employee is added
with event reason = new position
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26 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Number of steps and approvers need to be defined
Approval chain can be a combination of the following roles Role :
Employee, Employee Manager, Employer HR, Employee 2 nd Manager
Dynamic Role : approver is determined based on data of the employee
for which workflow is triggered Dynamic Group: group of users
Slide 27
27 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Contributor can be A Role, a Dynamic Role, a Dynamic
Group or a given Person CC Role can be A Role, a Dynamic Role, a
Dynamic Group, a given Person, an External Email
Slide 28
28 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Approval Chain Step = Approver Contributor gets
notified CC Role gets notified once request is approved
Slide 29
29 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Dynamic Role If change is entered for an employee
working in Operations and Department Head is part of approval chain
=> Carolyn Bliss is the approver
Slide 30
30 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Dynamic Group Anyone from Talent Management
Department can approve
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31 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Person and External Email Person must exist in
Employee Central records External Email
Slide 32
32 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Workflow
Configuration Notifications can be customized : Admin Tools ->
Company Processes & Cycles -> Company Settings -> E-Mail
Notification Templates Settings Notification subject and content
can be modified
Slide 33
Event Derivation 33
Slide 34
34 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Event
Derivation When changing Job Information or Compensation
Information from Update Employee Records page, 2 options are
offered User selects event and event reason The system determines
event / event reason based on changes that are entered User needs
to select Event and Event Reason
Slide 35
35 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Event
Derivation Event and Event Reason are not available. Event and
Event Reason are derived by the system based on changes
entered
Slide 36
36 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Event
Derivation Cost Center is changed When transaction is submitted
=> The system detects that Event Reason = Cost Center
Change
Slide 37
37 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Event
Derivation Once the request has been approved by all approvers, the
record is created in Job Information with appropriate event reason
Event Reason is Cost Center Change
Slide 38
38 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Event
Derivation If Event Derivation is implemented Customer must define
rules that will determine which event / event reason is applied
based on changes entered by the user Samples of rules Cost center
is change => Event = Data Change, Event Reason = Cost Center
Change Job Code is changed and Pay Grade is higher than previous
one => Event = Promotion, Event Reason = Merit Legal Entity is
changed and country of Legal Entity is changed => Event =
Transfer, Event Reason = International Transfer NOTE: Event
Derivation is independent from Workflow
Slide 39
39 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Summary In
summary the customer must determine the changes that need to go
through approval workflow the conditions that trigger the workflow
(configuration) the number of steps and approvers for each workflow
(Foundation Data - Workflow) who are the approvers for each step
(Foundation Data Dynamic Role / Workflow Group) the Event and Event
Reasons corresponding to the changes that are entered through self
service (Foundation Data Event Reason) If event derivation is
implemented The derivation rules must be defined
(configuration)
Slide 40
40 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved. Questions
?
Slide 41
Thank You 41 SuccessFactors Proprietary and Confidential 2012
SuccessFactors, An SAP Company. All rights reserved.