2. Introduction – CLIENT
------------was established in 1963, with two Business
operation Clay and Starch
Our client has three unit in which one for Clay business
located at Trivandrum, has capacity to produce different
grade and high refined Clay of 190,000 metric tons per
annum This unit has been certified with ISO -9002:2000.
The other two unit is meant for Starch business and one
located at Yamuna nagar and other at Pondicherry. The
division is been certified with ISO:9002 Certification.
3. Business Blue Print Phase
Workshop was held by involving the Core team Members of Client –
Focus United and implementation team of our Company and also there
were several workshop was held between the key user of both the
company and based on that various business scenarios has documented
and will be configured in SAP
The objective for Business Blue print document is to 1) Identify the
process with the help of core team members 2) Process being followed
by the Client i.e. (AS – IS). 3) The Process should be carried out by the
Client in SAP System i.e (To – BE)
The Purpose of this report is to confirm the understanding of these
business scenarios, which will form the basis for system specifications.
4. Business Blue Print Phase
The activities will be performed on following below
approach:
Section I - Organization Management
Section II - Personnel Administration
Section 111- Time Management
Section IV - Personnel Development
Section V - Payroll
Section VI - Gaps Analysis
6. Organization Management
The different elements of organization structure maintained by
SAP are:
Organization Unit
Jobs
Position
Cost Centers
Person
Tasks
Present Process (AS – IS)
Proposed (TO - BE)
7. Organization Management
Present Process (AS – IS)
The different elements of Organization structure of CLIENT FOCUS
UNITED are:Organization Unit: Operations, Marketing, Commercial
etc.Jobs: VP, Manager etc.Position: VP – Works, DGM – Works, General
Manager – Marketing etc.Person: Mr.M.M.George, Mr.Varkiachan Pettah,
Mr.R.Ashokekumar, Mr.D. Tiwari etcCost centerTasks
Proposed (TO - BE)
The different elements of Organization structure: - Organizational Unit,
Jobs, Positions, Cost Centers, Tasks at CLIENT FOCUS UNITED will be
mapped in SAP system.
New/Vacant positions will be maintained in the system.
8. Personnel Administration (PA)
Personnel Administration
Enterprise Structure
Personnel Structure
Organization Structure
Personnel Area Personnel Sub - Area
Employee Group Employee Sub - Group Payroll Area
9. Personnel Administration (PA)
The Business Blue Print document covers the structures and processes related to
personnel administration in CLIENT FOCUS UNITED The HR department of
CLIENT FOCUS UNITED undertakes these activities and performs the HR
activities like at Specific location) Hiring, Resignation, and Separation for the
employees of all the entities up to the level of Asst. Manager (MMA Grade),
and aids Corp. HR in performing these for Managers (SMB) and above. All
Promotion cases are referred to Corporate, and decision taken in consultation
with Corp. HR and ED/Chairman .
HR structures in PA at Client Focus United - The various structure to be
implemented in the SAP - HR module
Enterprise Structure- Personnel Areas, Personnel Sub-areas
Personnel Structure- Employee Group, Employee Subgroup and Payroll
Area.
Organization Structure- Representation of the organization chart of the
company.
10. Enterprise Structure- Personnel Areas, Personnel Sub-areas.
Personnel Areas: The personnel area is an organizational unit that
represents a specific area of the enterprise and could be organized
according to aspects of Physical Location, Legal status, Time
Management and Payroll. A Personnel Area is assigned to a Company
Code.
Personnel Sub Areas: Personnel sub-areas represent a further
subdivision of the personnel area. The principal organizational aspects
of human resources are controlled at this level, namely the pay scale
and wage type structures and the planning of work schedules.
11. Enterprise Structure- Personnel Areas, Personnel Sub-areas.
Company
Code
Company Text Personnel
Area Code
Personnel
Area Text
Personnel Sub
Area Code
Personnel Sub
Area Text
12. Personnel Structure -- Employee Groups --Employee Subgroups -- Payroll
Area.
At CLIENT FOCUS UNITED,
the employee groups will be
based on Cadres – Staff,
Officers, Workers
At CLIENT FOCUS UNITED,
grades within a cadre will be
used as employee subgroups.
SAP provides standard
employee status for reference in
the system such as Inactive and
Active.
13. Process in Personnel Administration
Maintaining Personnel Data
Process of Hiring
Process of Probation
Process of Extension of Traineeship
Process of Extension of Probation
Process of Confirmation
Process of Relocation/Transfer
Process of Promotion
Process of Performance Appraisal
Process of Disciplinary Action
Process of Change in Pay
Process of Demotion
Process of Suspension
Process of Separation
Process of Training
14. S
l
.
N
o
Process of
Personnel
Administration
Process (AS - IS) Process ( TO - BE)
1
Maintaining
Personnel Data
Individual Personnel File needs to be
referred whenever any HR activities is
performed
All data are stored in logically grouped
records, called infotypes.Here it will be
maintained by SAP HR key user
2
Process of Hiring After the Recruitment & selection,
Emp.code is assigned and all the data
are maintained in the base location
Hiring action will run the sequence of
info type for
entering the appropriate data
3
Process of Probation the process has to keep record on
different aspects, the
different level of cadre, changes to
made in Salary or designation
Monitoring of task (Info type 0019)will
capture the
date of end of traineeship period and
changes will automatically happen -like
ESG, pay section.
4
Process of Extension
of Traineeship
Trainee undergoes training in the
organization.
If the trainee is unable to complete the
training successfully the training is
extended.
Extension of Traineeship is run. The date
on which traineeship is extended is
recorded. Monitoring of tasks will
capture the date of end of extension
period.
Process in Personnel Administration
15. Process in Personnel Administration
Process of Extension of
Probation
At the end of the probation period, the
probationary’s performance is evaluated. If
the probationary’s performance is not
satisfactory the probation period is
extended.
The date On which probation action needs to be run
is recorded. Monitoring of tasks will capture the
end of probation period. At the end of the
probation period, if the probationary’s
performance is not satisfactory, the probation
period is extended. Evaluation of probationary’s
performance will be done outside the system.
Process of Confirmation Tracking of employee’s confirmation date
is manual, HR
dept extend the probation, if they do not
receive any confirmation from HOD
Reminder can be set by using Infotype(0019),
after getting approval from HOD, HR runs the
confirmation action
Process of
Relocation/Transfer
Re-location transfer is done based on the
seniority, no tracking on the levels
Relocation/ Transfer action will be run. Change of
addresses, pay, employee group, employee
subgroup will be maintained by an authorised
user in the system.
Process of Promotion Promotion of workers will normally be
effected from the next wage period
following the date on which the vacancy
arises and the promotion process will be
completed within a period of 45 days
subject to the following meeting
predefined eligibility norms.
Promotion of Staff and Officers- Annual
Appraisal format will be sent to Unit HR
by Corp.HR and same will be submit to
HOD and 90" appraisal
Promotion action may be run at the location except
officers. For officers, such action shall run at corporate
depending on authorisation. In SAP, employee records
will be available in standard form and change in
organizational assignment, pay, employee group,
employee sub group will be maintained in SAP.
Process of Performance
Appraisal
16. Process of Disciplinary Action Memo - if require Disciplinary action
may or may not be imposed.
The Disciplinary action will be configured in SAP,
through which, reason for taking disciplinary action can be
identified, change in pay can be effected and notes can be maintained
in employee file (infotype) pertaining to the current status/activities
Process of Change in Pay Change of pay is done - confirmation, promotion..etc.
Decision are made by Corp.HR and changes on payroll
(Trivandrum)
Recommendation made by the HOD/GM/VP and
changes made with consultation of Corp.HR (Starch
unit and marketing Division)
The change in pay for an employee will be effected through Change
in
Pay action by recording the new salary components or new value of
salary components.
Process of Demotion Based on the poor performance of Employee changes
will made in payroll, grades or cadre
Change in employee subgroup, cost centre,
organization unit will be maintained in the system by authorized
employee.
Process of Suspension Based on the proceedings of Disciplinary action Suspension action will be maintained in the system. SAP will
maintain the data
Process of Separation Discharge / Dismissal / Retrenchment as per the
approved
Standing Order at Trivandrum location. And starch
Unit locations and Marketing offices - Receive
resignation letter - from HOD…
Discharge/Dismissal/Retrenchment/Retirement/RESIGNATION
will be identified as reason for running separation action. The
outcome of Notices, approval of notice, domestic enquiry will be
input in SAP.
Process of Training Training calendar is maintained to track, monitor
functional,
technical, general training of employees.
Training action will be used to maintain training history of
employees.
17. Section – III - Time Managemnt
Time Management
Daily Work Schedule Periodic Work Schedule Work schedule Rules Personnel work rule
19. Time Management
Daily Work Schedules (DWS): These are
the smallest units of the work schedule. Daily
work schedules contain the authorised
working times and break times for a
particular day. These times include fixed
working times, flexitime, as well as daily
work schedules for days OFF.
Period Work Schedules (PWS): Each
working time model contains a combination
of both working days and days off (for
example, Monday to Thursday = Normal
work; Saturday = Half day and Sunday = Off
day). This pattern of working and non-
working days repeats itself within a certain
period of time (one week, for example), or
repeats as rotating shifts within a particular
number of weeks. This sequence of daily
work schedules for particular working days
and daily work schedules for days off is
determined in the Period Work Schedules.
20. Time Management
Work Schedule Rules: A period work
schedule is assigned in the Work Schedule
Rules. It is also assigned to a public holiday
calendar so that it can be applied to a
specific calendar month. Work Schedules
are generated from the system by applying
the work schedule rule to a calendar. The
working times defined for employee
groupings and individual employees are
based on these work schedules.
Personal Work Schedules: There are
created for each employee when you
include individual time data in a work
schedule meant for several employees in
the time Infotypes Absences (2001),
Attendance (2002), Substitutions (2003)
and so on.
21. Time Management
Public holidays
Definitions for public holidays: Calculation
rule for date, religious denomination etc.
Public holiday calendar
Any composition of public holiday rules
Time Management – Proposed (To – BE)
Absence quotas/Leave Entitlements will be maintained which will be used to track
employee leaves e.g. Casual Leave, Sick Leave, Privilege leave, Maternity Leave.
Representative Daily Work Schedules, Period Work Schedule and Public Holiday Calendar
will be maintained.
Overtime Hours would be uploaded into SAP system by Time Office/HR administrator on
daily or monthly basis.
22. Section V - Payroll
Payroll is used to calculate the remuneration for work done for an employee. Payroll does
not just involve the calculation of remuneration, but consists of a variety of processes that
are becoming increasingly important due to the employer’s increased responsibility to
supply benefits and medical welfare. This document covers the processes related to
Payroll & Claims in CLIENT FOCUS UNITED. The document shall explain the Payroll
processes.
PROPOSED PROCESS (AS-IS)
In SAP, the payroll program is run at a specific point in time, not only to calculate an employee’s
basic remuneration but also any special payments, overtime payments or bonuses that must be
effected for the period in question. Before the cut off date all required final component will be
updated in the SAP by an authorized user.
Wage types like Overtime Allowance, Risk allowance, Production Incentive which are based on
variable number of hours or production will be included under Infotype 0015.
23. Employee
Master Data
Employee joins the
Organisation
Employee Particulars
are Updated
Release Payroll
(Lock the Master Data
from Rectification)
Start Payroll
Payroll Processing
Check Payroll Results
Errors/
Inaccuracies/
Inconsistencies ?
Release for Correction
Correct the Payroll
Related Master Data
YES
EXIT PAYROLL
NO
Payroll Reports
Bank Transfer
Print Payslips
Simulation of Posting
Run
Simulation Run
OK?
YES
Actual Posting to
Accounts
Simulated Payroll Run
Simulation Run
OK?
YES
NO -
Make
Necessary
Corrections
Print Payslips of the
Simulated run for
Verification
24. Payroll Structure – Pay Scale Type and Pay scale Area
Pay Scale Type can be single Pay Scale
Type or multiple based on divisions,
layers of Management. Pay scale type
can also be mapped to the job
responsibilities which mark a major
difference in the pay scales of the
employees. For our client this will be
defined based on the on groups cadre
of employees
The Pay Scale area can capture that the
employees are differently paid in the
same organisation if they are widely
separated into different regions. For our
client this will based on the
geographical location
25. Pay Scale - Pay scale level and Payroll Period –
Payroll Accounting area
Pay scale groups and pay scale levels are the criteria used to classify data to
describe the scales in the Organisation. Pay scale levels are subdivisions of pay
scale groups. Pay scale groups and levels can be defined per pay scale type, pay
scale area.
Payroll period is the name given to the interval for which Payroll runs such as
weekly or monthly. The Payroll period is specified by an interval from a start
date to an end date.The Payroll Period at Trivandrum, Pondichery, Mumbai,
Yamunanagar, Delhi Marketing, AND CORPORATE is monthly.
Payroll area is defined by a group of employees for whom payroll should be run
together, and at the same time. Payroll can be run separately for different
employee groups, using different payroll areas. However, employees who
belong to different company codes can be grouped in the same payroll area.
26. Wage Type Structures and Groups
The Salary heads are represented by wage types. A wage type can represent a
payment or a deduction. Wage types are divided in two main groups:
Primary Wage Types also referred to as dialog wage types because users
can enter them into Infotypes.
Secondary Wage Types are generated by the system during Payroll
SAP uses the wage type group concept to group wage types that have similar
characteristics with regards payroll accounting.
Example wage type groups:
0008 - Basic Pay
0014 - Recurring payments /deductions
0015 - Additional Payments
27. Over All processing - Payroll
Process. No. Process Description SAP Functionality Remark
1 Final Input information is entered in the
SAP.
This data will be maintained or uploaded into
SAP prior to the Payroll Run
Data will be uploaded into
SAP in Additional
Payments infotype
(0015)
2 Finalization of payroll data (activity 2) Any changes in the master data of
employees are recorded in the PA
module and are integrated with
Payroll.
Other wage types will be entered in infotype
0014 (Recurring payments) or 0015
(Additional Payments).
Leave data will be picked up from the leave
infotype (2001).
3 Release Payroll Release Payroll is performed in Sap to lock
the records of employees for whom
payroll is to be run
4 Run Payroll Run payroll in SAP
5 Release for correction In case of any errors in payroll, this has to be
performed and then the corrections
made in SAP
6 Run final payroll Run final payroll
7 Payslip Printing Run Remuneration Program for printing
payslip
