Preparing your Instance and Assigning Role-Based Permissions (RBPs)

If you are in an instructor-led course, you should have received an email with a link to the instance and Provisioning, and the login credentials for the administrator to both systems. If you have not received this information in an email, please reach out to your instructor.

What is my login information for provisioning and the instance?.

Self-learning (SAP Learning Hub / SAP Learning System Access): If you have reserved an SAP SuccessFactors instance through SAP Learning System Access, you will receive an email on the date your instance activates.

• This system-generated email provides login credentials for the link.

• Check your respective Learning Room for additional information on instance activation.

Virtual instructor-led courses: If you are in an instructor-led course, you should receive your instance prior to the beginning of the course.

• You must attend daily meetings for the duration of the course.

• If you have not received an instance by the first day of the course, ask your instructor.

Learn how to access the Company Settings in Provisioning to verify some of the Performance and Goals options.

1. Navigate to the back end (Provisioning) to Edit Company Settings.

   1. Log in to Provisioning.

   2. In the Company Name column, select the company ID of your organization.

   3. Under Edit Company Settings section, select Company Settings to start changes.

2. Verify the following company settings are enabled:

   Hint

   Using CTRL+F is very helpful.

   Note

   Several of the options you verify in this exercise are explained in more detail later in the course.

   Example

   • Performance Management

   • Writing Assistant

   • Workflow

   • Competency Library Management Suite

   • 360 Reviews - SAP Fiori Version - requires "360 Multi-Rater"

     • Enable 360 Executive Review Page - requires 360 Multi-Rater and Role Based Permission

   • Graphical Report (360) - requires "360 Multi-Rater"

   • Legal Scan

   • Spell Check

     Note

     The Spell Check feature will reach End of Maintenance on May 17, 2024 and will be deleted on May 16, 2025. The feature is being deprecated because most modern browsers have a built-in spell check function that can be used instead.

   • Live Profile

   • Language Packs: Please do not use Tagalog or English SAP SLS! They do not have any translations in place or are being used solely for internal testing purposes. Use nb_NO for Norwegian and sv_SE for Swedish. After the release of b1408, there should be no IDs with _SF (third column). See SuccessFactors internal wiki for the latest information on languages.

     • Deutsch (German)

     • English US (English US)

     • Nederlands (Dutch)

   • Manage Users

   • Enable Manage Languages tool

   • Rich text editor for PM and 360

     Note

     The Stack Ranker is also known as Team Rater, and the "Stack Ranker" switches below might be called Stack Ranker or Team Rater in your instance. You will learn how to change it in a later Unit of this course.

   • Stack Ranker for Performance Management

   • Stack Ranker for 360

   • Enable the Attachment Manager

   • Stack Ranker for Performance Management — Enable display of all forms but self

   • Enable Calibration (requires Role-Based Permission)

   • Enable Business Configuration in Admin Tools - requires "Enable Generic Objects" and "Enable the Attachment Manager"

   • Enable Generic Objects — requires "Enable the Attachment Manager"

   • Enable Performance Management Access Permission

   • Enable Team Overview Access Permission — requires "Role-based Permission (this will disable Administrative Domains)"

   • Enable Goal Management Access Permission

   • Disable Form Status Page

   • Enable Action Search (requires Role-Based Permission and Generic Objects)

   Verify the following company settings within the Goal Frameworks area, are enabled:

   Example

   Note

   As mentioned previously, Goal Frameworks might display as Objective Frameworks if your instance is using "Objective" instead of "Goal".

   If you only use English US, you can change the term used in your instance into Goal or Objective from Provisioning → Company Settings (locate the option "Change Goal into:"). Otherwise, if using more languages, you can change the Objective key and its variables using Text Replacement.

   Example

   • Goal Management Suite: Total Goal Management

   • TGM/CDP Goal Transfer Wizard

   • My Goals Tab — requires Total Goal Management

   • Goal Import

   • Enable the Goal Management-Performance Management Sync up

   Verify the following check boxes within the Analytics and Dashboards Tabs & Misc Reporting are enabled:

   Example

   • Gap Analysis

   • Ad Hoc Report Builder

   • • Performance Management
     • 360 Multi-Rater Subject

   Verify these additional company settings are enabled:

   Example

   • Enable Proxy Feature

   • Enable Use of External Users (V10 & V11 only).

   • Enable Collapsible Route Map.

   Example

   • Enable full form Legal Scan.

   • Enable full form Spell Check.

Learn how to verify the Performance and Goals Administrator role.

1. Verify that the required permissions are in place for all the permission roles.

   1. Navigate to Manage Permission Roles using Action Search.

   2. Locate the Administrators role, and select the Edit option from the Actions column.

   3. Select Next to navigate to step 2. Add Permissions.

   4. Verify the following user and administrator permissions are enabled using the tables provided.

   5. If you have to enable any permission, when finished, select Next to navigate to step 3. Preview and then, select Save to save your changes.

   6. If there are no changes, you can select the Manage Permission Roles option available at the top of the page to navigate back to the main menu and select a different role.

   7. Repeat these steps to verify permissions granted to the following roles: Managers, All Employees and Employee Search.

   Administrators - User Permissions

   User Permissions	Permissions Assigned
   Calibration	All
   Goals	All
   Performance	All, except Restrict Data Access of Inactive Users' Forms
   Employee Views	View All
   Employee Data	Edit all standard and background elements
   General User Permission	All, except Hide 'All active/inactive employees' option in Launch Forms wizard.

   Administrators - Administrator Permissions

   Administrator Permissions	Permissions Assigned
   Manage Calibration	Select All
   Manage Goals	Select All
   Manage Talent Card	Manage Talent Card Configuration
   Manage Succession	Select All
   Check Tool	Select All
   Manage Dashboards / Reports	Select All
   Manage Documents	Select All
   Manage Form Templates	Select All
   Manage Competencies and Skills	Select All
   Manage System Properties	Select All
   Manage User	Select All
   Manage Business Configuration	Select All
   Configuration Transport Center	Select All
   Manage Integration Tools	Select All
   Manage Action and Intelligent Searches	Allow non-English language users to search in English for Action Search (including the tools section of Admin Center) and Manage Action Search

   Learn how to verify permission role configuration for all the managers in the organization.

   ExerciseStart Exercise

   Managers - User Permissions

   User Permissions	Permissions Assigned
   Calibration	Detailed Calibration Permissions View Calibration Tab View Calibration History
   Goals	All permissions, except Admin Access for Goal ODATA API Export
   Performance	Performance Management Access Restrict Data Access of Inactive Users' Forms Team Overview Access View Overall Ratings from Forms View Goal Ratings from Forms
   Employee Views	View for all sections.
   Reports Permission	Select All
   Employee Data	View for all fields, including the Employee Profile and the Background sections (you need to scroll down to find it.)
   General User Permission	Select All

   All Employees - User Permissions

   User Permissions	Permissions Assigned
   Goals	Goal Management Access Goal Plan Permissions. Select All radio button.
   Performance	Performance Management Access Restrict Data Access of Inactive Users' Forms
   Employee Views	View for all sections.
   Employee Data	Edit for all fields, including the Employee Profile and the Background sections (you need to scroll down to find it.)
   General User Permission	User Login Live Profile Access Mobile Access

   Learn how to verify the permission role for employee search purposes and test the permissions.

   ExerciseStart Exercise

   Employee Search - User Permissions

   User Permissions	Permissions Assigned
   Employee Views	Profile
   Employee Data	View for these fields: First Name Last Name Manager Middle Name Title
   General User Permission	Organization Chart Navigation Permission Company Info Access User Search

2. Test the permissions using Proxy Now to proxy as an employee, manager and administrator:

   1. In the Name Menu, select the option Proxy Now to proxy as another user.
   2. Enter Brooke Brown as the target user and click OK.
   3. In the Home Page, click on Profile card under Quick Actions to navigate to the Employee File.
   4. Locate the Personal Information block. You should be able to see this icon and be able to edit fields like Middle Name or Title.
   5. From the Name Menu, select the option Proxy Now to proxy as another user.
   6. Enter Alex Anderson as the target user and click OK.

      • From the main menu, navigate to Performance , and verify that you can see the Team Overview tab. This option should be displayed at the top section, but do not need to access yet. We just want to confirm the option is visible at this stage, only for Managers but not for Employees.

      • From the main menu, navigate to Employee Files .Search for Brooke Brown within your direct reports. Notice that the Personal Information block is not editable.

   7. From the Name menu, select Become Self to become HR Coordinator.

      Verify that you can access Goal Management Feature Settings, by typing feature in the Action Search.