SAP Learning Journey

Managing the Succession Data Model with the Business Configuration Tool and MDF Blocks

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

After completing this lesson, you will be able to:

  • Modify the profile with Business Configuration UI (BCUI)
  • Add permissions for BCUI
  • Update the Succession Data Model with BCUI
  • Customize People Profile with MDF blocks

Modify the Profile with Business Configuration UI (BCUI)

The Business Configuration UI (BCUI) allows administrators to maintain certain elements of the Succession Data Model using their end-user UI instead of maintaining these elements in the XML file. Since the BCUI is available in the Admin Center, administrators can make configuration changes themselves whereas they previously had to contact a consultant with access to Provisioning.

The BCUI covers the following frequent use cases:

  • Changing labels
  • Adding or changing translations
  • Activating fields
  • Changing the display sequence of fields
  • Changing the visibility of fields
  • Setting fields to "required"
  • Adding custom fields
  • Defining rules

Limitations

Before setting up the Business Configuration UI, the following limitations should be considered:

Before the customer can use the Business Configuration UI (BCUI), you have to upload the data models the customer wants to use. It is recommended that you also download already existing succession data models for backup purposes.

The XML must be loaded after you have activated the switch in Provisioning → Company Setting: Enable Business Configuration in Admin Tools.

The customer can only assign picklists from BCUI after these picklists have been created from the Picklist Center. The customer cannot directly create picklists from BCUI.

Enabling Business Configuration UI

Business Configuration UI is a Provisioning opt-in feature. There are different steps to follow when you want to enable BCUI.

1. Uploading the Succession Data Model

A Succession Data Model xml file needs to be uploaded in Provisioning.

Before you upload the data model, it is recommended to download the existing succession data models for backup purpose.

To upload the Succession Data Model:

a. From Provisioning, select the company. Under Succession Management, select Import/Export Data Model.

b. SelectImport File option and select Choose File.

c. Search for the data model in the system and upload it.

d. Choose Submit

If the upload fails, the reason is displayed. Resolve the issue and upload the data model again.

Note
Do not upload another data model until the upload and synchronization of the current data model is completed. Doing so may cause differences between BCUI and the Succession Data Model.

2. Enabling Business Configuration UI

BCUI provides an interface to update the Succession Data Model without editing the XML. BCUI allows the administrators to make changes to the configuration without the help of an implementation consultant.

3. To enable BCUI:

From Provisioning, select the company to work with.

In Edit Company Settings, select Company Settings.

Make sure that Enable Generic Objects is enabled or enable it if it is not already the case.

Search for Enable Business Configuration in Admin Tools and enable it.

Scroll up and select on Save Features.

Type the Company ID and select Confirm.

3. Synchronizing the Succession Data Model with Metadata Framework (MDF)

Business Configuration UI (BCUI) provides an interface to update the Succession Data Model. It is important that the changes from the UI are propagated to the XML. This is done using a sync job.

Once BCUI is enabled from Provisioning, a job has to be created to sync BCUI with the Succession Data Model. This is a one-time task. After the sync runs for the first time, future updates to BCUI are automatically pushed to the Succession Data Model. Once the Succession Data Model and BCUI have been synchronized, BCUI displays HRIS and Standard elements even if they have been deleted from the XML. However, these deleted elements appear as disabled.

It is important to note that BCUI is locked during synchronization.

Do not try to edit the configuration during the sync. This may cause differences between BCUI and the Succession Data Model

To synchronize the Succession Data Model with Metadata Framework (MDF):

1) Create a Job.

From Provisioning go to Manage Schedule Jobs

ChooseCreate New Job

In the Job Name field, provide a name that identifies the type of job in order to help you identify the job later.

4) In the Job Ownerfield, provide the name of the administrator who will own the job.

5) For the Job Type dropdown, select Synchronize Business Configuration For the Job Parameter, note that Synchronize Business Configuration job does not need an additional parameter to be specified.

6) Go to the Job Occurrence & Notification section. In Occurrence, select Once.

7) BCUI sync job must only be scheduled to run once. After the sync runs for the first time, any subsequent upload of the Succession Data Model XML will automatically trigger this job.

8) Define a Start Date.

Note
BCUI sync job does not have e-mail support for additional recipients or job monitoring.

Choose Create Job. You are taken to Manage Schedule Jobs page.

2) Run the Job.

From Provisioning, go to Manage Scheduled Jobs.

From the list of jobs, search for the job you created.

In the Actions column for this job, select Submit to run the job based on scheduled time or select Run It now to run the job immediately.

A job is triggered.

3) Monitor the Job.

In Provisioning, from Managing Job Scheduler go to Monitor jobs.

From the list of jobs, search for the job you started.

You can check the status of the job under the Status column.

Status Completed indicates success whereas Failed indicates the job did not succeed. If the job is not successful, check Details to identify the issue, fix it, and restart the job. Sometimes, even if the Synchronize jobs are successful and the status is Completed, some of the elements might not have synced. In such cases, select Details link to view the list of elements that are not synced in BCUI.

What to do when the Succession Data Model and Metadata Framework are not in sync?

While using BCUI, some inconsistencies may be found where the Succession Data Model is not in sync with MDF.

In order to resolve inconsistencies, you can try the following:

  • If fields added from BCUI are not present in Admin Center > Manage Permission roles, you can export and reimport the Succession Data Model again.
  • If BCUI is locked, it might be due to the Succession Data Model and MDF are not in sync. Upload the SDM again and check if BCUI is unlocked. If not, manually trigger the MDF Object Definition to DB Sync job from Provisioning.
  • When you manually add the fields in the Data Model XML but they do not appear in BCUI, you are advised to refresh the metadata using the tool in Admin Center > OData API Metadata Refresh and Export.

4. Setting Up Role-Based Permissions for Business Configuration UI

Administrators to BCUI will need the following permissions in RBP:

Under Metadata Framework:

  • Manage Data
  • Access to non-secured objects
  • Import Permission on Metadata Framework
  • Manage Configuration UI
  • Configure Object Definitions

Under Manage Business Configuration

Select the necessary checkboxes for the different type of elements that should be available from BCUI.

Using the Business Configuration UI

You can access the BCUI from the Admin Center:

Use the Action Search to navigate to Manage Business Configuration tool.

On the left-hand side of the screen, you will see a list with elements that can be configured using the BCUI.

For the purpose of this training, we are interested in the Employee Profile Section. Here you find standard elements that are shown in the different  blocks of People Profile. 

On the right-hand side of the screen, you can maintain the actual elements. The picture shows you the layout of the BCUI. A check mark on the left-hand side of the screen indicates the element is used.

Configuring Standard Elements

The Employee Profile section displays all configurable standard elements. Typical Use Cases for Configuring Standard Elements:

  • Change the label

  • Change or add translations for a label

  • Disable or enable the element

Caution: When you disable a standard element, the element is deactivated and removed from the Succession Data Model. As a result, this element is no longer part of any XML download or export. We suggest you test this change before disabling any HRIS elements in a production system.

Checking Permissions

When you enable a standard element, verify that the correct permissions have been applied to the activated element (field), otherwise it will remain invisible. Permissions used for Employee Profile in Platform are located in Employee Data permissions section in RBP.

Adding a Picklist to Standard Element

CSV picklists can be added to standard elements using BCUI. Once you select any standard element, one of the available options is Picklist. Simply open the dropdown list and choose your picklist and save your changes.

In order to make field visible on your People profile, or change the order of the fields, use Configure People Profile tool as explained in previous module.

Custom MDF Blocks in the profile

Manage Configuration UI

In order to add a custom MDF block in the profile, you first need to configure a UI for the Generic Object.

Manage Configuration UI is a core feature available in Metadata Framework that allows creating custom UI for any selected MDF Object. Using this feature, you can leverage the option of creating Block UI in the Employee Profile Section for any MDF object.

Steps to create a Config UI for the MDF objects:

  1. Go to Manage Configuration UI.
  2. Select Create New.
  3. Choose the required object in Select Base Object drop down and enter the ID of your choice for the UI you are creating. Once a Base Object is selected, a default view is created with all fields and first level composite children as group.

    When you hover over a group, you can see the toolbar options as highlighted on the screenshot:

    • Add Field - Select this toolbar item to add a field to the group.

    • Add Link - Select this toolbar item to add a link at access a URL to the group.

    • Add Group - Select this toolbar item to add a group to the group.

    • Edit Properties - Select this toolbar item to open the Properties for the group.

    • Delete - Select this toolbar item to delete the group.

  4. Once the configuration is complete choose the Save button to save the Config UI for the MDF object.

Custom MDF Blocks in the profile

Live Profile MDF Block in People Profile can be used only for Generic Objects that have externalCode set as User data type. When the externalCode is not a user data type field, the option to select the Screen ID in Configure People Profile is not available. Once the UI is created, follow the steps below to add the custom MDF block in People Profile.

  1. From the Action Search, go to Configure People Profile.
  2. In the Search area for Available Blocks, look for "Live Profile MDF Information" block. It will appear if you search "MDF".
  3. Drag and drop the block into the desired available space.
  4. Select the UI screen ID and select Save.
    Once the above steps are completed, the block will appear on the Profile Page if the person viewing the profile has the appropriate permissions. 

Enable the Business Configuration UI and Setup Admin Permissions

Business example

Your customer has decided to start using BCUI for configuration of their Employee Data. Your task is to set it up for them.

ExerciseStart Exercise

Steps

  1. Enable BCUI in Provisioning.

    1. Log on to Provisioning and select the company from the list.

    2. Select Edit Company Settings → Company Settings.

    3. Select the following check box: Enable Business Configuration in Admin Tools.

    4. Scroll up and choose Save Feature.

    5. Again, choose on the name of your company at the top left corner, just below "up to company listing" link.

    6. Scroll down to succession management.

    7. Re-upload the latest version of your Succession datamodel.

    Your BCUI is enabled now and will be available for use in the instance.

  2. Create the job to synchronize the Succession Data Model with Metadata Framework (MDF).

    1. From Provisioning go to Manage Scheduled Jobs.

    2. Choose Create New Job.

    3. In theJob Name field, provide a name that identifies the type of job in order to help you identify the job later.

    4. In the Job Owner field, provide the name of the administrator who will own the job.

    5. For the Job Type dropdown, select Synchronize Business Configuration.

    6. In Occurrence, select Once.

    7. Define a Start Date in the future.

    8. ChooseCreate Job.

  3. Run and Monitor the Job.

    1. From Provisioning, go to Manage Scheduled jobs.

    2. From the list of jobs, search for the job you created.

    3. In the Actions column for this job, select Submit and Run It now to run the job immediately.

    4. Go to Monitor jobs and verify that the job has the status "Completed". If this is not the case, solve the issues following the indications in this lesson and run the job again.

  4. Add the necessary permissions for the administrators to use BCUI.

    Note
    If you cannot set the permission in Manage Business Configuration, you should get back to Provisioning and refresh the RBP under Company Settings

    1. Use the Action Search to navigate to Manage Permission Roles.

    2. In the list of permission roles, choose Administrators.

    3. On the Permission Role Detail screen, choose Permission.

    4. On the left side, select Manage Business Configuration. Enable all permissions on all objects except the Field Level Overrides.

    5. Select Doneand save your changes.

    6. Log out and login again.

Modify the profile with Business Configuration UI

Prerequisites

Business example

The customer wants to make an adjustment to the profile. You will use BCUI to adjust the label of a custom field and link that field to an existing picklist.

ExerciseStart Exercise

Steps

  1. Use the Action Search to navigate to Manage Business Configuration.

  2. Change the label for the custom02 field from Marital Status to Matrimonial Status.

    1. Select Standard to open the list of standard elements.

    2. Select custom02 and modify the label from Marital Status to Matrimonial Status.

    3. Make exactly the same change for the default label.

  3. Link the custom02 field to the existing picklist ecMaritalStatus.

    1. For the field picklist select from the drop down menu ecMaritalStatus.

    2. Select Save.

  4. Test your modifications from the end user view in My Employee Files.

    1. From the main navigation menu go to My Employee File.

    2. Select the pen icon to edit the Personal Information block.

    3. Verify that the Marital Status field was changed to Matrimonial Status and that it is now associated with a picklist.

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