© Copyright 2011. All rights reserved.

Employee Central HR Administrator

May 23, 2012Presented by: Trina Page, Principal Consultant

4/19/2011

Purpose

Review system functionality for the TC Admin role: • to effectively manage employment records and • to support managers with Manager-Self Service

functions

Discuss common support processes for supporting your users

Agenda

Navigation

• New User Interface

• Directory

• Public Profile

• My Employee Files

• Help & Tutorials

TC Admin Transactions

• Update/Insert Records (History)

– Employment Records

– Personal Info Records

• New Hires

• Rehires

Manager Self-Service Support

• Update Employee Records

• Badges

Workflows & Transactions

• Pending Approvals

• Manage Workflow Requests

• Transactions

Run Ad Hoc Reports

Email Notifications

Auto-sync of data from Employee Central to Employee Directory data

Admin Tools for Employee Central

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Navigation

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New User Interface

New navigation from top-left drop down menu.

Sub-tabs across top

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Directory / People Search

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Public Profile

New Public Profile- Brief contact

info- Option to add

photo, background photo and summary about yourself

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My Employee Files

Default screen:

Public Profile

Primary menu for Employee Central

Employee Central links:• Personal Information• Employment

Information

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Help & Tutorials

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TC Admin Transactions

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Employment Records• Find an employee and go to Employment Information• Click on the link “History” in the Job Information section

• List of change history appears on the left side. Select the dated record you would like to view or click “Insert New Record”

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Insert New Record

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Update/Insert Personal Info Records

NOTE: For each table, multiple entries cannot be saved with the same effective date

Demonstration

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Update Employment Details1. Employment Information > Click “Edit”

2. Update information and click “Save”

NOTE: Hire Date field is not editable here. To modify a Hire Date, the Corporate Administrator must edit the date in the initial Job Information record.

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New Hires

Select “Company Info”, to access the Org Chart.

Click “Add New Employee” to begin the New Hire wizard.

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New Hires – Screen 1 of 4

Identify Step:

• Required Fields:

– Hire Date

– Company

– Event Reason

– Preferred Name

– Family Name

– Primary Country of Nationality

– Username

• For new hire, Employee Number will be automatically generated after you save the record

• Tip: For any dropdown box, you can simply enter partial text and you can filter the list quickly

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New Hires – Screen 2 of 4

Personal Info Step:

Required Fields:• Gender• Address• City

Sections to complete:• Personal Information• Global Information (country

specific; can add more than one with +Add Country)

• Email Information• Phone Information• Addresses• Dependents

Note: For Addresses, there are 2 address types – Home & Contractor Business. Use the + to add another address.

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New Hires – Screen 3 of 4Job Info Step:

Required Fields:• Company (required on first screen)• Product Group• Product Line• Function• Department• Location (populated from company)• Manager• Job Code• Job Title• Local Job Title• Pay Grade• Standard Weekly Hours• Employee Type• Employee Class• Compensation Planner• On Probation• Hire Date/Original Start Date (required on first

screen)• Home Country

Selecting a job code will automatically populate:

– Job Title– Pay Grade ??– Job Function– Home Office– Timezone

Note: FTE is calculated from Standard Weekly Hours based on the Standard Hours for the Job Code.

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New Hires – Bottom Screen 3 of 4

Job Info Step:

Bottom Sections:• TC Manager / Matrix

Manager• Work Permit Info

TIP: Type part of the manager name and options will display.

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New Hires – Screen 4 of 4Compensation Info Step:

Required Fields:• Display for Salary Planning• Not Eligible for Salary Planning Increase

For Recurring Compensation:• Select Base Salary• Enter Amount• Select Currency, Pay Frequency, and Tax

Treatment

Pay Targets: Enter EIS Target Incentive, if applicable.

Bonus Compensation: For non-recurring pay and typically not needed for new hires.

NOTE: Pay Component Groups (e.g. Annualized Salary) will calculate once Amount is entered. Compa Ratio and Range Penetration are calculated amount is entered (if a range is tied to the job for this record).

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New Hires – Confirmation

Confirmation Step:

Click Save.

Pop-up appears to prompt you to Add Another user or View the Profile.

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Rehires1. Click on the link “Add New Employee” from the Company Info Org Chart2. Enter the Name, Date of Birth and/or National ID Number. System will match the data entered during the Identify

step and show you a matching record.3. Click “Use this match” to reactivate the record and update the fields as necessary

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Termination1. My Employee File > Employment Information > Find the employee you need to

terminate > Click “Update Employee Records”

2. Select “Termination”

Demonstration

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Leave of Absence

1. My Employee File > Employment Information > Find the employee you need to terminate > Click “Update Employee Records”

2. Select “Leave of Absence” and click the “Add a Leave” link

3. Enter Leave Start Date, Expected Return Date and Leave Reason then click “Submit” to process the transaction

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Leave of Absence• A Leave of Absence will trigger a workflow• Click “Confirm” to submit the transaction• Once all approvals are received, the

transaction is committed to the system and the new Employee Status is displayed

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Return from Leave

1. My Employee File > Employment Information > Find the employee you need to Return from Leave > Click “Update Employee Records”

2. Select “Leave of Absence”

3. Click on the link “Return from Leave” then enter Actual Return Date then Submit

Demonstration

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Manager Self-Service

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Manager Self-Service Support

Managers can perform the following transactions.

TIP: Managers can process Job and Compensation information changes in one dated transaction by selecting both options.

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Badges

Go to Employee Files > Public Profile

Click “Give this person a badge”, select a badge, add comments and click Add

NOTE: Any employee can give another employee a badge. Giving someone a badge will trigger an email notification to the employee and to the manager.

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Workflows& Transactions

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Approvals

• Workflows have been defined to obtain approvals for certain transactions. • If a change requires an approval, once the transaction is submitted, you will

see the following confirmation, allowing you to view the approval chain and confirm it. The transaction is then processed through the workflow.

• The change is not committed to the employee record until all approvals have been received.

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Approvals

Pending Approvals can be accessed through the To-Dos List

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Approvals

Once a Pending Approval is accessed, the approver can see the change details, add comments if needed, and click

– “Yes, Approve” to move the transaction to the next approver

– “Post Comments” to simply save the comments

– “Decline” to reject the transaction

Note: Each will then submit an email notification.

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Manage Workflow Requests

Admin Tools > Manage Workflow Requests

This can be accessed to modify or decline a workflow.

Requests can be queried with the following set of filters:

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Manage Workflow Requests

Administrators can Add Another Approver, Change Approvers, Route Request, or Decline a request

Demonstration

Promotion/Demotion/Foreign Assignment/ Job Change Approval Workflow

Probation / Leave of AbsenceApproval Workflow

Termination Approval Workflow

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Fields to Change by Transaction

Demonstration

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Run Ad Hoc Reports

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Run Reports

Home > Reports > Analytics > Ad Hoc Reports

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Run Reports

• Click drop-down beside report and click Run Report

• Select “Download CSV” and click Generate Report

• When prompted, save report

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Email Notifications

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Workflow Action Pending Notification

Send email notification to alert the current owner of the workflow

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Workflow Action Approval Notification

Completed workflow notification will be sent when a workflow is approved. The email will go to the person initiating the workflow.

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Workflow Action Rejected Notification

Send email notification to alert the person who initiated the workflow.

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Workflow Action Cancelled Notification

Cancelled workflow notification will be send to the current owner and previous step approvers when the workflow is cancelled.

Email Subject:

HRIS Workflow has been cancelled

Email Body:

Please note: The following HRIS Workflow has been cancelled from the system. If you did not authorise this please get in touch with Deb Rose Barrett to understand reasons for rejection..

Action : Change Job

Subject User : Ethan Hunt

Current owner : Deb Rose Barrett

Approval chain so far : Trina Page -> Deb Rose Barrett

Effective Date : 05/08/2012

System generated email, do not reply directly to this email.

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Autosync of

Employee Central data

to Employee Directory

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Autosync of Data

There are two sets of data in the SuccessFactors system:• Standard fields (not effective dated) used for the Directory,

Performance Management and Goal Management (all modules except for Employee Central)

• Dated records in Employee Central to track time-stamped transactions

• Both sets of data are required and are synced through a back-end process

• The standard data on the Quick Card in the Org Chart and Directory is copied through a real-time sync (immediately)

• The custom fields are synced through a nightly sync job

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Autosync of Data

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Admin Tools for Employee Central

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Admin Tools: Manage Users

Utilize to Manage EC 2.0• Reset User Passwords• Reset User Account• Add New Employee: Takes you to same screen as

Company Info / Add New Employee.• Manage Workflow Requests: Route or cancel

workflow requests

Not Compatible with EC 2.0• Rehire Inactive Employee

NOTE: TC Admins are not to Import Employee Data; instead enter New Hires through the New Hire wizard.

Helpful Resources

• Customer Community (See link under Admin Tools)• Admin Resources (See link under Admin Tools)• Customer Success / Case Management “Solutions”

https://successfactors.custhelp.com/app/answers/list • On screen directions for each Admin Tools feature• Refer to this PowerPoint for reference with common

Employee Central 2.0 processes

Wrap Up

Describe the End-user Support process• Who do you call first?

• How does it get escalated to the administrator?

• Administrator will contact SuccessFactors as necessary

Q&A

Close