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Transcript of OM Induction Manual v1.0
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Induction Manual
HR – ORGANIZATIONAL
Management
Version 1.0
Date: Mar-27-2008
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DOCUMENT RELEASE NOTICE
Notice No.:
Client: GMR group
Project: GMR SAP Training and Support
Document details:
Name Version No. Description
Induction Manual for SAPHR – OM Module at GMR
SAP Training and Supportproject
1.0 Induction Manual for SAP HR
– OM Module
The documents or revised pages are subject to document control.Please keep them up-to-date, using the release notice from the distributor of the document.These are confidential documents. Unauthorized access or copying is prohibited.
Prepared by : Rajini Narayanan.K Date: 27 March 2008
Authorized by : Date: 27 March 2008
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DOCUMENT REVISION LIST
Client : GMR Group
Project : GMR SAP Training and Support
Document Name : Induction Manual for SAP HR – OM Module
Release Notice Reference (for release): 1.0
Rev.
No.
Revision
Date
Revision
Descripti
on
Page
No.
Previous
Page No.
Action
Taken
Addenda/
New Page
Release
Notice Ref.
0 27-March-08 First
Release
- - - - -
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TABLE OF CONTENT Pg no
1 Business introduction 5
2 Implementation Methodology 63 Introduction to Organizational Management 6
4 Objects in OM 7
5 Relationships in OM 10
6 Infotypes in OM 11
6.1 Infotype 1000 – Objects 11
6.2 Infotype 1001 – Relationship 12
6.3 Infotype 1002 – Description 13
6.4 Infotype 1007 – Vacancy 14
6.5 Infotype 1008 – Account Assignment Feature 15
6.6 Infotype 1014 – Obsolete 16
6.7 Infotype 1018 – Cost Distribution 17
7 Plan Version 17
8 Processes in Organizational management 18
8.1 Creation of Organizational Unit 18
8.2 Creation of Position 19
8.3 Creation of Job 20
9 System Landscape Scenario 22
10 Developments/Enhancements 23
11 Data Upload 24
12 Links 25
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1. BUSINESS INTRODUCTION:
GMR Group is one of the fastest growing infrastructure organizations in the country operating in
a whole multitude of businesses. The Group‟s businesses range from Airports, Power to Roadsunder the infrastructure umbrella and Sugar and related products under the Agri-Business. The
Group‟s Ferro Alloy division manufactures internationally accepted niche products used in the
manufacture of Stainless Steel.
This document covers the Business Processes under Organization Management for GMR Group
(Sugar/Cogen/Distillery, Roads, Energy, RAXA Security Services Limited, ConstructionManagement, Realty Sector, Corporate Services and Airports). There are HR departmentsfunctioning at each business level that maintain employee data and perform administrative and
other functions for all departments of GMR. This document lists the various kinds of objects and
processes in the sub-module of Organization Management (OM).
1.1Project Shield
GMR Group has implemented SAP HR as part of „Project Shield‟. The sub-modules that areimplemented from the SAP HR suite include:
a. Organization Management
b. Personnel Administration
c. Personnel Time Management
d. India Payroll
e. Performance Management System
f. E-Recruitment
g. Employee Self Service
h. E-Learning
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2. Implementation Methodology
„Project Shield‟ is being implemented using Accelerated SAP (ASAP) methodology, the latest
and proven methodology of SAP. ASAP methodology ensures optimization of time and effort
involved in implementation of SAP solutions. There are five major milestones or phases in this project implementation namely,
Project Preparation
Business Blueprint
Realization
Final Preparation
Go-live and support
3. INTRODUCTION TO ORGANIZATIONAL MANAGEMENT
Organizational management is based on the concept that each entity in an organizational
structure represents Objects and maintaining the relationship between them.
An organization plan is a comprehensive and dynamic model of the structural and personnel
environment at your enterprise
It is created using org. units and positions
The organizational structure depicts the hierarchy that exists between the various
organizational units in your enterprise. You create the organizational structure by creating
and maintaining organizational units and relating them with one another
A reporting structure depicts the line structure that exists in your enterprise. You create a
reporting structure by creating and maintaining positions and relating these with one
another
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4. OBJECTS IN OM
Organization unit
Job
Position
Person Cost Center
Qualification
Qualification group
4.1 Object Key and Number Ranges:
Object key is a notation, which helps in giving a distinct identity to various objects used in OM.
The various object used in OM along with their respective keys are:
Objects Text Key
Number ranges
from
Number ranges
to
Organization unit O 10000000 19999999
Position S 20000000 29999999
Job C 30000000 30999999
Person P
Cost Center C
Qualification Q 31000000 33999999
Qualification
group QK 34000000 35999999
4.2 Organization unit
This organizational object is denoted by the Object key – O. Organizational units are functional
units in an enterprise. In SAP HR, an organizational unit can be Strategic Business Units,Functions, Departments, or Sections, depending on their function in the structure.
By depicting an organizational unit and the hierarchical or matrix relationships between them,
one can model the organizational structure of an enterprise. The highest organizational unit in anorganizational structure is the root organizational unit. In GMR‟s context, „Group Chairman‟s
office‟ will be the root organization unit.
This organizational structure is the basis for the creation of an organizational plan, as every position in an enterprise is assigned to an organizational unit.
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4.3 Job
This organizational object is denoted by the Object key – C. This object is used to describe positions in an organizational plan.
Positions are concrete and are held by persons in an enterprise (secretary in the marketingdepartment, for example). Jobs, in contrast, are classifications of common functions in an
enterprise (secretary, for example), which are defined by the assignment of tasks and
characteristics. Jobs serve as job descriptions, which apply to several positions with similar tasks
or characteristics. Whenever a job is created, it is listed in a job index.
When a new position is created (secretary in the marketing department, for example), it can be
related to a job that already exists in job index (secretary, for example). The position thenautomatically inherits the tasks and characteristics of the job. If there is no corresponding job,
add one to the job index with appropriate approval and assign to it, tasks and characteristics. This
will then be available when new positions are added.
Jobs also provide a valuable point of reference for developing qualifications in Personnel
Development sub-module of HR.
4.4 Position
This organizational object is denoted by the Object key – S. The relationship amongst these
objects is used to depict the reporting structure in an organizational plan. Positions are specificand are held by employees in an enterprise. Positions will be mapped to existing designations in
GMR.
Positions differ from jobs. A job is not concrete but rather the basis for the creation of various positions with similar tasks and characteristics. Positions can be assigned to organizational unit
or jobs; a position inherits characteristics of the organization unit / job, it is assigned to. A
position can also be 30%, 70% or partially filled i.e. more than one person can also occupy a position.
A chief position within an organizational unit is a position to which all other positions in the
organizational unit report. The Chief position will be the position heading Division or Function.
Conceptually a position is a link between function (Job) and organizational unit:
For example:
- Organizational unit: Corporate office
- Job: Manager- Position: Manager HR
4.5 Cost Center
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Cost center is determined in SAP-CO application. A cost center can be assigned to a parent
Organization unit and its entire child Organization unit and positions will inherit the cost centers.
Hence, one needs to assign the cost center only once at the Parent or higher Organization unit.However, if the situation demands then the cost center can also be assigned at position level also
and if there are any assignment in Cost Distribution Infotype (IT 1018), payroll will pickup this
cost center for accounting purpose.
4.6 Person
This Organization object is denoted by the Object key - P. This organizational object is a
physical person to which all people relevant data will be attached.
Most important questions which need to be answered for a person are:
Which legal company does the person work for (and is paid by)?
Which Personnel Area and Sub area does he work in?
Which "Employee group" does he belong to?
Which "Employee subgroup" does he belong to? Which position does he occupy?
In GMR, OM will be integrated with PA (Personnel Administration); assignment of the person in
the organizational structure will be executed in PA through Personnel Action (it will be reflected
in PA Infotype 0001 - Organizational Assignment).In case of new person assignment, user will only need to enter the position number and by virtue
of integration between PA and OM, the system will default the values of personnel area,
personnel subarea, employee group, employee sub-group and cost center assigned to that
particular position.
4.7 Qualification
This Organizational object is denoted by the Object Key – Q. Qualifications are used to define both qualifications profiles and requirements profiles.
Qualifications are the skills, knowledge, or ability that a person has and is of interest to an
employer or, it is also the requirements for a position / job. This means that it is possible to
compare an employee‟s qualifications at a specific point in time with the requirements of his orher present or future occupation.
4.7 Qualification group
This Organizational object is denoted by the Object Key –
QK . A qualification group cancomprise several other qualifications. All the qualifications, arranged in a structured form iscalled Qualification catalogue. Qualif ication catalogue will be structured according to GMR‟s
requirements. Qualification catalogue will be made as a part of PD sub-module. This
qualification catalogue can be used to assign qualifications to Jobs, positions and person.
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In GMR, qualification catalogue might also be used to map functional/business hierarchy for
reporting requirements. This decision will be made based on enterprise structure definition.
5. RELATIONSHIPS
By defining relationships between objects, there will be a hierarchy of objects created which will
mirror GMR‟s organizational structure. Network of relationships between objects will be used to
model the reporting structures of the organization.There are many different types of relationships between objects in the sub-module organizational
Management
Relationship Type Description
A/B 002
Reports to/Line
Supervisor of
A/B 003 Belongs to/Incorporates
A/B 012 Manages/Is managed by
A/B 011 Master Cost center
AZ01 Dotted line Reports to
BZ01 Dotted line Supervises
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A/B 007 Describes/Is described by
A/B 008 Holds/Held by
6. INFOTYPES IN ORGANIZATIONAL MANAGEMENT
Master Data will be maintained in logically grouped together records called Infotypes (IT). Each
Infotype will contain data related by some common attributes. For example, the object Infotype
(IT 1000) stores related particulars about the object like object abbreviation, object long text andvalidity period.
The Detailed List of Master data OM Infotypes that will be used in GMR are:
6.1 Infotype 1000 – Objects:
This Infotype determines the existence of an Organization object. To create a new object, fourfields need to be filled, they are, Validity period (Beginning date and end date), short text for the
object and long text.
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6.2 Infotype 1001 – Relationship:
This Infotype defines the relationship between different objects.
The fields that need to be filled in this Infotype are, validity period, relationship type, type
related object and object ID of the related object.
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6.3 Infotype 1002 – Description:
This Infotype contains the additional descriptions of various
Organizational objects. The fields that need to be filled in this Infotype are, Validity, Description
subtype and Description
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6.4 Infotype 1007 – Vacancy:
The function of this Infotype is to store the status of a position. Status of a position in this IT can
be stored as vacant or filled. This Infotype would be enhanced to indicate whether the position is
within or outside AOP and also Financial Year.
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6.5) Infotype 1008 – Account assignment feature:
The function of this IT is to map company code, personnel area and personnel sub-area for a
position. These defined values will be defaulted in Personnel Administration at the time of
executing a Personnel Action. An attempt to change these values gives a warning but allows
changing.
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6.6) Infotype 1014 – Obsolete:
This Infotype is used to flag positions as obsolete and these are those positions which are nolonger used but are still occupied. Status of a position in this IT can be stored as obsolete.
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6.7 Infotype 1018 –
Cost Distribution:
This Infotype determines how costs are to be distributed between several cost centers. The fields
that need to be filled here are controlling area, additional cost center and cost percentage.
Organizational unit and positions are the objects for which this Infotype will be used.
7. PLAN VERSIONS
Plan versions are used to carry out various simulations of the structure and compare plans
in the system, in parallel. As a rule, only one plan version depicts an enterprise's current
organizational plan.
One can maintain multiple plan versions in a system. This enables one to use different
plans to experiment with various scenarios for a company. One plan might reflect current
day-to-day operations at a firm. Another might reflect a company proposed structure after
a planned merger takes place. It is important to note that there is no link between
information maintained in separate plan versions.
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Plan version “01” (“Current Plan”) is the active plan version in which current valid
information will be maintained
8. PROCESSES IN ORGANIZATIONAL MANAGEMENT:
The following processes will be mapped as a part of Organization Management.
Creation of Organization units
Creation of Jobs
Creation of positions
8.1 CREATION OF ORGANI ZATION UNI TS:
All the sectors work on their respective AOP at the beginning of the year Manpower
planning is a vital part of AOP
Manpower planning is used as a base to create Organization units for that particular year
Organization units can also be created outside AOP if there is a need for one
Approving authority for creation of org. unit outside AOP are BSC / Business Chairman
BUSINESS PROCESS FLOW FOR CREATION OF ORGANIZATIONAL UNIT
WITHIN AOP /OUTSIDE AOP.
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8.2 CREATION OF JOBS:
For creation of a new job, proposal is placed by businesses to the BSC Final approval for creation of a job is given by the Business Chairman Creation of jobs is always done as a Organization restructuring exercise The power to modify / change a job is vested only with the Corporate HR.
As jobs are generic and not Organization specific, general naming convention will be
followed for jobs.
For E.g. General Manager, Vice president, Associate general manager
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8.3 CREATION OF POSITION:
All the sectors work on their respective AOP at the beginning of the financial year. An
AOP is generated for the year
Manpower planning is an integral part of AOP
Manpower planning is used as a base to create positions for that particular year.
Positions can also be created outside AOP if there is a need for one.
The naming convention that is followed for positions would be a combination of
Department and the job that the position is created for.
For E.g. If a position is created under the job „manager‟ and the department „HR‟ then the position would be called as „HR manager‟
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BUSINESS PROCESS FLOW FOR CREATION OF ORGANIZATIONAL UNIT
WITHIN AOP /OUTSIDE AOP:
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9. SYSTEM LANDSCAPE SCENARIO
During the start of implementation it had only 100, 200, 220, 300 in development, 400 in quality
and 500 in production.
Later on during master data upload, cutover and training to end users, more clients were added.
Below is the picture explaining the system landscape. It should be noted that the transport
requests can created only in 220 and 300 client. It has to be copied to 200 for unit testing by the
functional consultant. Later has to be transported to quality for testing by end users and business
process owners. Based on feedback, finally the transport request has to be transported to
production 500 from development.
For training to the new people joining GMR, training client will be maintained by regular client
copy of production and thus ensuring the real time data will be made available to the end users.
Client 430 was created to test the mock cutover activity prior to go live. This client may not be
available later.
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Client 510 was proposed for pre-production for testing and imparting training to end users post
go live. This client may not be available later.
10) DEVELOPMENTS/ENHANCEMENTS:
The following developments or enhancements have been done
S.n
o Name
Functional Spec Doc Name
Type
1FieldEnhancements_IT1007
HCM_OM_FUE_001_IT1007_Enhancement_V1.2 Enhancement
2Report - Positions createdoutside AOP
HCM_OM_FUE_002_Report_Positions_outside_AOP_V1.0
Development
3 Report - Supervisor DetailsHCM_OM_FUE_003_EE_Supervisors_Details_V1.1
Development
For more details please refer to the functional spec for which the links is provided at the end of
the documents.
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The following evaluation paths has been customized according to GMR requirements
Evaluation
Path Evaluation Path Description
ZOSP Evaluation path for dotted line relationship
ZOSK Evaluation path for cost center assigned to a position
ZDLREvaluation path- to view Positions with dotted line relationships in an org.unit
The following Relationship type has been customized according to GMR requirements
Relationship
Type Description
AZ01 Dotted line Reports to
BZ01 Dotted line Supervises
11)DATA UPLOADS:
Data has been uploaded from legacy to Sap system through LSMW and BDC.
BDC has been used to upload data for IT 1018(Cost Distribution).
For more information on BDC please refer to the documents for which the links has been provided at the
end of the documents.
FOR MORE DETAI LS OF ANY INFORMATI ON PLEASE REFER TO THE FOLLOWING
LINKS
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12) The fol lowing are the li nks to access the Documents:
Link to Business Blue Print and Appendix to Blue Print
\\172.16.100.11\Project_Shield\Phase_1_ERP_Implementation\20 ASAP Deliverables\022 -
Blueprint\070 - HCM\073 - Business Blueprint\0732 - Organizational Management
Link to Configuration Document
\\172.16.100.11\Project_Shield\Phase_1_ERP_Implementation\20 ASAP Deliverables\023 -Realization\070 - HCM\078 - Configuration document/HCM_OM_config_document_v1.0
Link to OM_KT document
\\172.16.100.11\Project_Shield\Sap Training and Support\TeamTCS\Common\KT\HR
Link to FS Specifications
\\172.16.100.11\Project_Shield\Phase_1_ERP_Implementation\20 ASAP Deliverables\023 -
Realization\070 - HCM\074 - Functional Specifications for Developments\OM