Employee Central Workshops Consultant’s Name – Employee Central Professional Services...

Employee Central Workshops

Consultant’s Name – Employee Central Professional Services Consultant

© 2012 SAP AG. All rights reserved. 2Customer

Agenda – Day 1

Day 1

9.30 – Introductions

9.45 – What Is EC & Demo & How Does it Fit with other modules

10.30 – Break

10.45 – How Do We Implement EC?

11.30 – Project Plan

12.30 – Lunch

13.30 – Foundation Tables – What Are They?

15.00 – Break

15.15 – Position Management – What Is It and your options.

16.00 – Foundation Tables – The Workbook

16.45 – Foundation Tables Workbook Assignment

17.00 – Wrap Up

17.15 - Close


Agenda – Day 2

Day 2

9.30 – Day 1 Recap

9.45 – Employee Data & Roles Based Permission – Introduction

10.30 – Break

10.45 – Employee Data - The Workbook

12.00 – Employee Data Workbook Assignment

12.15 – Lunch

13.15 – An Introduction to HR Transactions (Events & Workflow)

15.00 - Break

15.15 – HR Transactions – The Workbook

16.00 – HR Transactions – Workbook Assignment

16.15 – Wrap Up

17.00 - Close


Agenda – Day 3

Day 3

9.30 – Time Off Overview : Functionality & Processes

11:00 – Time Off Demo

12:00 – Lunch

13:00 – Time Off : The Workbook

16:00 – Wrap Up & Next Steps

16:30 - Close


Introductions

• Who are you?

• What is your role in the organisation / project?

• What do you know about Employee Central?

• What are you most interested to find out


Day 1 – Objectives

Objectives

• To give you an idea of high level system functionality

• To understand the constituent parts of Employee Central

• To understand how EC fits together with other SuccessFactors Modules

• To understand how Employee Central is typically implemented

• To give you a view of the current project timeline and tasks

• To introduce you to all the Foundation Objects

• To explain how, what, who and by when you need to define to reflect customer requirements for Foundation Objects in the new Employee Central System using the Foundation Object Configuration Workbook.


Business Drivers?

•Simplification

•Intuitive

•Automated

•Integrated

•Right First Time

•Direct Access (Self Service)

•Accuracy of Information


Success Criteria

•Who are you?

•What do you do?

•Why are you here?

•What do you know about Employee Central?

CEO/Executives Managers Employees HR IT Project Team


Employee Central – A Demo

DEMO


What Is EC – The Core

Foundation Objects

Org Structure Job Structure Pay Structure

Employee Data

Personal Information Job & Employment Information

Non Effective Dated

Biographical Phone Email Social Accounts Emergency Contact National ID Work Permit

Effective Dated

Personal DataAddress DependantsBank Account

Non Effective Dated

Non Recurring Pay ComponentsTermination Employment

Effective Dated

Job InformationCompensation Job Relationships

Event Event Reasons

Data Changes

Workflow

Approver 1 Approver 2 Approver n CC Role Contributor Role

Custom

Portlets Portlets

Standard & Custom Fields





What Is EC – The Optional Additions

Time Off

Submit Absence Request

Optional Approval

Optional Balance Tracking

Optional ‘Accrual’ Calculations

Optional ‘Carry Over’ Processing

Global Assignments / Concurrent Employment

Hire

Job

Assignment Start

HomeJob

HostJob

Assignment End

Concurrent

HomeJob

HostJob

Position Management

Position

Inheritance

Employee

Position

Employee

Vacant


EC – How Does It Link With the Rest?

Public Profile

Name Address Location Timezone

Employee Profile

Personal Information(Selected Data)

Background Elements

Custom Information(Optional)

Secure

Less Secure

Sync

EMPLOYEE CENTRAL & PROFILE

PerformanceMgmt.

GoalMgmt.

Succession

CDP

Variable Pay

Recruitment

Compensation

THE OTHERS


Traditional

“Can I take your order?”

Transformative for Cloud

“Let us guide you”

• Lead with best practices

• Rapid, prescriptive, repeatable delivery steps

• Accelerated by tools, templates and predefined content

• Agile approach

• Enabled for the cloud

• Consultative approach

• Highly customized solution

• Development, not configuration

• Time consuming and costly

How Do We Implement EC


Data Migration

Solution Walkthrough

PREPARE REALIZE VERIFY LAUNCH

Project Management

Solution Design

Integration Preparation

Project Team Enablement

Integration Setup

Solution Testing

Cutover Planning

Solution Adoption

Cutover Execution

…

…

…

indicates other streams can be plugged into the methodology…

Solution Configuration

SAP LaunchImplementation Methodology for the Cloud

Three iterations of configuration

design and build


Realise Phase - Iterative Approach to Design and Build

Build configuration

Review Review

ValidateConfiguration

& Sign-Off(Transition to

testing)

Inputs from Prepare Stage: Signed

Workbooks

SF ActivityCustomer Activity

UpdateWorkbook

Sign Off Workbook

Build configuration

UpdateWorkbook

Sign Off Workbook

Build configuration

Iteration 1 (80%)

Iteration 2 (95%)Iteration 3 (100%)


How Do We Implement EC – Requirements & Configuration

SAPConfigure &

Unit Test

CustomerReview

Configuration

CustomerProvide

Feedback

CustomerSign

Workbook

CustomerCreates

Workbook

Iteration 1

SAPConfigure &

Unit Test

CustomerReview

Configuration

CustomerProvide

Feedback

CustomerSign

Workbook

CustomerUpdate

Workbook

Iteration 2

SAPConfigure &

Unit Test

CustomerReview

Configuration

CustomerProvide

Feedback

CustomerSign

Workbook

CustomerUpdate

Workbook

Iteration 3

ConfigurationSign Off


Iterations – A Closer Look

Iteration 1 - Define

• Agree foundation data (80-90%)

• Employee data (60%)

• Sample of Workflows / Alerts (10%)

• With test data

Iteration 2 - Refine

• Agree foundation data (95%)


• Customer Workflows / Alerts (80%)

• Customer data (recommend 40% - 100%)


Iterations – A Closer Look

Iteration 3 - Finalise

• Agree foundation data (100%)


• Customer Workflows / Alerts (95%)

Customer are responsible for uploading all foundation & employee data


EC – Milestone Dates

Deliverable/Milestone Date

Iteration 1 workbook signed off 10/07/2015

Iteration 1 Playback 27/07/2015


Data Load 1 Complete 28/09/2015




EC Configuration Freeze 06/11/2015



EC Readiness Acceptance 02/02/2015


LUNCH


Foundation Objects – What Are They?

Foundation Objects are the Building Blocks of the EC system

There are three categories of Foundation Objects.

Org Structure

Legal Entity

Business Unit

Division

Department

Location

Location Group

Cost Centre

Job Structure

Job Code

Job Function

Pay Structure

Pay Group

Pay Range

Pay Frequency

Pay Component

Pay Range

Pay Component Group

Pay Calendar


Foundation Objects – What Are They?

Foundation Objects – Things To Note?

• You can rename Them

• You can associate them

• You can decide what data is held against them

• You can default data to the employee from them

• They are effective dated


Foundation Objects – Organisation Structure

Org Structure

Legal Entity

Business Unit

Division

Department

Location

Location Group

Cost Centre

We need to turn this… Into something like this….



Org Structure

Legal Entity

Business Unit

Division

Department

Location

Location Group

Cost Centre

We need to turn this… or this….



Org Structure

Legal Entity

Business Unit

Division

Department

Location

Location Group

Cost Centre

We need to turn this… or the anything that reflects your organisation.


Organisation Structure : An Example

GEOGRAPHICAL STRUCTUREORGANISATION STRUCTURE

26

COMPANY

BUSINESS UNIT 1 BUSINESS UNIT N

DIVISION 1 DIVISION N DIVISION 1 DIVISION N

TEAM 1 TEAM NTEAM

1TEAM N TEAM 1 TEAM N

TEAM 1

TEAM N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

LOCATION GROUP

GEOZONE

LOCATION 1

LOCATION N

LOCATION 1

LOCATION N


Foundation Objects – Organisation Structure - Definitions

Standard Label Definition

Legal Entity This is the company or legal entity where the employee is hired.

Business Unit Level of organisation hierarchy lower than Legal Entity – can be renamed

Division Level of organisation hierarchy lower than Legal Entity – can be renamed

Department Department where the employee works – can be renamed

Cost Centre Where the employee’s costs get assigned – can be renamed

Location Physical Location where the employee work. Has a business address – can be renamed

Location Group Geographical grouping of the Location Foundation objects. Used for reporting purposes primarily - can be renamed



•With all Foundation Objects there is a 4 step process

1. Rename (if you want)

2. Connect (to allow filtering of data during maintenance)

3. Define the codes & attributes of each Foundation Object (e.g. Dept)

4. Decide if you want any additional fields against the Foundation Object

Org Structure

Legal Entity

Business Unit

Division

Department

Location

Location Group

Cost Centre AS SIMPLE AS THAT!


Organisation Structure : An Example

GEOGRAPHICAL STRUCTUREORGANISATION STRUCTURE

29

COMPANY

BUSINESS UNIT 1 BUSINESS UNIT N

DIVISION 1 DIVISION N DIVISION 1 DIVISION N

TEAM 1 TEAM NTEAM

1TEAM N TEAM 1 TEAM N

TEAM 1

TEAM N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

CC 1

CC N

LOCATION GROUP

GEOZONE

LOCATION 1

LOCATION N

LOCATION 1

LOCATION N


LET’S LOOK AT YOUR ORG STRUCTURE


Foundation Objects – Job Structure

•There is a limit what you can do here





4. Define the codes & attributes of each Foundation Object (e.g. Job Code)

AS SIMPLE AS THAT!

Job Structure

Job Code

Job Function


Job Structure : An Example

32

JOBCODE 1HR

Generalist

JOBCODE 1

Human Resources

C&B Analyst

JOBCODE 2

Regional HR Manager

JOBCODE 3

HR Systems Manager

JOBCODE 4

JOB CLASSFICATION 1

Finance Controller

JOBCODE 5

Finance

Financial Analyst

JOBCODE 6

Finance Director

JOBCODE 7

Finance Manager

JOBCODE 8

JOB FUNCTION 2

JOB CLASSFICATION 2

JOB CLASSFICATION 3

JOB CLASSFICATION 4

JOB CLASSFICATION 5

JOB CLASSFICATION 6

JOB CLASSFICATION 7

JOB CLASSFICATION 8

JOB FUNCTION 1


Foundation Objects – Job Structure - Definitions


Job Code Describes all the Jobs to which an employee can be assigned. This is the data standard for all jobs with the organisation – can be renamed

Job Function Higher level groupings of Job Code into appropriate functions (e.g. HR, Finance). Used for reporting purposes primarily – can be renamed


HOW IS YOUR JOB STRUCTURE

REFLECTED TODAY


Foundation Objects – Pay Structures





4. Define the codes & attributes of each Foundation Object (e.g. Pay Component)

AS SIMPLE AS THAT!

Pay Structure

Pay Group

Pay Range

Pay Frequency

Pay Component

Pay Component Group

Pay Calendar

Geozone


Foundation Objects – Pay Structures - Definitions


Pay Group A data element that groups employees that are paid in a like manner – can be renamed – can be renamed

Pay Grade Denotes the seniority of the employee from a pay perspective – can be renamed

Pay Component A data element that denotes relevant components of employees pay (e.g. Base Salary, Car Allowance). Can be recurring or one off – can be renamed

Pay Component Group

Allows grouping of Pay Components into a higher level category allowing the summing of all amounts assigned to the employee in that category – can be renamed

Pay Frequency Denote the frequencies which the employee can be paid a pay component – can be renamed

Pay Range Allows the recording on Min, Mid and Max salary amounts which can in turn calculate the Compa-Ratio and range penetration for the employee – can be renamed

Pay Calendar Allows the recording of period start and end dates for Payroll Processing. Useful primarily for reporting purposes – can be renamed

Geozone Geographical grouping with a bias towards pay considerations. Allow for grouping for example of Pay Ranges to be relevant to one geographical location – can be renamed


Pay Structure : An Example

COMPANY 1 COMPANY 2

WeeklyPaid

PAY GROUP 1

Monthly Paid

Bi weekly Paid

PAY GROUP 2

WeeklyPaid

Monthly Paid

PAY GROUP 1

PAY GROUP 2

Pay Calendar 1

Pay Calendar 2

Pay Calendar 3

Week 1

Week 2

Week N

Month 1

Month 2

Month N

Period 1

Period 2

Period N

Pay Calendar 1

Week 1

Week 2

Week N

Month 1

Month 2

Month N

Pay Calendar 2

PAY GROUP 2

PAY GROUP 3

PAY GROUP 4

PAY GROUP 5


Pay Structure : An Example

Grade 10

PAY GRADE

Grade 10

JOBCODE 3PAY RANGE

BASE

NON BASE

RECURRING

NON RECURRING

NON BASE

TARGET ONLY

NON BASE

BASE

VARIABLE

ON TARGET

EARNINGS

ANNUAL SALARY

HOUSING ALLOWANCE

ACTING UP PAY

CAR ALLOWANCE

SALARY SACRIFICE

ANNUAL BONUS

RECOGNITION BONUS

ANNUAL BONUS TARGET

PAY COMPONENT GROUPPAY COMPONENTS


WHAT DOES THIS LOOK LIKE IN THE SYSTEM


AND THERE’S MORE – IF YOU WANT IT


Position Management – What & Why

There is one other object we need to address if we are using Position Management

EMPLOYEE

LEGAL ENTITY

DIVISION

DIVISION

DEPT

FULL / PART TIME?

POSITION

JOB CHANGE

YOU DECIDE WHAT ATTRIBUTES OF THE POSITION THE EMPLOYEE INHERITS


Position Management – What & Why

There is one other object we need to address if we are using Position Management – the Position. But first what is Position Management and do you need it

• Position Management is predicated on Position being created with attributes that reflect that position.

• Position Management is typically beneficial for relatively non fluid organisation where headcount management & control is paramount

• Position Management does build in another layer of complexity to both the implementation and subsequent maintenance

• You need to be sure you NEED position management before we go down this route.


Position Management – What Does It Do

There are many options to consider with Position Management but primarily it does the following :-

1. Defaults data from the Position to the Person when Position is added or changed on an employee record, if you want, you specify what data is defaulted.

2. Defaults data from Person to Position when data is modified on the person if you want, you specify what data is defaulted.

3. Allows for rigid or loose adherence to FTE Targets for positions

4. Allows for Mass Positions with a multiple FTE Target

5. Can automatically create and assign people to new or position with space based on employee data changes (implicit position management)

6. Allows for automatic maintenance of losing and receiving position to ensure a stable headcount at the organisational level you specify.


Implicit Position Management

1. Implicit Position Management intelligently matches employees to appropriate positions based on configuration and rules that you specify

2. Implicit Position Management is predicated on the use of two scenarios in relation to Position Change. These scenarios are attached to EC Event Reasons and configurable rules to one or both of the following executed based on this assignment.

• Synchronisation from Employee data to existing position

• Synchronisation from Employee data to new position that is automatically created

• Synchronisation from Employee to a new existing position that has matching data and is vacant.

3. Based on a the event reason of a transaction the system will execute one or both of the following scenarios

• Copy fields from Employee Record from Job Information to existing position

• Copy fields from Employee Record from Job Information to new position that is created

• Copy fields from Employee Record from Job Information to a new position that exists with matching data and is vacant.


User updates Data Event Reason used is has a value of Position Reclassification

in this field

Mass Position

Search For

Position

Yes

Automatically Created

No

Position Data

Match

Yes

Existing

No

Non Mass Position

Person to Position

Rule

Person to Position

Rule

Position Transfer


User updates Data Event Reason used is has a value of Position Reclassification

in this field

Non Mass Position

Mass Position

Search For

Position

Yes

Automatically Created

No

Position Data

Match

Yes

Existing

No

Person to Position

Rule

Person to Position

Rule

Person to Position

Rule

Process reverts to Position Transfer

Position Reclassification


Foundation Objects

FOUNDATION OBJECTS

THE CONFIGURATIONWORKBOOK


Day 1 – Wrap Up

Objectives







• To explain how, what, who and by when you need to define to reflect Customer requirements for Foundation Objects in the new Employee Central System using the Foundation Object Configuration Workbook.

THANK YOU & GOOD EVENING


Welcome To Day 2 – Day 1 Recap

Topics Covered on Day 1







• To explain how, what, who and by when you need to define to reflect Customer requirements for Foundation Objects in the new Employee Central System using the Foundation Object Configuration Workbook.

Any Questions Overnight?


Step 1 Complete

Foundation Objects

Org Structure Job Structure Pay Structure Custom


Agenda – Day 2

Day 2

9.30 – Day 1 Recap

9.45 – Employee Data & Roles Based Permission – Introduction

10.30 – Break

10.45 – Employee Data - The Workbook

12.00 – Employee Data Workbook Assignment

12.15 – Lunch

13.15 – An Introduction to HR Transactions (Events & Workflow)

15.00 - Break

15.15 – HR Transactions – The Workbook

16.00 – HR Transactions – Workbook Assignment

16.15 – Wrap Up

17.00 - Close


Day 2 – Objectives

Objectives

• To introduce to the Employee Data Portlets in more details and explain how to choose which employee data you would like to record in which portlet through the configuration workbook

• To introduce you to the concepts of Events and Event Reasons, their purpose and how to specify you requirements in respect of these in the configuration Workbook

• To introduce you to the concept of Workflows, and how they are constructed and triggered and how they interact with employee data changes and event reasons.

• To introduce you to the concept of Alerts and Notifications, how they are triggered and how they interact with employee data


Employee Data – An Introduction

Key Points

• Employee Data resides within a standard set of Portlets within EC

• It is not possible currently to add portlets to EC screens

• It is possible to rename the Portlets within EC

• Each Portlet contains a standard set of fields, including some Foundation Object fields. You can decide which standard fields you would like to use

• Each Portlet has the ability to add custom field which can be either string, number, decimal or date field

• Some portlets are by design effective dated and some are not

• Field specified within each Portlet can be renamed as required

• Fields with Portlet can reference either Foundation Objects or Picklist to make available the valid values for data entry


Personal Information - The Portlets

Personal Information

Personal Information

Personal Information that can change over time like Marital Status, Gender,

Name etc.

Biographical Information

Personal Information that does not change like Date of Birth & Employee

ID

National ID Information

Allows recording of multiple National ID types and numbers

Addresses

Allows the recording of multiple Address Type and details

Work Permit Information

Allows recording of multiple Permit types, numbers and expiry dates

Email Information

Allows recording of multiple email types and addresses

Phone Information

Allows recording of multiple Phone types and numbers

Social Account Information

Allows recording of multiple Social Accounts and associated details

Emergency Contact Information

Allows recording of multiple emergency contact, relationship and contact

information

Dependents

Allows the recording of dependents of the employee and associated contact

details

Bank Account Information

Allows recording of Bank Account Information for the employee


Personal Information - The Portlets



Employment Information - The Portlets

Employment Information

Job Information

Allows effective dated tracking of all Job changes of the employee

Employment Information

Records data specific to the employees employment with the company, typically

dates such as Hire Date etc.

Job Relationships

Allows the recording of desired globally defined relationships between the

employee and another person in the company. For example Matrix Manager, Project Manager, Finance Contact etc

Compensation Information

Allows effective dated generic Compensation related data.

Also contains the assignment of specific pay components that are either

recurring payments or targets and associated amounts. This makes up a

view of the employee Pay

One Time Payment Information

Allows the recording of one time payments such as one time Bonus or Recognition payments and associated

amounts and date paid


BREAK


Country Specific Employee Data

Specification of Country Specific Fields are allowed in the following places

• Job Information – this is driven by the country assigned to the Legal Entity Foundation Object

• Personal Information - – this is driven by the country assigned to the Legal Entity Foundation Object

• Address Formats

• National ID Formats

• Name Formats


Employee Data & Security – Role Based Permissions

Effective Dated

• Personal Information• Address Information• Job Information• Compensation Information• Job Relationship Information• Bank Account Information

Non Effective Dated

• Biographical Information• Phone Information• Email Information• Social Accounts Information• Emergency Contact Information• National ID Information• Work Permit Information• One Time Payments• Employment Information

Data in EC Portlets are either effective dated or not effective dated dependent upon the type of date



Role Based Permission is :-

A method to ensure that users can :

• Only see the employee data they are supposed to• Only amend the data they are supposed to• Only see the data for the populations they should

Two main concepts to understand :-

Groups� A group is a population of employees defined by the data associated to employees. � For example : All employees in a specific location� All employees at grade 10 and above

Roles � A role is a titled specification of data permissions which specifies the data privileges

employees assigned to that role have� For example : Managers� Executive level employees� System Administrator� Employees On Self� Employee On Others



GRANTEDGROUP

HR BP

Definition :-

All Employees with a Job Code of HR BP

TARGET GROUP

UK Employees

Definition :-

All Employees with a Location in the UK

ROLE – HR EXTENDED ACCESS

Personal Data Effective Dated

Employment Data Effective Dated

Personal Data Non Effective Dated

Employment Data Non Effective Dated

Manager Self Service

Workflow

Administrative Privileges

Hire Terminate Update Records

View In Progress View History

Manage Foundation Data Import Employee Data



GRANTEDGROUP

HR BP

Definition :-

All Employees with a Job Code of HR BP

TARGET GROUP

UK Employees

Definition :-

All Employees with a Location in the UK

ROLE – HR EXTENDED ACCESS

Personal Data Effective Dated

Employment Data Effective Dated

Personal Data Non Effective Dated

Employment Data Non Effective Dated

Manager Self Service

Workflow

Administrative Privileges

Hire Terminate LOA Update Records

View In Progress View History

Manage Foundation Data Import Employee Data

WHO CAN SEE / DO

SOMETHING WHAT THEY CAN SEE /

DO

WHO THEY CAN SEE / DO IT TO


Contingent Workers

New functionality is currently being deployed in relation to contingent worker :-

1. In the current release, this functionality is limited2. It is not possible to use the Hire contingent workers currently using the UI3. It is only possible to import this data4. With the contingent worker functionality an additional portlet called ‘Work

Order’ is used to capture the details of the contingent workers contract5. It is not possible to utilise ‘Take action’ to maintain data on contingent

workers currently6. No Pay Data can currently be stored for contingent workers7. Contigent Workers can be viewed and searched for separately in the Org

Chart

This functionality is planned to be built out further in the coming releases

© 2012 SAP AG. All rights reserved. 67Customer67

All Contingent Workers can be easily identified in the organization chart with a distinct identifier

Contingent Workers


Users can choose not to see contingent workers in this view

Contingent Workers


All Contingent Workers can be accessed in the system like any other employee

Contingent Workers


All Contingent Workers have a limited set of information – Employment & Job information, that is different from regular employee

Contingent Workers


• No ability to Take Action on the CW• No Pay Data is stored in the system

Contingent Workers


Contingent workers have a 'work order' that records details of their contract

Contingent Workers



EMPLOYEE DATA



Step 2 Complete

Foundation Objects


Employee Data


Non Effective Dated

Biographical Phone Email Social Accounts Emergency Contact Bank Account National ID Work Permit

Effective Dated

Personal DataAddress Dependants

Non Effective Dated


Effective Dated


Portlets Portlets






HR Transactions : An Introduction

There are three main components to how the execution of HR Transactions are managed within Employee Central

1. Events & Event Reasons

These are used to track what is actually happening to employee when someone changes there data on an effective date

2. Workflow

These can facilitate approval on specific data changed. The approval mechanism and who can be involved in the approval chain is flexible

3. Alerts & Notifications

These can notify specific roles or users that something has happened or is happening soon to allow them to take action. No approval included here.


HR Transactions : An Introduction

SExternal Hire

Internal Hire

Acquisition

Fixed Term

Int’l Transfer

Annual Review

Off Cycle

Promotion

Exceptional Performance

Hours Change

Which roles

should approve &

in what order?

Which Reasons and / or other field changes should trigger

workflow?HIRE

LEAVING

PAY CHANGE

JOB CHANGE

DATACHANGE


Events

• SuccessFactors provides a standard number of events, these can be renamed, but should not be repurposed.

1.It is not necessary or required to use all events if you do not need to Hire

Rehire

Probation

Completion Of Probation

Job Change

Data Change

Start of Assignment

Completion of Assignment

Leave Of Absence

Return to Work

Pay Rate Change

Promotion

• Demotion

• Suspension

• Transfer

• Termination

• Position Transfer

• Position Reclassification


Event Reasons

• Event Reasons are effectively subclassifications of Events and it is up to Customer what these should be for each event that you would like to use

• Typically these Event Reasons should be a global data standard to aid reporting. It is possible to have country specific event reason however

• Event Reasons can be attached to an effective dated change of data for an employee either manually or ‘automatically’ – this is a design decision to need to make


Event Derivation Or Not

1. With Event Derivation the system assigns an Event Reason automatically based on logic that you specify and we configure into the system (note, this is not in scope for Customer)

2. Without Event Derivation, you rely on who ever is making the change to know which Event and Event Reason to use for any particular change

LET’S HAVE A LOOK AT THIS IN THE SYSTEM


Workflow

To have workflow execute as desired in the system, the following is required

1. A set of Workflow Definitions

2. A set of associated criteria specifying in which circumstances a specific workflow definitions should trigger


The Workflow Definition – A Closer Look

Modify existing Workflow definition as needed. Steps can be added,

deleted or change

‘Step’ section denote who will approve the workflow and in what

order

‘Contributor’ specifies who will be notified of

progress at each step of the workflow

‘Cc Role’ specifies who will receive a notification

only after the entire workflow is complete

Never make changes to the Workflow ID. This will break

the workflow


The Workflow Definition – Approver Types

Approver Type : Role

Options are :-

• Employee• Manager• Manager’s Manager• Employee HR• Matrix Manager• Custom Manager• Second Manager• Additional Manager

Approver Type : Dynamic Role

Options are customer defined based on one or more of the following criteria :-

• Job Classification• Department• Location• Legal Entity• Business Unit• Division• Cost Center• Pay Grade• Pay Group• Event Reason• Position

Approvers can resolve to either a Person, Position, or Dynamic Group.

Approver Type : Dynamic Group

Options are customer defined based on standard Role Based Permission Group creation criteria e.g. :-

• Department• Job Classification• Location etc.


The Workflow Definition – Dynamic Roles

Modify existing Dynamic Role definition as required.

‘Person (User System ID) denotes who will approve when this dynamic role is in a Workflow definition.

The other optional columns denote the criteria for

when that approver should be used.

In this case, employees subject Workflow in the

Business Units listed will have a Head of Unit

approver as specified in the ‘Person (User System

ID) column


The Workflow Definition – Dynamic Groups

Click on an existing link to

maintain an existing Dynamic

Group

Choose with criteria should be used to populate

the group

Click here to add or delete specific

values for the criteria chosen to

populate the group

Click here to see the current

employees in the group

This section can specifically

exclude people from the group

based on criteria


Alerts & Notifications

• Alerts and Notification can be configured in addition to Workflow. They produce messages that you can define that go to specific people.

• They can appear in the Employees ‘To Do’ List on the Homepage or on email or both

• You can define the exact message that is sent

• You define the criteria that tell the system to send this message • Example

Alert Manager that one of their employee’s contract end date is 20 days away.

• Alerts can be configured based on different criteria

• Alerts are produced once a day, rules are set up and those users satisfying those rules for specific alert will get the alert

• Alert specific Workflow definitions are used to define who gets the alert.


HR TRANSACTIONS



Step 3 Complete

Foundation Objects


Employee Data


Non Effective Dated

Biographical Phone Email Social Accounts Emergency Contact Bank Account National ID Work Permit

Effective Dated

Personal DataAddress Dependants

Non Effective Dated


Effective Dated


Portlets Portlets





Event Event Reasons

Data Changes

Workflow

Approver 1 Approver 2 Approver n CC Role Contributor Role


Day 2 – Wrap Up

Objectives

• To introduce to the Employee Data Portlets in more details and explain how to choose which employee data you would like to record in which portlet through the configuration workbook

• To introduce you to the concepts of Events and Event Reasons, their purpose and how to specify you requirements in respect of these in the configuration Workbook

• To introduce you to the concept of Workflows, and how they are constructed and triggered and how they interact with employee data changes and event reasons.

• To introduce you to the concept of Alerts and Notifications, how they are triggered and how they interact with employee data


Day 2 – Wrap Up

Now you should have the knowledge to be able to start gathering information with a view to completing the following configuration workbooks :-

• Foundation Object Workbook (required for Iteration 1)

• Employee Data Workbook (required for Iteration 1)

• HR Transaction Workbook (Events & Event Reason required for Iteration 1 – the rest for iteration 2)


THE END (OF THE BEGINNING)

ANY FINAL QUESTIONS?


Agenda – Day 3

Day 3

9.30 – Time Off Overview : Functionality & Processes

11:00 – Time Off Demo

12:00 – Lunch

13:00 – Time Off : The Workbook

16:00 – Wrap Up & Next Steps

16:30 - Close


Agenda

1.Quick Demo2.What is Time Off (and what it is not)3.How is Time Off Functionality Built Up. 4.A look at each of the individual configuration elements 5.What questions do you need to answer to express your

requirement?6.How to document your requirements – filling in the configuration

workbook.7.Next Steps


What is Time Off

DEMO


What is Time Off

Time Off Allows :-• Employees to request Time Off for types of time, applicable to them, that

you define.• Managers to view a Team Absence Calendar to aid decision making in

approving time off• Managers to approve Time Off (if required)• Allows to automatic calculation of accruals, by type of time (if required)• Allows for automatic processing of balances at the end of a period (if

required)• Allow for customer specific application of rules to deploy company policy

in relation to booking certain types of time.


Who Can Do What

• Employee requests time off, such as vacation, paid time off, or sick leave.• Employee views or cancels time off requests.• Employee views team absences• Employee view own time account details.• Manager approves time off requests.• Manager approves team absences.• HR Administrator enters a new hire into the system and sets up Time Off for him

or her.• HR Administrator needs an overview of an employee's time accounts.• HR Administrator enters an absence request for an employee.• HR Administrator makes a manual adjustment to a time account.• HR Administrator creates and runs a time off accrual calendar to have accrual

created automatically.• HR Administrator runs period-end processing


Time Off Summarised

Time Off Calendars

Time Account

Time Account Detail

Time Off Request

Workflow Request

Time Account Eligibility Status

Time Off Employee Transactional Data

Time Off Setup Data Holidays Holiday Calendar

Work Schedule

Time TypeTime Type

Time Profile

Time TypeTime Type

Time Account Type

Accrual Rule

Period-End Processing Rule

Hire Rule

Termination Rule

Account /Accrual Creation Parameters

Holiday Calendar

Work Schedule

Time Profile

Account Creation

Accrual Creation

Period End Processing


Time Off Set Up Data


Time Off Summarised

Time Off Setup Data Holidays Holiday Calendar

Work Schedule

Time TypeTime Type

Time Profile

Time TypeTime Type

Time Account Type

Holiday Calendar

Work Schedule

Time Profile


Holidays

Holidays

What does it do?

Holidays are simple codes and descriptions to identify holiday names that can subsequently be

used in holiday calendars

Field Usage

Holiday Code Code to identify specific holiday

Name Description of the holiday


Holiday Calendar

Holidays Holiday Calendar

What does it do?

Holiday Calendars are a collection of individual holidays for a particular jurisdiction where people

work.

Field Usage

External Code Code to identify specific holiday calendar

External Name Description of the holiday calendar

Date Of Holiday

Date of which holiday chosen occurs

Holiday Class Enter either, Full, Half or None

Holiday Pick relevant previously configured holiday


Work Schedule


Work Schedule

What does it do?

Work Schedules specify a the number of working hours per day from a particular date in a recurring

cycle that you specify

Field Usage

External Code Code to identify specific Work Schedule

External Name Description of the work schedule

Starting Date Date on which the work schedule should take effect. Connect day and date

Day Number of the sequence of days in the Work Schedule. Can be as many days as you want.

Working Hours Number of working hours expected to be worked on a particular day / date.


Time Profile


Work Schedule

Time Profile

Field Usage

External Code Code to identify specific Time Profile

External Name Description of the Time Profile

Effective Start Date Date from which a user is able to attach this Time Profile to an employee

Main ESS Time Type The Time Type that will appear most prominently on the Time Off requesting screen and is the default. Must also be a favourite Time Type

Time Type The Time Types that will be available to employee s to book Time Off against

Enabled in ESS Scenario If ‘yes’ then the employee can enter Time Off. If ‘no’ only Admin can enter Time Off

Favourite Time Type Up to three Time Types can be designated as Favourite. They appear prominently on the Time Off Requesting Screen

External Code Enter a code to identify this Time Type

What does it do?

Time Profiles contain specific time types, which when attached to the employee facilitates the ability to book time off for those time types


Time Type – Generic Settings

Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Field Usage

External Code Code to identify specific Time Type

External Name Description of the Time Type

Workflow The workflow process that this Type Time will go through for approval

Unit Time Unit in which this time type is able to be booked - Hours or Days

Permitted Fraction for Unit Day

Either Full, Half or Quarter Days allowed

Permitted Fraction for Unit Hour

Full Day or Full Hour Booking Allowed

LOA Event Reason (Plan) HR Event Reason for start of Leave Of Absence. Only complete if this is a Leave Of Absence Time Type

LOA Event Reason (Return To Work)

HR Event Reason for end of Leave Of Absence. Only complete if this is a Leave Of Absence Time Type

What does it do?

Time Types specify the types of Time Off that can be booked by an employee via the assigned Time Profile


Time Type – Take Rules

Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Take Rules

What does it do?

Take Rules allow you to specify limitations and / or associated messages in relation to booking time against a specific Time Type. Can be used to enforce eligibility rules in relation to a Time Type. You can specify multiple

‘Take Rules’ against a time type.


Time Type – Take Rules – Example 1

Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Take Rules

If the start date of the absence is before today for the user making the transaction

Then raise an error message with text “You cannot book absence in the past!”



Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Take Rules

If the start date of the absence being edited is before today for the user making the transaction

Then raise an error message with text “You cannot book absence in the past!”



Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Take Rules

If the difference between the start date and the end date of the absence is greater than 30 days and the continuous work history of the employee is less than or equal to 730 days

Then raise an error message with text “Sickness Exceeds 4 weeks. You are not eligible to take this based on your length of service”



Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Take Rules

If the start date or end date of the absence is in the past and the absence has been “Approved”

Then raise an error message with text “You are not allowed to do changes in the past”



Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Take Rules

If the duration of the absence is greater than 2 days

Then raise an error message with text “You are only allowed to create absences of 2 days as maximum for this time type”


Time Type – Decisions

Should there be an automatic check against an earned balance for

this time type?

No Do not create and assign a Time Account Type to the Time Type. These Time Types have no account balance. Time Type Examples: Marriage Leave, Bereavement Leave, Jury Duty Leave, Birth of Child, Moving House .

Do employees regularly earn time

off?

No Do not create and assign an accrual rule . Managers/HR grant time off to the account using manual adjustments. Often employees earn extra time off through extra work. Time Type examples: Complimentary Time Off, Time Off in Lieu

Yes

Create and assign a Time Account Type to the Time Type. Time Accounts are created for each employee who has the Time Type in his or her Time Profile.

Yes

Create an Accrual Rule and assign it to the Time Account Type. Regularly create and run Time Off calendars for the Accrual scenario to create accruals / entitlements on the employee’s time account.Time Type examples: PTO, Vacation, Paid Sick Leave

Yes

Define the Time Account Type with Creation Recurring. Time accounts with yearly validity will be created. Examples: Use up vacation from 2013 by the end of March 2014. For this time account type, you need to do period-end processing every year. This involves creating and running Time Off calendar of Scenario Account Creation and period-end processing to create new time accounts and transfer or forfeit balances.

Define the time account type with Creation Permanent. Time accounts with validity end 12/31/9999 will be created. Employees can use the time off whenever they want. Period-End Processing is not required for these Time Account Types.

NoIs there a policy that determines

by when a balance needs to be used?


Time Account Type

Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Time Account Type

Take Rules

What does it do?

A Time Account Type specifies processing rules, if required, for the following

Accruals (including for Hire and Termination)Account Creation

Period End Processing


Time Account Type – A Closer Look

Processing Options vary depending on :-

1. Accrual Frequency Period – this is how often accruals are created. Options are Weekly, Biweekly, Monthly, Twice Monthly, or Annually2. Account Creation Type – this is whether the employee time accounts never expires (Permanent) or has a Annual validity period (Recurring)

Time Account Type have ‘rules’ which can be attached to the Time Account as part of their processing options, this allows logic based ‘rules’ to :-

1. Create Accruals at appropriate amounts and at appropriate times for a Time Account2. Decide what happens to remaining balances at the end of an annual account validity period (if the time account is recurring)3. Decides what happens to accruals if an employee is hired, if this is different from normal processing, i.e. employee starts part way

through an accrual period4. Decides what happens to accruals if an employee is terminated, if this is different from normal processing, i.e. employee starts part way

through an accrual period – can be the same as the Hire Rule


Time Account Type & Time Accounts

Time Account

Period 1 Period 2 Period n

0

+

-Bal

ance

(H

ours

or

Day

s)

Accrual / PEP Accrual / PEP Accrual / PEP

Time Off Requests Time Off Requests Time Off Requests

Accrual / PEP

Time Type Time Account Type (Recurring)

Time Type Time Account Type (Permanent) Time Account

Period

0

+

-Bal

ance

(H

ours

or

Day

s)

Accrual Accrual Accrual

Time Off Requests Time Off Requests Time Off Requests

Accrual


Rules For Time Account Types

There are 3 main types of rules :-Take Rules

1. Take Rules• Used to enforce limitations of what time can be booked against Time Types

2. Accrual Rules• Used to automatically create Time Account additions based on company policy• Can be specific to Hire and Termination events if required• Can be based on Seniority• Can be prorated based on average FTE in a period• Can be based on organisational or personal attributes (e.g. Legal Entity, Age,)

3. Period End Processing Rules• Used to process remaining balances at the end of an Account Period based on company policy (e.g. Carry Over)


Accrual Rule Examples : Fixed Amount Accruals


Accrual Rule Examples : Seniority Based Accruals


Accrual Rule Examples : Fixed Accrual Pro-Rated by FTE


Accrual Rule Examples : Seniority Based Accruals Prorated By FTE


Accrual Rule Examples : Fixed Accruals With Maximum Ceiling


Period End Processing Rule Examples – Zero Out Balance


Period End Processing Rule Examples – Carry Forward Remaining Balance


Period End Processing Rule Examples – Carry Forward Remaining Balance With Limit


Time Off Calendars

Three types of calendars may be required to be run by an administrator on a periodic basis :-

1. Account Creation2. Accruals3. Period End Processing


The Complete Picture

Time TypeTime Type

Time TypeTime Type


Work Schedule

Time Profile

Time Account Type

Take Rules

Accrual RulesPeriod End

Processing RulesHire

RulesTermination

Rules

Time Account

Time Off Calendar Creation (Account Creation / Accrual / Period End Processing)


Time Off Configuration Workbook

Thank You!


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