Configuring Employee Data

Objective

After completing this lesson, you will be able to describe the user data file and its relationship to the Variable Pay background element.

The User Data File

The user data file is used similarly to how it is used in the SAP SuccessFactors Compensation module.

User Data File

The Variable Pay form uses the employee’s first and last name. Data can be added as a custom field on the Variable Pay Entry-Level Section using Column Designer. Columns can be included in the Bonus Plan Payout Reports. Links to the employee history data file on the User ID.

Uploading User Data File

  1. Navigate to Admin Center.

  2. Select Update User Information.

  3. Select Import Employee Data.

    A dashboard titled Update User Information lists tasks like adding new employees, importing data, and managing groups, with a red arrow highlighting Import Employee Data.

  4. Choose Basic Import→Browse→select UDF file→Import.

    Image of an import screen with fields for selecting an entity and file, encoding, and locale, with date format set to MM/dd/yyyy. Red arrow pointing to entity dropdown showing Basic Import.

Note

Choices can vary depending on the version of the instance being used.

Data Protection and Privacy Features

With the Q1 2018 release, several new data protection and privacy features have been made available to our customers and some existing features have been enhanced. The data protection and privacy features include, for instance, the ability to report on personal data changes and the capacity to report on all the data subject’s personal data available in the application.

Customers also have options to configure data retention rules at country level for active and inactive employees that permanently purge personal data from SAP SuccessFactors applications.

It is the customer’s responsibility to adopt the features that they deem appropriate. More information can be found on the SAP Help Portal: https://help.sap.com/cloud4hr.

Modify the Background Element

The background element is an XML element in the data model that defines the fields in the employee history data file.

Each Variable Pay plan must be associated to one background element but it is not required to create a background element for every variable pay plan. A new background element for variable pay has to created only if customer-required fields have changed. In which case, the data model can have multiple variable pay background sections. To know which background section is used for the plan, navigate to Plan Setup→Settings→Background Section ID.

When creating the background element, the ID MUST begin with varPayEmpHistData and then add a suffix to identify a specific program. For example: varPayEmpHistDataIncentivePlanA

The order of the XML fields must match the column order in the employee history data file.

The XML template is then uploaded into Provisioning.

HTML code snippet for variable pay history with labels and required start date field attribute.

Background Element <data-field> Attributes

  • ID – Unique field identifier that must match the employee history data file heading exactly (case sensitive).

  • Hidden – True/false value that hides the field from the Employee History Data section.

Reserved/Required ValuesAvailable Customer Values
varPayEmpHistData — Background Element IDText Fields — vfld-vfld4, vfld6–vfld11 (20)
startDate — startDateFloat Fields — ffld2–ffld4 (8)
endDate — endDateInteger Fields — ifld1–ifld4 (8)
varPayProgramName — vfld5Date Fields — dfld1–dfld3 (3)
basis — ffld1 
Assigner ID — vfld13 (used for assigner based functionality, admin who created Performance Management form) 
Local Currency code — vfld14 
Record type — vfld15 (used for EC-integrated plans) 

Employee History Data File

  • Fields are used for eligibility rules and goal achievement assignment.

  • Fields are defined in the Variable Pay background element XML.

  • The field order must match the field order in background element XML.

  • Column headers must match the data-field id in the Variable Pay background element (case sensitive).

A spreadsheet with columns: UserId, varPayEmpHistDataMedia, startDate, endDate, varPayProgramName, jobTitle, jobGrade, jobLocation, businessUnit, division, salary, tgtPct, basis. 12 data rows.

If an employee’s data changes during the plan period, then they can have more than one row of data (Assignments), such as that of rmaxx assignment change from Corporate to AudioVideo business unit.

Create a Background Element

ExerciseStart Exercise

Business Example

You must create a variable pay background section in the Succession Data Model specific to Protech's requirements.

Steps

  1. Export the Succession Data Model.

    1. Log in to Provisioning.

    2. Navigate to Company Name→Succession Management→Import/Export Data Model.

    3. Select Export File (Select 'Save' not 'Open').

    4. Open using an XML editor.

  2. Add the background section to the data model.

    1. After the closing tag of "varPayEmpHistData"</background-element>, add code as follows:

      Code Snippet
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      <background-element id="varPayEmpHistDataProTech" type-id="24">
    <label>Variable Pay History Data</label>
    <data-field id="startDate" field-name="startDate" required="true" max-length="999" max-file-size-KB="1000">
      <label>Start Date</label>
    </data-field>
    <data-field id="endDate" field-name="endDate" required="true" max-length="999" max-file-size-KB="1000">
      <label>End Date</label>
    </data-field>
    <data-field id="varPayProgramName" field-name="vfld5" required="true" max-length="4000" max-file-size-KB="1000">
      <label>Variable Pay Program Name</label>
    </data-field>
    <data-field id="jobTitle" field-name="vfld1" max-length="4000" max-file-size-KB="1000">
      <label>Job Title</label>
    </data-field>
    <data-field id="jobGrade" field-name="vfld2" max-length="4000" max-file-size-KB="1000">
      <label>Job Grade</label>
    </data-field>
    <data-field id="jobLocation" field-name="vfld3" max-length="4000" max-file-size-KB="1000">
      <label>Job Location</label>
    </data-field>
    <data-field id="unitLevel" field-name="vfld4" max-length="4000" max-file-size-KB="1000">
      <label>Unit Level</label>
    </data-field>
    <data-field id="division" field-name="vfld6" max-length="4000" max-file-size-KB="1000">
      <label>Division</label>
    </data-field>
    <data-field id="salary" field-name="vfld7" max-length="4000" max-file-size-KB="1000">
      <label>Salary</label>
    </data-field>
    <data-field id="tgtPct" field-name="vfld8" max-length="4000" max-file-size-KB="1000">
      <label>Target Percent</label>
    </data-field>
    <data-field id="basis" field-name="ffld1" max-length="999" max-file-size-KB="1000">
      <label>Target Amount</label>
    </data-field>
  </background-element>

    2. Save XML and use version control, as necessary.

  3. Import the Succession Data Model.

    1. Log in to Provisioning.

    2. Navigate to Company Name→Succession Management→Import/Export Data Model.

    3. Select Browse to search for a file in the local drive.

    4. Select Submit.

  4. Link the background section to Variable Pay plan (program).

    1. Log in to your instance.

    2. Navigate to Compensation Home→Protech Bonus Plan→Plan Setup→Settings.

    3. Select varPayEmpHistDataProTech as the Background Section ID.

    4. Click Save.

Relationship of the Background Element to the Employee History Data File

Let’s look at required field relationships.

  • varPayEmpHistData — Variable Pay background element ID

  • Start/End Dates — Dates of the assignment

  • varPayProgramName — The exact name of the Variable Pay program

A comparison of a spreadsheet's data fields with a form's HTML structure, highlighting matches for UserId, startDate, endDate, and varPayProgramName using colored lines.

Employee History: Customer Defined Field Relationship

Custom Formula for Basis:

  • If the customer does not calculate the basis and needs the system to calculate, a formula must be defined on the Settings page of the UI.

  • The basis field in the data model and employee history data file is still required, but can be blank in Employee History.

Screenshot of a configuration screen. Selected option: Custom formula. Formula field contains tgtPct*salary/100. Dropdown below labeled Use a field is set to salary [Salary].

Fields to be used in the custom formula must be defined as ffld or ifld fields. "tgtPct" and "salary" cannot be used for a custom formula because they are "vfld" fields. The system calculates and populates the basis in the Employee History Editor, based on the defined formula.

Note

Commas and percent symbols cannot be used with float fields or integer fields, so they must be changed in the image on the previous slide as well. See the Data Integration document for more details on employee history data file requirements.

Configuration of the Employee History Data File

To add new fields to the background element:

  1. Export the data model from Provisioning.

    Whenever modification is required, observe proper version control to avoid data loss.

  2. Copy an existing <data-field> block and change the ID to match the header name in the employee history file.

  3. Determine the field type (text, integer, float, or date).

  4. Import the data model back to Provisioning.

  5. Add the column in employee history import which corresponds to the background element field. Make sure that the columns are in proper order.

Note

When variable pay is enabled in any demo instance, background elements are typically added to the data model. You can use this as the baseline in configuring your customer requirement.

Employee History Data File: Import

  1. Log in to the SAP SuccessFactors instance.

  2. Navigate to Compensation Home and select the Variable Pay program.

  3. Go to Plan Setup→Manage Users→Import Employee History→Browse, select the employee history data file, and then select Import.

For RBP instances, the system does a target population check and only import records for employees in the admin’s target population.

Import Employee History screen showing options for file selection, locale, and character encoding. Includes checkboxes for importing employee records, deleting records, and updating forms.
  • Import file contains employee history records for all employees – Select this option if your import file contains assignment records for all employees.

    • If employee history already exists, the system updates any changes in user assignments.

    • If a history record exists in the system but it is not included in the import file, the record is deleted from the system.

      Example: The system contains history records for three employees (E1, E2, E3) but the import file has only two employees (E1, E2). The data for two employees is updated and the third employee (E3) is deleted from the system.

  • Delete all existing records prior to importing new data – use for complete overwrite.
  • Do not update completed forms:
    • Selecting this option will not import employee assignment records that are already present on a completed form.
    • For employees with multiple assignments, only those assignment records will be imported that are not already on a completed form.

      Example: An employee (E1) had three assignments (A1, A2, A3). Both assignments A1 and A2 are already on a completed form. Then, only assignment A3 is imported into the system. Assignments A1 and A2 are not updated.

Employee History Data File: Import Job

An Employee History Import job can be set up in Provisioning→Manage Scheduled Jobs to autoimport or update employee history records.

Options when setting up the import job can be selected as described previously. In addition, you can select options to autocalculate the bonus and update existing forms when the job is complete.

Import success/failure e-mails are sent to the job owner and any other users identified on the job setup.

This action increases security, decreases administrative burden, and is especially useful for large organizations with many records.

Employee History Import job type with checkboxes for import options: include all employee records, delete prior records, no form updates, launch bonus job, and update forms after import.

Employee History Data File: Editing

Navigate to Plan Setup→Manage User→Edit Employee History.

In the History Editor Search, enter search criteria and select Search. If results are returned, then the import was successful.

If the History Editor Search does not return results, check if the Detailed Reporting permission has been granted.

Make sure that the employee history data file has the correct background element ID and Variable Pay program name.

History Editor Updates – Recommended Process

  1. Choose Export Data from the Edit Employee History screen. Choose whether you want to export First and Last Names.

  2. Open the exported file. The #EmpHistoryI Id (systemID) column is required – do not delete it.

  3. Make changes as needed. If deleting a record, enter a Y in the Delete column.

  4. Delete the First Name, Last Name, and Status columns (if they exist) before import.

  5. Browse for the updated file and choose Import Data. The History Editor performs an update only (not replace or add).

    Edit Employee History interface with options for locale and character encoding. A Browse button and an Import Data button, marked as step 5, are available for importing data.

Employee History Data File: Editing Employee Information

  • Search for the employee.

  • Select the checkbox next to the Employee Name.

  • Update the desired fields.

  • Choose Update Selected.

  • Choose Delete Selected to delete the record.

  • To completely remove all records, choose Delete All Records for the Program.

A user interface for managing employee records with columns for user ID, name, status, dates, job title, grade, and location, featuring buttons for various data operations at the top.

Employee History Data File: Add a New Record

To add a new record, choose Add New. If you reimport the employee data file, it overwrites one-off changes made in the History Editor. You must recalculate the bonus and runt he update processor (both described on other sections of this training) after changes are made.

Note

With the History Editor, it is possible to make one-off changes directly in the editor. However, it is not recommended.

The Employee History Validation Report

You can use the Employee History Data Editor or the Employee History Validation Report to validate the data.

Employee History Validation Report

To find validation reports, navigate to Plan Setup→Validation Reports.

Screenshot of 2009 Annual Incentive Plan. Tabs: Plan Setup, Manage Worksheets, Complete Compensation Cycle. Highlighted: Validation Reports. Employee History has a red circle around it.

Employee History Validation Report: Shortcut

A shortcut is available on the Employee History Import screen.

Screenshot of 2009 Annual Incentive Plan page. Features include options to import employee history by selecting file name, locale, and encoding. Validation tests and help links are also present

Run the Employee History Validation Report

Navigate to Plan Setup→Manage Users→Import Employee History→Employee History Validation Test link. Select the currency in which you want the report data to populate (for multicurrency templates) and whether you want the First and Last Name to display. Choose Submit Report Request and a report is scheduled.

A report request form with fields for report name and currency view and a checkbox to include employee names; buttons to submit report request and close form.

The report creates a CSV export of the employee history data file. It is used for troubleshooting data issues (such as a comma in the basis field). It contains the employee history data file column headers and the Variable Pay background element field.

Screenshot of a spreadsheet showing employee data, including user ID, program name, job title, region, business unit, division, salary, and job grades, with values in different columns and rows.

Import Employee History Data

ExerciseStart Exercise

Business Example

You must import the employee history data file for Protech. Use the files in the Master Configuration .zip folder to create the employee history data.

Steps

  1. Create the employee history data file.

    1. Open Pro_Tech_Empl_Data.xls.

    2. Open Employee_History_Data_File_v1.0.

    3. Transfer the necessary information from Pro_Tech_Empl_Data.xls to Employee_History_Data_File_v1.0. The first employee history record has already been created for you to follow.

    4. Save the file in your local drive.

    5. Make sure that the employee history data file columns are exactly the same order as that of <background-element id="varPayEmpHistDataProTech" type-id="24">. Discrepancies in the field order, case, and spaces result in an import error.

  2. Upload the full employee history data file.

    1. Navigate to Plan Setup→Manage Users→Import Employee History.

    2. Select Choose File to search for the file in your local drive.

    3. Select Import file contains employee history records for all employees.

    4. Select Import.

  3. Check if the file has been successfully uploaded.

    1. Navigate to Plan Setup→Manage Users→Edit Employee History. Select Select users.

      Employee history records should be visible on the user interface.

  4. Change Wilma Sown's employee history record.

    1. Select the wsown1 record.

    2. Enter 195,000 as the new salary and 19500 as the new target amount.

    3. Select Update Selected.

Edit a Background Section

Business Example

Protech does not want the Job Location to be displayed on the form, but they want it to appear on the reports. They also want Country to be added on the employee data history section after the target percent. You must modify the fields in the data model.

Steps

  1. Add fields to the background element in the data model.

    1. Log in to Provisioning.

    2. Navigate to Company name→Succession Management→Import/Export Data Model→Export file.

    3. Select Submit. Open the file with an XML editor.

    4. Search for varPayEmpHistDataProTech.

    5. Add a hidden attribute to jobLocation, as follows:

      Code Snippet
      1
      <data-field id="jobLocation" field-name="vfld3"  max-length="4000" max-file-size-KB="1000">

    6. Add the country field after target percent, as follows:

      Code Snippet
      123
      <data-field id="country" field-name="vfld9" max-length="4000" max-file-size-KB="1000">
   <label>Country</label>
  </data-field>

    7. Save the file and use version control, as necessary.

  2. Import the data model.

    1. Navigate to Company name→Succession Management→Import/Export Data Model→Import file.

    2. Select Browse to search for the file in your local drive.

    3. Select Submit.

  3. Add country in employee history data.

    1. Display all history records. Navigate to Plan setup→Manage Users→Edit Employee History→Search Users.

    2. Use Select All→Export Data to download all history records.

    3. Insert a country column in the file.

      You might need to delete some columns from the exported file. Follow the column order in data model. Column headers are case and space sensitive.

    4. Upload history records.

Summary

  • Role of User Data File in Variable Pay: In SAP SuccessFactors Variable Pay, the user data file is utilized to display employee names as custom fields in the Entry-Level Section and can be included in Bonus Plan Payout Reports. The user ID links the user data file to the employee history data file, ensuring seamless integration.

  • Background Element in Data Model: The background element in the XML data model defines fields in the employee history data file for Variable Pay plans. Each plan is linked to one background element, although a new element is only needed if customer-required fields change. Multiple background sections can exist in the data model for different plans.

  • Required Field Relationships: Key fields within the employee history data file for SAP SuccessFactors Variable Pay include "varPayEmpHistData" (background element ID), "startDate" and "endDate" (assignment dates), and "varPayProgramName" (exact name of the Variable Pay program). These fields are essential for ensuring data consistency and correct function within the system.

  • Adding Fields to Background Element: To add new fields, export the data model from Provisioning, ensure proper version control, and copy an existing <data-field> block. Change the ID to match the header in the employee history file, determine the field type, and import the updated data model back into Provisioning.

  • Running the Validation Report: To run the Employee History Validation Report, go to Plan Setup, then Manage Users, and select the Import Employee History option. Use the Employee History Validation Test link to choose the currency view and display options, then submit the report request. This process schedules a report for validation.

Learning

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