Employee Central Training

Import and Export

INTERNAL
The training facilitators:

In case of questions, please do not hesitate to contact the training

facilitators directly:

Anna Kuznetsova
hkuznetsova@deloitte.de

Philip Jacobs
phijacobs@deloitte.de

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Agenda

Overview 04

Import and Export Foundation Objects 06

Import Employee Data 10

Import Order when importing multiple files 21

Troubleshooting most common import errors 28

Lessons learned and QA 29

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When & Why do we support?

• Primarily a migration activity, but:

• EC workstream is the expert on the data model, therefore often asked to support Migration
• Used for creation of test data to support testing cycles

Imagine Deliver Cutover Run

• For setting up quick &
client relevant demo data
• To showcase import
capabilities & Mass
Changes
• To provide examples of
migration templates &
data examples to the
client
• Setting up initial • Supporting Productive • Productive Migration
foundation structure Migration Fixes
needed for build
• Carry Over of Dynamic • Business required Mass
• To set up test data for Roles for Workflows Changes
sprints: Positions &
Employee Data mainly
• To support Migration
Cycles

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Import and Export
Foundation Objects

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Import and Export Foundation Objects (MDF)

• Via „Import and Export Data“ data for all MDF objects can
be imported and exported
• Legacy objects from the corporate data model are not
available here (e.g. Location, Pay Range, Pay
Component)
• CSV templates can be downloaded from here as well

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Import and Export Foundation Data
Importing Legacy Objects

• Legacy objects (from the corporate data model) have a

similar Import option
• Exporting Foundation Data has to be done via ad-hoc
reports
• Blank CSV templates are available, showing all the
importable fields

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Import and Export Foundation Data
Objects with dependencies

• Some objects have dependencies and must be

uploaded with the associated objects together
• Example: Position Object, which has mandatory
fields from the Position-Matrix Relationship object
• Do not forget the associations
• Once the FO data is stable, you can utilize the
instance sync tool if needed

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 System Demonstration

9
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Import Employee Data

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Import Employee Data

• Import Employee Data can be used to „create“ Users, add missing information or to import a complete Employee

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Import Employee Data
How to identify the mandatory fi elds

• Most entities show the mandatory fields by a pre-selection, while optional fields can be added to the import
template manually
• This allows for a quick identification
• Easier to create test data with limited selection

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Import Employee Data
Mandatory upload fi les in upload order

• Basic Import – This is a required import and creates the User

− It contains important fields like: User ID, Username, Login Method, Password, Default Locale

− When you are asked to create a „User“ in the system so they can test or similar, this import template is sufficient.

− This template has variety of fields but you can keep it minimal, as most data will be synced from templates imported later.
Especially for HR & Manager you can use *NO_HR* & *NO_MANAGER*

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Import Employee Data
Mandatory upload fi les in upload order

• Basic Import – This is a required import and creates the User

− It contains important fields like: User ID, Username, Login Method, Password, Default Locale

− When you are asked to create a „User“ in the system so they can test or similar, this import template is sufficient.

− This template has variety of fields but you can keep it minimal, as most data will be synced from templates imported later.
Especially for HR & Manager you can use *NO_HR* & *NO_MANAGER*

• Biographical Information – Required to create the Person

− Important fields: User ID, Person ID, Country of Birth, Date of Birth

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Import Employee Data
Mandatory upload fi les in upload order

• Basic Import – This is a required import and creates the User

− It contains important fields like: User ID, Username, Login Method, Password, Default Locale

− When you are asked to create a „User“ in the system so they can test or similar, this import template is sufficient.

− This template has variety of fields but you can keep it minimal, as most data will be synced from templates imported later.
Especially for HR & Manager you can use *NO_HR* & *NO_MANAGER*

• Biographical Information – Required to create the Person

− Important fields: User ID, Person ID, Country of Birth, Date of Birth

• Employment Details – Required to make the Person an Employee

− Important fields: Hire Date, User ID, Person ID

− Here you differentiate if the person is a contingent worker, which impacts follow up imports

− Person ID: Describes physical person, User ID can be many per person if multiple emplyments.

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Import Employee Data
Mandatory upload fi les in upload order

• Personal Information – Required to add personal information

− Important fields: First Name, Last Name, Nationality, Person ID External

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Import Employee Data
Mandatory upload fi les in upload order

• Personal Information – Required to add personal information

− Important fields: First Name, Last Name, Nationality, Person ID External

• Job History Import – Creates the Job Information for the Employee

− Can have country specific fields

− Important fields: Position, Legal Entity, Supervisor, Job Classification, Pay Scale fields

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Import Employee Data
Mandatory upload fi les in upload order

• Personal Information – Required to add personal information

− Important fields: First Name, Last Name, Nationality, Person ID External

• Job History Import – Creates the Job Information for the Employee

− Can have country specific fields

− Important fields: Position, Legal Entity, Supervisor, Job Classification, Pay Scale fields

• Compensation Info Import – Not to mix up with pay component information

− Contains characteristics of employee pay like pay range, pay grade & pay group.

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Import Employee Data
Mandatory upload fi les in upload order

• Personal Information – Required to add personal information

− Important fields: First Name, Last Name, Nationality, Person ID External

• Job History Import – Creates the Job Information for the Employee

− Can have country specific fields

− Important fields: Position, Legal Entity, Supervisor, Job Classification, Pay Scale fields

• Compensation Info Import – Not to mix up with pay component information

− Contains characteristics of employee pay like pay range, pay grade & pay group.

• Pay Components Import – Employee Compensation

− Contains Pay Component Types & Amounts

− Must reference to existing pay components previously imported over import foundation data.

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Import Employee Data
Mandatory upload fi les in upload order

• Personal Information – Required to add personal information

− Important fields: First Name, Last Name, Nationality, Person ID External

• Job History Import – Creates the Job Information for the Employee

− Can have country specific fields

− Important fields: Position, Legal Entity, Supervisor, Job Classification, Pay Scale fields

• Compensation Info Import – Not to mix up with pay component information

− Contains characteristics of employee pay like pay range, pay grade & pay group.

• Pay Components Import – Employee Compensation

− Contains Pay Component Types & Amounts

− Must reference to existing pay components previously imported over import foundation data.

• Payment Information – Bank details

− Despite being displayed on employee profile it is an MDF object hence import is done over Import / Export Data.

− Same approach for Work Order

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Import Order

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Import Employee Data – Order Variation
Import Order & Unique identifi ers

Standard Sequential Approach:

National ID
Pay Payment
Basic Biographic Employment Job Info Personal Info Comp Info & Work
Components Info
Permit

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Import Employee Data – Order Variation
Import Order & Unique identifi ers

Standard Sequential Approach:

National ID
Pay Payment
Basic Biographic Employment Job Info Personal Info Comp Info & Work
Components Info
Permit

Alternative Two Stream Approach:

National ID
Payment
Basic Biographic Personal Info
Info
& Work  Person ID External needed.
Permit

Pay  User ID needed, Dependant on Position, Work Order

Employment Job Info Comp Info
Components
& different Employments.

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 System Demonstration

24
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Troubleshooting

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Trouble Shooting & Most Common Errors

• File saved wrong after working in Excel

CSV File • Semicolon Instead Comma
Error •
•
If unknown error: Try to only import one line
Check file order.

• Mandatory Fields missing

Fields not • Fields in template that are no longer active
matching •
•
Header Errors
Operators: DELETE, SYNC etc.

Field Values •
•
If FO: Picklist = External Code, If EE Data: Value
Picklist value with space behind
not • Wrong object code
matching • Check associations between objects

Date • Check Default Locale

Formats • If mixed up in the file: Separate text: Slice, Concatenate, Try again.

• Run HRIS Sync after the import

Test • Check the system
• Position propagation settings & Permission roles

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Lessons Learned
and QA

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Migration Lessons Learned
Always use Open Office for dealing with CSV. If filtering
is needed, workaround can be done over Excel.
Ensure that the extracted file is aligned with EC
template for respective entity
Before doing any conversions compare the extract file
with Target Population file to be aligned
Always validate the file before uploading and check
the date formats to be in sync with conversion strategy
Keep the note of what parts of template /users your
exclude / postpone
Practice makes it perfect.
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Ensure special characters are not corrupted in
the load file (always use UTF-8 encoding)
Use the present files with pre-defined
conversions per template
Ensure leading zeros are not missed (i.e.
National ID)
Update the tracker after every load & document
the issues faced as it might be helpful for others
Set the correct expectations for test data
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Any questions?

2019 Deloitte 29
 Employee Central Training Series in Nov/Dec 2019
Nr Topic Content Facilitators Date Nr Topic Content Facilitators Date

Overview from end-user perspective Muhammed 8.11.2019 Overview different reporting tools in EC 29.11.2019
Overview Show sample report Muhammet Yavuz, 13:00 –
Show employee profile and position org chart Yavuz, Kristine 13:00 – 7 Reporting
1 Employee Self Services, Event Reason Derivation, Kovala, Pia 14:30h Report configuration Philip Jacobs 14:30h
Central workflow approval Rommel Best Practices

2.12.2019
People Profile and Employee Profile Payment Configuration Session 15:30 –
11.11.2019 8 Sandeep Kumar
People Profile How does the sync work / which information is Information Best Practice and Examples 17:00h
Sandeep 15:30 –
2 relevant for typically synced?
Kumar 17:00h
other modules Which information is typically relevant for
other modules such as PM/GM, COB, SUC
Functional permissions
6.12.2019
15.11.2019 Field visibility permissions
Which information is typically interfaced Hanna Kuznetsova, 13:00 –
EC-REC-ONB-EC Christoph 10:30 – 9 Permissions Typical Roles such as HR Services, HR
3 between those modules Philip Jacobs 14:30h
Integration Flow Difference between REC standalone and EC Pohl 12:00h Manager, Employee, Manager, Works
Council?, …
Basic Configuration Training covering data
model, business configuration, showcase how Michael 18.11.2019 Business Rules 9.12. 15:30 –
Configuration Session Caroline Bock,
4 Data Model
Staggenborg 10 and 17:00h
to add a new field with config options 15:30 – Best Practice and Examples Sandeep Kumar
Configuration Dependencies to other modules (data Mig., Rakesh 17:00h Workflows
Chilveri
Integration, Profile, other modules, …)
Mass changes 13.12.2019
Overview Position Org Chart Import Export Data Migration Best Practice Hanna Kuznetsova, 13:00 –
22.11.2019 11
Relevance for other modules (SUC, Data Import Order Philip Jacobs 14:30h
Position 13:00 – Best Practice and Lessons Learned
5 downstream systems, REC, …) Philip Jacobs
Management 14:30h
Different configuration options
Transition, FTE Integration Differences in data models 16.12. 15:30
Thomas Dorow,
12 SFEC vs. SAP Showcase Replication Monitor Philip Jacobs – 17:00h
Caroline Bock, HCM Best Practice and Lessons Learned
Sandeep 25.11.2019
6 Foundation
Overview of foundation objects and
Kumar, 15:30 – Functional Overview (Time Off, Time 20.12.2019
Objects configuration best practices
Michael 17:00h Time Sheet, …) 13:00 –
13 Bing Wang
Staggenborg Management Configuration options and limitations 14:30h
Typical client requirements

Link to Sharepoint here

Thank you for your attendance.

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APPENDIX

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Terms and Definitions
Overview of People Profile related basic terminology used in this deck

Term Definition

Profile Header Displays basic employee information like profile photo, phone number, email ID etc.
A specific SuccessFactors solution that is focused on certain functions, such as Employee Central
Module for Core HR Data.
Sections group certain information and display it in individual ‘tiles’ on the screen, corresponding to
Section
data tables such as Job Information, Address, Education, Language Skills, etc.

Security/RBP Management of access and permissions given to the user to functionalities and data in the system.

An instance is the customer’s space or environment on the SuccessFactors server – for example,
Instance Dover has a development instance, testing instance, production instance, etc.
Acts as an internal online resume where employees can update their own information, assign
Talent Profile
searchable skills, and experience
Org Chart Displays the employee’s organization hierarchy. Shows Manager and Direct Reports (if applicable)

Home Page is the landing page when you enter the system; it provides access to all the activities
Home Page
and processes in the system and gives you an overview of the status of your performance activities

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Terms/Abbreviations and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition

SF SAP SuccessFactors

EP Employee Profile – Base Stucture / Module for SuccessFactors

EC Employee Central

CSF Country Specific

Metadata Framework, SAP SF’s modern framework for all new standard and custom functionality
MDF development

UI User Interface

GO Generic Object, MDF based objects

Set of logically related fields mostly from same module or source of data that is used as building
Block
blocks for modular display on the employee‘s profile page
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Terms/Abbreviations and Definitions
Overview of Basic Employee Central Terminology Used

Term Definition
Employee Self Service, a SF EC feature that allows employees to update their own relevant and
ESS permissioned information.

RBP Role Based Permissions

IBAN International Bank Account Number

Bank Identifier Code (also referred to as Business Identifier Code, SWIFT Code, SWIFT ID, SWIFT-
BIC
BIC)

FTSD Full Transmission Start Date (Cutover Date)

SAP Enterprise Resource Planning often referred in the document pertains to SAP HCM on premise
ERP
system

HCM Human Capital Management system mostly synonym to SAP on premise ERP system

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written consent.

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