Employee Central Administration February 27, 2013 2/27/2013 © Copyright 2011. All rights reserved.

© Copyright 2011. All rights reserved.

Employee Central Administration

February 27, 2013

2/27/2013

Purpose

Review key concepts and best practices for administration for Employee Central 2.0

Employee Central 2.0 Administration

SuccessFactors Employee Central 2.0 provides you access to key administrative functions and the ability to immediately update the Foundation Table data. With Role-based Permissions, you have flexibility to manage security by role and down to the data element level, as needed.

NOTE: Given the new structure of data with EC 2.0, several items under Admin Tools are obsolete. Please be sure to refrain from using these features in your instance, as they are not compatible with EC 2.0. We are working toward a solution to tag or hide these items for EC 2.0 users. For now, please reference this document.

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Employee Central Administration

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Admin Tools: Manage UsersUtilize to Manage EC 2.0• Employee Export• Import Employee Data: Used for all employee data

imports including profile/background data• Add New Employee: Takes you to same screen as

Company Info / Add New Employee.

Not Specific to EC 2.0• Reset User Passwords• Objective Transfer• Send System Message Email Notifications• Reset User Account• Change User Email Notification

Not Compatible with EC 2.0• Set User Status• Matrix Manager and Custom Manager Relationship

Import (Must use Import Employee Data)• Rehire Inactive Employee• Generate Audit Trail (Must use audit subdomain

schema)

Caution!• Documents Transfer: Can be used to move forms; but

manager change should be made EC. Suggest not to use this feature; EC change will automatically move form based on PM settings

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Admin Tools: Manage Users

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Tips:• Export template through Download

link at top.• Import data files in the order listed• Save as .CSV file, and Unicode-8 if

using special characters• Always Validate Import File Data

before importing

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Admin Tools: Manage Employee Central Foundation Objects

Utilize to Manage EC 2.0• Import Foundation Data• Manage Organization, Pay and Job

Structures: Used to manage all Foundation Table data.

Not Compatible with EC 2.0• Import Translations: Not supported at

this time.

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Tips:• Export template through Download

link at top.• Import data files in the order listed• Save as .CSV file, and Unicode-8 if

using special characters• Always Validate Import File Data

before importing

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Tips:• Backdate all dates to 01/01/1900

or a similar early date to ensure that employee records are not dated prior to this.

• Add associations for each Foundation Object which has associations to ensure all fields can be entered on employee records.

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Admin Tools: Generic Objects

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Utilize to Manage EC 2.0• Configure Generic Object Definition• Manage Generic Objects• Manage Rule Objects• Manage Position Objects• Generic Objects Import/Export

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Tips:• This area is where the Generic Objects are created including the visibility of the fields on the objects. • Generally, these objects should not be modified unless conferring with SuccessFactors.

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Tips:• The Manage Generic Objects area is where the valid values for the Generic Objects are maintained. • This is similar to the Manage Organization, Job and Pay Structures area for Foundation Objects.

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Tips:• The Manage Rule Objects area is used to maintain

rules throughout the system.• The rules should not be changed without

conferring with SuccessFactors.

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Tips:• This area allows you to create/edit/delete positions within the system.

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Tips:• This area allows you to import information into the Generic Objects, including Position.• You may download the Import File Template by choosing the object from the drop down box at the top

right. You will be given the option to import the template only or implement the template including the current data.

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Admin Tools: Managing Documents

Utilize to Manage EC 2.0

• File Storage Management: Tracks storage usage of any imported files.

Not Used by EC 2.0• All other links

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Admin Tools: Managing Documents

Tracks storage usage of any imported files. Filtering options to display certain file types or for only a specific Name or Username. Gives ability to Export needed files.

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Admin Tools: Manage Security


• Proxy Management• Proxy Import• Manage Support Access: Used for SuccessFactors

support; allows support user access if SSO is turned on.

• Manage Permission Roles• Manager Permission Groups• View User Permissions: Helpful to review a single

user’s access and roles assigned

Not Used by EC 2.0• Mass Create Group Permission

Caution!• Manage Role-Based Permission Access: Only

provided to SF users created through Provisioning; should be a very limited capability.

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• Used to modify Permission Roles, or groups of permissions. Allows Admin to Edit, Copy, View Summary, View Change History, or Delete Roles.

• In addition to editing permissions for a Role, Admin can grant Permission Groups to the role and define the Target population or Group.

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Tips:• Define groups to include in the

Group by using any standard field to filter users.

• Can select users by Username if needed.

• Can also define groups/users to exclude from the group.

• Reference the Active Group Membership total in the upper right to validate selections.

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Admin Tools: Form Template Admin and Manage Compet and Skills

Not Used in EC 2.0

• All Links in Both Sections While these are used in many modules of SuccessFactors, they are not used in Employee Central.

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Admin Tools: System Properties


• Company System and Logo Settings: Modify or view Next Employee ID to be Assigned

• E-Mail Notification Templates Settings: Templates for email notifications used in EC workflows are managed here

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Tips:• Select Company System and Logo Settings under Admin Tools. If a number is noted under “Next

Person ID Assigned” then the auto-number generation is on.• This number represents the next UserID / Employee ID number that will be automatically assigned to

the next New Hire record entered.

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Tips:• To change the email templates for the

Spanish language, click on the drop down arrow and then click on “Switch to”.

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Admin Tools: Live Profiles / Picklist Mgmt / Talent Search Mgmt

Utilize to Manage EC 2.0• Picklists: Manage all picklists data

Not Used by EC 2.0• Export Extended User Information• All under Matrix Grid Report• Picklist Mappings Set Up• Talent Search Settings• All under Mobile

Not Compatible with EC 2.0• Live Profiles / Import Extended User

Information: DO NOT USE Import; instead, use the Employee Import under Manage Users

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Admin Tools: Live Profiles / Picklist Mgmt / Talent Search Mgmt

Tips:• As noted if modifying a picklist, export it

first and make changes, retaining the ^picklistId and OptionId.

• If removing an item, use OBSOLETED status versus ACTIVE; this retains any prior records with use of this entry

• If creating new picklists, use a unique Picklist ID and leave the OptionId column blank

• Use “Unicode UTF-8” Character Encoding format to retain the special characters in files

• Be sure to export/import using the same Character Encoding format

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Admin Tools: Employee Files

Utilize to Manage EC 2.0• Configure Employee Files: Modify Profile portlets and fields • Manage Workflow Requests: Route or cancel workflow

requests • Manage Workflow Groups: Create Workflow Groups to be

used in Workflows for approvals. (Note: If one user from the Workflow Group approves the transaction, the transaction is approved for that particular step and moves forward.)

• Manage Mass Changes: Make mass changes in the Job Information table.

• Position Management Settings: Some configuration options for Position Management actions.

Not Used by EC 2.0• Portlet Permissions• Automatic Manager Transfer• Seating Chart

Not Compatible with EC 2.0• Customize Employee Central

NOTE: For EC 2.0, these changes are made by CS in the Data Model.

• Position Set Up: Used to set up positions for Succession when EC Position Management is not used.

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Tips:• Under Admin Tools, select Configure Employee files to modify existing Profile layout or fields or to add a new

Employee File. • Here you can add/remove background elements or tables or add/remove standard fields from a Personal

Information portlet.

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Tips:• You can limit the list of workflows shown by using the

Search Workflow Requests.• The Actions link on each record will allow you to perform

various actions on the workflow, if the workflow is still active.

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Tips:• The Workflow Groups are created and managed the same as RBP Permission Groups.• When a Workflow Group is used in a workflow, all members of the group will receive an email

notification. Also, if any one of the group acts on the workflow, it will be moved on to the next step in the workflow.

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Tips:• Additional documentation is provided for Mass Change.

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Tips:• These settings will be determined during configuration and should only be

changed after consultation with SuccessFactors.

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Admin Tools: Miscellaneous

Utilize to Manage EC 2.0• Manage Currency Conversion Rate

Tables• Monitor Job

Not Used by EC 2.0• Dashboards Reports• Business Configuration

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• Manage Currency Conversion Rate Tables: Upload updated currency conversion rates, if multiple currencies are used in the system.

Tips:• Do not create a new table for

Employee Central; overwrite the existing table

• Name cannot change for Employee Central use; should be “ECT_CONV_TABLE”

• Must always use “ECT_CONV_TABLE.csv” filename.

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Tips:• The Job Monitor shows the status of any imports into the system. • If there are errors in the import process, the results will be available by clicking on the Download

Status link.

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• Use this PowerPoint to reference features not compatible

with Employee Central 2.0

https://successfactors.custhelp.com/app/answers/list

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

Employee Central Administration February 27, 2013 2/27/2013 © Copyright 2011. All rights reserved.

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Transcript of Employee Central Administration February 27, 2013 2/27/2013 © Copyright 2011. All rights reserved.