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Golden Demo Resource Management

SAP Business ByDesign Reference Systems

Demo Script

Resource Management

Classification: Internal and for Partners

Version: 20171218


Document Version: 20171218 2

Disclaimer

This demo script is based on the ByD Reference System for the Almika model company. There are several country versions

of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,

names and object descriptions. Sample data used in this demo script relates to the US country version – for other country

versions different data samples might be relevant.

A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP

Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD

system at: Home Self-Services – Learning Center.

Although the script has been tested carefully you might nevertheless encounter different system behavior when running a

demo in an actual Almika demo tenant.

Release Statement

This version of the demo script is released for the following country versions of the ByD Reference System for the Almika

model company:

• US – United Stated, as of demo release ByD 1705

• DE – Germany, as of demo release ByD 1705

• UK – United Kingdom, as of demo release ByD 1705

• FR – France, as of demo release ByD 1705

• AT – Austria, as of demo release ByD 1705

• CH – Switzerland, as of demo release ByD 1705

• NL – Netherlands, as of demo release ByD 1705

• CA – Canada, as of demo release ByD 1705

• MX – Mexico, as of demo release ByD 1705

• AU – Australia, as of demo release ByD 1705

• CN – China, as of demo release ByD 1705

• IN – India, as of demo release ByD 1705

The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo

tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.

As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:

You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the

demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your

demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to

the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific

to the country version, only the version of the demo guide is specific to your ByD demo tenant.



Table of Content

1 Demo Script Overview ................................................................................................................................... 3

1.1 Demo Overview ...................................................................................................................................... 3

1.2 Intended Audience.................................................................................................................................. 5

1.3 Protagonists ........................................................................................................................................... 5

1.4 Business Pain Points .............................................................................................................................. 5

1.5 Key Messages and Value Proposition ..................................................................................................... 5

1.6 Story Flow Summary .............................................................................................................................. 6

2 Technical Requirements ................................................................................................................................ 7

2.1 System Access Information ..................................................................................................................... 7

2.2 User Accounts ........................................................................................................................................ 7

3 Demo Steps .................................................................................................................................................... 8

3.1 Home Work Center ............................................................................................................................... 10

3.1.1 Show Home Work Center ........................................................................................................ 10

3.2 Organizational Structures...................................................................................................................... 14

3.2.1 Show Organizational Structures ............................................................................................... 14

3.2.2 Show Details - Functions ......................................................................................................... 15

3.2.3 Show Details - Employees ....................................................................................................... 16

3.2.4 Show Details - General ............................................................................................................ 17

3.2.5 Plan Organizational Structure Changes .................................................................................... 19

3.3 Personnel Administration Work Center .................................................................................................. 20

3.3.1 Show Regular Tasks ................................................................................................................ 20

3.3.2 Hire Employee ......................................................................................................................... 23

3.4 Compensation Work Center .................................................................................................................. 24

3.4.1 Show Compensation Components and Compensation Structures ............................................. 24

3.5 Resource Management Work Center .................................................................................................... 27

3.5.1 Show Resource Profiles ........................................................................................................... 27

3.6 Self-Services Overview ......................................................................................................................... 29

3.6.1 Show Self-Services Overview .................................................................................................. 29

4 Scenario Quick Guide and Key Master Data ................................................................................................ 36

1 Demo Script Overview

1.1 Demo Overview

In this segment of the demonstration we are going to take a look at how Human Resources functionalities support

transparency, efficiency and adaptability to drive improved profitability and build a foundation for growth.

From a transparency prospective we will see embedded analytics that provide immediate access to all information related to



Human Resources. From efficiency prospective we will see the organization structures, wizards to guide you through

common tasks and employee self-service tools.

This scenario gives you an overview of Human Resource capabilities using a wide range of features to handle personnel

administration, resource management, compensation and payroll processing.

This scenario gives you an overview concerning:

Home Work Center

The Home Work Center helps you to organize your activities across work centers and provides all information that you

need for your daily work.

Organizational Management

The system offers you a single, complete and consistent view of the company from all perspectives of the business.

Personnel Administration

You can manage personnel events such as hiring employees, transferring them within your company or terminating

relationships with employees.

Compensation

With Compensation in ByDesign, you can implement a compensation system for your company. You can do this by

creating compensation components, defining compensation structures, and assigning this information to individual

employees.

Resource Management

This process provides the ability to find and assign resources that have the right skills and are available at the right time

for project staffing.

Self-Services Overview

In the Self-Services Overview you can centrally manage your daily work and administrative tasks.



1.2 Intended Audience

SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New hires

SAP external: CEO, CIO, Head of HR

1.3 Protagonists

The roles in the story are the following:

HR Administrator

1.4 Business Pain Points

The business pain points being addressed are:

Missing transparency, missing efficiency, missing adaptability

This sets up a key portion of the theme where ByDesign provides improved transparency, efficiency, and adaptability.

Transparency – Processes and information may reside in multiple systems complicating reporting, taxes, career

management, and the cost of HR.

Efficiency – The same systems that source Candidates for Projects and tracking time and expenses may differ. Complex

processes are manual and error prone.

Adaptability – Folding in acquisitions and new employee structure are difficult to track and manage with various systems.

1.5 Key Messages and Value Proposition

Transparency – Single source of truth for the entire enterprise.

Efficiency – Optimize the results of Projects by sourcing the correct person for the job at the right time. Simplify HR

processes and empower employees with self-services.

Adaptability – ByDesign has adopted country specific employment regulations as part of the delivery model.

Overview

A common ByDesign theme includes high level business goals to improve profitability, and build a foundation for growth,

and adopt best practices across the entire enterprise. To support these goals ByDesign provides Transparency,

Efficiency, and Adaptability, as well as an integrated solution to support a two-tier enterprise.

For midsize companies who want to manage their workforce efficiently. Workforce Administration enables maintenance

of the full set of employee- and employment-related data according to country-specific regulations.

ByDesign integrates compensation planning and time recording into payroll processing and allows for accounting

records to be updated.

For midsize companies in professional services industries, Resource Management provides the ability to find and assign

resources that have the right skills and are available at the right time for project staffing.



Key Features and Associated Benefits

Home Work Center

o Working with Embedded Reports

o Working with Self-Services


o Central source of organizational information

o Single, consistent view of the organization from all perspectives of the business

Personnel Administration

o Simplify HR processes and manage your people more efficiently

o Empower line management & employees and increase overall efficiency through selfservices (address changes,

time recording, purchase requests, and expense reports)

o Manage constant change such as regulatory compliance or organizational restructuring

Compensation and Payroll Processing

o Define compensation policy with compensation structure

o Tight integration of outsourced payroll for optimized collaboration and efficient communication with payroll provider

Resource Management

o Improve resource efficiency and increase utilization by finding the best internal and external candidates in terms of

suitability and availability.

o Is integrated with Time and Labor Management to record time against projects and to determine project availability

(absence data).

o Offers simple and rapid resource search functions

1.6 Story Flow Summary

This demo is an introduction demo and does not show an end-to-end process but rather takes you through some of the key

features of Human Resources within ByDesign:


Personnel Administration Compensation Resource

Management Home (Self-Services Overview)

Home



2 Technical Requirements

2.1 System Access Information

To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different

country versions.

Consider giving your demo from tablet to highlight the potential of using HTML5. A working combination is using Chrome

browser on an iPad. The 1708 HTML5 userinterface has been updated in several places – including adding icons on the left

side of the screen as indicators for available workcenters, and the logoff button is now placed in a popup menu when clicking

the circle puppet icon on the top left.

2.2 User Accounts

The following user accounts for ByD Almika implementation are to be used to run the demo:

Predefined User (Role) Password Employee Name (*) Component

HRM02 Welcome1 Peter Flahan SAP Business ByDesign

CONSULTANT01S Welcome1 Susan Winters SAP Business ByDesign

CONSULTANT02S Welcome1 Robert Ducan SAP Business ByDesign

(*) Employee name is country demo system dependent.



3 Demo Steps

Preparation: login as HRM02, and ensure that some Employees have a particular skill. This will enable the finding of

Employees with certain skills later in the demo. As two examples,

Edit the Employees by searching “Susan” or “Robert”. In each case update their profile by adding a language skill, or several

skills.



Give the employee several skills. Example:

Give two or three other Employees an overlap in skills too, like to Peter Ducan



3.1 Home Work Center

3.1.1 Show Home Work Center

What to Say

Introduction

After login the MyLaunchpad screen is shown. Explain that the Launchpad is an effective way of clustering your

favorites using the Fiori look&feel manner. Explain how you can easily add a new favorite (a tile) from another

workcenter like in the Home Work Center.

At anytime while being logged in you can Personalize the ByDesign UI by clicking the top-right puppet icon. Also

from here you can do a safe Log off.

The HR Administrator (or the Head of HR) has adapted his homepage to include a couple of the embedded

analytics that he is the most interested in seeing when he signs on in the day. He selected these embedded

analytics that come out of the box with ByDesign.

Key Features and Advantages

Working with Embedded Reports.

The Home Work Center helps you to organize your activities across work centers and provides all information that

you need for your daily work.




Value Statement

Without any custom programming, HR users can customize their reporting experience in ByDesign to speed up

and make fully informed business decisions.

What to Do

WoC Home.



What you Should See

The Launchpad screen:

The place to start Personalization and from where to log off:

The Home Workcenter screen:



3.2 Organizational Structures

3.2.1 Show Organizational Structures

What to Say

Introduction

The HR Administrator (or the Head of HR) wants to take a look at the current organization chart and do some

investigation and drill down. This is an interactive organization chart and you have the ability to drag and drop to

create as many levels within the organization as you need.

By expanding the organization chart units we can see different levels of the structure within the organization. I am

going to select the Org Unit S1100 (in this example Almika Pro Canton).


Single, complete and consistent view of the company from all perspectives of the business

Drag and drop graphical view of the organization

This shows (partly) the capabilities of ByDesign to support on-boarding (acquisition of a company, establishing a

new subsidiary, etc) in an effective manner. Explain that ByDesign is in use by thousands of entities in over 120

countries globally who all use this core Organizational Structure functionality.

Value Statement

ByDesign provides a clear enterprise HCM profile that efficiently can be re-organized or can easily create new

levels in an organization for growth.

What to Do

WoC Organizational Management Org Structures.

Confirm pop-up requesting date. If the pop-up does not appear then this can be switched back on by clicking

‘Date’ to the left of the actual Organizational Management date.

Click on plus sign in node Org Unit 1000.

Select Org Unit S1100. Click on plus sign in node Org Unit S1100.

Select the Definitions tab. Explain what this particular Org Unit is doing.



What you Should See

3.2.2 Show Details - Functions

What to Say

Introduction

We take a look at the Functions tab. Here you can simply check the boxes to identify the specific functions that

this particular organization is supposed to provide within the overall organization.


A key part of org structure maintenance is the assignment of functions. The function reflects what the department

represented by the org unit does. All functions are used to propose work centers for users.

Value Statement

Simplify and Consolidate Processes by assigning them to specific Departments.

What to Do

Click tab Functions.



3.2.2 Show Details - Functions

What you Should See

3.2.3 Show Details - Employees

What to Say

Introduction

Then we switch to the tab Employees. Here we see a list of all employees assigned to this Org Unit.


Click on the Employees tab and show which people actually are assigned in this Unit. Explain that this automatically

pre-sets workflows as well (e.g. when employee does procurement, initially/automatically the Org Unit manager has to

approve this)

Value Statement

It is very easy to assign (new) Employees to Units. Or to find details on Employees form the OrgChart.

What to Do



3.2.3 Show Details - Employees

Click tab Employees.

What you Should See

3.2.4 Show Details - General

What to Say

Introduction

We can always go back to the General tab to see who the Org Unit Manager is.

The General tab contains general information on the org unit, such as Org Unit ID, Working Day Calendar, Org

Unit Manager, and address.


The manager role is used to pre-set workflows within ByDesign – like having the manager find approvals from his

employees on topics like leave requests, expenses or purchases.

Value Statement

What to Do

Click tab General.



3.2.4 Show Details - General

What you Should See



3.2.5 Plan Organizational Structure Changes

What to Say

Introduction

At the top of the organization chart you can see a field called Date. This allows you to plan in advance any new

changes to the organization structure and when that date comes about the ByDesign system will automatically

begin to use this new organization structure that you have defined.


Time dependency supports the continuous change of your business - you can adapt your org structure in the

system so that it changes as your business changes.

Value Statement

What to Do

Show Date.



3.2.5 Plan Organizational Structure Changes

What you Should See

3.3 Personnel Administration Work Center

3.3.1 Show Regular Tasks

What to Say

Introduction

Let’s have a look at the WoC Personnel Administration and move over to Regular Tasks. Here we see some

common functions from an HR perspective (like hiring employees, rehiring employees, transferring employees,

gathering tax information from employees, terminating relationship with employees).


The Regular Tasks view within the Personnel Administration WoC enables you to manage the different

employment events of an employee.

Value Statement



3.3.1 Show Regular Tasks

Strategically manage the career of your employees

What to Do

WoC Personnel Administration Regular Tasks.

Select the Country (here: United States)

Explain shortly each task.

Select Hire Employee.



What you Should See



3.3.2 Hire Employee

What to Say

Introduction

Let’s take a look at the regular task “Hire Employee”.

You notice a guided activity at the top of the page. The system will guide you through each step that you need to

go through to bring an employee on.

At the completion of these steps the system will automatically generate follow-on tasks. Those tasks include the

definition of the regular work schedule for this employee from a time prospective, and any compensation

characteristics that you need to capture for this employee. This wizard helps you to make sure that you capture

the appropriate information that you need.

Items that are mandatory are marked with a red star.


Wizards to help you with common tasks.

Trigger follow-on tasks in the system, allowing you to enter time, compensation, and payroll data and thus

complete the overall hire process for the employee in the ByDesign system.

Value Statement

Consistent walk through procedures ensure proper onboarding and accurate maintenance of your employee

base.

ByDesign is the digital core for the main HR data which is needed to run the company. Also this HR data is safely

accessible for HR managers having the proper authorities. Non-HR personal can search/find in HR data like

browsing for a certain skill.

What to Do

Explain wizard functionality.

Show mandatory fields like Employee ID, First Name, Last Name etc

Explain that Country-specific fields can be used to capture data – in the screenshot example below this is data

used in the USA for Military data.

Explain that Documents (like CV/Resumé, diploma’s, URL to New Hire LinkedIn profile etc) can be easily

captured as well optionally.

Close the screen.



3.3.2 Hire Employee

What you Should See

3.4 Compensation Work Center

3.4.1 Show Compensation Components and Compensation Structures

What to Say




Introduction

Let’s take a look at the Work Center Compensation. In the compensation module you can define all of the

various components and structures for compensation.

While ByDesign does not generate payroll we do provide a mechanism to capture how you going to pay an

employee (their rates, how often), you can pass that information from time collection, process it against

compensation, and move it over to payroll processing. We capture the information that is required and you can

send it over to your local payroll processor and they bring back the information regarding the various costs back

in to ByDesign. We provide a standard interface. You can either use Excel or we provide web services that allow

you to import this information.


Compensation enables the implementation of the company-specific compensation system and salary guidelines

in the system. You can do this by creating and managing compensation components (earnings and deductions),

creating compensation structures (e.g. for different employee groups) and default values for compensation grades

assigning this information to the individual employees.

Tight integration of outsourced payroll for optimized collaboration and efficient communication with payroll

provider. In fact, ByDesign has as one of its 36 standard/end-to-end best practice scenarios “Payroll Services”.

Value Statement

Retain employees longer and reduce turnover with automated Career Events matched to your Compensation

Strategy and Policies.

What to Do

WoC Compensation Compensation Components / Compensation Structures

What you Should See



3.5 Resource Management Work Center

3.5.1 Show Resource Profiles

What to Say

Introduction

Let’s have a look at the Work Center Resource Management. In addition to the traditional HR information you

can also define resource profiles for the various skills that an employee might have.

We saw in the project section of the demonstration how you could see the availability of that particular employee

and search for skills and make sure that you are assigning the best resources that are available to the specific

projects that are open.


Key capabilities include integrated access to data of internal employees and external service contractors,

including information on skills and availability, utilization, and information specific to Project and Time and Labor

Management. The main focus of the application is on creating an integrated database of resources to enable the

resource manager to find the best candidates in terms of suitability and availability, staff projects with resources,

and monitor resource utilization.

Value Statement

Increase innovation by allowing Employees to Self-Identify skills for cross training projects.

What to Do

Use the skills which you have set in the Demo preparations for Susan Winter (user CONSULANT01S) and Robert

Ducan (CONSULTANT02S). Use these skill(s) to search for a specific colleague having the skill the HR manager

is looking for

WoC Resource Management Resource Search (or even cooler : have this action be visible on your

Launchpad and start from there)

Explain « I would now like to find colleagues who speak German. I can simply find this by searching on this

particular skill. ».



What you Should See

Enter WoCResource ManagementResource Search

Search for German

Show the details of Susan. Explain the screen which shows Susan’s

- Location

- Manager

- Skills

- Availability

- Assignments to projects

- etc.



3.6 Self-Services Overview

3.6.1 Show Self-Services Overview

What to Say

Introduction

All employees have access to the Self-Services. This is a powerful part of the ByDesign system because it

allows employees to update information on their own.

For example you can edit your own contact information, browse the organization chart, enter and track your leave

requests, enter and update your time information, capture expenses, go shopping, edit your own biographical

information.


Central management of your daily work and administrative tasks.




Strong Authorization and Access concepts – enabling people only to view what they are allowed to view and

change. (e.g. show this by separately logging on as CONSULTANT01S and show the SelfServices Overview)

Value Statement

Lower HR costs by making Employee Services processes self-managed.

ByDesign has powerful yet simple and comprehensive workflow which can be access by either the browser based

on mobile app based UIs.

What to Do

WoC Home Self-Services Self-Services Overview.

Explain different Self-Services

Show how a Leave Request can be done easily

Explain that Leave Request is made simple by the “Guided Procedure” (or “Wizard”)

After finishing the Leave Request (in this case by user HRM02, who is called “Peter Flahan”, logoff and logon

again as Peter’s Manager (.”Edward Black” which is the user FINANCIAL01). Preferably use the Manager

Approval App as Edward to simply approve the Leave Request. Alternatively use the browser based approval as

shown below.

Logged on as Edward Black (FINANCIAL01, pwd Welcome1) jump to WoC Managing My AreaApprovals

Select the line, then Approve button. After doing this the status of the Leave Request changes to “Completed”.

Refresh the list and note that the Leave Request is not shown anymore, it is “Removed from Edward’s worklist of

approval acitivities”.

After Edward has approved the Leave Request, login again as HRM02 and show the status of the request, now

being approved.

What you Should See




Now logon as Edward Black (FINANCIAL01, pwd Welcome1), jump to WoC Managing My AreaApprovals



After Approve the Status is changed from New into Completed:

Press the refresh button (marked in blue box here). Show the list is now smaller. Log off as Edward Black.

Login as Peter Flahan (HRM02) again, and show the status of my Leave Request via WoC HomeMy Requests



Show the “Leave Requests – Completed” and mark the approval by my manager.



4 Scenario Quick Guide and Key Master Data

This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one

process alternative, additional tables will be provided.

This chapter is intended as a quick reference for experienced users who have understood the basics of the business process

and have already completed the scenario.

Steps Summary

Path Data to Use/Enter Activity

Step 1 – Home Work Center

My Launchpad Explain the Fiori look&feel.

Personalization, and use of personal

Favorites.

WoC Home Show and explain Home WoC

including embedded report concept

Step 2 – Organizational Structures

WoC Organizational

Management Org

Structures

Expand Org Unit 1000 by clicking on

Expand Org Unit S1100 by clicking on

Explain TAB Functions, Employees,

General and “Effective from” Date

Step 3 – Personnel Administration Work Center

WoC Personnel Administration

Regular Tasks Hire

Employee

Explain Regular Tasks and Guided

Activity Concept for Regular Task

“Hire Employee”

Step 4 – Compensation Work Center

WoC Compensation

Compensation Components/

Compensation Structures

Explain Compensation functions

Step 5 – Resource Management Work Center

WoC Resource Management

Resource Profiles

Explain Resource Management

functions

Step 6 – Self-Services Overview

WoC Home Self-Services

Self-Services Overview

Explain Self-Services



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