SAP on premise integration with SuccessFactors
In this blog I am going to show case step by step implementation process for integrating SuccessFactors and SAP.
Many of our clients maintain core HR processes in SAP and there Talent suit in SuccessFactors. That is an employee hired in SAP, any event happening through the tenure of employee is actioned in on premise SAP and the updated employee data flows from on premise to the cloud solution, where we run process like recruitment, Performance.
Once the integration configuration in SAP ERP is completed, we need to follow certain configuration steps to complete our configuration in SuccessFactors, which I have mentioned at the end of this document.
I have also added basic understanding of BADIs used in the process and how does each BADI functions.
To keep this blog more understanding I have simplified integration in steps, step 4 talks about integration using middleware, however if your client is not using middleware, step 7 talks about file transfers from SAP to successFactors (The programme compiles the files as expected by SuccessFactors system).
Below is the screen grab of standard SAP program (RH_SFI_SYNCHRONIZE_EMPL_DATA) to make you understand where do we use file transfer vs. middleware, we will elaborate this further in the points below
Below steps specifically refers to the configurations in SAP. I have added the responsibilities of Middleware and Access control team.
- Create Logon in SuccessFactors to be used by Middleware to call successFactors
- Create Role in SAP Z_ADMIN so we can add below authorizations to the role
- Define Authorizations
Copy standard roles and define
Give the role a name to be used later
Add roles to existing composite role ZSYSTEM_ADMIN.
No default values are defined for personnel area, employee group, employee subgroup, therefore in customer specific role enter values of authorization object P_origin, P_OriginCON and PLOG
4. For Midlleware file transfer
First to check is Authorization check, below is basically for recruiting and compensation, ensure that there is a check mark in Active IMG column.
This BADI impacts recruitment integration authorizations for application processing. This requires personnel area, Employee group, employee subgroup are contained in the imported candidate data and in the configured field set for recruiting data import, this is used to facilitate authorization validation for incoming data.
When importing data from SuccessFactors system, SAP ERP system runs through the implementation of this BADI and attempts to determine PERNR and USER ID (IT105) from the transferred successfactors field comment, If able to determine this information SAP uses this to maintain infotype for the data transferred from SAP.
Ensure Active(IMG) is checked
B) Importing metadata from SuccessFactors BIZX
Importing metadata from SF BIZX, run – RH_SFI_SYNCH_METADATA to transfer metadata from SF to SAP ERP HCM, basically used for compensation and recruiting process.
There are certain basic needs to why we need to enable this, more information will be available from training guide compensation to SAP ERP, Recruiting.
Before we execute this report we need to be sure a compensation template must exists in SF, containing the compensation template, that is assigned to compensation template.
This report must contain the fields to be transferred to compensation/ recruitment.
5. Settings for Middleware
As the screen above suggests in this step we store the credentials created in SuccessFactors for the systems to talk to each other.
The credentials can be provided by a SuccessFactors consultant
6. Define package size for transferring employee data
This step simply defines the number of data to be transferred from on premise SAP ERP to cloud successfactors in each run hence fro recruitment it would be the number of requisitions, for employee data it will be the number of employees, if you leave it blank the system defaults the number to 200
7. For file path transfer – Once the integration add on has been successfully installed below IMG path will appear
SPRO – IMG – Personnel management – Integration add on for SAP ERP HCM and SuccessFactors BIZX, this will only appear once the integration add-ons has been installed
a) Define file path and name in “Integration scenario for Employee Data” – This is only required while using file transfer to successfactors and not using middleware scenario
GoTo à Logical file name definition and search for standard RH_SFI_DIR as shown in the screen grab below
Confirm the file – All entries should be kept standard
B) Go to à Assignment of Physical Path
The above shows the file path receivable when the RH_SFI integration program runs. This again is only used for file transfer, in this example I am using SFTP with the above directory address. We use syntax group as UNIX
C) Specify the variant for delta extraction, using the below node
We define the variants used by standard SAP program – RH_SFI_SYNCHRONIZE_EMPL_DATA
You specify the type of variant, a valid variant must be used
Employee data –Syncs employee data with successfactors using the inactive logic
Pre-hire data – Syncs employee data with successfactors in pre hire period program
You specify the format extraction of first name and lastname, if no specific format is defined, SAP uses standard fields VORNA and NACHN.
D) BADIs for customer specific code enhancements
- Specify file name for file storage – Custom file name logic
- Replication of employee data – custom logic another fields are read in SAP
- Enhance replication of employee data – If you use middleware, and want to enhance the extraction of employee data with customer specific fields, you only need an implementation if you have created customer specific fields and the field names are different to what has been defined in structure HRSFI_S_Transfer_data
- Label for data replication fields – you can use this badi to overwrite standard labels with customer specific labels
- Parameters to checks for employee data transfer – this BADI can be used to transfer additional paramenters from SuccessFactors BIZX, If you use middleware.
The above is the required configuration for on premise, we will now read through some steps for the configuration in SuccessFactors.
The steps can be summarised as below:
Step 1 – API URL
Step 2 – Enable SFAPI
Step 3 – Data module configuration
Step 4 – Create successsFactors API user
Step 5 – Setup API user permission
Step 1 Finding the API URL – logon to partner portal, the SFAPI endpoint URLs are used to access the SuccessFactors API SFAPI. Find the correct URL for your client, and enter the URL in SAP HCM configuration, API depends on the location
You will need to enter the correct version – /sfapi/v1/soap
Step 2 Enable SFAPI – Login to provisioning à Company settings
Search for SFAPI and make sure the scheck is marked and press save/exit
Step 3 Data Model configuration
Need to set the max length against the standard element, refer to below screen. It is usually maintained correctly. You will only need to check this
URL for max length – https://connect.successfactors.com/partnerportal/Documents/PM+Data+Integration.docx
The above document specifies each field has how many maximum chars value
Step 4: Create successfactors API Users, this will be used in SAP integration as the screen shows below
For the SFAPI there are two mandatory permissions that are needed, you can create a permission group for the same as shown below
There are two mandatory permissions that are needed
General user Permission à SFAPI User login and Manage user à Import employee data
Thanks for reading!
Wonderful ! Very much detailed indeed Saurabh..Thanks
Thank you, I am adding a step by step for recruiting specific requirement as well that is requisition flow from SAP to SF shortly
Great, that would be of great help as I am currently working on RCM/ONB . Looking forward to seeing your next blog !
Here’s the step by step you are required to do from SAP side, let me know if you need the same for SF
We are mapping recruiting to Taleo, however the screens below is a step by step of what’s done while integrating
Integration for recruiting data, activate additional function as shown in the screen below
Mark job requisition to X up
2. Authorization definition should be done by authorizing team, there will be a set of roles required
3. Importing metadata, be sure all checks are done
4. BADI used
We use Taleo, however youmust use SF mapping Taleo Mapping
5. Store credentials for recruiting data, can be provided by SF consultant
Also make sure you provide a package size for recruiting data transfer
6. Lastly you have to map the fields of SAP and SF.
Great material Saurabh!
Keep on with the good work, I'm eager to see your next posts!
Thank you Thiago
Thanks for this information.
I do have a question though. At a client I'm working for I've understood that due to the recent changes needed because of GDPR the field CompanyExit has been added to the CSV file that program RH_SFI_SYNCHRONIZE_EMPL_DATA generates. However at my client it looks like while this has been done on the SuccesFactors side of things, no such changes have been made on the SAP side. Structure HRSFI_S_TRANSFER_DATA doesn't include the field and nothing else is there either.
Do you have any information on what needs to be done to get the necessary changes applied on the SAP system.
Thanks in advance,
How did you solve this issue?
Excellent Blog Saurabh!! Very helpful . Keep it up.
Thank you for the very informative article!
Right now we are facing challenges integrating ECC Recruiting with SF RCM. When I run the program RH_SFI_SYNCH_METADATA, I am getting the errors below. What could be the possible cause of the error?
Thanks. Great Blog, Can you also explain steps required to integrate Background elements? Is there a pre-packaged integration flow available to achieve that or do we need to develop it from scratch?
Excellent! Thank you for providing this very useful information in one place!
Great material Saurabh!
Great Blog, it's really helpful. In our SF system, there is no employee central.
We use EP (employee profile) in SF system. Can we still use this function to integrate SAP ERP with SuccessFactors?
Does SAP provide any standard integration interface?
Very Detailed & good Information.