Copyright © 2003 Americas’ SAP Users’ Group Optimizing HR PA/PD Process with Workflow David Ulin – Senior Process Architect May 21, 2003

Process Optimization of HR PAN Agenda  Introduction  Solution background  Business Requirements  Focus on Optimization of Process  Solution Architecture  Demo  Best Practices  Challenges  Questions and discussion

HR Personnel Action Workflow Overview  Developed for 4.6C  ITS Based Web Interface  Multiple Corporations involved in Requirements Phase  Special Project Status – developed in lab  Configuration Based Architecture

HR Personnel Action Workflow Scope of Functionality - HR Actions  New Hire  Promotion  Re-Classification  Demotions  Rate Changes  Termination

HR Personnel Action Workflow Departments HR Assistant Data Entry Approvers HR Administrator Initiator “Silo’s of Knowledge” 5

HR Personnel Action Workflow COORDINATOR INITIATOR HR ASSISTANT SECURITY COORDINATOR SENDING DEPARTMENT EXTERNAL NOTIFICATIONS RECEIVING DEPARTMENT HR EXPERT Personnel Action Overview of the Process

HR Personnel Action Workflow Common Business Process Challenges  Manual routing of paper or electronic spreadsheets  Difficult to coordinate between departments, no clear owner  Difficult to adjust for personnel changes  Manual re-keying into SAP  Lack of validation  Labor intensive for making corrections  No tracking of requests and actions

HR Personnel Action Workflow Business Impact - Increased costs  Dependence on Highly Trained Resources  Lost Productivity due to delays in processing  Potential for mistakes and misplaced documents  Lack of process scalability  Difficult to audit

HR Personnel Action Workflow Benefits Provided by Workflow Process Optimization  SAP – driven “push” process  Consistent routing  The right person at the right time  Parallel steps  Automatic escalation  Real-time validation of SAP data  Automatic Creation of Info Types  No re-keying

HR Personnel Action Workflow Workflow based solution results in;  Fast and efficient employee processing  Simplified Web Interface  Casual and expert user mode  Simplified Info-Type maintenance  Reduction in Cycle Time  Centralized or De-centralized capability  Reduced FTE costs  No re-keying or fixing bad data  Scalable process  Regional, Global coordination 10

HR Personnel Action Workflow Scope of Functionality - HR Actions  Simplified web form requiring minimal input data  Automatic routing determination  Data Collection  Approval  Pre-configured Info-Types  Dashboard functionality and process monitoring  Configurable Notification capabilities

HR Personnel Action Workflow Architecture Considerations  Configuration based Form Layout  Preview of routing feature  Multi-stage data collection and approval process  Combination of PAN action/reason determine forms/fields and routing  Complex notification process  Potential Integration with Recruiting Software

HR Personnel Action Workflow Architecture Considerations  Trigger for PAN Workflow  Configurable Screen Process  Initial Request - Specify effective date, personnel number and request type  Collection of PAN info  Collection of PAN detail information  Approval  Notification

HR Personnel Action Workflow Architecture Considerations – Info Types  Combination of Action/Reason Code determines info type data.  Simplified User experience with info types  Pre-configured combination of data from different info types based on business need  Solution handles the complex info type processing “behind the scenes”.  Provides ability to incorporate custom info types

HR Personnel Action Workflow Example Info Types: Info Type Description 0001 Organizational Assignment 0006 Addresses 0007 Planned Working Time 0008 Basic Pay 0014 Recur. Payments/Deds Additional Payments 0032 Internal Data 0041 Date Specifications 0169 Savings Plans 0171 General Benefits Information 0208 Work Tax Area 0209 Unemployment State 0384 Compensation Package 15

HR Personnel Action Workflow Example Action/Reason Code Action 02 Organizational reassignment 10 Leaving 16 Change in pay Action Reason Lateral move Temporary to regular Regular to temporary Demotion Resignation Dismissal Dissolution contract Firing

Configuration based Sub-Screen Determined based on configuration by request type.

Configuration based Sub-Screen Standard Header Information Customizable through configuration Functions: varies depending on status Customizable through sub- screen

Configuration based Sub-Screen P_SCRFLW table P_SCRFLD table

HR Personnel Action Workflow Architecture Considerations – Approval Process Approval Path – Sequential or Parallel - configurable Depending on combination of action type, reason code and key information, approval chain can vary and determined through configuration. P_APP_RT: Determines routing path from combination of action type, reason code and key information. P_APPPTH: contains step-wise details of the approval path including a.Agent. b.Notification agent. c.Notification text. d.Workflow user exits. 20

HR Personnel Action Workflow

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Submit Form Update Form Update PA & PD Send Notifications More Approvers Approver HR Expert HR Admin Initiator Background Review / Update Approve HR Personnel Action Workflow

Personnel Action Notification – Initial Web Screen

Personnel Action Notification – Initial Data

Personnel Action Notification – Initial Screen – Exp Mode

Personnel Action Notification – Free Form Instructions/Comments 30

Submit Form Update Form Update PA & PD Send Notifications More Approvers Approver HR Expert HR Admin Initiator Background Review / Update Approve

Personnel Action Notification – Intelligent Form Based on Expertise

PAN – High Level Process Flow Submit Form Update Form Update PA & PD Send Notifications More Approvers Approver HR Expert HR Admin Initiator Background Review / Update Approve

Personnel Action Notification

Personnel Action Notification – PD ORG / Info. Types 35

Personnel Action Notification

PAN – High Level Process Flow Submit Form Update Form Update PA & PD Send Notifications More Approvers Approver HR Expert HR Admin Initiator Background Review / Update Approve

Personnel Action Notification – Process Monitoring

PAN – High Level Process Flow Submit Form Update Form Update PA & PD Send Notifications More Approvers Approver HR Expert HR Admin Initiator Background Review / Update Approve

PAN – High Level Process Flow Submit Form Update Form Update PA & PD Send Notifications More Approvers Approver HR Expert HR Admin Initiator Background Review / Update Approve 40

HR Personnel Action Workflow Best Practice Concepts  Reduce Manual Entry  PAN Requests are Simple Requests contain the minimum fields required for the downstream process Aim for zero end-user training Collect Data in Real-time

HR Personnel Action Workflow Best Practice Concepts  Build Intelligence into Form Increase data accuracy, eliminate rework, eliminate re- keying, eliminate steps Provide default field values Provide possible values in drop-down lists Limit the possible values based on user role, region, etc. Values selected for one field result in default values for other fields  Automatically Create SAP Data  Utilize the System to Drive and Control the Process

HR Personnel Action Workflow Best Practice Concepts  Ensure the process steps are performed in pre- determined time frame  Audit Trail  Provide capability for continuous cycle time reporting and process improvement

Questions and Comments?

Copyright © 2003 Americas’ SAP Users’ Group Thank you for attending! Please remember to complete and return your evaluation form following this session. Session Code: 1021