Creating and applying business rules to automate Position Data Entry

Objective

After completing this lesson, you will be able to create, manage and assign business rules to automate position data entry.

Propagate Data from Job Classification to Position

Data propagation for job related fields is possible during Position creation and during Position Change. This is achieved through business rule assigned to the Job Code field in Position Object. When Job Code is updated on a position, other related fields like Job Level, Pay grade, will be auto-filled with the information from the Job Code (Job Classification) record.

  • Create a Propagation Rule under Rules for MDF Based Objects Scenario, selecting Position as the Base Object and Evaluate as the purpose. Rule configuration interface for propagating job classifications to positions, defining parameters, variables, and conditions using always true logic.
  • Assign the Rule at the jobCode field in Configure Object Definition→Position→Take Action→Make Correction→jobCode→Details→Rules, and select the rule from the drop down option under External CodeInterface showcasing job code fields, rule configuration details, field criteria, destination fields, conditions, and activation for rule application.

Complete Exercise - Create a Propagation Rule from Job Classification to Position

In this exercise, you will create a business rule to auto-fill data from the Job Classification when creating and managing positions based on the Job Classification data

ExerciseStart Exercise

Steps

  1. Create a new business rule to propagate data from the Job Classification into the Position

    1. Navigate to Configure Business Rules using Action Search.

    2. Select the + to Create New Rule

    3. In the rule scenario category list, expand Metadata Framework and click on Rules for MDF Based Objects rule scenario

    4. In the Rule Name, type Propagate_Job_Classification_to_Position and leave the Rule ID with the same name.

    5. Leave Start Date as 01/01/1900

    6. Select Position, as the Base Object.

    7. Select Evaluate, as the Purpose.

    8. Select Continue.

  2. Add the conditions (IF) and statements (THEN) that will include the business rule. Use the image below to replicate the rule in your instance. Choose Save when finished

    Rule configuration interface setting Position fields (Job Title, Employee Class, Pay Grade, etc.) to corresponding Job Code values.

  3. Assign the Business Rule

    1. Select the "Dot" symbol that appears beside the Rule Name and reads "The rule is not assigned" when hovering over, as shown in the image.

      A rule named Propagate_Job_Classification_to_Position is shown as not assigned, with options to change the associated scenario.

    2. Choose Assign Rule.

    3. Select the first option "This rule can be assigned at the field level for object "Position". You will be redirected to the Position Object Definition.

    4. Select Take Action→Make Correction.

      Note

      Alternatively to steps 4a - 4d, you can navigate directly to Configure Object Definition→Object Definition→Position→Take Action→Make Correction .

    5. Scroll down to the jobCode field and click on Details

    6. Select the rule Propagate_Job_Classification_to_Position under Rules section

    7. Select Done.

    8. Scroll down and click Save to save changes in the Position Object definition.

  4. Test the rule

    1. Navigate to Manage Positions using Action Search.

    2. Navigate to Create New→Position

    3. Select any Job Code and verify the fields included in the Business Rule are auto-filled.

    4. Select Cancel and Don't Save.

Default Values when Creating a New Position

Previously you learned about Data Propagation which will help on auto-filling the Job Classification details into the equivalent fields on the Position object, based on the job code. This rule will trigger when the job code field value changes from "null" or from a different value (rule event type is onChange).

For those fields that are common among positions in the organization, such as FTE, To Be Hired, Mass Position, Position Controlled or Change Reason, and will not propagate from the Job Classification, you can set up a business rule to default values when a new position is being created. This will help on more data efficiency.

Learn how to create a Business Rule to Default Values on Position Creation

Steps

  1. Navigate to Configure Business Rules using action search, and select + to Create New Rule.

  2. Select Rules for MDF Based Objects scenario under Metadata Framework.

    Configuration screen for MDF-based rules detailing name, ID, start date, description, base object, and purpose selection options.

  3. Create the business rule logic (IF - Always True / THEN)

    Rule configuration setting default Position attributes like Mass Position, FTE, Change Reason, and To Be Hired using conditions.

  4. Assign the Business Rule in the Position object Configure Object Definition→Position→Take Action→Make Correction→Rules section and locate the rule in Initialize Rules drop down.

  5. Save changes to confirm the rule assignment under Initialize Rules in the Position object.

Result

Once the rule is assigned, new positions created will be displayed with default values for some common fields (as an example, if most of the positions should be created under the same Legal Entity or Division, Position standard hours is always the same, or many of the positions have a specific Incentive Plan).

Note

An alternative to creating this type of rule would be to use the Default Value option in the MDF Object Definition for every field that we intend to have a default value, so it initializes the new page with the given value, which can be overwritten. However, only the values of fields of Data Types String, Number, Date, Boolean can be assigned as default values using this option.

This rule example is different from the Define Copy-Relevant Position Fields rule scenario, which is related to creating Lower-Level Positions from Position Org Chart, or creating Same-Level Positions from the Position Org Chart, My Team Positions page or Joule AI Assistant.

Default Position Attributes in Position Organization Chart

When Creating Lower-Level or Same-Level Positions from the Position Org Chart, you can default values to copy from the Source Position into the New Position being created, to help on the data entry

Caution

This Business Rule works for Create Same-Level Position and Create Lower-Level Position, but it does not work for the Copy Position function.

The field Parent Position should NEVER be included on the business rule, since it will be derived automatically by the system when creating a New Position, based on the position hierarchy.

Additionally, the rule to Default Position Attributes will also work in the following cases:

  • Create Same-Level Position (Copy Rule) from My Team Positions.
  • Create Same-Level Position (Copy Rule) from the SAP Business AI Assistant (Joule).

Note

The use case Create Same-Level Position (Copy All Fields) does not apply this business rule, but instead will copy all the fields over. More information can be found in the Implementation guide: Use Cases for Employee Central Quick Actions for Positions

Complete Exercise - Modify a Business Rule to Default Position attributes

Your customer would like to make some changes on the existing rule to default position attributes when creating Lower-Level and Same-Level Positions. The business rule should populate the Pay Grade and Incentive Plan values from the Source Position into the New Position.

The existing business rule already takes care of the population of many organization and job-related fields in the Position, as seen on the exercise about Quick Action Templates, with the exception of the Position and Job Title, that might be unique for the new position.

Note

The simulation included in this exercise shows how the business rule is created from scratch and assigned to the Position Management Settings.
Example of the existing business rule in the instance to default position attributes from source to target position.
ExerciseStart Exercise

Steps

  1. Modify the existing business rule to Default Position Attributes.

    1. Navigate to Configure Business Rules from the Action Search.

    2. Search for the following rule: Default_Position_Attributes. Notice the rule is already assigned.

    3. Open the business rule and select Insert New Record.

    4. Enter today's date as the Effective Date, and select Proceed.

    5. On the Then section, select Add Expression, and add the following:

      • Set New Position.Pay Grade to be equal to Source Position.Pay Grade
      • Set New Position.Incentive Plan to be equal to Source Position.Incentive Plan

    6. Select Save to save your changes.

Complete Exercise - Create a Same-Level Position from the Position Org Chart

In this exercise, you will Create a Same-Level Position from the Position Org Chart to test the business rule that you created previously.

Note

As you learned previously in this course, the creation of a Same-Level Position could be also completed using My Team Positions page, or via SAP Business AI Assistant (Joule). However, the total number of fields that can be edited using Quick Actions cannot be more than 8. For more information, review Unit 3 of this course or check the Implementation guide: Employee Central Quick Actions for Positions

Your customer is expanding their Sales Operations globally, and they need to create a new Position: Sales Director, Europe, based in Germany, and will have the same position attributes as the Sales Director, NE – Marcus Hoff, except for the company, location, job and position title, and TBH.

ExerciseStart Exercise

Steps

  1. Create Same-Level Position from the Position Org Chart

    1. Navigate to Position Org Chart from Home→Company Info

    2. Leave the first dropdown option to Search By: Positions and Search for Sales Director, NE on the second dropdown option.

    3. Select the position DIR_SALESNE to open the Position Key Information.

    4. Locate the Actions menu, and select Create Same-Level Position from the available options.

    5. Add the following details (leave other field values not included in this table as-is):

      FieldValue
      Position CodeDIR_SALESEU
      Position TitleSales Director, Europe
      StatusActive
      Start DateSet to today's date
      To Be HiredYes
      Standard Weekly Hours38
      Incentive PlanIndividual
      Onsite / RemoteOnsite Position
      Job TitleSales Director, Europe
      CompanyAce Germany (ACE_DEU)
      LocationFrankfurt, Germany (GER_FRA)

    6. Can you see the fields included in the Business Rule auto-populated? The Default Position Attributes rule should trigger when creating the position and before saving changes.

    7. Verify how the Parent Position is automatically assigned based on the new position's hierarchy.

    8. Save changes and close the Position record to go back to the Position Org Chart.

    9. The new position is displayed.

Summary

  • The business rules to automate Position Data entry, include the data propagation from Job Classification to Position, defaulting values on position creation, or default position attributes when Lower-Level or Same-Level positions are created from the Position Org Chart.
  • The position MDF object has a Default Value option which could be used as an alternative to the business rule to default values on position creation. However, not all the field types are supported with this option.
  • The business rule to default position attributes does not work for the Copy Position function. Additionally, the Parent Position field should never be included on the business rule, since the field value will be determined from the Position Hierarchy.
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