understanding organizational mgmt - managing positions in sap - reference october 08

8/8/2019 Understanding Organizational Mgmt - Managing Positions in SAP - Reference October 08

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Human Resources Human Resources Managers

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Understanding

Organizational

Management in SAP -Managing Positions

Understanding

Organizational

Management in SAP -Managing Positions





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Course Objectives

Understanding and displaying the organizational

structure

Identify basic objects used in Organizational

Management

To keep Human Resources informed as position

data changes

Useful transactions

PPOSE

PPSS





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Organizational

Management

Organizational

Management





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Organizational Objects

Organizational management uses basic objects to

describe the organization:

Organizational units

Jobs

Positions

Persons

Cost centers (where HR and FI link together)

By establishing relationships among

these objects, a hierarchy that matches

the organizational structure is created.





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Organizational Units

An organizational unit:

Is the principal object in an organizational plan

Equates to a current department or a major unit within a

department

An unlimited number of organizational units can be

created within an organizational plan

Relationships between organizational units are

identified to determine the hierarchy within the

organizational structure





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Jobs

Describe general classifications of tasks routinely

performed together

Are not occupied by persons (employees)

Are used as the basis for creating positions





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Positions

Represent individual employee assignments in anorganizational unit

Are either vacant or occupied by persons(employees)

Have relationships to other objects:

Is supervisor of position(s) _________

Is supervised by position _________

Belongs to org unit _________

Manages org unit _________

Each faculty, staff and studentemployee must be assigned to aposition





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Job versus Position

Example of Job

Director

Example of Positions

Director of Accounting

Director of Human Resources

Director of Facilities Operations





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Group Position Titles for Task Workers

Staff Task Worker

One per department

Student Task Worker

Created only for departments approved by HR to use taskpayments for student workers (example ± Advertising sales for

KTSW or The University Star)





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Requesting New Positions

A position must exist within SAP before any of these

actions can be initiated

New Hire

Re-Hire

Change in Position

Additional Appointment





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Maintenance of Positions Within SAP

Positions are entered and maintained within SAP by:

Human Resources (HR)

All staff positions

All student worker positions

Graduate student positions other than those in Academic Affairs

Faculty Records (FR)

All faculty positions

Graduate student positions in Academic Affairs

Undergraduate instructional assistants

Your responsibility is to keep HR and Faculty Records

informed as position data changes





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New Position Data Form





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Data Maintained for Each Position

Validity dates

Organizational unit (i.e., department)

Job

Position the position reports to (i.e., supervisor)

Position(s) supervised (if any)

Org unit managed (if any)

Vacancy status

Changes in underlined items require you to notify HR or FR





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More Data Maintained for Each Position

Enterprise structure:

Personnel area

Personnel subarea

Employee group

Employee subgroup

Planned compensation (vacant positions only)

For new positions ± amount you expect to pay

For previously held positions ± amount paid to previous employee





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More Data Maintained for Each Position

Cost distribution

Cost center

Internal order

WBS element

Fund

ID# and name of holder (i.e., employee)

Position that serves as a department¶s administrative

support position

Position that serves as a backup time administrator for

the organization





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Enterprise Structure

Each position and each employee must be assigned

one element from each of the areas/groups in the

enterprise structure

Personnel Area

Personnel Subarea

Employee Group

Employee Subgroup





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Personnel Area

Office of the President

Information Technology

Academic Affairs

Finance and Support Services

Student Affairs

University Advancement





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Personnel Subarea

Benefits Eligible PT (20-39 hours)

Benefits Eligible FT (40 hours)

Non-Benefits Eligible PT (< 20 hours)

Non-Benefits Eligible PT (20-39 hours)

Non-Benefits Eligible FT (40 hours)

Student Benefits Eligible (20-40 hours)





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Employee Group

Faculty

Staff

Student

TRS/ORP Retired Staff

TRS/ORP Retired Faculty

ERS Retired Staff

ERS Retired Faculty Program Faculty

TRS/ORP Retired Program Faculty

ERS Retired Program Faculty

Note: I talicized elements apply

to the employee only





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Employee Subgroup

< 12 month Exempt Salaried

< 12 month Exempt Salaried with Spread

< 12 month Non-Exempt Salaried

<12 month Non-Exempt Salaried with Spread

12 month Exempt Salaried

12 month Non-Exempt Salaried

Exempt Hourly

Non-Exempt Hourly

Task Worker

Per Course

Non Pay (Some ROTC are non-pay)

Note: I talicized elements apply

to the employee only





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Org Management Transactions

PPOSE - Organizational and Staffing Display

Used to review all positions in an organization

PPSS -D

isplay Structure Used to review reporting relationships (i.e., which positions

report to which positions)





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Transaction PPOSE

Instructions

At SAP Easy Access Menu enter transaction PPOSE

In the ³Find by´ box, click on the triangle by ³Organizationalunit´

Click on ³Structure search´

This will display one or more org units in the bottom left box onthe screen (depending on which org units you have authority towork with).

Click on the triangles to find the org unit you desire to view

By double clicking on the selected org unit, a list of positionsassigned to the organizational unit will be displayed on the upper right side of the screen.





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Transaction PPOSE

Instructions (continued)

Click on the Column Configuration icon and select additional

information to be displayed for each position or holder

Click on the triangle by any position title to view the employee

assigned to the position





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SAP Easy Access





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Menu Path





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Welcome Screen

The Welcome

message is

displayed the firsttime you execute

PPOSE.

Thereafter, org units

are automatically

displayed when you

execute the

transaction.





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Find the Organizational Unit

The Column Configuration icon is

available to display other org unit

information





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Positions Listed Under Org Unit





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Column Configuration





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Columns Added





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Position and Holders





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Transaction PPSS

Instructions

At SAP Easy Access Menu enter transaction PPSS

Enter object type S

Enter object ID (i.e., the 8-digit position number)

Example: 50003055

Enter evaluation path O-S-PHIE

The current date will be displayed in the editing period box.

Change this date only if you desire to view past

reporting relationships





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Transaction PPSS

Instructions (continued)

Click on the green checkmark or press the Enter key on the

keyboard

Click on the symbol to expand the information displayed

To display relationship text: Click on View; click on ³Relationshiptext on´

Click on symbols for supervisory positions to display reporting

relationships

Click on other symbols to display Holders

Positions without Holders are vacant.





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SAP Easy Access





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Menu Path





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Enter Search Criteria for Department





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Expand Organizational Structure





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Expanded View of Organizational Structure





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View Key and Relationship text





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Report with Key and Relationship text on

H R H R M Slid 43 f 124





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NEED HELP ?

Positions

Rosie Olivo, Human Resources, for staff, hourly, studentand non-academic graduate students

Cindy Waggoner, Faculty Records, for faculty, academicgraduate students and undergraduate instructionalassistants

PCRs

Roxie Weaver, Human Resources, for staff and non-academic graduate students

Cindy Waggoner, Faculty Records, for faculty andacademic graduate students

Rosie Olivo, Human Resources, for staff NSNR hourlytemporary employees

Lisa Vallejo, Human Resources, for hourly students






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Creating New Positions and other changes New positions are created only when funding has been

approved to add a new position to a department andhas gone through the audit process except for hourly

positions

Submit a New Position Data Form to have a new

position created Allow a two day turn around time as there is a program that has to run

overnight

Supervisor Change Request

Checklist for New/Reassign All or Part of anOrganization within SAP HR

The links can be found on the HR website under HR Forms under

Organizational Management Forms

http://www.hr.txstate.edu/Forms/OrganizationalManagement.html






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Support Offices

Human Resources (5-2673) Rosie Olivo [email protected]

Supervisory, costing, reorganizational changes on positions

Creating new positions

± Staff, Non-Student Non-Regular (hourly), student workers and non-

academic Graduate Research Assistants

Faculty Records (5-2786) ± Cindy Waggoner

-Faculty, academic Graduate Research Assistants and undergraduate

instructional assistants

Budget (5-2376) Questions regarding budget reports and related matters






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Support Offices (cont.)

Texas State NetID

The link can be found on the Technology Resources website under IT

Assistance Center (ITAC)

http://www.tr.txstate.edu/itac/netid.html

Human Resources Human Resources Managers Slide 47 of 124





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Checklist






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Assessment

What is the purpose of Organizational

Management?






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Possible answers

Provides a real-time view of the organizational

Structure

Keeps history of the organizational structure as it

evolves over time

Provides the ability to store the reporting structure

on a position level

Provides ability to store security on a position level






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Assessment (cont.)

What are basic objects used in Organizational

Management?






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Possible Answers

Organizational Units

Jobs

Positions

Persons

Cost centers






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Assessment (cont.)

What is the prerequisite for hiring an employee?






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Answer

The existence of a position in the department¶s

organizational structure.





Final Comments and Questions?

Thank You Very Much for Your Time!

understanding organizational mgmt - managing positions in sap - reference october 08

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