Getting Started with Administration

Objectives

After completing this lesson, you will be able to:
  • Access Administrator Permissions
  • Identify Administrator Tasks
  • Ensure that consultants and customers use the same SAP SuccessFactors common terms
  • Maintain Superadmin, security admin, and module admins

Administrators

SAP SuccessFactors offers different levels of administration to manage the amount of control each user has in the system. There are three basic levels of system administration:

  • Super Administrator

    The Super Administrator is created in Provisioning. This administrator grants permission to others so that they can become a Super Administrator, Security Administrator, or a regular administrator.

  • Security Administrator

    The Security Administrator is responsible for managing all security through roles and permission groups in the Role-Based Permission framework.

  • Administrator

    An administrator is a user who has access to the Admin Center page in SAP SuccessFactors.

When the Super Administrator logs in for the first time, only one link on the Administrator Permissions page is visible. This is Manage Role-Based Permission Access. Choose the link to assign an employee the permission to function as a Security Administrator.

Set User Permissions

Manage Role-Based Permission Access

Manage Role-Based Permission Access

To access the features "Manage Permission Groups", "Manage Permission Roles", "User Role Search", and "View User Permissions", users must at least be granted the permissions "View Group" and "View Role" from the the feature Manage Role-Based Permission Access available from the Action Search. If they also should be able to change Permission Groups and Permission Roles, users must be granted the permissions "Edit Group" and "Edit Role" from the feature Manage Role-Based Permission Access available from the Action Search.

When selecting Add User and granting the permission, the new user will be in the list, with Role-Based Permission Admin box checked.

If you select the check box for Allow Access to This Page, then the users will be able to add or remove other users from the group with access to the feature. As a security precaution, the recommendation is to have at least two users with access to this page.

The RBP admin is not able to uncheck their own access to the page (since it will forbid them to view this page, thus not able to grant the access back). The checkbox needs to be always checked and not able to change (marked in gray).

For permission role changes that impact a large number of access users, you can now enable double-confirmation popups and e-mail notifications for RBP administrators. You can also set a threshold for triggering these notifications. For example, you can set the threshold to 80%, and notifications will be triggered if 80% or more employees are impacted by a permission role change.

RBP Notification Settings

Increased access granularity for RBP Administrators

Previously, RBP administrators had both view and edit access of Role-Based Permissions management by default. Now, you can grant view only access to RBP administrators.

You can manage RBP administrator access under Admin Center Manage Role-Based Permission Access. Existing RBP administrators have both the Role-Based Permission Admin (View) and the Role-Based Permission Admin (Edit) access by default. You can review and update their access accordingly.

Some RBP administrators only need view access but not edit access. We now provide more granularity to RBP admin access management to meet your needs.

Roles and responsibilities of a typical SAP SuccessFactors System Administrator

Different SAP SuccessFactors administrators have different roles and responsibilities.

System Owner or Advocate

The following responsibilities are relevant to the system owner or advocate:

  • Primary contact between system users and other internal systems
  • Primary contact between users and the system
  • Stay current with all updates to system functionality
  • Communicate with and recommend business processes to the company owners

System Administration

The following responsibilities are relevant to system administration:

  • Management and oversight of user information (for example, data imports, passwords, and notifications)
  • Management of user permissions and privileges
  • Management of forms, competencies, roles, and system notifications

User Support

  • Provision of necessary assistance and support for all Human Resource (HR) managers
  • Implementation of new functionality
  • Training and communication to users of new functionality
  • Provision of reporting assistance to HR and management users
  • Provision of coaching assistance to managers and employees

SAP SuccessFactors common terms

TermsDefinitions
InstanceAn instance is the front end, or customer-facing view, of SAP SuccessFactors systems.
ProvisioningProvisioning is the key configuration tool that SAP SuccessFactors uses to control many aspects of a customer instance. In essence, Provisioning is the back end of the system. Customers do not have access to Provisioning.
Admin CenterAdmin Center is the central access point to a wide range of administrative features and tools that can be used to configure and maintain the SuccessFactors application. Admin Center can be used to monitor overall system health, manage cross-suite and third-party integrations. Unlike Provisioning, customers do have access to Admin Center.
Role-based Permission (RBP)Role-based Permissions (RBP) are used to manage users’ permissions in SAP SuccessFactors. The two main components of RBP are permission roles and permission groups. Roles contain the various permissions necessary to perform tasks in an instance. Groups, which can be static or dynamic, contain the actual users who are granted access to roles via group membership.
ProxyThe proxy function allows one employee to act on behalf of another.
Home PageThe Home Page is the default starting page of the SAP SuccessFactors HCM Suite. For employees, the Home Page is the main entry point to the SAP SuccessFactors application and is generally the first page they see after logging into the system. It shows pending tasks, highlights recent activities, and helps users access common functions or areas of an instance quickly.
Org ChartThe Org Chart provides an interactive view of the organizational hierarchy and reporting relationships, including matrix managers, for your users.
PicklistA picklist is a configurable set of options from which a user can select, typically in a dropdown menu or smart search list.
Metadata Framework (MDF)The Meta Data Framework (MDF) is a platform functionality that allows consultants and customers to extend existing SuccessFactors HCM suite capabilities. The main building blocks of these extensions are called Generic Objects (GO).
User Data File (UDF)The UDF is a comma-separated value (.csv) file and is used to add or change data for one or more employees’ records at a time. It is created manually or as an automated output from your Human Resources Information System (HRIS).

Grant Permission to manage Role Based Permissions

Business example

Your customer wants to start with Role Based Permissions (RBP) and needs access to the tools so they can manage Role-Based Permission access.

ExerciseStart Exercise

Task 1: Grant Permission to manage Role-Based Permission access

Your company has enabled RBP for their instance of SAP SuccessFactors. Access to manage RBP must be granted to the company administrators.

You must search for the user admin and grant them access to manage RBP.

Steps

  1. Find the administrator2024 user.

    1. Log into the instance.

    2. Use the Action Search to navigate to Manage Role-Based Permission Access.

    3. On the Manage Role-Based Permission Access screen, verify that you see the user administrator2024 that you created from Provisioning. Otherwise, choose Add User.

  2. Grant RBP to administrator2024.

    1. Verify that the check-box Allow Access to This Page is enabled for administrator2024.

    2. Make sure that the check-boxes for Role-Based Permission Admin (view)and Role-Based Permission Admin (Edit)are enabled for the administrator2024.

Result

You have successfully searched for your admin user and granted them access to manage Role Based Permissions.

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