Hr050 en Col62 Fv Part a4

HR050 Business Processes in Human Capital Management mySAP ERP Human Capital Management

Date Training Center Instructors Education Website

Participant Handbook Course Version: 2006 Q2 Course Duration: 5 Day(s) Material Number: 50078217

An SAP course - use it to learn, reference it for work

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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions American English is the standard used in this handbook. The following typographic conventions are also used. Type Style

Description

Example text

Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options. Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet).

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Example text

Emphasized words or phrases in body text, titles of graphics, and tables

EXAMPLE TEXT

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© 2005 SAP AG. All rights reserved.

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About This Handbook

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Icons in Body Text The following icons are used in this handbook. Icon

Meaning For more information, tips, or background Note or further explanation of previous point Exception or caution Procedures

Indicates that the item is displayed in the instructor's presentation.

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Contents Course Overview ......................................................... vii Course Goals ...........................................................vii Course Objectives .....................................................vii

Unit 1: Navigation.......................................................... 1 Navigation................................................................2

Unit 2: Structures in Human Capital Management ............... 25 Structures in mySAP ERP HCM .................................... 26 Organizational Management ........................................ 35

Unit 3: Personnel Administration .................................... 67 Overview of Personnel Administration ............................. 69 Individual Infotype Maintenance .................................... 73 Fast Entry .............................................................. 93 Personnel Actions....................................................101 Optional: Global Employment and Concurrent Employment...120

Unit 4: Time Management............................................. 133 Basics of Time Management .......................................134 Recording Time Data ................................................142 Evaluating Time Data................................................159 Cross-Application Time Sheet (CATS) ............................173

Unit 5: Introduction to Payroll ....................................... 185 Payroll Processing ...................................................186

Unit 6: Recruitment..................................................... 207 Recruitment in the SAP system ....................................208 Solution E-Recruiting ................................................233 Optional: Introduction to the Release Strategy ..................246

Unit 7: Personnel Development ..................................... 253 Qualifications and Requirements ..................................254

Unit 8: Learning ......................................................... 287 Training and Event Management ..................................289 Learning Solution ....................................................317

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Contents

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SAP Tutor .............................................................335 Planning in Personnel Development:..............................341 Performance Management .........................................361

Unit 9: Enterprise Compensation Management.................. 383 Enterprise Compensation Management ..........................385 Job Pricing ............................................................389 Compensation Budget Functions ..................................396 Compensation Administration ......................................403 Long Term Incentives................................................424

Unit 10: Personnel Cost Planning................................... 435 Personnel Cost Planning............................................436

Unit 11: End-user Service Delivery ................................. 465 The Enterprise Portal in mySAPERP 2004 .......................466 Employee Self - Service (ESS)....................................473 Manager Self Service (MSS) .......................................484 Outlook: Employee Interaction Center ............................495

Unit 12: Analytics ....................................................... 501 Reporting and Analysis Tools ......................................502

Unit 13: Appendix I: Benefits (optional) ........................... 531 Benefits: Enrollment Overview .....................................532 Benefits: Benefits Enrollment ......................................546 Benefits: Benefits Through ESS ...................................558

Glossary................................................................... 569 Index ....................................................................... 587

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Course Overview This course acquaints you with general concepts and provides an overview of the functionality of SAP Human Capital Management. At the conclusion of this course, you will be able to identify the major functional areas perform functional business processes and realize the integration of these processes.

Target Audience This course is intended for the following audiences: •

Consultants and SAP Project Personnel

Course Prerequisites Required Knowledge •

keine

Recommended Knowledge •

SAPHR

Course Goals This course will prepare you to: • •

Identify major functional areas of mySAP Human Capital Management Conduct Human Resource functional business processes and understand their integration

Course Objectives After completing this course, you will be able to: • • • • •

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Navigate in the mySAP ERP HCM system Describe the structures in mySAP ERP HCM Use selected interfaces to display and maintain data in the mySAP ERP HCM system Identify the processes in mySAP ERP HCM and perform HR functions Identify the mySAP ERP HCM reporting options


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Course Overview

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SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases: • •

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Unit 1 Navigation Unit Overview This unit provides the navigational expertise needed to log on to the system, identify key icons, navigate basic menu paths, identify help functions available to a SAP System user, and personalize menus according to both user roles and user preferences.

Unit Objectives After completing this unit, you will be able to: • • •

Log on to a SAP system Navigate a basic path and personalize your views in a SAP system Search for information and get help using the different help methods in the SAP system

Unit Contents Lesson: Navigation ................................................................2 Exercise 1: Navigation ...................................................... 13

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Lesson: Navigation Lesson Overview This lesson explains and demonstrates how to log on to the SAP system. You will also become familiar with the layout and navigation of the system. The lesson also discusses some of the options available for personalizing the system based on the users' requirements and/or preferences. Lastly, the lesson introduces the various types of online help available in the SAP system. You will also develop an understanding of how to search for information.

Lesson Objectives After completing this lesson, you will be able to: • • •

Log on to a SAP system Navigate a basic path and personalize your views in a SAP system Search for information and get help using the different help methods in the SAP system

Business Example In order to efficiently use the SAP system, new users need to familiarize themselves with the screens and navigation in the SAP system and define their own personal settings based on their individual business requirements.

Logon Process Before you log on the first time, your system administrator will give you an initial password. During the logon process, you should create a new password, one that you alone will know. After that, use your own password whenever you log on. Note: These procedures may differ somewhat at your company. For more information, contact your system administrator.

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Lesson: Navigation

Figure 1: Logging on to an SAP system

The SAP logon icon now appears in both the task bar (together with the SAP release number) and the system tray (that is, the bottom right corner of your desktop). If there are system-wide messages, the System Messages dialog box appears. After you have read the messages, choose Continue or Enter to close the dialog box. SAP systems are client systems. The client concept enables the parallel operation, in one system, of several enterprises that are independent of each other in business terms. A Client is, in organizational terms, an independent unit in the system. Each client has its own data environment and therefore its own master data, transaction data, and assigned user master records. For a user to log on to the system, a master record must exist in the system for that user, referring to the relevant client. To protect access, a password is required for logon. The password entry is masked “with asterisk”. Multiple logons are always logged in the system. This is for security as well as licensing reasons. A warning message appears if the same user attempts to log on more than once. The message offers three options: • • •

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Continue with the current logon and end any other session (s) of the same user in the system Continue with the logon without ending other sessions in the system (logged in system) Terminate current logon attempt


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Layout, Navigation, and Personalization General Screen Layout Menus allow you to find a specific transaction when you do not know the transaction code. The menu is organized according to the task you are doing in the SAP system. The menus are drop down; therefore, when you choose a menu item, additional options appear. Sometimes not all of the available menus fit on one line in the menu bar. In this case, they wrap to the next line. The drop-down principle stays the same.

Figure 2: General Screen Layout

SAP Easy Access is the standard entry screen in the system. You navigate through the system using a compact tree structure. You can include an image on the right-hand side such as your company logo. This image can only be entered system-wide and is a cross-client setting. You can prevent this image being called by switching it off under Extras → Settings → Do not display screen..

Navigation Tree In SAP Easy Access, you can create a favorites list containing: • • •

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Lesson: Navigation

Figure 3: Navigation Tree

You can call system functions via the tree structure, through your favorites or by entering a transaction code in the command field. Every function (not screen) in the SAP system is a transaction code (T Code). You can access the assigned transaction code from any screen in the system. You can find the transaction code for the function you are working in at the moment by choosingSystem information on the status bar or by choosing Status under the System menu option. Other possible entries: • • • •

/n - ends the current transaction /o - opens a new session /i - ends the current session /oXXX - where XXXX is a transaction code takes you to the specified transaction code such as /opa30 will open a new session at the transaction code pa30 - Maintain Master Data.

If you enter “search_sap_menu” in the command field of the SAP Easy Access screen, you can search for and display the menu paths for SAP transactions. You can also search for text strings.

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Role-Based Menus

Figure 4: Screen Elements

The menus shown here depend on which application you are working in. These menus contain cascading menu options. The standard toolbar icons in the standard toolbar are available on all SAP screens. Any icons that you cannot use on a particular screen are grayed out. If you leave the cursor on an icon for a moment, a QuickInfo appears with the name or function of that icon. You will also see the corresponding function key settings. The Title bar displays the function that is available. The application toolbar displays icons which are available in the current application. The Status bar displays information on the current system status, for example, warnings or errors.

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Lesson: Navigation

Status Bar The Status bar provides general information on the SAP system and transaction or task you are working on. System messages display left of the status bar. The right end of the status bar contains three fields: one with server information, the other two with status information. • •

• •

Left end of status bar: Error and other system messages display here. Right end of the status bar: System information displays here. Choose this field to display the following system information: – System – Client – User – Program – Transaction – Response time Second status field: This field tells you what server you are connected to. Third status field: This field displays the data entry mode. Choose this field to switch between Insert (INS) and Overwrite (OVR) modes. Note: To hide the status fields, choose the arrow to their left; to display them, choose the arrow to their right.

Roles are collections of activities used in business scenarios. Users access the transactions, reports, or Web-based applications through user menus. SAP delivers predefined roles. Users can change aspects of roles they are assigned, for example, by creating their own favorites list. When a user is assigned a role and the role is generated through the profile generator, the user is assigned not only the menu, but also the authorizations required to access the information. This ensures that the business data is always secure. Authorization profiles are generated according to the activities contained in the role, thus restricting the authorizations of each user in the SAP system to only those activities. The system administrator can tailor the user menu to the personal requirements of each user by adding or deleting menu entries.

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Figure 5: Role-Based Menus

Multiple Sessions You can create a session at any time. You do not lose any data in sessions that are already open. You can create up to six sessions per logon. Each session you create is as if you logged on to the system again. Each session is independent of the others. For example, closing the first session does not cause the other sessions to close. Too many open sessions can result in slower system performance. For this reason, your system administrator may limit the number of sessions you can create to fewer than six. As long as you remain logged on to the SAP system, you can leave a session for as long as you like. Moving to a different session is like putting a telephone call on hold: You can resume the call whenever you are ready. You can move among sessions as often as you like without losing any data.

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Lesson: Navigation

Figure 6: Multiple Sessions

To move from one session to another, click any part of the window that contains the session you want to go to (or use the keys specified for changing windows). The window you choose becomes the active window.: It moves in front of all the other windows on your screen. If you have several sessions open, you can minimize the sessions you are not using. When you need to use one of these sessions later, you can restore it by clicking the appropriate symbol in the status bar, making it the active session. By minimizing the sessions you are not using, you can significantly reduce the system load. After you finish using a session, it is a good idea to end it. Each session uses system resources that can affect how fast the SAP system responds to your requests. Before you end a session, save any data you want to keep. When you end a session, the system does not prompt you to save your data.

Help Features The SAP system provides comprehensive online help. You can display the help from any screen in the system. You can always request help using the Help menu or using the relevant icon. The Help menu contains the following options: Application help Displays comprehensive help on the current application. Selecting this menu option in the initial screen displays help on getting started with the SAP system. SAP Library Contains all online documentation.

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Glossary Enables you to search for definitions of terms. Release notes Enables you to read about functional changes that occur between SAP releases. SAP SERVICE Marketplace The SAP Service Marketplace also offers fast and user-friendly access to the SAP library. The SAP Service Marketplace is a Web site for customers to conduct research and post problems/solutions, review release notes, and so on. You can also access the Help Portal directly at http://help.sap.com Create Support Message Enables you to send a message to the SAPNet front-end, SAP’s service system. Settings Enables you to select settings for help.

Figure 7: Getting Help

Use F1 for help on fields, menus, functions, and messages. F1 help also provides technical information on the relevant field. This includes, for example, the parameter ID, which you can use to assign values to the field for your user.

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Lesson: Navigation

Use F4 for information on what values you can enter. You can also access F4 help for a selected field using the button immediately to the right of that field. If input fields are marked with a small icon with a check mark, then you can continue in that application only by entering a permitted value. In other words these are mandatory fields. You can flag many fields in an application to make them either required entry fields or optional entry fields. You can also hide fields using transaction or screen variants or Customizing.

Figure 8: Field Help - Using F1 and F4

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Lesson: Navigation

Exercise 1: Navigation Exercise Objectives After completing this exercise, you will be able to: • Log on to an SAP system • Find transaction codes • Access the SAP Library • Use F1 help to find field information • Use F4 help to search for possible field entries

Business Example As a new user of an SAP system, you begin to navigate the system using the menu paths and transaction codes. You also begin to access the various types of online help. Hint: Replace ## by your group number.

Task 1: Log on to the appropriate SAP system. 1.

Select the appropriate system for this course. Use the client, user name, initial password, and logon language specified by the instructor. The first time you log on, you will get a prompt to enter a new password (selected by the instructor). Enter the new password twice, once on each line.

Task 2: Transaction codes are a quick way to get from one screen to another. Identify the transaction code for the Maintain Master Data screen. 1.

Go to the Maintain Master Data screen and determine the transaction code.

Task 3: Open and close sessions using the menu path or appropriate icon. 1.

You can open and close sessions using System → Create Session or System → End Session or by choosing Create a new session.

Continued on next page

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Task 4: Locate field-level help. Use F1 help on the Company Code field on the Organizational Assignment infotype. 1.

Go to the organizational assignment infotype for Catherine Camino, personnel number 500991##, where ## is your computer terminal number or group number as assigned by your instructor. Select the Company Code field and read the F1 help.

Task 5: Define favorites and add them to the SAP Easy Access menu. 1.

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Add the Maintain Master Data transaction and any Web site you like to your favorites.


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Lesson: Navigation

Solution 1: Navigation Task 1: Log on to the appropriate SAP system. 1.

Select the appropriate system for this course. Use the client, user name, initial password, and logon language specified by the instructor. The first time you log on, you will get a prompt to enter a new password (selected by the instructor). Enter the new password twice, once on each line. a)

From the SAP GUI, select the appropriate class entry and select Logon.

b)

Enter the client, user name, and password as specified by the instructor. If this is your first time in the class system, you will be prompted to change your password. Change it to the password selected by the instructor.

c)

Select Enter.

d)

In the dialog box for the system messages, select Enter to continue.

e)

In the dialog box for the copyright, select Enter to continue.

f)

You are now logged on to the SAP Easy Access menu.

Task 2: Transaction codes are a quick way to get from one screen to another. Identify the transaction code for the Maintain Master Data screen. 1.

Go to the Maintain Master Data screen and determine the transaction code. a)

The Maintain Master Data screen is transaction PA30. From the SAP Easy Access menu, choose Human Resources → Personnel Management → Administration → HR Master Data → Maintain. Choose Maintain.

b)

From the Maintain Master Data screen, choose System → Status to see the transaction code. Alternatively, you can see the transaction code by selecting the List icon on the status bar or by turning on the technical settings from the SAP Easy Access menu.


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Task 3: Open and close sessions using the menu path or appropriate icon. 1.

You can open and close sessions using System → Create Session or System → End Session or by choosing Create a new session. a)

From the menu bar, choose System → Create Session. or choose Creates a new session icon.

b)

Move between the sessions by holding down the ALT and tab keys. Let go of the tab key when you get to the session you want. Alternatively you can select sessions by clicking on them in the task bar. Note: If you are accessing the system via a Citrix connection you will not be able to use the Alt/Tab key. You have only the option to select sessions via the task bar.

Task 4: Locate field-level help. Use F1 help on the Company Code field on the Organizational Assignment infotype. 1.

Go to the organizational assignment infotype for Catherine Camino, personnel number 500991##, where ## is your computer terminal number or group number as assigned by your instructor. Select the Company Code field and read the F1 help. a)

Choose Human Resources → Personnel Management → Administration → HR Master Data → Maintain.

b)

Enter 500991## as the personnel number, select the Organizational Assignment infotype by selecting the box in front of the infotype, and then select Display.

c)

Click in the Company Code field and select F1 for field-level help. Alternatively, you could select the question mark or right–click in the field and select F1 field help.


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Lesson: Navigation

Task 5: Define favorites and add them to the SAP Easy Access menu. 1.

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Add the Maintain Master Data transaction and any Web site you like to your favorites. a)

From the SAP Easy Access menu, choose Human Resources → Personnel Management → Administration → HR Master Data → Maintain to go to the specific transaction.

b)

Select Maintain and drag it to the node under the word Favorites.

c)

Select any other transaction and create another favorite by either dragging and dropping or by selecting Favorites from the menu. You can also right-click the transaction and choose Add to favorites.

d)

Add a URL by choosing Favorites → Add other objects. Select Web address or file and select Enter.

e)

In the Text field, enter the name of the Web site, for example, SAP.

f)

In the Web Address field, enter the URL for the Web site such as www.sap.com and select Enter.

g)

Select the new entry in your favorites to launch the Web site.


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Lesson Summary You should now be able to: • Log on to a SAP system • Navigate a basic path and personalize your views in a SAP system • Search for information and get help using the different help methods in the SAP system

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Unit Summary

Unit Summary You should now be able to: • Log on to a SAP system • Navigate a basic path and personalize your views in a SAP system • Search for information and get help using the different help methods in the SAP system

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

You can have only one SAP system session open at a time. Determine whether this statement is true or false.

□ □ 2.

True False

Which of the following is not part of the information required to log on to the SAP system? Choose the correct answer(s).

□ □ □ □ 3.

A B C D

A specific client number Your user ID Your password Your personal settings

Which menus are standard on all SAP screens? Choose the correct answer(s).

□ □ □ □ 4.

A B C D

System Help Both A and B None of the above

Which of the following provides general information on the SAP system and transaction or task you are working on? Choose the correct answer(s).

□ □ □ □ 5.

A B C D

Status bar Menu path Role bar None of the above

In the SAP Easy Access menu, you can create a Favorites list containing: Choose the correct answer(s).

□ □ □ □

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A B C D

Web addresses Transactions Files All of the above


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List three different types of online help that are available in the SAP system.


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Test Your Knowledge

Answers 1.

You can have only one SAP system session open at a time. Answer: False You can create up to six sessions. Each session you create is as if you logged on to the system again. Each session is independent of the others.

2.

Which of the following is not part of the information required to log on to the SAP system? Answer: D You do not customize your settings until you are already logged on the SAP system.

3.

Which menus are standard on all SAP screens? Answer: C The System menu contains functions that affect the system as a whole – such as Create session, User profile, and Log off. The Help menu provides various forms of online help.

4.

Which of the following provides general information on the SAP system and transaction or task you are working on? Answer: A The Status bar contains information on system messages, as well as system information such as client, user, transaction codes, and response time.

5.

In the SAP Easy Access menu, you can create a Favorites list containing: Answer: D Favorites can consist of Web links or URLs, standard and customer transaction codes, and links to other files such as Microsoft Word documents or PowerPoint files.

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List three different types of online help that are available in the SAP system. Answer: Application help, SAP Library, and Glossary are different types on online help available in the SAP system. Also available are Field Level (F1) help, Release Notes, and SAP Service Marketplace. Application help is screen level help. The SAP Library contains all online documentation. The Glossary defines key words. Field level help provides information on a specific field, the release notes document differences between releases, and SAP Service Marketplace is also available to search for documentation.

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Unit 2 Structures in Human Capital Management Unit Overview This unit introduces you to the individual components of the organizational, enterprise, and personnel structures. The functions of these three distinct structure are discussed. At the conclusion of this unit, students will be able to create and utilize an organizational structure. This unit will give the participants a broad overview of the three structures. It is divided into two lessons. The first will discuss the Enterprise and Personnel Structure. The second lesson will be the organizational structure.

Unit Objectives After completing this unit, you will be able to: • • • • •

Describe the structures in mySAP ERP HCM Outline how your company's structures are represented in the mySAP ERP HCM system Explain why the organizational and enterprise structures are needed View the organizational plan for a company using mySAP ERP HCM Add new organizational units and positions to an existing organizational structure

Unit Contents Lesson: Structures in mySAP ERP HCM..................................... 26 Lesson: Organizational Management ......................................... 35 Exercise 2: Organizational Management................................. 55

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Lesson: Structures in mySAP ERP HCM Lesson Overview In this lesson, you learn how to describe the structures in mySAP ERP HCM.


Describe the structures in mySAP ERP HCM Outline how your company's structures are represented in the mySAP ERP HCM system Explain why the organizational and enterprise structures are needed

Business Example This unit introduces you to the individual components of the enterprise and personnel structures. The functions of these three distinct structures are discussed. At the conclusion of this unit, students will be able to create and utilize an organizational structure.

Enterprise Structure

Figure 9: Employees

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Lesson: Structures in mySAP ERP HCM

A Human Resources Management System enables you to set up organizational hierarchies and employee relationships and then store and administer employee data in the system. You must be able to evaluate and report employee data flexibly and from all enterprise-specific organizational aspects. Every employee is included in the structure of his or her enterprise. Data entry is restricted as the validity of all employee data is checked. The structures of an enterprise are subdivided into organizational structures that are based on an organizational plan, and administrative structures that are based on the enterprise and personnel structures. An organizational plan provides you with a complete model of the structural and personnel environment of your enterprise. Hierarchies and report structures are clearly laid out. The organizational plan is the foundation of Organizational Management. The organizational plan uses elements called objects. The most important objects are organizational units, jobs, and positions. The enterprise and personnel structures subdivide organizations and employees according to factors relevant to time management and payroll. These structures are stored in Customizing.

Figure 10: Organizational, Enterprise and Personnel Structure

The allocation of employees to the structures in their enterprise is of the utmost importance in Human Resources. It is the first step in entering personal data. You assign employees in infotype 0001, Organizational Assignment. In doing this, you include employees in the enterprise, personnel, and organizational structures.

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Information on the organizational assignment of employees is of great importance for authorization checks, for the entry of additional data, and for Time Management and Payroll Accounting. When you enter data for an employee in infotype 0001, Organizational Assignment, the employee is assigned to a company code, a personnel area, and a payroll area. You also assign employees to positions. This results in the employee‘s assignment to an organizational unit, a job, and a cost center.

Figure 11: Enterprise Structure: Example

The enterprise structure for personnel administration is determined by the following elements: • • • •

Client Company code Personnel area Personnel subarea

A client can either be valid for a company code at the smallest level or for the entire corporate group. The company code is defined in accounting. Legally required financial statements such as balance sheets and profit and loss statements are created at the company code level. The personnel area is used exclusively in Personnel Administration and is unique within a client. Each personnel area must be assigned to a company code. The final element of the company structure, also unique to Personnel Administration, is the personnel subarea. Groupings are defined for personnel subareas to specify which entries from subsequent settings can be used for employees assigned to a particular company code or personnel area. These groupings directly or indirectly affect Time Management and Payroll.

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Figure 12: Definitions

In legal and organizational terms, the client is a self-contained unit within the system. You should consider the following points before you decide whether or not to set up a client: • •

There is usually no exchange of data between clients. If an employee changes clients, you have to create the personnel number again.

The company code is a self-contained unit in legal terms, for which you can draw up a complete set of accounts. The company code is the highest level of the company structure. A personnel area is assigned to a company code in Personnel Administration. The individual personnel areas in a company code have four-digit alphanumeric identifiers. Personnel subareas represent a further subdivision of the personnel area. The principal organizational aspects of human resources are controlled at this level, namely the pay scale and wage type structures, and the planning of work schedules. The personnel subarea is assigned a four-character alphanumeric identifier. The control features are stored according to the country.

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Figure 13: Personnel Structure

For administrative purposes, the employees in an enterprise are divided into two levels.The highest level is an employee group, the second, an employee subgroup.These levels are subject to authorization checks, to define remuneration levels or different work schedules, for example.

Figure 14: Employee Group

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Employee group is a general division of employees. The employee group defines the relationship between an employee and the contribution the employee makes to the company in terms of work. Active employees, pensioners, and early retirees make up the main employee groups in Personnel Administration. The following are the principal functions of the employee group: • • •

Default values can be generated for the payroll accounting area or, for example, basic pay, according to employee group. The employee group is used as a selection criterion for reporting. The employee group is one unit of the authorization check.

You can generally use the standard catalog to set up employee groups. It can, however, also be extended to suit individual customer requirements.

Figure 15: Employee Subgroup

The employee subgroup is a fine division of employee groups according to the position of employees. Wage earners, salaried employees, and non pay scale employees are all examples of subgroups within the employee group active.

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All control features of the personnel structure are defined at employee subgroup level. The most important features are described below: •

•

•

The employee subgroup grouping for the Personnel Calculation Rule allows you to define different payroll procedures for different employee subgroups; for example, you can specify whether an employee’s pay should be accounted on an hourly or monthly basis. The employee subgroup grouping for primary wage types controls the validity of wage types on an employee subgroup level, whereas the grouping for collective agreement provisions restricts the validity of pay scale groups to certain employee groups. When entering data, you can define default values using the employee subgroup, for example, for the payroll accounting area.

Figure 16: Payroll Accounting Areas

The payroll area represents an organizational unit used for running payroll. All employees who have payroll run for them at the same period are assigned to the same payroll area. Payroll accounting is generally performed for each payroll accounting area. The payroll accounting area provides the payroll driver with two pieces of information: the number of employees to be accounted and the dates of the payroll period.

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The number of employees accounted is determined using the Organizational Assignment infotype (0001), which stores the payroll accounting area. Hint: An employee may only change payroll accounting areas at the end of a period. If an employee changes status from wage earner to salaried employee in the middle of the month, and the payroll area is different for both, you should not enter the new payroll area until the start of the following month.

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Lesson Summary You should now be able to: • Describe the structures in mySAP ERP HCM • Outline how your company's structures are represented in the mySAP ERP HCM system • Explain why the organizational and enterprise structures are needed

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Lesson: Organizational Management

Lesson: Organizational Management Lesson Overview In this lesson, you learn about the organizational objects and how to depict your organizational structure in mySAP ERP HCM.

Lesson Objectives After completing this lesson, you will be able to: • •

View the organizational plan for a company using mySAP ERP HCM Add new organizational units and positions to an existing organizational structure

Business Example Organizational structures and hierarchies requirements must be depicted in a human resource management system for reporting and viewing hierarchies and the employee relationship to the company.

Organizational Plan

Figure 17: Organizational Plan

Create your organizational plan using organizational units and positions. An organizational plan is a comprehensive and dynamic model of the structural and personnel environment in your enterprise, which you can evaluate at any time.

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You depict hierarchies within your organizational plan: •

Your company organizational structure: The organizational structure depicts the hierarchy that exists between the various organizational units in your enterprise. You create the organizational structure by creating and maintaining organizational units and relating them to one another.

•

The individual positions and the reporting structure (chain of command): An organization chart maps the line structure in your company. You create a reporting structure by creating and maintaining positions and relating these to one another.

Figure 18: Object Types: Organizational Units

Organizational units can be classified generally (for example, by function or by region), or specifically (for example, by project group). The way in which organizational units are classified depends on the company in question. You must relate organizational units with one another in an organizational plan. The hierarchical interrelationships that exist between the organizational units represents the organizational structure of your enterprise. Organizational units can be linked to cost centers from Accounting. Example: The above example shows the organizational unit Executive Board as the superior object over two subordinate objects, Human Resources and Finance.

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Figure 19: Object Types: Jobs

Each job represents a unique classification of responsibilities in your organization. When you create jobs, you should consider what specific tasks and requirements are associated with the individual jobs. Jobs are important for the following application components: • • •

Shift Planning Personnel Cost Planning Personnel Development Hint: Your job descriptions should be as general as possible and as specific as necessary.

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Figure 20: Object Types: Positions

Once you have created a job, you must specify the number of corresponding positions required in the organization. A position inherits a job's tasks. However, you can also define additional tasks that refer specifically to one position. Positions can be 100% filled, partially filled, or vacant. Example: Positions, rather than jobs, are held by employees. One position may also be shared by a number of employees, each working less than full time. For example, two employees can hold 60% and 40% of a position, respectively.

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Figure 21: Object Types: Cost Centers

Cost centers are maintained in Controlling and can be linked to either organizational units or positions. Cost center assignments are inherited along the organizational unit structure.

Figure 22: Object Types: Persons

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Persons generally represent employees in your company. Persons hold positions in the organizational structure which is governed by Organizational Management. Infotypes for persons are maintained in Personnel Administration and are linked to an organizational plan through their position assignment. Other defaults in Personnel Administration employee maintenance can be derived from Organizational Management data, such as the Employee Group/Subgroup Infotype (1013).

Figure 23: Methodology - Object - Oriented Design

Organizational Management is based on the concept that every element of the organization constitutes a unique object with individual attributes. You create and maintain each object individually. You create relationships between the various objects to form a framework for your organizational plan. This gives you a flexible basis for personnel planning, previewing, and reporting.

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Figure 24: Object Characteristics: Infotypes

Additional characteristics may be created in the form of relationships to other objects, or data stored in other infotypes unique to the object. Objects consist of three parts: • • •

The first part (Object infotype) includes the ID number, a short and long text, and the validity period. The second part (Relationships infotype) contains the relationship(s) between this and other objects. The third part (other infotypes) form the object characteristics.

All the data of an object (existence, relationships, additional characteristics) are created as infotypes. You can define particular characteristics for an object in each infotype. Some infotypes can be maintained for all object types, such as the object and relationship infotypes. Others are only relevant for particular object types, such as the vacancy infotype, which is only relevant for positions. Not all infotypes are absolutely necessary. However, they can provide important information on objects.

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Figure 25: Methodology: Planning

The graphic on the left shows the current status of the organizational structure. The Organizational Management component lets you plan and map any kind of organizational restructuring or reorganization of your company. You create all data with a start and end date. You can map all histories or future changes. You can maintain an unlimited number of plan versions. One of your plan versions represents your current organizational plan that can be integrated with data from Personnel Administration. This plan version is indicated as the active plan version. All plan versions are completely independent of one another. It is possible to create multiple copies of the original plan version and change the duplicates as required. The original remains unaffected by any such changes. Each new plan has a unique plan version identifier (two-character alphanumeric code). You can determine the current plan version either per session or set it generally using the user parameter (POP). Examples of organizational structure scenarios: • •

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Restructuring Downsizing scenario


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Figure 26: Organization and Staffing: Navigation

On the left side of the screen is the object manager, which is divided into a search area above and a selection area below. • •

You can use the search area to locate objects such as organizational units, persons, jobs, positions and users. In the selection area you can use the search results to select an object to be used in the overview and/or detail areas.

The right side of the screen, or the hierarchy framework, is divided into an overview area and a detail area. • •

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The Overview Area: View the Organizational Unit Hierarchy or Staffing assignments of an Organizational Unit. In the detail area, you can maintain objects and their characteristics using the various tab pages.


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Figure 27: Organization and Staffing

Organizational plans are defined in Organizational Management. This can be done in Organization and Staffing or the Expert Mode. The functions in Organization and Staffing let you create organizational units, positions, jobs, and tasks quickly and easily. You only specify the most important details for these objects. Organization and Staffing creates the relationships automatically. In Organization and Staffing you can: • • • •

Maintain the basic data for your organizational plan Maintain the reporting structure (hierarchy of positions) that exists between the positions in your organizational plan Main cost center assignments Maintain certain infotypes

All objects you create in Organization and Staffing are automatically assigned the status Active and an object ID.

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Figure 28: Date and Preview Period/Validity Dates

Validity dates determine the existence of an object. You must assign a validity period to all the infotype records that you create. This allows you to see all the changes that occur in your company. You receive a dynamic view of your company. Validity dates enable the user to evaluate certain key data or specific time periods from the past, present, or future. The data is selected according to the designated time period.

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Figure 29: Important Icons

Figure 30: Search Area

In the search area you can use different search tools to search for different objects in Organizational Management. Save your search variants as Favorites.

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Figure 31: Search Tools in the Search Area

Search using a search term: You can enter the name, abbreviation, or ID of the object in question. You can also search for objects that are assigned directly or indirectly to another object (for example, all positions of the organizational unit HR Department). The following search tools are also available: • •

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Structure search Search using a query (free search)


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Figure 32: Selection Area

Use your search results to maintain objects or assign them to other objects using Drag & Drop. You can also define which details should be shown or hidden.

Figure 33: Overview Area

Display organizational units in their tree structure and double-click to bring them into the Detail Area to maintain them. Create new objects within a structure.

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View as a list to display staffing assignments to an organizational unit. You can also define which details should be shown or hidden. Drag objects from the Selection Area to assign new positions, persons, or users to a staffing plan.

Figure 34: Detail Area

Different attributes, relationships, and characteristics of objects are grouped on different tab pages in the detail area. You can maintain them directly where they are or use Drag & Drop to maintain them outside the selection area. View detail for multiple period data within the editing period. You can change the data unit you press save or maintain another object.

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Figure 35: Undo

Icons will be present if functionality is possible. Undo is not permitted once data is committed to the database.

Figure 36: Assignment of Objects

Relationships generated using Drag & Drop are created within the processing period.

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Summary: Building Organizational Plan • • • • • • •

Create root organizational unit Create subordinate organizational units Create jobs Create positions Assign cost centers Assign persons Maintain other object attributes

These are the steps you would take to create your organizational plan. The order is not fixed.

Figure 37: Evaluation paths

Evaluations in Organizational Management always need a start object and an evaluation path. The evaluation path determines which relationships the system should use to reach a different object. If you cannot find a suitable evaluation path in the standard system, you can create your own evaluation paths in Customizing.

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Figure 38: Reporting

Organizational plans and reporting structures represent only a fraction of the reporting functionality that is available in Organizational Management. You will find the various reporting options under the Information System menu in Organizational Management. This menu is organized according to different object types. You will find the organizational plan in the object type organizational unit. You can access the reporting structure from the object type position. Here, you will also find staff assignments and the position description. Note: You can also display reports in Structural Graphics.

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Figure 39: Integration: Personnel Administration and Planning

If Personnel Administration and Organization Management are integrated, you can enter the position in the Actions infotype (0000). This infotype must be maintained first. You cannot overwrite the fields job, organizational unit, or cost center. They specify the relationships to the position. Default values can be supplied for the personnel area, personnel subarea, business area, employee group, and employee subgroup fields.

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Exercise 2: Organizational Management Exercise Objectives After completing this exercise, you will be able to: • Use the Organization and Staffing interface to maintain your company’s organizational plan • Create new Organization Units and Positions • Designate a position as head of an organization unit • Assign an employee as the holder of a position • Run an organizational structure report

Business Example New departments and positions are being created in the Financial Accounting organizational unit of the Training International company. Some of the positions are to be filled immediately. Your employees’ data changes over time. These changes must be reflected in the Human Resources system. Hint: The Organization Unit Training International has the Object ID 30014999. Hint: Replace ## with your group number.

Task: Extend the existing organizational plan for your company. At the beginning of the year, the Financial Accounting department at the Training International → Financial Accounting → ## Accounting organization unit was divided into subordinate organizational units. You will be creating these new organizational units. 1.

Navigate to the Organization and Staffing Interface by following Human Resources → Organization Management → Organizational Plan → Organization and Staffing → Change. At the date and preview period enter 01/01/XX (XX = current year) and up to 3 months in the future. Hint: Use the Column Configuration to display the following columns: code, ID, relationship text and chief.


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2.

Create two subordinate organizational units - within the existing ## accounting organizational unit (## is your group number)- ## Accounts Payable and ## Accounts Receivable.

3.

Create the following positions within the new organizational units .

4.

Org Unit

Position

Job - based on

## Accounts Payable

## AP Director

50 Director

## Accounts Payable

## AP Manager

50 Manager

## Accounts Payable

## AP Clerk A

50 Clerk

## Accounts Payable

## AP Clerk B

50 Clerk

## Accounts Receivable

## AR Manager

50 Manager


## Collections Clerk

50 Clerk

Optional Assign the tasks indicated below to the positions you have created. Position

Task

## AP Clerk A

Complaint Processing

## AP Manager

Project Management

## Collection Clerk

Customer Service

## AR Manager

Project Management

5.

Designate the ## Accounts Payable Director and the ## Accounts Receivable Manager positions as head of their organization units.

6.

Assign employees to a position. The ## Accounts Payable Director position is held by Catherine Camino (personnel number 500991##). Assign employees to the position as of the first day of the current year. The ## Accounts Payable Manager is held by Eric Lehman (personnel number 500992##).

7.

Display the infotype 0001 Org Assignement for Catherine Camino (500991##). What has changed?

8.

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Execute the Organization Structure with positions report for the ## Accounting Organization.


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Solution 2: Organizational Management Task: Extend the existing organizational plan for your company. At the beginning of the year, the Financial Accounting department at the Training International → Financial Accounting → ## Accounting organization unit was divided into subordinate organizational units. You will be creating these new organizational units. 1.

Navigate to the Organization and Staffing Interface by following Human Resources → Organization Management → Organizational Plan → Organization and Staffing → Change. At the date and preview period enter 01/01/XX (XX = current year) and up to 3 months in the future. Hint: Use the Column Configuration to display the following columns: code, ID, relationship text and chief. a)

Choose Date and preview period. In the Start date field enter 01/01/XX (current year) and in the Time period field enter 3 months. Confirm your entries by choosing Execute.


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Create two subordinate organizational units - within the existing ## accounting organizational unit (## is your group number)- ## Accounts Payable and ## Accounts Receivable. a)

If you are not already in the Organization and Staffing screen from the Easy Access Menu follow Human Resources → Organizational Management → Organizational Plan → Organization and Staffing → Change

b)

Verify or set the validity period to the beginning of the current year by selecting the Date and Preview Period icon, and entering the valid from date as the first of the current year.

c)

Set the preview period to Time Period - 3 months, and select the Execute icon to save these settings.

d)

In the Search area - Find by, located in the upper left area of the display, select the organizational unit option.

e)

In the Find Organizational Unit popup box enter Training International. (You can also search by TR*) in the With name and select the Find icon

f)

The organization unit Training International appears in the Selection area located on the lower left side of the display. Select the Training International organization unit in the Selection area by double clicking on it.

g)

The organization structure for the Training International organization appears in the Overview area. Expand the Financial Accounting Organizational unit to find your ## Accounting organizational unit. You may have to scroll down by using the scroll bar on the right. Select the ## Accounting and select the Create icon.

h)

Select Is Line Supervisor of Organization unit.

i)

A new entry under ## Accounting appears labeled as New Organizational Unit.

j)

The Detail area now contains the entry for New Organizational unit change the short and long text to ##-AP/## Accounts Payable. Select Save.

k)

Select the ## Accounting and repeat the procedure to create the ## AR/ ## Accounts Receivable organizational unit.

Create the following positions within the new organizational units .


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4.

Org Unit

Position

Job - based on

## Accounts Payable

## AP Director

50 Director

## Accounts Payable

## AP Manager

50 Manager

## Accounts Payable

## AP Clerk A

50 Clerk

## Accounts Payable

## AP Clerk B

50 Clerk


## AR Manager

50 Manager


## Collections Clerk

50 Clerk

a)

Navigate to the ## Accounts Payable organization unit in the Overview area on the top right side of the display and select the organization unit.

b)

Select the Create icon and select Incorporates Position

c)

The Detail area now contains the entry for New Position. Change the short and long text to ## AP Dir/## Accounts Payable Director and save.

d)

In the Detail area in the Job field enter 50*, then Enter. Select the 50 Director job from the search results. Choose Save.

e)

Repeat the process for the positions: ## AP Manager (based on job 50 Manager), ## AP Clerk A and AP Clerk B (based on job 50 clerk). Save your entries. You can use the copy function to create the two clerk positions.

f)

Navigate to the ## Accounts Receivable organization unit. Repeat the steps above and add the remaining positions from the table ## Accounts Receivable Manager (based on job 50 Manager) and the ## Collections Clerk (based on job 50 clerk) to ## Accounts Receivable organizational unit.

Optional Assign the tasks indicated below to the positions you have created.


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Position

Task

## AP Clerk A

Complaint Processing

## AP Manager

Project Management

## Collection Clerk

Customer Service

## AR Manager

Project Management

a)

Select the Task Assignment via the Goto function.

b)

Navigate to the ## AP Clerk A position in the ## Accounts Payable organizational unit. Double-click on the entry for ## AP Clerk A. The detail area now contains the entry for the ## AP Clerk A.

5.

c)

Assign the task “Complaint Processing” by choosing the relationship is described by. Use the Search Term function to find the task. Save the assignment.

d)

Repeat the process for the task: Project Management and Customer Service and the positions ##AP Manager, ##Collection Clerk and ##AR Manager.

e)

Return to the view staff assignment (structure).

Designate the ## Accounts Payable Director and the ## Accounts Receivable Manager positions as head of their organization units. a)

Navigate to the ## Accounts Payable Director in the ## Accounts Payable organization unit. Double click on the entry to select the position.

b)

The Detail area now contains the entry for ## Accounts Payable Director. On the Basic Data Tab select the check box for Head of own organization unit. Save.

c)

Repeat the process for the ## Accounts Receivable Manager position in the ## Accounts Receivable organization unit


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6.

7.

Assign employees to a position. The ## Accounts Payable Director position is held by Catherine Camino (personnel number 500991##). Assign employees to the position as of the first day of the current year. The ## Accounts Payable Manager is held by Eric Lehman (personnel number 500992##). a)

Navigate to the ## Accounts Payable Director position in the ## Accounts Payable organizational unit. Double-click on the entry for the ## Accounts Payable Director position. The Detail area now contains the entry for ## Accounts Payable Director. Select the Basic Data tab in the detail area.

b)

In the Search area- Find by, select the Person option by choosing the word Person.

c)

In the Find Person pop-up box, enter Camino in the With name field and select the Find icon.

d)

A listing of persons' named Catherine Camino appears in the selection area. Select the Catherine Camino with the ID 500991## in the Selection area and drag it to the Basic Data tab in the Holder field in the details area.

e)

In the Person Assign pop-up box, enter the valid from date as the first of the current year and select the Continue/Enter icon. In the Delimit Vacancy pop-up box, confirm the delimit date as 1st of current year and select Yes, then Save.

f)

Repeat the steps and assign Eric Lehman (personnel number 500992##) to the ## Accounts Payable Manager position. Be sure to Save after you finish.

Display the infotype 0001 Org Assignement for Catherine Camino (500991##). What has changed? a)

Navigate to the → Personnel Management → Administration → HR Master Data → Display. Enter 500991## as personnel number and choose the infotype Organizational Assignment (IT0001). Display the infotype. Check the information in the organizational plan and check the cost center.


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Execute the Organization Structure with positions report for the ## Accounting Organization. a)

Follow SAP Standard Menu → Human Resources → Organizational Management → Info system → Organizational Unit → Organizational Structure → Organization Structure with Positions

b)

To search for the organizational unit ## Accounting Organization, use the structure search. To do so, position your cursor in the Organizational unit field and choose the dropdown icon . Select the Structure search tab and follow this path: Org Units Training Group → Training International → Financial Accounting → ## Accounting. Select the Check box next to your ## Accounting and then Continue (Enter).

c)

Select the Execute icon.

d)

Click on your root organization unit and click on the structural graphics icon to see your structure graphically.


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Lesson Summary You should now be able to: • View the organizational plan for a company using mySAP ERP HCM • Add new organizational units and positions to an existing organizational structure

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Unit Summary

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Unit Summary You should now be able to: • Describe the structures in mySAP ERP HCM • Outline how your company's structures are represented in the mySAP ERP HCM system • Explain why the organizational and enterprise structures are needed • View the organizational plan for a company using mySAP ERP HCM • Add new organizational units and positions to an existing organizational structure

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Test Your Knowledge


The personnel subarea: Choose the correct answer(s).

2.

□ □

A B

□

C

□

D

Contains control features of the company structure. Is a self-contained unit within the system, in legal and organizational terms. Requires a new personnel number to be created for an employee transfer. Is a unit whose accounts are balanced independently.

The Position object type is: Choose the correct answer(s).

□ □ □ □ 3.

A B C D

K P S C

A represents a unique classification of responsibilities in your organization, and is used in defining positions. Fill in the blanks to complete the sentence.

4.

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What describes an employee's place in each of the mySAP ERP HCM structures?


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Answers 1.

The personnel subarea: Answer: A The principal organizational aspects of human resources are controlled at the personnel subarea level, namely the pay scale and wage type structures and the planning of work schedules.

2.

The Position object type is: Answer: C The Position object type is S for specific.

3.

A job represents a unique classification of responsibilities in your organization, and is used in defining positions. Answer: job A position is specific, a job represents a template of responsibilities/duties and is used to describe positions.

4.

What describes an employee's place in each of the mySAP ERP HCM structures? Answer: You can see a person's place in each of the three structures on infotype 0001 - Organizational Assignment.

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Unit 3 Personnel Administration Unit Overview This unit will give participants a view of maintaining employee records. A day to day view of different ways of maintaining information. The Human Resource Department is responsible for maintaining current and historical data for their employees. This unit introduces the various methods of data entry maintenance and how history is created in the SAP Human Resources system. In addition to maintaining current employee data, new employees are hired and entered into the system.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • •

Give an overview of Personnel Administration. List methods for maintaining employee data in mySAP ERP HCM. Display and locate various master data infotypes Create new infotypes Describe and maintain subtypes for infotypes Describe the difference between the Change, Create, and Copy functions for infotypes Create Fast Entry as another method of data maintenance for an employee. Illustrate Personnel Actions using several practical examples. Describe the Person ID List the phases of Global Employment Demonstrate personnel assignment details through Maintain Master Data Describe Concurrent Employment

Unit Contents Lesson: Overview of Personnel Administration .............................. 69 Lesson: Individual Infotype Maintenance ..................................... 73 Exercise 3: Individual Infotype Maintenance............................. 85 Lesson: Fast Entry............................................................... 93 Exercise 4: Optional: Fast Entry .......................................... 97

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Lesson: Personnel Actions ....................................................101 Exercise 5: Personnel Actions ............................................ 115 Lesson: Optional: Global Employment and Concurrent Employment ...120

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Lesson: Overview of Personnel Administration

Lesson: Overview of Personnel Administration Lesson Overview You will receive an overview of Personnel Administration.


Give an overview of Personnel Administration. List methods for maintaining employee data in mySAP ERP HCM.

Business Example • • • •

Your company is an international company. Your company has implemented mySAP ERP HCM and uses all of its components. You require an overview of these components. You will conduct Human Resources functions.

Figure 40: Maintaining Infotypes: Overview

Employee data must be kept current. Data can be displayed, corrected, and supplemented. The mySAP ERP HCM system stores an employee's data in infotype records. Each infotype record has a validity. This is generally a validity interval or a key date.

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There are three different ways of processing infotype records: single screen maintenance, personnel actions, or fast entry. •

Single screen maintenance (Individual Infotype Maintenance): You can call individual infotypes to maintain data for a particular subject or situation. You maintain one infotype at a time for a personnel number.

•

Personnel Actions: If the subject or situation is more complex and you need to maintain more than one infotype, you can use personnel actions. When you perform a personnel action, the system displays all of the relevant infotypes for you to maintain, one after the other.

•

Fast Entry: Fast entry enables you to maintain an infotype for more than one personnel number simultaneously.

Figure 41: Management of Global Employment Model

A global employee can complete one or multiple global assignments for his or her global company. The Concurrent Employment Model in mySAP ERP HCM describes the relationship between employee and employer. The most important concepts in the Management of Global Employees are as follows: • •

70

Each employee can have multiple personnel assignments, each of which is in a different country. Each personnel assignment is linked to the person.


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Lesson: Overview of Personnel Administration

The person ID enables you to track the global employee in the whole enterprise for the duration of his or her assignment. The person ID is stored in the Person ID infotype (0709). A personnel assignment describes the tasks the person has to perform, the country of the global assignment, and other infotypes. In mySAP ERP HCM, a personnel number is assigned to each personnel assignment.

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Lesson Summary You should now be able to: • Give an overview of Personnel Administration. • List methods for maintaining employee data in mySAP ERP HCM.

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Lesson: Individual Infotype Maintenance

Lesson: Individual Infotype Maintenance Lesson Overview You will become acquainted with individual infotype maintenance in this lesson.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Display and locate various master data infotypes Create new infotypes Describe and maintain subtypes for infotypes Describe the difference between the Change, Create, and Copy functions for infotypes

Business Example Over time, employee information changes and these changes need to be stored and updated in the system. A history of the information should be maintained.

Infotype Maintenance

Figure 42: Initial Entry Screen for Infotype Maintenance

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In the SAP ERP HCM system, infotypes that are most frequently used are grouped together by subject matter and assigned to static menus. One infotype can be included in more than one menu. Infotypes that are rarely used may not be included in any menus at all. To access a particular menu, select the tab page. The green ticks next to the menu list of infotypes indicate that these records already exist for the selected personnel number.

Figure 43: Search Help (1)

You must enter the personnel number to maintain employee data for individual employees. If you do not know this number, you can use Search Help to find it. The Search Help function in the work area enables you to select personnel numbers according to certain criteria such as last name, first name, birth date, organizational assignment, and so on. To search for a personnel number using the Search Help, proceed as follows: 1. 2. 3. 4.

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Choose one of the search options from the search area. You can now further define the type of search you want to use. On the next screen, you can restrict the value range of the search. The system displays a hit list of all the personnel numbers that match the selection criteria you entered in the selection area. Select the desired data record from the hit list.


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Figure 44: Search Help (2)

To maintain employee data for individual employees, you must enter the personnel number. If you do not know this number, you can use the Search Help to find it. The Search Help function in the work area enables you to select personnel numbers according to certain criteria such as last name, first name, birth date, organizational assignment, and so on. To search for a personnel number using the Search Help, proceed as follows: 1. 2. 3. 4.

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Position the cursor on Personnel number and double-click the arrow symbol or choose F4. Now select the type of Ssearch Help you want to use. You can switch to another type of Search Help at any point. On the next screen, you can restrict the value range of the search. The system displays a list of all the personnel numbers that match your selection criteria. Select the desired data record from the hit list.


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In the SAP system, infotypes that are most frequently used are grouped together by subject matter and assigned to static menus. One infotype can be included in more than one menu. Infotypes that are rarely used may not be included in any menus at all. To access a particular menu, select the tab page. The green ticks next to the menu list of infotypes indicate that these records already exist for the selected personnel number.

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Figure 46: Infotypes

Individual information, such as last name, first name, and date of birth, is defined in data fields. Data fields are grouped into data groups or information units according to their content. In Human Resources, these information units are called information types or infotypes for short. HR data is stored in groups that logically belong together according to content. For example, place of residence, street, and house number make up an employee's address and are consequently stored (together with additional data) in the Addresses infotype. Infotypes have names and four-digit keys. The Addresses infotype, for example, has the key 0006.

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Figure 47: Subtypes of Infotypes

Infosubtypes, or subtypes for short, subdivide an infotype's data records. You may want to subdivide such information to make it easier to manage or because you want to assign different control features (such as time constraints) to the various subtypes of an infotype. You can also create separate histories for each subtype. Example: in the Family Member/Dependents (0021) infotype, you enter different family members in the subtypes: • •

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Spouse (subtype 1) Child (subtype 2)


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Figure 48: Selection Using Infotype Number

Each Infotype has a numerical key in addition to a name key. If you want to access infotypes by the numerical key, enter the number for the infotype in Infotype. Choose Enter. The system displays the name of the infotype you selected in Infotype. Hint: You can add the user parameter HR_DISP_INFTY_NUM with a value of X to view the infotype numbers on the screen.

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Data records are always stored in the system with a start date and an end date. This allows you to save data for exact periods. When you select infotypes, you can specify a selection period in the displayed screen area.

Figure 50: Time Constraints in HR

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The old data is not lost when you update an infotype. Instead, it remains in the system so that you can perform historical evaluations. Each infotype record is stored with a specific validity period. This means that the system can contain more than one record of the same infotype at the same time, even if their validity periods coincide. If you enter and save new information in an infotype, the system checks whether a record already exists for this infotype. If this is the case, the system reacts based on rules or time constraints set up for that particular infotype or subtype.


There are various processing options you can use to maintain master data. The processing options for infotype records include: • • • • •

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Create Change Copy Delimit Delete


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Figure 52: Maintaining Infotypes

Infotype maintenance means processing data already in the system, and entering and saving new data. You can change existing records and add new records for an employee. Change The Change function enables you to correct an existing record without creating a new one. You can use it to overwrite existing infotype records, but not to create new infotype records. Changes to infotype records are not included in the history. Create The Create function enables you to enter new data. You create a new record while the old record, which may be delimited if necessary, remains in the system. The infotype history is created using the appropriate validity periods. Copy The Copy function also enables you to create new infotype records, and it also updates the infotype history. Unlike Create, however, you do not enter your data on a blank entry screen. Instead, you use a screen containing the currently valid data. You can then overwrite these values.

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Figure 53: Generating Histories

If you create a new record when a previous record already exists, the system reacts in one of the following ways: it delimits, extends, divides, or deletes the record. The system's reaction depends on the time constraint. The time constraint is a characteristic of infotypes and subtypes. In Master Data, we differentiate between three different time constraints (1, 2, and 3). Infotypes or subtypes with time constraint 1 must be unique, meaning that only one valid record can exist for any given period. There can be no gaps between records here. When you add a new record to an infotype with time constraint 1, the system delimits the overlapping infotype record on the key date and adds the new record. For example, this happens with the Basic Pay infotype (0008). If you delete a record that must exist at all times, the previous record is automatically extended. There can be no gaps between records here. Infotypes or subtypes with time constraint 2 can only have at most one record for a given time period. There can be no gaps between records. If records overlap, the system adapts the previous record accordingly by deleting, dividing, or delimiting it. An example of an infotype with time constraint 2 is the Family Member/Dependents infotype (0021), subtype Spouse (1). Infotypes or subtypes with time constraint 3 can have gaps between records or overlapping records. If records overlap here, the system does not react at all. Examples of infotypes with this time constraint are Monitoring of Tasks (0019) and Objects on Loan (0040).

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Exercise 3: Individual Infotype Maintenance Exercise Objectives After completing this exercise, you will be able to: • Create, copy, change, delimit, and delete individual infotypes of your employees.

Business Example The data of your employees changes with time. You must keep this data current in the HCM system. Hint: Replace ## with your group number.

Task 1: First of all, make settings in the system that make your work easier. 1.

If you have not previously done so, create favorites in the Easy Access Menu for Personnel Actions, Maintain, and Fast Entry transactions from the master data area.

2.

For the work you will do in master data maintenance, you will repeatedly require all employees of your organizational unit ## Accounts Payable. To make this work easier, save an appropriate selection as a search variant in the Object Navigator of the Maintain HR Master Data transaction.

Task 2: Show events in person's employment in the system: 1.

Display the infotype for planned working time of Catherine Camino (500991##) and record the following values: Work schedule rule: ___________________ Time Management status: ______________

2.

In the unit on Time Management, you will be the time administrator responsible for your employees. Maintain the following for Catherine Camino and Eric Lehman from January 1 of the current year: in the Organizational Assignment infotype, enter the abbreviation T## for the time administrator.


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3.

When reviewing Catherine Camino's information, you realize you have an incorrect address for her. Her street and house number should actually be “9750 Lilly Lane.” Correct this error.

4.

Ms. Camino will receive an additional payment for a cost of living allowance in the amount of 200 EUR in her basic pay from the first day of the current month. The bonus is paid using the DIRECT Bonus wage type (M230).

Task 3: Optional Eric Lehman has established that his address data is not up-to-date. Change Eric's address record.

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1.

Eric moved today. His new address is: 32 Hill View, Denver.

2.

As of January 1 of the current year, Eric has a temporary residence. The address is: 23 Main Street, 19111 Sapberg.

3.

Four weeks from today, Eric will give up this temporary residence.


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Solution 3: Individual Infotype Maintenance Task 1: First of all, make settings in the system that make your work easier. 1.

2.

If you have not previously done so, create favorites in the Easy Access Menu for Personnel Actions, Maintain, and Fast Entry transactions from the master data area. a)

In the Easy Access Menu, navigate to Human Resources → Personnel Management → Administration → HR Master Data.

b)

Choose Personnel Actions transaction with the left mouse key, and drag it to the Favorites menu option (at the top of the Easy Access Menu) holding the left mouse key down. Now release the mouse key.

c)

Do the same for the Maintain and Fast Entry transactions.

For the work you will do in master data maintenance, you will repeatedly require all employees of your organizational unit ## Accounts Payable. To make this work easier, save an appropriate selection as a search variant in the Object Navigator of the Maintain HR Master Data transaction. a)

Start the Maintain transaction from the Favorites menu.

b)

In the Object Navigator, choose the Search term search help.

c)

Leave an * in the With name field and choose directly and indirectly in the first field with a drop down. In the belongs to field, choose the value Organizational unit and in the field beneath the organizational unit Use the F4 help to select the ## Accounts Payable department by using the Structure Search tab and follow the structure: Org Units Training Group → Training International → Financial Accounting→ ## Accounting → ## Accounts Payable. Confirm your selection with Enter, then choose Find.

d)

Check whether both personnel numbers 500991## (Catherine Camino) and 500992## Eric Lehman) are included in the selection list. If they are not, perform the selection again.

e)

Above the Find by section, choose the Create search variant icon and save your search as a variant. Enter a name of your choice, for example Group ##, then Continue (Enter).


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Task 2: Show events in person's employment in the system: 1.

Display the infotype for planned working time of Catherine Camino (500991##) and record the following values: Work schedule rule: ___________________ Time Management status: ______________ a)

Stay in the transaction you have already called and select the person Catherine Camino with a double-click from the selection area of the Object Navigator.

b)

Choose the Empl. contract data tab page and select the Planned Working Time infotype. You select an infotype by clicking on the box in front of the infotype text.

c)

In the application toolbar, choose Display. Work schedule rule: Norm Time Management status: No time evaluation

d) 2.

Choose Back button once you finish viewing the infotype.

In the unit on Time Management, you will be the time administrator responsible for your employees. Maintain the following for Catherine Camino and Eric Lehman from January 1 of the current year: in the Organizational Assignment infotype, enter the abbreviation T## for the time administrator. a)

In the selection area of the Object Navigator, select the person Catherine Camino with a double-click. Choose the Empl. contract data tab page and select the Organizational Assignment infotype.

b)

In the application toolbar, choose Copy. In the Start field, enter January 1 of the current year. In the Time field, enter the value T## and save your entries by choosing Save in the application toolbar.

c)

Confirm the warning message with Enter. Repeat this procedure for Eric Lehman.


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3.

When reviewing Catherine Camino's information, you realize you have an incorrect address for her. Her street and house number should actually be “9750 Lilly Lane.” Correct this error. a)

In the selection area of the Object Navigator select the person Catherine Camino with a double-click.

b)

Choose the Core Employee Info tab page and select the Addresses infotype.

c)

In the application toolbar, choose Change. Change the Street and house number to 9570 Lilly Street.

d) 4.

Save your entries.

Ms. Camino will receive an additional payment for a cost of living allowance in the amount of 200 EUR in her basic pay from the first day of the current month. The bonus is paid using the DIRECT Bonus wage type (M230). a)

In the selection area of the Object Navigator, select the person Catherine Camino with a double-click. Choose the Gross/net payroll tab page and select the Basic Pay infotype.

b)

In the application toolbar, choose Copy. In the Start field, enter the first day of the current month and year as the start date of the data record.

c)

In the second line of the Wage type field, use the F4 help to select the M230 Direct Bonus wage type. In the Amount field, enter the value 200.

d)

Save your entries.


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Task 3: Optional Eric Lehman has established that his address data is not up-to-date. Change Eric's address record. 1.

Eric moved today. His new address is: 32 Hill View, Denver. a)

In the selection area of the Object Navigator, select the person Eric Lehman with a double-click. Choose the Core Employee Info tab page and select the Addresses infotype.

b)

In the Period area, select the option From curr. date. In the application toolbar, choose Create. In the Address type field, choose the value Permanent residence. Enter 52 Hill View in the Address line 1 field, enter Denver in the City field, enter 80227 in the Postal Code fields respectively. Enter US in the Country field. Save your entries.

2.

As of January 1 of the current year, Eric has a temporary residence. The address is: 23 Main Street, 19111 Sapberg. a)


b)

In the Period area, select the option Period and enter January 1 of the current year as the start date and December 31, 9999 as the end date.

c)

In the application toolbar, choose Create.

d)

In the Address type field, choose the value Temporary residence. In the fields Street/House no., and postal code/city, enter the address data specified above.

e)

Save your entries.


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3.

Four weeks from today, Eric will give up this temporary residence. a)


b)

Enter the specified date in the Period from box. In the application toolbar, choose Delimit. In the Delimit Date field (under the header on the list screen), enter the date specified above. Select the data record you want to delimit by choosing the box in front of the line for temporary residence.

c)

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In the application toolbar, choose Delimit.


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Lesson Summary You should now be able to: • Display and locate various master data infotypes • Create new infotypes • Describe and maintain subtypes for infotypes • Describe the difference between the Change, Create, and Copy functions for infotypes

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Lesson: Fast Entry

Lesson: Fast Entry Lesson Overview You will become acquainted with Fast Entry in this lesson.

Lesson Objectives After completing this lesson, you will be able to: •

Create Fast Entry as another method of data maintenance for an employee.

Business Example A bonus is paid out to an entire department. You want a fast entry screen to gather the names and quickly apply the amounts in one easy screen.

Fast Entry

Figure 54: Fast Entry

Fast entry enables you to maintain an infotype for more than one personnel number on a single screen. This makes data processing faster and more efficient. You manually create lists of personnel numbers or use a report in accordance with predetermined selection criteria.

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The time you need to enter data is considerably reduced by entering default values. You can overwrite the default values on the list screen for any personnel number. The data entered is either processed immediately online, or at a later date as a batch input session.

Figure 55: Fast Entry Example 1

Fast entry enables you to enter infotype data (for example, additional payments) for several employees. The list screen enables you to enter all data freely. This is a very flexible way of entering data.

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Lesson: Fast Entry

Figure 56: Fast Entry Example 2

Fast entry enables you to enter infotype data (for example, additional payments) for several employees. To enter data using fast entry, you can, for instance, make use of a person selection report.

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Lesson: Fast Entry

Exercise 4: Optional: Fast Entry Exercise Objectives After completing this exercise, you will be able to: • Use fast entry to enter a bonus and save data for several persons simultaneously.

Business Example You want to enter bonuses for several employees in an efficient manner. Hint: Replace ## by your group number.

Task: Carry out the following transaction in the system: 1.

Your supervisor approaches you and asks you to enter the following bonuses in the system under today’s date. You are to enter the bonuses as additional payments for wage type 5000. Catherine Camino (500991##) receives a 500 euro bonus. Eric Lehman (500992##) receives a 300 euro bonus.

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2.

All employees in the ## Accounting (Org. Units Training Group Org Units for Training → Training International → Financial Accounting → ## Accounting and the underlying departments receive a 150 euro bonus. Here, you are also to enter this bonus as an additional payment for wage type 5000 for the first of next month.

3.

Ensure that all bonuses entered this way are also stored in the Additional Payments infotype for the persons in question.


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Solution 4: Optional: Fast Entry Task: Carry out the following transaction in the system: 1.

Your supervisor approaches you and asks you to enter the following bonuses in the system under today’s date. You are to enter the bonuses as additional payments for wage type 5000. Catherine Camino (500991##) receives a 500 euro bonus. Eric Lehman (500992##) receives a 300 euro bonus. a)

Start the Fast Entry transaction from the Favorites menu.

b)

Select the Additional Payments infotype and the period Today. Under Enter Personnel Numbers, ensure that the Enter in fast entry screen option is selected.

c)

In the application toolbar, choose Create. Enter the following values in the list screen that appears:

d)

Employee ID

Wage Type

Amount

500991 ##

5000

500

500992 ##

5000

300

In the application toolbar, choose Save. Return to the initial screen of the Fast Entry transaction by choosing Back.


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Lesson: Fast Entry

2.

All employees in the ## Accounting (Org. Units Training Group Org Units for Training → Training International → Financial Accounting → ## Accounting and the underlying departments receive a 150 euro bonus. Here, you are also to enter this bonus as an additional payment for wage type 5000 for the first of next month. a)

Select the Additional Payments infotype and the period the first of the next month. Under Enter Personnel Numbers, ensure that the Preselect using report option is selected.

b)

In the application toolbar, choose Create with proposal.

c)

Choose Org. Structure. Select the organizational unit named in the task (Org Units for Training → Training International → Financial Accounting → ## Accounting) and confirm with Enter. Start the selection report by choosing Execute. Check the selection result and choose Create with proposal. In the Wage type field, add the value 5000 and in the Amount field the value 150. Then choose Next screen.

d) 3.

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In the application toolbar, choose Save.

Ensure that all bonuses entered this way are also stored in the Additional Payments infotype for the persons in question. a)

Exit the Fast Entry transaction and start the Maintain transaction from your favorites.

b)

Display the Additional Payments infotype for the personnel number 500992##. In the Direct selection area, enter 15 in the infotype field, choose the All radio button in the Period selection and then choose the Overview icon.


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Lesson Summary You should now be able to: • Create Fast Entry as another method of data maintenance for an employee.

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Lesson: Personnel Actions

Lesson: Personnel Actions Lesson Overview You will become acquainted with Personnel Actions in this lesson.


Illustrate Personnel Actions using several practical examples.

Business Example A new employee is hired.

Hiring Action

Figure 57: Hiring An Employee

The most important objective of master data administration in Human Resources is to enter employee-related data for administrative, time-recording, and payroll purposes. You can also hire a new employee without using Recruitment. If you do not choose to use the functions in Recruitment, you can hire the employee using a personnel action in Personnel Administration. In this process, you create the relevant data for the new employee.

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Figure 58: Hiring Action

You must enter a range of employee data into the system when you are hiring an employee. You perform this personnel activity using the Hiring personnel action. Once you have entered all the necessary data in an entry screen, you must save your entries. After the system has saved your entries, it displays a new entry screen for processing. If you do not want to record any data here, skip the screen. Hint: You can adjust personnel actions in Customizing to meet your requirements.

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Figure 59: Entry Screens for Hiring

Data is generally recorded for the above-mentioned infotypes during the hiring action. These infotypes, as well as the order in which they appear, can be customized to suit your company's requirements.

Figure 60: Hiring: Initial Screen

To hire an employee, select the entry screen for personnel actions. Enter the employee's entry date. With internal number assignment, the system displays the next free number. With external number assignment, you enter a personnel number that has not yet been used.

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On this screen, you can enter the personnel area, employee group, and employee subgroup of the new employee. You also have the possibility of maintaining these fields in the next screen, the Actions (0000) infotype.

Figure 61: Actions

The Actions infotype is the first of the personnel action infotypes. This infotype logs the personnel action. In this infotype, you can also specify a reason for the action. In addition, you can assign a reference personnel number, if the person being hired has more than one type of employment relationship in the company (several personnel numbers). The status indicators are assigned by the system and cannot be maintained by you. You can assign the person being hired to a position in this infotype. If you have integrated Personnel Planning and Development and have stored information on the position or organizational unit, the system suggests default values for the personnel area (from the organizational unit or position), employee group, and employee subgroup (from the position) fields. Otherwise, you have to enter these values manually. Hint: The Actions infotype is a prerequisite to the Organizational Assignment (0001) infotype. You must save the Actions infotype. The values stored in this infotype are copied to the Organizational Assignment infotype. You cannot maintain the values there (except for in the Position field).

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Figure 62: Personal Data

The Personal Data (0002) infotype stores an employee's personal details. This includes the employee's name, nationality, birth date, and marital status. Depending on the country in which the employee is employed, the infotype uses different screens, which are in part country-specific. If the employee's status is given as married in this infotype, the system automatically displays a further infotype, namely the Family Member/Dependents infotype (0021), in which you can enter details on the employee's spouse. If you enter in the Personal Data infotype that the employee has a child, the system automatically displays a further infotype, the Family Member/Dependents infotype (0021), in which you can enter details on the employee's child.

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Figure 63: Dynamic Actions

Dynamic actions are performed automatically by the system, depending on certain conditions. If maintaining one infotype has an effect on another infotype, the system automatically displays the second infotype for processing. Dynamic actions can run in the background, meaning that the user does not see the run on the screen. Examples: •

•

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You create a new record for the Personal Data infotype and fill No. child . After you have saved the record, the system automatically displays the Family Member/Dependents (0021) infotype and the Child subtype (2) for processing. When you hire an employee, you enter the probationary period in the Contract Elements infotype. After you have saved this information, the system automatically displays a record from the Monitoring of Tasks (0019) infotype and the subtype Expiry of probation (1) for processing.


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Figure 64: Organizational assignment

Once you saved the Personal Data (0002) infotype, the system automatically displays the Organizational Assignment (0001) infotype. The following fields are already filled by the organizational assignment: company code, personnel area, personnel subarea, business area, employee group, and employee subgroup. You can enter missing data. If you did not enter the position in the Actions (0000) infotype, you can do so here in the Organizational Assignment (0001) infotype. The position entered and its existing relationships to a job, organizational unit, and cost center are imported. You cannot overwrite the job, organizational unit, and cost center fields.

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Figure 65: Addresses

You can store an employee's address in the Addresses infotype (0006). An employee's address is often used together with the employee's name from the Personal Data infotype (0002) in various employee lists, forms, or for address labels.

Figure 66: Planned Working Time

In the Planned Working Time infotype (0007), specify the employee's work schedule rule. This defines the employee's daily, weekly, monthly, and annual working times. In addition, you specify whether the employee's time postings have been evaluated and whether the employee works part-time.

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Figure 67: Basic pay

You store the employee's basic pay in the Basic Pay infotype (0008). This is where you record adjustments to the employee's salary. Default values are specified for pay scale type and pay scale area in the Basic Pay infotype (0008). In addition, you enter the pay scale group and possibly a pay scale level. The system calculates the employee's salary using the default values or the values entered by you.

Figure 68: Bank Details

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In the Bank Details infotype (0009), you enter the employee's bank key and account number. The system suggests the employee as the default value for Payee.

Figure 69: Absence Quotas

You store leave entitlements in the Absence Quotas infotype (2006). You also store the deduction from and deduction to dates here. You can use the default dates suggested by the system. Hint: Once you save the last infotype in a personnel action, the system jumps back to the initial screen of the personnel action.

Figure 70: Restarting a Personnel Action

You can restart an executed personnel action at any time. Select the personnel action that you want to restart on the Personnel Actions screen. In the Actions infotype (0000), choose Execute infogroup. This takes you to the sequence of

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infotypes assigned to the action, which you can then maintain. You must save each record that you change. If you do not make any changes, you can simply go to the next record without saving.

Figure 71: Utilities in Master Data Maintenance

In master data maintenance, the following options are available in Utilities: • •

• •

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Delete personnel number: This enables you to delete personnel numbers from the system for which payroll has not yet been performed. Change Payroll Status: This enables you to manually change the Payroll Status infotype (0003). In general, the system always automatically maintains this infotype. Change entry/leaving date: This enables you, for instance, to move the start date and end date of all infotypes in the Hiring action simultaneously. Call employee: This enables you to list all types of communication for an employee, for example, telephone number.


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Figure 72: Additional actions

If you need to run more than one personnel action on the same day, you can use the Additional Actions infotype (0302). It enables you to log all of the personnel actions that you perform for one employee on the same day. The log includes all of the action types and their action reasons that you performed for an employee on specific dates. This means that you can save more than one data record per day for this infotype. You should not store personnel actions that you only use to process more than one infotype in a single info group in the Actions infotype (0000). SAP recommends that you use the Additional Actions infotype to log such personnel actions. An example of this type of personnel action is Change in Pay. All of the programs that interpret an employee's status evaluate the Actions infotype (0000) only. The Actions infotype has time constraint 1, which means that a single infotype record must exist for the entire time that the employee works at your company.

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Figure 73: Fast Entry Actions

The Fast Entry for Actions transaction draws together important fields of an action on one screen. In Customizing, you define which fields from which infotypes are displayed on the screen.

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Exercise 5: Personnel Actions Exercise Objectives After completing this exercise, you will be able to: • Complete a hiring action in the system using personnel actions.

Business Example An event often requires you to change several infotype records one after the other. You can use actions to do this. Hint: Replace ## with your group number.

Task: Show events in a person's employment in the system: 1.

George Vega (500993##) started work on the first of the current month of this year and occupies the position of ## Accounts Payable Clerk A. Use the action Hiring HR050 for recording data and maintain the necessary infotypes. Actions infotype: Hire George for the position Org. Units Training Group → Training International → Financial Accounting→ ## Accounts Payable→ ## Accounts Payable Clerk A in personnel area CABB, employee group 1 and employee subgroup X0. Personal data infotype: George Vega, birth date: your choice of day in 1960 Organizational Assignment infotype: Maintain personnel area 0004 and T## as time administrator for time recording, and save the data. Delimit the vacancy for the new position. Address infotype: Enter values of your choice here. Planned Working Time Infotype: Save the default values without making any changes. Basic Pay infotype: Place George in pay scale group E01, pay scale level 01. Bank Details infotype: George has an account with the Citibank Bank (bank key: 12312312). Enter an account number of your choice. Absence Quotas infotype: Save the default absence quota without making any changes. Travel Privileges infotype: Save the default values without making any changes. Continued on next page

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Optional: In your own words, explain the difference between the Personnel Actions and Fast Entry: Actions transactions. ________________________________________________________________ ________________________________________________________________ ________________________________________________________________

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Solution 5: Personnel Actions Task: Show events in a person's employment in the system: 1.

George Vega (500993##) started work on the first of the current month of this year and occupies the position of ## Accounts Payable Clerk A. Use the action Hiring HR050 for recording data and maintain the necessary infotypes. Actions infotype: Hire George for the position Org. Units Training Group → Training International → Financial Accounting→ ## Accounts Payable→ ## Accounts Payable Clerk A in personnel area CABB, employee group 1 and employee subgroup X0. Personal data infotype: George Vega, birth date: your choice of day in 1960 Organizational Assignment infotype: Maintain personnel area 0004 and T## as time administrator for time recording, and save the data. Delimit the vacancy for the new position. Address infotype: Enter values of your choice here. Planned Working Time Infotype: Save the default values without making any changes. Basic Pay infotype: Place George in pay scale group E01, pay scale level 01. Bank Details infotype: George has an account with the Citibank Bank (bank key: 12312312). Enter an account number of your choice. Absence Quotas infotype: Save the default absence quota without making any changes. Travel Privileges infotype: Save the default values without making any changes. a)

In the Personnel no. field, enter the value 500993##. In the Start field, enter 1st of the current month as the date. Select the action Hiring HR050, and then Execute.

b)

Fill the Personnel area, Personnel Subarea, Employee group, and Employee subgroup fields with the values CABB, 0004, 1, and X0, and save your entries.

c)

On the next screen enter the title Mr, last name Vega and first name George. Enter Marr. in the Mar. status field and save your entries Continued on next page

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Choose a birthdate of your choice with the year being 1960. d)

In the Family Member/Dependent infotype, enter a first name for George's spouse and a date of birth of your choice then Save.

e)

The Organizational Assignment infotype now appears. Choose the subarea Finance Department (0004). In the Position field, use F4 and structure search to assign your ## Accounts Payable Clerk A position: Org. Units Training Group → Training International → Financial Accounting→ ## Accounts Payable→ ## Accounts Payable Clerk A. In the Time field, enter the value T## , then save the data record. Confirm the dialog box that appears for delimiting the vacancy with Yes.

f)

The Addresses infotype appears. (You may use the Foreign Address button and enter US to receive a US version of the Addresses infotype) Enter values of your choice here and save the data record.

g)

The Planned Working Time infotype appears. Make no changes here and save the data record.

h)

The Basic Pay infotype appears. In the PS group field, enter the value E01 and in the Level field, the value 01, then save the record.

i)

The Bank Details infotype appears. In the Bank key field, enter the value 12312312 for the citibank. Enter a value of your choice in the Bank account number field and save the data record.

j)

The Absence Quota infotype appears. Make no changes here and save the data record.

2.

k)

The Travel Privileges infotype appears. Make no changes here and save the data record.

l)

The Personnel Actions transaction appears again.

Optional: In your own words, explain the difference between the Personnel Actions and Fast Entry: Actions transactions. ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ a)

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Personnel actions allow a person to carry out personnel actions. Fast entry allows several people to carry out a (similar) personnel action one after the other. The fast entry screen is provided, on which only the most important fields from the individual infotypes are to be maintained.


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Lesson Summary You should now be able to: • Illustrate Personnel Actions using several practical examples.

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Lesson: Optional: Global Employment and Concurrent Employment Lesson Overview This lesson will explain the concept of Global Employment and Concurrent Employment within mySAP ERP HCM. The Person ID will be introduced and global assignment view through Maintain Master Data will be discussed. Concurrent employment is country specific and not available in all countries.


Describe the Person ID List the phases of Global Employment Demonstrate personnel assignment details through Maintain Master Data Describe Concurrent Employment

Business Example A global employee may hold more than one assignment outside of his/her home country for a global company. The assignment may be remunerated by different countries of the global company at the same time or sequentially. Company policies may be maintained and administered by the SAP system. An employee is sent on a global assignment. You want to explore how this is handled in the mySAP ERP HCM system.

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Lesson: Optional: Global Employment and Concurrent Employment

Figure 74: Management of Global Employment at a Glance

The management of global employees solution can be described through five main phases. New infotypes and tools assist in administration and tracking of the employee through the phases. The phases are: • • • • •

Planning of a Global Assignment Preparation for Relocation Transfer During the Assignment Repatriation

Planning Based on your company's needs you can enter the relevant information to plan a global assignment: • • •

Type, length, and status of the assignment Information regarding the family Information regarding salary and compensation plan

The process of planning a global assignment can be tailored to suit your company's global expatriate policy. New infotypes have been created to assist and store relevant information. Preparation

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A checklist can be created to assist in the process. Included in that could be activities such as booking flights, obtaining permits, booking language courses, and so on. The progress of the activities can be monitored through the checklist. Transfer The decision is finalized and the assignment is taken. The assignment is activated via the infotypes in the host country and the home country. Additional information is created or modified according to the terms negotiated in the final offer letter, including updates to infotypes 0008 Basic Pay, 0014 Recurring Payments, and 0015 Additional Payments. During the Assignment The usual human resource activities take place such as payroll, merit increases, and registering commuting activities to track the actual time spent at the host country. Repatriation Process Before the end of the global assignment, a new assignment may be found for the global employee. The global employee may be either repatriated or moves onto a new assignment. The relocation process begins again.

Figure 75: Let's take a look at an example

Based on an employees global assignment there may be a need to share data between the home and host country. New concepts such as the Person ID and new infotypes have been created. Some of the new infotypes include:

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Figure 76: Infotypes for Management of Global Employment

Some of these infotypes include: Global Assignment Details (0710) to store all the key information with regard to the global employment. Global Assignment Status (0715) to store the current status of the international assignment. Dependent Information (0704) to store relevant information to the global employee's dependents. Compensation Package Offer (0706) to store one or more compensation packages offered to the global employee, split between home and host compensation items (for example, US wages, German Social Insurance, and so on). Checklist information (0705) used to store administrative tasks by HCM processes.

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Figure 77: Concurrent Employment Model

In some countries and some businesses personnel assignments are also called personnel assigments. Technically, a personnel assignment is the Personnel Number. Persons are technically identified by the Central Person (object type CP). The CP is only used to identify which PERNR's belong to one person. Please note that data is always stored at the PERNR level (individual infotypes). The Person ID is used for dialog and navigation purposes at the user interface level. Technically, the Person ID is stored on infotype Person ID (0709) at the PERNR level.

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Figure 78: The Person ID Concept

You can easily navigate between the Personnel Assignments. An overview option allows you to display a list of all global assignments. Person ID can be generated by the system or by custom code.

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Figure 79: Personnel Assignment Listbox

Three icons allow you to see a list of assignments, overview, and assignment details. In configuration you determine what information you want available from these views.

Figure 80: Planning a Global Assignment

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Figure 81: Concurrent Employment Definition

Concurrent employment allows one employee to hold multiple positions simultaneously and link those positions together through “sync” points for employment consideration such as time, payrol,l and benefit processing. In order to accomplish this, new additions such a infotypes, header structures, time and payroll schemas, and a benefit workbench have been added to the Enterprise Release to accommodate employment tracking and processing.

Figure 82: Concurrent employment situation

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This graphic gives you an example of an employment situation that requires concurrent employment capabilities. Here we see three key parts of the concurrent employment model. The first is the Person. You tie the different positions together by the Person ID. Additionally information about the person such as name, birthday, address, and so on should be shared between the positions and no duplicate data should be required. The Personnel assignment identifies characteristics of the assignment such as remuneration, work schedule, and country assignment. The Position describes the function that the employee will perform during the assignment.

Figure 83: Concurrent Employment Model

Here are some highlights of each of the areas. For example, for Personnel Administration the Person ID concept has been realized through a new infotype. Decisions are made in configuration as to which infotypes should be shared during additional assignment processing. New prompts have been added to alert data input clerks of a second assignment. Under benefits there is a new workbench to combine service from multiple positions for benefit eligibility. Time and Payroll schemas have been enhanced to sync up positions for processing and calculations such as overtime and limits.

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Lesson Summary You should now be able to: • Describe the Person ID • List the phases of Global Employment • Demonstrate personnel assignment details through Maintain Master Data • Describe Concurrent Employment

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Unit Summary

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Unit Summary You should now be able to: • Give an overview of Personnel Administration. • List methods for maintaining employee data in mySAP ERP HCM. • Display and locate various master data infotypes • Create new infotypes • Describe and maintain subtypes for infotypes • Describe the difference between the Change, Create, and Copy functions for infotypes • Create Fast Entry as another method of data maintenance for an employee. • Illustrate Personnel Actions using several practical examples. • Describe the Person ID • List the phases of Global Employment • Demonstrate personnel assignment details through Maintain Master Data • Describe Concurrent Employment

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Test Your Knowledge


The HR System stores all data for an employee in infotype records. Several records can be added to an infotype for an employee. Determine whether this statement is true or false.

□ □ 2.

True False

Fast Entry allows an employee to maintain several infotypes at once. Determine whether this statement is true or false.

□ □ 3.

True False

The personnel actions make it possible for an employee to implement several infotypes in a pre-defined sequence. Determine whether this statement is true or false.

□ □

True False

4.

Are the PERNR and the Person ID always one in the same?

5.

The five phases of global employment include , and

,

Fill in the blanks to complete the sentence.

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Answers 1.

The HR System stores all data for an employee in infotype records. Several records can be added to an infotype for an employee. Answer: True Different records can be entered using the validity period, for example, when changing the address data of the employee.

2.

Fast Entry allows an employee to maintain several infotypes at once. Answer: False Fast Entry allows several employees to maintain one infotype all at once on a single screen.

3.

The personnel actions make it possible for an employee to implement several infotypes in a pre-defined sequence. Answer: True Examples would be the hiring action or organizational reassignment.

4.

Are the PERNR and the Person ID always one in the same? Answer: They could be the same initially depending on the generation rule used. Over time the individual may have multiple PERNR's but only one Person ID.

5.

The five phases of global employment include planning, preparation, transfer , during the assignment ,and repatriation. Answer: planning, preparation, , transfer , during the assignment ,, repatriation.

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Unit 4 Time Management Unit Overview Time Management' s main components consist of time entry and time evaluation. Time is entered into the system in a variety of ways. The time is then evaluated to determine how the hours relate to the employees work schedule and how the hours should be treated during the payroll process. Cross Application Time Sheets (CATS) is one of the options available for time entry. The four steps of CATS are introduced. If the customer is using time administrators to enter time for a large group of employees, the Time Manager's Workplace is an excellent tool to help simplify and speed up this task. You will enter time data and run your employee through time evaluation in this unit.

Unit Objectives After completing this unit, you will be able to: • • • •

Illustrate the basics of Time Management using several practical examples. Illustrate the methods in Recording Time Data using several examples. Illustrate the methods in Evaluating Time Data using several examples. Illustrate the time sheet using several examples.

Unit Contents Lesson: Basics of Time Management........................................134 Lesson: Recording Time Data ................................................142 Exercise 6: Recording Time Data ........................................153 Lesson: Evaluating Time Data ................................................159 Exercise 7: Evaluating Time Data ........................................167 Lesson: Cross-Application Time Sheet (CATS).............................173 Exercise 8: Optional: Cross-Application Time Sheet (CATS) ........177

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Lesson: Basics of Time Management Lesson Overview In this lesson, you will become acquainted with the basics of Time Management.


Illustrate the basics of Time Management using several practical examples.

Business Example You plan to implement Time Management. You require an overview of the most important terms in Time Management.

Time Management

Figure 84: Time Management: Overview

Evaluating work performed by employees and determining employee availability within an enterprise are essential elements for a human resources system. This information is also relevant for other areas, such as Controlling and Logistics, and is a factor that influences enterprise-wide decisions. MySAP ERP HCM Time Management allows you to flexibly display and record working times. Information on working times is used to calculate gross wages in Payroll.

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Lesson: Basics of Time Management

Several options are available for recording working times, including Time Manager’s Workplace (TMW), a central time sheet, online menus, time recording systems, and Employee Self-Service (ESS) applications. You can manage time accounts (such as leave, flextime) manually or automatically. Working times can be used for activity allocation in Controlling. Costs generated by the working times can be assigned according to their source in Controlling. Information from Time Management is used in Logistics to determine employees’ availability for capacity requirements planning. You can determine work requirements for the enterprise and plan employee shifts.

Figure 85: Planned Working Time Infotype

Employee planned working time is assigned in the Planned Working Time infotype (0007) using work schedule rules. Planned working time is defined in a business environment as the daily working period from start to end time, excluding breaks. By defining the planned working time for your employees, you determine how long they must work in your enterprise on a daily basis. Information on working time specific to a particular employee is represented in his or her personal work schedule. The personal work schedule contains the deviations from and exceptions to an employee’s working time that have been recorded.

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Figure 86: Recording Data in Time Management

To record employee times in mySAP ERP HCM Time Management, such as hours worked, business trips, leave, or substitutions, you can use a variety of systems and methods, such as: • • • • •

Online by time administrators Separate time recording systems Cross-Application Time Sheet (CATS) Employee Self-Service (ESS) applications Customer systems with an interface to the SAP System

Time data, such as listed above, is stored in infotypes. A personnel or time administrator records this data in various ways: • • •

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Time Manager's Workplace (TMW): Administer data for a group of employees Maintain individual infotypes: Record and change data through infotype screens Fast entry: Enter data for one infotype for multiple employees simultaneously


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Figure 87: Work Schedules (1)

The central element in Time Management is the employee's work schedule. The work schedule contains planned specifications for the employee's working time.

Figure 88: Public holiday calendar

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The standard SAP R/3 system already contains public holiday calendars. Regional holidays are included in the public holiday calendar. You can change existing and define new public holidays in the public holiday list. In addition, you can change existing or define new public holiday calendars. You assign a public holiday calendar to a personnel subarea. Public holidays are taken into account when determining bonuses or calculating leave, for example.

Figure 89: Work Schedules (2)

An employee’s planned working time is represented in a work schedule. The work schedule is generated from a period work schedule and a public holiday calendar. The period work schedule comprises a set sequence of daily work schedules. The daily work schedule contains information on a day’s working time including breaks. The sequence can reflect regular and variable working times. The period work schedule is applied to the calendar. The work schedule rule encompasses all the specifications required to define the work schedule. The work schedule is used as the basis for time data evaluation. Examples: •

•

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The work schedule shows how many hours salaried employees must work to be entitled to their full salary. Depending on the specifications defined for the individual employee, any additional hours worked are identified as overtime in Time Evaluation. If you only record deviations to the work schedule, planned working time is used as the basis for time evaluation.


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You assign a work schedule to an employee in the Planned Working Time infotype (0007) using work schedule rules. You can branch from the Planned Working Time infotype to the personal work schedule.

Figure 90: Recording Time Data

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You can use two different methods to record employee time data in the SAP system: 1.

Record only deviations from the work schedule In this method, you record time data for employees only when their working times deviate from those assigned in their work schedules. You can record the latest employee data such as an employee illness, schedule and record substitutions, and enter an employee‘s standard annual leave.

2.

Recording all actual times In this method, you record all actual times, that is, all types of occurrences such as the hours an employee actually worked, absences, and so on. There are two ways to record actual times: •

Automatic Recording You can record actual times using separate time recording systems. The data is then uploaded to the SAP system, where it is processed in Time Evaluation.

•

Manual Recording You can also record employees’ working times manually using the Attendances infotype (2002).

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Lesson Summary You should now be able to: • Illustrate the basics of Time Management using several practical examples.

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Lesson: Recording Time Data Lesson Overview In this lesson, you will become acquainted with the main features available in Recording Time Data.


Illustrate the methods in Recording Time Data using several examples.

Business Example The time administrator should only record exceptional time data, such as an employee's illness or leave.

Time data

Figure 91: Required Infotypes for Negative Time Management

In mySAP ERP HCM Time Management, there are certain master data infotype records that you must create for every employee. Time management data is stored in the same master data records used by other HCM areas, such as Payroll or Personnel Planning and Development.

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Lesson: Recording Time Data

The following master data infotypes are required for negative time management: • • • •

Organizational Assignment (0001) Personal Data (0002) Planned Working Time (0007) Absence Quotas (2006)

Figure 92: Types of Time Data

Valuation and remuneration of employee working time is based on time data recording. You can alternatively record deviations from or exceptions to an employee‘s work schedule in the Time Manager’s Workplace (TMW). This information is then stored in the appropriate infotypes. Examples of employee time data are hours worked, leave, illness, overtime, substitutions, and business trips.

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Figure 93: Attendances and Absences

Employee attendances can be business trips, participation in seminars, hours worked, or teaching a training course. Attendances are entered in the Time Manager's Workplace using the relevant time data IDs. The information is stored in the Attendances infotype (2002), which is subdivided into various attendance types (subtypes). Overtime is the time an employee works over and above the planned working time stipulated in the daily work schedule. It is also entered in the Time Manager's Workplaces as an attendance. Time Evaluation calculates overtime automatically on the basis of the complete actual times. An employee's absences may include leave or illness. Absences are calculated on the basis of an employee’s personal work schedule. Absences are stored in the Absences infotype (2001), which is subdivided into various absence types (subtypes). Attendances and absences can be partial-day, full-day, or for several days. You determine this in Customizing. Attendances and absences can be deducted from entitlements, or quotas, as they are known. Examples of this include standard annual leave, overtime approvals, or entitlements to further training. Some attendances and absences can influence an employee’s remuneration; others have a purely statistical function.

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Figure 94: Additional Information for Time Data

You can set up a different payment in various time management infotypes (such as Attendances, Absences, and Availability) to stipulate the following types of compensation: • • • •

Bonus (premium) as supplemental remuneration A different payment by assigning a rate (deviating from the employee's regular rate) Remuneration with information about the position (specific payment for a certain position) Bonus or deduction of concrete amounts using the extra pay indicator and the valuation basis

Actual personnel costs can be allocated either to the employee’s main cost center or to another one through an order. You can customize which information can be entered with the time data. Activities performed in an enterprise can be allocated internally. Activities allocated internally include employees' time data (for example, when employees work for another department). If these times (activities) are to be allocated between cost centers, you enter a receiver cost center as well as an activity type for valuating the activity performed. The activity type allows you to valuate the activity with an internal allocation rate in Controlling. The sender cost center (usually the employee's master cost center) is credited and the receiver cost center is debited.

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Figure 95: Layout and Screen Areas of the Time Manager's Workplace (TMW)

The Time Data Maintenance and Message Processing tasks are delivered in the Time Manager's Workplace in the standard system. The layout of the screen areas for the Time Data Maintenance task is displayed in the previous diagram. The layout is similar for the Message Processing task. The Calendar is used to select the time period for which time data is to be entered. The Employee List contains the employees assigned to the time administrator. Time administrators can select the employee or employees from this list for whom they want to enter or change time data. They can display additional information for any selected employee in the Info Area (such as details on master data or time accounts). In the Recording Time Data screen area, you enter and maintain time data using intuitive time data IDs (such as “I” for illness or “L” for leave). Any additional specification for the time data can be entered in the Details area (such as activity allocation specifications for an attendance), if required. Information on time data recorded is also visible in the Details area (person who entered the data, date on which data was entered, and so on). This area can be hidden or shown. The Messages area contains any messages or confirmations on time data entered by the time administrators. These messages can be informational, warnings, or error messages. The Message area can be placed in the Info Area. This can be realized in Customizing.

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Figure 96: Recording Time Data

The Time Manager‘s Workplace is a task-oriented interface for maintaining time data and processing evaluation messages. This interface is specifically designed to meet the needs of time administrators in decentralized departments. The screen and functions displayed in the Time Manager‘s Workplace can be adjusted for your time administrators by using profiles to meet their task-specific requirements. The Time Manager‘s Workplace is always called using a profile that determines: • •

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Figure 97: TMW Team View: New in Extension 2.0

Using the team views, time administrators can record time data for several employees in one view. The team view also can be used to get overview information, such as who is absent due to illness or leave.

Figure 98: Calendar Views in the TMW

The calendar view provides a graphical overview of a person's time data. The day, week, month, and year calendars are available here.

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You require a quick overview of a large time period. The use of colors for the time data IDs enables you to quickly differentiate different types of time data. You can also maintain data in this view. The color-coded time data IDs are displayed in a bar to the left of the calendar. You can Drag & Drop them to the required days. These can be processed further using Copy & Paste (for example, recurring attendances/absences are copied to the appropriate days.) You can determine your own user settings for each calendar view. For example, you can choose yellow as the color for the column heading. Because they work in a similar way to well-known PC applications (such as Microsoft Outlook), the calendars are very easy to use.

Figure 99: Personalized Time Data IDs

The Time Manager's Workplace or TMW is a user-friendly user interface for recording time data. Intuitive time data IDs are used to enter data. The time data itself is stored in the relevant time management infotypes. The IDs are defined for each type of time data in Customizing. For example, a time data ID such as OT can be defined for an absence type that is valuated using an overtime compensation type (such as Time off plus overtime rate) in time evaluation. The Attendances infotype (2002) and subtype for this attendance type are assigned to the time data ID in Customizing. The overtime compensation type is also defined for the time data ID. Time data entered in the TMW using time data can also be processed in the Time Data Maintenance transaction and vice versa.

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Time data IDs can also be generic (for example, the corresponding subtype is not specified). If time administrators use a generic ID for time data, they should specify its use in the Details area.

Figure 100: Absence type: Illness

You record and maintain the absence type Illness in the Time Manager’s Workplace. This information is stored in the Absences infotype (2001) as subtype Illness. Absence hours and absence days are calculated on the basis of an employee’s personal work schedule. The calendar days are the number of days between the start and end date in the leave record, including non-working days. Hint: Depending on the country-specific laws, you may require additional information on incapacity to work. You can enter this information in additional fields.

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Figure 101: Absence Type: Leave

Like the other absences, the absence type Leave is also recorded in the Time Manager’s Workplace and the data is stored as a subtype of the Absences infotype (2001). Hint: You can only save this absence type if there is sufficient quota available. You can determine leave entitlement for all employees at once using the report RPTQTA00 (Generating Absence Quotas).

Figure 102: Collision Checks: Examples

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When recording time data, data records frequently overlap one another. These overlapping records are called collisions in the SAP system. When you enter a new time data record, the system checks whether other records have been entered for the employee for the same time period. Collision checks prevent data records that conflict with one another from co-existing in the system. When collisions occur, the system reacts by issuing a warning or error message, or by delimiting the old record. Hint: You can define collisions for all time management infotypes in Customizing.

Figure 103: Quota Overview

An absence quota is an employee’s time-limited entitlement to an absence. Similarly, an attendance quota is an employee’s time-limited entitlement to an attendance. The quota overview provides: • • • • •

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A clear overview of an employee’s current absence entitlements. Detailed information about automatically generated quota entitlements. The option of correcting quota entitlements manually. A simulated projection of future quota entitlements. Ability to print an overview of the projected quota entitlements.


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Exercise 6: Recording Time Data Exercise Objectives After completing this exercise, you will be able to: • Maintain time data using the Time Manager’s Workplace (TMW). • Display time data entered in the TMW in the individual infotypes.

Business Example All employees work according to a given work schedule. The time administrator enters an employee’s leave in the system, for example. Hint: Replace ## with your group number.

Task 1: Before you work with the TMW, make the settings that make your work easier: 1.

The Time Manager’s Workplace is a tool that can be personalized for each user. Have a look at your user parameters and write out the following parameters that configure the TMW for you. PT_TMW_PROFILE: _________________________ PT_TMW_TDLANGU:_________________________

2.

Access the Time Manager’s Workplace and check whether your three employees are in the employee list. If an employee is missing, maintain the Time field under Administrator in the Organizational Assignment infotype for the relevant personnel number.

Task 2: Record the following situations for your employee George Vega (500993##): Note: Please be careful with the messages in the message area. Hint: If none of your employee is in the employee list, please use the temporarily insert employees function. 1.

Doctor’s appt: George has a doctor’s appointment from 10:00 to 12:00 pm on a workday in the middle of next week. Use AZRT as the time data ID.


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2.

Overtime: In addition to his normal work schedule, George works overtime from 17:00 pm to 19:00 pm on another workday in the middle of next week. Use “M” as the time data ID.

3.

Leave: George has requested leave for the last two weeks of next month. Maintain this in the calendar view, using “U” as the time data ID and the absence type of 0100.

Task 3: Optional Exercises 1.

Exit the Time Manager’s Workplace and access the time data maintenance function (individual infotype maintenance). Display the data you maintained in the TMW in the relevant infotypes and work out the following relationships between the time data IDs in the TMW and the infotypes and subtypes. Situation

Abbreviation

Leave

U

Overtime

M

Doctor’s appt

AZRT

Infotype

Subtype

2.

In the individual infotype maintenance function, maintain standard annual leave for Catherine Camino (500991##) for the last week of next month.

3.

Check that the leave record you have just maintained is also visible in the TMW for Catherine Camino (500991##). Use the Calendar view.

4.

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Display the quota overview for George Vega (personnel number 500993##).


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Solution 6: Recording Time Data Task 1: Before you work with the TMW, make the settings that make your work easier: 1.

The Time Manager’s Workplace is a tool that can be personalized for each user. Have a look at your user parameters and write out the following parameters that configure the TMW for you. PT_TMW_PROFILE: _________________________ PT_TMW_TDLANGU:_________________________ a)

From the menu, choose System → User Profile → Own Data. Choose the Parameters tab.

b)

The parameters relevant for the task are: PT_TMW_PROFILE: Z_HR100_Time_Admin PT_TMW_TDLANGU: SET_XX/001

2.

Access the Time Manager’s Workplace and check whether your three employees are in the employee list. If an employee is missing, maintain the Time field under Administrator in the Organizational Assignment infotype for the relevant personnel number. a)

Start the transaction Human Resources → Time Management → Administration → Time Manager's Workplace from the SAP Easy Access Menu.

b)

If your three employees do not appear in the employee list, check the Organizational Assignment infotype (0001) for the missing personnel numbers. The value T## has to be entered in the Time field under Administrator. Enter the missing information as required, by choosing the create details icon. Then exit and re-enter the TMW.


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Task 2: Record the following situations for your employee George Vega (500993##): Note: Please be careful with the messages in the message area. Hint: If none of your employee is in the employee list, please use the temporarily insert employees function. 1.

2.

3.

Doctor’s appt: George has a doctor’s appointment from 10:00 to 12:00 pm on a workday in the middle of next week. Use AZRT as the time data ID. a)

In the calendar, select a working day in the middle of next week.

b)

Double-click on George Vega to edit his time data.

c)

In the Time Data tab page, select AZRT from the Time Data ID column, and enter the start time of 10:00 and the end time 12:00. Choose Enter to confirm the entries. Save your entries.

Overtime: In addition to his normal work schedule, George works overtime from 17:00 pm to 19:00 pm on another workday in the middle of next week. Use “M” as the time data ID. a)

In the calendar, select a working day in the middle of next week.

b)

In the Time Data tab page, select M from the Time Data ID column, and enter the start time of 17:00:00 and the end time 19:00:00. Choose Enter to confirm the entries. Save your entries.

Leave: George has requested leave for the last two weeks of next month. Maintain this in the calendar view, using “U” as the time data ID and the absence type of 0100. a)

In the calendar, select the first two weeks of next month.

b)

Choose Create and enter U in the time data ID field, choose Enter and Absence type 0100. Choose Enter to confirm the entries. Save your entries.

Task 3: Optional Exercises 1.

Exit the Time Manager’s Workplace and access the time data maintenance function (individual infotype maintenance). Display the data you maintained in the TMW in the relevant infotypes and work out the following relationships between the time data IDs in the TMW and the infotypes and subtypes.


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Situation

Abbreviation

Leave

U

Overtime

M

Doctor’s appt

AZRT

3.

Subtype

a)

Exit the TMW and, from the menu, choose Time Management → Administration → Time Data → Maintain.

b)

Display an overview of the Attendances and Absences infotypes for the current year for George Vega (500993##). Situation

Abbreviation

Infotype

Subtype

Leave

U

Absences

0100

Overtime

M

Attendances

0801

Absences

230

Doctor’s appt AZRT 2.

Infotype

In the individual infotype maintenance function, maintain standard annual leave for Catherine Camino (500991##) for the last week of next month. a)

Create a record of the Absences infotype (IT2001) for Catherine Camino (500991##).

b)

Select the subtype 0100.

c)

Use the possible entries help to determine the start and end dates of the data record.

d)

Save the record.

Check that the leave record you have just maintained is also visible in the TMW for Catherine Camino (500991##). Use the Calendar view.

4.

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a)

Access the Time Manager’s Workplace.

b)

Select Catherine Camino and display the calendar view for the next month. The last week should be marked as leave.

Display the quota overview for George Vega (personnel number 500993##). a)

Exit the TMW and, from the menu, choose Time Management → Administration → Time Data → Quota Overview..

b)

Enter the personnel number 500993## and choose Enter to confirm.


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Lesson Summary You should now be able to: • Illustrate the methods in Recording Time Data using several examples.

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Lesson: Evaluating Time Data

Lesson: Evaluating Time Data Lesson Overview In this lesson, you will become acquainted with the options available in Evaluating Time Data.


Illustrate the methods in Evaluating Time Data using several examples.

Business Example The time events entered at time recording terminals are evaluated by Time Evaluation prior to payroll processing.

Time Evaluation

Figure 104: Required Infotypes for Positive Time Management

In mySAP ERP HCM Time Management, there are certain master data infotype records that you must create for every employee. Time management data is stored in the same master data records used by other HR areas, such as Payroll or Personnel Planning and Development.

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The following master data infotypes are required for Time Management: • • • •

Organizational Assignment (0001) Personal Data (0002) Time recording information (0050): This infotype is used in Time Evaluation. It can contain interface data on the subsystem and additional data on the employee that is relevant for time evaluation.

•

Absence Quotas (2006)

Figure 105: Time Evaluation: Overview

In the mySAP EPR HCM system, the term “time evaluation” is used to describe the evaluation of employees’ attendances and absences using a report. Front-end time recording systems are often used to record actual data. Employees use these systems to record their start and end times (actual working times) electronically using a time recording ID card. The data is then uploaded to the HCM system, where it is processed in Time Evaluation. The system then compares the employees’ actual times with those specified in the monthly work schedules, and valuates the data. However, use of time recording terminals is not necessary for working with time evaluation. You can also record employees’ working times manually using the Attendances infotype (2002). It is also possible to perform time evaluation without having recorded employees' actual times.

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Figure 106: Using Time Recording Systems

The most common way for employees to enter their own working times is by using time recording systems. Using time recording systems considerably reduces the burden on HCM departments and time administrators. Time recording systems enable you to record attendance times automatically. Employees post at the time recording system when they: • • • •

Arrive at work Have a break Work off-site Leave work

Time administrators can display, and if necessary change, the recorded time data or maintain it using the Time Manager's Workplace or the Time Events infotype (2011). The infotype contains information such as the origin of the record (whether it was recorded manually or at a subsystem) and the terminal ID.

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Figure 107: Time Evaluation Driver (RPTIME00)

Time evaluation is performed by the time evaluation driver RPTIME00. It evaluates employees' time data that has been recorded either at the time recording terminals or in the time management infotypes. Time evaluation generally runs once daily, overnight, and is started using a batch job. It is normally used for large groups of employees. You can also run time evaluation for individual employees or groups of employees, or for particular past evaluation periods. For example, this function is particularly useful for test purposes. The time evaluation report can also be run for future periods. A future evaluation can be useful in the following situations: • •

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You want time evaluation to determine an employee’s anticipated absence entitlements when absence quotas are generated automatically. You want to evaluate planned times in shift planning while taking anticipated overtime income into account, for example.


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Figure 108: Principle of Time Evaluation

The time evaluation driver RPTIME00 compares the recorded actual times (in this case, time events P10 and P20) with the planned specifications from the Planned Working Time infotype (0007). In the example shown, this results in five minutes of overtime.

Figure 109: Using the Data Determined

The overtime determined by the time evaluation driver has to be processed accordingly in the system. The system must first decide whether the overtime is approved. In the example displayed above, there is an attendance quota from which it can be deducted.

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The overtime is then posted to a time account, in this case the employee’s time off from overtime account.

Figure 110: Processing Messages in the TMW

An improved message processing function is integrated in the Time Manager‘s Workplace. The same interface used for maintaining time data is also used for processing time evaluation messages. Various messages can be displayed, for example: • •

• •

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Errors that cause time evaluation to terminate, such as missing time postings. Errors that do not cause time evaluation to terminate but set the recalculation date to the day with errors, such as the working time was not finished when time evaluation was run. Information relating to situations of note, for example, core time violations. Notes (not highlighted) such as core time violations, do not require postprocessing.


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Figure 111: Form Layout

You can use the time statement to create an employee-related overview of the time evaluation results. You can also use the time statement to inform employees of their current balances, time credits, daily attendance times, and so on. You can provide employees with this information in a printed form, or using the Internet/intranet application. The time statement can be used by an Employee Self Service too.

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Exercise 7: Evaluating Time Data Exercise Objectives After completing this exercise, you will be able to: • Change an employee’s Time Management status • Run time evaluation

Business Example In the following exercises, you carry out the positive time management scenario for George Vega (500993##). You have to modify his master data so that he can be included in time evaluation. You manually enter the time events that in practice would be uploaded from a terminal. In practice, time evaluation runs automatically overnight; you will start the report manually in this exercise. Hint: Replace ## with your group number.

Task 1: George Vega (500993##) switched from negative to positive time management on Thursday last week. 1.

Copy the infotype Planned Working Time from this time and change the time management status to Time Evaluation of actual time.

Task 2: 1.

In the Maintain Time Data transaction, choose List Entry, and maintain the following time events for George Vega (500993##): On the first day of positive time management, George arrived at work at 08:01 (time event P10) and went home at 16:58 (time event P20). On the second day, he arrived at 08:02 and went home at 17:01. On Monday, he arrived at 07:59, but forgot to clock out in the evening. Today he arrived at 08:05. In the Easy Access Menu, navigate to Human Resources → Time Management → Administration → Time Data → Maintain. Continued on next page

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Select the attendance infotype and then choose List Entry to access the Time Events infotype for this month for George Vega (500993##).

Task 3: Carry out the following transaction in the system: 1.

Run time evaluation for George Vega. Use personnel number 500993##, evaluation schema TM00, the variant SAP&TEDT, and specify that you want to see the log. Choose an evaluation period that includes all times you just maintained.

Task 4: Optional 1.

Access the TMW and display George Vega's (500993##) data. In the Easy Access Menu, navigate to Human Resources → Time Management → Administration → Time Manager's Workplace. Double-click on George Vega (500993##) to display his data. Note: After correction of the error, you could start the time evaluation for George Vega (500993##) again in the TMW. When carrying out a new time evaluation, you may need to set the evaluation schema TM00 again manually on the entrance screen. Note: You could show the time statement for George Vega (500993##) in the TMW.

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Solution 7: Evaluating Time Data Task 1: George Vega (500993##) switched from negative to positive time management on Thursday last week. 1.

Copy the infotype Planned Working Time from this time and change the time management status to Time Evaluation of actual time. a)

Start the Maintain transaction from your Favorites in the SAP Easy Access menu.

b)

Copy the Planned Working Time (0007) infotype for George Vega (500993##). Enter the date of last Thursday as the start date of the new data record.

c)

In the Time Management field, enter the value Time evaluation of actual time and save your entries.

d)

Save the Time Recording Information infotype. Enter data of your choice in the time recording ID number field. Save the Time Recording Information infotype. What has brought you to this infotype? A dynamic action.

Task 2: 1.

In the Maintain Time Data transaction, choose List Entry, and maintain the following time events for George Vega (500993##): On the first day of positive time management, George arrived at work at 08:01 (time event P10) and went home at 16:58 (time event P20). On the second day, he arrived at 08:02 and went home at 17:01. On Monday, he arrived at 07:59, but forgot to clock out in the evening. Today he arrived at 08:05. In the Easy Access Menu, navigate to Human Resources → Time Management → Administration → Time Data → Maintain.


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Select the attendance infotype and then choose List Entry to access the Time Events infotype for this month for George Vega (500993##). a)

On the first day of positive time management, George arrived at work at 08:01 (time event P10) and went home at 16:58 (time event P20). On the second day, he arrived at 08:02 and went home at 17:01. On Monday, he arrived at 07:59, but forgot to clock out in the evening. Today he arrived at 08:05.

b)

Enter the required data in the Date, Time, and Time Events columns in the list entry screen.

c)

Save your entries.

Task 3: Carry out the following transaction in the system: 1.

Run time evaluation for George Vega. Use personnel number 500993##, evaluation schema TM00, the variant SAP&TEDT, and specify that you want to see the log. Choose an evaluation period that includes all times you just maintained. a)

In the Easy Access Menu, navigate to Human Resources →Time Management → Administration → Time evaluation → Time evaluation. In the Personnel no. field, enter the value 500993##. In theevaluation up to date, enter the date which includes all records you just created, i.e. start time evaluation on Thursday last week. Choose Program Options, select Display Log, and choose Select. Confirm your selection with Enter.

b)

Run time evaluation by selecting execute. You can see the error resulting from the previous exercise in the report log.

Task 4: Optional 1.

Access the TMW and display George Vega's (500993##) data. In the Easy Access Menu, navigate to Human Resources → Time Management → Administration → Time Manager's Workplace.


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Double-click on George Vega (500993##) to display his data. Note: After correction of the error, you could start the time evaluation for George Vega (500993##) again in the TMW. When carrying out a new time evaluation, you may need to set the evaluation schema TM00 again manually on the entrance screen. Note: You could show the time statement for George Vega (500993##) in the TMW.

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a)

Go to message processing.

b)

From the menu, choose Goto → Process messages.

c)

Correct the error by entering and saving a time event, P20 - Clock-out for 17:00.

d)

Go to the Time Events tab page and maintain the P20 time event for 17:00 on the day of the error.

e)

Save your data.

f)

Choose time evaluation to start the evaluation again.

g)

Choose time statement to view the time data.


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Lesson Summary You should now be able to: • Illustrate the methods in Evaluating Time Data using several examples.

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Lesson: Cross-Application Time Sheet (CATS)

Lesson: Cross-Application Time Sheet (CATS) Lesson Overview In this lesson, you will become acquainted with using the Cross-Application Time Sheet.


Illustrate the time sheet using several examples.

Business Example Your company's field employees use the Cross-Application Time Sheet to record their data.

What is CATS?

Figure 112: What is CATS?

The Cross-Application Time Sheet (CATS ) is another form of Employee Self-Service. You can use it to record the actual working times of individual employees.

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The Cross-Application Time Sheet offers the following advantages: • • • • • •

Cross-application standard screens for entering working times Ease of use for all users Default values and data entry templates Integrated approval process Support for corrections SAP enhancements for increased flexibility in the definition of authorization checks, plausibility checks, and default values

Figure 113: Standalone User Interfaces

CATS classic is the original user interface of the Cross-Application Time Sheet in the SAP system. It is particularly suited to users that also use the SAP system to complete other tasks. CATS classic is the most suitable user interface. For example, secretaries can enter working times for multiple personnel numbers. CATS regular offers a similar data entry screen and comparable functions to CATS classic. However, this user interface has been optimized for use as an Employee Self-Service (ESS) application in a Web browser. The data entry screen for CATS notebook is similar to that of CATS classic and CATS regular. CATS notebook also runs in the Web browser. CATS notebook is designed for use with notebooks, and is particularly suited to employees who have to travel a lot and cannot always have a connection to the SAP system to record their working times. CATS notebook saves the working times entered in its own data store on the notebook. The next time CATS notebook is connected to the SAP system, it synchronizes this data store with the CATS database in the SAP

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system. The synchronization ensures that you can change working times both in CATS notebook and in the SAP system and that the most important working time attributes are available in the input help on the notebook. CATS instant is an iView and runs in an enterprise portal. It enables you to enter your current tasks or working times as you go along. CATS instant is aimed primarily at users who have to record billable tasks. Such users may need to record the time they have spent on individual tasks accurately and at several times during the day. This iView enables users to record their working times quickly and easily. A worklist, from which users can choose the most important account assignment objects, is available for entering tasks. CATS phone is a WAP application and runs on WAP-enabled cell phones. Similarly to CATS instant, it is aimed primarily at users who have to record billable tasks. In addition, it is primarily aimed at employees who have to travel a lot and visit several customers each day. CATS phone enables these employees to enter their tasks quickly as they go along. A worklist, from which users can choose the most important account assignment objects, is available for entering tasks.

Figure 114: CATS Business Process

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The process in the Cross-Application Time Sheet (CATS) consists of the following steps: • • • •

Entry of time data in the time sheet Release of time data Approval of time data (also using a Workflow) Transfer of time data to the target component Hint: The steps “release time data” and “approve time data” are optional.

Figure 115: Prerequisites for Using CATS

The prerequisites for working with the Cross-Application Time Sheet are: •

•

•

176

Data entry profile for the entry of employee-related data. The profile defines which fields are available for data entry and the target applications to which data is to be transferred, for example. HR mini-master (personnel number and personal data of the employees for whom data is to be entered). You can store various employee-specific default values for CATS in the Time Sheet Defaults infotype (0315). Applicable authorizations for working with the time sheet.


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Exercise 8: Optional: Cross-Application Time Sheet (CATS) Exercise Objectives After completing this exercise, you will be able to: • Record time data in the Time Sheet. • Release your time data for approval.

Business Example Some of the employees at your company use the Cross-Application Time Sheet to record their time data. After being released, the data is approved and transferred to the Time Management component.

Task 1: Carry out the following transaction: 1.

Default values for the time sheet can be entered in the Time Sheet Defaults (infotype 0315). Display the infotype for Catherine Camino (500991##).

Task 2: Enter the following time data for Catherine Camino (500991##) in the Cross-Application Time sheet, using the “HR” profile. 1.

Enter 7.5 hours of attendance for yesterday.

2.

Enter 5 hours of attendance and 2.5 hours for a partial-day doctor’s appointment for today.

3.

Enter 7.5 hours of leave for another workday in this week.

4.

Check your entries and release the times for approval.

Task 3: 1.

Approve the data you entered and released for Catherine Camino (500991##) in the first exercise.

2.

Transfer Catherine's (500991##) approved times to the HR system.

3.

Check the transferred time data in Time Management. Check whether the transferred time data is entered in the “Attendances” infotype for Catherine Camino (500991##).

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Solution 8: Optional: Cross-Application Time Sheet (CATS) Task 1: Carry out the following transaction: 1.

Default values for the time sheet can be entered in the Time Sheet Defaults (infotype 0315). Display the infotype for Catherine Camino (500991##). a)

Start the transaction Human Resources → Personnel Management → Administration → HR Master Data → Display from the Easy Access Menu.

b)

In the Infotype field, enter the value 315 and choose Display.

Task 2: Enter the following time data for Catherine Camino (500991##) in the Cross-Application Time sheet, using the “HR” profile. 1.

Enter 7.5 hours of attendance for yesterday. a)

In the Easy Access Menu, navigate to Human Resources Time Management → Time Sheet → CATS classic → Record Working Times. Select the data entry profile HR and the personnel number 500991## by using the settings function. Choose Record Time Data. Note: you may have to choose change and then back out to change your personnel number.

b)

2.

3.

Enter 7.5 in the column for yesterday’s date and choose Enter to confirm. The system automatically proposes the attendance/absence type “0800” = Attendance Hours.

Enter 5 hours of attendance and 2.5 hours for a partial-day doctor’s appointment for today. a)

In the same row, enter 5 in the column for today’s date..

b)

In a new row, enter “0230 = Doctor’s appointment” in the Attendance/Absence Type field and enter 2.5 in the column for today’s date.

Enter 7.5 hours of leave for another workday in this week. a)

In a new row, enter “0100 = leave” in the Attendance/Absence Type field and enter 7.5 in the column for today’s date.


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4.

Check your entries and release the times for approval. a)

Switch to the Release view by choosing Release View. Check that all the values are correct for the given situations. Select all three rows and choose Release.

b)

Save your entries.

Task 3: 1.

Approve the data you entered and released for Catherine Camino (500991##) in the first exercise. a)

In the Easy Access Menu, navigate to Human Resources →Time Management → Time Sheet → Approval → Approve Working Times.

b)

In the Personnel no. field, enter the value 500991## and run the report. Hold down Shift- and select all the rows.

c) 2.

Choose Approve.

Transfer Catherine's (500991##) approved times to the HR system. a)

In the Easy Access Menu, navigate to Human Resources →Time Management → Time Sheet → Transfer → Human Resources .

b)

In the Personnel no. field, enter the value 500991## , and run the report. Review the log.

3.

Check the transferred time data in Time Management. Check whether the transferred time data is entered in the “Attendances” infotype for Catherine Camino (500991##).

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a)

In the Easy Access Menu, navigate to Human Resources →Time Management → Administration → Time data → Maintain.

b)

Enter the personnel number 500991## and display the overview of the Absences infotype.


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Lesson Summary You should now be able to: • Illustrate the time sheet using several examples.

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Unit Summary

Unit Summary You should now be able to: • Illustrate the basics of Time Management using several practical examples. • Illustrate the methods in Recording Time Data using several examples. • Illustrate the methods in Evaluating Time Data using several examples. • Illustrate the time sheet using several examples.

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Test Your Knowledge


If only time data that differs from the work schedule is recorded for an employee, this is positive time management. Determine whether this statement is true or false.

□ □ 2.

True False

The TMW is an interface for the time administrators for maintaining time data and processing evaluation messages. Determine whether this statement is true or false.

□ □ 3.

True False

Overlapping time data records are called overtime. Determine whether this statement is true or false.

□ □ 4.

True False

The abbreviation CATS is derived from Ccomputer Aided Time Star. Determine whether this statement is true or false.

□ □

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True False


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Answers 1.

If only time data that differs from the work schedule is recorded for an employee, this is positive time management. Answer: False The negative time management was described. The complete actual data is recorded with positive time management.

2.

The TMW is an interface for the time administrators for maintaining time data and processing evaluation messages. Answer: True This interface is specifically designed to meet the needs of time administrators in decentralized departments.

3.

Overlapping time data records are called overtime. Answer: False Of course, they are called collisions.

4.

The abbreviation CATS is derived from Ccomputer Aided Time Star. Answer: False This abbreviation is derived from Cross Application Time Sheet, which refers to a time data recording template that overlaps applications.

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Unit 5 Introduction to Payroll Unit Overview In this unit, the Human Resource Payroll concept is shortly described. You will run a payroll for an employee and view the payroll log. Please note that there is an own overview course HR110 Essentials of Payroll in the Curriculum.

Unit Objectives After completing this unit, you will be able to: • •

Describe the Payroll procedure Run a payroll for your employees and create a remuneration statement

Unit Contents Lesson: Payroll Processing....................................................186 Exercise 9: Optional: Payroll Processing ...............................199

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Lesson: Payroll Processing Lesson Overview From the employees' point of view, they work to be paid and they want to be paid accurately. You will see how the calculation of payroll is handled and how employees are given remuneration statements so they can review the pay. This unit covers the basics of payroll management and includes a simulated payroll run. For more information please refer to the overview course HR110 Essentials of Payroll.


Describe the Payroll procedure Run a payroll for your employees and create a remuneration statement

Business Example From the business side, you want to utilize the employee master data and the time records to accurately produce a payroll run. You have to allow for deductions such as payment for benefits, taxes, garnishments, and so on. Finally, the internal and external accounting functions need to be informed of the payroll amounts and checks have to be printed or electronic transfers created. The employee has certain inputs into the payroll system, hours worked, tax data, benefits data, and so on, and looks forward to an output—a paycheck! The employee can utilize ESS to view their remuneration statement and to create paycheck simulations based on changes to their benefit and tax selections.

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Lesson: Payroll Processing

Payroll Accounting

Figure 116: Payroll Accounting

Broadly speaking, Payroll Accounting is the calculation of payment for work performed by each employee. More specifically, payroll accounting comprises a number of work processes, including the generation of payroll results and remuneration statements, bank transfers, and check payments. Payroll Accounting also includes a number of subsequent activities, for example: • • •

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Transfer of payroll results to Accounting Various evaluations, such as evaluating the payroll account Transfer of payments to third parties, such as taxes


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Figure 117: Overview of the Payroll Procedure

The calculation of payment comprises two main steps: 1. 2.

Calculation of remuneration elements Statutory and voluntary deductions (country-specific)

Both the remuneration elements and the statutory and voluntary deductions consist of individual payments and deductions that are calculated for an employee during a payroll period. These payments and deductions are included in the payment calculation by means of different wage types. The employee is usually paid by bank transfer or check and the payment amount is printed in a form for the employee.

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Figure 118: Calculation of Remuneration Elements

The remuneration elements for an employee are formed from individual wage and salary types that are used during a payroll period. Payments such as basic pay, various bonuses, and gratuities are included in the remuneration calculation. Deductions can be made for items such as a company-owned apartment, company-sponsored day care, or similar benefits. Different factors determine whether such benefits increase or reduce the taxable income. This is determined by country-specific regulations and, in some countries, the philosophy of the company. An employee's remuneration consists of all wage types calculated for him or her during a payroll period.

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Figure 119: Statutory and Voluntary Deductions

Voluntary and statutory deductions, such as tax and social security contributions, are taken from the gross calculation to determine the payment amount. Different gross values, such as total gross amount and gross tax amount, are used to calculate the deductions. For this reason, different totals are formed during the payroll run, and these totals are used for subsequent processing.

Figure 120: Payroll Areas

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Payroll areas are used to group employees for whom a payroll process is started at the same time. A payroll area also determines the exact date of the payroll run. If a company wants to start payroll processing or to pay some of its employees monthly, others weekly, at least two payroll areas are needed - one for monthly payment and one for weekly payment. The payroll area is used as a selection criterion for many steps in payroll processing, e.g. for the payroll run, salary statements and reporting. Additional selection criteria can be used to further reduce the number of employees for one payroll run, e.g. cost center, employee group (these selection criteria should be used mainly for simulation as the payroll control record is ignored). If you want to start payroll from the menu, first specify the country, then call up the control record for the relevant payroll area. Here you carry out the required steps in preparation for the payroll run.

Figure 121: Overview of Payroll Process

During the payroll run, master data and time data changes that affect the payroll past and payroll present are not permitted. The payroll program reads the master data and time data infotypes, which means that changes affected during the payroll run could jeopardize the accuracy of the payroll results. It also means that you must not run the payroll during master data maintenance. This is controlled by the payroll control record. The relationship between the menu and payroll control record is as follows:

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Function in menu

Status of payroll control record

Release payroll

Release for payroll

Start payroll

The payroll program is started and the status of the payroll control record remains released for payroll

Check result

Check payroll results

Corrections

Release for correction

Exit payroll

Exit payroll

Payroll accounting is usually performed separately for different employee groups. The payroll period is not always the same for all employees. For example, you run payroll for one group at the end of the month for the current month, while for another group, you run payroll on a weekday for the previous week. Pay for Period and Pay Date determine the Payroll Area. Employees included in a payroll run at the same time and for the same payroll period are grouped into one payroll area. Payroll areas facilitate the following functions in Payroll Accounting: • •

Personnel numbers that are to be included in the same payroll run are grouped together. The payroll period and pay dates are defined using specific dates in a payroll calendar.

Personnel numbers are assigned to a payroll area in the Organizational Assignment infotype (0001). It is possible to have a default value for the payroll area entered in the corresponding field. This depends on the assignment of the employee to the personnel subarea and employee group/employee subgroup grouping.

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Figure 122: Payroll Driver Selection Screen

The personnel numbers to be included in the payroll run are selected by specifying a payroll area in the payroll driver selection screen. The payroll period is transferred directly from the payroll control record to the payroll program. In a live run, the system determines the payroll period. The last period to be included in a payroll run is stored in the payroll control record for each payroll area. The current payroll period is the last period to be included in a payroll run, plus one. Hint: Payroll driver should be started by Personnel Number or Payroll Area only. Even if using Personnel Number, include the appropriate Payroll Areas in the selection area.

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Figure 123: Payroll Log

The payroll log has a table of contents in the form of a tree structure. You can access specific detailed information from the nodes in the tree structure. Detailed headers enable you to search successfully for errors and facilitate navigation within the log information. If required, you can show or hide individual tree structure nodes. Note: The log is temporary and is available only as long as you are viewing it. If you exit the log, you have to re-run the payroll to reproduce it. Results are stored in the system, but the processing steps are not.

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Figure 124: Correcting Incorrect Personnel Numbers

During the payroll run, the system recognizes any errors in master data and time data. This could mean that data is missing or incorrect. Payroll can be run successfully for error-free personnel numbers. A correction indicator is assigned in the Payroll Status infotype (0003) to personnel numbers with errors. This infotype acts as a payroll administrator for the individual employee. The personnel numbers with errors are listed in the payroll log. You can also call up and print these personnel numbers using the control record. Once these errors have been corrected, you can repeat the payroll run. This time run payroll using the Search Help (Payroll correction run-code W). This ensures that only the personnel numbers that have a correction indicator assigned to them in the Payroll Status infotype (0003) are selected.

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Figure 125: Remuneration Statement

The SAP system enables you to create remuneration statements for your employees. The remuneration statement clearly lists all payments and deductions used in the payroll run for an employee. The remuneration statement is usually created after a payroll run and before the wage or salary is transferred to the bank. Alternatively, you could use an Employee Self Service for the remuneration statement. The Employee can review the remuneration statement on a regular basis to determine if there are any errors in the data. This is made easier through Employee Self-Services (ESS).

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Figure 126: Subsequent Activities in Payroll Accounting

When you have run payroll successfully, you need to carry out a number of subsequent activities. Depending on the country requirements, these are divided into the following areas. • • • •

Per payroll period, such as cost accounting, FI, and tax information. Annual, such as tax reporting. Other periods, such as quarterly reports. Period-independent, such as management requested statistics.

All subsequent activities take place when the payroll run, remuneration statement, and wage and salary transfer activities are complete. By keeping informed and keeping the organization informed of any changes, the employee is assured that the pay check delivered is as accurate as possible.

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Exercise 9: Optional: Payroll Processing Exercise Objectives After completing this exercise, you will be able to: • Simulate a payroll run for an employee, view the payroll log, and run a remuneration statement for an employee.

Business Example All organizations must ensure that their employees are paid correctly and that they receive a statement of their earnings. Note: Replace ## with your group number.

Task: You need to run a payroll simulation to ensure your employee will be paid correctly and you wish to view the statement your employee will receive.

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1.

Simulate running your payroll in International Payroll for this month (or other period indicated by your instructor) for your employee George Vega (500993##).

2.

Display the remuneration statement for employee George Vega (500993##) by clicking on the appropriate button.


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Solution 9: Optional: Payroll Processing Task: You need to run a payroll simulation to ensure your employee will be paid correctly and you wish to view the statement your employee will receive. 1.

Simulate running your payroll in International Payroll for this month (or other period indicated by your instructor) for your employee George Vega (500993##). a)

SAP Easy Access Menu → Human Resources → Payroll → International → Payroll → Simulation. In the Payroll Period area enter Payroll Area X0 , selectOther period and enter the current month and year.

b)

In the Selection area, enter the Personnel Number 500993## and Payroll Area X0.

c)

In the Log section, check Display Log box. Execute.

d)

If your payroll run was successful, you can view the processing steps for your employee by selecting the plus sign on the Successful personnel numbers folder. Select the plus sign on the folder in front of your employee and continue to open the folders until you get to the payroll processing steps.

e)

Select an Output or RT to view the results table from any step in the payroll process

f)

If your payroll run was not successful, the log is open to the processing step that experienced the error. The red error message should give you the guidance necessary to return to SAP Easy Access Menu → Human Resources → Personnel Management → Administration → HR Master Data → Maintain and correct your data entries for your employee. You may now repeat step a) as detailed above.


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2.

Display the remuneration statement for employee George Vega (500993##) by clicking on the appropriate button. a)

SAP Easy Access Menu → Human Resources → Payroll → International → Payroll → Simulation. In the Payroll Period area enter Payroll Area X0 , selectOther period and enter the current month and year.

b)

In the Selection area, enter the Personnel Number 500993## and Payroll Area X0.

c)

In the Log section, check Display Log box. .

d)

In the Parameters section, select “SAP” as Layout for the remuneration statement.

e)

Execute. In the view Display Log Tree select the remuneration statement function.

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Lesson Summary You should now be able to: • Describe the Payroll procedure • Run a payroll for your employees and create a remuneration statement

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Unit Summary

Unit Summary You should now be able to: • Describe the Payroll procedure • Run a payroll for your employees and create a remuneration statement

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Unit Summary

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Test Your Knowledge


List the main steps of the payroll process run.

2.

What does Release payroll do to the master data records?

3.

The Payroll log provides you with a permanent record of an individual's payroll processing. Determine whether this statement is true or false.

□ □ 4.

True False

If Employee Self-Service is implemented, employees may be responsible for creation and maintenance of the following Payroll-related information: Choose the correct answer(s).

□ □ □ □

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A B C D

Mailing Address Tax Information Bank Deposit Information All of the Above


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Answers 1.

List the main steps of the payroll process run. Answer: Release payroll, Start Payroll, Run payroll, Check Results, Corrections, and Exit payroll make up the steps of the Payroll process.

2.

What does Release payroll do to the master data records? Answer: The employee records become locked for past or current processing.

3.

The Payroll log provides you with a permanent record of an individual's payroll processing. Answer: False The Payroll log is temporary and can be analyzed only as long as you view the log. Permanent records of input and results tables are in SAP Easy Access Menu → Human Resources → Payroll → International tools → Display results. Enter the personnel number of the employee and select any payroll run to display the information about that run.

4.

If Employee Self-Service is implemented, employees may be responsible for creation and maintenance of the following Payroll-related information: Answer: D Additionally, if the employee is paid based on hours worked, work time may be entered by the individual on a regular basis. If the SAP Benefits Module is implemented, employees may be responsible for benefits elections or changes.

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Unit 6 Recruitment Unit Overview Positions are created or become vacant. Recruitment activities include creating a vacancy, advertising for that vacancy, gathering and analyzing applicant data and finally hiring an applicant. Applicant data can be entered either through the SAP-System screens or through the company Intranet or Internet site. Hiring managers will use many tools within mySAP ERP HCM such as the profile matchup, to make decisions on applicant's status.

Unit Objectives After completing this unit, you will be able to: • • • • • •

Describe the Recruitment processes in the SAP system. Create vacancies and advertisements Describe the process of entering applicant data Identify the various methods of generating applicant correspondence Understand the basics of the E-Recruiting Solution. Understand the new release strategy

Unit Contents Lesson: Recruitment in the SAP system ....................................208 Exercise 10: Recruitment in the SAP-System ..........................227 Lesson: Solution E-Recruiting.................................................233 Lesson: Optional: Introduction to the Release Strategy ..................246

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Lesson: Recruitment in the SAP system Lesson Overview This lesson introduces the complete recruitment process from creating a vacancy through hiring an applicant.


Describe the Recruitment processes in the SAP system. Create vacancies and advertisements Describe the process of entering applicant data Identify the various methods of generating applicant correspondence

Business Example • • •

A position becomes vacant in your enterprise. The enterprise is looking for a successor. This triggers the recruitment process. You receive applications. You select applicants, and finally hire an applicant.

Figure 127: From the Vacancy to Hiring an Applicant

You can use the Recruitment component to complete the entire recruitment process from initial data entry through to filling vacant positions.

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Lesson: Recruitment in the SAP system

The SAP system supports you in identifying workforce requirements, creating job advertisements, screening applicants, and managing applicant correspondence. When you hire an applicant, you can transfer the applicant data recorded in Recruitment to Personnel Administration as employee data. Line managers can use the Manager's Desktop to map their decisions on applicants and to trigger further administration in the HR department, efficiently and cost-effectively. External applicants can use the Web application, Employment Opportunities, and employees can use the Employee Self-Service solution, Job Advertisements to attach electronic application documents to online applications.

Figure 128: Integration Aspects

Your organization can integrate the recruitment process with many other functions of mySAP ERP HCM. You can create vacant positions in Organizational Management. In Personnel Development, you can create requirements for the position or qualification profiles for applicants. You can perform profile matchups and compare applicants with the vacancies. In Personnel Development you can search for qualifications and include applicants in the search. You can transfer applicant data recorded in Recruitment to Personnel Administration infotypes.

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You can also include applicants in Career and Succession Planning in Personnel Development. The integration between Recruitment and Manager's Self Service and Manager's Desktop allows line managers to map their decisions on applicants in the SAP system and trigger administrative steps in the HCM department.

Figure 129: Vacancies in the Recruitment Process

Vacancies shown in Recruitment represent a company's workforce requirements. Vacancies are positions that need to be filled (either completely or partially). To include these positions in the recruitment process, you must flag them as vacant. If your organization has integrated Recruitment with Organizational Management, you create vacancies in the detail maintenance function of Organizational Management. This creates a record of the Vacancy infotype (1007) with all the required information. Hint: When you create the vacancy, you can also enter the abbreviation for the personnel officer responsible. This simplifies data selection in subsequent steps.

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Figure 130: Advertising Vacant Positions

Vacancies are published in advertisements. An advertisement is an announcement of one or more vacancies published in a recruitment instrument with the aim of recruiting suitable candidates. Examples of recruitment instruments include an individual newspaper or the employment office in a particular town. Recruitment instruments are grouped according to the medium used (such as the press, employment office, or recruitment agency). You create media and recruitment instruments in Customizing. You create advertisements in Recruitment. You can enter text, assign one or more vacant positions, and record the publication date, advertising end date, and publication costs for each advertisement. You can evaluate this information to monitor the effectiveness of your advertising. You can link advertisements to applications. This enables applicants to apply in response to specific advertisements.

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Figure 131: Receiving Applicant Information

You receive applications in response to your advertising and the applications must be processed.

Figure 132: Two-Level Concept of Data Recording (1)

The two-level concept of data recording allows you to classify applicant data in terms of time and organization.

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You must perform the first level of data entry, entering basic data, for each applicant. In this step, you record the applicant data required for issuing letters to applicants and for statistical purposes (such as the applicant's name, address, and organizational assignment). Hint: An applicant's basic data is sufficient for the data transfer to Personnel Administration.

Figure 133: Two-Level Concept of Data Recording (2)

The second level of data recording, entering additional data, is only carried out for applicants who are of continued interest to the company. At this stage, you can assign an applicant to one or more vacancies. In addition, you can record data on the applicant's qualifications, education, and previous employment.

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Figure 134: Structuring Applicants

After initial data entry, the system organizes applicants by: • • • •

Internal/external applicants Applicant group Applicant range Applicants who submit unsolicited applications/those who reply to an advertisement

The SAP system uses the applicant group to classify applicants according to the type of employment contract for which they are applying, for example, employees with a permanent contract, employees with a temporary contract, freelancers, and so on. The applicant range is used to classify applicants according to either hierarchical or functional criteria. Hierarchical classification involves classifications such as executive employees, salaried employees, specialists, and so on. Functional groupings include corporate management, administration, production, and so on. The system records applications as either unsolicited applications or as advertisement-relevant applications.

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Figure 135: Short Profile

You can use a feature to customize the applicant short profile to suit your requirements. You can define various text templates; the SAP system contains two model templates. For example, you can use different templates for different organizational assignments. In the forms, you can display applicant data according to your company's requirements. Example: Personnel administrators view a short profile that focuses on administrative issues (such as the applicant activities), and the line managers view a short profile that focuses on the applicant's resume and qualifications.

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Figure 136: Applicant actions

The Applicant Actions infotype (4000) serves as a record of all applicant actions carried out for an applicant. These applicant actions may include: • •

Data entry procedures (such as Initial entry of basic data, Enter additional data) Procedures which change the applicant's overall status (such as Reject applicant, Put applicant on hold)

The most important piece of information contained in this infotype is the applicant's overall status (such as Processing, On hold, Rejected). The overall status depends on the last action performed for the applicant. If, for example, the Put applicant on hold action is performed, the applicant is assigned the overall status On hold. In the SAP system, a new record is created in the Applicant Actions infotype (4000) for every action performed for an applicant. Applicant actions can trigger applicant activities.

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Figure 137: Applicant Status

In line with the two types of selection procedure, there are also two types of status: •

Overall status This indicates the applicant's current status (such as Processing, On hold, Invite) in the global selection procedure for the company.

•

Status of Vacancy Assignment (in Manager's Desktop: Assignment Status) Refers to the actual status of an applicant for a particular vacancy.

The system assigns the overall status during initial entry of applicant data (Initial entry of basic data action). From then on, each applicant must have an overall status at all times. The overall status relates to the global selection process for an applicant. The vacancy assignment relates to the selection process for one vacancy for an applicant. The overall status indicates whether an applicant is currently taking part in at least one selection procedure (overall status Processing, On hold, Invite, for example), or whether all selection procedures are already completed for the applicant (Rejected or To be hired). An applicant is assigned a vacancy assignment status when he or she is assigned to a vacancy. If the applicant has more than one vacancy assignment, each of these has its own vacancy assignment status. An applicant's overall status and vacancy assignment status usually change during a selection procedure. A selection procedure is complete when the system has assigned either the Rejected or To be hired status to all applicants included in it.

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In certain cases, the overall status affects the vacancy assignment status. Example: If an applicant has the overall status Rejected, each of the applicant's vacancy assignment statuses must therefore also be Rejected. If an applicant has been rejected for the entire company, he or she can no longer be included in the selection procedure for a specific vacancy. When you select applicants who might be of interest for a vacancy, the system provides you with the following functions: • • •

You can select applicants using the requirements profile for a position or using custom qualifications profiles. You can select applicants according to specific criteria, such as age or postal code. You can check an applicant's suitability for a particular vacancy using a short profile of the applicant and his or her archived documents.

The discussions that follow describe these options for applicant screening in greater detail. A selected applicant is included in the selection procedure for a vacancy if you assign him or her to the vacancy.

Figure 138: Applicant Search

You can search for applicants who have particular qualifications. You have two options: • •

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You can select the qualifications you want to search for from the qualifications catalog. You can make a position's requirements, for example, the default.


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The system produces a list of applicants, sorted according to the number of qualifications each applicant possesses. You can only use this complex search function if you have also implemented the Personnel Development component. Hint: In Recruitment, you can use the object manager to search for applicants whose data you want to display or process. You do not need to make any additional Customizing settings for the object manager. The following Recruitment transactions are linked to the object manager: • • •

Display/maintain applicant master data Applicant actions Display/maintain applicant activities

Figure 139: Manager's Desktop: Display and maintain applicant data

The link between Recruitment and Manager's Desktop enables line managers and personnel administrators to streamline the applicant selection process. Line managers can use the detail function to make informed decisions on applicants and to represent them directly in Manager's Desktop. Steps for further processing the relevant applicant data are thereby triggered immediately in the HCM department. A line manager can, for instance, use the simple Drag & Drop function to allocate a new assignment status such as Invite or Offer Job. The HCM department can be informed of changes automatically by e-mail.

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To be able to use the functions specific to Recruitment in the Manager's Desktop, you do not have to make any special system settings. However, you must ensure that the following prerequisites are met in Recruitment: • •

You must assign each applicant to a vacancy in the Vacancy Assignment infotype (4002). An administrator must assign the line manager as the person responsible for the vacancy in the maintenance function of the relevant vacancy. The system displays in Manager's Desktop the applicants assigned to the manager, provided they have the status In Process Invite, or On hold. Hint: The Manager's Desktop will be explained in the unit Analytics.

Figure 140: Applicant activities and applicant correspondence

Activities carried out for an applicant within a selection procedure are entered, logged, and planned using applicant activities. Applicant activities are administrative stages through which an applicant passes during the course of the application procedure (such as mail confirmation of receipt, mail invitation to interview). You can link applicant activities to standard texts. When you create an applicant activity, the system can automatically print a standard letter for applicant correspondence.

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The system creates applicant activities automatically for an applicant when you perform an applicant action. For example, if you invite an applicant for a job interview, the system automatically creates the applicant activity Mail invitation to interview. You use this activity to print a letter of invitation for the applicant. In the standard system, the system delivers standard texts in Microsoft Word and in SAPscript for applicant correspondence.

Figure 141: Applicant Correspondence

You can print letters for individual applicants or for multiple applicants. You can repeat the bulk printing of letters as often as you want. There is a two-level concept: •

•

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First, you run a report to perform each task (such as printing letters or transferring data). You can run this report as often as required, and in a test mode. After the system has successfully completed each task, a second report then sets the corresponding planned activities for the tasks to completed. These activities are thus completed and the system does not select them again the next time a letter is printed or data is transferred.


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Figure 142: Automatic Contract Generation

Creating Work Contracts in Recruitment You have the option of automatically generating contracts for the applicants you want to hire. The following subfunctions have been developed for contract generation: •

Adding Infotypes in Recruitment (you can use all the data stored in these infotypes as mail merge fields for contract generation): Planned Working Time (infotype 0007) Basic Pay (infotype 0008) Recurring Payments/Deductions (infotype 0014) Additional Payments (infotype 0015) Contract Elements (infotype 0016)

•

Additional Applicant Activities: Work contract. You can create work contracts using applicant correspondence. The system delivers a sample work contract (Word and SAPScript template) in the standard system. Hint: The creating of work contracts is supported by several features in Customizing.

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Figure 143: Hiring an Applicant

When you hire an applicant, you can transfer the applicant data to Personnel Administration. You transfer the applicant data directly from the applicant database to the employee database. All data you enter in the Recruitment infotypes is adopted as default values in Personnel Administration after the data transfer. This means that you can continue to use the data you have created for applicants when they become employees, but you can also change the data. This results in a significant reduction in the amount of processing required. In integrated systems, data transfer takes place either directly in Recruitment or directly in Personnel Administration. You can add additional data such as information on working times and salary at a later time in Personnel Administration.

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Hiring an employee

Figure 144: Hiring an Employee

The most important aspect of master data administration in a human resources system is the entry of employee data for personnel administration, time recording, and payroll. You can also hire an employee independently of Recruitment. You do so in Personnel Administration using a personnel action. In such cases, the system creates data relevant to the new employee.

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Figure 145: Applying via the Internet

The Internet application component Employment Opportunities assists companies in recruiting applicants by allowing users to: • •

Display their company's job vacancies Apply for positions in their company

Applicants can either display only the job advertisements for specific regions, or all advertisements. Each advertisement includes a brief description of the position and its requirements. The system refers to the advertisements stored in Recruitment for information on the position. Applicants can either apply in response to an advertisement or submit an unsolicited application. When applying via the Internet, applicants enter information such as personal data, experience, qualifications, and education and training. The system automatically transfers the data to SAP system. Hint: Applicants can also add to and change any data they have entered. Applicants can use this Internet application component to send their application documents as an electronic attachment.

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Figure 146: Electronic Attachments for Online Applications

External and internal applicants can send scanned-in application documents (also with photograph) to the HCM department together with their online application. This function is enabled through integration with the archiving component SAP ArchiveLink. External applicants create electronic attachments in the screen for processing their personal data in the Web application Employment Opportunities . Internal applicants create electronic attachments directly in the screen for displaying vacancies in the Employee Self-Service solution Job Advertisements . The HCM department can store the electronic application documents directly in SAP ArchiveLink. Hint: If an applicant wants to enclose his or her online application documents electronically, certain format templates are available. An applicant must use these formats to ensure that his or her application documents can be passed on to SAP ArchiveLink securely. The formats .doc for documents and .jpg are set up in the standard SAP system. If you want applicants to be able to use other formats, you can configure them in Customizing for Recruitment.

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Exercise 10: Recruitment in the SAP-System Exercise Objectives After completing this exercise, you will be able to: • Create an advertisement for a vacant position • Enter applicant data (initial entry) • Enter additional data • Copy applicant data as employee data • Conclude the hiring process for the employee

Business Example The position of ## Accounts Receivable Manager in the organizational unit ## Accounts Receivable is vacant. You have to find a successor for the position. You record the applications you receive and hire a suitable applicant. Hint: Replace ## with your group number.

Task: Perform the following task: 1.

Create an advertisement:

2.

Enter an applicant’s basic data. The data concerns an application for the vacant position of ## Accounts Receivable Manager in department ## Accounts Receivable. Field

Enter

Personnel area

CABB

Personnel subarea

0004

Applicant group

Active (external)

Applicant Range

Salaried employee

Enter data of your choice in the following fields: Personnel officer, Name, Date of birth, Language, Address. Hint: The system assigns the applicant number internally and displays it in the status bar after you have saved the data. Continued on next page

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You hire the applicant on the first day of the following month, that is you prepare the data for transfer first. Then you transfer the data to Personnel Administration. To do so, first perform the Prepare Hiring applicant action.

4.

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Second, perform the Hire Applicant action in Personnel Administration (PA40) as of the first of the next month. This completes the hiring action for the applicant. Use position ## Accounts Receivable Manager in department ## Accounts Receivable.


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Solution 10: Recruitment in the SAP-System Task: Perform the following task: 1.

Create an advertisement: a)

In the menu, choose Human Resources → Personnel Administration → Recruitment → Advertising → Advertisement → Maintain.

b)

On the Job Advertisements screen, choose Execute. On the Maintain Advertisements screen, choose Create Advertisement. Make entries of your choice in the input fields on the Create Posting screen. Enter 500## . Choose instrument of your choice for example 00000001(FAZ) along with publication date/advertisement end dates and costs in EUR. Choose Add to assign the vacant position ## Accounts Receivable Manager. In the pop up box, choose Find, enter *## account* in the find field and then Transfer. Select your position and then Transfer. If you want to use the structure search, you can assign the vacancy in step 4 also. Optional: Enter a text name and choose Maintain Text to enter text for the advertisement simply type a text for the posting, save and then choose Back to return to the original screen.

c) 2.

Save the advertisement data and return to the SAP Easy Access Menu.

Enter an applicant’s basic data. The data concerns an application for the vacant position of ## Accounts Receivable Manager in department ## Accounts Receivable. Field

Enter

Personnel area

CABB

Personnel subarea

0004

Applicant group

Active (external)

Applicant Range

Salaried employee


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Enter data of your choice in the following fields: Personnel officer, Name, Date of birth, Language, Address. Hint: The system assigns the applicant number internally and displays it in the status bar after you have saved the data. a)

In the menu, choose Recruitment → Applicant Master Data → Initial Data Entry. The Initial Entry of Basic Data screen appears. Make entries, as noted above, in the required fields. Please note: Assign the advertisement you created (500##) to the applicant.

b) 3.

Save the applicant data and return to the SAP Easy Access Menu.

You hire the applicant on the first day of the following month, that is you prepare the data for transfer first. Then you transfer the data to Personnel Administration. To do so, first perform the Prepare Hiring applicant action. a)

In the menu, choose Recruitment → Applicant Master Data → Applicant Actions.

b)

The Applicant Actions screen appears. Enter the appropriate applicant number in the Applicant Number field. Select the applicant action type Prepare Hiring, set the date for the first of the next month, and choose Execute.

c)

The Copy Applicant Actions screen (infotype 4000) appears.

d)

Save this infotype. The Applicant Actions screen reappears. Return to the SAP Easy Access menu.


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4.

Second, perform the Hire Applicant action in Personnel Administration (PA40) as of the first of the next month. This completes the hiring action for the applicant. Use position ## Accounts Receivable Manager in department ## Accounts Receivable. a)

In the menu, choose Human Resources → Personnel Management → Administration → HR Master Data → Personnel Actions. Select the action Hire Applicant and choose Execute.

b)

The Direct Data Transfer screen appears. The applicant number you prepared appears as a default value. Choose Transfer.

c)

The Create Actions (infotype 0000) screen appears. In the Personnel Number field, enter the new personnel number 500994##. Execute the action and save the proposed infotypes. Hint: It is not necessary for the following exercises to go through all infotypes of this action. You may choose to exit out of the action after you see that your applicant data was transferred to the new employee.

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Lesson Summary You should now be able to: • Describe the Recruitment processes in the SAP system. • Create vacancies and advertisements • Describe the process of entering applicant data • Identify the various methods of generating applicant correspondence

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Lesson: Solution E-Recruiting

Lesson: Solution E-Recruiting Lesson Overview In this unit, you will be introduced to the Solution E-Recruiting.


Understand the basics of the E-Recruiting Solution.

Business Example As a personnel officer, you require a central data basis to form long-term relationships with internal and external applicants. You want to find out about the recruitment processes offered by the Solution E-Recruiting.

Figure 147: Solution E-Recruiting: Overview

The Solution E-Recruiting is an all-round recruiting solution. It is fully Internet-enabled.

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Goals: •

Cost reduction Including reduction of process costs, the costs for the concern-wide infrastructure, and talent acquisition costs.

•

Increased efficiency Including automation of administrative tasks in recruiting, realignment of recruiters to consulting tasks, more efficient use of existing candidate contacts.

•

Improved target achievement/effectivity Including greater accessibility of candidates/talent (particularly in areas that are short staffed), and employee retention.

•

Preparation for the future Including introduction of new concepts and processes, and alignment of the organization to the challenges of the future (Change Management).

The main recruiting processes are mapped: planning of workforce requirements, vacancy posting, applicant hiring, and building up long-term contact to candidates. The solution enables the HCM department to find current and potential applicants more efficiently and to maintain long-term relationships with them. You can use E-Recruiting in the following ways: • • •

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As a standalone solution Standalone with integration to back-end systems (HCM, BW) As an ERP installation (E-Recruiting as part of the ERP solution)


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Figure 148: Reducing the Administrative Workload

One focus of the Solution E-Recruiting is reducing the amount of paperwork required wherever possible through: • • • • • •

Self-services for applicants (applications, status query). E-mail/questionnaire interaction between recruiter and applicant. Integrated correspondence in all media (paper, e-mail, self-service). Flexible search on all applications. Authorizations controlling information display. Provision of information (data overviews) also in PDF format.

Standardization with flexibility through: • • • • •

•

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Letter/e-mail templates for each administrative step. Individual adjustment of letters for each application. Central process templates with the option of defining exceptions for each application. Standardized self-service application scenarios with the option of posting-specific adjustment (questionnaires). Process templates: These consist of a series of process steps to which activities are assigned (for example, invite to interview or reject applicant). When a process template is linked with a requisition, the recruiter is guided through the Applicant Tracking process. Activity list for a clearer overview.


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Figure 149: Points of integration with MySAP ERP HCM

You can use the following integration options between the solution E-Recruiting and mySAP ERP HCM: • • • •

The organizational plan (organizational units, positions, jobs, and so on). Automatic identification of employees as internal applicants. Automatic data transfer when candidates are hired. Transfer of the qualifications catalog from Personnel Development.

These integration options can be further supported if you automate the recruiting process through: • • • • • •

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Definition of a support team. Workflow integration. Automatic applicant assignment. Support for mass processing (for example, 50 rejections at the touch of a button). Flexible status management with status reasons. Use of the skills catalog from E-Recruiting or use of the SAP system qualifications catalog.


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Figure 150: Talent Relationship Management (TRM)

The purpose of the Talent Pool is to build up and foster long-term relationships with applicants. It serves as the central database for internal and external applicants. Information about qualified candidates for whom the company currently has no vacancies can be used in future recruiting processes. Candidates can register in the Talent Database and store information about their qualifications, interests, and career plans.

Figure 151: Talent Relationship Management (TRM) as a Strategy

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The purpose of TRM is to provide an environment where companies can practice proactive candidate recruiting as opposed to reactive.

Figure 152: Talent Relationship Management (TRM)

The following data can be stored in the Talent Pool: • • • •

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Data for all applicants, edited to date. Data for all unsolicited applicants. Data for all interested persons registered in the pool. Data for all employees (internal applications).


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Figure 153: Initial Screen for Recruiter

The start page is divided into the following areas: • • • • •

Requirements Applicant Management Reporting Personal Settings Administration

Pages that contain the same kind of content are grouped together. You can configure this in Customizing.

Figure 154: Requisition Management for Recruiters

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The Requisition Management allows: • • • • • • •

Assignment of a support team with different roles and workflow tasks to a requisition Determination of a recruitment plan including questionnaires and process templates. Flexible assignment of process templates to requisitions. Ranking of candidates via job-specific questionnaires. Manage the content and format of job postings. Link the posting to multiple posting instances. Manage publications.

Figure 155: Recruiter: Requisition Management

The requisition comprises a central storage location for all information (system data) relevant to the candidate search, such as: • • • • •

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Support team (requisition contacts) Organizational data (cost center, organizational unit, position) General and job-specific requirements Agreements between line manager and HCM department (recruiter) Specifications for the recruitment process (steps to be carried out?)


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You can create job postings for requisitions that are characterized by the following attributes: • • • • •

Postings for a requisition. Definition of posting channels (internal, external , job boards, Internet, and so on). Automatic publication in posting channels. Free definition of formats (templates). Evaluation of posting efficiency (number of applications for each channel).

Figure 156: Recruiter: Applicant Tracking

The Recruiter provides tools to handle all administrative tasks in recruiting, thus supporting the entire recruitment process. The Search Query Builder dynamically puts together queries for requisitions. Ranking (the rating of candidates in terms of suitability) can be done with the help of search criteria and completed questionnaires. Online ranking and individual ranking is done by the recruiter. A questionnaire is a compilation of questions to which a person (candidate, recruiter) replies as part of the Applicant Tracking Process.

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Figure 157: Candidate/Applicant: Profile Maintenance

The Application Wizard guides applicants/candidates through the various screens, where they can enter their application details.

Figure 158: Manager Self-Service (MSS)

Managers can generate requisitions using special templates. In the Recruiter, managers can view a shortlist of the candidates who have prequalified, and complete questionnaires. They can view candidates’ profiles and application material. They can respond to questionnaires (for example, from the HCM department) about candidates. They can invite the candidates for interviews or reject them.

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Figure 159: Collaboration

Collaboration: • • • •

Supports collaboration with professional service providers. Integration of recruitment activities with the back-end Systems (SAP and other providers). Promotes collaboration with partner service providers, external recruitment agencies, and HR consultants. Shared use of applicant talent pools with other providers.

Figure 160: Analytics

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The integration with Analyze Tools, such as with SAP® Business Information Warehouse, offers extensive reporting options, such as reporting for the most efficient recruitment channels. Examples of BW queries are: • • • • • • • • • •

Requisitions Created Requisition Status Changes Requisition Status change Reason Application Source Number of Open Requisitions Offer vs Acceptance Rate Interview vs Offer Rate Application Submittal vs Offer Rate Candidate's Qualifications Time-To-Fill (open to Filled)

Figure 161: What's New in E-Recruiting ERP 2005?

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Lesson Summary You should now be able to: • Understand the basics of the E-Recruiting Solution.

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Lesson: Optional: Introduction to the Release Strategy Lesson Overview


Understand the new release strategy

Business Example Your company uses the Human Capital Management as a part of mySAP ERP 2005.

Figure 162: mySAP ERP 2005

Solutions like E-Recruiting or the Learning Solution are part of mySAP ERP 2005. SAP NetWeaver is the new technological plattform since mySAP ERP 2004.

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Lesson: Optional: Introduction to the Release Strategy

Figure 163: Release and Maintenance Strategy

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Lesson Summary You should now be able to: • Understand the new release strategy

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Unit Summary

Unit Summary You should now be able to: • Describe the Recruitment processes in the SAP system. • Create vacancies and advertisements • Describe the process of entering applicant data • Identify the various methods of generating applicant correspondence • Understand the basics of the E-Recruiting Solution. • Understand the new release strategy

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Test Your Knowledge


A company's workforce requirements can be depicted using vacancies. Determine whether this statement is true or false.

□ □ 2.

True False

The Solution E-Recruiting enables you to recruit English-speaking employees. Determine whether this statement is true or false.

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Answers 1.

A company's workforce requirements can be depicted using vacancies. Answer: True Vacant positions can also trigger recruitment processes.

2.

The Solution E-Recruiting enables you to recruit English-speaking employees. Answer: False E-Recruiting is a complete solution for recruitment and all the functions are Internet-compatible.

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Unit 7 Personnel Development Unit Overview This unit explores various personnel developmental activities available within the Human Resource module. Companies have skills that they want to track and develop. The Qualifications Catalog stores all of the qualifications within a company. Those qualifications are attached to objects such as position/job profiles as well as to employees and applicants. When a qualification deficiency exists, the system can propose training and developmental activities. At the conclusion of the training or developmental activities, or as a part of the normal review process, appraisals can be created and conducted.


Change the qualifications catalog Create profiles Report on profiles Determine the need for further training Use the enhanced search function Describe the integration to Training and Event Management

Unit Contents Lesson: Qualifications and Requirements ...................................254 Exercise 11: Qualifications and Requirements .........................275

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Lesson: Qualifications and Requirements Lesson Overview In this lesson you view and create Qualifications and Requirements as a basis for further units.

Lesson Objectives After completing this lesson, you will be able to: • • • • • •

Change the qualifications catalog Create profiles Report on profiles Determine the need for further training Use the enhanced search function Describe the integration to Training and Event Management

Business Example Positions have specific requirements that must be met, and employees have certain qualifications. Requirements and qualifications are stored in profiles, which are compared with one another. This comparison is used to determine if the individual is well suited for the particular position or if training or development could be used to resolve any deficiencies between the position requirements and the individual's qualifications.

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Qualification Catalog

Figure 164: Personnel Development and Qualifying Actions

The Personnel Development function can help you maximize your employees' value relative to your enterprise. You can plan and implement specific personnel and training measures to promote the professional development of your employees. You can also increase your employees' motivation and job satisfaction by giving consideration to their preferences and suitability for jobs. Personnel Development sets out to ensure that an organization has all the qualifications and skills it needs in all fields. This is achieved by drawing up qualification potentials. Management can determine the personnel development needs in an enterprise by comparing current and future working requirements with existing qualifications and the development preferences of the employees. These development measures might be geared toward an employee being transferred to a specific post (using career and succession planning scenarios). They might also be more general measures geared toward retaining or enhancing existing employee skills and abilities, or ensuring that employees keep pace with technological developments. You can group qualifying actions (such as training courses or job rotation) into development plans (for example, a trainee program for sales staff). Such development plans are referred to as general development plans since they apply to all employees. You can tailor these general plans to suit the needs of individual employees. You can praise employee performance and conduct. You can perform objective setting with SAP ERP HCM. The appraisal results can provide input for planning an employee's further career development.

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Figure 165: Points of Integration in Personnel Development

Integration with Organizational Management allows you to access objects within the organizational structure. If you want to use Personnel Development effectively, you should also implement Organizational Management . Integration with Training and Event Management means that the system can generate training proposals, and that you can make direct bookings onto business events and create prebookings for business event types. Integration with Personnel Administration means that you can use HR master data for personnel development planning. If this is the case, you manage qualifications and appraisals in Personnel Development . Special integration switches are available for integrating qualifications and appraisals. If Personnel Development is integrated with Recruitment, then you manage applicant qualifications in Personnel Development only. This allows you to perform standardized appraisals for applicants and employees alike. It is possible to make the results of personnel appraisals available to the Enterprise Compensation Management. Integration with Shift Planning means that you can take qualifications into account when you schedule shifts. You can specify that the employees working on a specific shift should have specific qualifications, for example. In Logistics (for example, Service Management, Production Planning, and so on) you can store work center requirements, or requirements for orders, for example. This means that you can find suitable employees during the shift planning process by matching requirements with qualifications.

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Figure 166: Qualifications/Requirements

You can assign qualifications to employees and positions, for example. Employees possess qualifications and positions have requirements. All qualifications (and requirements) are stored centrally in a catalog. Both refer to the same object but from a different perspective. This means that you can compare the qualifications of a person with the requirements defined for a position. Edit the qualifications catalog in Customizing for Personnel Development. You can also make changes in a live system by choosing Current settings.

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Figure 167: Qualifications Catalog

The qualifications catalog contains all the qualifications (object type Q) that are of interest to a company. The qualifications catalog contains qualification groups and qualifications. Qualification groups are used to structure the qualifications catalog. Qualification groups can contain qualifications, and also further qualification groups. Qualification groups have object type QK. It is not possible to assign qualification groups to persons. Qualifications can also contain further qualifications. Qualifications are related to persons, jobs, and positions. You can create your own quality scales to rate the proficiency of qualifications. The user defines the number of entries in a scale and the proficiency texts to be used. You must assign a proficiency scale to each qualification group. This scale is inherited by the qualifications in the group. The scales proficiency can be given individual descriptions for every qualification/qualification group in the qualifications catalog. These proficiency descriptions are then available when you edit qualifications and requirements descriptions (as well as for appraisals).

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Figure 168: Structure of the Qualifications Catalog

In the qualifications catalog, qualifications that are similar and belong together are grouped together into qualification groups. Qualification groups are used to structure the qualifications catalog. Qualification groups (object type QK) can contain qualifications and additional qualification groups. Qualifications (object type Q) can also contain additional qualifications. Example: The qualification group Language Skills contains the qualification groups Italian and Spanish. The qualification group Spanish contains the qualifications Business Spanish and Technical Spanish. It is not possible to assign qualification groups to persons. If you want to create a qualification group, you must first have defined at least one proficiency scale. You can display a where-used list for qualification groups and qualifications. The where-used list displays all of the objects to which the original object has a relationship. The relationship itself is also displayed. You should always generate a where-used list before you delete an object. A translation function is also available. This means that you can use the qualifications catalog in different languages.

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Figure 169: Assigning Quality Scales

Qualifications are rated by means of proficiency scales. It oftenmakes sense to use different scales for different qualifications. To rate the proficiency of a qualification, you create a quality scale. It is entirely up to you how many ratings are included on this scale, or what they are called. In the case of quality scales, you must define and name every individual proficiency. Example: A scale for measuring proficiency at languages might include the proficiency Basic knowledge/satisfactory/fluent/native speaker. On the other hand, to show that someone has a license, all you require is a Yes/No scale. Quality scales are assigned to qualification groups (not qualifications). A quality scale must be assigned to each qualification group. This scale is then assigned automatically to all the qualifications belonging to this group. If qualification groups with different quality scales are arranged hierarchically, the qualifications of the various groups are always assigned the scale of the directly superior qualification group. The scales proficiency can be given individual descriptions for every qualification/qualification group in the qualifications catalog. These proficiency descriptions are then available when you edit qualifications profiles and requirements profiles.

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Figure 170: Additional Qualification Data

You can assign a depreciation meter value to qualifications, allowing you to simulate in the system the fact that, over time, employees will forget certain skills and training needed for certain qualifications. You can assign a validity period to qualifications. This allows you to record that certain qualifications (such as licenses) expire and have to be renewed at regular intervals. You can store alternative qualifications that are considered to be equivalent to others in the suitability percentage specified. You can assign one or more alternative qualifications to a qualification. The relationship is automatically a two-way relationship. You can define a percentage value specifying the extent to which one qualification can replace another. For example, you can include alternative qualifications for aptitude analyses in career and succession planning. You can only define a qualification as an alternative to another if both qualifications have the same proficiency scale.

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Figure 171: Intranet Solution for Qualifications Profiles

Employee Self-Service (ESS) lets employees view and edit their own skills (qualifications) profiles. Employees can select the qualifications they hold from the skills catalog, and save them and their proficiency to their own individual qualifications profile. The system displays qualifications with the respective proficiency and validity data. Employees and management can immediately identify areas where there are deficits and training needs. You can use this service to enter the qualifications profiles that exist in an organization and keep these profiles up to date. This reduces the administrative workload of personnel officers and supervisors, and gives employees more responsibility within the organization.

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Profiles

Figure 172: Profiles

Use profiles to store special information on objects. Each profile consists of a header and a number of subprofiles. The header contains standard information on the object in question. For employees, this information might include the person's name, date of birth, and the position the person holds. The subprofiles contain more specific information on a particular aspect of the header. For example, a person's Qualifications subprofile contains details of the person's skills and knowledge. You can create profiles for different object types. Each object type can have a number of different subprofiles. In Personnel Development, you can display and edit profiles in the Object Manager. There are many ways in which you can evaluate and analyze the information contained in subprofiles. Hint: When a subprofile is changed, the workflow Changed Subprofile automatically informs the persons for who the subprofile was created of the change. All of the subprofiles in Personnel Development are included in the workflow with the exception of the subprofiles for appraisals and individual development plans.

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Figure 173: Create profiles: Person, applicant.

The subprofile Qualification lets you map employee or applicant skills and abilities by type and level of proficiency. You use the qualifications catalog to create a Qualifications subprofile. The system automatically deletes qualifications with limited validity from the Qualifications subprofile when their validity period expires. You use the Potentials subprofile to store information regarding a person's future suitability and professional development. These forecasts might apply to a person's ability to obtain qualifications, perform tasks, or to the person's future suitability for specific jobs, positions, and so on. You use the Preferences and Dislikes subprofiles to store personal aspirations and preferences relevant to a person's professional development.

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Figure 174: Create profiles: Job/position

You use the Requirements subprofile to specify the knowledge and skills (and the level of proficiency at these skills) required for a specific job, position, and so on. You use the qualifications catalog to create the Requirements subprofile. Requirements can remain unevaluated (that is, without a specific proficiency), or you can assign them a proficiency. The scale of the qualification group to which the qualification in question belongs determines which proficiency you can assign to it. You can also specify whether a requirement is compulsory (essential requirement), or desirable (optional requirement). You can consider this factor for profile matchups, for example, or during career and succession planning. You must specify a validity period for each requirement. You can enter notes for every requirement in the subprofile. Requirements that are related to a job are inherited by positions derived from the job. You cannot delete inherited requirements from the subprofile. However, you can assign them a different proficiency or even a different status. If further requirements are needed, you can relate them directly to the position.

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Figure 175: Looking Ahead: Additional Subprofiles

Additional subprofiles containing information on planning objects are available for use in the Appraisal Systems and Development Plans components. Hint: If you implement the Performance Management function, you can use the following subprofiles for appraisals: • • •

Objective setting and appraisals (open) Objective setting and appraisals (received) Objective setting and appraisals (created)

You will learn about these subprofiles later in context.

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Qualifications and Requirements: Profile Reporting

Figure 176: Qualifications and Requirements: Reporting

There are many ways in which you can evaluate and analyze the information contained in subprofiles.

Figure 177: Profile Matchup

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The profile matchup function lets you compare the qualifications and requirements of persons, jobs, and positions. You can perform profile matchups for an unlimited number of objects of different object types. When you compare a qualification with a requirement, one of the following scenarios can result: • • •

The qualification fulfills the requirement exactly. The qualification does not fulfill the requirement (that is, the proficiency of the qualification is lower than is required, or does not exist at all). Overqualification (that is, the proficiency of the qualification is higher than is required).

You can display profile matchups in list form. You can then save the list as a file or printout. If Personnel Development is integrated with Training and Event Management, you can use Generate Training Proposals. In this case, the system proposes training courses (business events) that can provide any missing qualifications. You can book training events directly. If you select Qualification Deficits Only , this means that the results of the profile matchup will be restricted to entries where qualifications are lacking (that is, the proficiency of the qualification is lower than is required, or the qualification does not exist at all). Hint: The workflow Profile Matchup for Transfer to Another Position informs an employee automatically being transfered to a new position of the requirements of the new position. If the employee does not meet the requirements, the profile matchup also provides training proposals, if a suitable training course exists. When a subprofile is changed, a similar standard workflow Changed Subprofile can inform the employees for whom the subprofile was created of the change. •

Enhancements to the profile matchup –

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Figure 178: Profile Matchup: Example

SAP has standardized the various scales used in profile matchups to make comparisons easier and more accurate. You can display profile matchups in Table Control or in the SAP List Viewer. You have the option of using the Object Manager when searching for profiles.

Figure 179: Training Proposals for Qualification Deficits

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If Personnel Development is integrated with Training and Event Management, you can use Generate Training Proposals. In this case, the system proposes training courses (business events) that can provide any missing qualifications. You can book employees for courses directly, or alternatively prebook them for business events. The system can also propose development plans that impart the required qualifications. You can assign a development plan directly, and then copy items from this general development plan to a person's individual development plan. The system proposes only business events and development plans that result in the same or higher level of proficiency as the qualification (compared to current proficiency in the Qualifications subprofile of the person in question). Example: A mechanical engineer is to work in Japan for a longer period of time. However, her profile matchup shows that she does not have adequate language skills. Since Personnel Development is integrated with Training and Event Management, Generate Training Proposals is used to propose Japanese language courses that will give the engineer the skills she needs for her new position. The administrator books her directly into one of these courses.

Figure 180: Acquiring Qualifications

If a person attends a course (business event), this may mean that the person will have an additional qualification with a certain proficiency at the end of the course. In the follow-up activities to the business event, the system transfers this qualification to the person's profile. You can change the default proficiency of the qualification attained for individual attendees.

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In the standard system, if an employee successfully completes a development plan, the system can copy qualifications assigned to the development plan (and the corresponding proficiency) to the person's qualifications profile. In Customizing, you can specify whether the system should copy these qualifications automatically without intervention, or if users should confirm this operation first.

Figure 181: Finding Objects for Qualifications (1)

You can use the Find objects for qualifications report to search for planning objects (persons, applicants, and so on) that have specific qualifications. You can also specify that each individual qualification requires a specific level of proficiency. You can restrict your selection further by entering additional selection criteria. Examples: • • •

Finding persons (or applicants) with specific qualifications. Searching within an organizational unit to find suitable people to work on a project team. Identify employees who exceed or fall short of the specified qualification criteria.

When you specify the qualifications for which you are trying to find objects, you can select qualifications individually from the qualifications catalog and you can take the qualifications and requirements profiles of objects of your choice and adapt them to your needs. When you specify the proficiency you are looking for, you can enter individual values or value ranges, and you can also specify that objects must meet certain conditions.

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Furthermore, by setting the Essential requirement flag for a qualification, you can specify that the object you are looking for must have the qualification in question. If you set the Essential Requirement flag for a qualification, then the system will only select objects with at least this qualification. Hint: This function is also used in the Recruitment process.

Figure 182: Finding Objects for Qualifications (2)

You can limit your search to objects of specific object types. For example, you might wish to restrict your search to employees (object type P), or to applicants (object type AP). Depending on the object types you specify, you can then further limit your search. For example, you might limit your search to objects of the object type Person, and then specify that the persons must belong to particular organizational units and restrict the selection even further to specific personnel areas, employee subgroups, and so on (infotype data). You use the Ad Hoc Query to define these selection criteria by selecting various fields. The report generates a list that contains objects that have specified qualifications and proficiency and also fulfill the other selection criteria. The list is output in the SAP List Viewer. The report will also list planning objects with alternative qualifications if you have specified this in the user-specific settings.

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You can specify the availability of a person (object type P) as an additional selection criterion. This system verifies this via the interface with Time Management.

Figure 183: Planning for Organizational Unit

By using Planning for an Organizational Unit, you can restrict your view to one organizational unit. You can perform all the change, display, and reporting functions of Personnel Development directly from the structure display. You simply select the objects you require, and execute the function. The following objects appear in the graphic display: organizational unit, job, position, person, and user. You can use Search help to enter a specific organizational unit for which you want to plan when you are performing the planning function in question. Once you have entered the organizational unit, the system writes it automatically to your temporary user-specific settings. You can also specify a default organizational unit in the permanent and temporary user-specific settings. User-specific settings accelerate and simplify data entry.

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Data analysis and reporting is always based on the same settings, and as such, is useful for comparison purposes as long as you do not change the user parameters. Hint: As of ECC 6.0, personnel development offers qualification blocks (object type QB) for the maintenance of qualifications and requirements additionally to qualification profiles. Qualification blocks are used to group qualifications that belong to different qualification groups. You can assign qualification blocks to a position or classification profile. If you want to use qualification blocks, activate the function via the IMG activity Personnel Management > Personnel Development > Functions >Set up Control Parameters (QUALI QBUSE). You also need to adapt the header data and subprofiles. The IMG activity for defining profile views offers a new header as well as a number of new subprofiles for qualification blocks.

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Exercise 11: Qualifications and Requirements Exercise Objectives After completing this exercise, you will be able to: • Create new entries in the qualifications catalog • Draw up a qualifications profile for an employee • Update the profile for a position • Carry out a profile matchup • Register an employee for a course to offset the qualification deficit detected in the profile matchup

Business Example You enter the required qualifications/requirements in the qualifications catalog. Positions have certain requirements to be met, and employees have certain qualifications. You store these in profiles. You can then carry out profile matchups. Hint: Replace ## with your group number.

Task 1: Create the following qualifications groups or qualifications in the qualifications catalog: Hint: Create a higher-level qualification group Group ## before you create these other objects in the Qualifications Catalog. This higher-level group serves as a root object for all other qualification groups and qualifications. Hint: When you have created the qualification group Group ## as a root object, use Segment to work only in this group to simplify additional maintenance activities. 1.

Qualification Group: Group ##, Language Scale HR-Training International

2.

Qualification: ## Italian

3.

Qualification: ## Spanish


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Task 2: In Personnel Development, create a qualifications profile for George Vega (personnel number 500993##). You can find the required qualifications with the Search Term feature. Assign the qualifications to Mr. Vega from the beginning of this month. Hint: If you cannot find a particular qualification or proficiency, select a similar one. 1.

Multimedia skills, proficiency good.

2.

Knowledge of Desktop Publishing, proficiency average.

3.

Independence and initiative, proficiency high.

4.

## Spanish , proficiency fluent.

Task 3: Mr. Vega holds the position ## Accounts Payable Clerk A in the ## Accounts Payable organization unit. In addition to the requirements of the job, you define the following requirements for the position: 1.

Requirement: First Aid Procedures, proficiency Yes.

2.

Requirement: ## Spanish , proficiency fluent.

Task 4: Compare George Vega’s profile with that of his position ## Accounts Payable Clerk A in the department ## Accounts Payable and generate training proposals. Hint: You can run the profile matchup directly from the subprofile view of the position or the employee. For example, from the Position: Change Profile screen, select Current Holder . 1.

Display the profile matchup.

2.

Book Mr. Vega (500993##) for a HR110 course to close a skills gap detected in the profile matchup.


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Alternatively, you could book Mr. Vega for a communicaton class or for the SAPHR Overview Personnel Overview. Hint: Make one booking only. In the Training and Event Management unit, you will have other opportunities to use the booking functions.

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Solution 11: Qualifications and Requirements Task 1: Create the following qualifications groups or qualifications in the qualifications catalog: Hint: Create a higher-level qualification group Group ## before you create these other objects in the Qualifications Catalog. This higher-level group serves as a root object for all other qualification groups and qualifications. Hint: When you have created the qualification group Group ## as a root object, use Segment to work only in this group to simplify additional maintenance activities. 1.

Qualification Group: Group ##, Language Scale HR-Training International a)

Choose Human Resources → Personnel Management → Personnel Development → Settings → Current Settings → Edit Qualifications Catalog Position the cursor on the top node of the catalog and choose Create.

2.

b)

In the dialog box Qualification Group, maintain the following data: Qualification Group: Group##, in the proficiency field select any scale you like. Save your entries. Qualification Group: Group ## Languages. In the Proficiency field select the Language Scale HR-Training International. Save your entries.

c)

Select the group you have just created (Group ## languages) and choose Segment. For the exercises below, choose Create to maintain the qualification groups or qualifications:.

d)

Choose Save and then Cancel.

Qualification: ## Italian a)

Select the qualification group you just created Group ## Languages, and choose Create.

b)

In the dialog box, double-click on Qualification. In the Create Qualifications dialog box, maintain the following data: Qualification: ## Italian.

c)

Choose Save. Continued on next page

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3.

Qualification: ## Spanish a)

Repeat the procedure to maintain the qualification ## Spanish .

Task 2: In Personnel Development, create a qualifications profile for George Vega (personnel number 500993##). You can find the required qualifications with the Search Term feature. Assign the qualifications to Mr. Vega from the beginning of this month. Hint: If you cannot find a particular qualification or proficiency, select a similar one. 1.

Multimedia skills, proficiency good. a)

In the menu choose Personnel Development → Profile → Change The Person: Change Profile screen appears. Choose Date and enter the first day of the current month as the key date. Choose Continue. In the Find by area, choose Person, enter 500993## in the With name field and then Find. Your employee George Vega should appear in the hit list. Double-click on his name and The Person: Change Profile screen appears. On the tab page Qualifications choose Create.

b)

In the dialog box that appears, choose the tab page Search Term. Enter the text of the qualification Multimedia Skills and choose Transfer. In the return list of your search, check the box next to the skill and then choose Copy. On the tab page Qualification, enter High in the Proficiency field. Choose Save.

2.

Knowledge of Desktop Publishing, proficiency average. a)

3.

Repeat the procedure to enter the proficiency average for the qualification Knowledge of Desktop Publishing.

Independence and initiative, proficiency high. a)

Repeat the procedure to enter the proficiency above average for the qualification Independence and Initiative.


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## Spanish , proficiency fluent. a)

Repeat the procedure to enter the proficiency fluent for the qualification ## Spanish .

b)

Choose Save to complete subprofile maintenance.

Task 3: Mr. Vega holds the position ## Accounts Payable Clerk A in the ## Accounts Payable organization unit. In addition to the requirements of the job, you define the following requirements for the position: 1.

Requirement: First Aid Procedures, proficiency Yes. a)

In the menu choose Personnel Development → Profile → Change In the Find by area, use the structure search to find the ## Accounts Payable Clerk A position and double-click on it. On the tab page Requirements choose Create.

b)

Enter the qualification First Aid in the search term field and then chose Enter (start search). Select First Aid (First Aid procedures object ID 30000646) and then Enter (Copy). In the Proficiency field, choose Yes.

2.

Requirement: ## Spanish , proficiency fluent. a)

Repeat the procedure to enter the proficiency fluent for the requirement ## Spanish.

b)

Choose Save to complete subprofile maintenance.

Task 4: Compare George Vega’s profile with that of his position ## Accounts Payable Clerk A in the department ## Accounts Payable and generate training proposals. Hint: You can run the profile matchup directly from the subprofile view of the position or the employee. For example, from the Position: Change Profile screen, select Current Holder . 1.

Display the profile matchup. a)

Alternatively, you can run the profile matchup in the Information System (see below). Choose the function Current Holder or Current Position to display the profile matchup. Continued on next page

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2.

Book Mr. Vega (500993##) for a HR110 course to close a skills gap detected in the profile matchup. Alternatively, you could book Mr. Vega for a communicaton class or for the SAPHR Overview Personnel Overview. Hint: Make one booking only. In the Training and Event Management unit, you will have other opportunities to use the booking functions. a)

On the Profile Matchup screen, select the training proposal for HR110. You automatically access the Training and Event Management component and the Book Attendance screen. Select one of the First Aid course offerings.

b)

Choose Book. Alternative Procedure: From the SAP Esay Access menu, choose Personnel Development → Information System → Reports → Profile Matchup. Use the F4 function and enter Person in the first field and George Vega‘s personnel number 500993## next to it. On the next side, to enter George's position, (## Accounts Payable Clerk A) use F4 to find it in the ## Accounts Payable Department. Set the indicator Generate Training Proposals. Choose Execute. The Profile Matchup screen appears. 1. Display the profile matchup graphically. Choose Graphic. 2. Book Mr. Vega for a course of your choice to close the skills gap detected in the profile matchup. On the Profile Matchup screen, select the Training Proposal for the required course. Select a course. You automatically access the Training and Event Management component and the Book Attendance screen. Choose Book.

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Lesson Summary You should now be able to: • Change the qualifications catalog • Create profiles • Report on profiles • Determine the need for further training • Use the enhanced search function • Describe the integration to Training and Event Management

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Unit Summary

Unit Summary You should now be able to: • Change the qualifications catalog • Create profiles • Report on profiles • Determine the need for further training • Use the enhanced search function • Describe the integration to Training and Event Management

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Test Your Knowledge


Qualifications and requirements originate from the qualifications catalog. Determine whether this statement is true or false.

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Answers 1.

Qualifications and requirements originate from the qualifications catalog. Answer: True They are of the same object type. If qualifications are stored for persons/applicants, they are referred to as qualifications. If they are stored for jobs/positions, they are referred to as requirements.

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Unit 8 Learning Unit Overview This unit explores various personnel developmental activities available within the Human Resource module. Companies have skills that they want to track and develop. The Qualifications Catalog stores all of the qualifications within a company. Those qualifications are attached to objects such as position/job profiles as well as to employees and applicants. When a qualification deficiency exists, the system can propose training and developmental activities. At the conclusion of the training or developmental activities, or as a part of the normal review process, appraisals can be created and conducted.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • • •

Describe the integration options for Training and Event Management Create business event dates Explain what is involved in day-to-day activities in Training and Event Management Describe the recurring activities Describe the reporting options for Training and Event Management Discuss the Learning Solution. Discuss the basics of SAP Tutor. Start career and succession planning scenarios Implement development plans Describe the structure of appraisals and the appraisal process Hold appraisals Include objective setting agreements in the appraisal process

Unit Contents Lesson: Training and Event Management...................................289 Exercise 12: Training and Event Management ......................... 311 Lesson: Learning Solution .....................................................317 Lesson: SAP Tutor..............................................................335

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Lesson: Planning in Personnel Development: ..............................341 Exercise 13: Planning in Personnel Development: ....................357 Lesson: Performance Management ..........................................361 Exercise 14: Performance Management ................................373

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Lesson: Training and Event Management

Lesson: Training and Event Management Lesson Overview You intend to implement Training and Event Management. Therefore, you want to obtain an overview of its most important basic concepts and processes.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

Describe the integration options for Training and Event Management Create business event dates Explain what is involved in day-to-day activities in Training and Event Management Describe the recurring activities Describe the reporting options for Training and Event Management

Business Example Employees with qualification deficits can be booked into business events (training courses) that provide the employees in question with the required qualifications.

Figure 184: Integration with Other Application Components

Integration with other application components facilitates direct and efficient data exchange. This data can be further processed in Training and Event Management.

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Cost Accounting: Internal activity allocation of attendance fees and instructor costs, cost transfer posting for business event costs. Sales and Distribution: Billing of attendance fees, use of attendee types customer and contact person. Materials Management: Use of materials from the material master as resources for business events, generation of purchase requisitions, and material reservations. Personnel Development: Check for and transfer of qualifications and use of appraisal systems from Personnel Development. Time Management: Recording and checking of attendance (for internal event attendees and instructors). Organizational Management: Use of organizational units as attendees and organizers of business events. Personnel Administration: Use of people from the HR Master Data as attendees and instructors. Learning Solution: The classroom trainings can be booked online.

Figure 185: Processes in Training and Event Management

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Training and Event Management comprises four main processes: •

•

•

•

The Business Event Preparation phase comprises the creation and maintenance of all of the master data you access when you create your business event catalog: time schedules, event locations, resources, and so on. You also create the business event groups and event types that form the basic framework of your event catalog. You then create your business event catalog: You can create individual event dates with or without resources, and you can plan multiple event dates at one time based on the existing demand. After you have created your business event catalog, you can carry out day-to-day activities for the events. You can make bookings for both internal and external attendees, prebook attendance, replace bookings, rebook, and cancel attendance. The correspondence function provides a suitable notification that you can output for each of these activities. The Recurring Activities phase involves performing the associated activities that are required periodically. These are firmly booking events, locking and unlocking events, canceling and following up events. Each of the processes is supplemented by appropriate reports.

Figure 186: Working in the Dynamic Menus

Training and Event Management has seven dynamic menus that considerably facilitate and simplify operation of the system: the master data menu, the attendance menu, the business event menu, the information menu, the planning menu, the resource menu, and the tool menu. The dynamic menus offer an alternative way of creating and maintaining the objects used in Training and Event Management. The advantage of dynamic menus is that you create data and access functions directly in the clearly structured environment of the business event hierarchy.

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When you select an object, the system automatically reads the current object data so that you do not have to enter it yourself. You access the various functions either via the menu or by clicking the right mouse button beside the appropriate object. You can set filters and selection criteria to control precisely what data is displayed in the dynamic menus. For example, you can set the status criterion to display only events in planned status. Extended Search lets you search for any object that exists in the dynamic menu structure, such as an attendee. The menu structure need not be expanded when you start the search. When the system finds the object, the structure of the corresponding root object is drilled down to the object found. You can use the menu entry of the same name to Goto the attendance menu, the information menu, and the business event menu as required. You always access the same level of the structure as the one you leave. Data is immediately updated in each of the menus so that once you have created data in one menu, you can seamlessly proceed to edit it in the next menu without having to exit and refresh your workarea.

Figure 187: Business Event Preparation: Master Data

The business event environment contains the basic data required for business events such as time schedules, building addresses, cost items, event locations, organizers, resources, and resource types. You create this master data during the business event preparation phase. You access it later when you create the business event catalog.

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Figure 188: Business Event Preparation: Business event hierarchy

The business event catalog is presented in a hierarchical form. It is made up of business event groups and event types. A business event group is a grouping together of business event types that share the same characteristics or deal with related subject matter. Business event groups can, in turn, be combined to form overlying business event groups resulting in a hierarchically structured curriculum or catalog. A business event type is a prototype event including all of the general attributes that apply to events of this type. A business event type is not scheduled to take place on a specific date. Business event types are assigned to event groups. Event groups and types form the basic framework of the business event catalog. A business event is a specific occurrence of a business event type, scheduled to take place on a specific date. A business event (also referred to as a business event date) inherits all of the attributes stored for the event type, and is scheduled to take place on a specific date. You can create business event dates either with or without resources (location, instructor, and so on). You book attendees for business events. Hint: You create business events (dates) in the business event menu.

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Figure 189: Creating and Editing Business Events: Dynamic Business Event Menu

In the dynamic business event menu, you can execute all of the functions related to creating and editing business events: • • • • • • • • • •

You can create individual business events with or without reserving resources for them. You can firmly book business events, in other words, put them in active status. You can cancel business events. You can lock (and unlock) business events. This temporarily closes the attendee list for bookings. You can follow up business events. You can create appraisals for business events. You can carry out billing and internal activity allocation for business events. You can automatically calculate a price proposal for an event. You can change displayed objects. You can display a variety of additional data about objects such as resource lists, attendee lists, or the time schedule for the event.

The system reads the relevant data when you place the cursor on an event. To edit an event, simply position the cursor on it and choose the required function from the menu or via right mouse click.

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Figure 190: Business Event Catalog: Create Individual Event Dates

You set up a business event catalog by creating or planning business event dates for your business event types. In Training and Event Management, the following differences exist between the Plan function and the Create function: •

•

When you use the Create function, you create individual business event dates in the dynamic Business Event menu. You can create events with or without reserving resources for them. You use the Plan function when you want to create multiple event dates simultaneously based on the demand that exists for them. You determine demand and plan events in the dynamic Planning Menu. The demand figures determine the number of dates that you plan. You also reserve resources when you plan event dates.

Most of the data you store for business event types is proposed as default values for the actual event dates. You can overwrite this data as required. As a general rule, the more data you store for the event type, the less work you have later. The diagram displays the kind of data that can be transferred from the event type to the event date, as well as what data you need to store specifically for the event date. If you transfer the data stored for the event types when you create your business event catalog, you only need to maintain the following data when you create and plan event dates: •

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Date, location, language, and resource reservations (if you use the function Create with resources)


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Figure 191: Business Event Planning: Mass Maintenance of Event Dates

You plan business events in the dynamic planning menu. You use the Plan function when you want to simultaneously create multiple event dates based on the demand that exists for them. The planning function lets you plan as many events as you want in a given time period. You can take account of various time-related conditions and resource availability. The planning process contains two steps: •

Specification or determination of business event demand. Demand can be calculated automatically on the basis of the prebookings received for the event type to date, the bookings made the previous year, or the demand figures from the previous year‘s planning. Alternatively, you can specify demand manually.

•

Business Event Date Planning The system determines a number of date proposals for the event you want to plan taking your calendar and resource specifications into account. The proposed dates are displayed on a planning chart, where you have multiple editing options available. You can change, move, copy, and delete proposed dates for instance. You can also display the resource list or the time schedule of an event date and change them as required. You can also display the dates determined in list format .

If you want to accept the proposed dates and transfer them to your business event catalog, choose Save. If not, choose Cancel. You can then modify the specifications and start the planning process again.

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Figure 192: Day-To-Day Activities: Dynamic Attendance Menu

Figure 193: Day-To-Day Activities: Overview

In the dynamic attendance menu, you can execute all of the functions relating to booking activities. You can execute all of the functions for attendance bookings contained in day-to-day activities.

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In the dynamic attendance menu, you can • • • • • •

Book attendance Prebook attendance (for business event types!) Replace attendance Rebook attendance Cancel attendance Book attendee lists

Correspondence is automatically output to accompany each of the booking activities if you make the relevant settings in Customizing. You can monitor the output of correspondence using Correspondence History.

Figure 194: Attendees

Attendees in Training and Event Management are assigned to attendee types. When you create a new attendee, you select the pertinent attendee type and enter data for the attendee as required. You create attendees whose object types belong to other application components with which you are integrated in the relevant components. (For example, you create employees in Personnel Administration. This involves performing a hiring action in PA.) You must have authorization to create objects in the various applications.

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You can make bookings for all attendee types that exist in the system. You can choose from the following attendee types: • • • • • • • •

Person: Employee of your company (P) User: Person in the user master (US) External person: Employee from another company (H) Applicant: External person that has applied for a job (AP) Contact person: Employee of a partner (PT) Organizational unit: For example, a department in your company (O) Customer (KU) Company (U)

You can create attendees in Current Settings under Create Attendee, in the dynamic attendance menu under Extras → Create Attendee, or directly when booking.

Figure 195: Booking priorities

Thebooking priority determines whether an attendee is placed on the attendee list or the waiting list.

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When you book attendance, you can assign the booking a priority or let the system assign it automatically. The following restrictions apply: •

•

•

You can assign normal booking priority up to optimum capacity only. Bookings with this priority are assured a place on the event as a rule but they may be moved down to the waiting list when the event is put in firmly booked status. You can assign essential booking priority up to maximum capacity. A booking with this priority is assured a place on the business event. Essential bookings cannot be displaced when the event is firmly booked. You assign a waiting list booking when a business event is fully booked. You can assign waiting list candidates places on the event if they become available as a result of cancellations.

Booking priorities are indicated by a numeric value.

Figure 196: System Reactions

A number of additional checks are carried out for individual attendees: • •

Attendance and absences (if you are integrated with Time Management) Attendance prerequisites – –

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Figure 197: Book Attendance: Overview

You can make bookings for individual attendees of the types person, user, external person, applicant, and contact person, and for group attendees of the types company, organizational unit, customer, and interested party. You can assign various booking priorities to the attendees. You use the priority feature to specify whether a booking is essential, normal, or waiting list. Once the optimum number of bookings has been accepted for an event, only bookings with essential priority are accepted. Once the maximum number of bookings has been reached, you can only make waiting list bookings. The following checks are performed for both individual and group attendees: • • •

Existence check Availability check Capacity check

A number of additional checks are carried out for individual attendees, such as checks for event prerequisites (qualifications and events attended) or checks for bookings for the same event type. When bookings are made, the relevant billing and allocation data is stored or checked in Training and Event Management.

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Correspondence • • •

Documents for every activity in Training and Event Management that requires notification Output of correspondence Numerous templates for notifications:

• • • • •

– Confirmation of attendance – Provisional confirmation of place – Rejection – And so on Standard letter function Download into MS Word (RTF format) Output via all standard media (fax, Internet mail, and so on) Workflow for errors in automatic correspondence Correspondence history

You can output a variety of notifications to attendees for the activities in Training and Event Management, such as confirmation of attendance, event cancellation, and so on. Notifications can be output to a variety of media including printer, Internet mail, onscreen, and so on. With manual output, you also have the option of using Microsoft Word standard letter function and downloading the notification into Microsoft Word. Automatic correspondence is triggered by specific activities in Training and Event Management that you define as correspondence-relevant such as Book Attendance. Notification output is documented in Correspondence History. This function lets you request a report for documents output to a given attendee during a specific time period, such as if and when an attendee received a confirmation of registration notification. If you do not select an object before calling the correspondence history, a selection screen appears in which you can select data of your choice for the reporting. For example, this lets you use the history function to check what correspondence has been output for what activities. The Automatic Correspondence function has an Error Handling Correspondence workflow that automatically informs administrators of errors that occur in the automatic output of correspondence. The administrator (output agent) responsible receives a message in his or her Workflow inbox and can correct errors and output the notifications manually.

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Figure 198: Recurring Activities: Overview

You have created event dates in the business event menu. You have booked attendees for these event dates in the day-to-day activities. If you want to temporarily prevent further processing of events, you can lock them and unlock them later in the business event menu. If you created them in planned status, you can now change the status to firmly booked. If there is not a sufficient number of bookings for the events, you can cancel the events. When an event has taken place, you can do follow-up processing and perform appraisals. Hint: The appraisals functionality will be discussed in context later on.

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Figure 199: Follow Up Business Events

Once a business event has begun, you can start follow-up processing for it. Prerequisites: • • •

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The business event must have firmly booked status. The business event may not be already canceled. The business event may not have a historical record flag appended (see below).


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Following up a business event means: •

• •

The business event objectives are transferred to attendees as qualifications. During follow-up processing, you can decide whether imparted qualifications are assigned to attendees and with what proficiency. All attendance bookings are deleted. A relationship is created between the attendee and the business event type. Hint: You specify which of these three activities are carried out per attendee type in Customizing or in the Procedure infotype (1030) for the business event type.

• •

You can append a historical record to the business event. This means that no further changes can be made to the event data. Confirmation of attendance notifications are output. Hint: You make output specifications in Customizing.

Figure 200: Billing and Activity Allocation: Overview

Training and Event Management has several billing and allocation options. You determine business event costs on the basis of cost items and post cost transfer data to Cost Accounting. You issue invoices in Sales and Distribution (SD) for external attendees. You can specify different partner functions (for example, payer). You can issue credit memos for whole or part business event fees. You can allow payment by credit card if you make the necessary system settings in SD.

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When employees from your company attend training events, you can settle costs internally using internal activity allocation functions. You can distribute costs on a percentage basis to multiple account assignment objects (for example, cost centers or internal orders). For internal instructors, you settle instructor fees using activity allocation functions.

Figure 201: Information System in Training and Events

In the SAP Easy Access menu, you have access to the reporting options in Training and Event Management under Human Resources → Training and Event Management → Information System. You can access the various reports for attendances, business events, and resources under Information Systems → Reports. Under Information Systems, you can also call the Ad Hoc Query. This is a powerful reporting tool that lets you flexibly define reports. You can start the dynamic information menu under Information System from where you can also access reports for attendances, business events, and resources. To do so, you simply select the object you want to report on and then start the report without having to enter selection data manually. In many cases, you can also display and maintain additional data from the report's list screen.

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Figure 202: Standard Reports: Dynamic Information Menu

From the dynamic information menu you can call all of the standard reports for attendance, business events, and resources that there are in Training and Event Management. The advantage of the dynamic information menu is that the system reads the data for the report automatically when you select an object with the cursor and you do not to enter the data manually. For example, if you select a business event and start one of the business event reports, the system automatically reads the business event data. You can use the function Selection Screen On/Off under Settings to specify whether the system starts reports from the selection screen or directly from the menu. If you deactivate the selection screen, whenever you call a report, you access the list output screen directly. Hint: You can switch between the information menu, the attendance menu, and the business event menu as required by choosing Goto. You always access the same place in the structure of the menu accessed when you do so.

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Figure 203: ESS and Web Applications

Training and Event Management lets you offer self-service access to the most important day-to-day functions of the application. You can offer your employees and other Web users access to these applications via the corporate intranet as Employee Self-Services and as Internet applications on the Internet. The applications are presented in an intuitive and easy-to-use format.

Figure 204: Employee Self-Service (ESS) in Training and Event Management

ESS Training Center:

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Employees can display the company's current business event catalog. You select a subject area on the search screen. The Extended Search function offers additional selection options, such as selection by target group. The hit list of events displays the most important data of the business event. You can choose the Internet icons beside event types and event dates to display relevant documents, materials, and so on that are linked to them via the Knowledge Link infotype. You can display detailed information and access a Web link display for business event locations. You can choose the Internet icons beside event types and event dates to display relevant documents, and materials that are linked to them via the Knowledge Link infotype. Employees can fill a shopping basket and save it for later editing. The events in the shopping basket can be booked or removed from the basket again. You can display detailed information and access a Web link display for business event locations. The SAP system supports three approval workflows for the Employee Self-Services Training Center and My Bookings: • • •

Approve Employee's Attendance Booking Approve Employee's Attendance Cancellation Approve Employee's Attendance Rebooking

The system initiates the workflows when an employee, who does not have the required authorization to book, cancel, or rebook , tries to execute one of these functions in ESS. The employee receives a message that the relevant request has been submitted to his or her supervisor. The supervisor receives the request as a work item in the workflow inbox. If the supervisor approves the request, the system executes the requested function automatically. If the supervisor rejects the request, the operation is deleted.

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Exercise 12: Training and Event Management Exercise Objectives After completing this exercise, you will be able to: • Create a business event date • Book an employee for a business event • Prebook an employee for a business event type • Rebook an employee for a different business event • Cancel an employee’s booking • Request a report for the training history of an employee

Business Example Employees are booked for training courses to eliminate qualification deficits and to promote their professional development. Later on, you can display the training history of your employees. Your task is to process correctly the processes that affect the business event catalog. For instance, in the Dynamic Attendance menu, you select the business event in which the attendees want to be booked. Depending on the number of bookings that already exist for this business event, you book the attendee with the appropriate booking priority. Hint: For these exercises, you will be working in three different dynamic menus: the dynamic business event menu, dynamic attendance menu, and the dynamic information menu. You can switch between the three menus by choosing Goto. Hint: Replace ## with your group number.

Task: Make the following settings in the system: 1.

In the dynamic business event menu, create a new event date without resources. Create the event date for the business event type HR050 Business Processes Human Capital Management . Hint: Rename the new event by using your group number.


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2.

In the dynamic attendance menu, book several attendees for your business event. In particular, book persons and attendees from organizational units such as the employees you have already encountered in the exercises. Hint: If a query about fee assignment is displayed, select the option free of charge and save the booking data. Your could use the menufunction Goto to change the menu. Book attendees into the business event .

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3.

Make one prebooking.

4.

Make one rebooking.

5.

Use the standard report Attendee’s Training History in the information menu of Training and Event Management to display events for which Lars Becker (personnel number 11199100) has been booked.


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Solution 12: Training and Event Management Task: Make the following settings in the system: 1.

In the dynamic business event menu, create a new event date without resources. Create the event date for the business event type HR050 Business Processes Human Capital Management . Hint: Rename the new event by using your group number.

2.

a)

Choose Training and Event Management → Business Events → Business Event Menu.

b)

Right-click the business event type HR050 from the event group Training International.

c)

Choose Create w/o Resources. The Create Business Event Without Resources screen appears.

d)

Enter a date in the future as the proposed start date of the new business event. Use the possible entries help to select Berlin or Walldorf as the location. Accept all other default values and choose Save.

In the dynamic attendance menu, book several attendees for your business event. In particular, book persons and attendees from organizational units such as the employees you have already encountered in the exercises. Hint: If a query about fee assignment is displayed, select the option free of charge and save the booking data. Your could use the menufunction Goto to change the menu.


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Book attendees into the business event .

3.

a)

For example, book Catherine Camino (Personnel number 500991##) or Eric Lehman (Personnel number 500992##) for your event of the type HR050. Choose Training and Event Management → Attendance → Attendance Menu.

b)

Expand the business event group Training International and the underlying event types to display the event dates. Position your cursor on your business event and right-click the Book Attendance option in the context menu.

c)

In the Book Attendance: Data dialog box, enter the relevant personnel number in the Person field. Save your entries by choosing Book Attendance. The message Attendance Booked appears. Press Enter to confirm the message.

d)

Book Eric Lehman too.

Make one prebooking. a)

Right-click any business event type, for example, HR050 and choose Prebook.

b)

In the Prebook Attendance: Data dialog box, enter a personnel number, for instance, George Vega‘s personnel number (500993##) in the Person field. Save by choosing Prebook. The message Attendee has been prebooked for the business event type appears. Press Enter to confirm the message. In the Prebook Attendance: Data dialog box, choose Cancel. If Prebooking checks appears, choose Enter once more.

4.

Make one rebooking. a)

Right-click a booking that you made and right-click on a person and choose Rebook from the context menu.

b)

In the Rebook Attendance: Data dialog box, select an event date in the Business Event Catalog area and choose Rebook. If there are no more business events to rebook, you could change the business event type, for example SAPHR.


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5.

Use the standard report Attendee’s Training History in the information menu of Training and Event Management to display events for which Lars Becker (personnel number 11199100) has been booked. a)

Choose Training and Event Management → Information System → Information Menu. Your could also use the menufunction Goto.

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In the Dynamic Information Menu, choose → Information → Attendances → Attendee's Training History.

c)

Under Attendee Data in the Attendee field, enter 11199100. Select All under Selection Period.

d)

Choose Execute.


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Lesson Summary You should now be able to: • Describe the integration options for Training and Event Management • Create business event dates • Explain what is involved in day-to-day activities in Training and Event Management • Describe the recurring activities • Describe the reporting options for Training and Event Management

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Lesson: Learning Solution

Lesson: Learning Solution Lesson Overview In this lesson you will learn about the Learning Solution, a solution SAP offers for Blended Learning.


Discuss the Learning Solution.

Business Example You are looking for a solution that allows your company to implement personalized learning that includes all learning methods. For example, employees are to receive further training in the form of Web-based courses that can be accessed anytime and anywhere.

Basics

Figure 205: What Must a Modern Learning Solution Offer?

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When a company considers implementing a learning solution of any scope, it must set high standards and requirements so that the investment pays off. The following lists some of these requirements: •

• •

Since everyone has a different learning style, instructional designers must personalize training so that it reacts to the needs and requirements of the learner (role in the company, qualification deficits, and expiring certificates). Everyone learns differently. That is why e-learning supports individual learning strategies and provides a more efficient learning experience (adaptive learning). The learner should be given freedom of choice while learning (for example, navigation at will with e-learning courses – exploratory learning). All of the learning processes must be seamlessly linked with the ERP system. SAP provides seamless integration with employee data. Nowadays, standards are of great importance in the area of Web-based training. Content, even if it is stored in different Learning Management Systems (LMS), must be readily available. This kind of interoperability (exchange between LMS) is only possible through the use of internationally recognized standards. Such standards are currently being developed on the market. The ADL SCORM standard (Sharable Content Object Reference Model) seems to be the established standard at the present time.

Figure 206: Integrate Learning Processes and Business Processes

Learning is a key component of every enterprise. The following example explains the learning cycle illustrated in the diagram. Experts are needed for a specific project or task at the company. Management performs staff planning and scheduling with the help of Performance Management.

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The requirements and tasks are continually changing. Employees must extend and update their knowledge. This is achieved by training (classroom training and e-learning). Organizations use tests and certifications to test learning objectives and knowledge. When the learner passes a test, the system updates his or her skills (qualifications) and automatically transfers the new qualifications to the Skills & Competencies Database. If the database is continually updated, the circle closes. You have quick access to up-to-date data about experts at all times. Performance Management is not component of the SAP Learning Solution, but of mySAP ERP HCM. The Learning Solution enables access to components of mySAP ERP Personnel Development, such as Qualifications (Skills).

SAP Learning Solution

Figure 207: SAP Learning Solution: Learning Management Systems (LMS) Compared

There are numerous Learning Management Systems (LMS) already available on the market. The box on the left shows examples of the functions of an LMS. Some LMS do not contain all of the necessary functions. Data often has to be maintained both in the LMS and the back-end system (redundant data storage). Finally, there is the question of interfaces, especially during component upgrades. The SAP Learning Solution is an integrated, end-to-end solution.

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A Solution for Various Target Groups •

Learners – –

•

Individual learning environment that can be personalized Interactive, adaptive learning experience that conforms to different learning styles – Integration with mySAP HCM - learner data becomes employee data Authors/Instructional Designers – –

•

Tools for creating and structuring learning content Content management with WebDAV interface for administration and version management Training administrators

•

– Simple catalog administration – Web reporting using different training processes and data Instructors –

•

Web reporting: Overview of instructor activities, learner participation, and appraisal statistics Managers – –

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SAP Workflow HCM integration and Web reporting


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The SAP Learning Solution is used by various target groups: •

•

Learners, who can trigger and carry out all learning activities in their learning portal. All learning steps are matched and updated with the data in the back-end system. Authors/instructional designers, who create learning objects and structure them into courses (learning nets). The SAP Learning Solution provides the necessary tools. Creating and structuring e-learning content is different from creating classroom training material. E-learning demands learning objects that are relatively small, self-contained units. Often, animations, videos, and sound effects are used; text only can be used, but is sometimes too rigid to sustain the learner’s interest. Learning content must be well structured using a variety of pedagogical approaches to be most effective in an e-learning environment. Content can, of course, be imported from external sources, as long as it complies with SCORM 1.1/1.2. Learning content is stored and managed in the Content Management system. This also offers a WebDAV interface, which accesses other WebDAV (Web-based Distributed Authoring and Versioning specification)-enabled content repositories.

•

• •

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Training administrators administrate the training catalog in the back-end system, distribute training courses to various target groups, and access reports to evaluate training processes and data. Instructors can use reports to obtain information on the courses they have to teach. They can evaluate overviews of participants, appraisals, and so on. Managers can monitor their employees’ training process via an SAP Workflow. The SAP Learning Solution provides a standard workflow that can be activated on booking training courses of any type. In addition, it provides managers with a number of reports on their employees’ learning activities and progress.


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Figure 208: Solution Overview

The SAP Learning Solution is a comprehensive solution for blended learning (wbts, instructor-led training, curricula, and so on).

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It comprises: •

A Learning Portal, the Web based learner’s personalized learning environment: – – – – – –

Courses from personnel development plans pushed to learner Mandatory courses for organizational units pushed to learner Mobile Learning (download wbts, learn offline, synchronize learning progress when online) Integration with Performance Management (evaluation of courses, trainers) BADI for learner alerts, such as customer-defined personal course proposal Requirements from Food and Drug Administration (FDA) and others: Electronic attendance confirmation/signature Electronic records

•

– Integration of external training providers (hosted content) – Integration of Collaboration for SAP Enterprise Portal (6.0) A Learning Management System to control the learning process and manage the course offering – –

• •

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Curriculum functionality (education elements in sequence) Workflow (templates for course approval in booking and cancellation scenario) – Integration into mySAP BW to perform analytical reporting An Authoring Environment to create and structure learning content and tests aA Content Management System (Enterprise Portal) to store and manage learning content


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Figure 209: Integration with mySAP HR

Integration with mySAP HR •

•

Integration between the SAP Learning Solution and mySAP HCM optimizes education and training processes by using existing Personnel Management data and processes. For example, if you already use Training and Event Management, Personnel Development and Organizational Management, training proposals that were made for employees on the basis of qualifications, requirements, and position data can be generated in the SAP Learning Solution. The SAP Learning Solution offers the possibility of displaying these personal training proposals to the employee in the Learning Portal. Courses can be linked to jobs, positions, and organizational units from Organizational Management.

Organizational Management •

Integration with Organizational Management enables access to the complete organizational structure. You can book entire organizational units, not just individual employees, as participants. You can define target groups for courses by prescribing courses as mandatory for positions and jobs.

Personnel Development •

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Integration with Personnel Development means that training proposals made during career and succession planning can be converted directly into bookings or prebookings for courses. If the profile-matchup reveals a qualification deficit, training proposals can be automatically generated. On successful completion of the course, the employee’s profile is updated with the new qualification. Qualifications can also be defined as prerequisites for course participation.


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Personnel Administration •

The employee’s master data that is required when making a course booking (name, address, and so on) is stored in Personnel Administration. Integration with Training Management enables managers to prescribe specific mandatory courses for individual employees.

Time Management •

Integration between the SAP Learning Solution and Time Management enables comparisons between employees’ training dates and their time-off data (vacation, illness, business trips, and so on). This helps to ensure that an employee is free to participate in courses. It also prevents time conflicts such as an employee being scheduled as a participant and an instructor at the same time.

Other Integration Options are: Sales and Distribution •

In addition to managing data about employees, data on external participants can also be managed. Customer data from Sales and Distribution is used for this purpose. This data is used for billing purposes and to determine participants‘ addresses. If you want to use this option, you must implement the relevant sub-component of the mySAP Customer Relationship Management solution.

Cost Accounting •

While external participants are billed for course participation, training costs for internal employees are settled by means of internal activity allocation. During this process the employee’s cost center is debited with the costs. Participation fees may also be posted to internal orders. If you want touse this option, you must implement the relevant sub-component of the mySAP Financials solution.

Materials Management •

Classroom training requires materials such as training manuals, stationery, and so on. The materials required can be procured or ordered directly from Materials Management if the component is integrated. If you want to use this option, you must implement the relevant Materials Management sub-component of the mySAP Supply Chain Management solution.

SAP Appointment Calendar •

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An employee’s bookings can be automatically entered in the SAP Appointment Calendar. Course dates are entered and displayed as appointments. The SAP Appointment Calendar can be synchronized with other calendars, such as Outlook. In this case, course dates are also entered in the employee’s Outlook calendar.


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Figure 210: Functions in the Learning Portal

The Learning Portal is a preconfigured iView. The Learning Portal offers: • • • •

Course catalog display Course selection and registration Overview of training history and progress Automatic transfer of qualifications to personal data

The Learning Portal is available as a Business Package for the SAP Enterprise Portal (EP).

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The Learning Portal consists of three areas: • • •

Navigation and search (left) Work area (center) Additional information (right)

•

In the Navigation area (on the left): – –

The learner can search for courses in the course catalog. The powerful search engine TREX supports the search function. The learner can view his or her current and completed training activities in the Learner Account. The learner can also display prebookings.

The course catalog displays selected course offerings. Under My Learner Account, the employee can display an overview of his or her training activities. In addition, under Prebookings the learner can display and, if necessary, cancel prebookings. Under Favorites, the learner can set up a personal list of courses that are of interest. Under Skills Profile, the learner can view qualifications he or she has already attained. The system compares in the Profile Matchup, the employee's qualifications with the requirements of the position that he or she holds. If there is a qualification deficit, the system proposes courses that the employee can take to meet the requirements. •

In the main section (center): – –

•

The learner's mandatory courses are displayed. The learner can view information about his or her qualifications compared with the requirements of a position. – A list of training activities in which the learner is currently participating is displayed. Detailed information about the training activities is displayed on the right: –

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In the standard system, a Top Ten List of the most popular courses is displayed. This list can be customized.


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Figure 211: Learner's Mandatory Courses

You maintain object relationships in the SAP system using the object maintenance transaction (PP01) to maintain the Relationship infotype (IT 1001) Course types that you mark as mandatory or recommend are displayed for the learner in the main section of the Learning Portal. Hint: You must include the following infotypes as a mini master for the employee (object type P) for the SAP Learning Solution: • • • •

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Actions infotype (0000) Organizational Assignment infotype (0001) Personal Data infotype (0002) Communication infotype (0105)


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Figure 212: Collaboration in the Learning Portal

The Learner can participate in virtual learning groups. The training administrator can select and assign existing collaboration rooms to a course or trigger automatic creation of new collaboration rooms when setting up a course in the SAP backend system. The functional scope is determined by selection a predefined collaboration room template. The learner booked to a specific course is automatically registered as a member of the assigned collaboration rooms. Both asynchronous and synchronous collaboration is supported by the Learning Solution 3.0. Asynchronous collaboration means the learner gets team news, can view team calendars, or create team tasks. Synchronous collaboration enables the learner to, for example, participate in a real time chat with multiple users.

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Figure 213: SAP Learning Solution: Authoring Environment

The Authoring Environment of the SAP Learning Solution provides specialists with support for the methodical design of learning materials. It offers instructional designers appropriate templates and predefined relationships for structuring content. Customers can create their own learning content or learning content can be purchased from third parties. The content should be compatible with SCORM. The Authoring Environment also presents learners with learning content in a dynamically generated learning path (Content Player). Key terms used in connection with the Authoring Environment: •

Learning Objects –

•

Examples of learning objects: placement tests, overviews, examples, exercises and solutions, summaries, progress tests Learning object nets

•

– Combine learning objects together – Any graphic structures (can be included) Instructional elements – –

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Any Web content with nested reference structure Learners interact with these directly


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The Test Author: • • • • •

Is the tool used for creating all of the tests used in the SAP Learning Solution. Is fully integrated in the Authoring Environment as a test and content creation tool. Contains item editors for the five item formats supported: Multiple Choice, Multiple Response, Multiple Explicit, Fill-in, and Rating. Supports reuse of tests in different courses. Supports reuse of test questions in different tests. Hint: The test author is not designed for tests or appraisals for use in classroom courses.

The Test Editor is integrated in the Authoring Environment of the SAP Learning Solution. Authors and instructional designers can use templates to help them design tests. Self-assessment tests enable learners to assess their own level of knowledge. The system does not store results for such tests. The system can store other test results in the learner account or in the learner's qualifications profile in mySAP ERP HCM. You can transfer test results to the SAP system, where you can use the results for reporting purposes. You must install the Authoring Environment locally for each author or user. Implementation of the Authoring Environment is supported by several wizards, such as a configuration wizard and an import wizard. The views for Subject Matter Experts and instructional designers can be customized flexible.

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Figure 214: Learning strategies for Individual Learning

Not all learners learn in the same way. Examples of different learner types are task-oriented learners or example-oriented learners The different learner types can be supported by different learning strategies in the learning process. The adaptive learning approach, which determines the most suitable learning path for each learner type, is incorporated into the SAP Learning Solution. In spite of this flexibility, the learning content only has to be structured once by the author and can then be used in various learning paths. Other authors can also access the existing learning content and reuse it in other contexts. Learning (from books, online documents, and e-learning) traditionally follows a linear path. Learners or readers start at the beginning and continue until they have reached the end. The units or objects are ordered in a particular fixed sequence. This method is, of course, supported in the SAP Learning Solution. Authors/instructional designers can build up a learning net in this form and learners can then learn in this form. In addition to the previous example, a training course that can use the same learning net to address learners with different learning strategies can also be offered online. The learning strategies are highlighted in color on the slide. There is a preview function to check the learning strategy.

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The author/instructional designer structures the course once on the level of the instructional elements and assigns attributes to them according to their functions (example, action, explanation, overview, and so on). This interactive, adaptive learning environment offered in the SAP Learning Solution differentiates SAP from its competitors in the e-learning market.

Figure 215: What's New in the Learning Solution ERP 2005?

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Lesson Summary You should now be able to: • Discuss the Learning Solution.

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Lesson: SAP Tutor

Lesson: SAP Tutor Lesson Overview You intend to use tutorials as self-study sessions.


Discuss the basics of SAP Tutor.

Business Example Employees with qualification deficits can use tutorials as self-study sessions.

SAP Tutor

Figure 216: What the SAP Tutor Offers

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You can use the SAP Tutor in multiple ways: • • • • • • • •

To develop tutorials when you have no previous knowledge of programming For easy update and frequent reusability of tutorials Seamless integration in your training and documentation concept Simple and economic dissemination of lessons on the intranet Easy operation for instructional designers (authors) and learners Users learn faster and become productive in a shorter space of time Less need for classroom training Reduced workload for helpdesk and support groups

Figure 217: SAP Tutor Tools

The Tutor Recorder: • • • • •

Records any 32-bit Windows application Automatically generates a simulated learning environment Allows you to produce lessons in one session Supports immediate use of the lessons produced Offers small file size

The recording process will provide you with a raw version of a tutorial. Although this raw version is functional, it typically needs to be edited before it is made available for instructional purposes. The Recorder will record what is done, where it is done, and record the screen on which it was done. What it cannot do is to tell why something was done. This information needs to be added by the author.

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Lesson: SAP Tutor

Figure 218: SAP Tutor Editor

Post-processing the recorded simulations: • • • •

Create descriptions Create bubble texts Set up different navigation options Print and export function

Easy update of tutorials Lesson reusability Simple, quick integration of existing course material and documentation

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Figure 219: SAP Tutor Player

The SAP Tutor Player is the client application that is needed to view and explore SAP Tutor tutorials. It can be used without the Recorder or the Editor. It can replay tutorials that are stored locally on a file server, or on a Web server. The SAP Tutor Player uses streaming technology to download files from a Web server. Scope of functions: • • • • •

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Flexible presentation and navigation Learners can familiarize themselves with their working environment without interfering with the productive system The simulated learning environment is an exact replica of the productive system Greater learning progress since the user can put the instructions he or she receives into practice directly Learners can consume the lessons they require on demand at their workplaces


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Lesson: SAP Tutor

Figure 220: Reporter

You can use the Reporter to: • • •

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Determine who has taken what modules Review results achieved by candidates who took assessments Review quality assurance by means of statistics


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Lesson Summary You should now be able to: • Discuss the basics of SAP Tutor.

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Lesson: Planning in Personnel Development:

Lesson: Planning in Personnel Development: Lesson Overview At the end of this lesson you will be able to use the various options for depicting plans in Personnel Development.


Start career and succession planning scenarios Implement development plans

Business Example You want to optimally staff your positions with successors and execute Career Planning for your employees.

Career and Succession Planning

Figure 221: Career and Succession Planning

Career and Succession Planning has two goals. First, to encourage the professional development of employees in a company, and second, to ensure that there is always sufficient headcount. Career Planning involves identifying possible career goals for employees, and planning their professional development. Succession Planning involves looking for suitable candidates to fill open posts.

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Figure 222: Criteria for Career and Succession Planning

You can use information such as qualifications, potential, preferences, and additional careers as the basis for career and succession planning. The system stores this information in subprofiles. Hint: Career models can be used as components of Personnel Development. They are optional, not required.

Figure 223: Careers

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Careers are non-person-specific paths within an organizational structure. You can use careers to show the main personnel development paths within a company. You can use careers as planning criteria in Career and Succession Planning. You can also use them for marketing purposes (by showing potential employees the career opportunities that are open to them if they are valuable employees that work hard). Careers can contain jobs and positions in any combination. You can depict vertical and horizontal movements within a career. The system arranges career items within a career in such a way that those lowest down in the hierarchy appear at the bottom of the career, and those higher up in the hierarchy appear at the top. Career items from the same hierarchy level appear beside each other. You display and edit careers in SAP Network Graphics. Example: An employee should work at least three years as an HR administrator before he can become HR Department Manager. In this case, you would specify a duration of three years for the position HR administrator.

Figure 224: Career Planning

A career-planning scenario is based on an employee's personality and abilities, and specifies the sequence of positions this employee should hold as part of his or her professional development. It also lists the measures that are required to qualify the employee for specific positions.

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Career planning sets out to encourage the professional development of employees. Career planning can also help reduce a high employee turnover rate by showing employees the career opportunities that are open to them. Career planning is also used to ensure that qualified successors are always available for positions. You can also use the Career Planning component to search for activities that suit a person's profile. You can work through career-planning scenarios for a range of object types (for example, for persons, applicants, users, and so on). You can use a range of planning criteria for career planning. You can use each criterion on its own, or in conjunction with one or more other criteria. You can restrict career-planning scenarios to vacant positions. You do this by making the appropriate user-specific settings. Career planning is performed for a key date. The default key date is today's date, but you can overwrite this date if required. The result of Career Planning is a career plan containing suitable objects, sorted by planning criterion.

Figure 225: Searching for Suitable Jobs and Positions

You can use career planning functionality to look for suitable activities for an employee, applicant, and so on. You use the person's profile as a basis for conducting this search.

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Figure 226: Succession Planning

Succession planning scenarios are a means of ensuring that a continuous supply of qualified personnel is available for jobs in the company. Succession planning scenarios are based on jobs that the organization must fill, either now or in the future. Succession planning involves selecting potential successors for these jobs, and preparing them for these jobs. This means that you can identify suitable people immediately should one of the jobsbecome vacant. You can use the succession planning functionality to find suitable people (applicants, and so on) for jobs, positions, and so on. You can work through succession planning scenarios for a range of object types (position, job, task, and so on). You can use a range of planning criteria for succession planning. You can use each criterion on its own, or in conjunction with one or more other criteria. You can use the same criteria as for career planning. You can use detail selection to restrict the number of potential successors. You can use the ad hoc query for detail selection. The system performs succession planning for a key date. The default key date is today's date, but you can overwrite this date if required. The result of a succession-planning scenario is a succession plan containing all suitable objects, sorted by planning criterion.

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Figure 227: Searching for Suitable Persons

You can use the succession-planning functionality to look for persons (applicants) who are suitable for a specific object (position, task).

Figure 228: Simulating Succession Scenarios

By simulating a succession scenario, you can analyze and appraise the effects of an employee transfer. The system evaluates vacancies created by an employee being transferred over several levels, and you can control the simulation through user-defined criteria.

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If you simulate a transfer, the system looks for successors for the position that becomes vacant as a result. If the successor for this position is an employee, and this employee is transferred, this creates a further vacancy for which the system performs a succession planning scenario. The simulation stops if a successor does not hold a position, or if the successor's current position does not have to be restaffed. In each case, the system automatically selects the most suitable successor. When the simulation is completed, the system displays a list of all positions that have to be restaffed, and proposes suitable persons for these positions. You are also shown each person's suitability, and the planning criteria that they fulfill. You can conduct simulations for all the object types available. Subsequently, however, only positions are evaluated (with the exception of the object specified).

Development Plans

Figure 229: Development Plans

Development plans play a central role in the personnel planning process. You can use them to map both generally applicable and individual development plans. You can then use these development plans to plan and manage both short-term and long-term development (training) measures. For example, you can use development plans to map the following personnel development measures: • • •

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Trainee programs Training courses, seminars, workshops On-the-job training, job rotation


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A development plan comprises a sequence of development measures (which can also run parallel to each other). Examples of development measures include attendance of a business event or practical experience in an organizational unit. If you use the Training and Event Management functionality, the system automatically writes information about an employee's attendance bookings to the individual development plan.

Figure 230: General and Individual Development Plans

General development plan: • •

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A general development plan is a collection of training measures that impart specific qualifications for a specific purpose. You can use general development plans as generally applicable, non-specific (that is, they do not apply to specific persons) templates for creating complex or similar training and further education measures that are implemented frequently in an organization. You can then copy this information to the individual development plans of specific people, and change them to suit the requirements of the people in question. For example, you might create entire trainee programs in this way, and then copy these to the individual development plans of the people who are to participate in these trainee programs.


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Individual development plan: •

You use an individual development plan to plan and manage the training and development of a specific employee. The individual development plan is tailored to the needs of the employee in question by adding the necessary items or development plans. For example, you can include individual measures, entire training programs, or even a catalog of development measures for planning the career of a potential manager. You can tailor general development plans to suit the needs of individual people.

Figure 231: Possible Development Plan Items

You can create and manage development plans in the development plan catalog. You can then use these general development plans as templates for creating individual development plans. Each development plan contains a sequence of development measures (items) and information on their duration, sequence, and so on. Examples of individual development measures (items): • • • •

Attendance of a training course Staffing of a position Practical experience in a specific organizational unit Time spent abroad

You can use development plan groups to help structure the catalog. A development plan group is a collection of development plans that share the same characteristics. You create development plans in graphical format.

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You can create a development plan per employee. This plan is continually updated. You can use a general development plan from the catalog and modify it to suit an individual employee.

Figure 232: Development Plan Catalog

You can create and manage general development plans in the Development plan catalog. You can then use these general development plans as copy templates for creating individual development plans. The Development plan catalog can contain both development plan groups and development plans: •

Development plan groups (object type BL) are used to structure the content of the development plan catalog. A Development plan group can contain development plans, and also further development plan groups.

•

•

A Development plan (object type B) contains a sequence of items - such as attendance of a business event (for example, a communications course), staffing of a position (for example, sales assistant), practical experience in an organizational unit (for example, the sales department), and so on. You can enter descriptive texts for development plan groups and development plans.

A translation function is also available. This means that you can use the development plan catalog in different languages. You edit the development plan catalog in Customizing for Personnel Development. You can also make changes in a system that has already gone live by choosing Current Settings.

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Figure 233: Structure of General Development Plans

Development plans contain a sequence of development plan items. You can store the following information per item: • • •

Duration in years, months, days Sequence of the items Whether it is an optional or required item

You arrange the various items in a development plan into a specific sequence. Please note that it is also possible for items to run in parallel to each other. Within one step you can specify the number of required items, for example, that the employee must pass through at least one of three items. Hint: If you include a business event type in a development plan, and a duration has been specified for this business event type in the Training and Event Management component, this duration will also be used for the corresponding item in the development plan.

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Figure 234: Individual development plans

You can use individual development plans as a means of planning and controlling the professional development of individual employees. You can use general development plans to supplement and complement individual plans to depict the current requirements of the employees. The individual development plan is a general development plan modified to suit the needs of an individual employee. You create an individual development plan for one person. This plan is then constantly updated. An individual development plan contains all planned, current, and completed items pertaining to a person. You can also add appraisal models as development plan items. In an individual development plan, every item and general development plan is assigned a validity period and a status (for example, Planned, Current, Completed). This status is used to regulate the progress of the measure in question. This means you can document an employee's personnel development history to date in an individual development plan. Note that a status is not assigned to the individual development plan itself (as a whole). If configured to do so, the system can write the items in a development plan to subprofiles as qualifications for the individual persons.

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You might, for example, use the Development Plan History subprofile to: • • •

Get an overview of the development plans in which a person is currently participating/has participated Delete development plans from the person's history Tailor a development plan to a person's needs, and change the state of a development plan

Figure 235: Automatic State Management (1)

If you assign a specific state to a development plan or to an item in a development plan, you can trigger the system to perform certain further processing steps automatically. You can update the states (Planned, Current, and so on) of items in individual development plans manually. It is, however, possible to partially automate state management for items. You can specify that certain events should automatically trigger a change in the state of specific items.

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The standard system contains the following function modules for further processing: • • •

•

If an item involves attending a business event, and its stateus is changed to Current, the person is booked onto the business event in question. If an item involves staffing a particular position, and its status is changed to Current, the person is transferred to the position in question. If the status Completed successfully is assigned to a development plan (within an individual development plan), the qualifications imparted by the development plan are written to the person's qualifications profile. If the status Current is assigned to an appraisal, the system goes directly to the functionality for holding the appraisal.

You can also make settings in Customizing to specify whether users have to confirm execution of a further processing module or whether the system should execute it entirely in the background. Hint: The events are not bound by the validity period (that is, the duration defined for an item in an individual development plan). The system triggers events when a specific action occurs (for example, a person is transferred to a position). This changes the state of the item in question, even if the event occurs before the end of the validity period defined for the item.

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Figure 236: Automatic State Management (2)

Hint: The events are not bound by the validity period (that is, the duration defined for an item in an individual development plan). The system triggers events when a specific action occurs (for example, a person is transferred to a position). This changes the state of the item in question, even if the event occurs before the end of the validity period defined for the item.

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Exercise 13: Planning in Personnel Development: Exercise Objectives After completing this exercise, you will be able to: • Create an individual development plan for an employee • Request a report about which employees are participating in a given development plan

Business Example The employee and manager plan the professional development of an employee as part of a personnel review. The result is stored in the system by adjusting a general development plan to suit the needs of a specific employee. Hint: Replace ## with your group number.


Create an individual development plan for George Vega (personnel number (500993##) with the development plan template Trainee Program Administration. Start date is the first of this month. Transfer all of the items from the development plan template to the plan for George Vega and flag it as planned. Flag an item that is a business event type as current, for example the type communication. Save the development plan and display the plan as a subprofile.

2.

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Use the Information System to find out what employees are participating or have already participated in the development plan Trainee Program Administration.


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Solution 13: Planning in Personnel Development: Task: Make the following settings in the system: 1.

Create an individual development plan for George Vega (personnel number (500993##) with the development plan template Trainee Program Administration. Start date is the first of this month. Transfer all of the items from the development plan template to the plan for George Vega and flag it as planned. Flag an item that is a business event type as current, for example the type communication. Save the development plan and display the plan as a subprofile. a)

In the menu choose Personnel Development → Planning → Individual Development. If necessary, you can choose the option Person from the dropdown menu. In the Person field, enter George Vega's personnel number (500993##), use the structure search to select the model development plan Trainee Program Administration and in the Planning Start field, enter the first of the current month. Choose Change.

b)

Transfer all of the items from the development plan template to the plan for George Vega and flag it as planned. Choose Transfer All.

c)

Set the status of all items to planned using the dropdown menu under Training Program Administration. Choose Yes in the dialog box to adjust the status of the individual items.

d)

Flag an item that is a business event type for example the business event type communication object-ID (50010630) as current. In the State field, set the status indicator for the item to current. On the Individual Development Plan dialog box chooseYes to Book Attendance being performed. Select a date and book George into class. If there is no class available prebook the individual. Return to the Individual development Plan screen. Save.

e)

Choose Goto → Profile to access the subprofile view in Personnel Development. You can display George Vega’s plan on the tab page Individual Development.

f)

You could change some more items if you like . For example, you could delete a course type item or select a new development plan item. Afterwards, save your changes.


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2.

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Use the Information System to find out what employees are participating or have already participated in the development plan Trainee Program Administration. a)

Choose Personnel Development → Information System → Reports → Search→ Development Plan.

b)

Use a search term to find the development plan Trainee Program Administration. Double-click the plan. A list of the employees participating in the plan is displayed in the view Find Objects for Development Plan.


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Lesson Summary You should now be able to: • Start career and succession planning scenarios • Implement development plans

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Lesson: Performance Management

Lesson: Performance Management Lesson Overview At the end of this lesson you will be able to describe the functions of the Performance Management.


Describe the structure of appraisals and the appraisal process Hold appraisals Include objective setting agreements in the appraisal process

Business Example You are interested in the options available in the standard Performance Management, for example, for depicting employee reviews.

Performance Management

Figure 237: Performance Management

Performance Management is a modern method of human resources management. Compensation is based on the extent to which the employee fulfils the goals set. This method of management frequently leads to increased motivation and improved performance on the part of employees.

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mySAP ERP HCM Performance Management offers a tool that enables you to track your employees' operative objectives. Furthermore, it enables you to pass corporate goals and strategies down to employee level by helping you to establish detailed objectives and initiatives, hold performance feedback reviews (appraisals), and make compensation adjustments. The objectives defined should be: •

Specific The objectives to be achieved must be formulated as clearly and precisely as possible.

•

Measurable The defined objectives can be determined quantitatively and thereby be measured.

•

Accountable The employee is responsible for achieving the objective and has an influence on it.

•

Realistic The objectives defined can be realistically achieved.

•

Time-specific There is a clearly defined timeframe in which the objectives have to be achieved.

Figure 238: Changes in Performance Appraisal

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The appraisal process involves: • •

The manager and employee agree upon objectives, the employee review, and close the performance appraisal. Support for strategic goals using the Balanced Scorecard in SEM and transfer of appraisal data to mySAP ERP HCM.

Company, department, division, and individual goals are all taken into account. Individual goals are taken into account. The Performance Management Process can be enhanced using employee reviews. Different appraisal templates are available to support different appraisal types such as, subappraisals, or 360° feedback appraisals. The results of the process can be incorporated in the compensation process by means of compensation adjustments.

Figure 239: Performance Management: Development Points

The integration with Personnel Development enables requirements profiles to be taken from positions or qualifications from the qualifications catalog directly in the employee's individual objective setting. The qualification profiles of the employees who have been appraised can be updated after the appraisal processes have been completed. The integration with Training and Events Management enables appraisal processes for business event and attendee appraisals. Due to the integration with Enterprise Compensation Management, proposals for a compensation adjustment are accepted as soon as the appraisal process has been completed.

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By integrating with Strategic Enterprise Management (SEM), the departmental objectives taken from the company objectives can be displayed in the Balanced Scorecard and the relevant strategic objectives transferred directly to the employee's objective setting. By integrating with the Business Information Warehouse (BW), it is possible for comprehensive and complex evaluations, for instance, average calculations and comparisons of the appraisals.

Figure 240: The Continuous Feedback Process

Performance Management supports all the different phases of the continuous performance feedback process. Similar to appraisals, objective setting takes place once a year. This means that once a year, a manager holds an objective setting interview with each of his or her employees. Manager and employee agree on concrete goals and the results the employee is to achieve by an agreed date. The objectives can be quantitative (that is, measurable) or qualitative. The objectives are usually put in writing and become a part of the employee’s personnel file. The employee’s performance is measured according to the agreed objectives and can be used as a basis for determining the amount of salary elements (for example, bonus). This is a way of making clear to employees what is expected of them and how they can improve their salary. So that the objectives remain at the forefront, reviews are carried out during the year. Here, the objectives (target) are compared with the results already achieved (actual). The differences between the two are recorded, and any necessary corrections are made to the objectives (for example, adjustment or reformulation of existing objective setting agreements).

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At the end of the cycle, the objective setting agreements are evaluated, and corresponding bonus payments or salary adjustments are made. At the same time, objectives are defined for the next period. The circle closes.

Figure 241: Functions - overview

An appraisal process is represented in the appraisal catalog based on an appraisal category and an appraisal form created for this category. The appraisal form acts as a model in the application process for creating appraisal documents. The layout of the appraisal form is dependent on the data in the form header. The SAP system can therefore visualize the appraisal form if you have entered the necessary data. Proceed as follows: • •

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Enter header data as required. Choose Complete Preparation (or the next process step).


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Figure 242: Appraisal Template: Objectives

This diagram illustrates some of the functions contained in Objective Setting. • • • • • • • • •

Enter custom texts Subappraisals Add any number of objectives Delete objectives Individual weighting Objective definition Strategic objectives from SAP SEM Display qualification profile Create attachments

Additional enhancements: • • •

Requirements profile (of the job) Access authorization (for example, manager may not change the employee column) Additional columns (for example, specific objectives - target) Note: A link functoinality is available to the employee's development plans. This can be configured in the appraisal catalog. The link Display Individual Development opens a popup that displays the employee's complete individual development plan with the status, begin and end date.

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Figure 243: Status Handling

Other statuses: • • • •

Approved Rejected Finally approved Finally rejected

Further processing can be triggered using the workflow and can underlie an approval process, whereby, for instance, the employee (or another role) accepts his or her own appraisal. Approval in this scenario would cause the development of qualifications and adjustment of compensation components. Customer-specific status descriptions are possible using a BAdI.

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Figure 244: Subprofiles for Appraisals

You can display the appraisals in which a person has been involved (either in the role of appraiser or appraisee) from that person's profile. The Appraisals where appraisee subprofile contains appraisals where the person was appraised. The Appraisals where appraiser subprofile contains the appraisals where the person acted in the role of appraiser. You can also use these subprofiles to create and edit appraisals.

Figure 245: Performance Management

Many customers run a calibration process. This process is focused on a fair evaluation of the employees in direct comparison to peers. Most of the time it starts with putting together a list persons to be compared. This is done after the responsible managers have entered their final appraisals (or an overall preliminary assessment) into the system since this is the indicator the calibration is based on.

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Figure 246: Calibration Support – Comparing Appraisees (1)

With this list, different managers and a responsible person from HR hold a meeting to discuss the results and distribution, as well as necessary changes that have to be made to the final results. The distribution of the final appraisals results among the chosen employees can be visualized in a chart where the meeting partners can select a specific person, get to the appraisal template, maintain the result, and return to the updated graphical overview.

Figure 247: Calibration Support – Comparing Appraisees (2)

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You can carry out one-dimensional or two-dimensional comparisons on the Graphic tab.

Figure 248: Integration Options: Overview

The integration with Personnel Development enables requirements profiles to be taken from positions or qualifications from the qualifications catalog directly in the employee's individual objective setting. The qualification profiles of the employees who have been appraised can be updated after the appraisal processes have been completed. Development plan items can be converted into employees' personnel objectives. The integration with Learning Solution enables appraisal processes for business event and attendee appraisals. Due to the integration with Enterprise Compensation Management, proposals for a compensation adjustment are accepted as soon as the appraisal process has been completed. By integrating with Strategic Enterprise Management (SEM), the departmental objectives taken from the company objectives can be displayed in the Balanced Scorecard and the relevant strategic objectives transferred directly to the employee's objective setting. By integrating with the Business Information Warehouse (BW), it is possible for comprehensive and complex evaluations, for instance, average calculations and comparisons of the appraisals.

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Figure 249: What's New in Performance Management ERP 2005

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Exercise 14: Performance Management Exercise Objectives After completing this exercise, you will be able to: • Maintain the Communication infotype (IT0105) • Use the user-specific settings to store default values • Hold an employee appraisal • Evaluate appraisals

Business Example Your enterprise uses the Performance Management of mySAP ERP HCM. Hint: Replace ## with your group number.


In HR Master Data, maintain the Communication infotype (IT 0105) and subtype 0001 (system user name) for the employee Catherine Camino (personnel number 500991##). Enter the SAP system User with which you are logged on in the training system.

2.

In the User-Specific Settings, under Appraisals, store the following data: Appraiser Person Appraisee Person

3.

Catherine Camino (personnel number 500991##) prepares the appraisal of George Vega (personnel number 500993##) using the appraisal template PC4YOU: Performance Planning 2003 (in the category New Functions ERP 2004) (or another template as stated by the instructor), specifies targets, and reviews these where necessary. Hint: If the system returns to the SAP Easy Access Menu instead of allowing you to enter objectives please search for the appraisal via the Edit Appraisal functionality to get to the step of adding in objectives.

4.

Perform the appraisal for George Vega (500993##) acting as Catherine Camino (500991##).

5.

Complete the appraisal of George Vega (personnel number 500993##). Continued on next page

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6.

Check the appraisal you created in the employees profile in Personnel Development.

7.

Evaluate appraisals that have been created in the system using the appraisal template PC4YOU: Performance Planning 2003 (or another template stated by the instructor).


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Solution 14: Performance Management Task: Make the following settings in the system: 1.

2.

In HR Master Data, maintain the Communication infotype (IT 0105) and subtype 0001 (system user name) for the employee Catherine Camino (personnel number 500991##). Enter the SAP system User with which you are logged on in the training system. a)

Choose Personnel Management → Administration → HR Master Data → Maintain.

b)

Enter personnel number 500991## and under Direct Selection, select the Communication infotype (IT 0105). Choose the function Create. In the dialog box Subtypes of the Communication Infotype double-click subtype 0001 (system user name) to transfer it.

c)

In the view Create Communication, in the field ID/Number, enter the SAP system User with which you are logged on to the training system (HR050-XX).

d)

Save the infotype data and return to the SAP Easy Access Menu.

In the User-Specific Settings, under Appraisals, store the following data: Appraiser Person Appraisee Person a)

In the SAP Easy Access Menu, choose Personnel Development → Settings → User-Specific.

b)

Under Appraisals, make sure Appraiser and Appraisee are both set to Person. Choose Permanent.


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3.

Catherine Camino (personnel number 500991##) prepares the appraisal of George Vega (personnel number 500993##) using the appraisal template PC4YOU: Performance Planning 2003 (in the category New Functions ERP 2004) (or another template as stated by the instructor), specifies targets, and reviews these where necessary. Hint: If the system returns to the SAP Easy Access Menu instead of allowing you to enter objectives please search for the appraisal via the Edit Appraisal functionality to get to the step of adding in objectives. a)

In the SAP Easy Access Menu, choose Personnel Development → Appraisal → Create.

b)

In the Performance Management field modify the name of the appraisal by changing the year to the current year.

c)

In the field Employee, enter George Vega (personnel number 500993##). Accept the defaulted validity period.

d)

Choose Set Objectives. Enter objectives and targets of your choice, such as reduce turnover by 10%. Change the status by choosing Review. Optional: During the review process you may wish to change objectives you have specified if necessary. Choose Execute. Hint: If the system returns to the SAP Easy Access Menu instead of allowing you to enter objectives please search for the appraisal via the Edit Appraisal functionality to get to the step of adding in objectives.

4.

Perform the appraisal for George Vega (500993##) acting as Catherine Camino (500991##). a)

5.

Complete the appraisal of George Vega (personnel number 500993##). a)

6.

In the column Final Appraisal, enter results of your choice. Choose Complete and go back to the SAP Easy Access menu.

Check the appraisal you created in the employees profile in Personnel Development. a)

In the menu choose Personnel Development → Profile → Display. The Person: Display Profile.

b)

Select the tab for Objective Setting Appraisals (received) and display the appraisal results (double-click).

c)

Go back to the SAP Easy Access Menu. Continued on next page

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7.

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Evaluate appraisals that have been created in the system using the appraisal template PC4YOU: Performance Planning 2003 (or another template stated by the instructor). a)

Choose Personnel Development → Information System → Reports → Appraisals.

b)

The Evaluate Appraisal Documents screen appears. Use the possible entries help to select the appraisal template PC4YOU: Performance Planning 2003 (or another template as stated by the instructor) and mark each of the options under Selection Options. Choose Execute.

c)

You can display the appraisal by double-click on the selection result.


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Lesson Summary You should now be able to: • Describe the structure of appraisals and the appraisal process • Hold appraisals • Include objective setting agreements in the appraisal process

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Unit Summary

Unit Summary You should now be able to: • Describe the integration options for Training and Event Management • Create business event dates • Explain what is involved in day-to-day activities in Training and Event Management • Describe the recurring activities • Describe the reporting options for Training and Event Management • Discuss the Learning Solution. • Discuss the basics of SAP Tutor. • Start career and succession planning scenarios • Implement development plans • Describe the structure of appraisals and the appraisal process • Hold appraisals • Include objective setting agreements in the appraisal process

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Test Your Knowledge


The dynamic menus in Training and Event Management allow you to branch directly from the objects in the business event hierarchy to the individual functions. Determine whether this statement is true or false.

□ □ 2.

True False

Blended Learning refers to all-round learning. SAP offers the SAP Tutor and the SAP Learning Solution, for example. Determine whether this statement is true or false.

□ □ 3.

True False

Careers and development plans are synonyms. Determine whether this statement is true or false.

□ □ 4.

True False

The Performance Management supports all phases of a continuous performance feedback process. Determine whether this statement is true or false.

□ □

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True False


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Answers 1.

The dynamic menus in Training and Event Management allow you to branch directly from the objects in the business event hierarchy to the individual functions. Answer: True You will have noticed that the function selection of the right mouse button changes, or the functions in the menu change depending on the particular dynamic menu (for example, attendance menu or training event menu).

2.

Blended Learning refers to all-round learning. SAP offers the SAP Tutor and the SAP Learning Solution, for example. Answer: True As modern learning solutions, they offer, for example, personalized learning. The SAP Learning Solution is integrated with ERP backend systems.

3.

Careers and development plans are synonyms. Answer: False Although both are concepts for executing “career planning”, they differ as follows: a) Development plans can contain organizational units or course types, for example, in addition to jobs and positions. b) Development plans can be stored for specific employees as “individual development plans”.

4.

The Performance Management supports all phases of a continuous performance feedback process. Answer: True It supports planning (that is the formulation of objectives), the employee review (feedback), and the appraisal.

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Unit 9 Enterprise Compensation Management Unit Overview In this unit the components of compensation administration will be explored. Job pricing allows the company to determine the relative value of their positions. Budgeting occurs to determine how much money is available for compensation awards. Guidelines and eligibility rules can be defined. Managers can use these factors as well as employee data such as appraisal results to determine the amount of the awards for the individual employees.

Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • •

Describe the core functions of Enterprise Compensation Management View job pricing functionality Describe infotypes relevant to job pricing Create planned compensation infotype to reflect compensation philosophy View a budget View the link to a budget and to an organization unit View Maintenance and change existing budgets Describe Compensation Administration View Compensation Awards Describe a stock grant View infotypes for long term incentives

Unit Contents Lesson: Enterprise Compensation Management ...........................385 Lesson: Job Pricing.............................................................389 Lesson: Compensation Budget Functions...................................396 Exercise 15: Budget Creation.............................................399 Lesson: Compensation Administration.......................................403 Exercise 16: Optional: Compensation Awards .........................417

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Exercise 17: Enterprise Compensation Management: Reporting ...421 Lesson: Long Term Incentives ................................................424

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Lesson: Enterprise Compensation Management

Lesson: Enterprise Compensation Management Lesson Overview In this lesson, you will be introduced to the functions of Enterprise Compensation Management.


Describe the core functions of Enterprise Compensation Management

Business Example The Executive Board has decided to increase the budget for salaries for the next fiscal year. Budgets are created. Department heads determine the increase for individual employees during the salary review. This can be done by using Manager's Self Service.

Basics of Enterprise Compensation Management

Figure 250: Areas of Enterprise Compensation Management

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The Enterprise Compensation Management component controls and manages remuneration policy at an enterprise. It provides a central overview of remuneration policy, and a control mechanism for implementing this policy. It also facilitates compensation planning and budgeting, and decentralized compensation administration. Enterprise Compensation Management comprises four areas: •

•

•

•

You can perform job pricing within Enterprise Compensation Management. You can save the results of external job evaluation systems and salary surveys. Using these results, you can generate salary structures to which you can assign jobs and positions at your enterprise. In this way, you can determine the internal value of jobs and positions at your enterprise to ensure that you remain competitive. Budgeting enables you to plan and control expenses for compensation adjustments. You can assign budgets to organizational units. Furthermore, you can create budgets centrally and decentralized. You can also roll up budgets using organizational units. You use Compensation Administration to distribute salary increases, shares, and so on to employees in accordance with remuneration policy at the enterprise. You can manage long-term incentives (awards).

Figure 251: Integration of Enterprise Compensation Management

Enterprise Compensation Management uses information from various components within Human Capital Management.

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Lesson: Enterprise Compensation Management

You distribute budgets and manage compensation for organizational units and employees. The organizational structure and job or position data from the Organizational Management component are a basic necessity. Enterprise Compensation Management reads data on employee payments from the Personnel Administration component. The system changes salary data as a result of compensation administration. Enterprise Compensation Management can update the Basic Pay infotype 0008 and the Additional Payments infotype 0015 from Personnel Administration, and further infotypes. User exits also allow you to update customer-specific infotypes. The system automatically writes changes to employees' salary data to Payroll. Enterprise Compensation Management can use information stored in the Personnel Development appraisal system (with or without objective settings). Manager Self-Service allows a line manager to perform salary-related tasks such as salary increases or bonus payments. Manager Self-Service (MSS) is a Web-based planning tool that enables line managers to display and maintain data for employees assigned to their area of responsibility. Integration with mySAP HCM Payroll exists. Integration with Personnel Cost Planning allows you to generate budgets from personnel cost plans in Enterprise Compensation Management. What is more, you can derive planning data for personnel costs from guidelines in the Enterprise Compensation Management. Integration with mySAP ERP Financials can be used for the Long Term Incentives Plandata. Integration with SAP Business Information Warehouse exists.

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Lesson Summary You should now be able to: • Describe the core functions of Enterprise Compensation Management

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Lesson: Job Pricing

Lesson: Job Pricing Lesson Overview This lesson will discuss the new job pricing functionality.


View job pricing functionality Describe infotypes relevant to job pricing Create planned compensation infotype to reflect compensation philosophy

Business Example The Executive Board wants to be sure their company's salaries are competitive with the market. They use survey data to compare their salary ranges with the market and adjust salary ranges accordingly.

Job Pricing

Figure 252: Job Pricing

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Job pricing enables you to do the following: •

• • • • • •

Provider Data: Here you can set up survey providers and maintain survey data. You can change and display provider job catalog. You can display market results and individual salary survey data. Import Survey Data: Includes salary surveys, job descriptions. and catalogs. Job Matching: Here you can match internal benchmark jobs with survey jobs. Aging: Age market data that has been imported by survey provider or job. Composite Results by Internal Jobs: Create market composite results by internal jobs and compare to internal payment at job, position, or person. Create Mass Composite Results: Create mass results for jobs. Salary Structure Adjustment:Here you compare internal salary structure to market salary structure based on composite results. You can create one or more planned salary structures to adapt to market. You can depict your own compensation policy by using the Planned Compensation infotype (1005) to provide your jobs and positions with planned compensation, for example. You can depict and generate pay grade structures.

Figure 253: Job evaluation results

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Lesson: Job Pricing

You can use the market data survey results to store the results of an evaluation of all jobs as part of a specific evaluation scheme. You can relate job evaluation data with a job. Subtypes enable you to store data from different job evaluation methods (such as an external job evaluation scheme or an internal scheme) in the SAP system. You can specify the relative value of a job/position using evaluation points. You can specify that a job/position is a benchmark job (integration with Hay PayNet). The Planned Compensation infotype (1005) enables you to relate the pay grade structure with jobs. The Planned Compensation infotype provides the Basic Pay infotype (0008) with default values for employee master data. The Composite Survey Results (infotype 1271) enables you to assign an internal job to information on a job from a salary survey. You will find salary survey data to be useful for determining the general competitiveness of salaries paid. Subtypes enable you to save the results of several surveys, such as job evaluations from various salary survey providers or job evaluations on a national or international level.

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Figure 254: Job Pricing: System

Hint: The Enterprise Compensation Management component includes two standard queries that enable you to extract all salary survey data from the SAP system. You can download this data. The standard queries are: Data Extraction for Participation in Salary Survey and Hay PayNet Data Extraction for Participation in Salary Surveys. You can access both queries from the information system: Compensation Management → Information System → Reports → Salary Surveys → ...

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Lesson: Job Pricing

Figure 255: Planned Compensation

The Planned Compensation infotype (1005) enables you to use one of three types of planned compensation: •

Pay Grade - Salary You can store data from the pay grade structure, such as the pay grade, pay grade level, pay grade type, and pay grade area. On the basis of your entries, the system displays the minimum and maximum amount and the internal reference salary for the job or position.

•

Pay scale You store data from the pay scale structure on the level of jobs or positions. Such data includes the pay scale group, level, type, and area. The system then suggests the minimum and maximum salary/wage for this job or position.

•

Direct You use this planned compensation type if there is no pay grade or pay scale structure. You simply enter the minimum and maximum amount to be paid for the job or position.

You can only create one record of the Planned Compensation infotype (1005) for each position. On the level of jobs, however, you can create as many planned compensation records as required.

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The information system included in the Compensation Management component enables you to execute a report that compares an employee's actual base salary (that is, the salary determined by the Basic Pay infotype (0008)) with the projected pay determined by the Planned Compensation infotype (1005). You can access the query from the information system: Compensation Management → Information System → Reports → Employee Compensation Data → Compare Actual Base Salary to Planned Compensation.

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Lesson Summary You should now be able to: • View job pricing functionality • Describe infotypes relevant to job pricing • Create planned compensation infotype to reflect compensation philosophy

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Lesson: Compensation Budget Functions Lesson Overview A compensation budget will be created.


View a budget View the link to a budget and to an organization unit View Maintenance and change existing budgets

Business Example Managers need to have a budget assigned for each of their compensation awards for any given time period. Budgets must be assigned to organizational units for each award .

Budgeting

Figure 256: Budgeting

Budgeting can form the basis of Enterprise Compensation Management because the budget values created for individual organizational units are used in compensation administration. You use these values to determine compensation for employees (salary increases, bonuses, and so on) whose compensation needs adjusting. The system displays an informational warning or error message if compensation exceeds the budget.

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Lesson: Compensation Budget Functions

A budget defines the total financial resources used to finance organizational units. You can create budgets in a hierarchical structure. The system can also generate and depict this hierarchy automatically in accordance with the hierarchy in the selected organizational structure. Integration with the new Personnel Cost Planning component allows you to use the results from the personnel cost plan (cost items) to generate budgets (budget amounts) automatically for created budget structures.

Figure 257: The Budgeting Process

Steps in the budget process include: •

•

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Budget Maintenance: Here you can create budgets and budget values and import Personnel Cost Planning Data or custom values. It is also possible to maintain the budget structure by adding and deleting budget units as well as assigning an organization unit to a budget. Check and Release Budgets: Check that budget values are consistent. Release budgets so they can be used during compensation reviews. Reset budget to planning if they have not been spent. Budget Reassignment:Allows you to move or reassign budget values from one to another when an employee or organization unit moves.


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Figure 258: Budget

You create a budget structure that consists of one or more budget units. You must always create a budget structure in planned status. You assign budget units to organizational units so that a specific budget unit finances each organizational unit. If you use the organizational structure to generate your budget structure, you do not need to perform this step. The relationships between budget units and organizational units allow one budget unit to finance one or more organizational units. You can copy budget structures, that is, the system creates a new structure for the same validity period. You assign financial resources to each budget unit. You can generate and integrate these resource assignments from the new Personnel Cost Planning component. You check that your budget structure is consistent. You process the error log, if necessary. You release your budget structure so that it is available for compensation administration. This gives the structure active status. You can update budget structures that you have already released, that is, the system extends the validity period of these structures.

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Exercise 15: Budget Creation Exercise Objectives After completing this exercise, you will be able to: • To create a budget for compensation awards

Business Example Compensation awards must be budgeted prior to compensation awards being granted Hint: Replace ## with your group number.

Task 1: A budget structure is set up for Bonus and Salary Adjustments for the next year for ## Accounting organizational units and their subordinate or units of ## Accounts Payable and ## Accounts Receivable. Each organizational unit has $20,000. for merit (salary) awards and $20,000 for bonus. 1.

Create your budgets for compensation awards. Use 49 bonus budget as budget type, your currency is US dollar. Hint: Write down your budget unit ID. Your will need this object ID later on.

Task 2: Release the two Budgets. 1.

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Release the bonus and Merit awards


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Solution 15: Budget Creation Task 1: A budget structure is set up for Bonus and Salary Adjustments for the next year for ## Accounting organizational units and their subordinate or units of ## Accounts Payable and ## Accounts Receivable. Each organizational unit has $20,000. for merit (salary) awards and $20,000 for bonus. 1.

Create your budgets for compensation awards. Use 49 bonus budget as budget type, your currency is US dollar. Hint: Write down your budget unit ID. Your will need this object ID later on. a)

Follow Human Resources → Personnel Management → Compensation Management → Enterprise Compensation Management → Budgeting → Generate Budget from Organizational Hierarchy

b)

Enter 49 bonus budget as budget type and enter next year for the budget period, example 2006 . In the organizational unit search for your ## Accounting Organization Unit and choose execute.

c)

Write down the budget number that is generated. ___________________ Return to the SAP Easy Access menu

d)

Follow Human Resources → Personnel Management → Compensation Management → Enterprise Compensation Management → Budgeting → Start Budget Administration

e)

Click on Budget Maintenance. If prompted for a user name and password enter the user name and password you used to log on (HR050).

f)

In the search criteria box select Budget Unit ID Enter the ID number for your ## Financial Accounting Budget and select Go. Alternatively you could search by Organization Unit Name and search by name for your organization unit.

g)

Select (“click on the check box”) the line for your budget unit (“click on the check box”). Two new tabs should appear below your organization unit - choose the tab for budget Details. Expand by clicking on the arrow to see all of your organization units. Verify that the organization unit is turned on. If not click on Org Unit Off , this toggles between on and off.

h)

Select (“click on the check box”) your top organization unit (## Accounting) and in the total budget field enter $60,000. Continued on next page

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i)

Select your next lower organization unit (## Accounts Payable) and enter $20,000. Note this amount will be taken from the Financial Accounting organization.

j)

Repeat this last step for your ## Accounts Receivable org unit and choose save.

k)

Create a second budget for Salary awards by choosing the copy button and choosing 49 Merit bonus. Save.

l)

Return to the SAP Easy Access Menu.

Task 2: Release the two Budgets. 1.

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Release the bonus and Merit awards a)

Follow the menu path Human Resources → Personnel Management → Compensation Management → Enterprise Compensation Management → Budgeting → Check and Release Budget

b)

Choose budget type 49 Bonus Budget and enter next year for the budget period

c)

Enter your budget unit ID that you wrote down earlier.

d)

Select the radio button for Release budget and deselect the test run indicator. Choose execute. Note that the status shows the budget as being successfully released.

e)

Repeat this process for your merit budget.


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Lesson Summary You should now be able to: • View a budget • View the link to a budget and to an organization unit • View Maintenance and change existing budgets

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Lesson: Compensation Administration

Lesson: Compensation Administration Lesson Overview Compensation awards are administered and awarded.


Describe Compensation Administration View Compensation Awards

Business Example The Executive board has decided to increase the budget for salaries for the next fiscal year. Department heads of determine the increase for individual employees during the salary review. This can be done directly in the SAP system or by using Manager's Self Service.

Compensation Administration

Figure 259: Compensation Management Categories and Infotypes

Compensation components are created and assigned to compensation categories. The compensation category determines which infotype records are created when you activate an adjustment or grant an award. SAP delivers the compensation categories fixed, variable, and long-term incentives as standard. Fixed compensation adjustments create a record in the Compensation Process infotype (0759) and the Basic Pay infotype (0008) is updated. For example, basic payments are fixed compensation components.

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Variable compensation adjustments create a record of Compensation Process infotype (0759). Depending on how you have set up your variable compensation components, either the Basic Pay infotype (0008) is updated or a record of the Additional Payment infotype (0015) is created. For example, bonus payments are variable compensation components. Infotypes for Compensation include: •

•

• • • •

IT0758 - Compensation Program: This is a mandatory infotype for determining the compensation program for an employee. There is a mass report to create multiple infotypes for employees. IT0759 - Compensation Process: If you are administering awards through the SAP system you can administer and see compensation awards on this infotype. IT0760 - Compensation Eligibility Override: This allows an override of the eligibility criteria. IT0760 - Create Long term Incentive: This is the infotype that will store stock grants. IT0762 - LTI Exercising: This is where stock grants can be exercised. It'll - LTI Participation: This shows the employee participation in a long term incentive award.

Figure 260: Adjustment Reasons

Using an adjustment reason, you can depict your compensation program, such as an annual salary review, in the SAP system. An adjustment reason can include one or more adjustment types. The annual salary review, for example, could consist of a salary increase and a bonus.

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You can assign a budget type for each adjustment type. You can also determine how the system reacts if you exceed the available budget during compensation administration. You assign guidelines and eligibility rules on the level of adjustment types. The compensation review item determines micro and macro eligibility and when employees are coming into the plan. The compensation category is indirectly assigned to the adjustment type via the compensation component defined.

Figure 261: Compensation Adjustments Guidelines and Guideline Groups

Guidelines enable you to determine the salary increase, bonus payment, or stock options your employees are to receive. There are three types of guidelines: fixed, matrix, and user-defined. •

Fixed guidelines specify a default value that is identical for all employees. This could be a fixed amount, percentage, or number. These values are guidelines, which means management or the compensation administrator can change them when managing compensation adjustments. You can enter a restriction for changes by entering a minimum and/or maximum value in the system settings.

•

•

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Matrix guidelines use up to three dimensional matrices to determine the criteria for which the adjustment is to be calculated. A merit bonus, for example, could be based on two criteria: the result of an employee appraisal and the compa-ratio. User-defined guidelines facilitate the use of customer-specific criteria as the basis for calculating the amount of an adjustment. For example, a compensation adjustment could be based on data from external systems.


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Guidelines are optional. Depending on the employee grouping, guidelines may have different characteristics for the same compensation type. You can use guideline groups for this purpose and control the assignment using a characteristic.

Figure 262: Matrix guidelines

Matrix guidelines determine the salary increase, bonus payment, or stock options your employees are to receive. You can define a maximum of three dimensions in a matrix. Example: A salary increase is based on a single criterion (seniority), while a bonus is based on three criteria (the result of a performance appraisal, seniority, and the employee's compa-ratio). The standard system includes the following criteria: •

Seniority

• •

Compa-ratio Performance

•

Age

After you have defined all dimension segments, you must assign a default value or percentage for compensation to every possible combination of dimensions. You can overwrite the default values (intervals are also allowed). Customizing enables you to determine minimum and maximum values and how the system reacts to the values being underused or exceeded.

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Figure 263: Criteria

Figure 264: Compensation Eligibility Concept

When you create a compensation adjustment (or award) such as an increase in merit bonus, you can determine who can participate in the adjustment. If all employees at the enterprise qualify for the adjustment, no rules are required. If a compensation adjustment is subject to qualification criteria, such as a three-month length of service, a rule must be defined. For example, such criteria can be based on length of service, the number of working hours, the pay scale, pay grade, salary, or performance. If you want to exempt individual employees from the criteria, use the Compensation Eligibility Override infotype (0760). This allows you to invalidate the three-month length of service criterion for new employees, for example.

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If you have different criteria for different employee groups, you can use eligibility groups. For example, you could determine that a twelve-month length of service is a prerequisite for receiving a bonus, but that managers qualify after just six months. In this instance, you must specify two rules, one for the group of managers and one for all other employees. When you define a group, you use a feature to establish the link between the group and employees. You can use the details of the organizational assignment, such as the employee subgroup. A user exit also enables you to use user-defined criteria. Compensation Adjustment • • •

Effective date of adjustment Calculation base Adjustment amount depending on the compensation adjustment – –

Calculation base (wage type/s) Guideline - optional

When you define a compensation adjustment, you enter a series of data: the effective date of the adjustment, the calculation base of the compensation adjustment, and the wage types and guidelines used in the calculation. You can base the effective date of the compensation adjustment on a fixed date, such as January 1, an anniversary, such as the employee's hiring date or birthday, or another user-defined date. When you specify a calculation base for the compensation adjustment, you enter the wage type that is used as the calculation base in the standard SAP system. The wage type used as a calculation base can consist of one or several wage types. For example, you want to provide your employees with a percentage adjustment that is based on the salary wage type. You can also specify whether a guideline is used in the calculation (this is optional).

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Figure 265: Administration of Compensation

There are various ways of awarding employees with compensation adjustments in Compensation Management: •

Individual Maintenance (displayed above): This method allows you to award individual employees salary adjustments.

•

Manager Self-Service In the Enterprise Portal, line managers can award their employees with compensation adjustments decentrally.

The instance of a compensation process for a given employee is stored and administered on the new Compensation Process infotype (0759). Its subtype is the compensation review item, by which the combination of compensation plan and review is defined.

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Figure 266: Compensation Administration via IT0759

The infotype is a key date infotype, its begin and end date are the same, and it defines the effective date (which is the granting date for LTI). In other fields the compensation status, the calculation base, the compensation amount and its reference currency, and the compensation percentage of this amount are stored. A compensation number and a stock unit field that is used for LTI plans is also included. The time constraint of the infotype is three, so that in case of an anytime review it is possible to have two records of the same review item on the same day. Compensation Status indicates the status of the process (planned, submitted approved, rejected, or active). Upon saving data in a planning process, a record is created with the status Planned. At each status change, the record is updated with the new status value. If the history of status values is of interest, it can be evaluated reading the infotype change log. Typically, the line manager performs reviews in Manager Self-Service and the suggested changes are eventually written to this infotype with the status In Planning, but this infotype can also be maintained manually in HR Master Data by the HR administrator/compensation specialist or by means of the report Create Compensation Process Records. Once you have generated a list of employees, you can use the guidelines per adjustment type (optional). You can then maintain each employee's adjustment data. You can display additional information, such as guideline information, error logs, and employee information, to support the decision-making process.

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The following is an example of approval in compensation administration: •

•

The planning manager of an organizational unit plans compensation adjustments for his or her employees. The adjustments have the status submitted. The approving manager receives the suggested adjustments for approval. If the department head approves the adjustments (status approved), the HR administrator activates the awards.

If the HR administrator activates the compensation adjustment, the system creates a new record of the Basic Pay infotype (0008) and the Additional Payments infotype (0015) or other specified infotypes from configuration for the appropriate employees. The system also creates a record of the Compensation Adjustment infotype (0759) for each employee and adjustment type as a history of the compensation adjustment so that you can track the compensation received by an employee. Hint: You can also display this history in Manager Self-Service.

Web Applications

Figure 267: Compensation Planning Using MSS

SAP offers a new Web-based planning tool specifically tailored to the requirements of managers with personnel and budget responsibilities. This intuitive interface enables managers to perform compensation planning for the relevant employees. The HCM department does not perform planning centrally. Instead, the managers responsible perform planning decentrally.

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When a manager accesses the tool, the system automatically displays all employees for whom the manager is to perform compensation planning. To facilitate optimal planning, a wide variety of compensation-relevant information appears for the manager. During the planning process, the manager can always view the available budget. This allows the manager to monitor whether his or her budget has already been exceeded or determine how much of the budget remains for distribution.

Figure 268: Detailed Compensation Information per Employee

By simply choosing an employee's name, the manager can display the comprehensive data he or she needs to make an informed decision. The data can include contract data, organizational assignment, salary development or previous compensation adjustments, and the granting of awards as part of a stock option plan. In addition to comprehensive employee data, the system displays additional data such as the enterprise-internal planned compensation for the relevant job or position, the compa-ratio, and the position in the salary range.

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Figure 269: Compensation Information per Employee Using MSS

If the enterprise takes part in external salary surveys, a comparison between the internal planned compensation of the employee's current salary and the external salary survey is displayed as a graphic. The manager can specifically compare compensation adjustments for selected employees. The manager can make this comparison for all compensation adjustments, or for a single compensation adjustment (for example, bonus). You can base your enterprise's remuneration strategy on these results. In this way, this function supports you in making informed decisions regarding your remuneration strategy. The compensation manager at your enterprise can obtain salary information from a salary survey provider. The compensation manager can choose which information should be provided, for example, salary information from enterprises of a specific size, from a specific quantity, or from employees with a particular length of service. He or she can compare information from the salary survey provider with the jobs, and employees assigned to these jobs, at your enterprise. The compensation manager can change the pay grade structure based on this comparison.

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Total Compensation Statement • •

Overview of all elements of compensation and anything else received by an employee (such as courses) User-defined form (Smart Forms), for example, with the following categories as standard: –

Payment (payroll data) Salary, bonus

–

Miscellaneous compensation Awards

–

Benefits Insurance, company car

–

Personnel Development Measures Courses, development plans

• •

Print standard letters (for individual employees or for entire departments using mass printing) ESS service

Figure 270: Total Compensation Statement

An HCM administrator can generate and print several total compensation overviews. The administrator can then send the overviews to employees.

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The total compensation overview includes three functions that can be used by the appropriate user groups at your enterprise: •

Display Total Compensation Statement The total compensation statement is displayed in the SAP system according to the new interface design that makes it easier to find and select employees.

•

Print Total Compensation Statement In the SAP system you can print a test copy of the total compensation statement for a number of employees to ensure that the statement does not contain any errors when it is actually printed and sent to employees.

•

Display Personnel Total Compensation Statement in Internet

Figure 271: Web Applications for Employees: Total Compensation Statement

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Exercise 16: Optional: Compensation Awards Exercise Objectives After completing this exercise, you will be able to: • Administer bonus and merit awards

Business Example Your employees receive merit and bonus payments using compensation adjustments.

Task: You can administer bonus and merit via IT 0758 (Compensation Program) and IT0759 (Compensation Process). 1.

Maintain the IT 0758 and IT 0759 for Eric Lehman (500992##) and George Vega (500993##) Use the compensation area 49. Use the subtypes 49BI for bonus item and 49MI for merit item.

2.

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Administer bonus and merit


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Solution 16: Optional: Compensation Awards Task: You can administer bonus and merit via IT 0758 (Compensation Program) and IT0759 (Compensation Process). 1.

Maintain the IT 0758 and IT 0759 for Eric Lehman (500992##) and George Vega (500993##) Use the compensation area 49. Use the subtypes 49BI for bonus item and 49MI for merit item. a)

Create the Compensation Plan (IT0758) Infotype. From the Easy Access Menu follow the menu path HR → Personnel Management → Administration → HR Master Data → Maintain. n).

2.

b)

Select or search for employee 500992## (Eric Lehma

c)

In the Direct Infotype Selection box enter the infotype number 0758. Choose enter and then create.

d)

Accept the default values on the infotype and save. If no values are present in the Compensation Area field enter 49.

e)

In the 1st program grouping field enter 49PG and in the 2nd program grouping field enter 49pg.

f)

Save your infotype and stay in the maintain master data screen.

Administer bonus and merit a)

Create the Compensation Process (IT0759) infotype for Eric Lehman (500992##).

b)

On the Maintain Master Data Screen enter the infotype 0759 in the Direct Infotype Selection box.

c)

Choose create.

d)

From the popup list of subtypes, choose 49BI – 49 Bonus Plan.

e)

Enter the currency of EUR in the currency field. On the infotype choose the Apply Guidelines pushbutton.

f)

You should see $3,000. appear in the amount field.

g)

Save the infotype.

h)

Repeat these steps for the Merit increase.

i)

Choose IT0759 and Create. Continued on next page

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j)

From the available subtypes choose 49MI - 49 Merit Plan.

k)

Again choose the Apply Guidelines pushbutton.

l) Note: The percentage recommended are dependent on the appraisal results. As well this individual may or may not be eligible depending on the rating they received in the Pc4You appraisal. m)

Create the Compensation Process (IT0759) infotype for George Vega (500993##).

n)

On the Maintain Master Data Screen enter the infotype 0759 in the Direct Infotype Selection box.

o)

Choose create.

p)

From the popup list of subtypes, choose 49BI – 49 Bonus Plan.

q)

On the infotype choose the Apply Guidelines pushbutton.

r)

You should see $3,000. appear in the amount field. Enter the currency of EUR in the currency field.

s)

Save the infotype.

t)

Repeat these steps for the Merit increase. Choose IT0759 and Create. From the available subtypes choose 49MI - 49 Merit Plan.

u)

Again choose the Apply Guidelines pushbutton.

v) Note: The percentage recommended are dependent on the appraisal results. As well this individual may or may not be eligible depending on the rating they received in the Pc4You appraisal.

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Exercise 17: Enterprise Compensation Management: Reporting Exercise Objectives After completing this exercise, you will be able to: • Display the total compensation overview for an employee.

Business Example Your employees receive bonus payments using compensation adjustments. You can use the total compensation overview to list all an employee’s remuneration elements.


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In the Compensation Management information system, display the total compensation overview for the employee Catherine Camino (personnel number 500991##). Choose 01.01.2004 (or a data given by the trainer) as the start date for the selection period.


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Solution 17: Enterprise Compensation Management: Reporting Task: Make the following settings in the system: 1.

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In the Compensation Management information system, display the total compensation overview for the employee Catherine Camino (personnel number 500991##). Choose 01.01.2004 (or a data given by the trainer) as the start date for the selection period. a)

In the SAP Easy Access menu, choose: Human Resources → Personnel Management → Compensation Management → Information System → Reports → Employee Compensation Data → Total Compensation Statement.

b)

In the Date and Preview Period (“Calendar”), enter 08/01/2004 as the start date and three months as the preview period. Choose Execute to confirm this data.

c)

In the Object Manager, choose the search term for the object Person and enter the personnel number 500991## (Catherine Camino) in the Name field. The selection result is displayed in the lower section of the screen to the left. Double click on the personnel number to access the total statement for Catherine Camino.

d)

Choose Back to return to the SAP Easy Access Menu.


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Lesson Summary You should now be able to: • Describe Compensation Administration • View Compensation Awards

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Lesson: Long Term Incentives Lesson Overview Administration of Long Term Incentives is introduced in this lesson.


Describe a stock grant View infotypes for long term incentives

Business Example Stock awards are granted to employees. You want to be able to store and track information on stock grants.

Long-Term Incentives

Figure 272: Long Term Incentives

Long-term incentive plans determine how many shares are available for a particular plan, such as stock option plan 20XX (where XX is the current year).

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Lesson: Long Term Incentives

The Enterprise Compensation Management component supports five different types of long-term incentives: • • • • •

Incentive stock options Non-qualified stock options Performance shares Performance units Restricted stock

Each organization uses vesting rules and schedules to determine when an employee can exercise his or her right to receive an award, and the amount of this award that the employee can exercise. For example, all options for cliff vesting are vested after three years. Change events are reasons to change subscribed options. They affect the option price. For example, a stock split agreed upon by the Executive Board. Individual employees or the enterprise itself trigger life events. Examples of life events include business merger, marriage, death, or retirement. Life events usually change the vesting schedule.

Figure 273: Administration of Long Term Incentives

This is the general process used in HCM departments to grant and manage awards. In this instance, you assume that there is no change event. You have set up your long-term incentives plan and defined the awards required for the various award types.

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First, you grant stock options. To do so, you select a long-term incentive and then determine how you want to select your employees. You grant awards to eligible employees. An employee's stock option is vested, and the employee must wait for specific restrictions to cease to apply before he or she can buy the vested awards. At this point, the enterprise can decide to cancel the long-term incentives. In this instance, the organization adds the shares to the total number of shares vested in this plan. At this point, a life event may occur. For instance, the employee might get married. The vesting restrictions cease to apply, and the employee can now exercise his or her options and keep or sell the shares. You can use the administration of long-term incentives function in conjunction with the Payroll component.

Figure 274: Long-Term Incentives: Granting Long-Term Incentives Using MSS

The new user-friendly interface for MSS is tailored specifically to suit the needs of managers and enables them to grant long-term incentives. You can adapt the information and functions that are available to managers. The interface comprises infotypes for participant data, granting, and exercising, which can be maintained by the manager.

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Budgeting for Long-Term Incentives: In addition to monetary budgets, you can now also create non-monetary budgets in the system for granting long-term incentives. These budgets are checked in the MSS scenario for compensation planning in which the granting of long-term incentives is fully integrated. Approval Process: In Enterprise Compensation Management, long-term incentive plans represent a particular type of compensation plan. The MSS approval scenario can also be used for granting long-term incentives. Tools for Administrating Long-Term Incentives: The evaluation report for granting provides the user with an overview of how long-term incentives are granted, made available, exercised, revoked, and forfeited. Life and work events that affect long-term incentive plans and their conditions such as the availability of plans can be processed easily using the event processing report. The conversion report for stocks is available for stock splits. Taxation in Payroll: Data from the LTI Exercising infotype is evaluated in the payroll schema to perform the taxation calculation. This International Payroll function (XLTI) is currently implemented for Germany and the USA. It can easily be implemented for other countries. Selected Functions for Long-Term Incentives (1) •

Calculating basis price

•

– Is the basic price valid on the allocation date or exercise date? Redistribution of shares

•

– Choice of whether canceled awards can be allocated again. Life event enhancements

•

– New vesting rules and delete now possible. Sell awards when exercise right to award –

How many shares can be sold by the employee, and how many can only be exercised?

Awards and long-term incentives have been available since release 4.6. They have been further developed for subsequent releases. In a working world in which rapid changes are not uncommon, it is becoming increasingly difficult to sustain employees' concentration, motivation, and effectivity. Long-term incentives such as shares not only acknowledge an employee's performance, but also link an employee's performance and compensation with the success of the enterprise. The administration of long-term incentives includes a variety of new and enhanced functions that better support your processes.

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Figure 275: Exercise Awards through MSS

•

Exercise price (previously grant price) can be determined at point of exercising You can only determine the exercise price during the granting period. You can now choose whether the exercise price is valid for the grant date or the exercise date.

•

Redistribution of awards mySAP ERP HCM treats annulled (new term), that is, forfeited, expired, or revoked awards in such a way that they can automatically be granted again. You now have the choice as to whether awards can be granted again or not.

•

Undo function for life events It is possible to easily delete incorrectly entered life events.

•

Sell shares when exercise entitlement The execution methods enables you to determine whether an employee can keep shares obtained when he or she exercise the entitlement or whether the employee can immediately sell these shares. You can not only ascertain how many awards a particular employee has, but also ascertain how many awards he or she sold immediately after exercising the entitlement.

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Selected Functions for Long-Term Incentives (2) •

Exercise window –

•

Employees can only exercise granted stock options at particular times of a year. – Interface with banks and brokers. Stock splits –

•

In the case of a stock split, a lot of recorded data has to be updated, for example, the number of allocated shares. Payroll integration –

•

When an employee has exercised his or her entitlement to awards, Payroll calculates the correct taxation of the imputed income. Interface to Accounting –

Data on allocated awards is transferred to Accounting, where the relevant provisions are created.

Exercise window •

You can determine exercise windows for the time of exercising. The time of exercising refers to periods during which your employees can exercise allocated and vested awards. In the exercise transaction and the relevant Employee Self-Service application, SAP system checks that the exercise window is observed.

Stock split •

You can now map a stock split in your system using report RHCMPLTI_STOCKSPLIT. The report updates all the necessary data.

Integration with Payroll •

•

When an employee has exercised his or her entitlement to awards, Payroll calculates the correct taxation of the imputed income. What is more, as part of the employee's payroll, it withholds the price of exercised awards and immediately pays the revenue of shares that have been sold . This function is only available for the following country versions: Germany and country grouping 99 (Other Countries).

Transfer to Accounting • •

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You can transfer data on allocated awards to Accounting so that the relevant provisions are created. For more information on these functions, see Accounting under Provisions for Awards.


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Lesson Summary You should now be able to: • Describe a stock grant • View infotypes for long term incentives

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Unit Summary

Unit Summary You should now be able to: • Describe the core functions of Enterprise Compensation Management • View job pricing functionality • Describe infotypes relevant to job pricing • Create planned compensation infotype to reflect compensation philosophy • View a budget • View the link to a budget and to an organization unit • View Maintenance and change existing budgets • Describe Compensation Administration • View Compensation Awards • Describe a stock grant • View infotypes for long term incentives

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Test Your Knowledge


Compensation Management is for planning purposes only. That is, it does not have any effect on the payment of employees. Determine whether this statement is true or false.

□ □ 2.

True False

Some of the steps included in job pricing include , Fill in the blanks to complete the sentence.

3.

Infotype populates infotype

with default values.

Fill in the blanks to complete the sentence.

4.

The Planned Compensation Infotype 1005 can default value based on or Fill in the blanks to complete the sentence.

5.

Steps in the budget process include and Fill in the blanks to complete the sentence.

6.

Which functions are inherent to mySAP ERP HCM Compensation Administration? Choose the correct answer(s).

□ □ □ □ □ □

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A B C D E F

Job Pricing Planning of compensation for jobs Administration of the salary review process All of the above Both A & C Both B and C


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Answers 1.

Compensation Management is for planning purposes only. That is, it does not have any effect on the payment of employees. Answer: False As a result, the payment-relevant infotypes (such as Basic Pay, Additional Payments) are changed or created.

2.

Some of the steps included in job pricing include Set Up,Import survey Data, Job Matching, Composite results, Create Mass Composite Results and Salary Structure Adjustment. Answer: Set Up,, Import survey Data, Job Matching, , Composite results, , Create Mass Composite Results and , Salary Structure Adjustment. You can see these steps on the BSP for job pricing.

3.

Infotype 1005 - Planned Compensation populates infotype 0008 - Basic Pay with default values. Answer: 1005 - Planned Compensation, 0008 - Basic Pay You can use IT1005 to default values based on a position or job.

4.

The Planned Compensation Infotype 1005 can default value based on Pay Grade, Pay Scale, or Direct. Answer: Pay Grade, , Pay Scale, , Direct. Pay Grade defaults a range, Pay Scale defaults an amount.

5.

Steps in the budget process include budget maintenance, check and release, and budget reassignment. Answer: budget maintenance, , check and release, , budget reassignment.

6.

Which functions are inherent to mySAP ERP HCM Compensation Administration? Answer: D All of these functions are inherent to mySAP ERP HCM. However, job pricing (entering of job evaluation and salary survey information) is optional.

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Unit 10 Personnel Cost Planning Unit Overview Personnel Cost Planning has changed dramatically from earlier releases. In this unit we will explore these changes and create a cost planning simulation. We also discuss integration points and posting.


Generate planned costs for employees and positions Create cost plans for a part of or for the entire enterprise Have line managers execute detailed planning Release cost plans for stored processes Transfer plan data to Controlling Generate budgets for Training and Event Management or Compensation Management

Unit Contents Lesson: Personnel Cost Planning ............................................436 Exercise 18: Personnel Cost Planning ..................................455

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Lesson: Personnel Cost Planning Lesson Overview In this lesson, you will be introduced to the new Personnel Cost Planning component.

Lesson Objectives After completing this lesson, you will be able to: • • • • • •

Generate planned costs for employees and positions Create cost plans for a part of or for the entire enterprise Have line managers execute detailed planning Release cost plans for stored processes Transfer plan data to Controlling Generate budgets for Training and Event Management or Compensation Management

Business Example To project costs for the next year, line managers perform personnel cost planning and simulation for their departments.

Basics Main Emphases of New Personnel Cost Planning and Simulation •

Improve data basis for planning

•

– Payment information for employee – Payment information for position – Tools to generate and derive payment information Increase functionality of cost items

•

– Derive additional cost items – Plan amounts – Limits Decentralized planning

•

– Simple planning interfaces for line managers Open system

•

436

– Interfaces for customers (various BAdIs) Integration with Controlling, Compensation Management, Training, and Event Management


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Lesson: Personnel Cost Planning

The extensive data base available with the new Personnel Cost Planning component provides you with greater planning security. The data supports Personnel Management and strategies that affect the entire enterprise. Planned versus actual comparisons allow you to monitor planning continuously and to detect deviations, thereby allowing you to implement countermeasures at the right time. Web interfaces that are easy to use increase acceptance and allow organizations to decentralize parts of the planning process. This reduces the workload placed on the Personnel department, while also increasing cost awareness in other areas. Integration with Controlling, Compensation Management, and Training and Event Management supports business processes across departmental borders. This increases the effectiveness of processes within the enterprise. Hint: You can find the new personnel cost plan in the SAP Reference IMG under: Personnel Management → Personnel Cost Planning and Simulation. Using a control parameter in Customizing, you can specify whether you want to use the old Personnel Cost Planning component or the new Personnel Cost Planning and Simulation component. In the standard SAP delivery, the value "1" is entered as default, that is, the old Personnel Cost Planning component.

Figure 276: Personnel Cost Planning and Simulation

Personnel Cost Planning and Simulation is based on a broad data base and is integrated with other applications. This ensures that business processes are supported across departments.

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You can obtain the payment information that you use to create personnel cost plans from different sources These sources include basic payments, payroll results, simulated reclassifications, recurring payments and deductions, and one-time payments. You can also use the planned remuneration data for positions/jobs for planning. You can also use average calculations. Managers have the option to make additional adjustments to the plan. A Web-based frontend is available for this. Created cost plans can be extracted for analyses in the SAP Business Information Warehouse (BI). After you release a plan, the data can be used in mySAP ERP HCM: • •

To create salary budgets for Compensation Management To create training budgets for Training and Event Management

You can also transfer the data to Accounting.

Figure 277: The Planning Process and the Roles Involved

Embedded in a strategic personnel management concept, you can implement the new component to adapt Personnel Cost Planning to the strategic aims of your company. This means you can use suitable actions to react to changes in the company strategy at any time and, for example, adapt the planning of new compensation models to company or market requirements.

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Essentially, Personnel Cost Planners and managers are involved in the personnel cost planning process. Personnel Cost Planners plan, execute, and monitor Personnel Cost Planning. Managers can execute decentralized detail planning and, in this way, adjust the planning to meet the department's requirements.

Planning Preparation Step

Figure 278: 1) Planning Basis

In Personnel Cost Planning the data base for planning is greatly improved and includes the following: • • •

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Payment information for employee Payment information for position Tools to generate and derive payment information


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Figure 279: Planning Preparation - Scenarios

You define the planning context to describe the business relevance of a personnel cost plan. You can define one or more planning contexts. You can include several planning scenarios in a planning context, for example, a standard scenario and a worst-case scenario. You define scenarios in Customizing to depict different assumptions. Scenarios can only depict monetary assumptions. You depict assumptions based on organizational changes using the organizational structure. You perform planning runs based on planning scenarios.

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Figure 280: Planning Preparation - An Example

First, you must define organizational groupings for the cost items. In the scenario, groupings are used to distinguish between different values for different employee groups for a specific cost item. The scenario differentiates between two types of value definition: • •

Values for a cost item (percentages or absolute amounts) Limits for valuation (highest and lowest values)

The limit values define the upper and lower limits for cost items. This ensures that a cost item does not obtain values higher than the upper limit or lower than the lower limit. You subsequently use the groupings in the features. • •

HCP01 (Organizational Grouping of Employees for Cost Items) HCP02 (Organizational Grouping of Organizational Objects for Cost Items)

Valuation (Personnel Cost Planning and Simulation) • • •

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Assign amount to a cost item. The SAP system always valuates cost items in the planning run. In Customizing, you can specify whether the SAP system should valuate a cost item as absolute or relative, thereby always assigning a cost item a fixed or percentage value.


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Data Collection Step

Figure 281: 2) Data Collection

Data collection is the first step of the planning process. You have to do this before the actual planning run. Before you start data collection, you have to determine the payment data you want to be considered for personnel cost planning. You can perform data collection for employees, organizational units, jobs, and positions. For example, you can base your personnel cost plans on your employees' basic pay, recurring payments and deductions, and additional payments. You can also use real or simulated payroll results to calculate costs for your employees. Or you can use payment information on jobs and positions to calculate the cost plan. You can also use cost data for organizational units, for example, training costs. Data collection provides the data needed for planning. During data collection the system writes data to the Planning of Personnel Costs infotypes. The standard system provides different data collection methods you can use as sources of information. For greater flexibility, you can also create your own data collection methods, which collect data from your (own) infotypes. Data collection reports are available for data collection. The reports allow you to collect data on employees and organizational objects.

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The SAP system saves the collected data in the Planning of Personnel Costs infotypes (IT 0666 or IT 5010). This makes the collected data available for cost planning runs. You can also maintain the Planning of Personnel Costs infotypes (IT 0666 or IT 5010) manually. The aim, however, is for the system to create infotype(s) automatically.

Figure 282: Data Collection for Employees

You can enhance the standard data collection methods to suit specific customer requirements using BAdIs. Using the data collection report, you create the Planning of Personnel Costs infotype (IT 0666) for each employee.

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Figure 283: Data Collection for Employees - An Example

Planning runs are based on data collection. You can perform data collection for each employee (IT 0666) or related to organizational objects (IT 5010). Hint: You can run a report to delete data collection.

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Figure 284: Data Retrieval Organizational Objects

You can also perform data collection for organizational objects. You can use data collection reports in productive mode or in test runs. You can have the system write a log.

Figure 285: Data Retrieval Organizational Objects - An Example

In the above example, the system uses to calculate costs for a specific job (developer). The system calculates an average.

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The system derives cost data from directly or indirectly related objects. Hint: You can apply weighting according to employment percentage.

Cost Planning Run Step

Figure 286: 3) Cost Planning Run

Executing and administrating cost planning runs: Create personnel cost plans with appropriate properties. Based on these plans, you can perform scenario-specific cost planning runs. This enables you to simulate the effect of certain planning assumptions on your future cost situation. Comparing the results from different scenarios enables you to obtain a quick overview of possible future costs for the enterprise that may arise as a result of realizing particular actions. To ensure that cost planning runs continue to satisfy the current requirements of the enterprise, you can change scenario-specific settings at any time under Current Settings. Hint: The planning runs in the new Personnel Cost Planning and Simulation component largely correspond to the planning groups of the old Personnel Cost Planning component.

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Figure 287: Planning Methods

The standard SAP system supports two planning methods: planning with or without employee data. If you plan with employee data, the system takes into account holder data if the position is or can be occupied. If the position is not occupied, the system performs the valuation according to vacant positions. If you plan without employee data, either the system takes position data into account or an evaluation path facilitates an alternative data search, for example, Planning Costs for Jobs (IT 5010).

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Figure 288: Managing Personnel Cost Plans

Executing a planning run comprises two steps: • •

Create a plan: General properties (for example, name of plan), data source, define detailed planning period Execute a personnel cost planning run that creates the planning data

Figure 289: Personnel Cost Planning Run - An Example

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To perform a planning run, choose from the SAP Easy Access Menu Human Resources → Personnel Management → Personnel Cost Planning → Cost Plans → Manage.

Detail Planning Step

Figure 290: 4) Detailed Planning

After the system has executed the cost planning run, the line manager responsible or specialists in the department can perform detail planning. Both roles can use a specific Web user interface to perform detail planning. They can access detail planning in the portal or in the SAPsystem. In the Implementation Guide, you can use a control parameter to store an evaluation path that the system uses to determine the employees responsible for an organizational unit.

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Integration and Reporting Step

Figure 291: 5) Integration and Reporting

You release finalized personnel cost plans for further processing. You thereby provide data for other applications: Overall budget in Controlling You can simulate the data transfer before the data is actually posted to Controlling. Check algorithms guarantee that the data is consistent and can be transferred. If, at a later point in time, you make changes to the cost plan, you can also transfer these changes to Controlling. Additional applications: • •

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Budgets for Compensation Management Budgets for Training and Event Management


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Figure 292: Data Transfer to Controlling - An Example

Integration with Controlling is only possible if the CO system is Release 4.6B or higher. You have to release cost plans to enable data to be transferred to Controlling. When data is transferred, source documents are created in HR and original documents in CO. After data has been transferred, the results are displayed in a planning report.

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Figure 293: Budget Provision

If you use Compensation Management, you can transfer planning data to these components to generate compensation budgets. Hint: Only absolute budget values are taken into account. If you use Training and Event Management, you can transfer planning data to these components to generate training budgets. To provide a budget for Compensation Management and Training and Event Management, you do not have to release the cost planning run.

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Figure 294: Reporting

The main focus of reporting is the SAP Business Intelligence.

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In the HCM system, you can only perform simple data analyses. All reports are based on the technology of the SAP List Viewer. Therefore, external tools support the filter, sort, subtotal, and export functions, for example. •

Reports under Personnel Cost Planning → Information System: Plan data: Reporting and Analyzing Cost Plans. Numerous plan views are supported. Planned Cost Comparison: Compares two personnel cost plans. Original documents: List all plan data (in CO format) that you can post, or that you have already posted to Accounting.

•

Tools under Personnel Cost Planning → Tools: Display log: Displays saved error logs that were created during processing. The system usually stores logs for 30 days. Delete data basis: Deletion of cost planning infotypes. Manage data from Payroll: Display and delete payroll results provided during payroll posting for personnel cost planning. Display plan data: Technical analysis of cost plan data. The main display is the database view. Display original documents: Technical analysis of controlling-relevant personnel cost plan data. The main display is the database view. Hint: Many of these reports are also available via the transaction Managing Personnel Cost Plans.

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Exercise 18: Personnel Cost Planning Exercise Objectives After completing this exercise, you will be able to: • Describe the standard data collection methods available. • Collect and change personnel cost planning data for employees and organizational objects. • Create personnel cost plans.

Business Example You are to perform personnel cost planning for your organizational unit Controlling ## for the year specified by your instructor. Personnel cost planning for the next year: The first step required, namely data collection, has already been performed. Hint: Replace ## with your group number.

Task 1: Data collection Create the following in the system: 1.

Access the data collection report for employees and obtain an overview of the data collection methods available. Which data collection methods are available for employees?

2.

Choose the data collection methods Infotype Basic Pay (0008) and Infotype Recurring Payments/Deductions (0014) and Continue. In test run, start data collection with a data record log for Vera Schneid (550992##). Which cost items are collected for Vera Schneid (550992##)?

3.

Optional Start data maintenance for Vera Schneid (550992##). Which cost items have already been collected for Vera Schneid for 2006? (Planning Context: HR550 Personnel Cost Planning, data basis: Reference/Demo Data). Hint: Data has already been collected for this employee, display the data.


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Task 2: Create Plan Create the following in the system: 1.

The data basis for cost objects has been created in data collection for the organizational unit ## Controlling. The data basis used is called Reference/Demo Data. Create the plan PCP-## for the organizational unit ## Controlling. Use the name Plan for Group ##. Choose the Organizational Units view. Use the period 01/01/200X (next year) to 12/31/200X (next year) as the planning period. Take the employee data into account. For the Planning Type Quota Planning: use 1. Planning 200X. You do not need to specify an end date for detail planning.

Task 3: Execute Planning Run Create the following in the system: 1.

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Use the plan you have created. ## Choose Controlling as the organizational unit. Use EUR as the planning currency. Execute the planning run.


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Solution 18: Personnel Cost Planning Task 1: Data collection Create the following in the system: 1.

Access the data collection report for employees and obtain an overview of the data collection methods available. Which data collection methods are available for employees? a)

To access the data collection report for employees, choose from the SAP Easy Access Menu Human Resources → Personnel Management → Personnel Cost Planning → Data Collection → Employee. The view Collecting Personnel Cost Planning Data for Employees is displayed. In the Data Basis (subtype) choose Reference/Demo Data. To display the data collection methods, choose Data Collection Methods from the Data Source area.

b)

The following data collection methods are available for employees: • • • • • • • • • • • •

Infotype: Basic Pay (0008) Infotype: Capital Formation (0010) Infotype: Recurring Payments/Deductions (0014) Infotype: Additional Payments (0015) Infotype: Additional Payments Off-Cycle (0267) Infotype: Semiretirement D (0521) Difference Between Actual and Planned Compensation Compensation Guidelines Compensation Guidelines Enterprise Data from Payroll Simulated Pay Scale Reclassification Data from Training and Event Management


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Choose the data collection methods Infotype Basic Pay (0008) and Infotype Recurring Payments/Deductions (0014) and Continue. In test run, start data collection with a data record log for Vera Schneid (550992##). Which cost items are collected for Vera Schneid (550992##)? a)

Choose the data collection methods Infotype Basic Pay (0008) and Infotype Recurring Payments/Deductions (0014) and choose Enter.

b)

In the Collecting Personnel Cost Planning Data for Employees view, enter in the Personnel Number field 550992## (Vera Schneid). In the Data Storage area, enter the data collection period 01/01/200X (the next year) to 12/31/200X and choose (subtype) Reference/demo data as the data basis. Important – choose Test Run and Data Record Log. Then, Execute the report.

3.

c)

The cost items Wages and Salaries and other wages/salaries are collected.

d)

Return to the SAP Easy Access menu.

Optional Start data maintenance for Vera Schneid (550992##). Which cost items have already been collected for Vera Schneid for 2006? (Planning Context: HR550 Personnel Cost Planning, data basis: Reference/Demo Data). Hint: Data has already been collected for this employee, display the data. a)

In the SAP Easy Access menu, choose Human Resources → Personnel Management → Personnel Cost Planning → Data Collection → Edit Data.

b)

The Data Basis for Personnel Cost Planning Display view is displayed. In the Object Manager find a person by using the search help, Search Term. In the field With Name, enter Schneid and choose Find.

c)

Vera Schneid (550992##) is displayed in the employee list. Double click on this object to have detailed information on Vera Schneid (550992##) displayed in the right-hand work area.

d)

In the field, Valid From, enter 01/01/2006. Choose Reference/Demo Data as the data basis and HR550 Personnel Cost Planning, as the planning context.


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Task 2: Create Plan Create the following in the system: 1.

The data basis for cost objects has been created in data collection for the organizational unit ## Controlling. The data basis used is called Reference/Demo Data. Create the plan PCP-## for the organizational unit ## Controlling. Use the name Plan for Group ##. Choose the Organizational Units view. Use the period 01/01/200X (next year) to 12/31/200X (next year) as the planning period. Take the employee data into account. For the Planning Type Quota Planning: use 1. Planning 200X. You do not need to specify an end date for detail planning. a)

In the SAP Easy Access menu, choose Human Resources → Personnel Management → Personnel Cost Planning → Cost Plans → Manage. In the Management of Personnel Cost Plans view, choose Plan Data → Personnel Cost Plan → Create Plan .

b)

In the Create Plan dialog box, the following plan attributes are maintained:

c)

Choose the Current Plan Version. Enter PCP-## as the Cost Plan and Plan for Group ## as the Name. Choose the Planning Context HR550 Personnel Cost Planning, data basis: Reference/Demo Data.

d)

Choose the Organizational Unit View. Use 01/01/200X (next year) to 12/31/200X as the planning period. Take the employee data into account. Use Reference/Demo Data as the data basis.

e)

Enter 03/31/200X as the Detail Planning Poss. Until. You have to enter this date if you want the process step detail planning to be performed. Choose Save.

Task 3: Execute Planning Run Create the following in the system: 1.

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Use the plan you have created. ## Choose Controlling as the organizational unit. Use EUR as the planning currency. Execute the planning run. a)

In the SAP Easy Access menu, choose Human Resources → Personnel Management → Personnel Cost Planning → Manage.

b)

In Management of Personnel Cost Plans, select the plan you created in task 3. Choose Plan Data → Execute Planning Run. Search for your ## Controlling organization unit. You can use the structure search and the menu path → Org. Units Training Group → Training International → Controlling → Controlling ##. Enter EUR as the Planning Currency.

c)

Choose Execute and review results.


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Lesson Summary You should now be able to: • Generate planned costs for employees and positions • Create cost plans for a part of or for the entire enterprise • Have line managers execute detailed planning • Release cost plans for stored processes • Transfer plan data to Controlling • Generate budgets for Training and Event Management or Compensation Management

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Unit Summary

Unit Summary You should now be able to: • Generate planned costs for employees and positions • Create cost plans for a part of or for the entire enterprise • Have line managers execute detailed planning • Release cost plans for stored processes • Transfer plan data to Controlling • Generate budgets for Training and Event Management or Compensation Management

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Test Your Knowledge


The main emphasis of the new Personnel Cost Planning is to improve the data base for planning. That is, provide suitable tools for generating and deriving payment information. Determine whether this statement is true or false.

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Answers 1.

The main emphasis of the new Personnel Cost Planning is to improve the data base for planning. That is, provide suitable tools for generating and deriving payment information. Answer: True Emphasis is also placed on supporting decentralized planning by providing simple planning interfaces for line managers.

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Unit 11 End-user Service Delivery Unit Overview Employee Self Service (ESS) is an easy-to-use application that empowers employees to view, create and maintain data in mySAP ERP HCM via the intranet. Manager's Self Service (MSS) is also an easy to use application that allows managers to conduct administrative and strategic functions via a portal.

Unit Objectives After completing this unit, you will be able to: • • • • • • •

Describe the look and feel of the Enterprise Portal List the typical activities that employees can complete through Employee Self-Service. Describe how to access ESS through the Enterprise Portal. View SAP MSS services Change/view employee data through MSS Describe the Employee Interaction Functionality for HR Describe the look and feel of the Employee Interaction Center for HR

Unit Contents Lesson: Lesson: Lesson: Lesson:

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The Enterprise Portal in mySAPERP 2004 .......................466 Employee Self - Service (ESS) .....................................473 Manager Self Service (MSS)........................................484 Outlook: Employee Interaction Center.............................495


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Lesson: The Enterprise Portal in mySAPERP 2004 Lesson Overview This lesson introduces you to the look and feel of the Enterprise Portal.


Describe the look and feel of the Enterprise Portal

Business Example You want to describe the look and feel of the Enterprise Portal. Advantages of an Enterprise Portal • • •

The Enterprise Portal provides a central point of access for all applications and systems. Only one portal is required for all applications and users. Provides more than just access to all systems: – – –

Content Management (store internal documents, make groups accessible) Collaboration rooms for teams (create employee forums, for example) Screen areas from diverse systems on one page

mySAP Enterprise Portal offers a central point of access for all applications, business intelligence functions, documents, and Web services at a company. Users play a central role. They can draw on information from various sources and cooperate with internal and external colleagues. Furthermore, each portal is organized in such a way that it provides an optimized work environment that enables users to recognize business opportunities quickly and solve problems. In short, the portal is a user-oriented platform for enterprises and their business partners.

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Lesson: The Enterprise Portal in mySAPERP 2004

Figure 295: The Enterprise Portal (EP): Look and Feel

The layout of the Enterprise Portal comprises two main elements: • •

Navigation area Work area

Navigation is divided into top-level navigation, which covers the top two rows, and detail navigation, the Navigation Panel, which is located on the left of the screen. The work area (content area) can contain of just one or various iViews. An iView is the smallest unit. You can define which information is displayed for each iView. An administrator can put the iViews together in displayable pages (such as in the above example).

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Figure 296: The Portal Content Portfolio - Central Point of Access

The Portal Content Portfolio provides a central point of access and source of information for everything to do with the SAP Enterprise Portal and related business content. Users can put together their own page layout and adjust the design of the entire portal at the click of a button. The administrator can release or lock these layout and design settings for the user group to which the user belongs. The following statements ring true in regard to the migration of the new ESS scenarios: • • • •

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A large proportion of previous settings and customizing can be transferred Provides ITS in WAS640 as a runtime environment for customer-specific scenarios (based on ITS) Can implement new scenarios to incorporate customer-specific settings in the standard system (in particular scenarios for Clock-In/Out Corrections) Homepage Framework enables modifications to be incorporated in the standard system


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Figure 297: SAP self-service scenarios with mySAP ERP 2004 - uniform user interface

As illustrated, the user interface design is identical for ESS and MSS Using road maps, business processes, for example a leave request, are done step by step. Employees or Managers start with the same area group pages, using the same navigation. Design principles of the new SAP Self-Services: • •

roadmap context-independent subareas navigation/application

The following slide shows a leave request via ESS.

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Figure 298: Example Leave Request via ESS

The following slide shows the example of change request via MSS.

Figure 299: Enterprise Portal for Managers: Triggering Personnel Actions

Using the change request function, the manager can trigger Personal Actions via the Portal only. This actions can be supported by standard workflows for approvals.

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Outlook: New Role HR Administrator

Figure 300: New Role HR Administrator for MSS and ESS

As of ECC 6.0, a new role HR administrator exists in the portal. This role enables HR administrators to carry out a number of processes, depending on their authorizations, e.g.: • • •

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Maintain employee data Maintain workflow-triggered processes (including the creation of attachments) Use HR-specific reports


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Lesson Summary You should now be able to: • Describe the look and feel of the Enterprise Portal

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Lesson: Employee Self - Service (ESS)

Lesson: Employee Self - Service (ESS) Lesson Overview Employee Self-Service is an easy-to-use application that empowers employees to view, create, and maintain data in the SAP system via the intranet.


List the typical activities that employees can complete through Employee Self-Service. Describe how to access ESS through the Enterprise Portal.

Business Example With SAP ESS, your employees will take responsibility for updating and keeping current their own data. It empowers employees to view, create, and maintain data any time, anywhere, via Web-based technology.

Figure 301: What is Employee Self-Service?

With SAP ESS, employees can take responsibility for updating and keeping their own data current. SAP empowers employees to view, create, and maintain data any time, anywhere, via Web-based technology. SAP ESS has an intuitive, HTML-based user interface.

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SAP ESS is an effective means for providing real-time access and data maintenance capabilities to the source, or owner of the data, and to off-load many of the data entry and related customer service activities that may typically be performed in a company’s human resources, payroll, benefits, and travel departments. Prior to ESS, employees often had to call the HR department to access information that they now have at their fingertips. By enabling employees to maintain their own data and to have access to their own information, companies empower them to take responsibility and ownership. The Human Resources department is freed from many of the data entry and related customer service activities and reduces the costs of paper, postage and data entry time. ESS cuts administrative costs by streamlining processes while providing the same or higher level of service. The following slide shows an example: Maintaining address data via ESS.

Figure 302: ESS in Enterprise Portal

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Figure 303: SAP ESS: Highlights

SAP ESS utilizes the same database as R/3. No dual maintenance or reconciliation is required. It inherits SAP system international architecture, with its extensive language and currency management capabilities. It takes full advantage of SAP system global capabilities, including country localization.

Figure 304: SAP ESS and Workflow: A Perfect Synergy

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The Portal contains links inside and outside a company's boundaries. Links can be made to: • •

• •

Non mySAP.com components; external systems using open Internet standards. mySAP.com components - classic and new Web-based SAP system transactions (SAP Standard system, New Dimensions, Industry Solutions), reports (for example, Business Warehouse reports), as well as Knowledge Warehouse contents. SAP Internet services - Service Marketplace Any Internet or intranet Web sites.

Figure 305: ESS in mySAP ERP 2004: Area Group Page

The scenarios are displayed in the portal. The Home Page or Area Group Page introduce the Employee Self-Service application to the employee. The employee can: • • •

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View short information about all available Employee Self-Service areas including the possibility to link directly to the available area pages. Access quicklinks to frequently used ESS services and status information (e.g. status of open trips, and so on). View important information from the HR department.


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ESS Services mySAP ERP 2004, based on WebDynpro, some examples: •

Time Management

•

– Leave Request – CATS – Time Statement – Time Correction – NEW Payment

•

– Salary Statement – Total Compensation Statement – Employment and Salary Verification Career

•

– Skills Profile Personal Information

•

– Address (incl. Emergency address) – Bank Information – Family Member/Dependent – Personal Data Employee Search

•

– Organizational Chart – Change Office and Communication data Travel Management

•

– Travel planning – Expense Report ESS country-specific scenarios – –

Tax form reports Pension reports

The following slides show ESS in mySAP ERP 2004, based on WebDynpro, SAP System ECC 5.0. The Homepage or Area Group page introduces the ESS application to the employee. The area page is divided into two sections: • •

The left side introduces the applications to the employees and allow the employee to link the application. The right side provides the customer with individual information.

These pages can be customized in the backend system.

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The following diagrams show a roadmap for business processes in the area working time, based on WebDynpro. You will see an example, Leave Request scenario.

Figure 306: Area Page Working Time

ESS Area Page Working Time - All applications are shown on the left side, including some shortinformation. By choosing the links the application will start. On the right side, the customer can place individual information. It is also possible to integrate an HTML page here. Time off is normally planned and requested on relatively short notice. You enter your leave request using the appropriate Employee Self-Service application.

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Figure 307: Leave Request: Calendar

Edit Leave Request: The leave request form is displayed. In this example, the employee likes to take time off in January. First, he checks his calendar.

Figure 308: Leave Request: Time Accounts

While editing the leave request, the employee can display context information concerning time accounts. His current leave entitlement is displayed.

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Figure 309: Leave Request: Overview of Leave

Displaying context information Overview of leave, the employee can display the history of his past leave requests in a list. It is also possible to select and process (for example, delete) a sent leave request.

Figure 310: Leave Request: Process Request

After the employee has entered the required leave data, he selects Continue to review the information.

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Figure 311: Leave Request: Check Request

Before the leave request is submitted, the employee can review the data in the form of a leave request confirmation. This allows him to make any necessary changes. Submit request enables you to submit the leave request for approval.

Figure 312: Leave Request: Confirmation

The Leave Request is forwarded to the manager. A success message is displayed at the top of screen.

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Now the business process Leave Request is finished.

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Lesson: Manager Self Service (MSS) Lesson Overview To gain an overview of the MSS functionality.


View SAP MSS services Change/view employee data through MSS

Business Example Manager's Self Service is an easy to use application that empowers managers to view, create, and maintain data in the SAP system via the intranet.

Figure 313: What is the Current Situation for Managers?

Similarly to many other managers, Catherine Camino has a heavy workload and is always under pressure. In a world where general conditions are changing all the time, it is extremely important for her to make the right decisions at the right time.

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Lesson: Manager Self Service (MSS)

To do this she needs sufficient information. However, she often has to spend a lot of time looking for the information she needs. Even when performing administrative tasks, Catherine takes far too much time because she doesn’t have the suitable tools to help her. She has to motivate employees, perform specific tasks such as Sales and Purchasing Control, and reduce costs. She also has to manage the enterprise’s budget, appraise her employees, identify the top performers, and reward them appropriately. She also has to delegate tasks, staff projects, and recruit the people best suited for future tasks. At most enterprises, managers have to perform planning processes such as budget planning and headcount planning once a year. Catherine also has the task of triggering processes. This is in addition to administrative tasks such as initiating personnel data changes or correcting a cost center posting. She also has to initiate employees’ departmental transfers. This is often very time consuming and requires lots of organization.

Figure 314: Manager's Tools and Communication Today

To be able to complete all these tasks, Catherine needs information, tools, and reports. The information she needs is often located in different systems within the enterprise. However, she often has limited or no access to these systems. Even when she does have access to the information, this still leaves the problem of multiple logons and having to search for the information and reports she needs.

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She often has to contact the relevant departments by telephone to get information. Even today, detailed employee data and cost center reports are still printed on paper and this makes it difficult to find the right report. Departments have to create these reports anew each month and this means that it is not “real-time” data. This is quite typical, but these processes could be performed online. This would dramatically reduce costs. In the case of compensation lanning: most of the managers struggle with spreadsheets and have to make numerous calls to the HR department to determine pay increases. Current Situation •

What is the current situation for managers? – – – –

Managers have a heavy work load and are continuously under pressure. Managers have to make decisions based on the information available. Managers have to analyze too much information that is distributed between too many different systems Managers have no suitable tool that supports them in their administrative tasks.

Managers need one place where they go and handle multiple administrative and strategic tasks.

Figure 315: Manager Self Service: The Solution

Manager Self-Service consists of a set of easy to use tools, transactions, and reporting capabilities that gives managers a single point of access to manage their employees and budgets efficiently, effectively, and proactively

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The solution integrates different systems, and managers benefit from the way in which processes, functions, and information are combined. This combination actively supports managers when performing tasks. Manager Self-Service supports all managers at your enterprise, for example, all line managers and team and project leaders who carry the responsibility of other employees, cost centers, and the enterprise’s budget. With Managers Self-Service, m managers manage more efficiently. Managers can take care of administrative duties quickly, freeing up their time for other activities. Managers manage more effectively. Managers get relevant information to make decisions affecting their employees and budgets, and the tools to execute those decisions. Managers will manage proactively. Key performance indicators, alerts, and analytical information empowers managers to plan for the future and react to critical situations. Management is consistent across the organization.

Figure 316: Single Point of Access

The Single Point of Access enables managers to access tools and reports in one single Web interface. Applications are specifically tailored to suit the individual requirements of managers and are intuitive to use.

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They support managers effectively with their everyday tasks. Managers can use Manager Self-Service to: • • • • • • •

Obtain relevant information Recruit employees Perform compensation planning Control costs Perform budget and headcount planning Make personnel data changes Manage budgets

Figure 317: Manager Self Service: Enterprise Portal

On this slide you can see an Employee Profile. This profile enables managers to immediately access detailed information about their individual employees. This is advantageous when managers have to make decisions that affect the workforce (for example, when preparing for performance appraisals, compensation reviews, and so on). The MSS for compensation planning enables managers to plan and administer compensation adjustments for their employees. Enterprise Compensation Planning can be administered through the portal.

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Figure 318: Web Compensation Planning

This iView lets the manager display awards during a given period for each employee in his or her area of responsibility. Compensation Adjustments: This iView lets the line manager display compensation adjustments during a given period for the employees in his or her area of responsibility. The manager can personalize the period.

Figure 319: Personnel Change Request

Manager Self-Service simplifies managers’ administrative tasks by providing electronic forms. Here you see the Personnel Change Request view.

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Managers often have to submit changes made to employee data to the relevant department. This is necessary if, for example: • • • •

Employees’ working times change Employees are transferred to a different department Employees are promoted Employees are to receive a special payment

These tasks often are particularly time consuming because managers need to make numerous telephone calls and write e-mails. If a request needs to be approved, for example in the case of a promotion, it’s not always easy for managers to track the current status. Here template-based, workflow-enabled Personnel Change Requests simplify managers’ administrative tasks. This is because managers can process all forms in exactly the same way. The manager can select an employee directly from a list of all employees that belong to his or her area of responsibility. The system then displays a list of forms that are available for the employee. The manager then simply selects the appropriate form and fills it out. Further processing is then controlled using a workflow. Managers can access the processing status at any time. SAP delivers new SAP MSS HR Content in mySAP ERP 2004: • • • • • • •

Attendance Personnel Change Requests Recruitment Reporting Headcount Planning Adobe Designer Integration E-Recruiting Integration

In the following diagrams, the new, Web-dynpro based MSS Scenarios are shown, such as the Personal Change Request.

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Figure 320: Areagroup page MSS: overview

Figure 321: Example: Personnel Change Request (1)

The manager enters the Personnel Change Request application.

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Figure 322: Example: Personnel Change Request (2(

The roadmap on top of the application indicates which steps it will take to send the request to the HR department for further processing. As indicated in the roadmap, the manager must first select an employee. He or she might have to look at the link that is offered in the context-orientated area to help find information about which forms were already sent for an employee. The manager fills in the form for the employee.


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The personnel change request has been completed and the manager can get further status information.


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Lesson Summary You should now be able to: • View SAP MSS services • Change/view employee data through MSS

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Lesson: Outlook: Employee Interaction Center

Lesson: Outlook: Employee Interaction Center Lesson Overview This lesson presents an outlook on the Employee Interaction Center for HR.


Describe the Employee Interaction Functionality for HR Describe the look and feel of the Employee Interaction Center for HR

Business Example HR employees want to access HR applications quickly and from a single point of access. They use the Employee Interaction Center to access a number of HR-specific functions.

The Employee Interaction Center for HR

Figure 325: Employee Interaction Center

As of ECC 6.0, HR employees can use call center and help desk functions in the Employee Interaction Center (EIC). In case of a problem, question or for communicating data changes, employees can contact the EIC via e-mail or phone. They can also use an ESS service to contact the EIC directly.

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EIC agents, that is HR employees who use the EIC, can use a search tool in order to search for employee data. Authentication questions help EIC agents to identify employees who contact the EIC, e.g. via phone. EIC agents can search the knowledge database for information and documents. The Agent Inbox offers a worklist containing all open requests and processes. A new section in the Human Resource Implementation Guide (IMG) facilitates the implementation of the EIC. The EIC offers applications for HR administrators and self services that enable EIC agents to maintain HR data for employees. To handle incoming employee requests, EIC agents can create and maintain processes to document these requests. They can create follow-up activities and hand over processes to a colleague.

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Lesson: Outlook: Employee Interaction Center

Lesson Summary You should now be able to: • Describe the Employee Interaction Functionality for HR • Describe the look and feel of the Employee Interaction Center for HR

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Unit Summary

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Unit Summary You should now be able to: • Describe the look and feel of the Enterprise Portal • List the typical activities that employees can complete through Employee Self-Service. • Describe how to access ESS through the Enterprise Portal. • View SAP MSS services • Change/view employee data through MSS • Describe the Employee Interaction Functionality for HR • Describe the look and feel of the Employee Interaction Center for HR

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Test Your Knowledge


What is an example of data that can be maintained by employees' via the Employee Self-Service system (ESS)? Choose the correct answer(s).

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A B C D

A change of home address Benefits Enrollment View the company's Training Schedule All of the Above


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Answers 1.

What is an example of data that can be maintained by employees' via the Employee Self-Service system (ESS)? Answer: D All of these functions are possible through ESS. Some others include applying for internal positions, locating other employees via the Who's Who directory, and viewing and printing out one's pay stub.

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Unit 12 Analytics Unit Overview Reporting within Human Resources Management can be accomplished using several different reporting options. There are many standard reports that can be accessed right from the menu paths. Standard reports or custom reports can also be accessed via the Information System or through Manager's Desktop. Custom reports can be created using Ad Hoc Query or SAP Query. The Business Warehouse can also be used for reporting and analysis. This unit reviews each of these options.

Unit Objectives After completing this unit, you will be able to: • • • • •

List the reporting options available in SAP ERP HCM Select and execute standard reports from the SAP Easy Access Menu. Describe the Human Resources Information System and Manager's Desktop. Use SAP Ad Hoc Query to create reports. Describe some characteristics of SAP BW query.

Unit Contents Lesson: Reporting and Analysis Tools .......................................502 Exercise 19: Reporting and Analysis Tools .............................521

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Lesson: Reporting and Analysis Tools Lesson Overview In this lesson, you will become acquainted with the options available in Reporting.

Lesson Objectives After completing this lesson, you will be able to: • • • • •

List the reporting options available in SAP ERP HCM Select and execute standard reports from the SAP Easy Access Menu. Describe the Human Resources Information System and Manager's Desktop. Use SAP Ad Hoc Query to create reports. Describe some characteristics of SAP BW query.

Business Example The departments within your enterprise must regularly create reports for different reporting options offered in the SAP system. To do this, they use the various reporting functions.

General Information about Reporting Reporting plays a decisive role in Human Resources. Personnel administrators are confronted daily with large volumes of data that must be recorded and evaluated. Many reports are available for this purpose. The standard system includes a large number of reports to help you meet your reporting requirements. They enable you to define your own search criteria and then create lists of employees and employee data, for example, or perform statistical evaluations. Many reports can be viewed as lists or they can be exported to a PC application.

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Lesson: Reporting and Analysis Tools

Figure 326: Reporting: Overview

You can access standard reports from the SAP Easy Access Menu or using general report selection. The Human Resources Information System (HIS) makes it easy for you to request and start all HR reports within Structural Graphics. Manager's Desktop is a tool specifically for managers in which they can evaluate and change data. Ad-Hoc-Query enables you to create reports flexible. It is called InfoSet Query in other SAP system components, it remains Ad Hoc Query within the Human Capital Management. The Business Warehouse is an independent system in which analyses can be performed. SAP delivers business contents in the form of Business Content.

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General Report Selection

Figure 327: General Report Selection

Some reports cannot be accessed by using menu paths or general report selection. Instead, you must access them by choosing System → Services → Reporting. On the initial screen, you can enter RP* and then use the subsequent report to display an overview of all reports. You can enter more specific generic search criteria by using the following naming conventions:

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•

RPL*

Lists

•

RPS*

Statistics

•

RPC*

Payroll reports

•

RPU*

Utility reports

•

RPT*

Time management reports

•

RPAPL*

Applicant data reports

•

RPI*

Reports for creating batch input sessions

•

RH*

Reports for personnel planning


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Reports in the Information System

Figure 328: Information System Reports

In addition to tools for creating reports, SAP also provides a large number of important standard reports for all SAP applications. The reports are started from the main information system in the SAP Easy Access Menu or from an information system of a component or subcomponent. After the information system for human resources has been called, a standard report can be started or you can create a report with a tool (Ad Hoc Query, SAP Query, HIS). Reports that are created using the Ad Hoc Query or the SAP Query can be saved and added to the standard report structure. You can change standard reports in Customizing. Before a specific report can be accessed, different hierarchy levels must exist in each component. Usually, the reports can be found at the lowest level of the information system from where you can execute them.

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Figure 329: Report Selection Screen (Example)

The report selection screen contains a series of selection options that enable you to determine the criteria used to execute report. Each selection option has two fields which you can use to specify a single value (by entering a minimum value in the first field only) or a value range (by entering a maximum value in the second field as well). By choosing specific selection options and values, you can determine the dataset to be read and the result of the report. The latter is derived from the evaluation of employee records and is output either as a list of employees, or as a numerical analysis of data on these employees. To make generic entries, use *. To make masked entries, use +.

Figure 330: Enhancements to the Report Selection Screen

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The report selection screen contains a series of default selection options that are used by the system to create a list of employees, for example, or a statistical evaluation. However, these defaults do not necessarily include all of the selection options that you require for your report run. The further selections function enables you to add selection options to the report selection screen, and delete existing selection options. The matchcode function on the selection screen allows you to select the employees for which you want the report run. The sort function enables you to use up to seven criteria to sort the list of employees or employee data created by the report. The effects of the sort function become apparent when a list report is output, but not when a statistical evaluation is output. If you want to reuse selection values that you have set for a report, save them as a variant. Each time you call the variant, the system automatically writes its values to the individual selection fields.

Human Resources Information System (HIS)

Figure 331: Access to the Human Resources Information System

When you access HIS, specify the data to be displayed in Structural Graphics. The view determines the possible display options.

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Procedure: 1. 2. 3. 4.

Select a graphical display option. Select the root object of the organizational structure you require. If necessary, specify a selection period (the default value is the system date). Choose Start. Hint: To use HIS, you must have Organizational Management in operation.

Figure 332: Starting Reporting

The graphic displays the requested organizational structure. A second window lists the available reports. The upper section of the window lists the areas available. After you have selected an area, the reports available for this area are listed in the lower section of the window. If you have selected at least one object in the graphic, the report is started. The report results are displayed in an additional window. Procedure: 1. 2. 3.

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Select one or more organizational units in the Structural Graphics window. Choose the report you want to start by double-clicking on it. The report runs for all of the persons or data assigned to the org. unit specified in step 1.


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Manager’s Desktop (MDT)

Figure 333: Manager’s Desktop Initial Screen

The initial screen provides an overview of the default main scenario in Manager’s Desktop, which consists of the five theme categories listed above and their function lists. In Customizing, you can use function codes to organize these categories into customer-specific hierarchies. The categories can also be enhanced with customer-specific functions. Furthermore, the user can deactivate unnecessary categories and functions on the initial screen and on the various screens of the different application components. It is always possible to switch between user settings and standard settings. The initial screen can be adapted to customer-specific requirements in Customizing. For example, it can be enhanced with an enterprise logo and/or background picture.

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Figure 334: Working with Manager’s Desktop

The screen is divided into two areas. The right of the screen displays the area of responsibility, while the left of the screen displays the possible functions in a function tree. The tab pages in the right screen area enable you to generate different views of the organizational structure for your area of responsibility. Therefore, the organizational objects, for which the functions in the left screen area can be executed, are displayed here. Hint: To use the Manager's Desktop, you must have Organizational Management in operation.

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Ad Hoc Query

Figure 335: Ad Hoc Query

Ad Hoc Query is a simple but powerful tool for reporting on Human Resource data. It enables you to access data from all Human Resource areas by choosing selection and output fields. Ad Hoc Query can be used for data stored in Recruitment, Master Data, Time Management, and Personnel Planning and Development (person-related data). Programming skills are not required. You choose the selection and output fields on a screen. Hint: Unlike all other reporting tools, the selection is made directly from the database for persons or objects. In other words, personnel numbers are only selected if they meet the criteria. Accessing the database directly significantly improves performance. But, the infosets shouldn't be too large. Note: Standard authorization checks take place at the infotype and organizational assignment levels.

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Figure 336: Ad Hoc Query Screen: All Functions

The Ad Hoc Query is based on InfoSets and user groups. You specify both within the SAP Query. InfoSets are assigned to user groups, which groups users together. InfoSets enable you to group infotype fields and calculated fields together as required. InfoSets only display positions that are required by the user. This means that the program is easier to operate. The hit list enables you to further define values before the final output. Queries can be saved and reused for similar queries in the future. The following functions are available: •

• • • •

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One screen contains all functions: field selection, selection criteria, output formatting, query results,and interactive function of the SAP List Viewer (for example, export to Excel). Drag&Drop for easy selection of selection and output fields. Example data is replaced by real data in the output area. Text, value, or both (denoted by a “t” next to the field selection) is selected by using the right mouse in the selection criteria fields. Ad Hoc Query can now be used to report on objects from Personnel Planning, provided the required InfoSet has been created.


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Figure 337: Ad Hoc Query: Overview

You can select selection and output fields simply by using Drag&Drop. To do this, select one or more fields and drag them to the required area (selection or output). In the case of fields for which values and relating texts exist, you can choose whether you want the text or value, or both, to be used. Your user settings are reloaded the next time you start the Ad Hoc Query, for example, the queries you last accessed. This applies to when you exit the Ad Hoc Query or when you log off from the system. You can display real data in the output preview.

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Figure 338: Defining and Formatting Output

The output preview enables you to obtain an impression of how the layout of the output list will look before data is actually output. It also allows you to format the output list. You can: • • • •

Sort the list according to one or more columns. Cumulate numeric columns in basic lists and obtain subtotals (non-numeric columns) using certain criteria. Delete all output fields simultaneously. Initialize formatting.

Use the context menu to determine whether additional columns (mean value, proportion in %, and total number) should be output for ranked lists and statistics. Choose the output format. The output format determines how data is displayed in the output. You can choose between different list outputs and export functions such as output for spreadsheet. In this instance, the list is not displayed on the screen, but rather the analysis is transferred in a file that you can further process using a spreadsheet program.

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Figure 339: Output and Display Procedure

You can adapt the appearance of a table so that it meets your requirements. For example, you can hide unnecessary columns, or sort the contents of a table in accordance with specific criteria. You can save these settings as user-specific settings as required. This enables you to access your table time and again or set it up as a standard setting. You can export the displayed and modified table to MS Word and MS Excel, where you can then further process the report results. The send list function enables you to forward the formatted report results to other users, irrespective of whether they work at the same enterprise or not.

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BW and SEM

Figure 340: SAP System, BW, and SEM

In addition to reporting in the SAP system, further options exist for analyzing data: • •

SAP Business Warehouse SAP Strategic Enterprise Management

Figure 341: HCM Analytics

Companies can combine strategic planning in mySAP SEM and operative planning in mySAP HCM as to provide integrated business content for high-level analysis and HR benchmarking.

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Figure 342: SAP System and BW System Comparison

The differences listed above show that different business and technological requirements are placed on the systems. Consequently, it is particularly advantageous to use a BW system to separate technically from the SAP system all requirements associated with the aggregated report.

Figure 343: BW Architecture: Overview

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This diagram provides an overview of the SAP Business Information Warehouse in a heterogeneous system landscape. The lowest level shows the source systems. Source systems could include: Components such as SAP systems, SAP Business Information Warehouses, SAP Customer Relationship Management systems, or external systems such as non-SAP systems of files. Metadata and application data are administrated in the Business Information Warehouse server. You administrate the various source systems using the Administrator Workbench in the Business Information Warehouse. In addition, you can schedule and monitor the transfer of metadata and transaction data from the assigned legacy systems using the scheduler and monitor from the Administrator Workbench. The Business Explorer and its reporting tools forms the third layer.

Figure 344: Business Explorer

The Business Explorer comprises two parts: •

•

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The Business Explorer Analyzer and the Report Builder can be used to create new queries and change existing ones. Data is displayed and analyzed in MS Excel. All MS Excel functions are available (such as functions for creating graphics). Graphics can also be stored in the report. The Business Explorer Browser allows you to make queries available using the Internet or intranet. Users can easily access the queries (by double-clicking on the queries), which are then available for further analysis.


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HR Business Content •

HR extractors, InfoCubes, and queries are available for the following areas: – – – – – – – – – –

Personnel Administration Recruitment Training and Event Management Personnel Development Compensation Management Benefits Organizational Management Payroll Accounting Time Management Personnel Cost Planning

Business Content has been created in constant collaboration with our customers. A considerable number of workshops and customer visits have been carried out in the USA and Europe to allow us to obtain customer requirements and to check the existing Business Content. The Business Content is continually being further developed on the basis of customer input.

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Exercise 19: Reporting and Analysis Tools Exercise Objectives After completing this exercise, you will be able to: • Start reports using the Information System • Create your own reports using the Ad Hoc Query

Business Example The departments within your enterprise must regularly create reports for different types of HR data. To do this, they use the various Human Resources reporting functions. Hint: Replace ## with your group number.

Task 1: For the following tasks, use the standard reports available from the SAP Easy Access Menu. 1.

Display all female employees in personnel subarea 0004 for personnel area CABB on today’s date.

2.

Display all employees in personal subarea 0004 for personnel area CABB who are between 41 and 46 years of age.

Task 2: Use the Ad Hoc Query to complete the following task. At the end, save your request. Use the user group “HR050” in the standard area (client-specific) and the Infoset“HR050” contained therein. Use today as the reporting period. 1.

Select according to the following criteria: Only Male employees should be displayed who are employed in the Company Code CABB and for which you are entered as Administrator for Time Recording for T##.

2.

Add the following fields to your query: • Personnel number • Form-of-Address Key (only text) • Last Name • First Name Continued on next page

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• Date of birth • Wage Type (Basic Pay) (only text) • Total of All Wage Type Amounts • Wage Type (Additional Payment) (only text) • Total of Additional Payments • Total Amount (IT0008+IT0015)

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Solution 19: Reporting and Analysis Tools Task 1: For the following tasks, use the standard reports available from the SAP Easy Access Menu. 1.

Display all female employees in personnel subarea 0004 for personnel area CABB on today’s date. a)

Open the following path in the SAP Easy Access Menu: Human Resources → Information System → Reports → Personnel Management → Administration → Employee and call the report employee list. In the Personnel Area field enter the value CABB, and in the Personnel Subarea field enter the value 0004.

b)

Choose the Only Female, and Execute the report. Exit the output using Back, and return to the Easy Access Menu.

2.

Display all employees in personal subarea 0004 for personnel area CABB who are between 41 and 46 years of age. a)

Access the Birthday List report. In the Personnel Area field enter the value CABB, and in the Personnel Subarea field enter the value 0004. In the Age of Employee field, enter the values 41 to 46 and run the report.

b)

Exit the output using Back and return to the Easy Access Menu.


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Task 2: Use the Ad Hoc Query to complete the following task. At the end, save your request. Use the user group “HR050” in the standard area (client-specific) and the Infoset“HR050” contained therein. Use today as the reporting period. 1.

Select according to the following criteria: Only Male employees should be displayed who are employed in the Company Code CABB and for which you are entered as Administrator for Time Recording for T##. a)

Start the Ad Hoc Query transaction from the SAP Easy Access menu: Human Resources → Information System → Reporting Tools → Ad Hoc Query In the Work Area field, choose the value Standard Area. In the User Group field, choose the value HR050. Select Infoset HR050 and confirm using the Enter button. In the upper right screen area, select the reporting period: Today

b)

Access the Organizational Assignment field group and choose the Company Code and Administrator for Time Recording fields as selection criteria by selecting the relevant checkboxes. Access the Personal Data field group and choose the Gender Key as selection criterion by selecting the relevant checkbox.

2.

c)

For the three selection criteria you have just chosen, Company Code, Administrator for Time Recording, and Gender Key, enter the values CABB, T##, and 1, in the selection area of the screen. You can also use the F4 field help.

d)

Check the number of hits for the selection criteria you entered. To do this, chooseHit List.

Add the following fields to your query: • Personnel number • Form-of-Address Key (only text) • Last Name • First Name • Date of birth • Wage Type (Basic Pay) (only text) • Total of All Wage Type Amounts • Wage Type (Additional Payment) (only text) Continued on next page

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• Total of Additional Payments • Total Amount (IT0008+IT0015) a)

Remain in the Organizational Assignment field group and select the Personnel Number field as the output field. To do this, select the relevant checkbox. Click with the right mouse button on the Personnel Number field and in the opened menu, on Output → Only Value. Access the Personal Data field group and choose the Form-of-Address Key, Last Name, First Name, and Date of Birth fields as output fields. To do this, select the relevant checkboxes. Click with the right mouse button on the Form-of-address key field and in the opened menu, on Output → Only Text. Access the Basic Pay field group and choose the Wage Type and Total of All Wage Type Amounts fields as output fields. To do this, select the relevant checkboxes. Click with the right mouse button on the Wage Type field and in the opened menu, on Output → Only Text. Access the basic pay/add'l payments combined field group and choose the Wage Type and Total of All Additional Payment Amounts fields as output fields. To do this, select the relevant checkboxes. Click with the right mouse button on the Wage Type field and in the opened menu, on Output → Only Text. Access the Additional Fields field group and select the Total Amount field as the output field. To do this, select the relevant box.

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b)

In the selection area for the chosen selection fields, use the selection criteria as required in the task.

c)

Choose Hit List to check whether your selection criteria have been correctly chosen.

d)

Start the output list by choosing Output.

e)

Use the return function and save your query. Type in the name Group## and continue.


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Lesson Summary You should now be able to: • List the reporting options available in SAP ERP HCM • Select and execute standard reports from the SAP Easy Access Menu. • Describe the Human Resources Information System and Manager's Desktop. • Use SAP Ad Hoc Query to create reports. • Describe some characteristics of SAP BW query.

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Unit Summary

Unit Summary You should now be able to: • List the reporting options available in SAP ERP HCM • Select and execute standard reports from the SAP Easy Access Menu. • Describe the Human Resources Information System and Manager's Desktop. • Use SAP Ad Hoc Query to create reports. • Describe some characteristics of SAP BW query.

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Test Your Knowledge


SAP does not deliver any standard reports or queries, these have to be created by the customer . Determine whether this statement is true or false.

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True False


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Answers 1.

SAP does not deliver any standard reports or queries, these have to be created by the customer . Answer: False Of course SAP delivers standard reports and standard queries. These can, however, be changed during programming, or new reports can be created using Tools such as Ad Hoc Query and SAP Query even without any programming experience.

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Unit 13 Appendix I: Benefits (optional) Unit Overview In this unit, students enroll a new employee in benefits. The benefit categories and structures are defined. Master data relevant for benefits processing is introduced. Standard benefit reports will be executed.

Unit Objectives After completing this unit, you will be able to: • • • • • • • •

Discuss the different benefit enrollment options Review the general concepts of benefits Name the benefit categories List the key activities that can be performed to monitor eligibility List the activities to monitor participation Discuss the activities to manage employee participation Describe the enrollment process through ESS Describe the Participant Overview through ESS

Unit Contents Lesson: Benefits: Enrollment Overview .....................................532 Procedure: Enrolling an Employee.......................................540 Exercise 20: Benefits: The Essentials ...................................541 Lesson: Benefits: Benefits Enrollment .......................................546 Procedure: Termination ....................................................548 Procedure: Participation Monitoring .....................................550 Procedure: Insurability .....................................................552 Procedure: Participation Overview .......................................553 Exercise 21: Benefits Enrollment.........................................555 Lesson: Benefits: Benefits Through ESS....................................558

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Lesson: Benefits: Enrollment Overview Lesson Overview In some countries, employees can participate in benefit plans offered by their company. The company purchases benefit packages that can be offered to the employees at reduced rates. This solution is usually cheaper for the employer and for the employees, since they use many benefits. Varying plans are put together for the employees, where they can enroll depending on different criteria (such as probation time, marriage, birth of a child, or other events).


Discuss the different benefit enrollment options Review the general concepts of benefits Name the benefit categories

Business Example Your company offers benefits to employees. These benefits vary according to job and personal eligibility rules. Your new employee needs to sign up for and enroll in benefits. You will use the enrollment screens to conduct the enrollment.

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Lesson: Benefits: Enrollment Overview

Benefits Overview

Figure 345: Benefits Menu

SAP Benefits, a component in SAP Personnel Management, is under this node in the SAP Easy Access menu.

Figure 346: Plan Categories

There are six international plan categories defined in the system: Health, Insurance, Savings, Stock Purchase, Credit, and Miscellaneous. You can use the Miscellaneous plan category for benefit plans that do not fit neatly into one of the other plan categories, such as fitness programs or company car privileges.

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Retirement Plans are a special form of Savings Plans and are managed in that category. The Flexible Spending Accounts category of benefits plans is specific to North America only. The category defines the attributes of a plan, which further determines how the plans are set up in the Implementation Guide (IMG) and how employees are enrolled in the plans.

Figure 347: Overview of Benefits

In many countries, employees participate in benefit plans offered by their employers as part of their compensation package. Companies frequently offer benefits packages at a reduced rate to their employees. As a result, the employee contributes considerably less for these company-based plans than they would have to pay if they were to enroll privately. Employees enroll themselves in the benefits plans and receive varying benefits, depending on which plans they select. Contributions are paid by either the employer or the employee, or both; again, this varies according to the specific benefits plan. You group together varying plans for different employees according to several factors. You store restrictions and eligibility for the benefits plans in the IMG. As a result, processing employee benefits is a simple and user-friendly process.

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Enrollment Process

Figure 348: Enrollment

In SAP Benefits, the system enables you to differentiate between various forms of enrollment as follows: Open Enrollment An annual process whereby employees are permitted to enroll, based on their eligibility, in a new benefits plan, or change an existing one. The new or changed plan then applies for a specified period of time (one year, for example). Enrollment Based on Adjustment Reason (Work/Life Event) Private or work-related events, such as initial hiring, birth of child, or marriage, permit employees to enroll or change benefit options. Default or Automatic Plans When employees are hired, they can be enrolled in a standard benefits plan (until a probationary period is complete, for example) for the time being. These plans offers a minimal number of benefits. Enrollment at Any Time Employees can enroll themselves for the plans for which they are eligible, or change existing plans at any time.

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Figure 349: Master Data Infotype Requirements

Before you can enroll employees in benefits plans, specific infotype records must exist for master data and benefits. The Actions (0000), Organizational Assignment (0001), and Personal Data infotypes (0002) must exist in HR Master Data. Additional infotypes for cost calculations, such as Basic Pay (0008), are required if contribution costs are to be based on salary. In addition, the General Benefits Data infotype (0171) and, if enrollment is due to a work/life event, the Adjustment Reasons infotype (0378) must exist. •

•

The General Benefits Data infotype (0171) stores employee assignment to benefits area, as well as first and second program groupings. The benefits area represents a subdivision of employees according to employee subgroup or tasks. The program groupings can be defined to suit your business requirements; however, the interaction of these groupings determines eligibility. The General Benefits Data infotype contains any existing default values and are controlled by features. The Adjustment Reasons infotype (0378) stores the reasons for permitting employees to make changes to their current benefits. Note: Some countries require the information stored in the Medical Benefits Data infotype (0376).

Include the required infotypes in your hiring action so that your employees immediately receive an offer for an appropriate benefits plan package once they have been hired.

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Figure 350: What Happens During the Enrollment Process?

To enroll employees in benefits plans, you need Master Data records and Benefits plan data. Infotype records for benefits plans are created during the enrollment process. You only need to select the plan options for the employee; the system automatically creates the infotype records. Note: Plans in which employees are already participating, are also included in the benefits offer. Note: During the enrollment process, you can create benefits plans for employees or terminate employee participation in specific existing plans in the given time period.

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Figure 351: Benefits Programs

A matrix based on both the first and the second program grouping enables you to define different benefits programs with varying options for your employees. Employees can participate in one of the programs based on their employee master data. A benefits program is a restricted list of benefit plans for a specific group of employees. The eligibility of individual employees for a specific benefit program is determined by a combination of benefits area, and first and second program groupings. The eligibility of individual employees on the benefits plan level (that is, waiting periods to participate in particular plans) is defined in the eligibility rules. These rules are assigned to the individual plans in the program.

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Figure 352: Benefits Enrollment

To enroll an employee in benefits programs, you first select the employee, and then an appropriate plan offer. A list of all available plans for which the employee is eligible appears. During the enrollment process, the system automatically displays only those plans for which the employee is eligible. To choose plan options, you select a plan, enter the employee’s dependents and beneficiaries information, and then enroll the employee in the plan. The system also calculates the cost of the plan options, which can vary according to individual employee. To access this function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Enrollment.

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Enrolling an Employee Prerequisites This procedure assumes that the employee has been hired and has both infotype General Benefits Information and an Adjustment Reason infotype.

Procedure 1.

To enroll an employee in benefits programs, first select the employee.

2.

Next select the appropriate plan offer by either highlighting the offer and choosing Get offer or by selecting the offer. A list of all available plans for which the employee is eligible appears.

3.

To choose plan options, select a plan. Then, enter the employee’s dependents and beneficiaries information and/or contribution amounts if applicable.

4.

To save elections, choose Accept.

5.

Repeat for all plan options.

6.

To complete and enroll the employee into the plans, choose Enroll.

The system produces a list of plans in which the employee is already participating on the selection date you specified. The termination date proposed by the system depends on the termination rule defined in Customizing for each plan. You can overwrite this date when necessary.

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Exercise 20: Benefits: The Essentials Exercise Objectives After completing this exercise, you will be able to: • Create the master data records that are required for enrollment in benefits programs • Enroll an employee in benefits plans

Business Example The company has decided to introduce a new benefits program for its employees. Employee George Vega has the opportunity to choose from a selection of several benefits plans during his initial enrollment offer.

Task 1: Update George Vega’s HR Master Data so that he is eligible to participate in benefits. 1.

Create an Employee Benefits Data infotype for George Vega, using the first day of the month as the validity start date. Mr. Vega’s employee benefits group is 99 and he works full-time.

2.

Create an Adjustment Reason for Mr. Vega for initial enrollment. Note: The Adjustment Reasons infotype is started dynamically when you save the Employee Benefits Data.

Task 2: Enroll Mr. Vega and his wife in the company medical and dental benefits plans. 1.

Access the Benefits Enrollment screen and enter the data.

2.

Enroll Mr. Vega and his wife in the Standard Dental Plan, Option 1.

3.

Enroll Mr. Vega and his wife in Medical Plan 1.

Task 3: Check the following generated data for Mr. Vega during the enrollment process: Standard Dental Plan and Medical Plan 1. 1.

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Check the data on the Standard Dental Plan.


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Solution 20: Benefits: The Essentials Task 1: Update George Vega’s HR Master Data so that he is eligible to participate in benefits. 1.

Create an Employee Benefits Data infotype for George Vega, using the first day of the month as the validity start date. Mr. Vega’s employee benefits group is 99 and he works full-time. a)

Access the Maintain Master Data activity by choosing SAP Easy Access → Favorites.

b)

Enter 500993## in the Personnel number field. Choose the Core Employee Info tab.

c)

Choose General Benefits Information.

d)

Choose Create.

e)

Enter the first of the current month in the Start date field.

f)

Make the following entries:

g) 2.

Field

Data

Benefits area

99

First program grpg

EXMT(for exempt employee)

Second program grpg

FULL

Choose Save. If a pop-up box for subsequent activities appears, choose Cancel.)

Create an Adjustment Reason for Mr. Vega for initial enrollment. Note: The Adjustment Reasons infotype is started dynamically when you save the Employee Benefits Data. a)

Choose the Initial enrollment option from the Adjustment reason field.

b)

Choose Yes in the Deviation from end date dialog box.

c)

Choose Save.


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Task 2: Enroll Mr. Vega and his wife in the company medical and dental benefits plans. 1.

2.

Access the Benefits Enrollment screen and enter the data. a)

In the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Enrollment.

b)

Enter 500993## in the Personnel number field.

c)

Choose Select.

d)

Choose the Initial Enrollment option from the right-hand section of the Offer selection screen.

e)

Choose Get offer.

Enroll Mr. Vega and his wife in the Standard Dental Plan, Option 1. a)

Choose the Standard Dental Plan option as the Dental plan type.

b)

In the dialog box, choose Option 1 from the Option field.

c)

Choose the Employee + Spouse option from the Dependent coverage field.

d)

Select Spouse on the Dependents tab.

e)

Choose Accept. In the plan offer list, a green checkmark indicates the selected benefits plan. This checkmark indicates that the plan was selected; however, enrollment is not yet completed.

3.

Enroll Mr. Vega and his wife in Medical Plan 1. a)

Choose the Medical Plan 1 option as the Medical plan type.

b)

In the dialog box, choose Option 1 from the Option field.

c)

Choose Employee + Spouse option in the Dependent coverage field.

d)

Choose the Dependents tab and select Spouse.

e)

Choose Accept. In the benefits plan offer list, a green checkmark indicates the selected benefits plan. This checkmark indicates that the plan was selected; however, enrollment is not yet completed.

f)

After both plans are selected, choose Enroll.

g)

In the Confirmation of Selected Actions dialog box, confirm the previously selected plans for enrollment by choosing Enroll.

h)

In the Successful Enrollment dialog box, choose Continue. Continued on next page

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Task 3: Check the following generated data for Mr. Vega during the enrollment process: Standard Dental Plan and Medical Plan 1. 1.

544

Check the data on the Standard Dental Plan. a)

Access the Maintain Master Data activity by choosing SAP Easy Access → Favorites.

b)


c)

Enter plans in the Direct selection – infotype field.

d)

Choose Health Plans.

e)

Choose Display.

f)

Check the Plan data as well as the Dependents covered for the Standard Dental Plan.

g)

Choose Next record to check the Plan data and the Dependent coverage for Medical Plan 1.


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Lesson Summary You should now be able to: • Discuss the different benefit enrollment options • Review the general concepts of benefits • Name the benefit categories

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Lesson: Benefits: Benefits Enrollment Lesson Overview In this lesson, you will learn about the reports that allow the benefits experts to terminate participation, monitor participation and insurability as well as see an overview of an employee's participation in benefit plans.


List the key activities that can be performed to monitor eligibility List the activities to monitor participation Discuss the activities to manage employee participation

Business Example The benefits experts in your organization need easy-to-use tools that will support them in their daily administrative tasks. The benefits experts enroll employees into the benefit plans that they are eligible for and which they have deemed important.. There are other tasks that the benefits expert must perform. On a regular basis, the expert must monitor employee eligibility and terminate participation for various reasons such as ineligibility or terminations/resignations, as well as monitor who is active in various plans. There are standard delivered reports that allow the expert to view this information and take appropriate action.

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Lesson: Benefits: Benefits Enrollment

Termination

Figure 353: Termination

The system produces a list of plans in which the employee is already participating on the selection date you specified. The termination date proposed by the system depends on the termination rule defined in Customizing for each plan. You can overwrite this date when necessary. To access this function from the SAP Easy Access Menu, choose Human Resources → Personnel Management → Benefits → Termination.

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Termination 1.

Access this function from the SAP Easy Access Menu, choose Human Resources → Personnel Management → Benefits → Termination.

2.

Enter the Personnel number.

3.

Choose Select.

4.

Choose the employee from the list on left side. The plans that the employee is enrolled in are displayed, along with the system-proposed end dates of the plans based on the termination rules.

Participation Monitor

Figure 354: Participation Monitor

If employees are already participating in any benefits plans, you can check whether they still fulfill all eligibility criteria for these plans in the Participation Monitor screen. The system checks the following data: • • •

Is the plan contained in the employee benefits program? Does the employee still fulfill the eligibility rule (regarding waiting period, minimum working time, minimum or maximum age, and zip code)? Are any other conditions or requirements, such as co-requisite plans or combined coverage contribution limits, fulfilled?

You can immediately stop or change plan participation to suit your business requirements on the Participation Monitor screen.

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To access this function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Participation Monitor.

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Participation Monitoring 1.

To access Participation Monitoring from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Participation Monitor.

2.

You can leave the date as is or look for specific date of your choice.

3.

Search via a specific employee by entering the personnel number. Or you can search via benefit area, first program grouping or second program grouping or a combination of the three.

4.

Choose Execute. If there are employees who are no longer eligible, they are displayed along with a brief reason for their termination .

Insurability

Figure 355: Insurability

Before employees can participate in some insurance and health plans, they often must provide Evidence of Insurability (EOI), such as medical affidavits stating proof of good health. Use this report to monitor and check whether and when an employee has provided EOI within a specified grace period. You can terminate employee enrollment in a benefits plan if the employee has not provided any EOI within the specified grace period.

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To access this function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Insurability.

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Insurability 1.

Access this function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Insurability.

2.

You can leave the date as is or look for specific date of your choice.

3.

Search via a specific employee by entering the personnel number. Or you can search via benefit area, first program grouping or second program grouping or a combination of the three.

4.

Choose Execute. A report to monitor and check whether and when an employee has provided EOI within a specified grace period displays.

Participation Overview

Figure 356: Participation Overview

The system produces an overview of all plans in which employees participate on the selection date you specify. This overview also displays additional plan details such as options, costs, coverage, contributions, credits, dependents, beneficiaries, and investments. You can go directly to the cost overview, master data display and maintenance from the overview screen. You can also go to a graphical overview of employee participation in benefits plans for a period of time. To access this function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Participation Overview.

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Participation Overview 1.

To access Participation Overview from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Participation Overview.

2.

Enter the personnel number.

3.

Choose Select.

4.

Choose the employee from the list on left side. The plans that the employee is enrolled in displays. You can select the tabs to show the information contained under each employee.

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Exercise 21: Benefits Enrollment Exercise Objectives After completing this exercise, you will be able to: • Run a report to check the employee participation in benefits plans

Business Example Employees have enrolled in Training National's benefits program. Employee George Vega has chosen from a selection of several benefits plans listed as part of his initial enrollment offer.

Task: Display an overview of Mr. Vega’s employee benefits. 1.

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Run the Participation Overview to see the benefit plans that Mr. Vega is currently enrolled in.


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Solution 21: Benefits Enrollment Task: Display an overview of Mr. Vega’s employee benefits. 1.

Run the Participation Overview to see the benefit plans that Mr. Vega is currently enrolled in. a)

In the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Participation Overview.

b)


c)

Choose Select. A list of all benefits plans, in which Mr. Vega participates, as of the selection date appears.

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Lesson Summary You should now be able to: • List the key activities that can be performed to monitor eligibility • List the activities to monitor participation • Discuss the activities to manage employee participation

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Lesson: Benefits: Benefits Through ESS Lesson Overview During open enrollment periods, new hires, and other life/work events, you allow your employees to make their benefit elections through your company's intranet via ESS.


Describe the enrollment process through ESS Describe the Participant Overview through ESS

Business Example Your company wants to offer self-service functions in the Internet or company intranet to enable employees to manage their benefits independently. The advantages of ESS include reduced paperwork, inquires by employees to the benefits office thus saving time and money, and flexibility and responsibility to the employee for their own data and quicker access to information.

ESS Enrollment Employees can use the Benefits Enrollment service to enroll in plans, change their elections for plans in which they are currently participating, and stop participation in plans. They can also perform the following activities from within the service: •

• • • •

Display summaries of costs and contributions, investments, dependents, and beneficiaries for the plans selected for enrollment (does not take current participation into account). Print an enrollment form for a benefit offer. Display information on plans, plan types, or investments.* Search for doctors approved by a health plan provider.* Simulate a payslip prior to completing enrollment to see the effect of plan elections on gross pay.*

The activities marked * are only possible if the functions are explicitly activated or defined in Customizing.

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ESS Participation Overview Employees can use the Participation Overview service to display an overview of their enrollments. From the overview they can do the following: • • • •

Display details of their elections for individual plans. Display summaries of costs and contributions, investments, dependents, and beneficiaries. Print a participation confirmation form. Display information on plans, plan types, or investments, if links are set up.

Doctor Search and Payslip Simulation in Enrollment Doctor search If you want to make doctor search available to employees, you simply define the URL of the search engine that you want to use. This is done in Customizing. Payslip simulation Payslip simulation can be a useful decision aid for employees. The simulated payslip takes into account previous benefit elections and the selections that the employee has made during this enrollment session but has not yet submitted. You determine whether employees can use the payslip simulation function in Customizing.

Links to Additional Information Hyperlinks provide employees with fast access to information that can support decisions about benefit elections, for example, a plan description on a plan provider Web site, or an internal company document. Links, which can be set, appear as an information buttons on the detail screen for a plan in the Enrollment and Participation Overview services. You specify the links in Customizing.

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Lesson Summary You should now be able to: • Describe the enrollment process through ESS • Describe the Participant Overview through ESS

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Unit Summary

Unit Summary You should now be able to: • Discuss the different benefit enrollment options • Review the general concepts of benefits • Name the benefit categories • List the key activities that can be performed to monitor eligibility • List the activities to monitor participation • Discuss the activities to manage employee participation • Describe the enrollment process through ESS • Describe the Participant Overview through ESS

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Test Your Knowledge


List two enrollment options.

2.

Which is not an international Benefit category? Choose the correct answer(s).

□ □ □ □ □ □ 3.

A B C D E F

Health Plans Insurance Plans Savings Plans Flexible Spending Plans Stock Plans Miscellaneous Plans

There are six international benefit categories. Determine whether this statement is true or false.

□ □

True False

4.

Name the tasks that are performed by the benefits experts.

5.

During enrollment, the employee can view information about the plans costs, contributions, dependents, and beneficiaries. Determine whether this statement is true or false.

□ □

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True False


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An advantage of using ESS for Benefits is that the volume of paperwork and inquiries handled by the benefits office can be dramatically reduced, saving time and money. Determine whether this statement is true or false.

□ □ 7.

True False

You must allow your employees to use the payslip simulation functionality. Determine whether this statement is true or false.

□ □ 8.

True False

In the Enrollment and Participation Overview services, links can be set to sources of additional information residing either in a company or in the . Fill in the blanks to complete the sentence.

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Test Your Knowledge

Answers 1.

List two enrollment options. Answer: Enrollment options include open enrollment, an adjustment reason, default or automatic plans, enrollment anytime.

2.

Which is not an international Benefit category? Answer: D Flexible Spending Plans are plans specific to North America.

3.

There are six international benefit categories. Answer: True There are seven delivered benefit categories; however, only six are international. The six international benefit categories are: Health plans, Insurance plans, Savings plans, Stock plans, Credit plans and Miscellaneous. Flexible Spending accounts are North America specific, which makes up the seventh category.

4.

Name the tasks that are performed by the benefits experts. Answer: The tasks include termination of benefits, monitor participation/eligibility, monitor insurability, view employee participation (participation overview). These are the task items found under the Benefits folder.

5.

During enrollment, the employee can view information about the plans costs, contributions, dependents, and beneficiaries. Answer: True The employee is able to display summaries of cost and contributions, investments, dependents, and beneficiaries for the plans selected for enrollment (it does not take current participation into account).

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An advantage of using ESS for Benefits is that the volume of paperwork and inquiries handled by the benefits office can be dramatically reduced, saving time and money. Answer: True This is true. In addition, employees have greater flexibility and responsibility for their own data.

7.

You must allow your employees to use the payslip simulation functionality. Answer: False You determine whether employees can use the payslip simulation in Customizing.

8.

In the Enrollment and Participation Overview services, links can be set to sources of additional information residing either in a company intranet or in theInternet. Answer: intranet, Internet The links to sources can be internal, within in your company's Web site or external on the World Wide Web (Internet).

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Course Summary

Course Summary You should now be able to: • • • • •

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Navigate in the mySAP ERP HCM system Describe the structures in mySAP ERP HCM Use selected interfaces to display and maintain data in the mySAP ERP HCM system Identify the processes in mySAP ERP HCM and perform HR functions Identify the mySAP ERP HCM reporting options


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Glossary Absence An absence is time period during an employee's planned working time in which the employee does not work, including certain types of leave (vacation) and illness. An absence represents a deviation in an employee's personal work schedule. Absence quota An employee's entitlement to a certain absence. The quota has a limited validity period, and is reduced by each recorded absence. Account assignment Specification of which accounts to post to from a business transaction. See also Additional account assignment. Actual time All recorded time data documenting the actual attendance times or the actual absence times of employees. Actual time has the opposite meaning of planned working time. Example: According to the work schedule, an employee is supposed to work from 8:00 a.m. to 5:00 p.m. on December 3, 1999 (planned working time). The actual time data (actual times) from this day is shown below: 8:00 a.m. to 2:30 p.m. Attendance 2:00 p.m. to 5:00 p.m. Absence for doctor's appointment Ad hoc workflow There are currently two types of ad hoc workflows: An ad hoc workflow where responsible agents can be assigned and changed during execution. An ad hoc workflow that can be defined from the Business Workplace. This ad hoc workflow is defined for an application object in the Business Workplace. Adjustment reason A personal or organizational change experienced by an employee, as a result of which the employee is allowed to change his/her current benefit elections. In the SAP System, the adjustment reason is a user-defined parameter to which certain adjustment permissions are assigned for different types of benefit plan. The following are examples of adjustment reasons: Marriage, New dependent, Hiring (initial enrollment), and Job change. ALE Application Link Enabling expands use of SAP R/3 within a company and ´ software products within a companýs business partners. It provides SAPs with distribution models and technologies for linking business applications across technically independent systems by enabling, among other things, multiple database servers to share transaction update information.

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Allocation (Classification System) The classification of objects in a class. When you allocate an object to a class, you assign values to the characteristics of the class. Alternative qualification Qualification that can be used as an acceptable alternative to another. Applicant A person who, by means of a job application, expresses interest in finding employment or in changing his or her existing employment. Appraisal Institutionalized process for rating objects in a planned, structured, and standardized way. Objects are rated using criteria to evaluate the past, or present and future. Appraisals are defined by specifying an appraisal type, form of appraisal, and appraisal procedure. Appraisal model Template that is copied to create an actual appraisal. An appraisal model is a set of: Criteria, Criteria groups (if applicable), and Information on the form and type of appraisal. Appraisee A person or object that is appraised. Appraiser A person or object that creates an appraisal. Example: In the case of a business event appraisal, the appraisers are the attendees of the event. Approved Approved refers to one of the statuses you can assign to objects and infotype records in Personnel Management. See also: Status (PA) ASAP Standard methodology for efficiently implementing and continually optimizing your SAP software. ASAP supports the implementation of SAP R/3 and of mySAP.com Components and can also be used for upgrade projects. It provides a wide range of tools that helps you in all stages of your implementation project - from project planning to the continual improvement of your SAP System. The two key tools in ASAP are: The Implementation Assistant, which contains the ASAP Roadmap, and provides a structured framework for your implementation, optimization or upgrade project. The Question & Answer database (Q&Adb) which allows you to set your project scope and generate your Business Blueprint using the SAP Reference Structure as a basis. Attendance Time period during the planned work schedule of the employees in which the employee works for the enterprise, however, not at the usual work center performing the usual job tasks. The attendance represents a deviation in the personal work schedule. Attendances include business trips and participation in seminars.

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Glossary

Attendance quota Determines an employee's time-restricted entitlement to certain attendances. One such example is overtime approval. Recording an attendance of this type reduces an employee's entitlement. Attendee A person that can be booked for an event or prebooked for an event type. Attendees are assigned to attendee types. The attendee type defines typical attributes of a group of persons that attend an event. Authorization This determines whether a certain task can be carried out in SAP R/3. Each authorization refers to an authorization object and defines a value or several values for each authorization field contained in the authorization object. Authorizations are grouped together in profiles, which are in turn entered in the user's master record. Benefit plan The central element of the Benefit Administration component, representing a single benefit offered by the employer. Benefit plan category This is the highest level of plan classification. Health and insurance are examples of plan category. The benefit plan infotypes reflect the different plan categories. Book attendee list Function used to book multiple attendees for a business event date in one step Budget type Subdivision of the budget categories which helps to recognize the origin of the budget. There are, for example, the following budget types: Original budget, Supplements, Returns, Transfers, and Releases. Business add-in Location in a program defined by the developer at which delivered software layers such as industries, partners and customers can insert additional code without modifying the original object. You can create Business Add-Ins at every level of a multi-level system infrastructure (for example, SAP, country version, IS solution, partner and customer). You can also create and deliver implementations in all software layers. Enhancements with Business Add-Ins allows you to distinguish between enhancements that can have no more than one implementation and those that can be actively used by any number of customers at the same time. You can also define Business Add-Ins that depend on a filter value. Enhancements to the program code are implemented with ABAP Objects.

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Business event A meeting of people for the purposes of exchanging information or for education and training held in a certain period in a predefined language. Example: Training courses, conferences, or workshops. Business events can be the responsibility of the company (internal business event) or an outside organizer (external business event). Business Event catalog A list of the dates currently scheduled for event types. You create the business event catalog by Creating event dates and Planning event dates (based on demand). Business Event Group A group of business event types with the same characteristics, such as language courses, commerce courses, or computer courses. You can combine several business event groups into a single business event group, in other words, business event groups can be structured hierarchically. Business Event type A generic description of a business event. The business event type is a blueprint from which events or event dates are created and scheduled. You store all attributes that are typical for an event in the event type. You can group multiple event types to a business event group to form a hierarchical structure. Company Code The smallest organizational unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting. This includes recording all relevant transactions and generating all supporting documents required for financial statements. Compensation matrix A mechanism used to assign values within compensation administration. Correspondence history Program that evaluates correspondence in Training and Event Management from a variety of aspects. Displays all notifications output to an attendee in a given time period. Cost center Organizational unit within a controlling area that represents a defined location of cost incurrence. The definition can be based on: Functional requirements, Allocation criteria, Physical location, and Responsibility for costs. Cost element In Personnel Cost Planning the different categories that contribute to the overall cost of maintaining a staff, for example, wages or benefits, are called cost elements. Daily work schedule A daily work schedule is an employee-based description of the duration and amount of working time on any given workday.

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Glossary

Default plan A plan in which employees can be enrolled before they communicate their benefits elections to the benefits office. Delimit This means to shorten the validity period of an object or infotype record by replacing its end date with an earlier date. Development plan A grouping together of training measures with the aim of imparting specific qualifications. Development plans are used to create reusable templates for all persons on which to base complex or similar training measures that occur frequently at an enterprise. These templates can be copied to individual development plans for specific persons, and modified accordingly. Dislike How a person (or other planning object) envisages the development of his or her career (for example, the persons do not want to be the holder of a specific position). Eligibility Qualification of an employee to participate in a benefit plan. Eligibility grouping A means of identifying a group of employees with common characteristics for the purpose of determining eligibility. Employee Group Organizational unit for which personnel provisions can be specified. Example: Employee groups: Active employees, Employees who have left the company, and Company pensioners. Employee subgroups within the active employee group: Industrial workers, Commercial employees, and Technical employees. Employee subgroup Organizational unit within an employee group for which personnel provisions have been defined. Employee Subgroup grouping Grouping of employee subgroups in Payroll for the following purposes: Work schedule, Personnel calculation rules, Primary wage types, Collective agreement rules, Time quota types, and Account determination. Enrollment The process of enrolling in benefit plans. Enterprise structure There are two types of enterprise structure: Logical enterprise structure: portrayal of an enterprise's business system. The logical business structure includes the organizational units required to manage SAP R/3, for example, plant or cost center. Social enterprise structure: description of the way in which an enterprise is organized, for example, in divisions or user departments. The application component HR portrays the social structure of an enterprise.

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Expert mode Classical Organizational Management interface that is used to maintain the organizational plan, and consists of simple maintenance and infotype maintenance of objects (transaction PP01). As of release 4.6A, you can use the Organization and Staffing interface as an alternative to expert mode. This transaction allows you to display and edit the organizational plan, and its screen is divided into several screen areas. It is particularly intended for employees in the personnel or organization department. Factory calendar Calendar in which working days are numbered sequentially. The factory calendar is defined on the basis of a public holiday calendar. The validity period of a factory calendar must be within the validity period of the public holiday calendar. The weekdays that are working days must also be specified in this calendar. Feature Objects in the system that determine certain values by querying different personnel and data structure fields within an enterprise. The values are return values or results. They are used to determine defaults and control certain system processes. Flex Time Working time pattern in which employees can individually determine their own start and end times, as long as a certain number of hours is worked within a defined period of time each day. Function module Function modules are external subroutines written in ABAP. Developed in the Function Builder, they are managed in a central function library, and can therefore be called from any ABAP program. This helps to avoid redundant code and makes the programming process more effective. In contrast to FORM routines, function modules have the same standard interface. Headcount The total number of persons employed by a company at a given time. Hiring A personnel action in which all the data relevant to the entry of a new employee is recorded, such as name, address, personnel number, activity, cost center etc. History Displays the activity sequence to date for the selected financial transaction or position. Human Resources Information System Human Resources Information System is a tool that allows you to request various types of reports related to human resources (PA and PD) from inside Structural Graphics. This method of requesting reports can be advantageous since the request process is simplified

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Glossary

Implementation Guide Tool for configuring the SAP System to meet customer requirements. The Implementation Guide (IMG) explains all the steps in the implementation process, tells you the SAP standard (factory) Customizing settings and describes the system configuration activities. The hierarchical structure of the IMG is based on the application component hierarchy and lists all the documentation which is relevant for implementing the SAP System. The main component of the Implementation Guide is the IMG activities which go to Customizing, where the relevant system settings are made. You can also document projects in the IMG. The SAP Reference IMG contains all IMG activities, sorted by application component and into General settings and Enterprise structure. The Enterprise IMG is a subset of the SAP Reference IMG containing only the IMG activities required for the application component to be implemented. (Note: The Enterprise IMG no longer exists after R/3 Release 4.6A.) The Project IMG is a subset of the Enterprise IMG (until Release 4.5B) or the SAP Reference IMG (from Release 4.6A) containing the IMG activities required for the application component to be implemented in a specified Customizing project. Project views can be based on a Project IMG and specified attributes, for use in Release Customizing (Delta Customizing or Upgrade Customizing). Incentive Wages A type of remuneration which is paid not just for the actual time that a person spends at work but also for the amount that the person produces or achieves during that time. Piecework wages and premium pay are both types of incentive wages. Infoset SAP Query element. InfoSets determine to which tables, or fields within a table, a query can refer. InfoSets are usually based on table joins or logical databases. Infotype A set of data that is grouped together according to subject matter. The aim of the Human Resources component is to enable the user to process employee data in an effective structure in accordance with business requirements. From a technical perspective, the data structure of infotypes mirrors a logical set of data records. Infotypes can be identified by their four-digit keys (for example, the Addresses infotype (0006)). To facilitate reporting on past employee data, infotypes can be saved for specific periods. From the user perspective, infotypes are entry screens that support the maintenance of infotype records. You can edit infotype records individually or by using fast data entry. The following functions are frequently used for infotype records: Create, Change, Copy, Delimit, and Delete. Inheritance Inheritance occurs when an object automatically receives the attributes assigned to another object. Typically, this occurs in two types of situations: The object concerned shares a special type of relationship with another

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object. For example, positions often inherit the attributes of the job they are related to. The object concerned occupies a place within a hierarchical structure, for example, an organizational structure. When you work with hierarchical structures, lower-level objects sometimes receive the attributes of higher-level objects if you do not specifically provide other attributes. Integration Allows data to flow freely from one corporate area to another without having to pass through time-consuming and trouble-prone interfaces. Integration also permits companies to maintain the same data from various sites. Job Organizational object (object type key C), that is used to create positions when you are creating an organizational plan. Whereas positions are concrete and can be occupied by holders (secretary in the marketing department, for example), jobs are a general classification of functions in an enterprise (secretary, for example), that are defined by the tasks and characteristics assigned to them. Job descriptions apply to several different positions with similar tasks and characteristics. Knowledge Link An infotype you can create for events or event types to link them with info objects in the SAP Knowledge Warehouse, such as training materials or documentation. Logical database ABAP program that reads data from database tables. Linked to ABAP programs as one of the program attributes, logical databases supply programs with a set of hierarchically structured table entries that may be derived from different tables and are passed to the programs one by one. This saves developers from having to program the data retrieval. You maintain logical databases with the Logical Database Builder in the ABAP Workbench. Master data Information that is stored on a long-term basis in the system and can be incorporated into individual transactions. Examples: Business partners, Standing instructions, and Securities classes. Menu Element of the graphical user interface. Menus are control elements that offer the user several options. When the user selects one of these options, an action is triggered by the system. Such an action can also be the opening of a submenu. There are two types of menus - menu bars and pull-down menus. The layout of the menu bar or the pull-down menus has been defined for each of the levels of SAP R/3. You select menu options either with a single mouse click or by positioning the cursor and pressing ENTER. Model Wage Types Model wage types that can be copied to the customer name range to create a customer wage type. The standard SAP model wage types are listed in the SAP wage type catalog.

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Glossary

Object Individual element of information which exists in the system. Objects are generally defined, created and maintained by users. Some objects, such as standard role, are , however, delivered with the software. All objects are classified according to object type. Objects that belong to the same object type share particular characteristics and hold a certain type of information. In Personnel Management, the various characteristics of individual objects are described by creating and maintaining infotypes. Object Manager Constitutes the left screen area of an application created using the hierarchy framework, and is divided into a search area (above) and selection area (below). The object manager is comparable to a permanent input help function, and is used to permanently display and manage search results. It enables the user to search for objects such as organizational units, positions, persons and cost centers, and to create search variants. Forwards and backwards navigation also enable the user to scroll through the search results displayed in the selection area. The user can change the width of the object manager in relation to the screen area of the transaction in question, and the relative size of the search and selection areas. The object manager is part of various transactions assigned to Personnel Management, such as transactions belonging to Organizational Management, Training and Event Management, and Personnel Administration. It is also part of other components and products, such as CRM. Off-cycle payroll run Payroll run that is carried out in addition to the regular payroll run for a specific day and for individual employees. The Off-Cycle Workbench is a special user interface in the SAP System for various off-cycle operations. Organizational structure Forms the hierarchy in which the various organizational units of an enterprise (for example, departments) are arranged according to tasks and functions. The organizational structure is different from the administrative enterprise or personnel structure, whose structural elements are relevant to payroll accounting and accounting (company code, personnel subarea or employee subgroup, for example). Organizational unit Organizational object (object type key O), which forms the basis of an organizational plan. Organizational units are functional units of an enterprise. Depending on how tasks are distributed in an enterprise, these can be departments, groups or project teams. Organizational units are different from other enterprise entities, such as company codes, business area and personnel areas. These are used to form administrative or accounting structures, for example in the relevant components.

2006/Q2


577

Glossary

HR050

Pair Types The pair type is an indicator used in the time evaluation report RPTIM00 to categorize employee times. The pair type indicates whether an employee was at work or absent, as well as any times for which no data exists. The following pair types are available in the standard SAP System: 0 = Time not recorded or employee is on break, 1 = Employee at work based on time postings or target pair, 2 = Recorded absence, or 3 = Recorded attendance or off-site work entry. Parameter Data required to execute an object method (import parameters) or returned by the method after it is called (export parameters). The parameters belonging to a method are determined within the object type definition. The interface of the method call is determined when the parameters are defined. Pay Scale type The economic area to which a collective agreement applies (for example, the metal industry or chemical industry). Payroll Calculation of the remuneration, tax amounts, insurance amounts, and other pay of an employee for a particular period Payroll Area Organizational unit which groups together employees for whom payroll is run at the same time and in the same way. Example: Payroll area Salaried Employees (monthly payroll run on 25th of each month), Payroll area Retired Employee (monthly payroll run on 20th of each month), and Payroll area Weekly-Wage Earners (weekly payroll run on each Friday). Payroll control record Summary of administrative functions in Payroll for a payroll area. The payroll control record performs the following tasks: It defines the current payroll period and payroll past for retroactive accounting recognition. It locks the master and time data against changes during the payroll run. The lock applies for the payroll past and payroll present. However, changes that affect the future are still possible. Payroll is locked whilst changes relevant for payroll are made in the master or time data. The payroll control record defines the greatest earliest retroactive accounting period. It also records the payroll status. Payroll driver Synonym: payroll program: Program containing the general process control and a collection of payroll-related, programmed modules for Payroll. The payroll driver performs the basic processes in the payroll run by processing the statements in the payroll schema and by interpreting the control tables. Payroll journal Lists the payroll results for a period for one or more employees.

578


2006/Q2

HR050

Glossary

Payroll period Period for which regular payroll is run. A payroll period is identified by a period number and payroll year. Example: Payroll periods can be, for example, weekly, two-weekly or monthly. Depending on this, and other system settings, the payroll period 08 2000 could indicate: Monthly payroll periods: Month August or Weekly payroll periods: Week from 13th to 19th February 2000 Payroll program Synonym: payroll driver. Program that carries out payroll by processing sequentially the instructions of the payroll schema and interpreting the control tables. Payroll rule The fine-tuning control that can be found in some functions in a personnel calculation schema, such as PIT. The fine-tuning is affected by personnel calculation, which are made up of one or several operations. Period Parameter Two-digit numerical parameter that defines the time interval for running payroll. You can assign different period parameters to different payroll areas. Example: Period parameter 01 (monthly) and Period parameter 03 (weekly). Period work schedule A period work schedule defines the duration and composition of employee working time for any given period (a week, for example). A period work schedule exists for each day of the period. Person A natural person in whom the company has an interest. Personnel Action Series of infotypes that are added, changed, completely or partially deleted, or delimited in the HR System for the reason specified (hiring, change of cost center, leaving, etc.) The series of infotypes edited using these actions is defined in the HR System. Personnel Area Organizational unit representing an area within an enterprise delimited according to personnel administration, time management, and payroll accounting criteria. Personnel calculation rule Instruction to execute defined tasks in Time Management and Payroll. Personnel calculation rules consist of one or more operations. They have a decision tree structure. A personnel calculation rule may contain one or more subareas. A personnel calculation rule is a form of work instruction that is checked with the existing conditions and a resulting action is performed.

2006/Q2


579

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HR050

Instruction to execute defined tasks in Time Management and Payroll. Personnel calculation rules consist of one or more operations. They have a decision tree structure. A personnel calculation rule may contain one or more subareas. A personnel calculation rule is a type of work instruction that checks the existing conditions and executes individual actions. Personnel file Displays all the data that has been recorded for an employee. Personnel structure Describes the employee's position within the company. A distinction is made between the administrative perspective, and the organizational perspective of the personnel structure. Personnel subarea Organizational entity that represents part of a personnel area. It is delimited according to personnel administration, time management, and payroll accounting criteria. Plan Status A customer-defined setting that determines whether a plan is active or inactive, and whether or not enrollment in a plan is possible. Plan type A subdivision of the benefit plan category. For example, dental and vision care are plan types within the health plan category. Planned working time Planned working time is an employee's scheduled working time for a specific period. Planned working time can be defined by specifying a start or end time or as a number of hours to be worked. Position Organizational object (object type key S), which is used to distribute tasks to different posts in an organizational plan as well as to model the reporting structure between posts. Positions are concrete and are occupied by holders (employees or R/3 users), purchasing administrator, European sales manager or secretary in the marketing department, for example. Positions are different from jobs. A job is not concrete, but rather a resource used to create various positions with similar tasks and features. Potential Expected development potential of a company employee. Prebook A function in Training and Event Management for making a preliminary booking for an attendee for an event, thereby registering demand for the event. As a rule, prebookings are made for the event type when there is no suitable date scheduled for the required event or when there are no places available. Preference How a person (or other planning object) envisages the development of his or her career (for example, a person wants to be the holder of a specific position).

580


2006/Q2

HR050

Glossary

Premium wage Type of incentive wages consisting of a guaranteed basic wage and additional remuneration (premium). Public holiday calendar The public holiday calendar is a combination of a yearly 12-month calendar and a list of all public holidays that fall within a calendar year. The public holiday calendar gives an overview of all working days and all days off for a calendar year. It can be created to cover a validity period of several years. Public holiday calendars can be defined according to the country or region in which they are to be implemented, and adapted to suit individual business requirements. Qualification Skill, knowledge, or ability which is of interest to an employer. Qualification group A set of similar or related qualifications. A descriptive umbrella term is used to group qualifications into a qualification group. Example: Languages: English, French Qualifications catalog A catalog containing all the qualifications of interest to an employer. This catalog can be structured hierarchically on the basis of qualification groups. Qualifications profile The qualifications profile is a subprofile within the profile of an object. The qualifications subprofile enables you to specify skills and knowledge for planning objects (persons, applicants, etc.) according to type and degree of proficiency. This subprofile is created on the basis of the qualifications catalog. Recurring activities Transactions other than booking transactions that are required when the event catalog with the event offering has been created. Recurring activities include: Firmly booking events, Canceling events, Following up events, and Performing appraisals. Requirement Detailed statement of how many employees, at what time, and with what qualifications are needed in which jobs in order to perform company tasks. Resource type The resource type defines typical attributes of resources at the level of the event type. Training and Event Management differentiates four categories of resources: room, instructor, material, and other resource. Role Used to assign functions to your business partner depending on the business relationship (for example, counterparty, issuer, borrower), and to control field selection for the partner data. A business partner may have more than one role.

2006/Q2


581

Glossary

HR050

SAP Query Tool that allows users without knowledge of the ABAP programming language to define and execute their own reports. To determine the structure of reports in SAP Query, you only have to enter texts, and select fields and options. If necessary, you can edit lists in WYSIWYG mode through drag and drop, and with the functions in the available toolbars. Schema Structure that defines the sequence in which variant programs (calculation/processing steps) must be executed. Simple maintenance Simple Maintenance is one of three methods you may use to create and maintain organizational plans. Simple Maintenance allows you to put together a basic framework for organizational plans using a tree structure. The tree structure simplifies procedures. Simple Maintenance is available to traditional human resource users, as well as users of SAP Business Workflow. In Simple Maintenance you can: build up and maintain organizational structures, create jobs and positions, assign positions to organizational units, buildup task profiles for jobs and positions, buildup and maintain reporting structures, and assign cost centers to PD objects. Workflow users can also: develop activity profiles for jobs and positions, and assign users to jobs. State Status of an item or development plan in individual development planning. Status Statuses identify the current standing that an object or infotype record has within the following HR components: Personnel Development (PA-PD), Organizational Management (PA-OS), Compensation Management (PA-CM), Training and Event Management (PE). You can find the following five status possibilities in HR: active, planned, submitted, approved, rejected. Status (Appraisal Management) Statuses identify the current standing of an object or infotype record within the following HR components: - Personnel Development (PA-PD) - Organizational Management (PA-OS) - Compensation Management (PA-CM) - Training and Event Management (PE) There are five statuses: active, planned, submitted, approved, and rejected. All objects and infotype records receive a status when they are created. Statuses also affect the type of activities - creating, changing, deleting, etc. - that you may perform. For example, you cannot change an infotype record whose status is submitted. Note: Do not confuse this status with an employee's status in Personnel Administration (PA-PA - Actions Infotype). Substitution A substitution is employee working time that deviates from planned working time and/or is paid at a different rate because the employee works at an alternative position. Substitutions allow short-term deviations to personal

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2006/Q2

HR050

Glossary

work schedules, as well as different payment for an employee, to be recorded in the system. Substitutions can be set up regardless of whether the absent person is actually being replaced or substituted for temporarily. Subtype Further subdivision of an infotype. Suitability percentage A measurement of the extent to which a person's qualifications profile matches a particular requirements profile. Suitability percentages should be seen as a criterion for sorting lists and should only ever be interpreted in conjunction with another person's suitability percentage (that is, as a means of comparison). Symbolic account Payroll object used when posting results to accounting. The number of symbolic accounts and the respective characteristics represent the different expenses and payables that occur as personnel costs within payroll and must be posted to accounting. The symbolic accounts are assigned to financial accounts. This ensures that account determination takes place during posting to accounting. Task A description of a job or a position. Tasks can be linked to organizational units, work centers, and additional object types. Tax Company Four-character designation of a legal entity for tax reporting purposes. In the US Payroll component of the SAP HR System, each such designation is assigned a distinct Employer Identification Number (EIN) and is mapped to a BSI tax company for tax calculation purposes. Time constraint Determines whether a data record must be defined without time gaps, and/or whether overlaps or collisions are permitted. Time constraints in Master Data are different from time constraints in Time Management because these areas within HR use time constraints to achieve different objectives. Time evaluation Time evaluation calculates actual time worked and absence time recorded by valuating attendance and absence information entered by employees against legal regulations, collective agreements, or other internal company policy set up in the SAP System. Time evaluation is a special program generated periodically to determine planned working times and overtime, accrue and deduct time accounts (such as time off accounts) and select wage types (such as bonuses) for running payroll. Specific scenarios are documented by system messages. Time quota A time interval during which employees are allowed to be at work or absent, under certain conditions.

2006/Q2


583

Glossary

HR050

Time Recording Time recording captures and evaluates all employee time information required for running payroll in payroll accounting. Time information includes attendance, absence, or availability data for employees. Data from external systems, such as time recording terminals, can also be transferred to SAP R/3. In this way, employee clock-in and clock-out times can be entered and evaluated. Time Sheet The SAP Time Sheet component is a standardized, cross-application tool for recording employee working times. The Time Sheet combines in one single function the functions for recording working times that were previously available as part of separate components. User group You can assign every user to one or more user groups. These can be used to distribute users among different administrators and distribute user data, thus accelerating central user administration. User master record Records containing important master data for users in SAP R/3. Only users who have a user master record can log on to the system. The user master record includes information such as user authorizations. User wage types Wage type that is created by copying an SAP model wage type to the customer name range. The wage type is then modified to meet the customer's specific requirements. Vacant position A vacant position is one which requires re-staffing, either currently or at some point in the future. You can create vacancy infotype records for positions that are either occupied or unoccupied. Validity period Validity periods define the lifespan of an object or infotype record, or the period of time when they officially exist. You specify a validity period by entering a start date and end date when you create objects and infotype records. Wage type Object in Payroll and Personnel Administration in which the user or the system stores amounts and time units that are used, for example, for calculating pay or for determining statistics. Wage types separate amounts and time units for various business purposes. This also enables the system to process amounts and time units in different ways during the payroll run. Work center An organizational unit that represents a suitably equipped, physical location where work can be performed.

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2006/Q2

HR050

Glossary

Work Schedule Description of the duration and composition of employee working time for any given workday. The work schedule defines working time models such as shifts, continuous working times, or flextime for scheduling working time provisions for workforce or work processes. Work schedule rule Assignment feature used to specify a reference date for a period work schedule. Example: A period work schedule contains a sequence of work schedules that determine when employees are to work. The period work schedule is based on business-specific considerations, and not on the specific date or day of the week. The work schedule rule assigns a certain reference date to the work schedule, and thus specifies the start date and the weekday, as well as the pattern for the period work schedule. Workflow Execution of a multistep task at runtime. A workflow consists of a sequence of steps, which are processed either by people or automatically by the system. The chronological and logical sequence of the steps, linked to the evaluation of conditions, is monitored by the workflow manager and can be controlled flexibly with event-related response mechanisms. From a technical point of view, a workflow is represented by a workflow work item (type F).

2006/Q2


585

Glossary

586

HR050


2006/Q2

Index A

Basic Pay Infotype, 536

field-level help, 10 glossary, 10 Help menu, 9 release notes, 10 SAP, 10 SAP Library, 9 settings, 10 Help menu, 9

E

I

Actions Infotype, 536 Adjustment Reason Infotype, 536 application help, 9

B

Easy Access menu, 4 Employee Self-Service (ESS), 473 doctor search, 559 enrollment, 558 Participation Overview, 559 payslip simulation, 559 SAP Benefits, 558 Evidence of Insurability (EOI), 550

F F1 help, 10 F4 help, 11 feedback, 10 field-level help F1, 10 F4, 10

L Logon process, 2

M

G General Benefits Data Infotype, 536 glossary, 10

H help, 10 application help, 9 F1, 10 F4, 11 feedback, 10

2006/Q2

Implementation Guide (IMG) SAP Benefits, 534 infotype Actions, 536 Adjustment Reason, 536 Basic Pay, 536 General Benefits Data, 536 Medical Benefits Data, 536 Organizational Assignment, 536 Payroll Status, 195 Personal Data, 536 intranet, 558

Medical Benefits Data Infotype, 536

O Organizational Assignment Infotype, 536

P Payroll control run, 195 Payroll Accounting, 187, 189


587

Index

HR050

deductions, 190 payroll area, 192 payroll control record, 191 payroll driver, 193 payroll log, 194 payroll run, 191 Payroll Status Infotype, 195 procedure, 188 remuneration statement, 196 payroll area, 192 personnel number, 192 Payroll areas, 190 payroll driver, 193 payroll run, 191 Payroll Status Infotype, 195 Personal Data Infotype, 536 Personnel Management SAP Benefits, 533 personnel number, 192

R R/3 System general screen layout, 4 logon process, 2 menus, 4 multiple sessions, 8 navigation tree, 4 role-based menus, 7 roles, 7 status bar, 7 release notes, 10 remuneration, 189 role-based menus, 7 roles, 7

588


S SAP Benefits, 534 Adjustment Reason Infotype, 536 benefits area, 538 benefits programs, 538 default plan, 535 eligibility, 536, 538 enrollment, 535, 537, 539, 546, 558 Evidence of Insurability (EOI), 550 Flexible Spending Account, 534 General Benefits Data Infotype, 536 infotype requirements, 536 Medical Benefits Data Infotype, 536 open enrollment, 535 Participation Monitor, 548 Participation Overview, 552 Personnel Management, 533 plan categories, 533 Retirement Plan, 533 termination, 547 work/life event, 535 SAP Library, 9 SAP Service Marketplace, 10 SAP System help, 9 Help menu, 9

2006/Q2

Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

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589

Hr050 en Col62 Fv Part a4

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