copyright © 2003 americas’ sap users’ group optimizing hr pa/pd process with workflow david...

Copyright © 2003 Americas’ SAP Users’ Group

Optimizing HR PA/PDProcess with Workflow

David Ulin – Senior Process Architect

May 21, 2003

Process Optimization of HR PAN

Agenda

Introduction

Solution background

Business Requirements

Focus on Optimization of Process

Solution Architecture

Demo

Best Practices

Challenges

Questions and discussion

HR Personnel Action Workflow

Overview

Developed for 4.6C

ITS Based Web Interface

Multiple Corporations involved in Requirements Phase

Special Project Status – developed in lab

Configuration Based Architecture


Scope of Functionality - HR Actions

New Hire

Promotion

Re-Classification

Demotions

Rate Changes

Termination


DepartmentsHR Assistant

Data Entry

Approvers

HR Administrator

Initiator

“Silo’s of Knowledge”

5


COORDINATOR

INITIATOR HR ASSISTANT

SECURITY

COORDINATOR

SENDINGDEPARTMENT

EXTERNALNOTIFICATIONS

RECEIVINGDEPARTMENTHR EXPERT

Personnel Action

Overview of the Process


Common Business Process Challenges

Manual routing of paper or electronic spreadsheets

Difficult to coordinate between departments, no clear owner

Difficult to adjust for personnel changes

Manual re-keying into SAP

Lack of validation

Labor intensive for making corrections

No tracking of requests and actions


Business Impact - Increased costs

Dependence on Highly Trained Resources

Lost Productivity due to delays in processing

Potential for mistakes and misplaced documents

Lack of process scalability

Difficult to audit


Benefits Provided by Workflow Process Optimization

SAP – driven “push” process

Consistent routing

The right person at the right time

Parallel steps

Automatic escalation

Real-time validation of SAP data

Automatic Creation of Info Types

No re-keying


Workflow based solution results in;

Fast and efficient employee processing

Simplified Web Interface

Casual and expert user mode

Simplified Info-Type maintenance

Reduction in Cycle Time

Centralized or De-centralized capability

Reduced FTE costs

No re-keying or fixing bad data

Scalable process

Regional, Global coordination10


Scope of Functionality - HR Actions

Simplified web form requiring minimal input data

Automatic routing determination

Data Collection

Approval

Pre-configured Info-Types

Dashboard functionality and process monitoring

Configurable Notification capabilities


Architecture Considerations

Configuration based Form Layout

Preview of routing feature

Multi-stage data collection and approval process

Combination of PAN action/reason determine forms/fields and routing

Complex notification process

Potential Integration with Recruiting Software


Architecture Considerations

Trigger for PAN Workflow

Configurable Screen Process

Initial Request - Specify effective date, personnel number and request type

Collection of PAN info

Collection of PAN detail information

Approval

Notification


Architecture Considerations – Info Types

Combination of Action/Reason Code determines info type data.

Simplified User experience with info types

Pre-configured combination of data from different info types based on business need

Solution handles the complex info type processing “behind the scenes”.

Provides ability to incorporate custom info types


Example Info Types:

Info Type Description

0001 Organizational Assignment0006 Addresses0007 Planned Working Time0008 Basic Pay0014 Recur. Payments/Deds.0015 Additional Payments0032 Internal Data0041 Date Specifications0169 Savings Plans0171 General Benefits Information0208 Work Tax Area0209 Unemployment State0384 Compensation Package

15


Example Action/Reason Code

Action

02 Organizational reassignment

10 Leaving

16 Change in pay

Action Reason

02 02 Lateral move

02 04 Temporary to regular

02 05 Regular to temporary

02 06 Demotion

10 01 Resignation

10 02 Dismissal

10 04 Dissolution contract

10 05 Firing

Configuration based Sub-Screen

Determined based on configuration by request type.


Standard Header Information

Customizable through configuration

Functions: varies depending on status

Customizable through sub-screen


P_SCRFLW table

P_SCRFLD table


Architecture Considerations – Approval Process

• Approval Path – Sequential or Parallel - configurable

• Depending on combination of action type, reason code and key information, approval chain can vary and determined through configuration.

• P_APP_RT: Determines routing path from combination of action type, reason code and key information.

• P_APPPTH: contains step-wise details of the approval path including

a. Agent.

b. Notification agent.

c. Notification text.

d. Workflow user exits.20

Se

nd

ing

HR

As

sis

tan

t

2. Change andSubmit PAN

Se

nd

ing

2n

d C

hie

f

Se

nd

ing

1s

t L

ev

el

Ch

ief

1.Create PAN

Transfer/Compensation change/Promotion/Demotion for Salaried Employee- Page 1

3. Approve PAN

4. Approve PAN

ARej'd

Rej'd

A

A

App'd

App'd

Init

iato

rS

en

din

g3

rd L

ev

el

Ch

ief

Executor isdept manager?

5. Approve PAN

No

Se

nd

ing

4th

Le

ve

l C

hie

f

6. Approve PAN

A

Rej'd

A

Rej'd


Receiving andsending are the

same?Yes

B

C

Yes

NoNo


same?

B

C

Yes

No



same?

B

C

Yes

No

YesApp'd

No

Executor isdept manager?App'd


same?

B

C

Yes

No

Yes

Z


Re

c.

1st

Le

ve

l C

hie

f

8. Approve PAN

Re

c.

3rd

Le

ve

l C

hie

fR

ec.

2n

dL

eve

l C

hie

f

7. Approve PAN


9. Approve PAN

10. Approve PAN

A

Rej'd

Rej'd

A

Rej'd

App'd

App'd

Se

nd

ing

5th

Le

ve

l C

hie

fR

ec.

4th

Le

ve

l C

hie

f


11. Approve PAN

No

Re

c.

5th

Le

ve

lC

hie

f

12. Approve PAN

ARej'd

A

Rej'd


Yes B

No

BYes


BYes

No

B

Z

C

A


same?BYes

No

Rej'd

A


Yes B

App'd

App'd

App'd

App'd

No


Rec

. HR

Ass

ista

nt

14. SAP Load

13. Release PAN


Sen

ding

HR

Ass

ista

nt

B

SA

P

AError

15. ReceiveCompletion Notice

15. Receivecompletion Notice

Successfulload


Se

nd

ing

HR

As

sis

tan

t

2. Change andSubmit PAN

Se

nd

ing

2n

d C

hie

f

Se

nd

ing

1s

t L

ev

el

Ch

ief

1.Create PAN

Transfer/Compensation change/Promotion/Demotion for Hourly Employee

3. Approve PAN

4. Approve PAN

ARejecte

d

Rejected

A

A

Approved

Approved

Init

iato

r

Re

ce

ivin

g

1s

t le

ve

l

ch

ief


same?

Yes

5. Approve PAN

No

Re

ce

ivin

g

2n

d l

ev

el

ch

ief

SA

P

6. Approve PAN

ARejecte

d

Approved

7. Release PAN

A

Approved

Rejected

8. SAP Load

Released

AError

9. ReceiveCompletion Notice

SuccessfulLoad


Termination/ All reasons

Tim

eM

anag

emen

tH

R E

xper

t

2. Approve PAN

4. Load Data

SA

P

1. Create/Changeand Submit PAN

5. ReceiveCompletionnotification

3. Release

Approved

ARejected

AError

Successful load

A


25

SubmitForm

UpdateForm

UpdatePA & PD

Send E-mailNotifications

Mo

reA

pp

rove

rsA

pp

rove

rH

RE

xper

tH

RA

dm

inIn

itia

tor

Bac

kgro

un

d

Review / Update

Approve

Approve


Personnel Action Notification – Initial Web Screen

Personnel Action Notification – Initial Data

Personnel Action Notification – Initial Screen – Exp Mode

Personnel Action Notification – Free Form Instructions/Comments

30

SubmitForm

UpdateForm

UpdatePA & PD


Mo

reA

pp

rove

rsA

pp

rove

rH

RE

xper

tH

RA

dm

inIn

itia

tor

Bac

kgro

un

d

Review / Update

Approve

Approve

Personnel Action Notification – Intelligent Form Based on Expertise

PAN – High Level Process Flow

SubmitForm

UpdateForm

UpdatePA & PD


Mo

reA

pp

rove

rsA

pp

rove

rH

RE

xper

tH

RA

dm

inIn

itia

tor

Bac

kgro

un

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Review / Update

Approve

Approve

Personnel Action Notification

Personnel Action Notification – PD ORG / Info. Types

35

Personnel Action Notification


SubmitForm

UpdateForm

UpdatePA & PD


Mo

reA

pp

rove

rsA

pp

rove

rH

RE

xper

tH

RA

dm

inIn

itia

tor

Bac

kgro

un

d

Review / Update

Approve

Approve

Personnel Action Notification – Process Monitoring


SubmitForm

UpdateForm

UpdatePA & PD


Mo

reA

pp

rove

rsA

pp

rove

rH

RE

xper

tH

RA

dm

inIn

itia

tor

Bac

kgro

un

d

Review / Update

Approve

Approve


SubmitForm

UpdateForm

UpdatePA & PD


Mo

reA

pp

rove

rsA

pp

rove

rH

RE

xper

tH

RA

dm

inIn

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Bac

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un

d

Review / Update

Approve

Approve

40


Best Practice Concepts

Reduce Manual Entry

PAN Requests are Simple

• Requests contain the minimum fields required for the downstream process

• Aim for zero end-user training

• Collect Data in Real-time



Build Intelligence into Form

Increase data accuracy, eliminate rework, eliminate re-keying, eliminate steps

• Provide default field values• Provide possible values in drop-down lists• Limit the possible values based on user role, region,

etc.• Values selected for one field result in default values

for other fields

Automatically Create SAP Data

Utilize the System to Drive and Control the Process



Ensure the process steps are performed in pre-determined time frame

Audit Trail

Provide capability for continuous cycle time reporting and process improvement

Questions and Comments?

copyright © 2003 americas’ sap users’ group optimizing hr pa/pd process with workflow david...

Documents

personnel number

info type data

info type description00

different info types

complex info type processing

hr actionssimplified

solution results

business needsolution