Maintain Organizational Structure

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1 Maintain Organizational Structure Contents Introduction Preliminary Setting Create User Settings for Organization Management Relations Organizational Units, Positions, Jobs Process Overview Table Process Steps Maintain Job Catalog Create Job Change Job Delimit Job Delete Job Maintain Organizational Units Search Organizational Units View/Change Organizational Unit Details Create Organizational Unit (within existing org structure) Create Organizational Units by Copying Delimit Organizational Unit Delete Organizational Unit Maintain Positions Search Positions/ View position details Create Position Create Positions by Copying Change Position Delimit Position

2 OM Part-2: Maintain Organization Structure Introduction This document describes the process for creating and maintaining the sample organizational structure of the enterprise by using Organisation & Staffing interface. This activity involves creating an organization structure by defining organizational units, jobs, positions and relationships between them. We have tried to keep the things simple and straight by covering a sample scenario; hopefully it would help to modify and adjust different types of Organisational structure requirement. The various types of Triggers for maintaining the organizational structure of an enterprise may include reorganization, mergers or acquisitions, expansion, renaming of organizational units, or cost center changes as part of restructuring measures, job evaluation or other changes in headcount status. 1.1 Preliminary Setting It is desirable for users to assign the appropriate user parameter to ensure that by default, the organization management plan version is provided correctly Create User Settings for Organization Management In this step, the user administrator sets up user settings that are necessary for organization management based on the specific role of user in the organisation. Access the transaction using one of the following navigation options: SAP Graphical User Interface (SAP GUI) SAP ECC Menu Transaction Code SAP Easy Access Menu System User Profile Own Data SU3 Let us access the activity through SAP Easy access Menu. The above navigation will take you to next screen Maintain User Profile 2

3 Parameter ID Parameter value Short Description POP 01 Plan Version (PD) POK XXXX X PD: Views (Key, Short Text, Validity, and so on) Position (X=on; space=off) Position 1 Key Position 2 Short Text Position 3 Validity Position 4 Relationship Position 7 Percent Position 9 Relationship text Now go to the Parameters tab and make the above entries: After making the required input, choose Save. The system returns to the SAP Easy Access screen. A system message confirms the change was saved for your user name. From the SAP Easy Access screen, select System End Session, as this step automatically creates a new SAP session. Result The user administrator has created the user settings necessary for organization management activities. 3

4 1.1 Relations Organizational Units, Positions, Jobs Let us a view the sample Organisational structures consisting of Organisational objects such as Organizational Units, Positions as well as their related jobs and relation among them Organizational Unit Position Head Jobs Controlling Manager of Controlling Head of Organizational Unit Controller Accounts Payables Manager of Payables Head of Organizational Unit Payables Specialist1 Manager Controller Manager Specialist Accounts Receivable Manager of Receivables Head of Organizational Unit Manager Receiveables Specialist1 Specialist Personnel Administration Personnel Manager Head of Organizational Unit Manager HR Business Partner1 Specialist Personnel Specialist1 Specialist Compensation / Benefits Manager of Compensation/Benefits Head of Organizational Unit Manager Benefits Specialist1 Specialist Compensation Specialist1 Specialist Payroll Manager of Payroll Head of Organizational Unit Payroll Specialist1 Tax Specialist Manager Specialist Specialist Employee Development Manager of Employee Development Head of Organizational Unit Manager Trainer1 Trainer Development Specialist1 Specialist We can configure various types of organizational structure as per the specific scenario but most likely relationships among org unit exist in same way.. 4

5 2 Process Overview Table In order to understand the entire process of maintaining a functional organizational structure, a process overview table is depicted below which will be followed throughout this document. Process Step Maintain Job Catalog Maintain Organizational Units Maintain Positions Business Condition (Variable) Request for maintaining/ updating job catalog exists. Request for maintaining/ updating organizational units exists. Request for maintaining/ updating positions exists. Business Role HR Administrator Organizational Management HR Administrator Organizational Management HR Administrator Organizational Management Transaction Code PPOME (or PO03*) PPOME (or PO10*) PPOME (or PO13*) Expected Results Jobs are maintained as part of the job catalog. Organizational units are maintained. Positions are maintained. As mentioned earlier we have opted to use Transaction code PPOM in Organization & Staffing. Mode to configure our organizational structure 3 Process Steps In the process Maintain Organization Structure, the main steps are the maintenance of organizational units and positions. The maintenance of a job catalog is a preparatory step for maintenance of positions, therefore it is described first. 3.1 Maintain Job Catalog In this process step, the HR administrator (OM) maintains a job catalog for the enterprise. It includes several small granular activities (Search Jobs, View Job Details, Create Job, Change Job, Delimit Job, and Delete Job) that are described and executed in in every meaningful sequence in the following sections.. A job catalog is a list of jobs available at an enterprise. It can be structured in job families. A job contains common characteristics for a group of similar positions. The characteristic contains a task description, responsibilities and needed competencies. Access the transaction using the following navigation options: SAP ECC Menu Transaction Code Human Resources Organizational Management Organizational Plan Organization and Staffing Change PPOME 5

6 Welcome Screen: When we access Organizational Management for the first time via transaction PPOME, a Welcome to Organizational Management screen is displayed and we need to search for our root organizational unit (or the level to be maintained) using the search criteria in the Find by area located at the top left-hand side part of the screen. Thereafter, the screen is displayed directly. On the Organization and Staffing Change screen, set the date and preview period displayed above the toolbar in the overview area of the screen. To change the detail, select the Date and preview period icon. The Specify date and preview period dialog box is displayed. We will get to following screen Maintain the above steps and choose the Execute button to confirm our date selections. 6

7 3.1.1 Create Job In this activity, the HR administrator (OM) creates a new job in the job catalog for the enterprise. The need for creating a new job may arise from a reporting requirement, restructuring requiring new classifications of jobs in the organization, a job evaluation or benchmarking exercise, process changes in recruitment or other areas of HR, and so on. To add a new job to the job catalog, select in the SAP Menu Edit Create jobs to open the Create Job window. On the Create Job window, enter the following data. A dialog box appears. In the relevant fields, enter the validity period of the job, and enter a short and a long name. 7

8 Select the Create (Enter) pushbutton. The newly created job is displayed at the bottom of the job catalog in the Hit list area in the bottom left-hand side of the screen. Select Save. A system message confirms that the data has been saved. Result The new job has been created. Likewise, the remaining jobs are created Change Job In this activity, the HR administrator (OM) changes the attributes of a job within the job catalog, to keep up-to-date with business requirements. Go to PPOM and search the job as under 8

9 Click search term and enter the job name or abbreviation and enter System will display the specific job in the Hit List Area (bottom left-hand side of the screen) Select the job Auditor to be changed by double-clicking it in the Hit list area (bottom left-hand side of the screen). Details are displayed in the overview (top right-hand side) and Details for Job <job name> (bottom right-hand side) areas of the screen. Review the details displayed on the Basic data tab. Make any necessary changes in accordance with the table below: 9

10 We will just change the Job abbreviation from audt to Adt and maintain sample data in description field under the tab Basic Data. In Similar fashion, we can change the attributes of job in various tabs as per needs. Once the required changes to the job are complete, select save. A system message confirms that the data has been saved. Result The job details are changed Delimit Job In this activity, the HR administrator (OM) delimits the validity period of jobs to reflect business requirements. Prerequisite Assigned positions had been delimited already. Select the job to be delimited by double-clicking it in the Hit list area (bottom left-hand side of the screen). Details are displayed in the overview (top right-hand side) and Details for Job <job name> (bottom right-hand side) areas of the screen. 10

11 From the toolbar in the overview area of the screen, select the Delimit button and the Object option to open the Delimit on window and enter values as follows: Enter the required date in the next screen Select Save A system message confirms that the data has been saved. Result The job has been delimited. 11

12 3.1.4 Delete Job In this activity, the HR administrator (OM) deletes a job. Deleting a job from the job catalog should be carried out only to correct user errors in the system. A job should not be deleted if it has or has had person assignments via the position, especially if payroll was run. The Delimit function should be used if a job is no longer relevant within an enterprise. Select the job to be deleted by double-clicking it in the Hit list area (bottom left-hand side of the screen). Details are displayed in the overview (top right-hand side) and Details for Job <Controller> (bottom right-hand side) areas of the screen. From the toolbar in the overview area of the screen, select the Delete button and the Object option. The system message No objects found is generated. Or Select Save to save the change. A system message confirms that the data has been saved. Once you save the changes, the job is deleted irreversibly. Note: There will be no Confirm Delete dialog box containing a system message Selected data record will be deleted. Do you really want to continue? (or similar) displayed. Result The job Controller is deleted. 12

13 3.2 Maintain Organizational Units An organizational unit is a multiperson area of personnel responsibility area within an enterprise. Organizational units of an enterprise can be, for example, departments and divisions. In this process step, the HR administrator (OM) maintains organizational units in the enterprise. It includes several small granular activities (Search Organizational Units, View Organizational Unit Details, Create Organizational Unit, Create Organizational Units by Copying, Change Organizational Unit, Delimit Organizational Unit, and Delete Organizational Unit) that are described in the following sections.. Access the transaction using the following navigation options: SAP Graphical User Interface (SAP GUI) SAP ECC Menu Transaction Code Human Resources Organizational Management Organizational Plan Organization and Staffing Change PPOME On the Organization and Staffing Change screen, set the date and preview period as follows. The desired preview period is maintained.continue with the procedure to carry out the remaining activities. 13

14 3.2.1 Search Organizational Units The HR administrator (OM) searches for specific organizational units of the enterprise. The Organization and Staffing Change screen is divided in four parts. In the top left-hand side of the screen, in the Find by area, you can search, among others, for organizational units in the enterprise. You can choose between following search options: Free search, Search Term, Structure Search, or Object History. In the bottom left-hand side of the screen in the Hit list area, the return values for your search are displayed, namely a list of organizational units existing in the enterprise. Let us use the search option search term to locate our sample org unit GIS Executive Board 14

15 We will get following windows to further proceed with our search Enter the detail and press enter Continue with the procedure as described in the subsequent section View/Change Organizational Unit Details The HR administrator (OM) views/changes details for organizational units in the enterprise. Let us continue with the same procedure as described in the above section and proceed as follows. In the top right-hand side of the Organization and Staffing Change screen, the overview area is located: when you double-click an organizational unit GIS Executive Board in the Hit list (bottom left-hand side of the screen), it is transferred to the overview area together with its structure. 15

16 Please have a look on following figure which clearly illustrates our point. In the bottom right-hand side of the screen in the Details for Organizational unit < GIS Executive Board > area, you can find basic data and account assignment regarding the selected organizational unit. 16

17 Basic Data Tab Let us maintain the first tab basic Data in detailed area. Please maintain the necessary data as below Account Assignment Tab Let us maintain the next tab Account assignment in detail area 17

18 Tasks Tab Let us maintain the next tab Account assignment in detailed area. Click on the tab Tasks, and then select GIS Executive Board and then click create Maintain the following details in next window To maintain next tab Description, please input the data Please make the input for tasks as under Save the entries. 18

19 3.2.3 Create Organizational Unit (within existing org structure) In this activity, the HR administrator (OM) creates a new organizational unit within existing org structure. Prerequisites It is mandatory that the root organizational unit already exist in the sample organizational structure. If the newly created organizational unit reports to another organizational unit within the structure, the reports to organizational unit must already exist. If we assign a company code and/or cost center to the organizational unit, the corresponding company code/cost center must already have been created in the SAP FI/CO components. To maintain the preview period as required, click the button enter the start date of the new organizational unit...we will get next SAP screen, Follow the above instruction and desired setting is done. Next, search for the organizational unit Executive Board GIS to which new organizational unit will be added. Enter the name of the organizational unit and click find. Our desired org unit is displayed in Selection area as under 19

20 In the results window, double click on Executive Board GIS. The selected organizational unit will be transferred to the overview section. Select the target org unit and click create 20

21 The next SAP pop-up window enables you to choose the relationship between the existing Org Unit and the one that you are creating. In this case, click Is the Line Supervisor of In the Details for Organizational unit New organizational unit area, maintain attributes for the organizational unit to be created. Starting on the Basic data tab, enter the following data. In the overview section, we notice that the subordinate org unit Model org unit has now been added underneath the Higher level org unit Executive Board GIS Account Assignment Tab Maintain further attributes for the created organizational unit by selecting the Account assignment tab and entering the following data. Let us go back to Detailed View area, and check 2 nd tab account assignment, data is automatically maintained because of inheritance option activated 21

22 In other words, subordinate unit Model Org Unit inherited all the features/data from Higher Executive Board GIS which were maintained in there. This value is inherited from the superior organizational unit, but you can change it, if required, by selecting an alternative value. Remaining tabs can be maintained as per requirements.. When everything is done, save the entries. Enter to proceed and all the values are saved. Result The new organizational unit is created Create Organizational Units by Copying In this activity, the HR administrator (OM) creates a new organizational unit by copying an existing organizational unit and adjusting some of the attributes. This function is used in case the new organizational unit has similar attributes as the organizational unit taken as template for copying. The attributes of the copied organizational unit are adapted as required. The copy function permits multiple copies to be made in a single step, if required. 22

23 Next, search for the organizational unit Model Org unit to which new organizational unit will be copied. Enter the name of the organizational unit and click find. We will get following screen 1. Now double click Model Org Unit and it is displayed in Overview area Select the target Org unit Model org unit and then choose the Copy button from the toolbar in the overview area of the screen to open the Copy object window and enter the following data. We will come to next screen as follows where we can enter the details as per requirement. 23

24 Select Continue (Enter) to copy the organizational unit(s) and return to the overview area of the Organization and Staffing Change screen. A system message confirms that the objects were copied. If multiple copies are to be made, these would need to be changed after copying. Select each of the newly created, copied organizational units from the overview area, by doubleclicking them, to review Basic data and Account assignment details. Change the organizational unit attribute details, if required, as described in Section above. Choose Save. A system message confirms that the data has been saved. Result The new organizational unit has been created by copying an existing one and some of the attributes have been adjusted. 24

25 3.2.5 Delimit Organizational Unit In this activity the HR administrator (OM) delimits the validity period of organizational units to reflect business requirements. This process involves two steps i.e. first to delimit the assignment and then Object itself. 1st step - Delimit the assignment In the overview area (top right-hand side of the screen), select the organizational unit to be delimited by clicking it. From the toolbar in the overview area of the screen, select the Delimit button and the Assignment option to open the Delimit Relationship window and enter the following data: press enter to confirm Choose the Continue (Enter) button. A system message confirms that the assignment has been delimited. 25

26 2 nd step - Delimit the Object After delimiting the assignment, next task is to delimit the object itself. To do so, from the toolbar in the overview area of the screen, select the Delimit button and the Object option to open the Delimit on window and enter the following data: We will get following pop-up; enter the new delimit date Press enter to continue Once the object and assignments have been delimited, choose Save. A system message confirms that the Sample org unit <Smpl org unit> delimited on Result The organizational unit Sample org unit has been delimited. 26

27 3.2.6 Delete Organizational Unit In this activity, the HR administrator (OM) deletes an organizational unit. Deleting an organizational unit should be carried out only to correct user errors in the system. An organizational unit should not be deleted if it has or has had person assignments, especially if payroll was run. The Delimit function should be used if an organizational unit is no longer relevant within an enterprise. This process involves two steps i.e. first to delete the assignment (in case assignment already exists) and then Object itself. 1 st Step -Deleting the Assignment To carry out this activity, let us double-click our chosen organizational unit (Model Org unit) to transfer it to the overview area (top right-hand side of the screen); details for the chosen organizational unit are displayed in the Details for Organizational unit < Model Org unit > area (bottom right-hand side of the screen). If assignments exist, choose the Delete button and the Assignment option from the toolbar in the overview area of the screen.. Choose Save to save the change(s).. The system message No objects found is generated. Or Select Save to save the change. A system message confirms that the data has been saved. Once you save the changes, the relationship/assignment is deleted. 27

28 2nd Step -Deleting the Object To perform this activity, let us double-click our sample organizational unit (Model Org unit) to transfer it to the overview area (top right-hand side of the screen); details for the chosen organizational unit are displayed in the Details for Organizational unit < Model Org unit > area (bottom right-hand side of the screen). From the overview area (top right-hand side of the screen), select the organizational unit to be deleted by double-clicking it or follow the process show in in figure below. If no assignments exist/or already been deleted, select the Delete button and the Object option from the toolbar in the overview area of the screen. A system message confirms that the object has been deleted. Choose Save to save the changes. The system message is No objects found is generated. Or. Select Save to save the change. A system message confirms that the data has been saved. Once you save the changes, the job is deleted irreversibly. Result The organizational unit Model Org Unit has been deleted. Result of the Process Step Organizational units have been maintained now. 28

29 Maintain Positions In this process step, the HR administrator (OM) maintains positions in the enterprise. It includes several small granular activities (Search Positions, View Position Details, Create Position, Create Positions by Copying, Change Position, Delimit Position, and Delete Position) that are described in the following sections. The sequence of describing these activities in the sections below is a logical one. The activities can be performed in every meaningful sequence. A position is single person area of personnel area within an enterprise. Access the transaction using the following navigation options: SAP Graphical User Interface (SAP GUI) SAP ECC Menu Transaction Code Human Resources Organizational Management Organizational Plan Organization and Staffing Change PPOME On the Organization and Staffing Change screen, set the date and preview period as described in earlier pages. Maintain the data and choose the Execute button to confirm our date selections Continue with the procedure as described in the subsequent section

30 3.3 Maintain Positions Search Positions/ View position details The HR administrator (OM) searches for specific positions and view their details within the enterprise. The procedure to search any specific positions and gain view of its relevant attributes is the same, as described in above pages, for other organizational objects such as Organisational unit and job. So we will be directly looking into the configuration steps for other processes, (Create, change, delimit etc.) in position maintenance as under Create Position In this activity, the HR administrator (OM) creates a new position in the organizational structure. In the overview area (top right-hand side of the screen), select the organizational unit in which you want to create the new position by clicking it. Choose the Create button and select the relationship Incorporates Position. 30

31 It takes us to detail area where we maintain attributes for the position to be created under basic data tab as under Remaining in same detail area, we will maintain further attributes for the position such as controlling area, company code etc. under the Account assignment tab as follows; The other tabs such as qualification, Employee group and subgroup, Budget, work schedule etc. can be maintained as per requirement. Once all the data is entered, choose Save and system message will confirm that the data has been saved. Result The new position is created. 31

32 3.3.3 Create Positions by Copying In this activity, the HR administrator (OM) creates a new position by copying an existing position and adjusting some of the attributes. This function is used in case the new position has similar attributes as the position taken as template for copying. The attributes of the copied position are adapted as required. The copy function permits multiple copies to be made in a single step, if required. Prerequisites The position to be used as template for copying already exists. In the overview area (top right-hand side of the screen), select the position to be used as a template for copying, by clicking it. From the toolbar in the overview area of the screen, select the Copy button to open the Copy object window and enter following data: It will take us to following screen; do the needful 32

33 Select Continue (Enter) to copy the position(s) and return to the overview area of the Organization and Staffing Change screen. A system message confirms that the object was copied. Now, select the newly created, copied position, by double-clicking them in the overview area, to review Basic data, Account assignment and Work schedule details etc. Basic Data Tab Account Assignment Tab Next is Account assignment data maintenance as follows; Change the position attributes, if required. Choose Save. A system message confirms the data has been saved. Result The new positions have been created by copying an existing one and some of the attributes have been adjusted.in same way we can change the data/attributes of position as well. 33

34 3.3.4 Change Position In this activity, the HR administrator (OM) changes the attributes of a position to keep up-to-date with business requirements. In the overview area (top right-hand side of the screen, select the position to be changed in the chosen organization structure. Existing details are displayed in the Details for Position <position name> area (bottom right hand side of the screen) and can be maintained. Review the details and make the necessary changes on the Basic data tab. The other tabs such as qualification, Employee group and subgroup, Budget, work schedule etc. can be maintained as per requirement. Once the required changes to the position are complete, choose Save, acknowledge the following prompt and press enter to continue A system message confirms that the data has been saved. Result The position details are changed. 34

35 3.3.5 Delimit Position In this activity, the HR administrator (OM) delimits the validity period of positions to accurately reflect business requirements. This process involves two steps i.e. first to delimit the assignment and then object itself. As we have do not have any assignment done to this position, so we will be focusing to delimit it as object. In the overview area (top right-hand side of the screen), select the position to be delimited, choose the Delimit button and the object option. In the next Delimit Relationship window, enter the delimit date. Click the Check Mark Button. Choose the Continue (Enter) button. A system message confirms that the assignment has been delimited. Result The position has been delimited. Result of the Process Step Positions have been maintained. 35

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