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OnePurdue

HR Enterprise and Personnel Structures

Overview of the HR Enterprise and Personnel Structures
Version 1 March 7, 2006

GENERAL INFORMATION ........................................................................................................................................... 3 OVERVIEW OF THE ENTERPRISE STRUCTURE................................................................................................. 3 CLIENT .............................................................................................................................................................................. 3 COMPANY CODE ............................................................................................................................................................... 4 PERSONNEL AREA: ........................................................................................................................................................... 4 PERSONNEL SUBAREA:..................................................................................................................................................... 4 OVERVIEW OF THE PERSONNEL STRUCTURE .................................................................................................. 4 EMPLOYEE GROUP............................................................................................................................................................ 5 EMPLOYEE SUBGROUP ..................................................................................................................................................... 6 Academic Year Exempt Staff Changes ...................................................................................................................... 6 CHANGES TO THE ENTERPRISE AND PERSONNEL STRUCTURES............................................................. 7

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General Information
In the SAP system, the University’s structure is defined by the Enterprise Structure and the Personnel Structure. When used together, these structures define the legal entities of the company, work locations for the University, and the University’s various employee groups. Because the enterprise and personnel structures help the University differentiate between the various types of employees and work locations, the structure values are used extensively in payroll, time, and benefit processing rules. The Enterprise and Personnel structures are also used extensively by the financial components of SAP. For instance, the structure values are used in rules to appropriately post payroll expenses to the correct GL accounts. Additionally, the tracking of recurring base budgets by staff group relies heavily on Enterprise and Personnel structure values. Enterprise and Personnel Structure values are stored on positions. When positions are created by the HR Compensation Analyst, the appropriate structure values will be selected and stored for the position. As employees are assigned to positions, the employee will inherit the structure values stored on the position. If the values are not appropriate for the assignment, the values may be changed on the employee assignment screen (Infotype 0001, Organizational Assignment). Especially with concurrent employment, the enterprise and personnel structure values will require careful oversight.

Overview of the Enterprise Structure
The Enterprise Structure for Personnel Administration is made up of the following elements: 1. Client: An independent legal and organizational unit of the system. 2. Company Code: An independent company with its own accounting unit; a company that draws up its own balance sheet. 3. Personnel Area: A specific entity for Personnel Administration; a subdivision of the company code. 4. Personnel Subarea: A subdivision of the Personnel Area. Following is a more detailed description of each Enterprise Structure value.

Client
The SAP client is represented by a three character alphanumeric code. For instance, Client 100 may be the productive client while Client 200 may be the testing client and Client 300 may be the training client.

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Company Code
The Company Code is the highest level of the enterprise structure within the client. It represents an independent company. The Company Code is established in the Finance modules of SAP. The University has only one Company Code; PUR.

Personnel Area:
The Personnel Area represents a subdivision of the company code. The University has established the following Personnel Areas: Personnel Area Code Z010 Z020 Z030 Z040 Z050 Personnel Area Description Calumet Fort Wayne North Central West Lafayette IUPUI

The Personnel Area can be used to perform system evaluations of data or to perform authorization checks. The Personnel area can also be used to limit reports to a specific campus location.

Personnel Subarea:
The Personnel Subarea represents a subdivision of the Personnel Area. Within each Personnel area, the University has a variety of employees. Some are eligible for pay while others are not. Some are eligible for benefits while others are not. The Personnel Subareas for the University will be used to create subdivisions of personnel within each area as follows: Personnel Subarea Code Z001 Z002 Z003 Z004 Personnel Subarea Description Pay with Benefits Pay without Benefits Non Pay with Benefits Non Pay without Benefits

Overview of the Personnel Structure
The Personnel Structure is made up of the following elements: 1. Employee Group: Used to classify employees into general groups for processing of pay, time, and benefits. 2. Employee Subgroup: A subdivision of the employee group. This allows further distinguishing of employees according to specific traits. Following is a more detailed description of each Personnel Structure.
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Employee Group
The employee group is used to classify employees into general groups for processing of pay, time, and benefits. The Budget group will use employee group to facilitate management of the recurring base budget. GL accounts in the finance modules may be derived from a combination of employee groups and wage types. The employee group can be used to generate defaulted values for data entry. For example, the payroll area can be defaulted from the employee group. Additionally, the employee group can be used for reporting purposes or as a criteria for business rules or authorization checks. The University has established the following Employee Groups: Employee Group Code A B C D E F G H I J K L M N O Q R Employee Group Types of Employees Description in Group Admin/Prof A/P staff currently holding 30A/60A positions. Clerical Staff holding a clerical position (exception if position code equals 5011Cxx). Clin Res Non TT Clinical Faculty, Research Faculty, Faculty Less Than LT 50% 50%. Continuing Lect Staff holding Continuing Lecturer positions. Faculty Tenured or Tenure Track Faculty Fellowship Post Fellowships holding a 5Z position. Doctoral Fellowship Pre Fellowships holding a 4Z or other position. Doc and Other Fire/Police BW Fire fighters and police currently in Service positions Salary being paid a salary. Fire/Police Mgmt Fire & Police currently in 20A/50A positions. Graduate Student Graduate Students in the existing graduate positions (excluding 90A staff). Limited Term Staff holding Limited Term Lecturer positions. Lect Mgmt/Prof A/P staff currently holding 20A/50A positions. Non Exempt Prof Grandfathered 30A/60A’s now in 5011S or 5011C position codes. Non-Pay Adjuncts, Affiliates, Associates, etc. Operations Asst Grandfathered 40A/70A’s and any new hires. Police Hourly Police currently in Service positions, paid on a hourly basis. Fire/Police Fire & Police currently in 30A/60A positions.
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Employee Group Code S T U V W X Y

Admin Employee Group Types of Employees Description in Group Post Doc Int Res Staff holding Post Doc, Intern, or Resident appointments. Residence Hall Staff holding Staff Resident or Residence Hall Couns Counselor positions. Service Staff holding a service position (exception if position code equals 5011Sxx or fire/police service positions) Student Undergrad student positions Temporary A/P Staff who hold a temporary, short term duration A/P position. Temporary C/S Staff who hold a temporary, short term duration Clerical or Service position. Visiting Staff holding a Visiting Faculty position or a new Faculty/Emeritus Emeritus Faculty position. Faculty

Employee Subgroup
The Employee Subgroup is used to create subdivisions within the employee groups. Purdue will use the subgroups to define the exemption status of the employee as well as their term of appointment. Following are the subgroups established by the University. Employee Subgroup Code Z0 Z1 Z2 Z3 Z4 Z5 Z6 Z7 Z8 ZZ Employee Subgroup Description Non Pay 9 Month FY Exempt 10 Month FY Exempt 11 Month FY Exempt 12 Month FY Exempt 9 Month Non Exempt 10 Month Non Exempt 11 Month Non Exempt 12 Month Non Exempt 9 Month AY Exempt

Academic Year Exempt Staff Changes
You will note that Employee Subgroup ZZ - 9 Month AY Exempt is the only academic year subgroup. Prior to implementation of SAP, academic year staff were considered 10 month staff. Period pay was calculated by dividing the annual salary by 10.

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In the new system, all academic year staff will be placed in Employee Subgroup ZZ. In the future, the period pay will be calculated by dividing the annual salary by nine. The employee will receive eight equal period payments for the months of September through April and will receive one-half of their normal period pay during the months of August and May. While the employee will continue to receive the same annual pay, the changes in the period rates for AY staff will require users of HR data to review reports and analyses for needed changes.

Changes to the Enterprise and Personnel Structures
The Enterprise and Personnel Structures are the backbone of HR and Payroll processing. The structures, although used by Finance modules in several instances, are owned by Human Resources. It is important for Human Resources to maintain appropriate control and vigilance over the use of the structure. Because the Enterprise and Personnel Structure values are used extensively in system rules for the processing of payroll, time, and benefits, any changes to the structure will require significant planning and work. System rules would need to be rewritten. Positions and/or employee assignments would need to be modified to reflect new enterprise or personnel structure values. Payroll posting rules to the financial ledgers will need to be revised. Budget’s maintenance of the recurring base may be impacted. The impacts are far-reaching. It is important to note that the practice of grandfathering specific employees for special treatment related to their pay, time accruals, or benefits will become very difficult in the future. At any point that the University chooses to grandfather employees for special treatment, new Enterprise and/or Personnel Structure values will be needed. Human Resources will need to appoint an expert to thoroughly learn and understand the HR Enterprise and Personnel Structures.

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