Understanding Organizational Management in SAP Position Management Human Resources Master Data Center

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 - Display organization and Staffing PPSS –PPSS - Display Structure –PO13D - Display Position –ZHRPOSRPT - Position Analysis Report 2

Organizational Management 3  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

Organizational Objects 4  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.

Organizational Unit 5  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

Jobs 6  Describe general classifications of tasks routinely performed together  Are not occupied by persons (employees)  Are used as the basis for creating positions  University Pay Plan University Pay Plan

Positions 7  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

Job versus Position 8  Example of Job (University Pay Plan)University Pay Plan –Director  Example of Positions –Director of Accounting –Director of Facilities Operations

Group Position Titles for Task Workers 9  Staff Task Worker –One per department –Can have multiple  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)  Approved group positions will share the same job, supervisor, and costing information.

Requesting New Positions 10  A position must exist within SAP before any of these actions can be initiated –New Hire –Re-Hire –Change in Position –Additional Appointment  Once the position has been added to SAP, the PCR cannot be created until the next day.

Licensing and Credential Initiative 11  Through this campus-wide Licensing and Credential initiative, Texas State University has transferred all safety training previously administered through TRACS onto SAP.  This includes but is not limited to: –Hazardous Waste Training –Hazard Communication Training –Spill Prevention, Control and Countermeasure (SPCC) Training –Illicit Discharge, Detection and Elimination (IDDE) Training –Student Health Center Mandatory Training –More TBD

Licensing and Credential Initiative 12  Training will now be identified using the position number assigned in SAP –Positions with relationships to designated training classes will be identified when an employee is placed into the selected position. The employee will be notified to register for the specified training, and will continue to receive the notice until they complete the training. Their supervisor will also receive reminder s. –When an employee separates from Tx State or transfers between departments, the employee will still be flagged for training if they are out of compliance until they are removed from their position by the losing department. Ex: If Joe Smith works in a lab and handles hazardous waste; the position he is assigned to will be flagged as needing this training. If Joe leaves, he will continue to be notified until his PCR is processed. The employee who replaces him will then be notified and required to take the training.

Licensing and Credential Initiative 13  Things to remember –Before hiring an employee, check the position number for the training indicator. Only put employees who’s job will require that training in that position number. –If you think an employee needs to be trained, but their position has not been flagged for that training, contact the office of Environmental Health, Safety & Risk Management to add the indicator to their position number. –When an employee leaves, ensure PCRs are submitted as soon as possible to avoid notifying employees who have left the University or transferred departments. –Use SAP transaction PO13D to view A031 training relationships on a single position. –Use SAP transaction ZHRPOSRPT to run a position report on your organization. Ensure the Qualification box is selected prior to executing the report.

Licensing and Credential Initiative 14  Searching in your org or single positions for training indicators –To find positions with A031 relationships, use the position analysis report, ZHRPOSRTP –Check the box for “Qualifications” near the bottom and execute  See example on next slide

Position Analysis Report – A031 15

Maintenance of Positions Within SAP 16  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

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Data Maintained for Each Position 18  Validity dates *  Organizational unit (i.e., department) *  Position the position reports to (i.e., supervisor) *  Position(s) supervised (if any) *  Job  Org unit managed (if any)  Vacancy status * Changes require HR or FR notification by department

More Data Maintained for Each Position 19  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

More Data Maintained for Each Position 20  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

Enterprise Structure 21  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

Personnel Area 22 SAPDescription 1100Office of President 1200Information Technology 1300Academic Affairs 1400Finance/Support Services 1500Student Affairs 1600University Advancement 1700Athletics

Personnel Subarea 23 SAPPersonnel SubareaDescription 0001Benefits Eligible PT (20-39)Regular part time 50% 0002Benefits Eligible FT (40)Regular full time 0003Non Benefits Eligible PT (< 20)Non-regular less than 20 hrs/week 0004Non Benefits Eligible PT (20-39)Non-regular between hrs/week 0005Non Benefits Eligible FT (40)Non-regular 40 hrs/week 0006Student Benefits Eligible (20-40)Grad students 50% or more for full semester

Employee Groups 24 SAPEmployee GroupDescription AFaculty BStaff CStudentGrads and student workers DTRS/ORP Retired StaffTXST Staff not always retired from TXST ETRS/ORP Retired FacultyTXST Faculty not always retired from TXST FERS Retired StaffTXST Staff retired from ERS (state agency) GERS Retired FacultyTXST Faculty retired from ERS (state agency) HProgram FacultyNot teacher of record; performing other duties not related to teaching. ITRS/ORP Retired Program FacultyTXST Program Faculty not always retired from TXST JERS Retired Program FacultyTXST Program Faculty retired from ERS (state agency)

Employee Subgroup 25 SAPEmployee SubgroupDescription 01< 12 month Exempt SalariedAppointed < 12 mo, exempt from FLSA overtime 02< 12 month Exempt Salaried with Spread< 12 mo, exempt from FLSA overtime, elected spread 03< 12 month Nonexempt Salaried< 12 mo, eligible for FLSA overtime 04< 12 month Nonexempt Salaried with Spread< 12 mo, eligible for FLSA overtime, elected spread 0512 month Exempt SalariedAppointed 12 mo, exempt from FLSA overtime 0612 month Nonexempt Salaried12 mo, eligible for FLSA overtime 0712 month Exempt HourlyPaid by the hour, exempt from FLSA overtime 0812 month Nonexempt HourlyPaid by the hour, eligible for FLSA overtime 09Task WorkerPaid by task, not by hour or month 10Per CoursePaid a flat rate per course per semester 11Non PayNot receiving salary from TXST

Employee Subgroup Cont. 26 SAPEmployee SubgroupDescription 12 <12 Mo NE Sal GA/DA< 12 month Nonexempt Salaried Grad/Doc Asst 13 <12 Mo NE Sal GA/DA Spr< 12 month Nonexempt Salaried Grad/Doc Asst w/Spread Mo NE Sal GA/DA12 month Nonexempt Salaried Grad/Doc Asst 15 <12 Mo Ex Sal GA/DA< 12 month Exempt Salaried Grad/Doc Asst 16 <12 Mo Ex Sal GA/DA Spr< 12 month Exempt Salaried Grad/Doc Asst with Spread Mo Ex Sal GA/DA12 month Exempt Salaried Grad/Doc Asst

Org Management Transactions - SAP 27  PPOSE - Organizational and Staffing Display –Used to review all positions in an organization  PPSS - Display Structure –Used to review reporting relationships Can be used for entire organization or supervisor/employee relationships.  PO13D - Display Position –Used to review position data  ZHRPOSRPT - Position Analysis Report –Used to review all positions in org in report format

28 SAP Easy Access

29 Menu Path

PPOSE - Display organization and Staffing 30  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.  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

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The Welcome message is displayed the first time you execute PPOSE. Thereafter, org units are automatically displayed when you execute the transaction. 32

Structure Search 33

Find the Organizational Unit 34 The Column Configuration icon is available to display other org unit information

Positions Listed Under Org Unit 35

Column Configuration 36

Columns Added 37

Positions and Holders 38

39 SAP Easy Access

40 Menu Path

Transaction PPSS 41  At SAP Easy Access Menu enter transaction “PPSS”  Enter object type S  Enter object ID (i.e., the 8-digit position number) –Example:  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  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.  S = position  P = Personnel Number  To run on entire organizational unit, use these parameters:  Object Type: O  Object ID: Org #  Evaluation Path: O-S-PHIE

PPSS - Display Structure Transaction 42

Enter Search Criteria for Department 43

Expand Organizational Structure 44

Expanded View of Organizational Structure 45

View Key and Relationship text 46

Report Example with Key and Relationship text on 47

PO13D - Display Position Transaction 48  This transaction is used to look at the specific details of one position number.  Information about the position can be found here, such as –Position title –Reporting relationships –Security roles –Org position belongs to –Holder of position, or if vacant –Position cost center and fund –Planned compensation (if vacant) –Personnel area & subarea (IT1008) –Employee group & subgroup (IT1013) –Cost Distribution

PO13D - Display Position Transaction 49

PO13D - Example 50 Be aware of date field when requesting information Highlight info type below and click mountain to view

PO13D – Example Cont. 51

PO13D – Common Relationship meanings 52  A002: Reports to this position  A003: Belongs to this org unit  A008: Holder of this position  A011: Cost Center (always tied to A003)  A012: Manages org unit (usually belongs to chief of org)  AZ08: Allows availability to see people in Org from BZ08 position  BZ08: On main position to show it is tied to AZ08  AZ09: Is backup time admin for that position listed  BZ09: Position listed is TA backup  B002: Supervises this position  B007: Job

ZHRPOSRPT - Position Analysis Report 53  Reports detailed information about the positions in your organizational unit  Open search or by job number and many other fields  View vacant positions and security roles on positions in org unit

ZHRPOSRPT - Position Analysis Report 54 Execute to run report Once executed, read the report from left to right. Each position will have several lines of data that can be found in PO13D.

Creating New Positions and other changes 55  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

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We are available to help! 57  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

Support Offices 58  Human Resources (5-2673) Katie Bonner, –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  Texas State NetID –The link can be found on the Technology Resources website under IT Assistance Center (ITAC), Forms (Requests) button on top of menu.link –