SAP SuccessFactors Employee Central Day 7 | Data Models

0:01 this conference will now be recorded no doubt and continue yes okay so where are we we are done with second step which is creation of super admin yes go ahead uh sorry I have a question like from yesterday the super admin what we discussed so here I have a doubt like what will be the role of the super admin is it constraint ven or is it like any specific person in the team that needs to be have that role or it can be anyone no super admin is not super admin doesn't exist physically so it is one

0:46 dummy user which we are creating in provisioning just to log to instance for the first time okay from there onward we will not be using super admin or super admin credentials now we use super admin in another case where if we have to create a ticket with sap let's say there is some issue in success factors configuration you are facing some issue it could be a configuration issue or it could be a data issue some issue which is which has popped up in success factors and you want to check with sap okay when you create a ticket with sap sap would be asking you the uh asking you to know grant them the access to uh success factors instance so there you'll be giving this user ID to them not the

1:32 password okay they will log to instance without password okay we can log to Super admin from provisioning also okay so sap people will have provisioning access from provisioning they'll just go they'll have to key in the the super admin ID so they should know what is the super admin okay you need to share the super admin ID with them they will log to instance and look at the issue is okay and that is called support access we call it as a support access now again the support access we should extend now when do you want when when does SAP want to have this access let's say they want to have it for one week we have reported an issue they want

2:19 to check that issue so we'll enable it only for a week or 10 days so we can control that from instance okay I'll just just to show you let me add it here when you log to instance we have something called manage support access you go here and then add that user here now if you see support SF admin let's say if this is a user so this user expires on December 20 2025 so up to December 2025 they can log

3:09 in with SF pin only this is only for sap people now this can be now this can be controlled I don't want to Grant till 25th uh 25 I want to Grant it only till September end we can do that okay usually in real time you will see for a week or month we you'll be granting depending on the issue okay thank youu yeah go thank you any other doubt okay so we are done with the second step which is creation of super

3:56 admin right the third step is defining the corporate data model defining corporate data model so very very important concept data models okay you'll get some questions in your interviews some questions and your certifications of 8 to 10 questions on the data models okay so data models are the files XML files which are given by success factors by default okay all of these data models are in XML language so does that mean all of us should have knowledge or all of us should be writing some codes no we will not be writing any code in success

4:43 factors but yes you should have some basic knowledge of XML you should understand at least you don't have to know do coding here but you should understand what is there in the XML it is very easy okay we'll we'll do that is very easy so all of these data models whatever data models that success factor says these are all in XML file okay extensive markup language so the data models we have couple of data models in employee Central which are very very important though we are not using some of these data models but know since you want to work on employee Central you should know what are the data models that were existing earlier what happened to them what are we doing now now without those

5:30 data models you should know now people will ask you all of these questions in interviews the first data model that we have is corporate data model okay first let let me list out all of the data models that we have and then next is country specific corporate data model country specific corporate data model succession data model country specific succession data model hris propagation event reason

6:18 derivation and the last data model is workflow rules so these are the data models that we have in employee Central so the first one is the corporate data model corporate data model is used to define Foundation objects we Define Foundation objects in corporate data model so if you have remember if you have remembered the kickoff template we discussed about the foundation objects what are the foundation objects Foundation objects are the building blocks of AC system and we have of the organization job and pay structure

7:04 elements okay give me one minute I'm getting a call have to answer

7:58 yeah I'm sorry I'm back so the first data model is corporate data model which is used to define the foundation objects and now we know that Foundation objects are building blocks of EC system where we Define the organization job and the pay structure now success factors has given us some standard objects like a company a Department location pay grade job code Etc so these are all the elements or we call them Foundation objects okay theoretically we call them Foundation objects but in within corporate data model we call them HR elements okay now each of these objects like company business unit division

8:45 Department okay cost center so all of these are part of a structure okay and while creating a company you need to maintain some fields that also we have seen the other day today while creating location we need to create we need to add some field values so what are those fields which are showing up on the screen What fields are mandatory What fields are text Fields What fields are date fields how many characters does they allow what know whether a field is a drop- down value or a text value or a number value so all of these are defined in corporate data model each of those fields with those elements are defined in corporate data

9:33 model if required if we have to change let's say some field if I go to manage data I'll again give you all of these transactions not to worry okay just let me go to company or a department let's see if I want to create a department or a company I have company here okay so this is not a company actually this one so I have a company here so there are some fields which are mandatory this is mandatory this is mandatory this is

10:18 mandatory this is mandatory this is mandatory and here if I try to enter some text or number it allows me to input a maximum of 64 four characters so usually it is only 32 characters success factors gives this field length as 32 characters somebody must have changed it to 64 characters okay whereas this field allows you more than 64 characters you see I've copied that and it says 128 characters and if I input now here says 128 characters now how does system know or if we have to extend the length of these fields these are to be done in corporate data model because these are

11:05 the objects what are defined now which field is mandatory now if your customer says I want this field to be mandatory so we can go and make this field as a mandatory and your customer says I don't want this to have 64 characters only 10 characters yes we can make it this is a date field this is a drop down field this is a drop down field this is a text field so all of the these things are controlled in corporate data model anything related to your a structure pay structure and job structure elements you have pay structure elements like grade frequency pay component pay component group workflow event region so there are some set of field set of objects so each and every object has got different set of

11:50 fields and the fields are defined in corporate data model clear on Cor corporate data model yes okay I'll T sence say no then next is country specific corporate data model as the name says specific to a country there are some fields which shows up only for certain countries okay again to give you an example this this is only used in one object called location on the location every time you create a

12:37 location you need to choose the country of that location if your customer says we operate from 10 different countries and I'm creating now a location called Bangalore so for Bangalore I need to maintain the address of the office location okay so if I go to create new object object location I need to add all of these field values to create one location and along with these fields we also have to choose a country country is the last field here now if I go and search for my country and when I select country the system gives some fields which are specific to this country and this is the

13:24 business address of a country corporate address or a business address in data model we call it corporate address but in front end we call it as a business address that means now when you say your customer is operating from Bangalore which part of Bangalore what is the office address of Bangalore so you need to maintain that address and each and every country has got different address format in India we maintain districts in India we maintain States or union territories in India we maintain the PIN codes now if I go to state I see all states of India because I've selected the country as India I see all the states of India now if I go and search for Country United States system

14:09 shows me the specific to Country USA and here these are the some of these fields are mandatory you have County we don't have any counties in India but counties are there in us they have States states these are the states of us they have provinces you need to have Province and then zip you need to maintain this similarly you go choose a different country system shows up the fields of that particular country in Australia we call it as a postal code and these are the states of

14:55 Australia United Arab Emirates you have regions you don't have States in UAE we have region these are the regions of UA okay clear now all of these fields what we see for each country are defined in country specific corporate data model so Define we Define corporate address in country specific corporate data model we know this is location is specific this is country specific not location specific okay okay

15:41 sure okay now if I have my office in Bangalore if I have office in Mumbai Office in Chennai so I need to create these three locations while creating a location system will ask me what country does this location belong to I go choose India then I need to fill all of those fields address line two three state district pin code for Mumbai also I have to do the same thing for Chennai also I have to do the same thing fields of country remains same whether it is Bangalore Mumbai or Chennai content of those fields vary okay again I have my office in

16:26 Dubai which is UAE I'll have different set of fields here I'll not have District I'll not have Province I have I don't have States I have region here so I need to maintain that well specific to this country okay so country specific data model is only used for the location object V know nothing else only for business address yes corporate address what about the taxes for example if you have different kinds of taxes address we don't Define the tax

17:12 right no no okay I'm saying country specific when you say country specific it is only for address or it is also for the other no no no country specific corporate data model doesn't speak anything about employee data it only talks about your foundation objects similarly country specific corporate data model also talks about the specific address format of a country that's it nothing related to employ data taxes and all it comes in employ data you're not talking about employe data here okay okay and what is the pr for CDF corporate data model so instead of writing corporate data model I've put it

17:59 as CDM SDM succession data model okay next is succession data model succession data model talks about employee data all of those fields what we see on employee profile if I go here to employee files whatever fields that you see within personal information you have first name last name gender salutation date of birth so any field that you see whether that field is mandatory how many characters is that no allowed or what is the label of that field so all of these are defined in succession data model

18:46 these are defined in succession data model you see this Fields these are these are all defined in succession data model all of these fields each field again which field is mandatory which field is optional your customer may ask you to have a particular field as mandatory or to be optional now middle name is optional field first name and last name are mandatory your customer may say that I want to have middle name as mandatory so you have to maintain this mandatory in sucession data if they want to add a field a custom field here called maybe blood group so I want to add a blood group field here blood group is not a standard field but your customer want to have it

19:32 we need to create that in succession data model anything you see on people profile or employee files those are defined in succession data model okay same as your foundation objects here employee data is defined in succession data model and then next data model is country specific succession data model country specific succession data model talks about country specific data of employee country specific employee data some fields are specific to a

20:18 country okay there are many such Fields if I go to national ID details let me check where is national ID here the national idea of United States is social security number and it should be in this format only right you only have one social SEC one ID card type which is social security number now if I go and add a country here India so what are the National IDs of India have pan card a card yeah these are these are added success factors has given pan card and AAR card

21:05 right it can be either pan card or AAR card now some places like in know you they may accept vter ID also or they also know U or driving license also so these are added okay if I go to permanent account number it allows you to input only this format 1 2 3 4 5 five alphabets four numbers one alphabet so if I try to input some other format it says please enter a valid valid permanent account number this is the format this is a wrong format it is giving me error here similarly I go

21:52 to national ID card national ID information Australia I see tax file number tax file number has got a different format okay within India we have AAR card as well AAR card has got a different number format should be 16 digit number only numbers alphabets are not allowed so these all all of these are defined in country specific succession data model success factors gives you all of this it allows you to have your own national ID now success factors has given us these two and somebody has added these three as well additional additional values now it is up to us if I now if I want to add your customer

22:38 says we want to add driving license also and they should have this format you can go maintain that license driving license as well here and where do we do that we do it in country specific succession data model okay and similarly the other blocks also we have some information which is specific to a country flsa status field is only applicable for Country us EO job category field is only specific to Country us and this is not applicable for India right flsa status we don't need in India EO job category not required in India if I go and search for an employee

23:25 who is in India so let me search for an employee okay we have this user who is from India if I go to job information of this employee I will not see that field FSA status because she is from country India country India you'll not see job class sorry you'll not see FS status you'll not see EO job category Fields specific to that country will not show up for other

24:10 countries okay we also have this in personal information you have something called Global Information you go try to make try to select a Global Information okay Global Information asks you to add a first add Global Information see country I go search for country India okay it will show me the fields specific to country India so these are Fields specific to country India then if I go select a different country it shows up different fields of that

24:56 country okay shows different fields specific to that country so the all of these are coming from country specific succession data model employe data but specific to Country common fields which are for all the employees comes under succession data model country specific fields are defined under country specific succession data model clear yes okay now the fifth data model that we have is HR propagation HRS propagation

25:42 meaning defaulting the data from one object to other object that's called the hris propagation okay I'll give you an example here we have a screen called manage position where we go and create a position POS is a concrete object which can be assigned to each employee okay we create requisitions from empty positions okay and on the position we can position we maintain lot of information like you maintain the position ID you maintain job code you maintain job title company business unit

26:29 division Department location grade job level so you maintain all of these fields on position okay and when you go and select a job code let's say we have here job code I go select a job code here as I have select Ed a job code here now what did system do system has updated position title job title it has updated the grade has updated FTE it has updated regular temporary okay if there are employee

27:17 class values it will also update employee class as well job level is there it will update job level as well so if I go choose a different job code executive you see it is changed the job title is changed position title is changed you have the pay grade you have job level you have employee class you have FTE you have regular temporary so all of these fields got updated from job code this is called propagation how does system know that this fields are to be updated what value is to be updated so all of these values existing on job code if I go look at this job code system shows up those details on the this is the job code this is job classification okay on the job

28:04 classification we have job title we have job level we have regular temporary we have employee class we have job level you have EAS fulltime you have pay grid so all of these fields are also available on position and system is updating the values from job code to position so that is called propagation propagating the data means updating the data from one object to another object okay clear yeah clear V know is this creating a new position

28:50 or yeah it's creating a new position so this is create new okay every time I create a new position these are the fields which we have to select there are some mandatory fields we have to select all of these fields okay and job code is also one of the field when you select a job code system is updating this value yes okay okay so one job code is associated only with one title you know yes one job code will contain only one job title but position title can be different now if a job job means a

29:39 manager job is a manager I'll create one job code called manager I can use this job code for many positions I want to create a HR manager I can use manager job code have the title as position title as HR manager sales manager production manager marketing manager finance manager account man accounts manager so you can create any number of positions using one job okay then how is the system assuming the position title also if there are now system is defaulting the position title from job code if you want to change now let's say we have one job code called finance and pay

30:26 executive now it says job title and position title is same but if I want to have it as accounts executive yes you can maintain system is defaulting it to the job title as position title but if you want to have a different title you can go and maintain so venu uh can we we use can we use the job code as a basically specify the department which department this job belongs to just like uh Finance no it is not at job code level it is not at job code level it is at position level while you are creating a position you're you have chosen a job code and you decide which department does this belong to

31:11 let's say I want to have this under finance department finance and accounts department so you go choose that finance department okay this position position is specific to or it is per employee each position is assigned to an employee okay clear when a job code is that defined by success factor as a global one or is that specific to organization it is a global object it is a global object almost

31:57 every company uses a job code job code is nothing but a type of job that an employee does in the organization okay you may have a consultant you may have a contractor you may have uh no vice president you may have a director so these are all job codes they're used to define the type of job that they do in the organization okay pay grd is used to differentiate your pay structure job code is used to differentiate your job structure so let's say I have a pay grade called 20b which I want to use it for managers all

32:43 managers okay so while creating a job code called manager I go and tag my pay gr 20b to managers okay and if I want to use this job go to a position called a finance manager or a sales manager system copies all of the attributes that we have on job code P is also part of it so it brings up that value and adds it at position level you have your P grade as well okay this one

33:33 next that's your HRS propagation defaulting data from from one object to another so this is also for foundation objects we know or only employee data wherever wherever you want to default you can Define that logic what value is to be defaulted into which field you want to default that data okay I want want to bring job title value from job code and put it here somewhere here yes you can do that okay you need to map that field field mapping is to be done in hris

34:19 propagation data model next is event reason derivation event reason derivation talks about the transactions that we perform on an employee and we discussed and kickoff template that success factors gives us 30 events standard events examples hire transfer promotion demotion termination data change suspension paid leave unpaid live so these are all events every event should have at least one event reason you want to use event

35:08 then you need to create event regon if you don't have any event regions at least add at least add the same as event transfer now hire usually you can have regular hire contractor hire consultant H intern hire and so on transfers manager transfer department transfer location Transfer Company transfer country transfer business unit transfer cost center transfer so these are all transfers it depends on customers requirement what all transfers they process for their employees similarly promotion promotion

35:54 with grade change promotion with grade and salary change change promotion only salary change promotion for directors promotions for wips so those are your event reasons demotions termination voluntary termination involuntary termination better job opportunity employees death unsatisfactory performance or it can be anything so these are all event reasons and for each and every event reason we need to define the logic when should a manager transfer occur when should a location transfer occur when should a department transfer occur now this logic we need to Define and this is done in event reason derivation Logic for

36:46 event logic to trigger even reason when should a manager transfer occur when when should a location transfer occur when should a department transfer occur that need to Define then last one is workflow rules for each and every event reason if you want a workflow for personal information first name change I want to have workflow workflows are nothing but approvals for manager transfer I want to have two levels of approval for location transfer I want to have three levels of approval for Department transfer I want to have four levels of approval for promotion I want to have one level of approval for demotion I want to have five levels of approval termination I

37:32 want to have 10 levels of approval so this is defined in this logic is defined in workflow rules which workflow is to be triggered when you're do certain transactions that is defined in workflow rules clear logic to trigger workflows or approvals very very important should know each and every event reason you'll be asked some questions in your

38:17 interviews what are the data models that we have what is each of those data models use for what is succession data model where do you define employ field I want to create a field in job information where do you create that I want to create a field in company object where do you do it add that I want to create a field in business address of location where do you do that I want to change the attribute where do so these kind of questions comes up in your interviews and your certification as well now we are not using all of these data models we're not using all of these data models now okay let's see what data models we have now and where do we Define them to access corporate

39:04 data model you can Import and Export from provisioning system or instance also these two this also same thing import is to upload export is to download data model is a XML file success factors gives us some standard files all of these data models we have some standard files you download it from one of the sap portal upload it into customer system for the first time so that's why it says the third step Define the corporate data model Go download the

39:50 data model from success factor site sap site upload it into the customer system if there are any changes we have to do but you go upload the standard data model so where do we upload we upload it either in the provisioning system or in the instance so earlier before two before two years we didn't had option of uploading it from instance the recent releases they have given that option of importing and exporting from instance also so either we can log to provisioning download the now once uploaded if you have to if you want to make any changes you have to download the data model make changes in that data model save it upload back into the system

40:37 either from provisioning or from instance third succession data model you can Import and Export in provisioning and only export from provision instance same thing with country specific corporate data model as well okay now download and upload part can be done in provisioning but only download can be done from in instance you cannot upload it in instance to upload you need to again log to provisioning system these two hris propagation it doesn't exist now now how

41:23 is that working they are the HRS propagation data model is migrated to a concept called business rules we manage it through business tools from the front end you'll have to go to configure business rule there's a transaction called configure business rule there you need to define the logic how or what fields are to be updated so that is done in business tools okay we are no longer using HR propagation same thing with event reason derivation it is also migrated to

42:11 business tools so we write logic in business rules not in data model or in XML language this is frontend UI you don't have to do no it's just a UI you can choose from the drop downs and then Define that logic workflow rules this is yet to be migrated to business rules universally but you have the option of import export from provisioning or migrate to business roles it is a choice of customer if customer want to migrate to business

42:57 rule they migrate it and you will no longer see the workflow data model workflow rules data model initially you have an option of exporting and importing it from provisioning you don't have that option of import or export from instance only from provisioning you can import export or if you don't want to use data model you migrate it to business rule it is a choice of customer 99% of the customers across the globe now uses business rules they are not using data model for workflows there is a switch in provisioning where you go

43:43 enable the business tools okay clear all of these things yes or no yes additionally additionally for succession and Country specific succession apart from these data models we can also manage them

44:30 using manage business configuration there's a screen called manage business configuration in instance having the data model is mandatory succession country specific first time we need to download the data model from sap upload it in provisioning system for customer later if you want to make any changes like adding a field removing a field hiding a field or changing the properties of the fields all of these can be done through manage business configuration you don't have to upload or download from

45:17 provisioning only for succession in country specific sucession this can be managed through manage business configuration as well you update some field values in manage business configuration it updates in the data model you download the data model you will see those changes you make some changes in the data model upload in provisioning you'll see those changes in manage business configuration okay this is a this is a new feature okay manage business configuration yeah manage business configuration it exists from long time initially it was not there but yes it exists from almost 8 nine years I think is there any chance that this will be uh applicable in future for any of the other data

46:03 models not sure you may have to check with sap event reason derivation in the recent releases I think 2021 second half or 2022 first half they have migrated into business rules all the customers who are using the data model success factors have migrated to business rules they have converted the data model into a business rule before that we were having an option whether to have it as a data model or migrate to business rules customers was having an option customers were having an option of either to migrate to business rols or

46:51 use data model even before that they didn't had option of migrating to business rules initially we were doing all of these things from data models only now things have changed they have given option from instance also here they have given option to export only instance and then can do anything from manage business configuration these are completely removed these two and this one we have option to migrate okay so there is a question in chat let me check this nendra is asking can we see this

47:39 business rules yes business rules we have four sessions on business rules we'll be looking at different business rules how to write a business rule for event reasons workflows calculations defaulting the data so all of those we'll see in business rols business configuration is a screen what we use to create field or change the attributes of the field this we have seen right earlier also previous session also shown you manage business configuration this is the screen so this screen manage business configuration is replica of succession and Country specific succession data

48:24 model anything that is done in succession data model can be done from manage business configuration also now this is comp information portlet like you see personal information you have seen those first name last name fields right where are they enabled where can they be disabled or how do we set it to mandatory here you see this field is enabled this is mandatory salutation is not mandatory your customer says you want it to be mandatory go change it to yes you can do this from success in data model also you'll have to write that code the code just you should know where to go and make that s to no or no to

49:10 yes okay this is manage business configuration MBC screen okay clear H you used manage data also so for a few things no V know what was that for I'll tell you everything have some patience okay we are talking about data models data models has nothing to do with manage data there are many transactions we use manage data we use manage organization P we use configure object definition there are many okay actions that we do okay we'll discuss each and everything in detail yeah I was just trying to think

49:55 if it's related to manage business config or no okay no it is not related to manage business configuration manage business configuration anything that you do in succession country specific succession you can do it in manage business configuration okay for tomorrow I want all of you to download a small software called xmlpad a little software called XML pad if you're using iOS I cannot help you but you're using Windows you're using MacBooks or know IMAX and I cannot help you you will have to use notepad or some other know

50:41 alternate alternate softwares but if you using Windows download XML pad software okay you go search in Google XML pad gives you that software it's a small software it no it it's downloaded in no time and you can install it if you don't want to install XML pad I don't want to install any know applications in my system I want to use existing yes you can still use you can use notepad you can use notepad++ you can use Internet Explorer you can use word you can use any of these to open the XML P XML files so why I am recommending you to install XML pad is if you are new if

51:31 you are new to coding you can easily understand the data model in XML pad you don't have to know spend time in coding yeah it will show the structure do it in table structure yeah okay so try to install XML pad we'll download the data models we'll work on data model tomorrow session we'll be discussing on corporate data model so what do we have in XML pad and let's see some of the basics of XML pad okay any piece of code that you write in XML should be between opening and

52:19 closing tag this is opening tag and this is is closing tag anything that you want to write you write between opening and closing tag example I want to describe or I want to add description so this is my description you write 100 lines once you are done you close description anything that you write it should be between opening and closing tag you open you write close okay now this is the syntax of XML

53:07 code next the highest element in corporate data model is your corporate data model opening of corporate data model closing of corporate data model what do we do in corporate data model we Define Foundation objects right so you will see here hris elements next level is hris element hris element open hris element close there are 17 elements in the corporate data

53:53 model you we'll see them in tomorrow session now each element you open you close elements what you can do is you can change only the labels of elements now success factors gives us some elements like location Group geozone location event reason workflows or pay frequency pay component now if you want to change the label of that element I don't want to call it as pay grid instead I want to call it as band you can go change the label so you can only have the label HR label okay to open a label and close the

54:40 label only labels can be defined in HRS element after elements you have Fields f h we call hris Fields what do we do in fields we Define labels each field we Define label that state whatever that you see in each object external code company code external name status description location description so all of those are field Fields so this

55:27 field labels can be changed okay and other attributes like max length max length we'll have to Define 32 characters or 40 characters or 100 characters or 120 characters you'll have to Define maximum length required attribute can be set with either true or false if a Fields attribute is set as true that is mandatory that field is mandatory if a Fields attribute required attribute is set as false it is optional field if you don't define false also required is equal to false also fine that is optional field but if you want a

56:15 field to be mandatory should set it to True required should be set to true now all of these are available in data model you don't have to do anything if required if your customer says I want I don't want this field as mandatory field you go to that particular field check the attribute required is maintained as true you go change it to false that's what you would be doing okay and there's one more attribute called visibility visibility can be either none or both none means you don't see that field in

57:00 the front end back end the field is available but it is not available in the front end visibility is none if it is set to both you can see it you can edit that field visibility can be set to either none or both none means it is not visible both means it is editable and it is viewable okay yes clear so far yes so we will stop it here for today and we'll look at the corporate data

57:47 model in tomorrow's session we'll see tomorrow's complete session we'll see how to download the corporate data model how to make changes in the data model how to upload the data model and how to see those changes in instance okay okay okay yeah thank you can you please put a link of xmlpad software link yeah yeah yeah I've been trying to search it for that but it's asking for something different go to [Music]

58:32 Google say Okay so this one xpad you will see this one okay either you can download from download. c.com or you can also download from this is that icon yeah from the second uh link I've been pressing that but it's saying after pressing the download it's better to download from C I just did it it work yeah it works you go download it for

59:19 free okay so you download it from CNET it is download. cet.com okay thank you okay yeah thank you all if you have got the access uh sorry Drive access it is there in the drive as well you can download it from drive also but it is the old version you here can download the latest version yeah sure sure download it from uh download. CNET okay well thank you thank you all bye