Understanding Organizational Management in SAP

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• Understanding Organizational Management in SAP
• Position Management
• Human Resources Master Data Center

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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 - Display organization and Staffing PPSS
• PPSS - Display Structure
• PO13D - Display Position
• ZHRPOSRPT - Position Analysis Report

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Organizational Management

• Provides a real-time view of the organizational
  structure
• Keeps history of the organizational structure as
  it evolves over time
• Provides ability to store the reporting structure
  on a position level
• Provides ability to store security on a position
  level

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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 Unit

• 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
• University Pay Plan

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Positions

• Represent individual employee assignments in an
  organizational 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 student employee must be
  assigned to a position

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Job versus Position

• Example of Job (University Pay Plan)
• Director
• Example of Positions
• Director of Accounting
• Director of Facilities Operations

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Group Position Titles for Task Workers

• Staff Task Worker
• One per department
• Can have multiple
• Student Task Worker
• Created only for departments approved by HR to
  use task payments for student workers (example
  Advertising sales for KTSW or The University
  Star)
• Approved group positions will share the same job,
  supervisor, and costing information.

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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
• Once the position has been added to SAP, the PCR
  cannot be created until the next day.

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Licensing and Credential Initiative

• Through this campus-wide Licensing and Credential
  initiative, Texas State University has
  transferred all safety training previously
  administered through TRACS onto SAP.
• This includes but is not limited to
• Hazardous Waste Training
• Hazard Communication Training
• Spill Prevention, Control and Countermeasure
  (SPCC) Training
• Illicit Discharge, Detection and Elimination
  (IDDE) Training
• Student Health Center Mandatory Training
• More TBD

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Licensing and Credential Initiative

• Training will now be identified using the
  position number assigned in SAP
• Positions with relationships to designated
  training classes will be identified when an
  employee is placed into the selected position.
  The employee will be notified to register for the
  specified training, and will continue to receive
  the notice until they complete the training.
  Their supervisor will also receive reminder
  emails.
• When an employee separates from Tx State or
  transfers between departments, the employee will
  still be flagged for training if they are out of
  compliance until they are removed from their
  position by the losing department.
• Ex If Joe Smith works in a lab and handles
  hazardous waste the position he is assigned to
  will be flagged as needing this training. If Joe
  leaves, he will continue to be notified until his
  PCR is processed. The employee who replaces him
  will then be notified and required to take the
  training.

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Licensing and Credential Initiative

• Things to remember
• Before hiring an employee, check the position
  number for the training indicator. Only put
  employees whos job will require that training in
  that position number.
• If you think an employee needs to be trained, but
  their position has not been flagged for that
  training, contact the office of Environmental
  Health, Safety Risk Management to add the
  indicator to their position number.
• When an employee leaves, ensure PCRs are
  submitted as soon as possible to avoid notifying
  employees who have left the University or
  transferred departments.
• Use SAP transaction PO13D to view A031 training
  relationships on a single position.
• Use SAP transaction ZHRPOSRPT to run a position
  report on your organization. Ensure the
  Qualification box is selected prior to executing
  the report.

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Licensing and Credential Initiative

• Searching in your org or single positions for
  training indicators
• To find positions with A031 relationships, use
  the position analysis report, ZHRPOSRTP
• Check the box for Qualifications near the
  bottom and execute
• See example on next slide

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Position Analysis Report A031
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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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Data Maintained for Each Position

• Validity dates
• Organizational unit (i.e., department)
• Position the position reports to (i.e.,
  supervisor)
• Position(s) supervised (if any)
• Job
• Org unit managed (if any)
• Vacancy status
• Changes require HR or FR notification by
  department

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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 departments
  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
SAP Description
1100 Office of President
1200 Information Technology
1300 Academic Affairs
1400 Finance/Support Services
1500 Student Affairs
1600 University Advancement
1700 Athletics
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Personnel Subarea
SAP Personnel Subarea Description
0001 Benefits Eligible PT (20-39) Regular part time 50
0002 Benefits Eligible FT (40) Regular full time
0003 Non Benefits Eligible PT (lt 20) Non-regular less than 20 hrs/week
0004 Non Benefits Eligible PT (20-39) Non-regular between 20-39 hrs/week
0005 Non Benefits Eligible FT (40) Non-regular 40 hrs/week
0006 Student Benefits Eligible (20-40) Grad students 50 or more for full semester
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Employee Groups
SAP Employee Group Description
A Faculty  
B Staff  
C Student Grads and student workers
D TRS/ORP Retired Staff TXST Staff not always retired from TXST
E TRS/ORP Retired Faculty TXST Faculty not always retired from TXST
F ERS Retired Staff TXST Staff retired from ERS (state agency)
G ERS Retired Faculty TXST Faculty retired from ERS (state agency)
H Program Faculty Not teacher of record performing other duties not related to teaching.
I TRS/ORP Retired Program Faculty TXST Program Faculty not always retired from TXST
J ERS Retired Program Faculty TXST Program Faculty retired from ERS (state agency)
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Employee Subgroup
SAP Employee Subgroup Description
01 lt 12 month Exempt Salaried Appointed lt 12 mo, exempt from FLSA overtime
02 lt 12 month Exempt Salaried with Spread lt 12 mo, exempt from FLSA overtime, elected spread
03 lt 12 month Nonexempt Salaried lt 12 mo, eligible for FLSA overtime
04 lt 12 month Nonexempt Salaried with Spread lt 12 mo, eligible for FLSA overtime, elected spread
05 12 month Exempt Salaried Appointed 12 mo, exempt from FLSA overtime
06 12 month Nonexempt Salaried 12 mo, eligible for FLSA overtime
07 12 month Exempt Hourly Paid by the hour, exempt from FLSA overtime
08 12 month Nonexempt Hourly Paid by the hour, eligible for FLSA overtime
09 Task Worker Paid by task, not by hour or month
10 Per Course Paid a flat rate per course per semester
11 Non Pay Not receiving salary from TXST
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Employee Subgroup Cont.
SAP Employee Subgroup Description
12 lt12 Mo NE Sal GA/DA lt 12 month Nonexempt Salaried Grad/Doc Asst
13 lt12 Mo NE Sal GA/DA Spr lt 12 month Nonexempt Salaried Grad/Doc Asst w/Spread
14 12 Mo NE Sal GA/DA 12 month Nonexempt Salaried Grad/Doc Asst
15 lt12 Mo Ex Sal GA/DA lt 12 month Exempt Salaried Grad/Doc Asst
16 lt12 Mo Ex Sal GA/DA Spr lt 12 month Exempt Salaried Grad/Doc Asst with Spread
17 12 Mo Ex Sal GA/DA 12 month Exempt Salaried Grad/Doc Asst
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Org Management Transactions - SAP

• PPOSE - Organizational and Staffing Display
• Used to review all positions in an organization
• PPSS - Display Structure
• Used to review reporting relationships
• Can be used for entire organization or
  supervisor/employee relationships.
• PO13D - Display Position
• Used to review position data
• ZHRPOSRPT - Position Analysis Report
• Used to review all positions in org in report
  format

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SAP Easy Access
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Menu Path
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PPOSE - Display organization and Staffing

• At SAP Easy Access Menu enter transaction PPOSE
• In the Find by box, click on the triangle
  by organizational unit.
• Click on structure search
• This will display one or more org units in the
  bottom left box on the screen (depending on which
  org units you have authority to work 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 positions assigned to the organizational
  unit will be displayed on the upper right side of
  the screen.
• 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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The Welcome message is displayed the first time
you execute PPOSE. Thereafter, org units are
automatically displayed when you execute the
transaction.
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Structure Search
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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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Positions and Holders
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SAP Easy Access
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Menu Path
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Transaction PPSS

• 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
• 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 Relationship text on
• Click on symbols for supervisory positions
  to display reporting relationships
• Click on other symbols to display Holders
• Positions without Holders are vacant.
• S position
• P Personnel Number
• To run on entire organizational unit, use these
  parameters
• Object Type O
• Object ID Org
• Evaluation Path O-S-PHIE

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PPSS - Display Structure Transaction
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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 Example with Key and Relationship text on
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PO13D - Display Position Transaction

• This transaction is used to look at the specific
  details of one position number.
• Information about the position can be found here,
  such as
• Position title
• Reporting relationships
• Security roles
• Org position belongs to
• Holder of position, or if vacant
• Position cost center and fund
• Planned compensation (if vacant)
• Personnel area subarea (IT1008)
• Employee group subgroup (IT1013)
• Cost Distribution

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PO13D - Display Position Transaction
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PO13D - Example
Be aware of date field when requesting information
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PO13D Example Cont.
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PO13D Common Relationship meanings

• A002 Reports to this position
• A003 Belongs to this org unit
• A008 Holder of this position
• A011 Cost Center (always tied to A003)
• A012 Manages org unit (usually belongs to chief
  of org)
• AZ08 Allows availability to see people in Org
  from BZ08 position
• BZ08 On main position to show it is tied to AZ08
• AZ09 Is backup time admin for that position
  listed
• BZ09 Position listed is TA backup
• B002 Supervises this position
• B007 Job

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ZHRPOSRPT - Position Analysis Report

• Reports detailed information about the positions
  in your organizational unit
• Open search or by job number and many other
  fields
• View vacant positions and security roles on
  positions in org unit

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ZHRPOSRPT - Position Analysis Report
Execute to run report
Once executed, read the report from left to
right. Each position will have several lines of
data that can be found in PO13D.
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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 and has 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 an
  Organization 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/OrganizationalMana
  gement.html

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We are available to help!

• Positions
• Katie Bonner, Human Resources, for staff, hourly,
  student and non-academic graduate students
• Elizabeth Mello or Candace Satchell, Faculty
  Records, for faculty, academic graduate students
  and undergraduate instructional assistants
• PCRs
• Roxie Weaver, Human Resources, for staff and
  non-academic graduate students
• Elizabeth Mello or Candace Satchell, Faculty
  Records, for faculty and academic graduate
  students
• Katie Bonner, Human Resources, for staff NSNR
  hourly temporary employees
• Lisa Gonzalez, Human Resources, for hourly
  students

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Support Offices

• Human Resources (5-2673) Katie Bonner,
  KB1367_at_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
• Texas State NetID
• The link can be found on the Technology Resources
  website under IT Assistance Center (ITAC), Forms
  (Requests) button on top of menu.
• http//www.tr.txstate.edu/itac/netid.html