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

2. 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

3. 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

4. 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.

5. Organizational Unit 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

6. Jobs
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

7. 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

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

9. Group Position Titles for Task Workers
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.

10. 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
Once the position has been added to SAP, the PCR cannot be created until the next day.

11. Licensing and Credential Initiative
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

12. Licensing and Credential Initiative
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.

13. Licensing and Credential Initiative
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.

14. Licensing and Credential Initiative
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

15. Position Analysis Report – A031

16. 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

17. (NPDF)

18. Data Maintained for Each Position
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

19. 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

20. 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

21. 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

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

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

24. Employee Groups SAP Employee Group Description A Faculty B Staff CB
Staff C
Student
Grads and student workers D
TRS/ORP Retired Staff
TXST Staff not always retired from TXST E
TRS/ORP Retired Faculty
TXST Faculty not always retired from TXST F
ERS Retired Staff
TXST Staff retired from ERS (state agency) G
ERS Retired Faculty
TXST Faculty retired from ERS (state agency) H
Program Faculty
Not teacher of record; performing other duties not related to teaching. I
TRS/ORP Retired Program Faculty
TXST Program Faculty not always retired from TXST J
ERS Retired Program Faculty
TXST Program Faculty retired from ERS (state agency)

25. Employee Subgroup SAP Employee Subgroup Description 01
< 12 month Exempt Salaried
Appointed < 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 05
12 month Exempt Salaried
Appointed 12 mo, exempt from FLSA overtime 06
12 month Nonexempt Salaried
12 mo, eligible for FLSA overtime 07
12 month Exempt Hourly
Paid by the hour, exempt from FLSA overtime 08
12 month Nonexempt Hourly
Paid by the hour, eligible for FLSA overtime 09
Task Worker
Paid by task, not by hour or month 10
Per Course
Paid a flat rate per course per semester 11
Non Pay
Not receiving salary from TXST

26. Employee Subgroup Cont.
SAP
Employee Subgroup
Description 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 14
12 Mo NE Sal GA/DA
12 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 17
12 Mo Ex Sal GA/DA
12 month Exempt Salaried Grad/Doc Asst

27. Org Management Transactions - SAP
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

30. PPOSE - Display organization and Staffing
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

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

33. Structure Search

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

35. Positions Listed Under Org Unit

36. Column Configuration

37. Columns Added

38. Positions and Holders

39. SAP Easy Access

40. Menu Path

41. Transaction PPSS 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

42. PPSS - Display Structure Transaction

43. Enter Search Criteria for Department

44. Expand Organizational Structure

45. Expanded View of Organizational Structure

46. View Key and Relationship text

47. Report Example with Key and Relationship text on

48. PO13D - Display Position Transaction
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

49. PO13D - Display Position Transaction

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

51. PO13D – Example Cont.

52. PO13D – Common Relationship meanings
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

53. ZHRPOSRPT - Position Analysis Report
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

54. ZHRPOSRPT - Position Analysis Report
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.

55. 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

57. We are available to help!
Positions
Teresa Duggins, 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
Katie Bonner, Human Resources, for staff and non-academic graduate students
Elizabeth Mello or Candace Satchell, Faculty Records, for faculty and academic graduate students
Teresa Duggins, Human Resources, for staff NSNR hourly temporary employees
Lisa Gonzalez, Human Resources, for hourly students

58. Support Offices
Human Resources (5-2733) Teresa Duggins,
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.