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SAP SuccessFactors admin tasks -- where should you start?

Several administrative and maintenance activities will help prevent problems with a SuccessFactors implementation -- here's how to perform the most common tasks.

Once the SuccessFactors system is live, you'll need to perform several ongoing administrative and maintenance activities...

to keep it running smoothly. Common tasks -- all performed in OneAdmin --include:

  1. User management
  2. Managing workflows and email notifications
  3. Updating Picklists
  4. Purging old or unwanted data
  5. Changing fields in Employee Central portlets

User management involves activities such as administering user accounts, managing user information, and resetting passwords. These actions are performed in the Manage Employees portlet (see Figure 1).

Manage Employees
Figure 1. Manage Employees portlet.

Employee Central workflow requests can often stall, so keep a periodic check on them. To manage workflow requests, select Manage Workflow Requests in the Employee Files menu of the Company Processes & Cycles portlet (see Figure 2). There is also an additional option to view and manage workflow requests that have invalid approvers, such as a manager who has left the company. You may also wish to update Workflow Groups from time to time in the Manage Workflow Groups option found in the same menu.

Manage Workflow Requests
Figure 2. Manage Workflow Requests feature.

Updating Picklists is a common activity as business requirements change. This is performed through Picklists Management in the Company Settings menu of the Company Processes & Cycles portlet. Here the Picklists file can be downloaded, modified and uploaded again. The Instance Synchronization Tool can be used to transfer Picklist data from the test system to the production system.

When data needs to be removed from the system, you can use the Data Retention Tool (DART) to create a Purge Rule (see Figure 3). This feature -- accessed by selecting Data Management in the Company Settings menu of the Company Processes & Cycles portlet -- enables the permanent deletion of data such as inactive users, inactive job applications and candidates, performance management data, or learning activity.

Create new Purge Rule
Figure 3. Creating a new Purge Rule in Data Management.

Finally, another common activity is making changes to the fields in Employee Central portlets, Employee Profile background elements, or Employee Profile user information elements. This can easily be done with the option Manage Business Configuration in the Company Settings menu of the Company Processes & Cycles portlet (see Figure 4). Various field attributes can be changed, such as label, Picklist, required, or masking -- and new fields can be added.

Manage Business Configuration
Figure 4. Manage Business Configuration feature.

Next Steps

Learn about five major factors for integrating SAP SuccessFactors with SAP HCM

Determine how to find the right implementation partner

Discover how companies are using SAP SuccessFactors for performance management

This was last published in February 2015

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What problems have you encountered in SuccessFactors implementation?
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Employee central workflow request often stall and there are cases of invalid approvers such as CEOs who have left the company yet have clearance on the system. As updating the Picklist requires downloading, modification and uploading instantly, lack of WAN optimization also diminishes the ability to carry out instant synchronization. Lagging behind on data removal from the system through a Purge Rule fills the server with data that is irrelevant such as inactive job applications.
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Russel47, thanks for your input. Any tips for our readers for working around these issues? Also, for problems like invalid approvers and inactive job apps, would you say that part of the issue is a communication breakdown between IT and the HR/business side? Or is the technology the main obstacle? Let me know what you think!
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User management, updating picklists, removing unwanted data, changing employee central portlets and managing workflows are some of the common administrative tasks in the SuccessFactors system.
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