Introduction to Understanding Organizational Management and PCR Processing in SAP

1. Introduction to Understanding Organizational Management and PCR Processing in SAP

2. Effective February 18, 2008, Human Resources introduced the Master Data Center • The MDC is responsible for: Processing hourly student appointments staff appointments (salaried and hourly) Graduate student appointments for divisions other than VPAA. Creation of new student and staff positions in organizational management in SAP. • The MDC is located in JCK, Suite 314.

3. Organizational Management

4. Organizational Management • Provides a real-time view of the organizational structure • Keeps history of the organizational structure as it evolves over time • Provides ability to store the reporting structure on a position level • Provides ability to store security on a position level

5. Organizational Objects • Organizational management uses basic objects to describe the organization: • Organizational units • Jobs • Positions • Persons • Cost centers (where HR and FI link together) • By establishing relationships among these objects, a hierarchy that matches the organizational structure is created.

6. Organizational Units • An organizational unit: • Is the principal object in an organizational plan • Equates to a current department or a major unit within a department • An unlimited number of organizational units can be created within an organizational plan • Relationships between organizational units are identified to determine the hierarchy within the organizational structure

7. Jobs • Describe general classifications of tasks routinely performed together • Are not occupied by persons (employees) • Are used as the basis for creating positions

8. Positions • Represent individual employee assignments in an organizational unit • Are either vacant or occupied by persons (employees) • Have relationships to other objects: • Is supervisor of position(s) _________ • Is supervised by position _________ • Belongs to org unit _________ • Manages org unit _________ • Each faculty, staff and student employee must be assigned to a position

9. Job versus Position • Example of Job • Director • Example of Positions • Director of Accounting • Director of Human Resources • Director of Facilities Operations

10. Group Position Titles for Task Workers • Staff Task Worker • One per department • Student Task Worker • Created only for departments approved by HR to use task payments for student workers (example – Advertising sales for KTSW or The University Star)

11. Requesting New Positions • A position must exist within SAP before any of these actions can be initiated • New Hire • Re-Hire • Change in Position • Additional Appointment

12. Maintenance of Positions Within SAP • Positions are entered and maintained within SAP by: • Human Resources (HR) • All staff positions • All student worker positions • Graduate student positions other than those in Academic Affairs • Faculty Records (FR) • All faculty positions • Graduate student positions in Academic Affairs • Undergraduate instructional assistants • Your responsibility is to keep HR and Faculty Records informed as position data changes

13. Data Maintained for Each Position • Validity dates • Organizational unit (i.e., department) • Job • Position the position reports to (i.e., supervisor) • Position(s) supervised (if any) • Org unit managed (if any) • Vacancy status • Changes in underlined items require you to notify HR or FR

14. More Data Maintained for Each Position • Enterprise structure: • Personnel area • Personnel subarea • Employee group • Employee subgroup • Planned compensation (vacant positions only) • For new positions – amount you expect to pay • For previously held positions – amount paid to previous employee

15. More Data Maintained for Each Position • Cost distribution • Cost center • Internal order • WBS element • Fund • ID# and name of holder (i.e., employee) • Position that serves as a department’s administrative support position • Position that serves as a backup time administrator for the organization

16. Enterprise Structure • Provides structure from perspectives of: • Personnel Administration • Time Management • Payroll • Benefits • Compensation • Position Budget Control • Defaults values and checks validity of data entered

17. Enterprise Structure • Each position and each employee must be assigned one element from each of the areas/groups in the enterprise structure • Personnel Area • Personnel Subarea • Employee Group • Employee Subgroup

18. Personnel Area • Office of the President • Information Technology • Academic Affairs • Finance and Support Services • Student Affairs • University Advancement • Athletics

19. Personnel Subarea • Benefits Eligible PT (20-39 hours) • Benefits Eligible FT (40 hours) • Non-Benefits Eligible PT (< 20 hours) • Non-Benefits Eligible PT (20-39 hours) • Non-Benefits Eligible FT (40 hours) • Student Benefits Eligible (20-40 hours)

20. Employee Group • Faculty • Staff  • Student • TRS/ORP Retired Staff • TRS/ORP Retired Faculty • ERS Retired Staff • ERS Retired Faculty • Program Faculty • TRS/ORP Retired Program Faculty • ERS Retired Program Faculty Note: Italicized elements apply to the employee only

21. Employee Subgroup • < 12 month Exempt Salaried • < 12 month Exempt Salaried with Spread • < 12 month Non-Exempt Salaried • < 12 month Non-Exempt Salaried with Spread • 12 month Exempt Salaried • 12 month Non-Exempt Salaried • Exempt Hourly • Non-Exempt Hourly • Task Worker • Per Course • Non Pay (not paid through the Tx State payroll) Note: Italicized elements apply to the employee only

22. Org Management Transactions PPOSE - Organizational and Staffing Display • Used to review all positions in an organization PPSS - Display Structure • Used to review reporting relationships (i.e., which positions report to which positions) ZSUSERSEC – View User Security Roles Access is available only if viewer has the security role of Department Head or Supervisor STEPS TO TAKE: - Access PA20 in SAP Gui - Click on Texas State Custom Reports under SAP MENU

23. Transaction PPOSE • Instructions • At SAP Easy Access Menu enter transaction PPOSE • In the “Find by” box, click on the triangle by “Organizational unit” • Click on “Structure search” • This will display one or more org units in the bottom left box on the screen (depending on which org units you have authority to work with). • Click on the triangles to find the org unit you desire to view • By double clicking on the selected org unit, a list of positions assigned to the organizational unit will be displayed on the upper right side of the screen.

24. Transaction PPOSE • Instructions (continued) • Click on the Column Configuration icon and select additional information to be displayed for each position or holder • Click on the triangle by any position title to view the employee assigned to the position

25. SAP Easy Access

26. Menu Path

27. Welcome Screen The Welcome message is displayed the first time you execute PPOSE. Thereafter, org units are automatically displayed when you execute the transaction.

28. Conduct Structure Search

29. Find the Organizational Unit The Column Configuration icon is available to display other org unit information

30. Positions Listed Under Org Unit

31. Column Configuration

32. Columns Added

33. Position and Holders

34. Transaction PPSS • Instructions • At SAP Easy Access Menu enter transaction PPSS • Enter object type S • Enter object ID (i.e., the 8-digit position number) • Example: 50003055 • Enter evaluation path O-S-PHIE • The current date will be displayed in the editing period box. Change this date only if you desire to view past reporting relationships

35. Transaction PPSS • Instructions (continued) • Click on the green checkmark or press the Enter key on the keyboard • Click on the symbol to expand the information displayed • To display relationship text: Click on View; click on “Relationship text on” • Click on symbols for supervisory positions to display reporting relationships • Click on other symbols to display Holders • Positions without Holders are vacant.

36. SAP Easy Access

37. Menu Path

38. Enter Search Criteria for Department

39. Expand Organizational Structure

40. Expanded View of Organizational Structure

41. View Key and Relationship text

42. Report with Key and Relationship text on

43. Electronic Personnel Change Request

44. Section Objectives • Upon completion of this section, you will be able to: • Describe what an Electronic Personnel Change Request (E-PCR) is used for • Create a Personnel Change Request • View an employee’s master data

45. STAFF E-PCR actions include New hires Rehires Changes in pay, position and cost distribution Additional appointments Leave with and without pay (for leaves more than 30 days) Return from leave FTE changes Separations Special Payments (awards, stipends, etc.) Work Schedule Change-electronic action Change in Position – Transfer to Another Department Electronic Personnel Change Requests (E-PCR)

46. Electronic Personnel Action Request Processing • Faculty and academic graduate student appointments are processed by Faculty Records. • Staff (hourly and salaried), hourly student workers, and non-academic graduate students’ appointments are processed by Human Resources.

47. Things to Know Before You Start • The Electronic PCR process replaced the paper process in March 2012. • Employee appointments are open ended with no termination dates - ending dates are not set up in advance. • The funding for grant employees can have ending dates, however, a funding end date does not end an employee’s appointment or employment. • All employees, including faculty and students, must have a separation E-PCR prepared so that there will be a vacant position in which to hire or appoint a replacement. • If a separation E-PCR is not prepared for salaried employees, even those who are temporary, they will continue to be paid once they leave the university.

48. Things to Know (cont.) • A separation E-PCR is not required if an employee is changing departments. The department that is receiving the employee will prepare the E-PCR. • The effective date on an E- PCR should be the actual date that the action begins • Example: The first date of employment or the last day worked. • The cost distribution on an E-PCR must always equal 100% even if the employee’s FTE is less than 100% • Basic pay entered is the employee’s actual pay • Example: If an employee is appointed at 50%, the basic pay entered should be 50% of the full-time rate

49. Concurrent Employment • Employees who fill multiple positions, have multiple reporting lines or multiple pay rates are concurrently employed • Concurrent employees are allowed to have multiple pay rates • Employees who are funded from different sources of funds but perform the same job duties are not concurrently employed • Each staff position that is eligible for the University Longevity Program (ULP) has its own ULP eligibility date and schedule

50. Processing for Less Than 12 Month Employees • Less than 12 month employees will be placed on Leave without Pay status beginning 6/1 and will be returned to Active status 9/1. • The less than 12 month status is designated as the employee subgroup and appears as “< 12 month” • No action is required by the department unless • the staff employee works during the summer, • the staff employee is a working retiree