Configuring Automatic Performance Form Launch on Hiring and Rehiring

[AbhijeetPawar]

Introduction:

Automatically launching performance forms ensures that evaluations are initiated promptly based on specific triggers such as employee hire and rehire. This process enhances organizational efficiency by ensuring timely performance assessments align with employment changes. Implementing this automation supports a seamless transition for new and returning employees into the evaluation framework.

Prerequisites:

Before setting up the automation, ensure the following prerequisites are met:

1. Performance Management Template: A performance management template must be configured and active.
2. Role-Based Permissions (RBP): Verify that the necessary permissions are granted to configure business rules and manage performance forms.

Step-by-Step Guide to Automate Performance Form Launch

Step 1: Intelligent Service Center (ISC)

Confirm the Intelligent Service Center is active in your instance. Check its configuration and integration status.

Step 2: Activate the "pm-form" field in Employee Central > Job Information, proceed as follows:

1. Navigate to Admin Center > Manage Business Configuration.
2. Select "jobInfo" under "HRIS Element."
3. Add the "pm-form" field to the field list. If HRIS Sections are in use, include the field in the "jobFieldList" section.
4. Label the field as "Performance Form."
5. Click "Details" and set these options:
     - Enabled: Yes
     - Mandatory: No
     - Visibility: View
     - Maximum Length: Leave it blank
6. Save the changes made to jobInfo.

 Step 3: Provide access to the new field in Role-Based Permissions.

1. Access Admin Center: Go to Admin Center > Manage Permission Roles
2. Choose Role: Select the Role to which you want to grant the field
3. Open Permissions: Click on “Permissions…”
4. Navigate to Entities: In the left panel, scroll down to “Employee Central Effective Dated Entities”
5. Grant Permissions: In the right panel, scroll down to Job Information, and grant View permissions to the field
6. Save Changes: Click “Done” > “Save Changes”

Step 4: Create Business Rules for Automation

1. Access Configure Business Rules: In the Admin Center, go to 'Configure Business Rules'.
2. Create a New Rule:
      - Click on 'Create New Rule'.
      - Select the rule scenario: Choose 'Job Information' as the base object.
      - Define Rule Name and Purpose: Provide a meaningful name and description for the rule.
3. Set Up Rule Conditions:
      - Define the conditions that will trigger the form launch, such as 'Hire Date', 'Rehire Date', or 'Job Information Change'.
      - Use logical operators (AND, OR) to combine multiple conditions if needed.
4. Define Rule Actions:
      - Select 'Create Performance Management Form' as the action.
      - Specify the performance management template to be used.

 Step 5: Assign the Rule to a Trigger Event

1. Navigate to the Admin Center and choose Manage Business Configuration.
2. In the HRIS Element section, opt for jobInfo.
3. Proceed to the end of the page and incorporate the Rule as onPostSave. Ensure not to assign it as onSave or any other trigger.
4. Finally, confirm and store the modifications.

Step 6: Test the Automation

1. Create Test Cases: Create test cases to simulate the trigger events.
2. Verify Form Launch:
      - Hire a new employee, rehire an employee based on the configured triggers.
      - Ensure that the performance form is automatically launched as per the defined rule.

Conclusion:

Automating the launch of performance forms in SAP SuccessFactors PMGM using business rules is a powerful way to enhance efficiency and consistency in performance management. By following the steps outlined in this guide, organizations can ensure that performance evaluations are timely, reducing manual intervention and aligning with HR best practices.

Thank you for taking the time to read the document. Your attention and effort are greatly appreciated. If you have any questions or need further clarification, please feel free to reach out.