Connecting to an HR System of Record

With the Manage Workforce app, you can create and update workers (employees and contingent workers), including work agreements, and change employment situations. This enables you to upload/edit employee information independent of an HR system of record. You use this app to create an admin user and test users in the Starter System, because you do not integrate an HR system of record with the starter system. You also use this app to create the initial users in the Development, Test, and Production systems because consultants will need to have access to these systems to work on tasks in the Realize phase, such as data migration, building extensions, and testing, at which point the HR system of record may not be integrated yet.

You can use this app to do the following:

• Create workers directly in the app individually or through a file import.
• Edit personal or employment details.
• Create work agreements and assign company codes, cost centers, and other workforce details.
• Change employment situations: global assignment, concurrent employment, or transfers.

Note

You have read-only access to this app when communication arrangements SAP_COM_0001, SAP_COM_0301 or SAP_COM_0575 are active. This means your SAP S/4HANA Cloud system is integrated with an external HR system of record, such as SAP SuccessFactors Employee Central. To avoid data inconsistencies when an integration with an HR system of record is active, the data in Manage Workforce will be read-only.

Prior to beginning any SAP Best Practices integration, you must read the provided integration setup guide in its entirety, with special attention to the preparation section. Setup guides describe the comprehensive list of steps to build an SAP Best Practices integration from prerequisite steps, to core integration setup, to apps that can be used to monitor and troubleshoot potential integration issues. After completing the integration setup guide, you can work through the test script to verify the integration is successful.

Setup guides can be found for the relevant scope item in SAP Best Practices Explorer:

• Original integration:Core HR with SAP SuccessFactors Employee Central (JB1)
• New integration based on SAP One Domain Model:Workforce Management with SAP Master Data Integration (4AF) and Financial Master Data for SAP SuccessFactors Employee Central (4AJ)

There are several mandatory prerequisite steps to complete for the SAP Best Practices integration for be successful. A summary list of steps is provided for 4AJ; refer to the setup guide for detailed instructions.

1. Enable Integration in SuccessFactors Provisioning Settings

   The implementation partner must enable some integration-specific features in Company Settings. Customers never have access to the SuccessFactors Provisioning instance, so a consultant must complete this task.

2. Enable Intelligent Services in the Upgrade Center

   You must activate the Intelligent Services upgrade for the integration to be successful.

3. Enable Push Replication - Optional

   The SAP S/4HANA Cloud, public edition system triggers data replication in the time intervals you have scheduled. However, for certain job events, it is useful for replication to happen immediately and independently of when the next regular replication is scheduled. You can enable this immediate replication for the job events: hire, rehire, and termination.

4. Set up Metadata Framework (MDF) Object Properties
   • The MDF Version History property needs to be defined so that historical records are replicated correctly.
   • Edit the MDF properties for the legal entity and cost center objects based on the information provided in the setup guide. This includes setting maximum lengths for several fields because object fields that need to be written to, or read from SAP S/4HANA Cloud, public edition are subject to length restrictions.
5. Enable Cost Center Object to Company Reference

   The SAP S/4HANA Cloud, public edition system links cost centers to their respective company code, and requires both employees and contingent workers are assigned a cost center. In SAP SuccessFactors Employee Central, cost center is called legal entity. To ensure Employee Central is set up for usage of cost centers related to legal entities, the cost center object definition file must include a custom field for company code. Therefore, you must add a custom field for company code to the cost center object definition file so that company codes can be written to the cost center object and subsequently validated against existing legal entities in Employee Central.

   Note

   Legal entities in Employee Central must match the company codes in S/4HANA Cloud, public edition to enable cost center replication. In addition, a legal entity must not have an earlier effective start date than a cost center which is assigned to it.

6. Set up SAP SuccessFactors API (SFAPI) User

   The SFAPI user is created through a file upload and assigned administrator permissions to integration-related functionality. The SFAPI user facilitates the communication of APIs in the integration.

7. Switch off Bank Master Data Validation (optional)

   This task is a prerequisite configuration for the business scenario for bank data replication from SAP S/4HANA Cloud, public edition to SAP SuccessFactors Employee Central. Only apply this configuration if you want to store payment information in SAP SuccessFactors Employee Central.

8. Enable Photos in People Profile

   If you use People Profile and want to replicate photos from Employee Central to SAP S/4HANA Cloud, public edition, you need to make Photo visible as a People Profile Header field.

9. Application-Specific Setup - Optional

   Some optional types of data replication require additional application setup in order to enable the data replication, such as:

   • Time Off must be enabled and configured in Employee Central is you want to replicate availability data. This data is relevant for viewing employee availability when staffing projects in the Professional Services line of business. Learn more about implementation of Time Off in the SAP Help Portal
   • The Contingent Workforce application must be set up to replicate contingent worker data from Employee Central to SAP S/4HANA Cloud, public edition. Work order information within the Compound Employee APImust also be enabled. Learn more about implementation of the Contingent Workforce app in the SAP Help Portal

For the new integration based on SAP One Domain Model, the Master Data Integration service, also referred to as SAP Master Data Orchestration, must be set up and connected to a customer's existing SAP Cloud Identity account. Through the process of subscribing and creating the MDI instance, you generate a service key in JSON code that will be used in later steps in the Communication Management apps in SAP S/4HANA Cloud, public edition.

Please refer to the detailed steps in the SAP Help Portal covering the following:

1. Creating a Service Instance
2. Maintaining the Distribution Model in SAP Master Data Orchestration

The Communication Management apps in SAP S/4HANA Cloud, public edition enable you to connect your system to another system to facilitate data exchange. SAP has predelivered many different SAP Best Practices integrations that can be activated using the Communication Management apps, which include:

The Cloud Integration Automation Service (CIAS) is a framework that provides task-based procedures with automation. It eases the technical configuration of SAP Best Practices integrations by reducing the manual work, and offers integrated parameter management so data can be entered once and reused throughout the workflow. You can assign integration tasks to different roles to ensure that the right person can execute the right task, and allows traceability of activity by collecting information on who did what steps during the integration workflow.

Types of tasks in the Cloud Integration Automation Service:

• Automated tasks: The respective applications provide APIs, which allows the CIAS to automate the corresponding configuration step.
• Semi-automated tasks: These may include customer-specific data (for example, customer tenant URLs defined in the integration setup in SAP Maintenance Planner) to partially automate certain tasks.
• Manual tasks: These will show the respective excerpt of the implementation guide for the responsible person to apply the necessary setting manually before confirming the task.

Note

Not all integration scenarios are supported with the CIAS tool. Refer to SAP Best Practices Explorer to determine which scenarios are supported.

In SAP Maintenance Planner, you can access the Cloud Integration Automation Service (CIAS) via the Plan for Cloud Integration Scenarioapp. In this app, you can find and activate supported SAP Best Practices integration scenarios by completing the guided workflow steps.

Note

To use the Plan for Cloud Integration Scenario app, customers must request CIAS Entitlement following the instructions provided in SAP Note 2608492. Customers can use this service at no additional cost if they meet the following prerequisites:

• An S-User assigned to the customer ID for access to Maintenance Planner.
• An SAP Cloud Platform Neo subaccount in EU1 region or an SAP Cloud Platform Integration account to subscribe to it.
• System instances of licensed SAP products that are in scope of this service.

What are the other apps for in Maintenance Planner?

SAP Maintenance Planner is a tool within the Landscape Management component of SAP Solution Manager. SAP Solution Manager is the Application Lifecycle Management tool used to implement the SAP S/4HANA on premise and private cloud solutions. Therefore, most apps in Maintenance Planner are designed to support customers in maintaining and upgrading their private cloud or on premise systems.

Note

The CIAS tool only automates the core system connection part of the integration. You must still complete all preparation steps prior to the core system connection setup, and complete any relevant business scenario or application-specific follow-up steps defined in the relevant setup guide.

Complete the following steps in the SAP Maintenance Planner Plan for Cloud Integration Scenario app to set up the automated part of the integration (part 1 of 2):

1. Select SAP S/4HANA Cloud, public edition Integration.
2. Select one of the two scenarios to set up.
3. Choose the Select Systems button.

(Continued) Complete the remaining steps in the SAP Maintenance Planner Plan for Cloud Integration Scenario app to set up the automated part of the integration (part 2 of 2):

1. Choose the system tenant(s) as indicated in the guided workflow.
2. After selecting all systems required, select the Invoke Workflow button in the upper right corner.
3. Review the integration scenario details and confirm.

Repeat the previous steps for the second integration scenario.