200910061 HCM BBP Inlogistics v02

Innovative B2B Logistics Solutions Ltd

Approval History: Approval Created By:

Date Created:

PMO Approval By:

Date Approved:

Change History: Date Modified

Modified By

Last changed on: 1/20/2014 1/ 1/20/2014

Transport o!

Last saved by: xxx Draft for discussion purposes ony

Brief Description of Change

Version: 1.0

Page: Page 2 of !"


Approval History: Approval Created By:

Date Created:

PMO Approval By:

Date Approved:

Change History: Date Modified

Modified By

Last changed on: 1/20/2014 1/ 1/20/2014

Transport o!


Brief Description of Change

Version: 1.0

Page: Page 2 of !"


Table of Contents 1. Pro#ect $ntroduction............. $ntroduction....................... ..................... ..................... .................... ..................... ..................... ..................... ..................... .................... ........................................" .............................." 2. $ntroduction to %& 'odue in ()P................................................................................................................." *. +rgani,ationa +rgani,ationa (tructure............ (tructure....................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ..................... .................... ....................................4. enera Process Detais  Persona )d'inistration........... )d'inistration..................... ..................... ..................... .................... ..................... ................................... ........................ 1.1.1Persona )ction  %iring  3urrent usiness Process............... Process.......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ........................... ................. 5xpanations of 6unctions and 5vents................ 5vents.......................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ........................... ................. 1.1.*(oution in ()P.............................................................................................................................................10 1.1.*.1Process Diagra's ..................... ............................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ..............................11 ....................11 1.1.*.23hanges to 5xisting +rgani,ation processes............... processes......................... ..................... ..................... ..................... ..................... ....................................11 ..........................11 1.1.*.*Description of $'prove'ents.....................................................................................................................11 1.1.4$ntegration 1.1.4$ntegration considerations............. considerations....................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ..................... .............................12 ..................12 1.1.7)uthori,ation 1.1.7)uthori,ation &e8uire'ents............ &e8uire'ents...................... ..................... ..................... .................... ..................... ..................... ..................... ..................... ....................................12 ..........................12 1.1."6ie 3onversion / $nterface 3onsiderations............. 3onsiderations....................... ..................... ..................... .................... ..................... ..................... ..................... ........................12 .............12 1.23onfir'ation 12 1.2.1usiness Process.............. Process......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ...............................12 .....................12 1.2.2usiness &e8uire'ents........... &e8uire'ents...................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ...................................12 ........................12 Description of $'prove'ents................................................................................................................................12 1.2.*(oution in ()P.............................................................................................................................................1* 1.*9ransfer 1* 1.*.1usiness Process.............. Process......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ...............................1* .....................1* 1.*.2usiness &e8uire'ents........... &e8uire'ents...................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ...................................14 ........................14 1.*.*(oution in ()P.............................................................................................................................................14 1.*.*.1Process Diagra's ..................... ............................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ..............................17 ....................17 1.4Pro'otion 17 1.4.1usiness Process.............. Process......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ...............................17 .....................17 1.4.2usiness &e8uire'ents........... &e8uire'ents...................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ...................................17 ........................17 1.4.*(oution in ()P.............................................................................................................................................17 1.4.*.1Process Diagra's ..................... ............................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ..............................1" ....................1" 1.7(aary &evision 1" 1.7.1usiness Process.............. Process......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ...............................1" .....................1" 1.7.2usiness &e8uire'ents........... &e8uire'ents...................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ...................................1........................11.7.*(oution in ()P.............................................................................................................................................11."(eparation 11.".1usiness Process.............. Process......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ...............................1.....................1Description of $'prove'ents................................................................................................................................1 1.".*(oution in ()P.............................................................................................................................................1 1.-Define u'ber &anges 1 1.-.1usiness Process.............. Process......................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ...............................20 .....................20 1.-.2usiness &e8uire'ents........... &e8uire'ents...................... ..................... .................... ..................... ..................... ..................... ..................... .................... ..................... ...................................20 ........................20 1.-.*(oution in ()P.............................................................................................................................................20 7. enera Process Detais  +rgani,ationa +rgani,ationa ;anage'ent............... ;anage'ent......................... ..................... ..................... ..................... ..................... .................... ............20 ..20 enera 5xpanations............ 5xpanations...................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ..................... ..................................20 ........................20 1.10.2Process Diagra's .................... .............................. ..................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ................................2* .....................2* 1.11$ntegration considerations............ considerations....................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ..................... ..............................24 ....................24 Last changed on: 1/20/2014 1/ 1/20/2014


Version: 1.0

Page: Page * of !"

Innovative B2B Logistics Solutions Ltd 1.1*)uthori,ation &e8uire'ents........... &e8uire'ents..................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ......................................24 ............................24 ". enera Data ;aintenance  Payro.............. Payro......................... ..................... .................... ..................... ..................... ..................... ..................... ...............................27 .....................27 1.173urrent usiness Process 27 1.16.&.$.3.5 1.16.&.$.3.5 Diagra'.............. Diagra'........................ ..................... ..................... .................... ..................... ..................... ..................... ..................... .................................*2 .......................*2 1.27.*Prere8uisites 1.27.*Prere8uisites <;aster Data re8uire'ent=............. re8uire'ent=....................... ..................... ..................... ..................... ..................... .................... ...................................*4 .........................*4 1.2!)uthori,ation &e8uire'ents........... &e8uire'ents..................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ......................................*7 ............................*7 1.*0Description of $'prove'ents.........................................................................................................................*7 !. enera Process Detais  9raining ? 5vents................ 5vents.......................... .................... ..................... ..................... ..................... .....................................*" ..........................*" 9raining ? 5vents *" enera 5xpanations............ 5xpanations...................... ..................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ..................... ..................................*" ........................*" 1.*2usiness &e8uire'ents.......... &e8uire'ents..................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ..................... ....................................*..........................*1.**.2Process Diagra's .................... .............................. ..................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ................................47 .....................47 1.**.*Description 1.**.*Description of Process................ Process.......................... ..................... ..................... .................... ..................... ..................... ..................... ..................... .......................................4" .............................4" 1.*4$ntegration considerations............ considerations....................... ..................... ..................... ..................... .................... ..................... ..................... ..................... ..................... ..............................4....................41.*76.&.$.3.5 1.*76.&.$.3.5

Version: 1.0

Page: Page 4 of !"

Innovative B2B Logistics Solutions Ltd &e8uest for Do'estic 9rave ..............................................................................................................................."! 1.74(oution in ()P.............................................................................................................................................."! 11.1.1 Description of Process...........................................................................................................................-7 11.1.2 enera Process Detais  5'poyee (ef (ervices...............................................................................-! 5(( Process -! enera 5xpanations:...........................................................................................................................................-! 5xpanations of 6unctions and 5vents:.................................................................................................................-! Process:.................................................................................................................................................................-! 3hanges to 5xisting +rgani,ation processes:.......................................................................................................- Description of $'prove'ents:..............................................................................................................................- (oution in ()P.....................................................................................................................................................- 12. enera Process Detais  ;anager (ef (ervice........................................................................................!4 ;(( Process !4 enera 5xpanations:...........................................................................................................................................!4 5xpanations of 6unctions and 5vents:.................................................................................................................!4 3hanges to 5xisting +rgani,ation processes:.......................................................................................................!7 Description of $'prove'ents:..............................................................................................................................!7 (oution in ()P.....................................................................................................................................................!7 1*. &eports ;apping.........................................................................................................................................!7 14. List of e> Deveop'ent/ 5nhance'ents.................................................................................................!"

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 7 of !"


1. Project Introduction "nlogistics is currently in the process of implementing SAP #$P %!& as a central #$P application for managing their 'usiness operations! Bristlecone "ndia (td! has 'een selected as the e)ternal service provider for providing services to "nlogistics for this pro*ect! The follo+ing modules of SAP #$P are 'eing implemented as part of this pro*ect: Sales , Distri'ution Materials Management -inance , Controlling Human $esources • • • •

The 'usiness 'lueprint document .this document/ captures the high level re0uirement1 and its solution into SAP for the Human $esources function as applica'le in the "nlogistics!

2. Introduction to HR module in SAP SAP $23 H$ module provides a very +ide and comprehensive range of f unctionality that meets the re0uirement of most of the enterprises +orld+ide! Thus there +as a re0uirement to study the e)isting H$ practices and map the same to the functionality provided 'y SAP $23 in order to evolve the Business Blue print! The strength of any #$P pac4age lies in its a'ility to provide meaningful information to the management and its utility as a Decision Support System1 #)ecutive "nformation System and for M"S purposes! The Human $esources "nformation System component of SAP provides +ith a 'road range of reporting functions! The follo+ing chapters detail the scope o f the implementation as +ell as the B usiness Processes1 $eporting re0uirements and Authori5ations that need to 'e 'uilt into the system for controlling access to master data as +ell as reports1 the data interface re0uirements and the important points of consideration for this implementation! The main pro*ect o'*ectives and 'usiness drivers 'ehind decision to implement SAP are to1 • • • • •

Streamline the processes related to H$! Standardi5e 'usiness processes and practices! Address the current and future 'usiness re0uirements Capture and ma4e availa'le information needed for effective and accurate H$ strategies! Provide necessary technology for decision support systems!

This document is organi5ed into 67 ma*or Sections1 including this section! -ollo+ing is a 'rief description of all sections:

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page " of !"


#

Section

escri!tion

1.

"ntroduction

Descri'es general attri'utes1 used commonly 'y all other sections

7!

#nterprise Structure

Defines the company structure +ith respect to Human $esources

3!

Organi5ation Management

Organi5ational Management is 'ased on the concept that each element in an organi5ation represents a stand8 alone o'*ect +ith individual characteristics

9!

Personnel Administration

A central and constantly accessi'le administration for personnel data

!

$ecruitment

#na'les to define a recruitment procedure that suits the needs of organi5ation in terms of manpo+er re0uirement

%!

Personnel Development

Provides the organisation effective systems to systematically define H$ functions such as Development Plans1 Succession Plans1 Appraisals1 Profile Match8up etc!

;!

Training , #vent Management

Defines the organi5ed approach for planning , implementing training programs across the organi5ation

Time Management

Performs all human resources processes involving the planning1 recording1 and valuation of employees= +or4 performed and a'sence times

>!

Payroll

Determines the +ages and salaries

6&! #SS

#mployee Self Service functionality

66! MSS

Manager=s Self Service functionality

67! $eport Mapping

Mapping of current reports of "nlogistics +ith the SAP reports .standard or custom/

63! (ist of ne+ development

Provides a comprehensive list of all the ma*or development that needs to 'e carried out

". r$ani%ational Structure #nterprise structure is used to define the company structure +ith respect to Human $esources! -irst analy5e the structures and procedures in the company1 and then match them to the SAP structures! The 'usiness re0uirements shared 'y Core Team Mem'ers are mentioned 'elo+:8 To capture all the physical lo cations +here the offices have 'een situated! •

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page - of !"

Innovative B2B Logistics Solutions Ltd •

•

To group the employees in officer=s category according to type of their employment in the enterprise! #)ample: Active1 Pensioner1 Trainee etc! To capture the employees according to their level in the enterprise!

The follo+ing items +ill 'e configured in SAP to address the re0uirements of the processes mentioned 'y core team:

Com!an& Code A four character alpha numeric code is used to define the company! •

Personnel Area Personnel Area: A four character alpha numeric code is used to define the geographical location! aming Convention: -irst t+o characters +ill 'e the first t+o characters of company code to +hich that particular o personnel area 'elong! e)t t+o characters +ill 'e running serial num'ers! o • •

Personnel Subarea "n "nlogistics1 personnel su' areas are defined in terms of different departments operating in the company! Personnel su' areas are created under one particular personnel area! aming Convention: -our digit running serial num'er! o •

•

'm!lo&ee (rou! A category of employees are grouped in one group and are defined 'y one alphanumeric character in SAP! aming Convention: #mployee groups are defined 'y single a lpha numeric character! o •

•

'm!lo&ee Sub$rou! #mployees are further divided into su'groups according to similar scales 2 grades or levels! #mployee su'groups are defined 'y t+o alphanumeric characters in SAP! "n "nlogistics employees are su'divided according to their designations! aming convention: #mployee su' groups are defined 'y t+o alpha numeric characters! o • • • •

Assi$nment of Personnel Area to Com!an& Code Personnel area is lin4ed +ith the company code 'y assigning company code to personnel areas! •

)ist of Structure Items t*at +ill be confi$ured for Inlo$istics,

Groups.xls

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page ! of !"


-. (eneral Process etails  Personal Administration 1.1.1 Personal Action /0 Hirin$ Hiring of ne+ employee in the organi5ation

Current Business Process The e)isting H$ process flo+ on hiring is as under: 8 Once the recruitment process is over and the candidate is short8listed1 Offer is made .Offer (etter "ssued in duplicate/ to the candidate +ith detailed compensation 'rea4up1 .after o'taining C#O APP$O?A( for the salary2grade fitment/! Once the offer is accepted 'y the candidate the same is communicated to the concern Department Head a'out the offer of acceptance and e)pected date of *oining! After acceptance of offer1 candidate is provided +ith necessary forms! At the date of *oining1 he has to su'mit all the forms duly completed along +ith supporting documents 2certificates to support 0ualification1 e)perience1 last dra+n income! All the reports are verified 'y the H$ Department and validated! Appointment (etter is generated from the H$ Department 'ased on the Master Data record! Appointment (etter is given to the employee +ho signs on the same on the date of *oining for accepting the terms and conditions of employment! A signed copy is retained as proof of his acceptance! #mployee um'er is allotted 'y the H$ Department at Corporate Dept! At the time of *oining induction is organi5ed for all positions across the Organi5ation! Personnel -ile of #mployee is created +ith details li4e manpo+er , salary fitment approval1 $esume of the Candidate1 Summary Sheet1 Offer (etter1 Completed @oining and Application -orms1 Acceptance of offer , Appointment (etter etc! All these activities are the responsi'ility of H$ Department! hen an employee +ho has left the organi5ation *oins 'ac4 the process is called as $e Hiring! On $e8hiring he +ill 'e allotted ne+ Personnel um'er! His Old employee num'er +ill 'e used for reference! Hiring can 'e through recruitment process or direct hiring All the critical processes related to change in employee master data to 'e captured! All the relevant master data screens for an action to pop up automatically for maintenance "n case of Action Hire=1 the employee num'er to 'e assigned +ill 'e as per user re0uirement! Access to hiring to 'e limited as per user authori5ation •

•

• • •

• •

• •

• • • • •

'!lanations of unctions and '3ents The follo+ing section e)plains a'out the various data 'eing maintained or changed +ith the H$ processes!

1.1.2 Business Re4uirements / Hirin$ / 'm!lo&ee 5 A!!licant Hiring refers to the process of introducing an employee into the SAP system for the first time! During this process employee +ill 'e assigned to a Personnel num'er +hich +ill act as the uni0ue identification code throughout the entire lifecycle of an employee +ithin the organi5ation! During this Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page  of !"

Innovative B2B Logistics Solutions Ltd process all the mandatory information re0uired for an employee1 e!g! ame1 Address1 and Ban4 details etc are fed into the SAP system +hich can 'e supplemented or modified later on!

1.1." Solution in SAP Hiring Actions along +ith reasons +ill 'e configured in SAP! The structure of the actions and reasons thereof has 'een changed in order to ma4e it more comprehensive1 0ualitative and more meaningful specifically for "nlogistics purpose! The history of change at info type l evel can 'e maintained and can 'e vie+ed su'se0uently!

•

•

The follo+ing actions and reason for a ctions are identified in "(O"ST"CS! hen a person is hired he2she shall 'e assigned an employee num'er 'ased on the employee range defined! The generation of personnel num'ers is e)plained in Su' Process Define num'er rangesE of this BBP document! Mandatory "nfo types are maintained during the Hiring action and other applica'le info types are maintained using transaction PA3&! #very ne+ #mployee undergoes "nduction program and integrating through the Training and #vent Management Module can capture this! •

•

•

•

The reasons for personnel action F Hiring are given 'elo+: #)pansion $eplacement $e Hire e+ Hire Post $etirees • • • • •

Info t&!es to be maintained The "nfo types used for recording the relevant information are as follo+s: S. 6o. Infot&!e Infot&!e Tet &6 &7 &3 &9 & &% &;

&&&& &&&6 &&&7 &&&% &&&; &&&< &&69

Action Organi5ational Assignment Personal Data Addresses Planned or4ing Time Basic Pay $ecurring Payments and Deductions

&< &> 6& 66 67 63 69 6

&&&> &&6% &&6> &&76 &&77 &&73 &&96 7&&7

Ban4 Details Contract #lements Monitoring of Tas4s -amily Mem'er2Dependents #ducation Previous #mployers= details Date Specification Attendance types

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 10 of !"

Innovative B2B Logistics Solutions Ltd S. 6o.

Infot&!e

6% 6;

&6& &6<

Infot&!e Tet Communication Personal "ds

-or a particular personnel num'er only one action can 'e recorded on a particular day1 under Actions "nfo type! &&&&! This action shall 'e the one +hich is associated +ith change of #mployment status of the employee! Any additional actions that are performed shall 'e recorded in Info t&!e 7"728 Additional Actions ! Direct entry in this info type is not possi'le

1.1.".1

Process ia$rams Dataflow from Recruitment odule to P! odule (If required)

Updating the Personnel No. after it is being allotted manually (If required)

Rele"ant data (#R $ Payroll) is updated in the employee master from the selected %oining date

1.1.".2

C*an$es to 'istin$ r$ani%ation !rocesses

"n SAP1 each "nfotype record is stored +ith from and to date! So1 only those actions1 +hich are significant and necessitate change in more than one "nfotype1 +ill 'e passed through Action Transaction! All activities related to change in employee data +ould have to 'e carried out in SAP! #!g! Change in Pay1 Promotions1 and Transfers etc! "n case an employee data changes +ith respect to his2her Personnel Area1 Personnel Su' Area1 employee roup or #mployee Su' roup then the same must 'e communicated to H$ Department! "n case these changes are not intimated to H$ Department or H$ Department does not ma4e changes on the system then the system shall display incorrect data in all reports and the employee headcount reports shall also 'e in correct! Any change in employee details +ith respect to family details and other personal data must also 'e updated in the system to ena'le the system to display updated information in all reports! o change in salary of the employee +ill happen unless an action1 +hich resulted in change in pay1 is maintained in SAP along +ith all revised data! •

•

•

1.1."."

escri!tion of Im!ro3ements

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 11 of !"

Innovative B2B Logistics Solutions Ltd • •

•

Gsage of actions ensures that all re0uired information a'out the employee is maintained All information regarding the employee shall 'e immediately availa'le online across the various locations2divisions! #mployee History shall 'e maintained in the system along +ith important events such as transfers1 changes in pay1 'eing highlighted

1.1.- Inte$ration considerations PA +ill 'e directly lin4ed +ith OM module for lin4ing the employee +ith respective position1 *o' and organi5ational unit!

1.1.9 Aut*ori%ation Re4uirements Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is 'een prepared 'y "(O"ST"CS core team!

1.1.: ile Con3ersion 5 Interface Considerations Master data file +ill 'e up loaded during the reali5ation phase!

1.2 Confirmation Confirmation process is initiated +hen an employee su ccessfully completes the pro'ation period!

1.2.1 Business Process Confirmation process is initiated +hen an employee is due for confirmation after the pro'ationary period! A report is generated for the confirmation due list one or t+o months in advance! Appraisal 2 #valuation are done 'y the respective superiors and a decision is ta4en +hether to e)tend the pro'ation period or to confirm the employee! #)tension of the pro'ation period is discussed as a separate process! There may 'e a change in #mployee=s designation1 Salary1 (ocation etc!

1.2.2 Business Re4uirements • • • • •

•

Appraisal report forms sent to the superiors2HODs! The recommendation +ould 'e either for: Confirmation of services #)tension of pro'ation period On confirmation1 he +ill 'e confirmed on the same grade! There are chances of giving increment or promotion on confirmation! Confirmation and transfer can ta4e place on the same day itself!

escri!tion of Im!ro3ements •

Gsage of actions ensures that all master data records are maintained for each employee

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 12 of !"


• •

All information regarding the employee +ill 'e immediately availa'le online across the various locations2divisions! There +ill 'e standardi5ation of processes across locations2divisions! #mployee history shall 'e maintained in the system!

1.2." Solution in SAP This action shall have selected i nfo types that are necessary to complete the confirmation process! The "nfotypes used for recording the relevant information as follo+s: S. 6o. Infot&!e Infot&!e Tet &6 &7 &3 &9 & &% &;

&&&& &&&7 &&&6 &&&< &&69 &&6% &&6%

Actions Personal Data Organi5ational Assignment Basic Pay $ecurring Payments and Deductions Contract #lements Contract #lements

Subt&!e

(imited Contract Gnlimited Contract

The possi'le reasons for the personnel action 8 Confirmation are given 'elo+: 6! Successful completion of pro'ation 7! Successful completion of Training •

•

•

•

1."

Tas4 for the reminder of the Confirmation date +ill 'e maintained in the "nfotype &&6> F Monitoring of Tas4sE so that monthly reports can 'e generated and employees due for confirmation can 'e trac4ed! (ist of employees due for confirmation +ill 'e generated 'y H$ 'y maintaining info type &&6>.Monitoring of Tas4/! On Dissatisfactory performance pro'ation may 'e e)tended and is dealt +ith under #)tension of Pro'ationE BBP! On successful completion of pro'ation if employees are promoted or transferred then these processes +ill 'e handled 'y different action and the same is descri'ed in BBP documents of Promotion and Transfer Actions respectively!

Transfer

Transfer action is initiated 'ased on Transfer process and T ransfer policies!

1.".1 Business Process Transfer process is agreed 'y the management or the Transfer is invo4ed 'y the management! The process has to get proper approval from HOD of current .+here an employee currently located/ and HOD of proposed .+here an employee +ill 'e relocated/! Currently transfer can happen from one department to another department or one terminal to another terminal! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 1* of !"

Innovative B2B Logistics Solutions Ltd 1.".2 Business Re4uirements •

•

• •

•

•

Currently1 +hen the employee is transferred to the ne+ location1 the date of reporting is considered as date of transfer! On transfer1 leaving date from the old location to the n e+ location is also maintained! All transfer orders are generated from the corporate office! After the transfer order1 the date of relieving and date of reporting are trac4ed! A consolidated report is generated on monthly 'asis! Transfer can 'e given either +ith promotion or +ithout promotion +hich may affect change in pay as +ell! Transfer8cum8Promotion +ill 'e effective from the date of reporting!

1."." Solution in SAP •

• •

•

•

•

Maintaining of enterprise structure and personnel structure in organi5ation assignmentE "nfotype! The change in pay scale structure +ill 'e maintained in the system! ecessary changes in Organi5ational structure li4e change in position1 tas4 and reporting structure +ill 'e ta4en care of 'y maintaining Org Management! H$ sends a letter to Administration to ta4e charge of his company provided amenities1 and it +ill 'e handled outside the SAP system! #mployee=s Personnel data +ill 'e updated +ith the corresponding details li4e (ocation1 Position1 $eporting1 etc! as of the Transfer date! The Personnel Action Transfer +ill help in storing the employee8related details into the system in a se0uential order +ith the help of various "nfotypes used 'y the SAP $23 system to do so!

The "nfo types used for recording the relevant information are as follo+s: 6o. Infot&!e Infot&!e Tet &6 &&&& Actions &7 &&&6 Organi5ational Assignment &3 &&&% Addresses & &&&; Planned or4ing Time &% &&&< Basic Pay &; &&&> Ban4 Details Transfer means initiating the process of assigning a different position 2 location to an employee in any of the follo+ing cases: Change in Org Gnit Change in Personnel Area 2 Personnel Su' area Change in Pay roll area Change in +or4 schedule Change in $eporting relationship Change in grades1 pay structure Change in Address • • • • • • •

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 14 of !"


1.".".1

Process ia$rams

Recei"e !ppro"al from the !ppropriate !uthority

1.-

arry out the transfer' assignment' reassignment' re* designation action in !P

Update &ime'P! information in !P

+or location change, -rg. assignments data will be updated.

Promotion

Promotion process is initiated +hen an employee 0ualify to move to ne)t level on the 'asis of his performance!

1.-.1 Business Process Promotion is an outcome from Performance Appraisal and Mid Term appraisal or may 'e 'ased on the organi5ation re0uirements! Based on the appraisal result the HOD ma4es the recommendation for eligi'le employees! The recommendation is duly approved 'y respective HOD 2H$ Head2C#O! Based on the approval1 H$ department prepares letter +hich includes one or al l the information as given 'elo+: 8 6! Change in Designation1 7! Change in Duty and $esponsi'ility1 3! Change in Department2functions1 9! Change in Salary rade1 accompanied 'y change in duty and responsi'ility as applica'le! A letter to the same effect as mentioned a'ove is given to the concerned employee! The same i s updated in current system!

1.-.2 Business Re4uirements Based on the HOD=s re0uest and su'se0uent approvals promotions are e)ecuted!

1.-." Solution in SAP Promotion action is initiated +hen any change occurs due to Performance Appraisal and 2 or Mid Term Appraisal and 2or Organi5ational re0uirement! -or an employee1 changes may happen in his Position1 #mployee Su' roup1 Organi5ational Structure and pay structure! Performance Appraisal values can 'e ta4en care of 'y Personnel Development module! The Personnel Action Promotion +ill help in storing the employee8related details into the system in a se0uential order +ith the help of various "nfotypes used 'y the SAP system! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 17 of !"

Innovative B2B Logistics Solutions Ltd The possi'le reasons for the personnel action 8 Promotion are given 'elo+: 6! Performance 7! Organi5ational $e0uirement 3! Promotion 9! Transfer ! Professional ualification %! "nternal Movement The "nfo types used for recording the relevant information are as follo+s: 6o. Infot&!e Infot&!e Tet &6 &7 &3 &9 &

&&&& &&&6 &&&< &&69 &&6

Actions Organi5ational Assignment Basic Pay $ecurring Payments and Deduction Additional Payments

Promotion (etter to 'e generated through SAP System and +ill 'e given to the employee through HOD!

1.-.".1

Process ia$rams

!ppro"al from appropriate authority is recei"ed(Non* !P)

Promotion action is carried out in !P

1.9

ail is sent to employee. (Non*!P)

Payroll information is updated in !P

Salar& Re3ision

Salary $evision process is initiated 'ased on change in the #mployee=s S alary!

1.9.1 Business Process The need for a salary revision +ill emerge from the outcome of Performance Appraisal or Organi5ational $e0uirement! The revision +ill 'e 'ased on the Budget approved 'y the management and then follo+ed 'y the recommendations of the HOD! Based on this1 H$ prepares letter pertaining to revision in Salary and distri'ute the same to the concerned employees!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 1" of !"

Innovative B2B Logistics Solutions Ltd 1.9.2 Business Re4uirements System to update #mployee Master Data +hen there is a change in Salary Structure To reflect changes in all fields pertaining to earning!

• •

1.9." Solution in SAP Salary "ncrement action is initiated +hen any changes occur due to Performance Appraisal or Mid Term Appraisal or Organi5ational $e0uirement! Personnel Action Salary "ncrement is e)ecuted to record the changes! These changes are recorded in info type &&&< Basic Pay1 info type &&6 Additional Payments and info type &&69 $ecurring Payment 2 Deductions! The Personnel Action Salar& Increment +ill help in storing the employee8related details into the system in a se0uential order +ith the help of various "nfo types used 'y the SAP system to do so! The possi'le reasons for the personnel action 8 Salary $evision are given 'elo+: 6! Salary $evision along +ith Promotion 7! Salary $evision 3! Organi5ational $e0uirement

Info t&!es to be maintained The "nfo types used for recording the relevant information are as follo+s: 6o. Infot&!e Infot&!e Tet &6 &7 &3 &9 &

&&&& &&&6 &&&< &&69 &&6

Subt&!e

Action Organi5ational Assignment Basic Pay $ecurring Payments 2 Deductions Additional Payments

Salary "ncrement (etter to 'e generated through SAP system and +ill 'e given to the employee through HOD!

1.:

Se!aration

Separation process is initiated +hen an employee leaves or is terminated from the services of the organi5ation!

1.:.1 Business Process Separation process is initiated +hen an employee leaves the services of "nlogistics under follo+ing conditions:

1.:.2 Business Re4uirements Resi$nation #mployee decides to leave the services of the organi5ation and su'mits resignation! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 1- of !"

Innovative B2B Logistics Solutions Ltd Time frame: As per notice period 2 Corporate -unctional Head $esignation is effected on the close of the +or4 of the day of resignation! "f a person su'mit his resignation on 3&th April and service for the notice period of one month1 then he +ill 'e inactive from 6st @une or he can 'e relieved on the 6st May itself if he pays the notice period as per terms of his appointment! "n case the employee +ants to serve the notice period 'ut the Company is un+illing to ta4e his services1 in that case1 the Company +ill pay him the notice period amount! otice pay recovery amount or notice pay paid amount +ill 'e applica'le in either of the case! -or generating acceptance letter to the resignation su'mitted 'y the employee1 the future date of decided for such letter +ill 'e stored in "nfotype &&96 .Date specification "nfotype/ for needful!

Termination Termination is applica'le for all categories of employees! Termination can 'e due to disciplinary action1 completion of contractual periodI in case an employee doesn=t perform satisfactorily during his training period1 his service is lia'le to 'e terminated! Time -rame: ot Applica'le Based on the instructions from the HOD1 H$ Department +ill issue termination letter and they +ill send to respective Head! After that1 the employee is terminated either on the same day or as stipulated in the termination letter or on stipulated day as advised 'y the HOD! All dues are settled 2recovered as early as possi'le! Along +ith the termination1 notice pay is to 'e paid to the employee +herever applica'le and receipt is to 'e collected for notice pay payment! Termination letters are served 'y hand delivery or thru registered post!

Retirement $etirement age for all employees is 

Version: 1.0

Page: Page 1! of !"

Innovative B2B Logistics Solutions Ltd Any dues to that employee +ill 'e 4ept in a'eyance! o monthly salary +ill 'e paid to that employee!

escri!tion of Im!ro3ements All Separated employee details li4e date of separation1 reason for separation +ill 'e availa' le online

1.:." Solution in SAP Separation process is initiated +hen an e mployee leaves the services of the organi5ation! This Personnel Action shall 'e e)ecuted to register the separated status of the employee in the system1 +hich +ill mean that the employee is no longer on the rolls of the organi5ation! Most of the #mployee=s "nfotypes are delimited in this process! The Personnel Action Se!aration +ill help in storing the employee8related details into the system in a se0uential order +ith the help of various "nfotypes used 'y the SAP $23 system to do so! The reasons for Personnel Action FSeparation are given ' elo+: K Ceasing of Apprenticeship K Pro'ation Termination K $esignation K Termination K $etirement K ?oluntary $etirement Service K Deceased K Dismissal K Discharge +ith notice K A'andonment K Permanent 2 Partial disa'lement

Infot&!es to be maintained The "nfotypes used for recording the relevant information are as follo+s: 6o. Infot&!e Infot&!e Tet &6 &7 &3 &9 & &% &;

&&&& &&&6 &&&7 &&&% &&&; &&69 7&&%

Action Organi5ational Assignment Personal Data Addresses Planned or4ing Time $ecurring Payment and Deduction A'sence uota

All the "nfotypes listed a'ove other than "nfotype &&&6 FOrgani5ational Assignment=1 "T &&&7 F Personal Data=1 "T &&&< F Basic Pay= +ill 'e delimited! "n "nfotype &&&6 a record is created for the post8separation period +ith Position as the Default Position1 so that the employee ceases to 'e sho+n in Organi5ation Chart after his separation!

1.<

efine 6umber Ran$es

Personnel num'er creation Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 1 of !"

Innovative B2B Logistics Solutions Ltd 1.<.1 Business Process This process deals +ith allotting a personnel num'er to an employee! "t includes instances +here personnel num'er may change and instances +here it doesn=t!

1.<.2 Business Re4uirements The ne+ employee num'ers +ill ta4e place in lieu of old employee num'ers after the o8live date

1.<." Solution in SAP This process deals +ith generation of a personnel num'er in SAP! "t defines the internal num'er ranges used 'y the system! K The Personnel um'er in SAP shall 'e a serial num'er internally generated 'y SAP! K The Personnel um'er +ill 'e < digit num'er as per SAP standard! K Personnel um'er +ill 'e generated internally during hiring action! K um'ering of the e)isting employees of all categories +ill 'e on the 'asis of date of *oining! K The follo+ing series shall 'e maintained

Ran$e

Cate$or&

77777771/1=======

All $egular #mployees

9. (eneral Process etails  r$ani%ational Mana$ement SAP Organi5ation Management is an important integral part of SAP H$ application! "n line +ith SAP $23 Business frame+or41 SAP H$ organi5ation is 'ased on the 'usiness o'*ects i!e! Organi5ational Management is 'ased on the concept that each element in the organi5ation represents a stand8alone o'*ect +ith individual characteristics! -or e)ample1 an employee is considered as an o'*ect in SAP and named as person! Department2Business unit1 +hich performs certain function1 is treated as an o'*ect1 +hich is called as organi5ation unit in SAP! These o'*ects are created and maintained separately and then lin4ed together through relationships1 to form a fle)i'le human resource net+or4!

(eneral '!lanations Currently the H$ department maintains the organi5ation units and the reporting structure using the follo+ing: K Departments K Designations K rade K Category K #mployees

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 20 of !"

Innovative B2B Logistics Solutions Ltd 1.>

Current Business Process

Based on the re0uirement for ne+ positions1 the HOD of the particular department discusses the same +ith the -unctional head and gets approval from -H and for+arded to Head H$! The ne+ positions are to 'e approved 'y the B Head 2 CMD 2MD! Once it is approved1 the same is created in the organi5ation structure!

1.=

Business Re4uirements

Current re0uirement and e)pectation from "(O"ST"CS side for OM processes are as follo+s: To reflect the functional structures of the organi5ation! To reflect the reporting structures of the organi5ation! To get a glance of the entire organi5ation structure +ith all the positions and persons "dentification of @o's on system for each employee 2 position! (ist of position drop do+n i s re0uired 'ased on the organi5ation units -or ne+ position 2 organi5ation unit on line re0uest and approval process is re0uired Manpo+er status reports is re0uired 'ased on location1 organi5ation unit Dual 2 dotted .functional 2 administrative/ line reporting relationships to 'e maintained Management of ne+ positions1 Monitoring and managing unoccupied positions On8line creation 2change of positions2@o'2Tas4 su'*ect to authori5ation • • • • • • • • • • •

1.17 Solution in SAP Organi5ational Management is 'ased on an O'*ect8Oriented Design: in line +ith SAP $23 Business -rame+or41 it is 'ased on Business O'*ects1 vi5! Organi5ational Gnits1 Positions1 @o's1 Tas4s and Persons1 +hich can 'e used to create an Organi5ational Plan!! These O'*ects are created and maintained separately and then lin4ed together through relationships1 to form a fle)i'le organi5ational net+or4 that mirrors the Organi5ational Structure! An Organi5ational Plan forms the foundation for Organi5ational Management and depicts the organi5ation and reporting structures 'et+een the Positions in an enterprise! Once prepared and maintained1 it +ill provide a comprehensive and dynamic model of the Structural and Human $esource environment in the organi5ation! An Organi5ational Plan is created using the follo+ing O'*ects: Organi5ational Gnits .O/ Tas4s .T/ @o's .C/ Positions .S/ Persons .P/ • • • • •

"n Organi5ational Management Module1 "nlogistics +ill map its Organi5ation Structure in terms of the O'*ects mentioned a'ove! "nlogistics +ill create and maintain the relationships 'et+een the same1 +ith reference to $elationship Dates!

r$ani%ation ;nits Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 21 of !"

Innovative B2B Logistics Solutions Ltd Organi5ational Gnits form the 'asis of an Organi5ational Plan and descri'e the various functional units +ithin an enterprise1 vi5!1 -inance or H$ department! By depicting the Organi5ational Gnits and the hierarchical relationships 'et+een them1 you model the organi5ational structure of your enterprise! According to ho+ +or4 is divided up +ithin an enterprise1 this could 'e a department1 group or pro*ect team1 for e)ample! The highest Organi5ational Gnit in an organi5ational structure is called the $oot Organi5ational Gnit! #)amples of organi5ation units at the "nlogistics areI C#O=s Office Business Development , Mar4eting -inance "nformation Technology Human $esources • • • • •

Tas?s Tas4s are individual duties and responsi'ilities that are underta4en 'y employees! Tas4s can 'e defined as su'8units of @o's for an employee in the organi5ation! Tas4s can 'e assigned to @o's and Positions! Conducting "ntervie+s1 Organi5ing Training programs1 etc! are e)amples of a Tas4! #)amples of Tas4s at the "nlogistics are Strategic Planning1 Technology Solutions etc! @obs "n SAP1 *o's classify similar roles in an enterprise .#)ecutive Assistant1 for e)ample/1 +hich are defined 'y the assignment of Tas4s! @o's serve as .*o'/ descriptions that apply to several Positions +ith similar Tas4s! hen creating a ne+ Position .#)ecutive Assistant to Director Moderni5ation1 for e)ample/1 you can relate it to a @o' that already e)ists .#)ecutive Assistant1 for e)ample/! The Position then automatically inherits all the Tas4s and characteristics of the *o'! Position A Position represents a role that can 'e occupied 'y a Person .employee/ in the staff assignments or placement of an Organi5ational Gnit! Gnli4e @o's1 Positions are not merely a'stractions or descriptions1 and are held 'y employees in the organi5ation! Positions are assigned to Organi5ational Gnits! Some of the Positions at "nlogistics +ould 'e: 8 C#O1 H$ Head1 -inance Head • • •

Relations*i! bet+een bjects, The follo+ing o'*ects shall relate to each other 'y SAP Standard $elationships:

bject

Relations*i!

Organi5ational Gnit .O/ Organi5ational Gnit .O/ @o' .C/ Position .S/ Tas4 .eneric/ .T/ Person .P/

Belongs to "ncorporates Descri'es "s Descri'ed Descri'es "s Assigned To

Related bject Organi5ational Gnit .O/ Position .S/ Position .S/ By Specific Tas4s .Ts/ Position .S/ , @o' .C/ Position .S/

Creation of e)isting Organi5ational Gnits +ill 'e deemed to 'e same as date of creation of Cost Center in -"2CO!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 22 of !"


1.17.1 Pur!ose •

• • • •

Based on the re0uirement1 all ne+ departments2sections are to 'e approved 'y the B Head 2 CMD2MD! The communication +ill 'e intimated to al l 'y H$ Department! To maintain Dual 2 dotted line .functional 2 administrative/ reporting relationships! To maintain $oles for each position! To assign Cost centers on Org! Gnit ' ase only! To generate Manpo+er status report 'ased on grade 2 location2 org! unit +ise 'y HO on monthly 'asis!

1.17.2 Process ia$rams



-





P

PCS Relations*i! O Organi5ational Gnit K L Cost centre K C @o's K S Positions K P Person •

!

1.17." escri!tion of Process • •

Creation of o'*ects .i!e! Gnit 2 position 2 *o' etc/ +ill 'e centrali5ed! Detailed @o' Description shall 'e the 'asis for definition of Tas4s! These need to 'e created!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 2* of !"


hile creating ne+ @o's2 Positions1 care has to 'e ta4en to ensure that these are role8'ased and not designation8'ased1 and that the process outlined is follo+ed! Proper Manpo+er Planning +ill have to 'e made +hile depicting the role8'ased organi5ation

1.17.- Prere4uisites one

1.17.9 Standard Re!orts in SAP escri!tion

Transaction Code

@o' "nde)

SAH$%6&6%9><

Periods hen Positions Are Gnoccupied per Organi5ational Gnit #)isting Positions

SAH$%6&6<<%>

?acant Positions

SAH$%6&6%&>

Staff -unctions for Organi5ational Gnits

SAH$%6&6%9>7

SAH$%6&6%&7

1.11 Inte$ration considerations OM +ill 'e directly lin4ed +ith PA module for lin4ing the employee +ith respective position1 *o' and organi5ational unit!

1.12 .R.I.C.' e3elo!ment Re4uirements one Description of "mprovements Organi5ation structure can 'e vie+ed as on any specific date! Chief Position .Head of the Organi5ational Gnit/ can 'e assigned $eports can 'e seen at different levels of the Organi5ational Gnit .even at the smallest Organi5ational Gnit level/ N Positions can 'e mar4ed as Occupied2 ?acant .Or Gnoccupied/ 2 O'solete in Organi5ational Management! • • •

•

1.1" Aut*ori%ation Re4uirements Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is 'een prepared 'y "nlogistics core team!

1.1- (a! Anal&sis one

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 24 of !"


:. (eneral (eneral ata ata Maintenanc Maintenance e  Pa&roll Pa&roll 1.19 1.19 Curren Currentt Busi Busines ness s Proc Proces ess s Com!onent +ise business !rocess Salar& Com!onents, Maintenance of Salary components Put or4ing Days 2 8offs 2 (P 2 A'sent 2 (eave 2 of the employees eductions, P- deduction data maintenance Cafeteria Deduction as per company rule (oan deduction as per company rule Telephone e)cess usage as per company rules Advance deduction as per company rule Other deduction as per company rule Additional Pa&ments, Miscellaneous payments as per company rule

1.1: 1.1: Busine Business ss Re4ui Re4uirem rement ents s The 'usiness re0uirement shared 'y Core Team Mem'ers is mentioned 'elo+:8 K Data Data mai maint nten enanc ance e for for Sal Salar ary y comp compon onen ents ts K Data Data mai maint nten enanc ance e for for Add Addit itio iona nall paym paymen ents ts K Data Data mai maint nten enan ance ce for for Dedu Deduct ctio ions ns

1.1< 1.1< Solu Soluti tion on in in SAP SAP Current Business Process Salar& Com!onents, Maintenance of Salary components

Put or4ing Days Days 2 8offs 8offs 2 (P 2 A'sent 2 (eave 2 of the employees

eductions, P- deduction data maintenance

Cafeteria De Deduction as per company rule

(oan deduction as per company rule

Last changed on: 1/20/2014 1/ 1/20/2014


Solution in SAP This +i +ill 'e 'e ma maintained in in +a +age ty type fo for CT CTC1 Basic and P(" H$ user +ill maintain these +age type in info type &&&< F Basic PayE This data +ill 'e maintained 'y H$ user in info type 7&&6 F A'sencesE for respective a'sence types This +ill 'e 'e ma maintained in +a +age ty type for P-1 H$ H$ user +ill maintain this P- +age type in info type &&69 F $ecurring deductionsE This +i +ill ' e ma maintained in in +a +age ty type fo for ca cafeteria deduction1 H$ user +ill maintain this deduction +age type in info type &&69 F $ecurring deductionsE This +ill 'e maintained in +age type for loan deduction1 deduction1 H$ user +ill maintain loan type in info Version: 1.0

Page: Page 27 of !"

Innovative B2B Logistics Solutions Ltd Current Business Process Tel Telephone e)cess ess usage as per company rules

Advance deduction as per company rule

Other deduction as per company rule

Additional Pa&ments, Miscellaneous payments as per company rule

Solution in SAP type &&69 F $ecurring deductionsE! Thi This +ill 'e maintained ned in +age type for Telephone Telephone e)cess e)cess usage deduction1 deduction1 H$ user +ill mainta maintain in Teleph Telephone one e)cess e)cess usage usage type type in info info type &&69 F $ecurring deductionsE! This +i +ill 'e 'e ma maintained in in +a +age ty type fo for Ad Advance deduction1 deduction1 H$ user +ill maintain loan type in info type &&69 F $ecurring deductionsE! This +i + ill 'e ma m aintained in i n +a + age t yp ype fo f or Ot Other deduction1 deduction1 H$ user +ill maintain loan type in info type &&69 F $ecurring deductionsE! This +ill 'e maintained in +age type for Miscellaneous Payments1 H$ user +ill maintain loa loan typ type in info info type type &&6 &&6 F Addi Addittiona ionall PaymentsE!

1.1<.1 1.1<.1 Pur!os Pur!ose e • • • •

To maintain the different components of salary in the system! To maintain the different components of deductions in the system! To maintain additional payments in the system! To generate period +ise components maintained report 'ased on grade 2 location2 org! unit +ise!

1.1<.2 1.1<.2 Process flo+ flo+ c*art c*art one

1.1<." 1.1<." escri!tio escri!tion n of !rocess age elements1 statutory deductions1 deductions1 and voluntary deductions are all 'ased on the individual payments and deduct deductions ions that are mainta maintaine ined d for an employ employee ee during during a payrol payrolll period! period! The paymen payments ts and deductions are stored as +age types! •

•

•

Maintenance of salary +age type amount in infotype &&&< employee +ise .Personnel no!/ in the specific period! Maintenance of deduction +age type amount in infotype &&69 employee +ise .Personnel no!/ in the specific period! Maint Mainten enan ance ce of addi additi tion onal al paym paymen entt +age +age type type amou amount nt in info infoty type pe &&6 &&6 empl employ oyee ee +ise +ise .Personnel no!/ in the specific period!

Payroll "nfotypes +here data shall 'e collected are listed 'elo+ along +ith the upload strategy S. 6o Infot&!e Infot&!e 6ame ;!load Mec*anism 6

&&&<

Last changed on: 1/20/2014 1/ 1/20/2014

Basic Pay Last saved by: xxx Draft for discussion purposes ony

BDC2 (SM Version: 1.0

Page: Page 2" of !"

Innovative B2B Logistics Solutions Ltd 7

&&&>

Ban4 Transfers

BDC2 (SM

3

&&69

$ecurring Payments and Deductions

BDC2 (SM

9

&&6

Additional Payments

BDC2 (SM

•

eneration of customi5ed report through Ad8Hoc 0uery!

Through BDC .Batch Data Collection Processing/ or through (SM .(egacy System Migration or4 Bench/ data shall 'e loaded i n to the system!

1.1<.1.1<.- Prere4uisit Prere4uisites es one

1.1<.9 1.1<.9 Standard Standard Re!orts in SAP SAP escri!tion

Transaction Code

age Type $eporter

PC&&M>>CT$

Ad8Hoc uery Tool

SPH&9<&&&67

1.1> 1.1> Inte$r Inte$rati ation on Cons Conside idera ratio tions ns Module Pers Person onne nell Admi Admini nist stra rati tion on

escri!tion Mast Master er data data of the the emp emplo loye yee e and and the the acti action ons s rel relat ated ed to proc proces esse ses s

1.1= .R.I.C.' .R.I.C.' e3elo! e3elo!ment ment Re4uireme Re4uirements nts one

1.27 1.27 Aut*or Aut*ori%a i%ation tion Re4uir Re4uirem ements ents Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is 'een prepared 'y "nlogistics core team!

1.21 1.21 (a! (a! Ana Anal& l&si sis s one

Last changed on: 1/20/2014 1/ 1/20/2014


Version: 1.0

Page: Page 2- of !"

Innovative B2B Logistics Solutions Ltd 1.22 A!!roac*e A!!roac*es s to Co3erin$ Co3erin$ unctional unctional efici eficits5'n ts5'n*ance *ancements ments -ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out: S. 6o bject bject T&!e 6

Custom +age types

age Type

escri!tion of Im!ro3ements -ollo+ings are the improvements of payroll process 'een e)ecuted in SAP: K Single Single +indo +indo+ + for monito monitorin ring g all the payrol payrolll relate related d activi activity ty

escri!tion of unctional eficits one

<. (eneral (eneral Process Process etails etails  Personal Personal e3elo! e3elo!ment ment Performance Mana$ement S&stem, Process 'y +hich a manager or consultant e)amines and evaluates an employeeJs +or4 'ehavior 'y comparing comparing it +ith preset preset standards1 standards1 documents documents the results results of the compariso comparison1 n1 and uses the results results to provide feed'ac4 to the employee to sho+ +here improvements are needed and +hy! Performance appraisals are employed to determine +ho needs +hat training1 and +ho +ill 'e promoted1 demoted1 retained1 or fired!

(eneral '!lanations Personnel Development .PD/ module is a very po+erful tool in SAP H$1 ena'ling value added H$ services to an organisation! This module provides the organisation effective systems to automate H$ functions such as Development Plans1 Succession Plans1 Appraisals1 and Profile Match8up etc! Another interesting feature of this module is the ualification catalogue +hich finds applications in the a'ove mentioned functions! This section deals +ith use of appraisals in SAP H$ PD used for evaluating performance of an officer in "nlogistics! This is a multi stage appraisal and +ould involve O'*ective setting and evaluation on multiple appraisal criteria

1.2" 1.2" Curren Currentt Busi Busines ness s Proc Proces ess s The follo+ing are the 'usiness process f or Personnel Development: K

Performance Mana$ement S&stem Common template : for self evaluation and superior evaluation Appraiser can communicate career aspiration 'y selecting one or more *o' cluster as a o preference for rotation -ield H$ can generate status report of different stages i!e! 0uarterly revie+ , end year o evaluation o

Last changed on: 1/20/2014 1/ 1/20/2014


Version: 1.0

Page: Page 2! of !"

Innovative B2B Logistics Solutions Ltd K

•

•

Personal e3elo!ment Plan Details of the course contents should 'e availa'le to the employee to ena'le correct selection o of the course Availa'ility of overall compliance on training o Data of Training History , officers to 'e availa'le +ith the decision ma4ers! o

PART I, A(R'' 'D R'S;)TS AR'A To Be iscussed #)isting Process 8 At start of appraisal cycle1 'oth appraise and part appraiser2appraiser o +ill finali5e the L$A=s and these L$A=s are revie+ed and monitored at end of each 9 months for sales1 mar4eting and operations employee group and half yearly for the Support Team li4e H$1 "T etc employee group! The rating for each L$A=s are noted do+n for appraises1 part appraiser and appraiser!

PART II, PT'6TIA) APPRAISA) To Be iscussed #)isting Process 8 At end of appraisal cycle H$ personnel +ill update the competency o status for 'oth 'ehavioral and technical competency!

1.2- Business Re4uirements Performance management system is 'ased on a multi stage appraisal 'ased on O'*ective setting and evaluation! This appraisal +ould have the instruction steps visi'le to the appraisers and appraise for facilitating the process The PMS process +ould start +ith a mail to 'e sent to H$D.manual/ 2 PMS administrator for starting , preparing PMS process on 6st March through the PMS +or4flo+!

'li$ibilit& for a!!raisal The first increment +ould 'e effective e)actly after one year of his2her completion of service .inclusive of pro'ation period/! -or this purpose1 effective date for any person *oining on or 'efore 6 th day of a month +ill 'e 6 st day of the month! Persons *oining on 6% th day or later +ill have 6 st day of the follo+ing month as the effective date!

1.29 Solution in SAP ualifications +ould 'e stored in a structure in ualification Catalog! This +ould include the follo+ing: Behavioral Competency Technical Competency • •

Eualification,

Last changed on: 1/20/2014 1/20/2014


Version: 1.0



•

•

•

•

•

•

•

•

•

•

•

•

"n SAP1 Competencies .ualification/ 2 *o' s4ill sets availa'le for each position2*o' meansE ualification catalogE! "f availa'le1 "nlogistics +ill 'e a'le to map the entire list of ualifications 'eing used in the organi5ation! ?arious 0ualifications +ill 'e grouped under 0ualification groups so that the 0ualifications can 'e accessed easily in the 0ualification catalogue ualification catalogue +ill 'e interfaced +ith the follo+ing modules Organi5ation Management o Training , #vent Management o The follo+ing o'*ects +ill 'e used for maintaining the ualification Catalogue: ualification roup o ualification o The user may create multiple 0ualification groups +ithin a 0ualification group! This helps the user in segregating the 0ualifications1 rather than cluttering them together! ualifications +ill 'e standardi5ed as far as possi'le to 'e incorporated in the 0ualification Catalogue! This is to ena'le the users to compare employee=s 0ualifications among various 'usiness units! The system +ill provide the provision to create the 0ualification re0uirement profile for *o's as +ell as positions! Any 0ualification re0uirement profile attached to the *o' +ill 'e inherited 'y the position lin4ed to this *o'! The provision for identifying ualification $e0uirement profile can 'e implemented only if the Standard ualifications are identified across 'usinesses! As the *o' list is common among 'usinesses1 the standardi5ed common 0ualifications can only 'e attached to @o's! The system allo+s performing the profiles match8up 'et+een a set of persons and positions2*o's resulting into display of 0ualification deficit or additional 0ualifications! "n case of 0ualification deficit for an employee1 the employee can 'e 'oo4ed 2 pre 'oo4ed for the Business #vent .training course/ that imparts the 0ualification! The user can update the employee=s 0ualifications on completion of a Business #vent .Training course/ so that the 0ualification imparted 'y the Business #vent can 'e updated to the employee=s 0ualification profile! The 0ualification catalogue on the +hole +ill loo4 something li4e as given 'elo+ ualification catalogue: ualification Catalogue ualification roup Su' ualification roup e!g! Management ualification e!g! (eadership ualification e!g! Cooperation Su' ualification roup e!g! (anguages ualification e!g! -rench ualification e!g! Deutsche ualification group Su' ualification roup

Last changed on: 1/20/2014 1/20/2014

ualification Last saved by: xxx Draft for discussion purposes ony

Version: 1.0

Page: Page *0 of !"


ualification Su' ualification roup ualifications

 And so on 

Profile Matc*/;!, Profile Match8Gp is used to compare an employee2applicant 0ualifications +ith the re0uirements of the position to see ho+ suited the employee2applicant to that position! Profile Match8Gp can 'e performed for several o'*ects! •

•

Profile Match8Gp provides option to: -ind out ho+ suita'le one or more persons for a position! "dentify persons +ho are over80ualified or under80ualified! "dentify suita'le applicants for a vacancy! "dentify appropriate training options for persons! Chec4 the current level of 0ualification in an organi5ational unit! Chec4 the need for training in an organi5ational unit! • • • • • •

Profile Match8Gp compares the 0ualifications and re0uirements of o'*ects .employees1 applicants/ +ith *o's2positions! The re0uired and e)isting proficiency of each 0ualification is also ta4en into account! The follo+ing options are availa'le for sele cting the o'*ects to 'e included in a profile match up The o'*ects to 'e included in the match up are specified individually! The profile matchup is e)ecuted directly from the profile of a person2position for the position! The profile matchup is e)ecuted for all persons in an organi5ational unit and the positions they currently hold! • • •

The follo+ing selection options are availa'le: $estrict the selection to 0ualification deficits .in other +ords1 the proficiency of the ualification held is lo+er than the proficiency re0uired/! Determination of training proposals for 0ualification deficits! Ley date for the evaluation! •

• •

The results of the profile match up can vie+ as graphics and ta'les!

Performance Mana$ement S&stem Se0uential organi5ation of functions and activities is descri'ed as process! The process adherence respective to this module is e)plained in the follo+ing! This is a multi stage appraisal 'ased on O'*ective setting and evaluation! The process flo+ for the Annual Performance #valuation is given in the follo+ing figure This appraisal +ould have the instruction steps visi'le to the appraisers and appraise for facilitating the process

•

PART I, A(R'' 'D R'S;)TS AR'A To Be iscussed #)isting Process 8 At start of appraisal cycle1 'oth appraise and part appraiser2appraiser o +ill finali5e the L$A=s and these L$A=s are revie+ed and monitored at end of each 9 months for sales1 mar4eting and operations employee group and half yearly for the

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page *1 of !"


o

•

Support Team li4e H$1 "T etc employee group! The rating for each L$A=s are noted do+n for appraises1 part appraiser and appraiser! SAP Process 8 This in SAP +ill 'e e0uivalent to updating the appraisal form 'y appraise1 part appraiser and appraiser at the end of each 9 months or half year 'ased on their employee groups! Her in SAP only the scale for rating +ill 'e populated1 the criteria for deriving on a particular rating +ill not 'e considered in SAP!

PART II, PT'6TIA) APPRAISA) To Be iscussed #)isting Process 8 At end of appraisal cycle H$ personnel +ill update the competency o status for 'oth 'ehavioral and technical competency! SAP Process 8 This in SAP +ill 'e e0uivalent to updation of competency rating 'ased o on the data stored for concerned employees in his2her master data!

1.29.1 Pur!ose Si$nificance of RA Ratin$s, To Be iscussed

Performance lin4ed "ncentive .P("/ is derived 'ased on these O'*ectives pre8set! P(" is computed at a defined fre0uency for various teams .t+ice 2 thrice in a year/ -inally1 H$ +ill print revision letters and promotion letters for distri'ution!

The scope of PD +ould include the follo+ing processes: PMS 8 Annual Performance #valuation +ith uarterly and Half yearly Appraisal PDP 8 Personal Development Plan process including s4ill assessment Career , Succession Planning process • • •

<.1.1 unctional lo+ ia$ram • •

-or Support team L$A appraisal +ill ta4e place t+o times in a year! -or Sales1 Mar4eting and Operations group employees L$A appraisal +ill ta4e place 3 times in a year!

Diagrammatic representation of the L$A appraisal process for Support team is descri'ed 'elo+:

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page *2 of !"


Performance contracting $dentification $dentification ofofB&) B&)?? 9argets 9argets

Self

Discussion Discussion?? approva approvaofofB&) B&) ??9argets 9argets

Part Appraiser/Appraiser

Half Year Review 3hange 3hange proposa proposaby by appraise appraise
Self

B&) B&)addition/ addition/ deetion/ deetion/ 'odification 'odification

)ppraiser )ppraiser 5vauation 5vauation

&evie>er &evie>er 5vauation 5vauation

Appraiser

Performance contracting $dentification $dentification ofofB&) B&)?? 9argets 9argets

Self

Discussion Discussion?? approva approvaofofB&) B&) ??9argets 9argets

Part A ppraiser/Appraiser

End year review & feedback (ef (ef evauation evauation

Self

(uperior (uperior evauation evauation

3o'piation 3o'piation ofofovera overa score scoreby by%&D %&D

3o''unicationC 3o''unicationC 3ounseing 3ounseing?? 6eedbacA 6eedbacA

Appraiser HRD

HRD

$evie+er is going to revie+ the final stage of appraisal! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page ** of !"


1.29.2 escri!tion of Process Acti3it& C*art for a!!raisal,/ To Be iscussed Acti3it& 1. 2. ". -. 9.

:. <.

Setting of L$As *ointly 'y Appraisee , his2her immediate Supervisor! #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ for the -irst uarter ending 3& th @une! #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ for Second uarter ending 3& th Septem'er! #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ for Third uarter ending 36 st Decem'er! a/ #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ for last 0uarter ending 36 st March! '/ #valuation on complete Performance Appraisal -orm! Compilation of overall scores 'y H$D Communication1 Counseling , -eed'ac4

Startin$ ate th 7& March

Closin$ ate 3&th March

6st @uly

;th @uly

6st Oct!

;th Oct

6st @an

;th @an

66th March

36st March

6st April 7&th April

;th April 3&th April

1.29." Prere4uisites Master ata re4uirement 1.29.- Standard Re!orts in SAP escri!tion

Transaction Code

Profile Matchup

P#PM

Appraisals

APPS#A$CH

Careers

SAH$%6&679

Succession Overvie+

SPH>9%&&&&6;

ualifications Overvie+

SPH>9%&&&&6%

1.2: Inte$ration Considerations Module Personnel Administration

escri!tion Master data of the employee

Organi5ational Management

$elationship 'et+een Appraisee1 Part Appraiser and Appraiser

1.2< .R.I.C.' e3elo!ment Re4uirements Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page *4 of !"


S. 6o

bject

bject T&!e

6

Custom logic for uploading the discipline data in appraisal form

BAD"

7

Custom logic for handling appraisal form in different 0uarter

BAD"

3

Performance appraisal form as per "nlogistics format

e+ form of appraisal

1.2> Aut*ori%ation Re4uirements Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is 'een prepared 'y "(O"ST"CS core team!

1.2= (a! Anal&sis one

1."7 escri!tion of Im!ro3ements The changes due to reengineering of PMS process leads and the related improvements are identified and e)plained!

1."7.1 Eualitati3e Im!ro3ements The 0ualitative improvements in the PMS process are: Appraisal of an employee1 put part appraiser=s and final appraiser=s name +hile creating the appraisal document Method availa'le for the employees to communicate career aspiration 'y selecting one or more *o' cluster as a preference for rotation uarterly1 half yearly or annual revie+ F only superior +ill have the authority of modifying or deleting a L$A Provision availa'le for superior to recommend *o' rotation 2 *o' potential 'y selecting one or more that one *o's from catalog cluster -ield H$ can generate status report of different stages i!e! 0uarterly revie+1 half yearly , end year evaluation •

•

•

•

•

1."7.2 Euantitati3e Im!ro3ements The 0uantitative improvements in PMS are: Control of the num'er of L$As put in 'y employees 8 Only a single L$A field +ill 'e visi'le initially! o Additional ro+s for L$A can 'e added 'y the appraise 'y clic4ing an icon o $o+s can 'e deleted if not re0uired o •

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page *7 of !"


>. (eneral Process etails  Trainin$ F '3ents Trainin$ F '3ents Training is one of the most focused areas of "nlogistics! Training for employee in terms of organi5ational need and personnel development program is practiced since long! Proper data maintenance of these training record1 appropriateness of the training in present day1 the resources management for training and overall cost of the training are the main purpose of having a methodical system under SAP $23!

1."1 Current Business Process (eneral '!lanations The 'usiness process shared 'y Core Team Mem'ers is mentioned 'elo+:8

Business Process "dentification list of competencies  Behavioral  Technical  eneral Calculate the Competency gap for all the e mployees from the re0uired level Also fill the additional training list +hich is re0uired to define all the core competencies as +ell the additional competencies +hich is re0uired to pe rform the respective *o' Preparation of Training Calendar on the 'asis of all the training needs identified "n case if any have to go outside for attending any particular training +hich may not 'e possi'le to arrange +ithin the company then all these e)ternal training should 'e approved duly in advance from the approving authority (ist of participants of the training Scheduling of training as per training calendar and ensure the training has 'een done Attendance of all the participants in the training attendance sheet After completion of follo+ing defined period the training effectiveness is to 'e evaluated in +hich the s4ill level is also defined! (evel F 6 .+ithin days of training/ (evel F 7 .after 6 month of training/ (evel F 3 .After 3 months of training/ on ly for technical trainings

Gpdating of individual training records as , +hen he undergo any training program

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page *" of !"

Innovative B2B Logistics Solutions Ltd Business Process Measurement of training cost -aculty 2 training fees Training material cost Training Ads ?enue cost (unch 2 Dinner 2 Tea and Snac4s cost TA 2 DA paid to participants Boarding , (odging cost!

1."2 Business Re4uirements AS/IS Business Process "dentification list of competencies Behavioral   Technical eneral 

Calculate the Competency gap for all the employees from the re0uired level Also fill the additional training list +hich is re0uired to define all the core competencies as +ell the additional competencies +hich is re0uired to perform the respective *o' Preparation of Training Calendar on the 'asis of all the training needs identified "n case if any have to go outside for attending any particular training +hich may not 'e possi'le to arrange +ithin the company then all these e)ternal training should 'e approved duly in advance from the approving authority (ist of participants of the training

Scheduling of training as per training calendar and ensure the training has 'een done Attendance of all the participants in the training attendance sheet

Last changed on: 1/20/2014 1/20/2014


T/B' Process in SAP Gser +ill maintain the re0uired competencies along +ith re0uired proficiency level for each position using PPPME t8code  Supervisor of concerned employee +ill maintain the actual proficiency level of each competencies of that particular employee in info type &&798ualifications Data +ill 'e collected using the profile match functionality via ualification info types .&&79/! Gser +ill maintain participants to 'usiness event maintained for additional training using P?&&E t8 code 

Gser can collect the re0uired data for each training using the SPH>9%&&&93< 8 Business #vent ScheduleE t8code $esource type #)ternal +ill 'e maintained and attached to the concerned 'usiness event .training program/! Gser +ill get the approval on the e)isting +ord doc! Gser can collect the re0uired data for each training using the SPH>9%&&&93; 8 $esource (ist per Business #ventE t8code or SPH>9%&&&939 8 Attendee (istE t8code Same Gser can collect the re0uired data using SPH>9%&&&933 8 Attendance (istE t8code

Version: 1.0

Page: Page *- of !"

Innovative B2B Logistics Solutions Ltd AS/IS Business Process After completion of follo+ing defined period the training effectiveness is to 'e evaluated in +hich the s4ill level is also defined! (evel F 6 .+ithin days of training/ (evel F 7 .after 6 month of training/ (evel F 3 .After 3 months of training/ only for technical trainings

T/B' Process in SAP H$ user +ill collect the data in the same format for each attendee and update the same using P?33 8 AppraisalsE t8code! Here the feed'ac4 template +ill 'e customi5ed as per "nlogistics format

Gpdating of individual training records as , +hen he undergo any training program Measurement of training cost -aculty 2 training fees Training material cost Training Ads ?enue cost (unch 2 Dinner 2 Tea and Snac4s cost TA 2 DA paid to participants Boarding , (odging cost!

This is part of SAP standard training and event management module Gser +ill maintain the cost for training program using PP&6E t8code against the 6&3% 8 COSTE info type! Here different cost items +ill 'e created for each cost that needs to 'e captured for a specific training!

1.""

Solution in SAP

The follo+ing items +ill 'e configured in SAP to address the re0uirements of the processes mentioned 'y core team:

Business '3ent (rou! Business #vent roup serves to classify 'usiness event types that share the same characteristics or deal +ith related su'*ect matter1 such as Management CoursesE! A 'usiness event group Communication S4illsE can contain a num'er of 'usiness event types1 such as Oral Communication S4illsE1 #ffective Presentation S4illsE etc! -ollo+ing information for 'usiness event groups are stored: K ?alidity period of the 'usiness event group K (ong and short name li4e code COE +ith description1 CHA# O$"#TAT"OE K Description of contents K $elationship to other event groups .'elongs to/ and to 'usiness event types .incorporates/!

Business '3ent T&!e A Business #vent Type is a generali5ed description of an event including the relevant information such as description1 Target Audience1 Categori5ation1 Course contents1 price1 capacity1 otes .Program O'*ectives2delivera'les/ and language etc! "t is not scheduled to ta4e place on a fi)ed date! "t serves as the 'lueprint from +hich actual event dates can 'e scheduled! hen 'usiness event type is created1 it is possi'le to store any data that is n ot time8sensitive such as: K Description .Target Audience/ Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page *! of !"

Innovative B2B Logistics Solutions Ltd K K K K K K K K K K K K K K

Price: "nternal and e)ternal prices Capacity: Minimum1 optimum1 and ma)imum num'er of attendees Business event 'rochure: event should 'e listed in the 'rochure Appraisal type: event appraisal or attendee appraisal $elationships Other $esource types needed "nstructor Belongs to +hich 'usiness event group Cost center Organi5er .internal organi5er: Organi5ational unitI e)ternal organi5er: company/ Schedule model Participant Profile Course content O'*ectives2Delivera'les

#ach Business #vent Type should have a relationship +ith its Business #vent roup! Other resources are also related to the Business #vent type!

Resource T&!es F Resources A resource type is a classification of resources that share the same characteristics or attri'utes1 such as PCs1 training material and so on! $esource Types are categori5ed as under: K $oom K "nstructor K Material K Other $esource .such as Overhead Pro*ector1 (CD1 Pro*ector1 PCs/ Categori5ing resources into resource types facilitates resource management and provides a clear overvie+ of resource availa'ility! hile creating a resource type1 the common attri'utes of all the resources are defined! An event type is responsi'ility of a person +ho is the Program Director! hile assigning resource types to a 'usiness event type in the Create Business #vent Type function1 resources that are essential for holding the event is specified! The other resources are assigned to the scheduled event in the function Create #vent Dates +ith $esourcesE! The resources may 'e related to other resource type i!e! the resource training e0uipments incorporated in a room +hich is another resource! #very resource related +ith event type +ill 'e 'oo4ed for multiple events so that the defined resource can 'e used for other event type as +ell! The faculty for the event type is also related!

r$ani%er The organi5ers are of t+o types! The internal organi5ers are organi5ational units and e)ternal organi5ers are the companies .training "nstitutes/ created in training master data! The e)ternal "nstitutes +here the "nlogistics officers are sent for training are the organi5ers defined in SAP as companies! "nternal Organi5er and #)ternal Organi5er +ill 'e distinguished in terms of Business #vent group! #)ternal organi5ers +ill 'e categori5ed as "ndian and -oreign Organi5ers! -ollo+ing su'8sections descri'es the steps that +ill 'e follo+ed for e)ecuting the process!

Creation of Business '3ent hen a 'usiness event date is created1 individual event dates are created one at a time! The event dates are not created in relation to the demand that e)ists for them through pre 'oo4ing! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page * of !"


Plannin$ Business '3ent, / "f the 'usiness event is planned then the load 'alancing is automatically ta4en care i!e! it creates events according to the demand on event type through pre 'oo4ing! "t is also possi'le to create data for a 'usiness e vent 'y using an e)isting one as a template to copy from! "n this case it is possi'le to create an identical 'usiness event +ith a given start date1 the end date is ta4en care of automatically! The follo+ing data is relevant +hen a 'usiness event is created: K "nternal 2 e)ternal An internal 'usiness event is an event that company is responsi'le for organi5ing! o An e)ternal 'usiness event is organi5ed 'y a third8party ."ndian2-oreign/! "t is not o possi'le to plan an e)ternal 'usiness eventI resource reservation for it is not ta4en care of! #)ternal events are created one at a time! K Status firmly 'oo4ed 2 planned "f a 'usiness event is created +ith the status planned1 attendee=s preliminary confirmation o of registration can 'e sent! "t ma4es sense to use this option if an event is 'eing planned +ell in advance and may in o fact 'e cancelled 'efore definite confirmations are issued! Before firmly 'oo4ing1 attendee may 'e 'oo4ed1 re'oo4ed1 replaced or cancelled! #vent is firmly 'oo4ed after the event is over! After firmly 'oo4ing certain follo+ up o activities ta4e place li4e updating of 0ualification of attendee1 if the training event is related to the 0ualification! All the 'usiness events e)cept the foreign language courses +hich are language specific are to 'e held in #nglish! K (ocation is entered +here the event +ill ta4e place! K Schedule There are t+o possi'le +ays to specify the actual time schedule of a 'usiness event! The o schedule +ill contain four or more sessions in a day! By copying the schedule model defined for the 'usiness event type! By creating schedule for the 'usiness event 8 Schedule is re0uired to 'e created for different 'usiness event type! K um'er of attendees The capacity i!e! the num'er of attendee for each event type is given as minimum1 o optimum or ma)imum! There is a facility for 'oo4ing of +aiting list attendee for the event type till ma)imum num'er is reached for the event type! This facilitates re'oo4ing or replaces attendee as +ell! K Price and cost assignment The employee +ould re0uest training using Preferences= in ualification profile! Here the employee +ould 'e a'le to select a 'usiness event type among functional and managerial Business #vent roups only for internal programs! The employee +ould select 'usiness event type codes 'ased on performance appraisal feed'ac4 F opportunities for improvement1 current s4ill profile1 multi rater feed'ac4 and his o+n assessment of training needs! On saving the preferences1 a +or4 item +ould 'e sent to the superior for approval of the appraisal! "n case the superior approves it1 the preferences data +ould 'e used for pre8'oo4ing! A report +ould 'e run to list the 'usiness event types re0uested 'y the employees and these +ould 'e 'oo4ed in a 'atch upload! All these 'oo4ings +ould 'e displayed as essential pre8'oo4ing! As soon the pre8 'oo4ing is done the attendee +ill receive a format to enter his e)pectations from the program! This +ill 'e mailed to the program director of the event type! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 40 of !"

Innovative B2B Logistics Solutions Ltd "n case a PDP corresponds to an e)ternal training then the follo+ing actions +ill have to 'e performed 'y the training agency! a/ Do an essential pre8'oo4ing for the e)ternal event! '/ Do a 'oo4ing for the event! c/ Cancel the earlier essential pre8 'oo4ing! At any point of time Training Agency +ill 'e a'le to see +ho has done the pre8'oo4ing on the 'asis of +hether the 'oo4ing is essential!

Creation of Trainin$ e3ents, / Creation of training calendar is performed at training division! Authority to create events as convention +ith specific transaction code +ill 'e given to program directors , Training administrators! They +ill 'e a'le to edit the convention or copy e)isting convention to prepare ne+ convention! The list of events scheduled during a specified period can 'e seen from the system for any given event type! The list also contains the follo+ing details a'out each of the 'usiness events: Business event date Business event name Availa'le and 'oo4ed attendance aiting8list 'oo4ings "ndicator for optimum capacity reachedE "ndicator for firmly 'oo4ed2planned 'usiness events Business event location • • • • • • •

Boo?in$, / Boo4ing for events are done 'y the Program Director from the pre8'oo4ed list! This +ill 'e generally done 3& days in advance! The pre8'oo4ing list +ill display the follo+ing details of the pre8'oo4ed attendees as a report: PO ame Org! Gnit (evel Position Age Qears of service PDP indication in terms of Managerial or -unctional Pre8'oo4ed 'y "ndication for +hether officer has already attended the PDP program .Managerial 2 -unctional/ this year! • • • • • • • • • •

"f the 'atch si5e is not complete and the Program Director +ants to include more participants from other organi5ational units1 then1 these additional nominations can 'e directly 'oo4ed instead of pre8'oo4ing! All 'oo4ings are ac4no+ledged 'y a call letter! A copy of the call letter +ill go to the immediate superior and training coordinator! The system +ill provide a facility for group 'oo4ing for a group of attendees +hich may 'e used for calling all officers from a particular organi5ational unit etc! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 41 of !"

Innovative B2B Logistics Solutions Ltd -or all nominations to e)ternal program1 the attendees are re0uired to fill up a feed'ac4 format after attending the program!

Cancel8 Re!lace and Reboo?in$ at trainin$ di3ision,/ On re0uirement the attendee=s 'oo4ing for event is cancelled or attendee is re'oo4ed for different event type or is replaced +ith some other attendee +hose event date is different for the same event type! These are done 'y the program director1 on re0uest of attendee or some other circumstances! "n any case a mail is sent automatically to the concerned attendee! After training is over the Training event status is firmly 'oo4ed for further follo+ up activities! Recordin$ Attendance, The attendance of the participants is to 'e recorded through info type 7&&6 in Time Management module! Three special type of a'sence i!e! internal1 e)ternal and foreign training in time management +ill ta4e care of recording different type for training! The attendance is recorded for minimum of half a day! "f a person is a'sent for all the days during a training program then he2she is mar4ed a'sent 'ut his name +ill 'e retained in the pre8'oo4 list! ollo+/;! Processin$ Acti3ities The status of the attendee of the training event is changed to undergone training event type and record is updated! -or language courses the 0ualification associated +ith the training event type from PD is updated along +ith depreciation meter! Transfer of )earnin$ -ollo+ing forms +ill 'e developed in Personnel Development Module +ith three segments +hich ta4es care of capturing attendee=s K Training effectiveness to 'e completed 'y attendee K (earning gained to 'e completed 'y attendee and K Supervisor=s appraisal on transfer of learning applica'le for technical competencies! -ollo+ing master data has 'een identified for e ffective utili5ation of the processes: "nfotypes to 'e maintained are as follo+s: Se4uence 6ame of t*e Infot&!e Infot&!e ield 6ame 6umber 6umber

6

Business e3ent $rou! 6&&& Planning Status ?alidity O'*ect A''reviation O'*ect ame

O'*ect

(anguage Ley 7

$elationship

6&&6

?alidity $elation Type2$elationship Type Of O'*ect $elated "D Of O'*ect $elated

A''reviation

ame

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 42 of !"

Master ata

Business event group and 'usiness event types are finally to 'e created 'y H$ core team as per the re0uirement!

Innovative B2B Logistics Solutions Ltd Se4uence 6umber

6ame of t*e Infot&!e

Infot&!e 6umber

3

9

ield 6ame

Master ata

Priority

Description

6&&7

Su'type

(anguage

Description

"nfo course group

6&%3

Su'*ect Area

Business e3ent t&!e 6

O'*ect

6&&&

?alidity O'*ect A''reviation O'*ect ame (anguage Ley

7

$elationship

6&&6

?alidity $elation Type2$elationship Type Of O'*ect $elated "D Of O'*ect $elated

3

9

A''reviation

ame

Priority

Description

6&&7

Su'type

(anguage

Description

Price

6&76

?alidity "nternal Price #)ternal Price



%

;

Capacity

6&79

?alidity

Optimum

Ma)imum

Minimum

Depreciation meter

6&7

?alidity

Qear

Month

Course type info

6&7>

?alidity "nclude "n Business #vent Brochure

<

Convention

Procedure

6&3&

Attendee Type

Boo4t

Pre't

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 4* of !"

Business event group and 'usiness event types are finally to 'e created 'y H$ core team as per the re0uirement!

Innovative B2B Logistics Solutions Ltd Se4uence 6umber

> 6

6ame of t*e Infot&!e

Infot&!e 6umber

ield 6ame

Chpre

Chec40

uals

Delivery method

&&<

Delivery Method

O'*ect

Resource 6&&&

Planning Status All resources are dependent O'*ect A''reviation on the event O'*ect ame type! (anguage Ley $esources data +ill 'e finali5ed ?alidity depending on $elation Type2$elationship the event Type Of O'*ect $elated types! "D Of O'*ect $elated ?alidity

7

3

9



$elationship

6&&6

A''reviation

ame

Priority

Description

6&&7

Su'type

(anguage

Description

Capacity

6&79

?alidity

Optimum

Ma)imum

Minimum

Address

6&7<

Building Address Supl House o Street o

Street

Pcode2City $oom o Tele o

%

Cost

6&3%

Cost "tem

1."".1 Pur!ose • • •

Maintenance of 'usiness events Maintenance of 'usiness events types $ecording attendance

Last changed on: 1/20/2014 1/20/2014


Master ata

Version: 1.0

Page: Page 44 of !"

Innovative B2B Logistics Solutions Ltd • • •

Cancellation of attendance Appraisals -ollo+ up activity

1."".2 Process ia$rams Diagrammatic representation of the process is sho+n 'elo+!

0egin 6inai,ation of cataog by 6unctiona 5xpert 9ea'

Epdating of 3ataog

ooAing &esources by 9rg. )gencies

PrebooAing by +fficers / approva by superior

ooAing attendees to events by 9rg. )gencies.

)cAno>edge prebooAing and send for'at to coect expectation fro' the officer .

Preparing 9raining 3aendar by 9rg. )gency

/nd i$ure 1, Plannin$ F Creation of Business '3ent T&!e F a& to a& Acti3ities

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 47 of !"


0egin 3onducting the event by 9rg. )gencies

ooAing the attendance by 9rg. agency

Progra' 6eedbacA

$''ediate )ttendee 6eedbacA )naysis for i'prove'ent

)ttendee 6eedbacA after three 'onths 6eedbacA anaysis for i'prove'ents

i$ure 2, Recurrin$ Acti3ities

/nd

1.""." escri!tion of Process K K

Training Catalogue is prepared according to the need and organi5ational need 'y a panel of e)pert1 +hich can 'e chosen 'y the a ttendee! #vent Type is evaluated 'y attendee and its implication in +or4 area is evaluated 'y supervisor! So1 realistic +orth of the event type is esta'lished

1."".- Prere4uisites one

1."".9 Standard Re!ort in SAP S. 6o

Re!ort re4uired

SAP standard re!ort

6

ap report

P#PM F Profile Matchup

7

Training eed record

SPH>9%&&&933 8 Attendance (ist

3

(ist of participants

SPH>9%&&&939 8 Attendee (ist

9

#ffectiveness of training



"ndividual training record

This +ill 'e populated against su'type Training #ffectivenessE for info type 6&&78DescriptionE for each training program manually 'y the user! SPH>9%&&&936 8 AttendeeJs Training History

%

Cost of the training

o standard report 'ut user can e)tract data from info type 6&3%8 CostE for each individual training

1."".: Im!ro3ements Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 4" of !"

Innovative B2B Logistics Solutions Ltd K K K K

Training cost is visi'le! Billing for e)ternal faculty is availa'le in report! Training man day=s information! Measurement of learning!

1."- Inte$ration considerations Process e!endencies  In!ut Training Process has dependence on the follo+ing processes:8 Module PD

6ame of T*e Process • • •

PA OM

• •

escri!tion

Profile match up Career planning Succession planning

The result of profile matchup is the indicator for training re0uirement! The re0uirement of training is identified 'y career planning1 succession planning and personal development plan

"nternal attendee=s data Supervisor=s data

The re0uired data of attendee! The supervisor of attendee

Process e!endencies  ut!ut -ollo+ing processes +ill 'e initiated after completion Training Process! Module PD PA

6ame of t*e Process

escri!tion $eport on PD compliance

•

Personal development Compliance PMS .Performance Management System/

•

ualification "nfotype is maintained

The event type lin4ed 0ualification is updated!

•

+ith

1."9 .R.I.C.' e3elo!ment Re4uirements one

1.": A!!roac*es to Co3erin$ unctional eficits5 'n*ancements -ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out:

S. 6o 6

bject

bject T&!e

Training feed'ac4 appraisal form as per "nlogistics format

e+ appraisal template

1."< Aut*ori%ation Re4uirements Specific authori5ation +ill 'e maintained as per the data provided 'y the core team during the reali5ation phase! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 4- of !"


1."> (a! Anal&sis one

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 4! of !"


=.

(eneral Process etails  Time Mana$ement

The Time Management component offers support in performing all human resources processes for recording employees= +or4 performed and a'sence times! Time Management has user8oriented interfaces that support centrali5ed and decentrali5ed entry and administration of time data! Data can 'e maintained and processed centrally 'y administrators in the human resources department or else in individual departments 'y time administrators such as supervisors1 secretaries1 and employees themselves! #mployees can use self service applications to re0uest leave1 record +or4ing times for orders or pro*ects1 for e)ample1 and display their 4ey time accounts!

1."= Current Business Process )ea3e (eneration "f the any employee *oins 'et+een the years then the leave credit in the account of the employee +ill 'e on Pro8rata 'asis! Ma4e the leave card in +hich leave details are to 'e mentioned! Maintain the leave register! hen any employee leaves the services then all the #( in his account +ill 'e en8cashed at the time of full and final! C(2#( +ill credit in the account of the employee as per company policy! "f an employee avail the #( in advance .Permitted 'y Management/1 it deduct from the total #( of the follo+ing year )ea3e 'ncas*ment Chec4 the leave card of the employee Ma4e a analysis of the leaves present in the account of the employee in the leave register Calculation of num'er of availed and un /availed leaves in the month of @anuary for follo+ing year Calculation of total un/availed leaves .#(/ at the time of full and final settlement of employee After ad*usting the leaves +ith notice period en /cash all remaining leaves on the 'ase of Basic and DA )ea3e A!!ro3al #mployee fills his leave card 2 application in advance for desired leave +ith specific reason1 date of applying1 type of leave! $ecommending authority +ill recommend .if yes/ the leave for sanctioning and for+ard to sanctioning authority "f sanctioning authority +ill sanction the leave1 the leave card 2 application +ill for+ard to time office for further action Time ffice $ecord the leaves of the employees! Manpo+er management for all the locations! Gpdating of leave record of all the employees! Com!ilation of Mont*l& Attendance (ist8out the department +ise employees +ith their a'senteeism Chec4 the status of pending leaves applied 'y the employees Last changed on: 1/20/2014 1/20/2014


Version: 1.0


Innovative B2B Logistics Solutions Ltd Chec4ing the status of leave in leave card duly signed 'y authori5ed signatory1 if it is signed then it +ill o'serve as leave .if desired leave availa'le in account/ other+ise it +ill 'e mar4ed as a'sent! "f the leave is signed 'y competent authority and leave is not availa'le in account1 the leave +ill 'e o'served as +ithout pay

1.-7Business Re4uirements )ea3e etails Creation and Su'se0uent Maintenance of the follo+ings: • • • • •

#arned (eave Maternity (eave Casual (eave Paternity (eave (eave +ithout Pay .(P/

'arned )ea3es #( $ules: An employee shall 'e entitled for 6< #( per calendar year! 6! #( per month +ill 'e credited to each employee a'sence 0uota! Ma)imum limit of #( 0uota +ill 'e 9 for each employee! All leave types for less than a day 2 fraction of a day is permissi'le! Casual )ea3es C( $ules: An employee shall 'e granted for 67 C( in a calendar year! "f an employee *oins during a calendar year1 he2she shall 'e entitled to C ( for remaining part of Qear on a Pro8rata 'asis! Ma)imum 3 C( can 'e availed at one time! • • • •

• •

•

)ea3es A!!ro3al (eave rules:8 "n e)ceptional circumstances1 +here an employee has no leave accumulation standing to his credit and his need is genuine1 the Sanctioning Authority may grant advance (eave su'*ect to a ma)imum of ; days! The sanctioning authority for such leave +ill 'e Gnit Head 2 Corporate -unctional Head! •

AS/IS Business Process )ea3e (eneration "f the any employee *oins 'et+een the years then the leave credit in the account of the employee +ill 'e on Pro8rata 'asis! Ma4e the leave card in +hich leave details are to 'e mentioned! Maintain the leave register!

Last changed on: 1/20/2014 1/20/2014

T/B' Process in SAP This +ill 'e handled 'y Standard SAP Configuration!

This is part of SAP standard leave management process on #SS (eave maintenance is automatically carried out 'y SAP standard! Gser can vie+ leave register using


Version: 1.0

Page: Page 70 of !"

Innovative B2B Logistics Solutions Ltd AS/IS Business Process hen any employee leaves the services then all the #( in his account +ill 'e en8cashed at the time of full and final! C(2#( +ill credit in the account of the employee as per company policy! "f an employee avail the #( in a dvance .Permitted 'y Management/1 it deduct from the total #( of the follo+ing year )ea3e 'ncas*ment Chec4 the leave card of the employee Ma4e a analysis of the leaves present in the account of the employee in the leave register Calculation of num'er of availed and un /availed leaves in the month of @anuary for follo+ing year Calculation of total un /availed leaves .#(/ at the time of full and final settlement of employee After ad*usting the leaves +ith notice period en / cash all remaining leaves on the 'ase of Basic and DA )ea3e A!!ro3al #mployee fill his leave card 2 application in advance for desired leave +ith specific reason1 date of applying1 type of leave! $ecommending authority +ill recommend .if yes/ the leave for sanctioning and for+ard to sanctioning authority "f sanctioning authority +ill sanction the leave1 the leave card 2 application +ill for+ard to time office for further action Time ffice $ecord the leaves of the employees! Manpo+er management for all the locations! Gpdating of leave record of all the employees!

Com!ilation of Mont*l& Attendance (ist8out the department +ise employees +ith their a'senteeism Chec4 the status of pending leaves applied 'y the employees Chec4ing the status of leave in leave card duly signed 'y authori5ed signatory1 if it is signed then it +ill o'serve as leave .if desired leave availa'le Last changed on: 1/20/2014 1/20/2014

T/B' Process in SAP PT%9 8 A'sence data overvie+E t8code Gser +ill maintain leave encashment data using info type &&6 F Additional paymentsE +herein a separate +age type for leave encashment for #( +ill 'e configured! This +ill 'e handled in A'sence uota generation program Here a ne+ leave type Advance #(E shall 'e created and maintain 'y user as +hen re0uired and +ill get ad*usted 'y the user in PA3&E transaction code! This can 'e vie+ed using PT%9 8 A'sence data overvie+E t8code This can 'e vie+ed using info type 7&&% F A'sence uotaE This can 'e vie+ed using info type 7&&% F A'sence uotaE This can 'e vie+ed using info type 7&&% F A'sence uotaE Gser +ill manually maintain info type &&6 F Additional PaymentsE for respective leave type

This is part of SAP standard leave management process on #SS This is part of SAP standard leave management process on #SS1 sanctioning authority +ill 'e maintained in OM for each position This is part of SAP standard leave management process on #SS

This is part of SAP standard leave management process on #SS Ad Hoc uery .PAAH F t8code/ +ill 'e generated to vie+ manpo+er status H$ user +ill manually maintain info type 7&&6 F A'sencesE for the respective a'sence type Ad Hoc uery .PAAH F t8code/ +ill 'e generated to vie+ manpo+er status This is part of SAP standard leave management process on #SS This is part of SAP standard leave management process on #SS


Version: 1.0

Page: Page 71 of !"

Innovative B2B Logistics Solutions Ltd AS/IS Business Process in account/ other+ise it +ill 'e mar4ed as a'sent! "f the leave is signed 'y competent authority and leave is not availa'le in account1 the leave +ill 'e o'served as +ithout pay

T/B' Process in SAP This is part of SAP standard leave management process on #SS +herein employee +ill not 'e a'le to apply for any leave for +hich A'sence uota is e)hausted

1.-1 Solution in SAP Holida& Calendar Creation and Su'se0uent Maintenance of the #nterprise Specific Pu'lic Holiday Calendar

(eneral '!lanations The Pu'lic Holiday Calendar is to 'e maintained in "nlogistics as per the Annual Pu'lic Holiday (ist released 'y respective "nlogistics H$ department1 Corporate Office and other allied divisions!

There are t+o types of Holidays1 ational Holidays .-i)ed Holidays/= +hich fall on the e)act date of every year and Mova'le Holidays .-estival Holidays/= +hich 4eep changing every year! -or e!g! "ndependence Day .6th August/ +ould 'e a fi)ed holiday +hereas festivals li4e Maha Shivarathri are mova'le +hich may fall on a different date! K Holidays1 +hich have fallen on a +or4ing day during the current year1 may fall on a +ee4ly off day in the su'se0uent year1 there 'y necessitating the recreation or change of the holiday list every year! K This changed list of holidays is assigned to the Pu'lic Holiday Calendar every year! Separate Holiday Calendar +ould 'e created for each and every location and corporate office! K Creation of paid holidays +ould 'e done every year according to the calendar adopted 'y "nlogistics and +ould 'e updated into the system 'y the concerned H$ administrator! K The created paid holidays +ould 'e then 'e assigned to the Pu'lic Holiday calendar!

Gor? Sc*edule Creation and maintenance of #nterprise specific or4s Schedules to store the +or4ing timings .Shift Timings/ and the corresponding 'rea4 times for the different "nlogistics Officers2#mployees

(eneral '!lanations K K K K

To create and maintain the records of different +or4 timings and scheduled 'rea4 timing follo+ed 'y the employees of "nlogistics! eneration of +ee4ly off day of each and every employee needs to 'e trac4ed! Shift +ise present details should 'e made availa'le! Shift +ise a'sent details of employees!

'!lanations of unctions and '3ents K

The Shift Details and the 'rea4 timings are maintained for each employee at the respective departments! K Any deviation from the normal shift timings get recorded as a discrepancy and are processed su'se0uently after approval Last changed on: Last saved by: xxx Version: 1.0 Page: 1/20/2014 1/20/2014 Draft for discussion purposes ony Page 72 of !"

Innovative B2B Logistics Solutions Ltd C*an$es to 'istin$ r$ani%ation !rocesses or4 schedules need to 'e generated every year as the Pu'lic holiday calendar +ould 'e assigned +ith ne+ holidays as per the holiday calendar adopted 'y the various manufacturing plants1 sales office and HO for the respective calendar year! The various or4 Schedules mentioned a'ove are configured in the SAP system to facilitate the su'se0uent time data maintenance and processing! These or4 Schedules are assigned to each employee1 during Hiring1 in the Planned or4ing Time ."nfotype &&&;/ and 'ecomes a part of the employee master data! K The "nfotype Planned or4ing Time ."T &&&;/ in Personnel Administration facilitates to store +or4 schedule for each employee and conse0uently the +or4ing hours and days for the employee is inherited from the or4 Schedule specifications! K By assigning a +or4 schedule rule to an employee1 the entire +or4 schedule .the +or4ing time including the shift patterns/ including holiday calendar can 'e vie+ed and reported for the period specified! K The Planned or4ing Time ."nfotype &&&;/ captures Time Management Status1 +hich +ill 'e defaulted as ; Time #valuation +ithout Payroll "ntegration= for Managerial Staff and & o Time #valuation=! The Time Management Status is of vital importance as it determines ho+ the employees are processed in Time #valuation.Time #valuation calculates planned times and overtime1 administrates time accounts and forms +age types1 updates time 0uotas1 and is used to chec4 +or4ing time specifications!/ K The change in the +or4 schedule as a result of transfer or reassignment has to 'e updated in the Planned or4ing Time ."nfotype &&&;/ so that the time data is processed as per the updated timings! K "nlogistics need to update the Holiday Calendars every year and this re0uires the generation of the respective or4 Schedules for the changes to ta4e effect! K enerally the Personnel Areas and Personnel Su'areas1 #mployee roups and #mployee Su'groups get grouped for the different +or4 schedules! This allo+s the generation and the su'se0uent assignment of the +or4 schedules to various groups of employees! K or4 Schedules define the +or4ing pattern together +ith the paid and unpaid 'rea4 timings for different groups of employees and are 'ased on the pu'lic holiday calendar! The various locations of "nlogistics have separate Holiday Calendars and separate Shift and Brea4 Timings! K Brea4 Schedules define the rule governing 'rea4s .a period of time +hen employees are not at +or4/ in a +or4day! K By assigning a or4 Schedule $ule in the Planned or4ing Time ."nfotype &&&;/ the employee personal planned +or4ing time gets determined! K The Planned or4ing Time ."nfotype &&&;/ determines employees +or4ing time +ithin an organi5ation on a daily 'asis!

1.-1.1 Pur!ose To ensure the availa'ility of eneral .Pu'lic/ Holidays to the various offices of "nlogistics , its #mployees -or all units and corporate office1 Pu'lic Holidays are finali5ed and fi)ed at the year 'eginning itself! All Holidays are -ull day Paid Holidays

1.-1.2 Process flo+ c*art one

1.-1." escri!tion of t*e Process Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 7* of !"

Innovative B2B Logistics Solutions Ltd "nlogistics releases the Pu'lic holiday calendar for a year +ill 'e released in advance through an order! The num'er of pu'lic holidays 4eeps changing from year to year and hence needs to 'e updated every year! As per the leave entitlement1 different leave types +ill 'e created! "nfotype o 7&&6I A'sences +ill 'e configured to maintain the a'sences 2 leave types that is availed 'y the employees "nfotype 7&&% A'sence uota +ill 'e used for capturing leave entitlements2'alance availa'le A'sence 0uota +ill automatically 'e reduced once the a'sence entry is recorded in the system! Maternity (eave +ill 'e maintained and processed via Maternity Protection ."nfotype &&<& su'type M(/!

• •

• • •

Infot&!es to be maintained are as follo+s, Se4uence

&6

6ame of t*e Info t&!e Planned +or4ing time A'sence uotas A'sence

&7 &3

Info t&!e 6umber &&&; 7&&% 7&&6

ield 6ame

Start and end date1 or4 schedule rule ?alidity period1 uota su' type uota num'er Start and end1 Type of leave1 A'sence hours1 A'sence days

'!lanations of unctions and '3ents K K

The holiday calendar for a Calendar Qear is released 'y "nlogistics in advance in the month of Decem'er! This Holiday Calendar is the reference for providing Pu'lic Holidays to the employees of "nlogistics

1.-1.- Prere4uisites Appropriate +or4 schedule in infotype &&&; have to maintained to the time status!

1.-1.9 Standard Re!orts in SAP escri!tion

Transaction Code

Display or4 Schedule

PT&3

Attendance2A'sence Data Overvie+

PT%9

A'sence Data: Calendar ?ie+

PT>&

Personal or4 Schedule

PT%3

SAP uery

S&6

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 74 of !"

Innovative B2B Logistics Solutions Ltd 1.-2 Inte$ration Considerations Module Personnel Administration

escri!tion Master data of the employee

Organi5ational Management

$elationship 'et+een Applicant and Approver

1.-" .R.I.C.' e3elo!ment Re4uirements one

1.-- Aut*ori%ation Specific authori5ation +ill 'e maintained as per the data provided 'y the core team during the reali5ation phase!

1.-9 (a! Anal&sis one

1.-: Im!ro3ements • • •

uota generation and encashment +ill 'e automated! A'sence data can 'e created2changed2vie+ed online! Several reports are availa'le to vie+ the a'sence details!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 77 of !"


17. (eneral Process etails  Recruitment Recruitment Process $ecruitment module ena'les to define a recruitment procedure that suits the needs of organi5ation! "t can distri'ute tas4s and responsi'ilities to different people involved in the recruitment process! $ecruitment supports in dividing and assigning administrative and decision8ma4ing tas4 areas! Many tas4s can 'e processed via mass processing! The purpose of this module is to handle all the recruitment activities of "nlogistics starting from identifying the vacant position1 to the filling of the vacant position +ith a suita'le candidate and maintenance of applicant data'ase!

1.-< Business Process )ist of acti3ities AS/IS Process Collect the Approved Manpo+er Plan from the H$ department! Also receive the Manpo+er $e0uisition form! Search the desired C? form e)isting data 'ase .not online/ Search the C?s from @o' Portals .e!g! au4ri!com/ Send the re0uisition to panel consultant along +ith @D! $eceive the C?s from different sources! Shortlist the C?s as per re0uirement! -inali5e the date of intervie+ and "nvite all the short8listed candidate for intervie+! Maintain the Candidate Summary Sheet Distri'ution and collection of Personal Data Summary Also receive the additional "nformation Sheet Ma4e sure the intervie+ has 'een done on planned date Depending on the level for +hich the applicant is 'eing intervie+ed1 another round o f intervie+ is held Ma4e "ntervie+ assessment sheet! Collect the "ntervie+ Assessment Sheet from the "ntervie+er Travel reim'ursement form is to 'e filled if any employee come for intervie+ from outstation "ssue (O" to selected candidate Gpdating of organi5ation chart! Chec4 all the 'ill as per policy Send the 'ill to -inance Department to clear the payment! #nter the total amount paid for the process in Account $egister! On the day of *oining1 complete all the *oining formalities +hich includes follo+ing documents : "nduction Training Schedule Appointment (etter Plan the induction schedule of all ne+ candidates at the time of *oin ing!

1.-> Business Re4uirements Basic $e0uirement for Process ."nputs/ Last changed on: Last saved by: xxx 1/20/2014 1/20/2014 Draft for discussion purposes ony

Version: 1.0

Page: Page 7" of !"

Innovative B2B Logistics Solutions Ltd a! '! c! d! e! f!

Manpo+er Plan Approval on manpo+er specification sheet @o' description Source of $ecruitment Data'ase of C?s "ntervie+ Assessment

AS/IS Business Process Collect the Approved Manpo+er Plan from the H$ department!

T/B' Process in SAP Gser +ill still create the +ord doc manually1 'ut the data +ill 'e collected using follo+ing reports: Current Manpo+er Status +ill 'e fetched from SAH$%6&6%3%> 8 #mployee (ist $eportE Current ?acancy +ill 'e fetched from SAH$%6&6%&> 8 ?acant Positions $eportE Gser +ill still create the +ord doc manually1 'ut the data +ill 'e collected using follo+ing reports: Current Manpo+er Status +ill 'e fetched from SAH$%6&6%3%> 8 #mployee (ist $eportE "f #)pected results1 additional info and e)pected 'enefits are maintained for each position in info type 6&&71 then the data can 'e fetched from this info type! Same •

•

Also receive the Manpo+er $e0uisition form!

•

•

Search the desired C? form e)isting data 'ase .not online/ Search the C?s from @o' Portals .e!g! au4ri!com/ Send the re0uisition to panel consultant along +ith @D! $eceive the C?s from different sources! Shortlist the C?s as per re0uirement!

Same Same Same Gser +ill maintain the follo+ings: Maintain the vacancy status for each position using PO63E t8code assigning Personal Officer and line manager! Attach the vacancies to advertisement .if no advertisement e)ist1 then user needs to create the same using PBAE t8code/ Maintain the applicant master data using PB9&E t8code! Gser +ill create Planned activity for intervie+ letter for each applicant using PB%&E t8code! Here a ne+ standard te)t +ill 'e created for "(O"ST"CS format! •

•

•

-inali5e the date of intervie+ and "nvite all the short8 listed candidate for intervie+!

Maintain the Candidate Summary Sheet Distri'ution and collection of Personal Data Summary Last changed on: 1/20/2014 1/20/2014


These data +ill 'e maintained 'y user using PB3&E and PB%&E t8code! Same Version: 1.0

Page: Page 7- of !"

Innovative B2B Logistics Solutions Ltd AS/IS Business Process Also receive the additional "nformation Sheet Ma4e sure the intervie+ has 'een done on planned date Depending on the level for +hich the applicant is 'eing intervie+ed1 another round of intervie+ is held Ma4e "ntervie+ assessment sheet!

Collect the "ntervie+ Assessment Sheet from the "ntervie+er

Travel reim'ursement form is to 'e filled if any employee come for intervie+ from outstation "ssue (O" to selected candidate

Gpdating of organi5ation chart! Chec4 all the 'ill as per policy Send the 'ill to -inance Department to clear the payment! #nter the total amount paid for the process in Account $egister! On the day of *oining1 complete all the *oining formalities +hich includes follo+ing documents :

T/B' Process in SAP Same Same Corresponding activity +ill 'e maintained using PB%&E t8code! H$ user +ill ma4e the "ntervie+ assessment document for a particular applicant using PHAPP$#PA$#PAE t8code! H$ user +ill collect the assessment sheet for Personnel Officer and +ill update the same in 0ualification section for each applicant using PB3&E t8code! on8SAP Process! A ne+ activity type (O"E and a ne+ standard te)t for (O" letter as per "(O"ST"CS format +ill 'e created! Gser +ill then create a planned activity of type (O"= for each applica'le applicant! Gser +ill maintain the same using PPOM# on8SAP Process! on8SAP Process! Same +ill 'e maintained in -"2CO module

•

•

"nduction Training Schedule Appointment (etter

Plan the induction schedule of all ne+ candidates at the time of *oining!

Gser need to create the employee data in SAP using the follo+ing steps: Gser +ill create an applicant activity .using PB%&E t8code/ for Transfer DataE in planned status! Also user needs to attach a valid reference to the a'ove activity! Gser +ill e)ecute employee hiring action PA9&E selecting the action Hire ApplicantE and selecting the relevant applicant num'er from +hom the data needs to 'e automatically transferred in employee master ta'le! Same A ne+ activity type APPO"TSE and a ne+ standard te)t for Appointment letter as per "(O"ST"CS format +ill 'e created! Gser +ill then create a planned activity of type APPO"T= for each applica'le applicant! Part of T#M .SAP Process/

esired ut!ut a! Selection of competent candidate! '! Timely recruitment of candidate Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page 7! of !"

Innovative B2B Logistics Solutions Ltd escri!tion of Im!ro3ements K K K K K K K K

Applicant trac4ing can 'e done easily! (ist of Activities to 'e performed for applicants can 'e consolidated in Applicant activities Mandatory details can 'e maintained for Applicants! Applicant data'ases +ill 'e maintained +hich can 'e referred at any point of time! Applicants can 'e categori5ed 'ased on "nternal Applicants1 #)ternal Applicants Applicants can 'e vie+ed 'ased on there ualifications for future positions! Applicant can 'e attached to a Status 'ased on his phase of Selection procedure li4e i!e! on hold1 "nvited for "ntervie+1 to 'e selected1 etc! Applicant on selection can 'e converted directly to employee!

1.-= Solution in SAP This component ena'les us to define a recruitment procedure that suits the needs o f the enterprise! One can distri'ute tas4s and responsi'ilities to different people involved in the recruitment process! $ecruitment supports in dividing and assigning administrative and decision8ma4ing tas4 areas! Many tas4s can 'e processed via mass processing! SAP $ecruitment is made up of the f ollo+ing su'8components: or4force $e0uirements and Advertising Applicant Administration Selection of Applicants #ach component supports a different phase of the recruitment process! • • •

The follo+ing functions are provided for +or4force re0uirements and advertising: Create and manage vacancies Manage media and recruitment instruments Manage advertisements and advertisement costs Assign vacancies and applications to advertisements • • • •

Applicant administration contains the follo+ing su' functions: Applicant classification hen applicant data is entered in the system1 applicants can 'e classified as follo+s: "nternal or e)ternal applicants Applicants responding to an advertisement or unsolicited applicants • •

#ach applicant is assigned the follo+ing status: Overall status ?acancy assignment status These statuses indicate the stage of processing the applicant has reached! Applicant actions ena'le us to change the status +hile applicants are 'eing processed! By classifying applicants1 +e can access individual groups of applicants and perform group8related activities! -or e)ample1 +e can perform reporting activities 'y running reports! Applicant selection is process8oriented! ith the $ecruitment component1 one can carry out an efficient1 process8oriented selection procedure: The applicants first ta4e part in a glo'al selection process! "n this procedure1 +e can decide +hether an applicant should 'e considered for employment in the enterprise! e can re*ect an applicant in the first phase1 or +e can decide to include them in the rest of the selection procedure! • •

Last changed on: 1/20/2014 1/20/2014


Version: 1.0


Innovative B2B Logistics Solutions Ltd The $ecruitment component offers the follo+ing functions to support the selection procedure: Administration of selection procedures: e can trac4 the individual stages that an applicant passes through in the selection procedure using applicant actions ."nvite applicant1 Offer applicant contract1 Hire applicant/! e can define administrative steps using applicant activities .such as "ntervie+ appointment1 Mail contract/! •

The follo+ing functions also support the decision8ma4ing process i n selecting applicants: Short profile: e can use a short profile to group applicant data according to various aspects1 for e)ample1 applicant=s education and training! Search for applicants +ith particular 0ualifications: "f $ecruitment and Personnel Development are integratedI +e can search for applicants +ith particular 0ualifications1 +hich help to restrict the num'er of suita'le applicants! Hiring applicants: "f +e need to hire an applicant and have an integrated system1 +e can automatically transfer applicant data to Personnel Administration! •

•

•

Media MediaE +ill 'e used to classify the various modes through +hich an applicant is contacted! Medium is a higher8level classification of recruitment instruments! Specific recruitment instruments +ill 'e defined under each medium! The follo+ing media shall 'e maintained for "nlogistics Medium C*ar572

6ame of medium C*ar 5 27

A! Cl C*ar5 72

A!!licant Class Tet C*ar 5 27

6!

"nternal *o' posting

P

"nternal Applicant

7! 3! 9! ! %!

"nternal *o' posting Consultants "nternet .*o' portals/ Campus Press

AP AP AP AP AP

#)ternal Applicant #)ternal Applicant #)ternal Applicant #)ternal Applicant #)ternal Applicant

"n case the vacancy is to 'e filled through internal data 'ase1 then the individual 'asic data maintained in SAP in the category Gnsolicited ApplicantE +ill 'e used! "n case the vacancy is to 'e filled from e)isting officers1 then consideration set +ill 'e generated from the employee data 'ase maintained in SAP! #mployee referral cases +ill 'e identified from the applicant=s data! The format +ill contain a field to capture #mployee Personnel um'er and ame in case of direct recommendation from any officer of "nlogistics!!

Recruitment Instrument $ecruitment instruments are the modes through +hich the vacancy is advertised! #very *o' advertisement is pu'lished in the recruitment instrument! $ecruitment instruments are classified according to the media used! A contact name and address 4ey can 'e stored for each recruitment instrument! The follo+ing recruitment instruments shall 'e maintained for "nlogistics!

I 6ame of Recruitment Medium Last changed on: Last saved by: xxx Version: 1.0 1/20/2014 1/20/2014 Draft for discussion purposes ony

Address Page: Page "0 of !"

Innovative B2B Logistics Solutions Ltd Recruitment instrument &&&&&&&&6

instrument ational dailies

Press

&&&&&&&&7

(ocal Dailies

Press

&&&&&&&&3

$egional dailies

Press

&&&&&&&&9

Business Maga5ines

Press

&&&&&&&& &&&&&&&&%

"(O"ST"CS Mailer @o' Portals

&&&&&&&&; &&&&&&&&<

B8Schools #ngineering Colleges

(otus otes "nternet .*o' portals/ Campus Campus

K K K

Through Corporate Communication "(O"ST"CS

e'site address for portals B8Schools #ngineering Colleges

Dept1

various

*o'

The list of institutes for campus recruitment is to 'e revisited every year on the 'asis of ran4ing done for B8Schools 2 #ngineering Colleges! The lists of mediums , instrument are to 'e configured! $ecruitment Administrator shall decide the appropriate recruitment instrument for each vacancy and then create the advertisement in the system and assign vacancies to each!

A!!licant (rou! An applicant group is used to group together applicants on the 'asis of the type of +or4 relationship for +hich they have applied! The applicant class is a characteristic of the applicant group! The applicant class indicates +hether the applicant is internal .applicant class P/ or e)ternal .applicant class AP/ The applicant groups to 'e used in "(O"ST"CS are ta'ulated as 'elo+: APP)ICA6T (R;P C' CHAR51 6! 7! 3! 9! ! %! ;! ! A!

APP).(R;PT'T CHAR527 on Officers #mployee $eferral Campus #mployee ard Through Consultant Through roup H$ "nternal #mployee #)ternal reference eneral Applicant Gnsolicited Applicant

APP)ICA6T C)ASS AP AP AP AP AP AP P AP AP AP

;nsolicited A!!licant (rou! The unsolicited applicant group +ill 'e used to classify the applications received +ithout reference to a specific vacancy or advertisement! "t is mandatory for an applicant to 'e assigned either to unsolicited Applicant roup or Advertisement! C' ;6S)ICIT' APP)ICA6T(R;P T'T AMI6ISTRATR C' CHAR5" 6;M5" CHAR527 Last changed on: Last saved by: xxx Version: 1.0 Page: 1/20/2014 1/20/2014 Draft for discussion purposes ony Page "1 of !"

Innovative B2B Logistics Solutions Ltd &&6 &&7 &&3 &&9

H$M H$2"$ H$M H$" H$M (#A( H$M #STAB("S#M#T

$H

A!!licant Status, "n the recruitment process1 an application is received 'y the organi5ation! On receipt of the application1 the recruitment officer evaluates it for the suita'ility at t+o levels1 hether the applicant is of interest to the company at al l! "f yes1 then for +hich particular vacancy or position he 2 she are to 'e processed! The a'ove situation is reflected in the SAP system 'y assigning an application status to the application! All applications received are assigned an application status1 for the various stages of processing! There are t+o 4inds of application status! • •

3erall Status, This is the overall status of the application! This overall status reflects the nature of the company=s interest in the application at the glo'al level! -or e)ample1 if the status is "n ProcessE1 the application can 'e assigned to one or more vacancies1 depending on the suita'ility of the candidate! "f this status is $e*ectedE1 the applicant is not suita'le for any vacant position! Only one overall status is maintained in the system per applicant! acanc& Status, The vacancy status monitors the status of the application +ith respect to each vacancy assignment! This is the status of the applicant +ith respect to each vacancy assignment! The applicant may 'e suita'le for several vacancies in the organi5ation and hence several vacancy statuses may 'e maintained! The value of vacancy status depends on Overall status! -or e)ample1 "f the overall status is $e*ectedE1 the vacancy status cannot 'e "n FProcessE The follo+ing status shall 'e maintained in the system:

Code 1A56 6! 7! 3! 9! ! %! ;!
A!!licant Status Tet 27 C*ar "n Process On Hold $e*ected Selected Offer letter issued Offer re*ected Appt! letter issued To 'e hired

A!!licant Status Reason Status reason shall 'e maintained for Application status! #ach application status is assigned to related reasons! A status reason can 'e assigned individually to 'oth the overall status and the vacancy assignment status +hich is useful to trac4 applications! Admissi'le com'ination of Applicant status to reason shall 'e maintained! These are as follo+s:

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page "2 of !"

Innovative B2B Logistics Solutions Ltd Status

A!!licant status

SR

Status Reason

6

"n process

&6

Gnder Scrutiny .-or internal application/

6

"n Process

&7

"nitial Data #ntry

6

"n process

&3

-inali5ation of Panel 2 Schedule of intervie+

6

"n process

&9

Gnder ritten Test

6

"n process

&

Gnder Telephonic "ntervie+

6

"n process

&%

Called for "ntervie+

6

"n process

&;

#ntry of assessment form

6

"n process

&<

Medical Test A+aited

6

"n process

&>

Salary negotiation Stage

6

"n process

66

To offer (O"

6

"n process

67

To offer appointment letter

6

"n process

6&

To prepare Office Order 2 Circular

7

On Hold

63

aitlisted

7

On Hold

69

ot +illing to relocate

7

On Hold

6

-ree5e on employment

7

On Hold

6%

A+aiting 'usiness 2 gro+th plan

7

On Hold

6;

Credentials to 'e e)plored

7

On Hold

6<

Cancel ritten Test

7

On Hold

6>

Cancel Telephonic "ntervie+

7

On Hold

7&

Cancel -unctional "ntervie+

3

$e*ected

76

"nsufficient s4ills

3

$e*ected

77

Over0ualified

3

$e*ected

73

Gnder ualified

3

$e*ected

79

(ess #)perience

3

$e*ected

7

Medically unfit

3

$e*ected

7%

ot +illing to relocate

3

$e*ected

7;

Gnsatisfactory reference chec4

3

$e*ected

7<

Salary Mismatch

3

$e*ected

7>

Offer $e*ected 'y applicant

9

Selected

3&

Selected

%

Offer letter issued

36

Suita'le for the position

;

Offer declined

37

(ess salary

;

Offer declined

33

Personal reasons

<

Appt! letter issued

39

Offer letter accepted

>

To 'e Hired

3

To 'e Hired

A!!licant Action The Applicant Action serves as a record of all applicant actions carried out for an applicant! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page "* of !"

Innovative B2B Logistics Solutions Ltd The Applicant Actions to 'e carried o ut for "nlogistics are as follo+s: Code A!!licant Actions &6

"nitial data entry

&7

Call for +ritten test

&3

$eschedule +ritten test

&9

Cancel +ritten test

&

Call for telephonic intervie+

&%

$eschedule telephonic intervie+

&;

Cancel telephonic intervie+

&<

Call for functional intervie+

&>

$eschedule functional intervie+

6&

Cancel functional intervie+

66

Applicant appraisal

67

Select applicant

63

Put applicant in Panel

69

$e*ect applicant

6

"nitiate offer letter

6%

"nitiate appointment letter

6;

Prepare for hiring

6<

Offer declined 'y the applicant

Admissi'le com'ination of Applicant status to reason shall 'e maintained! These are as follo+s: Code A!!licant Actions Code A!!licant status &6

"nitial data entry

6

"n process

&7


6

"n process

&3


6

"n process

&9

Cancel +ritten test

7

On Hold

&


6

"n process

&%

$eschedule telephonic intervie+

6

"n process

&;

Cancel telephonic intervie+

7

On Hold

&<


6

"n process

&>

$eschedule functional intervie+

6

"n process

6&

Cancel functional intervie+

7

On Hold

66

Applicant appraisal

6

"n process

67

Select applicant

9

Selected

63


6

"n process

69

$e*ect applicant

3

$e*ected

6




Offer letter issued

6%


;

Appt! letter issued

Version: 1.0

Page: Page "4 of !"

Last changed on: 1/20/2014 1/20/2014


Innovative B2B Logistics Solutions Ltd Code

A!!licant Actions

Code

A!!licant status

6;

Prepare for hiring

<

To 'e hired

6<

Offer re*ected 'y the applicant

%

Offer re*ected

)ist of info t&!es for A!!licant Actions : Info T&!e

Remar?s

9&&&

Applicant "nfo type: Serves as a record of all applicant actions carried out for an applicant

9&&6 9&&7

Application "nfotype: Store information on +hether an application +as made in response to an advertisement1 or is an unsolicited application Assign the applicant to a vacancy

9&&3

Applicant Activities "nfotype

9&&9

Status of Applicant Activity

A!!licant Acti3ities Applicant Activities can 'e used to enter the activities that have 'een created for an applicant! Activities carried out for an applicant +ithin a selection procedure are entered1 logged and planned in the $ecruitment system 'y means of applicant activities! Action ACTI6 ACTIIT ACTIITD ACTIITD )6( I 2 D C' SHRT c*ar &6 "nitial data entry &&6 "nitiated "nitiated &7


&&7

"nvite Applicant8T

&3


&&3

&9

Cancel +ritten test

&&9

&


&&

"ntimate reschedule8 T "ntimate cancellation8 T "nvite Applicant8T"

&%

&&%

"ntimate reschedule8T"

&;

$eschedule telephonic intervie+ Cancel telephonic intervie+

&&;

&<


&&<

"ntimate cancellation8 T" "nvite Applicant8-"

&>

&&>

"ntimate reschedule8-"

6&

$eschedule functional intervie+ Cancel functional intervie+

&6&

66

Applicant appraisal

&66

"ntimate cancellation8 -" -ill applicant appraisal

67

Select applicant

&67

App selected

"nvite applicant for ritten Test "ntimate applicants regarding reschedule "ntimate applicants regarding cancellation "nvite applicant for Telephonic "ntervie+ "ntimate applicants regarding reschedule "ntimate applicants regarding cancellation "nvite applicant for Telephonic "ntervie+ "ntimate applicants regarding reschedule "ntimate applicants regarding cancellation -illing applicant appraisal form Applicant selected

63


&63

App in panel

Applicant in panel

69

$e*ect applicant

&69

App $e*ected

Applicant $e*ected

6


&6

Prepare Offer

Prepare offer letter

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page "7 of !"

Innovative B2B Logistics Solutions Ltd Action I 2 c*ar 6%

ACTI6

ACTIIT D C'

ACTIITD SHRT

ACTIITD )6(


&6%

Prepare App!

6;

Prepare for hiring

&6;

To hire

Prepare letter To hire

6<

&6<

Offer re*ected

Offer re*ected

6>

Offer re*ected applicant (etter of "ntent

&6>

(etter of "ntent

(etter of "ntent

7&

Medical chec4up letter

&7&

Medical Chec4 up

76

Surety Bond

&76

Surety Bond

Prepare medical chec4up letter Surety Bond

77

Trainee Bond

&77

Trainee Bond

Trainee Bond

73

Appointment letter

&73

Appointment letter

Appointment letter

79

Trainee "nduction letter

&79



'y

the

appointment

1.-=.1 Pur!ose 1.-=.2 Process lo+ C*art one

1.-=." escri!tion of Process 1.-=.- Prere4uisites one

1.-=.9 Standard Re!orts in SAP S. 6o

Re!ort re4uired

SAP standard re!ort

6

Total *oining .Month and year +ise/

SPH>9%&&&773 8 ##s #ntered and (eft

7

$ecruitment cost

SAH$%6&66< 8 $ecruitment "nstruments

3

$ecruitment time

9

?acancies

o SAP standard report availa'le 'ut user can collect the re0uired data from Applicant Action info type 9&&& SAH$%6&66% 8 ?acancies



Organi5ation Chart .Department1 Gnit and B +ise/

PPOSO(D

1.-=.: '!lanations of unctions and '3ents Same as a'ove

1.-=.< S!ecial r$ani%ational Considerations eneration of Manpo+er Plan as a report

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page "" of !"

Innovative B2B Logistics Solutions Ltd 1.-=.> C*an$es to 'istin$ r$ani%ation !rocesses Applicant Status to 'e maintained in the system at all points of time

1.-=.= escri!tion of unctional eficits -ollo+ings are the deficits o'served: Travel reim'ursement not captured in SAP standard info type Details of dependents to 'e covered under roup medical policy is not captured in SAP standard • •

1.97 Inte$ration Considerations $ecruitment +ill 'e directly lin4ed +ith PA module for converting applicants into employees!

1.91 .R.I.C.' e3elo!ment Re4uirements -ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out:

S. 6o 6

bject

bject T&!e

7

Gpload program for uploading specifications details for each position in info type 6&&7 against each ne+ su'type created (etter of intent as per "(O"ST"CS format

(SM Script2Smart -orm



Appointment letter along +ith code of conduct as per "(O"ST"CS format

Script2Smart -orm

1.92 Aut*ori%ation Re4uirements Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is 'een prepared 'y "(O"ST"CS core team!

11. Tra3el and '!ense Mana$ement "n this competitive +orld of 'usiness environment1 travel is a necessary and e)pensive part of life! "t is not surprising that in such a tight and unprecedented economy more and more companies are see4ing +ays to reduce necessary travel cost! "t provides end to end solution for managing 'usiness trip! Travel management 'ecomes efficient in accounting cycle and up to date cost information result in 'etter cash flo+ along +ith faster reim'ursement! Travel Management Process in SAP is to ensure that all the necessary details a'out a Business trip are captured to facilitate smooth transactions and avoiding data redundancy and data inaccuracy! Travel Management process also ensures that necessary information 2 data needed for other SAP su'8modules are captured! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page "- of !"

Innovative B2B Logistics Solutions Ltd Bac?$round, This process is an integrated management of all processes involved in a 'usiness trip and the travel e)penses incurred! The process includes the entire procedure of creating a trip1 accounting the travel e)penses and the posting of travel e)penses in -inancial Accounting .-"/ and clearing in controlling .CO/!

1.9" Current Business Process Process of Business Tra3el and its A!!licabilit& All the travel re0uirements of the employees are handled 'y the Administration departments , -inance Departments! Types of travel +hich are applica'le to all the employees as a part of his2her responsi'ilities are:

a/ Domestic Travel '/ "ntra City Travel .(ocal Conveyance 'y Self Car Boo4ing2Company Car Boo4ing/ c/ -ield Travel

Re4uest for omestic Tra3el Any employee +ho has to underta4e domestic travel .air2'us2train/ as a part his2her official responsi'ilities has to fill the Travel $e 0uisition -orm .T$-/ and for+ard the same to the -acilities department duly authori5ed 'y the respective Head of the Department! The T$- should 'e complete +ith all the details li4e details of the travel1 details li4e the location1 department1 client process1 grade etc! #ntitlements:

Boardin$ F )od$in$ a/ The 'oarding , lodging limits1 mode of travel1 incidental charges and other details a s per the company policy! Actual1 over and a'ove the entitlement can 'e claimed on specific recommendation of HOD! Su'*ect to approval of C#O '/ Permission for Air Travel 2Travel 'y Ta)i or any other economical means may 'e given 'y the C#O to non8eligi'le personnel if e)igency of +or4 *ustifies the same! c/ The amount to+ards accommodation +ill 'e claimed only on production of 'ills up to a ma)imum mentioned against each category! d/ The amount on accommodation does not include ta)es on room rent! e/ All employees should settle their hotel 'ills prior to chec4ing out!

1.9- Solution in SAP Business processes of "nlogistics consist of numerous functions +hich are 'eing mapped in SAP as per the re0uirements put forth 'y Core Team Mem'ers! -eatures of Travel Management Process at "nlogistics:

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page "! of !"


#mployee initiates the Travel $e0uest +ith full details of itinerary .Date of travel1 Source 2 Destination1 Preferred time1 Accommodation re0uest1 ?ehicle re0uest1 Travel advance re0uest , respective Cost Center! #mployee can edit 2 delete the travel re0uests also!

•

Travel re0uest is su'*ect to the defined approval8cycle1 'ased o n the Business process!

•

#mployees are entitled for per8diem allo+ance 'ased on the defined trip schema!

•

•

Tic4et Cost8'oo4ing shall 'e done directly in appropriate ( accounts through the -inance module! Tic4et $escheduling 2 Cancellation process shall 'e 4ept outside the previe+ of SAP Travel Management!

Some of these functions are addressed 'y SAP Travel Management and rest1 since they are not addressed 'y SAP Travel Management are outside the scope of Travel Management implementation! Precise distri'ution of the same is descri'ed 'elo+! The follo+ing processes are considered: 8

• • • •

Travel $e0uest for employees of "nlogistics Travel #)pense $eim'ursement for employees of "nlogistics Posting of travel e)penses to SAP -" or4flo+ processes for travel re0uest and e)pense approvals

The follo+ing processes have not 'een considered:8

•

Boo4ing of guest house 2 hotel room1 air 2 train tic4ets and other services 'y Travel8des4!

•

Posting of vendor8invoices! Manual posting to SAP -" +ould 'e done! Posting of travel advance amount! Manual postings to SAP -" +ould 'e done!

•

Travel advance8'alance recovery! Manual postings to SAP -" +ould 'e done!

•

Tra3el Re4uest Process, #mployees are e)pected to create a travel re0uest through #SS 'efore travelling!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page " of !"


$e0uest for Car1 Tic4ets1 Accommodation1 Special re0uest1 Advance

otification to travel des4 On approval otification to #mployee

Travel re0uest By employee

On re*ection Time1 date , destination of travel

otification to #mployee

Tri$$er •

Travel re0uest is raised through #mployee self services

Prere4uisites •

Trip area1 Trip activity1 Advance1 estimated cost1 Cost centre!

Tra3el '!ense Reimbursement, #mployees after completing their travel1 create travel e)pense report through #mployee self services!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -0 of !"


Trip e)penses $aised 'y employee

Approved .Superior/

Q2

Settled

Trip facts $e*ected

Posting to -"2CO

Tri$$er hen the employee raises trip e)penses after coming from the trip through #SS

Prere4uisites #)penses incurred during travel to have 'een captured as e)pense types!

Tra3el '!ense Postin$, The travel e)pense report on 'eing settled is then sent for posting to financial accounting!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -1 of !"


#mployee

Travel Request advance

Advance paid

Advance

Balance paid

Travel #)penses "ncurred

Approval Approval

Settlement Posting to -" 2 CO

Tri$$er After settlement the travel e)pense are then posted to accounts!

Prere4uisites Settled travel e)pense report!

'm!lo&ee (rou!in$s All employee groups

Acti3it& T&!es

Reasons

Tri! Sc*ema

Meetings

Domestic

Transfer

(ocal .ith8in City8O+n Car/ (ocal .ith8in City8Company Car/

Deputation Training Others Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -2 of !"


'!enses All employee groups

Boarding , (odging.Metro/ Hotel , Accommodation.Metro/ Transport , Conveyance.Metro/ Daily Allo+ances.Metro/

DA.Metro/ Per Diem .Metro/ Others Boarding , (odging.on8Metro/ Hotel , Accommodation.on8Metro/ Transport , Conveyance.on8Metro/ Daily Allo+ances.on8Metro/ DA.on8Metro/ Per Diem .on8Metro/

Business Process S! o

Scenario

Performed By

-urther Processing

$23 6

#ligi'ilities for Travel

H$

"nfotype 6; contains the eligi'ility

#nterprise Portal

omestic Tra3el Re4uest 6

Mandatory -ields

-rom and To .Dates/1 Destinations1 Activity Types

Transport Services

Mode of Travel1 and timings A re0uest for Approval to immediate supervisor is released

Accommodation Services Su'mit to Approval

Mail to $eporting #mployee

Advance 7

Approves2$e*ects

Last changed on: 1/20/2014 1/20/2014

Supervisor


Version: 1.0

Page: Page -* of !"


3

$e0uest for Modification2Cancellation

#mployee

Approves2$e*ects

Supervisor

Mail to $eporting

Tri! Settlement 6

Select the travel record and Trip Schema

#mployee

#nter e)pense type #nter amount

7

Sends to $eporting Boss for approval

Approves2$e*ects

$eporting Boss

Sends to -inance for Approval

Approves2$e*ects

-inance

Posts to -inance

-inance

Posts to -inance! "ntimates to employee over mail .Manual/

"- modifications or amount claimed doesn=t supported +ith 'ills Modifies the claim amount and ma4e the necessary ad*ustment

1.9-.1 Pur!ose Online su'mission of claims and their reim'ursement , settlement!

1.9-.2 Process lo+ C*art Diagrammatic representation of the process is sho+n 'elo+!

Travel request

Traveler

Approval

Superior

Completion of #)pense $eport

Traveler

Approval ,settlement of e)penses

Approver

-"2CO

Posting

TRA') MA6A('M'6T

Payment2 Deduction Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -4 of !"


11.1.1 escri!tion of Process •

Travel re0uest is an entry scenario of travel management that accompanies the +hole process of company 'usiness! "t handles the re0uest electronically that can 'e sent from the SAP system to the respective superior for approval! -ollo+ing details are ta4en care: •

o o o o o

•

•

•

Destination Date and time of departure Air Tic4ets $ail Tic4ets Advance re0uired Other information

On approval from the superior1 the details raised 'y the employees are sent to the Travel des4 for providing the re0uired services! This travel re0uest in turn generates a uni0ue num'er called the Trip um'er! The travel des4 gets the 'oo4ings done for travel8tic4ets 2 accommodation 2 other travel services etc1 through travel agents! Travel des4 to provide uni0ue trip num'ers to the travel agents! The employee collects advance from cash office! Advance re0uested 'y the employee is paid through SAP -" 2 CO! RThis process ta4es pla ce 'y posting the advance amount to SAP -"2CO!

The Travel #)penses function allo+s the employee to settle the travel e)penses incurred during the 'usiness trips efficiently! The e)pense receipts are entered1 chec4ed1 and settled centrally 'y the #)penses department! The travelers enter the data themselves +ith a central monitoring of the trip facts and information! •

•

•

•

After the trip has 'een ta4en1 the traveler completes his or her travel e)pense report1 including all necessary data and documents! The travel e)pense report is sent to the superior for approval1 after +hich the same reaches the e)penses department for settlement +ith financial accounting! The e)penses department then chec4s the travel e)pense report1 the original documents and receipts! The trip is then settled and Travel e)pense results are then posted and amount is transferred to financial accounting for final payment! $eim'ursements to employee can ta4e place through SAP -"!

The amount incurred during the trip and the advances raised through travel re0uest are captured in financial accounting! Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -7 of !"


•

•

•

Once the advances are raised through travel re0uest on approval are manually posted in financial accounting! The payment of reim'ursement amounts to employee can ta4e place through -"! "f a planned trip1 for +hich an advance has 'een paid1 does not ta4e place1 or if the travel e)pense report for a trip1 for +hich an advance has 'een paid1 is re*ected1 then the trip advance has to 'e cancelled! The trip advance is to 'e su'mitted to cash office 'y the employee and reversal8entries to 'e done in -" manually! To the Travel e)pense types1 +age types are assigned +hich in turn are lin 4ed +ith sym'olic accounts!

-inally these sym'olic accounts are assigned to e)pense accounts2clearing accounts in financial accounting! Any expense which is to be claimed from the employee can be taken care in FI.

1.9-." Prere4uisites Travel Privileges infotype &&6; should 'e maintained!

1.9-.- Standard Re!orts in SAP

escri!tion

Transaction Code

Overvie+ of Planned Trips

SAH$%6&6%7<<

Cost Assignment for Trip

SAH$%6&6%9&9

Trip $eceipts

SAH$%6&6%9&7

Travel #)pense $eporting 'y Period

SAH$%6&6%9&<

1.99 Inte$ration Considerations Travel management is integrated +ith -"CO module in # CC for the claims posting and their reim'ursement!

1.9: .R.I.C.' e3elo!ment Re4uirements -ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out: Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -" of !"


S. 6o

bject

bject T&!e

6!

#ligi'ility of travel amount 'ased on #mployee Su'groups

7!

Calculation of amount 'ased on the LMs traveled 'ased on the #mployee Su'groups

BAD" #nhancement2Gser #)it 'ased on the feasibilit& c*ec?ed in Reali%ation. BAD" #nhancement2Gser #)it 'ased on the feasibilit& c*ec?ed in Reali%ation.

1.9< Aut*ori%ation Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is 'een prepared 'y "nlogistics core team as applica'le!

1.9> (a! Anal&sis "t can 'e referred from -$"C#!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page -- of !"


11.1.2 (eneral Process etails  'm!lo&ee Self Ser3ices

'SS Process #mployee Self Service .#SS/ Applications allo+ employees to vie+ 'enefits1 update personal information1 su'mit time cards1 ma4e vacation re0uests1 and re0uest travel e)pense reim'ursement from their e' 'ro+sers! The #SS Applications free human resources staff to deal +ith more comple) tas4s! #SS is an effective means for providing real8time access and data maintenance capa'ilities to the source or o+ner of the data! "t has the a'ility to offload much of the data entry and related customer service activities that may 'e typically performed in an organi5ationJs human resources1 payroll1 'enefits and purchasing departments! #mployees +ould 'e a'le to access the #SS portal from any computer +ith "nternet access and +ithin "nlogistics through the "nlogistics "ntranet! #SS has to 'e a single +indo+ for employees to get an access to and manage their data in the H$ systems!

(eneral '!lanations, #SS is a user friendly tool to ma4e data access to all the employees 'ased on the level of employees! The tool reduces some of the cum'ersome activities +hich are to 'e follo+ed 'y the Human $esource Department of an organi5ation1 li4e filling of employee details1 maintaining of leave ta4en and updating leave 'alances1 sending of pay slip to each and individual employee etc!

'!lanations of unctions and '3ents, #mployees should 'e a'le to ta4e care of the follo+ing processes2 activities through #SS portal! 6! 7! 3! 9! ! %!

?ie+ Company related relevant information.ho=s ho/ ?ie+ Personal "nformation (eave Management System Performance Management System.Appraisal Documents/ Training and #vent Management System Travel and #)pense Management

Process,

Cor!orate Information Mana$ement M

?ie+ Company related information Display organi5ational chart

Personal Information Mana$ement PA

Last changed on: 1/20/2014 1/20/2014

?ie+ personal information ?ie+ address ?ie+ family status


Version: 1.0

Page: Page -! of !"


Time Mana$ement TM

Performance Mana$ement S&stem P

Trainin$ and '3ent Mana$ement T'M

Tra3el and '!ense Mana$ement TM

?ie+ 'an4 details Su'mit (eave $e0uest Cancel (eave $e0uest Display (eave 'alance Display availed leave details Display attendance report Su'mit attendance re0uest "nitiation of Performance O'*ective Setting activity Selection of Appraisal document Define and Set o'*ectives in the Appraisal document -illing of eightage and $atings 'y the employee Changes in O'*ectives1 eightage in appraisal document after completion of one cycle Trac4ing the application Display 'usiness event catalog .Training Hi story etc!/ Attendee Boo4ing for the Training event Cancel Attendance for the Training event Attendee Appraisal Travel $e0uest Travel #)pense report creation Cancellation of $e0uest Chec4 $e0uest

C*an$es to 'istin$ r$ani%ation !rocesses, • • • • • •

Online vie+ing of employee=s o+n data 'ased on the authori5ations! Online application of (eaves and onli ne approval 'y supervisor and auto updating of uota! Online vie+ing of organi5ational information! Online filling of Appraisal do cument! Online 'oo4ing and trac4ing of Training events! Online Travel $e0uest!

escri!tion of Im!ro3ements, #mployees can ta4e care of their o+n day to day transactional +or4 'y themselves! The H$ departments are freed up from many of the routine1 day8to8day processing functions! Overall1 service levels and efficiency increase and costs per transaction are drastically reduced!

Solution in SAP All the #SS functionalities re0uired at "nlogistics +ill 'e met through the standard Business Pac4age for #mployee Self8Service! Last changed on: Last saved by: xxx Version: 1.0 Page: 1/20/2014 1/20/2014 Draft for discussion purposes ony Page - of !"


The Business Pac4age for #mployee Self8Service ena'les employees to create1 display1 and change their o+n H$8related data in the #nterprise Portal! "t covers data from various 'usiness areas: or4ing Time1 #mployee Search1 Personal "nformation1 Performance Management1 Travel and #)pense Management and Corporate "nformation! This 'usiness pac4age is intended for all company employees! By giving your employees access to their o+n data1 you simplify and standardi5e human resource processes and free up your H$ department for strategically important tas4s!

Leave Management System (LMS) (MS is an online leave application system through +hich employees of an enterprise apply for leave re0uest and do other related functions in #mployee self service on +e' ena'led portal! (eave approval for the applied re0uest ta4es place 'y the approver through Manager=s self service on +e' ena'led portal! The Leave Re!est function comprises the follo+ing areas: 

Creation of leave re0uest 'y employee



-or+arding of re0uest to manager for approval



Controlling of deletion and cancellation processes



Status trac4ing and monitoring



Posting of a'sences to the 'ac4end system

#mployees can use the Leave Re!est service to re0uest 'oth a'sences .infotype 7&&6/ and attendances .infotype 7&&7/! This means that employees can also process records of the Attendances infotype .7&&7/ that have the 0uality of an a'sence in your company1 such as Comp off etc!

eatures )ea3e Re4uest, This e' application provides your employees +ith many functions to simplify planning and recording their a'sences! All functions can 'e accessed from the homepage of the e' application! 

#mployees can re0uest leave and other a'sences and enter notifications of sic4ness and other a'sences that do not re0uire approval!



The Team "alendar ena'les employees to chec4 their desired periods of leave against other team mem'ersJ leave!



The "alendar gives employees a practical three8month overvie+ of their 'oo4ed and re0uested a'sences!



The Absences #verview ena'les employees to vie+ their a'sences and trac4 the status of their re0uests!

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page !0 of !"




#mployees can cancel1 shorten or lengthen a'sences! To do this1 they select the relevant a'sence from the Absences #verview in the Team "alendar or "alendar.



The Time Acco!nts function provides employees +ith an overvie+ of their a'sence entitlements and attendance approvals! This means that you can chec4 your remaining entitlement 'efore entering a leave re0uest!



This function also e)ists as a standalone e' application!



The information displayed in the Team "alendar$ Absences #verview$ and Time Acco!nts is only updated after an employee has su'mitted a leave re0uest!

)ea3e A!!ro3e5Reject, This e' application provides H$ managers or other authori5ed persons +ith all the functions they re0uire to chec4 and approve leave re0uests! This e' application is part of the %!siness &ackage for 'mployee (elf)(ervice since it uses the same functions as the #mployee Self8Service application1 Leave Re!est and cannot 'e implemented on its o+n! Ho+ever1 it is for use in Manager (elf)(ervice. 

The worklist provides the approver +ith a list of a ll the a'sences he or she needs to approve! By selecting an a'sence1 he or she can approve or re*ect it!



The manager can use the different functions to help him or her determine +hether or not the leave re0uest can 'e approved!



The Team "alendar ena'les the manager to chec4 +hether the employee=s a'sence +ould create a 'ottlenec4 in his or her team!



The Time Acco!nt function provides the manager +ith an overvie+ of an employeeJs leave entitlements and attendance approvals!



After an employee has made changes to an a'sence1 the approver can trac4 the changes made!

The approver can enter a note stating the reason for approving or re*ecting a re0uest!

Business Process5Re4uirements, Sr. 6o.

Business Process

SAP Process

6

Su'mit (eave $e0uest on #SS

Standard Process

7

(eave re0uest to "mmediate Boss2Mail "ntimation to "mmediate 'oss

Standard Process

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page !1 of !"

Innovative B2B Logistics Solutions Ltd 3

(eave approval2re*ection process on the MSS of approver

Standard Process

9

Cancel (eave $e0uest 'y Gser itself on #SS

Standard Process



Mail "ntimation to user at the time of leave application approval

or4flo+ Process2 Customi5ation in or4flo+

%

Mail "ntimation to user at the time of leave application re*ection

or4flo+ Process2 Customi5ation in or4flo+

;

Display (eave 'alance to user2Approver on #SS2MSS

Standard Process

<

Display availed leave details to user2Approver on #SS2MSS

Standard Process

>

Display attendance report to user on #SS

Standard Process

6&

"ncorporation of days limit chec4 for different leave types

"M Customi5ation

66

-acilitate the user to apply for half day leave

"M Customi5ation

67

(eave data posting

Standard Process2 Bac4ground @o' scheduling

A!!lication ate Collision Process, Collision of leave re0uest dates +ith another leave dates in case of applied1 approved status +ill not 'e ta4en into consideration! System +ill consider collision only in case of approved and po sted leave re0uests and +ill thro+ the error!

Assum!tions and Considerations, After successful leave application1 the re0uest +ill 'e for+arded to immediate 'oss for approval2re*ection! $elationship A&&7= in the organi5ational structure of the enterprise +ill 'e ta4en into consideration ' y the standard functionality of the system!

Re!ortin$ Re4uirements for )MS, S. 6o 6

Re!ort re4uired $eport for the leave application status

Last changed on: 1/20/2014 1/20/2014

SAP standard re!ort Customi5ed transaction code +ill 'e assigned to the standard report $PTA$DB?"#E!


Version: 1.0

Page: Page !2 of !"

Innovative B2B Logistics Solutions Ltd Performance Management System (PMS) The performance management capa'ilities solution delivered in the SAP #$P Human Capital Management 'ring performance feed'ac4 processes to life! The solution supports end8to8end processes that provide transparency and help to communicate the enterprise strategy1 align initiatives and goals throughout the enterprise1 analy5e performance1 and re+ard the +or4force accordingly! The solution is e)tremely adapta'le1 allo+ing you to custom design 'oth the content of your performance feed'ac4 documents and processes! These essential features give you and your employees a road map to success1 and *ust as importantly1 set the enterprise on a successful course i nto the future!

P*ases in PMS,   

During the Planning Phase1 goals are esta'lished for the company1 team and employee .employee goals: individual and competency and development goals/! The $evie+ Phase consists of revie+ing and updating goals! The Appraisal Phase consists of appraising the individual performance and cali'rating the team performance ratings!

'm!lo&ee Self/Ser3ice PMS,    

Online O'*ective setting and +eightage for each o'*ective in the appraisal form! Self Assessment 8 Online self revie+ of set o'*ectives 'y rating each one of them in appraisal form! Appraiser Assessment 8 Online revie+ and modification of o'*ectives 'y the appraiser! $evie+er Assessment 8 Online final revie+ of o'*ectives 'y the revie+er in appraisal form!

escri!tion of unction, #ach appraisal is created using an appraisal model!      

The form of appraisal specifies +ho is to appraise +hom! The appraisal type! This defines the purpose of the appraisal and for +hat it +il l 'e used .if1 for e)ample1 performance or potential is 'eing appraised/! Appraisal criteria: These define the factors to 'e appraised! The appraisal scale used for the appraisal model! This specifies the ratings to 'e used for the overall result of the current appraisal! All appraisal criteria can 'e given individual +eightings +ithin an appraisal model! The overall result of these individual results is calculated in the appraisal model on the 'asis of the information stored on the appraisal scale1 +eighting etc!

Benefits of online PMS,   

Creation of transparency via transformation of person8related data into strategic 4no+ledge of employee potential throughout the company! "nvolvement of managers and employees via structured and process8guided Self8Services "ncrease of employee motivation 'y sho+ing development potential

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page !* of !"

Innovative B2B Logistics Solutions Ltd  

"ntegration: Gsage of already e)isting data in SAP to ena'le integrated management processes! $emoval of paper , e)cel via an integrated system! Simplification: Gser friendly1 intuitive user interfaces ena'le access to the data for employees and managers!

12. (eneral Process etails  Mana$er Self Ser3ice MSS Process (eneral '!lanations, Manager=s need to vie+ many 4ind of data 'ased on their day to day activities li4e su'ordinate=s leave re0uest1 Manager=s personal data and many more data related to their o+n department! MSS ena'les managers to easily access Manager=s data under their department 'ased on the role of the manager!

'!lanations of unctions and '3ents, Manager=s Self Service .MSS/ Applications allo+ managers to vie+ personal information1 approve time cards1 vacation re0uests1 training1 sourcing1 employee appraisals etc! from their e' 'ro+sers! The MSS Application helps the Managers to ta4e care of various approvals and vie+ records of Manager +ho report to them in a very convenient manner! MSS is an effective means for providing real8time data to the managers! Managers +ould 'e a'le to access the MSS portal from any computer +ith "nternet access and +ithin "nlogistics through the "nlogistics "ntranet! MSS has to 'e a single +indo + for managers to get an access to and manage the data of their Manager in the H$ systems strongly supported 'y +or4flo+s!

Process,

HR Process 5 Area Time and Attendance

escri!tion Allo+ managers to display attendance information for the Manager in their area of responsi'ilities

'm!lo&ee Re3ie+

Allo+ managers to display different employee data

Last changed on: 1/20/2014 1/20/2014


Mana$er Self Ser3ice Team Calendar Approve OD Approving (eave $e0uests Attendance Overvie+ $eminder of Dates A'sence Days Detail ?ie+ Attendances eneral Data A'sence Days Personal Data Version: 1.0

Page: Page !4 of !"

Innovative B2B Logistics Solutions Ltd HR Process 5 Area

Tra3el and '!enses

escri!tion

Allo+ managers to display Travel re0uest related information in their areas of responsi'ility

Mana$er Self Ser3ice #mergency Contact Appraisals ualifications Appraisal Overvie+ #dit Appraisals Approval2Cancellation of travel re0uest Approval2Cancellation summary sheet ?ie+ history

of travel e)pense

C*an$es to 'istin$ r$ani%ation !rocesses, • • • • •

Online vie+ing of Manager=s o+n data and other Manager=s data 'ased on the employee le vel Online application of (eaves and onli ne approval 'y supervisor and auto updating of uota Online appraisal Online vie+ing of organi5ational information Online approval2cancellation of travel re0uest

escri!tion of Im!ro3ements, Manager can ta4e care of their o+n day to day transactional +or4 'y themselves! The H$ departments are freed up from many of the routine1 day8to8day processing functions! Overall1 service levels and efficiency increase and costs per transaction are drastically reduced!

Solution in SAP All the MSS functionalities re0uired at "nlogistics +ill 'e met through the standard Business Pac4age for Manager=s Self8Service! The Business Pac4age for Manager=s Self8Service ena'les Manager to create1 display and change their o+n H$8related data in the #nterprise Portal! "t covers data from various 'usiness areas: or4ing Time1 #mployee Search1 Personal "nformation1 Travel and #)penses and Corporate "nformation! This 'usiness pac4age is intended for all company Manager! By giving your Manager access to their o+n data1 you simplify and standardi5e human resource processes and free up your H$ department for strategically important tas4s!

1". Re!orts Ma!!in$

Last changed on: 1/20/2014 1/20/2014


Version: 1.0

Page: Page !7 of !"

200910061 HCM BBP Inlogistics v02

Recommend Documents