PUBLIC
SAP Best Practices for SAP SuccessFactors
© 2020 SAP SE or an SAP affiliate company. All rights reserved.
2020-11-12
Configuration Guide – Getting Started with
Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and
Leave of Absence
THE BEST RUN
Content
1
Purpose. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2
Solution Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
3
Preparing Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3.1
SAP SuccessFactors Provisioning Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3.2
Enable People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.3
Enable Fiori Time Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
3.4
Activation of SAP Best Practices Time Off Content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
4
Manage Permissions for activation of solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
4.1
Check MDF Picklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
5
Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5.1
Running Activation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5.2
Tracking process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
6
Error Handling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
6.1
Errors during Activation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
6.2
Errors in Business Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
6.3
Error in Manage Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
6.4
Trouble Shooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
7
Post-Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
7.1
Leave of Absences content adaption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
7.2
Setup Time Off Super Admin for Employee Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Create Time Off Super Admin User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Adding Super Admin User to Super Admin Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Assignment Time Off Super Admin Group and Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
7.3
Configure Time Management in People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
7.4
Checking Permissions for Employee Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
7.5
Customer Specific Time Off Content Adaption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuration
. . . . . . .Guide
. . .–.Getting
. . . .Started
. . . .with
. .Implementing
. . . . . . .the
. .SAP
. .Best
. . Practices
. . . . . for
. .SAP
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SuccessFactors Employee Central - Time Off and Leave of Absence
Content
8
Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
8.1
Best Practice Tip: Period-End Processing - Transferring Balances Between Accounts (Italy Vacation). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Time Off Calendars- Interim Account Update. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
9
Managing Time-Off Calendars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
9.1
Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Account Creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
9.2
Period-End Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Period-end processing With Payout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Time Account Creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Forfeit or Transfer Balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
10
Accruals Time Account Process Simulator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
11
Functionally Extensions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
11.1
Time Account Snapshots. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
11.2
Accruals Based on Recorded Times. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
12
Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
12.1
Enable Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
12.2
Run Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
13
Checking Time Off Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
13.1
Checking Business Configuration UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
14
Checking Role-Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
14.1
Checking Administrator Permission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
14.2
Checking Manager Permission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
14.3
Checking Employee Permission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
15
Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
15.1
Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Content
PUBLIC
3
1
Purpose
This configuration guide describes all activities you need to carry out before you implement the solution package from system preparation to implementation of the business content and
validation.
Further Info
This document is for the following target groups who already have a sound knowledge of the SAP Best Practices implementation, including tools and documentation.
● Business consultants: Evaluate business content/processes including troubleshooting, FAQ, and further information for extended usage of the package.
● Implementation consultants (application consultants): Implementation of business content and processes.
 Note
All configuration guides refer to the Admin Center tools and assume that configuration is carried out using the One Admin opt-in feature. If you change the opt-in feature to Next Gen
Admin, keep in mind that the paths given in the configuration guides are no longer valid. You can refer to the Admin Center Guide on the SAP Help Portal
for more details on the available opt-in features.
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Discover
Admin Center
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Purpose
2
Solution Overview
The SAP Best Practices content for time off management of this solution:
● Is based on Employee Central Time Off
● Provides an accelerated deployment of the required configuration settings
● Provides pre-configured content for:
○ Full Time Off - short and long-term absences
○ Leave Of Absences - long-term absences only
● EC Time Off , provides specific pre-configured country content. This includes country-specific holiday calendars, Time Types (Absences) and Time profile (Ab-sences), and so on,
covering short and long-term absences.
● EC Time Off for Leave Of Absences, limits specific pre-configured country content to the recording of long-term absences only. This includes country-specific Time Types (Absences)
and Time profile (Absences).
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Solution Overview
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5
3
Preparing Implementation
3.1
SAP SuccessFactors Provisioning Settings
In the SAP SuccessFactors instance, the following provisioning switches need to be checked in the Company Settings of your company:
Edit Company Settings
Company Settings :
 Note
If utilizing the search capabilities (control F) in Provisioning, the exact text of the setting is listed.
Base Set Up Switch
Action
Enable SAP Best Practices Upgrades in Upgrade Center [Demoable, Not Ready for Production]
Enable
Additionally, the following switch should be checked and enabled:
Switch
Action
Enable Time Off — requires Employee Central V2 (i.e., Event Reason Derivation), Enable Generic Objects, Effective Dated Data Platform, Employee Profile data audit and Enable
Enable
the Attachment Manager
Select Save Feature.
There is only one Best practices upgrade for Time Off Per Country covering by default both – full time off and Leave of Absence only.
If you are looking for enabling only Leave of Absence time types in your instance, kindly refer to Section 7.1 for next steps. This would be part of post processing steps.
 Caution
If the SAP Best Practices content Time Off is already implemented by the partner / customer, then they can skip the below steps and go to sub section SAP SuccessFactors
Provisioning Settings in section Implementation.
Furthermore, this SAP Best Practices content requires the latest user interface for the employee profile – People Profile.
The People Profile is a prerequisite for a growing number of new solutions and functionalities.
After the activation, additional configuration steps are required and listed in the Post-Processing chapter of this document.
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Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Preparing Implementation
3.2
Enable People Profile
1. Log on to the instance of your company and go to Admin Center from the Home tab. Choose Upgrade Center.
2. Inside the Upgrade Center, go to the section Recommended Upgrades and to People Profile and choose Learn more & Upgrade.
3. You can see the feature details now. At the bottom, choose Upgrade Now.
4. On the next screen, choose Yes.
5. Go back to the Admin Center.
3.3
Enable Fiori Time Off
1. Log on to the instance of your company and go to Admin Center from the Home tab. Choose Upgrade Center.
2. Inside the Upgrade C enter, go to the Recommended Upgrades section and to Fiori Time Off , and choose Learn more & Upgrade.
3.4
Activation of SAP Best Practices Time Off Content
The Customer implements the SAP Best Practices Employee Central Time Off module on top of Employee Central Core. If there is an already existing super admin user assigned to a role
with the necessary permissions for a activation of the solution via the Upgrade Center, then directly carry on with the activation process. If not, then enhance the role with these
permissions and run the activation of the solution via the Upgrade Center.
 Note
Employee central core is a perquisite for employee central time off module. Employee central core is the employee central base which help to perform basic HR functions like hiring to
retiring.
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Preparing Implementation
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7
4
Manage Permissions for activation of solution
For implementing the SAP Best Practices for Employee Central Time Off, some basic permissions are needed to run the activation and to check the result.
 Caution
If the currency and countries of the objects are secured in the object definition, please provide write permission to those objects.
User Permissions
Settings
Selection
General User Permission
User Login
X
Live Profile Access
X
Company Info Access
X
User Search
X
Administrator Permissions
Settings
Selection
Manage System Properties
Company Dictionary
X
Company System and Logo Settings
X
Manage Home Page
X
Manage Employee Files
X
Picklist Management and Picklists Mappings Set Up
X
Employee Central Feature Settings
X
Platform Feature Settings
X
Manage Users
X
Reset User Passwords
X
Manage User
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Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Manage Permissions for activation of solution
Administrator Permissions
Settings
Selection
Employee Export
X
Proxy Management
Import Employee Data
X
Manage Workflows
Manage Workflow Groups
X
Manage Foundation Objects Types
Frequency, Workflow, Event Reason, Pay Component, Dynamic Role
Select All permissions
MDF Foundation Objects
Legal Entity
Select All permissions except Field Level Over­
rides for the listed types
Metadata Framework
Select All
Time Management Object Permissions
Select All permissions except Field Level Over­
rides for the All Objects
Manage Business Configuration
Select for all objects Visibility: View and Actions:
Edit, Import/Export
Admin Center Permissions
Manage Upgrade Center
X
 Note
We recommend using only one User ID with a valid e-mail address to activate the SAP Best Practices content. Thus, you avoid changing ownership during the activation.
4.1
Check MDF Picklist
In case you are using a MDF Picklist in your instance, as a prerequisite, you need to check the availability of the below mentioned MDF Picklist. If the list is not available, create MDF Picklists
for employee-status, event and periodIndicator:
1. In the Admin Center, in the Company Processes and Cycles portlet, select Company Settings and choose Picklist Center.
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2. Choose
Create New
Picklist
and make following entries:
Field
Picklist 1
Picklist 2
Picklist 3
Code
employee-status
event
periodIndicator
Name
employee-status
event
periodIndicator
Status
Active
Active
Active
Parent Picklist
No Selection
No Selection
No Selection
Display Order
No Selection
No Selection
No Selection
Effective date
1/1/1900
1/1/1900
1/1/1900
Picklist
Picklist Values
External Code
employee-status
event
Non-unique External Code
Label
Min value
Max value
A
A
Active
-1
-1
F
F
Furlough
-1
-1
O
O
Discarded
-1
-1
P
P
Paid Leave
-1
-1
R
R
Retired
-1
-1
S
S
Suspended
-1
-1
T
T
Terminated
-1
-1
U
U
Unpaid Leave
-1
-1
10
10
Leave of Ab­
-1
-1
sence
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Picklist Values
22
22
Return From
-1
-1
-1
-1
Disability
23
23
Return to
Work
periodIndicator
10
10
Days
-1
-1
11
11
Weeks
-1
-1
12
12
Months
-1
-1
13
13
Years
-1
-1
3. Choose Save.
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5
Implementation
In this step, the solution is implemented by following the content in the Upgrade Center according to the pre-defined sequence.
The Upgrade Center guides you through the content to be implemented. Based on the countries in scope, you can implement one or several country versions in sequence.
The SAP Best Practices architecture contains:
● Time OffCore provides Time Off objects shared across countries and the base configuration of the Time Off – Best Practices Employee Central Time Off
● On top, country specific content for Time Off objects like Holiday Calendar, Time Account Type and time profile – Best Practices Employee Central Time Off Content (**) like Best
Practices Employee Central Time Off Content (US)
After the automated implementation, additional post-processing steps are required. Those are described in the chapter Post-Processing.
Based on the provided workbooks, the SAP Best Practices pre-configuration can be adapted to the customer requirements.
In the content library, you can also find the Test Scripts. These provide a detailed process step description of the business scenario.
The process diagrams contain a graphical overview of the process flow.
5.1
Running Activation
1. Log on to your instance and go to the Admin Center.
2. In the Admin Center, select Upgrade Center located below Get the latest Updates to your SuccessFactors.
3. On the Welcome to the SuccessFactors Upgrade Center page, filter by SAP Best Practices. In the Recommended Upgrades section, you will find the Best Practices Employee Central
Time Off.
4. Select Learn More & Upgrade Now.
5. On the Best Practices Employee Central Time Off page, select Upgrade Now.
6. In the dialog box, select Yes for: Are you sure you want to upgrade to Best Practices Employee Central Time Off ?
 Caution
You will not be able to undo this feature once it is upgraded.
7. A dialog screen confirms the update and that the activation is executed in the background.
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8. Track the status of the upgrade as described in the next chapter, Tracking Process.
9. After successful activation of the core content, proceed as described above for the country specific content.
 Caution
○ Do not run several activations in parallel. This ensures an error free running of each activation.
○ Wait for the completion of each activation.
5.2
Tracking process
The activation will schedule several background jobs for executing each single configuration step.
After triggering the activation of content, few e-mails will be sent out to the user who triggered the activation in Upgrade Center:
● One with the subject “Best Practice Configuratio ns Employee Central Time Off (XX)- COMPLETED”, Upgrade Status which provides you the final status of the upgrade with a detailed
log of the different configuration steps and their status.
 Caution
Do not proceed with the activation of the country specific configuration ifthe upgrade status of the common foundation Best Practices Employee Central Time Off Content is failed.
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6
Error Handling
6.1
Errors during Activation
This section helps you to solve problems that might occur during the activation process.
In case the creation or execution of the activation jobs failed, please create an incident on LOD-SF-SBP accessing the link http://support.sap.com/incident (user / password for accessing
Service Marketplace is required).
1. For the subject enter : activation jobs failed
2. For the description, please provide details to access to your instance and attach the error status e-mail.
3. Select your installation / product / subproduct.
4. Send your request.
 Note
Before creating a ticket, please rerun the activation again:
● There could be a temporary instance issue.
● In case you have run several activations in parallel by accident and an error occurred.
6.2
Errors in Business Configuration
If the country-specific sections are not shown in the business configuration,take the following steps:
1. Log in to Provisioning for your instance using the following link:
Link
https://<server>.successfactors.com/provisioning_login
2. Choose the company by selecting the Company Name.
3. Under Succession Management, choose Import/Export Country Specific XML for Succession Data Model.
4. Export the existing data model to a local folder and import this again unchanged.
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6.3
Error in Manage Permission Roles
In case you get an error during accessing any permission role details, clear the MDF cache in provisioning:
6.4
MDF Cache Tool
Clear Cache
Click to clear cache
and try again.
Trouble Shooting
In addition to above, the below are the most common errors faced during activation of the Time off solutions. Check and take actions accordingly.
Error Message
Suggestions
Error: Exception Occured while executing the class, BestPracticesImportGenericObjectCSV, Exception:
While trying to invoke the method java.lang.Boolean.booleanValue() of a null object loaded from an ar­
ray (which itself was loaded from the third parameter of the method) with an index loaded from a con­
stant, Exception while executing the steps as per upgrade confiJ file
This issue can happen due to inconsistencies in your data model.
To resolve this perform the below steps:
1. Make a dummy change to Hris elements employment Info, Job Info, and Comp Info and choose Save.
2. OR export the succession data model from provisioning and reimport the same data model
The above should refresh the data models. Post this try rerunning the upgrade and check if it is suc­
cessful.
In BCUI (Business Configuration UI) under a Job Info country specific element, you may notice errors
when you click or open the onSave Rules (based on these custom fields)
This can occur due to cache or incorrect sync of BCUI from backend data model. Due to this custom
fields would not be recognized in rules. In order to solve this, either reimport the succession data model
again from provisioning or perform a dummy change on BCUI. This should refresh the data models.
Check if the rules are syntactically correct now.
For entity [External Code : USA_LOASICK ] encountered error - 1. One of the required events for Leave of Check the event picklist. It looks like there are duplicates for event “Leave Of Absence” and “Back to
Absence is not unique in the event picklist. Please make sure there is only one event with the pre-de­
Work “. Ensure that there is only one event with unique external code.
fined external codes for absence start and absence end.
Exception Occured while executing the class, BestPracticesImportGenericObjectZip , Exception:BPMsg: From 2011 onwards, all new objects in Time management are secured by default, and old (existing) ob­
Failed to import: TimeManagementCollisionResolution
jects are secured for new customers.
Error: key=GO_ZIP_NO_IMPORT_PERMISSION, values=[(TimeManagementCollisionResolution]]
Check if the user role running upgrades has all the permissions including import/export for time man­
agement objects under “Time Management Object Permissions”
If you do not see the required object here, kindly clear the MDF cache from provisioning/Run MDF Ob­
ject Definition Sync to DB Job/ Refresh RBP Roles Job.
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Error Message
Suggestions
The content of HRIS field custom-double20 in jobInfo_DEU does not comply with the standard product
validation. The sequence must match "(label+,trigger-rule*,picklist?,display-order-follows?).
This is a generic message which comes up when your data model is not consistent. This error is not
related to custom-double20. As part of time off DEU content, we are adding custom-double20. You can
see this from the log “The HRIS field custom-double20 is not present in the system. Now the upgrade
can continue,”
The error is appearing when it is trying to append custom-double20 in CSF Data model because it is
already inconsistent due to some other issue. Hence, investigate your data models CSF by uploading
the same from provisioning/ BCUI.
You can also try to do a dummy change in jobInfo_DEU element from BCUI and see if this error appears.
EMPFILE_HRIS_ERROR_INVALID_PICKLIST_VALUE: [Employee Status, Paid Leave] [PLAMAT, , Mater­ Check the labels of standard picklist “Employee Status” . The labels for en_US and Default should be
nity/Paternity - INTL, 1/1/1900, , Active, Leave of Absence, Paid Leave] : [] EMPFILE_HRIS_ERROR_IN­
“Paid Leave” “Unpaid Leave”. Either these picklist entries are deleted or the labels are changed.
VALID_PICKLIST_VALUE: [Employee Status, Paid Leave] [PLASAB, , Sabbatical Leave, 1/1/1900, , Ac­
tive, Leave of Absence, Paid Leave] : [] EMPFILE_HRIS_ERROR_INVALID_PICKLIST_VALUE: [Employee One you have these entries in place with right labels, this step should not fail
Status, Unpaid Leave] [LOA - SabUnp, , Sabbatical Unpaid, 1/1/1900, , Active, Leave of Absence, Unpaid
Leave] : [] EMPFILE_HRIS_ERROR_INVALID_PICKLIST_VALUE: [Employee Status, Unpaid Leave]
[LOA_SICK, , Long Term Sick, 1/1/1900, , Active, Leave of Absence, Unpaid Leave] : []
For entity [HRIS Element.Identifier : jobInfo, Identifier : time-recording-variant ] related to parent via
path : ecField encountered error - 1. Data Model is not consistent: Error reading attachment file size
limit Proposed Solution:
In the tool configure object definition check if the object exists
Check and set the correct file size limit in provisioning:
If ‘Enable Document Management Service (Requires Enable the Attachment Manager, Enable Generic
Objects, Enable RBP)’ switch is enabled in provisioning for this instance, then follow the below instruc­
tions.
a) Check that the user has permission to “Configure Document Management”, if not grant this permis­
sion to the user running the upgrade.
b) Under Configure Document Management, select SuccessFactors.
c) If you don’t want document management then disable this switch from provisioning.
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Post-Processing
7.1
Leave of Absences content adaption
The SAP Best Practices content Time Off for Leave Of Absences can be adapted only after activating Time Off upgrades.
If you are looking for enabling just Leave Of Absences, enable the below provisioning switch first before performing any further changes.
Switch
Action
Enable Time Off for Leave of Absence Only — requires Enable Time Off, Employee Central V2 (i.e., Event Reason Derivation), Enable Generic Objects, Effective Dated Data
Platform, Employee Profile data audit and Enable the Attachment Manager
Enable
This SAP Best Practices EC Time off provides pre-configuration for different countries.
Based on the provided Leave of Absences workbooks, the Time Profile has to be adapted as post processing step.
1. In the Admin Center in the Company Processes and Cycles portlet, select
Employee Files
Manage Data .
2. In the Search field, select Time Profile and select Time Profile based on the provided country specific workbooks like Generic Profile (USA).
3. Select Take Action on the right side of the Time Profile section and choose Make Correction.
4. In the Available Time Type section, remove all the time types expect listed time types in the Leave Of Absences (**) workbooks by choosing Delete row * (Trash can icon).
For example: remove all the time types expect USA_PARENT, USA_LOA_SABB, USA_LOA_SABBUNP, USA_LOASICK and USA_MATERNITY for the Generic Profile (USA).
5. Save your changes.
Take similar steps for Time Profiles implemented for other countries according to the workbook and then assign them to the employees.
 Note
To adapt this pre-configuration based on the customer specific requirements and to add customer specific data like Time Type, Time Profile and rework/complete the delivered
settings.
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7.2
Setup Time Off Super Admin for Employee Central
 Caution
The time off super admin role SFCC Super Admin (Time Off) covering all required Employee Central Time Off permissions for doing configuration and running the business processes is
created as part of the automation. In the following steps, it is assigned permission group SFCC Super Admin Group.
7.2.1 Create Time Off Super Admin User
Use
This section describes how to create a super admin user, if not yet done. This user will be used for the business process execution and the further configuration.
Procedure
Log on to your SAP SuccessFactors instance and go to the Admin Center using the following information:
Link
https://<server>.successfactors.com/login
Menu Path
Home
Admin Center
In the Admin Center in the Manage Employees portlet, choose Update User Information and create a new super admin user, via the Import Employee Data functionality. To do so, take the
following steps:
1. In the Manage Employees portlet, select Update User Information and Import Employee Data.
2. Choose
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Download a blank CSV template
Basic Import
and save the file on a share.
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3. Fill the file with the following information:
Field Name
Value
STATUS
active
USERID
<user id>
USERNAME
<user name>
FIRSTNAME
<first name>
LASTNAME
<last name>
GENDER
for example, M
EMAIL
MANAGER
NO_MANAGER
HR
NO_HR
DEPARTMENT
N/A
JOBCODE
N/A
DIVISION
N/A
LOCATION
TIMEZONE
for example,US/Eastern
DEFAULT_LOCALE
for example,en_US
4. Save the file.
5. In the Manage Employees portlet, select Update User Information and Import Employee Data.
6. Choose Basic Import, browse for the filled file, keep file encoding Unicode (UTF-8).
7. First, validate the import file before importing it.
8. Reset the password via portlet
Manage Employees
Reset User Passwords .
9. On the Resetting User Passwords screen, search for the newly created user. Enter New Password and Confirm Password and choose Reset User Password.
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7.2.2 Adding Super Admin User to Super Admin Group
1. Log on to the instance of your company and go to the Admin Center from the Home tab. In the Manage Employees portlet, select Set User Permissions.
2. In the Set User Permissions section, select Manage Permission Groups. The Manage Permission Groups page opens.
3. Search for group SFCC Super Admin Group.
4. In the Choose Group Members: People Pool section, in Pick a category, choose User name.
5. In the Search Results window, select the Time Off Ssuper Admin User, which was created in the step before or already exists in the system.
6. Select Done.
7.2.3 Assignment Time Off Super Admin Group and Role
The group SFCC Super Admin Group is assigned as part of automation to Time Off Super Admin role. If not assigned yet, kindly review/perform the below steps.
1. Go back to Admin Center. In the Manage Employees portlet, select Set User Permissions and in the Set User Permissions section, select Manage Permission Roles. The Permission Role
List page opens. Select the Time Off Super Admin role.
2. Scroll down to section Grant this role to..., and select Add. On the Grant role to: page, select Permission Group and the SFCC Super Admin Group group. For the target population, select
Everyone.
3. Select Done.
4. Choose Save Changes.
 Note
For the next configuration steps ensure that your login user has the Time Off super admin role assigned.
7.3
Configure Time Management in People Profile
1. In the Admin Center in the Company Processes and Cycles portlet, select
Employee File
Configure People Profile .
2. Create a new section by choosing Add a new section. A new section and subsection is created. Add the title Time Management to this section.
3. Choose the new untitled subsection and change the title to Time Management.
4. Uncheck the renamed subsection to get a list of all available blocks.
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5. Drag and drop the Time Management into the block of the new created subsection.
6. Save your changes.
7.4
Checking Permissions for Employee Views
1. Log on to your instance and go to the Admin Center from the Home tab. In the Manage Employees portlet, select Set User Permissions.
2. In the Set User Permissions section, select Manage Permission Roles. The Permission Role List page opens.
3. On the Permission Role Detail page, choose the SFCC HR Administrator (Time Off) role.
4. In the Permission Settings section, choose Permission. The Permission Setting window opens.
5. For the following, check and enable the permissions if required for Employee Views:
Employee View Section
View
Time Management
Time Off
Manage Time Off
6. Select Done.
7. Select Save Changes.
8. Repeat steps 1 to 8 for the SFCC Super Admin (Time Off) role and SFCC Employee on Self (Time Off) role.
7.5
Customer Specific Time Off Content Adaption
This SAP Best Practices EC Time Off provides pre-configuration for different core transactions and countries.
To adapt this pre-configuration based on the customer specific requirements and to add customer specific data like Work Schedules, Holiday Calendar, Time Profile, and so on, run through
the provided workbooks and rework/complete the delivered settings.
For example,
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1. For using shift classification and work schedule day model configure Work schedule as required, add the necessary Holidays, Time Types (Absences)
2. Time Management Configuration: By Default, we deliver Earliest Possible Recalculation Date as 01/01/1900. If required, you can adapt as per the customer requirements
3. From 2011 onwards, all new objects in Time management are secured by default, and old (existing) objects are secured for new customers i.e if you are a new customer with a new
instance, all Time management objects are secured by default. There is a Time Management Object Permission category for all time management objects. As part of best practices, we
are making most of the time objects as secured to align with this initiative. Appropriate permissions would be also granted to Self Service, manager, and Admin best practice roles. If
you want to adapt the security or permissions as per your needs, you may do it post-upgrade.
 Note
As part of Time off Country Specific content, we also provide sample legal entities. This is because, we have some some workflows which are based on dynamic roles and they have
legal entities as one of the conditions. As a customer, you can review these settings and decide to adapt or change accordingly.
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Configuration
8.1
Best Practice Tip: Period-End Processing - Transferring Balances Between Accounts (Italy
Vacation)
With period-end-processing for recurring accounts, we provide a mechanism for transferring (remaining) balances from a time account to a succession time account of the same time
account type.
The Challenge
However, you might need to transfer balances from one time account to another time account of a different time account type.
It is the case of Italy, for example, where at the end of the booking period the remaining balance of annual vacation (time account type ITA_VACATION) needs to be transferred to a different
time account type (time account type ITA_VACATION_PREV) that refers to the vacation of the previous years.
Currently, there is no way to do such transfers automatically, but we do offer a workaround that enables you to reflect such transfers in the system.
The Solution
You can use an interim account update to create the transfer booking to the new time account. But how do you get the balance for a specific user for the base account? This could be
achieved in several ways.
In this SAP Best Practices, a custom field has been added at time account level. We run an interim account update for the base time account, persist the balance before transfer using our
custom field, create a counter entry to set the account balance to zero, and close the account.
In a second step, we will run an interim account update on the transfer account. We search for the base time account for a specific user and create a new posting on the transfer account
based on the value of our custom field (balance as of the transfer date) on the base time account.
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8.1.1 Configuration
Find below the configuration steps delivered in this SAP Best Practice for Italy.
Time Account
A new custom field has been added to the Time Account object to persist the balance of the base account.
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Interim base update rule
The following rule is delivered and linked to the Interim Account Update Rule field in time account typeITA_VACATION :
TO INTERIM BASE ITA VACATION (SFCC_TO_INTERIM_BASE_ITA_VACATION)
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Interim transfer update rule
The following rule is delivered and linked to field Interim Account Update Rule in time account type ITA_PREV_VACATION :
TO INTERIM TRANSFER ITA VACATION (SFCC_TO_INTERIM_TRANSFER_ITA_VACATION)
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8.1.2 Time Off Calendars- Interim Account Update
The following calendars have to be run every year.
This is necessary to trigger the interim base update rule and the interim transfer update rule depicted in the previous section, so that the remaining balance on Vacation is transferred to
Previous Year vacation.
Interim base update
The following calendar has to be run every year on June, 30th (the booking end date of Time Account TypeITA _ Vacation)
This allows the remaining balance of annual Vacation to be persisted through the custom field and the time account to be closed.
Note that the example given below refers to Italy Vacation for year 2016 and has to be run on June, 30th 2018.
Perform the following steps:
1. In the Admin Center in the Company Processes and Cycles portlet, select Time Management and choose Manage Time Off Calendars.
2. Choose
Name
Interim Account Update
New Calendar
Start Date
Italy Vacation Interim <Year> <MM/DD/YYYY>,
for example, 01/01/2016
End Date
Time Account Type
<MM/DD/YYYY>,
ITA Vacation (ITA_VACATION)
for example,
12/31/2016
3. Choose Save and Simulate. In this case, you can check the result log in the Admin Center by choosing Monitor Job in Employee Files.
4. Once simulation has run successfully, the status will be Ready to Run, choose
Take Actions
Run .
Upon successful run, choose the Take Actions View to view the calendar details. In the attached job log file, you can find information about time accounts created and errors that
occurred. Additionally, you will receive an e-mail confirmation.
Interim transfer update
The following calendar has to be run every year on July 1st.
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This allows the remaining balance to be transferred to the transfer time account ITA _VACATION_PREV.
Note that the example given below refers to Italy Vacation for year 2016 and has to be run on July, 1st 2018.
Perform the following steps:
1. In the Admin Center in the Company Processes and Cycles portlet, select Time Management and choose Manage Time Off Calendars.
2. Choose
Interim Account Update
Name
Italy Vacation Interim Previous
New Calendar
Start Date
End Date
Time Account Type
<MM/DD/YYYY>, for example, 01/01/2016
<MM/DD/YYYY>, for example, 12/31/2016
ITA Vacation (ITA_VACATION_PREV)
Year<Year>
3. Choose Save and Simulate. In this case, you can check the result log in the Admin Center by choosing Monitor Job in Employee Files.
4. Once simulation has run successfully, the status will be Ready to Run, choose
Take Actions
Run .
Upon successful run, choose the Take Actions View to view the calendar details. In the attached job log file, you can find information about time accounts created and errors that
occurred. Additionally, you will receive an e-mail confirmation.
 Note
Important Notes
● The rules delivered in this SAP Best Practices for Italy contains a safety check, so that they can be executed respectively only on June, 30th and July, 1st .
Nevertheless, it's a good idea to remove the interim rule assignment for both time account types after running the calendar, and to reassign again the next year just before running
the calendars depicted above.
● The check on July, 1st prevents from running the interim transfer update calendar on a different date, so that the balance can be transferred only on that date.
Nevertheless, if you run the calendar more than one time on July, 1st the balance will be transferred more than one time.
It is important that especially the interim transfer update calendar is run only one time.
Alternative scenario: manual adjustment of Time Account Type Previous Vacation
If you think that the limitations depicted previously on the interim update calendars run dates are to heavy at customer site, you can choose an alternative scenario that consists in manual
adjustment of the Time Account Type ITA _VACATION_PREV.
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This means that for every employee you need to manually transfer the remaining balance of Time Account TypeITA _ VACATION at the end of the booking period (June, 30th ) to the Time
Account Type ITA _VACATION_PREV on July, 1st through a manual adjustment as depicted below:
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 Note
If you choose this alternative manual adjustment scenario, please remember to perform the following steps:
● Remove the interim rule assignment for both time account types.
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● Update the Time Account Type ITA _VACATION by inserting the PEP rule TO PEP ITA VACATION ( SFCC_TO_ PEP_ITA_VACATION ) and by setting the Period-End Processing as
automated at end of booking period.
This rule is delivered in this SAP Best Practices and only needs to be assigned to the time account type. It allows to close the time account at the booking period, so that no booking is
possible after that date.
Perform the following steps on Time Account Type ITA_VACATION:
1. In the Admin Center in the Company Processes and Cycles portlet, select Employee Files and choose
Manage Data
2. To adapt the existing time account type, select Search and Time Account Type. Search for ITA _ V ACATION and select
Time Account Type.
Take Action
Make Correction .
3. In the Period-End Processing Automation field, select the Automatic At End Of Booking Period value.
4. In the Period-End Processing Rule field, select the rule TO PEP ITA VACATION (SFCC_TO_ PEP_ITA_VACATION)
5. In the Interim Account Update Rule field, please remove the existing rule TO INTERIM BASE ITA VACATION ( SFCC_TO_INTERIM_BASE_ITA_VACATION ).
6. Choose Save.
Perform the following steps on Time Account Type ITA _VACATION_PREV:
1. In the Admin Center in the Company Processes and Cycles portlet, select Employee Files and choose
Manage Data
Time Account Type .
2. To adapt the existing time account type, select Search and Time Account Type. Search for ITA _VACATION_PREV and select
Take Action
Make Correction .
3. In the Interim Account Update Rule field, remove the existing rule TO INTERIM TRANSFER ITA VACATION ( SFCC_TO_INTERIM_TRANSFER_ITA_VACATION ).
4. Choose Save.
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9
Managing Time-Off Calendars
In the following steps the HR Administrator creates and runs a time-off accrual calendar to have accrual created automatically.
9.1
Accruals
9.1.1 Account Creation
1. In the Admin Center in the Company Processes and Cycles portlet, select Time Managment and choose Manage Time Off Calendars.
2. Choose Account Creation New Calendar.
Name
Start Date
Account Creation
<MM/DD/YYYY>, for example, 01/01/2016
End Date
Time Account Type
<MM/DD/YYYY>, for example,
Vacation_XX (Vacation_XX)
12/31/2016
3. Choose Save and Simulate. In this case, you can check the result logging into the Admin Center by choosing Monitor Job in Employee Files.
4. Once simulation has run successfully, the status will be Ready to Run, choose
Take Actions
Run .
5. Upon successful run, choose the Take Actions View to view the calendar details. In the attached job log file, you can find information about time accounts created and errors that
occurred. Additionally, you will receive an e-mail confirmation.
9.1.2 Accruals
In the Admin Center in the Company Processes and Cycles portlet, select Time Managment and choose Manage Time Off Calendars.
1. Choose
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Change Scenario Accrual
New Calendar .
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Managing Time-Off Calendars
Change Scenario
Name
Start Date
End Date
Time Account Type
Vacation <YYYY>
Accrual
<MM/DD/YYYY>, for example,
<MM/DD/YYYY>, for example,
Vacation (Vacation)
01/01/2016
12/31/2016
2. Depending on the period you enter, calendars are created for one or more accrual periods. Calendars with a run date are already scheduled and will be executed automatically at
midnight server time. Calendars without a run date need to be started manually.
3. Choose
Take Actions
Simulate . In this case, the result log can be checked in the Admin Center by choosing Monitor Job.
4. Once the simulation has run successfully, choose
Take Actions
Run .
5. Upon successful run, choose the Take Actions VIew for the calendar details. In the attached job log file, you can find information about time accounts created and errors that
occurred. Additionally, you will receive an e-mail confirmation.
9.2
Period-End Processing
9.2.1 Period-end processing With Payout
If you want to automatically make a payout to your employees as part of period-end processing, you can use the rule scenario Period-End Processing With Payout. In addition to the
parameters required for Period-End Processing, you'll also need to set the parameters required for payout. A new rule parameter Time Account Payout Rule Parameters is introduced for
this purpose. Currently, this feature is pre-delivered with Best practice content for Mexico and Canada. For, more information, refer to Mexico and Canada's workbooks and configurations.
9.2.2 Time Account Creation
1. In the Admin Center in the Company Processes and Cycles portlet, select Time Managment and choose Manage Time Off Calendars.
2. Create a new job for Time Account Creation. Choose New Calendar and enter a name. change scenario (which must, in this case, be Account Creation), and the respective time
account type.
3. Choose the start and end dates as the period for which you want to have accounts created.
4. The following values can be adapted for creation of new calendar for scenario Account Creation to create new time accounts for the next period:
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Name
Change Scenario
Time Account Type
Start Date
End Date
Vacation <YYYY>
Account Creation
Vacation (Vacation)
<MM/DD/YYYY>
<MM/DD/YYYY>
5. Choose
Take Actions
Simulate.
In this case, the result log can be checked in the Admin Center by choosing Monitor Job.
6. Once the simulation has run successfully, choose
Take Actions
Run .
7. Upon the successful run, go to Take Actions View to view the calendar details. In the attached job log file, you can find information about time accounts created and errors that
occurred. Additionally you will receive an e-mail confirmation.
 Note
○ Be sure to select the dates of the future validity period. If the validity of the time accounts starts on January 1, select January 1 to December 31 of the next year.
○ If the validity of your time accounts starts with the anniversary of the employees, you can also have the same date selection. The system creates time accounts with the start
date within the validity period starting with the anniversary of the next year and ending one day prior to the anniversary the year after.
○ The system checks that a time account with the validity in question exists, so that no redundant time accounts are created.
○ When the job has run, you receive an e-mail confirmation, along with an Excel log, listing the employees for whom new time accounts have been created. In addition, the status
of the account creation calendar changes to Finished.
9.2.3 Forfeit or Transfer Balance
1. In the Admin Center in the Company Processes and Cycles portlet, select Time Managment and choose Manage Time Off Calendars.
2. To create a new job for the time account creation, choose New Calendar and enter a name. Change the scenario (which must, in this case, be Period-End Processing) and change the
respective time account type.
3. Select the start and end dates as the period for which you want to have accounts created.
4. The following values can be adapted for creation of new calendar for the Period-End Processing scenario to forfeit or transfer the balances:
Name
Change Scenario
Time Account Type
Start Date
End Date
PEP Vacation
Period-End Processing
Vacation
<MM/DD/YYYY>
<MM/DD/YYYY>
<YYYY>
5. Save your calendar.
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Managing Time-Off Calendars
 Note
○ Be sure to select the validity dates from the old time accounts.
○ Every time account has a pair of dates:
○ Validity period = Accruals are created within this time frame.
○ Bookable period = Using Time Off is allowed
○ The start date is the same for both dates. The end date of the bookable period can be also the same as the end date of the validity period. There can also be an offset to the
validity end date, if you want to allow employees to use up vacation from the previous year (for example, by the end of March the following year)
○ If it is the end of the year and both end dates are December 31, enter January 1 to December 31.
○ However, if a different bookable period has been defined in the time account type, for example, March 31, enter March 31, as the end date.
○ Do not start the calendar period-end processing before the end of the bookable period. In the mentioned example start it on April 1, at the earliest.
○ When the job has run, you receive a confirmation email, along with an Excel log, listing those employees for whom balances have been forfeited or transferred. In addition,
the status of the period-end processing calendar changes to Finished.
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10 Accruals Time Account Process Simulator
In the Admin Center in the Company Processes and Cycles portlet, select Time Managment and choose Time Account Process Simulator.
Employee
Date
Time Account Type
Recalculation
<XXXX>
<MM/DD/YYYY>, for example, 01/01/2016
Vacation (US_Vacation)
ON
The Time Account Process Simulator is a tool that authorized users can use to simulate time account accruals for an employee, date, and time account type. The tool uses these
parameters to break down the details of the accrual process, providing a comprehensive picture of the accrual calculation and its results.
 Note
The value of this tool is that you can see how an employee's potential accruals might work, enabling you to correct any potential problems before you make actual postings.
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11
Functionally Extensions
11.1
Time Account Snapshots
This section is an introduction to what Time Account Snapshots are and how they are calculated in Time Off.
 Note
Time Account Snapshots are a prerequisite for further calculations such as Leave Liabilities that are not delivered in this SAP Best Practices.
Leave Liabilities are calculated in Employee Central Payroll.
The calculation and posting of leave liabilities is a general requirement in accounting. In most countries, companies are required to calculate the value of open vacation entitlements
(leave liabilities) at the end of the fiscal year and reflect them in their balance sheets. In some countries, leave liabilities are calculated quarterly or even for every accounting period. The
calculation of open vacation entitlements is very country-specific and depends on the respective country legislation.
Maintain Time Account Types for Time Account Snapshots
The creation of the Time Account Snapshot is triggered by a Time Off calendar run. In order for this to be possible, you have to enable the creation of snapshots in the time account type.
The following time account type fields are relevant for the creation of Time Account Snapshots:
● Snapshots allowed
When set to value Yes, this field is used to enable snapshots of time account information (Balance/Quota) as persisted records for further use in, for example, leave liability calculations.
● Do not consider Pending Requests When calculating balances
This field only appears when field Snapshot allowed is flagged to Yes.
If set to No, the fields in time account snapshot not considering pending requests will be empty.
If set to Yes, the fields in time account snapshot not considering pending requests will be populated with the balance not considering pending requests.
Depending on the Entitlement Method (Entitled as Accrued or Entitled as Transferred), there will be respectively 2 fields (accrual) or 4 fields (accrual and entitlement) showing the balance
considering\not considering pending requests in Time Account Snapshot.
If Entitlement Meth od is set to Entitled as Accrued , the fields refer to accrual. If Entitlement Meth od is set to Entitled as Transferred , the fields refer to accrual and entitlement.
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Create Time Account Snapshots
Time account snapshots record the state of an employee's time accounts at a particular time and are generated by creating and running a Time Off calendar.
To do this, go to the Admin Center and choose Manage Time Off Calendars.
1. In the Admin Center in the Company Processes and Cycles portlet, select Employee Files and choose Manage Time Off Calendars.
2. Choose Change Scenario Snapshot Creation New Calendar.
3. In the resulting screen, make the following entries:
1. Name: a name for the calendar.
2. Start Date: this date is used to validate whether users for which time account snapshots should be created are active or not. If users are active, then only snapshots are created.
3. End Date: this date is used as a calculation date as of balances are calculated.
4. Time Account Type: Choose the Time Account Type you want to create the Calendar for.
5. Run Date: If you want to run the calendar on a particular day, enter the relevant date in the Run Date field.
6. Pay Group: Choose the Pay Group you want to create the Calendar for.
 Note
You should create a calendar for each Time Account Type relevant to the Pay Group.
7. Select the Snapshots As Of Accounting Period End field and\or the Snapshots As Of Pay Period End.
Those fields are optional but it is mandatory to check at least one of themin order to create time account snapshots.
 Note
The exact meaning of these fields are related to replication in ECP and respectively to showing balances in Pay slip and for leave liability process. As already mentioned this is
not delivered in this Best Practice.
8. Do not select the With Recalculation field the first time.
If With Recalculation flag is set, it will update the existing snapshots in case there is any change, and also create any missing time account snapshots.
When you save your entries, the new calendar appears on the list of Time Off calendars. If you entered a run date, it will run on that date. Otherwise, when you're ready to run it, you can do
so by choosing Take Action > Run.
If you run another calendar, with the exact same parameters as the first, you will get snapshots for all employees that were hired and all employees that transferred into the pay group
specified, since the previous calendar run.
If you run another calendar, with the exact same parameters, but this time with the With Recalculation checkbox checked, everything is calculated again, however, only those are replicated
again that have changed, since the previous calendar run.
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Functionally Extensions
To recap, through calendar running time account snapshots are created \ updated for users that satisfy the conditions depicted below:
● Active for at least one day in the calendar range.
● Whose time account type is equal to calendar object’s time account type.
● Whose pay group is equal to calendar object’s pay group.
● And time accounts are not closed (These time accounts are related to time account type).
● During re run of the calendar, only missing time account snapshots are created.
Time Account Snapshot details
The calendar run generates the following information in the time account snapshot for each employee in addition to information concerning balances considering \ not considering
pending requests:
● User
● As of Pay Period End
● As of Accounting Period End
● Time Account Type
● Balance Effective Date
11.2
Accruals Based on Recorded Times
This section is an introduction to what Accruals based on recorded times are and how they are calculated in Time Off.
In some countries it is a common business process to use recorded attendance time in order to use them for daily, weekly or monthly time account vacation accruals. This means the time
account accrual engine shall be fed by time sheet data. For example, In Australia for each worked day in a month, employees get an accrual of 0.416438356 hours annual leave.
This is possible with some configuration which is delivered already as part of best practice automation. This can be used when customers use 3rd party attendance systems or EC Time
sheet.
 Note
If you want to know, how this handled using EC time sheet, refer to Employee Central Payroll Time Sheet Config guide.
The main object which needs to be filled for Time Off is Accrual Calculation Base. The time account accrual engine reads this object and provides the accruals. The accrual frequency just
like
any other normal accruals can be daily, weekly, monthly, yearly etc.
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If you are using just EC Time Off (assuming you make use of third party attendance system), then you can populate “accrual base calculation” by following the below steps:
1. Go to the Admin Center and search for manage data.
2. In the Manage data screen, select create new.
3. Choose Accrual Calculation Base.
4. In the resulting screen, make the following entries:
● User: The ID of the user the time is reported for
● Date: The date that the time is reported for
● External Code: The external code must be provided in the a format <user>_<date>, where date is in the format YYYY-MM-DD. If the user name is A.N. Other, then an example is: A.N.
Other_2014-10-23. The values of user and date must exactly match the two substrings of the external code. This is validated while the record is created. If multiple records with the
same external code are provided, the values of the last record apply.
● Actual Quantity: The actual quantity contains the amount of time the employee has been working on that day. There is no time unit. The value is a positive number.
● Quantity 1 to Quantity 5: These are semantic-free quantity fields that are aggregated (for the accruable period and time type). There is no time unit. The value is a number. You can use
them if you more than one quantity to be used for accrual calculation.
The above Object can also be filled using OData API and Import/Export Data (Since this is an MDF Object). The accual rule attached to time account which reads the above object, needs to
be built using scenario Accruals On Actuals.
 Note
The rule and time account for Australia is already automated and delivered as part of best practice content.
We also provide a dedicated time account accrual run for this scenario. The accrual change scenario is Accruals on recorded times and not “accrual” like for a “normal” accrual run. This
change scenario runs then daily based on the “Trigger TLM task job” that needs to be switched on in provisioning. The TLM trigger task job is the main job for Time Management, doing
lots of things not only the accrual. So, please ensure that this job is switched on if not already done.
To Schedule the TLM Trigger task job (if not already scheduled) perform the following steps:
1. Login to Provisioning and select the relevant company.
2. Go to Managing Job Scheduler and select Manage Scheduled Jobs.
3. Choose Create New Job.
● Enter a Job name and Job Owner.
● Select Job type as Trigger Tasks Job.
● Under Job Occurrence and Notification section choose the radio button Recurring: Choose the frequency for the job to recur as daily.
● Enter the Start Date.
● Choose Create and Submit the Job.
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12
Check Tool
After enhancing the configuration based on the requirements the check tool supports you to identify system issues and its severity. Sometimes, the performance of the system is not as
expected due to data inconsistency or inappropriate system configuration. The check tool notifies the user with an error message and suggests a solution to resolve the issue, rather than
creating a ticket depending upon the severity.
12.1
Enable Check Tool
In this step, the check tool is enabled for the administrator in order to make the check tool visible within the system.
1. In the Admin Center in the Manage Employees portlet, select Set User Permissions portlet and Manage Permission Roles.
2. Choose the existing super admin role.
3. In the
Permission Role Detail
Permission Settings
screen, choose Permission…
4. Check the following settings:
Administrator Permissions
Settings
Selection
Check Tool
Access Check Tool
X
Allow Configuration Export
X
5. Choose Done.
6. Choose Save Changes.
12.2 Run Checks
To access the check tool, in the Admin Center in the portlet Company Processes and Cycles, select Company Settings and choose Check Tool.
1. Choose the application for which you want to run checks.
2. You then see a list showing the objects for which checks are available. Choose the object you’re interested in to list the checks you can run for it.
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 Note
TheRun <x> Checks button at the bottom right side tells you how many checks you have selected.
A click on the Check ID link displays some information on what that check involves.
3. When you're ready, choose the Run Checks button. The system displays the results of the checks you've run.
 Note
The results can be any of these:
○ No inconsistencies found.
○ <x> inconsistences found.
In cases where inconsistences are found, you see either a yellow warning icon or a red alarm icon. The yellow icon is a warning that the issue is not too serious. The system proposes a
solution. The red icon indicates that the problem is serious. You have to react, which might include creating a ticket.
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Checking Time Off Permissions
13.1
Checking Business Configuration UI
Check the visibility of the Time Off fields visibility within the system in the Business Configuration UI (BCUI).
1. In the Admin Center on the Company Processes and Cycles portlet, select Company Settings and choose Manage Business Configuration.
2. In the Employee Central section, select the element jobInfo.
3. For jobInfo, enable the following fields:
Identifier
Label
Enabled
Time-type-profile-code
Time Profile
Yes
holiday-calendar-code
Holiday Calendar Code
Yes
Work schedule-code
Work Schedule
Yes
time-recording-variant
Time Recording Variant
Yes
4. Select Save.
 Note
For Time off Accruals GBR (United Kingdom) and DEU (Germany), we have delivered custom fields to store the balance for accruals and recalculations (accrual change mid of
year). Please make sure these custom fields are enabled for accruals to work correctly.
GBR : custom-double15 to 20
DEU : custom-double20
In order to check this, Navigate to Admin Center
add them and choose Save.
Manage Business Configuration
Select jobInfo
jobInfo_GBR
and verify that these custom fields are present. Else please
 Caution
Make sure the jobInfo section is saved even if the Time Off fields is already enabled.
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Since we are using country specific custom fields for GBR and DEU, ensure that there are no conflicts with parent Job Info in BCUI. i.e., there are no custom fields with same IDs in
parent Job Info. If you have conflicts, some country specific rules referencing these custom fields will have errors. In such a case you would have to resolve these conflicts manually
(valid especially for brownfield customers).
Also, Sometimes in BCUI under a Job Info country specific element, you may notice errors when you click or open the onSave Rules (based on these custom fields.This can occur
due to cache or incorrect sync of BCUI from backend data model. Due to this custom fields would not be recognized in rules. In order to solve this , either reimport the succession
data model again from provisioning or perform a dummy change on BCUI. This should refresh the data models. Check if the rules are syntactically correct now.
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Checking Role-Based Permissions
14.1 Checking Administrator Permission
1. In the Admin Center in the Manage Employees portlet, select the Set User Permissions portlet and Manage Permission Roles.
2. Choose the existing super admin role SFCC Super Admin (Time Off).
3. On the
Permission Role
Detail Permission Settings
screen, choose Permission.
4. Check the following settings:
User Permissions
Section
Field
View Current
View History
Edit / Insert
Correct
Employee Central Effective Dated
Job Information
Time Profile
X
X
X
X
Holiday Calendar
X
X
X
X
Work Schedule
X
X
X
X
Time Recording Variant
X
X
X
X
Entities
Additional permission needs to be added to Time Off Super Admin, if Best Practices Employee Central Time Off (AU), Best Practices Employee Central Time Off (CN), Employee
Central Time Off (CA), and Employee Central Time Off (MX) is activated.
User Permissions
Section
Field
View
Edit
Employee Data
Pay Components
AU - Annual Leave Payout Eligibi (2000AU)
X
X
AU - LSL Lve Payout Eligibility (2010AU)
X
X
CN - Annual Leave Payout Eligibi (2150CHN)
X
X
CA - Vacation Payout (2010CAN)
X
X
MEX – Prima Vacacional Payout (2010MEX)
X
X
5. Choose Done.
6. Choose Save Changes.
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7. Take the steps 3 to 6 mentioned previously for the HR Administrator role SFCC HR Administrator (Time Off).
 Note
AU/CN/CA payout pay components, AU - Annual Leave Payout Eligibi (2000AU), AU - LSL Lve Payout Eligibility (2010AU), CN - Annual Leave Payout Eligibi (2150CHN), CA Vacation Payout (2010CAN), and MEX- Prima Vacacional Payout (2010MEX) are not assigned to the pay component group. The rate has to be maintained individually.
14.2 Checking Manager Permission
1. In the Admin Center in the Manage Employees portlet, select the Set User Permissions portlet and Manage Permission Roles.
2. Choose the existing Time off Manager on team Self-Service (Time Off) role SFCC Manager on Team (Time Off). On the
Permission.
Permission Role Detail
Permission Settings
screen, choose
3. Check the following settings:
User Permissions
Section
Field
View Current
View History
Employee Central Effective Dated Entities
Job Information
Time Profile
X
X
Holiday Calendar
X
X
Work Schedule
X
X
Time Recording Variant
X
X
Edit / Insert
Correct
4. Additional permission needs to be added to Time Off Super Admin, if Best Practices Employee Central Time Off (AU), Best Practices Employee Central Time Off (CN), Employee
Central Time Off (CA) and Employee Central Time Off (MX) is activated.
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User Permissions
Section
Field
View
Edit
Employee Data
Pay Components
AU - Annual Leave Payout Eligibi (2000AU)
X
X
AU - LSL Lve Payout Eligibility (2010AU)
X
X
CN - Annual Leave Payout Eligibi (2150CHN)
X
X
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Checking Role-Based Permissions
User Permissions
Section
Field
View
Edit
CA - Vacation Payout (2010CAN)
X
X
MEX – Prima Vacacional Payout (2010MEX)
X
X
5. Choose Done.
6. Choose Save Changes.
7. Take steps 4 to 6 for the Manager on Direct reports role SFCC Manager on Direct Reports (Time Off).
14.3 Checking Employee Permission
1. In the Admin Center on the Manage Employees portlet, select the Set User Permissions portlet and Manage Permission Roles.
2. Choose the existing Time Off Employee Self-Servicerole SFCC Employee on Self (Time Off).
3. On the
Permission Role Detail
Permission Settings
screen, choose Permission.
4. Check the following settings:
User Permissions
Section
Field
View Current
Employee Central Effective Dated
Job Information
Time Profile
X
Holiday Calendar
X
Work Schedule
X
Time Recording Variant
X
View History
Edit / Insert
Correct
Entities
5. Choose Done.
6. Choose Save Changes.
 Note
If you are using Payout with Time Off, please ensure that employees do not have an option to self - termination. You can achieve this using role based permissions. Navigate to
manage permission roles Select any of your ESS roles Permission Role Detail
Action RBP. This is optional, based on your business requirement.
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Checking Role-Based Permissions
Permission Settings
Permission
Employee Data . Under HR Actions, uncheck terminate
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15
Permission Roles
This section provides an overview of the roles delivered/created as part of this solution package. The assignment of the groups to the corresponding roles is handled by the automation.
Exclude Granted User from
Building Block Config.
having the permission ac­
Role
Guide
Permission
Permission Groups or Users
Target Population
cess to him/herself
SFCC HR Administrator
Delivered via Upgrade
Role for HR Shared Service Center for
SFCC HR Administrator***(EC)
SFCC All Employees***(EC)
Selected
(Time Off)
Center.
Time Off related permission
SFCC Manager on Team
Delivered via Upgrade
Defines managers’ authorizations for all
All Managers
Granted User's Direct Reports
Selected
(Time Off)
Center.
their subordinates, related to Time Off.
Include access to the Reports of the
Granted User's Direct Reports: All
level(s) down
SFCC Manager on Direct
Delivered via Upgrade
Time Off related permission for Managers
Reports (Time Off)
Center.
to view/edit information for Direct Reports
All Managers
Granted User's Direct Reports
Everyone (All Employees)
Granted User (Self)
SFCC Super Admin Group
Everyone
only
SFCC Employee on Self
Delivered via Upgrade
Defines which Time Off related fields and
(Time Off)
Center.
objects employees' are able to see and/or
edit.
SFCC Super Admin (Time
Delivered via Upgrade
All system permissions related to Time
Off)
Center.
Management.
SAP BestPractices Upgrade
Creation described in
All system permissions for implementing
Configuration Guide –
SAP Best Practices content via Upgrade
Getting Started.
Center.
Center Admin
15.1
Permission Groups
This section provides an overview of the groupscreated as part of the activation. As default, the user running the activation is assigned.
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Permission Roles
 Note
This is only a dummy assignment to create the permission groups. This assignment needs to be reworked based on the description below and after the employees/users are available
in the system.
1. In the Manage Employees portlet, select Set User Permissions.
2. In the Set User Permissions section, select Manage Permission Groups. The Manage Permission Groups page opens.
3. To adapt the HR administrator group (if not already done), select the corresponding group SFCC HR Administrator***( EC ) (*** = ISO country code 3 digits) link. In the section Choose
Group Members, select the category Job Code for the People Pool. Search for the HR Admin job code and assign this. Choose Add another category and select the category Country.
Search for the corresponding ISO country code and assign it.
4. Select Done.
5. Follow similar steps for group SFCC All Employees*** (EC)
Group Name
Choose Group Members (People Pool)
Comment
SFCC HR Administrator***(EC)
Job Code = HRAdmin
*** = ISO country code 3 digits
Country = ISO country code
SFCC All Employees***(EC)
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Permission Roles
Country = ISO country code
*** = ISO country code 3 digits
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Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Important Disclaimers and Legal Information
Configuration Guide – Getting Started with Implementing the SAP Best Practices for SAP
SuccessFactors Employee Central - Time Off and Leave of Absence
Important Disclaimers and Legal Information
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53
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