User Guide SAP SuccessFactors Employee Central Document Version: Q2 2016 Release July 8 PUBLIC
Content 1 Employees and...4 1.1 Requesting....6 1.2 Canceling Requests....9 1.3 Editing Requests....10 1.4 Checking Account Details...10 1.5 View Team Absences.... 10 2 Managers and....11 2.1 Deciding on Requests....11 2.2 View Team Absences.... 13 2.3 Alerts and Notifications... 14 3 HR Admins and....15 3.1 Overview of Employee s Time Accounts.... 15 Review Data for Employees....15 Entering an Absence Request for an Employee....16 Manually Adjusting Time Accounts.... 17 3.2 Accruals Creation....17 3.3 Setting Up For New Hires....22 Work Schedule Finder....23 3.4 Transfer of Employees.... 27 3.5 Job Info Changes....28 3.6 Temporary Change of Work Schedule.... 28 3.7 Period-End Processing....32 Time Account Creation.... 32 Forfeit or Transfer Balances....33 3.8 Purging Data....34 3.9 Payouts From Time Accounts....36 3.10 Using the Time Workbench....36 4 Reporting....40 4.1 What is the absence overview and how do I use it?....42 Filtering Data in the Absence Overview.... 43 4.2 What is the time account overview and how do I use it?....45 Filtering Data in the Time Account Overview.... 45 4.3 What is the time account snapshot and how do I use it?....47 Snapshot Details....48 Filtering Data in the Time Account Snapshot....49 2 2016 SAP SE or an SAP affiliate company. All rights reserved. Content
4.4 What is the overview of absence frequency and duration, and how do I use it?....49 5 Mobile....50 5.1 Install and Activate the mobile SuccessFactors BizX app (App Store)....50 5.2 iphone for Employees...51...52 Checking Before You Apply.... 56 Request...59 Before you go....63 What can I do in the history?....66 5.3 iphone for Managers....68 Deciding On Requests.... 68 5.4 ipad for Employees....72 5.5 ipad for Managers.... 75 6 Appendix: Troubleshooting in Accrual Creation.... 78 Content 2016 SAP SE or an SAP affiliate company. All rights reserved. 3
1 Employees and A Note Before You Start Do not use the zoom feature on your browser when working in the solution. The solution doesn't support it and data will not be displayed correctly. You re an employee. How can the feature help you? You can apply for time off, whether it is vacation, paid time off (PTO), sick leave, leave of absence, or some other type of absence. When you enter a request, you can see who else is absent during the period where you are requesting time off. You can check your time account balance(s) - how much time off you have earned, taken, and planned. You can view all your requests and cancel or edit requests for time off. So, you want to apply for some time off? How do you do it? You can choose one of these paths: Choose the My Info tile and choose Request. Go to Home, next Employee Files and then call up under Public Profile. Calendar 4 2016 SAP SE or an SAP affiliate company. All rights reserved. Employees and
What information is in this calendar? The calendar itself shows three months, starting with the current one. You can move backward and forward. In the calendar, you can see the time off you have already requested by shading or part shading of the squares for the days in question. The colors used for the shading match the colors used for the Favorite buttons. So, if Vacation is green, days booked as vacation are green in the calendar and part shaded in green if you have just requested them. Triangles show you that you will be off for part of the day so marked. At the top are up to four buttons. Up to three leave types can be maintained as favorites for you and they have their own buttons. The button called Others is for those leave types not maintained as favorites in the time profile assigned to you. If there are any public holidays in the period displayed, they are marked with an asterisk (*). The lower part of the screen is called My Requests and shows the time off requests you have submitted and their status: Pending means that you ve submitted the request, but approval is required and the person responsible for approving it has not yet made a decision. Approved means that you ve submitted the request and the person responsible for approving it has done so. Cancellation Pending means that the cancellation workflow is active. So, if you cancel an absence request that has already been approved, the cancellation must itself be approved by your manager. This status appears when you have canceled the request, but the cancellation has not been approved yet. Notice the Comment option. You can use this to view existing comments or write a new comment. Employees and 2016 SAP SE or an SAP affiliate company. All rights reserved. 5
What else can you do from here? You can request time off. You can cancel time off requests. You can edit time off requests. You can view your account details. 1.1 Requesting If you want to request some time off from your default time type, simply select the dates in the calendar. The dates are then part shaded in the relevant color for example, green for Vacation. If you want to request time off from any of your favorite time types, choose the relevant button. If the time off you want to request is not from one of your favorite time types, choose Others and select the time type from the resulting list. Alternatively you can enter or change the time type or the dates you want to be absent in the request row. As you do this, the relevant dates are part shaded in the calendar so you can see where they are. If you want to be absent for only half a day or for a few hours, just select the time you will be off under Requesting. 6 2016 SAP SE or an SAP affiliate company. All rights reserved. Employees and
Notice the Team Absences section at the bottom of the request. This tells you how many other people are absent for some or all of the period where you are requesting time off. This is useful because, for example, your manager might be less willing to approve your request if a lot of people from the team are absent at the same time. When you submit the request, it appears under My Requests. If you want, you can enter more than one absence for the same day. Here are some points to bear in mind about this: The total time taken by these multiple absences cannot exceed the total prescribed working time for the day in question. The system checks each request you enter and an error message appears if the one you are currently entering would cause you to exceed the limit. Employees and 2016 SAP SE or an SAP affiliate company. All rights reserved. 7
A separate request is required for each of these absences. The requests are listed separately in the My Requests part of your screen. The requests do not have to be of the same time type. A triangular symbol appears on days with multiple absences. The symbol is only partly shaded if one or more of the relevant requests haven't been approved yet. Requesting in Hours and Minutes You can record your time off for a one day absence in hours and minutes. If an hourly managed time type is set up to allow requesting in hours and minutes, enter the precise time off in the hours and minutes field for Requesting: Flexible Requesting Employees with a flexible work schedule can enter their absence duration themselves. Instead of having the system determine the requesting hours based on the work schedule and holiday calendar, the employee enters the amount of hours or days he or she will be off into the system. Employees can determine the amount to be deducted the time account by entering the number of hours / days themselves according to the time type definition. If the payout feature has been enabled in the relevant time account, employees can apply to receive a financial payout instead of taking the equivalent time off. The selected time type and the employee's work schedule need to be set up for Flexible Requesting (at least a dummy work schedule is needed). A Couple of Points on Leave of Absence If you have selected a status-changing Leave of Absence (LoA) time type, you enter an expected return date instead of the end date. The status in the job info is changed accordingly. If the system is configured to default an end date for the leave type in question, this appears in the appropriate field. You can overwrite it if you need to. 8 2016 SAP SE or an SAP affiliate company. All rights reserved. Employees and
When you return from Leave of Absence, use Edit in My Requests to enter the actual return date. Based on this, the status in your job info is changed back to Active. 1.2 Canceling Requests The Cancel Request option appears in the My Requests section, below any request you can cancel. Click this option and the system asks you whether you are sure you want to cancel. If you are, choose Yes. Then one of the following happens: The request is canceled. The shading then disappears from the days covered by this request in the calendar and the request disappears from the My Requests list. If the cancellation workflow is active, your request for cancellation must be approved by your manager. Until this happens, the approved time off continues to be displayed. Its status changes to Cancellation Pending. If you are not sure, choose No to return to the calendar display. Withdrawing Cancellation Requests If the cancellation workflow is active, you can withdraw any cancellation requests your manager hasn't approved yet. To do this, call up the list of your pending cancellation requests, select the one you want to withdraw, and click the Withdraw button. The request then returns to Approved status. Employees and 2016 SAP SE or an SAP affiliate company. All rights reserved. 9
1.3 Editing Requests The Edit Request option appears in the My Requests section, below any request you can edit - either approved absence requests or pending ones. Click this option and the system opens the request UI: You can change whatever you need to get changed, either the dates, the time type, or the comment. After you save the changes, the workflow is updated, if approval is required. 1.4 Checking Account Details Select the i next to the balances if you want to see details for each of your time accounts how much have you earned, taken, and planned as of today. You can also simulate balances for a future date by selecting a future date. 1.5 View Team Absences As employee you want easy access to an overview of your team on a certain date. You can access the team absence calendar from. 10 2016 SAP SE or an SAP affiliate company. All rights reserved. Employees and
2 Managers and You re a manager. How can the feature help you? You get to approve time off requests from members of your team You can view team absences 2.1 Deciding on Requests As manager, one of your tasks is to view requests for time off from members of your team and decide whether to approve them. When team members send you time off requests, they appear as To-Dos Due Today in your home page. To view a request, click it. You then see the request, along with information on who else is absent during the time the employee requesting time off wants to be away. Here's an example below of what this can look like. Managers and 2016 SAP SE or an SAP affiliate company. All rights reserved. 11
You can:: Approve the request. Decline the request. 12 2016 SAP SE or an SAP affiliate company. All rights reserved. Managers and
Add a comment for example, if you need more information before deciding on this request. The employee who sent the request can then see, in the My Requests section of his or her calendar, that a comment has been entered. He or she can then respond to it. Delegate approval of the request to somone else. The employee is informed of your decision by email for all the cases listed. 2.2 View Team Absences As manager, you want easy access to an overview of your team absences on a certain date. You can now access a team absence calendar from the MyTeam tile that gives you this overview. You can navigate backwards and forwards to the date in question. Managers and 2016 SAP SE or an SAP affiliate company. All rights reserved. 13
2.3 Alerts and Notifications As a manager, you might receive alerts and/or email notifications due to certain events if such events are defined in the systems. Alerts show up in the ToDo tile: 14 2016 SAP SE or an SAP affiliate company. All rights reserved. Managers and
3 HR Admins and As a Human Resources (HR) administrator, you are responsible for the following time off tasks: Obtain an overview of an employee s time off requests and time accounts. Enter an absence request for an employee. Make a manual adjustment for a time account. Enter new hires into the system and set up for them. Manage employee's transfers. Run accrual creation. Manage period-end processing. 3.1 Overview of Employee s Time Accounts To get an overview of an employee's time off requests and time accounts, go to Employee Files and search for the employee whose data you want to review. Then choose Manage in the employee's public profile, to see the time off details as shown below. 3.1.1 Review Data for Employees You can view a summary of time accounts for each employee. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 15
The screen has the following parts: Time Accounts This shows a summary of time off earned, taken, and planned. You can simulate future time off by entering dates that lie in the future. Overview This shows a list of all time off requested, whether canceled, declined, pending, or approved, by this employee. You can filter this by time type and select different dates. Time Account Postings You can see all the individual postings per time account. You can select which time account is shown and the date. 3.1.2 Entering an Absence Request for an Employee Under certain circumstances, an employee might need to apply for time off, but can t do it himself or herself for example, because he or she is ill and can t access the system. Alternatively, it might be a time off type, such as parental leave, that employees can t simply enter themselves. However, you can do it for them by choosing Request in the Time Overview and entering the appropriate details. You can enter multiple absences on a particular day in the same way as an employee can, subject to the same restrictions: 16 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
The total time taken by these multiple absences cannot exceed the prescribed working time for the day in question. The system checks each request you enter and an error message appears if the one you are currently entering would cause you to exceed the limit. A separate request is required for each of these absences. The requests are listed separately in the My Requests part of the employee's screen. The requests do not have to be of the same time type. You can also cancel or edit requests already entered. 3.1.3 Manually Adjusting Time Accounts You might find it necessary to make manual adjustments to an employee s time accounts. For example, if an employee has performed particularly well or worked long hours on a project, you might want to grant him or her an extra day s vacation. Or if you have a new hire, you need to maintain the correct initial balance. Do this by choosing the Make Adjustment button and entering the appropriate details. You can either add or deduct time. 3.2 Accruals Creation If a rule is assigned to the time account type in question, accruals can be created automatically using Manage Time Off Calendars in the Admin Center. The calendar jobs you see here can have the one of these statuses: Planned jobs (Ready to Run if no run date is assigned or Scheduled for calendars with a run date) Running is the status of a job while it is being processed. Finished is the status of a job that has run without problems. Finished With Errors is the status of a job that has been executed, but errors occurred. A log file including error records is available. Job Failed is is the status of a job that failed due to an unexpected error. No log file is available. You can find technical information for the error in the job monitor. For a more detailed analysis, you will need the server log. Skipped For change scenario Accruals On Recorded Time a daily job automatically creates a calendar. If the job of the previous day is still running, the status of the new calendar is set to Skipped. Waiting Calendar run jobs have this status if another job is running that might interfere with them because they must access time accounts of the same time account type. The job with this status starts automatically when the other job has finished. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 17
You can filter calendars by change scenario (Accrual, Account Creation, or Period-End Processing) and date. Depending on the status, different actions are possible: View You can view calendar details. Delete You can delete the calendar. Run You can start the calendar and trigger creation of the accruals. Rerun to start a calendar in status Finished with errors again. Edit to change the schedule date or set the recalculation flag. Simulate You can start a simulation run and receive a simulation log, showing the simulated accruals. Note that, for simulated logs, true appears in the Simulation column. To create a new job, choose New Calendar and enter a name, then select the change scenario (which must, in this case, be Accrual), and start and end dates. Remember to select the respective time account type for which you want to have accruals created. 18 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
The system will propose a run date based on the settings for the respective time account type. You can change this if needed. A calendar is created, with status Scheduled. Note that, for calendars in the past, the system will not propose a run date. You need to either maintain a run date yourself (Edit) or start the run manually (Run). If you already have time account types in place for existing employees, you need to trigger a recalculation by executing a new calendar run. A checkbox enabling you to trigger this appears in the popup that appears when you choose Edit in the Take Action list. Creating Multiple Calendars You can also create multiple calendars based on one calendar. For example, if you select a whole year for a time account type where the frequency entered is monthly, the system will schedule all 12 calendars at once. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 19
Note Be sure to select the dates that exactly match your accrual period. For example, enter the whole year (January 1 to December 31) for an annual accrual. For monthly accruals, enter the start and end date for the month in question. Don't change accrual rules until you have finished using them for one period and are ready to use them in the next period. For example, if you have been using a rule in 2013 and want to use the same rule in 2014, don't make any necessary changes to that rule until December 31, 2013. Note Remember Please ensure that, before you run a calendar, you have maintained your email address within Personal Information Contact Information, so that you can receive the log file. To actually start the accrual calculations and create the accruals, choose Run. When the job has run, you receive an email confirming this, along with an Excel log, listing those employees for whom the accrual was created. In addition, the status of the accrual calendar changes to Finished. Here's an example of the email: 20 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
And the Excel looks like this: Alternatively, you can access and view the result Excel from the calendar list Take Action View Log file(s). You can check this by looking at their time accounts. In our example, the accrual was for vacation, so look at their vacation accounts. Please note that only one accrual per employee and time account type is created. If you encounter issues or have questions, look at the troubleshooting information in the Appendix. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 21
Recalculations It is possible to trigger a recalculation of accruals if, for example, if a rule has been changed. Please create an accrual run for the recalculation of the accruals already posted. Mark the flag With Recalculation in the Edit Calendar view. 3.3 Setting Up For New Hires When new employees are ready to start work, you need to make sure that their time off is managed correctly. This means ensuring that the following objects are maintained for them: Time Recording Variant The options here are Clock Times and Duration. Don't leave this field on No Selection if you make entries in the other time information fields. 22 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
Time Profile The time profile contains the time types the employee can take. It can include up to three favorites, one of which must be maintained as a default. When the time profile is created, time accounts are created automatically for the employees to whom it is assigned. If an appropriate rule has been assigned to the time account type, the accrual amount can be prorated and created automatically. If no such rule has been assigned, the balance is zero and the accrual must be entered manually. Holiday Calendar This lists the public holidays for the country where the employee is working. Work Schedule This shows, for example, how many days per week an employee is to work and how many hours on each of those days. Time Recording Profile and Time Recording Admissibility Take a look at the Payroll Time Sheet documentation for information on these fields and how to use them. 3.3.1 Work Schedule Finder If you have implemented PP3, you can use the work schedule finder to search through existing work schedules to find one you can assign to an employee. 1. From the employee's job information, click Find a Work Schedule. 2. The resulting screen looks like this: On the right is the selected work schedule. When you first access the feature, this part will be empty. On the left is the area you can use to search for existing work schedules. 3. Place the cursor in the search box in that area on the left and enter the search criteria you need such as, say, a number of hours. The result might look like this. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 23
24 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
4. If the list contains a work schedule that satisfies your requirements, select it in the list to see the details. Click the Preview tab to see the preview for the selected work schedule. 5. You can use the buttons at the bottom of the screen like this: Assign This assigns the schedule to the user. Copy This creates an individual work schedule for the user, which you can then adjust as necessary. Cancel This returns you to the Work Schedule Finder screen. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 25
6. Alternatively, you can use the New Individual Work Schedule button to create an individual work schedule from scratch. Note You need the appropriate permissions to copy individual work schedules and create new ones. Take a look at the Permissions in chapter of the handbook for details. Clock Times The example discussed above shows work schedules where the time recording variant in the employee s job information is set to Duration. The procedure in the work schedule finder for work schedules where the time recording variant is set to Clock Times is the same, but the screens look a bit different. 1. Having searched for and selected a work schedule that meets your requirements, you see a work schedule that looks like this. 26 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
2. The selected work schedule looks like this in the preview. Note that there is a popover facility you can use to view individual days in detail. 3.4 Transfer of Employees Context If employees are transferred from one location to another, typically a new holiday calendar and time profile is assigned to the employee. New time accounts are created automatically, but you need to close the old ones manually. The remaining balance needs to be manually transferred, if wanted. Procedure 1. Transfer the old balances by choosing Manage - Manual Adjustment, then : Zero the old accounts Add the balances which should be transferred to the new accounts 2. Close the old accounts by going to the Admin Center and choosing Employee Files Manage Structures. Then choose the Time Account object and do this: HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 27
Enter the time account codes for the accounts in question. You can find the time account codes by choosing Manage Time Account Postings Show Details. Change the Account Valid Until and Booking Possible Until accordingly and set the account to closed In order search for time account for certain users, you need to define userid as a searchable field for the Time Account object in Configure Object Definition. This procedure applies for any cases where you need to change the time profile of an employee. If you are terminating an employee and if an appropriate rule is assigned to the relevant time account type, the system prorates the accrual, taking account of the termination date. 3.5 Job Info Changes Accruals can be automatically recalculated for fulltime equivalent (FTE) changes or for job status changes with an accrual eligibility update if the system is set up accordingly. 3.6 Temporary Change of Work Schedule Sometimes, it might be necessary to change an employee's work schedule for a period. If you have implemented PP3, a function is available that enables you to do this. Examples of when you might want to change a work schedule like this include: An employee is going to cover for someone who is on absent and will work that person's pattern. An employee is traveling to another country or another plant where the standard work schedule is different than the one the employee normally works. He or she will work according to that different schedule while at that location. Features To enter temporary changes, you must have the Maintain Temporary Change permission. To be able to create individual work schedules, you also have to have the Maintain Individual Work Schedule permission. The temporary change must have a start date and end date. The minimum duration of a temporary change is one day. In the standard system, there is no maximum duration. However, you can implement a SAVE rule to define one. Take a look at the Metadata Framework Implementation Guide for full information on save rules. Note Temporarily changing an employee's work schedule does not result in any change to the employee's job information or contract. 28 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
Setting Up A Temporary Change of Work Schedule You can set up a temporary change of work schedule in one of these ways: Search for an existing work schedule and assign it to the employee. Copy an existing work schedule and adapt it as needed. Create a new individual work schedule. Take a look at the implementation handbook for full information on creating individual work schedules. Here's how you set up the temporary change: 1. Access the employee files for the employee in question and choose Administer Time in the Time Management section. 2. The resulting screen shows the work schedule currently assigned to the employee, plus a record of the work schedules, both regular and temporary, that have ever been assigned to him or her. Notice also the field at the top called "To which period should the temporary change apply?" You must make an entry here as part of the temporary change process. 3. Position the cursor in the search field and enter the search criteria, such as number of hours, that you want to use. Here's a list showing the results of such a search. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 29
4. If the list contains a work schedule that would be suitable for this temporary change, select it. The details then appear on the right. Here's an example: 30 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
5. Select Preview to see how this work schedule would look on an actual calendar. 6. If the selected work schedule suits you as it is, choose Assign to assign it to the employee. If you haven't already entered a start date and end date, the system prompts you do to this now. Alternatively, you can opt to make a copy of this work schedule, which you can then adapt as necessary, or you can go back to the search feature to find another work schedule that is more suitable. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 31
Another option is to choose New Individual Work Schedule and create an additional work schedule from scratch, then assign it to the employee. 3.7 Period-End Processing If you have non-permanent time accounts with yearly validity, meaning with time account types with Creation Recurring, you need to do period-end processing at the end of the period. This means you need to create and run: Calendar of change scenario Account Creation to create new time accounts for the next period Calendar of change scenario Period-End Processing to forfeit or transfer the balances. Please make sure that you run the account creation before running period-end processing. You create the calendars in the Manage Calendars feature of the Admin Center. Before actually running the time account calendar and period-end processing, you have the option of simulating the runs. If you do this, you will receive a log file showing the changes. 3.7.1 Time Account Creation To create a new job for Time Account Creation, choose New Calendar and enter a name, change scenario (which must, in this case, be Account Creation), and the respective time account type. Select the start and end dates as the period for which you want to have accounts created. 32 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
Note Be sure to select the dates of the future validity period. If the validity of the time accounts starts on January 1, select January 1 to December 31 of the next year. If the validity of your time accounts starts with the anniversary of the employees, you can also have the same date selection. The system creates time accounts with the start date within the validity period starting with the anniversary the next year and ending one day prior to the anniversary the year after. The system checks that a time account with the validity in question exists, so that no redundant time accounts are created. When the job has run, you receive an email confirming this, along with an Excel log, listing the employees for whom new time accounts have been created. In addition, the status of the account creation calendar changes to Finished. Remember Please ensure that, before you run a calendar, you have maintained your email address within Information Contact Information, so that you can receive the log file. Personal 3.7.2 Forfeit or Transfer Balances To create a new job in order to forfeit or transfer balances, choose New Calendar and enter a name, change scenario (which must, in this case, be Period-End Processing) and the respective time account type. Select the start and end dates in accordance with the bookable period of the old time account type. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 33
Note Be sure to select the validity dates from the old time accounts. Every time account has a pair of dates: Validity period = Accruals are created within this time frame. Bookable period = Using is allowed The start date is the same for both dates. The end date of the bookable period can be also the same as the end date of the validity period, or there can be an offset to the validity end date, if you want to allow employees to use up vacation from the previous year by, say, the end of March the following year. So, if it is the end of 2013 and both end dates are December 31, 2013, enter January 1 to December 31 2013. However, if a different bookable period has been defined in the time account type - for example, March 31, 2014 - enter March 31, 2014, as the end date. Do not start the calendar period-end processing before the end of the bookable period. In our example - start it on April 1st, 2014, at the earliest. When the job has run, you receive an email confirming this, along with an Excel log, listing those employees for whom balances have been forfeited or transferred. In addition, the status of the period-end processing calendar changes to Finished. Remember Please ensure that, before you run a calendar, you have maintained your email address within Information Contact Information, so that you can receive the log file. Personal 3.8 Purging Data You might need to remove old data from your system because, for example, the employees it relates to have left the company. You need to set up the purge run and get it approved before it can be executed. Here's how you do that: 1. In the Admin Center, choose Company Settings Data Management. The screen shows any jobs already created, along with their status. 2. Select Create New Purge Rule. 3. In the resulting screen, you need to set up the purge by doing the following: 1. Select Purge Data in the option What do you want to do with your data? 2. Enter a name for your purge rule and select which kind of data you want to purge. The options are: Accrual Calculation Base Enter a date range whose data you want to purge and the name of the approver. Purge Individual Work Schedules Individual work schedules that aren't being used are purged when you choose this option. Enter a start date for the purge and the name of the approver. User Eligibility Status Enter: The user whose eligibility status you want to purge (a search is available). 34 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
If you choose this option, the users's eligibility statuses are updated, not deleted. Alternatively, enter the relevant time account type. All eligibility statuses for all users in the system with this time account type assigned are updated. You can actually enter both of the above. If you do this, only one eligibility status for the combination of user and time account type is updated. If you want to trigger a recalculation, you need to set the relevant flag here. The name of the approver. 4. Once you have made all the necessary entries, you need to decide when you want to run the job: If you choose Launch Now..., the purge request is sent to the approver for immediate approval. If you choose Schedule, a prompt appears where you enter how often purge runs should happen and when. Here's an example showing that prompt and the entries you need to make for monthly purge runs: The options are: Daily Weekly Monthly Yearly If you choose the schedule option - for example, monthly, - the approver will be asked whether he or she wants to approve just the first instance or the whole series. If he or she chooses to approve just the first instance, approval will be needed again the next time a purge rule is scheduled to run. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 35
5. If you want to check the status of your purge, you can return to Data Management, where the purge run you created is now listed. To get a full overview of your purge history, return to the Admin Center and choose Company Settings Maintenance Monitor. 3.9 Payouts From Time Accounts As an HR admin, you can make payments from the time accounts that have been set up to make this possible. This includes paying out to an employee who is leaving the company. The payout details must be entered in the time account details of the relevant time account. The time account must, in turn, be assigned to a time account type where the Payment Eligibility field is set to Eligible. Take a look at the EC handbook for details of how to do this. Making Payouts With the settings made, go to Manage for the relevant employee. 1. Select the time account you want to make a payout from and choose the Make Payout button. 2. You enter the details of the payout in the resulting popup. Note the following: The payout date must be between the bookable start date and the bookable end date and between the employee's hire date and his or her termination date. If you enter a date earlier than the bookable start date, the system adjusts it to the bookable start date. If you enter a date later than the bookable end date, the system adjusts it to the bookable end date. If you enter a date earlier than the employee's hire date or later than the termination date, the system adjusts it to today's date. 3. You can either select a complete payout, which clears the account, or specify a number of days up to, but not exceeding, the number of days in the account balance. 4. Enter the rate to be applied to the number of days to calculate the total amount of this payout. Caution The system checks the number of days you enter, but it does not verify the rate. 5. Choose Save to save your posting. 6. The posting details now show the number of days deducted from the time account balance by the payout you've just posted. If you want to view the amount, you need to go to the employee's Employment Information where the amount appears under Spot Bonus. 3.10 Using the Time Workbench If you have the Access Workbench permission described in the Permissions chapter of the implementation guide, you can use the Time Workbench to manage aspects of users' time off. 1. Once you have the permission, you need to configure the people profile. You do this in the Admin Center by entering Configure People Profile in the Search field. 36 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
2. In the resulting screen, drag the blocks you need from the right to the left. Here's an example, showing the Time Management block in the correct position. 3. Now let's take a look at an employee's time information. The Administer Time link (highlighted) only appears if you have the Manage permission. Action it to view the employee's information in the time workbench. 4. The workbench includes three tabs: Time Record HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 37
This shows absences and so on stored in the system for this employee. If the New Absence button appears top right (highlighted), you are authorized to enter absences for this employee - for example, if Marcus is sick and cannot access the system to enter the details himself. Time Accounts This shows the time accounts set up for the employee. Work Schedule 38 2016 SAP SE or an SAP affiliate company. All rights reserved. HR Admins and
You can view the employee's work schedule here. However, you can't change it, except to enter a temporary change of work schedule if you need to. The process for doing that is described in the chapter on Temporary Change of Work Schedule [page 28]. HR Admins and 2016 SAP SE or an SAP affiliate company. All rights reserved. 39
4 Reporting The solution offers the following standard reports: Absence Overview Time Account Overview Time Account Snapshot Account Frequency and Duration You can access them by choosing Reports Analytics EC Standard Reporting. You can download your reports to Microsoft Word, Microsoft PowerPoint, or Microsoft Excel. 40 2016 SAP SE or an SAP affiliate company. All rights reserved. Reporting
Reporting 2016 SAP SE or an SAP affiliate company. All rights reserved. 41
4.1 What is the absence overview and how do I use it? With the absence overview, you can: View summarized absences by department and employee within the selected timeframe. The default is for all this information to be shown. To pass to more detailed information, where you can view the absences of individual employees, click the right-pointing arrow (highlighted above) and choose Absence Details. 42 2016 SAP SE or an SAP affiliate company. All rights reserved. Reporting
4.1.1 Filtering Data in the Absence Overview You can restrict the data displayed in the absence overview in the following ways: By Date. Choose Date Options on the left side of the screen and enter the dates you want. Reporting 2016 SAP SE or an SAP affiliate company. All rights reserved. 43
By Filters Choose List Report Filters and choose the filter(s) you want. Note Caution 44 2016 SAP SE or an SAP affiliate company. All rights reserved. Reporting
Remember that any filter options you choose remain in place for all reports you then view, unless you reset the options. 4.2 What is the time account overview and how do I use it? In the time account overview, you can see the current balances per department and time account, taking account of both positive and negative bookings. 4.2.1 Filtering Data in the Time Account Overview You can restrict the data displayed in the time account overview in the following ways: By Date Choose Date Options on the left side of the screen and enter the dates you want. Reporting 2016 SAP SE or an SAP affiliate company. All rights reserved. 45
By Filters Choose List Report Filters and choose the filter(s) you want. Note Caution Remember that any filter options you choose remain in place for all reports you then view, unless you reset the options. 46 2016 SAP SE or an SAP affiliate company. All rights reserved. Reporting
4.3 What is the time account snapshot and how do I use it? The time account snapshots provides an overview of employee s time accounts including time off earned, days taken and planned, and the balance. The balance is calculated by deducting time off taken and planned from the time off earned. Each employee s time account is specified by the time account type and the start and end date of the bookable period. The information is given either for hours or for days, depending on how the time account is managed and how the respective time account type is set up. How are the figures calculated? Earned Up to the selected day (default = today) sum of the following: All Accruals and Entitlements Manual Adjustments (deduction and adding) Carryforward values from period-end processing (negative or positive) All recalculation values - for example, those arising from an FTE change (negative and positive) Bookings after the selected day are not considered. Taken Sum of all taken leave up to and including the selected day. The default selection is today, but you can enter a different one. Balance = Sum of Earned Sum of Taken Planned Sum of all leaves planned for the future. The default start date for the calculation is today, but you can enter a future date. If you do, here's what effect it has: Earned All bookings up to the selected future date are considered If the time account type is set up with Simulation = YES, accruals up to the selected future date are simulated and added to earned. Taken/Planned Leaves are assigned to taken and planned based on the selected date The report assigns data to either Taken or Planned, depending on when you run the report. Here's an example of how this works: Example An employee has booked five days' vacation for the second week of May. You run the report on March 1st: Reporting 2016 SAP SE or an SAP affiliate company. All rights reserved. 47
If you select 31.12.XX as the end date for the report, the 5 days in May are shown under the employee s Planned Days. You run the report on June 1st: The 5 days are now in the past, so they appear under Taken Days. 4.3.1 Snapshot Details The Time Account Snapshot Details shows each employee s time off bookings in the specified period and for each of the employee s time accounts. The following details are shown: Organization details Employee name Time account type, along with the corresponding bookable period (start date and end date) For each booking, the report shows: Booking type Booking amount Booking date Approval status For bookings of type employee time (time-off requests), a row is shown for each day. 48 2016 SAP SE or an SAP affiliate company. All rights reserved. Reporting
4.3.2 Filtering Data in the Time Account Snapshot The following date option applies to both pages of the report: You specify the relevant date range (On Start Date) to determine which time-off postings should be considered in the report. FROM DATE: From which date onwards bookings should be included in the report. TO DATE: Bookings until this date should be considered. You can select the List Report filters for company, department, personal data, cost center, Person Id, and time account type. The report is sorted by department, employee name, time account type, and bookable period. For all accounts with a valid bookable period within the selected period, the report output shows, the totals of each employee s earned, planned, and taken time off. 4.4 What is the overview of absence frequency and duration, and how do I use it? The overview of absence frequency and duration provides a listing of how many absences there have been over a given period and the total duration of those absences. The report above shows that Margit Amberg was absent once, for 8 days, and Monika Kiefer was absent once, for 6 days. You can use this information to calculate the Bradford Factor, but you can't do it in the report itself. Use the Excel download facility to download the report data to an Excel file and set up that file to calculate the factor. Reporting 2016 SAP SE or an SAP affiliate company. All rights reserved. 49
5 Mobile 5.1 Install and Activate the mobile SuccessFactors BizX app (App Store) 1. Having first activated the mobile time off switch in Provisioning, download the app BizX Mobile from the appstore. 2. Once you have installed the app, you need to activate the account, like this: 1. Launch the app. 2. Click next and choose SuccessFactors. This generates an activation code. 3. Log into the SuccessFactors website 4. Go to Options 5. Select Mobile and then Activate a device. 6. Now go back to your mobile device and pick Next. Note You can check in your system whether your mobile time off is active. To do this, go to the Admin Center and choose Mobile Enable Mobile Features, and verify that the box next to near the bottom of the screen is checked. 50 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
5.2 iphone for Employees Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 51
5.2.1 52 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
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Access from the mobile home view brings you to the overview. 54 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 55
What can you do from here? You can see any upcoming absences already booked. You can view the balances on your various time accounts. You can access your absence calendar. You can access the facility for requesting time off. You can access information about public holidays. Note Time types governed by flexible requesting and leave of absence (LOA) time types cannot be requested from mobile. 5.2.2 Checking Before You Apply Before requesting any time off, go to your home to check the balances on your time accounts. 56 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
You can also check whether there are any public holidays in the period when you want to take time off. Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 57
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5.2.3 Request Select your time off dates in the calendar. Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 59
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Notice the Team Absences information. This tells you how many other members of your team are absent for some or all of the period where you are requesting time off. Tap this part of the screen to view a team absence calendar with details of who is absent and when. Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 61
62 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
5.2.4 Before you go The app includes a Before you go option, listing what else you need to do. Make your choices here and now if you have any. You can't return to this display later. Block Your Calendar When you select this, an out-of-office appointment is created in your iphone calendar Delete Appointments When you select this, you see a list of your appointments within the requested time frame. You can then decide whether to cancel them. Notify People When you select this, you can inform colleagues or others of your absence by email. Update Jam Status When you select this, you can change your status in JAM so that others know you are away. Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 63
64 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
When you've finished here, tap I'm Done. Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 65
5.2.5 What can I do in the history? 66 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
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Here, you can view, edit, and cancel absence requests, and access information showing the last activity on each request. Here's a look at a request in the list. 5.3 iphone for Managers 5.3.1 Deciding On Requests You can find time off requests on your iphone app. They appear in To-Dos Request. 68 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
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You can approve the requests you see displayed here, decline them, or comment on them. Click Approve to get that process going. 70 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 71
5.4 ipad for Employees is also available for ipad. Notice the ticker on the tile, highlighting upcoming time-off-related events. Access the full functions by double-tapping the tile or zooming in on it. 72 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile
Here's the initial view. It contains the following information: The calendar, showing your work schedule, public holidays, and pending and approved leave. Approved leave appears as solid green for the time in question. Leave applied for, but not yet approved, appears as green stripes for the time in question. The balances for the various leave types. Your leave requests, approved and pending. Today's date is highlighted with a colored outline. As an employee, you can view your calendar and a list, showing information such as public holidays and time off you have already requested. From that display, shown above, you can request vacation, sick leave, and other leave types. You can enter the time off you want to apply for by tapping the first date in the range, then moving the cursor to the last date in the range and tapping again. If the time off you want to enter straddles more than one year, tap the first day of the time off, then tap the month in the header. You can then scroll through the months shown until you reach the one where you want to enter the time off end date. Mobile 2016 SAP SE or an SAP affiliate company. All rights reserved. 73
Access the Team Absence Calendar. You can do this even before you submit any leave request you're thinking of. Your manager might be more willing to approve a request for time off in a period when not many other team members are absent. Access the Before You Go feature. As with the team absence calendar, you can do this before you start the process of submitting a leave request. 74 2016 SAP SE or an SAP affiliate company. All rights reserved. Mobile