SAP Learning Journey

Configuring HRIS synchronization during implementation

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Define HRIS synchronization
  • Determine how synchronization is triggered
  • Identify field mappings

HRIS Synchronization

Human Resource Information System (HRIS) synchronization is the sync of data from Employee Central to User Data Tables and the Employee Profile. HRIS Sync is a one-way HR (unidirectional) sync of Employee Central data to populate the talent data to support the other modules of SAP SuccessFactors. Because Employee Central is the core HR system of record for SAP SuccessFactors, we want to ensure data is accurate across the entire SAP SuccessFactors Suite. Some areas of the system store data in legacy data tables, so the HRIS sync populates these tables with Employee Central data.

Because Employee Central is the core HR system of record for SAP SuccessFactors, we want to ensure that data is accurate across the entire SAP SuccessFactors Suite. Some areas of the system store data in legacy data tables, so the HRIS sync populates these tables with Employee Central data.

The synchronization process is called an HRIS Sync Job and is completed in Manage Scheduled Jobs in Provisioning. HRIS sync is a background quartz job that periodically looks for data that has been changed in Employee Central and updates the legacy user tables with data from Employee Central. The job itself should be configured to run on a schedule. For data updated using the UI, the synchronization process is triggered automatically at the end of the update for current and past-dated records.

User Tables feed data to other modules like Performance, Goals, Compensation, and Recruiting.

Warning: To avoid future data inconsistency between Employee Central tables and legacy tables, do not use basic import to update data in the legacy tables directly.

Note
Additional configuration in Employee Central may be required to utilize integration features between Employee Central and other SAP SuccessFactors solutions.

Why is HRIS sync important?

Employee Central is the core HR system and contains relevant information to manage the employee lifecycle. Employee Profile serves as the platform for talent management activities, and it requires a mini-master of core employee data for the talent processes to launch and run successfully.

Employee Central stores employees’ Personal and Employment Information. For example, Job Information includes fields such as an employee’s Department, Company, or Location. Employee Central data is robust and connected to the supporting Foundation Object record data in the system, making it more valuable and accurate than the standard element data used by the User Data Tables.

When configuring HRIS Sync fields, you connect the Employee Central data fields to Standard Elements in Succession Data Model with an HRIS Synchronization Mapping. When there is a change in Employee Central information, it flows to Employee Profile fields and is consumed by talent solutions that cannot directly leverage Employee Central data.

For customers WITHOUT Employee Central, their talent process relies solely on imported data using the User Data File (UDF), which is displayed in Employee Profile blocks in People Profile. These fields allow the standard Org Chart to populate correctly, provide filter criteria for dashboards and reports, create the route maps used for Performance Management and Compensation, and more.

For customers WITH Employee Central, some talent modules continue to refer to User Data File to run the talent processes in the system because they can't leverage person and employment information directly from Employee Central. However, with HRIS Sync, customers do not need to upload this information manually.

Some fields are critical to keeping the sync between Employee Central and the UDF. If using Employee Central, do not make user data changes by importing the User Data File (UDF) either from the UI or through a scheduled job. Doing so can overwrite data coming from Employee Central and cause data inconsistencies.

HRIS Sync Jobs

HRIS Synchronization job is created either in Provisioning or Scheduled Job Manager in the Admin Center.

When is HRIS Sync triggered?

Use the interaction below to know how HRIS Sync is triggered.

Synchronization Job Types

Use the interaction below to know the types of synchronization jobs.

Synchronization Mappings

The data synchronized from Employee Central to basic user data tables are either hard-coded (designed by default) or configured in the Succession Data model (custom-designed).

Hard-coded sync means that the system will sync some HRIS elements and HRIS fields into user directory tables without any configuration based on hard-coded rules, such as syncing Job Information: job-code to Standard element: jobCode.

However, you can also customize sync mappings, which means you can configure the syncing of Employment Details: Eligible for Stock to Standard Element: Customizable Field 9 in Succession Data Model.

You can define HRIS Sync mappings for standard elements, user info elements, and user info record key elements. With these mappings, you can establish a relationship between these elements and HRIS fields (predefined and custom fields). HRIS Sync considers these mappings when propagating Employee Central to other SAP SuccessFactors products.

Hard-Coded Sync Mapping

Certain mappings are hard-coded into the system, meaning you MUST NOT configure these in the Succession Data Model. Configuring an HRIS-sync mapping in the data model for these fields can cause undesired results.

The system prevents anyone from adding duplicate sync mappings to the sync-mappings section of the Succession Data Model. Duplicate sync mappings lead to data not syncing to Employee Profile correctly. Manage Business Configuration (BCUI) has a validation that prevents creating an HRIS sync mapping for hard-coded fields.

These are some of the HRIS fields that are hard-coded to standard elements:

Hard-coded Fields

HRIS ElementHRIS FieldStandard Element
employmentInfostart-datehireDate
jobInfoemplStatusstatus
 manager-idmanagerId
 job-codejobCode
 departmentdepartment
 divisiondivision
 locationlocation
jobRelationsInforel-user-id (using picklist external code hr manager, matrix manager, second manager, and custom manager) 
Note
Please refer to Implementing Employee Central Core guide in the Help Portal for the complete list and other sync logic.

Custom Sync Mapping

You can create custom sync mapping by adding additional XML into your Succession Data Model or through BCUI. The separate section in your XML document uses the tag <hris-sync-mappings>.

The attribute entity-type is mandatory for HRIS-sync mapping of address, email, phone, and global info. Entity type specifies the type of information. For example, emailInfo can either be business or personal. The picklist center can verify the external code used for each type.

The following steps describe the custom mapping process in Succession Data Model.

  1. Identify the Employee Central block, using hris-element-ref refid="jobInfo"
  2. Identify the Employee Central field, usinghris-field-ref refid="business-unit".
  3. Identify the Employee Profile field (standard-element), using standard-element-ref refid="custom01".
  4. Update the XML in your Succession Data Model.
  5. Upload to Provisioning.

The code in the Succession Data Model is as follows:

Code snippet
<hris-sync-mappings> <hris-element-ref refid="jobInfo"> <hris-mapping> <hris-field-ref refid="business-unit"/> <standard-element-ref refid="custom01"/> </hris-mapping> </hris-element-ref> </hris-sync-mappings>Expand

Note
You can define multiple sets of hris-mapping within the hris-element-ref tag and multiple sets of hris-element-ref inside the hris-sync-mappings tag.

Alternatively, you can configure the mapping in Manage Business Configuration (BCUI) with these steps:

  1. Go toManage Business Configuration → HRIS Sync Mappings
  2. Select Plus (+)
  3. Select the appropriate HRIS Element ID from the drop-down menu
  4. Select the Field ID
  5. Select the Target Field Type
  6. Select the Target Field ID
  7. Select Entity Type when applicable
  8. Save.

HRIS Sync Mappings in BCUI

You can view all your HRIS sync mappings on a single screen by selecting HRIS Sync Mappings in BCUI. Fields mapped using the HRIS Sync Mappings will also reflect in the details of the Field Element in the individual hris-elements. 

Exercise: Create a Custom Synchronization Map

Business Example

ACE wants the Standard Weekly Hours for an employee to be reportable within Employee Profile reports. In this exercise, use HRIS sync functionality to include Standard Weekly Hours on the Talent Profile of every employee. 

Steps

  1. Update the label of the Standard Field.

    Note
    The entities are in view mode by default in Manage Business Configuration UI. Select Take Action → Make Correction to initiate the Edit mode.

    1. Login to your instance and go to Business Configuration UI.

    2. Expand the Employee Profile section on the left panel.

    3. Expand Standard section.

    4. Locate the custom07 field.

    5. Update the Label, Default Label, and translations to Standard Hours.

    6. Select Save.

  2. Create the mapping in BCUI

    1. In BCUI, go to HRIS Sync Mapping section

    2. Select Add (+).

    3. For HRIS Element, select Job Information.

    4. For Field, select Standard Weekly Hours.

    5. For Target Field type, select Standard Field.

    6. For Target Field, select Standard Hours (custom07).

    7. Select Save.

  3. Create a scheduled job request using the following information:

    FieldValue
    Job NameHRIS SYNC Custom
    Job TypeSync HRIS Data
    Job OwnerEmily Clark
    Sync TypeSync Changes from a Specific Date
    Specify a date field3 days ago
    Job OccurrenceOne-Time
    Start DateToday's date
    Time: Hour / Minute5 minutes after the current time (EST)
    NotificationsSelect Send Emails When Job Starts

    1. Using Action Search, go to Scheduled Job Manager → Job Scheduler → Create Job Request .

    2. In the Job Definition screen area, enter the appropriate data from the table provided.

    3. Submit the Job.

  4. Add the Standard Hours field to the Talent Profile. Verify that the Standard Hours field displays in Carla Grant’s Talent Profile, as shown in the figure, C Grant Talent Profile.

    1. Log in to your instance and go to Configure People Profile.

    2. Go toTalent Profile and choose Employee Information.

    3. On the right-hand side of the screen, scroll down and choose Add Field .

    4. Replace Middle Name with Standard Hours.

    5. Choose Save.

    6. Navigate to Carla Grant → Talent profile.

    7. Confirm that you can see Talent Profile Section → Standard Hours, as shown in the figure, C Grant Talent Profile.

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