Implementation Guide | PUBLIC

Document Version: 2H 2020 – 2020-12-17

Implementing and Configuring Concurrent

Employment in Employee Central
© 2020 SAP SE or an SAP affiliate company. All rights reserved.

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Content

1 What's New in Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

2 Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

3 Differentiating Between Person ID, User ID, and User Name in Employee Central. . . . . . . . . . . . 5

4 Configuring Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

4.1 Enabling Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
4.2 Changing the Business Configuration for Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . 7
4.3 Permissions for Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
4.4 Creating the Event Reason for Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
4.5 Optional: Assigning the Event Reason to a Country/Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
4.6 User Account Decoupling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

5 Managing Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

5.1 Adding a Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
5.2 Importing Concurrent Employments for Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5.3 Changing the Classification of an Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5.4 Terminating a Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
5.5 Terminating Main Employment for Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
5.6 Qualtrics Email Feedback for New Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Implementing and Configuring Concurrent Employment in Employee Central

2 PUBLIC Content
1 What's New in Concurrent Employment

Learn about changes to this guide in recent releases.

2H 2020

What's New Description More Information

Qualtrics You can send an employee a survey at Qualtrics Email Feedback for New Con­
the beginning of a concurrent employ­
current Employment [page 16]
ment to gather feedback.

Q1 2019 - 1H 2020

What's New Description More Information

No Changes We did not update this document.

Q4 2018

What's New Description More Information

Role-Based Permissions The Permission Settings topic was re­

moved and the relevant permissions
were added to other topics as prerequi­
sites.

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What's New in Concurrent Employment PUBLIC 3
2 Concurrent Employment

You can create concurrent employment for an employee by creating one or more secondary employments for
an employee who already has a main employment. One of the employments is classified as the main
employment and all others are classified as secondary employment.

You can also change a main employment to a secondary employment, and the reverse. At any given point of
time, the system can only refer to one of the employments as main employment. This classification can be
potentially used to handle main and secondary employments differently in various SAP SuccessFactors
processes (for example, talent and performance feedback processes).

As with global assignments, when an employee is assigned a secondary employment, a unique user ID is
created. It is important to note that this ID cannot be assigned to any other user.

The system supports the conversion from employee to contingent worker and from contingent worker to
employee.

 Note

For Time Off each time recording is performed for the selected employment,meaning that calculations,
deductions, or validation across employments is not possible.

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3 Differentiating Between Person ID, User
ID, and User Name in Employee Central

Here are the differences between person ID, user ID, and user name as well as a description of how they’re
used.

Field Description Stored

person-id-external When someone is hired in Employee Stored in biographical block.

Central, the system automatically as­

signs a number to the new employee.
This is called person-id-
external in the system, but labeled
Person ID on the UI. This can change
over time.

The system also sets the user name

and the user ID to the same value as the
person ID.

If a concurrent employment is added to

the employee, then the system auto­
matically assigns another user name
and user ID to the employee.

 Note
If it’s referenced in the secondary
assignment MDF object, it isn’t
possible to change the person-
id-external.

This field can’t be used for single sign-

on (SSO).

Implementing and Configuring Concurrent Employment in Employee Central

Differentiating Between Person ID, User ID, and User Name in Employee Central PUBLIC 5
Field Description Stored

UserId This is unique number in the system for Stored on the basic user import.
a user and can’t be changed. Once this
value has been used, it can’t be reused.
Its sole purpose is to be the unique
identifier for the person's employment
in the system and is mapped from the
Person ID for Employee Central cus­
tomers.

If a concurrent employment is added to

the employee, then the system auto­
matically assigns another user name
and user ID to the employee.

This can and should be used for single

sign-on (SSO).

Username This is the field that a user uses to sign Stored on the basic user import.

in. It can be different from User ID or

Person ID but for simplicity it’s often the
same value.

If a concurrent employment is added to

the employee, then the system auto­
matically assigns another user name
and user ID to the employee.

This can and should be used for single

sign-on (SSO).

 Note

You can configure these fields to be visible on the UI in the Employee File by adding them to the Succession
Data Model.

You must have <standard-element-ref refid="userId"/> listed under both <edit-template

id="sysAllUserDirectorySetting"> and <edit-template
id="sysVisibleUserDirectorySetting">. The field <standard-element-ref
refid="username"/> is already in the Succession Data Model.

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6 PUBLIC Differentiating Between Person ID, User ID, and User Name in Employee Central
4 Configuring Concurrent Employment

4.1 Enabling Concurrent Employment

Enable concurrent employment in your system, so that you can use it.

Procedure

1. Go to the Admin Center Manage Employee Central Settings .

2. Under Person, Employment and Worker Type, enable Concurrent Employment Management.
3. Save your changes.

Results

Concurrent employment is now enabled in the system.

4.2 Changing the Business Configuration for Concurrent

Employment

Update the business configuration settings once concurrent employment is enabled in the system to enable
required fields.

Procedure

1. Go to the Admin Center Manage Business Configuration .

2. Select Employee Central employmentInfo .

3. In the HRIS Fields section, add the <company> field and add a label for the new company.

 Note

Ensure that the HRIS field Company is assigned to employmentInfo for concurrent employment. If this
field is not activated, then not all permissions are available.

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Configuring Concurrent Employment PUBLIC 7
4. Save your changes.

Results

The field is now enabled in the data model.

4.3 Permissions for Concurrent Employment

Permissions control access not only for admins but also managers regarding who can make changes or see
details about an employee's multiple employment records.

 Note

From 1H 2020, when the logged-in user is not the same as the user being searched, the system displays all
active and inactive employments in the employee profile for users to toggle between. Permissions are not
needed to see that someone has multiple employments. However, permissions are needed to view the data
when selecting one of the employments to view.

Ensure that you have the permission for Add new Employment, which allows you to add multiple employments.

Related Information

List of Role-Based Permissions

4.4 Creating the Event Reason for Concurrent Employment

Create event reasons for adding multiple employment records, so that the concurrent employment can be
activated and terminated in the system.

Prerequisites

You have edit permissions for event reasons listed in Permission Settings User Permissions Employee
Data .

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8 PUBLIC Configuring Concurrent Employment
Procedure

1. Go to the Admin Center Manage Organization, Pay and Job Structures .

2. Select Create New: Event Reason.
3. In the Event field, select Hire.
4. As employee status, select Active.
5. Make any other required entries.
6. Save your changes.

Results

The event reasons are available in the dropdown menu.

4.5 Optional: Assigning the Event Reason to a Country/

Region

Assign the event reasons to countries/regions where required.

Procedure

1. Go to the Admin Center Configure Object Definition .

2. Search for Object Definition Country/Region .

3. Add the event reason as an association.

Make sure that the association is a one-to-many association so that it can be used for multiple countries/
regions. For more information, refer to the Setting Up Country-Specific Picklists for Event Reasons topic in
the Employee Central Master guide on the SAP Help Portal.
4. Save your changes.

5. You then update a specific country/region with the changes. Go to the Admin Center Manage Data .

6. Select Country/Region (the country/region you want to add) .

7. In the History section, select Take Action.
8. Add the event reason.

If you use this optional configuration, you must add all event reasons that you would like to use for this
country/region and not just the event reasons for concurrent employment.
9. Save your changes.

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Results

The event reason should now be available for all employees who are assigned to a legal entity in that country/
region.

4.6 User Account Decoupling

User account decoupling ensures that an employee with active employment can still log in to the system after
an employment change.

 Tip

We recommend enabling this feature for these scenarios:

● Global Assignments
● Concurrent Employment

The system creates user accounts that are connected to employment. This means that if a user has multiple
employment records in the system, for example, for a global assignment or a concurrent employment, their
user account is connected to their first employment record rather than their primary employment.

When the employment of an employee on a global assignment changes from an assignment to permanent
employment in the host country, the employment in the home country is terminated to rehire them in the host
country. The system however locks the user account when the employee is terminated. This means that the
employee can only be rehired using the old employment record, rather than rehiring them with a new
employment record, which may cause issues in some legal entities in some countries. Even if a new user
account is created for the employee, the system redirects them to the inactive user, which is locked and
prohibits system access.

If decoupling is enabled, users of the same person have the different user names but only have one login name.
The system deactivates a user account only if all users of one person are deactivated. So, as long as one
account is set to active, which the system can tell by checking employment records and login permissions, the
user can access the system.

If decoupling in not enabled and the user is attempts to access the system with the wrong user account, then
system locks the user account if successive failed login attempts exceeds what the password policy allows. The
user account can only be unlocked through using the Reset User Account page in the Admin Center.

Related Information

Resetting Accounts
Create User Account using Import
SAP SuccessFactors Employee Central OData API: Reference Guide

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10 PUBLIC Configuring Concurrent Employment
5 Managing Concurrent Employment

5.1 Adding a Concurrent Employment

Create multiple employments by adding one or more secondary employments for a user who already has an
employment in the system.

Prerequisites

Ensure that you have the permission for the Administrator Permissions Manage Hires Add New
Employment option, which allows you to add multiple employments.

Procedure

1. Go to the Employment Information page of the employee.

2. Select Take Action Add Concurrent Employment .

3. On the Update Employee Records page, select Add Concurrent Employment.
4. In Add Concurrent Employment, select Add Employment Details.
5. Select the corresponding event reason for the new employment.
6. For the Hire Date, enter the date when the new employment starts.

The system does not add any information in automatically, so you have to enter the data in manually.
7. In the New Concurrent Employment Company field, select the company for the new employment.

Once you've selected the company, the Secondary Employment Informationsection opens.
8. In the Set as secondary employment for all SuccessFactors processes? field, select:

○ Yes if the new employment is a secondary employment.

○ No if the new employment should become the main employment. The existing main employment
automatically becomes a secondary employment.
9. Make any necessary entries in the other sections.

The isPrimary field on the employmentInfo is deprecated and not related to the concurrent employment
feature.
10. Save your changes.

If you receive an error message that prohibits you from saving the concurrent employment that says that
there can only be one main assignment and that the other assignment must be set to secondary, this
means that a primary employment already exists.

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Managing Concurrent Employment PUBLIC 11
 Go to Manage Data to delete an existing entry in the Secondary Assignments object. By deleting it, you
change a secondary employment into a primary one.

Results

When the concurrent employment is added to the system, a new user ID is created. The user ID is based on the
Next Person Id sequence. The user name for the new user ID is set to user name-n, where n is the number of
employments that user has. For example, user name 12345-2 to represent 2 employments for user 12345.

Related Information

List of Role-Based Permissions

Generating User IDs

5.2 Importing Concurrent Employments for Employees

Import concurrent employments for employees to save manual effort.

Prerequisites

Identify the existing employee that you want to assign a concurrent employment to. However, the user must
have at least the following information in the system:

● Biographical Information
● Employment Details
● Job Information
● Personal Information

Procedure

1. Go to the Admin Center Import Employee Data .

2. Select the arrow after Download a blank CSV template and select the Employment Details import template.
3. Fill in the template.

You must use the person-id-external of the existing user to whom you want to assign the concurrent
employment. However, in the UserID column, enter a NEW UserID (one that does not already exist in the

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12 PUBLIC Managing Concurrent Employment
 system - and note - you do not need to create it in advance in the Basic Import). In effect, you are
specifying a new UserID, which is similar to the set-up for global assignments.

For example: User 12345 exists. You could use 12345-C1 for the concurrent employment UserID (or
whatever convention suits). If you want to follow the same convention, you could also run a Person and
Employment Export Ad Hoc report. This report exports Employment Details data to see how the system
defines the UserID for concurrent employments created in the UI.
4. Once you have completed the template, go to the Import Employee Data screen, select Employment
Details, then browse to find the file. Select Import.

Results

The import creates the concurrent employment for the employee and can be seen in the Employment
Information page. The imported employment is added as a secondary employment.

You can now use this new UserID to import other related data such as Job Information, Job Relationship,
Compensation Information, and so on.

Next Steps

The import cannot distinguish between primary and secondary employments, so if you want the concurrent
employment to be the primary employment, then you can import the secondary assignments.

1. Go to the Admin Center Import and Export Data .

2. In Select the action to perform, select Import Data from the drop-down list.
3. Under Select Generic Object, select Secondary Assignments from the drop-down list.
4. Browse to the file to be imported.
5. Import the data.

5.3 Changing the Classification of an Employment

Change the classification of a concurrent employment from main to secondary, or the reverse, for a user with
multiple employments in the system.

Prerequisites

To change the classification, both employments have to exist in the system.

Ensure that you have the permission for Change primary employment to complete this step.

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Procedure

1. Go to the Employment Information section of the employee needing the change.

2. Select Take Action Change Employment Details .

3. In the Employment Details screen, you can switch any secondary assignment to be the primary assignment
and then set the date on which it should take effect in the system.
4. Save your changes.
5. Alternatively, if you have the relevant permission settings, you can change the employment classification in
the Manage Data screen.

 Note

Alternative

1. Go to the Admin Center Manage Data .

2. In the Manage Data screen, in the Search field, select Secondary Assignments, and select the
employee's name whose secondary assignment classification you want to change.
3. Select Insert New Record.
4. Enter the effective date when the change becomes effective.
5. In the Secondary Employments for all SuccessFactors Processes area, select the Delete icon next to
the secondary employment that should become the main employment. This removes the
classification as secondary employment from this employment.
6. In the Employment / User ID field, select the main employment that should become the secondary
employment.
7. Enter any external ID.
8. Save your changes.

Results

As of the effective date, the previous main employment becomes the secondary employment, and the previous
secondary employment automatically becomes the main employment.

Related Information

List of Role-Based Permissions

Assigning Permissions to a Role

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14 PUBLIC Managing Concurrent Employment
5.4 Terminating a Concurrent Employment

End a concurrent employment for a user in Employee Central.

Procedure

1. Go to the employee. Switch to the employment you wish to end.

2. Select Take Action Terminate .

3. You can then select All or the employment of the context you are in.
4. Add a date for the end as well as a reason.
5. Select OK to save your changes.

Next Steps

Now (or depending on your company's settings, once the workflow is approved), the employment is
terminated.

5.5 Terminating Main Employment for Concurrent

Employment

Terminate the main employment of an employment and set the secondary employment as the new main
employment.

Context

In cases where an employee has one or more concurrent employments, you may want to terminate the main
employment and set one of the concurrent employments as the new main employment.

Procedure

1. Go to the Job Information of the employee.

2. Select Take Action Terminate/Retire .

Implementing and Configuring Concurrent Employment in Employee Central

Managing Concurrent Employment PUBLIC 15
3. In the Terminate/Retire screen, in the New Main Employment field, select one of the concurrent
employments.

 Note

The New Main Employment field is only visible if there are two or more active employments. Otherwise
the only possible active employment is defaulted (not visible).

4. Save your changes.

The selected concurrent employment is set as the new main employment.

Results

You can check the data of the secondary assignment in the Manage Data screen.

Next Steps

If workflows are enabled, then you have to approve the workflow. Add the new field New Main Employment in
the workflow template.

5.6 Qualtrics Email Feedback for New Concurrent

Employment

Configure Employee Central and Intelligent Services to send employee information to Qualtrics, so that you can
send employees surveys in email when they're assigned to concurrent employment.

Qualtrics surveys allow you to gain feedback from your employees about their concurrent employment
experience and process.

Using this feature requires a Qualtrics Employee Experience license so that you can create Lifecycle projects.
You also need to integrate SAP SuccessFactors with Qualtrics, and enable Intelligent Services.

You use your Qualtrics account to create surveys and view their results. All the settings to configure the
contents and schedule for the email survey are performed in Qualtrics.

To add Qualtrics feedback opportunities, enable and integrate Qualtrics with your SAP SuccessFactors system.
Refer to Integrating SAP SuccessFactors with Qualtrics for details.

Related Information

Integrating SAP SucccessFactors with Qualtrics

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16 PUBLIC Managing Concurrent Employment
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