Employee Central HR Administrator May 23, 2012 Presented by: Trina Page, Principal Consultant © Copyright 2011. All rights reserved. 4/19/2011

Purpose Review system functionality for the TC Admin role: to effectively manage employment records and to support managers with Manager-Self Service functions Discuss common support processes for supporting your users

Agenda Manager Self-Service Support Navigation Update Employee Records Badges Workflows & Transactions Pending Approvals Manage Workflow Requests Transactions Run Ad Hoc Reports Email Notifications Auto-sync of data from Employee Central to Employee Directory data Admin Tools for Employee Central Navigation New User Interface Directory Public Profile My Employee Files Help & Tutorials TC Admin Transactions Update/Insert Records (History) Employment Records Personal Info Records New Hires Rehires

Navigation

New User Interface New navigation from top-left drop down menu. Sub-tabs across top

Directory / People Search

Public Profile New Public Profile Brief contact info Option to add photo, background photo and summary about yourself

My Employee Files Default screen: Public Profile Primary menu for Employee Central Employee Central links: Personal Information Employment Information

Help & Tutorials

TC Admin Transactions

Employment Records Find an employee and go to Employment Information Click on the link “History” in the Job Information section List of change history appears on the left side. Select the dated record you would like to view or click “Insert New Record”

Insert New Record

Update/Insert Personal Info Records NOTE: For each table, multiple entries cannot be saved with the same effective date Demonstration

Update Employment Details Employment Information > Click “Edit” Update information and click “Save” NOTE: Hire Date field is not editable here. To modify a Hire Date, the Corporate Administrator must edit the date in the initial Job Information record.

New Hires Select “Company Info”, to access the Org Chart. Click “Add New Employee” to begin the New Hire wizard.

New Hires – Screen 1 of 4 Identify Step: Required Fields: Hire Date Company Event Reason Preferred Name Family Name Primary Country of Nationality Username For new hire, Employee Number will be automatically generated after you save the record Tip: For any dropdown box, you can simply enter partial text and you can filter the list quickly

New Hires – Screen 2 of 4 Personal Info Step: Required Fields: Gender Address City Sections to complete: Personal Information Global Information (country specific; can add more than one with +Add Country) Email Information Phone Information Addresses Dependents Note: For Addresses, there are 2 address types – Home & Contractor Business. Use the + to add another address.

New Hires – Screen 3 of 4 Job Info Step: Required Fields: Company (required on first screen) Product Group Product Line Function Department Location (populated from company) Manager Job Code Job Title Local Job Title Pay Grade Standard Weekly Hours Employee Type Employee Class Compensation Planner On Probation Hire Date/Original Start Date (required on first screen) Home Country Selecting a job code will automatically populate: Pay Grade ?? Job Function Home Office Timezone Note: FTE is calculated from Standard Weekly Hours based on the Standard Hours for the Job Code.

New Hires – Bottom Screen 3 of 4 Job Info Step: Bottom Sections: TC Manager / Matrix Manager Work Permit Info TIP: Type part of the manager name and options will display.

New Hires – Screen 4 of 4 Compensation Info Step: Required Fields: Display for Salary Planning Not Eligible for Salary Planning Increase For Recurring Compensation: Select Base Salary Enter Amount Select Currency, Pay Frequency, and Tax Treatment Pay Targets: Enter EIS Target Incentive, if applicable. Bonus Compensation: For non-recurring pay and typically not needed for new hires. NOTE: Pay Component Groups (e.g. Annualized Salary) will calculate once Amount is entered. Compa Ratio and Range Penetration are calculated amount is entered (if a range is tied to the job for this record).

New Hires – Confirmation Confirmation Step: Click Save. Pop-up appears to prompt you to Add Another user or View the Profile.

Rehires Click on the link “Add New Employee” from the Company Info Org Chart Enter the Name, Date of Birth and/or National ID Number. System will match the data entered during the Identify step and show you a matching record. Click “Use this match” to reactivate the record and update the fields as necessary

Termination Demonstration My Employee File > Employment Information > Find the employee you need to terminate > Click “Update Employee Records” Select “Termination” Demonstration

Leave of Absence My Employee File > Employment Information > Find the employee you need to terminate > Click “Update Employee Records” Select “Leave of Absence” and click the “Add a Leave” link Enter Leave Start Date, Expected Return Date and Leave Reason then click “Submit” to process the transaction

Leave of Absence A Leave of Absence will trigger a workflow Click “Confirm” to submit the transaction Once all approvals are received, the transaction is committed to the system and the new Employee Status is displayed

Return from Leave Demonstration My Employee File > Employment Information > Find the employee you need to Return from Leave > Click “Update Employee Records” Select “Leave of Absence” Click on the link “Return from Leave” then enter Actual Return Date then Submit Demonstration

Manager Self-Service

Manager Self-Service Support Managers can perform the following transactions. TIP: Managers can process Job and Compensation information changes in one dated transaction by selecting both options.

Badges Go to Employee Files > Public Profile Click “Give this person a badge”, select a badge, add comments and click Add NOTE: Any employee can give another employee a badge. Giving someone a badge will trigger an email notification to the employee and to the manager.

Workflows & Transactions

Approvals Workflows have been defined to obtain approvals for certain transactions. If a change requires an approval, once the transaction is submitted, you will see the following confirmation, allowing you to view the approval chain and confirm it. The transaction is then processed through the workflow. The change is not committed to the employee record until all approvals have been received.

Approvals Pending Approvals can be accessed through the To-Dos List

Approvals Once a Pending Approval is accessed, the approver can see the change details, add comments if needed, and click “Yes, Approve” to move the transaction to the next approver “Post Comments” to simply save the comments “Decline” to reject the transaction Note: Each will then submit an email notification.

Manage Workflow Requests Admin Tools > Manage Workflow Requests This can be accessed to modify or decline a workflow. Requests can be queried with the following set of filters:

Manage Workflow Requests Administrators can Add Another Approver, Change Approvers, Route Request, or Decline a request Demonstration

Promotion/Demotion/Foreign Assignment/ Job Change Approval Workflow

Probation / Leave of Absence Approval Workflow

Termination Approval Workflow

Fields to Change by Transaction Demonstration

Run Ad Hoc Reports

Run Reports Home > Reports > Analytics > Ad Hoc Reports

Run Reports Click drop-down beside report and click Run Report Select “Download CSV” and click Generate Report When prompted, save report

Email Notifications

Workflow Action Pending Notification Send email notification to alert the current owner of the workflow

Workflow Action Approval Notification Completed workflow notification will be sent when a workflow is approved. The email will go to the person initiating the workflow.

Workflow Action Rejected Notification Send email notification to alert the person who initiated the workflow.

Workflow Action Cancelled Notification Cancelled workflow notification will be send to the current owner and previous step approvers when the workflow is cancelled. Email Subject: HRIS Workflow has been cancelled Email Body: Please note: The following HRIS Workflow has been cancelled from the system. If you did not authorise this please get in touch with Deb Rose Barrett to understand reasons for rejection.. Action : Change Job Subject User : Ethan Hunt Current owner : Deb Rose Barrett Approval chain so far : Trina Page -> Deb Rose Barrett Effective Date : 05/08/2012 System generated email, do not reply directly to this email.

Autosync of Employee Central data to Employee Directory

Autosync of Data There are two sets of data in the SuccessFactors system: Standard fields (not effective dated) used for the Directory, Performance Management and Goal Management (all modules except for Employee Central) Dated records in Employee Central to track time-stamped transactions Both sets of data are required and are synced through a back-end process The standard data on the Quick Card in the Org Chart and Directory is copied through a real-time sync (immediately) The custom fields are synced through a nightly sync job

Autosync of Data

Admin Tools for Employee Central

Admin Tools: Manage Users Utilize to Manage EC 2.0 Reset User Passwords Reset User Account Add New Employee: Takes you to same screen as Company Info / Add New Employee. Manage Workflow Requests: Route or cancel workflow requests Not Compatible with EC 2.0 Rehire Inactive Employee NOTE: TC Admins are not to Import Employee Data; instead enter New Hires through the New Hire wizard.

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 Refer to this PowerPoint for reference with common Employee Central 2.0 processes

Wrap Up Describe the End-user Support process Q&A Close Who do you call first? How does it get escalated to the administrator? Administrator will contact SuccessFactors as necessary Q&A Close