Maintain Employee Information with Funds or Grants Management (981)

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1 Maintain Employee Information with Funds or Grants Management (981)
SAP Best Practices

2 Scenario Overview – 1 Purpose and Benefits: Purpose Benefits
This scenario describes the typical process used to create and maintain employee master records which contains all personal data, time data, benefit data and payroll data Benefits Employee master record is updated Automated, efficient processing with complete history of employee’s transactions Key process flows covered Maintain Employee Administration Processing See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

3 Scenario Overview – 2 SAP Applications Required: Required
SAP ECC 6.0 EhP3 Enterprise roles involved in process flows HR Administrator / Manager See template 578_Scenario_Overview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

4 Scenario Overview – 3 Detailed Process Description:
Maintain Employee Administration Processing Display Personnel File A request is made for inquiry of the employee personnel file Employee’s master record is displayed Display Master Data Specific information on an employee is requested Maintain Master Data Employee submits a change in personal information Employee’s master record is changed See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

5 Scenario Overview – 4 Detailed Process Description:
Maintain Employee Administration Processing, contd Maintain Garnishments Employee record needs garnishment document Employee’s garnishment document is updated Maintain Garnishment Order Garnishment order must be updated Maintain Objects on Loan Employee needs to borrow company items Employee’s objects on load record is updated. See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

6 Scenario Overview – 5 Detailed Process Description:
Maintain Employee Administration Processing, contd Maintain Grievances A grievance is filed against an employee Employee’s grievance record is updated Maintain Monitoring of Tasks Important dates for tasks must be stored in the employee record Employee’s monitoring of tasks record is updated Maintain Bank Information Employee records bank information data changes Employee’s bank account record is updated See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

7 Scenario Overview – 6 Detailed Process Description:
Maintain Employee Administration Processing, contd Maintain Planned Working Time Employee’s work schedule must be maintained Employee’s planned working time record is updated Maintain Recurring Deductions/Payments Employee needs to have deductions on recurring basis Employee’s recurring deduction with a balance is created Maintain Additional Payments Employee needs to set up a one-off payment Employee’s additional payment record is updated See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

8 Scenario Overview – 7 Detailed Process Description:
Maintain Employee Administration Processing, contd Maintain Date Specifications Employee needs date events added Employee’s date specifications record is updated Maintain Education Employee’s educational history is entered Employee’s education record is updated Maintain Communication Employee needs a communication history Employee’s communication record is updated See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

9 Scenario Overview – 8 Detailed Process Description:
Maintain Employee Administration Processing, contd Maintain Additional Personal Data Employee maintains additional personal data Employee’s additional personal data is updated See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip Sample data are to be deleted and replaced (red entries)

10 Process Flow Diagram Maintain Employee Information with Funds or Grants Management See template 578_Scenario_Oververview.zip Template Pool  SAP Best Practices Documentation Templates  578_Scenario_Overview.zip This slide is optional. Since the process flow diagram is later required in development process (scenario overview), it can reuse some effort in development, if the diagram ist created in blueprint/specification phase. The diagram visualizes the process flows and is a great tool to discuss the process with the stakeholders. Legend – Please see next page

11 Legend Symbol Description Usage Comments Symbol Description
Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role. The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario. Role band contains tasks common to that role. External Events: Contains events that start or end the scenario, or influence the course of events in the scenario. Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario. Flow line (dashed): Line indicates flow to infrequently- used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow. Connects two tasks in a scenario process or a non-step event Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario Does not correspond to a task step in the document Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario Corresponds to a task step in the document Process Reference: If the scenario references another scenario in total, put the scenario number and name here. Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond. Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution Symbol Description Usage Comments To next / From last Diagram: Leads to the next / previous page of the Diagram Flow chart continues on the next / previous page Hardcopy / Document: Identifies a printed document, report, or form Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Financial Actuals: Indicates a financial posting document Budget Planning: Indicates a budget planning document Manual Process: Covers a task that is manually done Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow. Existing Version / Data: This block covers data that feeds in from an external process Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines System Pass / Fail Decision: This block covers an automatic decision made by the software Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed. Diagram Connection <Function> Hardcopy / Document External to SAP Financial Actuals Business Activity / Event Budget Planning Unit Process Manual Process Process Reference Existing Version / Data Sub-Process Reference Process Decision System Pass/Fail Decision

12 Appendix – Public Sector Clients
Maintenance of any relevant custom PA infotypes should be considered an essential part of the employee master record change process. In public sector, certain positions have training and certification needs. The employee master record should be kept up-to date.

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