Fesco Sap HCM BBP V1 PDF
Fesco Sap HCM BBP V1 PDF
Fesco Sap HCM BBP V1 PDF
Distribution
This document has been distributed to:
Name/Signature Title
Mr. Muhammad Zahid Hassan Project Director – FESCO
Mr. Ahmad Hussain Maan Project Manager – FESCO
Mr. Nasar Hayat Maken Addl: DG(Admin) – FESCO
Mr. Athar Ayub Director (HR) - FESCO
Umair Ejaz Head of SAP Solution Delivery – Abacus Consulting
Waseem Abbas Project Manager – Abacus Consulting
Syed Haris Raza Track Lead (HCM) – Abacus Consulting
Approved By
This document should be approved/ signed by:
Name Designation/ Role Signature
Mr. Muhammad Zahid Hassan Project Director – FESCO
Mr. Ahmed Hussain Maan Project Manager - FESCO
Mr. Muhammad Ali DG HR - FESCO
Mr. Nasar Hayat Maken Addl: DG(Admin) – FESCO
Mr. Athar Ayub Director (HR) - FESCO
Mr. Salman Zia Project Manager - AF Ferguson
Waseem Abbas Project Manager – Abacus Consulting
Lead Consultant (HCM) – Abacus
Syed Aijlal Jillani
Consulting
V1 4.1.3 09.01.2018 Information Sub Types (ID Data) Syed Aijlal Jillani
3 RECRUITMENT ......................................................................................................... 38
3.A Business Process Definition ...................................................................................... 38
3.B Business Process Overview ....................................................................................... 38
Approved?
Manual Activity Decision
Reference Sub-Process
This document will serve as the basis on which the major configuration related activities will be
undertaken during realization phase of the SAP Implementation project at FESCO.
Finally, this document is intended as an invaluable reference to several of the value-additions that
FESCO will immediately begin to realize and take advantage of, after the implementation of
SAP. This includes, but is not limited to, plethora of standard SAP reports available in each
module for analysis and decision-making purposes.
Organizational Management
Recruitment
Personnel Administration
Time Management
Payroll
The two main components of organizational structure which will be created at FESCO in HCM
Module are Enterprise Structure and Personnel Structure. Both structures are described below:
Initial settings at FESCO which will enable the usage of HCM Module will start with the
definition of the Enterprise structure. The enterprise structure consists of the following:
Personnel Areas are sub-divided into Personnel Subareas. Organizational data and guidelines on
how to assign it are stored on a Personnel Area and Personnel Subarea Level. The rules and
guidelines for its implementation will be determined by the legal, pay scale, collective agreement
and internal nature of FESCO’ s business setup. A personnel Area is assigned to a Company
Code which has the financial accounting values that are relevant for the Personnel Area. A Pay
Scale Area, a Pay Scale Type and a Public Holiday Calendar are precisely defined for a Personnel
Subarea.
(Client)
Company Code
Personnel Area
PM (1000)
PD
Construction
PD GSC
Pers. Subarea
Personnel
Description
Area
1000 Administration
1100 Project Management
1200 GSO Circle
1300 Material Management Stores
1400 Repair & Maintenance
1500 Workshop
1600 Faisalabad Circle 1
1700 Faisalabad Circle 2
1800 Jhang Circle
1900 Sargodha Circle
A Personnel Subarea represents a subunit of the Personnel Area. The Personnel Subareas
contain the business characteristics. A Personnel Subarea is an organizational unit of Personnel
Administration that will represent a specific area of FESCO, organized according to certain
aspects of Personnel Administration, Time Management and Payroll. It is at this level that the
organizational control of Pay Scale Structures, Wage Type Structures and Work Schedules will
occur.
Personnel Personnel
Description Description
Area Subarea
1001 FESCO Head Office
1002 Manager Internal Audit
1000 Administration
1003 Regional Training Center
1004 Civil Works 1 Faisalabad
1005 Civil Works 2 Faisalabad
1101 PMU
1100 Project Management 1102 PD Construction
1103 PD GSC
1201 P&I Faisalabad
1202 SS&T 1 Faisalabad
1200 GSO Circle 1203 SS&T 2 Faisalabad
1204 SS&T Sargodha
1205 SS&T Mianwali
The personnel structure will represent each individual employee’s position at FESCO. It contains
employee group and subgroup.
The Employee Group is the primary subdivision of personnel and allows groupings that are
required for payroll and Time Processing. The employee group which an employee is assigned to
is generally based on the nature of their employment.
Employee
Group
Employee
Subgroup
Expatriat
Management e
Contract Trainee
Permanent
Employee subgroups subdivide employee groups. Within the employee group for FESCO’s
Management employees, for example, a distinction will be made between the following employee
subgroups:
All of the control features for the personnel structure will be defined at the employee subgroup
level. The most important control features are as follows:
The Organizational Management component will be used to plan and map any kind of
organizational restructuring or reorganization of FESCO. All data will be created with a start and
end date. This will allow record keeping of all historical data and scheduling of any changes in
future.
The hierarchical interrelationships that will exist between the organizational units will represent
the organizational structure of FESCO. An organizational structure will be created when
organizational units are added and a relationship is created between those organizational units. In
addition to organizational units, individual positions will also be created. The positions in an
organizational structure and their relationship will form FESCO’s reporting structure (chain of
command).
Organizational Unit
• Department
• Division, etc.
Jobs
• Manager
• Executive, etc.
Positions
• HR Manager
• Finance Manager, etc.
Cost center
• Controlling
• Production, etc.
Persons
• Employee (various type)
This object will represent a functional unit of FESCO. According to how tasks are divided up
within FESCO, each department will be an organizational unit, for example Finance
Department. Organizational Units differ from other units in an enterprise such as Personnel
Areas, Company Codes, and Business Areas etc. These will be used to depict structures
(administration or accounting, for example) in the corresponding components.
To define characteristics of an Organizational Unit, time-specific data will be stored for the
following areas in the Organization and Staffing view:
Basic Data
Account Assignment
Cost Distribution
Address
2.1.2 Position:
This object will represent an organizational element within the organizational plan of FESCO.
Position summarizes the tasks, competencies, and responsibilities that can be expected from one
or more suitable employees. The personnel capacity (headcount) of an organizational unit will be
determined by positions. By representing the current status of an organizational unit and
foreseeable requirements, the basis of the Staff Assignments will be created. Once a position is
created, Persons or Users will be assigned and in so doing, the staff assignments will be
completed.
Position Status
Vacancy Open
Vacancy Occupied or put on hold
Obsolete
Basic Data
Account assignments
Address
Cost distribution
Cost centers will be used for allocation of FESCO Payroll costs among different departments or
any other Organizational unit level. Cost centers will be created in SAP Controlling module and
will set the integration between HCM and Accounting modules.
2.1.4 Job:
This object in SAP is a resource for creating positions. A Job is not concrete but rather the basis
for the creation of various positions with similar tasks and characteristics. Positions are concrete
and are held by persons at FESCO (Finance Manager, for example). Jobs, in contrast, are
classifications of functions (Manager, for example), which are defined by the assignment of
characteristics. Jobs serve as job descriptions that apply to several Positions with similar Tasks or
characteristics.
When a new position is created (Finance Manager, for example), it will be related to a job that
already exists (Manager, for example). The Position will then automatically inherit the tasks and
characteristics of the job.
If there is no corresponding Job, it will be created and tasks and characteristics will be assigned
to it. This will then be available when new Positions are added.
Jobs are created in order to simplify the procedure of creating Positions. The following job
related functions will be performed by FESCO’s HR users:
Create jobs
Display jobs
Assign jobs
Assign characteristics to jobs
2.1.5 Person
2.1.6 Task
Task is an activity, which is performed within an Organizational Unit. Using Tasks, the Task
profile of Organizational Units can be described by FESCO’s HR users in the Organization and
Staffing view. Tasks can be assigned to:
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An organizational unit, if it is to apply to all subordinate positions
A job, if it is to apply to all positions described by the job
A position, if it is to apply to those persons(employees) or users who hold the position
A person (employee), if it is to apply to this person
FESCO will use the following Internal Number ranges in organizational management:
Note: The Organization Structure (Department, Position, Jobs, and Tasks) and their relationship
will be maintain by the user. Also, the positions will be mapped by the user.
The organizational structure will depict the hierarchy that exists between the various
organizational units at FESCO. The organizational structure will be formed when organizational
units are created and related to one another. An organogram maps the line structure in the
company. Any of the following can be an organizational unit:
Company
Division
Department
Section
Unit
To initially create FESCO’s Organizational chart in SAP, FESCO will have to provide an
approved organogram. Once the organogram becomes available, the process of creating the
Organizational chart will begin. The organizational chart will be created as part of SAP
implementation, but with the passage of time it may need to be periodically updated. There may
be instances where new departments may be added to the chart, or existing departments may
become obsolete. The transaction code PPOME will allow user access to the Organization and
Staffing Interface to carry out necessary maintenance.
The following for creation of Organizational Units is suggested for FESCO after consultation
with the core team members.
I. HR Manager will review if addition of new Division/Sub Division to FESCO’s
Organizational structure.
II. APPROVAL AUTHORITY will give the approval.
III. On receiving notification after approval, end-user will execute the transaction code
PPOCE/PPOME to gain access to the Organization and Staffing interface.
IV. HR user will add the Organizational unit to Organizational chart.
V. To enter Organizational Data, information will be entered into the following info types:
Object: FESCO specific names of Organizational objects will be maintained in
this Info type.
Relationship: The interrelationships of Organizational Objects will be
maintained e.g. the reporting structure of various departments at FESCO.
Description: The Job Descriptions and Job Specifications will be maintained in
this Info type.
Department/Staff: The staff assignments within the reporting structure of
FESCO will be maintained.
Account Assignment: In this info type the organizational units are assigned to
Personnel Areas and Personnel Sub Areas.
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2.2.1.3 Process Chart
Start
II
APPROVAL
AUTHORITY
III
HR User will Execute
Organization &
Staffing Interface
IV
NO
HR User will add the
Org unit to the Org
Chart
Process Ends
Position represents a post, which can be occupied by a person (employee) in the staff
assignments of an organizational unit. Positions differ from jobs. Positions represent the
personnel capacity (headcount) of an organizational unit. Only when a position is created, can a
person be assigned and in so doing complete the staff assignments. Positions that are no longer
in use (not filled by a person) after a certain date would have to be delimited so that they would
not appear in the organizational chart.
During the implementation phase when FESCO’s Organizational Chart is created, positions will
be added to the Organizational Units. The positions will be the ones present in FESCO’s
approved organogram. After its initial setup, the organizational chart may need to be
periodically updated. There may be instances where new positions may be added, or existing
positions may become obsolete. The transaction code PPOME will allow the HR user access to
the Organization and Staffing Interface to carry out necessary maintenance.
The following business process for creation of Positions is suggested for FESCO after
consultation with the core team members.
Start
II
APPROVAL
AUTHORITY will give
the approval
YES
III
HR User will
Execute
Organization &
Staffing Interface
NO
IV
HR User will add
the Position to the
Org Chart
V
HR User will enter
Organizational
data
Process Ends
Jobs are a classification of functions in an enterprise, for example, secretary, defined by the tasks
and characteristics assigned to them. Job descriptions apply to different positions with similar
tasks and characteristics. For example the requirement profiles maintained at Job level can be
transferred automatically to the Positions created using this job.
2.2.3.2 Process Overview
During the implementation phase when FESCO’s Organizational Chart is created, jobs will be
created and assigned to positions. The jobs will be defined by FESCO. After its initial setup, the
organizational chart may need to be periodically updated. There may be instances where new
jobs may be added. The transaction code PPOME will allow the HR user access to the
Organization and Staffing Interface to carry out necessary maintenance.
The following business process for creation of Jobs is suggested for FESCO after consultation
with the core team members.
III. On receiving instructions from HR Manager, HR users will execute the transaction code
PPOME to gain access to the Organization and Staffing interface.
Start
YES
II
APPROVAL
AUTHORITY will
give the approval
IV
HR User will
create a new Job
V HR User will
assign Job to
relevant position
Process Ends
Tasks are activities performed within an organizational unit. Tasks can be assigned to
organizational units, jobs, positions and persons to describe their functions within the
organization.
2.2.4.2 Process Overview
During the implementation phase when FESCO’s Organizational Chart is created, Tasks will be
created and assigned to jobs/positions. The Tasks will be defined by FESCO. After its initial
setup, the organizational chart may need to be periodically updated. There may be instances
where new Tasks may be added. The transaction code PPOME will allow the HR user access to
the Organization and Staffing Interface to carry out necessary maintenance.
The following business process for creation of Tasks is suggested for FESCO after consultation
with the core team members.
Start
I
HR Manager will review &
approves addition of new
Task
YES
II
If APPROVAL
AUTHORITY s
approval is
required
III
HR User will
Execute
Organization &
Staffing Interface
NO
IV
V
HR User will
assign Task to
new position/job
Process Ends
2.3.2 Payroll
Cost Centre will be used for allocation of FESCO’s Payroll costs among different departments
or any other Organizational unit level. Cost Centers will be created in SAP controlling module
and will set the integration between HR and Accounting modules.
2.3.3 Recruitment
2.5 RICEF
2.5.1 Reports
2.5.2 Interface
2.5.3 Conversion
2.5.4 Enhancement
Sap recruitment ensures that you drive up-to-date human resource management by proactively
maintaining contact with applicant, potential candidates, and subsequently, with your employees,
by setting up a talent pool. You ensures that you not only identify the best possible candidate for
a position from all potential candidates, but also that you are in a position to staff critical key
position in the long term and thus safeguard you company’s success in the future.
Vacancy
Hiring as Job
Employee Advertisement
Profile Applicant
Matchup Data
Master data objects are key variables that are relatively constant; e.g. vacancy, job, applicant etc.
These data objects may change, but they change infrequently.
At FESCO manpower planning would be used to identify the need for manpower. All the
requisitions are raised by the respective Department Managers and sent to the HR. The
requirement could be because of an employee leaving or a new position identified. The HR then
checks whether the Job description for the position exists or not. If the Job Description is not
available then a new JD has to be created and approved by the Department Head.
A vacancy is a description of a position that must be staffed. The recruitment process is triggered
by the creation of a vacancy. Vacancies can be advertised newspapers. Recruitment is integrated
with Organizational Management and it is required to set a vacant flag in Organizational
Management (OM) for any position that needs to be filled. All positions marked "vacant" in
Organizational Management are automatically available in the Recruitment component.
At FESCO, the trigger for vacancies could be several, for example, termination/removal,
transfer, promotion and new position, etc. SAP provides a standard report for unfilled positions
which can be used as a basis for manpower planning. Manpower planning as such will be a
process outside of SAP. As a result of manpower planning, positions will be either created by the
OM Administrator or existing positions will be flagged as “vacant” to make them available for
Recruitment in SAP. (Refer OM BBP for Organization Management).
The applicant group is used to classify applicants according to the type of employment contract,
for which they are applying.
Internal Applicants
External Applicants
This classification is made on the basis, whether the applicant is an existing employee or not. For
the FESCO Company in scope recruitment would be carried out only for Internal and External
Applicants. The recruitment process will be through the out sourced testing agency and the
recruitment of deceased employee’s children will be directly. Without advertisement through
standing selection committee.
The applicant range is used to classify applicants according to either hierarchical or functional
criteria, which will appear as a list in accordance with the Applicant group selected.
3.C.6 Vacancies
3.C.7 Advertising
The advertisement process describes all the activities performed in connection with
advertisement vacancies. In addition, you carry out activities in the system that relate to selecting
recruitment, instruments and storing advertisement in the system, in this system, you record the
advertisement for the vacancies that you have publicized. You can also maintain the vacancy
assignment for the advertisement and store the advertisement text and to publication costs in the
system
The applicant class is an attribute of the medium and indicates whether a medium is used to
attract internal or external applicants.
Examples of Medium
Recruitment Media
Newspapers
Recruitment Agency
Referrals
Web Site
Examples of Instrument
Newspapers Dawn
Jang
The News
Recruitment agency Recruitment agency ABC
Recruitment agency XYZ
Recruitment agency123
Internet Website
The following number range will be generated internally by the system and defaulted in the
‘Applicant Number’ field at the time of ‘Initial Data Entry’ Action.
An Information type is a collection of logically related data fields for maintenance of Applicant
data in SAP HCM Recruitment Module.
FESCO can store all types of information about an Applicant in Human Resources Info-types.
These Info-types provide information with a structure, facilitate data entry, and enable storage of
data for specific periods. An Info-type has four digit codes i.e. 0000 to 9999. Some of the info-
types that will be maintained for FESCO Applicants are given hereunder:
The applicant action transaction enables the user to perform system controlled operations
(applicant action types) which change the applicant’s overall status. Each operation can be
assigned a sequence of infotypes which are processed in sequence in the course of the action.
When the Applicant Actions transaction is carried out, a new record of the applicant is added to
infotype Applicant Actions. The type of action carried out along with the status reason is
recorded in the infotype. The applicant’s overall status (e.g. additional data, to be hired) is also
recorded here.
This Applicant Action will be executed when an application is entered in the FESCO Applicant
Database. This step involves the entry of Applicant Information required for correspondence
and reporting purposes. Following Info-types will be maintained for this action in a single SAP
screen for facilitation of Applicant Data.
This Applicant Action will be executed for only those applicants who will be of further interest
for FESCO. Following Info-types will be maintained for this action in a single SAP screen for
facilitation of Applicant Data.
An applicant is put on hold if he/she seems to be suitable for FESCO but at the moment,
Overqualified, under qualified, Degree Results Awaiting. By putting the applicant on hold.
An applicant rejected if he/she seems to be not suitable for FESCO, failed in test, interview,
security ground and medical ground.
This Applicant Action will be executed when an applicant has to be invited for Interview. The
Applicant Action Info-type will be maintained on execution of this Applicant Action.
This action will be performed if the applicant passes the recruitment process and FESCO
decides to hire the applicant. The applicant will be informed at this stage that his appointment
will be subject to his passing the medical exam.
This Applicant Action will be executed when an applicant is rejected for all the FESCO
Positions and is of no interest for FESCO, the action to reject applicant will be carried out.
On acceptance of offer, this action will be performed. This will create an activity which will
enable the HR department to transfer the applicant data to Personnel Administration. At this
stage the applicant will also be asked to sign the appointment letter.
Note: The tow applicant actions cannot be performed on same date as per SAP standard.
If you run two applicant actions which change the employment status then the last record will be
overwritten by the new one.
Applicant Activities document the administrative steps through which an applicant passes during
the selection procedure. An activity is assigned uniquely to one applicant and to one of his/her
applications. Below is the list of activities that will be used for FESCO.
Once the applicant is selected, the data is transferred to the Personnel Administration
component of SAP. The info types that are maintained as part of the Recruitment module
are transferred to Personnel Administration. Additional info types that are not maintained
as part of the recruitment process have to be then maintained in Personnel Administration.
In FESCO, applicants’ data maintenance is required for record purposes. And on the basis of
data captured in recruitment module of SAP, reports are required in order to meet company
needs.
FESCO uses its website for advertisement of new job openings & filling of forms as prescribed
by Federal Government. Technology is used at the minimal level mostly for drafting office
communication
There exists a conventional system for recruitment at the FESCO. As prescribed by the Federal
Government the process begins by job advertisement and receiving the applications against it.
The applicants are required to take the screening tests administered by the out sourced testing
agency. Applicant Long list is prepared, Applicant Short List is prepared, Interviews are
conducted and contract is offered to the successful applicants, waitlist is prepared during the
activity. If for some reason the contract is not signed, applicant from the waitlist is considered.
This process loops back until the vacant positions are filled.
This overview documents the administrative steps through which an applicant passes during the
selection procedure. The processing of the applicants begins outside the system. They are
shortlisted and ranked, only then the applicants are entered into the SAP for further processing.
I. The recruitment module begins when an applicant sends in his application. This
application could be against a posted job or maybe an unsolicited job application. The
job can be announced using any given media like newspaper.
II. In response to the advertisement for the jobs, the management normally receives loads
of application. Data entry of every application received, calls for numerous resources.
FESCO will prepare a long list of the applicants. This action will be performed out of
SAP. All the received application will be included in this list.
III. The Long list will be screened based on the management predefined criteria. Applicants
not matching the criteria exit the Recruitment process. This screening considerably
reduces the applicants’ list size. This screening is performed outside the system.
IV. The shortlisted applicants’ data will be entered in the system. This is the first step when
an applicant’s information is entered in the SAP system. Pertinent information about the
applicants will be maintained in a customized info type. The details about the info type
are attached with this document. Please refer Section 6.1.
V. Assessment is the second stage screening. This screening is based on tests and interview.
The assessments will be conducted outside the system and ranked, however the
applicants’ status will be updated based on the screening results.
VI. The applicants who could not pass this screening will exit the recruitment processing.
VII. The applicants who reach this stage will be offered the contract.
VIII. In case an applicant does not accept the offer, he would exit the recruitment process.
Those applicants, who agree to employment terms, will be transferred to the next step.
Statuses will be updated in the SAP. All offers or other applicant letters will be
maintained out of SAP. The applicant who will be considered for hiring will then be
handled in the Personnel Administration Module.
IX. The statuses of all the applicants who were screened out the recruitment process will be
handled in this part of the processing.
X. Applicants, who pass the hiring pre requisites, will be put on the hiring course.
XI. Recruitment process will be completed in this step. Incoming employees will be assigned
a unique personnel Number, Seniority Number and organizational Assignment will also
be maintained.
Status Reasons
Status Status Reason
New Application
In Process
Shortlisted Application
Keep in view
Overqualified
On Hold
Under qualified
Degree Results Awaiting
Prescreening
Technical Interview
First Interview
Invite Second Interview
Management Interview
HR Interview
Test
To be hired Pre hire activities
Initial rejection (before vacancy assignment
Rejection – Prescreening
Rejection – Failed in tests
Rejection – Failed in Technical Interview
Rejection – Failed in First Interview
Rejection – Failed in Second Interview
Rejection – Failed in HR Interview
Rejected
Rejection – Failed in Management Interview
Rejection – Security check not granted
Rejection – Non agreement on offer terms
Rejection – Failed medical/fingerprint test
Rejection – Non agreement on salary
Rejection – Fake Degree
No response from applicant
Contract Offered Contract Offered
Offer Rejected Rejected by applicant
3.2.3.6 Terminator
If any reason, an applicant is rejected, the statuses will be updated in this area.
The applicant data on selection of the applicant has to be transferred to the Personnel
Management component as employee master. Also, a requirement for a position can be fulfilled
internally. To enable this employee has to be transferred or promoted.
The Recruitment component will offer several reports with which all relevant data will be
accessed in order to efficiently manage FESCO Applicant Master Data. Examples of
such reports are Ad-Hoc query and other reports that access data of applicants such as
qualifications.
The Selection of Applicant component will help manage the complex selection
procedure. This can be done by making profile comparisons between the requirements
for a position and an applicant’s qualification to determine whether an applicant should
be assigned to a particular vacancy.
Due to integration between Personnel Administration and Recruitment, the system
transfer’s the applicant data directly from the applicant database to the employee
database. This way applicant data that was entered at the time of initial entry or
additional data entry does not have to be reentered into Personnel Administration.
3.5.2 Interface
3.5.3 Conversion
3.5.4 Enhancement
Basic personnel procedures within master data administration, such as hiring employees,
performing organizational reassignments, and entering the data required for employees
who leave the enterprise, are represented by separate personnel actions . Each personnel
action contains the infotypes for which data must be entered in regard to the action in
question, and displays them sequentially for you to process. You can use the personnel
action fast entry for specific personnel actions, thus making data entry even quicker.
When using the personnel action fast entry function, you are presented with a view in
which only the input fields where you must enter data for the selected personnel action
are displayed.
FESCO will use SAP generated Personnel numbers when an employee is hired in the system.
FESCO specific employee codes will be maintained automatically by the System. The Personnel
Numbers that FESCO has previously used for its existing employees will also be uploaded in to
SAP for cross referencing under the category “Previous Personnel Number”.
FESCO can store all types of information about an employee in Human Capital Management
Info-types. These Info-types provide information with a structure, facilitate data entry, and
enable storage of data for specific periods. An Info-type has four digit codes i.e. 0000 to 9999.
Some of the info-types that will be maintained for FESCO’s personnel administration are given
hereunder:
Info-type
Info-type Text Nature of Information
Number
0000 Actions Service History Records
0001 Organizational Assignment Position, Department etc.
0002 Personal Data Name, D.O.B, Gender etc.
0003 Payroll Status Payroll status Information
0006 Address Permanent/Temp Address
0007 Planned Working Time Working days and timings
0008 Basic Pay All recurring Payments
0009 Bank Details Bank Key, Account No.
In addition to above, a few customized Info-types will be developed for FESCO to record
Income Tax related data.
Some Info-types are divided into different categories called the Information subtypes. Some of
the subtypes that will be used at FESCO are as follows:
Whenever an employee is hired, all relevant Master Data will be entered as part of HCM’s
through “Personnel Actions” transaction.
FESCO users will utilize SAP-HCM for Personnel Administration. Following are the
requirements:
In the standard system, different types of employee data are stored in individual info-type.
Rather than accessing each info-type individually and entering data into them, the system can
group together the most important info-types into personnel actions and lead you through
processing the employee data.
Hiring / Appointment
Contract Renewal
Up-Gradation
Promotion
Organizational Reassignment
Ex-Pakistan Leave
Transfer/Posting
Deputation Out
Deputation In
Contract Regularization
Exit from Company
Absorption from other DISCO's
Hire - Applicant
Note: The two actions cannot be performed on same date as per SAP standard.
If you run two actions which change the employment status then the last record will be
overwritten by the new one.
I. After completes the recruitment process and applicant accepts a position or a candidate
is directly hired at FESCO, HR department will receive a signed copy of the employment
terms and conditions letter to proceed hiring action.
II. By executing the transaction code PA40, the user in Human Resources will initiate the
Hiring Action. Initial hiring date of an employee is cut over date.
Info-type
Info-type Text Subtype Subtype Text
Number
0000 Actions
Organizational
0001
Assignment
0002 Personal Data
0006 Address 01 Permanent Address
02 Current Address
0007 Planned Working Time
0009 Bank Details 0 Main Bank
0032 Internal Data
0002 Cell phone #1
0003 Cell phone #2
0105 Communication 0004 Telephone
0005 Email ID
0006 Emergency Contact
0185 ID Data 01 CNIC
05 Domicile No.
9109 Office Order Number
These Info types will be displayed by the sequence presented and user can cancel
entering any of these Info types based on the availability of data to be entered.
Start
Acceptance of
BBP Ref No. 3.2 Appointment Terms &
Conditions
III
Personnel
Action are
Initiated
IV
Data will be
maintained in
various
Infotypes
Process Ends
Contractual employees are hired for a specific length of time. At the end of the contract, the
employer may offer to renew the contract. The process carried out to process the renewal is
discussed here.
If FESCO offers to renew the contract and the employee accepts, the following business process
is suggested for FESCO
Start
I
HR user checks
which employees
are completing
contract
II
HR user Contacts
Dept. Head for
feedback
IV III
Dept. Head
Feedback received
provides feedback
from Dept. Head
to HR user
VI APPROVING
V
AUTHORITY HR user sends
receives request for request to
approval of Contract APPROVING
Renewal AUTHORITY
according to
employee
reporting channel
for approval
VII
Action
Updated
VIII
Infotypes in
action are
maintained
IX
New Contract
Letter sent to
concerned
employee
Process Ends
Based on DPT, DPE, length of service, prescribed period also include on their performance,
seniority or skills, employees are periodically upgraded to higher level positions.
Start
I
The Detail of employees
eligible for time scale
upgradation submitted to
competent authority for
VI
calling of Documents
On Approval from
II Concerned
authority, the
upgradation order
Letter for Documents is issued with copy
issue to all concerned
III VII
Personnel
Pre-Requisites(ACRs/PER, Action will be
DPE, DPT, No Inquiry/ initiated
Disciplinary case / NAB/
FIA/ Audit para, Pending
certificates) obtain VIII
IV Various Infotypes
will be updated
HR process the case
for board /
Committee
Process Ends
V
After Conducting
Departmental Board,
the recommendation
of the Board is
submitted for
Approval of
Concerned authority
Based on DPE, DPT, employee’s performance or skills, employees are periodically promoted to
higher level positions.
Start
On Approval from
II Concerned
List of Senior most authority, the
employees as per Promotion order is
seniority of respective issued with copy
cadre submitted to to all concerned
Concerned authority for
calling of document.
III VII
Pre-Requisites(ACRs/ Personnel
PER, DPE, DPT, No Action will
Inquiry/ Disciplinary be initiated
case / NAB/ FIA/ Audit
para, Pending
certificates) obtain VIII
Various
IV
Infotypes will be
updated
HR process the case
for board / Committee
Process Ends
V
After Conducting
Departmental Board,
the recommendation
of the Board is
submitted for
Approval of
Concerned authority
Employees may get transferred to other positions for various reasons, such as:
An employee leaves the company and a vacancy gets created. The vacant position
may be offered to another employee within the company.
An employee may have updated his skills or qualifications that are better suited to
another position than his current one.
An employee may get assigned to another position as a temporary replacement
for another employee.
4.2.6.2 Process Overview
HR Department may receive a request from the concerned department regarding the transfer of
an employee from one position to another. The following business process for Organizational
Reassignment is suggested for FESCO after consultation with the core team members.
III. If there is a vacant position, HR user will initiate the Personnel Action for
Organizational Reassignment.
IV. The following info-types will be updated:
II
HR will check
Start to see if
position is
vacant
Vacancy
Yes
III
Personnel
Action will
be initiated
No
IV
Various
Infotypes will be
updated
Process Ends
HR Department may receive a request from the concerned department regarding the Ex-
Pakistan leave of an employee. The following business process for Ex-Pakistan is suggested for
FESCO after consultation with the core team members.
II
HR User
maintain the
Start Ex-Pakistan
leave
Yes
III
Personnel
Action will
be initiated
I
Dept Head give
approval for an
Employee for Ex-
Pakistan Leave
IV
Various
Infotypes will be
updated
Process Ends
Employees may get posted to other positions for various reasons, such as:
HR Department may receive a request from the concerned department regarding the transfer of
an employee from one position to another. The following business process for Transfer/Posting
is suggested for FESCO after consultation with the core team members.
III. HR user will initiate the Personnel Action for Transfer /Posting.
IV. The following info-types will be updated:
Concerned Dept./
Human Resources
Sharepoint
Start
I
Dept. Head or
individual will
request a Posting
for employee
through
Sharepoint
III
Various
Infotypes will be
updated
Process Ends
Employees may request to go on Deputation for a certain period of time for gaining more
experience from another industry or Company within or outside Pakistan.
The following business process for Deputation Out is suggested for FESCO.
I. HR will receive business case for Deputation from head of concerned department or
Employee.
II. HR user will run the Deputation In and update info-type 0000 by entering the
employee’s new position.
II HR Will review
prerequisites and
send
Start recommendation
to APPROVING
AUTHORITY
III
Approval by
APPROVING
AUTHORITY
I
APPROVING
AUTHORITY will
recommend employee
for deputation
Yes
Personnel
IV Action will
be initiated
V
Various
Infotypes will be
updated
Process Ends
The request for adjustment of employee in FESCO on deputation received from concerned
department along with terms & condition of deputation. The employee comes on deputation in
FESCO hiring process will apply in the system as employee with the employee group as deputation.
II HR Will review
prerequisites and
send
recommendation
Start to APPROVING
AUTHORITY
I
APPROVING
III
AUTHORITY will
recommend Approval by
Deputation In APPROVING
AUTHORITY
Yes
IV
Personnel
Action will
be initiated
V
Various
Infotypes will be
updated
Process Ends
Contractual employees are hired for a specific length of time. On recommendation from the
Head of department and approval from concerned authorities the contract can be regularized.
The process carried out to regularize an employee is discussed here.
If FESCO offers to regularize the contract and the employee accepts, the following business
process is suggested for FESCO.
Start
I
HR user checks
which employees
are completing
contract
II
HR user Contacts
Dept. Head for
feedback
IV III
Dept. Head
Feedback received
provides feedback
from Dept. Head
to HR user
VI APPROVING
V
AUTHORITY HR user sends
receives request for request to
approval of Contract APPROVING
Regularization AUTHORITY
according to
employee
reporting channel
for approval
VII
Action
Updated
VIII
Infotypes in
action are
maintained
IX
New Contract
Letter sent to
concerned
employee
Process Ends
Employees leave a company for various reasons. The causes can be voluntary, such as,
resignation, or involuntary, such as following reasons.
For termination or resignation, certain processes have to be initially carried out which fall outside
the scope of SAP. For example, in case of resignation HR interviews the employee to determine
the cause of resignation, and in case of termination, HR investigates to see if termination is
justified. Once these procedures have been completed, HR will initiate the Exit from Company
Process making use of personnel action.
I
Head of department
Start
receives resignation
I HR receives
resignation from
employee/concerned
head of Department
II IV
HR councils employee
to learn employee Head of department
grievances/reason receives resignation for
approval
HR sends resignation
to head of concerned
department for
approval
III
VI
HR receives approved
APPROVING resignation from head
AUTHORITY of department and
receives sends it to
resignation for APPROVING
approval V AUTHORITY for
approval
VIII
IX
HR user initiates
Personnel Action
Various infotypes
X
maintained
XI Process Ends
HR Department may receive a request from the concerned department regarding the transfer in
of an employee from position. The following business process for Transfer in is suggested for
FESCO after consultation with the core team members.
III. If there is a vacant position, HR user will initiate the Personnel Action for
Absorption from other DISCO's
IV. The following info-types will be updated:
II
HR will check
to see if
Start position is
vacant
Vacancy
I
Dept Head or
individual will
request To
Transfer IN
Yes
III
Personnel
Action will
be initiated
No
IV
Various
Infotypes will be
updated
Process Ends
In FESCO, Penalties are an integral part of personnel administration. Penalties are charged
against employees who are found involved in corruption & other embezzlements. Penalties are
divided into major & minor categories according to nature of offense. Following are
requirements of FESCO regarding Penalties:
The process will start when a disciplinary case is reported & presented for hearing before
competent authorities. The employee’s case will be updated with each hearing & final decision /
outcome of competent authority.
If employee is found guilty, its proper penalty record shall be maintained in SAP.
There are two main kinds of penalties & further divided into subtypes
according to severity & level of offence which are as following:
It will allow easy transfer of applicant data from Recruitment to Personnel Administration once
an applicant is hired. If an internal applicant (employee) applies for a job, it will also enable
transfer of data from personnel administration to recruitment.
While running the hiring action in Personnel Administration, new employees will automatically
get incorporated into FESCO’s Organizational Chart in SAP.
Personnel Administration will offer numerous reports with which all relevant data
will be accessed in order to efficiently manage FESCO’s Employee Master Data.
Examples of such reports are Date Monitoring and data of employees joining and
leaving.
Personnel Administration will relieve FESCO’s HR user from many of the daily
routine activities which are time consuming. Basic personnel procedures such as
hiring, organizational reassignments, and leaving of employees will be easily
managed through Personnel Actions. Personnel Actions will allow FESCO’s HR
users to maintain employee data in various info-types which will be sequentially
displayed during data entry.
Whenever any employee data at FESCO will be updated, the use of Info-types in
personnel administration will allow storage of both old and new data. The old data
will be automatically delimited. This way the historical data will not be lost and will
always be available for evaluation.
4.5.2 Interface
4.5.3 Conversion
4.5.4 Enhancement
Time Management has user-oriented interfaces that support centralized and decentralized entry
and administration of time and labor data. Data is processed centrally by administrators in the
HR Department or else in individual departments by the designated Time Administrators such as
supervisors and superiors.
SAP HCM Time Management will be used to implement business processes concerning the
Maintenance of employee work schedules, recording of attendance / absences and
deviations from the work schedule, maintenance of leave quotas and processing of recorded
times and deviations for Payroll purposes.
SAP Time Management is integrated with Personnel Administration and Payroll, for
processing of time related payments for each employee. Data is restricted through
authorizations in order to prevent unauthorized changes. Depending on how the master data
is organized and depending on how the access should be controlled, authorization profiles
can be created. These authorization profiles are attached to the users depending on the
access level.
As per management decision, negative time management will be applicable for FESCO
employees.
FESCO will use info-types of Absence Entitlements/Title (Info-type 2006), Absence deductions
(Info-type 2001 Leaves), Attendance (info-type 2002) and Time events (info-type 2011),
Overtime Payment in Payroll for the relevant employees in the organization. Through Personnel
Time Management the HR user will:
5.1.1 Info-Types:
An Info-type is a collection of logically related data fields for maintenance of employee data in
SAP HR Module. Info-types have four digits. FESCO will use the following range of info-types
for Time Management:
Some Info-types can be divided into various categories using subtypes. The following subtypes
will be used for leaves at FESCO:
5.1.3 Calendar:
Fixed holidays
These holidays have fixed dates in the calendar. Examples of fixed holidays are:
Description Date
Kashmir Day 5th February
Pakistan Day 23rd March
Labor Day 1st May
Independence Day 14th August
Quaid-e-Azam’s Birthday 25th December
Description Date
Eid-ul-Fitr 1st Day Floating
Eid-ul-Fitr 2nd Day Floating
Eid-ul-Fitr 3rd Day Floating
Eid-ul-Azha 1st Day Floating
Eid-ul-Azha 2nd Day Floating
Eid-ul-Azha 3rd Day Floating
Eid Milad-un-Nabi Floating
9th Moharram Floating
10th Moharram (Ashura) Floating
5.1.4 Overtime
In FESCO overtime is applicable to employees who work in excess of their planned working
time and overtime amount paid to employee’s (overtime rate * no of hours) on the basis of
following overtime calculation practice.
All the Overtime types for FESCO employees through SAP HR Payroll will be
maintained in Employee Remuneration Information Info type (2010)
Overtime hours will be entered manually Fast Entry or employee master data
maintenance into the system due to the differential for overtime rules
Formula:
Normal:
Overtime rate = Basic Pay
----------------------------- / (8 * Hours Worked)
Calendar days
Conditions:
Maximum Basic Pay = Rs. 18,000/- (For non-gazetted officials)
Admissible to officials = BPS-1 to 15.
Off Days:
Overtime rate = Basic Pay
----------------------------- * (No. Of Claim Days)
Calendar days
The attendance of FESCO employees is manually marked in attendance register. Later on ad-hoc
basis, time administrator (user) can mark employee attendance manually in the system.
FESCO users will utilize SAP-HCM for Time Management. Following are the requirements:
The following business process for Attendance Recording is suggested for FESCO after
consultation with the core team members.
I. The attendance data of the employees will be uploaded or direct transfer from time
machine to SAP Time Management System using time machine interface.
II. The attendance data of the employees will be maintain online form (If time
machine is not installed for specific location) and data will be saved in to SAP
Time Management System.
III. Data consistency will be checked by HR / Admin department using time reports.
IV. In case of inconsistent time pairs, the HR department will manually maintain the
employee attendance data in the system by using transaction code PA 61.
Time Machine
Start
II
Call in Attendance
info type
IV
Enter attendance
data
Attendance
Recorded
Process Ends
FESCO allows its employees to avail several categories of leaves. Each type of leave either has a
maximum accrual per year or fixed number of days. In SAP, various types of leaves for FESCO
will be configured and leave title will be generated based on predefined policies.
2010 Leave not due Leave sanctioned on future earned 1. Conveyance Allowance
basis. Allow 365 days in the entire 2. Head Quarter
period of service, subject to the Allowance
condition that serving the first five 3. PMU Allowance
years of service; it shall not exceed 4. Risk Allowance
90 days in all. 5. ERP Allowance
6. Shift Allowance
2011 Ex-Pakistan Leave Balance deducted from Earned leave, 1. Conveyance Allowance
120 days full pay and remaining will 2. Head Quarter
half pay. Allowance
3. PMU Allowance
4. Risk Allowance
5. ERP Allowance
6. Shift Allowance
2012 Study Leave Study Leaves (Max up to 2 years, For 1. Conveyance Allowance
Abroad/within M.Phil, PhD 4 and half years) 2. Head Quarter
Pakistan deducted from Earned leave Allowance
3. PMU Allowance
FCPS allow maximum period for 3 4. Risk Allowance
years and balance deducted from 5. ERP Allowance
Earned leave 6. Shift Allowance
2013 Medical Leave Balance deducted from earned leave 1. Conveyance Allowance
up to 30 days 2. Head Quarter
Allowance
3. PMU Allowance
4. Risk Allowance
5. ERP Allowance
6. Shift Allowance
2014 Earned leave on Half Balance deducted from Earned leave, 1. Conveyance Allowance
Pay 120 days. 2. Head Quarter
4 entitled each month if earned leave Allowance
not availed 3. PMU Allowance
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Leave Leave Type
Conditions Allowance Deducted
Type Description
4. Risk Allowance
5. ERP Allowance
6. Shift Allowance
SAP transaction code for this process: PA30 - Maintain HR Master Data
Employee’s leave is approved through manual leaves application, the following business process
is suggested for FESCO in consultation with the core team members.
II. Employee’s Leave request is approved through manual (If network issue)
III. Employee’s leave record will be entered in SAP by the user. To check the leave record
for an employee, info-type 2001 (Leave) can be accessed using transaction code PA30.
Start
Leave Approved
from Share Point II
Leave Request is
processed manually
III
Employee s leave
record is created
in SAP
Process Ends
Employee work schedules at FESCO are based on the following shifts and general duty.
Weekly
Employee Shift Working Weekly Off Weekly
Working Timing
Group Category Day Days Hours
Days
General 0800 to
Mon to Fri 5 Sat & Sun 40
Shift 1600
After 3 week
0600 to
Morning Mon to Sun 7 ,4th week will 56
1400
be off
All
After 3 week
1400 to
Evening Mon to Sun 7 ,4th week will 56
2200
be off
After 3 week
2200 to
Night Mon to Sun 7 ,4th week will 56
0600
be off
At FESCO, employees work in various shifts. These shifts will be configured in SAP using the
shift planning component to reflect the correct time schedules of such employees. Consequently,
the system will be able to correctly identify any absences.
In order to schedule shifts for employees, the following business process is suggested for
FESCO after consultation with the core team members:
VI. The employees will be selected that will be included in the shift plan.
Start
I
User will initiate
Transaction code
PP61
II
User will select
current plan
version
III
User will select
the organizational
unit
IV
User will select
the shift plan
VI
Process Ends
Integration between Payroll and Time Management enables determination of gross wage.
Time Management in HCM module will offer various reports with which all relevant
data will be accessed in order to efficiently manage FESCO’s Time Management
process.
Shift planning component will allow HR users to easily assign work schedules of
employees that do not work regular shifts.
Integration between FESCO’s time machines and SAP will allow easy maintenance
and record keeping of employee attendance data.
Title defined in SAP will prevent employees from taking unauthorized leaves.
5.5.2 Interface
5.5.3 Conversion
5.5.4 Enhancement
The SAP payroll calculates all payments and deduction for an employee. SAP payroll offer a
number of standard reports used in payroll, leave and advance payments.
SAP payroll supports retroactive accounting. This function automatically recalculates payroll in
the event of changes to master data and time data in periods for which payroll has already been
completed.
SAP HCM payroll system provides and effective and reliable payroll solution. Lock mechanism
ensures that data relevant to payroll run will not be changed during the run and at the same time
they Allowance us to enter and edit data relevant for future runs. With SAP HCM Payroll’s
comprehensive security and check mechanisms, one can and confident of accurate results every
time. One will quickly and efficiently correct errors in master data or time data. The system
automatically organizes and includes retroactive accounting changes. Integrated security
mechanisms prevent the SAP system from inadvertently remunerating for gross payroll, net
payroll and final payroll for all aspect of international payroll.
An employee at your company receives a basic pay raise in payroll period 02 that is backdated to
the middle of period 01. This means that the amount in period 01 must be recalculated in a
retroactive accounting run. In addition, another employee receives another basic pay raise in
payroll period 03 that is backdated to payroll period 01. This increase in basic pay comes into
force in the first payroll period as well as at a later date in the payroll period.
Payroll areas will be setup during customizing. This will allow grouping together of employees
for whom payroll is run at the same time. Payroll areas will also be used to set the dates for the
payroll period.
The following Payroll Areas have been suggested for FESCO:
Based on organizational assignment criteria, all of the employees who are accounted
simultaneously in the payroll will be assigned to the same payroll area. Personnel numbers will be
assigned to payroll areas in the Organizational Assignment info-type (0001). FESCO follows
payroll cycle based on calendar months.
The pay scale structure covers regional, industry specific, financial and time related aspects. It
takes into account the payroll differences between the various categories of employees. An
employee will get assigned to a pay scale structure when the basic pay info-type (0008) will be
maintained.
The following four components of Pay Scale Structure will be configured in SAP for FESCO.
Pay scale group and level is different for FESCO as per pay structure of the FESCO
employees.
A Payroll Period will be the date interval for which the employee is compensated in a Payroll
run. The Payroll Period for FESCO will be consisting of 28/29/30/31 days as Payroll will be run
on monthly basis. Monthly payroll cut-off date will be end of date of every month.
The Accounting components determine the posting period that is posted to, from the posting
date. The Posting Date for FESCO will be consisting 8th of the next month.
Info type is an integration data base between Personnel Administration, Payroll and Time
Management. Standardized data retention enables the user master data and other payroll relevant
data from Personnel Administration.
Wage types are the key element in the Payroll System. Wage types will be used to assign
payments and deductions and to control the payroll program. Payments will include basic pay as
well as special payments like overtime, awards, or recurring payments. Deductions will include
both voluntary and involuntary elements such as Income Tax deductions and Loan repayments,
etc. Characteristics are used to distinguish the individual wage types.
Each wage type will be a four digit numeric key. The wage types representing all of FESCO’s
Payroll Payments and Deductions will be called Primary Wage Types. FESCO will use the
following ranges of Wage Types for different Payroll Payments and Deductions.
Some Wage Types will automatically be created by SAP during the actual Payroll run for
accumulation of several Primary wage types like employee Gross Pay and Net Bank Transfer
etc. These will be called the Secondary Wage Types
All the Standard/Fixed monthly payments to FESCO employees will be maintained in Basic
Salary Info type (0008)
Permissibility Permissibility
Wage Allowance Amount Mode of
for Personnel for Employee Taxable
Type Name Fix/Variable Processing
Subarea subgroup
FESCO
Open
0001 Basic Pay FESCO Employees from Pay roll Yes
(as per BPS) Employees BPS-01 to 20
When the basic pay of
an employee extents
up to a maximum level FESCO
0002 Personal FESCO
of relevant pay scale in Employees from Pay roll Yes
Pay Employees
pay chart. The next BPS-01 to 20
increments will be paid
as Personal pay.
Special Pay / Special Allowance will
0003 Allowance be admissible @ Rs.
10,000/- all officers
BPS-17 & Above
subject to the FESCO
FESCO
condition that they Employees from Payroll Yes
Employees
possess prescribed BPS-17 to 20
qualification for
induction in respective
cadre as per relevant
Service Rules.
Adhoc Relief ARA 2016 @ 10%
0004 2016 shall stand frozen at
the level of its
admissibility as on 30-
06-2017
It shall be also FESCO
FESCO
admissible to the new Employees from Payroll Yes
Employees
entrance @ 10% of BPS-01 to 20
minimum of relevant
RBPS-2016stand
frozen at the level of
its admissibility as on
30-06-2017
Adhoc Relief It shall be admible @ FESCO
0005 2017 FESCO
10% on the running Employees from Pay roll Yes
Employees
basic pay. BPS-01 to 20
Permissibility Permissibility
Wage Allowance Mode of
Amount Fix/Variable for Personnel for Employee Taxable
Type Name Processing
Subarea subgroup
Qualification Rates of Qualification
1001 Pay pay are as under:
SAS / PFA @ Rs.
1200/- per month
ICMA / ICWA (Part-3)
@ Rs. 1200/- per
month
ICAM / ICWA /CIMA
FESCO
/ ACCA @ Rs. 3150/-
Employees
per month FESCO
from BPS-16 to Payroll Yes
Chartered Accountant Employees
20
@ Rs. 3450/- per
month
Staff College / NMC
/NDC @ Rs. 3000/-
per month
NIPA Advance / SMC
@ Rs. 100/- per month
Mid carrier / MMC @
Rs. 750/- per month
ERP Allowance @ Rs.
3,000/- (BPS-16 &
Above) will be
admissible to the
officers who Job related
FESCO
with ERP System 17 &
ERP FESCO Employees
Above subject to the Pay roll Yes
1002 Allowance Employees from BPS-01 to
condition that they
20
possess prescribed
qualification for
induction in respective
cadre as per relevant
Service Rules.
FESCO
20% of basic pay subject
Instruction FESCO Employees
1012 to maximum limit of Payroll Yes
Allowance Employees from BPS-17 to
Rs. 3,000/-
20
FESCO
Medical FESCO Employees
1013 Rs. 1500/- Payroll Yes
Allowance Employees from BPS-01 to
16
FESCO
Wapda Rs .10000 Officer FESCO Employees
1014 Payroll Yes
Allowance Rs.200 to Official Employees from BPS-01 to
16 & 17 to 20
FESCO
Rs.75000 working as a FESCO
1015 C. F. O All. Employees Payroll Yes
CFO Employees
from BPS- 20
FESCO
FESCO
1016 Shift All Employees Payroll Yes
Employees
from BPS-
FESCO
FESCO Employees
1017 Integ. All Rs .450 Payroll Yes
Employees from BPS- 01
to 04
FESCO
Senior Post FESCO
1018 Open + Rs. 1250/- Employees only Payroll Yes
Allowance Employees
BPS-20
FESCO
Other FESCO
1019 Employees only Payroll Yes
Allowance Employees
BPS-01 to 20
Permissibility Permissibility
Wage Allowance Amount Mode of
for Personnel for Employee Taxable
Type Name Fix/Variable Processing
Subarea subgroup
Deduction was made FESCO
Group Life Employees
2001 as per schedule issued BPS-01 to 20 Payroll
Insurance
by Director Insurance
Deduction was made FESCO
Employee Employees
2002 as per schedule issued BPS-01 to 20 Payroll
Provident Fund
by Director Fund
Deduction Rs.20/- FESCO
from BPS-1 to 04 Employees
2003 Union Fund BPS-01 to 16 Payroll
& Deduction Rs.50/-
from BPS-05 to 16
Deduction was made FESCO
Wapda Welfare Employees
2004 as per schedule issued BPS-01 to 20 Payroll
Fund
by Director Fund
Employee Deduction Rs.20/- FESCO
Medical from BPS-16 to 20 Employees
2005 BPS-01 to 20 Payroll
Benevolent & Deduction Rs.10/-
Fund from BPS-01 to 15
According to Tax able FESCO
2006 Income Tax Employees BPS-01 to 21 Payroll
Income
Deduction was made FESCO
Advance taken as per instalment Employees
2007 BPS-01 to 20 Payroll
against EPF mentioned in one's
advance letter.
FESCO
Residential Deduction of 5% of Employees
2008 BPS-01 to 20 Payroll
accommodation Basic Pay
Deduction Rs.15/- FESCO
from BPS-1 to 18 Employees
2009 Water Charges BPS-01 to 20 Payroll
& Deduction Rs.20/-
from BPS-19 to 20
FESCO
Pensionary Deduction in case of
2010 Employees BPS-17 to 20 Payroll
contribution contractual officer
5% of B.S Of FESCO
2011 House Rent Employees BPS 01 TO 20 Payroll
Employee
Other FESCO
2012 Employees BPS 01 TO 20 Payroll
Deduction
GP Fund FESCO
2013 Employees BPS 01 TO 20 Payroll
Deduction
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6.1.10 Additional Payments / Deductions – Info type 0015:
All the Additional Payments / Deductions for FESCO employees through SAP HR Payroll will
be maintained in Additional Payments/Deductions Info type (0015)
Amount
Loan Type
Loan Types / Permissibility Max Limit
Text
Variable
Purchase of FESCO Permanent
Z100 Open
House Employees BPS 01 to 20
Purchase of FESCO Permanent
Z200 Open
Plot Employees BPS 01 to 20
FESCO Permanent
Z300 Purchase of Car Open
Employees BPS 01 to 20
Purchase of FESCO Permanent
Z400 Open
Motorcycle Employees BPS 01 to 20
House FESCO Permanent
Z500 Open
Construction Employees BPS 01 to 20
FESCO Permanent
Z600 EPF Advance Open
Employees BPS 01 to 20
FESCO users will utilize SAP-HCM for Payroll Processing. Following are the requirements:
The Payroll program is run at a specific point in time, not only to calculate an employee’s basic
remuneration but also to process any special payments or bonuses.
Payroll for FESCO will be run on monthly basis. The following business process for Payroll is
suggested for FESCO after consultation with the core team members.
I. The first step in Payroll processing is simulation. The transaction code for this
process is PC00_M99_CALC_SIMU. Simulation will be run for each payroll area
to confirm that no errors will be encountered when the actual payroll is run.
II. If errors are found during payroll simulation, Master Data will be maintained to
remove the errors.
IV. Transaction code, PC00_M99_CALC (start payroll) will run payroll in live mode.
The system will determine the current Payroll Period from the Payroll Control
Record and perform Payroll using the values that were entered in the Payroll
program.
VII. Payroll will be run again only for the personnel numbers that were previously
rejected.
Start
I Payroll Posted to
Finance
Simulate Payroll
Run
II
No
III
Release
Payroll
IV
Start Payroll
Check Results
Data updated
without error Yes
No
VII VI
VIII
Maintain
Corrections
Master Data Exit Payroll
Various types of loans and advances are made available by the employer will be called Loan types
and store as subtype of Loan info type 0045. Employees can avail these loans if they meet certain
requirements. Once the loan is granted, Loan amount will be paid through Finance or monthly
payroll processing. A process has to be followed for the recovery of the loan will be made
through monthly payroll processing. The process for granting and recovery of the loan is
discussed here.
Info type 0045 – Loan is used to enter all the loan data. This info type contains information on
basic data, condition, payments and re-payments. The following Loan type will use in FESCO.
After the employee’s loan request is reviewed and approved through online (Share point), the
following business process is suggested for FESCO after consultation with the core team
members:
I. Admin will notify the approved loan amount of employees to the Finance
Department.
II. Finance Department will issue a cheque for the loan amount to the employee or
Loan Amount will have to be paid through monthly payroll.
III. After approval on online loan schedule automatically created in SAP HCM
system. Or Admin User will initiate Transaction code PA30. After entering
employee’s personnel number, the user will access Info-type 0045 (Loans).
IV. A new record will be created in Info-type 0045 and the approved amount and
number of instalments will be entered. This will trigger the process of recovery of
loan from the employee’s monthly pay check.
Start
I
Loan Request
Approve on Online HR user will initiate
infotype 45
IV
III
Process Ends
This process will be used to complete processing of employee Off-cycle payments. The Off-
Cycle payroll will be used for payments including Final Settlement payment, claim voucher or
other one-time payments.
I. Approved payments for Off Cycle execution will be sent to the Payroll department.
III. Off cycle payroll will be executed by the payroll department in specific conditions e.g.
Final Settlement, Grants, Bonuses etc.
Off-Cycle payroll simulation will be executed along with the parameters e.g. reason,
payment date etc.
IV. If there are no error in the simulation, Live Off-Cycle payroll run will be executed with
the same parameters.
V. Off-Cycle payroll results will be posted to finance after successful execution through
standard posting to finance program.
Integration between Payroll and FI/CO enables posting of Payroll results to Accounting, all
posting information from the payroll results is selected, summarized, formatted, and posted to
the Accounting components.
Time Management
Integration with Time Management will Allowance determination of overtime hours the
employee has worked and its impact on Gross Pay
Before posting the payroll document, there is possibility to run payroll posting on
simulation.
6.5.2 Interface
6.5.3 Conversion
6.5.4 Enhancement
Payroll results contain information that has relevance for financial accounting purposes. The
process to transfer this data from HCM to accounting after payroll run every month is discussed
here.
The function in SAP “Posting to accounting” is an interface between the Human Resources and
Accounting systems. After payroll is run every month, the cost has to be booked in the relevant
accounts in financial accounting. This process will create a posting document that will be
transferred to Financial Accounting (FI), and the information will get posted to a document in
the FI module. The following business process for posting is suggested for FESCO after
consultation with the core team members.
Start
I
Create posting
run with
simulation
documents
II
Check
Errors are
payroll user Yes
displayed
operation
No
III
Release
Posting
Document
IV
Perform
Posting Run
V
Reverse the
Errors are run and
Yes
displayed remove
errors
No
VI
GL Accounts
updated
In FESCO, Employee needs to be clear his/her dues at the time of leaving/retirement, for the
calculations of the pending dues and adjustments a process is required for the Final settlement of
the employee as per policy.
The process will be used to calculate and pay the Final dues i.e. last salary, Leave encashment,
Commutation, monthly pension and any other dues or recovery of employees after clearance in
the organization at the time of Leaving as per policy.
I. The process starts after the HR administration initiation of the Acceptance of the
Resignation, Termination, Retirement or Contract expiry information etc.
II. The relevant HR administrator execute Leaving Action (The detailed process explained in
the Personnel Administration Business Blue Print)
III. Clearance will be done by the administration department outside the system.
IV. Off-Cycle payroll run will be executed to calculate the final payments as per the policy; the
final settlement program will be executed with the payroll driver and update relevant info
types.
VI. Posting to finance program will post the result to the relevant GL accounts and the
payments will be made through the Finance.
If an employee has served for more than 6 month will be eligible for gratuity.
For contractual employees, leave payout is also considered along with last
month salary to be paid to employee.
Formula:
(Basic Pay + Personal Pay + Qualification pay + Special pay + Senior post allowance) = Gross
Gross Pay
------------------------ * (365 or Less)
Calendar days
8.3 RICEF
8.3.1 Reports
8.3.2 Interface
8.3.3 Conversion
8.3.4 Enhancement
Imprest Section-FD
Pension & Funds
Section-FD
Finance
Directorate Establishment & Pre -
Audit-FD
Inter Office
Transactions
Reconciliation
FESCO Head
1 Administration Assets Management
Office
Section-FD
Accounts
Consolidation Section-
FD
Receivables &
Payables Section-FD
Tax Cell-FD
Cash Office-FD
MIS Sargodha
Manager Manager Internal
Chief Internal Auditor
Internal Audit Audit
RTC FSD
Regional Regional
CTC Jhang
Training Center Training Center
CTC Sargodha
Manager project
financing
Project Chief Engineer
2 PMU Manager procurement
Management Development
Manager PS&C
SDO GSC 2
SDO TLC
SDO T&I
SDO Civil
(Construction) Sub
Division
XEN Civil Works-I
FSD
SDO Civil Sub div
Civil Works 1 XEN Civil Works Head Quarter
Faisalabad 1 Faisalabad SDO Civil Sub div 2nd
Circle FSD
SDO Civil Sub div
Sargodha Circle
XEN Civil Works-II
Civil Works 2 XEN Civil Works
Faisalabad 2 Faisalabad
SDO Civil Works GSO
P&I FSD
132KV BANDALA
132KV CHAK
3 GSO Circle
JHUMRA
132KV CHAK
103/R.B
132KV GARAH
SS&T 1 XEN SS&T 1 FATEH SHAH
Faisalabad Faisalabad 132KV
SDO SS&T JARANWALA
Nishatabad 132KV
KHURRIANWALA
132KV KHANUANA
132KV
LUNDIANWALA
132KV
NISHATABAD NEW
132KV SCARP
COLONY
132KV SATIANA
132KV SMALL
INDUSTRIAL
132KV
TANDLIANWALA
132KV VAC
132KV SPS
C-TYPE STORE
NISHATABAD
132KV BARANA
132KV BHOWANA
132KV CHINIOT
INDUSTRIAL
132KV KHEWA
66 KV G/S BHEL
66 KV G/S
MANKERA
66 KV G/S
HYERDERABAD
THAL
132 KV G/S NPP 1
132 KV G/S C2
M&T Mianwali
M&T Jhang
Transformer
Recalamation
6 Workshop TRW TRW
Workshop
(TRW)
Faisalabad 1 Faisalabad 1
Circle Office FSD 1
Circle Office Circle Office
Civil Line Civil Line Civil Line Revenue
Revenue Office Revenue Office Office
Civil Line Civil Line Division
Faisalabad Division Office Office
7
Circle 1 Faisalabad City Sub
Civil Line Division
Division Office Faisalabad City
FSD City SDO-CS
Sub Division
FSD City SDO-MRS
Gatwala SDO-CS
Gatwala SDO-MRS
Gatwala SDO-MS
Gatwala SDO-DRS
Manawala Sub
Division Office
Manawala SDO-CS
Manawala Sub
Manawala SDO-MRS
Division Office
Manawala SDO-MS
Manawala SDO-DRS
Jaranwala Road Sub
Division Office
Jaranwala Road SDO-
CS
Jaranwala Road
Jaranwala Road SDO-
Sub Division
MRS
Office
Jaranwala Road SDO-
MS
Jaranwala Road SDO-
DRS
Nemat Colony
S/Divn
Jaranwala Jaranwala Jaranwala Revenue
Revenue Office Revenue Office Office
Jaranwala Jaranwala Division
Division Office Office
Jaranwala City Sub
Division Office
City SDO Jaranwala-
CS
Jaranwala City
City SDO Jaranwala-
Sub Division
MRS
Office
Jaranwala City SDO Jaranwala-
Division Office MS
City SDO Jaranwala-
DRS
Lahore Road Sub
Division Office
Lahore Road Sub
Lahore Road SDO-CS
Division Office
Lahore Road SDO-
MRS
Satiana SDO-DRS
Khanuana Sub
Division Office
Khanuana SDO-CS
Khanuana Sub
Khanuana SDO-MRS
Division Office
Khanuana SDO-MS
Khanuana SDO-DRS
Sarwar Shaheed Sub
Division Office
Sarwar Shaheed SDO-
CS
Sarwar Shaheed
Sarwar Shaheed SDO-
Sub Division
MRS
Office
Sarwar Shaheed SDO-
MS
Sarwar Shaheed SDO-
DRS
Awagat S/Divn
Chiniot Chiniot Revenue Chiniot Revenue
Revenue office office Office
Chiniot Division Chiniot Division Chiniot Division
Office Office Office
Chiniot I SDO-DRS
Chiniot II Sub Division
Office
Chiniot II SDO-CS
Chiniot II Sub
Chiniot II SDO-MRS
Division Office
Chiniot II SDO-MS
Chiniot II SDO-DRS
Chiniot III Sub
Division Office
Chiniot III SDO-CS
Chiniot III Sub
Chiniot III SDO-MRS
Division Office
Chiniot III SDO-MS
Bhawana SDO-DRS
Bukharian
Sub/Division
Bukharian SDO-CS
Bukharian Sub
Bukharian SDO-MRS
Division Office
Bukharian SDO-MS
Bukharian SDO-DRS
Bandala SDO-DRS
Lalian Revenue Lalian Revenue
Lalian Revenue Office
Office Office
Lalian Division
Lalian Division
Lalian Division Office
Office Chanab Nagar Chanab Nagar Sub
Sub Division Division Office
Ghulam
Muhammad G.M Abad Division
Abad Division Office
Office
Ghulam Muhammad
Abad Sub Division
G.M Abad SDO-CS
Ghulam
Muhammad
G.M Abad SDO-MRS
Abad Sub
Division Office
G.M Abad SDO-MS
Gulberg SDO-DRS
Raza Abad Sub
Division Office
Raza Abad SDO-CS
Raza Abad Sub
Raza Abad SDO-MRS
Division Office
Raza Abad SDO-MS
Narwala SDO-MRS
Narwala SDO-MS
Narwala SDO-DRS
Sadar Bazar Sub
Division Office
Sadar Bazar Sub
Division Office-CS
Sadar Bazar Sub Sadar Bazar Sub
Div Office Division Office-MRS
Sadar Bazar Sub
Division Office-MS
Sadar Bazar Sub
Division Office-DRS
Rehmat Town Sub
Division Office
Rehmat Town Sub
Division Office-CS
Rehmat Town
Rehmat Town Sub
Sub Division
Division Office-MRS
Office
Rehmat Town Sub
Division Office-MS
Rehmat Town Sub
Division Office-DRS
Madina Abad S Div Of
Madina Abad Sub
Division Office-CS
Madina Abad
Madina Abad Sub
Sub Division
Division Office-MRS
Office
Madina Abad Sub
Division Office-MS
Madina Abad Sub
Division Office-DRS
Samundri Samundri Samundari Revenue
Revenue Office Revenue Office Office
Samundri Samundari Division
Division Office Office
Samundri City Sub
Division Office
Samundri City SDO-
Samundri CS
Division Office Samundri City
Samundri City SDO-
Sub Division
MRS
Office
Samundri City SDO-
MS
Samundri City SDO-
DRS
Dijkot SDO-DRS
Kareem Town Sub
Division Office
Kareem Town
Kareem Town Sub
Sub Division
Division Office-CS
Office
Kareem Town Sub
Division Office-MRS
Killianwala SDO-DRS
Mamu Kanjan Mamu Kanjan Sub
Sub Division Division Office
Tandilianwala-
II AM (CS) RO
Tandilianwala-
II Divn
Gulberg
AM(CS) RO
Gulberg Divn
Jhang Circle Jhang Circle
Jhang Circle Office
Office Office
Jhang I Revenue Jhang I Revenue Jhang I Revenue
Office Office Office
Jhang I Division
Jhang I Division Office
Office
Jhang Rural Sub
Division Office
Jhang City SDO-CS
Jhang Rural Sub
Jhang City SDO-MRS
Division Office
Jhang City SDO-MS
Khewa SDO-DRS
Civil Line S/Baho Sub
Division Office
Civil Line
Civil Line S/Baho
S/Baho Sub
SDO-CS
Division Office
Civil Line S/Baho
SDO-MRS
Meghiana SDO-DRS
Satellite Town Sub
Division Office
Satellite Town SDO-
CS
Satellite Town
Satellite Town SDO-
Sub Division
MRS
Office
Satellite Town SDO-
MS
Satellite Town SDO-
DRS
Toba Taik
Toba Taik Singh T.T Singh Revenue
Singh Revenue
Revenue Office Office
Office
Toba Taik Singh T.T Singh Division
Division Office Office
Toba Taik Singh City
Sub Division Office
T.T Sing City SDO-CS
Toba Taik Toba Taik Singh
T.T Sing City SDO-
Singh Division City Sub Division
MRS
Office Office
T.T Sing City SDO-
MS
T.T Sing City SDO-
DRS
Toba Taik Singh Toba Taik Singh Rural
Rural Sub Sub Division Offic
Rajana SDO-DRS
Shorkot Cantt Sub
Division Office
Shorkot Cantt SDO-CS
Shorkot Cantt
Shorkot Cantt SDO-
Sub Division
MRS
Office
Shorkot Cantt SDO-
MS
Shorkot Cantt SDO-
DRS
Civil Line T.T
Singh S/Divn
Gojra Revenue Gojra Revenue Gojra City Revenue
Office Office Office
Gojra Division
Gojra Division Office
Office
Gojra City Sub
Division Office
Gojra City SDO-CS
Gojra City Sub
Gojra City SDO-MRS
Division Office
Gojra City
Gojra City SDO-MS
Division Office
Gojra City SDO-DRS
Gojra Rural Sub
Division Office
Gojra Rural Sub
Gojra Rural SDO-CS
Division Office
Gojra Rural SDO-
MRS
Akrianwala SDO-DRS
Jhang City Sub
Division Office
Jhang City SDO-CS
Jhang City Sub
Jhang City SDO-MRS
Division Office
Jhang City SDO-MS
Tariqabad SDO-DRS
Aziz Bhatti Town Sub
Division Office
Aziz Bhatti Town
SDO-CS
Aziz Bhatti Town
Aziz Bhatti Town
Sub Division
SDO-MRS
Office
Aziz Bhatti Town
SDO-MS
Aziz Bhatti Town
SDO-DRS
Nishtarabad SDO-DRS
Sillanwali SDO-DRS
Sahiwal SDO-DRS
Sahiwal II Sub
Division Office
Sahiwal-2 SDO-CS
Sahiwal II Sub
Sahiwal-2 SDO-MRS
Division Office
Sahiwal-2 SDO-MS
Sahiwal-2 SDO-DRS
Shah Pur Sub Division
Office
Shah Pur SDO-CS
Shah Pur Sub
Shah Pur SDO-MRS
Division Office
Shah Pur SDO-MS
Jhawarian SDO-DRS
Sahiwal # 3
S/Divn
Bhalwal Bhalwal Revenue Bhalwal Revenue
Revenue Office Office Office
Bhalwal Division Bhalwal Division
Office Office
Bhalwal Bhalwal Sub Division
Division Office Bhalwal Sub Office
Division Office
Bhalwal SDO-CS
Bhalwal SDO-MRS
Bhalwal SDO-MS
Bhalwal SDO-DRS
Bhera Sub Division
Office
Bhera SDO-CS
Bhera Sub
Bhera SDO-MRS
Division Office
Bhera SDO-MS
Bhera SDO-DRS
Kot Moman Sub
Division Office
Kot Moman SDO-CS
Kot Moman Sub Kot Moman SDO-
Division Office MRS
Kot Moman SDO-MS
Phularwan SDO-DRS
Purna Bhalwal Sub
Division Office
Purana Bhalwal SDO-
CS
Purana Bhalwal
Purana Bhalwal SDO-
Sub Division
MRS
Office
Purana Bhalwal SDO-
MS
Purana Bhalwal SDO-
DRS
Sardar Pur Noon Sub
Sardar Pur Noon Division Office
Sub Division
Office Sardar Pur Noon SDO-
CS
Bhabra SDO-DRS
Johar Abad Johar Abad Joharabad Revenue
Revenue Office Revenue Office Office
Johar Abad Johar Abad Division
Division Office Office
Joharabad Sub
Division Office
Joharabad SDO-CS
Johar Abad Sub
Joharabad SDO-MRS
Division Office
Joharabad SDO-MS
Joharabad SDO-DRS
Khushab-I Sub
Division Office
Khushab-I SDO-CS
Johar Abad
Division Office Khushab-I Sub
Khushab-I SDO-MRS
Division Office
Khushab-I SDO-MS
Khushab-I SDO-DRS
Quaidabad Sub
Division Office
Quaidabad SDO-CS
Quaidabad Sub
Quaidabad SDO-MRS
Division Office
Quaidabad SDO-MS
Quaidabad SDO-DRS
Nushehra SDO-DRS
Khushab-II Sub
Division Office
Khushab-II SDO-CS
Khushab-II Sub
Khushab-II SDO-MRS
Division Office
Khushab-II SDO-MS
Khushab-II SDO-DRS
Jauharabad Rural Sub
Division Office
Jauharabad Rural
SDO-CS
Jauharabad Rural
Jauharabad Rural
Sub Division
SDO-MRS
Office
Jauharabad Rural
SDO-MS
Jauharabad Rural
SDO-DRS
Noorpur Thal Sub
Division Office
Noorpur Thal SDO-CS
Noorpur Thal
Noorpur Thal SDO-
Sub Division
MRS
Office
Noorpur Thal SDO-
MS
Noorpur Thal SDO-
DRS
Khushab Rural
S/Divn
Mianwali Mianwali Mianwali Revenue
Revenue Office Revenue Office Office
Mianwali Mianwali Diviison
Diviison Office Office
Mianwali Mianwali Urban Sub
Diviison Office Mianwali Urban Diviison Office
Sub Diviison
Office Mianwali Urban SDO-
CS
Liaqatabad SDO-DRS
Isa Khel Sub Diviison
Office
Isa Khel SDO-CS
Isa Khel Sub
Isa Khel SDO-MRS
Diviison Office
Isa Khel SDO-MS
Kundian SDO-MRS
Kundian SDO-MS
Kundian SDO-DRS
Wan Bhacharan Sub
Diviison Office
Wan Bhacharan SDO-
CS
Wan Bhacharan
Wan Bhacharan SDO-
Sub Diviison
MRS
Office
Wan Bhacharan SDO-
MS
Wan Bhacharan SDO-
DRS
Urban Mianwali-
2 S/Divn
2nd Division
Mianwali
AM(CS) RO
2nd Division
Mianwali Divn