Understanding Organizational Management in SAP - Managing Positions

1. Understanding Organizational Management in SAP - Managing Positions

2. 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 PPSS

3. Organizational Management

4. 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

5. 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.

6. Organizational Units • 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

7. Jobs • Describe general classifications of tasks routinely performed together • Are not occupied by persons (employees) • Are used as the basis for creating positions

8. 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

9. Job versus Position • Example of Job • Director • Example of Positions • Director of Accounting • Director of Human Resources • Director of Facilities Operations

10. Group Position Titles for Task Workers • Staff Task Worker • One per department • 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)

11. 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

12. 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

13. New Position Data Form

14. Data Maintained for Each Position • Validity dates • Organizational unit (i.e., department) • Job • Position the position reports to (i.e., supervisor) • Position(s) supervised (if any) • Org unit managed (if any) • Vacancy status • Changes in underlined items require you to notify HR or FR

15. 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

16. 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

17. 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

18. Personnel Area • Office of the President • Information Technology • Academic Affairs • Finance and Support Services • Student Affairs • University Advancement • Athletics

19. Personnel Subarea • Benefits Eligible PT (20-39 hours) • Benefits Eligible FT (40 hours) • Non-Benefits Eligible PT (< 20 hours) • Non-Benefits Eligible PT (20-39 hours) • Non-Benefits Eligible FT (40 hours) • Student Benefits Eligible (20-40 hours)

20. Employee Group • Faculty • Staff  • Student • TRS/ORP Retired Staff • TRS/ORP Retired Faculty • ERS Retired Staff • ERS Retired Faculty • Program Faculty • TRS/ORP Retired Program Faculty • ERS Retired Program Faculty Note: Italicized elements apply to the employee only

21. Employee Subgroup • < 12 month Exempt Salaried • < 12 month Exempt Salaried with Spread • < 12 month Non-Exempt Salaried • < 12 month Non-Exempt Salaried with Spread • 12 month Exempt Salaried • 12 month Non-Exempt Salaried • Exempt Hourly • Non-Exempt Hourly • Task Worker • Per Course • Non Pay (Some ROTC are non-pay) Note: Italicized elements apply to the employee only

22. Org Management Transactions • PPOSE - Organizational and Staffing Display • Used to review all positions in an organization • PPSS - Display Structure • Used to review reporting relationships (i.e., which positions report to which positions)

23. Transaction PPOSE • Instructions • 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.

24. Transaction PPOSE • Instructions (continued) • 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

25. SAP Easy Access

26. Menu Path

27. Welcome Screen The Welcome message is displayed the first time you execute PPOSE. Thereafter, org units are automatically displayed when you execute the transaction.

28. Conduct Structure Search

29. Find the Organizational Unit The Column Configuration icon is available to display other org unit information Select - Code, ID & Chief and green check to display other org unit information

30. Positions Listed Under Org Unit

31. Column Configuration Select – Code, ID & Chief and green check to display other org unit information

32. Columns Added

33. Position and Holders

34. Transaction PPSS • Instructions • 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

35. Transaction PPSS • Instructions (continued) • 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.

36. SAP Easy Access

37. Menu Path

38. Enter Search Criteria for Department

39. Expand Organizational Structure

40. Expanded View of Organizational Structure

41. View Key and Relationship text

42. Report with Key and Relationship text on

43. NEED HELP ? • Positions • Rosie Olivo, Human Resources, for staff, hourly, student and non-academic graduate students • Elizabeth Mello or Candice 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 Candice Satchell, Faculty Records, for faculty and academic graduate students • Rosie Olivo, Human Resources, for staff NSNR hourly temporary employees • Lisa Gonzalez, Human Resources, for hourly students

44. 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 .

45. Support Offices • Human Resources (5-2673) Rosie Olivo ro03@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 (5-3684) – Elizabeth Mello -Faculty, academic Graduate Research Assistants and undergraduate instructional assistants • Budget (5-2376) • Questions regarding budget reports and related matters

46. Support Offices (cont.) • Texas State NetID The link can be found on the Technology Resources website under IT Assistance Center (ITAC) http://www.tr.txstate.edu/itac/netid.html

47. Checklist

48. Assessment • What is the purpose of Organizational Management?

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

50. Assessment (cont.) • What are basic objects used in Organizational Management?