Understanding Organizational MGMT - Managing Positions in SAP - Reference October 08

Human Resources
Human Resources Managers
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Understanding Organizational Management in SAP Managing Positions
2000 RWD Technologies, Inc. All rights reserved.
Human Resources
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Course Objectives
Understanding and displaying the organizational structure
Identify basic objects used in Organizational Management

To keep Human Resources informed as position data changes Useful transactions PPOSE PPSS
Human Resources
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Organizational Management
Human Resources
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Organizational Management
Provides a real-time view of the organizational structure
Keeps history of the organizational structure as it evolves over time

Provides ability to store the reporting structure on a position level Provides ability to store security on a position level
Human Resources
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Organizational Objects
Organizational management uses basic objects to describe the organization:
Organizational units Jobs Positions Persons Cost centers (where HR and FI link together)
By establishing relationships among these objects, a hierarchy that matches the organizational structure is created.
Human Resources
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Organizational Units
An organizational unit:
Is the principal object in an organizational plan
Equates to a current department or a major unit within a department
An unlimited number of organizational units can be created within an organizational plan
Relationships between organizational units are identified to determine the hierarchy within the organizational structure
Human Resources
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Jobs
Describe general classifications of tasks routinely performed together
Are not occupied by persons (employees)

Are used as the basis for creating positions
Human Resources
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Positions
Represent individual employee assignments in an organizational unit
Are either vacant or occupied by persons (employees)

Have relationships to other objects:
Is supervisor of position(s) _________
Is supervised by position _________

Belongs to org unit _________ Manages org unit _________
Each faculty, staff and student employee must be assigned to a position
Human Resources
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Job versus Position

Example of Job
Director
Example of Positions
Director of Accounting Director of Human Resources Director of Facilities Operations
Human Resources
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Group Position Titles for Task Workers

Staff Task Worker
One per department
Student Task Worker

Created only for departments approved by HR to use task payments for student workers (example Advertising sales for KTSW or The University Star)
Human Resources
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Requesting New Positions

A position must exist within SAP before any of these actions can be initiated
New Hire Re-Hire Change in Position Additional Appointment
Human Resources
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Maintenance of Positions Within SAP

Positions are entered and maintained within SAP by:
Human Resources (HR)
All staff positions

All student worker positions Graduate student positions other than those in Academic Affairs Faculty Records (FR) All faculty positions Graduate student positions in Academic Affairs Undergraduate instructional assistants
Your responsibility is to keep HR and Faculty Records informed as position data changes
Human Resources
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New Position Data Form
Human Resources
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Data Maintained for Each Position

Validity dates Organizational unit (i.e., department)
Job
Position the position reports to (i.e., supervisor) Position(s) supervised (if any) Org unit managed (if any) Vacancy status
Changes in underlined items require you to notify HR or FR
Human Resources
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More Data Maintained for Each Position

Enterprise structure:
Personnel area
Personnel subarea
Employee group Employee subgroup
Planned compensation (vacant positions only)

For new positions amount you expect to pay For previously held positions amount paid to previous employee
Human Resources
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More Data Maintained for Each Position

Cost distribution
Cost center
Internal order
WBS element Fund
ID# and name of holder (i.e., employee) Position that serves as a departments administrative support position Position that serves as a backup time administrator for the organization
Human Resources
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Enterprise Structure
Each position and each employee must be assigned one element from each of the areas/groups in the enterprise structure
Personnel Area Personnel Subarea Employee Group
Employee Subgroup
Human Resources
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Personnel Area
Office of the President Information Technology
Academic Affairs
Finance and Support Services Student Affairs University Advancement
Human Resources
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Personnel Subarea
Benefits Eligible PT (20-39 hours) Benefits Eligible FT (40 hours)
Non-Benefits Eligible PT (< 20 hours)

Non-Benefits Eligible PT (20-39 hours) Non-Benefits Eligible FT (40 hours) Student Benefits Eligible (20-40 hours)
Human Resources
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Employee Group
Faculty Staff
Student
TRS/ORP Retired Staff TRS/ORP Retired Faculty ERS Retired Staff ERS Retired Faculty Program Faculty TRS/ORP Retired Program Faculty ERS Retired Program Faculty
Note: Italicized elements apply to the employee only
Human Resources
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Employee Subgroup
< 12 month Exempt Salaried < 12 month Exempt Salaried with Spread
< 12 month Non-Exempt Salaried

< 12 month Non-Exempt Salaried with Spread 12 month Exempt Salaried
12 month Non-Exempt Salaried

Exempt Hourly Non-Exempt Hourly
Task Worker
Per Course
Note: Italicized elements apply to the employee only
Non Pay (Some ROTC are non-pay)

Human Resources
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Org Management Transactions

PPOSE - Organizational and Staffing Display
Used to review all positions in an organization
PPSS - Display Structure

Used to review reporting relationships (i.e., which positions report to which positions)
Human Resources
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Transaction PPOSE
Instructions
At SAP Easy Access Menu enter transaction PPOSE In the Find by box, click on the triangle unit Click on Structure search This will display one or more org units in the bottom left box on the screen (depending on which org units you have authority to work with). Click on the triangles to find the org unit you desire to view By double clicking on the selected org unit, a list of positions assigned to the organizational unit will be displayed on the upper right side of the screen. by Organizational
Human Resources
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Transaction PPOSE
Instructions (continued)
Click on the Column Configuration icon and select additional information to be displayed for each position or holder Click on the triangle by any position title to view the employee assigned to the position
Human Resources
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SAP Easy Access
Human Resources
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Menu Path
Human Resources
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Welcome Screen
The Welcome message is displayed the first time you execute PPOSE. Thereafter, org units are automatically displayed when you execute the transaction.
Human Resources
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Conduct Structure Search
Human Resources
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Find the Organizational Unit
The Column Configuration icon is available to display other org unit information
Human Resources
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Positions Listed Under Org Unit
Human Resources
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Column Configuration
Human Resources
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Columns Added
Human Resources
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Position and Holders
Human Resources
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Transaction PPSS
Instructions
At SAP Easy Access Menu enter transaction PPSS
Enter object type S

Enter object ID (i.e., the 8-digit position number) Example: 50003055 Enter evaluation path O-S-PHIE The current date will be displayed in the editing period box. Change this date only if you desire to view past reporting relationships
Human Resources
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Transaction PPSS
Instructions (continued)
Click on the green checkmark keyboard Click on the or press the Enter key on the
symbol to expand the information displayed
To display relationship text: Click on View; click on Relationship text on Click on symbols for supervisory positions to display reporting relationships Click on other symbols to display Holders Positions without Holders are vacant.
Human Resources
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SAP Easy Access
Human Resources
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Menu Path
Human Resources
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Enter Search Criteria for Department
Human Resources
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Expand Organizational Structure
Human Resources
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Expanded View of Organizational Structure
Human Resources
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View Key and Relationship text
Human Resources
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Report with Key and Relationship text on
Human Resources
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NEED HELP ?
Positions Rosie Olivo, Human Resources, for staff, hourly, student and non-academic graduate students Cindy Waggoner, Faculty Records, for faculty, academic graduate students and undergraduate instructional assistants PCRs
Roxie Weaver, Human Resources, for staff and nonacademic graduate students
Cindy Waggoner, Faculty Records, for faculty and academic graduate students Rosie Olivo, Human Resources, for staff NSNR hourly temporary employees Lisa Vallejo, Human Resources, for hourly students
Human Resources
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Creating New Positions and other changes

New positions are created only when funding has been approved to add a new position to a department and has gone through the audit process except for hourly positions Submit a New Position Data Form to have a new position created
Allow a two day turn around time as there is a program that has to run overnight
Supervisor Change Request Checklist for New/Reassign All or Part of an Organization within SAP HR
The links can be found on the HR website under HR Forms under Organizational Management Forms http://www.hr.txstate.edu/Forms/OrganizationalManagement.html
Human Resources
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Support Offices
Human Resources (5-2673) Rosie Olivo ro03@txstate.edu
Supervisory, costing, reorganizational changes on positions
Creating new positions

Staff, Non-Student Non-Regular (hourly), student workers and nonacademic Graduate Research Assistants
Faculty Records (5-2786) Cindy Waggoner

-Faculty, academic Graduate Research Assistants and undergraduate instructional assistants
Budget (5-2376)
Questions regarding budget reports and related matters
Human Resources
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Support Offices (cont.)

Texas State NetID
The link can be found on the Technology Resources website under IT Assistance Center (ITAC) http://www.tr.txstate.edu/itac/netid.html
Human Resources
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Checklist
Human Resources
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Assessment
What is the purpose of Organizational Management?
Human Resources
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Possible answers
Provides a real-time view of the organizational Structure
Keeps history of the organizational structure as it evolves over time

Provides the ability to store the reporting structure on a position level Provides ability to store security on a position level
Human Resources
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Assessment (cont.)
What are basic objects used in Organizational Management?
Human Resources
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Possible Answers
Organizational Units Jobs
Positions
Persons Cost centers
Human Resources
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Assessment (cont.)
What is the prerequisite for hiring an employee?
Human Resources
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Answer
The existence of a position in the departments organizational structure.
Human Resources
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Final Comments and Questions?
Thank You Very Much for Your Time!

Understanding Organizational MGMT - Managing Positions in SAP - Reference October 08

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Human Resources

Human Resources Managers

Understanding Organizational Management in SAP Managing Positions

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Identify basic objects used in Organizational Management

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Keeps history of the organizational structure as it evolves over time

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Equates to a current department or a major unit within a department

An unlimited number of organizational units can be created within an organizational plan

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Are not occupied by persons (employees)

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Are either vacant or occupied by persons (employees)

Is supervised by position _________

Each faculty, staff and student employee must be assigned to a position

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Job versus Position

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Group Position Titles for Task Workers

Student Task Worker

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Requesting New Positions

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Maintenance of Positions Within SAP

All staff positions

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

New Position Data Form

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Data Maintained for Each Position

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

More Data Maintained for Each Position

Planned compensation (vacant positions only)

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

More Data Maintained for Each Position

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Non-Benefits Eligible PT (< 20 hours)

2000 RWD Technologies, Inc. All rights reserved.

Human Resources Managers

Note: Italicized elements apply to the employee only

Human Resources Managers