Extracting and Transferring Employee Data from SAP S/4HANA to Employee Central

Before running the extraction report, check if the mulitiple Employee Central instance functionality is enabled or disabled in the constants table. If the ERP to EC/EC to ERP: Connect Multiple EC Instances switch is enabled in the constants table, then make sure that you choose the correct Employee Central instance for the transformation template group. For an existing employee based on the already existing entry in the employee key mapping table, ensure that the same Employee Central instance is used. Also ensure that all the PERNR's of an employee are sent to the same Employee Central instance.

You can use the Assign Employee Central Instance to Company Code Customizing activity at Personnel Management → Integration with SuccessFactors Employee Central → Business Integration Builder → Prerequisites to make sure that the configurations maintained in the activity are used to ensure that the employment (PERNR) is migrated to the intended Employee Central instance. Based on this view, a check is introduced to identify whether the transformation template group used for extraction is relevant for the PERNR which is extracted. For the additional employments of existing employees, the Employee Central instance is also determined from this configuration. Migration is only allowed when the Employee Central instance matches with the Employee Central instance used for the previous contracts.

The employee extraction report extracts the employee data from or after the earliest transfer date that you have defined at the transformation template group. Hence, the records are extracted with the earliest transfer date or after the earliest transfer date with pseudo hire date as the first event reason. During this process:

• Employee records before the earliest transfer date are not extracted which can lead to a different hire date in Employee Central (Employment information). The hire date in Employee Central is derived from the first job information record. Hence, the start date of the pseudo hire event reason can be considered as the actual hire date in the Employee Central (Employment information) system.

• Terminated employees and the employees on long-term absences are not migrated.

To overcome these problems, as a best practice, it is recommended to use the additional events feature. By configuring the additional events, the employee extraction report migrates the records (Job Information and Personnel Information) before the earliest transfer date with additional data along with the records after the earliest transfer date. For such extra records of job information created before the cut-off date, you can migrate a constant or an actual database value, based on the validity period.

If the additional events are not configured, the employee data migrates the data as shown here:

You must have already configured the settings for running the employee extraction report.

When you run the report, it automatically divides the load into smaller batches and schedule multiple background jobs for each batch. The program extracts all employee data for the selected employees that you have defined using the transformation template group specified on the selection screen of the program. At any time, a set of parallel jobs are running. Once a particular job is completed, the next job starts immediately. This ensures that the total processing time to complete the employee migration for all the employees is shorter.

1. Go to the Job Scheduler for Employee Data Migration (ECPAO_JOB_SCHED_EE) transaction to run the Job Scheduler for Employee Data Migration (ECPAO_EMPL_DMT_JOB_SCHEDULER) program.

   The program extracts employee data from the SAP S∕4HANA system based on your selection criteria.

2. Specify for which employees the data is to be extracted. To do so, either specify the personnel numbers of the employees or use organizational assignment criteria to select a group of employees.

   For the list of PERNRs that you have chosen, the delta-enabled transformation template group is determined for the chosen Employee Central instance. It is submitted through the background jobs for processing. The remaining PERNRs are filtered out for processing as they don't belong to the chosen Employee Central instance.

3. Select the Modified Employees Only checkbox if you want to extract the data only for the modified employees and then schedule the extraction process in the background. When you choose this option, you can only use the Job Selection Criteria fields to execute the report. This option should be chosen when you want to perform delta replication via change pointers. For more information see: Extracting Changed Employee Data Using Delta Replication topic. If the ERP to EC/EC to ERP: Connect Multiple EC Instances switch is enabled in the constants table, then you need to choose the Employee Central instance. Only those objects that are related to the chosen Employee Central instance are considered for processing by the job scheduler for employee data migration program.
4. Specify the number of employees that need to be replicated per job and the number of jobs that has to be performed in parallel.
   Note

   The maximum number of Employees Per Job is 100 and the Max No. of Jobs is 50. The default Max No. of Jobs is 10. If the number of employees per job and the maximum number of jobs exceeds the limit, you would receive a warning message.

5. Select the transformation template group to be used for the data extraction. Transformation template groups are defined in the VC_ECPAO_MAP view cluster.
6. Select the variant ID that you have created before in the Define the Variant IDs for Data Migration customizing activity (view V_ECPAO_VARIANT). Once you have created the variant ID, you should have assigned the required transformation templates to the variant ID using the Define the Transformation Templates for a Variant ID customizing activity (view V_ECPAO_TEMP_VAR).
   Note

   This is not a mandatory field. You can choose the Variant ID if you want to perform the extraction in multiple steps. For more information, see: Extracting Employee Data in Multiple Steps.

   For example, a transformation template group consists of the five transformation templates (ERP1, ERP2, ERP3, ERP4, and ERP5). In these templates if you want to choose only ERP1, ERP3, and ERP5, you can create a variant ID for these transformation templates. Also, when you choose this variant ID for migration process, only these transformation templates (ERP1, ERP3, and ERP5) are considered.

   You can configure the EC templates, which should be filtered out for a given country/region using the customizing activity Filter EC Entities for Migrating Employee Data to EC based on Country (view V_ECPAO_ECTM_FIL).

7. Specify how you would like to transfer the data:

   • By Web Services, using the middleware that is available for the Employee data migration from SAP S∕4HANA to Employee Central.

   • Using an application server.

     If you select the File Transfer and Use Server Path options, you can later transfer the data from the application server location to a local drive.

     Note

     When you schedule the program as a background job to carry out a mass data extraction where the data is imported to Employee Central, choose the File Transfer → Use Server Path option.

     If you want to combine several CSV files into a ZIP file, select the Combine into ZIP file checkbox. Note that the CSV files that you create for generic objects can't be zipped. They are stored separately, even if you select the Combine into ZIP file option.

8. Select the Detailed Message Log checkbox if you want to get a detailed log containing all messages.

   The download log file shows all the success, error, and warning messages. It also includes the number of files that were downloaded and from where the file is downloaded from.

   Note that the files can contain personal and sensitive data. Extra authorization is performed to check if the user has the right to download the CSV file. For this operation, only specific authorized users must be allowed. The downloads that are triggered by a user to the application server or local server in Production mode and in Test Run (Download Payload) are logged through the table ECPAO_OBJ_DWNLD along with the timestamp and transformation template details.

   The following authorizations are required to be able to download the CSV files:

   Authorizations

   Authorization Object	Authorization Field	Authorization Value
   S_DATASET(for application server)	ACTVT	34
   S_DATASET(for application server)	FILENAME	/usr/*
   S_DATASET(for application server)	PROGRAM	CL_ECPAO_FILE_ON_SERVER* ECPAO_EMPL_EXTRACTION
   S_TABU_NAM	ACTVT	02
   S_TABU_NAM	TABLE	ECPAO_OBJ_DWNLD

9. You can also choose other selection criteria based on for which employees the data is to be extracted:

   Select the Failed Employees Only checkbox if you want to rerun the replication for only those employees for which the replication status is failed. The number of jobs created is based on the number of failed employees.

   Failed Employees Only is supported only for Web Service Transfer mode.

   The Suppress Identical Records option that was previously present in the selection screen is not available from SP 03 as Employee Central by default does suppression for the identical records always.

After all the jobs are completed in the background, all the Employee data will be migrated to Employee Central through Web service transfer or downloaded through CSV files in the application server.

The extraction process updates the change pointers (if available) of the successfully migrated PERNRs, and marks the change pointers as processed. If the ERP to EC/EC to ERP: Connect Multiple EC Instances switch is enabled in the constants table then the change pointers are used to determine the list of PERNRs that are relevant to the chosen Employee Central instance. The program only processes these PERNRs.