Sap Hcm Organizational Management User Guide

USER MANUALSAP HUMAN CAPITAL MANAGEMENT

Organizational Management User Manual

Consultant: Ramasha Shella Last Change by: Ramasha Shella Sap Release: SAP ECC 6.0

USER MANUAL SAP HCMORGANIZATIONAL MANAGEMENT

2012

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Table Of Contents

Table Of Contents........................................................................................................................................... 2

List of Tables.................................................................................................................................................. 3

List of Pictures................................................................................................................................................ 4

1. Maintain Job Family and Job..................................................................................................................... 6

1.1 Maintain Job Family................................................................................................................................ 6

1.1.1 Create Job Family................................................................................................................................. 6

1.1.2 Copy Job Family................................................................................................................................... 8

1.1.3 Delete Job Family............................................................................................................................... 10

1.1.4 Change Job Family............................................................................................................................. 11

1.2 Maintain Job.......................................................................................................................................... 12

1.2.1 Create Job.......................................................................................................................................... 12

1.2.2 Change Job........................................................................................................................................ 14

2. Maintain Organizational Units.................................................................................................................. 18

2.1 Create Organizational Units.................................................................................................................. 18

2.1.1 Create Organizational Root................................................................................................................18

2.1.2 Create Other Organization Units.........................................................................................................20

2.1.3 Copy Organizational Unit.................................................................................................................... 27

2.2 Change Organizational Units................................................................................................................31

2.2.1 Change Organizational Unit’s Information..........................................................................................31

2.2.2 Move Organizational Unit.................................................................................................................... 33

2.3 Delete Organizational Units................................................................................................................... 36

2.3.1 Delimit Organizational Unit................................................................................................................. 36

2.3.2 Delete Organizational Unit..................................................................................................................37

3. Maintain Positions.................................................................................................................................... 40

3.1 Create Positions.................................................................................................................................... 40

3.1.1 Create Position................................................................................................................................... 40

3.1.2 Copy Position...................................................................................................................................... 43

3.2 Change Positions.................................................................................................................................. 45

3.2.1 Change Position’s Information............................................................................................................45

3.2.2 Move Position..................................................................................................................................... 47

3.3 Delete Positions.................................................................................................................................... 48

3.3.1 Delimit Position................................................................................................................................... 48

3.3.2 Delete Position.................................................................................................................................... 50

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List of Tables

Table 1.1: Create Job Family Information Table.............................................................................................8

Table 1.2: Copy Job Family Information Table.............................................................................................10

Table 1.3: Delete Job Family Information Table...........................................................................................11

Table 1.4: Create Job Information Table.......................................................................................................14

Table 1.5: Change Job Information Table.....................................................................................................15

Table 2.1: Create Organizational Root Information Table.............................................................................19

Table 2.2: Create Organizational Units Information Table............................................................................26

Table 2.3: Copy Organizational Units Information Table...............................................................................29

Table 2.4: Change Organizational Units Information Table..........................................................................32

Table 2.5: Move Organizational Units Information Table..............................................................................35

Table 2.6: Delimit Organizational Units Information Table............................................................................37

Table 2.7: Delete Organizational Units Information Table.............................................................................39

Table 3.1: Create Position Information Table................................................................................................41

Table 3.2: Copy Position Information Table..................................................................................................44

Table 3.3: Change Organizational Units Information Table..........................................................................46

Table 3.4: Move Organizational Units Information Table..............................................................................48

Table 3.5: Delimit Organizational Units Information Table............................................................................49

Table 3.6: Delete Organizational Units Information Table.............................................................................50

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List of Pictures

Image 1.1: Access ZHRT012 from home screen............................................................................................6

Image 1.2: Maintain Table for Job Family (Create).........................................................................................7

Image 1.3: Create New Job Family.................................................................................................................7

Image 1.4: Maintain Table for Job Family (Copy)...........................................................................................9

Image 1.5: Copy Job Family........................................................................................................................... 9

Image 1.6: Delete Job Family....................................................................................................................... 11

Image 1.7: PP01 – Maintain Object (Job).....................................................................................................13

Image 1.8: Create Object (Job).....................................................................................................................13

Image 1.9: Change Object (job)....................................................................................................................15

Image 1.10: Object ID List (Job)................................................................................................................... 16

Image 2.1: Access PPOCE from home screen.............................................................................................18

Image 2.2: Validity Date Input for Organizational Root.................................................................................19

Image 2.3: Create Name for Organizational Root.........................................................................................19

Image 2.4: Access PPOME from Home Screen............................................................................................21

Image 2.5: PPOME Home Screen................................................................................................................21

Image 2.6: Search for Organizational Root...................................................................................................22

Image 2.7: Search Result............................................................................................................................. 22

Image 2.8: Open Organizational Root...........................................................................................................23

Image 2.9: Specify Date and Preview Period................................................................................................23

Image 2.10: Choose where to create new organizational unit......................................................................24

Image 2.11: Choose Type of relationship.....................................................................................................24

Image 2.12: Create Name for Organizational Unit........................................................................................25

Image 2.13: Account Assignment................................................................................................................. 25

Image 2.14: Choice of Cost Center...............................................................................................................26

Image 2.15: Choice of Business Area...........................................................................................................27

Image 2.16: Choose which organizational unit will be copied.......................................................................28

Image 2.17: Copy Organizational Unit..........................................................................................................28

Image 2.18: Result of Organizational Unit Copy...........................................................................................29



Image 2.21: Change Organizational Unit’s Information.................................................................................31



Image 2.24: Galaxy Store Org.Unit is under Jakarta.....................................................................................34

Image 2.25: Galaxy Store moved under Surabaya.......................................................................................34

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Image 2.26: Galaxy Store Reordered...........................................................................................................35

Image 2.27: Delimit Organizational Unit........................................................................................................36

Image 2.28: Before Deletion......................................................................................................................... 38

Image 2.29: After Deletion............................................................................................................................ 38

Image 3.1: Create Basic Data for Position....................................................................................................41

Image 3.2: Choose which position will be copied..........................................................................................43

Image 3.3: Copy Position.............................................................................................................................. 44

Image 3.4: Change Position’s Information....................................................................................................46

Image 3.5: Delimit Position........................................................................................................................... 49

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1. Maintain Job Family and Job

1.1 Maintain Job Family

1.1.1 Create Job Family

1.1.1.1 Description

There is a need in PT Supra Boga Lestari Tbk for create an object as Job Family. Job Family here should describe general classifications of job in an enterprise. (e.g: staff, manager, supervisor, etc.)

1.1.1.2 Prerequisite

None

1.1.1.3 SAP Menu

None

1.1.1.4 Transaction Code

ZHRT012

1.1.1.5 Procedure and Screenshot

1. Access ZHRT012 by typing Tcode.

Image 1.1: Access ZHRT012 from home screen

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2. Create Job Family.

Image 1.2: Maintain Table for Job Family (Create)

Image 1.3: Create New Job Family

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1.1.1.6 Data and Information

Table 1.1: Create Job Family Information Table

Data Information M/O/C Description & Guide

M Click “New Entries” to create new Job Family.

ObjectID MContains a unique eight-digit numerical code that represents a specific object (for example, an organizational unit, qualification or business event).

M Input numerik code/ID for Job family.

Object name MContains a brief description of an object (for example, an organizational unit).

M Input job family name (text).

Start Date M Start date of validity (dd.mm.yyyy).

End Date M End date of validity (dd.mm.yyyy).

1.1.1.7 Additional Note

Step 1 only required when user open ZHRT012 from another screen.

1.1.2 Copy Job Family

1.1.2.1 Description

For easy use to create almost similar Job Family, just use this copy function


None

1.1.2.3 SAP Menu

None


ZHRT012


1. Access ZHRT012 by typing Tcode.

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2. Copy Job Family.

Image 1.4: Maintain Table for Job Family (Copy)

Image 1.5: Copy Job Family

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Table 1.2: Copy Job Family Information Table


M Click copy to copy Job Family.

ObjectID CContains a unique eight-digit numerical code that represents a specific object (for example, an organizational unit, qualification or business event).

C Change numerik code/ID for Job family.

Object name CContains a brief description of an object (for example, an organizational unit).

C Change job family name (text).

Start Date C Start date of validity (dd.mm.yyyy).

End Date C End date of validity (dd.mm.yyyy).



1.1.3 Delete Job Family

1.1.3.1 Description

There might be some job family that no longer used. These job family could be deleted.


There is one (or more) job family that will be deleted.

1.1.3.3 SAP Menu

None


ZHRT012


1. Access ZHRT012 by typing Tcode from home screen. Add “/n” for opening in current screen (not in home screen). Add “/o” for opening in other screen.

2. Delete job family.

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Image 1.6: Delete Job Family


Table 1.3: Delete Job Family Information Table


M Select one or more job family(es) to be deleted.

M Click to delete Job Family.



1.1.4 Change Job Family

1.1.4.1 Description

There might be some changes in the job family. These changes is possible to be made with this function.


There is one (or more) job family that will be changed.

1.1.4.3 SAP Menu

None


ZHRT012

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1. Access ZHRT012 by typing Tcode from home screen. Add “/n” for opening in current screen (not in home screen). Add “/o” for opening in other screen.

2. Copy Job Family. Change the information required.

3. Delete old copied Job Family



1.2 Maintain Job

1.2.1 Create Job

1.2.1.1 Description

There is a need in PT Supra Boga Lestari Tbk for create an object as Job. Jobs are general classifications of functions in an enterprise (example Maintenance, Administration, and Finance) which are defined by the assignment of characteristics.


None

1.2.1.3 SAP Menu

Human Resource Organizational Management Expert Mode PP01 – General


PP01


1. Access PP01 from SAP Menu or by typing Tcode.

2. Create Object Job.

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Image 1.7: PP01 – Maintain Object (Job)

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Image 1.8: Create Object (Job)


Table 1.4: Create Job Information Table


Plan Version MContains a one or two alphanumeric key which differentiates between scenarions in you organizational plan.

M Click to select relevan version from the list.

M Select “01 Current Plan”.

Object Type MContains a one- or two-character code that represents different types of objects, for example, 'S' for position, 'Q' for qualification and 'E' for business event.

M Click and find relevan object type by clicking and/or .

M Select “C Job”.

Time Period M Start date and end date of object that will be created.

O Press “Enter”.

Infotype Name M Select “Object”.

M Click create to go to Create Object screen.

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Object Abbreviation M Abbreviation (or code) for job.

Object Name O Contains a brief description of the job.

O Press “Enter” to continue.

M Click for saving the job.

C Click for going back to home screen.


Step 1 only required when user open PP01 from another screen.

1.2.2 Change Job

1.2.2.1 Description

There might be some changes in the job. These changes is possible to be made with this function.


There is one (or more) job that will be changed.

1.2.2.3 SAP Menu

Human Resource Organizational Management Expert Mode PP01 – General


PP01


1. Access PP01 from SAP Menu or by typing Tcode.

2. Change Object Job.

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Image 1.9: Change Object (job)


Table 1.5: Change Job Information Table


Plan Version MContains a one or two alphanumeric key which differentiates between scenarions in you organizational plan.

M Click to select relevan version from the list.

M Select “01 Current Plan”.

Object Type MContains a one- or two-character code that represents different types of objects, for example, 'S' for position, 'Q' for qualification and 'E' for business event.

M Click and find relevan object type by clicking and/or .

M Select “C Job”.

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Object ID MIn this field you can enter a search term to search for objects which one to work with.

M

1. Type object abbriviation or name then press “Enter”, or

2. Type “*” then press enter, or

3. Click search to find relevan object ID on the list, then

click continue

Image 1.10: Object ID List (Job)


Time Period M Start date and end date of object that will be created.


Infotype Name M Select “Object”.

M Click change to go to Change Object screen.

Object Abbreviation M Abbreviation (or code) for job.

Object Name O Contains a brief description of the job.


M Click for saving the job.



Step 1 only required when user open PP01 from another screen.

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2. Maintain Organizational Units

2.1 Create Organizational Units

2.1.1 Create Organizational Root

2.1.1.1 Description

For making an organizational structure, there should be the root structure. Root will contains all the organizational units in an enterprise.


There is no organizational root available for the structure.

2.1.1.3 SAP Menu

Human Resources Organizational Management Organizational Plan Organization and Staffing PPOCE - Create


PPOCE


1. Access PPOCE from SAP Menu or typing Tcode.

Image 2.11: Access PPOCE from home screen

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2. Input the valid date for the organizational root.

Image 2.12: Validity Date Input for Organizational Root

3. On “Basic data” tab, input the object abbreviation and object name of the organizational root.

Image 2.13: Create Name for Organizational Root


Table 2.6: Create Organizational Root Information Table


Validity Date M Start date and end date of organizational root that will be created.

M Click or press “Enter” to continue.

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Object Abbreviation M Abbreviation (or code) for organizational root.

Object Name O Contains a brief description of the organizational root.


M Click for saving the root.



PPOCE only being used once, for making organizational root. After organizational root is made, there is no need for accessing this function. Maintaining other organizational units could be done by PPOME.

2.1.2 Create Other Organization Units

2.1.2.1 Description

Other organizational units created inside the root. It could be nested in one another, depends on the real organization structure of the enterprise.


There is an organizational root available for the structure.

2.1.2.3 SAP Menu

Human Resources Organizational Management Organizational Plan Organization and Staffing PPOME – Change


PPOME

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1. Access PPOME from SAP Menu or typing Tcode.

Image 2.14: Access PPOME from Home Screen

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Image 2.15: PPOME Home Screen

2. Search Desired Organizational Root.

Image 2.16: Search for Organizational Root

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Image 2.17: Search Result

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3. Open Organizational Root.

Image 2.18: Open Organizational Root

4. Create new organizational unit by chosing one of relationship type. Do not forget to specify the date first.

Image 2.19: Specify Date and Preview Period

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Image 2.20: Choose where to create new organizational unit

Image 2.21: Choose Type of relationship

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5. On “Basic data” tab, input the object abbreviation and object name of the organizational unit.

Image 2.22: Create Name for Organizational Unit

6. On “Account assignment” tab, put related information for the organizational unit.

Image 2.23: Account Assignment

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Table 2.7: Create Organizational Units Information Table


With Name(Search Form)

O Fill the name (or abbreviation) of the organizational root (or unit).


Organizational Root M Double click on the organizational root.

Date and Preview Period

C Limit the period of organizational units.

M Press “Enter” or click to continue.

O Click for saving the date.

Organizational Unit MClick on organizational root (or unit) that will have the new organizational unit inside it/

M Click to create new object.

M Click to choose “organizational unit” as type of relationship.

C Click or press “Enter”.

Object Abbreviation M Abbreviation (or code) for organizational unit.

Object Name O Contains a brief description of the organizational unit.


O Click for saving the organizational unit.

Master Cost Center MKey identifying a cost center as master cost center for the chosen object.

C

Click to open the list of master cost center.

Image 2.24: Choice of Cost Center

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M Click or press “Enter”.

C Click for replace existing master cost center, if it has different cost center from it’s parent organizational unit.

Business Area M Key identifying a business area.

M

Click to open the list of business area.

Image 2.25: Choice of Business Area

M Click on suitable business area.

Company Code MThe company code is an organizational unit within financial accounting.

MClick to open the list of master cost center. If there is only one Company Code, it will be filled automatically after clicking the button.


M Click for saving the organizational unit.



Step 1-3 only required when user open PPOME in new session.

2.1.3 Copy Organizational Unit

2.1.3.1 Description

There maybe a need in making more than one similar organizational units. Copy function could be used in this kind of circumstance.



There is one (or more) organizational unit.

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2.1.3.3 SAP Menu



PPOME

2.1.3.5 Procedure and Information




4. Create new organizational unit by copying one of existing organizational unit. Do not forget to specify the date first.

Image 2.26: Choose which organizational unit will be copied

Image 2.27: Copy Organizational Unit

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5. Change the information (if needed).

Image 2.28: Result of Organizational Unit Copy


Table 2.8: Copy Organizational Units Information Table


Organizational Unit M Click on organizational unit that will be copied.

M Click to copy the organizational unit.

Number of Copies MInsert how many copies that will be made of selected organizational unit.

Start Date MInsert when the start date of copied organizational unit will be valid.

End Date MInsert until when the end date of copied organizational unit will be valid.


Object Name O Contains a brief description of the organizational unit.




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C

Click to open the list of master cost center.




C



C Click on suitable business area.


CClick to open the list of master cost center. If there is only one Company Code, it will be filled automatically after clicking the button.




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2.2 Change Organizational Units

2.2.1 Change Organizational Unit’s Information

2.2.1.1 Description

As time goes, there is a chance that the organizational units’ information will be changed. These changes is possible to be done by following procedure.




2.2.1.3 SAP Menu



PPOME





4. Change the organizational unit’s information. Do not forget to specify the date first.

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Image 2.31: Change Organizational Unit’s Information


Table 2.9: Change Organizational Units Information Table



Object Name M Contains a brief description of the organizational unit.

C Press “Enter” to continue.




C Click to open the list of master cost center.

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C





CClick to open the list of master cost center. If there is only one Company Code, it will be filled automatically after clicking the button.






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2.2.2 Move Organizational Unit

2.2.2.1 Description

The organization structure could be changed as well. These changes is possible to be done by reassigning and/or reordering the organizational units. Reassigning means moving an organizational unit outside its upper level organizational unit (e.g: at first Division X is under Department B, later then it should be changed become under Department A). Reordering means moving an organizational unit in the same circle (just change the order).



There is two (or more) organizational unit.

There is one (or more) organizational unit nested in other organizational unit as well.

2.2.2.3 SAP Menu



PPOME





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4. Move selected organizational unit into desired place in the structure.

Image 2.34: Galaxy Store Org.Unit is under Jakarta

Image 2.35: Galaxy Store moved under Surabaya

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Image 2.36: Galaxy Store Reordered


Table 2.10: Move Organizational Units Information Table




M Select organizational unit that will be moved.

CIf it should be moved outside its current upper level parents, drag and drop it into other desired organizational unit.

C

If it only moving the order (but still in its circle or department) then

click for moving it into smaller ordering number, or click for moving it into bigger ordering number.





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2.3 Delete Organizational Units

2.3.1 Delimit Organizational Unit

2.3.1.1 Description

Deleting an organizational units can be done in two ways, by delimition and deletion. Delimit the organizational units will cause it to be erased from current plan of organizational structure, but its history still remain exists on the plan (if user search through its valid period).



There is one organizational unit that has to be delimited per specific date.

2.3.1.3 SAP Menu



PPOME





4. Do not forget to change valid date and preview period.

5. Select organizational unit and change its validity date.

Image 2.37: Delimit Organizational Unit

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Table 2.11: Delimit Organizational Units Information Table




M Double click the organizational unit that will be delimited.

MOn “Basic Data” tab, change Valid dd.mm.yyyy To dd.mm.yyyy into desired validity date.






2.3.2 Delete Organizational Unit

2.3.2.1 Description

Deleting an organizational unit can be done in two ways, by delimition and deletion. Delete the organizational units will cause it to be erased from current plan of organizational structure copletely, without keeping its history on the plan.



There is one organizational unit that has to be delimited per specific date.

2.3.2.3 SAP Menu



PPOME






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5. Select organizational unit and delete it (as object).

Image 2.38: Before Deletion

Image 2.39: After Deletion

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Table 2.12: Delete Organizational Units Information Table




M Double click the organizational unit that will be deleted.

CExpand selected organizational unit. Move, delete (as object), or terminate all organizational units (or positions) under it.

M Click

M Choose





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3. Maintain Positions

3.1 Create Positions

3.1.1 Create Position

3.1.1.1 Description

Positions are the individual employee assignments or placements within a company. Positions are defined as the designations held by the staff members occupying those positions.



There is one (or more) organizational unit for placing the position.

3.1.1.3 SAP Menu



PPOME





4. Choose relevan organizational unit.

5. Create new position by chosing one of relationship type. Do not forget to specify the date first.

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6. On “Basic data” tab, input the object abbreviation, object name, and job assignment of the position.

Image 3.40: Create Basic Data for Position

7. On “Account assignment” tab, put related information for the position.


Table 3.13: Create Position Information Table


With Name(Search Form)

O Fill the name (or abbreviation) of the organizational root (or unit).


Organizational Root M Double click on the organizational root.

Date and Preview Period

C Limit the period of organizational units.



Organizational Unit MClick on organizational root (or unit) that will have the new organizational unit inside it/

MClick to create new object.

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M Click to choose “position” as type of relationship.

C Click or press “Enter”.

Object Abbreviation M Abbreviation (or code) for position.

Object Name O Contains a brief description of the position.

Job O Which job that has relations with the position.

O Click search and select relevan job for the position.

Head of own organizational unit

CTick on the box if the position is assigned as the head of own organizational unit.


O Click for saving the organizational unit.


M Click to open the list of business area.

M Click on suitable business area.


MClick search to open the list of master cost center. If there is only one Company Code, it will be filled automatically after clicking the button.

Personnel Area MA personnel area is an organizational entity representing an area within an enterprise defined by specific aspects of personnel administration, time management and payroll.

M Type on relevan Personnel Area, or click search to open the list of Personnel Area.


M Click for saving the position.




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3.1.2 Copy Position

3.1.2.1 Description

There maybe a need in making more than one similar positions. Copy function could be used in this kind of circumstance.




There is one (or more) position.

3.1.2.3 SAP Menu



PPOME

3.1.2.5 Procedure and Information





5. Create new position by copying one of existing organizational unit. Do not forget to specify the date first.

Image 3.41: Choose which position will be copied

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Image 3.42: Copy Position

6. Change the information (if needed).


Table 3.14: Copy Position Information Table


Organizational Unit M Click on organizational unit that will be copied.

M Click to copy the organizational unit.

Number of Copies MInsert how many copies that will be made of selected organizational unit.

Start Date MInsert when the start date of copied organizational unit will be valid.

End Date MInsert until when the end date of copied organizational unit will be valid.


Object Name O Contains a brief description of the position.




C Click to open the list of business area.



C Click to open the list of master cost center. If there is only one

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Company Code, it will be filled automatically after clicking the button.


C Type on relevan Personnel Area, or click search to open the list of Personnel Area.






3.2 Change Positions

3.2.1 Change Position’s Information

3.2.1.1 Description

As time goes, there is a chance that the positions’ information will be changed. These changes is possible to be done by following procedure.




There is one (or more) position.

3.2.1.3 SAP Menu



PPOME






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5. Change the position’s information. Do not forget to specify the date first.

Image 3.43: Change Position’s Information


Table 3.15: Change Organizational Units Information Table



Object Name M Contains a brief description of the position.

C Press “Enter” to continue.



C Click to open the list of business area.



C Click to open the list of master cost center. If there is only one

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Company Code, it will be filled automatically after clicking the button.


C Type on relevan Personnel Area, or click search to open the list of Personnel Area.






3.2.2 Move Position

3.2.2.1 Description

Positions can be moved by reassigning and/or reordering them. Reassigning means moving a position outside its own organizational unit. Reordering means moving a position in its current organizational unit (just change the order).



There is two (or more) organizational unit.

There is one (or more) position nested in other organizational unit.

3.2.2.3 SAP Menu



PPOME





4. Choose relevan position.

5. Move selected position into desired place in the structure.

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Table 3.16: Move Organizational Units Information Table




M Select position that will be moved.

CIf it should be moved outside its current organizational unit, drag and drop it into other desired organizational unit.

CIf it only moving the order then click for moving it into smaller

ordering number, or click for moving it into bigger ordering number.





3.3 Delete Positions

3.3.1 Delimit Position

3.3.1.1 Description

Deleting a position can be done in two ways, by delimition and deletion. Delimit the positions will cause it to be erased from current plan of organizational structure, but its history still remain exists on the plan (if user search through its valid period).



There is one position that has to be delimited per specific date.

3.3.1.3 SAP Menu



PPOME

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5. Select position and change its validity date.

Image 3.44: Delimit Position


Table 3.17: Delimit Organizational Units Information Table




M Double click the position that will be delimited.

MOn “Basic Data” tab, change Valid dd.mm.yyyy To dd.mm.yyyy into desired validity date.



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3.3.2 Delete Position

3.3.2.1 Description

Deleting a position can be done in two ways, by delimition and deletion. Delete the positions will cause it to be erased from current plan of organizational structure copletely, without keeping its history on the plan.



There is one position that has to be delimited per specific date.

3.3.2.3 SAP Menu



PPOME






5. Select position and delete it (as object).


Table 3.18: Delete Organizational Units Information Table




M Double click the position that will be deleted.

M Click

M Choose

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Documents

Sap Hcm Organizational Management User Guide