DocumentHR

MySAP ECC.6.00 Implementation

For Xxxxxxx xxxxxxxxPvt. Ltd

Business Blueprint

Human Resources

Prepared by

Business Blue PrintHuman Resources

Execution

This functional analysis report was drafted on the basis of analysis meetings held from

February 14th to February 20th, 2007. The analysis meetings held gave the Yyyyyyyyya Infotech

India an understanding of the Xxxxxxx xxxxxxxxPvt Ltd organisation structure, business procedures

and processes.

Document Information

Version 1.0Page 2 of 29

Name Role

Project Manager

Application Consultant-HR

Senior Manager-(Finance & Accounts)

HR Key User


Project Name my SAP 6.0 ECC Implementation

Document Version No

1.0

Project Manager Document Version

Date14-February-2007

Prepared By Preparation Date 14-February-2007

Reviewed By Review Date 26-February-2007

Document Tracking

Revision Version date Revised by Change Description

1.0 14-February-2007 New First Release

Name

The following acknowledges the acceptance of Business Blueprint of mySAP ECC 6.00

Implementation Project developed in agreement between Yyyyyyyyya Infotech and Xxxxxxx

xxxxxxxx(P) Ltd.

Reference

This acceptance is in accordance with the terms and conditions expressed in Yyyyyyyyya

Proposal to Xxxxxxx xxxxxxxx(P) Ltd

Work Accepted

Business blueprint documentation for Human Resources (HR) with the filename:

document.doc



Acceptance

In witness thereof, the parties, in signing this acceptance, have agreed that Yyyyyyyyya

Infotech has successfully completed the Business Blueprint – mySAP ECC 6.00 Implementation

and has met all the deliverables as mentioned in the contract.

Name Title, Department Company Date Signature

Mr. Project Manager Yyyyyyyyy

20.02.2007

Mr. Application

Consultant Yyyyyyyyy

20.02.2007

Mr. Regional Manager zzz 20.02.2007

Mr. Senior Manager-

(F&A)zzz 20.02.2007

Mr. Key User zzz 20.02.2007

TABLE OF CONTENTS



1. Introduction.............................................................................................................7

1.1. Purpose of this document.......................................................................................7

1.2. Who should read this document.............................................................................7

1.3. Document Derivation..............................................................................................7

2. Process Description................................................................................................8

2.1. Objectives...............................................................................................................8

2.2. Who created it?......................................................................................................8

2.3. Where is it used?....................................................................................................8

2.4. Who is Responsible?..............................................................................................8

4. Present Business Process (As-Is)..........................................................................9

5. Business Process Flow (To-Be)...........................................................................10

5.1. Recruitment..........................................................................................................12

5.2. Personnel Administration (PA).............................................................................14

5.2.1. Structural Employee Master Data.........................................................................15

5.2.2. Detailed sub headings of Personnel Administration (PA).....................................15

5.3. Appraisal...............................................................................................................17

5.4. Training.................................................................................................................18

5.5. Organizational Management................................................................................19

6.1. Enterprise Structure..............................................................................................21

6.1.1. Personnel Area/Sub Area:....................................................................................21

6.2. Recruitment..........................................................................................................21

6.2.1. Personnel Screening (Initial Data Entry of Applicant)..........................................21

6.2.2. Applicant Master Data Maintenance.....................................................................21

6.2.3. Selection Procedure.............................................................................................21

6.2.4. Applicant Actions..................................................................................................21

6.2.5. Transfer Applicant Data........................................................................................22

6.3. Personnel Administration......................................................................................22

6.3.1. Hiring....................................................................................................................22

6.3.2. Employee Master Data.........................................................................................22

6.3.3. Display Master Data.............................................................................................22

6.3.4. Transfer/Promotion/Change in Pay......................................................................22

6.3.5. Retirement/Resign/Death.....................................................................................23

6.4. Personnel Development.......................................................................................23



6.4.1. Qualifications........................................................................................................23

6.4.2. Employee Profile Maintenance.............................................................................23

6.5. Appraisal...............................................................................................................23

6.6. Training.................................................................................................................23

6.6.1. Creation of Business Events................................................................................23

6.6.2. Assign employees to Business Events.................................................................24

6.7. Organizational Management................................................................................24

6.8. CATS (Cross Application Time Sheet).................................................................24

6.8.1. Time Sheet maintenance......................................................................................24

6.8.2. Transfer Time Sheet.............................................................................................24

6.9. Master Data Transfer............................................................................................24

8. System Configuration Considerations..................................................................26

8.1. Data Migration Considerations.............................................................................26

8.2. Interface with Legacy system...............................................................................26

8.3. Authorisation Considerations................................................................................26

9. Standard Reports.................................................................................................27



1. Introduction

1.1. Purpose of this document

This document is the Business Blueprint for delivering the SAP project at Updater. It outlines

the business requirements, ‘AS-IS’ analysis, ‘TO-BE’ processes and design considerations for the

project. This document, however, will not cover the technical details of the actual customizing and

other issues.

1.2. Who should read this document

This document is meant for MIS Managers, MIS Team leads and Key Users who are having

good understanding of SAP system. This document explains all the specifications that are broadly

captured for successfully delivering the SAP project. This is a controlled document and its

circulation is left to the discretion of Yyyyyyyyya Infotech and Updater.

1.3. Document Derivation

This document is derived based on the following activities conducted at Updater starting 14th

February 2007:

Updater key user discussions

Updater Requirement discussions with Process owners

The intent of this document is to capture the entire design to support the requirements

specified in the requirement document.



2. Process Description

2.1. Objectives

Implementation of SAP HR includes all application components related to an employee’s

“Life-cycle” while at an organisation. The objective of this Blueprint Process is to define how to

process Recruitment, Personnel Administration, Appraisal, and Training.

2.2. Who created it?

The Human Resources Management team is responsible for creating these processes.

2.3. Where is it used?

Recruitment Process is used for recruitment and maintaining the applicant pool.

Personnel Administration Process is used for Employee Detail Creation & Maintenance.

Appraisal Process is used for employee Performance Appraisal.

Training Process is used to maintain employee training records, training documents.

2.4. Who is Responsible?

The HR team is responsible for executing above-mentioned processes.

3. Impact on the current Business Process

HR processing will impact on the current business processes in the following areas:

Employee details, which includes Personal Administration, Appraisal, Training.



4. Present Business Process (As-Is)

Personnel Administration processes are the business procedures required maintaining

employee details including personal information such as address, name, date of birth, etc, and

work-related details such as work schedule, pay structure.

In the present HR system at Updater, each client is handled by an Operation Head.

Whenever a requirement arises the Operational Head recruit the candidate and sending the

information like ESI enrolment (Form-1) and PF nominee (Form-2) to the Head Office every month.

Then the Head Office is creating the new employee in the system.

In this present system there is a possibility of creating duplicate entries for the same

employee. In the second scenario an employee may work in two different client places with two

different personnel numbers. This may also leads to the redundancy of data. This redundancy will

create an inconsistency data.

Updater maintaining all employee master data in the Head office, in a legacy system called

POCKET. Here each employee is assigned to the respective branch and the client, where he/she is

working.

As of now there is no proper Appraisal system in UDS and it needs to configure in SAP as

per the best practice.

Training is one of the major processes in Updater services. Every week / every fortnight

training will be conducted to the respective employees at the client place itself. Training will also be

conducted at Updater H.O. for the employees who are working at the client site



5. Business Process Flow (To-Be)

SAP HR consists of 3 structures, they are;

1. Enterprise structure

2. Personnel structure

3. Organisational structure

SAP HR structure



Enterprise Structure

a. Company Code

Company is the smallest organizational unit of Financial Accounting, for which a complete

self-contained set of accounts can be drawn up for the purposes of external reporting. This includes

recording of all relevant transactions and generating all supporting documents required for financial

statements

b. Personnel Area

Personnel Area is a specific entity within the Personnel Administration structure.

Each Branch in Updater is considered to be the Personnel Area. The personnel area has

the following functions:

It is used to generate default values for data entry

It is a selection criterion for reporting.

Personnel area constitutes an authorization check unit

c. Personnel Sub Area



Personnel sub areas are the subdivisions of the personnel area. In Updater each

Department(Activity) is considered to be a personnel sub area which is within personnel area.

The personnel sub area has the following organizational functions:

Specifying the country grouping; this controls the dialog for entering country-specific

personnel data. Within a company code, the country grouping must be unambiguous

Assigning a legal entity to differentiate between the individual companies from a legal point

of view.

The personnel sub area is a selection criterion for evaluation.

d. Employee Group

Employee Groups are used to classify employees in general terms in SAP R/3 system.

Employee Groups serve as selection criteria for reporting. SAP has got number of employee

groups, but as per the requirement at Updater we considered only one employee group, that is:

1. Active

e. Employee Sub Group

The employee sub group represents a sub division of employee group. The sub group of

Updater employee group is

1. Regular

2. Contract

3. Trainee

4. Probationary

5.1. RecruitmentRecruitment plays a very vital role in any organisation. In Updater recruitment begins with a

vacancy, which may arise due to resignation, death, termination or new vacancy may create as an

additional. Applicants apply (may be Internal or External) for the vacant position.

SAP-HR-Recruitment provides the facility like, data redundancy (at the time of entering the

candidates detail itself it will check whether the candidate has applied here already). This feature

also helps when an internal employee applies for the vacant position.

This SAP-HR-Recruitment maintains applicant database like applicant education, previous

employer etc., as infotypes in applicant master data. Also maintain the soft copies of the applicant



resume, photograph etc in applicant master data. Maintain applicant profile, to retain applicant

qualifications which help for applicant selection.

SAP provided standard reports of applicant based on Profile, Applicant range, Applicant

group (External, Internal), Reference personnel numbers

Once the applicant is selected his relevant information is transfer into HR master data.

If the applicant rejects then all his/her data stores in Applicant pool for historical purpose or

for future.



Recruitment Process

5.2. Personnel Administration (PA)

Updaters use SAP functionality to maintain records of regular, trainee, probationary and

contract employees, within the single and centralized HR system. Individual’s data will now

available for management information and for compliance review.

If we want to process an employee like Hire, Transfer, Promotion, Leave use Personnel Action

(Performing a personnel action means maintaining a predefined sequence of infotype for a

particular employee).

If we want to add some more data of an employee use Infotype (Infotype are menu of

information which stores the record in an order) in HR Master Data.



5.2.1. Structural Employee Master Data

5.2.2. Detailed sub headings of Personnel Administration (PA)

a. Infotype Menus

In SAP, users may access HR master data infotypes by selecting either Maintain-(Change)

or Display-(View) in SAP Easy Access Menu. When either of the one is selected, the user is

presented with series of Infotype menus. These menus include infotypes for ease of access by the

user.

b. Employee Number

Employee will be assigned to a sequentially generated Number. This number is unique 8

digit number type and it depends upon in which Branch employee is working.

When an employee leaves the company his /her personnel number will not be deleted and

will be retained for Accounting & History purposes. However his status will not be active.

c. Personnel data

The details regarding an Employee will be maintained in Infotypes. Employee Family details,

Addresses, Date of joining are some of the elements.



Employee Data – This step involves the defining Forms of Address (Mr. / Ms), Name Format

(First / Middle / Last Name), Marital Status, Blood group, Personal identification mark.

0002Personal Data

0804Personal Features

Family Data – This step involves entering the information about Employee’s family. It

includes details of family members, their dependencies on the employee and also the profession of

spouse.

0021Family Member/Dependents

Address – Here we can maintain employee address; it includes permanent address, mailing

address, postal codes.

0006Addresses

Bank Details – This involves defining the bank details for the employee. It includes his/her

bank details.

0009Bank details

Salary structure – To maintain employee salary use Infotype 0008 (Basic pay). In UDS the

salary changes from client to client, branch to branch. In SAP we create each client as one Payroll

type and each branch as Payroll area and assign respective allowance group, so that the wage

types will come by default

0008Basic Pay

Nominee – Use 0591 (Nominations) for maintaining employee nominees

d. Employee profile

Maintain employee profile which helps to identify the employee capacity, for future plan.

e. Organizational Data



The information that is defined in this process will be used for authorization procedures. The

process includes defining the employee attributes (activity status, employment status).

f. HR Archive

Here the scanned employee photograph, documents like his resume can be maintained,

which helps to recognize an employee easily.

g. Customizing User Interfaces

This step involves making the system more users friendly. The customization involves

setting of the Menu Structure, suppressing details not under the scope of the system settings and

also linking related data together.

h. Date Types

UDS requires different types of Date type, at employee level. SAP provided an Infotype

0041 (Date specifications), which can used for the same.

i. Assets given to the employee

UDS provides various types of company assets to employee like Laptop, Mobile. It needs to

be maintained in employee master data.

Use Infotype 0034 (Corporate Function) for maintaining employee assets.

5.3. Appraisal

SAP provided a separate component for employee Performance appraisal. Appraisal

Systems can be used as a personnel development instrument to evaluate members of the

organization in a planned, formalized and standardized manner. For valuating an employee SAP

provides various performance criteria’s and on these standards only employee will be evaluated.

In UDS appraisal process will occur in client place. The appraiser evaluates his

subordinates and sends the result to Head office. Finally the assessed results will be uploaded to

the SAP.



5.4.

Training

Training component has a wide range of powerful functions to enable you to plan and

manage all kinds of business events from training events to conventions simply and efficiently.

It provides you with an extensive range of powerful functions for every stage of event

management; preparation, planning, and execution.

Book individual and group attendees

Direct connection to Microsoft Word for all correspondence and publications (such as

Business event contents, attendance lists, or correspondence).

Maintain documents at business event level

Generate attendance lists

5.5. Organizational Management

Organizational Management component depict the organizational and reporting structures. It

provides a number of organizational objects with which we can create organizational plan.

Organizational units (Branches, Clients) are the center of an organizational plan which is

arranged in a hierarchy that mirrors the structure of an enterprise. Other object such as positions

(Operational head, for example) shows enterprise’s reporting structure. By connecting objects via

relationships, we create a network that reflects the organizational and reporting structures. In

addition to this, we can create relationships to objects from other components (cost center,

employee for example).



a. Organizational Unit (O):

It represents the functional unit in an enterprise. Organizational units differ from other

components in an enterprise such as personnel areas, sub area, etc. These are used to depict

structures (administration or accounting, for example) in the corresponding components.

b. Position (S):

Position represents a post that can be occupied by a person (employee) in the staff

assignments of an organizational unit (purchasing administrator for example). Positions differ from

jobs. A job is not concrete but rather the basis for the creation of various positions with similar tasks

and characteristics.

For maintaining minimum wages use infotype 1005 (Planned Compensation).



UDS Organizational Structure

6. Business Process Master List (BPML)


Updater Services

Dir-(BD/ O)

GM Admin

GM BD

Reg Mgr (South)

Chennai Bangalore

Cochin

Opr Mgr-HO

ABB LTD AFL LTD

GM FIN

Airtel

Opr Mgr at Branch

Supervisor

1CateringHousekeepingTechnicalSecurityGardeningProduction Support

MD

Organizational Unit (O)

Etc.......

Position (S)


6.1. Enterprise Structure

6.1.1. Personnel Area/Sub Area:

Personnel Area/Sub Area process is used to define the Personnel Area and Sub Area. This

process will take place only when a new branch or a client is added to the Organization.

Personnel Area defines the geographical location of an organization; Sub area defines the

sub division of the Personnel area. In UDS each branch is considered as a Personnel area and

each client is considered as a Sub area.

6.2. Recruitment

6.2.1. Personnel Screening (Initial Data Entry of Applicant)

Personnel Screening process is used to capture the relevant data of a candidate, which will

be used to find out whether this candidate has already applied or not. This will help to avoid

duplications.

6.2.2. Applicant Master Data Maintenance

Applicant Master Data Maintenance process is used to capture and maintain applicant data.

It includes applicant profile (qualification), experience details, personal data etc.

6.2.3. Selection Procedure

Selection Procedure process is used to select a right applicant. Selection should be based on the qualification and the applicant may be from External / Internal.

6.2.4. Applicant Actions

Applicant Actions process is used to maintain the status of an applicant like Reject, Process

further, Put on hold and Hire applicant.

6.2.5. Transfer Applicant Data

Transfer Applicant Data is used to transfer an applicant data that got selected to the

Employee Master Data / HR master data.



6.3. Personnel Administration

6.3.1. Hiring

Hiring is the process, which takes place when the recruitment is not happening through HR

and some other department does this Hiring. In UDS Hiring process takes place at the client site by

the Operation Team, Then the required and details will be send to the HR at Head Office. In such a

situation, use hiring action in Personnel Action. During this process a series of Infotype will be

created for each employee.

6.3.2. Employee Master Data

Employee Master Data is used to maintain the employee details through Infotype (Infotype

is a menu of information which stores the data in an order). During the Hiring process only the

important Infotype is used, but for further data like employee medical data, family members data,

education data, and employee assets data are maintained in HR master data.

6.3.3. Display Master Data

Display Master Data process is used to display all employee details through different

infotype.

6.3.4. Transfer/Promotion/Change in Pay

Transfer/Promotion/Change in Pay process is used to change the employee status details

whenever there is Change of Position or Promotion or Demotion or Transfer. During this process

also a series of Infotype have to be updated. The Infotype change from one action to other.

6.3.5. Retirement/Resign/Death

Retirement/Resign/Death process is used to delimit the important infotypes like employee

salary, personnel data to the employee end date, and if any assets given to the employee will be

displayed. This is also a type of personnel action.



6.4. Personnel Development

6.4.1. Qualifications

Qualification process involves maintenance of Qualification catalogue, which helps to create

and maintain different types of qualifications. The qualification requirement at UDS may vary from

time to time depends upon the requirement.

6.4.2. Employee Profile Maintenance

Employee Profile Maintenance process is used to maintain employee profile for the

management purpose. This data is used to find out the employee potential, qualification, and also

for the appraisal process.

6.5. Appraisal

Appraisal process is used to appraise an employee, based on various criteria’s. SAP

provides different parameters for performance appraisal. Appraiser will appraise the employee by

using the parameter value and update the same to the management.

6.6. Training

6.6.1. Creation of Business Events

Creation of Business Events process is used to create different Business Events. As per the

UDS requirement; a SAP’s standard Business events have been created. New business events can

also be create and maintained when ever there is a requirement; these Business events have to be

assigned to the respective Position.

6.6.2. Assign employees to Business Events

Assign employees to Business Events process is used to assign the employees to

respective Business events. This will help to get a clear picture about what are all the Business

Events should be taken place and who are all the employees to attend.

6.7. Organizational Management



Organizational Management process is used to create (or copy) an organizational unit and

respective Positions whenever a new branch / client joins the Organization.

An organizational plan is used to carry out numerous business and human resources

processes, it is, a functional structure representing an enterprise based on tasks.

Whenever an employee is assigned to a Position then it will automatically update in

Organizational Structure.

6.8. CATS (Cross Application Time Sheet)

6.8.1. Time Sheet maintenance

Time Sheet maintenance process is used to maintain employee wise man days.

6.8.2. Transfer Time Sheet

Transfer Time Sheet process is used to transfer time sheet data to the respective system.

6.9. Master Data Transfer

Master Data Transfer process involves transferring SAP employee master data to the legacy

system, POCKET for payroll processing.

7. List of Infotype to be maintained by UDS



SL NO Infotype Description Remarks



1 0000 Actions 2 0001 Organizational Assignment 3 0002 Personal Data 4 0006 Addresses 5 0008 Basic Pay 6 0009 Bank details 7 0021 Family member/Dependants 8 0025 Appraisals 9 0034 Corporate Function

10 0041 Date Specifications 11 0105 Communication 12 0587 Provident fund contribution 13 0588 Other Statutory Deductions 14 0591 Nominations 15 0804 Personal Features16 1000 Object17 1001 Relationships18 1002 Description19 1005 Planned Compensation20 1007 Vacancy

8. System Configuration Considerations Number Ranges

Sl. NO

Description INT/EXT Remarks

01 Employee Personnel Number INT SAP generates personnel number



numerical value only; alphanumeric personnel number is not possible.

8.1. Data Migration Considerations

Data Objects

Sl No Company-Legacy system SAP system Master Data

01 Employee Data Employee Master M- (Master Data)

8.2. Interface with Legacy system

Data of an employee is stored in SAP. Employee information needs to be transfer to the

legacy system, i.e. Pocket for Payroll processing. Since Pocket is having the capability of uploading

the data from excel sheet, all SAP employee data can be converted into excel format, whenever

required.

Following data will flow from SAP to POCKET

Employee personnel number, name with Pay structure

Client name

Attendance and Overtime (both Days and Hours)

Various types of deductions

Advance and Loan details

8.3. Authorisation Considerations

To be implemented according to the Authorization Matrix in the Realization Phase

9. Standard Reports

RecruitmentReports Description Remarks

1 Variable Applicant List 2 Applicant Statistics 3 Vacancies

Personnel AdministrationReports Description Remarks



1 Flexible Employee data 2 Service Anniversaries 3 Birthday List 4 Employee List (DOJ and DOL) 5 Family members 6 Telephone Directory 7 Power of Attorney 8 Bank details

TrainingReports Description Remarks

1 Training Attendee List 2 Attendee’s Training History

3Attendance List (Word format-to get the sign)

4 Training Business Events

Organizational ManagementReports Description Remarks

1 Vacant Positions 2 Obsolete Positions

3 Planned Labor CostsUse this infotype for maintaining Minimum wages

YyyyyyyyyaSl No Name Designation Signature Date



UpdaterSl No Name Designation Signature Date


Documents

DocumentHR