Train The Trainer Employee Central Administration November 23, 2011 4/19/2011 © Copyright 2011. All rights reserved.

© Copyright 2011. All rights reserved.

Train The TrainerEmployee Central Administration

November 23, 2011

4/19/2011

Purpose

Review key concepts and best practices for administration for Employee Central 2.0

Discuss common support process for supporting your users

Employee Central 2.0 Administration

SuccessFactors Employee Central 2.0 provides you access to key administrative functions and the ability to immediately update the Foundation Table data. With Role-based Permissions, you have flexibility to manage security by role and down to the data element level, as needed.

NOTE: Given the new structure of data with EC 2.0, several items under Admin Tools are obsolete. Please be sure to refrain from using these features in your instance, as they are not compatible with EC 2.0. We are working toward a solution to tag or hide these items for EC 2.0 users. For now, please reference this document.

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Employee Central Administration

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Admin Tools: Manage UsersUtilize to Manage EC 2.0• Reset User Passwords• Reset User Account• Employee Export• Import Employee Data: Used for all employee

data imports including profile/background data• Add New Employee: Takes you to same screen

as Company Info / Add New Employee.

Not Compatible with EC 2.0• Set User Status• Matrix Manager and Custom Manager

Relationship Import (Must use Import Employee Data)

• Rehire Inactive Employee• Generate Audit Trail (Must use subdomain

schema)

Caution!• Document Transfer: Can be used to move

forms; but manager change should be made EC. Suggest not to use this feature; EC change will automatically move form based on PM settings

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Admin Tools: Manage Users

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Tips:• Export template through Download

link at top.• Import data files in the order listed• Save as .CSV file, and Unicode-8 if

using special characters• Always Validate Import File Data

before importing

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Admin Tools: Manage Employee Central Foundation Objects

Utilize to Manage EC 2.0• Import Foundation Data• Manage Organization, Pay and Job

Structures: Used to manage all Foundation Table data.

Not Compatible with EC 2.0• Import Translations: Not supported at

this time.

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Tips:• Export template through Download

link at top.• Import data files in the order listed• Save as .CSV file, and Unicode-8 if

using special characters• Always Validate Import File Data

before importing

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Tips:• Backdate all dates to 1/1/1970 or

earlier to ensure that employee records are not dated prior to this.

• Add associations for each that have associations to ensure all fields can be entered on employee records.

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Admin Tools: Managing Documents

Utilize to Manage EC 2.0

• File Storage Management: Tracks storage usage of any imported files.

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Admin Tools: Managing Documents

Tracks storage usage of any imported files. Filtering options to display certain file types or for only a specific Name or Username. Gives ability to Export needed files.

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Admin Tools: Manage Security

Utilize to Manage EC 2.0• Mass Create Group Permission• Proxy Management• Proxy Import• Manage Support Access: Used for

SuccessFactors support; allows support user access if SSO is turned on.

• Manage Permission Roles• Manager Permission Groups• View User Permissions: Helpful to review a

single user’s access and roles assigned

Caution!• Manage Role-Based Permission Access:

Only provided to SF users created through Provisioning; should be a very limited capability.

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• Used to modify Permission Roles, or groups of permissions. Allows Admin to Edit, Copy, View Summary, View Change History, or Delete Roles.

• In addition to editing permissions for a Role, Admin can grant Permission Groups to the role and define the Target population or Group.

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Tips:• Define groups to include in the

Group by using any standard field to filter users.

• Can select users by Username if needed.

• Can also define groups/users to exclude from the group.

• Reference the Active Group Membership total in the upper right to validate selections.

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Admin Tools: Managing Behaviors and Skills


• Behavior (Competency) Libraries: Used to add/modify existing Behaviors.

• Families and Roles: Used to manage Behaviors for each Role; information used to determine Behaviors for Performance forms.

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• Modify custom libraries, add new behaviors.• Add to/modify Writing Assistant text through the Teasers link.

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Tips:• Configuration change: system now uses

custom field Job Role to map Behaviors (Competencies) to Roles

• Use this to map new Behaviors to Roles• Define new field values for each role through

Edit Properties

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Admin Tools: System Properties


• Company System and Logo Settings: Modify or view Next Employee ID to be Assigned

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Admin Tools: System Properties

Tips:• Select Company System and Logo Settings under Admin Tools. If a number is noted under “Next

Person ID Assigned” then the auto-number generation is on.• This number represents the next UserID / Employee ID number that will be automatically assigned to

the next New Hire record entered.

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Admin Tools: Live Profiles / Picklist Mgmt / Talent Search Mgmt

Utilize to Manage EC 2.0• Export Extended User Information• Picklists: Manage all picklists data• Picklist Mappings Set Up• Talent Search Settings: Modify existing

settings

Not Compatible with EC 2.0• Live Profiles / Import Extended User

Information: DO NOT USE Import; instead, use the Employee Import under Manage Users

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Tips:• As noted if modifying a picklist, export it

first and make changes, retaining the ^picklistId and OptionId.

• If removing an item, use OBSOLETED status versus ACTIVE; this retains any prior records with use of this entry

• If creating new picklists, use a unique Picklist ID and leave the OptionId column blank

• Use “Unicode UTF-8” Character Encoding format to retain the special characters in files

• Be sure to export/import using the same Character Encoding format

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Admin Tools: Employee Files

Utilize to Manage EC 2.0• Configure Employee Files: Modify Profile

portlets and fields • Manage Workflow Requests: Route or

cancel workflow requests • Manage Workflow Groups: Create

Workflow Groups to be used in Workflows for approvals. (Note: If one user from the Workflow Group approves the transaction, the transaction is approved for that particular step and moves forward.)

Not Compatible with EC 2.0• Customize Employee Central

NOTE: For EC 2.0, these changes are made by CS in the Data Model.

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Admin Tools: Employee Files

Tips:• Under Admin Tools, select Configure Employee files to modify existing Profile layout or fields or to add a new

Employee File. • Here you can add/remove background elements or tables or add/remove standard fields from a Personal

Information portlet.

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• Manage Currency Conversion Rate Tables: Upload updated currency conversion rates.

Tips:• Do not create a new table for

Employee Central; overwrite the existing table

• Name cannot change for Employee Central use; should be “ECT_CONV_TABLE”

• Must always use “ECT_CONV_TABLE.csv” filename.

Helpful Resources

• Customer Community (See link under Admin Tools)• Admin Resources (See link under Admin Tools)• Customer Success / Case Management “Solutions”

https://successfactors.custhelp.com/app/answers/list • On screen directions for each Admin Tools feature• Use this PowerPoint to reference features not compatible

with Employee Central 2.0

https://successfactors.custhelp.com/app/answers/list

Wrap Up

Describe the End-user Support process• Who do you call first?

• How does it get escalated to the administrator?

• Administrator will contact SuccessFactors as necessary

Q&A

Close

Train The Trainer Employee Central Administration November 23, 2011 4/19/2011 © Copyright 2011. All rights reserved.

Documents

employee data imports

new employee

import foundation data

import file data

employee records

inactive employee

admin tools

data files