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Continent Workforce Management

Hi All, hope you are all safe during this pandemic and wish .

I wanted to share with you some insights into Contingent Workforce Management within Employee Central. So, I thought of writing this blog to provide more details on how we identify contingent workers within SAP SuccessFactors Employee Central.

Identifying Contingent Workers

Until H2 2020 release: Existing behavior

The Contingent Worker feature should be enabled to distinguish contingents from regular employees. For this purpose, we utilize the “isContingentWorker” field configured at the Employment Information HRIS element.

The required properties for ‘isContingentWorker’ field are documented in our help guides

https://help.sap.com/viewer/7b2dec4ed4d9459f893cce6f5920528d/latest/en-US/46d6fe28381141dd8a8290fc33512c57.html

At the bare minimum in the Details popup for this field, the Visibility must be set as ‘View’ and the Allow-Import option must be set as ‘Yes’. Please refer the following screenshot for details.

Once the configuration is setup along with necessary permissions, this field is available for use in the People profile screen.

In the People profile screen navigate to the Employment Details view –

If the value of Contingent Worker field is set to ‘Yes’, then we identify that person as a Contingent Worker.

If the value of Contingent Worker field is set to ‘No’, then we identify that person as a Regular Employee.

 

Plan for release H1 2021 and beyond:

There will be validations which goes along the lines of our recommendation described above.

Case 1: With Contingent worker Feature Enabled:

Reference guide to enable contingent worker feature: https://help.sap.com/viewer/7b2dec4ed4d9459f893cce6f5920528d/latest/en-US/ed3447f6dfcf45489921621e27205c1c.html

From Manage Business configuration page, isContingentWorker field cannot be set as Visibility= ‘Edit’. We will only be allowed to set it as Visibility= ‘View’ and Allow-Import option as ‘Yes’.

Using Add Contingent Worker screen, you can hire a contingent Worker. isContingentWorker value will be set to ‘Yes’ by default and will not be visible in the ‘Add Contingent Worker’ screens.

Using Add New Employee screen, you can hire a regular employee. isContingentWorker value will be set to ‘No’ by default and will not be visible in the ‘Add New Employee’ screens.

From the People Profile page, Contingent Worker field will be made non-editable. Nobody will be allowed to change this value via UI. It can be used for viewing purpose.

From Imports/API, the Administrator having permissions to import employment info data can choose to set the isContingentWorker value to either ‘Yes’ or ‘No’

  • Import/API –

  1. If Administrators want to Add a Contingent worker, they must set the isContingentWorker value to ‘Yes’ while import/upsert of employment info.
  2. For regular employees the isContingentWorker value must be set to ‘No’.
  3. Also, if a value is not provided in the imports/API upload for isContingentWorker, then system will consider it as ‘No’ by default.

Conclusion for Case 1 (With Contingent worker Feature Enabled): Expectation is that we set ‘isContingentWorker’ as ‘No’ for regular employees and ‘Yes’ for Contingent Workers. If there is incorrect data maintained for either regular employees or contingent workers, we request you to correct it as this will lead to compliance issues. The license audit will detect overuse or underuse of licenses.

 

Case 2: With Contingent worker Feature Disabled:

With contingent worker feature disabled, there will not be a possibility to hire/maintain a contingent worker.

From Manage Business configuration page, the customer can choose to not configure the isContingentWorker field.

However, if they choose to configure this field, then for all employees the value for this field should be set as “No” only. Using Add New Employee screen, you can hire a regular employee. isContingentWorker value will be set to ‘No’ by default. Also, from the People Profile page, Contingent Worker field will be made non-editable. It can be used only for viewing purpose.

From Imports/API, the Administrator having permissions to import employment info data can set the isContingentWorker value only as ‘No’ or leave it blank

  • Import/API –
  1. If Administrators want to hire a regular employee, they must set the isContingentWorker value to ‘No’ while import/upsert of employment info.
  2. If a value is not provided in the imports file for isContingentWorker, then it will be considered as ‘No’ by default.
  3. Also, if the isContingentWorker field is removed from the template, the value will be considered as ‘No’ by default.
  4. If isContingentWorker value is set to ‘Yes’ on Import/upsert then a validation error will be thrown because Contingent Worker feature is not enabled.

Conclusion for Case 2 (With Contingent worker Feature Disabled): With the H1 2021 release, we are planning to make SAP SuccessFactors Employee Central more robust and consistent when it comes to handling of regular employees versus Contingent Workers. If isContingentWorker field is not configured from Manage business configuration then there is no problem because in this case the system will internally identify all employees present as regular employees. Expectation in this case is that, if isContingentWorker field is configured from Manage business configuration then isContingentWorker value should be maintained as ‘No’ for all regular employees. If there is incorrect data maintained for the regular employees, we request you to correct it as this will lead to compliance issues.

 

Functional User License compliance:

Flagging contingent records using Contingent Worker functionality is considered as compliant.

Flagging contingent records without enabling Contingent Worker functionality is not considered as compliant.

To ensure compliance, if you were flagging contingent records using other means and without enabling Contingent Worker functionality then you must first convert such records for management within the standard contingent worker functionality. In order to do so, you must first configure the Contingent Worker functionality (as in the link above), and terminate the contingent records which were maintained before the enablement of Contingent Worker functionality.  “Rehire” them as contingent workers with a new employment information by setting (IsContingentWorker = ‘Yes’). SAP SuccessFactors Employee Central API/import files can be used for the mass rehire of contingents. Please note that update of “Employment details” is not enough and creates inconsistency. We also need to create workorder and corresponding job information for the contingent workers. This will ensure proper compliance for a Functional User License for the Contingent Workers.

2 Comments
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  • Nice blog!  A couple of comments from my point of view.

    1. If you are thinking of converting ‘Employees’ to ‘Contingent Workers’ you also need to consider the impact on any third party systems especially AD.  Once you terminate the employee this will trigger termination records in any systems.  Again, when you rehire it will give them a new userID.  Hence you need to fully evaluate this impact on all integrations.
    2. Also, CW have limited access to the system – currently it is just JAM & LMS
    3. Also remember an employee can also be a functional user by being ‘Seasonal Worker’ so this should be evaluated as a possible solution

     

     

  • Thank you Nathan. I agree, based on the the business needs customers should evaluate between the Contingent Workers functionality or other Functional user concepts (like ‘Seasonal Worker’). However for flagging records as ‘Contingent Worker’ we should follow the standard process of ‘Enabling Contingent Worker’ feature and creating contingent records thereafter.