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 who’s 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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(NPDF)

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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 department’s 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 (< 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 < 12 month Exempt Salaried Appointed < 12 mo, exempt from FLSA overtime

02 < 12 month Exempt Salaried with Spread < 12 mo, exempt from FLSA overtime, elected spread

03 < 12 month Nonexempt Salaried < 12 mo, eligible for FLSA overtime

04 < 12 month Nonexempt Salaried with Spread < 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<12 Mo NE Sal GA/DA < 12 month Nonexempt Salaried Grad/Doc Asst

13<12 Mo NE Sal GA/DA Spr < 12 month Nonexempt Salaried Grad/Doc Asst w/Spread

1412 Mo NE Sal GA/DA 12 month Nonexempt Salaried Grad/Doc Asst

15<12 Mo Ex Sal GA/DA < 12 month Exempt Salaried Grad/Doc Asst

16<12 Mo Ex Sal GA/DA Spr < 12 month Exempt Salaried Grad/Doc Asst with Spread

1712 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

Highlight info type below and click mountain to view

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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/OrganizationalManagement.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@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