Employee master data is a vital piece of information to run several Business Processes in S/4HANA Cloud. In most common landscapes Human Capital Management systems are the natural system of record for employee master data, thus in order to run processes requiring such data, S/4HANA Cloud offers integration options to receive and store it.
An example of this business process is Expense integration with SAP Concur.
With SuccessFactors Employee Central, employee master data replication, can be easily achieved by implementing scope items JB1 & 1FD. If you want to learn how to do it please check this great blog from Hoang Vu.
For scenarios without SuccessFactors Employee Central, S/4HANA Cloud makes available two options:
- ‘Import Employee’ application
- Whitelisted API for Employee master data replication
Let’s explore the different options available.
Import Employee application
If you don’t require an automated integration process for employee replication Import Employees application is probably the quickest way to get employee data into S/4HANA Cloud.
The application supports initial creation of admin users and simple employee import use cases. It’s not recommend for complex HR scenarios like rehiring or employee to contingent worker conversions nor for productive use.
Productive scenarios should use the available whitelisted APIs.
With the application you can create or update existing employee data, their employments, company codes and cost centres. The employee data upload is done using a CSV file template that you can download directly from the app.
There are 3 templates available:
- Basic employee import – 1 file
- Service Cost Level -1 file
- Employee and Employment import – 2 files
You can choose one of the 3 templates depending on your needs. In our example we will use Employee and Employment import template. This template is the most complete one and will let you import employee basic details, employment details, bank details, basic availability and employee manager.
To access and use application make sure your user has the following Business roles:
We start by locating Import Employee application
Directly from the application we download the templates:
Open the template files. The template files come populated with sample data you need to delete and add yours. Fields marked with * are mandatory and you can also expand the columns to get more details about the field i.e. allowed values.
Recommendations and observations:
- When you import an employee if you also want to create a Business User you need to populate column Username. If that’s not the case you can leave the column empty.
- If you want to create a Business Partner with Supplier(Fin. Accounting) role make sure you provide bank account for the employee. For Cash and Check payment methods bank information is not required.
- Bank master data needs to exist before creating the employee.
- When adding bank accounts or other numeric values with leading zeros be aware that Excel removes them. To prevent this use another editing tool or set the column to Text in Excel.
- Freelancers can be created but they are not in use in any of the Business Processes available with S/4HANA Cloud.
Populate both templates with the relevant data for employees:
Going back to Import Employee application select the files from your computer
You will be notified with a dialog box saying your import is going to be processed by a job.
Close the dialog box by pressing OK button and the next screen will see is the Application Logs. Here you can monitor job.
Select your entry in the table to check your log details.
If you do a large import and want to check status of your job later you can also do it from the launchpad under group Employee – HR Master Data
When an employee is created/changed is also automatically synchronized with Business Partners. All employees in S/4HANA Cloud are represented as Business Partners.
This synchronization can be monitored using Monitor Data Synchronization application
Opening the application we can check synchronizations results.
Using Manage Business Partner Master Data you can check the final result of the import. BP should have Employee and Supplier (Fin. Accounting) assigned.
For use of the Concur integration the required company code and reconciliation account is assigned. This can be checked on the Supplier role of the Business Partner.
That’s all for the first part. On the second part we will see how the employee import can be automated using CPI!