2651536 - Data Protection & Privacy Enhancements

*** Note: It is the customer’s responsibility to adopt the features and measures that the customer deems appropriate to achieve GDPR compliance ***

SAP SuccessFactors Data Protection and Privacy Features available since 1708

• SAP SuccessFactors is committed, with its products and services, to enable its customers to implement Data Protection and Privacy features that include support for EU’s General Data Protection Regulation (GDPR) requirements.
• Existing product features have been enhanced and new features built to support customers in their compliance journey.

• SAP SuccessFactors Foundation
• SAP SuccessFactors Learning

Data Protection & Privacy Capabilities enabled in b1708

Stages of Data Removal – Native Users, Admins, Instructors

1. User Permanent Purge

What is it?
SAP SuccessFactors Learning follows a deliberate process for irrevocably deleting user data. At the end of it, user data is removed from the system and cannot be recovered. You follow this process as part of your data privacy practice. BizX users are already purged from BizX, and now purge of native Learning-only users such as external users, admins, and instructors is supported in this release.

Why is it important?
Customers maintain internal policies for purging the personal data of former users from their systems. These features aid customers in supporting their policies.

Prerequisites (Required Workflows)

• Edit Purge Deleted User Audit History Automatic Process.
• Edit Delete Inactive Native User.

2. Delete Inactive User Purge

Delete Inactive Native User automatic process

• Delete inactive native users
• Delete based on how long they’ve been inactive
• Related Instructors are also deleted
• Option to include
  - related Admins
  - standalone Instructors
• Confirmation email confirming number of successful and failed deletions for each user type.

Note: Only use this process if you have native Learning users only in Learning. This process may potentially delete inactive users who were created and maintained by BizX platform.

3. Purge Deleted User Audit History

Purge Deleted User Audit History automatic process

• Purge history data for all deleted users, admins, instructors
• Purge based on how long they’ve been deleted
• Cannot be undone!
• Confirmation email confirming number of successful and failed purges for each user type.

Privacy capabilities enabled in b1708

1. User Personal Information Report

What is it?
Report can be generated that displays the personal information stored for a single user and its purpose. While BizX users can be included in this report, the report can be run from Learning in order to support users who are not maintained in BizX, including admins and instructors.

Why is it important?
This feature provides admins a way to generate a report that informs a user about the personal data stored in the LMS.

Prerequisites
Run User Personal Information Report workflow.

2. BizX Admin runs User Personal Data Report (LRN-18177)

What is it?
Report can be generated by a BizX admin that displays the personal information stored in Learning for a single user and its purpose.

To generate this report we added a connection to SAP SuccessFactors Foundation via an internal API. As part of this change, we made changes to Learning OData system. The change is currently internal, but the internal changes will reach the public Learning OData APIs in the Q2 2018 SaaS release. Using this API will require updating OLingo client library to 4.2.0-sap-04 (only for V4).

Why is it important?
This feature provides admins a way to generate a report that informs a user about the personal data stored in the LMS.

Prerequisites
None

3. User Information Change Report (LRN-17500)

What is it?
Report can be generated that displays the changes to personal information stored for a single user, and who made the changes. The report can also be run that shows all of the changes made by a person. While BizX users can be included in this report, the report can be run from Learning in order to support users who are not maintained in BizX, including admins and instructors.

Why is it important?
This feature provides admins a way to generate a report that informs a user about the changes made to their personal data stored in the LMS.

Prerequisites

Run User Personal Information Change Report workflow

BizX Features

1. BizX Admin Configures Application Data Purge

What is it?
BizX Application Data Purge is integrated with Learning. BizX Admin can configure a retention policy and schedule the job periodically delete learning data for a user. Purge is permanent, and once data is purged, it cannot be recovered. A preview report is available that lists out the users that will be purged.

Why is it important?
Data protection and privacy laws mandate to remove users’ personal records if there is no business reason to retain such records.

Prerequisites
Install the DRTM Learning package in the BizX Upgrade Center.
Refer to the guide Setting Up and Using Data Protection and Privacy on the SAP Help Portal for full information.

2. BizX Admin Configures Master Data Purge

What is it?
BizX Master Data Purge is integrated with Learning. BizX Admin can configure a retention policy to permanently delete data for inactive users in all modules, including Learning, and also purge it from BizX. The retention policy applies to the duration for which inactive user data should be retained in the System. Purge is permanent, and once data is purged, it cannot be recovered.

Why is it important?
Data protection and privacy laws mandate to remove users’ personal records if there is no business reason to retain such records.

Prerequisites
BizX User submitting the purge request should also exist in Learning, and must have the Admin workflows View Student and Delete Student.
Refer to the guide Setting Up and Using Data Protection and Privacy on the SAP Help Portal.

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