In addition, the purge functionality is also available for Generated Statements and Spot Bonus awards to cover the Compensation core functionality.

Transcription

1 SAP SuccessFactors Q Review 1. Compensation & Variable Pay 2. Learning Updates 1. Compensation & Variable Pay By Sailesh Mistry, Project Manager, Zalaris UK&I It certainly has been a cold start to 2018 with the Beast from the East giving us low temperatures we haven t had for many years! With the spring bloom delayed, it s good to know we at least still have the first SuccessFactors release to warm things up this year. As you would expect with GDPR hot on everyone s agenda, there is a significant focus on Data Privacy and Protection across all areas and modules. This is also the case within Compensation where some of the major updates provide some functionality to support this; highlights below. Read Audit Function When enabled, any employee fields that are marked as personal sensitive are hidden in both the Compensation Statements and Ad-Hoc Reports so that no one can inadvertently access the information. A great step to align the data privacy that you may put in place between modules. This will also be the case for any API s or reports that use the information. Purging Data There will now be functionality allowing a template-based deletion process along with selection criteria within each allowing a very controlled approach to the purge of data. If needed this can also be done for multiple templates using the same purge request. In addition, the purge functionality is also available for Generated Statements and Spot Bonus awards to cover the Compensation core functionality. 1

2 The functionality doesn t stop there. In line with the Data Retention Management functionality introduced across modules, there is now also the ability to create timebased rules which can be used as the basis of the purge request. The added level of an approval step for this ensures that the right controls are in place at every stage. Being able to identify the data hasn t been forgotten either and in addition to the purge of data, you will now be able to report on any personal data that is stored in SAP so that you have full visibility of what is being held (and consequently what, if anything needs to be purged). 2

3 It should be noted that you must be using RBP and have MDF enabled to have access to this functionality. Moving onto some of the core capability, one of the most exciting new pieces of functionality is the ability to finally be able to copy eligibility rules when cloning a Plan, instead of having to create them from scratch again. This is great for Compensation administrators everywhere who will no longer have to sit and work through a lengthy change process when trying to get a copy of a plan up and running. It also offers huge benefits to anyone implementing several plans with some potential significant time saving opportunities (where rules are similar and only require minor amendments). 3

4 As always with this sort of functionality an assessment should be made of the best approach to use, as it sometimes still may be safer to create a new rule than make many modifications to an existing one. Appropriate controls on development and change should not be forgotten regardless of how easy the change may first appear! One final enhancement to call out as the ability to now have more granular RBP permissions within the Compensation Administration tools. This is a natural next step to the current RBP permissions and now allows for a much greater degree of control in who has access to what. This will be particularly important for those environments where decentralised administration is in use, or indeed there are a team of administrators with varying levels of responsibility. 4

5 Most of us would agree that this is a welcome addition to the existing permissions, and only enhances that ever-increasing integration and alignment with Employee Central. A final reminder to all; it should be noted that from Q2 2018, all customers will automatically have the V12 forms enabled and all enhancements are now being made on this version. Anyone using previous versions should consider moving to V12 as soon as possible. As always, full details of the Q1 release and everything it contains are available on the SuccessFactors community, but in the meantime, I hope this gives you some insight on some of the highlights. 5

6 6

7 2. Learning Updates By Jakub Krolikowski, Consultant, Zalaris UK&I The Learning Management System in SuccessFactors continues to improve and there are new enhancements in Q The most important of them relate to Data Protection and Privacy, Mobile and new features for the Course Home. Data Protection and Privacy Enhancements SAP SuccessFactors is committed, with its products and services, to enable its customers to implement Data Protection and Privacy features that provide support for the EU s General Data Protection Regulation (GDPR) requirements. The system is enhanced on a regular basis, and new features are built to support customers with their compliance challenges. The first enhancements connected with GDPR are Data Purge solutions such as: BizX Admin Configures Application Data Purge BizX Admin Configures Master Data Purge. Both are the result of data protection and privacy laws, that mandate to remove users personal records if there is no business reason to retain them. Both are also configured from BizX and integrated with Learning. In the first case, the BizX Admin can configure a retention policy and schedule the job periodically to delete the learning data for a user (this can be specified by the Country and User Status). The purge is permanent, and once the data has been purged, it cannot be recovered. A preview report is available that lists out the users that will be purged. 7

8 In the second enhancement, the BizX Admin can configure a retention policy to permanently delete data for inactive users in all modules, including Learning, and purge it from BizX. The retention policy applies to the duration for which the inactive user data should be retained in the System. Similarly, this purge is also permanent, and once the data has been purged, it cannot be recovered. Additionally, the Native User Data Retention enhancement has been created, however, this applies only to native LMS users (internal and external). LMS Administrators can schedule a job to purge the user data, based on a configured retention policy. This purge is also permanent. The Retention Policy can be configured for all or selected countries and based on the User Status. It is possible to exclude users from the purge, for cases where there is a legal reason to retain data. 8

9 9

10 Enable Purge Logging enhancement enables removing all traces of a purged user from the database tables. It applies only to native LMS users. LMS Administrators can schedule a job to purge user data, matching a specified criterion, that is older than the configured retention policy. The next feature is Native User Deletion, making it possible to specify different retention periods for Internal and External Users. For Internal Users it is based on the Termination Date, and for External Users on the Inactivation Date. This is important as for Internal Users, the Termination Date can be much later than the inactivation date, and the retention period needs to be based on the Termination date. If this feature has already been enabled, then on upgrade the specified retention period will be applied to Internal and External users, and must be edited, if necessary. 10

11 11

12 The last enhancement connected with GDPR is the Data Privacy Consent Statements. A legal basis or requirement is necessary to process a user s personal data. Some users, such as External Users, are not covered by employment contracts and therefore have not consented to a Data Privacy statement. Data Privacy Consent statements inform users that their data is stored and explain why it must be stored. Admins can enable a Data Privacy statement in Learning, which requires users to accept it before being allowed to access the system. This applies to External Users (Native or Integrated) and Native Internal Users. Only one statement can be published at a time. When a user accesses the system by login or via deep-link, if the user has not accepted the latest Consent Statement, it is displayed to get the user s consent. 12

13 Mobile Enhancements The first new enchantment in this section is the Mobile Enabled Content Filter for Catalog (ios & Android). In fact, the Learning Catalog now has an additional filter option, Mobile Enabled Content, which can be used to filter out all catalog content which has not been marked as Mobile Enabled. It allows mobile users to filter content which is not mobile enabled and helps them to locate and complete mobile enabled content in a more efficient way. 13

14 14

15 The next feature is for Mobile-Friendly Assignments Filter for My Assignments (ios & Android). Mobile users can easily determine which of their assignments can be completed or reviewed on the Mobile app. The My Assignments screen now has a filter, Mobile-Friendly Assignments, which can be used to filter out the assignments which cannot be completed or reviewed from their mobile device. This filter will be enabled by default, but users can disable it using the filter option. Items considered Mobile-Friendly include: Mobile Enabled Content Evaluation Surveys Task Checklists 15

16 Instructor-led & Blended course registration information. 16

17 Course Home (Preview release) In Q1 2018, we see the introduction of Course Home features. By implementing this, SuccessFactors wants to redesign the learner experience for working with instructorled courses. Goals for this enhancement include: Reduce the number of clicks it takes to register on a Course Improve surface course information that the users need most when considering or deciding to take a class Reduce process abandonment due to people thinking they were already registered when they weren t Increase confidence in registration completion 17

18 Eliminate dead-end workflows. Incorporate common lead-up and follow-up steps that often accompany ILT registration. 18

19 As we can see on the picture above, there is a newly designed Course Landing Page with easy access to course details, upcoming classes, and related topics. 19

20 What s important is how to is set the class logic: within the user s region and by next ascending order of start date, with available seats. When seats are not available, it will then display the classes that are outside the user s region In the Course description, we can find assignment details, course associations and related topics. 20

21 Class List card includes: Start date and time for offering Facility address and information Seats left for the class (indication when there are 30% or less seats on the class) Scheduled Conflict An indication if the class is a virtual class Instructor for a class. 21

22 There is also quick and easy information about class details, such as: Class start date and time Facility and location information Class Agenda: includes detailed segment information Instructor information Class Description 22

23 Ease of navigation back to the course information Seats available Start date and time Location and facility with complete address Registration cut off date and time. 23

24 The User can also quickly check the agenda, with segments descriptions and duration timings. 24

25 It is important for users on the registration to be provided with a confirmation that their seat is reserved. Additionally, after the registration landing page, the user receives confirmation on the course details page that the seat is already saved for them or another course landing page when classes are not available. 25

26 Importantly, this release is only in preview and hence can only be turned on nonproduction environments (stage, test, sales, preview environments). 26

27 There are some limitations in the Course Home for Q1 release: Unsupported features on the current implementation: (will be added in upcoming releases) Back links Attachments both at the course and Offering level Approvals Commerce (need to set the charge back to no charge ) Registration threshold Waitlist Withdraw Request schedule Registration-Custom columns. In this release there was additionally an added new enhancement to online completion updates on the Course Home: Online Completion page now, when the learner completes a course (both pass and failure) there will always be a confirmation. 27

28 Minor enhancements In the table below, there are minor enhancements implemented in Q release for LMS: User OData API enhancement Default Thumbnail image for Surveys Additional Name Tags in Questionnaire Survey Assignment Notification Login SiteID field is now included as an optional parameter (siteid) in the User OData API, that you can use to create / update external users. The default image for surveys has been replaced with a new image to match the one used for mobile application. Additional tags (Employee Name tags - "<ASSESSEE_FNAME>" "<ASSESSEE_MNAME>" "<ASSESSEE_LNAME>" ) are added in Questionnaire Survey Assignment Notification Template (FollowupEvaluationAssignmentNotification). The Template can now be customised to 28

29 Default Time Zone on Connector Page Catalog Search Enhancements Forgot ID Process LinkedIn Learning Integration Report Designer client update include the tags for easier identification of the employee, the default template is not changed to include these tags. For LMS customers that have been migrated to HANA, on the Connector page (System Admin > Connectors > Connector), the time zone to be used for date and time fields is displayed as a note under the Apply Changes button. Ensure this time zone is used for the Date and Time fields for which the Time zone is not passed in the Connector Input Files. Customers have certain prevalent terms in their catalog entities that impede the user s keyword search results. From a search aspect, these terms become irrelevant because they are extremely common, and bring back too many results. This configuration allows customers to configure these common words to be ignored during catalog searches so the more important terms become a bigger focus of the search. Forgot ID process is now more secure in protecting valid and invalid entry submissions, by letting the user enter their valid address to retrieve the associated User ID. The system no longer states validations if the entry is not found. LinkedIn Learning (frm. Lynda.com) has an updated platform. This release will allow new implementations to use the OCN framework course push process, rather than the legacy Lynda.com course synch. PRD database connections have been enhanced to be more stable. This update will require custom reporting admins to download the latest version of the PRD client. 29