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OnePurdue Initiative
Concepts of Organizational Management
and Enterprise Structure
Facilitated by Sheryl Gick and Susan Newton,
May 18, 2006
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HR Concepts Overview
The OnePurdue system will introduce newconcepts and terminology to clients.
Clients are eager to learn about the newconcepts.
The HR team will be hosting a series ofpresentations to help future users of the
system learn new concepts andterminology before attending formaltraining sessions.
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HR Concepts Overview
The presentations are strictly an overviewof new terminology and concepts.
The presentations do not replace formal
classroom training. The presentations will not fully detail the
new business processes.
The presenters will focus strictly on the
session topic.
Questions related to future presentationswill be deferred to the future session.
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Scheduled Presentations
May 18, 2006: Concepts of OrganizationalManagement Objects and Enterprise Structure
June 1, 2006: Concepts of PersonnelAdministration
June 15, 2006: Concepts of ConcurrentEmployment
June 29, 2006: Concepts of Time & LeaveManagement
July 20, 2006: Concepts of Payroll
July 27, 2006: Concepts of Benefits
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Lets Get Started
Today, were discussing Concepts ofOrganizational Management andEnterprise Structure.
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What is Organizational
Management? Organizational Management creates a
structure that illustrates:
WHAT departments or organizational unitsexist at Purdue
WHAT positions are linked to theorganizational units
WHAT jobs and job attributes are linked tothe positions
WHAT position an employee holds
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Objects in Organizational
Management Concept that each element in an
organization represents a stand-aloneobject with individual characteristics.
The objects are created and maintainedseparately, then linked together throughrelationships to form a structure.
The structure provides enhancedreporting and human resource forecastingcapabilities.
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Object Oriented Design
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Basic OM Building Blocks
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Organizational Units (O)
Organizational units describe the differentbusiness areas within the University.
Organizational units may be created andlinked to one another within the system toform a hierarchical structure of theorganization.
The structure may be used to create anorganizational plan.
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Organizational Units (O)
Organizational units provide thestructure to which positions will belinked.
A position may be linked to only oneorganizational unit.
An organizational unit may incorporate
multiple positions.
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Organizational UnitsRelationships
Within the Organizational Managementmodule, relationships are establishedbetween objects.
The relationships between objects can bereciprocal or in only one direction.
Relationships between standard objects
are pre-defined and should not bechanged.
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Organizational UnitRelationships
Organizational unit relationships includethe following: Org Unit to Org Unit
Org Unit to Position
Org Unit to CIP Code
Org Unit to Faculty POC Code
Org Unit to Personnel Org Code
Org Unit to Affirmative Action Org Code
Org Unit to BA School Org Code Org Unit to BA Cluster Org Code
Org Unit to Cost Center
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Cost Centers (K)
Cost Centers are maintained in FinancialAccounting.
Each org unit will have a relationship to acost center.
The org unit will have either a master costcenter assigned or will inherit a master
cost center from the supervising org unit.
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Org Units & Cost Centers
The master Cost Center, in combinationwith a fund, will be used as the defaultpayroll account for the Org Unit.
The master Cost Center will ONLY beused if the cost distribution data for anemployee is invalid at the time of payrollposting.
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Org Units & Cost Centers
The master Cost Center for theOrganizational Unit will also be usedduring the annual budget process.
The master Cost Center will be used toextract employees into the appropriatebudgeting groups.
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Org Unit Conversion
All HR Organizational Units will beconverted to support the Financial go-livein October 2006.
At conversion, the OnePurdue team willconvert both the traditional departmentsas well as the projects established in eachdepartment.
Positions will only be converted into thetraditional departments.
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Organizational Units
Lets look at a sample organizationalstructure in the new system.
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Jobs (C)
Jobs are general classifications orgroupings for sets of tasks or functionsan employee must perform.
Clerical, Service, and A/P jobs are definedby Job Interest Codes (JIC) and JIC Titles.
Jobs for other staff groups will have
newly defined codes.
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Job Relationships
Job relationships include the following: Job to Title
Job to Position
Job to Exemption Status
Job to EEO Code Job to AAP code
Job to Pay Grade
Job to Workers Comp Code
Job to Job Group
Job to Job Family
Job to Staff Group
Job to Census Code
Job to Budget Group Code
Job to Budget Staff Group
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Job Relationships
All positions linked to a job will inherit allof the relationships linked to the job.
The relationships will facilitate reportingand analysis.
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Positions (S)
Positions are specific instances of jobs inorganizational units.
Positions are held by persons.
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Positions (S)
Positions must exist in the appropriateorganizational units before employeescan hold the position.
All employees, even undergraduatestudents and faculty, must have positionsestablished before personnel actions cantake place.
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Management of Positions
In the new system, we will managepositions as follows:
One-to-One Positions
Grouped Positions
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1-1 Positions
Only one employee will hold the position.
The position title will be unique to theposition.
1-1 positions will allow position-to-position reporting relationships, thusfacilitating future workflow.
Clerical, Service, Admin/Professional, andTenured/Tenure Track Faculty positionswill be managed as 1-1 positions.
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Grouped Positions
Multiple employees will hold the sameposition.
The position title will be defaulted from
the job title. No capability to provide aunique title for the employee.
Undergraduate students, graduatestudents, limited term lecturers, etc. will
hold grouped positions.
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Chief Positions
Positions designated as chiefs will begranted Manager Self Serviceauthorization through the portal.
Chiefs will be able to display data aboutall the employees in their organizationalunit.
Only one chief per organizational unit ispermitted.
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In case youre wondering
We will no longer have an intelligentposition code.
Various fields in the new system will
contain the data we used to find in theposition code. Examples: Job will define faculty rank
Pay grade will define position level
Tenure will be captured on a Faculty infotype Employee Subgroup will define the term of
appointment.
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New Significance forPositions
Positions will carry Enterprise andPersonnel Structure values.
These structure values are usedextensively in payroll, time, and benefitprocessing rules.
Well review Enterprise and Personnel
Structure values later in this presentation.
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Positions
Lets look at positions in the new system.
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Persons (P)
Persons are objects that hold positionswithin the organizational structure.
In other words, persons are theemployees in each organizational unit.
Persons are linked to the organizationalstructure via their assignment to aposition.
Information for persons is maintained inthe Personnel Administration modules ofthe system.
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OrganizationalManagement Roles
Org Management Processor: Create,display, change, delete data related to jobsand positions. Basic reporting capabilities.
HR Compensation Analyst: Create, display,change, delete data related to jobs andpositions. Enhanced reporting capabilities.
Organizational Structure Analyst: Create,display, change, delete data related toorganizational units. Enhanced reportingcapabilities. Configuration capabilities.
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Enterprise Structure
Next, well spend a few minutesdiscussing Enterprise Structure.
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Subdivision of Employees
Enterprise and Personnel structuresprovide the means to subdivideemployees into unique groups forpayroll, time, and benefit processingpurposes.
The structure values are initiallyestablished on the position and may be
defaulted or changed when assigning anemployee to a position.
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The Significance of
Enterprise & Personnel Structures
The structure values are used extensivelyin payroll, time, and benefit processing
rules. The structure values are used extensively
by financial components of the newsystem.
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Structure Values Storedon Positions
Enterprise and Personnel structure valuesare stored on positions.
When positions are created by the HRCompensation Analyst, the appropriatestructure values will be selected andstored for the position.
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Employee Assignments
At the time that an employee is assigned toa position, the employee will inherit thestructure values from the position.
The values will default or drive the
following information for the employee: Payroll area assignment
Eligibility for accruals (vacation, sick leave, etc.)
Eligibility for specific wage types (salary, hourly,administrative adjustment, etc.)
Benefit program groupings GL account assignment for payroll postings
Recurring base budget assignment & tracking
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Changing Defaulted Values
If the values defaulted from the positionare incorrect, the structure values may bechanged on Infotype 0001,Organizational Assignment.
Especially with concurrently employedstaff, the structure values will requirecareful oversight!
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Enterprise StructureOverview
The Enterprise Structure is made up ofthe following elements:
Client
Company Code Personnel Area
Personnel Subarea
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Client
The client is an independent unit of thesystem.
It is represented by a three characteralphanumeric code.
Ex: Client 100 is the productive client,Client 200 is the test client, etc.
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Company Code
The company code is the highest level ofthe enterprise structure within the client.
It represents an independent company.
The company code is established in thefinancial modules of the new system.
The University has only one companycode: PUR
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Personnel Area
The personnel area represents asubdivision of the company code.
The University has established thefollowing personnel areas:
Calumet
IPFW
North Central
West Lafayette
IUPUI
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Personnel Subarea (PSA)
The PSA represents a subdivision of thepersonnel area.
Within each personnel area, the
University has a variety of employees.The PSA will be used to create thefollowing subdivisions of employees: Pay with Benefits
Pay without Benefits Non Pay with Benefits
Non Pay without Benefits
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Overview of the PersonnelStructure
The Personnel Structure is made up ofthe following elements:
Employee Group
Employee Subgroup
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Employee Group (EG)
The employee group is used to classifyemployees into specific groups thatrequire unique processing for pay, time,and benefits.
B&FP will use employee groups tofacilitate management of the recurringbase budgets.
GL accounts for financial postings will bederived from a combination of employeegroups and wage types.
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Employee Group (cont.)
The employee group will generatedefaulted values for the employee.
Payroll area
Benefit groupings Accrual eligibility
The employee group can be used forreporting purposes or as a criteria forbusiness rules.
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Employee Subgroup (ESG)
The Employee Subgroup (ESG) is used tocreate subdivisions within the employeegroup.
The University will use the ESG tosubdivide employee groups into thefollowing categories:
Exempt versus Non-Exempt
9, 10, 11, 12 month appointment
FY, AY, Biweekly, or Non-Pay
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Conversion of Enterprise &Personnel Structures
As employees are converted intopositions in the new system, theappropriate enterprise and personnel
structure values must be assigned.
The following slides discuss generalconversion practices.
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Converting Personnel Area
Personnel area = campus location.
Conversion routines will determine thedepartment/campus in which theposition resides and establish theappropriate personnel area.
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Converting PersonnelSubarea
Personnel subarea = Pay with or withoutBenefits, Non Pay with or withoutBenefits.
The conversion routines will use acombination of data from Beneflex andPayroll to determine the appropriatepersonnel subarea for the position.
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Converting Employee Group
Employee group will be converted using amapping between the existing positioncode and the employee groups.
Some employee groups (ex: ResidenceHall Counselors) will require carefuloversight since the position code is notunique.
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Converting EmployeeSubgroup
Employee subgroup will be converted bymatching the current exemption status andterm of appointment to the appropriateemployee subgroup.
All exempt positions containing a 10 inthe position code will be converted to the9 Month AY Exempt subgroup.
All exempt positions containing a 12 inthe position code will be converted to the12 Month FY Exempt subgroup.
After initial conversion, we will migrateappropriate positions to the 9, 10, or 11Month FY Exempt subgroups.
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Maintenance of Enterprise& Personnel Structures
The structures are the backbone of HRand Payroll processing.
The structures, although used byfinancial modules in several instances,are owned by Human Resources.
HR will need to maintain appropriate
control and vigilance over the use of thestructure.
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Changes to Enterprise &Personnel Structures
Structures are used extensively inprocessing rules for payroll, time, andbenefits.
Any changes to structures will require
significantplanning and work. Rewrite system rules. Modify positions and/or employee assignments. Modify payroll posting rules. Modify recurring base rules.
Grandfathering specific employees forspecial processing will become extremelydifficult.
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Enterprise & PersonnelStructures
Lets look at the structure values storedon positions and assignments.
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Resources
To learn more about Enterprise andPersonnel Structures, click to thefollowing URL:
http://www.onepurdue.purdue.edu/resources/
onepurdue_hr_concepts_education_datalinks
.shtml
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Questions?
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Evaluation of Session
An evaluation form is available at the following URL:
http://www.onepurdue.purdue.edu/resources/onepurdue_hr_concepts_ed
ucation_datalinks.shtml
Please take a few minutes to complete the evaluation form and
provide feedback about the session.
Your feedback will be used to improve future Concepts sessions.
Thank you for participating!