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Blue print

  1. WELCOME SAP Business Blue print Documentation SAP - Human Resources Module Client -
  2. Introduction – CLIENT  ------------was established in 1963, with two Business operation Clay and Starch  Our client has three unit in which one for Clay business located at Trivandrum, has capacity to produce different grade and high refined Clay of 190,000 metric tons per annum This unit has been certified with ISO -9002:2000.  The other two unit is meant for Starch business and one located at Yamuna nagar and other at Pondicherry. The division is been certified with ISO:9002 Certification.
  3. Business Blue Print Phase  Workshop was held by involving the Core team Members of Client – Focus United and implementation team of our Company and also there were several workshop was held between the key user of both the company and based on that various business scenarios has documented and will be configured in SAP  The objective for Business Blue print document is to 1) Identify the process with the help of core team members 2) Process being followed by the Client i.e. (AS – IS). 3) The Process should be carried out by the Client in SAP System i.e (To – BE)  The Purpose of this report is to confirm the understanding of these business scenarios, which will form the basis for system specifications.
  4. Business Blue Print Phase  The activities will be performed on following below approach: Section I - Organization Management Section II - Personnel Administration Section 111- Time Management Section IV - Personnel Development Section V - Payroll Section VI - Gaps Analysis
  5. Organization Management OM Org.unit Job Position Cost Center Task
  6. Organization Management  The different elements of organization structure maintained by SAP are:  Organization Unit  Jobs  Position  Cost Centers  Person  Tasks  Present Process (AS – IS)  Proposed (TO - BE)
  7. Organization Management  Present Process (AS – IS)  The different elements of Organization structure of CLIENT FOCUS UNITED are:Organization Unit: Operations, Marketing, Commercial etc.Jobs: VP, Manager etc.Position: VP – Works, DGM – Works, General Manager – Marketing etc.Person: Mr.M.M.George, Mr.Varkiachan Pettah, Mr.R.Ashokekumar, Mr.D. Tiwari etcCost centerTasks  Proposed (TO - BE)  The different elements of Organization structure: - Organizational Unit, Jobs, Positions, Cost Centers, Tasks at CLIENT FOCUS UNITED will be mapped in SAP system.  New/Vacant positions will be maintained in the system.
  8. Personnel Administration (PA) Personnel Administration Enterprise Structure Personnel Structure Organization Structure Personnel Area Personnel Sub - Area Employee Group Employee Sub - Group Payroll Area
  9. Personnel Administration (PA)  The Business Blue Print document covers the structures and processes related to personnel administration in CLIENT FOCUS UNITED The HR department of CLIENT FOCUS UNITED undertakes these activities and performs the HR activities like at Specific location) Hiring, Resignation, and Separation for the employees of all the entities up to the level of Asst. Manager (MMA Grade), and aids Corp. HR in performing these for Managers (SMB) and above. All Promotion cases are referred to Corporate, and decision taken in consultation with Corp. HR and ED/Chairman .  HR structures in PA at Client Focus United - The various structure to be implemented in the SAP - HR module  Enterprise Structure- Personnel Areas, Personnel Sub-areas  Personnel Structure- Employee Group, Employee Subgroup and Payroll Area.  Organization Structure- Representation of the organization chart of the company.
  10. Enterprise Structure- Personnel Areas, Personnel Sub-areas.  Personnel Areas: The personnel area is an organizational unit that represents a specific area of the enterprise and could be organized according to aspects of Physical Location, Legal status, Time Management and Payroll. A Personnel Area is assigned to a Company Code.  Personnel Sub Areas: Personnel sub-areas represent a further subdivision of the personnel area. The principal organizational aspects of human resources are controlled at this level, namely the pay scale and wage type structures and the planning of work schedules.
  11. Enterprise Structure- Personnel Areas, Personnel Sub-areas. Company Code Company Text Personnel Area Code Personnel Area Text Personnel Sub Area Code Personnel Sub Area Text
  12. Personnel Structure -- Employee Groups --Employee Subgroups -- Payroll Area.  At CLIENT FOCUS UNITED, the employee groups will be based on Cadres – Staff, Officers, Workers  At CLIENT FOCUS UNITED, grades within a cadre will be used as employee subgroups.  SAP provides standard employee status for reference in the system such as Inactive and Active.
  13. Process in Personnel Administration  Maintaining Personnel Data  Process of Hiring  Process of Probation  Process of Extension of Traineeship  Process of Extension of Probation  Process of Confirmation  Process of Relocation/Transfer  Process of Promotion  Process of Performance Appraisal  Process of Disciplinary Action  Process of Change in Pay  Process of Demotion  Process of Suspension  Process of Separation  Process of Training
  14. S l . N o Process of Personnel Administration Process (AS - IS) Process ( TO - BE) 1 Maintaining Personnel Data Individual Personnel File needs to be referred whenever any HR activities is performed All data are stored in logically grouped records, called infotypes.Here it will be maintained by SAP HR key user 2 Process of Hiring After the Recruitment & selection, Emp.code is assigned and all the data are maintained in the base location Hiring action will run the sequence of info type for entering the appropriate data 3 Process of Probation the process has to keep record on different aspects, the different level of cadre, changes to made in Salary or designation Monitoring of task (Info type 0019)will capture the date of end of traineeship period and changes will automatically happen -like ESG, pay section. 4 Process of Extension of Traineeship Trainee undergoes training in the organization. If the trainee is unable to complete the training successfully the training is extended. Extension of Traineeship is run. The date on which traineeship is extended is recorded. Monitoring of tasks will capture the date of end of extension period. Process in Personnel Administration
  15. Process in Personnel Administration Process of Extension of Probation At the end of the probation period, the probationary’s performance is evaluated. If the probationary’s performance is not satisfactory the probation period is extended. The date On which probation action needs to be run is recorded. Monitoring of tasks will capture the end of probation period. At the end of the probation period, if the probationary’s performance is not satisfactory, the probation period is extended. Evaluation of probationary’s performance will be done outside the system. Process of Confirmation Tracking of employee’s confirmation date is manual, HR dept extend the probation, if they do not receive any confirmation from HOD Reminder can be set by using Infotype(0019), after getting approval from HOD, HR runs the confirmation action Process of Relocation/Transfer Re-location transfer is done based on the seniority, no tracking on the levels Relocation/ Transfer action will be run. Change of addresses, pay, employee group, employee subgroup will be maintained by an authorised user in the system. Process of Promotion Promotion of workers will normally be effected from the next wage period following the date on which the vacancy arises and the promotion process will be completed within a period of 45 days subject to the following meeting predefined eligibility norms. Promotion of Staff and Officers- Annual Appraisal format will be sent to Unit HR by Corp.HR and same will be submit to HOD and 90" appraisal Promotion action may be run at the location except officers. For officers, such action shall run at corporate depending on authorisation. In SAP, employee records will be available in standard form and change in organizational assignment, pay, employee group, employee sub group will be maintained in SAP. Process of Performance Appraisal
  16. Process of Disciplinary Action Memo - if require Disciplinary action may or may not be imposed. The Disciplinary action will be configured in SAP, through which, reason for taking disciplinary action can be identified, change in pay can be effected and notes can be maintained in employee file (infotype) pertaining to the current status/activities Process of Change in Pay Change of pay is done - confirmation, promotion..etc. Decision are made by Corp.HR and changes on payroll (Trivandrum) Recommendation made by the HOD/GM/VP and changes made with consultation of Corp.HR (Starch unit and marketing Division) The change in pay for an employee will be effected through Change in Pay action by recording the new salary components or new value of salary components. Process of Demotion Based on the poor performance of Employee changes will made in payroll, grades or cadre Change in employee subgroup, cost centre, organization unit will be maintained in the system by authorized employee. Process of Suspension Based on the proceedings of Disciplinary action Suspension action will be maintained in the system. SAP will maintain the data Process of Separation Discharge / Dismissal / Retrenchment as per the approved Standing Order at Trivandrum location. And starch Unit locations and Marketing offices - Receive resignation letter - from HOD… Discharge/Dismissal/Retrenchment/Retirement/RESIGNATION will be identified as reason for running separation action. The outcome of Notices, approval of notice, domestic enquiry will be input in SAP. Process of Training Training calendar is maintained to track, monitor functional, technical, general training of employees. Training action will be used to maintain training history of employees.
  17. Section – III - Time Managemnt Time Management Daily Work Schedule Periodic Work Schedule Work schedule Rules Personnel work rule
  18. Section – III - Time Managemnt
  19. Time Management  Daily Work Schedules (DWS): These are the smallest units of the work schedule. Daily work schedules contain the authorised working times and break times for a particular day. These times include fixed working times, flexitime, as well as daily work schedules for days OFF.  Period Work Schedules (PWS): Each working time model contains a combination of both working days and days off (for example, Monday to Thursday = Normal work; Saturday = Half day and Sunday = Off day). This pattern of working and non- working days repeats itself within a certain period of time (one week, for example), or repeats as rotating shifts within a particular number of weeks. This sequence of daily work schedules for particular working days and daily work schedules for days off is determined in the Period Work Schedules.
  20. Time Management  Work Schedule Rules: A period work schedule is assigned in the Work Schedule Rules. It is also assigned to a public holiday calendar so that it can be applied to a specific calendar month. Work Schedules are generated from the system by applying the work schedule rule to a calendar. The working times defined for employee groupings and individual employees are based on these work schedules.  Personal Work Schedules: There are created for each employee when you include individual time data in a work schedule meant for several employees in the time Infotypes Absences (2001), Attendance (2002), Substitutions (2003) and so on.
  21. Time Management  Public holidays Definitions for public holidays: Calculation rule for date, religious denomination etc.  Public holiday calendar Any composition of public holiday rules Time Management – Proposed (To – BE)  Absence quotas/Leave Entitlements will be maintained which will be used to track employee leaves e.g. Casual Leave, Sick Leave, Privilege leave, Maternity Leave.  Representative Daily Work Schedules, Period Work Schedule and Public Holiday Calendar will be maintained.  Overtime Hours would be uploaded into SAP system by Time Office/HR administrator on daily or monthly basis.
  22. Section V - Payroll  Payroll is used to calculate the remuneration for work done for an employee. Payroll does not just involve the calculation of remuneration, but consists of a variety of processes that are becoming increasingly important due to the employer’s increased responsibility to supply benefits and medical welfare. This document covers the processes related to Payroll & Claims in CLIENT FOCUS UNITED. The document shall explain the Payroll processes.  PROPOSED PROCESS (AS-IS)  In SAP, the payroll program is run at a specific point in time, not only to calculate an employee’s basic remuneration but also any special payments, overtime payments or bonuses that must be effected for the period in question. Before the cut off date all required final component will be updated in the SAP by an authorized user.  Wage types like Overtime Allowance, Risk allowance, Production Incentive which are based on variable number of hours or production will be included under Infotype 0015.
  23. Employee Master Data Employee joins the Organisation Employee Particulars are Updated Release Payroll (Lock the Master Data from Rectification) Start Payroll Payroll Processing Check Payroll Results Errors/ Inaccuracies/ Inconsistencies ? Release for Correction Correct the Payroll Related Master Data YES EXIT PAYROLL NO Payroll Reports Bank Transfer Print Payslips Simulation of Posting Run Simulation Run OK? YES Actual Posting to Accounts Simulated Payroll Run Simulation Run OK? YES NO - Make Necessary Corrections Print Payslips of the Simulated run for Verification
  24. Payroll Structure – Pay Scale Type and Pay scale Area  Pay Scale Type can be single Pay Scale Type or multiple based on divisions, layers of Management. Pay scale type can also be mapped to the job responsibilities which mark a major difference in the pay scales of the employees. For our client this will be defined based on the on groups cadre of employees  The Pay Scale area can capture that the employees are differently paid in the same organisation if they are widely separated into different regions. For our client this will based on the geographical location
  25. Pay Scale - Pay scale level and Payroll Period – Payroll Accounting area  Pay scale groups and pay scale levels are the criteria used to classify data to describe the scales in the Organisation. Pay scale levels are subdivisions of pay scale groups. Pay scale groups and levels can be defined per pay scale type, pay scale area.  Payroll period is the name given to the interval for which Payroll runs such as weekly or monthly. The Payroll period is specified by an interval from a start date to an end date.The Payroll Period at Trivandrum, Pondichery, Mumbai, Yamunanagar, Delhi Marketing, AND CORPORATE is monthly.  Payroll area is defined by a group of employees for whom payroll should be run together, and at the same time. Payroll can be run separately for different employee groups, using different payroll areas. However, employees who belong to different company codes can be grouped in the same payroll area.
  26. Wage Type Structures and Groups  The Salary heads are represented by wage types. A wage type can represent a payment or a deduction. Wage types are divided in two main groups:  Primary Wage Types also referred to as dialog wage types because users can enter them into Infotypes.  Secondary Wage Types are generated by the system during Payroll  SAP uses the wage type group concept to group wage types that have similar characteristics with regards payroll accounting. Example wage type groups: 0008 - Basic Pay 0014 - Recurring payments /deductions 0015 - Additional Payments
  27. Over All processing - Payroll Process. No. Process Description SAP Functionality Remark 1 Final Input information is entered in the SAP. This data will be maintained or uploaded into SAP prior to the Payroll Run Data will be uploaded into SAP in Additional Payments infotype (0015) 2 Finalization of payroll data (activity 2) Any changes in the master data of employees are recorded in the PA module and are integrated with Payroll. Other wage types will be entered in infotype 0014 (Recurring payments) or 0015 (Additional Payments). Leave data will be picked up from the leave infotype (2001). 3 Release Payroll Release Payroll is performed in Sap to lock the records of employees for whom payroll is to be run 4 Run Payroll Run payroll in SAP 5 Release for correction In case of any errors in payroll, this has to be performed and then the corrections made in SAP 6 Run final payroll Run final payroll 7 Payslip Printing Run Remuneration Program for printing payslip