Maintaining employee records has never been easier with the easy-to-navigate People Profile. With the proper permission, anyone can find an employee’s profile using the universal Action Search. Using self-service tools, companies can empower employees, managers, and HR to manage employee records by initiating transactions directly in the People Profile interface.
The latest People Profile displays employees' data in an organized manner through cards, each offering a summary of specific information. These cards are grouped into preset categories for easy navigation. You can access a detailed view of each piece of information from a card. Additionally, administrators have the ability to configure custom cards and organize them into custom categories.
In the People Profile, you can view and edit a person’s personal and employment information on one simple consolidated page.
Self-Service Transactions
To streamline HR processes, organizations should implement self-service tools that allow managers and employees to take direct action when needed. This ensures a smooth and timely handling of HR-related tasks.
Employees should be able to update their personal information, such as requesting leave or modifying personal details. Meanwhile, managers should oversee changes related to employment, compensation, and organizational data, such as creating new positions or handling promotions.
To maintain security and control, Role-Based Permissions should be used to define who can access and modify specific data. This ensures that employees and managers can only make changes relevant to their roles.
The HR Operations team plays a key role in reviewing and approving these changes. While employees and managers are responsible for keeping their data accurate, HR operations serves as a backup in case they are unable to make necessary updates. This approach promotes efficiency while maintaining oversight and support.
Elements of a Transaction
A transaction occurs when an employee, manager, or administrator makes a change to the employment or personal information of an employee’s record. For transactions involving Job and Compensation Information, event and event reasons are required.
- Events and Event Reasons
SAP SuccessFactors provides a predefined set of events that represent key job milestones throughout an employee's life cycle. These events help track important changes, such as hiring, promotions, or terminations. To offer more detail, companies can customize "event reasons," which act as subcategories of these standard events. For example, while the system includes a general "HIRE" event, an organization might create specific event reasons like "New Hire" for full-time employees and "Contract Onboarding Hire" for contractors. This customization allows businesses to better categorize for compliance and reporting.
- Workflow
An approval workflow can be initiated once a change is made to employee data. SAP SuccessFactors Employee Central allows your organization to create approval workflows and determine which transactions initiate workflows. Some organizations may have permissions and business rules to trigger approval workflows. These may affect employee transactions, such as pay increases, job changes, job information imports, compensation imports, pay component imports, leave requests, and bonuses.
Your organization may choose different workflows for different transactions. The workflow is put in place to ensure everyone involved in the transaction knows that a change is occurring. Individuals involved in the workflow process are notified by email and system notification. The approvers can easily access the pending approvals from their SuccessFactors homepage. - Business Rules
Business rules are used to add application logic to the system. Business rules are used in different scenarios across all SAP SuccessFactors solutions. In Employee Central, business rules are used to automate HR processes, such as workflow and event reason derivations, alert notifications, and many others.
Effective Dated Transactions
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).
Initiating Self-Service Transactions
Watch the video to know how different users can initiate and approve Employee Central transactions.