understanding organizational mgmt - managing positions in sap - reference october 08
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8/8/2019 Understanding Organizational Mgmt - Managing Positions in SAP - Reference October 08
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Slide 1 of 124
Understanding
Organizational
Management in SAP -Managing Positions
Understanding
Organizational
Management in SAP -Managing Positions
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Slide 2 of 124
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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Slide 3 of 124
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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Slide 13 of 124
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
H R H R M Slid 44 f 124
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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
H R H R M Slid 45 f 124
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Support Offices
Human Resources (5-2673) Rosie Olivo ro03@txstate.edu
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
H R H R M Slid 46 f 124
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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
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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.
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Final Comments and Questions?
Thank You Very Much for Your Time!
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