Managing Employee History Data

Objective

After completing this lesson, you will be able to manage the employee history data file.

Employee History Data

Employee history data is used to determine bonus plan eligibility and proration of bonus payout. It provides key employee assignment details such as assignment dates, location, department, and so on.

Each employee record corresponds to a date-effective time period used to calculate a prorated payout for each bonus plan for which the employee was eligible during the plan year. Employees can have multiple assignment records.

When basis is configured as custom formula, the basis column should be imported as blank. When basis is configured to be imported, basis amounts should be imported without commas or currency signs.

A sample import file is available in the admin interface.

A sample import file containing employee history data is displayed.

Note

Only employees who are eligible for an incentive calculation should be included in the employee history file. All employees must also have a record (either active or inactive) in the master user file (UDF).

Note

The fields/columns in the Employee History Data File (EHD) are created during the initial implementation, and follow the order set in the Data Model. Call Customer Success if you would like to make any changes.

Employee History Import

The employee history file is imported into SAP SuccessFactors via Plan Setup→Manage Users→Import Employee History. Employee history must be imported prior to calculating bonus payouts.

The Import Employee History screen is displayed.

Different Import Settings

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 will update any changes in user assignments.
If a history record exists in the system but is not included in the import file, the record will be 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 (E1, E2) will be updated and the third employee (E3) will be deleted from the system.

Delete all existing records prior to importing new data

This option is only enabled upon marking the previous checkbox.

Select this option only if you would like to do a full file replacement of all employee history for all employees.

It is strongly recommended that a full file replacement be done each time, so this option should generally be selected.

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 not included in the completed forms will be imported.

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

Data Handling

Aside from importing history data, you can also use Employee History Editor to make changes to the history file. The employee history editor is populated each time the employee history file is imported.

To edit and make changes to the employee history file, navigate to Plan Setup→Manage Users→Edit Employee History.

The Edit Employee History screen is displayed.

The following steps and rules should be noted when managing employee data using the history editor:

To add a new employee history record, you must use the Add New button (or import using the employee history import file as described previously).
The history editor may be used to export, update and re-import employee data. To re-import employee data in this manner, the first column of the csv-formatted import file must contain the #Emp History Id (^systemID).
When you re-import a record, the history editor is performing an update only (not a replace or add).
You can delete a record(s) using the exported employee history data by including a "Y" in the column Delete Record (deleteRecord). Once the file is reimported, the indicated records will be deleted from employee history.
As a shortcut, it is not necessary to re-import all columns every time something is changed. It is required that #Emp History Id (^systemID) be included with every import. However, only the additional columns you wish to import also need to be included.
The Select Locale drop-down option defaults to the user’s locale and controls the way dates and numbers are formatted when data is exported from SAP SuccessFactors. This option is not "sticky," so if you are importing data using a locale other than that of your logged-in user, you need to select the correct locale prior to every import.
The Character Encoding drop-down option defaults to Western European (Windows/ISO). If you find that certain characters are not importing correctly, use Unicode (UTF-8) or the appropriate Asian character set.

Summary

Employee history data is crucial for determining bonus plan eligibility and calculating prorated bonus payouts, providing key details such as assignment dates, location, and department. Each record corresponds to a date-effective period for bonus eligibility, and employees may have multiple assignment records.
For accurate bonus calculations, when the basis is configured as a custom formula, it should be left blank in the import file. When importing basis amounts, they must be without commas or currency signs. Only employees eligible for incentive calculations should be included, and all must be present in the master user file. A sample import file is available in the admin interface for guidance.
The employee history file is imported into SAP SuccessFactors through the Plan Setup → Manage Users → Import Employee History path and must be imported before calculating bonus payouts. It can be set to update or delete existing records based on whether the import file contains all or some employee records.
Import options include choosing to update only records in the import file (deleting others), performing a full file replacement, or opting not to update records in completed forms. For employees with multiple assignments, only those not in completed forms will be imported. A full file replacement is recommended for maintaining comprehensive and accurate records.
The Employee History Editor in SAP SuccessFactors allows you to edit the history file by navigating to Plan Setup → Manage Users → Edit Employee History. It supports adding new records, exporting, updating, and re-importing data, with updates only (not replacements or additions). Deleting records requires marking them with a "Y" in the 'Delete Record' column. Import files must include the #Emp History Id (^systemID) and necessary columns. Locale and character encoding settings ensure correct formatting and character importation.

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