SuccessFactors Learning: Standard Connectors

SuccessFactors Learning: Standard Connectors

For SuccessFactors Learning v 6.4 Last Modified 09/14/2011 2011 SuccessFactors, Inc. All rights reserved. Execution is the Difference All brand and product names are trademarks or registered trademarks of their respective holders. Printed in the USA SuccessFactors, Inc. 4401 Wilson Boulevard, Suite 400 Arlington, VA 22203 USA Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors, Inc. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors, Inc.

Table of Contents Introduction... 1 Assumptions... 1 Browser Pop-up Window... 1 Administrator Role and Workflows... 2 Required Fields... 2 Using this Guide... 2 Additional Resources... 3 Lesson 1: Standard Connectors... 5 Objectives... 5 Standard Connector Framework... 6 Standard Connectors... 7 Configuring Connectors... 8 Scheduling Connectors... 10 View Reports and Error Logs... 12 Conclusion... 16 Lesson Check... 17 SuccessFactors Learning - i - 2011 SuccessFactors, Inc.

Introduction This guide introduces you to the standard connector framework. First, you need to understand a few assumptions, how to use this guide, and where to go for additional resources. ASSUMPTIONS The SuccessFactors Learning system is highly configurable. When following this guide to navigate the system, you must understand some assumptions. Browser Pop-up Window Do not block pop-up windows in your browser. Please unblock pop-up windows so that the application may function as designed. When you first log in to SuccessFactors Learning, the following message banner may display at the top of your browser window: Pop-up blocked. To see this pop-up or additional options, click here. If this banner displays, perform the following steps: 1. Click the pop-up blocked message. A box displays with a few options. 2. Select the Always allow pop-ups from this site option. 3. Click Yes. 4. Once the setting is selected, you will not see the pop-up blocked warning again. SuccessFactors Learning - 1-2011 SuccessFactors, Inc.

Administrator Role and Workflows This training assumes that your SuccessFactors Learning administrator role is associated with all available workflows in the system. If your role does not include certain workflows, those tabs and pages will be grayed out and/or inaccessible. Required Fields Your system administrator configured specific fields throughout the system as required based on your organization s business rules and processes. These required fields are indicated with a red asterisk (*). You must input data in these fields before you are allowed to progress. If you are using SuccessFactors Learning for training, the fields displayed and marked as required may not reflect the settings you will encounter when accessing your organization s system. Your system administrator can provide you with a list of the required fields for your organization. USING THIS GUIDE This classroom guide is designed to be used in conjunction with an instructor. The guide provides general information that will be elaborated upon by the instructor. For additional information, refer to the online help. Throughout the guide, you encounter icons that call out various types of information. The following table illustrates how this guide uses icons to indicate different types of comments, activities, labs, etc. that support the text. 2011 SuccessFactors, Inc. - 2 - SuccessFactors Learning

Icon Definition Activity: Indicates an activity for you to complete that helps reinforce the information you just learned. Note: Indicates additional information that is related to the information presented. Tip: Indicates helpful hints and tips or other guidance that further explains the information it accompanies. Lab: Indicates a hands-on computer lab. Follow the step-by-step process outlined to perform specific tasks in the system. Job Aid: Indicates there is a job aid available for the task. Job aids provide detailed instructions and screen captures to help you complete a task. Warning: Warns against particular actions, or that a particular condition might indicate a problem. Workflow: Indicates you must have the proper security workflow assigned to you in order to have access to this feature or action. ADDITIONAL RESOURCES There are a number of additional resources that can provide you more information about the SuccessFactors Learning system. These resources include: SuccessFactors, Inc. website: http://www.successfactors.com Online system help Task-specific job aids SuccessFactors monthly newsletter For more information about other courses and registration, contact SuccessFactors University at training@successfactors.com. SuccessFactors Learning - 3-2011 SuccessFactors, Inc.

Notes 2011 SuccessFactors, Inc. - 4 - SuccessFactors Learning

Lesson 1: Standard Connectors SuccessFactors Learning version 6.4 brings a revolutionary change to the standard connector framework. Prior to version 6.4, connectors were separate programs that were independently installed and managed by systems administrators who had access to the operating system of the server. Now, connectors are automatically installed with the base SuccessFactors Learning product and are configured and managed from within the admin side of the application. This guide introduces you to the standard connector framework, the configuration options, scheduling, and viewing connector reports. OBJECTIVES Upon completion of this lesson, you will be able to: Describe the standard connector framework Identify the available connectors Locate and update common connector configuration values Schedule connectors View connector reports and error logs SuccessFactors Learning - 5-2011 SuccessFactors, Inc.

STANDARD CONNECTOR FRAMEWORK The SuccessFactors Learning standard connectors allow you to integrate Human Resources (HR) data (that is housed in a separate system) into the SuccessFactors product suite. SuccessFactors Learning standard connectors are built on a producer-consumer model that requires all data input files to match a pre-defined format. This makes the connectors agnostic about the source of the data and allows SuccessFactors Learning to support the regular interface of data from a variety of systems. The producer-consumer model (Figure 1) relies on external systems to produce a standard input file that SuccessFactors Learning can process based upon configured business rules, and load the resulting data into the Learning data schema. Figure 1. Producer-Consumer Model File formats for each of the connectors are contained in the corresponding workbook, which can be obtained through Professional Services. 2011 SuccessFactors, Inc. - 6 - SuccessFactors Learning

STANDARD CONNECTORS There are 12 connectors that are part of the SuccessFactors Learning standard connector framework 10 are for the Learning product and 2 are for the Compensation module. Each connector is listed in Table 1, along with a brief description of the connector function. Table 1. Standard Connectors and Description Connector User Federal User Domain Organization Job Code Position Item Learning History Scheduled Offering Description Loads new users and updates existing records. Capable of creating references, such as domains, but not capable of managing hierarchical relationships of references. Contains all values as the standard user connector, but adds additional fields required for Federal agencies. Loads new domains, updates existing records, and manages the hierarchical relationship of domains. Loads new organizations, updates existing records, and manages the hierarchical relationship of organizations. Formerly known as job position, the job code connector creates new and updates existing job code values, such as domain, if curricula should be automatically assigned, and more Similar to the job code connector in that positions are typically instances of job codes. For example, job code 199 may represent an administrative assistant, while the position, Phoenix 199, may represent an administrative assistant in the Phoenix office. The connector creates new records and updates existing. Creates new items in SuccessFactors Learning and updates existing records. It is most common for the item connector to be used for one-time data migrations, rather than an ongoing feed. Records item-based completions for existing users completion of existing item records. Both the user and the item record must exist within the system for the record to be accepted. The learning history connector is most commonly used for one-time data migrations. Schedules instances of existing item records and is typically used for one-time data migrations. SuccessFactors Learning - 7-2011 SuccessFactors, Inc.

Connector Registration User Compensation User Compensation History Description Updates user registrations in existing scheduled offerings. Both the user and scheduled offering must already exist in the system. This connector is typically used for one-time data migrations. Manages compensation values in the system, such as compensation manager, salary, etc. It is recommended that the user connector be run in advance of the user compensation connector so that the user connector maintains sole responsibility for creating new users. Loads historical compensation cycle data into the system. This connector is typically used for one-time data migrations. Note: For each connector, a configuration workbook is completed prior to deployment. The workbook captures information on the source of all incoming data as well as business rules that may be configured per connector. CONFIGURING CONNECTORS Note: For connectors to display on the admin side of the application, a separate license must be installed. The license is provided by professional services as part of the engagement with the client to configure a connector. The license makes available new workflows and a new role, ALL_CONNECTOR. SaaS and other hosted customers will not have access to the ALL_CONNECTOR role and must schedule connectors with their project implementation team. The additional workflows allow admins to view the results and error details of each connector run, independent from the ability to schedule connector runs. Basic connector configuration values are stored in a properties file found under Sytem Admin > Configuration > System Configuration > CONNECTORS. The data in Figure 2 shows the basic configuration options. Each configurable option is defined with comments inside the file. 2011 SuccessFactors, Inc. - 8 - SuccessFactors Learning

Figure 2. Completion Status Reference The basic configuration settings for all connectors are described in Table 2. Table 2. Basic Configuration Settings for Connectors Value connector.input.file.location connector.ftp.input.remotedirectory connector.local.input.localdirectory connector.input.archive.directory connector.ftp.output.report.enable connector.ftp.output.report.remotedirectory connector.report.email.enable connector.report.email.toaddresses connector.report.email.ccaddresses Description Specifies if the file will be processed from FTP or the local file system. Acceptable values are local and FTP. All SaaS and hosted customers must use FTP. If using ftp, what is the full path to the connector input files? For example, /Connector/data/input If running input files from the local filesystem, specify the absolute path of the file. If the file is to be archived after processing, specify the directory. For example, /Connector/data/archive Specify if the summary and detail reports should be placed on FTP. Acceptable values are true and false. All SaaS and hosted customers must use FTP to retrieve detail reports. Defines the FTP path to place reports. For example, /Connector/data/reports. Specify if the connectors should generate an email output. Specify a valid email address for recipients. Multiple recipients should be separated with a comma. SuccessFactors Learning - 9-2011 SuccessFactors, Inc.

Value connector.report.email.enabledetailreportat tachments connector.ftp.protocol connector.ftp.server connector.ftp.port connector.ftp.userid connector.ftp.password Description Specify if the detail report should be attached to the email generated by the connector. Acceptable values are true and false. For all SaaS and hosted customers, this must be set to false. Specify connection protocol either FTP or SFTP. Specify the URL or IP address of the FTP server. Specify the port to be used by the connector. Specify the FTP/SFTP user name. Specify the FTP/SFTP user password. Note that when you click Apply Changes, the password is encrypted and written to the database as an encrypted value. The un-encrypted value will never be displayed on the admin side. Additional configurations are specified on a per-connector basis within the same file. Professional services documents these configurations as part of the implementation process. SCHEDULING CONNECTORS Connectors are scheduled in a similar fashion to all other automatic processes within SuccessFactors Learning. To schedule a connector: 1. Navigate to System Admin > Connectors (Figure 3). Figure 3. Standard Connectors Admin View 2011 SuccessFactors, Inc. - 10 - SuccessFactors Learning

2. Select the appropriate connector from the left menu. The content frame updates (Figure 4). Figure 4. User Connector Note that the content frame is broken into two key areas: The Status area provides summary information on the last and next execution of each connector. The Schedule section allows admins with the ALL_CONNECTOR role to schedule the process. To schedule the connector, verify that the Schedule this Process is active and select from the available frequency. To receive an email containing the status information, enter a valid email address. For additional information on scheduling frequency, see the online help files. SuccessFactors Learning - 11-2011 SuccessFactors, Inc.

VIEW REPORTS AND ERROR LOGS The ability to view reports and error logs is assigned separately to each admin role needing access. Each connector has a discrete workflow, so admin roles can specifically target access (Figure 5). Figure 5. View Connector Workflows In order to access reports and error logs for the connector, first navigate to System Admin > Connectors and then select the appropriate connector from the left menu. In Figure 6, the View Errors and View Results options are highlighted. Both are described in detail below. 2011 SuccessFactors, Inc. - 12 - SuccessFactors Learning

Figure 6. View Errors/Results In the event that the connector experiences errors while processing, detailed information that will assist Customer Support and your technical team is written to the error log. Figure 7 shows errors encountered with a corrupted data file. Figure 7. Error Details SuccessFactors Learning - 13-2011 SuccessFactors, Inc.

The View Results button opens the User Connector Results screen (Figure 8). This screen allows admins to open reports and download detailed connector reports that include summary data about what actions were performed by the connector, as well as identifying information and detailed error messages, where appropriate. Note that Figure 8 shows a connector in progress. This is particularly helpful to view the progress of extremely large data files. Figure 8. View Results with Active Connector Run Figure 9 shows multiple runs of the user connector. Note the View Details link next to each connector run, indicated by the Run Detail Report ( ) icon. Figure 9. View Detail Report Link 2011 SuccessFactors, Inc. - 14 - SuccessFactors Learning

After clicking Run Detail Report, a progress page displays (Figure 10) while the report is generated. Figure 10. View Detail Report Link When complete, the report is displayed (Figure 11). The detail report provides both summary and detail information about the connector run. Figure 11. View Detail Report SuccessFactors Learning - 15-2011 SuccessFactors, Inc.

CONCLUSION In this guide, you were provided an overview of the SuccessFactors Learning standard connector model. You were given details on how to configure and schedule the connectors, and how to view reports and error logs. You should now be able to: Describe the standard connector framework Identify the available connectors Locate and update common connector configuration values Schedule connectors View connector reports and error logs 2011 SuccessFactors, Inc. - 16 - SuccessFactors Learning

LESSON CHECK Use what you learned in this lesson to answer the following questions. 1. Which is not a standard connector available in SuccessFactors Learning on the admin interface? a) User b) Organizations c) Subject areas d) Domains 2. True or false: SuccessFactors SaaS customers can schedule connectors through the admin interface. 3. What information is contained in the Detail Error Report? a) A summary of action and detailed error logs. b) Detailed error logs that assist Customer Support and technical teams. c) A list containing the records contained in the input and all action taken on each record. d) Only new records created by the connector. SuccessFactors Learning - 17-2011 SuccessFactors, Inc.

Notes 2011 SuccessFactors, Inc. - 18 - SuccessFactors Learning