2512570 - Creating an HRIS Sync Job in SAP SuccessFactors Via Scheduled Job Manager or Provisioning

• How to schedule a HRIS Sync job?
• Scheduling a Daily or Full Sync job

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

• SAP SuccessFactors HXM Suite
• SAP SuccessFactors Employee Central

Post B2023:

Customer can conduct below

• Create a scheduled job request, for supported job types, on the Job Scheduler tab in Scheduled Job Manager.
• Submit a job request to the job scheduler so that it starts to run at the scheduled time, for supported job types.
• Run a job request immediately in Scheduled Job Manager, instead of waiting for the next scheduled time, for supported job types.
• Edit a job request in Scheduled Job Manager, for supported job types.
• Cancel a submitted job request in Scheduled Job Manager so it doesn't run anymore, or so that you can edit or delete it.
• Delete a saved job request from Scheduled Job Manager when it's no longer needed, for supported job types.
• View the next run time and last run time of upcoming scheduled job requests.
• Use the Job Monitor tab in Scheduled Job Manager to monitor the execution of scheduled jobs, for supported job types. You can check the job status and get troubleshooting information about failed jobs.

View Here :Creating a Scheduled Job Request in Admin Center

 Prerequisites

• This action is supported in Scheduled Job Manager, for the selected job type.
• You have the following permissions:
• Admin Center Permissions > Monitor Scheduled Jobs
  

Note:

• Not all job types are available in Scheduled Job Manager. To view a list of job types that support the creation of job requests, go to Job Scheduler  Create Job Request and open the Job Type menu. If the job type you're looking for isn't listed, please contact Product Support.

 Example Create Job Request Procedure

1. Go to Admin Center > Scheduled Job Manager.
2. On the Job Scheduler tab, choose Create Job Request.
3. In the Job Definition section, enter the following information

Refer to Guide: Managing Scheduled Jobs - chapter_ Chapter: Notes on Some Common Job Types

To sync data from Employee Central to the user data tables

The maximum times that the job can run each day in the Admin Center.

• 3 times for a One-Time job
• 3 times for a Recurring job ( Run the same daily Hris sync job 3 time  example:( 3: 15 AM , 13: 15 PM 21:15 PM) 

For more information, each HRIS Sync Jobs.

Before B2305:

• PLEASE NOTE THAT THE STEPS DESCRIBED BELOW REQUIRE PROVISIONING ACCESS AND THEREFORE, REQUIRE ENGAGING AN IMPLEMENTATION PARTNER.

• All customers who do not have a partner with provisioning access, are requested to reach out to Product Support or Professional Services.

Index

• How to create a HRIS Sync job
• Full or Daily HRIS Sync?
• Which Entities will be Synchronized?
• Performance Management and 360 Form Integration
• Compensation and Variable Pay Integration
• Job Schedule and Notifications
• Validate the HRIS Sync job is scheduled

 How to Create an HRIS Sync Job

The below describes how to set up the HRIS Sync job to run on a Daily basis (the delta). Various different configurations will be discussed later in this article. First we cover how to setup the job.

1. Navigate to Provisioning > Manage Scheduled Jobs
2. Click on the "Create New Job" link
3. Create the Job Definition by defining the Job Type, Owner and Name:

• Job Name: Give it an easy to recognize name, such as "Daily HRIS Sync" or "Daily HRIS Sync Production", or "FULL HRIS Sync"
• Job Owner: The Job Owner must be a user with Role-Based Permissions (RBP) granted to the EC Source and EP Destination fields - and must have Target Population of "Everyone"
• Job Type: "HRIS Sync"

Full or Daily HRIS Sync? 

• Best Practices to schedule Sync jobs.

  • Full Sync
    • Full Sync job is meant for initial customer go-live or for any massive data change or for any major data discrepancies. It is not advisable to schedule a Full Sync job daily or weekly or monthly or quarterly, etc. If there are data discrepancies, please raise tickets for support and support can advise if Full Sync needs to be run. In any and all cases, Full Sync should never be scheduled.
  • Delta Recurring Job
  • As we know, the system will kick delta Sync job for every change made via UI, API, Import. Hence we recommend not to schedule delta Sync job on an hourly basis. 
  • Some customers still prefer to schedule an hourly delta sync job depending on their business cases. Product Support/EC Engineering Team See Here

• Job Parameters: Choose whether the job will run in "Daily Sync"(Delta) or "Full Sync" mode. You do this by selecting one or the other option under "Modified Date Since" in Job Parameters:
  
• Daily HRIS Sync Mode: Select the option "Last successful HRIS sync job run date  (MM/dd/yyyy) : 07/31/2017" (Note: the date mentioned at the end is the last date the Daily HRIS Sync was successfully executed. It will change every time you view the schedule)
• Full HRIS Sync Mode: Select the option "Specify a date: (We strongly suggest the option be selected only for running job once!)  (MM/dd/yyyy)" (Note: Manually enter the Effective Date to define the start of the period. For example, defining the date as 01/01/2000 would mean the Full HRIS Sync job would look to identify the "current" record (as of today) between 01/01/2000 and "Today()" to identify the current data that should be synchronized. DO NOT set this too far back in time, because depending on the depth of the data history maintained in the instance, will increase the time needed for the job to complete.)

Which Entities Will Be Synchronized?

• Select the entities required for sync: When creating the job initially, all of the entities will be automatically selected. Leave all of the entities selected. If you are planning to disable any of them, farmiliarize yourself with the following two KB articles, as disabling any entity could have other downstream impacts you might not be aware of.
  
  
• 2507190 - HRIS Sync: Downstream Impacts
• 2505747 - HRIS Sync - HRIS Sync Job - Order in which Elements are Synchronized

Performance Management and 360 Form Integration

• Automatic Manager Transfer: All options in this section are automatically enabled. This is to ensure Performance and 360 Forms are automatically routed whenever the employees Manager hierarchy changes.
  
  
• 2080650 - How to enable Manager Transfer for Performance Manager forms - Employee Central
• 2507190 - HRIS Sync: Downstream Impacts (It covers more impacts)

• Automatic Document Removal: These options are disabled by default. If enabled, when Terminating an employee in Employee Central, on the Termination Date the employee would be made Inactive. This triggers the removal of Inactive User forms.

 

Compensation and Variable Pay Integration

Compensation specific options for HRIS sync job: These options are disabled by default. If enabled, whenever the job runs it will update Compensation and Variable Pay forms.

• Refer to KB article 2507190 - HRIS Sync: Downstream Impacts

• Sync job runtime options: By default, the "Publish user status changed to inactive event" is enabled.
  
  
• Publish user status changed to inactive event: Should remain enabled (never disable).
• Use the local time zone of the user to set the effective start date of the status update: Refer to KB article 2308595 - HRIS Sync: Timezone Offset for Processing HRIS Sync

Job Schedule and Notifications 

• Job Occurrence & Notification: This section defines the frequency at which the job will run, as well as when the schedule will start from, and whether there will be any additional recipients of the Completed/Failed notification (other than the Job Owner)
  
  
• Occurrence: This depends on whether you are configuring a Full or Daily HRIS Sync.
• Full HRIS Sync: Select "Once" (do not run Full Sync on a schedule).
• Daily HRIS Sync: Select "Recurring". It is best to ensure the Daily HRIS Sync job is the first job running in the instance on any given day. Take the schedule into consideration when building Integrations. See KB article 2080813 - HRIS Sync: Import & API upsert considerations
  
  
• Start Date: The date from which the schedule will run.
• Additional E-mail Recipients: Enter additional email addresses, separated by commas, for all the users who want to receive the notifications.
• Send E-mail when job starts: Will send an additional notification when the job starts.

Validate the HRIS Sync Job is Scheduled

• View Waiting Jobs:

1. Navigate to Provisioning > Monitor Jobs
2. Click the "View Waiting Jobs" link
3. Validate the job is indeed scheduled (Note: for Full HRIS Sync jobs, you will see the Schedule Type defined as "ONE_TIME"):

• 2906009 - Scheduled Job Manager
• 2511923 - Employee Central: What is Effective Dating?
• 2080728 - Employee Central: What is HRIS Sync?
• 2507190 - HRIS Sync: Downstream Impacts
• 2543741 - HRIS Sync is not syncing data to EP in the locale/language the change was made in
• 3210602 - Hourly Daily Hris Sync casing Importing employee data such us causing Job Information failure
• 2231503 - Synchronize Business Configuration Job Configuration via Scheduled Job Manager
• 2964383 - MDF Field label name Change Doesn't Sync to Employee Profile Header after HRIS Sync (real time or Incremental Sync job

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