Managing Employments across the SuccessFactors suite

Implementation design principles for SuccessFactors (SF idp)

Managing Employments across the SuccessFactors suite

An employment is a contract between the employee and the employer. All employees have at least one regular employment contract with the organization to which the employee is hired and goes through the employee life cycle till termination. There are other flavors of employment like the Global assignment, Concurrent Employment, Rehire with new Employment, Contingent worker employment. The generation of an employment, additional or new is determined by the contractual situation, system behavior or driven by business process. It is important to understand the impact of employments on identifiers like the user ID, username, Person ID. Employee Profile, the visualization concepts like the employment switcher concepts are vital. This focuses on the characteristics of the talent management modules during various employment scenarios. In addition, it is important to know the reasons for certain recommendations of the product for scenarios like international transfer, Switch from contingent to employee and vice-versa.

Please read the document below to get more details.

Managing Employments across the SuccessFactors suite

This document answers the questions like

1. How are the identifiers impacted with multiple employments
2. How are multiple employments represented on the User interface
3. What are the processes that require more than one employment
4. What is the recommendation for an international transfer
5. What is the recommendation for a transfer within the same country.
6. What is the impact of talent modules like performance management , Learning , succession etc.
7. What is the impact of multiple employment on Employee Profile

Employee Profile provides the employee master data needed to drive Talent Management and Learning functionality. HR Master data is interfaced from legacy HRIS systems directly to Employee Profile when Employee Central is not yet implemented. Employee profile is not effective dated, which means it is snapshot of information. Each employee profile record represents an employment snapshot for the talent modules. Below picture gives a pictorial representation of employee profile with respect to employments. Below we see that there are 2 user records which means 2 employments.

Use cases creating multiple employments

Contingent worker to Employee

When contingent employment is turned on, a separate employment is generated if a contingent employee becomes a regular employee. Process described in the next slide.

Employee to Contingent worker

When contingent employment is turned on, a separate employment is generated if a employee becomes a contingent worker.

Transfer using Rehire with New Employment

Permanent transfer to another country, it is recommended to be handled as a new employment by terminating employment in the current country and rehiring with new employment in the new country of employment.

Add global assignment

Transaction to add a new host assignment in another country. Global assignment creates a new employment.

Add concurrent employment

Add new employment is used to add concurrent employment. Every concurrent employment creates a new employment.

International Transfer

Why do we need a new employment during international transfer ?

Check the below example to understand the issues with the same employment

If the payments would be moved to a date prior to the termination in order to avoid using termination/rehire

• Taxation and social insurance processing can not be done correctly
• Incorrect organization and cost center assignment are used for internal accounting of these payments
• Incorrect bank information is used so that the payment might not end up on the bank accounts as specified by employee 4711

We can solve the above issues with a new employment.

Impact of Talent Modules

Impact on Performance Management

The system behavior is as follows

• Performance forms are based on Employment (User ID).
• The Performance form relies on legacy form permissions to give access to the form.
• Managers/HRBP will be able to access forms for the employment for which they are manager (part of the Route map).
• The To-Do tile on the Home Page will display To-Dos from all employments.(They will see inactive employment form only when the form is in the MyForms Inbox (route map step where the employee is the owner of it).
• If the user switches (Employment Switcher) to their inactive employment user, they will see inactive employment forms in the MyForms Inbox. only when route map step where the employee is the owner of it and is currently in that step.
• From the inbox the user can rate, comment, and forward the form to the next route map step.
• User groups may be used to in/exclude home/host records from the population for whom forms are launched for.
• Continuous Performance Management (CPM)No one can access CPM data for an inactive user from within SFSF
• Users can only access CPM data for an inactive user from deep links in an email

Points to consider during solution design

• Employees can use the employment switcher to access, rate, comment, and route any in-progress PM forms. They can also do this for an inactive employment (There should be at least one employment that has to be active).
• Employees will need to be educated on which form to use dependent on their assignment type.
• In Reporting HR BPs can access only the data based on the target population in the permission role definition.
• Managers of the inactive user profile can see, rate, comment, and route PM forms, also in Stack Ranker and Team Overview
• Clicking a To-Do from an alternate employment will automatically switch to that user and open the form.
• The PM form for an inactive employment will be routed successfully through all the steps to completion.
• The goals /objectives of the inactive employment can be accessed through the employment switcher.
• When a Performance form is launched, only the Objectives for the employment for which the form is launched will populate in the form
• Get Feedback/Get Comment can be used to get input.
• An end user can launch a PM form for which the first step is an inactive former employment.
• PDFs can be printed or emailed to other managers

 Impact on Learning Management

Solution Behavior

• Learning is tied to an employment/User-ID (not to a person).
• The Learning solution requires manual merging of the two student records for learning history, pending approvals, and any pending courses / registrations on the learning plan to be available and reportable as part of the new student record.
• SF User connector should be used to transfer user information from EP to LMS, to ensure that PERSON_GUID (and PERSON_ID_EXTERNAL) can be populated.

Points to consider during solution design

• Without the manual merge process, learning history, learning plan and pending approvals will be spread across two distinct student records in the LMS.
• By default, the learning plan is cleared out when a user is terminated, which means that the terminated user’s learning plan would be wiped out. There is a configuration setting in the integration to influence this behavior: “sfuser.connector.inactiveRule.cleanDevPlan” that can be set to “N”, so that the learning plan isn’t wiped out when the old user record is made inactive.
• For global assignments the business process could be tailored to capture all learning info on the Home record to avoid the merging requirement
• Update customized User Search Selectors by adding External Person ID and Person GUID
• Review usage of SuccessFactors Learning OData Entities that Include Person GUID to use Person GUID to extract all records

All other modules

Please read the impact of other SuccessFactors the modules in the document mentioned above

Summary

• Each person is represented by person-Id-external and each employment is represented by User ID. Person object  connects the employments in Employee Central.
• Employment switcher can be used to navigate between employments of the same person.
  HRIS Sync is used to sync data from Employee central to employee profile.
• Due to impacts on GDPR, Permissions, Payroll It is recommended to use “Rehire with new employment” for transfers with legal entity/country changes.
• Employee Profile drives the talent modules, Each employment (one EP record) is treated independently by the talent modules.
• Performance forms of inactive employments can be routed successfully to completion.
  Learning records of different employment can be merged manually.

Please read the document below to get more details.

Updates Jan 2023

A new section was added to explain the difference between global assignment and International transfer. This would be useful in discussing with the customers on what approach to take based on the customer requirements.

Managing Employments across the SuccessFactors suite