PUBLIC
Document Version: 2H 2020 – 2021-02-03
© 2021 SAP SE or an SAP affiliate company. All rights reserved.
Succession: Implementation and Administration
THE BEST RUN
Content
1
Important Technical Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
1.1
Retirement of Form-Based Nomination in Succession Planning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2
Succession Planning with SAP SuccessFactors Succession. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
3
Choosing Your Succession Nomination Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
3.1
Position-Based Nomination Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Options for Importing or Syncing Position Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Metadata Framework (MDF) Position-Based Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Legacy Position-Based Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Migration from Legacy to MDF Position Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
3.2
Role-Person Nomination Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Saving Successor Information when Switching from Role-Person to Position-Based Nomination
Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4
Basic Provisioning for Succession. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
5
People Profile and the Succession Data Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
5.1
Configuring the Current Nominations and Successors Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
6
Configuring Your Nomination Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
6.1
Importing Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
6.2
Configuring the Readiness Rating Scale via the Admin Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
6.3
Enabling Users to Nominate External Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
6.4
Enabling Successor Ranking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
6.5
Enabling Successor Nomination Approvals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Enabling Pending Approval Emails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Configuring the Succession Email Approver Notification Template. . . . . . . . . . . . . . . . . . . . . . . . . . 82
6.6
Hiding Nomination History Prior to a Certain Date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
6.7
Enabling Automatic Removal of Succession Nomination for Incumbents. . . . . . . . . . . . . . . . . . . . . . . . 84
6.8
Configuring Key Position Indicator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Configuring Key Position Indicator for MDF Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Configuring Key Position Indicator for Legacy Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
6.9
Enabling Suggested Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
6.10
Excluding Nominees from Seeing Themselves Within a Succession Plan. . . . . . . . . . . . . . . . . . . . . . . . 95
6.11
Hiding Contingent Workers in the Succession Org Chart and Position Tile View. . . . . . . . . . . . . . . . . . . .96
7
Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
7.1
Enabling Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
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7.2
Configuring the Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Rating Field Configuration in the Succession Data Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Configuring the Data Model to Store Matrix Grid Placement History. . . . . . . . . . . . . . . . . . . . . . . . 101
Matrix Grid XML Settings Explained. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Matrix Classifier: XML Configuration for Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Enabling Fields as Matrix Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106
Supported and Unsupported Fields for Matrix Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Showing Matrix Rating Label in People Profile or Scorecard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
7.3
Building Your Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Defining Levels and Labels for Matrix Grid Rating Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Defining the X- and Y-Axes for Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Selecting Icons for Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Configuring Retirement Eligibility Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Understanding Matrix Grid Placement History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Adding Matrix Grid Placements in the Mini 9-Box of Overview Block. . . . . . . . . . . . . . . . . . . . . . . . 127
7.4
Using the Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128
Filtering Data in Matrix Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Matrix Report Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Printing and Exporting Matrix Grid Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
8
Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
8.1
Enabling Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135
8.2
Granting Access to the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
8.3
Configuring the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Import the Necessary Picklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137
Configuring the Succession Org Chart XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Showing Photos in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Showing Position Titles in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Hiding Total Team Size in Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Showing Custom Managers in Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Enabling Users to Assign Learning Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
8.4
Using Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Searching and Navigating the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Choosing Display Options in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Highlighting Key Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Hiding a Position in the Succession Org Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Adding Legacy Positions from Succession Org Chart v12. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
9
Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
9.1
Enabling Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
9.2
Accessing Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
9.3
Lineage Chart Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
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9.4
Lineage Chart Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
9.5
Changing the Label of Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
10
Nominating Successors to Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
10.1
Editing or Reviewing Successor Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
10.2
Comparing Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
10.3
Showing Role Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
10.4
Adding New External Candidates as Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Creating a Job Requisition for a Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
10.5
Viewing the Nomination History for a Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
10.6
Showing the Succession Lineage Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
10.7
Changing the Key Position Attribute. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
11
Editing or Deleting MDF Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183
11.1
Position Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
12
Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
12.1
Granting Role-Based Permissions to Manage Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
12.2
Granting Legacy Permissions to Manage Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186
12.3
Granting Permission to View Employee Data on the Talent Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
12.4
Designing the Talent Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187
Configuring the Talent Card Overview Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Configuring the Talent Card Extended Information Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .189
Configuring the Talent Card Background Sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190
12.5
Prerequisites for Enabling Navigation Links on Talent Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
13
Talent Pools (MDF). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
13.1
Metadata Framework: What is it?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
13.2
Enabling MDF Talent Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
13.3
Defining the MDF Talent Pool Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
13.4
Permissions for Talent Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .196
Assign Administrator Permissions for the Metadata Framework. . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Setting Object Level Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Defining Talent Pool Target Population. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Managing Talent Pool Nomination Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Viewing Talent Pool Nominations in People Profile and Talent Card Without Having the Talent Pool
Object Level Permission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
13.5
Creating and Managing Talent Pools. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
13.6
Configuring Talent Pool Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
13.7
Customizing Talent Pool Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
13.8
Managing Talent Pool Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .205
Adding Incumbents or Successors to an MDF Talent Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Approving or Rejecting Talent Pool Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
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13.9
Associating Talent Pools with Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Associating Pools with Roles – Legacy Families and Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Associating Pools with Roles – Job Profile Builder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
13.10
Importing Data for Use with MDF Talent Pools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
14
Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
14.1
Enabling Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212
Keyword Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
14.2
Configuring Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Granting Access to Talent Search Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Managing Talent Search Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Controlling Talent Search with Role-Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Defining Default Search Fields for All Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Adding Hyperlinks in Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
14.3
Using Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Basic Information in Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223
Advanced Information in Talent Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Searching by MDF Talent Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Searching by Ratings and Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
14.4
Leveraging Talent Search Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Adding Employees to an MDF Talent Pool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Exporting Search Results to a Spreadsheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Nominating Employees to a Succession Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
15
Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
15.1
Enabling Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .233
15.2
Configuring Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Permissions for Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Configuring Filter Options for Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Enabling Printing for Position Tiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
15.3
Using the Position Tile View to Manage Successors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Adding a Position from the Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Filtering Positions in Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Printing from the Position Tile View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
16
Role-Based Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
16.1
What Are Role-Based Permissions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Grant Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
What Are Rules in RBP?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
16.2
Granting Permissions for Succession Planning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Succession: Implementation and Administration
Content
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17
Succession Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268
17.1
Succession Reporting Schemas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
17.2
Reports and Dashboards for MDF Position-Based Nominations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
17.3
Enabling Field-Level Permissions in Ad-Hoc Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
18
Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
18.1
Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
18.2
Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
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Succession: Implementation and Administration
Content
What's New in Succession
Learn about the updates made to the Succession Implementation and Administration guide for the recent releases.
2H 2020
Description
More Details
Added a topic about approving or rejecting Talent Pool nomina­ Approving or Rejecting Talent Pool Nominations [page 208]
tions.
Added the role-based permission Approve/Reject Talent Pool
Nominations to Succession Planners.
Managing Talent Pool Nomination Permissions [page 201]
This permission allows users to approve and reject nominees
in talent pools.
Added information about three pending statuses in the nomi­
nation history of Talent Pools.
Managing Talent Pool Nominations [page 205]
Added information about a new checkbox Meet Any of Criteria
Using Talent Search [page 222]
for a Background Information Category.
Removed information about the Make All Criteria Optional
checkbox.
Added a topic about hiding contingent workers in the Succes­
sion Org Chart and Position Tile view.
Hiding Contingent Workers in the Succession Org Chart and
Position Tile View [page 96]
Added a topic about adding hyperlinks in Talent Search.
Adding Hyperlinks in Talent Search [page 221]
Added a topic about adding matrix grid placements in the mini
9-box of Overview block.
Adding Matrix Grid Placements in the Mini 9-Box of Overview
Block [page 127]
Merged the Exporting Selected Results to a Spreadsheet topic
Exporting Search Results to a Spreadsheet [page 230]
with Exporting All Search Results.
Added three optional steps.
Updated the topic by adding the information about the new
competency picker.
Succession: Implementation and Administration
What's New in Succession
Searching by Ratings and Competencies [page 227]
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Description
More Details
Updated the Results by adding the following:
Highlighting Key Positions [page 167]
Key positions are only revealed to the following users:
●
(For MDF positions only) Users that have the Read Only
permission for the Position Criticality field of the Position
object
●
(For Legacy positions only) Users that have Succession
Management and Matrix Report Permissions for incum­
bents of those positions
Updated the step 3 by removing Succession Management and
Matrix Report Permissions .
Granting Access to Talent Search [page 217]
You can now navigate to a user's People Profile page through
the related link on Talent Card.
Prerequisites for Enabling Navigation Links on Talent Cards
[page 190]
Added information about the retirement of form-based nomi­
nation in succession planning.
Retirement of Form-Based Nomination in Succession Planning
[page 16]
Removed the topic "Position Audit Report". This is because
these spreadsheet reports are replaced by Stories in People
Analytics.
1H 2020
Description
More Details
Added a topic about excluding nominees from seeing them­
selves within a succession plan.
Excluding Nominees from Seeing Themselves Within a Succes­
sion Plan [page 95]
Added a topic about viewing Talent Pool nomination in People
Profile and Talent Card without having the Talent Pool object
level permission.
Viewing Talent Pool Nominations in People Profile and Talent
Card Without Having the Talent Pool Object Level Permission
[page 202]
Added a step about viewing the nomination history of nomi­
nees for a certain talent pool.
Managing Talent Pool Nominations [page 205]
Updated the following information about the supported cus­
Supported and Unsupported Fields for Matrix Filters [page
107]
tom fields:
Customizable fields can be associated to a picklist. If a picklist
is used as a matrix filter, the picklist labels will be displayed in
customizable fields. Also, customizable fields remember the
picklist labels that you chose last time.
Updated the following information in Note:
Position Cards [page 183]
If you use SAP SuccessFactors Employee Central position
management, and you have positions with multiple incum­
bents assigned, then all incumbents are listed in the position
card and sorted alphabetically by the full name.
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Succession: Implementation and Administration
What's New in Succession
Description
More Details
Added the following Note:
Searching and Navigating the Succession Org Chart [page
165]
If you load a position with more than 1000 direct or matrix re­
ports, only the first 1000 reports will be displayed.
Updated the following information:
Enabling Automatic Removal of Succession Nomination for In­
cumbents [page 84]
This option applies to successors that become incumbents
when the position is manually updated through the Edit
Position option on the Succession Org Chart, through position
import, or through position sync.
If you want to find out which successors have become incum­
bents, you can create an Ad Hoc report with the Succession
History (MDF Position based nominations) schema and check
successors whose Status History or Change Type is Succeed.
Removed a prerequisite and added the following step:
If you want to find successors in the Current Nominations
Configuring the Current Nominations and Successors Blocks
[page 71]
block by browsing through job families and roles, define and
map job families and roles in Job Profile Builder. For more infor­
mation about how to define and map job families and roles, see
Job Profile Builder.
Added a note about the overall customized weighted rating
used in matrix grid reports.
Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
Q4 2019
Description
More Details
Added a topic about configuring talent pool fields in Admin
Center.
Configuring Talent Pool Fields [page 204]
Added a topic about customizing talent pool filters on the Tal­
ent Pools page.
Customizing Talent Pool Filters [page 205]
Added a topic about how to display texts instead of icons in
matrix grid reports and on talent cards.
Showing Texts Instead of Icons [page 123]
Added the firstName and lastName fields to the Unsupported
Fields section.
Supported and Unsupported Fields for Matrix Filters [page
107]
Added the following prerequisite:
Configuring the Data Model to Store Matrix Grid Placement
History [page 101]
The Matrix Grid Report (9-Box) and Matrix Grid How Vs. What
Report (9-Box) settings are enabled in Provisioning.
Succession: Implementation and Administration
What's New in Succession
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Description
More Details
Updated information about Display Options in the Succession
Choosing Display Options in the Succession Org Chart [page
166]
Org Chart:
●
If you choose this option, all direct reports and matrix re­
ports display on Succession Org Chart. However, if the
starting node has a matrix report, the direct reports of this
matrix report don't display.
●
The Report Type, Show on Card, and Number of
Successors Per Card sections remember the options that
users chose last time. But the Highlight key positions op­
tion in the Others section doesn't have this stickiness.
Updated information about managing talent pool nominations. Managing Talent Pool Nominations [page 205]
You can add, remove, and rearrange columns to further cus­
tomize the talent pool nomination table.
Updated the following in the Basic Information in Talent Search
section:
●
The Department, Division, and Location fields are con­
verted to lists by default.
●
To convert the 15 custom fields (CUSTOM01 ‒
CUSTOM15) to lists instead of text fields, apply the follow­
ing setting for the field in the Succession Data Model:
Using Talent Search [page 222]
pre-populate = true
Removed an invalid image.
Configuring the XML to Support the Key Position Indicator for
Legacy Positions [page 91]
Removed an invalid prerequisite.
Configuring the Current Nominations and Successors Blocks
[page 71]
Q3 2019
Description
More Details
Updated information about enabling suggested successors.
Enabling Suggested Successors [page 94]
Updated information about configuring key position indicator
for legacy positions:
Configuring Key Position Indicator for Legacy Positions [page
90]
●
Added two prerequisites.
●
Added that if you aren’t using legacy position-based nomi­
nation method, the Position management: Position Set up
option doesn’t display.
Updated information about the font of Position Tile.
Position Tile View [page 232]
Added a topic about displaying position titles in the Succession Showing Position Titles in the Succession Org Chart [page 161]
Org Chart.
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Succession: Implementation and Administration
What's New in Succession
Description
More Details
Updated information about enabling successor ranking:
Enabling Successor Ranking [page 79]
●
Succession Org Chart, Lineage Chart, and Position tile use
the same successor sorting settings.
●
Succession and Presentations use the same successor
sorting settings in position card and in position tile.
Based on your permissions and target population, you can add
or edit succession nominations and talent pool nominations in
all the three types of talent cards.
Talent Cards [page 185]
Updated information that the starting position itself is ex­
cluded from the ad hoc reports.
Succession Reporting Schemas [page 268]
Updated information that after you import trend data, either in
Admin Center or in Provisioning, a Regenerate Matrix Place­
ment History job will be triggered.
Configuring the Data Model to Store Matrix Grid Placement
History [page 101]
Updated information that the Apply target population to Talent
Pool Nominations Permissions function doesn't work with the
NominationTarget OData API entity.
Managing Talent Pool Nomination Permissions [page 201]
Configuring the XML to Support the Key Position Indicator for
Updated information that the index number for a particular
MDF Positions [page 89]
color code. Index colors for Key Position are predefined and
can't be modified in the Org Chart XML. The sequence of labels
is determined by the configuration in the Org Chart XML.
Updated information that the link title in matrix grid reports
display in original text regardless of the login locale.
Adding URL Links to Matrix Grid Reports [page 117]
Q2 2019
Description
More Details
Updated information about import file format when importing
Import File Format for Legacy Position-Based Nominations
[page 56]
and updating TBH positions
Added a topic about supported and unsupported fields for ma­ Supported and Unsupported Fields for Matrix Filters [page 107]
trix filters
If you cannot see the Talent Pool Object 30 minutes after you
enabled MDF Talent Pools, you can run a job to quicken the
pace.
Defining the MDF Talent Pool Object [page 195]
Updated information about the prerequisites of viewing posi­
tion nomination history.
Viewing the Nomination History for a Position [page 179]
Added a topic about adding the target attribute to the Suc­
Showing Icons for Successors in Succession Org Chart [page
151]
cession Org Chart XML so that icons can be displayed for suc­
cessors.
Updated the Readiness color scheme image.
Succession: Implementation and Administration
What's New in Succession
Readiness Color Scheme [page 145]
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Description
More Details
Added information that Talent Search v2 does not support
XML visibility configuration of background elements.
Advanced Information in Talent Search [page 226]
Updated information about Succession Org Chart picklist.
Import the Necessary Picklists [page 137]
Configuring the profile fields as a picklist is a two-step process.
Added a topic about supported values of standard elements
Succession Data Model to Succession Org Chart Mapping Val­
ues of Standard Elements [page 137]
Removed description about the Show all the families and roles
in browse nomination tab option. This option itself is removed
from Admin Center and the function is applied by default.
Configuring the Current Nominations and Successors Blocks
[page 71]
Five topics are added to the guide about migration from legacy
to MDF position model.
Migration from Legacy to MDF Position Model [page 64]
Migration Preparation [page 65]
Using the Migration Tool [page 65]
Understanding Migration Tool Process [page 66]
Fine-Tuning After Migration [page 67]
A topic is added to the guide about business background, basic Understanding Matrix Grid Placement History [page 124]
logic, and rules of Matrix Grid Placement History
Configuring Icons for the Succession Org Chart [page 148]
Added information that, except for the login or proxy users
themselves, Succession Org Chart icons do not follow Rolebased Permissions. If the icons are configured in the Succes­
sion Org Chart XML, these icons display on the Succession Org
Chart.
Added information that the Hide the total team size for faster
loading option is for MDF position nomination method only.
Hiding Total Team Size in Succession Org Chart [page 162]
Added a permission to the prerequisite of exporting Talent
Search results to a spreadsheet
Exporting Search Results to a Spreadsheet [page 230]
Q1 2019
Description
More Details
Updated information about Metadata Framework permissions: Assign Administrator Permissions for the Metadata Framework
[page 26]
Access to non-secured objects permission.
Updated information about Matrix Grid Reports. Do not use the Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
same process for both the x- and y-axes, like performance on
the x-axis and performance on the y-axis.
Updated information about Position Criticality. Use exactly the
Creating a Position Criticality Picklist [page 86]
PositionCriticality code and only numbers for
Values.
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Succession: Implementation and Administration
What's New in Succession
Description
More Details
Added information about automatic removal of succession
nomination for incumbents.
Enabling Automatic Removal of Succession Nomination for In­
cumbents [page 84]
Added topics about Lineage Chart. The Lineage Chart v12 uti­
Lineage Chart [page 171]
lizes Talent Card functions. If you have never used other Suc­
cession V12 version features yet, you must configure the Talent Enabling Lineage Chart [page 171]
Card content through
Admin Center
Succession Talent Card
Manage Talent Card
.
Accessing Lineage Chart [page 172]
Lineage Chart Components [page 173]
Lineage Chart Icons [page 173]
Changing the Label of Lineage Chart [page 174]
Q4 2018
Description
More Details
Created a topic about excluding the succession planners them­ Excluding Succession Planners’ Own Positions from Their Tar­
get Permission [page 29]
selves from their succession planning permission. When ex­
cluded, the users are not permitted to plan or view succession
for their own positions, even if they have the succession plan­
ning permission over their organizational areas.
Added the following information:
●
Importing Successors [page 74]
After the import, you will receive a notification email, in­
forming you of the import status. If there are entries that
weren't imported successfully, information about the rea­
son and how to resolve the issue is included in the email.
●
Keep the successor data meaningful and do not add a sin­
gle user as the successor to hundreds of positions.
When adding an employee into a talent pool from the Nomina­
●
card, you can search for the target talent pool instead of find­
Adding Incumbents or Successors to an MDF Talent Pool
[page 207]
tion portlet of the People Profile, Talent Search, or a talent
●
Adding Employees to an MDF Talent Pool [page 229]
ing it among a dropdown list. The steps about looking for the
target talent pool is updated with details.
New topics created for the detailed steps of configuring the key Configuring Key Position Indicator [page 85]
position indicator. Steps are included for both MDF positions
and legacy potions.
Updated with the difference between the key position indicator Highlighting Key Positions [page 167]
for MDF positions and legacy positions.
Succession: Implementation and Administration
What's New in Succession
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Description
More Details
Added the information that the user must have at least read
Enabling Field-Level Permissions in Ad-Hoc Reporting [page
273]
permission to MDF position objects in order to be able to view
the MDF position reporting data. A new step is added.
Highlighted the correct Admin Tools to be used for importing
MDF positions: the Import and Export Data Admin Tool.
Added a link to the list of role-based permissions.
When you export a matrix grid report into an .xls file, the cell
Importing Position Data for the MDF Position-Based Nomina­
tion Method [page 43]
Granting Permissions for Succession Planning [page 265]
●
[page 115]
colors in the file might be slightly different from what is used
on the UI. During the export, MS Excel uses the closest match­
Adjusting the Colors and Labels for Matrix Grid Cells
●
Printing and Exporting Matrix Grid Reports [page 132]
ing color in its custom palette as the background cell color.
Added a topic about how to configure the Succession Org
Chart XML to show custom managers.
Showing Custom Managers in Succession Org Chart [page
163]
Q3 2018
Description
More Details
Updated the URL of icons in the sample code block.
Matrix Classifier: XML Configuration for Icons [page 103]
Added information that nominations for inactive positions are
Configuring the Current Nominations and Successors Blocks
hidden as well.
[page 71]
Added a topic about how to configure the Succession Org
Hiding Total Team Size in Succession Org Chart [page 162]
Chart to hide the total team size. The Succession Org Chart
loads faster without loading the total team size.
Updated the naming for generic icons. The updated icon
Fiori-style Icons [page 158]
names are as follows:
●
Generic010_Brown
●
Generic010_Green
●
Generic010_Grey
●
Generic010_Orange
●
Generic010_Purple
●
Generic010_Teal
MDF Talent Pools can now be enabled in Upgrade Center.
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Enabling MDF Talent Pools [page 194]
Succession: Implementation and Administration
What's New in Succession
Description
More Details
Added information about the source of incumbent data. If you
Choosing Your Succession Nomination Method [page 19]
use Position Management of Employee Central to manage your
positions, do not maintain incumbent information in the
Incumbent field of MDF positions. In this scenario, the source
of incumbent data used in Succession is Job Information Port­
let in Employee Central.
Talent search by keyword is a useful feature. Information about
Keyword Search [page 213]
how to configure and enable keyword search is added in the
guide.
In the People Profile, you can add nominations by browsing
Configuring the Current Nominations and Successors Blocks
through job families and roles. Information about how to set it
[page 71]
up and how the relevant permissions are controlled is added in
the guide.
With the Successors portlet, you can add internal successors
for the positon of the current user.
Added a note about permissions defined for the future dated
Granting Access to Talent Search [page 217]
employee data. Such permissions do not affect the Talent
Search results. For example, a user has role-based permissions
for Talent Search but don't have permissions for any future
dated job information. In this case, the search results the user
sees still include the job information that takes effect on a fu­
ture date.
Added more information about role-based permissions.
What Are Role-Based Permissions? [page 240]
Information added: when an MDF position is deleted, the suc­
Editing or Deleting MDF Positions [page 183]
cessor and nomination information of this position will be lost
and cannot be recovered.
Information about the inclusion criteria of target population for Position Target Populations for MDF Positions [page 27]
MDF position permissions: When you have selected multiple
inclusion criteria, only the positions that meet all the criteria
are the permitted target population.
Benefits of using Matrix Grid Reports v12 and the comparison
Matrix Grid Reports [page 97]
with v11 are added.
Succession: Implementation and Administration
What's New in Succession
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1
Important Technical Notices
1.1
Retirement of Form-Based Nomination in Succession
Planning
Form-based succession nomination is an old legacy process that is used to create succession nominations. We'll
retire the legacy form-based process with our 1H 2021 release.
Key Dates for Replacement
Replacement Date: The date after which the feature or version is permanently disabled and no longer supported.
As of the 1H 2021 release, form-based succession nomination is no longer supported.
More Information
Visit the SAP SuccessFactors Customer Community
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for all the latest updates and discussions.
Succession: Implementation and Administration
Important Technical Notices
2
Succession Planning with SAP
SuccessFactors Succession
Learn about how SAP SuccessFactors Succession can help you maximize the benefits of your succession planning
processes.
For organizations to excel in today’s highly competitive global marketplace, succession management is imperative.
In fact, organizations that build up intellectual capital by continuously cultivating the next generation of employees
can experience a distinct business advantage. A comprehensive succession management process can increase
employee engagement and retention, which facilitates organizational growth. Your organization’s corporate health
depends on the effectiveness, breadth, and depth of your succession efforts.
SAP SuccessFactors Succession helps HR professionals identify and develop the talent needed to improve
organizational strength and achieve today’s business goals, while providing visibility and planning for future growth.
Succession helps you increase employee engagement, foster professional growth and development, and maximize
career opportunities for top talent, making your company the employer of choice. You can better align your
workforce to the critical needs of the business by using the complete SAP SuccessFactors skills and competency
libraries.
Further business benefits of an integrated succession planning solution:
● Share key talent company-wide
● Tie development plans and opportunities to succession and talent gaps
● Include leaders in, and hold them accountable for, developing successors
● Identify and group talent pipelines for filling position
2.1
Succession Planning: Some Common Practices
Learn about a common process flow for succession planning and how the features of SAP SuccessFactors
Succession support that practice.
In an integrated succession planning process, succession planners can leverage existing talent information to suit
their specific needs as they search for the best talent.
The following process flow is common among many organizations.
1. Performance and potential ratings from calibration sessions, manager assessments of risk and impact of loss,
skills and competencies, employment history, and so on, are used to find the ideal candidates for the
succession plans of key positions.
Line managers are responsible for identifying employees in their teams with potential to grow and move
forward in the organization. Once they assess the potential, they set the relevant talent flags for their
employees like future leader, risk of loss, and impact of loss. Managers can then nominate employees to be
included in talent pools or considered as a successor for a key position.
2. Succession nominations are then discussed and confirmed in a talent review meeting.
3. Line managers review the succession plans for key positions in their area of responsibility to help secure the
continuity and success of their organization.
Succession: Implementation and Administration
Succession Planning with SAP SuccessFactors Succession
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Depending on the level in the organization, line managers might be supported by their HR business partner
(HRBP) or other internal organizations in finding the right succession candidates.
4. Users can review existing succession plans and impacts of successor moves via the Succession Org Chart,
Position Tile listing, and Lineage Chart. Succession plans can also be edited in these views on an ongoing basis
or during talent review meetings.
5. When looking into succession plans, users can look up real-time employee information, compare potential
successors side-by-side, or export data for offline discussions.
6. Users gain transparency into available high performing talent using Talent Search, Talent Pools, and the Matrix
Grid Reports, which show the current distribution of, for example, performance and potential.
A rich set of reports and analytics dashboards help users at all levels – like line managers, succession planners,
and HRBPs – understand the reliability of their succession plans, ensure proper bench strength, and identify
talent gaps.
7. Once talent gaps have been identified, development actions can be triggered using other modules like SAP
SuccessFactors Learning and SAP SuccessFactors Development, including Mentoring. Alternatively, if no
adequate successor can be identified internally, you can trigger a requisition request in SAP SuccessFactors
Recruiting.
For more information on SAP Best Practices, see the SAP SuccessFactors Process Library on the SAP Help Portal.
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Succession: Implementation and Administration
Succession Planning with SAP SuccessFactors Succession
3
Choosing Your Succession Nomination
Method
The goal of succession nominations is to create succession plans, made up of one or more successors, which you
can view in places like the succession org chart, position tiles, and the succession block of People Profile.
Succession Planning Tools
● Succession Org Chart
From the Succession Org Chart, you can manage succession plans from the perspective of your organization.
Users can navigate through the position hierarchy and look up succession plans for each of the key positions
belonging to the reporting line they selected. The position card, which expands from the org chart node, shows
the full details of the succession plan.
● Position Tile View
Using the Position Tile view, you can manage the succession plans for discrete positions that are not
necessarily connected by a position hierarchy, but that share the same set of attributes. The position card,
which expands from the position tile, shows the full details of the succession plan.
● Succession Block in the People Profile
Use the Succession block when you want to manage succession for one specific position. This approach is
particularly helpful for managers who just want to look at their team and use the People Profile for each
employee. The People Profile also allows line managers to nominate their employees as potential successors
for certain other positions using the Nomination block.
The same is true for blocks in People Profile.
● MDF Talent Pools
Talent pools enable faster planning for mid-tier positions that don't require named succession plans. For
example, all Sales Director & similar positions can draw from a single pool of nominees. You can also link MDF
Talent Pools to roles. How you set that up depends on whether you are using the legacy families and roles or
Job Profile Builder.
While MDF Talent Pools support v11 or higher, if you want talent pools to display in the position card for the
Succession Org Chart or the Position Tile view, you need v12.
Nomination Methods
There are 3 principal nomination methods to choose from when configuring your solution for succession planning:
role-person, legacy succession positions, and Metadata Framework (MDF) positions. Additionally, you can choose
to include Metadata Framework talent pool-based nominations.
Role-Person
Succession: Implementation and Administration
Choosing Your Succession Nomination Method
Position (also known as MDF Position
legacy position)
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How does it work?
The role-person nomi­
Successors are nomi­
Successors are nomi­
nation method, some­
nated to positions.
nated to the positions,
times referred to as in­
cumbent-based, is typi­
cally used for simple re­
placement planning.
Successors are nomi­
You can import or gen­
erate a separate posi­
tion hierarchy that you
use just for succession
planning purposes.
which are Generic Ob­
jects in the Metadata
Framework.
You can manage MDF
positions directly within
nated to a role + unique
SAP SuccessFactors
person combination. In
Employee Central Posi­
other words, a job code
tion Management, or, if
+ user ID.
you're not usingEm­
ployee Central Position
Management, you can
import or generate a
separate position hier­
archy just for succes­
sion planning purposes.
Requirements
Benefits
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●
People Profile
●
People Profile
●
People Profile
●
Roles and job co­
des are defined
●
You need to create
and maintain your
position model in
Succession.
●
Metadata Frame­
work
●
Role-Based Per­
missions
●
If you're not using
Employee Central
Position Manage­
ment, then you
need to create and
maintain your posi­
tion model in Suc­
cession.
●
Simple for admins
to maintain
●
Supports succes­
sion planning fo­
cused on the per­
son (incumbent)
●
Supports succes­
sion planning for
vacant positions
●
Can add to be hired
(TBH) positions in
the org chart
●
Succession plans
remain in place
through incumbent
& job code changes
Same benefits as legacy
position-based nomina­
tions, plus:
●
Expanded position
definition options
allow for custom
fields on positions
●
Effective dating of
positions captures
historical record as
positions change
Succession: Implementation and Administration
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Things to know
●
Succession plans
move with the in­
cumbent
●
If incumbent job
codes change or
they leave the or­
ganization, the as­
sociated succes­
sion plans are
dropped. They can
be restored with
the transfer import
function.
●
●
Succession plans
are linked to the
position, regard­
less of incumbent
or if it's vacant
●
Does not require
SAP SuccessFac­
tors Employee
Central license
●
●
The position model
must be main­
tained via a system
sync or import
Does require an
MDF Generic Ob­
ject implementa­
tion.
●
●
Org chart driven by
positions
RBP permissions
required
●
If you use Position
Management of
Employee Central
to manage your po­
sitions, do not
maintain incum­
bent information in
the Incumbent field
of MDF positions.
In this scenario, the
source of incum­
bent data used in
Succession is Job
Information block
in Employee Cen­
tral.
Org chart is driven
by incumbents
Links to Related SAP SuccessFactors Guides
Implementing Metadata Framework (MDF)
Role-Based Permissions
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3.1
Position-Based Nomination Methods
Choose which position-based nomination method is best for your organization.
Options for Importing or Syncing Position Data [page 22]
If you're not managing your positions through SAP SuccessFactors Employee Central, then you need to
determine which method to use for importing or syncing your position data for use in SAP SuccessFactors
Succession.
Metadata Framework (MDF) Position-Based Nominations [page 24]
MDF positions are generic objects built with the Metadata Framework that can be used for succession
planning with or without SAP SuccessFactors Employee Central.
Legacy Position-Based Nominations [page 52]
Legacy position-based nominations offer a basic position model for use in Succession only.
Migration from Legacy to MDF Position Model [page 64]
An automated migration tool is available in Provisioning for customers to migrate easily from legacy to MDF
Position model.
3.1.1 Options for Importing or Syncing Position Data
If you're not managing your positions through SAP SuccessFactors Employee Central, then you need to determine
which method to use for importing or syncing your position data for use in SAP SuccessFactors Succession.
You basically have two ways to get your position data into Succession, either through import or via sync. Which
import or sync tool you should use depends on whether you plan to use Metadata Framework (MDF) Positions or
legacy positions.
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 Recommendation
Pick one and only one of these methods for managing the position hierarchy. Combining imports with sync
operations can result in duplicating position data or overwriting good data with bad.
If you manage your positions in an external HRIS, you can set up a recurring process to import your position data
using either the MDF or legacy import tools, depending on which nomination method you use. If you don't actively
manage positions, you can use either the MDF position sync or legacy position sync tool, again, depending on your
nomination method, to maintain your positions based on employee data in your HRIS.
Import Options
● MDF Import
Recommended Method
You can import any MDF object, including custom fields and effective­dated versions of the records (either past
dated or future dated) using the Import Data tool.
Employee Central customers wishing to seed or update position data must use this option.
● Legacy Position Import
Use the Import Positions tool to import position data if you are using the legacy position nomination method.
Sync Options
 Recommendation
The most effective way to manage positions is through a recurring import process or by using SAP
SuccessFactors Employee Central position management. If you use a sync option, you should also build a
process around manually managing the data as the sync result is just an approximation of your position model,
based on your employee data.
● MDF Position Sync
If you're not managing position data in an external HRIS system, you can still take advantage of the MDF
Position-based nomination method by creating and updating a position model in Succession that reflects your
employee hierarchy.
● Legacy Position Sync
The Sync Position Model with Employee Data tool in the Admin Center allows you to create and update
positions based on your employee data when you're using the legacy position-based nomination method.
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3.1.2 Metadata Framework (MDF) Position-Based Nominations
MDF positions are generic objects built with the Metadata Framework that can be used for succession planning
with or without SAP SuccessFactors Employee Central.
When you want to use position-based nominations for you succession planning, MDF positions provide you with all
the flexibility and benefits of the Metadata Framework and can be used with or without SAP SuccessFactors
Employee Central.
 Recommendation
If you're using Employee Central to manage your positions, then you should only use MDF position-based
nominations. In this situation, the same position object is shared between Employee Central and Succession.
For more information, see Employee Central Position Management.
Like all generic objects, MDF positions can have custom fields and support effective dating--the capture and
tracking of past and future changes to position records.
 Note
The Succession Org Chart only reflects the current state of position data. So while the MDF position object
handles effective dating, the Succession Org Chart only displays the data accurate for the current date and
time.
Requirements
● MDF with Generic Objects
Implementing Metadata Framework (MDF)
● Role-Based Permissions
Role-Based Permissions
When to Use the MDF Position-Based Nomination Method
If any of the following statements describe your situation, then MDF position-based nominations are
recommended.
● You use SAP SuccessFactors Employee Central with position management
Additional features supported include multiple incumbents per position, the position organization chart, and
workflow for position changes.
● You are using Role-Based Permissions (RBP)
Permissions can be applied to the position objects directly—eliminating the need for a placeholder user record
behind the position record.
● You manage positions in an external HRIS
● You need multiple custom fields for your position data
● You want effective­dated position data
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● You want to handle vacant positions without the need to create to be hired (TBH) positions
● You want to search by position title
● You want to use the Position Tile View
● You want to enable succession planners to edit positions directly from the Succession Org Chart or Position Tile
View (using role-based permissions)
Configuration Considerations
Implementing the MDF position-based nomination method requires some additional steps beyond the baseline
Succession configuration:
1. Enable Generic Objects, part of the Metadata Framework.
2. Define the position generic object, including label translations as needed.
3. Define (or import) Generic Object picklists and set up related data for the necessary fields in your MDF position
object.
4. Configure permissions to apply to the desired employee fields and permissions, including RBP target
permissions for positions.
5. Select which position fields to present in the position information block for People Profile, if any.
6. Build ad hoc reports to use the “Succession planning with EC position” or the “Succession planning without EC
position” family of report builder views.
3.1.2.1
Provisioning Settings for MDF Position Nominations
Set your succession nomination method in Provisioning to use Metadata Framework (MDF) Positions.
Prerequisites
● Role-Based Permissions are enabled
For more information, see Role-Based Permissions.
● MDF Generic Objects are enabled
For more information, see Implementing Metadata Framework (MDF)
Context
 Caution
If you're currently using the role-person nomination method, your existing succession plans will be lost once
you change to a position-based nomination method for your instance. Use the ad-hoc report builder to export
your existing nominations then import the successors once you've created your position model.
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If you're currently using the legacy position-based nomination method, contact SAP Cloud Support to migrate
your existing nomination and position data to MDF.
 Remember
As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact SAP Cloud
Support.
Procedure
1. In Provisioning, go to Company Settings.
2. For Succession nomination method, choose MDF Position.
Next Steps
Before you can begin succession planning with MDF position-based nominations, you must also assign the
associated role-based permissions, define the MDF position object, configure searchable fields, and import (or
sync) your position data.
3.1.2.2
Role-Based Permissions for MDF Position-Based
Nominations
3.1.2.2.1
Assign Administrator Permissions for the Metadata
Framework
Before you can start succession planning with Metadata Framework (MDF) position-based nominations or using
MDF Talent Pools, you have to define the related MDF objects, which requires some role-based permissions.
Prerequisites
● Role-Based Permissions are enabled
● MDF position-based nominations are enabled
● MDF Talent Pools are enabled.
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Procedure
1. Go to
Admin Center
Tools
and search for Manage Permission Roles.
2. Choose your administrator role.
3. Click Permission.
4. Under Administrator Permissions, select Metadata Framework.
5. Select the following permissions.
○ Configure Object Definitions
○ Manage Data
○ Configure Business Rules
○ Access to non-secured objects
○ Import Permission on Metadata Framework
○ Admin access to MDF OData API
○ Manage Configuration UI
○ Manage Positions
○ Manage Sequence
3.1.2.2.2
Position Target Populations for MDF Positions
Learn about extending permissions by using the position-level target populations available with Metadata
Framework (MDF) Positions.
With MDF Positions, you have more control over your permission settings and can extend your permissions beyond
user-based attributes. The advantage of the position-level target population is that permissions are independent of
the position’s incumbent. If a user has access to a position, they continue to enjoy the same access even if the
incumbent changes on the position. This permission capability also provides better control over vacant positionlevel permissions and eliminates the need for a placeholder, to be hired (TBH) user record. This level of control is
critical during succession planning.
 Example
A succession planner has permissions to do planning for your finance organization. When an employee moves
from finance to accounting, the access permission remains on the position. This allows the succession planner
to continue accessing the finance position the employee vacated and to continue managing its plans.
There are a few important points to understand about how target populations work with MDF Positions.
● A target population based on positions is required for the MDF position-based nomination method where key
succession planning permissions are applied to positions.
● The option to choose a target population based on positions is available when any of the visibility or action
permissions for positions is assigned.
● The following succession planning permissions only work with position-level target populations when you're
using the MDF position-based nomination method::
○ Succession Planning: Access to the position is required to add or delete successors for that position. At
minimum, the View Current visibility permission is required for a position, once the target populations are
configured.
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○ Succession Management and Matrix Reports: At minimum, the View Current visibility permission is
required to view the successors for a position.
○ Succession Approval: Access to the position is required to approve or reject a pending successor for that
position. At minimum, the View Current visibility permission is required for a position, once the target
populations are configured.
● The position-level target population defaults to All positions. Adjust the target population to ensure that users
only have access to view or manage the positions they are intended to view or manage.
 Note
If you have selected multiple inclusion criteria, only the positions that meet all the criteria are the permitted
target population.
3.1.2.2.3
Defining Position-Level Target Populations for MDF
Position-Based Nominations
Adjust the target population to ensure that users only have access to view or manage the positions they are
intended to view or manage.
Context
The position-level target population defaults to all positions.
 Note
Regardless of target population settings, succession planners should have, at a minimum, the View Current
permission for positions.
Procedure
1. Go to
Admin Center
Tools
and search for Manage Permission Roles.
2. Choose a relevant role and under Grant this role to..., choose Add or Edit Granting.
3. Specify a target population for the planning permission.
4. Go to
Specify the target population for the other objects
Position , choose Restrict target population to.
The section expands to include several options for restricting access based on both position attributes and
hierarchy.
5. Make your selections and save your changes.
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Related Information
Assign Visibility and Action Permissions for MDF Positions [page 30]
3.1.2.2.4
Excluding Succession Planners’ Own Positions from
Their Target Permission
Exclude the Succession Planners’ own positions from their succession planning permission. When excluded, they
are not permitted to plan succession for their own positions.
Context
To exclude the permission, you first exclude the granted users from the target population of the succession
planning, then exclude their positions from the positions that they are permitted to view or manage.
Procedure
1. Go to
Admin Center
Tools
and search for Manage Permission Roles.
2. Choose the relevant role and under Grant this role to..., choose Edit Granting.
3. Exclude the granted users themselves from the target population. To do that, select Exclude Granted User from
having the permission access to him/herself.
4. Go to
to.
Specify the target population for the other objects
Position , and choose Restrict target population
5. Exclude the granted users themselves from the permission to their positions. To do that, select Exclude Access
to Granted User’s Position.
Results
The users are not permitted to plan or view succession for their own positions, even if they have the succession
planning permission over their organizational areas.
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3.1.2.2.5
Assign Visibility and Action Permissions for MDF
Positions
Define role-based permissions to control which roles can see Metadata Framework (MDF) position data and which
roles can manage MDF positions.
Prerequisites
● Role-Based Permissions are enabled
● MDF position-based nominations are enabled
Context
Some role-based permissions require that you define a target population for the permission, for example the
Succession Planning permission. For MDF position-based planning, you can also choose to have that target
population based on position attributes. You can further refine permissions by selecting the visibility and action
settings for each role.
Procedure
1. Go to
Admin Center
Tools
and search for Manage Permission Roles.
2. Select the role to grant permissions and click Permission.
3. Select Miscellaneous Permissions.
4. Find the section for Position, and select the Visibility options you want to set for the role.
Succession planners should have, at a minimum, View Current assigned.
5. Next, select the Action options you want to set for the role.
Option
Description
Create
Role can create new positions
Insert
Role can insert a new effective dated record to an existing position
Correct
Role can make corrections to position values
Delete
Role can soft delete positions with an effective end date
Roles with associated action permissions can manage positions by going to
Admin Center
Tools
Manage Positions .
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 Note
The action settings you set in Miscellaneous Permissions do not grant permission to edit or delete the
actual position object. The settings only grant permission to manage the positions
Example
The following is an example of a typical configuration for Succession related roles:
Roles with permission
Administrative Privileges
Succession Planning
Other Succession Permissions
3.1.2.2.6
Recommended Miscellaneous permission
●
Create
●
Insert
●
Correct
●
Delete
●
View Current
●
View History
●
Create
●
Correct
●
Delete
●
View Current
●
View Current
●
View History
Mapping Attributes to MDF Positions to Manage
Permissions for Vacant Positions
By mapping attributes from incumbents to Metadata Framework (MDF) Positions, you can manage Role-Based
Permissions (RBP) for vacant positions, even if your RBP settings are based on user-related fields.
Prerequisites
Employee Central Position Management is not activated in Provisioning
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Context
To include vacant positions in the definition of a target population for RBP, you can update fields in MDF Positions
with data from employee records. Once you define the mapping between the USERINFO_SYS table and the MDF
position object, the system keeps the field values of the previous incumbent for vacant positions.
The information updated at the position level via this mapping will then render in all module areas, like Succession
Org Chart, Nomination and Succession Portlets, ad hoc reporting, and so on.
 Note
There is no impact on existing MDF Position Sync processes if you choose not to map attributes.
Procedure
1. Go to
Admin Center
Tools
Succession Settings
Update Position Attributes .
2. Choose whether to update the MDF position information with user data only during MDF position sync or
whenever a position is saved or imported.
3. Map the attributes by selecting the relevant user fields and the corresponding MDF fields. You can choose up to
10 fields to map, from both standard and custom fields in the USERINFO_SYS records.
3.1.2.3
Configuring the MDF Position Object
3.1.2.3.1
Defining the MDF Position Object
You can define the Metadata Framework (MDF) position object to suit your succession planning needs.
Prerequisites
● You have enabled the MDF position-based nomination method via Provisioning
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search box, select Object Definition and in the second box, type Position.
3. From the resulting list, choose the Position object.
The position object definition is displayed, divided into the following sections:
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○ Fields: Contains all the delivered and custom fields that display for the position (based on visibility
settings)
○ Associations: Defines other MDF objects that can be associated with the position. The default
parentPosition association lets the Succession Org Chart render a hierarchy
○ Searchable Fields: Defines which position fields are available in the keyword search on the Succession Org
Chart and Position Tile View
○ Business Key Fields: Not required for Succession
○ Security: Required to associate MDF Position with role-based permissions (RBP)
○ Rules: Configured rules on the position object. Rules are not required for a Succession only configuration,
but are required for Employee Central configurations.
4. To make changes to the position object, click
Take Action
Make Correction .
A typical Succession only set-up only needs a few delivered fields from the position object.
Fields that refer to Foundation Object are really only relevant during an Employee Central implementation and
shouldn't be enabled for a Succession only implementation.
Example
The following are the fields suggested for a Succession only implementation. You can add additional custom fields
or use one of non foundational delivered fields as well, but there is no delivered succession planning functionality
based on those fields.
User Entered /
Field Visibility for
Supported by MDF Required for Suc­
Succession with­
Position Field
Value Assigned by
system
Purpose
Import
cession planning
out EC
code
User
External Position
Yes
Yes
Visible
Yes
Not required, but
Visible
Code that is visible
users
externalName
User
Free form text for
Position title. Make
highly recom­
sure that the title is
mended
accurate as this is
used in various
Succession func­
tionality
effectiveStatus
User
Indicates whether
Yes
Yes
Visible
the position is ac­
tive
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User Entered /
Field Visibility for
Value Assigned by
Supported by MDF Required for Suc­
Succession with­
Position Field
system
Purpose
Import
cession planning
out EC
effectiveStartDate
User
Indicates the date
Yes
Yes
Visible
when the position
becomes effective
for Succession
Planning
effectiveEndDate
System
Auto generated end No
Yes, but the system Visible
date for the posi­
generates it
tion object
positionCriticality
User
Indicates whether
Yes
Yes
Visible
the position is a
“key position”. Ref­
erences a MDF
Picklist “Position­
Criticality”
incumbent
User
Field indicating the
Yes
Optional; MDF Posi­ Visible
incumbent user for
tion can accept an
the position. Al­
empty incumbent
though EC doesn’t
field and will create
use this field, this is
a true vacant posi­
needed for Succes­
tion
sion functionality.
Leave field blank if
the position is va­
cant
3.1.2.3.2
Defining Searchable Fields on the MDF Position
Object
Define which Metadata Framework (MDF) position object fields are available to search or as filters.
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search, box select Object Definition and in the second box, type Position.
3. From the resulting list, choose the Position object.
4. Click
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5. In the Searchable Fields section, add the fields you want users to be able search on, and save your changes.
Related Information
Configuring Filter Options for Position Tile View [page 235]
Configuring the Disable Searchable Fields Config in Auto Complete [page 236]
3.1.2.3.3
Configuring MDF Position Object Security Settings
Configure the security settings to associate the Metadata Framework (MDF) position object with role-based
permissions (RBP).
Context
Setting up the MDF position object with Miscellaneous Permission settings for RBP, allows you to assign read or
write permissions on the MDF position object.
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search box, select Object Definition and in the second box, type Position.
3. From the resulting list, choose the Position object.
4. Click
Take Action
Make Correction .
5. In the Security section, select Yes for Secured and Miscellaneous Permission for Permission Category.
6. Save your changes.
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3.1.2.3.4
Defining MDF Position Object Field Labels and
Visibility
You can adjust the visibility of Metadata Framework (MDF) position object fields or change their labels to meet your
specific needs.
Context
There are some fields that are neither a foundation object nor a technical need field. You can still set them to visible,
but there are no succession planning features or functions that leverage those fields.
 Example
For example, you could set the Vacant field to visible. But, because there are no automated features that mark
the field vacant when an incumbent leaves, you would still have to manually maintain the values for that field.
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search, box select Object Definition and in the second box, type Position.
3. From the resulting list, choose the Position object.
4. Click
Take Action
Make Correction .
5. To change the visibility for a field, click Details next to the relevant field.
6. Click Visibility and choose one of the options.
Option
Description
Editable
The field becomes editable for anyone who has the create, insert, or correct permission assigned on the posi­
tion object
Not Visible This value sets the field to invisible and not available either on the UI or on the import file
Read Only
Makes the field read only on the UI; values can still be imported using the MDF Import
7. We recommend that you set the following fields to invisible:
User Entered / Value As­
36
Field Visibility for Succes­
Position Field
signed by system
Purpose
sion without EC
rowId
System
Technical Need
Invisible
mdfSystemRecordStatus
System
Technical Need
Invisible
internalId
System
Technical Need
Invisible
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User Entered / Value As­
Field Visibility for Succes­
Position Field
signed by system
Purpose
sion without EC
positionTitle
User
Legacy position title field
Invisible
criticality
User
Legacy criticality field
Invisible
comment
User
Free form text to add com­
Invisible
ment
changeReason
User
Dropdown indicating the rea­ Invisible
son for changes to the posi­
tion. Configured by picklist
“Change Reason”
description
User
Free form text to describe the Invisible
position
jobCode
User
Foundation Object
Invisible
jobTitle
User
Free form text to enter jobTi­
Invisible
tle of the incumbent
jobLevel
User
Dropdown value derived from Invisible
the picklist “Job Level”
employeeClass
User
Dropdown value derived from Invisible
the picklist “Employee Class”
regularTemporary
User
Dropdown value derived from Invisible
the picklist “Regular Tempo­
rary”
targetFTE
User
Numeric value indicating the
Invisible
number of FTEs for the posi­
tion.
vacant
User
Boolean field indicating
Invisible
whether the position is va­
cant or filled
company
System
EC Foundation Object
Invisible
businessUnit
System
EC Foundation Object
Invisible
division
System
EC Foundation Object
Invisible
department
System
EC Foundation Object
Invisible
location
System
EC Foundation Object
Invisible
costCenter
System
EC Foundation Object
Invisible
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User Entered / Value As­
Field Visibility for Succes­
Position Field
signed by system
Purpose
sion without EC
createdBy
System
EC Foundation Object
Invisible
createdDate
System
Technical Need
Invisible
lastModifiedBy
System
Technical Need
Invisible
lastModifiedDate
System
Technical Need
Invisible
mdfSystemObjectType
System
Technical Need
Invisible
8. You can also change the field Label.
9. To add or edit localized labels for the field, click  (View Translations).
If you don't enter your own labels, the system displays the default label.
3.1.2.3.5
Defining Picklists for Use with the MDF Position
Object
You can associate a custom field in the Metadata Framework (MDF) position object with an MDF picklist.
Context
You can define MDF generic object picklists, including label translations, as needed. Then you can associate a
picklist with a custom field in the MDF position object. You can also import picklist values with the generic object
import tool.
Procedure
1. Go to
Admin Center
2. Choose
Create New
Tools
Configure Object Definitions .
Picklist .
3. Define your picklist details and values.
 Tip
You use the Name of the picklist when associating it with a position object field, so be sure to enter one
even though it's not a required field.
4. Save your changes.
5. From the Configure Object Definitions screen, in the first search, box select Object Definition and in the second
box, type Position.
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6. From the resulting list, choose the Position object.
7. Click
Take Action
Make Correction .
8. For the relevant field, click Details.
9. Type the name of your picklist in the Valid Values Source field.
10. If you're using any of the following fields on the MDF position object, you need to define and then assign the
picklists for them.
Option
Description
Change Reason
Reason for changing positions
Example: Position Change, Position New, Reorganization, and so on
Employee Class
Example: Consultant, Temp, Apprentice, Intern, and Employee
Job Level
Example: Director, Manger, Supervisor, Individual Contributor, and so on
Regular Temporary
Example: Regular, Temporary, Sub-Contractor, and so on
3.1.2.3.6
Defining Associations on the MDF Position Object
Define which other Metadata Framework (MDF) objects can be associated with the position.
Context
Before you can define an association, the MDF position object itself needs to be defined so the association has
something to reference.
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search, box select Object Definition and in the second box, type Position.
3. From the resulting list, choose the Position object.
4. Click
Take Action
Make Correction .
5. Click Details for the associations you want to adjust, or add your own.
 Note
The default parentPosition association lets the Succession Org Chart render a hierarchy. The following
table lists the standard settings for the association.
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Field
Value
Type
Valid When
Multiplicity
One To One
DestObjectId
Position
Required
No
Visibility
Editable
Label
parentPosition
6. Save your changes.
3.1.2.4
Enabling Split Search Fields for Nominations
To improve performance, you can split the nomination search fields for position and incumbent.
Context
Applicable for those customers using the MDF position-based nomination method (with or without Employee
Central Position Management) and who have a very large number of positions.
This configuration option splits the position search in the nomination dialog into two fields: one to search by
incumbent name and the other to search by position. When searching by incumbent name, the system considers
first name, last name, middle name, or full name. When searching by position, the system considers position
searchable fields, position title, and position code.
Once enabled, this setting applies to all nomination dialogs across Succession.
 Recommendation
Enabling this feature is recommended for those customers who have more than 50,000 positions.
Procedure
1. Go to
Admin Center
Succession
Nominations Setup .
2. Select the following option: In "Add Nomination" dialog, show separate fields for "Position" search and
"Incumbent" search (recommended for better performance with extremely large number of users and positions).
3. Save your settings.
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3.1.2.5
Storing Job Codes at the Position Level
Storing job codes at the position level allows you to use the position job codes, instead of incumbent job codes, for
succession planning purposes.
Enabling position level job codes, makes the following list of processes key off the position job code and not the
incumbent job code.
 Note
You should carefully consider whether this behavior is the right fit for your business.
● Store job codes on Metadata Framework position object that could potentially be different from the
incumbent’s job code
● View role information based on the position job code
● Add successors for the position by comparing nominees against the position’s job requirements (as opposed
to the incumbent’s job requirements)
● Evaluate successor readiness for the position’s job requirements
● Create job requisition using the position’s requirements
● Map talent pools using the position’s job code
 Note
This feature supports both legacy Families and Roles as well as Job Profile Builder.
A related Job Profile Builder allows you to map skills and competencies at the position level. Combined with
MDF position-level job codes, you have a powerful, position centered succession planning set of tools.
3.1.2.5.1
Enabling the Job Classification Object
If you're not using SAP SuccessFactors Employee Central or if you don't have the Job Profile Builder configured to
use job classifications already, you need to import your job codes as job classifications so that you can use
position-level job codes for succession planning with MDF positions.
Prerequisites
● Foundation Objects are enabled in Provisioning
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
● You do not have SAP SuccessFactors Employee Central
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 Note
If you already have SAP SuccessFactors Employee Central, the job classification object should already be
configured and the job classification data already imported.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Select your administrator role and click Permission.
3. Under Administrator Permissions, select Manage Foundation Objects and then Select All.
Your administrators now have permission to import and manage the foundation objects.
4. Once permissions to foundation objects are enabled, go to
Admin Center
Tools
Import Foundation
Data .
5. Download the CSV template and then import your Job Codes as Job Classifications.
The following are the only fields required for the Job Classification:
1. Job Code
2. Effective Date
3. Status
3.1.2.5.2
Enabling the Job Code Field on the MDF Position
Object
Once you've enabled the job classification object, you can enable the job cod on the Metadata Framework (MDF)
position object.
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search, box select Object Definition and in the second box, type Position.
3. From the resulting list, choose the Position object.
4. Locate the Job Code field and click Details.
5. Change the visibility of the field to either Editable or Read Only, depending on your business needs.
Editable simply allows you to edit the Job Code from the screen directly, while setting it to read only will let you
import the value, but not edit it from the UI.
6. Save your changes.
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Results
All succession planning processes will key off the position job code field and not the incumbent job code.
3.1.2.6
Importing and Syncing MDF Position Data
3.1.2.6.1
Importing Position Data for the MDF Position-Based
Nomination Method
If you manage your positions in an external HRIS system, you can feed your position data to Succession through
scheduled imports.
Context
You use the same Metadata Framework (MDF) import and export function that you use for any other MDF objects
to import your position data from your external HRIS. This same tool is used for both the initial load of position data
as well as delta imports, which only import those positions that were changed in your external HRIS since the last
import. This is supported via the Suppress Duplicate Inserts option.
For more information, on the full set of features for the MDF import tool, refer to the MDF guide, Importing Data.
 Remember
Use the Import and Export Data admin tool if you are using nominations based on MDF positions. The Position
Management: Import Positions and Position Management: Export Positions admin tools are only relevant for
legacy positions.
Procedure
1. Go to
Admin Center
Tools
Import and Export Data .
2. Select the action, Download Template.
3. Select the Position generic object.
4. For Include Dependencies, select No.
This option is only required when the position object refers to other objects and you want to import those
objects as well.
The template displays fields that have been set to either Edit or Read-only in the position object definition.
Fields set to Invisible are not available
5. To import the file, select the action, Import Data.
6. Select Position as the generic object.
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7. Locate and upload the file.
8. Choose Incremental Load as Purge Type.
Incremental loads are the suggested method of import. When importing a position file, only the positions that
are included in the file are updated. With the incremental load option, positions that are not in the file will not
be updated or deleted.
3.1.2.6.1.1 Exporting MDF Position Data
If you're using Metadata Framework (MDF) Position-based nominations in your system, you can export your
position data using the standard MDF import and export tools.
Context
If you are using legacy position-based nominations, the MDF import and export tools do not apply.
Procedure
1. Go to
Admin Center
Tools
Import and Export Data .
2. Select the action, Export Data.
3. Select the Position generic object.
4. Select the other export parameters you need and click Export.
Results
Upon completion, your download file is available from
Admin Center
Tools
Monitor Job .
For more information, see Exporting MDF Data in the MDF guide.
3.1.2.6.2
Manually Managing MDF Position Data
You have several options for manually managing your position data when you use Metadata Framework (MDF)
position-based nominations.
● Succession Org Chart and Position Tile View
Depending on your permissions, when you open a position card from either the Succession Org Chart or the
Position Tile View, you have a menu option to Show and Edit Position and Delete Position.
● Manage Data tool in the Admin Center
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This is the same tool you use to manage all MDF objects. Use it to create, find, and update position records,
optionally including effective­dated changes.
 Note
The manual data management option can be combined with a one-time import to do the initial data load
from a legacy system, but should not be combined with regular position imports due to the high risk of
accidental data overwrites.
● SAP SuccessFactors Employee Central Position Management
Employee Central customers using Position Management can only manage their positions in that module,
which contains a Position Organization Chart.
3.1.2.6.3
MDF Position Sync
If you do not maintain positions in your HRIS but you want to use position-based succession planning, you can use
MDF Sync to manage positions in Succession based on your HRIS employee data.
You can use the MDF Position Sync tool to create and update a position model reflecting your employee hierarchy.
MDF Position Sync is an option that allows you to plan succession based on positions rather than on role-person
even if you don't maintain position information in your HRIS. The sync takes the information from the people
import of your HRIS and replicates the reporting hierarchies as position hierarchies that you can use for succession
planning.
The position sync has three basic triggers which are processed sequentially during every sync:
1. An employee leaves the company (is deactivated)
2. An employee joins the company (is activated)
3. An employee’s manager changes
All of these conditions may occur in the course of a single organizational event, such as a reorganization.
None of the position updates made by the sync are new effective dated records, but are instead updates to the
existing records. In other words, a new a record is not inserted by the sync for updates, rather the current record is
simply updated.
 Remember
The sync is an attempt to automate and best guess complex organizational decisions to support positionbased succession when positions are not managed in your HRIS.
It is anticipated that in some situations the sync will not yield results that exactly match the intended decisions.
New reports that summarizes sync related changes will alleviate those concerns.
Recommendations for Sync Logic
To ensure optimal sync results, please consider the following recommendations:
● Employees should report either to an active manager or to a "placeholder" manager while importing employee
files.
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● If you have configured additional fields that are not automatically updated by the sync, ensure that those fields
are not marked as required.
● If you store position titles in language locale en_US, do not disable en_US locale by use of defaultValue for
translation in the MDF model.
 Note
The system compares the position incumbent’s title (employee based) and the position title (position
based) to determine whether the titles match based on the defined conditions.
● If you store position titles in languages other than en_US, select which languages to sync before running the
sync to avoid results like empty position titles..
 Note
If you select only one language, the other languages are not affected.
● For customers, who are Succession Planning for only a small number of positions, the MDF Position
administration UI is recommended to manually manage positions instead of the sync.
Initial Sync
1. User Becomes Inactive [page 47]
This update to the position model is initiated when the sync logic finds inactive employees with active
positions within the system.
2. User is Activated [page 47]
This update to the position model is initiated when the sync logic encounters an active user without an
assigned position.
3. User has a New Manager or Position Title [page 49]
This update is initiated when an employee’s manager or job title changes.
4. MDF Position Sync Email Notification [page 52]
Once the MDF Position Sync is complete, the system sends an email notification to administrators.
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3.1.2.6.3.1 User Becomes Inactive
This update to the position model is initiated when the sync logic finds inactive employees with active positions
within the system.
This is the first scenario the MDF Position Sync processes. It checks for employees who have been deactivated due
to separation, leave of absence, and so forth. These inactive employees (employee status is not “active”, updated
either via employee import or manual change) still have active positions (active positions are those that are not
deleted and are effective) within the system.
The sync follows the logic below:
● If there are no successors associated with the position, delete the existing position of the inactive employee by
providing an effective end date.
If the position has direct reports and no new manager is selected, then the direct reports are updated to no
manager.
● If there are successors associated with the position, make the position a vacant position by removing the
incumbent (the inactive employee) and keep the associated successors.
Parent topic: MDF Position Sync [page 45]
Next: User is Activated [page 47]
3.1.2.6.3.2 User is Activated
This update to the position model is initiated when the sync logic encounters an active user without an assigned
position.
When an employee is activated, for example as a new hire or returning from leave of absence, the sync will attempt
to find an existing vacant position to match before creating a new one.
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This sync follows the following logic:
● If there is an existing vacant position with the exact same reporting relationship, make the active employee an
incumbent for this vacant position.
The reporting relationship in this context is defined as having the same manager in the parent position and the
same direct reports in child positions.
The number of direct reports to the vacant reports has to be >0 for this condition.
The position title (based on the languages selected for the sync) need not match for this condition.
● If there is an existing vacant position with same position title (based on the languages selected for the sync)
and same manager (in parent position) but no direct reports (child position), make the new active employee
incumbent for the vacant position.
If there are multiple vacant positions that match these criteria, a random position is assigned to the new active
employee.
● If there are existing vacant positions that do not match the above two criteria, create a new position for the new
active employee reporting to the manager’s position according to employee records.
● If there are no vacant positions available, create a new position for the active employee reporting to the
manager’s position according to employee records.
Parent topic: MDF Position Sync [page 45]
Previous: User Becomes Inactive [page 47]
Next: User has a New Manager or Position Title [page 49]
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3.1.2.6.3.3 User has a New Manager or Position Title
This update is initiated when an employee’s manager or job title changes.
These changes can occur for a variety of reasons including transfer, promotions, expat assignments, leave of
absence, and so on. The system compares the incumbent on the parent position and the position title (based on
the languages selected for the sync) to determine if the manager/job title in the employee record is different from
the manager/position title in the position record. This step is critical to ensure that successors are retained
properly during all such cases.
This is the third MDF Position Sync scenario and completes the previous two scenarios and properly assigns
employees to active managers.
This sync follows the following logic:
● If the manager and job title in the employee record is different from the position record (parent position and
position title), then check the following:
○ If there are successors attached to the existing position, a new position is created for the employee. This
new position reports to their new manager’s position and has a new position title copied from the job title.
The old position is updated to a vacant position by removing the incumbent, successors are retained to the
vacant position, vacant position retains the old position title.
○ If there are no successors attached to the existing position, the position is updated to report to the new
manager’s position and the position title is updated (copied from job title).
No vacant positions are created.
● If only the employee’s manager changes, the employee’s existing position is simply updated to report to the
new manager.
Successors are retained with the position.
 Caution
A rare use case where an employee is transferred to a new department, but retains the old position title
may result in successors moving with the employee’s position to the new department. Administrators are
advised to review the email notification and identify potential instances where successors may have
changed departments.
● If only the employee’s job title is different than the existing position title, the employee’s position title is
updated to reflect the new job title.
No new positions are created.
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Examples
Parent topic: MDF Position Sync [page 45]
Previous: User is Activated [page 47]
Next: MDF Position Sync Email Notification [page 52]
Related Information
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Technical Fields Compared During MDF Position Sync [page 51]
3.1.2.6.3.3.1 Technical Fields Compared During MDF Position
Sync
The technical fields actually compared during MDF sync for the scenario where a user's manager or position title
changes.
MDF Position Model
User Attributes field
from
Operation
field
Additional Information
User.id
User_Sys_Info
-->
Position.incumbent
String type value
By comparing content
of these fields the sync
logic identifies the posi­
tion that matches the
user.
Then the following com­
parisons and updates
take place.
User.title
User_info elements
-->
Position.external­
User_title updates the
Name.en_US
en_US value of the posi­
tion’s title, which is a
generic object of “GO­
LocalizedData”.
Position.title is out­
dated and should not be
used.
User.managerPosition
User_info
-->
Position.parentPosition
Fields User.managerPo­
sition and Position.pa­
rentPosition are com­
pared.
The sync logic first
reads the user’s man­
ager, then identifies the
position of that man­
ager.
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3.1.2.6.3.4 MDF Position Sync Email Notification
Once the MDF Position Sync is complete, the system sends an email notification to administrators.
The email notification contains an attached spreadsheet detailing all the position changes (additions/ updates/
deletions) made by the sync. The detailed email notification can be used by administrators to review position
changes and take any action.
Sync Results Spreadsheet Data
Action Taken
Summary of the action taken. Sample values are:
●
User Dropped from the position (when a position is up­
dated to TBH)
●
New Position Created
●
Position Updated (when a position title and/or position’s
manager is updated)
●
Position Deleted (when a position is deleted)
●
User Placed in Position (when a position is updated with
an incumbent)
Position Code
External Position Code (not the internal position_id)
Incumbent User Id
Incumbent User’s identification
Incumbent Name
Incumbent user’s full name
Incumbent Title
Incumbent’s position title
Incumbent Department
Incumbent’s department
Position had Successors
Indicates if the position being referred has successors or not
Note
Detailed description of the change and in some cases explains
the reason for change. Example:
●
TBH Position exists with same manager and direct reports
Parent topic: MDF Position Sync [page 45]
Previous: User has a New Manager or Position Title [page 49]
3.1.3 Legacy Position-Based Nominations
Legacy position-based nominations offer a basic position model for use in Succession only.
If you want to use position-based nominations for your succession planning but don't need the additional features
available with Metadata Framework (MDF) positions, you can select the legacy position nomination method.
The legacy position-based nomination method uses a position model that was developed just for succession
planning purposes. Position records have a small and fixed set of attributes: incumbent, manager position, key
position, and title. The rest of the information is stored with the incumbent record.
The primary benefit of legacy position-based nominations is that you can plan for to-be-hired (TBH) positions and
not lose associated succession plans when a user changes job codes or becomes inactive. TBH records are
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supported by creating and managing a vacant user record paired with the position. This process relies on the same
person-based permissions and target populations as role-person nominations.
You manage positions either via import from your external HRIS or with a sync process that mirrors the employee
structure to the position structure.
3.1.3.1
Provisioning Settings for Legacy Position
Nominations
Set your succession nomination method in Provisioning to use (legacy) positions.
Context
 Caution
If you're currently using the role-person nomination method, your existing succession plans will be lost once
you change to a position-based nomination method for your instance. Use the ad-hoc report builder to export
your existing nominations then import the successors once you've created your position model.
 Remember
As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact SAP Cloud
Support.
Procedure
1. In Provisioning, go to Company Settings.
2. Select True Position Hierarchy and for Succession nomination method, choose Position.
3. If you haven't already, select Ultra OrgChart.
Position-based nominations only work with the Succession Org Chart, which requires this setting for v11 and
higher.
Next Steps
Before you can begin succession planning with legacy position-based nominations, you must import or sync your
position data.
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3.1.3.2
Creating the Position Model
3.1.3.2.1
Importing Position Data for Use with Legacy
Position-Based Nominations
If you're maintaining positions in your external HRIS, you can set up an import process to make your position data
available for succession planning.
This option is intended for customers already managing positions in their HRIS or other master system, or
customers who have purchased succession planning licenses for a smaller population than the number of total
employees they are loading.
 Note
If you have used the sync method initially to create positions (for demo purposes or otherwise) and would like
to switch to importing positions, ensure that the positions created by sync are DELETED before initiating the
import. Use the Export Positions admin tool to download the existing position data. Once you've updated the
action in the file to "DELETE, " use the import tool to load the data back into the system.
Access position management tools for use with legacy position-based nominations at
Admin Center
Tools :
● Position Management: Import Positions
● Position Management: Export Positions
 Remember
If you're using Metadata Framework (MDF) Position-based nominations, use the standard MDF admin tools for
importing or exporting position data, Import and Export Data.
You use the import file to create and update the incumbents of position records, as well as attributes of vacant
positions. The same format can be exported from a position model on demand. The order of the columns may vary
and additional fields may be inserted in the future. The same file format is used for both imports and exports.
Columns that are optional can be omitted in their entirety from the import, and the system will only insert or
update the other field values. However, the columns may still be required for effective use of the system, so all
columns are recommended.
Specify the manager userID for TBH positions created via the import file to match the incumbent of the manager
position, to ensure that planning and visibility permissions are correctly applied.
If you import all your position data from an HRIS, you may want to disable position editing functions for succession
planners. Go to Admin Center Tools Org Chart Configuration Position Dialog and deselect Allow
succession planners to view position details, even if they do not have MDF position permissions.
In the import file, only the first 5 fields—Model, PositionCode, userID, ManagerPos, and KeyPosition—are stored in
the Succession position record. All other fields are held in user records, including TBH positions, which get an
invisible vacant user record. So it's important to consider the following:
● If you enter these values for a TBH position and then fill the position with an employee, the original vacant
employee record is removed and the position now assumes the title, department, division, matrix, and custom
managers, of the new incumbent.
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● Conversely, if you remove an incumbent from a position, the system will create a new vacant employee record,
copying the title and the fields relevant for permissioning (such as department, division, matrix, and custom
managers for example) from the prior incumbent.
These vacant employee records are managed by the system and are not reflected in the succession planning tools.
With this mechanism, the position and employee records are never in conflict, since the position takes on the
qualities of the incumbent.
Related Information
Import File Format for Legacy Position-Based Nominations [page 56]
3.1.3.2.1.1 Position Import Error Codes
A reference list of error codes you may encounter when importing position data.
Error Code
Description
Applies only to TBH Positions
-5
Invalid Manager ID
-7
Invalid UserID
-10
Manager Cycle Detected
-15
Invalid Matrix Manager ID
X
-17
Invalid Custom Manager ID
X
-18
Invalid Second Manager ID
X
-19
Second Manager Cycle Detected *
X
 Note
Some error codes only appear for TBH positions because the relevant fields for incumbents are not updated via
the position import, even if you include the values in the import file.
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3.1.3.2.1.2 Import File Format for Legacy Position-Based
Nominations
The import file is used for creating and updating the incumbents of position records when you're using legacy
position-based nominations.
Position Import File Format
File format is CSV. Extended ASCII characters (curly quotes, etc.) are not supported. The same file encoding
options supported in the Employee Import function (including Western (ISO), Unicode (UTF-8), and foreignlanguage encodings) are supported here. Enclose text values in double-quotes.
 Note
Columns that are optional can be omitted in their entirety from the import, and the system only inserts or
updates the other field values. However, the columns may still be required for effective use of the system, so all
columns are recommended.
 Note
Specify the manager userID for TBH positions created via the import file to match the incumbent of the
manager position, to ensure that planning and visibility permissions are correctly applied.
Column header: Sample value:
Column required?
May be blank?
Description:
MODEL
Required
No
In the future, we may support importing multiple
distinct position models. Today, this value must al­
ways be "1".
Required
Yes
The position code is a unique identifier for the posi­
tion record. It can be customer-supplied (alphanu­
meric) or auto-generated (numeric). Leaving this
value blank creates a position, whereas if it sup­
plied, the system uses it to check for an existing po­
sition first and then update it if found.
1
POSITIONCODE salesrep123
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POSITION_TI­
TLE
Account Man­
ager
Recommended
Yes
If you're using the v11 Succession Org Chart, you
can configure it to display the Position Title, the
Employee Title or both. If your configuration dis­
plays the Employee Title, this value is not required.
If you're using the v12 Succession Org Chart, in­
clude this value in your import file. The v12 Succes­
sion Org Chart only uses the Position Title for dis­
play.

Recommendation
Always include this value, even if you're cur­
rently using the v11 Succession Org Chart. This
ensures that when you move to v12, positions
won't display with blank titles
USERID
jsmith1
Required
Yes
The employee's user ID. The value in this file must
match an existing active employee record (specify­
ing a nonexistent or inactive userID will result in an
error). If left blank, the current incumbent (if any)
will be removed from the position, leaving the posi­
tion marked as TBH.
MANAGERPOS
salesmgr32
Required for new
records
No
The position code of the position that this position
reports to. (Note that this is not a user ID; the em­
ployee's current manager could be different than
the position they are projected to report to.) If a po­
sition has no manager, use the value NO_MAN­
AGER. If updating existing positions this column is
technically not required, but it should typically be
included. Blank or invalid position codes result in
errors.
KEYPOSITION
0
Optional
Yes
Indicates whether the position is key, or a level of
criticality. This can be set by a rating scale, so while
the most common options are 1 (Yes) and 0 (No),
any numeric value that corresponds to a criticality
rating can be used. If column is not included, value
for existing positions will not be changed. If column
is included but value is blank, record will be set to 0.
JOBCODE
salesrep
Optional
Yes
TITLE
Account Man­
ager
DEPARTMENT
Sales
DIVISION
ACE Software
MANAGER
cgrant1
Valid fields are: Title, Jobcode, Department, Divi­
sion, Location, Manager (specify a user ID), HR
(specify a user ID), Matrix_Manager (specify a user
ID), CustomManager (specify a user ID), and Cus­
tom01 through Custom15.
These fields can be used for creating and updating
TBH positions. If you want to create TBH positions,
you can fill in these columns and leave the USERID
column blank, then the system generates TBH
USERIDs for the positions. If you want to update
data in these columns for existing THB positions,
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etc.
you must leave USERID column blank, so that the
system can generate new TBH USERIDs with your
updated data. The data in these columns will be ig­
nored if USERID is specified.
If the position is occupied by an active user, these
values are ignored —active user records can only be
changed via the employee import or updating func­
tions. (Only the employee import/management
functions have all the necessary rules that govern
employee data changes.)
Although technically optional, some or all of these
fields are typically required to ensure proper per­
mission control and display of TBH position re­
cords. Any field used to specify target populations
in permissions should be included. The jobcode
must be included for succession plans and talent
pools to work properly with TBH positions.
Use the same header and value format as in the
employee import file. These fields are typically used
when the company is doing succession planning for
vacant positions and the permissions structure re­
quires that these fields be specified to determine
which positions users can create succession plans
for. If a TBH position has no manager, use
NO_MANAGER (just as you would in the employee
import file).
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ACTION
DELETE
Optional
Yes
If you include the optional ACTION column in your
import file, you can mark position records to be de­
leted on import. Valid options are:
1.
Blank (null): performs an insert or update with
the PositionCode and Incumbent ID as the key
fields.
2. “DELETE”: this is a logical (soft) delete of the
position record. It disappears from the Succes­
sion org chart and the position export file. This
is equivalent to deleting a position manually on
theSuccession org chart .
3. “REACTIVATE”: this restores a position that
was deleted with the “DELETE” action, or de­
leted manually on the Succession org chart. If
there were successors nominated to the posi­
tion, they reappear as well.
4. “PURGE”: this is a permanent (hard) deletion
of the position record. This action cannot be
undone —you need to re-create the position if
you want to restore it, and new position will not
have any successors.
Deleting or purging a position has no effect on the
incumbent employee record (if any).
3.1.3.2.2
Generating the Position Model for Legacy PositionBased Nominations from Employee Data
If you do not currently manage positions, you can generate a position model based on your employee data, using
the position sync tool.
 Tip
If you're managing positions in your HRIS, then you should opt instead for importing your position data.
You use the sync function to build a position hierarchy based on the employee data in your system. To seed your
position model from your employee data, you run the sync once all the employee records are loaded. The sync then
creates a matching position for each employee.
It's unlikely that any set of rules will be right 100% of the time for a large and complex organization. There is always
the possibility that after the general rule is applied and the sync process is run, a manager or succession planner
will need to reconcile the position model and employee data manually.
Go to
Admin Center
Tools
Sync Position Model with Employee Data .
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Choose How to Handle Inactive Incumbents
The first option to select in the sync function is what to do with inactive incumbents. You can either mark their
positions as TBH, or delete the positions. The sync process bases its changes on employee data, so this only
changes positions that have inactive employees in them—not positions that are already marked as TBH.
 Tip
To delete TBH positions, you can go to the Succession Org Chart and delete them individually, or you can use
the import function with the DELETE command.
By default, vacated positions remain on the position model and are marked as TBH, meaning you intend to fill this
position with another employee.
If you select the option to delete positions instead, those positions are deleted from the position model. In this
case, the system uses a logical, or soft, delete that retains the position record in the system but in a hidden state.
To restore the position in the event of an error, import the position with the REACTIVATE action.
 Tip
The position code can be retrieved by running the position export with the Include deleted positions option
selected.
If the sync process encounters an active employee as an incumbent in a deleted position, and that position reports
to a position that is filled by the employee's manager, the system will reactivate the deleted position rather than
create a new one.
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Choose How to Handle Employees Who Report to a New Manager
There are 3 sync options for when employees report to new managers.
 Recommendation
You should choose the one option that best fits your needs to standardize your process and reduce the risk of
unexpected results.
● Always create a new position for the employee (successors stay with old position, now TBH)
The first option is conservative , erring on the side of creating new positions, which is the safest route—all
position-based succession plans will be preserved. However, this can also result in unnecessary positions
records that will have to be removed manually.
● Update the position to report to the new manager's position (successors move with them)
The second option is aggressive: positions always follow employee changes, and new TBH positions are never
created in the wake of an employee move. This means you will spend less time cleaning up unnecessary TBH
positions. But, you will have to manually intervene when a position gets moved that should have been kept
under the old workgroup.
● Create a new position for the employee only if they leapfrog or move laterally, and only if they have
successors
The third option is a hybrid approach, which applies some additional logic.
 Example
Let's take a look at a scenario that illustrates the behavior with this hybrid approach.
1. In the starting state, Employee A reports to Employee B who reports to Employee C, and Employee D is
a peer of Employee C.
2. Employee B moves to another team, now reporting to Employee D, and Employee A is temporarily
assigned to report to Employee C (via the employee import).
3. After you run the sync process:
1. Employee B gets a new position; his or her old position is now TBH (and retains the successors, if
any).
2. Employee A does not get a new position.
4. When Employee B’s old job is filled, Employee A slides back down to report to the “new” Employee B
(via the employee import).
5. After you run the sync process:
1. Employee A does not get a new position
6. Employee A gets a promotion, and is now at the same level as Employees C and D (leapfrogging
Employee B).
7. After you run the sync process:
1. If Employee A had successors, Employee A gets a new position; his or her old position is now TBH
(and retains any successors).
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2. If Employee A did not have successors, Employee A does not get a new position and the new
Employee B now has no direct reports.
How the System Handles Position Titles That Change as a Result of the Sync
When the sync process creates or updates a position for an employee, it copies the employee’s current title into the
position record. This copy of the title is not visible to users though. It is there only for the purpose of retaining an
accurate title for vacated positions when employees move into a new role. Internally, the system calls this the
shadow title.
 Example
1. On the first sync:
1. The system creates a position for an employee with her current title, Engineer.
2. The system copies the title, Engineer, into the shadow title.
2. On import or manual update of the position:
1. The employee gets a new title, Senior Engineer, and reports to a different manager.
3. On the next sync (assuming the rule has been set to create new positions when employees move):
1. The employee’s old position, now TBH, uses Engineer as the title.
2. The system creates a new position for the employee with her current title, Senior Engineer.
3.1.3.2.3
Reconciling the Position Model and Employee Data
3.1.3.2.3.1 Removing Extraneous TBH Positions
The position export and import tools provide a quick way to remove extra to be hired (TBH) positions from your
position model.
Prerequisites
You are using the legacy position-based nomination method.
Context
Sometimes, as a result of unchecked use of the position sync command, the Succession Org Chart can fill up with
many unwanted TBH positions. You can remove the extra positions one at a time via the Succession Org Chart, or
you can use the position export and import tools to do a bulk update.
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Procedure
1. Export all positions.
2. Open the export and sort by user ID. All TBH positions have user IDs that start with TBH.
3. For the unwanted TBH positions, fill the ACTION column with DELETE.
 Note
If you have created succession plans for some TBH positions and want to preserve them, but you cannot
tell from the position attributes which ones have succession plans, you can run a report of the succession
plans and export it to Microsoft Excel. Then, cross-reference this data with the position export to flag all the
positions that have successors. For example, you could use the VLOOKUP function in Microsoft Excel.
4. Now import the same file.
 Tip
Make sure that you remove any additional columns you may have added to determine which positions have
successors.
Results
The DELETE command performs a soft-delete. This means the positions can be recovered if they were deleted by
mistake.
 Note
If you want to delete positions permanently, you can use the PURGE command. Purged records are not
recoverable.
3.1.3.3
Defining the View Template for Legacy Position-Based
Nominations
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
You must define a view-template called positionOrgChart in the Succession Data Model that lists the fields that
can be edited for positions (whether filled or vacant). Here’s an example:
<view-template id ="positionOrgChart "visibility ="none" pdf-printing-enabled
="false">
<label> Position Org Chart</label>
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<description> This view template is for position edits in the position Org Chart</
description>
<edit-template id =" editPosition">
<label>Edit Position</label>
<description> Edit Position</description>
<standard-element-ref refid ="jobCode"/>
<standard-element-ref refid ="department"/>
<standard-element-ref refid ="division"/>
<standard-element-ref refid ="location"/>
<standard-element-ref refid ="custom03"/>
</edit-template>
</view-template>
The view-template can only include standard-element fields defined in the data model. However, in general, it
should only include fields that would remain unchanged regardless of who fills the position. Attributes like hire date,
gender, risk of loss, and so forth would not be appropriate.
The view-template should also include the fields used to limit Succession Planning Permission. These can include
Department, Division, Location, manager, matrix manager, HR manager, custom manager, and the custom
succession reporting fields. Jobcode is strongly recommended since it is the link to the role definition.
The position code, manager position, incumbent, and key position are part of the position record, and should not
be included in the view-template—they always appear in the position edit dialog. Position Code is a unique value
that you can define, or if it's not available, the system will fill it with a unique ID number.
Title should also not be included in the view-template as it will always be included automatically.
3.1.4 Migration from Legacy to MDF Position Model
An automated migration tool is available in Provisioning for customers to migrate easily from legacy to MDF
Position model.
Customers can contact Implementation Partners for initiating the migration. It is highly recommended that
customers do not work on Succession positions and nominations until they receive an email confirming the
completion of migration. Changes to positions and successor information during the migration process may not be
copied over to the new Position model.
Things to know before using the migration tool:
● It is only available in Provisioning and requires an Implementation Partner to initiate the process.
● It is an asynchronous process. But customers are highly recommended not to change position or nomination
information during the migration.
● The migration tool creates and configures the MDF Position object. Customers do not need to complete any
set-up.
● This tool is only a one time activity. Once customers move to MDF Positions, they can use the position sync or
position import capabilities for maintaining the position model.
● The migration tool only creates a Succession MDF Position model. Customers who are implementing or
planning to implement SAP SuccessFactors Employee Central should not use the migration tool but contact
Customer Engagement Executives or Customer Support Managers.
● If the results are unsatisfactory, customers have the option of reversing any updates made by the tool.
However, the reversing is not recommended. Make every effort to plan a one-way trip for customers. The undo
process might result in loss of successors.
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3.1.4.1
Migration Preparation
To ensure a one-way trip for customers from Legacy to MDF position model, make thorough preparation before
using the migration tool.
● Customers should carefully deliberate before deciding to run the migration tool. To protect yourself and your
customer, obtain written confirmation from customers ensuring that they understand the impact and are
ready to perform the migration.
● In an emergency, all legacy Succession data is maintained in the system and can be accessed by simply
changing the nomination method back to position. But, this reversal to legacy Position is NOT recommended
and should ONLY be used in extreme situations. The reversal process has not been extensively tested, and it
might lead to loss of successors.
● Save existing reports with all the columns and sample data of those columns so that these reports can be recreated afterwards with MDF positions.
● RBP is a prerequisite for MDF Positions. Configure RBP before running the Migration Tool.
3.1.4.2
Using the Migration Tool
You can use a migration tool to move from legacy to MDF position model.
Prerequisites
Role-based Permission is enabled in your instance.
Procedure
1. Go to
Provisioning
Company Settings .
2. Locate the Succession nomination section.
3. Set Succession nomination method to Position.
The Migrate to MDF button shows.
4. Optionally, if you want to remove TBH positions with no direct reports or successors during the migration,
check the Remove TBH positions with no direct reports or successors during migration option.
 Note
Even the Remove TBH positions with no direct reports or successors during migration option is checked,
TBH positions with inactive successors are always copied to MDF Position model.
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Results
You have successfully migrated from legacy to MDF position model.
Next Steps
Once the migration process is complete, a process report is available for download from the same location. To
check migration details, click the Download Report button.
3.1.4.3
Understanding Migration Tool Process
The migration tool executes the following key steps during the migration process.
● Provisioning Changes: The tool makes the necessary provisioning changes required to enable MDF Positions.
These include enabling Generic Objects, changing nomination method to MDF Positions and selecting the MDF
Position based ad-hoc report schemas.
 Note
The changing of nomination method to MDF Positions has sometimes not been completed. Double check
whether the nomination method has been changed and new schemas have been selected.
● TBH User Dialogue: Prompts users to select if they want to migrate legacy TBH positions that have no
successors or direct reports.
● Set up the MDF position record: In this step, the tool creates the MDF Position object and sets it up with
appropriate Succession fields. It also creates the parent position relationship on the object and secures the
object via RBP. Succession fields created by the tool are:
○ Code
○ External Name
○ Effective Status
○ Effective Start Date
○ Effective End Date
○ Position Title
○ positionCriticality
○ Incumbent
 Note
The tool does not create Employee Central Position fields.
● Copy Position Data: Once the object is set up, the tool copies the position data from legacy position object to
the MDF object. It uses the following mapping to copy the position data.
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MDF Position Field
Legacy Position Field
Code
Same code as legacy positions
Criticality
Key Position Value
Effective End Date
For Deleted positions, the position delete date is copied. For
Active positions, a future date of 2099 is assigned.
Effective Start Date
For Active or Deleted positions, the timestamp when the
positon was created is copied
Effective Status
"Active" (not available in legacy)
External Name
Position Title
Incumbent
Incumbent User Id
Position Title
Position Title
● TBH Positions: When TBH positions are copied over from legacy, a placeholder user record is still maintained in
MDF Position for permission purposes.
● Copy Nomination Records: All nomination records tied to positions, along with their nomination history are
copied to the new Position model.
● Ad Hoc Reports: Once the migration is complete, legacy subdomain schemas will no longer be available.
Customers are encouraged to save a copy of their previously configured reports and manually configure the
same reports in the new MDF Position schemas.
● Process Report: Once the migration is complete the tool generates a report detailing the positions created and
nominations copied; TBH positions not copied will also be reported.
3.1.4.4
Fine-Tuning After Migration
There are areas require extra configuration or tuning after the migration job is complete.
Procedure
1. Examine the position object definition to double check whether any additional position attributes are required.
For example, an attribute that is used for permission setting such as Department might be added.
2. Update the RBP permission definitions, so that right people have access to right positions. Note that this step
may leverage any custom fields added in the previous step.
3. Re-create ad-hoc reports with the MDF Position report schemas that correspond to the legacy position report
schemas.
Next Steps
To ensure that the process is completed successfully, test the behavior in the Succession Org Chart and related
functions with customers before they start succession planning activities in the system.
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3.2
Role-Person Nomination Method
The role-person nomination method, sometimes called incumbent-based, is typically used for simple replacement
planning.
Successors are nominated to a unique role + person combination based on the job code + user ID. This method of
succession planning is focused on the person or incumbent rather than on the position itself.
You might choose the role-person nomination method if your organization has grown quickly by acquisition and you
don't have strong position management in place. Or you might choose this method if you just need simple
replacement planning and less administration and maintenance.
 Note
An important consideration when choosing Role-Person Nomination Method is that succession plans move
with the incumbents. And if an incumbent's job code changes, the succession plan is dropped.
If you're already using the role-person nomination method, you can save your successor information when
switching to the preferred Metadata Framework (MDF) Position-based nomination method.
Related Information
Saving Successor Information when Switching from Role-Person to Position-Based Nomination Methods [page
68]
3.2.1 Saving Successor Information when Switching from RolePerson to Position-Based Nomination Methods
If you're currently using the role-person nomination method and want to switch to a position-based method
instead, you can save your existing succession plans prior to changing the nomination method in Provisioning.
Context
When you switch your nomination method from role-person to a position-based method, your existing succession
plans will be lost. You can use the ad-hoc report builder to export your existing nominations prior to switching
methods, then import the successors once you've created your position model.
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Procedure
1. Export the existing nominations using the ad hoc report builder.
2. Switch your nomination method and create your position model according to the method you chose.
3. Manually rearrange the exported data (for example, using Microsoft Excel) to match existing nominations to
the new positions.
4. Import the nominations using the Import Successors admin tool.
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4
Basic Provisioning for Succession
Many of the features in SAP SuccessFactors Succession require activation via Provisioning.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Most of the settings you need to enable for SAP SuccessFactors Succession are found in Provisioning, under
Company Settings.
The following basic settings activate the underlying features for succession planning, regardless of UI version::
● Succession Planning (enables succession plan creation features)
● Succession Management
● Succession nomination method
● Use instant (formless) nomination wizards
 Note
If you choose the MDF position-based nomination method, this option is automatically enabled and cannot
be disabled. In fact, the system hides the option entirely.
 Recommendation
Use instant (formless) nominations for all nomination methods. Form-based nominations are only
supported for the role-person nomination method.
The other provisioning settings are feature­specific and can be found in their own topics.
Related Information
Enabling Matrix Grid Reports [page 98]
Enabling Talent Search [page 212]
Enabling Position Tile View [page 233]
Enabling Successor Nomination Approvals [page 80]
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5
People Profile and the Succession Data
Model
Understand the connection between People Profile, the Succession Data Model and SAP SuccessFactors
Succession.
The main purpose of People Profile as it relates to Succession is to collect or store data that is displayed with the
various succession planning tools.
Employee data is gathered and displayed within People Profile based on the blocks that you design and the
permissions of the user.
Any changes to field labels or activation of fields must take place within the Succession Data Model XML before you
create any People Profile blocks. After the fields or template modifications are completed in the XML, you can
configure the blocks from
Admin Center
Configure People Profile .
Related Information
Rating Field Configuration in the Succession Data Model [page 99]
Configuring the Data Model to Store Matrix Grid Placement History [page 101]
Defining the View Template for Legacy Position-Based Nominations [page 63]
5.1
Configuring the Current Nominations and Successors
Blocks
You can configure the Current Nominations and the Successors blocks of People Profile to view and edit succession
data. With the Current Nominations block, you can nominate the user for other positions; with the Successors
block, you can add internal successors for the current user's position.
Prerequisites
You have configured the People Profile.
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Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. Define the background elements in the Succession Data Model via Provisioning.
Option
Description
Current Nominations
<background-element-ref refid="sysScoreCardNominationPortlet"/>
Successors
<background-element-ref refid="sysScoreCardSuccessorPortlet"/>
2. Add role-based permissions for succession planning to the relevant roles.
If a user has succession planning permission for any users, the Current Nominations block includes the option
to Add (nominate) the employee as a successor to another position or edit existing nominations. It doesn't
matter whose profile the user is viewing, since permissions only limit who you can plan for, not who you can
nominate.
3. To add the blocks to the People Profile, go to
Admin Center
Employee Files
Configure People Profile .
 Caution
There is also a Position block but do not add it to the People Profile if you're using Employee Central,
because it is extremely limited in its scope.
If you are using Employee Central, and want a block for position information from MDF, use the custom
MDF block instead.
4. Adjust the following settings under
requirements.
Option
Admin Center
Tools
Nominations Setup
to meet your
Description
Filter Current
When you select this option, the Current Nominations block only shows nominations to positions or
Nominations block people for which the current user has Succession Planning permissions.
data by Succession
Planning permis­
In addition, this option also determines whether nominations for inactive positions are displayed.
sions
When you select this option, nominations for positions that you have deactivated won’t be displayed.
Show the # of hid­ When you select this option, if one or more nominations are hidden because the user does not have
den nominations in Succession Planning permission for those employees, the number of hidden nominations is dis­
Current Nomina­
played. This option can provide some insight to the larger succession plan, but you should only select
tions block
it in accordance with the data policies of your organization.
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Option
Description
Similarly, the nominations for inactive positions are hidden as well. And when you select this option,
the number of hidden nominations also includes those nominations for a position that has been de­
activated.
Hide pending nom­ When you select this option, pending nominations are not shown in either the Current Nominations
or Successors blocks. If you do not select this option, then pending nominations are displayed with
inations on the
an orange asterisk (*).
scorecard blocks
from all users
5. If you want to find successors in the Current Nominations block by browsing through job families and roles,
define and map job families and roles in Job Profile Builder. For more information about how to define and map
job families and roles, see Job Profile Builder.
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6
Configuring Your Nomination Features
6.1
Importing Successors
You can manually import successors from your external HRIS or after changing nomination methods.
Prerequisites
Instant nominations are enabled.
Context
 Tip
It's also possible to use a scheduled job for importing successors--contact your SAP Consultant or SAP Cloud
Support to set it up.
If you previously maintained successors in your external HRIS, you can import that data to SAP SuccessFactors
Succession using the Import Successors function.
Or, if you exported your successor data before changing your nomination method, use this function to import
successors back into your system.
However, keep the successor data meaningful and do not add a single user as the successor to hundreds of
positions.
When the import is completed, you will receive an email, informing you of the status of the import job. If there are
entries that haven't been imported successfully, the email also include the reasons. You can fix those issues and
import them again.
 Restriction
External successors cannot be imported.
Procedure
1. Go to
Admin Center
Tools
Import Successors .
2. Download and complete the template.
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The template is dynamically generated based on the nomination method you're using.
3. Define the common fields in the template.
○ Define the ACTION.
Currently supported actions include ADD, TRANSFER, UPDATE, and DELETE.
 Note
If you leave the action field empty or choose ADD or UPDATE, the behavior is the same. The system
tries to update the existing record first. If no record is found, it creates a new one.
○ Define the SUCCESSOR_USERID.
This field is required for the ADD or UPDATE action. For TRANSFER or DELETE actions, if you leave this
field empty, the action effects all existing successor and pending successors.
○ Define the READINESS.
This field is required for most cases. For Talent Pool, it depends on the configuration on the Talent Pool
Setup page.
 Note
Enter the numeric score, rather than the label, associated with the readiness levels defined in your
system. For example, if you've defined your readiness rating scale to include Ready Now with a score of
1, enter 1 rather than Ready Now in the template.
○ Define the RANKING.
This field is optional and depends on the settings you've selected on the Nominations Setup page.
4. Identify the target nomination, which differs based on your nomination method.
Option
Description
Position based nominations
Position code
Role-Person based nominations
Jobcode + userID
Pool based nominations
Pool ID
If you have enabled Talent Pool nominations, then for each row in the input file, the system first validates the
fields for the regular nomination method (position or role-person). If that fails, then the system validates for
Talent Pool.
For the TRANSFER action, define both the source and target nominations.
If you're transferring nominations and using role-person nominations, some special considerations apply. For
more information, see this KBA .
5. Once you've completed the template, select your import file and choose Import Successors.
Results
The successors have been imported into the system. You will receive an email, informing you of the import status.
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Next Steps
If there are individual successor entries that haven’t been imported, you can find in the email details about why the
entries weren’t imported and how to resolve the issues. Correct the data and do another import for the affected
successor entries.
Related Information
Saving Successor Information when Switching from Role-Person to Position-Based Nomination Methods [page 68]
6.2
Configuring the Readiness Rating Scale via the Admin
Center
All successor nominations require a readiness rating to determine how far they are from being ready to fill the role
in question.
Context
You define your readiness rating scale in both the org chart XML (via Provisioning) and using the rating scale
designer (via the Admin Center). The rating scales you define must match exactly in both locations to avoid
inconsistent results in the various succession planning tools.
Procedure
1. Go to
Admin Center
Tools
Rating Scales .
2. Click Create New Rating Scale.
3. Name it, exactly, Readiness.
4. Choose one of the standard rating scales or build your own.
 Remember
The scale you define must match the one defined in the org chart XML.
5. Enter the scores and labels for your scale so that the lowest number is the least ready and the highest number
is the most ready.
The bench strength calculation and other features expect that the highest number equals the most ready.
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For example, you might define your readiness scale with 4 levels:
Score
Label
1
Ready in 3 to 5 years
2
Ready in 1 to 2 years
3
Ready Now
4
Emergency Replacement
Results
Succession planners can choose a readiness rating when nominating successors.
 Caution
If you change the readiness rating scale after successors have been nominated, then any existing nominations
may display inconsistent readiness ratings.
For example, a successor is nominated with a readiness rating of 3 (Ready Now). Then you update the rating
scale so that 4 = Ready Now and 3 = Ready in 1 Year. Now, the successor with the 3 rating shows as ready in 1
year instead of the originally intended ready now.
Related Information
Defining the Readiness Rating Scale in the Org Chart XML [page 142]
6.3
Enabling Users to Nominate External Successors
If you have SAP SuccessFactors Recruiting implemented, you can enable succession planners to add or nominate
external candidates from the Recruiting candidate pool.
Prerequisites
● SAP SuccessFactors Recruiting is enabled and configured
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Context
In Succession Org Chart v12 or the Position Tile view, succession planners can choose External Candidates on the
nomination dialog to search the existing candidate pool or create new external candidates. The external candidate
card is the same one used in Recruiting. External candidates are not shown in any ad-hoc reports for succession
planning.
 Note
Adding an external candidate is not currently supported from the successor block in the Employee or People
Profile or via successor import.
If you also assign the associated Recruiting permissions to your succession planners, they have the option of
adding a new external candidate. When adding a candidate with this method, an email is not sent to the candidate
(as it is if added via the Recruiting Candidate Search screens).
Procedure
1. Go to
Admin Center
Tools
Nominations Setup .
2. Select Allow succession planners with recruiting candidate search permissions to nominate external candidates
and save your settings.
3. Go to
Admin Center
Tools
Manage Permission Roles .
4. Choose a role and click Permission.
5. Go to Recruiting Permissions and grant the necessary candidate search permissions.
Results
Succession planners with the necessary access and permissions can add or nominate an external successor from
the Recruiting candidate pool.
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6.4
Enabling Successor Ranking
You can enable users to rank successors for a position in a custom order, within or across their readiness ratings
depending on the options you choose.
Context
A ranking value isn’t required, but successors who are ranked (with any value) are ordered ahead of successors
who aren’t ranked.
Procedure
1. Go to
Admin Center
Tools
Nominations Setup .
2. Select Enable ranking of successors.
The system sorts successors for a position by their readiness rating by default. When you enable this option,
users can rank the successors within each readiness level so that successors are sorted first by readiness, then
by the ranking values you assign, and then by their full names.
Users can enter an optional, numeric ranking in the nominations dialog.
3. If you want to allow succession planners to rank successors to a position regardless of their readiness level,
then also select Allow ranking across readiness.
This option sorts successors for a position alphabetically instead of by readiness level, allowing succession
planners to rank them in any order.
With both settings selected, a sorting option is available on the Succession Org Chart (v12) under Display
Options. You can choose Sort Successors By and then either:
○ Readiness, Rank, which sorts the successors first by their readiness rating and then their rank
○ Rank, Readiness, which sorts the successors by the rank first
Results
● Succession Org Chart, Lineage Chart, and Position tile use the same successor sorting settings.
● Succession and Presentations use the same successor sorting settings in position card and in position tile.
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6.5
Enabling Successor Nomination Approvals
You can enable approvals so that new nominations and changes to existing nominations require approval before
they go into effect.
Prerequisites
● Instant nominations are enabled
● You're using Role-Based Permissions (RBP)
Context
If you do not enable approvals, then all nominations take effect immediately and go straight to the approved status.
When you enable approvals, all new nominations and any changes to existing nominations, like removing a
nomination or changing the readiness, are pending until approved.
You use role-based permissions to separate which users can nominate successors and which can approve those
nominations.
 Example
A manager has succession planning permission for a position but not approval permission. Any nominations
that manager makes are in pending status until someone in a role with approval permission accepts or rejects
the nominations. Once a nomination is approved, the pending status is dropped and that employee is
considered a successor to the position.
 Caution
If you enable the approval process then later decide to disable it, then any pending nominations or changes will
be lost.
Procedure
1. In Provsioning, go to Company Settings and select Use formless nomination approval workflow.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
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2. Go to
Admin Center
Tools
Manage Permission Roles .
3. Choose the role you want to grant approval permissions and click Permission.
4. Select
Succession Planners
Succession Approval Permission
and save your changes.
Users assigned to a role with approval permission can approve successor nominations for their assigned target
population.
Results
The following rules apply to successor nominations:
● If more than one person is set as an approver for a particular incumbent or position, only one approval (from
any of the approvers) is required to approve the nomination or change.
● Pending nominations are displayed on the position card of a Succession Org Chart node, below any approved
successors.
● Successor nominees in a pending state can only be viewed by users with succession planning or succession
approval permissions for that incumbent or position.
● Users can be both planners and approvers. If you have both permissions, then successors you nominate go
straight to the approved status.
Next Steps
You can also enable email notifications for pending approvals.
Enabling Pending Approval Emails [page 81]
You can enable emails to approvers notifying them of nominations requiring their approval.
Configuring the Succession Email Approver Notification Template [page 82]
You can configure the template used to send emails to approvers notifying them of nominations requiring
their approval.
6.5.1 Enabling Pending Approval Emails
You can enable emails to approvers notifying them of nominations requiring their approval.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
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Procedure
1. Go to
Provisioning
Managing Job Scheduler
Manage Scheduled Jobs .
2. Click Create New Job.
3. For Job Type, select Send Pending Nomination Emails.
The job triggers emails to approvers that list all currently pending successor nominations or changes (including
deleted nominations) that need action.
4. If you would like to configure the job to send repeated notifications, until the approver either approves or
rejects the nomination, choose the option, Resend emails to approvers if nominees have not yet been approved
and configure your recurrence preferences.
 Restriction
Do not use the Additional E-mail Recipients field for this job.
5. Save your changes.
Next Steps
The content of the email comes from the Succession Email Approver Notification template which you can configure
via the Admin Center.
Task overview: Enabling Successor Nomination Approvals [page 80]
Related Information
Configuring the Succession Email Approver Notification Template [page 82]
Configuring the Succession Email Approver Notification Template [page 82]
6.5.2 Configuring the Succession Email Approver Notification
Template
You can configure the template used to send emails to approvers notifying them of nominations requiring their
approval.
Prerequisites
You have enabled pending approval emails via Provisioning.
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Procedure
1. Go to
Admin Center
Tools
E-mail Notification Templates Settings .
2. Select the Succession Email Approver Notification template.
3. Adjust the email fields and body text to suit your requirements.
 Caution
Be sure to preserve the tokens for [[ORG_CHART_URL]] and [[PENDING_NOMINATIONS_LIST]].
4. Save your changes.
Task overview: Enabling Successor Nomination Approvals [page 80]
Related Information
Enabling Pending Approval Emails [page 81]
6.6
Hiding Nomination History Prior to a Certain Date
If you created test nominations as part of your implementation, you can set a date in the system that hides the
display of all nomination history prior to that date.
Context
This setting only changes the display of the nomination history, not the actual nomination records. Active
nominations may be filtered in the history dialog, but still visible in the Succession Org Chart, the current
nominations block on People Profile, and all reports. If there are no new nominations after the date specified, the
history shows No current and Past Nominees (for older versions) or No data (for v12), just as if there were
actually no nomination records for that incumbent in the system, which can be misleading. So, using this feature is
only recommended for situations where you want to hide any test nominations, created during implementation, to
avoid displaying misleading information.
Procedure
1. Go to
Admin Center
Tools
Nominations Setup .
2. Select or enter a date prior to which all succession nominations are hidden from display.
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6.7
Enabling Automatic Removal of Succession Nomination
for Incumbents
If an employee, who was nominated as a successor to a position, actually becomes the incumbent, you can enable
the system to remove that employee from the successor list for this position automatically.
Prerequisites
You are using either legacy or MDF position-based nominations.
Context
This option automates the process of identifying successors who become incumbents and then removing them
from the successor list. By enabling this option, you can optimize your succession process and relieve your
succession planners of the manual steps otherwise required.
Procedure
1. Go to
Admin Center
Tools
Nominations Setup .
2. Select Automatically remove nominated successor if that user becomes incumbent.
○ This option applies to successors that become incumbents when the position is manually updated through
the Edit Position option on the Succession Org Chart, through position import, or through position sync.
○ This function is only effective on successors that become incumbents after enabling this option. It does
not retroactively remove successors that became incumbents before the option being enabled.
○ It works for both Legacy and MDF position-based nominations.
○ If you use MDF position-based nomination method in your instance and Employee Central is enabled for
position management, then the automatic removal of successors is not supported.
Results
When a successor becomes the incumbent for a position, the system automatically removes them from the list of
successors and updates the nomination history with the status Succeed.
If you want to find out which successors have become incumbents, you can create an Ad Hoc report with the
Succession History (MDF Position based nominations) schema and check successors whose Status History or
Change Type is Succeed.
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6.8
Configuring Key Position Indicator
With the  (Key Position) indicator, you can highlight critical positions in the Succession Org Chart and Position
Tile view to prioritize succession planning.
Depending on whether you are using MDF positions or legacy positions, the indicator type that you can use is
different. For MDF positions, the indicator is defined as a picklist. If you are using nominations by legacy positions
instead, you can define the indicator as either a Boolean indicator or a rating scale indicator.
Position Type
Available Indicator Type
Description
MDF Position
Picklist
You define a picklist of position criticality
options (for example, Very Critical, Criti­
cal, and Non-critical) and assign the criti­
cality options to the positions.
Legacy Position
Boolean
A Boolean indicator is a yes-or-no deter­
mination of key positions, that is, a posi­
tion is either a key position or a regular
position. With the Boolean indicator, the
system highlights the key positions by
dimming the non-key positions in the
Succession Org Chart or Position Tile
view.
Rating Scale
A rating scale indicator has a scale of
criticality levels. You can create a rating
scale for the indicator or reuse any exist­
ing rating scales. For example, you can
also reuse the rating scale you've created
for Performance Management.
To show the key position indicator in the Succession Org Chart or Position Tile view, go to  (Display Options) and
highlight the key positions (for the Boolean indicator) or highlight positions of a particular level of criticality (for the
picklist or scale indicator).
For the picklist indicator and the scale indicator, in addition to showing the indicator, the system also outlines each
position node with a color that is associated with the criticality rating of the position.
 Note
For the picklist indicator or the rating scale indicator, all positions that have been assigned a picklist option or
rating will be highlighted. Even if you have defined a non-critical option for the picklist or rating scale and
assigned it to positions, those positions will be highlighted as well.
Related Information
Configuring Key Position Indicator for MDF Positions [page 86]
Configuring Key Position Indicator for Legacy Positions [page 90]
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6.8.1 Configuring Key Position Indicator for MDF Positions
Learn how to define and enable the key position indicator for MDF positions.
The key position indicator for MDF positions are managed as a picklist. Define a picklist with options that represent
different criticality, associate this picklist with position objects, and add the picklist definition to the Succession Org
Chart XML definition.
1. Creating a Position Criticality Picklist [page 86]
Learn how to create a picklist of criticality options, which you later assign to the MDF position object.
2. Associating Position Criticality Picklist with MDF Position Object [page 87]
Associate the position criticality picklist to the position object so that when you create a new MDF position,
you can select a position criticality from the picklist.
3. Configuring the XML to Support the Key Position Indicator for MDF Positions [page 89]
Configure the Succession Org Chart XML file so that it supports the key position indicator and enable users
to highlight key positions on the Succession Org Chart.
6.8.1.1
Creating a Position Criticality Picklist
Learn how to create a picklist of criticality options, which you later assign to the MDF position object.
Context
If you already have a picklist under the PositionCriticality picklist code, you can also edit the picklist so that
it suits your business scenarios.
Procedure
1. Go to
Admin Center
Configure Object Definitions .
2. In the Create New dropdown, select Picklist.
3. In the picklist editing screen, enter the required attributes.
○ Code: PositionCriticality
Use this exact picklist code. Do not use improper lowercase, like "positioncriticality" or "positionCriticality".
○ Status: Active
○ Effective Start Date: 01/01/1990
Enter this exact date as a best practice to avoid conflicts between effective start dates of a position and the
picklist.
4. Define the external codes and labels for the picklist.
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Example
External Code
Label. The external codes should be numeric values, oth­
erwise you'll receive an error in the Position Tile view. Be­
sides, as a best practice, please start with
0
Non Critical
1
Critical
 Note
Do not use letters for Values. The external codes should be numeric values, otherwise you'll receive an error
in the Position Tile view. Besides, as a best practice, please start with 0.
The external codes and labels will later be used in Succession Org Chart XML file to support the key position
indicator.
5. Save the picklist.
Results
The picklist for position criticality has been created.
Next Steps
Assign the picklist to the MDF position object.
Task overview: Configuring Key Position Indicator for MDF Positions [page 86]
Next task: Associating Position Criticality Picklist with MDF Position Object [page 87]
6.8.1.2
Associating Position Criticality Picklist with MDF
Position Object
Associate the position criticality picklist to the position object so that when you create a new MDF position, you can
select a position criticality from the picklist.
Procedure
1. Go to
Admin Center
Configure Object Definitions .
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2. In the first dropdown, select Object Definition; in the second dropdown, select Position.
3. Click Take Action and then Make Correction to edit the object definition.
4. At the bottom of the field list, add a field for the position criticality picklist. You add the field by entering a field
name.
5. Open the Details dialog box, enter more information for the field. Make sure that the following values are
maintained exactly as follows:
○ Data Type: Picklist
○ Valid Values Source:PositionCriticality (the exact picklist code)
○ Visibility: Editable
○ Status: Active
6. Save the MDF position object.
Results
The position criticality picklist has been associated with the MDF position object. You are now able to define the
position criticality in the positions.
Next Steps
To be able to highlight the critical positions in Succession Org Chart or Position Tile view, you need to add the
relevant XML definitions in the Succession Org Chart XML configuration.
Task overview: Configuring Key Position Indicator for MDF Positions [page 86]
Previous task: Creating a Position Criticality Picklist [page 86]
Next task: Configuring the XML to Support the Key Position Indicator for MDF Positions [page 89]
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6.8.1.3
Configuring the XML to Support the Key Position
Indicator for MDF Positions
Configure the Succession Org Chart XML file so that it supports the key position indicator and enable users to
highlight key positions on the Succession Org Chart.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. Add a section for </keyPositionOption> immediately before the <SMFormId> tag. See the following
sample definition:
 Sample Code
<keyPositionOption indicator="scale" key="PositionCriticality">
<label>Highlight critical positions</label>
<keypositionset>
<keyposition>
<label>All positions</label>
<value>0</value>
<index>1</index>
</keyposition>
<keyposition>
<label>Key Positions</label>
<value>1</value>
<index>5</index>
</keyposition>
<keyposition>
<label>Highly critical positions</label>
<value>2</value>
<index>6</index>
</keyposition>
</keypositionset>
</keyPositionOption>
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In the above XML sample definition, each "keyposition" tag corresponds to one option you have defined in the
picklist. Within each "keyposition" tag, the definitions of the following tags are as follows:
XML Tag
What to Enter
label
The label of the criticality option in the picklist.
value
The external code of the picklist option.
index
The index number for a particular color code. Index colors
for Key Position are predefined and can't be modified in the
Org Chart XML. The sequence of labels are determined by
the configuration in the Org Chart XML.
Results
The Succession Org Chart XML file has been configured to support the key position indicator. When you display the
Succession Org Chart, you can highlight the positions of a particular criticality.
Task overview: Configuring Key Position Indicator for MDF Positions [page 86]
Previous task: Associating Position Criticality Picklist with MDF Position Object [page 87]
6.8.2 Configuring Key Position Indicator for Legacy Positions
You can configure whether the key position indicator is used for legacy positions in the Succession Org Chart and
Position Tile view.
Prerequisites
● You have the Position Set up permission.
● You're using legacy position-based nomination method.
Procedure
1. Go to
Admin Center
Tools
Position management: Position Set up .
 Note
If you aren't using legacy position-based nomination method, the Position management: Position Set up
option doesn't display.
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2. Choose the option that matches your XML configuration.
Option
Description
No
No key position indicator (default option)
Yes, boolean (yes/no)
Key positions are managed by a simple yes or no
Yes, with rating scale
Uses a rating scale for criticality that can have more than one level
Results
Key positions include the  (Key Position) indicator and users can select the option to Highlight Key Positions on
the Succession Org Chart.
Key positions are only revealed to users that have Succession Management and Matrix Report Permissions for
incumbents of those positions.
Related Information
Configuring the XML to Support the Key Position Indicator for Legacy Positions [page 91]
6.8.2.1
Configuring the XML to Support the Key Position
Indicator for Legacy Positions
Configure the Succession Org Chart XML file so that it supports the key position indicator and enable users to
highlight key positions on the Succession Org Chart. This procedure is only relevant for legacy positions.
Prerequisites
You have selected the indicator type for key positions. If you have selected the scale indicator, make sure you have
defined the rating scale through
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Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. Add a new section for </keyPositionOption> immediately before the <SMFormId> tag.
The phrase “Key Position” is configurable via Admin Center Tools Text Replacement and affects the
Succession Org Chart legend, the edit position dialog, and key position display option for the org chart. Other
instances of the term are still configured through the org chart XML.
3. Add the XML definitions for your indicator:
○ For the Boolean indicator, add the relevant definition. See the following definition sample:
 Sample Code
</gradientOption>
<keyPositionOption indicator ="boolean" key ="">
<label>Highlight key positions</label>
<label lang ="fr_FR">Postes clés</label>
<keypositionset></keypositionset>
</keyPositionOption>
<SMFormId>4</SMFormId>
Leave the key attribute part (key = “”) in the definition. For the Boolean indicator, you need to add the
key attribute, but you do not need to define it.
○ For the scale indicator, add the definition for the scale indicator. See the following sample definition:
 Sample Code
</gradientOption>
<keyPositionOption indicator="scale" key="Criticality">
<label>Highlight critical positions</label>
<keypositionset>
<keyposition>
<label>All positions</label>
<value>0</value>
<index>0</index>
</keyposition>
<keyposition>
<label>Moderately or highly critical</label>
<value>1</value>
<index>1</index>
</keyposition>
<keyposition>
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<label>Highly critical positions</label>
<value>2</value>
<index>2</index>
</keyposition>
</keypositionset>
</keyPositionOption>
<SMFormId>4</SMFormId>
In the above XML sample definition, the key attribute cooresponds to the rating scale name. In this sample
(key="Criticality"), the rating scale is called Criticality.
Each "keyposition" tag corresponds to one rating you have defined in the scale. Within each "keyposition"
tag, the definitions of the following tags are as follows:
XML Tag
What to Enter
label
The label of the criticality option in the rating scale.
value
The external code of the rating.
index
The index number for a purticular color code. The system
uses the corresponding color to highlight the key posi­
tions.
Next Steps
Once the XML is configured to support the key position indicator, go to Admin Center
to enable the feature in the Succession Org Chart and Position Tile view.
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6.9
Enabling Suggested Successors
Successors are suggested based on competency matches to the position role.
Prerequisites
● You’ve implemented and configured the Career Worksheet in SAP SuccessFactors Development.
● You have Career Worksheet template permission.
● The <readiness_meter> field and corresponding read permission for the target employees are configured in
the Career Worksheet template.
Context
Successors are suggested based on the same logic used for the Career Worksheet in SAP SuccessFactors
Development. There are two calculation methods that customers can choose either one.
The first method is that the competencies assigned to the role associated with the position are compared to the
competencies of employees in the system. Then the readiness is calculated by dividing the number of rated rolecompetencies with the total number of competencies assigned to that role. The employees with the 10 highest
readiness ratings are then listed as suggested successors for the position.
 Example
A position is associated with a role that has four required competencies. If an employee has been rated on at
least one of those competencies, and the competency ratings meet the ratings of the target role, the employee
is considered in the calculation for suggested successors. User CGRANT has been rated on 2 of the required
competencies so the readiness rating of CGRANT is 50%.
The second method requires that the switch <new-role-readiness-calculation> is on in Career Worksheet template.
All competency ratings, either meet the ratings of the target role or not, are included and divided by expected
competency ratings to get competency readiness ratings. The final readiness rating is calculated by averaging all
competency readiness ratings.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Select a role.
3. Click Permissions.
4. Under User Permissions, select Career Development Planning.
5. Select Recommended Successors.
The setting uses target population to control which information can be seen.
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Results
When you add successors to positions, the system presents a list of the top 10 suggested successors.
6.10 Excluding Nominees from Seeing Themselves Within a
Succession Plan
If you don't want employees who have been nominated as successors to see themselves within a succession plan,
you can enable the related setting in Admin Center. By doing so, they also don't have permission to nominate
themselves.
Procedure
1. Go to
Admin Center
Nominations Setup .
2. Select Exclude nominees from seeing themselves within a succession plan.
3. Choose Save.
Results
● You've excluded these nominees from seeing themselves in the following:
○ Succession Org Chart
○ Position Tiles
○ Lineage Chart
○ Nomination History from position card
○ Talent card
○ People Profile
○ Presentation
● These nominees can't see themselves if they search for themselves or a list of employees that contains
themselves using Talent Search.
● These nominees don't have permission to nominate themselves.
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6.11
Hiding Contingent Workers in the Succession Org Chart
and Position Tile View
By hiding the positions of incumbent contingent workers in the Succession Org Chart and Position Tile view,
succession planners can focus on managing plans for positions of internal employees.
Prerequisites
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
In Provisioning, go to Company Settings, and then select Employee Central V2 and Enable Contingent Workers.
Context
This feature is available to all nomination methods: role-person, legacy succession positions, and Metadata
Framework (MDF) positions.
Procedure
1. Go to
Admin Center
Org Chart Configuration
Succession org chart .
2. Select Hide contingent workers in the Succession Org Chart and Position Tile view.
3. Save your changes.
Results
Any position containing contingent workers is hidden from the Succession Org Chart and the Position Tile view.
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7
Matrix Grid Reports
The matrix grid reports, performance/potential matrix and how vs. what matrix, offer insights across available
talent and help you compare succession candidates from a target population like a team or department.
You use the matrix grid reports, also known as a 9-box, to identify your high potential talent. The matrix grids
themselves are just reports so you can't actually take any action from the reports directly. However, once you
identify your top talent, based on their placement in the grid, you can use the other features of SAP SuccessFactors
Succession and Development to assign them to succession plans, add them to mentoring programs, and create
development plans for them.
The most commonly used dimensions along which to measure employees are the performance rating, which is a
retrospective rating, and the potential rating, a forward looking rating. After performance and potential, the next
most commonly used configuration is objective versus competency. And finally, there are also two custom ratings
that you can use to build your matrix grid reports.
This flexibility to define your matrix grid reports allows you to maximize their value by aligning them with your
overall talent strategy. For example, you might choose to create the first report using performance and objective
ratings and then competency and potential ratings for the second report. Which ratings you use and whether you
place a particular rating along the x-axis or y-axis is best determined by your specific talent strategy and goals.
Based on how you've defined your reports, the system pulls ratings from various data sources across the SAP
SuccessFactors HXM Suite. Most commonly, these ratings come from performance forms that are part of SAP
SuccessFactors Performance Management but can also come from ratings imported from an external system or
assigned via the People Profile. You can configure these rating sources, including custom weighting, as well as
defining other aspects of the report like which forms to include or whether to include in progress forms. You can
also adjust the report output by modifying cell background colors and labels or adding icons to represent certain
field values.
Enhancements to Matrix Grid Reports
The Matrix Grid reports in Succession leverage the SAP Fiori design standards to provide consistency and
enhanced usability and accessibility.
In addition to the enhancement in UI design, Matrix Grid report offers the following usability improvement:
● It supports auto-complete for employee names.
● Selecting target population by report line level is simplified. Options include all levels, direct reports, two levels
below, or three levels below.
● Performance trend information is consolidated in the Talent Cards, so that all information about a talent can be
accessed from the Talent Card.
● For the Division, Location, and Department selection fields, all values are selected by default. You can open the
dropdown list or the selection pop-up window to modify the selection.
● Instead of adding links to individual cells, you can add one central link on each of the Matrix Grid report screens
to provide additional information for your users.
Enabling Matrix Grid Reports [page 98]
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To use the performance/potential matrix and how vs. what matrix grid reports, enable the corresponding
settings in Provisioning.
Using the Matrix Grid Reports [page 128]
The Matrix Grid reports in Succession leverage the Fiori design standards to provide consistency and
enhanced usability and accessibility.
7.1
Enabling Matrix Grid Reports
To use the performance/potential matrix and how vs. what matrix grid reports, enable the corresponding settings
in Provisioning.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, go to Company Settings.
2. Select the following settings:
○ Matrix Grid Report (9-Box)
This setting activates the underlying feature for the performance and potential matrix grid report,
regardless of UI version.
○ Matrix Grid How Vs. What Report (9-Box)
This setting activates the underlying feature for the how vs. what matrix grid report, regardless of UI
version.
 Tip
If you don't need a performance and potential report, you can always configure it to use different
ratings and rename it.
3. Save your changes.
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7.2
Configuring the Matrix Grid Reports
7.2.1 Rating Field Configuration in the Succession Data Model
Learn about the things you should consider when configuring rating trend elements in the Succession Data Model
for use with matrix grid reports.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Four standard rating trend background-element fields are available for use on matrix grid reports:
● <sysOverallPerformance>
● <sysOverallPotential>
● <sysOverallCompetency>
● <sysOverallObjective>
You can also use the following two custom rating trend elements:
● <sysOverallCustom1>
● <sysOverallCustom2>
The custom fields are similar in behavior to the four standard trend elements, but they can only be used for:
● Importing ratings into People Profile with the trend data import
● Entering ratings directly into People Profile
● Displaying ratings on the matrix grid reports.
The custom fields can also be mixed and matched with the other rating elements.
 Note
If you use the objective competency section in your Performance Management form, you must also use
<sysOverallCompetency> and <sysOverallObjective> on the how vs. what matrix grid report. If you
utilize these section types today, you'll need to consider whether you want to trade one functionality for the
other. If you do not use these section types, this may not be a concern now, but you will not be able to
utilize this functionality in the future as long as your matrix grid reports are configured this way.
The custom fields, <sysOverallCustom1> and <sysOverallCustom2> cannot be used for other functions such
as:
● Display in the scorecard overview or rating history blocks
 Note
They will display in the mini-matrix in the overview block, just not the overall score.
● Capturing or calculating overall ratings on forms
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 Note
The objective competency summary and performance-potential summary sections of the Performance
Management (PM) forms only support the ratings their names imply. So if you configure the how vs. what
matrix grid report to use, for example, <sysOverallCompetency> vs. <sysOverallCustom1>, then it
cannot be used for the objective competency summary section in a PM form.
Rating Elements in the Data Model XML
 Example
<background-element id="sysOverallPerformance" type-id="8" scale-id="Performance"
feedback-type="8">
Attributes for Required Items
id
Name of the background section:
●
sysOverallPerformance
●
sysOverallPotential
●
sysOverallCompetency
●
sysOverallObjective
●
sysOverallCustom1
●
sysOverallCustom2
type-id
Unique integer for identifier
scale-id
Which matrix grid rating scale to use:
feedback-type
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Potential
●
Performance
●
Objective
●
Competency
●
Custom1
●
Custom2
Unique integer specifying the source of feedback for the sec­
tion:
●
8 = Performance
●
7 = Potential
●
6 = Objective
●
5 = Competency
●
27 = Custom1
●
28 = Custom2
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7.2.2 Configuring the Data Model to Store Matrix Grid
Placement History
You can store the matrix grid placement history using the Succession Data Model.
Prerequisites
The Matrix Grid Report (9-Box) and Matrix Grid How Vs. What Report (9-Box) settings are enabled in Provisioning.
Context
The placement history is stored in the data model and can be viewed by adding a block to the People Profile.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. Add two background elements to the Succession Data Model for the two matrix grid reports.
○ <matrix1placement>: for Performance vs. Potential
○ <matrix2placement>: for How vs. What
 Sample Code
<background-element id="matrix1placement" type-id= "133">
<label>Historical Matrix Grid Placement Block</label>
</background-element>
<background-element id="matrix2placement" type-id= "134">
<label>How vs. What Historical Matrix Grid Placement Block</label>
</background-element>
2. Make sure that appropriate role-based permissions are in place for the two background elements.
Results
Now, the data model is ready to store the matrix grid placement when a rating change occurs in a relevant
Performance Management form.
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Next Steps
In order to view the history, you need to set up a block in People Profile. You can also generate an initial past history
of matrix grid placement by scheduling the job Regenerate Matrix Placement History.
 Caution
Changing a rating scale that impacts matrix grid placement results in regeneration of the entire matrix grid
placement history to match the new rating scale.
 Note
After you import trend data, either in Admin Center or in Provisioning, a Regenerate Matrix Placement History
job will be triggered.
Enabling Matrix Grid Reports
Related Information
Enabling Matrix Grid Reports
7.2.3 Matrix Grid XML Settings Explained
Learn about the various sections of the Matrix Grid XML and what they control.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
ELEMENT <Category>
This block is used to define a data field for inclusion in the Matrix Grid as a display option. A <Category> block may
contain 0 to many <Level> blocks.
PARAMETER <id>
This attribute is used to identify the data field identification key, like <talentPool> or <custom01>.
PARAMETER <name>
This attribute is used to configure the display name for the data field under the display options panel.
ATTRIBUTE <Level>
This block is used to define a value for the data field. <Level> blocks are nested within <Category> blocks. A
<Level> block contains one <ExactEvaluator> and one <Icon> block.
PARAMETER <id>
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This is a placeholder and is currently not used. However, you should assign unique ID values for each<Level> block
within the same<Category> block.
ATTRIBUTE <ExactEvaluator>
This block is used to define one of the valid values for the data field.
PARAMETER <value>
For picklist values, this is the OPTION ID value expressed as an integer (1, 2, 3, and so forth). For rating scale items,
like readiness, this is the rating value expressed as a float (1.0, 2.0, and so forth). Finally, for booleans, the valid
values are true | false.
ATTRIBUTE <Icon>
This block is used to define the icon to be associated with the value.
PARAMETER <title>
This attribute is used to configure the value label displayed in the Matrix Grid Report legend.
PARAMETER <url>
This attribute is used to define the location of the icon to be used for the value.
ATTRIBUTE <label>
This is an optional locale­specific label. If not present, or if no label is supplied with a language that matches the
user's preferred language, the icon title or category name is used instead.
PARAMETER <lang>
This is the locale associated with the label.
PARAMETER <value>
This is the displayed value or label.
7.2.4 Matrix Classifier: XML Configuration for Icons
Use the matrix classifier XML in Provisioning to set up the icons used to represent different data attributes on the
matrix grid reports.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
If an element, like risk of loss, is in the data model and already in the matrix classifier XML, then the element and its
associated icons can be added to the matrix grid reports via the Admin Center.
If an element is not yet available in the Admin Center then you need to add it to the XML. You edit the XML portion
of setting up the matrix grid icons directly in Provisioning. It is not exported and imported. The actual icon
configuration is then done via the Admin Center after you've edited the XML.
In Provisioning, go to Edit Matrix Classifier configuration.
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 Sample Code
<?xml version="1.0" encoding= "UTF-8"?>
<!DOCTYPE Classifier SYSTEM "classifier_1_0.dtd">
<Classifier>
<Category id="retirementDate" name= "Eligible for retirement">
<label lang="fr_FR" value= "Admissibles à la retraite-FR"/>
<label lang="zh_CN" value= "?????"/>
<Level id="is retire">
<RetirementEvaluator numberOfMonths= "0"/>
<Icon alt= "" title="Ready to retire " url="/ui/sm/img/icons/
ico_retire_16.gif">
<label lang= "fr_FR" value= "Prêt à prendre sa retraite-FR"/>
<label lang="zh_CN" value= "????" />
</Icon>
</Level>
</Category>
<Category id="male" name= "Gender">
<label lang="fr_FR" value= "Sexe-FR"/>
<label lang="zh_CN" value= "??-CN"/>
<Level id="is male">
<ExactEvaluator value= " true "/>
<Icon alt= "" title="Male " url="/ui/sm/img/icons/ico_M_16.gif">
<label lang= "fr_FR" value= "Mâle-FR"/>
<label lang= "zh_CN" value= "??"/>
</Icon>
</Level>
<Level id="is female">
<ExactEvaluator value= " false "/>
<Icon alt= "" title="Female " url="/ui/sm/img/icons/ico_F_16.gif">
<label lang= "fr_FR" value= "Femelle"/>
<label lang="zh_CN" value= "??" />
</Icon>
</Level>
</Category>
<Category id="talentPool" name= "Talent Pool">
<label lang="fr_FR" value= "Bassin de talents-FR"/>
<label lang="zh_CN" value= "???-CN"/><Level id="tp1">
<ExactEvaluator value= "1"/>
<Icon alt= "" title="Executive Track " url="/ui/sm/img/icons/P_blue.gif">
<label lang= "fr_FR" value= "Exécutif de la voie"/>
<label lang="zh_CN" value= "????" />
</Icon>
</Level>
...
Icon Attribute Tags and Descriptions
Attribute Tag
Description
Category
Each data element displayed with icons
Level
Each value the data element can have
Category id
The data element the data comes from
Level id
Any unique string
Category name and Icon title
Displayed to users in the legend
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Attribute Tag
Description
ExactEvaluator value
Either a picklist option ID (for string or picklist fields) or true/
false (for Boolean fields)
Label
Optional, locale­specific values that supersede the category
names and icon titles
7.2.4.1
Matrix Classifier: Icon Category IDs
A list of all the category IDs recognized in the matrix classifier configuration for icons on the matrix grid reports.
 Note
Pay close attention to matching icon category IDs to the available category IDs for visibility on the Succession
Org Chart. While you can repurpose fields and change the label, it's important to take care of any imports or
other jobs that could introduce errors, especially if your solution is integrated with other SAP solutions.
Boolean fields use true or false evaluators, while string fields use picklist IDs. So you configure those fields in the
data model to use picklists.
Between 6 and 8 is the recommended limit for the number of fields represented by icons in the matrix grid report.
Each of those fields may have many values, depending on the type and the picklist used.
Icon Category IDs and Types
Category ID
Type
businessSegment
string
citizenship
string
ethnicity
string
function
string
futureLeader
Boolean
impactOfLoss
string
keyPosition
Boolean
level
string
male
Boolean
Same as "gender" in user import file
married
Boolean
Commonly repurposed for some other
required yes or no field
matrixManaged
Boolean
minority
Boolean
nationality
string
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Notes
This category functions more like "key
person" as it does not actually make a
position a key position.
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newToPosition
Boolean
reasonForLeaving
string
retirementDate
n/a
riskOfLoss
string
talentPool
string
Uses special evaluator
This category is just a flag. It was the first
version of talent pools and is not to be
confused with MDF talent pools or talent
pools associated with families and roles.
7.2.5 Enabling Fields as Matrix Filters
By default, the Matrix Grid Reports have the fields Department, Division, and Location available as filter options. You
can also add other fields as custom filters to allow for more granular filter options in the report. You can enable
fields to be used as filter fields for the Matrix Grid Reports via the XML.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
 Recommendation
Fill in matrix filter fields in user data imports. Blank or null values may result in invalid filter results in the matrix
grid reports.
 Tip
If you use text replacement in your system, avoid labels that include a forward slash, “/”, including localizations,
because the export function for Matrix Grid reports cannot process that special character. Any export
attempted where a forward slash is included in a label, for example “Mitarbeiter/in”, will fail. To correct the
issue, simply remove the forward slash from your text replacement labels.
Procedure
1. In Provisioning, go to Import/Export Data Model and export the data model.
2. In the XML, set matrix­filter to true for the standard-element definition of relevant fields:
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 Example
<standard-element id="city" max-length="128" required="true" matrixfilter="true">
3. Register the element in <view-template id="sysUserDirectorySetting"> / <edit-template
id="sysAllUserDirectorySetting">.
 Example
<view-template id="sysUserDirectorySetting" pdf-printing-enabled="true">
<label>User Directory Setting</label>
<edit-template id="sysAllUserDirectorySetting">
<label>User Directory Setting(Entire Ordered List)</label>
<standard-element-ref refid="city"/>
</edit-template></view-template>
4. Import the data model XML.
7.2.6 Supported and Unsupported Fields for Matrix Filters
There are three kinds of filters that are supported in matrix grid reports: default filters, custom filters, and other
standard fields.
Supported Fields
● There are three default filters in Succession matrix grid reports: department, division, and location. These
three filters display all the time.
● Custom fields, from custom01 to custom15 are supported. Customizable fields can be associated to a picklist.
If a picklist is used as a matrix filter, the picklist labels will be displayed in customizable fields. Also,
customizable fields remember the picklist labels that you chose last time. These custom fields are put under
<view-template id="sysUserDirectorySetting" ... > / <edit-template
id="sysAllUserDirectorySetting"...> in the Succession Data Model with <matrix-filter> set to
"true".
● Many standard fields are also supported. For example, city, title, and state. Note that below supported standard
field list is not exclusively for Succession. For example, there are also elements for Compensation. These
standard fields are put under <view-template id="sysUserDirectorySetting" ... > / <edittemplate id="sysAllUserDirectorySetting"...> in the Succession Data Model with <matrixfilter> set to "true".
 Sample Code
<standard-element
filter="true">
<standard-element
filter="true">
<standard-element
filter="true">
<standard-element
id="empId" max-length="255" required="false" matrixid="title" max-length="255" required="false" matrixid="businessPhone" max-length="20" required="false" matrixid="homePhone" required="false" matrix-filter="true">
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<standard-element id="cellPhone" required="false" matrix-filter="true">
<standard-element id="fax" max-length="20" required="false" matrixfilter="true">
<standard-element id="addressLine1" max-length="255" required="false" matrixfilter="true">
<standard-element id="addressLine2" max-length="255" required="false" matrixfilter="true">
<standard-element id="addressLine3" required="false" matrix-filter="true">
<standard-element id="city" max-length="255" required="false" matrixfilter="true">
<standard-element id="state" max-length="20" required="false" matrixfilter="true">
<standard-element id="zipCode" max-length="10" required="false" matrixfilter="true">
<standard-element id="country" max-length="255" required="false" matrixfilter="true">
<standard-element id="reviewFreq" max-length="200000000" required="false"
matrix-filter="true">
<standard-element id="lastReviewDate" required="false" matrix-filter="true">
<standard-element id="salary" required="false" matrix-filter="true">
<standard-element id="salaryLocal" required="false" matrix-filter="true">
<standard-element id="localCurrencyCode" required="false" matrixfilter="true">
<standard-element id="jobTitle" required="false" matrix-filter="true">
<standard-element id="jobLevel" required="false" matrix-filter="true">
<standard-element id="jobFamily" required="false" matrix-filter="true">
<standard-element id="jobRole" required="false" matrix-filter="true">
<standard-element id="payGrade" required="false" matrix-filter="true">
<standard-element id="finalJobFamily" required="false" matrix-filter="true">
<standard-element id="finalJobRole" required="false" matrix-filter="true">
<standard-element id="finalJobCode" required="false" matrix-filter="true">
<standard-element id="dateOfCurrentPosition" required="false" matrixfilter="true">
<standard-element id="bonusTarget" required="false" matrix-filter="true">
<standard-element id="multiBonusExtra" required="false" matrix-filter="true">
<standard-element id="extraAmount" required="false" matrix-filter="true">
<standard-element id="salaryProrating" required="false" matrix-filter="true">
<standard-element id="raiseProrating" required="false" matrix-filter="true">
<standard-element id="promotionAmount" required="false" matrix-filter="true">
<standard-element id="lumpsumTarget" required="false" matrix-filter="true">
<standard-element id="lumpsum2Target" required="false" matrix-filter="true">
<standard-element id="compensationReadOnly" required="false" matrixfilter="true">
<standard-element id="meritTarget" required="false" matrix-filter="true">
<standard-element id="meritEffectiveDate" required="false" matrixfilter="true">
<standard-element id="promotionEffectiveDate" required="false" matrixfilter="true">
<standard-element id="extraEffectiveDate" required="false" matrixfilter="true">
<standard-element id="extra2EffectiveDate" required="false" matrixfilter="true">
<standard-element id="lumpsumEffectiveDate" required="false" matrixfilter="true">
<standard-element id="lumpsum2EffectiveDate" required="false" matrixfilter="true">
<standard-element id="compensationEligible" required="false" matrixfilter="true">
<standard-element id="compensationSalaryEligible" required="false" matrixfilter="true">
<standard-element id="compensationBonusEligible" required="false" matrixfilter="true">
<standard-element id="compensationStockEligible" required="false" matrixfilter="true">
<standard-element id="compensationSalaryRateType" required="false" matrixfilter="true">
<standard-element id="compensationSalaryRateUnits" required="false" matrixfilter="true">
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<standard-element id="compensationFte" required="false" matrix-filter="true">
<standard-element id="salaryBudgetTotalRaisePercentage" required="false"
matrix-filter="true">
<standard-element id="salaryBudgetMeritPercentage" required="false" matrixfilter="true">
<standard-element id="salaryBudgetPromotionPercentage" required="false"
matrix-filter="true">
<standard-element id="salaryBudgetExtraPercentage" required="false" matrixfilter="true">
<standard-element id="salaryBudgetExtra2Percentage" required="false" matrixfilter="true">
<standard-element id="salaryBudgetLumpsumPercentage" required="false" matrixfilter="true">
<standard-element id="salaryBudgetFinalSalaryPercentage" required="false"
matrix-filter="true">
<standard-element id="salaryBudgetLumpsum2Percentage" required="false" matrixfilter="true">
<standard-element id="salaryBudgetTotalCompPercentage" required="false"
matrix-filter="true">
<standard-element id="stockBudgetStockAmount" required="false" matrixfilter="true">
<standard-element id="stockBudgetUnitAmount" required="false" matrixfilter="true">
<standard-element id="stockBudgetOptionAmount" required="false" matrixfilter="true">
<standard-element id="stockBudgetOther1Amount" required="false" matrixfilter="true">
<standard-element id="stockBudgetOther2Amount" required="false" matrixfilter="true">
<standard-element id="stockBudgetOther3Amount" required="false" matrixfilter="true">
<standard-element id="bonusBudgetAmount" required="false" matrixfilter="true">
<standard-element id="seatingChart" required="false" matrix-filter="true">
Unsupported Fields
Below is the list of standard fields that are NOT supported as matrix filter fields in matrix reports. Below fields
should NOT have true attribute for matrix filter in data model xml (matrix-filter="true" is incorrect).
 Note
Userinfo elements are not supported.
● businessSegment
● citizenship
● ethnicity
● firstName
● function
● futureLeader
● impactOfLoss
● jobCode
● keyPosition
● lastName
● level
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● male
● married
● matrixManaged
● minority
● nationality
● newToPosition
● reasonForLeaving
● retirementDate
● riskOfLoss
● talentPool
● userId
7.2.7 Showing Matrix Rating Label in People Profile or
Scorecard
You can show the cell label for an employee's latest matrix grid report placement in People Profile or Scorecard.
Context
The label will respect the matrix grid report admin settings, including rating sources and processes. You can do this
for either or both matrix grid reports.
Procedure
1. In the data model, define the field that will contain the rating.
○ <matrix1Label> for the Performance/Potential matrix
○ <matrix2Label> for the How vs. What matrix
 Sample Code
<standard-element id="matrix1Label" required= "false" matrix-filter= "false">
<label>9-box placement </label> </standard-element>
2. Grant the appropriate permission for the field in role-based permissions (RBP).
Typically, this should match the permissions for the ratings used for the matrix grid report.
3. Add the field to the <personalInformation> edit-template in the <employeeProfile> view-template.
4. In the admin center, go to Configure Employee Files to add the new field to the layout of a block in People Profile
or scorecard.
Like other fields, it must be defined within a Live Profile User Information block.
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 Note
Make sure to save the block and save the dashboard.
Results
The matrix rating label for an employee's latest matrix grid report placement is displayed in People Profile or
Scorecard.
Also, by default, the <matrix1label> and <matrix2label> fields are included in the Personal Information
export. To override this and control the fields included in the export file, use the <sysDefinedFields> viewtemplate.
7.3
Building Your Matrix Grid Reports
7.3.1 Defining Levels and Labels for Matrix Grid Rating Scales
Set up the ratings to display on your matrix grid reports.
Context
There are 4 standard and 2 custom rating scales you can use to build your matrix grid reports. For each rating
scale, define the number of levels to report and labels for each rating.
The available rating scales are as follows:
● Performance (based on sysOverallPerformance)
● Potential (based on sysOverallPotential)
● Competency (based on sysOverallCompetency)
● Objective (based on sysOverallObjective)
● Custom 1 (based on sysOverallCustom1)
● Custom 2 (based on sysOverallCustom2)
 Tip
If you use text replacement in your system, avoid labels that include a forward slash, “/”, including localizations,
because the export function for Matrix Grid reports cannot process that special character. Any export
attempted where a forward slash is included in a label, for example “Mitarbeiter/in”, will fail. To correct the
issue, simply remove the forward slash from your text replacement labels.
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Procedure
1. Go to
Admin Center
Tools .
2. Search for Matrix Grid Rating Scales.
3. Select the rating scale you want to work with and click Edit.
4. Select the size, or number of levels, for the scale and click Set.
The number of rows in the table is adjusted to match the size you set.
 Note
While the rating scales can have more levels, the matrix grid reports themselves only support up to 5 levels
per axis.
5. For each level of the rating scale, enter a label for each locale and save your settings.
Results
When you define the x- and y-axes for your matrix grid reports, the levels and labels you've defined for the various
rating scales are displayed as the default values.
7.3.2 Defining the X- and Y-Axes for Matrix Grid Reports
Learn about the settings that control the output for your matrix grid reports.
Procedure
1. To adjust the matrix grid report settings, go to Admin Center and search for Matrix Grid Reports: PerformancePotential or Matrix Grid Reports: How vs. What.
2. Enter the report name that you want to appear in the navigation links for users.
3. If you're setting the report name and labels for a specific locale, select it from the dropdown. Otherwise leave it
as Default.
 Note
When you enter a custom label for either the X-Axis or Y-Axis in a locale (like en_US or nl_NL), the system
will use that label to display for that locale in the matrix grid instead of the default labels. Resetting the
default labels back to their original values will not change the custom labels defined for specific locales.
4. Select the ratings and adjust the labels to use on the x- and y-axes.
It's worth noting that while there is a typical layout for the x- and y-axes, like performance on the x-axis and
potential on the y-axis, you can flip them if that suits your needs better. You can even combine different rating
trend elements. For example, you could plot potential vs. objective instead. However, do not use the same
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process for both the x- and y- axes, like performance on the x-axis and performance on the y-axis. It is not
supported in the trend portlets in Talent Card.
5. If you want to use custom distributions to normalize rating scales, select Custom Weight and enter the desired
proportional values.
6. If you want to limit the data source for ratings to a particular process, select that process from the dropdown.
By default, all rating data sources are used to find the most recent rating. The processes available are defined
via
Admin Center
Processes and Forms .
 Example
The following are some examples of when you may want to narrow the data source for ratings:
○ You have overall performance ratings from both annual review and 360 forms, and want to be sure that
the matrix grid report uses only the annual review ratings.
○ You have an overall competency rating coming from the obj-comp summary section of one form and
an overall objective rating coming from the obj-comp summary section of another form. So you
choose the process associated with the first form for the axis displaying competency ratings and the
process associated with the second form for the axis displaying objective ratings.
 Note
If the customized weighted rating feature is enabled in a Performance Management form, the overall
customized weighted rating can be automatically shown in any matrix grid reports.
7. To display the label line on each axis, select Include axis rating scale labels.
8. To ignore ratings from forms that are still in-progress when rendering the report, select Exclude in-progress
forms when retrieving the most recent ratings.
9. If you want the system to calculate the average across all ratings and use that instead of just the latest rating
for your matrix grid reports, then select Use average of all found ratings, instead of latest.
The system uses the date range entered for the matrix report to collect ratings and calculate the average. If the
date range is undefined and empty, all ratings are calculated to get the average value.
 Note
The additional settings are not required for the v12 Matrix Grid Reports as the Talent Card is used and
includes the same information.
Next Steps
You can also adjust the colors and labels for the cells, include unrated and too new to rate in your reports, and add a
URL link at the report level.
Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 114]
There is a system limit of 5000 for the number of users that can be displayed in any cell of a matrix grid
report. You can also define your own limit, up to the system limit of 5000.
Adjusting the Colors and Labels for Matrix Grid Cells [page 115]
You can define the background color, label, and text color for each cell of your matrix grid reports.
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Showing Unrated and Too New to Rate [page 116]
You can opt to include cells in your matrix grid reports that show employees who are unrated or too new to
rate.
Adding URL Links to Matrix Grid Reports [page 117]
You can link to a URL from each of the Matrix Grid reports.
Custom Rating Distributions Using Custom Weights [page 118]
You can customize how rating scales are distributed in your matrix grid reports.
Related Information
Customized Weighted Rating Section
7.3.2.1
Defining Limits for Users Displayed per Cell in Matrix
Grid Reports
There is a system limit of 5000 for the number of users that can be displayed in any cell of a matrix grid report. You
can also define your own limit, up to the system limit of 5000.
Procedure
1. Go to Admin Center Tools
Grid Reports: How vs. What.
and search for either Matrix Grid Reports: Performance-Potential or Matrix
2. Adjust the maximum number of users to display in any cell, up to the system limit of 5000.
This setting restricts the number of users displayed per cell upon generating the report.
Results
The system only displays up to the number of users you've defined for the limit when loading the report. There is a
message indicating that the number of users exceeds the maximum set by the administrator and to click the cell to
see all users. When the cell is expanded, it displays all users up to the system limit of 5000.
Task overview: Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
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Related Information
Adjusting the Colors and Labels for Matrix Grid Cells [page 115]
Showing Unrated and Too New to Rate [page 116]
Adding URL Links to Matrix Grid Reports [page 117]
Custom Rating Distributions Using Custom Weights [page 118]
7.3.2.2
Adjusting the Colors and Labels for Matrix Grid Cells
You can define the background color, label, and text color for each cell of your matrix grid reports.
Context
On the Matrix Grid Reports: Performance-Potential or Matrix Grid Reports: How vs. What settings page you'll find the
layout for the cells included in the report based on your selected rating scales.
The colors you have defined here are adopted for the matrix grid report cells. If you export the report into an .xls
file, the cell colors in the file might be slightly different from what is used on the UI. During the export, MS Excel
uses the closest matching color in its custom palette as the background cell color.
Procedure
1. Select the locale for your edits.
 Note
When you enter a custom label in a locale (like en_US or nl_NL), the system uses that label to display for
that locale in the matrix grid instead of the default label. Resetting the default labels back to their original
values does not affect the custom labels defined for specific locales.
2. To change the default background colors, enter the appropriate hexadecimal color code for the cell
backgrounds in each of the BG Color fields.
 Tip
You can use online hexadecimal color code tools to look up colors or convert RGB to HEX codes.
3. If you want a text color other than black (#000000) in one or more of the cells, enter the hexadecimal color
code in the relevant Text Color field.
4. Optional: If you are using a descending scale, for example 3-2-1 instead of 1-2-3, then select Reverse Scale on
each affected axis. Click Save Changes to see the labels in your axes on this configuration page update to show
the reversed scale.
If you want to revert back to an ascending order, just repeat this process.
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Task overview: Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
Related Information
Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 114]
Showing Unrated and Too New to Rate [page 116]
Adding URL Links to Matrix Grid Reports [page 117]
Custom Rating Distributions Using Custom Weights [page 118]
7.3.2.3
Showing Unrated and Too New to Rate
You can opt to include cells in your matrix grid reports that show employees who are unrated or too new to rate.
Context
When the matrix report filter finds employees who are missing one or both of the ratings used for that report, the
system designates them as unrated. You can add a cell to your matrix grid report where those employees are listed.
In addition, if your SAP SuccessFactors Performance Management solution is configured to capture a too new to
rate value for the unrated-rating, then you can display those employees in a Too New to Rate cell on your matrix
grid report.
 Sample Code
<perfpot-summary-sect index="2" mgt-only= "false" perf-manual-rating= "true" potmanual-rating= "true" cmt-opt= "1" show-9box= "true">
<pp-sect-name> <![CDATARatings]> </pp-sect-name>
<fm-sect-config>
<rating-label> <![CDATARating]> </rating-label> <rating-label-others> <!
[CDATARating]> </rating-label-others>
<default-rating> <![CDATATo Be Rated]> </default-rating>
<unrated-rating> <![CDATAToo New to Rate]> </unrated-rating>
<hidden-strength-threshold>0.0 </hidden-strength-threshold>
<blind-spot-threshold>0.0 </blind-spot-threshold>
<section-permission type="enabled" > <role-name>* </role-name> <route-step
stepid="*" /> </section-permission>
<num-decimal-places>2 </num-decimal-places>
<publish-button-label> <![CDATAPublish Content]> </publish-button-label>
</fm-sect-config>
</perfpot-summary-sect>
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Procedure
1. Go to Admin Center and search for Matrix Grid Reports: How vs What or Matrix Grid Reports: PerformancePotential.
2. Select the cells you want to include in your report by choosing one or both of the following options:
○ Enable "unrated"
○ Enable "too new to rate"
3. Define the background color, label, and text color for each option you select.
 Tip
You can use online hexadecimal color code tools to look up colors or convert RGB to HEX codes.
Task overview: Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
Related Information
Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 114]
Adjusting the Colors and Labels for Matrix Grid Cells [page 115]
Adding URL Links to Matrix Grid Reports [page 117]
Custom Rating Distributions Using Custom Weights [page 118]
7.3.2.4
Adding URL Links to Matrix Grid Reports
You can link to a URL from each of the Matrix Grid reports.
Context
You can add one link on each of the Matrix Grid report screens to provide additional information for your users.
Procedure
1. Go to Admin Center and search for Matrix Grid Reports: How vs What or Matrix Grid Reports: PerformancePotential.
2. At the bottom of the page, enter a Link Title and a Link Url.
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Results
After you configure the URL link for your reports, the  link icon is available in the report toolbar as in the following
figure. The link title is also used as the tooltip for the icon. If you have not configured a URL link, no icon is
displayed. The link title display in original text that you configured regardless of the login locale.
Task overview: Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
Related Information
Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 114]
Adjusting the Colors and Labels for Matrix Grid Cells [page 115]
Showing Unrated and Too New to Rate [page 116]
Custom Rating Distributions Using Custom Weights [page 118]
7.3.2.5
Custom Rating Distributions Using Custom Weights
You can customize how rating scales are distributed in your matrix grid reports.
You can configure custom rating distributions for use in the matrix grid reports. By defining your own weights along
the axes, you override the standard rating normalization that handles conversion between rating scales.
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 Caution
You should carefully read about and understand how the standard normalized ratings work before using a
custom distribution. Customizing the rating distribution without fully understanding how the system handles
normalizing rating scales can result in misleading reports.
 Note
The following are a few specific things to consider before configuring custom weights.
● Your option to enter new ratings via the matrix on the Employee Scorecard is disabled when you use
custom weighting.
● Drag and drop is not supported in Calibration sessions when you use custom weighting.
● The drag and drop rating option on the performance or potential section of the form is also not compatible
with custom weights. The matrix will still allow drag and drop on the form if configured, but the rating will
not be affected by the custom weighting, so this configuration is strongly discouraged in order to prevent
confusion over the meaning of entered ratings on a scale that is unevenly distributed.
● Custom weights are not respected by the Succession Org Chart.
With standard normalization, ratings entered with a 5-point scale are converted to a 3-point scale for a 9-box
matrix grid report. So the following behavior is expected:
● Ratings entered as 1 and 2 = 1 on the 3-point scale
● Ratings entered as 3 = 2 on the 3-point scale
● Ratings entered as 4 and 5 = 3 on the 3-point scale
The standard normalization described above is illustrated in the following figure:
Customizing the output weights, or ranges, allows you to tune the normalization for each output rating. For
example, you could tune the weighting so that the following behavior is expected when converting a 5-point scale to
a 3-point scale:
● Ratings entered as 1 = 1 on the 3-point scale
● Ratings entered as 2, 3, and 4 = 2 on the 3-point scale
● Ratings entered as 5 = 3 on the 3-point scale
 Tip
The output of the matrix grid report will not change automatically when you configure custom weights so you
may want to consider adjusting your axis or cell labels so that they more accurately reflect the custom
distribution you've defined. That way, your users can better understand the meaning of the ratings and why
employees are placed in specific cells.
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To achieve this result, you would enter a proportionally higher weight for the middle tier of a 3-point scale so that it
captures more of the normalized range. The weight should be large enough to capture the ratings of 2/5 and 4/5
into the middle tier.
The weighted normalization described above is illustrated in the following figure:
To enter these custom weights for a matrix report, select Custom Weight for the relevant axis and enter the desired
proportional values.
 Note
Ratings on the exact border between output tiers show the score in the lower tier. For example, in the
20/60/20 configuration above, a rating of 1.8 is exactly on the border between 1.0 (LOW) and 2.0 (SOLID). The
rating is therefore displayed in the 1.0 (LOW) tier. A rating of 1.8001 however, is displayed in the 2.0 (SOLID) tier.
Parent topic: Defining the X- and Y-Axes for Matrix Grid Reports [page 112]
Related Information
Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 114]
Adjusting the Colors and Labels for Matrix Grid Cells [page 115]
Showing Unrated and Too New to Rate [page 116]
Adding URL Links to Matrix Grid Reports [page 117]
7.3.2.5.1
Normalized Ratings
User-entered and calculated ratings from sources like annual reviews can use other rating scales. All ratings get
normalized -- plotted on a percentage scale from 0 to 100 -- and then converted to the appropriate system rating
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scales for output on the matrix grids. Here's what the process looks like if form-calculated ratings use a 1-to-5 scale
but the matrix report uses a 1-to-3 scale:
From the original 5 point scale, the system stores the normalized rating, equally distributing the rating scale from
0% to 100%:
Original rating
Normalized (%) rating
1
0
2
0.25
3
0.50
4
0.75
5
1
Taking any normalized rating and showing it on a 3 point scale would use this conversion, dividing the range into 3
equal partitions:
Normalized rating range
Output rating
0.0 - .3333
1
.3334 - .6666
2
.6667 - 1.0
3
So, the original scores from the form translate into the 3 point scale like so:
Original rating
Normalized (%) rating
Output rating
1
0
1
2
0.25
1
3
0.50
2
4
0.75
3
5
1
3
7.3.3 Selecting Icons for Matrix Grid Reports
You can add icons to represent field values for quick reference in the matrix grid reports.
Context
To provide users a quick, visual reference for employee attributes in the matrix grid reports, you can add icons to
represent certain field values. For example, you may want to indicate each employee's risk of loss as low, medium,
or high by assigning a specific icon to represent each of those values for that field.
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 Note
The icon settings you make for the Matrix Grid reports do not affect icons used in the Succession Org Chart.
The icons available to choose from are the same, however.
 Recommendation
For a consistent user experience, consider updating the icons for both the Matrix Grid reports and the
Succession Org Chart so they match. If you've designed your Succession talent card to use any of the same the
fields as your Matrix Grid reports, then the icon settings you make for the Matrix Grid reports are also reflected
on the talent card.
Procedure
1. Go to Admin Center and search for Matrix Grid Report Icon Configuration.
Add a field:
2. Click Add a New Field.
If you don't have this option, it may be due to your system configuration. In which case, please contact SAP
Cloud Support.
3. Select a field and click OK.
Edit a field:
4. For the field you want to edit, choose
Take Action
Edit .
Select icons:
5. For each value of the field, click Change and select a corresponding icon before saving your changes.
The Fiori-style icons begin on page 10 of the list of icons.
 Note
The icons are provided by SAP and cannot be customized.
Results
Icons corresponding to employee attributes display with employee names in the matrix grid reports. If you select
the Display Only Photos option from the report output, the icons are not displayed.
Related Information
Succession Org Chart Icons [page 152]
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7.3.3.1
Showing Texts Instead of Icons
You can show texts instead of icons in the matrix grid reports and on talent cards.
Context
If you've designed your Succession talent card to use any of the same the fields as your Matrix Grid reports, then
the icon settings you make for the Matrix Grid reports are also reflected on the talent card.
Procedure
1. Go to
Admin Center
Succession
Matrix grid report icon configuration .
2. Choose the field that you want to display with a text instead of an icon.
3. Click Take Action.
4. Choose Delete from the dropdown.
5. Choose OK to confirm.
Results
You have successfully deleted the icon. The text instead of the icon displays in the matrix grid reports and on talent
cards.
7.3.4 Configuring Retirement Eligibility Settings
You can define the settings that control the retirement eligibility flag in your matrix grid reports.
Prerequisites
● Your Matrix Classifier XML configuration includes the retirement flag category.
 Sample Code
<Category id="retirementDate" name= "Eligible for Retirement">
<Level id= "is retire">
<RetirementEvaluator numberOfMonths= "0"/>
<Icon title= "Ready to Retire" url= "/img/sm_icons/retire.gif"/>
</Level>
</Category>
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● The How vs. What matrix is enabled via Provisioning.
● You have the following role-based permission:
Administrator Permissions
Manage Succession
How vs.
What Configuration .
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Context
The retirement eligibility feature is unique in that it uses a calculated field value to add a flag to your matrix grid
reports for those employees who are eligible for retirement. It uses date of birth and hire date in the data model
for the calculation, so both of those standard elements must be defined and used for the calculation to work.
Procedure
1. Go to Admin Center and search for Matrix Grid Reports: Retirement Eligibility Settings.
2. Enter the year and month values for both Age and Tenure.
These values establish the thresholds at which an employee becomes eligible for retirement.
 Example
If you set the age year to 58, the tenure year to 30, and set the operator to OR, then any employees who are
at least 58 years old or have been with the company for at least 30 years are flagged as eligible to retire.
7.3.5 Understanding Matrix Grid Placement History
Basic logic and rules about rating and dates of the Performance-Potential Historical Matrix and How vs What
Historical Matrix blocks are discussed.
Business Background
The matrix grid placement for employees is calculated in real time when the grid report is generated. This
placement is based upon the following elements:
● Performance-Potential Matrix:
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○ Performance
○ Potential
● How vs. What Matrix:
○ Competency
○ Objective
Because these matrices depend upon Performance Management processes that often have different effective
dates, there's a need to define a consistent strategy for storing 9-box placements to retrieve accurate results. For
example, if the Performance rating on the 9-box label is based on Annual Review, but the Potential is based upon
the Talent Review of the individual, the effective dates for both these processes might be different.
Currently, the system would simply assign a 9-box placement based on the most recent Performance rating and
Potential rating. However, the challenge is to store this information using an effective dated 9-box placement for
reporting purposes.
Rules
The rule is simple: Rating effective date boundary is based on end date. For example, assume that we have the
following performance ratings, and we want to get the most recent performance rating during 2012/1/1 and
2012/12/31.
Rating ID
Start Date
End Date
Performance Rating
Perf1
2011/1/1
2011/6/1
Meets Expectation
Perf2
2012/1/1
2012/9/1
Exceeds Expectation
Perf3
2012/3/1
2012/12/1
Meets Expectation
Perf4
2012/10/1
2013/10/1
Exceeds Expectation
Let's first check the end date of these performance ratings. The end dates of Perf1 and Perf4 are out of 2012/1/1 to
2012/12/31 time range. So, they're filtered out. Then we compare Perf2 and Perf3. Because the end date of Perf3 is
later than Perf2, Perf3 is the most recent rating in the date range. In this way, we get the latest rating for a specific
date range.
Historical Placement
To generate historical matrix placement for a user, we load all of his or her performance and potential ratings based
on the configuration used in 9-box report. Then we use these ratings to calculate the historical matrix placement
based on the rule mentioned before. The following example shows how the system works. Suppose that we have
following annual performance review ratings and talent review potential ratings:
Performance Rating ID
Start Date
End Date
Performance Rating
Perf1
2011/1/1
2011/12/31
Meets Expectation
Perf2
2012/1/1
2012/12/31
Exceeds Expectation
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Potential Rating ID
Start Date
End Date
Potential Rating
Pot1
2011/6/1
2012/6/1
Solid
Pot2
2012/6/1
2013/6/1
High
According to the rule, we only have to check the end dates. Each rating can be marked as a point at the end date
on the timeline. The system starts from Perf1, and looks for the next rating. It finds Pot1. Ratings of two different
types can generate a matrix placement, so Perf1 - Pot1 is generated.
● The start date of this historical matrix placement must be after the later date of the two ratings, that is,
2012/6/1.
● The end date is the next placement's start date, that is, 2012/12/31.
The system continues looking for next rating, finds Perf2. It's the same rating type as Perf1. It means Perf1 is out of
date, no need to look for any other Potential ratings. So, the system stops, restarts from Pot1, and finds Perf2.
Calculate Perf2 - Pot1, 2012/12/31 - 2013/6/1. Then it meets Pot2, stops, restarts from Perf2, and repeats the
same operation until it traversed all the ratings.
The generated historical matrix placement can be described as following:
Start Date
End Date
Performance-Potential
2012/6/1
2012/12/31
Meets Expectation - Solid
2012/12/31
2013/6/1
Exceeds Expectation - Solid
2013/6/1
Exceeds Expectation - High
The historical matrix placement always keeps consistent with the value in the 9-box report. Based on the rule
mentioned above, we determine a rating's effectiveness by the end date of a given period of time.
Suppose that we have a performance rating with an end date of 2012/12/31 and a potential rating with an end date
2013/6/31. To include both ratings (and then the matrix placement can be available), the start date of this
historical matrix placement is 2013/6/31. The last historical matrix placement is the most recent placement. So,
the end date is empty. We can consider the end date as Today.
Related Information
Blocks in People Profile
Adding a Block to the People Profile
7.3.5.1
Matrix Grid Placement History FAQs
Some common questions about the matrix grid placement history are answered.
Question: Does the matrix grid placement history consider only ratings from Performance Management forms, or
does it also consider manual additions made through People Profile or the Scorecard mini-matrix?
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Answer: The block uses the same source data as the matrix grid report. If the matrix grid is configured to display
values from Scorecard/Profile additions (via the Processes attached to the matrix axes), the matrix block will
include those as ratings sources when computing matrix grid placement.
Question: As the blocks update automatically, what controls when data is pushed to the block? Do the blocks only
update when a form is completed, or do in-progress ratings also update the block?
Answer: Data is pushed to the block when a Performance Management form is completed, or a profile is updated,
or a value is changed for one of the axes, like performance or potential. For example if a performance review form
is completed that only has the performance rating, the matrix block is updated to reflect that. Subsequently, if a
talent review form is updated that for both performance and potential, the matrix is again updated to reflect those
new changes. In-Progress forms only update the blocks if the matrix grid is configured to display in-progress
ratings.
 Note
One common use case that is supported is where a matrix position includes the Performance rating from a
form but the Potential data from a manual People Profile entry.
Question: Do the rating trend background elements respect matrix grid custom weights?
Answer: Yes. When the custom weights change or the matrix grid rating scales change, the entire history is
regenerated.
Question: Are the matrix grid placements searchable in ad-hoc reporting and Talent Search?
Answer: Yes, this is supported in Talent Search V2 (not lower versions). And the elements are reportable via
Inclusive Succession Ad-Hoc reports. Cross domain reporting for Succession schema is on the road map.
Question: Can the columns in these blocks be customized or renamed?
Answer: Yes.
7.3.6 Adding Matrix Grid Placements in the Mini 9-Box of
Overview Block
If users' matrix grid placement, such as performance-potential, needs to be updated in a new date range, you can
add a placement in the mini 9-box of the Overview block.
Prerequisites
● Succession and Matrix Grid Reports have been enabled.
● The Overview block has been added to People Profile.
● Both of trend elements on the 9-box axes have been added as data sources to the selected process (such as
<sysOverallPerformance> and <sysOverallPotential>) in Performance-Potential Matrix's settings or
How vs What Matrix's settings.
● You've Read and Write permissions for trend elements in Succession Data Model.
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Procedure
1. In People Profile, go to
Talent Profile
Overview .
2. Choose  (EDIT) for the mini 9-box that you want to add a matrix grid placement.
3. Select a rating in the mini 9-box.
4. Choose the effective dates within the date range that is set in Talent Data Settings.
5. Save your changes.
Results
You've added a matrix grid placement.
Related Information
Blocks in People Profile
Adding a Block to the People Profile
Rating Field Configuration in the Succession Data Model [page 99]
People Profile Talent Data Settings
7.4
Using the Matrix Grid Reports
The Matrix Grid reports in Succession leverage the Fiori design standards to provide consistency and enhanced
usability and accessibility.
The matrix grid reports, Performance-Potential Matrix and How vs. What Matrix, offer improved consistency by
utilizing the Talent Card to display employee details and by aligning navigation within the Succession menu.
Go to either Reports or
Succession
Performance-Potential Matrix
or How vs. What Matrix.
Expanding Cells
You can easily expand a cell to see all employees assigned to that cell by clicking anywhere within the cell's
background. When you expand one cell, all the other cells default to the portrait-only view. To return a cell back to
its original size, just click in the cell again.
 Note
The maximum number of employees that can be displayed in a cell is 5000. You can limit the number of
employees displayed by default, before expanding a cell, using the matrix report tools in the Admin Center.
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View Options
You can easily switch between the options to adjust how much or what type of information is displayed in each cell.
● The photo, name, and configured attribute icons
● Only the names and configured attribute icons
● Only the photo
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Related Information
Defining Limits for Users Displayed per Cell in Matrix Grid Reports [page 114]
7.4.1 Filtering Data in Matrix Reports
Select date ranges and target populations to narrow the matrix report results.
Context
In the matrix grid reports, you can filter your data to narrow the results by date and target populations. You select
your target population either by team view or based on the related permissions.
You can configure your system to remember the last filter criteria used by going to
Succession Settings
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Tools
and selecting Remember user's view, display options and 9-box results in Succession.
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Procedure
Select the Review Period
1. Define the Review Period by selecting  Edit.
The Review Period is a single field in which you first choose the starting date for the period and then the ending
date for the period.
 Note
The system always requires a date range for the review period and uses a default range (one year before
today's date) if one is not provided.
Placement on the report is always based on the latest rating (according to the end date)-even if, for example,
the viewing user does not have access to the source form where the rating was collected.
 Note
In older versions, if you do not specify a date range, all ratings are considered and the most recent one is
used for grid placement.
Define the Target Population
2. Select how to filter the report by target population.
○ Team View: If you choose to filter by team view, select the employee and how many levels up or down to
display. You can also further refine the report by selecting values for other configured fields.
○ Succession Management and Matrix Report Permissions: If you choose to filter based on these
permissions, you can further refine the report by selecting values for other configured fields.
○ Group: Select from the list of existing dynamic groups. You can only see those groups for which you already
have permissions and you cannot create, edit, or delete dynamic groups from the matrix grid reports
directly.
Generate the Report
3. Select your filters.
For any filter field that uses a picklist with more than 100 items, the system automatically renders that filter as
an input field with an advanced search option. When you click the icon for advanced search on the filter, a
dialog opens where you can search for or select multiple values for the filter.
 Note
The advanced search dialog includes pagination. When you select all items, you're only selecting all items
on that particular page of the dialog. You can continue selecting individual values or all items of the other
pages as well but there is no option to select all values across all pages.
4. Click Generate to display the report (in the same screen).
Adjust Filters
5. If you want to adjust your filters after running the report, click  Filter to open the filters area again.
6. Make your adjustments and click Update to refresh the matrix report.
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7.4.2 Matrix Report Navigation
Use your keyboard to navigate between cells.
Click anywhere outside the cells in the matrix report to see the instructions for navigating within and between the
cells.
Once you've selected a cell, you can use the arrow keys and Enter on your keyboard to navigate to other cells. Use
the Tab key to select employees within the cell.
7.4.3 Printing and Exporting Matrix Grid Reports
You can print and export the matrix grid reports for further collaboration and evaluation.
Context
 Tip
If you use text replacement in your system, avoid labels that include a forward slash, “/”, including localizations,
because the export function for Matrix Grid reports cannot process that special character. Any export
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attempted where a forward slash is included in a label, for example “Mitarbeiter/in”, will fail. To correct the
issue, simply remove the forward slash from your text replacement labels.
Procedure
Printing
1. Click  Print to preview and print the matrix report.
○ The matrix cells automatically expand to show all employees assigned to each cell.
○ Rather than list the employees who are unrated or too new to rate, the system just displays the total
number of employees in each category.
Exporting
2. Click  Export to open the report as an .xls file type.
Unlike the print option, when you export the matrix report it does list all employees who are unrated or too new
to rate.
 Note
MS Excel uses the closest matching color in its custom palette as the background cell color. So, the
background color used in the .xls file might be slightly different from what is used on the UI.
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8
Succession Org Chart
The Succession Org Chart (SOC) is a hierarchical view of the reporting relationships of people and positions in your
organization.
The Succession Org Chart is the primary interface for managing succession plans from the perspective of your
organization. It has a configurable layout that allows you to show and update succession plans according to the way
your organization works.
● You can search for positions or people and then navigate through the position hierarchy, reviewing succession
plans for the reporting line you selected.
● Key positions are clearly marked, making it easier for you to manage your succession strategy.
● The information you see for people and positions on the Succession Org Chart is controlled by your various
role-based permissions and target populations, ensuring sensitive information remains protected.
Succession Org Chart v12
The latest version of the Succession Org Chart, v12, is in line with the SAP Fiori standards and provides a
streamlined experience consistent with the People Organization Chart, Position Organization Chart, and Entity
Organization Chart.
Key Benefits of Succession Org Chart v12:
● Clearer and more compact structure on the user interface makes it easier for users to get an overview at first
glance
● Easy access to all key functions
● Embedded Position Card with full succession plan details including position details, incumbents, successors,
and talent pools
● Embedded Talent Card with full employee talent profile and side-by-side view to compare multiple successors;
The Talent Card is easy to configure via the Admin Center so you can adjust it to meet your needs
● Close integration with development planning
● Smart layout: when users open various teams in parallel on the same hierarchy level, the horizontal layout
switches into a compact-mode vertical layout; Compact-mode vertical layout is also shown for teams larger
than 32 employees or positions.
● Adjust the starting position or employee for the org chart with a simple auto-complete field and embedded
recent searches feature
● No Flash technology required
 Note
Background color for Succession Org Chart has been changed to light grey.
It's also worth noting that the v12 Succession Org Chart uses only icons in the org chart nodes to indicate talent
attributes. For example, bench strength is shown as a color code in the position header of the org chart node and in
the expanded position card rather than as an additional color gradient, as in previous versions. And because text
labels are not displayed in the org chart nodes, you need to configure your system to include icons to represent any
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information you want to display within the nodes. You configure the icons in the Succession Org Chart XML via
Provisioning.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Related Information
Configuring Icons for the Succession Org Chart [page 148]
8.1
Enabling Succession Org Chart
To use the Succession Org Chart feature, enable the corresponding settings in Provisioning.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, go to Company Settings.
2. Select the following settings:
○ Succession Planning (enables succession plan creation features)
This is one of the settings that activate the underlying features for succession planning and the org chart,
regardless of UI version.
○ Succession Management
This is one of the settings that activate the underlying features for succession planning and the org chart,
regardless of UI version.
○ Ultra Organization Chart [requires Version 10 UI or Version 11 UI framework (ULTRA)]
This setting activates the Ultra UI version of ALL organizational charts that support it. It is a required
setting to activate the underlying features of the Succession Org Chart v12.
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3. If you don't need the Succession Org Chart feature, select Turn off Succession Organization Chart.
4. Save your changes.
8.2
Granting Access to the Succession Org Chart
Access permission works in combination with other succession planning permissions to control how users can
interact with the Succession Org Chart.
Context
Successors, like other configured fields for the incumbent, are visible for an org chart node based on the target
population defined for the Succession Management and Matrix Report Permissions. And the Succession
Planning Permission allows users to nominate successors for their target population. The final piece is to grant
access to the org chart itself.
If your solution includes the approval process for nominations, pending nominations are not visible to users who
only have the Succession Management and Matrix Report Permissions assigned to them. They also need the
Succession Planning Permission assigned.
Similarly, if you're using form-based succession planning, successors are not visible on the org chart until the form
nominating them has been routed to completion.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Choose a role to grant permissions and click Permission.
3. Select Succession Planners and choose Succession Org Chart Permission.
While this permission allows access to the Succession Org Chart, the target population of employees a user is
able to view in the org chart is determined by the Succession Management and Matrix Report Permissions.
 Note
This permission also grants access to the Lineage Chart if it's enabled in your solution.
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8.3
Configuring the Succession Org Chart
8.3.1 Import the Necessary Picklists
Most fields in the org chart that use icons or color gradients require a corresponding picklist.
Configuring the profile fields as a picklist is a two-step process:
1. Associate the standard-element to a picklist ID in the Succession Data Model.
2. Create the picklist through
Admin Center
Tools
Picklists Management .
Most fields must be associated with a picklist if you want to use them as icons or color gradients in the Succession
Org Chart. There are also fields that are not supported to be used as icons and the boolean fields. Boolean fields
only accept values of TRUE and FALSE. For example:
Succession Data Model ID
Key
Picklist or Boolean Field
businessSegment
businessSegment
Picklist
minority
minority
Boolean
8.3.1.1
Succession Data Model to Succession Org Chart
Mapping Values of Standard Elements
Here is a table of supported standard elements and their mapping values.
Succession Data Model ID
SOC XML Key
Mapping Values
addressLine1
addr1
No enumeration – textOption only
addressLine2
addr2
No enumeration – textOption only
benchStrength
benchStrength
Can be a picklist
businessPhone
biz_phone
No enumeration – textOption only
businessSegment
businessSegment
Can be a picklist
citizenship
citizenship
Can be a picklist
city
city
No enumeration – textOption only
competency
competency
f˘@1¸V
B§®”"_R¢¡'H|>uG™ºlùø8?U[ëõ%Ï
^Om¥ß�·<ý?VãÕCª¾ÑµèHÆNý®MN7@a¯˝Ô@Œ8
ing the normalized matrix competency
scale
country
country
No enumeration – textOption only
custom01-15
custom01, custom02, etc.
No enumeration – textOption only
sysOverallCustom1
customrating1
Latest sysOverallCustom1 rating, using
the normalized matrix custom1 scale
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Succession Data Model ID
SOC XML Key
Mapping Values
sysOverallCustom2
customrating2
Latest sysOverallCustom2 rating, using
the normalized matrix custom2 scale
dateOfBirth
dateOfBirth
No enumeration – textOption only (date
format)
dateOfPosition
dateOfPosition
No enumeration – textOption only (date
format)
department
department
Enumerated. Automatically retrieved
from the company’s department list
division
division
Enumerated. Automatically retrieved
from the company’s division list
email
email
No enumeration – textOption only
empId
empId
No enumeration – textOption only
ethnicity
ethnicity
Can be a picklist
fax
fax
No enumeration – textOption only
firstName
firstName
No enumeration – textOption only
function
function
Can be a picklist
futureLeader
futureLeader
true, false
gender
gender
M, F
hireDate
hireDate
No enumeration – textOption only (date
format)
impactOfLoss
impactOfLoss
Can be a picklist
jobCode
jobCode
No enumeration – textOption only
keyPosition
keyPosition
true, false
lastName
lastName
No enumeration – textOption only
lastReviewDate
last_review_date
No enumeration – textOption only (date
format)
level
level
Can be a picklist
location
location
Enumerated. Automatically retrieved
from the company’s location list
managerId
managerId
No enumeration – textOption only
married
married
true, false
matrix1label
matrix1label
Latest performance/potential matrix grid
placement. No enumeration - tex tOption
matrix2label
matrix2label
-¢·çvRž~FU[iü,H³½šj~™ËòÑ5−ú’µ˚l@féł±c3«`_˛ˆ{¯Ö/(QGm¯»5ªŒzØëÇË£Eòˆ#Òñj”
ment. No enumeration
matrixManaged
matrixManaged
true, false
mi
mi
No enumeration – textOption only
minority
minority
true, false
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Succession Data Model ID
SOC XML Key
Mapping Values
nationality
nationality
Can be a picklist
newToPosition
newToPosition
true, false
objective
objective
Latest sysOverallObjective rating, using
the normalized matrix objective scale
performance
performance
Latest sysOverallPerformance rating, us­
ing the normalized matrix perform ance
scale
potential
potential
Latest sysOverallPotential rating, using
the normalized matrix potential scale
reasonForLeaving
reasonForLeaving
Can be a picklist
reviewFreq
review_freq
No enumeration – textOption only
riskOfLoss
riskOfLoss
Can be a picklist
serviceDate
serviceDate
No enumeration – textOption only (date
format)
ssn
ssn
No enumeration – textOption only
state
state
No enumeration – textOption only
talentPool
talentPool
Can be a picklist
title
title
No enumeration – textOption only
userId
userId
No enumeration – textOption only
username
username
No enumeration – textOption only
zipCode
zip
No enumeration – textOption only
8.3.2 Configuring the Succession Org Chart XML
The Succession Org Chart layout and options are defined in the XML via Provisioning.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
If you are upgrading from a previous version of the Succession Org Chart to the v12 version, you don't have to
change the XML configuration unless you have only configured textOption labels for your talent flags. In that
case, if you want those flags to display in the Succession Org Chart, update the XML to define icons for them.
 Tip
In the v12 Succession Org Chart, you can hide or show the successors and talent flags of a particular node by
clicking less or more at the position level on the UI. This feature makes the Successors option, in the v11 XML,
obsolote. When you upgrade to v12, the Successors option is automatically removed from the XML. You
should not manually add it back.
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In Provisioning under Succession Management, choose Edit Org Chart Configuration.
The XML includes the following elements:
key
Standard element the data comes from
icon
The iconOption is how you define icons to display in the v12
org chart nodes.
You define the icon element for each value the data element
can have.
The v12 org chart only supports icons on the nodes, not gradi­
ents.
gradient
The gradientOption is only used for older versions of the
org chart, not for v12
You define the gradient element for each value the data ele­
ment can have.
value
The minimum value from the picklist file or a static value
option
Option tag group sets the label for successors
textOption
For each data element displayed as text (v11 or earlier)

Note
Succession Org Chart v12 only displays icons in the org
chart nodes, not textOption.
Localizing Succession Org Chart Labels [page 141]
You can add one or more additional <label> tags to the org chart XML that specify locale­specific text for
field labels and values.
Defining the Readiness Rating Scale in the Org Chart XML [page 142]
All successor nominations require a readiness rating to determine how far they are from being ready to fill
the role in question.
Configuring Bench Strength [page 146]
The bench strength indicator provides a quick visual cue to succession planners of the overall state of the
Succession Org Chart.
Configuring Icons for the Succession Org Chart [page 148]
Icons on the Succession Org Chart provide succession planners a quick, visual reference for successor
information.
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8.3.2.1
Localizing Succession Org Chart Labels
You can add one or more additional <label> tags to the org chart XML that specify locale­specific text for field
labels and values.
Context
The default <label> tag has no lang attribute and is used when there is no locale­specific label for the item in the
user's language.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. Locate the element for the labels you want to localize.
3. After each of the default <label> tags for that element, add your additional <label lang="xx_XX"> tags for
each language and country/region combination you need.
<label lang="fr_FR"> and <label lang="zh_CN">.
4. Enter the localized text for each of the language labels.
Example
Task overview: Configuring the Succession Org Chart XML [page 139]
Related Information
Defining the Readiness Rating Scale in the Org Chart XML [page 142]
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Configuring Bench Strength [page 146]
Configuring Icons for the Succession Org Chart [page 148]
8.3.2.2
Defining the Readiness Rating Scale in the Org Chart
XML
All successor nominations require a readiness rating to determine how far they are from being ready to fill the role
in question.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
You define your readiness rating scale in both the org chart XML (via Provisioning) and using the rating scale
designer (via the Admin Center). The rating scales you define must match exactly in both locations to avoid
inconsistent results in the various succession planning tools.
 Note
Configure the readiness and bench strength picklists so that they are in sync and exactly equal. Even if you're
not using bench strength right now, we recommend setting up the picklist during implementation anyway to
ensure future success, should you decide to start displaying Bench Strength in the Succession Org Chart.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. In the XML, create the rating scale using the <gradientOption> tag and define the following:
Option
Description
key
readiness
type
Always: readiness
label
Readiness
You can also define localized labels.
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 Caution
You must name the readiness rating scale exactly, Readiness, or your system won't recognize it.
3. Use the <gradient> tag to define each level of the readiness rating scale, and define the following:
 Remember
The scale you define in the XML must match the one defined via the Admin Center.
Option Description
label
Label for the readiness level. You can include localized labels.
value
Indicate the picklist option ID

Note
The lowest number is the least ready and the highest number is the most ready. The bench strength calcula­
tion and other features expect that the highest number equals the most ready
index
Indicate which color from the readiness color scheme is used for the rating
For example, you might define your readiness scale with 4 levels:
Rating
Description
1
Ready in 3 to 5 years
2
Ready in 1 to 2 years
3
Ready Now
4
Emergency Replacement
4. Save your changes.
Results
Succession planners can choose a readiness rating when nominating successors.
 Caution
If you change the readiness rating scale after successors have been nominated, then any existing nominations
may display inconsistent readiness ratings.
For example, a successor is nominated with a readiness rating of 3 (Ready Now). Then you update the rating
scale so that 4 = Ready Now and 3 = Ready in 1 Year. Now, the successor with the 3 rating shows as ready in 1
year instead of the originally intended ready now.
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Example
 Sample Code
<gradientOption index="2" key="readiness">
<type>readiness</type>
<label>Readiness</label>
<label lang="de_DE">Fertigkeit</label>
<label lang="fr_FR">Potentiel à</label>
<label lang="zh_CN">准备就绪</label>
<label lang="ja_JP">覚悟</label>
<gradientset>
<gradient>
<label>3 to 5 years</label>
<label lang="fr_FR">Entre 3 et 5 ans</label>
<label lang="de_DE">3-5 Jahre</label>
<label lang="zh_CN">3-5 年</label>
<label lang="ja_JP">3-5 年</label>
<value>1.0</value>
<index>3</index>
</gradient>
<gradient>
<label>1 to 2 years</label>
<label lang="fr_FR">Entre 1 et 2 ans</label>
<label lang="de_DE">1-2 Jahre</label>
<label lang="zh_CN">1-2 年</label>
<label lang="ja_JP">1-2 年</label>
<value>2.0</value>
<index>2</index>
</gradient>
<gradient>
<label>Ready Now</label>
<label lang="de_DE">Jetzt Bereit</label>
<label lang="zh_CN">准备好了</label>
<label lang="ja_JP">今準備</label>
<value>3.0</value>
<index>1</index>
</gradient>
<gradient>
<label>Emergency Replacement</label>
<label lang="de_DE">Notfall Ersatz</label>
<label lang="zh_CN">紧急更换</label>
<label lang="ja_JP">緊急交換</label>
<value>4.0</value>
<index>4</index>
</gradient>
</gradientset>
</gradientOption>
Readiness Color Scheme [page 145]
Mapping colors to specific readiness levels provides a quick visual cue to succession planners when they're
working with the matrix grid reports and other planning tools.
Task overview: Configuring the Succession Org Chart XML [page 139]
Related Information
Localizing Succession Org Chart Labels [page 141]
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Configuring Bench Strength [page 146]
Configuring Icons for the Succession Org Chart [page 148]
Configuring the Readiness Rating Scale via the Admin Center [page 76]
8.3.2.2.1
Readiness Color Scheme
Mapping colors to specific readiness levels provides a quick visual cue to succession planners when they're working
with the matrix grid reports and other planning tools.
Configuring the Color Scheme
You configure the readiness color scheme in Provisioning under Edit the org chart configuration.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
There are a total of ten colors available for mapping to your specific business requirements. The most common
configuration uses just the first four colors:
1. Color 1 = Ready Now
2. Color 2 = 1-2 Years
3. Color 3 = 3-5 Years
4. Color 4 = Emergency Replacement
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Enhanced Color Scheme
8.3.2.3
Configuring Bench Strength
The bench strength indicator provides a quick visual cue to succession planners of the overall state of the
Succession Org Chart.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
The bench strength indicator allows succession planners to take a broad view and to spot those positions most at
risk due to low successor readiness, or bench strength.
The system calculates the bench strength for each position based on the highest readiness level among all the
successors nominated for that position. So if there are 5 successors for a position and one of them is ready now,
the bench strength reflects that readiness. If the highest readiness level among those 5 successors is only 1-2
years, then the bench strength reflects that value.
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It's important that your bench strength and readiness picklists reflect the same values so that the information and
related colors display consistently. If you were to reverse those values for example, the system would interpret
"Ready in 3-5 years" as the "best" value when calculating and displaying the bench strength.
● The higher the <value>, the better the bench strength
For example, if the lowest readiness level is 3-5 years, then you assign that a value of 1.
● The <index> indicates the color related to the bench strength value
● Each benchmark gradient is assigned the same color <index> as its associated readiness level
For example, if the readiness rating for 3-5 years is assigned the color index 3, then assign that same color
index to the corresponding bench strength gradient..
 Sample Code
<gradientOption index="2" key="benchStrength">
<type>titlegradient</type>
<label>Bench Strength</label>
<gradientset>
<gradient>
<label>3-5 years</label>
<label lang="de_DE">3-5 Jahre</label>
<value>1.0</value>
<index>3</index>
</gradient>
<gradient>
<label>1-2 years</label>
<label lang="de_DE">1-2 Jahre</label>
<value>2.0</value>
<index>2</index>
</gradient>
<gradient>
<label>Ready Now</label>
<label lang="de_DE">Sofort bereit</label>
<value>3.0</value>
<index>1</index>
</gradient>
</gradientset>
</gradientOption>
Parent topic: Configuring the Succession Org Chart XML [page 139]
Related Information
Localizing Succession Org Chart Labels [page 141]
Defining the Readiness Rating Scale in the Org Chart XML [page 142]
Configuring Icons for the Succession Org Chart [page 148]
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8.3.2.4
Configuring Icons for the Succession Org Chart
Icons on the Succession Org Chart provide succession planners a quick, visual reference for successor information.
Context
Standard talent elements and custom01 through custom15 are supported as icons. The Succession Org Chart v12
supports a maximum display of 12 icons.
 Note
We can only control the permission to see the Succession Org Chart icons with the Succession Management
and Matrix Report Permissions. The icons on the Succession Org Chart don’t follow the Employee Data
permission. However, for the login or proxy users themselves, whether they can see Succession Org Chart icons
for themselves is also determined by the settings in the Employee Data permission.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. Add an iconSetOption tag for each element you want to represent as an icon and include the following:
Option
Description
index
Indicates the order of the icon sets
key
The element to be represented by the icons
type
Always iconset
label
The text associated with the element in the Display Options of the Succession Org Chart
3. For each value of the element, add an <icon> tag and define the following:
148
Option
Description
image
The name of the icon image
label
Displays the value assigned to the employee
value
The index value of the corresponding picklist
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 Note
Keep labels as short as possible. The legend layout can be thrown off by labels longer than a few words,
depending on how many icon sets you include in the org chart.
Example
 Sample Code
<iconSetOption index="4" key="impactOfLoss">
<type>iconset</type>
<label>Impact of Loss</label>
<iconset>
<icon>
<image>component_red</image>
<label>High</label>
<value>3.0</value>
</icon>
<icon>
<image>component_yellow</image>
<label>Medium</label>
<value>2.0</value>
</icon>
<icon>
<image>component_green</image>
<label>Low</label>
<value>1.0</value>
</icon>
</iconset>
</iconSetOption>
Task overview: Configuring the Succession Org Chart XML [page 139]
Related Information
Localizing Succession Org Chart Labels [page 141]
Defining the Readiness Rating Scale in the Org Chart XML [page 142]
Configuring Bench Strength [page 146]
Succession Org Chart Icons [page 152]
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8.3.2.4.1
Changing the Order of the Icon Data Set
You can change the order of the icon sets so that, for example, one set of icons is in front of another in the
Succession Org Chart.
Context
 Example
You wan to move the Impact of Loss icon indicator in front of the Talent Pool icon indicator.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. Locate the <iconSetOption> block for the icon set you want to move, for example key="impactOfLoss".
3. Select the entire <iconSetOption> and move the whole block so that the icon sets are in the order you want,
for example, above the <iconSetOption> for key="talentPool".
4. Change the index value so that it reflects the new order of the icon sets.
For key="impactOfLoss", change the index to index="1" and for key="talentPool", change it to
index="2".
8.3.2.4.2
Changing the Icons Used for an Element
You can choose a different icon to represent elements in the Succession Org Chart.
Context
 Example
You want to change the icon set representing Talent Pool from Pawns to Goblets.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
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2. Locate the <iconSetOption> block for the icon set you want to change, for example key="talentPool".
3. Locate all the <icon> blocks containing the <image> elements you want to change and enter the new file
names.
Change all the Pawn icon image file names to the Goblet image file names: <image>pawn_darkblue</
image> changes to <image>goblet_darkblue</image>.
8.3.2.4.3
Showing Icons for Successors in Succession Org
Chart
You can specify whether to show icon attributes for the successors nominated to a position in the Succession Org
Chart.
Prerequisites
Succession icons have been configured in your instance.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
You can add the target attribute to the Succession Org Chart XML, so that icons can be displayed for successors
as well. Valid options for target are "both" and "successor". If the target attribute is not added, the value is
shown for incumbents only.
If you use...
The Succession Org Chart shows...
both
icons for both incumbents and successors
successor
icons for successors only
Procedure
1. Go to
Provisioning
Succession Management
Edit Org Chart configuration .
2. Add the target attribute to the main tag of iconSetOption. You can refer to the following code sample:
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 Sample Code
<iconSetOption index="4" key="impactOfLoss" target="both">
<type>iconset</type>
<label>Impact of Loss</label>
<iconset>
<icon>
<image>component_red</image>
<label>High</label>
<value>3.0</value>
</icon>
<icon>
<image>component_yellow</image>
<label>Medium</label>
<value>2.0</value>
</icon>
<icon>
<image>component_green</image>
<label>Low</label>
<value>1.0</value>
</icon>
</iconset>
</iconSetOption>
 Note
The target attribute only works for iconSetOption and textOption tags. It is ignored for
gradientOption tags. Because textOption is not used in Succession Org Char v12, it is recommended
that you use target for iconSetOption only.
3. Save your changes.
Results
You can now see icons for both incumbents and successors in Succession Org Chart.
8.3.2.4.4
Succession Org Chart Icons
List of all available icons for use with the Succession Org Chart.
Introduction
You can assign these icons to elements for display in the Succession Org Chart via Provisioning.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
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Use the name next to the icon images as the value for the <image> tag in your org chart XML configuration.
Capitalization matters. If you enter <image>At_blue</image>, the system will display the associated icon image.
If you enter <image>at_blue</image>, the system will not display an image.
Some icons are duplicated with different filenames, for backward compatibility. Wherever possible, use the
simplest and most obvious name for the icon. For example, use square_red instead of square_redfuscia.
Icon List
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8.3.2.4.4.1 Fiori-style Icons
The Fiori-style icons provide an updated visualization for the most commonly used talent fields and are available
for use in the Succession Org Chart and Matrix Grid reports.
 Remember
When adding these icons to the Succession Org Chart XML, insert sap_ui5_icon_ before each file name
listed.
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8.3.3 Showing Photos in the Succession Org Chart
You can set the option to show or hide employee photos in the Succession Org Chart independently from the other
org charts in your system.
Context
 Note
This is an SAP SuccessFactors Business Beyond Bias feature. Use it to support processes that detect, prevent,
or eliminate the influence of bias, helping you achieve your diversity and inclusion goals.
Procedure
1. Go to
Admin Center
Tools
Org Chart Configuration .
2. Select Succession Org Chart and then choose whether or not to show photos.
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 Note
For the v12 version of the Succession Org Chart, the order of the fields is fixed. You cannot change the
order using the field order controls,  (up arrow) and  (down arrow).
Results
If you use a position-based nomination method and set the org chart to display photos, then users can show or
hide photos as part of their Succession Org Chart display options.
8.3.4 Showing Position Titles in the Succession Org Chart
For legacy position-based nomination method users, you can choose to display position title instead of user title on
Succession Org Chart.
Prerequisites
You’re using legacy position-based nomination method.
Context
If you choose to display position title on Succession Org Chart, position titles also display on the nomination and
successor portlets of the People Profile.
Procedure
1. Go to
Admin Center
Succession
Org Chart Configuration .
2. Go to the Succession org chart tab.
3. Select the Display position title instead of user title option.
If not selected, user title replaces position title.
4. Save your changes.
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Results
Position titles display on Succession Org Chart, the nomination and successor portlets.
8.3.5 Hiding Total Team Size in Succession Org Chart
You can hide the total team size in the Succession Org Chart so that the chart loads faster.
Context
When you display an employee in the Succession Org Chart, the system also loads the total size of his or her team
and the relevant position and succession information. Then you can expand the org chart and navigate to any user
along the reporting line.
Therefore, the Succession Org Chart may take a long time to be loaded for a senior executive who might have
hundreds or even thousands of users reporting to him or her. To make sure that it loads faster, you can specify that
the chart doesn’t load the total team size and only the direct reports are loaded.
Procedure
1. Go to
Admin Center
Org Chart Configuration
Succession Org Chart .
2. Select Hide the total team size for faster loading.
 Note
This option is for MDF position nomination method only.
3. Save your changes.
Results
The Succession Org Chart loads faster, and you can navigate among the chart via direct reports one level at a time.
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8.3.6 Showing Custom Managers in Succession Org Chart
You configure the Succession Org Chart XML to show custom managers as dotted reporting lines.
Context
Matrix managers, when shown in the Succession Org Chart, are displayed as dotted reporting lines. To display
custom managers as well, you need to configure the XML definition of the Succession Org Chart.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, under Succession Management, choose Edit Org Chart Configuration.
2. Enable the configurable display. See the following sample definition:
 Sample Code
<OrgChartConfig configurableDisplay="true">
...
</OrgChartConfig>
Results
You have enabled configurable display of custom managers in the Succession Org Chart.
Next Steps
To display a custom manager in the Succession Org Chart, you need to define the ORG_CHART_DISPLAY option
as TRUE when you import the custom manager information.
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8.3.7 Enabling Users to Assign Learning Activities
If you have SAP SuccessFactors Learning implemented, you can enable managers with the associated privileges to
assign learning activities to successors from the Succession Org Chart.
Prerequisites
● You have SAP SuccessFactors Learning and have integrated it with the SAP SuccessFactors HXM Suite.
● You have configured the Development Transcript template.
● Users have succession planning permissions and access to the Succession Org Chart.
Context
Once successors are identified, you may want to assign relevant learning activities to them, such as leadership or
management training. If you have both the Succession and Learning modules, you can enable users who have
Learning privileges to assign learning activities to successors from the Succession Org Chart. To assign a learning
activity, you can use intelligent search for activities related to the competencies in the target position, or you can
search the entire catalog.
Procedure
1. Go to
2. Select
Admin Center
Learning
Tools
Manage Permission Roles , choose a role and click Permission.
Learning Access Permission .
Results
The Assign Learning menu option is available from the Succession Org Chart.
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8.4
Using Succession Org Chart
8.4.1 Searching and Navigating the Succession Org Chart
You can easily search and navigate the Succession Org Chart to manage the succession planning for your
organization.
Context
You can search for positions or people and then navigate through the position hierarchy, reviewing succession
plans for the reporting line you selected. Key positions are clearly marked, making it easier for you to manage your
succession strategy. And the information you see for people and positions on the Succession Org Chart is
controlled by your various role-based permissions and target populations, ensuring sensitive information remains
protected.
Procedure
1. Go to
Succession
Succession Org Chart .
By default, the Succession Org Chart always starts with your position, regardless of nomination method or
whether you're currently assigned a position.
2. To start the org chart from a different position, you can search positions by employee name, user ID, position
name, or position ID.
The system remembers which method, either by People or by Position, you used to search the last time and
defaults to that the next time you access the Succession Org Chart.
 Note
The usability setting, Remember user's view, display options and 9-box results in Succession, in
Admin
Center Tools Succession Settings only applies to the user's last viewed page, tab, display options,
and so on. It does NOT apply to the handling of default starting nodes and default selection of person or
position search.
3. If you search by People, you can quickly access recently or frequently viewed people by clicking the search field
and choosing from the lists.
4. Navigate by moving up or down the hierarchy.
If a position has many direct reports, or if you've expanded more than one reporting line on the same level, a
vertical view of the nodes is shown with reduced information in the node. The full information is available by
clicking the position to open the position card.
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 Note
If you load a position with more than 1000 direct or matrix reports, only the first 1000 reports will be
displayed.
5. Zoom in or out to show more or less of the hierarchy.
Related Information
Choosing Display Options in the Succession Org Chart [page 166]
8.4.2 Choosing Display Options in the Succession Org Chart
You can select which succession and talent related information is displayed in the org chart nodes.
Procedure
1. Go to
Succession
Succession Org Chart
and click  (Display Options).
 Note
The Display Options dialog stays open until you close it, allowing you to reference the icon legend and the
settings you've selected while you work in the org chart. You can also move the dialog box around on the
screen as needed. To close it, click  (Close)
2. Choose a Report Type to adjust hierarchy based on the reporting line options available for your organization.
Report Type
Report Type
All Reports
If you choose this option, all direct reports and matrix re­
ports display on Succession Org Chart. However, if the start­
ing node has a matrix report, the direct reports of this matrix
report don't display.
Direct Reports only
If you choose this option, all direct reports display. All matrix
reports don't show.
Matrix Reports only
If you choose this option, all matrix reports display. All direct
reports don't show.
3. Choose which succession or talent related information to display on each org chart node by clicking Show on
Card.
The options you have for displaying information and icons in the Succession Org Chart are based on your
system configuration, including whether or not you have the option of displaying employee photos.
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 Note
You can display a tooltip explanation of any icon and its value by mousing over it in the Display Options or by
mousing over the incumbent or successor area of an org chart node.
The Succession Org Chart nodes adjust to display the options you selected.
4. Choose whether to display the default or expanded org chart nodes by clicking Number of Successors Per
Card .
○ The Default behavior displays up to three successors for each node. To view all successors for a single
position, click the position title, which opens the position card with full details.
○ The More Successors option expands the org chart node to display up to 12 successors, including talent
flags and readiness levels (if configured).
 Note
You can also export the full succession plan when you select this option.
5. To highlight only key positions in the org chart, choose
Others
Highlight Key Positions .
The Report Type, Show on Card, and Number of Successors Per Card sections remember the options that users
chose last time. But the Highlight key positions option in the Others section doesn't have this stickiness.
6. To hide the successors and talent flags of a particular node, click Less at the position level.
Hiding the successor and talent flag information makes it easier for you to review the succession plan with a
manager for their team, for example, without exposing that manager's assigned successors or talent flags.
Related Information
Highlighting Key Positions [page 167]
8.4.3 Highlighting Key Positions
If you've enabled the key position indicator, you can use it to focus your succession planning.
Prerequisites
● You're using a position-based nomination method
● You've enabled the key position indicator
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Context
Key positions include an indicator,  (Key Position), on the position card whether you're working from the
Succession Org Chart or the Position Tile View. In addition, while working from the Succession Org Chart, you can
highlight just the key positions so that you can focus your succession planning on just those positions.
The key position indicator is consistent with other visibility rules on the Succession Org Chart, which are based on
the associated role-based permissions and target population. Positions that are outside your scope to view, are
treated as nonkey positions on the UI.
Procedure
1. On the Succession Org Chart, choose  (Display Options), and then go to Others.
2. Highlight the key positions. The selection differs according to the position type you use and the type of
indicator you've configured:
Position Type
Indicator Type
How You Can Highlight the Positions
Legacy positions
Boolean
Choose Highlight Key Positions.
Rating Scale
Select a criticality level. The positions of
the selected criticality level are high­
lighted.
MDF positions
Picklist
3. To reset your display, deselect Highlight Key Positions or the criticality level.
Results
If your system is set up with the Boolean, or yes or no, key position indicator, the system dims, or grays out, all
nonkey positions.
If your system is set up with a scale or picklist key position indicator, the system outlines each position node with
the color corresponding to the criticality level of the position.
Key positions are only revealed to the following users:
● (For MDF positions only) Users that have the Read Only permission for the Position Criticality field of the
Position object
● (For Legacy positions only) Users that have Succession Management and Matrix Report Permissions for
incumbents of those positions
Related Information
Configuring Key Position Indicator [page 85]
Enabling Security for Fields
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8.4.4 Hiding a Position in the Succession Org Chart
You can hide positions that aren't currently relevant to your task.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click  View Available Actions and choose Hide Position.
The system refreshes and removes the position node from the displayed org chart.
 Note
If you hide a top-level position node, the system refreshes and gives you the option to move to the next level
higher in the org chart. The position you hid is still hidden.
3. To unhide all positions, click the icon for Show All Positions at the top of the org chart (the icon is only displayed
if there are currently hidden positions).
 Note
You cannot choose which hidden positions to unhide.
8.4.5 Adding Legacy Positions from Succession Org Chart v12
If you use the legacy position-based succession nomination method in your system, you can add and edit positions
directly from the Succession Org Chart.
Prerequisites
● Your system uses the legacy position-based nomination method
● You have upgraded to the Succession Org Chart v12
Procedure
1. Navigate to the position you want to edit, or where you want to add a peer or direct report, and open the
position card, usually by clicking on the position title.
2. Click  (View Available Actions).
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Option
Description
Edit Position
Opens the edit position dialog where you can modify the position details, including the parent position
which allows you to change the reporting line for the position.
Add Peer
Opens a new position dialog where you can define a new position at the same level and with the same
reporting line as the one you have open.
Add Direct Re­
port
Opens a new position dialog where you can define a new position as a direct report of the position you
have open.
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Lineage Chart
The lineage chart offers you a way to examine overall succession coverage below a given incumbent or position.
Lineage Chart helps analyze the likely effect before a high-level succession plan is taken into action.
In line with the overall SAP Fiori design standards, Lineage Chart offers a more intuitive and modern user
experience.
Benefits of Lineage Chart v12
● Previously, only four hierarchy levels of successors could be displayed. With Lineage Chart V12, you can see as
many levels of successors as you want. Similar to Succession Org Chart V12, you can open the successors per
node.
● You can check the Talent Card of a user by clicking the icon next to the name of the user. If you have never used
Talent Card before, you can refer to the Talent Card section of the guide for further configuration guidance. The
Succession Talent Card configuration applies to both Succession Org Chart and Lineage Chart v12.
● Adobe Flash technology is no longer required.
9.1
Enabling Lineage Chart
To use the Lineage Chart feature, enable the Succession Lineage Report setting in Provisioning.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. Go to
Provisioning
Company Settings .
2. Enable Succession Lineage Report [requires Version 11 UI framework (ULTRA)].
3. Save your changes.
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Results
You have successfully enabled Lineage Chart. With proper permission, you can access the Lineage Chart.
Next Steps
If you have never used other Succession features yet, you must configure the Talent Card content through
Center
Manage Talent Card
9.2
Admin
Succession Talent Card .
Accessing Lineage Chart
The Lineage Chart shows the succession lineage, or continuity, starting from a given incumbent or position.
Prerequisites
● You have the Succession Org Chart Permission to access the Lineage Chart tab.
● You have the Succession Management and Matrix Report Permissions, the Succession Approval Permission, and
the Succession Planning Permission permissions to see nominations for a certain position or a certain status,
for example, whether you can see pending nominations.
● Lineage Chart is enabled in your instance.
Procedure
1. Go to
Home
Succession .
2. Go to the Lineage Chart tab.
3. Search incumbent or position in Search in Lineage Chart.
A Lineage Chart with two levels displays.
4. You can click the right arrow icon to see levels down in the hierarchy.
5. You can click the left arrow icon to roll up levels.
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9.3
Lineage Chart Components
There are several components you should know to understand better what information you can check with Lineage
Chart.
Lineage Chart is composed of a starting node and other levels of nodes depending on the company succession
hierarchy.
Starting node
Starting node consists of the following components:
● Employee name
● Employee title
● Number of nominations of the user
● Number of successors for the position
Other levels
Other levels consist of the following components:
● Employee name
● Employee title
● Number of nominations of the user
● Number of successors for the position
● Readiness
 Note
You can mouse over the nomination area to see the ranking value and details of the talent flags.
Related Information
Lineage Chart Icons [page 173]
9.4
Lineage Chart Icons
Lineage Chart V12 icons are the same as Succession Org Chart V12 icons.
● The talent flags displayed in Lineage Chart are configured for the Succession Org Chart V12 in Provisioning.
● You can change an icon in the XML file through
Provisioning
Succession Management
Edit Org Chart
configuration .
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 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
● The talent flags are displayed for each user shown, regardless whether it is the starting node user or a
successor. There is no People Profile based permission check for these talent flags. All flags that are configured
show for all employees.
● There are no talent flags for external successors.
● For internal successors, the profile icon calls the Talent Card. For external successors, the profile icon calls the
recruiting candidate quickcard.
9.5
Changing the Label of Lineage Chart
You can change the label, or name, of the Lineage Chart with Text Replacement.
Procedure
1. Go to
Admin Center
Company Settings
Text Replacement .
2. Choose a locale from the Select Language list.
3. Type in the COMMON_SUCCESSION_LINEAGE_REPORT_TAB key in the Search by Key field.
4. Replace the default text with a new label in the Replace With Text field.
5. Save your changes.
Results
You have successfully changed the label for Lineage Chart. You can log out and then log in again to check the new
label.
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10 Nominating Successors to Positions
Nominating successors to positions is key to supporting your organization's talent management strategy.
Prerequisites
Your solution includes the following configurations:
● Readiness rating scale
● Picklists for readiness and bench strength
Context
Regardless of where you start, from the Succession Org Chart or the Position Tile view, you add successors to
positions from the position card.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click Add Successor.
3. Find a successor using one of the following options, depending on how your solution is configured:
○ Search by name for internal candidates.
○ Search by name for external candidates.
The external candidate search is an auto-complete field that allows you to find a candidate by user name,
first name, or last name.
○ Click Advanced Search to find successors using Talent Search (v2).
○ Choose one of the suggested successors by clicking Add.
4. Choose a Readiness Level.
5. Enter a rank, if your solution is configured for it, and add any notes you may have.
6. Save your changes.
Related Information
Position Cards [page 183]
Adding New External Candidates as Successors [page 178]
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10.1 Editing or Reviewing Successor Nominations
Once a successor has been added to a position, you can review or adjust the nomination settings.
Context
Nominated successors are listed on the position card. To review the notes added by other users, to add your own
notes, or to adjust the settings for the successor nomination, use the Edit Nomination feature.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click the current readiness level and select a new readiness level or choose from the following options:
Option
Description
Edit Nomination
Opens the nomination form where you can select a new readiness level, ranking, and edit your notes
Remove
Removes the employee as a successor for the position
Successor
Evaluate
If your solution includes SAP SuccessFactors Performance Management and has been configured to
Readiness
support this feature, it launches a form based on the position or incumbent job code.

Note
If you use SAP SuccessFactors Employee Central position management and there are multiple in­
cumbents assigned to the position, the system will prompt you to choose an incumbent before
launching the form. The incumbents available for selection are limited to those with a job code as­
signed.
3. Save your changes.
Related Information
Adding Incumbents or Successors to an MDF Talent Pool [page 207]
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10.2 Comparing Successors
Open multiple talent cards to compare successors side-by-side.
Context
You can open the talent card for any employee associated with a position from the position card.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click the name of any employee associated with the position, including the incumbent, a named successor, or
someone included in a linked talent pool.
The talent card for that person opens and stays open until you close it.
 Note
External candidates do not display as a talent card, but basic contact information is displayed when you
click an external candidate in the position card.
3. Continue opening talent cards until you have everyone you want to include in your side-by-side comparison.
4. Close the talent cards individually, or close the position card to close them all at once.
10.3 Showing Role Information
The role information for a position is determined via the job code for the incumbent or the TBH placeholder record.
Prerequisites
● Job Profile Builder is enabled
● Incumbent or current position job code is mapped to a valid job profile
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Context
Role details for any given position or incumbent are restricted by the same permissions defined for succession
management and matrix grid reports.
Procedure
1. Navigate to the position and open the position card, usually by clicking the position title.
2. Click  View Available Actions and choose View Role Details.
 Note
If you use SAP SuccessFactors Employee Central position management and there are multiple incumbents
assigned to the position, the system will prompt you to choose an incumbent before displaying the role
details. The incumbents available for selection are limited to those with a job code assigned.
10.4 Adding New External Candidates as Successors
If your system includes Recruiting, you can add new external candidates directly from the successor nomination
dialog for a position.
Prerequisites
● You have SAP SuccessFactors Recruiting configured
● You are assigned the related Recruiting permissions
● Your system is set up to allow nomination of external candidates
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click Add Successor.
3. Choose External Candidates.
4. Choose Create Candidate.
5. Complete the form and click Create Profile.
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 Note
The Add Candidate dialog is the same one used in Recruiting, when you add a candidate from Succession,
an email is sent to the candidate only if the associated settings are configured in Recruiting.
6. Finish your nomination settings, like readiness and ranking, and save your changes.
Results
The external candidate is added to Recruiting and to the position as a successor.
10.4.1 Creating a Job Requisition for a Position
If your solution includes SAP SuccessFactors Recruiting, you can create a job requisition from the position card.
Prerequisites
The job code is available at the position level in the Metadata Framework.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click  View Available Actions and choose Create Job Req.
The system opens the Create New Job Requisition page in Recruiting and populates the form with the job role
and position internal ID attributes from the position.
10.5 Viewing the Nomination History for a Position
You can review the changes made to successor nominations for a position.
Prerequisites
● You have enabled instant nominations.
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● You have enabled the Allow succession planners to view successors on org chart nodes/position tile view option
through
Admin Center
Succession
Org Chart Configuration
Succession org chart .
Context
The following changes are recorded as new lines in the succession history:
● Nomination: when a new successor is nominated or a current successor is removed
● Readiness Change: when a readiness level changes
● Ranking Change: when a change is made to successor ranking
● Status Change: when the approval status changes, for example it moves from pending to approved, or when
the nomination notes are changed
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click  (View Available Actions) and choose Nomination History.
The nomination history opens and displays information in two sections:
○ Time Line: Lists all dates for changes to successor nominations
○ Change History: Lists all changes to successor nominations for the selected date
3. To choose a different time period to review, in the Time Line section, click  Edit .
4. Select a date from the Time Line to review the details of the changes made on that date.
The Change History lists all changes on the dates along with the before and after values for each change.
10.6 Showing the Succession Lineage Chart
The Lineage Chart shows the succession lineage, or continuity, starting from a given incumbent or position.
Context
The lineage chart offers you a way to examine overall succession coverage below a key position and analyze the
likely effect if a high-level succession plan were to be put into action.
The lineage chart uses the same permissions as the Succession Org Chart to determine whether a user is allowed
to see successor information. If you encounter a node in the lineage chart for which you do not have permission,
the successor information for that node is masked.
The readiness background color is the same as the Succession Org Chart.
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Procedure
1. Navigate to the position and open the position card, usually by clicking the position title.
2. Click  View Available Actions and choose View Lineage Chart.
 Note
If you use SAP SuccessFactors Employee Central position management and there are multiple incumbents
assigned to the position, the system will prompt you to choose an incumbent before displaying the lineage
chart.
10.7 Changing the Key Position Attribute
If you have the appropriate permissions, you can change the key position attribute of a position directly from the
position card without having to enter the full edit position dialog.
Prerequisites
● You are using a position-based nomination method
● You have enabled the key position indicator
● For legacy position-based nominations, you have permission to edit the position
● For MDF position-based nominations, you have permission to edit the position data (not the position object)
 Note
You can use Field Level Overrides for <positionCriticality> to make the Key Position attribute readonly or to remove it entirely from the position card header.
Context
Whether your system is using legacy or Metadata Framework (MDF) position-based nominations, the key position
attribute is available in the header information of the position card, which you can access from either the
Succession Org Chart v12 or Position Tile View.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
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2. Select a Key Position value.
Related Information
Configuring Key Position Indicator for Legacy Positions [page 90]
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11
Editing or Deleting MDF Positions
If you use the Metadata Framework (MDF) position-based nomination method, and have the associated
permissions, you can edit or delete positions from the position card.
Prerequisites
● You are using the MDF position-based nomination method.
● You are assigned the appropriate role-based permissions to edit or delete positions.
Context
Note that when you delete a position, the successors and nomination history of this position will be lost. Even if you
import the same position back to the system, the successors and nomination history cannot be recovered.
Procedure
1. Navigate to the position and open the position card, usually by clicking on the position title.
2. Click  (View Available Actions).
Option
Description
Show and Edit Position
Opens the MDF position dialog where you can edit the position or manage position data.
Show Position
Displays if you only have permission to view positions
Delete Position
Presents you with a confirmation dialog to delete the position
11.1
Position Cards
Position cards include talent information from the position, rather than the employee, point of view.
Anytime you click on a position, for example when you're working with the Position Tile View or the Succession Org
Chart, the system displays the position card. The card is divided into expandable and collapsible panels that display
each of the following when you're using the MDF position-based nomination method:
● Incumbent
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 Note
If you use SAP SuccessFactors Employee Central position management, and you have positions with
multiple incumbents assigned, then all incumbents are listed in the position card and sorted alphabetically
by the full name.
The following menu options in the position card are based on the first incumbent listed:
○ Evaluate Role Readiness
○ Lineage Chart
○ View Role Details
● Named Successors, sorted by their readiness levels
● And, if any have been mapped to the position, a panel for each talent pool
Position cards also include several actions that allow you to manage your positions and your succession plans.
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12
Talent Cards
A talent card is a concise profile of an employee and their talent related attributes.
Talent cards display a subset of People Profile information and are designed to display strategic talent information
about a person.
There are three different talent cards available, each associated with a specific SAP SuccessFactors module.
● Succession Talent Card
The talent card you configure for Succession is used in the Succession Org Chart (v12 and higher), the Lineage
Chart, the Position Tile View, the Matrix Grid reports (v12 and higher), and MDF Talent Pools.
● Presentation Talent Card
The talent card you configure for Presentations is used on some live slides and can be linked to hotspots on
static slides.
● Calibration Talent Card
While all three have the same set of features, you can configure each differently based on your requirements. For
example, there may be certain background elements you want to use for succession planning or calibration
sessions that you don't need for your executive reviews.
Based on your permissions and target population, you can add or edit succession nominations and talent pool
nominations in all the three types of talent cards. In Presentations, users including recipients of a shared
presentation can add and edit nominations in the Nominations section on talent cards with permissions Succession
Planning Permission and
View Talent Pool nominations
Add/edit/delete Talent Pool nominations .
Some of the benefits of using talent cards include:
● A layout designed for stacking and side by side comparison
● Streamlined information
● Flexibility to configure a layout that works best for you
● Synchronized scrolling when multiple cards are open
● Support for existing user information and many background blocks
 Note
Employee data shown on the talent card is subject to system permissions. The talent card only displays
employee data that the logged-in user has permission to view. When used in a presentation, presenters should
ensure that members of the audience are also allowed to view this information
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12.1
Granting Role-Based Permissions to Manage Talent Cards
The first step in configuring Talent Cards is to grant the necessary role-based permissions.
Context
Generally, you only need to grant administrators access to managing talent cards.
Procedure
1. Navigate to
Admin Center
Manage Permission Roles.
2. Select the role to which you want to grant this permission.
3. Select Permission and navigate to Administrator Permission..
4. Scroll to Manage Talent Card and grant the Manage Talent Card Configuration permission.
5. Save your changes.
Results
Users with the roles to which you granted permission can now access the Manage Talent Cards admin tool.
12.2 Granting Legacy Permissions to Manage Talent Cards
Grant permission to manage the talent card in legacy permissions.
Context
Generally, you only need to grant administrators permission to manage talent cards.
Procedure
1. Navigate to
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.
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2. Search for desired user or group.
3. Grant Manage Talent Card Configuration permission to the selected user or group.
4. Save your changes.
Results
Users to whom you have granted permission can now access the Manage Talent Cards admin tool.
12.3 Granting Permission to View Employee Data on the Talent
Card
Grant role-based permissions to view employee data throughout the SAP SuccessFactors HXM Suite, including the
talent card.
Procedure
1. Navigate to
Admin Center
Manage Permission Roles.
2. Select the role to which you want to grant permissions.
3. Select Permission and navigate to User Permissions.
4. Scroll to Employee Data to view a list of employee data fields used in your instance.
5. Select View and Edit permissions for each employee data field, as appropriate for the role
6. Save your changes.
12.4 Designing the Talent Card
Users with the appropriate permissions can design the talent card layout and content.
Context
While the vertical layout of the card can't be altered, you can choose content from a wide range of sources to
configure the talent card.
 Note
Talent Card doesn't support HTML tags.
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 Remember
For any instance, there's only one configuration and layout for each of the three types of talent card.
For example, when you design the Presentations Talent Card, all presentations created in that instance use the
same talent card design.
Procedure
1. Navigate to
Admin Center
Manage Talent Cards .
2. Select the type of talent card you want to edit.
You only need to configure the talent cards for the modules you use.
You're presented with an example talent card reflecting the current layout. By default, the overview, and
extended information sections are populated with basic information and the background section is blank.
3. Hover on any section to see the options available for editing.
 Note
The example talent card does not reflect changes to the overview or extended information sections. These
sections are static images and don't change.
4. To add background sections, choose Add a Section.
 Note
The example talent card does display the background sections you add, but it doesn't reflect any field­level
configurations. Each section shows a static image and doesn't change.
5. Select the fields you want to display on the talent card.
In the overview section and the extended information section, you can select fields that are drawn from the
standard elements and userinfo elements defined in People Profile.
6. Save your changes.
 Note
To view your changes, open the talent card in one of the areas it's used, like in the Succession Org Chart for
succession talent cards.
Results
Your new content and layout is reflected wherever that type of talent card is used in your solution.
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12.4.1 Configuring the Talent Card Overview Section
The overview section appears at the top of the talent card, showing the employee's name and basic information.
Procedure
1. Hover on the overview section and choose Edit.
2. Select the fields you want to display in the talent card.
By default, the overview section displays the employee's Department. To override that, select from the list any
other basic user information field defined for your company.
 Note
The available fields are drawn from the standard elements defined in People Profile.
3. Select Show Label to display the field name label for a field.
4. Select In Position if you want to display the number of years the employee has been in their current position.
5. Save your changes.
12.4.2 Configuring the Talent Card Extended Information
Section
The extended information section contains additional user information, such as the length of time an employee has
been in the company, their role or job code, or their manager.
Procedure
1. The extended information section is collapsed by default on the talent card. Click to expand and then edit the
section.
2. Select the fields you want to display on the talent card.
By default, the extended information section displays the employee's Job Level, Function, and Country/Region.
To override those fields, select from the lists any other user information field defined for your company.
 Note
The available fields are drawn from the standard elements and userinfo elements defined in People Profile.
3. Select Show Label to display the field name label for a field.
4. Save your changes.
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12.4.3 Configuring the Talent Card Background Sections
Background sections on the talent card are used to display background user information from People Profile.
Context
By default, the talent card does not include any background sections but you can configure it based on the
background elements defined for your company in People Profile.
Procedure
1. To add a new section to the talent card, click Add a Section and choose a predefined section or create a custom
section.
The predefined background sections represent the most commonly used background information. When you
create a custom section, you can select from any of the background elements defined for your company.
 Note
For the Performance & Potential and Competency & Objective predefined sections, the mini matrix grid is
generated based on the dates and rating scales defined in People Profile. If your matrix grid settings are not
in line with People Profile settings, the results may look different in the talent card than in the full matrix
grid report.
2. For existing configurable sections, hover over the section and click Edit.
You can configure up to five fields per section. The fields you have to choose from are based on the fields
defined for your company.
 Note
The available fields are drawn from the background elements defined in People Profile.
3. Select Show Label to display the field name label for a field.
4. Adjust the order of the sections by clicking Move Up or Move Down or remove a section by clicking Delete.
5. Save your changes.
12.5 Prerequisites for Enabling Navigation Links on Talent
Cards
Permitted users can navigate to a specific page by clicking the relevant link available on talent cards.
With proper permissions and settings, you can find the links by clicking  (View Available Actions) on talent cards.
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Links
Prerequisites
Achievements
Required Permissions:
●
Access to Continuous Performance Management
●
Achievement view permission

Note
This link is only available to managers who have direct
reports.
Activities
Required Permissions:
●
Access to Continuous Performance Management.
●
Activity view permission.

Note
This link is only available to managers who have direct
reports.
Development Plan
●
Required Permissions:
○
Career Development Plan (CDP) Access Permission
○
Goal Plan Permissions

Note
The development plan templates are selected
under this permission.
Goal Plan
●
My Goals Tab - For V10 and Ultra — requires “Total Goal
Management” in provisioning is enabled.
●
Required Permissions:
○
Goal Management Access
○
Goal Plan Permissions

Note
The goal plan templates are selected under this
permission.
●
My Goals Tab - For V10 and Ultra — requires “Total Goal
Management” in provisioning is enabled.
Performance Review
You have Performance Management forms in the Inbox, En
Route, and Completed folders.
People Profile
You're granted with the Live Profile Access permission.
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13
Talent Pools (MDF)
Talent Pools offer an alternative approach to succession planning by allowing you to group successors. They can
also be used to group your talent for non-succession related needs like development plans, rotation programs, or
high-potential pools.
Managing Talent Pools
Like other objects built on the Metadata Framework (MDF), talent pools allow you to define which user roles get
which permissions. Typically, the pools themselves are managed by a central HR user and then various roles are
granted access permissions to view the pools or add employees to the pools.
The Talent Pools page utilizes a lazy-loading concept that allows you to create as many pools as you want, without
impacting performance.
Nominating Employees
You control who can nominate employees to a talent pools using role-based permissions so that you can fit the
process and access rights to meet the business needs of your organization. For example, you might allow managers
to nominate employees from their own organization as part of their succession planning process. And you also
might want to allow HR users to nominate employees as an outcome of calibration cycles or talent review meetings.
Users can nominate employees one by one, within the Talent Pool nominations overview page, or they can nominate
one or many employees at once from the Talent Search results page.
Configuration Options
Because talent pools are an object of the Metadata Framework (MDF), you can extend them by adding custom
attributes like department, purpose, development notes. You can then use your custom criteria for filtering and
sorting pools as well as for assigning granular permissions. Role-based permissions limit talent pool visibility to just
those users intended to manage them. And optional role association allows you to use talent pools for nonsuccession business needs.
Talent Pools for Succession Planning
You can associate talent pools with positions through their underlying roles. Talent pools associated with a role are
automatically assigned to any positions based on that role. When you look at the detailed succession plan of a
position, either from the Succession Org Chart or the Position Tile view, any associated talent pools are listed on
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the position card. You can assign both individual employees as successors as well as talent pools to a position. A
common practice is to nominate individual, named successors to top-level positions and to associate talent pools
to lower-level positions.
Related Information
Defining the MDF Talent Pool Object [page 195]
Associating Pools with Roles – Legacy Families and Roles [page 209]
Associating Pools with Roles – Job Profile Builder [page 210]
13.1
Metadata Framework: What is it?
The Metadata Framework (MDF) is a generic platform, which allows you to define your objects, configure object
relationships, and create rules and workflows.
MDF offers the following benefits:
Focus Areas
Key Benefits
Effective Dated Platform
Objects defined in MDF are automatically effective dated, pro­
viding richer functionality without more resources (for exam­
ple, effective dated positions)
Custom Fields
Administrators can extend application functionality through
custom fields and objects
Expanded Permissions
Flexible permission options designed with the Role-Based Per­
missions (RBP) model mean you can configure field and object
permissions to meet complex business requirements
Consistent User Experience
Users get a constant and standard administrative experience.
Brings consistency to suite-wide products.
API Access
MDF objects are available through the OData API framework,
for systems integration and extensibility
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13.2 Enabling MDF Talent Pools
Enable MDF Talent Pools in
Admin Center
Upgrade Center .
Prerequisites
You have enabled the following:
● Role-Based Permissions
● Generic Objects - MDF
● User Interface v12
If you are using legacy talent pools, make sure that you have also downloaded your legacy pools before enabling
MDF Talent Pools.
Context
As an optional upgrade, the enablement is available in Upgrade Center if the MDF Pool-based succession planning
hasn't been enabled in Provisioning. The system determines this according to whether the checkbox in
Provisioning, New MDF Pool-based Succession Planning (requires v12 UI framework, Generic Object), is selected.
When it is not selected, the optional upgrade is available in Upgrade Center.
Procedure
1. Go to
Admin Center
Upgrade Center .
2. Under Optional Upgrades, go to Enable MDF Talent Pool for Succession Planning.
3. Follow the upgrade instructions.
Results
The MDF Talent Pools have been enabled, and the users with the relevant permissions can see a Talent Pool tab in
Succession. The following setting in Provisioning is automatically enabled: New MDF Pool-based Succession
Planning (requires v12 UI framework, Generic Object).
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Next Steps
If you haven't used any form of talent pools, proceed as follows:
1. Create and define MDF Talent Pool objects. The defined objects are fields and attributes that constitute an
MDF Talent Pool.
2. Assign the required administrator and nomination permissions for working with MDF Talent Pools.
If you have been using legacy talent pools, complete the migration steps so that you can continue using the pools
and nominations with the MDF Talent Pools.
Although not recommended, disabling MDF Talent Pools is possible and can be done through Provisioning. To do
that, deselect the two checkboxes that were selected during the enablement.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
 Caution
We don't recommend you disable the MDF Talent Pools, as the non-MDF talent pools are no longer supported.
As of Q2 2019, we automatically activated MDF Talent Pools for all customers who were still using non-MDF
talent pools.
Related Information
Defining the MDF Talent Pool Object [page 195]
Permissions for Talent Pools [page 196]
13.3 Defining the MDF Talent Pool Object
Prerequisites
● You have enabled MDF Talent Pools via Upgrade Center
● You have administrator permissions for the Metadata Framework (MDF)
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Context
For full details on all the options you have regarding MDF objects, see Implementing Metadata Framework (MDF) or
Extension Center.
Procedure
1. Go to
Admin Center
Tools
Configure Object Definitions .
2. In the first search box, select Object Definition and in the second box, type Talent Pool.
 Note
If you cannot see the Talent Pool Object 30 minutes after you enabled MDF Talent Pools, you can run a job
through Provisioning Managing Job Scheduler Manage Scheduled Jobs
quicken the pace. The job type is MDF Object Definition To DB Sync.
Create New Job
to
3. From the resulting list, choose the Talent Pool object.
4. Choose
Take Action
Make Correction .
5. For the security settings, set Secured to Yes, and Permission Category to Miscellaneous Permissions.
6. To make fields available for filtering talent pools, add them to the Searchable Fields section.
 Tip
The following field types from MDF objects can be used as filters: picklist, string, boolean, and date.
7. To adjust which fields are included in the create or edit dialogs for talent pools, make your changes in the
Fields section.
13.4 Permissions for Talent Pools
You can manage talent pool permissions for the talent pool objects themselves as well as for the process of
nominating employees to talent pools.
Assign Administrator Permissions for the Metadata Framework [page 197]
Before you can start succession planning with Metadata Framework (MDF) position-based nominations or
using MDF Talent Pools, you have to define the related MDF objects, which requires some role-based
permissions.
Setting Object Level Permissions [page 198]
These permissions apply at the object level and regulate access to the Talent Pool as a whole. These are
gate permissions that determine whether a user has access to view the Talent Pool object.
Defining Talent Pool Target Population [page 199]
Object level permissions can be refined by combining them with target population permissions allowing you
to limit access to a subset of specific pools. Target population permissions use the attributes in the talent
pool object definition.
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Managing Talent Pool Nomination Permissions [page 201]
You can differentiate permissions for talent pool nominations so that you can allow some users to view
nominations and others to add, edit, delete, approve, or reject nominations. You can assign these
nomination permissions regardless of permissions for administration of Talent Pool objects.
Viewing Talent Pool Nominations in People Profile and Talent Card Without Having the Talent Pool Object Level
Permission [page 202]
Some users don't have the Talent Pool object level permission. You can still enable them to view Talent Pool
nominations of employees in People Profile and Talent Card.
13.4.1 Assign Administrator Permissions for the Metadata
Framework
Before you can start succession planning with Metadata Framework (MDF) position-based nominations or using
MDF Talent Pools, you have to define the related MDF objects, which requires some role-based permissions.
Prerequisites
● Role-Based Permissions are enabled
● MDF position-based nominations are enabled
● MDF Talent Pools are enabled.
Procedure
1. Go to
Admin Center
Tools
and search for Manage Permission Roles.
2. Choose your administrator role.
3. Click Permission.
4. Under Administrator Permissions, select Metadata Framework.
5. Select the following permissions.
○ Configure Object Definitions
○ Manage Data
○ Configure Business Rules
○ Access to non-secured objects
○ Import Permission on Metadata Framework
○ Admin access to MDF OData API
○ Manage Configuration UI
○ Manage Positions
○ Manage Sequence
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13.4.2 Setting Object Level Permissions
These permissions apply at the object level and regulate access to the Talent Pool as a whole. These are gate
permissions that determine whether a user has access to view the Talent Pool object.
Context
 Remember
These object level permissions will only control a user's ability to add, edit, and delete talent pools and their
properties. These settings have no impact on a user's ability to manage talent pool nominations.
To enable users to add, edit, or delete nominations, you need to at least assign the object permission to View
Current talent pools.
Procedure
1. Go to
Admin Center
Manage Permission Roles .
2. Select the relevant role. For example, HR planners or managers typically have these permissions.
3. Click Permission and in the Permission Settings choose Miscellaneous Permissions .
4. Review the permissions for Talent Pool.
○ View Current: Allows users to view the current object information
 Tip
This permission is required for anyone who needs to manage talent pool nominations.
○ View History: Allows users to view the effective dated history of the object
○ Create: Allows users to create talent pools
 Tip
This permission is required for anyone who needs to create talent pools.
○ Insert: Allows users to insert an effective dated version of the talent pool
○ Correct: Allows users to edit attribute values of the talent pool
○ Delete: Allows users to delete talent pools
○ Field Level Overrides: Used to remove access to certain fields on talent pools
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13.4.3 Defining Talent Pool Target Population
Object level permissions can be refined by combining them with target population permissions allowing you to limit
access to a subset of specific pools. Target population permissions use the attributes in the talent pool object
definition.
Context
Defining target populations limits access to talent pools otherwise granted via object level permissions. These
permissions do not change the access to nominated pool members—only to the pools themselves. For example,
this additional layer of permissions allows you to grant access to sensitive, executive pools to only certain user
roles.
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Procedure
1. Go to
Admin Center
Manage Permission Roles .
2. Select the relevant role. For example, HR planners or managers typically have these permissions.
3. In the Grant this role to section, click Edit Granting.
4. Find Talent Pool in the section for other objects.
By default, the target population is set to All. If a role has been assigned object level permissions for talent
pools, then this setting enables all users assigned to that role to access all talent pools.
Restrict access to talent pools based on their attributes.
5. Choose an available attribute from the dropdown.
6. Select the operator and value to restrict and save your changes.
 Note
Multiple rows on the target population restriction operate as “AND”
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13.4.4 Managing Talent Pool Nomination Permissions
You can differentiate permissions for talent pool nominations so that you can allow some users to view nominations
and others to add, edit, delete, approve, or reject nominations. You can assign these nomination permissions
regardless of permissions for administration of Talent Pool objects.
Prerequisites
Users must have the object level permission setting to view talent pools under
Talent Pool
Miscellaneous Permissions
Visibility: View Current .
Context
Access to MDF talent pool nominations is controlled via selections in the Role-Based Permissions (RBP) that
permit users to view, add, edit, delete, approve, or reject nominations. To extend this access to other user groups,
target populations are also enabled for the relevant RBP settings. It allows you, for example, to grant access to line
managers and ensure that they can only see or add employees who report directly to them.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
 Note
If you already use talent pools, the new permissions flags are set automatically and you are not required to
change any of your current settings. It results in the same behavior as you see in your system now. If you do
want to differentiate between permissions, simply select or deselect the new options accordingly.
2. Choose a role and click Permission.
3. Select Succession Planners and set the relevant permissions.
Permission Name
Description
View Talent Pool Nomina­
tions
Allows users to see nominations within talent pools.
If you don't select this option, users can still see the pool itself but not the nominations within
the pool.
Add/Edit/Delete Talent
Pool Nominations
This option only works if the View Talent Pool Nominations permission is also active.
Allows users to add, edit, and delete nominations to talent pools.
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Permission Name
Description
Approve/Reject Talent
Pool Nominations
This option only works if the View Talent Pool Nominations permission is also active.
Allows users to approve and reject nominees in talent pools.
4. Set the target population for the role. From the role overview, choose Edit Granting.
5. To apply target populations for the talent pool nominations permissions, go to
Admin Center
Succession
Nominations Setup .
6. Select Apply target population to Talent Pool Nominations Permissions.
 Note
The Apply target population to Talent Pool Nominations Permissions function doesn't work with the
NominationTarget OData API entity.
7. Save your changes.
13.4.5 Viewing Talent Pool Nominations in People Profile and
Talent Card Without Having the Talent Pool Object Level
Permission
Some users don't have the Talent Pool object level permission. You can still enable them to view Talent Pool
nominations of employees in People Profile and Talent Card.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, go to Company Settings.
2. Select View Talent Pool nominations in People Profile and Talent Card without having the Talent Pool object level
permission.
3. Save your changes.
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Results
Users without the Talent Pool object level permission can view Talent Pool nominations of employees in the
following:
● Nomination Block in People Profile
● Nominations section of Talent Card
13.5 Creating and Managing Talent Pools
The Talent Pools page is your starting point for creating and managing MDF Talent Pools.
Prerequisites
You are assigned the appropriate role-based permissions to work with talent pools.
Context
 Note
The information and actions available to you for talent pools all depend on your role-based permissions and
assigned target population.
Managing the actual talent pools is often a separate activity from nominating users to those talent pools. For
example, you may have a central HR user who creates and manages talent pools. While managers are responsible
for nominating individual users to the subset of pools to which they have access.
Procedure
1. Go to
Succession
Talent Pools .
The Talent Pools page utilizes a lazy-loading concept so even with several hundred talent pools, there is no loss
of performance.
2. To change how the talent pools are sorted, click  (Sort by Name or Sort by Owner).
3. To filter the talent pools, click  (Filter) and choose your options and then click Filter.
The fields you can filter by depend on the searchable fields defined in the MDF talent pool object and can
include the following field types: picklist, string, boolean, and date.
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4. To create a talent pool, click  (Add Talent Pool) and enter the relevant information.
You can create talent pool with or without the readiness concept.
The fields available for creating talent pools are based on the field definitions in the MDF talent pool object.
5. To edit or delete a talent pool, click  (More).
Option
Description
Show and Edit Talent Pool
Opens the Metadata Framework (MDF) talent pool dialog
Delete Talent Pool
Presents you with a confirmation dialog to delete the talent pool
 Remember
The options available to you depend on your role-based permissions and assigned target population.
13.6 Configuring Talent Pool Fields
You can choose to configure fields of your interest. Configured fields appear as filters or display options on the
Talent Pools page.
Prerequisites
You have the Talent Pool Field Configuration permission.
Procedure
1. Go to
Admin Center
Succession
Manage Talent Pool Field Settings .
A list of fields displays. Job Title and Readiness are selected by default.
2. Select the fields by checking the boxes in the Include Field column.
You can select up to 15 fields, including Job Title and Readiness.
3. Save your changes.
Results
You have successfully configured fields for the Talent Pools page.
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13.7 Customizing Talent Pool Filters
Based on the talent pool filters configured in Admin Center, you can further customize the filters in a talent pool.
Prerequisites
You've been assigned the acquired role-based permissions to work with talent pools.
Procedure
1. Go to
Succession
Talent Pools .
The Talent Pools page displays.
2. Choose a talent pool.
The details page of the talent pool shows.
3. Click the Adapt Filters button on the filter bar.
A list of filters displays. If there are more than 10 filters, click More Filters to view all of them.
4. Choose the fields that you want to add as filters on the filter bar.
Refine your searching criteria by selecting items from the filter dropdowns.
5. Click Go.
Results
You’ve successfully customized your talent pool filters. Only the results that meet filtering conditions are shown.
13.8 Managing Talent Pool Nominations
You can add users to an MDF Talent Pool and manage existing user nominations.
Prerequisites
You've been assigned the required role-based permissions to nominate users to talent pools.
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Context
 Note
Depending on your role-based permissions and assigned target population, the information you can view or the
action you can take regarding the talent pools may vary.
You can nominate employees one by one, either on the Talent Pool nominations overview page or from the talent
card when working with the Succession Org Chart (v12) or Position Tile view. You can also nominate one or many
employees at once from the Talent Search results page.
Procedure
1. Go to
Succession
Talent Pools .
2. Select a talent pool to open the nominations overview page.
 Note
You can sort the list of nominees by clicking the headers of the columns.
3. To add, remove, or rearrange columns in the table, choose  (Define Column Properties).
4. To review or compare nominees, choose their names to open the Talent Card.
5. To add a user to the talent pool,
a. Choose  (Add Talent Pool Nominee).
b. Enter the user name that you want to nominate, select the user from your search results, and then choose
Next.
c. Select the readiness, add any nomination notes if needed, and then choose Submit.
6. To edit or delete an existing nomination, choose  (Edit) or  (Delete) in the last column for that user.
7. To view the nomination history of nominees in the selected talent pool, choose  (View Nomination History).
○ To view nominees that are in the Removed status, select Show Removed in the left pane.
By default, removed nominees aren't displayed in the left pane.
The following statuses are supported in the nomination history:
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Status
Description
Approved
Indicates that a nominee has been added to the talent
pool.
Removed
Indicates that a nominee has been removed from the tal­
ent pool.
Pending
Indicates that adding a nominee to the talent pool has not
been approved.
Change Pending
Indicates that changing readiness or notes for existing
nominations has not been approved.
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Status
Description
Deletion Pending
Indicates that removing a nominee from the talent pool
has not been approved.
○ To view the nomination history in a specified date range, choose  (Date Range) in the upper right corner,
select a start date and end date, and then choose OK.
13.8.1 Adding Incumbents or Successors to an MDF Talent Pool
You can nominate an incumbent or successor to an MDF Talent Pool when working from the Succession Org Chart
or Position Tile view.
Prerequisites
● Your system is configured to use MDF Talent Pools
Procedure
1. Whether working with the Succession Org Chart or the Position Tile view, click the incumbent or a successor
for a position to open their talent card.
2. In the section for Talent Pool Nominations, click .
3. Search for a talent pool and click Next.
4. Select the Readiness level for the employee, if available.
 Note
You can only select a readiness level if the talent pool is set up with readiness enabled. Otherwise, you won't
see this option.
5. You can also add more information in the Notes section, as needed.
6. Click Submit.
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13.8.2 Approving or Rejecting Talent Pool Nominations
Using this feature, you can approve or reject pending nominees who belong to your target population in talent
pools.
Prerequisites
● You've the following role-based permissions:
○ View Talent Pool Nominations
○ Approve/Reject Talent Pool Nominations
● Enable Apply target population to Talent Pool Nominations Permissions through
Admin Center
Succession
Nominations Setup .
Context
The pending status consists of Pending, Change Pending, and Deletion Pending.
Status
Description
Pending
Indicates that adding a nominee to the talent pool has not been
approved.
Change Pending
Indicates that changing readiness or notes for existing nomina­
tions has not been approved.
Deletion Pending
Indicates that removing a nominee from the talent pool has not
been approved.
You can approve or reject at most 1000 pending nominees at one time.
Procedure
1. Go to
Succession
Talent Pools .
2. Select a talent pool to open the nominations overview page.
3. Choose the following based on the nominees' status:
○ For nominees in the Pending status:
○ To add them to the talent pool, select the nominees and then choose Approve.
○ To remove them from the talent pool, select the nominees and then choose Reject.
○ For nominees in the Deletion Pending status:
○ To remove them from the talent pool, select the nominees and then choose Approve.
○ To add them to the talent pool, select the nominees and then choose Reject.
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○ For nominees in the Change Pending status:
○ If you want changes to readiness or notes for nominations to take effect, select the nominees and then
choose Approve.
○ If you don't want changes to readiness or notes for nominations to take effect, select the nominees and
then choose Reject.
4. Enter your notes and choose OK.
Related Information
Managing Talent Pool Nomination Permissions [page 201]
13.9 Associating Talent Pools with Positions
13.9.1 Associating Pools with Roles – Legacy Families and Roles
By associating talent pools with roles, you make those pools available as a source for nominating successors to
positions that are based on those roles.
Prerequisites
You are using legacy families and roles.
Procedure
1. Go to
Admin Center
Tools
Families and Roles .
2. Choose a Family and then the Role.
3. On the role details, Edit Properties and select a Talent Pool to map to the role.
Results
Talent pools associated with a position display in the position card when accessed from the Succession Org Chart
or Position Tile view.
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13.9.2 Associating Pools with Roles – Job Profile Builder
By associating talent pools with roles, you make those pools available as a source for nominating successors to
positions that are based on those roles.
Prerequisites
You are using Job Profile Builder.
For more information, see Job Profile Builder.
Procedure
1. Go to
Admin Center
Tools
Manage Job Profile Content
and select Set Up Families and Roles.
2. Select a family to view the roles, or navigate to the Roles tab directly to view all roles.
3. Select a role and go to the Mapped Talent Pools tab.
4. Associate available talent pools by clicking Map Talent Pools.
The associated talent pool uses the Succession mapped job code if available, otherwise it uses the Default
mapping.
Results
Talent pools associated with a position display in the position card when accessed from the Succession Org Chart
or Position Tile view.
13.10 Importing Data for Use with MDF Talent Pools
You can import talent pools from your legacy system using the Metadata Framework (MDF) import tools.
Context
If you have maintained talent pools in an external system, or if you're migrating your legacy talent pools, you can
import that data to use with MDF Talent Pools. One of the benefits of MDF Talent Pools is the ability to utilize the
central data management tools of the Metadata Framework. For more information about MDF and its tools, see
Importing Data.
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Importing data for use with MDF Talent Pools is a two-step process. First, you download the correct template for
the data and enter the data that you want to import. The template contains the structure of the object as it is set up
in the MDF object definition. Second, you upload the data for that object. Both of these operations use the same file
launched from the import tool.
Procedure
1. Navigate to
Admin Center
Tools
Import and Export Data .
2. Select Download Template and then select the Talent Pool generic object and click Download.
The system downloads a template that includes the fields configured for the MDF talent pool object.
3. Complete the template then select the Import Data action.
When you're migrating from legacy talent pools, you must manually copy data from the legacy talent pools CSV
file into the target fields of the MDF import file. The required fields in the import file depend on the definition of
the MDF Talent Pool object itself. The standard fields you must copy include the talent pool code, talent
pool name, and talent pool description. If you have configured more fields as mandatory fields in the
MDF Talent Pool object definition, you may have to fill further fields in the import file for the MDF Talent Pools
manually.
 Note
When you're filling in the import file for MDF Talent Pools, manually enter data for effectiveStartDate
and effectiveStatus for each entry. These fields are not used in legacy talent pools but are required for
your new MDF Talent Pools.
○ For the effective start date, you can choose the current date or one from the past, like 01/01/1900.
○ For the effective status, enter A for active pools and I for inactive pools.
4. Make your selections, browse to your completed template file, and click Import.
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14
Talent Search
Talent Search is a configurable search tool that allows users to find employees based on defined fields and
permissions.
Initially designed to allow Succession Planners to find successors effectively, Talent Search has grown beyond that
and is being used by HR Managers, and Employees. For example, it is often used as a tool for staffing projects,
moving people to new jobs, internal recruiting, global assignment, and measuring bench strength.
 Note
To be consistent with all other Succession planning pages, the content width for the Talent Search page has
been changed to full page. The background color of the page stays unchanged.
Enabling Talent Search [page 212]
To use the Talent Search feature, enable the corresponding settings in Provisioning.
Using Talent Search [page 222]
Use Talent Search to find employees based on configured fields that can include both basic and advanced
criteria.
Leveraging Talent Search Results [page 228]
Talent Search results can be used in many ways, including adding employees to talent pools, nominating
successors, and exporting results.
14.1 Enabling Talent Search
To use the Talent Search feature, enable the corresponding settings in Provisioning.
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. In Provisioning, go to Company Settings.
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2. Select the following settings:
○ Succession Management
This setting enables the permission setting for Succession Management and Matrix Report, which is
required for all versions of Talent Search.
○ Succession Talent Search
This setting activates the underlying feature for the Talent Search, regardless of UI version.
3. Save your changes.
14.1.1 Keyword Search
In Talent Search, succession planers can run a quick search on succession candidates by keywords, for example,
department names or employee titles.
The search accepts one keyword at a time. The matched succession candidates are those users whose employee
information (fields that can be searched on) contains the keyword. You can define multiple searchable fields, and if
any of the fields contains the keyword, the user is considered a matched search result.
The system handles permissions for keyword searches on background elements by checking both the read
permission in the data model and the Role-Based Permissions for Talent Search. The system only returns results
for those fields that have been set to "read permission for all users" in the data model AND which are included in
the Talent Search permissions for the user's role.
Therefore, it's recommended to only include standard elements as fields that can be searched on by any user with
access to the Talent Search.
Related Information
Enabling Keyword Search [page 213]
14.1.1.1 Enabling Keyword Search
To enable talent search by keyword, you need to identify fields that can be searched on and update their read
permissions to all users.
Prerequisites
● You have administrator permissions to Talent Search Management.
● You have granted users permissions to Talent Search.
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Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
1. Identify searchable fields. For example, you want to search for succession candidates based on their division,
department, or title information. In this case, Division, Department, and Title will be the searchable fields.
2. Go to Provisioning Succession Management Import/Export Data Model . In the data model file, assign
the read permission of the searchable fields to all job roles.
The searchable fields are Division, Department, and Title. In the Succession data model xml file, add the
following:
 Sample Code
<element-permission type="read">
<description>Keyword Search field permissions</description>
<role-name>*</role-name>
<standard-element-ref refid="division"/>
<standard-element-ref refid="department"/>
<standard-element-ref refid="title"/>
</element-permission>
3. Go to
Admin Center
4. Go to
Provisioning
Talent Search Settings , enable keyword search, and save the updated settings.
Search Index
and create search index for the fields.
Related Information
Granting Access to Talent Search Settings [page 215]
Granting Access to Talent Search [page 217]
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14.2 Configuring Talent Search
14.2.1 Granting Access to Talent Search Settings
In order for admins to manage how Talent Search works in your solution, you need to first provide them access to
the Talent Search Settings.
Procedure
1. Go to
2. Select
Admin Center
Manage Employees .
Set User Permissions
Manage Permission Roles .
3. Select the desired role.
4. Click Permission Settings.
5. Go to
Administrator Permissions
Manage System Properties
and select Talent Search Management.
6. Click Done.
Results
Users whose role has been granted permission can access Talent Search Settings under
Admin Center
Succession .
Related Information
Managing Talent Search Settings [page 215]
14.2.2 Managing Talent Search Settings
Talent Search administrators can set options like keyword search and rating scale configuration via the Talent
Search Settings.
Prerequisites
You have permission to access Talent Search Settings.
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Procedure
1. Go to
Admin Center
Succession
Talent Search Settings .
Talent Search Options
2. To enable the keyword search, select Enable keyword search in Talent Search.
 Tip
If you are enabling this feature for the first time, contact SAP Cloud Support to prepare your system for it.
Only data elements that have read permissions for all roles in the data model are indexed and available for
keyword search.
 Note
The system handles permissions for keyword searches on background elements by checking both the
read permission in the data model and the Role-Based Permissions for Talent Search. The system only
returns results for those fields that have been set to "read permission for all users" in the data model AND
which are included in the Talent Search permissions for the user's role.
3. To allow users to search on competencies, select Show Competencies & Behaviors.
4. Use the Rating Configurations section to configure rating scales to be used in Talent Search.
Choose Process
5. You can choose a specific process to configure for the search or select All data sources to search across all
performance forms.
 Note
To search for specific forms, create a process in admin tools and then choose the specific process.
Talent Search Options
6. Choose All Ratings to perform the search across the rating history of the employee.
 Note
This choice may have performance implications.
7. Choose Latest Ratings to restrict the search to the employee's current rating.
Job Search Options
8. Choose either As Of Date or Date Range to indicate how the search will handle dates.
Select Default Rating Scales for Advanced Search
9. Choose the rating scale for each of the criteria available.
A default rating scale is used to search all ratings and competencies in Talent Search. Administrators have the
option to overwrite the default rating scale with any other rating scale defined via
Settings
Rating Scales
or via
Admin Center
Company Settings
Admin Center
Company
Matrix Grid Rating Scales .
For example, if you want to use Matrix Grid Potential rating scale to search potential, select that rating scale
from the Potential dropdown.
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14.2.3 Controlling Talent Search with Role-Based Permissions
Role-Based Permissions (RBP) provide flexible configuration of the Talent Search fields and target populations for
different employee groups while maintaining robust data privacy.
Example
● Nancy is an HR Business Partner (HR BP) and supports the Engineering Department.
● She is also a Manager and has a team of 5 people reporting to her.
● She is an Employee and part of a company that has 10,000 employees.
Nancy's organization would like her to search on all fields, including sensitive fields like career goals, talent flags,
ratings, and compensation, on all engineering employees. However, the organization wants to restrict some of
those fields when Nancy is searching within her own team. And finally, when she is conducting a company-wide
search, Nancy’s organization would prefer further restrictions on her searchable fields, limiting her search to a
handful of global fields like department, division, and location.
To solve these requirements, Talent Search v2 allows you to create multiple roles in RBP, each with its own specific
target population and field set.
In this example, Nancy's organization creates three different roles: HRBP, Manager, and Employee. Each role is then
configured with a unique set of search fields, relevant for that role, and an applicable target population. So, for
example, the employee role search fields are restricted to first name, last name, middle name, department,
division, location, and so on. And the target population for that role includes all employees in the organization.
When Nancy (or any employee who has multiple roles assigned) performs a Talent Search, she can choose which of
her roles to search as. The system refreshes the search page and only those fields that are allowed for that role are
displayed. The system then searches only against the target population associated with the role. However, if a user
has only one role, the role selection is not displayed.
Granting Access to Talent Search [page 217]
Admins can grant users access to Talent Search using role-based permissions.
Configuring Talent Search Fields [page 219]
You can specify which fields can be used to search for employees in Talent Search using role-based
permissions.
14.2.3.1 Granting Access to Talent Search
Admins can grant users access to Talent Search using role-based permissions.
Context
The role-based permissions dertermine which results a user can see.
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 Note
The permissions defined for the future dated employee data won't affect the Talent Search results. For
example, a user has role-based permissions for Talent Search but don't have permissions for any future dated
job information. In this case, the search results the user sees still include the job information that takes effect
on a future date.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Select the desired role and click Permission.
 Note
You can give permissions to any number of roles. Employees in multiple roles with access to Talent Search
can choose between relevant roles on the Talent Search screen.
3. Go to
User Permissions
Succession Planners
and select Talent Search Access.
You can also grant the Talent Search Export Permission permission which allows users to see the Export button.
 Note
The target population of the selected role controls the results that a user sees in Talent Search. Only those
users who match the search criteria and who are part of the assigned target population of the user
performing the search are displayed in the search results.
4. Click Done.
Results
Once search fields have been configured for their role, a user can perform a talent search.
If a user has multiple roles with permission to access Talent Search and each role has been configured with active
search fields, then they can choose between roles on the Talent Search page.
 Note
You cannot change the order in which the roles are listed.
The system remembers the role a user selects so that it does not change between sessions. For example, if a user
is both a manager and a succession planner, they can select their preferred role for performing talent searches but
can always switch to another role if their task requires it.
Task overview: Controlling Talent Search with Role-Based Permissions [page 217]
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Related Information
Configuring Talent Search Fields [page 219]
14.2.3.2 Configuring Talent Search Fields
You can specify which fields can be used to search for employees in Talent Search using role-based permissions.
Context
You can specify search fields, including those you've defined as userinfo-element fields in your solution, for
each role. For an employee in multiple roles, only fields configured for the target population are displayed.
 Note
It is no longer necessary, as in earlier versions, to complete the view template settings in the Succession Data
Model for Talent Search.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles
2. Select the desired role and click Permission.
3. Go to
User Permissions
Talent Search Field .
4. Select the basic and advanced fields you would like to grant access to for the current role.
 Note
If you enable Documents as a search field, users can search by attachments uploaded to People Profile. If
users add documents to their Talent Search form, the result is actually two search fields:
○ Document Name, which searches attachment names assigned during upload
○ Attachment, which searches the actual file names of attachments
Both fields are free text entry and utilize a wild card search.
5. If you've defined custom fields (userinfo-element) that you would like to use, then also select those fields to
include in Talent Search.
6. Click Done.
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Results
The system only allows users to add fields they have permission to use in the Talent Search form. If you also define
default search fields, then the system only displays the default fields that the user actually has permission to use.
The system also uses the search fields assigned to user roles to limt the keyword search results. Results are only
returned for those fields that have been set to read permission for all users in the Succession Data Model and
which are included in the Talent Search permissions for the user's role.
 Note
This permission handling currently only applies to background elements.
Task overview: Controlling Talent Search with Role-Based Permissions [page 217]
Related Information
Granting Access to Talent Search [page 217]
14.2.4 Defining Default Search Fields for All Users
You can configure your system to start with a defined set of search fields for all users.
Prerequisites
You have permission to access Talent Search Settings.
Context
If your system is configured with many available search fields, you may find it useful to recommend which fields to
start with for advanced searching. When you define default search fields, which apply to all users, the system
validates the default fields against the searchable fields assigned to the logged on user's role. Then, only the fields
that meet both criteria are displayed. Users can add more search fields (based on their permissions) and save
searches for future use.
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Procedure
1. Go to
Admin Center
Tools
Talent Search Settings .
2. Select your Default Search Fields for the basic, advanced, and ratings information.
3. Save your settings.
Results
When users start Talent Search (v2) or choose the Start Over option, the system shows all the default fields they
have permission to use.
14.2.5 Adding Hyperlinks in Talent Search
You can add hyperlinks, including deep links to specific pages of SAP SuccessFactors, in Talent Search.
Procedure
1. Go to
Admin Center
Talent Search Settings .
2. Under Hyperlink Configurations, enter a link title and address that you want to navigate to.
○ To navigate to an external web page, enter a full URL: <protocol>://<hostname>/<path>/<file
name>
For example: https://www.example.com/path/to/file.html
○ To navigate to an internal page of SAP SuccessFactors, enter the deep link path behind /sf/.
For example, if you get the deep link path /sf/talentpool, you only need to enter talentpool.
3. Save your changes.
Results
The  (<the link title that you entered>) icon appears in the upper-right corner of the Talent Search page. The link
title is used as the tooltip for the icon. By choosing this icon, users can be navigated to the address that you
entered.
Related Information
Deep Links
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14.3 Using Talent Search
Use Talent Search to find employees based on configured fields that can include both basic and advanced criteria.
Context
The available fields for Talent Search are based on your system configuration and your permissions.
Procedure
1. Go to
Succession
Talent Search .
If you've previously performed a search, the system remembers your recently used criteria. To reset the form,
click Start Over.
If your system is configured with default search fields, then when you start Talent Search or choose the Start
Over option, those fields are automatically selected and available for searching (based on your permissions).
2. Enter any keywords for your search.
If you use keywords as part of your talent search criteria, the system treats them with AND/OR logic. For
example, if you search for "Operations Chicago," the system searches for: operations Chicago, operations, and
Chicago. Any record matching any of those combinations is returned in the results.
3. Choose the Settings for your search.
Option
Description
Role
If you're assigned multiple roles with Talent Search permissions, select the relevant role for your search.
Each role has a set of search fields and a target population configured against it. When you switch between
your Talent Search enabled roles, the search form is refreshed to respect the fields and target population
that have been configured for that role.
Include Inac­
tive Users
Select whether to include inactive users in the search. This option can be useful, for example, if you want to
Meet Any of
Criteria for a
Background
Information
Category
This checkbox only applies to the following:
search for terminated contract employees who you may want to bring back for another project.
○
Different criteria for the same background information category under Advanced Information
○
Competencies under Rating & Competencies
By default, this checkbox is deselected.
○
○
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To show results that meet at least one of the criteria (if multiple) for a background information cate­
gory and Competencies (OR logic), select this checkbox.
To show results that meet all criteria for a background information category and Competencies (AND
logic), deselect this checkbox.
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Option
Description

Note
For different background information categories and other options, the search results always meet
any of criteria (OR logic).
For example, you specify the following criteria:
○
Under Basic Information, add Country with the values Germany and USA.
○
Under Advanced Information, add the background information category Language Skills with the val­
ues English and German.
○
Under Rating & Competencies, add the competencies Communicating Effectively (with the value from
Good to Excellent) and Critical Thinking (with the value from Good to Excellent)
If this checkbox is selected, you can find employees that meet the following criteria in the search result:
○
Country: Germany OR USA
OR
○
Language Skills: English OR German
OR
○
Competencies: Communicating Effectively (from Good to Excellent) OR Critical Thinking (from Good
to Excellent)
If this checkbox is deselected, you can find employees that meet the following criteria in the search result:
○
Country: Germany OR USA
OR
○
Language Skills: English AND German
OR
○
Competencies: Communicating Effectively (from Good to Excellent) AND Critical Thinking (from
Good to Excellent)
If you want to find employees that meet all the different search criteria in the search result, turn on the
switch Exact Match on the Talent Search results page.
Saving Searches
4. After a search, you can save the criteria for future use by choosing Save Search.
5. If you no longer need a saved search, you can delete it from the search form by clicking  (Saved Searches) and
then  (Delete).
14.3.1 Basic Information in Talent Search
The available fields are based on your system configuration.
● Use the dropdown menu to add basic information to the search form.
● A picklist field appears as a multiselect field.
● The Department, Division, and Location fields are converted to lists by default.
● To convert the 15 custom fields (CUSTOM01 ‒ CUSTOM15) to lists instead of text fields, apply the following
setting for the field in the Succession Data Model:
pre-populate = true
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 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
14.3.1.1 Talent Search Basic Information Fields
A list of all possible basic information fields and their data types.
Field
Data Type
username
User
email
Text
gender
Boolean
lastName
Text
firstName
Text
mi
Text
department
Text
division
Text
location
Text
jobCode
Text
hireDate
Date
managerId
User
timezone
Text
managerid
User
hrid
User
DEFAULTLOCALE
Text
HIREDATE
Date
TITLE
Text
BIZ_PHONE
Text
HOME_PHONE
Text
CELL_PHONE
Text
FAX
Text
ADDR1
Text
ADDR2
Text
CITY
Text
STATE
Text
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Field
Data Type
ZIP
Text
COUNTRY
Text
EMPID
Number
CUSTOM01
Text
CUSTOM02
Text
CUSTOM03
Text
CUSTOM04
Text
CUSTOM05
Text
CUSTOM06
Text
CUSTOM07
Text
CUSTOM08
Text
CUSTOM09
Text
CUSTOM10
Text
CUSTOM11
Text
CUSTOM12
Text
CUSTOM13
Text
CUSTOM14
Text
CUSTOM15
Text
ssn
Text
dateOfBirth
Date
citizenship
Date
nationality
Date
ethnicity
Date
married
Boolean
minority
Boolean
businessSegment
Text
serviceDate
Date
level
Text
function
Text
performance
Number
potential
Number
objective
Number
competency
Number
talentPool
Text
analytics
Text
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Field
Data Type
riskOfLoss
Text
impactOfLoss
Text
benchStrength
Text
reasonForLeaving
Text
newToPosition
Boolean
dateOfPosition
Date
keyPosition
Boolean
futureLeader
Boolean
matrixManaged
Boolean
14.3.2 Advanced Information in Talent Search
The available fields are based on your system configuration.
Use the dropdown menu to add advanced criteria to the search form.
Criteria Type
Description
Background Elements
All commonly configured background elements such as Lan­
guage Skills, Geographic Mobility, Work Experience are sup­
ported on the search form
Custom Background Elements
All customer defined background elements are supported on
the search form.
Talent Pools
Only MDF Talent Pools are supported on the Search form.
Talent Search does not support Succession Data Model XML visibility configuration for background elements. If
the visibility of a field is set to "none", the field is not visible from the UI of People Profile. But if a background block
is selected in Talent Search then that field will be visible even though visibility is set to none.
For example, in the following code sample, visibility of department field is set to "none". The field is not visible
under Work Experience within company background block in people profile. But if the block is selected in Talent
Search v2, you can still see the department field.
 Sample Code
<background-element id="insideWorkExperience" type-id="1" max-entries="3">
<label>Work Experience Within Company</label>
<data-field id="department" field-name="vfld2" visibility="none" maxlength="4000" max-file-size-KB="1000">
<label>Department</label>
</data-field>
</background-element>
Additionally, trend blocks of Talent Search v2 show only three fields: start date, end date, and rating range. Trend
blocks fields do not depend on their block XML configuration.
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14.3.3 Searching by MDF Talent Pool
You can search for employees nominated to Metadata Framework (MDF) Talent Pools.
Prerequisites
You can only search for employees in the MDF Talent Pools you have permission to access.
Context
Talent pools are an integral part of succession planning and are used to group successors for common roles. You
can use them to search for employees nominated to talent pools and by readiness levels.
Procedure
1. On the Talent Search form, add Talent Pool as a search criteria on the Advanced Information section.
 Note
This Talent Pool criteria should not be confused with the Talent Pool text field available in the Basic Search
section. That field refers to the People Profile field of the same name and is a simple text field not
associated with any Talent Pool functions.
2. Select a talent pool name or readiness level for your search.
14.3.4 Searching by Ratings and Competencies
Using the rating and competencies section, you can search by any of the trend elements and competencies
available in your system.
Prerequisites
To use the new competency picker, you must meet the following conditions:
1. You've selected JDM v2.0/Skills Management and migrated Families/Roles/Competencies from JDM 1.0 in
Provisioning.
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 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
2. You've selected Enable New Competency Picker under
Admin Center
Talent Search Settings .
Context
The options available for rating and competencies are based on the Talent Search Settings and include the
following:
● Whether all ratings or only latest ratings are searched
● The rating scale labels displayed on the From and To picklists
With a hierarchy structure and a search option, the new competency picker helps users quickly find competencies
and brings a harmonized user experience across modules where users need to add competencies.
Procedure
Add a Rating Scale to the Search Form
1. Select a rating from the Rating & Competencies dropdown list.
2. Optional: Specify the start and end dates.
3. Select the lower and upper ratings from the From and To fields respectively.
Add Competencies to the Search Form
4. Select Competencies from the Rating & Competencies dropdown list.
5. Select the competencies that you want from competency libraries.
If you use the new competency picker, you can also search for the competencies using keywords in the search
box.
6. Choose Select to add the competencies as search criteria and return to the search form.
14.4 Leveraging Talent Search Results
Talent Search results can be used in many ways, including adding employees to talent pools, nominating
successors, and exporting results.
● The total number of employees matching the search criteria is displayed at the top of the list
● % of match displays how close the employee matches the search criteria
If you click on the percentage, you'll see on which fields the match occurs.
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 Note
If multiple employees have the same % of match, they are sorted in the list by their user ID.
● Add Criteria to adjust your search
● Use the filter panel to narrow the search results based on selected criteria
● To save your search criteria for future reuse, click Save Search
● To start your search over or to change your talent search role, click Modify Search
When you select one or more employees from the results, the action bar is displayed which allows you to add
employees to MDF talent pools, export the search results, compare employees side-by-side, or nominate
employees to a succession plan.
Adding Employees to an MDF Talent Pool [page 229]
Exporting Search Results to a Spreadsheet [page 230]
Exporting results from Talent Search allows you to analyze and share data offline.
Nominating Employees to a Succession Plan [page 231]
14.4.1 Adding Employees to an MDF Talent Pool
Procedure
1. Select one or more employees in the Talent Search results.
2. Click Add to Pool.
3. Search for the target talent pool.
The list of talent pools is based on your MDF Talent Pool permissions.
4. Select the Readiness level for each employee, if available.
 Note
You can only select readiness levels if the talent pool is set up with readiness enabled. Otherwise, you won't
see this option.
5. You can also add more information in the Notes section, as needed.
6. Click Nominate.
Related Information
Permissions for Talent Pools [page 196]
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14.4.2 Exporting Search Results to a Spreadsheet
Exporting results from Talent Search allows you to analyze and share data offline.
Prerequisites
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
● You have the Talent Search Access and the Talent Search Export Permission permissions.
● Succession Talent Search v2 is enabled in Provisioning.
● If you export a search result in Talent Search that contains more than 20 records, the system automatically
schedules a job to handle the export. So, you need to have the permissions for Scheduled Jobs inbox.
● Optional: Integration with an email client to receive email notifications of scheduled jobs
 Note
You cannot configure the export threshold. The system always schedules a job to handle an export of more
than 20 records.
Procedure
1. Go to
Succession
Talent Search .
2. Specify your searching criteria and choose Search.
A list of search results displays.
3. Optional: To show employees that meet all the different search criteria in the search result, turn on Exact
Match.
4. Select the employees and choose Export.
If you want to export all employees in the search result, choose Export All.
The Export Talent Search Results dialog box shows.
5. Specify a name for the file and select the fields that you want to export.
The sensitive personal data fields can't be exported.
Even if you don't select any field, the exported file includes the following two columns by default: User Name
and % of match.
6. Optional: To only show the fields that you selected, choose Show Selected.
7. Optional: To reorder fields, select the field and choose Move Up, Move down, Move to Top, or Move to Bottom as
needed.
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The order of fields that you specified is reflected in the exported file.
8. Choose Export.
If the export contains more than 20 records, the system schedules a job to run in the background and
provides an additional dialog box with a link to the Scheduled Reports page. Therefore, you can easily retrieve
the file after the job is completed.
Results
You've exported the search results to a spreadsheet file. In this file, the search criteria that you used are highlighted
by bold font.
14.4.3 Nominating Employees to a Succession Plan
Procedure
1. Select one or more employees to add to the plan.
2. Click Nominate.
3. Select the relevant MDF position from the dropdown.
 Note
Only positions (or incumbents) that you have Succession Planning permission for will be displayed.
4. For each employee, select their readiness and add any notes you have.
5. If your system is configured to include ranking, you can also add a rank for each employee.
6. Click Nominate.
Related Information
Enabling Successor Ranking [page 79]
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15
Position Tile View
The Position Tile View for MDF Positions allows succession planners to manage plans for a group of positions
without having to navigate an organizational hierarchy.
The Position Tile View is especially useful for planners who are responsible for managing by department or level,
discrete positions that are not necessarily connected by a position hierarchy. The tile view lets planners filter a list
of positions and manage the corresponding succession plans. Many customers who use SAP organizational
management capabilities and identify successors at the position level, often find the position tile view to be
especially useful.
Benefits of Position Tile View
● Complements the Succession Org Chart by providing succession planners a view of a group of positions for
which they are responsible
● Advanced search and filter based on position attributes
● Integrates with the Talent Card for insights into successors and incumbents
● Provides a modern, consumer grade user experience
Position Tiles
A position tile provides a quick view of the succession plan status for that position. With multiple tiles on the view,
planners can quickly get an overall summary of their succession planning process.
The following details are displayed on the position tile:
● Position title and incumbent name
 Note
For critical, or key, positions, the  Key icon is also displayed on the tile.
● Successors, ranked by their readiness levels
● Any talent pools mapped to the position
 Note
To be consistent with all other Succession planning pages, the content width for the Position Tile page has been
changed to full page. The background color of the page stays unchanged. Also, the font on Position Tile is now
consistent with that used in other features of Succession.
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Related Information
Nominating Successors to Positions [page 175]
Editing or Deleting MDF Positions [page 183]
15.1
Enabling Position Tile View
Provisioning access is required to enable Position Tile View.
Prerequisites
● MDF Positions
● Role-Based Permissions (RBP)
● v12 user interface
Context
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Procedure
In Provisioning, under Company Settings, select Position Tile View.
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15.2 Configuring Position Tile View
15.2.1 Permissions for Position Tile View
15.2.1.1 Granting Access Permissions for Position Tile View
To access the Position Tile view, users need the related permissions assigned to their roles.
Prerequisites
You're using the MDF position-based nomination method.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Select a role to assign access to Position Tile view.
3. Click Permissions.
4. Select Succession Planners.
5. Select Position Tile Access.
 Note
This option is only visible if you're using the MDF position-based nomination method, a prerequisite for the
Position Tile view.
6. Save your changes.
15.2.1.2 Granting Position-Level Permissions for Position Tile
View
To view positions on the Position Tile view, users need the related permissions assigned to their roles.
Prerequisites
Users have access permissions for the Position Tile view.
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Context
Using the Position Tile view requires that user roles also be assigned access to the Metadata Framework (MDF)
Position object.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Select a role.
3. Click Permissions.
4. Select Miscellaneous Permissions.
5. In the section, Position, select the Visibility and Actions permissions you want to grant the role.
 Note
Assign at least the View Current permission for users to see the position tiles.
Next Steps
Define your target populations for positions. Only positions that are in the target population of the user's role are
displayed on the Position Tile view.
15.2.2 Configuring Filter Options for Position Tile View
Add position attribute fields to the Metadata Framework (MDF) position object definition to use them for filtering
the Position Tile view.
Context
The Position Tile view allows you to narrow down the position list using filters based on position attributes rather
than people attributes. To configure these filter fields, add them as searchable fields to the MDF position object
definition.
The following types of fields are supported in the Position Tile view:
● Date
● Picklist
● Enum
● String
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● Number
Procedure
1. Go to
Admin Center
Tools
and search for Configure Object Definitions.
2. Find the Object Definition for Position.
3. Add the fields you want to use for filtering the Position Tile view to the Searchable Fields section.
4. Save your changes.
Results
The fields you've added are available for filtering positions.
 Recommendation
If you maintain a large number of positions, we recommend that you disable the auto-complete feature for
searchable fields on the MDF position object.
The disable setting limits the auto-complete for position search to just position ID and title, ignoring the other
searchable fields defined for the position object.
15.2.2.1 Configuring the Disable Searchable Fields Config in
Auto Complete
Context
A new field Disable Searchable Fields Config In Auto Complete is added to the existing Object Configuration object in
the Manage Data page, which is used to store additional metadata for object definition. By default, the field value is
set to No. This reflects the default behavior of MDF auto complete, which picks up all the searchable fields
configuration from object definition for auto complete search. The large number of searchable fields result in
performance degradation.
If there’s no instance for Object Configuration, you can create an instance for the required object.
 Note
The Object Configuration instance must be created only for a required MDF object. For example, Position object
in high volume scenarios.
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Once the Object Configuration instance is created, set Disable Searchable Fields Config In Auto Complete value to
Yes to avoid picking up all the searchable field configuration for auto complete search. This uses minimal fields
such as externalCode and externalName in the auto complete search and enhances the performance.
The following procedure is an example to show how to configure Disable Searchable Fields Config In Auto Complete
for Position object to improve performance.
Procedure
1. In the Manage Data page, select Object Configuration option for Create New.
2. Select the Object Type as Position.
3. Select Yes for Disable Searchable Fields Config In Auto Complete.
4. Click Save.
 Note
Set Disable Searchable Fields Config In Auto Complete value to No to pick up all the searchable fields.
Results
In the Manage Data page, access Position record from the search list box. The Position records are filtered based
on the default fields externalName and externalCode and not on any other searchable fields defined in the object
level, thus improving the performance.
15.2.3 Enabling Printing for Position Tiles
The system relies on your uploaded BIRT template when printing position cards.
Context
Enable printing from the Position Tile view, by uploading the BIRT template via Provisioning.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
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Procedure
1. Go to
Provisioning
Company Settings .
2. Select Enable BIRT for generating Pixel Perfect reports and save your settings.
3. Return to the company page and got to Import/Update/Export - BI Publisher Template/BIRT Template.
4. Upload your BIRT template and enter a name (with no spaces) and indicate the output type.
You can upload multiple copies of the same template and designate various output options.
15.3 Using the Position Tile View to Manage Successors
15.3.1 Adding a Position from the Position Tile View
If you have the associated permissions, you can add new positions from the Position Tile view.
Prerequisites
You are assigned the appropriate role-based permissions to add positions.
Procedure
1. From the Position Tile view, click  Add Position.
2. In the Metadata Framework (MDF) position dialog, enter the details for the position and save your changes.
15.3.2 Filtering Positions in Position Tile View
Add filters to the position tile view to narrow the list of positions displayed.
Prerequisites
Position attribute fields have been added to the Metadata Framework (MDF) position definition.
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Procedure
1. Click  Add Filters.
The filter panel is displayed.
2. Click Add to add a filter.
○ Position Title and Code: this filter is specific to the Position Tile view and searches only the position title and
code.
○ Other Criteria: the other filters you have to choose from are based on the position attributes defined in
your solution.
3. Enter your search criteria and click Search.
The system uses Boolean conditions to search for positions using your criteria. Criteria across filters join as
AND conditions, while criteria within filters join as OR condition.
 Example
If you search for position title and code sales, and the department marketing, the system returns only
those positions that include both "sales" in the title and that have "marketing" as the department.
 Example
If you add two position title and code filter fields and search for director and assistant in those fields, then
the system returns all positions where the title includes either "director" or "assistant."
15.3.3 Printing from the Position Tile View
You can print either a single position card or all the position cards currently displayed.
Prerequisites
Your solution has been configured to include a template for printing position cards.
Procedure
1. From the Position Tile view, choose one of the following:
○ For individual position: Click  Print Options on the position tile.
○ For all positions currently displayed: Click  Print Options at the top of the page.
2. Select a template and follow any further system prompts to save or open your file.
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16
Role-Based Permissions
16.1
What Are Role-Based Permissions?
Role-Based Permissions (RBP) is a security model that allows you to restrict and grant access to your SAP
SuccessFactors HXM Suite. RBP controls access to the applications that employees can see and edit. This is a
suite-wide authorization model that applies to the majority of the SAP SuccessFactors products.
Open this video in a new window
The RBP security authorization model uses groups and roles to organize employees (groups) and permissions
(roles) to control access to your system; By organizing employees into groups and permissions into roles you can
assign a group of employees the same set of permissions by assigning them a role.
 Note
RBP is approved for organizations with up to 1,500,000 employees. We’ll continue to raise this bar in the future.
When in doubt, contact SAP Cloud Support.
Role-based permissions contain three main elements: permission groups, permission roles, and target populations.
● Permission groups are a set of employees who share certain attributes such as City or Job Code and require
access to a similar set of tasks within your system.
● Permission roles are defined as a set of permissions. You can assign the permission roles you define to a
permission group, and if the role requires that you define a target population, meaning a group to perform
tasks for, you assign the target population when you define the role.
● Target populations are groups that are assigned to permission roles when the permission granted is performed
on behalf of other employees.
 Tip
We recommend that you create groups before creating roles so that during role creation, you can select the
group for which to grant the role. In addition, you need defined groups for roles that require a target population.
Permission Groups [page 241]
Permission groups are used to define groups of employees who share specific attributes. You can use
various attributes to select the group members, for example a user's department, country/region, or job
code.
Permission Roles [page 249]
RBP uses permission roles to group a set of permissions. After grouping the permissions into a role, you
can assign the role to a group of users, granting them access to certain tasks and features in your system.
Grant Permission Roles [page 256]
You can assign a permission role to everyone or to a subset of employees, determined by permission
groups, target populations, or by relationships. When defining a role in RBP, you can assign the role to a
group that you've created or you can assign roles based on hierarchical relationships. Some roles will
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require that you also assign target populations, they're only necessary for certain permissions in a role and
your system will notify you when a target population is required.
What Are Rules in RBP? [page 264]
Rules in RBP are used to define access to permissions in your system.
Related Information
Creating Dynamic Permission Groups [page 247]
Creating Permission Roles [page 250]
Assigning Roles to Groups [page 258]
16.1.1 Permission Groups
Permission groups are used to define groups of employees who share specific attributes. You can use various
attributes to select the group members, for example a user's department, country/region, or job code.
 Example
There might be a permission group called "Human Resources in US", which lists all US-based employees who
work in the HR department. To define this group, you would specify that users must match the selection criteria
"Country/Region = United States" and "Department = HR".
 Note
The attributes or selection criteria that are available for defining groups are configurable.
In RBP, you can assign permission roles to permission groups. In addition, you use groups to define the target
population a granted user has access to.
 Example
The group "Human Resources in US" might have access to the group "US Employees".
Groups configured with criteria other than specific user names are called dynamic (as opposed to static),
which means that the assignment of employees into and out of a group is automated. For example, a group of
granted users can be “All employees in the Sales department”. As employees are transferred into and out of the
sales department, their permissions will automatically adjust. This automation will save you time and money.
This is especially beneficial for large organizations that need higher levels of administrative efficiency.
Creating Static Permission Groups [page 242]
Static permission groups are created and modified by adding individual user names to a group using an
excel spreadsheet. They store a static list of users instead of a list based on dynamically generated criteria.
Changing user information does not modify group members, you must redefine group members by
importing an updated spreadsheet.
Creating Dynamic Permission Groups [page 247]
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Dynamic permission groups are generated automatically when the attributes of employees match the
group selection criteria. Administrators can create and manage dynamic permission groups for both
employees and external users.
Configuring Permission Groups [page 249]
You can edit, copy, and delete static or dynamic permission groups. For dynamic groups, you can also view
the group's change history.
16.1.1.1 Creating Static Permission Groups
Static permission groups are created and modified by adding individual user names to a group using an excel
spreadsheet. They store a static list of users instead of a list based on dynamically generated criteria. Changing
user information does not modify group members, you must redefine group members by importing an updated
spreadsheet.
Procedure
1. In the Admin Center, search for Manage Permission Groups.
2. Click Import Static Groups to create or modify a group.
3. Select between Full Replace or Delta Replace.
A full replace, creates or entirely replaces a group, while a delta replace adds members to an already existing
group.
4. Download a blank CSV template after you've chosen an import type. The Full Replace template has two column
headers, GROUPNAME and USERID. The Delta Replace has an additional Action column.
5. For each user that you add to a group, add the group name to the GROUPNAME column and user's ID to the
USERID column.
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 Note
For new users, you can create user IDs in the upload file.
 Note
Character encoding of your file should be Unicode (UTF-8). The maximum file size is 20MB. If your import
file exceeds 20MB, you can either split the file into several smaller files or request Professional Services to
modify the system configuration file.
6. Select the file with your data by clicking Choose File.
7. Click Validate File to validate file format, file size, etc.
8. If the validation is successful, click Upload to import the static permission groups.
If your file has errors, they display at the top of the Import Static Group window.
 Note
For one group type, a maximum of two jobs can run at the same time.
Results
After the upload completes, the system sends you a notification with success or error messages. Successfully
created groups display in the group list after refreshing your system.
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16.1.1.1.1 Adding Individual Members to Static Groups
You can add members to a static group in your system or by importing an excel file to your system.
Procedure
1. In the Admin Center, search for Manage Permission Groups.
2. Click the name of the static group you're updating.
The Permission Group screen displays.
3. To add a user to a static group, click Add User.
4. Search for the users you'd like to add to the group.
Entering keywords in the search field displays user names.
5. Select each user you want to add to the group.
Each user you select automatically displays in the right pane.
6. Click Done.
The users you selected are added to the group immediately.
16.1.1.1.2 Adding Multiple Members to Static Groups
Instead of opening static groups one by one to add members, you can add multiple members to several static
groups all at once with a CSV file.
Procedure
1. Go to
Admin Center
Set User Permissions
Manage Permission Groups .
2. Click Import Static Groups.
The Import Static Group popup displays.
3. Choose Delta Replace.
4. Click Download a blank CSV template.
A CSV template for delta replacement is downloaded.
5. Fill in the CSV file.
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Column Head
Description
GROUPNAME
Fill in the names of the static groups that you want to add
members to.
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Column Head
Description
USERID
You can choose to provide either USERID or ASSIGNMENTID
of employees.
ASSIGNMENTID
You can choose to provide either USERID or ASSIGNMENTID
of employees.
ACTION
ADD
6. Save the file.
7. Go back to the Import Static Group popup and upload the CSV file that you’ve prepared.
8. Click Validate File.
A message displays at the top of the Import Static Group popup to inform you whether there’s any format issue
in the CSV file.
9. If there are no issues found in the validation phase, choose the CSV file again and click Upload.
10. Click Cancel to dismiss the Import Static Group popup.
Results
You have successfully added members to the static groups with a CSV file. You receive an email about the details.
Next Steps
Refresh the Manage Permission Groups page to double check the active membership of the static groups that
you’ve updated.
16.1.1.1.3 Removing Members from Static Groups
Although you add members to a static group using a spreadsheet, you can remove static group members using the
system.
Procedure
1. In the Admin Center, search for Manage Permission Groups.
2. Click the name of the static group you're updating.
The Permission Group screen displays.
3. Select the users that you want to remove from the group.
4. Click Delete.
The list of users updates immediately.
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5. Click Close.
Results
Removed members will no longer have access to the tasks or data of the group.
16.1.1.1.4 Removing Multiple Members from Static Groups
Instead of opening static groups one by one to remove members, you can remove multiple members from several
static groups all at once with a CSV file.
Procedure
1. Go to
Admin Center
Set User Permissions
Manage Permission Groups .
2. Click Import Static Groups.
The Import Static Group popup displays.
3. Choose Delta Replace.
4. Click Download a blank CSV template.
A CSV template for delta replacement is downloaded.
5. Fill in the CSV file.
Column Head
Description
GROUPNAME
Fill in the names of the static groups that you want to re­
move members from.
USERID
You can choose to provide either USERID or ASSIGNMENTID
of employees.
ASSIGNMENTID
You can choose to provide either USERID or ASSIGNMENTID
of employees.
ACTION
REMOVE
6. Save the file.
7. Go back to the Import Static Group popup and upload the CSV file that you’ve prepared.
8. Click Validate File.
A message displays at the top of the Import Static Group popup to inform you whether there’s any format issue
in the CSV file.
9. If there are no issues found in the validation phase, choose the CSV file again and click Upload.
10. Click Cancel to dismiss the Import Static Group popup.
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Results
You have successfully removed members from the static groups with a CSV file. You receive an email about the
details.
Next Steps
Refresh the Manage Permission Groups page to double check the active membership of the static groups that
you’ve updated.
16.1.1.2 Creating Dynamic Permission Groups
Dynamic permission groups are generated automatically when the attributes of employees match the group
selection criteria. Administrators can create and manage dynamic permission groups for both employees and
external users.
Procedure
1. In the Admin Center, search for Manage Permission Groups.
2. Click Create New to create a new permission group.
The Permission Group page opens.
3. Enter a name for your permission group in the Group Name field.
4. Choose a User Type for your group.
The available user types vary depending on how your system is configured. Possible values may include:
○ Employee (default)
○ External Learning User
 Note
The External Learning User option is only available if you have Learning enabled in your system.
When defining a dynamic group for an external learning user, you can identify an External Source Channel to
complete the criteria for inclusion. This allows external learning users to be defined based on the source of
origin. The external source channel is only available to SAP SuccessFactors Learning customers. The External
Learning User must be enabled in Provisioning for external learner and external source channel to be available.
 Tip
When defining External Learning User groups in your system, it is recommended that you do not create
more than 50 groups.
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5. Choose the group selection criteria from the People Pool, in the Choose Group Members section.
Depending on the complexity of your permission group selection criteria, you can choose multiple people
pools.
6. In the Search Results screen, enter a search term or click the  search, to display all available values.
For some categories, a smaller pop-up window appears where you can enter additional values or information,
such as Time Zone settings. If you select the Team View category, you can use hierarchical relationships to
specify the group. This allows you to apply rules such as: everybody in Carla Grant's team, all levels deep.
 Note
When you search employees with the User category, the search results in the dropdown display only
employee names. When you search employees with the Team View category, the search results in the
dropdown display employee names, employee titles, and locations.
7. Make your selection and click Done.
8. If you want to add another condition for defining the people pool, click Add another category and choose a
category and item. If you use two or more categories, this functions as an AND operation, that is, only users are
selected who meet all selection criteria.
 Example
If you want to create a group of sales employees working in the US, you would need to choose the category
Department and select Sales. You add a second category Country/Region and select United States.
9. Complex group definitions may require you to use multiple people pools. If you use two or more people pools,
these people pools functions as an OR operation, that is, all users are selected who fulfill the selection criteria
of at least one pool.
Click Add another People Pool and then add categories and items.
 Example
You have two different offices: An office in Chicago and an office in Boston. Each office has a Sales team and
a Finance team. You only want to include Sales employees from the Chicago office and Finance employees
from the Boston office. You'll need to create two separate pools then.
 Note
The number of people pools in a group is limited to three.
10. If there are employees you'd like to exclude from the Permission Group definition, select them in the Exclude
these people from the group section.
11. If you want to prevent the group being updated automatically when new employees match the selection
criteria, click Lock group.
12. (Optional) Choose Update in the Active Group Membership box to see how many users match the criteria. Click
the number to see the detail list.
The active group membership number isn't updated automatically when you modify the dynamic group
definition.
13. Choose Done to complete the process.
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16.1.1.3 Configuring Permission Groups
You can edit, copy, and delete static or dynamic permission groups. For dynamic groups, you can also view the
group's change history.
Context
 Note
You can only delete a permission group if it has no associated role.
Procedure
1. Go to the
Admin Center
Tools
and search for Manage Permission Groups.
2. In the Manage Permission Groups screen, click the Take Action dropdown menu next to the permission group
you want to modify.
3. Choose the desired action.
16.1.2 Permission Roles
RBP uses permission roles to group a set of permissions. After grouping the permissions into a role, you can assign
the role to a group of users, granting them access to certain tasks and features in your system.
Permission roles consist of a set of permissions that give employees access rights to an employee or a group of
employees. As such an employee or a group that has been granted with a permission role has access to certain
aspects of the SuccessFactors application or to aspects of employee data. With this access, they can perform
functions within the application for other groups of employees.
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Role-based permissions allow you to grant a role to a specific employee, a manager, a group, or to all employees in
the company. The roles can provide very granular permissions, as this example illustrates:
 Example
There may be roles such as "HR Compensation and Benefits Manager", "HR Manager for Sales", and "HR
Learning and Development Manager". While all three are HR managers, their roles have been distinctly carved
out — one handling compensation and benefits, another handling the sales team, and the third handling
Learning and Development.
When your permissions roles consist of one or more permissions that require a target population, you'll need to
specify a target to complete creation of the role. Roles that require a target population will contain a permission
that gives a group access to perform actions or view information for other employees.
 Example
A Manager may have a role where one permission allows the manager to modify the salary for all of their direct
reports. In this example, the manager's direct reports represent the target population needed for the
permission role.
 Note
Customers can have as many permission roles as the company requires.
Creating Permission Roles [page 250]
Permission roles can be created for employees and for external users, such as External Learning Users.
Assigning Permissions to a Role [page 252]
After creating groups and roles, you'll need to assign permission roles to your employee groups.
Configuring Permission Roles [page 253]
You can edit, copy, or delete a permission role, view a summary of a permission role, and view its change
history.
Creating a New Role for External Users [page 254]
Role-based permissions support the role of External User and allows the External Learner User limited
access to complete specific tasks or training.
16.1.2.1 Creating Permission Roles
Permission roles can be created for employees and for external users, such as External Learning Users.
Context
Permission roles contain a group of permissions that can be granted to an employee or a group of employees
known as the Granted Users Circle. In general, it's best practice to define your user groups before defining your
permission roles.
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Procedure
1. Go to the Admin Center.
2. In the Tools Search field, select Manage Permission Roles.
3. To add a Permission Role, click the Create New button. The Permission Role Detail page opens.
4. In the Role Name field, type a name describing of what the role allows you to do.
5. In the Description field, provide a statement describing what the role allows an employee to do. Add a note
about when the role was created and by whom.
6. In the Permission Settings section, click the Permission button to specify the permission you want to assign to
the role. The Permission Settings window opens.
7. On the left side of the page, you'll see the different permission categories. Click a permission category to reveal
the different permissions.
The list of permissions associated with this category is displayed.
8. Select the checkboxes next to the permissions you'd like to grant to the role.
9. Click the Done button when you finish marking your selections.
10. In the Grant this role to section, click the Add button to select the employees to be granted this permission.
11. Grant the permissions and specify the target population according to what you have defined in the workbook.
For a detailed description, see the topic on granting permission roles in the Related Links section.
12. For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to him/herself.
 Example
If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.
13. Click the Done button to assign this role to the defined users. You are taken back to the Permission Role Detail
page.
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14. Click the Save Changes button to complete creating the role.
Next Steps
Once this role is successfully created, the new role will be listed on the Permission Role List page.
Related Information
Grant Permission Roles [page 256]
16.1.2.2 Assigning Permissions to a Role
After creating groups and roles, you'll need to assign permission roles to your employee groups.
Procedure
1. In the Permission Settings section, click the Permission button to specify the permission you want to assign to
the role. The Permission Settings window opens.
2. On the left side of the page, you'll see the different permission categories. Click a permission category to reveal
the different permissions.
The list of permissions associated with this category is displayed.
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3. Select the checkboxes next to the permissions you'd like to grant to the role.
4. Click the Done button when you finish marking your selections.
5. Click Save Changes.
Next Steps
Assign a target population, if your role indicates that a target is needed.
16.1.2.3 Configuring Permission Roles
You can edit, copy, or delete a permission role, view a summary of a permission role, and view its change history.
Context
When you copy a role, only the permissions get copied over. You will need to manually grant employees access to
this new role.
Procedure
1. Go to the
Admin Center
Tools
and search for Manage Permission Groups.
2. In the Permission Role List screen, click the Take Action dropdown menu next to the permission role you want
to modify.
3. Choose the desired action.
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16.1.2.4 Creating a New Role for External Users
Role-based permissions support the role of External User and allows the External Learner User limited access to
complete specific tasks or training.
The external user role can be granted to the user type External Onboarding user. Permissions for the external user
role can be set to grant access to the Onboarding home page.
16.1.2.4.1 Restoring the External User Password
If you have external users, consider creating a management system for them so that you can maintain their access.
Prerequisites
Either Onboarding 2.0 (including Internal Hire Process) or Learning or both must be enabled in Provisioning to reset
the external user password.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Context
When you have external users in your extended enterprise, your plan for maintaining them must include: resetting
user passwords, granting access, and so on. In most cases, you manage external users as you do any other users.
One exception is target populations. External users can be a unique target population. For example, if you want to
manage external users in Onboarding, you must add All(External Onboarding User) to the target population of users
managed by the administrator.
Procedure
1. To reset an external user password, go to
Admin Center
Reset User Password .
The Resetting User Passwords page appears. From this page you can reset individual user password, or reset
the passwords for a group of users.
2. Select External Users from Onboarding and/or Learning (If enabled) from the Find dropdown.
Enter the First Name, Last Name, or the Username to search for the user whose password you’re trying to
reset. You can filter your search further using Starts With or Exact Match.
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3. When the user details appear on the screen, select the user and enter the new password in the New Password:
field and confirm the same in the Confirm Password: field.
4. Click Reset User Password.
Results
You have successfully reset the external user password.
16.1.2.4.2 Assigning Role Based Permissions to External
Learners
Create a role mapping for external learners and grant them the permissions to log in to SAP SuccessFactors and
access Learning.
Prerequisites
Role Based Permissions (RBP) must be enabled.
Enable External Learning User is selected in Provisioning.
Procedure
1. Log in and go to Admin Center.
2. In Tools, click See All.
3. In Search Tools, type Manage Permission Roles and then click Manage Permission Roles.
4. Click Create New Role For External User.
5. In User Type, select External Learner, and then click Done.
6. Type a name and description for the role and then click Permissions.
The Permission Settings page opens.
7. In
User Permissions
General User Settings , select User Login.
8. In
User Permissions
Learning , select Learning Access Permission.
You can select additional permissions. For example, you can grant the external learners access to SAP Jam or
Mobile.
9. Click Done.
You return to the Permission Role Detail page.
10. Click Add.
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The Grant this role to... page opens.
11. In Grant role to, select Everyone (External Learner).
12. Click Done.
You return to the Permission Role Detail page.
13. Click Save Changes.
Next Steps
You grant admins permissions to manage external learners.
16.1.3 Grant Permission Roles
You can assign a permission role to everyone or to a subset of employees, determined by permission groups, target
populations, or by relationships. When defining a role in RBP, you can assign the role to a group that you've created
or you can assign roles based on hierarchical relationships. Some roles will require that you also assign target
populations, they're only necessary for certain permissions in a role and your system will notify you when a target
population is required.
● Permission groups: You assign a permission role to a defined group of users. However, relationships can also
play a role here as you can define that the granted user's managers have the same permissions. You can also
define how many levels up in the hierarchy you want this permission to be granted.
 Note
If you want to grant a role to a named user, you first have to create a group and add the user to this group.
Then you can grant the role to the just created group.
● Target Population: Depending on the permissions included in the role, you might also have to define the target
population. Not all permissions require you to define a target population. For example, if the permission
includes just the access to an application (such as the Learning Access Permission), there is no need to add a
target group. For certain permissions, in the Permission settings screen, a target population must be defined.
This is identified by the "t" icon next to the permission name with the following text displayed: t= Target needs
to be defined.
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 Note
You can define a target population for external users through
Manage Permission Roles
Add For
External Target Population . A target population for an external Learning user can be defined two ways:
○ Select Everyone (External Learner)
○ Select Target population of: and click Select, to select groups
● Relationships: Access groups can be defined using relationships (for example, manager-employee
relationship) that are derived from the job relationship object. These relationships can be hierarchical or nonhierarchical. You can find more information in the following chapter Using Relationships to Grant Permissions
[page 260].
 Note
If you allow the respective managers to have the same permissions, this may have a negative impact on the
performance. The hierarchy then has to be checked whenever such a manager tries to access an element
which was permissioned this way.
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16.1.3.1 Assigning Roles to Groups
After creating your roles, you must assign the role to a group of employees. This ensures that employees are given
access the permissions they need to perform their tasks.
Procedure
1. Go to the Admin Center.
2. In the Tools Search, search for Manage Permission Roles.
3. Select one of the permission roles you created.
4. In the Grant this role to section of the Permission Detail screen, click Add.
5. When the Grant this role to screen displays, select Permission Group.
6. Click Select to select the access groups you wish to assign to this permission role.
You can allow managers to have the same permissions and define how many levels up in the hierarchy you want
this permission to be granted. However, allowing respective managers to have the same permissions may have
a negative impact on the performance. The hierarchy then has to be checked whenever such a manager tries to
access an element which was permissioned this way.
7. Exclude Granted Users:
For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.
 Example
If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.
8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.
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Next Steps
If required, assign a target population to your role.
16.1.3.2 Assigning Target Populations to a Role
Target populations are assigned to roles that require tasks to be performed on behalf of another employee.
Context
Target populations allow you to give employees such as managers and administrators access to data or tasks that
need to be maintained for other employees. Depending on the permissions included in the role, you may need to
define the target population. Not all permissions require you to define a target population. For example, if the
permission includes just the access to an application (such as the Learning Access Permission), there is no need to
add a target group. For certain permissions, in the Permission settings screen, a target population must be
defined. This is identified by the "t" icon next to the permission name with the following text displayed: t= Target
needs to be defined.
Procedure
1. Go to the Admin Center.
2. In the Tools Search, search for Manage Permission Roles.
3. Select one of the permission roles you created.
4. In the Grant this role to section of the Permission Detail screen, click Add.
5. Select Everyone or choose Target population of to select a group .
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6. Click Select to select the target groups that you want to assign to this permission role.
7. Exclude Granted Users:
For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.
 Example
If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.
8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.
16.1.3.3 Relationships Between Managers and Employees
There are relationships that can be specified through employee fields, and managed through tools, like the
employee data.
General Relationship Types: Hierarchical relationships are characterized by a reporting line between the granted
user and the target user. These are relationships between employees and their managers, and employees and their
second managers or alternate managers. Non-hierarchical relationships on the other hand are single-level
relationships. These include the relationship of an employee to the HR manager, the matrix manager and custom
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manager. While each employee can have only one Manager, one Second Manager and one HR Manager, they can
have multiple Matrix Managers and Custom Managers.
Employee Central Only: If employees have global assignments (that is, a job in another country/region), they have
both a home manager and a host manager. In addition, they have a home HR manager and a host HR manager. All
managers need to have access to both the home jobs of the employees as well as to the host jobs of the employees.
This is covered by the following additional relationship types for global assignments:
Employee Central Only: Relationship Types for Global As­
The Five General Relationship Types
signments
Manager
Home Managers
Second/Alternate Manager
Home HR Managers
HR Manager
Host Managers
Matrix Manager
Host HR Managers
Custom Manager
16.1.3.3.1 Delegate Relationship Assignments
As a delegator you can assign delegates to perform actions on your behalf that affects other employees in your
organization.
As a manager, you can use the Delegate A and Delegate B relationship roles to assign permissions to up to two
individuals for each role, allowing them to act as your delegates. The delegate users you assign, can access your
direct and indirect reports and can perform tasks that have been permitted to you, while acting as your delegates.
You can assign up to two delegates per delegate role and each delegate can be given separate tasks or permissions
to cover different functional or regional areas.
 Note
You must configure Delegate relationship type in the Employee Central Picklist. After you've configured your
delegates, you'll see the option to give permissions to this relationship type in your system. For more
information about how to configure picklists, see the topic Picklist Configuration for Employee Status and Job
Relationship Type.
Why would I want to use delegates?
You might use a delegate when you want to assign delegates permissions in different functional areas.
You can also assign permissions to delegates that separate functionality according to locations.
If delegate relationship has been defined in Employee Central picklists, you can grant a permission role to
delegates. When a manager delegates his or her tasks to two delegates, delegate A and delegate B, the manager's
direct reports are the target population of delegate A and delegate B. If the manager, delegate A, and delegate B are
in the same permission roles, delegate A and delegate B will have the same permissions. The manager's direct
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reports are the target populations of the delegate A and delegate B for the permissions that require a target.
However, this delegate relationship can’t be used in non-user-based permissions. For example, even if delegate A
and delegate B has the same Miscellaneous Permissions Position permission as the manager, delegate A and
delegate B can’t view the current state of the position or view its history because the Position permission isn’t userbased.
Description
User-Based RBP Permissions
Non-User-Based RBP Permissions
Permission to the data of a user.
MDF objects that are categorized in the
Permission requiring MDF object target
section.
The target population of the permission
can be grouped as a user list.
It can be RBP permissions or some of
the MDF permissions.
Example
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The Personal Information permission
controls access to the personal
information data of a user.
The
Miscellaneous Permissions
Payment Information Detail
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16.1.3.3.2 Hierarchy Depth and User Permissions
Understand how to use hiearchy depth when assigning permissions to your users.
When granting permissions using hierarchical relationships, you can specify how many levels down to go in the
hierarchy for the target population. For example, you can indicate that Managers can see performance ratings on
their direct reports (1 level deep), or allow it to go deeper into their team, that is 2 levels down or all levels.
When granting permissions to non-hierarchical relationships (HR, Matrix and Custom Managers), you can follow
this non-hierarchical relationship for only one level. Beyond the first level, you can cross over to the standard
manager hierarchy if desired to go deeper.
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For example, using the Matrix Manager relationship, you can use hierarchical depth to accomplish the following:
● 1 Level Deep: Matrix Managers can view ratings information for their Matrix Reports.
● 2 Levels Deep: Matrix Managers can view ratings information for their Matrix Reports and the Direct Reports of
their Matrix Reports.
● All Levels Deep: Matrix Managers can view ratings information for their Matrix Reports (1 level deep) and the
Direct Reports, all levels deep of the manager hierarchy of their Matrix Reports.
The following graphic illustrates the different hierarchical depths you can specify when you use the Matrix Manager
relationship:
16.1.4 What Are Rules in RBP?
Rules in RBP are used to define access to permissions in your system.
Rules are defined by determining which permission roles you’ll assign to your groups or users. From the Permission
Role Detail screen in your system, each rule is represented by a row that contains your list of granted users or
groups and the associated target group. Depending on the complexity of the roles and access or target group
assignments, your roles could have various combinations of access and target group rules.
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From your permission role detail screen, where you manage your permission roles, each row represents a rule and
each rule can have multiple access and target group associations, as detailed in the display.
16.2 Granting Permissions for Succession Planning
Assign role-based permissions (RBP) to grant users basic access to SAP SuccessFactors Succession and its
succession planning features.
Context
Role-Based Permissions provide flexibility that allows users who change roles or positions within your organization
to automatically lose or inherit permissions. For SAP SuccessFactors Succession, this means that rather than
individually granting each permission to each succession planner, you can create a Succession Planner role, assign
it all succession-related permissions, and then assign users to the role.
You can also use the following list to learn more about available permissions. It's pre­filtered to show just the
permissions related to Succession, but you can change the filter to adjust your view: List of Role-Based
Permissions.
Procedure
1. Go to
Admin Center
Tools
Manage Permission Roles .
2. Select the role to grant permissions and click Permission.
3. Select Succession Planners and choose your settings.
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Option
Description
Succession Management and
This permission makes the Succession Org Chart, Talent Search (v1), and Matrix Grid Re­
Matrix Report Permissions
ports visible to users. It's also required before you can assign the permissions that grant
succession planners access to use those tools. This permission also allows users to see
nominations on the Succession Org Chart and Position Tile view and user ratings on Ma­
trix Grid reports.
This permission is not required for Talent Search v2.
You also need to define a target population to limit the visibility into employee data for
succession planners.

Example
If you have a specific group of people who are responsible for succession planning
throughout your entire organization, you assign them visibility across the whole or­
ganization. But if your company expects managers to handle succession planning for
their direct reports, and no one else in the organization is responsible for succession
planning, you limit their visibility to match.
Whatever target population you define applies to Succession Org Chart, Talent Search,
and Matrix Grid Reports. You cannot split how they are handled.

Example
If a user has the target population of their team, they will be able to see the Succes­
sion Org chart for their team, they will be able to generate the Matrix Grid reports for
their team, and Talent Search will render results for their team.

Note
If a user is granted visibility into another employee's data for succession planning
purposes, they can see all fields configured to display on the Succession Org Chart.
Succession Planning Permis­
Allows users to nominate successors for the employees included in the associated target
sion
population.
Succession Approval Permis­
Enabling Successor Nomination Approvals [page 80]
sion
Succession Org Chart Permis­
Granting Access to the Succession Org Chart [page 136]
sion
Talent Search
Granting Access to Talent Search [page 217]
Controlling Talent Search with Role-Based Permissions [page 217]
Position Tile View
Granting Access Permissions for Position Tile View [page 234]
Granting Position-Level Permissions for Position Tile View [page 234]
View Talent Pool nominations
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Permissions for Talent Pools [page 196]
Succession: Implementation and Administration
Role-Based Permissions
Option
Description
Add/edit/delete Talent Pool
nominations
Next Steps
Assign other permissions as required and set the targe populations for your various roles.
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17
Succession Reporting
The main reporting tool for your succession planning information is the Ad Hoc Report Builder.
Succession doesn’t come with standard reports, but the rich Ad Hoc reporting infrastructure allows you to create
detailed reports using your succession planning information. The available Succession reporting schemas can also
be used to create individual dashboards using the tile builder feature. The reporting schemas relevant for your
nomination method must be enabled via Provisioning.
 Note
Ad hoc reports for succession planning information do not include data for inactive incumbents.
Inactive successors are included but only if nominated to an active incumbent.
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Related Information
Succession Reporting Schemas [page 268]
Enabling Field-Level Permissions in Ad-Hoc Reporting [page 273]
Ad Hoc Report Builder
Standard Tiles Overview
Tile-Based Dashboard Framework
17.1
Succession Reporting Schemas
Several reporting schemas are available for the succession planning data in your system. Use them to build ad hoc
reports and dashboard tiles.
The Succession reporting schemas are based on the succession nomination method configured in your system.
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Succession Reporting
Nomination Method
Schemas
Role Person
Succession
Description
This domain only returns the most cur­
rent succession records for a given roleperson. It excludes any historical records
on the role-person as well as any inactive
users.
The starting position is excluded from the
report.
Succession History
This domain returns the historical re­
cords of succession plans for a given
role-person. All changes made to the
succession plan are available via this do­
main.
For Succession History reports, the sys­
tem fetches all records of a succession
plan for a given role. Only those roles that
include a nomination are included in the
report.
The starting position is excluded from the
report.
Inclusive Succession
This domain includes inactive users (that
aren’t purged) who are associated with a
succession plan for a particular role-per­
son.
For Inclusive Succession reports, the sys­
tem fetches and includes in the report all
records of a role, regardless of whether
any nominations exist.
The starting position is excluded from the
report.
Position
Succession (Position-based nomina­
This domain only returns the most cur­
tions)
rent Succession records for a given posi­
tion. It excludes any historical records on
the position as well as any inactive users.
The starting position is excluded from the
report.
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Nomination Method
Schemas
Description
Succession History (Position-based nom­ This domain returns the historical re­
inations)
cords of succession plans for a given po­
sition. All changes made to the succes­
sion plan are available via this domain.
For Succession History reports, the sys­
tem fetches all records of a succession
plan for a given position. Only those posi­
tions that include a nomination are in­
cluded in the report.
The starting position is excluded from the
report.
Inclusive Succession (Position-based
This domain includes inactive users (that
nominations)
aren’t purged) who are associated with a
succession plan for a particular position.
For Inclusive Succession reports, the sys­
tem fetches and includes in the report all
records of a position, regardless of
whether any nominations exist.
The starting position is excluded from the
report.
MDF Position - without Employee Central Succession (MDF Position based nomi­

Caution
nations)
This domain only returns the most cur­
rent succession records for a given MDF
position. It excludes any historical re­
cords on the position as well as any inac­
If you are using MDF positions with­
out Employee Central, only enable
the domains listed here, don’t enable
the Employee Central domains.
tive users.
The starting position is excluded from the
report.
Succession History (MDF Position based
This domain returns the historical re­
nominations)
cords of succession plans for a given
MDF position. All changes made to the
succession plan are available via this do­
main.
For Succession History reports, the sys­
tem fetches all records of a succession
plan for a given position. Only those posi­
tions that include a nomination are in­
cluded in the report.
The starting position is excluded from the
report.
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Succession Reporting
Nomination Method
Schemas
Description
Inclusive Succession (MDF Position
This domain includes inactive users (that
based nominations)
aren’t purged) who are associated with a
succession plan for a particular MDF po­
sition.
For Inclusive Succession reports, the sys­
tem fetches and includes in the report all
records of a position, regardless of
whether any nominations exist.
The starting position is excluded from the
report.
MDF Position - with Employee Central

Note
Succession (MDF Position based nomi­
This domain only returns the most cur­
nations, with Employee Central)
rent succession records for a given MDF
position. It excludes any historical re­
cords on the position as well as any inac­
Employee Central schemas include a
position starting point rather than a
people starting point. So, you start
your report with the position an indi­
vidual holds rather than with the indi­
vidual directly.
tive users.
The starting position is excluded from the
report.
Succession History (MDF Position based
This domain returns the historical re­
nominations, with Employee Central)
cords of succession plans for a given
MDF position. All changes made to the
succession plan are available via this do­
main.
For Succession History reports, the sys­
tem fetches all records of a succession
plan for a given position. Only those posi­
tions that include a nomination are in­
cluded in the report.
The starting position is excluded from the
report.
Inclusive Succession (MDF Position
This domain includes inactive users (that
based nominations, with Employee Cen­
aren’t purged) who are associated with a
tral)
succession plan for a particular MDF po­
sition.
For Inclusive Succession reports, the sys­
tem fetches and includes in the report all
records of a position, regardless of
whether any nominations exist.
The starting position is excluded from the
report.
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Nomination Method
Schemas
Description
MDF Talent Pool
Succession (Talent Pool v2 based nomi­
In addition to the role-person and posi­
nations)
ton-based schemas, customers using
MDF Talent Pools can create reports us­
ing this talent pool schema.
The starting position is excluded from the
report.
Related Information
Reports and Dashboards for MDF Position-Based Nominations [page 272]
17.2
Reports and Dashboards for MDF Position-Based
Nominations
The behavior of reports and dashboards you create with Succession schemas for Metadata Framework (MDF)
position-based nominations differs based on whether or not you're using SAP SuccessFactors Employee Central.
When you're working with Ad Hoc reports and dashboards, the scope is either people-to-people or position-toposition based on whether or not you're using Employee Central. This difference in how the data is read changes
how the reports and dashboards handle the
Starting From
Logged in User
filter.
Behavior when Filter­
How Vacant Positions
Nomination Method
Scope
ing on Logged in User
are Handled
MDF Positions without
people-to-people
Displays all the posi­
Vacant positions are
tions of those users
handled with an all or
who report to the log­
none logic.
Employee Central
ged in user.
Schemas
●
Succession (MDF
Position based
nominations)
●
Succession History
(MDF Position
based nomina­
tions)
●
Inclusive Succes­
sion (MDF Position
based nomina­
tions)
By default, reports in­
clude ALL vacant posi­
tions.
If you do not want va­
cant positions included,
then set the incumbent
filter to Not Null.
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Succession Reporting
Behavior when Filter­
How Vacant Positions
ing on Logged in User
are Handled
MDF Positions with Em­ position-to-position
Displays all positions
Reports only include
ployee Central
that report to the posi­
those vacant positions
tion of the logged in
that report to the posi­
user.
tion of the logged in
Nomination Method
Scope
user.
17.3
Schemas
●
Succession (MDF
Position based
nominations, with
Employee Central)
●
Succession History
(MDF Position
based nomina­
tions, with Em­
ployee Central)
●
Inclusive Succes­
sion (MDF Position
based nomina­
tions, with Em­
ployee Central)
Enabling Field-Level Permissions in Ad-Hoc Reporting
You can enable various field­level permissions, depending on your needs, for all Succession nomination schemas.
Prerequisites
● You have access to Provisioning
 Remember
As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.
Context
All succession nomination schemas support field level permissions for People Profile attributes.
If you're using Metadata Framework (MDF) positions, you can set report permissions based on Role-Based
Permissions (RBP). Otherwise, you can set employee field­level permissions.
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Procedure
1. In Provisioning, select the level of permission for MDF positions.
Option
Description
Enable Ad hoc row level This is the least restrictive permission.
permission for Succes­
sion Subdomain schema Set this permission in conjunction with a Position restriction on RBP target population.
(only support MDF posi­
The user is allowed to see only those positions that meet the target population criteria but oth­
tion)
erwise, position data is not restricted.
Enable Ad hoc field level This permission should be selected in addition to the row level permission.
permission for Succes­
soin Subdomain schema Set this permission in conjuction with Field Level Overrides for Position under Miscellaneous
(only support MDF posi­ Permissions in RBP to exclude certain information from the report.
tion)

Example
If you don't want a user to see position criticality in the report, then, for that role, set the
field level override for Position Criticality to No Access. The report will include all positions
that meet the target population criteria but will not include data on position criticality.
Enable Ad hoc cell level
permission for Succes­
sion subdomain schema
(only support MDF posi­
tion)
This is the most restrictive permission. Select this permission setting in addition to the row
and field level permissions.
Like with the field level permission, this permission uses the Field Level Overrides for Position.
The difference is that you set those fields you want the user to see to Read Only and then set all
other fields to No Access.
2. Select the following for employee field­level permissions:
○ Enable Field level permission for data model elements (in all Subdomain schemas)
○ Enable Cell level permission for data model elements (in all Sub domain schemas)
3. Grant users read permissions to MDF position objects. To be able to view the MDF position reporting data, the
user must have at least read permission to MDF position objects. To grant the permission, go to
Center Manage Permission Roles (select a role)
and enable the required permissions.
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Permissions
Miscellaneous Permission
Admin
Position
Succession: Implementation and Administration
Succession Reporting
18
Data Protection and Privacy
18.1
Centralized Data Protection and Privacy
Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this
reason, they are documented centrally.
The Setting Up and Using Data Protection and Privacy guide provides instructions for setting up and using data
protection and privacy features throughout the SAP SuccessFactors HXM Suite. Please refer to the central guide
for details.
 Note
SAP SuccessFactors values data protection as essential and is fully committed to help customers complying
with applicable regulations – including the requirements imposed by the General Data Protection Regulation
(GDPR).
By delivering features and functionalities that are designed to strengthen data protection and security
customers get valuable support in their compliance efforts. However it remains customer’s responsibility to
evaluate legal requirements and implement, configure and use the features provided by SAP SuccessFactors in
compliance with all applicable regulations.
Related Information
Setting Up and Using Data Protection and Privacy
18.2 Data Retention Management
Identify which data purge function in the Data Retention Management tool meets your data protection and privacy
requirements.
The Data Retention Management tool supports two different data purge functions: the newer data retention time
management (DRTM) function and legacy non-DRTM function.
 Remember
We encourage all customers to stop using the legacy purge function and start using data retention time
management (DRTM) instead. To get started using this and other data protection and privacy features, refer to
the Data Protection and Privacy guide.
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If you already use the legacy data purge function as part of your current business process and you are sure that it
meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware
of its limitations.
 Note
If you are using the legacy data purge function, you can only purge a calibration session when there is at least
one facilitator assigned to the session.
 Restriction
Be aware that the legacy data purge function may not meet your data protection and privacy requirements. It
doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries
or legal entities.
In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use
legacy data purge, please refer to the guide here.
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Data Protection and Privacy
Important Disclaimers and Legal Information
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Succession: Implementation and Administration
Important Disclaimers and Legal Information
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