Administration Guide | PUBLIC

Document Version: 1H 2022 – 2022-09-13

Implementing and Managing a Contingent

Workforce
© 2022 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Role-Based Permissions for Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3 Setting Up Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

4 Implementing Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

4.1 Enabling Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
4.2 Creating a Person Type for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Use Cases: Person Type Configuration for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
4.3 Configuring Employment Information for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
4.4 Creating a Dynamic User Group for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
4.5 Adding Standard Contingent Workforce Management Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Creating Event Reasons for Standard Events in Contingent Workforce Management. . . . . . . . . . . . . .25
Creating Business Rules for Contingent Worker Events. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Known Issues with Picklists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
4.6 Contingent Workforce Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Configuring the Vendor Info Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Creating Vendor Info Records from the UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Importing Vendor Info Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
4.7 Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Configuring the Work Order Data Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Configuring the UI Definition for Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Creating a Contingent Worker Type Picklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Configuring People Profile to Show Work Order Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
4.8 Setting Up Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Setting Up Notification of an Expired Work Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Contingent Worker E-Mail Template: Supported Tags. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
4.9 Marking Employees as Contingent Workers in Non-Employee Central Systems. . . . . . . . . . . . . . . . . . . .42
4.10 Configuring a Duplicate Check for Existing Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

5 Additional Configurations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5.1 Business Rules In Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Setting a Business Rule for Work Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Synchronizing Data Between Work Order and Job Information of Contingent Workers. . . . . . . . . . . . 47
Setting Up Validations for Employment Details of Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . 49
5.2 Renaming the Standard Label for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
5.3 Check Tool for Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Implementing and Managing a Contingent Workforce

2 PUBLIC Content
5.4 Adding Live Profile User Information for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
5.5 Hiding Contingent Workers on the Company Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

6 Contingent Workforce Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

6.1 Hiring a Contingent Worker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Configurable New Hire. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Configuring a Hire Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
6.2 Editing Contingent Worker Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
6.3 Terminating a Contingent Worker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Reassigning Direct Reports of Inactive Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
6.4 Rehiring as a Contingent Worker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Rehiring a Contingent Worker as a Full-Time Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Rehiring a Full-Time Employee as a Contingent Worker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
6.5 Adding a New Work Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Adding a New Assignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
6.6 Deleting a Work Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Deleting a Work Order from the People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
6.7 Importing Contingent Worker Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72
Importing Work Order Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
Centralized Services with Contingent Worker Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
6.8 Enabling Concurrent Employment for Contingent Workers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
6.9 Forward Propagation of Contingent Worker Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
6.10 Resolving Incompatibility of Existing Contingent Worker Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

7 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

7.1 Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
7.2 Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

8 Appendix A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
8.1 Standard Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Implementing and Managing a Contingent Workforce

Content PUBLIC 3
Change History

Learn about changes to the documentation for Contingent Workforce Management in recent releases.

1H 2021

Type of Change Description More Info

Added Added more information about entering Importing Contingent Worker Data [page
the correct sequence number while up­ 72]
dating Job History of contingent workers.

Changed Updated information regarding deleting a Deleting a Work Order [page 70]
Work Order.

1H 2021

Type of Change Description More Info

<April 23, 2021>

Added Added a recommendation about creating Creating Event Reasons for Standard
only one event reason for the ECWK (End Events in Contingent Workforce Manage­
Contingent Worker) event. ment [page 25]

Added Added more information about entering Importing Contingent Worker Data [page
the correct sequence number while up­ 72]
dating Job History of contingent workers.

<April 16, 2021>

Added Added more information regarding per­ Role-Based Permissions for Contingent
missions required to configure contingent Workforce Management [page 9]
worker event reasons.

Added Added more information about granting Adding Standard Contingent Workforce
the required permissions after importing Management Events [page 23]
the standard events and before configur­
ing the event reasons.

Added Added information to highlight that a Synchronizing Data Between Work Order
business rule is not triggered when un­ and Job Information of Contingent Work­
supported fields are modified in a Work ers [page 47]
order.

Implementing and Managing a Contingent Workforce

4 PUBLIC Change History
Type of Change Description More Info

Added Added a new topic for more information Adding the Contingent Worker Type Pick­
about associating the contingent worker list to the Work Order Data Object [page
picklist with the standard Work order data 36]
object.

Added Added a new topic for more information Adding the Contingent Worker Type Pick­
about associating the contingent worker list to the UI [page 37]
picklist with the Work order UI.

Added Added a new topic about Centralized serv­ Centralized Services with Contingent
ices enabled with Job Information imports Worker Data Imports [page 78]
for contingent workers.

Added Added a note about how contingent work­ Rehiring as a Contingent Worker [page
ers can be rehired in instances where con­ 63]
current employment is enabled, and in­
stances where concurrent employment is
not yet enabled.

2H 2020

What's New Description More Info

November 6

We've brought several improvements to the guide this release. We've grouped related topics together, and streamlined the
structure to give you a better implementation and administration experience.

Updated the topic about hiring contin­ Updated the task context to highlight Hiring a Contingent Worker [page 54]
gent workers that Employment Information is now a
mandatory part of the hiring process.

October 9

Added a topic about configuring Live Pro­ A custom data block is now available on Adding Live Profile User Information for
file User Information for contingent work­ the People Profile to manage changes to Contingent Workers [page 51]
ers basic information of contingent workers.

Added a topic about configuring Work Or­ Customize the standard Work Order ob­ Configuring the Work Order Data Object
der object for contingent workers ject definition to suit your requirement. [page 32]

Added a topic about configuring a Vendor Customize the standard Vendor Info ob­ Configuring the Vendor Info Object [page
Info object for contingent workers. ject definition to suit your requirement. 29]

Updated the topic about importing con­ Added a recommended import sequence Importing Contingent Worker Data [page
tingent worker data. for rehiring contingent workers as full- 72]
time employees. Also added a note to
provide an event reason with Job Infor­
mation imports while hiring or rehiring
contingent workers.

Implementing and Managing a Contingent Workforce

Change History PUBLIC 5
What's New Description More Info

Updated the topics about hiring and re­ Event reason can be entered on the UI • Hiring a Contingent Worker [page
hiring contingent workers while hirring or rehiring contingent work­
54]
ers.
• Rehiring a Full-Time Employee as a
Contingent Worker [page 65]

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6 PUBLIC Change History
1 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 a myriad of tasks 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 labor-related trends in your organization, and provide a
holistic view of labor 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 labor and service procurement applications like
SAP Fieldglass to:

Implementing and Managing a Contingent Workforce

Contingent Workforce Management PUBLIC 7
• 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.

Related Information

Using SAP Fieldglass with Employee Central

Employee Central Time Off Restrictions for Contingent Workers
Headcount Planning: Administration Guide

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8 PUBLIC Contingent Workforce Management
2 Role-Based Permissions for Contingent
Workforce Management

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

Result/Additional In­
Permission Type Permission Category Permission Name Applies To formation

Administrator Admin Center Manage Upgrade Center Administrators/Manag­ Enables you to access
Permissions ers the Upgrade Center
page to perform various
system upgrades.

Administrator Manage System Employee Central Administrators/Manag­ Allows you to enable the
Properties Feature Settings ers Contingent Workers fea­
ture in Employee Cen­
tral.

Administrator Manage Hires Add Contingent Worker Administrators/Manag­ Enables you to access
ers Admin Center Add
Contingent Worker
page to create a contin­
gent worker profile as
part of the hiring proc­
ess.

User Miscellaneous Work Order Administrators/Manag­ Enables you to view

Permissions ers
Work Orders and take
various related actions.

To configure 'field level'

access to Work Orders,

1. Select Field Level

Overrides, which
brings up a list of
configurable fields
in the Work Order
object.
2. Select the required
fields from the
dropdown, and as­
sign a permission
to each field re­
spectively.

User Employee Data Select from the list of Administrators/Manag­ Allows you to View or
available fields grouped ers Edit different fields on
under different headers. the Employee Profile
page.

Implementing and Managing a Contingent Workforce

Role-Based Permissions for Contingent Workforce Management PUBLIC 9
 Result/Additional In­
Permission Type Permission Category Permission Name Applies To formation

User Employee Central Select from the list of Administrators/Manag­ The selected fields are
Effective Dated Entities available fields grouped ers available on the UI when
under different headers. you hire or rehire con­
tingent workers. These
fields are also required
for SAP Fieldglass inte­
gration to Employee
Central.

User Employee Views Select all the options. Administrators/Manag­ Grants access to all the
ers data blocks on the Peo­
ple Profile.

User General User Organisation Chart Administrators/Manag­ Enables you to navigate

Permission ers through different levels
Navigation Permission
in your company's Org
Chart.

User Employee Data Event Reasons Administrators/Manag­ Allows you to View or

ers Edit the selected
events. Required for
creating event reasons
for contingent workers.

User Employee Views • Employment Contingent Workers Enables access to se­

Information lected data blocks on
the People Profile.
• Personal
Information

User General User • User Login Contingent Workers Enables access to the
Permission application, People Pro­
• Live Profile Access
file, and Company Info.
• Company Info
Access User
Search

User Learning Select from the list of Contingent Workers Enables access to SAP
options available. Learning Management
System.

User Homepage v3 Tile Homepagev3 ToDo tile Contingent Workers Enables access to the
Group Permission group To-Do tile group on the
Home page.

User Employee Data Contingent Workers Grant View level access

• HR Information
to this data.
Email
Information

• HR Information
Business Email
Address

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10 PUBLIC Role-Based Permissions for Contingent Workforce Management
 Result/Additional In­
Permission Type Permission Category Permission Name Applies To formation

User Employee Central • Personal Contingent Workers Grant View Current level
Effective Dated Entities Information access to these attrib­
Actions utes in the Personal
Information entity.
• First Name
• Last Name
• Middle Name

User Employee Views Personal Information Contingent Workers Enables access to the
Personal Information
block on the People
Profile.

Related Information

Using Role-Based Permissions

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Role-Based Permissions for Contingent Workforce Management PUBLIC 11
3 Setting Up Contingent Workforce
Management

Before beginning to implement Contingent Workforce Management, you can try out the solution in your test
instance by enabling the SAP Best Practices service.

Context

SAP Best Practices provide a set of recommended HR business configurations, designed to help customers get the
most out of their SAP SuccessFactors footprint. As an Implementation partner, you can help customers find the
configuration blocks as per their requirements. 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 preconfiguration 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.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

2. Select your company from the list.

3. Select Company Settings.
4. Select Enable SAP Best Practices in Upgrade Center.
5. Save the settings.

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12 PUBLIC Setting Up Contingent Workforce Management
Results

SAP Best Practices are now enabled and available as recommended upgrades in the Upgrade Center.

Next Steps

Go to Admin Center Upgrade Center and initiate the upgrades.

 Note

To access Upgrade Center, you must have the Manage Upgrade Center permission.

Related Information

SAP Best Practices for SuccessFactors Employee Central: Administer Contingent Workforce

Implementing and Managing a Contingent Workforce

Setting Up Contingent Workforce Management PUBLIC 13
4 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.

Prerequisites

You have the applicable permissions.

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.

Related Information

Role-Based Permissions for Contingent Workforce Management [page 9]

Additional Configurations [page 45]

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14 PUBLIC Implementing Contingent Workforce Management
4.1 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.

Context

To enable Contingent Workforce Management and the related processes in Employee Central, you must activate
the feature.

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.

Next Steps

Create a person type for contingent workers.

Related Information

Creating a Person Type for Contingent Workers [page 16]

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Implementing Contingent Workforce Management PUBLIC 15
4.2 Creating a Person Type for Contingent Workers

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

Context

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

Supports Country/Region-Specific Person Type for Contin­
HRIS Element Identifier gent Workers?

emailInfo No

emergencyContactPrimary No

employmentInfo Yes

homeAddress Yes

jobInfo Yes

jobRelationsInfo No

nationalIdCard No

personalInfo No

personInfo No

phoneInfo No

 Note

• You can include country­specific fields (standard and custom) added to an HRIS element in your
contingent worker person type configuration. You an also create a contingent worker person type
configuration for each country. However, ensure that you manage the visibility of such fields properly using
permissions. To see the most common use cases, see the Related Information section.
• By creating a contingent worker person type in homeAddress and emergencyContactPrimary HRIS
elements, you include contingent workers in employee related searches in the application.

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.

For more information about configuring a person type, refer to the Related Information section.

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16 PUBLIC Implementing Contingent Workforce Management
3. Save your changes.

Next Steps

Configure the employmentInfo HRIS element to create a contingent worker identifier.

Related Information

Person Type in Business Configuration UI

Configuring Employment Information for Contingent Workers [page 20]
Use Cases: Person Type Configuration for Contingent Workers [page 17]

4.2.1 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.

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Implementing Contingent Workforce Management PUBLIC 17
  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.

 Note

It's important that you follow the steps as mentioned, to avoid validation errors.

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

Prerequisite: Country/region­specific 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/region­specific 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.

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 3. Go to the country/region­specific 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/region­specific 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/region­specific 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/region­specific configuration for Germany under Job Information HRIS element, enable
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/region­specific 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/region­specific 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/region­specific configuration for USA under Job Information HRIS element, disable the
<custom-double8> field, and save the setting.
4. Go to the country/region­specific configuration for Germany under Job Information HRIS element, disable
the <custom-double8> field, and save the setting.

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 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.

 Note

It's important that you follow the steps as mentioned, to avoid validation errors.

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/region­specific 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.

4.3 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.

Context

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.

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  Note

IsContingentWorker isn’t a mandatory field.

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

Attribute Value

Default Label Enter a value as appropriate.

Visibility Select View.

Masked Select No.

Maximum Length Enter 1.

Show Trailing Zeros Select No.

Allow Import Select Yes.

5. Save your changes.

Results

You've successfully configured the Employment Information for Contingent Workers. You can use this standard field
to define business rules, create permission groups, roles, and so on, for contingent workers.

Next Steps

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

4.4 Creating a Dynamic User Group for Contingent Workers

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

Context

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.

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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.

Results

You have successfully created a dynamic user group for contingent workers.

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.

2. Create permission roles for contingent workers.

3. Assign target population to the roles.

Related Information

Creating Dynamic Permission Groups

Creating Permission Roles
Assigning Target Populations to a Role

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4.5 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.

Prerequisites

Your picklists are migrated to the Metadata Framework (MDF). For more information about migrating picklists,
refer to the Related Information section.

Context

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.

 Note

To download the exported data, go to Admin Center Monitor Job page. If your job is completed, the
Download Status link is available.

7. Extract the contents of the downloaded file.

Check that Picklist-Values.csv file is present.

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

Sample entries for SCWK Event

Field Value

Picklist.Code event

Picklist.Effective Start Date 1/1/1900

External Code SCWK

Non-unique External Code SCWK

Picklist Value.External Code -

Default Value SCWK

 Note
Add the event label in different languages as required.

Status A

Option ID 30766

 Note
For ECWK event, enter 30765.

Min value -1

Max value -1

Sort Order (L Value)  Note

Follow the sequence.

R Value 0

Value -1

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.

Results

The standard Contingent Workforce Management events are now added to the source Events picklist. To manage
picklists and their values, go to Admin Center Picklist Center .

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Next Steps

Grant the Event Reasons permission for the standard events, before configuring event reasons.

Related Information

Role-Based Permissions for Contingent Workforce Management [page 9]

Creating Event Reasons for Standard Events in Contingent Workforce Management [page 25]
Picklist Migration

4.5.1 Creating Event Reasons for Standard Events in

Contingent Workforce Management

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

Context

After you import the standard events SCWK (Start Contingent Worker) and ECWK (End Contingent Worker) and
their translations, you must create an event reason belonging to each of these events respectively. Once created,
you can modify the configuration anytime.

 Recommendation

We recommend that you create only one event reason configuration for the ECWK (End Contingent Worker)
event.

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.

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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.

Results

You’ve successfully created an event reason configuration.

4.5.2 Creating Business Rules for Contingent Worker Events

Configure different types of actions to take place for different contingent worker events.

Prerequisites

You've created standard events for contingent workers.

Context

Business rules help you set up dynamic actions such as setting visibility of fields, initializing field values, and so on,
for different contingent worker events.

Procedure

1. Go to Admin Center Configure Business Rules .

2. Create a new rule in the Basic rule scenario, with Job Information Model as the base object.
3. Define the rule conditions as per your requirement.

 Example

If

Job Information Model. Event Reason.Value.Event is equal to SCWK.

Then

Set Job Information Model. Custom String 1.Visibility to be equal to none.

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  Note

You can add multiple <Then> conditions if necessary.

4. Define the system response with the THEN condition.

5. Save the rule.

Next Steps

Assign the rule to the Job Information HRIS element from the Business Configuration UI.

Related Information

Creating Event Reasons for Standard Events in Contingent Workforce Management [page 25]
Creating Business Rules
Assigning Business Rules to HRIS Elements and Fields

4.5.3 Known Issues with Picklists

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

For more information, refer to the Implementing Picklists guide on the SAP Help Portal.

If you’re looking for information about... See this KBA... This applies to...

Known Issues with Picklists KBA 3002225 Employee Central

Please check this KBA to keep up to date with any related issues to
picklists.

Pre-Picklist Migration KBA 2770495 HXM Suite

Post-Picklist Migration KBA 2328179 HXM Suite

Blank error while adding new employee KBA 2197679 Employee Central

Contingent Workforce: Events with externalCode are missing in the picklist KBA 2400351 Employee Central

event

Cascading picklists not working on Job Information KBA 2458906 Employee Central

Unable to create Leave of Absence Time Types after migrating picklists to KBA 2518461 Employee Central
MDF

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If you’re looking for information about... See this KBA... This applies to...

HRIS Sync stops working for certain mappings after MDF picklist KBA 2464855 HRIS Sync

migration

Legacy picklist externalCode is blank for Boomi integrations KBA 2116077 Integration

Fields are not mapping between Onboarding and Employee Central in KBA 2432866 Onboarding 1.0/
Emergency Contact Information Employee Central

You get the following error when accessing the Picklist Management page: KBA 2211499 Permissions
"You do not have permission to perform any Administrative or Human
Resources functions"

Mapping picklist fields in Employee Central Position Management to RCM KBA 2361220 Recruiting
Integration with OData API Management/
Employee Central

Error encountered when selecting any Recruiting or Onboarding hire in the KBA 2478250 Recruiting
Manage Pending Hires page Management/
Employee Central

Disabling the sync of non-unique external codes KBA 2824572 Employee Central

Country/region not filled out in the Job Information section when adding a KBA 2798662 Employee Central
new employee

An error occurred while the changes were being synchronized. The KBA 2800724 Employee Central
position and incumbents have not been updated

Picklist Issues: xxx is an invalid option ID for the field KBA 2997095 Employee Central

4.6 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. You can use the data object in its default configuration or
customize it according to your requirements within the confines of the Metadata Framework.

Configuring the Vendor Info Object [page 29]

Modify the standard data object as per your company's standards and requirements.

Creating Vendor Info Records from the UI [page 30]

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

Importing Vendor Info Records [page 31]

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

4.6.1 Configuring the Vendor Info Object

Modify the standard data object as per your company's standards and requirements.

Context

Vendor Info is a standard data object available by default with Contingent Workforce Management. It's
preconfigured to collect only the basic and necessary vendor information. However, you can customize it just like
any other data object on Metadata Framework.

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.

Related Information

Implementing the Metadata Framework: Configuring the Object Definition

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4.6.2 Creating Vendor Info Records from the UI

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

Context

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.

Field Name Steps

<vendorCode> Enter in the unique identifier of the vendor.

<vendorName> Enter in the name of the vendor.

<description> Provide an appropriate description.

 Note
To add translations, select the icon next to this field.

<effectiveStatus> Select from the available options.

• Active: If selected, the vendor is available for selection
while creating work orders.
• Inactive: If selected, the vendor is unavailable for selec­
tion while creating work orders

<effectiveStartDate> Select the effective start date of the vendor.

4. Save your changes.

Next Steps

Set up work orders and related details.

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Related Information

Importing Vendor Info Records [page 31]

Work Orders [page 32]

4.6.3 Importing Vendor Info Records

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

Context

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.

Results

A job is initiated. To monitor the job status and download a status report, go to Admin Center Monitor Job
page.

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4.7 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.

You can use the Work Order object in its default configuration or customize it according to your requirement.

Configuring the Work Order Data Object [page 32]

Modify the standard data object as per your company's standards and requirements.

Configuring the UI Definition for Work Orders [page 34]

Manage how the Work Order block appears on the contingent worker hiring wizard and the People Profile.

Creating a Contingent Worker Type Picklist [page 35]

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 [page 37]

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

4.7.1 Configuring the Work Order Data Object

Modify the standard data object as per your company's standards and requirements.

Context

Work order is a standard data object available by default with Contingent Workforce Management. It's
preconfigured to collect only the basic and necessary Work order related information. However, you can customize
it just like any other data object on Metadata Framework.

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.

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 For more information about configuring an object definition and the standard fields in the Work order object,
refer to the Related Information section.
5. Save your changes.

Related Information

Implementing the Metadata Framework: Configuring an Object Definition

Work Order: Data Object Table [page 33]

4.7.1.1 Work Order: Data Object Table

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

Work Order (ID: workOrder)

Maximum Default Visibil­
Field ID Field Label Standard Data Type Length ity Is Required?

sfFields.sfField6 billingAmount Yes Decimal 255 Editable No

sfFields.sfField7 billingRate Yes Foundation Ob­ 38 Editable No

ject

sfFields.sfField8 currency Yes Generic Object 38 Editable No

sfFields.sfField9 workerType Yes Picklist 38 Editable No

externalName workOrderId Yes String 128 Editable Yes

sfFields.sfField1 workOrderName Yes String 255 Editable No

externalCode userSysId Yes User 100 Editable Yes

effectiveSta­ effectiveStatus Yes Enum 255 Editable Yes

tusStr

sfFields.sfField2 workOrderOw­ Yes User 100 Editable No

nerId

sfFields.sfField3 vendor Yes Generic Object 38 Editable Yes

sfFields.sfField4 endDate Yes Date 10 Editable Yes

sfFields.sfField5 startDate Yes Date 10 Editable Yes

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4.7.2 Configuring the UI Definition for Work Orders

Manage how the Work Order block appears on the contingent worker hiring wizard and the People Profile.

Context

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. For more information about different actions
available on the page, refer to the Related Information section.

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.

Related Information

Implementing the Metadata Framework (MDF): Manage Configuration UI

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4.7.3 Creating a Contingent Worker Type Picklist

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

Context

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. For more information, refer to the Related Information section.

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 [page 36]
Associate the contingent worker type picklist with the corresponding standard field in the Work order data
object.

Adding the Contingent Worker Type Picklist to the UI [page 37]

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

Related Information

Using SAP Fieldglass with Employee Central

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4.7.3.1 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.

Context

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.

Task overview: Creating a Contingent Worker Type Picklist [page 35]

Related Information

Adding the Contingent Worker Type Picklist to the UI [page 37]

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4.7.3.2 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.

Context

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.

Task overview: Creating a Contingent Worker Type Picklist [page 35]

Related Information

Adding the Contingent Worker Type Picklist to the Work Order Data Object [page 36]

4.7.4 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.

Context

After you’ve configured the Work Order data object and created a configurable UI, the next step is to add the UI as a
custom block to the People Profile.

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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.

Next Steps

Manage the information that can be viewed and edited by contingent workers by granting the necessary
permissions.

Related Information

Role-Based Permissions for Contingent Workforce Management [page 9]

4.8 Setting Up Email Notifications

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

Context

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.

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• The contingent worker is hired on a future date.

Procedure

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

Under Email Notification Templates, there are two templates available for contingent workers:
• Welcome message for contingent workers
• Contingent Workers Recruit Notification

 Tip

You can use the checkboxes to turn email notifications on or off.

2. 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.

For information about the different tags available for use in the email templates, refer to the Related
Information section.
3. Save your changes.

Next Steps

Go to Admin Center Manage Data , and create a new Contingent Workers Email Notification Configuration.

Related Information

Contingent Worker E-Mail Template: Supported Tags [page 41]

4.8.1 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.

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3. Create a 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.

If you already have a BizX Daily Rules Processing Batch job configured, you need not do anything.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Results

You'll see notifications of any expired work orders in your To Do section.

 Note

If you've homepage V3 enabled in Provisioning, you'll see the notifications in the Notification section (under the
bell icon) instead.

Related Information

Creating Job Requests

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40 PUBLIC Implementing Contingent Workforce Management
4.8.2 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.

Tag Default Data Object (identifier) Data Type

BUSINESS_UNIT Job Information (jobInfo) Generic Object

COMPANY Job Information (jobInfo) Generic Object

COST_CENTER Job Information (jobInfo) Generic Object

DEPARTMENT Job Information (jobInfo) Generic Object

DIVISION Job Information (jobInfo) Generic Object

FIRST_NAME Personal Information (personalInfo) STRING

LAST_NAME Personal Information (personalInfo) STRING

PERSON_ID

POSITION Job Information (jobInfo) Generic Object

SET_PASSWORD_URL

SUPERVISOR Job Information (jobInfo) USER

USER_ID Job Information (jobInfo) STRING

USER_NAME Employee Information (userAccountInfo) STRING

VENDOR Work Order Generic Object

NAME

WORK_ORDER_ID Work Order STRING

WORK_ORDER_NAME Work Order STRING

WORK_ORDER_START_DATE Work Order DATE

WORK_ORDER_END_DATE Work Order DATE

WORK_ORDER_OWNER Work Order USER

WORKER_TYPE Work Order PICK_LIST

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Implementing Contingent Workforce Management PUBLIC 41
Sample Template Configuration 1

 Example

External worker [[FIRST_NAME]] [[LAST_NAME]] with User ID [[USER_ID]] is added in SAP SF Employee
Central.

This user will report to [[SUPERVISOR]] and will belong to [[DEPARTMENT]] Department.

Sample Template Configuration 2

 Example

Welcome to SAP SuccessFactors!

Your Login Information:

Username: [[USER_NAME]]

Use the following URL to set your password:

[[SET_PASSWORD_URL]]

4.9 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 Provisoning, create an employee export job and select the checkbox Required for SuccessFactors Learning
sync and SAP Jam manual sync.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact Product
Support.

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.

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42 PUBLIC Implementing Contingent Workforce Management
Option #2: Use the "Employee Class" Field to Indicate Contingent Workers

1. Enable the Employee Class field in Employee Central.

1. Go to Manage Business Configuration Employee Profile User Info employeeClass .
2. Set the Enabled field to Yes.
2. Sync the Employee Class field in Job Information to the user info field employeeClass.
1. Go to Manage Business Configuration Employee Central Job Information .
2. Under Employee Class, choose Details.
3. 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.

4.10 Configuring a Duplicate Check for Existing Users

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

Context

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.

 Note

There can be only one configuration to check for duplicate users. If your delete or deactivate your custom
configuration, the default configuration is considered.

Procedure

1. Go to Admin Center Manage Data .

2. Create a new Recruit/Rehire Configuration.

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3. (Optional) Configure a rule to dynamically generate a new user ID while rehiring contingent workers.
4. Save the settings.

Related Information

Creating the Hire/Rehire Configuration Object

Generating User IDs with Business Rules

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44 PUBLIC Implementing Contingent Workforce Management
5 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 [page 45]

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 [page 50]

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 [page 51]

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 [page 51]
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 [page 53]

You can hide contingent workers on the Company Organization Chart.

5.1 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.

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 .

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5.1.1 Setting a Business Rule for Work Order

If you are planning to restrict the contract duration of the contingent workers, you must set up the business rule for
the work order correctly.

Context

While configuring a business rule for a work order period, you must remember to add a condition that defines the
work order period as Active.

Procedure

1. Go to Admin Center Configure Business Rules .

2. Click  icon and select the Basic rule scenario and enter the Rule Name, Rule ID, and Start Date.

Select Work Order as the Base Object, and briefly describe the purpose of the rule in the Description field and
click Continue.
3. Set the If condition for the work order and define a nested If condition with the and operator where you set the
WorkOrder.Effective status as Active.

Define a Then condition to throw a warning message if the work order period exceeds the given period. For
example, when you create a work order and restrict the work order period to three months based on the
company's legal agreement, the rule cannot determine the active work order period unless you set the work
order status to active as shown in the sample screenshot:

Setting the Condition for Work Order

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46 PUBLIC Additional Configurations
  Note

If you do not set the condition for the work order as Active, the following error message appears when you
try to save the rule: The rule is unable to determine the active work order period. If this rule restricts the
active work order period, modify the rule to additionally set the WorkOrder.Effective Status to Active.

4. Save your changes and exit the Configure Business Rules page.

5.1.2 Synchronizing Data Between Work Order and Job

Information of Contingent Workers

Keep common data between Work order and Job Information of contingent workers in sync using business rules.

Prerequisites

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

Context

Lets suppose you have some data that's common between the Work order and Job Information of contingent
workers. Work order updates that result in changes to common data requires to be monitored manually to update
the corresponding Job Information record so that contingent worker data is in sync. With business rules, you can
automate this process to ensure that data shared between Work order and Job Information is always consistent.

Currently, data sync between Work order and Job Information is automatically initiated when:

• You add a new Work order from the Admin Center Add Contingent Worker page.
• You modify an existing work order from the People Profile, Manager Self-Service UI, or Data Imports (from UI or
API).

Procedure

1. On the Admin Center Configure Business Rules page, click  (Create New Rule) to create a business
rule.
2. Under Contingent Workforce rule scenario category, select Synchronize Work Order Changes to Job Information
rule scenario.
3. Configure the business rule as per your requirement.
Keep the If condition in the rule to be always true, and use input parameters from Work Order and Job
Information data objects only. The following fields are not available for sync in Job Information data object.

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 Job Information Fields Not Available for Sync

• Business Unit • Department • Employee Status • Location

• Company • End Date • Employment Info • Position

• Cost Center • Event • Job Title • Start Date

• Division • Event Reason • Job Code • Workflow Configuration

 Sample Code

Sample Business Rule Configuration:

Set Job Information.Supervisor to be equal to Work Order.Work Order Owner

Set Job Information.Notes to be equal to Work Order.Work Order Name
Set Job Information.Employee Class to be equal to Work Order.Worker Type

 Note

Ensure that Job Information is the target object and Work Order is the source object in your rule.

4. Save your changes.

Results

You’ve successfully created a business rule to sync data between work order to job information, whenever you add
a new work order or edit an existing work order.

 Note

The rule is not triggered in the following two scenarios:

• Editing Work orders already existing in the system before upgrading your system to support concurrent
employment for contingent workers.
• Editing Work orders to modify field values that are not available for sync.

Next Steps

Go to Admin Center Company System and Logo Settings , select the business rule from the Rule for
Synchronizing Work Order to Job Information dropdown, and save the changes.

Related Information

Enabling Concurrent Employment for Contingent Workers [page 79]

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48 PUBLIC Additional Configurations
5.1.3 Setting Up Validations for Employment Details of
Contingent Workers

Using business rules, you can set up validations to help prevent you from creating incorrect employment details
while hiring contingent workers in your company.

Prerequisites

Create a custom field in the EmploymentInfo HRIS element from the Business Configuration UI to store and display
the alert message. It's because the business rule is executed onView where the 'Raise Message' feature isn’t
supported.

Context

While creating a new contingent worker profile, you enter a hire date, a Work order start date, a termination date
and a Work Order end date. Since it's required that the termination date and the Work order end date of contingent
workers must be the same, you can create a business rule configuration to alert whenever there’s a date mismatch.

Procedure

1. Go to Admin Center Configure Business Rules .

2. Select  (Create New Rule) to create a new business rule.
3. Select the Basic rule scenario and enter the Rule Name, Rule ID, and Start Date
4. Select Employment Details as the Base Object, briefly describe the purpose of the rule in the Description field
and select Continue.
5. Define the conditions to check if a given Work order end date and the termination date are the same. If there is
a mismatch, create an alert message.
6. Save the rule.

Next Steps

Go to the Manage Business Configuration page and attach the business rule in the EmploymentInfo Triggers
section with the following details:

• Base Object: Employment Details

• Event Type: onView
• Enabled: Yes

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Related Information

Using Business Configuration UI

5.2 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.

Prerequisites

You’ve enabled the required languages in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

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.

5. 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.

 Note

You don't need to copy the entire original file, only the keys and labels you want to customize. In this case,
the Contingent Workers label.

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

 Note

The new label appears in the People Profile and Org Chart. If you want to change the name in the People
Search as well, ensure to rename the COMMON_Contingent_Worker key in the CSV file too.

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50 PUBLIC Additional Configurations
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.

Results

The standard contingent worker label is updated and will reflect in the respective pages the next time you log in to
the application.

5.3 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.

As an Administrator, you can use the check tool to identify configuration or data issues and take corrective actions
to rectify them by yourself, thereby eliminating the need to create a support ticket and save the time and effort
involved. For more information about how to use the check tool, refer to the Related Information section.

Related Information

Using the Check Tool

5.4 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.

Context

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.

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  Example

The contingent worker's username.

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.

The fields appear in the order of your selection. To reorder, drag the field with the corresponding (Sort) icon
selected.
5. Save the changes.

Results

People Profile UI is now configured with the Live Profile User Information custom block. You can view and modify
information in the custom block directly from the contingent workers profile.

Points to note while editing Live Profile User Information:

• You can modify details associated with active, inactive, or terminated contingent workers. Ensure that the
information is unique.
• For contingent workers with concurrent employment, you can modify details associated with each
employment. Ensure that the information is unique for each employment.

Next Steps

Manage who can view and/or edit the different fields added to the custom block by granting Employee Data
permission.

Related Information

Role-Based Permissions for Contingent Workforce Management [page 9]

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52 PUBLIC Additional Configurations
5.5 Hiding Contingent Workers on the Company Organization
Chart

You can hide contingent workers on the Company Organization Chart.

Prerequisites

You have the Org Chart Configuration permission.

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.

Results

You have successfully hidden contingent workers from the Company Organization Chart.

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6 Contingent Workforce Management

Learn about how you can configure different processes to manage contingent workers in your company.

Some of the important processes involved in contingent workforce management include, but not limited to:

• Adding contingent workers in the system, as a part of the hiring process.

• Updating contingent worker information, on demand.
• Terminating contingent workers, when their stipulated contract ends.
• Rehiring people who have previously worked at your company, as a contingent worker or a regular employee.
• Managing concurrent employments of contingent workers.

6.1 Hiring a Contingent Worker

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

Context

Hiring contingent workers is simplified with the help of a guided step-by-step approach, similar to the hiring
process for regular employees. To create a contingent worker profile, you must provide necessary details like
Identity Information, Work Order information, and so on. Adding Employment Information is also a mandatory.

Employee Central provides a standard UI for hiring contingent workers, which is currently not customizable.

This topic covers the process of hiring contingent workers, one at a time. If you want to hire many contingent
workers, you can opt to import the data instead. For more information about importing contingent worker data,
refer to the Related Information section.

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.

 Note

If you enter a Person ID, ensure that it's not case-sensitive.

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54 PUBLIC Contingent Workforce Management
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.

Use the +Add button to enter information, wherever applicable.

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.

Use the +Add button to enter information, wherever applicable.

5. Continue to the next step to add Work Order Information. Refer to the following table for details about some
notable fields.

Field Name Details

Billing Amount The total billing amount based on currency and billing rate
type.

 Example
Billing Amount: 15.00

Currency: US Dollar

Billing Rate: Hourly (HRL)

Worker Type Select one of three worker types from the dropdown:
• Contingent Worker
• SOW Worker
• Profile Worker

 Caution
If you haven't integrated your Employee Central in­
stance with SAP Fieldglass, these values may not ap­
pear. If such cases, you can create a picklist to maintain
worker type options. For more information about creat­
ing picklists, refer to the Related Information section.

Work Order Owner Enter the person responsible for the Work orders. This per­
son can be a Procurement Specialist, Supervisor, or a Man­
ager.

 Note

The start date of the Work order is propagated from the start date entered in the Identity Information
section.

6. Save the entry.

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 The details for the contingent worker are saved in the system. You can repeat the process for another
contingent worker by choosing Add new contingent worker.

Related Information

Creating a Contingent Worker Type Picklist [page 35]

Importing Contingent Worker Data [page 72]

6.1.1 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, for example, to record uniform or shoe sizes.

The template is a collection of pages, where each page is a collection of HRIS elements and/or user­defined
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.

Once a template is created, you can have set the status to active or inactive, as needed. You can also delete
templates if they are no longer necessary. However, a template cannot be deleted if the hiring process, saved
drafts, or workflow associated to it is not complete.

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 effective­dated object is predelivered 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.

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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.

6.1.2 Configuring a Hire Template

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

Prerequisites

• You have all permissions for the Hire Template MDF object found in Manage Permission Roles
Administrator Permissions Manage Business Configuration Hire Template .
• You have standard MDF permissions as well as edit permissions for all custom MDF objects used in the
template.
If you’ve configured the MDF object in the template and the user who accesses the template doesn’t have
permission to that MDF object, they won’t see that MDF object when using the template.
• You've created the custom Hire Template MDF objects.
• The template allows you to add standard and custom MDF objects to the configuration. 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 MDF objects and Employee Central HRIS elements - in total - in between 2 through
10 pages. You can only select HRIS elements that are configured in the data model.

 Note

If you use the Payment Information object, you must also have configured the Personal Information Screen
Lookup object.

• You have the Admin Center Manage Permission Roles Manage Hires Manage Hire Configuration
Templates permission either for all templates or a selection of them.
Once templates are created in the Admin Center Manage Data Create New Hire Template page,
they’re automatically added to a list, where access to those templates must be granted. If access is granted for
all templates, the permission applies to all existing templates as well as for any templates created in the future.
If the Manage Hire Configuration Templates permission is granted, then by default, you have permission for the
Permission for Standard Hire Template, which is the existing hire configuration in the instance.
This is a view permission, only for the existing hiring configuration in the instance. There is no physical
template and hence this standard template is not editable.

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  Tip

We recommend that super admins have permission for all templates, whereas HR admins and hiring
managers only have access/permission to specific templates.

 Note

Target population permission granting is not supported for templates.

Context

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. Examples of user-based MDF objects include Payment
Information, Deductions, as well as custom MDF objects.

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.

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 • 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. For example, Name
Information corresponds to the Employee Central block but not an MDF block.
f. Add other blocks as needed.

 Note

Each HRIS element can only be used once in each template. For example, you can't add Pay
Component Non-Recurring twice.

 Note

When configuring a hire template for contingent workers, only the Employee Central HRIS elements
applicable for person type Contingent Worker and the WorkOrder MDF object are supported.

g. Select Done to save your changes.

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

 Note

Remember that each step can contain a maximum of 10 blocks. The total number of blocks for the entire
template is 30.

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.

Since each template has a name and an ID, it makes it easier to find later in the list.

 Note

For saved drafts of templates where you receive an error message that it’s invalid, you can correct the
template configuration to make the template valid again. This happens when an object definition or config
UI is removed from the configuration pages used.

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Results

Once the template is created, it appears in the Manage Data list of Hire Templates. By default, the templates are
displayed alphabetically by template name. You can edit and delete templates from this list. A template can’t be
deleted if the hiring process or workflow associated to it isn't complete. It’s also possible to set a template to
inactive, although it stills appear in the list of templates shown in Admin Center Manage Permission Roles
Manage Hires Manage Hire Configuration Templates .

Next Steps

Once the template is created, the list of templates in the Manage Hires is updated so that you can assign
permissions for that specific template to a person or group to use it. If cases where that list isn’t automatically
updated, ask the system admin to check the RBP Refresh background job for the RBP list.

6.2 Editing Contingent Worker Details

Modify existing details of contingent workers as required, to maintain up-to-date information.

Context

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. For more information about importing contingent worker data, refer to the Related Information
section.

Procedure

1. Log in to the application and search for the respective contingent worker profile.
2. Select the  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.

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Related Information

Importing Contingent Worker Data [page 72]

6.3 Terminating a Contingent Worker

End the stipulated contract between the contingent worker and your company.

Context

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.

However, if there are multiple Work orders to process, you can import the data in bulk. For more information about
importing Work order data, refer to the Related Information section.

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.

Results

The contingent worker is set for termination on the selected date.

Next Steps

Check if the contingent worker has any direct reporters, and plan to reassign them to a different user.

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Related Information

Importing Work Order Data [page 76]

Reassigning Direct Reports of Inactive Contingent Workers [page 62]

6.3.1 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.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Context

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.

 Example

Lets suppose the job runs successfully on January 1. If it runs again on March 1, it will fetch the records of any
contingent workers that have been inactive since January 30 (that is, 30 days prior to March 1). Any inactive
records from between January 1 to January 29 aren’t fetched, since these fall outside of the 30 day period.

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

 Note

If you've configured a workflow on Work Orders or Job Information objects to update the work order's end date
to a past date, such records aren't fetched. Contingent worker records with work order end dates in the future
are also not fetched.

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Procedure

1. Go to Admin Center Company System and Logo Settings .

2. Select Enable Contingent Worker Job.
3. Save the setting.

Results

The BizX Daily Rules Processing Batch is now configured to monitor inactive contingent workers, and automatically
reassign their direct reports to a new manager. Direct reports of an inactive contingent worker who doesn’t have a
manager are updated with the status NO_MANAGER.

Related Information

Managing Scheduled Jobs: Creating Job Requests

Setting Up an Off Cycle Event Batch Job

6.4 Rehiring as a Contingent Worker

Rehire a person who has previously worked at your company, as a contingent worker.

Context

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.

 Note

If concurrent employment is supported for contingent workers, you can rehire a contingent worker on a new
employment only.

If concurrent employment isn’t supported for contingent workers, you can rehire a contingent worker on their
existing employment only.

You also have the option to import contingent worker data if there are many contingent workers to rehire. For more
information, refer to the Related Information section.

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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.

 Note

If you enter a Person ID, ensure that it's not case-sensitive.

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.

Results

If successful, the contingent worker is rehired on a new Work Order. You can verify the new Work Order details on
the contingent worker's profile.

Related Information

Hiring a Contingent Worker [page 54]

Importing Contingent Worker Data [page 72]
Rehiring a Contingent Worker as a Full-Time Employee [page 64]
Rehiring a Full-Time Employee as a Contingent Worker [page 65]
Enabling Concurrent Employment for Contingent Workers [page 79]

6.4.1 Rehiring a Contingent Worker as a Full-Time Employee

Rehire a person who was a contingent worker at your company, as a full-time employee.

Context

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.

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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.

 Note

If you enter a Person ID, ensure that it's not case-sensitive.

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.

Results

If successful, the applicant is rehired as a regular employee.

Related Information

Add a New Employee in Employee Central

6.4.2 Rehiring a Full-Time Employee as a Contingent Worker

Rehire a person who was a full-time employee at your company, as a contingent worker.

Context

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.

This topic covers the process of rehiring a regular employee as a contingent worker, one request at a time. If there
are multiple persons to rehire, you can bulk import the data. For more information, refer to the Related Information
section.

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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.

 Note

• If you enter a Person ID, make sure it's not case-sensitive.

• Provide a unique username.

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.

Results

If successful, the applicant is rehired as a contingent worker.

Related Information

Hiring a Contingent Worker [page 54]

Importing Contingent Worker Data [page 72]

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6.5 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.

Prerequisites

You have not yet upgraded your system to support concurrent employment for contingent workers.

Context

The process of adding a new Work Order varies depending on whether concurrent employment for contingent
workers is supported in your system or not. This topic covers the process of adding a new Work Order when
concurrent employment for contingent workers isn’t supported. For information about adding a new Work Order
(Assignment) when concurrent employment for contingent workers is supported, refer to the Related Information
section.

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 effective­dated (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.

 Recommendation

We recommend using the Add Contingent Worker wizard to add a new Work order and avoid manual adjustment
of Job Information. You can also import data to add multiple Work orders. For more information, refer to the
Related Information section.

But if you want to add a new Work Order from the People Profile instead, follow the guidelines mentioned in this
topic.

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.

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 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.

Results

You’ve successfully added a new Work Order to the selected contingent worker profile.

Next Steps

Add Job Information associated with the new Work Order. You can either import the Job Information or add it on
the contingent worker profile manually.

Related Information

Rehiring as a Contingent Worker [page 63]

Importing Contingent Worker Data [page 72]
Adding a New Assignment [page 68]

6.5.1 Adding a New Assignment

Create a concurrent employment for a contingent worker by adding a new assignment.

Prerequisites

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

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Context

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.

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.

 Recommendation

We recommend adding a new Work order using the Add Contingent Worker page.

For adding multiple Work orders, you can choose to import the data. For more information, refer to the Related
Information section.

Procedure

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

2. Select Actions Add Assignment .

The Add Contingent Assignment page appears.

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

Results

You’ve successfully added a new assignment and created a concurrent employment for a contingent worker.

Related Information

Rehiring as a Contingent Worker [page 63]

Enabling Concurrent Employment for Contingent Workers [page 79]
Importing Contingent Worker Data [page 72]

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6.6 Deleting a Work Order

Permanently remove Work Order related information of contingent workers from the system.

Context

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.

 Caution

• In case you want to purge a contingent worker from your system then you don’t need to delete the Work
Order. It’s recommended that you use DRTM Master Data Purge tool to purge the contingent worker's data
and, then manually delete the records in any integrated downstream systems.
• In case you want to update any of the attributes of an existing Work Order including the start and end dates,
then you do not require to delete the current Work Order and create a new one. You should edit the existing
Work Order from Take Action Edit Work Order .

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.

This topic covers the process of deleting Work Order related information from the Manage Data page. For
information about deleting Work Order information from the People Profile, refer to the Related Information
section.

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.

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

Results

The Work Order record is permanently deleted from the system.

Related Information

Deleting a Work Order from the People Profile [page 71]

6.6.1 Deleting a Work Order from the People Profile

Permanently remove Work Order related information of contingent workers from the system.

Context

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.

Results

The Work Order record is permanently deleted from the system.

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6.7 Importing Contingent Worker Data

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

Prerequisites

You've reviewed the configuration of the different HRIS entities involved in the data import process, on the Business
Configuration UI.

 Note

During data imports, the base configuration of the HRIS element takes precedence over its country/region­
specific and person type configurations. For instance, if <custom-string 1> is not a mandatory field in the
jobInfo HRIS element but mandatory in its contingent worker person type configuration, it is a non-mandatory
field for Job History data imports. If such fields are present in your import file without a value, or not present in
your import file at all, a null value is automatically added to them.

Context

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.

Employee Central supports bulk imports from the UI as well as APIs.

Import Sequence When Concurrent Employment for Contingent Workers Is Enabled

To... Import... Additional Information

Hire a contingent worker. 1. Basic User Information

 Note
2. Biographical Information
3. Employment Details Import Basic User Information, Em­
4. Personal Information ployment Details, Personal Informa­
5. Work Order Information tion, Job History, and Email Informa­
6. Job History tion from the Import Employee Data
7. Email Information page. Import Work Order details
from the Import and Export Data
page.

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To... Import... Additional Information

Update Contingent Worker Details. <The required entity> • If you update the Work Order dates,
the corresponding Job History and
Employment Information records
are automatically synchronized.
• If you’re updating Job History in
Incremental Load mode, ensure that
you provide the correct sequence
number of the record you want to
update. This check prevents any val­
idation errors during imports.

 Example
Importing Job History for a con­
tingent worker with an SCWK
event reason, with an incorrect
sequence number or without a
sequence number, results in a
validation error.

• Rehire as a contingent worker. 1. Employment Details Ensure to:

• Rehire full-time employee as a con­ 2. Work Order Information

• Enter the same Person ID but a dif­
tingent worker. 3. Job History ferent user ID in the Employment
• Create concurrent employment for a 4. (Optional) Other Information as nec­ Details import template.
essary
contingent worker. • Verify that the value in the
isContingentWorker column is set to
Yes in the Employment Details im­
port template.
• Enter an event reason belonging to
the SCWK event in the Job History
import template.

Rehire a contingent worker as a full-time 1. Employment Details • Enter the same Person ID but a dif­
employee. 2. Job History ferent user ID in the Employment

3. Compensation and Recurring Pay Details import template.

Component Information • Verify that the value in the

4. (Optional) Other Information as nec­ isContingentWorker column is set to

essary No in the Employment Details im­

port template.

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

Hire a contingent worker. 1. Basic User Information

 Note
2. Biographical Information
3. Employment Details Import Basic User Information, Em­
4. Personal Information ployment Details, Personal Informa­
5. Work order Information tion, Job History, and Email Informa­
6. Job History tion from the Import Employee Data
7. Email Information page. Import Work Order details
from the Import and Export Data
page.

Update contingent worker Details. <The required entity> • If you update the Work Order dates,
the corresponding Job History and
Employment Information records
are automatically synchronized.
• If you’re updating Job History in
Incremental Load mode, ensure that
you provide the correct sequence
number of the record you want to
update. This check prevents any val­
idation errors during imports.

 Example
Importing Job History for a con­
tingent worker with an SCWK
event reason, with an incorrect
sequence number or without a
sequence number, results in a
validation error.

Rehire as a contingent worker. 1. Work order Information • Enter an event reason belonging to
2. Job History the SCWK event in the Job History

3. (Optional) Other Information as nec­ import template.

essary • Ensure to import Employment De­

tails with the same Person ID, and
user ID.

Rehire full-time employee as a contingent • Employment details • Enter an event reason belonging to
worker. the SCWK event in the Job History
• Work order Information
import template.
• Job History
• Enter the same Person ID but a dif­
• (Optional) Other Information as nec­ ferent user ID in the Employment
essary Details import template.
• Verify that the value in the
isContingentWorker column is set to
Yes in the Employment Details im­
port template.

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To... Import... Additional Information

Add a new Work Order. • Work order Information • Enter an event reason belonging to
the SCWK event in the Job History
• Job History
import template.
• (Optional) Other Information as nec­
essary
• Ensure to import Employment De­
tails with the same Person ID, and
user ID.

Rehire a contingent worker as a full-time 1. Employment Details • Enter the same Person ID but a dif­
employee. 2. Job History ferent user ID in the Employment

3. Compensation and Recurring Pay Details import template.

Component Information • Verify that the value in the

4. (Optional) Other Information as nec­ isContingentWorker column is set to

essary No in the Employment Details im­

port template.

Procedure

1. Go to Admin Center Import Employee Data .

2. Download the required import file template.

 Recommendation

It's recommended that you download the latest version of the import file template from the server.

3. Prepare the import data.

4. Upload the file template to import data.

 Tip

Ensure to follow the recommended import sequence.

Related Information

Downloading Import File Templates

Preparation of Import Data
Uploading Import Files
Importing Work Order Data [page 76]
Enabling Concurrent Employment for Contingent Workers [page 79]

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6.7.1 Importing Work Order Data

Add or update multiple Work Orders conveniently by importing data.

Context

When you want to add or update a large number of Work Orders, importing the data is the recommended approach
to save time and effort.

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.

Field Value

Select Generic Object Select Work Order.

Include dependencies Select:

• Yes (default value), to download a zip file. This file con­
tains the standard templates VendorInfo.csv and
WorkOrder.csv, and an additional file Import_Se­
quence.csv with information about the recommended
import sequence.
• No, to download the Work Order template only.

Include immutable IDs Select:

• Yes, to include the entity ID and the record ID in the
template.
• No (default value), to exclude the entity ID and the re­
cord ID in the template.

Exclude reference objects - visible when Include Select:

Dependencies is set to Yes. • Yes, to exclude the reference objects in the zip file.

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76 PUBLIC Contingent Workforce Management
 Field Value

• No (default value), to include reference objects in the zip

file.

Key Preference Select one of the following:

• External Code.
• Business Key (default value)

 Note
A business key for an MDF object is a set of fields of
the MDF object that can be used as a unique key.

Hide External Code - visible only when Key Preference is set Select one of the following:
to Business Key. • Yes
• No (default value)

Identity Type Select one of the following:

• User ID(default value)
• Assignment ID

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:

Field Value

Select Generic Object Select Work Order.

File Attach the file to upload.

File Encoding Select how you want the data to be encoded.

Purge Type Select Full Purge.

Key Preference Select one of the following:

• External Code
• Business Key (default value)

 Note
A business key for an MDF object is a set of
fields of the MDF object that can be used as a
unique key.

Use Locale Format Select one of the following:

• Yes - If selected, you must also set a locale value.
• No (default value)

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 Field Value

Identity Type Select one of the following:

• User ID(default value)
Assignment ID

Date Format This field is hard-coded as MM/DD/YYYY.

• 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.

 Note

After the import is successful, data changes reflect in Employee Central immediately, but will appear in
user profiles only after the HRIS sync job is executed.

Next Steps

Import Job History and other information of contingent workers.

Related Information

Importing Contingent Worker Data [page 72]

6.7.2 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. For more information about
Centralized services, refer to the Related Information section.

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Related Information

Centralized Services for Employee Data Imports

6.8 Enabling Concurrent Employment for Contingent Workers

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

Context

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.

 Note

S/4HANA doesn’t support overlapping (concurrent) employments for contingent workers. So, if you’re an
existing customer requiring contingent worker data within your S/4HANA instance, you must not create
overlapping Work orders.

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.

 Remember

Once enabled, the feature cannot be disabled.

Results

Concurrent employment is now enabled for contingent workers.

 Note

With concurrent employment enabled,

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 • New Work orders are created automatically for each new employment. The following methods to manually
add Work orders will longer be available.
• The New Work Order option under the Actions menu of the Employee Profile.
• 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.

Related Information

Adding a New Assignment [page 68]

Importing Contingent Worker Data [page 72]

6.9 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.

Prerequisites

Ensure that your system supports concurrent employment for contingent workers.

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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
Example

 Example

Scenario 1: Lets suppose a contingent worker has two active Work orders and two inactive Work orders in the
following sequence.

Work order Start Date End Date Status

Work order 1 January 1, 2020 January 31, 2020 Active

Work order 1 February 1, 2020 February 1, 2020 Inactive

Work order 2 February 2, 2020 December 31, 2020 Active

Work order 2 January 1, 2021 December 31, 9999 Inactive

In this case, if you modify any active Work order record, changes are propagated to the subsequent inactive
Work order record.

Scenario 2: Lets suppose a contingent worker has two active Work orders and one inactive Work order.

Work order Start Date End Date Status

Work order 1 January 1, 2020 January 24, 2020 Active

Work order 2 January 25, 2020 December 31, 2020 Active

Work order 2 January 1, 2021 December 31, 9999 Inactive

In this case, if you modify the active record for Work order 2, changes are propagated to the subsequent
inactive record for Work order 2.

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.

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

Example

 Example

1. If you add a new Job Information record through the Employee Profile by selecting the  (Edit Job
Information), forward propagation works like it does for regular employees in Employee Central. For
information about how forward propagation works for regular employees, refer to the Related Information
section.
2. Suppose that a contingent worker has three records in their Job History like 'Start Contingent Worker
(SCWK)', 'Data Change', and 'End Contingent Worker (ECWK)'. Forward propagation works only when you
modify the Data Change record, where changes are propagated to the ECWK record.
3. Suppose that a contingent worker has four records in their Job History like 'Start Contingent Worker
(SCWK)', 'Data Change 1', 'Data Change 2', and 'End Contingent Worker (ECWK)'. Forward propagation
works only when you modify the 'Data Change 2' record, where changes are propagated to the 'End
Contingent Worker (ECWK)' record.

Related Information

Enabling Concurrent Employment for Contingent Workers [page 79]

Forward Propagation in Employee Central

6.10 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.

Context

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.

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82 PUBLIC Contingent Workforce Management
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.

Results

If successful, contingent worker termination process is complete.

Next Steps

Rehire the terminated contingent workers with a new employment and create a new work order accordingly.

Related Information

Downloading Import File Templates

Preparation of Import Data
Preparation of Data for Termination Details Import
Uploading Import Files
Rehiring Former Employees with a New User ID
Adding a New Work Order [page 67]

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7 Data Protection and Privacy

Learn how you can keep the personal data of your employees secure and private with SAP SuccessFactors.

Centralized Data Protection and Privacy [page 84]

Data protection and privacy features work best when implemented suite-wide, and not product-by-product.
For this reason, they’re documented centrally.

Data Retention Management [page 85]

Identify which data purge function in the Data Retention Management tool meets your data protection and
privacy requirements.

7.1 Centralized Data Protection and Privacy

Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this
reason, they’re documented centrally.

The Implementing and Managing Data Protection and Privacy guide provides instructions for setting up and using
data protection and privacy features throughout the SAP SuccessFactors HXM Suite . Please refer to the central
guide for details.

 Note

SAP SuccessFactors values data protection as essential and is fully committed to help customers complying
with applicable regulations – including the requirements imposed by the General Data Protection Regulation
(GDPR).

By delivering features and functionalities that are designed to strengthen data protection and security
customers get valuable support in their compliance efforts. However it remains customer’s responsibility to
evaluate legal requirements and implement, configure and use the features provided by SAP SuccessFactors in
compliance with all applicable regulations.

Parent topic: Data Protection and Privacy [page 84]

Related Information

Data Retention Management [page 85]

Implementing and Managing Data Protection and Privacy

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84 PUBLIC Data Protection and Privacy
7.2 Data Retention Management

Identify which data purge function in the Data Retention Management tool meets your data protection and privacy
requirements.

The Data Retention Management tool supports two different data purge functions: the newer data retention time
management (DRTM) function and legacy non-DRTM function.

 Remember

We encourage all customers to stop using the legacy purge function and start using data retention time
management (DRTM) instead. To get started using this and other data protection and privacy features, refer to
the Data Protection and Privacy guide.

If you already use the legacy data purge function as part of your current business process and you are sure that it
meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware
of its limitations.

 Note

If you are using the legacy data purge function, you can only purge a calibration session when there is at least
one facilitator assigned to the session.

 Restriction

Be aware that the legacy data purge function may not meet your data protection and privacy requirements. It
doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries
or legal entities.

In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use
legacy data purge, please refer to the guide here.

Parent topic: Data Protection and Privacy [page 84]

Related Information

Centralized Data Protection and Privacy [page 84]

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Data Protection and Privacy PUBLIC 85
8 Appendix A

8.1 Standard Reporting

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

For more information on reporting, see the Advanced Reporting guides on the SAP Help Portal, SAP
SuccessFactors Employee Central Reference .

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86 PUBLIC Appendix A
Important Disclaimers and Legal Information

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• Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your agreements
with SAP) to this:

• The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.

• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

• Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering a SAP-hosted Web site. By using such links, you
agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this information.

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Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
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control or responsibility of SAP.

Beta and Other Experimental Features

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any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use the
experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your feedback
(e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and
phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example
code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities, genders,
and abilities.

Implementing and Managing a Contingent Workforce

Important Disclaimers and Legal Information PUBLIC 87
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