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

• What Is the Employee Change Engine?
• Enabling Employee Change Engine Rules
• To enable or change a rule
• Change engine tips, tricks, and troubleshooting
• Triggers
• Actions
• Auto complete old forms
• Disable autosync in old forms
• Keep Forms with Old Manager
• Send copy of old form to new manager on completion

SAP SuccessFactors Performance Management

What Is the Employee Change Engine?

• The Employee Change Engine allows you to easily specify what happens with in-progress Performance 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>. 
• 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 Configure Change Engine option in Admin Center, you don't have the permission to enable Employee Change Engine rules. The permission must be granted in RBP.
• To grant the permission, go to Admin Center > Manage Permission Roles > [select the role] > Manage System Properties > Change Engine Configuration. The Employee Change Engine impacts all PM forms throughout the application. Only a few super administrators should be granted access to this page.
• The Employee Change Engine is configured through a page found under Admin Center 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.

To enable or change a rule

1. Go to Admin Center > Company Settings > Configure Change Engine.
2. In Rules, click the rule you want to enable or change.
3. In Actions, select the actions you want to set for this rule.
4. To set actions for other rules, click to save your rule, then follow steps two and three to enable more rules.
5. Click I'm Done.

Tips, tricks, and troubleshooting

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

• 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 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 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.

Triggers

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

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 forms. Actions are described in the table below.

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

• 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.
• 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 forms from "true" to "false". When this action is enabled, it will look at all PM 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.

 

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 only to the following manager roles: EM, EX and EH.

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.

 

Implementing and Managing Performance Management - Change Engine

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