HUMAN CAPITAL MANAGEMENT

TRAINING MANUAL
FOR
Druk Green Power Corporation Limited
Druk Holdings and Investments Limited

Wipro Ltd.
Date: 13.12.2010
Version 1.0

Human Capital Management

User Manual for Organization Management

Table of Contents
1.

Master Data .........................................................................................................................................2

1.1.

Object Types.....................................................................................................................................2

1.2.

Methodology ....................................................................................................................................2

1.3.

Organization Unit .............................................................................................................................3

1.4.

Position ............................................................................................................................................3

1.5.

Job ....................................................................................................................................................4

1.6.

Cost Centre.......................................................................................................................................4

1.7.

Object Relationships ........................................................................................................................4

1.8.

Relationships between objects are reciprocal .................................................................................5

1.9.

Number Range .................................................................................................................................6

2.

Getting Started.....................................................................................................................................7

2.1.

To open Login Window ....................................................................................................................8

2.2.

To Logon to SAP ...............................................................................................................................9

2.3.

To open the SAP Easy Access window .............................................................................................9

2.4.

Standard toolbar ........................................................................................................................... 11

2.5.

Application toolbar ....................................................................................................................... 12

3.

Business Processes ............................................................................................................................ 14

3.1.

Organization Structure .................................................................................................................. 14

3.2.

Working with Screen Areas ........................................................................................................... 15

SIMPLE MAINTAINANCE............................................................................................................ 16

3.2.1.
3.2.1.1.

Creation of Organization Unit ............................................................................................... 16

3.2.1.2.

Creation of Job and Positions................................................................................................ 19

3.2.1.3.

Create Relationship ............................................................................................................... 20

4.

OM History ........................................................................................................................................ 26

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1. Master Data
Master data contains data records that are stored in the database for a long period of time. These are stored
centrally and used and processed on a cross-application basis. This prevents multiple storage (redundancy)
of data.
When you create purchasing documents, the R/3 System facilitates data entry by copying the data from
existing master records as default values into the purchasing documents. It also copies data such as units of
measure and material short texts from the material master record. The data in the vendor master record
includes addresses and payment data. You can store data for a particular material (for example, delivery
time and purchase price) on a vendor basis in info records.

1.1.

Object Types

The objective is to explain the most commonly used object types.

Business Example:
It has been decided to implement OM. You need to understand the concepts and structures so that you can
supervise the creation and maintenance of your companys organizational plan in the system. Using OM, you
can, create a complete model of the organizational and reporting structures of your enterprise.

1.2.

Methodology

Organizational management is based on the concept that each element in an organization represents a
stand-alone object (object-oriented design) with individual characteristics. These objects are created and
maintained individually. They are then linked together through relationships (shown below) to form a
network which has the flexibility to perform human resources planning, forecasting and reporting.
Objects:

Relationships:

Characteristics:

OM is based on
organizational
objects

These objects are

related to each
other in

Objects can have

additional
characteristics

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Above mentioned objects are the building blocks in Organizational Management, although an organizational
plan can consist of many object types. The first 4 objects have their origin in HR while the last object i.e. Cost
Centre comes from FI module of SAP.

Object Type
Organizational Unit
Job
Position

Object Type key

O
C
S

Cost centre
Person

K
P

1.3.

Object Icon

Person

Organization Unit

Represent a functional unit in your enterprise, marketing department, for example. This field defines the
Department / Section within the Organizational structure in which the employee is working. You depict the
functional units of your enterprise with
organizational units. You create an organizational structure by
assigning these organizational units to each other. The highest organizational unit in an organizational
structure is the root organizational unit. The organizational structure* is the basis for the creation of an
organizational plan.

1.4.

Position

Object Type key S (Specification) is used for object type position.

This field defines the position, which the employee is occupying within the organizational structure, e.g.,
DGM Finance, Senior Manager, etc. Represents a post that can be occupied by a person (employee) in the

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staff assignments of an organizational unit, purchasing administrator, for example. You represent the
headcount of an organizational unit using positions. By representing the current status of an organizational
unit and foreseeable requirements, you create the basis of the staff assignments. Only when you have
created a position, can you assign persons or users and in so doing complete the staff assignments.

Positions differ from jobs.

Positions can be 100% filled or vacant.
Positions are occupied by holders (employees)

1.5.

Job

It is defined as Resource for creating positions. Positions are concrete and can are held by persons in an
enterprise (purchasing administrator, for example). Jobs, in contrast, are classifications of functions in an
enterprise (administrator, for example), which are defined by the assignment of characteristics. When
creating a new position (purchasing administrator, for example), you can relate it to a
job that already
exists (administrator, for example). The position then automatically inherits the tasks and characteristics of
the job.

1.6.

Cost Centre

Object type key K is used for object type Cost Centre. Cost centers are maintained in Financial Accounting
and are linked to either organizational units or positions. Cost center assignments are inherited along the
organizational structure.

1.7.

Object Relationships

All relationships are stored in infotype 1001(HRP1001 database). The objective is to explain the connection
between object relationships, evaluation paths, and the organizational plan.
Data Model:

Objects are linked through relationships

You create relationships between the individual elements in your organizational plan. Several linked
objects can represent a structure. There are different types of relationships as the types of
connections between elements vary.
The relationships used between standard object types are defined in SAP standard system and
should not be changed.
The following relationships are available in the standard system:
Organizational structure basic relationships
Relationship

Object
Types

Meaning

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A/B 002
Reports (Line) to/Is Line Manager of

OO

Assigns force elements in the organizational

structure to one another.

A/B 003
Belongs to/Includes

OS

Assigns a position to a force element in the

organizational structure.

A/B 008
Holder/Holder

SP

Assigns a person to a position in the

organizational structure.

A/B 002

S-S

Position to Position

O = Organizational Unit, S = position (specification), P = person

Each standard relationship has a three-digit key. Creating and editing relationship infotype records is an
essential part of setting up information in the Organizational Management component. Without
relationships, all you have are isolated pieces of information.

1.8.

Relationships between objects are reciprocal

If a job describes a position, then the position, in turn, will be described by the job. The direction of these
relationships is distinguished using the identification A or B. It is therefore, necessary to create a relationship
in only one direction. The inverse relationship will be created automatically by the system. This is the
concept of inverse relationship in SAP. As the name indicates, when a relationship is maintained between 2
objects, then there is automatic creation of inverse relationship. For instance if there is created a
relationship A003 (position belongs to) between Position and Organizational Unit then by default the inverse
relationship B003 (Incorporates) is created between Organizational Unit and Position inversely.
A relationship can also be one-sided. Relationships to objects of an external object (cost centre in
controlling, for example) are often one-sided, that is, they go only in 1 direction.
The relationships between the basic objects result in the following structures:
Organizational Structure
Reporting Structure
Staff Assignments

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Organizational structure relationships (graphical representation)

ORGANIZATIONAL
UNIT

COST CENTER

Cost center allocation A011

Incorporates B003

Belongs to A003
Cost center allocation A011

POSITION
Person is assigned as the holder A008
Is described by B007

Describes A007

Holder B008

JOB

1.9.

PERSON

Number Range

When an object is created, an object ID must be assigned.

Internal number assignment: automatic allocation of object ID by the system.

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2. Getting Started
Switch ON your PC. A screen similar to the one shown below will flash on your PC:

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2.1.

To open Login Window

Double click on the Toolbar SAP logon on above Screen.

Following Logon window shall open on your screen:

In this window, The System Head can configure the SAP Logon for you.
To Logon to SAP:

Click on Logon button in the SAP logon window.

OR
To open Logon Window:

Double click on the Toolbar SAP logon-pad on above Screen.

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2.2.

To Logon to SAP

Double click on the small icon in the Description column, in the SAP logon-pad window.
After a brief delay, following window shall open on your screen:

2.3.

To open the SAP Easy Access window

Enter your client number. (If different than default )

Enter your SAP User ID.
Enter your SAP User Password.
Press Enter on your Keyboard.

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The user menu contains only those items such as transactions, reports, and Web Addresses you need to
perform your daily tasks. If your system Head has defined a user menu, it is displayed when you log on to
the system.
If you have not been assigned a user menu, or you need to access items that are not contained in your user
menu:

Open the SAP standard menu by choosing Menu SAP standard menu. You now have a complete
overview of the SAP System you are currently working with. Use the workplace menu to navigate to the
items you need.

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On the SAP Easy Access initial screen, you can also:

Create a Favorites list consisting of the transactions, files, and Web addresses you use most frequently.

2.4.

Standard toolbar

The functions assigned to the standard toolbar are listed below:

Button

Name

Function

Enter

Confirms the data you have selected or entered

on the screen. Same function as the Enter key.
Does not save your work.

Command field

Allows you to enter commands, such as

transaction codes.

Save

Saves your work. Same function as Save in the Edit

menu.

Back

Returns you to the previous screen without saving

your data. If there are required fields on the
screen, these fields must be completed first.

Exit

Exits the current function without saving. Returns

you to the initial screen or main menu screen.

Cancel

Exits the current task without saving. Same

function as Cancel in the Edit menu.

Print

Prints data from the current screen.

Find

Searches for data required in the current screen.

Find next

Performs an extended search for data required in

the current screen.

First page

Scrolls to the first page. Same function as the CTRL

+ Page Up keys.

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2.5.

Previous page

Scrolls to the previous page. Same function as the

Page Up key.

Next page

Scrolls to the next page. Same function as the

Page Down key.

Last page

Scrolls to the last page. Same function as the CTRL

+ Page Up key.

Create session

Creates a new SAP session. Same function as

Create session in the System menu.

Create shortcut

Allows you to create a desktop shortcut to any

SAP report, transaction, or task if you are working
with a Windows 32-bit operating system.

F1 Help

Provides help on the field where the cursor is

positioned.

Layout menu

Allows you to customize the display options.

Application toolbar

The functions assigned to the application toolbar are listed below:

Button

Name

Function

Create

You use this function to create a new object.

Change

You use this function to change an object.

Display

You use this function to display an existing object.

You cannot change data in display mode.

Copy

You use this function to copy objects to temporary

storage or to the database.

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Delimit

Delimit means you want to change a validity

period, so that the end date occurs sooner than is
currently stated

Delete

You use this function to delete an object.

Overview

Screen within a task that displays a summary table

of the sub-objects of an object. Each sub-object
usually has a detail screen

Execute

You use this function to run a program.

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3. Business Processes
3.1.

Organization Structure

Organization Structure is the representation of the reporting structure and the distribution of tasks using
organization units (depts.) in an enterprise. The highest organization unit in the organization structure is the
root organization unit. E.g. CMD Organizational structure is the representation of the task related,
functional structure of the company.

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3.2.

Working with Screen Areas

Different user interfaces to edit / display the organizational plan:

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3.2.1.

SIMPLE MAINTAINANCE

3.2.1.1. Creation of Organization Unit

Th r o u g h t h e f o llo w in g st ep s it is p o ssib le t o cr eat e n ew o r g an izat io n u n it s in t h e st r u ct u r e.

Menu Path

Human Resources-Organizational Management-Expert Mode-Simple

Maintenance-PPOC_OLD ( create, change and display)

Transaction Code

PPOC_OLD

Either, one can follow the path or by using the transaction code

OR

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Directly enter the T-code: PPOC_OLD in the Command Field of the SAP Easy Access Menu.

Command Field

By using the Transaction Code- PPOC_OLD following screen will appear

Mandatory
field

Create
button
Validity Start
Date

Enter the Short text of Company/ Division/Unit in Abbr. Field

Enter Long text in the Name field.
Enter Validity Start date.
Press Create Button

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After pressing CREATE button following screen will come. On the below screen system will auto generate the
8 digit unique code for the newly created Organization Unit:

System
generate 8
Digit code

Press ENTER button on the above screen

. After pressing Enter button, following screen will appear

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3.2.1.2. Creation of Job and Positions

To create new positions first select Staff Assignments.

Click on Staff
Assignment

After selecting the STAFF ASSIGNMENT button, press Select

following screen will appear to crate job and position.

POSITION to create new positions then

Click on
Position

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Give abbreviation for position & Job

Define name of the position & Job
Define number of such positions required
Specify validity
Save

Note: From the same screen you can create the different number of positions.

3.2.1.3. Create Relationship

Organization Unit to Organization Unit Relationship
To create more Departments, Divisions and Units in DGPC structure click on select the parent Org. Unit for
e.g.: Select DGPC, as shown in the below screen and press CREATE button

Create
Click

After pressing CREATE button following screen will come:

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Enter the Short text of Division/Unit in Abbr. Field

Enter Long text in the Name field.
Save all the entries.

NOTE: On the same window you can create the multiple Divisions/Units.
As and when you will press SAVE button following new screen will appear with entered values:

Dept
created

To create Divisions/Units within the Department, follow the same process.

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Organization Unit to Position Relationship & Job to Position Relationship
To create the Organization Unit and Position relationship click to respective Department, and press STAFF
ASSIGNMENT button. See the below screen for reference.

Click on Staff
Assignment

Click

After selecting the STAFF ASSIGNMENT button, press Select

POSITION to create new job and positions
and to assign the newly created position and job to department.

Click on
Position

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Give abbreviation for position & Job

Define name of the position & Job
Define number of such positions required
Specify validity
Save

Note: From the same screen you can create the different number of positions and create realtionsips.
Now, all the created Positions are assigned to Organization Unit.

MDDGPC

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Head
HRA

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Person to Position Relationship
Two ways to assign Person (Holder) to the position:
1. Directly from the employee master data
2. Directly from hiring

1. Directly from employee master data: Click on the Assign Holder button from the screen and
following screen will come. Firstly mark to where one want to assign the holder- e.g. Recruitment
Division under HR&A Dept, then click Assign Holder assign holder screen will appear either
type his name or personnel Identity number and save it.

Assign
Holder

Select the Person from the help available.

Specify validity
Save

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2. Direct from Hiring: When one assigns the holder directly while hiring, one have assign the position
number.

Holder
assigned

For example: We have assigned the holder for position Assistant manager-RD directly while hiring. After
assigning the holder, one can assign the chief position if the person is holding the chief position of the
department/division/unit.

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Assignment of Chief Position
To make a position as chief position of department/division/unit then Click on the position for which you
want assign e.g. AM-RD, then click Edit button in the menu bar select the Chief Position Create.

Assigned

Click

The hat symbol shows the head of the Dept/Division/ Units and below one show that they are reporting to
the head.

4. OM History
As and when any record will be created in the SAP HCM system under OM module that record will be saved
in the system with particular start and end dates. If due to any reason some position or organization unit or
job is not required in the OM structure of the company and co. decided to obsolete those positions or
departments then just change the End Date of that particular object type, changing the End Date of any
object type is called Object Delimit concept in SAP.
No need to delete the particular object type because after deletion History of the particular object is not
possible to retrieve.

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SAP standard reports are available to retrieve the OM History with different selection options.
Organization Unit Standard Report:

Jobs Standard Reports:

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Position Reports with Reporting Structure:

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