MCGM

Project Name: MCGM

Document Name: Maintain Employee No
Document ID: MCGM_BP_HR005_Maintain Emp No_V1.0 Version: V1.0
Prepared by: Gauravi S Contact No. 9323730989 Date: 08.08.2006
Reviewed by: Venugopal Menon Contact No. 9820962855 Date: 10.08.2006
Approved by: Shekhar Sabnis Contact No. 9322275783 Date: 10.08.2006
Released by: Shekhar Sabnis Contact No. 9322275783 Date: 11.08.2006

Revision History

SR. VERSI DATE OF SECTION DESCRIPTION OF REASON FOR CHANGE MADE REVIEWED BY
NO. ON REVISION NUMBER CHANGE CHANGE BY
NO.
1 D1 11.08.2006 N.A Creation N.A N.A Venugopal
Menon
2 V1 30.08.2006 N.A Creation N.A N.A Venugopal
Menon
3 V2 05.02.2007 3.2 Employee Internal no. Venugopal Venugopal
number range generation Menon Menon
based on data
provided by
MCGM

MCGM_BP_HR005 Controlled Document

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Module Human Resources

Process Personnel Administration

Sub Process / No Maintaining Employee Number HR05

Description Generation of Employee Numbers

Sr No Topics
1.1 Requirements & Expectations

 MCGM desires to capture all information of employees who have been paid
either manually or through payroll.

 Each employee should be uniquely identified in the organization.

 Employee numbers of existing employees to be mapped & for those on

manual paysheets system should be given numbers as per SAP range

 In case an ex-employee rejoins he gets a new number.

 In case of employees in employee group “Contract” being taken in employee

group “Active”, system to generate new EC number as per the resp. range &
old EC number to be stored for reference.

Sr No Topics
2.1 Existing Process General Explanation
 All employees on the payroll are allotted a unique employee number while
employees paid through manual payments are not given any employee
number.
2.2 Explanation of Existing Functions and Events

 Employee numbers are generated only for those on Computerized

payroll.

 Currently seven digit numbers are generated by EDP, the 7th digit
is a check digit computed mathematically.

2.3 Special Organizational Considerations

NA

Sr No Topics
3.1 Proposed Process General Explanation

 When an employee is hired either directly through Personnel Administration or

through Recruitment, a personnel number is to be assigned to him.

 This Personnel Number, which is nothing but the Employee Number as per
Municipal Corporation of Greater Mumbai (MCGM), uniquely identifies an
employee in the organization.

 For all new joinee, Personnel Number will be system generated (Internal)
online.

 While capturing the existing employees the legacy employee code numbers
will be captured and fresh employee numbers will not be allotted to all existing
employees thru SAP.
3.2 Explanation of Proposed Functions & Events
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A. For Existing employees as of “Go Live” date who are currently on

payroll:

 Applicability : Employees in Employee Group : “ Active” (Other than Deputation

into MCGM)

 Personnel number will NOT be generated online in SAP. It will be a seven digit
external number range.

 The existing employee numbers would be uploaded as personnel numbers

and the same will also be uploaded in IT 32 (reference personnel number).

 The range of existing numbers is 1000001 to 4999999

 The range of existing numbers is 7000001 to 7999999 for UGC & Secondary
Staff

B. For Existing employees as of “Go Live” date who are currently NOT on
payroll

 Applicability: Employees in Employee Group: “Contract” & Deputation into

MCGM.

 These numbers would be uploaded as personnel numbers and the same will
also be uploaded in IT 32.

C. For employees hired after “Go Live” date & who will be on payroll:

 Applicability: Employees in Employee Group: “Active”. (Other than Deputation

into MCGM)

 Personnel number will be generated online in SAP. It will be a seven

digit internal number range.

 The number generated in the external payroll software will be captured

for reference purposes in IT 32.

D. For employees hired after “Go Live” date & who will NOT be on payroll:

 Applicability : Employees in Employee Group : “ Contract” & Deputation into

MCGM

 Personnel number will be generated online in SAP. It will be a seven

digit internal number range.

 The number generated in the external payroll software will be captured

for reference purposes in IT 32.

For Go-live purpose, the employee range will be created externally depending on
the database provided by the MCGM and for new positions internal number
range will be maintained as per MCGM specification. MCGM to give internal
number range required post Go-live.

3.3 Special Organizational Considerations

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 To give Personnel numbers all employee groups irrespective of type of payroll.

 To ensure no duplication of Personnel Numbers.

Sr No Topics
4.1 Changes Management Issues

 For Existing employees as of “Go Live” date who are currently NOT on payroll
– Employee numbers FIRST need to be maintained outside SAP & then
uploaded in the system.

4.2 Description of Improvements

NA
4.3 Description of Functional Deficits
NA
4.4 Approaches for covering Functional Deficit
NA

Sr No Topics
5.1 Notes on Further Improvement
NA

Sr No Topics
6.1 System configuration considerations
 Transaction Code – PA30
 SAP Menu : Human Resources -> Personnel Management -> Administration
-> HR Master Data -> Maintain
 Customization: SAP Customizing Implementation Guide Personnel
Management Personnel Administration Basic Settings Maintain number
range intervals

6.2 File conversion considerations (Master data maintenance).

 LSMW / BDC

6.3 Interface / Enhancements considerations

NA
6.4 Reporting considerations
Standard SAP Functionality:
S_AHR_61016358 - Reference Personnel Numbers
Non-Standard SAP Reports:
NA
6.5 Authorization considerations
NA

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``

Process Sign Off Document

Organizational Consultant Core Team Process Owners Assessed By

Units Member

MCGM Shri Hire

Shri Babar

Smt Zope

Shri Matkar

Shri Kaviskar

Shri D.D.Joshi

Shri Rupvate

Shri Bagave

Mr Suresh Mhatre
TCS

Pradeep Joshi
SISL

Mandar Muley

Venugopal Menon

Gauravi Shirvatkar

Jyoti Rao

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