Managing Employee Records

One of the organizations' most basic transactions in SAP SuccessFactors Employee Central is adding a new employee. When an organization implements SAP SuccessFactors Employee Central, existing employees are migrated to the system using an import. However, once the system is live, new employees could be added through the Hire Wizard.

There are several ways to launch the hiring template.

Two of the most common are:

• Use the Add New Employee button on the Org Chart.

• Navigate to Admin Center → Add New Employee tool.

The hire template can be customized based on your hire process.

The standard New Hire Process has four steps. These steps are system-defined:

• Identity: The user completes the fields for the new employee’s name, biographical information, and national ID. The user also sets the hire date and the new employee's company.
• Personal Information: The user fills in the fields for the new employee’s home address, contact numbers, etc. This information is displayed on the new employee’s file under the Personal Information section.
• Job Information: The user completes the fields for the new employee’s organization, manager, job code, etc. This information is displayed on the new employee’s file under the Employment Information section.
• Compensation Information: The user fills in the fields for the new employee’s salary, bonus, etc. This information is displayed on the new employee’s file under the Employment Information section.

During the first step of the process, the system automatically checks whether the new hire is an existing employee. If a match is found, a pop-up window prompts you to synchronize with the existing person in the system.

Depending on the administrator's permissions, the user has the option to select one of the re-hire variants: Accept Match and rehire and use former data, or Rehire with new employment. The user may also now be rehired with a new User ID, keeping the User ID of their previous employment record unchanged.

After completing all four steps of the new hire process, the user clicks Submit. Typically, an approval workflow is started.

The administrator who created the new employee record can view the Approval Chain. Once all approvers accept the change, the new employee is added to the system.

If you would like a check to search for existing active/inactive employees during the New Hire process, your implementation consultant can configure it according to your preferences. This check is based on the Hire/Rehire Configuration Foundation Object. You can decide which validation combinations should be used and if you want to use the rehire's existing personal, job, or compensation information. If you decide to make no changes, the system behaves as before using the existing check.

Changing company (particularly cross-countries) can cause problems in areas such as Payroll (as most payrolls/countries do not tolerate company changes), GDPR (as conflicting retention times might not be served), and Data Protection (as companies want to shield the employee’s history from the new manager).

Customers can require a termination and rehire on a new employment with any company change in the system. This configuration is optional.

Customers can flexibly configure the hiring process to cater to the different needs of your workforce. You create templates where you specify only the blocks needed for the type of employment you are hiring for, meaning that you can add, remove, and rearrange the order of the blocks and add standard and custom MDF objects to the configuration. This gives you the ability to add custom content while hiring.

The Hire Template Foundation Object allows admins to customize their hiring process to fit their needs by only having those needed blocks and allowing custom MDF objects.

The Manage Pending Hires tool allows you to complete the hiring process started in SAP SuccessFactors Employee Central, Recruiting, and Onboarding from a single interface. This streamlines the process and enhances productivity. The tool helps track the approval workflow by displaying the status of pending approvals and directly showing the approver's status on the page. This feature lets users quickly identify the current status and determine if any action is required.

The user records in Manage Pending Hires are classified into:

• Drafts - any saved drafts using the Add New Employee allowing you to pick up where you left off easily.
• Recruiting - for candidates coming from Recruiting.
• Drafts (Recruiting) - for Recruiting candidates in the draft stage.
• Onboarding - for candidates coming from Onboarding.
• Drafts (Onboarding) - for Onboarding candidates in the draft stage.
• Drafts (Contingent Worker) - for contingent worker candidates in the draft stage.

When SAP SuccessFactors Recruiting and Onboarding solutions implement Automatic Hire for the regular hire process, new hires are added as employees to the system without manual intervention. The new hires aren't visible in the Manage Pending Hires unless there was an issue with the automatic hire, such as missing data required in Employee Central.

Employee Central allows users to terminate employees and redistribute their direct reports to other managers within the organization. This feature makes the transition quick and easy.

It is possible to terminate employees directly from the All Actions menu, provided the correct Role-Based Permissions have been granted.

The termination (End Employment) screen allows the user to specify end dates, termination reasons, and whether or not that person is eligible for rehire. You can also deactivate the person's position if position management is turned on.

If the employee being terminated has direct reports, there are several options for redistributing these reports. You can send all of them to the upper manager or a separate manager, or you can individually redistribute employees.

The system will automatically deactivate the terminated user based on the last date worked as long as all approval processes are completed beforehand.