Automated Shift Scheduling with SAP SuccessFactors and shyftplan
Efficient Workforce Management through the Integration of shyftplan and SAP SuccessFactors.
Modern workforce scheduling is complex and time-consuming, especially in companies with shift work and intricate work time models. Those using SAP for shift scheduling can benefit from additional advantages through integration with shyftplan. The combination of HCM systems and shift scheduling solutions enables seamless data synchronization, automated absence management, and error-free scheduling. In this article, you will learn how to sustainably optimize your workforce scheduling through the combined use of SAP SuccessFactors and shyftplan.
The Need for an Integrated Solution for Shift Scheduling and HCM
Managing shift scheduling and master data separately brings numerous challenges. Data such as availability, qualifications, or vacation requests often need to be maintained in duplicate. This is not only time-consuming but also increases the potential for errors. Manual data entry in different systems can quickly lead to inconsistencies, which in turn can result in staffing shortages or inefficient schedules. Therefore, integrating the systems is essential to simplify these processes and minimize sources of error.
Benefits of Workforce Management with SAP SuccessFactors and shyftplan
As a leading HCM solution with millions of users worldwide, SAP SuccessFactors is already well-established. Thanks to the newly developed standard interface, integration with shyftplan can be implemented quickly and easily, eliminating the need for manual data entry and duplicate maintenance. Both systems remain up to date through automatic synchronization, whether it’s for absence requests, qualifications, or working time accounts. This creates the foundation for efficient and error-free workforce scheduling.
Synchronization of Absences
Finding adequately qualified replacements for short-term absences is one of the biggest challenges in workforce scheduling. The integration of shyftplan and SAP SuccessFactors addresses exactly this issue: Absence requests are seamlessly synchronized across both systems, whether they are submitted in SAP SuccessFactors or shyftplan. While SAP SuccessFactors enables central management and approval of absences, shyftplan perfectly complements these processes by directly incorporating them into shift scheduling. Managers can view in real-time whether qualified employees are available for replacement. Additionally, shyftplan displays the status of all requests as well as the remaining vacation days of employees. This increases planning security and enables timely corrective actions. As a result, companies benefit from an efficient and comprehensive solution for their workforce scheduling.
Qualified Replacement
Absences can quickly lead to understaffing and disrupt operations. shyftplan supports this process by using AI to suggest suitable replacements. Key factors such as potential conflicts, core positions, and availability are automatically considered by shyftplan. For longer absences, the absence planner visualizes the entire duration and displays the staffing requirements, ensuring that the right replacements are made efficiently and on time.
Assignment Preferences
With AI-based assignment, shyftplan determines the most suitable replacements based on freely configurable preferences. These preferences include assignments according to core positions, rotation, or work time models. Employees can also provide their availability, which can be prioritized during the replacement process. Shift managers have full flexibility in determining the extent to which individual factors should be considered.
Drag-and-Drop
A short-term employee absence can quickly disrupt shift scheduling and cause bottlenecks. In such situations, shyftplan enables shift managers to react quickly and efficiently. Using the multi-selection feature, assignments of the affected employees can be removed from the shifts. Then, qualified replacements can be assigned to the vacant shifts via drag-and-drop. This function allows employees to be flexibly moved between shifts, automatically considering all relevant factors such as work time models, break times, rest periods, and qualifications. If an employee is moved to a shift where the rest period is insufficient, a corresponding warning is triggered.
Shift Swap
Additionally, shyftplan offers an optional feature that allows employees to independently swap shifts. This feature enhances flexibility and gives employees more freedom to balance their professional and personal lives. By enabling employees to manage shift swaps on their own, the administrative burden for shift managers is reduced, creating a modern and respectful work environment.
Synchronization of Temporary Time Deviations
Time deviations pose a significant challenge for companies. Short-term changes in the work time model often lead to uncertainties, planning errors, and additional effort. Without synchronization with SAP SuccessFactors, it can be difficult to track whether employees are scheduled against their work time model. Through the integration of shyftplan and SAP SuccessFactors, temporary time deviations can now be viewed in both systems. The deviations are automatically transferred and visible in both shyftplan and SAP SuccessFactors. This ensures that managers and shift supervisors always have a complete overview of employees' work time models, ensuring that all deviations are accurately recorded and accounted for.
Compliance with Legal Regulations
shyftplan automatically checks compliance with relevant legal regulations at every step, such as minimum rest periods, overtime rules, and break and holiday requirements. Potential conflicts are identified early and can be directly adjusted in the planning to ensure compliance with legal requirements. This ensures that employees adhere to prescribed work and rest times, reducing the risk of legal violations. Additionally, the integration ensures that all employee data is handled in compliance with GDPR, providing legal security and fostering trust in the handling of sensitive information.
Efficient Workforce Scheduling with SAP SuccessFactors and shyftplan
The integration of shyftplan and SAP SuccessFactors enables efficient scheduling and helps avoid staffing shortages. The synergy between the two systems paves the way for automated processes, such as absence synchronization, AI-driven replacements, and automatic compliance with legal regulations. Companies benefit from a seamless data flow that not only increases efficiency but also ensures compliance with labor laws.
Discover more in our webinar recording, where Harald König (Head of Sales at shyftplan) and Lena Menne (Solution Advisor at SAP SuccessFactors) demonstrate how the integration of SAP SuccessFactors and shyftplan facilitates smooth data exchange and lays the foundation for digitized shift scheduling.
Since personal data is required for a work schedule, data protection naturally applies here as well. A shift schedule should not simply be posted for everyone to see, and it should certainly not be photographed and shared, for example, via messenger—something that often happens in smaller businesses. However, in larger businesses, there can also be problematic interactions between work schedules and data protection. For example, if there is an Excel document that all employees can access and thus view the personal data of others, data protection is violated. Therefore, a shift schedule is a document containing confidential personal data and should be treated as such.
Regarding data protection, the law is clear on work schedules: not every employee is entitled to view the entire shift schedule. Similarly, every employee has the right to prevent the publication of the schedule—even within the company.
Yes, with shyftconnect, you can connect not only nearly all SAP systems but also other common HR and planning tools with shyftplan.
