copyright © 2003 americas’ sap users’ group optimizing hr pa/pd process with workflow david...
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Copyright © 2003 Americas’ SAP Users’ Group
Optimizing HR PA/PDProcess with Workflow
David Ulin – Senior Process Architect
May 21, 2003
Process Optimization of HR PAN
Agenda
Introduction
Solution background
Business Requirements
Focus on Optimization of Process
Solution Architecture
Demo
Best Practices
Challenges
Questions and discussion
HR Personnel Action Workflow
Overview
Developed for 4.6C
ITS Based Web Interface
Multiple Corporations involved in Requirements Phase
Special Project Status – developed in lab
Configuration Based Architecture
HR Personnel Action Workflow
Scope of Functionality - HR Actions
New Hire
Promotion
Re-Classification
Demotions
Rate Changes
Termination
HR Personnel Action Workflow
DepartmentsHR Assistant
Data Entry
Approvers
HR Administrator
Initiator
“Silo’s of Knowledge”
5
HR Personnel Action Workflow
COORDINATOR
INITIATOR HR ASSISTANT
SECURITY
COORDINATOR
SENDINGDEPARTMENT
EXTERNALNOTIFICATIONS
RECEIVINGDEPARTMENTHR EXPERT
Personnel Action
Overview of the Process
HR Personnel Action Workflow
Common Business Process Challenges
Manual routing of paper or electronic spreadsheets
Difficult to coordinate between departments, no clear owner
Difficult to adjust for personnel changes
Manual re-keying into SAP
Lack of validation
Labor intensive for making corrections
No tracking of requests and actions
HR Personnel Action Workflow
Business Impact - Increased costs
Dependence on Highly Trained Resources
Lost Productivity due to delays in processing
Potential for mistakes and misplaced documents
Lack of process scalability
Difficult to audit
HR Personnel Action Workflow
Benefits Provided by Workflow Process Optimization
SAP – driven “push” process
Consistent routing
The right person at the right time
Parallel steps
Automatic escalation
Real-time validation of SAP data
Automatic Creation of Info Types
No re-keying
HR Personnel Action Workflow
Workflow based solution results in;
Fast and efficient employee processing
Simplified Web Interface
Casual and expert user mode
Simplified Info-Type maintenance
Reduction in Cycle Time
Centralized or De-centralized capability
Reduced FTE costs
No re-keying or fixing bad data
Scalable process
Regional, Global coordination10
HR Personnel Action Workflow
Scope of Functionality - HR Actions
Simplified web form requiring minimal input data
Automatic routing determination
Data Collection
Approval
Pre-configured Info-Types
Dashboard functionality and process monitoring
Configurable Notification capabilities
HR Personnel Action Workflow
Architecture Considerations
Configuration based Form Layout
Preview of routing feature
Multi-stage data collection and approval process
Combination of PAN action/reason determine forms/fields and routing
Complex notification process
Potential Integration with Recruiting Software
HR Personnel Action Workflow
Architecture Considerations
Trigger for PAN Workflow
Configurable Screen Process
Initial Request - Specify effective date, personnel number and request type
Collection of PAN info
Collection of PAN detail information
Approval
Notification
HR Personnel Action Workflow
Architecture Considerations – Info Types
Combination of Action/Reason Code determines info type data.
Simplified User experience with info types
Pre-configured combination of data from different info types based on business need
Solution handles the complex info type processing “behind the scenes”.
Provides ability to incorporate custom info types
HR Personnel Action Workflow
Example Info Types:
Info Type Description
0001 Organizational Assignment0006 Addresses0007 Planned Working Time0008 Basic Pay0014 Recur. Payments/Deds.0015 Additional Payments0032 Internal Data0041 Date Specifications0169 Savings Plans0171 General Benefits Information0208 Work Tax Area0209 Unemployment State0384 Compensation Package
15
HR Personnel Action Workflow
Example Action/Reason Code
Action
02 Organizational reassignment
10 Leaving
16 Change in pay
Action Reason
02 02 Lateral move
02 04 Temporary to regular
02 05 Regular to temporary
02 06 Demotion
10 01 Resignation
10 02 Dismissal
10 04 Dissolution contract
10 05 Firing
Configuration based Sub-Screen
Determined based on configuration by request type.
Configuration based Sub-Screen
Standard Header Information
Customizable through configuration
Functions: varies depending on status
Customizable through sub-screen
Configuration based Sub-Screen
P_SCRFLW table
P_SCRFLD table
HR Personnel Action Workflow
Architecture Considerations – Approval Process
• Approval Path – Sequential or Parallel - configurable
• Depending on combination of action type, reason code and key information, approval chain can vary and determined through configuration.
• P_APP_RT: Determines routing path from combination of action type, reason code and key information.
• P_APPPTH: contains step-wise details of the approval path including
a. Agent.
b. Notification agent.
c. Notification text.
d. Workflow user exits.20
Se
nd
ing
HR
As
sis
tan
t
2. Change andSubmit PAN
Se
nd
ing
2n
d C
hie
f
Se
nd
ing
1s
t L
ev
el
Ch
ief
1.Create PAN
Transfer/Compensation change/Promotion/Demotion for Salaried Employee- Page 1
3. Approve PAN
4. Approve PAN
ARej'd
Rej'd
A
A
App'd
App'd
Init
iato
rS
en
din
g3
rd L
ev
el
Ch
ief
Executor isdept manager?
5. Approve PAN
No
Se
nd
ing
4th
Le
ve
l C
hie
f
6. Approve PAN
A
Rej'd
A
Rej'd
Executor isdept manager?
Receiving andsending are the
same?Yes
B
C
Yes
NoNo
Receiving andsending are the
same?
B
C
Yes
No
Executor isdept manager?
Receiving andsending are the
same?
B
C
Yes
No
YesApp'd
No
Executor isdept manager?App'd
Receiving andsending are the
same?
B
C
Yes
No
Yes
Z
HR Personnel Action Workflow
Re
c.
1st
Le
ve
l C
hie
f
8. Approve PAN
Re
c.
3rd
Le
ve
l C
hie
fR
ec.
2n
dL
eve
l C
hie
f
7. Approve PAN
Transfer/Compensation change/Promotion/Demotion for Salaried Employee- Page 2
9. Approve PAN
10. Approve PAN
A
Rej'd
Rej'd
A
Rej'd
App'd
App'd
Se
nd
ing
5th
Le
ve
l C
hie
fR
ec.
4th
Le
ve
l C
hie
f
Executor isdept manager?
11. Approve PAN
No
Re
c.
5th
Le
ve
lC
hie
f
12. Approve PAN
ARej'd
A
Rej'd
Executor isdept manager?
Yes B
No
BYes
Executor isdept manager?
BYes
No
B
Z
C
A
Receiving andsending are the
same?BYes
No
Rej'd
A
Executor isdept manager?
Yes B
App'd
App'd
App'd
App'd
No
HR Personnel Action Workflow
Rec
. HR
Ass
ista
nt
14. SAP Load
13. Release PAN
Transfer/Compensation change/Promotion/Demotion for Salaried Employee- Page 3
Sen
ding
HR
Ass
ista
nt
B
SA
P
AError
15. ReceiveCompletion Notice
15. Receivecompletion Notice
Successfulload
HR Personnel Action Workflow
Se
nd
ing
HR
As
sis
tan
t
2. Change andSubmit PAN
Se
nd
ing
2n
d C
hie
f
Se
nd
ing
1s
t L
ev
el
Ch
ief
1.Create PAN
Transfer/Compensation change/Promotion/Demotion for Hourly Employee
3. Approve PAN
4. Approve PAN
ARejecte
d
Rejected
A
A
Approved
Approved
Init
iato
r
Re
ce
ivin
g
1s
t le
ve
l
ch
ief
Receiving andsending are the
same?
Yes
5. Approve PAN
No
Re
ce
ivin
g
2n
d l
ev
el
ch
ief
SA
P
6. Approve PAN
ARejecte
d
Approved
7. Release PAN
A
Approved
Rejected
8. SAP Load
Released
AError
9. ReceiveCompletion Notice
SuccessfulLoad
HR Personnel Action Workflow
Termination/ All reasons
Tim
eM
anag
emen
tH
R E
xper
t
2. Approve PAN
4. Load Data
SA
P
1. Create/Changeand Submit PAN
5. ReceiveCompletionnotification
3. Release
Approved
ARejected
AError
Successful load
A
HR Personnel Action Workflow
25
SubmitForm
UpdateForm
UpdatePA & PD
Send E-mailNotifications
Mo
reA
pp
rove
rsA
pp
rove
rH
RE
xper
tH
RA
dm
inIn
itia
tor
Bac
kgro
un
d
Review / Update
Approve
Approve
HR Personnel Action Workflow
Personnel Action Notification – Initial Web Screen
Personnel Action Notification – Initial Data
Personnel Action Notification – Initial Screen – Exp Mode
Personnel Action Notification – Free Form Instructions/Comments
30
SubmitForm
UpdateForm
UpdatePA & PD
Send E-mailNotifications
Mo
reA
pp
rove
rsA
pp
rove
rH
RE
xper
tH
RA
dm
inIn
itia
tor
Bac
kgro
un
d
Review / Update
Approve
Approve
Personnel Action Notification – Intelligent Form Based on Expertise
PAN – High Level Process Flow
SubmitForm
UpdateForm
UpdatePA & PD
Send E-mailNotifications
Mo
reA
pp
rove
rsA
pp
rove
rH
RE
xper
tH
RA
dm
inIn
itia
tor
Bac
kgro
un
d
Review / Update
Approve
Approve
Personnel Action Notification
Personnel Action Notification – PD ORG / Info. Types
35
Personnel Action Notification
PAN – High Level Process Flow
SubmitForm
UpdateForm
UpdatePA & PD
Send E-mailNotifications
Mo
reA
pp
rove
rsA
pp
rove
rH
RE
xper
tH
RA
dm
inIn
itia
tor
Bac
kgro
un
d
Review / Update
Approve
Approve
Personnel Action Notification – Process Monitoring
PAN – High Level Process Flow
SubmitForm
UpdateForm
UpdatePA & PD
Send E-mailNotifications
Mo
reA
pp
rove
rsA
pp
rove
rH
RE
xper
tH
RA
dm
inIn
itia
tor
Bac
kgro
un
d
Review / Update
Approve
Approve
PAN – High Level Process Flow
SubmitForm
UpdateForm
UpdatePA & PD
Send E-mailNotifications
Mo
reA
pp
rove
rsA
pp
rove
rH
RE
xper
tH
RA
dm
inIn
itia
tor
Bac
kgro
un
d
Review / Update
Approve
Approve
40
HR Personnel Action Workflow
Best Practice Concepts
Reduce Manual Entry
PAN Requests are Simple
• Requests contain the minimum fields required for the downstream process
• Aim for zero end-user training
• Collect Data in Real-time
HR Personnel Action Workflow
Best Practice Concepts
Build Intelligence into Form
Increase data accuracy, eliminate rework, eliminate re-keying, eliminate steps
• Provide default field values• Provide possible values in drop-down lists• Limit the possible values based on user role, region,
etc.• Values selected for one field result in default values
for other fields
Automatically Create SAP Data
Utilize the System to Drive and Control the Process
HR Personnel Action Workflow
Best Practice Concepts
Ensure the process steps are performed in pre-determined time frame
Audit Trail
Provide capability for continuous cycle time reporting and process improvement
Questions and Comments?
Copyright © 2003 Americas’ SAP Users’ Group
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Session Code: 1021