1. © 2006 Nova Scotia Government All rights reserved. Position Process

2. © 2006 Nova Scotia Government All rights reserved. Agenda u Welcome u Introduction of trainer and participants u Logistics u Objectives and overview of the course u Creating a Position u Maintaining a Position u Reports and Auditing

3. © 2006 Nova Scotia Government All rights reserved. Introduce the Players uTrainer –Introduction –Parking Lot –Student Sandbox uParticipants –Name –School Board

4. © 2006 Nova Scotia Government All rights reserved. Logistics and Ground Rules u Training facility information (breaks, lunch etc.) u Cell phones / Blackberrys on silent mode u No emails during training u Participate in group exercises u Respect time frames

5. © 2006 Nova Scotia Government All rights reserved. Position Process Map Position Process Creating a Position Maintaining a Position Reports and Auditing Overview

6. © 2006 Nova Scotia Government All rights reserved. Course Objectives At the end of this course, participants will be able to: u Explain the process to create and maintain Positions u Explain the linkage of HR information to financial information u Explain the concept of relationships and the importance of validity dates for Positions

7. © 2006 Nova Scotia Government All rights reserved. Overview Position Process Creating a Position Maintaining a Position Reports and Auditing Overview

8. © 2006 Nova Scotia Government All rights reserved. Overview Objectives At the end of this module participants will be able to: u Define the terms and concepts associated with Organizational Management u Explain the relationships between all Objects and the Principal of Inheritance u Describe the key integration points

9. © 2006 Nova Scotia Government All rights reserved. Terms and Concepts u Business Area u Company Code u Cost Center u Employee Group u Employee Subgroup

10. © 2006 Nova Scotia Government All rights reserved. Terms and Concepts (cont’d) u Infotype u Job u Object u Organizational Plan u Organizational Unit

11. © 2006 Nova Scotia Government All rights reserved. Terms and Concepts (cont’d) u Personnel Administration u Personnel Area u Personnel Subarea u Position u Relationships

12. © 2006 Nova Scotia Government All rights reserved. SAP HR Applications In Scope HR Human Resources HR Human Resources Personnel Administration Benefits Administration Time Management Payroll Organizational Management

13. © 2006 Nova Scotia Government All rights reserved. What is SAP Organizational Management u The Organizational Management component of the Human Resource Module is used to create and manage the School Board’s Organizational Plan. u Various objects are created and maintained as part of the Organizational Plan, such as Organizational Units, Jobs and Positions.

14. © 2006 Nova Scotia Government All rights reserved. Organizational Management Data Model Position Cost Center Organizational Unit belongs to incorporates Holder Cost Center Allocation CostCenter Allocation reports to/ is line supervisor of Job describes Is described by Person/User occupies

15. © 2006 Nova Scotia Government All rights reserved. Organizational Units

16. © 2006 Nova Scotia Government All rights reserved. l Organizational units O l Jobs C l Positions S Position Job Position C SS S Org. unit Position O SO S S SS Relationships Between Basic Object Types

17. © 2006 Nova Scotia Government All rights reserved. Integration of Position Information in Personal Administration

18. © 2006 Nova Scotia Government All rights reserved. Module Review 1. Describe the purpose of the Organizational Management module of SAP. 2. Explain the relationship between Organizational Units, Jobs and Positions. 3. List the key integration points.

19. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. Describe the purpose of the Organizational Management module of SAP. Organizational Management is used to create and manage the School Boards Organizational Plan. 2. Explain the relationship between Organizational Units, Jobs and Positions. The Organizational Unit includes the Position; the Position belongs to the Organizational Unit, the Position 3. List the key integration points. The integration points are Organizational Management with Controlling (CO) and Organizational Management with Personnel Administration (PA)

20. © 2006 Nova Scotia Government All rights reserved. Creating a Position Position Process Creating a Position Maintaining a Position Reports and Auditing Overview

21. © 2006 Nova Scotia Government All rights reserved. At the end of this module, participants will be able to: u Define Position; its purpose and how it is different from a Job u Describe the Infotypes used in the creation of Positions (P013) u Describe the integration points between Finance and the Human Resources information (Cost Centers) u Describe the the relationships associated with Positions Objectives

22. © 2006 Nova Scotia Government All rights reserved. Terms and Concepts u Basic Pay u Inheritance u PP03

23. © 2006 Nova Scotia Government All rights reserved. School Secretary H/R Secretary Positions u Positions represent jobs that are filled by employees during the hiring process

24. © 2006 Nova Scotia Government All rights reserved. Position: Director of Finance Position: Director of HR Job: Director Jobs u Jobs are a classification of functions, for example, Director.

25. © 2006 Nova Scotia Government All rights reserved. Job Family u Job Family objects were created for the Board Services Staff Report for the Department of Education u Not all positions require a relationship to a Job Family object as only those positions that appear on this report must have this relationship. For example, NSTU staff that are within the school structure do not appear on this report. Therefore, they would not require this relationship. However, NSTU staff that are within the administrative offices do appear on the Board Services Staff Report and must, therefore, have a relationship to a Job Family.

26. © 2006 Nova Scotia Government All rights reserved. Class Object u Class Objects are created when further information is required on the Position and for reporting purposes u A Class Object must be linked to the School Org Unit for correct reporting Music Teacher School ASchool BSchool C

27. © 2006 Nova Scotia Government All rights reserved. Position Infotypes: Relationships

28. © 2006 Nova Scotia Government All rights reserved. Cost Centers and Positions u There is a Cost Center Assigned to every Position u Communication between HR and Finance is Critical to avoid future problems u Posting to FI/CO

29. © 2006 Nova Scotia Government All rights reserved. Infotypes – Position Creation u Account Assignment (Personnel Area / Subarea) u Employee Group/SubGroup

30. © 2006 Nova Scotia Government All rights reserved. Infotypes – Position Creation (cont’d) u Funding Status/Allowances u Planned Compensation u General Attributes –Admin% - Administration percent time (in teaching, principals and vice principals) –Cedar Codes –Area of Responsibility –FTE data: SBTAH – School Board Total Annual Hrs SBBH – School Board Budgeted Hrs (FTE data is not captured for substitute and casual positions) u Relationships

31. © 2006 Nova Scotia Government All rights reserved.  Demonstration  Exercise  Demonstration  Exercise Demonstration and Practice

32. © 2006 Nova Scotia Government All rights reserved. Demo and Exercise  Complete Exercise 1, 2, 3 Creating a Position

33. © 2006 Nova Scotia Government All rights reserved. Module Review 1. What is a Position? 2. How is a Position different than a Job? 3. What is a relationship? 4. Describe two infotypes and their purpose.

34. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What is a Position? Positions are specific duties assigned to employees within an Organizational Unit. More than one Position can be based on the same Job. 2. How is a Position different than a Job? The Job is a set of characteristics forming the basis of the Position. These characteristics are common to many positions. Employees do not hold Jobs, they hold Positions. 3. What is a relationship? Relationships define or describe the link between the Position and other objects. By maintaining relationships you can achieve sophisticated reporting by focusing on relationships. 4. Describe two infotypes and their purpose. The Add Planned Compensation infotype defines the compensation for the Position. The Essential Relationships infotype defines the Organizational Unit the Position belongs to.

35. © 2006 Nova Scotia Government All rights reserved. Maintaining a Position Position Process Creating a Position Maintaining a Position Printing/Reports Overview

36. © 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Define when it is necessary to make changes to Positions. u Explain the options for maintaining master data associated with maintaining Positions and the importance of validity dates. u Identify how to fix problems with Positions and how changes impact existing relationships on Positions. Objectives

37. © 2006 Nova Scotia Government All rights reserved. Terms and Concepts u Change u Copy u Create u Delimit u Display u Overview u PO13

38. © 2006 Nova Scotia Government All rights reserved. When is it Necessary to Change a Position? Whenever there is a change required to the applicable infotypes, for example; - the Cost Center changes - funding status, travel and admin allowance

39. © 2006 Nova Scotia Government All rights reserved. Options for Maintaining Master Data CREATE: Infotype record CHANGE:Correct or change infotype record data DISPLAY: Display a single infotype record OVERVIEW: Display a list of records for each infotype

40. © 2006 Nova Scotia Government All rights reserved. Options for Maintaining Master Data DELIMIT: Delimit an infotype record DELETE: Delete an infotype record COPY Create a new record or Full screen from previous record SAVEEach changed or new Infotype record must be saved

41. © 2006 Nova Scotia Government All rights reserved. Validity Dates u The data maintained in an infotype is stored as a record. u Each record has a validity period (date range) associated with it which creates history for the record. u SAP assigns an end date of December 31, 9999 to avoid expiration. January 1, 2006December 31, 9999 Original Record

42. © 2006 Nova Scotia Government All rights reserved. Delimiting Infotype Records u Delimiting assigns an end date to a record. u Delimiting ensures data history is preserved u Newly created data is stored as a new record in SAP. u The new record has a new validity period. January 1, 2006April 30, 2006 May 1, 2006December 31, 9999 New Record

43. © 2006 Nova Scotia Government All rights reserved.  Demonstration  Exercise  Demonstration  Exercise Demonstration and Practice

44. © 2006 Nova Scotia Government All rights reserved. Exercise  Complete Exercise 2 Maintaining a Position

45. © 2006 Nova Scotia Government All rights reserved. Module Review 1. When is it necessary to make changes to a Position? 2. Describe two options for maintaining master data. 3. Explain the difference between delimit and delete. 4. Explain the importance of validity dates.

46. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. When is it necessary to make changes to a Position? It is necessary to make changes to a Position when any of the original information or attributes of the Position change, or if there is new information about the Position which needs to be recorded. 2. Describe two options for maintaining master data. Create enables you to enter new data. Display enables you to view an existing record. 3. Explain the difference between delimit and delete. Delimit is used when the information is no longer valid for a specific time period. Delete would be used when a data entry error has been made. 4. Explain the importance of validity dates. Validity dates allow you to define the life span of an object or infotype record, identify changes while retaining historical data and evaluate the structure on key dates.

47. © 2006 Nova Scotia Government All rights reserved. Reports and Auditing Position Process Creating a Position Maintaining a Position Reports and Auditing Overview

48. © 2006 Nova Scotia Government All rights reserved. Types of Reports Standard reports delivered with SAP Custom ABAP reports (tailored to meet business requirements)

49. © 2006 Nova Scotia Government All rights reserved. Advantages of SAP Reporting

50. © 2006 Nova Scotia Government All rights reserved. Upon completion of this module, participants will be able to: u Identify a few of the reports that can be used for Process Position, such as: –ZRHROM008 (Complete Position Description) –ZRHROM009 (Board Services Staff Report) –ZRHROM011 (Blocked Cost Centers) –ZRHROM002 (Class Objects) –Z_AHR_61018869 (Periods of Unoccupied Positions) u Print and run reports: –ZRHROM010 (Organizational Structure with Persons) Reports and Auditing Objectives

51. © 2006 Nova Scotia Government All rights reserved. Organizational Structure with Persons ( ZRHROM010 ) Output

52. © 2006 Nova Scotia Government All rights reserved. Report Selection Criteria u Enter as much selection criteria as possible u To choose multiple selections for one criteria, click to the right of the field u Use “ “ as a wildcard in a search *

53. © 2006 Nova Scotia Government All rights reserved. Useful Report Tools

54. © 2006 Nova Scotia Government All rights reserved. Report Outputs SAP Report Download to Excel or Word Displayed List Printer Save

55. © 2006 Nova Scotia Government All rights reserved.  Demonstration and Practice  Executing Reports  Demonstration and Practice  Executing Reports Demonstration and Practice

56. © 2006 Nova Scotia Government All rights reserved. Organizational Structure with Persons (ZRHROM010)

57. © 2006 Nova Scotia Government All rights reserved. Organizational Structure with Persons (ZRHROM010)

58. © 2006 Nova Scotia Government All rights reserved. Review of Course Objectives At the end of this course, you should now be able to: u Describe the process to create and maintain Positions u Describe the linkage of HR information to financial information u Explain the concept of relationships and the importance of dates on Positions u How to run reports

59. © 2006 Nova Scotia Government All rights reserved. Who has the first Question? ?

60. © 2006 Nova Scotia Government All rights reserved. WEB SITE INFORMATION To view answers that have resulted from the Parking Lot the JEM Website is: www.projectjem.ednet.ns.ca

61. © 2006 Nova Scotia Government All rights reserved. STUDENT SANDBOX INFORMATION Now that your training is complete there will be available to all students a practice sandbox. If you think that you may want to access the Student Sandbox, a request must be made to the JEM Training Team at the following e-mail address: jemtraining@gov.ns.ca

62. © 2006 Nova Scotia Government All rights reserved. Please complete the course evaluation sheets. u Your input will help to shape future enhancements in the SAP Training Program. u Course Name: POSITION PROCESS Evaluation

63. © 2006 Nova Scotia Government All rights reserved. The End