“Plan-To-Action” in Workforce Management, with decentralized approval logic using BTP Build Process Automation
In this compact blog series, we aim to explore the interaction among different services within the SAP Business Technology Platform. Our goal is to provide a deeper understanding of how these components can work together seamlessly to form a unified and holistic solution for Workforce Planning, New Hires process and decentralized approval logic.
The initial post in this small series primarily delves into the functional aspects of this “Insights-To-Actions” scenario, while a follow-up blog, soon to be released, will concentrate more on the technical specificities.
From Insights (simulation) to Action (execution)
But before deep-diving into the below case study, let’s take a step-back and first provide a brief overview of SAP’s Extended Planning and Analytics strategy.
In response to unforeseen events that can arise at any moment, organizations require comprehensive visibility into the potential impacts of decisions made at various levels. This necessitates a connected approach to planning that spans across lines of business, operating cohesively both parallel and cross-functionally, based on a “360° Simulation Platform” called SAP Analytics Cloud.
Furthermore, it’s crucial that these plans are closely aligned with the Business Execution layer (SAP S/4HANA, SAP SuccessFactors, etc.), where critical processes like “Lead to Cash” or “Hire to Retire” take place.
When discussing collaborative enterprise planning, it’s common for the HR and/or Finance departments to take the lead, requiring a deeper understanding of each other’s functions. Whether it’s a Top-Down approach, where Financial Target data is communicated downward to HR, or a Bottom-Up perspective, where HR operational data influences the financial P&L, there’s a growing need to seamlessly integrate these domains and enhance visibility for all HR and Finance stakeholders. This close integration is designed to streamline, accelerate, and facilitate the decision-making process across the entire enterprise.
Navigating Budgets and New Hires
Our case centers around an authentic customer scenario in which a budgeted envelope for “Labor Costs” has been shared by the Finance function to the HR department. The HR operations team is then tasked with refining their detailed plan, encompassing adjustments such as salary upgrades, changes in cost centers, retirements, as well as addressing new hiring demands, based on the top-down targets from the finance organization.
In the effort to meet new hiring demands, it becomes essential to simulate the creation of additional positions, as well as calculate the cost implications of these simulations. To facilitate this, HR planners or managers may utilize tools such as the prepackaged content for Human Experience Management Workforce Planning available in SAP Analytics Cloud.
From this entry point, you can easily create new positions, either by using an already existing template or by filling-in the necessary information /properties (Cost Center, Business Unit, FTE value,…)
Now, let’s assume, we have created 2 positions using the above procedure.
Decentralized Approval logic for new hires
Once new positions have been established, the plan is finalized by selecting the “confirm” button. Subsequently, this process often necessitates the initiation of an approval workflow. Depending on the complexity of this workflow, the most suitable option may involve transitioning it to the SAP Business Technology Platform (BTP). Within SAP BTP, a service called SAP Build Process Automation can be effectively utilized for such use cases.
Shifting now to the SAP Build Process Automation Inbox, our 2 recently created positions have entered the approval flow and are now visible in the list alongside some previously created positions. When these positions are selected, all pertinent information (such as cost centers, department, FTE value, etc.) is displayed. There’s also the option to approve or reject, along with the ability to provide comments. Importantly, this screen can be fully customized in terms of content, appearance, and user experience.
Approved status executes the position creation in SAP SuccessFactors
After receiving approval, an automated query is dispatched to generate this position in SAP SuccessFactors, serving as our execution layer for Job Requisition. Simultaneously, an email notification is distributed to all relevant stakeholders, informing them that a new position has been approved and is now recorded in SAP SuccessFactors.
To locate the newly approved position for fulfillment, you can employ the “Manage Position” command in SAP SuccessFactors. This allows you to conduct a search and easily identify the position that requires fulfillment.
Rejected status deletes the planned positions in SAC
Upon rejection, the flow initiates the removal of the planned position in SAP Analytics Cloud, effectively eliminating non-approved positions from the entry grid.
In this scenario, both master data and transactional data are purged from the SAP Analytics Cloud workforce planning model.
In practice, there’s the possibility of implementing a process where the planned position is still retained but flagged with a “non-approved” status, for instance.
BTP services included
- SAP Analytics Cloud Planning
- SAP Build Process Automation
- (SAP CDI, part SAP Integration Service) – only optional to cover this case, but still relevant depending on the integration scenario.
- SAP HxM Workforce Planning Content help
- SAP Best Practices for SAP SuccessFactors Workforce Planning help
- Get to know the Operational Workforce Planning Content part of the xP&A Business Content Suite
- Create and upload central assumptions
- Write back planned positions to SAP SuccessFactors (guided experience)
The primary objective of this blog was to showcase the functional application of various BTP services in the context of an HR planning scenario. While the above case has been simplified for readability, both SAP Analytics Cloud and SAP BTP Process Automation provide complete flexibility for customers and partners to customize the process according to their specific requirements.
I hope you found the content engaging, and be sure to stay tuned for the upcoming blog, which will dive into the technical aspects in more details, serving as a follow-up to this one.