personnel cost planning - pcp - rmit universitymams.rmit.edu.au/q7o1pfxq2h8f1.pdf · the current...

Last Updated 17 April 2014

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Personnel Cost Planning - PCP

Financial Planning & Analysis Group


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Contents Contact List ........................................................................................................................................................ 3 PCP Data error check report ............................................................................................................................. 4 PCP Scenario Log ............................................................................................................................................. 7

PCP Plan Versions ......................................................................................................................................... 7 PCP Plan Scenario / Group Structure ............................................................................................................ 7

Instruction Manual ............................................................................................................................................. 8 Scenario Creation .......................................................................................................................................... 8 Reports ......................................................................................................................................................... 10

Introduction ............................................................................................................................................... 10 Display Scenario Group ........................................................................................................................... 11 Reports ..................................................................................................................................................... 12

Phasing Report ..................................................................................................................................... 12 Basic Data Report ................................................................................................................................. 13 FTE Reports .......................................................................................................................................... 14 Controlling (CO) Posting Report ........................................................................................................... 15 Compare Current plan to PCP Plan...................................................................................................... 16 Vacant Budgeted positions ................................................................................................................... 17

FAQs - PERSONNEL COST PLANNING - PCP ........................................................................................... 18 Making changes to Positions ....................................................................................................................... 18 Maintain Position .......................................................................................................................................... 18 Change a Position Title ................................................................................................................................ 19 Change Classifications/Levels/Time Fractions ............................................................................................ 19 Delimit a Position Part Way through the Year.............................................................................................. 21 Delete a Position .......................................................................................................................................... 22 Change the IO/WBS Costing ....................................................................................................................... 23 Add or Change an Occupant or Denote Position as Vacant........................................................................ 24 Enter or Change a Salary Loading/Change Casual & Allowances Amounts ............................................... 24 Changing the start date of a Position ........................................................................................................... 26


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Contact List

TOPIC CONTACT PHONE

PCP Administration Sam Bakas 50628

Plan version creation Jasmine Wang 50779

PCP Security Elsa Ellsmore 58618

SEH SFM Scott Roderick 54429

DSC SFM Mehmet Ozturk 51925

Business SFM Joe Armocida 55621


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PCP Data error check report Transaction: ZHRPCP_DATA_CHECK Desc: Checks for infotype data errors Step 1: Enter PCP Data Check report options

Select variant – Click on the variant button and select the variant with the name ORG_UNIT.

click on the variant name and select it by clicking on the green tick


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Enter the following:- Plan Version – Click on the select button to choose the plan version that contains the position data that you are checking for errors. Object Type - Type O Object ID - Enter your org. unit or click on the to enter more than one. Object selection period – Enter start date and end date Data selection period – Enter start date and end date

Step 2: Click on the Execute button


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Output

If any position has any error it will be displayed by this report Once all errors have been resolved your can then go and create your scenario.


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PCP Scenario Log

PCP Plan Versions Please refer to Plan version and scenarios for FTE extraction link on the 2014 Budget web page.

PCP Plan Scenario / Group Structure Scenario Text Scenario Plan Id

SEH 30

DSC 50

Business 60

DVC Academic 10

VP Resources 20

Governance & Planning 25

R&I 70

International/Engagement & VE

80


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Instruction Manual

Scenario Creation Transaction: ZHRPCP_CREATE_MODEL Desc: Create New Model Scenario Plan Step 1: Enter scenario selection options.

Enter following:-

OM Plan version - Click on select button to choose the plan version that contains the position data required to create the scenario.

Org Unit for Selection - Click on select button to choose the organisational unit. Scenario Plan ID - A plan version may have many scenario’s. Enter a 2 characters (alpha

numeric) in the field to create a new scenario or select an existing scenario

to overwrite by using the select button . Scenario Plan Text- Enter name for scenario. Usually School / Group name. Plan Start Date- Enter scenario start date. Plan End Date- Enter scenario end date. Org Depth- Do not use. Assumption Subtype- Enter modelling assumption if applicable. Show Results - Do not use


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Step 2: Click on Execute button .

Warning message: The following warning message will appear where a scenario is being overwritten.

Click on button to proceed or to exit 2.1 The system will pause when the scenario is created and shows the following message. Click on the

to proceed.

2.2 The following message will appear after the scenario has recalculated.

2.3 Note: A warning message will appear where the scenario Organisational and Request amounts do

not balance. Where this occurs it will (most likely) be due to the Cost Distribution of a position(s) not equalling 100%. Cost distribution is the internal order/WBS cost element allocation against the position. To find out what positions have not been allocated 100% see “PCP Data entry check report” section for instruction.


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Reports

Introduction The current staffing establishment maintained by Human Resources forms the basis for the 2012 budget. Personnel Cost Planning (PCP) draws on both establishment and employee details to form base data for the salary budget. This information is reviewed and adjusted as required. PCP is only available for use by authorised staff and dependant upon your role in the budget you may have access to create scenarios, run reports or both functions. Staff authorised to gain access to the system will have the PCP role available in their SAP ‘User Menu’ and will show only those transaction available to them. It should be noted that information provide by PCP is confidential and must not be distributed. To ensure privacy of staff information the following must be adhered to:

• No separate records to be kept outside of SAP – PCP. • PCP access to data restricted to authorised users, • Working papers must be locked in a secure location when not being used, • Working papers detailing salaries must be destroyed, • Log out of SAP – PCP when not in attendance.

The Basic Data Report has been upgraded to provide additional reporting information, it now includes the current occupants Classification, FTE and increment date to assist in ensuring the position data is correct. It must be remembered that the salary budget is by Position, not Occupant when reviewing reports and determining the correct costing of a position. A common error with costing relates to the treatment of staff on maternity leave. Maternity Leave is budgeted centrally within Uni wide and costing a position against this account is incorrect even though the occupant may be. Costing your position to the maternity leave account means you are not providing a budget within your own accounts. Most reports now have variants that can be selected from the tool bar. These variants allow reports to be viewed and printed in different reporting formats.


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Display Scenario Group Transaction: PP25 Desc: Display Scenario Group

Step 1 - Enter following:-

Plan version - Click on to select plan version.

Plan scenario - Click on to select Plan scenario, balance of field data will default.

Step 2 - Click on Display icon to display scenario.


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Reports

Phasing Report Transaction: ZHRPCP_SAL_PHASE_REP Desc: RMIT PCP Salary Phasing Report This report provides detail of salary and oncosts by month. Report formats have been created and can be selected using the variant button on the tool bar. Enter Selection criteria

Output


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Basic Data Report Transaction: ZHRPCP_OUIO_REP Desc: RMIT Salary Budget by OU/IO Report This report shows the salary and oncost breakdown by position. Report formats have been created and can be selected using the variant button on the tool bar. Enter Selection criteria

Output


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FTE Reports Transaction: ZHRPCP_FTE_COST & ZHRPCP_FTE_IO Desc: RMIT PCP FTE budget costs by period Enter Selection criteria

Output

Note The report ZHRPCP_FTE_IO – RMIT PCP FTE by Internal Order is similar to the above but breaks

down the data further by internal order.


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Controlling (CO) Posting Report Transaction: ZHRPCP_CO_POST_REP Desc: RMIT PCP report -> what sent to CO This report provides data that would be transferred to the general ledger at posting. Enter Selection criteria

Output


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Compare Current plan to PCP Plan Transaction: ZSA_PCP_COMPARE Desc: This report compares the current plan and the PCP plan for the following Current Plan Holder and PCP Holder Current Plan abbrev. and PCP Abbrev. Current Plan position title and PCP position title Holder FTE and PCP FTE Holder Pay scale group and PCP pay scale group Step 1: Enter selection options

Enter following:-

Plan Version – Click on the select button to choose the plan version that wish to compare with the current plan.

Org Unit – Enter your org. unit or click on the to enter more than one.

End Date – Enter today’s date.

Step 2: Click on Execute button .

Output


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Vacant Budgeted positions Transaction: ZSA_PCP_VACANCY Desc: This report displays positions from a nominated PCP plan version that are vacant in the current plan Step 1: Enter selection options

Enter following:-

Plan Version – Click on the select button to choose the plan version that wish to compare with the current plan.

Org Unit – Enter your org. unit or click on the to enter more than one.

End Date – Enter today’s date.

Step 2: Click on Execute button . Output


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FAQs - PERSONNEL COST PLANNING - PCP

Making changes to Positions Enter ‘PO13’ in the SAP transaction box. The ‘Maintain Position’ screen appears. Using the ‘Plan Version’ dropdown box, select the plan required and press ‘Enter’ For PCP 2013 budget select ‘IA-PCP 2013 Budget’ Always have the ‘All’ radio button on (under ‘Time Period’) Remember to save your changes on the way (Ctrl+S) In PO13, you can:

• Change a position title • Change classifications/levels/time fractions • Delimit a position part way through the year (change the end date) • Delete a position • Change the IO costing • Add or change an occupant or denote position as Vacant • Enter or change a salary loading/change casual and allowances amounts

When making changes, you can go directly to each screen by clicking once on the ‘Infotype Name’ then clicking on the pencil icon (Change Infotype, F6) in the top right toolbar. If there are multiple entries (eg, where the data varies over different time periods, perhaps with increments or cost distribution) click on the Overview icon (Shift + F8) and select the line of data you wish to change. Once in the Overview screen, you can make multiple entries by clicking on the copy icon (Shift + F9). You will notice that there are 11 active (ticked) screens but you will probably only use 5 of them when making changes. (The others are used when creating positions.)

Maintain Position

To find a position either enter the position number in the ‘Position’ field or click on the dropdown and find the position through the structure search.


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Change a Position Title Click once on ‘Object’. The pencil icon (Change Infotype, F6) in the top right toolbar will open the ‘Change Object’ screen where you can amend the ‘Object Abbrev’ or ‘Object Name’.

Change Classifications/Levels/Time Fractions Click on the ‘Planned Compensation’ screen

Using the ‘Overview’ (Shift + F8) or pencil (‘Change Infotype’, F6), select the entry you wish to change:


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Change ‘Pay Scale Group’ – for classification Change ‘PS Level’ – for pay level. Choose the first entry for each. Change ‘Key Date’ – for new incremented salary Please Note - the ‘Key Date’ needs to be set as the start of the validity period and determines the salary based on the rate at the key date. Scroll down to ‘PCP Data/Capacity Utilization’ where you can change the FTE %. It is 100.00 for full time. Please note, for 80% time fraction, enter 80.00, not 0.80. If it is to be a change for a specified time period you can specify the dates for the % by using the ‘Validity’ fields at the top of the screen. The download list for pay level is usually limited to 500 entries. To view full list, change to 5000. ‘Enter’


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Delimit a Position Part Way through the Year Enter the position number in the ‘Position’ field From the ‘Position’ dropdown menu in the top left corner select ‘Delimit’

Then in the ‘Delimit date’ field enter the new end date.


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Click on the ‘Delimit object’ icon (F8) Click ‘Yes’ to proceed.

A message appears advising the position has been delimited.

Delete a Position Enter the position number in the ‘Position’ field From the ‘Position’ dropdown menu in the top left corner select ‘Delete’


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Then click on the icon

Change the IO/WBS Costing To change the IO/WBS costing (the internal order number/WBE element to which the salary is charged) Go to the ‘Cost Distribution’ Infotype. Make the changes you require. Please Note - PCP does not recognise decimal points. % allocation must be entered as a whole number. A warning is given when you have entered more than 100% allocation but not when the allocation is less than 100%, so please ensure you have entered 100% IO/WBS allocation. If it is to be a change for a specified time period you can specify the dates for the costing by using the ‘Validity’ fields at the top of the screen. To delete internal order entries, highlight the line not required, press ‘Delete’ button at the bottom of the screen.

Save and Click ‘Yes’ to proceed.


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Add or Change an Occupant or Denote Position as Vacant Click on ‘PCP RMIT occupant type’

To enter a holder for the position, click on the ‘Employee’ radio button and enter the employee number in the ‘Personnel number’ filed. To make the position Vacant, under ‘PCP RMIT occupant type’ click on the ‘Vacancy’ radio button Press enter and then save

Enter or Change a Salary Loading/Change Casual & Allowances Amounts In the ‘Cost Planning’ info type, select ‘Wage Element’ from the dropdown box. Change the ‘Amount’ field as required. The ‘Amount’ field must be a fortnightly amount, ie annual amount divided by 26. Eg $20,000 pa /26 = 769.23 pf If you are not budgeting for the full year, then you must work out the number of fortnights from the start date to their end date and divide it by the amount for the relevant period.


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There are many wage types but we only use those which post to the appropriate cost element in the general ledger: Post to G/L 511100 (Acad Sals, captured as part of the individual’s salary), use Wage element 13 3125 1 Post to G/L 511200 (Gen Sals, captured as part of the individual’s salary), use Wage element 13 3125 2 Post to G/L 511900 (Acad Allowances), use Wage element ALLOWANCES 1 Post to G/L 512100 (Gen Allowances), use Wage element ALLOWANCES 2 Post to G/L 511600 (Overtime Acad), use Wage element OVERTIME 1 Post to G/L 511700 (Overtime Gen), use Wage element OVERTIME 2 Post to G/L 511300 (Casual Academic), use Wage element 13 1005 Post to G/L 511400 (Casual General), use Wage element 13 1006


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Changing the start date of a Position Use transaction code is ZHRPCP_DATES Enter the plan version or select from the dropdown menu Enter the new start date Un-tick ‘Test’ box and click on execute button (F8)

The program has changed the start dates for all infotypes to 1/03/2011.

Green arrow back twice to exit program Please Note – this program only allows you to move the start date forward. If you had changed the start date from 01.01.2011 to 01.03.2011 and decided to change back to 01.01.2011 you must contact HR to have the change reversed.

personnel cost planning - pcp - rmit universitymams.rmit.edu.au/q7o1pfxq2h8f1.pdf · the current...

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