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Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 1 of 48
Understanding Organizational Management in SAP - Managing Positions
Understanding Organizational Management in SAP - Managing Positions
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 2 of 48
Course Objectives
Understanding and displaying the organizational structure
Identify basic objects used in Organizational Management
To keep Human Resources informed as position data changes
Useful transactions
PPOSE
PPSS
Human Resources Human Resources Managers
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Organizational ManagementOrganizational Management
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Organizational Management
Provides a real-time view of the organizational structure
Keeps history of the organizational structure as it evolves over time
Provides ability to store the reporting structure on a position level
Provides ability to store security on a position level
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 5 of 48
Organizational Objects
Organizational management uses basic objects to describe the organization: Organizational units
Jobs
Positions
Persons
Cost centers (where HR and FI link together)
By establishing relationships among these objects, a hierarchy that matches the organizational structure is created.
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
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Organizational Units
An organizational unit: Is the principal object in an organizational plan
Equates to a current department or a major unit within a department
An unlimited number of organizational units can be created within an organizational plan
Relationships between organizational units are identified to determine the hierarchy within the organizational structure
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Jobs
Describe general classifications of tasks routinely performed together
Are not occupied by persons (employees)
Are used as the basis for creating positions
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©2000 RWD Technologies, Inc. All rights reserved.
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Positions
Represent individual employee assignments in an organizational unit
Are either vacant or occupied by persons (employees)
Have relationships to other objects: Is supervisor of position(s) _________
Is supervised by position _________
Belongs to org unit _________
Manages org unit _________
Each faculty, staff and student employee must be assigned to a position
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©2000 RWD Technologies, Inc. All rights reserved.
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Job versus Position
Example of Job Director
Example of Positions Director of Accounting
Director of Human Resources
Director of Facilities Operations
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Group Position Titles for Task Workers
Staff Task Worker One per department
Student Task Worker Created only for departments approved by HR to use task
payments for student workers (example – Advertising sales for KTSW or The University Star)
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Requesting New Positions
A position must exist within SAP before any of these actions can be initiated New Hire
Re-Hire
Change in Position
Additional Appointment
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©2000 RWD Technologies, Inc. All rights reserved.
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Maintenance of Positions Within SAP
Positions are entered and maintained within SAP by: Human Resources (HR)
All staff positions
All student worker positions
Graduate student positions other than those in Academic Affairs
Faculty Records (FR)
All faculty positions
Graduate student positions in Academic Affairs
Undergraduate instructional assistants
Your responsibility is to keep HR and Faculty Records informed as position data changes
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
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New Position Data Form
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Data Maintained for Each Position
Validity dates
Organizational unit (i.e., department)
Job
Position the position reports to (i.e., supervisor)
Position(s) supervised (if any)
Org unit managed (if any)
Vacancy status
Changes in underlined items require you to notify HR or FR
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
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More Data Maintained for Each Position
Enterprise structure: Personnel area
Personnel subarea
Employee group
Employee subgroup
Planned compensation (vacant positions only) For new positions – amount you expect to pay
For previously held positions – amount paid to previous employee
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 16 of 48
More Data Maintained for Each Position
Cost distribution Cost center
Internal order
WBS element
Fund
ID# and name of holder (i.e., employee)
Position that serves as a department’s administrative support position
Position that serves as a backup time administrator for the organization
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 17 of 48
Enterprise Structure
Each position and each employee must be assigned one element from each of the areas/groups in the enterprise structure Personnel Area
Personnel Subarea
Employee Group
Employee Subgroup
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©2000 RWD Technologies, Inc. All rights reserved.
Slide 18 of 48
Personnel Area
Office of the President
Information Technology
Academic Affairs
Finance and Support Services
Student Affairs
University Advancement
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Personnel Subarea
Benefits Eligible PT (20-39 hours)
Benefits Eligible FT (40 hours)
Non-Benefits Eligible PT (< 20 hours)
Non-Benefits Eligible PT (20-39 hours)
Non-Benefits Eligible FT (40 hours)
Student Benefits Eligible (20-40 hours)
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©2000 RWD Technologies, Inc. All rights reserved.
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Employee Group
Faculty
Staff
Student
TRS/ORP Retired Staff
TRS/ORP Retired Faculty
ERS Retired Staff
ERS Retired Faculty
Program Faculty
TRS/ORP Retired Program Faculty
ERS Retired Program Faculty
Note: Italicized elements apply to the employee only
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 21 of 48
Employee Subgroup
< 12 month Exempt Salaried
< 12 month Exempt Salaried with Spread
< 12 month Non-Exempt Salaried
< 12 month Non-Exempt Salaried with Spread
12 month Exempt Salaried
12 month Non-Exempt Salaried
Exempt Hourly
Non-Exempt Hourly
Task Worker
Per Course
Non Pay (Some ROTC are non-pay)
Note: Italicized elements apply to the employee only
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 22 of 48
Org Management Transactions
PPOSE - Organizational and Staffing Display Used to review all positions in an organization
PPSS - Display Structure Used to review reporting relationships (i.e., which positions
report to which positions)
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©2000 RWD Technologies, Inc. All rights reserved.
Slide 23 of 48
Transaction PPOSE
Instructions At SAP Easy Access Menu enter transaction PPOSE In the “Find by” box, click on the triangle by “Organizational
unit” Click on “Structure search” This will display one or more org units in the bottom left box on
the screen (depending on which org units you have authority to work with).
Click on the triangles to find the org unit you desire to view By double clicking on the selected org unit, a list of positions
assigned to the organizational unit will be displayed on the upper right side of the screen.
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
Slide 24 of 48
Transaction PPOSE
Instructions (continued) Click on the Column Configuration icon and select additional
information to be displayed for each position or holder
Click on the triangle by any position title to view the employee assigned to the position
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SAP Easy Access
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Menu Path
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Welcome Screen
The Welcome message is displayed the first time you execute PPOSE.
Thereafter, org units are automatically displayed when you execute the transaction.
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Conduct Structure Search
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Find the Organizational Unit
The Column Configuration icon is available to display other org unit information
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Positions Listed Under Org Unit
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Column Configuration
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Columns Added
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Position and Holders
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©2000 RWD Technologies, Inc. All rights reserved.
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Transaction PPSS
Instructions At SAP Easy Access Menu enter transaction PPSS
Enter object type S
Enter object ID (i.e., the 8-digit position number)
Example: 50003055
Enter evaluation path O-S-PHIE
The current date will be displayed in the editing period box. Change this date only if you desire to view past reporting relationships
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©2000 RWD Technologies, Inc. All rights reserved.
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Transaction PPSS
Instructions (continued) Click on the green checkmark or press the Enter key on the
keyboard
Click on the symbol to expand the information displayed
To display relationship text: Click on View; click on “Relationship text on”
Click on symbols for supervisory positions to display reporting relationships
Click on other symbols to display Holders
Positions without Holders are vacant.
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©2000 RWD Technologies, Inc. All rights reserved.
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SAP Easy Access
Human Resources Human Resources Managers
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Menu Path
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Enter Search Criteria for Department
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Expand Organizational Structure
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Expanded View of Organizational Structure
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View Key and Relationship text
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Report with Key and Relationship text on
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NEED HELP ? Positions
Katie Bonner, Human Resources, for staff, hourly, student and non-academic graduate students
Elizabeth Mello or Candace Satchell, Faculty Records, for faculty, academic graduate students and undergraduate instructional assistants
PCRsRoxie Weaver, Human Resources, for staff and non-
academic graduate studentsElizabeth Mello or Candace Satchell, Faculty Records, for
faculty and academic graduate studentsKatie Bonner, Human Resources, for staff NSNR hourly
temporary employeesLisa Gonzalez, Human Resources, for hourly students
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©2000 RWD Technologies, Inc. All rights reserved.
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Creating New Positions and other changes New positions are created only when funding has been
approved to add a new position to a department and has gone through the audit process except for hourly positions
Submit a New Position Data Form to have a new position created
Allow a two day turn around time as there is a program that has to run overnight
Supervisor Change Request
Checklist for New/Reassign All or Part of an Organization within SAP HR The links can be found on the HR website under HR Forms under
Organizational Management Forms
http://www.hr.txstate.edu/Forms/OrganizationalManagement.html
.
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
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Support Offices
Human Resources (5-2673) Katie Bonner KB1367@txstate.edu
Supervisory, costing, reorganizational changes on positions
Creating new positions
– Staff, Non-Student Non-Regular (hourly), student workers and non-academic Graduate Research Assistants
Faculty Records (5-2786) – Cindy Waggoner
-Faculty, academic Graduate Research Assistants and undergraduate instructional assistants
Budget (5-2376) Questions regarding budget reports and related matters
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©2000 RWD Technologies, Inc. All rights reserved.
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Support Offices (cont.)
Texas State NetID
The link can be found on the Technology Resources website under IT Assistance Center (ITAC)
http://www.tr.txstate.edu/itac/netid.html
Human Resources Human Resources Managers
©2000 RWD Technologies, Inc. All rights reserved.
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Checklist
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