PUBLIC

Release Management
Process Diagrams

SAP SuccessFactors process library

January 2025
Table of contents
GOV-10 Governance Process ........................................................................................................................... 3
GOV-10-10 Release Management.................................................................................................................. 3
GOV-10-10-10 Review Release Information ........................................................................................... 4
GOV-10-10-20 Enable New Release in Preview .................................................................................... 8
GOV-10-10-30 Manage Productive Release ......................................................................................... 12
GOV-10 Governance Process

Processes

GOV-10 Release Management

GOV-10-10 Release Management

Processes

GOV-10-10-10 Review Release Information

GOV-10-10-20 Enable New Release in Preview

GOV-10-10-30 Manage Productive Release

GOV-10-10-10 Review Release Information
Documentation: This process refers to analyze the details of the upcoming SAP SuccessFactors Release to
understand the changes, new features, and potential impacts on the system. It ensures that all relevant
updates are identified, assessed for relevance, and evaluated for any necessary actions or adjustments to the
current configuration.

Purpose: Reviewing release information involves examining the Release Information Details document, which
helps you decide which features to configure and test in Preview to support your company’s business and HR
goals.

This is an opportunity to assess internal enhancement and change requests alongside new solution
innovations. Customers should consider a process that not only addresses the current release but also takes
into account the roadmap for future innovations. This approach ensures alignment between internal requests
and upcoming developments within the solution

Prerequisites: The customer will be fully equipped to effectively review the release, access all relevant
release documentation, identify key stakeholders, understand the release's impact, and make informed
decisions about which features to implement or prioritize.

Success Criteria: The customer engages the appropriate stakeholders to review the SAP SuccessFactors
release documentation. Together, they will decide which optional enhancements should be prioritized, along
with the rationale for those choices.

Activities

Activity name Responsible

Review Release Notes Application Administrator Documentation: The release notes of the
upcoming system update are thoroughly
examined to identify changes, new features,
and potential impacts on existing
configurations and workflows.

Determine Value and Impacts of Optional Application Administrator Documentation: Evaluate the benefits and
and Universal potential impacts of both optional and
universal changes to identify their value to
the organization and determine the
necessary actions for successful adoption.

Explain the New Features Application Administrator Documentation: Newly introduced system
features are reviewed and explained to key
stakeholders, highlighting their functionality,
expected benefits, and integration into the
current operational landscape.

Give Input on Functional Needs System Administrator Documentation: Functional needs and
system capabilities are assessed to provide
input on necessary enhancements, ensuring
that new features support process
efficiency and user requirements.

Give Input on Business Needs Process Owner Documentation: Business requirements and
strategic objectives are evaluated to
provide necessary input for aligning system
updates and new features with
organizational goals and operational
demands.

Prioritize New Features Based on Business Application Administrator Documentation: Prioritize new features and
and Functional Needs improvements based on their business
value and alignment with functional
 Activity name Responsible

requirements. This ensures that the most

impactful changes are addressed first,
maximizing value for the organization.

Approve list of Features to be Implemented System Administrator Documentation: The finalized list of features
for implementation is reviewed and
approved to ensure alignment with business
objectives, regulatory requirements, and
system capabilities.

Approve list of Features to be Implemented Application Administrator Documentation: The finalized list of
features for implementation is reviewed and
approved to ensure alignment with business
objectives, regulatory requirements, and
system capabilities.

Approve list of Features to be Implemented Process Owner Documentation: The finalized list of features
for implementation is reviewed and
approved to ensure alignment with business
objectives, regulatory requirements, and
system capabilities.

List Change Impacts from System System Administrator Documentation: Identify how system
Perspective changes (such as updates or configuration
adjustments) may impact various system
components, integrations, and users, and
ensuring that necessary adjustments are
made to maintain system stability and
smooth operation.

List Change Impacts from Functional Application Administrator Documentation: Analyze how system
Perspective changes will impact SAP SuccessFactors'
functionality. It focuses on understanding
the effects on business processes, user
tasks, and system operations, ensuring any
changes are smoothly integrated with
minimal disruption.

List Change Impacts from Business Process Owner Documentation: Assessing the impact of
Perspective changes on business operations and
stakeholders, ensuring the organization is
fully prepared for adjustments, and
minimizing potential disruptions.

Communicate Upcoming Changes Application Administrator Documentation: Relevant stakeholders are

informed about upcoming system changes,
including new features and enhancements,
to ensure adequate preparation, training,
and alignment with operational processes.

Prepare Change Management Approach Change Readiness Network (CRN) Documentation: It focuses on planning
and managing changes in the SAP
SuccessFactors system. It involves
assessing the release's impact,
communicating with stakeholders,
and ensuring that users are
properly informed and ready for
the upcoming changes.

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Start and End Events

Event Name Element type Responsible

New Release Communication Start Message Event Application Administrator

New Release Analyzed End Event Change Readiness Network (CRN)

Process Roles

Name Description

Application Administrator Responsible for managing system and configuration activities throughout projects and after
they Go-Live. Also this role involves coordinating the efforts of cross-functional teams, such as
key users, IT, partners, sponsors, and operational users, to achieve organizational goals.
Additionally, it oversees annual planning for the solution, considering important organizational
events and releases.

Change Readiness Network (CRN) Focuses on preparing, supporting, and equipping employees to adopt changes smoothly and
effectively, ensuring that the system transformation aligns with business goals and minimizes
disruption.

Process Owner Responsible for coordinating, communicating, collaborating, educating with the work team, as
well as reviewing SuccessFactors releases as appropriate in the process.

System Administrator Responsible for the management, maintenance and updating of SAP SuccessFactors in all the
implemented processes, as well as apply the policy compliance, data security, technology
infrastructure and ensuring that an organization's HR processes run smoothly and efficiently.

Input/Output Documents

Name Description

Change Impact Results An analysis document detailing the impacts of the planned changes from system, functional,
and business perspectives.

Document Innovation Tracker A document listing all approved features to be implemented in the customer's production
instance. This document will be used to track enablement and configuration throughout the
release implementation process.

Release Info Summary What's New Viewer document with all the new release feature listed.
SAP SuccessFactors What's New | SAP Help Portal

Release Info Webinars All Release Webinar sessions are listed on the Product Release & Roadmap Information
homepage.
Product Release and Road Map Information | SAP SuccessFactors | SAP Community

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GOV-10-10-20 Enable New Release in Preview
Documentation: This process refers to activate and test new features or updates in the SAP SuccessFactors
Preview environment. It enables administrators and stakeholders to review upcoming functionalities, validate
configurations, and identify potential issues before deployment to the production environment. This
proactive step ensures the organization is ready for the changes and can make any necessary adjustments to
align with business needs.

Purpose: The purpose of applying the Preview SAP SuccessFactors release is to provide customers with the
opportunity to test and evaluate new features, updates, and enhancements in a non-production environment
before they are officially deployed to the live system. This allows customers to assess potential impacts,
identify any issues, and ensure a smoother transition when the official release is rolled out.

Prerequisites: Review Release notes, have a clear understanding of the new releases capabilities and how to
leverage these features to meet business objectives

Success Criteria: Preview Release process ensures a smoother transition to new features

Activities

Activity name Responsible

Deploy Universal Features Application Administrator Documentation: New features are deployed
to the SAP SuccessFactors Development
instance within the Preview Environment.

Enable Optional Features in Development Application Administrator Documentation: Activate additional features
Instance in the SAP SuccessFactors Development
Instance for testing. It helps ensure that new
functionalities work correctly before being
implemented in the production
environment.

Create Test Script Process Owner Documentation: Create a clear, step-by-step

guide to test the SAP SuccessFactors
Release. The test script details the actions
to be performed, the criteria to check, and
the expected outcomes, ensuring that the
release functions as intended before going
live.

Run Test Scenarios (Optional and universal) System Administrator Documentation: Run test scenarios to
validate the functionality and performance
of new or updated features in SAP
SuccessFactors, ensuring all system
components function properly before
deployment. The aim is to identify and
resolve any issues prior to full
implementation.

Run Test Scenarios (Optional and universal) Process Owner Documentation: Run test scenarios to
validate the functionality and performance
of new or updated features in SAP
SuccessFactors, ensuring all system
components function properly before
deployment. The aim is to identify and
resolve any issues prior to full
implementation.

Update Test Result Process Owner Documentation: Document the results of

tests on new configurations, updates, or
features to evaluate their success or failure.
This process ensures that all changes meet
quality standards before being deployed to
the production environment.
 Activity name Responsible

Communicate the Changes Change Readiness Network (CRN) Documentation: Relevant stakeholders are
informed about upcoming changes in SAP
SuccessFactors, ensuring they understand
what’s changing, its impact, and any
required actions or deadlines. Clear
communication helps stakeholders stay
informed and prepared for the updates.

Start and End Events

Event Name Element type Responsible

New Release is available Start Timer Event Application Administrator

New Release Approved End Event Change Readiness Network (CRN)

Process Roles

Name Description

Application Administrator Responsible for managing system and configuration activities throughout projects and after
they Go-Live. Also this role involves coordinating the efforts of cross-functional teams, such as
key users, IT, partners, sponsors, and operational users, to achieve organizational goals.
Additionally, it oversees annual planning for the solution, considering important organizational
events and releases.

Change Readiness Network (CRN) Focuses on preparing, supporting, and equipping employees to adopt changes smoothly and
effectively, ensuring that the system transformation aligns with business goals and minimizes
disruption.

Process Owner Responsible for coordinating, communicating, collaborating, educating with the work team, as
well as reviewing SuccessFactors releases as appropriate in the process.

System Administrator Responsible for the management, maintenance and updating of SAP SuccessFactors in all the
implemented processes, as well as apply the policy compliance, data security, technology
infrastructure and ensuring that an organization's HR processes run smoothly and efficiently.

Input/Output Documents

Name Description

Document Innovation Tracker A document listing all approved features to be implemented in the customer's production
instance. This document will be used to track enablement and configuration throughout the
release implementation process.

Release Info Summary What's New Viewer document with all the new release feature listed.

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 Name Description

SAP SuccessFactors What's New | SAP Help Portal

SAP SuccessFactors Development The SAP SuccessFactors Development Instance in the Preview Environment is a dedicated
Instance in Preview Environment environment that allows customers to test and develop new features, configurations, and
customizations prior to the official production release. It is designed for early access to
upcoming updates and provides an opportunity to evaluate changes in a safe, non-production
setting.

Test Script It's a detailed document or set of instructions used to guide the testing process during a
release or system update. It outlines the specific steps that testers need to follow to verify that
the new features, changes, or configurations work as intended. Test scripts are crucial for
ensuring the quality and functionality of the system before deployment to production.

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GOV-10-10-30 Manage Productive Release
Documentation: This process refers to manage the deployment of updates, enhancements, or new features
to the productive SAP SuccessFactors environment. It includes planning the release, coordinating with
relevant teams, ensuring thorough testing in non-productive instances, and executing the release with
minimal disruption. The goal is to ensure a smooth transition while maintaining system stability and
performance.

Purpose: The purpose of the Production SAP SuccessFactors release is to deploy and implement new
features, updates, enhancements, and bug fixes to the live, operational environment of organizations using
SAP SuccessFactors. This release ensures that the latest version of the software is made available to all
users, enhancing functionality, security, and overall system performance.

The key goals of the Production release are to provide a stable, up-to-date, and secure version of the
software that supports business operations, optimizes system performance, and allows users to take full
advantage of the latest features and improvements.

Prerequisites: Ensure that the release has been thoroughly tested in a non-production environment to
identify any issues. Review the release notes and impact on existing configurations, and back up the
production system before applying the update. Engage key stakeholders, communicate the release schedule,
and update training materials. Schedule any necessary downtime and confirm system requirements and
compatibility. Review customizations for conflicts, verify user roles and security settings, and plan for post-
release validation. Lastly, ensure the release is supported by SAP's maintenance policies and schedules.

Success Criteria: Ensure that the release is deployed effectively, without disruptions to business operations.
These criteria help to validate that the new release is ready for live use and that all systems and processes
are functioning as expected.

Activities

Activity name Responsible

Deploy Universal Features Application Administrator Documentation: New features are deployed
to the SAP SuccessFactors Development
instance within the Preview Environment.

Enable Optional Feature in QA Instance Application Administrator Documentation: Activate optional features
in the SAP SuccessFactors QA Instance to
test and validate their functionality before
moving them to production. This ensures
compatibility and smooth implementation.

Coordinate End to End Testing System Administrator Documentation: This activity involves
managing the testing process from start to
finish, ensuring that all parts of the SAP
SuccessFactors release are tested together.
It includes organizing test plans, tracking
progress, and ensuring that everything
works as expected before going live.

Coordinate End to End Testing Application Administrator Documentation: This activity involves
managing the testing process from start to
finish, ensuring that all parts of the SAP
SuccessFactors release are tested together.
It includes organizing test plans, tracking
progress, and ensuring that everything
works as expected before going live.

Run Test Scenarios (Optional and universal) System Administrator Documentation: Run test scenarios to
validate the functionality and performance
of new or updated features in SAP
 Activity name Responsible

SuccessFactors, ensuring all system

components function properly before
deployment. The aim is to identify and
resolve any issues prior to full
implementation.

Run Test Scenarios (Optional and universal) Process Owner Documentation: Run test scenarios to
validate the functionality and performance
of new or updated features in SAP
SuccessFactors, ensuring all system
components function properly before
deployment. The aim is to identify and
resolve any issues prior to full
implementation.

Update Test Result Process Owner Documentation: Document the results of

tests on new configurations, updates, or
features to evaluate their success or failure.
This process ensures that all changes meet
quality standards before being deployed to
the production environment.

Validate Testing Results System Administrator Documentation: Verify the test outcomes to
ensure all functionalities meet specifications
and addressing any identified issues before
moving to the next deployment stage.

Validate Testing Results Application Administrator Documentation: Verify the test outcomes to
ensure all functionalities meet specifications
and addressing any identified issues before
moving to the next deployment stage.

Validate Testing Results Process Owner Documentation: Verify the test outcomes to
ensure all functionalities meet specifications
and addressing any identified issues before
moving to the next deployment stage.

Check if Release Testing is Approved Application Administrator Documentation: Verify that release testing is
successfully completed and approved by
stakeholders. If approved, the release
advances to the next phase; if not, any
issues are resolved before moving forward.

Approve Release Changes for Production Application Administrator Documentation: Review and validating
Instance proposed changes to the SAP
SuccessFactors production environment to
ensure compliance with required standards,
the absence of critical issues, and alignment
with business objectives. Approval from key
stakeholders or decision-makers is required
to confirm that the release is ready for
deployment, ensuring minimal disruption to
ongoing operations.

Schedule Downtime (If necessary) System Administrator Documentation: Plan and scheduling system
downtime, when necessary, to implement
updates or changes to the SAP
SuccessFactors environment. The downtime
ensures the release process can proceed
smoothly without affecting system
performance or user activities. It is carefully
planned in advance and communicated to
all relevant stakeholders to minimize
disruption and ensure a seamless transition.

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 Activity name Responsible

Enable Optional Feature in Production Application Administrator Documentation: Activate an optional feature
Instance in the SAP SuccessFactors production
environment. This process ensures that the
feature is correctly configured and fully
prepared for end-user adoption, following
successful validation and approval during
the release management process.

Plan Training Session Change Readiness Network (CRN) Documentation: Organize a training session
to educate users on new features or
updates in SAP SuccessFactors. This
involves scheduling the session, preparing
the necessary materials, and ensuring the
appropriate participants are included. The
aim is to ensure all users are well-prepared
to effectively utilize the system changes.

Create Training Material Change Readiness Network (CRN) Documentation: Prepare materials to help
users understand the new features or
changes in the SAP SuccessFactors Release.
It includes creating documents, guides,
possibly videos, and presentations to train
users on how to use the updated system
effectively.

Provide Training Session Process Owner Documentation: Conduct a training session

to familiarize users with new features,
updates, and best practices in SAP
SuccessFactors. The objective is to ensure
users understand the changes and can
easily integrate them into their workflows.

Complete Documentation Process Owner Documentation: Update all relevant

documents to reflect the new features
deployed across all processes in
SuccessFactors.

Perform Post-Release Testing Application Administrator Documentation: Conduct tests after a

Release is implemented to ensure that the
new changes or updates are functioning as
expected in the production environment. It
includes validating system functionality,
verifying that there are no disruptions to
existing processes, and checking that all
integrations work correctly. The goal is to
identify any issues early and ensure a
smooth transition to full deployment.

Perform Post-Release Testing System Administrator Documentation: Conduct tests after a

Release is implemented to ensure that the
new changes or updates are functioning as
expected in the production environment. It
includes validating system functionality,
verifying that there are no disruptions to
existing processes, and checking that all
integrations work correctly. The goal is to
identify any issues early and ensure a
smooth transition to full deployment.

Communicate Changes Change Readiness Network (CRN) Documentation: Relevant stakeholders are
informed across the organization about the
changes and updates that have been

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 Activity name Responsible

successfully implemented in the productive

release. It ensures that all teams are aware
of the new features, fixes, or modifications,
helping to align expectations and guide any
necessary actions.

Monitor Processes After Release Go-Live System Administrator Documentation: Oversee the functionality of
SAP SuccessFactors processes following
the Go-Live of a new release. It ensures that
all system components are working as
expected, identifies any issues or
disruptions, and verifies that the release has
been successfully integrated into the live
environment. Continuous monitoring helps
maintain system performance and allows for
prompt resolution of any post-release
concerns.

Start and End Events

Event Name Element type Responsible

Apply Release 1H June / 2H November Start Timer Event Application Administrator

New Release Deployed End Event System Administrator

Process Roles

Name Description

Application Administrator Responsible for managing system and configuration activities throughout projects and after
they Go-Live. Also this role involves coordinating the efforts of cross-functional teams, such as
key users, IT, partners, sponsors, and operational users, to achieve organizational goals.
Additionally, it oversees annual planning for the solution, considering important organizational
events and releases.

Change Readiness Network (CRN) Focuses on preparing, supporting, and equipping employees to adopt changes smoothly and
effectively, ensuring that the system transformation aligns with business goals and minimizes
disruption.

Process Owner Responsible for coordinating, communicating, collaborating, educating with the work team, as
well as reviewing SuccessFactors releases as appropriate in the process.

System Administrator Responsible for the management, maintenance and updating of SAP SuccessFactors in all the
implemented processes, as well as apply the policy compliance, data security, technology
infrastructure and ensuring that an organization's HR processes run smoothly and efficiently.

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Input/Output Documents

Name Description

Configuration Guide (s) SAP SuccessFactors Configuration Guides are comprehensive resources that offer detailed,
step-by-step instructions for configuring and setting up SuccessFactors modules to meet a
company's unique business requirements. These guides are specifically designed to assist
administrators, consultants, and project teams in successfully implementing, customizing, and
optimizing SuccessFactors solutions for maximum efficiency and effectiveness.

Document Innovation Tracker A document listing all approved features to be implemented in the customer's production
instance. This document will be used to track enablement and configuration throughout the
release implementation process.

Release Info Summary What's New Viewer document with all the new release feature listed.
SAP SuccessFactors What's New | SAP Help Portal

SAP SuccessFactors Production The SAP SuccessFactors Production Instance in a Productive Environment refers to the live,
Instance in Productive Environment operational version of SAP SuccessFactors that is used by organizations to manage their HR
and business processes. This is the environment where the company’s real-time data and
employee records are maintained, and where business-critical operations such as recruiting,
onboarding, performance management, and other HR functions are executed.

SAP SuccessFactors QA Instance in The SAP SuccessFactors QA Instance in a productive environment is a Quality Assurance (QA)
Productive Environment environment used to validate and test configurations, customizations, and integrations before
they are deployed to the live Production instance. This instance is typically set up to simulate
real-world conditions and workflows to ensure that everything functions as expected prior to
being made available to end-users.

Test Script It's a detailed document or set of instructions used to guide the testing process during a
release or system update. It outlines the specific steps that testers need to follow to verify that
the new features, changes, or configurations work as intended. Test scripts are crucial for
ensuring the quality and functionality of the system before deployment to production.

Training Material Resources created to educate users (administrators, managers, and employees) about new
features, enhancements, or changes introduced in a new software release. These materials
help users understand and effectively use the updated version of SuccessFactors.

Training Plan In training plan, learners and organizational owners can express their training requirements for
an upcoming training period. Training plan reflects not only mandatory/already assigned
learning activities, but also future needs.

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