Accelerated SAP - Business Blueprint

The University of Tennessee

Project IRIS

SAP R/3 Executive Summary (Human Resources)

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TABLE OF CONTENTS
Human Resources: Human Resource Management...................................................................................3 EXECUTIVE SUMMARY.......................................................................................................................................3 Summary of Areas/Processes Covered.....................................................................................................3 SAP Enterprise Structure.........................................................................................................................6 Summary of Business Blueprint Analysis.................................................................................................7 Business Fit............................................................................................................................................10 Recommended Changes..........................................................................................................................13 Open Issues and Gaps............................................................................................................................14 Interfaces................................................................................................................................................15 Conversions............................................................................................................................................16 Enhancements.........................................................................................................................................17 Report Requirements..............................................................................................................................17 SAPscript Requirements.........................................................................................................................18 Authorizations........................................................................................................................................18 APPENDIX......................................................................................................................................................19

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Human Resources: Human Resource Management

Executive Summary
Summary of Areas/Processes Covered
The Human Resources team was responsible for assessing application components that reside underneath the SAP R/3 Human Resource functions. Human Resources includes all application components related to an employees Life-cycle while at an organization. These activities include the Enterprise Structure, Cross-Application Components, Organizational Management, Personnel Development, Personnel Administration, Recruitment, Training and Events Management, Benefits, Compensation Management, Human Resource Information System, Time Management, Payroll Accounting, Managers Desktop, HR Funds and Position Management, HR Workflow, and Employee Self-Service. The modules that The University of Tennessee project will be implementing in whole or in part (see appendix A) at this time include the following: Enterprise Structure

This structure is used to help in the reporting process. It is also used in classifying employees into different groupings to make them eligible or ineligible for specific processes within each of the individual modules of the SAP R/3 software. Organizational Management

Organizational Management forms the basis for the entire personnel planning and development application. The administration of structural data facilitates analysis of the organizational structure as well as organizational customizing. This component allows you to engage in wide-ranging human resources planning, and enables you to develop actual and proposed personnel scenarios. Personnel Administration

Personnel Administration establishes organizational hierarchies and their control functions using a system of control tables. This application component is used to perform essential personnel administration tasks such as hiring employees, performing organizational reassignments, and ensuring that the correct data is entered in the system when employees leave the enterprise. Employee data in the Personnel Administration application component is stored in such a way that you can easily access and maintain the data at any time. Recruitment

Recruitment has all the functions you need for working through the entire recruitment procedure. The Recruitment component contains an entire range of powerful, flexible functions that you can use to implement an effective and largely automated recruitment strategy.
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Benefits

Benefits Administration offers you a comprehensive method of administering employee benefits. This application component encompasses the key concepts and processes you need to manage extensive and highly individual benefits packages for your employees. Compensation Management

Compensation Management provides a toolset for strategic remuneration planning that reflects your organization's culture and pay strategies, and it empowers managers to offer competitive and motivating remuneration, be it fixed pay, variable pay, merit increases, or promotion. The Personnel Cost Planning part focuses on the costs associated with maintaining a staff, for example, wages and salaries. It allows you to experiment with and to project future costs. You can also work with costs that are not typically associated with maintaining a staff, for example, you can include employee training and education costs, as well as funds allocated for employee social activities, in the calculations. Time Management

Time Management enables flexible representation of all personnel procedures involved in recording and evaluating employee time data. It also allows you to transfer absence and attendance data to other SAP applications. Payroll Accounting

Payroll Accounting allows you to process payroll for employees in the United States, using data from SAP Personnel Administration and Benefits under a wide variety of configurations. The SAP Payroll system also offers a number of standard payroll reports. The Tax Reporter component allows you to generate all required state and federal tax forms, such as SUI reports and W-2s. Further reports can be generated using Ad Hoc Query. Training and Events Management

The Training and Event Management component has functions to enable you to plan and manage all kinds of business events from training events to conventions simply and efficiently. It has interfaces to all of the relevant R/3 application components, making it a basis for extending and updating your employees' skills and knowledge. Integration with Personnel Development lets you convert training proposals directly into bookings for employees with qualification deficits or needs. Its flexible reporting and appraisal functions provide you with important decision support feedback to ensure that the business events you offer are both high quality and effective. Personnel Development

A companys personnel development needs are determined by comparing current or future work requirements with employees qualifications, preferences and aspirations. Career and succession planning scenarios might contain personnel development measures that are geared toward finding someone to fill a specific post. They can also contain more
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general measures to impart qualifications so that employees retain or further their professional skills and abilities, and keep track with technological developments. Employee Self-Service

Employee Self-Service (ESS) enables employees to create, display, and change their own data in the intranet used at their enterprise. By enabling employees to access their own data, HR processes are standardized and simplified. As a result, employees in the Human Resources Department can concentrate on other tasks of greater strategic importance. HR Funds and Position Management

With HR Funds and Position Management, you can finance employees for specific periods of time. You can determine the funds required for financing employees by reading data from default value tables, or by simulating a payroll accounting run. When you finance employees, this generates fund commitments in Funds Management. These commitments are then replaced by the actual payroll data of the employees who were financed. HR Workflow

HR Workflow is used in order to carry out numerous business and human resources processes. You need an organizational plan, that is, a functional structure representing your enterprise based on tasks or duties that need to be done. You then link these tasks or duties with the agents possible from an organizational point of view. This link allows the workflow management system to find the "appropriate" organizational processing participant(s) (agent) and assign tasks or duties to them. HR Information System

Human Resources Information System provides you with a broad range of reporting functions for all areas of Personnel Management. In addition, it lets you define your own reports efficiently and quickly. Excluded from the above list are Human Resource modules that have been determined out of scope, such as Managers Desktop. Additionally, specific Human Resources business process functionality has been placed out of scope. The functionality deemed out of scope would include processes such as Managers Desktop, Shift Planning, COBRA Administration, Pension Administration, Retirement Limits/Projections, and Employee Performance Apprasials.

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SAP Enterprise Structure
The organizational structure (see appendix B) is the framework in which all master data and transactional data is entered, stored, and reported. In essence, the organizational structure becomes a way of organizing the Universitys data. Each functional area requires specific organizational structures/elements to be defined. In large, processing and reporting requirements of the agency have dictated the Human Resource organizational structure. The key organizational structures in the Human Resources module include Personnel Area, Personnel Subarea, Employee Group, and Employee Subgroup. The following summarizes each of these elements and presents recommendations on defining them to meet the universitys processing and reporting needs. Personnel Area A Personnel Area is a specific entity within the Personnel Administration structure. It is a sub-unit of a company and each Personnel Area must be unique and assigned to one company code. Personnel Areas are used for reporting purposes, validating authorizations, setting up planned working times, and generating default information in employee master records and pay records. Examples of Personnel Areas might be major organization divisions or major geographical divisions. Personnel Subarea Personnel Subareas are subdivisions of the Personnel Area. Personnel Subareas are used to describe the public holiday calendars, the payroll structures, and the time management structures. Personnel Subareas can also be subdivisions of the Personnel Area by function (i.e., human resources, finance, etc.). Employee Group Employee Groups are used to classify employees in general terms in the R/3 system. Employee Groups allow you to generate default data for payroll accounting, serve as selection criteria for reporting, and constitute an authorization check. Employee Subgroup Employee Subgroups are subdivisions of Employee Groups. Employee Subgroups subdivide Employee Groups according to the employees status. Payroll Accounting Area (HR) Organizational unit for which uniform payroll accounting can be defined.

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Organizational Structure (HR) The Organizational Structure in Human Resources is made up of three components or objects which are Organizational Units, Jobs, and Positions. Once these components/objects are defined, attributes can be associated with each. When that is complete a relationship between the components/objects is defined, thus representing a traditional Human Resources view of the Organization. This functional organization plan differs from the administrative enterprise structure and the personnel structure whose elements are relevant to Payroll Accounting (company code, personnel subarea or employee group).

Summary of Business Blueprint Analysis Overview: Goal of the Business Blueprint Analysis
The purpose of the business blueprint analysis was to determine business process requirements for The University of Tennessee. The business blueprint document is the main deliverable from the business blueprint phase. This document is a detailed record of results gathered throughout the Universitys business blueprint analysis. From this analysis, The University of Tennessee and TeamSAP will achieve a common understanding of how the University intends to run its business within the framework of SAP R/3. In addition, the business blueprint deliverables become the input into the next phase, Realization (Simulation and Validation). The goal is to move into the next phase with enough information to complete baseline configuration (design) of the Human Resources modules and functionality by the University and TeamSAP.

Tools Utilized to Document Business Blueprint Analysis

SAP supplies tools to use during the ASAP implementation of R/3. The major tool used during the Business Blueprint phase was the Q&A database. Within the Q&A database there are three information collection mechanisms. These are Business Process Questions (by major process) (see appendix C), Customer Input Templates (see appendix D), and Business Process Transactions (also by process). Business Process Questions (or questionnaires) are questions regarding the Universitys organizational structure, processes, and business needs. Business Process Questions were used throughout business blueprint workshops to collect information about the Universitys business processes. In addition to the standard questions supplied, TeamSAP consultants and University team members added additional questions based on information gathered prior to and during the business blueprint phase. Customer Input Templates (CITs) are a high level summary of goals of implementation. The Human Resources team responded to these at the process group level. Human Resources team members were assigned Customer Input Templates to answer. The core Human Resources team have reviewed all Customer Input Templates.
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Business Process (BP) Transactions are the actual R/3 transaction codes used to determine SAP R/3 processes that will be implemented. The BP Transactions were used to create the BPML (Business Process Master List). Team SAP consultants and University team members toggled transactions in and out of scope based on the Business Process Questions, Customer Input Templates, and detail requirement workshops. The following illustrates the specific level for which information was collected and an example. Scenario: High-level business process (e.g., Benefits Administration) Process Group: A break down of the scenario into logical grouping of processes (e.g., Determining a Benefits Offer). CI Template responses are recorded at this level. Process: The lowest level where the actual processes reside (e.g., Participation Processing). The Business Process Questions & BP Transactions are recorded at this point.

Business Blueprint Analysis Activities: Human Resources Team

The major activities accomplished by the Human Resources team during the business blueprint analysis were: 1) 2) 3) 4) Kick-off of the Business Blueprint Phase; Business Blueprint Workshops; Detail Requirement Workshops; and Preparation of Business Blueprint Deliverables.

Kick-off of the Business Blueprint Phase

In order to transfer knowledge and build a common understanding of goals of the business blueprint phase a kick-off meeting was scheduled and completed. University employees and TeamSAP personnel attended. Some of these individuals in essence have become extended team members with specific subject matter expertise (SME). This kick-off meeting was used as a forum to set expectations about the project. The first section of the kick-off meeting focused on basic information about SAP, the product (R/3), and introductions of team members.

Business Blueprint Workshops

After the kick-off meeting, many business blueprint workshops were scheduled and completed. A detailed schedule was developed to track workshops and participants. Each workshop focused on specific areas and/or processes within Human Resources. These functions are referenced as scenarios in the Q&A database. Scenarios are high-level groupings of processes.

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The main goal of these workshops was for TeamSAP to gain an understanding of the Universitys current processes as well as the way the University wants to do business in the future and begin the task of transferring them into SAP R/3 processes. Because most attendees had not attended SAP level two courses, SAP R/3 process discussions were kept at a high level and the focus was that of an information gathering process. The following are the Universitys in scope scenarios in which the following workshops were scheduled and completed: Organizational Management Personnel Administration Recruitment Benefits Administration Compensation Management Time Management Payroll Accounting Training and Events Management Personnel Development Employee Self-Service (based upon core team review) HR Funds and Position Management HR Workflow HR Information System (based upon questions in workshops and core team review) During each workshop, detail questions about business processes were discussed and answered. These questions are standard ASAP questions with the addition of questions added by TeamSAP consultants. During the workshop, responses were entered directly onto the Questionnaire that was discussed. Throughout the workshops, areas were identified where further representation from outside departments would be required. The Universitys core team and TeamSAP consultants have reviewed all questions/responses. A detail issue log was created to track these and other issues. Detail Requirement Workshops The goal of these workshops was to clarify the business requirements of the University and refine business process definitions with the SAP R/3 framework. SAP applications consultants, University Core Team personnel and other department representatives attended numerous detail requirement workshops. Department representatives were invited based on the detail requirement workshop topic and if the associated processes had a direct or indirect impact on their department. The detail requirement workshops clarified current processes so SAP R/3 analysis on the to-be processes could be performed.

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Preparation of Business Blueprint Deliverables
The final business blueprint activities for the Human Resource team was to prepare and assemble all business blueprint deliverables. This task involved the following activities: Review of all Q&A questionnaire responses by the core Human Resources team; Creation of Customer Input Templates (prepared by University core team members and project consultants); Final review of all Customer Input Templates (by University core team members and project consultants); Identification of critical reports not delivered with the SAP R/3 system; Identification of interfaces that will be needed; Identification of data conversions required; Identification of enhancements to the delivered SAP R/3 core product; Update of Human Resources issue log (which includes the major gaps).

Business Fit
The following processes have been identified as the core Human Resources processes that will be configured (see appendix G for supporting configuration documentation) during the Realization (Simulation and Validation) phase. Personnel Administration General settings Enterprise structure Employee personal details Information about work relationship Time specifications Payroll specifications Employee hiring Salary adjustments Employee transfer Employee termination Leave of absence Maintain HR master data Displaying of master data Organizational Plan Establish organizational units Establish positions Establish jobs (classes) Maintain organizational units Maintain positions
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Maintain jobs (classes)

Recruitment Receipt of application Issuance of recruitment requests Applicant pool administration Notification to applicants Personnel screening Personnel selection Processing work offer Resubmission of applicant Preparation for hiring Processing of rejections Advertising evaluation Maintain / Display advertisement
Benefits Administration Benefit plans Determination of benefits offer for employee Selection of benefits Correction of benefits selection Enrollment in benefit plans Change in benefit plans Termination of benefit plans Confirmation of adjustment of benefits participation Compensation Management Salary packaging Eligibility rules Adjustments Job pricing Personnel cost planning Compensation monitoring Time Management Time recording Quota management Approval of time recorded Time evaluation Payroll Accounting Time data processing
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Payments Off-Cycle Deductions Payment methods Third-Party remittance Posting to accounting Reporting

Taxes Garnishments Legal reporting

Training and Events Management Business event planning Business event performance Business event attendance administration Business event resource administration Personnel Development Qualifications / Requirements Development plans Personnel appraisals Maintain career model Employee Self-Service (see appendix E) Employee personal details Information about work relationships Payroll specifications Benefits Time management HR Funds and Position Management Overall budget Payroll simulation Maintain organizational units, positions, or employees HR Workflow (see appendix F) Still to be determined HR Information System Standard reports Ad Hoc query

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Recommended Changes
As a by-product of the SAP R/3 implementation, multiple business processes will undergo changes. In some cases, the current process will be mapped directly into a SAP R/3 process. Some core business processes have been identified with recommended changes (see appendix H) to be evaluated by the Universitys core team and Steering Committee. There are currently only a few recommended changes identified at this time in the Human Resources area, which require policy approval. The following summarizes those items identify.

The University needs to consider the possibility of paying all non-exempt employees on a biweekly payroll. Currently non-exempt employees are paid on a monthly payroll and some on a biweekly payroll. An additional issue is Gradute Students (GTA, GA, and GRA). What would we do about them if we move non-exempt to biweekly? (Issue #41, 86) Currently there are different rules on different campuses concerning compensatory time. The University should investigate a single set of rules regarding comp time on all campuses. (Issue #52) A decision needs to be made on how the University wants to implement longevity pay under SAP. Currently if a full-time employee has a break in service, when returning to work, the longevity date is recalculated and the longevity amount is paid on the 19th of the month following the new date. Payment is for whole years of work. The University must decide how they want to calculate the longevity date and the amount to be paid. (Issue #82) The University must decide how they want to handle payment of overtime when an employee is paid from multiple accounts and at multiple rates? Who should be charged for the overtime? (Issue #89) Some entities of the University have a policy that term exempt employees cant be paid for holidays or administrative close days unless they actually work on that day. The University should consider one policy and enforcing it. (Issue #91) Standardization among the procedures that all the Human Resource Departments use throughout the University. These would include Recruitment, Hire, etc. This will also cause a need to redesign forms so that they are standard for all entities. (Issue #39, 60, 61, 65)
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Currently there are systems in Academic Affairs on various campuses recording additional information on faculty. The University needs to decide if they want to include any of this information in R/3? Since there are no delivered data elements to accommodate some of the information being captured, additional functionality will need to be developed. (Issue #13)

Open Issues and Gaps

Due to time constraints and the decision making process, some areas or processes fell outside of the baseline configuration (approximately 20% of the configuration/design). This is typical and planned for in ASAP implementations. Such processes have been identified and placed on the Human Resources open issue log (see appendix I). In most cases, open issues will be resolved during the Realization (Simulation and Validation) phase. The following areas have been identified as open issues in the area of Personnel Administration, Benefits, Payroll Accounting, Employee Self-Service, Workflow, and HR Funds and Position Management.

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HMO Eligibility Based on County Code or Place of Work (Issue 19 - Gap) Combined Tax Deferred Limits (Issue 26,92 - Gap) Capturing Standard Accrual Factor for Retirement (Issue 30 - Issue) Employee Retirement Projections (Issue 31 - Gap) Creating Organizational Positions (Issue 39 - Issue) Moving all Non-exempt Employees to Bi-weekly Pay-cycle (Issue 41 Steering Flex-year Appointments (Issue 42 - Issue) Floating/Deferred Holidays (Issue 43) Sick Leave Bank (Issue 50 waiting on Public Sector CD) Employee Transferring to Non-accruing Position (Issue 51 - Issue) Compensatory Time (Issue 52 Steering Comm.) Wage & Hour 31 Laborers and Overtime (Issue 54 - Issue) Human Resources Applicant and Employee Procedures (Issue 61,65 Issue) Calculation of Longevity Pay (Issue 82 Steering Comm.) Number and Type of Pay-cycles (Issue 86 Steering Comm.) Overtime Calculation from Multiple Accounts/Rates (Issue 89 - Issue) Term Exempt Employees and Holiday Pay (Issue 91 - Issue) TDI Limits Automatically Stopped (Issue 92 - Gap) Identifying Retired/Rehired Employees (Issue 98 - Issue) Hourly Rate for Overtime Premium (Issue 102 - Issue) Workflow (Issue 123 - Issue) Multiple Appointments & Rates (Issue 139 - Gap)
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Holiday Pay for FLSA 12 (Grad Students) and FLSA 02 (Head Residents) Students (Issue 142 - Issue) Leave Accrual for Employees with Multiple Positions (Issue 145 - Gap) AAP (Job Group) Category (Issue 149 Issue) ESS User Ids (Issue 169 Issue) Need to define FTE Position for Budget purposes (Issue 171 Issue) PCP Limitations on account assignment in HR Personnel Cost Planning (Issue 172 Issue) Establish Approval Process for adding positions during budget process (Issue 173 Issue) Accrual of salary for 9 month faculty (9/12) (Issue 174 Issue)

Interfaces
Interfaces will be developed in support of the Universitys to-be business processes. The

Human Resources team is working with the ABAP team in identifying these interfaces (see appendix J). The following are some of the major categories that will need to be interfaced along with some of the possible Interfaces:

External

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State Agencies New Hire Tennessee Best Unemployment Insurance TIS Premiums TIS Eligibility/Enrollment TCRS to TCRS Unemployment Claims from Dept of Employment Security Workers Comp from State Insurance Administration Federal Agencies Medicare Verification to HHS Thrift Savings Plan to NFC 1042S Tax Reporting to IRS W2 Tax Reporting to SSA 1099 Tax Reporting to IRS 1098T Tax Reporting to IRS 1098E Tax Reporting to IRS Savings Plan Companies TIAA to TIAA
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Aetna Retirement Valic Retirement 401K & 457 to Security First All 403(b) Companies Banks Direct Deposit to 1st Tennessee Bank Positive Pay to 1st Tennessee Bank Knoxville Credit Union Deductions Memphis Credit Union Deductions Bank Reconciliation Savings Bonds to Federal Reserve Insurance Companies Provident Life Insurance Volumes Provident Life Permaplan Taxable

Internal

Conversions

Payroll Kronos Time Capturing Banner Tax Reporting Scholarships Fee Waivers Chattanooga Workshops Athletic Concessions Meals-Food Services Fringe Benefits (Cars, Housing, Football Tickets)

Because of the many stand-alone systems spread throughout the University, there will be two methods of loading data into the R/3 System (see appendix K). Automated The following modules will be populated from the Legacy System (HRIS): Organizational Management HR Funds and Position Management Personnel Administration
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Benefits Time Management Payroll Accounting Compensation Management Manual The following modules will be populated Manually (no Legacy data available): Recruitment (from Go-Live date forward) Training and Events (from Go-Live dare forward, Small Pilot Group) Qualifications Catalog (Small Pilot Group) Career and Succession Planning (Small Pilot Group)
Appraisals

Enhancements
Enhancement requirements for Human Resources will be required. Specifically, the following will be required: Organizational Management three new object types for census code, job family, and reclassification date Personnel Administration new infotype to contain academic information Personnel Administration new data elements to contain academic information Personnel Administration new data element for phone directory release indicator Personnel Administration new data element for disclosure authorization indicator Benefits new data element for standard accrual factor Benefits work around for HMO benefit eligibility

Report Requirements
Currently, the University has committed to utilizing the SAP R/3 standard reports or by utilizing the reporting functionality of Ad Hoc Query and ABAP Query. However, the University has identified some reports that will require a customized solution. A detailed analysis of these reports will begin during the Realization Phase of the Project.

Mailing Labels for Recruitment and Personnel Administration

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Unemployment Compensation Claims Recruitment Statistics by Race and Gender Vacancy Evaluation Recruitment Evaluation Time Recording Report for Kronos and CATS FMLA Reports (Time Related) Workers Compensation Reports (Time Related) Phone Directory (with Flag for Permission) (Payroll is currently assembling for review) (HR is currently reviewing delivered reports)

SAPscript Requirements
SAPscript requirements for Human Resource business forms will be required. Specifically, the following forms will be required:

Recruitment Job Offer Letter (5) Recruitment Faculty Contract Letter (45) Recruitment Rejection Letter (9) Recruitment Acknowledgment Letter (6) Recruitment Interview Letter (4) Training and Events confirmation letter Training and Events cancelation letter Training and Events certificate Payroll checks Payroll remuneration statements Payroll Direct Deposit Advices Numerous tax reporting forms

Authorizations
Authorizations are used within SAP R/3 to secure entry or viewing of specific data or information. The Human Resources team has determined that there will be some level of authorizations managed within the Human Resources department (see appendix L). Furthermore, consideration will be required for all using departments that will have access to SAP R/3 to enter and query Human Resources data. It is the objective of Human Resources Project Team to create security on the basis of roles within the organization. During the Realization Phase of the project, these roles will be defined. The following identifies the key elements that will make up authorizations.

By organizational structure By infotype

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By transaction type By menu path

Appendix
A.) Human Resources Business Process Master List (BPML) B.) Human Resources Enterprise Structure Document C.) Human Resources Q & A Database Questionnaires D.) Human Resources Customer Input Templates E.) White Paper on Employee Self-Service (ESS) F.) White Paper on Workflow G.) Human Resources Configuration Documents H.) Human Resources Steering Committee Issues I.) Human Resources Issues / Gaps Document J.) Human Resources Interface Documents K.) Human Resources Conversion Documents L.) Human Resources Authorization / Roles Document M.) Human Resources Deliverable Status Document N.) Project Signoff Form

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