revision history - iit roorkee

Reference: SAP HCM OM User Manual of 46

For Internal Use Only Template V1.0 Copyright ‐ Atos

Project Name: IITR (Indian Institute of Technology - Roorkee)

Document Name:

User Training Manual_IITR_HCM_Organizational Management

Document ID: IITR_User Manual HCM_OM_ Version_1.0 Version: V1.0

Prepared by: Amol Choughule Role HCM Consultant

Date: 25.06.2016

Reviewed by: Jaisheel Dhawan Role HCM Lead Consultant

Date:

Approved by: Atul Kumar Role Project Manager

Date:

Released by: Jaisheel Dhawan Role HCM Lead Consultant

Date:

Revision History

Sr. No.

Version

No.

Date of

Revision

Section

Number

Description of Change

Reason for Change

Change made by

Reviewed by

1 1.0 NA Initial Creation Initial Creation Amol Choughule

Jaisheel Dhawan



Contents1. Create Organizational Unit ................................................................................................................... 3

1.1 Create Organizational Root ............................................................................................................ 3

1.2 CreateSub Organization Units ........................................................................................................ 6

1.3 DisplayOrganizational Unit ........................................................................................................... 14

1.4 Copy Organizational Unit ............................................................................................................. 16

1.5 Delete Organizational Unit ........................................................................................................... 19

1.5.1 Delimit Organizational Unit........................................................................................................ 19

1.5.2 Delete Organizational Unit ......................................................................................................... 21

2. Maintain Jobs And Job Family ............................................................................................................. 23

2.1 Create Jobs .................................................................................................................................. 23

2.2 Create Job Family ........................................................................................................................ 26

2.3 Create Tasks ................................................................................................................................ 28

3. Maintain Positions .............................................................................................................................. 31

3.1 Create Positions .......................................................................................................................... 31

3.2 Delimit Position ........................................................................................................................... 38

3.3 Delete Position ............................................................................................................................ 40

3.4 Dual Assignment ......................................................................................................................... 42



1. Create Organizational Unit

1.1 Create Organizational Root

Description

For making an organizational structure, there should be the root structure. Root will contains all the organizational units in an enterprise.

Prerequisite

There is no organizational root available for the structure.

SAP Menu

Human Resources Organizational Management Organizational Plan Organization and Staffing PPOCE – Create

Transaction Code

PPOCE



Data and Information

Data Information M/O/C Description & Guide

Validity Date M Start date and end date of organizational root that will be created.

M Click or press “Enter” to continue.

Object Abbreviation M Abbreviation (or code) for organizational root.

Object Name O Contains a brief description of the organizational root.

O Press “Enter” to continue.

M Click for saving the root.

C Click for going back to home screen.



Description of the Main Screen

The maintenance screen is divided into four frames.

1 Maintenance frame. This frame displays the main object and its relationships - in this case

the new organizational unit that you are creating.

2 Detail frame. This displays the detailed information about the organizational object selected

in the maintenance frame. You can switch between different types of detailed information

(views) using the tab strips.

3 Search criteria frame. This frame is independent of the maintenance frame and thedetail

frame. It allows you to search for new objects which can be displayed or linked to other

objects.

4 Search results frame. The results of the search based on the search criteria frame is

displayed here. An object can either be dragged and dropped into the maintenance frame in a

relationship (such as a user to be assigned to an organizational unit) or displayed in the

maintenance frameby double-clicking on it.



The blue arrow buttons are used to navigate back and forth between the views that you have displayed. For example, while you are displaying the organizational unit you may search for another organizational unit to compare them. Double-clicking on the new unit will display it in the maintenance frame. Choosing the blue "back" arrow will return to view the original unit.

The frames can be resized by stretching their frame outline and the detail frame can be eliminated (or recovered) by clicking on its title bar

Do not forget to regularly save the data( ).

Additional Note

PPOCE only being used once, for making organizational root. After organizational root is made, there is no need for accessing this function. Maintaining other organizational units could be done by PPOME.

1.2 Create Sub Organization Units

Description

Other organizational units created inside the root. It could be nested in one another, depends on the real organization structure of the enterprise.

Prerequisite

There is an organizational root available for the structure.

SAP Menu for Organization and Staffing Mode

Human Resources Organizational Management Organizational Plan Organization and Staffing PPOME – Change

Transaction Code

PPOME



Procedure and Screenshot

1) Access PPOME from SAP Menu or typing Tcode.



2) Search Desired Organizational Root

3) Open Organizational Root by double clicking on it from Hit list on left bottom side of the screen



4) (Create) new organizational unit by chosing one of relationship type and click on (enter) button.



5) On “Basic data” tab, input the object abbreviation and object name of the organizational unit and don’t forget to specify the date.

6) On “Address” tab, put related information for the organizational unit and you can enter information for

other tabs similarly as well. And click to save.



SAP Menu for Expert Mode

Human Resources Organizational Management Expert ModePP01-General/PO10-Object

Transaction Code

PP01/PO10

Additional Note

Step 1-3 only required when user open PPOME in new session in Organization and Staffing Mode.

Step 1 only required when user open PP01/PO10 from another screen in Expert Mode.


1. Access PP01 from SAP Menu or by typing Tcode as shown below.



When the User uses the transaction code PP01, Object Type needs to be selected from the dropdown menu On the Maintain Object screen for which the user wants to create the object (Example: org unit, job, etc.) as shown below.



2. Select Infotype Object and click on (Create) button as shown below.

3. The following screen appears where the object Organizational Unit can be created and then click (save) button.



4. The following window appears where the user can relate the created object to any other object in the

organization structure by specifying the id of the related object and then again click on (save) button.

O->O RELATIONSHIP CREATION:- Enter Validity Period, Related Object Type : Organizational Unit, Relationship Type & Related Object ID

Click on Save

1.3 DisplayOrganizational Unit

Description

The complete organizational structure can be displayed without making any change to it.

SAP Menu

Human Resources Organizational Management Organizational Plan Organization and Staffing PPOSE – Display

Transaction Code

PPOSE



The following “Organization And Staffing Display” screen appears which can only be viewed. The user can make no changes in the data while being on this screen.

Newly create Org Unit using PP01 also can be seen under the other Org Unit with whom we have created its relation in above step.



1.4 Copy Organizational Unit

Description

There maybe a need in making more than one similar organizational units. Copy function could be used in this kind of circumstance.

Prerequisite


There is one (or more) organizational unit.

SAP Menu


Transaction Code

PPOME



Organizational Unit M Click on organizational unit that will be copied.




M Click to copy the organizational unit.

Number of Copies M Insert how many copies that will be made of selected organizational unit.

Start Date M Insert when the start date of copied organizational unit will be valid.

End Date M Insert until when the end date of copied organizational unit will be valid.

Object Abbreviation M Abbreviation (or code) for organizational unit.

Object Name O Contains a brief description of the organizational unit.Change information(if needed)

M Press “Enter” or click to continue.

O Click for saving the date.

Business Area

(NA in IITR) M Key identifying a business area.

C Click to open the list of business area.

C Click on suitable business area.

Company Code M The company code is an organizational unit within Financial Accounting

C Click to open the list of company codes. If there is only one Company Code, it will be filled automatically after clicking the button.


M Click for saving the organizational unit.


Organizational Unit



Copy Organizational Unit

Result of Organizational Unit Copy



Account Assignment

1.5Delete Organizational Unit

1.5.1 Delimit Organizational Unit

Description

Deleting an organizational unit can be done in two ways, by delimition and deletion. Dellimiting the organizational unit will cause it to cease to exist as an active org unit from current plan of organizational structure completely, but its history will be maintained in the plan.

Prerequisite


There is one organizational unit that has to be delimited per specific date.

SAP Menu


Transaction Code

PPOME






Object Name M Contains a brief description of the organizational unit.

M Double click the organizational unit that will be delimited.

M On “Basic Data” tab, change Valid dd.mm.yyyy To dd.mm.yyyy into desired validity date.

O Press “Enter”.





1.5.2 Delete Organizational Unit

Description

Deleting an organizational unit can be done in two ways, by delimition and deletion. Delete the organizational units will cause it to be erased from current plan of organizational structure copletely, without keeping its history on the plan.

Prerequisite


There is one organizational unit that has to be delimited per specific date.

SAP Menu


Transaction Code

PPOME




Object Name M Contains a brief description of the organizational unit.

M Double click the organizational unit that will be deleted.

C Expand selected organizational unit. Move, delete (as object), or terminate all organizational units (or positions) under it.

M Click

M Choose





Before Deletion

After Deletion (Deletion is not recommended in any case)



2. Maintain Jobs And Job Family

2.1 Create Jobs

Description

Jobs are general classifications of functions in an enterprise (example Maintenance, Administration, and Finance) which are defined by the assignment of characteristics

Prerequisite

None

SAP Menu

Human Resource Organizational Management Expert Mode PP01 – General/PO03-Job

Transaction Code

PP01/PO03



Plan Version M Contains a one or two alphanumeric key which differentiates between scenarions in your organizational plan.

M Click to select relevant version from the list.

M Select “01 Current Plan”.

Object Type(required only if pp01 is used)

M Contains a one- or two-character code that represents different types of objects, for example, 'S' for position, 'Q' for qualification and 'E' for business event.

M Click and find relevant object type by clicking and/or .

M Select “C Job”.

Time Period M Start date and end date of object that will be created.


Infotype Name M Select “Object”.

M Click create to go to Create Object screen.

Object Abbreviation M Abbreviation (or code) for job.




Object Name O Contains a brief description of the job.


M Click for saving the job.




The following screen appears where the object Job can be created and then click on (save) button.

Additional Note

Step 1 only required when user open PP01/PO03 from another screen.



When the User uses the transaction code PP01, Object Type needs to be selected from the dropdown menu On the Maintain Object screen for which the user wants to create the object(Example: org unit, job, etc.) as shown below.

2.2 Create Job Family

Description

Job Family describes general classifications of job in an enterprise. (e.g: staff, manager, supervisor, etc.)

Prerequisite

None

SAP Menu

Human Resource Organizational Management Expert Mode PP01 – General

Transaction Code

PP01






Object Type M Contains a one- or two-character code that represents different types of objects, for example, 'S' for position, 'Q' for qualification ‘JF’ for Job Family.

M Click and find relevan object type by clicking and/or .

M Select “JF Job Family”.





Object Abbreviation M Abbreviation (or code) for job family.

Object Name O Contains a brief description of the job family.





M Click for saving the job family.




2.3 Create Tasks

Description

Task describesgeneral responsibilities of job or position in an enterprise. (e.g: staff, manager, supervisor, manager admin, senior executive, etc.)

Prerequisite

None

SAP Menu

Human Resource Organizational Management Expert Mode PP01 – General

Transaction Code

PP01









Object Type M Contains a one- or two-character code that represents different types of objects, for example, 'S' for position, 'Q' for qualification ‘T’ for task.

M Click and find relevan object type by clicking and/or .

M Select “T Task”.





Object Abbreviation M Abbreviation (or code) fortask.

Object Name O Contains a brief description of the task.


M Click for saving the task.




3. Maintain Positions

3.1 Create Positions

Description

Positions are the individual employee assignments or placements within a company. Positions are defined as the designations held by the staff members occupying those positions.

Prerequisite


There is one (or more) organizational unit for placing the position.

SAP Menu for Organization and Staffing Mode


Transaction Code

PPOME



With Name (Search Form)

O Fill the name (or abbreviation) of the organizational root (or unit).

M Click or press “Enter” to continue.

Organizational Root M Double click on the organizational root.

Date and Preview Period

C Limit the period of organizational units.

M Press “Enter” or click to continue.

O Click for saving the date.

Organizational Unit M Click on organizational root (or unit) that will have the new organizational unit inside it




M Click to create new object.

M Click to choose “position” as type of relationship.

C Click or press “Enter”.

Object Abbreviation M Abbreviation (or code) for position.

Object Name O Contains a brief description of the position.

Job O Which job that has relations with the position.

O Click search and select relevan job for the position.

Head of own organizational unit

C Tick on the box if the position is assigned as the head of own organizational unit.


O Click for saving the organizational unit.

Business Area M Key identifying a business area.

M Click to open the list of business area.

M Click on suitable business area.

Company Code M The company code is an organizational unit within financial accounting.

M Click search to open the list ofcompany code. If there is only one Company Code, it will be filled automatically after clicking the button.

Personnel Area M A personnel area is an organizational entity representing an area within an enterprise defined by specific aspects of personnel administration, time management and payroll.

M Type on relevant Personnel Area, or click search to open the list of Personnel Area.


M Click for saving the position.




Do not forget to specify the date first. On “Basic data” tab, input the object abbreviation, object name, and job assignment of the position.



Account Assignment



SAP Menu for Expert Mode

Human Resources Organizational Management Expert ModePP01-General/PO13-Position

Transaction Code

PP01/PO13


1. Access PP01 or PO13 from SAP Menu or by typing Tcode as shown below.



2. Select Infotype Object and click on Create( ) button as shown below.



3. The following screen appears where the object Position can be created and then click on save( ) button.

5.The following window appears where the user can relate the created object to any other object in the

organization structure by specifying the id of the related object and then again click on save( ) button.



S O Relationship creation Enter Validity Period, Related Object Type : Organizational Unit, Relationship Type & Related Object ID Click on Save

Additional Note

Step 1-3 only required when user open PPOME in new session in Organization and Staffing mode.

Step 1 only required when user open PP01/PO03 from another screen in Expert Mode.

When the User uses the transaction code PP01, Object Type needs to be selected from the dropdown menu On the Maintain Object screen for which the user wants to create the object(Example: org unit, job, etc.) as shown below.

3.2 Delimit Position

Description

Deleting a position can be done in two ways, by delimition and deletion. Delimit the positions will cause it to be erased from current plan of organizational structure, but its history still remain exists on the plan (if user search through its valid period).

Prerequisite




There is one position that has to be delimited per specific date.

SAP Menu


Transaction Code

PPOME




Object Name M Contains a brief description of the position.

M Double click the position that will be delimited.

M On “Basic Data” tab, change Valid dd.mm.yyyy To dd.mm.yyyy into desired validity date.






3.3 Delete Position

Description

Deleting a position can be done in two ways, by delimition and deletion. Delete the positions will cause it to be erased from current plan of organizational structure completely, without keeping its history on the plan.

Prerequisite


There is one position that has to be delimited per specific date.

SAP Menu


Transaction Code

PPOME




Object Name M Contains a brief description of the position.




M Double click the position that will be deleted.

M Click

M Choose



Before Deletion



After Deletion

3.4 Dual Assignment

Description

Dual Assignment means when a single person has to handle i.e. he/she is the head of more than one department at a time for a limited time period. The department for which the person is the head is his Primary responsibility and the limited period handling is his Secondary responsibility.

Prerequisite

A person should be assigned to a position which is the head of its respective organization unit(i.e cap position).

SAP Menu

Human Resources Organizational Management Expert ModePP01-General/PO13-Maintain Position

Transaction Code

PP01/PO13



Procedure and Screenshots

1)In Maintain Position screen, select the plan Version(01), enter the position id for which the employee is

to be assigned on a temporary basis,select the relationship infotype and click on (Create infotype). Also mention the period(Start date and End date) for which the relationship should be maintained.

2)Select the relationship type A 008(Holder) from the list that appears when you click on button. Select The type of related object as P Person from the dropdown list and enter the id(personnel id) of

related object to which relationship is to be made and then click (save) and (back) to save the data and go back to the SAP Easy Access screen.



1) Delimit Vacancy popups appear as shown below. Click on Yes then Maintain Object screen appears.

Another Vacancy creation pop up will come with the end date of assignment as we are assigning this



new position to the person for limited period. So after the assignment date is over, position will be

vacant again. Click yes.

Process to view the Dual Assignment

SAP Menu

Human Resources Organizational Management Organizational Plan Organization and Staffing PPOSE – Display

Transaction Code

PPOSE

Procedure and Screenshots

In the Organization Staffing screen, the employees name will be displayed under the column chief for two organizational units for which he/she is made the head.



Note: The Arrow besides the Employee’s name shows that the object will be removed or delimited at the date displayed under the assigned until column.

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