Configuring Employee Data

The Variable Pay form uses the employee’s first and last name. Data can be added as a custom field on the Variable Pay Entry-Level Section using Column Designer. Columns can be included in the Bonus Plan Payout Reports. Links to the employee history data file on the User ID.

1. Navigate to Admin Center.

2. Select Update User Information.

3. Select Import Employee Data.

   

4. Choose Basic Import → Browse → select UDF file → Import.

   

With the Q1 2018 release, several new data protection and privacy features have been made available to our customers and some existing features have been enhanced. The data protection and privacy features include, for instance, the ability to report on personal data changes and the capacity to report on all the data subject’s personal data available in the application.

Customers also have options to configure data retention rules at country level for active and inactive employees that permanently purge personal data from SAP SuccessFactors applications.

It is the customer’s responsibility to adopt the features that they deem appropriate. More information can be found on the SAP Help Portal: https://help.sap.com/cloud4hr.

Each Variable Pay plan must be associated to one background element but it is not required to create a background element for every variable pay plan. A new background element for variable pay has to created only if customer-required fields have changed. In which case, the data model can have multiple variable pay background sections. To know which background section is used for the plan, navigate to Plan Setup → Settings → Background Section ID.

When creating the background element, the ID MUST begin with varPayEmpHistData and then add a suffix to identify a specific program. For example: varPayEmpHistDataIncentivePlanA

The order of the XML fields must match the column order in the employee history data file.

The XML template is then uploaded into Provisioning.

• ID – Unique field identifier that must match the employee history data file heading exactly (case sensitive).

• Hidden – True/false value that hides the field from the Employee History Data section.

• Fields are used for eligibility rules and goal achievement assignment.

• Fields are defined in the Variable Pay background element XML.

• The field order must match the field order in background element XML.

• Column headers must match the data-field id in the Variable Pay background element (case sensitive).

If an employee’s data changes during the plan period, then they can have more than one row of data (Assignments), such as that of rmaxx assignment change from Corporate to AudioVideo business unit.

• varPayEmpHistData — Variable Pay background element ID

• Start/End Dates — Dates of the assignment

• varPayProgramName — The exact name of the Variable Pay program

Custom Formula for Basis:

• If the customer does not calculate the basis and needs the system to calculate, a formula must be defined on the Settings page of the UI.

• The basis field in the data model and employee history data file is still required, but can be blank in Employee History.

Fields to be used in the custom formula must be defined as ffld or ifld fields. "tgtPct" and "salary" cannot be used for a custom formula because they are "vfld" fields. The system calculates and populates the basis in the Employee History Editor, based on the defined formula.

1. Log in to the SAP SuccessFactors instance.

2. Navigate to Compensation Home and select the Variable Pay program.

3. Go to Plan Setup → Manage Users → Import Employee History → Browse, select the employee history data file, and then select Import.

For RBP instances, the system does a target population check and only import records for employees in the admin’s target population.

• Import file contains employee history records for all employees – Select this option if your import file contains assignment records for all employees.

• • If employee history already exists, the system updates any changes in user assignments.

  • If a history record exists in the system but it is not included in the import file, the record is deleted from the system.

    Example: The system contains history records for three employees (E1, E2, E3) but the import file has only two employees (E1, E2). The data for two employees is updated and the third employee (E3) is deleted from the system.

• Delete all existing records prior to importing new data – use for complete overwrite.
• Do not update completed forms:
  • Selecting this option will not import employee assignment records that are already present on a completed form.
  • For employees with multiple assignments, only those assignment records will be imported that are not already on a completed form.

    Example: An employee (E1) had three assignments (A1, A2, A3). Both assignments A1 and A2 are already on a completed form. Then, only assignment A3 is imported into the system. Assignments A1 and A2 are not updated.

An Employee History Import job can be set up in Provisioning → Manage Scheduled Jobs to autoimport or update employee history records.

Options when setting up the import job can be selected as described previously. In addition, you can select options to autocalculate the bonus and update existing forms when the job is complete.

Import success/failure e-mails are sent to the job owner and any other users identified on the job setup.

This action increases security, decreases administrative burden, and is especially useful for large organizations with many records.

Navigate to Plan Setup → Manage User → Edit Employee History.

In the History Editor Search, enter search criteria and select Search. If results are returned, then the import was successful.

If the History Editor Search does not return results, check if the Detailed Reporting permission has been granted.

Make sure that the employee history data file has the correct background element ID and Variable Pay program name.

1. Choose Export Data from the Edit Employee History screen. Choose whether you want to export First and Last Names.

2. Open the exported file. The #EmpHistoryI Id (systemID) column is required – do not delete it.

3. Make changes as needed. If deleting a record, enter a Y in the Delete column.

4. Delete the First Name, Last Name, and Status columns (if they exist) before import.

5. Browse for the updated file and choose Import Data. The History Editor performs an update only (not replace or add).

   

• Search for the employee.

• Select the checkbox next to the Employee Name.

• Update the desired fields.

• Choose Update Selected.

• Choose Delete Selected to delete the record.

• To completely remove all records, choose Delete All Records for the Program.

To add a new record, choose Add New. If you reimport the employee data file, it overwrites one-off changes made in the History Editor. You must recalculate the bonus and runt he update processor (both described on other sections of this training) after changes are made.

To find validation reports, navigate to Plan Setup → Validation Reports.

A shortcut is available on the Employee History Import screen.

Navigate to Plan Setup → Manage Users → Import Employee History → Employee History Validation Test link. Select the currency in which you want the report data to populate (for multicurrency templates) and whether you want the First and Last Name to display. Choose Submit Report Request and a report is scheduled.

The report creates a CSV export of the employee history data file. It is used for troubleshooting data issues (such as a comma in the basis field). It contains the employee history data file column headers and the Variable Pay background element field.