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Workflow & Event Derivation Workshop

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2 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Agenda Workflow Key Principles Workflow Process Workflow Configuration Event Derivation

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Workflow Key Principles 3

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4 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles It is possible to trigger workflow from the following pages Add New Employee Take Action Personal Information

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5 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles

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6 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles From Update Employee Records page, workflow can be triggered for any of the following transactions Change of Job and Compensation Information Spot Bonus Employment Details Manage Leave of Absence Terminate

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7 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles Workflow can be configured for any of the transactions

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8 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles From Personal Information page, workflow can be triggered when National Id Information is changed Personal Information attributes: first name, last name, marital status are changed

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9 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles For each workflow, several approvers, contributors and CC roles can be involved Approvers receive notification and must approve or send back the change request Contributors receive notification whenever request is processed and can enter comments CC Roles receive notification once the transaction is fully approved Initiator is notified when the request is approved or sent back

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10 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Key Principles Sample of notification

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Workflow Process 11

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12 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Once the transaction is submitted, a pop up window provides list of approvers Initiator can add comment Clicking on the link shows the list of approvers, contributors and/or CC roles

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13 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process List of approvers and contributors

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14 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Notification is sent to the 1st approver and to contributors Clicking on the link takes the approver to the approval page

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15 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Outstanding approval requests appear on the home page of the approver Clicking on the link takes the approver to the approval page

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16 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Alternatively the Pending Requests page also shows requests that require approval Requests pending user approval Requests initiated by user Requests for which user is contributor Requests approved by user, pending other approvals

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17 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Approver can approve, send back, and / or add comments ApproveSend Back If approved, notification is sent to next approver, initiator and contributors If sent back, notification is sent to initiator and contributors. Initiator can then change the request and re submit If only comments are posted, notification is sent to contributors and next approver

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18 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Approver can view comments from contributors and/or other approvers Comments from approver Comments from contributor

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19 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process With appropriate permission, an authorized user reviewing Employment Information can be informed a request is pending approval Clicking the link takes the user to approval page

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20 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Once the request has been approved by all approvers, initiator, contributors and CC Roles are notified and the change becomes effective Change is effective in Job History

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21 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Administrator can review requests Requests can be selected based on criteria

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22 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Process Administrator can modify the approval chain or decline the request Administrator can Lock Down the request, Add Another Approver, Change Approvers, Remove Approvers, Route the Request to another step or Decline

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Workflow Configuration 23

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24 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration For changes that need to go through workflow process Conditions that trigger the workflow need to be defined Approval / contributor chain needs to be defined Notifications can be customized

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25 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Example of conditions Marital status is changed Cost center is changed Leave of absence is entered New employee is added with event reason = new position

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26 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Number of steps and approvers need to be defined Approval chain can be a combination of the following roles Role : Employee, Employee Manager, Employer HR, Employee 2 nd Manager Dynamic Role : approver is determined based on data of the employee for which workflow is triggered Dynamic Group: group of users

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27 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Contributor can be A Role, a Dynamic Role, a Dynamic Group or a given Person CC Role can be A Role, a Dynamic Role, a Dynamic Group, a given Person, an External Email

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28 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Approval Chain Step = Approver Contributor gets notified CC Role gets notified once request is approved

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29 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Dynamic Role If change is entered for an employee working in Operations and Department Head is part of approval chain => Carolyn Bliss is the approver

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30 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Dynamic Group Anyone from Talent Management Department can approve

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31 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Person and External Email Person must exist in Employee Central records External Email

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32 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Workflow Configuration Notifications can be customized : Admin Tools -> Company Processes & Cycles -> Company Settings -> E-Mail Notification Templates Settings Notification subject and content can be modified

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Event Derivation 33

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34 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Event Derivation When changing Job Information or Compensation Information from Update Employee Records page, 2 options are offered User selects event and event reason The system determines event / event reason based on changes that are entered User needs to select Event and Event Reason

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35 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Event Derivation Event and Event Reason are not available. Event and Event Reason are derived by the system based on changes entered

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36 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Event Derivation Cost Center is changed When transaction is submitted => The system detects that Event Reason = Cost Center Change

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37 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Event Derivation Once the request has been approved by all approvers, the record is created in Job Information with appropriate event reason Event Reason is Cost Center Change

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38 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Event Derivation If Event Derivation is implemented Customer must define rules that will determine which event / event reason is applied based on changes entered by the user Samples of rules Cost center is change => Event = Data Change, Event Reason = Cost Center Change Job Code is changed and Pay Grade is higher than previous one => Event = Promotion, Event Reason = Merit Legal Entity is changed and country of Legal Entity is changed => Event = Transfer, Event Reason = International Transfer NOTE: Event Derivation is independent from Workflow

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39 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Summary In summary the customer must determine the changes that need to go through approval workflow the conditions that trigger the workflow (configuration) the number of steps and approvers for each workflow (Foundation Data - Workflow) who are the approvers for each step (Foundation Data Dynamic Role / Workflow Group) the Event and Event Reasons corresponding to the changes that are entered through self service (Foundation Data Event Reason) If event derivation is implemented The derivation rules must be defined (configuration)

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40 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved. Questions ?

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Thank You 41 SuccessFactors Proprietary and Confidential 2012 SuccessFactors, An SAP Company. All rights reserved.