SAP Knowledge Base Article - Public

2090185 - Guide to Starting A New Process 101 -Platform


  •  Guide to Starting A New Process 101.


  • What actions do I need to be aware of when rolling out a new process for the new year?
  • How do I close out an existing process?
  • When launching new forms, what 'gotchas' do I need to be wary of?
  • What tips do you have for us as we roll out this year's forms?
  • These and many other questions related to rolling out a new form, plan, or process are answered in this solution.


  • BizX Platform.


  • Successful clients are happy clients, and being successful often relies on getting things right from the very outset when starting a new process or process change. It is the aim of this solution to provide a comprehensive list of items for your consideration so that you can be successful.

  • This list is by no means all encompassing, and may not include items specific to your configuration.  Also keep in mind that these are best practices, and not necessarily absolute do's and don'ts (there are often exceptions to the rule).

  • This list is in no particular order, but without a doubt, the most important consideration, and the one most often ignored is failure to test thoroughly.



Testing Best Practices

  • One of the main causes of unexpected or less than desired results from the SuccessFactors Application is when you do not allow enough time for testing, or fail to perform comprehensive and exhaustive testing of your forms and processes. We find the most common problems could have been prevented if only better testing had been performed before launch.
  • Always build into any change process at least 4 weeks of design and test time. Allow even MORE time if you will be configuring this yourself. In the event you encounter errors or technical issues, and you need to engage our Technical Engineers, this ensures there is still 2-3 weeks time for us to make the needed changes, while allowing sufficient time for you to retest your forms after the change has been made. 
  • NEVER launch a new process at short notice, or under an aggressive timeline that fails to allow you to test EVERY aspect of the form, process, data and reports. We recommend that you allow sufficient time (1 week+) to test any new process thoroughly. It should be carried out by multiple testers, using real data, and from the aspect of every role that will be involved. E, EM+, EH, EX etc.
  • Also consider in your testing, not just how the form should work, but also consider how the form shouldn’t be working as you review results. Put yourself in the end-user’s shoes by logging in as each test user involved.
  • Purposely make out of process mistakes to test unexpected results, as it is common for an end user to do things you had not imagined they would.
  • When testing a new form, be sure you complete a sufficient number of forms so that you can also test all reports that will be used for reporting purposes.
  • Test emails and routing notifications for all users and steps in the process to confirm the correct people get the correct emails for the correct steps and actions, as well as making sure that people that you do not want to get emails do not get them.
  • Test Forgot Password and Send System Message separately from routing emails.
  • Document your results for future reference. Should an in issue be spotted later in the process, you will be able to refer back to your testing results to see if the issue was apparent then but missed, or if it was working in the past, and that possible a new bug has been introduced into the SuccessFactors Application.
  • Do the scores you are receiving on the form match what you are expecting?
  • Attached to this solution is the Guide: How to Test a New Form. Please feel free to download this guide. This document describes common elements of a new form template, and how a client can QA that form using test users before launching it to end users.


Production vs Test Sites

Please keep in mind that production and test are not connected in any way, entirely separate sites and therefore not likely in-sync. As you load new data into each site, such as goals, compensation data, and templates etc, the sites become out of sync. Therefore when you develop and test a template in your test site, the results cannot be assumed to be exactly as you will encounter in production as data may not be the same, and most issues for compensation are related to data.

  • Add additional time for another round of testing in production on top of what is planned for your test site.

  • Add time in case you need to reconfigure your form templates to work in production.

You may want to consider paying a fee for SuccessFactors to clone your entire production site to overwrite test so that it is an exact byte for byte copy. This can save additional design and configuration time with complex process launches as it brings a more consistent experience to the testing phase within both instances.



  • Closing out the previous process: Most forms can be mass moved using the tools available in admin tools.
  • Turn ON email notifications that are needed before creating forms. Turn OFF email notifications that are not required.
  • Have you updated your Email Notification Templates to have the most current contact information in the body of the emails?
  • If you need to restrict access to the SuccessFactors application during your process, remember to limit access by setting Default User Group Assignment.  Only those who are assigned in the group will be able to log in. 
  • Have you reviewed all the options in Company System and Logo Settings? It is always good to review the options year over year as we are adding new abilities all the time.
  • Never, ever delete a Competency in your Competency Libraries. If there is any data in your Competency Library that you will not be using this year, simply set it as "Hidden". Never delete it as historical forms still refer to the competencies IDs, and deleting them will cause errors.
  • Before you import new data into the SuccessFactors Application always be sure to take an export of the current data.
  • Before launching forms clean up all errors in your Employee Data File (user import file).



  • We recommend you review the main compensation process guides.
  •  Comp Admin Guide to Starting a New Process:
    Introduction - Part 1 - Part 2 - Part 3
    This is an essential series for all Comp administrators.





  • Do you have all the available Ad Hoc reports enabled that are available in your instance?
  • Customers should test forms and processes all the way to reporting.  
  • Meet with managers and executives long before your launch and ask them what information they are looking for when the reporting phase of the process is completed.
  • Test reports logged in as various different people/roles to make sure that each person sees the data they need. What you see in a report is not necessarily what another person needs to see.
  • Are you seeing the proper Goal, Overall and Competency scores via List View Reports.
  • If using Dashboards, create a new Process for this year that includes just the forms and attributes managers will need to report on for this period.
  • Test Dashboard Portlets to confirm that the data on your forms is feeding through into ALL the portlets that you expect to use for reporting. Some Dashboard Portlets require that your form is configured with special hidden sections to calculate the required results. It is NOT possible to fix forms once they have been launched if they are missing the required code used by the Dashboard Portlets.
  • Once a year, check with Customer Success to see if there are newer versions of the spreadsheet reports that we can load to your system.
  • Have Custom Reporting Needs? BTS provides specific, strategic programs that are of special interest to an executive audience. This includes such activities as employee surveys, business strategy workshops, change management consultation, advanced reporting, and more. Contact BTS through your Professional Services consultant, or email them directly:


Changing Process: Admin Tools Self Service vs. CCOR

  • Be sure to save a backup copy of any form/template you modify before any changes are made so that you can rollback changes if needed.
  • Many of the considerations listed throughout this solution also apply to any changes you make via Admin Tools, so also become familiar with this entire solution
  • Launch a copy of the last template and test it through to completion, to get a fresh idea of what needs to be changed
    • Build a testing matrix (Step ID’s across the top and roles down the side) to document what roles are having what problems or need what changes.
    • Plan 2-4 weeks for any change, even if you are doing it yourself.
    • Create any new competencies or rating scales in advance 
    • If you need to engage SucessFactors Technical Engineers please complete the entire Change Order Form (CCOR).  An incomplete CCOR makes it difficult to plan the right amount of time for discovery and could lead to delays.
    • Review the changes with your management team before engaging SuccessFactors
    • Identify who your Stakeholders are in the case.  I.E. “This is being requested by our CFO”  This helps get management attention on priority issues.



    Backup Live Profile Historical Information: We recommend you periodically backup and save externally from the SuccessFactors Application your historical live profile data. It's a good opportunity before starting a new process or New Year to make that backup. You can export these files from admin tools > Live Profiles > Export User Information (Data and Template)

    Live Profile Data includes:

    • Personal Information   
    • Background Information  (important information about the employee's 
    • Trend Information (overall ratings from performance forms, goals, succession)



    • Training Guide: This guide lists all of our training options, free and for fee. Please go to this selection and download the guide to see waht is available.


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