Outlining Structures in HCM

Objectives

After completing this lesson, you will be able to:

Outline the purpose of the enterprise structure.
Perform an organizational reassignment.
Review the purpose of control indicators.
Outline the purpose of grouping employees for Time Management.
Identify the set up of employee groupings.

Enterprise Structure

Each employee must be uniquely categorized to fit into the enterprise and personnel structures. For example, an employee who works in Sales Office I as a salaried employee belongs to the enterprise structure for Sales Office I and is part of the personnel structure for a salaried employee.

Each employee is assigned to an enterprise and personnel structure in the Organizational Assignment infotype (0001). This infotype must be created for every employee.

Note

The enterprise and personnel structures are set up in Customizing.

Example of an Enterprise Structure

The enterprise structure for Personnel Administration (PA) is determined by the following elements:

Client
Company code
Personnel area
Personnel subarea

The company code is defined in Financial Accounting (FI). The balance of accounts required by law and the profit and loss statements are created at the company code level. The personnel area is unique within the client and is used exclusively in PA. Each personnel area must be assigned to a company code. The groupings that determine which settings can be used for an employee of a certain company code and personnel area are linked to the personnel subarea. The personnel subarea is used exclusively in PA.

Personnel Structure

An employee group divides employees according to their working relationship in the enterprise (active, pensioner, early retiree, and so on).

An employee subgroup is a more specific division of the employee group based on the status of an employee. For example, in the animation, salaried employees and hourly-wage earners are subgroups of the active employee group.

All the control features of the personnel structure are defined at employee subgroup level.

Perform an Organizational Reassignment

ExerciseStart Exercise

Business Example

As a result of employee transfers, you need to complete an organizational reassignment to move them into another personnel subarea.

Starting January 1 of the current year, assign the following employees to personnel subarea TP##:

Tom Johnson (personnel number: 306991##): Hourly-wage earner

Karen Anderson (personnel number: 306992##): Salaried employee

(## = your group number)

Assign the personnel subarea TP##.

Steps

Execute the Organizational Reassignment personnel action for your employees Karin Anderson and Tom Johnson, effective from January 1 of the current year. Assign the personnel subarea TP##.
1. On the SAP Easy Access screen, choose Human Resources → Personnel Management → Administration → HR Master Data → Personnel Actions.
2. Enter the following data in the respective fields:
  Field Input
  Personnel no. 306991##
  From 01.01 of the current year
3. Select the action type Organizational Reassignment.
4. Choose the Execute pushbutton.
5. The Actions infotype (0000) is displayed. Choose the Save pushbutton.
6. Choose Enter to confirm the system warning that appears. The Copy Organizational Assignment screen is displayed.
7. In the Subarea field in the Enterprise structure screen area, enter TP##.
8. Save your entries and choose Enter to confirm the system warning that appears. Return to the Personnel Actions screen by choosing the Next record pushbutton twice to skip the subsequent infotypes.
9. Repeat steps (b) to (h) to execute the Organizational Reassignment personnel action for Karen Anderson (personnel number: 306992##).
Execute the Organizational Reassignment personnel action for Karen Anderson (personnel number 306992##).
1. Enter the following data in the respective fields:
  Field Input
  Personnel no. 306992##
  From 01.01 of the current year
2. Select the action type Organizational Reassignment.
3. Choose the Execute pushbutton.
4. The Actions infotype (0000) is displayed. Choose the Save pushbutton.
5. Choose Enter to confirm the system warning that appears. The Copy Organizational Assignment screen is displayed.
6. In the Subarea field in the Enterprise structure screen area, enter TP##.
7. Save your entries and choose Enter to confirm the system warning that appears. Return to the Personnel Actions screen by choosing the Next record pushbutton twice to skip the subsequent infotypes.

Field	Input
Personnel no.	306991##
From	01.01 of the current year

Field	Input
Personnel no.	306992##
From	01.01 of the current year

Personnel Subarea: Control Indicators

The control indicators determined by the personnel subarea for Time Management are as follows:

Assignment of a public holiday calendar to a personnel subarea
Personnel subarea groupings for:
- Work schedules
- Attendance and absence types
- Substitution types and availability types
- Attendance and absence counting
- Time quotas
- Time recording

Employee Subgroups – Control Indicators

The control indicators determined by the employee subgroup for Time Management are as follows:

Employee subgroup grouping for work schedules
Employee subgroup grouping for time quotas

Employee Groupings

Similarities and differences between personnel subareas or between employee subgroups based on their Time Management aspects are represented by groupings in the system.

All the personnel subareas that are handled in the same way for one time management aspect are assigned to a grouping. For example, all personnel subareas that have the same work schedules are assigned to a grouping. If any Time Management aspect is different for a personnel subarea, the personnel subarea is assigned to a different grouping.

By grouping personnel subareas or employee subgroups, you can reduce the amount of time and effort spent on maintenance. For example, the permitted work schedules need to be stored only once for a grouping of personnel subareas or a grouping of employee subgroups. You control permissions on the basis of the groupings. For example, the only work schedules permitted for a personnel area are those of the grouping to which the personnel subarea is assigned.

Groupings are assigned at various points in Customizing for Time Management.

Note

Groupings are used not only in Time Management, but also in other SAP components, such as Personnel Administration and Payroll.

Personnel Subarea Groupings

A personnel subarea grouping for work schedules is a group of personnel subareas to which the same work schedule rules apply. This grouping allows you to control whether a work schedule is permitted within the personnel subareas.

Several groupings are required if different work schedule rules apply to different personnel subareas. For example, employees in your personnel subareas 0001 and 0002 work according to the normal, flextime, and 4-day working time models. Employees in your personnel subarea 0003 work according to the normal and rotating shift working time models. The work schedules valid for personnel subareas 0001 and 0002 are not permitted in personnel subarea grouping 0003. The work schedules valid for personnel subarea 0003 are not permitted for personnel subareas 0001 and 0002.

Work schedule rules assigned to different groupings can have the same name.

Additional Groupings

Personnel subareas can be regrouped for different Time Management aspects. Groupings are only based on one individual Time Management aspect, and remain independent of each other.

Consider the example shown in the animation. In this example, one set of work schedules is valid for personnel subareas 0001 and 0002 and another set of work schedules applies for personnel subareas 0003 and 0004. Personnel subareas 0001 and 0002 are therefore assigned to grouping 01 for work schedules, and personnel subareas 0003 and 0004 are assigned to grouping 02 for work schedules.

All attendance and absence types are permitted for the employees in all personnel subareas. Because you do not want to differentiate between individual personnel subareas for the attendance and absence types, all personnel subareas are assigned to only one grouping, 01. This grouping includes all the attendance and absence types that apply in the company.

Employee Subgroup Groupings

The same principle that applies to personnel subarea groupings for certain Time Management aspects, such as work schedules and time quotas, also applies to employee subgroup groupings.

You define employee subgroup groupings for work schedules and time quotas (absence entitlements, attendance approvals). The standard system contains the groupings 1(hourly-wage earners) and 2 (salaried employees). You assign the relevant grouping to the individual employee subgroups.

Consider the following example: The work schedules for hourly-wage earners and salaried employees differ. Certain work schedules are permitted only for salaried employees, and other work schedules are only permitted for hourly-wage earners. You, therefore, set up one grouping for salaried employees and one for hourly-wage earners.

In the standard system, time quotas, such as absence entitlements and attendance approvals, are handled in the same way for all employee subgroups. The value 1 is assigned as the grouping for time quotas to all employee subgroups.

Employee Groupings: Customizing

Customizing for Time Management contains an overview of all the groupings.

You need to generate a project for Personnel Time Management, or a project that at least contains the Time Management component. With this project, you can generate a view for the Customizing activities required for personnel subareas and a view for the steps required for employee subgroups.

Personnel Subareas – Customizing

Indicators are assigned to personnel subarea groupings to control different aspects of Time Management for the different groups.

For example, in Customizing, personnel subareas which are permitted to use the same work schedules are assigned to the same grouping. Similarly, personnel subareas which are permitted to use the same work schedule rules and work schedules are assigned to the same grouping.

In addition, personnel subareas are also grouped for different aspects of time data recording and administration (for example, substitutions and absences). These groupings are maintained in Customizing as indicated in the preceding animation. These tables provide an overview of the personnel subareas and the groupings they are assigned to.

Employee Subgroups – Customizing

Indicators are assigned to employee subgroups to control different aspects of Time Management for each employee subgroup.

For example, in Customizing, employee subgroups which are permitted to use the same time quotas are the same grouping. These groupings are maintained in Customizing as indicated in the preceding animation. These tables provide an overview of the employee subgroups and the groupings they are assigned to.

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