Organizational Management-SAP HR

Organizational Management and
Integration
Presented by – Divyasri G

The most important adage and the only adage is, the customer comes first, whatever the
business, the customer comes first -Kerry Stokes

OVERVIEW OF THE TOPICS
COVERED

Aim
• To understand the process flow
for the Sub Module
‘Organizational Management’
and map the business scenarios
as per the Client’s Requirement.

Benefits
• Maintenance of the organizational structure,
Forecast of Manpower requirements,
Realigning responsibilities, Introducing New
jobs.
• Streamlining Business processes and
maintaining reports timely and accurately.
• Maintenance of Master data for the client.
• Maintenance of reports like Organizational
Plan, Hierarchical Structures in the
organization , Employee’s position and
placement in the company .

SAP Applications Required
• SAP Enhancement package 4 for SAP ERP
6.0 and above.

Target Audience
• SAP Functional Consultants
• Process Owners
• Senior Managers

ORGANIZATIONAL
MANAGEMENT
Introduction, Configuration and Reports

WHAT IS ORGANIZATIONAL
MANAGEMENT?
Organizational Management is a sub
Module of SAP HCM which enables the
organization to
• Depict the organizational and reporting
Structure and the current Organizational
plan
• Analyze the current Organizational plan
• Create additional organizational plan
• Create effective workflow management

ORGANIZATIONAL PLAN

Organizational plan depicts the functional,
organizational and reporting structure
between the positions in an enterprise.

Structure
An organizational plan is made up of several
separate hierarchies and catalogs that are
related to one another.

The following are the hierarchies and catalogs
(elements)

• An Organizational Structure
• Staff Assignments
• Reporting Structure
• A job Index
• A work center plan
• A task catalog

AN OVERVIEW OF AN ORGANIZATIONAL PLAN IN
AN ENTERPRISE

ORGANIZATIONAL OBJECTS
Objects are used to create an organizational plan.
The following are the objects used in an
organizational plan.

Organizational unit (O)
Position (S)
Job(C)
Person (P)
Cost Center (K)
Task(T)
Work Center(A)

CHARACTERISTICS OF AN OBJECT

An Object comprises of

• A short and long description
• An 8 digit ID number
• A relationship which defines the link
between the object and other object
• Specific object characteristics
• A validity period and a time constraint
• A status indicator

RELATIONSHIPS

Relationship between two objects creates a hierarchy
and that depicts the enterprise’s Organizational
Structure.

A relationship between two objects can be
•Hierarchical
•Lateral
•Unilateral

INFOTYPES USED IN ORGANIZATIONAL
MANAGEMENT
Other than relationships defined to an object, we also maintain
the object characteristics and information in Info types

• The Infotypes in organizational Management start from
1000 and have the range 1000-1999.

There are a list of Infotypes maintained for each
object.

i.e. For the object Organizational Unit the info types
maintained are

5.Object (1000)
6.Relationship (1001)
7.Description (1002)
8.Account Assignment (1008) and Various Other
Infotypes
The following Table has the list of Info types that
maintained for each object.

PLANNING TOOLS
In order to have an effective Organizational Management Component in
the enterprise, we use the following Planning tools.

•Status – Streamlining our planning process using the statuses active,
planned, submitted, approved, rejected.
•Plan Versions – In order to not affect the active plan version, we can
maintain different plan version to plan and evaluate possible
organizational changes.
•Validity Dates – Validity dates are defined to maintain the life span of an
object.
•Time Constraints – Time constraints are used by the system to protect
the various attributes and characteristics of Info types, Subtypes and
Relationships.
• Aspects – To filter out the type of the objects that can be maintained
and the type of info types that can be maintained for each object we use
aspects.

OBJECT STATUS MAINTAINED
Status of an object in Organizational management identifies the current
standing of an object.

There are five statuses in organizational management for an Object which are
maintained in an info type.

A status must be assigned to every object. Usually all objects are assigned
the status Active by default in organizational management.

Applying status to objects and infotype records in Organizational Management,
depends on the method you use to maintain an organizational plan.

Status attributes:

Active: Indicates that an object is currently operable. We have unrestricted
activities i.e. we can create, change, display, delimit, delete and list when using
active objects.
Planned: Indicates that an object is proposed or anticipated, but not currently
operable. We can create, change, display, delimit, delete and list when using
planned objects.
Submitted: Indicates that an object has been submitted for review and subsequent
approval/rejection. We cannot create objects with submitted status. Nor can we
make changes.
Approved: Indicates that an object, previously submitted for review, is accepted or
authorized. By changing the status to active, we can edit the object (create, change,
display, delimit, delete and list).
Rejected: Indicates that an object is rejected or turned down. We can only display
objects with rejected status. However, We can change the status to planned so that
you can work with the object again.

PLAN VERSIONS
Path Description
Easy Access IMG Personnel Management  Global Settings in Personnel
Menu Management Plan Version Maintenance  Maintain Plan
Versions
Transaction SM30  T778P
Code

Path Description
Menu Management Plan Version Maintenance  Set Active Plan
Version
Transaction SM30  T77S0SC
Code

MAINTAINING NUMBER RANGES
Path Description
Menu Management Plan Version Maintenance  Maintain Plan
Versions
Transaction SM30  T778P
Code

STRUCTURES IN OM

An organization consists of Organizational units,
Positions, Persons, Etc. Creation Of these
structures are not restricted to only certain
requirements. The objects and the relationships
are used by the Structure in a certain way defined
by Evaluation Path.

Using Objects, Relationships, and evaluation paths
we can create a lot of structures.

EVALUATION PATH
TCODE – OOAW

An evaluation path allows you to focus inquiries/reports on
objects which are affected by certain relationships.
We can select an Evaluation Path and maintain its properties
or create an evaluation path starting with Z.
E.g. : Evaluation Path - PLSTE (Position overview along
organizational structure)
Position overview along organizational structure
This evaluation path provides an overview of position
assignments. It uses an organizational unit as its starting
point, and reads the underlying structure. Relationships
between positions are taken into account.

P.S. The important structures required for Reporting are
given later.

INTERFACES USED TO CREATE ORGANIZATIONAL
STRUCTURE

There are three methods which could be used
creating the organizational Structure.

They are
•Organization and Staffing Mode
•Expert Mode
•Simple Maintenance

ORGANIZATIONAL AND STAFFING
MODE
The Organizational and staffing mode presents you
with a compact view of the organizational plan .
Through this interface we can

3. Search
4. Select
5. Display/Modify Structures
6. Display/Modify Objects

Area Quadrant Purpose
Search Area Left-top We can search for individual
organizational objects according to
search functions. The results of these
search functions are displayed in the
selection area
Selection Area Left-Bottom We can expand or contract structures
and select an object in the selection area
by double-clicking it.

Overview Area Right-Top We can see different structures of the
selected object in the overview area and
select any displayed object to see its
details in Detail Area

Detail Area Right-Bottom This area displays information on the
object selected in the Overview area.
This information can be edited and
saved.

SEARCH OVERVIEW

SELECTION DESCRIPTION

STRUCTURE CREATION UNDER ORGANIZATIONAL AND
STAFFING MODE

Path Description
Easy Access User menu  Human Resources  Organizational
Menu Management Organizational Plan  Organization and
Staffing  Create
Transaction PPOCE
Code

The above path/Transaction allows you to create a
new root Organizational unit. In the transaction
PPOCE, we create the root Organizational unit and to
create the subordinate units we use the Transaction
Code PPOME

Creating the Root
Org Unit

Path Description
Menu Management Organizational Plan  Organization and
Staffing  Maintain
Transaction PPOME
Code

The transaction PPOME is used in the
organization and staffing mode to modify/add
additional Organizational units or Positions to
the existing root organizational unit.
The transaction PPOSE is used in the staffing
mode to display the organizational units and
structure.

When we select the organizational unit and
select create, the system would ask whether we
want to create an Organizational Unit or A
Position

Based on the object to be created, we select the
type of relationship .

E.g. The previous slide consists of a screen shot with the
Organizational units created under the Root Organizational Unit
‘DS Enterprise Pvt Ltd’.

For the root Unit, We are creating a Position ‘MD’. For the same we
select the Org. Unit ‘DS Ent’ and Select create. The System would ask
us what object is to be created as shown in the next slide.

Here We create the position and Assign the chief
position to it.
The Next slide gives us the various positions created
under the departments Production, Operations and
HR.

Departments and
Positions Created for
the Org. Unit
Visakhapatnam
Location

TASK ASSIGNMENT

For human resources purposes, tasks are individual
duties, responsibilities, or assignments that
employees are required to perform, for example,
answer phones or design publications.
You can use tasks for the following:
To describe jobs and positions
Job and position description is done by creating
and maintaining tasks, and creating relationships
between the tasks, and jobs and positions, using
the Relationship infotype (1001).

Select the object
you want to assign
the task and select
Create

When We select create, the system asks us which
type of relationship needs to be created. Here we
select the Relationship B007 ( is described by)
which assigns the task to the Object.

After selecting the relationship, the system
assigns a task(New Task) to the object (here
Position Holder).

Here we select the Task and right click and select Assign

When We select assign, the system would ask
us to select the type of task we want to assign
to the person. Here the system is asking us to
select between Standard task (TS) and
Customized tasks(T)

In the choose relationships window, if we select Standard
tasks, the system will give us a list of options from where
we can choose the task that suits our requirement.

In the choose relationships window, if we select Tasks, the system
will give us a list of options from where we can choose the task that
suits our requirement

We have Assigned the Task Personnel Management under tasks. Personnel task
has a task catalog which is assigned to the Person (Here G Divya-MD). The
description area gives us the details about the type of the task and the various
characteristics of each sub task in the task catalog.

STRUCTURE CREATION UNDER EXPERT
MODE
Path Description
Menu Management Expert Mode

In the menu, under the expert mode option, we have the following list of
options to create the required object and the relationship for each of the
object

TCODE OBJECT CREATED/MAINTAINED
PO10 Organizational Unit
PO03 Job
PO13 Position
PO01 Work Center
PFCT/PO14 Task Catalog
PP01 General

CREATING/MAINTAINING AN ORGANIZATIONAL
UNIT
TCODE - PO10

In the previous slide when we select object and select create, the system opens
the following screen

In the above screen , we give the details of the object i.e. Planning Status (by
default selected as Active), Validity of the object and other attributes like
Abbreviation, Name.( Here We have created An org. Unit ‘DS Ent’ )

Once all the details are given, we save the entries. Once saved the System
would automatically take us to the Essential Relationships Screen.

For this Example, the root Org. Unit is “DS Ent”. We do not make any entries and
exit. Here we do not assign any entries as the subordinate organizational unit are
yet to be created and the subsequent positions if any.

In the previous slide, we did not create any relationship. However, when we create
Sub Unit for the root org. unit ‘DS Ent’, in the relationship tab, the system asks us
which relationship do we choose for the Org. Unit Visakhapatnam in order to be
assigned to the ‘DS Ent’. Here we select the appropriate Relationship applicable.

For the Root Org. Unit “DS Ent” , We create the following Sub Units Visakhapatnam,
Hyderabad and the departments Production, Operations and HR for each Sub Unit.
Shown in the following slides are the relationships created between the Root Org.
Unit DS Ent and the various Sub Org. Units,

Org. Unit (Location)
Visakhapatnam created
as a sub unit for the
Root Org. Unit

Org. Unit (Location)
Visakhapatnam
created as a sub unit
for the Root Org. Unit

For the Root Org. Unit we have
created a position MD using the
Transaction PO13
(create/maintain Position)

Here we are defining that
the Root Org. Unit is
managed by The position
MD.

For Each Sub Unit created as per the location, We Have defined the
departments as follows

The Location Hyderabad has The Location Visakhapatnam
Three Departments has Three Departments
2.Production 2.Production1
3.Operations 3.Operations1
4.HR 4.HR1

Shown in the next slides are the relationships and the Departments
created for each location.

Departments created for The location Visakhapatnam

CREATING/MAINTAINING
POSITION
TCODE – PO13


Abbreviation, Name.( Here We have created the position ‘MD’ )

would automatically take us to the Essential Relationships Screen. We create
the subsequent relationships for this position Based on the requirement and
the Job of the position.

Here we are assigning this
position to the Org Unit ‘DS
Ent’

Here we are defining the Job
for the position created.

P.S. Apart from the above relationships, We have also created other relationships wherein MD is the line
supervisor of all the Heads of Departments

For each Location i.e. Visakhapatnam and Hyderabad we have created the following
Positions.

For Visakhapatnam Location For Hyderabad Location
2.Production1 2.Production
 Production Head VP  Production Head
 Production Manager VP  Production Manager
 Asst Production Manager VP  Asst Production Manager
6.Operations1 6.Operations
Operations Head VP Operations Head
Operations Manager VP Operations Manager
Asst Operations Manager VP Asst Operations Manager
10.HR1 10.HR
HR Manager VP HR Manager
Asst HR Manager VP Asst HR Manager
HR Executive VP HR Executive

P.S. The position ‘Head’ of each department i.e. Production Head, HR Manager,
Operations Head for both the locations report to the Position ‘MD’. All the other
positions that is Mangers and Assistant for each department report to the respective
department Heads. Please find the related screenshots attached in the next slide.

For the Department Production1, the position ‘Production Head’ has the following
relationships maintained in the relationship infotype.

CREATING/MAINTAINING JOB
TCODE- PO03


Abbreviation, Name.( Here We have created the job ‘Manager’ )

would automatically take us to the Essential Relationships Screen. We create
the subsequent relationships for this Job.

The Job ‘Manager’ Has been assigned the following positions. The Job
defines the type of work these Positions are assigned. Here the
Relationship used is 007 (Described by).

The Next Slide gives us the Jobs created and the positions assigned to
them.

The Job ‘Head Of Department’ has all the Chief positions assigned to it.

The Job ‘Executive’ has all the Executive Positions assigned to it.

ASSIGNING TASK TO POSITIONS
TCODE – PO14

In The previous Screenshot, If we Select the Object and select create , the following
screen will come up wherein we create our required Task under the Task Catalog T.

We can also create Tasks using TCODE – PFCT. When this TCODE is used, we
have a screen which gives us a list of Tasks predefined in the system, custom
defined. Here in this catalog also we can create our Tasks and Assign the
subtasks.

In the previous screen, when we select Task and select create, The system allows us
to create new task and a task catalog .

For the Task HR Admin created using transaction PO14,

We can create the subtasks in the Task Catalog Screen. By selecting our
respective task in the task catalog screen and selecting on create. Te
system would give us an option to create the subtasks
Select the task
and then create

The above subtasks were created for The Task HR Admin and has been
Assigned to the Position HR Executive.

When the Task ‘HR Admin’ is Assigned to the Position ‘HR Executive’
by default the subtasks are assigned to the position.

STRUCTURE CREATION UNDER SIMPLE
MAINTENANCE
Path Description
Menu Management Expert Mode  Simple Maintenance  Create

Transaction PPOC_OLD- Create
Code

In this mode of creation for structure, The System follows branch wise
creation of organizational units and positions. The initial screen where we
enter the root org. unit is as follows

Here we create the Root Org. Unit DS Ent. To the same we are creating Sub
Org. Units Visakhapatnam And Hyderabad.

Select the Org.
Unit and select
create

A window would come up which would ask us to create the sub units as
shown in the next slide

The following are the Sub Units created under the Org. Unit ‘DS Ent’.

The following are the Departments created under each Location Visakhapatnam
and Hyderabad using the similar method of selecting each Org. Unit and then
giving the list of Org. Units that have to be created.

CREATING/MAINTAINING POSITION

For Creating A position under an Org. Unit (Here DS Ent), we should first
select staff assignment tab in the maintenance view.

The system would then respond and enables the position creation and
assignment actions for this mode.

Here in this screen we select the Org. Unit for which the Position has to
be created and then click on create position.

Once we select the position, the system would prompt us to give the details for
the position created. The first Dialog box would ask us the type of job for the
position we are creating. We have a choice to select from the existing jobs or we
go ahead and create the job required as per our requirement.

Here we create the job as per our requirement. After we create our job, then we
create the position and assign the validity for the Position created. Here The job
assignment is done to the position once the position is created.

The following are the positions created for the Location Visakhapatnam for the
departments Production1, Operations1 and HR1.

ASSIGNING HOLDER/PERSON TO THE
POSITION
To assign a Person to the position created, we need to select the position and
then select the Assign Holder. The system would prompt us to enter the data
as to who would be the holder for the position.

Here we give in the
Emp Personnel
Number

Here We are assigning the Person 265012 to the Position Production
Manager for the Location Visakhapatnam.
Once we assign the Person, we would be able to see the
assignment in the organization Structure as below

The following is the structure of HR department with all the Positions
Assigned to Persons.

ASSIGNING TASKS TO THE POSITION

In this Interface, Assigning Tasks is done by selecting the object (here Person)
and assign the task.

Select the Person for which the task needs to be Assigned and then
select Task Profile.

The task profile for the Person is Displayed. We also see the relationships
existing for the Person. Task could be created for the Holder i.e. HR
Manager, or to the Job i.e. Head Of Department.

Here we are creating the task to the Holder i.e. HR Manager. We select the
object S Holder and select the task profile.

The system would give us a list of predefined tasks from which we can select
one task that is according to our requirement. The task selected should be
relevant to the Position and the Job.

The Task ‘Strategic Tasks ‘ is selected and assigned to the holder and corresponding
task catalog is also assigned to the Person.

The following is the Task Catalog assigned to the Holder HR Manager. The Task
Strategic Tasks has sub tasks assigned to it.

For the Position MD, The following are the tasks assigned. The task
AF_approve is SAP Standard Task assigned to the MD.

The Structure according to the tasks Assigned to the Person for the Position MD.

STANDARD STRUCTURE REPORTS WITH
EVALUATION PATH
1. Organizational Structure with Evaluation Path ORGEH (Org. Structure)

TCODE – S_AHR_61016493

2. Organizational Structure with Evaluation Path PLSTE (Org. Structure with
Positions)

TCODE- S_AHR_61016494

3. Organizational Structure with Evaluation Path O-O-S-P (Org. Structure with
Staff Assignments)

3. Organizational Structure with Evaluation Path PERS-O(Org. Structure with
Persons)

4. Reporting Structure with Evaluation Path ORGA (Reporting Structure without
Persons)

5. Reporting Structure with Evaluation Path ORGA-P (Reporting Structure
without Persons)
TCODE-S_AHR_61016513

6. Activity Profile of Positions along Organizational Structure with Evaluation
path - AUFGABEX

TCODE-S_AHR_61016523

AUTHORIZATIONS

SAP Controls authorizations by creating roles. A role is a
grouping of privileges, which can be assigned to database
users, user groups, or other roles.

A role is created using the ’CREATE ROLE‘ statement. This
role is initially empty. Only database users belonging to
database user class DBA are able to create roles . The new
role name cannot be the same as the name of any other
role, a user, or a user group.

A role can be assigned to database users, user groups, or
other roles using the GRANT statement and specification of
the role name.

User-specific menus can be displayed for users after they have logged on to
the SAP System by using either pre-defined roles or roles you created.

In the normal course of business each users is assigned with some activities
and restricted to others to ensure that business data is always secure. To
complete these assigned activities users need to access the different SAP
transactions, reports, or Web-based applications in the SAP. To meet this
requirement SAP user needs to assign a role. This role can be either assigned
from SAP predefined roles or a new role can be created to meet the client's
specific requirement.

While assigning a role to the users, the following points needs to be kept in
mind:
•Separate menu should be created and assigned to each role
•Only required authorization, task and activities needs to be added in each
authorization profile
•Necessary restrictions needs to be imposed to ensure data security
In the standard SAP a role can be assigned to user either:
•Directly from predefined SAP roles.
•By Changing predefined roles
•By creating new roles

Role Creation Through Derived method using an Existing role CH_ADMI (HR-
Administration Switzerland)

TCODE-PFCG

Here We have created a Test Role TEST_ROLE.

Here we are creating a single role. Hence we select the Create role
button.
In SAP standard system we have two types of roles
3.Single role
4.Composite role

After we create the role, the system opens the following window wherei n we
describe, define the menu, give the authorizations and the users.

Description of the role, wherein we mention as to whom the role is assigned.
Also in the same screen we give the role from which TEST_ROLE is being
derived in the Derive from Role field.

Here the original role is CH_ADMI, which has been already defined and is a single
role.

Once saved the system gives us an option if we want to delete the inheritance
relationship.

After we create the TEST_ROLE, we need to generate the role. This is done
through the original role from where we tell the system to generate the role.
Here we are currently in the Authorizations tab of the Role CH_ADMI.

Select this
option

Click on generate for
generating the derived role

When we click on generate the system responds as follows.

Once the rule is generated, it would display the status as generated.

When we select TEST_ROLE , we see that the Menu, Authorizations Tab have turned
green, i.e. it has inherited the attributes of the Original role CH_ADMI

The Menu tab has the Role menu inherited from CH_ADMI.

The Authorizations Tab has the following status. Here the Profile name is given
by the system, which can be changed

When we select the change Authorization Data, We come on to this screen,
which gives us the authorizations that exist for this role. Here we can make
any changes or control the user access .

When we expand the Personnel Planning tab under Human Resources, we have
the following screen.

Selecting the organizational level in the previous screens gives the following
table. Here we define the organizational levels and objects for the authorization
check in Customizing. We can use them to control the authorization check for
individual organizational units.

Under the User Tab, we give in the users, User Id to whom we are assigning the role
and to what date are we assigning he role or giving him access.

Authorization Main Switches
Table- V_T77S0
Group - AUTSW

INTEGRATION WITH PERSONNEL
ADMINISTRATION
Personnel Administration Organizational Management

Tables Objects
For:
For:
RHINTE10 • Jobs
• Jobs
•Positions
•Positions/Work Center
RHINTE20 •Work Center
•Organizational Units
•Organizational Units

O
N TEO
RHI

RHINTE00
IT0001 (ORGANIZATIONAL
RELATIONSHIPS
ASSIGNMENT) RHINTE30

OM PA Integration Switches
We determine the nature of the integration between organizational
management and Personnel administration by maintaining integration
switches in the following table.

Organizational Management-SAP HR

More Related Content

What's hot

Viewers also liked

Similar to Organizational Management-SAP HR

Recently uploaded

Organizational Management-SAP HR