HR053 Human Resources Essentials III
Human Resources Essentials III SAP AG 1999
R/3
System
Release
4.6C
November 5004
0766
2000
Copyright
Copyright 2002 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. All rights reserved.
SAP AG 2002
Trademarks: Some
software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
Microsoft
, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation.
IBM
®
®
, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.
ORACLE
®
is a registered trademark of ORACLE Corporation.
INFORMIX
-OnLine for SAP and INFORMIX® Dynamic ServerTM are registered trademarks of Informix Software Incorporated.
UNIX
®
®
, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.
HTML,
DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.
JAVA
®
is a registered trademark of Sun Microsystems, Inc.
JAVASCRIPT
®
is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.
SAP,
SAP Logo, R/2, RIVA, R/3, ABAP, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.
Human Resources 4.6 (1) Level 2 HR051
1 day
Human Resources Essentials I
HR052
HR305 3 days Configuration of Master Data
HR306 4 days Configuration of Time Recording
2 days
Human Resources Essentials III
HR505 3 days Organizational Management HR325 3 days Benefits Administration HR540 Compensation Management
3 days
HR510 3 days Personnel Development HR515 3 days Training and Event Management SAP AG 2001
see HR2 HR310/311 5 days
Time Evaluation
2 days
Human Resources Essentials II
HR053
Level 3
HR506 2 days Advanced Organizational Management HR520 2 days Shift and Workforce Planning
CA500 2 days CATS The Cross Application Time Sheet
HR250
2 days
Employee Self-Service
HR580 3 days Reporting in Human Resources HR307
2 days
Configuration of HR System Controls HR350
5 days
Programming in HR HR530 3 days Technical topics in Human Resources
Human Resources 4.6 (2) Level 2
HR051
1 day
Human Resources Essentials I
HR052
2 days
Human Resources Essentials II
Level 3 HR305 3 days Configuration of Master Data
HR390 Introduction to Payroll
2 days
HR400
5 days
Payroll Configuration HR490
4 days
Incentive wages
HR053
2 days
Human Resources Essentials III Note: Please note our country specific curriculum and our curriculum for release 4.6B.
SAP AG 1999
Personalwirtschaft 4.6C (2) (Deutschland) Level 2 HR051 1Tage Grundlagen der Personalwirtschaft I
Level 3 HR305 Konfiguration Stammdaten
3 Tage
Level 3
HR390 2 Tage Einführung in die Personalabrechnung
HR400
5 Tage
Abrechnung Brutto HR052 2 Tage Grundlagen der Personalwirtschaft II
HR4xx
HR700/HR7xx X Tage Abrechnungsauswertung Land xx HR306 Konfiguration Zeiterfassung
SAP AG 2001
X Tage
Abrechnung Land xx
HR053 2 Tage Grundlagen der Personalwirtschaft III
3 Tage
(deutschspezifisch)
HR801 2 Tage Spezielle Aspekte der Abrechnung Deutschland HR851
3 Tage
Betriebliche Altersversorgung
HR601 4 Tage Konfiguration und Abrechnung für den öffentlichen Dienst HR651 2 Tage Personalabrechnung Bauwirtschaft
Course Prerequisites
z Required SAP20 (mySAP.com Essentials and Applications) HR051 (Human Resources Essentials I)
SAP AG 1999
Target Group
z Participants: Project team members Project team members responsible for Human Resources
z Duration: 2 days
SAP AG 1999
Notes to the user The training materials
are not teach-yourself programs. They complement the course instructor’s explanations. On the sheets, there is space for you to write down additional information.
There
may not be enough time to do all the exercises during the course. The exercises are intended to be additional examples that are dealt with during the course. Participants can also use them to deepen their knowledge after the course.
Course Overview
Contents: z Course Goal z Course Content z Course Overview Diagram
SAP AG 1999
© SAP AG
HR053
1-1
Course Goal
z Participants gain a general overview of basic HR
processes, such as career planning, execution of salary reviews, or travel management
SAP AG 1999
© SAP AG
HR053
1-2
Course Content
Preface
Unit 1
Course Overview
Unit 2
Recruitment
Unit 3
Development and Training
Unit 4
Compensation Management
Unit 5
Personnel Cost Planning
Unit 6
Travel Management
Exercises Solutions Appendix: Benefits
SAP AG 1999
© SAP AG
HR053
1-3
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
5HFUXLWPHQW 5HFUXLWPHQW
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
SAP AG 1999
© SAP AG
HR053
1-4
Recruitment
Contents: z Workforce Requirements and Job Advertising z Applicant Selection z Applicant Administration z Employee Self-Service
SAP AG 1999
© SAP AG
HR053
2-1
Recruitment: Unit Objectives
At the conclusion of this unit, you will be able to explain: z Vacancies and advertisements z Basic and additional data for applicants z Applicant selection z Applicant activities z Applicant correspondence z Applicant data as employee master data z ESS scenarios / Web applications
SAP SAP AG 1999 AG
© SAP AG
HR053
2-2
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
5HFUXLWPHQW 5HFUXLWPHQW
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
SAP AG 1999
© SAP AG
HR053
2-3
Recruitment: Business Scenario
z A position becomes vacant in the Caliber ’A’
Bicycle Company. The company is looking for a successor. The recruitment process is triggered.
z You receive applications, select applicants,
and then hire one of the applicants.
SAP AG 1999
© SAP AG
HR053
2-4
Recruitment: Unit Objectives
At the conclusion of this topic, you will be able to: z Create vacancies and advertisements z Enter applicant data z Screen applicants z Perform applicant activities z Process applicant correspondence z Hire applicants
SAP AG 1999
© SAP AG
HR053
2-5
From the Vacancy to Hiring an Applicant Advertisement
Applicant
Vacancy Profile Matchup Position
Person
ire? y requ c n a c a ev oes th lified? What d pplicant qua a Is the
Hired as employee SAP AG 1999
You
can use the Recruitment component to carry out the entire recruitment process from initial data entry through to filling vacant positions.
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 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 Employment Opportunities Web application, and employees the Employee Self-Service solution, to attach electronic application documents to online applications.
© SAP AG
HR053
2-6
Integration with Human Resources Requirements profiles of positions
Personnel Administration
Organizational Management
X
Personnel Development
Qualifications profiles of applicants
Profile matchup
Manager’s Desktop SAP AG 1999
The recruitment
process can be integrated with many other functions of SAP HR components:
•
Vacancies can be generated in Organizational Management.
•
Job descriptions can be generated on the basis of attributes that have been assigned to the job/position in Organizational Management.
•
Requirements profiles can be generated for a position.
•
Qualifications profiles can be created for applicants.
•
You can perform profile matchups and compare applicants with the vacancy assigned to them. You can search for qualifications, and include applicants in the search, in Personnel Development.
•
You can transfer applicant data recorded in Recruitment to Personnel Administration infotypes.
•
Applicants can also be included in Career and Succession Planning in Personnel Development.
•
The integration between Recruitment and Manager’s Desktop enables line managers to map their decisions on applicants in the system and to trigger administrative steps in the HR department.
© SAP AG
HR053
2-7
Vacancies in the Recruitment Process
X
Positions
Vacant positions
Trigger recruitment procedure WANTE
D!
SAP AG 1999
A
company’s workforce requirements are represented in Recruitment by means of vacancies.
Vacancies are
positions that need to be filled (either completely or partially). For these positions to be included in the recruitment process, they must be flagged as vacant.
If
Recruitment is integrated 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.
Note:
When you create the vacancy, you can also enter the abbreviation for the personnel officer responsible. This simplifies data selection in subsequent steps.
© SAP AG
HR053
2-8
Publishing Vacancies Medium es The Tim
rtunit t Oppo 00 ymen 20 Emplo gust 21, Au
Advertisement
Employment office
ies
Press
Recruitment agency
SAP
Internet
Wanted Recruitment instrument
Competent, qualified employee for ...
The T
Applications to...
imes
itie ortun t Opp 00 ymen 0 Emplo gust 21, 2 Au
s
SAP AG 1999
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 are a particular newspaper or the employment office in a particular town. Recruitment instruments are grouped according to the medium used (such as the press, employment office, recruitment agency). Media and recruitment instruments are created 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.
Advertisements
can be linked to applications. This enables applicants to apply in response to particular advertisements.
© SAP AG
HR053
2-9
Receiving Applicant Information
z On paper, e-mail or complete application z Internet, external applicants z Intranet, internal employees
SAP
SAP AG 1999
You
receive applications in response to your advertising; the applications must be processed further.
© SAP AG
HR053
2-10
Two-Level Concept of Data Entry (1)
Level 1 - Enter basic data Name Address Org. assignment SAP AG Neurottstr. 16 69185 Walldorf Germany
Anna Gho 21 Payne Lane Anytown USA
SAP
Dear Sir or Madam, I read your advertisement in the Times with great interest. I am currently working as a...
SAP AG 1999
The two-level
concept of data recording enables you to classify applicant data according to features regarding time and organization
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).
© SAP AG
HR053
2-11
Two-Level Concept of Data Entry (2)
Level 2 - Enter additional data Qualifications Education & training Previous employers … ...
SAP
Anna Gho 21 Main Street Anywhere, USA Resumé Elementary School 08/01/68 - 06/01/72 High School 10/01/72 - 07/01/80 University 10/01/1980 - 07/01/1985
SAP AG 1999
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.
© SAP AG
HR053
2-12
Structuring Applicants
SAP AG 1999
Applicants
are structured according to the following criteria in initial data entry:
•
Internal / external applicants
•
Applicants who submit unsolicited applications / those who reply to an advertisement
•
Applicant group
•
Applicant range
The applicant
group is used 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.
© SAP AG
HR053
2-13
Applicant Status Processing
To be hired
Invite
On hold
Invitation to job interview ......
Interim reply ...... ......
Contract offered
Offer rejected
Contract of employment ...... ......
Contract of employment ...... ......
Rejected
SAP AG 1999
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.
•
Vacancy assignment status (in Manager’s Desktop: Assignment status) Indicates an applicant’s status in relation to a particular vacancy.
The overall
status is assigned 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.
© SAP AG
HR053
2-14
Typical Application Procedures Rejected SAP AG Anna Gho Neurottstr. 21 Main Street 69185 Walldorf Anytown Germany USA
Jean Pierre d’Arcy
Dear Sir or Madam, I read your advertisement in the Times with great interest. I am currently working as a... . .
Processing
Rejected
Helga Martin Entering basic data
On hold
Processing
Francisco Rodríguez
To be hired Contract
Processing
To be hired
Anna Gho
Contract
SAP AG 1999
An
applicant’s overall status and vacancy assignment status usually change during a selection procedure. A selection procedure is complete when all applicants included in it have been assigned the status Rejected or To be hired.
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.
© SAP AG
HR053
2-15
Searching for Applicants Business knowledge
Communication skills
Contacts or trade unions
Managerial skills
Find Objects for Qualifications Key date Qualifications
Object types in search
... Name
4
3
SAP AG 1999
08/30/2000 Business Administration degree Endurance and stamina Knowledge of unions and bargaining units Leadership skills Verbal and written communication skills Applicant, external Applicant, internal Person Qualification
Proficiency
Frank Bauer
Business Administration... Endurance and stamina Leadership skills Verbal, written communication
Average Good Very good Average
Tom Peterson
Business Administration... Endurance and stamina Knowledge of unions Verbal, written communication
0007 Very good 0008 0007
Bruno Hochlehnert Business Administration... Endurance and stamina Verbal and written communication
Very good Average Good
You
can search for applicants who have particular qualifications. You have two options:
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.
The system produces
applicant possesses.
a list of applicants, sorted according to the number of qualifications each
You
can only use this search function if you have also implemented the Personnel Development component.
Note:
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
© SAP AG
HR053
2-16
Link Between Recruitment and Manager’s Desktop
z Short profile z Application documents (in the case of integration with SAP Archive Link) z Applicant activities z Applicant master data z Qualifications profile z Profile matchup
SAP AG 1999
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. This then triggers further processing of the applicant data in the HR department. Managers can, for example, use the easy-to-use drag&drop function to assign a new status, such as Invite or Offer contract. The HR department can be informed of changes automatically by e-mail.
To
be able to use the functions specific to Recruitment in the Manager’s Desktop, you do not have to make any special configurations. However, you must ensure that the following prerequisites are met in Recruitment: •
Each applicant must be assigned to a vacancy in the Vacancy Assignment infotype (4002).
•
The line manager must be assigned 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 Processing, Invite, or On hold.
© SAP AG
HR053
2-17
Applicant Actions
Create Planned Activity Activity type Perform Applicant Actions
005
Interview appointment
Standard text Pers. responsible
Applicant Actions Applicant number 4711 Initial entry of basic data Applicant actions represent the procedures that can be carried out for an applicant
Entry of additional data ... Interview SAP AG 1999
The Applicant
Actions infotype (4000) serves as a record of all applicant actions carried out for an applicant. These applicant actions might be: •
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 standard SAP system, a new record is created in the Applicant Actions infotype (4000) for every action performed for an applicant.
Applicant actions
© SAP AG
can trigger applicant activities.
HR053
2-18
Applicant Activities and Applicant Correspondence
Invitation to interview Invitation
SAP AG 1999
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).
Applicant activities
can be linked to standard texts. When an applicant activity is created, the system can automatically print a standard letter for applicant correspondence.
Certain applicant activities are
created 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.
© SAP AG
HR053
2-19
Applicant Correspondence
Create applicant activities
(status Planned)
(bulk printing of letters)
Print letters
Check result
Perform activities
(status Completed)
SAP AG 1999
You
can print letters for individual applicants or for multiple applicants.
You
can repeat the bulk printing of letters as often as you want.
A
two-level concept is used: First a report is run to perform each task (such as printing letters or transferring data). This report can be run as often as required, and in a test mode. After the task has been successfully completed, 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.
© SAP AG
HR053
2-20
Hiring an Applicant
Contract
M. Klein D. Smith Signature ----------------------Signature
Applicant no. 1234
A
Personnel no. 9999
o Gh a nn
ho aG n An
Applicant file
Employee file
SAP AG 1999
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. As a result, the amount of processing required is reduced significantly.
If
the systems are integrated, the data transfer is triggered by an action directly in Recruitment or Personnel Administration.
You
can add additional data such as information on working times and salary at a later time in Personnel Administration.
Note:
You have the option of having the system automatically generate contracts for the applicants you want to hire. You can use the following subfunctions: •
You can maintain features in Customizing to determine default values for contract elements and to define variables used in creating texts.
•
The standard SAP System includes the applicant activity Offer contract and a template for contracts. You can tailor the text template to suit your company’s requirements.
© SAP AG
HR053
2-21
Hiring an Employee
Org. assignment
Salary data
Hiring
... Work schedule
Birth certificate Early Normal Late
Personal data/ address
Working time data
SAP AG 1999
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.
New
employees can also be hired independently of the Recruitment component, by means of a personnel action in Personnel Administration. In such cases, data relevant to the new employee is created.
© SAP AG
HR053
2-22
Applying via the Internet
EMPLOYER Applicant enters own data
INTERNET
APPLICANT SAP AG 1999
The Internet
application component assists companies in recruiting applicants by allowing users to
•
Display their company’s job vacancies and
•
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 entry of personal data is mandatory. As far as the other items are concerned, it is up to the applicant to decide how much information he or she wants to provide. The data is automatically transferred to the R/3 System.
Applicants
can use the Internet Application Component to send their application documents as an electronic attachment.
The system assigns a
temporary user ID and password to applicants so that they can check the status of their application at a later time. The Application Status Internet Application Component enables users to run this status check.
© SAP AG
HR053
2-23
Applying via the Intranet
EMPLOYER Applicant enters own data
INTRANET
APPLICANT SAP AG 1999
Employees
in your company can use the Intranet Application Component to:
•
Display the employment opportunities in your company in a tree structure
•
Apply for positions in your company
Applicants
can either display only the job advertisements for specific regions, or all advertisements. Each advertisement includes a brief description of the job and its requirements.
Applicants
can apply in response to internal job advertisements. Employees cannot submit unsolicited applications. Employee data that already exists in the SAP System is transferred automatically from Personnel Administration to the applicant system, so that the system does not need to query such data in the services.
Application
documents can be sent as an attachment.
When employees
submit an application, the system automatically displays the Application Status service. They can access this service at any time to check the processing status of their applications. The system recognizes if employees have submitted multiple applications.
© SAP AG
HR053
2-24
Electronic Attachments for Online Applications z Electronic attachments allow external applicants and internal employees to create electronic application documents for online applications.
Employment Opportunities Web application for external applicants
Employment Opportunities Employee Self-Service solution for internal applicants (employees)
The function is made possible by the link between the Internet/ intranet application and the SAP ArchiveLink archiving tool. SAP AG 1999
External and internal applicants can send scanned-in
application documents (also with photograph) to the HR 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 Employment Opportunities Web application. Internal applicants create electronic attachments directly in the screen for displaying vacancies in the Employment Opportunities Employee Self-Service solution.
The HR
department can store the electronic application documents directly in SAP ArchiveLink.
Note:
When applicants attach application documents to an online application, they must use the predefined formats. This enables the documents to be saved correctly and to be forwarded to SAP ArchiveLink. 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.
© SAP AG
HR053
2-25
Recruitment: Unit Summary
You are now able to: z Create vacancies and advertisements z Enter basic and additional data for applicants z Select applicants z Perform applicant activities z Process applicant correspondence z Adopt applicant data as employee master data
SAP AG 1999 SAP AG
© SAP AG
HR053
2-26
Recruitment Exercises Unit: Recruitment Topic: Hiring an Employee
At the conclusion of these exercises, you will be able to: • Create a vacancy after an employee leaves the company • Enter applicant data (initial entry) • Enter additional data • Display correspondence • Adopt applicant data as employee data • Conclude the hiring process for the employee The job of ## Head of Administration in the ## Administration department of Caliber “A” Bicycle Co. has become vacant. You have to find a successor for the position. You record the applications you receive and hire a suitable applicant.
1-1
End Helena Camino’s work relationship as of the last day of the current month. Use the personnel action Leaving in Personnel Administration. Helena’s leaving creates a vacancy for position ## Head of Administration in the ## Administration department of CAB Co.
1-2
Enter an applicant’s basic data. This is an unsolicited application, that is, it is not related to a job advertisement. 1-2-1
Use the following data: Personnel area CABB Personnel subarea Purchasing Applicant group Active (external) Applicant range Salaried employees. Enter data of your choice in the following fields: Personnel officer Name Date of birth Language Address Unsolicited applicant group
© SAP AG
HR053
2-27
1-3
Today you received additional data on your applicant. Enter the additional data using a qualifications profile with the following qualifications and a proficiency of your choice: Spanish language skills HR Management skills Knowledge of Word 5 English language skills
1-4
Check the letters that were generated automatically for your applicant. Check the confirmation of receipt letter for your applicant.
1-5
Hire the applicant as of the first day of the following month, that is, prepare the applicant’ s data for transfer and then transfer the data to Personnel Administration. Use the Prepare Hiring applicant action.
1-6
Perform the Hire Applicant action in Personnel Administration and conclude the hiring process for the applicant. Use the position ## Head of Administration in the ## Administration department. Adopt the default values and, if required, maintain additional infotypes. Assign your applicant the personnel number 50994##.
© SAP AG
HR053
2-28
Recruitment Solutions Unit: Recruitment Topic: Hiring an Employee
1-1
End Helena Camino’ s work relationship and create a vacancy for her position. In the HR master data menu, choose Personnel actions. 1-1-1
In the initial screen, enter personnel number 50991## in the Personnel no. field, and in the From field enter the last day of the current month.
1-1-2
Choose the Leaving action.
1-1-3
Choose Execute.
1-1-4
In the Actions infotype, choose Save to accept the default values. Confirm the message at the bottom of the screen regarding the delimitation of the date by choosing Enter.
1-1-5
Check that the default date in the Create vacancy dialog box is the first day of the next month and choose Yes.
1-1-6
The Delimit Bank Details screen appears. Select Helena Camino’ s bank details in the table. Choose Delimit then save the data.
1-2
Enter an applicant’ s basic data. In the applicant master data section of the Recruitment menu, choose Initial data entry. 1-2-1
On the initial data entry screen, enter the following data: Personnel area CABB Personnel subarea Purchasing (0002) Applicant group Active (1) Applicant range Salaried employee Enter data of your choice in the following fields: Personnel officer Name Date of birth Language Address Unsolicited applicant group
1-2-2
Save the data and write down the applicant number displayed at the bottom of the screen. _________________________________________________
© SAP AG
HR053
2-29
1-3
Enter additional data for the applicant. In the Recruitment menu, choose Applicant actions. 1-3-1
In the Applicant no. field, enter the applicant number that you have just written down.
1-3-2
Select the applicant action Enter additional data and choose Execute.
1-3-3
Choose Maintain qualifications profile.
1-3-4
In the lower screen area, choose Create.
Enter the qualification Spanish language skills. You can use various search helps, such as the structure search, for example, to select qualifications from the qualifications catalog. Enter a proficiency level of your choice for this qualification. 1-3-5
Repeat the process to create entries for the following qualifications: WORD 5 word processing skills English language skills
1-3-6
Save the data.
© SAP AG
HR053
2-30
1-4
Check the letters that were generated automatically for your applicant. Check the confirmation of receipt letter for your applicant. In the Recruitment menu, choose Applicant activity → Display.
1-5
1-4-1
In the Applicant no. field, enter the applicant number that you have written down.
1-4-2
Choose Execute.
1-4-3
In the Planned activities area, select the Receipt activity.
1-4-4
Choose Display activity.
1-4-5
In the Display planned activities dialog box, choose Display letter.
1-4-6
Check the letter in Microsoft Word. To return to the SAP System, choose File → Close and return to R/3.
1-4-7
In the Display planned activities dialog box, choose Display letter.
1-4-8
Return to the SAP Easy Access menu.
Hire the applicant and transfer his or her data to Personnel Administration. In the Recruitment menu, choose Appl. master data → Applicant actions. 1-5-1
In the initial screen, enter in the Applicant no. field the applicant number you wrote down and in the From field the first day of the next month.
1-5-2
Select the Prepare hiring action and choose Execute.
1-5-3 In the Copy Applicant Actions infotype, choose Save. 1-5-4 Return to the SAP Easy Access menu. 1-6
In Personnel Administration, perform the Hire applicant action. Use the position ## Head of Administration in the ## Administration department. Accept the default values. Enter data in additional screens as you want. Assign your applicant the personnel number 50994##. In the Personnel Administration menu, choose HR Master Data o Personnel Actions. 1-6-1
In the initial screen, enter personnel number 50993## in the Personnel no. field, and in the From field enter the first day of the next month. Select the Hire applicant action. Choose Execute. If the Applicant no. field is empty, enter the applicant number and choose Transfer.
© SAP AG
HR053
2-31
1-6-2
Actions infotype In the Position field, use the search help to enter ## Head of Administration. In the Personnel area field, enter CABB; in the Employee group field, enter 1 (Active); in the Employee subgroup field, enter X0 (Salaried employees). Save the data.
1-6-3
Personal Data infotype Data is transferred automatically from Recruitment. Save the data.
1-6-4
Organizational Assignment infotype Save the data. If the system requires you to, delimit the vacancy.
1-6-5
Addresses infotype Check that the required information has been transferred from Recruitment. Save the data.
1-6-6
Planned Working Time infotype Accept the default values. Save the data.
1-6-7
Basic Pay infotype In the Pay Scale area, enter E01 in the Group field, and 01 in the Level field. Save the data.
1-6-8
Bank Details infotype In the Bank key field, select the key for Citibank. Enter 1236547 in the Bank account number field. Save the data.
1-6-9
© SAP AG
Optional: Maintain other infotypes of your choice. To exit the action, choose Cancel.
HR053
2-32
Development and Training
Content: z Qualifications and Requirements z Career and Succession Planning z Training and Event Management z Development Plans z Appraisal Systems
SAP AG 1999
© SAP AG
HR053
3-1
Development and Training: Unit Objectives
At the conclusion of this unit, you will be able to: z Create and use qualifications and requirements
z Start career and succession planning scenarios
z Perform day-to-day activities in Training and Event Management z Create development plans z Create appraisals
SAP AG 1999
© SAP AG
HR053
3-2
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
5HFUXLWPHQW 5HFUXLWPHQW
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
SAP AG 1999
© SAP AG
HR053
3-3
Development and Training: Business Scenario
z Positions have certain requirements that must be
z z z z
met, and employees have certain qualifications. You must enter these qualifications and requirements data in the system so that they can be compared (matched up) with one another. Employees can acquire new qualifications and in this way be trained for other positions. Employees’ performance is appraised on a regular basis. Employees with qualification deficits can be booked for business events (training) that impart the qualifications they require. Suitable development plans can be drawn up to provide further training for these employees.
SAP AG 1999
© SAP AG
HR053
3-4
Qualifications and Requirements: Unit Objectives
At the conclusion of this topic, you will be able to: z Create new entries in the qualifications catalog z Define profiles
z Report on profiles
z Determine any need for further training
SAP AG 1999
© SAP AG
HR053
3-5
Personnel Development and Qualifying Actions Position "Administrator" Profile Matchup Job
Position "Department Manager"
Person
Development Plans
Appraisals
Proficiency Target / Actual
Certificate of Attendance Microsoft Word Training
Microsoft Word skills required?
Seminar SAP AG 1999
The Personnel
Development component can help you maximize the value of your employees for 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.
The personnel
development needs in an enterprise are determined 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.
Qualifying actions (such
as training courses or job rotation) can be grouped 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. These general plans can be tailored to suit the needs of individual employees.
Employees
performance and conduct can be appraised. The appraisal results can provide input for planning an employee’s further career development.
© SAP AG
HR053
3-6
Qualifications/Requirements
Requirements List of skills and experience required in order to be suitable for a job, position, task, or work center.
Profile Matchup Job
Person
Qualifications List of skills that make an employee suitable for a job, position, task, or work center. Qualification Requirement SAP AG 1999
You
can assign qualifications to employees and positions, for example. When related with employees, we refer to them as qualifications, when related with positions, we refer to them as 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.
You
edit the qualifications catalog in Customizing for Personnel Development. You can also make changes in a system that has already gone live by choosing the Current settings menu option.
© SAP AG
HR053
3-7
Qualifications Catalog Qualification group
Catalog Catalog
Programming Programming Languages Languages
Language Language Skills Skills
French French
Spanish Spanish
Business Business English English
Knowledge Knowledge of of C++ C++
Technical Technical English English
Knowledge Knowledge of of C C
Knowledge Knowledge of of ABAP ABAP
Alternative qualification 100%
Qualifications SAP AG 1999
The qualifications
catalog contains all the qualifications (object type O) 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 with persons, jobs, and positions.
You
can create your own quality scales to rate the proficiencies 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 proficiencies 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 (and for appraisals also).
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. Alternative qualifications can be included, for example, for aptitude analyses in career and succession planning. A qualification can only be defined as an alternative to another if both qualifications have the same proficiency scale.
© SAP AG
HR053
3-8
Intranet Solution for Qualifications Profiles
Enter your own qualifications profile
INTRANET Employee Employee Self-Service Self-Service
SAP AG 1999
This
Employee Self-Service (ESS) application lets employees view and edit their own qualifications profiles. Employees can select the qualifications they hold from the qualifications catalog, and save them and their proficiencies to their own individual qualifications profile. Qualifications are displayed with the respective proficiency and validity data. This enables immediate recognition of 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.
Prerequisites:
•
You must have implemented the Personnel Development component. You must also have created the appropriate scales and set up the qualifications catalog in Customizing.
•
You must have created a mini master data record for every employee. You must also have created the Communications infotype (105) records, where a user is assigned to the employee.
Employees
who want to edit their own qualifications require a valid user in the relevant R/3 System and the following authorizations: authorization to edit qualifications data and authorization to create relationship 032.
© SAP AG
HR053
3-9
Profiles
Profiles are used to store special information on objects. Each profile has a header with standard information on the object, and a number of subprofiles. Name Date of birth Position
Name Holder Org. Org. unit
.................
Qualifications? Dislikes?
Requirements?
Potential? Preferences? SAP AG 1999
Profiles
are used to store special information on objects.
Each
profile comprises a header, and a number of subprofiles. The header contains standard information on the object in question. For persons, 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. 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 up to 20 different subprofiles.
In
Personnel Development, you can display and edit profiles in the Object Manager.
There are many ways
subprofiles.
in which you can evaluate and analyze the information contained in
Using a
Business Add-In, you can perform authorization checks when subprofiles are called in display and change mode. These checks are performed in addition to the structural authorization check.
Note:
When a subprofile is changed, the workflow Changed Subprofile automatically informs the persons for whom the subprofile was created of the change. All of the subprofiles in Personnel Development are included with the exception of the subprofiles for appraisals and individual development plans.
© SAP AG
HR053
3-10
Creating Profiles for Persons/Applicants...
A A person person has has subprofiles subprofiles
Qualifications Qualification group
Potentials
Preferences
Name
........ Proficiency
From
To
Social skills
Team spirit
Average
01.01.1998
31.12.9999
Languages
Business Spanish
Basic knowledge
01.01.1996
31.12.9999
Languages
Business Portuguese
Good
...............
...............
Note
SAP AG 1999
The subprofile
Qualification lets you map persons’ (employees or applicants) skills and abilities by type and level of proficiency. The qualifications catalog is used to create a Qualifications subprofile. Qualifications with limited validity are deleted automatically from the Qualifications subprofile when their validity period expires.
The Potentials
subprofile is used 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.
The Preferences
and Dislikes subprofiles are used to store personal aspirations and preferences with regard to a person’s professional development.
© SAP AG
HR053
3-11
Creating Profiles for Jobs/Positions
A A position position has has requirements requirements Inherited
Requirements Name
St..
Proficiency
From
St..
To
Controlling
Excellent
01.01.1998
31.12.9999
COBOL
Very good
01.01.1998
31.12.9999
Team spirit
Very good
01.01.1998
31.12.9999
Note
SAP AG 1999
The Requirements subprofile
is used to specify the knowledge and skills (and the level of proficiency at these skills) required for a specific job, position, etc.
You
use the qualifications catalog to create the Requirements subprofile.
Requirements
can remain unevaluated (i.e. 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 proficiencies can be assigned.
You
can also specify whether a requirement is compulsory (essential requirement), or desirable (optional requirement). This factor can be taken into account in 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 with a job are inherited by positions derived from the job. Inherited requirements cannot be deleted from the subprofile. However, they can be assigned a different proficiency or even a different status. If further requirements are needed, you can relate them directly with the position.
© SAP AG
HR053
3-12
Looking Ahead: Further Subprofiles
Appraisal Systems
Development Plans
Appraisals Where Appraiser
subprofile
Individual Development
subprofile
Appraisals Where Appraisee
subprofile
Development Plan History
subprofile
SAP AG 1999
Further subprofiles
components.
We
are available for use by the Appraisal Systems and Development Plans
will discuss these subprofiles later when we learn about the components in question.
© SAP AG
HR053
3-13
Finding Objects for Qualifications (1) "Essential requirement" flag
Qualifications required Ess. O.. Proficiency
Name
Specifying qualifications
Select specific qualifications
Ability to handle stress
Above average
Communications skills
Above average
Sales skills
Very good
Business French
Average
Proficiency
Native speaker
Specify
profiles
Entries regarding proficiencies required
SAP AG 1999
You
can use the Find objects for qualifications functionality to search for persons (applicants, etc.) who have specific qualifications. You can also specify that a specific proficiency is required for each individual qualification. 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
•
Identifying employees who exceed/fall short of the qualification criteria specified
When
you specify the qualifications for which you are trying to find objects, you can select qualifications individually from the qualifications catalog and/or you can take the qualifications/requirements profiles of objects of your choice and adapt them to your needs.
When
you specify the proficiencies you are looking for, you can enter individual values or value ranges, and you can also specify that certain conditions must be met.
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 only objects with at least this qualification will be selected.
Note:
This function is also used in the Recruitment application component.
© SAP AG
HR053
3-14
Finding Objects for Qualifications (2) Qualifications required
+
Other selection options Restrict to specific object types
Possible set of hits Applicant Persons ........
Example: Only employees (object type Person)
Further restrictions (depend on object types selected)
Example: Object type Person Field selection Personnel area 1300 EE subgroup DU
Org. structure
Org. unit: Sales Dept.
Last name
Availability SAP AG 1999
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 go on to limit your search even further. For example, you might limit your search to objects of the object type Person, and then specify that the persons must belong to a 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 list generated by the
report contains the objects that BOTH have the qualifications and proficiencies specified AND also fulfill the other selection criteria. Output in SAP List Viewer.
Planning objects with
user-specific settings.
alternative qualifications will also be listed if you have specified this in the
You
can specify the availability of a person (object type P) as an additional selection criterion. This is checked via the interface with Time Management.
Note:
There is a Business Add-In that lets you set further selection options in the search for objects for qualifications. Thus, you can further refine the results hit list.
© SAP AG
HR053
3-15
Profile Matchup
Persons, applicants, users ...
Job, position…
Requirements
Qualifications SAP AG 1999
Over/under qualification Alternative qualifications Graphic presentation Training proposals Qualification deficits Development plans .......
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.
The following results
are possible from a profile matchup: The requirements are completely covered by the existing qualifications. 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 graphically. You can then save the list as a file or printout.
If
Personnel Development is integrated with Training and Event Management, you can use the Generate training proposals function. In this case, the system will propose training courses (business events) that can provide any qualifications that are missing. You can make bookings for training events directly.
If
you select the Qualification deficits only option, 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).
Note:
The workflow Profile Matchup for Transfer to Another Position informs an employee automatically on transfer to a new position of the requirements of the new position. If the requirements are not fulfilled, the profile matchup also provides training proposals where a suitable training course exists.
© SAP AG
HR053
3-16
Profile Matchup: Example z Enhancements to the profile matchup Output in SAP List Viewer
Call graphic from the SAP List Viewer:
New graphic output Graphic Edit
List
Edit
Goto
Settings
System
Goto
System
Help
Help Display Profile Matchup
Display Profile Matchup
Display Profile Matchup Industrial Economist
Display Profile Matchup 29.05.2000 IT Employee John Jansen Exclude alternative qualifications. Exclude depreciation meter
Key date Position Person Other settings
Knowledge of desktop applications
Willingness to assume responsibility
Multimedia skills
Independence and initiative
Qualification group
Qualification
Computer science
Word processing skills Word
Essential requirement Required Good
none
General education
Industrial Economist
Very good
Good
Social skills
Independence and initiative
Good
Good
Social skills
Willingness to assume responsibility
Very good
Good
Social skills
Oral and written expression
Business Admin. Skills/abilities Business Admin. Skills/abilities
Desktop applications Multimedia skills
Good Good Knowledge of word processing systems
Oral and written expression
Proficiency
Word processing skills in Word
Average Good IT Employee John Jansen Average Good
SAP AG 1999
The various
scales in a profile matchup are standardized for comparison purposes.
You
can display profile matchups graphically. You can choose between output in Table Control or in the SAP List Viewer.
From both
list outputs, you can call SAP Presentation Graphics, which offers numerous presentation options for the profile matchup.
You
can also use the Object Manager when searching for profiles.
© SAP AG
HR053
3-17
Training Proposals for Qualification Deficits Japanese
Business event type Requirements
Qualifications
Japanese: satisfactory
Japanese: basic knowledge
z
Training proposals to impart qualification (or proficiency) required
z
Prebook for business event type Book for business event
Development plan
Assign a development plan and select items
Business event type Development plans Impart Japanese skills (proficiency better than "basic knowledge")
SAP AG 1999
If
Personnel Development is integrated with Training and Event Management, you can use the Generate training proposals function. In this case, the system will propose training courses (business events) that can provide any qualifications that are missing. You can book employees for courses directly, or alternatively prebook them for business event types.
Development
plans can also be proposed 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 a higher level of proficiency at 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 against the new position in Japan shows that she does not have adequate language skills. Since Personnel Development is integrated with Training and Event Management, the system proposes Japanese courses which will give the engineer the skills she needs for her new position. She is booked directly for one of these courses.
© SAP AG
HR053
3-18
Planning for Organizational Unit
Human Resources Department
HR Department Manager Department Manager
Graphic display z Org. unit z Position z Job z Person z User
Max Lynch
HR Assistant Assistant
Select the objects you require, then execute the function
Ricarda Sanders
........
SAP AG 1999
By using the
Planning for an Organizational Unit function, 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
user.
in the graphic display: organizational unit, job, position, person and
You
can enter a specific organizational unit for which you want to plan when you are performing the planning function in question. Alternatively, you can select one using the search help functions. Once you have entered the organizational unit, it is written automatically to your temporary userspecific 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.
Data
analysis and reporting is guaranteed to be based on the same settings, and as such, is useful for comparison purposes as long as you do not change the user parameters.
© SAP AG
HR053
3-19
Career and Succession Planning: Unit Objectives
At the conclusion of this topic, you will be able to: z Describe how careers are structured
z Work through a career planning scenario
z Work through a succession planning scenario
SAP AG 1999
© SAP AG
HR053
3-20
Career and Succession Planning
Career Planning: z Planning an employee’s professional career
Succession Planning: z Looking for suitable candidates to fill vacant posts
SAP AG 1999
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
© SAP AG
Planning involves looking for suitable candidates to fill open posts.
HR053
3-21
Criteria for Career and Succession Planning Qualifications Preferences
Designations
Career Planning/ Succession Planning
Dislikes
Potentials
Career
You can use a range of planning criteria for both Career Planning and Succession Planning. You can use each criterion on its own, or in conjunction with one or more other criteria. SAP AG 1999
Information such as
qualifications, potential, preferences, and additional careers can be used as the basis for career and succession planning. This information is stored in subprofiles.
Note:
Career models can be used as components of Personnel Development. They are optional, not required.
© SAP AG
HR053
3-22
Careers
Department Manager
Administrator
HR administrator
Assistant
Job
Position
Careers describe general, non person specific paths within an organizational structure. Careers can contain jobs and positions. Careers can be used as a planning criterion in Career and Succession Planning.
SAP AG 1999
Careers
are non-person-specific paths within an organizational structure. These can be used 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 prove suitable and work well).
Careers
can contain jobs and positions in any combination. You can depict vertical and horizontal movements within a career.
The career
items within a career are arranged 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 3 years as an HR administrator before he can become HR Department Manager. In this case, you would specify a duration of 3 years for the career item HR administrator.
© SAP AG
HR053
3-23
Career Planning Contact
Person
Restrict planning to vacant positions
User Applicant
Object Types External person
User parameters
Customer
Company
7 5 6 14 3 4 13 2 1 1 2 21 0 11 0 1 2 9 8 9 18 1 27 6 17 5 26 1 2 5 1 24 3 2 2 21 2 31 9 30 28 2
Career Planning
Qualifications Potentials
Preferences Designations
Planning Criteria
Evaluation period: Specify a key date for career planning
Dislikes Career
Additional career
SAP AG 1999
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.
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.
The Career
Planning component can also be used to search for activities that suit a person’s (applicant’s, etc.) profile.
You
can work through career planning scenarios for a range of object types (e.g. for persons, applicants, users, etc.).
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
criterion.
© SAP AG
of Career Planning is a career plan containing suitable objects, sorted by planning
HR053
3-24
Succession Planning Job
Position
7 5 6 14 2 13 1 1 21 1 10 9 20 1 27 18 17 26 4 25 15 16 2 2 23 21 2 31 30 28 29
Task
Object Types Work center
1 8
Requirements profile
3
4
Evaluation period: Specify a key date for succession planning
….
Detail selection
2 9
Succession Planning
Qualifications Preferences Potentials Designations
Planning Criteria
oc A Ad h o qquueeryy
Dislikes Career
Additional career
SAP AG 1999
Succession
planning scenarios are a means of ensuring that a continuous supply of qualified personnel is available for posts in the company.
Succession
planning scenarios are based on posts that are have to be filled, either now or in the future. Succession planning involves selecting potential successors for these posts, and preparing them for the posts. This means that suitable persons can be identified immediately should one of the posts become vacant.
Succession
Planning functionality can be used to find suitable persons (applicants, etc.) for jobs, positions, etc.
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. The same criteria are available as for career planning.
You
can use detail selection to restrict the number of potential successors. The ad hoc query is used for detail selection.
Succession
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 a succession planning scenario is a succession plan containing all suitable objects, sorted by planning criterion.
© SAP AG
HR053
3-25
Training and Event Management: Unit Objectives
At the conclusion of this topic, you will be able to: z Describe the integration options for Training and Event Management
z Describe the most important processes and functions in Training and Event Management z Explain what is involved in day-to-day activities in Training and Event Management
z Describe the reporting options for Training and Event Management z Work through the ESS scenarios and the Web applications of Training and Event Management
SAP AG 1999
© SAP AG
HR053
3-26
Integration with Other Application Components
Materials Management Sales and Distribution
Cost Accounting
Personnel Development
Training and Event Management
SAP Knowledge Warehouse R/3 Appointment Personnel Calendar Administration SAP AG 1999
Time Management
Organizational Management
Integration
with other application components facilitates direct, efficient data exchange. This data can be further processed in Training and Event Management.
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, use of appraisal systems from Personnel Development
Time
Management:Recording and checking of attendance (for internal event attendees and instructors)
Organizational
events
Personnel
Management.Use of organizational units as attendees and organizers of business
Administration:Use of persons from the HR Master Data as attendees and instructors
R/3
Appointment Calendar:Automatic generation of entries in the R/3 Appointment Calendar for attendance bookings and instructor activity
SAP
Knowledge Warehouse: Display of information material from the Knowledge Warehouse (training materials, documentation, videos, etc.) in Training and Event Management and its SelfService applications
Cost
Accounting: Internal activity allocation of attendance fees and instructor costs, cost transfer posting for business event costs
© SAP AG
HR053
3-27
Training and Event Management: Overview
ESS/Internet Services
Employee Qualifications
New Learning Methods
Billing & Activity Allocation
Book Attendance, Cancel, etc.
Reports
Resource Management
Demand Determination
Appraisals
Correspondence SAP AG 1999
Training
and Event Management’s extensive scope of functions encompass the entire process of planning and administering business events: demand determination and date scheduling, management of business events, resources, and attendees, and fee and cost settlement.
The application offers
you a comprehensive array of templates to help handle the associated correspondence with attendees and instructors (attendance confirmations, cancellation confirmations and so on).
Comprehensive
reporting and a sophisticated appraisal system complement the suite of functions.
Integration
between SAP HR Training and Event Management and multiple other application components enables you to streamline internal processes, and extend and update employees’ skills and knowledge. Integration with SAP Knowledge Warehouse, for instance, lets you offer new delivery methods.
Employee
Self-Services (ESS) and Internet services enable you to save time and money by providing direct access to the core functions of the day-to-day activities (view event catalog,, and book, prebook, or cancel attendance) as Self-Service solutions.
© SAP AG
HR053
3-28
Processes in Training and Event Management 11
22
Business Event Preparation: Create event environment Create business event groups Create business event types
33
44
Day-To-Day Activities: Attendance book prebook replace rebook cancel Correspondence
Business Event Catalog: Create business event dates with and without resources Plan dates based on demand
Recurring Activities: Business events firmly book/cancel lock/unlock follow up Carry out appraisals Perform billing, activity allocation and cost transfer
SAP AG 1999
Training
and Event Management comprises four main processes:
•
The business event preparation phase consists of 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 go based on the existing demand.
•
Once 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 contains 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 reporting.
© SAP AG
HR053
3-29
Working in the Dynamic Menus
Hierarchical Display of Objects:
Management Courses
-
Interview Techniques
+ + + + -
1. Select object to be edited
2. Select function via right mouse click or menu entry
Prebook Prebook list Rhetorics Seminar List Display 09/10/00 - 10/11/00 Prerequisites 03/11/00 - 05/12/00 Imparted qualifications To be rebooked 05/02/01 - 06/02/01 Prebookings 02/02/01 - 03/03/01 Schedule model Brochure Gabriele Miller Price 2 N.N. General Office Knowledge Link
SAP AG 1999
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 the dynamic menus is that you create data and access functions directly in the clearly structured environment of the business event hierarchy.
When
you select an object, the system automatically reads the current object data so that you do not have to enter it yourself. For example, if you place the cursor on a business event type and choose Create business event, the system reads the relevant data for the event date you want to create.
You
access the various functions either via the menu or by clicking the right mouse button beside the object concerned.
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.
The Extended
Search function 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 switch between 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.
© SAP AG
HR053
3-30
Business Event Preparation: Master Data
Time schedule 1. Day: 10:00 - 17:00 2. Day: 9:00 - 17:00 3. Day: 9:00 - 17:00
Time schedules
Palo Alto
Building
Cost items
Locations
Internal Education and Training
Company Organizational unit
Organizers
Resource types and resources
SAP AG 1999
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.
© SAP AG
HR053
3-31
Business Event Preparation: Business Event Hierarchy Employees Courses
Business event groups are purely for structural purposes and can occupy multiple levels in the hierarchy.
Language Courses French English
English for Beginners Advanced English Business English Technical English
Most of the information relevant to business events is stored with the business event types . They form the basic framework of the business event catalog.
03/09/00 - 06/10/00 Technical English 10/10/00 - 10/11/00 Technical English 03/11/00 - 05/12/00 Technical English 08/01/01 - 09/02/01 Technical English SAP AG 1999
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 higher level 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 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 etc.).
You
book attendees for business events.
Note:
You create business event dates in the dynamic business event menu.
© SAP AG
HR053
3-32
Creating and Editing Business Events: Dynamic Business Event Menu Business event
Edit ...
Goto
Extras
View
Settings
System Help
Dynamic Business Event Menu Current plan 9/1/00 - 12/31/9999 Management Courses Commercial Courses Human Resources Courses Technical Courses Language Courses English for Beginners 03/09/2000 - 06/10/ 2000 English for Beginners 10/10/2000 - 10/11/ 2000 English for Beginners 8 N.N Controlling 4 N.N. Assets Accounting Robert Miller Angela Smith 03/11/2000 - 05/12/ 2000 English for Beginners 08/01/2001 - 09/02/ 2001 English for Beginners 12/02/2001 - 12/03/ 2001 English for Beginners 02/03/2001 - 02/04/ 2001 English for Meetings Advanced English Business English Technical English Unassigned business event types
Business event:
Create event date - with resources - without resources Firmly book Cancellations Lock Unlock Follow up Appraisal - Create - Change - Display Billing Activity allocation Cost transfer posting Price proposal etc.
SAP AG 1999
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.
© SAP AG
HR053
3-33
Business Event Planning Palo Alto St
1998
Public holiday calendar
t
Demand determination
Loc.
Planning specifications
Language
2001
Mo Tu We Th Fr Sa Su 1 5 6 7 8 12 13 14 15 19 20 21 22 26 27 28 29
2 9 16 23 30
Date proposals
Detailed planning
3 4 10 11 17 18 24 25 31
Planning Chart
SAP AG 1999
You
plan business events in the dynamic planning menu. You use the Plan function when you want to create multiple event dates simultaneously 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:
•
Determination or specification of 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.
•
Planning business event dates: 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 display the dates determined in list format as well.
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.
© SAP AG
HR053
3-34
Day-To-Day Activities: Dynamic Attendance Menu Attendance
Edit
Goto
Extras
View
Settings
System Help
...
Dynamic Attendance Menu Current plan 09/01/2000 - 08/31/2001 Management Courses Commercial Courses Human Resources Courses Technical Courses Language Courses English for Beginners 03/09/2000 - 06/10/ 2000 English for Beginners 10/10/2000 - 10/11/ 2000 English for Beginners 8 N.N Controlling 4 N.N. Assets Accounting Robert Miller Angela Smith 03/11/2000 - 05/12/ 2000 English for Beginners 08/01/2001 - 09/02/ 2001 English for Beginners 12/02/2001 - 12/13/ 2001 English for Beginners 09/03/2001 - 10/03/ 2001 English for Meetings Advanced English Business English Technical English Unassigned business event types
Attendance: Booking Book List Prebooking Prebook List Replace Rebook Canceling Appraisal Create Change Display Correspondence
SAP AG 1999
In
the dynamic attendance menu, you can execute all of the functions relating to booking activities:
© SAP AG
HR053
3-35
Day-To-Day Activities: Overview Create attendees
Book
Prebook
Replace
Rebook
D "# " " ! F ,GD " "E
" "# ! (') $% &
Monitor
Cancel
*,+.-0/.1 24345 @ ' 79 ; A 687:=?9<;> - / " CB $ %&
Correspondence Output
SAP AG 1999
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.
In
the dynamic attendance menu, you can
•
Book Attendance
•
Prebook Attendance (for business event types!)
•
Replace Attendance
•
Rebook Attendance
•
Cancel Attendance
•
Book Attendee List
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 the Correspondence History function.
© SAP AG
HR053
3-36
Book Attendance: Overview 11
22 Select business event
33
" "E 0 (' ) $ % &
Select attendee (attendee type + name) or create if necessary
Specify booking priority: H Normal H Essential H Waiting list booking
44
55 Enter or check information for billing and activity allocation:
Book attendee
H Fee H Fee assignment I Internal activity allocation I Billing I Free of charge SAP AG 1999
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.
© SAP AG
HR053
3-37
Correspondence
z Documents for every activity in Training and Event
Management that requires notification z Output of correspondence z Numerous templates for notifications: J J J J
Confirmation of attendance Provisional confirmation of place Cancellations etc.
z Standard letter function
z Download into MS Word (RTF format)
z Output via all standard media (fax, Internet mail, etc.) z Workflow for errors in correspondence z Correspondence history
SAP AG 1999
You
can output a variety of notifications to attendees for the activities in Training and Event Management, such as confirmation of attendance, or event cancellation.
You
can use the following options for correspondence ouptut: printer, Internet mail, telefax, onscreen, etc. With manual output, you also have the option of using Microsoft Word standard letter function and of downloading the notification into Microsoft Word.
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 the Correspondence History function. This function lets you request a report for documents output to a given attendee during a specific time period: if and when an attendee received a confirmation of registration notification, for instance. 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. This lets you use the history function to check for example what correspondence has been output for what activities.
© SAP AG
HR053
3-38
Recurring Activities: Overview Business events lock/unlock
Business events firmly book/cancel 2001 January Th F Sa P M T W 4 1 2 3 10 11 9 8 5 6 7 18 15 16 17 12 13 14 25 22 23 24 21 20 9 1 29 30 31 28 7 2 26
English for Beginners 01/08/2001 - 02/09/2001
Perform follow-up processing for events
Create appraisals
... SAP AG 1999
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
© SAP AG
event has taken place, you can do follow-up processing and perform appraisals for it.
HR053
3-39
Follow-Up Business Events Create relationship business event type/attendee
Delete booking Bo ok i
ng
George Meyer
attended business event of type Business English 06/02/ - 08/02/
Transfer qualifications
George Meyer
George Meyer
was attended by
Business English 02/06/2001 - 02/08/2001
Business English
Historically record business event
Output confirmation of attendance Attendance confirmation
Business English for George Meyer
SAP AG 1999
Once
a business event has begun, you can start follow-up processing for it.
Prerequisites:
•
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).
Following up
a business event means:
•
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 proficiencies.
•
All attendance bookings are deleted.
•
A relationship is created between the attendee and the business event type. Note: 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. Note: You make output specifications in Customizing for Training and Event Management.
© SAP AG
HR053
3-40
Appraisals in Training and Event Management
z Appraisals of attendees and business events z Anonymous appraisals z Generation of ’to do’ list (appraisal preparation) z Multiple appraisal models per form of appraisal (attendee or
business event appraisal)
z Qualifications as appraisal criteria z Transfer qualifications based on appraisals z Search for objects not yet appraised
SAP AG 1999
To
perform an appraisal, select the objects you want to appraise (generate ’to do’ list). For a business event appraisal, you select the business event you want to appraise, and for an attendee appraisal, the attendee.
In
the course of the appraisal process, you can choose Complete appraisal to complete the preparation and create the appraisal later. Or you can go directly to the appraisal form. If you choose Complete appraisal, you or another person can create the appraisal later (if the indicator anonymous appraiser is not set).
To create an
appraisal, select a proficiency for each appraisal criteria. You can assign different weightings to appraisal criteria. You also have the option of using the note function.
Once
you have entered data as required, you can either save the appraisal (later changes are still possible) or complete it (no further changes are possible).
Employees
can access the appraisal form directly from the Employee Self-Service My Bookings. The layout of the appraisal form is user-definable. You can enter a text for the appraisal yourself, or select a text from a list box or via radio button.
© SAP AG
HR053
3-41
Billing and Activity Allocation: Overview z Billing and activity allocation operations in Training and Event
Management:
Cost transfer posting Billing
Specification of partner functions
Payment by credit card
Credit memos
Original document
z Activity allocation For attendees and instructors Cost distribution to multiple account assignment objects
SAP AG 1999
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 SD for external attendees. You can specify different partner functions (e.g. 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.
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 (e.g. cost centers or internal orders).
For
internal instructors, you settle instructor fees using activity allocation functions.
© SAP AG
HR053
3-42
Billing and Activity Allocation Operations in Training and Event Management
1
Training and Events
Cost Accounting/SD
Attendance/business event data
CO: cost center, cost element/activity type SD: master data for KU
Data determination
Settlement data
ok
3 Creation of reference document 5
2
Document comparison
7
4 Settlement data
Reference number
Status: transfer confirmed
6
Executability check of billing and allocation data Execution of the operation (e.g. activity allocation)
Original document
Document info
SAP AG 1999
This
slide gives you an overview of the billing and activity allocation process in Training and Event Management: •
Billing
•
Internal Activity Allocation
•
Cost Transfer Posting
Note: This process is also valid for the Material Procurement in Training and Event Management. Description of
Activity Allocation process:
The selected allocation
data is transferred to the CO System, where plausibility and completeness checks are performed. If the check is successful, a reference document is generated in Training and Event Management with the status transfer designated. Then the allocation data is again transferred to the CO System and an internal activity allocation is generated. If the transfer is successful, the status of the reference document is set to transfer effected.
You
must perform a document comparison for this reference document. The system searches for the original document in CO. If it finds the document, the status of the reference document is changed to transfer confirmed. If it cannot find the document, the status of the reference document is changed to transfer incorrect.
You
can cancel the faulty operation, correct errors using the error log, and start the activity allocation operation again.
© SAP AG
HR053
3-43
Information System in Training and Event Management ...
Training and Event Management has the following reporting options:
SAP Easy Access Other menu
...
Training and Event Management Attendance Business Events Resources Information System Reports Attendance Business Events Resources Resource Equipment Resource Reservation Graphical Resource Reservation Available/Reserved Resources Resource Reservation Statistics Resources Not Yet Assigned per Reporting Tools Ad Hoc Query SAP Query
Under Reports in the SAP Easy Access menu, you have direct access to all of the standard reporting options for attendance, business events, and resources.
Under Reporting Tools you can call the Ad Hoc Query or the SAP Query directly. These two reporting tools let you define further reports.
Information Menu Tools Settings …
This entry takes you directly to the dynamic information menu
SAP AG 1999
You
can access the reporting options from the SAP Easy Access menu under Human Resources -> Training and Event Management -> Information System:
•
You can access the various reports for attendance, business events, and resources under Information System -> Reports.
•
Under Information System, you can also call the Ad Hoc Query and the SAP Query. These are powerful reporting tools that let you define reports flexibly yourself.
•
You can start the dynamic information menu under Information System from where you can also access reports for attendance, 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.
The report’s
results are usually displayed in the ABAP List Viewer. This is a standardized interface for displaying lists. The following functions are available from the list: •
individual list display
•
downloads (into Excel, etc.)
•
display of subtotals and overall totals
© SAP AG
HR053
3-44
Standard Reports: Dynamic Information Menu Business eventEdit Edit Information ...
View GotoGotoViewExtras Settings
Settings HelpSystem Help System
Dynamic information menu
Under Settings, you can specify whether reports are started directly or via a selection screen.
Current plan 09/01/2000 - 08/31/2001 Management Courses Commercial Courses Human Resources Courses Technical Courses Language Courses English for Beginners 03/09/2000 - 06/10/2000 English for Beginners 10/10/2000 - 10/11/2000 English for Beginners 8 N.N Controlling 4 N.N. Assets Accounting Robert Miller Angela Smith 11/12/2000 - 12/12/2000 English for Beginners 08/01/2001 - 09/02/2001 English for Beginners 09/02/2001 - 09/03/2001 English for Beginners 09/03/2001 - 09/13/2001 English for Meetings Advanced English Business English Technical English Unassigned business event types
Attendance... Business events... Resources... Display Knowledge Link
Right click the function or choose Information to select the reporting area.
SAP AG 1999
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 data for the report is read automatically when you select an object with the cursor and does not have to be entered manually. For example, if you select a business event and start one of the business event reports, the business event data is automatically read by the system.
You
can use the function Selection screen on/off under Settings to specify whether reports are started 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.
Note:
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.
© SAP AG
HR053
3-45
ESS and Web Applications
Company Internet
Intranet
User SAP AG 1999
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.
To
use the self-services of Training and Event Management, you must satisfy the following prerequisites: •
You must install the Internet Transaction Server (ITS) and a Web Browser.
•
You must maintain the business event data (event catalog) you want to display on the intranet or Internet.
•
You must set up ESS users for your employees (using transaction HRUSER) and an R/3 Internet user for Web users (using transaction SU05).
© SAP AG
HR053
3-46
Employee Self-Service (ESS) z Training and Event Management has two Employee Self-Service applications that can be used to complement one another if required: K
Training Center: where employees can view the current event catalog and book themselves for events
K
My Bookings: where employees can view their own booking data and, if necessary, rebook or cancel their bookings
K
Employees can fill a shopping basket with events and save it for later editing.
z The ESS applications can be used in conjunction with approval workflows especially developed for them
SAP AG 1999
ESS
Training Center:
•
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 click 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 click 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.
ESS
My Bookings:
•
This ESS application lets employees display their current booking data for all of their booking operations (bookings, cancellations, or rebookings). From the list display, the employee can rebook or cancel bookings or submit requests to do so via the approval workflows).
•
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 Knowledge
Link infotype (1062) lets you create links from business events to all of the information stored in SAP Knowledge Warehouse.
© SAP AG
HR053
3-47
Approval Workflows for ESS - Example: Workflow for Booking
Requests attendance (booking)
Start of workflow
Employee
Rejects attendance request
Receives rejection notification
Approves attendance
Receives approval notification
Receives Request
Supervisor
Attends training course
Employee
System: requested booking -> booking SAP AG 1999
Three approval
workflows are available in the standard system 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 workflows are
triggered when an employee who does not have the required authorization to book, cancel, or rebook him- or herself, 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 requested function is executed automatically. If the supervisor rejects the request, the requested operation is deleted.
© SAP AG
HR053
3-48
Interaction with SAP Knowledge Warehouse
Delivery
Web interface
SAP HR
Knowledge materials Training
SAP Knowledge Warehouse
Information
...
Discussions Web server
Service requirements Cache Server
SAP AG 1999
The Knowledge
Link infotype (1062) lets you create links from business events to all of the information stored in SAP Knowledge Warehouse. You can, for example, create links to training materials, online documentations, or the complete SAP Library. .
You
can display info objects linked to business events and event types in the Employee Self-Services in Training and Event Management (list of events, view attendance, book and cancel attendance).
You
can append the Knowledge Link infotype (1062) to both business events and event types in Training and Event Management.
© SAP AG
HR053
3-49
Development Plans: Unit Objectives
At the conclusion of this topic, you will be able to: z Describe how development plans are structured z Create a development plan
SAP AG 1999
© SAP AG
HR053
3-50
Development Plans
Development plans are used to map personnel development measures
Job rotation
Trainee programs
L L L L
Training courses Seminars Workshops ......
On-the-job training (learning by doing)
SAP AG 1999
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: •
Trainee programs and the like
•
Training courses, seminars, workshops, and so on
•
On-the-job training, job rotation, and so on
A
development plan comprises a sequence of development measures (which can also run parallel to each other). Examples of development measures include: such as attendance of a business event or practical experience in an organizational unit.
If
you use the Training and Event Management functionality, information about an employee’s attendance bookings will be written automatically to the individual development plan.
© SAP AG
HR053
3-51
General and Individual Development Plans
General development plans Group together training and further education measures Not specific to certain persons, can be used as templates
Individual development plans Used to plan personnel development for a specific employee Contains entire development history of the employee
SAP AG 1999
General
development plans:
•
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 (i.e. they do not apply to specific persons) copy 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 persons, and change them to suit the requirements of the persons in question. For example, you might create entire trainee programs in this way, and then copy these to the individual development plans of the persons who are to participate in these trainee programs.
Individual
•
development plans:
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 persons.
© SAP AG
HR053
3-52
Possible Development Plan Items
Business event type
Job
Work center
Position
Organizational unit
Location
Appraisals
SAP AG 1999
You
can create and manage development plans in the development plan catalog. You can then use these general development plans as copy templates for creating individual development plans. Each development plan contains a sequence of development measures (items) and information on their duration and sequence etc.
Example
of individual development measures (items) could be:
•
Attendance of a training course
•
Staffing of a position
•
Practical experience in a specific organizational unit
•
Time spend 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.
You
can create a development plan per employee. This plan is continually updated. You can use a general dvelopment plan from the catalog and modify it to suit an individual employee.
© SAP AG
HR053
3-53
Development Plan Catalog
Catalog
03.01.2000
01 Current plan
Trainee programs
Trainee consultant Trainee sales executive
Apprenticeship programs
Apprenticeship as purchaser
Development plan group Development plan
Apprenticeship as IT specialist
SAP AG 1999
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 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 class), 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 the Current settings menu option.
© SAP AG
HR053
3-54
Structure of General Development Plans Trainee program for sales executives Business event type
1
Introductory event Years
2
3 Min. 1
Months
Days 2
Items
Business event type
Business event type
General English
Communications course
Years
Years
Months
Days 21
Months
Days 3
Organizational unit
Organizational unit
Berlin sales office
London sales office
Years
Months 3
Days
Years
Months 3
Days
object types
M Duration
M Sequence
M Optional or
compulsory
M Notes
Job
4
M Different
Sales assistant Years
Months 6
Days
SAP AG 1999
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.
Note:
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.
© SAP AG
HR053
3-55
Individual Development Plans
Individual development plan Contains all planned, current and completed items for a person Contains information on the validity period and status of the items Can contain notes on specific development items
Use general development plans and adapt them
Select specific items
Items in individual development plan
M English course
M Berlin sales office M Sales assistant
M Communic.course
Completed 01/03/2000
01/10/2000
Completed 01/03/2000
04/30/2000
Current
05/01/2000
12/31/2000
Planned
07/15/2000
07/17/2000
SAP AG 1999
Individual
development plans can be used as a means of planning and controlling the professional development of individual employees.
General
development plans can be used 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 regularly 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 "state", or status (for example, Planned, Current, Completed). This state is used to regulate the progress of the measure in question. This means that it is possible to document an employee’s personnel development history to date in an individual development plan. Please note that a status is not assigned to the individual development plan itself (as a whole).
The items
in a development plan can be written to subprofiles as qualifications for the individual persons if your system is configured for this.
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
© SAP AG
HR053
3-56
Triggering Further Processing Steps Certain development measures can trigger further processing steps (this depends on the state of the measures)
Individual development plan
Change of state
Item: Training X
Current
Item: Training Y
Current
Event
Booking
Transfer
..........
..........
SAP AG 1999
If
a specific state is assigned to a development plan or to an item in a development plan, it is possible to trigger 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 tigger a change in the state of specific items.
The standard
system contains the following function modules for further processing:
•
If an item involves attending a business event, and its state is changed to Current, the person is booked for the business event in question.
•
If an item involves staffing a particular position, and its state is changed to Current, the person is transferred to the position in question.
•
If the state 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 state 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 it should be executed entirely in the background.
Note:
The events are not bound by the validity period (that is, the duration defined for an item in an individual development plan). The events are triggered 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.
© SAP AG
HR053
3-57
Appraisal Systems: Unit Objectives
At the conclusion of this topic, you will be able to: z Describe the appraisal process and how appraisals are structured z Perform appraisals
SAP AG 1999
© SAP AG
HR053
3-58
Appraisal Systems: General Information
360° feedback appraisals
Performance appraisals
Training appraisals Job evaluation
Certificates of employment
Surveys SAP AG 1999
The Appraisal
Systems component can be useful as a personnel development instrument - for example, it enables you to rate employees in a formalized, standardized way on the basis of predefined criteria. Personnel appraisals provide information on employees’ characters and performance, and can form a reliable basis for planning and making decisions - both for individual employees and for employees as a whole. You can also use personnel appraisals to monitor the success of any human resource measures that have been implemented. In other words, personnel appraisals can be used to analyze both the past, present, and future.
The Appraisal
Systems component enables you to create appraisal systems, as well as plan, hold, and evaluate appraisals. An appraisal system is a self-contained process that enables you to make formal and standardized appraisals in a business context using one or more templates (appraisal models). This is turn ensures that the appraisals you make are as objective as possible.
The Appraisal
Management.
Examples
Systems component is used in both Personnel Development and Training and Event
of appraisal systems that you can map in the Appraisal Systems are:
•
360° feedback appraisals: appraisals that draw on diverse sources such as supervisors, peers, or self-appraisals.
•
Performance appraisals: appraisal of an individual employee
•
Formalized work evaluation: for example, certificates of employment
•
Surveys and questionnaires: employee opinion polls, for example
© SAP AG
HR053
3-59
Information Required for Appraisals Who appraises whom?
One appraisal or several subappraisals?
How to calculate appraisal results?
Which appraisal criteria? Groups of criteria?
Anonymous appraisal?
Appraisal period SAP AG 1999
The following information is
required for appraisals:
•
Appraiser and appraisee (who appraises whom? Example: supervisor appraises employee)
•
Is the appraisal to be conducted by one or more appraisers? If several appraisers are involved should only one overall appraisal be generated, or should several independent subappraisals be generated and then merged together into an overall appraisal in a later step?
•
Should the appraisers remain anonymous?
•
Which period is to be appraised? (Example: the previous year for performance appraisals)
•
Which criteria (for example, quality of work, ability to cope with stress, and so on) are to be used for the appraisal? Should these criteria be grouped together into groups? Which scales should be used to rate these criteria (in other words, which proficiencies should be made available for appraising the individual criteria)? Should certain criteria or groups of criteria be weighted more than others?
•
How should the appraisal results be determined? Should individual criteria (groups) affect the result more than others? If several subappraisals were held, how should the overall appraisal be determined from these subappraisals?
© SAP AG
HR053
3-60
Appraisal Models - The Basis for Appraisals Individual appraisal
Performance appraisal for J. Smith 1999
Supervisor (appraiser)
Helena Camino
Employees (appraisees)
Johanna Smith
Appraisal period
01.01.1999
Name
to
Wgt.
31.12.1999 Rating
Created
In process
05.01.2000
Valuation text
=weight.
Individual performance appraisal
4
Good
0,000
Performance
2,00
4
Good
8,000
Quality of work
1,00
4
Good
4,000
Quantity of work
1,00
3
Average
3,000
Note
Appraisal model N
Appraisal procedure (analytical)
N
Form of appraisal (who appraises whom?)
N
Appraisal type (individual/multisource, anonymous)
N
Criteria / criteria groups / qualifications SAP AG 1999
Each
appraisal system can contain one or more appraisal models (in the case of personnel appraisals, for example, there might be separate appraisal models for hourly-paid workers and salaried employees).
An
appraisal model is a template for an actual appraisal. In other words, it corresponds to a blank copy of an appraisal sheet.
During the preparatory phase,
the persons responsible have to define the basic conditions that are to apply to the appraisal systems. These basic conditions include:
•
Appraisal procedure/method (always analytical)
•
Form of appraisal (who appraises whom? which object type combinations are possible?)
•
Appraisal type (individual or multisource appraisals, anonymous appraisals)
•
The appraisal elements to be rated (criteria groups, criteria, qualifications)
Appraisal
© SAP AG
models, criteria groups and criteria are all managed in the appraisals catalog.
HR053
3-61
Appraisals Catalog
01.01.1900 - 31.12.9999
Catalog
360° feedback appraisals
Individual performance appraisal
Performance
Appraisal model Criteria group
Organizational skills Quality of work Quantity of work
Criteria
Problem-solving skills
Social skills Ability to assert oneself Management skills Communication skills Team spirit
Multisource performance appraisal
Qualification
SAP AG 1999
Appraisal
elements are managed in the appraisals catalog. The appraisals catalog contains all of the appraisal models that can be used as templates for creating actual appraisals.
An
appraisal model contains a number of criteria, criteria groups or qualifications, and is used as a template for creating an actual appraisal.
Criteria
groups, criteria and qualifications can be used more than once (for example, they might be used in different appraisal models). If this is the case, any changes you make to their attributes will affect all occurrences of the object in question. By generating a where-used list, you can find out how often - and where - an appraisal element is used.
A
translation function is also available - this means that you can use the appraisals catalog in different languages.
© SAP AG
HR053
3-62
The Appraisal Process
Prepare appraisal (Status: planned) planned)
Propose data from a previous appraisal
Follow up appraisal
Appraisal approved Approve appraisal (Status: approved)
Appraisal prepared
Appraisal completed
Perform appraisal (Status: active) active) Appraisal held
Appraisal Rejected
Complete appraisal (Status: historical recorded) recorded)
Follow up appraisal
SAP AG 1999
The appraisal
process is divided into various stages. Status management is used to map these stages.
1.
Preparation The first stage in the process involves preparing the appraisal. In this stage, you define planning data (such as the period to be appraised and the objects involved). You can copy planning data from an appraisal that has already been completed. You can also prepare appraisals centrally. You can generate a "to-do" list containing objects for which appraisals have to be prepared. The prerequisite for this is that appraisal models have been assigned to the relevant evaluation paths via the form of appraisal and that the form of appraisal is individual appraisal. 2. Holding the appraisal This stage is where the appraisal elements are actually rated. The weighting, the specified rating, and the weighted result of this rating are displayed for each appraisal element. You specify the date on which the actual appraisal was created (held). You can enter notes for every appraisal element. You can save the appraisal, and continue to edit it at a later time. 3. Completion When you complete an appraisal, it is historically recorded and cannot be changed. If you want to allow changes to historically recorded appraisals, you must maintain the relevant control parameters in Customizing. 4. Approval process You can start a workflow-based approval process. 5. Follow-up You can carry out follow-up actions for a completed/approved appraisal (pass on the appraisal results to Compensation Management, or update the qualifications profile based on the results, for example).
© SAP AG
HR053
3-63
Holding an Individual Appraisal Individual appraisal
Performance appraisal for J. Smith 1999
Supervisor (appraiser)
Helena Camino
Employees (appraisees)
Johanna Smith
Appraisal period
01.01.1999
Name
Wgt.
to
31.12.1999 Rating
Individual performance apprsl
Created
In process
05.01.2000
Valuation text
=weight.
4
Good
0,000
Performance
2,00
4
Good
8,000
Quality of work
1,00
4
Good
4,000
Focus on customers
1,00
......
......
......
......
Note
Proficiencies of the scale used
Scale: Scale: 5-point 5-point scale Proficiency
If quality scale, proficiency descriptions can be displayed
Low
......... Average
Below average
Makes good suggestions, and is actively involved in increasing customer satisfaction .........
Good
Average Very good Description
SAP AG 1999
Once
you have specified information for the appraisal, you go on to collect information on the persons to be appraised, and then you actually hold the appraisal.
You
can hold an appraisal
y Directly from the preparation screen
y From the subprofiles
y By reporting on/evaluating appraisals The system proposes today’s
date as the appraisal date.
The individual
appraisal elements can be rated in accordance with the appraisal model specifications. If appraisal elements are rated using a quality scale, it is possible to display the proficiency descriptions for this scale. The weighting, the specified rating, and the weighted result of this rating are displayed for each appraisal element.
If
you have made the appropriate specifications in the appraisal model, you can also enter notes for the individual appraisal elements.
You
can use a Business Add-In to determine the time period proposed by the system as the Period appraised when appraisals are created. The period proposed can also be specified for individual appraisal models.
You
can save the appraisal, and continue to edit it at a later time. Once you have completed the appraisal, you may not make any more changes to it.
Note:
If you do not wish to hold an appraisal online in the system, you can print out an appraisal sheet, and enter the appraisal results here first. You might do this for an annual performance review, for example. Various options are available for printing out the appraisal sheet.
© SAP AG
HR053
3-64
Subprofiles for Appraisals
Person
Person is appraisee
Person is appraiser
Appraisals where appraisee Name
Final result
Valuation text
Note
Appraisals where appraiser Status
Created
From
Performance appraisal 1998
3
Average
Completed
10.01.1999
10.01.1999
Performance appraisal 1999
4
Good
In process
05.01.2000
01.01.1998
SAP AG 1999
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.
© SAP AG
HR053
3-65
Reporting Options for Appraisals Selection Criteria O O O O
Appraisal model Appraisal period Appraiser ......
Criteria can be combined
Reporting and editing options
Results list
Appraisals O Corrections O Change O Determine average O Compare O Ranking list O ...... SAP AG 1999
Various
reporting options are available for appraisals. These enable you to manage, find, and evaluate all of the appraisals that were created using the Appraisal Systems component in Personnel Development. You can choose and combine a range of selection criteria (for example, appraisal model, period to be appraised, status of appraisals, and so on) to help you select appraisals. The More selection criteria option enables you to select appraisal elements from the appraisals catalog, and to enter further details regarding the proficiencies that you require. This means that you can search for persons who have attained a certain minimum rating for the appraisal elements selected. You can flag the option With no appraisal to include only objects that have not yet been involved in an appraisal (either as appraiser or as appraisee). If you flag this option, you must also specify appraisers and/or appraisees as another selection criteria. The status With no appraisal always applies to a specific data selection period. If you flag both options With no appraisal and Display existings, the list that is generated will contain all objects with and without an appraisal that also fulfill the other selection criteria. The Display existing option can only ever be used in conjunction with the With no appraisal option. The system generates a results list on the basis of the selection criteria you specify. You can perform a range of reporting and editing options from this list. For example, you can compare appraisals with each other, or you can calculate the average of appraisals. You can create a ranking list for multiple appraisals using the function of the same name on the results list screen. The ranking list is sorted by appraisal rating. You might use this function, for example, to identify the high performers in an organizational unit. It only makes sense to compare appraisals that are based on the same appraisal model. You can access SAP Presentation Graphics directly from the ranking list. If you are in Edit mode, you can also go in and edit the appraisals. This means that you can hold appraisals that have already been prepared, change appraisals, or compare appraisals with one another. © SAP AG
HR053
3-66
Integration with Training and Event Management Follow up a training course; generate a "to-do" list (for all course attendees, for example)
"To-Do" List Denise Smith Simone Giovanni Helga Martin Kai Nishids Boris Kapilsky
s sal rai p p of a ees ion ttend t a ll a par Pre for a
Denise Smith -… -… -...
Denise Smith -… Good -… Good -… Very good Holding of individual appraisals
SAP AG 1999
The Personnel
Development appraisal system functionality is now used in the Training and Event Management component.
This functionality can
be used for working through all sorts of appraisals (business event appraisals, attendee appraisals, instructor appraisals, and so on).
A
"to-do" list can be generated automatically for every business event. This list contains all of the objects that are to be appraised, or that are to act as appraisers themselves. The appraisals for these objects can be prepared from the "to-do" list. If necessary, the appraisals can also be anonymous.
© SAP AG
HR053
3-67
ESS My Appraisals
Cancel
?
My Appraisals Pers. no.
1809
Name
Friedrich Naubauer
EE group
1
PersArea
1000 Hamburg
EE subgroup
DN Hourly wage earners
Cost center
4300
Active
Plant maintenance
Appraisals where appraisee Status of appraisal Completed
Appraiser Appraisal Tom Smith Generic: Manager-Employee
Appraisal period 01.01.1999
to 31.12.1999
Completed
Tom Smith Employee Appraisal
01.01.1999
31.12.1999
SAP AG 1999
This
Employee Self-Service (ESS) application lets employees view their own appraisals, such as their performance appraisals.
To
display details of individual appraisals, double-click the appraisal.
© SAP AG
HR053
3-68
Web Applications
z The following Web applications are available for the appraisal systems: P
Appraisals Overview for Managers
P
Surveys
P
Create Appraisals
SAP AG 1999
This
service, especially designed for managers, provides an appraisal overview that enables a manager (or other type of supervisor responsible for human resources) to view the appraisals where he/she was appraiser or appraisee, and to create and edit appraisals from his/her mySAP.com Workplace.
On the initial screen, the manager has direct access to the required functions on tab pages (Appraisals to Be Edited, Appraisals Where Appraiser, and Appraisals Where Appraisee). The layout of the appraisal form is user-definable in Customizing. You can enter a text for the appraisal yourself, or select a text from a list box or via radio button. Web
Application for Surveys:
This service enables you to work through individual appraisals directly from your mySAP.com Workplace, or via a link (to your homepage, for example.) The service is provided as a copy template and can be used for surveys or customer feedback, for example.
© SAP AG
HR053
3-69
Development and Training: Summary
You are now able to:
z Create and use qualifications and requirements
z Start career and succession planning scenarios
z Perform day-to-day activities in Training and Event Management z Create development plans z Perform appraisals
SAP AG 1999 SAP AG
© SAP AG
HR053
3-70
Development and Training Exercises Unit: Development and Training Topic: Qualifications and Requirements: At the conclusion of these exercises, 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 and display the results graphically
•
Register an employee for a training course to offset the qualification deficit detected in the profile matchup.
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.
1-1
Create the following qualifications groups or qualifications in the qualifications catalog: 1-1-1
Qualification group: Languages Group ##, Language scale (1-4)
1-1-2
Qualification group: PC Skills ##, Yes/No scale
1-1-3
Qualification: Italian ##
1-1-4
Qualification: Spanish ##
1-1-5
Qualification: MS Word ##, Depreciation meter 3 years
1-1-6
Qualification: Knowledge of SAP ##, Depreciation meter 2 years
© SAP AG
HR053
3-71
1-2
1-3
1-4
In Personnel Development create a qualification profile for George Vega (personnel number 50993##). You can find the required qualifications with the search term feature. Assign the qualifications to Mr. Vega from the beginning of this year. 1-2-1
Multimedia skills, proficiency good
1-2-2
Knowledge of Desktop Applications, proficiency average
1-2-3
Adaptability, proficiency average
1-2-4
Accountability, proficiency good
1-2-5
Independence and initiative, proficiency good
1-2-6
Knowledge of SAP, proficiency Yes
1-2-7
Italian ##, proficiency fluent
Mr. Vega holds the position ## Administrator in the ## Administration department. In addition to the requirements of the job, you define the following requirements for the position: 1-3-1
Requirement: Knowledge of SAP ##, proficiency Yes
1-3-2
Requirement: Italian ##, proficiency fluent
Compare George Vega’s profile with that of the position ## Administrator in the ## Administration department) and generate training proposals. 1-4-1
Display the profile matchup graphically.
1-4-2
Book Mr. Vega for a communications course to close the skills gap detected in the profile matchup.
© SAP AG
HR053
3-72
Exercises Unit: Development and Training Topic: Training and Event Management At the conclusion of these exercises, you will be able to: • Book an employee for a business event. • Prebook an employee for a business event type • Employees are booked for training courses to offset qualification deficits and to promote their professional development. Later on, you can display the training history of your employees.
2-1
2-2
Make bookings and prebookings in the attendance menu of Training and Event Management. 2-1-1
Book Mr. Vega for the business event Communications course. This business event is listed in the IDES – Management Training Catalog.
2-1-2
Prebook Mr. Vega for the business event type HR Convention. This business event type is listed in the Collective Group Business Events.
Use the standard report Attendee’s Training History in the information menu of Training and Event Management to display events for which Michael Maier (personnel number 1900) has been booked.
© SAP AG
HR053
3-73
Exercises Unit: Development and Training Topic: Development Plans At the conclusion of these exercises, you will be able to: • Create an individual development plan for an employee
The professional development of an employee is planned in the course of a personnel review between employee and manager. The Caliber A Bicycle Company reviews or draws up development plans for its employees twice a year.
3-1
Create an individual development plan for George Vega (personnel number 50993##) with the development plan template Trainee Program Administration. Start date is the first of this month. 3-1-1
Transfer all of the items from the development plan template to the plan for George Vega and flag it as planned.
3-1-2
Flag the item Organization / Planning as completed.
3-1-3
Display the development plan.
© SAP AG
HR053
3-74
Exercises Unit: Development and Training Topic: Appraisal Systems At the conclusion of these exercises, you will be able to: • Hold an employee appraisal
An employee appraisal is held in the Caliber ’A’ Bicycle Company.
4-1
Helena Camino (personnel number 50991##) prepares an appraisal of George Vega (personnel number 50993##) using the appraisal model Appraisal (HR Training).
4-2
Carry out the employee appraisal for George Vega.
4-3
Complete the employee appraisal for George Vega.
4-4
Rate the employee appraisal for George Vega.
© SAP AG
HR053
3-75
Development and Training Solutions Unit: Development and Training Topic: Qualifications and Requirements:
1-1
Create the following qualifications groups or qualifications in the qualifications catalog: In the Personnel Management menu choose Personnel Development o Settings o Current Settings o Edit Qualifications Catalog To do so, position the cursor on the top node of the catalog and choose Create. 1-1-1
In the dialog box Create Qualification group, enter the following data: Qualification group: Languages Group ##, Scale: Language scale (1-4) Enter Language Group ## and in the Scale field select Language scale (1-4). Save your data.
1-1-2
Repeat the procedure for the Qualification Group: PC Skills ##, Yes/No scale Save your entries, and then choose Cancel.
1-1-3
Select the qualification group you just created Language Group ##, and choose Create. In the dialog box Create Qualifications, enter the following data: Qualification: Italian ## Save your data.
1-1-4
Repeat the procedure to create the qualification: Spanish ##
1-1-5
To maintain a depreciation meter of 3 years for the qualification: Microsoft Word ##, select the qualification group PC Skills ## and choose Create. In the dialog box Create Qualifications, enter Microsoft Word ## and choose the tab page Addit. Data. Enter 3 as the depreciation meter. Save your data.
1-1-6
© SAP AG
Repeat the procedure to create a depreciation meter of 2 years for the qualification PC Skills ##
HR053
3-76
1-2
In Personnel Development create a qualification profile for George Vega. You can find the required qualifications with the search term feature. Assign the qualifications to Mr. Vega from the beginning of this year. In the menu choose Personnel Development o Profile o Change In the search area, use the Search for person to select your employee George Vega. The Person: Change Profile view appears. On the tab page Qualifications choose Create. 1-2-1
Multimedia skills, proficiency good In the dialog box that appears, choose the tab page Structure search. Select the qualification Multimedia Skills and choose Transfer. On the tab page Qualification, enter good in the Proficiency field.
1-2-2
Repeat the procedure to enter the proficiency average for the qualification Knowledge of Desktop Applications.
1-2-3
Repeat the procedure to enter the proficiency average for the qualification Adaptability.
1-2-4
Repeat the procedure to enter the proficiency good for the qualification Accountability.
1-2-5
Repeat the procedure to enter the proficiency good for the qualification Independence and Initiative.
1-2-6
Repeat the procedure to enter the proficiency Yes for the qualification Knowledge of SAP. Repeat the procedure to enter the proficiency fluent for the qualification Italian ##. Choose Save to complete subprofile maintenance.
© SAP AG
HR053
3-77
1-3
Mr. Vega holds the position ## Administrator in the ## Administration department. In addition to the requirements of the job, you define the following requirements for the position: In the menu choose Personnel Development o Profile o Change. In the Structure Search feature, use the Search for Position to find the position. Double-click George Vega’s position. On the tab page Requirements choose Create. 1-3-1
Requirement: Knowledge of SAP ##, proficiency Yes In the dialog box Create Qualifications, select the qualification Multimedia Skills from the catalog and choose Continue. Enter Yes in the Proficiency field.
1-3-2
Requirement: Italian ##, proficiency fluent Repeat the procedure to enter the proficiency fluent for the requirement Italian ##. Choose Save to complete subprofile maintenance.
1-4
Compare George Vega’s profile with that of the position ## Administrator in the ## Administration department and generate training proposals. In the menu, choose Personnel Development o Information System o Reports o Profile Matchup. In the Person field, enter George Vega‘s personnel number and in the Position field ## Administrator in the ## Administration department. Set the indicator Generate Training Proposals. Choose Execute. The Profile Matchup screen appears. 1-4-1
Display the profile matchup graphically. Choose Graphic.
1-4-2
Book Mr. Vega for a communications course to close the skills gap detected in the profile matchup. On the Profile Matchup screen, select the training proposal for the Communications course. Select a course. You automatically access the Training and Event Management component and the Book Attendance screen. Choose Book.
© SAP AG
HR053
3-78
Solutions Unit: Personnel Development and Qualifying Actions Topic: Training and Event Management
2-1
Make bookings and prebookings in the attendance menu. 2-1-1
Book Mr. Vega for the business event Communication class. Choose Training and Events o Attendance o Attendance menu. Expand the business event group IDES Management Training and the event type Communication class to display the event dates. Select a business event of the business event type Communication class and right click the function Book Attendance. On Book Attendance: Data Screen in the Person field, enter George Vega‘s personnel number (50993##). Choose Book Attendance. The message Attendance Booked appears. Press Enter to confirm the message. On the Book Attendance: Data Screen, choose Cancel.
2-1-2
Prebook Mr. Vega for the business event type HR Seminar. Choose Training and Events o Attendance o Attendance menu. Expand the business event group Common Group → Various Business Events to display the underlying event types. Select a business event of the business event type HR Seminar and right click the function Prebook. On the Prebook Attendance: Data Screen in the Person field, enter George Vega‘s personnel number (50993##). Choosing Prebook. The message Attendee was prebooked for the business event type appears. Press Enter to confirm the message. On the Prebook Attendance: Data Screen, choose Cancel.
2-2
Request the report Attendee’s Training History for the attendee Michael Maier (personnel number 1900). Choose Training and Event Management o Information System o Information Menuo Information o Attendance o Attendee’s Training History. In the Attendee field, enter 1900. Select All under Selection Period. Choose Execute.
© SAP AG
HR053
3-79
Solutions Unit: Personnel Development and Qualifying Actions Topic: Development Plans
3-1
Create an individual development plan for George Vega with the model development plan Trainee Program Administration. Start date is the first of this month. In the menu choose Personnel Development → Planning → Individual Development If necessary, you can select the Person option using the drop-down menu. In the Person field, enter George Vega‘s personnel number, select the model development plan Trainee Program Admin. and in the Planning start field, enter the first of the current month. Choose Change. 3-1-1
Transfer all of the items from the development plan template to the plan for George Vega and flag it as planned. Choose Transfer all. Set the status of all items to planned using the Drop-Down menu under Training Program Administration.
3-1-2
Flag the item Organization / Planning as completed. In the State field, set the Completed indicator for the item Organization/Planning. Save your data.
3-1-3
Display the development plan. To do so, choose Display on the initial screen Individual Development.
© SAP AG
HR053
3-80
Solutions Unit: Personnel Development and Qualifying Actions Topic: Appraisal Systems
4-1
Prepare the appraisal for George Vega by Helena Camino. In the menu choose Personnel Development o Settings o User-Specific. 4-1-1
Confirm the Current Plan as the Plan version you want to use and the Reporting period from the first of the current month to 31st December 9999.
4-1-2
Check that the option Person is set as both appraiser and appraisee under Appraisals for the Appraisal model Appraisal (HR Seminar). Choose Permanent.
4-1-3
In the menu choose Personnel Development o Appraisal o Create. In the dialog box Prepare Appraisal – Appraisal (HR Classes) select Helena Camino (50991##) in the field Manager (appraiser) and George Vega (50993##) in the field Employee (appraisee).
4-2
Carry out the employee appraisal for George Vega. Note: If a message appears that the data cannot be transferred, change the default date to the current year.
4-3
4-2-1
Choose Perform.
4-2-2
On the next screen, enter a rating for the criteria (groups). To do so, use the possible entries help.
Complete the employee appraisal for George Vega. 4-3-1
4-4
Choose Complete and go back to the SAP menu.
Rate the employee appraisal for George Vega. In the menu choose Personnel Development o Information System o Appraisals. 4-4-1
The appraisal model HR Classes (appraisal) is automatically defaulted because of your user-specific settings.
4-4-2
The roles Appraiser Helena Camino (50991##) and Appraisee Jose Vega (50993##) are automatically defaulted.
4-4-3
Enter other selection criteria of your choice. Select the editing status Completed.
4-4-4
Choose Perform.
© SAP AG
HR053
3-81
Compensation Management
Contents: z Compensation Management functions z Job pricing z Salary surveys z Budgeting z The process of compensation administration z Long-term incentives z Employee Self-Service / Web application
SAP AG 1999
© SAP AG
HR053
4-1
Compensation Management: Unit Objectives
At the conclusion of this unit, you will be able to: z Describe the most important functions of Compensation Management z Display a budget structure z Describe the process of compensation administration z Describe how the components within the compensation procedure fit together
SAP SAP AG 1999 AG
© SAP AG
HR053
4-2
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
5HFUXLWPHQW 5HFUXLWPHQW
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
SAP AG 1999
© SAP AG
HR053
4-3
Compensation Management: Business Scenario
z The Executive Board has decided to increase the
budget for salaries at your enterprise in the next fiscal year.
z Budgets are created for individual departments
so that budget deficits can be determined immediately.
z Heads of department determine percentage
rates of increase for individual employees during the salary review.
z Long-term incentives may also be awarded.
SAP AG 1999
© SAP AG
HR053
4-4
Integration of Compensation Management
Personnel Development Appraisal results
MDT
Organizational Management
Payroll
Personnel Administration
Who? / Who for? - which department - which jobs, positions
Workflow - approval - activation
What? - payments - bonus
Compensation Management How? - mass maintenance - individual maintenance
Treasury (ALE)
SAP AG 1999
Compensation Management
uses information from various components within Human Resources.
Budgets
are distributed and compensation managed for organizational units and/or employees. The organizational structure and job/position data are read from the Organizational Management component.
Compensation Management
reads data on employee payments from the Personnel Administration component. Salary data is changed as a result of compensation administration. Compensation Management can update infotypes 0008 Basic Pay and 0015 Additional Payments (Personnel Administration).
Changes
to employees’ salary data are written to Payroll.
Compensation Management
can use information stored in the Personnel Development appraisal system to compensate employees on the basis of their appraisal results.
The approval
Workflow.
Integration
and activation procedures for compensation adjustments can be controlled by
with Treasury simplifies the task of managing long-term incentives.
The functions included
in the Compensation Management theme category of Manager´s Desktop (MDT) enable line managers to perform tasks related to salaries, such as salary increases and bonus payments.
© SAP AG
HR053
4-5
Areas of Compensation Management
ng g cin rici pri ob bp JJo
s ves nti tive cen ince rm in -teerm g-t ng L on Lo
BU BU
O O
BU BU
O O BU BU
O O BU BU
g ng tin geeti dg B ud Bu
BU BU
O O
BU BU
O O
O O
n on atiio nssat peen mp C om Co n on traattiio istr inis ad dmin SAP AG 1999
The Compensation
Management component controls and manages remuneration policy at an enterprise. It provides a central overview of remuneration policy, and control mechanisms for implementing this policy. It also facilitates compensation planning and budgeting, and decentralized compensation administration.
Compensation Management
consists of different areas.
You
can perform job pricing within 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 jobs and positions at your enterprise can then be assigned. In this way, you can determine the internal value of jobs and positions at your enterprise to ensure that you remain competitive.
You
can manage long-term incentives (awards).
Budgeting enables
you to plan and control expenses for compensation adjustments. Budgets are assigned to organizational units. Furthermore, you can create budgets centrally and decentrally. Budgets can also be totalled up using organizational units.
Compensation administration
is used to distribute salary increases, shares, etc. to individual employees in accordance with remuneration policy at the enterprise.
© SAP AG
HR053
4-6
Job Pricing
Remuneration policy at the enterprise Jobs Pay grade structure
Positions
Survey data
Pay grades PG levels
SAP AG 1999
Job
pricing is a function that you can use to depict your pay grade structures.
To
do so, you can use survey data, for example. You use infotype 1051 Survey Results to relate your jobs or positions with the external market value of jobs. Using this information, you can set up your pay grade structure.
You
can depict your own remuneration policy by using infotype 1005 Planned Compensation to provide your jobs and positions with planned compensation, for example.
The results
of a job evaluation within a job evaluation scheme can be stored in infotype 1050 Job Evaluation Results for jobs and/or positions. You can make a distinction between different evaluation schemes, and you can use points to determine the relative value of jobs and/or positions. You can group jobs and/or positions together to form evaluation groups. You can determine that a specific job and/or position is a benchmark job.
© SAP AG
HR053
4-7
Job Evaluation Results
z Job evaluation results (infotype 1050) z Reference to job or position z Subtypes for different evaluation systems z Points for relative value of job/position z Definition of benchmark jobs
SAP AG 1999
Infotype
1050 Job Evaluation Results is used 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 or position.
Subtypes
enable you to store data from different job evalation programs (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.
Infotype
1005 Planned Compensation enables you to relate the pay grade structure with jobs. The Planned Compensation infotype provides infotype 0008 Basic Pay with default values for employee master data.
© SAP AG
HR053
4-8
Survey Results
z Survey results (infotype 1051) z Reference to job or position z Determination of external market value z Subtypes for results of several salary surveys
SAP AG 1999
Infotype
1051 Survey Results enables you to assign an internal job to information on a job from a salary survey. Salary survey data is useful for determining the general competitiveness of salaries paid.
The infotype
displays the average base salary and the average bonus that are typically paid for this job according to a specific survey.
Subtypes
enable you to save the results of several surveys, such as job evaluations on a national or international level.
Note:
The 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 as follows: Data Extraction for Participation in Salary Survey and Hay PayNet Data Extraction for Participation in Salary Survey. Both queries can be accessed from the information system included in the Compensation Management component.
© SAP AG
HR053
4-9
Planned Compensation Pay grade Level 01 02 03 04
Minimum 46,250.00 48,750.00 51,250.00 53,750.00
Maximum 51,250.00 53,750.00 56,250.00 58,750.00
Reference 48,750.00 51,250.00 53,750.00 56,250.00
Pay scale Level 01 02 03 04
Amount 25,250.00 26,750.00 27,250.00 30,750.00
Direct Minimum 22,000.00
Maximum 62,000.00
SAP AG 1999
Infotype
1005 Planned Compensation enables you to use one of three types of planned compensation: •
Pay grade 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 At this point, you store data from the pay scale structure on the level of jobs or positions. Such data includes the pay scale area, type, group, and level. 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 infotype 1005 Planned Compensation for each position. On the level of jobs, however, you can create as many planned compensation records as required.
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 infotype 0008 Basic Pay) with the projected pay determined by infotype 1005 Planned Compensation.
© SAP AG
HR053
4-10
Budgeting z Budgeting generally forms the basis of compensation administration z Budgets are defined and displayed with the amounts planned by adjustments z The budget structure is a hierarchical structure. It can be created manually or generated in the same way as the organizational structure z Relationship of budgets with financed objects (organizational units) BU BU
O O
BU BU
O O BU BU
O O BU BU
BU BU
O O
BU BU
O O
Budget/ plan O O
4,000.00 UNI
Compensation/ actual 320,000 UNI
SAP AG 1999
Budgeting forms
the basis of Compensation Management because the budget values created for individual organizational units are used in the Compensation Management component. You use these values to determine compensation for employees (salary increases, bonuses, etc.) whose compensation needs adjusting. The system displays an information, warning, or error message if compensation exceeds the budget.
A
budget defines the total of financial resources used to finance organizational units.
Budgeting is
based on a simple principle: the budget is passed upwards (bottom-up process) and approved downwards (top-down process).
Budgets
can be created in a hierarchical structure. This hierarchy can also be depicted automatically in accordance with the hierarchy in the selected organizational structure.
The Budgeting component has
displaying budgets:
two different display options that you can use when changing and
The Budget
Distribution view Displays the budget hierarchy. This view only enables you to work with individual budget structure elements.
The Financing
view Displays the budget hierarchy and the corresponding organizational structure. This view enables you to assign financed objects (organizational units) to individual budgets and to determine what is financed by the budget structure element.
© SAP AG
HR053
4-11
The Budgeting Process
Create budget budget units units Create Create budget budget structure structure Create
Release budgets budgets Release
Check budgets budgets Check
Assign budgets budgets to to org. org. units units Assign
Distribute resources resources Distribute SAP AG 1999
You
create a budget structure that consists of one or more budget units. A budget structure is always created in planned status.
You
manually assign budget units to organizational units so that each organizational unit is financed by a specific budget 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 are one-to-one, that is, a budget unit can only finance one organizational unit. Budgets can be copied.
You
assign financial resources to each budget unit.
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 budgets that have already been released.
© SAP AG
HR053
4-12
Compensation Management: Categories and Infotypes
Compensation categories
Infotypes
Fixed
Basic Pay (IT 0008)
Variable
Basic Pay (IT 0008)
Additional Payments (IT 0015)
Employee Comp. Adjustment (IT 0380)
Awards (IT 0382)
Long-term incentives
SAP AG 1999
The compensation category determines
adjustment or grant an award.
which infotype records are created when you activate an
Fixed compensation adjustments
create a record of infotype 0008 Basic Pay and a record of infotype 0380 Compensation Adjustment. Examples: basic payments are fixed compensation components.
Variable compensation
adjustments create a record of infotype 0008 Basic Pay or infotype 0015 Additional Payments (depending on how you set up your variable compensation components) and a record of infotype 0380 Compensation Adjustment. Examples: bonus payments are variable compensation components.
Long-term incentives
Examples: shares.
© SAP AG
create a record of infotype 0382 Awards.
HR053
4-13
Compensation Administration
Adjustment reason
Adjustment
Compensation area
Budget type
Compensation component
Guidelines
Eligibility rules
Category
SAP AG 1999
Using an
adjustment reason, you can depict your compensation program in the SAP R/3 System. For example: annual salary review, annual bonus, etc.
An
adjustment reason can include one or more adjustment types. The annual compensation review, for example, could consist of a salary increase, bonus, and cost-of-living allowance.
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 category is indirectly assigned to
component.
© SAP AG
the adjustment type via the compensation
HR053
4-14
Compensation Adjustment: Guidelines z Guidelines determine how compensation adjustments
(and awards) are calculated
z There are three types of guideline: Fixed
5%
400 UNI
100
One-, two-, or three-dimensional matrix - Level - Performance - Length of service
User-defined User exit
SAP AG 1999
Guidelines
enable you to depict the calculation methods used to calculate your compensation adjustments.
There are three types
of guideline: 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 mere guidelines, which means management or the compensation administrator can change them when managing compensation adjustments.
Matrix guidelines
use a one-, two-, or three-dimensional matrix to determine how the adjustment must be calculated (on the basis of one, two, or three criteria). A merit bonus, for example, could be based on two criteria: the result of an employee appraisal and the pay grade.
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.
Guidelines
© SAP AG
are optional.
HR053
4-15
Matrix Guidelines (1)
Performance
Good
Average
Poor Below
Compa-ratio
Exact
Below
10
5
15
Seniority SAP AG 1999
Matrix guidelines
determine how a compensation adjustment is calculated using a one-, two-, or three-dimensional 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
© SAP AG
HR053
4-16
Matrix Guidelines (2) Guidelines for an employee with the following characteristics: 1. Was assessed as "very good" in performance appraisal 2. Has worked at the enterprise for one year 3. Is in the middle of his or her pay grade range Very good
Good
Length of service Dimension 2 0-2 years 0-2 years 0-2 years 3-5 years 3-5 years 3-5 years 6-10 years 6-10 years 6-10 years 10+ years
Average
Compa-ratio Dimension 3 below at midpoint above below at midpoint above below at midpoint above below
Poor
Default amount 150.00 140.00 130.00 200.00 190.00 180.00 240.00 230.00 220.00 270.00
SAP AG 1999
Once
the user has defined all dimension segments, he or she must assign a default value or percentage for compensation to every possible combination of dimensions.
The default
values (intervals are also allowed) can be overwritten. Customizing enables you to determine minimum/maximum values and how the system reacts to the values being underused or exceeded.
© SAP AG
HR053
4-17
Compensation Adjustment: Eligibility Rules and Groups z The criteria on which employee participation in a
compensation adjustment (and award) is based are defined using a rule.
z For example, the following criteria are possible: Hiring date or length of service Number of working hours Customer-specific
z Eligibility groups specify eligibility criteria within an eligibility rule. Rule
Group
Bonus Bonus
Criteria LOS 12 months
Board
LOS 06 months
SAP AG 1999
When
you create a compensation adjustment (or award) such as an increase in merit bonus, you can determine who qualifies for participation in the adjustment. If all employees at the enterprise qualify for the adjustment, qualification rules are not required.
If
a compensation adjustment is subject to qualification criteria, such as a three-month length of service, a rule must be defined.
Such
criteria can be based on length of service, for example, the number of working hours, the pay scale, pay grade, salary, or performance.
If
you want to except individual employees from the criteria, use infotype 0381 Compensation Eligibility. In this way, you can invalidate the three-month length of service criterion for new employees, for example.
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.
© SAP AG
HR053
4-18
Compensation Adjustment
z Effective date of adjustment z Calculation base of compensation adjustment z Adjustment amount depending on the
compensation adjustment
Calculation base (wage type/s) Guideline - optional
SAP AG 1999
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.
The effective
date of the compensation adjustment can be based 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.
The wage
type used as a calculation base can consist of one or several wage types. Example: you want to provide your employees with a percentage adjustment that is based on the salary and cost-ofliving allowance wage types.
You
can also specify whether a guideline is used in the calculation (this is optional).
© SAP AG
HR053
4-19
Administration of Compensation
Plans activated activated Plans
Select employees employees Select
Bonus S. O’Hara 1000.00
Select method method Select Management approves approves plans plans Management
Management
Award salary salary increase, increase, etc. etc. Award
Management rejects rejects plans plans Management
Submit plans plans for for approval approval Submit SAP AG 1999
There are four
Management:
ways of awarding employees with compensation adjustments in Compensation
•
The Compensation Administration component (illustrated above): This method enables you to award individual employees with compensation adjustments.
•
Mass Maintenance This method enables you to use an Excel table to award a whole group of employees with several compensation adjustments.
•
Manager’s Desktop This method enables management to use an intuitive, graphical user interface to change salaries and award performance-based increases and bonuses.
•
Appraisal Owing to complete integration with the Appraisal System of the Personnel Development component, you can award an employee with a compensation adjustment immediately after holding his or her performance appraisal.
© SAP AG
HR053
4-20
Compensation Administration: Employee Selection
Three methods of selecting employees for compensation administration
Processor view
Organizational unit
Ad Hoc Query
SAP AG 1999
The initial
compensation administration screen includes several options for generating a list of employees for compensation administration: •
Processor view This method enables you to select employees from organizational units for which you are responsible. In this instance, you usually hold the chief position within the organizational unit. This method also enables you to select employees from other organizational units, that is, from an organizational unit within a structure to which you are assigned.
•
Organizational unit This method enables you to select one or more organizational units directly by simply entering the organizational unit’s name or key.
•
Ad Hoc Query This method enables you to select employees or organizational units using other criteria if, for example, you want to generate a list of all employees who belong to a specific payroll area or employee subgroup.
© SAP AG
HR053
4-21
Granting Compensation to Individual Employees Adjustment
Edit
Goto
System
Help
Maintain Compensation Adjustment Seamus O’Hara
Seamus O’Hara Winnie Chung Sharon Armstrong
Increase
Annual bonus
Valid from:
01.01.2000 to
Effective date
01.03.2000
Wage type
Amount
31.12.2000
Rodney Washington Iffat Patel Shavon Whitmar Jose Vega ...
% increase
Salary increase
6.5
Salary adj. Calculation base Total increase New total amount
4 84,000.00 UNI 8,820.00 UNI 92,820.00 UNI
Annually 10.50 %
SAP AG 1999
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.
© SAP AG
HR053
4-22
Mass Maintenance: Overview
Bonus Salary 5,000 UNI 7.5 % Severaladjustments adjustments Several
Severalemployees employees Several
Guidelinesand andeligibility eligibility Guidelines
Exceltable table Excel SAP AG 1999
The mass
maintenance function enables you to grant several compensation adjustments to a whole group of employees using an Excel table that is integrated with the SAP R/3 window.
Mass maintenance enables you
guidelines.
© SAP AG
to use functions for eligibility, percentage adjustments, and
HR053
4-23
Mass Maintenance: Excel Table Adjustment
Edit
Goto
Extras
System
Help
Maintain Compensation Adjustment Change by percent
1
File
Edit
View
Insert
Format
Annual compensation review
Extras
Data
Window
?
2
Planning period 2000 Time unit: Annually
4 Annual adjustment
Name
Effective as of
Ms Iffat Patel Mr Roger Washington Winnie Chung
3
01.01.2000 01.01.2000 01.04.2000
Salary increase Salary increase Salary Status Calc. base (UNI) Amount (UNI) Percentage Amt 84,000.00 5,460.00 6.5 Planned Planned 56,500.00 2,825.00 5.0 Planned 37,250.00 2,421.25 6.5 10,706.25 6.0 6.2%
Sheet 1
SAP AG 1999
1
Excel is loaded to the SAP R/3 window. The Excel window enables you to use all SAP compensation administration functions, and to display all additional information such as budget and guideline data.
2
The adjustment reason you are currently using, and the planning period and time unit used for the displayed amounts.
3
List of the employees you selected whose compensation you want to adjust.
4
This area within Excel contains all adjustment information such as the effective date, adjustment status, calculation base, adjustment amount/percentage, wage type, and budget.
To award an
adjustment, simply enter the appropriate amount or percentage for your employees. To update the data displayed in the Excel window, choose Refresh. This enables you to determine the remainder of the budget, for example.
To
upload the data into the SAP Compensation Management component, choose Back. You can then save the data in the usual manner.
New
for 4.6C: You can configure columns in Customizing. This enables you to determine which fields are displayed in the search area when the Free search function is used, and which fields are displayed in column configuration when compensation is adjusted using a spreadsheet.
© SAP AG
HR053
4-24
Awarding Compensation After an Appraisal 1. Finish appraising your employees.
Employee Appraisal Appraisal Employee Please complete by: 10.11.2000 5 = Excellent 4 = Above average 3 = Average 2 = Below average 1 = poor
1. Team spirit 2. Problem-solving skills 3. Management and leadership skills
2.
Complete
Plan. period
2001
Adjustment
BONUS
3. Award your employee a compensation adjustment, such as a bonus.
SAP AG 1999
When
you finish appraising an employee using the Appraisal System of the Personnel Development component, further processing is triggered. This takes you straight to the Compensation Administration component, which enables you to award your employee a compensation adjustment.
© SAP AG
HR053
4-25
Workflow for Approval and Activation Procedure
Head of department of higher-level org. unit
Manager Submits adjustments
Rejects adjustments
Changes adjustments Approves adjustments
Resubmits adjustments
Activates adjustments
SAP AG 1999
Example
of a workflow in compensation administration:
•
The manager of an organizational unit plans compensation adjustments for his or her employees. Using workflow, he or she sends the appropriate list to the head of department of the higherlevel organizational unit. The adjustments have the submitted status.
•
The head of department receives the suggested adjustments for approval. If the adjustments are approved (status: approved), they are forwarded to the HR administrator for activation. If the adjustments are rejected, they are returned to the manager.
If
the HR administrator activates the compensation adjustment, the system creates new records of infotypes 0008 Basic Pay and 0015 Additional Payments for the appropriate employees. The system also creates a record of infotype 0380 Compensation Adjustment for each employee and adjustment type so that you can track the compensation received by an employee.
© SAP AG
HR053
4-26
Long-Term Incentives z Long-term incentive plans z Different types of long-term incentive z Vesting rules and schedules z Change events z Life events
SAP AG 1999
Long-term incentive
plans determine how many shares are available for a particular plan, such as stock option plan 2001.
The Compensation Management
•
Incentive stock options
•
Nonqualified stock options
•
Performance shares
•
Performance units
•
Restricted stock
component supports five different types of long-term incentive:
Vesting rules
and schedules are used to determine when an employee can exercise his or her right to receive an award, and the amount of this award that can be exercised. Example of cliff vesting: all options are vested after three years.
Change
events are reasons to change subscribed options. They affect the option price. Example: a stock split agreed upon by the Executive Board.
Life events are triggered
by individual employees or by the enterprise itself. Examples: business combination, marriage, death, or retirement. Life events usually change the vesting schedule.
© SAP AG
HR053
4-27
Administration of Long-Term Incentives
Buy, buy ...!
Stockholders’ approval approval Stockholders’
Granting Granting
Exercising Exercising
Vesting Vesting
Life events events Life
Cancellation, expiration, expiration, forfeiture forfeiture Cancellation, SAP AG 1999
This is the
general process used in HR departments to grant and manage awards. In this instance, we 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.
First,
you grant awards. To do so, you select an award and then determine how you want to select your employees.
You
grant awards to eligible employees. You can use guidelines to determine how many options an employee receives on the basis of predefined criteria, such as appraisals, seniority, etc.
An
employee’s award 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 awards. In this instance, the shares are added to the total number of shares vested in this plan.
At
this point, it is also possible for a life event to occur. For example, the employee could get married. In this instance, the vesting schedule could change.
The vesting restrictions cease
keep or sell the shares.
to apply, and the employee can now exercise his or her awards and
New
for 4.6C: An ESS service now enables employees to use the intranet to exercise awards which they have been granted and which have been vested. This ESS service triggers a workflow that informs the HR administrator of the fact that an employee has exercised his or her options.
© SAP AG
HR053
4-28
Workflows for Long-Term Incentives Subsequent activities
Exercising
Workflow
Activities subsequent to exercising HR administrator
Employee
Expiration after 2 months
Exercise?
Workflow
Expiration of an award
R/3 System
Employee
SAP AG 1999
There are two
workflows for managing awards:
Activities subsequent to exercising: This workflow enables you to inform the HR administrator of the fact that an employee has exercised an award so that the administrator can take all the necessary steps (such as buying the shares for the employee).
Expiration of an award: This workflow enables you to send your employees a reminder two months before their awards expire, for example.
© SAP AG
HR053
4-29
Total Compensation Statement z Overview of all elements of compensation and anything else received by an employee (such as benefits) z User-definable form with standard categories, such as: Payment (payroll data) Salary
Bonus
Miscellaneous compensation Awards
Benefits Insurance
Company car
z Print standard letters (for individual employees or for entire departments using mass printing) z ESS service SAP AG 1999
An
HR administrator can generate and print several total compensation overviews. They can then be sent to employees.
The total
compensation overview includes three functions that can be used by the appropriate user groups at your enterprise:
•
Display total compensation overview
•
Print total compensation overview Test runs are possible.
•
Display personal total compensation overview via the Internet
© SAP AG
HR053
4-30
Compensation Management: Unit Summary
You are now able to: z Describe the most important functions of Compensation Management z Display a budget structure z Describe the process of compensation administration z Describe how the components within the compensation procedure fit together
SAP AG 1999 SAP AG
© SAP AG
HR053
4-31
Compensation Management Exercises Unit: Compensation Management Topic: Compensation Administration
At the conclusion of these exercises, you will be able to: • Create a new budget • Manage merit bonuses • Check bonuses The head of department has decided to award her employees a merit bonus in recognition of their hard work. As compensation manager, you are responsible for creating budgets and for managing and checking the bonuses granted to the ##administration department.
1-1
Grant a bonus budget for the current year to the ##administration organizational unit. Release the budget for distribution.
1-2
Perform a compensation adjustment for the ##administration department. Submit, approve, and activate the adjustments.
1-3
Access master data to check the adjustments performed in compensation administration. Check Basic Pay (IT 0008) for George Vega (personnel number 50993##). Check Additional Payments (IT 0015) for George Vega.
© SAP AG
HR053
4-32
Compensation Management Solutions Unit: Compensation Management Topic: Compensation Administration
1-1
Grant a bonus budget for the current year to the ##administration organizational unit. Choose Personnel Management -> Compensation Management -> Budgeting -> Structure -> Create 1-1-1
Create a new bonus budget by maintaining the following data on the initial screen: Select the Bonus budget type. Enter the current year as the name of the budget period. Enter ##admin as the budget unit abbreviation. Enter ##bonus admin as the budget unit name. Select the Financing display option. Choose Create.
1-1-2
This takes you to the Change Budget Structure view. Assign the budget the UNIs to be distributed. Place the cursor on the amount of 0.00 below the Total budget header. Choose Overwrite budget. In the Overwrite Budget Value dialog box, enter 15,000 in the New budget amount field and choose Save.
1-1-3
Assign the budget to your organizational unit. Place the cursor on the budget. Choose Assign financed units. In the Select Organizational Unit dialog box, select your organizational unit ##admin. Choose Continue.
1-1-4
Release the budget for distribution. Select the budget. Choose Budget structure -> Set status -> Release In the dialog box, choose Yes. Note: once the budget has been released, it can no longer be changed. Choose Exit and go back to the SAP menu.
© SAP AG
HR053
4-33
1-2
Perform a compensation adjustment for the ##administration department. In the Personnel Management menu, choose -> Compensation Management -> Administration -> Adjustments -> Change Select the current year as the Planning period and Bonus plan as the compensation type. In the search area, select the employees assigned to the ## administration organizational unit. Double click on George Vega. 1-2-1
Apply the bonus by choosing Apply guidelines.
1-2-2
Grant George Vega a merit bonus for the current year. Select the Performance-related compensation adjustment type. Select a Percentage rate of increase of 5 %. Confirm the increase by choosing Enter. Choose Save.
1-2-3
Submit the compensation adjustments, approve them, and then release them. (For the purpose of these exercises, the following steps are performed in quick succession. In practice, this is a time-consuming, step-by-step procedure.) In the Change Compensation Adjustment view, choose -> Edit -> Set status > Adjustment type -> Submit In the Change Compensation Adjustment view, choose -> Edit -> Set status > Adjustment type -> Approve In the Change Compensation Adjustment view, choose -> Edit -> Set status > Adjustment type -> Activate Note: once a compensation adjustment has been activated, it cannot be cancelled. To return to the SAP menu, choose Exit.
© SAP AG
HR053
4-34
1-3
Use Personnel Administration to check the data records created by the compensation adjustment. 1-3-1
Check Basic Pay for George Vega. In the Personnel Management menu, choose -> Administration -> HR Master Data -> Display In the Personnel number field, enter 50993##. Select the Gross/net payroll tab page. Select the Basic Pay infotype. Choose Display. Check the data that is now displayed, and then choose Back.
1-3-2
Check Additional Payments for George Vega. Select the Gross/net payroll tab page. Select the Additional Payments infotype. Choose Display. Check the data that is now displayed, and then choose Back.
© SAP AG
HR053
4-35
Personnel Cost Planning
Contents: z Cost Planning methods
z Personnel Cost Planning based on projected pay
SAP AG 1999
© SAP AG
HR053
5-1
Personnel Cost Planning: Unit Objectives
At the conclusion of this unit, you will be able to: z Describe Personnel Cost Planning methods
z Perform a simulation with wage elements (projected pay)
SAP AG 1999
© SAP AG
HR053
5-2
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
5HFUXLWPHQW 5HFUXLWPHQW
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
SAP AG 1999
© SAP AG
HR053
5-3
Personnel Cost Planning: Business Scenario
z To project costs for the next year, heads of department perform cost planning for their departments.
SAP AG 1999
© SAP AG
HR053
5-4
Central Functions in Personnel Cost Planning z Cost planning and forecast
z Link with MS Excel
according to cost center/organizational unit/orders or projects percentage / absolute
z SAP business graphics z Integration with Cost
Accounting (CO)
z Simulation of personnel and
z Integration with Quota
organizational changes
Planning in Organizational Management
z Comparison of plan scenarios Actual / planned Survey Trends Reorganization
SAP AG 1999
Personnel Cost Planning supports
business decision processes. With Personnel Cost Planning you can: •
Generate a preview of personnel costs
•
Compare planned/actual personnel costs
•
Forecast wages, salaries, and other cost items based on simulated, planned, or actual payroll results for vacant and occupied positions
Personnel Cost Planning is considerably better than
other cost planning tools, because it takes into account vacant positions, allowing you to plan costs much more precisely. With Personnel Cost Planning you can also take into account organizational changes such as personnel reduction or personnel growth in your planning. This is particularly helpful if you are planning a reorganization in your company.
Cost
data is taken from the organizational units contained in the organizational structure. You can select a single organizational unit, several organizational units, or the entire structure. If you want to group certain organizational units together in separate areas, for example international subsidiaries, you can put them together in various scenario groups.
The system performs
cost planning by creating and comparing different plan scenarios. A plan scenario contains a certain amount of calculation results. These results can be actual costs, projected costs, or planned costs for a fixed period.
© SAP AG
HR053
5-5
Account Assignment Objects
Cost planning for organizational units
Cost planning for projects
Cost planning for cost centers
Cost planning for orders
SAP AG 1999
Cost
planning is always performed for organizational units.
As
a result of enhancements in the area of Cost Distribution, the system can perform cost planning for cost centers, orders, and projects.
When
performing cost distribution in Organizational Management and in the Cost Distribution infotype (0027) in Personnel Administration, you can also enter orders and projects.
© SAP AG
HR053
5-6
Personnel Cost Planning Methods
Projected pay:
Basic pay:
Wage elements that are assigned to organizational units, jobs, work centers and positions
Wage types that are assigned to particular people
Payroll results: Actual amounts that were paid out to employees in a previous or simulated payroll period
SAP AG 1999
Depending on
the goal of your cost planning analysis, select one of the available planning bases. For determining actual costs, SAP recommends that you create plan scenarios using either basic pay or payroll results. These two planning bases provide the most exact data for determining actual costs.
If
you want to create a comprehensive personnel cost plan, use projected pay as your planning basis. With this method you can work with costs that other personnel systems usually cannot handle. Example: A manufacturing company often has to replace machinery, and consequently retrain its employees. This company might want to include training costs in its personnel costs.
Note:
When it uses basic pay, the system gets the data necessary for cost calculation directly from Personnel Administration. The system uses wage types, which are assigned to employees in order to determine costs (actual costs only).
When it
uses payroll results, the system gets the data necessary for cost planning from an actual run in Payroll (actual costs only).
Note:
If performing cost planing using basic pay or payroll results, you can employ an SAP enhancement to delete information (for example, wage types) or add customer-specific information (for example, bonus payments).
© SAP AG
HR053
5-7
Cost Planning Using Projected Pay
Cost Planning Basic salary Bonus
Cost planning for organizational unit
Training
Job/position
Organizational unit
Cost center
Cost object
Cumulated costs according to organizational unit
Cumulated costs according to cost center
Costs according to job, position, and so on
SAP AG 1999
When it
uses projected pay, the system gets the data necessary for calculating costs from the Cost Planning infotype (1015). In this infotype you can specify personnel costs by assigning wage elements to cost objects such as organizational units, jobs, positions, and work centers. Wage elements represent the various costs that make up the entire cost of employing staff. They include, for example, wages, salaries, benefits, training costs, and so on. Wage elements can be valuated directly or indirectly. The value of indirectly valuated wage elements is stored in a Customizing table, the value for directly valuated wage elements in the cost-producing object. You can enter the value for directly valuated wage elements manually.
When
you perform cost planning, you can display and change the cumulated personnel costs according to organizational unit, cost center, or cost object.
© SAP AG
HR053
5-8
Simulation Options z Change number of positions z Change wage elements Generally change percentage or
absolute value of a wage element
Assign new wage elements
Salary: 60,000 Bonus: 5000
Change wage elements for
positions, jobs, organizational units, or work centers by a percentage or fixed amount (direct valuation) Increase salary by 5% Salary: 63,000 Bonus: 5000
SAP AG 1999
If
you want to add positions to an organizational unit, double click on the organizational unit to see which positions are already assigned to it for planning purposes. To add positions, you can select from this position list; you can see the validity periods on the cost planning screen.
If
you increase the value of a selected wage element, the increase is transferred to each object that is assigned to the wage element. Such increases are made as a percentage.
The increase is
valid for directly and indirectly valuated wage elements. In other words, the increase affects both wage elements with default values, and wage elements with manually entered values for particular objects. The increase does not apply to wage elements that are expressed as a percentage.
Changes
to wage elements are only valid in the respective current plan scenario. The original wage elements remain unchanged.
The current
© SAP AG
value tells you the updated value; the reference value is the original.
HR053
5-9
Business Graphics
Personnel Costs Annually
DEM (thousands)
400 200 0
Versions Organizational unit HR
Comp./Ben. Lab.rel. HR Admin. Dev./Educ. Payroll
Organizational unit 350
DEM (thousands)
Organizational unit
300 250 200 150 100 50 0
Current
01 PP FISHER
HR
Comp./Ben.
Lab.rel.
HR Admin.
Dev./Educ.
Payroll
SAP AG 1999
If
you want to display cost data of a scenario in graphical form, choose SAP Business Graphics. SAP Business Graphics displays cost item data in various graphical formats. You can display graphics at the organizational unit or at the position/job level.
Business
Graphics displays reference values and current figures as 3-dimensional bar charts. This graphical presentation makes it easier to compare values. It is also much easier to compare cost developments in the various organizational units or cost centers.
Business
Graphics allows you to display plan data in different formats. You can also set views, fonts, colors, and so on, using menu paths.
If
you want to use your graphic in other applications, you can copy it to the buffer.
© SAP AG
HR053
5-10
Save Plan Scenario
HR Human Resources Planning HR
Sales Production Financials
Plan scenario
01 HR
HR Planning
01/01/2000
12/31/2000
Scenario group
PERS DEPT
Comments
annually in DEM
Password
************
Password
************
SAP AG 1999
When
you have finished calculating planning costs, save the plan scenario.
Plan
scenarios are divided into scenario groups. A scenario group is a discrete cost calculation, which covers a specified area of your enterprise. It could, for example, belong to Manufacturing or Sales. It could also cover the entire enterprise. It is up to you which areas of your enterprise are covered by which scenario group. New in 4.6C: A link between generic object services and scenario groups allows you to send scenario groups including attachments (in various formats) within the SAP R/3 System. Users can subscribe to scenario groups. Whenever a scenario group is changed, subscribed users receive an email telling them that a change has been made.
When
you save the plan scenario, enter a unique group name in the Scenario group field. If this scenario group is the first of a new plan scenario, you must also enter a two-character alphanumeric key and a short-text description for the plan scenario itself in the Plan scenario fields.
For
all other groups in the plan scenario, use the same scenario name, but a different group name in the Scenario group field.
Note:
In addition, there is an interface with the table calculation program Microsoft Excel, so that you can perform cost calculations there using the cost data. This option, however, only involves a one-way data transfer. This data can be exported to an Excel file, but you cannot import it back into the R/3 System from there.
© SAP AG
HR053
5-11
Transferring Costs to Cost Accounting
3. Transfer:
1. Create Plan 2000
0.93
0.57
0.61
2.11 million UNI
2. Release
Cost Accounting
Plan 2000
0.93
0.57
0.61
2.11 million UNI SAP AG 1999
Once
you have created cost planning data, you can transfer it to Cost Accounting.
Cost
planning data is released in Personnel Cost Planning Administration. The system displays a list with all the cost planning data that has been created. From this list you can select the data that must be released for transfer.
The transfer
of the cost planning data takes place in HR as part of the the planning aids for planning cost centers. Controlling now has the option of integrating the data from Personnel Cost Planning in the enterprise-wide budget.
© SAP AG
HR053
5-12
Transferring Results to Controlling Plan version -
Plan scenario: released
Current plan +
-
Test - all depts
01.01.1999 - 31.12.1999
Executive Board
01.01.2000 - 31.12.2000
Sales
01.01.2000 - 31.12.2000
Human Resources
01.01.2000 - 31.12.2000
Plan scenarios to be released
2000
Controlling area 0001
Fiscal year
Controlling area
Step1: 1: Step
Release plan planscenario scenario Release
Step2: 2: Step
Select controlling controllingarea areaand andfiscal fiscalyear yearfor forplan planscenario scenario Select
Step3: 3: Step
Transferresults resultsto toControlling Controlling Transfer
SAP AG 1999
When transferring data to
Controlling, the system displays a list of all account assignment objects, for example projects, orders, cost centers with cost objects, and the total amount for each account assignment.
Before
you can transfer cost planning data to CO, you must release a plan scenario. The release procedure comprises a consistency check, which allows you to determine the compatibility of the data for Controlling purposes. Then the system specifies the necessary CO fiscal years, and adjusts the HR data accordingly.
You
can now transfer the results directly to Controlling, by selecting a plan scenario with controlling area and fiscal year, and following this menu path: Plan scenario -> Transfer to Controlling -> Post (test run) / Post
You
can first post the results in a test run, to check the data once more before the actual transfer. When transferring data to Controlling, the system displays a protocol, in other words a list of all account assignment objects, for example projects, orders, cost centers with cost objects, and the total amount for each account assignment.
For
• •
more information, see the SAP Library:
Personnel Cost Planning Æ Integration with Controlling (CO) Æ Releasing scenarios
Personnel Cost Planning Æ Integration with Controlling (CO) Æ Transferring data to CO
© SAP AG
HR053
5-13
Integration of Personnel Cost Planning with Quota Planning/Organizational Management
Creating Positions Removing Positions
SAP AG 1999
The integration of
Personnel Cost Planning with Quota Planning in Organizational Management allows you to create new positions in Organizational Management. You can also depict a reduction of positions. This data is stored in the Quota Planning infotype (1019).
When
you create a scenario group in Personnel Cost Planning, you can select the planned positions that the system takes into account during planning.
When
you create positions, the system depicts the additional staff in the corresponding scenario group in Personnel Cost Planning. The payroll information comes from the Cost Planning infotype (1015) of the corresponding position.
© SAP AG
HR053
5-14
Personnel Cost Planning: Unit Summary
You are now able to:
z Describe Personnel Cost Planning methods z Perform a simulation with wage elements
SAP AG 1999 P AG S
© SAP AG
HR053
5-15
Personnel Cost Planning Exercises Unit: Personnel Cost Planning Topic: Personnel Cost Planning
At the conclusion of these exercises, you will be able to: • perform cost planning for your organizational unit using projected pay • change cost items and use them for a percentage increase
To project costs for the next year for your department, Research and Development, in the Caliber a Bicycle Company, you perform personnel cost planning.
1
Start Personnel Cost Planning based on projected pay for the Research and Development department of the Caliber a Bicycle Company in the current plan version, and use one of the following currencies: DEM, FRA, or USD. Create a percentage increase of the cost item CP-BENEFITS. Save your cost planning data as plan scenario ##.
© SAP AG
HR053
5-16
Personnel Cost Planning Solutions Unit: Personnel Cost Planning Topic: Personnel Cost Planning
1
Start Personnel Cost Planning based on projected pay for the Research and Development department of the Caliber a Bicycle Company in the current plan version, and use one of the following currencies: DEM, FRA, or USD. In the Personnel Management menu, choose Personnel Cost Planning o Scenario Group o Create o Projected pay 1-1
On the initial screen, enter the following data: Plan version
Current plan
Org. unit
Research and Development
Period
Annually
Currency
Choose one of the following currencies: DEM, FRA, USD
Choose Create. 1-2
The view Change Personnel Costs: Overview Organizational Units shows the organizational units subordinate to the selected organizational unit. Double click on an organizational unit to display the cost objects (jobs) of the selected department.
1-3
The view Change Personnel Costs: Cost Objects per Organizational Unit displays the cost objects (jobs) within an organizational unit. Double click on a cost object to display the cost items connected with the job.
1-4
The Change Cost Items: Cost Items per Cost Object view shows the cost items belonging to a cost object.
1-5
Select the cost item CP-SALARY and set an indicator in column D (direct valuation). In the Amount field, enter an amount higher than the value displayed in the Current amount column. Choose Enter.
1-6
Choose Back to go back to the job list.
© SAP AG
HR053
5-17
1-7
To depict a 5% increase, choose Change cost items. In the Change cost items dialog box, enter the cost item CP-BENEFITS and the increase percentage. Choose Check /Enter. Result: the current amount in the job list has been increased by 5%. Choose Change cost items.
1-8
Choose Back again. Note that your changes can be seen in the current amounts for the jobs.
1-9
Choose Save and enter a plan version and a text in the dialog box that appears. You can also (optionally) create a password. Save your entries.
© SAP AG
HR053
5-18
Travel Management
Contents: z Trip entry scenarios z Travel Expenses z Payment of travel expenses
SAP AG 1999
© SAP AG
HR053
6-1
Personnel Cost Planning: Unit Objectives
At the conclusion of this unit, you will be able to: z Explain how Travel Management is situated in the overall SAP System and how it is integrated with other SAP modules z Name the infotypes that are required for the component Travel Expenses z Record and settle trip data using different scenarios z Name the different forms of payment for travel expenses
SAP AG 1999
© SAP AG
HR053
6-2
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
5HFUXLWPHQW 5HFUXLWPHQW
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
SAP AG 1999
© SAP AG
HR053
6-3
Travel Management: Business Scenario
z You have booked an employee for an external business event. z The employee has to travel to the event location and needs, therefore, to submit a travel request; the responsible travel assistant then books the necessary resources and has the trip approved by the responsible manager so that the travel expenses can be reimbursed. z Then the trip is settled. The employee receives a statement and is reimbursed for the costs incurred.
SAP AG 1999
© SAP AG
HR053
6-4
The Travel Management Environment Travel request
• General trip data • Trip itinerary • Required travel items • Estimated total cost • Comments • Account assignment
Entry of Advances
Booking and Reservation System
Request and Approval via SAP Business Workflow®
Travel Planning • Flights • Hotels • Car rentals • Train (curr. Germany)
Credit Card Clearing
Amex, and others are supported
Optical Archive
Travel Expenses • Per diems • Miles/kms distribution • Receipts • Advances • Cost distribution
Travel Expense Controlling
Data transfer via ALE:
Financial Accounting, Cost Accounting, HR Payroll, Funds Management SAP AG 1999
SAP
Travel Management accompanies all the processes for handling trips and integrates them in the settlement, taxation and reimbursement cycle. This includes not only the requesting, planning and booking of trips, but also the settlement of travel expenses and the transfer of the settlement results to other business functional areas.
The modular
structure of Travel Management makes it possible for you to use any combination of the individual sub-areas, whereby Travel Expenses functions as the basic component. The optimum benefit is attained using all three sub-areas, entering the HR master data only once.
The usage
of SAP Business Workflow supports the decentralized entry of trip facts. The advantage of this is that all the persons involved in the approval process are linked via the SAP System, increasing the efficiency of the approval process.
You
can implement the current release of SAP Travel Management independently of the R/3 application infrastructure. The SAP ALE technology (Application Link Enabling) provides the necessary communication to the R/3 applications of earlier releases.
In
addition to various reporting possibilities in Travel Management itself, the SAP Travel Management is also linked to the SAP Business Information Warehouse.
© SAP AG
HR053
6-5
The Travel Management Cycle Travel plan
Approval Travel Expense Statement
Travel assistant Approving manager Travel exp. reimbursement
Travel request
Traveler
Traveler
Travel administrator
SAP AG 1999
The Travel Management
module enables you to carry out the complete range of procedures from entering a travel request, and approving it, to posting the actual travel expenses and carrying out possible revisions and retroactive accounting.
© SAP AG
HR053
6-6
Travel Management: Environment HR Administration -
Name Org. Assignment Cost Distribution Travel Privileges Personal Profile Preferences
HR Personnel Master
Views - For an exact date - Tax-free - Enterprise-specific Trip facts (including ESS) -
Planning and Settlement of Trips
Trip duration Flights, hotels Receipts Opt.archive f.receipts Cost assignments Destinations Advances
Travel services External reservation system
Travel Management
FI / CO HR Payroll
Generate results
Statement for the employee Reporting
FI Financial Accounting
CO Cost Accounting Non-SAP Systems
HR Payroll Non-SAP Systems
Data medium exchange for cred.institutions
SAP AG 1999
The Travel Management
component includes all necessary functions for dealing with business trips: travel request, approval, settlement and, if needed, corrections and retroactive accounting.
HR
master data and the control parameters stored in views, as well as entered trip facts all flow into Travel Planning and Travel Expenses. Travel services can be reserved and booked using an external reservation system. Subsequent revisions are also taken into consideration.
The settlement
results can be forwarded to Financial Accounting (FI), Payroll or non-SAP systems. Payment via data medium exchange is equally possible.
© SAP AG
HR053
6-7
Infotypes in Travel Management
Infotype
Name
0001 0002
Organizational Assignment
0017 0006
Travel Privileges Addresses
0009 0027
Bank Details Cost Distribution
0470 0471
Travel Profile Flight Preference
0472 0473
Hotel Preference Car Rental Preference
0474 0475
Rail Preference
Personal Data
Optional
Travel Planning
Customer Program
SAP AG 1999
Each
employee must have at least the following infotypes before going on a business trip:
•
Organizational Assignment (0001)
•
Personal Data (0002)
•
Travel Privileges (0017)
The personnel action
Hiring (TE Mini Master) contains exactly the infotypes necessary for Travel Management and presents them, one after the other, for initial entry. Existing HR Master Data can be changed or supplemented at any time.
In
addition, the infotypes Addresses (0006) and Bank Details (0009) are necessary if you:
•
Want to generate vendor master records in FI for the corresponding personnel numbers in HR automatically
•
Utilize a form of data medium exchange (DME)
The infotype
Cost Distribution (0027) offers you the option to distribute the total costs of a trip to different cost centers.
The infotypes
Actions (0000) and Settlement Status (0003) are automatically created when an employee is first hired.
If
you want to use the Travel Planning component, you also require the infotypes Travel Profile (0470), Flight Preference (0471), Hotel Preference (0472), Car Rental Preference (0473), Rail Preference (0474) and Customer Program (0475).
© SAP AG
HR053
6-8
Travel Privileges Pers. no. Employ.group EmplSubgroup
Valid
00098020 1 Active
Name
Pers.area DU Salaried employee
Chris Miller 1000 Hamburg 3200 Marketing
10.23.XXXX - 31.12.9999
Groupings
Employee has trips
R.grp M/A statutory R.grp M/A enterprise E.grp expense type 1 E.grp Travel Management
All employees All employees Group 1 All employees
Travel Costs
R.grp travel costs Vehicle type Vehicle class License plate number
Trips assigned
Company code changes All employees Car All vehicle classes
Change permitted
Assignments Company code Business area Cost center
0001 0001
SAP A.G. Business area 0001
SAP AG 1999
The employee’s
travel privileges are stored in infotype Travel Privileges (0017). They contain tax parameters for the settlement of travel expenses, such as car rule, reimbursement class and reimbursement group.
© SAP AG
HR053
6-9
Organizational Forms of Trip Data Entry
Traveler
Central Recording
Request Request // Travel Travel exp. exp. report report
Distributed Central Recording
Request Request // Travel Travel exp. exp. report report
Decentral Recording
Plan, create, and change travel requests
Travel assistant
Travel administrator Plan, enter and approve trips
Plan, create, and change travel requests
Check and approve trips
Check and approve trips
SAP AG 1999
There are two
different organizational forms for entering trip data:
•
Central entry
•
Decentral entry
Two
procedures can be distinguished in central entry:
•
Central entry of trip data after completion of a trip
•
Central entry of trip data with a travel request
In
decentralized entry, different organizational forms are possible, including:
•
Decentralized entry of trip data by a department office
•
Decentralized entry of trip data by the employee
Depending on
the organizational form used, you specify who carries out which functions (entering/changing of trip data, approval of trip data) or who is allowed to assign which status (request open/trip completed).
© SAP AG
HR053
6-10
Workflow for Decentral Entry: Approving manager el Trav Travel est requ request
Enter travel request
Traveler Trav Travel el requ request est
Travel Travel request request
Automatic e-mail
oved Appr e-mail
ted Rejec
Change travel request
Travel Travel request request ction Corre
Check Check travel travel request request
Travel request approved
Travel request rejected Travel request returned for corrections
SAP AG 1999
If
a travel request is submitted, the trip data is recorded by the employee in the system.
The employee’s
superior is authorized to approve the trip. The system automatically determines who the superior is on the basis of the structure organization maintained. The superior can approve the trip, send it back to the employee for corrections or reject it.
If
the trip is approved, the employee who submitted the travel request is informed by an automatically generated mail.
If
corrections are necessary, the superior writes a message as a workflow attachment. The employee receives a work item with this attachment. When the work item is executed, the transaction for changing the trip is started.
If
the travel request is rejected, the superior writes an explanatory message that the employee receives as a mail.
Note:
This procedure only functions for a travel expense report saved with the status Request. This means that this workflow is not available for new travel requests (in the travel manager).
© SAP AG
HR053
6-11
Workflow for Decentral Entry: Approve Trip Travel administrator
Approving manager el Trav Travel est requ request
Trav Travel el requ request est
Enter trip data
Trip Trip data data
Check trip data
Trip data consistent
Check expense reimbursement
Corrections necessary
Traveler Trave Travell reque request st
Reimbursement Reimbursement approved approved Trip Trip data data
Change trip data
Trip Trip data data returned returned for for correction correction
s ction Corre E-mail
d jecte Reje
SAP AG 1999
Reimbursement Reimbursement of of expenses expenses rejected rejected
After
his trip, the employee supplements the trip data in the system. In the expenses department, the trip data is checked as to whether it is plausible and consistent with the statutory and enterprisespecific provisions. The original receipts are also compared with the data. The trip can be forwarded to the superior or sent back to the employee for corrections.
If
corrections are necessary, the person responsible in the expenses department enters a message as a workflow attachment. The employee receives a work item with this attachment. To change the trip, he can perform the appropriate transaction directly from his Integrated inbox. When he saves the trip, the workflow is triggered again.
If
the trip data is consistent, the employee’s superior now verifies it. He can approve the trip, send it back to the employee for corrections, or reject it.
If
corrections are necessary, the superior sends a message. The employee receives a work item and can call the transaction for changing the trip immediately.
If
the trip is rejected, the superior sends an explanatory message that the employee receives as a mail.
© SAP AG
HR053
6-12
Trip Data Processing: Overview
11 Recording
Travel manager/Travel exp. manager Travel calendar Weekly report Trip advances
22 Central approval (Used for decentralized entry)
33 Settlement 44 Printing forms 55 Posting of travel expenses 66 Payment of travel expenses SAP AG 1999
© SAP AG
HR053
6-13
The Travel Manager
Welcome to the Travel Manager
• Creating a travel request • Booking flights, hotels, car rentals • Creating a travel expense report • List of all trips
Open trips of Chris Miller (personnel no. 1309)
SAP AG 1999
In
the Travel Manager the employee has a complete overview of all his trips (travel requests, travel plans and travel expense reports). Each of these objects can be created or changed from the travel manager. The travel manager was developed for the occasional user.
Each
company can decide whether it wants to use the travel requests, travel plans and travel expense reports together or only parts of them: •
With a travel request the employee expresses the intention of undertaking a business trip and forwards this, if necessary, to an internal travel center.
•
The travel plan can be used to plan a trip in detail and to book travel services. This process takes the travel preferences that are stored in the system as infotypes into consideration. A travel plan can be created by either an internal travel center or the relevant employee.
•
The travel expense report contains all trip facts relevant for settlement of travel expenses. They make up the basis for calculating reimbursement amounts, in accordance with the applicable country-specific legislation, and for posting them to Accounting. If amounts that are liable for income tax are incurred, they can be forwarded to Payroll.
The user
does not have to enter his personnel number for trip data entry, if it has already been assigned to him in the infotype Communication (0105), subtype 0001.
© SAP AG
HR053
6-14
The Travel Manager Data Areas
General Trip Data Date Time Trip beginning 02.03.XXXX 06:50 Trip end 02.05.XXXX 19:30 ... Additional destinations Trip advance Cost assignment for entire trip, if other than master CA Comments Per Diem Reimbursement Expense receipts Exp. receipt 001
on
02.03.XXXX
Amount ...
...
Additional information Comments Expense receipt cost assignment, alternative
SAP AG 1999
The different
entry masks of the Travel Manager have a "form structure", that is to say, they are structured like a paper form that you fill out from top to bottom.
Using the
Settings function you can decide how the entry mask is presented to you personally when you open the transaction. You can thus decide which data areas are to be open for entry and which are to be closed. These data areas all have a toggle that you can use to open and close the area as you require.
The data
area Expense receipts is structured differently here than in the travel expense manager. Here you first select the relevant expense type and enter supplementary data, such as the amount. The expense type is not added to the display list until you press the Copy button (or Enter, see the Settings function).
© SAP AG
HR053
6-15
The Travel Expense Manager Trip Data Display Results
PersonnelNo. 98020 Name
Chris Miller
General Trip Data Alternative cost assignment for...
Receipts Add.destinations Trip segments Deductions Advances
Comments
SAP AG 1999
The basic
data for trips is entered in General trip data. The data area Receipts is offered for entry first; from here you can branch to all the necessary follow-up screens via the other tab pages or via the menu. The default status defined in Customizing is set as soon as you save the trip.
Via
the Info center you can store data concerning contact person and traveler. You can also obtain information about exchange rates and per diems/flat rates.
In
the travel manager there is an input help for all the text fields, for country and region and for all account assignment objects. Your last entries are displayed in this input help as proposals. In Settings you can define the maximum number of entries that the input helps are to contain.
© SAP AG
HR053
6-16
Travel Expense Manager Functions Results
Approve
Settle
Cancel
PersonnelNo. 98020 Name
Chris Miller
Trip
Departure
Loc.
Ctry
Approval
Settlement
10023 10021 10018 10011 ...
08.09.XXXX 07.01.XXXX 06.25.XXXX 06.20.XXXX ...
Boston Paris London Hamburg ...
US... FR... GB... DE... ...
Trip approved Trip approved Trip approved Trip approved ...
to be settled settled settled settled ...
Functions Create
Change
Display
Results
Settle
Print
Approve
Copy
Delete
Cancel
SAP AG 1999
The Travel
Expense Manager was conceived as an expert transaction.
If
you do not know the personnel number of the person for whom data is to be processed, the entry options for the personnel number field give you various search criteria.
The following functions
•
Create
•
Change
•
Display
•
Display results
•
Settle
•
Print
•
Approve
•
Copy
•
Delete
•
Cancel
are available in the Travel Expense Manager:
On
the overview screen, specific trips can be chosen via Selection criteria. The destination, the reason for the trip, or the trip status can be used as selection criteria.
© SAP AG
HR053
6-17
Receipt Entry
Restaurant Restaurant Mount Mount View View
Invoice Invoice
Food and drinks
150.- DM
Presentation in Travel Manager Expense receipts Exp. receipt 001 Amount Input tax
Entertainment
Entertainment Flight Flight paid Hotel Hotel paid ...
on
03.08.XXXX
150,00 German marks Input tax 16% - 20% not deductible Number
3
SAP AG 1999
Receipts are
entered under a freely definable travel expense type, which is stored in the system.
Enter the
receipt amount and the currency for each receipt. In the Travel Manager the expense type is added to a display list when you press the Copy button (or Enter, see the Settings function).
The Number field has a
particular meaning here:
•
Depending on the travel expense type a different calculation method is used for the default value in the Number field. This field displays the number or quantity contained in a receipt. For a hotel receipt the field contains, for example, the number of overnight stays, calculated from the difference between the ’from date’ and ’to date’. For an entertainment receipt the Number field contains the number of business partners entertained.
•
This field is used to check a receipt against a maximum value per number (as defined in the IMG activity Define Maximum Rates and Default Values for Expense Types). Example: Car rental for 5 days; Max. value according to view: 150 DM/day. Here the receipt amount may not exceed 750 DM. If you set the display attributes of this field to Display, the default value can not be changed.
•
Note: Credit card clearing simplifies the entry of receipts for all entry types except fast entry.
•
The following requirements must be fulfilled before you can use credit card clearing: −
•
The credit cards used must be supplied by providers supporting the SAP data record. Personal credit cards (walking cards) must debit the employees'private bank accounts. The employee‘s local currency must correspond with credit card settlement currency. In addition, there must be different system settings and the credit card data used by your company must be maintained in subtype 0011 in infotype Communication (0105).
© SAP AG
HR053
6-18
Additional Receipt Information Presentation in Travel Manager Per Diem Reimbursement Expense receipts Exp. receipt 001 Entertainment Amount Input tax
on
02.03.XXXX
230,00 German marks Input tax16% - 20% not deductible ... Number 3
Additional information Participants Reason Loc. Ctry
( ( (
Comments
SAP AG 1999
You
•
can enter additional information for each receipt. You can do this in two ways:
Data area: Additional information. Using the IMG activity Field Control for Additional Receipt Information, you can define which additional information can or must be entered for each receipt type. For example: The names of guests in the case of entertainment receipts. - The settlement program automatically applies the midnight rule for certain countries (for example, USA, Japan, Germany). In other words, the per diem for meals for a trip day depends on the last destination reached by the employee before 12 o' clock midnight. - You can assign an additional destination a different cost assignment than the one assigned to the trip destination. You do not have to assign each receipt incurred for this additional destination; this occurs automatically based on the midnight rule. You must, however, still check the assignment.
Data
area: Comments.Here you can enter a text for a receipt using an editor.
© SAP AG
HR053
6-19
The Travel Calendar Travel Calendar: Domestic Trips Results
Receipts Destinations M/km
Pers. no.
98020
Name
Chris Miller
Day
Interval
From
Advances
From03.01.XXXX to
to
Info
03.31.XXXX Loc.
Reason
03.01.XXXX 03.02.XXXX 03.03.XXXX 03.04.XXXX 03.05.XXXX
Cost assignment
Per trip
Receipts Trip advances
User data
Additional destinations
Text
SAP AG 1999
The Travel calendar allows you
to enter several domestic trips on the same screen simultaneously.
Since the trip country or region
can not be entered using the travel calendar, this entry type is not suitable for entering international trips.
When
you save your entries, the system sets the approval status that you have stored in feature TRVPA and sets the default settlement status To be settled. This status can, however, be changed later.
You
can display the results for all the trips visible on the screen together.
Note:
With another entry scenario, the so-called weekly report, you can record employees’ trips by the week. In the weekly calendar, you enter each day’s destination, the miles/kms traveled and the individual receipts for incurred costs. With this entry type, travel costs are settled by flat rate. With this scenario, it is not possible to perform per diem reimbursement of additional costs for meals and accommodations or miles/kms distribution of travel costs.
© SAP AG
HR053
6-20
Cost Assignment
General cost assignment for all trips per employee
Cost assignment per trip
The total costs for a trip are assigned per employee to company code/cost center (or company code/funds center/fund).
Alternative account assign. to CO receiving account Cost assignment by percent - total costs of trip - costs for individual destinations - individual receipts - individual trip segments to company code/ CO receiving account Receipts can also be assigned by amounts.
SAP AG 1999
In
•
cost assignment for travel expenses, Travel Management distinguishes between: General cost assignment per employee (Employee travel expense assignment guideline). Choose general cost assignment per employee, then distribute the total costs of all trips for each employee to company code / cost center (or, company code / funds center / fund). For this purpose, you assign each employee a so-called employee travel expense assignment guideline in HR master data, according to which the total costs of the employee’s trips are distributed. The employee travel expense assignment guidelines are determined via a decision tree made up of the following infotypes: - Cost Distribution (0027, subtype 02) - Travel Privileges (0017) - Organizational Assignment (0001)The priorities are set as follows: cost distribution according to infotype Cost Distribution (subtype 02) applies first, then the account assignment in infotype Travel Privileges, and last, the cost center in infotype Organizational Assignment.
•
Cost assignment within a trip to a cost accounting receiver (cost center, order, WBS element, network, etc.)
You
can override the general cost assignment for all trips per employee with a cost assignment within a trip.
© SAP AG
HR053
6-21
Cost Assignment at Different Levels General cost assignment
34 33 33
Cost assignment of individual destinations 34 33 33
Destination 1
Destination 2
50
50
50
50
Cost assignment of individual receipts / miles/kms miles/kms Da Gianni
78.50
78.50
34 33 33 1225.-
35.-
SAP AG 1999
A
cost assignment that is different from the employee travel expense assignment guideline can be set for entire trip, additional destinations, receipts and trip segments. You can assign cost accounting receivers such as cost centers, orders, WBS elements, networks etc..
If
receipts are not given explicit cost assignments, the cost assignment specification of the additional destination assigned to the receipt applies for the receipt; if additional destinations are not given explicit cost assignments, the specification for the entire trip applies for the additional destinations.
If
the total of all percents is less than 100% when the cost distribution screen is closed, the unassigned remainder is distributed according to the employee travel expense assignment guideline.
© SAP AG
HR053
6-22
Trip Data Entry Travel Expenses: Michaela Maier, Trip 0 Results
Trips
Approve
1001 Michaela Maier Trips 08/08/1999 Atlanta 06/01/1998Heilbro 04/01/1998 Munic 01/01/1998 Boston
Trip status
Öpen
Close
General Trip Data Date
Time
00:00 Trip beginning 00:00 Trip end Trip destination Trip country DE Region Germany Reason for trip Comments
Trip itinerary Trip advance Cost assignment for entire trip, if other than master CA Per Diem Reimbursement
Expense receipts Expense receipt
001
Amount Input tax
on German marks
Additional information Comments Expense receipt cost assignment, alternative
SAP AG 1999
© SAP AG
Copy
HR053
6-23
Travel Expenses Trips
Reason
Status
Chris Miller
98020 Chris Miller
02.08.XXXX Berlin 02.17.XXXX London Trips 03.02.XXXX Tokyo ...
Settlement of a single trip via cursor selection
Cust. A Training Cust. X
Approved/to be settled Approved/to be settled Approved/to be settled
PCL1
Mass processing via the settlement program
Data from Travel Expenses
- Travel expense forms - Payment of travel expenses - Posting of travel expenses SAP AG 1999
The Travel
settled.
Expenses settlement program lets you settle all trips with the status approved/to be
For
testing purposes you can also perform settlement for individual trips. In this case, the end of the trip is not allowed to fall in a future payroll period.
On
the basis of the trip data entered, the settlement program determines settlement results (especially the reimbursement amounts) for trips for specific payroll periods and stores them in the PCL1 file. The trips must end before the end date of the payroll period in order to be settled.
© SAP AG
HR053
6-24
Payment of Travel Expenses
Settlement of travel expenses
RK-P Projects
Travel Management Generate results
FI Financial Accounting CO Cost Accounting Non-SAP Systems
HR Payroll Non-SAP Systems
Combinations
Data medium exchange for cred.institutions
SAP AG 1999
You
can forward the settlement results to Financial Accounting (FI), to HR Payroll or to non-SAP systems for payment. Payment by means of data medium exchange is also possible.
Note:
You can print a travel expenses statement for your employees and choose between the standard form, summarized form 1 and summarized form 2.
•
The Standard form (RPRTEF00) represents a detailed travel expense statement per trip. This form lists the per diems for meals and accommodations and flat rates for travel costs by specific dates and presents an itemized statement about the settled receipts and an overview of cost assignments.
•
Summarized form 1 (RPRTEF01), on the other hand, lists all trips that have been settled in the specified payroll period.
•
Summarized form 2 (RPRTEF02) presents the same information as Summarized form 1, but in landscape format.
•
You can change the standard form in Customizing. Via user exits, you can both change the header of the standard form and add a company-specific text at the end of all forms.
© SAP AG
HR053
6-25
Travel Management: Unit Summary
You are now able to: z Describe the organizational forms of trip data
entry
z List the infotypes required for Travel Expenses
(mini-master)
z Record and settle trips z List the different options for recording trip data z Describe how travel expenses are paid
SAP AG 1999
© SAP AG
HR053
6-26
Travel Management Exercises Unit: Travel Management Topic: Travel Manager
At the conclusion of these exercises, you will be able to: •
Use the travel manager to record a domestic trip
Your employees take trips to external business events. You have to enter their trip data in the system so that the incurred costs can later be calculated and reimbursed to the employees.
1
Use the travel manager to enter a two-day domestic trip for your employee Chris Miller (personnel number 50995##) . You can specify your own data for use in the different entry masks of the travel manager.
© SAP AG
HR053
6-27
Travel Management Solutions Unit: Travel Management Topic: Travel Manager
1-1
In the Travel Management menu choose Travel manager.
1-2
In the Travel Manager dialog box enter Chris Miller’s personnel number (509995##) and confirm it with Enter.
1-3
In the Welcome to the Travel Manager screen choose the Creating a travel expense report option.
1-4
Copy the proposed Business Trip indicator in the Choose Trip Schema dialog box.
1-5
Maintain the data you have specified in the different entry masks of the travel manager.
1-6
Save your entries.
© SAP AG
HR053
6-28
Appendix: Benefits
Contents: z Overview and Prerequisites z Enrollment z Termination z Participation Monitor z Insurability z Participation Overview
SAP AG 1999
© SAP AG
HR053
A-1
Benefits: Unit Objectives
At the conclusion of this unit, you will be able to describe: z Basic features of SAP Benefits z Prerequisites for SAP Benefits z Major steps of the enrollment process z Main benefits processes
SAP AG 1999
© SAP AG
HR053
A-2
Course Overview Diagram
&RXUVH2YHUYLHZ &RXUVH2YHUYLHZ
5HFUXLWPHQW 5HFUXLWPHQW
3HUVRQQHO&RVW3ODQQLQJ 3HUVRQQHO&RVW3ODQQLQJ
7UDYHO0DQDJHPHQW 7UDYHO0DQDJHPHQW
'HYHORSPHQWDQG7UDLQLQJ 'HYHORSPHQWDQG7UDLQLQJ
$SSHQGL[ %HQHILWV $SSHQGL[ %HQHILWV
&RPSHQVDWLRQ0DQDJHPHQW &RPSHQVDWLRQ0DQDJHPHQW
SAP AG 1999
© SAP AG
HR053
A-3
Benefits: Business Scenario
z In your enterprise, employees enroll
themselves in benefit plans to take advantage of varying benefits suited to their individual requirements.
SAP AG 1999
© SAP AG
HR053
A-4
Benefits Menu
...
Human Resources Manager’s Desktop
...
Administration Dynamic Eligibility Payment List Data Transfer to Provider Flexible Spending Accounts Account Balance and Claims Claims Monitor Retirement Plans Cumulation of Payroll Results Calculation of Service Data Transfer: Outbound Data Transfer: Inbound COBRA Claims (Asia) Info System Reports Reporting Tools
Personnel Management Administration Benefits Enrollment Termination Participation Monitor Insurability Participation Overview Group Processing Automatic Plans Default Plans Adjustment Reason Forms Enrollment Confirmation
...
SAP AG 1999
SAP
Benefits is a component in SAP Personnel Management, and is under this node in the SAP Easy Access menu.
© SAP AG
HR053
A-5
Plan Categories
Health Insurance
Savings (incl. Retirement plans)
Stock Purchase
Credit Miscellaneous
$ NI 50 U
Flexible Spending Accounts (North America only)
SAP AG 1999
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.
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.
© SAP AG
HR053
A-6
Overview of Benefits
Employer (ER)
Benefits Plans
and so on
Employees (EE) SAP AG 1999
In
many countries, employees generally 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 employers. As a result, the employee contributes considerably less for these company-based plans, then 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
put 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.
© SAP AG
HR053
A-7
Enrollment
Open enrollment Annual selection
Adjustment reason: hiring, marriage, ... Default or automatic enrollment
Enrollment at any time
SAP AG 1999
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 whole 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.
© SAP AG
HR053
A-8
Master Data Infotype Requirements ✔ ✔ ✔
0000 0000 Actions Actions 0001 0001 Org. Org. Assignment Assignment
Employee Employee must must exist exist
0002 0002 Personal Personal Data Data
0008 0008 Basic Basic Pay Pay 0014 Recurring 0014 Recurring Payments/Deds. Payments/Deds. 0015 Additional Payments 0015 Additional Payments 0001 0001 Org. Org. Assignment Assignment 0007 0007 Planned Planned Working Working Time Time 0057 0057 Membership Membership Fees Fees
Salary Salary calculations calculations for for cost, coverage, cost, coverage, credit, credit, and and benefits benefits Benefits Benefits area, area, first first program program grouping, grouping, second second program program grouping, grouping, and and adjustment adjustment grouping grouping
0094 0094 Residence Residence Status Status
Cost Cost grouping, grouping, coverage coverage grouping grouping EE EE and and ER ER contribution contribution grouping, grouping, credit credit grouping, grouping, eligibility eligibility grouping, grouping, and and zip zip code code eligibility eligibility
0001, 0001, 0002, 0002, 0008, 0008, 0057, 0057, 0094 0094 0077 0077 Additional Additional Personal Personal Data Data
0006 0006 Addresses Addresses 0007 0007 Planned Planned Working Working Time Time
Related Related person person group group
0021 0021 Family/Related Family/Related Person Person
0000 0000 Actions Actions
Termination Termination grouping grouping
SAP AG 1999
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 (0002) infotypes 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 (0171) infotype and, if enrollment is due to a work/life event, the Adjustment Reasons (0378) infotype, must exist. •
The General Benefits Data (0171) infotype stores employee assignment to benefits area, as well as first and second program groupings. The benefits area represent 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 (0378) infotype stores the reasons permitting employees to make changes to their current benefits.
•
Note: Some countries require the information stored in the Medical Benefits Data (0376) infotype.
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.
© SAP AG
HR053
A-9
What Happens During the Enrollment Process?
Offer
Adjustment Reasons (IT 0378)
Benefit plan DENT
General Benefits Data (IT 0171)
Benefit plan LIFE
Personal Data (IT 0002)
Benefit plan MED1
Plan selection
Provider
Org. Assignment (IT 0001) Actions (IT 0000)
Plan data Regulatory reports Attributes
Consistency check
Wage types
Personnel event Status
...
Organizational assignment
Master Master data data and and benefits benefits ... infotype infotype records records
Credit Plan (IT 0236)
Savings Plan (IT 0169)
Miscellaneous Plan (IT 0377) Insurance Plan (IT 0168) Plan data
SAP AG 1999
To enroll employees
Stock Purchase Plan (IT 0379) Flexible Spending Account (IT 0170)
Employee data
Health Plan (IT 0167) Plan data
Plan attributes
Plan dates
Benefits salary/ coverage (annual)
Employee data
Cost
Cost
Plan dates
Benefits Benefits plan plan setup in setup in the the Implementation Implementation Guide Guide (IMG) (IMG)
Creation Creation of of new new plans plans
Plan attributes
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.
© SAP AG
HR053
A-10
Benefits Programs
First Program Grouping
Second Progam Grouping
Executives
Salaried
Hourly wage earners
Benefits area
Full-time
Program: • Dental plan • Life insurance • Medical plan
Part-time
and so on
Temporary
SAP AG 1999
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.
© SAP AG
HR053
A-11
Benefits Enrollment 2. Select offer
Enrollment
Human Resources Manager’s Desktop
Direct selection
Selection set
4401
Personnel Management Benefits
Personnel no.
Get offer ID number
Select
Pers. no.
Name
4401
Rose Salizar
7006
Albert Leroux
10721
3. Choose plans from offer and enroll employee in plan
plan offer.
A
01.11.2000
Overview
Print form
Error list
Possible offers
Enrollment period
Open offer
01.11.2000-15.12.2000
Always avail. offer Default offer
01.01.1900-31.12.9999
Marriage
01.10.2000-15.11.2000
Open offer
Enroll
Costs
Undo selection Status Validity period
Karen Holtzblatt
32599200
Guido Loersch
32599300
Ben Waltham
Flex Credits Flex Credit Plan 1 Dental Standard Dental Plan Medical Medical Plan 1 Medical for Singles Life Insurance Stand. Life Insurance Suppl. Life Suppl. Life Insurance Savings Standard Savings Plan Stock Purchase Alternat. Stock Purch.
SAP AG 1999
To enroll an
Rose Salizar on
Offer selection
Enrollment
1. Select employee
Enroll
Error list Activity
01.03.2001-31.12.2001 01.01.2001-31.12.2001 01.01.2001-31.12.2001 01.01.2001-31.12.2001 01.01.2001-31.12.2001 01.01.2001-31.12.2001 01.01.2001-31.12.2001 01.01.2001-31.12.2001
employee in benefits programs, you first select the employee, and then an appropriate
list of all available plans for which the employee is eligible appears.
To choose
plan options, you select a plan (by double-clicking), enter the employee’s dependents and beneficiaries information, and then enroll the employee in the plan
During the enrollment
employee is eligible.
process, the system automatically displays only those plans for which the
The system also calculates the
employee.
cost of the plan options, which can vary according to individual
To access this
function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Enrollment.
© SAP AG
HR053
A-12
Termination Human Resources Manager’s Desktop
Termination of Plan Participation Personnel Management Benefits Enrollment Direct selection Termination
Selection set
Personnel no.
Termination for
4401
Rose Salizar
End participation
on
15.05.2000
Display plan Validity period
ID number
Dental Standard Dental Plan
Select
Overview
Error list Action
Date
01.01.2000-31.12.2000 Terminate on 15.05.2000
Medical Medical Plan 1 Plan
01.01.2000-31.12.2000 Terminate on 15.05.2000
Life Insurance
Pers. no.
Name
Standard Life Insurance 01.01.2000-31.12.2000 Terminate on 15.05.2000 Savings Standard Savings Plan
Rose Salizar
7006
Albert Leroux
Company Car
Karen Holtzblatt
Fitness Plan Stock Purchase
10721 32599200
Guido Loersch
32599300
Ben Waltham
Company Car
01.01.2000-31.12.2000 Terminate on 15.05.2000
Double-click
4401
01.03.2000-31.12.2000 Terminate on 15.05.2000
Change Selection Date Selection date
31.05.2000
SAP AG 1999
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.
© SAP AG
HR053
A-13
Participation Monitor Human Resources Manager’s Desktop Personnel Management
Participation Monitor
Benefits Change selection
Stop participation
Validity
Error list
Reason for ineligibility
Participation Monitor on 17.08.2000
DNI
Enrollment Termination Participation Monitor
99 International Basic 4401 Rose Salizar Medical Plan 2
01.01.2000-31.12.2000 Address (Home address type) of employee does not exist
Suppl. Life Ins.
01.01.2000-31.12.2000 Condition for combined coverage limit LIM2 for plan SLIF is not fulfilled
4411 Chris Smith Stand. Dental Plan Medical Plan 1 4412 Alan Miller Savings Plan 4413 Peter Banks
01.01.2000-31.12.2000 Employee 4411 is not enrolled in all corequisite plans for DENT 01.01.2000-31.12.2000 Employee 4411 is not enrolled in all corequisite plans for MED1 01.01.2000-31.12.2000 Required number of actual working hours for eligibility not reached
Stand. Dental Plan
01.01.2000-31.12.2000 Employee 4411 is not enrolled in all corequisite plans for DENT
Medical Plan 1
01.01.2000-31.12.2000 Employee 4411 is not enrolled in all corequisite plans for MED1
SAP AG 1999
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, right from the Participation Monitor screen.
To access this
function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Participation Monitor.
© SAP AG
HR053
A-14
Insurability Human Resources Manager’s Desktop Personnel Management Benefits
Enrollment Termination Participation monitor Insurability
Insurability: Overview Insurability proven
Stop participation
Status Option
Error list
End of grace period
Validity period
Insurability on 08.09.2000 99 International Basic 4401 Rose Salizar Medical Plan 2
Option 2
09.05.2000
01.01.2001 - 31.12.2000
4411 Chris Smith Standard Life Ins.
Coverage Level 1
Proven
01.01.2000 - 31.12.2000
Option 2
09.05.2000
01.01.2000 - 31.12.2000
Coverage Level 2
01.12.2000
01.10.2000 - 31.12.2000
Coverage Level 1
01.08.2000
01.01.2000 - 30.09.2000
Coverage Level 2
01.10.2000
01.10.2000 - 27.12.2000
Medical Plan 2 4412 Alan Miller Altern. Life Ins. 4413 Peter Banks Stand. Life Ins. Altern. Life Ins.
Record is locked
Active Pending Insurability proven Insurability not proven Grace period expired
SAP AG 1999
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.
To access this
function from the SAP Easy Access menu, choose Human Resources → Personnel Management → Benefits → Insurability.
© SAP AG
HR053
A-15
Participation Overview General Overview of Benefits Plan Data Direct selection
Human Resources Manager’s Desktop Personnel Management
Selection set
Display
4401 Personnel no.
Rose Salizar Plans
on Costs
15.03.2000 Master Data
Overview
Benefits DNI Enrollment Termination Participation Monitor Insurability Participation Overview PersNo.
Select
Name
4401
Rose Salizar
7006
Albert Leroux
10721
Karen Holtzblatt
32599200
Guido Loersch
32599300
Ben Waltham
Standard Dental Plan Medical Plan 1 Option Dependent coverage EE pre-tax ER credit
01.01.2000-31.12.2000 01.01.2000-31.12.2000 Option 1 Employee + Spouse UNI 145.00 Monthly UNI 70.00 Monthly
Standard Life Insurance Coverage amount EE pre-tax ER credit Beneficiaries Sam Salizar
01.01.2000-31.12.2000 UNI 140.000,00 UNI 356.52 Monthly UNI 178.26 Monthly
Standard Savings Plan
01.01.2000-31.12.2000
EE pre-tax Coverage amount Pre-tax rollover Post-tax immediately Beneficiaries Investments Investment Fund 1 Investment Fund 2 Company Car Option EE post-tax ER credit
UNI 30.00 Monthly UNI 10.00 Monthly Yes Yes
01.01.2000-31.12.2000 100 %
01.01.2000-31.12.2000 01.01.2000-31.12.2000
50 % 50 %
Economy car UNI 400.00 Monthly UNI 150.00 Monthly
SAP AG 1999
The system produces
date you specified.
an overview of all plans in which employees are participating on the selection
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.
© SAP AG
HR053
A-16
Benefits: Unit Summary
You are now able to describe:
z Basic features of SAP R/3 Benefits z Prerequisites for SAP R/3 Benefits z Major steps of the enrollment process z Main benefits processes
SAP AG 1999
© SAP AG
HR053
A-17
Benefits Exercises Unit: Benefits Topic: Enrollment At the conclusion of these exercises, you can describe: • What master data records are required for enrollment in benefits programs • How to enroll employees in benefits plans • How to check the employee participation in benefits plans The Caliber A Bicycle 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 an open enrollment phase.
1-1
Update George Vega’s HR Master Data so that he is eligible to participate in benefits. 1-1-1
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.
1-1-2
Create an Adjustment Reason for Mr. Vega to store the adjustment reason for first enrollment. Ν NOTE: The Adjustment Reasons infotype is started dynamically when you save the Employee Benefits Data.
1-2
1-3
1-4
Enroll Mr. Vega and his wife in the company medical and dental benefits plans as follows: 1-2-1
Standard Dental Plan, Option 1
1-2-2
Medical Plan 1
Check the following data generated for Mr. Vega during in the enrollment process: 1-3-1
Standard Dental Plan
1-3-2
Medical Plan 1
Display an overview of Mr. Vega’s employee benefits.
© SAP AG
HR053
A-18
Benefits Solutions Unit: Benefits Topic: Enrollment
1-1
Update George Vega’ s HR Master Data so that he is eligible to participate in benefits. 1-1-1
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. Access the Maintain Master Data activity by choosing SAP Easy Access → Favorites. Enter 50993## in the Personnel number field. Choose the Personal Data tab. Choose Employee Benefits Data. Choose Create. Enter the first of the current month in the Start date field. Enter the following entries: Benefits area
99
First program grpg
EXMT (for “exempt” employee)
Second program grpg
FULL
Choose Save. 1-1-2
Create an Adjustment Reason for Mr. Vega to store the adjustment reason for the first enrollment. Ν NOTE: The Adjustment Reasons infotype is started dynamically when you save the Employee Benefits Data. Choose the Initial enrollment option from the Adjustment reason field. Choose Yes in the Valid until end date field. Choose Save.
© SAP AG
HR053
A-19
1-2
Enroll Mr. Vega and his wife in the company medical and dental benefits plans as follows: In the SAP Easy Access menu, choose Human Resources o Personnel Management o Benefits o Enrollment. Enter 50993## in the Personnel number field. Choose Choose. Choose the Initial Enrollment option from the right-hand section of the Offer selection screen. Choose Get offer. 1-2-1
Enroll Mr. Vega and his wife in the Standard Dental Plan, Option 1. Choose (double-click) the Standard Dental Plan option as the Dental plan type. In the dialog box, choose Option 1 from the Option field. Choose the Employee + Spouse option from the Dependent coverage field. Select Spouse on the Dependent Coverage tab. Choose Accept. In the plan offer list, a green checkmark indicates the selected benefits plan. This checkmark indiates that the plan was selected, however, enrollment is not yet completed.
1-2-2
Enroll Mr. Vega and his wife in Medical Plan 1. Choose (double-click) the Medical Plan 1 option as the Medical plan type. In the dialog box, choose Option 1 from the Option field. Choose Employee + Spouse option in the Dependent coverage field. Choose the Dependent coverage tab and select Spouse. Choose Accept. In the benefits plan offer list, a green checkmark indicates the selected benefits plan. This checkmark indiates that the plan was selected, however, enrollment is not yet completed. After both plans are selected, choose Enroll. In the Confirm selected plans field, enter the previously selected plans for enrollment by choosing Enroll. In the Confirm Successful Enrollment dialog box, choose Continue.
© SAP AG
HR053
A-20
1-3
Check the data generated for Mr. Vega during the enrollment process. 1-3-1
Check the data on the Standard Dental Plan. Access the Maintain Master Data activity by choosing SAP Easy Access → Favorites. Enter 50993## in the Personnel number field. Enter medical insurance plans in the Direct selection – informaiton type field. Choose Display. Check the plan data as well as the dependent coverage for the Standard Dental Plan.
1-3-2
1-4
Choose Next record to check the plan data and the dependent coverage for Medical Plan 1.
Display an overview of Mr. Vega’ s employee benefits. In the SAP Easy Access menu, choose Human Resources o Personnel Managemento Benefits o Participation Overview. 50993## in the Personnel number field. Choose Choose. A list of all benefits plans in which Mr. Vega participates as of the selection date appears.
© SAP AG
HR053
A-21
