980 employee separation administration
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EHP3 for SAP ERP 6.0
June 2009
English
Employee Separation Administration with Funds or Grants Management (980)
SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany
Business Process Procedure
SAP Best Practices Employee Separation Administration with Funds or Grants Management (980): BPD
Copyright
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SAP Best Practices Employee Separation Administration with Funds or Grants Management (980): BPD
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External Process
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Contents
Employee Separation Administration with Funds or Grants Management...........................................5
1 Purpose........................................................................................................................................ 5
2 Prerequisites................................................................................................................................ 5
2.1 Master Data and Organizational Data...................................................................................5
2.2 Business Conditions (conditional).........................................................................................6
2.3 Preliminary Steps.................................................................................................................. 6
2.4 Roles..................................................................................................................................... 7
3 Process Overview......................................................................................................................... 8
4 Process Steps.............................................................................................................................. 9
4.1 Employee Separation............................................................................................................9
4.2 Employee Retirement..........................................................................................................11
4.3 Deactivate Non-Employee...................................................................................................14
5 Follow-Up Processes..................................................................................................................17
5.1 Benefits Termination – Benefits Enrollment and Termination (565)....................................17
5.2 COBRA Enrollment – Benefits COBRA Processing (574)...................................................17
5.3 Employee Reporting– SAP ERP Reporting for HCM BPD (559).........................................18
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Employee Separation Administration with Funds or Grants Management
1 Purpose This scenario describes the typical processes when an employee has decided to retire from the company or has been separated from the company.
After the employee has left the enterprise, he or she has employment status 0. Payroll recognizes this status and as a result, the employee is not included in the next payroll run. If an employee has employment status 0, he or she is also ignored by a large number of evaluations.
2 Prerequisites
2.1 Master Data and Organizational DataYou have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:
Organization entity
Value Description
US Org Units 10001000 - 10001010 US organizational units created as part of master data load
Jobs 10002000 - 10002043 US jobs created as part of master data load
Positions 10003000 - 10003031
10003000 - 10003030
US jobs created as part of master data load
US jobs created as part of master data load for Public Sector
Employees 91000076
91000077, 91000079, 91000085
91000074
91000060 - 91000073
91000075, 91000078
91000080 – 91000084
91000086 – 91000088
US separated employee created as part of master data load
US retirees created as part of master data load
US leave of absence employee created as part of master data load
US active employees created as part of master data load
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To run through this scenario, the positions must be created and employees hired into the system.
Use existing sample data to execute the Leave of Absence personnel actions.
2.2 Business Conditions (conditional) To run through this business process, the employee must be active.
List one or more business conditions that must have been completed before the user starts this scenario:
Business condition Scenario
The organizational structure must be maintained. Maintain Organizational Structure (560)
In order to process a separation of an employee, they must already exist in the system. You have completed all necessary steps described in the Business Process Document New Hire/Rehire Administration (563).
New Hire / Rehire Administration (563)
2.3 Preliminary StepsTo use this scenario, the personnel action is dependent on the user group and country group. Therefore the following preliminary steps are followed.
2.3.1 User Group Parameter
UseIn this step, you set up user settings that are necessary for PA40 - Personnel Actions.
Procedure1. Access the transaction using one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP menu System User Profile Own Data Parameters
Transaction code SU01
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Administrator (HCM) (SAP_BPR_ADMIN_HCM-E)
Business role menu Human Resources User Maintenance
2. On the Maintain User Profile screen:
Field name Description User action and values Comment
Parameter ID UGR
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Field name Description User action and values Comment
Parameter value MOL 10
3. Choose Enter.
4. Confirm the information message.
ResultYou have created the user settings necessary for PA40 - Personnel Actions.
2.4 Roles
UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.
PrerequisitesThe business roles have been assigned to the user who is testing this scenario.
Business role Technical name Process step
Administrator (HCM) SAP_BPR_ADMIN_HCM-E All
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3 Process OverviewDuring the employee’s tenure in the company, the maintenance of the employee master record is maintained according to the life event change.
Process step External process reference
Business condition
Business role
Trans-action code
Expected results
Separation Action is executed
Employee submits notice of resignation
Administrator (HCM)
PA40 Event is added to employee’s master record
Retirement Action is executed
Employee notifies HR of plans to retire
Administrator (HCM)
PA40 Event is added to employee’s master record
Deactivate Non-Employee Action is executed
Temporary worker’s assignment has ended
Administrator (HCM)
PA40 Event is added to employee’s master record
Throughout the above actions, specific infotypes will attempt to be delimited. These are outlined in the steps of each action. An infotype can only be delimited if it existed prior to these actions being executed. If the separated employee does not have the specific infotype, valid as of the separation date, then this step/infotype will be bypassed within the action and the infotype will not be displayed for delimiting.
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4 Process Steps
4.1 Employee Separation
UseThe Separation Action is used when an employee is not expected to return to the organization. Included in the Separation Action is the opportunity to de-limit the employees Objects on Loan as well as Recurring Deductions and Payments.
SAP Best Practices for Public Sector delivers employee number 91000073 to process the Leave of Absence: Active action.
Below is a table listing of the infotypes to be completed within the standard separation action:
Infotype Subtype Description
0000 Personnel Actions
0001 Organizational Assignment
0009 Bank Details
0014 Recurring Payments/Deductions
0040 Objects on Loan
0041 Date Specifications
0105 Communications
0171 General Benefits Information
0102 9 Grievances NA
In some jurisdictions (such as CA), termination pay may be due to the employee on the date of separation (last day of employment). Use the off cycle workbench to comply with such requirements. Refer to the Off-Cycle Processing (577) scenario documentation.
If the separated employee is entitled to Severance Pay, create the additional payment via infotype 0014 (Recurring Payments/Deductions) or 0015 (Additional Payments). If the payment/infotype is being created after the date of separation, the Date of Origin field on IT0014/IT0015 will default to the last day of the pay period in which the separated employee was still active. This will force a retroactive payroll calculation when payroll is executed again for this employee.
Prerequisites
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Employee should already be hired into the system before executing the Separation Action
The US employee created as part of master data load for this scenario is Personnel No. 91000076.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP Menu Human Resources Personal Management Administration HR Master Data Personnel Actions
Transaction Code
PA40
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Administrator (HCM) (SAP_BPR_ADMIN_HCM-E)
Business Role Menu Human Resources Personnel Actions
2. Select the Separation Action and enter the Personnel No. and the Separation Date in the From field.
3. Choose the Execute button to proceed to the first Infotype 0000 Personnel Actions.
4. On the Personnel Actions (Infotype 0000) Screen, enter the following data:
Field name Description User action and values
Action Type Type of action 33 - Separation
Reason for Action Reason for Action Select reason from drop-down list
5. Save your entries. Choose the Enter button to bypass all warning messages. The system accepts the data. After saving this infotype, a dialog box will appear.
6. On the Create Vacancy dialog box, the date will default to the date the employee vacated the position. If necessary, this date may be changed to a date in the future. Choose the Yes button to create the Vacancy (Infotype 1007). The system accepts the data, and advances you to the next infotype in the Separation Action: Copy Organizational Assignment (I0001).
7. On the Copy Organizational Assignment (Infotype 0001) Screen, choose the Enter button to
accept the data and to bypass the de-limit record warning.
8. Save your entries. The system advances you to the next infotype in the Separation Action: Copy Bank Details (I0009).
9. On the Copy Bank Details (Infotype 0009) Screen, choose the Enter button to accept the data
and to bypass the de-limit record warning.
10. Save your entries. The system advances you to the next infotype in the Separation Action: De-limit Recurring Payments/Deduction (I0014).
11. On the De-limit Recurring Payments/Deductions (Infotype 0014) Screen, choose the Enter
button to accept the data and to bypass the de-limit record warning.
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12. Save your entries. The system advances you to the next infotype in the Separation Action: De-limit Objects on Loan (I0040).
13. This infotype is presented to ensure that the separated employee returns all of the property loaned to them while employed. It can be used as a separation “check-list”. On the De-limit Objects on Loan (Infotype 0040) Screen, choose the Enter button to accept the data and to
bypass the de-limit record warning.
14. Save your entries. The system advances you to the next infotype in the Separation Action: Change Date Specifications (I0041).
15. On the Change Date Specifications (Infotype 0041) Screen, enter date type U7 in the first open date type field and input the last date of pay. Enter any other necessary date types and choose the Enter button to accept the data.
16. Save your entries. The system advances you to the next infotype in the Separation Action: De-limit Communications (I0105).
17. On the De-limit Communications (Infotype 0105) screen, save your entries. The system advances you to the next infotype in the Separation Action: General Benefits Information (I0171).
18. On the Copy General Benefits Information (Infotype 0171) Screen, Save your entries. The system advances you to the next infotype in the Separation Action: Grievances NA (I0102).
19. The Grievances NA (Infotype 0102) Screen is used to indicate if the employee is eligible to be rehired. Subtype 9 – Policy Reason is defaulted. If this employee is not eligible to be rehired, enter a reason code of 01 – Not Elig for Rehire, Save your entries. If the employee is eligible to be rehired, Choose the Next Screen icon, as this infotype is not required.
ResultThe employee is now separated from the system. To terminate employee benefits, see the Benefits: Benefit Termination BPD.
4.2 Employee Retirement
UseThe Retirement Action is used when an employee retires from the organization.Below is a table listing of the infotypes to be completed within the standard retirement action:
Infotype Subtype Description0000 Personnel Actions
0001 Organizational Assignment
0007 Planned Work Time
0008 Basic Pay
0009 Bank Details
0014 Recurring Payments/Deductions
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0040 Objects on Loan
0041 Date Specifications
0105 Communications
0171 General Benefits Information
0378 RET Adjustment Reason
Prerequisites Employee should already be hired into the system before executing the Retirement Action
The US employees created as part of master data load for this scenario are Personnel Nos. 91000080, 91000081, 91000082.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Menu
Human Resources Personal Management Administration HR Master Data Personnel Actions
Transaction code
PA40
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Administrator (HCM) (SAP_BPR_ADMIN_HCM-E)
Business Role Menu Human Resources Personnel Actions
2. Select the Retirement Action and enter the Personnel No. and the Retire Date in the From field.
3. Choose the Execute button to proceed to the first Infotype 0000 Personnel Actions.
4. On the Personnel Actions (Infotype 0000) Screen, enter the following data:
Field name Description User action and values
Action Type Type of action 35 - Retirement
Reason for Action Reason for Action Select reason from drop-down list
Employee Group Employee Group Enter value of 2
Employee Subgroup Employee Subgroup Enter value of Y3,Y5,Y6 or Y7
5. Save your entries. Choose the Enter button to bypass all warning messages. The system accepts the data, and advances you to the next infotype in the Retirement Action: Copy Organizational Assignment (I0001).
6. On the Copy Organizational Assignment (Infotype 0001) Screen, enter the following data:
Field name
Description User action and values
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Cost Center
Cost Center Cost center will default based on position held at time of retirement. Select a value from the drop-down list if the cost center should change.
Position Position within organizational structure
Enter value of 99999999
7. Save your entries. Choose the Enter button to bypass all warning messages. The system accepts the data. After saving this infotype, a dialog box will appear.
8. On the Create Vacancy dialog box, the date will default to the date the employee vacated the position. If necessary, this date may be changed to a date in the future. Choose the Yes button to create the Vacancy (Infotype 1007). The system accepts the data, and advances you to the next infotype in the Retirement Action: Create Planned Working Time (I0007).
9. On the Create Planned Working Time (Infotype 0007) Screen, Save your entries. If you receive a delimit record warning, choose Enter button. The system accepts the data, and advances
you to the next infotype in the Retirement Action: Copy Basic Pay (I0007).
10. On the Copy Basic Pay (Infotype 0008) Screen, enter the following data:
Field name Description User action and values
Reason Reason for change in basic pay Leave blank
PS type Pay Scale Type Enter value of 01
PS Area Pay Scale Area Enter value of 01
PS group Pay Scale Group Enter value of NPS
Level Pay Scale Level Leave this field blank
Annual Salary
Annual Salary Enter the annual pay amount for the retiree
Wage type Wage types (rate) of retired employee
Defaults to 1004 for all retired employees
11. Save your entries. Choose the Enter button to bypass any warning messages. The system accepts the data, and advances you to the next infotype in the Retirement Action: Copy Bank Details (I0009).
12. On the Copy Bank Details (Infotype 0009) Screen, Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: De-limit Recurring Payments/Deduction (I0014).
13. On the De-limit Recurring Payments/Deduction (Infotype 0014) Screen, choose the Enter
button to bypass de-limit warnings.
14. Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: De-limit Objects on Loan (I0040).
15. This infotype is presented to ensure that the separated employee returns all of the property loaned to them while employed. It can be used as a separation “check-list”. On the De-limit
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Objects on Loan (Infotype 0040) Screen, choose the Enter button to bypass de-limit
warnings.
16. Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: Change Date Specifications (I0041).
17. On the Change Date Specifications (Infotype 0041) Screen, enter date type U7 in the first open date type field and input the last date of pay. Enter any other necessary date types and choose the Enter button to accept the data.
18. Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: De-limit Communications (I0105).
19. On the De-limit Communications (Infotype 0105) Screen, Save your entries. The system advances you to the next infotype in the Retirement Action: General Benefits Information (I0171).
20. On the Copy General Benefits Information (Infotype 0171) Screen, Save your entries. The system accepts the data. After saving this infotype, a dialog box will appear.
21. On the Possible subsequent activities dialog box, choose the Enter button to begin enrollment into Benefits or choose the Cancel button to continue to the next Infotype and enroll into Benefits at a future date, outside of this action. The Personnel Action: Create Adjustment Reason (I0378) is displayed.
22. On the Create Adjustment Reason (I0378) screen, the benefit area defaults to US and the adjustment reason defaults to RET. Save your entries. The system accepts the data. After saving this infotype, a dialog box will appear
23. On the Go to Enrollment dialog box, choose the “Yes” button to continue with the enrollment or choose the No button to exit and continue enrollment at a later time.
Result The employee is now retired from the system. To terminate employee benefits, see the Benefits: Benefit Termination BPD.
4.3 Deactivate Non-Employee
UseThe Deactivate Non-Employee Action is used when a non-employee is expected to not return to the organization.Below is a table listing of the infotypes to be completed within the standard deactivating action:
Infotype Subtype Description
0000 Personnel Actions
0001 Organizational Assignment
0041 Date Specifications
0040 Objects on Loan
Prerequisites
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The non-employee should already be activated in the system before executing the Deactivate Non-Employee Action
The US employee created as part of master data load for this scenario is Personnel No. 91000084.
Procedure1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Human Resources Personal Management Administration HR Master Data Personnel Actions
Transaction code
PA40
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business Role Administrator (HCM) (SAP_BPR_ADMIN_HCM-E)
Business Role Menu Human Resources Personnel Actions
2. Select the Retirement Action and enter the Personnel No. and the Deactivate Date in the From field.
3. Choose the Execute button to proceed to the first Infotype 0000 Personnel Actions.
4. On the Personnel Actions (Infotype 0000) Screen, enter the following data:
Field name Description User action and values
Action Type Type of action 97 - Deactivate Non-Employee
Reason for Action Reason for Action Select reason from drop-down list
5. Save your entries. Choose the Enter button to bypass all warning messages. The system accepts the data. After saving this infotype, a dialog box will appear.
6. On the Create Vacancy dialog box, the date will default to the date the employee vacated the position. If necessary, this date may be changed to a date in the future. Choose the Yes button to create the Vacancy (Infotype 1007). The system accepts the data, and advances you to the next infotype in the Deactivate Non-Employee Action: Copy Organizational Assignment (Infotype 0001)
7. On the Copy Organizational Assignment (Infotype 0001) Screen, Save your entries. This advances you to the next infotype in the Deactivate Non-Employee Action: Change Date Specifications (I0041).
8. On the Change Date Specifications (Infotype 0041) Screen, enter any necessary date types and save your entries. The system accepts the data, and advances you to the next infotype in the Deactivate Non-Employee Action: De-limit Objects on Loan (I0040).
9. This infotype is presented to ensure that the separated employee returns all of the property loaned to them while employed. It can be used as a separation “check-list”. On the De-limit Objects on Loan (Infotype 0040) Screen, Select the enter button to bypass de-limit warnings.
10. Save your entries.
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Result The employee is now deactivated from the system.
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5 Follow-Up Processes
5.1 Benefits Termination – Benefits Enrollment and Termination (565)
External Process
UseYou have finished all activities that are a part of the business process described in this document.
To accomplish subsequent activities of this business process, carry out the process steps described in the Benefits Enrollment scenario, using the master data from this document.
ProcedureComplete all activities described in the Benefits Termination scenario:
To accomplish activities of the scenario; carry out the process steps in Benefits Enrollment and Termination (565) using the master data.
5.2 COBRA Enrollment – Benefits COBRA Processing (574)
External Process
UseYou have finished all activities that are a part of the business process described in this document.
To accomplish subsequent activities of this business process, carry out the process steps described in the COBRA Enrollment scenario, using the master data from this document.
ProcedureComplete all activities described in the COBRA Enrollment scenario:
To accomplish activities of the scenario, carry out the process steps in Benefits COBRA Processing (574) using the master data.
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5.3 Employee Reporting– SAP ERP Reporting for HCM BPD (559)
External Process
UseYou have finished all activities that are a part of the business process described in this document.
To accomplish subsequent activities of this business process, carry out the process steps described in the Employee Reporting scenario, using the master data from this document.
ProcedureComplete all activities described in the Employee Reporting scenario:
To accomplish activities of the scenario; carry out the process steps in SAP ERP Reporting for HCM BPD (559) using the master data.
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