Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Management
It is obvious that organizations keep expanding into new countries and regions to expand their market share, and to
find the right talent. At the same time, there is an ever-increasing need for organizational efficiency, insight, and
compliance. For most HR and Payroll processes this has long been figured out by organizations.
But when talking about visa and permit management, processes are often still manual, require a lot of coordination
between multiple stakeholders, and administration in multiple systems.
And the business impact of errors is huge, when e.g. required staff on-boards with delay, or in case of penalties for
noncompliance with permits terms and conditions.
Therefore, we identified a high need to drive further process support and automation in this area.
The solution provides central insight, the ability to run audits and it helps protect organizations from penalties
resulting from non-compliance. The process support helps HR staff to ensure the right data is captured, the correct
milestones are accomplished, and all necessary internal and external stakeholders are informed.
It is all based on a visa and permits framework which can be deployed around the globe, in line with country or
regional specific processes. Throughout the visa and permit processes your HR staff can keep constant finger on the
pulse, monitor these important milestones, and receive reminders when important expiry dates come up. At the
same time employees, managers, and potentially even recruiters can get access to the application to track the status
of their visa and permit processes.
How does it work?
SAP SuccessFactors Visa and Permits Management covers 4 main business areas:
Per entity it is defined which processes are allowed (e.g. Entry Visa, Work Permit, Medical Certificate, etc), and what
the process sequence is (potentially including milestones, expenses, and other relevant factors).
In addition, you can define who the agents (e.g. HR Business Partners) are who can represent your company to the
local authorities.
Because of the flexibility of the framework, it is not limited to visa and permit processes. Also, other types of
processes can be covered where process sequence, and administrative accuracy are key.
One example: the administration of health check processes. In some countries the employer is responsible for an
annual health checkup, including the administration of it. These annual health checkup processes needs to follow a
strict sequence, including milestones, and documents (certificates). Such a process can also be covered within the
flexible framework of the application. The physical checkup would in this case be done by a physician, and
documented in the Visa and Permits Management application.
In these countries, it is common to negotiate and get pre-approval from local authorities on the number of expats the
organization can bring in, and the types of roles these people can fill. This can all be tracked in the application.
The types of roles are aggregated blocks. In the below screenshot you see e.g. a block for chemical engineers:
When approved (after the negotiation) these blocks can be used for recruiting, and the initiation for visa and permit
processes.
Next to negotiation support, this functionality can be used for planning purposes of other types of processes. Like the
annual health check process which was described earlier. In this case the medical health check is completed
throughout the year, and the administration of it is made available to the local authorities at the end of the year for
approvals.
Directly from the work list the agent has insight in ongoing processes and has the ability to initiate new ones. And
these processes follow the flow which is setup in step 1, to ensure correct sequence and help to drive compliance.
See the following screenshot for an example work list:
And when drilling down into these processes it provides full process transparency into the process. See the
following screenshot:
As you can see in the screenshot the application also allows to easily record the related expenses and is able to
assemble all these costs in a single file which can be sent to finance. When needed, the application offers the ability
for auto alerts to notify agents in case of expiration or issues.
Furthermore, because in many cases employees will only join the organization if their families can come over, the
application does not only allow to manage employee related processes, but also those of their dependents (e.g.
family members).
4. Monitor
Obviously, a key element of the application is to provide all stakeholders (employees, manager, and HR) the ability to
access and monitor the process status for themselves, and their dependents.
An additional nice feature is that sponsors can be tracked in the countries where this is needed.
Global Foundation: Define legal entities, permits, milestones, agents and notification settings
Visa Management: Manage issuance, extensions, renewal or cancellation for business or residence
Permits Management: Manage processing, renewal or cancellation of work permits and medical certificates
Eligibility check: define the approval criteria, and set potential limits imposed by government
Cost Management: Record expenses of each transaction and application
Notifications: Alerting HR in case of any pending, overdue or about to expire milestones or documents
It is SAP SuccessFactors’ aim to deliver predefined content for countries. The first country specifics are delivered for
Saudi Arabia and United Arab Emirates in Q1 2018, and this is planned to be followed by Japan. Localization
prioritization will be determined based on customer demand. For more information on our country roadmap please
check the SAP SuccessFactors roadmap.
In which languages is the solution available?
SAP SuccessFactors Visa and Permits Management is currently available in English, Arabic and Japanese languages.
Future supported languages are aligned with the country localization roadmap.
This functionality extends SAP SuccessFactors with unique functionality in the HCM market space. The application
shows the value of our Platform-as-a-Service strategy and is delivered in close alignment with the other SAP
SuccessFactors solutions.
This means:
The application is updated in the same cadence as the rest of the SAP SuccessFactors suite with quarterly updates
The implementation and configuration material can be found on help.sap.com
All relevant material will be published on the SuccessFactors community
The integration is based on SAP Cloud Process platform that comes out of the box for any SuccessFactors extension
based on the SuccessFactors extensions provider of the SAP cloud platform.
The SAP SuccessFactors Visa and Permits Management solution helps organizations to:
Decrease risk in visa and permit processes – including milestones, potential expenses and the company’s
representative to local authorities – in line with country requirements, or legal constraints;
Increase compliance via auditable processes, and the ability to define eligibility checks and approval criteria for
potential negotiations with local authorities on types and number of visas and permits required;
Increase organizational efficiency by providing central worklists, based on country specific processes, to support
HR in the issuance, extension, renewal or cancellation of any type of visa and permit process;
Improve decision making by providing insight into visa and permit processes to HR, recruiters, managers and
employees.