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Reviewing the Position Information of Employees

Objective

After completing this lesson, you will be able to identify the Position Fields available in the Employee File

Describe the Job Information HRIS-Element (jobInfo)

As you learned in the prerequisite THR81 - SAP SuccessFactors Employee Central Core Academy training, the Employee File structure includes Person and Employment objects (HRIS-Elements), including Home Address, Biographical Information, Job Information or Job Relationships, to name a few.

This structure is defined in the Succession Data Model, and the admin tool to view the structure of the Employee File is Manage Business Configuration UI.

One of the most important HRIS-Elements in Employee Central is the Job Information (jobInfo) where we store the Job, Organizational and Position Information details of the employee.

When Position Management is enabled, one of the prerequisites is to enable the position field, which will be used to assign a specific position to the employee being hired, or when an employee changes their position.

A data propagation might occur when position is assigned, to auto-populate other fields in the Job Information, like Employee Class, Regular/Temporary, Cost Center, Department or Pay Grade, based on the attributes from the Position. A business rule will ensure that the data coming from the Position will synchronize to the employee's Job Information.

Describe the organization of the fields in Job Information

Since the position field (hris-field) that needs to be enabled is a prerequisite in Position Management to assign a position to the employee, it will play an important role in the Job Information.

The jobInfo or Job Information HRIS-Element organizes the fields in HRIS Sections. As a standard, the Position related fields will be displayed in the Position Information section, so while they are part of the whole Job Information, the system organizes the fields in this manner.

With this same logic, the Foundation Objects related to Organization, like Legal Entity, Division, Department or Location, are placed in a section called Organizational Information and those fields related to the Job, like Job Classification, Job Title or FTE, will be visible in the Job Information section. Ultimately, everything belongs to the same HRIS-Element jobInfo.

Note

To a certain extent, the fields in the Job Information can be reorganized and reordered within these sections. However, the Position Information section can only include the fields related to Position Management mentioned in this lesson. You can check the SAP SuccessFactors Data Model Reference Guide for more information (requires to log in to the SAP Help Portal): Additional Information about Sections in the Job Information Data Model

Position Fields in Job Information

In addition to the position field already enabled, there are other fields that can be added to support the Position Information in the Employee File.

Incumbent of Parent Position. A user data field that allows to filter position results based on the Parent Position incumbent. When typing an incumbent, the results available in the position field will be filtered to display only those positions within the incumbent's hierarchy.
Note
The Incumbent of Parent Position, although technically a field, it does not come from the Succession Data Model. The field display can be set to Yes or No from Position Management Settings → UI Customizing → Display 'Incumbent of Parent Position' in Hire, MSS Job Information and History.
Position Entry Date (positionEntryDate): A date field to provide the start date when the employee became the incumbent of the position.
Time in Position (timeInPosition): A transient field that will calculate the time holding the position, based on the Position Entry Date.
The Time in Position calculation requires a job to be submitted and run once from Provisioning (Initialize job entry date and position entry date in job info).
Note
A customer doesn't have access to Provisioning. To complete tasks in Provisioning, customers should ask an implementation partner. If they are no longer working with an implementation partner, they should contact Product Support.

How to add missing Position Fields in Job Information

You would like to add some additional position fields in the Job Information to filter positions based on incumbent of the Parent Position, set the position entry date and calculate time in position based on this date.

Steps

Enable the positionEntryDate and timeInPosition fields in Position Information section (Job Information)
Permission the Position Entry Date and Time in Position fields in Manage Permission Roles → User Permissions → Employee Central Effective Dated Entities → Job Information.
Enable Display 'Incumbent of Parent Position' in Hire, MSS Job Information and History in Position Management Settings
Run a Scheduled Job to calculate the transient field Time in Position based on the Position Entry Date

Result

The additional fields have been added in the Job Information and the Time In Position will be calculated based on the Position Entry Date.

Add Position Fields in Job Information

ExerciseStart Exercise

Steps

Enable the Position Entry Date and Time in Position fields in Position Information section (Job Information)
1. Navigate to Manage Business Configuration using Action Search.
2. Click on jobInfo to display all the fields in Job Information
3. Scroll down to the bottom of the HRIS Fields, and locate the Identifier positionEntryDate from the dropdown list.
4. Add Position Entry Date as the label and select Yes on the Enabled column, to enable the field.
5. Locate the Identifier timeInPosition in the same dropdown to add the field.
6. Add Time In Position as the label and select Yes on the Enabled column, to enable the field. Click on Details and set the Visibility to View. Click Done to save changes.
7. Click Save to save all changes in Job Information.
Permission the Position Entry Date and Time in Position fields.
1. Navigate to Manage Permission Roles using Action Search, and select the System Admin role.
2. Click on Permission... and locate the Employee Central Effective Dated Entities section.
3. Scroll down to Job Information and locate the new fields Position Entry Date and Time In Position, and enable all the permissions.
4. Click Done and Save Changes. Log out and back in to reflect the permission changes.
Enable Display 'Incumbent of Parent Position' in Hire, MSS Job Information and History in Position Management Settings.
1. Navigate to Position Management Settings using Action Search.
2. Click on the UI Customizing tab, and locate the option Display 'Incumbent of Parent Position' in Hire, MSS Job Information and History.
3. Make sure it is set to Yes. Click Save to save the changes.
Create, submit and run the job type Initialize job entry date and position entry date in job info in Scheduled Job Manager, to populate the Position Entry Date in the employee's job information, and trigger the calculation of the transient field Time in Position based on the Position Entry Date value.
Note
This job is one of the available job types that customers can create and submit themselves from the Scheduled Job Manager tool, in Admin Center. But not all the available job types in SAP SuccessFactors can be found in Admin Center, however, the job types can be all found in Provisioning → Managing Job Scheduler → Manage Scheduled Jobs. More information about Managing Scheduled Jobs from both locations can be found in the SAP Help Portal: https://help.sap.com/docs/SAP_SUCCESSFACTORS_PLATFORM/f7be98f2aa7a4997be1bc122e8cfe7fb/6dff0b7f9f344755affd8be8df08db83.html.
1. Navigate to Scheduled Job Manager using Action Search. and select the Job Scheduler tab.
2. Select Create Job Request.
3. In the Job Name, type Position Entry Date in Job Info.
4. Select the Job Type: Initialize job entry date and position entry date in job info.
5. Occurrence should be set as One-Time.
6. Set Start as today's date, and set the time to 5 minutes ahead of the current local time of your server.
7. Add your own email address in the Recipients field.
8. Select Submit.
9. You will now display the Job Request. The job will run at the time set, but you can also select on the Actions column, to Run It Now to run the job immediately.
Verify the new Position fields display in the Employee File and the value for Time In Position is calculated.
1. Log into the instance and navigate to My Employee File from the Home menu.
2. Click on the employee name to search for another employee in the organization.
3. Search for Marcus Hoff, Sales Director NE to navigate to their Employee File.
4. Click on the Employment Information section dropdown and locate the subsection Organizational Information. Click to navigate to the subsection (you can alternatively scroll down within the Employee File).
5. Verify you can see now the fields Position Entry Date and Time In Position and values are populated. Remember that the job scheduled needs to be completed in order to see these values. You can check in Scheduled Job Manager → Job Monitor to verify that the job has a Completed status.
6. Verify Time In Position field displays the time in years, months and days, based on the Position Entry Date value.
7. Select the Edit icon to make changes in the Position Information.
8. Select today's date as effective date.
9. Verify you can see the option Incumbent of Parent Position. Try typing Carla Grant, Marcus' manager, to verify the available positions are filtered based on the Parent Position hierarchy.
10. Click Cancel and Don't Save.

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