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00 Implementation
For Xxxxxxx xxxxxxxxPvt. Ltd
Business Blueprint
Human Resources
Prepared by
Business Blue Print
Human Resources
Execution
This functional analysis report was drafted on the basis of analysis meetings held from
February 14th to February 20th, 2007. The analysis meetings held gave the Yyyyyyyyya Infotech
India an understanding of the Xxxxxxx xxxxxxxxPvt Ltd organisation structure, business procedures
and processes.
Name Role
Project Manager
Application Consultant-HR
Senior Manager-(Finance & Accounts)
HR Key User
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Document Information
Document Tracking
Name
The following acknowledges the acceptance of Business Blueprint of mySAP ECC 6.00
Implementation Project developed in agreement between Yyyyyyyyya Infotech and Xxxxxxx
xxxxxxxx(P) Ltd.
Reference
This acceptance is in accordance with the terms and conditions expressed in Yyyyyyyyya
Proposal to Xxxxxxx xxxxxxxx(P) Ltd
Work Accepted
Business blueprint documentation for Human Resources (HR) with the filename:
55819237.doc
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Acceptance
In witness thereof, the parties, in signing this acceptance, have agreed that Yyyyyyyyya
Infotech has successfully completed the Business Blueprint – mySAP ECC 6.00 Implementation
and has met all the deliverables as mentioned in the contract.
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TABLE OF CONTENTS
1. Introduction.....................................................................................................................6
1.1. Purpose of this document.............................................................................................6
1.2. Who should read this document...................................................................................6
1.3. Document Derivation...................................................................................................7
2. Process Description.........................................................................................................7
2.1. Objectives.....................................................................................................................7
2.2. Who created it?.............................................................................................................7
2.3. Where is it used?..........................................................................................................8
2.4. Who is Responsible?....................................................................................................8
4. Present Business Process (As-Is)....................................................................................8
5. Business Process Flow (To-Be)......................................................................................9
5.1. Recruitment................................................................................................................12
5.2. Personnel Administration (PA)..................................................................................14
5.2.1. Structural Employee Master Data............................................................................15
5.2.2. Detailed sub headings of Personnel Administration (PA).......................................15
5.3. Appraisal....................................................................................................................17
5.4. Training......................................................................................................................18
5.5. Organizational Management......................................................................................18
6.1. Enterprise Structure....................................................................................................21
6.1.1. Personnel Area/Sub Area:........................................................................................21
6.2. Recruitment................................................................................................................21
6.2.1. Personnel Screening (Initial Data Entry of Applicant)............................................21
6.2.2. Applicant Master Data Maintenance........................................................................21
6.2.3. Selection Procedure..................................................................................................21
Selection Procedure process is used to select a right applicant. Selection should be based on the
qualification and the applicant may be from External / Internal........................................21
6.2.4. Applicant Actions.....................................................................................................21
6.2.5. Transfer Applicant Data...........................................................................................21
6.3. Personnel Administration...........................................................................................22
6.3.1. Hiring.......................................................................................................................22
6.3.2. Employee Master Data.............................................................................................22
6.3.3. Display Master Data.................................................................................................22
6.3.4. Transfer/Promotion/Change in Pay..........................................................................22
6.3.5. Retirement/Resign/Death.........................................................................................22
6.4. Personnel Development..............................................................................................23
6.4.1. Qualifications...........................................................................................................23
6.4.2. Employee Profile Maintenance................................................................................23
6.5. Appraisal....................................................................................................................23
6.6. Training......................................................................................................................23
6.6.1. Creation of Business Events.....................................................................................23
6.6.2. Assign employees to Business Events.....................................................................23
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1. Introduction
This document is the Business Blueprint for delivering the SAP project at Updater. It outlines
the business requirements, ‘AS-IS’ analysis, ‘TO-BE’ processes and design considerations for the
project. This document, however, will not cover the technical details of the actual customizing and
other issues.
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This document is meant for MIS Managers, MIS Team leads and Key Users who are having
good understanding of SAP system. This document explains all the specifications that are broadly
captured for successfully delivering the SAP project. This is a controlled document and its
circulation is left to the discretion of Yyyyyyyyya Infotech and Updater.
This document is derived based on the following activities conducted at Updater starting 14th
February 2007:
• Updater key user discussions
2. Process Description
2.1. Objectives
The Human Resources Management team is responsible for creating these processes.
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• Recruitment Process is used for recruitment and maintaining the applicant pool.
• Personnel Administration Process is used for Employee Detail Creation & Maintenance.
• Appraisal Process is used for employee Performance Appraisal.
• Training Process is used to maintain employee training records, training documents.
HR processing will impact on the current business processes in the following areas:
• Employee details, which includes Personal Administration, Appraisal, Training.
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information like ESI enrolment (Form-1) and PF nominee (Form-2) to the Head Office every month.
Then the Head Office is creating the new employee in the system.
In this present system there is a possibility of creating duplicate entries for the same
employee. In the second scenario an employee may work in two different client places with two
different personnel numbers. This may also leads to the redundancy of data. This redundancy will
create an inconsistency data.
Updater maintaining all employee master data in the Head office, in a legacy system called
POCKET. Here each employee is assigned to the respective branch and the client, where he/she is
working.
As of now there is no proper Appraisal system in UDS and it needs to configure in SAP as
per the best practice.
Training is one of the major processes in Updater services. Every week / every fortnight
training will be conducted to the respective employees at the client place itself. Training will also be
conducted at Updater H.O. for the employees who are working at the client site
SAP HR structure
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Enterprise Structure
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a. Company Code
Company is the smallest organizational unit of Financial Accounting, for which a complete
self-contained set of accounts can be drawn up for the purposes of external reporting. This includes
recording of all relevant transactions and generating all supporting documents required for financial
statements
b. Personnel Area
Each Branch in Updater is considered to be the Personnel Area. The personnel area has
the following functions:
Personnel sub areas are the subdivisions of the personnel area. In Updater each
Department(Activity) is considered to be a personnel sub area which is within personnel area.
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• Specifying the country grouping; this controls the dialog for entering country-specific
personnel data. Within a company code, the country grouping must be unambiguous
• Assigning a legal entity to differentiate between the individual companies from a legal point
of view.
• The personnel sub area is a selection criterion for evaluation.
d. Employee Group
Employee Groups are used to classify employees in general terms in SAP R/3 system.
Employee Groups serve as selection criteria for reporting. SAP has got number of employee
groups, but as per the requirement at Updater we considered only one employee group, that is:
1. Active
The employee sub group represents a sub division of employee group. The sub group of
Updater employee group is
1. Regular
2. Contract
3. Trainee
4. Probationary
5.1. Recruitment
Recruitment plays a very vital role in any organisation. In Updater recruitment begins with a
vacancy, which may arise due to resignation, death, termination or new vacancy may create as an
additional. Applicants apply (may be Internal or External) for the vacant position.
SAP-HR-Recruitment provides the facility like, data redundancy (at the time of entering the
candidates detail itself it will check whether the candidate has applied here already). This feature
also helps when an internal employee applies for the vacant position.
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SAP provided standard reports of applicant based on Profile, Applicant range, Applicant
group (External, Internal), Reference personnel numbers
Once the applicant is selected his relevant information is transfer into HR master data.
If the applicant rejects then all his/her data stores in Applicant pool for historical purpose or
for future.
Recruitment Process
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Updaters use SAP functionality to maintain records of regular, trainee, probationary and
contract employees, within the single and centralized HR system. Individual’s data will now
available for management information and for compliance review.
If we want to process an employee like Hire, Transfer, Promotion, Leave use Personnel Action
(Performing a personnel action means maintaining a predefined sequence of infotype for a
particular employee).
If we want to add some more data of an employee use Infotype (Infotype are menu of
information which stores the record in an order) in HR Master Data.
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a. Infotype Menus
In SAP, users may access HR master data infotypes by selecting either Maintain-(Change)
or Display-(View) in SAP Easy Access Menu. When either of the one is selected, the user is
presented with series of Infotype menus. These menus include infotypes for ease of access by the
user.
b. Employee Number
c. Personnel data
The details regarding an Employee will be maintained in Infotypes. Employee Family details,
Addresses, Date of joining are some of the elements.
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Employee Data – This step involves the defining Forms of Address (Mr. / Ms), Name Format
(First / Middle / Last Name), Marital Status, Blood group, Personal identification mark.
0002Personal Data
0804Personal Features
Family Data – This step involves entering the information about Employee’s family. It
includes details of family members, their dependencies on the employee and also the profession of
spouse.
0021Family Member/Dependents
Address – Here we can maintain employee address; it includes permanent address, mailing
address, postal codes.
0006Addresses
Bank Details – This involves defining the bank details for the employee. It includes his/her
bank details.
0009Bank details
Salary structure – To maintain employee salary use Infotype 0008 (Basic pay). In UDS the
salary changes from client to client, branch to branch. In SAP we create each client as one Payroll
type and each branch as Payroll area and assign respective allowance group, so that the wage
types will come by default
0008Basic Pay
d. Employee profile
Maintain employee profile which helps to identify the employee capacity, for future plan.
e. Organizational Data
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The information that is defined in this process will be used for authorization procedures. The
process includes defining the employee attributes (activity status, employment status).
f. HR Archive
Here the scanned employee photograph, documents like his resume can be maintained,
which helps to recognize an employee easily.
This step involves making the system more users friendly. The customization involves
setting of the Menu Structure, suppressing details not under the scope of the system settings and
also linking related data together.
h. Date Types
UDS requires different types of Date type, at employee level. SAP provided an Infotype
0041 (Date specifications), which can used for the same.
UDS provides various types of company assets to employee like Laptop, Mobile. It needs to
be maintained in employee master data.
Use Infotype 0034 (Corporate Function) for maintaining employee assets.
5.3. Appraisal
In UDS appraisal process will occur in client place. The appraiser evaluates his
subordinates and sends the result to Head office. Finally the assessed results will be uploaded to
the SAP.
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5.4. Training
Training component has a wide range of powerful functions to enable you to plan and
manage all kinds of business events from training events to conventions simply and efficiently.
It provides you with an extensive range of powerful functions for every stage of event
management; preparation, planning, and execution.
• Direct connection to Microsoft Word for all correspondence and publications (such as
Business event contents, attendance lists, or correspondence).
Organizational units (Branches, Clients) are the center of an organizational plan which is
arranged in a hierarchy that mirrors the structure of an enterprise. Other object such as positions
(Operational head, for example) shows enterprise’s reporting structure. By connecting objects via
relationships, we create a network that reflects the organizational and reporting structures. In
addition to this, we can create relationships to objects from other components (cost center,
employee for example).
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b. Position (S):
Position represents a post that can be occupied by a person (employee) in the staff
assignments of an organizational unit (purchasing administrator for example). Positions differ from
jobs. A job is not concrete but rather the basis for the creation of various positions with similar tasks
and characteristics.
For maintaining minimum wages use infotype 1005 (Planned Compensation).
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Updater
Organizational Unit (O) Services
Position (S)
MD Dir-(BD/ O)
GM
GM FIN GM BD
Admin
Reg Mgr
(South)
Airtel
ABB LTD AFL LTD
Supervisor
1Catering
Housekeeping
Technical
Security
Gardening
Production Support
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Personnel Area/Sub Area process is used to define the Personnel Area and Sub Area. This
process will take place only when a new branch or a client is added to the Organization.
Personnel Area defines the geographical location of an organization; Sub area defines the
sub division of the Personnel area. In UDS each branch is considered as a Personnel area and
each client is considered as a Sub area.
6.2. Recruitment
Personnel Screening process is used to capture the relevant data of a candidate, which will
be used to find out whether this candidate has already applied or not. This will help to avoid
duplications.
Applicant Master Data Maintenance process is used to capture and maintain applicant data.
It includes applicant profile (qualification), experience details, personal data etc.
Selection Procedure process is used to select a right applicant. Selection should be based on the
qualification and the applicant may be from External / Internal.
Applicant Actions process is used to maintain the status of an applicant like Reject, Process
further, Put on hold and Hire applicant.
Transfer Applicant Data is used to transfer an applicant data that got selected to the
Employee Master Data / HR master data.
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6.3.1. Hiring
Hiring is the process, which takes place when the recruitment is not happening through HR
and some other department does this Hiring. In UDS Hiring process takes place at the client site by
the Operation Team, Then the required and details will be send to the HR at Head Office. In such a
situation, use hiring action in Personnel Action. During this process a series of Infotype will be
created for each employee.
Employee Master Data is used to maintain the employee details through Infotype (Infotype
is a menu of information which stores the data in an order). During the Hiring process only the
important Infotype is used, but for further data like employee medical data, family members data,
education data, and employee assets data are maintained in HR master data.
6.3.5. Retirement/Resign/Death
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6.4.1. Qualifications
Employee Profile Maintenance process is used to maintain employee profile for the
management purpose. This data is used to find out the employee potential, qualification, and also
for the appraisal process.
6.5. Appraisal
6.6. Training
Creation of Business Events process is used to create different Business Events. As per the
UDS requirement; a SAP’s standard Business events have been created. New business events can
also be create and maintained when ever there is a requirement; these Business events have to be
assigned to the respective Position.
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Organizational Management process is used to create (or copy) an organizational unit and
respective Positions whenever a new branch / client joins the Organization.
An organizational plan is used to carry out numerous business and human resources
processes, it is, a functional structure representing an enterprise based on tasks.
Whenever an employee is assigned to a Position then it will automatically update in
Organizational Structure.
Time Sheet maintenance process is used to maintain employee wise man days.
Transfer Time Sheet process is used to transfer time sheet data to the respective system.
Master Data Transfer process involves transferring SAP employee master data to the legacy
system, POCKET for payroll processing.
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Number Ranges
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Data Objects
Sl No Company-Legacy system SAP system Master Data
01 Employee Data Employee Master M- (Master Data)
9. Standard Reports
Recruitment
Reports Description Remarks
1 Variable Applicant List
2 Applicant Statistics
3 Vacancies
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Personnel Administration
Reports Description Remarks
1 Flexible Employee data
2 Service Anniversaries
3 Birthday List
4 Employee List (DOJ and DOL)
5 Family members
6 Telephone Directory
7 Power of Attorney
8 Bank details
Training
Reports Description Remarks
1 Training Attendee List
2 Attendee’s Training History
Attendance List (Word format-to get the
3 sign)
4 Training Business Events
Organizational Management
Reports Description Remarks
1 Vacant Positions
2 Obsolete Positions
Use this infotype for maintaining
3 Planned Labor Costs
Minimum wages
Yyyyyyyyya
Sl No Name Designation Signature Date
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Updater
Sl No Name Designation Signature Date
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