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

2. 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

3. Agenda Manager Self-Service Support Navigation Update Employee Records
Badges
Workflows & Transactions
Pending Approvals
Manage Workflow Requests
Transactions
Run Ad Hoc Reports
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

4. Navigation

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

6. Directory / People Search

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

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

9. Help & Tutorials

10. TC Admin Transactions

11. 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”

12. Insert New Record

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

14. 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.

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

16. 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

17. 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)
Information
Phone Information
Addresses
Dependents
Note: For Addresses, there are 2 address types – Home & Contractor Business. Use the + to add another address.

18. 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.

19. 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.

20. 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).

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

22. 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

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

24. 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

25. 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

26. 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

27. Manager Self-Service

28. 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.

29. 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 notification to the employee and to the manager.

30. Workflows & Transactions

31. 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.

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

33. 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 notification.

34. 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:

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

36. Promotion/Demotion/Foreign Assignment/ Job Change Approval Workflow

37. Probation / Leave of Absence Approval Workflow

38. Termination Approval Workflow

39. Fields to Change by Transaction
Demonstration

40. Run Ad Hoc Reports

41. Run Reports
Home > Reports > Analytics > Ad Hoc Reports

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

43. Notifications

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

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

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

47. Workflow Action Cancelled Notification
Cancelled workflow notification will be send to the current owner and previous step approvers when the workflow is cancelled.
Subject:
HRIS Workflow has been cancelled
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 , do not reply directly to this .

48. Autosync of Employee Central data to Employee Directory

49. 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

50. Autosync of Data

51. Admin Tools for Employee Central

52. 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.

53. Helpful Resources Customer Community (See link under Admin Tools)
Admin Resources (See link under Admin Tools)
Customer Success / Case Management “Solutions”
On screen directions for each Admin Tools feature
Refer to this PowerPoint for reference with common Employee Central 2.0 processes

54. 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