Describing the Concept of Roles

In SAP SuccessFactors, the concept of Roles can be understood in different manners depending on where they are used in the application:

1. Standard Roles exist to define the relationship between users: This is coming from the employee data.
2. Roles are used to manage security with Role-Based Permissions: Role-Based Permissions (RBP) is a system used to maintain one of the security layers in the system. This dynamic method of assigning permissions uses Permission Groups and Permission Roles. For example, when an employee is promoted to a manager, the change is made in the user data (either imported or manually). The employee would automatically be assigned all the special permissions a manager should have. There is a complete audit history of all changes made to a group or role. Role-Based Permissions are designed so that users will match more than one role.

   As a best practice, we recommend configuring roles by starting with the most generic role, as in All Employees Role, and casting the net as wide as possible to include all the permissions given to everyone.

3. Job Roles in Job Families are used for competency mapping: In SAP SuccessFactors, competencies can be mapped to specific job roles and grouped into job families. Job roles describe the different job types included in a job family.

Roles are used in the SAP SuccessFactors Suite to define permissions and to designate workflow. These roles can be used in Performance Management (PM), Goal Management (GM), 360 Reviews, Career Development Planning and Mentoring (CDP), Compensation, etc.

The employee is central, and roles are defined in relation to the employee. Some examples:

• Employee (E) – all employees that work for an organization
• Manager (EM) – an employee that has direct reports
• Matrix Manager (EX) – Matrix manager is used to define a dotted-line manager relationship. This role can be displayed in the organization chart.
• HR Manager (EH) – a human resources representative
• Other roles can be used in specific processes, such as the Second Manager (EA), the Custom Manager (EC), etc.

• Standard Roles define user relationships based on employee data (e.g., Employee, Manager, HR Manager, Matrix Manager).
• Role-Based Permissions (RBP) dynamically assign permissions using Permission Groups and Roles, with a complete audit history.
• Start with generic roles like "All Employees Role" to ensure broad, inclusive permissions coverage.
• Job Roles in Job Families map competencies for grouping job types within organizational structures.
• Roles facilitate permissions and workflows across modules like PM, GM, 360 Reviews, CDP, and Compensation.