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Updating People Profile Data

Objectives

After completing this lesson, you will be able to:

Describe People Profile Data Management
Manage personal, trend, and background data

People Profile Data Management Overview

Data Management is critical for accurate, timely maintenance of SAP SuccessFactors. Many customers have a Human Resources Information System (HRIS) to extract or provide data. Typical data files used for Succession are as follows:

Employee Imports for Employee Data like Hire Date
Personal Imports for Personal Data like Risk of Loss
Trend Imports for Trend Data like Potential Ratings
Background Imports for Background Data like Education

Customers may have other systems to export and map data. Or the customer may choose to manually import the information via Admin Center or Job Scheduler.

File Types

Succession Management uses several file types or Imports. Employee Data is imported using the Employee Import function. While the Personal, Background, and Trend Data uses the Extended User Information Import.

File Types

File Type	Description
Employee Data (also called the UDF or User Data File)	Populates employee information and one-to-one data.
Personal Information	Supplemental one-to-one data.
Background Data	Many-to-one data resulting in multiple records for each employee and multiple sections. The import file for background elements includes multiple sections of data.
Trend Data	Rating data can be many to one and multiple sections.

Note

All data elements are defined in the Succession Data Model in Provisioning, and the actual data is stored within specifically configured Employee Profile portlets in Admin Center. The Succession Data Model can also be accessed in an instance by using Action Search to navigate to Manage Business Configuration.

Terms and Definitions

When maintaining data import files, there are some general terms and definitions to consider:

Terms and Definitions

Term	Definition
Boolean	True/False elements
Float	Numeric elements
Varchar	Variable character (alphanumeric) elements
Elements (Field)	Defined data (standard, user, trend, or background)
Sections and Fields	Defined background elements create sections in the People Profile (Live Profile) with a set of fields (for example, Awards [section includes type, description, and date] fields).

Managing Personal, Trend, and Background Data

Personal, Trend, and Background data are typically stored within specific People Profile portlets for the Succession tools to display it. The following data types can be imported using the Import Extended User Information tool.

Personal Information: consists of supplemental "one-to-one" data about a user— that is, data for which there is only one record for each employee.
Trend Information: consists of "one-to-many" rating data from your talent review process—that is, data for which there may be multiple records for each employee.
Background Information: consists of supplemental "one-to-many" background data about a user— that is, data for which there may be multiple records for each employee.

The process to import personal, trend, or background information would be as follows:

Create the Extended User Information import file in CSV format:
1. To add or update existing extended user information, navigate to Export Extended User Information and export the data from your instance, using the Export Extended Data only option. Each type of information (personal, trend, background) has its own template.
2. To create an import file from scratch and import extended user information for the first time, export a CSV template, using the Export Template option. Each type of information (personal, trend, background) has its own template.
3. Save the resulting export file in CSV format.
Edit the CSV file to add or update the information and prepare it for import.
To import the data, navigate to Import Extended User Information.

Details on the export and import processes are available in the SAP Help Portal: Managing Extended User Information by Using Data Files | SAP Help Portal

Note

All elements within the import templates must be defined in the Succession Data Model before importing data and any picklists referenced must match those loaded or modified inside Picklist Management or the Matrix Grid Rating Scales.

The Export Extended User Information in Admin Center is displayed.

Personal Data

Personal data populates fields surrounding the person. This information could be sensitive like date of birth and gender or common like the business segment.

Other examples of data that can be found in the Personal Information file for extended information are: Risk of Loss, Impact of Loss, Reason for Leaving, and others. This file does not include background elements like the Language Skills and the Previous Work Experience, or trend information like the Performance and the Potential ratings. This Personal Information file does not include either the Manager, the Matrix Manager, and the HR Manager that are available in the Basic import file.

Note

Trend data fields are included in the personal information template as "placeholders" only. Use the Trend Data template to import rating data instead of Personal Data.

When using the personal information import template, be sure to follow the proper data type format and match the options to those in Picklist Management if the field has a picklist associated to it. If you are unsure about this, reference the Succession Data Model or Picklist Management export.

The Import Extended User Information in Admin Center is displayed.

If you don’t select Import by overwriting existing data with your new changes, all records will be added as new records, even if it’s a clone of a record. If you do select Overwrite Existing Data, all records in sections you are importing will be deleted before importing. This affects ALL employees.

Trend Data

Trend Information is typically ratings that tie back to the sysOverall background elements within the Succession Data Model and may include Performance, Potential, Competency, Objective, Custom1, or Custom2. When using the trend information import template, be sure to follow the proper data type format and match the rating options to those defined within the matrix grid rating scales.

Background Data

Background information is data typically seen on a resume or curriculum vitae and includes employment history, education, languages, or others:

Data includes "many to one" data (each employee can have multiple records in each section).
Permissions are at the "element" (section) level, not the "field" level.
Custom background sections may be created (Enterprise only).

Background elements support attachments:

Each background element can have one field of attachment type.
Each row of background element can only have one attachment; to have multiple attachments in a row, you must create multiple rows.
The following file formats are supported: Microsoft Office documents, HTML, text, PDF.
Document XML allows the attachment to have a type-id for easy search.

When using the import template, be sure to follow the proper data type format and match the options to those in Picklist Management if the field has a picklist associated to it.

If you are unsure about this, reference the Succession Data Model or Picklist Management export. When data is added for background elements with Import Extended User Information, the system will send an e-mail after the import process is completed to notify if the import was successful or not.

Note

Do not adjust or correct the capitalization in column B of this template. Column B is directly related to the background element id within the Succession Data Model. Best practice is to create sample data for a test user in your instance to run test exports.

Change Succession Data Model and People Profile

Business Example

You need to make changes to the Succession Data Model and create portlets within Employee Profile to capture the data.

At the end of this exercise, you will be able to do the following actions:

Configure the Succession Data Model
Configure People Profile from Admin Center

You can watch the following video for steps on changing Succession Data Model and People Profile:

Practice Changing the Succession Data Model:

ExerciseStart Exercise

Steps

Modify the Succession Data Model XML.
1. Log in to Provisioning.
2. Select your instance from the company list and choose the company name link.
3. Locate the Succession Management and click Import/Export Data Model.
4. Export the Succession Data Model and verify that the following Talent Flags are defined in the standard elements.
  Talent Flags
  Risk Of Loss
  Impact of Loss
  Reason for Leaving
  New to Position
Modify Personal and Background Information.
1. To set up personal information, log in to your instance as smadmin. Navigate to the Configure People Profile, using Action Search.
2. Under the Profile section, add a block on the right-hand side of the Personal Information section that already exists. Go to the Available Blocks and scroll down to the Custom blocks. Select the Live Profile User Information block, drag and drop it on the right of the Personal Information block.
3. Add a title to the block Talent Review.
4. Add the four fields, in this particular order:
  1. Risk Of Loss
  2. Impact Of Loss
  3. Reason For Leaving
  4. New to Position
5. Choose Save.
6. To give the managers the permissions to edit these fields, use Action Search to navigate to Manage Permission Roles and select the role Managers.
7. Choose Edit, then Next, and under the section Employee Data, give the edit permission for: Impact Of Loss, Reason For Leaving, Risk Of Loss, New to Position
8. Choose Next and then Save.
9. Log out to make sure that the updated permissions will be reflected and log back into the system.
10. Connect/proxy as Felicia Ford. Select the User Menu and choose Proxy Now. Enter Felicia's name and choose OK.
  You are connecting as Felicia Ford. You just had a conversation with Mike Miller who expressed to you his desire to move up in the hierarchy and become a manager. He has performed well and his loss would be harmful to your team. However, your company is trying to be as lean as possible in terms of management, and that it is not very encouraged that Mike moves up.
11. Go to Mike Miller’s profile. From the main navigation menu, go to My Employee File, choose the name of your user and select Mike Miller to go to his profile.
12. Assign values for the Talent Flags based on the discussion above. See the screenshot for an example.
13. Add values as shown in the screenshot and Save.
14. Return to your admin user. Select Become Self from the User Menu.

Practice adding trend sections in the Succession Data Model:

ExerciseStart Exercise

Add the trend sections in the Succession Data Model and add the corresponding portlets in People Profile. You will also need to Grant permissions to the manager to edit these fields and perform some testing. The Succession Data Model can be edited directly in the XML using provisioning, or with Business Configuration. We’ll use Business Configuration for this exercise.
1. Navigate to Manage Business Configuration using Action Search.
2. From the list of background elements, select sysOverallPerformance. Edit the element by choosingTake Actionand Make Correction.
3. Scroll down to find the Source field and select Details. Change the visibility field to View and select Done. Repeat the change to the visibility for the Module field and choose done.
4. Save the changes to sysOverallPerformance, and repeat steps b and c for sysOverallPotential. Be sure to Save the new changes.
5. If you wish to edit the XML code directly, the sysScoreCardPositionPortlet code would be:
  Code Snippet
```
1234
<background-element id="sysScoreCardPositionPortlet" type-id="120">
<label>Position Portlet</label>
</background-element>
```
6. Add the Trend sections in People Profile. Log in to your instance as smadmin, and use Action Search to navigate to Configure People Profile.
7. On the right-hand side, under the Available Blocks, select the Live Profile Trend Information block under the Talent section and drop it under the existing Personal Information subsection in the Profile section.
  Result
  This creates a new subsection.
8. Add a block title Performance **Manager view only. Make sure that for this block, the trend element is connected to Performance **Manager view only. Save your changes.
9. To close this block, choose the x icon and add one more Live Profile Trend Information block and place it to the right of the Performance **Manager view only.
10. For this second trend information block, call the block title Potential **Manager view only. For the trend element, make sure that this block is connected to: Potential **Manager view only. Save your changes.
11. To edit the subsection in which you place the trend blocks, click Untitled. Replace the name Untitled with Performance and Potential.
12. Save your configuration in Configure People Profile.
13. To give the Managers role the permission to edit these trend elements, navigate to Manage Permission Roles. Select Managers, choose Edit and then Next. The trend elements are configured in the background elements. Go to the section Employee Data and scroll down to the Background section. Check the box to give the permission to Edit for Performance **Manager view only and Potential **Manager view only. Choose Next and then Save. Log out and go back to the system.
14. Connect/proxy as Felicia Ford and go to Mike’s profile.
15. Add values to his Performance and Potential ratings for the last couple of years and save your changes.
This concludes the exercise.

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