Demo Script. Resource Management Classification: Internal and for Partners. SAP Business ByDesign Reference Systems. Version:

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1 Demo Script Classification: Internal and for Partners Version: SAP Business ByDesign Reference Systems

2 Disclaimer This demo script is based on the ByD Reference System for the Almika model company. There are several country versions of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support, names and object descriptions. Sample data used in this demo script relates to the US country version for other country versions different data samples might be relevant. A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD system at: Home Self-Services Learning Center. Although the script has been tested carefully you might nevertheless encounter different system behavior when running a demo in an actual Almika demo tenant. Release Statement This version of the demo script is released for the following country versions of the ByD Reference System for the Almika model company: US United Stated, as of demo release ByD 1705 DE Germany, as of demo release ByD 1705 UK United Kingdom, as of demo release ByD 1705 FR France, as of demo release ByD 1705 AT Austria, as of demo release ByD 1705 CH Switzerland, as of demo release ByD 1705 NL Netherlands, as of demo release ByD 1705 CA Canada, as of demo release ByD 1705 MX Mexico, as of demo release ByD 1705 AU Australia, as of demo release ByD 1705 CN China, as of demo release ByD 1705 IN India, as of demo release ByD 1705 The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo tenant provided between mid of March and mid of June 2018 is part of the demo release ByD As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help: You can find a help entry ByD <nnnn> Demo Guides <CC> under Help Company-Specific-Help. <nnnn> specifies the demo release of your ByD demo tenant, e.g released in February <CC> specifies the country version of your demo tenant, e.g. US Almika US country version. The version-controlled demo guides provided in this help entry match to the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific to the country version, only the version of the demo guide is specific to your ByD demo tenant. Document Version:

3 Table of Content 1 Demo Script Overview Demo Overview Intended Audience Protagonists Business Pain Points Key Messages and Value Proposition Story Flow Summary Technical Requirements System Access Information User Accounts Demo Steps Home Work Center Show Home Work Center Organizational Structures Show Organizational Structures Show Details - Functions Show Details - Employees Show Details - General Plan Organizational Structure Changes Personnel Administration Work Center Show Regular Tasks Hire Employee Compensation Work Center Show Compensation Components and Compensation Structures Work Center Show Resource Profiles Self-Services Overview Show Self-Services Overview Scenario Quick Guide and Key Master Data Demo Script Overview 1.1 Demo Overview In this segment of the demonstration we are going to take a look at how Human Resources functionalities support transparency, efficiency and adaptability to drive improved profitability and build a foundation for growth. From a transparency prospective we will see embedded analytics that provide immediate access to all information related to Document Version:

4 Human Resources. From efficiency prospective we will see the organization structures, wizards to guide you through common tasks and employee self-service tools. This scenario gives you an overview of Human Resource capabilities using a wide range of features to handle personnel administration, resource management, compensation and payroll processing. This scenario gives you an overview concerning: Home Work Center The Home Work Center helps you to organize your activities across work centers and provides all information that you need for your daily work. Organizational Management The system offers you a single, complete and consistent view of the company from all perspectives of the business. Personnel Administration You can manage personnel events such as hiring employees, transferring them within your company or terminating relationships with employees. Compensation With Compensation in ByDesign, you can implement a compensation system for your company. You can do this by creating compensation components, defining compensation structures, and assigning this information to individual employees. This process provides the ability to find and assign resources that have the right skills and are available at the right time for project staffing. Self-Services Overview In the Self-Services Overview you can centrally manage your daily work and administrative tasks. Document Version:

5 1.2 Intended Audience SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors, New hires SAP external: CEO, CIO, Head of HR 1.3 Protagonists The roles in the story are the following: HR Administrator 1.4 Business Pain Points The business pain points being addressed are: Missing transparency, missing efficiency, missing adaptability This sets up a key portion of the theme where ByDesign provides improved transparency, efficiency, and adaptability. Transparency Processes and information may reside in multiple systems complicating reporting, taxes, career management, and the cost of HR. Efficiency The same systems that source Candidates for Projects and tracking time and expenses may differ. Complex processes are manual and error prone. Adaptability Folding in acquisitions and new employee structure are difficult to track and manage with various systems. 1.5 Key Messages and Value Proposition Transparency Single source of truth for the entire enterprise. Efficiency Optimize the results of Projects by sourcing the correct person for the job at the right time. Simplify HR processes and empower employees with self-services. Adaptability ByDesign has adopted country specific employment regulations as part of the delivery model. Overview A common ByDesign theme includes high level business goals to improve profitability, and build a foundation for growth, and adopt best practices across the entire enterprise. To support these goals ByDesign provides Transparency, Efficiency, and Adaptability, as well as an integrated solution to support a two-tier enterprise. For midsize companies who want to manage their workforce efficiently. Workforce Administration enables maintenance of the full set of employee- and employment-related data according to country-specific regulations. ByDesign integrates compensation planning and time recording into payroll processing and allows for accounting records to be updated. For midsize companies in professional services industries, provides the ability to find and assign resources that have the right skills and are available at the right time for project staffing. Document Version:

6 Key Features and Associated Benefits Home Work Center o Working with Embedded Reports o Working with Self-Services Organizational Management o Central source of organizational information o Single, consistent view of the organization from all perspectives of the business Personnel Administration o Simplify HR processes and manage your people more efficiently o Empower line management & employees and increase overall efficiency through self- services (address changes, time recording, purchase requests, and expense reports) o Manage constant change such as regulatory compliance or organizational restructuring Compensation and Payroll Processing o Define compensation policy with compensation structure o Tight integration of outsourced payroll for optimized collaboration and efficient communication with payroll provider o Improve resource efficiency and increase utilization by finding the best internal and external candidates in terms of suitability and availability. o Is integrated with Time and Labor Management to record time against projects and to determine project availability (absence data). o Offers simple and rapid resource search functions 1.6 Story Flow Summary This demo is an introduction demo and does not show an end-to-end process but rather takes you through some of the key features of Human Resources within ByDesign: Home Organizational Management Personnel Administration Compensation Resource Management Home (Self- Services Overview) Document Version:

7 2 Technical Requirements 2.1 System Access Information To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different country versions. Consider giving your demo from tablet to highlight the potential of using HTML5. A working combination is using Chrome browser on an ipad. The 1708 HTML5 userinterface has been updated in several places including adding icons on the left side of the screen as indicators for available workcenters, and the logoff button is now placed in a popup menu when clicking the circle puppet icon on the top left. 2.2 User Accounts The following user accounts for ByD Almika implementation are to be used to run the demo: Predefined User (Role) Password Employee Name (*) Component HRM02 Welcome1 Peter Flahan SAP Business ByDesign CONSULTANT01S Welcome1 Susan Winters SAP Business ByDesign CONSULTANT02S Welcome1 Robert Ducan SAP Business ByDesign (*) Employee name is country demo system dependent. Document Version:

8 3 Demo Steps Preparation: login as HRM02, and ensure that some Employees have a particular skill. This will enable the finding of Employees with certain skills later in the demo. As two examples, Edit the Employees by searching Susan or Robert. In each case update their profile by adding a language skill, or several skills. Document Version:

9 Give the employee several skills. Example: Give two or three other Employees an overlap in skills too, like to Peter Ducan Document Version:

10 3.1 Home Work Center Show Home Work Center What to Say Introduction After login the MyLaunchpad screen is shown. Explain that the Launchpad is an effective way of clustering your favorites using the Fiori look&feel manner. Explain how you can easily add a new favorite (a tile) from another workcenter like in the Home Work Center. At anytime while being logged in you can Personalize the ByDesign UI by clicking the top-right puppet icon. Also from here you can do a safe Log off. The HR Administrator (or the Head of HR) has adapted his homepage to include a couple of the embedded analytics that he is the most interested in seeing when he signs on in the day. He selected these embedded analytics that come out of the box with ByDesign. Key Features and Advantages Working with Embedded Reports. The Home Work Center helps you to organize your activities across work centers and provides all information that you need for your daily work. Document Version:

11 3.1.1 Show Home Work Center Value Statement Without any custom programming, HR users can customize their reporting experience in ByDesign to speed up and make fully informed business decisions. What to Do WoC Home. Document Version:

12 What you Should See The Launchpad screen: The place to start Personalization and from where to log off: The Home Workcenter screen: Document Version:

13 3.1.1 Show Home Work Center Document Version:

14 3.2 Organizational Structures Show Organizational Structures What to Say Introduction The HR Administrator (or the Head of HR) wants to take a look at the current organization chart and do some investigation and drill down. This is an interactive organization chart and you have the ability to drag and drop to create as many levels within the organization as you need. By expanding the organization chart units we can see different levels of the structure within the organization. I am going to select the Org Unit S1100 (in this example Almika Pro Canton). Key Features and Advantages Single, complete and consistent view of the company from all perspectives of the business Drag and drop graphical view of the organization This shows (partly) the capabilities of ByDesign to support on-boarding (acquisition of a company, establishing a new subsidiary, etc) in an effective manner. Explain that ByDesign is in use by thousands of entities in over 120 countries globally who all use this core Organizational Structure functionality. Value Statement ByDesign provides a clear enterprise HCM profile that efficiently can be re-organized or can easily create new levels in an organization for growth. What to Do WoC Organizational Management Org Structures. Confirm pop-up requesting date. If the pop-up does not appear then this can be switched back on by clicking Date to the left of the actual Organizational Management date. Click on plus sign in node Org Unit Select Org Unit S1100. Click on plus sign in node Org Unit S1100. Select the Definitions tab. Explain what this particular Org Unit is doing. Document Version:

15 What you Should See Show Details - Functions What to Say Introduction We take a look at the Functions tab. Here you can simply check the boxes to identify the specific functions that this particular organization is supposed to provide within the overall organization. Key Features and Advantages A key part of org structure maintenance is the assignment of functions. The function reflects what the department represented by the org unit does. All functions are used to propose work centers for users. Value Statement Simplify and Consolidate Processes by assigning them to specific Departments. What to Do Click tab Functions. Document Version:

16 3.2.2 Show Details - Functions What you Should See Show Details - Employees What to Say Introduction Then we switch to the tab Employees. Here we see a list of all employees assigned to this Org Unit. Key Features and Advantages Click on the Employees tab and show which people actually are assigned in this Unit. Explain that this automatically pre-sets workflows as well (e.g. when employee does procurement, initially/automatically the Org Unit manager has to approve this) Value Statement It is very easy to assign (new) Employees to Units. Or to find details on Employees form the OrgChart. What to Do Document Version:

17 3.2.3 Show Details - Employees Click tab Employees. What you Should See Show Details - General What to Say Introduction We can always go back to the General tab to see who the Org Unit Manager is. The General tab contains general information on the org unit, such as Org Unit ID, Working Day Calendar, Org Unit Manager, and address. Key Features and Advantages The manager role is used to pre-set workflows within ByDesign like having the manager find approvals from his employees on topics like leave requests, expenses or purchases. Value Statement What to Do Click tab General. Document Version:

18 3.2.4 Show Details - General What you Should See Document Version:

19 3.2.5 Plan Organizational Structure Changes What to Say Introduction At the top of the organization chart you can see a field called Date. This allows you to plan in advance any new changes to the organization structure and when that date comes about the ByDesign system will automatically begin to use this new organization structure that you have defined. Key Features and Advantages Time dependency supports the continuous change of your business - you can adapt your org structure in the system so that it changes as your business changes. Value Statement What to Do Show Date. Document Version:

20 3.2.5 Plan Organizational Structure Changes What you Should See 3.3 Personnel Administration Work Center Show Regular Tasks What to Say Introduction Let s have a look at the WoC Personnel Administration and move over to Regular Tasks. Here we see some common functions from an HR perspective (like hiring employees, rehiring employees, transferring employees, gathering tax information from employees, terminating relationship with employees). Key Features and Advantages The Regular Tasks view within the Personnel Administration WoC enables you to manage the different employment events of an employee. Value Statement Document Version:

21 3.3.1 Show Regular Tasks Strategically manage the career of your employees What to Do WoC Personnel Administration Regular Tasks. Select the Country (here: United States) Explain shortly each task. Select Hire Employee. Document Version:

22 What you Should See Document Version:

23 3.3.2 Hire Employee What to Say Introduction Let s take a look at the regular task Hire Employee. You notice a guided activity at the top of the page. The system will guide you through each step that you need to go through to bring an employee on. At the completion of these steps the system will automatically generate follow-on tasks. Those tasks include the definition of the regular work schedule for this employee from a time prospective, and any compensation characteristics that you need to capture for this employee. This wizard helps you to make sure that you capture the appropriate information that you need. Items that are mandatory are marked with a red star. Key Features and Advantages Wizards to help you with common tasks. Trigger follow-on tasks in the system, allowing you to enter time, compensation, and payroll data and thus complete the overall hire process for the employee in the ByDesign system. Value Statement Consistent walk through procedures ensure proper onboarding and accurate maintenance of your employee base. ByDesign is the digital core for the main HR data which is needed to run the company. Also this HR data is safely accessible for HR managers having the proper authorities. Non-HR personal can search/find in HR data like browsing for a certain skill. What to Do Explain wizard functionality. Show mandatory fields like Employee ID, First Name, Last Name etc Explain that Country-specific fields can be used to capture data in the screenshot example below this is data used in the USA for Military data. Explain that Documents (like CV/Resumé, diploma s, URL to New Hire LinkedIn profile etc) can be easily captured as well optionally. Close the screen. Document Version:

24 3.3.2 Hire Employee What you Should See 3.4 Compensation Work Center Show Compensation Components and Compensation Structures What to Say Document Version:

25 3.4.1 Show Compensation Components and Compensation Structures Introduction Let s take a look at the Work Center Compensation. In the compensation module you can define all of the various components and structures for compensation. While ByDesign does not generate payroll we do provide a mechanism to capture how you going to pay an employee (their rates, how often), you can pass that information from time collection, process it against compensation, and move it over to payroll processing. We capture the information that is required and you can send it over to your local payroll processor and they bring back the information regarding the various costs back in to ByDesign. We provide a standard interface. You can either use Excel or we provide web services that allow you to import this information. Key Features and Advantages Compensation enables the implementation of the company-specific compensation system and salary guidelines in the system. You can do this by creating and managing compensation components (earnings and deductions), creating compensation structures (e.g. for different employee groups) and default values for compensation grades assigning this information to the individual employees. Tight integration of outsourced payroll for optimized collaboration and efficient communication with payroll provider. In fact, ByDesign has as one of its 36 standard/end-to-end best practice scenarios Payroll Services. Value Statement Retain employees longer and reduce turnover with automated Career Events matched to your Compensation Strategy and Policies. What to Do WoC Compensation Compensation Components / Compensation Structures What you Should See Document Version:

26 3.4.1 Show Compensation Components and Compensation Structures Document Version:

27 3.5 Work Center Show Resource Profiles What to Say Introduction Let s have a look at the Work Center. In addition to the traditional HR information you can also define resource profiles for the various skills that an employee might have. We saw in the project section of the demonstration how you could see the availability of that particular employee and search for skills and make sure that you are assigning the best resources that are available to the specific projects that are open. Key Features and Advantages Key capabilities include integrated access to data of internal employees and external service contractors, including information on skills and availability, utilization, and information specific to Project and Time and Labor Management. The main focus of the application is on creating an integrated database of resources to enable the resource manager to find the best candidates in terms of suitability and availability, staff projects with resources, and monitor resource utilization. Value Statement Increase innovation by allowing Employees to Self-Identify skills for cross training projects. What to Do Use the skills which you have set in the Demo preparations for Susan Winter (user CONSULANT01S) and Robert Ducan (CONSULTANT02S). Use these skill(s) to search for a specific colleague having the skill the HR manager is looking for WoC Resource Search (or even cooler : have this action be visible on your Launchpad and start from there) Explain «I would now like to find colleagues who speak German. I can simply find this by searching on this particular skill.». Document Version:

28 What you Should See Enter WoC Resource Search Search for German Show the details of Susan. Explain the screen which shows Susan s - Location - Manager - Skills - Availability - Assignments to projects - etc. Document Version:

29 3.6 Self-Services Overview Show Self-Services Overview What to Say Introduction All employees have access to the Self-Services. This is a powerful part of the ByDesign system because it allows employees to update information on their own. For example you can edit your own contact information, browse the organization chart, enter and track your leave requests, enter and update your time information, capture expenses, go shopping, edit your own biographical information. Key Features and Advantages Central management of your daily work and administrative tasks. Document Version:

30 3.6.1 Show Self-Services Overview Strong Authorization and Access concepts enabling people only to view what they are allowed to view and change. (e.g. show this by separately logging on as CONSULTANT01S and show the SelfServices Overview) Value Statement Lower HR costs by making Employee Services processes self-managed. ByDesign has powerful yet simple and comprehensive workflow which can be access by either the browser based on mobile app based UIs. What to Do WoC Home Self-Services Self-Services Overview. Explain different Self-Services Show how a Leave Request can be done easily Explain that Leave Request is made simple by the Guided Procedure (or Wizard ) After finishing the Leave Request (in this case by user HRM02, who is called Peter Flahan, logoff and logon again as Peter s Manager (. Edward Black which is the user FINANCIAL01). Preferably use the Manager Approval App as Edward to simply approve the Leave Request. Alternatively use the browser based approval as shown below. Logged on as Edward Black (FINANCIAL01, pwd Welcome1) jump to WoC Managing My Area Approvals Select the line, then Approve button. After doing this the status of the Leave Request changes to Completed. Refresh the list and note that the Leave Request is not shown anymore, it is Removed from Edward s worklist of approval acitivities. After Edward has approved the Leave Request, login again as HRM02 and show the status of the request, now being approved. What you Should See Document Version:

31 3.6.1 Show Self-Services Overview Document Version:

32 3.6.1 Show Self-Services Overview Now logon as Edward Black (FINANCIAL01, pwd Welcome1), jump to WoC Managing My Area Approvals Document Version:

33 Document Version:

34 After Approve the Status is changed from New into Completed: Press the refresh button (marked in blue box here). Show the list is now smaller. Log off as Edward Black. Login as Peter Flahan (HRM02) again, and show the status of my Leave Request via WoC Home My Requests Document Version:

35 Show the Leave Requests Completed and mark the approval by my manager. Document Version:

36 4 Scenario Quick Guide and Key Master Data This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one process alternative, additional tables will be provided. This chapter is intended as a quick reference for experienced users who have understood the basics of the business process and have already completed the scenario. Steps Summary Path Data to Use/Enter Activity Step 1 Home Work Center My Launchpad WoC Home Explain the Fiori look&feel. Personalization, and use of personal Favorites. Show and explain Home WoC including embedded report concept Step 2 Organizational Structures WoC Organizational Management Org Structures Expand Org Unit 1000 by clicking on Expand Org Unit S1100 by clicking on Explain TAB Functions, Employees, General and Effective from Date Step 3 Personnel Administration Work Center WoC Personnel Administration Regular Tasks Hire Employee Explain Regular Tasks and Guided Activity Concept for Regular Task Hire Employee Step 4 Compensation Work Center WoC Compensation Compensation Components/ Compensation Structures Explain Compensation functions Step 5 Work Center WoC Resource Profiles Explain functions Step 6 Self-Services Overview WoC Home Self-Services Self-Services Overview Explain Self-Services Document Version:

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