Table of Contents Course Objectives…………………………………………………...……………………….……………………………….…....3 Section 1: Organizational Overview….………....……………..…….……………………...……….…………………..……9.

HRMS End User Training HRMS Organizational Management Training Guide
HRMS Organizational Management Level 1 Training Guide X HRMS Organizational Management Training Guide

Table of Contents Course Objectives…………………………………………………...……………………….……………………………….…....3 Section 1: Organizational Overview….………....……………..…….……………………...……….…………………..……9 Section 2: Organizational Units…….…...……………....……..……………………………………………………………..37 Section 2a: Create Organizational Unit……………...…………………….…………………..………………43 Section 2b: Maintain Organizational Unit……..………………………………………..…….……………..…56 Section 2c: Delimit Organizational Unit………………………………………………..……..………………..64 Section 3: Positions……………………………………………………………………………………..….………….….……75 Section 3a: Create Position Action………………………………………… …..………………………83 Section 3b: Maintain Positions……………………………………….……………...….……....….…………110 Section 3c: Delimit Positions………...………………… … …......…116 Section 4: Organizational Management Reports……………………………..………....…………… Complete Position Description (S_AHR_ )…..………….....……….……...……129 Display Structure (PPSS)…………………………………..… ………….……...……..134 Structure Display / Maintenance (S_AHR_ )………….…….…….....………….138 Organizational Management Transactions Reports (ZHR_RPTOMN01)……..…......…142 IT1018 Position Cost Distribution (ZHR_RPTFI0027)………………………… …..145 Washington Management Services Employee Report (ZHR_RPTPA802)…….… Other Organizational Management Reports (Business Intelligence)…………..……..…157 Helpful Hints………………………………………………………………………..………....…………… Other Available Reports……………………………..………....……………

Introductions… Name Agency HRMS Role Goals for the class Hook:
Think of a couple of questions to ask the participants related to Org. Management How many of you have processed a position reallocation in HRMS? Keep your hands up….how many were successful with out a phone call to the DES Service Center? You many put your hands down…well here we are today and we are going to get those processes squared away with the hopes of you getting more comfortable in organizational management. Introduction: Name, Restrooms, Participant Lounge, Back Door, Computers & Cell Phones. Purpose: The purpose of this course, is to help become comfortable in performing Org transactions in HRMS.

Course Objectives Upon completion of this course, you will be able to:
Describe an overview of organizational management Explain the basic organizational management concepts and terms Perform the organizational unit and position exercises outlined in the Activity Guide Explain the organizational management integration with Personnel Administration Prepare organizational management reports

Training Materials and Tools
The following training materials and tools are used: HRMS Training Guide: Designed to introduce you to basic HRMS navigation terms and concepts and to provide the necessary information to complete the activities and exercises throughout the course. HRMS Activity Guide: Designed to provide you with activities and exercises that help solidify your understanding of concepts learned in the course and also provide you with an opportunity to use HRMS. Activities include Demonstrations, Walkthroughs and Exercises.

Job Aids The following job aids are available to you and are applicable to Organizational Management: Organizational Management HRMS Basic Navigation General Reporting Accessing HRMS Financial Reporting For classes, we are no longer providing copies of job aids. Job Aids can be accessed and printed from the OLQR if you chose to print them when you get back to your desk. While you are in class, you can review the job aids found in the binder on your desk. These binders are to remain in the classroom. Job Aids – Designed to provide you with reference materials so you can quickly access relevant HRMS information. website address:

On-line Quick Reference
OLQR is an acronym for the On-line Quick Reference tool. It contains a glossary, job aids, system and user procedures that describe how to perform HRMS tasks step-by-step. HRMS On-line Quick Reference (OLQR): On-line help procedures that provide you with step-by-step instructions designed to help you complete tasks in HRMS. HRMS also contains Context Sensitive Help. When accessing the Help feature while working in a transaction within HRMS, the OLQR will display procedures related to the transaction the user is currently working in. website address:

HRMS Data Definitions HRMS Data Definitions website provides agencies with standard definitions of HRMS fields names and dropdown list options. HRMS Data Definitions website: To ensure HRMS data is consistent, accurate, and complete across agencies for agency-specific or statewide reporting purposes. Define HRMS data fields and define dropdown options where applicable. Identify erroneous data entry/coding practices. Work with agencies to begin cleanup efforts in HRMS As you perform the Personnel Action (PA40), refer to the HRMS Data Definitions website as a reference when selecting your field options. The following definitions have been identified: Contract Contract Type Employee Group Pay Scale Area website address: website address: 7

HRMS Support The HRMS Support website is a point of contact for internal and external clients of DES’s Information systems, websites and internal networks. website address:

Section 1: Organizational Management Overview
This section takes approximately 1.5 hours to complete.

Organizational Management Overview
Upon completion of this section, you will be able to: Define the organizational management concepts and key terms List and explain the organizational management roles Discuss the integration of Organizational Management with other HRMS components. Explain the overall process of Organizational Management.

Key Terms Organizational Management Organizational Structure
Process used to create and maintain organizational structures and their associated org. units, positions, and jobs in HRMS. Organizational Structure Made up of org. units, positions, jobs, people, and cost centers and how they relate to each other to form a hierarchical structure. Business Area A specific agency in the State of Washington Personnel Area A specific agency/sub-agency in the State of Washington.

Key Terms – cont’d Personnel Sub-area Employee Group
A subdivision of Personnel Area that identifies Bargaining Units, WMS, Exempt and Non-Represented positions. Employee Group Status of an employee or position within the State of Washington. Employee Sub-group A sub-division of Employee Group which defines work period designation and salary rate unit.

Key Terms – cont’d Organizational Unit Organizational Relationships
Represents departments, regions, divisions, units or other groupings within an agency. Organizational Relationships Describes how organizational management objects are related to each other. Attributes Information that defines the org unit, position or job.

Key Terms – cont’d Object Cost Center
An individual element of information which exists in HRMS. Examples are: org units, jobs, positions, cost centers Cost Center An object in HRMS that represents a defined location of cost incurrence. Example – Organizational Index

Organizational Security Levels
Organizational Security Levels identify the highest level org unit an end user can access to view, create, and/or modify employee data. There are three Security levels in HRMS. 1st Level Statewide Access Allows an end user to view information for all agencies and employees. Most central service agencies, such as DRS, HCA, and OFM, have statewide access. 2nd Level Agency Access Allows an end user to view information for a specific Personnel Area. This is the default and most common for State agencies. 3rd Level Org Unit Access The most restrictive. It allows an agency to restrict end user access to a single org unit within the Personnel Area and any org units below it. It must report directly to the top org unit. Important: Agencies adding or deleting 3rd level Org Units must coordinate with DES to ensure Security Access Profiles are updated. FYI -The 3rd Level Org Unit access only applies to DSHS, DOC, and ESD. Instructor – The Security levels determines security for agencies by levels. It determines how we create and view information especially in reports. 1st Level – Centralized (Statewide access) 2nd Level – Represents the Personnel Area (sub-agency) Example – Information Services Division Represents the Business Area (entire agency) Example: Department of Personnel Then it is broken down further by Org. Unit. The above agencies have selected to use this level of security. 3rd Level – Represents the Organizational Unit (division) Example – Human Resource Office

State of Washington (SOW)
Enterprise Structure State of Washington (SOW) Dept. of Personnel ISD Helpdesk Business Area Personnel Area Think of Organizational Management as an electronic version of an Organizational Chart. There are many types of org charts where they are created using different programs. Organizational Management is stored in HRMS. It is the tool we use to create structure of hierarchy for our agencies. Instructor: Explanation of the chart: The top level represents the Statewide Organizational unit. The second tier represents the Business Area, which are the agencies. All agencies reports to the top level. The next tier represents the Organizational Units, which are the departments, divisions or groups of employees. Ask participants to fill in the blanks. (Guided Note Taking) Organizational Unit

HRMS Roles HRMS has role-based security
System security dictates the information that you can update Your agency assigned your role based on what tasks you perform There are agency-level and centralized roles Your agency has mapped HR/payroll staff to appropriate roles which determine the training required and the type of information you can access. The employee’s position determines what role is assigned and the level of HRMS access available. This means that while some people within the organization have access to certain HRMS information (such as hiring an employee), others only have the ability to view the information that is entered while hiring an employee. Roles enable that the appropriate people have access to viewing and changing information based on security profiles. Depending on the organization structure, roles may be filled by the same person. While other agencies, these roles might be assigned to two different individuals. The Inquirer and Supervisor roles can view employee information, but are unable to create or change records in the system.

Organizational Management Roles
Organizational Management Processor (Decentralized) Creates and maintains the organizational structure, org units and positions within an agency. Organizational Management Inquirer Views organizational information as it is entered in HRMS. Compensation Analyst (Centralized) Creates and maintains jobs. Establishes new Personnel Areas in HRMS. Centralized Roles: The statewide agency role has the ability to access and update agency wide information in HRMS. Centralized roles have been assigned to Department of Personnel to maintain Organizational information in the system. Decentralized Roles: The Organizational Management Processor is a decentralized role at the agency level. Although the creation of new agencies and jobs is still a centralized function, performed by the Compensation Analyst at the Department of Personnel, the agency-level Organizational Management Processor is responsible for linking the jobs, positions and organizational units together to form the organizational structure. Instructor – Centralized Roles: Agency-wide access to create and view information. (DES, OFM, DRS) Decentralized Roles: Agency-level access to create and view information for a particular Personnel Area or Business Area. Any questions regarding these roles? Well I have a question for you….based on these responsibilities, do you know what role you have at your agency?

Integration With Other HRMS Components
HRMS is a very integrated system, with the ability to share data with other HRMS components. It allows real-time access from Organizational Management data to: Personnel Administration Payroll Compensation and Benefits Time Management As information is entered and or updated, the data is filtered and used by all other HRMS components. Therefore, it is important to ensure that the data entered is accurate, complete, and updated as needed. This leads to a more stable data source and encourages the integrity of employee information. Instructor – By entering data into the system before the payroll processing cycle, it reduces the interruption of the employee being paid. Briefly discuss the payroll processing cycle. Review the New Hire process with details of the hand-off process between functional areas. Organizational Management Personnel Administration Payroll Benefits Time & Attendance

Integration With Other HRMS Components – cont’d
When a position is created in HRMS, many attributes are inherited by an employee when appointed to the position. Employees are compensated based on the job they hold. Reports can be generated based on an agency’s organizational structure. The attributes (pay, duties) stay with the position. If information is not entered accurately in Organizational Management it can cause errors in other areas. Example: After the position is set up in HRMS. The Personnel Administrative Processor can hire an employee into the position. The employee inherits the features of the position.

Benefits of HRMS Improved data integrity
Default values are based on business rules Defined values can be setup as a list for users and agencies to choose from Agencies can view a “snapshot” of their organization at any point in time Agencies have a complete model of the organization and reporting structure in one place Notes: Instructor: Drop-down menus and matchcode search engines make data-entry smoother and helps lessen inaccuracy. Reports are produced in real-time at any time. Also reports are available to capture many different pieces of the organization structure.

Enterprise Structure and Personnel Structure
DES creates the Enterprise and Personnel Structure. These two structures must be set up to create the Organizational Structure. Instructor: The Department of Personnel establishes the Enterprise and Personnel Structure, which we will be discussing in the next couple of slides. Before the Organizational structure can be created the Enterprise and Personnel structure must exist.

Enterprise Structure The Enterprise Structure consists of the Personnel Area and Personnel Sub-Area. Personnel Area is: a specific agency/sub-agency in the State of Washington. Personnel Sub-Area: identifies Bargaining Units, WMS, Exempt and Non-represented positions. Enterprise Structure State of Washington Personnel Area Department of Personnel Personnel Sub-area Non Represented, WMS, etc. The Enterprise structure is how employees are grouped based on transactions and the rules behind the transactions. For example, the agency is the personnel area and the personnel sub area make up groups like collective bargaining unit, non-represented, WMS etc. Larger agencies have different Personnel Areas for Regions or Institutions. Personnel area Examples of personnel areas include DES/ISD, DSHS/Echo Glen, etc. Personnel sub-area Examples of sub-areas include WMS, Non-represented, and Collective Bargaining Unit. Notes:

Personnel Structure The Personnel Structure consist of the Employee Group and Employee Sub-Group. Employee Group is: status of an employee or position within the State of Washington. Employee Sub-Group is: a sub-division of Employee Group which defines work period designation and salary rate unit. Personnel Structure Employee Group Permanent, Non-Perm. Limited, etc. Employee Sub-group H-OT Elig>40hrs/wk, Monthly (M) OT Exempt Personnel Structure is used to define the employee. For example your employee group could be permanent, non-permanent, civil service exempt etc. The employee subgroup refers to how the employee gets paid i.e. Monthly Overtime Exempt, scheduled hourly, law enforcement hourly etc. Employee Group Examples of employee groups are permanent, non-permanent, civil service exempt, etc. Employee Sub-group Examples of employee sub-groups include monthly overtime exempt or hourly overtime eligible. Notes:

Organizational Structure
Organizational Unit HR Office Position Recruiter Job HR Consultant 4 Person Jane Smith Organizational Structure is made up of Organizational Units, Positions, Jobs, People, and Cost Centers. Organizational Unit: represents the departments, regions, divisions, units etc. within an Agency. Job is: generic in nature; contains attributes used to create specific positions when drafting an organizational plan. Position is: a specific and concrete description of the responsibilities that one individual fulfills in an organization. The Organizational Structure is used to define how org units, positions, and employees report to one another and how you group employees either by department, division, location, etc. Organizational Structure is made up of Organizational Units, Positions, Jobs, People, and Cost Centers and how they relate to each other to form a hierarchical structure. Organizational units define the section, work group, division, etc. a person works in. Examples include Human Resources, Finance, IT, etc. Agencies have the freedom to make their organization as broad or as detailed as they choose. Jobs specify the range of the duties that are performed in the job. Example – Custodian; sweeps, mops, scrubs, waxes and polishes floors. Positions have specific duties, more detailed than a job. Example – Custodian; Cleans floors using a dust mop and an Auto Scrubber for 4 hours each day. Buffs Floors using a high speed buffer every other day. Relationships are created between these three items to create the organizational hierarchy. Agencies maintain the information for Organizational Units, Positions, and relationships with jobs.

HRMS Structure Overview
Enterprise Structure Personnel Area “Dept of Personnel” Organizational Structure Personnel Sub-Area “Non-Represented” Organizational Unit “HR Office” Position “Recruiter” Jane Smith Job “HRC4” Employee Group “Permanent” Employee Sub-Group “Monthly Overtime Exempt” This is an example of how DES’s Organizational Structure and Enterprise Structure and Personnel Structure works together. The Enterprise Structure is used to establish state agencies legally. In the example above the personnel area is DES because it is a separate agency . The personnel sub-area, which is not always specific to an agency, divides DES into groups based on pay and work schedule. Other examples of sub-areas include WMS and CBA. The employee group and sub-group defines the employee type, such as permanent and monthly overtime exempt. In this example, the Organizational Structure contains an organizational unit called Personnel Services Division. Within this organizational unit is the position of recruiter. This position belongs to the organizational unit. The position is related to the HRC4 job, which defines the position on a broad level. An employee is hired into the position and inherits attributes from all of these structures. Personnel Structure

HRMS Structure Overview – cont’d
Enterprise Structure Personnel Organizational The Enterprise, Personnel and Organizational Structure information is combined and stored in Organizational Assignment (0001). Instructor: This is a good representation of how information is integrated from Organizational Management. Notes:

Organizational Management Concepts
Objects An individual element of information which exists in HRMS Relationships This describes how two objects are linked together, such as a reporting relationship Characteristics/Attributes Information that defines the org unit, position or job Examples: Org Unit, Position, Job Examples: “Belongs to” “Describes” “Reports to” Organizational Management is based on the concept that each element in an organization represents a stand along object with individual characteristics. These objects are created and maintained individually. Then, they’re linked through relationship to form a network to perform reporting. Examples: Planned Compensation, Cost Distribution

Organizational Objects
Organizational Management is based on organizational objects. Each object is designated a letter in HRMS: S P O C K Position Person Organizational Unit Job Classification Instructor: Guided Note Taking Organizational Management is based on the concept that each element in an organization represents a stand-alone object with individual characteristics. These objects are created and maintained individually. They are then linked through relationships to form a network which has the flexibility to perform reporting. Cost Center

Position (S) – A group of duties and responsibilities to be performed by an employee. An object related specification tied to an Organizational Unit. Person (P) – An individual in an organization. Organizational Unit (O) - Represents the departments, regions, divisions, units etc. within an Agency Relationships between organizational units are used to determine the hierarchy within the organizational structure. Notes: Instructor: Positions are held by a Person or employee and reflects their duties and responsibilities. Person is an employee of the agency Organizational units represents divisions or units

Job (C) - General task of similar purpose and knowledge requirements. Also referenced as the job classification. Jobs can be related to positions and during hiring exceptions to people. Exceptions include In-training and Under-fills. Cost Center (K) - An object in HRMS that represents a defined location of cost incurrence. Notes:

Organizational Relationships
Relationships are created when organizational objects are linked together These relationships represent the organizational structure Agency Organizational Processors create and maintain their organizational structure Relationships are established when objects are linked together. Organizational Processors use these relationships to create or maintain their Organizational Structures. Each object has corresponding relationships. For example, it would not make sense to have a job belong to an org unit because a job can only describe a position. History is created by relationships. Because relationships are date effective, you can go back to an any point in time and see how the organization existed at that time. Default capabilities. (Inheritance) Some objects can have defaulted values on infotypes. For example, the compensation that is assigned to a job, all of the positions that have a relationship with the job have the compensation defaulted in compensation infotype. Instructor: Relationships indicate how objects are related. Based on these relationships it indicates the organization’s hierarchy or structure.

Organizational Structure - Relationships
Organizational Structure is a representation of the reporting structure in an agency. Made up of multiple organizational objects and their hierarchical relationships (e.g. organizational units, jobs, positions). Organizational Unit “belongs to” “describes” Job Position A Person occupies a Position. The Position describes a Job and belongs to the Organizational Unit. The Job is a general classification which describes the position. The Organization describes the different departments. An organizational unit “includes” a position. Therefore positions are exclusive to an agency, and the position “belongs to” the organizational unit. “holder” Person

Organizational Structure
HR Office Organizational Unit Dept. of Agriculture Customer Service Specialist 2 Receptionist ( ) Job Position Instructor – Demonstrate where users fit in the organization and then prompt end users to place themselves within the relationships. What position do they hold? What organizational unit do they belong to? What job describes their position? Refer to job aid on Organizational Relationships. Mr. John Smith Person

Characteristics/Attributes
Organizational objects have additional information that defines the organizational unit, position or job. Planned Compensation (1005) Provides detail information on compensation for the linked job and position. Cost Distribution (1018) Displays the assigned cost center for the related position. Account Assignment (1008) Assigns the Personnel Area and the Personnel Sub-area. Customer Service Specialist 2 Range 35 Receptionist ( ) Range 35

Agencies create Enterprise and Personnel Structures.
Review Questions K C O P S Position True or False Agencies create Enterprise and Personnel Structures. False DES creates the Enterprise and Personnel Structures, while agencies create the Organizational Structure. _____________ are created when Organizational Objects are linked together. Relationships are created when Organizational Objects are linked together. Person Organizational Unit Job Cost Center Review Questions True or False – Agencies create Enterprise an Personnel Structures. Answer: False, DES creates the Enterprise and Personnel Structures, while agencies create the Organizational Structure. ____________ are created when Organizational Objects are linked together. Answer: Relationship S, P, O, C, K Answer: S-Position, P-Person, O-Organizational Unit, C-Job and K-Cost Center

Section 2: Organizational Units
This section takes approximately 2 hours and 15 minutes to complete.

Organizational Units Overview
Upon completion of this section you will be able to: Describe the relationships that are created for an organizational unit Perform the following exercises: Create Organizational Unit Maintain Organizational Unit to Organizational Unit Relationship Delimit Organizational Unit Organizational Unit Instructor: Explain the relationships being created when an organizational unit is established Perform system exercises for creating and maintaining an Organizational Unit.

Organizational Management Overall Process Flow
Legislature creates a new program, agency restructuring, or new project Agency top level Enterprise/Personnel structures are created by DES, if applicable Jobs are established by DES Organizational Units are created in HRMS by agency Organizational Management Processors Positions are created in HRMS by agency Organizational Management Processors Organizational Structure is created The Process Flow describes the big picture of Organizational Management. There are various reasons that triggers this process, but only a few examples are mentioned, including a new program, an agency restructuring, and a new project. All “decentralized” duties are performed by an agency, while “centralized” duties are performed by central agencies such as DES and OFM. Once a new entity is established, the following components must be created in HRMS: Enterprise/Personnel Structure – Establishes an organization legally and administratively Jobs Organizational Units Positions Organizational Structure – Establishes relationships between organizational objects (Organizational Units, Jobs, and Positions). Legend Centralized by Legislature Dept. of Personnel Decentralized by State Agencies Shared Duty

Organizational Relationships
Organizational relationships establish the organizational structure or hierarchy: Security is based on organizational structure Many reports allow reporting by organizational structure You establish organizational relationships during the Create Organizational Unit Action (PP03). Two types of relationships are established when creating an organizational unit: Organizational unit to organizational unit Organizational unit to Cost center Notes: Instructor: As organizational relationships are created it builds the hierarchy of the agency. This is how security is based and also provides user the ability to run reports from these Organizational structures. These relationships are created with transaction PP03. There are 2 types of relationships created during the Create Organizational Unit action: Organizational Unit to Organizational Unit Organizational Unit to Cost Center

Organizational Unit to Organizational Unit Relationship
An organizational unit “reports to” or “is line supervisor” of another organizational unit. This creates the organizational hierarchy. Dept. of Early Learning HR Office “Is line supervisor of” “Reports to” Example: The HR office reports to Department of Early Learning; Department of Early Learning is line supervisor of the HR Office. The relationship between the two objects is created after the objects themselves are created. “Is the line supervisor of” means there is an organizational unit that reports to another Organizational unit. Instructor: Every agency’s top level Organizational Unit is their Business Area (agency).

Organizational Unit to Cost Center Relationship
Every organizational unit must be “assigned” to a Cost Center to define the Business Area and Controlling Area. The Cost Center represents a defined location of cost incurrence. HR Office Cost Center The Cost Center relationship that is set-up during the Create Organizational Unit action does not reflect the AFRS Cost Center. This relationship is used to define the Business Area and Controlling Area. Instructor: No funds are connected. This does not interpret where funds are being allocated. Funding is determined with the Cost Distribution is set-up during the Create Position Action or through the employee by creating Cost Distribution (0027).

Section 2a: Create Organizational Unit
Create the following infotypes during the Create Organizational Unit action (PP03) : Object Relationship To reporting Organizational Unit To assigned Cost Center Description Relationship to Department/Staff

Create Organizational Unit Action
To create an organizational unit use the Create Organizational Unit Action: Follow Human Resources  Organizational Management  Tools  Object  Actions Or use transaction code PP03 in the Command field Using this action guides you through all required infotypes Scenario: Department of Early Learning has recently been added to the State of Washington’s organizational structure and a HR Office division will need to be established.

Maintain Plan Data: Execute Actions
The Maintain Plan Data: Execute Actions records the effective date Fields to complete: Object type O (Org Unit) Validity (Effective date) Action O (Create organizational unit) Click (Execute) to execute the action Object type - This is a type of object, such as position, job, or organization unit. When creating an Organizational Unit, you will always select O – Organizational Unit. Planning status – The status of the object. This will automatically default to 1 - Active Validity – The effective date. Example – 01/01/2008 to 12/31/9999 Defaults to Today’s date. DES recommends creating org. units around the 1st and 16th of the month. Action - An action is a series of procedures that must be completed. Example –O- Create organizational unit HRMS will automatically put last Object ID number you were working with in the Object ID field. You will need to delete the number in the field prior to clicking execute, because you are creating a new object and the number in Object ID field belongs to an existing object. Once you are finished with the action, the system will assign a Object ID number for the new organizational unit you created.

Essential Relationship Object
The Essential relationship Object identifies the name of the organizational unit and creates the Object ID Fields to Complete: Object abbr. (short text) Object name (long text) Click (Enter) to validate and then (Save) to save The object abbreviation – The abbreviation of the organizational unit. (maximum of 12 characters) Example – HR01 The object name – The name of the organizational unit. (maximum of 40 characters) Example – Human Resource Office When this infotype record is saved, a organizational unit number is automatically assigned in HRMS. In production, all organizational units will begin with a “3”. Name and abbreviation is agency specific. Data is used to: Provide an identifying name and number to an organizational unit Note: If a number is placed in the Object abbr. field, the system will give you a warning message. It is ok to ignore this message. Tip: To display to created Object ID number, go to the Menu bar, select View then Object Key on/off. This feature can be switched on and off.

Essential Relationship Relationships
The Essential relationship Relationships creates a link between: The organizational unit being created and the organizational unit it will be reporting to Fields to complete: ID of related object (use matchcode) Click (Enter) to validate and (Save) to save HRMS is set up to take you from one relationship to the next relationship upon saving. This infotype will come up two times during the action and will have the same Infotype name (Pay attention to the Type of related object: To establish organizational unit to organizational unit relationship To establish organizational unit to cost center relationship The first infotype to appear is the Organizational Unit to Organizational Unit relationship. Type of related object - It defines the related object. Example – Organizational Unit or Cost Center ID of related object – The number of the related object. Example (Use the matchcode to search the ID of related object number)

The Essential relationship Relationships infotype creates a link between the following: The organizational unit (O) and the cost center (K). Fields to complete: ID of related object (use matchcode) Click (Enter) to validate and (Save) to save Use this infotype to create the organizational unit to cost center relationship. This relationship creates the Master Cost Center and defines the Business Area for financials. ID of related object – The number of the related object. Example: WA01 (Use the matchcode to search the ID of related object number)

Information defaults values from the previous infotype. Do not enter any information on this infotype. Click (Save) to save and move to the next infotype. This infotype creates the Controlling Area for financials for the Organizational Unit being created. Controlling Area: Is the organizational unit with the highest hierarchy within the financial accounting structure used for the State of Washington. The controlling area is WA01 for all agencies. Instructor: If this infotype is not saved, the position being created will not be funded through Financials.

Create Description The Create Description infotype provides the option to enter a general description of the organizational unit Fields to complete: Subtype Text description Click (Enter) to validate and (Save) to save One description at a time. The Create Description Infotype is not required but agencies can use it for their individual business needs. Example information that could be entered in this infotype includes the type of responsibilities that the organizational unit holds. Note: if you select “General description”, you must enter text into the Description text box. Subtype - The type of description. Example – General Description Text description – The description of the Subtype. Note: This infotype can be skipped by clicking (Cancel).

Create Department/Staff
The Essential relationship Department/Staff infotype displays the created organizational unit in the Organizational Structure. Fields to complete: Department Click (Enter) and then click (Save) to save The Department check box is required to be ‘checked’ for all org units. If this box is not checked then the employees in the organizational unit and organizational structure will not be correct. The State of Washington is not using the “Staff” option at this time.

After saving the Department/Staff infotype, you will be taken back to the beginning of the Maintain Plan Data: Execute Actions. The HRMS Object ID number for the Organizational Unit you created will be in the Object ID field. Notes:

Create Organizational Unit
HRMS Activity Instructor: Participants will be creating an Organizational Unit using the same Personnel Area. When activity has completed, pull up the Structure Search to show participants the create org. units. Create Organizational Unit Walk-through – Pg. 3

Review Questions What is the designated letter for the object type of Organizational Unit? Which relationships are set up when creating an organizational unit? The designated letter for Organizational Unit is O. Organizational Unit to Organizational Unit and Cost Center to Organizational Unit

2b: Maintain Organizational Unit
Data created in HRMS is both current and historical. Infotypes enable HRMS to maintain information on all employees, as well as historical records. Based on the assigned role and agency, certain information is available to each user. For example, an Organizational Management Processor in Washington State Patrol has access to their agency’s organizational structure. While an Organizational Management Processor in Department of Fish and Wildlife has access to the same information, but for their agency only. In HRMS, users can enter employee information and make updates to this information. These updates are made while retaining former records of entered information. Information for employees in one agency is not available to another agency, providing added security to employee records. In addition, you may only have access to the employees for their regional office or institution. Note: When making a name change to the Org Unit, a hand-off is required to the Personnel Administrator Processor to update the Organizational Assignment (0001) as the history will not be complete. (See HRMS Communication dated 11/17/08) Instructor: Information that is stored in HRMS are up-to-date and can reflect history. The way information is maintained in HRMS is based on role and agency. Read example.

Maintain Organizational Unit – cont’d
Reasons for maintaining organizational units include: Moving an organizational unit as a result of a reorganization Splitting one organizational unit into two organizational units Combining two organizational units into one Renaming an organizational unit, changing a description, or updating any other infotype record associated with the organizational unit Refer to the HRMS Basic Course job aid to review the copy, create, change, and delimit functions. Notes:

Maintain Organizational Unit action
To maintain an organizational unit use the Maintain Organizational Unit: Follow Human Resources  Organizational Management  Expert Mode  Organizational unit Or use transaction code PO10 in the Command field Scenario: A division in the agency is going through a reorganization. The organizational unit will be reporting to a different organizational unit. Refer to the Organizational Management Job Aids for a list of all related transaction codes.

Maintain Relationships
Enter the Organizational Unit Object ID and click (Enter) to validate Click the gray box to the left of Relationships to select Click the radio button ‘All’ Click (Overview) for an overview of all actions associated with Relationships (1001) There is an OLQR User procedure that shows how to Create and Maintain Organizational Unit Relationships The additional infotypes were added from the 2008 HRMS Upgrade and are not being used by the State of Washington. Note: The additional infotypes displayed are not being used by the State of Washington. See the Additional Information section to remove from view. Notes:

Click the gray box to left of the appropriate record Click (Copy) to copy and continue There is an OLQR User procedure that shows how to Create and Maintain Organizational Unit Relationships Relationship type/relationship – The type of relationship. The example above shows: A Reports (line) to Type of related object Example - Organizational Unit ID of related object Example – Use the next record button to move between the created relationships.

Maintain Function Keys
Choosing the appropriate function key is important: Click (Create) to create a new record To update the infotype and record the history, click (Copy) The new start date of the record will be used for the current information. This will end date the existing record and reduces data entry. To change/correct the infotype with no history, click (Change) You will only use change in cases of typographical errors. The change function will not keep history. Using the Copy function will allow you to keep a record of the history of the infotype, while maintaining changes in the system.

Fields to complete: Valid from (effective dates) ID of related object (use matchcode) Click (Enter) to validate and click (Save) to save Relationship type/relationship – The type of relationship. Note: There are additional relationships that are not used by the State of Washington. The example above shows: A Reports (line) to Type of related object Example - Organizational Unit ID of related object Example – Use the next record button to move between the created relationships. Instructor: Pay special attention to Warning Messages that display in the status bar. Warning messages may indicate whether the record is being deleted, which indicates the validity date not being changed. (In this case, the record should not be saved and the date should be reviewed) Delimit and Delete messages are very similar especially in a hurry.

Maintain Organizational Unit
HRMS Activity Maintain Organizational Unit Exercise – Pg. 7

Section 2c: Delimit Organizational Unit
You automatically delimit individual infotype records when you create and save a copy of an infotype record. You can also delimit the entire organizational unit when its no longer needed due to a reorganization and for other business reasons. This will delimit the organizational unit’s attributes and relationships and keep a history of the organizational unit. As individual infotypes are updated or created, they are automatically updated. This applies to infotypes with existing records. An organizational unit can also be delimited if business processes requires so. The system will provide a history for this record. Note: In Organizational Management, using the delimit function does not add a day to the date. Be sure to enter the actual end date. Notes:

Delimit Organizational Unit – cont’d
When you delimit an organizational unit, all relationships will be delimited. Use Overview function to review the Relationships (1001) to ensure there are no active relationships with positions or with organizational units that report to the organizational unit you are delimiting. Org units are used by many reports – without an org unit the person could be invisible to reports.

Delimit Organizational Unit action
To delimit an organizational unit use the Maintain Organizational Unit action: Follow Human Resources  Organizational Management  Expert Mode  Organizational unit Or use transaction code PO10 in the Command field Scenario: We have an organizational unit that needs to be delimited due to a reorganization. The agency has decided to merge the HR Office with the Finance office. They figured it would make hands-offs and communication easier!

Delimit Organizational Unit
Enter the organizational unit number and click (Enter) to validate In the Time period section, click the radio button for ‘All’ Click the gray box to the left of relationships Click (Overview) for an overview of all actions Note: The additional infotypes displayed are not being used by the State of Washington. See the Additional Information section to remove from view. Note: The Organizational Unit used in this example was taken from the HRMS Training Environment. Production data was not used.

You can determine the type of relationships by viewing the relationship type and the relationship object type. Example : B/002 Is line supervisor of O (Organizational Unit) B/003 Incorporates S (Position) Look at the start and end dates to determine if the relationship is active. You will need to move active relationships of B002 Is line supervisor of O (Organizational Unit) and B003 Incorporates S (Position) to another active organizational unit. To move the organizational unit or position you will need to create a new relationship for that organizational unit the organizational unit/position. Follow the OLQR User procedures on Maintaining Organizational Unit to Organizational Unit Relationships and Position to Organizational Unit Relationships_Create and Maintain. The following relationships will be delimited during the delimit action: A002 Reports to O (Organizational Unit) A001 Cost Center Assignment K (Cost Center)

Active positions or organizational units that report to the organizational unit you are delimiting, will need to have a new relationship with another active organizational unit before you can proceed to delimit. To return to Maintain Organizational Unit, click (Exit). Notes:

To delimit an organizational unit, enter the organizational unit number and click (Enter) to validate On the menu bar select Organizational Unit Delimit From the Maintain Plan Data: Delimit Object pop-up, enter the Delimit date Click (Delimit object) Note: Do not check the Historical rec. box when delimiting. If checked, the record cannot be changed. Do not check Historical rec. box when delimiting. If checked, the record cannot be changed. This feature should only be used if the record will no longer be used. Example – You delimit the organizational unit with the effective date of 10/1/2006 and you should have entered 10/15/2006, you can not correct the date if Historical rec. is checked. There are differences between using the Delimit message from the Menu bar versus the Application bar. The Menu bar option will delimit all infotypes associated with the record while the Application bar option will only delimit one infotype at a time. Notes:

HRMS Activity Delimit Organizational Unit Exercise – Pg. 11

Organizational Management Transactions
Organizational Unit Create Organizational Unit PP03 Display Organizational Unit PO10D Maintain Organizational Unit PO10

What else do I need to know?
See OLQR User Procedures: Organizational Unit Action_Create Organizational Unit_Delimit Maintain Organizational Unit to Organizational Unit Relationship Above are a list of OLQR User procedures available to use. Website address:

Review Question False – Transaction code PO10 is used to maintain existing organizational units while PP03 is used to create True or False: Use transaction code PP03 to maintain an existing organizational unit Review Question: True or False – Use transaction code PP03 to maintain an existing Organizational Unit. Answer: Transaction code PO10 is used to maintain existing organizational units while PP03 is used to create.

Section 3: Positions This section takes approximately 3 ½ hours to complete.

Positions Overview Upon completion of this section you will be able to: Explain the process of creating and maintaining positions Perform the following exercises: Create a Position Delimit a Position Position

Organizational Management Overall Process Flow
Legislature creates a new program , agency restructuring, or new project Agency top level Enterprise/Personnel structures are created by DES, if applicable Jobs are established by DES Organizational Units are created in HRMS by agency Organizational Management Processors Positions are created in HRMS by agency Organizational Management Processors Organizational Structure is created The Process Flow describes the big picture of Organizational Management. There are various reasons that triggers this process, but only a few examples are mentioned, including a new program, an agency restructuring, and a new project. All “decentralized” duties are performed by an agency, while “centralized” duties are performed by central agencies such as DES and OFM. Once a new entity is established, the following components must be created in HRMS: Enterprise/Personnel Structure – Establishes an organization legally and administratively Jobs Organizational Units Positions Organizational Structure – Establishes relationships between organizational objects (Organizational Units, Jobs, and Positions). Legend Centralized by Legislature Dept. of Personnel Decentralized by State Agencies Shared Duty

Position Relationships
There are five relationships that can be established for a position. The following three are created in the Create Position action (PP03): Position to organizational unit Position to job Position to reporting position The following two are established outside of the Create Position action: Assignment pay Dual language There are 5 different types of relationships that are created during the Create Position action (PP03). Position to Organizational Position to Job Position to Reporting Position (Supervisor) Position to position relationship (Supervisor) is NOT required, but is needed for position reporting hierarchy. The Personnel Administrative Processor will notify you when the assignment pay and dual language relationships need to be created. If your agency decides to use the position to position relationship, remember to update the relationships if the positions has changes. Example – The position is reallocated and no longer supervises. Notes:

Position to Organizational Unit Relationships
Position belongs to organizational unit Organizational unit includes position HR Office HR Consultant 4 “Includes” “Belongs to” In the diagram above it shows that the Org Unit “HR Office” includes the Position “Human Resource Consultant 4” and the Position “Human Resource Consultant 4” belongs to the Org Unit “HR Office”. Instructor: The Object ID Number that was created for the new org unit is what will be used to create this relationship. Notes:

Position to Job Relationships
Job describes a position Position is described by a job “Is described by” Job HRC4 Position Labor Relations Position Recruiter “Describes” Multiple positions can be related to the same job. For example in the diagram above: The Job (HRC4) is tied to the positions; Recruiter, EAP Rep. and Rules. When you create the position to job relationship, the position inherits features of the job. Instructor – Prompt end users to provide examples of a few positions in their agency that could be related to the same job. Position EAP Rep. Notes:

Position to Position Relationships
Reports to/is line supervisor of Defines the supervisor and subordinate Position HRC4 Position WMS2 “Reports To” “Is supervisor of” By creating positions and then creating relationships between the positions, you identify authority within the agency. Notes:

State of Washington (SOW)
Information Systems Department Paula Dean WMS2 Employee Helpdesk (ITS4) Department of Personnel (DOP) HRMS Organizational Structure “belongs to” Organizational Unit Instructor: The Position Helpdesk reports to the Position WMS. While the Position WMS (including Helpdesk) belongs to the Org. Unit ISD. “reports to” Manager Notes:

Section 3a: Create Position Action Infotypes
Create the following infotypes during the Create Position action including: Object (1000) Relationship (1001) Description (1002) Employee Group/Sub-group (1013) Account Assignment (1008) Planned Compensation (1005) Vacancy (1007) Work Schedule (1011) Cost Distribution (1018) Address (1028) Job Attributes (1660)

Create Position Action
To create a position use the Create Position action: Follow Human Resources  Organizational Management  Tools  Object  Actions Or use transaction code PP03 in the Command field Using this action guides you through all required infotypes are created Scenario: We will be creating a recruiter position for the new organizational unit (HR Office) that we created for the Department of Early Learning. (Section 2a)

The Maintain Plan Data: Execute Actions records the effective date Field to complete: Object type S (Position) Validity (effective date) Action S (Create Position) Click (Execute) to execute the action Object type - This is a type of object, such as position, job, or organization unit. When creating a position you will always use S- Position. Planning status – The status of the object. Example – 1- Active Validity – The effective date. Example – 01/01/2008 to 12/31/9999 Action - An action is a series of procedures that must be completed. Example – S - Create position HRMS will automatically put last Object ID number you were working with in the Object ID field. You will need to delete the number in the field prior to clicking execute, because you are creating a new object and the number in Object ID field belongs to an existing object. Once you are finished with the action, the system will assign a Object ID number for the new position you created. Instructor – Ask end users what letter designates a position and an organizational unit?

Create Object The Object infotype creates the name of the position
Fields to Complete: Object abbreviation Object name Click (Enter) to validate and click (Save) to save The object abbreviation (short text) is a maximum of 5 characters. Example - RTR1 No warning message will display if more than 5 characters entered. The object name (long text) is a maximum of 40 characters. It can be used as the working title. Recruiter The title does not have to match the job class name. Upon saving this infotype, a HRMS position Object ID number is generated automatically. Data on this infotype is used to: Provide an identifying name and number to a position Search for a position at a later time Information added is agency specific.

Essential relationship Relationships
The Essential relationship Relationships create a link between: The position and organizational unit Fields to complete: ID of related object (use matchcode) Click (Enter) to validate and click (Save) to save HRMS is set up to take you from one relationship to the next relationship upon saving. This infotype will come up three times during the action: To establish position to organizational unit relationship. To establish position to job relationship. To establish position to position (supervisor) relationship (optional) This infotype is important because it assists in the creation of a hierarchy in HRMS. Data on this infotype is used to create the organizational hierarchy. ID of related object – The number of the related object. (Object ID) Example – The ID of related object for an Organizational Unit in Production will always begin with a 3.

Essential relationship Relationships
The Essential relationship Relationships create a link between: The position and the job classification Fields to complete: ID of related object (use matchcode) Click (Enter) to validate and click (Save) to save Data on this infotype is used to automatically assign certain attributes from the organizational unit and job. You can search for the abbreviation by using the (Matchcode) button. ID of related object – The number of the related object. (Object ID) Example – The ID of related object for a Job Classification in Production will always begin with a 5.

Create Relationships The Essential relationship Relationships create a link between: The position and the supervising position Fields to complete: ID of related object (use matchcode) Click (Enter) to validate and click (Save) to save This infotype is important because it assists in the creation of a hierarchy in HRMS. Data on this infotype is used to create the position hierarchy ID of related object – The number of the related object. (Object ID) Example – The ID of related object for a Position in Production will always begin with a 7.

Create Description The Description infotype is optional to provide information for: General description In Training Shift Designation Use this infotype four times in a row when creating a position: To create a General Description. To create In-Training Description To Create Shift Designation Description. HRMS is set up to take you from one relationship to the next relationship upon saving. The descriptions are optional infotypes but can be used for the Complete Position Description Report transaction code S_AHR_ The General description subtype could hold the text from the Position Description Form (PDF) or to enter general information on the position. You can paste text or upload text files into the Description infotype, by clicking (Load Local File) and selecting a file to upload. The In Training subtype could hold the training plan of the position. Shift Designation – You can enter details for the shift of the position. Example – Day, Swing, Nights Follow agency standards when adding descriptions to these free text fields. You need to be specific when completing the text description because when you run the description report all descriptions are listed together. You should start each description by the description type - Example - General Description - This position is…. Note: Effective 4/1/2013, the Position Description Infotype for JVAC will no longer be used.

Create Description Each Subtype will display in the action
Fields to complete: Description Click (Enter) to validate and click (Save) to save Note: Upon saving one description subtype, you are brought to the next description subtype. To skip any subtype, click (Cancel).

Essential relationship Employee Group/Subgroup
The Employee Group/Sub-group infotype assigns the personnel structure to the position. Fields to enter: Employee group EE subgroup Click (Enter) to validate and click (Save) to save Employee Group – Status of a position or employee within the State of Washington Example – Permanent Employee Sub-group – A sub-division of the employee group which defines work period designation and salary rate unit Example – 06 – M-OT Elig>40hrs/wk

Essential relationship Acct. Assignment Features
The Essential relationship Acct. Assignment Features infotype assigns the Enterprise Structure and account assignment features to the position. Fields to enter: Business Area Personnel area Personnel sub-area Budgeted Retirement Eligible Click (Enter) to validate and click (Save) to save This infotype allows the Personnel Administration Processor to easily hire an employee into the system because this account assignment information is inherited from the position. The Company code, CO (Controlling) Area and FM (Financial Management) Area fields will default in as “WA01”. Business is the name of each agency. Fields must be compatible with the cost center (assigned to the org unit) controlling area and business area must be the same]. Example: Office of Financial Management Personnel area is a agency/sub-agency. Example: Office of Financial Management Personnel sub-area - A sub-division of Personnel Area that identifies Bargaining Units, WMS, Exempt and Non-Represented positions. Example – 0001 – Non-Represented The following two fields are informational only. Budgeted – The position is funded. Place an X in the field if it is budgeted. Leave the field bank if it is not budgeted. Retirement Eligible – This retirement eligibility of the position. Place an X in the field if it is eligible. Leave the field bank if it is not retirement eligible.

Essential relationship Planned Compensation
The Planned Compensation infotype defaults from the job relationship as pay grade or pay scale. You will not be able to override the compensation details for the position. There are two tabs that are used for compensation: Pay grade (bands) Pay scale (steps) Pay grade tab is used for the following jobs: WMS Higher Ed Exempt Students Non Classified Elected Official Non Classified Exempt Management Service Non Classified Non Pay Scale Non Classified Board Members All other jobs use the Pay scale tab.

Essential relationship Planned Compensation – Pay Grade
Pay grade tab is used for the following types of positions and will default in based on the relationship with the job, Personnel Sub-area and EE subgroup: WMS Higher Ed Exempt Students Non Classified Elected Official Non Classified Exempt Management Service Non Classified Non Pay Scale Non Classified Board Members Pay grade type - Identifies a collection of pay ranges, steps, and rates that comprise a pay schedule. This represents a position’s Master contract or non-represented, see possible values below: 00 Non-Represented 01 WFSE 02 WPEA 03 IFPTE 04 TEAMSTERS 117 05 SEIU 1199NW 06 UFCW 1001 07 Coalition 08 WSF 09 Printers 10 WSP 11 Higher Ed Admin Pay grade area - Represents the State of Washington or a unique compensation structure (salary bands, hour based step increases, and bargaining units). Pay grade - A band Pay grade level - A step

Essential relationship Planned Compensation – Pay Scale
The Pay Scale tab is used for all other types of position and will default in based on the relationship with the job, Personnel Sub-area and EE Sub-group. Once the information has been verified, click (Enter) to validate and click (Save) to save Pay scale type - Identifies a collection of pay ranges, steps, and rates that comprise a pay schedule Pay scale area - Represents the State of Washington or a unique compensation structure (salary bands, hour based step increases, and bargaining units) ESG for CAP (Employee sub-group for Collection Agreement Provision) - Employee sub-group grouping of hourly and salary employees based on the employee sub-group “1” for hourly; “3” for salaried Pay scale group - A range Example: 42 Pay scale level - A step Example: A to L Instructor: There may be job classes who do not have a specified Pay Scale/Grade and will require a manual entry. These were previously known as Merit System 9 Employees.

Create Vacancy Use the Vacancy infotype to identify positions that are currently vacant or filled by running a report. You can create a Vacancy infotype record for a position that is occupied or unoccupied. Click (Enter) and then click (Save). When creating a new position (thus no one has been hired into it) the vacancy infotype is created as open. When the Personnel Administration Processor hires an employee into the position, this infotype record is automatically updated.

Essential relationship Work Schedule
The Work Schedule infotype defines the percentage for a position’s work schedule, specifically part-time or full-time. Field to enter Percentage Click (Enter) to validate and click (Save) to save Use the “Defaults” button to automatically populate the required fields to create full-time positions. Note: When entering the percentage manually, a warning message will appear and can be validated by clicking (Enter). Change the percentage to designate a part-time position. The other fields will fill in automatically based on the percentage amount. When an employee is hired into a position this infotype can be overridden by the Personnel Administrator Processor or the Payroll Processor on Planned Working Time infotype 0007. Note: The Defaults button can populate work schedule fields for full-time positions.

Essential relationship Cost Distribution
The Cost Distribution infotype assigns the cost center to which the position’s costs is incurred. Fields to complete: Controlling area Cost center Percentage Fund Functional Area Cost Object AFRS Project AFRS Allocation Scroll over to view the additional required fields. All of the fields above are required. If you do not have a value, use the ‘default’. Each agency will have defaulting value which starts with the agency number. Assigning multiple cost centers will be discussed later in this course. Hint: Enter agency code*, then click the matchcode to search for each of the values. Example: 3000* Controlling area – This will always be WA01. Cost center – Example – 300C1AC Percentage – Example – Fund – Example – Functional Area Cost Object – Example – AFRS Project – Example AFRS Allocation – Example – AFRS – Statewide Accounting Financial System

Essential relationship Cost Distribution – cont’d
Click (Enter) to validate and click (Save) to save Note: The above screenshot has been modified and does not reflect all fields.

Cost Distribution Fields
HRMS Field Name SOW Accounting Object Code Calculation Format Example (DES) Cost Center Organizational Index Three character business area + AFRS Org. Index + 000 AAAXXXX000 111H110000 Fund Appropriation Index & Fund Three character business area + AFRS Fund + AFRS Appropriation Index + 0 AAAXXXXXX0 Functional Area Program Index Three character business area + AFRS Program Index AAAXXXXX Cost Object Master Index Three character business area + AFRS Master Index + 0 AAAXXXXXXXX0 AFRS Project Project, Sub Project & Phase Three character business area + AFRS project + AFRS subproject + AFRS Project Phase AAAXXXXXXXX AFRS Allocation Allocation Three character business area + AFRS Allocation Code AAAXXXX This slide can be used as a cross-walk between HRMS fields and State of Washington accounting objects. Reference the Financial Reporting Job Aid, ‘Cost Accounting Equivalency Crosswalk (AFRS to HRMS). Job Aids can be found on the On-Line Quick Reference (OLQR), For agencies that use the wildcard is & in the fund field Fund Example: AAAXXXXX&0 . Legend: A - Three Character business area X- The AFRS accounting object embedded within the field 0- filler characters, usually 0 Example explanation: 111H – Agency 111, AFRS Org Index H110, 000 Notes:

Create Address The Address infotype stores the address for the position’s location Required fields to enter: City Country Optional fields include: Street address Phone number Data is used for reference purposes only Click (Enter) to validate and click (Save) to save City – The City of the position. Example - Olympia Country – The Country of the position Example - USA Street address – The street address for the position. Phone number – The phone number for the position.

Essential relationship Job Attributes
The Essential relationship Job Attributes infotype to stores the county that the position is created in Required fields to enter: Country/State Use Capital Letters (WA) County Optional field to complete: Security Clearance Data is used for reference purposes only Click (Enter) to validate and click (Save) save If you do not enter the Country/State with capital letter or leave it blank, you must use the matchcode and search for the county. When you click enter it will automatically populate the Duty Station field. After you save you will be brought to the beginning of Maintain Plan Data: Execute Actions (PP03). Note: New functionality for adding and monitoring background checks in Positions. (See HRMS Communication date 2/27/09) Security Clearance – Enter a ‘1’ to indicate the positions requires a background check. Ensure the start date of this infotype reflects the correct dates. Important: When an employee is hired the Unemployment State (0209) is created by the Payroll Processor during the New Hire action (PA40). This infotype stores the county of where the position is located AND should match the Job Attributes infotype. If the employee transfers to another position, ensure Unemployment State (0209) is updated.

After saving the Essential relationship Job Attributes infotype, you will be taken back to the beginning of the Maintain Plan Data: Execute Actions. The HRMS Object ID number for the Position you created will be in the Object ID field. Notes:

Possible Hand-offs After creating the position, contact your agency’s Security Authorization Administrator to assign the HRMS security profile to the position if it has roles that require HRMS access. The Personnel Administrator Processor may also need to be contacted if the position will be used for a hire action.

Possible Hand-offs – cont’d
During the a Hire action (PA40), a position is entered on Actions (0000). Once the infotype has been validated, the default values are distributed through the hire action’s infotypes. Notes:

Create Position Action Walk-through and Exercise – Pg. 14
HRMS Activity Create a Position in new newly created Organizational Unit Use the Object Key on/off feature Create Position Action Walk-through and Exercise – Pg. 14

Review Questions Answer: Position to Organizational Unit
List the 3 types of relationships established during the Create Position action (PP03). State of Washington IS Department Network Service Helpdesk WMS2 Dept. of Personnel (DOP) Answer: Position to Organizational Unit Position to Reporting Position Position to Job Class 1. 2. 3. ITS2

Review Questions Match the relationships: A002 – Reports (line) to
Position to Organizational Unit Position to Job Position to Position A002 – Reports (line) to A003 – Belongs to B007 – Is described by

Section 3b: Maintain Positions
Once a position has been created, it can be modified using the Maintain Position action (PO13) The following infotypes can be modified: Object (1000) Relationships (1001) Description (1002) Planned Compensation (1005) Vacancy (1007) Acct. Assignment Features (1008) Work Schedule (1011) Employee Group / Subgroup (1013) Cost Distribution (1018) Additional infotypes were added from the 2008 HRMS Upgrade and are not being used by the State of Washington. See the Additional Information section to remove from view. Note: When making a name change to the Position, a hand-off is required to the Personnel Administrator Processor to update the Organizational Assignment (0001) as the history will not be complete. (See HRMS Communication dated 11/17/08)

Organizational Management Transactions
Position Create Position PP03 Display Position PO13D Maintain Position PO13

Maintain Function Keys
Click (Create) to create a new record To update the infotype and record the history, click (Copy) The new start date of the record will be used for the current information. This will end date the existing record and reduces data entry. To change/correct the infotype with no history, click (Change) You will only use change in cases of typographical errors. The change function will not keep history. Using the Copy function will allow you to keep a record of the history of the infotype, while maintaining changes in the system.

Planned Compensation Updates
When updating a position’s Planned Compensation, use the Create function. Enter the effective date of the change in the Time Period section before clicking on (Create) on the Application tool bar. Pay close attention to the Pay Scale Type (non-represented vs. represented). It will default information based on the job relationship, Personnel Sub-area and EE Sub-group. The ‘Create’ function in combination of pre-entering the From date is used to retrieve the most current pay table. Note: If the Pay Scale type or area is incorrect, check to see what Personnel Area is assigned to the position on the Account Assignment Features (1008). Notes:

Object Start Dates Scenario 1:
If a position is created with the incorrect start date such as a future date, the Object infotype can be updated using the (Change) function along with the other affected infotypes. Once updated, the incorrect date will be overridden. Scenario 2: If a position is created with a past start date, the date cannot be changed, but can be deleted. A position can be deleted if it has not been filled. Instructor: When a position is created in the future date, by using the ‘Copy’ function key and using the current date it will override the incorrect date. When a position is created with a “past” date, the only option is deleting or leaving it the way it is. Notes:

HRMS Activity Maintain Position Exercise

Scenario 3c: Delimit Positions
When you delimit a position, all relationships will be delimited. Review the Relationships Infotype to verify that there are no active relationships with positions or people that report to the position you are delimiting.

Delimit Positions – cont’d
You automatically delimit individual infotype records when you create and save a copy of an infotype record. You can also delimit the entire position if it is no longer needed due to reorganizations or for other business reasons. This will delimit the position’s attributes and relationships. As a reminder, the delimit function used in Organizational Management does not add a day to the date. Enter the actual end date. Reference OLQR User Procedure, Position Delimit.

Delimit a Position action
To delimit a position use the Maintain Position action: Follow the menu path Human Resources  Organizational Management  Expert Mode  Position Or transaction code PO13 in the Command field Scenario: It was discovered that a position in the agency is no longer being used and will need to be delimited.

Delimit Position(s) To view position relationships, enter the position number and click (Enter) to validate In the Time period field, click the radio button for ‘All’ Click the gray box to the left of Relationships Click (Overview) for an overview of all actions associated with Relationships (1001) Note: The additional infotypes displayed are not being used by the State of Washington. See the Additional Information section to remove from view.

Delimit Position(s) You can determine the type of relationship by viewing the relationship type and the relationship object type. Example : A003 Belongs to O (Organizational Unit) B002 Is line supervisor of S (Position) A008 Holder (Person) To return to Maintain Position, click (Exit) to exit You will need to move the following relationships to another active position unit. B002 Is line supervisor of S (Position) The Personnel Administrative Processor will need to perform an appointment action for the following relationships: A008 Holder P (Person) The following relationships will be delimited during the delimit action: A003 Belongs to O (Organizational Unit) B007 Is described by C (Job) If there are active person relationships, contact the Personnel Administrative Processor to perform an appointment change action to move the person to another position. If there are active positions that report to the position you are delimiting, you would need to create a new position to position relationship for that position.

Delimit Position On the Menu Bar select Position  Delimit from the Menu bar A Maintain Plan Data Delimit Object box will Pop-up Enter the Delimit date Click (Delimit Record) Note: Do not check the Historical rec. box when delimiting. If checked, the record cannot be changed. Do not check Historical rec. box when delimiting. If checked, the record cannot be changed. This feature should only be used if the record will no longer be used. Example – You delimit the organizational unit with the effective date of 10/1/2006 and you should have entered 10/15/2006, you can not correct the date if Historical rec. is checked. There are differences between using the Delimit message from the Menu bar versus the Application bar. The Menu bar option will delimit all infotypes associated with the record while the Application bar option will only delimit one infotype at a time.

HRMS Activity Delimit Position Exercise

What else do I need to know?
See OLQR User Procedures: Position Action Create Position_Delimit Position Compensation – Maintain Position Description – Maintain Employee Group and Sub-group to Position_Create and Maintain Here is a list of OLQR User procedures available to use.

Section 5: Organizational Management Reports
This section takes approximately 2.5 hours to complete.

Organizational Management Reports
Upon completion of this section you will be able to: List and run some of the organizational management reports. Describe how the reports may be used.

Reporting in HRMS HRMS integration provides the capability to run reports within Personnel Areas (agencies or sub-agencies). Generating reports allows you to process information quickly to support decision making. Ability to export and manipulate “real-time” data. You learn the basic components of running reports needed to complete the Organizational Management tasks. Reminder roles determine which reports you can access and the data that displays within the report. As the Organizational Management Processor, you have the ability to access numerous reports. Data included in a report is filtered to be unique to the personnel area (agency or sub-agency). For example, the Department of Transportation is only able to run reports with data belonging to their employees, not other agencies (such as Department of Wildlife). Instructor: HRMS has provided agencies flexibility when running reports: You are able to view data for any time frame. View information for a certain employee or for the whole agency. Not limited to the number of selections. You can make several entries. Once the results are displayed, the report can be manipulated/revised even more. Option to print as many copies.

HRMS Customized Reporting - Transaction Code Map
The Transaction Code used for this example is the Payroll Posting Report. Functional Area HR = Human Resources Functional Areas: PY – Payroll PA – Personnel Administration OM – Organizational Management TM – Time Management BN - Benefits Z HR _ RPT PY 126 There are 2 types of HRMS reports. Standard – These reports were included in HRMS and met the State of Washington’s business needs. Transaction codes begin with “S” or “P”. Example: S_PH0_ (Task Monitoring) Customized – Created by the Department of Personnel to specifically meet the State of Washington’s business needs. Transaction codes begin “Z”. “Z” = Custom “RPT” = Report Report GAP # Notes:

HRMS Reporting – OLQR Resources
Visit the OLQR website ( ) for the following: HRMS Reports Variants_Create and Retrieve Job Aids A-Z Visit the HRMS Support website ( for a list of all Statewide variants.

Complete Position Description
Use the report to view a summary of select infotype records that are created for a position. General description In-training Shift Designation Run the report when analysis on Position Description is needed. Access the report using the transaction code S_AHR_ The following can accessed this report: Organizational Management Processor Organizational Management Inquirer Instructor: View position’s descriptions. Search by specific position or by an org. unit.

As required, enter the Position number (use matchcode for ease of selection – see the Additional Information section for further instruction) In the reporting period, select the radio button ‘All’ Click ‘Standard selection screen’ box to customize the display options Click (Execute) Note: When selecting more than one object, utilize the (Select Subtree) function found in the Structure Search.

Complete Position Description (S_AHR_61016511)
You can customize the infotypes that display on the report by checking the desired boxes in the Display options field. Click (Execute). To Print your results: From the Menu bar, click System, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

The Report Structure with Persons report displays: Position: Object Type (S for Position); Position Number ( ); Name of Position (Off Asst Sr); Validity (01/01/2004 – 12/31/9999); Approved hours per month (173.60). Click on the Position Name to go to Display Object for the position to maintain the position or view infotypes for the position. Organizational Integration: Object type (O for Organizational Unit); Organizational Unit Number ( ); Organizational Unit Name (Contracts); Validity (1/1/2004 – 12/31/9999) Click on the Organizational Unit to go to Display Object for the Organizational Unit to view infotypes for the Organizational Unit. Desc.: The Descriptions that are created for the position. (General Description – This position provides clerical support to the safety office. In Training – This position has an one year in training plan from Office Assistant to Office Assistant Senior). Click on the Description to go to Display Object for the position to maintain the position or view infotypes for the position. Holder: Object Type (P for Person); Personnel Number ( ); Employee’s Last Name (McCurdy); Staffing percentage (100.00%); Validity (6/1/2004 – 12/31/9999). Click on the employee’s name to go to PA20 – Display HR Master Data to view infotypes created by the employee. Depending on your role, security may not allow all infotypes to be displayed. Describing job: Object type (C for Job); Job Number ( ); Job Name (Clerical Worker); Validity (1/1/2004 – 12/31/9999). Click on the Description to go to Display Object for the job to view infotypes for the job.

Complete Position Description Report
HRMS Activity There is currently no OLQR User Procedure for the Complete Position Description Report. However, we have provided you the step by step instructions and screenshots in the previous slides. This can be used in the interim. Follow the instructor as they walk through the steps. Complete Position Description Report Walkthrough

Display Structure Use the report to display the organizational plan based on the object type and evaluation path entered. For example, this report can be used to display all jobs, persons, organizational units, and position based on the relationship type. Position to Person Organizational Unit to Cost Center Run the report when analysis is needed. Access the report using the transaction code PPSS. All of the other reports already have the evaluation path entered. Example –the Complete Position Description Report has the evaluation path for the object type of position to the infotype for Descriptions. Use this report to view different type of Relationships. The following roles have access to this report: Organizational Management Inquirer Instructor: Displays entire org structure. Includes org units, positions & employees.

Display Structure As required, complete the following fields:
Object type O – Org Unit Object ID Use matchcode Evaluation Path PLSBES Editing period Click (Enter) The next slide will show you how to select the evaluation path. Evaluation Path: Evaluates how objects are related Allows you to choose the relationship type that you want to view for the position, job, or organizational unit. For our example, we have used the evaluation path PLSBES, which will display the organizational units, positions and the persons. To Print your results: From the Menu bar, click System, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

Viewing Results: Display Structure
In this example the Evaluation Path was Cost center assignment of positions and organizational units: Display was selected. You are able to drill down on the report by clicking or close the branch by clicking The report displays: The Organizational Unit is highlighted in light blue – The Object Type (O for Organizational Unit); Organizational Unit Number ( ); Organizational Unit Abbreviation (2009); Organizational Unit Name (Training); Object period (1/1/ /31/9999). The Cost Center is highlighted in dark blue. Object Type (K for Cost Center); Cost center Number ( ); Relationship to Organizational Unit (Cost Center Assignment); Missing Defaults; Object Period (01/01/2004 – 12/31/9999) The Positions are highlighted in yellow. Object type (S for position); Position Number ( ); Relationship to Organizational Unit (Incorporates); Position Abbreviation (3342); Position Name (Position L3); Object period (01/01/ /31/9999) The person is highlighted in green. Object type (P for person); Personnel Number ( ); Relationship to Position (Holder); Employee’s Last Name (Couch); Employee’s Full Name (Abbie Couch); Object Period (01/01/ /31/9999)

HRMS Activity Display Structure Walkthrough
There is currently no OLQR User Procedure for the Display Structure Report. However, we have provided you the step by step instructions and screenshots in the previous slides. This can be used in the interim. Follow the instructor as they walk through the steps. Display Structure Walkthrough

Structure Display/Maintenance
Use the report to display the organizational plan based on the object type and evaluation path entered. For example, this report can be used to display all jobs, persons, organizational units that are assigned to a specific position. Run the report when analysis is needed. Access the report using the transaction code S_AHR_ The following roles can access this report: Organizational Management Processor Organizational Management Inquirer Note: This report is very similar to the Display Structure report. Instructor: Displays similar information from display structure report, but in a different format view.

As required, enter the following fields: Object type O Org Unit Object ID (use matchcode) Select a Reporting period Evaluation Path PLSBES Click (Execute) The next slide will show you how to select the evaluation path. There are a number of Evaluation Paths to choose from. For our example, we have used the evaluation path PLSBES. However, this does not show the people who are in the listed positions. To Print your results: Left-click on the Printer drop-down icon, select Print Preview of View. Once displayed, click System from Menu bar, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

Viewing Results: Structure Display/Maintenance
In this example the Evaluation Path was Cost center assignment of positions and organizational units: Display was selected. The results are similar to the Display Structure report but the layout is different. The report displays: Organizational Unit – Object Name (Training); Organizational Unit Abbreviation (2009); Object Type (O for Organizational Unit); Extended object ID (Organizational Unit Number ); Status Object (1 – Active); Start Date (Object) (01/01/2004); End Date (Object) (12/31/9999); Status (Relationship) (1 – Active); Start Date (Relationship) (01/01/2004); End Date (Relationship) (12/31/9999) Cost Center – Object Name (Missing_Default JS); Object abbr. (Missing Def); Object Type (K for Cost Center); Extended object ID (Cost Center Number ); Status (Object) (1- Active); Start Date (Object) (01/01/2004); End Date (Object) (12/31/9999); Status (Relationship) (1 – Active); Start Date (Relationship) (01/01/2004); End Date (Relationship) (12/31/9999) Position- Object Name (Position L3); Object Abbr. (3342); Object type (S for position); Extended object ID (Position Number ); Status (Object) (1- Active); Start Date (Object) (01/01/2004); End Date (Object) (12/31/9999); Status (Relationship) (1 – Active); Start Date (Relationship) (01/01/2004); End Date (Relationship) (12/31/9999) Person - Object name (Abbie Couch); Object Abbr. (Couch); Object type (P for person); Extended object ID (Personnel Number ); Status (Object) (1-Active); Start Date (Object) (01/01/2004); End Date (Object) (12/31/9999); Status (Relationship) (1 – Active); Start Date (Relationship) (01/01/2004); End Date (Relationship) (12/31/9999); Percentage (100.00%)

HRMS Activity There is currently no OLQR User Procedure for the Display Structure Report. However, we have provided you the step by step instructions and screenshots in the previous slides. This can be used in the interim. Follow the instructor as they walk through the steps. Structure Display/Maintenance Walkthrough

Organizational Management Transaction Reports
Use the report to run audits in Organizational Management. Run the report when analysis is needed. Access the reports using the transaction code ZHR_RPTOMN01. The following reports can access the reports: Time and Attendance Supervisor Organizational Management Processor Organizational Management Inquirer Instructor: Audit report for org. Changes made to an org unit, position or job.

In the Select Report section, click the radio button to select the report to run. As required, complete the following: Select an object type Object ID Period In the Period section, enter the Changed Date Click (Execute).

This report displays: Infotype Number (1000); Infotype Name (Object); Object Type (Organizational Unit); Object ID Number ( ); Object Abbr. (100); Object Title (TR01); Effective Start Date (01/01/2004); Effective End Date (12/31/9999); Transaction Date (11/01/2004); Created by (Jeromes); Planning Status (1); Status Title (Active) To Print your results: Once displayed, click List, Export then Spreadsheet. Select your preference on type of table (Table vs. Pivot Table). Click continue to start the MS Excel program.

IT1018 Position Cost Distribution
Use the report to view the cost distribution for each position within your agency Run the report when analysis is needed. Access the reports using the transaction code ZHR_RPTFI1018. This report will also help identify vacancies, budgeted and retirement eligible positions. See OLQR User Procedure, Cost_Distribution – Position (IT1018). The state-wide variants/layouts: SWV IFACE 39, /Budgeted, /IFACE, /Vacancy PI, and /Vacant Budg. The following reports can access the reports: Organizational Management Processor Financial Reporting Processor

IT1018 Position Cost Distribution
As required, complete the following: Report Effective Date Business Area or Personnel Area Optional: ALV Variant Name Click (Execute) The state-wide variants/layouts: SWV IFACE 39, /Budgeted, /IFACE, /Vacancy PI, and /Vacant Budg.

IT1018 Position Cost Distribution (1of4)
The above screenshots displays the Business Area/Desc, Personnel Area/Desc., Personnel Subarea/Desc., Organization Unit/Description, Position #/Short Text, Position Title, Position Start and End Date, Vacancy Status, Personnel Number (column is hidden), Employee Name (column is hidden), Cost Dist Start and End Date, Cost Center, Fund, Functional Area, Cost Object, Project, Allocation, Cost Distribution Percentage, Budgeted/Retirement Eligible, Employee Group, Employee Sub-group, Job Class, Pay Scale /Grade type, Pay Scale/Grade Area, Pay Scale/Grade Group, and Pay Scale Level.

The above screenshots displays the Business Area/Desc., Personnel Area/Desc., Personnel Subarea/Desc., Organization Unit/Description, Position #/Short Text, Position Title, Position Start and End Date, Vacancy Status, Personnel Number (column is hidden), Employee Name (column is hidden), Cost Dist Start and End Date, Cost Center, Fund, Functional Area, Cost Object, Project, Allocation, Cost Distribution Percentage, Budgeted/Retirement Eligible, Employee Group, Employee Sub-group, Job Class, Pay Scale /Grade type, Pay Scale/Grade Area, Pay Scale/Grade Group, and Pay Scale Level.

Position Cost Distribution (IT1018)– ZHR_RPTFI0027 –
HRMS Activity Position Cost Distribution (IT1018)– ZHR_RPTFI0027 – Walk-through

WMS/EMS Reports Used to identify WMS and EMS employees in the agency as well as their salary, status and review notification. Access the report using the transaction code ZHR_RPTPA802. WMS/EMS Report Roles: Personnel Administration Processor/Supervisor/Inquirer See OLQR User Procedure, WMS Employee and EMS Employee.

WMS/EMS Reports As required, enter the Period
Conditional selection criteria include: Personnel area Business area Choose a report type: Employee Roster EMS Report Click (Execute) to execute the report. Period - This selection option will run the report using the specified values. Personnel area - A specific agency/sub-agency in the State of Washington. Business area – The entire agency including sub-agencies. Report Type – There are 2 of 4 reports types that can be used depending on the type of information that is being requested. Employee Roster: This will display all WMS employees that are in the agency within the specified dates. This report will display the WMS employee's organizational code, job title, Job Value Assessment Chart (JVAC), name, personnel number, status, position, employee group, contract, pay scale/salary and appointment dates. EMS Report: This will display all EMS employees that are in the agency within the specified dates. This report will display the Personnel Number, Employee Name, Bus. Area, Pers. Area, IT 1 Eff. Date, Org Code, Org Title, Job Number, Job Abbreviation, JVAC, Status, Term Date, Perm, Position, Position Title, Market Segment, Employee Group, Contract, IT 8 Eff. Date, Reason, Reason Text, Pay Scale Group, Previous Salary, New Salary, % Chg, Total % Chg, Lump Sum Date, Lump Sum, and Count. Note: This report will display a row if there is a new Org. Assignment (0001) infotype created, a new Basic Pay (0008) infotype, or more than one lump sum. Instructor: We will be viewing an example of the Employee (WMS) roster and will be running both reports during the exercise activity.

Viewing Results: Washington Management Services Employee Roster (1 of 2)
This report displays the Personnel Area, Job Number, Job Title, JVAC, Employee Name, To Print your results: Once displayed, click List, Export then Spreadsheet. Select your preference on type of table (Table vs. Pivot Table). Click continue to start the MS Excel program.

Viewing Results: Washington Management Services Employee Roster – cont’d
This report displays the Personnel Area, Job Number, Job Title, JVAC, Employee Name,

WMS Report – ZHR_RPTPA802 –
HRMS Activity WMS Report – ZHR_RPTPA802 – Walk-through

Other Organizational Management Reports (Business Intelligence)
The following reports are available through Business Intelligence: (Please requests assistance from your agency’s Business Intelligence user when running these reports) Position – Personnel Master Listing Position Statistics Report Position Roster Supervisor to Employee You will find the following information from these reports: Position – Personnel Master Listing Position based report that displays position and employee data including county, status, underfill, range, step, salary, PID, etc. Position Statistics Report Displays the number of full-time and part-time positions, with special pay provisions, status and salary rate unit, etc. Position Roster Displays a list of positions with various information such as org code, job class code, salary range, date vacated, count code, etc. Supervisor to Employee Displays the supervisor position number and the employees that report to that position. (Sub-report supplies the supervisor name)

Summary You can now: Describe an overview of organizational management
Explain the basic organizational management concepts and terms Perform the organizational unit and position exercises outlined in the Activity Guide Explain the organizational management integration with Personnel Administration Prepare organizational management reports

HRMS Resources The following resources are available for your use:
DES Service Center– (360) 664–6400 The On-Line Quick Reference HRMS Support Website HRMS Data Definitions Instructor – Please show end users the materials available on the HRMS End User Website.

ZAlert System Messages
Messages are sent by the Department of Personnel Service Center and will appear when logged into the system or when first logging in. ZAlerts will last up to 2 hours after being displayed. Once the message has expired you will no longer see the message. Messages will vary and may contain information regarding payroll pick-up or may direct you to the HRMS Message Center.

Question and Answer

Thank you for your participation
Training Evaluation Please take a few minutes to complete the course evaluation prior to leaving. Thank you for your participation

Helpful Hints The following section is used to provide users additional system information in HRMS. SOW Profile Structure Search OM Free Search

Additional Information – SOW Profile
To temporarily remove extra infotypes in PO10, PO13 and PO03. Agency end-users have the ability to display State of Washington infotypes only by selecting an aspect. How to: From the transaction screen, go to the Menu bar and select Settings then Select aspect The Select aspect window will appear, from the drop-down menu select State of Washington. Click (Transfer) Note: Once the aspect has been selected for either transaction code, it will be available for the current login session. Aspect – are optional and define what infotypes are displayed. Notes:

Additional Information – Structure Search
Utilize the Structure Search option when looking up an Org Unit or Position Number. Access Structure Search by clicking on the matchcode in either the Org Unit or Position number field. Scroll down to find your selection. Notes: Note: The (Select Subtree) will allow you to make more than one selection.

OM Free Search The OM Free Search provides you with an ADHOC query to search for information that reflects your business needs. Such as position vacancy information. To access this search, use the transaction code PPOSE. The Position Vacancy query can only be successful if the Vacancy (1007) has been correctly updated. The following steps can used to search for position vacancies in your Personnel Area: (Follow the instructor as they walk through the following steps) Access the OM Free Search using transaction code PPOSE. From the ‘Find by’ section, drill down from the Position to ‘Free Search’ link. The HR Object Selection window will appear, perform a single drill-down from the following Field groups: Object, Vacancy and Account Assignment. From the Object field group, click on the Value outputs for Object abbreviation and Object ID with level display fields From the Vacancy field group, click on the Value Selection and Value output for the Status of vacancy field From the Account assignment features field group, click on the Value Selection and Value output for the Personnel area field From the Selections area, enter the Status of vacancy and Personnel area information. Click the Hit list to see the number of results found. Once all the selections have been made, click (Start Search) to continue

Other Available Reports
Here is a list of other OLQR User Procedures that have not been mentioned in the course: Organizational Structure Report Organizational Structure with Positions Report Structure with Persons Pay Grade Structure for Jobs Organizational structure with Persons Existing Jobs Existing Positions

Organizational Structure Report
This report is used to view the hierarchy that exists between organizational units. Run the report when analysis on organizational structure is needed. Access the report using the transaction code S_AHR_ The following roles can access this report: Organizational Management Inquirer Instructor: View your agency’s organizational structure based on your org units or your entire agency. With the ability to view in an org chart format. Notes:

Organizational Structure Report
As required, enter the Organizational Unit (use matchcode for ease of selection – see the Additional Information section for further instruction) In the reporting period, select the radio button ‘All’ Click (Execute) When you click execute, a pop up box for Choose plan version will pop up. To Print your results: Left-click on the Printer drop-down icon, select Print Preview of View. Once displayed, click System from Menu bar, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

Viewing Results: Organizational Structure Report
In this example is shown the Organizational Structure for DES. You are able to drill down on the report. To see the organizational unit with in the agency or departments. There may be additional information that is currently not displayed due to the size of your screen display, use the bar at the bottom of the screen to scroll to get to view the information. The Org Structure report displays: The Object Name – The name of the object name (Organizational Unit Name – Director’s Office). Object abbr. The Object Abbreviation- (111). Object Type – The Object Type (O for Organizational Unit). Extended object ID – The ID of the Object (Organizational Unit Number ). Status (Object) – The status of the Object (1 – Active). Start Date (Object) – The date the Object is created (01/01/2005). End Date (Object) – The end date for the Object (12/31/9999). Status (Relationship) – The status of the relationship (1-Active). Start Date (Relationship) – The date the relationship is created (1/1/2005). End date (Relationship) – The date the relationship is created (12/31/9999).

Organizational Structure with Positions
Use to view how positions relate to organizational units. Run the report when analysis on organizational structure with positions is needed. Access the report using the transaction code S_AHR_ The following roles can access this report: Organizational Management Processor Organizational Management Inquirer Instructor: Displays your agency’s org. units and its positions.

Organizational Structure with Positions
As required, enter the Organizational Unit (use matchcode for ease of selection – see the Additional Information section for further instruction) In the reporting period, select the radio button ‘All’ Click (Execute) When choosing plan version - Select current plan. To Print your results: Left-click on the Printer drop-down icon, select Print Preview of View. Once displayed, click System from Menu bar, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

Viewing Results: Organizational Structure with Positions
Note: There may be additional information that is currently not displayed due to the size of your screen display, use the bar at the bottom of the screen to scroll to get to view the information. This report displays the hierarchical structure of organizational units and the assigned positions in the organizational units. In this example is shown the Organizational Structure for DES ( ). You are able to drill down on the report. To see the organizational unit and positions with in the agency or departments. The Org Structure report displays: The Object Name – The name of the object name (Organizational Unit Name or Position) (Human Resource Consultant 2) Object abbr. The Object Abbreviation- (0107). Object Type – The Object Type (O for Organizational Unit; S for Position). Extended object ID – The ID of the Object (Position Number ). Status (Object) – The status of the Object (1 – Active) Start Date (Object) – The date the Object is created. (01/01/2005) End Date (Object) – The end date for the Object. (12/31/9999) Status (Relationship) – The status of the relationship (1-Active) Start Date (Relationship) – The date the relationship is created (1/1/2005) End date (Relationship) – The date the relationship is created. (1/15/2006)

Report Structure with Persons
Use to view the hierarchy that exists between positions and includes the employees that are assigned to the positions. Run the report when analysis on organizational structure with positions and employees is needed. Access the report using the transaction code S_AHR_ The following roles can access the report: Organizational Management Processor Organizational Management Inquirer Instructor: View your positions along with the employees. Search by your org units.

Report Structure with Persons
As required, enter the Position number (use matchcode for ease of selection – see the Additional Information section for further instruction) In the reporting period, select the radio button ‘All’ Click (Execute) Note: When selecting more than one object, utilize the (Select Subtree) function found in the Structure Search. To Print your results: Left-click on the Printer drop-down icon, select Print Preview of View. Once displayed, click System from Menu bar, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

Viewing Results: Report Structure with Persons
This report displays the positions selected and the people that are in the positions. You are able to drill down on the report to see the people that are in the positions. The Report Structure with Persons report displays: The Object Name – The name of the object name (Position or Person) (Financial Services Manager, Tuttle Gerald T) Object abbr. The Object Abbreviation- (0148, Tuttle). Object Type – The Object Type (S for Position, P for Person). Extended object ID – The ID of the Object (Position Number , Personnel Number ). Status (Object) – The status of the Object (1 – Active) Start Date (Object) – The date the Object is created. (01/01/2005) End Date (Object) – The end date for the Object. (12/31/9999) Status (Relationship) – The status of the relationship (1-Active) Start Date (Relationship) – The date the relationship is created (1/1/2006) End date (Relationship) – The date the relationship is created. (12/31/9999) Percentage – The staffing percent of the employee (100%).

Pay Grade Structure for Jobs
Use the report to display the pay grade type, area, grade and level associated with a job. Run the report when analysis is needed. Access the report using the transaction code S_AHR_ The following roles can access this report: Organizational Management Processor Organizational Management Inquirer Instructor: View positions who are on a Pay Grade structure.

Pay Grade Structure for Jobs
Complete the following required fields: For organizational unit Use matchcode Key Date Time Unit Semi-monthly Click (Execute)

Viewing Results: Pay Grade Structure for Jobs
The report displays: Job (WMS Band 1); City Group (USA); Pay grade type (Non-Represented); Pay grade area (WMS); Pay grade (BAND 1); Minlvl (01); Maxlvl (01); Reference salary (0.00); Min. grade level ( ); Max grade level ( ) To Print your results: Left-click on the Views drop-down icon, select List Output. Once displayed, click List, Export then Spreadsheet. Select your preference on type of table (Table vs. Pivot Table). Click continue to start the MS Excel program.

Organizational Structure with Persons
Use the report to view employees in Organizational Units. Run the report when analysis is needed. Access the reports using the transaction code S_AHR_ The following reports can access the reports: Organizational Management Processor Organizational Management Inquirer Instructor: view org structure w/employee

As required, enter the Organizational unit (use matchcode for ease of selection) In the Reporting period, select the radio button ‘All’ Click (Execute)

This report displays: The Object Name (Director’s Office); Object Abbr. (AA); Object type(O); Extended object ID ( ); Status (Object) (1); Start Date (Object) (1/1/2004); End Date (Object) (12/31/9999); Status Relationship (1); Start Date (Relationship) (01/02/2004); End Date (Relationship) 12/31/9999; Percentage (100.00%) Person’s information – Person (Full Name), Object Abbr. (Last Name), Object type (P), Extended object ID (Personnel Number), etc. To Print your results: Left-click on the Printer drop-down icon, select Print Preview of View. Once displayed, click System from Menu bar, go to List, Save and Local File. You will be prompted to name and save your information to a specified directory.

Existing Jobs Use the report to generate an overview of all existing jobs. Run the report when analysis is needed. Access the report using the transaction code S_AHR_ The following roles can access this report: Organizational Management Processor Organizational Management Inquirer Instructor: Use to create a cheat sheet of the job class – object ID #’s. TIP: DES website!

Existing Jobs As required, enter the following fields
Job (use matchcode for ease of selection) Status (1 – Active) In the reporting period, select the radio button ‘All’ Click (Execute) Note: You may also search for Jobs by using the Search Term field.

Viewing Results: Existing Jobs
This report displays: Object type (C for Job); Start Date (01/01/2004); End Date (12/31/9999); Object Name (Off Asst 2); Extended obj. ID (Job number – ) To Print your results: Once displayed, click List, Export then Spreadsheet. Select your preference on type of table (Table vs. Pivot Table). Click continue to start the MS Excel program.

Existing Positions Use the report to generate an overview of all existing positions. Run the report when analysis is needed. Access the report using the transaction code S_AHR_ The following roles can access this report: Organizational Management Processor Organizational Management Inquirer Instructor: List of all position #’s in the agency.

Existing Positions As required, enter the following fields
Position (use matchcode for ease of selection) Status (1 – Active) In the reporting period, select the radio button ‘All’ Click (Execute) Note: When selecting more than one object, utilize the (Select Subtree) function found in the Structure Search.

Viewing Results: Existing Positions
This report displays: Object type (S- Position); Start Date (10/21/2004); End Date (12/31/9999); Planning Status (1 – Active); Object Name (HR Client Services Manager); Ext. obj ID (Position Number – ) To Print your results: Once displayed, click List, Export then Spreadsheet. Select your preference on type of table (Table vs. Pivot Table). Click continue to start the MS Excel program.

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