SAP Knowledge Base Article - Public

2086682 - Employee Change Engine - Admin Guide [freeze-user-to-role] - Platform

Symptom

What Is the Employee Change Engine?

  • The Employee Change Engine allows you to easily specify what happens with in-progress Performance Review and 360 Review forms when employee data changes. For example, when an employee moves to another department, you can send their Performance Review to the old manager for final comments then directly to completion, skipping all other steps in the routing map. You set these rules once, and they'll apply to all changes of the same type. documents
  • Use the Employee Change Engine to allow old managers to provide final ratings and comments for the employee.
  • Note If you want to transfer forms to new managers without final input from old managers, set Automatic Manager Transfer options either on Employee Import or Documents Transfer page instead. However, the Employee Change Engine rules will not apply if you select any Automatic Manager Transfer options.
  • Setting the rules is easy, you just select the type of change, such as a manager change, job change, or location change, then specify the actions you want to perform. For detailed descriptions of all rules and actions, see Employee Change Engine Rules.
  • Once a form is frozen, it cannot be unfrozen by turning off Change Engine. The system adds the following code to Provisioning > Modify Doc Route Map xml >  <freeze-user-to-role><![CDATA[true]]></freeze-user-to-role>. Please see the section on Tips & Tricks below to unfreeze your forms.
  • If you are using Employee Central, please also see:Employee Change Engine - How to enable when using Employee Central

 

Enabling Employee Change Engine Rules

  • Note If you don't see Change Engine Configuration in the System Properties section, you don't have the permission to enable Employee Change Engine rules. You define this permission under System Properties on the Administrative Privileges page.
  • All related permissions are managed under Admin Tools > Manage Security > Administrative Privileges. The Employee Change Engine impacts all PM and 360 Multi-Rater forms throughout the application. Only a few super administrators should be granted access to this page.
  • You can enable as many rules as you need. For detailed descriptions of all rules and actions, see Employee Change Engine Rules.

Configuration

  • The Employee Change Engine is configured through a page found under Admin Tools in the application. On this page, a user will be able to setup the system rules for how forms should behave given a change to employee data.
  • NOTE: Rules are NOT applied to existing forms until a Trigger event occurs. Therefore if you launch forms with any change engine rule enabled, and then subsequently turn the rule off, forms will not inherit the properties of those rules since no triggers had occurred during the period it was on. It is only when a change occurs that the form's xml is updated to include the new behavior going forward. From that point forward, even should the rule be turned off in change engine, individual forms will continue to have the rule applied since it is now part of the form's xml.

 

Employee Change Engine Support EX Role:

  • As of B1011 You now have the option to specify how you want to manage forms when there is a matrix manager change (EX role). Previously, you could only specify the settings for hierarchical managers. To use this option, contact Support to have your account updated. (PMT-4155)
Provisioning ==> Company Setting ==>Enable Matrix Manager Document Transfer Support
 

To enable or change a rule

  1. In the System Properties section, click Change Engine Configuration.
  2. The Employee Change Engine page opens.
  3. Tip This page displays instructions for setting and enabling rules. To hide these instructions, click Hide Instructions.
  4. In Rules, click the rule you want to enable or change.
  5. Tip A check mark in the Enabled checkbox means that the rule is already enabled.
  6. In Actions, select the actions you want to set for this rule.
  7. When finished, do one of the following:
  8. To set actions for other rules, click  to save your rule, then follow steps two and three to enable more rules.
  9. If you don't want to set actions for other rules, click I'm Done to save your rule and return to the Admin Tools page.
  10. To disable a rule
  11. Tip A check mark in the Enabled checkbox indicates that the rule is enabled.
  12. In Rules, select the rule you want to disable.
  13. In Actions, clear all checkboxes.
  14. Click I'm Done.

The rules you selected are disabled.
 

Tips, tricks, and troubleshooting

Before setting the Employee Change Engine rules, you need to know a few things:

  • Employees must have Employee Change Engine Configuration permissions to be able to set these rules.
  • The rules will not apply if you select any Automatic Manager Transfer options either on Employee Import or Documents Transfer page. 
  • Currently the rules apply only to in-progress Performance Review forms and 360 Review forms where the employee with the data change is the subject.
  • The rules apply to employee data changes made through Employee Import, Change User Information, or User Management pages.
  • The rules don't apply to changes made through the Employee Profile.
  • If the employee whose data changes is a manager, the rules will not apply to their direct reports. For example, if a manager changes jobs, the Manager Change rules will not apply to his direct reports. If you want to apply Manager Change rules to direct reports, you'll need to change each employee's manager.
  • You can also manually move an individual forms to any step. 
  • Tip If you want to move a form without changes to employee data, you can do so manually.
  • Locked Documents: When you freeze/lock a document to the old manager, you cannot unfreeze it just by turning the change engine off. Documents now stuck with the old manager must now be completed by them. There is a known workaround to this if you have exceptions and need to unfreeze individual forms.
  • To unfreeze a document: Admin Tools => Managing Documents => Modify Form Route Map => locate the "form template" => locate the form =>  on the "Modify Form Route Map" screen click the <Next> button
Tip: When using the rule where forms are automatically deleted for inactive users, you now have an override option where you can specify that some form templates aren't deleted automatically. (PMT-4303) Go to admin tools > Form Templates > template > When the system is configured to remove documents for inactive employees, apply these overrides so the system does not remove documents for this form template

          Do Not Remove Inactive Employee's In-Progress Documents.    
          Do Not Remove Inactive Employee's Completed Documents. 

 

Manager Change Rule

Caution! This rule will not be applied if you select any Automatic Manager Transfer options either on Employee Import or Documents Transfer page.

  • Auto complete old forms (Not supported for PMv12):
    • This action applies to Performance Reviews only, it doesn't apply to 360 Reviews. It sends the form to the old manager then the final step, skipping all other steps in the route map. This allows the old manager to provide final ratings and comments and end the review right away.
    • If you select this action, we recommend also selecting Send copy of old from to new manager on completion. This way, the new manager will have a copy of the old manger's final assessment.
    • Note You can't select this action if Keep forms with old manager is selected
  • Disable autosync in old forms: If your form autosyncs goal data from goal plans with your PM forms, then this will disable that sync. Goals on forms will no longer reflect same as goal plan if edits are made.   
  • Keep forms with old manager: Most common feature used of the change engine. Prevents the form from transferring to the new manager of record.
  • Send copy of old form to new manager on completion: This can be beneficial so the new manager gets insight into what the old manager recently completed.

 

Job code Change Rule

  • Auto complete old forms (Not supported for PMv12):
    • This action applies to Performance Reviews only, it doesn't apply to 360 Reviews. It sends the form to the old manager then the final step, skipping all other steps in the route map. This allows the old manager to provide final ratings and comments and end the review right away.
  • Disable autosync in old forms: If your form autosyncs goal data from goal plans with your PM forms, then this will disable that sync. Goals on forms will no longer reflect same as goal plan if edits are made.

 

Location Change Rule

  • Auto complete old forms (Not supported for PMv12):
    • This action applies to Performance Reviews only, it doesn't apply to 360 Reviews. It sends the form to the old manager then the final step, skipping all other steps in the route map. This allows the old manager to provide final ratings and comments and end the review right away.
  • Disable autosync in old forms: If your form autosyncs goal data from goal plans with your PM forms, then this will disable that sync. Goals on forms will no longer reflect same as goal plan if edits are made.

 

Matrix Manager Change Rule

Caution! This rule will not be applied if you select any Automatic Manager Transfer options either on Employee Import or Documents Transfer page.

  • Auto complete old forms (Not supported for PMv12):
    • This action applies to Performance Reviews only, it doesn't apply to 360 Reviews. It sends the form to the old manager then the final step, skipping all other steps in the route map. This allows the old manager to provide final ratings and comments and end the review right away.
    • If you select this action, we recommend also selecting Send copy of old from to new manager on completion. This way, the new manager will have a copy of the old manger's final assessment.
    • Note You can't select this action if Keep forms with old manager is selected
  • Disable autosync in old forms: If your form autosyncs goal data from goal plans with your PM forms, then this will disable that sync. Goals on forms will no longer reflect same as goal plan if edits are made.   
  • Keep forms with old manager: Most common feature used of the change engine. Prevents the form from transferring to the new manager of record.
  • Send copy of old form to new manager on completion: This can be beneficial so the new manager gets insight into what the old manager recently completed.

 
Rules

A simple way to think about this feature is that it sets up rules. Rules are defined as a trigger and a set of actions.

Rule = When <Trigger> occurs, perform <Actions>

A rule can only have one trigger, but can have multiple actions. Because a rule and trigger are currently associated one to one, rules are named after the trigger. Rules are enabled if there are any actions selected. To disable a rule, remove all actions from it.

 

Triggers

Triggers are changes to user data fields. Listed below are the supported triggers.

Label

User Directory Field

Manager Change

MANAGER This applies to all manager roles (EH, EMM, EX, etc.).

Job code Change

JOBCODE

Location Change

LOCATION

An example of a valid trigger is when the MANAGER field for an employee is changed, i.e. an employee gets a new manager.

 

Actions

An action is something that the system will do. In this case, actions always apply to PM and 360 Multi-Rater forms. Actions are described in the table below.

Action Name

Valid Triggers

Notes

Auto complete old forms

Manager Change, Job code Change, Location Change

Cannot be used with Keep Forms with Old Manager

Disable autosync in old forms

Manager Change, Job code Change, Location Change

 

Keep Forms with Old Manager

Manager Change

Cannot be used with Auto complete old forms

Send copy of old form to new manager on completion

Manager Change

 

The only two actions that are mutually exclusive are Auto complete old forms and Keep Forms with Old Manager. This means that you will not be able to select both of these actions for the same trigger. The UI will prevent you from selecting both actions by disabling the checkbox of the other action once one of them is selected.

 

Auto complete old forms

This action will insert a new route map step into each PM form where the employee with the data change is the subject of the form. The new route map step will be owned by the manager, old manager in the case of a manager change trigger. The manager can provide final comments/ratings and then send the form to completion. All future route map steps will be skipped after the new manager route map.

Good to Know

  • This action only applies to PM forms and not to 360 Multi-Rater forms
  • Permissions can be applied to the new route map step. The new route map step will always have a step id of "Auto complete step ". This step id can be used when configuring a form template. If not configured, the manager will have access to all fields/sections during the new route map step.

 

Disable autosync in old forms

  • Caution! This setting is permanent, you will not be able to reverse it.
  • Turn off autosync if it's enabled for your forms.
  • Tip To find out whether your company is using autosync, contact SuccessFactors Customer Success.
  • To rate employees on their old goals even if these goals don't show up in the new goal plan.
  • If you select this action, we recommend also selecting Send copy of old from to new manager on completion. This way, the new manager will have a copy of the old manger's final assessment.
  • This action will change the autosync attribute on PM and 360 Multi-Rater forms from "true" to "false". When this action is enabled, it will look at all PM and 360 Multi-Rater forms where the employee with the data change is the subject of the form. In all those forms, the system will then make sure that the attribute autosync is set to false. Autosync is an attribute of an objective section and is part of the element <obj-sect-type>. This attribute controls the synchronization of goals between Goal Management and a PM form. (See the PM Configuration Guide for more details on autosync).

 

Keep Forms with Old Manager

  • Caution! This setting is permanent, you will not be able to reverse it.
  • Note You can't select this action if Auto complete old forms is selected.
  • Keep the old manager responsible for the routing steps.
  • For example, an employee's manager changes from A to B. The form has steps for the manager and the manger's manager. If you select this action, the form will be routed to A, then to A's manager. If you don't select this action, the form will be routed to B then to B's manager.  
  • To complete all routing steps instead of ending the review right away.
  • If you select this action, we recommend also selecting Send copy of old from to new manager on completion. This way, the new manager will have a copy of the old manger's final assessment.
  • If you want the old manager to provide final ratings and skip all remaining steps, select Auto complete old forms.
  • This action can only be triggered from a manager change. This is because the action is to keep users as owners of future route map steps. When an employee changes managers, currently all future route map steps owned by the manager will be owned by the employee's new manager. This action will make all those future manager steps owned by the old manager. This applies to all user roles (EH, EMM, EX, etc.).

 

Good to Know

  • This action can only be applied to a Manager Change
  • This action cannot be used with Auto complete old forms action
  • This action does NOT apply to forms launched until a manager change occurs. Therefore if you launch forms with this rule on, and then subsequently turn the rule off before any manager change occurs for the subject, those forms would not have inherited the rule and will move to the new manager should a manager change now occur.

 

Send copy of old form to new manager on completion

  • After the form is completed, place a copy of it in the new manager’s Completed folder.
  • The new manager to have a copy of the old manager's ratings and comments.
  • We recommend always selecting this action.
  • This action can only be triggered from a manager change. The action will place a copy of the completed form in the new manager's Completed folder. This action makes the most sense to use in conjunction with Keep Forms with Old Manager, but can also be useful without that action in situations where there are no future manager route map steps. The action will copy a form upon completion.

Good to Know

  • A copy is placed in the new manager's folder so they can see it. This does not remove visibility of the form from the old manager.

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Environment

  • Employee Central

Keywords

KBA , sf employee change engine , LOD-SF-PM , Performance Management , LOD-SF-PLT , Foundational Capabilities & Tools , How To

Product

SAP SuccessFactors HCM Core all versions