OM Induction Manual v1.0

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Induction Manual

HR – ORGANIZATIONAL

Management

Version 1.0

Date: Mar-27-2008



DOCUMENT RELEASE NOTICE

Notice No.:

Client: GMR group

Project: GMR SAP Training and Support

Document details:

Name Version No. Description

Induction Manual for SAPHR – OM Module at GMR

SAP Training and Supportproject

1.0 Induction Manual for SAP HR

– OM Module

The documents or revised pages are subject to document control.Please keep them up-to-date, using the release notice from the distributor of the document.These are confidential documents. Unauthorized access or copying is prohibited.

Prepared by : Rajini Narayanan.K Date: 27 March 2008

Authorized by : Date: 27 March 2008



P a g e 3 SAP HR Induction Manual

DOCUMENT REVISION LIST

Client : GMR Group

Project : GMR SAP Training and Support

Document Name : Induction Manual for SAP HR – OM Module

Release Notice Reference (for release): 1.0

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No.

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Date

Revision

Descripti

on

Page

No.

Previous

Page No.

Action

Taken

Addenda/

New Page

Release

Notice Ref.

0 27-March-08 First

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TABLE OF CONTENT Pg no

1 Business introduction 5

2 Implementation Methodology 63 Introduction to Organizational Management 6

4 Objects in OM 7

5 Relationships in OM 10

6 Infotypes in OM 11

6.1 Infotype 1000 – Objects 11

6.2 Infotype 1001 – Relationship 12

6.3 Infotype 1002 – Description 13

6.4 Infotype 1007 – Vacancy 14

6.5 Infotype 1008 – Account Assignment Feature 15

6.6 Infotype 1014 – Obsolete 16

6.7 Infotype 1018 – Cost Distribution 17

7 Plan Version 17

8 Processes in Organizational management 18

8.1 Creation of Organizational Unit 18

8.2 Creation of Position 19

8.3 Creation of Job 20

9 System Landscape Scenario 22

10 Developments/Enhancements 23

11 Data Upload 24

12 Links 25




1. BUSINESS INTRODUCTION:

GMR Group is one of the fastest growing infrastructure organizations in the country operating in

a whole multitude of businesses. The Group‟s businesses range from Airports, Power to Roadsunder the infrastructure umbrella and Sugar and related products under the Agri-Business. The

Group‟s Ferro Alloy division manufactures internationally accepted niche products used in the

manufacture of Stainless Steel.

This document covers the Business Processes under Organization Management for GMR Group

(Sugar/Cogen/Distillery, Roads, Energy, RAXA Security Services Limited, ConstructionManagement, Realty Sector, Corporate Services and Airports). There are HR departmentsfunctioning at each business level that maintain employee data and perform administrative and

other functions for all departments of GMR. This document lists the various kinds of objects and

processes in the sub-module of Organization Management (OM).

1.1Project Shield

GMR Group has implemented SAP HR as part of „Project Shield‟. The sub-modules that areimplemented from the SAP HR suite include:

a. Organization Management

b. Personnel Administration

c. Personnel Time Management

d. India Payroll

e. Performance Management System

f. E-Recruitment

g. Employee Self Service

h. E-Learning




2. Implementation Methodology

„Project Shield‟ is being implemented using Accelerated SAP (ASAP) methodology, the latest

and proven methodology of SAP. ASAP methodology ensures optimization of time and effort

involved in implementation of SAP solutions. There are five major milestones or phases in this project implementation namely,

Project Preparation

Business Blueprint

Realization

Final Preparation

Go-live and support

3. INTRODUCTION TO ORGANIZATIONAL MANAGEMENT

Organizational management is based on the concept that each entity in an organizational

structure represents Objects and maintaining the relationship between them.

An organization plan is a comprehensive and dynamic model of the structural and personnel

environment at your enterprise

It is created using org. units and positions

The organizational structure depicts the hierarchy that exists between the various

organizational units in your enterprise. You create the organizational structure by creating

and maintaining organizational units and relating them with one another

A reporting structure depicts the line structure that exists in your enterprise. You create a

reporting structure by creating and maintaining positions and relating these with one

another




4. OBJECTS IN OM

Organization unit

Job

Position

Person Cost Center

Qualification

Qualification group

4.1 Object Key and Number Ranges:

Object key is a notation, which helps in giving a distinct identity to various objects used in OM.

The various object used in OM along with their respective keys are:

Objects Text Key

Number ranges

from

Number ranges

to

Organization unit O 10000000 19999999

Position S 20000000 29999999

Job C 30000000 30999999

Person P

Cost Center C

Qualification Q 31000000 33999999

Qualification

group QK 34000000 35999999

4.2 Organization unit

This organizational object is denoted by the Object key – O. Organizational units are functional

units in an enterprise. In SAP HR, an organizational unit can be Strategic Business Units,Functions, Departments, or Sections, depending on their function in the structure.

By depicting an organizational unit and the hierarchical or matrix relationships between them,

one can model the organizational structure of an enterprise. The highest organizational unit in anorganizational structure is the root organizational unit. In GMR‟s context, „Group Chairman‟s

office‟ will be the root organization unit.

This organizational structure is the basis for the creation of an organizational plan, as every position in an enterprise is assigned to an organizational unit.




4.3 Job

This organizational object is denoted by the Object key – C. This object is used to describe positions in an organizational plan.

Positions are concrete and are held by persons in an enterprise (secretary in the marketingdepartment, for example). Jobs, in contrast, are classifications of common functions in an

enterprise (secretary, for example), which are defined by the assignment of tasks and

characteristics. Jobs serve as job descriptions, which apply to several positions with similar tasks

or characteristics. Whenever a job is created, it is listed in a job index.

When a new position is created (secretary in the marketing department, for example), it can be

related to a job that already exists in job index (secretary, for example). The position thenautomatically inherits the tasks and characteristics of the job. If there is no corresponding job,

add one to the job index with appropriate approval and assign to it, tasks and characteristics. This

will then be available when new positions are added.

Jobs also provide a valuable point of reference for developing qualifications in Personnel

Development sub-module of HR.

4.4 Position

This organizational object is denoted by the Object key – S. The relationship amongst these

objects is used to depict the reporting structure in an organizational plan. Positions are specificand are held by employees in an enterprise. Positions will be mapped to existing designations in

GMR.

Positions differ from jobs. A job is not concrete but rather the basis for the creation of various positions with similar tasks and characteristics. Positions can be assigned to organizational unit

or jobs; a position inherits characteristics of the organization unit / job, it is assigned to. A

position can also be 30%, 70% or partially filled i.e. more than one person can also occupy a position.

A chief position within an organizational unit is a position to which all other positions in the

organizational unit report. The Chief position will be the position heading Division or Function.

Conceptually a position is a link between function (Job) and organizational unit:

For example:

- Organizational unit: Corporate office

- Job: Manager- Position: Manager HR

4.5 Cost Center




Cost center is determined in SAP-CO application. A cost center can be assigned to a parent

Organization unit and its entire child Organization unit and positions will inherit the cost centers.

Hence, one needs to assign the cost center only once at the Parent or higher Organization unit.However, if the situation demands then the cost center can also be assigned at position level also

and if there are any assignment in Cost Distribution Infotype (IT 1018), payroll will pickup this

cost center for accounting purpose.

4.6 Person

This Organization object is denoted by the Object key - P. This organizational object is a

physical person to which all people relevant data will be attached.

Most important questions which need to be answered for a person are:

Which legal company does the person work for (and is paid by)?

Which Personnel Area and Sub area does he work in?

Which "Employee group" does he belong to?

Which "Employee subgroup" does he belong to? Which position does he occupy?

In GMR, OM will be integrated with PA (Personnel Administration); assignment of the person in

the organizational structure will be executed in PA through Personnel Action (it will be reflected

in PA Infotype 0001 - Organizational Assignment).In case of new person assignment, user will only need to enter the position number and by virtue

of integration between PA and OM, the system will default the values of personnel area,

personnel subarea, employee group, employee sub-group and cost center assigned to that

particular position.

4.7 Qualification

This Organizational object is denoted by the Object Key – Q. Qualifications are used to define both qualifications profiles and requirements profiles.

Qualifications are the skills, knowledge, or ability that a person has and is of interest to an

employer or, it is also the requirements for a position / job. This means that it is possible to

compare an employee‟s qualifications at a specific point in time with the requirements of his orher present or future occupation.

4.7 Qualification group

This Organizational object is denoted by the Object Key –

QK . A qualification group cancomprise several other qualifications. All the qualifications, arranged in a structured form iscalled Qualification catalogue. Qualif ication catalogue will be structured according to GMR‟s

requirements. Qualification catalogue will be made as a part of PD sub-module. This

qualification catalogue can be used to assign qualifications to Jobs, positions and person.




In GMR, qualification catalogue might also be used to map functional/business hierarchy for

reporting requirements. This decision will be made based on enterprise structure definition.

5. RELATIONSHIPS

By defining relationships between objects, there will be a hierarchy of objects created which will

mirror GMR‟s organizational structure. Network of relationships between objects will be used to

model the reporting structures of the organization.There are many different types of relationships between objects in the sub-module organizational

Management

Relationship Type Description

A/B 002

Reports to/Line

Supervisor of

A/B 003 Belongs to/Incorporates

A/B 012 Manages/Is managed by

A/B 011 Master Cost center

AZ01 Dotted line Reports to

BZ01 Dotted line Supervises




A/B 007 Describes/Is described by

A/B 008 Holds/Held by

6. INFOTYPES IN ORGANIZATIONAL MANAGEMENT

Master Data will be maintained in logically grouped together records called Infotypes (IT). Each

Infotype will contain data related by some common attributes. For example, the object Infotype

(IT 1000) stores related particulars about the object like object abbreviation, object long text andvalidity period.

The Detailed List of Master data OM Infotypes that will be used in GMR are:

6.1 Infotype 1000 – Objects:

This Infotype determines the existence of an Organization object. To create a new object, fourfields need to be filled, they are, Validity period (Beginning date and end date), short text for the

object and long text.




6.2 Infotype 1001 – Relationship:

This Infotype defines the relationship between different objects.

The fields that need to be filled in this Infotype are, validity period, relationship type, type

related object and object ID of the related object.




6.3 Infotype 1002 – Description:

This Infotype contains the additional descriptions of various

Organizational objects. The fields that need to be filled in this Infotype are, Validity, Description

subtype and Description




6.4 Infotype 1007 – Vacancy:

The function of this Infotype is to store the status of a position. Status of a position in this IT can

be stored as vacant or filled. This Infotype would be enhanced to indicate whether the position is

within or outside AOP and also Financial Year.




6.5) Infotype 1008 – Account assignment feature:

The function of this IT is to map company code, personnel area and personnel sub-area for a

position. These defined values will be defaulted in Personnel Administration at the time of

executing a Personnel Action. An attempt to change these values gives a warning but allows

changing.




6.6) Infotype 1014 – Obsolete:

This Infotype is used to flag positions as obsolete and these are those positions which are nolonger used but are still occupied. Status of a position in this IT can be stored as obsolete.




6.7 Infotype 1018 –

Cost Distribution:

This Infotype determines how costs are to be distributed between several cost centers. The fields

that need to be filled here are controlling area, additional cost center and cost percentage.

Organizational unit and positions are the objects for which this Infotype will be used.

7. PLAN VERSIONS

Plan versions are used to carry out various simulations of the structure and compare plans

in the system, in parallel. As a rule, only one plan version depicts an enterprise's current

organizational plan.

One can maintain multiple plan versions in a system. This enables one to use different

plans to experiment with various scenarios for a company. One plan might reflect current

day-to-day operations at a firm. Another might reflect a company proposed structure after

a planned merger takes place. It is important to note that there is no link between

information maintained in separate plan versions.




Plan version “01” (“Current Plan”) is the active plan version in which current valid

information will be maintained

8. PROCESSES IN ORGANIZATIONAL MANAGEMENT:

The following processes will be mapped as a part of Organization Management.

Creation of Organization units

Creation of Jobs

Creation of positions

8.1 CREATION OF ORGANI ZATION UNI TS:

All the sectors work on their respective AOP at the beginning of the year Manpower

planning is a vital part of AOP

Manpower planning is used as a base to create Organization units for that particular year

Organization units can also be created outside AOP if there is a need for one

Approving authority for creation of org. unit outside AOP are BSC / Business Chairman

BUSINESS PROCESS FLOW FOR CREATION OF ORGANIZATIONAL UNIT

WITHIN AOP /OUTSIDE AOP.







8.2 CREATION OF JOBS:

For creation of a new job, proposal is placed by businesses to the BSC Final approval for creation of a job is given by the Business Chairman Creation of jobs is always done as a Organization restructuring exercise The power to modify / change a job is vested only with the Corporate HR.

As jobs are generic and not Organization specific, general naming convention will be

followed for jobs.

For E.g. General Manager, Vice president, Associate general manager




8.3 CREATION OF POSITION:

All the sectors work on their respective AOP at the beginning of the financial year. An

AOP is generated for the year

Manpower planning is an integral part of AOP

Manpower planning is used as a base to create positions for that particular year.

Positions can also be created outside AOP if there is a need for one.

The naming convention that is followed for positions would be a combination of

Department and the job that the position is created for.

For E.g. If a position is created under the job „manager‟ and the department „HR‟ then the position would be called as „HR manager‟




BUSINESS PROCESS FLOW FOR CREATION OF ORGANIZATIONAL UNIT

WITHIN AOP /OUTSIDE AOP:




9. SYSTEM LANDSCAPE SCENARIO

During the start of implementation it had only 100, 200, 220, 300 in development, 400 in quality

and 500 in production.

Later on during master data upload, cutover and training to end users, more clients were added.

Below is the picture explaining the system landscape. It should be noted that the transport

requests can created only in 220 and 300 client. It has to be copied to 200 for unit testing by the

functional consultant. Later has to be transported to quality for testing by end users and business

process owners. Based on feedback, finally the transport request has to be transported to

production 500 from development.

For training to the new people joining GMR, training client will be maintained by regular client

copy of production and thus ensuring the real time data will be made available to the end users.

Client 430 was created to test the mock cutover activity prior to go live. This client may not be

available later.




Client 510 was proposed for pre-production for testing and imparting training to end users post

go live. This client may not be available later.

10) DEVELOPMENTS/ENHANCEMENTS:

The following developments or enhancements have been done

S.n

o Name

Functional Spec Doc Name

Type

1FieldEnhancements_IT1007

HCM_OM_FUE_001_IT1007_Enhancement_V1.2 Enhancement

2Report - Positions createdoutside AOP

HCM_OM_FUE_002_Report_Positions_outside_AOP_V1.0

Development

3 Report - Supervisor DetailsHCM_OM_FUE_003_EE_Supervisors_Details_V1.1

Development

For more details please refer to the functional spec for which the links is provided at the end of

the documents.




The following evaluation paths has been customized according to GMR requirements

Evaluation

Path Evaluation Path Description

ZOSP Evaluation path for dotted line relationship

ZOSK Evaluation path for cost center assigned to a position

ZDLREvaluation path- to view Positions with dotted line relationships in an org.unit

The following Relationship type has been customized according to GMR requirements

Relationship

Type Description

AZ01 Dotted line Reports to

BZ01 Dotted line Supervises

11)DATA UPLOADS:

Data has been uploaded from legacy to Sap system through LSMW and BDC.

BDC has been used to upload data for IT 1018(Cost Distribution).

For more information on BDC please refer to the documents for which the links has been provided at the

end of the documents.

FOR MORE DETAI LS OF ANY INFORMATI ON PLEASE REFER TO THE FOLLOWING

LINKS



12) The fol lowing are the li nks to access the Documents:

Link to Business Blue Print and Appendix to Blue Print

\\172.16.100.11\Project_Shield\Phase_1_ERP_Implementation\20 ASAP Deliverables\022 -

Blueprint\070 - HCM\073 - Business Blueprint\0732 - Organizational Management

Link to Configuration Document

\\172.16.100.11\Project_Shield\Phase_1_ERP_Implementation\20 ASAP Deliverables\023 -Realization\070 - HCM\078 - Configuration document/HCM_OM_config_document_v1.0

Link to OM_KT document

\\172.16.100.11\Project_Shield\Sap Training and Support\TeamTCS\Common\KT\HR

Link to FS Specifications

\\172.16.100.11\Project_Shield\Phase_1_ERP_Implementation\20 ASAP Deliverables\023 -

Realization\070 - HCM\074 - Functional Specifications for Developments\OM