Employee Central Presentation

Agenda What is Employee Central ? Employee Data Referential Data Events & Workflow Processes Permissions

Purpose of the Workshop Get Familiar with Employee Central features Define high level scope of the project

What is Employee Central?

What is Employee Central ? Basic definition Employee Central is a Human Resources Management System that enables to collect & manage: Personal Information: data linked to the person (which does not depend on job or company) Employment Information (life in the company) mainly job and compensation from hire to termination

What is Employee Central ? Personal information Effective Dated Personal Info Effective Dated Address

What is Employee Central ? Job information Organization Information Job Information

What is Employee Central ? Compensation information Generic Compensation Information Multiple Pay Components

What is Employee Central ? Effective dated & event driven Every change to job or compensation information is recorded with the corresponding date An event describes the change that is recorded promotion transfer termination …

What is Employee Central ? Effective date & event

What is Employee Central ? Workflow validation Changes of Personal Information*, Job Information, Compensation Information can go through approval workflow * Workflow available only for change of Name, Marital Status, or National Id

What is Employee Central ? Referential data It is possible to define referential data such as organization structures (legal entity, business unit, department…) job classification pay structures The list of values is then proposed in employee records ensure consistency of data enable to default some data at employee records level (e.g. standard hours defined for job classification automatically populates standard hours of employee)

What is Employee Central ? Propagation of referential attributes Job Title defined for Job Classification is propagated at Job Information level

What is Employee Central ? Permissions Granular permissions can be defined Who can see what: personal information, job information, compensation information Who can change what: personal information, job information, compensation information What kind of changes can be done: address change, job change, salary change … Which employees can be managed by each user (HR in Germany can only manage employees based in Germany)

What is Employee Central ? Key Employee Central Components Core HR data management Personal information Employment information Referential data Self Service Approval workflow for employment or personal information changes Permissions Reporting

Questions ?

Employee Data

Data Definition Data to be managed needs to be defined: Which attributes are recorded in Personal information, Employment information, Referential data For each « structure » Standard attributes are delivered by SuccessFactors Custom attributes can be configured based on customer needs Country specific attributes can be configured One attribute can be Hidden, view only, editable

Personal Information

Employee Data Personal information is effective dated Standard Attributes Country Specific Attributes

Employee Data Biographical information non effective dated Standard Attributes Custom Attributes

Employee Data Address information is effective dated multiple types of addresses format can be defined per country Address Type Address Format

Employee Data Contact information Contact information: Phone, Email, Social Account non effective dated

Employee Data National Id Information non effective dated can be tracked for multiple countries, multiple types per country format can be defined and validated Format Type

Employee Data Emergency contact and dependents Primary emergency contact non effective dated Dependents effective dated

Employee Data Other Personal information Work permit info non effective dated, with attachment capability Direct deposit non effective dated

Employment Information

Employee Data Job information Organization information part of Job information structure is effective dated stores information like department, business unit…

Employee Data Job information part of Job information structure is effective dated stores detailed job information like job code, working hours, FTE…

Employee Data Job information The country of the Legal Entity determines which country specific attributes are exposed in Job information UI* Country of Legal Entity = Switzerland Country Specific Attribute * As well as in Compensation information and Employment details

Employee Data Job information – Position Management When position management is activated, the employee can be assigned to a position in Job Information Information on positions and jobs can be synchronized Employee inherits from Position attributes

Employee Data Job relationships defines relationships with HR Manager, Matrix Manager…(apart from direct manager) is effective dated multiple relationship types can be defined

Employee Data Compensation information houses multiple elements of an employee’s pay structure: generic compensation information like pay group, pay type, as well as calculated fields like Compa Ratio and Range Penetration recurring elements like base salary, housing allowance target payments like bonus target (which is also recurring element) non recurring elements such as one time bonus captures the currency, amount and pay frequency for each pay component multiple pay components can be grouped into one pay component group in order to calculate total earning opportunity

Employee Data Compensation information Generic Compensation Info Calculated Fields Recurring Pay Component

Employee Data Employment details non effective dated

Employee Data Termination information non effective dated

Employee Data Global assignment enables to manage expatriates employment data is maintained in home and host assignments multiple future dated global assignments can be recorded

Employee Data Global assignment Global assignment details It is possible to display either home or host record

Employee Data Requirements definition For Personal and Employment Information, the customer must determine The sets of data that will be stored The countries that will be supported The specific features that will be managed: position management, global assignment For each structure which standard attributes are used which custom attributes should be added if country specific attributes are needed The detailed definition of each attribute label, type (date, text, …), maximum length if the attribute is required if a picklist should be associated to the attribute if the value can be defaulted from a Foundation Object

Referential Data

Referential Data Referential data some attributes in Employee Records refer to referential data called Foundation Objects use of referential data ensures consistency and facilitates reporting Foundation Objects include Organization, Job and Pay structures attributes defined in referential data can be automatically propagated or defaulted in employee records relationships can be built between Foundation Objects

Referential Data Organization structures legal entity, division, department, cost center, business unit, location, location group, geozone

Referential Data Organization structures Legal Entity Business Unit Department Cost Center Organization structures relationships to be built depend on the customer internal organization filters will be automatically created

Referential Data Job classification attributes defined at job classification level can be propagated to employee records: e.g. job title and job level automatically defaulted in employee records when the job code is selected

Referential Data Country Specific Attribute

Referential Data Position Attributes that qualify the position can be defined in Position Objects

Referential Data Payroll structures pay range, pay grade, pay group, pay component, pay component group, pay calendar

Referential Data Payroll structures stores all elements that the company pays to employees base salary, bonus target, car allowance for each pay component, the customer needs to define if it is a recurring or one time pay if recurring, the frequency if paid as absolute amount or percentage if percentage, what is it based on is it earning or deduction is actual pay or target

Referential Data

Referential Data Requirements definition For Referential Data, the customer must determine The Foundation Objects that will be used The countries that will be supported For each structure which standard attributes are used which custom attributes should be added if country specific attributes are needed If relationships need to be built between Foundation Objects The detailed definition of each attribute label, type (date, text, …), maximum length if the attribute is required if a picklist should be associated to the attribute NOTE: Foundation Objects need to be configured first. Referential data should be loaded first.

Events & Workflow Processes

Events Changes entered in employee records are identified by an event Hire, re hire, termination, transfer, promotion … In Self Service, it is possible to let the system determine the applicable event based on data changes (the user is not requested to enter any event in this case) The data changes corresponding to each event need to be defined a promotion is a change of job code a transfer is a change of department or a change of business unit Event Condition 1 Condition 2 Condition 3 Rule Transfer Department is changed Business unit is changed The transaction is considered as a “transfer” if department is changed or business unit is changed

Workflow Processes Workflow processes are defined by number of validation steps how many approvers are needed who are the approvers ? Manager, HR, financial controller, a group… conditions that trigger the workflow which data change/event necessitates workflow validation content of email notifications

Workflow Processes Through Self Service

Workflow Processes Approval chain

Events & Workflow Processes Requirements definition The customer must determine the changes that need to go through approval workflow the conditions that trigger the workflow the number of steps and approvers for each workflow who are the approvers for each step the notification details the event corresponding to the changes that are entered through self service

Permissions

Permissions Role Based Permission Concept Granted Users Role Target The role defines access to data and functionality Roles are granted to groups of users (left circle) Granted users may perform the role on target users (right circle) Groups can be dynamic to automate assignment of permissions Administrators can define many roles

Permissions Example Role Name: HR Role Permissions: Change Employees Job and Compensation Information USA Employees HR Granted Users Permission Role Target Users DEU HR Role

Permissions Example Role Name: Manager Role Permissions: View Job and Compensation information Team, All Levels USA Managers Granted Users Permission Role Target Users 2 Levels DEU Manager Role

Permissions Users, roles, and permissions need to be defined Local HR can change job / compensation information for employees based in their region Managers can see job / compensation information for employees in their team

Permissions Requirements definition High level scope What the various roles that are needed Which permissions should be granted to each role What is the target population for each role

Questions ?