Product Documentation SAP Business ByDesign August Executive Management Support

Transcription

1 Product Documentation PUBLIC Executive Management Support

2

3 Table Of Contents 1 Executive Management Support Managing My Area Approvals View... 5 Approvals Quick Guide... 5 Business Background... 6 Tasks My Department View... 9 My Department Quick Guide... 9 My Team Quick Guide My Projects Quick Guide Key Performance Indicators View Key Performance Indicators Quick Guide Tasks System Set up Guide for SAP Manager Approvals App Corporate Performance Executive Summary View Executive Summary Quick Guide Corporate Insight View Corporate Insight Quick Guide Tasks Key Performance Indicators View Key Performance Indicators Quick Guide Tasks Organizational Management Organizational Management Org Structures View Org Structures Quick Guide Business Background Tasks Job Definition View Job Definition Quick Guide Work Distribution View Organizational Work Distribution Quick Guide Employee Work Distribution Quick Guide Business Background Table Of Contents P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 3

4 1 Executive Management Support Overview This business area consists of two work centers for managers, Managing My Area and Corporate Performance, and the Organizational Management work center to ensure that the that the organizational structure reflects your company's requirements. In the work centers for managers, the SAP Business ByDesign solution gives you access to the essential data that you need to monitor and run your business. Relevance The following provides a quick overview of what you can do in the work centers associated with the Executive Management Support business area: Managing My Area The Managing My Area work center provides centralized access to all tasks and information relevant for the areas that you manage, such as your direct reports, budget, key performance indicators, and projects. Corporate Performance The Corporate Performance work center is designed to give you, as a corporate level executive, access to all key information on a single page. It gives an overview of business and operational performance, and is presented in a dashboard format. Organizational Management Organizational management (OM) is the central source of organizational information in the system. In the Organizational Management work center, your company's org structure can be modeled. This org structure is the central source of organizational information in SAP Business ByDesign. It defines the structure of your company and provides a single, consistent view of your organization from all perspectives of the business. It is comprised of org units that represent departments or divisions and provides a unified, graphical representation of your organizational data. This graphical representation is then also available for viewing in the Corporate Performance work center. The information entered in the Organizational Management work center is used by the different business areas in the system to support business processes that require organizational information. It is used, for example, to automatically execute workflows and to push work, such as requests for approval, to the appropriate employees and managers SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Executive Management Support

5 2 Managing My Area 2.1 Approvals View Approvals Quick Guide The Approvals view enables managers to view, sort and find any tasks that require their approval. Managers are employees or service agents assigned to an organizational unit as a manager, who are responsible for approving tasks. The requests for approval displayed here depend on the views to which the manager is assigned. One manager can be assigned to several organizational units and views, and the associated tasks are collected in the worklist in the this view. You can access detailed information about each approval from this worklist, enabling you to make an informed decision on any approvals that are your responsibility. You can access this view from the Managing My Area work center. Business Background A business process can require manager approval when, for example, certain thresholds are met, such as limit amounts, or when an employee sends a request for leave, and so on. When the business process requires manager approval, the system accesses the organizational structure and searches for the manager responsible. For example, if the business process needs to identify a cost center manager for a shopping cart that has been created in the system, the system accesses the hierarchy at the level of the employee who created the shopping cart and searches up the hierarchy until it finds the responsible cost center manager. The shopping cart then appears for approval in this manager s worklist. In a multistep approval process, you can view the approval information on the individual documents screens, such as purchase order, sales orders, purchase requests and so on. This screen shows information with respect to the approval process, such as, the sequence of the steps involved in the approval of that document, the approval status, the name of the approver and so on. In this screen you can view the sequence of approval steps relevant for that document only. Hence it has to be noted that the step numbers shown in this screen will not correspond to the step numbers maintained in the approval process definition for the entire business object. Tasks Process an Approval Request There are three actions available to you when processing an approval request: Approve Reject Send Back for Revision If you send a request back for revision, you are indicating that you will not approve the request as it currently stands, but you may accept it if it is changed. When you reject a request, that request cannot be changed or resubmitted. The rejection is final. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 5

6 However, all three options are not relevant for all types of approval requests. When an action is not relevant for an approval, it will not be available for you to use. For more information, see Process an Approval Request [page 8] Filter and Group Approval Requests You can filter the approvals that are displayed at any time. Show Open or Closed approvals that you are responsible for or were responsible for. You can also group approvals by Priority Status Sent On (date) Due Date Business Document Type Types of Approvals The types of approval that are displayed depend on the views to which you have been assigned. If you need to access more approval types, contact an administrator. For more information on the types of approvals available, see Types of Approvals [page 6]. Find an Approval Request To find a particular approval request, enter the name (or part of the name) of the approval request or enter the name of the request in the field Find and choose Go. Request Clarification on an Approval After reviewing the details of an approval, you might have a question or concern that can only be answered by the employee who requested the approval. Choose New and then Clarification Request. Enter a comment, the name of the person who sent the approval request and choose Save and Close. A request for clarification is sent to the requester, but the approval request still remains in your worklist. See Also Setting Up Approvals [page 61] Business Background Types Of Approvals Overview There are many different types of approval and each is associated with one of four specific areas: Departmental Financial SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

7 Purchasing Sales As a manager, there are three options available to you for processing these approvals. Approve Reject Send Back for Revision However, all three options are not relevant for all types of approval requests. When an action is not relevant for an approval, it will not be available for you to use. For more information, see Process an Approval Request [page 8] The following is a list of the different types of approval. Departmental Approval Tasks Approve Expense Report Approve Shopping Cart Approve Project Baseline Approve Leave Request Approve Cancellation of Leave Request Financial Approval Tasks Approve Manual Payment Approve Supplier Payment Approve Under-/Overpayment to Supplier Review and Clear Payable Approve Customer Payment Approve Under-/Overpayment by Customer Approve Tax Payment Approve Tax Payment Difference Review and Clear Receivable Sales Approval Tasks Approve Price or Discount List Approve Sales Quote Approve Customer Return Purchasing Approval Tasks Approve Purchasing Contract Approve Purchase Order Approve Goods and Services Receipt Approve Supplier Invoice Approve Project Purchase Request Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 7

8 2.1.3 Tasks Process An Approval Request Overview In the Approvals view of the Managing My Area work center, there are generally three options available to you when you deal with an approval request. You can approve or reject a request for approval, or you can send it back to be revised by the employee who created it. However, all three options are not relevant for all types of approval requests. When an action is not relevant for an approval, it will not be available for you to use. Procedure 1. In the Manage My Area work center, choose the Approvals view. 2. Select the approval request you want to process by clicking on the link to the item in the Subject column. 3. Review the details of the approval request. 4. If required, you can enter a comment for the employee who created the request. This comment will be visible to anyone who reads the approval request in future. 5. Depending on how you want to process the approval, choose one of the following options: If the approval request is complete and acceptable to you, choose Approve. If you are not satisfied with the approval request, choose Reject. When you reject a request, that request cannot be changed or resubmitted. The rejection is final. If you want the employee to make a change to the approval request and then resubmit it, enter a comment and choose Send Back for Revision. Result If you approved the request, the employee who created it is informed and the request for approval is removed from your task list when you refresh the page. If you rejected the request, the employee who created it is informed and the request for approval is removed from your task list when you refresh the page. If you sent the request back for revision, the employee who created it is informed and the request for approval is removed from your task list when you refresh the page. The approval request is sent back to the employee s task list, where they can change it and resubmit it for approval. Approvals that you reject or send back for revision are sent to the Home work center of the corresponding employee, to the Inbox subview of the Work view SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

9 2.2 My Department View My Department Quick Guide The My Department view enables you to monitor and review the important information about your department, such as team availability, organization, projects that your department is involved in and your budget. This view contains the following subviews: My Team Displays details about your team and their availability. You can access information on the time records and attendance of those team members. For more information, see the My Team [page 11] quick guide. My Budget Gives special focus to your cost drivers, and summarizes the cost situation. You can review information about your cost centers and G/L account, organized by time and by area. This helps you to make best use of your budgets, based on cost estimates, and to make informed decisions on your approvals. My Organization Shows a visual representation of the entire organization, and your place within that organization. All areas that you are responsible for as manager, are identified, and the subordinate areas can be viewed. You can display this information in chart or tree format. This view gives you a clear and transparent view of your organization. It allows you to navigate the organization structure and access particular information related to aspects of the organization. Each organizational unit is displayed in one of the following ways: Grey: Indicates an organizational unit that is not your area of responsibility. You cannot access additional information using the context menu for these nodes. Light blue: Indicates an organizational unit that is in your area of responsibility. You can access additional information using the context menu for these nodes. Dark blue: Indicates an organizational unit that is in your area of responsibility and is selected. You can access additional information using the context menu for these nodes. Your area of responsibility includes all organizational units to which you as a manager are assigned, as well as all subordinate organizational units. For more information on manager assignments in organizational management, see Manager Assignments in Organizational Management [page 60]. My Projects Displays a list of all projects that your employees are involved with, or sponsored to. Information is also provided on the time that your employees have spent working on projects, whether you are responsible for those projects or not. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 9

10 Tasks My Team For more information on the tasks in the My Team view, see the My Team [page 11] quick guide. My Budget This subview displays two embedded reports: Costs by Cost Center Costs by G/L Account (Origin) These reports display cost center and G/L account information about your area for the year to date or for the current period. To change the time frame, in the View field, select My Area Current Period or My Area Year to Date. You can define how often the information should be refreshed by clicking Actions and then Set Refresh. The default setting is every 6 hours. To get more detailed information, click Actions and then View Details. These two embedded reports are essentially a condensed version of the Cost Centers Plan/ Actual report. For more information on this report, see Cost Centers Plan/Actual. My Organization In the My Organization subview you can: View your position within the organization Expand your organizational unit to see the ones that are subordinate to you. If you have more than one top-node in the organization, this view will show parallel trees in your areas of responsibility. Use the context menu to get more information (click on the blue triangle on the bottom right corner of the organizational unit): Org Unit Overview: Gives you information about the unit such as the address, work distribution summary, organizational functions, as well as legal and general information. For more information, see Org Unit Overview. Step In and Step Out: To focus on one particular organizational unit, click Step In. To revert back to the full organization again click Step Out. Expand and Collapse: Expand to see individual organizational units that are subordinate to your organizational unit and collapse when are finished to return to your original view. Expand All and Collapse All: Expand all to see all organizational units and collapse all when you are finished to return to your original view. My Projects For more information on the tasks in the My Projects view, see the My Projects [page 13] quick guide SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

11 Common Tasks Launch Team Calendar: For more information on the team calendar, see the My Team [page 11] quick guide. Call Employee Services on Behalf: From here you can carry out particular services on behalf of a particular employee. For more information, see Employee Services on Behalf. Confirm Time Recordings: This quick activity provides you with details of individual time records, and it allows you to approve or reject each individual record. You can also select all records and approve or reject them in just one click. 1. Review the details about each individual record. 2. For each time record that you want to confirm, choose one of the following actions: Click Approve if the time record is acceptable to you. Click Reject if you are not satisfied with the time record. 3. Result: If you approved the time record: That record is confirmed and removed from your task list. The requester is informed. The record is processed by payroll. If you rejected the time record: That record is confirmed and removed from your task list. The requester is informed. The record is not processed by payroll. New Project: As a manager you can initiate a new project and assign it to a project manager. For more information, see the My Projects [page 13] quick guide My Team Quick Guide This view provides information about your teams, the employees who report directly to you, and all employees in your areas of responsibility. It includes details of their availability and vacation plans, and employee contact details. It also enables you to view appointments and approve any leave requests that require your input. You can analyze Time Recording and Estimated Attendance information for your team, your direct reports, and for all employees in your area. This can be viewed as either a chart or table depending on your preference. This means that at any point in time, you can refer to this information to get an overview such as the number of people absent from your team, and the level of time recording compliance of your team. Tasks Team Calendar: View Availability of Employees Group the employee information using Showby Teams, Names, or Organizational Units. Use the calendar function to select a time period. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 11

12 Choose Availability Report if you wish to produce a report about the availability of employees. This is filtered to include information about your employees only. Team Calendar: View Appointments and Leave Requests The team calendar also displays upcoming appointments and leave requests. Requests that have been approved are displayed in red and those requiring approval are displayed in blue. To approve a request, simply click on it and the Approve Leave Request activity opens up showing details of the request, including the type of leave requested, length of leave, and remaining leave. Choose Approve or Reject to process the request. If you reject the leave request it disappears from the calendar and the employee is notified. If you approve the leave request it turns from blue to red in the calendar and the employee is notified. Team Calendar: Display Employee Overview Click on the name of the employee to display the employee overview. In the first line at the top of the employee overview you see the following details: Employee ID: Company identification for employee. Phone: Office phone number. Company address. Today's Availability: Indicates whether employee is in the office or out of office. If they are out of the office, it also details the reason for the absence. In the overview itself, you see the following: Private Contact Data: Private address, phone number and . Work Assignment: Job, organizational unit and manager. You can also drill down from here to view a chart of the employee's position within the organization. Related Approvals and Requests: Details of any outstanding approvals and requests made by the employee. Employee Image: Photograph of employee. For more information on adding, replacing or deleting an employee photo, see Edit Company Contact Data. Working Time Statistics: Statistics, such as how many hours of paid time off, unpaid time off and so on. Contract Data: Date employee was hired, what they earn, and the pay grade. From the employee overview you can also carry out particular services on behalf of that employee by choosing You Can Also, and thencall Employee Service on Behalf. For more information, see Employee Services on Behalf. You can also launch the team calendar from Common Tasks. Time Recording This embedded report shows you details of working time that was planned versus working time actually recorded. It also details working time that is missing. For more information, see the document about embedded reports SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

13 Estimated Attendance This embedded report shows you details of how many of the employees are in attendance today and how many are absent. For more information, see the document about embedded reports My Projects Quick Guide This view displays a list of all projects that your employees are involved with, or sponsored to. It also provides with information on the time that your employees have spent working on projects, whether you are responsible for those projects or not. Tasks Show Projects Use the Show function to display the following: My Current Projects My Current Critical Projects My Closed Projects All My Projects Group Projects Use the Group By function to organize your projects by: Person Responsible Risk Assessment Status Program Project Type Customer None Working with the Project Worklist Click on the project name to get to the overview of the project. Or you can select the project from the worklist and choose View. This overview gives you more detailed information, including the work that has been committed and the employees from your area that are assigned to the project. Click on the name of the person responsible to access the contact data of that employee. The worklist also gives you information about the project status, start and finish date, along with the risk assessment for the project. For more information about projects, see the Projects Quick Guide. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 13

14 Export Project Data to Microsoft Excel To export the project data to Microsoft Excel, select a project, choose Export Microsoft Excel. and then To For more information, see Export Business Data Using Microsoft Excel. Initiate a New Project As a manager you can initiate a new project and assign it to a project manager. 1. To initiate a new project, choose New and then Project. 2. Under Project Details, select a program from the list. This step is not mandatory. A program represents a group of related projects managed collectively to achieve a common goal. 3. Enter a name for the project. 4. Choose a project type. 5. Enter a description for the project. 6. Under Person Assignments in the Person Responsible field, assign a manager to be responsible for the project. The Responsible Unit details are then automatically filled in. 7. Depending on the project type you selected, you might be asked for some of the following information: Billable: Check this box to indicate that the project is billable. Requesting Unit: Enter the cost center that requested the project. This is required when the costs incurred by this project are to be posted. Customer: Enter the name of the customer. 8. Enter the start and finish dates. 9. Choose Save and Close. The project now appears in your worklist and has the status In Planning. The project also appears as a project with the status In Planning in the Projects view of the Project Management work center of the manager to whom you assigned the project. You can also initiate a new project from Common Tasks. Monitor Embedded Reports Use the My Projects embedded report to access detailed information about projects where the Responsible Unit or Requesting Unit is a cost center for which you are responsible. Use the Supported Projects embedded report to access detailed information about the projects that your employees are working on even when those projects are not your responsibility SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

15 2.3 Key Performance Indicators View Key Performance Indicators Quick Guide A key performance indicator (KPI) is a quantifiable, fixed business key figure, with which you can measure the progress of or degree of fulfillment for important objectives or critical success factors within an organization. The Key Performance Indicator view enables you to monitor your areas of responsibility using evaluations that are based on key performance indicators. In the Managing My Area work center, the KPIs that are visible depend on the views to which you are assigned. In the Corporate Performance work center, all KPIs are visible. In the Business Analytics work center, all KPIs are visible. You can add make KPIs available to specific managers. For more information, see Quick Guide for Design Key Performance Indicators (KPIs). Tasks Populate the KPI Monitor 1. From the Key Performance Indicator view, choose Open Evaluation Catalog 2. From the Evaluation Catalog, select the KPIs you want to monitor by checking the box in the Currently Monitored column 3. Choose Save and then Close 4. In the Key Performance Indicators view, click on the refresh button. The KPIs you want to monitor are now displayed. Create a New KPI Evaluation You can create a new evaluation that is based on an existing key performance indicator. For more information, see Create a New KPI Evaluation [page 17]. Copy a KPI Evaluation You can copy an evaluation if you want to use an existing KPI evaluation as the basis of a new one. For more information, see Copy a KPI Evaluation [page 17] Edit a KPI Evaluation You can edit an existing KPI evaluation For more information, see Edit a KPI Evaluation [page 19] Delete a KPI Evaluation You can delete a KPI evaluation from the evaluation catalog. Select the evaluation you want to remove and choose Delete. However, the following restrictions apply: Public evaluations: You can delete a public evaluation provided that you are the creator of the evaluation, and that the evaluation is not currently monitored by any user. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 15

16 Corporate evaluations in the Managing My Area work center: You can delete a personal evaluation in the Managing My Area work center provided you are the creator of the evaluation, and you are not monitoring the evaluation. Personal evaluations in the Corporate Performance work center: You can delete a personal evaluation in the Corporate Performance work center provided you are the creator of the evaluation, and that the evaluation is not currently monitored by any user. Default evaluations cannot be deleted. When an evaluation cannot be deleted, the Delete button will be disabled. Set KPI Evaluation Properties In the Key Performance Indicators view, you can make adjustments to a KPI evaluation that you created previously by setting the properties. You can change when you want a KPI evaluation to trigger an alert, the threshold settings, or the evaluation grouping category. 1. From the Key Performance Indicator view, select the KPI evaluation for which you want to set evaluation properties. 2. Choose Actions and then Set Properties. 3. Under Threshold, change the existing threshold values to suit your needs. 4. Under Alert, choose when you wish to be alerted as to the status of the KPI. You have the following options: If status changes If status disimproves If status is critical None. Select None if you do not wish to be alerted of the KPI status. 5. Under Grouping in Monitor you can change the Perspective and the Importance of the KPI evaluation. You cannot change the frequency with which it is calculated. Recalculate an Evaluation You can recalculate a KPI evaluation when you want to refresh the information that is displayed, or when you change the properties of that evaluation. From the KPI monitor, select the evaluation you wish to recalculate and choose Actions then Recalculate Evaluation. and The new values for that KPI evaluation will be updated and displayed immediately. Deactivate an Evaluation You can deactivate a KPI evaluation when you do not need it any more. This does not delete the evaluation, but only removes it from your Key Performance Indicator monitor. From the KPI monitor, select the evaluation you wish to deactivate and choose Actions then Deactivate Evaluation. and If you need to activate the evaluation again, you can easily add it to your monitor by going to the Evaluation Catalog and checking the box of the KPI evaluation in the Currently Monitored column SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

17 2.3.2 Tasks Create a New KPI Evaluation Overview You can access this guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers. Procedure 1. From the Key Performance Indicator view choose Open Evaluation Catalog. 2. Choose New, and then Evaluation. 3. Select the KPI you want to use as a basis for your evaluation and then choose Next. 4. Define the evaluation [page 18] and then choose Next. 5. Define additional dimensions [page 19] for the evaluation and then choose Next. 6. Define the properties [page 20] of the evaluation and then choose Next. 7. Review the conditions, dimensions, and properties that you have set for the evaluation. If you need to change anything, choose Previous and make the changes. 8. If you do not need to make any changes to the evaluation, choose Finish Copy a KPI Evaluation Overview Copy a KPI evaluation if you want to use an existing evaluation as the basis for a new evaluation. You can access this guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers. Procedure 1. From the Key Performance Indicator view choose Open Evaluation Catalog. 2. Select the evaluation that you want to copy and then choose Copy. 3. Define the evaluation [page 18] and then choose Next. 4. Define additional dimensions [page 19] for the evaluation and then choose Next. 5. Define the properties [page 20] of the evaluation and then choose Next. 6. Review the conditions, dimensions, and properties that you have set for the evaluation. If you need to change anything, choose Previous and make the changes. 7. If you do not need to make any changes to the evaluation, choose Finish. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 17

18 Define a KPI Evaluation Overview When creating, editing, or copying a KPI evaluation, you must define in what way the KPI is to be evaluated. To define the conditions you must select a dimension, evaluation value, condition, target value and the dependent threshold definitions of the KPI evaluation. This set of conditions determines how the KPI will be evaluated and displayed in the KPI monitor. You can access this part of the guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers, when creating a new KPI evaluation, copying a KPI evaluation, or editing a KPI evaluation. Procedure 1. Choose the Dimension that you want to evaluate. A dimension is the particular aspect or attribute of a KPI that you wish to evaluate. 2. Select an Evaluation Value. The evaluation values available depends on the dimension you have chosen. 3. From the Condition list, choose the condition that you want to set for the evaluation value. You have the following options: Set the condition to Is Lower Than if you want the evaluation value to be lower than the target value Set the condition to Is Higher Than if you want the evaluation value to be higher than the target value. Set the condition to Is Within Range if you want the evaluation value to be within a range of values that you define. 4. From the Target Value list, choose whether you want to evaluate against a reference or an absolute value. You have the following options: Set the target value to Reference if you want to compare one evaluation value with another. Select the evaluation value that you want to compare. When the target value is set to Reference, the thresholds are expressed as a percentage of the dimension with which you are comparing. Set the target value to Absolute if you want to define a fixed value for the evaluation value. Enter the fixed value that you want as the target value. When the target value is set to Absolute, the thresholds are expressed as a unit of measure such as time, currency or percentage, depending on the dimension you have chosen. If you do not provide a target value, the evaluation will be incomplete. You can still use an incomplete evaluation as it will show an evaluation value, but it will not calculate a status in the monitor. 5. Define the threshold values that are to be used for alerts in this evaluation. The thresholds to be defined depend on the condition you have chosen. You have the following options: If you have chosen the condition Is Lower Than, you must then define the medium and critical thresholds. If you have chosen the condition Is Higher Than, you must then define the medium and critical thresholds SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

19 If you have chosen the condition Is Within Range, you must then define the lower critical, lower medium, upper medium, and upper critical thresholds. For time-based evaluations, time is measured in hours rather than days (with 24 hours per day). For financial-based evaluations, the currency cannot be determined at this point. Company Currency displays as a placeholder. This will be replaced by the correct currency when you use the evaluation Edit a KPI Evaluation Overview You may want to make adjustments to an evaluation that you have created. There are two ways to modify an existing evaluation. From the Key Performance Indicators view, which is located in both the Managing My Area and Corporate Performance work centers, select the KPI evaluation that you want to modify, choose Actions and then Edit Evaluation. Or you can click on Open Evaluation Catalog, select the KPI you want to modify, and then choose Edit You can only edit an evaluation if you are the owner of that evaluation. Procedure 1. Modify the evaluation [page 18] and then choose Next. 2. Modify the additional dimensions [page 19] of the evaluation and then choose Next. 3. Modify the properties [page 20] of the evaluation and then choose Next. 4. Review the conditions, dimensions, and properties that you have set for the evaluation. If you need to change anything, click Previous and make the changes. 5. If you do not need to make any changes to the evaluation, choose Finish Define Additional Dimensions for a KPI Evaluation Overview When creating, editing or copying an evaluation, this step allows you to define the details of additional dimensions that you would like to use in the evaluation. The dimension that you chose in the step Define Evaluation now has the restriction Used in Condition. Repeat these steps for all dimensions that you want to restrict: You can access this part of the guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers, when creating a new KPI evaluation, copying a KPI evaluation, or editing a KPI evaluation. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 19

20 Procedure 1. Select a dimension and click Restrict Values. 2. Depending on the type of dimension, you can restrict the values in two ways. a. If a single dialog is displayed with ID and Description, then you can restrict the dimension using a single value. Restrict a single value as follows: Select the value you want to use to restrict the dimension. Click OK. b. If a dual dialog is displayed with ID and Description, then you can restrict the dimension using multiple values. Restrict multiple values as follows: In the left part of the dialog, select a value you want to restrict. Click on the single arrow to restrict each value. The restricted values move from the left to the right side of the dialog. Click on the double arrow if you want to select all of the values. When you have restricted all the values you want to restrict, and they are all in the right side of the dialog, click OK. 3. To delete the restrictions for any dimension, choose Clear Restrictions. You cannot clear the restrictions for the dimension that you defined in the Define Evaluation step Define Properties for a KPI Evaluation Overview This step allows you to give the evaluation a name and, if necessary, a description. Define how and when you want to be alerted of a change of status to this KPI evaluation, and how you want it to be grouped in your KPI monitor. You can access this part of the guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers, when creating a new KPI evaluation, copying a KPI evaluation, or editing a KPI evaluation. Procedure 1. In the field Evaluation Name, enter the name you want to give the evaluation or use the default suggested. If you enter a name and then decide you would prefer the default name, click on Reset to Default. 2. In the text box Evaluation Description, you can enter a short explanation of what the evaluation does. If the purpose is clearly outlined, it helps a user determine if the evaluation will be useful to them. 3. Under the heading Existing Evaluations you will find the details of any other evaluations that are based on the same KPI. This should help you choose a consistent name for your new evaluation. 4. Under Evaluation Behavior, from the Alert Activation Event dropdown list box, choose when you want to be alerted of the KPI s status: If status changes If status disimproves If status is critical None 5. Under Evaluation Type, choose whether the evaluation is to be Personal, Corporate, or Public SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

21 The evaluation types available to you depend on your access rights. For users assigned to the Business Analytics work center, public evaluations are available. For users assigned to the Managing My Area work center, personal and public evaluations are available. A personal evaluation is only visible to you. For users assigned to the Corporate Performance work center, public and corporate evaluations are available. A corporate evaluation is visible to all corporate performance users. Public evaluations are visible to all users with access to KPIs. 6. Under Grouping in Monitor, define how the evaluation is to be displayed and grouped in the KPI Monitor and Evaluation Catalog by choosing the perspective and importance of the KPI evaluation. The frequency is already defined as it is based on the current calculation behavior, and it cannot be changed. From the Importance dropdown list box, choose the level of importance (High, Low, Medium, Very High) that you want to assign to the KPI evaluation. Assign one of the four business perspectives, Customer, Financial, Internal Process, or Learning and Growth and Employees to the evaluation. The perspective refers to the balanced scorecard management and measurement system based on the analysis of four key areas: Customer Satisfaction To achieve our vision, how should we appear to our customers? Financial Performance To succeed financially, how should we appear to our shareholders? Internal Business Processes To satisfy our shareholders and customers, what business processes must we excel at? Learning and Growth To achieve our vision, how will we sustain our ability to change and improve? 2.4 System Set up Guide for SAP Manager Approvals App Overview SAP Manager Approvals application is the next-generation app for modern web browsers, especially on mobile devices, which facilitate the approval processes for these requests: Shopping carts Expense reports Time Requests (For project time confirmations and for activity based time confirmations) Purchase Orders Purchase Order Items Supplier Invoices Leave Requests Goods & Services Receipts Purchasing Contract Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 21

22 Prerequisites You have installed SAP Business ByDesign version February 2016 The users are assigned to the view Mobile Approval Authorization in Project management and Managing My Area work center: This is the same view, accessible from different work centers in the solution. It is sufficient to assign the view from one of the work centers. The native apps are currently available for ios and android Features Flexible dedicated HTML 5 user experience for tablets and smart phones Native app for install on Apple's ios (iphone and ipad) and on android phones and tablets Installable apps for android and ios offer the possibility to login to SAP Business ByDesign via central Identity Provider (IDP). In addition, the ios app and the browser only version are enabled for certificate based login Additional browser only version for all platforms (HTML5 required) Support of header and items details depending on object Displays notes, attachments on all levels Allows approval note, approve, reject, send back for revision (depending on object) Grouping of high volume tasks (Time Requests) Displays split cost assignments for expense reports and shopping carts Displays Time Type for time request approvals related to projects Displays expenses in settlement currency Displays detailed multi-step-approval information for objects supporting multi-step-approval Extendable with more customer specific objects by implementing Add-In using SAP Cloud Applications Studio Configuration and Installation Instructions for Browser Based Version The SAP Manager Approvals app can be launched from any HTML 5 capable browser. It uses SAPUI 5 (version 1.20). The URL to be opened may depend on your Single Sign-On configuration. Check with your system administrator to get the correct version for your tenant. The basic URL is <YOUR_TENANT_URL>/sap/ap/ui/repository/SAP_BYD_APPLICATION_UI/man/mma/ MMA_MOB_APPROVALS/HTML/index.html Replace <YOUR_TENANT_URL> with the URL of your tenant. Configuration and Installation Instructions for Installable Apps When launching the SAP Manager Approvals app from your device, you must know the system's URL and have a valid user name and password for it SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

23 If your password expires, you must connect to the system from a desktop computer in order to change the password. No further configuration is required for starting the apps. In order for the application to function correctly on your device, follow these instructions: 1. Install the SAP Manager Approvals app from the itunes store or Google Play Store. 2. Enter the URL to your SAP Business ByDesign tenant. 3. Enter your user name and password for the SAP Business ByDesign system, and choose Log On. You can uninstall the SAP Manager Approvals app at any time from your device, just as you would uninstall any other app. Business Configuration Settings This section is optional and is relevant if you want to switch off SAP delivered categories. Configuration settings are usually performed by an administrator. If you do not have the required authorization, contact your administrator. You can deactivate an SAP delivered approval category for the Manager Approvals App if you don t want the category to appear for approval processes in the app. The approval categories remain activated in the solution by default. To find this activity, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Open Activity List. Go to Fine-Tune phase and select Deactivation of Approval Categories for Manager Approvals App from the activity list. In the new screen deselect the approval category that you want to switch off. Click Save to save your changes, Save and Close to save your changes and close, and Close to exit screen. Troubleshooting Logging On Contact your administrator. No server response Check if you are connected to a network. Getting support Create an incident in the component SRD-CC_MAN_APR if there are any other issues with using the app. Store Disclaimer SAP does not warrant that the software and/or features as described herein will be available without interruption or permanently. SAP draws your attention to the fact that the availability is subject to the sole discretion of the operator of the app store. The operator of the app store may, at any time and without notice, restrict, interrupt, or prevent use of the software, or delete the software from your mobile device, or require SAP to do any of the foregoing actions. Managing My Area P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 23

24 Copyright and Trademark Information ipad, iphone and itunes are trademarks of Apple Inc., registered in the U.S. and other countries. Copyrights and Trademarks 2015 SAP AG. All rights reserved SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Managing My Area

25 3 Corporate Performance 3.1 Executive Summary View Executive Summary Quick Guide The Executive Summary view is the central point of access for you as a manager. It gives an overview of important information, enabling you to monitor key performance indicators and access priority reports. It is constantly updated with new information to keep you up to date with all developments within your organization. You can also drill down to access more details on anything of interest or concern. You can access this view from the Corporate Performance work center. Business Background Key Performance Indicators This summary of the KPI Monitor gives you a quick update on the status and trend of the evaluations you use. The filter options enable you to: Check your KPIs that are calculated on a weekly and daily basis Monitor indicators that have the status Critical and Priority Very High Priority Reports Access a list of reports that are most relevant to you. This list gives the date and time of the last change to each listed report. You can refresh the display to show the most up-to-date information. A full list of reports is available in the Reports view. Embedded Reports Embedded reports are reports that are set in work center views to provide you with analytical information. Toggle between displaying the report as a chart or a table Select different report views from the Show dropdown list. The number of views that are available depend on the report. Navigate to the full report by choosing Actions and then View Details. Choose which reports you want to display in this view by clicking on Personalize and then This Screen. Latest News You can get a quick snapshot of news in the Latest News tray of this view. This displays both news coming from internal company sources, as well as from external RSS feeds. Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 25

26 Tasks Monitor Key Performance Indicators This excerpt is a summary of the key performance indicators that are in your KPI monitor. Using the Show function, you can sort the KPI evaluations and display those that are Critical or Priority Very High and those that are calculated on a Weekly or Daily basis. This summary contains the following details: Status Red: An evaluation with a red status indicates that it is outside the thresholds defined for the evaluation and requires attention. Green: An evaluation with a green status indicates that everything is within the thresholds defined for the evaluation. Yellow: An evaluation with a yellow status indicates that it approaching the thresholds defined for the evaluation and may require attention. Grey: An evaluation with a grey status indicates that no thresholds have been defined for the evaluation. Trend The trend of an evaluation is indicated visually using arrows. Positive trends are indicated by an up arrow, negative trends by a down arrow, and an arrow to the right shows that the evaluation has remained the same since the last time it was calculated. Evaluation Name The name given to the evaluation. Unit This denotes the unit of measure used in the calculation, for example, currency or time. Evaluated Value The current value of the evaluation. % Deviation The deviation, in percent, of the evaluated value from the target value of the evaluation. Target Value The value set as the target for the evaluation. Total Deviation The deviation, in the unit of measure used to calculate the evaluation, of the evaluated value from the target value of the evaluation. If you need information about any KPI evaluation here, you can drill down to the detail by clicking on the name of the KPI. For more information on working with key performance indicators, see the Key Performance Indicator [page 15] quick guide. Mark a Report as a Priority Report 1. In the Reports view under List, show All reports. 2. Select the report you want to mark as a priority report and choose Priority. 3. Choose Mark as Priority. The report that you have selected is displayed in your Priority Reports in the Executive Summary view in the Corporate Performance work center, and also in the Priority Reports in the Overview of the Managing My Area work center SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

27 To remove a report from your list of priority reports, repeat steps 1 and 2 and then choose Remove from Priority. For more information on the Reports view, see Reports. Monitor Embedded Reports Embedded reports are reports that are set in work center views and provide analytical information. The reports that are available to you depend on the views to which you are assigned. Choose which reports you want to display in this view by clicking on Personalize and then This Screen. You can: Toggle between displaying the report as a graph or a table Select different report views from the View dropdown list. The views that are available depend on the report. Select different variables for the report. The variables that are available depend on the report. Navigate to the full report by choosing Actions and then View Details. Working with Latest News Click the news item link to open individual news you want to read directly. For more information on Latest News, see the News quick guide. 3.2 Corporate Insight View Corporate Insight Quick Guide The Corporate Insight view provides dashboards to give you an overview of the performance of each business area. A dashboard is a visual display of the most important information on a specific business topic. You can navigate between the different sections of the dashboard and drill down to analyze business data. This enables you to identify critical situations and opportunities for improvement. You can access this view from the Corporate Performance work center. The dashboards that are available to you depend on the views to which you are assigned. Tasks Working with the Financials Dashboard The Financials Dashboard gives a condensed view of key performance indicators (KPIs) relating to profits, allowing you to quickly determine whether you are meeting targets. Interactive bar and column charts provide a graphical visualization of the company s actual and expected profit situation. For more information, see Profitability Dashboard [page 28]. Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 27

28 Working with the Human Resources Dashboard The Human Resources Dashboard provides users with an instant overview of employees, enabling you to identify critical trends impacting your capacity planning. The dashboard provides a clear, graphical visualization of human resource data. It enables analysis of employee headcount, FTE (full-time equivalents), and employee turnover by company, facilitating proper planning for changes in staffing. For more detailed analysis, you can also view specific reports. For more information, see Human Resources Dashboard [page 30]. Working with the Purchasing Dashboard The Purchasing Dashboard provides you with a clear, graphical visualization of purchasing data, which enables the analysis of purchasing volume, product categories, and suppliers on various levels. For further analysis, you can also view specific reports. For more information, see Purchasing Spend Dashboard [page 31]. Working with the Service Dashboard The Service Dashboard provides an overview of essential service information that enables the analysis of backlogs and compliance rates on various levels. For further analysis, you can also view specific reports. For more information, see Service Request Dashboard [page 32] Tasks Profitability Dashboard Overview Within the Corporate Performance work center, Profitability Dashboard provides a condensed view of key performance indicators (KPIs) relating to profit, allowing you to quickly determine whether you are meeting targets. Interactive bar and column charts present a graphical visualization of the company s actual and expected profit situation. The KPIs displayed in the dashboard include net incoming orders, net sales revenue, cost of goods sold, operating profit, and margins. You can see a Top 3 breakdown of the KPIs into the three countries, product categories, or sales units with the highest figures so that you can immediately analyze your most significant profits for your most critical dimensional values. Year-on-year comparisons are displayed for all KPIs, as well as the difference between the current year and the previous year, while a line chart traces the history for a selected dimension across periods. This helps you identify areas with critical deviations that represent risks so that you can initiate corrective action. The KPIs in the dashboard are based on the data and underlying structure used by the company for profit analysis. Costs and revenues are both displayed as positive numbers. If costs are higher than revenue, the profit KPIs are displayed as negative numbers. To see the exact values for a chart, move the mouse pointer to the bar or a point of the chart. Depending on the type of chart, the value is displayed along with information such as the year, KPI, dimension, or period SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

29 Prerequisites The system must be configured for profit analysis as described in the following: Settings for Earned Profit Analysis Configuration Guide Settings for Profit Analysis Based on Invoices and Orders Configuration Guide Categories The dashboard is always empty when you first access it. To display data, select a company from the field at the top of the dashboard. The dashboard provides the following categories: Profitability KPIs The Profitability Line chart at the upper left shows the selected company and the following KPIs: Net Incoming Orders Net Sales Revenue Gross Profit Cost of Goods Sold Operating Profit The Profit Margins chart at the lower left shows the profit margin KPIs: Gross Profit Margin (%) Operating Profit Margin (%) This section gives you an instant overview of the company's current profitability as reflected in the individual KPIs. Both year-to-date and the previous year's values are shown, helping you detect trends. Net Incoming Orders is the same position in the financial reporting structure configured for profit analysis as Net Sales Revenue. The difference is that the profit type for Net Incoming Orders is order profit, while for Net Sales Revenue it is earned profit. For more information on the source of data for the KPIs, see below under Data Selection. Analysis The right half of the dashboard displays breakdowns of a selected KPI into dimensions such as product categories or countries. This allows you to gain insight into how the value of the KPI is distributed across the different dimensions. To display the dimensions for a KPI, click the bar of the KPI in the Profitability Line or Profit Margins chart. The following dimensions are available: Country Product Category Sales Unit The analysis section contains two charts: The chart at the upper right shows the top three values for the selected combination of KPI and dimension for the current year and previous year, plus the deviation between the two years. This gives you Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 29

30 immediate information for analyzing your most important KPIs. For example, the chart can display your three countries with the highest gross profit, or your three sales units with the highest revenue. To analyze KPIs and dimensions that are not among your top three, use the following reports: Profit Detail by Contribution Margin Scheme Profit Overview by Key Figure The data basis for these reports is the same as that of the dashboard. The chart at the lower right shows the period history for the selected dimensional value for the current year and the previous year, enabling you to analyze the change in the value across time. To see the history for a different dimensional value, click the bar of the dimensional value in the upperright chart. If the company has more than 12 accounting periods, a range slider is displayed below the history chart so that you can adjust the period range for best readability. To shift the first or last displayed period, move the left or right end of the slider. To shift the period range as a whole, click in the middle of the slider and move it left or right. Data Selection All data for the Profitability category is selected from the company's underlying profit analysis structure as follows: KPIs With the exception of Net Incoming Orders, the data for the KPIs is selected based on postings in accounting for the current year up to and including the current date. The profit type is earned profit. For Net Incoming Orders, the profit type is order profit. This KPI is transferred to profit analysis from Customer Relationship Management and is reported based on the contribution margin scheme for profit analysis as configured for the default set of books. Net Incoming Orders is the same position in the financial reporting structure as Net Sales Revenue and differs only in the underlying profit type. Company The available companies are selected based on the user. The defaults of the selected company are the following: Set of books / fiscal year / fiscal year period Company currency Financial reporting structure of the company See Also Profit Detail by Contribution Margin Scheme Profit Overview by Key Figure Human Resources Dashboard Overview Within the Corporate Performance work center, the Human Resource Dashboard provides users with an instant overview of employees, enabling you to identify critical trends impacting your capacity planning. The dashboard provides a clear, graphical visualization of human resource data. It enables analysis of employee headcount, FTE (full-time equivalents), and employee turnover by company, facilitating proper planning for changes in staffing. For more detailed analysis, you can also view specific reports SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

31 Users can modify the information displayed by selecting a different company or all companies within your organization. Categories This dashboard provides the following categories: Headcount Development Headcount by Organization Headcount by Organization displays the number of employees by rolling quarters for the past eight quarters. Users can monitor the trend in the number of employees over the past eight quarters, which will help in making decisions concerning capacity planning. FTE by Organization FTE by Organization displays the calculated full-time equivalents by rolling quarters for the past eight quarters. Users can monitor the trend in the full-time equivalents over the past two years, which will help in making decisions concerning capacity planning. Headcount Structure Work Agreement The section Work Agreement shows the number of employees by work agreement type as of the current day. Users can monitor the current headcount structure by work agreement type, and for example, distinguish between permanent and temporary employees, as well as by executives. Employee Turnover Development Entries, Transfers, Terminations Shows the number of employees hired, transferred, and terminated over the past four quarters. Employee Turnover Rate Employee Turnover Rate displays the number of employees who left the company either through dismissal or resignation over the past four quarters. Employee Absences Shows illness and vacation rates. Both key figures are displayed as a percentage, comparing recorded absences with planned working times. See Also Headcount Employee Times Employee Turnover Purchasing Dashboard Overview Within Corporate Performance, the Purchasing Dashboard provides you with an instant overview of procurement activities, showing you strengths and areas of improvement. You get a clear, graphical visualization of procurement data, which enables the analysis of purchasing volume, product categories, and suppliers on various levels. For further analysis, you can also view specific reports. Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 31

32 Categories This dashboard provides the following categories: Purchasing Spend Summary Purchasing Spend Volume Shows the total purchasing spend volume over the last 4 quarters in terms of contract spend, purchase order spend, and maverick spend. You can view how purchasing volume is distributed among spend categories and how it changes over the quarters, enabling you to recognize trends. Product Overview Top 5 Product Categories Shows the total spend of the top 5 product categories over the last 12 months in terms of contract spend, purchase order spend, and maverick spend. To display the supplier dependency for a specified product category, choose the product category. Supplier Dependency Shows the number of suppliers and the number of products for a product category over the last 12 months: The number of suppliers enables you to determine the supply risk for the product category. The number of products enables you to determine if the product category is adequately comprehensive, compared to other product categories. Supplier Analysis Top 10 Suppliers Shows the total spend of the top 10 suppliers over the last 12 months in terms of contract spend, purchase order spend, and maverick spend. To compare the spend for a specified supplier for the current year versus the previous year, choose the supplier. Total Spend Development Shows the spend per supplier for the current year versus the spend from last year. You can view how the spend of the supplier develops. See Also Total Spend per Spend Category Service Request Dashboard Overview Within Corporate Performance, the Service Dashboard provides you with an instant overview of service request data, showing you strengths and areas of improvement. You get a clear, graphical visualization of essential service information that enables the analysis of backlogs and compliance rates on various levels. For further analysis, you can also view specific reports SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

33 Categories This dashboard provides the following categories for the service organization and month/time period selected: Backlog Analysis Average Daily Backlog Overall shows the average daily backlog in each of the last six months. The months of the current year are compared to the same calendar months of the previous year. Allows to analyze the trend of the backlog. Average Daily Backlog by Service and Support Team shows the average daily backlog in each of the last six months for all organizational units which are one level below the selected one. Average Daily Backlog by Priority shows the average daily backlog of service requests by their priority. Allows to detect if there is a backlog issue with high priority service requests. Average Daily Backlog by Service Category shows the average daily backlog of service requests by their service category. Allows to detect if backlog issues occur with certain service categories. Service Level Compliance Analysis Compliance Rate Overall shows the rate of compliance in each of the last six months. The months of the current year are compared to the same calendar months of the previous year. Allows to analyze the trend of the compliance rate. Compliance Rate by Service and Support Team shows the compliance rate in each of the last six months for all organizational units which are one level below the selected one. Allows to identify units with low compliance rates. Compliance Rate by Priority shows the compliance rates of service requests by their priority. Allows to detect if there is a compliance issue with high priority service requests. Compliance Rate by Service Category shows the compliance rates of service requests by their service category. Allows to detect if compliance issues occur with certain service categories. 3.3 Key Performance Indicators View Key Performance Indicators Quick Guide A key performance indicator (KPI) is a quantifiable, fixed business key figure, with which you can measure the progress of or degree of fulfillment for important objectives or critical success factors within an organization. The Key Performance Indicator view enables you to monitor your areas of responsibility using evaluations that are based on key performance indicators. In the Managing My Area work center, the KPIs that are visible depend on the views to which you are assigned. In the Corporate Performance work center, all KPIs are visible. In the Business Analytics work center, all KPIs are visible. You can add make KPIs available to specific managers. For more information, see Quick Guide for Design Key Performance Indicators (KPIs). Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 33

34 Tasks Populate the KPI Monitor 1. From the Key Performance Indicator view, choose Open Evaluation Catalog 2. From the Evaluation Catalog, select the KPIs you want to monitor by checking the box in the Currently Monitored column 3. Choose Save and then Close 4. In the Key Performance Indicators view, click on the refresh button. The KPIs you want to monitor are now displayed. Create a New KPI Evaluation You can create a new evaluation that is based on an existing key performance indicator. For more information, see Create a New KPI Evaluation [page 17]. Copy a KPI Evaluation You can copy an evaluation if you want to use an existing KPI evaluation as the basis of a new one. For more information, see Copy a KPI Evaluation [page 17] Edit a KPI Evaluation You can edit an existing KPI evaluation For more information, see Edit a KPI Evaluation [page 19] Delete a KPI Evaluation You can delete a KPI evaluation from the evaluation catalog. Select the evaluation you want to remove and choose Delete. However, the following restrictions apply: Public evaluations: You can delete a public evaluation provided that you are the creator of the evaluation, and that the evaluation is not currently monitored by any user. Corporate evaluations in the Managing My Area work center: You can delete a personal evaluation in the Managing My Area work center provided you are the creator of the evaluation, and you are not monitoring the evaluation. Personal evaluations in the Corporate Performance work center: You can delete a personal evaluation in the Corporate Performance work center provided you are the creator of the evaluation, and that the evaluation is not currently monitored by any user. Default evaluations cannot be deleted. When an evaluation cannot be deleted, the Delete button will be disabled. Set KPI Evaluation Properties In the Key Performance Indicators view, you can make adjustments to a KPI evaluation that you created previously by setting the properties. You can change when you want a KPI evaluation to trigger an alert, the threshold settings, or the evaluation grouping category SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

35 1. From the Key Performance Indicator view, select the KPI evaluation for which you want to set evaluation properties. 2. Choose Actions and then Set Properties. 3. Under Threshold, change the existing threshold values to suit your needs. 4. Under Alert, choose when you wish to be alerted as to the status of the KPI. You have the following options: If status changes If status disimproves If status is critical None. Select None if you do not wish to be alerted of the KPI status. 5. Under Grouping in Monitor you can change the Perspective and the Importance of the KPI evaluation. You cannot change the frequency with which it is calculated. Recalculate an Evaluation You can recalculate a KPI evaluation when you want to refresh the information that is displayed, or when you change the properties of that evaluation. From the KPI monitor, select the evaluation you wish to recalculate and choose Actions then Recalculate Evaluation. and The new values for that KPI evaluation will be updated and displayed immediately. Deactivate an Evaluation You can deactivate a KPI evaluation when you do not need it any more. This does not delete the evaluation, but only removes it from your Key Performance Indicator monitor. From the KPI monitor, select the evaluation you wish to deactivate and choose Actions then Deactivate Evaluation. and If you need to activate the evaluation again, you can easily add it to your monitor by going to the Evaluation Catalog and checking the box of the KPI evaluation in the Currently Monitored column Tasks Create a New KPI Evaluation Overview You can access this guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers. Procedure 1. From the Key Performance Indicator view choose Open Evaluation Catalog. 2. Choose New, and then Evaluation. 3. Select the KPI you want to use as a basis for your evaluation and then choose Next. Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 35

36 4. Define the evaluation [page 18] and then choose Next. 5. Define additional dimensions [page 19] for the evaluation and then choose Next. 6. Define the properties [page 20] of the evaluation and then choose Next. 7. Review the conditions, dimensions, and properties that you have set for the evaluation. If you need to change anything, choose Previous and make the changes. 8. If you do not need to make any changes to the evaluation, choose Finish Copy a KPI Evaluation Overview Copy a KPI evaluation if you want to use an existing evaluation as the basis for a new evaluation. You can access this guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers. Procedure 1. From the Key Performance Indicator view choose Open Evaluation Catalog. 2. Select the evaluation that you want to copy and then choose Copy. 3. Define the evaluation [page 18] and then choose Next. 4. Define additional dimensions [page 19] for the evaluation and then choose Next. 5. Define the properties [page 20] of the evaluation and then choose Next. 6. Review the conditions, dimensions, and properties that you have set for the evaluation. If you need to change anything, choose Previous and make the changes. 7. If you do not need to make any changes to the evaluation, choose Finish Define a KPI Evaluation Overview When creating, editing, or copying a KPI evaluation, you must define in what way the KPI is to be evaluated. To define the conditions you must select a dimension, evaluation value, condition, target value and the dependent threshold definitions of the KPI evaluation. This set of conditions determines how the KPI will be evaluated and displayed in the KPI monitor. You can access this part of the guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers, when creating a new KPI evaluation, copying a KPI evaluation, or editing a KPI evaluation. Procedure 1. Choose the Dimension that you want to evaluate. A dimension is the particular aspect or attribute of a KPI that you wish to evaluate. 2. Select an Evaluation Value SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

37 The evaluation values available depends on the dimension you have chosen. 3. From the Condition list, choose the condition that you want to set for the evaluation value. You have the following options: Set the condition to Is Lower Than if you want the evaluation value to be lower than the target value Set the condition to Is Higher Than if you want the evaluation value to be higher than the target value. Set the condition to Is Within Range if you want the evaluation value to be within a range of values that you define. 4. From the Target Value list, choose whether you want to evaluate against a reference or an absolute value. You have the following options: Set the target value to Reference if you want to compare one evaluation value with another. Select the evaluation value that you want to compare. When the target value is set to Reference, the thresholds are expressed as a percentage of the dimension with which you are comparing. Set the target value to Absolute if you want to define a fixed value for the evaluation value. Enter the fixed value that you want as the target value. When the target value is set to Absolute, the thresholds are expressed as a unit of measure such as time, currency or percentage, depending on the dimension you have chosen. If you do not provide a target value, the evaluation will be incomplete. You can still use an incomplete evaluation as it will show an evaluation value, but it will not calculate a status in the monitor. 5. Define the threshold values that are to be used for alerts in this evaluation. The thresholds to be defined depend on the condition you have chosen. You have the following options: If you have chosen the condition Is Lower Than, you must then define the medium and critical thresholds. If you have chosen the condition Is Higher Than, you must then define the medium and critical thresholds. If you have chosen the condition Is Within Range, you must then define the lower critical, lower medium, upper medium, and upper critical thresholds. For time-based evaluations, time is measured in hours rather than days (with 24 hours per day). For financial-based evaluations, the currency cannot be determined at this point. Company Currency displays as a placeholder. This will be replaced by the correct currency when you use the evaluation Edit a KPI Evaluation Overview You may want to make adjustments to an evaluation that you have created. There are two ways to modify an existing evaluation. From the Key Performance Indicators view, which is located in both the Managing My Area and Corporate Performance work centers, select the KPI evaluation that you want to modify, choose Actions and then Edit Evaluation. Or you can click on Open Evaluation Catalog, select the KPI you want to modify, and then choose Edit Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 37

38 You can only edit an evaluation if you are the owner of that evaluation. Procedure 1. Modify the evaluation [page 18] and then choose Next. 2. Modify the additional dimensions [page 19] of the evaluation and then choose Next. 3. Modify the properties [page 20] of the evaluation and then choose Next. 4. Review the conditions, dimensions, and properties that you have set for the evaluation. If you need to change anything, click Previous and make the changes. 5. If you do not need to make any changes to the evaluation, choose Finish Define Additional Dimensions for a KPI Evaluation Overview When creating, editing or copying an evaluation, this step allows you to define the details of additional dimensions that you would like to use in the evaluation. The dimension that you chose in the step Define Evaluation now has the restriction Used in Condition. Repeat these steps for all dimensions that you want to restrict: You can access this part of the guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers, when creating a new KPI evaluation, copying a KPI evaluation, or editing a KPI evaluation. Procedure 1. Select a dimension and click Restrict Values. 2. Depending on the type of dimension, you can restrict the values in two ways. a. If a single dialog is displayed with ID and Description, then you can restrict the dimension using a single value. Restrict a single value as follows: Select the value you want to use to restrict the dimension. Click OK. b. If a dual dialog is displayed with ID and Description, then you can restrict the dimension using multiple values. Restrict multiple values as follows: In the left part of the dialog, select a value you want to restrict. Click on the single arrow to restrict each value. The restricted values move from the left to the right side of the dialog. Click on the double arrow if you want to select all of the values. When you have restricted all the values you want to restrict, and they are all in the right side of the dialog, click OK. 3. To delete the restrictions for any dimension, choose Clear Restrictions. You cannot clear the restrictions for the dimension that you defined in the Define Evaluation step SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

39 Define Properties for a KPI Evaluation Overview This step allows you to give the evaluation a name and, if necessary, a description. Define how and when you want to be alerted of a change of status to this KPI evaluation, and how you want it to be grouped in your KPI monitor. You can access this part of the guided activity from the Key Performance Indicators view in both the Corporate Performance and Managing My Area work centers, when creating a new KPI evaluation, copying a KPI evaluation, or editing a KPI evaluation. Procedure 1. In the field Evaluation Name, enter the name you want to give the evaluation or use the default suggested. If you enter a name and then decide you would prefer the default name, click on Reset to Default. 2. In the text box Evaluation Description, you can enter a short explanation of what the evaluation does. If the purpose is clearly outlined, it helps a user determine if the evaluation will be useful to them. 3. Under the heading Existing Evaluations you will find the details of any other evaluations that are based on the same KPI. This should help you choose a consistent name for your new evaluation. 4. Under Evaluation Behavior, from the Alert Activation Event dropdown list box, choose when you want to be alerted of the KPI s status: If status changes If status disimproves If status is critical None 5. Under Evaluation Type, choose whether the evaluation is to be Personal, Corporate, or Public. The evaluation types available to you depend on your access rights. For users assigned to the Business Analytics work center, public evaluations are available. For users assigned to the Managing My Area work center, personal and public evaluations are available. A personal evaluation is only visible to you. For users assigned to the Corporate Performance work center, public and corporate evaluations are available. A corporate evaluation is visible to all corporate performance users. Public evaluations are visible to all users with access to KPIs. 6. Under Grouping in Monitor, define how the evaluation is to be displayed and grouped in the KPI Monitor and Evaluation Catalog by choosing the perspective and importance of the KPI evaluation. The frequency is already defined as it is based on the current calculation behavior, and it cannot be changed. From the Importance dropdown list box, choose the level of importance (High, Low, Medium, Very High) that you want to assign to the KPI evaluation. Assign one of the four business perspectives, Customer, Financial, Internal Process, or Learning and Growth and Employees to the evaluation. Corporate Performance P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 39

40 The perspective refers to the balanced scorecard management and measurement system based on the analysis of four key areas: Customer Satisfaction To achieve our vision, how should we appear to our customers? Financial Performance To succeed financially, how should we appear to our shareholders? Internal Business Processes To satisfy our shareholders and customers, what business processes must we excel at? Learning and Growth To achieve our vision, how will we sustain our ability to change and improve? SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Corporate Performance

41 4 Organizational Management 4.1 Organizational Management Overview In the Organizational Management work center, you can create and edit an organizational (org) structure that reflects your company's requirements. This work center can be accessed from business configuration, where the creation of the org structure is a required activity in the Fine-Tune phase, or it can be directly accessed in a productive system by administrators to whom it is assigned. Relevance Org Structures view Used to create the org structure that represents your company in the SAP Business ByDesign system. This defines the structure of your company and provides a single, consistent view of your organization from all perspectives of the business. It is comprised of org units that represent departments or divisions and provides a unified, graphical representation of your organizational data. The information entered in the here is used by the different business areas in the system to support business processes that require organizational information. Job Definition view Used to define jobs. When employees are assigned or hired to an org unit, they require an association with a job in the system. Work Distribution view Used to define the process of assigning work to an org unit or employee. By default, work items in SAP Business ByDesign are visible to all users that have the corresponding access rights. However, some business processes require determining the responsible org unit or employee for a work item. For these areas, you can define work distribution rules that enable you to automatically assign business documents and tasks to dedicated org units or employees. 4.2 Org Structures View Org Structures Quick Guide In the Org Structures view of the Organizational Management work center, you can create, edit, and display your enterprise s org structures. The initial screen of this view displays the active org structures that are available in the system in what is known as the Active Area. To create and edit org structures, you must switch to the Planning Area by choosing Edit or using the Edit Org Structures common task. You can only access the Planning Area if you have the authorization to do so. Active Area In the Active Area, the information shown is read-only. You can do the following: Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 41

42 View the org structure for a particular date (past, current, or future) View the selected org structures in either table or chart format Navigate the org structure and find org units using the options under Navigate, the Find button, and by zooming Print an org structure by choosing Print. Select an org structure If there are more than five org structures activated in the system, the Select Org Structures button will appear. This allows you to select which org structures you want to display in the active area. You can choose to display the selected org structures in either table or chart format. Planning Area In the Planning Area, you can create and change your org structures as required. In addition to the functions available in the Active Area, you can also do the following: Enter the date from which changes are to be valid Create or edit an org structure and save your changes Check the consistency of part or all of your org structure Activate part or all of your org structure Perform a rollback to a previously activated org structure When you activate your new org structure or your changes in the Planning Area, the org structure is moved to the Active Area. When working in organizational management, you should enable onscreen texts. Onscreen texts provide context-specific information when you move the cursor over a field. To do this, choose Personalize My Settings Onscreen Help Display Additional Onscreen Explanatory Texts. Business Background Organizational Management Organizational management (OM) is the central source of organizational information in SAP Business ByDesign. In the Org Structures view of the Organizational Management work center, you can model your company's org structure. This defines the structure of your company and provides a single, consistent view of your organization from all perspectives of the business. It is comprised of org units that represent departments or divisions and provides a unified, graphical representation of your organizational data. The org structure reflects your business's: Legal hierarchy - determines which org units belong to which company or business residence, for example Financial hierarchy - costs and profits are aggregated along this hierarchy Reporting line hierarchy - personnel-relevant tasks are forwarded along this hierarchy and it shows where personnel responsibility lies within the org structure Functional hierarchy - tasks and approvals related to functions are forwarded along this hierarchy and it is the basis for employee and organizational work distribution The information you enter in the Organizational Management work center is used by the different business areas in the system to support business processes that require organizational information. It is used, for example, to automatically push work items, such as requests for approval, to the appropriate managers. For more information, see Organizational Management [page 45] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

43 Guide: Setting Up Your Org Structure This document supports you in setting up your org structure, which you do in the Org Structures view of the Organizational Management work center. Follow this guide when setting up your org structure to avoid inconsistencies and problems at activation. Note that this document should be used in conjunction with the background information and instructions provided in the Org Structures Quick Guide [page 41]. Depending upon the size and complexity of your company, this task can take several hours. Be aware that there may be several ways to model your company in the system. You may need to adapt your org structure after activation to match your processes or to reflect organizational changes. For more information, see Guide: Setting Up Your Org Structure [page 48]. Definitions A definition is a property of an org unit. It can, for example, define an org unit as a cost center. It is used to describe the role of an org unit in the org structure. When you create your org structure in the Org Structures view of the Organizational Management work center, you must assign the relevant definitions to the org units. The Definitions tab displays the definitions and attributes that can be assigned to a selected org unit. You can assign several definitions to an org unit. To assign definitions to an org unit, click Edit in the Org Structures view. For more information, see Definitions [page 58]. Functions A key part of org structure maintenance is the assignment of functions, such as sales, personnel administration, and cost management, to org units. The function reflects what the department represented by the org unit does. You can assign as many functions as required to org units in your structure. A function is used to determine an org unit's involvement in an area of business. This org unit is integrated into business processes in this area. For example, an org unit that is flagged as a sales unit, is used in sales processes and sales documents. For more information, see Functions [page 57]. Business Constraints and Veto Checks In the Org Structures view of the Organizational Management work center, you are free to model your org structure as you wish, but the system imposes certain constraints to ensure that the business areas can work with correct organizational data. The system uses a set of rules to ensure that the information you enter is consistent. If there are inconsistencies, the corresponding rules are displayed as messages on the UI. The rules are divided into the following types: Business constraints The system checks the org structure data to ensure your structure is correct. The data you enter is compared to the business area rules. Veto checks The system checks the org structure data for consistency with business area data, for example, the system prevents changes to the validity of data that is already used in the business areas. For more information, see Business Constraints and Veto Checks [page 58]. Manager Assignment Managers assigned in the Org Structures view of the Organizational Management work center are responsible for approving tasks. They are employees or service agents who have been assigned to an org unit as a manager. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 43

44 For more information, see Manager Assignment [page 60]. Setting Up Approvals For more information, see Setting Up Approvals [page 61]. External Business Identifiers In Organizational Management, you can assign external business identifiers to org units. These identifiers are issued by external authorities for identification of your company, or parts of your company, in business to business transactions and in other transactions with external partners. For more information, see External Business Identifiers in Organizational Management [page 62]. Deviating Business Residence Assignments When you assign an org unit to a Business Residence that is not directly below in the org structure, the assignment is known as a deviating Business Residence assignment, because you are defining a deviation between the standard and legal hierarchies. You are stating that the org unit legally belongs to a different geographical area within the company. This functionality is needed for specific cases, where it allows you to correctly reflect your reporting structure and to avoid the duplication of Business Residences in the system. For more information, see Deviating Business Residence Assignments [page 63]. Time Dependency All information entered in the Org Structures view of the Organizational Management work center is time dependent. 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. For more information, see Time Dependency: Effective-From Date, Start Date, and Validities [page 65]. Org Data Requirements for Applications The following documents contain organizational management related data that is required for the applications: Organizational Data Requirements for Human Resources [page 71] Organizational Data Requirements for Financials [page 69] Organizational Data Requirements for Customer Relationship Management [page 67] Organizational Data Requirements for Supply Chain Management [page 77] Organizational Data Requirements for Supplier Relationship Management [page 76] Organizational Data Requirements for Projects [page 75] Tasks Create and Edit the Org Structure For information about this task, see here [page 79]. Assign an Employee For more information about this task, see here [page 82]. Assign a Manager For more information about this task, see here [page 83] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

45 Export Business Data Using Microsoft Excel You can download your org structure to Microsoft Excel from the table view of the Org Structures view. This download function is not available in the chart view. For more information about this task, see here Business Background Organizational Management Organizational management (OM) is the central source of organizational information in SAP Business ByDesign. In the Org Structures view of the Organizational Management work center, you can model your company's org structure. This defines the structure of your company and provides a single, consistent view of your organization from all perspectives of the business. It is comprised of org units that represent departments or divisions and provides a unified, graphical representation of your organizational data. The org structure reflects your business's: Legal hierarchy - determines which org units belong to which company or business residence, for example Financial hierarchy - costs and profits are aggregated along this hierarchy Reporting line hierarchy - personnel-relevant tasks are forwarded along this hierarchy and it shows where personnel responsibility lies within the org structure Functional hierarchy - tasks and approvals related to functions are forwarded along this hierarchy and it is the basis for employee and organizational work distribution The information you enter in the Organizational Management work center is used by the different business areas in the system to support business processes that require organizational information. It is used, for example, to automatically push work items, such as requests for approval, to the appropriate managers. As part of your go-live activities, you use your existing org charts, cost center structures, and reporting lines for personnel management, to identify the functions and work of the different departments or divisions across your enterprise. You create and activate the org structure in the Organizational Management work center based on this information. When your system is live, you can edit the org structure to reflect your changing business needs. For more information about how to create your org structure, see Guide: Setting Up Your Org Structure [page 48] and Create and Edit the Org Structure [page 79]. In scoping, you can also migrate previously created org structures, for example, when you want to move from a test system to a productive system. For more information on the scoping and migration of Organizational Management, see Manual Setup or Import of the Org Structure. Org Structure Information Org Units In the Organizational Management work center, you use org units to create your org structure. An org unit is a node that represents an element of your business, for example, it can be a department with employees assigned to it, or it can represent the legal entities in your business, such as a company. Once you have identified the structure that is most suitable for your needs using your existing org information, you can then create this structure by creating and linking the units, and assigning the definitions that you require within your enterprise. These definitions reflect the role of the org units in your enterprise, for example, you can define your org unit as a company, or a cost center. You can also define the functions of each unit. The functions you assign determine the work centers proposed by the system for end users. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 45

46 For more information, see Definitions [page 58] and Functions [page 57]. The org unit ID is the single ID that can be defined for an org unit. If you define an org unit as a cost center, then the org unit ID is also automatically that of the assigned definition, for example, cost center, and cannot be overwritten. Time Dependency: Effective-From Date, Start Date, and Validities All information entered in the Organizational Structures view is time dependent. 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. Effective-From Date The effective-from date can be entered in the Effective From field. When you choose Go, the system loads the org structure that is valid on this date. Every change that you make will be effective from this date. For example, if you create a new org unit, the org unit will be valid from the current effective-from date and not from the current system date. Due to the importance of the effective-from date, check that the correct date is set before making any change in a new session in the Planning Area. Note that the system supports you by memorizing the effective-from date you used when you last saved the org structure. You can make changes within the org structure for different effective-from dates in one session. When you activate the org structure, this activation is not time-dependent, that is, all of your changes for all of your dates are transferred to the active version. It does not make a difference which effective-from date is set at the time of activation, that is, the effective-from date that you set for your data and the date of activation are independent of each other. Start Date The start date is the initial effective-from date that you use when you first set up your org structure. This date should be carefully chosen. Specify the unique start date that is to be used for the entire org structure prior to creating any org units. It should be close to the transition into the SAP Business ByDesign system, so that the data maintained in the system represents the reality of your company at that time. Use the oldest date from the following list as the start date for your org structure: First day of the migration fiscal period for general ledger opening balances. This is typically one month prior to your go-live date. First day of the current fiscal year if you wish to migrate fixed assets. Note that in service dates of your fixed assets are irrelevant here. First day of the oldest fiscal month for any general ledger balances. If you wish to post amounts in previous fiscal periods, the fiscal period must be opened and the corresponding organizational data (company, cost centers, and so on) needs to be maintained. The migration date for your employees, that is, the date from which you wish to assign employees to org units. An employee assignment is the prerequisite for assigning an employee as manager to an org unit. Note that you may migrate employees into the system for dates prior to the start date of the org structure, so there is no need to set the start date to the first hiring date of your employees. Once you have chosen your start date, use it as the only effective-from date for all initial structure set-up activities, and for definition or function assignments. Timelines and Validities The effective-from date and the start date are used to determine the validities of org units. You can use the Timelines tab to change the validities of your org units and their properties. You can change the validity of an org unit as follows: Change the start date to a future date Change the end date to an earlier date SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

47 Change both the start date and the end date Changing the dates is only possible if no business documents from applications are using the org data within the changed timeframe. Otherwise, the system will generate error messages. You can view open business documents in the Org Unit Overview to avoid shortening timelines that may create inconsistencies in the business documents. The timeline of a unit is limited by the timeline of its parent unit you cannot extend the timeline of a child unit before or after that of its parent. Also, if you extend the timeline of a parent unit into the past (change the start date to an earlier date) on the Timelines tab, the system automatically extends the timeline of the child units to match the parent timeline. If you need to shorten the timeline of a parent unit, but want to keep the timelines of the child units, you can relocate the child units to other parent units with matching timelines. You must always ensure that you have adapted all child units to the new timelines or relocated them. If there are any inconsistencies, there will be a corresponding error message when you check your org structure or at activation. If you wish to extend the validity of the org units, start with the top org unit, and work downwards. If you wish to reduce the validity of your org units, for example, by setting a later start date, start with the org units at the bottom of the tree and work upwards. Set the first date on the Timelines tab to the new desired date. You will notice that all other dates for properties of this org unit will also change to this date, unless the properties of the org unit already had different start or end dates. In this case the system will not change the validity of these properties. Go through the hierarchy and repeat for each org unit. Org Unit Overview The Org Unit Overview displays a snapshot of a selected org unit for the specified Effective From date. It provides details of the properties of the org unit, for example, whether the org unit is a Reporting Line Unit or Cost Center. It also lists the assigned functions and provides an overview of the organizational work distribution for this org unit. The Org Unit Overview also displays open business documents in the system. It calls these up with reference to the current date and not the effective-from date that has been maintained. If you then want to change or restrict the validity of an org unit, you can consult the Org Unit Overview before setting the end date of an org unit to see the number of open documents in the system, for example, to see the amount of open invoices for a cost center of an org unit. You can access the Org Unit Overview in the following ways: Using the context menu of an org unit (you can access this by clicking the triangle at the bottom right of the org unit) By selecting the org unit and clicking the Navigate button By clicking any org unit ID or name that is available as a hyperlink on the user interface The View All button within the Org Unit Overview displays in detail the breakdown of the Definitions, Functions, Work Distribution, and Employees belonging to the org unit. The information displayed in the Org Unit Overview is only relevant for the selected org unit. If a subtree exists below the selected org unit, the overview does not summarize the data contained in the child org units below. Constraints and Checks You can model your org structure freely in the Organizational Management work center; but the business areas in the system must work with consistent data. The system uses a set of rules to ensure that the information you enter is consistent with the business area requirements. For example, in the system, financial data requires at least one org unit to be flagged as a cost center. When you check your structure using the Check button, the system displays these inconsistencies in the form of error messages. You must resolve these messages before you can activate your org structure. There are two types of system checks; business constraints and veto checks. Business constraints are the mandatory relationships Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 47

48 between org units or properties that you must ensure exist in your structure. For example, a company must always have a default address. Veto checks are imposed in the system by the different business areas to ensure that your organizational changes do not invalidate business processes or business area data. For example, the financial data does not allow a change in the validity of an org unit that is a cost center with an open balance. For more information, see Business Constraints and Veto Checks [page 58]. Activating Your Org Structure To activate your org structure, all constraints must be resolved for each point in time. When you model your org structure there will be temporary inconsistencies, so the system allows for the org structure to exist in two areas, the Planning Area and the Active Area. The Active Area is the read-only view in the Organizational Management work center. It is the default view that appears when you select the Org Structures view. Only the org structure displayed in the Active Area contains active data that is used by the business areas in the system. You can access the Planning Area by using the Edit Org Structures common task or by choosing Edit in the Active Area. The Planning Area is where you create, edit, plan, and test your structure. You can only activate your org structure when all constraints have been resolved. When you activate your org structure the data in the planning area is immediately available to all business areas in the system, and your changes are merged into the existing active structure and appear in the Active Area. Tips for Activation: Resolving Business Constraints and Veto Checks Always check your changes before activation by using the Check button. Review the timelines of the org units displayed in the error message. When you change your org structure, the relationship between the org units may be broken at a point in time because of the changes. Use the Org Unit Overview as guidance when you need to change the validity of an org unit. Any open business documents on that org unit should be closed before you change the validity of the org unit. If you are activating a large org structure, use a background run to activate your changes. This greatly improves system performance. To do so, choose Activate Activate Selected and Dependent Org Units in Background Work Distribution Work distribution defines the process of assigning work to an org unit or employee. By default, work items in SAP Business ByDesign are visible to all users that have the corresponding access rights. However, for some business processes the org unit or employee responsible for a work item has to be determined. For these areas, you can define work distribution rules that enable you to automatically assign business documents and tasks to dedicated org units or employees. For more information, see Work Distribution [page 88] Guide: Setting Up Your Org Structure This document supports you in setting up your org structure, which you do in the Org Structures view of the Organizational Management work center SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

49 Follow this guide when setting up your org structure to avoid inconsistencies and problems at activation. Note that this document should be used in conjunction with the background information and instructions provided in the Org Structures Quick Guide [page 41]. Depending upon the size and complexity of your company, this task can take several hours. Be aware that there may be several ways to model your company in the system. You may need to adapt your org structure after activation to match your processes or to reflect organizational changes. When working in organizational management, you should enable onscreen texts. Onscreen texts provide context-specific information when you move the cursor over a field. To do this, choose Personalize My Settings Onscreen Help Display Additional Onscreen Explanatory Texts. General Considerations Gather all Relevant Information Before you start to model your org structure, gather the following information: A list of all legally registered entities (companies) A list of the major locations where parts of these companies reside An overview of your reporting line (employees and managers) An overview of the tasks and responsibilities taken over by your employees (departments and their responsibilities) Information on the structure of your internal and external financial reporting (cost centers, profit centers, segments) Sketch your Org Structure It may prove useful for you to gather the relevant information in a sketch before you model the org structure in the system. A sketch is easy to change while you are gathering information. However, if you feel confident enough, you can work directly in the system. Here is an example of a draft org structure: Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 49

50 Activate Only When the Org Structure is Complete Once you have a clear idea of what your org structure should look like, you can implement your ideas in the system. The activation of the model should be the last step of the setup process. When you activate, the following elements of the org structure are fixed and can no longer be changed: All IDs of your org units will be fixed permanently. There is no way to change them after activation. For each company, a corresponding business partner will be created. After activation, a company can no longer be deleted. For each business residence, a corresponding site will be created. After activation, the relationship between the company and the business residence can no longer be changed and the business residence can no longer be deleted. When modeling the org structure, it is advisable to regularly test it for correctness by using the Check button. As the org structure needs to adhere to a set of business constraints that ensure the correctness of the data, you could have a long list of error messages at the end if you do not perform checks in between. For more information on business constraints, see Business Constraints and Veto Checks [page 58]. Note that you can make changes within the org structure for different effective-from dates in one session. When you activate the org structure, this activation is not time-dependent, that is, all of your changes for all of your dates are transferred to the planning version. It does not make a difference which effective-from date is set at the time of activation. General Aspects of the Org Structure There are two directions from which you should gather the organizational information for entry in the system: The top-down view consisting of legal entities (companies and business residences) in your enterprise SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

51 The bottom-up view that looks at how people and work are organized in the enterprise Both views must be brought together in the org structure, while at the same time considering any further aspects, such as financial reporting. Start Date You define the unique start date that is to be used for the entire org structure prior to creating any org units. It should be close to the transition into the SAP Business ByDesign system, so that the data maintained in the system represents the reality of your company at that time. Use the oldest date from the following list as the start date for your org structure: First day of the migration fiscal period for general ledger opening balances. This is typically one month prior to your go-live date. First day of the current fiscal year if you wish to migrate fixed assets. Note that in service dates of your fixed assets are irrelevant here. First day of the oldest fiscal month for any general ledger balances. If you wish to post amounts in previous fiscal periods, the fiscal period must be opened and the corresponding organizational data (company, cost centers, and so on) needs to be maintained. The migration date for your employees, that is, the date from which you wish to assign employees to org units. An employee assignment is the prerequisite for assigning an employee as manager to an org unit. Note that you may migrate employees into the system for dates prior to the start date of the org structure, so there is no need to set the start date to the first hiring date of your employees. Once you have chosen your start date, use it as the only effective-from date for all initial structure set-up activities, and for definition or functional assignments. Check that the correct date is set before making any change in a new session in the Planning Area. Note that the system supports you by memorizing the effective-from date you used when you last saved the org structure. If necessary, you can correct the start dates of your org units via the user interface as follows: 1. Go to the Timelines tab. If you wish to extend the validity of the org units, start with the top org unit, and work downwards. If you wish to reduce the validity of your org units, for example, by setting a later start date, start with the org units at the bottom of the tree and work upwards. 2. Set the first date on the Timelines tab to the new desired date. You will notice that all other dates for properties of this org unit will also change to this date, unless the properties of the org unit already had differing start or end dates. In this case the system will not touch the validity of these properties. 3. Go through the tree and perform step 2. for each org unit. Org Unit IDs and Names When assigning IDs to org units, keep in mind that end users will frequently enter the IDs when working in the system, for example to identify a cost center, or the company of a profit center. Make sure that the org unit IDs are easy to key in. A proposal is to use a character, followed by 3 to 4 digits, for example C1000, C1100, C1200. The character C indicates an area in the enterprise and the numbering is hierarchical. Do not embed meanings in the unit ID itself like CC for cost centers and PC for profit centers. After the first activation of an org unit, its ID can no longer be changed. Make sure that all your org units have a unique name across the whole organization. This is because when working with org data in the system, sometimes only the name will be visible on screen therefore, having three departments named Sales (even across company boundaries) is not helpful. Legal Structure Companies Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 51

52 All your legal entities should be modeled as companies in the system. Even companies without any fixed assets, such as letterbox companies, should be created as a separate node in the structure. However, no legal entity should be modeled as two org units in the org structure. The system will create a business partner for each company and link it to this company on activation. This business partner can then be used to represent the company in the relevant business processes, such as intercompany transfers. The business partner will have the same ID as the company. Note that if you wish to use a different ID, you can specify this in the Internal Business Partner field in the External Business Identifiers of your company, which you can find on the General tab of the Org Structures view. It is recommended that you do not set the Company and Business Residence definitions on the same org unit. You should set the Company at the top level and the Business Residence at the level below, as shown in the graphic above. Multi-Company Environments If you need to model more than one company in your org structure, there are several ways to do so: Side by side as separate structures Side by side with a collective superior node Stacked, for example to express legal inter-company constellations The modeling should be chosen based on the preferred display of the org structure. All options are correct. This choice has no influence on the system s functionality. Stacking the companies will not imply any explicit or implicit consolidation of the financial data of the companies. Business Residences A business residence defines the org unit as a representation of the company within a geographic area that underlies similar taxation and has a unique material valuation. As such, a business residence can be, for example, a town or city, even if your company has several addresses within this town or city. You must create at least one business residence for every company in the system. It is recommended that you assign the Business Residence definition to an org unit a level below the Company org unit. To decide if you should model a location of your company as a separate business residence, adhere to the following: All business activity is subject to uniform tax processing; for example, all employees at this location have the same tax authority The valuation of material is separate from other locations Financial data for materials is maintained separately from other locations When the business residence is activated, a site is automatically created and linked to the business residence. The business residence represents the legal aspects of the location, whereas the site represents the geographical and logistical aspects. The site can then be used in the supply chain and logistics area to define further logistical entities below it, for example warehouses, service points, storage locations, and so on SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

53 Adhere to the following when creating your business residence: Choose the business residence s name based on its location and company. For example, the London residence of Akron Heating could be named Akron Heating London. Do not aggregate the Company and Business Residence definitions on the same node. If at a later point in time the company needs to be moved, or its address needs to be changed, it is not possible without moving the business residence. All business residences should be below the company level. Note that especially if a major part of your company, for example, your headquarters, resides at one of your business residences, you should still proceed as described above and model the business residence below the company. Reporting Line and Departmental Structure Setting up the departmental structure of your enterprise will help you establish what org units you will need in the system. If you already have your enterprise organized in departments, you should model these first. Then you can assign the employees who are working in these departments. If you do not have a departmental structure in your enterprise, proceed by listing and grouping the individuals working in your company by answering the following questions for each of them: What work centers will they use? (for example, General Ledger, Purchase Requests and Orders, Customer Invoicing) To which cost center are they assigned? Who will be their line manager? In which company and business residence will they be employed? Note that currently an employee can only have one employment at a time, so the employee can only be assigned to one org unit at a time. Deviations Between the Legal and the Reporting Hierarchy When you have identified the departments in your org structure, you must arrange them hierarchically in the system. While most of the time, the reporting hierarchy (who do you report to) and the legal hierarchy (where does a department legally and geographically belong) are the same, there are cases where these hierarchies differ. In such a case, in our model, the reporting hierarchy is the leading and visible hierarchy and the legal hierarchy can be maintained by entering a deviating assignment to the correct business residence. You should first set up all departments based on their reporting lines. If, subsequently, a department is not below the correct business residence, set the correct business residence in the Belongs to field on the Definitions tab of the Org Structures view. Typical examples for deviations are the following: Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 53

54 Line management across regional, company, or country borders. In this example, Department C is locally and legally placed in the company abroad, while reporting to the home company. Centralized line management for decentralized functions. In this example, the sales and service departments are spread among two business residences, while they report to their head of sales and head of service departments (represented by the Sales Organization and Service Organization functions) in the main business residence. For more information, see Deviating Business Residence Assignments [page 63]. Functions and Work Distribution When you have modeled the departments and any additional org units that you require in your org structure, you need to mark the org units that have functional responsibilities. You have a choice of several functions in applicationspecific groupings. Assigning one or more functions to an org unit makes that org unit part of the functional organization of the enterprise. This means that the system proposes the corresponding work centers for assignment to employees who are assigned to such org units. If the Quality Assurance function is assigned to an org unit, any SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

55 employees assigned to this org unit will have the work centers Quality Planning and Quality Control proposed for assignment to them in the Application and User Management work center. In addition, the functions are used to determine the default owners for tasks and documents in the areas Supply Chain Planning, Customer Relationship Management, and Supplier Relationship Management. This defaulting is performed through work distribution rules. These rules contain a specific set of parameters, based on which a document is assigned to an org unit. For example, you could choose to assign all sales orders relating to France, Spain, and Portugal to your sales unit Sales South Europe. For more information, see Functions [page 57] and Work Distribution [page 88]. Application-Specific Aspects of the Org Structure This section provides useful information on application-specific aspects of the configuration of your org structure. Customer Relationship Management In sales and in service, the most important functions are the Sales Organization and the Service Organization functions. These functions define the top (highest-level) org unit of your sales or service hierarchy. You then define your sales and service processes for these org units in the relevant work centers. All other sales and service units must be placed below this level. For this reason there cannot be a Sales Organization above or below another Sales Organization. The same is true for the Service Organization function. For more information, see Organizational Data Requirements for Customer Relationship Management [page 67]. Financials Cost Centers If an org unit represents a cost center in reality, you should assign the corresponding definition to it in the org structure. Most departments in your company could be cost centers. Cost centers that do not represent physical org units of the enterprise that generate cost, but exist solely to collect and distribute costs of specific kinds, such as the corporate phone bill, should be modeled as org units as well. We recommend that you also maintain the cost center type. For more information, see Cost Center. Profit Center Accounting A prerequisite for setting this up is that you have enabled Profit Center Accounting in business configuration. Once enabled, you must model at least one org unit with the profit center definition for each business residence, and one segment within each org structure. A segment is the top node of a profit center hierarchy. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 55

56 For more information on the configuration of the org structure for Financials, see Organizational Data Requirements for Financials [page 69]. Supply Chain Management A prerequisite for the setup of supply chain management is the setting of the definitions company, business residence, and cost center in your org structure. Once you activate the business residence, the system will automatically create a site with the same ID as the business residence, which then can be used to set up all supply chain relevant master data. For more information, see Organizational Data Requirements for Supply Chain Management [page 77]. Supplier Relationship Management A prerequisite for the setup of supplier relationship management is the setting of the definitions company, business residence, and cost center in your org structure. Once you activate the business residence, the system will automatically create a site to which goods can be delivered. You should also set the functions Operational Purchasing, Strategic Purchasing, and Supplier Invoicing where appropriate. For more information, see Organizational Data Requirements for Supplier Relationship Management [page 76]. Human Resources A prerequisite for the setup of human resources is the setting of the definitions company, business residence, cost center, and reporting line unit in your org structure. You should also define jobs and maintain managers for your org units. For more information, see Organizational Data Requirements for Human Resources [page 71]. Finalization and Checklist Activate your org structure to make it available for all business processes in your system. If the system throws error messages on activation, resolve these one by one and follow the instructions provided. If the system successfully activates the org structure and you encounter unexpected behavior in your processes or applications, check the following list of aggregated hints before reporting an incident: Start date of your org structure Have you defined the correct start date for your org structure? Choose the same effective-from date for all org units when setting up your org structure for the first time. Legal entities Are all your legal entities represented by exactly one company in the system? Major locations of your enterprise Are all business residences modeled in your system? There must be at least one business residence for each company. However, you should model your business residences below the company, not at the same level. Sales and service structure If you are using sales or services, have you modeled a Sales Organization, or a Service Organization above your sales or service units? Departments and functions Have you gathered your employees into departments? Have you configured all org units with the correct functions? Note that you should not assign employees or select any functions at company level. Only managers should be assigned at company level. Managers Have you assigned managers to your org units? A manager can only be assigned after they have been assigned or hired as an employee first SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

57 Deviations between the standard (reporting) and legal hierarchy After modeling all org units and assigning employees, have you noticed that an org unit or an employee is below the wrong business residence? If this is the case, have you maintained a deviation to the correct business residence? Functions Overview A key part of org structure maintenance is the assignment of functions, such as sales, personnel administration, and cost management, to org units. The function reflects what the department represented by the org unit does. You can assign as many functions as required to org units in your structure. A function is used to determine an org unit's involvement in an area of business. This org unit is integrated into business processes in this area. For example, an org unit that is flagged as a sales unit, is used in sales processes and sales documents. In the Org Structures view of the Organizational Management work center, the Functions tab in the Active Area displays the functions that have been assigned to an org unit. To edit the assignment of functions, you must be in the Planning Area, which you can access by choosing Edit in the Active Area of the Org Structures view. Work Center Assignments All functions are used to propose work centers for users. Users are assigned to org units as employees. The functions assigned to these org units determine the work center proposals for the users. For example, if you assign an employee to an org unit to which the function general ledger has been assigned, the General Ledger work center and all of its work center views are proposed for this user. These work center assignment proposals are visible in the Application and User Management work center, where user data can be maintained. Here, you can assign the proposed work centers, assign additional work centers, and update other information, such as passwords. Related Work Categories Some functions in the areas of purchasing, sales, and supply chain management are linked to one or several work categories. Based on the configuration of these work categories, org units are proposed in business documents in the business areas. For example, you could set up a work rule within a work category that specifies that sales orders that start with a certain postal code must be assigned to a specific sales unit (org unit with the function Sales assigned to it) in your org structure. For more information about work categories, see Work Categories [page 90]. Functions For more information about each function, see the following links: Cash Flow Management Function Customer Invoicing Function Customer Service Function Financial and Management Accounting Function Human Resources Function Logistics Master Data Management Function Marketing Function Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 57

58 Master Data Function Operational Purchasing Function Production Function Quality Assurance Function Sales Function Sales Organization Function Service Organization Function Strategic Purchasing Function Supplier Invoicing Function Supply Chain Planning and Control Function User Management Function Warehousing Function Definitions A definition is a property of an org unit. It can, for example, define an org unit as a cost center. It is used to describe the role of an org unit in the org structure. When you create your org structure in the Org Structures view of the Organizational Management work center, you must assign the relevant definitions to the org units. The Definitions tab displays the definitions and attributes that can be assigned to a selected org unit. You can assign several definitions to an org unit. To assign definitions to an org unit, click Edit in the Org Structures view. Definitions For more information on each definition, see the links below: Business Residence Company Cost Center Profit Center Program Reporting Line Unit Segment Business Constraints and Veto Checks In the Org Structures view of the Organizational Management work center, you are free to model your org structure as you wish, but the system imposes certain constraints to ensure that the business areas can work with correct organizational data. The system uses a set of rules to ensure that the information you enter is consistent. If there are inconsistencies, the corresponding rules are displayed as messages on the UI. The rules are divided into the following types: Business constraints SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

59 The system checks the org structure data to ensure your structure is correct. The data you enter is compared to the business area rules. Veto checks The system checks the org structure data for consistency with business area data, for example, the system prevents changes to the validity of data that is already used in the business areas. The check for business constraints and veto checks occurs automatically when you activate your org structure using one of the options under Activate. The business constraints and business areas are checked and the system will notify you if there is any inconsistency; this is displayed as a message on the user interface. You can also trigger a check of the business constraints and veto checks using Check. You must resolve all business constraints and veto checks before you can activate the org structure. Business constraints ensure the availability of required organizational properties (such as definitions and functions) in the correct place in the org structure. A business constraint will be raised by the system, for example, if there is not at least one company in the org structure, or if a cost center does not have a company above it in the org structure. Veto checks prevent you from moving, deleting, or changing the timelines of organizational properties when they are used by application areas or in business documents. A veto check will be raised by the system, for example, if you try to delete or change the timeline of a cost center when there are already postings on this cost center. It is important to recognize the impact of time dependency when assigning definitions and functions; be aware of the timeline of each org unit and its interdependency with other org units. A business constraint or veto check may apply at a specific point in time and not at other points in time, so you must check the timelines to ensure consistency. If you change your scoping, your business constraints and veto checks will change accordingly. You will only see messages for functions you have scoped. General Constraints To activate the org structure successfully, and to allow business processes to run in the system, the following guidelines must be adhered to: Regardless of what you have selected when scoping your system, the following constraints must be met: 1. You must flag at least one org unit in an org structure as a Company. All data in the system references the Company unit, and this must be defined to enable all system business processes to run. 2. You must flag at least one org unit in an org structure as a Business Residence. The business residence flag establishes a geographical connection (site) between the org structure and physical locations. 3. It is recommended that you do not flag the same org unit as both a company and a business residence. Dealing with Messages Each inconsistency will lead to an individual message, which means that a lot of messages may appear when you first try to activate your org structure. Each of these messages must be resolved before activation is possible. There is frequently additional information available to help you deal with the message under the More link that appears with the message. For more information about how to set up your org structure correctly and thereby avoid business constraint and veto check messages on activation, adhere to the instructions in Guide: Setting Up Your Org Structure [page 48] and Create and Edit the Org Structure [page 79]. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 59

60 Manager Assignment Overview Managers assigned in the Org Structures view of the Organizational Management work center are responsible for approving tasks. They are employees or service agents who have been assigned to an org unit as a manager. When a business process requires manager approval, the system accesses the org structure and searches for the responsible manager. For example, if the business process needs to identify a cost center manager for a shopping cart that has been created in the system, the system accesses the hierarchy at the level of the employee who created the shopping cart and searches up the hierarchy until it finds the responsible cost center manager. The shopping cart then appears for approval in this manager s worklist in the Approvals view of the Managing My Area work center. In the Managing My Area work center, the manager can see a list of their pending approvals and other information based on the type of org unit to which they are assigned. For example, they can see sales reports if the org unit is a sales unit. They can also see figures related to sales from their level in the org hierarchy or below, but not above. For more information about approvals, see the Approvals Quick Guide [page 5]. For more information about setting up approvals so that they get sent to the correct manager and can be approved, see Setting Up Approvals [page 61]. Management Responsibilities The definitions and functions assigned to an org unit define the responsibilities of the manager of that org unit. The following table shows the properties available in organizational management and their corresponding management responsibility: Definition Management Responsibility Title Used for Approvals Company Managing Director Managing Director No Reporting Line Unit Personnel Responsibility Reporting Line Unit Manager Yes Cost Center Cost Responsibility Cost Center Manager Yes Profit Center Profit Responsibility Profit Center Manager No Segment Segment Responsibility Segment Manager No Program Program Responsibility Program Manager No Business Residence No management Not applicable No responsibility Any Org Function Functional Responsibility Functional Manager Yes Project managers are an exception. They are assigned as the Person Responsible when creating a project in the Project Management work center. If a function is assigned to an org unit, the manager is a functional manager. There is only one manager responsibility for all of the org functions that are available on the Functions tab. If managers have functional responsibility, they are responsible for all functions in their org unit and all the org units below it, down to the level of the next functional manager, even if only one function is directly assigned in his or her unit SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

61 Management responsibility is passed down the org structure to the point in the org structure where another manager is assigned for the same responsibility. If, for example, a manager is responsible for an org unit with a Reporting Line Unit definition, then this manager will be responsible for approving all holiday requests for employees in this org unit and below, to the point where another manager is assigned to an org unit with the Reporting Line Unit definition. Managers cannot act as their own managers - for example, a reporting line unit manager cannot approve their own leave requests. In these cases, the system searches up the org structure to the next responsible manager, who is then asked for approval for the approval task in question. In addition to manager assignment via the organizational hierarchy, it is also possible to manually assign additional appraisers for approval tasks via work distribution assignments in the Employee Work Distribution view in the Organizational Management work center. Assigning an Employee as a Manager The employee or service agent you want to assign as a manager must be available in the system and must be assigned to an org unit as an employee: If Human Capital Management is active in your system, you create and assign employees in the Personnel Management work center. You create service agents in the Business Partner Data work center and assign them in the Organizational Management work center. If Human Capital Management is inactive, you create both employees and service agents in the Business Partner Data work center and assign them to org units in the Organizational Management work center. Once the employee or service agent is assigned to an org unit, you can assign them as the manager of one or several org units. In the Organizational Management work center, you choose Edit Org Structures in the Common Tasks. Then you select the relevant org unit and assign the manager on the General tab. You will have to activate this change, before the assignment is available in the system. Employees with management responsibility also need access to the Managing My Area work center. This work center can only be assigned via the Application and User Management work center. Even if an employee or service agent has management responsibility, the Managing My Area work center will not automatically appear in his or her list of assigned work centers.. Only one manager can be assigned to each org unit, even if there are several definitions and/or functions assigned to this unit. The selected manager is then the manager for all of the definitions and/or functions that are assigned to this org unit Setting Up Approvals You can set up approval processes in SAP Business ByDesign in the following ways: Maintain managers in the Org Structures view of the Organizational Management work center. When a business process requires manager approval, the system accesses the org structure and searches for the responsible manager. For example, if the business process needs to identify a cost center manager for a shopping cart that has been created in the system, the system accesses the hierarchy at the level of the employee who created the shopping cart and searches up the hierarchy until it finds the responsible cost center manager. The shopping cart then appears for approval in this manager s worklist in the Approvals view of the Managing My Area work center. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 61

62 For more information, see the Org Structures Quick Guide [page 41] and Manager Assignment [page 60]. Define rules for employee work distribution in the Work Distribution view of the Organizational Management work center. Certain business processes require that employees responsible are determined for a business document (for example, the sales account manager responsible for an account). For specific business processes, you also have to use employee work distribution to define an employee as an approver or alternative approver. For more information, see Work Distribution [page 88] and Types of Approvals [page 6]. Using employee work distribution, you can define approvers for financial processes. We recommend maintaining these approvers when configuring your solution. Ensure that all managers maintained in the Org Structures view of the Organizational Management work center and all approvers maintained elsewhere in the system have access to the Managing My Area work center. This allows the managers to view and approve their pending approvals. If an employee is assigned as a manager in organizational management or as an alternative approver elsewhere in the system, but does not have the Approvals view of the Managing My Area work center assigned, they cannot manage their approvals. For more information, see User and Access Management and the Approvals Quick Guide [page 5] External Business Identifiers in Organizational Management In Organizational Management, you can assign external business identifiers to org units. These identifiers are issued by external authorities for identification of your company, or parts of your company, in business to business transactions and in other transactions with external partners. You maintain general business identifiers in the Org Structures view of the Organizational Management work center. To maintain external business identifiers for an org unit, choose Edit to access the Planning Area, select your org unit, and choose General Business Identifiers on the General tab. There are different types available: 1. Dun and Bradstreet Number The Dun and Bradstreet Number (D-U-N-S) supports business-to-business transactions with external systems and communications. In the system, you can assign at least one unique D-U-N-S number to the org structure by assigning it to the appropriate org unit. 2. Global Location Number The Global Location Number (GLN) also supports business-to-business transactions. You can assign this ID to any org unit in the org structure. 3. ID at Payroll Provider If you have selected Human Resources and Payroll Processing during scoping, your payroll provider may require different identifiers for your departments than those internally used. Align with your payroll provider and assign the identifiers to the appropriate org units using this field. 4. Company Number The Company Number (Betriebsnummer) is valid only for Germany. It is used in business-to-business external and internal human resource transactions and it is recommended wherever an org unit is defined as a Business Residence in the system. The company number as the identification of the employer is prerequisite for any payroll related processes with social insurance funds, for example, contribution payments or DEUEV notifications. 5. Internal Business Partner ID When an org unit is defined as a company, a business partner is automatically created by the system when the company is activated. You can overwrite the proposed system ID before the company is activated, if required SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

63 6. SEPA Creditor Identifier The SEPA Creditor Identifier uniquely identifies a company as a creditor in the Single Euro Payments Area (SEPA). The identifier is used in payments made by SEPA Direct Debit. This identifier should only be maintained for org units that have been flagged as a Company. For more information, see Incoming Payments by SEPA Direct Debit Deviating Business Residence Assignments Overview In the Org Structures view of the Organizational Management work center, the Business Residence is a definition that defines an org unit as a representation of the company within a geographical area. Note that you can also assign an org unit to an existing business residence that is not in the same structure as the org unit. This can be done by entering the target business residence in the Currently Belongs To field in the Definitions tab. Note that all child units of the org unit will inherit this business residence. Where you assign an org unit to a business residence that is not directly inherited, the assignment is known as a deviating business residence assignment, because you define a deviation between the standard and legal hierarchy. You are stating that the org unit legally belongs to a different geographical area within the company. This functionality is needed for specific cases, where it allows you to correctly reflect your reporting structure and to avoid duplicate business residences in the system at the same time. For more information about the Business Residence definition, see Business Residence. Case 1 Cross Reporting in the Org Structure This is where an org unit does not report to the business residence to which it geographically belongs. The org unit is located in business residence A, but reports to business residence B. In the system, you would generally model the org unit below business residence B for reporting reasons. Then define the deviation and assign the org unit to business residence A as outlined above. A subsidiary of your company is in a different geographical location. The subsidiary does not report to the affiliated company that is in the same geographical location, but instead reports to the head offices in your home country. In this case you would model the subsidiary below your headquarters to reflect the reporting structure. Then you would define the deviating business residence assignment, and assign it to the affiliated company which will correctly model the legal structure of the companies. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 63

64 Deviating Business Residence Example 1 Case 2 Central Management for Decentrally Located Org Functions This is where an org function is centrally managed, but decentrally executed at different locations. For example, your company may have a central sales department and several sales offices in different regions. All sales offices report to the sales department. To correctly model this in your org structure, you should model all business residences on the level below the company. Then you should model the central sales department below the corresponding business residence. All sales offices in your regions then need to be modeled below the sales department and need to be assigned to their corresponding business residence by using the deviating business residence assignment. In this way, both the reporting and the legal perspective is correctly modeled. In the example below, the sales and service departments are in two business residences, while they report to their head of sales and head of service departments in the main business residence SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

65 Deviating Business Residence Example Time Dependency: Effective-From Date, Start Date, and Validities Overview All information entered in the Org Structures view of the Organizational Management work center is time dependent. 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. Effective-From Date The effective-from date can be entered in the Effective From field. When you choose Go, the system loads the org structure that is valid on this date. Every change that you make will be effective from this date. For example, if you create a new org unit, the org unit will be valid from the current effective-from date and not from the current system date. Due to the importance of the effective-from date, check that the correct date is set before making any change in a new session in the Planning Area. Note that the system supports you by memorizing the effective-from date you used when you last saved the org structure. You can make changes within the org structure for different effective-from dates in one session. When you activate the org structure, this activation is not time-dependent, that is, all of your changes for all of your dates are transferred to the active version. It does not make a difference which effective-from date is set at the time of activation, that is, the effective-from date that you set for your data and the date of activation are independent of each other. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 65

66 Start Date The start date is the initial effective-from date that you use when you first set up your org structure. This date should be carefully chosen. Specify the unique start date that is to be used for the entire org structure prior to creating any org units. It should be close to the transition into the SAP solution, so that the data maintained in the system represents the reality of your company at that time. Use the oldest date from the following list as the start date for your org structure: First day of the migration fiscal period for general ledger opening balances. This is typically one month prior to your go-live date. First day of the current fiscal year if you wish to migrate fixed assets. Note that in service dates of your fixed assets are irrelevant here. First day of the oldest fiscal month for any general ledger balances. If you wish to post amounts in previous fiscal periods, the fiscal period must be opened and the corresponding organizational data (company, cost centers, and so on) needs to be maintained. The migration date for your employees, that is, the date from which you wish to assign employees to org units. An employee assignment is the prerequisite for assigning an employee as manager to an org unit. Note that you may migrate employees into the system for dates prior to the start date of the org structure, so there is no need to set the start date to the first hiring date of your employees. Once you have chosen your start date, use it as the only effective-from date for all initial structure set-up activities, and for definition or function assignments. Timelines and Validities The effective-from date and the start date are used to determine the validities of org units. You can use the Timelines tab to change the validities of your org units and their properties. You can change the validity of an org unit as follows: Change the start date to a future date Change the end date to an earlier date Change both the start date and the end date Changing the dates is only possible if no business documents from applications are using the org data within the changed timeframe. Otherwise, the system will generate error messages. You can view open business documents in the Org Unit Overview to avoid shortening timelines that may create inconsistencies in the business documents. The timeline of a unit is limited by the timeline of its parent unit you cannot extend the timeline of a child unit before or after that of its parent. Also, if you extend the timeline of a parent unit into the past (change the start date to an earlier date) on the Timelines tab, the system automatically extends the timeline of the child units to match the parent timeline. If you need to shorten the timeline of a parent unit, but want to keep the timelines of the child units, you can relocate the child units to other parent units with matching timelines. You must always ensure that you have adapted all child units to the new timelines or relocated them. If there are any inconsistencies, there will be a corresponding error message when you check your org structure or at activation. To change the validity, proceed as follows: If you wish to extend the validity of the org units, start with the top org unit, and work downwards. If you wish to reduce the validity of your org units, for example, by setting a later start date, start with the org units at the bottom of the tree and work upwards SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

67 Set the first date on the Timelines tab to the new desired date. You will notice that all other dates for properties of this org unit will also change to this date, unless the properties of the org unit already had different start or end dates. In this case the system will not change the validity of these properties. Go through the hierarchy and repeat for each org unit Organizational Data Requirements for Customer Relationship Management Overview This document provides you with the information you need to set up Customer Relationship Management (CRM) data that is related to Organizational Management. Org Data and Org Structure Requirements for Sales, Service, and Marketing General Requirements for Sales and Service To prepare your system for sales and service, you must do the following in your org structure: Assign the definition Company to an org unit In the context of sales and services, the company represents the seller party for each sales and service document. The seller party is required to document the business contract from a legal point of view and is used for financial accounting integration. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Company on the Definitions tab. Enter a Company Address This address is the basis for calculating sales taxes in sales and service documents. In the Organizational Management work center, choose the Edit Org Structures common task, highlight your company and go to the Addresses tab. Assign managers to org units or maintain alternative approvers Org unit managers are required for approval processes. If approval processes are in scope, then the system tries to evaluate a manager of an org unit that has function assigned to it (functional manager) as the responsible approver. An alternative approver can also be maintained in employee work distribution. Even if a functional manager can be found, this alternative approver can also see the approval task. If no functional manager and no alternative approver are maintained, then the system cannot find an approver and the approval task cannot be processed. To assign managers: In the Organizational Management work center, choose the Edit Org Structures common task, and assign managers to org units in your org structure using the General tab. To assign alternative approvers go to the Application and User Management work center, choose Distribution Employee Work Distribution. Taks Requirements for Sales To prepare the system for sales, you must do the following in your org structure: Assign the definition Sales Organization to an org unit Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 67

68 This assignment is essential for sales processes. The sales organization assignment is required for all sales and service documents. It represents sales regions or countries, for example. It typically represents the top unit of an organizational sales hierarchy. Sales-relevant master data, such as accounts, products, or prices, is defined in relation to the sales organization. This org function is also relevant for the determination of the profit center for financials. This definition must be assigned to an org unit in every selling company. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as the Sales Organization on the Functions tab. Assign the function Sales to an org unit The sales function is required for all sales and service documents. In these documents, it is known as a sales unit. It represents sales offices or sales departments, for example. In the Organizational Management work center, choose the Edit Org Structures common task, and set the Sales flag for the relevant org unit on the Functions tab. Requirements for Service To prepare the system for services, you must do the following in your org structure: Assign the definition Service Organization to an org unit The service organization assignment is required for all service documents. It represents service regions or countries, for example. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as the Service Organization on the Functions tab. Assign the function Customer Service to an org unit The service function is required for all service documents. In these documents, it is known as a service and support team or a service execution team. It represents helpdesk departments or field service units, for example. In the Organizational Management work center, choose the Edit Org Structures common task, and set the Customer Service flag for the relevant org unit on the Functions tab. Requirements for Marketing To prepare the system for marketing activities, you must do the following in your org structure: Assign the function Marketing to an org unit The marketing function is used for generating leads. In the relevant business documents, this is known as a marketing unit. In the Organizational Management work center, choose the Edit Org Structures common task, and set the Marketing flag for the relevant org unit on the Functions tab. Other Requirements for Sales, Service, and Marketing You must also do the following if you want to set up sales, service, and marketing in your company: Maintain distribution channels The distribution channel describes the path through which your products or services reach your customers. It is required for all sales and service documents, except the service request. In combination with a sales organization, it is known as a distribution chain. This combination is used to determine customer master data, product master data, and sales prices. However, distribution channels may also be assigned at the sales unit level SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

69 The system provides two predefined distribution channels. If you wish to change them or add others, you can do so in the Business Configuration work center, in the Activity List of your Implementation Project. In the Fine-Tune phase, choose the activity Distribution Channel. To assign distribution channels to sales units, go to the Organizational Management work center, in the Organizational Work Distribution view, maintain the work category Relevant Distribution Channels. Define jobs Labour resources are used to calculate the cost of services within projects and sales and service documents. These labour resources are either assigned to a job or a cost center. However, assigning a labour resource to a job allows a more granular set up of cost rates. If you want to do this, you must define jobs in addition to your cost center structure. In the Organizational Management work center, in the Job Definition view, create the relevant jobs. Optional: Maintain Work Distribution Rules for Sales and Service Within sales and service, work distribution rules can be set up for every company. This allows you to define sales and service territories at company level, and automates the finding of the responsible sales and service units for an opportunity, a sales quote, a sales order, and a service order. If you do not maintain work distribution rules, the system will try to evaluate the responsible unit(s) based on the org structure. You will be able to overwrite the system s proposed default values. Example: Two subsidiaries in an enterprise have the same customers. The subsidiaries are represented by companies in the org structure. The system allows you to set up rules that determine that a specific subsidiary is responsible for the sales quote or sales order in each company. You can maintain the work distribution rules in the Organizational Management work center, in the Organizational Work Distribution and Employee Work Distribution view. Edit the relevant work categories Organizational Data Requirements for Financials Overview This document provides you with the information you need to set up Financials (FIN) data that is related to Organizational Management. Org Data and Org Structure Requirements To prepare your system for FIN, you must do the following: Assign the definition Company to all org units that represent a company All companies, including affiliated companies, have to be represented as a company in Organizational Management. For these companies, business partners are automatically created by the system. These companies and business partners are used in FIN for partner company determination. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org units as a Company on the Definitions tab. Assign the definition Segment to the relevant org unit The segments within your structure are used for segment reporting. The assignment of segments in a journal entry is derived from profit centers. Therefore, profit centers are prerequisites for segment reporting. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Segment on the Definitions tab. Assign the definition Profit Center to the relevant org units This is required to provide profit center accounting and segment accounting. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Profit Center on the Definitions tab. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 69

70 Assign the definition Cost Center to the relevant org units Cost centers are required for cost center accounting. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Cost Center on the Definitions tab. Assign the definition Business Residence to the relevant org unit Materials and account determination groups are always evaluated at business residence level. In the selling process, materials are evaluated at the level of the supplying business residence and account determination groups are determined based on the selling business residence. We recommend that you do not flag the Business Residence definition on the same org unit as the Company definition. The Business Residence definition should be set at the level directly below a Company. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Business Residence on the Definitions tab. Business residences represent the legal aspect of a geographical location and are legally bound to their company after activation of the organizational structure. Assign managers to org units Org unit managers are required for approval processes. If approval processes are in scope, then the system tries to evaluate a manager of an org unit that has function assigned to it (functional manager) as the responsible approver. If there is no active manager on the org unit to which an approval task is sent, the next functional manager upwards in the hierarchy receives the task for approval. An alternative approver can also be maintained in employee work distribution. Even if a functional manager can be found, this alternative approver can also see the approval task. If no functional manager and no alternative approver are maintained, then the system cannot find an approver and the approval task cannot be processed. To assign managers: In the Organizational Management work center, choose the Edit Org Structures common task, and assign managers to org units in your org structure using the General tab. To assign alternative approvers: In the Application and User Management work center, choose Utilities and then Employee Work Distribution. Other Requirements You may also have to do the following if you want to set up FIN in your system: Assign the company to a set of books When you have created and activated the companies, each company must be assigned to at least one set of books. In the Business Configuration work center, in the Activities view, choose All Activities, then select the Integrate and Extend phase, then the activity Set of Books. Define company account determination This must be done for each company. In the Business Configuration work center, in the Activities view, choose All Activities, then select the Fine- Tune phase, then the activities Charts of Accounts, Financial Reporting Structures, and Account Determination. Activate profit center accounting This is activated at the set of books level. In the Business Configuration work center, in the Activities view, choose All Activities, then select the Integrate and Extend phase, then the activity Set of Books. Assign cost center types to functional areas SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

71 This relationship is required for income statements by functions of expense or earned profit analysis. A prerequisite for this assignment is the definition of functional areas and cost center types In the Business Configuration work center, in the Activities view, choose All Activities, then select the Fine- Tune phase, then the activities Settings for Income Statements and Definition of Cost Center Types. Define resources Resources are required for time and activity confirmation. In the Cost and Revenue work center, choose the Master Data Allocations view, then the Resources subview. Here, you can create new resources with reference to a cost center, or edit existing resources. Resources can also be created and edited in the Supply Chain Design Master Data work center Organizational Data Requirements for Human Resources Overview This document provides you with the information you need to set up Human Resources (HR) data that is related to Organizational Management. For each scope variant of HR, it lists the required and optional data from an organizational perspective. It also provides suggestions for customers who want to switch to different HR scope variants. It describes, for instance, which organizational data should be maintained when the scope is enhanced from People Master Data Management to include Personnel Administration or Time and Labor Management. People Master Data Management Only basic employee data is maintained using People Master Data Management. This allows you to assign employees to the organizational structure and to assign jobs to them. You do this in the Organizational Management work center and in the Business Partner work center. In the People Master Data Management scope, the Personnel Administration work center is not in use, so no explicit hire, transfer, or termination of employees is possible. To prepare your system for People Master Data Management, you must do the following: Create a Basic Org Structure A basic org structure should be available for employees and service agents. At least one org unit should be maintained. It is not necessary to assign employees to any org units. In the Organizational Management work center, choose the Edit Org Structures common task. You can create or edit your org structure in this view. If you plan to upgrade to Personnel Administration, we recommend that you do the following: Maintain the Org Structure Ensure that your org structure contains org units with the following definitions assigned to them: Company, Business Residence, Cost Center, and Reporting Line Unit. Employees should be assigned only to org units that themselves are or that lie below reporting line units and cost centers. The system can then determine these attributes for each employee. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant definitions for the org units on the Definitions tab. Personnel Administration To prepare your system for Personnel Administration, you must do the following: Assign the Definition Company to an Org Unit Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 71

72 The company, including the country of registration, represents the legal employer of each employee and is mandatory for the work agreement. It enables the system to determine a company for each employee and is used to check whether the hire country is the same as the country of registration of the company. A warning that the hire country may be incorrect is issued when this is not the case. The system does not enforce the same countries for hire and the company. This is to support the Societas Europaea (SE) or "European Company". In these companies, the country of registration of the company can differ from the hire country. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Company on the Definitions tab. You will then be asked to specify the Country of Registration and the system will propose a Default Currency based on this. Assign the Definition Business Residence to an Org Unit and Specify an Address A business residence is required for Personnel Administration. Employees can only be assigned to org units that themselves are or that lie below business residences. The setup of your org structure will impact the way legal reporting is done. Equal Employment Opportunity (EEO) reporting requirements should, for instance, be taken into consideration when determining the business residences within an organizational structure. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Business Residence on the Definitions tab. You maintain the address of this business residence on the Addresses tab. Assign the Definition Reporting Line Unit to an Org Unit Reporting line units are required for Personnel Administration. Employees can only be assigned to org units that are or are below reporting line units. The start date of an employee s assignment (work agreement) may not be prior to the effective-from date of the reporting line unit. The start date of an employee s work agreement is either the hire date (for new hires) or the date of the first system record (for migrated employees). In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Reporting Line Unit on the Definitions tab. Assign the Definition Cost Center to an Org Unit Cost centers are required in the org structure. Employees can only be assigned to org units that themselves are or that lie below cost centers. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Cost Center on the Definitions tab. Define Jobs and Assign Employees A job describes the tasks and functions of the employees assigned to the job. Employees are identified via the job for staffing of org units or projects. Jobs are mandatory for the hire process and for Personnel Administration. Jobs and cost centers are used in the definition of labor resources, which in turn are required for internal cost assignment of employees. In the Organizational Management work center, you can create jobs in the Job Definition view. Maintain Standard Working Time Standard working time is the working time that a full-time equivalent (FTE) in the company would work. This is defined in a Go-Live Activity. The defined values are valid for the selected company and are inherited along the org structure below. Configuration settings are usually performed by an administrator. If you do not have the required authorization, contact your administrator. Prerequisites: Working time is enabled in your solution configuration. To find this business option, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Edit Project Scope. In the Scoping step of the project, ensure that Personnel Administration is selected within Human Resources SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

73 To find this activity, go to the Business Configuration work center and choose the Implementation Projects view. Select your implementation project and click Open Activity List. Select the Fine Tune phase, then select the Working Time activity from the activity list. We recommend that you also do the following: Assign Managers to Org Units Each org unit should have an assigned manager so that the system can route documents, such as expense reports and purchase requests, to the employee s line manager. If no manager can be found for the org unit of the employee, the system will try to determine this from reporting line units higher up in the organizational structure. This is not mandatory for Personnel Administration. In the Organizational Management work center, choose the Edit Org Structures common task, and assign managers to org units in your org structure using the General tab. Create Employees of Countries Not Supported by the System as Service Agents HR supports a limited number of countries. If you have employees in countries that are currently not supported by HR, you should define the org structure for these countries and then assign the employees to the structure as service agents. Currently, the following countries are supported: DE, US, CN, FR, IN, UK. If you want to extend your scope to include Personnel Administration, you should take the following into consideration: Maintain Requirements and Recommendations for Personnel Administration You should do this before you extend your scope to include personnel administration. Maintain Standard Working Time in Fine-Tuning This must be maintained as an activity in the fine-tune phase during the scope enhancement itself and cannot be done beforehand. Assign Jobs to Employees This can be done during the employee migration phase of the scope enhancement. The job of an employee can be selected from within the migration screens. Time and Labor Management To prepare your system for Time and Labor Management, you must do the following (in addition to the requirements for Personnel Administration): Assign Managers to Org Units with the Definition Reporting Line Unit This is mandatory when approval processes are in scope. If HR approval processes are in scope, the system attempts to assign a manager of a reporting line unit as the responsible approver. If no reporting line unit manager can be found for the reporting line unit of the employee, the system will try to determine a manager from reporting line units higher in the organizational structure. The determination of an approver is needed for the routing of approval tasks. In the Organizational Management work center, choose the Edit Org Structures common task, and assign managers to org units in your org structure using the General tab. Assign the Definition Business Residence to an Org Unit The business residence is a prerequisite for the working day calendar. If you want to define working day calendars with local holidays, then you must maintain business residences. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Business Residence on the Definitions tab. Maintain a Working Day Calendar Defines the valid working days and is a prerequisite for implementing the (local) holiday calendar. You define your working day calendar in the Business Configuration work center, in the Activity List view. In the Fine-Tune phase, choose the activity Working Day Calendar. You assign your working day calendar to the Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 73

74 organizational structure in the Organizational Management work center. For more information, see Create a New Working Day Calendar with a New Holiday. Maintain a Holiday Calendar A holiday calendar is assigned to the working day calendar and defines which days of the year are public or company-specific holidays. The system uses the holiday calendar to evaluate time recordings. For instance, vacation taken on a public holiday should not be deducted from the vacation account. You define your holiday calendar as part of the definition of the working day calendar. For more information, see Create a New Working Day Calendar with a New Holiday. If you want to extend your scope to include Time and Labor Management, you should take the following into consideration: Maintain the Requirements for Time and Labor Management You should do this before you extend your scope to include Time and Labor Management. Assign Managers to Reporting Line Units This can be maintained after the scope enhancement has been completed. You assign your managers to the org structure in the Organizational Management work center. Choose the Edit Org Structures common task, and assign managers on the General tab. Compensation and Payroll Compensation and Payroll are always in scope together. To prepare your system for Compensation and Payroll, you must do the following (in addition to the requirements for Time and Labor Management): Maintain a company currency The currency selected for the company is relevant for compensation and payroll. In the Organizational Management work center, choose the Edit Org Structures common task, and flag your org unit as a Company on the Definitions tab. You will then be asked to specify the Country of Registration and the system will propose a Default Currency based on this. On the Addresses tab, you can add your company address. Maintain cost centers in the SAP system and in the Payroll system Cost centers must be maintained in the SAP system and in the external payroll system. The cost center of an employee is included in the interface data from the SAP system to the payroll system, because payroll processing requires cost center data for posting payroll results into financials. Employees should be assigned only to org units that are or are below cost centers. The system can then determine the cost center for each employee. Map the IDs of companies, business residences and cost centers in the Payroll system and the SAP system If SAP data is to be uploaded into the payroll system, a mapping is needed between the IDs of companies, business residences, and cost centers. This mapping must be performed either in the external payroll system or during the uploading process. It is recommended that the business residences remain in sync with the locations established within the payroll vendor s system. An employee s business residence is included in the payroll extract for tax reporting purposes. Payroll US: Maintain the ID at Payroll Provider Some payroll systems in the US need the reporting line unit of the employee for payroll reporting. If the ID at Payroll Provider is maintained as an external business identifier for the reporting line unit, this information is included in the interface data transferred from the SAP system to the payroll provider s system. In the Organizational Management work center, choose the Edit Org Structures common task, and select your reporting line unit. On the General tab, choose External Business Identifiers. Payroll US: Maintain a Company Tax Arrangement (Federal Level) A company tax arrangement (federal level) is required to maintain federal tax information for employees. An employee s company, as assigned within the org structure, should be aligned with the appropriate Federal SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

75 Employer Identification Number (FEIN) for W-2 or 1099 reporting purposes. The FEIN number is also transferred to the payroll system of the payroll provider. You define your Company Tax Arrangements in the Business Configuration work center, in the Activity List view. In the Fine-Tune phase, choose the activity Tax Regulations by Other Providers - US. We also recommend that you do the following: Payroll US: Maintain a Company Tax Arrangement (State Level) A company tax arrangement (state level) is used by the system to provide default tax information for employees. Depending on the business residence of an employee, the appropriate state tax authority is provided as a default value during the hire process. The Employer Identification Number (EIN) is required for this. You define your Company Tax Arrangements in the Business Configuration work center, in the Activity List view. In the Fine-Tune phase, choose the activity Tax Regulations by Other Providers - US. If you want to extend your scope to include Compensation and Payroll, you should take the following into consideration: Maintain the requirements for Compensation and Payroll You should do this before you extend your scope to include Compensation and Payroll. See Also Org Structures Quick Guide [page 41] Job Definition Quick Guide [page 83] Organizational Data Requirements for Projects Overview This document provides you with the information you need to set up Projects data that is related to Organizational Management. Org Data and Org Structure Requirements To prepare your system company for Projects, you must do the following: Maintain All Relevant Cost Centers for Your Projects Projects are assigned to a responsible cost center. The responsible cost center is required to determine the company and the profit center. Overhead cost project are also assigned to a requesting cost center. This is then used for the settling of costs. In the Organizational Management work center, choose the Edit Org Structures common task, select the relevant org units, and select the Cost Center checkbox on the Definitions tab. Assign Managers to Cost Centers In some cases, an approval is needed before a project can be released or a project baseline can be changed. In this case the system tries to find the manager of the requesting cost center if one is available, otherwise it tries the manager of the responsible cost center. In the Organizational Management work center, choose the Edit Org Structures common task, and enter the relevant employee as an Org Unit Manager on the General tab of the relevant org units. Assign the Definition Company to an Org Unit The company for a project is evaluated via the responsible cost center. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 75

76 In the Organizational Management work center, choose the Edit Org Structures common task, select the relevant org unit, and select the Company checkbox on the Definitions tab. Optional: Specify the Company Currency The company currency is used as the default currency for project expenses. In the Organizational Management work center, choose the Edit Org Structures common task. On the Definitions tab, choose Details next to the Company checkbox to find the company s properties. Optional: Assign the Function Cost Management to an Org Unit The Cost and Revenue work center will be proposed for employees assigned to org units with this function. Employees with this work center, for example, financial analysts, can then access projects assigned to companies for which they are authorized. In the Organizational Management work center, choose the Edit Org Structures common task, and select the Cost Management checkbox for the relevant org unit on the Functions tab. Optional: Assign the definition Program to an Org Unit If you need to group several projects together to benefit from aggregated reporting, projects can be assigned to a program. Any org unit can be flagged as a program. In the Organizational Management work center, choose the Edit Org Structures common task, and select the relevant org unit, and choose the Program checkbox on the Definitions tab Organizational Data Requirements for Supplier Relationship Management Overview This document provides you with the information you need to set up Supplier Relationship Management (SRM) data that is related to Organizational Management. Org Data and Org Structure Requirements for SRM To prepare your system for SRM, you must do the following Assign the definition Company to an org unit The company address that you specify when creating the company is required for tax calculation purposes. Tax calculation is required for supplier invoices and for purchase orders. In the United States, this address needs to include the jurisdiction code. The company currency is required for SRM processes. It is a prerequisite for the shopping cart in SRM and will be automatically used for purchase orders and purchasing contracts. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Company on the Definitions tab. You will then be asked to specify the Country of Registration and the system will propose a Default Currency based on this. On the Address tab, you can add your company address. Assign the definition Business Residence to an org unit When you assign a business residence in the Organizational Management work center, the system automatically creates a site. Attributes such as the ID, name, working day calendar, address, global location number, and D-U-N-S number are copied from the business residence to the site. The site then represents the geographical aspect of the business residence and can be used in logistical processes. In SRM, the business residence is required to determine the account for supplier invoices in Financials SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

77 The site is required for purchase orders in stock and non-stock procurement. If the site is also used as a location to which goods are shipped, the site address is required for suppliers, so that they know where to deliver the ordered goods. In this case, the site must be flagged as a ship-to location. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Business Residence on the Definitions tab. If you need to define the generated site as a ship-to location, use the link that is displayed upon activation of the business residence. In the Details of the business residence, you can access site maintenance. If you need to maintain the site after you have created the business residence, you can access it in the Supply Chain Design Master Data work center, in the Locations view. Select the location that is associated with your site and choose Edit Location. Assign the definition Cost Center to an org unit A cost center is required for supplier invoices and purchase orders in non-stock procurement processes. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Cost Center on the Definitions tab. Optional: Assign the functions Operational Purchasing, Strategic Purchasing, and Supplier Invoicing to an org unit If you assign these org functions to one or several org units, the system will propose the relevant work centers for employees who are assigned to these org units. If, during scoping, you have chosen to use approval processes, the managers of these org units will receive tasks for approval. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org units with the functions listed above on the Functions tab. Optional: Specify an Alternative Approver in Work Distribution If the org functions listed above are not flagged on any org unit, or if they are flagged, but no manager can be evaluated, an alternative approver can be specified. This alternative approver then receives SRM-relevant approval tasks. The alternative approver can also see the approval tasks even if a regular manager can be evaluated by the system. In the Application and User Management work center, in the Utilities view, choose Employee Work Distribution. Optional: Specify an Additional Accountant in Work Distribution An additional accountant can be maintained for invoice determination. This employee can post invoices, even if he or she is not assigned to an org unit with the org function Supplier Invoicing. If the org function Supplier Invoicing has not been maintained for any org unit, an additional accountant must be maintained. Otherwise, the posting of invoices is not possible. In the Application and User Management work center, in the Utilities view, choose Employee Work Distribution. You can maintain the Additional Accountant under Purchasing in the list of work categories Organizational Data Requirements for Supply Chain Management Overview This document provides you with the information you need to set up Supply Chain Management (SCM) data that is related to Organizational Management. Org Data and Org Structure Requirements for SCM To prepare your system for the use of SCM, you must: Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 77

78 Assign the definition Business Residence to an org unit When you assign a business residence in the Organizational Management work center, the system automatically creates a site. Attributes such as the ID, name, working day calendar, address, global location number, and D-U-N-S number are copied from the business residence to the site. The site then represents the geographic aspect of the business residence and can be used in logistical processes. The working day calendar and operating hours of the site are used for planning in SCM. The address is used as the ship-from and ship-to address and is communicated to suppliers and customers in sales and purchasing processes. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Business Residence on the Definitions tab. Assign the definition Cost Center to an org unit For cost evaluation reasons, each resource must be assigned to a cost center. With this assignment, the resource is assigned to the company of the cost center and the correct set of books can be found. The cost center is also required in physical inventory for inventory adjustments, specifically for selection and for financial postings. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Cost Center on the Definitions tab. Assign the definition Company to an org unit The company ID that is specified when creating the company is required to derive a correct set of books for valuation reasons. In SCM, the company currency is always derived from the set of books. In the Organizational Management work center, choose the Edit Org Structures common task, and flag the relevant org unit as a Company on the Definitions tab. On the General tab, you can specify an ID and a Name for the org unit, which is then the same for the company. Other Requirements for SCM You must also do the following if you want to set up SCM in your system: Adjust the attributes of the automatically created Site As described above, the site is automatically created when the business residence is activated. However, the site must then be adapted for SCM processes manually. It can have the following attributes: Ship-From Location, Ship-To Location, Storage Location, and Service Point. In addition, the site has to be enabled for logistics. The attributes you require for your processes have to be maintained directly in the site. In the Supply Chain Design Master Data work center, in the Locations view, select the location that is associated with your site and choose Edit Location. Select the roles you want for the site. Define jobs Labor resources are used to calculate SCM-related costs. A labor resource is assigned to a job as well as a cost center. Therefore, the relevant jobs need to be maintained. In the Organizational Management work center, choose the Job Definition view, and create the relevant jobs SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

79 4.2.3 Tasks Create and Edit the Org Structure Overview This task description guides you through the processes of creating the initial org structure or editing the existing org structure. You can create or edit org structures in the Org Structures view of the Organizational Management work center. Prerequisites Use this document in combination with the Guide: Setting Up Your Org Structure [page 48] document. The guide provides information you need to set up a consistent structure and must be used in addition to the task description provided in this document. You have read the business background documents in the Org Structures Quick Guide [page 41]. You have gathered all data relevant for organizational management, such as the legal, managerial, and functional data of your enterprise. You use your existing organizational structure plan as a basis for creating the org structure in the system. When you start creating the structure, we recommend that you build from the top down; that is, start with companies and business residences, and then add the business divisions or departments. When editing your org structure, always enter the effective-from date for your changes. Procedure 1. In the Org Structures view, click Edit, or click the Edit Org Structures common task. 2. On the dialog box that appears, specify the effective-from date for your proposed changes and choose OK. Note that all elements in the org structure are time-dependent. When creating an org structure, the effective-from date must be as far as necessary in the past to include all relevant human resource and financial data. When editing an active org structure, enter the date from which you want your changes to take effect before you start to edit. For more information, see Time Dependency: Effective-From Date, Start Date, and Validities [page 65]. 3. Create your org structure outline. a. To create a new org structure, click New, and select Org Structure in the planning area. Alternatively, you can also select the Org Unit under Template, and drag it into the central screen. You can then drag as many org units as required and drop them onto the root org unit. b. To add an org unit, place your cursor on the intended root org unit and click New. Then click Org Unit. Repeat this step until you have all the org units you require. Alternatively, to add a child org unit, click the parent org unit with the secondary mouse button to open the context menu, then click New Org Unit. 4. Complete all relevant tabs for each org unit in the structure. To do this, select an org unit and then fill in the information on the tabs. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 79

80 You can check the consistency of your org structure at any time, as described in step 5 below. Regular checks help you to eliminate inconsistencies on an ongoing basis, rather than being faced with many messages related to inconsistencies when you have finished making all of your changes. General Tab Contains general information on the org unit, such as the org unit ID, name, timelines, working day calendar, manager, and address. a. Assign the Org Unit ID. Note that you cannot change the org unit ID after you activate the org structure. b. Enter the Org Unit Name. c. The Valid From/To field displays the timeline of the org unit. You can change timelines on the Timelines tab. d. Enter the Working Day Calendar to apply to this org unit. e. If required, click the External Business Identifiers link to apply the correct identifier to an org unit, for example, D-U-N-S. For more information, see External Business Identifiers [page 62]. f. If a manager is required, in the Org Unit Manager field, click the icon to display the Select Manager dialog box. A list of employees is displayed. Choose the appropriate employee. The Manager, Manager ID, Job Title, and Assigned To fields are automatically filled with the chosen employee's data. For more information, see Manager Assignment [page 60]. Definitions Tab Displays all definitions that are assigned to the org unit. The definitions define the types of properties associated with an org unit, for example, the legal property, which is relevant for the definitions Company and Business Residence. a. Select the appropriate definition or definitions for your org unit. These are properties that define the org unit in the org structure, for example, make it a profit center, cost center, or both. b. Complete all fields for each definition. For more information, see Definitions [page 58]. If you are creating the initial org structure, ensure that you create one business residence for every company. Do not assign both definitions to the same org unit. Addresses Tab Provides all address details for the org unit, including the main address and the bill-to address. a. Enter the addresses for the org unit. You can enter new addresses or copy existing ones from other org units. b. In the Company Name and Department Name fields enter the names, as required. c. If required, you can enter a different Bill-to Address for a company. Functions Tab Displays all duties that are assigned to the org unit. a. On the Functions tab, expand the relevant group by choosing Details. b. Select the appropriate check boxes to activate the relevant functions of the org unit. The functions you assign propose the work centers for the employees assigned to this org unit. For more information about assigning work centers to employees, see the documentation on Business Users. For more information, see Functions [page 57] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

81 Employees Tab Displays all information regarding both the internal employees and service agents assigned to the org unit, including their employee IDs and jobs. a. Assign employees or service agents to your org unit. Employees or service agents can only be assigned in organizational management and not created. If Human Resources is active in your system, you can hire employees in the Regular Tasks view of the Personnel Administration work center and create new service agents in the Service Agents view of the Business Partner Data work center. If Human Resources is not active in your system, you can create employees and service agents in the Business Partner Data work center, in the Employees view. Timelines Tab Displays all timelines of the properties and attributes of the org unit. a. On the Timelines tab, you can edit the length of time an attribute is to exist in the system. You can do this individually for all attributes associated with the org unit, for example, the definitions and the addresses. b. In the Valid From or Valid To column, either enter the new date or select using the calendar. 5. Check your org structure. Click Check in the main header to check the consistency of the data you have entered. There are four check options available: Check All: Checks all org structures that are currently being displayed in the planning area. Check Selected Structure: Checks the complete org structure related to the org unit that is currently selected. Check Selected and Dependent Org Units: Checks the org structure from the org unit that is currently selected downwards. Check Selected and Dependent Org Units in Background: Allows you to simulate the effects of a background activation of the selected org unit and its child units. You receive a notification from the system when the background check has been completed. We recommend that you use this option to check medium to large org structures to ensure that you can continue to work in your system while the check is taking place. Any inconsistencies in the org structure are displayed as error messages. You must resolve these error messages by changing your org structure until they are resolved. Continue to click Check to assess your progress. For more information, see Business Constraints and Veto Checks [page 58]. 6. Activate your org structure. When you have resolved all error messages, click Activate in the main header. Activation also saves your data. There are three activation options available: Activate All: Activates all org structures that are currently being displayed in the planning area. Activate Selected Structure: Activates the complete org structure related to the org unit that is currently selected. Activate Selected and Dependent Org Units: Activates the org structure from the org unit that is currently selected downwards. Activate Selected and Dependent Org Units in Background: Activates the selected org structure and its child units in the background. You receive a notification from the system when the background activation has been completed. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 81

82 We recommend that you use this option to activate medium to large org structures to ensure that you can continue to work in your system while the activation is taking place. The saving of changes that you did not want to make can only be undone using the Roll Back button, which will also undo all other changes you have made in the planning area since the last save or activation. You must then rebuild your org structure. Roll Back rolls the planning area back to the last active version. It discards all changes made in the planning area since the last activation and copies the active area into the planning area. You use this action if you have made changes and saved them and now wish to discard them. Result You have activated your org structure. It will now appear in the active area. You can now use the org structure in all processes and applications that refer to org data. If you are having problems with processes in an application area after creating your org structure, check the Org Data Requirements document for that application area. You can find these documents in Business Background section of the Org Structures Quick Guide [page 41] and check the Guide: Setting Up Your Org Structure [page 48] Assign an Employee Prerequisites The employee and/or service agent you want to assign to an org unit have been created in the system. You can create employees in the following ways: If Human Capital Management is active in your system, you create and assign employees in the Personnel Management work center. You create service agents in the Business Partner Data work center. You assign them in the Organizational Management work center. If Human Capital Management is inactive, you create both employees and service agents in the Business Partner Data work center and assign them to org units in the Organizational Management work center. You can only assign employees to org units that have a business residence in the hierarchy above them. This means that employees cannot be assigned at company and at business residence level. For example, to be able to assign a Managing Director as a manager of your company org unit, you must first assign the director as an employee to an org unit further down in the structure and then assign that employee as the manager of your company org unit. Procedure 1. Choose Edit in the Org Structures view of the Organizational Management work center. 2. Specify the correct Effective From date for your changes and choose Go. 3. Select the org unit to which you want to assign an employee and choose the Employees tab. 4. Choose Add. The system adds a line to the table. 5. In the Employee ID column, select the employee or service agent you want to assign to the org unit. The system automatically transfers the details of that employee to the table. 6. Optional: You can assign a job to the employee using the Job ID column of the table SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

83 You create jobs in the Job Definition view of the Organizational Management work center. For more information, see the Job Definition Quick Guide [page 83]. 7. Choose Save and choose one of the options under Activate to activate your changes. You can assign several employees or service agents to one org unit. See Also Assign a Manager [page 83] Assign a Manager Prerequisites The employee or service agent that you want to assign to the org unit as a manager is already assigned as an employee in the org structure. Once the employee or service agent is assigned to an org unit, you can assign them as the manager of one or several org units. For more information on assigning employees to the org structure, see Assign an Employee [page 82]. For more information about the consequences of assigning a manager, see Manager Assignment [page 60]. Procedure 1. Choose Edit in the Org Structures view of the Organizational Management work center. 2. Specify the correct Effective From date for your changes and choose Go. 3. Select the org unit to which you want to assign an org unit manager and choose the General tab. 4. Select or enter an org unit manager in the Org Unit Manager field. The system fills the Manager ID, Job Title, and Assigned To fields automatically based on the manager you select. 5. Choose Save and choose one of the options under Activate to activate your changes. Only one manager can be assigned to each org unit, even if there are several definitions and/or functions assigned to this unit. The selected manager is then the manager for all of the definitions and/ or functions that are assigned to this org unit. 4.3 Job Definition View Job Definition Quick Guide You can access the Job Definition view in the Organizational Management work center. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 83

84 In organizational management, a job is a textual description of the duties of an employee as you would find it in the employment contract. The job consists of an ID and a name. It also has an expiry date, which initially is set to unlimited, but can be set to a specific date if a job should no longer be used. When employees are assigned or hired to an org unit, they require an association with a job in the system. The job then characterizes the employee assignment and is also used by the Projects function to staff projects, and in Sales to fulfill service-related tasks. In the Show dropdown in this view, you can display jobs according to the following criteria: Active (Unlimited Validity): Shows jobs that have no expiry date. Active (Limited Validity): Shows jobs that have an expiry date in the future. Inactive: Shows jobs that are outside their validity period. All: Shows all jobs. Tasks Create a New Job 1. Click New. The Define Job screen appears. 2. Enter a Job Name and a Job ID. You cannot change the Job ID once the job has been saved. 3. Attach a Job Description, if required. To do this, click Add, and then attach your file or link. You can replace a job description later, by editing the job and clicking Replace. 4. Click Save or Save and Close to save the new job. You can also create the next new job directly from this screen by clicking New. The new job has been saved to the system and added to the Job Definition overview list that appears when you first access the work center view. Whether the job is Active, Inactive, or Deprecated depends on the expiry date. 4.4 Work Distribution View Organizational Work Distribution Quick Guide The Organizational Work Distribution view enables you to manage the distribution of work within your organization by creating work distribution rules that allow the system to evaluate work items and to determine the org unit responsible for these work items. Depending on the work category, the system directs the work item to the determined org unit, or provides the org unit as a proposal in the relevant business document. You can access this view from the Organizational Management work center under Work Distribution SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

85 Business Background Work Distribution Work distribution defines the process of assigning work to an org unit or employee. By default, work items in SAP Business ByDesign are visible to all users that have the corresponding access rights. However, for some business processes the org unit or employee responsible for a work item has to be determined. For these areas, you can define work distribution rules that enable you to automatically assign business documents and tasks to dedicated org units or employees. For more in formation, see Work Distribution [page 88]. Work Categories The work category is the central element for work distribution. A work category represents a specific part of work in a business area and is related to one or more business documents. Each work category provides parameters that you can use to define work distribution rules, according to which the system determines the responsible org unit or employee for a business document. For more in formation, see Work Categories [page 90]. Tasks Create a Work Distribution Rule 1. In the Organizational Work Distribution view, select a work category. 2. Click Edit. You cannot change work distribution for past dates. If the Edit button is disabled, check the Effective Date and ensure that you have not entered a date that occurs in the past. 3. Choose Work Distribution Rules, then click Add. If you want to copy an existing rule, click Copy. The system processes work distribution rules for organizational work distribution along their priorities. If you have maintained multiple rules for a work category, the system only uses the first rule that applies to the properties of the evaluated business document. By adding a rule you are creating a new rule that is added to the bottom of the list. If you wish to insert a rule of a higher priority, then change priority by moving the rules up and down in the table. 4. Enter the name of the rule. 5. Enter the ID of the responsible org unit. 6. Enter the validity period of the rule. If you change or delete a work distribution rule that begins before the effective date, the rule is only valid to the date before the effective date. If you only change the rule, the system creates a new rule based on the existing rule and includes the changes you make. The new rule is valid as of the effective date. 7. Go to the Rule Details section and specify the parameters for the rule. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 85

86 Each parameter appears as a tab, for example, Company. Using the parameters, you can specify exactly both which parameter is to be included in the rule or excluded from the rule. 8. Click Check to verify whether your rule is consistent. 9. Click Save or Save and Close. Delete a Work Distribution Rule 1. In the Organizational Work Distribution view, select a work category. 2. Click Edit. You cannot change work distribution for past dates. If the Edit button is disabled, check the Effective Date and ensure that you have not entered a date that occurs in the past. 3. Choose Work Distribution Rules. 4. Select the work distribution rule you want to delete and click Delete. 5. Click Save or Save and Close. Set a Work Category to Global Work Distribution 1. In the Organizational Work Distribution view, select a work category that has the status Defined Work Distribution. 2. Click Action and select the option Set to Global Work Distribution Employee Work Distribution Quick Guide The Employee Work Distribution view enables you to manage the distribution of work to employees by creating work distribution rules that allow the system to evaluate work items and to determine the employee responsible for these work items. Depending on the work category, the system directs the work items to the determined employee, or provides the employee as a proposal in the relevant business document. You can access the Employee Work Distribution view from the following locations: Organizational Management work center under Work Distribution Application and User Management work center under Task Distribution Business Background Work Distribution Work distribution defines the process of assigning work to an org unit or employee. By default, work items in SAP Business ByDesign are visible to all users that have the corresponding access rights. However, for some business processes the org unit or employee responsible for a work item has to be determined. For these areas, you can define work distribution rules that enable you to automatically assign business documents and tasks to dedicated org units or employees. For more in formation, see Work Distribution [page 88] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

87 Work Categories The work category is the central element for work distribution. A work category represents a specific part of work in a business area and is related to one or more business documents. Each work category provides parameters that you can use to define work distribution rules, according to which the system determines the responsible org unit or employee for a business document. For more in formation, see Work Categories [page 90]. Tasks Create a Work Distribution Rule 1. In the Employee Work Distribution view, select a work category. 2. Click Edit. You cannot change work distribution for past dates. If the Edit button is disabled, check the Effective Date and ensure that you have not entered a date that occurs in the past. 3. Choose Work Distribution Rules, then click Add. If you want to copy an existing rule, click Copy. By adding a rule you are creating a new rule that is added to the bottom of the list. If you wish to insert a rule of a higher priority, then change priority by moving the rules up and down in the table. 4. Enter the name of the rule. 5. Enter the ID of the responsible employee. 6. Enter the validity period of the rule. If you change or delete a work distribution rule that begins before the effective date, the rule is only valid to the date before the effective date. If you only change the rule, the system creates a new rule based on the existing rule and includes the changes you make. The new rule is valid as of the effective date. 7. Go to the Rule Details section and specify the parameters for the rule. Each parameter appears as a tab, for example, Company. Using the parameters, you can specify exactly both which parameter is to be included in the rule or excluded from the rule. 8. Click Check to verify whether your rule is consistent. 9. Click Save or Save and Close. Delete a Work Distribution Rule 1. In the Employee Work Distribution view, select a work category. 2. Click Edit. You cannot change work distribution for past dates. If the Edit button is disabled, check the Effective Date and ensure that you have not entered a date that occurs in the past. 3. Choose Work Distribution Rules. 4. Select the work distribution rule you want to delete and click Delete. Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 87

88 5. Click Save or Save and Close. Set a Work Category to Undefined 1. In the Employee Work Distribution view, select a work category that has the status Defined Work Distribution. 2. Click Action and select the option Set to Undefined Business Background Work Distribution Overview Work distribution defines the process of assigning work to an org unit or employee. By default, work items in SAP Business ByDesign are visible to all users that have the corresponding access rights. However, for some business processes the org unit or employee responsible for a work item has to be determined. For these areas, you can define work distribution rules that enable you to automatically assign business documents and tasks to dedicated org units or employees. Work Distribution in Detail Work distribution in SAP Business ByDesign controls the determination of org units and employees responsible for certain business documents. The central element of work distribution is the work category, for example, the Sales Unit for Manual Invoices work category. A work category represents a specific part of work in a business area and is related to one or more business documents. Each work category provides one or more parameters that are equivalent to the parameters in the corresponding business document. You can use these parameters to define rules according to which the system determines the org unit or employee responsible for a business document. The system compares the data specified for the parameters in the work distribution rules with the data in the business document. Depending on the work category, if the data matches, the system does the following: The system provides the org unit or employee determined as a proposal in the relevant business document. The system assigns the business document to the corresponding worklist. The system sends a Business Task Management (BTM) item to the employees of the determined org unit or to one dedicated employee. However, not all business processes distribute work using BTM or a work list assignment. In some cases, the work distribution mechanism is only used to provide the org unit or employee responsible as a proposal in the business document. Work distribution only controls who is responsible for a certain business document, but does not define the access rights for these business documents. To access business documents and their related BTM items, the relevant work center view must be assigned to the corresponding user. For more information, see User and Access Management. In the system, work distribution comprises organizational work distribution and employee work distribution SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

89 Organizational Work Distribution Organizational work distribution contains all work categories that the system uses to determine the org unit responsible for a specific business document. A work category for organizational work distribution is always linked to the function that is defined for the org unit, for example, the Supplier Invoicing work category is linked to the Supplier Invoicing function. The function of an org unit defines the role of the org unit in the business process. Each function represents a certain business area and a set of work centers and work center views that are needed by the assigned user to complete work for this area. For more information about the different functions, see Functions [page 57]. A prerequisite for organizational work distribution is the correct setup of your org structure in the Organizational Management work center. This includes the correct assignment of functions to org units according to the work which is performed in those org units. For more information, see Org Structures Quick Guide [page 41]. Employee Work Distribution Employee work distribution contains all work categories that the system uses to determine the employee responsible for a specific business document. Certain business processes require that owners or employees responsible are determined for a business document (for example, the sales account manager responsible for an account). Employee work distribution is always configured independently of organizational work distribution. If you want to use employee work distribution, you do not need to define organizational work distribution rules beforehand. Approvals A special case of employee work distribution is the determination of an approver in an approval process. Approvals are tasks that the system sends to employees who are assigned as managers in the org structure or who have been explicitly declared as approver. For more information, see Manager Assignment [page 60]. To manage approvals, the corresponding approver must have been assigned the Managing My Area work center. Usually, the system determines the approver from the org structure. However, some business processes require the definition of specific work distribution rules to determine the approver. For these business processes, the system provides specific work categories for employee work distribution. The determination of approvers may however depend on further, application-specific criteria, such as thresholds or scoping choices. Some business areas provide certain types of approvals, for which you can appoint employees who can act as alternative approvers. For example, in supplier invoicing, you may require alternative approvers for users using procurement. For this, the system provides work categories for alternative approvers. The system sends an approval task to the corresponding approver defined in the org structure and to the alternative approver defined in the work category. For more information, see Setting Up Approvals [page 61]. See Also Business Task Management Work Categories [page 90] Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 89

90 Work Categories The work category is the central element for work distribution. A work category represents a specific part of work in a business area and is related to one or more business documents. Each work category provides parameters that you can use to define work distribution rules, according to which the system determines the responsible org unit or employee for a business document. For more information, see Work Distribution [page 88]. Work Categories for Organizational Work Distribution You can define work distribution for org units in the Organizational Management work center, under Distribution Organizational Work Distribution. Work Initially, all work categories in organizational work distribution are set to Global Work Distribution mode, which means that the system cannot determine a responsible org unit for a business document or BTM item, and the corresponding field remains empty. After you create work distribution rules in the system, the business documents and BTM items no longer follow the standard Global Work Distribution. Instead, the system checks for all business documents and BTM items whether a work distribution rule applies. If a rule applies, the corresponding business document or BTM item is assigned to the org unit determined from the work distribution rule. The system processes work distribution rules for organizational work distribution along their priorities. If you have maintained multiple rules for a work category, the system only uses the first rule that applies to the properties of the evaluated business document. For more information about creating and editing rules for organizational work distribution, see Organizational Work Distribution Quick Guide [page 84]. The following work categories are available for organizational work distribution: Purchasing Operational Purchasing Supplier Invoicing Sales and Marketing Invoicing Unit for Sales and Invoicing Relevant Distribution Channels Sales Unit for Manual Invoices Sales Unit for Sales Marketing Unit for Leads Service and Support Service Execution Team for Sales Orders and Contracts Service Execution Team for Service Orders Service and Support Team for Service Requests Service and Support Team for Service Orders Contracting Unit SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

91 Work Categories for Employee Work Distribution You can define work distribution for employees in the Organizational Management work center, under Distribution Employee Work Distribution or in the Application and User Management work center, under Task Distribution Employee Work Distribution. Initially, all work categories in employee work distribution are set to Undefined, which means that the system cannot assign the related business documents and tasks to a dedicated employee. After you create work distribution rules in the system, the system checks for all business documents and BTM items whether a work distribution rule applies. If a rule applies, the corresponding business document or BTM item is assigned to the employee determined from the work distribution rule. If you have maintained multiple rules for a work category, the system uses all rules that apply to the properties of the evaluated business document. For more information about creating and editing rules for employee work distribution, see Employee Work Distribution Quick Guide [page 86]. The following work categories are available for employee work distribution: Finance and Administration Approver for Payables Work Approver for Receivables Approver for Tax Management Approver for Liquidity Management Alternative Approver for Expense Reports Purchasing Additional Accountant Alternative Approver for Purchase Orders Alternative Approver for Supplier Invoices Alternative Approver for Purchasing Contracts Purchase Requests and Orders Supplier Invoices Sales and Marketing Alternative Approver for Sales Price Lists Alternative Approver for Customer Quotes Alternative Approver for Customer Returns Account Responsibility by Party Role Contract Administrator Employee Responsible for Sales Opportunity Notification Service and Support Service Performer for Sales Orders and Contracts Service Performer for Service Orders Processor for Service Requests Processor for Service Orders Contract Administrator Organizational Management P U B L I C 2017 SAP SE or an SAP affiliate company. All rights reserved. 91

92 See Also Functions [page 57] SAP SE or an SAP affiliate company. All rights reserved. P U B L I C Organizational Management

93 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. Please see index.epx for additional trademark information and notices. icon courtesy of W3C, see creativecommons.org/licenses/by/3.0/.