Creating Presentations

Presentations is a solution for CHROs and senior HR leaders who frequently deliver talent review presentations to upper management. HR professionals often struggle with laborious manual preparation of presentations, resulting in bulky talent cards with possibly outdated data, impacting accuracy and leading to a poor audience experience.

Presentations was developed to tackle these challenges by creating slideshows with dynamic talent data from SAP SuccessFactors. Key benefits include:

• Easy assembly: You can quickly assemble talent review presentations by merging static PowerPoint and dynamic SAP SuccessFactors content.
• Outstanding user experience: SAP SuccessFactors data is presented in a visually compelling way and centered on presentation focus areas.
• Dynamic content: Live content from the SAP SuccessFactors HCM Suite eliminates the need for screenshots and Talent Cards, enabling dynamic talent conversations.

The process to use Presentations is as follows:

1. Upload
   • Upload PowerPoint or PDF content from the desktop to introduce and deliver key messages.
   • Asynchronous processing of files.
2. Assemble
   • Add standard slides with dynamic content in addition to static PowerPoint or PDF documents.
   • Introduce live content from the SAP SuccessFactors HCM Suite such as SOC, Matrix Grid Reports, and more.
   • Drag and drop slides to manage your presentation.
   • Delete multiple selected slides at a time if needed.
3. Present
   • Present directly from SAP SuccessFactors.
   • Full screen presentation mode available.
   • Keyboard navigation of slides.

Before you can begin using Presentations, it must be enabled from the Upgrade Center.

There are three steps to enabling Presentations so that people can use it:

1. Turn on the feature in the Upgrade Center.
2. Accept a user agreement that recognizes the processing of media content through a service that may be outside your geographic region.
3. Grant user permissions to access the feature.

To enable Presentations using Upgrade Center:

1. To navigate to Upgrade Center, use the Action Search and select Optional Upgrades to find the Presentations upgrade.
2. Choose Learn More to read more about the feature.
3. Choose Upgrade Now to proceed with the upgrade.
4. Read and agree to the End User License Agreement by checking the box.
   Note

   Acceptance of the agreement is a onetime, companywide decision by an administrator. It is not required by users of the Presentations feature.
5. Choose Yes to perform the upgrade and then OK to finish.

Once the Presentations feature is enabled, it is not yet visible to users until access permissions have been granted. Access permissions are granted in the usual way, using Role-based Permissions (RBP).

Once the End User License Agreement (EULA) is accepted by the administrator, administrators must grant permission to access Presentations. Presentations has a simple permission to control access to the module. Some key points in Presentation permissions:

• Access to live system content is regulated by existing user permission. For example, only those users who have the Org Chart access permissions defined as part of the Succession module are able to add the Succession Org Chart live slide.
• Ability to view incumbents and successors is also regulated by relevant Succession permissions already defined. Users cannot override existing module functionality. For example, the ability to view employee compensation data is regulated by Executive Review permissions in the compensation template.

To configure Presentations permissions:

1. To navigate to Manage Permission Roles, use Action Search.
2. Select the role for which you’re editing permissions.
3. Choose Edit and change the basic information if necessary.
4. Choose Next and navigate to the Administrator Permissions section.
5. Select Manage Presentations.
6. Grant Manage Presentations permissions to the selected role.
7. Choose Next, review the role’s permissions, and choose Save.

Once Presentations is activated and permissions set, you can create a Presentation with dynamic content. Some key features of Presentations include:

• Talent Cards: A concise profile of an employee and their talent-related attributes. Configuring Talent Cards was discussed earlier in the Configuring Talent Cards lesson.
• Live Slides: Live slides are slides in your presentation that display dynamic content using live data from the SAP SuccessFactors application. Live slides can be inserted among slides you've created from uploaded offline content, or they can be used independently to create an entire presentation of dynamic content.
• Hotspots: A hotspot is a specified area on one of your uploaded static slides that you can interact with during your presentation. Use hotspots to make your static content more dynamic and engaging.
• Custom Profile Slides: Slides based on an existing uploaded static slide, with added information from the People Profile.

There are four basic steps to assembling Presentations:

1. Upload static content to SAP SuccessFactors (in PPT slide or PDF format).
2. Add dynamic content, such as live slides, hotspots, Talent Cards, profile slides, and analytics.
3. Arrange the slides and finalize your presentation.
4. Present!

To create Presentations, navigate to Presentations from the main menu:

1. Create a new Presentation: Choose Create Presentation (+) and enter a Presentation Name (required). Your presentation is opened in slide sorter mode, ready for editing.
2. Edit an existing Presentation: If a Presentation already exists, select the Presentation name to edit it.
3. My Presentations: When Presentations is opened, the view defaults to the presentations that you created.
4. Shared with me: If another user has shared a presentation with you, select this tab to see the shared presentations.
5. Folders: Select the folder to see the presentations in that folder or select +Create New Folder to organize your presentations.

Adding Content from a Microsoft PowerPoint or PDF

Static content such as brand images can be uploaded from Microsoft PowerPoint or a PDF. Uploaded static content is not automatically added to your presentation but is visible in the Slide Holding Area. You can add some or all of the slides in the holding area to your presentation.

Adding static content is optional. Technically, you can create an entire presentation using Live Slides. Uploaded content is saved and stored in the holding area for future use and you can have more than one uploaded file in the holding area.

To add content from a Microsoft PowerPoint or PDF:

1. From the main Presentation screen, select the Action Menu and choose Upload PowerPoint or PDF Slides.
2. Select Choose File to browse to the file you’re uploading and choose Upload. The Microsoft PowerPoint slides are put into the Slide Holding Area.

1. Presentation Views
   1. Slide Sorter View: Use the sorter view to add new slides, rearrange slide order, and edit existing slides.
   2. Slide Timeline View: Use the timeline view to preview or edit each slide in your presentation.
   3. Presentation Mode: Use presentation mode to give your presentation to an audience.
2. Presentation Action Menu: Functions that can be performed with the presentation.
3. Slide Sorter View: Additional slides can be added, and slides can be rearranged using drag and drop.
4. Live slides are represented with special icons.
5. Slide Holding Area: One or more Microsoft PowerPoint or PDF documents can be uploaded to the Slide Holding Area. Slides can then be chosen to add to the Presentation.
6. Add all of the slides from the uploaded content to the Presentation.
7. Remove the uploaded content.
8. Select individual slides to be added to the Presentation.
   Note

   • Once uploaded, slides cannot be edited. To make a change, you can delete the slide and upload the revised Microsoft PowerPoint file.
   • Microsoft PowerPoint animations are not supported.

Slide Timeline View

With the Timeline View, full-size slides are shown one at a time and slide thumbnails are shown in the timeline at the bottom of the screen.

With the timeline view, you can:

• Use arrow keys to step through your slides.
• Add hotspots to static slides.
• Interact with dynamic content on live slides.

1. Slide Timeline View
2. Use the arrows to advance through the presentation slide-by-slide.
3. Hotspot boxes are indicated on the slides.
4. Slide thumbnails. Select a slide to view that slide. Live slides are represented by special icons and slides with hotspots have a hotspot icon in the corner of the thumbnail.
5. Presentation Action Menu

Live slides are slides in your presentation that display dynamic content using live data from the SAP SuccessFactors application. Live slides can be inserted among slides you've created from uploaded offline content, or they can be used independently to create an entire presentation of dynamic content.

To add a live slide to your presentation:

1. From the Slide Sorter View or the Slide Timeline View, choose the Action Menu and select Add A Live Slide.
2. Select the type of live slide that you want to add.
3. Configure the live slide using the configuration wizard.
4. Choose Add Live Slide or Done (depending on the type of slide) to add the slide to your presentation.

There are several Live Slides to choose from and each live slide is configured differently, depending on the data it displays. Live slide configuration settings determine what SAP SuccessFactors data is displayed on the slide by default. Because live slides are dynamic and interactive, in many cases you can also navigate away from the default view and display other SAP SuccessFactors data during your presentation. Although live slides are not technically required, they are the primary benefit of the Presentations feature.

The following Live Slides are available:

You can hide specified persons on the Succession Org Chart and the Team View live slides so that they don’t appear in your presentation. This feature is helpful when you don’t want someone in the meeting to see an employee’s data.

To hide people or positions:

1. In the View Slide Sorter or View Slide Timeline mode, open the Action Menu and select Edit Slide Content to enter edit mode.
2. From a slide with the SOC or Team View, select Show/Hide Person () in the upper-right corner.
3. Choose Hide This Person () in the right corner of the card for the people you wish to hide. Their card appears faded in edit mode. When you’ve hidden the person, the Show This Person () icon appears, and you can choose it to unhide the person.

Adding Hot Spots

Hotspots add interactivity to a static Microsoft PowerPoint slide. If you want to use a static slide that does not have a corresponding live slide, but want to incorporate interactivity, Hotspots can be a useful tool.

To add a Hotspot:

1. From a static slide, select Edit Slide Content from the Action Menu.
2. Slides that can have Hotspots will have the Hotspot icon () in the top right corner. Choose the Hotspot icon.
3. Drag your cursor around the area that you want to hotspot, creating a box (hotspots work on an area, not just a line).
4. Enter either an individual’s name to open their Talent Card, or an external link.
5. Choose OK to save your hotspots.
6. Choose Done to return to timeline mode.

Once the Hotspot has been added, while presenting the slides you can choose the area with the Hotspot to open the Talent Card or Link you created. The purple boxes shown while editing the slides do not appear when presenting the slides.

Custom profile slides are slides based on an existing uploaded static slide with added information from the employee’s profile. Custom profile slides give greater control over slide content than the People Profile live slide. Instead of using a People Profile live slide that displays all the person’s entire profile, you can create slides with just the necessary content for the purposes of the talent review meeting.

When you create the custom slide, you’re creating a template of the data you wish to show on the slide. That template is duplicated for the people you select with the Population dialog. If you’ve selected a population with 10 employees, you have 10 custom slides added to the presentation. Each slide follows the format of the template you created as your custom slide.

Static slides are necessary to create customized slides, so make sure that you uploaded at least one static slide that you want to use as the basis for your custom profile slides. The static content provides the background on top of which you insert dynamic profile data. If you plan on adding a lot of content to the custom slide, you’ll want most of your static slide to be blank.

To add Custom Profile Slides:

1. Find your uploaded static slide in the Slide Holding Area and add it to your presentation.
2. In either View Slide Timeline mode or View Slide Sorter mode, select the static slide you uploaded and added.
3. Select Create Customized Slides from the Presentation Action Menu. The Add Populations screen opens.
4. Enter the population for whom you wish to create a custom profile slide.
   1. Select an individual’s name.
   2. Select the manager of a Team, and the levels of reports you wish to add to the population.
   3. If Dynamic Groups are enabled, select the group.
5. Choose Add to Selected to add all of the employees from the target population to your presentation. From the list of names in the Selected People column, select any names you’d like to remove from the list (choose Remove from Selected). To ensure optimal performance, do not add more than 200 people.
6. Choose Continue.
7. You are presented with a wizard that displays your static background and lists the available profile data in a side panel. This is the template design mode. You can drag and drop widgets as placeholders from the right panel to the slide and adjust the layout as you want. You can add:
   • Profile photos
   • Labels: You can add customized texts with Labels
   • Basic user info fields
   • Background info fields
8. Choose Finalize to close the wizard and add the custom profile slides for each person to your presentation.

During and after the design, you can check the slide layout with real data under the Preview tab and make necessary adjustments back in the Template design mode.

You can manage your presentations from the My Presentations home screen.

1. Share: Share the presentation with other users in the application.
2. Edit Title: Edit the title of the presentation.
3. Copy: Create a copy of the selected presentation, which can then be edited.
4. Move to: Move the presentation to a different folder based on the folders that you’ve created.
5. Delete: Deletes the presentation.

Sharing Presentations

Share a presentation with other people in your organization, within Presentations or by e-mail.

To share a presentation:

1. From the My Presentations screen, choose Share ().
2. Add an individual user by entering their name and selecting it. Or add several users with Dynamic Groups.
   1. Added users' names will appear on the right side in bold and in a different color.
3. Delete existing viewers to revoke access. Removed users don’t receive system notifications.
   1. To delete users, choose the trash icon.
   2. Deleted users' name will be stricken out.
4. Allow editing when sharing a presentation. Users can select to whom they grant editing permissions by selecting the Edit box.
   Note

   To ensure that there is only one person editing the Presentation at a time, each person should lock () the Presentation before editing it and unlock the Presentation when finished editing.
5. Customize the e-mail notification if desired. Otherwise, the system will send out a default notification about the presentation being shared.
6. Choose Done to share the presentation. The total number of people with which the presentation has been shared will be indicated next to the Share icon.

Users who received a presentation gets access to Presentations from the Main Menu even if they do not have the permission to "Manage Presentations" from RBP.

To work with the shared presentation, users would select the Shared With Me tab. If there are shared presentations they’ve never opened, there is a red icon indicating "new" and the number of presentations they never opened in the tab.

Copying Presentations

The Copy action from the main Presentation screen allows users to make a copy of the selected presentation. You can copy a presentation you created or one that’s been shared with you by other people.

With this option, it’s easy to create a new presentation based on an existing presentation. Similarly, it’s possible to prepare a presentation as a standard template and spread it company wise.

When you copy a presentation, you can choose a name for the copy and decide in which folder the presentation should be stored.

Organizing and Deleting Presentations

You can organize your presentations into folders. By default, you have three folders available on the left side of the main Presentation screen:

• The Presentations folder contains active presentations and is displayed by default when you arrive on the page.
• The Archived folder contains presentations that you want to save but don't need to keep in view.
• The Trash folder contains presentations that you have deleted.

To organize or delete presentations, navigate to the main Presentations page.

• To move a presentation to a new folder, open the Action Menu on the Presentation Card and select Move To. Then select the folder where you want to move the presentation.
• To create a new folder, choose Create New Folder and give the folder a name.
• To edit or delete a folder after you create it, hover over the folder, and choose Edit or Trash.
• To delete a presentation, find it in a folder and open the Action Menu. Then choose Delete. The deleted presentation is moved to the Trash folder.
• To empty the Trash and permanently delete presentations, hover over the Trash folder and choose Empty Trash.
• To restore a presentation, find it in the Trash folder and open the Action Menu. Then select Restore.