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Golden Demo Resource Management
SAP Business ByDesign Reference Systems
Demo Script
Resource Management
Classification: Internal and for Partners
Version: 20171218
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Disclaimer
This demo script is based on the ByD Reference System for the Almika model company. There are several country versions
of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,
names and object descriptions. Sample data used in this demo script relates to the US country version – for other country
versions different data samples might be relevant.
A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP
Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD
system at: Home Self-Services – Learning Center.
Although the script has been tested carefully you might nevertheless encounter different system behavior when running a
demo in an actual Almika demo tenant.
Release Statement
This version of the demo script is released for the following country versions of the ByD Reference System for the Almika
model company:
• US – United Stated, as of demo release ByD 1705
• DE – Germany, as of demo release ByD 1705
• UK – United Kingdom, as of demo release ByD 1705
• FR – France, as of demo release ByD 1705
• AT – Austria, as of demo release ByD 1705
• CH – Switzerland, as of demo release ByD 1705
• NL – Netherlands, as of demo release ByD 1705
• CA – Canada, as of demo release ByD 1705
• MX – Mexico, as of demo release ByD 1705
• AU – Australia, as of demo release ByD 1705
• CN – China, as of demo release ByD 1705
• IN – India, as of demo release ByD 1705
The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo
tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.
As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:
You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the
demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your
demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to
the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific
to the country version, only the version of the demo guide is specific to your ByD demo tenant.
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Table of Content
1 Demo Script Overview ................................................................................................................................... 3
1.1 Demo Overview ...................................................................................................................................... 3
1.2 Intended Audience.................................................................................................................................. 5
1.3 Protagonists ........................................................................................................................................... 5
1.4 Business Pain Points .............................................................................................................................. 5
1.5 Key Messages and Value Proposition ..................................................................................................... 5
1.6 Story Flow Summary .............................................................................................................................. 6
2 Technical Requirements ................................................................................................................................ 7
2.1 System Access Information ..................................................................................................................... 7
2.2 User Accounts ........................................................................................................................................ 7
3 Demo Steps .................................................................................................................................................... 8
3.1 Home Work Center ............................................................................................................................... 10
3.1.1 Show Home Work Center ........................................................................................................ 10
3.2 Organizational Structures...................................................................................................................... 14
3.2.1 Show Organizational Structures ............................................................................................... 14
3.2.2 Show Details - Functions ......................................................................................................... 15
3.2.3 Show Details - Employees ....................................................................................................... 16
3.2.4 Show Details - General ............................................................................................................ 17
3.2.5 Plan Organizational Structure Changes .................................................................................... 19
3.3 Personnel Administration Work Center .................................................................................................. 20
3.3.1 Show Regular Tasks ................................................................................................................ 20
3.3.2 Hire Employee ......................................................................................................................... 23
3.4 Compensation Work Center .................................................................................................................. 24
3.4.1 Show Compensation Components and Compensation Structures ............................................. 24
3.5 Resource Management Work Center .................................................................................................... 27
3.5.1 Show Resource Profiles ........................................................................................................... 27
3.6 Self-Services Overview ......................................................................................................................... 29
3.6.1 Show Self-Services Overview .................................................................................................. 29
4 Scenario Quick Guide and Key Master Data ................................................................................................ 36
1 Demo Script Overview
1.1 Demo Overview
In this segment of the demonstration we are going to take a look at how Human Resources functionalities support
transparency, efficiency and adaptability to drive improved profitability and build a foundation for growth.
From a transparency prospective we will see embedded analytics that provide immediate access to all information related to
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Human Resources. From efficiency prospective we will see the organization structures, wizards to guide you through
common tasks and employee self-service tools.
This scenario gives you an overview of Human Resource capabilities using a wide range of features to handle personnel
administration, resource management, compensation and payroll processing.
This scenario gives you an overview concerning:
Home Work Center
The Home Work Center helps you to organize your activities across work centers and provides all information that you
need for your daily work.
Organizational Management
The system offers you a single, complete and consistent view of the company from all perspectives of the business.
Personnel Administration
You can manage personnel events such as hiring employees, transferring them within your company or terminating
relationships with employees.
Compensation
With Compensation in ByDesign, you can implement a compensation system for your company. You can do this by
creating compensation components, defining compensation structures, and assigning this information to individual
employees.
Resource Management
This process provides the ability to find and assign resources that have the right skills and are available at the right time
for project staffing.
Self-Services Overview
In the Self-Services Overview you can centrally manage your daily work and administrative tasks.
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1.2 Intended Audience
SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New hires
SAP external: CEO, CIO, Head of HR
1.3 Protagonists
The roles in the story are the following:
HR Administrator
1.4 Business Pain Points
The business pain points being addressed are:
Missing transparency, missing efficiency, missing adaptability
This sets up a key portion of the theme where ByDesign provides improved transparency, efficiency, and adaptability.
Transparency – Processes and information may reside in multiple systems complicating reporting, taxes, career
management, and the cost of HR.
Efficiency – The same systems that source Candidates for Projects and tracking time and expenses may differ. Complex
processes are manual and error prone.
Adaptability – Folding in acquisitions and new employee structure are difficult to track and manage with various systems.
1.5 Key Messages and Value Proposition
Transparency – Single source of truth for the entire enterprise.
Efficiency – Optimize the results of Projects by sourcing the correct person for the job at the right time. Simplify HR
processes and empower employees with self-services.
Adaptability – ByDesign has adopted country specific employment regulations as part of the delivery model.
Overview
A common ByDesign theme includes high level business goals to improve profitability, and build a foundation for growth,
and adopt best practices across the entire enterprise. To support these goals ByDesign provides Transparency,
Efficiency, and Adaptability, as well as an integrated solution to support a two-tier enterprise.
For midsize companies who want to manage their workforce efficiently. Workforce Administration enables maintenance
of the full set of employee- and employment-related data according to country-specific regulations.
ByDesign integrates compensation planning and time recording into payroll processing and allows for accounting
records to be updated.
For midsize companies in professional services industries, Resource Management provides the ability to find and assign
resources that have the right skills and are available at the right time for project staffing.
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Key Features and Associated Benefits
Home Work Center
o Working with Embedded Reports
o Working with Self-Services
Organizational Management
o Central source of organizational information
o Single, consistent view of the organization from all perspectives of the business
Personnel Administration
o Simplify HR processes and manage your people more efficiently
o Empower line management & employees and increase overall efficiency through self- services (address changes,
time recording, purchase requests, and expense reports)
o Manage constant change such as regulatory compliance or organizational restructuring
Compensation and Payroll Processing
o Define compensation policy with compensation structure
o Tight integration of outsourced payroll for optimized collaboration and efficient communication with payroll provider
Resource Management
o Improve resource efficiency and increase utilization by finding the best internal and external candidates in terms of
suitability and availability.
o Is integrated with Time and Labor Management to record time against projects and to determine project availability
(absence data).
o Offers simple and rapid resource search functions
1.6 Story Flow Summary
This demo is an introduction demo and does not show an end-to-end process but rather takes you through some of the key
features of Human Resources within ByDesign:
Organizational Management
Personnel Administration Compensation Resource
Management Home (Self-Services Overview)
Home
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2 Technical Requirements
2.1 System Access Information
To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different
country versions.
Consider giving your demo from tablet to highlight the potential of using HTML5. A working combination is using Chrome
browser on an iPad. The 1708 HTML5 userinterface has been updated in several places – including adding icons on the left
side of the screen as indicators for available workcenters, and the logoff button is now placed in a popup menu when clicking
the circle puppet icon on the top left.
2.2 User Accounts
The following user accounts for ByD Almika implementation are to be used to run the demo:
Predefined User (Role) Password Employee Name (*) Component
HRM02 Welcome1 Peter Flahan SAP Business ByDesign
CONSULTANT01S Welcome1 Susan Winters SAP Business ByDesign
CONSULTANT02S Welcome1 Robert Ducan SAP Business ByDesign
(*) Employee name is country demo system dependent.
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3 Demo Steps
Preparation: login as HRM02, and ensure that some Employees have a particular skill. This will enable the finding of
Employees with certain skills later in the demo. As two examples,
Edit the Employees by searching “Susan” or “Robert”. In each case update their profile by adding a language skill, or several
skills.
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Give the employee several skills. Example:
Give two or three other Employees an overlap in skills too, like to Peter Ducan
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3.1 Home Work Center
3.1.1 Show Home Work Center
What to Say
Introduction
After login the MyLaunchpad screen is shown. Explain that the Launchpad is an effective way of clustering your
favorites using the Fiori look&feel manner. Explain how you can easily add a new favorite (a tile) from another
workcenter like in the Home Work Center.
At anytime while being logged in you can Personalize the ByDesign UI by clicking the top-right puppet icon. Also
from here you can do a safe Log off.
The HR Administrator (or the Head of HR) has adapted his homepage to include a couple of the embedded
analytics that he is the most interested in seeing when he signs on in the day. He selected these embedded
analytics that come out of the box with ByDesign.
Key Features and Advantages
Working with Embedded Reports.
The Home Work Center helps you to organize your activities across work centers and provides all information that
you need for your daily work.
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3.1.1 Show Home Work Center
Value Statement
Without any custom programming, HR users can customize their reporting experience in ByDesign to speed up
and make fully informed business decisions.
What to Do
WoC Home.
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What you Should See
The Launchpad screen:
The place to start Personalization and from where to log off:
The Home Workcenter screen:
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3.2 Organizational Structures
3.2.1 Show Organizational Structures
What to Say
Introduction
The HR Administrator (or the Head of HR) wants to take a look at the current organization chart and do some
investigation and drill down. This is an interactive organization chart and you have the ability to drag and drop to
create as many levels within the organization as you need.
By expanding the organization chart units we can see different levels of the structure within the organization. I am
going to select the Org Unit S1100 (in this example Almika Pro Canton).
Key Features and Advantages
Single, complete and consistent view of the company from all perspectives of the business
Drag and drop graphical view of the organization
This shows (partly) the capabilities of ByDesign to support on-boarding (acquisition of a company, establishing a
new subsidiary, etc) in an effective manner. Explain that ByDesign is in use by thousands of entities in over 120
countries globally who all use this core Organizational Structure functionality.
Value Statement
ByDesign provides a clear enterprise HCM profile that efficiently can be re-organized or can easily create new
levels in an organization for growth.
What to Do
WoC Organizational Management Org Structures.
Confirm pop-up requesting date. If the pop-up does not appear then this can be switched back on by clicking
‘Date’ to the left of the actual Organizational Management date.
Click on plus sign in node Org Unit 1000.
Select Org Unit S1100. Click on plus sign in node Org Unit S1100.
Select the Definitions tab. Explain what this particular Org Unit is doing.
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What you Should See
3.2.2 Show Details - Functions
What to Say
Introduction
We take a look at the Functions tab. Here you can simply check the boxes to identify the specific functions that
this particular organization is supposed to provide within the overall organization.
Key Features and Advantages
A key part of org structure maintenance is the assignment of functions. The function reflects what the department
represented by the org unit does. All functions are used to propose work centers for users.
Value Statement
Simplify and Consolidate Processes by assigning them to specific Departments.
What to Do
Click tab Functions.
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3.2.2 Show Details - Functions
What you Should See
3.2.3 Show Details - Employees
What to Say
Introduction
Then we switch to the tab Employees. Here we see a list of all employees assigned to this Org Unit.
Key Features and Advantages
Click on the Employees tab and show which people actually are assigned in this Unit. Explain that this automatically
pre-sets workflows as well (e.g. when employee does procurement, initially/automatically the Org Unit manager has to
approve this)
Value Statement
It is very easy to assign (new) Employees to Units. Or to find details on Employees form the OrgChart.
What to Do
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3.2.3 Show Details - Employees
Click tab Employees.
What you Should See
3.2.4 Show Details - General
What to Say
Introduction
We can always go back to the General tab to see who the Org Unit Manager is.
The General tab contains general information on the org unit, such as Org Unit ID, Working Day Calendar, Org
Unit Manager, and address.
Key Features and Advantages
The manager role is used to pre-set workflows within ByDesign – like having the manager find approvals from his
employees on topics like leave requests, expenses or purchases.
Value Statement
What to Do
Click tab General.
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3.2.4 Show Details - General
What you Should See
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3.2.5 Plan Organizational Structure Changes
What to Say
Introduction
At the top of the organization chart you can see a field called Date. This allows you to plan in advance any new
changes to the organization structure and when that date comes about the ByDesign system will automatically
begin to use this new organization structure that you have defined.
Key Features and Advantages
Time dependency supports the continuous change of your business - you can adapt your org structure in the
system so that it changes as your business changes.
Value Statement
What to Do
Show Date.
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3.2.5 Plan Organizational Structure Changes
What you Should See
3.3 Personnel Administration Work Center
3.3.1 Show Regular Tasks
What to Say
Introduction
Let’s have a look at the WoC Personnel Administration and move over to Regular Tasks. Here we see some
common functions from an HR perspective (like hiring employees, rehiring employees, transferring employees,
gathering tax information from employees, terminating relationship with employees).
Key Features and Advantages
The Regular Tasks view within the Personnel Administration WoC enables you to manage the different
employment events of an employee.
Value Statement
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3.3.1 Show Regular Tasks
Strategically manage the career of your employees
What to Do
WoC Personnel Administration Regular Tasks.
Select the Country (here: United States)
Explain shortly each task.
Select Hire Employee.
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3.3.2 Hire Employee
What to Say
Introduction
Let’s take a look at the regular task “Hire Employee”.
You notice a guided activity at the top of the page. The system will guide you through each step that you need to
go through to bring an employee on.
At the completion of these steps the system will automatically generate follow-on tasks. Those tasks include the
definition of the regular work schedule for this employee from a time prospective, and any compensation
characteristics that you need to capture for this employee. This wizard helps you to make sure that you capture
the appropriate information that you need.
Items that are mandatory are marked with a red star.
Key Features and Advantages
Wizards to help you with common tasks.
Trigger follow-on tasks in the system, allowing you to enter time, compensation, and payroll data and thus
complete the overall hire process for the employee in the ByDesign system.
Value Statement
Consistent walk through procedures ensure proper onboarding and accurate maintenance of your employee
base.
ByDesign is the digital core for the main HR data which is needed to run the company. Also this HR data is safely
accessible for HR managers having the proper authorities. Non-HR personal can search/find in HR data like
browsing for a certain skill.
What to Do
Explain wizard functionality.
Show mandatory fields like Employee ID, First Name, Last Name etc
Explain that Country-specific fields can be used to capture data – in the screenshot example below this is data
used in the USA for Military data.
Explain that Documents (like CV/Resumé, diploma’s, URL to New Hire LinkedIn profile etc) can be easily
captured as well optionally.
Close the screen.
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3.3.2 Hire Employee
What you Should See
3.4 Compensation Work Center
3.4.1 Show Compensation Components and Compensation Structures
What to Say
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3.4.1 Show Compensation Components and Compensation Structures
Introduction
Let’s take a look at the Work Center Compensation. In the compensation module you can define all of the
various components and structures for compensation.
While ByDesign does not generate payroll we do provide a mechanism to capture how you going to pay an
employee (their rates, how often), you can pass that information from time collection, process it against
compensation, and move it over to payroll processing. We capture the information that is required and you can
send it over to your local payroll processor and they bring back the information regarding the various costs back
in to ByDesign. We provide a standard interface. You can either use Excel or we provide web services that allow
you to import this information.
Key Features and Advantages
Compensation enables the implementation of the company-specific compensation system and salary guidelines
in the system. You can do this by creating and managing compensation components (earnings and deductions),
creating compensation structures (e.g. for different employee groups) and default values for compensation grades
assigning this information to the individual employees.
Tight integration of outsourced payroll for optimized collaboration and efficient communication with payroll
provider. In fact, ByDesign has as one of its 36 standard/end-to-end best practice scenarios “Payroll Services”.
Value Statement
Retain employees longer and reduce turnover with automated Career Events matched to your Compensation
Strategy and Policies.
What to Do
WoC Compensation Compensation Components / Compensation Structures
What you Should See
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3.4.1 Show Compensation Components and Compensation Structures
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3.5 Resource Management Work Center
3.5.1 Show Resource Profiles
What to Say
Introduction
Let’s have a look at the Work Center Resource Management. In addition to the traditional HR information you
can also define resource profiles for the various skills that an employee might have.
We saw in the project section of the demonstration how you could see the availability of that particular employee
and search for skills and make sure that you are assigning the best resources that are available to the specific
projects that are open.
Key Features and Advantages
Key capabilities include integrated access to data of internal employees and external service contractors,
including information on skills and availability, utilization, and information specific to Project and Time and Labor
Management. The main focus of the application is on creating an integrated database of resources to enable the
resource manager to find the best candidates in terms of suitability and availability, staff projects with resources,
and monitor resource utilization.
Value Statement
Increase innovation by allowing Employees to Self-Identify skills for cross training projects.
What to Do
Use the skills which you have set in the Demo preparations for Susan Winter (user CONSULANT01S) and Robert
Ducan (CONSULTANT02S). Use these skill(s) to search for a specific colleague having the skill the HR manager
is looking for
WoC Resource Management Resource Search (or even cooler : have this action be visible on your
Launchpad and start from there)
Explain « I would now like to find colleagues who speak German. I can simply find this by searching on this
particular skill. ».
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What you Should See
Enter WoCResource ManagementResource Search
Search for German
Show the details of Susan. Explain the screen which shows Susan’s
- Location
- Manager
- Skills
- Availability
- Assignments to projects
- etc.
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3.6 Self-Services Overview
3.6.1 Show Self-Services Overview
What to Say
Introduction
All employees have access to the Self-Services. This is a powerful part of the ByDesign system because it
allows employees to update information on their own.
For example you can edit your own contact information, browse the organization chart, enter and track your leave
requests, enter and update your time information, capture expenses, go shopping, edit your own biographical
information.
Key Features and Advantages
Central management of your daily work and administrative tasks.
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3.6.1 Show Self-Services Overview
Strong Authorization and Access concepts – enabling people only to view what they are allowed to view and
change. (e.g. show this by separately logging on as CONSULTANT01S and show the SelfServices Overview)
Value Statement
Lower HR costs by making Employee Services processes self-managed.
ByDesign has powerful yet simple and comprehensive workflow which can be access by either the browser based
on mobile app based UIs.
What to Do
WoC Home Self-Services Self-Services Overview.
Explain different Self-Services
Show how a Leave Request can be done easily
Explain that Leave Request is made simple by the “Guided Procedure” (or “Wizard”)
After finishing the Leave Request (in this case by user HRM02, who is called “Peter Flahan”, logoff and logon
again as Peter’s Manager (.”Edward Black” which is the user FINANCIAL01). Preferably use the Manager
Approval App as Edward to simply approve the Leave Request. Alternatively use the browser based approval as
shown below.
Logged on as Edward Black (FINANCIAL01, pwd Welcome1) jump to WoC Managing My AreaApprovals
Select the line, then Approve button. After doing this the status of the Leave Request changes to “Completed”.
Refresh the list and note that the Leave Request is not shown anymore, it is “Removed from Edward’s worklist of
approval acitivities”.
After Edward has approved the Leave Request, login again as HRM02 and show the status of the request, now
being approved.
What you Should See
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3.6.1 Show Self-Services Overview
Now logon as Edward Black (FINANCIAL01, pwd Welcome1), jump to WoC Managing My AreaApprovals
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After Approve the Status is changed from New into Completed:
Press the refresh button (marked in blue box here). Show the list is now smaller. Log off as Edward Black.
Login as Peter Flahan (HRM02) again, and show the status of my Leave Request via WoC HomeMy Requests
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Show the “Leave Requests – Completed” and mark the approval by my manager.
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4 Scenario Quick Guide and Key Master Data
This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one
process alternative, additional tables will be provided.
This chapter is intended as a quick reference for experienced users who have understood the basics of the business process
and have already completed the scenario.
Steps Summary
Path Data to Use/Enter Activity
Step 1 – Home Work Center
My Launchpad Explain the Fiori look&feel.
Personalization, and use of personal
Favorites.
WoC Home Show and explain Home WoC
including embedded report concept
Step 2 – Organizational Structures
WoC Organizational
Management Org
Structures
Expand Org Unit 1000 by clicking on
Expand Org Unit S1100 by clicking on
Explain TAB Functions, Employees,
General and “Effective from” Date
Step 3 – Personnel Administration Work Center
WoC Personnel Administration
Regular Tasks Hire
Employee
Explain Regular Tasks and Guided
Activity Concept for Regular Task
“Hire Employee”
Step 4 – Compensation Work Center
WoC Compensation
Compensation Components/
Compensation Structures
Explain Compensation functions
Step 5 – Resource Management Work Center
WoC Resource Management
Resource Profiles
Explain Resource Management
functions
Step 6 – Self-Services Overview
WoC Home Self-Services
Self-Services Overview
Explain Self-Services
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Copyright
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