Implementing and Managing a Contingent Workforce

Contingent Workforce Management:

Contingent Workforce Management is one of the important features in Employee Central that's designed to give a complete view of your contingent workforce.

Managing contingent workers is a challenging task, especially when the headcount is large. With the usual practice of maintaining contingent worker data outside of your core HRIS system, getting your arms around this elusive workforce to know that about their work location, assignments, trainings, supervisor details, and other related information can be daunting.

Employee Central helps you address these concerns by enabling you to manage your contingent workforce just like the regular employees in your company.

Who Are Contingent Workers?

Contingent workers are a part of the workforce that is externally sourced, and therefore not a part of your company. They can be freelancers or independent contractors. Contingent Workers are generally outsourced through vendors in partnership with your company, on a contract basis.

Key Advantages of Using Contingent Workforce Management in Employee Central:

While Employee Central helps you manage your full-time employees, Contingent Workforce Management provides

some key capabilities that enable you to perform an innumerable task to effectively manage contingent workers at your company.

Using Contingent Workforce Management with Employee Central enables you to:

• Create a common place for information about all employees (regular and contingent), in your company.
• Create workforce metrics and reporting, identify labour-related trends in your organization, and provide a holistic view of labour for Executives and HR professionals.
• Extend select HR processes to contingent workers.
• Create open contingent requisitions using Position Management.
• Convert a contingent worker to a permanent employee.
• Convert an employee to a contingent worker.
• Create customized reports with or without contingent worker information, as required.

Integration and Collaboration with Other Applications:

You can integrate Contingent Workforce Management with external labour and service procurement applications like SAP Fieldglass to:

• Create and maintain a vendor list.
• Procure, manage, and optimize the contingent workforce.
• Improve talent and service quality.
• Mitigate risks and ensure policy compliance.

You can also collaborate with other in-house applications like:

• Organization Chart, to view contingent workers in your company hierarchy.
• Mobile, to enable contingent workers to perform HR-related tasks conveniently and efficiently.
• Learning, to improve talent management, align learning outcomes with performance goals, enhance compliance.
• Jam, to include contingent workers in your enterprise social network.
• Job Profile Builder, to build complete job profiles with multiple content types.
• Service Center, to provide contingent workers a channel to resolve their HR-related queries.
• Visa and Permits Management, for contingent workforce visa and permit management.
• Operational Headcount Planning, to create workforce plans for employees and contingent workers alike, and update them based on your business requirement.

Role-Based Permissions for Contingent Workforce Management:

Permissions to enable different participants to perform tasks according to their roles.

Setting Up Contingent Workforce Management:

SAP Best Practices provide a set of recommended HR business configurations, designed to help customers get the most out of their SAP SuccessFactors footprint. These best practices are useful when implementing the solution for new customers. The instruction set includes an interactive process simulation, test scripts, a process flow to guide you how the software works as standard and so on.

Key Benefits of SAP Best Practices:

• Automated, free-of-cost pre-configuration that shortens time-to-value for customers, and allows a quick move to the cloud.
• Ability to run the business process instantly for customer showcases.
• Leading Practices content based on experience and learnings from customer projects.
• Modular and flexible deployment of configuration data where you can select only the configurations required by customers.
• Regularly updated content with new features, localization, and modules released with the SAP SuccessFactors releases.

Procedure:

1. Go to Provisioning.
2. Select your company from the list.
3. Select Company Settings.
4. Select Enable SAP Best Practices in Upgrade Center.
5. Save the settings.

Next Step:

Go to Admin Center > Upgrade Center and initiate the upgrades.

Implementing Contingent Workforce Management:

To configure Contingent Workforce Management in your Employee Central instance, you must perform a series of steps in the recommended sequence.

Procedure:

1. Enable Contingent Workforce Management.
2. Create a person type for contingent workers under the required HRIS elements.
3. Configure Employment Information for contingent workers.
4. Create a dynamic user group for contingent workers.
5. Import the standard events in Contingent Workforce Management.
6. Create event reasons for the standard events.
7. Configure the standard data object for contingent workforce vendors and create vendor data.
8. Configure the standard data object for Work Orders and create a configurable UI to add Work Order information to People Profile.
9. Set up email notifications.
10. Enable compatible solutions like Learning Management System (LMS) to mark users as contingent workers.
11. Configure a duplicate check while hiring or rehiring contingent workers.
12. (Optional) Perform additional configurations as required.

Enabling Contingent Workforce Management:

Set up your Employee Central instance to manage contingent workers by enabling the feature in Admin Center.

Prerequisites:

• People Profile (version 3) must be enabled.
• You must have the Employee Central Feature Settings permission.

?Procedure:

1. Go to Admin Center > Manage Employee Central Settings.
2. Under Person, Employment and Worker Type section, select Contingent Workers.
3. Save your changes.

Creating a Person Type for Contingent Workers:

Classify information specific to contingent workers by creating a person type in supported HRIS elements.

You can configure the following HRIS elements to create a person type for contingent workers. By doing so, you can manage the information to be made available for contingent workers in different areas of the application such as the People Profile.

HRIS Elements Supporting Contingent Worker Person Type:

Procedure:

1. Go to Admin Center > Manage Business Configuration.
2. Expand the structure of the HRIS element for which you want to create a contingent worker person type, and select Configure New Person Type.
3. Save your changes.

Use Cases: Person Type Configuration for Contingent Workers

Common use cases for creating a person type for contingent workers.

Go to Admin Center > Manage Business Configuration page to check and verify any of the following use cases.

Enabling a Field for Employees and Disabling the Field for Contingent Workers:

Prerequisite: A person type configuration for contingent workers is created in the respective HRIS element.

Example: If you want the <FTE> field in Job Information enabled for employees and disabled for contingent workers.

1. Select the Job Information HRIS element.
2. Enable the <fte> field and save the setting.
3. Select the person type configuration for contingent workers under the Job Information HRIS element.
4. Disable the <fte> field and save the setting.

Disabling a Field for Employees and Enabling the Field for Contingent Workers:

Prerequisite: A basic business rule is created with 'Job Information' as the base object, with logic about disabling specific fields for employees and enabling them for contingent workers.

Example: If you want the <cost-center> field in Job Information disabled for employees and enabled for contingent workers.

1. Select the Job Information HRIS element.
2. Enable the <cost-center> field and save the setting.
3. Select the person type configuration for contingent workers under the Job Information HRIS element.
4. Enable the <cost-center> field and save the setting.
5. Go to the Trigger Rules section in the Job Information HRIS element.
6. Attach the business rule by selecting Job Information as the base object, onInit as the rule type.
7. Select the business rule from the Rules dropdown, and enabling the rule.
8. Save the setting.

Adding and Enabling Custom Fields for Contingent Workers:

Example: If you want to add a custom field <custom-string6> to the person type configuration for contingent workers in Job Information.

1. Select the Job Information HRIS element.
2. Add the custom field to the list, enable it and save the setting.
3. Select the person type configuration for contingent workers under the Job Information HRIS element.
4. Add the custom field to the list, enable it and save the setting.

Enabling a Field for Employees and Disabling for Contingent Workers for One Country/Region, but Enabling the Field for Another Country/Region:

Prerequisite: Country/region-specific configuration and person type configuration for contingent workers is created in the respective HRIS element.

Example: If you want the <custom-date1> field in Job Information enabled for employees and disabled for contingent workers in the USA, but enabled for all users in Germany,

1. Go to the country/region-specific configuration for USA under Job Information HRIS element, enable the <custom-date1> field, and save the setting.
2. Go to the person type configuration for contingent workers in USA under Job Information HRIS element, disable the <custom-date1> field, and save the setting.
3. Go to the country/ region-specific configuration for Germany under Job Information HRIS element, enable the <custom-date1> field, and save the setting.
4. Go to the person type configuration for contingent workers in Germany under Job Information HRIS element, enable the <custom-date1> field, and save the setting.

Enabling a Field for Employees and Contingent Workers in One Country/Region, but Disabling only for Contingent Workers in Another Country/Region:

Prerequisite: Country/region-specific configuration and person type configuration for contingent workers is created in the respective HRIS element.

Example: If you want the <custom-string14> field in Job Information enabled for all users in the USA, but disabled only for contingent workers in Germany.

1. Go to the country/region-specific configuration for USA under Job Information HRIS element, enable the <custom-string14> field, and save the setting.
2. Go to the person type configuration for contingent workers in USA under Job Information HRIS element, enable the <custom-string14> field, and save the setting.
3. Go to the country/region-specific configuration for Germany under Job Information HRIS element, disable the <custom-string14> field, and save the setting.
4. Go to the person type configuration for contingent workers in Germany under Job Information HRIS element, disable the <custom-string14> field, and save the setting.

Disabling a Field for Employees and Enabling the Field for Contingent Workers in One Country/Region, but Disabling the Field for All Users in Another Country/Region:

Prerequisite: Country/region-specific configuration and person type configuration for contingent workers is created in the respective HRIS element.

Example: If you want the <custom-double8> field in Job Information disabled for employees and enabled for contingent workers in the USA, but disabled for all users in Germany.

1. Go to the country/region-specific configuration for USA under Job Information HRIS element, enable the <custom-double8> field, and save the setting.
2. Go to the person type configuration for contingent workers in USA under Job Information HRIS element, enable the <custom-double8> field, and save the setting.
3. Go to the country/region-specific configuration for USA under Job Information HRIS element, disable the <custom-double8> field, and save the setting.
4. Go to the country/region-specific configuration for Germany under Job Information HRIS element, disable the <custom-double8> field, and save the setting.
5. Go to the person type configuration for contingent workers in Germany under Job Information HRIS element, disable the <custom-double8> field, and save the setting.

Adding and Enabling a Custom Field Only for All Users in One Country/Region:

Example: If you want the <custom-string2> field in Job Information enabled for all users in USA.

1. Select the Job Information HRIS element.
2. Add the custom field to the list, enable it and save the setting.
3. Go to the country/region-specific configuration for USA under Job Information HRIS element, enable the <custom-string2> field, and save the setting.
4. Go to person type configuration for contingent workers in USA under Job Information HRIS element, enable the <custom-string2> field, and save the setting.

Configuring Employment Information for Contingent Workers:

After configuring a person type for contingent workers in the required HRIS elements, the next step is to configure the employmentInfo HRIS element to identify contingent workers.

In Employee Central, different processes identify contingent workers by referring to a standard field <IsContingentWorker>. You can add, enable, and configure the field's attributes in employmentInfo HRIS element.

Procedure:

1.?Go to Admin Center > Manage Business Configuration.

2.?Select the employmentInfo HRIS element.

3.?Add the IsContingentWorker field, provide an appropriate label, and enable the field.

4. Select Details to define the field attributes as follows:

5.?Save your changes.

Ensure that this field value is set to Yes for contingent workers and No for employees in their respective profiles for compliance purposes.

Creating a Dynamic User Group for Contingent Workers:

Setup permission groups specific to contingent workers in your company by creating a dynamic user group.

A dynamic user group allows you to filter a group of users from the rest. Dynamic user groups are generated automatically when the attributes of employees match the selection criteria. You can define a dynamic user group for contingent workers from the Business Configuration UI.

Procedure:

1. Go to Admin Center > Manage Business Configuration.
2. Under Filters, select Dynamic Group Filters > Create New.
3. Enable the filter.
4. Select the Filter type as My Filter or Permission Group Filter, and select Details.
5. In the HRIS Elements section, select the HRIS element you want to configure from the dropdown, and select Details.
6. In the HRIS Field Reference section, select the Field ID corresponding to isContingentWorker.
7. Save your setting.

Next Steps:

Go to Admin Center > Manage Permission Groups to:

1. Create a dynamic permission group for contingent workers from Employee Central, and SAP Fieldglass respectively.

Note: Use the <isContingentWorker> and <Source of Record> fields to define inclusion or exclusion criteria for contingent workers.

1. Create permission roles for contingent workers.
2. Assign target population to the roles.

Adding Standard Contingent Workforce Management Events:

Before you configure event reasons for hiring, rehiring, and terminating contingent workers, you must first add the standard events to the source picklist by importing the required data.

There are two standard events in Contingent Workforce Management:

1. Start Contingent Worker (SCWK), associated with hire and rehire activities.
2. End Contingent Worker (ECWK), associated with termination activities.

These events must be added as picklist values to the source Events picklist, so that you can create event reasons out of them.

Procedure:

1.?Go to Admin Center > Import and Export Data.

2.?Select Export Data from the dropdown.

3.?Select the Picklist generic object.

4.?Choose not to select all data records in the export file. The default value is Yes.

5.?Select the Event object.

6.?Export the data. A job is initiated.

7.?Extract the contents of the downloaded file. Check that Picklist-Values.csv file is present.

8. Open Picklist-Values.csv and add entries for SCWK and ECWK events. Refer to the following table for more information.

9.?Save your changes. Compress the file along with the other files into a zip file.

10.?Go to Admin Center > Import and Export Data.

11.?Select Import Data from the dropdown.

12.?Select the ZIP File option.

13.?Select the file to upload.

14.?Import the data.

Creating Event Reasons for Standard Events in Contingent Workforce Management:

Event reason is a required attribute when you hire, rehire, or terminate contingent workers.

Procedure:

1.?Go to Admin Center > Manage Organization, Pay and Job Structures.

2.?Select Event Reason from the Create New dropdown.

3.?Select an effective date when you want the event reason to be active.

4.?Enter an event reason identifier, name, and description. To add a translation to the event reason name and description, select the icon next to the respective field.

5.?Select an event corresponding to the event reason you’re creating. For event reason belonging to start contingent worker event, select SCWK. For event reason belonging to end contingent worker event, select ECWK.

6.?Select the employee status for association with the event reason.

• For SCWK event, select Active.
• For ECWK event, select Inactive.

7.?Save the configuration.

Known Issues with Picklists:

Legacy Employee Central picklists have been migrated to MDF picklists. All picklists are now managed in the Picklist Center.

Contingent Workforce Vendors:

Vendors are workforce distributors entrusted with the staffing responsibilities in your company.

Each contingent worker in your company belongs to a Vendor. As part of your Contingent Workforce Program to source and secure talent, you may have contracts established with a single vendor or multiple vendors. While having a right team of staffing vendors is important, structuring them accordingly has equal significance.

The contingent worker hiring process regards vendor information as a mandatory requirement. You can create vendor data manually or through data imports.

Vendor data is stored in a Metadata Framework object.

• Configuring the Vendor Info Object: Modify the standard data object as per your company's standards and requirements.
• Creating Vendor Info Records from the UI: Maintain records of multiple vendors staffing contingent workforce to your company.
• Importing Vendor Info Records: Maintain records of multiple vendors staffing contingent workforce to your company.

Configuring the Vendor Info Object:

Vendor Info is a standard data object available by default with Contingent Workforce Management. It's Pre-configured to collect only the basic and necessary vendor information.

Procedure:

1. Go to Admin Center > Configure Object Definitions.
2. Select Object Definition from the first dropdown, and VendorInfo from the second dropdown. The vendor info object is displayed in its current configuration.
3. Select Take Action > Make Correction.
4. Configure the object as per your requirement.
5. Save the object.

Creating Vendor Info Records from the UI:

You can create a Vendor Info record from the UI, one at a time. If you want to add multiple records, you can import the data instead.

Procedure:

1.?Go to Admin Center > Manage Data.

2.?From the Create New dropdown, select VendorInfo.

3. Enter the required details.

4.?Save your changes.

Importing Vendor Info Records:

Maintain records of multiple vendors staffing contingent workforce to your company.

When you have multiple vendor info records to add, the recommended method is to import the data.

Procedure:

1. Go to Admin Center > Import and Export Data.
2. Select Download Template as the action to perform.
3. Select the VendorInfo generic object.
4. Don't include dependencies, immutable IDs, and do not exclude reference objects.
5. Download the template.
6. Open the file and enter the vendor data. Save your changes.
7. On the Admin Center > Import and Export Data page, select Import Data as the action to perform.
8. Select the VendorInfo generic object.
9. Attach the file prepared with data to import.
10. Import the data.

Work Orders:

A Work Order is basically a stipulated contract established between the vendor providing the contingent workforce, and your company.

Work order creation is an integral part of the contingent worker hiring process. When you hire contingent worker, you also create a Work Order record. The Work Order record has start and end dates, which indicate the duration of the contract. If the end date of the contract is reached, the contingent worker record is automatically terminated unless the end date is extended.

• Configuring the Work Order Data Object: Modify the standard data object as per your company's standards and requirements.
• Configuring the UI Definition for Work Orders: Manage how the Work Order block appears on the contingent worker hiring wizard and the People Profile.
• Creating a Contingent Worker Type Picklist: Define a list of values to select the type of contingent worker as part of the hiring process.
• Configuring People Profile to Show Work Order Information: Add a custom block to your People Profile configuration to display Work Order Information of contingent workers.

Configuring the Work Order Data Object:

Work order is a standard data object available by default with Contingent Workforce Management. It's pre-configured to collect only the basic and necessary Work order related information.

Procedure:

1. Go to Admin Center > Configure Object Definitions.
2. Select Object Definition from the first dropdown, and Work Order from the second dropdown. The Work Order object is displayed in its current configuration.
3. Select Take Action > Make Correction.
4. Configure the data object as per your requirement.
5. Save your changes.

Work Order: Data Object Table

Following is a list of fields available with the standard Work order data object.

Configuring the UI Definition for Work Orders:

As an Administrator, you can create and configure a UI to define the Work order block to collect and display information as per your requirement.

Procedure:

1.?Go to Admin Center > Manage Configuration UI.

2.?Create a new UI configuration and enter WorkOrderPortletForAddNewCWF as the ID of the UI configuration.

3.?Select Work Order as the base object. A default list of standard fields in the Work Order object is displayed.

4.?Review the default configuration and take actions as necessary.

The following fields are set as required by default and this property can’t be changed.

• Start Date
• Work Order Name
• Work Order ID
• User ID
• Effective Status
• Vendor
• Effective Start Date
• End Date

5.?Edit the User ID and Effective Start Date fields by hovering over the respective fields and selecting the 'pencil' icon. Ensure that these fields are marked as not visible.

6.?Save your changes.

Creating a Contingent Worker Type Picklist:

Define a list of values to select the type of contingent worker as part of the hiring process.

If there are different types of contingent workers in your company like Profile Worker, Statement of Work (SOW), and so on, you can create a picklist and add it to your Work order object definition. Thereafter, you can also make it available for selection on the UI during the hiring process.

Note: If you use SAP Fieldglass integration, you must create external codes for the different contingent worker types using SAP Fieldglass values.

Procedure:

1. Go to Admin Center > Picklist Center.
2. Select + (Create a picklist) to create a new picklist.
3. Enter WorkerType as the Code.
4. Set the display order as Alphabetical.
5. Set the picklist status as Active and the effective date as the current date.
6. Save your changes.
7. To add values to the picklist, select + (Add a new value).
8. Enter External Code and Label for the picklist value. You can also add translations to the label value.
9. Save your changes.

Adding the Contingent Worker Type Picklist to the Work Order Data Object:

Associate the contingent worker type picklist with the corresponding standard field in the Work order data object.

After creating a worker type picklist for contingent workers, you must associate it with the respective field in your Work order data object to take effect.

Procedure:

1. Go to Admin Center > Configure Object Definitions.
2. Select Object Definition from the first dropdown, and Work Order from the second dropdown. The Work Order object is displayed in its current configuration.
3. Select Take Action > Make Correction.
4. Select Details to view the attributes of the workerType field.
5. Enter the external code of your worker type picklist in the Valid Values Source field.
6. Select Finished to apply the change.
7. Save the data object.

Adding the Contingent Worker Type Picklist to the UI:

Associate the contingent worker type picklist with the corresponding field in your Work order UI configuration.

After creating a worker type picklist for contingent workers, you must associate it with the respective field in your Work order UI configuration to take effect.

Procedure:

1. Go to Admin Center > Manage Configuration UI.
2. Search and select the WorkOrderPortletForAddNewCWF UI.
3. Select the 'pencil' icon next to the Worker Type field to edit the field properties.
4. Enter the external code of your worker type picklist in the Value Type Resolver field and select the value from the dropdown.
5. Apply the change by selecting OK.
6. Save your changes.

Configuring People Profile to Show Work Order Information:

Add a custom block to your People Profile configuration to display Work Order Information of contingent workers.

Procedure:

1.?Go to Admin Center > Configure People Profile.

Your existing configuration is displayed.

2.?Add the Live Profile MDF Information block to any section in your People Profile configuration, or create a new section for contingent workers.

This block is available in the Custom Blocks subsection under the Available Blocks section.

3.?Edit the properties of the custom block. Select WorkOrderPortletForAddNewCWF from the MDF Screen ID dropdown.

4.?Save your changes.

Setting Up Email Notifications:

Set up notifications to be sent to contingent workers for different events during the hiring or rehiring process.

You can configure to send notifications in the following scenarios:

• When a contingent worker is hired using Add contingent worker/ Imports/ APIs.
• When a contingent worker is rehired as a contingent worker.
• When a regular employee is rehired as a contingent worker.

?Notifications aren’t sent if:

• The recipient doesn’t have a proper business email address.
• Work order dates are modified after the contingent worker is hired.
• The contingent worker is hired with a work order end date in the past.
• The contingent worker is hired on a future date.

Procedure:

1.?Go to Admin Center > E-mail Notification Template Settings.

2.?Under Email Notification Templates, there are two templates available for contingent workers:

• Welcome message for contingent workers
• Contingent Workers Recruit Notification

3.?Click on any template to see the standard configuration and make modifications. You can configure details to include in email notifications sent to different users like contingent workers, supervisors, Work order owners, and so on.

4.?Save your changes.

Setting Up Notification of an Expired Work Order:

Configure a business rule to get notified whenever a work order expires.

Procedure:

1.?In the Admin Center, go to Configure Business Rules and create a basic rule with Work Order as the base object.

2.?Configure the business rule so that there is no precondition, and it always executes the Trigger Work Order Expiration Event.

3.?Create an Off Cycle batch object to fetch expired work orders based on your business requirement, and associate the business rule created in the preceding step.

Example:

4.?Create and schedule a batch job of type BizX Daily Rules Processing Batch in Provisioning.

Contingent Worker E-Mail Template: Supported Tags

Standard tags available for use in email templates for contingent workers.

In case the tags supplied in the email template doesn't find any corresponding value for it, then the email simply shows the tag.

Marking Employees as Contingent Workers in Non-Employee Central Systems:

Currently you can only create contingent workers in Employee Central (EC). However, in non-EC systems like Learning (LMS) and Talent there are other ways you can mark someone as a contingent worker in order to distinguish them from regular employees.

Option #1: Run Employee Export Job (Recommended)

1. In Provisioning, create an employee export job and select the checkbox Required for SuccessFactors Learning sync and SAP Jam manual sync.
2. Run the job.

In the resulting employee export CSV file, you'll see a new column called EXTERNAL_WORKER in which contingent workers are marked with Y.

Option #2: Use the "Employee Class" Field to Indicate Contingent Workers

1.?Enable the Employee Class field in Employee Central.

a.?Go to Manage Business Configuration > Employee Profile > User Info > employeeClass.

b.?Set the Enabled field to Yes.

2.?Sync the Employee Class field in Job Information to the user info field employeeClass.

a.?Go to Manage Business Configuration > Employee Central > Job Information.

b.?Under Employee Class, choose Details.

c.?Scroll down to HRIS sync to user info, choose employeeClass from the dropdown list, and then save.

3.?Go to Provisioning > Schedule and run the Live Profile Export job.

4.?In the resulting log file you'll see the Employee Class column, which indicates what type of worker the employee is. Contingent workers will be indicated with the value contractor.

Configuring a Duplicate Check for Existing Users:

Check whether a user record already exists while rehiring contingent workers.

A default configuration to check for duplicate users is available in Employee Central. But you can create a custom configuration by modifying the standard generic object.

By configuring a duplicate user check while rehiring contingent workers, you can:

• Review existing data from previous employment such as Personal Information, Job Information, and Compensation Information while rehiring contingent users.
• Define an event reason used for end-dated payments feature in the Compensation block.
• Search users using national ID.
• Automatically generate user ID using rules.

Procedure:

1. Go to Admin Center > Manage Data.
2. Create a new Recruit/Rehire Configuration.
3. (Optional) Configure a rule to dynamically generate a new user ID while rehiring contingent workers.
4. Save the settings.

Additional Configurations:

After performing the required tasks to implement Contingent Workforce Management, you can perform the following optional configurations depending on your requirement.

• Business Rules in Contingent Workforce Management: Business rules contain logic for instructing the system to carry out various operations when data is viewed, changed or saved.
• Renaming the Standard Label for Contingent Workers: Change the default label that appears on the Org Chart and People Profile to something suitable for contingent workers in your company.
• Check Tool for Contingent Workforce Management: Check tool is a feature that identifies and highlights potential issues with your application along with viable solutions to help you resolve them by yourself.
• Adding Live Profile User Information for Contingent Workers: Display information typically not available on contingent workers profiles by adding a custom block to the People Profile.
• Hiding Contingent Workers on the Company Organization Chart: You can hide contingent workers on the Company Organization Chart.

Business Rules in Contingent Workforce Management:

There can be many scenarios where you must manually perform certain tasks as a result of changes brought about by a certain process. Such scenarios can include but not limited to:

• Show customized fields while hiring contingent workers based on country.
• Validate work order details
• Manage UI information on a case to case basis. Example: Show certain information for regular employees and hide certain information for contingent workers.
• Synchronize data between work order and job information.

Business rules bring a certain level of automation and help you manage contingent worker data in your system much more effectively. You can customize the application the way you want, and create an instance unique to your organization.

To begin creating business rules, go to Admin Center > Configure Business Rules.

Renaming the Standard Label for Contingent Workers:

Change the default label that appears on the Org Chart and People Profile to something suitable for contingent workers in your company.

Procedure:

1. Go to Admin Center > Manage Languages.
2. Select Action > Add custom locale against the desired language.
3. Enter a name for the custom language pack and select OK.
4. Save your changes.

The custom language pack gets appended to the selected language pack.

1. Select Action > Download default labels against the original language pack.

The default labels are downloaded in a CSV file.

6.?Open the CSV file, search for the labels you want to customize, and copy the entries into a new CSV file.

7. Enter the new label in the ECT_CONTINGENT_WORKER key and save the CSV file.

8.?On the Manage Languages page, select Actions > Upload custom labels against the custom language pack and upload the new CSV file you created.

9.?Save your changes once the upload completes.

Adding Live Profile User Information for Contingent Workers:

Display information typically not available on contingent workers profiles by adding a custom block to the People Profile.

In Employee Central, there's limited information shown for contingent workers on the People Profile, which implies that you can only view and edit information that's available. To modify other details, you must import the required data using different methods such as OData APIs or Employee Central Imports.

For quick and efficient data management, you can now customize the People Profile to display information that is otherwise not visible on contingent worker profiles.

Procedure:

1.?Go to Admin Center > Configure People Profile.

2.?Search for Live Profile User Information block under the Available Blocks column.

Live Profile User Information is grouped under Custom Blocks.

3.?Drag and drop the custom block at a suitable place in the Personal Information section.

4.?Select the Live Profile User Information custom block, provide an appropriate title, description, and select the required fields to display on the block from the User Fields dropdown.

5.?Save the changes.

Hiding Contingent Workers on the Company Organization Chart:

You can hide contingent workers on the Company Organization Chart.

Procedure:

1. Go to Admin Center > Company Settings > Org Chart Configuration.
2. Go to the Basic org chart tab.
3. Select the Hide Contingent Workers in the V12 Org Chart option.
4. Save your changes.

Note: If contingent workers are hidden on the Company Organization Chart, the total number of direct reports of a manager doesn’t include the contingent workers.

Hiring a Contingent Worker:

Add contingent worker details in Employee Central by creating a new profile as a part of the hiring process.

Procedure:

1.?Go to Admin Center > Add Contingent Worker.

2.?Begin by adding Identity Information.

The Identity Information of contingent workers includes details such as the Recruit Date, Company, Event Reason, Name Information, Employee Information, and so on.

3.?Continue to the next step to add Personal Information.

The Personal Information of contingent workers includes details such as the Email Information, Phone Information, Addresses, Primary Emergency Contact, and so on.

4.?Continue to the next step to add Contingent Worker Assignment Information.

The Contingent Worker Assignment Information includes details such as the Target Position, Organizational Information, Job Information, Employment Details, and so on.

5.?Continue to the next step to add Work Order Information.

Refer to the following table for details about some notable fields.

6.?Save the entry.

Configurable New Hire:

You can flexibly configure the hiring process to cater to different needs for your workforce. You can create effective-dated templates for specific hiring scenarios, for example, for seasonal workers, interns, or full-time employees.

To simplify the hiring process, you can create templates with only the blocks needed for the type of employment you are hiring for. The template allows you to add standard and custom MDF objects to the configuration. Custom MDF objects allow you to customize the template by adding fields.

The template is a collection of pages, where each page is a collection of HRIS elements and/or user-defined configuration UIs. The configuration UIs are not pre-delivered - you need to define them yourself.

You can define the order of the objects and even remove some entities that aren't required for the template. The template can hold only a maximum of 30 standard and custom MDF objects and Employee Central HRIS elements - in total - contained between 2 and 10 pages. One-page templates are not allowed by the system.

The template is supported in the following processes:

• Add New Employee
• Add New Employee for Fixed Term
• Rehire Inactive Employee (all scenarios)
• Manage Pending Hires

When a draft is started from Add New Employee and saved, the employee will appear under Drafts in Manage Pending Hires for Employee Central new hires. For any Add New Employee drafts saved, the hire template selected earlier will be shown and saved.

• Add Contingent Worker

The process to create a hire template is as follows:

1.?Check the Hire Template MDF object.

This effective-dated object is pre-delivered by SAP SuccessFactors. You can edit it to change labels. This object is not visible for the API.

Ensure the Security field is set to Yes.

We do not recommend that you add custom fields to this object. Custom fields should only be added in custom MDF objects.

2.?Assign permissions to admins to create and use the templates.

3.?Create the hire templates for the specific hiring scenarios for your company.

4.?Optionally, assign permissions to specific templates to groups of admins and hiring managers. Permission can be granted either for all templates or individually selected.

Once a template is created, the list in the Admin Center > Manage Permission Roles > Manage Hires > Manage Hire Configuration Templates section for the permission role is automatically updated by the system to include the name of the template.

5.?Use the template during the hiring process.

6.?Optionally, delete a template or set it to inactive once it is no longer necessary. This is only possible if the template is not used in a saved draft or in a pending workflow.

Configuring a Hire Template:

Configure the hire template to have a flexible configuration that meets your specific hiring needs.

The template allows you to add standard and custom MDF objects to the configuration. The template only supports user-based MDF objects that have Configuration UIs assigned to them. A user-based MDF object means that the external code of the MDF object is set to Data Type = User.

The template must include Name Information, Personal Information, Biographical Information, Job Information, and Employment Information. Add MDF objects as needed in new sections.

Identity always remains the first section, but MDF object sections can be arranged to follow. Personal Information and Global Information are shown together. Similarly, in Employment Information, Compensation Information, Recurring Pay Component, and Non-Recurring Pay Component Information are shown together.

You can add, remove, and reorder the new hire standard blocks, such as to exclude Dependents or Global Information.

You can add, remove, and reorder standard MDF objects, such as Payment Information.

You can add, remove, and reorder custom MDF objects.

Procedure:

1.?Go to Admin Center > Configure Object Definitions.

2.?Select Object Definitions > Hire Template to check the MDF object.

You can edit it to change labels.

We do not recommend that you add custom fields to this object. Custom fields should only be added in custom MDF objects.

Ensure the Security field is set to Yes.

3.?Go to Admin Center > Manage Data.

4.?Select Create New > Hire Template.

5.?Add the required information:

• Template ID: Add an ID for the template

You can’t use the term "Standard" since that is taken by the system.

• Effective Start Date: Select the date on which the template is to be effective.
• Effective Status: Select Active or Inactive
• Name: Add a name for the template

Generally, this name can be the same name as the template ID.

• EC Hire Type: Select the required type. Currently only Employee is supported.

6.?Add the first step for the template for the Add New Employee page.

a.?The first step is to create the Identity Information.

b.?Select Details for the identity step to add the HRIS blocks.

c.?Add the blocks to be included, for example, Name Information, Biographical Information, Person Information, and Employment ID.

• If national ID is configured, it must also be included on the first step.
• Job Information is mandatory for a template but isn’t allowed on the first step.

d.?Set the block type: Select HRIS Element or Configuration UI.

e.?Select either the corresponding Employee Central HRIS block or the MDF block.

f.??Add other blocks as needed.

g.?Select Done to save your changes.

7.?Add the second step, for example, for Employment Information and Job Information.

8.?Add other steps as needed for required data, up to 10 steps.

9.?Optionally, for data privacy, you can choose to hide MDF object information in the workflows. For the steps containing the MDF objects, select the step Details. In the popup, for the Show in Workflow field, select No.

10.?Save your changes or save a draft of the template to return to later.

Editing Contingent Worker Details:

You can change contingent worker details such as the Personal Information, Work Order information, and so on, directly from the UI by accessing their file. If there are multiple contingent worker records to modify, you can import the data instead.

Procedure:

1.?Log in to the application and search for the respective contingent worker profile.

2.?Select the pencil icon corresponding to a data block to make the required changes.

Alternatively, you can select the Actions menu to edit specific details such as Work Order Information, Organization Information and so on. There’s another method to edit Work Order information by selecting the Work Order History.

If you edit the Work Order dates (Start Date or End Date), the system automatically synchronizes corresponding Job and Employment Information.

3.?Save the changes.

Terminating a Contingent Worker:

Although the Work order end date to terminate a contingent worker is automatically calculated during the hiring process, you can choose a different date as necessary. This topic covers the process of changing the Work order end date from the People Profile.

Procedure:

1.?Log in to the application and search for the respective contingent worker profile.

2.?Go to the Work Order section, and select Edit Work Order.

You can also edit the Work order information by selecting the respective option from the Actions menu.

3.?Choose an End Date.

4.?Save the changes.

Reassigning Direct Reports of Inactive Contingent Workers:

Create a configuration to check if a terminated contingent worker has any direct reports, and reassign them accordingly.

Prerequisites:

You have created a job request type BizX Daily Rules Processing Batch in Provisioning.

The process of reassigning users directly reporting to an inactive contingent worker is governed by a batch processing job. During its first run, it looks for contingent worker records inactive from the day before the current date. The job can fetch data from a maximum of 30 days prior to the current date.

If there are backdated terminations of contingent workers within a period of 30 days, the job gathers this data and reassigns the managers of the direct reports.

As such, you must ensure the BizX Daily Rules Processing Batch job is properly scheduled.

Procedure:

1. Go to Admin Center > Company System and Logo Settings.
2. Select Enable Contingent Worker Job.
3. Save the setting.

Rehiring as a Contingent Worker:

If a person who worked as a contingent worker at your company qualifies for a new contingent worker role, you can rehire them in Employee Central. A contingent worker whose Work Order is expired is considerable for rehiring as well.

To rehire a contingent worker whose Work Order is expired, you must add a new Work Order.

Procedure:

1.?Go to Admin Center > Add Contingent Worker.

2.?Under Identity Information, enter the required details such as the Start Date, Company, Name Information, Employee Information, and other details like Biographical Information.

3.?Select Continue to go to the Personal Information section.

A popup dialog box appears notifying that an employee record matching the Identity Information already exists in the system, along with an option to accept the match.

4.?Select Accept Match and continue.

Details from existing records are retrieved.

5.?Enter the new Work Order information and save the changes.

Rehiring a Contingent Worker as a Full-Time Employee:

If a person who worked as a contingent worker at your company applies for the role of a full-time employee, you can rehire them provided the required criteria is met.

Procedure:

1.?Go to Admin Center > Add New Employee.

2.?Under Identity Information, enter the required details such as the Recruit Date, Company, Event Reason, Name Information, Employee Information, and so on.

3.?Select Continue to go to the Personal Information section.

A popup dialog box appears notifying that an employee record matching the Identity Information already exists in the system, along with an option to accept the match.

4.?Select Accept Match and continue.

Another popup dialog box appears notifying that the existing record belongs to a contingent worker, along with an option to hire as a regular employee.

5.?Select Yes to hire the applicant as a regular employee.

6.?Complete the hiring process by adding Personal Information, Job Information, and Compensation Information.

Rehiring a Full-Time Employee as a Contingent Worker:

If a person who worked as a regular employee at your company is to be staffed as a contingent worker, you can rehire them provided the required criteria is met.

Procedure:

1.?Go to Admin Center > Add Contingent Worker.

2.?Under Identity Information, enter the required details such as the Recruit Date, Company, Event Reason, Name Information, Employee Information, and so on.

3.?Select Continue to go to the Personal Information section.

A popup dialog box appears notifying that an employee record matching the Identity Information already exists in the system, along with an option to accept the match.

4.?Select Accept Match and continue.

Another popup dialog box appears notifying that the existing record belongs to a regular employee, along with an option to hire as a contingent worker.

5.?Select Yes to hire the applicant as a contingent worker.

6.?Complete the hiring process by adding Personal Information, Contingent Worker Assignment Information, and Work Order Information.

Adding a New Work Order:

Rehire an inactive contingent worker or assign an effective dated contract to an active contingent worker by adding a new Work Order.

When concurrent employment for contingent workers isn’t supported, a contingent worker can’t have multiple active Work Orders. But you can still add a new Work Order that is effective-dated (a start date in the future), which means it will become active after the currently active Work Order ends.

There are three methods to add a new Work Order in Employee Central.

1. The Add Contingent Worker wizard.
2. The People Profile.
3. Bulk importing contingent worker data.

Procedure:

1.?Log in to the application and open the contingent worker profile.

2.?Select Actions > New Work Order.

3.?Enter the required details to create a new Work Order beginning with the Start Date, Work Order ID.

The User ID field shows as required, but is read-only because the new Work Order is assigned to the existing user ID of the contingent worker.

4.?Select the Effective Status of the new Work Order.

The status must be Active if you’re rehiring an inactive contingent worker. But if you’re adding an effective dated Work order, the status must be Inactive.

5.?Select a Vendor from the dropdown.

If the desired vendor isn’t available in the dropdown, you can add a vendor by selecting + (Add Vendor) and providing the required vendor information.

6.?Enter the End Date.

7.?Save your changes.

Adding a New Assignment:

Adding a new assignment implies creating concurrent employment for contingent workers where they can have multiple active Work Orders each of which is a separate employment. Adding a new assignment to a contingent worker having an active Work Order also qualifies as a case of rehiring a contingent worker.

Prerequisites:

You’ve upgraded your system to support concurrent employment for contingent workers.

There are 3 methods to add a new assignment in Employee Central.

1. Add Contingent Worker page.
2. People Profile.
3. Importing contingent worker data.

Procedure:

1. Log in to the application and open the contingent worker profile.
2. Select Actions > Add Assignment.

The Add Contingent Assignment page appears.

1. Enter Identity Information before continuing to the next step.
2. Enter Contingent Worker Assignment Information to add details related to the new assignment.
3. Enter Work Order information.
4. Save your changes.

Deleting a Work Order:

You can delete a Work Order in an upgraded instance that supports Concurrent Employment for contingent workers, then the contingent worker isn't soft deleted from the system and only the following data is deleted, after you delete the Work Order:

• Work Order
• Job History
• Job Relationships

To reuse the existing employment after Work Order deletion for a new Work Order, you can use CSV Imports for the new Work Order against the existing User ID.

There are two methods to delete Work Order related information of contingent workers.

1. From the Admin Center > Manage Data page.
2. From the People Profile.

Procedure:

1. Go to Admin Center > Manage Data.
2. Select Work Order from the first search dropdown.
3. (Optional) You can choose to include inactive records, and select a date value to further streamline your search.
4. Enter the Work Order ID and select the Work Order from the second search dropdown.

The Work Order details are shown.

1. To delete a Work Order record, select Permanently Delete Entry from the Take Action menu.
2. Select Yes on the confirmation popup window.

Deleting a Work Order from the People Profile:

You can delete Work Order related information of a contingent worker directly from their profile.

Procedure:

1. Log into the application and search for the contingent worker whose Work Order you want to delete.
2. In the Employee Profile, go to the Work Order section and select Work Order: History.
3. Select the required timeslice from the list shown on the left side of the popup window.
4. Select Delete and confirm your action.

Importing Contingent Worker Data:

Hire, Rehire, or create concurrent employments for multiple contingent workers by importing data.

Data Import is a convenient and recommended approach for hiring or rehiring a large number of contingent workers. This method is also applicable for adding or updating contingent worker data.

Importing contingent worker data involves 3 steps:

1. Downloading the import file template.
2. Updating the file with the required data.
3. Uploading the file into the system.

Import Sequence When Concurrent Employment for Contingent Workers Is Enabled:

Import Sequence When Concurrent Employment for Contingent Workers Is Not Enabled.

Procedure:

1. Go to Admin Center > Import Employee Data.
2. Download the required import file template.
3. Prepare the import data.
4. Upload the file template to import data.

Importing Work Order Data:

Add or update multiple Work Orders conveniently by importing data.

Importing Work Order involves three steps:

1. Downloading a predefined import file template from the system.
2. Updating the template with the required data.
3. Uploading the template into the system.

Note: Deleting Work Order data is not supported with imports.

Procedure:

1.?To download the import template, go to Admin Center > Import and Export Data.

2.?Select Download Template as the action to perform.

3.?Download the template.

4.?Open the file and prepare the data to import in the prescribed format.

5.?To upload the template, select Import Data as the action to perform on the Import and Export Data page.

6.?Select one of the following options:

• CSV File, if you’ve downloaded the template excluding dependencies. Fill the form by referring to the following table:

• ZIP File, if you’ve downloaded the template including related dependencies. Attach the file to upload.

7.?Optional) Select Validate to verify the data.

8.?Import the data.

If successful, Work Order details are imported.

To check the import status, go to Admin Center > Monitor Job. If the job is completed, a clickable link Download Status is available against your job request.

Centralized Services with Contingent Worker Data Imports:

Centralized services bring process and security-related enhancements to contingent worker data imports.

With 1H 2021, Centralized services are enabled by default with Job Information data imports for contingent workers. They’re applicable irrespective of whether you’ve upgraded to support concurrent employment for contingent workers or not.

Given the requirement, you can choose to opt out using Centralized services by deselecting the Enable Centralized Services for Job Information switch on the Company System and Logo Settings page.

Enabling Concurrent Employment for Contingent Workers:

Set up and manage concurrent employments for contingent workers at your company.

Concurrent employment is when a person in your company has multiple employments at the same time.

Concurrent employment for contingent workers is available as an optional upgrade in Employee Central.

Procedure:

1. Go to Admin Center > Upgrade Center.
2. Select Learn More & Upgrade Now under Important Upgrades > Concurrent Employment for Contingent Workers.
3. Select Upgrade Now.

Follow the instructions in the Upgrade Center.

Note: Once enabled, the feature cannot be disabled.

With concurrent employment enabled,

• New Work orders are created automatically for each new employment. The following methods to manually add Work orders will longer be available.

a. The New Work Order option under the Actions menu of the Employee Profile.

b. Inserting a new record from the Work order history, from the Work Order block of the Employee Profile.

• Existing Work orders created on the same employment are unchanged.
• If a contingent worker doesn’t show up on the planned start date of their employment, but their data is already entered in the system, we recommend that you terminate the contingent worker in the system and then purge their data using the DRM tool.
• Purge import is supported only for users who have exactly one active Work order record in the import template. Data isn’t imported for users having two or more active Work order records in the template.

Forward Propagation of Contingent Worker Data:

Forward propagation implies that changes in field values of an object are cascaded or “propagated” to future dated records of the same object.

Your system can automatically calculate and update effective dated employee records when you add a new record. This tendency of forward propagation of data continues until the system finds a future dated record with a value different than the value being propagated.

Currently, forward propagation of data happens only when you modify the following data:

• Work order
• Job Information

Note: Business rules aren’t triggered when data is changed as a result of forward propagation.

Forward Data Propagation with Work Order?

Forward data propagation takes place when you modify the active Work order of contingent workers from their Employee Profiles or data imports (from UI or API). Data is propagated to the corresponding inactive Work order.

Forward propagation of data works only when you modify the following fields in the Work order data object.

• Billing Amount
• Billing Rate
• Currency
• Worker Type
• Work order Name
• Work order Owner
• Vendor

Forward Propagation with Concurrent employment not supported for contingent workers.

How Does Forward Propagation Work with Job Information?

Data changes, including date values, made on the UI or via data imports (from UI and API) are propagated until the next End Contingent Worker (ECWK) event record in Job Info. The changes do not propagate to the next set of Start Contingent Worker (SCWK) or ECWK event records in Job Info when there are multiple work orders.

Forward propagation is also applicable for changes made to job history.

Resolving Incompatibility of Existing Contingent Worker Data:

If you are using a different process to manage contingent workers, you must resolve data incompatibilities after upgrading to contingent workforce management feature in Employee Central.

The contingent worker data that is created and maintained in the system by your existing process will be incompatible with the new contingent workforce management feature in Employee Central. To ensure compatibility, you must:

1. Momentarily terminate existing contingent workers.
2. Rehire them again with a new employment. You can perform a mass rehire using the Admin Center > Import Employee Data tool. While rehiring, you must assign a new user ID with their new employment.

Note: After rehiring, you must create a new work order, add the job information with their new employment, and update their employment information.

Procedure:

1. Download a copy of the Termination Details template.
2. Prepare data to be imported in the system.
3. Upload the import file to the system.

Standard Reporting:

You can use the Contingent Worker Register advanced report to analyze your total workforce in Employee Central.

The Contingent Worker Register report provides an overview of the employment data of both, each employee and contingent worker along with their organizational details and manager assignment according to a particular date. For contingent worker's details of the work order and the vendor information are provided.

List of Fields Used in Employee Central:

Report Schema:

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Next week I will write article on how to integrate Employee Central with SAP Fieldglass.