SAP Human Resource Terminology The manager of the financial department of the John Smith company has the budget to hire 3 financial specialists for his or her team in Anchorage. In a SAP organizational diagram each of those three new employees will be assigned to his or her individual position. In this sense the position: requires a portion of the budget for wages a benefits. is more like the physical desk, where someone is working at. The work, which will be performed by those three employees is described by a whole list of activities from the Accounts Receivable topics. Each of those activities is one task in SAP terms. A job in SAP terms combines a whole list of tasks. For workflow reasons, each position should be described by tasks. To cut down on the amount of HR maintenance work, you can assign a job to a position. This way a whole list of tasks is assigned to one position.
The integration of organizational management into the SAP Business Workflow enables tasks to be linked with the agents possible as far as organization is concerned. This link helps to determine the ”correct” recipients and makes the active assignment of tasks via the Workflow Management System possible. A high degree of transparency of business processes and their responsibilities is guaranteed. Changes can be made in the organizational plan of the enterprise, without necessitating immediate changes in the SAP Business Workflow definitions or programming in an application. SAP Business Workflow separates the organizational aspects of the control logic from the application logic.
Example for the SAP workflow ”Engineering Change Management” SAP is providing the workflow. The customer has to build the organizational plan. The customer has to define the possible agents for each task. Story: Build a car with side impact airbag. The SAP provided workflow for engineering change management consists of two workflows, which are synchronized by events. The workflow would consist of a feasibility phase to determine if adding passenger airbags to the existing offer of driver airbags could be done from both a technical and economical perspective. Involving the various departments in the process, if approved then a formal change request would be issued to the engineering departments for the manufacturing change. At the completion of the engineering change the Quality Assurance group would be notified to ensure safety standards are tested before releasing the new product to the market place.
You can structure your organizational plan by three categories: departments geographical regions business processes You have three options to support your workflows with the SAP organizational plan First: There is only one chart for the whole company. All workflows have to be connected with positions from this structure. This option would not have any specialty structures just for workflow. Second: The HR department is maintaining the general structure for all employees in the company. For each business process, there is a little structure to support workflow. Third: There is no general structure for all employees (yet). To support the workflows, there will be one small structure for each process.
The SAP Workflow system knows about one active organizational plan. This plan reflects the current organization for the whole company or those users, who are working with that business process. The SAP Workflow system uses the organizational plan to route work items to the correct recipient. You can use the organizational plan of the Human Resource application of SAP to maintain your organizational plan, as it is important for this process. The ongoing maintenance in your productive environment will be minimized, if you use this organizational plan.
Using Simple Maintenance to create organizational units, jobs, positions, and tasks eliminates all but the most essential details. Simple Maintenance knows which relationships are most commonly required, and generates these relationships automatically when you create an object. Create most of the object and relationships of your organizational structure using Simple Maintenance. Detail Maintenance is best used to perform maintenance functions on individual objects, especially, it is an effective means to update a particular object's infotypes. With Simple Maintenance you can: establish and maintain the basic details required for an organizational plan establish and maintain a reporting structure (chain of command) that exists among the positions in an organizational plan establish and maintain cost center assignments, as well as default settings for cost centers In order to minimize procedures, some HR functionality is unavailable. For example, you cannot create and maintain work centers. All objects you create with simple maintenance automatically receive active status.
This method allows you to rapidly put together a basic framework for organizational plans, using streamlined procedures such as drag and drop and the selection of icons. Work is carried out through one main window, with 3 main functions. Each function handling a different set of maintenance activities. The Create Organizational Unit icon allows you to build up and maintain the organizational structure for your organizational plan. The Create Position icon allows you to begin to define the fundamental staffing details required for an organizational plan. The Tasks function allows you to create, maintain and view task profiles for jobs, positions, organizational units and users. Simple Maintenance is available to all SAP HR PD (Personnel Development) users. Because the Simple Maintenance tool serves two communities of users, workflow and human resources, it is possible to work with the tool using one of two &quot;views.&quot; The Organization and Staffing (Workflow) view gives users access to all functions that pertain to workflow. The Organization and Staffing view confines access to those areas concerning human resources.
For PD users, Simple Maintenance is best used when you first begin organizational plan development, to establish the basic framework. The above diagram illustrates that the first step in Simple Maintenance is to create a root organizational unit. Once one organizational unit has been created, create the appropriate organizational units below it. Organizational units may be created in any subsequent order but must exist before creating the related positions. Jobs may exist in the job index or may be created after an organizational unit and the related positions exist in the model. Jobs are created after appropriate positions are created in the model. From jobs and positions, tasks are assigned. Holders, are assigned to positions, not to jobs.
For PD users, Simple Maintenance is best used when you first begin organizational plan development, to establish the basic framework. The above diagram illustrates that the first step in Simple Maintenance is to create a root organizational unit. Once one organizational unit has been created, create the appropriate organizational units below it. Organizational units and jobs may be created in any subsequent order but must exist before creating the related positions. Jobs may exist in the job index or may be created after an organizational unit exists in the model. Positions are created after the appropriate job(s) are created in the job index. From jobs and positions, tasks are assigned. Holders, are assigned to positions, not to jobs.
The Search Area: Use matchcode and other selections to locate objects such as Organizational Units, Persons, Jobs, Positions, Tasks and Users. The Selection Area: From the results obtained from a search, select an object to be used in the Overview and/or Detail areas. The Overview Area: View the Organizational Unit Hierarchy or Staffing assignments of an Organizational Unit. The Detail Area: Maintain object characteristics and attributes. The meaning of the different icons you find beneath icon ‘ICON legend’
Search via matchcode or by relationships to other objects. Example: Search for 'Manager' positions directly related to the 'Treasury' organizational unit. Save your search variants as Favorites.
Use the results in your search to maintain objects or assign then to other objects via 'drag and drop'. Define columns to show/ hide additional details.
Display organizational units in their tree structure and 'double-click' them to bring them into the Detail Area for maintaining. Create new objects within a structure or individually. View as a list to display staffing assignments to an organizational unit. Define columns to show/ hide additional details. Drag objects from the Selection Area to assign new positions, persons or users to a staffing plan.
Different attributes, relationships and characteristics of objects are grouped behind different tab-strips in the Detail Area. Maintain directly or use drag and drop from objects in the Selection Area. View detail for multiple period data within the editing period. Data can be 'Un-Done' until committed by pressing 'SAVE' or maintaining another object.
Icons will be present if functionality is possible. Undo is not permitted once data is committed to the database.
A task can be linked to one or more jobs. A position inherits the job's tasks, but can also have additional tasks related to duties performed specifically by that position. Jobs are not designed to be held by employees. Positions are held by individuals in your company. If jobs must be performed by more than one person, then multiple positions could be created to fulfill this requirement. One position may also be shared by several employees each working less than full time. For example, two employees can hold 60% and 40% of one position, but workflow does not take this into account.
When you create positions in the Organization and Staffing window, you also automatically create the relationships records that link positions with organizational units. However, the relationship validity dates are restricted to the organizational unit's validity dates. Multiple positions may be created at one time. The same position name will be used for all positions created in this process. You can designate position(s) as the leader(s) of an organizational unit. This position will then have the ” CHIEF ” flag. Note: Jobs may be created from the Create positions dialog box. Note: The validity period has a big impact on workflow.
You will see TASK ASSIGNMENT twice. The first refers to the organizational structure, the second to the position. It is a fundamental PD concept that all positions must be associated with a job. This enables the position to inherit attributes from the job, which in turn saves data entry time. Once a job has been established, positions related to that job may be created. Unlike jobs, positions are directly assigned to organizational units.
When you assign holders to positions, you are actually creating relationship infotype records. Either persons or users may occupy positions. Information on the person objects are maintained in the Master Data module of Personnel Administration. Persons are employees of the organization. The SAP system can send a work item to a person, if this person has a user ID assigned to it within the SAP Human Resource application. In contrast, users of the system are not necessarily employees. Users of the system are individuals who have authorization to access the SAP R/3 system. These individuals may hold positions and may or may not be employees.
You have to tell the workflow system who are the possible agents of each task. Only if a user is defined as a possible agent of a task, then s/he will be allowed to work with the corresponding work item during run-time. In this diagram you will see all the basic options you have to establish the connection, when you choose to use the organizational plan for these definitions. You have two other options to define the possible agent for a task: General task means that all users are automatically possible agents of this task. Fixed assignments of task to special users. (This last solution is nice for a quick test, but it could produce a maintenance overhead.) The illustrated task profile: Task 1: user-1 Task 2: user-1, user-2 Task 3: user-1, user-2, user-3, user-4 Task 4: user-1, user-3, user-4 Task 5: user-2 Task 6: user-3, user-4
06 1 organizational structure
Organizational Structure <ul><li>Contents: </li></ul><ul><li>Organizational Management </li></ul><ul><li>HR Set Up </li></ul><ul><li>Simple Maintenance </li></ul><ul><li>Positions </li></ul>
Organizational Structure: Unit Objectives <ul><li>At the conclusion of this unit, you will be able to: </li></ul><ul><li>Set up an Organization Plan </li></ul><ul><li>Connect the Organization Plan to a workflow </li></ul>
Organizational Structure: Business Scenario <ul><li>You have explored the functionality of a SAP workflow </li></ul><ul><li>You must look for options on how to relate each step to your organization </li></ul><ul><li>HR has created a current organizational structure of your company </li></ul><ul><li>You must build the connection from this organizational structure to your workflow </li></ul>
Organizational Plan <ul><li>Newspaper Example for SAP HR Terminology </li></ul>Smith consulting company has 3 openings for SAP-FI consultants with AR exp. in - Credit Management - Cash Application Anchorage Times, Job Market Task -List - Credit Management - Cash Application - Invoice Verification - ... “ Job ” “ Positions” to be filled Skill-Set Activities Smith Consulting Company Sales department in Hawaii FI department in Anchorage Supervisor position Holder: Heinz AR consultant position one AR consultant position two AR consultant position three AR- job
Integration of Organizational Management <ul><li>Integration of organizational management </li></ul><ul><ul><li>Task distribution according to responsibility : Linking tasks with possible agents on description level oriented to “jobs” </li></ul></ul><ul><ul><li>Dynamic task distribution at runtime : Determination of recipients based on information from the context of the workflow and the objects processed </li></ul></ul><ul><ul><li>Active determination of the “correct” recipients and providing them with the information required </li></ul></ul><ul><li>High degree of transparency of business processes and their responsibilities </li></ul>
Example for an Organizational Chart company structure FI-department AP-unit positions AR-unit positions Controlling department District A positions District B positions … .. Special Unit for the Purchase requisition Business Process Position for Controller of Plant B Position for Controller of Plant A Special Unit for the Accounts Payable Business Process Position for Approver in company I Position for Approver in company II
Use of Organizational Management Group <ul><li>Workflow refers to the current organization </li></ul><ul><li>Automatic routing adjustments are made for employee changes or reassignments </li></ul><ul><li>High flexibility with regard to organizational changes </li></ul>Illness Special Tasks New Vacation Retired
Essential HR Set Up for Workflow <ul><li>In Organizational Management, Simple Maintenance enables you to quickly create your initial organizational plan: </li></ul>User Position Org. Unit <ul><li>Create only the basic objects and their relationships </li></ul>
Features of Simple Maintenance 3 main functions Views Organization and Staffing (Workflow) SAP Business Workflow users Organization and Staffing (Workflow) Create Create Organizational Unit Create Position Tasks Tasks Organization and Staffing Human resource users
Creating an Organizational Plan in Simple Maintenance (Release 4.6C) Tasks: Word Processing, Scheduling Meetings, Answering Phones February February 1, 1996 Mr. Bob Simmons General Tech Incorporated Los Angeles, CA 56167 Dear Mr. Simmons: We have recently scheduled a training meeting to develop course material for next year. Please compile a list of possible topics by February 15th. I will be creating a priority listing for these Step 1 : Create the root organizational unit Step 3 : Create positions Administrative Assistant Step 4 : Create jobs Administrative Assistant, Sales Mexico Step 6 : Assign holders Step 5 : Assign tasks Manufacturing Mexico Sales Region Executive Board Step 2 : Create additional organizational units Lisa Thompson
Creating an Organizational Plan in Simple Maintenance (earlier release) Tasks: Word Processing, Scheduling Meetings, Answering Phones February February 1, 1996 Mr. Bob Simmons General Tech Incorporated Los Angeles, CA 56167 Dear Mr. Simmons: We have recently scheduled a training meeting to develop course material for next year. Please compile a list of possible topics by February 15th. I will be creating a priority listing for these Step 1 : Create the root organizational unit Step 3 : Create jobs Administrative Assistant Step 4 : Create positions Administrative Assistant, Sales Mexico Step 6 : Assign holders Step 5 : Assign tasks Manufacturing Mexico Sales Region Executive Board Step 2 : Create additional organizational units Lisa Thompson
Navigation Overview Search Area Locate objects Selection Area Select objects Detail Area Display / maintain object characteristics Overview Area Display / maintain object environment (structures) Menu : Settings and commands
Search Area Use the search area to locate objects. Search also via relationships with other objects and store results as ‘favorite’ variants. Look for objects
Selection Area Results of search appear here for selection. Double-click desired object to bring it into Overview Area. Results
Overview Area See overview in either list mode or as a tree structure. Double-click to reach further object characteristics in Detail Area. In the Overview area you can switch between the oganizational structure and the staffing plan of one organizational unit. See the “big picture”
Detail Area Characteristics of the object in Overview Area can be maintained here. Tab strips identify and group similar data. Basic Data
Undo Undo changes by choosing Redo changes by choosing Changes made in the Organization and Staffing Interface can be UN-DONE and RE-DONE provided the work has not yet been saved.
Positions Job: Supervisor Position: Supervisor - West Region Position: Supervisor - East Region Position: Supervisor - Europe Task: Approve Vacation Request <ul><li>Positions are specific to your organization. </li></ul><ul><li>Multiple positions may perform similar job tasks. </li></ul><ul><li>Each position typically represents one employee, but may be partially filled by more than one. </li></ul>
Release 4.6B: Creating a Position (1) ICON ‚Go to‘ Choose ‚Staff assignments‘ (structure)
Release 4.6B: Creating a New Position (2) Choose ‚Create‘ and from the popup ‚choose link‘ double click the line ‚Incorporates Position‘ --> create the new position
Release 4.6B: Creating a New Job (1) Select Task assignment (second choice)
Release 4.6B: Creating a Job (2) Choose ‚Create‘ and from the popup ‚choose link‘ double click the line ‚Is described by Job‘ --> create the new job
Task Profile Job for secretary user-1 user-3 user-2 Organizational unit: FI department Manager-Job Position: FI dept. head Position: FI administrator-1 Position: secretary user-4 Position: FI administrator-2 Job for FI- clerk Task: 4 Tasks:4, 6 Tasks:2, 5 Task: 3 Tasks:1, 2
Organizational Structure: Unit Summary <ul><li>Integration of organizational Management into SAP Business Workflow </li></ul><ul><li>Transparency of business processes and their responsibilities </li></ul><ul><li>Dynamic task distribution at runtime </li></ul><ul><li>High flexibility with regard to organizational changes </li></ul>
SAP Workflow Course PwC Consulting TM refers to the management consulting services businesses of the member firms of the worldwide PricewaterhouseCoopers organisation. 2001 PricewaterhouseCoopers. All rights reserved.
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