Title here
Summary here
SAP SuccessFactors Transactions: Process Flow, Hierarchy & Relationships
TL;DR
- SAP SuccessFactors transactional objects span ten phases — Recruiting, Onboarding, Time Management, Learning, Performance & Goals, Compensation, Succession & Development, Employee Central Payroll, People Analytics, and Integration — with 58 objects covering the full hire-to-retire lifecycle.
- Daily/continuous processes (Phases 1–4) run independently of the periodic cycles: Performance & Goals and Compensation run quarterly/annually, and Payroll runs monthly, each with its own strict dependency chain.
- Each end-to-end HCM scenario (Hire-to-Onboard, Time & Payroll, Performance & Compensation Cycle, Learning & Certification, Succession Planning) is covered in detail in SF-B02 onward.
1) Transaction Process Flow
2) Hierarchy Structure
3) ER Diagram
4) Transaction Process
| Phase | Object | Integration | Planned | Actual | Prerequisite | App | Description | Practical Examples | Role |
|---|---|---|---|---|---|---|---|---|---|
| 1 Recruiting | Job Requisition [Draft] | - | Planned(Job Requisition [Draft]) | - | Position, Job Code | Recruiting | Create job requisition, define requirements, set recruiting team | Create job requisition “REQ-2024-001” (Sales Rep), position “POS_SalesRep01”, headcount 1 | Hiring Manager, Recruiter |
| Job Requisition [Approved] | - | Planned(Job Requisition [Approved]) | Actual(Job Requisition [Draft]) | Job Requisition [Draft] | Recruiting | Approve job requisition, confirm budget, grant posting permission | Department head approval complete, budget “Annual salary 6M JPY” confirmed, posting permitted | Approver | |
| Job Requisition [Posted] | Planned(Job Requisition [Posted]) | Actual(Job Requisition [Approved]) | Job Requisition [Approved] | Recruiting | Post to career site, distribute to job boards, begin sourcing | Simultaneous posting to career site + LinkedIn + Indeed, application deadline 30 days | Recruiter | ||
| Application [Received] | Planned(Application [Received]) | Actual(Job Requisition [Posted]) | Job Requisition [Posted] | Recruiting | Receive application, parse resume, create candidate profile | 30 applications received, AI Resume Matching executed, candidate profiles auto-created | Recruiter | ||
| Application [Screened] | - | Planned(Application [Screened]) | Actual(Application [Received]) | Application [Received] | Recruiting | Screen candidates, evaluate qualifications, advance or reject | 5 of 30 pass screening, qualification and experience scoring complete | Recruiter | |
| Interview [Scheduled] | - | Planned(Interview [Scheduled]) | Actual(Application [Screened]) | Application [Screened] | Recruiting | Schedule interviews, assign interviewers, send invitations | First round (online) 5 candidates × 30-min slots, 3 interviewers assigned | Recruiter, Coordinator | |
| Interview [Completed] | - | Planned(Interview [Completed]) | Actual(Interview [Scheduled]) | Interview [Scheduled] | Recruiting | Conduct interviews, submit evaluations, provide recommendations | 3 of 5 pass evaluation, score threshold “4.2/5.0” applied | Interviewer | |
| Offer [Extended] | - | Planned(Offer [Extended]) | Actual(Interview [Completed]) | Interview [Completed] | Recruiting | Create offer, set compensation, send to candidate | Offer letter sent: annual salary 6.5M JPY, start date 2024-04-01 | Recruiter, Hiring Manager | |
| Offer [Accepted] | - | Planned(Offer [Accepted]) | Actual(Offer [Extended]) | Offer [Extended] | Recruiting | Receive acceptance, finalize offer, initiate onboarding | Candidate accepts, start date confirmed, onboarding automatically initiated | Recruiter | |
| Hire [Completed] | - | Planned(Hire [Completed]) | Actual(Offer [Accepted]) | Offer [Accepted] | Recruiting | Convert to employee, transfer to Employee Central, close requisition | Employee Central employee record created, ID “EMP_001234” | HR Administrator | |
| 2 Onboarding | Onboarding [Initiated] | - | Planned(Onboarding [Initiated]) | Actual(Hire [Completed]) | Hire [Completed] | Onboarding | Initiate onboarding, assign tasks, welcome new hire | Welcome email auto-sent, 15-item task list assigned | HR Administrator |
| Pre-boarding Task [Assigned] | - | Planned(Pre-boarding Task [Assigned]) | Actual(Onboarding [Initiated]) | Onboarding [Initiated] | Onboarding | Assign pre-boarding tasks, set deadlines, notify stakeholders | 5 document submission deadlines set, IT equipment procurement task assigned | HR Administrator | |
| Document [Submitted] | - | Planned(Document [Submitted]) | Actual(Pre-boarding Task [Assigned]) | Pre-boarding Task [Assigned] | Onboarding | Submit required documents, complete e-signature, confirm compliance | Employment contract e-signed, ID number submitted, bank account registered | New Hire | |
| Onboarding [Completed] | - | Planned(Onboarding [Completed]) | Actual(Document [Submitted]) | Document [Submitted] | Onboarding | Complete onboarding, confirm all tasks, finalize integration | All 15 tasks confirmed, Day 1 orientation preparation complete | HR Administrator | |
| Employee [Active] | - | - | Actual(Onboarding [Completed]) | Onboarding [Completed] | Employee Central | Activate employee status, grant system access, begin employment | Status Active, login ID issued, training courses auto-assigned | HR Administrator | |
| 3 Time Management | Time Off Request [Created] | - | Planned(Time Off Request [Created]) | - | Time Profile | Time Off | Create time off request, select leave type, specify period | Annual paid leave 3 days (2024-08-13 to 15) requested | Employee |
| Time Off Request [Submitted] | - | Planned(Time Off Request [Submitted]) | Actual(Time Off Request [Created]) | Time Off Request [Created] | Time Off | Submit time off request, confirm balance, notify manager | Balance confirmed (15 days remaining), manager notification sent | Employee | |
| Time Off Request [Approved] | - | Planned(Time Off Request [Approved]) | Actual(Time Off Request [Submitted]) | Time Off Request [Submitted] | Time Off | Approve leave, confirm team calendar, verify availability | Manager approval, team calendar updated | Manager | |
| Time Account [Deducted] | - | - | Actual(Time Off Request [Approved]) | Time Off Request [Approved] | Time Off | Deduct time account, update balance, record absence | Balance 15 → 12 days, absence record created | (System) | |
| Time Sheet [Created] | - | Planned(Time Sheet [Created]) | - | Time Profile | Time Tracking | Create time sheet, select period, initialize entries | Week 2 of August 2024 time sheet created | Employee | |
| Time Entry [Recorded] | - | Planned(Time Entry [Recorded]) | Actual(Time Sheet [Created]) | Time Sheet [Created] | Time Tracking | Record attendance, log work hours, add cost assignment | Mon–Fri 8h × 5 days = 40h recorded, allocated by project code | Employee | |
| Time Sheet [Submitted] | - | Planned(Time Sheet [Submitted]) | Actual(Time Entry [Recorded]) | Time Entry [Recorded] | Time Tracking | Submit time sheet, validate entries, request approval | Total 40h submitted, overtime 0h confirmed | Employee | |
| Time Sheet [Approved] | - | - | Actual(Time Sheet [Submitted]) | Time Sheet [Submitted] | Time Tracking | Approve time sheet, confirm accuracy, release to payroll | Manager approval, released to payroll | Manager | |
| 4 Learning | Learning Item [Assigned] | - | Planned(Learning Item [Assigned]) | - | - | Learning | Assign learning item, set deadline, define requirements | “Information Security Fundamentals” assigned to new hire, deadline 30 days | Manager, LMS Admin |
| Course [Enrolled] | Content Provider | Planned(Course [Enrolled]) | Actual(Learning Item [Assigned]) | Learning Item [Assigned] | Learning | Enroll in course, confirm schedule, access materials | LinkedIn Learning “Introduction to Project Management” enrolled, e-learning format | Employee | |
| Course [In Progress] | - | Planned(Course [In Progress]) | Actual(Course [Enrolled]) | Course [Enrolled] | Learning | Take course, complete modules, track progress | 3 of 5 modules complete, progress 60%, total study time 4h | Employee | |
| Course [Completed] | - | Planned(Course [Completed]) | Actual(Course [In Progress]) | Course [In Progress] | Learning | Complete course, pass assessment, record completion | Final test passed (85/100), eligible for certificate | Employee | |
| Certification [Issued] | - | - | Actual(Course [Completed]) | Course [Completed] | Learning | Issue certification, set validity period, add to transcript | “Information Security Fundamentals” certificate issued, valid until 2025-12-31 | (System) | |
| 5 Performance & Goals | Goal Plan [Created] | - | Planned(Goal Plan [Created]) | - | Goal Plan Template | Performance & Goals | Create goal plan, set period, define goal template | FY2024 goal plan created, period 2024-04 to 2025-03 | HR Administrator |
| Goal [Assigned] | - | Planned(Goal [Assigned]) | Actual(Goal Plan [Created]) | Goal Plan [Created] | Performance & Goals | Assign goals, cascade from corporate goals, set metrics | “Achieve 110% of prior-year sales” weight 40%, cascaded from corporate goals | Manager, Employee | |
| Goal [In Progress] | - | Planned(Goal [In Progress]) | Actual(Goal [Assigned]) | Goal [Assigned] | Performance & Goals | Track goal progress, update completion rate, add milestones | Q2 progress 55%, mid-year milestone achieved | Employee | |
| Goal [Completed] | - | Planned(Goal [Completed]) | Actual(Goal [In Progress]) | Goal [In Progress] | Performance & Goals | Complete goal, document results, prepare for evaluation | Sales achievement 112%, goal completed with evidence attached | Employee | |
| Goal [Evaluated] | - | - | Actual(Goal [Completed]) | Goal [Completed] | Performance & Goals | Evaluate goal achievement, assign rating, provide feedback | Rating “Exceeds Expectations”, manager comment provided | Manager | |
| Performance Form [Created] | - | Planned(Performance Form [Created]) | - | Performance Form Template | Performance & Goals | Create performance form, set review period, assign participants | FY2024 performance form created, target 500 employees | HR Administrator | |
| Self Assessment [Completed] | - | Planned(Self Assessment [Completed]) | Actual(Performance Form [Created]) | Performance Form [Created] | Performance & Goals | Complete self-assessment, rate own performance, add comments | Self-rating “4/5”, achievements and improvement points recorded | Employee | |
| Manager Assessment [Completed] | - | Planned(Manager Assessment [Completed]) | Actual(Self Assessment [Completed]) | Self Assessment [Completed] | Performance & Goals | Complete manager assessment, evaluate employee, provide feedback | Manager rating “4/5”, development plan and feedback recorded | Manager | |
| Calibration [Completed] | - | Planned(Calibration [Completed]) | Actual(Manager Assessment [Completed]) | Manager Assessment [Completed] | Performance & Goals | Conduct calibration session, adjust ratings, ensure consistency | Calibration for 50 employees in department, rating distribution adjusted | HR Administrator, Manager | |
| Review [Finalized] | - | - | Actual(Calibration [Completed]) | Calibration [Completed] | Performance & Goals | Finalize review, notify results, document decisions | Final rating confirmed, results notified to employee with face-to-face discussion | Manager | |
| 6 Compensation | Compensation Worksheet [Created] | - | Planned(Compensation Worksheet [Created]) | - | Compensation Plan, Budget | Compensation | Create compensation worksheet, set budget, define guidelines | FY2024 merit increase worksheet created, budget 3%, Merit/Bonus separated | Compensation Admin |
| Recommendation [Submitted] | - | Planned(Recommendation [Submitted]) | Actual(Compensation Worksheet [Created]) | Compensation Worksheet [Created] | Compensation | Submit recommendations, propose raises/bonuses, verify eligibility | Merit increase recommendations for 10 direct reports submitted: avg 3.2%, bonus 1.5 months | Manager | |
| Approval [Completed] | - | Planned(Approval [Completed]) | Actual(Recommendation [Submitted]) | Recommendation [Submitted] | Compensation | Approve compensation, review against budget, confirm decisions | Department head approval complete, 100% within budget, all recommendations approved | Senior Manager, HR | |
| Compensation [Activated] | - | - | Actual(Approval [Completed]) | Approval [Completed] | Compensation | Activate compensation changes, update salary records, notify employees | Effective 2024-04-01 merit increase activated, payslip reflected, notification email sent | Compensation Admin | |
| 7 Succession & Development | Succession Plan [Created] | - | Planned(Succession Plan [Created]) | - | Position | Succession & Development | Create succession plan, identify key positions, set timeline | Succession plan for Sales Director position created, 3-year plan | HR Administrator |
| Candidate [Nominated] | - | Planned(Candidate [Nominated]) | Actual(Succession Plan [Created]) | Succession Plan [Created] | Succession & Development | Nominate succession candidates, assess readiness, add to pool | 3 candidates nominated, Readiness “Ready in 1-2 Years” | Manager | |
| Candidate [Assessed] | - | Planned(Candidate [Assessed]) | Actual(Candidate [Nominated]) | Candidate [Nominated] | Succession & Development | Assess candidates, evaluate potential, identify development needs | 9-Box evaluation “High Performance/High Potential”, leadership training recommended | HR Administrator, Manager | |
| Succession Plan [Approved] | - | - | Actual(Candidate [Assessed]) | Candidate [Assessed] | Succession & Development | Approve succession plan, confirm candidates, monitor progress | Executive committee approval, primary candidate confirmed, development plan initiated | Senior Leadership | |
| 8 Employee Central Payroll | Payroll [Prepared] | - | Planned(Payroll [Prepared]) | - | Time Sheet [Approved], Compensation Information | Payroll Control Center | Prepare payroll, collect input data, verify master data | August 2024 payroll preparation, 500 employees, time data imported | Payroll Admin |
| Payroll [Simulated] | - | Planned(Payroll [Simulated]) | Actual(Payroll [Prepared]) | Payroll [Prepared] | Payroll Control Center | Simulate payroll, review results, identify errors | Simulation executed, 3 errors detected and corrected | Payroll Admin | |
| Payroll [Released] | - | Planned(Payroll [Released]) | Actual(Payroll [Simulated]) | Payroll [Simulated] | Payroll Control Center | Release payroll, finalize calculations, lock period | August payroll finalized, total gross pay 250M JPY, period locked | Payroll Admin | |
| Pay Statement [Generated] | - | Planned(Pay Statement [Generated]) | Actual(Payroll [Released]) | Payroll [Released] | Payroll Control Center | Generate pay statements, publish to employees, distribute | 500 pay statements generated, published to Employee Self Service | Payroll Admin | |
| Payment [Executed] | S/4HANA | - | Actual(Pay Statement [Generated]) | Pay Statement [Generated] | Payroll Control Center | Execute payment, bank transfer, confirm posting | Bank transfer executed, S/4HANA FI posting complete | Payroll Admin | |
| 9 People Analytics | Dashboard | - | - | - | - | People Analytics | Create dashboard, add tiles, track KPIs | Recruiting KPI dashboard: fill rate 85%, average time-to-hire 32 days | HR Analyst, Manager |
| Story Report | SAC | - | - | - | People Analytics | Create story report, build query, visualize data | Turnover analysis report: attrition rate trends by department and age | HR Analyst, Manager | |
| Workforce Analytics | - | - | - | - | Workforce Analytics | Analyze workforce trends, compare metrics, identify insights | Headcount trend analysis, skill gap visualization | HR Analyst, HRBP | |
| 10 Integration | Master Data Sync | S/4HANA | - | - | - | Integration Center | Sync organizational structure and cost centers from S/4HANA, maintain data consistency | S/4HANA org structure synced to SF Employee Central, daily batch | (System) |
| Payroll Posting | S/4HANA | - | - | Payroll [Released] | Integration Center | Post payroll results to S/4HANA FI, create accounting documents | August payroll results posted to S/4HANA FI, accounting documents auto-created | (System) | |
| LinkedIn Integration | - | - | Job Requisition [Posted] | Recruiting | Post jobs to LinkedIn, import applications, sync candidate data | Job posting auto-synced to LinkedIn, application data imported in real time | Recruiter | ||
| Content Provider Integration | Content Provider | - | - | - | Learning | Import learning content from Skillsoft/LinkedIn Learning, sync catalog | 500 Skillsoft courses synced, catalog auto-updated | LMS Admin |
What to Read Next
L1) Big Picture
| ID | Category | Title |
|---|---|---|
| sf-001 | Overview | What is SAP SuccessFactors? |
L2-A) Master Data
L2-B) Transaction
| ID | Category | Title |
|---|---|---|
| sf-b01 | Overview | SAP SuccessFactors Transactions: Process Flow, Hierarchy & Relationships 📍 |