sap hcm user manual organizational management1

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HUMAN CAPITAL MANAGEMENTTRAINING MANUAL

FOR

Druk Green Power Corporation LimitedDruk Holdings and Investments Limited

Wipro Ltd.

Date: 13.12.2010

Version 1.0


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Human Capital ManagementUser Manual for Organization Management

Prepared By: Core Team Members and Wipro Consultants Page 1

Table of Contents

1. Master Data .........................................................................................................................................2

1.1. Object Types .....................................................................................................................................2

1.2. Methodology ....................................................................................................................................2

1.3. Organization Unit .............................................................................................................................3

1.4. Position ............................................................................................................................................3

1.5. Job ....................................................................................................................................................4

1.6. Cost Centre .......................................................................................................................................41.7. Object Relationships ........................................................................................................................4

1.8. Relationships between objects are reciprocal .................................................................................5

1.9. Number Range .................................................................................................................................6

2. Getting Started .....................................................................................................................................7

2.1. To open Login Window ....................................................................................................................8

2.2. To Logon to SAP ...............................................................................................................................9

2.3. To open the SAP Easy Access window .............................................................................................9

2.4. Standard toolbar ........................................................................................................................... 11

2.5. Application toolbar ....................................................................................................................... 12

3. Business Processes ............................................................................................................................ 14

3.1. Organization Structure .................................................................................................................. 14

3.2. Working with Screen Areas ........................................................................................................... 15

3.2.1. SIMPLE MAINTAINANCE............................................................................................................ 16

3.2.1.1. Creation of Organization Unit ............................................................................................... 16

3.2.1.2. Creation of Job and Positions ................................................................................................ 193.2.1.3. Create Relationship ............................................................................................................... 20

4. OM History ........................................................................................................................................ 26


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1. Master Data

Master data contains data records that are stored in the database for a long period of time. These are storedcentrally and used and processed on a cross-application basis. This prevents multiple storage (redundancy)of data.

When you create purchasing documents, the R/3 System facilitates data entry by copying the data fromexisting master records as default values into the purchasing documents. It also copies data such as units ofmeasure and material short texts from the material master record. The data in the vendor master record

includes addresses and payment data. You can store data for a particular material (for example, deliverytime and purchase price) on a vendor basis in info records.

1.1. Object Types

The objective is to explain the most commonly used object types.

Business Example:

It has been decided to implement OM. You need to understand the concepts and structures so that you cansupervise the creation and maintenance of your company’s organizational plan in the system. Using OM, you

can, create a complete model of the organizational and reporting structures of your enterprise.

1.2. Methodology

Organizational management is based on the concept that each element in an organization represents astand-alone object (object-oriented design) with individual characteristics. These objects are created andmaintained individually. They are then linked together through relationships (shown below) to form anetwork which has the flexibility to perform human resources planning, forecasting and reporting.

Objects:

OM is based onorganizationalobjects

Relationships:

These objects arerelated to eachother in

Characteristics:

Objects can haveadditionalcharacteristics


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Above mentioned objects are the building blocks in Organizational Management, although an organizationalplan can consist of many object types. The first 4 objects have their origin in HR while the last object i.e. CostCentre comes from FI module of SAP.

Object Type Object Type key Object IconOrganizational Unit OJob CPosition S

Cost centre KPerson P Person

1.3. Organization UnitRepresent a functional unit in your enterprise, marketing department, for example. This field defines theDepartment / Section within the Organizational structure in which the employee is working. You depict the

functional units of your enterprise with organizational units. You create an organizational structure byassigning these organizational units to each other. The highest organizational unit in an organizationalstructure is the root organizational unit. The organizational structure* is the basis for the creation of anorganizational plan.

1.4. PositionObject Type key “S” (Specification) is used for object type position.

This field defines the position, which the employee is occupying within the organizational structure, e.g.,DGM Finance, Senior Manager, etc. Represents a post that can be occupied by a person (employee) in the


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staff assignments of an organizational unit, purchasing administrator, for example. You represent theheadcount of an organizational unit using positions. By representing the current status of an organizationalunit and foreseeable requirements, you create the basis of the staff assignments. Only when you havecreated a position, can you assign persons or users and in so doing complete the staff assignments.

• Positions differ from jobs.• Positions can be 100% filled or vacant.• Positions are occupied by holders (employees)

1.5. Job

It is defined as Resource for creating positions. Positions are concrete and can are held by persons in anenterprise (purchasing administrator, for example). Jobs, in contrast, are classifications of functions in anenterprise (administrator, for example), which are defined by the assignment of characteristics. Whencreating a new position (purchasing administrator, for example), you can relate it to a job that alreadyexists (administrator, for example). The position then automatically inherits the tasks and characteristics ofthe job.

1.6. Cost Centre

Object type key “K” is used for object type Cost Centre. Cost centers are maintained in Financial Accountingand are linked to either organizational units or positions. Cost center assignments are inherited along theorganizational structure.

1.7. Object Relationships

All relationships are stored in infotype 1001(HRP1001 database). The objective is to explain the connectionbetween object relationships, evaluation paths, and the organizational plan.

Data Model :

Objects are linked through relationships

You create relationships between the individual elements in your organizational plan. Several linkedobjects can represent a structure. There are different types of relationships as the types ofconnections between elements vary.

The relationships used between standard object types are defined in SAP standard system andshould not be changed.

The following relationships are available in the standard system:

Organizational structure basic relationships

Relationship ObjectTypes

Meaning


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A/B 002

Reports (Line) to/Is Line Manager of

O – O Assigns force elements in the organizationalstructure to one another.

A/B 003

Belongs to/Includes

O – S Assigns a position to a force element in the

organizational structure.A/B 008

Holder/Holder

S – P Assigns a person to a position in theorganizational structure.

A/B 002 S-S Position to Position

O = Organizational Unit, S = position (specification), P = person

Each standard relationship has a three-digit key. Creating and editing relationship infotype records is anessential part of setting up information in the Organizational Management component. Withoutrelationships, all you have are isolated pieces of information.

1.8. Relationships between objects are reciprocal

If a ‘job’ describes a ‘position’, then the position, in turn, will be described by the job. The direction of theserelationships is distinguished using the identification A or B. It is therefore, necessary to create a relationshipin only one direction. The inverse relationship will be created automatically by the system. This is theconcept of inverse relationship in SAP. As the name indicates, when a relationship is maintained between 2objects, then there is automatic creation of inverse relationship. For instance if there is created arelationship A003 (position belongs to) between Position and Organizational Unit then by default the inverserelationship B003 (Incorporates) is created between Organizational Unit and Position inversely.

A relationship can also be one-sided. Relationships to objects of an external object (cost centre incontrolling, for example) are often one-sided, that is, they go only in 1 direction.

The relationships between the basic objects result in the following structures:

Organizational Structure

Reporting Structure

Staff Assignments


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Organizational structure relationships (graphical representation)

JOB

ORGANIZATIONAL

UNIT

POSITION

COST CENTER

PERSON

Is described by B007

Incorporates B003

Belongs to A003

Describes A007

Cost center allocation A011

Cost center allocation A011

Person is assigned as the holder A008

Holder B008

1.9. Number Range

When an object is created, an object ID must be assigned.

Internal number assignment: automatic allocation of object ID by the system.


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2. Getting Started

Switch ON your PC. A screen similar to the one shown below will flash on your PC:


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2.1. To open Login Window

Double click on the Toolbar “SAP logon” on above Screen.

Following Logon window shall open on your screen:

In this window, The System Head can configure the SAP Logon for you.

To Logon to SAP:

• Click on Logon button in the SAP logon window.

OR

To open Logon Window:

• Double click on the Toolbar “SAP logon-pad” on above Screen.


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2.2. To Logon to SAP

Double click on the small icon in the “Description” column, in the SAP logon-pad window.

After a brief delay, following window shall open on your screen:

2.3. To open the SAP Easy Access window

• Enter your client number. (If different than default )• Enter your SAP User ID.• Enter your SAP User Password.• Press Enter on your Keyboard.


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The user menu contains only those items – such as transactions, reports, and Web Addresses – you need toperform your daily tasks. If your system Head has defined a user menu, it is displayed when you log on tothe system.

If you have not been assigned a user menu, or you need to access items that are not contained in your usermenu:

• Open the SAP standard menu by choosing Menu SAP standard m enu . You now have a completeoverview of the SAP System you are currently working with. Use the workplace menu to navigate to theitems you need.


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On the SAP Easy Access initial screen, you can also:

Create a Favorites list consisting of the transactions, files, and Web addresses you use most frequently.

2.4. Standard toolbar

The functions assigned to the standard toolbar are listed below:

Button Name Function

Enter Confirms the data you have selected or enteredon the screen. Same function as the Enter key.Does not save your work.

Command field Allows you to enter commands, such astransaction codes.

Save Saves your work. Same function as Save in the Editmenu.

Back Returns you to the previous screen without saving

your data. If there are required fields on thescreen, these fields must be completed first.

Exit Exits the current function without saving. Returnsyou to the initial screen or main menu screen.

Cancel Exits the current task without saving. Samefunction as Cancel in the Edit menu.

Print Prints data from the current screen.

Find Searches for data required in the current screen.

Find next Performs an extended search for data required inthe current screen.

First page Scrolls to the first page. Same function as the CTRL+ Page Up keys.


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Previous page Scrolls to the previous page. Same function as thePage Up key.

Next page Scrolls to the next page. Same function as the

Page Down key.

Last page Scrolls to the last page. Same function as the CTRL+ Page Up key.

Create session Creates a new SAP session. Same function asCreate session in the System menu.

Create shortcut Allows you to create a desktop shortcut to anySAP report, transaction, or task if you are workingwith a Windows 32-bit operating system.

F1 Help Provides help on the field where the cursor ispositioned.

Layout menu Allows you to customize the display options.

2.5. Application toolbar

The functions assigned to the application toolbar are listed below:

Button Name Function

Create You use this function to create a new object.

Change You use this function to change an object.

Display You use this function to display an existing object.You cannot change data in display mode.

Copy You use this function to copy objects to temporarystorage or to the database.


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Delimit Delimit means you want to change a validityperiod, so that the end date occurs sooner than iscurrently stated

Delete You use this function to delete an object.

Overview Screen within a task that displays a summary tableof the sub-objects of an object. Each sub-objectusually has a detail screen

Execute You use this function to run a program.


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3. Business Processes

3.1. Organization Structure

Organization Structure is the representation of the reporting structure and the distribution of tasks usingorganization units (depts.) in an enterprise. The highest organization unit in the organization structure is theroot organization unit. E.g. CMD Organizational structure is the representation of the task related,functional structure of the company.


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3.2. Working with Screen Areas

Different user interfaces to edit / display the organizational plan:


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3.2.1. SIMPLE MAINTAINANCE

3.2.1.1. Creation of Organization UnitThro ugh t he f ol low ing st eps i t i s possible to creat e new o rganizat ion uni t s in t he st ruct ure .

Menu Path Human Resources-Organizational Management-Expert Mode-SimpleMaintenance-PPOC_OLD ( create, change and display)

Transaction Code PPOC_OLD

Either, one can follow the path or by using the transaction code

OR


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Directly enter the T-code: PPOC_OLD in the Command Field of the SAP Easy Access Menu.

By using the Transaction Code- PPOC_OLD following screen will appear

• Enter the Short text of Company/ Division/Unit in Abbr. Field• Enter Long text in the Name field.• Enter Validity Start date.• Press Create Button

MandatoryfieldCreate

utton

Command Field

Validity StartDate


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After pressing CREATE button following screen will come. On the below screen system will auto generate the8 digit unique code for the newly created Organization Unit:

Press ENTER button on the above screen . After pressing Enter button, following screen will appear

Systemgenerate 8Di it code


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3.2.1.2. Creation of Job and PositionsTo create new positions first select Staff Assignments.

After selecting the STAFF ASSIGNMENT button, press Select POSITION to create new positions thenfollowing screen will appear to crate job and position.

Click on StaffAssignment

Click onPosition


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• Give abbreviation for position & Job• Define name of the position & Job• Define number of such positions required• Specify validity• Save

Note:

3.2.1.3. Create Relationship

From the same screen you can create the different number of positions.

To create more Departments, Divisions and Units in DGPC structure click on select the parent Org. Unit for

e.g.: Select DGPC, as shown in the below screen and press CREATE button

Organization Unit to Organization Unit Relationship

After pressing CREATE button following screen will come:

Click

Create


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• Enter the Short text of Division/Unit in Abbr. Field• Enter Long text in the Name field.• Save all the entries.

NOTE: On the same window you can create the multiple Divisions/Units.

As and when you will press SAVE button following new screen will appear with entered values:

To create Divisions/Units within the Department, follow the same process.

Deptcreated


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To create the Organization Unit and Position relationship click to respective Department, and press STAFFASSIGNMENT button. See the below screen for reference.

Organization Unit to Position Relationship & Job to Position Relationship

After selecting the STAFF ASSIGNMENT button, press Select POSITION to create new job and positionsand to assign the newly created position and job to department.

Click

Click on StaffAssignment

Click onPosition


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• Give abbreviation for position & Job• Define name of the position & Job• Define number of such positions required• Specify validity• Save

Note:

Now, all the created Positions are assigned to Organization Unit.

From the same screen you can create the different number of positions and create realtionsips.

MD-DGPC

Head

HRA


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2. Direct from Hiring: When one assigns the holder directly while hiring, one have assign the positionnumber.

For example: We have assigned the holder for position Assistant manager-RD directly while hiring. Afterassigning the holder, one can assign the chief position if the person is holding the chief position of thedepartment/division/unit.

Holderassigned


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To make a position as chief position of department/division/unit then Click on the position for which youwant assign e.g. AM-RD, then click Edit button in the menu bar select the Chief Position Create.

Assignment of Chief Position

The hat symbol shows the head of the Dept/Division/ Units and below one show that they are reporting tothe head.

4. OM History

As and when any record will be created in the SAP HCM system under OM module that record will be savedin the system with particular start and end dates. If due to any reason some position or organization unit or job is not required in the OM structure of the company and co. decided to obsolete those positions ordepartments then just change the End Date of that particular object type, changing the End Date of anyobject type is called Object Delimit concept in SAP.

No need to delete the particular object type because after deletion History of the particular object is notpossible to retrieve.

Click

Assigned


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SAP standard reports are available to retrieve the OM History with different selection options.

Organization Unit Standard Report:

Jobs Standard Reports:


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Position Reports with Reporting Structure:

sap hcm user manual organizational management1

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