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Integration Setup for a Core Hybrid SAP ERP HCM Solution

by Riishi Ritambhar, Technical/Functional Consultant

January 5, 2017

Learn how to configure the integration between SuccessFactors Employee Central and SAP ERP HCM to set up SAP’s core hybrid HR solution.

Companies are increasingly embracing a hybrid SAP HR solution using a mix of on-premise SAP ERP HCM and on cloud SuccessFactors Employee Central. This approach allows companies to use the best components from SAP’s on-premise and cloud HCM solutions. The cloud offering provides industries with leading talent solutions for modules, such as performance, succession, learning, onboarding, recruiting, and so on, and the on-premise offering provides a complete and tested solution for core SAP ERP HCM modules, such as time and payroll. Thus, a hybrid approach enables companies to enjoy the best of both worlds.

Available Deployment Options

When a company is transitioning from a full on-premise SAP ERP HCM solution (option 1 in Figure 1) to a full-cloud solution (option 5 in Figure 1), there are three intermediate deployments possible—options 2, 3, and 4. Therefore, five deployment options in total are available.


Figure 1
SAP ERP HCM and cloud solution deployment options

Options 1 through 5 present a gradual transition from an on-premise system to the cloud solution. The side-by-side deployment (option 3) would be considered in special cases—for example, when multiple instances of on-premise SAP ERP HCM solutions exist and they need to be consolidated into one cloud solution gradually. This scenario typically happens where there is one SAP ERP HCM solution for the holding company and different solutions for some or all the subsidiary companies. There are two variants within the side-by-side deployment option:

  • Consolidated: On-premise stores some master data, which is also replicated to the cloud (the reverse is not true). The cloud has the full employee master data.
  • Distributed: Some employee master data is in the cloud and some is on premise

In this article, I focus on the migration from talent-hybrid deployment to core-hybrid deployment. This would apply in cases in which some or all the talent modules are already in the cloud and core SAP ERP HCM (Personnel Administration and Organizational Management) is to be moved to the cloud (i.e., Employee Central).

Setup of the SAP Cloud HR (Employee Central) Solution as the System of Records: Considerations Before Configuration

The first decision is to determine which processes to move to the cloud and which to keep in the on-premise system. The data needed for the processes to be moved to the cloud should then be identified. This step includes listing all the master data (infotypes in SAP ERP Central Component [ECC] or on-premise SAP ERP HCM) that are currently being used in the on-premise solution, and identifying the corresponding master data in the cloud (HRIS-elements in Employee Central on cloud HCM). The infotype data from SAP ERP HCM would need mapping or synchronization with the HRIS elements in Employee Central. The remaining master data being used in the on-premise SAP ERP HCM system would continue to be managed there.

The following is a sample list of these processes, broken down by solution.

Cloud:

  • Onboarding
  • Recruiting
  • Employee and Organizational Administration (for example, hiring, transfer, and promotion)
  • Performance
  • Learning
  • Career and succession planning
  • Workforce Analytics and Planning 

On-premise:

  • Time Management (leave, shift, overtime, and so on)
  • Benefits
  • Payroll 
Data Mapping from SuccessFactors Cloud HR (Employee Central) to SAP ERP HCM

Based on the list of processes for on-premise and cloud, a sample list of the master-data segregation would look something like Table 1.

Object

Data

Source

Target

 

 

Cloud

HRIS element

On-premise

infotype

Cloud

object

On-premise

infotype

Employee

Personal information

personInfo

personalInfo

Personal

data

 

Job and organizational

jobInfo

employmentInfo

Organizational

assignment,

actions, and

basic pay

 

Contact

homeAddress

phoneInfo

 

Address

 

Payment

paymentInfo

Bank details

 

ID documents

workPermitInfo

Personal ID

 

Time

Planned working

time and shift group

 

Compensation

compInfo

             —

Recurring

payment and

deduction,

and additional

payment

 

Tax details

Work tax area,

residence tax area,

and withholding

 

 

 

 

 

 

Organization

 

 

 

 

 

 

Generic object

 

 

 

 

 

 

Business

unit

Organizational

unit

 

 

Division

Organizational

unit

 

 

Department

Organizational

unit

 

 

Position

Position

 

 

Job

classification

Job

Table 1
Identification of the source and target for various data objects 


Configuration Steps for Process Setup

Step 1. For each data object, the source object (HRIS element) needs to be configured. This determines the fields that are used in the user interface (UI).

Step 2. Export the metadata from Employee Central and import it into the SAP ERP HCM system.

Step 3. For each source object field, the related fields in the target object are required to be mapped to ensure that the data from the source field can be replicated to the target field.

Step 1

The personal information and person information (e.g., personalInfo and personInfo) HRIS elements are required to be configured. The fields in these elements can be enabled, disabled, or made mandatory. The settings in the configuration of these fields determine how the fields are rendered on the UI. Rules can also be written to show or hide fields based on various conditions. Figures 2 and 3 show a sample setup of the fields for these elements.


Figure 2
Fields of HRIS element personinfo (biographical information)


Figure 3
Fields of HRIS element personalinfo (personal information)

While most of the fields are text or date fields, some of them are drop-down selections. Mapping these fields at the source and target systems is crucial. The picklist values for these must to be defined in Employee Central (Figures 4 and 5).


Figure 4
Setting the reference object type for the field as a picklist and naming it


Figure 5
Options configured for the picklistID salutation

Step 2

Once configurations are completed in Employee Central, these configuration elements need to be exported as metadata from Employee Central and imported into SAP ERP HCM. In the Employee Central Home page, search for metadata and select the OData API Metadata Refresh and Export option (Figure 6).


Figure 6
Search for the OData API Metadata Refresh and Export option

In the Admin Centre screen that opens, click the Export button (Figure 7). You are prompted to save the XML file (Figure 8). (Its default name is SuccessFactors Instance Company ID-Metadata). You can enter any other name as the file name and save it as an XML document. 


Figure 7
Click the Export button


Figure 8
Export the metadata to an XML file

To import the metadata into SAP ERP HCM, you need to configure the Employee Central Company ID. Follow IMG menu path Personnel Management > Basic Settings > Specify Employee Central Company ID and in the screen that the system displays (Figure 9), enter the Company ID and a description.


Figure 9
Create the Employee Central company ID and description and save

The next step is to import the XML file using a program. Follow IMG menu path Personnel Management > Basic Settings > Import Metadata for Web Service-Based Data Transfer from Employee Central (Figure 10). Enter the EC company ID (created in Figure 9) in the EC Company ID field in Figure 10, and specify the metadata file location (created in Figure 8). Then press the execute (F8) key.


Figure 10
Specify the company code and its metadata file path to be imported

Step 3

Before you start the field mapping configuration in SAP ERP HCM, a key thing to understand is that the standard integration has field mappings pre-delivered for some of the master data infotypes. These include:

  • 0000: Actions
  • 0001: Organizational Assignment
  • 0002: Personal Data
  • 0003: Payroll Status
  • 0006: Address
  • 0007: Planned Working Time
  • 0008: Basic Pay
  • 0009: Bank Details
  • 0014: Recurring Payments and Deductions
  • 0015: Additional Payments
  • 0027: Cost Distribution
  • 0041: Data Types
  • 0105: Communication (subtype 0001)
  • 0267: Additional off-cycle payments
  • 0709: Person ID

The infotypes that have integration pre-delivered as part of the standard integration only need the picklist values (Figure 5) in the HRIS-element (e.g., Employee Central fields) to be mapped to the drop-down values of the infotype (e.g., ECC ERP HCM fields). This step is done using the value-mapping configuration.

Follow menu path Personnel Management > Other Integration Settings > Replicating Data from Employee Central to SAP ERP > Assignment of Code Values > Define Mapping Code Value Lists (Figure 11). In this screen, while all the other columns are prepopulated, the ERP Key column needs to be updated with the values (refer to Figure 12 to decide which values to update). Follow IMG menu path Personnel Administration > Personal Data > Personal Data > Create forms of address, and the screen in Figure 12 opens.


Figure 11
Map the field values from Employee Central to SAP ERP HCM


Figure 12
The drop-down values for the form of address field in SAP ERP HCM

(Note: This configuration [Figure 12] would be in the system since the implementation of SAP ERP HCM.)

Note that the field salutation from Employee Central is mapped to the global data type (GDT) FORM_OF_ADDRESS_CODE as part of standard integration (Figure 11). The current configuration maps the Employee Central salutation values to the corresponding form of address values in SAP ERP HCM. Thus, the Mr, Mrs, Miss, and Ms values coming from the Employee Central interface are converted to values 1, 2, 3, and 4, respectively, in SAP ERP HCM (the FOA key column in Figure 12). These code values (1, 2, 3, and 4) already exist as a configuration in SAP ERP HCM.

For other text and date fields, such as First Name, Last Name, and Date of birth, the field mapping exists as standard integration, and no further mapping activity is required.

Next, the infotypes that do not have pre-delivered field mapping need to be set up in the form of a template group, template, and field mappings. Follow IMG menu path Personnel Management > Integration with SuccessFactors Employee Central > Business Integration Builder >Employee Data Integration > Define Field Mapping for Employee Data.

In the screen that opens (Figure 13), first enter the Transformation Template Group ID (ZWS_TG_EMP_REPL) and name (Template Group for Employee Replication), and then select the EC Instance and click the save icon. Next, double-click the Transformation Template folder (on the left) and the screen in Figure 14 opens.


Figure 13
Define a transformation template group

Click the New Entries button (Figure 14) and the screen in Figure 15 opens.


Figure 14
Define a transformation template

In the screen in Figure 15, enter the Transformation Template name (e.g., Personal ID), the EC Entity (WS_17), and click the save icon. Then double-click the Primary Mapping folder (on the left) and the screen in Figure 16 opens.


Figure 15
Map the transformation template to the EC [Employee Central] Entity

Click the New Entries button (Figure 16) which opens the screen in Figure 17.


Figure 16
New Entry for primary mapping

In Figure 17, the EC Entity (WS_17) is selected. The field in this template (26 for nationalID) is mapped to field ICNUM of infotype 0185 in SAP ERP HCM (or it can be mapped to any other infotype). Once these configurations are done, click the save icon in the ribbon (highlighted at the top of the figure).


Figure 17
Map Employee Central field nationalID (26) to ECC field ICNUM in infotype 0185

Organizational Structure Replication

By default, the following organizational entities are mapped and replicated from Employee Central to SAP ERP HCM:

  • Business Unit (to Organizational Unit in SAP ERP HCM)
  • Division (to Organizational Unit in SAP ERP HCM)
  • Department (to Organizational Unit in SAP ERP HCM)
  • Position (to Position in SAP ERP HCM)
  • Job Classification (to Job in SAP ERP HCM)

The fields of each of these objects are configured for replication by first configuring the objects in Employee Central. First, go to the Employee Central home page and search for configure object (Figures 18). 


Figure 18
Home page search in Employee Central for object definition configuration

This action displays the screen in Figure 19. The fields configured in Employee Central (Figure 19), must be mapped to SAP ERP HCM fields. This is done using a template group, template, and primary mapping of fields following the same steps as that for the employee data field mappings (Figures 13 to 17).


Figure 19
Configuration for the department generic object in Employee Central (standard pre-delivered object)

Follow IMG menu path Personnel Management > Integration with SuccessFactors Employee Central > Business Integration Builder > Organizational Data Integration > Define Organizational Object Types for Integration (Figure 20). 


Figure 20
Organizational objects for replication from Employee Central to ECC ERP HCM

To map the fields of the Organizational objects (Figure 20), follow IMG menu path Personnel Management > Integration with SuccessFactors Employee Central > Business Integration Builder > Organizational Data Integration > Define Field Mapping for Organizational Data. Follow the same steps that you took in Figures 13 through 17, and the screen in Figure 21 opens.


Figure 21
Map the EC Field (name_defaultValue) in Employee Central to the Infotype Field (STEXT) in SAP ERP HCM

In this same way, all the required fields from Employee Central can be mapped to the desired fields in SAP ERP HCM.

Filtering of Infotype Data During Replication

At times, there might be a need to replicate only few infotypes’ data to ECC. To complete the configuration for this step, follow IMG menu path Personnel Management > Integration with SuccessFactors Employee Central > Other Integration Settings > Replicating Data from Employee Central to SAP ERP > Infotype Filtering > Filter Infotypes (Figure 22).


Figure 22
Configure only infotypes 0006, 0007, 0009 and 0105 (for specified subtypes) to be replicated

In the screen in Figure 22 you make all the configuration entries for all the infotypes that need to be replicated. To replicate only infotypes 0006, 0009, 0105, and 0007, entries need to be made exactly as shown in Figure 22. After you enter your data, click the save icon. It should be noted that infotypes 0000, 0001, 0002, 0003, and 0709 always are replicated and cannot be filtered.

Mapping of the Existing Objects to Be Cutover to Employee Central

The configuration steps detailed above ensure that new objects created in Employee Central after go-live get created in the SAP ERP HCM system on replication. At the same time, when Employee Central goes live for the first time, there would already be existing employees and organizational objects in the SAP ERP HCM system. These objects need to be cutover (copied) to the Employee Central system at go-live as part of data-migration activity. You need to ensure that these employees or organizational objects, which are data migrated from SAP ERP HCM to Employee Central, do not get be created again in the SAP ERP system on replication. This is done by updating values in certain data-mapping tables in the SAP ERP HCM system. I explain this process in the next section.

Mapping of the Existing Employee in ECC

Table PAOCFEC_EEKEYMAP needs to be populated for the existing employees copied from SAP ERP HCM to Employee Central (Figure 23). This table can be viewed through transaction code SE16 in SAP ERP HCM and can only be updated using an ABAP Program (detailed below). (After go-live this table is automatically populated in the SAP ERP HCM system on replication of newly hired employees in Employee Central).


Figure 23
Fields of table PAOCF_EEKEYMAP for employee mapping

The first three fields—Employee_ID, Employment_ID, and Work_Agr_Item_Id—are auto-populated in Employee Central once the employee records are uploaded into Employee Central. The following details the mapping that helps create the file to be uploaded in SAP ERP HCM:

  • EMPLOYEE_ID Person ID from Employee Central
  • EMPLOYMENT_ID Employment ID from Employee Central
  • WORK_AGR_ITEM_ID Work Agreement Item ID from Employee Central
  • PERNR Personnel number from SAP ERP
  • BUKRS Company Code from SAP ERP
  • EMPLOYEE_ID_EXT External Person ID from Employee Central
  • USER_ID User ID from Employee Central

A comma-separated value (CSV) file with these values needs to be created. This file is then used to update the table in SAP ERP HCM ABAP using program PAOCF_EC_UPLOAD_EEKEYMAP_UPLOAD (direct table update is not possible).

Mapping of the Existing Organizational Units in ECC

Table SFIOM_KMAP_OSI needs to be populated with the value mapping for the organizational objects in SAP ERP HCM system (Figure 24). The table update view can be accessed using transaction code SM30 in SAP ERP HCM.


Figure 24
Table SFIOM_KMAP_OSI for the organizational object mapping

The first column denotes the Employee Central object type (01 stands for department), the second column is the object ID in Employee Central, and the last column is the object ID in the SAP ERP HCM system. After entering the desired entries, click the save icon to save your data.

Mapping of the Existing Cost Centers in ECC

Table PAOCFEC_KMAPCOSC needs to be populated with the value mapping for the cost center in Employee Central and the SAP ERP HCM system (Figure 25). The table update view can be accessed using transaction code SM30 in SAP ERP HCM.


Figure 25
Table PAOCFEC_KMAPCOSC for cost center object mapping

The first column is the cost center value uploaded in Employee Central. The second column is the company code in SAP ERP HCM to which the cost center is assigned. The third column is the corresponding cost center code in ERP SAP HCM. After entering the desired entries, click the save icon in the menu bar to save them.

Integration Using the SAP Hana Cloud Integration Platform

Once the configurations in both Employee Central and SAP ERP HCM are done, they need to be connected (or integrated) using middleware. The middleware pulls the data from the source system and pushes it to the target system based on triggers (e.g., scheduled batch jobs). The SAP-supported tools are Dell Boomi and SAP HANA Cloud Integration.

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Riishi Ritambhar

Riishi Riitambhar is technical/functional consultant with over 12 years of experience in the area of HCM applications built on SAP ERP HCM and SAP SuccessFactors. His special areas of focus include SAP positive Time Management and Payroll integration. Riishi's SuccessFactors Employee Central experience includes extensive implementation experience of Metadata Framework, workflows, and business rules.



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