Using special HR transactions for hires and terminations

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Use special HR transactions for hires and terminations

Employee Central structure

Another function of Employee Central is storing employee-specific information. Configure HR data comprised of Personal and Employment Information using the Succession and Country-Specific Succession Data Models. You can also use the Manage Business Configuration tool in the Admin Center to manage the data models.

Use the interaction to learn more about HR Data.

HR Data

Employee data features

Employee data in Employee Central has the following features:

  • It can be effectively dated.

  • It connects with the other SAP SuccessFactors HXM Suite products.

  • It is reportable and exportable.

  • It is controlled using Role-Based Permissions (RBP).

  • It is configurable using HRIS standard, custom, and country-specific fields.

Personal information

The table, Person Objects in Standard Succession Data Model, lists the standard predelivered Person Objects in Employee Central used to store personal information and some qualities that pertain to the element.

Person Objects in Standard Succession Data Model

HRIS ElementsPeople Profile BlockEffective-datedCSF SupportWorkflow Support
nationalIdCardNational ID CardNoYesYes
personalInfoPersonal InformationYesYes (configured in globalInfo)Yes
globalInfoPersonal InformationYesYesYes
personInfoBiographical InformationNoNoNo
phoneInfoContact InformationNoNoNo
emailInfoContact InformationNoNoNo
imInfoContact InformationNoNoNo
emergencyContactPrimaryPersonal ContactsNoNoNo
workPermitInfoWork Permit InfoNoNoYes

Employment information

Employment Objects in the Standard Succession Data Model

The following table, Employment Objects in Standard Succession Data Model, lists the standard predelivered Employment Objects in Employee Central. This is used to store employment information and some qualities about the element.

Employment Objects in the Standard Succession Data Model

HRIS ElementsPeople Profile BlockEffective-datedCSF SupportWorkflow Support
jobInfoJob Information and Organization InformationYesYesYes
jobRelationsInfoJob RelationshipYesNoYes
employmentInfoEmployment DetailsNoYesYes
compInfoCompensation InformationYesYesYes
payComponentRecurringCompensation InformationYesNoYes
payComponentNonRecurringSpot BonusNoNoYes
Additional employment objects such as globalAssignmentInfo and pensionPayoutsInfo are only relevant if you have activated the corresponding Employee Central add-on features (these are not covered in this course). 

Global Assignment enables Employee Central to manage expatriates. Employment data is maintained in home and host assignments, and future dated global assignments can be recorded.

Pension Payout enables Employee Central to create a pensionable payout for an active or terminated employee.

Effective dating in HR data

Effective Dating

Several HR objects are effectively dated. In the following example note how address changes are stored.  

Marcus Hoff was hired on March 20, 2011, and his address information is added to the Address block. The system stores Marcus's data with a start and end date because the address information is effective dated.  







End-Date (Not visible in UI)


214 E 6th Ave






Marcus Hoff requests an address change that is effective on January 1, 2020.

When the new record for the address is added, a new row is added to the table and the  previous record’s end date will be adjusted to one day before the new record (Dec 31, 2019)  begins. The system maintains the history of the changes occurring to the address information  for the employee.

The example after the new record is added is displayed below:

Person-id-externalAddress1CityStateZip-CodeStart-DateEnd-Date (Not visible in UI)
mhoff1214 E 6th AveConshohockenPennsylvania194283/20/201112/31/2019
mhoff1315 W 10th AveConshohockenPennsylvania194281/1/202012/31/9999

The History UI of an effective-dated block will show the details of these changes as seen in the Figure.

New values are highlighted in green while old values are crossed out. The history UI will also show the user that submitted the update and the time stamp.

Non-effective Dated Records

Non-effective dated HR objects behave different than effective dated objects. You can tell an entity is not effective dated when there is a History (clock icon) on the block. The system does not store the records' effective start or end dates. When a change is made to an existing record, the record is overwritten with the new data. The biographical information block (personInfo) is an example of one of the several predelivered non-effective dated objects in Employee Central.

Field types

Employee Central HRIS elements deliver standard, country-specific, and custom fields. Data types supported for custom fields are: 

  • Custom-string: used for text fields 
  • Custom- long: used for integers  
  • Custom-double:  used for decimals 
  • Custom date: used for dates 

In the figure, Field Types, the Personal Information is configured for ACE Philippines employees. 

Special HR transactions

Some transactions are typically limited for HR admins to initiate, like New Hire/Rehire and Terminate.  

Once an employee signs a contract to work at the company, you need to add them to the system. The Add New Employee (New Hire) wizard is a configurable interface that provides flexibility in the hiring process. Hiring templates can be created for specific hiring scenarios, for example, seasonal workers, interns, or full-time employees. You can rearrange the blocks from a standard hire template, add or remove blocks as needed for the type of employment you are hiring for and create custom MDF objects to store additional information used for hiring. All hire templates require the inclusion of the following predelivered Employee Central HRIS elements:

  • Name Information (first name, last name, and so on)*
  • Biographical Information (birthdate, place of birth, and so on)
  • Employment ID information*
  • Employment Information (hire date, eligible for stocks, and so on)
  • Job Information (division, location, etc.)
  • Personal Information (gender, marital status, and so on)

*Required to be included in the first step.

Each template can hold a maximum of 30 combined standard Employee Central HRIS elements and custom MDF objects between two and ten pages. Do not use one-page templates. They are not allowed by the system.

Employee Identifiers

 When creating new users in the system, it’s important to understand that the SAP SuccessFactors platform and Employee Central use a variety of unique identifiers that relate to employees. The following table lists the characteristics of the main IDs for users: 

 User-IDPerson-id ExternalUsername
This id is ...the system’s unique identifier to access the employment data of a person. For example, Job History Data, Compensation Data, etc.the system’s unique identifier to access personal data. For example, address, e-mail, phone, national id, etc.The id that a user uses to sign in.
A user can have ...Multiple employments (Main, Concurrent, and Global). Each employment is associated with a unique User-ID.Only one person-id-external. This id is used to map person records with multiple employments (Main, Concurrent, and Global) that they are associated with.Multiple employments (Main, Concurrent and Global). Each employment is associated with a unique username.
You can ...Manually assign this ID in the Basic Import template. It is a required field.Either manually assign this ID or have system-generated Ids.Manually assign this ID in the Basic Import template. It is a required field.
Created when ...A new employee is hired.A new person is defined in the system.A new employee is hired.
Once generated you ...Cannot change this value.Can change this value in the Biographical template.Can change this value.

Duplicate Hire Validation Check

When creating a new record using the hire wizard, Employee Central checks the system’s active and inactive employee records to see if there is a match, based on:

  • First name, last name, and date of birth

  • First name and last name

  • National ID

If a match exists, choose the action you would like to take. The following actions are available:

  • Accept Match: All previous information stored for the employee at the termination date is copied into the Add New Employee screen. You can update this information as necessary.

  • Rehire with new employment: You’ll enter all new employment information.

  • Ignore Matches: You’ll enter all new person and employment information.

You can rehire users with new employment (new User ID) and keep the User ID of their previous job unchanged. This allows the last employment record to be isolated from the latest employment record of a user. However, ensure there is no employment currently active in the system for those users.

Role-Based Permissions for Adding New Employee Screen

Permissions for controlling hire and rehire activities are centralized under the Manage Hires section of Role-Based Permissions. In addition, the Manage Business Configuration section has permissions to manage hire templates.

Manage Pending Hires

The Manage Pending Hires tool lets you complete the hiring process initiated from Employee Central, Recruiting, and Onboarding from a single interface, streamlining the process and increasing productivity. This tool tracks the approval process by displaying pending approval status and sending back approver status directly on the page. This helps users quickly identify the status and if any action is needed. The Manage Pending Hires tool supports the Configurable New Hire wizard if you have hire templates created.

Additional New Hire Configuration Settings

Optional configurations are available for new hires and rehire, as seen in the previous figure: Rehire Configuration. This predelivered object allows you to customize how the system validates duplicate users. You can select the settings that meet the customer’s requirements. For the full list of settings description, refer to the Managing the Employment Lifecycle guide in the Help Portal.


You terminate employment in Employee Central when an employee leaves the company. Include a termination date and termination reason. Additional fields are available on the termination screen that does not normally appear in the Employment Information block. If the employee is a manager with direct reports, the Transfer Direct Reports section will appear on the screen. You can select who the direct reports will then report to from the list.

The system allows only one termination record to be in the system. If one is created, the system will check any pending requests to ensure that multiple termination requests for an employee cannot be created.

Report No-Shows

When an employee who has been recently hired to a company does not show up for their first day of work, they must be removed from the active users in the system. Instead of terminating the new employee, which could cause issues with payroll, you can report the employee as a No-Show in the system to set their status to inactive. When you select the action to Report No-Show, a transaction will pop up to fill in details such as No-Show Date, Reason, and if it is Ok to Rehire this employee.

When saving the action, a new Job Information record is created, which begins on the exact hire date, ensuring that the newly hired has no active day in the system (which is important for payroll purposes). This action avoids having to terminate the employee and having any active work dates. If the no-show is a manager and already has direct reports, the admin can reassign those employees in the same way on the Terminations page. The Report No-Shows action will only be available for 30 days after the employee's hire date.

Exercise: Use features in the Employee Central instance

Business Example

ACE would like to see the Hire and Termination Processes for Employee Central.  You will use various features in Employee Central to demonstrate this process.

Task 1: Hire a new employee with the Standard Hire Template


  1. Log into your system as admin.

  2. Use Action Search to navigate to the Add New Employee tool.

  3. Enter the following information in the Identity section:

    1. Company: Ace USA
    2. Event Reason: New Hire

    Name Information:

    1. Fist Name: Michael
    2. Last Name: Vorm

    National ID Information:

    1. Country: United States
    2. National ID Card Type: Social Security Number
    3. National ID: 987654321
    4. Is Primary: Yes
  4. Select Next or Continue.

  5. Enter the following information in the Personal Information section.

    Email Information:

    1. Email Type: Business
    2. Email Address:
    3. Is Primary: Yes


    1. Address Type: Home
    2. Country: United States
    3. Address 1: 123 Main St.
    4. City: Philadelphia
    5. State: Pennsylvania
    6. 19148

  6. Select Next or Continue.

  7. Enter the following information in the Job Information section:

    Job Information:

    1. Business Unit: Global Professional Services
    2. Division: Professional Services
    3. Department: Client Services
    4. Location: Philadelphia
    5. Job Classification: Analyst, Professional Services
    6. Supervisor: Stephen Chan

    Job Relationships:

    1. Relationship Type: HR Manager
    2. Name: Janice Jones

  8. Select Continue

  9. Optional Step: Add Compensation Information.

  10. Select Submit

  11. Select Confirm to initiate the new hire workflow.

  12. Proxy as Janice Jones and Stephen Chan to approve the New Hire Request.

  13. Stop Proxy and switch back to your user account by selecting the User menu and Become Self

  14. Confirm the addition of the new employee, Michael Vorm.

    1. In Action Search, search for Michael Vorm.

    2. Select Michael Vorm.

    3. Verify the information added in the New Employee wizard appears in Michael Vorm’s employee file.

Task 1: Task 2: Create a New Hire Template and rehire an employee using the template


  1. Set up a configurable New Hire template for ACE administrators to use for hiring. Use the information provided in the table.

    Template IDACE Hires
    Effective Start Date1/1/1990
    NameACE Hires
    Hire Person TypeEmployee
    1. Go to Manage Permission Roles.

    2. Select System Admin and select Permissions.

    3. Navigate to Administrator PermissionsManage Business Configuration, and select all of the permissions for Hire Template except Field Level Overrides.

    4. Select Done and Save Changes.

    5. Logout and log back into your system. (Often, whenever you make permissions changes, it’s better to practice logging out and to log back in to make sure that the permissions are applied to the role).

    6. Go to Manage DataCreate NewHire Template.

    7. Use information from the New Hire Template table to complete the Hire Template fields.

    8. Select Details under Wizard Step Configurations to enter hire process configurations. Add the following sections based on the table titled Wizard Step Configurations.

      Hire Block TypeEC Block TypeMDF Block TypeShow in Workflow
      Name: Legal Info
      HRIS ElementEmployment ID InformationNo SelectionNo
      HRIS ElementName InformationNo SelectionNo
      HRIS ElementNational ID InformationNo SelectionNo
      Name: Personal Info
      HRIS ElementPersonal InformationNo SelectionNo
      HRIS ElementBiographical InformationNo SelectionNo
      HRIS ElementAddress InformationNo SelectionNo
      HRIS ElementEmail InformationNo SelectionNo
      Name: Employment Info
      HRIS ElementJob InformationNo SelectionNo
      HRIS ElementEmployment InformationNo SelectionNo
      HRIS ElementJob RelationshipsNo SelectionNo
      HRIS ElementCompensation InformationNo SelectionNo
    9. Select Done and then Save.

    10. Go to Add New Employee using Action Search. You now see the Basic Data pop-up window where the selection of Hire Template is available.

    11. Go to Manage Data.

    12. Search for Hire TemplateAce Hires.

    13. Select Take Action then Make Correction.

    14. Change effectiveStatus to InActive.

    15. Select Save.

  2. As the administrator, rehire an employee with the Add New Employee tool using the information provided in the table.

    Dennis Jackson Information

    Hire DateToday’s date
    CompanyACE USA
    Event ReasonsNew Hire
    First NameDennis
    Last NameJackson
    National ID Section
    CountryUnited States
    National ID Card TypeSocial Security Number
    National ID064–60–0833
    Is PrimaryYes
    1. Navigate to Add New Employee using Action Search

    2. In the Identity section, add the information from the table, Dennis Jackson Information, and choose Continue.

    3. A Duplicate Check window will appear. Consider the system's benefits of searching the database to find matches based on Employee Name, Birthdate, and National ID.

    4. Select Accept Match.

    5. Notice Dennis Jackson’s Person ID is retained from the previous employment.

    6. Select Rehire as Event Reason.

    7. Select Save Draft.

    8. Use the Action Search to navigate to Manage Pending Hires.

    9. In the top right of the page, select the drop-down and select Drafts

    10. Verify that Dennis Jackson appears.

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