Configuring Team Monitoring Process

Objective

After completing this lesson, you will be able to configure Team Monitoring Process

Policy Configuration

In Unit 4, Configuring Payroll Control Center, you learned how the consultant or PCC Content Administrator creates and uses analytics designer type for creating root cause analysis (RCA) and how these roles work with validation rule types for creating validation rules. You, working as a consultant, created new RCA and validation rule and assigned an RCA to the validation rule. You also prepared the new policy type and Team Monitoring process type. Ultimately, you have prepared the PCC to carry out the daily work of a business user.

In this lesson, you will learn which steps the Payroll Process Manager must perform to prepare for the payroll process run and what SAPUI5 applications they will use for this purpose.

The image shows tasks of the Technical Consultant and the Payroll Process Manager. Because the Team Monitoring process type configured earlier includes Initiate Policy,” those policy types have to be assigned that are planned to be used for this process. The policy types are used to logically group together the validation rules/alerts that can later be assigned to a payroll process. Now, the Payroll Process Manager must configure the policy.

Because the Team Monitoring process type that you configured in the previous unit includes "Initiate Policy," you had to assign the policy types that you plan to use for this process. The policy types are used to logically group together the validation rules/alerts that can later be assigned to a payroll process. Now, the Payroll Process Manager must configure the policy.

The image shows 3 screens which outline the steps you take from 1 - Configuration Workbench to 2 - Steps and finally the Policy Types tab.

Policy Configuration

A policy refers to a set of rules, guidelines, and configurations that govern how payroll processing should be carried out within the system. Policies are critical in managing and optimizing payroll processes, ensuring payroll calculations are accurate, compliant, and efficient. They provide a structured framework for configuring and controlling various aspects of payroll within the SAP SuccessFactors HCM system.

Key aspects of policy in PCC include the following:

  • Standardization: Policies help standardize payroll processes across an organization. They define the rules and calculations that should be applied consistently to different payroll elements, such as wage types, deductions, taxes, and benefits.
  • Compliance: Payroll policies often incorporate compliance rules to ensure that payroll processing adheres to local, regional, and national labor laws, tax regulations, and industry-specific requirements. This helps organizations stay in compliance with legal and regulatory obligations.
  • Variants: Within a policy, organizations can create variants to customize payroll processing for specific employee groups, payroll cycles, or scenarios within the overarching policy. This provides flexibility to accommodate diverse payroll needs within the organization.
  • Maintenance: Policies can be regularly updated to reflect changes in payroll regulations, company policies, or business requirements. Ensuring that policies are up-to-date is essential for accurate and compliant payroll processing.
The image shows two screens what and illustrates what is to be done to configure a new policy. This is the following: To implement a new policy in the payroll process, it must be linked to one of the assigned policy types for the process type. Choose the correct validation rules from the drop-down menu. Validate and save the configuration. Note that validation rules can be added or removed at any time.

Steps to Configure a New Policy

  1. For a new policy to be used in the payroll process, it must be associated with one of the policy types that was assigned to the process type.
  2. Provide the policy name
  3. Assign the appropriate validation rules from the drop-down list
  4. Validate configuration
  5. Save configuration
  6. It is possible to add or remove validation rules anytime

Business Example

This practice shows how to the Payroll Process Manager creates a new policy in to include new validation rules for master and payroll data validation.

ExerciseStart Exercise

Configure a New Policy

Business Example

A policy is a set of validation rules for checking employees' master or payroll data. The Payroll Process Manager uses the Manage Policies and Manage Processes front-end applications in the productive system to create policies and payroll processes and flexibly assign these policies to the payroll processes based on customer business needs.

You, as Payroll Process Manager, need to create a new policy. However, you can also edit an existing policy by changing its name, adding or removing validation rules, and changing the sort order of validation rules via the Manage Policies app.

Steps

  1. Call PCC Manage Policies App.

    1. Open the Payroll Process Manager favorite folder.

    2. Click on the PCC Manage Policies (Manager) application.

    3. To log into the front end of the training system, provide the username HRH65-## and password Welcome1. (You already used the same username and password to log into the training system.)

  2. Add a new policy based on the policy type Z## HRH65 GROSS AND NET (Z##_HRH65_POLICY_TYPE) created in exercise 20. Call it Z## HRH65 GROSS AND NET VALIDATION POLICY, where ## is your group number.

    1. To add a policy, choose the + sign, Add Policy in the lower right corner of the application screen.

    2. Enter Z## in the search bar of the Select policy type pop-up window.

    3. Select Z## HRH65 GROSS AND NET (Z##_HRH65_POLICY_TYPE) from the drop-down list.

    4. In the Policy Name field, enter Z## HRH65 GROSS AND NET VALIDATION POLICY.

  3. Add the following validation rules which you want to assign to this policy

    1. To add a policy, choose the + sign, Add Validation Rules to the right of the Validation Rules section.

    2. Enter Z## in the search bar of the Select Validation Rules pop-up window.

    3. Select Z##_HRH65 - C003 - Employees returning from long absence(maternity/sickness)

      Z##_HRH65 - C026 - Employees with Gross pay over the threshold amount (5000 EUR)

  4. Validate the newly created Policy.

    Click on the Validate button in the lower right corner of the screen.

  5. Save your configuration.

    Once the policy validation is successful, click the Save button located at the bottom right corner of the screen.

Analytics Configuration

Integrating Various Objects to the Process

Next, the PCC Consultant or PCC Content Administrator must create analytics.

Analytics are used for grouping KPIs for employees' master data and payroll data and are subsequently assigned to a process in order to monitoring the organization's KPIs. For example, this will monitor changes of total salary payment for specific staff numbers. Payroll Process Managers now use the Manage Configuration app to flexibly create and update analytics by assigning KPIs and grouping the KPIs in sections.

The image shows tasks for the Payroll Process Manager and the Technical Consultant. To be able to configure analytics, the Payroll Process Manager must create analytics. Analytics are used for grouping KPIs for employees' master data and payroll data and are subsequently assigned to a process in order to monitoring the organization's KPIs.

Steps to Configure Analytics

The image shows a screen with the options to configure analytics in the Manage Configuration app. Steps are the following. Step 1 - Create analytics and give it a name. Step 2 - Create and provide a section name. Step 3 - Assign a KPI from the drop-down list. Step 4 - Repeat the previous steps 2 and 3 as often as required. Step 5 - activate Analytics. Note that it is possible to add or remove validation rules anytime

The PCC Consultant or PCC Content Administrator will use the following steps to configure analytics:

  1. Open the Manage Configuration app
  2. Create and provide the analytics name
  3. Create and provide section name
  4. Assign the appropriate KPI from the drop-down list
  5. Repeat step 3-4 as many times as you need sections for the analytics
  6. Activate analytics
  7. It is possible to add or remove validation rules anytime

Business Example

This practice shows how to configure analytics to group the KPIs.

ExerciseStart Exercise

Configure Analytics

Business Example

As a PCC Consultant or PCC Content Administrator, you need to configure Analytics to group KPIs according to customer business needs. Then, the Payroll Process Manager will assign the Analytics to a specific Payroll Process, enabling the visualization of these Analytics during the Monitoring step within the Process Management application of the Payroll Control Center.

Note

If you update analytics already assigned to a payroll process, the configuration changes will only take effect upon re-executing the analytics.

Note

KPIs with the prefix Z30 were copied from PCC Best Practice objects in the training system and adjusted for Other countries.

Steps

  1. Call Manage Configuration App.

    1. Open the Configuration tool favorite folder.

    2. Click on the Payroll Control Center - Manage Configuration application.

    3. To log into the front end of the training system, provide the username HRH65-## and password Welcome1. (You already used the same username and password to log into the training system.)

  2. Create a new Analytic with ID Z##_HRH65_Analytics and name Z## HRH65 Analytics for Payroll Process.

    1. In the left panel, choose Analytics.

    2. Click on the + Add New Analytics button in the upper right corner of the screen.

    3. On the Administration tab, provide the following information:

      • ID: Z##_HRH65_Analytics
      • Name: Z## HRH65 Analytics for Payroll Process
      • Country/Region: Choose 99 Other countries from the drop-down list.
      • Icon: sap-icon://filter-analytics

  3. Analytics should be divided into two KPI sections, each containing the following KPIs:

    1. Scroll down and click on the Add a Section button.

    2. Change the default section name to Employee Count Analysis in the section name field.

    3. Click on the + Add KPIs button on the right under the section name.

    4. Select following KPIs:

      Z30 SBP - K003 - Count of employees with Org. Change

      Z30_HRH65 - K009 - Count of Active Employees

      Z30_HRH65- K010 - Count of newly hired employees

      Z30_HRH65 - K012 - Count of actives and inactives

    5. Scroll up and click on the + button under KPI section.

    6. Change the default section name to Payroll Analysis in the section name field.

    7. Click on the + Add KPIs button on the right under the section name.

    8. Select following KPIs:

      Z##_HRH65 - K001 - Count of employees with gross pay

      Z30_HRH65 - K004 - Total Gross pay comparison

      Z30 _HRH65- K008 - Count of employees having Warning and Errors in Payroll

  4. Activate your configuration.

Process Configuration

Process Configuration

Now the Payroll Process Manager is ready to configure the process.

In general, the process determines the following:

  • The selection of employees for whom it is necessary to perform payroll calculation and then the corresponding set of steps policies, compliance with which it will be required to check the results of the process.
  • A set of KPIs that need to be formed based on the process.
  • The period for which the process must be executed.
the image shows a Payroll Process Manager task, this is to configure process types.

Team Monitoring Process Type Configuration

The following steps are required for Team Monitoring Process Type Configuration:

  1. Open the Manage Processes app
  2. Create a new process based on the Team Monitoring Process Type
  3. Assign a payroll area in the selection section
  4. Assign policies
  5. Assign analytics
  6. Assign the payroll period in the Recurrences section
  7. Update the Recurrences section as needed

Business Example

This practice shows how to start the payroll process configuration.

ExerciseStart Exercise

Configure a Team Monitoring Process

Business Example

After completing all the preparatory steps, you can start configuring the Team Monitoring Payroll Process as the Payroll Process Manager. The Process Configuration application enables you to create processes and assign policies to them in the production system.

Steps

  1. Call PCC Manage Processes (Manager) application.

    1. Open the Payroll Process Manager favorite folder.

    2. Click on the PCC Manage Processes (Manager) application.

    3. To log into the front end of the training system, provide the username HRH65-## and password Welcome1. (You already used the same username and password to log into the training system.)

  2. Create a new payroll process based on the Z## HRH65 Team Monitoring Process Type (Z##_TM_PROCESS_TYPE) created in the exercise 22. Call it Z## HRH65 Team Monitoring Process.

    1. To create a new process, choose the + sign, Add Process in the lower right corner of the application screen.

    2. Enter Z## in the search bar of the Select process type pop-up window.

    3. Select Z## HRH65 Team Monitoring Process Type (Z##_HRH65_TM_PROCESS_TYPE) from the drop-down list.

    4. In the Process Name field, enter Z##_HRH65 Team Monitoring Process.

  3. Assign the payroll area to your process (X1-X9 for groups 01-09, Y0-Y9 for groups 10-19, Z0-Z9 for groups 20-29, and ZS for group 30).

    1. To add the payroll area, choose the + sign, Add Selections to the right of the Selection section.

    2. Enter your payroll area ID in the search bar of the Select payroll area pop-up window.

    3. Select your payroll area.

  4. Assign Policies Z## HRH65 GROSS AND NET VALIDATION POLICY created by you in the exercise 24 and Z30 HRH65 Employee Personal Info was prepared for the course in the training system and the process.

    1. To add the policy, choose the + sign, Add Policies to the right of the Policies section.

    2. Select Z## HRH65 GROSS AND NET VALIDATION POLICY and Z30 HRH65 Employee Personal Info

  5. Assign Z## HRH65 Analytics for payroll Process (Z##_HRH65_Analytics).

    Choose created Analytics in the exercise 25 from the drop-down list.

  6. Assign 01 payroll period of the current year as recurrences for the payroll process.

    1. To add the payroll period, choose the + sign, Add Recurrences to the right of the Recurrences section.

    2. Enter current year in the search bar of the pop-up window Select payroll period, then ENTER.

    3. Select 01 payroll of the current year from the drop-down list and choose OK.

  7. Validate the payroll process configuration.

    Click on the Validate button in the lower right corner of the screen.

  8. Save Z## HRH65 Team Monitoring Process.

    Once the process validation is successful, click the Save button located at the bottom right corner of the screen.

Team Configuration

Prerequisites

The following prerequisites are required for team configuration in PCC:

  • Activate business functions HCM_LOC_CI_101 and HCM_LOC_CI_103.
  • Configure the process type of the TM Team Monitoring category via Configuration Workbench.
  • Create the process based on the process type of the TM Team Monitoring category via the PCC Process Management app.

The Team Setup User is configured with teams in production system via PCC Team Configuration app. Depending on the distribution of responsibilities, a team configuration task may be added Payroll Process Manager.

Business functions HCM_LOC_CI_101 and HCM_LOC_CI_103 contain the following enhancements to the Payroll Control Center:

  • A new app called Team Configuration: With Team Configuration, the authorized user can configure teams to handle alerts for the Team Monitoring processes. A Team Monitoring process is assigned to the process template category Team Monitoring in the back end.
  • A new app called Team Management: With Team Management, the authorized team lead specified in the Team Management app can assign alerts to team members, activate or deactivate members, and manage the sub-processes. Each team is a sub-process for the Team Monitoring process.
  • Process Management is enhanced. The Payroll Process Manager can assign alerts to teams. In addition, the Payroll Process Manager can pause or restart the processing for an alert.
  • Alert Management is enhanced. Worklists are displayed on a team level. Team members can choose to forward an alert to another team.

Two Monitoring Process Type Categories

Customers can choose from two monitoring process type categories developed for Payroll Control Center:

  1. MO Monitoring, OR
  2. TM Team Monitoring
The team capabilities in the system are provided only for Monitoring or pre-payroll process, but not for Productive Processes.The image shows two screens with the two types of the Monitoring Process Type. One is the MO Monitoring, the other is TM Team Monitoring-

Monitoring Process Configuration

When configuring a process created based on the Monitoring process type, you can select processors from the drop-down list and assign them directly to the process. Then, when the process runs in the monitoring step, the Payroll Process Manager will have to manually assign a processor to each alert. Because the monitoring process will be performed many times to identify and resolve all payroll related issues as early as possible, assigning processors will require a lot of time and effort on the part of the Payroll Process Manager. To automate the assignment of handlers to alerts and relieve the manager of this troublesome and time-consuming task, the Team Monitoring process type category was developed.

The image shows 3 screens, from the transaction Configuration Workbench, tab Basic Information, to the Process Configuration App in Payroll Control Center to Policies. The Team Monitoring process type category was developed to automate the assignment of handlers to alerts. This category allows you to select processors from a drop-down list and assign them directly to the process created based on the Monitoring process type. This eliminates the need for the Payroll Process Manager to manually assign a processor to each alert during the monitoring step. The Team Monitoring process type category aims to relieve the manager of the time-consuming task of assigning processors, as the monitoring process will be performed multiple times to identify and resolve payroll related issues early on.

Team Monitoring Process and Team Configuration

It is not possible to assign processors directly to a process while configuring a process associated with the Team Monitoring process type. But as soon as you create such a process, it will immediately become available for team configuration in the application of the same name.

When configuring a process associated with the Team Monitoring process type, it is not possible to directly assign processors to the process. However, once the process is created, it will immediately be available for team configuration in the application of the same name.

Team Configuration App

The Team Setup User provides the team name then selects the criteria that the system will use to assign alerts to the team. As a last step, the Team Setup User assigns a team lead and team members. The criteria that can be used for team configuration are suggested according to the process type setting. If it later turns out that more criteria for configuring teams are needed, they can be added at any time.

The Team Setup User begins by entering the team name and then chooses the criteria that will be used to assign alerts to the team. Next, the Team Setup User designates a team lead and team members. The suggested criteria for team configuration are based on the process type setting. If additional criteria for configuring teams are required later on, they can be added at any time.

Team Configuration: Selection Criteria

If a payroll area was used as a criteria for team configuration, the system limits the list of available payroll area to those that were used for process configuration in the Team Configuration app.

If a payroll area is used as a criterion for team configuration, the system will restrict the available payroll areas to only those that were used for process configuration in the Team Configuration app.

Team Configuration: Policies

If a Policy ID was used as a criteria for team configuration, the system limits the list of available policies to those that were assigned to the process during process configuration.

The system restricts the available policies for team configuration to only those that were assigned to the process during process configuration if a Policy ID is used as a criteria.

Team Configuration: Team Lead and Team Member

Assigning a team lead is mandatory during the configuration team. Subsequently, it is this user who will have to assign handlers to alerts and be responsible for timely and high-quality alert processing. You also need to assign team members to the team.

It is required to appoint a team lead for the configuration team. The team lead will be responsible for assigning handlers to alerts and ensuring timely and high-quality alert processing. Additionally, team members must also be assigned to the team.

Check Team Setup

Next, you’ll check the team setup. If some criteria are not used for team configuration, the system will display them and prompt you to assign unused criteria one of the existing teams or create a new one.

Afterwards, you will verify the setup of the team. If certain criteria are not being utilized for team configuration, the system will list them and ask you to assign the unused criteria to an existing team or create a new one.

Activate Team Setup

After completing the team configuration and successful team setup check, the last step is to activate teams. In the future, the team setup user can return to the team configuration to add new team members and replace the team lead. Now, the payroll process preparation has been completed and the payroll process is ready to run.

Once the team configuration and setup check are complete, the final step is to activate the teams. In the future, the team setup user can revisit the team configuration to add new members and change the team lead. Now that the payroll process preparation is finished, the payroll process is ready to be executed.

Business Example

This practice shows how to configure the teams before starting the full process.

ExerciseStart Exercise

Configure a Team Associated with Team Monitoring Process

Business Example

Team capability allows the automatic distribution of alerts among teams based on predefined criteria to enhance collaboration between the Payroll Process Manager, Team Lead, and Payroll Administrators for Team Monitoring processes. Alerts are automatically assigned to teams according to criteria. Criteria can be chosen from policy information and organizational properties. Teams are independent units and can only see their assigned alerts. Automatic distribution of alerts among teams is provided only for Team Monitoring (Pre-payroll) processes. A Team Setup User can configure a team only after creating the corresponding Team Monitoring process.

As a Team Setup User, you need to configure the teams responsible for the alerts generated by the Z## Team Monitoring Process.

Note

In this exercise, you will only create one team to save time.

Steps

  1. Call PCC Team Configuration Application.

    1. Open the Team favorite folder.

    2. Click on the PCC Team Configuration application.

    3. To log into the front end of the training system, provide the username HRH65-## and password Welcome1. (You already used the same username and password to log into the training system.)

  2. Choose Z## HRH65 Team Monitoring Payroll Process from the drop-down list.

  3. Create a new team with the name Team A.

    1. Click Edit button in the lower right corner of the Payroll Control Center -Team Configuration application screen.

    2. Click Add New Team button in the lower right corner of the screen.

    3. Enter Team A in the Team Name field.

  4. Assign your payroll area and two policies, Z## HRH65 GROSS AND NET VALIDATION POLICY and Z30 HRH65 Employee Personal Info, as team criteria.

    1. Click on the Team Criteria Tab.

    2. To add a payroll area, choose the + sign, Add to the right of the Payroll area criteria.

    3. Select HRH65 GR## payroll area from the drop-down list.

      The drop-down list only contains those payroll areas assigned to the payroll process in the configuration.

    4. To add a policy, choose the + sign, Add to the right of the Policy ID criteria section.

    5. Select both policies (Z## HRH65 GROSS AND NET VALIDATION POLICY and Z30 HRH65 Employee Personal Info) from the drop-down list. The drop-down list only contains Policies assigned to the payroll process in the configuration.

  5. Assign user Z##_USER created in exercise 23 as Team Lead.

    1. Click on the Team Lead Tab.

    2. To add a user, choose the + sign, Add to the right of the search field.

    3. Enter Z##_USER in the search bar of the Select Team Leads pop-up window.

    4. Select Z##_USER created in the exercise 23.

  6. Assign your user HRH65-## as Team Member.

    1. Click on the Team Member Tab.

    2. To add a user, choose the + sign, Add to the right of the search field.

    3. Enter HRH65-## in the search bar of the Select Team Member pop-up window.

    4. Select user PCC ## Manager & Admin (HRH65-##).

  7. Check Team Setup.

    1. Click on the back arrow in the upper left corner of the Payroll Control Center – Team Configuration screen.

    2. Choose Check Team Setup button in the lower right corner of the screen.

  8. Activate the newly created Team.

    1. Once the Check Team Setup is successful, click the Activate button at the bottom right corner of the screen.

    2. Choose Activate button on the Activate Team Setup pop-up window.

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