SAP Cloud Reference Systems - · PDF fileA candidate accepts a position in the reference company. The HR administrator enters the candidate’s personal, employment, time, ... The

SAP Cloud Reference Systems

Workforce Administration

Scenario Outline

© 2012 SAP AG. All rights reserved. 2

Content

Scenario Overview

Business Scenarios in a Reference System

Introduction

Typical Usage

Process Illustration

Usage Example 1: Hire Employee

Usage Example 2: Administer Resources

Usage Example 3: Find Resources

Usage Example 4: Transfer Employee

Usage Example 5: Terminate Relationship with Employee

Usage Example 6: Administer Personnel File

Scenario Overview Business Scenarios in a Reference System

Introduction

Typical Usage


Business Scenarios in a Reference System

In a Reference System, you can experience

how a business scenario meets specific

requirements of a typical midsize company.

The following slides outline and illustrate

the individual process steps of a business

scenario as it has been realized in the

model company Almika.

For hands-on experience, you can take

advantage of the business scenario document,

which guides you through the process with

detailed step-by-step instructions.


Introduction (1 of 2) Workforce Administration

Scenario Introduction

The Workforce Administration business scenario is designed to efficiently

manage and execute all employee-related tasks. Depending on the

solution scope you require, there are two approaches to deal with

personnel data:

People Master Data Management is the lean way to administer basic

master data for your employees and service agents if HR is not in your

scope. These employees can be staffed to projects and they can

record their working times using Employee Self-Services (ESS). The

reference company does not use People Master Data Management,

but Personnel Administration. Therefore, this variant is not covered in

the documentation.


Introduction (2 of 2) Workforce Administration

Personnel Administration enables you to maintain the full set of

employee- and employment-related data according to country-specific

regulations if HR is in your scope. HR administrators can manage

personnel events such as hiring employees, transferring them within

the organization, terminating the relationship with employees, rehiring

employees and hiring service agents as employees. Personnel files

can be accessed and updated by HR administrators, employees or

employee managers to change personnel data. The reference

company uses HR functions to administer its workforce, thus our

documentation focuses on this variant.


Typical Usage (1 of 2) Workforce Administration

Hire Employee

A candidate accepts a position in the reference company. The HR

administrator enters the candidate’s personal, employment, time,

compensation and payroll details into the system. In addition, the HR

administrator sets up a user account with the relevant authorizations

and grants system access on the first day of work.

Administer Resources

The resource manager maintains the new hired employee’s resource

profile, which includes his or her skills and earliest availability date

information as well as related documents such as certificates and

resumes.

Find Resources

The resource manager receives a resource request from the project

manager for the purpose of an internal project staffing. By searching

according to the requested skills and availabilities, the resource

manager finds the suitable resources and communicates the result to

the project manager.


Typical Usage (2 of 2) Workforce Administration

Transfer Employee

The management informs the HR administrator that an employee is

transferring to a different position and department with a salary

increase. The HR administrator performs the employee’s transferring

event within the system.

Terminate Relationship with Employee

An employee decides to leave the company. The HR administrator

terminates the working relationship between employee and company

in the system and determines the date when the corresponding

system user is to expire.

Administer Personnel File

The HR administrator centrally maintains employee- and employment-

related data in the system. In addition, employees and their line

managers are able to maintain employee-related data in a

decentralized way by using Employee Self-Services (ESS) or

Manager Self-Services (MSS), respectively.

Process Illustration Usage Example 1: Hire Employee

Usage Example 2: Administer Resources

Usage Example 3: Find Resources

Usage Example 4: Transfer Employee

Usage Example 5: Terminate Relationship with Employee

Usage Example 6: Administer Personnel File


Workforce Administration Hire Employee

The HR administrator

enters the new hire’s

personal information.


maintains the new

hire’s employment data.


attaches documents for

the new hire.


defines the time

recording method for

the new hire.


assigns the work

schedule to the new

hire.


assigns time accounts

to the new hire.


assigns the

compensation structure

and grade to the new

hire.


defines a detailed

compensation

component amount for

the new hire.


assigns a pay group to

the new hire.


maintains tax data for

the new hire.


maintains social

insurance data for the

new hire.


maintains user settings

for the new hire.


maintains the data and

work centers which are

allowed to be accessed

by the new hire.

HR Administrator HR Administrator HR Administrator HR Administrator HR Administrator

Personnel

Administration

Time Administration Compensation Personnel

Administration

Application and User

Management

Process

Role

Work center

Form

Financial

Posting

Enter Personnel Data

for New Hire Enter Time Date for

New Hire

Enter Compensation

Data for New Hire Enter Payroll Data for

New Hire

Maintain User and

Authorization for New

Hire


Workforce Administration Administer Resources

The resource manager

enters the skills profile

and earliest availability

date for the new hired

employee.

In addition, the

resource manager

uploads documents

containing further

information about

qualification and

suitability, resumes and

so on.

Resource Manager

Resource Management

Process

Role

Work center

Form

Financial

Posting

Administer Resource

Profile


Workforce Administration Find Resources

The resource manager

searches for the most

suitable resources

according to the

requested availability

and skills. The

availability check takes

the existing project

assignment into

consideration.

Resource Manager

Resource Management

Process

Role

Work center

Form

Financial

Posting

Find Resources


Workforce Administration Transfer Employee

Perform Employee

Department Transfer


performs an employee

transfer in the system

and updates related

data (e.g. new

organizational unit, new

job description, agreed

working hours, etc.).

Personnel

Administration

HR Administrator

Process

Role

Work center

Form

Financial

Posting


reviews the transferee’s

compensation profile

and makes necessary

changes due to the

transfer (e.g. increase

the employee’s base

salary).

HR Administrator

Compensation

Review Compensation

Data for Employee

Transfer


Workforce Administration Terminate Relationship with Employee

Terminate Working

Relationship with

Employee


reviews the time profile

of the employee who is

leaving and makes

necessary changes

(e.g. payout time

account balance).


performs the employee

working relationship

termination in the

system and updates

related data (e.g. last

working day,

termination type and

termination reason).

Personnel

Administration

HR Administrator HR Administrator

Time Administration

Process

Role

Work center

Form

Financial

Posting

Review Time Data for

Employment

Termination


Workforce Administration Administer Personnel File

Update Private Contact

Data using Employee

Self-Services (ESS)

The employee updates

his or her personal

payment information

(e.g. payment method,

bank account data,

etc.) using the Self-

Service functions.

The employee changes

his or her travel

expense setting from

the main payment to a

different setting using

the Self-Service

function (e.g. from bank

transfer to check or

from one bank account

to another).

The employee defines

part of his or her

payments to be

transferred to another

bank account (e.g.

debit card) using the

Self-Service functions.

* US only

The manager updates

employee’s workplace

contact data on behalf

of his or her

subordinate.

The employee informs

the HR administrator of

a change in marital

status. The HR

administrator accesses

the employee’s

personnel file and

updates his or her

biographical data.

After the relocation, the

employee updates his

or her private contact

data using the Self-

Service functions.

Home

Employee Employee Employee Employee Manager HR Administrator

Home Home Home Personnel

Administration

Process

Role

Work center

Form

Financial

Posting

Update Payment

Information using ESS

Update

Reimbursement

Settings using ESS

Edit Payments to

Additional Bank

Accounts using ESS *

Update Employee’s

Work Contact Data w/

Manager Self-Service

Update Employee’s

Biographical

Information Centrally

Managing My Area


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SAP Cloud Reference Systems - · PDF fileA candidate accepts a position in the reference company. The HR administrator enters the candidate’s personal, employment, time, ... The