Eww. What’s that smell?
Is it your SAP® SuccessFactors® test data gone stale?
Back when you first launched SuccessFactors, you did most of the implementation work using at least one test instance.
You used that instance for configuration, data loading, and user acceptance testing.
Then go-live day arrived, and you moved the configuration to your production instance and imported the current real-time data.
Since then, you’ve run the business from the production instance.
And the test instance?
Forgotten.
Alone.
Neglected.
Getting older by the day.
But don’t throw it out! There are some good reasons to refresh it occasionally. Let’s review the process of requesting an instance refresh.
What is an SAP SuccessFactors Instance Refresh?
An instance refresh is copying data and configuration from one instance (source) to another (target).
Usually, you’ll copy your production instance to a test instance. Sometimes you might copy one test instance to another, but that’s not common.
Why Should You Refresh Your Test Instance?
Prepare to test a new SAP SF Release
Refreshing a test instance before a new SAP SuccessFactors release ensures you have the most current configuration and data before testing the release. This is the best way to validate how the release might impact your Production system and processes.
Troubleshoot production issues
How often have you heard someone say, “Can you replicate that in test?” That may be the question you receive from SAP Support if you submit an incident. One of the first troubleshooting steps in Managed Services is to try to recreate problems in a test environment. If your test instance is old or out of sync with your production instance, it might be hard to reproduce errors and find a solution.
Prepare for performance or compensation updates
It’s always a good idea to validate annual performance or compensation planning changes in your test instance first. And refresh your test instance from production before doing so.
Integrate new development
Your organization’s new third-party vendor needs to get employee demographic data from your SAP SuccessFactors Employee Central instance. You might need a new field or two. If so, implement those changes in your test instance first. When testing that integration, you’ll want to test against current data for the best results.
Implement a new module
A customer who has implemented the SuccessFactors Performance and Compensation Module wants to implement the Recruiting and Employee Central Module. The first step should be refreshing the test instance with the configuration and data from the production instance.
When Should You Refresh Your Test Instance of SAP SuccessFactors?
I know. This isn’t always the most pressing to-do to check off a list. It’s like needing an oil change – you know it’s a good idea, but it’s not like your car stops functioning.
But just like the horror stories you hear from mechanics about cars coming in that never had an oil change, I’m surprised by how many customers let their SuccessFactors test instances continue to go stale.
At Rizing, we encourage customers to do a test instance refresh at least twice a year before the SuccessFactors releases in April and October.
Where to Schedule an SuccessFactors Instance Refresh?
Within Admin Center is the self-service Instance Refresh Tool (IRT). A permission setting controls access, so contact your SuccessFactors administrator if you can’t see it.
The IRT is simple to use, and it:
- Provides information on past refreshes
- Shows the number of remaining refresh entitlements you have
- Lets you create a new refresh request
When requesting a data refresh via the IRT, keep in mind:
- The IRT will only refresh modules from the HXM Suite: Employee Central, PMGM, CDP, Succession, Recruiting, Onboarding 2.0, Compensation & Variable Pay, and Profile.
- LMS is a separate checkbox when scheduling, but we recommend always refreshing at the same time.
- Modules such as Onboarding 1.0 or ECPayroll are not part of the instance refresh tool and require a separate ticket via SAP Support.
- The date you want to schedule the refresh may not be available. SAP has a fixed number of daily slots that can fill up quickly (especially before a preview release).
- You can’t schedule a refresh over a weekend due to regular system maintenance windows.
- You can only schedule up to six months in advance.
- If your source schema size is too large, you can’t use IRT. You must submit a ticket to SAP Support for a manual refresh.
Important Reminder
The refresh will wipe out all data and configuration in the Target instance. Communicate with any impacted teams to ensure no one is working in the Target instance.
Who Can Help With Your Instance Refresh?
Many customers can manage their refreshes without Partner or SAP support. These are usually customers with a simple SAP SuccessFactors landscape.
Sometimes additional tasks must be set up or reconnected in Provisioning, which you won’t be able to access. You must submit an SAP Support ticket to complete those connections/updates.
SAP SuccessFactors Partners – like Rizing – specializing in maintenance support are often the best resources for refreshing SuccessFactors instances.
Rizing’s global Managed Services team supports over a hundred customers and handles their instance refreshes each year.
We have a solid global refresh plan that lists all the planning, pre-refresh and post-refresh activities per module. We assist with testing, validation, and issue troubleshooting of the refresh.
We can take on various roles throughout the process, from managing the entire process to being available on-demand and anything in between. Contact us today!