EC Alerts & Notification : Enable Probation Completion Notification for Managers & HRBPs
In today’s scenario employees experience is one of the major concerns for every growing company. Whenever an employee joins or leave the company, every employer wants to have a pleasant experience for his workforce. For achieving this goal standardization of HR process and system automation plays a very important role.
In this blog I am trying to share a basic issue that my employer was facing in current HR process and automating it has wok wonder for them.
When a new person joins a company, he is keen about getting his probation completion and look forward for his new journey in organization. It was a duty of HR partners to inform their managers about their direct report’s probation completion and setup a review meeting. Since this has been tracker outside the SuccessFactors employee central tool, HR partners often failed to inform their mangers which ultimately result delay in process
Triggering a simple alert notification from employee central can easily fix the issue and help remove manager dependency on HR partners for this information. Here we have designed an alert notification with help of business rule created under job information model.
As per the solution every respective manager and HR partner will receive alert notification email and a To-do tile, 30 days before employee probation completion date.
Here I will try to describe all necessary steps on how to set up an EC Alert and Notification for a Probation Period End warning. In this overview recipients are employee manager and HR partner.
1.) Enable HRIS field – probation-period-end-date field under job information. Go to Amin Center -> Company Setting -> Manage Business Configuration -> HRIS Element -> jobinfo
2.) Verify the length of the alertDescription fields. Adjust the length if you feel it is not enough for the alert message.
Admin center-> Company Settings -> Configure Object Definitions, search for AlertMessage.
Define Alert and Notification Message
After completing the pre-requisite first step is to create the actual alert message that we want to send to concern parties.
Admin Center-> Employee Files -> Manage Data -> Create New -> Alert Message.
Key things to consider while creating an alert notification.
- Alert Header is the field that describe the email’s subject line
- Alert Description is the body of the email, where you can define the message, you want to deliver.
- If you want to notify user in the local language which is active in the current system, use the field alertHeaderLocalized and alertDescriptionLocalized
- There are multiple tags which support EC alert & notification and can be use to standardize your communication.
Step # 2:
Configure Alert Workflow
Once an alert message is defined, next step is to define which users get the alert and which users get notification. This can be done by configuring a workflow.
Admin Center-> Manage Organisation, Pay and Job Structures -> Create New -> Workflow.
Those users who want to get a To-Do alert on their homepage should be added under approver and those who need to get an email notification should be added under CC Role.
In our case company wanted managers should get an email notification as well as to-do notification on their home page therefore manager role has been added under approver as well as in CC. Along with Manager employee’s HR partner has been added to CC Role so that they can also get a notification in addition to employee’s manager.
Step # 3:
Alert Business Rule
Once the alert message and workflow has been created, next step is to create a business rule which will trigger the alert and notification. You can define criteria for when this notification should trigger to the audience. In our case it should be 1 month before the probation completion end date.
Admin Center -> Company Setting -> Configure Business Rules -> Create New Rule
Base object: jobInfoModel (Job Information Model)
Mapping Business rule to succession data model
Assign business rule to HRIS elements -> jobinfo under Manage Business Configuration
Base object: Job Information Model
Event Type: saveAlert
Schedule recurring job under provisioning
Once the rule is mapped to your Succession Data Model, last step is left to schedule a daily job with job type “EC alerts and notifications” in provisioning.
Note: If you don’t have access to your provisioning, you can take help of your implementation partner or SAP.
Hope this article will help you to clear your doubt and will help to implement this feature for your organizations. Please review this article and share your feedback if you find this useful.
Hey man, great article!
Sorry, but I didn't see in your business rule where is the condition related to the -1 month so the e-mail can be sent correctly.
Thanks for reading the article. So if you see my business rule, the second set condition where I have use date plus function is to define condition when this email should trigger. If your email should trigger say 15 days in advance or 1 week advance, you can leave number of months field empty and update number of days with negative value.
Yes, I've seen this 'SET' function there...but, since you haven't defined the "date plus" as a condition (on the IF section) the system would not send the e-mail before the -1 month date? like, on any date...
Yes Martin you are right. The business rule I have share is based on my company's business requirement where they want to trigger the notification only if these 3 conditions are fulfilled. There is always a possibility to tweak the if and then conditions based on your requirements.
Thanks for posting. For anyone interested in creating reminders, there is a pretty definitive Implementation Design Procuedrue (IDP) on the subject.
IDP Employee Central Managing Alerts and Notifications V1.3.pdf (sap.com)
Dear Rahul, We want to ensure alert do not get triggered if future dated probation confirmation is already in process or is approved in system. Can you help me suggesting how to do it?