Using special HR transactions for hires and terminations

Aside from storing company-related information, another function of Employee Central is storing employee-specific information. You can 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.

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.

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.

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

Note

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.

Several HR objects are effectively dated. In the example below, we can see 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.  

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:

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 HR objects behave differently compared to effective dated objects. You can tell that an entity is not effective dated when there is no 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.

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 2 and 10 pages. One-page templates are not allowed by the system.

 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: 

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.

Note

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 that there is no employment currently active in the system for those users.

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.

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 allows you to also track the approval process by displaying pending approval status and sent back by 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.

Optional configurations are available for new hires and rehire, as seen in the 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 and its 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. You must 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. The Transfer Direct Reports section will appear on the screen if the employee is a manager with direct reports. You can select who the direct reports will then report to from the list.

Note

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.

When an employee who has been recently hired to a company does not show up for their first day of work to start their new employment, 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 relieves 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.