Setting up the training system

Objectives

After completing this lesson, you will be able to:

  • Set up your instance to complete the rest of the exercises throughout this course

Prerequisites

This course builds on concepts first taught in the SAP SuccessFactors Platform Academy course (THR80). The content this course relates to includes:

  • Configuring SAP SuccessFactors
  • Managing security Using SAP SuccessFactors role-based permissions
  • Managing proxies
  • Configuring SuccessFactors with XML files
  • Configuring people profile
  • Managing picklists
  • Defining metadata framework objects
  • MDF object configuration
  • Creating and triggering business rules
  • Workflow and managing data for MDF objects
  • Managing your profiles with the Business Configuration tool and MDF blocks
  • Implementing translations

If you need to review any of these topics, we recommend visiting the Exploring SAP SuccessFactors Platform course before continuing with this course.

Practice environment

Your practice environment for the THR81 course is already configured for use. However, original customer instances require preliminary provisioning setup and configuration. To learn more about the initial configuration tasks, such as Provisioning settings need to be activated, review the implementation guide on the SAP Help Portal. To see the standard Employee Central Configuration files provided for a customer implementation, visit the Download Center.

Note
In the exercises, steps in the solutions vary depending on what is configured or permitted in your training environment. We highly recommend you use the SAP Learning System Access to practice the THR81 hands-on exercises. 

Questions related to training can be posted to Employee Central Academy Learning Room. Questions about specific customer configuration or implementation scenarios can be posted to HCM Partner Delivery Group. In addition, internal employees can utilize internal HXM xChange SharePoint sites.

Data protection and privacy features

The data protection and privacy features include the ability to report on personal data changes and the capacity to report on all the data subject’s personal data available in the application. Customers can also configure data retention rules at country level for active and inactive employees. This will permanently purge personal data from SAP SuccessFactors applications.

It is the customer’s responsibility to adopt the features that they deem appropriate. More information can be found in Setting Up and Using Data Protection and Privacy on the SAP Help Portal.

Employee Central course scenario

Exercise: Prepare an instance

Business Example

Note
This exercise sets up your training environment. It's required for completing other hands-on exercises for this course.

To prepare the training environment fully for this course, you must apply some initial settings. In this exercise, you will update permissions and e-mail addresses.

  • Administrator Permissions: The default admin user provided in the training environment does not have full permissions. You'll modify the permission role to get access to some configuration tools.
  • Notifications: You'll update the e-mail addresses of test users to get notifications that you will be updating in the system.

Steps

  1. Go to Manage Permission Roles to update the System Admin's role and ensure you can complete succeeding hands-on activities. Use the User and Administrator Permission tables to identify which permissions must be selected.

    User Permissions

    This is not an exhaustive list of user and administrator permissions for Employee Central configuration, but most of what you'll need are already activated in the learning system. Additional permissions may need to be activated later in the course.

    User PermissionPermission NameDescription
    Employee Central Import EntitiesSelect AllAllows users to perform or restrict imports for HR entities.

    Administrator Permissions

    Administrator PermissionPermission NameDescription
    Manage Foundation ObjectsSelect AllThese permissions ensure that users can import and work with legacy foundation objects.
    Employee Central Import SettingsImport Employee DataThese permissions ensure that users can import Basic User file
    Manage WorkflowsSelect AllThese permissions ensure that users can manage workflow tools
    Manage HiresSelect AllThese permissions ensure that users can manage hire tools
    Admin AlertsSelect AllThese permissions ensure that users can manage admin alerts
    Check ToolSelect AllThese permissions ensure that users can manage Check Tool
    Manage Business ConfigurationSelect All except for Field Level OverridesThese permissions ensure that users can work with the Business Configuration UI.
    Admin Alerts Object PermissionsSelect All except for Field Level OverridesThese permissions ensure that users can view and manage the object-specific alerts
    Manage Action SearchSelect AllThese permissions ensure that users can customize searchable keywords
    Admin Center PermissionsSelect AllThese permissions ensure that users can export Succession Data Models, access Scheduled Job Manager, and more.

    1. Go to Manage Permission Roles using Action Search.

    2. Search and Select the System Admin role.

    3. Select Permission. This will open the Permission settings box.

    4. Select the User and Administrator Permissions mentioned in the User Permissions table and Administrator Permissions table.

    5. Select Done.

    6. Scroll down and select Save Changes.

    7. Log out and log back in. 

  2. Go to Import Employee Data to update employees' email information. This will ensure you get system-generated notifications for workflows, import jobs, etc.

    Caution
    Importing data to SAP SuccessFactors requires CSV (Comma Separated Value) templates. The files typically open in Excel. However, how it is displayed depends on the default delimiter used in your regional settings. Watch the video to know how to open CSV files in the proper format.

    If you do not want to use Microsoft Excel to open CSV files, you can use open office or notepad.

    Also, make sure to save CSV templates as CSV UTF-8 to ensure international characters are displayed correctly. You will be using CSV files/templates for all hands-on import activities.

    1. Open EmployeeDataEmailImport.csv from the Course Files.

    2. Beginning on row three, change the values in column C (e-mail address) to your e-mail address for all rows that contain data.

    3. Save as CSV UTF-8 file.

    4. Log in to your instance. 

    5. Use Action Search to go to Import Employee Data.

    6. In the Select an Entity dropdown, choose Email Information.

    7. In Purge Type, select Full Purge.

    8. Set the File Locale to match your locale.

    9. Select Browse to search for and select your EmployeeDataEmailImport.csv file.

    10. Select Validate Import File Data.

    11. Select Scheduled Job Manager to see your results. This opens in a new browser tab.

    12. Locate the job that includes emailInfo_validate. The page will need to be manually refreshed if the result is not yet visible.

    13. Once the job is completed, you can scroll to the right to download the status. Verify there are no errors.

    14. Return to Import Employee Data tab.

    15. Select Import.

    16. Select the Scheduled Job Manager and see the results of your import. 

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