Managing Job Architecture in SAP SuccessFactors

Objective

After completing this lesson, you will be able to manage Job Architecture.

Components and dependencies of Job Architecture

In Human Resources, the job architecture ensures consistent job data, such as families, roles, job profiles, responsibilities and descriptions across the organization. This standardization is key for effective talent management, as it ensures everyone is on the same page regarding roles and responsibilities. Modules in SAP SuccessFactors, such as Recruiting, Onboarding, Performance & Goals, Succession, and Compensation rely on the Job Architecture, to understand job responsibilities, attract the right candidates with clear job descriptions, set expectations of competencies and skills, etc.

A summary of the main components of this Job Architecture are:

Job Families: Used to broadly define job categories in your company. For example, you can have job families based on the function type, such as Human Resources, Executives, Sales, Finance, etc. These job families are then used to group associated job roles.
Job Roles: Job roles are titles used to describe a job held by an employee within the company. Job roles specific to a group are bundled together under a single job family. For example, the roles IT Manager, Database Administrator, and System Administrator might be bundled under the family Information Technology while the roles Director, Vice President, and CEO might be bundled under the family Executives
Job Code: Job Code is assigned to an individual employee as part of the Employee Data Import File or directly within Employee Central in Job Information. Within Employee Central, this is referred as Job Classification, which is mapped to a Job Role, linking that employee to the Job Role and its attributes. Within SAP SuccessFactors, Job Roles can be used to capture a job description and/or a set of attributes (Competencies, Skills) required for a specific job.

The following are not specifically Job Architecture components but dependencies:

Job Profile: Job profiles are where you identify all the elements that make up complete profiles of a job or a position. They can leverage content libraries and include elements such as skills, competencies, employment conditions, job responsibilities, education, physical requirements, interview questions, etc.
Position: A position is a specific instance of a role that can be filled by an employee, or it can be vacant. For example, we might have a Job Role / Job Classification called "Sales Director", and there might be 4 specific positions using that role (Sales Director West, Sales Director East, etc.).

An overview of the different components and dependencies in Job Architecture and how they connect to each other

Now, on the context of SAP SuccessFactors Performance and Goals, we will review the following:

Competencies, Skills and Behaviors, definition and differences between them and between Goals.
How to associate Competencies, Skills and Behaviors to Job Roles using Manage Job Profile Content.
How Competencies, Behaviors and Skills can be evaluated in Performance and 360 Reviews, and displayed automatically based on the Job Role of the subject, using Job Specific Attribute sections.

Note

There are other scenarios currently available for SAP SuccessFactors customers, and depending on which scenario there might be limitations or different tools, compared to the scenario Job Profile Builder (JPB) + Talent Intelligence Hub (TIH), scope for this training and the future path moving forward for customers to handle Job Architecture content. More information can be found on the following learning journey: Configuring SAP SuccessFactors Platform: Advanced Topics

Content Management with Job Profile Builder

Job Profile Builder (JPB) gives the ability to complete job profiles with multiple content types and create families and roles. As a successor to the legacy system Job Description Manager (a.k.a. Families and Roles), it is sometimes called JDM v2.0. JPB is built on Metadata Framework (MDF), which allows to manage effectively the data with secured object definitions and hierarchy.

Job Profile Builder can be used with or without Employee Central.

Note

To expand more on Job Profile Builder, you can review the learning journey: Configuring SAP SuccessFactors Platform: Advanced Topicsor check the following guide, available in SAP Help Portal: Implementing and Managing Job Profile Builder

With JPB, you can access the tool Manage Job Profile Content to complete many actions to create content, like families, roles, certifications, interview questions, etc.

Create Job Profile Content

In the following exercise, you will be creating a new Job Family with some Job Roles associated to it. The job roles should each one have a Job Code mapped. This will be used to associate attributes that will be specific to each role in a later exercise.

Prerequisites

The following permissions will be required to complete this exercise.

Manage Job Profile Content → Can View Content
Manage Job Profile Content → Can Edit Content
Manage User → Manage Users
Manage User → Employee Export
HR Coordinator (admin) with Manage Employee Import privileges (All Divisions/Departments/Locations)

Steps

Create a new Job Family called Human Resources
1. Navigate to Manage Job Profile Content using Action Search.
2. On the Select Content Type... dropdown, choose the option Set Up Families and Roles.
3. Select the option Create Family , and name it Human Resources.
4. Do not map Family Skills or Competencies at this stage, and choose the Create Family button.
5. Verify that the new family displays along with the existing SuccessFactors family, but there are no roles yet. The new family has a GUID assigned by the system. This unique identifier can be used to import content.
Add the following Job Roles to the Job Family: Recruiter, HR Manager and HR Business Partner.
1. Continue from the previous step and select the Roles tab. Verify there are 2 roles, Individual Contributor and Manager, which belong to the SuccessFactors family already created in the instance.
2. Select Create Role and add the following details:
  - Role Name: Recruiter
  - Family: Human Resources
3. Select Map Job Codes and try typing HR to search for possible options. Verify there are no results and no job codes available yet. You will complete this step later. Select Cancel to close the popup dialog.
4. Select Create Role to save this role.
5. Create another role, with the following details:
  - Role Name: HR Manager
  - Family: Human Resources
6. Select Create Role to save it.
7. Create the last role, with the following details:
  - Role Name: HR Business Partner
  - Family: Human Resources
8. Select Create Role to save it.
Export Employees and assign new Job Codes to be mapped to the new Job Roles you created.
Note
You can also use Manage Users tool to assign the job codes manually as an alternative to export and import the User Data File.
If using this import option, you can optionally modify the email address for the HR Coordinator (admin) to yours, in order to receive the import results notification.
1. Navigate to Employee Export using Action Search.
2. Select the Export User File button. A .zip file will be downloaded to your local computer.
3. Open the .zip file and locate the UserDirectory CSV file. Select it to open with your CSV Editor and make sure it is saved in your computer so you can make changes and it is not read-only.
4. On the file, check the JOBCODE column and verify there are 3 job codes: MGR, SALES and IC.
5. Change the Job Code for the following users from the HR Division:
  - Walter Watson: HRBP
  - Xenon Xandruszki: HR_MGR
  - Yolanda Young: REC
  - Zachary Zubov: REC
6. Save the file as a new version.
7. Navigate to Employee Import using Action Search.
8. Choose File and select the updated CSV file.
9. Select the option Validate Import File. You should see a message There are no error(s) found in the import file..
10. Choose File again and select the updated CSV file.
11. Select Import User File.
12. Verify the import was successful and the Job Codes were updated for these users. You can also check on Manage Users, navigate to the last page from the results, and verify the new values for Job Code.
Associate a Job Code to each of the Job Roles created.
1. Navigate back to Manage Job Profile Content → Set Up Families and Roles and select the Human Resources family.
2. Select the Recruiter job role.
3. Choose Map Job Codes and type REC. You should be able to see it on the results.
4. On the Usage, select Default. Save changes.
5. Select the HR Manager job role, and assign the Job Code HR_MGR using Map Job Codes, just like you did previously. Select Usage as Default.
6. Save changes and role.
7. Select the HR Business Partner job role, and assign the Job Code HRBP using Map Job Codes, just like you did previously. Select Usage as Default.
8. Save changes and role.
Summary
- Modules in SAP SuccessFactors rely on the Job Architecture to understand a variety of things, including: job responsibilities, attract ing the right candidates with clear job descriptions, and setting expectations of competencies and skills.
- Job Profile Builder (JPB) gives the ability to complete job profiles with multiple content types and create families and roles.
- JPB is built on Metadata Framework (MDF), which allows to manage effectively the data with secured object definitions and hierarchy.

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