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FOCUS @ DCRTI
Facilitate Optimize Communicate Unify DCRTI
SAP HR Implementation
________________ BBP Sign Off Date
______________________ Signature Customer Project Manager-DCRTI
____________________ Signature Consulting SAP HR Consultant – PwC India
Raj Kumar Nammi
Table of Contents
PROCESS DOCUMENTATION...........................................................................................................................................3 0.1 PERSONNEL AREAS AND PERSONNEL SUB-AREAS ................................................................................................................4 0.2 EMPLOYEE GROUPS AND SUB-GROUPS..............................................................................................................................5 1 ORGANISATION STRUCTURE........................................................................................................................................8 1.1 ORGANISATIONAL UNIT..................................................................................................................................................8 1.2 JOBS............................................................................................................................................................................9 1.3 POSITIONS..................................................................................................................................................................10 1.4 REPORTING STRUCTURE ...............................................................................................................................................13 1.5 INTEGRATION..............................................................................................................................................................13 1.6 PLAN VERSIONS...........................................................................................................................................................14 2 PERSONNEL ADMINISTRATION - MASTER DATA MAPPING...........................................................................14 2.1 HIRING / JOINING ACTIVITIES (FOR NEW RECRUITS).........................................................................................................14 2.2 EXTENSION OF CONTRACT.............................................................................................................................................20 2.3 MANAGE TRANSFERS, SECONDMENTS AND DEPUTATIONS..................................................................................................21 2.4 MANAGE SEPARATIONS................................................................................................................................................24 2.5 EMPLOYEE MASTER DATA..............................................................................................................................................27 7. PERSONNEL TIME MANAGEMENT......................................................................................................................30 7.1 TIME MANAGEMENT ..................................................................................................................................................31 7.2 PERSONNEL TIME PLANNING......................................................................................................................................33 7.3 PERSONNEL TIME RECORDING....................................................................................................................................38 8. PAYROLL – INDIA.......................................................................................................................................................40 8.1 PAYROLL - INDIA PROCESS FLOW.................................................................................................................................40 8.2 DCRTI PAYROLL INPUTS FOR PAYROLL PROCESSING ....................................................................................................44 8.3 PAYROLL INTEGRATION WITH FICO.............................................................................................................................58
Business Blue Print: DCRTI - SAP HR implementation
FOCUS @ DCRTI
Although a Personnel Area can only belong to one company code. 0. “DC” and the second 2 place holders indicate the location of the personnel area – i. acts as a selection criterion for reporting.1. 1.1. Personnel subareas are grouped to form further subgroups based on work schedule planning.Business Blue Print: DCRTI .Bangalore Personnel Area Code DCBL The Personnel area will be linked to the Company Code – DCRT and assigned to country grouping 40 (India). 0. A list of Personnel Areas and their corresponding Personnel Sub Areas are given here under. and payroll accounting in SAP. Coming to the Personnel Sub Area codification there is no specific logic maintained. unique identification is made possible through the code itself. Personnel Area Text DaimlerChrysler .1 Personnel Subareas Personnel subareas are a subdivision of the personnel area. the name of the each functional department is considered as the Personnel subarea Thus it would be possible to identify from the code itself which company the particular Personnel Area is assigned to. holiday calendar. professional tax computation etc.No. only one personnel area is defined. they are further divided into Personnel Subareas. Codification logic The personnel area codification would follow the logic of : First 2 Place holders referring to the Company Code – ie. As DCRTI is functional from one geographical location. Similarly in the case of personnel sub area. They perform the following functions: • • • enables the generation of default values for data entry (eg determination of payroll accounting areas).1 Enterprise Structure Personnel Areas and Personnel Sub-areas Personnel Areas Personnel Areas represent a subdivision of the company code. absence counting.1. applicable to employees. and acts as a unit in authorisation checks. S. personnel time management. “BL” – so the total code will be – “DCBL”.1 0. Personnel Subareas are used in personnel administration.No 1 Personnel Area DCBL Personnel Subarea PROJ TLES PLMS VENG QATY EPSL BSER INSO CADM FICO HRMS Personnel Subarea Text Projects Tools and Embedded Solutions Project life cycle management Solutions Vehicle Engineering Quality Enterprise Solutions Business services Intelligent Systems CAD / CAM Finance & Controlling Human Resources 4 . S.SAP HR implementation FOCUS @ DCRTI 1. Personnel Area in SAP will represent the circle to which the employee belongs.e.
Selection criterion for reporting.SAP HR implementation FOCUS @ DCRTI SYAD FACS TRVL CURL ICMT VMGT MDOF System administration Facilities Travel Customer Relations Inter Cultural Management Vendor management MD’s Office Comments The actual physical location is required to be recorded since the personnel subareas are mapped to a state for the purpose of professional tax computation. 0. Time/Work done to be traced for individuals assigned by the professional services firm/ individual. for example. The contract is between the individual and the Company. for the payroll accounting area or an employee's basic pay. The specific organizational functions of the Employee Group include: • • • Generation of default values for data entry.Business Blue Print: DCRTI . The holiday calendar in SAP is mapped to the personnel area and hence personnel subareas need to be defined at a level which represents the actual physical location. Most cases there are a time limit. 0. ESGs are attached to one or more EGs. They are on payroll of DCRTI Contract between DCRTI and a professional service firm.1 Employee Groups Code E C Description Employees Employees Under Limited Period Contract Company Consultant Definition All Probationers and confirmed probationers (or) employees who are on regular rolls Taken for specific position. But not on Payrolls of DCRTI Expatriates who are recruited as regular F X Expat Regular 5 .2 Employee Groups and Sub-groups Employee Groups (EG) and Subgroups (ESG) are primarily used to classify employees into discrete groupings to streamline processing. default values and authorisation checks.1. So employees of Bangalore can be mapped to holiday calendar of DCRTI. data entry and report selection by enabling validation. The following Employee groups will be defined in system. Act as an authorization check unit. Hence in case of employees who are in Bangalore they will be mapped to state Karnataka for professional tax purposes.2.
1. theories and principles.N.Business Blue Print: DCRTI . For example.T. work is assigned based on the qualification/project work in academics. • You determine which work schedules are permissible for which employee subgroups using the employee subgroup grouping for the work schedule. DCRTI employees working outside of India.2.X. I Employee Subgroup L0 L1 L2 L3 L4 L5 LS ST DR Text of ES L0 L1 L2 L3 L4 L5 LS STUDENTS DRIVERS Role Mapping Level Level 0 Knowledge Limited to Concepts.2 Employee Subgroups Employee Groups are further divided into Employee Subgroups (ESG) which controls the following key functions: The most important control features are as follows: • You can standardize or differentiate how an employee is dealt with for a personnel calculation rule using the grouping of employee subgroups. you can control whether an employee’s remuneration is calculated on a monthly or hourly basis using this grouping. • Employee subgroups are an authorization check unit.F. The following employee subgroups will be defined in the system Employee group E. Role Fresher from the campus.A. GET/MT Interns who are on stipend for a limited period with out any allowances Employees from DCAG working in DCRT on contract basis. Payroll is run for from DCAG only and not from DCBL International Training Program N O T S A Expat Contract Overseas employee Trainee Students ATG I ITP 0.O.SAP HR implementation FOCUS @ DCRTI employees. • You determine which wage types are permissible for which employee subgroups using the employee subgroup grouping for the primary wage types. employment terms other than probationers or regular apply – eg.C. • The employee subgroup is a selection criterion for reports.1 Year 6 . He/she will be in learning Interaction/Influence Interaction with immediate supervisor Span of Control Nil Education BE / MCA Exp 0 .S. Expatriates who are engaged on contracts. Employee who is recruited as a trainee.
Has developed knowledge on his specific work area Has thorough knowledge of his work area / domain. Starts coming up with solutions to routine problems which he presents to his supervisor Is involved in designing solutions for moderately complex problems. Responsible for Project . D 4-7 Years 3 to 6 People BE / ME /MCA /Ph. Level 3 Works on routine assignments that require following standard procedures and practices. Will function as a Project Manager 5 . theories and principles. Is exposed to the macro picture of his/her division/SBU. May provide need based guidance to Level 1 on day to day functioning.10 Years 7 .Business Blue Print: DCRTI . Follows standard operating procedures for the same. Plans the day to day work of the team. D Level 4 Is exposed to the macro picture of the organisation and uses that knowledge increasingly in his functioning Designs solutions for complex problems for the team. has little supervision in the same. prioritisation. Learning how to use the same in active business situations Has greater depth of knowledge on implementing concepts on active business situations. Interaction is limited mainly to peers and immediate supervisors Nil BE / MCA / ME 1-3 Years Interacts closely with his peer and supervisors – influences group decisions based on personal experiences. May interact with customers Manages a team of people. Has an active role in the project while decision making. Reports to Program Manager/ HOD Nil BE / MCA / ME 2-5 Years 1 to 2 People BE / ME /MCA /Ph. May Interact with customers May have people responsibility. Works on routine assignments that require following standard procedures and practices. Works under close supervision. and is responsible for the overall deliveries of the same. The end deliverable is reviewed Has limited influence on the group working. Take part in processes that impact the whole group like staffing. for which he has accountability. Receives close guidance and detailed instructions on work. Plans his day to day work independently. Handles his assignment more independently. resourcing.SAP HR implementation FOCUS @ DCRTI phase Level 1 Level 2 Limited to Concepts. Is responsible for the deliverable of the team and interacts with all other internal and external agencies with which the team has an interlinkage. Starts getting exposed to problems with slight complexity.
In case of DCRTI organisation units will be typically set up to reflect a hierarchy of functions / sub-functions & positions within a geographical framework.1 Organisational Unit The organisation structure is constructed using objects Org unit. job and position. Is responsible for the deliverable of the team and interacts with all other internal and external agencies with which the team has an interlinkage. D > 10 Years Around 30 BE / ME /MCA /Ph. processes and SOPs for his group and initiates change.SAP HR implementation FOCUS @ DCRTI Level 5 Is exposed to the macro picture of the organisation and uses that knowledge increasingly in his functioning. Plans the day to day work of the team. > 13 Years Organisation Structure 1. Part of the Leadership team Provides solutions to a wide range of complex problems. Contributes to the Business Development. Responsible for Project. and is responsible for the overall deliveries of the same and supports Business Heads on strategic decisions. D LS Thorough knowledge of his function. May also exposed to one or two domains May be responsible for multiple projects. Designs solutions for complex problems for the team and also represents the various taskforce. its role and position in the overall business model. focus on business strategies and the process Development. Interacts with the customers extensively 5 to 10 People BE / ME /MCA /Ph. Manages multiple projects.Business Blue Print: DCRTI . Representative Organisation Structure 8 . Responsible for overall deliveries for the business group and also responsible for strategic business decisions. HR organisation units are logical groupings of employees and often reflect either a geographical or functional view of the organisation. Reviews policies. Relies on experience to arrive at future courses of action. Might have revenue responsibilities for the specific team. Reports to HOD Overall responsibility for the function and the business. Manages a team of people. Eg. Has close interaction with other departments/ divisions and is the driver for overall business plan for his Division.
SAP HR implementation FOCUS @ DCRTI 1. For example.2 Jobs Jobs are a higher level classification of the positions within the enterprise. 9 .Business Blue Print: DCRTI . all of which might be regarded by the organisation as Account Executives” (eg Account Executive – SBI. Account Executive – LIC etc). The first level listing and defining of jobs based on the current system. the job “Account Executive” may be linked to several positions.
Positions are understood as being equivalent to designations at DCRTI. In case of change in designations. positions will be updated in SAP. there is a one-to-one relationship between employees and positions although it is possible to link more than one employee to one position (eg additional responsibilities).3 Positions Positions are the specific occurrences of a particular job.SAP HR implementation FOCUS @ DCRTI Job Code MD HOD SCI MGR TL EGR EXE CONS ADMN STUD Job Text Managing Director Head of the dept Scientist Managers Tech Lead / Team Lead / Project Lead Engineer Executives Consultant Administrators Students 1. 10 . Typically.Business Blue Print: DCRTI . Position to organisation units -to-organisation unit link indicates organisational hierarchy.
SAP TECHNICAL LEAD .INTELLIGENT SYSTEMS HEAD OF THE DEPARTMENT .PLM SOLUTIONS TECHNICAL LEAD .SAP HR implementation FOCUS @ DCRTI Till such time the positions are more clearly defined the following convention will be used to indicate position in SAP.INTELLIGENT SYSTEMS L5 L4 L3 13 14 15 16 17 18 19 20 21 22 23 24 25 26 MANAGER PROGRAM MANAGER .PROJECTS KEY ACCOUNT MANAGER .INTELLIGENT SYSTEMS RESEARCH SCIENTIST .CAD / CAM HEAD OF THE DEPARTMENT .FINANCE PROGRAM MANAGER .PLM SOLUTIONS HEAD OF THE DEPARTMENT .no 1 Job MANAGING DIRECTOR HEAD OF THE DEPARTMENT Position MANAGING DIRECTOR HEAD OF THE DEPARTMENT .INTELLIGENT SYSTEMS SENIOR RESEARCH SCIENTIST .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES PROJECT MANAGER .FINANCE AND BUSINESS ADMINISTRATION HEAD OF THE DEPARTMENT .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES DELIVERY MANAGER .HUMAN RESOURCES PROGRAM MANAGER .PMO PROJECT MANAGER . S.Business Blue Print: DCRTI .VEHICLE ENGINEERING AND QUALITY HEAD OF THE DEPARTMENT .CRIM SENIOR DELIVERY MANAGER .VEHICLE ENGINEERING L5 L5 L4 L4 L4 L4 L5 L3 L5 L3 L5 L4 L3 L3 27 28 29 LEAD L3 L3 L3 11 .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES TECHNICAL LEAD .CAD / CAM PROJECT MANAGER .CRIM MANAGER .PLM SOLUTIONS MANAGER .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES HEAD OF THE DEPARTMENT .VEHICLE ENGINEERING ASSISTANT MANAGER .VEHICLE ENGINEERING PROJECT MANAGER .TOOLS AND EMBEDDED SOLUTIONS FINANCE CONTROLER No of Employees LS LEVEL 2 3 4 5 6 7 8 9 LS LS LS LS LS LS L5 LS 10 11 12 SCIENTIST PRINCIPAL SCIENTIST .PLM SOLUTIONS MARKETING MANAGER .
CAD / CAM SENIOR SOFTWARE ANALYST .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SOFTWARE ENGINEER .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SOFTWARE ENGINEER .VEHICLE ENGINEERING TRAINEE ENGINEER .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES TRAINEE ENGINEER .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SOFTWARE ENGINEER .PLM SOLUTIONS SENIOR SOFTWARE ENGINEER .HUMAN RESOURCES EXECUTIVE .PROJECTS SENIOR ENGINEER .Business Blue Print: DCRTI .QUALITY TEST LEAD .FINANCE AND BUSINESS ADMINISTRATION EXECUTIVE .QUALITY SENIOR SOFTWARE ENGINEER .PLM SOLUTIONS LS L2 L2 L2 L2 L1 L1 L1 L2 L1 L2 L1 L1 L2 L1 L1 L1 L1 52 53 54 55 56 57 58 59 60 61 EXECUTIVES EXECUTIVE ASSISTANT .PLM SOLUTIONS SENIOR ENGINEER .MD'S OFFICE L5 12 .TOOLS AND EMBEDDED SOLUTIONS ENGINEER .CAD / CAM SENIOR RESEARCH ENGINEER .MD'S OFFICE EXECUTIVE .FRONT OFFICE EXECUTIVE .TRAVEL EXECUTIVE .FACILITIES EXECUTIVE .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L3 L3 L3 L2 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 ENGINEERS SENIOR RESIDENT ENGINEER SENIOR SOFTWARE ENGINEER .SAP HR implementation FOCUS @ DCRTI 30 31 32 33 TECHNICAL LEAD .ACCOUNTS EXECUTIVE .INTELLIGENT SYSTEMS SENIOR TEST ENGINEER .SUPPLIER MANAGEMENT CO-ORDINATOR FACILITIES PROJECT ASSISTANT L3 L1 L1 L1 L1 L1 L1 L1 L0 L1 62 CONSULTANT SENIOR CONSULTANT .INTELLIGENT SYSTEMS ENGINEER .VEHILCE ENGINEERING RESEARCH ENGINEER .CAD / CAM PROGRAM LEADER .VEHICLE ENGINEERING ENGINEER .QUALITY TEAM LEAD .
The functional reporting structure will be captured using the relationship Relationship A005 is subordinate to Inverse relationship B005 is line supervisor of Core Team will be trained on Multiple reporting (matrix reporting and dual reporting) 1. travel expenses use the reporting structure to determine the chief position.5 Integration Organisational Management forms the basis for the entire Personnel Planning and Development (PD) application.4 Reporting Structure Reporting structure will be defined by creating a relationship between one position to another.SAP HR implementation FOCUS @ DCRTI IT SECURITY CONSULTANT .ENTERPRISE SOLUTIONS AND BUSINESS SERVICES TRAINEE CONSULTANT . 1.PLM SOLUTIONS NETWEAVER CONSULTANT . 13 . The administration of structural data (ie objects and their reciprocal relationships with each other) facilitates the analysis and reporting of the organisation and provides the foundation for authorisations functionality.Business Blue Print: DCRTI . The primary position of the employee for the purpose of reporting structure and reports will be the position which is associated with an action in IT 0000 & IT 0001. The PD module of SAP will be integrated with PA module using the switch PLOGI ORGA.SAP 63 64 65 66 L1 L3 L1 L2 67 68 SYSTEM ADMINISTRATOR SENIOR SYSTEM ADMINISTRATOR SYSTEM ADMINISTRATOR L2 L1 69 STUDENTS Multiple Assignments In those cases where the employees are assigned to multiple positions the field “staffing percentage” will be used to define the percentage of time the employee devotes to each position.ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SENIOR IT SECURITY CONSULTANT . This will be done using the relationship Relationship A002 reports to Inverse relationship B002 is line supervisor of The standard reporting structure in SAP will be used to capture the “Administrative reporting” as workflow applications like leave.
Master data Mapping Personnel administration includes all the activities to be done during the life cycle of an employee.1 Hiring / Joining Activities (for New recruits) Scope of the Process Brief definition of the process. 01 Description Integration plan version / Active plan version Personnel Administration .1. Form for accommodation.Business Blue Print: DCRTI . At DCRTI following activities are performed • • Hiring Change in designation Refer to annexure) 2. allotment of Employee Code No. X Description Integration switch: Organisational Management/HR 1.1 Complete HR related formalities 14 .SAP HR implementation FOCUS @ DCRTI Group PLOGI Sem. Start – after acceptance from candidates along with joining data End – placement in his/her department/function 3. vehicle. phone connection. However at any point of time there can be only one active plan version. ORGA Value Abbr. Mention start & end points of this process.6 Plan versions It is possible to define multiple version of organisation plan using plan versions. Plan version 01 will be set as the active plan version using the switch Group PLOGI Sem. workstation and forms for any other entitlement.1. PLOGI Value Abbr. and issuance of ID card. Filling of Statutory / Non-statutory forms like PF New Account / Transfer Form. Insurance and Hospitalization Coverage Form. Investment Declaration form. • Joining of a person This document covers all joining formalities of a new recruit viz.1 3.1. Abbr. Abbr. email.
Holiday list. temporary visiting card and temporary ID card form and workstation (wherever applicable). Issue “joining circular” as per standard format. Issue ID Card 11. Personal History Form 4. 12. email. On receipt of fitness report and upon the employee reporting for joining a personal file for the new employee is created for maintaining all his records. Any other documents information as per joining checklist. Ensure that the new recruit has filled all information correctly. white goods form. Send relevant forms to respective departments like administration. Issue of formal appointment letter with details of the salary structure and getting acknowledgement of the same. mobile phone. workstation. 4. Enter / update employee details in master database 9. 7. Investment Declaration form. Following forms are filled by the new recruit : PF New Account / Transfer Form. joining checklist) 6. 3. 3. 15 . 16. Insurance and Hospitalization Coverage Form.Business Blue Print: DCRTI . 2. IT department etc. Leave card. Medical fitness report (from the designated clinics/dispensaries/doctors) 2.SAP HR implementation FOCUS @ DCRTI Inputs – 1. Bio-data along with expected date and joining location. accounts department. 15.Insurance Card wherever applicable. vehicle. Insurance agency. Get joining report signed by concerned Line Manager. Validate copies of the submitted academic and other testimonials with originals. Salary details 18. Send details of the new recruits to the accounts department i. Issue . Update the list of attendees for the next batch of induction program. 5. Photographs 7. Emp Code No. Joining Report. Bank Account Opening form. Form for accommodation. HR personnel to welcome the new recruit and guide to the right location to move with further joining formalities. Intimate the concerned Line Manager about joining of the new recruit. Interview Assessment Form.. Proof of salary from the former employer 9. PC. Relieving letter 8.e. Employee handbook. Allot Employee Code number 10. Acknowledged copy of offer letter 5. and minimal stationary need 8. Gratuity Form. 13. 17. HR will guide the new recruit to provide the declarations on elements of his salary based flexible pay structure. Process – 1. List of new recruits from the recruiters. Welcome letter. phone connection. Copies of Qualification and experience certificates 6. Update the checklist which ensures that the new recruit has completed all joining formalities 14. Provide the joining kit to the new employee containing all the forms.(Reference.
SAP HR implementation FOCUS @ DCRTI Outputs – 1. EC Number and ID card 2.Business Blue Print: DCRTI . Updated employee personal file consisting of correctly filled forms and copies of valid certificates 16 .
Business Blue Print: DCRTI - SAP HR implementation
FOCUS @ DCRTI 3. Joining report 4. Hard copies of all joining and administration related forms signed and filed. 220.127.116.11 Complete Administration related formalities (HR Commercial to do) Inputs – 1. Completed forms from HR for Workplace (Cabin, Cubicle & Workstation) PC, email ID, Phone (extension no.), Mobile phone, Vehicle, Shifting of household goods, arrangement for guesthouse / permanent accommodation, school admission requirements for kids of new recruit (wherever applicable) Process 1. Send forms for IT requirements to IT department for PC, email account and internet connectivity. 2. Coordinate with Real Estate agents and facilitate getting accommodation for the new recruit as per the entitlement. 3. Coordinate with Vehicle agency for facilitating the new recruit to get the vehicle as per his / her eligibility. 4. Facilitate shifting of goods, in case the new recruit is from other outstation location. 5. Book and provide, guest house facility till the permanent accommodation is finalised. 6. Provide list of important telephone numbers / city road maps and important establishments (wherever required and applicable) 7. Coordinate with schools wherever required to facilitate school admission of the kids of the new recruit. 8. Coordinate with vendors for facilitating procurement of white goods, if required and applicable 9. Follow-up with various external agencies and internal departments where completed forms / formal letters were sent and ensure that all the required assistance and facilities reach the new employee on time. Output1. New employee provided with all administration assistance as per eligibility and terms and conditions mentioned in appointment letter and getting his acknowledgement for the same. 2. Passing on all the forms and acknowledgments to HR department to be filed in their personal file. 3. All company assets allocated to the employee as per eligibility-(eg: Car, House, Laptop, Mobile phone etc) 18.104.22.168 Complete Payroll related formalities Inputs – 1. Appointment letter with salary details and employee Code number, if any 2. Letters - a) for take-over of liabilities with the previous employer, b) joining bonus, c) notice pay etc 3. Details of liabilities and proof of discharge of same Process – 1. Obtain bank account details from employee 2. Prepare and send salary and other inputs to payroll 3. Prepare and execute DPN, undertaking and agreement for joining bonus and liabilities take-over, mentioning repayment terms, if any 4. Process payment to employee for joining bonus and other liabilities taken over Outputs – 1. Documents for liabilities 2. Details to payroll 3. Cheque to employee or salary credited to bank account 4. documents through mail merge
MIS Reports Required:
Report Requirements are specified separately.
Business Blue Print: DCRTI - SAP HR implementation
FOCUS @ DCRTI
Description of functional deficits
Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here Enhancement to Offer letter; Recording of offer details; Description of professional/club memberships, capturing percentage score/CGPA of applicant in the course of study. • • Capturing parameters such as Function,Subfunction and Level Joining check list
Approaches to covering functional deficits
Address real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed. • Infotype ‘0057’ will be modified to record membership related data. (W) • The field “Other Allowances” in IT 0021 can be used to flag whether a family member is dependent or not for the purposes of hospitalisation coverage - One additional check box to be added to this infotype as ‘covered’ (E) • New Infotype to record the items in joining check list (E with PM01)
System configuration considerations
Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. • Link Employee Number to Applicant Number In case the employee is an applicant, record the applicant number in the infotype – 139, this will be used to track the status of the joining checklist. • • • • Employee number range Infotype 19 will have a sub type called ‘end of expatriate assignment’ Infotype 19 monitoring of task subtype end of probation should be invoked through dynamic action Employee numbers will be a 5 digit system generated number.
The option of number range will be used to differentiate between various types of employees. The following number range will be defined for personnel numbers. No 1 2 3 4 5 From 10000 50000 60000 70000 80000 To 49999 59999 69999 79999 89999 Current number External •
Business Blue Print: DCRTI - SAP HR implementation
FOCUS @ DCRTI 1 2 3 4 5 Current DCRTI employees Contractors / Consultants Students Professional Service Others Staff
3.4.1 Scope of the Process
Brief definition of the process. Mention start & end points of this process This document covers the activities of conducting pre-confirmation appraisals and confirming the probationers. Start – List of probationers who are completing initial probation period / extended probation period in next one month End – Issuance of Confirmation / Extension / Termination letters Covers only Core Employees of DCRTI Inputs –
1. List of probationers due for confirmation – SAP 2. Pre confirmation Appraisal forms (EX - available in PD)
Process – 1. Respective Line Manager fills up appraisal form and recommends confirmation / extension / termination – (EX) 2. On receipt of approval, HR will issue confirmation letter. (SAP mail merge) 3. If not approved, HR will issue extension / termination letter. (SAP mail merge) 4. Send inputs to payroll from confirmation dates SAP T code PA30 Outputs – 1. Confirmation / Extension / Termination letters – (SAP mail merge) MIS Reports Required Report Requirements are specified separately Description of functional deficits Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here Approaches to covering functional deficits Address real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed. System configuration considerations Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions.
In case of probation based on the probation period entered in IT 16. (EX – Available in PD) 2. (mail mege) 5. he can recommend the same. Date monitoring report will be run to get a list of employees due for confirmation within the next month or given period 2. HR will issue extension letter. Send inputs to payroll – new contract period is updated in payroll or termination of contract is updated.1 Scope of the Process This document covers the activities of conducting pre-contract expiry assessment for Contract Staff. Pre expiry consultant assessment forms (EX –Available in PD) 3. for outstanding performance or any other business requirement.SAP HR implementation FOCUS @ DCRTI • • • • Create an appraisal model “ Confirmation appraisal” with the final rating as “ Confirmed” / “ extend confirmation“ and “termination of service”.Business Blue Print: DCRTI . Description of functional deficits Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here 20 .5. (EX) 3. a program will compute the date of expiry of probation and update the date of expiry of probation in IT 19. (SAP PA30/PA40) Outputs – 1. Contract terms (SAP) Process – 1. Extension letter / termination letter (mail merge) 2.2 Extension of Contract 3. List of consultants due for extension (SAP) 2. Start – Identifying consultants who are completing initial contract period / extended contract period in next one month End – Issuance of Extension / Termination letters Inputs – 1. Payroll input (SAP report) MIS Reports Required Report requirements are specified separately. Respective Line Manager fills up assessment form and recommends extension / termination. In case the Line Manager recommends that a particular Contract Staff should be extended before expiry of contract period. For employees who need to be confirmed an action called “ Confirmation” will be defined and the employee group of the employee will be changed from “ Probationer “ to “Regular“ employee. The assessment goes to respective HR who forward the same to approving authorities with recommendation for their approval (EX) 4. On receipt of approval.
SAP HR implementation FOCUS @ DCRTI Approaches to covering functional deficits Address real or perceived gaps in system functions including workarounds. secondments and deputations. • • • • Renewal of Contract Infotype 16 to record contract with the consultants An appraisal model “Contract Staff Assessment l” will be defined with the final rating as “ Renew contract“ An action called Renewal of Contract will be defined and the reason for extension will be recorded in “reason “ field of action. Reassignment from one department to another within DCRTI– Example – PLM to EPSBS 3.6. If a fix is not evident. Manpower planning and resultant key gaps / key overlaps 3. user exits. New Business Plans or contingencies Process – External Organise Inter-location transfers (Type 1) 21 .1 Organise Inter-location & inter-company transfers 3.Business Blue Print: DCRTI . etc. Definitions: Transfers: Type 1. • 2.1. The date up to which the contract has been extended to be recorded in IT 19 under task type “ Expiry of Contract”.1A Inputs – How will the request be managed in SAP? (Ex) 1. Personal request – duly approved by Circle Head/Group Head 2. Mention start & end points of this process This document covers processes relating to transfer. ABAP. Date monitoring report to be run to get a list of employees whose contracts are expiring within the next month or a given period.3 Manage Transfers.1. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. Job rotation plans 4.0 Manage Transfers 3. the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed. System configuration considerations Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. This should be the best high level solution. Secondments and Deputations 22.214.171.124 Scope of the Process Brief definition of the process.6.6.
6. 5. 4. Relieving company to record transfer of employee SAP? Outputs – Same as above 3. 2. Personal Request. 2. Based on acceptance. Cabin/Cubicle. 6.6. Complete Transfer-out checklist and clearance at Relieving location from HR. Clearance certificate – duly filled up 4. Relieving Company HR to confirm with receiving company HR on absorption and date for the same. HR. Admin. Manpower planning and resultant key gaps / key overlaps Process – 1. Will this be thru SAP? 8. Transfer order 3. Management Decision 2. IT. Based on validated inputs seek approval from Relieving Circle Head/Group Head Will this be thru SAP? Identify replacement if need be External Seek confirmation from Receiving circle Head/Group Head and finalise date of transfer External Brief employee about entitlements / responsibilities at time of transfer External Arrange pre-transfer visit (only in cases of business requirement based transfer) External HR-Commercial to assist in Closure of House lease and deposit return.1. Job rotation plans 4. Receiving Company HR to finalise refitment of salary and entitlements as per their considerations/norms and forward letter to Transferee through Relieving Company HR and receive acceptance. Circle Head etc. Line Manager.Business Blue Print: DCRTI .Commercial.SAP HR implementation FOCUS @ DCRTI 1. Receiving company’s confirmation would be subject to acceptance of the transferee of the receiving company’s service norms. Transfer checklist 3. Relieving Company Head to approve based on management decision or personal related request – SAP? 2. Will this be thru SAP? Outputs – Thru SAP 1. Relieving company to initiate transfer checklist process and clearance formalities External 6. Group President – Management Services Division will approve all transfers into DCRTI (be it type 1 or type 2) 3. Movement order 5. Library. Telephone. External 7. 3. To Complete Transfer-in checklist at receiving location. External 4. and packing and movement of goods. any location specific items (like keys. to Receiving Company HR External 7. External 9. 3. Mobile (SIM). Receiving Company HR confirms to Relieving Company to transfer the employee.1B Organise inter-company transfers (Type 2 & 3) Inputs – How will the request be managed in SAP? External 1. proposed role and compensation refitment. External 8. ID cards etc). Relieving Company HR to initiate replacement and handover process as need be and finalise date for transfer External 5. To forward file and compensation details for refitment.3 Manage Deputations Inputs – How will the request be managed in SAP? 22 . Approvals. Handover of Res. New Business Plans or contingencies 5.1.
SAP? 11. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. Requesting Circle Head / Group Head raises requirement with job profiles and sends to relevant Locations External? 2. If required. based on request. SAP? 8. • • The status of the employee will be recorded in the “contract field” in IT 0001 as seconded / transferred / deputed. SAP? 5. Obtain approval of Circle Head/Group Head External? 4. Prepare and issue deputation order. specifying deputation period. The receiving site maintains and sends deputee’s attendance records to the parent site for processing salary. Prepare & issue deputation extension letter. The date up to which the deputation has been extended will be recorded in IT 19 (Date Monitoring) under the task type “extension of deputation” 23 . Deputee raises deputation allowance claims which are processed and disbursed by the parent location. Employee status to be changed in SAP Outputs – SAP? 1. R&R.Business Blue Print: DCRTI . Relevant Location/Group HR. Deputation extension letter 3. External? 12. Based on commitments made in deputation order. receiving site organises logistics and facilities. SAP? 6. External? 7. deputation period is extended based on requirement of receiving site. allowances.SAP HR implementation FOCUS @ DCRTI Special requests of manpower for temporary periods > 29 days and less than 6 months Process – 1. The receiving location certifies any recoveries and sends to parent location for recovery through payroll. identifies employees to be released. External? 10. External? 3. Employee details are updated and intimated to payroll. • • • • • • • Deputation order Deputation extension letter Deputation release letter Secondment order Secondment extension letter Secondment release letter Transfer order System configuration considerations Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. On completion of deputation the receiving site releases the deputee by preparing and issuing the deputation release order. Deputation release letter MIS Reports Required Reports have been specified separately Description of functional deficits Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here. Deputation order 2. SAP? 9.
Exit interview feedback. Acceptance date of resignation and resignation date as separate subtypes of infotype 0019 Outputs – SAP 1. Organise & conduct Exit Interview by Functional Head & HR SAP + External long text possible thru devlopment 4.7. SAP 3.SAP HR implementation FOCUS @ DCRTI • In case of employees who are “transferred” between group companies will be first separated from their parent company and then rehired into DCRTI with a new personnel number.1 Process Resignation Inputs – 1. Stop salary advise to accounts 3. This document covers all modes of separation of an employee from the Company.Business Blue Print: DCRTI . It includes resignation. Mention start & end points of this process.1. Employee will obtain clearance from all concerned sections. (Ex) 24 . Start – The process starts with receiving information of separation of the employee through any source End – The process ends with completion of the full and final settlement 3. 2.7.4 Manage Separations Separation for employees stationed in Bangalore Separation for employees stationed outside Bangalore (on transfers / deputation) Diff action types 3. Those employees who are on secondment / on deputation to DCRTI will continue to retain their old personnel number (parent company) and will move into DCRTI by means of a “Secondment action” / “deputation action” in the system . HR will begin resignation acceptance process (Will it be SAP or external?) 2. 2.2 Process Retirement / Extension Inputs – List of employees due for retirement in next 6 months. abandonment and death.7. Generate list of employees due for retirement in next 6 months. Accepted and Approved resignation letter 3. termination. SAP 2. Clearance Certificate. Process – 1. Resignation letter (External) Process – 1. retirement. ‘Stop salary’ advise for last month of work SAP 5. 4.0 Scope of the Process Brief definition of the process.1. Concerned Sectional Head will initiate the process by forwarding approved extension request to concerned HR with extension.
extension letter on the same terms and conditions is issued (for a proposed period). Recommendation for termination Process – 1. Prepare and send termination letter.SAP HR implementation FOCUS @ DCRTI 3.1. Information from concerned head of absence without authorisation for more than a pre defined number of days External 2. If approved for extension. 4. HR informs the Accounts dept for settlement of PF/ Gratuity/ Superannuation. Clearance Certificate / checklist approved by HoD/departments (Dev) 2. Termination letter Clearance certificate Information to Accounts to Stop Salary Input to Accounts/ HR Commercial to initiate F&F 3. (mail merge) 3. HR will Issue termination letter mail merge 2. SAP 7.Business Blue Print: DCRTI .7. 25 . For retirement. SAP Output – SAP 1. Management’s approval for termination. Concurrence from HOD Repeat of above Process – 1. Finding and recommendation arising out of a disciplinary procedure conducted against an employee 4. Send final letter intimating the employee of Management’s decision of striking his name off from the muster. SAP/External? 6. (Dev) 4.4 Process Abandonement Input – 1.3 Process Termination SAP Input – 1.1. Warning letters 2. 2. SAP mail merge Outputs – SAP 1. Obtain approval for termination from the respective head. SAP PA40 4. Stop salary advise to accounts PA40 Output – 1. Termination letter. HR will obtain clearance from all concerned section. SAP 4. 3. (External) 3. Extension letter 3. Stop Salary advise to accounts SAP 2. Send 2 reminders immediately after the specified date lapses. Exit interview feedback. Approval note for retirement / extension. With concurrence of HOD.7. SAP 5. send standard warning letter to absconding employee asking him to resume duty by a specified date SAP 3. Employee to obtain clearance from all concerned sections dev 3.
abandonment. Release letter 3. receive cheque from payroll / bank transfer and Accounts/ HR commercial hand over to employee along with working sheet. Intimate legal department to initiate recovery process. retirement. SAP PA40 2. Service certificate 6. HR will obtain clearance from all concerned sections SAP 3. Coordinate with insurance dept. consumer durables. Clearance certificates duly filled up SAP (dev) 3. etc. Management approval of waivers viz. etc as per policy SAP 4. Form 16 MIS Reports Required Report Requirements are specified separately 26 . HR will prepare and circulate notice for condolence meeting (External) 2. LTA. leave encashments. Information on PF/Superannaution/gratuity details 7. SAP FI process 4.SAP HR implementation FOCUS @ DCRTI 4.. Stop Salary processing 5.Business Blue Print: DCRTI . (External) 3.6 death) Process Full and Final settlement (for resignation. HR will put up note for waiver of outstanding dues – loans. HR will send intimation to Payroll for preparation of full and final settlement. Gratuity. Payroll intimation. Condolence Circular (External) 2. Clearance certificate 3.1. SAP 5. Accepted resignation letter (External)/ approved termination letter SAP / superannuation letter SAP / Death notification (External) Process – 1. SAP FI process 3. for settlement (External) Output – 1. if any.7.7.5 Process cases of Death (as reason for separation) Input – 1. termination. SAP mail merge Outputs – SAP 1. F&F working sheet 4. Loans. attendance. Clearance certificate SAP 3. If net payable to employee. Notice pay etc External 4. any legal agreements (ex) SAP 2. absence. 2. to initiate claim formalities. issue relieving letter and service certificate (latter not given for termination). After the employee settles his dues. Respective Policies. Inputs for leave. Management’s approved note for waivers. Information on recoveries from employee & letter with the same respect 5. Intimate insurance dept. Input – 1. On receipt of completed clearance certificate. Intimation of death of an employee (External) Process – 1.1.
5. Once the separation notice (resignation/ dismissal) is obtained. Etc 27 . Termination Letter. Also.Business Blue Print: DCRTI . Based on this report a stop salary advice will be sent to payroll. Etc along with Col. • Formats. /Mr. Smt. Clearance Certificate System configuration considerations Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. check list. For this. The actual process of “Full & Final settlement” will be addressed in payroll module./Ms. The list of assets given to the employee will be maintained in Infotype 40 “Objects on Loan”. A customised report based on this will act as a checklist for releasing the Clearance Certificate. a report based on IT 41 (date specification) will be run.1 DM RN Employee master data Code legend Direct mapping Required but not supported Field Description Mapping code DM DM DM DM DM DM DM SAP Infotype SAP Field Remarks First Name Last Name Initials Gender Form of Address Date of Birth City of Birth IT0002 IT0002 IT0002 IT0002 IT0002 IT0002 IT0002 First Name Last Name Known As Gender Form of Address Date of Birth Birth Place Form of Address will have Dr. Gen. • A separation action with the appropriate reason code such as “Death/Retirement/Termination/Resignation” will be defined in the system. a date type called ‘last working day’ will be maintained. • • 2./Sh. .SAP HR implementation FOCUS @ DCRTI Description of functional deficits Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here.5 2. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. Release letter.
Owned/Own/No. Personal/Official Comp. Mobile email Car & Conveyance ID Type 0001 Additional groups to be added Y/N Address (Present/ Permanent / Emergency) DM IT0006 Emergency Contact DM Person Resident Status DM IT0006 IT0581 IT0006 IT0006 IT0105 IT0105 IT0583 IT 0094 Use the C/O Field Telephone No. email id Vehicle (Owned /Co's) Passport Number DM DM DM DM DM Second res.Business Blue Print: DCRTI .Status Single/Married/Engaged Marriage Date Blood Group Height Weight Tested for fitness DM DM DM DM DM IT0002 IT0028 IT0028 IT0028 IT0028 Since Blood Group Height Weight Mapped to examination date in combination with Result Address (Present/ Emergency/ Permanent ) Emergency Contact Residence Telephone No. No. Tel. Mobile No. Vehicle/OYCS PAN No.SAP HR implementation FOCUS @ DCRTI Field Description Mapping code DM DM DM DM SAP Infotype SAP Field Remarks Country of Birth State of birth Nationality Marital Status IT0002 IT0002 IT0002 IT0002 Country of Birth State Nationality Mar. (Resi DM / PP) Another Res. Telephone No. Challenge Details Challenge Details Residency Status DM DM DM DM IT0185 IT0004 IT0004 IT0094 Personal Ids Expat/NRI/Citizen 28 . Tel No.
T20 Subtype in authorities Attached as a position & resources characteristic Date of Hiring Employment Status Job Active/Inactive/Withdrawn Highest aggregation of positions Eg. DM IT0001 Will be a part of org structure Cadre Circle City Bldg Type Sub-Type DM DM DM DM DM DM IT 0008 IT 0001 IT 0001 IT 0001 IT 0001 IT 0001 Payscale group Personnel Area Personnel Sub Area Payslip Location Employee Group Employee Sub group Based on leave entitlements this will be classified as T1 . Person & Payroll Area) Intercom Number DM IT0001 Administrator (Group Person & Payroll Area).SAP HR implementation FOCUS @ DCRTI Field Description Mapping code DM DM SAP Infotype SAP Field Remarks Religion Employee Code Number SBU IT0002 IT0002 Religious Denomination Personnel No. either as a action or as a new infotype Cabin/cubicle/Workst DM ation number Disciplinary Action DM 29 .Business Blue Print: DCRTI . Executive will be a job and Sales Executive . DM IT0105 IT0032 Grievance Infotype Room No & extension number To record details of disciplinary actions.HR is a position National / City Resource Date of Joining Employment Status Job DM IT1016 DM DM DM IT0000 IT0000 IT0001 Administrator (Group.
Dip. IT0024 Qualification Group IT0024 Qualifications Proficiency levels Members Name Relationship type DM DM DM IT0024 IT0021 IT0021 Proficiency Levels Family Details Family Details Dependency Date of Birth Occupation Applicant Number DM DM DM DM IT0021 IT0021 IT0021 IT0139 New field Family Details Family Details Employee Applicant Number Use the “Other Allowances field” . Doctorate. considering type of orgn. CGPA or Ranking. & mapping to position requirements Qualification RN (Degree. hence the section pertaining to attendance is irrelevant 30 . etc. class.SAP HR implementation FOCUS @ DCRTI Field Description Mapping code SAP Infotype SAP Field Remarks Previous DM Employment * Organisation name * Industry * Location * Designation * Duration IT0023 Previous Employment * Industry * Location * Job * Duration * Org Name Relevance % field has to be added to capture subjective assessment of relevance at the time of interview. score. Certificate. Store the Applicant number of the employee here 7. Text to be changed. exposure. Post Graduate.Business Blue Print: DCRTI . Personnel Time Management It is been decided to implement the negative time management with manual entry. Professional) * Stream * Main Subjects * Year of Passing * Institute * Percentage Competencies DM (broad) Skills (Elements) DM IT0022 Education/Training To capture percentage. MBA.
7.Business Blue Print: DCRTI . These absences and special attendances will need to be approved and then transferred to IT absences and attendances respectively. The Requirement / Expectations from the Time management module are : • • • To be able to record the attendances and absences of Employee.1. The Time Management has various quotas against which an absence or attendance types are recorded and subsequently these are deducted from the quota entitlements.SAP HR implementation FOCUS @ DCRTI 7. To record Overtime of Employee Should give details of Attendances & Absences occurred in the month 7. Entries (Absences and special attendances) in CATS will be made by the employees themselves. (Absences and special attendances). On this depends the design of Point “C”.1a Functional Descriptions: Employee’s attendances are recorded against their Working Schedules. After deductions the remaining entitlements are displayed at employee level. c) CATS (Cross Application Time Sheets) for recording the project based time.1. These work schedules have employees Period Work Schedules which is again combination of Daily Work Schedules. Normal Attendance types will be uploaded into IT 2002. The manual swiping will record. • It has to be investigated and confirmed if the timesheet (CAT2) will validate if an employee is exceeding his normal entitlement of particular type of leave. Times are recorded by way of swipe card (Employee id card) at DCRTI office premises as per the working hours defined. These attendance and absences are used as an input for Payroll processing.Time in and Time out of every employee and shows their presence in the company.1b As per the Business Requirement of DCRTI the Time Management will be carried in Three different ways: a) Negative Time recording capture Loss of Pay will be done manually by HR in IT 2001 on receiving information from respective HOD’s to use in Payroll processing. b) Positive Time recording for the HR administration via Interface with the current Cyrus attendance management system.1 Time Management Time management functionality allows you to record and evaluate time management data according to the company's rules and policies. 31 .
It also contains a detailed overview of all working times. in turn. 1 2 3 4 5 6 7 8 9 10 DATE Jan 14 Jan 26 Mar 25 Apr 14 Aug 15 Aug 26 Sep 07 Oct 13 Oct 31 1-Nov DAY Friday Wednesday Friday Thursday Monday Friday Wednesday Thursday Monday Tuesday HOLIDAY Makara Sankranthi Republic Day Good Friday Ugadi Independence Day Krishna Janmashtami Ganesha Chaturthi Vijayadasami Naraka Chaturdashi/Diwali Karnataka Rajyotsava day Proposed List of Optional Holidays for the Year 2005 S. Planned working time is created in the Human Resources (HR) component using a work schedule that is based on Period Work Schedules. The public holiday calendar: • • • Affects the definition of the organizational structure of your enterprise Plays a central role in the scheduling process as well in generating monthly work schedules Is important for Payroll Proposed List of Holidays for the Year 2005 S. you can use the work schedule for scheduling and monitoring the organization and coordination of all divisions in your enterprise. ( ABAP requirement) 7.Business Blue Print: DCRTI .1. The period work schedule. In addition to setting up working times and break times. The definition of an individual employee's planned working time is essential in SAP Time Management. The work schedule is the information medium for all employees who work on time-based schedules. The public holiday calendar is used in numerous SAP applications. and also plays an important role in the Human Resources (HR) component.2 Functions and Events The Work Schedule is an essential element of Human Resources.N. DATE DAY HOLIDAY 32 . is based on a fixed pattern of Daily Work Schedules with Break Schedules assigned to each daily work schedule.N. The Work Schedule component optimizes SAP Human Resources and saves the user valuable time when defining the working time model for your enterprise. The rational for this report is to provide information to the HOD’s & the HR that a person who has no attendance on a particular day had applied for the leave and has a corresponding entry in the absence IT for the day. Human Resources data is an extension of information entered in a work schedule.SAP HR implementation FOCUS @ DCRTI • A custom report need to be designed for reconciling attendances and absences for an employee for a particular day.
Business Blue Print: DCRTI . You can also define actual normal working conditions and those that differ from externally or internally determined daily working times. The concept of Time Constraints and Collisions will help to guard the sanctity of the data keyed in. 7. This grouping enables you to assign a break schedule to as many of the grouping's daily work schedules as you want.2.1. as well as the valuation of attendances and absences. You can base the daily work schedule on such working time models as flextime by defining the following: • • • Core times Tolerances Compensation times 7. you set up working times defined for specific employees.1.2 Personnel time planning 7. overtimes are recorded and these inputs are deducted upon their usage.3 On a daily basis On a weekly basis On a monthly basis On an annual basis Work Break Schedules You define the break rules in the work schedule for any particular working day and assign them to a personnel subarea grouping for work schedules.2. This way the system monitors any deviations and if found can be easily tracked. The period work schedule reflects a work pattern that is repeated after a defined period of time.2.2.2 Period Work Schedules The period work schedule consists of a defined sequence of daily work schedules.SAP HR implementation FOCUS @ DCRTI 1 2 3 4 5 6 7 Jan 21 Mar 08 Aug 19 Sep 15 Oct 12 Nov 02 Nov 04 Friday Tuesday Friday Thursday Wednesday Wednesday Friday Bakrid Mahashivaratri Varamahalakshmi Vratham Tiru Onam Mahanavami/Ayudha Pooja Balipadyami Ramzan DCRTI is giving 12 holidays in every year out of which10 days are public holidays (National holidays + festivals) and 2 are optional holidays which left to the choice of the employees from the list of above mentioned 7 optional holiday’s list. All attendances. In this way. absences and overtime are created as quotas against which the respective attendance.1 Daily Work Schedules The daily work schedule determines the structure of working times in your enterprise at the daily level. The planned working time specified in a daily work schedule is the basis for payment calculation of actual working times that are relevant for payroll. absence.1 The following are maintained when we implement Time Management 7. You can create the period work schedule in the following ways: • • • • 7.1. The daily work schedule. along with break schedules comprise the working times for a particular day. achieving maximum flexibility in combining all 33 .
2. you can use an existing full-time work schedule rule as the basis for defining a special provision for a part-time employee. for example: • • • 7. You can change the planned working time determined by the system to suit your requirements.9 Employee Remuneration Information You can use the Employee remuneration info infotype (2010) to enter wage types manually and specify 34 .2.1.2. you ensure that the system can determine the employee's personal planned working time.Business Blue Print: DCRTI . The time accounts contain a particular number of days or hours.6 Factory Calendar Planned Working Time In this infotype. The SAP System monitors how these time accounts are accrued and deducted. 7. By assigning a work schedule rule in the Planned working time infotype (0007).2.4 Work Schedule Rules You specify in the work schedule rule which period work schedule is to be used when and on which day of the period for the work schedule to be generated. Employees' working times affect costs.5 7. 7.2.1. For example. for example: • Approvals for an employee to use a set number of days each year for further training • Approvals for an employee to work a set number of overtime hours at set times over a set period 7. You can use the infotype to manage the following time accounts. You can use the infotype to manage the following time accounts. late or night shifts Flexible working time and so on The period work schedule is assigned to the work schedule rule.7 Absence Quotas You use this infotype to manage time accounts that represent employees' absence entitlements or time credits. The pattern of the daily work schedules is specified in the period work schedule. during which time employees are permitted to be off work.1. 7. You can therefore use the Attendance Quotas infotype (2007) to specify how many hours an employee is permitted to work. and at what times. Examples of Work Schedule Rules: • • • • Flextime Early. The planned working time defined for the full-time employee is reduced to the percentage the part-time employee must work. containing hours of overtime for which employees are permitted to claim time in lieu Entitlements to paid absences in the case of illness Attendance Quotas You use this infotype to manage time accounts that represent employees' attendance approvals. you define when and where an employee works within your enterprise on a daily basis.1.1.8 Employees' annual leave Time in lieu accounts.SAP HR implementation FOCUS @ DCRTI elements of the daily work schedule.2.1.
as stipulated in their work schedules.Business Blue Print: DCRTI . 7.2. you can define. 7.2.11 Attendance You can use the Attendances infotype (2002) to store special attendances for employees. Over time wage type is created to capture the amount of over time as an additional pay component and involved in the regular pay calculations. but nonetheless is still working for the enterprise.1. Employees are absent if their planned working time. Office is open on public holidays wherein employees can work according to the project need.1.SAP HR implementation FOCUS @ DCRTI information directly for Payroll. Paid Leave – 30 days and Optional • • 35 . DCRTI have a defined schedule between 9 am to 6 pm with half an hour break between 12:00 pm to 2:00 pm. Maternity Leave – 12 weeks. A typical attendance is a business trip. Types of absences include: • Leave • Illness • Health spa • Lateness 7. In the Human Resources (HR) component. You can adjust the wage types and subtypes of this infotype to your individual requirements in the Customizing system.2.1.1. such as premiums. These wage types are not generated automatically in payroll. you can record attendances that define or add to an employee's monthly work schedule. Attendances are divided into attendance types. Here. for example: • The wage types that can be used here • The fields in which data cen be entered • Whether additional information can be entered for Accounting and Logistics • Whether a wage type can be used once or several times per payroll period.13 • • • Special Organizational Considerations Calculation of attendance for only 30 days of a month. DCRTI working times : General Shift – 9 AM – 6 PM ( Flexible) First Shift – 6:30 – 15:00 Second shift – 14:30 – 23:00 Working hours 9 am to 6 pm with half an hour lunch break.12 Overtime You can use the Infotype Additional payments (0015) to compensate the use of Overtime to enter the cost of overtime. is not fully worked. Use infotype 2010 to enter wage data that has been calculated manually. 7. The employee is not at his or her normal workplace.10 Absences Absences are times when employees are not at work. Paternity Leave – 3 days.2. Attendance types are subtypes of the Attendances infotype (2002). bonuses for difficult working conditions or other special wage types.
In case an employee is absent on 31st it should be treated as working day and absence should be recorded.2. The quota can only be deducted further if the Customizing settings stipulate that the quota can also be deducted up to a particular negative number. are grouped into an absence quota type in Customizing. • Requesting remuneration for the times In this case. you record an absence in the Absences infotype (2001). 2005. according to the absence quota type of the quota from which the absence is deducted. January 1. The quota has a deduction period from January 1. The corresponding absence quota has a validity period of one year. the leave year or the month in which overtime hours were worked. that is. the SAP System checks the existing quotas. the SAP System deducts the requested time from the quota until it is used up.4 Validity and deduction period Absence quotas are only valid for a particular validity period.2. The absence record or compensation can only be saved if the employee has sufficient quota. 2006.SAP HR implementation FOCUS @ DCRTI Holidays – 2 days. A work around is needed for considering 31st of a month to be counted as day off while on vacation.Business Blue Print: DCRTI . for example. such as leave. you record a compensation.6 Operational Considerations: 36 . proposed by the SAP System. An employee can claim an absence quota by • Requesting an absence such as leave In this case. for example. The absence is deducted from the quota.2. The deduction period stipulates when a quota can be deducted. 2005 to December 31. or accrued automatically.5 Recording absences When you enter an absence with quota deduction or quota compensation. • • • • • In case of a vacation 31st should be treated as off. Absence quota types are subtypes of the Absence Quotas infotype (2006). Employees in your enterprise receive an annual leave entitlement of 20 days. employees can take leave up to three months after the end of the leave year.2. The deduction period need not be the same as the validity period. Time constraints need to be looked so that records of either attendance or absence exist at the same time.2. 7. 2005 to March 31. Time accounts are managed in hours or days (Unit field). If an employee substitutes for another(Position Substitution) the substituted person will not compensated monetarily but the person who is substituted will be treated absent for the said period. 7. When an employee claims time from a quota. The compensation is deducted from the quota. Substitution: There is a concept of substitution. 7. 7. 7. An employee is supposed to work for 40 hrs a week of 5 working days which includes 2 weekly off.2 Accrual and deduction of absence quotas Absence quotas can be recorded manually.3 Absence quota type Absence quotas with an identical content.
SAP HR implementation FOCUS @ DCRTI • • • • • • The quota accumulations vary according to the type of contract. If this is the case. you can determine the system reaction if time data records collide. You try to record the absence quota Time off for overtime. An error message is displayed and the system rejects the record. it may be that the new working time coincides with the period in which the employee is authorized to work overtime. which involves longer hours than usual. however. since substitutions and absence quotas are not mutually exclusive. You try to enter a Substitution record for an employee who is on leave. to enter an absence record if there is already an attendance record in the system for the same employee and time period. the system carries out a check to ensure that there are no existing records for that particular employee and time period. An employee is assigned to work a substitution. It is not possible. System reaction: 4 This constellation is allowed. There are four possible reactions: An employee is on Leave from Monday to Friday. It is therefore preferable that the system draws your attention to the collision so that you can check your entries. System reaction: 2 The system does not allow this particular constellation. Overtime and substitution records are not mutually exclusive. When you customize the system. There is no time correlation between these two subtypes. the system draws your attention to the fact that a leave record already exists for the period. You try to enter substitution data for an employee who already has an overtime record for the same day. The system therefore accepts the absence quota without drawing your attention to the existing substitution record • Changes to existing Organization: Only deviations will be captured instead of all the statuses of an employee during a month. 37 . Also collisions should be set so that either absences or attendances should not be over written. System reaction: 1 When you enter this data for the attendance type Attendance hours. System reaction: 3 This combination is permitted. as it is not logical to assign a substitution to an employee who is not at work. experience & grade. for example. The substitution may involve the employee working different hours from normal. The leave record is automatically delimited if you proceed to save the attendance record. but is required to interrupt the vacation and return to work on Wednesday. When you enter a new record.Business Blue Print: DCRTI .
Here you determine how these types are entered into the system. for past or future dates.2. out of which all are one time entitlements but for Vacation & Sick Leave. the SAP System deducts the time worked from the account. Time accounts are managed in hours or days (Unit field). according to the attendance quota type of the 38 .3. These quotas have a max and a min numbers by way of which the system controls the number beyond which an employee cannot use and thereby allowing the system to calculate the loss in pay.2. different types of attendances and absences are identified. These have to be grouped in such a way at any point of time the system should help the organization know the remaining entitlements. 7. are grouped into an attendance quota type in Customizing. Note: In the Employee Self-Service application Leave Request. In SAP Quotas are maintained against which entitlements get deducted upon their usage. All the entitlements of an employee are given at the time of joining. This information is recorded by the Time office.1 The Various Quotas are: Definitions of Functions and Events Account status Entitlement Remainder Meaning Specifies an employee's total entitlement to an absence entitlement for a particular period.1 Accrual and deduction of Attendance quotas You record attendance quotas manually for an individual employee.3 Personnel time recording In "Personnel time specifications administration".2 Attendance quota type Attendance quotas with an identical content. Requested Compensated 7.3. 7.SAP HR implementation FOCUS @ DCRTI • Description of Improvements: Lot of time saved in entry of attendances & absences. such as overtime approvals.3. Employee’s time is divided into Attendance & Absences.Business Blue Print: DCRTI . for example. Attendance quota types are subtypes of the Attendance Quotas infotype (2007). Employees going on any kind of leave other than sick & bereavement leave in advance to their respective Heads and get them sanctioned. Specifies the portion of the entitlement that has already been compensated. the Requested field specifies the portion of the entitlement for which absences or compensation has been recorded for future dates. leave/year or compensation hours/month. or using fast data entry for a group of employees. When an employee uses an approval. 7. It's a purely control mechanism. Specifies the available entitlement for which the employee can still deduct absences or have compensated Specifies the portion of the entitlement for which absences have been recorded.
Depending on your Customizing settings. • To make this work effectively.Business Blue Print: DCRTI .1 Introduction 39 . . in July.2.3 Validity period Each attendance quota is valid for a particular period.2.3. the system checks the existing quotas.3.m. You can also use this infotype to create a general overtime approval for an employee. It is able to check whether the employee has an appropriate overtime approval. 7.4 Time intervals for attendance quotas You can also set up attendance quotas for specific clock times. attendances can no longer be deducted from the quota. In this case.3 7. The system automatically updates the amount of quota used. The system validates the daily working rate for putting in a required 8 hours.3. 7. Counting of personnel time specifications 7. The attendance record can only be saved if the employee has sufficient quota. Your employees have approval to work overtime from 5:30 p.3.3. This allows you to assign quotas that can only be deducted at a particular time of day.6 Functional considerations • • At any point of time the total number of hours to be counted is 172 hrs for Payment of full monthly Salary. to 7:30 p. You do this by creating an attendance quota of zero hours. however. They are not permitted to work more than 20 hours of overtime in that month.SAP HR implementation FOCUS @ DCRTI quota from which the attendance is deducted.m. After the validity period has expired.3. 7.2. The input of working times validates against the rate arrived at for 1 hour one day and helping in paying exactly for the presence of an employee in the company. all counting rules and deduction rules need to be configured. grade.5 Deduction of attendance quotas The following attendances can be deducted from attendance quotas: • Working times recorded in the Attendances infotype (2002) When you enter an attendance type with quota deduction.2. Attendances are deducted from the attendance quota until the quota is used up. These accrual & deductions are based on the length of service.3. an absence quota can also be deducted into negative numbers. 7. this kind of entry helps in reducing unnecessary wastage of time. the attendance quota must be deducted automatically be time evaluation. • Working times originating from employee’s time postings Time evaluation is able to recognize from the employee's time postings whether he or she worked longer one day. As there is no concept of 1/2 attendance or absence.
SAP HR Payroll India offers a number of standard reports used in payroll. The system updates the databases and imports the master data relevant to payroll.SAP HR implementation FOCUS @ DCRTI This process group defines the counting processes for those absences and attendances. in particular SAP HR Personnel Administration. Saturdays & Sundays are weekly off for DCRTI. Payroll performed as follows: 1.2 Counting Rules criteria A) The following criteria can affect your counting rules: o Day criteria (Weekday.India Process Flow When you access Payroll. Every employee whose absence is recorded for 4 hours is treated as half day absence. these values can have an effect on the employee's pay. 8. • The values that are derived out of attendance & absence are used as an input for Payroll. An employee on an average should work for 172 hrs including Paid Days Off (Saturdays & Sundays).1 Payroll . B) There is concept of Half Day Absence or Half day Attendance. These values can be used to create a deduction for specific accounts which have been associated with the employee.3. 7. For each activity. Every employee is expected to put in 172 hrs every month basing on their work schedules. 2. the individual functions import data from internal tables and payroll relevant files. superannuation. kind of day) o Work schedule based criteria (kind of daily work schedule. The system imports the last payroll result. which consists of a sequence of functions. shift change compensation. advance payments and taxation. The counting rule is applicable for the entire day. leave. and valuation bases. the system deletes the internal table IT. 3. conditions based on planned working hours). Payroll – India The Payroll System should calculate the gross salary and the deductions and the net salary of an employee. 4. If Off-Cycle Payroll is to take place. kind of holiday. Additionally. kind of period work schedule.3.Business Blue Print: DCRTI . 8. C) Attendance is counted in hours where as absence is counted in days. 40 . the results of which are expressed in days and hours. the payroll driver calls the accompanying payroll schema. The system calculates the gross wage and considers the shift schedule. The SAP HR Payroll India component must be implemented in cooperation with project teams implementing other areas of SAP Human Resources (HR). Any master data relevant to payroll is included in the calculation at this point.
You cannot change the master and time data for the personnel numbers belonging to this payroll area if it affects the payroll past or present. lump sums and salary elements. The report allows each employee to see the contents of all internal tables containing payroll results. 1. payroll only takes place for the corrected personnel numbers. the payroll area in question is locked for payroll. 3.Business Blue Print: DCRTI . for example. this field is also flagged. In this way you can determine whether the system ran the payroll in accordance with your expectations. In addition. You perform a payroll correction run. 5. by means of the payroll log. During the payroll run. you can set the status of the payroll to Check Payroll Results during this phase. for an employee for whom you made complex changes to the master data. If necessary. In a payroll correction run. When you correct master or time data for a personnel number.SAP HR implementation FOCUS @ DCRTI 5. 41 . However. You check whether payroll has run correctly. you do not carry out these steps on-line but rather as a background job. that is a payroll run with matchcode W. the system displays error messages indicating where the errors have occurred. or determine where errors have occurred. you can obtain a detailed payroll log. the System flags the Payroll Correction field in the Payroll Status infotype (0003) for all rejected personnel numbers. You release one or several Payroll Areas for payroll. The system calls up a country-specific payroll program. You correct master or time data for personnel numbers which contain errors. You release payroll again. during this phase you can simulate the payroll for individual employees to understand exactly how the errors originated. 2. and which the payroll program could not process. and cumulates the gross results. The system calculates the partial period factors. If you want to carry out a spot check on the payroll results after a successful payroll run. 4. It determines the current payroll period from the payroll control record and performs payroll using the values you entered in the payroll program. You run payroll. If desired. Changes affecting the future are still possible. there is a report available which reads the stored payroll results. This way you make sure that no changes are made to payroll-relevant data which could affect the payroll past or present. The system calculates the net remuneration and performs retroactive accounting if specific master data has been changed in previous payroll periods. we recommend that you only create a payroll log if you simulate the payroll run. 6. 6. The payroll period does not change. However. The status of the Payroll Control Record is automatically updated with every step that is carried out during payroll. This allows you to check all partial results for a payroll run. The system increases the period number in the payroll control record of the respective payroll area by 1. If the payroll has run with errors. These personnel numbers are grouped together in a list under Matchcode W (Payroll Correction Run). In general.
a cost center was entered for some employees and it has been deleted in the interim. the system will note this as an error during the posting simulation. In addition to the standard payroll functions. You exit payroll. including the rejected personnel numbers. which mean you must change the payroll-relevant master and time data again.Business Blue Print: DCRTI . The personnel numbers for the payroll area can be processed again. If you only have to run payroll again for a few employees. This will cause these personnel numbers to be automatically stored in Matchcode W (Payroll Correction Run). Under certain circumstances errors can occur. and the payroll period is complete. for example.SAP HR implementation FOCUS @ DCRTI If there are a lot of employees stored in Matchcode W (Payroll Correction Run). You simulate the posting to Accounting. This means that payroll is finished for all of the personnel numbers in the payroll area. 7. If. You can only exit payroll when the payroll has run successfully for all personnel numbers in the selected payroll area. Then set the payroll status to Release for Correction once again. you can carry out this step on-line. Next. carry out another payroll correction run and simulate the posting to Accounting again. and correct the master data for the employees in question. you carry out this step as a background job in the same way that you carried out the Start Payroll step. 8. the payroll processing for India also comprises the following country-specific functions: • • • • • • • • • • • • • • • • • • Indirect Evaluation Basic Increments Dearness Allowance Housing Car and Conveyance Long Term Reimbursements Claims Bonus Income Tax Section 80 Section 88 Section 89(1) Third Party Deductions Income from Other Sources Tax on Arrears Exemptions Exemption on Leave Travel Allowance Exemption on Medical Reimbursements • • • • • • • • • • • • • • • • • Exemption on Medical Insurance Exemption on Child Education Allowance Exemption on Child Hostel Allowance Exemption on Other Allowances and Reimbursements Exemption on Leave Encashment Exemption on Voluntary Retirement Scheme Previous Employment Tax Details Professional Tax Provident Fund Employee State Insurance Labour Welfare Fund Nominations Minimum Net Pay Recovery of Rounding off Amounts Loans Enhancement One Day Salary Deduction Mid Year Go Live 42 .
SAP HR implementation FOCUS @ DCRTI • • • • • • Termination Work Bench Gratuity Superannuation Form 24 Form 16 Form 217(A) 43 .Business Blue Print: DCRTI .
During Payroll the master data for the personnel numbers to be included in the payroll run can not be changed for the past or present. for example.SAP HR implementation FOCUS @ DCRTI SAP HR Payroll India supports retroactive accounting.2. This function automatically recalculates payroll in the event of changes to master data and time data in periods for which payroll has already been completed.Wage Types Basic Basic Arrears House Rent Allowance House Rent Allowance Arrears Conveyance Allowance Conveyance Allowance Arrears Leave Encashment Shift Allowance Over Time Allowance Additional allowance Travel allowance Performance based pay Relocation Expenses Joining Bonus Referral Bonus Student Stipend Student Stipend Arrears Notice Pay Reimbursement Retainer fee Retainer fee arrears Performance based retainer fee Service Tax on retainer fee Interest subsidy on housing loan Leave Travel Allowance Medical reimbursement Technical Book Reimbursement WT Code 1000 1001 1002 1003 1004 1005 1006 1007 1008 1009 1010 1011 1012 1013 1014 1015 1016 1017 1018 1019 1020 1021 1022 1023 1024 1025 Frequency Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly For All Employees 44 .2 DCRTI Payroll Inputs for Payroll Processing 8.1 Pay (income) Components and their Characteristics EARNINGS .Business Blue Print: DCRTI . 8. when master data is being processed for the personnel numbers for which payroll should be run. You should not perform payroll.
TRUST Provident fund RPFC Voluntary Provident Fund Income Tax TDS on retainer fee Courier charges Telephone charges Housing Loan Recovery Security deposit loan recovery Lunch recovery salary advance Personal Loan Principal Recovery Personal Loan Interest Recovery Professional Tax Parents insurance Premium Notice Pay Recovery Joining Bonus Recovery Relocation Allowance Recovery Travel settlement recovery LABOUR WELFARE FUND Others TDS Postage and Courier Charges WT Code 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Frequency Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly 8. ‘M’ Mandatory Monthly 45 Monthly TOTAL DEDUCTIONS .2.SAP HR implementation FOCUS @ DCRTI Technical Training Reimbursement Membership Fee Reimbursement Telephone Expenses Reimbursement Car Lease Rentals Reimbursement Computer Rental Reimbursement Children Education Allowance Accommodation Perquisite Other Perquisite Other allowance Non Taxable other allowance Fixed allowance Fixed allowance arrears Petrol Reimbursement Vehicle maintenance Reimbursement Club membership fee Special Allowance Communication Expenses 1026 1027 1028 1029 1030 1031 1032 1033 1034 1035 1036 1037 1038 1039 1040 1041 1042 Total Monthly Salary Performance Based Pay Direct Consultants Deductions For All Employees Monthly Annual DEDUCTION – Wage Types WT Code Frequency DEDUCTION – Wage Types Provident Fund.Business Blue Print: DCRTI .2 Deduction Components & their Characteristics Deduction priorities: ‘O’ Optional .
2. Prioritize the deduction component to consider while running payroll (Note: Do this with Alphabet) Component Lunch recovery Provident Fund.Business Blue Print: DCRTI .SAP HR implementation FOCUS @ DCRTI For Example: Specify whether this component is paid as when required or paid for some period of time Recurring R: Bus Recovery will there for that employee until he is in a particular set up Additional A: Uniform recovery will be done once in a year or so.TRUST Provident fund RPFC Voluntary Provident Fund Income Tax TDS on retainer fee Courier charges Telephone charges R Housing Loan Recovery R Security deposit loan recovery salary advance Personal Loan Principal Recovery Personal Loan Interest Recovery Professional Tax Parents insurance Premium Notice Pay Recovery Joining Bonus Recovery Relocation Allowance Recovery Travel settlement recovery Labour welfare fund Others R R A A A A A A O O M M M O M O Both Contributions paid by Company R R R O O O M O Recurring (R) / (A) Additional Payment R R R R R R R Deduction Priority O M O M M O O Deduction Characteristic Lunch recovery from Employees Rs.100 per month Provident fund for Trust Provident fund for RPFC Voluntary contribution towards PF trust TDS on salary income TDS on retainer fee paid to Direct Consultants Courier charges recovery from employees for personal courier Telephone charges recovery from employees for personal Telephone calls Housing loan taken by employees from HDFC and the deduction of EMI is routed through employee's salary recovery towards house deposit loan paid to employees/consultant as per HR policy Salary advance paid to employee /Consultants Recovery towards principal loan amount of personal loan from Canara Bank as per HR policy Paid by Company towards interest portion amount of personal loan from Canara Bank as per HR policy towards professional tax as per law Recovery towards parents insurance premium paid by company on behalf of employee Notice pay recovery on the basis notice period Recovered if the employees does not serve the minimum time frame Recovered if the employees does not serve the minimum time frame 8.3.Income or Deduction Component which depends on other components 46 . Derived Component Characteristics .
Business Blue Print: DCRTI .SAP HR implementation FOCUS @ DCRTI DESCRIPTION PF Gratuity HRA Leave Encashment Performance Based Pay Notice pay 12% of Basic 4.81% of Basic 40% of Basic No. of days of notice period deficit / 30 * last drawn basic % DCRTI . of days of leave / 30 * last drawn basic % of total fixed pay (Monthly Salary + Retirals)* Performance Appraisal % No.Salary Components and their Tax Properties Tax Exempt ion Fully Taxed Yes Yes Actual HRA received or Actual rent paid or rent paid in excess of 10% of basic salary which ever is less Actual HRA received or Actual rent paid or rent paid in excess of 10% of basic salary which ever is less Rs 800 per month Rs 800 per month Yes Yes Yes Yes Yes No Tax Salary Components Basic Basic Arrears Subject Max Of House Rent Allowance Yes House Rent Allowance Arrears Conveyance Allowance Conveyance Allowance Arrears Leave Encashment Shift Allowance Over Time Allowance Additional allowance Travel allowance Yes Yes Yes 47 .Performance based pay based on the level of the employee L0 L1 L2 L3 L4 L5 LS 10% 15% 15% 20% 25% 30% 30% 8.2.4 Components Tax Characteristics .
000 No TAX No TAX No TAX No TAX No TAX No TAX Subject to FBT As per the Income Tax Act Yes No TAX No TAX No TAX No TAX No TAX Yes Note: Car Lease rental is to be paid to the lessor and should not include in the salary of employees. 15.5 Pay Components Eligibility for Grades – 48 .SAP HR implementation FOCUS @ DCRTI Performance based pay Relocation Expenses Joining Bonus Referral Bonus Student Stipend Student Stipend Arrears Notice Pay Reimbursement Retainer fee Retainer fee arrears Performance based retainer fee Service Tax on retainer fee Interest subsidy on housing loan Leave Travel Allowance Medical reimbursement Technical Book Reimbursement Technical Training Reimbursement Membership Fee Reimbursement Telephone Expenses Reimbursement Car Lease Rentals Reimbursement Computer Rental Reimbursement Children Education Allowance Accommodation Perquisite Other Perquisite Other allowance Non Taxable other allowance Fixed allowance Fixed allowance arrears Petrol Reimbursement Vehicle maintenance Reimbursement Club membership fee Yes Yes Yes Yes Yes Yes Yes No TAX No TAX As per the Income Tax Act As per the Income Tax Act No TAX Yes Subject to FBT Subject to FBT upto Rs.Business Blue Print: DCRTI . 8.2.
GRADE WISE L3 L4 L5 LS CONSULTANT Y Y Y Y N Y Y Y Y N Y Y Y Y N Y Y Y Y Y N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y N Y Y Y Y Y Y Y N N N Y Y N Y Y N Y Y Y N N Y Y Y Y Y Y N N N N N N N N N N N Y Y Y L1 Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y N Y Y Y Y Y Y Y L2 Y Y Y Y Y Y Y Y N Y Y Y YY Y Y N N Y N N N N Y Y Y Y Y Y Y N Y Y Y Y Y Y Y STUDENT N N N N N N N N N N N N N N N Y Y N N N N N N N N N N N N N N N N N N N N 49 .Business Blue Print: DCRTI .SAP HR implementation FOCUS @ DCRTI Salary Components Levels Basic Basic Arrears House Rent Allowance House Rent Allowance Arrears Conveyance Allowance Conveyance Allowance Arrears Leave Encashment Shift Allowance Over Time Allowance Additional allowance Travel allowance Performance based pay Relocation Expeneses Joining Bonus Referral Bonus Student Stipend Student Stipend Arrears Notice Pay Reimbursement Retainer fee Retainer fee arrears Performance based retainer fee Service Tax on retainer fee Interest subsidy on housing loan Leave Travel Allowance Medical reimbursement Technical Book Reimbursement Technical Training Reimbursement Membership Fee Reimbursement Telephone Expenses Reimbursement Car Lease Rentals Reimbursement Computer Rental Reimbursement Children Education Allowance Accommodation Perquisite Other Perquisite Other allowance Non Taxable other allowance Fixed allowance Pay Component Eligibility .
TRUST Provident fund RPFC Voluntary Provident Fund Income Tax TDS on retainer fee Courier charges Telephone charges Housing Loan Recovery Secutiy deposit loan recovery salary advance Personal Loan Prinicipal Recovery Personal Loan Interest Recovery Professional Tax Parents insurance Premium Notice Pay Recovery Joining Bonus Recovery Relocation Allowance Recovery Travel settlement recovery LABOUR WELFARE FUND Others Y Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y Y Y N Y Deduction Component Eligibility .2.GRADE WISE Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y N Y Y Y Y Y N Y Y Y Y Y N N N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N N Y Y Y Y Y N Y N N N N N N N N N N N N N N N N N N N N N 8.SAP HR implementation FOCUS @ DCRTI Fixed allowance arrears Petrol Reimbursement Vehicle maintenance Reimbursement Club membership fee Total Monthly Salary Performance Based Pay (Annual) Y N N N Y N N N Y N N N Y N N N Y Y Y N Y Y Y Y Y N N N N N N N Deduction Components Lunch recovery Provident Fund.6 Deduction Components Eligibility for Grades – L1 12% GRADES EE-EPF RECOVERY L2 12% L3 12% L4 12% L5 12% ET 12% MD 12% Direct consultant 50 .Business Blue Print: DCRTI .
Business Blue Print: DCRTI .100 per month per employee As per Income Tax Act As per Income Tax Act On actual basis On actual basis On actual basis As per HR Policy Attach here On actual basis On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis As per HR Policy On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis Paid by Company on actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis On actual basis Note: Salary Advance:.100 per month per employee As per Income Tax Act Rs.100 per month per employee As per Income Tax Act Rs.200 12% or percentage specified by the Employee which ever is less 12% or percentage specified by the Employee which ever is less 12% or percentage specified by the Employee which ever is less PT If Gross Income Between: 0 to 2999 PT is 3000 to 4999 PT is 5000 to 7999 PT is 8000 to 9999 PT is 10000 to 14999 PT is and 15000 and above PT is Rs.100 per month per employee As per Income Tax Act Rs.100 Rs.60 Rs.30 Rs.SAP HR implementation FOCUS @ DCRTI VPF 12% or percentage specified by the Employee which ever is less 12% or percentage specified by the Employee which ever is less 12% or percentage specified by the Employee which ever is less 12% or percentage specified by the Employee which ever is less Nil Rs.100 per month per employee As per Income Tax Act Rs.100 per month per employee As per Income Tax Act Lunch recovery Income Tax TDS on retainer fee Courier charges recovery Telephone charges Housing Loan recovery Security deposit loan recovery Salary advance Personal Loan Principal Recovery Personal Loan Interest Recovery Parents insurance Premium Notice pay recovery Rs.100 per month per employee As per Income Tax Act Rs. 150 Rs.In case of any special request from employees then the deduction is happened as per the Approval of request otherwise current month itself the full amount deducted. 51 .100 per month per employee As per Income Tax Act Rs.
Claims CLAIMS AND REIMBURSEMENTS Description with Condition Eligibility Medical expenses claim from TTK health care services P Ltd for employees. As per HR policy Rs. 70000 P. Location and Level 8.15.2. whichever is earlier.000/.8 Pay Scale Structure . 10.Type of Loans.1250 against accommodation for unmarried and married respectively.The deduction as per the statement from the Canara Bank .1250 against food for unmarried and married respectively 3 4 Petrol/Diesel expenses Travel expenses 5 6 Kit allowance Team Lunch towards employees travel to abroad Reimbursement of team lunch for each department 7 Relocation expenses India Reimbursement of relocation to employees/consultants 52 .9 Claims & Reimbursements'. its Characteristics and Eligibilities Loans & Advances L1 Security Deposit Loan Recovery Personal Loan Salary Advance Special Loan Y Y Y Y Loan Component Eligibility . 4.2.Monthly Pay components and their Amounts according to the Employee Grade.000 for transportation of personal effects and Rs.Business Blue Print: DCRTI .A and LS Rs.GRADE WISE L2 Y Y Y Y L3 Y Y Y Y L4 Y Y Y Y L5 Y Y Y Y LS Y Y Y Y Consultants Y Y Y Y 8.750 or Rs.000/.750 or Rs.SAP HR implementation FOCUS @ DCRTI Note: Personal Loan Principal Recovery:.will be reimbursed to the employee/ direct consultant on their 5th travel or for traveling abroad after 2 years. The amount towards Principal come under this and amount towards interest should come as perquisite and it is not deducting from the Employees 8.A On actual basis ) Kit Allowance is paid to the employee / direct consultant as under: ü An allowance of Rs. ü An allowance of Rs. Rs.will be reimbursed for employee/ direct consultant traveling for the first time. Reimbursement of official food expenses Reimbursement of fuel /maintenance expenses for the vehicles Reimbursement of official travel expenses 1 2 Insurance claim Food expenses On actual basis On actual basis For L5 Rs 50000 P.Monthly Claims and their eligibility with frequency (Example: Medical) SNo.7 Loan Eligibility for Grades' .2.
travel costs etc) shall be borne by the employee. Ø All incidental expenses (like books.Provident Fund Trust and its characteristics PROVIDENT FUND DETAILS 53 .10 PF Details' .2. Ø The reimbursement of the above should not exceed Rs. 50. registration fees etc. travel costs etc) shall be borne by the employee. Ø The reimbursed cost cannot be claimed against the Flexible Benefit Package Ø Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program. Ø The amount reimbursed to an individual shall be to subject to a maximum of 50% of the expenditure incurred on mandatory expenses such as tuition fees.per program.000/.1250 against food for unmarried and married respectively Ø Actual expenditure incurred on mandatory expenses such as tuition fees. Ø The reimbursed cost cannot be claimed against the Flexible Benefit Package As per HR policy regarding credit card reimbursement On actual basis On actual basis 8 Relocation expenses Abroad Reimbursement of relocation to employees/consultants 9 Training staff Reimbursement of German language programs 10 Training staff Reimbursement of Certification programs / short term courses 11 12 13 14 15 16 17 Training staff Credit card reimbursement Gift and complements other General reimbursement Reimbursement of distance learning programs if it is official expenses if it is official expenses 8.1250 against accommodation for unmarried and married respectively. Rs. registration fees etc. Ø The amount reimbursed to an individual shall be to subject to a maximum of 85% of the expenditure incurred on mandatory expenses such as tuition fees. registration fees etc. Ø Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program. Ø The reimbursed cost cannot be claimed against the Flexible Benefit Package Ø Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program.Business Blue Print: DCRTI . travel costs etc) shall be borne by the employee. Ø All other costs (like books. Ø All other costs (like books.750 or Rs.750 or Rs.SAP HR implementation FOCUS @ DCRTI USD 3000 for transportation of personal effects and Rs. would be reimbursed by the Company.
1 2 3 4 Absence Type Consolidated Leaves Paternity leave Maternity leave Loss of Pay No. Over time wage type is created to capture the amount of over time as an additional pay component and involved in the regular pay calculations. of days 30 3 84 Actual 8. 8. Depend on the date of resignation Payment Date Depend on the date of resignation 54 .12 Over-Time Infotype -Additional payments (0015) will be used to compensate the use of Overtime infotype to enter the cost of overtime.33 % on Rs. Direct consultants are not considered for PF Drivers are considered under Government PF Provident Fund Number VPF Calculation Condition (Anybody can get it deducted) 12% or Rate specified by employees whichever is less on their Basic Employer PF Calculation Condition Pension Trust Pension Number Pension Calculation Condition SNo. 1 Same as employee No.11 Absences (Loss of Pay) ABSENCES Sno.13 Payment Frequency & Class Salary Payment frequency and their Pay dates according to the Employee Grade Payroll Run Dates & Payment Dates For All Grades Payroll run date Payment date 3 days before last working day of the month One day before last working day of the month 8.SAP HR implementation FOCUS @ DCRTI Provident Fund Trust All employees are members of Trust.2.2.Business Blue Print: DCRTI .2.14 Off-Cycle .Any Payment in between the Payment frequency (Example: Month) OFF CYCLE PERIODS & COMPONENTS Off-Cycle Components Frequency of Calculation Frequency of Payment Settlement on resignation (Attach the annexure) Non salary reimbursement Depend on the date of resignation To be considered as Business expenses.6500 2 KN/24117 12% on Basic 8. 12% on Basic Nil Nil 8.2.
NOTICE PERIOD RECOVERY*MONTHLY SALARY HOUSING LOAN INTEREST SUBSIDY TO BE PAID ON PRORATA BASIS PERFORMANCE BASED PAY ON PRORATA BASIS BASED ON THE RATINGS FROM THE SUPERVISOR CANARA BANK LOAN RECOVERY NOTICE PAY RECOVERY IN CASE APPLICABLE OTHER RECOVERIES IF APPLICABLE Retainer Fee FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING MONTH PERFORMANCE BASED Retainer Fee ON PRORATA BASIS BASED ON THE RATINGS FROM THE SUPERVISOR 8.15 Termination Component & Process .2. 1 2 3 4 5 6 7 8 Report Form 16 Form 12BA Form 24 Form 24Q Professional tax Monthly and annual return Form 16A Form 26 and Form 27 Form 26Q and Form 27Q Description Salary and allowances Perquisites Annual return ?? For Salaries Frequency Annually Annually Annually Quarterly Monthly / Annually Annually Annually Quarterly Link for Sample Annual return ?? Other than Salaries 8.Like Income Components and Deduction component report Sno.2.Business Blue Print: DCRTI .2.17 Company Specific Reports .All Monthly and Annual Statutory Reports Sno. 1 Report RPFC monthly contribution statement Description Frequency Monthly Link for Sample To be check with UCS regarding the various reports 55 .Final Settlement Process and their components respective to Employee group TERMINATION COMPENSATION AND PROCESS Sno.16 Statutory reports .SAP HR implementation FOCUS @ DCRTI Note: Off cycle components means the components which you pay other than normal payroll period 8. Final Settlement Components Description All Components with pro-rata basis needs to be considered 1 2 3 4 5 6 7 8 9 SALARY LEAVE ENCASHMENT HOUSING LOAN INTEREST SUBSIDY PERFORMANCE BASED PAY LOAN RECOVERY NOTICE PAY RECOVERY OTHER RECOVERIES Retainer Fee Performance based retainer Fee SALARY FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING MONTH LEAVE BALANCE .
trainees and consultants Break up of each components stating the variance from the previous month Department wise / component wise pay statement E-payroll to existing database? HR Monthly Report Average employees / direct consultant report as on month end Man Power Projections for the Quarter Additions for the Month Deletions for the Month Confirmations for the Month Contract Extensions for the Month Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Bank Transfer Reports .2.2. 1 2 3 4 5 PF trust transfer statement for Both processed and excluded employees No of employees onsite and offshore segregating Technical and non technical including students.18 Sno.SAP HR implementation FOCUS @ DCRTI and procedures for the same To be check with CCMS regarding the same 2 3 4 5 6 7 8 9 10 11 12 13 8.Business Blue Print: DCRTI .All Bank Statement Reports specified by the bank for Salary Transfer Report HDFC Bank transfer statement Citi Bank Transfer statement Deutsche bank transfer statement Cash payment statement Cheque payment statement For stipend to students For employee who does not have bank account Description Link for Sample 8.19 GL Account mappings' All Salary Components corresponding GL Accounts GENREAL LEDGER ACCOUNT MAPPINGS Sno 1 2 3 Pay Component Basic Basic Arrears HRA GL Account Number 311001 311001 312001 Description Credit (C) / Debit (D) Dr Dr Dr 56 .
SAP HR implementation FOCUS @ DCRTI 4 5 6 7 8 9 10 11 12 13 14 15 HRA Arrears Conveyance allowance Conveyance allowance arrears Leave encashment Extra working allowance (shift allowance) Additional allowance Travel allowance Performance incentive Joining Bonus Recruitment incentive Students stipend Notice pay allowance Retainer fee (to be check with abhilasha and Raj . In chart of account we are showing two GL like consultancy charges direct consultants and Technical consultancy charges direct consultants) Performance based retainer fee Service Tax on retainer fee Interest subsidy LTA Medical reimbursement Technical book staff Technical training staff Membership staff Car lease rental staff (Regarding the FBT to be check with Abhilasha as the FBT amount is born by the employee) Computer rental staff Children Education allowance staff Lunch recovery Employees contribution to PF Trust Employees contribution to RPFC Employees contribution to VPF Income Tax TDS on retainer fee Courier charges recovery Telephone charges (Telephone charges mobile and landline are separate account in Chart of account whether same has to be maintained in HR module) HDFC Loan Security deposit loan recovery salary advance Canara Bank loan recovery Professional Tax Parents insurance Premium Notice pay recovery (can recovery and payment put under one account or separate account in chart of account) Employers contribution to PF Trust Employers contribution to RPFC 312001 312002 312002 311006 311006 312003 312008 311004 311005 347003 311010 311007 Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 331002 & 330006 311004 331002 & 330006 312010 312015 312014 347006 321001 347011 323001 323005 312013 315002 232006 232005 232006 233003 233009 332007 332001 & 332002 232011 132302 132303 232009 233002 325003 311007 314001 314002 35 36 37 38 39 40 41 42 43 44 57 .Business Blue Print: DCRTI .
wage Types with different business purposes are created.2. industrial law. Financial Accounting (FI) Financial Accounting illustrates all business transactions in the enterprise using postings to the relevant accounts. Posting to Accounting provides the necessary data for the following components in Financial Accounting: • General Ledger Accounting (FI-GL) 58 . pay scale and operative points of view. They are created according to tax.SAP HR implementation FOCUS @ DCRTI 45 46 47 48 49 50 Employers contribution to Pension scheme PF admin charges Flexible allowance (This is with regard to the amount transferred to Buffer in each month from the FBP amount) 314003 314004 312004 8. To do so.Business Blue Print: DCRTI .20 Cost Center mapping – Department wise Accounts S No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Cost Center 100100-100149 100150-100199 100200-100249 100250-100299 100300-100349 100350-100399 100400-100449 100450-100499 100500-100549 100550-100599 100600-100649 200100-200149 200150-200199 200200-200249 200250-200299 200300-200349 Name Tech: VE Tech: PLM Tech: CAD/CAM Tech: EPSBS Tech: TES Tech: ISG Tech: CMMi Tech: COBIT Tech: Prj Rite source Tech: Quality External Tech: EDC FBA HRF MD's office Quality Internal CRIM Description Tech: Vehicle Engineering Tech: Product Life Cycle Management Tech: CAD/CAM Tech: Enterprise Product Service & Business Service Tech: Tools Embedded System Tech: Intelligent Systems Group Tech: CMMi Tech: COBIT Tech: Prj Rite source Tech: Quality External Tech: European Data Center Finance Business & Administration Human Resources & Facility MD's Office Quality Internal CRIM 8.3 Payroll Integration with FICO Perform the relevant postings in the Accounting components Various components of the R/3 system interact when posting to Accounting: Payroll (PY) The Payroll component creates payroll results for each payroll period. social insurance law.
Business Blue Print: DCRTI . The summarized line items can be traced back to the payroll result for a personnel number at any time. • • • • • Setting up the payment methods Setting up the house banks and house bank accounts Defining the Sending Banks Defining the paying company code Assigning the text key for the payment transaction to transfer wage types 59 . To do so. you can check posting documents efficiently. This also lets you check if payroll results were missed out during reporting. you can check if the payroll results are also correct from the point of view of posting to Accounting. sorting. You can simulate posting runs before the end of the payroll run. costs are either assigned to a cost center or to another account assignment object. which you can configure to your individual needs (for example. The data created can be archived. This function is protected by authorizations. You can provide data for Personnel Cost Planning You have checked or made the following settings in agreement with Accounting . filtering). In this way. With the help of layouts.SAP HR implementation FOCUS @ DCRTI • • • • Cost Accounting (CO) Cost Accounting provides information on the relationship between costs and activities within the enterprise. you prevent them from being evaluated twice. totals formation. By selecting the payroll results. The posting to Accounting component usually posts to the following account assignment objects: • • Cost center Order Accounts Payable (FI-AP) Accounts Receivable (FI-AR) Special Ledger (FI-SL) Funds Management (FI-FM) It is also possible to post to the following account assignment objects: • Cost object • Work breakdown structure element • Network number • Activity number • Sales order • Item in sales order Scope of the function • • • • • • • • You can use the Accounting interface (AC interface) to directly post the documents created to the Accounting components. You can access information on the creation and processing of posting runs at any time using status management and the history.
A comprehensive Payroll solution which can be used apart from reports for Compensation Management Modules. 60 . Premiums etc.Business Blue Print: DCRTI . Personnel Cost Planning based on actual Payroll results. Loans. System Configuration Considerations: Deductions. symbolic accounts and corresponding GL accounts need to be maintained and which are being charted out. Savings.SAP HR implementation FOCUS @ DCRTI Special Organizational Considerations • • • A clear distinction between all the employee grades should be made so as to no confusion in deduction related to Tax.. can be eliminated.