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Workforce Administration

SAP Business ByDesign


July 28, 2012 2

Table of Content

1 About this Document ....................................................................................................................... 3

1.1 Purpose .................................................................................................................................... 3

1.2 Reference System and Model Company .................................................................................... 3

2 Master and Organizational Data ...................................................................................................... 4

3 Business Process Tasks ................................................................................................................. 5

3.1 Hire Employee .......................................................................................................................... 5

3.1.1 Enter Personnel Data for New Hire ................................................................................ 5

3.1.2 Enter Time Data for New Hire ........................................................................................ 7

3.1.3 Enter Compensation Data for New Hire ......................................................................... 8

3.1.4 Enter Payroll Data for New Hire ..................................................................................... 9

3.1.5 Maintain User and Authorization for New Hire .............................................................. 10

3.2 Administer Resources ............................................................................................................. 11

3.3 Find Resources ....................................................................................................................... 12

3.4 Transfer Employee .................................................................................................................. 13

3.4.1 Perform Employee Department Transfer...................................................................... 13

3.4.2 Review Compensation Data for Employee Transfer ..................................................... 14

3.5 Terminate Relationship with Employee .................................................................................... 15

3.5.1 Terminate Working Relationship with Employee .......................................................... 15

3.5.2 Review Time Data for Employment Termination .......................................................... 16

3.6 Administer Personnel File ........................................................................................................ 17

3.6.1 Update Private Contact Data Using Employee Self-Services ....................................... 17

3.6.2 Update Payment Information Using Employee Self-Services ....................................... 18

3.6.3 Update Reimbursement Settings Using Employee Self-Services ................................. 18

3.6.4 Update Payments to Additional Bank Accounts Using Employee Self-Services (US Only)

................................................................................................................................... 19

3.6.5 Update Employees’ Work Contact Data Using Manager Self-Service ........................... 21

3.6.6 Update Employee Biographical Information Centrally ................................................... 22


July 28, 2012 3

1 About this Document

1.1 Purpose

The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system.

To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario.

1.2 Reference System and Model Company

A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample

data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario.

To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference

company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system.

You can find the Company Fact Sheet in the Help Center of your reference system. To access

this document, choose Help Help Center and open the link under the heading Company-Specific Help.


July 28, 2012 4

2 Master and Organizational Data

Each SAP Business ByDesign Reference System contains essential master and organizational data, which

reflect the typical organizational structure of a mid-size company of a specific industry

allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers.

For this scenario, use the master data as described below.

If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data.

For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet.

Master / Org. Data Type Name and Value Usage

Organizational Unit Finance (A1110) The newly hired employee is assigned

to this department

Human Resources (A1120) The employee transfers to this department

Job Accountant (FINANCIALACCOUNTANT)

The newly hired employee takes this job

HR Administrator

(HRADMINISTRATOR)

The employee transfers to this new job

Time Model Weekly 40 hrs (Schedule) (WEEKSUS)

Predefined work schedule which is assigned to the new hire

Time Account Paid-time off (US0010) Vacation time account which is assigned to the new hire

Compensation Structure Salary Grades US (GRADESUS)

Compensation structure which is assigned to the new hire

Compensation Component

Semi-monthly salary (SALARYSM)

Compensation component which is assigned to the new hire

Bank Bank of Cleveland Bank for employee’s payment


July 28, 2012 5

3 Business Process Tasks

3.1 Hire Employee

3.1.1 Enter Personnel Data for New Hire

Logon and Work Center Information

Logon ID (Role) HRM02 (HR Administrator / Peter Flahan)

Work Center / View Personnel Administration Regular Tasks

Procedure

Field Name Data to Enter Activity / Button / Comment

United States tab

Click Hire Employee.

Hire Employee guided activity

Step 1: Enter Personal Data

Employee ID E0XXX X can be any number.

To see what kind of vacant IDs could be used, check the existing employee IDs in the Employees view of the Personnel Administration work center.

Title Ms.

First Name Victoria

Last Name Amico

Social Security Number

(Only for US) 478-98-30XX X can be any number.

Date of Birth 09/26/1978

Nationality US - United States

Marital Status Single

Mobile Phone +1 919-555-2200

Payment Method Check

Country US - United States

House Number 17

Street Pennington Place

City Durham


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State NC - North Carolina

Postal Code 27707

Military Status (Only for

US) Inactive

Ethnicity (Only for US and China)

1 - Hispanic or Latino

Make a note of the Employee ID: _____________.

Click Next.

Step 2: Enter Employment Information

Hire Date <the first day of the current month>

Organizational Unit A1110 - Finance

Job FINANCIALACCOUNTANT - Accountant

Job Category (Only for US)

Administrative Support Workers

Administrative Category Salaried Nonexempt

Agreed Working Hours 40 / Week

Assessment Period 3 / Month

Click Next.

Step 3: Add Documents

Click Add File.

File Click Browse and select an

image from your local disk.

Click Open.

Document Title Employee Image

Document Type Employee Image

Click Add.

Click Next.

Step 4: Review

Click Finish.

Step 5: Confirmation

Click Close.


July 28, 2012 7

3.1.2 Enter Time Data for New Hire



Work Center / View Time Administration Work

Procedure


Work view

Click the task subject Complete Time Data (Hire)

for <newly hired employee>.

Complete Time Data (Hire) guided activity

Step 1: Enter Basic Data

Time Recording Method Exception-based

Click Next.

Step 2: Define Work Schedule

Time Model WEEKSUS

Click Next.

Step 3: Assign Time Accounts

Click Add Row.

Time Account US0010 - Paid-time off

Time Account Rule Annual entitlement (full-time)

Choose the Accrual/Entitlement Rules

tab.

Initial Balance 20

Click Next.

Step 4: Review

Click Finish.


Click Close.


July 28, 2012 8

3.1.3 Enter Compensation Data for New Hire



Work Center / View Compensation Work

Procedure


Work view

Click the task subject Complete Compensation Data (Hire) for <newly hired

employee>.

Complete Compensation Data (Hire) guided activity

Step 1: Assign Compensation Structure

Compensation Structure ID

GRADESUS

Grade ID G4

Click Next.

Step 2: Add Earnings

Select the line item for compensation component SALARYSM.

Amount 1750 USD

Click Next.

Step 3: Review

Click Finish.


Click Close.


July 28, 2012 9

3.1.4 Enter Payroll Data for New Hire



Work Center / View Personnel Administration Work

Procedure


The following processes are only relevant for US. For other countries, you need to prepare

your own processes, i.e., enter different payroll data in different UIs.

Work view

Click the task subject Complete Payroll Data - United States (Hire) for

<newly hired employee>.

Complete Payroll Data guided activity

Step 1: Basic Payroll Data

Payroll Group USSA - US semi-monthly

Click Next.

Step 2: Federal Tax Data

Click Next.

Step 3: State Tax Data

Click Add Row.

Tax Authority 1000003 – Ohio Tax Service

Click Next.

Step 4: Local Tax Data

Click Add Row.

Tax Authority 1000004 - Income Tax

Division

Click Next.

Step 5: Review

Click Finish.



July 28, 2012 10


Click Add Withholding Data.

Withholding Form sub-tab

Click Add Row.

Tax Authority Type State

Tax Authority ID 1000003 - Ohio Tax Service

Withholding Form Federal W-4

Click Save and Close.

Click Close.

3.1.5 Maintain User and Authorization for New Hire



Work Center / View Application and User Management Business Users

Procedure


Business Users view

and Find Amico

Click Go.

Select the line item of the new hired employee and choose Edit Attributes.

Business User screen

User ID AMICOV

Valid From <the first day of the current month>

Password Initial1

Confirm Password Initial1

Click Save.

Click Edit Access Rights.


July 28, 2012 11


Edit Access Rights screen

Click Actions Assign All Proposed Work Centers and

Views.


3.2 Administer Resources

What You Should Know

The HR Administrator maintains the resource profile for the new hired employee by entering the earliest availability date, detailed skills information, and uploading related documents about his/her qualification and suitability.



Work Center / View Resource Management Resource Profiles

Procedure


Resource Profiles view

Show list Internal Resources

and Find <Employee ID that you hired in the previous steps>

Click Go.

Choose Edit Resource Profile.

Internal Resource screen Availability tab

Earliest Availability <the first day of the current

month>

Internal Resource screen Skills tab

Skills Details CPA

Internal Resource screen Attachments tab

Choose Add File.


July 28, 2012 12


File Click Browse, select any document from your local disk as certificate and click Open.

Document Title CPA Certificate

Document Type Certificate

Click Add.


3.3 Find Resources



Work Center / View Resource Management Resource Search

Procedure


Resource Search view

Show list All Resources

Click Advanced.

Skills Details CPA

Click Go.

Select all the line items for the resources that meet the criteria, click Show Availability to check and find

out the suitable resources that

are currently available.

Click Close.


July 28, 2012 13

3.4 Transfer Employee

3.4.1 Perform Employee Department Transfer




Procedure


United States tab

Click Transfer Employee.

Transfer Employee screen

Employee <ID of the employee that you

just hired>

Press Enter.

Transfer Date <the first day of the next month>

Organizational Unit A1120 - Human Resources

Job HRADMINISTRATOR - HR

Administrator


If someone has already executed this process in the system and the employee has already been transferred to organizational unit (A1120 - Human Resources), select a new

organizational unit and a new job (of your own choice).


July 28, 2012 14

3.4.2 Review Compensation Data for Employee Transfer


Once the employee is transferred in the system, a BTM task is generated automatically, which asks for the transferred employee’s compensation data to be reviewed. In this case, the employee’s base salary increases due to the transfer, so the HR Administrator responsible for the task maintains a salary increase with effect from the employee’s transfer date.



Work Center / View Compensation Work

Procedure


Work view

Click the task subject Review Compensation Data (Transfer) for <transferred

employee>.

Compensation File screen Compensation Details tab

Select the line item of the compensation component SALARYSM and click Delimit.

Valid To <the last day of the current month>

Click OK.

Click Add Row.


SALARYSM

Valid From <the first day of the next month>

Valid from the transfer date.

Amount 2000 USD


Work view

Select the line item of the task Review Compensation Data (Transfer) for <transferred

employee>.

Click Actions Complete.


July 28, 2012 15

3.5 Terminate Relationship with Employee

3.5.1 Terminate Working Relationship with Employee




Procedure


United States tab

Click Terminate Relationship with Employee.

Terminate Relationship with Employee screen

Employee <ID of the employee that you just transferred>

Press ENTER.

Last Working Day <the last day of the next month>

Termination Category Resignation

Termination Reason Better career opportunities



July 28, 2012 16

3.5.2 Review Time Data for Employment Termination


Once the employee’s employment relationship is terminated in the system, a BTM task is generated automatically, which asks for the leaving person’s time data to be reviewed. The HR Administrator carries out the necessary steps and pays out the remaining balance in the leaving person’s vacation time account until the last working day.



Work Center / View Time Administration Work

Procedure


Work view

Click the task subject Review Time Data (Termination) for

<leaving employee>.

Time File screen Time Account Balances tab

Select the line item of the time account Paid-time off <current year> and choose

the Adjustments tab.

Click Add Row.

Posting On <the last day of the next month>

Posting Type Payout

Quantity <the remaining balance of the time account>


PTOPAYOUT

Result Amount 1000 / USD

Reason for Adjustment Pay out the time account balance due to employment

termination.


Work view

Select the line item of the task Review Time Data


July 28, 2012 17


(Termination) for the leaving

employee.

Click Actions Complete.

3.6 Administer Personnel File

3.6.1 Update Private Contact Data Using Employee Self-Services


Logon ID (Role) MARKETING02S (Employee / Kathy Jagger)

Work Center / View Home Self-Services Self-Service Overview

Procedure


Self-Services Overview view

Click Edit Private Contact

Data.

Edit Private Contact Data screen

House Number 5

Street Adler Street

City Durham

State NC - North Carolina

Postal Code 27701

Click Finish and Close.

If the private contact data has already been updated by other users, enter different data of your

own choice.


July 28, 2012 18

3.6.2 Update Payment Information Using Employee Self-Services




Procedure



Click Edit Payment Information.

Edit Payment Information guided activity

Step 1: Select Payment Method

Payment Method Bank Transfer

Bank Bank of Cleveland

Account Number 11000000XXX X can be any number.

Account Type (Only for US)

Debit Card

Click Next.

If the payment information has already been updated by other users, enter different data of

your own choice.

Step 2: Review

Click Finish.


Click Close.

3.6.3 Update Reimbursement Settings Using Employee Self-Services





July 28, 2012 19

Procedure



Click Edit Reimbursement Settings.

Edit Reimbursement Settings guided activity

Step 1: Settings for expense reimbursement

Select the Use Separate Settings for Expense

Reimbursement radio button.

Click Next.

Step 2: Payment Method

Payment Method Check

Click Next.

If the reimbursement setting has already been updated by other users, choose a different

payment method.

Step 3: Review

Click Finish.


Click Close.

3.6.4 Update Payments to Additional Bank Accounts Using Employee Self-

Services (US Only)




Procedure



Click Edit Payments to

Additional Bank Accounts.


July 28, 2012 20


Edit Payments to Additional Bank Accounts guided activity

Step 1: Overview

Activity Add a new payment

Click Next.

Step 2: Payment Details

Amount 300

Click New Bank Account.

New Bank Account screen

Bank Bank of Cleveland

Account Number 11000000XXX X can be any number but the value must be different from the main bank account number you specified before when updated your payment

information.

Account Owner Kathy Jagger

Account Type Debit Card


Edit Payments to Additional Bank Accounts screen

Bank Details ID <the bank details ID of the new bank account that you created

in the previous step>

Click Next.

Step 3: Review

Click Finish.


Click Close.


July 28, 2012 21

3.6.5 Update Employees’ Work Contact Data Using Manager Self-Service


Managers can administer their employees’ personnel files by using the On-Behalf functions. Supposing a whole department moves to a new building, then the line managers can update the work contact information on behalf of their employees.


Logon ID (Role) SALES01S (Manager of employee / Roberta Johnson)

Work Center / View Managing My Area Common Tasks: Call Employee Service On Behalf

Procedure


Employee Services On Behalf screen

Select the line item of the employee Kathy Jagger. Click Edit Company Contact Data.

Edit My Contact Data guided activity

Step 1: Edit Communication Data

Phone +1 216 555 0944 - 2

Click Next.

Step 2: Edit Office Location

Building 2

Room 210

Click Finish.


Click Close.

If the employee’s company contact data has already been updated by other users, enter

different data of your own choice.


July 28, 2012 22

3.6.6 Update Employee Biographical Information Centrally



Work Center / View Personnel Administration Employees

Procedure


Employees view

and Find E0106

Click Go.

Select the line item of employee E0106 and click Edit.

Personnel File screen Personal Data tab

Click Add Row.

Valid From <current date>

Marital Status Married


If someone has already executed this process in the system, the employee’s marital status is already Married, then change the marital status back to Single again.


July 28, 2012 23

Icons

Caution

Example

Tip

Note

User ID and User Role

Work Center and Work Center View

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