Data Archival Solution for SAP SuccessFactors HCM

[Swetha__Balusamy]

Current Challenge

Customers require an efficient, secure, and easily accessible method to access   historical HR data without sacrificing its value for reporting, analytics,  regulatory requirements , Payroll Retros and other use cases. 

Customer Scenario:

The customer is implementing SAP SuccessFactors HCM but has been using SAP ERP HCM/Legacy HR systems for 20+ years. As part of SAP SuccessFactors HCM implementation usually up to  one year history will be  migrated to SF as a leading practice but remaining 19 years data is required to be archived and provide easy access to the HR Business team to support different requirements. This is a very common use case we see in any SAP SuccessFactors HCM implementation project but there is no packaged solution to archive and provide access to Historical data from SF. 

Tech Envo  Solution:

The SAP SuccessFactors HCM Data Archival Solution is a purpose-built SAP BTP Extension Solution built on SAP BDC and provides a seamless access extension designed to seamlessly offload, store, and manage historical HR data from various legacy HR systems. Leveraging SAP Business Technology Platform, this solution provides a robust, centralized, and secure SaaS application for long-term data retention. It serves as a single source of truth for historical HR records, enabling optimized live system performance, cost reduction, streamlined reporting, and ensuring strict compliance with data retention policies and audit trails. 

Benefits

1. Applications can be accessed in three ways.
• Application which is embedded in the SAP Build Work Zone.
• Application which is embedded in the SAP SuccessFactors Portlet.
• Accessible as a Standalone SAP Fiori Application deployed on SAP BTP or SAP Launchpad.
2. Archive Administrators can securely log in and access historical data using a familiar interface that mirrors the SAP SuccessFactors UI.

 

     

3. Prebuilt use cases to support different requirements. Currently Supported use cases are Rehire Check, Position Change Report, Do not Hire List, Tenure Data, Time in Position and Compensation Report.

4. UI is same as SAP SuccessFactors and blends seamlessly.

5. Users can view historical employee information such as Demographics, Payroll, Performance, Benefits, Certifications, and more.

                                                  Fig 1.1 – EMP_DEMOGRAPHIC_DATA_ARCHIVE_VIEW

                                                     Fig 1.2 – EMP_BENEFITS_DATA_ARCHIVE_VIEW

                                         Fig 1.3 – EMP_GLOBAL_ASSIGNMENT_DATA_ARCHIVE_VIEW

                                               Fig 1.4 – CONTINGENT_WORKER_DATA_ARCHIVE_VIEW

 

                                                              Fig 1.5 – HIGHER_DUTY_DATA_ARCHIVE_VIEW

                                  Fig 1.6 – INTERNATIONAL_COMPANY_DATA_ARCHIVE_VIEW

 6.Archive administrators can access pre-built use cases and reports such as Rehire Check, Tenure Tracking, Do Not Hire List, and more.

                                             Fig 1.7 – REHIRE_CHECK_DATA_ARCHIVE_VIEW

                                                       Fig 1.8 – TENURE_DATA_ARCHIVE_VIEW

                                                      Fig 1.9 – TIME_IN_POSITION_DATA_ARCHIVE_VIEW

 
                                                Fig 2.0 – COMPENSATION_CHANGE_DATA_ARCHIVE_VIEW

                                              Fig 2.1 – DONT_HIRE_LIST_DATA_ARCHIVE_VIEW

                                               

                                        Fig 2.2 –POSITION_CHANGE_REPORT_DATA_ARCHIVE_VIEW

 7. All access and visibility are controlled by SAP SuccessFactors Role-Based Permissions (RBP).

8.  The solution supports external systems via REST APIs like Power BI, Snowflake, and Informatica for extended integration.

9. Real-time changes from SAP SuccessFactors are synced with Data Lake, creating a single source of truth for HR data.

10.The system is fully configurable, allowing customers to define their own fields, rules, reports, and user interface as per their business needs.

11.Data Archival Solution supports both desktop and mobile platforms, ensuring user accessibility across devices.

This Solution by Tech Envo is a powerful, secure, and user-friendly solution that supports organizations in managing historical HR data effectively, ensuring performance optimization, compliance, and actionable insights.

Architecture and Technical Stack:

 

The Solution is available as a standalone application in SAP Build Work Zone on SAP BTP. It is built using the SAP Cloud Application Programming Model (CAP) with Node.js for the backend and SAP Fiori Elements (UI5) for the frontend. A BTP destination is configured to securely connect with the customer’s SAP SuccessFactors instance.

Flow:

• The user launches the Data archival application via SAP Build Work Zone.
• The request is routed through the App Router, which loads the UI from the HTML5 App Repository.
• The App Router authenticates the user by obtaining a token from SAP XSUAA (authorization service)
• This token is forwarded to the backend CAP service via the configured SAP Destination.
• The Destination service securely connects the backend to the SAP SuccessFactors OData APIs.
• The background job in SAP BDC invokes the SuccessFactors APIs to retrieve and archive employee data. 

• Archived data is then pushed to storage targets like SAP HANA DB, SAP Data Sphere/Data Bricks (SAP BDC), or external Data Hubs (e.g., Snowflake, Kafka), depending on customer setup.