Navigating Year-end Updates for Cloud and On-Premise Customers

The end of another year is quickly approaching and it is time to think about winding up the year’s activities.  If you are in HR, this part of the year is also time to think about year-end systems updates and support packs.   This month’s BLOG is timely for both On-Premise and Cloud hosted clients and is extra important for anyone in the SAP On-Premise/EC Payroll space, but has some impact into EC as well.

The mandatory sync HR Support Package that all companies should be going to for year-end was released the week of November 10th. For EC Payroll systems it is SP 73. The follow-up SP74 is releasing this week (Dec 5th) and will include the new W-4 as well as other tax update changes for the end of 2019 and prepare your system for 2020.

Are you an EC Payroll customer and don’t know what level you are on? If your EC has been configured correctly you can search for “Payroll System Information” and it should direct you to a grid with the Support Pack levels and more information in stop-light fashion (red/green/yellow).

For adjusting EC Role Based Permissions to allow your HR Admins to check the SP information follow the path below:

  • In EC connected to EC Payroll:  (proper role-based permissions required- Admin Center->Manage Permission Roles->Payroll Permissions->Payroll System Information Dashboard) 
    • This user in EC should be able to verify their ECP systems packages from EC on the “Payroll System Information” page

For EC Payroll systems:

You must submit a ticket requesting SAP to import the HRSP into your Development system, test the updates, and then follow up tickets for TEST/PROD. The template to request the HRSP’s to be imported can be retrieved here.   Also included is the note number for other request templates for supporting ECP systems.

For On-Premise customers:

Follow-up activities may include SAP Note implementations regarding Tax Reporter or specific PU19 year-end changes. If (and when) SAP releases more updates to the W-4 and Tax Reporter preparations for 2020 these may come in December 2019 and January 2020. Specific changes may be implementable through SNOTEs and not full HRSPs requiring your busy HR team to get tied up into more testing at the end of the year.

Tax Reporter 2019 starter notes:

W4 Specific Updates:

  • Update in November 04, 2019
    • The following SAP notes were released with changes related to masterdata for W-4 2020: 2845128, 2850174.
  • Update in November 11, 2019
    • The following SAP note was released with changes related to ESS ABAP Webdynpros for W-4 2020: 2845529

Specific issues with year-end calculations, W-4s, and general payroll/benefits/taxes may come out of your testing in the following months well into 2020. These can be researched in the SAP Support Portal if you suspect a defect/bug.

EhP8/EC Payroll schedule:

If you have any questions or need any help navigating SAP Support in year-end (or for any other reason) please reach out to us at Aspire HR or call us at (214)880-0099.

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Introduction to Job Profile Builder

Job Profile Builder is a useful tool when you have several data points to connect when hiring top talent into your organization.  Below we will talk about the different ways Job Profile Builder can enhance your use of SuccessFactors HCM.

What is Job Profile Builder?  This tool is a flexible and intuitive way to build a library of job elements to share with your end users.  SuccessFactors can tie together data at the employee level by using the relationship with Job Code and Job Role, to many other items such as competencies and skills.

The use of Job Families, Job Roles and Job codes allows for continuity within your corporate organization chart.  Job Families allow for Job Roles that are related to be grouped together while the job roles themselves are sets of skills or requirements for the specific job. The job code will match the employee to a vacant position.

Job Families and Job Roles selection screen.
Job Families and Job Roles selection screen.

All this can happen by building Job Profile Templates. Job profile templates allow you to control the format of the content as well as which sections can be viewed internally or externally.  Within these templates, you can build Job Profiles.  Job profiles house specifics information regarding the position.  Items such as certifications, education, job responsibilities and interview questions can be pulled in and saved for future use, allowing for concise and consistent job postings.  For an extra fee, you can have access to the SuccessFactors Skills Library containing over 1,000 skills allowing you to create your own proficiency levels.

Edit Job Description Template screen.
Edit Job Description Template screen.

Job Profile Builder integrates with many other modules which allows for data to be shared across the system.  Integrations with Employee Central, Recruiting, Succession, Career Development Planning and Performance Management allow for consistency with data while you hire, evaluate and develop your employees.

Employee Central integrates with Job Profile Builder by using the Job Code as a link between the employee and the Job Role.   Job Profile Builder can work with position management by linking the employee to a specific position number, tying all the data contained within that position together.

Viewing mapped job codes screen.
Viewing mapped job codes screen.

Career Development integrates with the competencies and skills portion of Job Profile Builder when you use these parts of the job profile.  When the competencies and skills are tied to an employee’s profile Career Pathing can be used along side the Suggested Role information the Career Worksheet.

Career Worksheet screen.
Career Worksheet screen.

Recruiting can also be integrated as well using not only job families, job role and job codes as mentioned above but with job descriptions as well making for complete and uniform job postings using engaging and captivating job descriptions.

Job Description created with Job Profile Builder.
Job Description created with Job Profile Builder.

Job Profile Builder is a great way to tie many modules together to help get your organization on track to hire and keep super stars!  It can be used all the way from attracting and hiring top talent to developing each employee into key players for your company!

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ONBOARDING 2.0 – Hiring Manager Experience Overview

Onboarding 2.0 is almost here and its likely you have a good understanding at this point how this product is maturing and how it will function. So, let’s take a peek at some of the functionality proposed in the Hiring Manager Experience. Below is a list of the prominent steps that deliver a new experience that streamlines the hiring manager effort during onboarding.

  • New-Hire Notification
  • Preparing for the New Team Member
  • Creating a Welcome Message
  • Assign a Buddy
  • Recommend People
  • Schedule Meeting
  • Bulk Completion of Onboarding Tasks
  • Requesting Equipment
  • Recommend Links
  • Prepare for Day 1
  • Where to Go
  • Set Goals

New-Hire Notification

The Hiring Manager receives a notification about the new hire starting, including the Onboarding tasks that require completion. They can select the “Onboard New Team Members” tile from the “My Team” section to open the Onboarding Dashboard and track onboarding progress or perform onboarding activities.

Onboarding Dashboard and onboarding activities
Onboarding Dashboard and onboarding activities

Preparing for the New Team Member

The Hiring Manager can also use the “Prepare for New Team Members” tile from the To-Do section to track onboarding progress and perform onboarding tasks.

Onboarding Dashboard and onboarding activities
Onboarding Dashboard and onboarding activities

Creating a Welcome Message

The example below shows the task “Write a Welcome Message”. A task can be completed by selecting the “Start” button and the system will present the opportunity to complete the task in this case, write the Welcome Message. Tasks can also be assigned to other users/roles through Role-Based Permissions.

Creating a Welcome Message task
Creating a Welcome Message task

Assign a Buddy

The Hiring Manager can also assign a buddy to the new hire. This will show up on a new tile when the new-hire logs in. You will be required to place a comment or reason for choosing the buddy but also have an option to send a personal note to the buddy. You can also choose from suggestions or search for a specific employee.

Assign a Buddy task
Assign a Buddy task

Recommend People (in Addition to Assign a Buddy)

Very similar to the Assign Buddy task, you can recommend other employees as additional resources for the new hire using the Recommend People task. You can choose from suggestions or search for a specific employee. Once you have identified employees, you also have the ability to send a personal note. A comment/reason is specified for the recommendation.

Recommend People task
Recommend People task

Schedule Meeting

You can schedule meetings for a new hire using the Schedule Meetings task. The default selected participant will be the user, but you can add more participants to a meeting.

Schedule a Meeting task
Schedule a Meeting task

Bulk Completion of Onboarding Tasks

A single Onboarding task can be completed for multiple new hires. Once the task is started you will be prompted to select the new hires that you want to perform the task against. The example here shows the Schedule Meetings task that can be performed/completed for multiple new hires assigned to the same hiring manager. This can streamline hiring manager task completion.

Bulk Completion of Onboarding Tasks
Bulk Completion of Onboarding tasks

Requesting Equipment

The Request Equipment task allows a hiring manager to request specific equipment that will be assigned to the new hire. Multiple items can be requested using multiple Request Equipment tasks. There will be an API available behind the equipment request task that allows for downstream integration to ordering or provisioning systems.

Equipment Request Task
Equipment Request task
Equipment Request Task
Equipment Request task

Recommend Links

Recommended Links can be identified by a hiring manager to ensure a new hire is notified of specific web resources he/she may need to focus on during onboarding. The Recommended Links appear as one of the Onboarding tiles on the new hire’s homepage.

Recommend Links Task
Recommend Links task

Prepare for Day 1

The Prepare for Day One task can be configured to provide a list of recommended items for the new hire. It is mandatory for the hiring manager to provide additional notes for the new hire.

Prepare for Day 1 task
Prepare for Day 1 task

Where to Go

The office/work location for a new hire is identified using the Where to Go task. It is also mandatory for the hiring manager to provide additional notes for the new hire like instructions on where to park in the office building or transportation options.

Where to Go task
Where to Go task

Set Goals

With the integration of Goal Management, a hiring manager can set goals for the 30-60-90-day goal plan of a new hire. This goal plan has to be set up in Goal Management for this Set Goals task to function.

Setup Goals task
Setup Goals task

Onboarding 2.0 Roadmap

The planned Global Availability is the end of 2019. Be aware that the availability of any published features or capabilities can change at any time prior to the official Global Availability release.

Legacy Onboarding and Onboarding 2.0 Feature Comparison

Below is a feature comparison between Onboarding 1.0 and Onboarding 2.0. Keep in mind that the features made available in the Global Availability release may vary.

Feature comparison 1/2
Feature comparison 1/2
Feature comparison 2/2
Feature comparison 2/2


2595624 – Information Onboarding 2.0

ONB 2.0 Demo

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3 Tips For Employee Central To WorkForce Software Integration From The WorkForce Side

For organizations using both SAP SuccessFactors Employee Central (EC) and WorkForce Software’s Time and Attendance Solution (WFS) there are integration options between the two systems that are not often leveraged.  The following are a few tips and tricks when configuring these two systems to work in concert to make configuration easier and to allow you to get the most out of the systems you’ve invested in.

When implementing single sign on (SSO) between EC And WFS you’ll want to start with the newest templates found within policy editor.  If you’re implementing a system using the Standard Base Product, these should be included, but if not, the newest template for SuccessFactors SSO integration will give you the foundation for the rest of the configuration. 

SuccessFactors SSO Authentication Template v19.1

For those of you that may be familiar with WFS SSO configurations from older versions, the newer versions of the templates leverage the use the SAML SSO Profile policy to allow for multiple environment profiles to be configured.  This removes the need to create multiple copies of the same authentication script for different environments and to hard code connection values into your script.

Script example of how to use the SAML SSO Profile policy to avoid hard coding values

In most environments SSO is used to embed WFS within EC by going to the dropdown in the EC home menu and take the user to the WFS dashboard, but these are not the only options that are available.  Once authentication is working you have many options for where you want the users to land and tiles can be configured to open windows to many other WFS pages.  The Authentication Mechanism script imported above will create several default pages that can be uses.  The defaults can be found within the Distributed JavaScript Library PPI_SSO and can be updated or added to within the Authentication Mechanism scripts. 

Default redirects from the JavaScript Library

Make sure to read the script options as it will explain how to configure these.  These custom URLs are then used within EC provisioning to determine where an authenticated request will end up.

One of the often-requested features that leverages SSO is to embed the time clock directly within a pop-up in EC to allow users to clock in/out without having to go to a separate page.  While this is the most common request, it is not the only option for these popups within EC. 

WorkForce Software Bank Balances embedded in Employee Central

Items such as bank balances, KPI charts, and exceptions can all be embedded to allow users to view information at a glance without having to go in to WFS.  The specifics of configuration and the html code required for this and the other tips above are found within the WFS document “Embedding WorkForce Time and Attendance in SuccessFactors”. 

When configuring HCM systems it is often desirable to present a convenient and streamlined approach to users when multiple systems are in use.  Leveraging the integration between EC and WFS is one way to simplify the end user experience and help your team be more productive.

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Improve Your User Search Capability in SuccessFactors Learning in a Few Easy Steps

If you ask any Learning administrator, searching for a user is one of the most common daily tasks.  Administrators search for users to view their training history, view/change employee data, add learning assignments, etc. 

Out of the box, SuccessFactors Learning provides more than 50 fields to use as search criteria when performing a user search.  At first sight, 50 fields may seem as though it would be enough, but there are some important fields that are missing.  One of those fields is the Region field, which is commonly mapped to the Division field in EC/Foundation. 

Thankfully, SuccessFactors has given their customers the ability to add additional criteria to the user search.  This can be accomplished by making a slight change to the User search selector configuration.  Use the following steps to add the Region field to your user search criteria.

Step 1

In the LMS, navigate to System Admin>Configuration>Search Selectors>User.  Click the display button to see the existing code.

Search Selectors screen in SuccessFactors System Admin
Search Selectors screen in SuccessFactors System Admin

Step 2

Copy all the text to a word processing application, like Microsoft Word or Notepad.  Save the file to your desktop.  It’s best practice to always save your original configuration, just in case you ever need to revert it back to the original.

Notepad showing all the User search selector text.
Notepad showing all the User search selector text.

Step 3

In the LMS, navigate back to the User search selector configuration.  Add the following code to the bottom of the configuration text box.



criteria.regionID.filter=$CASE$(REGION_ID) $OPERATOR$ $VALUE$




criteria.regionID.criterionUI.uiLabel=Region ID































Step 4

Change 37.0 in criteria.regionID.order=37.0 to another number.  The criteria order # needs to be unique in the configuration.  In your existing user search selector code, look at the previous criteria and increase this by one for your criteria.regionID.order. 

Change 37.0 in criteria.regionID.order=37.0 to another number
Change 37.0 in criteria.regionID.order=37.0 to another number

Step 5

Click the Apply Changes button.  Your code is now saved. 

Click Apply Changes
Click the Apply Changes button

Step 6

Navigate back to the User search, and you will see the Region as a new search field.

User search menu with Region as a new search field
User search menu with Region as a new search field
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The Power of Recruiting Marketing

The Recruiting Marketing module focuses on attracting and engaging candidates. By creating an optimized site that emphasizes why a candidate should work for your company, you will attract candidates that want to work for you and be part of your company’s culture. When candidates are looking for a career, one of the first places they browse is your company’s career site. By adding valuable, engaging content candidates will be drawn to further into the site to explore the other content pages.

Recruiting Marketing utilizes Career Site Builder to create the career site. Select Recruiting Management field data can be configured to pass to Recruiting Marketing. Data fields include External Job Title, External Job Description, City, State, Country, Postal/Zip Code, along with other fields including 5 Custom Fields.

Setup Recruiting Marketing Job Field Mapping
Setup Recruiting Marketing Job Field Mapping

Some of the different built in features that can be incorporated into the career site are Join Talent Community, Customized Branding, Job Categories, Custom Searches, Social Sharing and Roles.

Branding – Company colors, logos, fonts, images can be used to create the company image on the career site. This helps candidate validate that even though the career site and the corporate websites might look different in styles they are still part of one company. Career Site Builder has the ability to create multiple brands which allows companies to showcase different businesses or even different stages of the candidate process.

Career Site Builder - Global Styles
Career Site Builder – Global Styles

Talent Community and Job Alerts – Passive candidates can join the talent community and job alerts without having to apply for a job. Limited data is entered by the candidate to join like First & Last Name, E-Mail Address and Password.

 Create Job Alert
Create Job Alert
Join Our Talent Community
Join Our Talent Community
Create an Account into Recruiting Marketing
Create an Account into Recruiting Marketing

Job Categories – Category pages can be modified to add additional content describing the category. Rules are added to the back-end of each category page to filter the jobs displayed on each page. The rules can be as simple as displaying all jobs that have the Country = Canada or the rules can be more complex to limit the number of jobs that appear.

Search – Most candidate will use this feature to narrow down the jobs they are looking for. Some of the features of the search area can be keyword, zip code (if zip code is on the requisition and passed over to RMK), radius search by distance from a zip code and by location. Other options can include other data fields passed over from RCM. An example could be City however the dropdown would only show cities for the jobs that have been posted externally.

Search Bar with custom Filters added
Search Bar with custom Filters added

Social Sharing – This feature allows candidates to post to different Social Media platforms from Twitter, Facebook, LinkedIn, Pinterest or email. Candidates would have to have a media account but once logged in they could post a job on their LinkedIn page or share it privately with a friend.

Example of Social Sharing
Example of Social Sharing

Interactive Google Maps – One of the features that can be turned on is an interactive map that shows all the jobs that are currently posted to the external site. Zip/Postal Code is a required field to be mapped over from Recruiting Management for this feature to work. Candidates have the ability to zoom in to a specific area. Once zoomed in they can select a specific job and the candidate will be taken to the job page.

Google Maps zoomed out
Google Maps zoomed out
Google Maps zoomed in and showing an open job posting
Google Maps zoomed in and showing an open job posting

Translations – Even with using the standard elements inside Career Site Builder using translations the labels can be updated. This works for English and all other languages turned on. Recruiting Marketing has translations for over fifty different languages built in.

Example of Translations inside Career Site Builder
Example of Translations inside Career Site Builder

Permissions – Access to Career Site Builder is granted through Rule Based Permissions. Once access is granted inside Career Site Builder Roles can be configured to limit the access to certain employees to different areas inside Career Site Builder. Access can also be limited by different Brands.

Analytics – provides customers insight into which sources are most effective and produce the best candidates, which allows them to adjust their media spending accordingly. In addition to source optimization, RMK Advanced Analytics also provides insights related to candidate behaviors, job distribution, campaigns, mobile traffic and other areas.Analytics – provides customers insight into which sources are most effective and produce the best candidates, which allows them to adjust their media spending accordingly. In addition to source optimization, RMK Advanced Analytics also provides insights related to candidate behaviors, job distribution, campaigns, mobile traffic and other areas.

Example of Advanced Analytics
Example of Advanced Analytics

Recruiting Marketing is a powerful module that if configured correctly can help companies attract the right type of candidates to become part of their team. By keeping the site simple and to the point but with a dash of corporate flair and culture candidate will want to apply.

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Better Living Through Custom Views

Stream line your Compensation Planning with Custom View

Companies often tell me one of the major reasons they purchase SuccessFactors Compensation Management is to reduce administrative effort and improve the end user experience when making compensation planning decisions.  The end result should be easy for administrators to set up and maintain AND easy for the end user to use to make their compensation decisions.  The challenge is to design a form that includes enough information for end users without overwhelming them with unnecessary fields that take up space, cause scrolling, and add to the administrative workload. 

Configuring Custom Views is one way to accomplish this.  Using this feature, planners  can now view employee details/data already located in the People Profile or EC Portlets without having to navigate outside of the compensation planning worksheets or Executive Review.  With one click on the Actions dots, the user can select a view, and a pop-up is displayed.

Accessing Custom Views from Form or Executive Review
Accessing Custom Views from Form or Executive Review
Compensation Info Custom View Pop-up to Employee Central
Compensation Info Custom View Pop-up to Employee Central
Bonus Custom View of Employee Central  One Time Payments
Bonus Custom View of Employee Central One Time Payments
People Profile Custom View of 9 Box block
People Profile Custom View of 9 Box block

Custom Views are easy to setup and maintain:

  • Configured in Admin Center- Design Worksheets
Configuration of Custom View
Configuration of Custom View

  • Options available for Section and Blocks are based on the instance configuration in People Profile and/or EC.  (Can’t add access to areas that are not configured in your instance.)
  • No additional permissions necessary as Custom Views in the worksheet will respect established role based permissions granted for People Profile or EC sections and blocks

Currently, Custom Views can be configured to the following areas within your SuccessFactors instance:

Possible use cases

  • 9 box view without importing data to a field (must have 9 box configured)
  • Performance history- access to past performance ratings in the system for planners to see performance trends
  • Bonus history- view of bonus awards without having to populate data on the form
  • Historical awards in EC- planner can view past awards granted to the employee in previous cycles, or off cycle increases
  • Compensation Widgets in EC- planner can view these during compensation planning within the form, otherwise only available in EC

Key Benefits

  • Configured in Admin Center, customers can change or add without engaging outside help from a Partner or SAP
  • Administrative Efficiency- No need to load extra data, based on existing configuration and data that is already in the instance
  • Less scrolling for end user
  • Less screen pollution- end user chooses when and if they want to access Custom View data
  • Can show EC Compensation Widgets (Charts) that are otherwise not available to display in Compensation Planning forms
  • Respects established permissions

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