1 In This Session • Key business drivers behind HR Focal Point’s decision to implement SAP SuccessFactors Employee Central and SAP SuccessFactors Employee Central Payroll and how it ensured alignment with SAP’s cloud HCM roadmap and technology strategy • The importance of an integration strategy and demonstration of tools to help ensure systems and third-party vendors are aligned during implementation • Experiences of an SAP HCM on-premise consultant moving into the cloud landscape • How HR Focal Point has enhanced its system to take advantage of new functionality such as SAP Payroll Control Center, enhanced payroll reporting capabilities, and Integration Center, including a live demo
Transcript
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In This Session
• Key business drivers behind HR Focal Point’s decision to implement SAP SuccessFactors Employee Central and SAP SuccessFactors Employee Central Payroll and how it ensured alignment with SAP’s cloud HCM roadmap and technology strategy
• The importance of an integration strategy and demonstration of tools to help ensure systems and third-party vendors are aligned during implementation
• Experiences of an SAP HCM on-premise consultant moving into the cloud landscape • How HR Focal Point has enhanced its system to take advantage of new functionality such
as SAP Payroll Control Center, enhanced payroll reporting capabilities, and Integration Center, including a live demo
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What We’ll Cover
• Key business drivers behind our implementation • About our solution • Lessons learned • Importance of integration strategy and demonstration of tools • System enhancements and demonstration • Wrap-up
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Company Information
• Founded in 2004 • HR Focal Point started as an SAP SuccessFactors Employee Central (EC)/SAP
SuccessFactors Employee Central Payroll (ECP) customer • We are also an SAP PartnerEdge Cloud consulting partner and SAP ECP BPO Partner for
payroll processing services based on the ECP platform • SAP HCM consulting, technology, and services organization for SAP HCM and SAP
SuccessFactors
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Project Details
• Project began April 2014, first ECP payroll processed in June 2014 s Less than three months from start to finish
• Employees geographically dispersed across the US, requiring payroll tax reporting/ processing for 14 states
• Monthly payroll includes salary, bonus and expense reimbursement • Deductions/contributions include 401(k), health insurance, HSA, and garnishments • Direct Deposit utilized for paychecks • Recent system enhancements include:
s Payroll Control Center s Advanced Reporting/Payroll Reporting s Integration Center
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Project Details (cont.)
• As one of the first SAP/BSI eFormsFactory customers, participated in and completed SAP/BSI Customer Qualification of BSI eFormsFactory SaaS integration and service validation
• Worked closely with SAP and BSI for SaaS Handbook setup documentation • Provided input to SuccessFactors for Payroll Reporting scenarios • Provided feedback to SuccessFactors in the Integration Handbooks
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Why We Did This
• HR Focal Point wanted to: s Align ourselves with the SAP HCM roadmap and technology landscape s Be able offer expertise to our clients in the new technology s As an SAP HCM Consulting organization, we felt the best way to truly understand EC,
ECP, technical nuances of a cloud landscape and post-go-live support and processes was to purchase, implement, and run ECP for ourselves!
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Align with SAP HCM Roadmap and Technology Landscape
• ECP is part of full SAP SuccessFactors HCM Suite s Integrated end-to-end, cloud-based HCM solution
� Core HR � Payroll � Talent Management
s Leverages SAP and SuccessFactors’ leadership and experience in enterprise applications and cloud software � Based on leading-edge global payroll engine used by nearly 7,000 organizations
worldwide � Supports 31 countries as of November 2015. SAP’s goal is to eventually cover all 55
SAP countries + 40 partner countries. s Takes advantage of rapid innovation and cost savings
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Align with SAP HCM Roadmap and Technology Landscape (cont.)
• State of the Union for On-Premise SAP HCM s Mainstream maintenance extended through 2025
� www.news-sap.com/sap-committed-innovation-choice-sap-business-suite/ s Still sold where and when requested s Upsell to existing non-SAP HCM on-premise installations s Emerging markets, selected industries s Conservative CIOs and companies with significant investments in their existing on-
premise SAP system
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What We’ll Cover
• Key business drivers behind our implementation • About our solution • Lessons learned • Importance of integration strategy and demonstration of tools • System enhancements and demonstration • Wrap-up
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What Are EC and ECP?
• SAP SuccessFactors Employee Central Payroll is SAP’s Cloud Payroll solution hosted by SAP Cloud Operations in private cloud
• Available only with Employee Central, combining the best of SAP with the best of SuccessFactors
• Embedded in EC and leveraging latest innovations such as the Payroll Control Center • Meant for EC customers who choose to manage payroll in-house
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Why Employee Central Payroll?
• Cloud-based: cloud delivery with in-house payroll process management • SAP owns end-to-end integration between the Cloud HCM system of record and proven
global payroll engine s Productized integrations result in significant reduction in implementation time and cost s SAP builds and maintains the integrations
• Legal compliance, best practices, and ongoing support for country-specific requirements, including required tax updates
• Comply with local regulations and data privacy
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Employee Central Payroll Key Functionality
• Master data is maintained in Employee Central • Gross-to-net calculations of paychecks • Retroactive pay calculation • Garnishment calculation • Creates paychecks and deposit advices • Direct deposit of paychecks • Creates payroll tax forms to be filed • Quarterly and year-end reports and forms • End-to-end payroll process integrated with any General Ledger • Country-specific compliance
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EC and ECP Landscape
• Productized Integration layout with third-party application vendors and how they can relate to existing SAP on-premise ERP installations and Employee Central Payroll
Employee Central is always considered the HR master system of record
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What We’ll Cover
• Key business drivers behind our implementation • About our solution • Lessons learned • Importance of integration strategy and demonstration of tools • System enhancements and demonstration • Wrap-up
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Lessons Learned: EC and ECP Landscape
• Typical SAP SuccessFactors implementations include two instances: Test and Production s However, it is helpful to have a third environment to support parallel testing (now
standard with ECP implementations) s Be sure to allocate additional resources/time to the project plan to implement the third
instance
Source: SAP
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SAP SuccessFactors Instance Build
• SAP SuccessFactors does not contain “Correction and Transport” System for system migration s Some components can be exported and imported, but it is not perfect s Smoke testing is critical to ensure a thorough replication of the development
environment s Manual updates needed
• Provisioning – activate functionality and features s Only Implementation Partners and SAP SuccessFactors have Provisioning access –
activates/controls settings and capabilities s Submit an incident to http://support.sap.com for assistance
• Data loads are necessary in each SAP SuccessFactors instance
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Lessons Learned – Quarterly Release Cycle
• SAP SuccessFactors releases enhancements and legal changes on a quarterly basis s Most updates are opt-in s Some enhancements are automatically applied s In some cases, additional development is necessary in order to utilize
• Changes are introduced to test environment a month prior to production release • Upgrade Center allows customers to review and apply new features to their systems • Having a repeatable test plan allows customers to identify impacts and plan for changes • Change Management and communication strategy to help the business prepare for
updates
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Lessons Learned – Implementation Staffing and Skillsets
• Employee Central Implementer s Provisioning, manage data model, role-based permissions,
rule configuration, data loads, report development • Employee Central Payroll Implementer
s Configure payroll process, pay components, payroll rules, testing � Strong SAP Payroll implementation experience is critical
s Implement integration configuration • Dell Boomi Middleware Implementer
s Configure replication processes • Integration Lead (vendors and overall data model)
s Ensure EC data model supports downstream vendor requirements
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Lessons Learned – Implementation Staffing and Skillsets (cont.)
• Integration Lead (vendors and overall data model) (cont.) s Understand how the data is delivered to ECP and what system and process
enhancements may be necessary to support standard integrations • BASIS/Security
s Set up user access (including API User for replication) s Provide customer technical infrastructure (VPN infrastructure) s Set up connections from ECP to third-party systems
• ABAP s Develop new objects, implement BAdIs s Debug incoming data from EC
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Lessons Learned – Roles for Post-Go-Live
• EC Administrator s Maintain foundation objects, role-based permissions, reporting, implement, and test
s Payroll Processing s Post-Payroll Processing (check printing, tax filing/remittance, payment processing,
garnishment administration) can be done in-house or via a Managed Service • ECP Administrator/Configuration Specialist (part-time)
s Configuration changes, i.e., new wage types, cost centers, etc. s Submit tickets for system updates and perform testing before moving to Production
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Lessons Learned – Roles for Post-Go-Live (cont.)
• Integration Manager s Keep on top of quarterly releases, manage system changes, monitor integrations to
third-party systems, communication, and change management s Verify changes required for one vendor do not adversely affect other vendor/
integrations • Basis system administrator (part-time)
s User management s Application management s Manage transports s Data archival
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Lessons Learned – Roles for Post-Go-Live (cont.)
• Cloud Operations s Hardware, storage, operating system management s Carry out transports s Weekly four-hour maintenance window s Server administration (sizing, back-up/restore, etc.)
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Lessons Learned from a Die-Hard SAP HR Functional Consultant
• Paradigm shift from designing an integrated infotype-based solution to ensuring EC design supports ECP and other vendor requirements while fitting within the standard Boomi integration model/data delivery from third-party system(s)
• Think about what data is needed in the target system s Just because it is available for replication doesn’t mean you must bring it in from EC
• Really get to know the integration handbooks • Features and dynamic actions are not available for the replication/generation of your HR
master data; must use BAdIs s Extensibility/custom EC fields may support ECP-specific requirements s BAdIs may be necessary to manipulate incoming master data in cases when standard
configuration will not suffice
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Lessons Learned from a Die-Hard SAP HR Functional Consultant (cont.) • Do not “jackhammer” data into your target systems, or you risk corrupting the data • When working in Employee Central, it is key to remember that EC is not SAP; it does not
have the same data structures, rules, data validations, etc. • In the new landscape, it is not enough to be a functional implementer. It becomes
necessary to learn technical aspects of the working in the cloud: s Setting up connections between systems s Intricacies of sharing data across the web
� Security protocols � Data transfer protocols
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What We’ll Cover
• Key business drivers behind our implementation • About our solution • Lessons learned • Importance of integration strategy and demonstration of tools • System enhancements and demonstration • Wrap-up
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Importance of an Integration Strategy
• Third-party systems rely on EC to provide key data elements to support downstream processing s It is important to understand which specific EC data elements are necessary to support
processing in target systems, and how data elements are used in the target system s When designing EC, keep in mind the required fields for replication to third parties. In
order to work within the productized integration framework, it may be necessary to adapt EC to the requirements of the vendors. � Build rules to ensure data integrity � In some cases, redundant data fields are necessary to support productized
integration (i.e., Employee Class and Employment Type)
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Importance of an Integration Strategy (cont.)
• Keeping all of the vendors aligned on the data model can be time-consuming, especially as new requirements arise and changes need to be made to the system
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Integration Strategy
• Come to agreement with each vendor which integration handbooks will be utilized during the project s In some cases, vendors have their own SAP SuccessFactors integration guide s Recommend using SAP SuccessFactors’ published handbooks
• Conduct regular integration meetings with vendors to keep the project on track, discuss end-to-end processes, and work through any integration issues
• Tools to keep parties aligned s Cross-system Data Translation Document s Infotype Mapping Document s Wage Type Mapping Document
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Integration Strategy (cont.)
• Solid functional specs reviewed and signed by all involved parties s Representative(s) of source and target systems must be aligned on design and
definition of shared fields • Integration Lead role to ensure strategy is adhered to, to ensure a complete, integrated
end-to-end solution
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Lessons Learned – Integration Strategy Key Points
• Use of standardized integrations results in significant reduction in integration implementation time and cost as well as reduced risk and on-going maintenance as SAP owns both ends
• If there is a major perceived integration gap, odds are that SAP will deliver new functionality to address this in an upcoming quarterly release cycle
• Make sure your vendor implementation teams have previous integration experience with SAP SuccessFactors and Boomi standardized integrations
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Lessons Learned – Cross-System Data Translation Document
• Listing of EC Data Elements and how they map to third-party vendor fields s Supports EC data model design and helps ensure compatibility of shared data
elements across systems
Birds-eye view of shared fields across vendors
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Lessons Learned – Infotype Mapping Document
• Demonstrates EC source for each ECP Infotype data element s Identify necessary ECP configuration, ensure EC data fields support ECP requirements,
troubleshoot integration issues
Identifies the necessary infotypes/ fields to implement ECP Supports ECP
integration configuration
Identifies EC data source
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Integration Configuration in ECP
• There’s a new node in the IMG for integration with SAP SuccessFactors configuration • ECP Implementation Handbook and Infotype
Mapping spreadsheet will support configuration of the Integration with SAP SuccessFactors Employee Central
Hint: it’s at the top of the Personnel Management node
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Lessons Learned – Wage Type Mapping Spreadsheet
• Listing of ECP Wage Types and Data Elements and how they map from third-party system fields s Supports EC pay component configuration/ECP wage type configuration and mapping
between systems feeding payroll s Defines data source/data migration path
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Lessons Learned – Integration Testing
• Pendulum is swinging from integrated to “dis-integrated” environment s Emphasis towards rapid, iterative functional releases
• Integration Testing: Understand data flow between systems/potential implications to business processes s If you must tweak the standard integrations, keep in mind that this may increase
project duration and cost s For perceived gaps it really helps to have knowledgeable SAP ECP-related consultants
to help navigate through these situations � Resources with deep on-premise equivalent knowledge of Personnel Administration,
Benefits, Time, and Payroll can help to devise solutions � Likelihood of new functionality in upcoming release; check roadmap and adapt with
business process changes in the interim
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What We’ll Cover
• Key business drivers behind our implementation • About our solution • Lessons learned • Importance of integration strategy and demonstration of tools • System enhancements and demonstration • Wrap-up
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Recent EC System Enhancements
• HR Focal Point has enhanced its system to leverage new functionality s Payroll Control Center s Payroll Reporting/Advanced Reporting s Integration Center
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What Is Payroll Control Center?
• Part of the HR Renewal program s Can be used by on-premise and ECP customers
• Payroll Control Center allows the ability to process and monitor the payroll processing steps s Calendar-based user experience in alignment with your payroll periods s Work list contains steps for payroll processing
� Pre-payroll audits – identify issues ahead of time and in a single interface � Payroll execution – complete, auditable process � Post-payroll checks such as excessive net pay, wage type variance between periods
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Payroll Control Center – Advantages
• Allows test payrolls (similar to payroll simulations for On-premise SAP) to be reportable s Legacy On-premise SAP payroll requires live runs before payroll results are reportable
• Catch errors and generate validation/compliance warnings before the live payroll run s On-premise SAP payroll reports requires a live payroll run s PCC Test Runs are not live runs but the results are available for reporting and audit
checks • Provides a centralized location for all validations and compliance audits • Available and customizable KPIs
s Rapid Deployment Solution (RDS) pack comes with standard-delivered KPIs, and the option to customize them or add company-specific KPIs
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Key Differences Between Traditional Payroll and PCC On Premise Payroll
Process Model EC/ECP Payroll Control Center
Automated Payroll Processing Yes Yes Able to Run Entire Process with One Resource Yes Yes Customizable Validations No Yes Assign Validation Tasks to Payroll/Benefits/PA Admins No Yes Allows Test Payroll Results to be Reportable No Yes Detailed Messages on Payroll Errors/Audits with Solution Proposals
No Yes
Admins can Forward Validations to Coworkers or Reinsert them back into the Queue
No Yes
Graphical View of Entire Process No Yes Rapid Deployment Solution (RDS) Available for Fast Tracked Deployment
Yes (Copy SAP Delivered Process Models)
Yes
Definable KPIs via Embedded Analytics No Yes
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Payroll Control Center Components
• Two major components s PCC for Payroll Process Manager – Manage the payroll process, allocate tasks to
Administrators s PCC for Payroll Administrator – Carry out payroll activities
Source: SAP
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PCC – Payroll Manager View
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Errors assigned to Payroll Administrator
PCC – Payroll Administrator View
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Payroll Reporting within Advanced Reporting
• This feature allows you to extract EC Payroll results and import them into EC for reporting purposes using a standard-delivered extract
Source: SAP
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Payroll Results Export from ECP to EC
New program PAOCF_EC_ExportPayrollResults extracts pay results data from Employee Central Payroll
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Payroll Results Import into EC
Source: SAP
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Payroll Results: Demonstration of Sample Reports
Source: SAP
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Integration Center
• What is Integration Center? s Allows non-technical users to build, deploy, and monitor simple file-based integrations
to third parties s Build customized file extracts accessing SAP SuccessFactors OData APIs s Files can be sent to a configured SFTP server location
• Browse pre-configured integrations from the Integration Catalog • Create a new integration from scratch • Import an integration from a file • Monitor integrations
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Creating an Integration - Options
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Enter integration name, description, file type, field delimiter, and header and footer information.
Integration Options Page
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Add or remove fields, format fields, etc.
Integration Output Formatting
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Enter destination settings for the SFTP server, folder and file information and login credentials
Integration Destination Info
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Review and either run immediately or save scheduled run.
Integration Completion
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What We’ll Cover
• Key business drivers behind our implementation • About our solution • Lessons learned • Importance of integration strategy and demonstration of tools • System enhancements and demonstration • Wrap-up
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Where to Find More Information
• http://community.successfactors.com * s Interact with product experts and other users on product information, enhancements,
and troubleshooting* • http://community.successfactors.com/t5/Employee-Central-Product/bg-p/
EmployeeCentralProductResources * s Quarterly release webinars and articles *
• https://service.sap.com/ec-ondemand ** s Current implementation guides (important to check each quarterly release) *
• https://help.sap.com/hr_ecpayroll s Employee Central Payroll on the SAP Help Portal – Employee Central Payroll Service
Catalog defines customer vs. Cloud Operations roles and responsibilities * * Requires SAP Connect user ID and password ** Requires login credentials to the SAP Service Marketplace
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7 Key Points to Take Home
• Keep it simple and out of the box for best chance of success, work within currently delivered application framework and functionality
• Moving to the cloud is a shift from purely application development project to integration project
• EC and ECP (and other third-party applications) work as a single end-to-end application, do not work with them in isolation
• Get familiar with ECP service catalog and who is responsible for what and what this means in terms of project staffing
• Cloud is a new world in terms of update paradigms; quarterly release cycles mean a change in mentality regarding missing and new functionality, more frequent testing, and change management
• Provide feedback/suggestions for enhancements via community.successfactors.com website – they listen!
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