HCM BBP Inlogistics v02

8/13/2019 HCM BBP Inlogistics v02

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Innovative B2B Logistics Solutions Ltd

Business Blue PrintHCM

Document History:

Design Specification Title:

Module:

Business Process:

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Approval History:

Approval

Created By: Date Created:

PMO Approval By: Date Approved:

Change History:

Date Modified Modified By Transport o! Brief Description of Change






Table of Contents1. Pro#ect $ntroduction........................................................................................................................................"

2. $ntroduction to %& 'odue in ()P................................................................................................................."

*. +rgani,ationa (tructure.................................................................................................................................-

4. enera Process Detais Persona )d'inistration.......................................................................................

1.1.1Persona )ction %iring 3urrent usiness Process........................................................................................................................................

5xpanations of 6unctions and 5vents....................................................................................................................

1.1.*(oution in ()P.............................................................................................................................................10

1.1.*.1Process Diagra's ......................................................................................................................................11

1.1.*.23hanges to 5xisting +rgani,ation processes.............................................................................................111.1.*.*Description of $'prove'ents.....................................................................................................................11

1.1.4$ntegration considerations.............................................................................................................................12

1.1.7)uthori,ation &e8uire'ents.........................................................................................................................121.1."6ie 3onversion / $nterface 3onsiderations...................................................................................................12

1.23onfir'ation 12

1.2.1usiness Process...........................................................................................................................................12

1.2.2usiness &e8uire'ents.................................................................................................................................12

Description of $'prove'ents................................................................................................................................12

1.2.*(oution in ()P.............................................................................................................................................1*

1.*9ransfer 1*

1.*.1usiness Process...........................................................................................................................................1*1.*.2usiness &e8uire'ents.................................................................................................................................14

1.*.*(oution in ()P.............................................................................................................................................141.*.*.1Process Diagra's ......................................................................................................................................17

1.4Pro'otion 17

1.4.1usiness Process...........................................................................................................................................17

1.4.2usiness &e8uire'ents.................................................................................................................................17

1.4.*(oution in ()P.............................................................................................................................................17

1.4.*.1Process Diagra's ......................................................................................................................................1"

1.7(aary &evision 1"

1.7.1usiness Process...........................................................................................................................................1"1.7.2usiness &e8uire'ents.................................................................................................................................1-

1.7.*(oution in ()P.............................................................................................................................................1-

1."(eparation 1-

1.".1usiness Process...........................................................................................................................................1-

Description of $'prove'ents................................................................................................................................11.".*(oution in ()P.............................................................................................................................................1

1.-Define u'ber &anges 1

1.-.1usiness Process...........................................................................................................................................201.-.2usiness &e8uire'ents.................................................................................................................................20

1.-.*(oution in ()P.............................................................................................................................................20

7. enera Process Detais +rgani,ationa ;anage'ent...............................................................................20

enera 5xpanations............................................................................................................................................20

1.10.2Process Diagra's .......................................................................................................................................2*

1.11$ntegration considerations..............................................................................................................................24


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1.1*)uthori,ation &e8uire'ents..........................................................................................................................24

". enera Data ;aintenance Payro............................................................................................................27

1.173urrent usiness Process 271.16.&.$.3.5 <Deveop'ent &e8uire'ents=........................................................................................................2-

1.20)uthori,ation &e8uire'ents..........................................................................................................................2-

1.22)pproaches to 3overing 6unctiona Deficits/5nhance'ents........................................................................2!

Description of $'prove'ents................................................................................................................................2!

Description of 6unctiona Deficits........................................................................................................................2!

-. enera Process Detais Persona Deveop'ent........................................................................................2!

Perfor'ance ;anage'ent (yste': 2!

enera 5xpanations............................................................................................................................................2!-.1.1 6unctiona 6o> Diagra'........................................................................................................................*2

1.27.*Prere8uisites <;aster Data re8uire'ent=....................................................................................................*4

1.2!)uthori,ation &e8uire'ents..........................................................................................................................*7

1.*0Description of $'prove'ents.........................................................................................................................*7!. enera Process Detais 9raining ? 5vents..............................................................................................*"

9raining ? 5vents *"

enera 5xpanations............................................................................................................................................*"

1.*2usiness &e8uire'ents..................................................................................................................................*-

1.**.2Process Diagra's .......................................................................................................................................47

1.**.*Description of Process................................................................................................................................4"1.*4$ntegration considerations..............................................................................................................................4-

1.*76.&.$.3.5 <Deveop'ent &e8uire'ents=........................................................................................................4-

1.*")pproaches to 3overing 6unctiona Deficits/ 5nhance'ents.......................................................................4-

1.*-)uthori,ation &e8uire'ents..........................................................................................................................4-

. enera Process Detais 9i'e ;anage'ent..............................................................................................4

1.41(oution in ()P..............................................................................................................................................72

%oiday 3aendar 72enera 5xpanations............................................................................................................................................72

@orA (chedue 72

enera 5xpanations............................................................................................................................................72

5xpanations of 6unctions and 5vents..................................................................................................................72

3hanges to 5xisting +rgani,ation processes........................................................................................................7*

1.41.*Description of the Process...........................................................................................................................7*

5xpanations of 6unctions and 5vents..................................................................................................................74

1.41.4Prere8uisites................................................................................................................................................74

1.42$ntegration 3onsiderations.............................................................................................................................771.4"$'prove'ents.................................................................................................................................................77

10. enera Process Detais &ecruit'ent......................................................................................................7"

&ecruit'ent Process 7"

Description of $'prove'ents................................................................................................................................71.4(oution in ()P..............................................................................................................................................7

1.4."5xpanations of 6unctions and 5vents........................................................................................................""

1.4.-(pecia +rgani,ationa 3onsiderations.......................................................................................................""

1.4.!3hanges to 5xisting +rgani,ation processes.............................................................................................."-

1.4.Description of 6unctiona Deficits.............................................................................................................."-

1.72)uthori,ation &e8uire'ents.........................................................................................................................."-11. 9rave and 5xpense ;anage'ent..............................................................................................................."-

acAground:....................................................................................................................................................."!

1.7*3urrent usiness Process..............................................................................................................................."!






&e8uest for Do'estic 9rave ..............................................................................................................................."!

1.74(oution in ()P.............................................................................................................................................."!

11.1.1 Description of Process...........................................................................................................................-711.1.2 enera Process Detais 5'poyee (ef (ervices...............................................................................-!

5(( Process -!

enera 5xpanations:...........................................................................................................................................-!

5xpanations of 6unctions and 5vents:.................................................................................................................-!

Process:.................................................................................................................................................................-!

3hanges to 5xisting +rgani,ation processes:.......................................................................................................-

Description of $'prove'ents:..............................................................................................................................-

(oution in ()P.....................................................................................................................................................-12. enera Process Detais ;anager (ef (ervice........................................................................................!4

;(( Process !4

enera 5xpanations:...........................................................................................................................................!4

5xpanations of 6unctions and 5vents:.................................................................................................................!43hanges to 5xisting +rgani,ation processes:.......................................................................................................!7

Description of $'prove'ents:..............................................................................................................................!7

(oution in ()P.....................................................................................................................................................!7

1*. &eports ;apping.........................................................................................................................................!7

14. List of e> Deveop'ent/ 5nhance'ents.................................................................................................!"






1. Project Introduction

"nlogistics is currently in the process of implementing SAP #$P %!& as a central #$P application formanaging their 'usiness operations! Bristlecone "ndia (td! has 'een selected as the e)ternal serviceprovider for providing services to "nlogistics for this pro*ect!

The follo+ing modules of SAP #$P are 'eing implemented as part of this pro*ect:

• Sales , Distri'ution

• Materials Management

• -inance , Controlling

• Human $esources

The 'usiness 'lueprint document .this document/ captures the high level re0uirement1 and its solutioninto SAP for the Human $esources function as applica'le in the "nlogistics!

2. Introduction to HR module in SAPSAP $23 H$ module provides a very +ide and comprehensive range of functionality that meets there0uirement of most of the enterprises +orld+ide! Thus there +as a re0uirement to study the e)isting H$practices and map the same to the functionality provided 'y SAP $23 in order to evolve the Business Blueprint!

The strength of any #$P pac4age lies in its a'ility to provide meaningful information to the managementand its utility as a Decision Support System1 #)ecutive "nformation System and for M"S purposes! The

Human $esources "nformation System component of SAP provides +ith a 'road range of reportingfunctions!

The follo+ing chapters detail the scope of the implementation as +ell as the Business Processes1$eporting re0uirements and Authori5ations that need to 'e 'uilt into the system for controlling access tomaster data as +ell as reports1 the data interface re0uirements and the important points of considerationfor this implementation!

The main pro*ect o'*ectives and 'usiness drivers 'ehind decision to implement SAP are to1

• Streamline the processes related to H$!

• Standardi5e 'usiness processes and practices!

• Address the current and future 'usiness re0uirements• Capture and ma4e availa'le information needed for effective and accurate H$ strategies!

• Provide necessary technology for decision support systems!

This document is organi5ed into 67 ma*or Sections1 including this section! -ollo+ing is a 'rief descriptionof all sections:


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# Section escri!tion

1. "ntroduction Descri'es general attri'utes1 used commonly 'y all othersections

7! #nterprise Structure Defines the company structure +ith respect to Human$esources

3! Organi5ation Management Organi5ational Management is 'ased on the conceptthat each element in an organi5ation represents a stand8alone o'*ect +ith individual characteristics

9! Personnel Administration A central and constantly accessi'le administration for

personnel data! $ecruitment #na'les to define a recruitment procedure that suits the

needs of organi5ation in terms of manpo+er re0uirement

%! Personnel Development Provides the organisation effective systems tosystematically define H$ functions such as DevelopmentPlans1 Succession Plans1 Appraisals1 Profile Match8upetc!

;! Training , #vent Management Defines the organi5ed approach for planning ,implementing training programs across the organi5ation

<! Time Management Performs all human resources processes involving the

planning1 recording1 and valuation of employees= +or4performed and a'sence times

>! Payroll Determines the +ages and salaries

6&! #SS #mployee Self Service functionality

66! MSS Manager=s Self Service functionality

67! $eport Mapping Mapping of current reports of "nlogistics +ith the SAPreports .standard or custom/

63! (ist of ne+ development Provides a comprehensive list of all the ma*ordevelopment that needs to 'e carried out

". r$ani%ational Structure#nterprise structure is used to define the company structure +ith respect to Human $esources! -irstanaly5e the structures and procedures in the company1 and then match them to the SAP structures!

The 'usiness re0uirements shared 'y Core Team Mem'ers are mentioned 'elo+:8

• To capture all the physical locations +here the offices have 'een situated!


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• To group the employees in officer=s category according to type of their employment in the

enterprise! #)ample: Active1 Pensioner1 Trainee etc!

• To capture the employees according to their level in the enterprise!

The follo+ing items +ill 'e configured in SAP to address the re0uirements of the processes mentioned 'ycore team:

Com!an& Code

• A four character alpha numeric code is used to define the company!

Personnel Area

• Personnel Area: A four character alpha numeric code is used to define the geographical location!

• aming Convention:

o -irst t+o characters +ill 'e the first t+o characters of company code to +hich that particular

personnel area 'elong!o e)t t+o characters +ill 'e running serial num'ers!

Personnel Subarea

• "n "nlogistics1 personnel su' areas are defined in terms of different departments operating in the

company! Personnel su' areas are created under one particular personnel area!


o -our digit running serial num'er!

'm!lo&ee (rou!

• A category of employees are grouped in one group and are defined 'y one alphanumeric

character in SAP!


o

#mployee groups are defined 'y single alpha numeric character!'m!lo&ee Sub$rou!

• #mployees are further divided into su'groups according to similar scales 2 grades or levels!

• #mployee su'groups are defined 'y t+o alphanumeric characters in SAP!

• "n "nlogistics employees are su'divided according to their designations!

• aming convention:

o #mployee su' groups are defined 'y t+o alpha numeric characters!

Assi$nment of Personnel Area to Com!an& Code

• Personnel area is lin4ed +ith the company code 'y assigning company code to personnel areas!

)ist of Structure Items t*at +ill be confi$ured for Inlo$istics,

Groups.xls


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-. (eneral Process etails Personal Administration

1.1.1 Personal Action /0 Hirin$Hiring of ne+ employee in the organi5ation

Current Business Process

The e)isting H$ process flo+ on hiring is as under: 8

• Once the recruitment process is over and the candidate is short8listed1 Offer is made .Offer (etter

"ssued in duplicate/ to the candidate +ith detailed compensation 'rea4up1 .after o'taining C#OAPP$O?A( for the salary2grade fitment/! Once the offer is accepted 'y the candidate the same

is communicated to the concern Department Head a'out the offer of acceptance and e)pecteddate of *oining!

• After acceptance of offer1 candidate is provided +ith necessary forms! At the date of *oining1 he

has to su'mit all the forms duly completed along +ith supporting documents 2certificates tosupport 0ualification1 e)perience1 last dra+n income!

• All the reports are verified 'y the H$ Department and validated!

• Appointment (etter is generated from the H$ Department 'ased on the Master Data record!

• Appointment (etter is given to the employee +ho signs on the same on the date of *oining for

accepting the terms and conditions of employment! A signed copy is retained as proof of hisacceptance! #mployee um'er is allotted 'y the H$ Department at Corporate Dept!

• At the time of *oining induction is organi5ed for all positions across the Organi5ation!

• Personnel -ile of #mployee is created +ith details li4e manpo+er , salary fitment approval1

$esume of the Candidate1 Summary Sheet1 Offer (etter1 Completed @oining and Application-orms1 Acceptance of offer , Appointment (etter etc!

• All these activities are the responsi'ility of H$ Department!

• hen an employee +ho has left the organi5ation *oins 'ac4 the process is called as $e Hiring!

On $e8hiring he +ill 'e allotted ne+ Personnel um'er! His Old employee num'er +ill 'e usedfor reference!

• Hiring can 'e through recruitment process or direct hiring

• All the critical processes related to change in employee master data to 'e captured!

• All the relevant master data screens for an action to pop up automatically for maintenance

• "n case of Action Hire=1 the employee num'er to 'e assigned +ill 'e as per user re0uirement!

• Access to hiring to 'e limited as per user authori5ation

'!lanations of unctions and '3entsThe follo+ing section e)plains a'out the various data 'eing maintained or changed +ith the H$processes!

1.1.2 Business Re4uirements / Hirin$ / 'm!lo&ee 5 A!!licant

Hiring refers to the process of introducing an employee into the SAP system for the first time!

During this process employee +ill 'e assigned to a Personnel num'er +hich +ill act as the uni0ueidentification code throughout the entire lifecycle of an employee +ithin the organi5ation! During this


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process all the mandatory information re0uired for an employee1 e!g! ame1 Address1 and Ban4 details

etc are fed into the SAP system +hich can 'e supplemented or modified later on!

1.1." Solution in SAP

• Hiring Actions along +ith reasons +ill 'e configured in SAP! The structure of the actions and

reasons thereof has 'een changed in order to ma4e it more comprehensive1 0ualitative and moremeaningful specifically for "nlogistics purpose!

• The history of change at info type level can 'e maintained and can 'e vie+ed su'se0uently!

The follo+ing actions and reason for actions are identified in "(O"ST"CS!

• hen a person is hired he2she shall 'e assigned an employee num'er 'ased on the employee

range defined!

• The generation of personnel num'ers is e)plained in Su' Process Define num'er rangesE of this

BBP document!

• Mandatory "nfo types are maintained during the Hiring action and other applica'le info types are

maintained using transaction PA3&!

• #very ne+ #mployee undergoes "nduction program and integrating through the Training and

#vent Management Module can capture this!

The reasons for personnel action F Hiring are given 'elo+:

• #)pansion

• $eplacement

• $e Hire

• e+ Hire

• Post $etirees

Info t&!es to be maintainedThe "nfo types used for recording the relevant information are as follo+s:

S. 6o. Infot&!e Infot&!e Tet

&6 &&&& Action

&7 &&&6 Organi5ational Assignment

&3 &&&7 Personal Data

&9 &&&% Addresses

& &&&; Planned or4ing Time

&% &&&< Basic Pay

&; &&69 $ecurring Payments and Deductions

&< &&&> Ban4 Details&> &&6% Contract #lements

6& &&6> Monitoring of Tas4s

66 &&76 -amily Mem'er2Dependents

67 &&77 #ducation

63 &&73 Previous #mployers= details

69 &&96 Date Specification

6 7&&7 Attendance types






S. 6o. Infot&!e Infot&!e Tet

6% &6& Communication

6; &6< Personal "ds

-or a particular personnel num'er only one action can 'e recorded on a particular day1 under Actions "nfotype! &&&&! This action shall 'e the one +hich is associated +ith change of #mployment status of theemployee! Any additional actions that are performed shall 'e recorded in Info t&!e 7"728 AdditionalActions! Direct entry in this info type is not possi'le

1.1.".1 Process ia$rams

1.1.".2 C*an$es to 'istin$ r$ani%ation !rocesses

"n SAP1 each "nfotype record is stored +ith from and to date! So1 only those actions1 +hich are significantand necessitate change in more than one "nfotype1 +ill 'e passed through Action Transaction!

All activities related to change in employee data +ould have to 'e carried out in SAP! #!g! Change in Pay1Promotions1 and Transfers etc!

• "n case an employee data changes +ith respect to his2her Personnel Area1 Personnel Su' Area1

employee roup or #mployee Su' roup then the same must 'e communicated to H$Department! "n case these changes are not intimated to H$ Department or H$ Department does

not ma4e changes on the system then the system shall display incorrect data in all reports andthe employee headcount reports shall also 'e incorrect!

• Any change in employee details +ith respect to family details and other personal data must also

'e updated in the system to ena'le the system to display updated information in all reports!

• o change in salary of the employee +ill happen unless an action1 +hich resulted in change in

pay1 is maintained in SAP along +ith all revised data!

1.1."." escri!tion of Im!ro3ements



Updating the Personnel No.

after it is being allotted

manually (If required)

Dataflow from Recruitment

odule to P! odule (If

required)

Rele"ant data (#R $

Payroll) is updated in the

employee master from the

selected %oining date




• Gsage of actions ensures that all re0uired information a'out the employee is maintained

• All information regarding the employee shall 'e immediately availa'le online across the various

locations2divisions!

• #mployee History shall 'e maintained in the system along +ith important events such as transfers1

changes in pay1 'eing highlighted

1.1.- Inte$ration considerations

PA +ill 'e directly lin4ed +ith OM module for lin4ing the employee +ith respective position1 *o' andorgani5ational unit!

1.1.9 Aut*ori%ation Re4uirements

Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is'een prepared 'y "(O"ST"CS core team!

1.1.: ile Con3ersion 5 Interface Considerations

Master data file +ill 'e uploaded during the reali5ation phase!

1.2 Confirmation

Confirmation process is initiated +hen an employee successfully completes the pro'ation period!

1.2.1 Business Process

Confirmation process is initiated +hen an employee is due for confirmation after the pro'ationary period!A report is generated for the confirmation due list one or t+o months in advance! Appraisal 2 #valuationare done 'y the respective superiors and a decision is ta4en +hether to e)tend the pro'ation period or toconfirm the employee! #)tension of the pro'ation period is discussed as a separate process! There may'e a change in #mployee=s designation1 Salary1 (ocation etc!

1.2.2 Business Re4uirements

• Appraisal report forms sent to the superiors2HODs!

• The recommendation +ould 'e either for:

•

Confirmation of services• #)tension of pro'ation period

• On confirmation1 he +ill 'e confirmed on the same grade! There are chances of giving increment

or promotion on confirmation!

• Confirmation and transfer can ta4e place on the same day itself!

escri!tion of Im!ro3ements

• Gsage of actions ensures that all master data records are maintained for each employee






• All information regarding the employee +ill 'e immediately availa'le online across the various

locations2divisions!

• There +ill 'e standardi5ation of processes across locations2divisions!

• #mployee history shall 'e maintained in the system!


This action shall have selected info types that are necessary to complete the confirmation process!

The "nfotypes used for recording the relevant information as follo+s:

S. 6o. Infot&!e Infot&!e Tet Subt&!e

&6 &&&& Actions



&9 &&&< Basic Pay

& &&69 $ecurring Payments and Deductions

&% &&6% Contract #lements (imited Contract

&; &&6% Contract #lements Gnlimited Contract

The possi'le reasons for the personnel action 8 Confirmation are given 'elo+:6! Successful completion of pro'ation7! Successful completion of Training

• Tas4 for the reminder of the Confirmation date +ill 'e maintained in the "nfotype &&6> F

Monitoring of Tas4sE so that monthly reports can 'e generated and employees due forconfirmation can 'e trac4ed!

• (ist of employees due for confirmation +ill 'e generated 'y H$ 'y maintaining info type

&&6>.Monitoring of Tas4/!

• On Dissatisfactory performance pro'ation may 'e e)tended and is dealt +ith under #)tension of

Pro'ationE BBP!

• On successful completion of pro'ation if employees are promoted or transferred then these

processes +ill 'e handled 'y different action and the same is descri'ed in BBP documents ofPromotion and Transfer Actions respectively!

1." Transfer

Transfer action is initiated 'ased on Transfer process and Transfer policies!

1.".1 Business Process

Transfer process is agreed 'y the management or the Transfer is invo4ed 'y the management! Theprocess has to get proper approval from HOD of current .+here an employee currently located/ and HODof proposed .+here an employee +ill 'e relocated/!

Currently transfer can happen from one department to another department or one terminal to anotherterminal!


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1.".2 Business Re4uirements

• Currently1 +hen the employee is transferred to the ne+ location1 the date of reporting is

considered as date of transfer!

• On transfer1 leaving date from the old location to the ne+ location is also maintained!

• All transfer orders are generated from the corporate office!

• After the transfer order1 the date of relieving and date of reporting are trac4ed! A consolidated

report is generated on monthly 'asis!

• Transfer can 'e given either +ith promotion or +ithout promotion +hich may affect change in pay

as +ell!

• Transfer8cum8Promotion +ill 'e effective from the date of reporting!

1."." Solution in SAP

• Maintaining of enterprise structure and personnel structure in organi5ation assignmentE

"nfotype!

• The change in pay scale structure +ill 'e maintained in the system!

• ecessary changes in Organi5ational structure li4e change in position1 tas4 and reporting

structure +ill 'e ta4en care of 'y maintaining Org Management!

• H$ sends a letter to Administration to ta4e charge of his company provided amenities1 and it +ill

'e handled outside the SAP system!

• #mployee=s Personnel data +ill 'e updated +ith the corresponding details li4e (ocation1 Position1

$eporting1 etc! as of the Transfer date!

• The Personnel Action Transfer +ill help in storing the employee8related details into the system ina se0uential order +ith the help of various "nfotypes used 'y the SAP $23 system to do so!

The "nfo types used for recording the relevant information are as follo+s:

6o. Infot&!e Infot&!e Tet

&6 &&&& Actions


&3 &&&% Addresses


&% &&&< Basic Pay

&; &&&> Ban4 Details

Transfer means initiating the process of assigning a different position 2 location to an employee in any ofthe follo+ing cases:

• Change in Org Gnit

• Change in Personnel Area 2 Personnel Su' area

• Change in Pay roll area

• Change in +or4 schedule

• Change in $eporting relationship

• Change in grades1 pay structure

• Change in Address






1.".".1 Process ia$rams

1.- Promotion

Promotion process is initiated +hen an employee 0ualify to move to ne)t level on the 'asis of hisperformance!

1.-.1 Business Process

Promotion is an outcome from Performance Appraisal and Mid Term appraisal or may 'e 'ased on theorgani5ation re0uirements! Based on the appraisal result the HOD ma4es the recommendation for eligi'leemployees! The recommendation is duly approved 'y respective HOD 2H$ Head2C#O! Based on theapproval1 H$ department prepares letter +hich includes one or all the information as given 'elo+: 8

6! Change in Designation17! Change in Duty and $esponsi'ility13! Change in Department2functions19! Change in Salary rade1 accompanied 'y change in duty and responsi'ility as applica'le!

A letter to the same effect as mentioned a'ove is given to the concerned employee! The same is updatedin current system!

1.-.2 Business Re4uirements

Based on the HOD=s re0uest and su'se0uent approvals promotions are e)ecuted!

1.-." Solution in SAP

Promotion action is initiated +hen any change occurs due to Performance Appraisal and 2 or Mid TermAppraisal and 2or Organi5ational re0uirement! -or an employee1 changes may happen in his Position1#mployee Su' roup1 Organi5ational Structure and pay structure!

Performance Appraisal values can 'e ta4en care of 'y Personnel Development module!

The Personnel Action Promotion +ill help in storing the employee8related details into the system in ase0uential order +ith the help of various "nfotypes used 'y the SAP system!



Update

&ime'P!

information in

!P

arry out the transfer'

assignment'

reassignment' re*

designation action in !P

Recei"e

!ppro"al

from the

!ppropriate

!uthority

+or location

change, -rg.

assignments data

will be updated.




The possi'le reasons for the personnel action 8 Promotion are given 'elo+:

6! Performance7! Organi5ational $e0uirement3! Promotion9! Transfer! Professional ualification%! "nternal Movement

The "nfo types used for recording the relevant information are as follo+s:


&6 &&&& Actions


&3 &&&< Basic Pay

&9 &&69 $ecurring Payments and Deduction& &&6 Additional Payments

Promotion (etter to 'e generated through SAP System and +ill 'e given to the employee through HOD!

1.-.".1 Process ia$rams

1.9 Salar& Re3ision

Salary $evision process is initiated 'ased on change in the #mployee=s Salary!

1.9.1 Business Process

The need for a salary revision +ill emerge from the outcome of Performance Appraisal or Organi5ational$e0uirement! The revision +ill 'e 'ased on the Budget approved 'y the management and then follo+ed'y the recommendations of the HOD! Based on this1 H$ prepares letter pertaining to revision in Salaryand distri'ute the same to the concerned employees!


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!ppro"al from appropriate

authority is recei"ed(Non*

!P)

Promotion action is

carried out in !P

Payroll information is

updated in !P

ail is sent to

employee. (Non*!P)




1.9.2 Business Re4uirements

• System to update #mployee Master Data +hen there is a change in Salary Structure

• To reflect changes in all fields pertaining to earning!


Salary "ncrement action is initiated +hen any changes occur due to Performance Appraisal or Mid TermAppraisal or Organi5ational $e0uirement!

Personnel Action Salary "ncrement is e)ecuted to record the changes! These changes are recorded ininfo type &&&< Basic Pay1 info type &&6 Additional Payments and info type &&69 $ecurring Payment 2Deductions!

The Personnel Action Salar& Increment +ill help in storing the employee8related details into the systemin a se0uential order +ith the help of various "nfo types used 'y the SAP system to do so!

The possi'le reasons for the personnel action 8 Salary $evision are given 'elo+:6! Salary $evision along +ith Promotion7! Salary $evision3! Organi5ational $e0uirement

Info t&!es to be maintainedThe "nfo types used for recording the relevant information are as follo+s:

6o. Infot&!e Infot&!e Tet Subt&!e

&6 &&&& Action


&3 &&&< Basic Pay

&9 &&69 $ecurring Payments 2 Deductions

& &&6 Additional Payments

Salary "ncrement (etter to 'e generated through SAP system and +ill 'e given to the employee throughHOD!

1.: Se!aration

Separation process is initiated +hen an employee leaves or is terminated from the services of theorgani5ation!

1.:.1 Business Process

Separation process is initiated +hen an employee leaves the services of "nlogistics under follo+ingconditions:

1.:.2 Business Re4uirements

Resi$nation#mployee decides to leave the services of the organi5ation and su'mits resignation!


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Any dues to that employee +ill 'e 4ept in a'eyance! o monthly salary +ill 'e paid to that employee!

escri!tion of Im!ro3ements

All Separated employee details li4e date of separation1 reason for separation +ill 'e availa'le online

1.:." Solution in SAP

Separation process is initiated +hen an employee leaves the services of the organi5ation!

This Personnel Action shall 'e e)ecuted to register the separated status of the employee in the system1 +hich +ill mean that the employee is no longer on the rolls of the organi5ation! Most of the #mployee=s"nfotypes are delimited in this process!

The Personnel Action Se!aration +ill help in storing the employee8related details into the system in ase0uential order +ith the help of various "nfotypes used 'y the SAP $23 system to do so!The reasons for Personnel Action FSeparation are given 'elo+:

K Ceasing of ApprenticeshipK Pro'ation TerminationK $esignationK TerminationK $etirementK ?oluntary $etirement ServiceK DeceasedK DismissalK Discharge +ith noticeK A'andonmentK Permanent 2 Partial disa'lement

Infot&!es to be maintainedThe "nfotypes used for recording the relevant information are as follo+s:


&6 &&&& Action



&9 &&&% Addresses


&% &&69 $ecurring Payment and Deduction

&; 7&&% A'sence uota

All the "nfotypes listed a'ove other than "nfotype &&&6 FOrgani5ational Assignment=1 "T &&&7 F PersonalData=1 "T &&&< F Basic Pay= +ill 'e delimited! "n "nfotype &&&6 a record is created for the post8separationperiod +ith Position as the Default Position1 so that the employee ceases to 'e sho+n in Organi5ationChart after his separation!

1.< efine 6umber Ran$es

Personnel num'er creation






1.<.1 Business Process

This process deals +ith allotting a personnel num'er to an employee! "t includes instances +herepersonnel num'er may change and instances +here it doesn=t!

1.<.2 Business Re4uirements

The ne+ employee num'ers +ill ta4e place in lieu of old employee num'ers after the o8live date

1.<." Solution in SAP

This process deals +ith generation of a personnel num'er in SAP! "t defines the internal num'er rangesused 'y the system!

K The Personnel um'er in SAP shall 'e a serial num'er internally generated 'y SAP!K The Personnel um'er +ill 'e < digit num'er as per SAP standard!K Personnel um'er +ill 'e generated internally during hiring action!K um'ering of the e)isting employees of all categories +ill 'e on the 'asis of date of *oining!K The follo+ing series shall 'e maintained

Ran$e Cate$or&

77777771/1======= All $egular #mployees

9. (eneral Process etails r$ani%ationalMana$ement

SAP Organi5ation Management is an important integral part of SAP H$ application! "n line +ith SAP $23Business frame+or41 SAP H$ organi5ation is 'ased on the 'usiness o'*ects i!e! Organi5ationalManagement is 'ased on the concept that each element in the organi5ation represents a stand8aloneo'*ect +ith individual characteristics! -or e)ample1 an employee is considered as an o'*ect in SAP andnamed as person! Department2Business unit1 +hich performs certain function1 is treated as an o'*ect1

+hich is called as organi5ation unit in SAP! These o'*ects are created and maintained separately andthen lin4ed together through relationships1 to form a fle)i'le human resource net+or4!

(eneral '!lanations

Currently the H$ department maintains the organi5ation units and the reporting structure using thefollo+ing:

K DepartmentsK DesignationsK radeK CategoryK #mployees






1.> Current Business ProcessBased on the re0uirement for ne+ positions1 the HOD of the particular department discusses the same

+ith the -unctional head and gets approval from -H and for+arded to Head H$! The ne+ positions are to'e approved 'y the B Head 2 CMD 2MD! Once it is approved1 the same is created in the organi5ationstructure!

1.= Business Re4uirements

Current re0uirement and e)pectation from "(O"ST"CS side for OM processes are as follo+s:

• To reflect the functional structures of the organi5ation!

• To reflect the reporting structures of the organi5ation!

• To get a glance of the entire organi5ation structure +ith all the positions and persons

• "dentification of @o's on system for each employee 2 position!

• (ist of position drop do+n is re0uired 'ased on the organi5ation units

• -or ne+ position 2 organi5ation unit on line re0uest and approval process is re0uired

• Manpo+er status reports is re0uired 'ased on location1 organi5ation unit

• Dual 2 dotted .functional 2 administrative/ line reporting relationships to 'e maintained

• Management of ne+ positions1

• Monitoring and managing unoccupied positions

• On8line creation 2change of positions2@o'2Tas4 su'*ect to authori5ation

1.17 Solution in SAP

Organi5ational Management is 'ased on an O'*ect8Oriented Design: in line +ith SAP $23 Business-rame+or41 it is 'ased on Business O'*ects1 vi5! Organi5ational Gnits1 Positions1 @o's1 Tas4s andPersons1 +hich can 'e used to create an Organi5ational Plan!! These O'*ects are created and maintainedseparately and then lin4ed together through relationships1 to form a fle)i'le organi5ational net+or4 thatmirrors the Organi5ational Structure!

An Organi5ational Plan forms the foundation for Organi5ational Management and depicts the organi5ationand reporting structures 'et+een the Positions in an enterprise! Once prepared and maintained1 it +illprovide a comprehensive and dynamic model of the Structural and Human $esource environment in theorgani5ation!

An Organi5ational Plan is created using the follo+ing O'*ects:

• Organi5ational Gnits .O/

• Tas4s .T/

• @o's .C/

• Positions .S/

• Persons .P/

"n Organi5ational Management Module1 "nlogistics +ill map its Organi5ation Structure in terms of theO'*ects mentioned a'ove! "nlogistics +ill create and maintain the relationships 'et+een the same1 +ithreference to $elationship Dates!

r$ani%ation ;nits






Organi5ational Gnits form the 'asis of an Organi5ational Plan and descri'e the various functional units

+ithin an enterprise1 vi5!1 -inance or H$ department! By depicting the Organi5ational Gnits and thehierarchical relationships 'et+een them1 you model the organi5ational structure of your enterprise!According to ho+ +or4 is divided up +ithin an enterprise1 this could 'e a department1 group or pro*ectteam1 for e)ample! The highest Organi5ational Gnit in an organi5ational structure is called the $ootOrgani5ational Gnit! #)amples of organi5ation units at the "nlogistics areI

• C#O=s Office

• Business Development , Mar4eting

• -inance

• "nformation Technology

• Human $esources

Tas?s

Tas4s are individual duties and responsi'ilities that are underta4en 'y employees! Tas4s can 'e definedas su'8units of @o's for an employee in the organi5ation! Tas4s can 'e assigned to @o's and Positions!Conducting "ntervie+s1 Organi5ing Training programs1 etc! are e)amples of a Tas4! #)amples of Tas4sat the "nlogistics are Strategic Planning1 Technology Solutions etc!

@obs"n SAP1 *o's classify similar roles in an enterprise .#)ecutive Assistant1 for e)ample/1 +hich are defined'y the assignment of Tas4s! @o's serve as .*o'/ descriptions that apply to several Positions +ith similarTas4s! hen creating a ne+ Position .#)ecutive Assistant to Director Moderni5ation1 for e)ample/1 youcan relate it to a @o' that already e)ists .#)ecutive Assistant1 for e)ample/! The Position thenautomatically inherits all the Tas4s and characteristics of the *o'!

PositionA Position represents a role that can 'e occupied 'y a Person .employee/ in the staff assignments orplacement of an Organi5ational Gnit! Gnli4e @o's1 Positions are not merely a'stractions or descriptions1and are held 'y employees in the organi5ation! Positions are assigned to Organi5ational Gnits! Some ofthe Positions at "nlogistics +ould 'e: 8

• C#O1

• H$ Head1

• -inance Head

Relations*i! bet+een bjects,The follo+ing o'*ects shall relate to each other 'y SAP Standard $elationships:

bject Relations*i! Related bjectOrgani5ational Gnit .O/ Belongs to Organi5ational Gnit .O/

Organi5ational Gnit .O/ "ncorporates Position .S/@o' .C/ Descri'es Position .S/

Position .S/ "s Descri'ed By Specific Tas4s .Ts/

Tas4 .eneric/ .T/ Descri'es Position .S/ , @o' .C/

Person .P/ "s Assigned To Position .S/

Creation of e)isting Organi5ational Gnits +ill 'e deemed to 'e same as date of creation of Cost Center in-"2CO!






1.17.1 Pur!ose

• Based on the re0uirement1 all ne+ departments2sections are to 'e approved 'y the B Head 2

CMD2MD! The communication +ill 'e intimated to all 'y H$ Department!

• To maintain Dual 2 dotted line .functional 2 administrative/ reporting relationships!

• To maintain $oles for each position!

• To assign Cost centers on Org! Gnit 'ase only!

• To generate Manpo+er status report 'ased on grade 2 location2 org! unit +ise 'y HO on monthly

'asis!

1.17.2 Process ia$rams

PCS Relations*i!

• O Organi5ational Gnit

K L Cost centreK C @o's

K S PositionsK P Person!

1.17." escri!tion of Process

• Creation of o'*ects .i!e! Gnit 2 position 2 *o' etc/ +ill 'e centrali5ed!

• Detailed @o' Description shall 'e the 'asis for definition of Tas4s! These need to 'e created!



P

-




• hile creating ne+ @o's2 Positions1 care has to 'e ta4en to ensure that these are role8'ased and

not designation8'ased1 and that the process outlined is follo+ed! Proper Manpo+er Planning +illhave to 'e made +hile depicting the role8'ased organi5ation

1.17.- Prere4uisites one

1.17.9 Standard Re!orts in SAP

escri!tion Transaction Code

@o' "nde) SAH$%6&6%9><

Periods hen Positions Are Gnoccupied per Organi5ationalGnit

SAH$%6&6<<%>

#)isting Positions SAH$%6&6%&7

?acant Positions SAH$%6&6%&>

Staff -unctions for Organi5ational Gnits SAH$%6&6%9>7

1.11 Inte$ration considerationsOM +ill 'e directly lin4ed +ith PA module for lin4ing the employee +ith respective position1 *o' andorgani5ational unit!

1.12 .R.I.C.' e3elo!ment Re4uirementsone

Description of "mprovements

• Organi5ation structure can 'e vie+ed as on any specific date!

• Chief Position .Head of the Organi5ational Gnit/ can 'e assigned

• $eports can 'e seen at different levels of the Organi5ational Gnit .even at the smallest

Organi5ational Gnit level/ N

• Positions can 'e mar4ed as Occupied2 ?acant .Or Gnoccupied/ 2 O'solete in Organi5ational

Management!

1.1" Aut*ori%ation Re4uirementsSpecific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is

'een prepared 'y "nlogistics core team!

1.1- (a! Anal&sisone






:. (eneral ata Maintenance Pa&roll1.19 Current Business Process

Com!onent +ise business !rocess

Salar& Com!onents,

Maintenance of Salary components

Put or4ing Days 2 8offs 2 (P 2 A'sent 2 (eave 2 of the employees

eductions,

P- deduction data maintenance

Cafeteria Deduction as per company rule

(oan deduction as per company rule

Telephone e)cess usage as per company rules

Advance deduction as per company rule

Other deduction as per company rule

Additional Pa&ments,

Miscellaneous payments as per company rule

1.1: Business Re4uirements

The 'usiness re0uirement shared 'y Core Team Mem'ers is mentioned 'elo+:8K Data maintenance for Salary componentsK Data maintenance for Additional paymentsK Data maintenance for Deductions

1.1< Solution in SAP

Current Business Process Solution in SAP

Salar& Com!onents,

Maintenance of Salary components This +ill 'e maintained in +age type for CTC1Basic and P(" H$ user +ill maintain these +agetype in info type &&&< F Basic PayE

Put or4ing Days 2 8offs 2 (P 2 A'sent 2 (eave 2of the employees

This data +ill 'e maintained 'y H$ user in infotype 7&&6 F A'sencesE for respective a'sencetypes

eductions,

P- deduction data maintenance This +ill 'e maintained in +age type for P-1 H$user +ill maintain this P- +age type in info type&&69 F $ecurring deductionsE

Cafeteria Deduction as per company rule This +ill 'e maintained in +age type for cafeteriadeduction1 H$ user +ill maintain this deduction

+age type in info type &&69 F $ecurringdeductionsE

(oan deduction as per company rule This +ill 'e maintained in +age type for loandeduction1 H$ user +ill maintain loan type in info






Current Business Process Solution in SAP

type &&69 F $ecurring deductionsE!

Telephone e)cess usage as per company rules This +ill 'e maintained in +age type forTelephone e)cess usage deduction1 H$ user +illmaintain Telephone e)cess usage type in infotype &&69 F $ecurring deductionsE!

Advance deduction as per company rule This +ill 'e maintained in +age type for Advancededuction1 H$ user +ill maintain loan type in infotype &&69 F $ecurring deductionsE!

Other deduction as per company rule This +ill 'e maintained in +age t ype for Otherdeduction1 H$ user +ill maintain loan type in infotype &&69 F $ecurring deductionsE!

Additional Pa&ments,

Miscellaneous payments as per company rule This +ill 'e maintained in +age type forMiscellaneous Payments1 H$ user +ill maintainloan type in info type &&6 F AdditionalPaymentsE!

1.1<.1 Pur!ose

• To maintain the different components of salary in the system!

• To maintain the different components of deductions in the system!

• To maintain additional payments in the system!

• To generate period +ise components maintained report 'ased on grade 2 location2 org! unit +ise!

1.1<.2 Process flo+ c*art

one

1.1<." escri!tion of !rocess

age elements1 statutory deductions1 and voluntary deductions are all 'ased on the individual paymentsand deductions that are maintained for an employee during a payroll period! The payments anddeductions are stored as +age types!

• Maintenance of salary +age type amount in infotype &&&< employee +ise .Personnel no!/ in the

specific period!

• Maintenance of deduction +age type amount in infotype &&69 employee +ise .Personnel no!/ in

the specific period!• Maintenance of additional payment +age type amount in infotype &&6 employee +ise

.Personnel no!/ in the specific period!

Payroll "nfotypes +here data shall 'e collected are listed 'elo+ along +ith the upload strategy

S. 6o Infot&!e Infot&!e 6ame ;!load Mec*anism

6 &&&< Basic Pay BDC2 (SM






7 &&&> Ban4 Transfers BDC2 (SM

3 &&69 $ecurring Payments and Deductions BDC2 (SM

9 &&6 Additional Payments BDC2 (SM

• eneration of customi5ed report through Ad8Hoc 0uery!

Through BDC .Batch Data Collection Processing/ or through (SM .(egacy System Migration or4Bench/ data shall 'e loaded in to the system!

1.1<.- Prere4uisites

one

1.1<.9 Standard Re!orts in SAP


age Type $eporter PC&&M>>CT$

Ad8Hoc uery Tool SPH&9<&&&67

1.1> Inte$ration Considerations

Module escri!tion

Personnel Administration Master data of the employee and the actions related to processes

1.1= .R.I.C.' e3elo!ment Re4uirements

one

1.27 Aut*ori%ation Re4uirements

Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is'een prepared 'y "nlogistics core team!

1.21 (a! Anal&sis

one








K Personal e3elo!ment Plano Details of the course contents should 'e availa'le to the employee to ena'le correct selection

of the courseo Availa'ility of overall compliance on training

o Data of Training History , officers to 'e availa'le +ith the decision ma4ers!

• PART I, A(R'' 'D R'S;)TS AR'A To Be iscussed

o #)isting Process 8 At start of appraisal cycle1 'oth appraise and part appraiser2appraiser

+ill finali5e the L$A=s and these L$A=s are revie+ed and monitored at end of each 9months for sales1 mar4eting and operations employee group and half yearly for theSupport Team li4e H$1 "T etc employee group! The rating for each L$A=s are noted do+nfor appraises1 part appraiser and appraiser!

• PART II, PT'6TIA) APPRAISA) To Be iscussed

o #)isting Process 8 At end of appraisal cycle H$ personnel +ill update the competency

status for 'oth 'ehavioral and technical competency!

1.2- Business Re4uirements

Performance management system is 'ased on a multi stage appraisal 'ased on O'*ective setting andevaluation! This appraisal +ould have the instruction steps visi'le to the appraisers and appraise forfacilitating the process

The PMS process +ould start +ith a mail to 'e sent to H$D.manual/ 2 PMS administrator for starting ,preparing PMS process on 6st March through the PMS +or4flo+!

'li$ibilit& for a!!raisal

The first increment +ould 'e effective e)actly after one year of his2her completion of service .inclusive ofpro'ation period/! -or this purpose1 effective date for any person *oining on or 'efore 6 th day of a month

+ill 'e 6st day of the month! Persons *oining on 6% th day or later +ill have 6st day of the follo+ing month asthe effective date!

1.29 Solution in SAP

ualifications +ould 'e stored in a structure in ualification Catalog! This +ould include the follo+ing:

• Behavioral Competency

• Technical Competency

Eualification,






• "n SAP1 Competencies .ualification/ 2 *o' s4ill sets availa'le for each position2*o' meansE

ualification catalogE! "f availa'le1 "nlogistics +ill 'e a'le to map the entire list of ualifications'eing used in the organi5ation!

• ?arious 0ualifications +ill 'e grouped under 0ualification groups so that the 0ualifications can 'e

accessed easily in the 0ualification catalogue

• ualification catalogue +ill 'e interfaced +ith the follo+ing modules

o Organi5ation Management

o Training , #vent Management

• The follo+ing o'*ects +ill 'e used for maintaining the ualification Catalogue:

o ualification roup

o ualification

• The user may create multiple 0ualification groups +ithin a 0ualification group! This helps the user

in segregating the 0ualifications1 rather than cluttering them together!

• ualifications +ill 'e standardi5ed as far as possi'le to 'e incorporated in the 0ualificationCatalogue! This is to ena'le the users to compare employee=s 0ualifications among various'usiness units!

• The system +ill provide the provision to create the 0ualification re0uirement profile for *o's as +ell

as positions!

• Any 0ualification re0uirement profile attached to the *o' +ill 'e inherited 'y the position lin4ed to

this *o'!

• The provision for identifying ualification $e0uirement profile can 'e implemented only if the

Standard ualifications are identified across 'usinesses! As the *o' list is common among'usinesses1 the standardi5ed common 0ualifications can only 'e attached to @o's!

• The system allo+s performing the profiles match8up 'et+een a set of persons and positions2*o's

resulting into display of 0ualification deficit or additional 0ualifications!

• "n case of 0ualification deficit for an employee1 the employee can 'e 'oo4ed 2 pre 'oo4ed for the

Business #vent .training course/ that imparts the 0ualification!

• The user can update the employee=s 0ualifications on completion of a Business #vent .Training

course/ so that the 0ualification imparted 'y the Business #vent can 'e updated to the employee=s0ualification profile!

• The 0ualification catalogue on the +hole +ill loo4 something li4e as given 'elo+ ualification

catalogue:

ualification Catalogue

ualification roup

Su' ualification roup e!g! Management

ualification e!g! (eadership

ualification e!g! Cooperation Su' ualification roup e!g! (anguages

ualification e!g! -rench

ualification e!g! Deutsche

ualification group

Su' ualification roup

ualification


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ualification Su' ualification roup

ualifications And so on

Profile Matc*/;!,

• Profile Match8Gp is used to compare an employee2applicant 0ualifications +ith the re0uirements

of the position to see ho+ suited the employee2applicant to that position!

• Profile Match8Gp can 'e performed for several o'*ects!

Profile Match8Gp provides option to:

• -ind out ho+ suita'le one or more persons for a position!

• "dentify persons +ho are over80ualified or under80ualified!

•

"dentify suita'le applicants for a vacancy!• "dentify appropriate training options for persons!

• Chec4 the current level of 0ualification in an organi5ational unit!

• Chec4 the need for training in an organi5ational unit!

Profile Match8Gp compares the 0ualifications and re0uirements of o'*ects .employees1 applicants/ +ith *o's2positions! The re0uired and e)isting proficiency of each 0ualification is also ta4en into account! Thefollo+ing options are availa'le for selecting the o'*ects to 'e included in a profile match up

• The o'*ects to 'e included in the match up are specified individually!

• The profile matchup is e)ecuted directly from the profile of a person2position for the position!

• The profile matchup is e)ecuted for all persons in an organi5ational unit and the positions they

currently hold!

The follo+ing selection options are availa'le:• $estrict the selection to 0ualification deficits .in other +ords1 the proficiency of the ualification

held is lo+er than the proficiency re0uired/!

• Determination of training proposals for 0ualification deficits!

• Ley date for the evaluation!

The results of the profile match up can vie+ as graphics and ta'les!

Performance Mana$ement S&stemSe0uential organi5ation of functions and activities is descri'ed as process! The process adherencerespective to this module is e)plained in the follo+ing!This is a multi stage appraisal 'ased on O'*ective setting and evaluation! The process flo+ for the AnnualPerformance #valuation is given in the follo+ing figure

This appraisal +ould have the instruction steps visi'le to the appraisers and appraise for facilitating theprocess

• PART I, A(R'' 'D R'S;)TS AR'A To Be iscussed

o #)isting Process 8 At start of appraisal cycle1 'oth appraise and part appraiser2appraiser

+ill finali5e the L$A=s and these L$A=s are revie+ed and monitored at end of each 9months for sales1 mar4eting and operations employee group and half yearly for the






Support Team li4e H$1 "T etc employee group! The rating for each L$A=s are noted do+n

for appraises1 part appraiser and appraiser!o SAP Process 8 This in SAP +ill 'e e0uivalent to updating the appraisal form 'y

appraise1 part appraiser and appraiser at the end of each 9 months or half year 'ased ontheir employee groups! Her in SAP only the scale for rating +ill 'e populated1 the criteriafor deriving on a particular rating +ill not 'e considered in SAP!

• PART II, PT'6TIA) APPRAISA) To Be iscussed

o #)isting Process 8 At end of appraisal cycle H$ personnel +ill update the competency

status for 'oth 'ehavioral and technical competency!o SAP Process 8 This in SAP +ill 'e e0uivalent to updation of competency rating 'ased

on the data stored for concerned employees in his2her master data!

1.29.1 Pur!ose

Si$nificance of RA Ratin$s, To Be iscussed

Performance lin4ed "ncentive .P("/ is derived 'ased on these O'*ectives pre8set!P(" is computed at a defined fre0uency for various teams .t+ice 2 thrice in a year/

-inally1 H$ +ill print revision letters and promotion letters for distri'ution!

The scope of PD +ould include the follo+ing processes:• PMS 8 Annual Performance #valuation +ith uarterly and Half yearly Appraisal

• PDP 8 Personal Development Plan process including s4ill assessment

• Career , Succession Planning process

<.1.1 unctional lo+ ia$ram

• -or Support team L$A appraisal +ill ta4e place t+o times in a year!

• -or Sales1 Mar4eting and Operations group employees L$A appraisal +ill ta4e place 3 times in a

year!

Diagrammatic representation of the L$A appraisal process for Support team is descri'ed 'elo+:






$evie+er is going to revie+ the final stage of appraisal!


1/20/2014 1/20/2014 Draft for discussion purposes ony Page ** of !"

$dentificationof B&) ?

9argets


9argets

Self

Performance contracting

Discussion ?approva of B&)

? 9argets


? 9argets

PartAppraiser/Appraiser

3hange proposa by

appraise<if any=

3hange

proposa by

appraise<if any=

B&) addition/

deetion/'odification

B&) addition/deetion/

'odification

Half Year Review

(ef

evauation

(ef

evauation

Self

(uperior

evauation

(uperior

evauation

Appraiser

End year review & feedback

3o'piationof overa

score by %&D

3o'piation

of overa

score by %&D

HRD

3o''unicationC3ounseing ?

6eedbacA

3o''unicationC

3ounseing ?

6eedbacA

HRD

AppraiserSelf

)ppraiser

5vauation

)ppraiser

5vauation&evie>er

5vauation

&evie>er

5vauation

Performance contracting


9argets


9argets


? 9argets


? 9argets

Self Part Appraiser/Appraiser




1.29.2 escri!tion of Process

Acti3it& C*art for a!!raisal,/ To Be iscussed

Acti3it& Startin$ate

Closin$ ate

1. Setting of L$As *ointly 'y Appraisee , his2her immediateSupervisor!

7&th March 3&th March

2. #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ for the-irst uarter ending 3&th @une!

6st @uly ;th @uly

". #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ forSecond uarter ending 3&th Septem'er!

6st Oct! ;th Oct

-. #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/ forThird uarter ending 36st Decem'er!

6st @an ;th @an

9. a/ #valuation of L$As .'y Appraisee1 Appraiser and $evie+er/for last 0uarter ending 36st March!

'/ #valuation on complete Performance Appraisal -orm!

66th March 36st March

:. Compilation of overall scores 'y H$D 6st April ;th April

<. Communication1 Counseling , -eed'ac4 7&th April 3&th April

1.29." Prere4uisites Master ata re4uirement

1.29.- Standard Re!orts in SAP


Profile Matchup P#PM

Appraisals APPS#A$CH

Careers SAH$%6&679

Succession Overvie+ SPH>9%&&&&6;

ualifications Overvie+ SPH>9%&&&&6%

1.2: Inte$ration Considerations

Module escri!tion

Personnel Administration Master data of the employee

Organi5ational Management $elationship 'et+een Appraisee1 Part Appraiser and Appraiser

1.2< .R.I.C.' e3elo!ment Re4uirements






S. 6o bject bject T&!e

6 Custom logic for uploading the discipline data in appraisal form BAD"

7 Custom logic for handling appraisal form in different 0uarter BAD"

3 Performance appraisal form as per "nlogistics format e+ form of appraisal

1.2> Aut*ori%ation Re4uirementsSpecific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is'een prepared 'y "(O"ST"CS core team!

1.2= (a! Anal&sisone

1."7 escri!tion of Im!ro3ements

The changes due to reengineering of PMS process leads and the related improvements are identified ande)plained!

1."7.1 Eualitati3e Im!ro3ements

The 0ualitative improvements in the PMS process are:

•Appraisal of an employee1 put part appraiser=s and final appraiser=s name +hile creating theappraisal document

• Method availa'le for the employees to communicate career aspiration 'y selecting one or more

*o' cluster as a preference for rotation

• uarterly1 half yearly or annual revie+ F only superior +ill have the authority of modifying or

deleting a L$A

• Provision availa'le for superior to recommend *o' rotation 2 *o' potential 'y selecting one or more

that one *o's from catalog cluster

• -ield H$ can generate status report of different stages i!e! 0uarterly revie+1 half yearly , endyear evaluation

1."7.2 Euantitati3e Im!ro3ements

The 0uantitative improvements in PMS are:• Control of the num'er of L$As put in 'y employees 8

o Only a single L$A field +ill 'e visi'le initially!

o Additional ro+s for L$A can 'e added 'y the appraise 'y clic4ing an icon

o $o+s can 'e deleted if not re0uired






>. (eneral Process etails Trainin$ F '3ents

Trainin$ F '3entsTraining is one of the most focused areas of "nlogistics! Training for employee in terms of organi5ationalneed and personnel development program is practiced since long! Proper data maintenance of thesetraining record1 appropriateness of the training in present day1 the resources management for training andoverall cost of the training are the main purpose of having a methodical system under SAP $23!

1."1 Current Business Process

(eneral '!lanations

The 'usiness process shared 'y Core Team Mem'ers is mentioned 'elo+:8

Business Process

"dentification list of competencies Behavioral Technical eneral

Calculate the Competency gap for all the employees from the re0uired level

Also fill the additional training list +hich is re0uired to define all the core competencies as +ell theadditional competencies +hich is re0uired to perform the respective *o'

Preparation of Training Calendar on the 'asis of all the training needs identified

"n case if any have to go outside for attending any particular training +hich may not 'e possi'le to

arrange +ithin the company then all these e)ternal training should 'e approved duly in advance from theapproving authority

(ist of participants of the training

Scheduling of training as per training calendar and ensure the training has 'een done

Attendance of all the participants in the training attendance sheet

After completion of follo+ing defined period the training effectiveness is to 'e evaluated in +hich the s4illlevel is also defined!(evel F 6 .+ithin days of training/(evel F 7 .after 6 month of training/(evel F 3 .After 3 months of training/ only for technical trainings

Gpdating of individual training records as , +hen he undergo any training program


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Business Process

Measurement of training cost-aculty 2 training feesTraining material costTraining Ads?enue cost(unch 2 Dinner 2 Tea and Snac4s costTA 2 DA paid to participantsBoarding , (odging cost!

1."2 Business Re4uirements

AS/IS Business Process T/B' Process in SAP

"dentification list of competencies Behavioral Technical eneral

Gser +ill maintain the re0uired competenciesalong +ith re0uired proficiency level for eachposition using PPPME t8code

Supervisor of concerned employee +illmaintain the actual proficiency level of eachcompetencies of that particular employee ininfo type &&798ualifications

Calculate the Competency gap for all the employeesfrom the re0uired level

Data +ill 'e collected using the profile matchfunctionality via ualification info types .&&79/!

Also fill the additional training list +hich is re0uired todefine all the core competencies as +ell the

additional competencies +hich is re0uired to performthe respective *o'

Gser +ill maintain participants to 'usiness eventmaintained for additional training using P?&&E t8

code

Preparation of Training Calendar on the 'asis of allthe training needs identified

Gser can collect the re0uired data for eachtraining using the SPH>9%&&&93< 8 Business#vent ScheduleE t8code

"n case if any have to go outside for attending anyparticular training +hich may not 'e possi'le toarrange +ithin the company then all these e)ternaltraining should 'e approved duly in advance from theapproving authority

$esource type #)ternal +ill 'e maintained andattached to the concerned 'usiness event.training program/!Gser +ill get the approval on the e)isting +orddoc!

(ist of participants of the training Gser can collect the re0uired data for eachtraining using the SPH>9%&&&93; 8 $esource(ist per Business #ventE t8code or

SPH>9%&&&939 8 Attendee (istE t8codeScheduling of training as per training calendar andensure the training has 'een done

Same

Attendance of all the participants in the trainingattendance sheet

Gser can collect the re0uired data usingSPH>9%&&&933 8 Attendance (istE t8code


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After completion of follo+ing defined period thetraining effectiveness is to 'e evaluated in +hich thes4ill level is also defined!(evel F 6 .+ithin days of training/(evel F 7 .after 6 month of training/(evel F 3 .After 3 months of training/ only fortechnical trainings

H$ user +ill collect the data in the same formatfor each attendee and update the same usingP?33 8 AppraisalsE t8code! Here the feed'ac4template +ill 'e customi5ed as per "nlogisticsformat

Gpdating of individual training records as , +hen heundergo any training program

This is part of SAP standard training and eventmanagement module

Measurement of training cost-aculty 2 training fees

Training material costTraining Ads?enue cost(unch 2 Dinner 2 Tea and Snac4s costTA 2 DA paid to participantsBoarding , (odging cost!

Gser +ill maintain the cost for training programusing PP&6E t8code against the 6&3% 8 COSTE

info type! Here different cost items +ill 'e createdfor each cost that needs to 'e captured for aspecific training!

1."" Solution in SAP

The follo+ing items +ill 'e configured in SAP to address the re0uirements of the processes mentioned 'ycore team:

Business '3ent (rou!Business #vent roup serves to classify 'usiness event types that share the same characteristics or deal

+ith related su'*ect matter1 such as Management CoursesE! A 'usiness event group CommunicationS4illsE can contain a num'er of 'usiness event types1 such as Oral Communication S4illsE1 #ffectivePresentation S4illsE etc!

-ollo+ing information for 'usiness event groups are stored:K ?alidity period of the 'usiness event groupK (ong and short name li4e code COE +ith description1 CHA# O$"#TAT"OEK Description of contents

K $elationship to other event groups .'elongs to/ and to 'usiness event types .incorporates/!

Business '3ent T&!eA Business #vent Type is a generali5ed description of an event including the relevant information such asdescription1 Target Audience1 Categori5ation1 Course contents1 price1 capacity1 otes .ProgramO'*ectives2delivera'les/ and language etc! "t is not scheduled to ta4e place on a fi)ed date! "t serves asthe 'lueprint from +hich actual event dates can 'e scheduled!

hen 'usiness event type is created1 it is possi'le to store any data that is not time8sensitive such as:K Description .Target Audience/


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Plannin$ Business '3ent, /"f the 'usiness event is planned then the load 'alancing is automatically ta4en care i!e! it creates eventsaccording to the demand on event type through pre 'oo4ing!

"t is also possi'le to create data for a 'usiness event 'y using an e)isting one as a template to copy from!"n this case it is possi'le to create an identical 'usiness event +ith a given start date1 the end date ista4en care of automatically!The follo+ing data is relevant +hen a 'usiness event is created:

K "nternal 2 e)ternalo An internal 'usiness event is an event that company is responsi'le for organi5ing!

o An e)ternal 'usiness event is organi5ed 'y a third8party ."ndian2-oreign/! "t is not

possi'le to plan an e)ternal 'usiness eventI resource reservation for it is not ta4en careof! #)ternal events are created one at a time!

K Status firmly 'oo4ed 2 plannedo "f a 'usiness event is created +ith the status planned1 attendee=s preliminary confirmation

of registration can 'e sent!o "t ma4es sense to use this option if an event is 'eing planned +ell in advance and may in

fact 'e cancelled 'efore definite confirmations are issued! Before firmly 'oo4ing1attendee may 'e 'oo4ed1 re'oo4ed1 replaced or cancelled!

o #vent is firmly 'oo4ed after the event is over! After firmly 'oo4ing certain follo+ up

activities ta4e place li4e updating of 0ualification of attendee1 if the training event isrelated to the 0ualification! All the 'usiness events e)cept the foreign language courses

+hich are language specific are to 'e held in #nglish!K (ocation is entered +here the event +ill ta4e place!K Schedule

o There are t+o possi'le +ays to specify the actual time schedule of a 'usiness event! The

schedule +ill contain four or more sessions in a day!- By copying the schedule model defined for the 'usiness event type!

- By creating schedule for the 'usiness event 8 Schedule is re0uired to 'e created for

different 'usiness event type!K um'er of attendees

o The capacity i!e! the num'er of attendee for each event type is given as minimum1

optimum or ma)imum! There is a facility for 'oo4ing of +aiting list attendee for the eventtype till ma)imum num'er is reached for the event type! This facilitates re'oo4ing orreplaces attendee as +ell!

K Price and cost assignment

The employee +ould re0uest training using Preferences= in ualification profile! Here the employee +ould 'e a'le to select a 'usiness event type among functional and managerial Business #vent roupsonly for internal programs!

The employee +ould select 'usiness event type codes 'ased on performance appraisal feed'ac4 Fopportunities for improvement1 current s4ill profile1 multi rater feed'ac4 and his o+n assessment oftraining needs!On saving the preferences1 a +or4 item +ould 'e sent to the superior for approval of the appraisal! "ncase the superior approves it1 the preferences data +ould 'e used for pre8'oo4ing! A report +ould 'e runto list the 'usiness event types re0uested 'y the employees and these +ould 'e 'oo4ed in a 'atchupload! All these 'oo4ings +ould 'e displayed as essential pre8'oo4ing! As soon the pre8 'oo4ing isdone the attendee +ill receive a format to enter his e)pectations from the program! This +ill 'e mailed tothe program director of the event type!






"n case a PDP corresponds to an e)ternal training then the follo+ing actions +ill have to 'e performed 'y

the training agency!a/ Do an essential pre8'oo4ing for the e)ternal event!'/ Do a 'oo4ing for the event!c/ Cancel the earlier essential pre8 'oo4ing!

At any point of time Training Agency +ill 'e a'le to see +ho has done the pre8'oo4ing on the 'asis of +hether the 'oo4ing is essential!

Creation of Trainin$ e3ents, /Creation of training calendar is performed at training division!Authority to create events as convention +ith specific transaction code +ill 'e given to program directors, Training administrators! They +ill 'e a'le to edit the convention or copy e)isting convention to preparene+ convention!

The list of events scheduled during a specified period can 'e seen from the system for any given eventtype! The list also contains the follo+ing details a'out each of the 'usiness events:

• Business event date

• Business event name

• Availa'le and 'oo4ed attendance

• aiting8list 'oo4ings

• "ndicator for optimum capacity reachedE

• "ndicator for firmly 'oo4ed2planned 'usiness events

• Business event location

Boo?in$, /Boo4ing for events are done 'y the Program Director from the pre8'oo4ed list! This +ill 'e generally done3& days in advance! The pre8'oo4ing list +ill display the follo+ing details of the pre8'oo4ed attendees asa report:

• PO

• ame

• Org! Gnit

• (evel

• Position

• Age

• Qears of service

• PDP indication in terms of Managerial or -unctional

• Pre8'oo4ed 'y

• "ndication for +hether officer has already attended the PDP program .Managerial 2 -unctional/ this

year!

"f the 'atch si5e is not complete and the Program Director +ants to include more participants from otherorgani5ational units1 then1 these additional nominations can 'e directly 'oo4ed instead of pre8'oo4ing! All'oo4ings are ac4no+ledged 'y a call letter! A copy of the call letter +ill go to the immediate superior andtraining coordinator!

The system +ill provide a facility for group 'oo4ing for a group of attendees +hich may 'e used for callingall officers from a particular organi5ational unit etc!






-or all nominations to e)ternal program1 the attendees are re0uired to fill up a feed'ac4 format after

attending the program!

Cancel8 Re!lace and Reboo?in$ at trainin$ di3ision,/On re0uirement the attendee=s 'oo4ing for event is cancelled or attendee is re'oo4ed for different eventtype or is replaced +ith some other attendee +hose event date is different for the same event type!These are done 'y the program director1 on re0uest of attendee or some other circumstances! "n anycase a mail is sent automatically to the concerned attendee!After training is over the Training event status is firmly 'oo4ed for further follo+ up activities!

Recordin$ Attendance,The attendance of the participants is to 'e recorded through info type 7&&6 in Time Management module!Three special type of a'sence i!e! internal1 e)ternal and foreign training in time management +ill ta4ecare of recording different type for training! The attendance is recorded for minimum of half a day! "f a

person is a'sent for all the days during a training program then he2she is mar4ed a'sent 'ut his name +ill'e retained in the pre8'oo4 list!

ollo+/;! Processin$ Acti3itiesThe status of the attendee of the training event is changed to undergone training event type and record isupdated!-or language courses the 0ualification associated +ith the training event type from PD is updated along

+ith depreciation meter!

Transfer of )earnin$-ollo+ing forms +ill 'e developed in Personnel Development Module +ith three segments +hich ta4escare of capturing attendee=s

K Training effectiveness to 'e completed 'y attendee

K (earning gained to 'e completed 'y attendee andK Supervisor=s appraisal on transfer of learning applica'le for technical competencies!

-ollo+ing master data has 'een identified for effective utili5ation of the processes:"nfotypes to 'e maintained are as follo+s:

Se4uence6umber

6ame of t*e Infot&!e Infot&!e6umber

ield 6ame Master ata

Business e3ent $rou!

6 O'*ect 6&&& Planning Status Business eventgroup and'usiness eventtypes are finallyto 'e created'y H$ coreteam as per there0uirement!

?alidity

O'*ect A''reviation

O'*ect ame

(anguage Ley

7 $elationship 6&&6 ?alidity

$elation Type2$elationship

Type Of O'*ect $elated

"D Of O'*ect $elated

A''reviation

ame






Se4uence6umber



Priority

3 Description 6&&7 Su'type

(anguage

Description

9 "nfo course group 6&%3 Su'*ect Area

Business e3ent t&!e

6 O'*ect 6&&& ?alidityBusiness eventgroup and'usiness eventtypes are finallyto 'e created'y H$ coreteam as per there0uirement!

O'*ect A''reviation

O'*ect ame (anguage Ley

7 $elationship 6&&6 ?alidity




A''reviation

ame

Priority


(anguage

Description

9 Price 6&76 ?alidity

"nternal Price

#)ternal Price

Capacity 6&79 ?alidity

Optimum

Ma)imum

Minimum

% Depreciation meter 6&7 ?alidity

Qear

Month

; Course type info 6&7> ?alidity

"nclude "n Business #ventBrochure

Convention

< Procedure 6&3& Attendee Type

Boo4t

Pre't






Se4uence6umber



Chpre

Chec40

uals

> Delivery method &&< Delivery Method

Resource

6 O'*ect 6&&& Planning StatusAll resourcesare dependenton the eventtype!

$esources data +ill 'e finali5eddepending onthe eventtypes!

?alidity

O'*ect A''reviation

O'*ect ame

(anguage Ley7 $elationship 6&&6 ?alidity




A''reviation

ame

Priority


(anguage

Description

9 Capacity 6&79 ?alidity

Optimum

Ma)imum

Minimum

Address 6&7< Building

Address Supl

House o Street o

Street

Pcode2City

$oom o

Tele o

% Cost 6&3% Cost "tem

1."".1 Pur!ose

• Maintenance of 'usiness events

• Maintenance of 'usiness events types

• $ecording attendance






• Cancellation of attendance

• Appraisals

• -ollo+ up activity

1."".2 Process ia$rams

Diagrammatic representation of the process is sho+n 'elo+!

i$ure 1, Plannin$ F Creation of Business '3ent T&!e F a& to a& Acti3ities



PrebooAing by

+fficers / approva bysuperior

Preparing 9raining 3aendar

by 9rg. )gencyooAing attendees toevents by 9rg.

)gencies.

6inai,ation

of cataog by

6unctiona5xpert 9ea'

ooAing &esources by

9rg. )gencies

)cAno>edge prebooAing

and send for'at to coect

expectation fro' the officer .Epdatingof 3ataog

/nd

0egin




i$ure 2, Recurrin$ Acti3ities

1.""." escri!tion of Process

K Training Catalogue is prepared according to the need and organi5ational need 'y a panel ofe)pert1 +hich can 'e chosen 'y the attendee!

K #vent Type is evaluated 'y attendee and its implication in +or4 area is evaluated 'y supervisor!So1 realistic +orth of the event type is esta'lished

1."".- Prere4uisitesone

1."".9 Standard Re!ort in SAP

S. 6o Re!ort re4uired SAP standard re!ort

6 ap report P#PM F Profile Matchup

7 Training eed record SPH>9%&&&933 8 Attendance (ist

3 (ist of participants SPH>9%&&&939 8 Attendee (ist9 #ffectiveness of training This +ill 'e populated against su'type Training #ffectivenessE for

info type 6&&78DescriptionE for each training program manually 'ythe user!

"ndividual training record SPH>9%&&&936 8 AttendeeJs Training History

% Cost of the training o standard report 'ut user can e)tract data from info type 6&3%8CostE for each individual training

1."".: Im!ro3ements



ooAing the attendance by9rg. agency

Progra' 6eedbacA

)ttendee 6eedbacA after

three 'onths

3onducting the event by 9rg.)gencies

$''ediate )ttendee

6eedbacA )naysis fori'prove'ent

6eedbacA anaysis for

i'prove'ents

0egin

/nd




K Training cost is visi'le!

K Billing for e)ternal faculty is availa'le in report!K Training man day=s information!K Measurement of learning!

1."- Inte$ration considerationsProcess e!endencies In!utTraining Process has dependence on the follo+ing processes:8

Module 6ame of T*e Process escri!tion

PD • Profile match up

• Career planning• Succession planning

The result of profile matchup is the indicator for

training re0uirement! The re0uirement oftraining is identified 'y career planning1succession planning and personaldevelopment plan

PA • "nternal attendee=s data The re0uired data of attendee!

OM • Supervisor=s data The supervisor of attendee

Process e!endencies ut!ut-ollo+ing processes +ill 'e initiated after completion Training Process!

Module 6ame of t*e Process escri!tion

PD • Personal development Compliance• PMS .Performance Management System/

$eport on PD compliance

PA • ualification "nfotype is maintained The event type lin4ed +ith0ualification is updated!

1."9 .R.I.C.' e3elo!ment Re4uirementsone

1.": A!!roac*es to Co3erin$ unctional eficits5 'n*ancements-ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out:

S. 6o bject bject T&!e6 Training feed'ac4 appraisal form as per "nlogistics format e+ appraisal

template

1."< Aut*ori%ation Re4uirements

Specific authori5ation +ill 'e maintained as per the data provided 'y the core team during the reali5ationphase!






1."> (a! Anal&sis

one


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=. (eneral Process etails Time Mana$ement

The Time Management component offers support in performing all human resources processes forrecording employees= +or4 performed and a'sence times!

Time Management has user8oriented interfaces that support centrali5ed and decentrali5ed entry andadministration of time data! Data can 'e maintained and processed centrally 'y administrators in thehuman resources department or else in individual departments 'y time administrators such assupervisors1 secretaries1 and employees themselves!

#mployees can use self service applications to re0uest leave1 record +or4ing times for orders or pro*ects1for e)ample1 and display their 4ey time accounts!

1."= Current Business Process)ea3e (eneration

"f the any employee *oins 'et+een the years then the leave credit in the account of the employee +ill 'eon Pro8rata 'asis!

Ma4e the leave card in +hich leave details are to 'e mentioned!

Maintain the leave register!

hen any employee leaves the services then all the #( in his account +ill 'e en8cashed at the time of fulland final!

C(2#( +ill credit in the account of the employee as per company policy!

"f an employee avail the #( in advance .Permitted 'y Management/1 it deduct from the total #( of the

follo+ing year

)ea3e 'ncas*ment

Chec4 the leave card of the employee

Ma4e a analysis of the leaves present in the account of the employee in the leave register

Calculation of num'er of availed and un/availed leaves in the month of @anuary for follo+ing year

Calculation of total un/availed leaves .#(/ at the time of full and final settlement of employee

After ad*usting the leaves +ith notice period en/cash all remaining leaves on the 'ase of Basic and DA

)ea3e A!!ro3al

#mployee fills his leave card 2 application in advance for desired leave +ith specific reason1 date ofapplying1 type of leave!

$ecommending authority +ill recommend .if yes/ the leave for sanctioning and for+ard to sanctioningauthority

"f sanctioning authority +ill sanction the leave1 the leave card 2 application +ill for+ard to time office forfurther action

Time ffice

$ecord the leaves of the employees!

Manpo+er management for all the locations!

Gpdating of leave record of all the employees!

Com!ilation of Mont*l& Attendance

(ist8out the department +ise employees +ith their a'senteeism

Chec4 the status of pending leaves applied 'y the employees






Chec4ing the status of leave in leave card duly signed 'y authori5ed signatory1 if it is signed then it +illo'serve as leave .if desired leave availa'le in account/ other+ise it +ill 'e mar4ed as a'sent!

"f the leave is signed 'y competent authority and leave is not availa'le in account1 the leave +ill 'eo'served as +ithout pay

1.-7Business Re4uirements

)ea3e etails

Creation and Su'se0uent Maintenance of the follo+ings:

• #arned (eave

• Maternity (eave

•Casual (eave

• Paternity (eave

• (eave +ithout Pay .(P/

'arned )ea3es#( $ules:

• An employee shall 'e entitled for 6< #( per calendar year!

• 6! #( per month +ill 'e credited to each employee a'sence 0uota!

• Ma)imum limit of #( 0uota +ill 'e 9 for each employee!

• All leave types for less than a day 2 fraction of a day is permissi'le!

Casual )ea3esC( $ules:

• An employee shall 'e granted for 67 C( in a calendar year!

• "f an employee *oins during a calendar year1 he2she shall 'e entitled to C( for remaining part of

Qear on a Pro8rata 'asis!

• Ma)imum 3 C( can 'e availed at one time!

)ea3es A!!ro3al(eave rules:8

• "n e)ceptional circumstances1 +here an employee has no leave accumulation standing to his credit

and his need is genuine1 the Sanctioning Authority may grant advance (eave su'*ect to a ma)imumof ; days! The sanctioning authority for such leave +ill 'e Gnit Head 2 Corporate -unctional Head!

AS/IS Business Process T/B' Process in SAP)ea3e (eneration

"f the any employee *oins 'et+een the years thenthe leave credit in the account of the employee

+ill 'e on Pro8rata 'asis!

This +ill 'e handled 'y Standard SAP Configuration!

Ma4e the leave card in +hich leave details are to'e mentioned!

This is part of SAP standard leave managementprocess on #SS

Maintain the leave register! (eave maintenance is automatically carried out 'ySAP standard! Gser can vie+ leave register using







PT%9 8 A'sence data overvie+E t8code

hen any employee leaves the services then allthe #( in his account +ill 'e en8cashed at thetime of full and final!

Gser +ill maintain leave encashment data using infotype &&6 F Additional paymentsE +herein aseparate +age type for leave encashment for #( +ill'e configured!

C(2#( +ill credit in the account of the employeeas per company policy!

This +ill 'e handled in A'sence uota generationprogram

"f an employee avail the #( in advance .Permitted'y Management/1 it deduct from the total #( ofthe follo+ing year

Here a ne+ leave type Advance #(E shall 'e createdand maintain 'y user as +hen re0uired and +ill getad*usted 'y the user in PA3&E transaction code!

)ea3e 'ncas*ment

Chec4 the leave card of the employee This can 'e vie+ed using PT%9 8 A'sence data

overvie+E t8codeMa4e a analysis of the leaves present in theaccount of the employee in the leave register

This can 'e vie+ed using info type 7&&% F A'senceuotaE

Calculation of num'er of availed and un/availedleaves in the month of @anuary for follo+ing year


Calculation of total un/availed leaves .#(/ at thetime of full and final settlement of employee


After ad*usting the leaves +ith notice period en /cash all remaining leaves on the 'ase of Basicand DA

Gser +ill manually maintain info type &&6 FAdditional PaymentsE for respective leave type

)ea3e A!!ro3al

#mployee fill his leave card 2 application inadvance for desired leave +ith specific reason1

date of applying1 type of leave!


$ecommending authority +ill recommend .if yes/the leave for sanctioning and for+ard tosanctioning authority

This is part of SAP standard leave managementprocess on #SS1 sanctioning authority +ill 'emaintained in OM for each position

"f sanctioning authority +ill sanction the leave1 theleave card 2 application +ill for+ard to time officefor further action


Time ffice

$ecord the leaves of the employees! This is part of SAP standard leave managementprocess on #SS

Manpo+er management for all the locations! Ad Hoc uery .PAAH F t8code/ +ill 'e generated tovie+ manpo+er status

Gpdating of leave record of all the employees! H$ user +ill manually maintain info type 7&&6 F

A'sencesE for the respective a'sence typeCom!ilation of Mont*l& Attendance

(ist8out the department +ise employees +ith theira'senteeism

Ad Hoc uery .PAAH F t8code/ +ill 'e generated tovie+ manpo+er status

Chec4 the status of pending leaves applied 'y theemployees


Chec4ing the status of leave in leave card dulysigned 'y authori5ed signatory1 if it is signed thenit +ill o'serve as leave .if desired leave availa'le








in account/ other+ise it +ill 'e mar4ed as a'sent!

"f the leave is signed 'y competent authority andleave is not availa'le in account1 the leave +ill 'eo'served as +ithout pay

This is part of SAP standard leave managementprocess on #SS +herein employee +ill not 'e a'le toapply for any leave for +hich A'sence uota ise)hausted

1.-1 Solution in SAP

Holida& Calendar

Creation and Su'se0uent Maintenance of the #nterprise Specific Pu'lic Holiday Calendar

(eneral '!lanationsThe Pu'lic Holiday Calendar is to 'e maintained in "nlogistics as per the Annual Pu'lic Holiday (istreleased 'y respective "nlogistics H$ department1 Corporate Office and other allied divisions!

There are t+o types of Holidays1 ational Holidays .-i)ed Holidays/= +hich fall on the e)act date of everyyear and Mova'le Holidays .-estival Holidays/= +hich 4eep changing every year! -or e!g! "ndependenceDay .6th August/ +ould 'e a fi)ed holiday +hereas festivals li4e Maha Shivarathri are mova'le +hichmay fall on a different date!

K Holidays1 +hich have fallen on a +or4ing day during the current year1 may fall on a +ee4ly off dayin the su'se0uent year1 there 'y necessitating the recreation or change of the holiday list everyyear!

K This changed list of holidays is assigned to the Pu'lic Holiday Calendar every year!

Separate Holiday Calendar +ould 'e created for each and every location and corporate office!K Creation of paid holidays +ould 'e done every year according to the calendar adopted 'y

"nlogistics and +ould 'e updated into the system 'y the concerned H$ administrator!K The created paid holidays +ould 'e then 'e assigned to the Pu'lic Holiday calendar!

Gor? Sc*edule

Creation and maintenance of #nterprise specific or4s Schedules to store the +or4ing timings .ShiftTimings/ and the corresponding 'rea4 times for the different "nlogistics Officers2#mployees

(eneral '!lanations

K To create and maintain the records of different +or4 timings and scheduled 'rea4 timing follo+ed'y the employees of "nlogistics!

K eneration of +ee4ly off day of each and every employee needs to 'e trac4ed!K Shift +ise present details should 'e made availa'le!K Shift +ise a'sent details of employees!

'!lanations of unctions and '3ents

K The Shift Details and the 'rea4 timings are maintained for each employee at the respectivedepartments!

K Any deviation from the normal shift timings get recorded as a discrepancy and are processedsu'se0uently after approval






C*an$es to 'istin$ r$ani%ation !rocesses

or4 schedules need to 'e generated every year as the Pu'lic holiday calendar +ould 'e assigned +ithne+ holidays as per the holiday calendar adopted 'y the various manufacturing plants1 sales office andHO for the respective calendar year!The various or4 Schedules mentioned a'ove are configured in the SAP system to facilitate thesu'se0uent time data maintenance and processing! These or4 Schedules are assigned to eachemployee1 during Hiring1 in the Planned or4ing Time ."nfotype &&&;/ and 'ecomes a part of theemployee master data!

K The "nfotype Planned or4ing Time ."T &&&;/ in Personnel Administration facilitates to store +or4schedule for each employee and conse0uently the +or4ing hours and days for the employee isinherited from the or4 Schedule specifications!

K By assigning a +or4 schedule rule to an employee1 the entire +or4 schedule .the +or4ing timeincluding the shift patterns/ including holiday calendar can 'e vie+ed and reported for the periodspecified!

K The Planned or4ing Time ."nfotype &&&;/ captures Time Management Status1 +hich +ill 'edefaulted as ; Time #valuation +ithout Payroll "ntegration= for Managerial Staff and & o Time#valuation=! The Time Management Status is of vital importance as it determines ho+ theemployees are processed in Time #valuation.Time #valuation calculates planned times andovertime1 administrates time accounts and forms +age types1 updates time 0uotas1 and is used tochec4 +or4ing time specifications!/

K The change in the +or4 schedule as a result of transfer or reassignment has to 'e updated in thePlanned or4ing Time ."nfotype &&&;/ so that the time data is processed as per the updatedtimings!

K "nlogistics need to update the Holiday Calendars every year and this re0uires the generation ofthe respective or4 Schedules for the changes to ta4e effect!

K enerally the Personnel Areas and Personnel Su'areas1 #mployee roups and #mployeeSu'groups get grouped for the different +or4 schedules! This allo+s the generation and the

su'se0uent assignment of the +or4 schedules to various groups of employees!K or4 Schedules define the +or4ing pattern together +ith the paid and unpaid 'rea4 timings for

different groups of employees and are 'ased on the pu'lic holiday calendar! The variouslocations of "nlogistics have separate Holiday Calendars and separate Shift and Brea4 Timings!

K Brea4 Schedules define the rule governing 'rea4s .a period of time +hen employees are not at +or4/ in a +or4day!

K By assigning a or4 Schedule $ule in the Planned or4ing Time ."nfotype &&&;/ the employeepersonal planned +or4ing time gets determined!

K The Planned or4ing Time ."nfotype &&&;/ determines employees +or4ing time +ithin anorgani5ation on a daily 'asis!

1.-1.1 Pur!ose

To ensure the availa'ility of eneral .Pu'lic/ Holidays to the various offices of "nlogistics , its #mployees -or all units and corporate office1 Pu'lic Holidays are finali5ed and fi)ed at the year 'eginning itself! AllHolidays are -ull day Paid Holidays

1.-1.2 Process flo+ c*artone

1.-1." escri!tion of t*e Process






"nlogistics releases the Pu'lic holiday calendar for a year +ill 'e released in advance through an order!

The num'er of pu'lic holidays 4eeps changing from year to year and hence needs to 'e updated everyyear!

• As per the leave entitlement1 different leave types +ill 'e created!

• "nfotype o 7&&6I A'sences +ill 'e configured to maintain the a'sences 2 leave types that is

availed 'y the employees

• "nfotype 7&&% A'sence uota +ill 'e used for capturing leave entitlements2'alance availa'le

• A'sence 0uota +ill automatically 'e reduced once the a'sence entry is recorded in the system!

• Maternity (eave +ill 'e maintained and processed via Maternity Protection ."nfotype &&<& su'type

M(/!

Infot&!es to be maintained are as follo+s,

Se4uence 6ame of t*eInfo t&!e

Info t&!e6umber

ield 6ame

&6 Planned +or4ing time

&&&; Start and end date1 or4schedule rule

&7 A'senceuotas

7&&% ?alidity period1 uota su' typeuota num'er

&3 A'sence 7&&6 Start and end1 Type of leave1A'sence hours1 A'sence days

'!lanations of unctions and '3ents

K The holiday calendar for a Calendar Qear is released 'y "nlogistics in advance in the month ofDecem'er!

K This Holiday Calendar is the reference for providing Pu'lic Holidays to the employees of"nlogistics

1.-1.- Prere4uisites

Appropriate +or4 schedule in infotype &&&; have to maintained to the time status!

1.-1.9 Standard Re!orts in SAP escri!tion Transaction Code

Display or4 Schedule PT&3

Attendance2A'sence Data Overvie+ PT%9

A'sence Data: Calendar ?ie+ PT>&

Personal or4 Schedule PT%3

SAP uery S&6






1.-2 Inte$ration ConsiderationsModule escri!tion

Personnel Administration Master data of the employee

Organi5ational Management $elationship 'et+een Applicant and Approver

1.-" .R.I.C.' e3elo!ment Re4uirementsone

1.-- Aut*ori%ation

Specific authori5ation +ill 'e maintained as per the data provided 'y the core team during the reali5ationphase!

1.-9 (a! Anal&sisone

1.-: Im!ro3ements• uota generation and encashment +ill 'e automated!

• A'sence data can 'e created2changed2vie+ed online!

• Several reports are availa'le to vie+ the a'sence details!






17. (eneral Process etails Recruitment

Recruitment Process$ecruitment module ena'les to define a recruitment procedure that suits the needs of organi5ation! "t candistri'ute tas4s and responsi'ilities to different people involved in the recruitment process! $ecruitmentsupports in dividing and assigning administrative and decision8ma4ing tas4 areas! Many tas4s can 'eprocessed via mass processing!The purpose of this module is to handle all the recruitment activities of "nlogistics starting from identifyingthe vacant position1 to the filling of the vacant position +ith a suita'le candidate and maintenance ofapplicant data'ase!

1.-< Business Process

)ist of acti3ities

AS/IS Process

Collect the Approved Manpo+er Plan from the H$ department!

Also receive the Manpo+er $e0uisition form!

Search the desired C? form e)isting data 'ase .not online/

Search the C?s from @o' Portals .e!g! au4ri!com/

Send the re0uisition to panel consultant along +ith @D!

$eceive the C?s from different sources!

Shortlist the C?s as per re0uirement!

-inali5e the date of intervie+ and "nvite all the short8listed candidate for intervie+!

Maintain the Candidate Summary Sheet

Distri'ution and collection of Personal Data Summary

Also receive the additional "nformation Sheet

Ma4e sure the intervie+ has 'een done on planned date

Depending on the level for +hich the applicant is 'eing intervie+ed1 another round of intervie+ is held

Ma4e "ntervie+ assessment sheet!

Collect the "ntervie+ Assessment Sheet from the "ntervie+er

Travel reim'ursement form is to 'e filled if any employee come for intervie+ from outstation

"ssue (O" to selected candidate

Gpdating of organi5ation chart!

Chec4 all the 'ill as per policy

Send the 'ill to -inance Department to clear the payment!

#nter the total amount paid for the process in Account $egister!On the day of *oining1 complete all the *oining formalities +hich includes follo+ing documents :

"nduction Training Schedule

Appointment (etter

Plan the induction schedule of all ne+ candidates at the time of *oining!

1.-> Business Re4uirements

Basic $e0uirement for Process ."nputs/






a! Manpo+er Plan

'! Approval on manpo+er specification sheetc! @o' descriptiond! Source of $ecruitmente! Data'ase of C?sf! "ntervie+ Assessment


Collect the Approved Manpo+er Plan from the H$department!

Gser +ill still create the +ord doc manually1 'utthe data +ill 'e collected using follo+ing reports:

• Current Manpo+er Status +ill 'e fetched

from SAH$%6&6%3%> 8 #mployee (ist$eportE

•

Current ?acancy +ill 'e fetched fromSAH$%6&6%&> 8 ?acant Positions$eportE

Also receive the Manpo+er $e0uisition form! Gser +ill still create the +ord doc manually1 'utthe data +ill 'e collected using follo+ing reports:

• Current Manpo+er Status +ill 'e fetched

from SAH$%6&6%3%> 8 #mployee (ist$eportE

• "f #)pected results1 additional info and

e)pected 'enefits are maintained for eachposition in info type 6&&71 then the data can'e fetched from this info type!

Search the desired C? form e)isting data 'ase .not

online/

Same

Search the C?s from @o' Portals .e!g! au4ri!com/ Same

Send the re0uisition to panel consultant along +ith@D!

Same

$eceive the C?s from different sources! Same

Shortlist the C?s as per re0uirement! Gser +ill maintain the follo+ings:

• Maintain the vacancy status for each position

using PO63E t8code assigning PersonalOfficer and line manager!

• Attach the vacancies to advertisement .if no

advertisement e)ist1 then user needs tocreate the same using PBAE t8code/

• Maintain the applicant master data using

PB9&E t8code!-inali5e the date of intervie+ and "nvite all the short8listed candidate for intervie+!

Gser +ill create Planned activity for intervie+letter for each applicant using PB%&E t8code!Here a ne+ standard te)t +ill 'e created for"(O"ST"CS format!

Maintain the Candidate Summary Sheet These data +ill 'e maintained 'y user usingPB3&E and PB%&E t8code!

Distri'ution and collection of Personal Data Summary Same







Also receive the additional "nformation Sheet Same

Ma4e sure the intervie+ has 'een done on planneddate

Same

Depending on the level for +hich the applicant is'eing intervie+ed1 another round of intervie+ is held

Corresponding activity +ill 'e maintained usingPB%&E t8code!

Ma4e "ntervie+ assessment sheet! H$ user +ill ma4e the "ntervie+ assessmentdocument for a particular applicant usingPHAPP$#PA$#PAE t8code!

Collect the "ntervie+ Assessment Sheet from the"ntervie+er

H$ user +ill collect the assessment sheet forPersonnel Officer and +ill update the same in0ualification section for each applicant usingPB3&E t8code!

Travel reim'ursement form is to 'e filled if anyemployee come for intervie+ from outstation

on8SAP Process!

"ssue (O" to selected candidate A ne+ activity type (O"E and a ne+ standard te)tfor (O" letter as per "(O"ST"CS format +ill 'ecreated! Gser +ill then create a planned activityof type (O"= for each applica'le applicant!

Gpdating of organi5ation chart! Gser +ill maintain the same using PPOM#

Chec4 all the 'ill as per policy on8SAP Process!

Send the 'ill to -inance Department to clear thepayment!

on8SAP Process!

#nter the total amount paid for the process inAccount $egister!

Same +ill 'e maintained in -"2CO module

On the day of *oining1 complete all the *oining

formalities +hich includes follo+ing documents :

Gser need to create the employee data in SAP

using the follo+ing steps:•Gser +ill create an applicant activity .using

PB%&E t8code/ for Transfer DataE in plannedstatus! Also user needs to attach a validreference to the a'ove activity!

•Gser +ill e)ecute employee hiring action PA9&E

selecting the action Hire ApplicantE andselecting the relevant applicant num'er from

+hom the data needs to 'e automaticallytransferred in employee master ta'le!

"nduction Training Schedule Same

Appointment (etter A ne+ activity type APPO"TSE and a ne+standard te)t for Appointment letter as per

"(O"ST"CS format +ill 'e created! Gser +illthen create a planned activity of type APPO"T=for each applica'le applicant!

Plan the induction schedule of all ne+ candidates atthe time of *oining!

Part of T#M .SAP Process/

esired ut!uta! Selection of competent candidate!'! Timely recruitment of candidate


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The $ecruitment component offers the follo+ing functions to support the selection procedure:• Administration of selection procedures: e can trac4 the individual stages that an applicant

passes through in the selection procedure using applicant actions ."nvite applicant1 Offerapplicant contract1 Hire applicant/! e can define administrative steps using applicant activities.such as "ntervie+ appointment1 Mail contract/!

The follo+ing functions also support the decision8ma4ing process in selecting applicants:

• Short profile: e can use a short profile to group applicant data according to various aspects1 for

e)ample1 applicant=s education and training!

• Search for applicants +ith particular 0ualifications: "f $ecruitment and Personnel Development

are integratedI +e can search for applicants +ith particular 0ualifications1 +hich help to restrictthe num'er of suita'le applicants!

• Hiring applicants: "f +e need to hire an applicant and have an integrated system1 +e can

automatically transfer applicant data to Personnel Administration!

Media MediaE +ill 'e used to classify the various modes through +hich an applicant is contacted! Medium is ahigher8level classification of recruitment instruments! Specific recruitment instruments +ill 'e definedunder each medium! The follo+ing media shall 'e maintained for "nlogistics

MediumC*ar572

6ame of medium C*ar 5 27 A! ClC*ar5 72

A!!licant Class Tet C*ar 527

6! "nternal *o' posting P "nternal Applicant

7! "nternal *o' posting AP #)ternal Applicant

3! Consultants AP #)ternal Applicant

9! "nternet .*o' portals/ AP #)ternal Applicant

! Campus AP #)ternal Applicant

%! Press AP #)ternal Applicant

"n case the vacancy is to 'e filled through internal data 'ase1 then the individual 'asic data maintained inSAP in the category Gnsolicited ApplicantE +ill 'e used!"n case the vacancy is to 'e filled from e)isting officers1 then consideration set +ill 'e generated from theemployee data 'ase maintained in SAP!

#mployee referral cases +ill 'e identified from the applicant=s data! The format +ill contain a field tocapture #mployee Personnel um'er and ame in case of direct recommendation from any officer of"nlogistics!!

Recruitment Instrument$ecruitment instruments are the modes through +hich the vacancy is advertised! #very *o' advertisementis pu'lished in the recruitment instrument! $ecruitment instruments are classified according to the mediaused!

A contact name and address 4ey can 'e stored for each recruitment instrument! The follo+ing recruitmentinstruments shall 'e maintained for "nlogistics!

I 6ame of Recruitment Medium Address


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Recruitmentinstrument

instrument

&&&&&&&&6 ational dailies Press ThroughCorporate Communication Dept1"(O"ST"CS&&&&&&&&7 (ocal Dailies Press

&&&&&&&&3 $egional dailies Press

&&&&&&&&9 Business Maga5ines Press

&&&&&&&& "(O"ST"CS Mailer (otus otes

&&&&&&&&% @o' Portals "nternet .*o'portals/

e'site address for various *o'portals

&&&&&&&&; B8Schools Campus B8Schools

&&&&&&&&< #ngineering Colleges Campus #ngineering Colleges

K The list of institutes for campus recruitment is to 'e revisited every year on the 'asis of ran4ingdone for B8Schools 2 #ngineering Colleges!

K The lists of mediums , instrument are to 'e configured!K $ecruitment Administrator shall decide the appropriate recruitment instrument for each vacancy

and then create the advertisement in the system and assign vacancies to each!

A!!licant (rou!An applicant group is used to group together applicants on the 'asis of the type of +or4 relationship for

+hich they have applied! The applicant class is a characteristic of the applicant group! The applicant classindicates +hether the applicant is internal .applicant class P/ or e)ternal .applicant class AP/

The applicant groups to 'e used in "(O"ST"CS are ta'ulated as 'elo+:

APP)ICA6T (R;P C'CHAR51

APP).(R;PT'T CHAR527 APP)ICA6T C)ASS

6! on Officers AP

7! #mployee $eferral AP

3! Campus AP

9! #mployee ard AP

! Through Consultant AP

%! Through roup H$ AP

;! "nternal #mployee P

<! #)ternal reference AP

>! eneral Applicant AP

A! Gnsolicited Applicant AP

;nsolicited A!!licant (rou!The unsolicited applicant group +ill 'e used to classify the applications received +ithout reference to aspecific vacancy or advertisement!"t is mandatory for an applicant to 'e assigned either to unsolicited Applicant roup or Advertisement!

C'6;M5"

;6S)ICIT' APP)ICA6T(R;P T'TCHAR527

AMI6ISTRATR C' CHAR5"






&&6 H$M H$2"$ $H

&&7 H$M H$"

&&3 H$M (#A(

&&9 H$M #STAB("S#M#T

A!!licant Status,"n the recruitment process1 an application is received 'y the organi5ation! On receipt of the application1the recruitment officer evaluates it for the suita'ility at t+o levels1

• hether the applicant is of interest to the company at all!

• "f yes1 then for +hich particular vacancy or position he 2 she are to 'e processed!

The a'ove situation is reflected in the SAP system 'y assigning an application status to the application!All applications received are assigned an application status1 for the various stages of processing! Thereare t+o 4inds of application status!

3erall Status,This is the overall status of the application! This overall status reflects the nature of the company=sinterest in the application at the glo'al level!-or e)ample1 if the status is "n ProcessE1 the application can 'e assigned to one or more vacancies1depending on the suita'ility of the candidate! "f this status is $e*ectedE1 the applicant is not suita'le forany vacant position! Only one overall status is maintained in the system per applicant!

acanc& Status,The vacancy status monitors the status of the application +ith respect to each vacancy assignment! Thisis the status of the applicant +ith respect to each vacancy assignment! The applicant may 'e suita'le forseveral vacancies in the organi5ation and hence several vacancy statuses may 'e maintained! The valueof vacancy status depends on Overall status!

-or e)ample1 "f the overall status is $e*ectedE1 the vacancy status cannot 'e "n FProcessEThe follo+ing status shall 'e maintained in the system:

Code 1A56 A!!licant Status Tet 27 C*ar

6! "n Process

7! On Hold

3! $e*ected

9! Selected

! Offer letter issued

%! Offer re*ected

;! Appt! letter issued

<! To 'e hired

A!!licant Status ReasonStatus reason shall 'e maintained for Application status! #ach application status is assigned to relatedreasons!A status reason can 'e assigned individually to 'oth the overall status and the vacancy assignment status

+hich is useful to trac4 applications!

Admissi'le com'ination of Applicant status to reason shall 'e maintained! These are as follo+s:






Status A!!licant status SR Status Reason

6 "n process &6 Gnder Scrutiny .-or internal application/

6 "n Process &7 "nitial Data #ntry

6 "n process &3 -inali5ation of Panel 2 Schedule of intervie+

6 "n process &9 Gnder ritten Test

6 "n process & Gnder Telephonic "ntervie+

6 "n process &% Called for "ntervie+

6 "n process &; #ntry of assessment form

6 "n process &< Medical Test A+aited

6 "n process &> Salary negotiation Stage

6 "n process 66 To offer (O"

6 "n process 67 To offer appointment letter

6 "n process 6& To prepare Office Order 2 Circular

7 On Hold 63 aitlisted

7 On Hold 69 ot +illing to relocate

7 On Hold 6 -ree5e on employment

7 On Hold 6% A+aiting 'usiness 2 gro+th plan

7 On Hold 6; Credentials to 'e e)plored

7 On Hold 6< Cancel ritten Test

7 On Hold 6> Cancel Telephonic "ntervie+

7 On Hold 7& Cancel -unctional "ntervie+

3 $e*ected 76 "nsufficient s4ills

3 $e*ected 77 Over0ualified

3 $e*ected 73 Gnder ualified

3 $e*ected 79 (ess #)perience

3 $e*ected 7 Medically unfit

3 $e*ected 7% ot +illing to relocate

3 $e*ected 7; Gnsatisfactory reference chec4

3 $e*ected 7< Salary Mismatch

3 $e*ected 7> Offer $e*ected 'y applicant

9 Selected 3& Selected

% Offer letter issued 36 Suita'le for the position; Offer declined 37 (ess salary

; Offer declined 33 Personal reasons

< Appt! letter issued 39 Offer letter accepted

> To 'e Hired 3 To 'e Hired

A!!licant ActionThe Applicant Action serves as a record of all applicant actions carried out for an applicant!


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The Applicant Actions to 'e carried out for "nlogistics are as follo+s:

Code A!!licant Actions

&6 "nitial data entry

&7 Call for +ritten test

&3 $eschedule +ritten test

&9 Cancel +ritten test

& Call for telephonic intervie+

&% $eschedule telephonic intervie+

&; Cancel telephonic intervie+

&< Call for functional intervie+

&> $eschedule functional intervie+

6& Cancel functional intervie+

66 Applicant appraisal

67 Select applicant

63 Put applicant in Panel

69 $e*ect applicant

6 "nitiate offer letter

6% "nitiate appointment letter

6; Prepare for hiring

6< Offer declined 'y the applicant

Admissi'le com'ination of Applicant status to reason shall 'e maintained! These are as follo+s:Code A!!licant Actions Code A!!licant status

&6 "nitial data entry 6 "n process

&7 Call for +ritten test 6 "n process

&3 $eschedule +ritten test 6 "n process

&9 Cancel +ritten test 7 On Hold

& Call for telephonic intervie+ 6 "n process

&% $eschedule telephonic intervie+ 6 "n process

&; Cancel telephonic intervie+ 7 On Hold

&< Call for functional intervie+ 6 "n process

&> $eschedule functional intervie+ 6 "n process

6& Cancel functional intervie+ 7 On Hold

66 Applicant appraisal 6 "n process

67 Select applicant 9 Selected

63 Put applicant in Panel 6 "n process

69 $e*ect applicant 3 $e*ected

6 "nitiate offer letter Offer letter issued

6% "nitiate appointment letter ; Appt! letter issued






Code A!!licant Actions Code A!!licant status

6; Prepare for hiring < To 'e hired

6< Offer re*ected 'y the applicant % Offer re*ected

)ist of info t&!es for A!!licant Actions:

Info T&!e Remar?s

9&&& Applicant "nfo type: Serves as a record of all applicant actions carried out for an applicant

9&&6 Application "nfotype: Store information on +hether an application +as made in responseto an advertisement1 or is an unsolicited application

9&&7 Assign the applicant to a vacancy

9&&3 Applicant Activities "nfotype

9&&9 Status of Applicant Activity

A!!licant Acti3itiesApplicant Activities can 'e used to enter the activities that have 'een created for an applicant!Activities carried out for an applicant +ithin a selection procedure are entered1 logged and planned in the$ecruitment system 'y means of applicant activities!

ActionI 2c*ar

ACTI6 ACTIITD C'

ACTIITDSHRT

ACTIITD )6(

&6 "nitial data entry &&6 "nitiated "nitiated

&7 Call for +ritten test &&7 "nvite Applicant8T "nvite applicant for rittenTest

&3 $eschedule +ritten test &&3 "ntimate reschedule8

T

"ntimate applicants

regarding reschedule&9 Cancel +ritten test &&9 "ntimate cancellation8

T"ntimate applicantsregarding cancellation

& Call for telephonic intervie+ && "nvite Applicant8T" "nvite applicant forTelephonic "ntervie+

&% $eschedule telephonicintervie+

&&% "ntimate reschedule8T" "ntimate applicantsregarding reschedule

&; Cancel telephonic intervie+ &&; "ntimate cancellation8T"

"ntimate applicantsregarding cancellation

&< Call for functional intervie+ &&< "nvite Applicant8-" "nvite applicant forTelephonic "ntervie+

&> $eschedule functionalintervie+

&&> "ntimate reschedule8-" "ntimate applicantsregarding reschedule

6& Cancel functional intervie+ &6& "ntimate cancellation8-"

"ntimate applicantsregarding cancellation

66 Applicant appraisal &66 -ill applicant appraisal -illing applicant appraisalform

67 Select applicant &67 App selected Applicant selected

63 Put applicant in Panel &63 App in panel Applicant in panel

69 $e*ect applicant &69 App $e*ected Applicant $e*ected

6 "nitiate offer letter &6 Prepare Offer Prepare offer letter






ActionI 2c*ar

ACTI6 ACTIITD C'

ACTIITDSHRT

ACTIITD )6(

6% "nitiate appointment letter &6% Prepare App! Prepare appointmentletter

6; Prepare for hiring &6; To hire To hire

6< Offer re*ected 'y theapplicant

&6< Offer re*ected Offer re*ected

6> (etter of "ntent &6> (etter of "ntent (etter of "ntent

7& Medical chec4up letter &7& Medical Chec4 up Prepare medical chec4upletter

76 Surety Bond &76 Surety Bond Surety Bond

77 Trainee Bond &77 Trainee Bond Trainee Bond

73 Appointment letter &73 Appointment letter Appointment letter

79 Trainee "nduction letter &79 Trainee "nduction letter Trainee "nduction letter

1.-=.1 Pur!ose1.-=.2 Process lo+ C*artone

1.-=." escri!tion of Process1.-=.- Prere4uisitesone

1.-=.9 Standard Re!orts in SAP


6 Total *oining .Month and year +ise/ SPH>9%&&&773 8 ##s #ntered and (eft

7 $ecruitment cost SAH$%6&66< 8 $ecruitment "nstruments

3 $ecruitment time o SAP standard report availa'le 'ut user cancollect the re0uired data from Applicant Actioninfo type 9&&&

9 ?acancies SAH$%6&66% 8 ?acancies

Organi5ation Chart .Department1 Gnit andB +ise/

PPOSO(D

1.-=.: '!lanations of unctions and '3ents

Same as a'ove

1.-=.< S!ecial r$ani%ational Considerations

eneration of Manpo+er Plan as a report


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1.-=.> C*an$es to 'istin$ r$ani%ation !rocesses

Applicant Status to 'e maintained in the system at all points of time

1.-=.= escri!tion of unctional eficits

-ollo+ings are the deficits o'served:

• Travel reim'ursement not captured in SAP standard info type

• Details of dependents to 'e covered under roup medical policy is not captured in SAP

standard

1.97 Inte$ration Considerations

$ecruitment +ill 'e directly lin4ed +ith PA module for converting applicants into employees!

1.91 .R.I.C.' e3elo!ment Re4uirements

-ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out:

S.6o

bject bject T&!e

6 Gpload program for uploading specifications details for each position in infotype 6&&7 against each ne+ su'type created

(SM

7 (etter of intent as per "(O"ST"CS format Script2Smart -orm

Appointment letter along +ith code of conduct as per "(O"ST"CS format Script2Smart -orm

1.92 Aut*ori%ation Re4uirements

Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is'een prepared 'y "(O"ST"CS core team!

11. Tra3el and '!ense Mana$ement

"n this competitive +orld of 'usiness environment1 travel is a necessary and e)pensive part of life! "t is notsurprising that in such a tight and unprecedented economy more and more companies are see4ing +ays

to reduce necessary travel cost! "t provides end to end solution for managing 'usiness trip! Travelmanagement 'ecomes efficient in accounting cycle and up to date cost information result in 'etter cashflo+ along +ith faster reim'ursement!

Travel Management Process in SAP is to ensure that all the necessary details a'out a Business trip arecaptured to facilitate smooth transactions and avoiding data redundancy and data inaccuracy! TravelManagement process also ensures that necessary information 2 data needed for other SAP su'8modulesare captured!


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Bac?$round,

This process is an integrated management of all processes involved in a 'usiness trip and the travele)penses incurred! The process includes the entire procedure of creating a trip1 accounting the travele)penses and the posting of travel e)penses in -inancial Accounting .-"/ and clearing in controlling .CO/!

1.9" Current Business Process

Process of Business Tra3el and its A!!licabilit&

All the travel re0uirements of the employees are handled 'y the Administration departments , -inanceDepartments!Types of travel +hich are applica'le to all the employees as a part of his2her responsi'ilities are:

a/ Domestic Travel'/ "ntra City Travel .(ocal Conveyance 'y Self Car Boo4ing2Company Car Boo4ing/c/ -ield Travel

Re4uest for omestic Tra3el

Any employee +ho has to underta4e domestic travel .air2'us2train/ as a part his2her official responsi'ilitieshas to fill the Travel $e0uisition -orm .T$-/ and for+ard the same to the -acilities department dulyauthori5ed 'y the respective Head of the Department! The T$- should 'e complete +ith all the detailsli4e details of the travel1 details li4e the location1 department1 client process1 grade etc!

#ntitlements:

Boardin$ F )od$in$a/ The 'oarding , lodging limits1 mode of travel1 incidental charges and other details as per the companypolicy! Actual1 over and a'ove the entitlement can 'e claimed on specific recommendation of HOD!Su'*ect to approval of C#O'/ Permission for Air Travel 2Travel 'y Ta)i or any other economical means may 'e given 'y the C#O tonon8eligi'le personnel if e)igency of +or4 *ustifies the same!c/ The amount to+ards accommodation +ill 'e claimed only on production of 'ills up to a ma)imummentioned against each category!d/ The amount on accommodation does not include ta)es on room rent!e/ All employees should settle their hotel 'ills prior to chec4ing out!

1.9- Solution in SAP

Business processes of "nlogistics consist of numerous functions +hich are 'eing mapped in SAP as perthe re0uirements put forth 'y Core Team Mem'ers!

-eatures of Travel Management Process at "nlogistics:


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• #mployee initiates the Travel $e0uest +ith full details of itinerary .Date of travel1 Source 2

Destination1 Preferred time1 Accommodation re0uest1 ?ehicle re0uest1 Travel advance re0uest ,respective Cost Center! #mployee can edit 2 delete the travel re0uests also!

• Travel re0uest is su'*ect to the defined approval8cycle1 'ased on the Business process!

• #mployees are entitled for per8diem allo+ance 'ased on the defined trip schema!

• Tic4et Cost8'oo4ing shall 'e done directly in appropriate ( accounts through the -inance

module!

• Tic4et $escheduling 2 Cancellation process shall 'e 4ept outside the previe+ of SAP Travel

Management!

Some of these functions are addressed 'y SAP Travel Management and rest1 since they are notaddressed 'y SAP Travel Management are outside the scope of Travel Management implementation!Precise distri'ution of the same is descri'ed 'elo+!

The follo+ing processes are considered: 8

• Travel $e0uest for employees of "nlogistics

• Travel #)pense $eim'ursement for employees of "nlogistics

• Posting of travel e)penses to SAP -"

• or4flo+ processes for travel re0uest and e)pense approvals

The follo+ing processes have not 'een considered:8

• Boo4ing of guest house 2 hotel room1 air 2 train tic4ets and other services 'y Travel8des4!

• Posting of vendor8invoices! Manual posting to SAP -" +ould 'e done!

• Posting of travel advance amount! Manual postings to SAP -" +ould 'e done!

• Travel advance8'alance recovery! Manual postings to SAP -" +ould 'e done!

Tra3el Re4uest Process,

#mployees are e)pected to create a travel re0uest through #SS 'efore travelling!


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Tri$$er

• Travel re0uest is raised through #mployee self services

Prere4uisites

• Trip area1 Trip activity1 Advance1 estimated cost1 Cost centre!

Tra3el '!ense Reimbursement,

#mployees after completing their travel1 create travel e)pense report through #mployee self services!


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Time1 date , destination of travel

Travel re0uest

By employee

On approval

On re*ection

otification to #mplo

otification to #mploye

$e0uest for Car1 Tic4ets1Accommodation1 Special re0uest1Advance

otification to travel d




Tri$$er

hen the employee raises trip e)penses after coming from the trip through #SS

Prere4uisites

#)penses incurred during travel to have 'een captured as e)pense types!

Tra3el '!ense Postin$,

The travel e)pense report on 'eing settled is then sent for posting to financial accounting!



Trip e)penses $aised 'y employee

Approved.Superior/

Q2

Settled

Posting to -"2CO

Trip facts $e*ected




Tri$$er

After settlement the travel e)pense are then posted to accounts!

Prere4uisites

Settled travel e)pense report!

'm!lo&ee(rou!in$s Acti3it& T&!es Reasons Tri! Sc*ema

Allemployeegroups Meetings Domestic

Transfer (ocal .ith8in City8O+n Car/

Deputation(ocal .ith8in City8CompanyCar/

Training

Others



Travel #)penses"ncurred

Posting to-" 2 CO

#mployee

Advance

Travel Request

advance

Advance paid

Approval

Settlement

Balancepaid

Approval






$e0uest for Modification2Cancellation #mployee Mail to $eporting

3 Approves2$e*ects Supervisor

Tri! Settlement

6 Select the travel record and Trip Schema #mployee

#nter e)pense type

#nter amount Sends to $eporting Boss for approval

Approves2$e*ects $eporting Boss Sends to -inance for Approval

Approves2$e*ects -inance Posts to -inance

7"- modifications or amount claimeddoesn=t supported +ith 'ills

Modifies the claim amount and ma4e thenecessary ad*ustment -inance

Posts to -inance! "ntimates toemployee over mail .Manual/

1.9-.1 Pur!ose

Online su'mission of claims and their reim'ursement , settlement!

1.9-.2 Process lo+ C*art

Diagrammatic representation of the process is sho+n 'elo+!



TRA') MA6A('M'6T

Travel request Approval

Completionof #)pense$eport

Approval,settlement ofe)penses -"2CO

Traveler Superior Traveler Approver Posting

Payment2 Deduction




11.1.1 escri!tion of Process

• Travel re0uest is an entry scenario of travel management that accompanies the +hole process of

company 'usiness! "t handles the re0uest electronically that can 'e sent from the SAP system tothe respective superior for approval! -ollo+ing details are ta4en care:

• Destination

o Date and time of departure

o Air Tic4ets

o $ail Tic4ets

o Advance re0uired

o Other information

• On approval from the superior1 the details raised 'y the employees are sent to the Travel des4 for

providing the re0uired services! This travel re0uest in turn generates a uni0ue num'er called theTrip um'er!

• The travel des4 gets the 'oo4ings done for travel8tic4ets 2 accommodation 2 other travel services

etc1 through travel agents! Travel des4 to provide uni0ue trip num'ers to the travel agents!

• The employee collects advance from cash office! Advance re0uested 'y the employee is paid

through SAP -" 2 CO! RThis process ta4es place 'y posting the advance amount to SAP -"2CO!

The Travel #)penses function allo+s the employee to settle the travel e)penses incurred during the'usiness trips efficiently! The e)pense receipts are entered1 chec4ed1 and settled centrally 'y the#)penses department!

The travelers enter the data themselves +ith a central monitoring of the trip facts and information!

• After the trip has 'een ta4en1 the traveler completes his or her travel e)pense report1 including all

necessary data and documents!

• The travel e)pense report is sent to the superior for approval1 after +hich the same reaches the

e)penses department for settlement +ith financial accounting!

• The e)penses department then chec4s the travel e)pense report1 the original documents and

receipts! The trip is then settled and Travel e)pense results are then posted and amount istransferred to financial accounting for final payment!

• $eim'ursements to employee can ta4e place through SAP -"!

The amount incurred during the trip and the advances raised through travel re0uest are captured infinancial accounting!






• Once the advances are raised through travel re0uest on approval are manually

posted in financial accounting!

• The payment of reim'ursement amounts to employee can ta4e place through -"!

• "f a planned trip1 for +hich an advance has 'een paid1 does not ta4e place1 or if the

travel e)pense report for a trip1 for +hich an advance has 'een paid1 is re*ected1 thenthe trip advance has to 'e cancelled! The trip advance is to 'e su'mitted to cashoffice 'y the employee and reversal8entries to 'e done in -" manually!

• To the Travel e)pense types1 +age types are assigned +hich in turn are lin4ed +ith

sym'olic accounts!

-inally these sym'olic accounts are assigned to e)pense accounts2clearing accounts in financialaccounting!

Any expense which is to be claimed from the employee can be taken care in FI.

1.9-." Prere4uisites

Travel Privileges infotype &&6; should 'e maintained!

1.9-.- Standard Re!orts in SAP


Overvie+ of Planned Trips SAH$%6&6%7<<

Cost Assignment for Trip SAH$%6&6%9&9

Trip $eceipts SAH$%6&6%9&7

Travel #)pense $eporting 'y Period SAH$%6&6%9&<

1.99 Inte$ration Considerations

Travel management is integrated +ith -"CO module in #CC for the claims posting and theirreim'ursement!

1.9: .R.I.C.' e3elo!ment Re4uirements

-ollo+ings are the list of ne+ development 2 enhancement that needs to 'e carried out:


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S. 6o bject bject T&!e

6! #ligi'ility of travel amount 'ased on #mployee Su'groups BAD" #nhancement2Gser#)it 'ased on the feasibilit&c*ec?ed in Reali%ation.

7! Calculation of amount 'ased on the LMs traveled 'ased on the#mployee Su'groups

BAD" #nhancement2Gser#)it 'ased on the feasibilit&c*ec?ed in Reali%ation.

1.9< Aut*ori%ation

Specific and Customi5ed authori5ation re0uired that +ill 'e finali5ed in the reali5ation phase as the data is'een prepared 'y "nlogistics core team as applica'le!

1.9> (a! Anal&sis

"t can 'e referred from -$"C#!


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11.1.2 (eneral Process etails 'm!lo&ee Self Ser3ices

'SS Process#mployee Self Service .#SS/ Applications allo+ employees to vie+ 'enefits1 update personal information1su'mit time cards1 ma4e vacation re0uests1 and re0uest travel e)pense reim'ursement from their e''ro+sers! The #SS Applications free human resources staff to deal +ith more comple) tas4s!

#SS is an effective means for providing real8time access and data maintenance capa'ilities to the sourceor o+ner of the data! "t has the a'ility to offload much of the data entry and related customer serviceactivities that may 'e typically performed in an organi5ationJs human resources1 payroll1 'enefits andpurchasing departments!

#mployees +ould 'e a'le to access the #SS portal from any computer +ith "nternet access and +ithin"nlogistics through the "nlogistics "ntranet!

#SS has to 'e a single +indo+ for employees to get an access to and manage their data in the H$systems!

(eneral '!lanations,

#SS is a user friendly tool to ma4e data access to all the employees 'ased on the level of employees!The tool reduces some of the cum'ersome activities +hich are to 'e follo+ed 'y the Human $esourceDepartment of an organi5ation1 li4e filling of employee details1 maintaining of leave ta4en and updatingleave 'alances1 sending of pay slip to each and individual employee etc!

'!lanations of unctions and '3ents,

#mployees should 'e a'le to ta4e care of the follo+ing processes2 activities through #SS portal!

6! ?ie+ Company related relevant information.ho=s ho/7! ?ie+ Personal "nformation3! (eave Management System9! Performance Management System.Appraisal Documents/! Training and #vent Management System%! Travel and #)pense Management

Process,

Cor!orate InformationMana$ement M

?ie+ Company related information

Display organi5ational chart

Personal InformationMana$ement PA ?ie+ personal information

?ie+ address

?ie+ family status


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?ie+ 'an4 details

Time Mana$ement TM Su'mit (eave $e0uest

Cancel (eave $e0uest

Display (eave 'alance

Display availed leave details

Display attendance report

Su'mit attendance re0uest

Performance Mana$ementS&stem P

"nitiation of Performance O'*ective Setting activity

Selection of Appraisal document

Define and Set o'*ectives in the Appraisal document

-illing of eightage and $atings 'y the employee

Changes in O'*ectives1 eightage in appraisal document after completion

of one cycleTrac4ing the application

Trainin$ and '3entMana$ement T'M

Display 'usiness event catalog .Training History etc!/

Attendee Boo4ing for the Training event

Cancel Attendance for the Training event

Attendee Appraisal

Tra3el and '!enseMana$ement TM

Travel $e0uest

Travel #)pense report creation

Cancellation of $e0uest

Chec4 $e0uest

C*an$es to 'istin$ r$ani%ation !rocesses,

• Online vie+ing of employee=s o+n data 'ased on the authori5ations!

• Online application of (eaves and online approval 'y supervisor and auto updating of uota!

• Online vie+ing of organi5ational information!

• Online filling of Appraisal document!

• Online 'oo4ing and trac4ing of Training events!

• Online Travel $e0uest!

escri!tion of Im!ro3ements,#mployees can ta4e care of their o+n day to day transactional +or4 'y themselves! The H$ departmentsare freed up from many of the routine1 day8to8day processing functions! Overall1 service levels andefficiency increase and costs per transaction are drastically reduced!

Solution in SAP

All the #SS functionalities re0uired at "nlogistics +ill 'e met through the standard Business Pac4age for#mployee Self8Service!


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The Business Pac4age for #mployee Self8Service ena'les employees to create1 display1 and change theiro+n H$8related data in the #nterprise Portal! "t covers data from various 'usiness areas: or4ing Time1#mployee Search1 Personal "nformation1 Performance Management1 Travel and #)pense Managementand Corporate "nformation!

This 'usiness pac4age is intended for all company employees! By giving your employees access to theiro+n data1 you simplify and standardi5e human resource processes and free up your H$ department forstrategically important tas4s!

Leave Management System (LMS)

(MS is an online leave application system through +hich employees of an enterprise apply for leavere0uest and do other related functions in #mployee self service on +e' ena'led portal!

(eave approval for the applied re0uest ta4es place 'y the approver through Manager=s self service on +e' ena'led portal!The Leave Re!est function comprises the follo+ing areas:

Creation of leave re0uest 'y employee

-or+arding of re0uest to manager for approval

Controlling of deletion and cancellation processes

Status trac4ing and monitoring

Posting of a'sences to the 'ac4end system

#mployees can use the Leave Re!est service to re0uest 'oth a'sences .infotype 7&&6/ andattendances .infotype 7&&7/! This means that employees can also process records of the Attendancesinfotype .7&&7/ that have the 0uality of an a'sence in your company1 such as Comp off etc!

eatures

)ea3e Re4uest,This e' application provides your employees +ith many functions to simplify planning and recordingtheir a'sences! All functions can 'e accessed from the homepage of the e' application!

#mployees can re0uest leave and other a'sences and enter notifications of sic4ness and othera'sences that do not re0uire approval!

The Team "alendar ena'les employees to chec4 their desired periods of leave against otherteam mem'ersJ leave!

The "alendar gives employees a practical three8month overvie+ of their 'oo4ed and re0uesteda'sences!

The Absences #verview ena'les employees to vie+ their a'sences and trac4 the status of theirre0uests!


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#mployees can cancel1 shorten or lengthen a'sences! To do this1 they select the relevanta'sence from the Absences #verview in the Team "alendar or "alendar.

The Time Acco!nts function provides employees +ith an overvie+ of their a'sence entitlementsand attendance approvals! This means that you can chec4 your remaining entitlement 'eforeentering a leave re0uest!

This function also e)ists as a standalone e' application!

The information displayed in the Team "alendar$ Absences #verview$ and Time Acco!nts is onlyupdated after an employee has su'mitted a leave re0uest!

)ea3e A!!ro3e5Reject,

This e' application provides H$ managers or other authori5ed persons +ith all the functions theyre0uire to chec4 and approve leave re0uests!

This e' application is part of the %!siness &ackage for 'mployee (elf)(ervice since it uses the samefunctions as the #mployee Self8Service application1 Leave Re!est and cannot 'e implemented on itso+n! Ho+ever1 it is for use in Manager (elf)(ervice.

The worklist provides the approver +ith a list of all the a'sences he or she needs to approve! Byselecting an a'sence1 he or she can approve or re*ect it!

The manager can use the different functions to help him or her determine +hether or not theleave re0uest can 'e approved!

The Team "alendar ena'les the manager to chec4 +hether the employee=s a'sence +ouldcreate a 'ottlenec4 in his or her team!

The Time Acco!nt function provides the manager +ith an overvie+ of an employeeJs leaveentitlements and attendance approvals!

After an employee has made changes to an a'sence1 the approver can trac4 the changes made!

The approver can enter a note stating the reason for approving or re*ecting a re0uest!

Business Process5Re4uirements,

Sr.6o.

Business Process SAP Process

6 Su'mit (eave $e0uest on #SS Standard Process

7 (eave re0uest to "mmediate Boss2Mail "ntimation to"mmediate 'oss

Standard Process






3 (eave approval2re*ection process on the MSS of approver Standard Process

9 Cancel (eave $e0uest 'y Gser itself on #SS Standard Process

Mail "ntimation to user at the time of leave applicationapproval

or4flo+ Process2 Customi5ation inor4flo+

% Mail "ntimation to user at the time of leave applicationre*ection

or4flo+ Process2 Customi5ation inor4flo+

; Display (eave 'alance to user2Approver on #SS2MSS Standard Process

< Display availed leave details to user2Approver on#SS2MSS

Standard Process

> Display attendance report to user on #SS Standard Process

6& "ncorporation of days limit chec4 for different leave types "M Customi5ation

66 -acilitate the user to apply for half day leave "M Customi5ation

67 (eave data posting Standard Process2 Bac4ground @o'scheduling

A!!lication ate Collision Process,

Collision of leave re0uest dates +ith another leave dates in case of applied1 approved status +ill not 'eta4en into consideration! System +ill consider collision only in case of approved and posted leavere0uests and +ill thro+ the error!

Assum!tions and Considerations,

After successful leave application1 the re0uest +ill 'e for+arded to immediate 'oss for approval2re*ection!$elationship A&&7= in the organi5ational structure of the enterprise +ill 'e ta4en into consideration 'y thestandard functionality of the system!

Re!ortin$ Re4uirements for )MS,


6$eport for the leaveapplication status

Customi5ed transaction code +ill 'e assigned to the standard report$PTA$DB?"#E!






Performance Management System (PMS)

The performance management capa'ilities solution delivered in the SAP #$P Human CapitalManagement 'ring performance feed'ac4 processes to life! The solution supports end8to8end processesthat provide transparency and help to communicate the enterprise strategy1 align initiatives and goalsthroughout the enterprise1 analy5e performance1 and re+ard the +or4force accordingly! The solution ise)tremely adapta'le1 allo+ing you to custom design 'oth the content of your performance feed'ac4documents and processes! These essential features give you and your employees a road map tosuccess1 and *ust as importantly1 set the enterprise on a successful course into the future!

P*ases in PMS,

During the Planning Phase1 goals are esta'lished for the company1 team and employee

.employee goals: individual and competency and development goals/! The $evie+ Phase consists of revie+ing and updating goals!

The Appraisal Phase consists of appraising the individual performance and cali'rating the teamperformance ratings!

'm!lo&ee Self/Ser3ice PMS,

Online O'*ective setting and +eightage for each o'*ective in the appraisal form!

Self Assessment 8 Online self revie+ of set o'*ectives 'y rating each one of them in appraisalform!

Appraiser Assessment 8 Online revie+ and modification of o'*ectives 'y the appraiser!

$evie+er Assessment 8 Online final revie+ of o'*ectives 'y the revie+er in appraisal form!

escri!tion of unction,

#ach appraisal is created using an appraisal model!

The form of appraisal specifies +ho is to appraise +hom!

The appraisal type! This defines the purpose of the appraisal and for +hat it +ill 'e used .if1 fore)ample1 performance or potential is 'eing appraised/!

Appraisal criteria: These define the factors to 'e appraised!

The appraisal scale used for the appraisal model! This specifies the ratings to 'e used for theoverall result of the current appraisal!

All appraisal criteria can 'e given individual +eightings +ithin an appraisal model!

The overall result of these individual results is calculated in the appraisal model on the 'asis ofthe information stored on the appraisal scale1 +eighting etc!

Benefits of online PMS,

Creation of transparency via transformation of person8related data into strategic 4no+ledge ofemployee potential throughout the company!

"nvolvement of managers and employees via structured and process8guided Self8Services

"ncrease of employee motivation 'y sho+ing development potential


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"ntegration: Gsage of already e)isting data in SAP to ena'le integrated management processes!$emoval of paper , e)cel via an integrated system!

Simplification: Gser friendly1 intuitive user interfaces ena'le access to the data for employees andmanagers!

12. (eneral Process etails Mana$er Self Ser3ice

MSS Process

(eneral '!lanations,

Manager=s need to vie+ many 4ind of data 'ased on their day to day activities li4e su'ordinate=s leavere0uest1 Manager=s personal data and many more data related to their o+n department! MSS ena'lesmanagers to easily access Manager=s data under their department 'ased on the role of the manager!

'!lanations of unctions and '3ents,

Manager=s Self Service .MSS/ Applications allo+ managers to vie+ personal information1 approve timecards1 vacation re0uests1 training1 sourcing1 employee appraisals etc! from their e' 'ro+sers! The MSSApplication helps the Managers to ta4e care of various approvals and vie+ records of Manager +horeport to them in a very convenient manner!

MSS is an effective means for providing real8time data to the managers! Managers +ould 'e a'le toaccess the MSS portal from any computer +ith "nternet access and +ithin "nlogistics through the"nlogistics "ntranet!

MSS has to 'e a single +indo+ for managers to get an access to and manage the data of their Managerin the H$ systems strongly supported 'y +or4flo+s!

Process,

HR Process 5 Area escri!tion Mana$er Self Ser3ice

Time and Attendance Allo+ managers todisplay attendance

information for theManager in their area ofresponsi'ilities

Team Calendar

Approve OD

Approving (eave $e0uestsAttendance Overvie+

$eminder of Dates

A'sence Days

Detail ?ie+ Attendances

'm!lo&ee Re3ie+ Allo+ managers todisplay differentemployee data

eneral Data

A'sence Days

Personal Data






HR Process 5 Area escri!tion Mana$er Self Ser3ice

#mergency Contact

Appraisals

ualifications

Appraisal Overvie+

#dit Appraisals

Tra3el and '!enses Allo+ managers todisplayTravel re0uest relatedinformation in theirareas of responsi'ility

Approval2Cancellation of travel re0uest

Approval2Cancellation of travel e)pensesummary sheet

?ie+ history

C*an$es to 'istin$ r$ani%ation !rocesses,• Online vie+ing of Manager=s o+n data and other Manager=s data 'ased on the employee level

• Online application of (eaves and online approval 'y supervisor and auto updating of uota

• Online appraisal

• Online vie+ing of organi5ational information

• Online approval2cancellation of travel re0uest

escri!tion of Im!ro3ements,

Manager can ta4e care of their o+n day to day transactional +or4 'y themselves! The H$ departmentsare freed up from many of the routine1 day8to8day processing functions! Overall1 service levels andefficiency increase and costs per transaction are drastically reduced!

Solution in SAPAll the MSS functionalities re0uired at "nlogistics +ill 'e met through the standard Business Pac4age forManager=s Self8Service!

The Business Pac4age for Manager=s Self8Service ena'les Manager to create1 display and change theiro+n H$8related data in the #nterprise Portal! "t covers data from various 'usiness areas: or4ing Time1#mployee Search1 Personal "nformation1 Travel and #)penses and Corporate "nformation!

This 'usiness pac4age is intended for all company Manager! By giving your Manager access to their o+ndata1 you simplify and standardi5e human resource processes and free up your H$ department forstrategically important tas4s!

1". Re!orts Ma!!in$



