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Whitaker-Taylor Insights

How to effectively use SAP SuccessFactors Time Off Admin Tools

Jan 15, 2018 11:00:00 AM / by Whitaker-Taylor

 The year 2017 brought some great new enhancements to the SAP SuccessFactors Time Off functionality! Amongst those enhancements are some very useful tools and features. This article will explain more about the purpose of these enhancements and how to use them properly.

1705 Release

The Q2 release of 2017, also known as the 1705 release, brought the Time Account Process Simulator. This new tool is specifically helpful when in the process of creating time account accrual rules for regular accruals, hire accruals or termination accruals.

The Time Account Process Simulator allows you to test and verify accrual rules without having to go through the hustle of running the account creation and/or accrual Time Off calendars.

As the name of the tool suggests it simulates the time account process. After creating an accrual rule you can simply run the simulation to check if the rule does what it is supposed to do. The result of the simulation is a detailed report divided into different sections, providing all the information you need to check if the rule configuration is correct. The tool even gives you warning or error messages when the configuration is incomplete or wrong. Last but not least, the tool also allows for exporting the results into a text file.

To use the tool effectively you must first configure the accrual, hire or termination rule and then run the simulation.

The screenshot below shows an example where the tool clearly gives a warning on the eligibility with the result that the rule has not been executed. Based on this warning message you can go back to your configuration and make adjustments, run the simulator again and ultimately get the correct results.



1708 Release

The Q3 release of 2017, also known as the 1708 release, introduced a new feature called Flexible Start Date for Recurring Time Accounts.


Time Off includes Recurring and Permanent Time Accounts.


As the name suggests, for the recurring time accounts a new time account will be created once the previous account ends. The frequency can be daily, weekly, monthly or annually.


The permanent time account however does not have an end date and will exist as long as the employee is assigned to the corresponding time profile. This new feature only applies to the recurring time accounts.


Until now we could only have a fixed start date for the recurring time accounts, like the hire date or a fixed date such as January 1st. As the name of this new feature suggests we now have the ability to set a flexible date as the start date of the time account. This means that we can use every date field from the employee’s Job Information as the start date for the time account. From our experience this could be very useful for companies who have time accounts based on anniversaries like seniority or age. Next to using the standard date fields from the Job Information, we can also use custom fields, in case you have any.


To make sure the time account has a flexible start date based on your requirements you need to create a business rule and attach it to the time account. Once you configure the recurring time account to have a flexible start date, a new field will appear where you can select the business rule, as you can see in the screenshot below.



If you are a fan of the OneAdmin view of the Admin Center then you might have noticed already that there is a new menu item available called Time Management. Through this menu you can quickly access the most used Time Management tools and features.





1711 Release

The Q4 release of 2017, also known as the 1711 release, introduced a new tool called Time Management Configuration Search.


This tool is specifically useful for Time Admin users and allows for searching time configuration objects that are linked to employees. You can search for employees who are linked to a specific Time Profile, Work schedule, Holiday Calendar etc. To get a list of employees who have a specific work schedule just simply search by employees, select search by ‘work schedule’ and select the specific work schedule from the list with available work schedules and you will get a list with all employees as you see in the screenshot below.


As this is just the first version of the Time Management Configuration Search, we are sure that SAP will enhance it in the future. For example, we are currently missing functionality to export data from the tool which would be a great enhancement.



If you would like to learn more about the Time Off functionality, please contact us at info@whitakertaylor.com.

Topics: SuccessFactors, Employee Central, HRIS

Written by: Whitaker-Taylor