Efficiently Manage Employee Dependents in SAP Succ...

Sugandha184 · ‎2024 Nov 22

With Dependent Management, you can add and edit an employee's dependents, such as a spouse or children, in SAP SuccessFactors.

There are two ways to add dependents: manually or via import functionality. Adding dependents manually is quick and easy if you’re working with just a few users (2 to 4). However, for larger groups (10 or more users), importing dependents is more efficient, saving time and ensuring data accuracy.

Let’s take a deeper look at how to import dependents in SAP SuccessFactors.

Prerequisite: -

Dependent management and other permissions in settings are already configured and enabled.
You have an employee ID with you.

We must import some files in sequence to import dependents in SAP SuccessFactors.

The file import sequence is below for importing the dependent in SAP SF.

Optional Files:-

National ID Information
Global Information
Addresses

To Import the details for the dependent, First, we have to export the templates, fill in the details in the spreadsheet, and import. Once we have successfully imported the data, you can view the dependent details in the employee's people profile.

Step 1: Biographical Information

Let’s go into the system. First, we need to Import the Biographical Information for Dependents. To do so, we have to Download the template.

Go to Import Employee Data.
Under Select the action you want to perform, Download Template.
Under Select an Entity, Select Biographical Information.
- Select the required fields as per requirement. Here I’m selecting only User ID, Date of Birth, and Employee/Person ID which will act as Dependent ID in the Biographical Information file.
Click on Generate Template.

After clicking on Generate Template, go to downloads in your local system and Open the .csv file(person info) you just downloaded. In the template, you can enter the user IDs for your dependents.

The person-id-external field is a dependent ID, which should be unique. It can be numeric, alphabetic, or alphanumeric. As a best practice, I am using numeric values for my dependents.

The date-of-birth field in the Biographical Information represents the dependent date of birth.

Keep the user-id field blank.

Once your Person Info (Biographical Information) file is set up and finalized, go to 'Import Employee Data' and select 'Import, Biographical Information' to upload the file.

Procedure:-

Go to Import Employee Data.
Under Select the action you want to perform, Import Data.
Under Select an Entity, Select Biographical Information.
Choose the file. Enter the description if needed.
Keep the File Encoding as Unicode (UTF-8).
Click on Validate Import File Data, before importing the file. (To ensure that your file is correctly configured).
After successful validation, Click on Import.

If there is any error in the file, you will receive the error. Go back to your . CSV file correct and repeat the import process.

After importing the biographical information file successfully. The next Process is to import person relationships.

Step 2: Person Relationships

The person relationships file is where you define the relationship between the employee and the dependent. You already created the Dependent ID in the system using Biographical information import.

As a prerequisite for this learning guide, you should already have an employee/worker ID. Now, you need to define the relationship between the employee/worker ID and the person-id-external that you just imported into the system using the Biographical Information file.

Let’s go back to the system and download the template for person relationships.

Go to Import Employee Data.
Under Select the action you want to perform, Download Template.
Under Select an Entity, Select Person Relationships.
Under Available Data Fields, select Related Person ID External and Relation Type.
You can select additional fields as per your requirement.
Click on Generate Template.

After downloading the template, open the .csv file. It looks like as shown in the below img.

Here you can see some fields.

Start-date:- From when the changes take effect in the system. (Always keep the format as MM/DD/YYYY).
Personinfo.person-id-external: It’s an employee/worker Id field. Here enter the data for the employees you want to import the dependents.
Related-person-id-external: It’s a dependent id field. Here enter the id’s that you imported in the biographical information file. Ensure that you’re aligning the correct dependent id against the employees.
relationship-type: It’s a relationship field. Here define the relationship between the user and the dependent. It can be child, spouse, brother, sister or parents etc.
- You can check the relationship type picklist to check the valid relationship type.
Operation: If you want to perform any operation like delete, clear. Keep this field as blank.

In the below image, We have entered the data. You can see Column C (related-person-id-external) data is the same as Imported in the first file(biographical information).

Go back to the system and repeat the process to Import the data.

Procedure:-

Go to Import Employee Data.
Under Select the action you want to perform, Import Data.
Under Select an Entity, Select Person Relationships.
Purge Type, Always keep it as an Incremental Load. (Doing the Full purge will wipe out all existing data from the system).
Choose the file. Enter the description if needed.
Keep the File Encoding as Unicode (UTF-8).
Click on Validate Import File Data, before importing the file. (To ensure that your file is correctly configured).
After successful validation, Click on Import.

After importing the person relationships file, you will be able to see dependent details on the user profile. Below is the user profile before importing the person relationships file.

For the user Ellen, There is only one dependent “Spouse Test01”.

After importing the person relationships file, here you can see additional dependents visible on Ellen's profile.

We have successfully created and assigned the dependent in the SAP SuccessFactors.

Let’s import other details for dependents like Name, national ID details, etc..

Step 3: Personal Information

In the Personal information file, we will define the dependent first name, Last name, Date of Birth, Nationality, Martial Status, etc.

To import personal information for dependents, Let’s download the template.

Go to Import Employee Data.
Under Select the action you want to perform, Download Template.
Under Select an Entity, Select Personal Information.
Under Available Data Fields, select the fields you want to update for dependent.
Click on Generate Template.

In the Personal Information file, person-id-external refers to the user for whom you want to change/update the details.

Here enter the dependent ID (Which we created and imported via biographical information) in the person-id-external field and enter the rest field details.

Go back to the system and perform the process for Importing the data.

Procedure:-

Go to Import Employee Data.
Under Select the action you want to perform, Import Data.
Under Select an Entity, Select Personal Information.
Purge Type, Always keep it as an Incremental Load. (Doing the Full purge will wipe out all existing data from the system).
Choose the file. Enter the description if needed.
Keep the File Encoding as Unicode (UTF-8).
Click on Validate Import File Data, before importing the file. (To ensure that your file is correctly configured).
After successful validation, Click on Import.

Just like with personal information, you can easily update the user’s National ID and other related details in the system. Keeping this information up to date ensures accurate records and smooth operations.

If you have any questions or need assistance, don't hesitate to reach out. We’re here to help!