Understanding HRIS Elements in SuccessFactors: The Key to Effective Data Management

SuccessFactors is a leading cloud-based Human Capital Management (HCM) suite known for streamlining HR processes efficiently. A fundamental aspect of SuccessFactors is the concept of HRIS elements, which are the building blocks for storing and managing employee data. Understanding how they operate is essential for maximizing the potential of your SuccessFactors implementation.

What are HRIS Elements?

• Simply put, HRIS elements are individual data fields within the SuccessFactors system.
• They represent specific employee information such as name, job title, salary, address, hire date, etc.
• HRIS elements are customizable, allowing you to tailor them to your organization’s unique data requirements.

Types of HRIS Elements in SuccessFactors

SuccessFactors offers three primary types of HRIS elements:

1. Standard Elements: These are pre-defined elements built into the SuccessFactors system. They cover common HR data points, such as personal information, job details, and compensation.
2. Custom HRIS Elements: You created these elements to accommodate specific data points not covered by standard elements. For example, you might make a custom HRIS element to track employee certifications or specialized skills.
3. Background Elements: These elements store historical employee information. They are vital for tracking changes in employee data, such as previous job titles, compensation adjustments, or department transfers.

The Importance of HRIS Elements

HRIS elements play a crucial role in several SuccessFactors functions:

• Data Organization: They provide a structured way to store and organize employee information, making data retrieval and analysis more efficient.
• Reporting: HRIS elements are the foundation for generating accurate and insightful HR reports. You can create reports on headcount, turnover, diversity metrics, and more.
• Workflows and Automation: HRIS elements can trigger workflows and automate HR processes. For example, a change in a job title element might automatically update an employee’s access permissions or trigger a salary review workflow.
• Integration with Other Systems: HRIS elements facilitate seamless data exchange between SuccessFactors and other HR systems, such as payroll or benefits platforms.

Best Practices for Managing HRIS Elements in SuccessFactors

1. Plan Strategically: Before creating custom HRIS elements, consider whether the data you need to store can be accommodated by existing standard elements, potentially with some modification. More complex configurations can be challenging and require maintenance.
2. Naming Conventions: Establish clear and consistent naming conventions for your HRIS elements to enhance data clarity and ease of use.
3. Security: Implement appropriate security measures to protect sensitive employee data stored within HRIS elements. Use role-based permissions to control access.
4. Data Validation: Utilize data validation rules to ensure the accuracy and consistency of information entered into HRIS elements.
5. Documentation: Document your HRIS elements in detail, including their purpose, data types, and associated dependencies. This will be invaluable during maintenance and upgrades.

Conclusion

Mastering HRIS elements in SuccessFactors is crucial for effectively managing employee data and optimizing HR operations. By understanding the different types of elements, their roles, and best practices for managing them, you can unlock the full potential of your SuccessFactors system.