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the past, the present, the future
Henny Claessens Universiteit Maastricht
International HERUG conference 26th - 28th March 2002 Melbourne, Australia
1. Universiteit Maastricht
- Introduction of the university
2. The past
- HERUG 2001 development request # 13
3. The present
- Pecaso Cost Planner, add on solution
4. The future
- SAP White Paper Personnel Cost Planning
AM .Introduction 7 faculties Universiteit Maastricht Faculty of Medicine Faculty of Health Sciences Faculty of Law Faculty of Economics & Business Administration Faculty of Arts and Culture Faculty of Science Faculty of Psychology 11.000 students 3. CO. MM. SD.000 staff SAP modules implemented: .Cost Planner (integrated add on.FI.HR . not SAP) 1974 1980 1982 1984 1991 1992 1995 1999 2001 2002 .
Introduction Students and staff 14000 12000 Universiteit Maastricht Students 10000 8000 6000 Staff 4000 2000 0 1980 1985 1990 1995 2000 .
German) • Growing part of Curriculum is offered in English .UM’s mission Universiteit Maastricht • Educational innovation • Problem Based Learning Curriculum • International orientation • Geographically situated in a tri-lingual region (Dutch. French.
You can’t manage what you can’t measure Peter Drucker Extremely true in a growing university ! .
. Total XXX YYY ZZZ …. Planned months 2002 May-Dec Jun-Dec Jul-Dec Etc. Monthly rolling forecast within the year Months within the year (cumulation YTD actuals + planned months) Increasing YTD actuals/decreasing planning period within the year: – – – – Actual YTD 2002 Jan-Apr Jan-May Jan-Jun Etc. Total xxx yyy zzz …. 2. Yearly rolling forecast for next 5 years After current year: – – – – Planning period 2003-2007 2004-2008 2005-2009 Etc.The process UM’s Personnel Cost Planning (2 cycles) 1.
The past (I) UM’s requirements for Personnel Cost Planning 1. Planning vacant positions GPL based (Gemiddelde Personeels Last) In English: APC based (Average Personnel Cost) (S) 3. Rolling forecast for next 5 years Beyond current year . (dd/mm/yy) Change in cost distribution starting from …. (dd/mm/yy) 2. (dd/mm/yy) End of employment contract starting from …. actuals YTD + planned periods 4. Planning occupied positions (P) Periodic pay increases starting from …. (dd/mm/yy) Change in working time starting from …. (dd/mm/yy) Change in PSgroup/level starting from …. Rolling forecast within the year Months within current year.
The past (II) 1986: Personnel Planning System UM Stand alone/tailor made legacy system Central registration of personnel & vacancies High accuracy rate – Planned-actual comparisons: <2% – ‘Sets the tone’ for everything that will follow …. 1999: SAP HR productive Decentral registration – Starting point: registration at the source Interface from SAP HR to PPS – Planned-actual comparisons: >10% • Organisation UM was not ready for this – Decentral registration of vacancies did not ‘take off’ • ‘Recruitment’ module not used consistently • Matter of: Organisational change ! .
The past (III) 2000: Preliminary study standard SAP/PCP Projected Pay – Alternative I: based on Jobs (C) – Alternative II: partly based on Jobs (C). R/3 enterprise. – Temporary solution: Cost Planner (ROI 2-3 years) . won’t wait for this …. partly on Positions (S) – Alternative III: based on Positions (S) Basic Pay – Alternative I: generic percentage raise for employers’ costs – Alternative II: dummy wage type for employers’ costs Payroll Results – No alternative: because of external (non SAP) Payroll 2000: Findings of preliminary study Not flexible enough for UM’s personnel cost planning – In particular ‘soft’ future oriented changes (starting from…) Reason for: HERUG development request # 13 – Next major release.
So relatively small differences tend to have substantial financial impact . We would like to use Personnel Cost Planning as follows: • Basic Pay for employees (Infotype 0008) • Projected Pay for vacant positions (Infotype 1018) – More flexibility is needed with regard to: • Employee specific scheduled payments • Expiration date of the job assignment – For planning purposes these data have to be manipulated separately without causing changes in real basic pay data (Infotype 0008) Business motivation – Personnel Cost Planning in standard R/3 does not meet the business needs of the university.6) is not flexible enough for our needs.The past (IV) 2000: HERUG development request # 13 Description – Personnel Cost Planning in standard R/3 (release 4. Personnel Costs typically represent 70% of total costs of the university.
Findings of the pilot: Cost Planner meets all essential functional requirements Additional programming required for: – Drill down reports from Cost Planner to HR – Scheduled pay increases for 6 year period • Simulating 72 consecutive RPITUM00 runs in just one run ..The past (V) 2001: Pilot Cost Planner Flexibility occupied positions – Additional Infotype 9008 for planning purposes only – Limited customizing during pilot GO-decision (July 2001) – Completing the customizing – Developing tailor made enhancements • Drill down functionality from Cost Planner to HR • Scheduled pay increases for 72 months rolling forecast Post pilot finding (December 2001) – No decentral use because of Chart of accounts structure….
.: •work schedule •GPL •direct valuation •..g. S 3000 IT 1011 work schedule IT 1015 cost planning Cost distribution: • internal orders (OD) Wage element: • GPL (average personnel costs) .PERSONNEL COST PLANNING • basic pay for occupied positions (P) • projected pay for vacant positions (S) IT 0014 fixed additional pay 95% PA (occupied positions) Wage elements: • additional pay IT 0015 variable additional pay Wage elements: • additional pay IT 0001 organisation P 3000 IT 0008 basic pay Wage element: • basic pay (PSgroup/period) HR 150 CO OM (vacant positions) O detailed info? yes no K 700 OD 2000 IT 1007 vacancy C 27 IT 1015 cost planning IT 1018 cost distribution 5% E..
Detail of S or P Wage-element • Infotype 9008 Cost Planner Cost element Drill down functions within standard Cost Planner: • cost center (K) • request (OD) • object (O. K or OD S or P 2. C) CO . S. P.The present (I) Integration HR Wage-type • Infotype 0008 • Infotype 0014 • Infotype 0015 Cost Planner CO HR UM specific development of drill down functionality (two steps): 1.
The present (II) ‘Standard’ Cost Planner functions .
Cost Planner .
Plan Scenario Administration .
.The present (III) Personnel Cost Planning ‘finalized’ when transferred from Cost Planner to CO …. (HR Plan Version) .
Cost Center (K) .Cost Center (K) .Vacant Position (S) .Person (P) .The present (IV) UM specific ‘drill down’ functions from Cost Planner to HR Step 1. Drill down at large .Internal order (OD) .Vacant Position (S) .Person (P) .Internal order (OD) Step 2. Drill down detail .
The future 2002: R/3 Enterprise (‘4.sap. portal.asp White Paper: see download section SAPnet .com/solutions/hr/factsheets.7a’) Ramp up (first shipments): start in July 2002 Far superior to the previous SAP Personnel Cost Planning solution – – – – Based on separate planning Infotype Data transfer to SAP BW for detailed analyses SAP BW contains Personnel Cost Planning InfoCube Continious improvements: web. workflow Install on DEV. install on PRD ? 2003: R/3 Enterprise (‘4. expected to be mature www.7b’) Unrestricted availability: in the beginning of 2003 Install on PRD.
The past .Agenda 1. Summary .Brief introduction of the university 2. add on solution 4. The future .SAP White Paper Personnel Cost Planning 5.Pecaso Cost Planner.HERUG 2001 development request # 13 3. The present . Universiteit Maastricht .
organisational units) 4. View of requests (OD) 3. vacant positions. Detailed view of personnel costs (wage elements) 3 2 4 . Detailed view of requests (cost objects: persons. View of cost center (K) 2.1 Planning run 1.
claessens@bu.Questions ? E henny.nl .nl T +31 43 388 2510 F +31 43 388 4890 W www.unimaas.unimaas.
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