Managing Employee Data


After completing this lesson, you will be able to:

  • Manage employee data with People Profile

Management of Employee Data

Begin the video to get started on SAP SuccessFactors Employee Central.

SAP SuccessFactors Employee Central provides a reliable, consistent system of record for global companies and helps enhance the overall experience for highly diverse mobile employees. It makes tasks less manual for employees, managers, and HR, and gives them the tools needed to automate time-consuming tasks.

Employee Central Core

The Employee Central Core structure is composed of:

  • HR Data is employee-specific information stored in Employee Central.
    • Person Data is employee information independent of work, such as home address, nationality, dependents, and so on.
    • Employment Data is the employee information connected to their employment, such as job code, job title, salary, and so on.
  • Foundation Objects are a fundamental aspect of SAP SuccessFactors Employee Central. This allows the company to define and store its organization, pay, and job structures, which help organize employee information.
  • Role-Based Permissions make it possible to grant different levels of read or write access, depending on the role of the user (HR, Employees, Managers, etc.)
  • Self-Service. One of the key features of Employee Central is the ease with which you can maintain data. EC offers both employee and manager self-service.
  • Workflows, Event Reasons, and Business Rules. The workflow defines the approval process. Event reasons are used to define the employee status for employment change and define the reason an event has taken place. The business rules add application logic to transactions.

Using self-service tools, companies can empower employees, managers, and HR to manage employee records by initiating transactions directly in the People Profile interface. People Profile is the unified page where employees can view their employee record.


A transaction occurs when a user changes an employee record, for example, an employee initiating a change to their home address. Another example would be a manager initiating a promotion or a termination for a direct report. These transactions are easily managed in Employee Central by using Role-Based Permissions to control employee self-service and manager self-service.

HR data is classified as either effective-dated or non effective-dated data. This distinction determines the system behavior when initiating transactions. Changes made to effective-dated information create a historical row to the employee record; changes to non effective-dated information are overwritten.

The transactions initiated on effective-dated information need an effective date (also known as a Start Date). Which means that although you're entering the transaction today, you'll decide when you want the change to take effect (past, present, or future date).

For Job and Compensation information transactions, the system is designed to look for an event reason. The event reason keeps track of events throughout the employee lifecycle and sets the employment status. SAP SuccessFactors Employee Central can be configured to automate the event reasons based on the initiated change.

The workflows can be triggered automatically for some self-service transactions, which enable a company to customize the approval steps based on its business requirement.

The system uses Business Rules to serve as the application logic to maintain consistent behavior of how workflows and event reasons are derived.

Initiating Manager Self-Service

Begin the video to see an example of a manager-initiated transaction.

Initiate a Change of Address (Employee Self-Service)

Business Example

In this exercise, you will change your address in your Employee profile.


  1. Login to your SAP SuccessFactors instance and select My Profile card from Quick Actions on the Home Page.

  2. Scroll to Personal InformationAddress Information. Select the pencil icon (edit) on the Home Address block.

  3. Use today’s date as the Effective Date.

  4. Select Add Home Address.

  5. Choose Home as Address Type.

  6. Enter a fictional home address.

  7. Select Save.

  8. A confirmation pop-up box will appear. Select Show workflow participants link that appears in confirmation pop-up box.

  9. An approver is located in a group called Talent Approval. Select Confirm.

Approve a Request

Business Example

In this exercise, you will approve the address change from the previous exercise.


  1. Log in to the SAP SuccessFactors instance.

  2. From the User Navigation menu, select Proxy Now.

  3. Enter Alex Anderson as the target user. This will redirect you to the approver’s homepage).

  4. In the Approvals section, select View All.

  5. Select the card that corresponds to the request you initiated. Select Approve.

  6. Become Self (exit from Proxy) and navigate back to your profile. Check if your employee record displays the correct address information.

Initiate Employment Change (Manager Self-Service)

Business Example

In this exercise, you will initiate an employment change.

Review this video on using Manager Self Service


  1. Log in to the SAP SuccessFactors instance.

  2. Proxy as Marcus Hoff.

  3. Select My Team from the Home Page.

  4. From the list, click your username. Select ActionsChange Job and Compensation Information.

  5. Select Job Relationships.

  6. Enter the current date as the effective date.

  7. Select Add.

  8. Choose HR Manager in the Relationship Type dropdown.

  9. Enter Nancy Nash in the Name field.

  10. Select Save.

  11. Close the My Team card.

Initiate Correction of Employee Records

Business Example

In this exercise, you will correct an employee’s record.


  1. Proxy as Nancy Nash.

  2. Using Action Search, search for your username and select it.

  3. In the Employee Profile, navigate to Employment InformationJob Information.

  4. Select the clock icon in the block. This opens the History window.

  5. Click on Edit and enter these details:

    • Pay Grade: H-10

    • Regular/Temporary: Temporary

    • Employee Class: Trainee

  6. Select Save. Notice that it did not trigger a workflow.

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