1. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 1 of 48 Understanding Organizational Management in SAP - Managing Positions

2. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 2 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 3 of 48 Organizational Management

4. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 4 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 5 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 6 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 7 of 48 Jobs Describe general classifications of tasks routinely performed together Are not occupied by persons (employees) Are used as the basis for creating positions

8. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 8 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 9 of 48 Job versus Position Example of Job Director Example of Positions Director of Accounting Director of Human Resources Director of Facilities Operations

10. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 10 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 11 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 12 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 13 of 48 New Position Data Form

14. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 14 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 15 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 16 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 17 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 18 of 48 Personnel Area Office of the President Information Technology Academic Affairs Finance and Support Services Student Affairs University Advancement

19. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 19 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 20 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 21 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 22 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 23 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 24 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 25 of 48 SAP Easy Access

26. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 26 of 48 Menu Path

27. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 27 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 28 of 48 Conduct Structure Search

29. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 29 of 48 Find the Organizational Unit The Column Configuration icon is available to display other org unit information

30. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 30 of 48 Positions Listed Under Org Unit

31. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 31 of 48 Column Configuration

32. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 32 of 48 Columns Added

33. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 33 of 48 Position and Holders

34. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 34 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 35 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 36 of 48 SAP Easy Access

37. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 37 of 48 Menu Path

38. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 38 of 48 Enter Search Criteria for Department

39. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 39 of 48 Expand Organizational Structure

40. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 40 of 48 Expanded View of Organizational Structure

41. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 41 of 48 View Key and Relationship text

42. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 42 of 48 Report with Key and Relationship text on

43. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 43 of 48 NEED 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

44. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 44 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 45 of 48 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

46. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 46 of 48 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. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 47 of 48 Checklist

48. Human ResourcesHuman Resources Managers ©2000 RWD Technologies, Inc. All rights reserved. Slide 48 of 48 Final Comments and Questions? Thank You Very Much for Your Time!