Professional Documents
Culture Documents
stage
Organizational Units
Q: 1) Please, provide details about your companys organizational structure (Reporting
Hierarchy).
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Q: 2) Are all organizational units assumed to be departments or are there regions in their org
chart?
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Q: 3) Please, provide a list of your companys organizational units (e.g. departments).
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Q: 4) Does your company have different locations (e.g., individual departments are located
externally)? Alternatively, do any of your employees work on external work places? Then
you need address information for the correspondence.
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Q: 5) Does each of your organizational unit represent a department or organizational units,
which represent departments with subordinated organizational units, which represent groups?
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Q: 6) Are there any organizational units and positions within your organizational plan, which
are not part of the normal reporting hierarchy (staff) and which report directly to higher
organizational units or positions?
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Q: 7) Organizational units and positions can relate to Cost Centers. Provide a list of the
assignments.
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Jobs
Q: 1) Provide a list of your companys jobs (e.g. secretary, manager). How many jobs exist?
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Q: 2) Define and document job codes.
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Q: 3) Do job descriptions already exist or do they need to be set up?
PositionsQuestions:
Q: 1) Provide a list of your companys position (e.g. department secretary, HR manager).
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Q: 2) Do Position descriptions already exist or do they need to be set up?
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Q: 3) Do you automatically report your vacant positions to recruitment? If not, will you set
up every unoccupied position to vacant?
A: Q: 4) Do you maintain employee group and employee subgroup information on positions
within your organizational plan?
A: Q: 5) Organizational units and positions can relate to Cost Centers. Provide a list of the
assignments.
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Tasks
Q: 1) Do tasks describing jobs and/or positions already exist or do they need to be set up?
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Q: 2) Provide a list of your companys tasks (e.g. administration tasks, HR tasks). In case you
are using tasks for your job descriptions.
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Q: 3) If your organization plans to use tasks, identify any groups of tasks that are routinely
performed together, so that they can catalogued as a task group.
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Personnel Management
Q: How many personnel areas are there?
Explanation: Typically, an organization must divide its employees for various reasons, e.g.
administration, personnel records access and reporting. You can make this separation at both
the enterprise structure (e.g. geographic, functional) and the personnel structure (e.g. different
categories of employees) levels. This must be considered in reference to the financial/costing
(FI/CO) structures.
A: Q: 2) Describe the structure of your organization. Consider countries, locations, legal
entities, payrolls, union/agreements etc.
Personnel AreaQuestions:
Q: 1) In SAP, should your enterprise be hierarchically structured using personnel areas and
sub areas.
A: Q: 2) Within each legal entity, divide your workforce into logical groups (personnel areas)
which used primarily for reporting and authorizations.
Explanation: At least one personnel area is required for each legal entity (company code).
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Personnel Sub Area
Q: 1) Divide each personnel area into logical personnel subs areas.
Explanation: The employees in each personnel sub area will typically share the same public
holiday calendar, payroll and time-related rules.
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Employee Group
Q: 1) List the employee groups that your company uses.
Explanation: Employee groups allow you to divide employees into different categories.
Employee groups used to generate default data for payroll accounting serve as selection
criteria for reporting and constitute an authorization check.
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Employee Subgroup
Q: 1) List the employee subgroups that your company uses.
Explanation: Employee subgroups also allow you to divide employees into different
categories. (E.g. Active, Permanent, Part Time). Employee subgroups also used to determine
security access and selection criteria for reporting. In addition, these employee combinations
will typically share the same payroll, benefits and time-related rules. List the employee
subgroups that your company uses.
A: Q: 2) For which parts of your organization should integration of organization management
and personnel administration (PA) apply?
Explanation: Divide further to your workforce into logical groups (e.g. divisions,
departments, sections) and to produce organizational charts, you need to integrate
organization management with personnel administration. For which parts of your
organization should integration apply?
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Q: 3) If Organization Management not used, it is still possible to record organization units,
positions and jobs in personnel administration (PA). Provide this organizational data.
A: Payroll AreaQuestions:
Q: 1) Which Payroll Areas need to be set up for your organization?
Explanation: Typically, Payroll Accounting Areas used to divide the workforce into logical
groups of employees. These groups are based on payroll frequency, start date of the payroll
run and, sometimes, geographical locations and security access. Which Payroll Accounting
Areas need to be set up for your organization? Note: It is possible to assign employees to
non-payroll-relevant Payroll Accounting Areas
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General Settings
Q: What is the Holiday Calendar for your company.? If there are factories and office
establishment, different holiday calendars may be in place.? I formation reg those
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Master Data
Q: 1) Do you want to assign your own employee numbers or have the system generate them
for you? SAP recommends the use of system generated employee numbers after the initial
data conversion.
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Q: 2) With the use of third-party archiving systems, SAP allows you to store documents (e.g.
photographs, resumes, position description forms) for employee level. If you are using this
facility, which documents will be stored?
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Q: 3) SAP allows you to maintain a free-text screen for all info types. Do you have the
requirement to store free text?
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Personal Data
Q: 1) When you record employee names, which forms-of-address, titles, name
prefixes/affixes (e.g. Mr., Sir) do you use and how do you want them displayed on reports
and correspondence?
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Q: 2) When recording employee details, which other particulars (e.g. marital status,
nationality) do you wish to record?
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Addresses
Q: 1) What address types would you like to maintain for your employees (e.g. permanent,
postal)?
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Bank Details
Q: 1) Which methods of payment allowed in your organization?
Explanation: It is necessary to define a method of payment (e.g. direct payment, check) for
each employee paid. The method of payment can be defined globally for all employees or a
different method for each country.
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Family/Relates Persons
Q: 1) What relationships with other persons do you wish to maintain for your employees (e.g.
Spouse, Child, Guardian, Emergency Contact, and Friend)?
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Education and Training
Q: 1) Define the types of educational establishments (e.g. secondary school, university,
internal course) for which you want to record your employees certificates.
A: Q: 2) List the types of certificates which you would want to attach to employees.
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Q: 3) Identify which branches of study (e.g. subjects, course name) are to be recorded against
employees.
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Other/Previous Employers
Q: 1) If you wish to record previous employment history for your new employees, list which
Industry and Jobs you require.
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Qualification
Q: 1) If you are not using the qualifications catalogue within Personnel Development (PD),
list the qualifications (e.g. languages, skills) you would like to record for employees.
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Appraisals
Q: 1) In SAP you have the ability to record appraisals in either PA or PD. If you intend to
record appraisal ratings in PA, which types of performance criteria (e.g. Leadership,
Communication) and weightings do you require?
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Q: 2) How many appraisals type you need to maintain?
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(GOSI) scheme?
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Q: 5) How do you calculate End of Service Benefits?
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Qualifications / Requirements
Q: 1) Do you have skills, competencies, qualifications, or requirements in your company? If
you do, you need a qualifications catalog containing a hierarchical structure of the
qualifications of interest to your specific company.
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Q: 2) How do you evaluate these qualifications/requirements? Maintain the appropriate scales
(e.g. Language Scale with proficiencies 1 to 5).
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Q: 3) Are there any alternative qualifications? (E.g. Knowledge of AmiPro as an alternative to
knowledge of Word).
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Q: 4) For which employees should qualifications be maintained?
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Q: 5) For which jobs/positions should requirements be maintained?
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Q: 6) Do you perform profile match ups between requirements profiles and qualification
profiles?
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Q: 7) If qualification deficits detected, do you want the system to propose training measures
to rectify the situation?
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Q: 8) Do you try to find employees with specific qualifications or employees suitable for
specific jobs/positions?
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Q: 9) Do you want to find qualified applicants for vacant positions?
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Development Plans
Q: 1. Will you be planning to capture employee development needs?
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Personnel Time Management
Work Schedules
Q: 1) In which way the Working Hours Decree implemented in your organization.
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Q: 2) Name your shifts.
Information: For each group of employees, the time management requirements are based on
certain expectations. These expectations must be defined in the form of work schedules for
each of the groups of employees. This includes the description of possible deviations from
these expectations
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Q: 3) Which patterns do your shifts use? E.g. weekly or monthly or rotating
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Q: 4) Describe the daily shifts. Specify start and end times, planned working hours and
breaks for each of these daily shifts. How do public holidays affect these daily shifts?
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Q: 5) Do you have rules that change your daily shifts (for example, the last working day
before a holiday ends at noon)? Provide a list of such rules.
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Personnel Time Specifications Administration
Q: 1) How does your organization calculate/express absenteeism due to illness?
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Q: 2) please, describe the process of sickness and recovery notification and indicate which
information is provided and how.
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Q: 3) Does your organization make use of notifications of sickness and recovery? If so, to
who are they sent?
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Q: 4) You must identify rules and policies, as they determine the kind of time data you
collect. What kind of data is collected? For example, do you need to record attendances,
absences, the time of day, and elapsed times?
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Q: 5) Describe the different types of substitutions used in your company (such as a
substitution for a particular period of working time, or for a specific position or personnel
number).
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Q: 6) Describe the different types of availability/on-call duties used in your company (such as
on-call for maintenance, on-call for emergencies).
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Q: 7) describe the different types of attendances and absences used in your company (such as
vacation, sick, business meeting).
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Q: 8) For each attendance and absence, identify the amount and unit of time that can taken.
Do you have attendances or absences of less than one day, one full day, or longer than one
day (up to a specified maximum)?
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Q: 09) There are various priorities for different attendances and absences. Therefore, you
must set the reaction for an overlap (for example if an employee gets sick on vacation). How
do you handle an overlap between attendances and absences?
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Q: 10) Which of the identified absences are unpaid?
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Q: 11) Which of the identified absences are paid? How they paid?
APersonnel Time Recording SubsystemQuestions:
Q: 1) Capture of time management data for a particular employee with particular
characteristics (interfaces to subsystems, direct entry, etc.).
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Q: 2) What kind of time events do you use (for example, clock-in, clock-out, start of break,
end of break, start of off-site work, end of off-site work, etc.)?
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Q: 7) Do you have the requirement to transfer employees between countries?
Explanation: SAP has the facility to combine the hiring and termination actions when
transferring employees between countries.
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Q: 8)If an employee resigns, how your company pays the final settlement amount? (Either
check or cash)
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RecruitmentProcessing Receipt of Application
Q: 1) WORKFLOW Within Recruitment a mail can be sent for every administrative task
to any of the following people: Personnel officer responsible for applicant, person responsible
for action, person responsible for reference action.
A: Q: 2) Applicant groups and applicant ranges decide the applicants according hierarchical
or functional structure. Which way do you prefer?
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Applicant Pool Administration
Q: 1) In order to process the applicants data correctly, the applicant goes through different
recruitment processes. Ex: Initial Data load, add additional data, reject applicants etc. List the
processes that are applicable to applicants in your companies.
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Q: 2) List the names, forms of address and telephone numbers of the recruitment officers that
will be responsible for processing applications
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Q: 3) If your company uses status reasons indicating why an applicant is rejected, please
provide a list.
A: Yes , the company uses status reasons indicating why an applicant is rejected. List will be
given later in text format.
Q: 4) If you want to create and assign your own numbering system indicate the desired
number ranges in the text box. Number ranges hold eight characters. Ex. 00000000 to
99999999
A
Notification of Rejection of Application
Q: 1) Do you use one standard rejection letter for all applicants or different letters?
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Q: 2) If your company sends out a notification of rejection to applicants, please specify the
status reasons for the rejection status?
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Q: 3) What procedure does the company follow when an applicant rejects the contract letter
that is sent to him/her?
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Personnel Cost Planning
Q: 1) Is the cost projection for personnel costs incorporated into the organizations overall
budget plan?
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Q: 2) Which default period used as the basis for your cost calculations?
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Q: 3) Do you wish to ensure that people who are not authorized to display an organizational
structure also not authorized to view the cost planning for this organization?
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Q: 4) Would you like to use different display options like graphics and tables in Excel?
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Q: 5) If your company utilizes the projected pay cost planning method, define the wage
elements that used in your corporation.
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Q: 6) If your company intends to use Personnel Cost Planning, which of these projected costs
methods would suit your needs the best. Actual Payroll Costs (would need to run R/3
Payroll), Employee Basic Pay or Notional Wage Element Costs
A: Q: 7) Results of Cost Planning need to be transferred to the CO module and to be included
in overall financial budget planning.
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Personnel Time ManagementEntry of Personnel Time Specifications
Q: 1) How are attendances and absences recorded?
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Q: 2) Do you have a practice of compensating employees for entitlements (e.g., vacation, sick
leave, etc.)?
A: Q: 3) How do you handle the situation of incomplete pair formation? For example, No
clock-in: Error No clock-out: Error and/or no clock-out: Delimit time pair with end of
planned work time
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Q: 4) How do you handle situations where time data overlaps, e.g., differences between
recorded absences and time events; doctors visited and overtime on the same day?
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Q: 5) How do you handle situations affecting the day in general, e.g., an employee is at work
on a day off, no time data on a workday, vacation on a public holiday?
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Q: 6) Are you required to guarantee a minimum break time, e.g. dependent on the number of
hours worked?
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Q: 7) Which times must be made available to payroll e.g. normal working hours, overtime,
public holidays, hours worked on a public holiday?
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Over Time
Q: 1) How do you define overtime (e.g. daily, weekly, monthly, and annually, etc.)? Is
approval necessary?
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Q: 2) Are part-time employees eligible for overtime? What are the rules defining overtime for
part-time employees?
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Q: 3) How do you calculate overtime hours?
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Q: 4) How are public holidays considered in the overtime calculations?
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Q: 5) How do you compensate these overtime hours? (For example, payment, compensatory
time, mixed forms of compensation)
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Q: 6) How is your time-related data (overtime, bonus for nighttime work,) entered into the
payroll run and how does it become time wage types?
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Q: 7) In your company, how extra payment for overtime beyond that specified by the
collective agreement represented?
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Q: 8) How are lump-sum payments for overtime represented in your company?
A: [ ] Overtime included in agreement with specified number of hrs[ ] Overtime included in
agreement w/o specified number of hrs[ ] Separate portion of salary with specified number of
hrs[ ] Separate portion of salary with specified amount
Q: 9) How is your time-related data (overtime, bonus for nighttime work,) entered into the
payroll run and how does it become time wage types?
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PayrollBases
Q: 1) Do You Want to Start SAP Payroll during the Year?
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Q: 2) Does the entire payroll process take place using the SAP System or some parts carried
out using a third-party system?
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Q: 3) For how many employees is payroll run and how often?
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Q: 4) Who is allowed to maintain or view what data (everyone, only certain people), and
what roles exist within Payroll?
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Q: 5) How is the implementation of payroll organized (e.g. who is authorized to start or
correct payroll, and when?)
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Q: 6) What does your payroll process include (e.g. deduction run, remuneration statement,
data medium, posting to accounting)?
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Q: 7) What type of employees do you distinguish between with regard to payroll (hourly
wage earners, monthly wage earners, salaried employees)?
Processing of Time Data
Q: 1) How do you determine the amount of basic compensation, for example, dependent upon
the pay scale group and level, and upon other basic compensation components on a
percentage basis (indirect evaluation)?
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Q: 2) Absences divided into paid and unpaid absences. Which of the absences mentioned
What relationships with other persons are maintained for the employees?
List the types of certificates which you would want to attach to employees.
Identify which branches of study (eg subjects, course name) are to be recorded against
employees.
To record previous employment history for the new employees, list which Industry and Jobs
you require.
Does the organization sponsor any membership fee for the employees towards any entity?
To record periods of notice which must be given by either the employee or employer, list the
standard notice periods for all levles of employees
SAP allows to monitor and to report on the expiration of certain key events Which key events
do you wish to record?
Are there any additional, payroll-relevant key dates that differ from the actual entry date? For
e.g probationary date, promotion date
"List the different organizational roles which can be assigned to your employees.
"
To record the loan of company property, what details are captured against the employees?
Describe your pay structure across grades
Provide details of groups of employees for whom automatic assignment of pay scale structure
can be done.
How is extra payment for overtime beyond the working time specified as per the policy
represented? (eligibility criteria)
How are lump-sum payments for overtime represented in your company?
Does the organization undertake third party payments? If yes, please explaim
Group together the personnel areas/sub areas to employment tax permanent establishments.
After which payroll period are the employment tax statements created?
In which way are unscheduled repayments dealt with?
Does the organization provide (interest-bearing/interest-free) loans? If so, which ones? please
specify the (repayment) conditions.
Does the organization provide (company) pension schemes? If so, which ones?
Should the leave entitlements be determined based on employee age and service engagement
with the organization?
How is the attendance/absence counted (in days and hours)? Do rounding rules apply?
payroll:
Basic Pay
Recurring Payments/Deductions/Accruals
Additional Payments
Loans
Please provide your companyu2019s Loan details?
Cost Distribution