Starting in 2020, SAP changed the release schedule to every 6 months. All of the latest enhancements can be found here (S-User ID required). Scroll down to the What’s New Viewer to review the changes.
Filter on Solutions for Compensation, Variable Pay, and Reward and Recognition to review all the latest changes. Under Description, you can click on ‘See More’ to see screenshots and detailed information.
After reviewing all the changes, we narrowed the list down to the Highlights for H1 2020Compensation & Variable Pay & Reward and Recognition:
1. Import and Export non-EC Eligibility Rules
Administrators now have the ability to Export and Import Eligibility rules
Admins can export the rules as a .csv file and then import the file as needed into other templates
This process will save time and improve accuracy during configuration
2. Enhanced Display Criteria for Bulk Download Icon
Users can now view the icon for bulk download only if a statement was generated for an employee from the recently filtered list of Executive Review
Previously, the icon was displayed even if statements weren’t generated from the filtered list which caused confusion
Enable the Display Bulk Print Statement Icon on Executive Review Page option
3. View a List of Employees Excluded from Statement Download
Using log files, users can now identify employees who are excluded during the bulk download process from Executive Review
Log file will show a list containing the username and user ID of all excluded employees
4. Publish by User for Variable Pay and Total Compensation Plan Templates
Administrators can now publish specific employees or groups of employees to Employee Central in Variable Pay and Total Compensation Plan templates
Prior to this release, this feature was only available for compensation templates
5. Use Bonus Payout Summary Reports Offline
Users can now modify editable fields in the exported file while offline from Executive Review. The modified exported file can then be reimported to update the fields with new changes.
Permissions must be set to allow for edit and export access to Executive Review
Enable the setting for Offline Edit Access for variable pay worksheets
6. Expanded Pay Range Matching for Promoted Employees
Users can now define a new finalAttribute field that the system uses when calculating the final pay range.
This will avoid the issue of miscalculated post-promotion pay ranges in EC-enabled compensation templates caused when the system continues to incorrectly use pre-promotion classification and pay grade information
In previous versions, the system incorrectly calculated pay range on the basis of pre-promotion information
7. Hierarchy and Date Validations for Check Tool
Check Tool now has two new validations:
Review the Manager ID of each head of hierarchy in the compensation plan
Ensure that all date fields within UDF are formatted correctly
8. Default Currency View in Compensation, Variable Pay, and Total Compensation Plans
Users can now set the currency that the system uses as default when compensation, variable pay, and total compensation plans are launched.
In previous versions, this was handled in the XML
9. Expanded Flexibility in Total Compensation Plans
While creating total compensation plans by copying existing templates, users now have the option to create a plan by selecting an existing Compensation template without also selecting a Variable Pay plan template.
This is useful as not all customers are using variable pay
10. Delete Awards
Users can now delete awards, irrespective of their status using the award IDs.
Awards that are no longer used can be permanently deleted from the system
See this great article for useful information on how to prepare for a SAP SuccessFactors Regular Release.
Starting in 2020, SAP SuccessFactors has changed its release schedule from every quarter to biannually. With this change, the releases will be larger with an additional preview week. Here we will focus on what’s new and what has changed in Calibration.
There is one new feature for Calibration along with four enhancements. Let’s start with what’s new!
Customized Weighted Ratings now used in Calibration
Applicable for customers using Employee Central, there is a new universal feature that allows ratings from the Customized Weighted Rating section of performance management forms to be used in Calibration. Prior releases of Calibration could only use ratings from the Overall Performance, Overall Potential, Overall Objective and Overall Competency sections of a PM form as data sources. This is a EC specific feature because business rules must be created to trigger the weighted rating calculation.
This option is helpful if you wish to calibrate the overall form rating based on the ratings given by different roles in different steps instead of using the final overall rating from one role. The customized weighted rating is calculated based on the ratings and weights from the steps and roles that were defined in a business rule. Another rule defines the trigger step used to calculate the overall weighted rating.
The Customized Weighted Rating section of a PM template is displayed below.
When using ratings from the Customized Weighted Rating section, make sure the calibration step is after the step where the calculation of the weighted rating is triggered in the PM form. Just remember, when the manual rating is enabled in this template section, the calculated rating would not be available in the Bin view of a calibration session.
The Customized Weighted Rating section of a PM form is shown below.
In the example below, you can see the customized weighted rating appearing in a calibration session. It appears in the “Overall Form Rating” column because a manual rating overrides the calculated rating.
Continuing with this example, the rating is updated from “Meets Expectation” to “Extraordinary” in the calibration session as shown below.
After the calibration session has been finalized, the updated rating appears in the performance form as seen below.
In the Customized Weighted Rating section of the form, the overall rating reflects the updated rating of “Extraordinary” from the calibration session. The overall score pod at the top of the form reflects this updated rating as well.
Now let’s see what existing functionality has been improved in the latest release.
There are four universal enhancements for Calibration.
Subjects List Page Enhancement
In prior releases, when drilling down into one of the standard charts in Executive Review, printing the Subjects List page was not supported. In addition, any list display modifications were not saved. Now it is possible to print out the list of subjects and retain any adjustments made to the page display after refreshing the page. More details are shown below.
Now when a data point is drilled into a chart, the print option is now available as seen below.
Within this list, the Executive Reviewer may customize the display. Columns may be reordered by dragging and dropping, column widths may be adjusted, the sort mode may be set for columns and display options may be changed. The printed list will reflect the display changes. Notice there is no “save” button, the adjustments are saved automatically. The changes are preserved after the Subjects List page is refreshed as well.
When the Executive Reviewer drills down into another cell in the chart, the updated display has been retained. This enhancement prevents the user from having the update the display each time the Subjects List page is viewed.
Enhanced Comment Details
This next enhancement is applicable when comments are required when a rating is changed in a calibration session. When viewing comments made on a subject, the name of the calibration participant who entered the comment is listed along with the date the comment was made. An example is shown below.
When the rater is required to enter the user name associated with a rating change, your calibration template will have “Authorized By” enabled as shown below.
Now when viewing a comment with “authorized by” enabled, the comment detail will include the authorizer as well as the comment creator and date as seen in the example below.
Next we will see an update for matrix views within a calibration session.
Full Screen Mode Matrix View
During a calibration session, any matrix views will now have the toolbar available in full screen mode. Previously the toolbar was not visible in this mode. From the standard view, the user clicks on the “Open Full Screen” icon as seen below.
When switching to the full screen view, the toolbar is available and enables users to take the same actions in the full screen mode as they would in the normal mode.
New Reporting Columns
The final Calibration enhancement involves ad hoc and SAC reporting. There are new fields available to report on when generating a report for a finalized session. The session approval date along with the name of the last user to modify the session are now available. Most likely the last user to modify the session was the approver. The last modified user fields include “Modified By User Name”, “Last Modified by First Name”, and “Last Modified by Last Name”.
The new fields are available when reporting for all three calibration domains. A sample report is shown below.
We have now explored what’s new and what features have been enhanced in Calibration. While the updates are minimal, hopefully these features will make your calibration sessions more user friendly. Check out my other blogs on what’s new in Succession and Career Development.
Want to know what’s changed from the first Half (1H) 2020 SAP SuccessFactors release for Career Development? Let’s take a look!
There are two new universal features within Career Development and three universal enhancements in Mentoring. We will wrap up by seeing the new Career Explorer tool that is only available in an Early Adopter Care (EAC) program at this time.
We will begin with the new universal feature in Career Worksheet.
Creating a Deep Link to “My Current Roles” in Career Worksheet
It is now possible for an employee to use a deep link to go directly to the “My Current Roles” tab in Career Worksheet.
So what exactly is a deep link? For our purposes, it is a hyperlink that links to a specific page in the SAP SuccessFactors application. For example, a custom tile on the home page may contain a deep link. This acts as a shortcut to reduce the number of clicks to move to another page in SuccessFactors.
In prior releases, it would take several clicks for an employee to get to their current role on Career Worksheet. From the home page the path would be Development>Career Worksheet>My Current Roles tab.
With the latest release, an employee can open a deep link to go directly the Career Worksheet “My Current Roles” tab by using the new URL “sf/careerworksheet?currentrole=true“.
In order to take advantage of this new feature, a little set up is needed. For our example, we will add a link to the “Quick Links” tile on the Home page.
First let’s set up the URL so it will be ready when we need to reference it. To use the deep link, add it to the base URL of your SuccessFactors instance. To find your base URL, look at the URL for your login page. An example is shown below.
Now we can set up our deep link. Go to “Manage Home Page” and find the “Quick Links” tile as seen below.
Click on “Manage Links” in order to add the URL. Click the plus sign seen in the top right corner of the page. You will then be able to add a new entry. Provide a name for the link label, turn the link on by default, enter the newly created URL and save. An example is seen below.
Now go to your home page. The new deep link will now be available in the “Quick Links” tile as seen in the example below.
Clicking on this tile, the user will see all of the quick links available to them. In the example seen below, the user has added this link to their favorites.
Clinking the link will take the user to the “My Current Role” tab on Career Worksheet as seen below.
That wraps up what is new for Career Worksheet. Next we will move on to the Development Plan.
The final “what’s new” for Career Development Planning is the availability of the Buddhist calendar in Development Plans. This enhancement is specific to customers in Thailand. The Buddhist calendar will now display in:
Development Plan – add and edit learning activity
Development Plan – add and edit goals
Learning Activity within Development Plan – create and edit new learning activity
Learning Activity Group within Development Plan – group definition, edit assigned learning activities for groups
We have now seen the new features for Career Worksheet and Development Plan. Now let’s see the enhancements for Mentoring.
There are no new features in Mentoring but there are a few universal updates to existing functionality:
Enhanced Matching Rules
Reduced number of recommended mentors
Email notifications for changes in mentor availability
We will look at each one.
Enhanced Matching Rules
When an admin creates a mentoring program, the program signup form is configured. The admin creates a series of questions that mentors and mentees must answer when joining a mentoring program. Now matching rules are defined for each question. The system determines the best match for a mentor and mentee based on the responses and the matching rules for each question.
When creating the signup form in prior releases, there were only four columns to complete as seen below.
The fields to complete were: “Answer Type“, “Selection Values“, “Questions to Mentor” and “Questions to Mentee“.
The admin would create questions for the mentors and mentees. Each question would need to have the answer type defined: free text or a picklist. If the answer would come from a picklist, the picklist would be identified in the “Selection Values” column.
The latest version of Mentoring has a much more robust method for matching program participants.
The new signup form is displayed below.
Like the previous releases, a matching rule is created for each question that appears on the signup sheet. Now there are additional criteria defined in order to find the best match:
Matching Based On
The “Answer Type” and “Selection Values” columns from previous releases have been combined into the “Question Category”. An example of the selections for this field is shown below.
If the question may be answered by a picklist, the picklist is identified in this field otherwise the question category value would be “Free Text”.
In order for mentors to be matched to mentees, all of the questions cannot be free text.
Just a few things to keep in mind about picklists.
The picklists that may be used for each question are: competency, department, division, location, gender, job family, job role, job code, job level, job title and skill. You may also use custom picklists. The picklists need to be defined in the data model and permissions must be granted.
The same picklist (standard and custom) may be used in multiple questions.
Custom picklists may only be used when matching is based on preference, not with mentee or mentor preference or profiles.
New is the “Matching Based On” column. For each question, matching may be based on:
Preferences. Mentors and mentees are matched based on their answer to the question.
Mentee’s Preference. Using this match type, there is only a question for the mentee. The mentor will not get the question on their signup form. Matching is based on the mentee’s answers and the mentor’s employee profile.
Mentor’s Preference. Using this match type, the question is only for the mentor. The mentee will not get the question on their signup form. Matching is based on the mentor’s answers and the mentee’s employee profile.
Profiles. This match type does not use a question. Matching is done based on the picklist value for the question on the mentor and mentee employee profiles.
Also new is “Key Question”. When a question is identified as “key”, and the mentee and mentor don’t satisfy the matching criteria for the question, they won’t match. Key questions cannot be weighted.
Matching type. Options are “Matched” or “Not Matched“. Matching depends on the answers or the profile to determine if they are a match on each question. If the answer is defined as “Not Matched”, the answer to the question by the mentor and mentee cannot be the same in order to match on the question.
Weight. If used, the sum of the weights must equal 100. If this column is left blank, equal weight will be given to each question. If you wish to omit a question from matching, you may leave its weight blank but have the weight for the remaining questions to add up to 100. Responses to key questions and free text questions cannot be weighted.
The table shown below identifies which fields are available for each “question category”/”matching based on” combinations. The fields that the admin will be able to enter for each question on the signup form will differ based on the matching options.
Matching Based On
Question to Mentor
Question to Mentee
Field Availability Based on Question Category/Matching Based On
For example, if you are using employee profile as the matching type, there will be no questions for the mentee or mentor because matching is based on the picklist value on the mentor and mentee employee profiles. For all cases where a question is identified as “key”, the weight field will not be active.
The matching between mentors and mentees is based on the rules set up for the signup form questions. Matching rules determine the recommended matches. The system compares data from the mentee to the mentor.
The matching program looks at the key questions first. If the matching rule is not satisfied for any of the questions, the mentor/mentee are not considered a match. If there is a match based on the rule of a key question, the system keeps matching based on additional question matching rules. For non-key questions, preferences or employee profiles are compared to calculate the mentor’s match score.
Skill and competency questions calculate a match score based (0 to 100) on the number of picklist values matched for a question. The number of mentor’s competencies/skills that match with the mentee is divided by the total number of competencies/skills that the mentee selected in their signup form. This number is then multiplied by 100 to arrive at the match score for this question. So the more competencies/skills that match, the higher the matching score. The match score for any other standard or custom picklist will be 0 or 100. If a question does not have at least one picklist value in common between mentor and mentor, the match score is zero.
After the system calculates the mentor’s match score for each question, the scores are summed. Weights used on a question are also used in the calculation of the final match score. Based on the results, the top ten matches become the recommended mentors for a mentee.
Matching Program for Supervised Mentoring Programs
Supervised mentoring programs use a backend matching program to calculate match scores. This program uses a star system with four matching levels.
Preferred (four stars) match based on preferred mentor selected during sign up
Excellent match (three stars) based on 75% or higher match score
Good match (two stars) based on 50 – 74.99% match score
Average match (one star) based on 49.99% or lower match score
Recommended Mentors Cap
Another enhancement involves reducing the number of recommended mentors. In prior releases, when a mentee completed the questions on their signup form and then saw the recommended mentors, up to 100 recommended matches would display. Now the mentee will only see ten recommended mentors. This limits the mentee’s time scrolling though all matched mentors to make a selection and instead can focus on the ten with the best fit.
We will now look at the final enhancement for Mentoring.
Email Notifications for Unavailable Mentors
The final enhancement involves email notifications for mentor availability status changes.
When the availability status of a mentor changes, their mentees and their pending mentees will receive an email notification. This is very helpful information for mentees to be made aware of so they may select another mentor. In prior releases, only the mentor received notification when their availability status changed.
Going forward, the mentor will only receive a notification if the admin changed their availability. In other words, if the mentor changed his own availability status, he would not be notified. In either case, the mentee will receive the availiabilty change notification.
Let’s look at what happens when the admin goes into a mentoring program and makes a mentor unavailable as seen in the example below.
The mentor will not be available until July 24, 2020 so both the mentor and the mentee will receive an email notification.
The mentor notification is seen below. The email contains the date the mentor will be available again. It also explains that the mentor cannot be selected by a mentee when in this unavailable status.
When the mentor is no longer available, the mentee receives an email notification as well. Any mentee that has a pending mentor request with this person will also get the email. A sample email is shown below.
In the email, the mentor’s availability date is supplied. The mentee also is prompted to select a new mentor.
Now we will see what happens when mentor makes himself unavailable as seen below. The mentor changed his availability and entered the date when their availability date.
In this case, only the mentee will receive the availability notification.
Next, if the admin goes into the program and makes the mentor available again, both the mentee and mentor will be notified.
Here is a sample email notification received by the mentor.
The mentor is made aware that they are available again so the mentor may expect to see some mentoring requests coming his way again. The email also explains that they may go into the program to change the availability or status.
The mentee is notified of the mentor’s availability as well. Shown below is a sample notification.
If mentor makes himself available again, only the mentee receives notification.
We have now seen what’s new and enhanced for Career Development. Now we will take a brief look at the limited release for a new feature.
A new component of Career Development is Career Explorer. It uses a machine learning algorithm to make recommendations for future job roles based on users “like me”. Career Explorer recommends career opportunities based on the career paths of people who are similar to the user in the organization. An employee can see the career path taken by others that used to have the same job role or who have similar skills, previous roles or education. This give the employee some additional future job roles to consider that may not be within their regular career path. This tool provides personalized guidance over the predefined career paths to determine the possible next role.
Career Explorer helps an employee find possible future roles outside of traditional career paths or even discover an unexpected fit for a role. These roles may be set as targets for career development. Based on the recommended roles, the user can also see a future career path in a lineage chart.
A sample view of Career Explorer is shown below.
Competencies, skills and other job profile details may be viewed for each role. The employee may see how well they meet the job role requirements. If the role is added to their Career Worksheet, the employee may identify competency deficiencies and then create development goals and learning activities to help fill those gaps.
Career Explorer is currently available only to those in the Early Adapters Care program (EAC). In order to apply, you must be have a minimum of 1000 employees all associated with job roles. Additional requirement include using:
Job Profile Builder using job code, job classifications and competencies
Career Development Planning, preferably with Career Worksheet enabled
Registration ends November 1, 2020.
We have now seen what’s new and improved within the Career Development module. And we have seen what is coming with the new Career Explorer. Check out my blog on what’s new for SAP SuccessFactors Succession for 1H 2020 as well.
With the SAP SuccessFactors First Half 2020 release there are six updates in Succession. There are four new features and two enhancements. Let’s start with Talent Pools.
There are two new features and some minor enhancements for Talent Pools.
The two new features are:
View Nomination History for Talent Pools
View Talent Pool Nominations in People Profile and Talent Cards without Talent Pool Object Level Permission
The Talent Pool enhancements involve filter fields and the Nomination Table.
Now let’s look closer at each starting with what’s new for Talent Pools.
View Nomination History for Talent Pools
This new universal feature permits those with Talent Pool permission to see nomination changes for nominees within a Talent Pool.
In prior releases, there was no nomination history available to view within a talent pool. Now users with Talent Pool role-based permissions with assigned target populations may see the nomination history for employees in a talent pool.
Within a talent pool, there is new icon used to view nomination history for each nominee. The example shown below identifies the icon which displays on the top right side of the talent pool table.
Talent pool nominees that have nomination change history for this pool will display in the “Nominees” section that displays on the left side of the page. Click on any nominee name from this column and their nomination change history for this talent pool will display.
An example is displayed below.
The name of the user that made the change will display along with the change date. The readiness, status, nomination source and notes for each change are displayed as well.
Approved and Removed nominees will display their nomination history. You must click the checkbox for “Show Removed” in the nominees section to see any employees removed from the talent pool. Both Approved and Removed nominees will display as seen below. The default view is approved nominees.
To see the nominee’s talent pool history for another date range, click the “Date Range” calendar icon that is available on this screen. An example is shown below.
The default date range is one year from the current date. The date range may be modified and then the nomination history will display for the new date range
We will now look at the other new feature for Talent Pools.
View Talent Pool Nominations in People Profile and Talent Cards without Talent Pool Object Level Permission
It is now possible to enable users without Talent Pool object level permission to view Talent Pool nominations of employees in People Profile and Talent Card.
This new feature may be used to enable managers to see this information for their direct reports in People Profile and Talent Card.
This is a provisioning opt-in. The setting to enable is “View Talent Pool nominations in People Profile and Talent Card without having the Talent Pool object level permission“.
When enabled, users without Talent Pool object level permission may view Talent Pool nominations for employees within:
Nomination Block in People Profile
Nominations section of Talent Card
In addition to these two new features, there is also an enhancement for Talent Pools that we will look at next.
Talent Pool Enhancements
There are a few enhancements to talent pools. Let’s open a talent pool to see what’s changed.
Talent Pool Nomination Table View
First, there are more lines available in a talent pool nomination table view as seen below. This update also includes making the line width consistent with tables in other modules.
Notes Column Placement
There is an additional display field option as well. Users may modify the position of the Notes column. Let’s see how it’s done.
Within the talent pool, click on the “Define Column Properties” icon as noted below.
A pop up displays the available fields that may be included in the talent pool view. When the cursor is place on “Notes“, the upward and downward arrows may be used to change placement of this field.
Clicking “OK” and the nominations in the Talent Pool will now reflect the changed column order as seen in the figure below.
The final enhancement to Talent Pools involves selected filters.
Talent Pool Filters
First, the selected filters can now be automatically cleared after all nominees are deleted from a Talent Pool. Looking at the example below, the filters were defined by clicking “Adapt Filters“.
Here is where the filters are defined. The fields to use as filters are selected and will appear on the filter bar within a talent pool.
In the example shown below, there is a filter to display nominees with a readiness of 1 to 2 years.
After the final nominee is deleted from the talent pool, the readiness filter is cleared as seen below.
We have now seen all of the updates for Talent Pools. Let’s see what else is new in Succession.
Exclude Nominees from Seeing Themselves within a Succession Plan
This is an admin opt-in setting that when enabled, prevents users nominated as successors to see themselves in a succession plan. This will also prevent them from nominating themselves. This means that users with permission to do Succession Planning for certain positions won’t see themselves within the succession plans of those positions.
Let’s see how to enable this feature. Go to “Nominations Set Up”. Scroll to the very bottom of the screen and enable “Exclude nominees from seeing themselves within a succession plan”. The “Nomination Set Up” page is shown below.
This exclusion prevents nominees from nominating themselves. Additionally, the nominees would not see themselves in Succession Org Chart, Position Tiles, Lineage Chart, Talent card, People Profile, Presentation and Nomination History from position card. A Talent Search would not display them or a list that they are a part of.
There is one additional feature that we will now explore.
New OData API Function Imports for Succession
There are two new OData API Function Imports for Succession:
These function imports may be used to approve or reject nominees that are in a pending status.
In prior releases, third-party applications could only read the Succession nominations in Pending Approval status.
The two new function imports allows third-party applications to write the approval steps of the nomination workflow.
The role-based permissions needed for both function imports is: Succession Planners>Succession Approval Permission.
Approve Nominees in Pending Status
Pending status for approvals are:
Parameters for approval and rejection are nomineeIds (mandatory) and comment (optional).
Now we have seen what’s new in Succession, let’s see the final enhancement.
Picklist Label Enhancements for Matrix Grid Report and Talent Pools Overview Page
In previous releases, picklists used for filter fields in the Matrix Grid Reports and Talent Pool Nominations overview page showed option IDs rather than labels.
Matrix grid reports support custom filters and these filters may be associated with a picklist. If this is the case, the picklist labels will be displayed in the customizable fields. Picklists that are used for filter fields of the Matrix Grid Reports and Talent Pools nominations overview page will now show labels instead of option IDs. A custom picklist with values for a talent pool filter is shown below.
These fields also remember the picklist labels that were chosen the last time.
We have now seen the new features and functionality for the Succession module. Check out my blogs on Highlight of 1H 2020 Release Updates for Calibration and Career Development too.
Compensation Statements may be the most critical aspect to a successful Compensation implementation. Statements are typically the only visibility employees have to the Compensation module and are important in not only communicating final payments to employees but also in letting them know of any other company directives and overall business results.
Working in Compensation for over 15 years, I have configured a lot of compensation statements. Sure, custom statements in XSL can be created to meet all of the customer’s wildest dreams, but this may not always be needed or possible as customers might be restrained by budget, time, or expertise in maintaining year over year. Standard delivered statements can be used for compensation, templates, variable pay templates, or a combination.
My Top 10 List on how to optimize standard compensation statements:
1. Gather statement requirements early
Statements are often thought of as an end of the process final product. While they are just that, you will find that if you include statements as part of the early requirements discussion along with the design of the compensation plans, you will end up with a better final product.
In order to pull fields of information into the statements, they must be a field in the plan template(s) you are referencing. You can include extra indicative data or calculated fields (such as Merit Percent) or fields that show final values rounded (such as New Annual Salary) in case your customer wants to show nice rounded numbers to the employees. These fields do not need to be made visible during planning, but can be hidden so they are available for display in the statement.
2. Take advantage of statement suppression
In 2019, SuccessFactors enhanced the compensation module to allow for statement suppression. Gone are the days of having to generate and recall statements for employees that you wouldn’t need to communicate awards to.
To start, create a custom column in your template to control the suppression based on the customer’s desired logic. For example, to suppress a statement because of a low rating the custom column could include the formula if(pmRating<2, “FALSE”, “TRUE”). Employees with the value “TRUE” will have statements generated, those with a value of “FALSE” will be suppressed.
Enable the setting from Plan Setup –> Settings. Select the box for Enable Statement Suppression and use the drop down to select the custom column you have created with your statement suppression logic. When statements are generated, the job status report will list the names whose statements have been suppressed.
3. Make use of sections and conditional formatting for the right side data fields
Group fields of data under Sections to consolidate Performance, Merit, Bonus, and Equity fields depending on the templates used in the statement. Conditional formatting can be added to suppress these groups for instance if the customer wishes to suppress the merit section if the employee had zero for their merit award. Conditional formatting can also be done on the field level in cases where customers wish to show the merit section for example to show salary information but not show the merit award field if amount = 0. This also allows for fields such as promotion or lump sum to only show if applicable to the employee.
4. Get the most out of the left side text and logo
Most of the time, the company logo being used throughout the SuccessFactors tool can be used as the logo in the statement as well. If the customer wants a custom logo, plan for this early as it can take time to the custom logo URL setup and to make sure the look and feel is right. Encourage the customer to use their standard logo if possible for a standard compensation statement.
Make use of font sizes and typographical emphasis to draw attention to key elements. Typically I use the small size font throughout for text sections. These text sections can be dragged and dropped depending on the order they should appear.
Conditional formatting can be added here as well to suppress the text section for instance if the customer wishes to only show the section if the amount is greater than 0. The conditional formatting on the left and right side should be configured together so that the logic aligns.
Typically customers can use the left side text to add in text that is applicable to all employees such as overall company results and any disclaimers that are needed around payment dates and rounding rules.
5. Keep the statement to 1 page if possible
Keep in mind the more text and fields you add, the longer the statement becomes. Most customers like to see a concise one page statement.
The Signature section is not really needed as you can add this to a text box above if the signature is pretty straightforward. The section itself even with no text configured in it can cause the statement to push to the next page as it shows below the text and data sections, even if it just shows a blank second page. This section cannot be removed, but you can trick the system into shortening it significantly if you simply add a few spaces.
6. Multi-language requirements aren’t necessarily a show stopper
Standard statements do not typically support multi-language requirements. You can however do a workaround and create translated standard statements using the English version as a baseline for the fields and input the required language into the text boxes and field names. If you have a requirement to translate the plan templates, you have a good start to the translations already for the fields. This process can be tedious, so make sure to have a pretty finalized English version before you start creating additional versions in other languages.
You can then configure statement groups to tie the translated statements to the groups of employees that need the statement in non-English languages.
7. Figure out the roles that will be involved in communicating statements
Planners are typically responsible for communicating the awards to their employees. They can download statements in several ways from their Completed worksheets or within the People Profile if permissions have been set. Additionally, check with your customer if they wish for the employees themselves to have access to their own statements. If this is the case, typically this is a task scheduled out a few weeks from the initial conversations with managers to open access to employees.
SuccessFactors recently added the ability to download statements directly from Executive Review. This allows higher level managers as well as HR managers (assuming role based permissions have been granted to allow access to Executive Review) to be able to download their span of control using the Bulk Print Statements button. The icon for bulk download now only appears if the employees have a generated statements based on the filters in Executive Review. In the previous version, the icon was displayed even if statements weren’t generated from recently filtered list.
8. Test early and often
In addition to gathering statement requirements early, plan to test the statements early as well. Ideally the statement would be part of the early iteration reviews to gather feedback before the frenzy of planning occurs. Create examples of statements to show all the different variations that are possible with the customer such as merit only, merit and lump sum, lump sum only, etc. If you wait until the planning is occurring in Production, you are no longer able to add or edit fields that customers may request in the statement.
Also test the role based permissions and the process for how and when the various roles would download the statements. This will prevent any headaches down the road when the timing is tight to review and open statement access to HR, managers, and/or employees in Production.
9. Make use of standard Email Notifications
If the employees will be able to access their own statements, there is a standard email notification that can be sent. The email text can be setup in E-Mail Notification Template Settings. This will allow for Compensation Administrators to send specific text to employees or groups of employees letting them know that their statements are available and how to navigate in the system to find them.
10. Finalize with a smooth move to Production
Validate any final changes with the customer. Company numbers and final performance may come in just prior to statement generation so an additional validation of the text sections especially is suggested.
You can recreate the statements in each environment, but I suggest to make all changes in the lowest environment and then download and upload them instead. This takes away some flexibility in making last minute changes in Production but keeps the environments consistent and encourages testing to be done in the lower environments before moving to Production.
With discrimination coming to the forefront of world news lately, many organizations are asking themselves: What can we do to actively prevent discrimination in our organization? I’ve seen a variety of options out there ranging from internal audits by 3rd party anti-discrimination consulting firms to pro-active succession planning that tracks minority status. While organizations I’ve worked with differ in these types of approaches, one solution at minimum in the United States has been clear for my entire lifetime: federal contractors must comply with the Office of Federal Contract Compliance Programs (OFCCP) guidelines.
Per an announcement on the Department of Labor website, a new Voluntary Self-Identification of Disability Form CC-305 was approved in May. As of today, Federal contractors must post the comply by updating the form by August 4, 2020. An example new form can be found here. I warn against simply using a search engine to look for updated forms as these may lead you to the expired form (check the expiration date at the top of the form first).
For SAP SuccessFactors customers, this typically means:
Updating your job application template to include the new form(s)
Updating your Onboarding forms to include the new forms(s)
I recommend referencing the Department of Labor website to understand the updated requirements and then working with your IT department, SAP Partner, and/or SAP to make updates to the recruiting application template and/or Onboarding forms to ensure compliance.
Hopefully this brief update has been helpful! While many people are out there working hard to come up with a variety of solutions for today’s social issues, one thing is for certain: EEO is the law.
In the past few days, SAP SuccessFactors has completed moving the H1 2020 release into production. For some well-prepared customers, users are excited about new features they are starting to enjoy. Others might be feeling some pain with critical issues that have arisen unexpectedly. Still others might not have done much preparation at all and are wondering if they missed something. In my experience consulting and providing production support services, I’ve seen all 3 types. Hopefully after reading this quick article you’ll always fall into the first category!
Note: you will need an SAP S-ID to access all of the links in this document
The preview dates and production dates are posted in the upper-right-hand corner of the blog. Preview date refers to the date the release will be put into the preview environments. You know your environment is in a preview datacenter if the url has preview in it. For example:
Historically SAP SuccessFactors and SuccessFactors prior to the merger conducted quarterly releases. However starting in 2020 SAP reduced the release time to every 6 months. While I haven’t conducted a survey, my guess is most customers and SAP are pretty happy about this as it gives much more time to properly prepare. With a quarterly release, by the time you finished your regression testing it was already time to start prepping for the next release and keeping dedicated resources onboard to only conduct regression tests was impractical. I’m sure it was a similar story on the SAP side of the house.
Step 2: Read the Documentation
SAP changed how the documentation works a bit this year. The first document you should read is the Road to Release document which is also available on the SuccessFactors Community Product Updates blog. The latest road to release document tells you how to sign up for newsletters to keep you updated and also outlines some steps similar to the ones in this blog I’m writing. The document is informative and a must read, but realistically I treat is as a pamphlet on when documentation will be released because in my opinion it focuses only on new features glosses over any regression testing and misses a few key things customers should do and know that I’ll point out in this blog.
Next, given that it’s a week or so prior to the preview release (which is when SAP releases the detailed documentation), take a look at the documentation here:
The above link lets you search the documentation for every new feature – so if you choose to turn on a new feature, this will let you know what administrator steps to take as well as some basic end user testing scenarios. You can also choose prior releases as well from the drop down above the search bar.
However, before you start searching for features to turn on, you’ll want a god’s eye view of what’s available to you. Click the link to the “What’s New Viewer” on that same page. This tool will allow you to filter by specific modules to find what’s relevant to you, providing a brief summary of each feature.
The key concept to understand when exploring this tool is the configuration type. “Universal” means that all customers will receive the feature on preview and production release dates without taking any action. “Admin Opt-In” means customers can opt to receive the feature by taking the steps outlined in the detailed documentation (search for the name of the feature in the big search bar in the first screenshot and you’ll find these steps). “Admin Opt-Out” means you’ll need to follow similar steps to not receive the feature. “Provisioning Opt-In” means you will need a partner and/or SAP to follow the steps in the detailed documentation to turn the feature on because only they have access to provisioning to do so.
There’s links to other documents on the SuccessFactors Community Product Release Blog, however if you like to jump straight to the facts and avoid the fluff, the ones I mention above will get you on your way.
Step 3: Analyze and Plan
Now that you know the dates and the scale of what’s being impacted by the release, you can setup a calendar plan and resources to execute the plan. A sample plan might roughly look like the below:
Preview Release minus 1 week – IT Team reviews release documentation
IT Team Meets with Stakeholders with abridged list of key features that may interest the business and discusses regression testing resources
Preview Release Date – Regression testing commences
IT Team reports any found defects to SAP via customer ticket
Preview Release plus 1 week – IT Team and/or stakeholders attend Q&A sessions with SAP to clarify any feature questions
Stakeholders report which opt-in features they would like to explore in preview
Once Regression testing is complete, IT turns on opt-in features and/or engages SAP/Partners to turn on any provisioning opt-in features
Stakeholders explore and test functionality in preview environment and finalize which features will be turned on in production
Communications and training are drafted as needed on any new features
Stakeholders report any production regression Issues to IT who reaches out to SAP as needed to open customer tickets
IT Team and/or Partner/SAP turn on opt-in features
Stakeholders report any production new feature Issues to IT who reaches out to SAP as needed to open customer tickets
Step 4: Regression Test
Being a cloud product, there’s a pretty high level of confidence that the system will continue to function as normal after release since both SAP and numerous customers are all collectively testing the same set of code. However, if you want to err on the side of caution, you may wish to regression test your key business processes in your preview environment prior to turning on any new features. In particular, you may also want to focus on business processes impacted by universal changes. The key advantage here is being able to report issues to SAP ahead of production release so there’s a solution before it becomes a problem! Often customers will reference their test scripts from their initial implementation and update them for any universal features.
Step 5: Explore New Features
Once you’ve explored the documentation on new features and have agreement with business stakeholders on what should be explored, it is time to start playing!
If you’ve chosen to regression test, I’d recommend executing that prior to turning on any new opt-in features to keep troubleshooting issues less confusing. For example, if you’ve turned on a feature you later decide you don’t want and later find a regression test issue, it may not be clear if that issue will occur in production or not. In fact, some customers who only have 1 preview and 1 production environment wait until after production release before exploring new features in their preview environment so that there is clarity on what production will look like and what issues might arise prior to sandboxing a bit with new features. If you have 2 preview environments at your disposal, then these activities can be done in parallel more confidently.
Step 6: Release Friday – Stay Away!
Typically, a release starts on a Friday evening up-until early Saturday morning. While you might try to access the system and be able to get in, I don’t recommend it. SAP will be loading code and restarting services. There’s no guarantee any data you save or changes you make will be there the next day. Have a nice weekend and come back on Monday and be glad you invested in a cloud product that handles this for you!
Step 6: Release Monday – Be on the Alert!
I don’t think I’ve ever turned on a new feature in the first week of a production release unless it has been a business-critical function/feature. SAP is wise enough to start production releases on Friday evening so that if things go wrong, they’ve maximized the time available to them before customers will come back Monday morning. However, just because the system is up does not mean everything is perfect. Often, SAP is very busy handling new tickets related to the release. If you are experiencing an issue, report it ASAP, but also be realistic. If it is a critical issue that lots of customers are experiencing, it will get fixed very quickly. If it is an issue unique to your organization and not business-critical, you may be waiting a couple weeks or more for resolution.
Step 7: Turn on Your Production Opt-Ins
Once you are comfortable your system is stable, it is time to turn on your opt-ins in production! You can follow the steps outlined in the detailed documentation that you followed in preview again or use instance sync depending on the particular configuration.
Step 8: Rinse and Repeat
Congratulations! You’ve made it through your release! Time to check back on the dates for the next release!
Up until now, customers have been using round-about methods of adapting SuccessFactors recruiting to handle their high-volume requisitions that are always posted – commonly known as “Evergreen Requisitions”. Recently, with the Q4 2019 release a beta version of Evergreen Requisition functionality was released. I had the opportunity recently to work with a customer to implement this new functionality and take it for a test drive! This article gives an overview of the functionality, its business need, key advantages to implementing the functionality, and some helpful hints in rolling it out to your instance.
Why do companies need Evergreen Requisitions?
Not every company needs Evergreen Requisitions. Unique to some industries are so-called “high-volume” jobs where the demand for the job constantly out-weights the supply. For example, merchandiser positions in the consumer products industry or pilots in the airline industry. For these positions, the company is always hiring. For recruiting systems, this often creates a problem because typically one requisition and one posting equals one position in the HRIS system. Having multiple requisitions and postings for a multitude of positions that are all basically the same would be confusing to people looking for jobs – not to mention for recruiters to manage. For example, one candidate could apply to essentially the same job multiple times. To avoid this, companies use evergreen requisitions to have one long-standing posting to represent a single channel for job seekers and recruiters for several open seats of the same position in the company.
How were companies handling this situation prior to the functionality?
Prior to the release of this functionality, there was no officially agreed-upon method for creating evergreen requisitions. In my experience a custom Evergreen Requisition solution looked like this:
Requisitions would be launch for each open seat (e.g. unique position number) – typically a custom field would be used to record this position number on each requisition
One requisition would be chosen to be the Evergreen and only that one requisition would be posted for candidates to apply
As candidates applied to the requisition, finalized candidates (usually those reaching a finalized offer) would be moved from the Evergreen requisition to the requisition using the late-stage application functionality
While this solution “worked” in a happy path scenario, there were still many shortfalls here.
There was no clear relationship between the Evergreen Requisition and the child requisitions – so often recruiters may get confused as to which requisition to transfer the candidates
From a compliance and reporting standpoint, it looked as if the candidates were dispositioned off of the Evergreen Requisition even though they were qualified and furthermore did not go through all of the preliminary steps a candidate normally would on the child requisition. This left many compliance officers feeling a uneasy about how to explain the situation in the event of an audit.
With no clear guidance on an official way to take care of this situation, many companies may take alternate approaches, leaving SAP and partners at a loss for how to continue to implement and support long term
How does the new functionality work?
The process flow for the new functionality is as follows.
Requisitions can be marked as “evergreen” using a new standard field that recruiters/others can see on the requisition detail screen. The Job Requisition Type field also shows if the requisition is standard, evergreen, or child:
Once an Evergreen Requisition is marked as such, child requisitions can be associated to it on the requisition details screen as well:
These associations can also be seen from the requisition overview screen with the new fields shown below:
The functionality allows for a new action from the action menu when selecting candidates called “Forward as Applicant”.
What are the key advantages with the new functionality?
There are many advantages with this new functionality!
The new functionality release gives an agreed standard way to handle Evergreen Requisitions that partners and customers can more universally follow and support going forward.
Previously there was no way to identify what was an evergreen, what was a child, and what was just a standard requisition. Now there is a field dedicated to identifying this which can help recruiters as well as those creating reports to sort out what is what.
Similarly, now that child requisitions are hard linked in the system with their parent Evergreen Requisition, recruiters can keep tabs on which requisitions they should move candidates to in the event one has accepted an offer.
The new “Forward As Applicant” has many advantages over the other forward or late-stage application action functionality.
Forward as applicant copies the entire application and only runs field checks as if the person just applied.
It also copies the current application data selected whereas other methods copy whatever the latest application is (which can get very frustrating).
Furthermore, candidates and recruiters can view the jobs applied in candidate profile when they use this action – the other actions do not do this.
Forward as applicant also now gets its own unique email trigger
Forward as applicant retains the source data (e.g. google or some career site) as well as agency ownership
Are there any helpful hints or “gotcha’s” out there I should look for?
In our implementation, we ran into a couple of common snags listed below.
For implementation partners, permissions are always the culprit – make sure the right permissions are assigned to these new fields in the requisition templates for everyone!
Change management: Make sure the recruiters are using the new “Forward as Applicant” action! It is often confusing for recruiters to understand the difference in the 3 different ways to forward and also late-stage applications.
Worklogix partners with clients to plan, configure, develop and integrate HR products and custom applications. We have assembled a global team with years of experience implementing HCM solutions. Our team is dedicated to understanding your business challenges, helping you leverage your technology and implement solutions that deliver results.
This guide is to help system administrators with Provisioning access to understand and configure the Career Worksheet template.
Enabling the Career Worksheet In Provisioning
To get started, let’s handle the settings needed in Provisioning. You should already have enabled Goal Management Suite (Total Goal Management) and Development Plan V12. In order for the Career Worksheet to be used in the Career Development module, My Goals Tab and Career Worksheet V12 must be enabled in Company Settings.
To use these features, Version 12 UI framework (Revolution), Enable Generic Manager and Enable the Attachment Manager should be enabled as well.
Configuring the Career Worksheet
The Career Worksheet is based on a template found in Provisioning. The Career Worksheet template is found under the Managing Plan Template section and may be seen by clicking on the Import/Update/Export Career Worksheet Templates link.
If the Career Worksheet Template is not found, you may download the Career Worksheet XML from a sales demo and then import into your company.
Once you see the Career Worksheet template, export it to tailor the features to your organization’s needs. The Career Worksheet XML may be updated to change field labels, define the rating scale, choose which features to switch on and set permissions.
Career Worksheet Template Elements
Let’s explore the Career Worksheet XML to get an understanding of the elements and their purpose.
Look for the first field-definition tag. It will follow tags for text replacement, behaviors, and self-assessment.
The standard field-definition ids are:
Last rated form
Last rated date
The field definitions within the Career Worksheet XML are highlighted below:
No custom fields are allowed in the Career Worksheet XML.
All of the field elements are required with the exception of the readiness meter. It is recommended to use the readiness meter, without it, the target roles will not display the percentage of how ready an employee is for a role.
Field definitions and the Career Worksheet
The fields defined in the Career Worksheet XML are related to the competencies for a role.
The first field definition id: competency_name. The name of the competency required for the targeted role.
Each competency that is required for the targeted role is displayed on the Career Worksheet.
Field definition id: last_rated_form. The name of the form where the competency rating was pulled from.
The name of the form where the rating comes from is displayed beneath the competency gap graph.
Field definition id: last_rated_date. The date on which the competency was last rated.
Used in conjunction with last_rating_form, it displays the date that the form was completed.
Field definition id: gap_graph. Image that shows the gap between the expected rating for a competency compared to the employee’s actual competency rating.
Field definition id: last_rating. The user’s latest competency rating.
The system uses the latest rating information in the system as the default. You can also specify a specific form or a couple of forms as the source of the existing ratings. We are concentrating of the use of the role readiness form as the source.
Be sure to reference the same rating scale that is used in the Role Readiness template. Otherwise the Career Worksheet will not have the readiness meter populate after an evaluation is completed.
The rating is pulled from the form that is identified in the Role Readiness Assessment Template as the source.
The competency rating is represented in the gap graph for each competency.
When hovering over the graph, the actual employee numeric competency rating will display along with the expected competency rating. The graph is based on the competency rating scale used in the form.
Field definition id: development_goals. This field is used to show the number of existing development goals for each competency along with a button to create a new development goal. Use of this field requires that a development plan template with competencies is loaded. The worksheet will use the default development plan.
In order to use this, there must be an active development plan template with a competency field defined.
On the Career Worksheet, you may expand a competency to see any development goals the employee has already associated with the competency. If configured in the development plan, the employee may edit or delete the competency.
Field definition id: readiness_meter. The percentage rate of readiness for the target roles based on calculation of actual competency rating and expected competency rating.
Until a role readiness assessment form is completed, the target roles’ meters will show that the role is not ready.
Once the initial role assessment is completed, all of the targeted roles will have the readiness meter show the percentage of how ready the employee is for the role based on the competencies needed for the role.
Career Worksheet Permissions
The ability to view the content of the Career Worksheet and the actions that a role may perform are set in the Career Worksheet template.
Now that the Career Worksheet fields have been reviewed, let’s move on the permissions for these fields.
Career Worksheet Field Permissions
The visibility of the fields on the Career Worksheet are influenced by the Read permissions in the template.
Write permissions for any fields on the template are ignored because the template does not support write permissions for the fields.
The competency_namepermission allows the user to see the name of the role’s competencies. If read access is not granted to competency_name but is granted for the last_rated_date and last_rated_form fields, the competency name will show on worksheet as “undefined”.
Example of no read permission for competency_name field:
View of worksheet without read permission for competency_name field.
Competencies required for a role are shown as undefined rather than by the name of the competencies.
The development_goals permission allows user to see the development goals associated with each competency. The read and write permissions for development goals come from the development plan template.
The last_rating read permission is needed to view the gap graph for each competency.
The last_rated_date permission displays date of the most recent rating for each competency.
The last_rated_form permission displays form name for the most recent rating for each competency.
A role must have permission for both last_rated_date and last_rated_form in order to see the source and date of the rating.
Without read permission for both fields, date and form name do not display.
The readiness_meter read permission allows the “Readiness” percentage to display for each of the targeted job roles.
Example of read permission for all fields for employee, manager hierarchy and HR roles.
All roles should be able to read the readiness meter. Without the read permission for role set to “*”, the readiness meter will not populate after the role assessment is completed.
There is a section within the XML to add switches that will control some of the features. The switches tag should be inserted prior to the text-replacement tag.
Switch for Job Profile Builder Profile
When Job Profile Builder is used and job profiles are defined, turn on the sync switch in Career Worksheet template xml.
This is done by setting the disable-jpb-profile-in-csw switch to “off”.
When the sync is on (value on switch is set to “off”), the future role details in the career worksheet come from Job Profile Builder Job Profile shows for future role when you hover mouse on i icon, as below:
Switch for Position Count per Role
For each targeted role, it is possible to see the number of openings using the “hide-position-count” switch set to “off”.
The default value is “off”, however, this position count only works for Legacy Position Nomination Method for Succession so the switch should be set to “on” to hide the count.
Switch for Development Goals
When competencies are included in the worksheet, a switch may be set to allow the competency descriptions to display.
Switch for Competency Rating Calculation
To use the role readiness meter, you need to define how role readiness is calculated. There are two calculation types: averaging competency readiness or summing up the number of ready competencies.
Either calculation type requires the employee’s current competency ratings which can come from the latest rating from the performance review, average rating from 360 form or role readiness form. The default rating is the latest rating in the system
The default rating calculation switch is “off” which calculates role readiness using a score of either 1, for those competencies where a user met the expected rating, or 0, for those competencies where a user did not meet the expected rating.
For a proportional calculation for role readiness, add the switch for new_role_readiness_calculation with value “on”.
When the switch is set to “on”, each competency rating is weighted as a percentage of the expected rating. The average of each of the competencies rating those percentages determines role readiness.
The system calculates readiness for each required competency for a role, and then calculates an average of the competency readiness.
If no switch is included, the default calculation is summing up the number of ready competencies.
Switch to launch form for current role
The Career Worksheet XML can be configured to allow employees to launch the Role Readiness Assessment form for their current role. This is accomplished with the following switch added to the Career Worksheet XML.
Will also need to identify the form to use when creating a current-self-assessment tag.
Once the Career Worksheet XML is imported in Provisioning with these updates, the Current Roles tab will contain a link to evaluate readiness.
Click the link to open the form for the current role.
Identify source of ratings
The default rating is the latest rating in the system. It is possible to identify a specific form or forms as the existing ratings source. First find the form ids in Provisioning>Form Template Administration.
Next add <assessment-filters> tag to the Career Worksheet XML to identify the form to be used as the rating source.
Action Permissions in the Template
The action permissions for create, delete and private access need to be defined.
The ability to view the content of the Career Worksheet and the actions that a role may perform are set in the Career Worksheet template.
Create permission allows users to add Job Roles to the Job Roles I’m Considering section of the Career Worksheet. This permission is also necessary for the Suggested Roles tab to be visible.
At the minimum, the employee role should be able to add targeted roles to the Career Worksheet. Based on your organization, you may decide that the manager or HR may add roles to the worksheet.
Delete permission allows a user to remove a targeted role from the job roles that they are considering.
At the very least, the employee role should be able to delete targeted roles from their Career Worksheet.
Private-access permission allows users to see the content in the “Job Roles I’m Considering” section of the Career Worksheet.
In addition, the Career Worksheet template will need to have the Share permission enabled. At the least, the employee role should be permissioned to allow sharing of a role in their plan.
For each targeted role and current role, there is an count of the number of employees for each targeted role and current role.
When this feature is on, and the Employee Directory to be enabled in Provisioning, there will be a link to see the list of employees in this role.
If the directory is not enabled, you will see the number of employees but there will be no link to the list.
If you don’t wish to see the employee count for the number of employees in a targeted role, the Career Worksheet XML will need to be updated to change cws-people-role from “true” to “false”.
Additional Configuration in Career Worksheet XML for Role Readiness Form
A link to the role readiness form within the Career Worksheet enables an employee to launch the form and rate the needed competencies for a future role. To enable linking to the correct form, the role readiness form id must be identified within the Career Worksheet XML.
The Role Readiness Assessment form id may be found in Provisioning within the Form Template Administration section.
Go into Form Template Administration to see all of the form templates. Find the form id associated with the form that will be used to identify readiness for a role.
Using the form id associated with the Role Readiness Assessment template, add the self-assessment tag which includes the role assessment form id to the Career Worksheet XML.
The tag which includes the form id is inserted before the first field definition tag.
If the form is used for multiple languages, include an entry for each locale with the Role Readiness Assessment form ID. You may have multiple entries using the same form id ut only but only one self-assessment form may be specified.
Without the self-assessment tag in the Career Worksheet XML, the “Evaluate your Readiness” link will not appear in Career Worksheet.
Career Worksheet access also allows a user to the “User Search” permission and to make the details of the Career Worksheet publicly available. The content will be restricted based on the Career Worksheet template permissions, so do not give all roles (*) read access to all Career Worksheet fields as shown below.
To prevent users from seeing the details of any other user’s Career Worksheet, the permissions should be restricted in the Career Worksheet template. Limit the read permission for these fields to just the employee, manager and HR roles.
Once the updates have been made to the Career Worksheet XML, import the template in order for the updates to be reflected in the Career Worksheet.
Succession Data Model Updates
There is an indicator on the Career Worksheet which enables the employee to display any future role on their profile as a potential career move. On the Job Roles I’m Considering sub-tab, there would be a checkbox to make the future role public in their profile. This may be selected for each of the roles under consideration.
When the indicator is set for any of the target roles, the role will be visible on the employee’s profile is the background element is set up in the Succession Data Model, configured in People Profile and role based permissions granted.
Any or all of the future roles can be set to display on their profile.
Select each targeted role and set the indicator in order for the role to appear on the profile.
In order to enable this feature, the Succession Data Model must be exported from Provisioning in order to have the “preferredNextMove” background element added. The future job role on the Career Worksheet is used in the title field on the background element and is what will display in the profile.
The background element’s Title field is required. Any additional fields that you wish to include on the background element should not be required. These additional fields are not displayed on the Career Worksheet. When the targeted role is selected on the Career Worksheet, it will then appear on the employee’s profile in the Preferred Next Move block. But any additional fields would be blank until the employee enters information. However these fields would not be seen on the Career Worksheet. It is probably best then to use only the Title field on the background element for Career Worksheet purposes and use another background element for Career Goals fields.
You may also relabel the background element; Future Roles, Career Goals, or any other name that is meaningful to your organization.
Here is an example of the background element that contains additional fields that are not required.
Any additional fields would appear on the block in the profile where they could be updated but would not reflect in the Career Worksheet.
Once the data element is added and the data model re-imported, the profile within the instance needs to include this element. Go to Configure People Profile to include this block.
Add background element permission to any role that may edit or view this block on the profile.
Role Based Permissions for Employee
In addition to the field permission granted to users within the template, the user will also need access to the Career Worksheet and access to the content of the Career Worksheet in the Development module.
Career Development Plan Access Permission allows access to Development.
Career Worksheet Access Permission allows access to the Career Worksheet.
Career Worksheet Suggested Roles Access Permission allows access to the Career Worksheet Suggested Roles tab.
Grant the required role-based permission so that the permitted roles can access Career Worksheet under Development.
The employee role will need access to Career Development. Under the Career Development Planning User Permission, enable Career Development Plan Access Permission, Career Worksheet Access Permission, and Career Worksheet Suggested Roles Access Permission.
The employee role will need access to Career Development. Under the Career Development Planning User Permission section, enable Career Development Plan Access Permission, Career Worksheet Access Permission, and Career Worksheet Suggested Roles Access Permission.
In addition to the Career Development Plan permissions, the employee will need access to the Career Worksheet. When the employee opens the Career Worksheet tab, they are not authorized to view the career worksheet plan without it. Under Goals, select the Goal Plan Permissions for the Career Worksheet.
The target population of the “Goal Plan Permissions” is ignored when viewing the Career Worksheet.
Career Worksheet access also allows a user to the “User Search” permission but the content will be restricted based on the Career Worksheet template permissions. To prevent users from seeing the details of any other user’s Career Worksheet, the permissions should be restricted in the Career Worksheet template.
Performance Management Access permission is needed as well. Without it, “Evaluate your readiness” link will not appear on Career Worksheet when targeted roles exist.
Now that the Career Worksheet is configured and permissioned, you are ready to create a Role Readiness Assessment form to be used within the worksheet. Check out the guide to set up the Role Readiness Assessment for more details.
The SuccessFactors Career Worksheet, part of the Development module, may be configured to use Career Paths. Career Paths provide an employee with a graphical route of what their current or other roles may lead to. Career Paths aid an employee in planning how to develop their skills and competencies to advance into roles that interest them. Career Paths show a progression of roles that an employee may grow into.
How to Access Career Path
On the Career Worksheet, an employee may view the career path of any targeted roles on the My Job Roles tab, Job Roles I’m Considering sub-tab.
An employee may also see the career path for their current role on the My Current Roles sub-tab on the My Job Roles tab of the Career Worksheet.
If an employee clicks the link, the career path for the role will display.
An employee may access Career Paths from the Suggested Roles tab as well.
Based on configuration, the administrator may restrict employee access to Career Paths based on criteria such as role, department, or division.
Configuration in Provisioning
Career Paths can be tailored to an organization’s specific needs. Set up includes which roles can edit and also view the Career Paths. Before an a system or HR administrator can configure the paths in the instance, there are some settings to be enabled in Provisioning.
Provisioning Settings for Career Path
Career Path V2 needs to be enabled in Provisioning.
In addition to enabling the Development Plan V12 and the Career Worksheet V12v in Provisioning, enable Career Path V2. Be sure that Version 12 UI Framework, Enable Generic Objects and Enable the Attachment Manager are set as well.
Role Based Permissions for Managing Career Paths
Once the Provisioning set up is complete, there are some role based permissions within the instance that are required.
In order for the Career Path feature to work for the Career Worksheet, access to Manage Career Path is needed for any roles that can create or view the career path set up screen. Access to configure what shows up in the career path node is required as well.
Under Manage Career Development, grant access to Manage Career Path. This allows the admin role access to define and manage the Career Path. In addition, Configure Career Path Node enables access to define the Career Path node details. This allows the admin to configure the Career Path and to identify which elements to display or hide on role nodes in the career path.
If Manage Career Path is not seen in the Manage Career Development permission, the Career Worksheet has not been enabled in Provisioning and/or Attachment Manager or Generic Objects has not enabled.
There are additional permissions needed for the admin to view and edit the Career Path. Under User Permissions>Miscellaneous Permissions, the admin will need Visibility and Actions permissions for Career Path.
View permission should be granted along with edit and import/export action permissions.
It is also possible to set field level overrides. The Field Level Overrides option grants the right to specify which information to display or hide for a career path. This can be used to identify fields on the career path definition that can only be viewed by a role or to be hidden.
Restricting access to specific career paths is done based on code, business unit, department, division or a custom view.
The permission for the selected field limits if the field is hidden (No Access) or visible but not editable (Read Only).
By default, roles with View and Edit access have access to all career paths in the system. However, administrators can restrict their access to specific career paths based on code, business unit, division, department, or a custom view.
To restrict access, scroll down to the Grant this role to… section and click Edit Granting.
Go to Specify the target population for the other objects and scroll down to find Career Path.
To limit the access to specific career paths, the role may have a target population specified. You may restrict the target population for Career Path by specifying the restrictions in the drop down menu.
After Career Path administration access has been granted, the admin would see an additional tab within the Development module. It is here where the Career Paths are configured for the instance.
To recap, to create and manage career paths, the Career Path v2 feature must be enabled in Provisioning and the admin role should be granted Edit access for Career Paths.
Employee Permissions for Career Path Access
Now that the admin role has access to configure Career Paths, the employee role permissions should be set up. Under the User Permissions, the Career Development Planning section, the employee role should already have Career Development Plan (CDP) Access Permission and Career Worksheet Access Permission. In addition, this role will need Career Worksheet Suggested Roles Access Permission.
To grant access to View Career Path for a future role or current role on the Career Worksheet, the employee role needs Miscellaneous Permission>Career Path>Visibility>View.
Without this permission, the employee will not be able to view any career paths on the Career Worksheet.
Viewing, Editing and Creating Career Paths
Now that the permissions are set up for the admin and employee roles, here are just things to keep in mind about career paths.
If a role does not have a career path, there will not be a View Career Path link for a future role or the current role on the Career Worksheet.
Multiple career paths may be created and it is possible to associate them with a specific role and also limit employee’s access to the career paths based on pre-determined criteria.
Career Path Set Up
Once permisssioned, the admin would see an additional tab within Development called Career Path. It is here where the paths are managed.
There are two tabs within the Career Path page: Career Paths and Job Roles.
The Career Paths and Job Roles tabs are not permissionable. A role with permission to access the Career Path page has access to both tabs and cannot hide one or the other.
Career Paths Tab
The functions on the Career Paths tab include the following:
Configure a career path node
Create a career path
Edit an existing career path
Search for a career path
Edit career path basic info
Delete a career path
Next we will look at each of the career path functions in detail.
Configure Career Path Node
A career path node is a role within a career path. There are six components that may be displayed for career path node. The Node Preview image shows the components that may be included on a node. Deselect any elements to omit from the career path node.
Career Path Node Icons
Let’s look at the icons within the node that can be displayed. The icons provide the admin with useful information about the role.
Number of competencies for job role
Number of skills need for the job role
Number of people holding this role
In addition, the node may contain:
Number of talent pools that the role appears in
Role’s job family
Role’s job code
Click anywhere within the node to see the job role details. This is actually a view of the job profile.
Create a Career Path
Once the admin determines what details should be included for the nodes within a Career Path, the Career Path creation may begin.
On the Career Paths tab, click Create New Career Path to provide basic information about the path.
When creating a career path, a code and path name are required. Business unit, division and department can be selected to restrict access to the career path to the employees within those areas.
In other words, the admin may limit which career paths will be visible to an employee.
Save the path once it is defined.
After saving the path’s basic information, an edit page will display with a box to select a role. It is here where you will begin to create the career path.
Creating first node
Now you may build the career path by selecting a role. The role will be the first node of the path. Click Select a role in order for the role selection screen to display.
There are two views available to aid in finding a job role. List view is the default.
Job roles may also be viewed by family hierarchy.
Another way to find a role is via search.
Select a role to use as the starting point of the career path. Once selected, the role is the first node of the career path.
You will see that the node contains all of the icons and details that were configured on the Configure Career Path Node page.
Career Node Actions
Now we can build the career path. Click on the down arrow to see the options available.
The following actions may be performed:
Add a lead-from role
Add a lead-to role
Add a peer role
Replace node with a new role
Cascade delete roles
Add Lead-from Role
This action adds a proceeding role to the current role. Creates a “Select a role” box and role list pop up.
Upon selection of a role, it will place the node before the current role.
Add Lead-to Role
This action adds a new node after the current role.
This would create the next node in the path.
Add Peer Role
This action adds a lateral role above the current role.
There is a maximum of 2 lateral roles for a node.
This action moves the selected node and allows selection of a replacement node.
Upon selection of new role, replaces the node.
Cascade Delete Roles
This action removes the current role and any roles that follow in the path.
After selecting this action, confirm the deletion.
All subsequent node are deleted including peer roles.
This action removes the selected role and connects lead-from role to the lead-to role.
After selecting “Delete Role”, confirm deletion.
After deletion, node is removed.
After saving, the path is updated.
Collapsing Node Details
When viewing the career path in edit mode, it is possible to collapse the path to omit the details.
Click on the Collapse icon to change the view.
The collapsed view of the career path hides the career path node details and only displays the role names.
Edit Career Path
From the Career Paths tab it is possible to select any existing career path and make it editable.
Upon selecting a path, the path is ready for updates. From here any node can be added, moved, deleted or updated.
The basic information about the path may be edited as well by clicking on Basic Edit Information found on the upper right corner of the page. After creating a career path you may decide to restrict access to it.
Search for a Career Path
On the Career Paths tab, there is also a search optionI. f your organization has a large number of career paths, you can avoid scrolling through pages by doing a search by path name.
All paths that meet search criteria will display.
Edit career path basic info
Within any career path, it is possible to update the path’s basic information.To update the Career Path’s name or details, click Edit Basic Information.
The path details may be modified to change its name or any of the filters.
Delete a Career Path
From the Career Paths tab, any path may be deleted via the Action column.
Prior to the deletion of the path, a confirmation screen will display.
Job Roles Tab
Now that we have reviewed the Career Paths tab, let’s look at the Job Roles tab.
The Job Roles tab lists each role, its associated family and the number of career paths the role is part of.
Select a role on the Job Roles tab and the career path opens. If the role is contained in multiple career paths, you may select which path to view when the selected Job Role page opens.
This view is used to see all the roles within a Career Path. Clicking on a node will display the role details.
No edits can be made to the career path on this page. In order to edit the career path, click Edit Career Path.
Now the action arrows are available on each node so updates may be made. The option to update basic node information is enabled as well.
Job Roles Search
Job role search may be done by name.
A job role search option is available. Enter a job role name to see all paths the roles is associated with.
Enter a role name. If the job role is contained in more than one career path, a dropdown menu appears that enables yoy to choose the career path to display.
Import and Export Career Path
Career Paths may be imported and existing Career Paths may be exported using the Import and Export Data function. The limitation is that only the basic career path details are contained on the file.
Download the Career Path template.
Open the file to see its contents. The CSV file contains two rows of fields that make up the career path names.
In order to create a new career path via a file, you would need to enter the same fields that you would using Career Paths tab.
The file would mimic the fields populated when you name the career path. Below is an example of the exported career paths file.
The values in Column C match the Career Path names found on the Career Paths tab.
When updating a career path or adding a new career path, the Import and Export Data screen is used for the import as well.
This does not build the Career Path, it simply sets up the path in order to build the nodes. You can download the template for the Career Path details but the values include system generated GUIDs. So it would be difficult to do an import with the nodes.
The Career Worksheet also contains a Suggested Roles tab.
This is visible as long as the employee role has the Suggested Role Access.
Suggested roles can be based on Career Paths created by the system admin or through an algorithm based on a set of criteria. This is done via Configure Suggested Roles. The weightings that are set will determine how suggested roles appear on the career worksheet’s Suggested Roles page.
The list of suggested roles is determined based on the factors selected and their weighting.
The system calculates a score (0-1) for the role based on proximity in Career Path, Competency, Job Family, Open Positions and Popularity within team.
Proximity in Career Path: the further the role is on the career path from the employee’s current role, the lower its assigned score.
Competency: the system uses the Career Worksheet readiness calculation to compute a competency match score which compares the employee’s competency rating with the expected rating for the role.
Job Family: the score for Job Family is determined according to whether a role belongs to the same job family of the employee’s current role.
Open positions within role: only used for Legacy positions in the Succession module.
Popularity within Team: the score is based on how popular a role is for employees sharing the same manager.
The factors are multiplied with set weights to calculate a final score for each of the considered roles. The roles are then ranked from highest score to lowest and displayed on the Suggested Roles tab.
Filters on Suggested Roles
Enabling the competencies, job families or relevant industries filters allow the user to see only roles that met that the filtered criteria. However, filtering for relevant industries is only available when Job Profile Builder is used.
This filter will cause the suggested roles to display only the roles that contain the selected competency.
Career Paths are now set up and an employee may use this feature to help identify roles they may aspire to. Check out the Career Worksheet and the Role Readiness Assessment blogs to learn more.