2180216 - Data Replication Monitor (DRM) Tutorial - SuccessFactors HCM Suite

• What is the Data Replication Monitor (DRM) and where do I find it?
• I cannot find "Data Replication Monitor" when I search in Admin Center.
• The Data Replication Monitor is not visible / not accessible for my users.
• How to enable the Data Replication Monitor?
• What permissions are required to access the Data Replication Monitor?
• How to filter the entries shown in the Data Replication Monitor?
• Export the results from the Data Replication Monitor to a spreadsheet.
• What do the replication statuses in DRM mean (Pending, Successful, Failed, Awaiting Processing)?
• An employee is stuck in Pending status in the Data Replication Monitor.
• The "Last Replicated At" field is not updated after replication is triggered.
• I clicked Reprocess in DRM but the employee was not replicated immediately.
• Error message: "Confirmation is outdated: processingTime is less than or equal to processingTime of existing element."
• The employee cannot be found in DRM when using a time filter (only "All Until Now" returns the record).
• How is employee data replicated from Employee Central to SAP ERP HCM / Employee Central Payroll?
• What does the "AllowReplicationInCorrectionPhase" indicator do when reprocessing an employee?

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 HCM Suite
  • Data Replication Monitor

Data Replication Monitor (DRM)

Data Replication Monitor (DRM) is a monitoring tool that is used monitor the status of data replication from SuccessFactors Employee Central to other (SAP) systems & can be found in Admin Center by searching "Data Replication Monitor".

The Data Replication Monitor User Interface shows the status of the replication individual employees in SuccessFactors Employee Central

Enabling the Data Replication Monitor in Provisioning

In Provisioning > Company Settings, one (or both) of the following options need to be enabled, depending on what scenario is being used

• Enable Employee Central Payroll
• Enable SAP ERP Integration

  
Granting Permissions for the Data Replication Monitor

To enable users to access all features provided by the Data Replication Monitor tool, please refer to the below section of the Using the Data Replication Monitor Product Documentation: Granting Permissions for the Data Replication Monitor

Options available on UI

Filtering: The DRM UI can be filtered based on a number of criteria:

Further information on the usegae of & options available for each filter can be found in the below section of the Using the Data Replication Monitor Product Documentation: Filtering Data in Data Replication Monitor.

Exporting Results

You can also export the contents / entries of the DRM to a spreadsheet in the event further processing is needed:


(Entries can be exported per your selections OR all records can be exported)
  
Further information on how this feature behaves & how to interpret results can be found in the below section of the Using the Data Replication Monitor Product Documentation: Exporting Entries from the Data Replication Monitor.

Replication Statuses

This option will display replication status of all the employees that has been replicated from Employee Central to SAP ERP system

• Pending: The data was collected from SF for processing in the target system, but a confirmation message has not yet been received.

• Successful: The data was collected from SF, processed in the target system & confirmation message has been received by SF indicating that it was processed successfully.

• Failed: The data was collected from SF, processed in the target system & confirmation message has been received by SF indicating that it was not processed successfully & the reson why.

• Awaiting processing: The data arrived in the target system but isn’t processed yet (this status is supported only for the standard integration: SFSF EC S4 HCM INTEGRATION Add-On)

Replication of employee data from SuccessFactors Employee Central

The replication of employee data from SuccessFactors EC system can be triggered in 2 ways:

1. Automated (Scheduled Replication)

• When an employee's data is modified in the system, this change will be picked up via Compound Employee (CE) API based on the updated last_modified_on value associated with that modification
• Once employee is picked by CE API, EmployeeDataReplicationElement is updated, field isWaitingForConfirmation is set to 'True'
  
• The only visible changes in the DRM are that 'Replication Status' is switched to value Pending because of field isWaitingForConfirmation = 'TRUE' the 'Replication Duration' is calculated as the difference between lastReplicationStartTime and current time. 
• The field 'Last Replicated At' in the DRM representing status.replicationProcessingTime will not be changed since this field is only filled from confirmations arriving in EC with their field replicationProcessingTime.

2. Manually (Reprocessing) 

When replication is re-triggered from Data Replication Monitor by selecting the employee and then clicking on "Reprocess" option:

• In the next scheduled replication, the employee will be picked up by CE API via EmployeeDataReplicationElement node of CompoundEmployee API payload
  (Reprocessing does not replciate the employee instantly)
  

  NOTE: that "AllowReplicationInCorrectionPhase" indicator can only have value as "True" in the payload for manually pushed employees

  There is a popup if you rescheduled the EE for replication in DRM where you can decide if the flag should be set or not

  • If update is successful without any error, it will show status as "SUCCESSFUL"
  • If there is any error, it will be shown in T-code SLG1
        
• Once the Infotype-update process is completed, it triggers web service: "getEmployeeMasterDataReplicationConfirmation_Out" which in turn triggers the confirmation (EmployeeDataReplicationConfirmation) upsert back to SF EC via ODATA API.
     
• When the EmployeeDataReplicationConfirmation upsert is received:
    
  • The EmployeeDataReplicationConfirmation/replicationStartTime is compared EmployeeDataReplicationElement/lastReplicationStartTime
    
    
    • IF EmployeeDataReplicationConfirmation/replicationProcessingTime < EmployeeDataReplicationElement/replicationProcessingTime
         THEN the EmployeeDataReplicationElement/isWaitingForConfirmation is set back to 'FALSE'
          
      NOTE: the status of the Employee in DRM will remain in the PENDING status until this happens
        
    • IF EmployeeDataReplicationConfirmation/replicationStartTime < EmployeeDataReplicationElement/lastReplicationStartTime
      This indicates that a newer/more recent status has been sent to the Payroll system for this employee & the EmployeeDataReplicationElement received does not correspond to the most recent processing.
         
      You may encounter an error: "Confirmation is outdated: processingTime is less than or equal to processingTime of existing element."
      & the Employee in the DRM will remain in status: PENDING until the corresponding confirmation is received
        
      If you face issue with the PENDING status in DRM, please refer to KBA 2670730 - "Pending status in Data Replication Monitor".
      
      

In an ordinary situation, when a confirmation arrives in EC for the corresponding EmployeeDataReplicationStatus:

• Field EmployeeDataReplicationElement/replicationUpdateStatus is updated from EmployeeDataReplicationConfirmation/replicationUpdateStatus
• Field EmployeeDataReplicationElement/replicationProcessingTime is updated from EmployeeDataReplicationConfirmation/replicationProcessingTime
• Field EmployeeDataReplicationElement/lastConfirmation is updated with the external code of the new confirmation
• Field EmployeeDataReplicationElement/lastConfirmationWithSuccess is updated with the external code of the new confirmation (ONLY if EmployeeDataReplicationConfirmation/replicationUpdateStatus=SUCCESSFUL)
• Field EmployeeDataReplicationElement/isWaitingForConfirmation is set back to False
  Field EmployeeDataReplicationElement/scheduledReplicationTime is set back to initial

How does the DRM UI get updated for very first time?

• Once an employee is selected by CE API, the EmployeeDataReplicationElement is updated "In Process".
• EmployeeDataReplicationElement/replicationProcessingTime and EmployeeDataReplicationElement/searchFieldReplicationProcessingTime are updated ONLY when confirmation comes back to SF.
  • (Note that notification message would not update these fields)
• No time filter (except "All Until Now") can be used at this stage to filter for the employee in DRM.
• Once employee is replicated to SAP ERP HCM and corresponding confirmation is triggered SAP ERP HCM then the EmployeeDataReplicationElement/replicationUpdateStatus (i.e. Successful / Failed) will be updated in DRM.
• Once DRM updated by the confirmation for the first time, then the time filter can be used in DRM on this employee.

Product Documentation:

• Web Version: Using the Data Replication Monitor
• PDF Version: Using the Data Replication Monitor

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