If you are capturing various as-is HR Processes at your clients company and would like to understand various data

changes that happen during each process, then the below grid would be very helpful for you.

If you want to know what is AS-IS documents, process, read below: What a funcional Consultant does during AS-IS process? 1) Attends a series of meeting with the client - mainly to capture the organizational structure of the company, the different work schedules, leave types, pay scales, etc. The ob ective of these meetings is to the gather the e!isting "# processes and structure of the company $) %epending on what modules of &A' "# are being implemented, different (uestions need to be put forward to the client. A complete set of )lueprinting (uestions can be found here.

*) 'repares the business blue printing +))') documents describing the complete A&-,& process -) .low charts should be included in the as-is blue print process flow document describing the complete process. /) 0e!t is the T1-)2 process that will be implemented in &A'. This is based on the decision the pro ect group arrives at taking into consideration the e!isting processes in the company and the functionality that &A' provides. ,t still awaits approval from the management. 3) After that there will be some things which cannot be implemented in &A', the gaps are identified. These gaps are to be documented in white paper for the client and would presented to an audience chosen by the pro ect manager.

!"##$%&'

(lueprinting - )etermining $nterprise and Personnel 'tructure

P"'&$) (*

Ananth TM on 10:57 AM under (lueprint, P+

)uring (lueprinting what rules would you use to determine the enterprise and personnel structure you need ,or )etermining Personnel +reas used by Payroll to identify the specific agency for whom the employee works + !ompany !ode can include one or more Personnel +reas
Personnel +rea is important for selecting dates for reporting Personnel areas determine where wages and salaries are posted and from where they are

paid &here are five key elements that determine an employees Personnel 'u barea assignment. !alendar assignment . Relationship to the state /regular vs. temp vs. elected vs. contractor0 . 1uota accrual rules2re3uirements . 4ork schedule rule /to restrict the available work schedules0 . 4orking period /which defines "vertime period0 &o determine the number of $mployee groups you need $mployee 'tatus /Retired, active, etc0 $mployee5s relationship to the !ompany /!ontractor, associate, etc0
(usiness rules for calculating leave Personnel calculation rules for managing employee pay Provides benefit eligibility

&o determine the number of $mployee sub groups you need ,ull-time2part-time statuses whether employee is sub6ect to ,7'+/,air 7abor 'tandards +ct0 or not
)ifferent payroll procedures for different sub groups /defined in P!R0

)ecisioning on Payroll +rea

 Payroll area is decisioned based on the payroll cycle /period and day0
8 !"##$%&'

1uestionairre to be used during (lueprint stage

P"'&$) (*

Ananth TM on 4:21 PM under basics, (lueprint

Organizational Units 1- 80 Please, provide details about your company5s organi9ational structure /Reporting Hierarchy0. +1- :0 +re all organi9ational units assumed to be departments or are there regions in their org chart; +1- <0 Please, provide a list of your company5s organi9ational units /e.g. departments0. +1- =0 )oes your company have different locations /e.g., individual departments are located e>ternally0; +lternatively, do any of your employees work on e>ternal work places; &hen you need address information for the correspondence. +1- ?0 )oes each of your organi9ational unit represent a department or organi9ational units, which represent departments with subordinated organi9ational units, which represent groups; +1- @0 +re there any organi9ational units and positions within your organi9ational plan, which are not part of the normal reporting hierarchy /staff0 and which report directly to higher organi9ational units or positions; +1- A0 "rgani9ational units and positions can relate to !ost !enters. Provide a list of the assignments. +Jobs 1- 80 Provide a list of your company5s 6obs /e.g. secretary, manager0. How many 6obs e>ist; +1- :0 )efine and document 6ob codes. +1- <0 )o 6ob descriptions already e>ist or do they need to be set up; Positions1uestions-

1- 80 Provide a list of your company5s position /e.g. department secretary, HR manager0. +1- :0 )o Position descriptions already e>ist or do they need to be set up; +1- <0 )o you automatically report your vacant positions to recruitment; If not, will you set up every unoccupied position to vacant; +- 1- =0 )o you maintain employee group and employee subgroup information on positions within your organi9ational plan; +- 1- ?0 "rgani9ational units and positions can relate to !ost !enters. Provide a list of the assignments. +Tasks 1- 80 )o tasks describing 6obs and2or positions already e>ist or do they need to be set up; +1- :0 Provide a list of your company5s tasks /e.g. administration tasks, HR tasks0. In case you are using tasks for your 6ob descriptions. +1- <0 If your organi9ation plans to use tasks, identify any groups of tasks that are routinely performed together, so that they can catalogued as a task group. +Personnel Management 1- How many personnel areas are there; $>planation- &ypically, an organi9ation must divide its employees for various reasons, e.g. administration, personnel records access and reporting. *ou can make this separation at both the enterprise structure /e.g. geographic, functional0 and the personnel structure /e.g. different categories of employees0 levels. &his must be considered in reference to the financial2costing /,I2!"0 structures. +- 1- :0 )escribe the structure of your organi9ation. !onsider countries, locations, legal entities, payrolls, union2agreements etc. Personnel +rea1uestions1- 80 In '+P, should your enterprise be hierarchically structured using personnel areas and sub areas. +- 1- :0 4ithin each legal entity, divide your workforce into logical groups /personnel areas0 which used primarily for reporting and authori9ations. $>planation- +t least one personnel area is re3uired for each legal entity /company code0. +-

Personnel S b Area 1- 80 )ivide each personnel area into logical personnel subs areas. $>planation- &he employees in each personnel sub area will typically share the same public holiday calendar, payroll and time-related rules. +!m"lo#ee $ro " 1- 80 7ist the employee groups that your company uses. $>planation- $mployee groups allow you to divide employees into different categories. $mployee groups used to generate default data for payroll accounting serve as selection criteria for reporting and constitute an authori9ation check. +!m"lo#ee S bgro " 1- 80 7ist the employee subgroups that your company uses. $>planation- $mployee subgroups also allow you to divide employees into different categories. /$.g. +ctive, Permanent, Part &ime0. $mployee subgroups also used to determine security access and selection criteria for reporting. In addition, these employee combinations will typically share the same payroll, benefits and time-related rules. 7ist the employee subgroups that your company uses. +- 1- :0 ,or which parts of your organi9ation should integration of organi9ation management and personnel administration /P+0 apply; $>planation- )ivide further to your workforce into logical groups /e.g. divisions, departments, sections0 and to produce organi9ational charts, you need to integrate organi9ation management with personnel administration. ,or which parts of your organi9ation should integration apply; +1- <0 If "rgani9ation #anagement not used, it is still possible to record organi9ation units, positions and 6obs in personnel administration /P+0. Provide this organi9ational data. +- Payroll +rea1uestions1- 80 4hich Payroll +reas need to be set up for your organi9ation; $>planation- &ypically, Payroll +ccounting +reas used to divide the workforce into logical groups of employees. &hese groups are based on payroll fre3uency, start date of the payroll run and, sometimes, geographical locations and security access. 4hich Payroll +ccounting +reas need to be set up for your organi9ation; %ote- It is possible to assign employees to Bnon-payrollrelevantB Payroll +ccounting +reas +-

$eneral Settings 1- 4hat is the Holiday !alendar for your company.; If there are factories and office establishment, different holiday calendars may be in place.; I formation reg those +Master %ata 1- 80 )o you want to assign your own employee numbers or have the system generate them for you; '+P recommends the use of system generated employee numbers after the initial data conversion. +1- :0 4ith the use of third-party archiving systems, '+P allows you to store documents /e.g. photographs, resumes, position description forms0 for employee level. If you are using this facility, which documents will be stored; +1- <0 '+P allows you to maintain a free-te>t screen for all info types. )o you have the re3uirement to store free te>t; +Personal %ata 1- 80 4hen you record employee names, which forms-of-address, titles, name prefi>es2affi>es /e.g. #r., 'ir0 do you use and how do you want them displayed on reports and correspondence; +1- :0 4hen recording employee details, which other particulars /e.g. marital status, nationality0 do you wish to record; +. A&&resses 1- 80 4hat address types would you like to maintain for your employees /e.g. permanent, postal0; +'ank %etails 1- 80 4hich methods of payment allowed in your organi9ation; $>planation- It is necessary to define a method of payment /e.g. direct payment, check0 for each

employee paid. &he method of payment can be defined globally for all employees or a different method for each country. +-. (amil#)*elates Persons 1- 80 4hat relationships with other persons do you wish to maintain for your employees /e.g. 'pouse, !hild, Cuardian, $mergency !ontact, and ,riend0; +!& +ation an& Training 1- 80 )efine the types of educational establishments /e.g. secondary school, university, internal course0 for which you want to record your employees5 certificates. +- 1- :0 7ist the types of certificates which you would want to attach to employees. +1- <0 Identify which branches of study /e.g. sub6ects, course name0 are to be recorded against employees. +Other)Pre,io s !m"lo#ers 1- 80 If you wish to record previous employment history for your new employees, list which Industry and Dobs you re3uire. +- ali.i+ation 1- 80 If you are not using the 3ualifications catalogue within Personnel )evelopment /P)0, list the 3ualifications /e.g. languages, skills0 you would like to record for employees. +A""raisals 1- 80 In '+P you have the ability to record appraisals in either P+ or P). If you intend to record appraisal ratings in P+, which types of performance criteria /e.g. 7eadership, !ommunication0 and weightings do you re3uire; +1- :0 How many appraisals type you need to maintain; +-

1- <0 )efine the ratings of each appraisal; +-. /omm ni+ations %ata 1- 80 4hich user identification numbers are to record against your employees; $>planation- *ou may record user identification numbers for various electronic media /e.g. internet, fa>0 or !ompany !redit !ard numbers against each of your employees. +Planne& 0orking Time 1- 80 4hich info type used to store the planned working time /work schedule rules0. +/ontra+t !lements 1- 80 4hat types of employee contracts used in your organi9ation; +1- :0 If you wish to record periods of notice, which must given by either the employee or employer, list the standard notice periods. +1nternal Me&i+al Ser,i+e 1- 80 4hat medical e>aminations /e.g. audiometric, general habits, vision0 would you like to record for your employees; +1- :0 ,or each medical e>amination, list the specific tests or areas for which you want to record medical data. +1- <0 ,or each specific test or area, detail the typical results /e.g. *2%, > cm, blood type0 you might want to record. +1- =0 ,or each occurrence of a medical e>amination, what overall results /e.g. fit for work0 would you like to record; +Monitoring o. %ates

1- 80 '+P allows you to monitor and to report on the e>piration of certain key events /e.g. probation, work permit, medical e>amination0. 4hich key events do you wish to record; + %ate S"e+i.i+ations 1- 80 4hat key dates do you want to record against your employees; +$rie,an+es 1- 80 If you track grievances, disciplinary actions or harassment incidents on employees, provide as list of each type and detailed description of the business process. +Ob2e+ts on 3oan 1- 80 )o you wish to record the loan of company property /e.g. P!s, mobile telephones0 and an identifying number against employees; If so, list these items. +'asi+ Pa# 1- 80 )escribe your pay structure. +1- :0 4ill your company perform global salary increases and, if so, provide the details; +1- <0 Please provide your companys (asic pay details; +*e+ rring Pa#ments)%e& +tions)A++r als 1- Please provide your companys allowances and deductions; +-

A&&itional Pa#ments 1- Please provide your companys additional payments; +-

3oans 1- Please provide your companys 7oan details; +/ost %istrib tion 1- 80 )o you want to capture the cost of each employee; +1- :0 )o you need to distribute salary of employees between different cost centers; +So+ial 1ns ran+e an& 'ene.its 1- 80 )oes your organi9ation make use of the employee insurance statement; If so, which one; +1- :0 )oes your organi9ation provide a private health insurance scheme; If so, please specify. +1- <0 4hich calculation method is applicable to the 'ocial Insurance /C"'I0 days; +1- =0 How many different contribution percentages are applicable to each 'ocial Insurance /C"'I0 scheme; +1- ?0 How do you calculate $nd of 'ervice (enefits; +- ali.i+ations ) *e4 irements 1- 80 )o you have skills, competencies, 3ualifications, or re3uirements in your company; If you do, you need a 3ualifications catalog containing a hierarchical structure of the 3ualifications of interest to your specific company. +1- :0 How do you evaluate these 3ualifications2re3uirements; #aintain the appropriate scales /e.g. 7anguage 'cale with proficiencies 8 to ?0. +1- <0 +re there any alternative 3ualifications; /$.g. Enowledge of +miPro as an alternative to knowledge of 4ord0. +1- =0 ,or which employees should 3ualifications be maintained; +-

1- ?0 ,or which 6obs2positions should re3uirements be maintained; +1- @0 )o you perform profile match ups between re3uirements profiles and 3ualification profiles; +1- A0 If 3ualification deficits detected, do you want the system to propose training measures to rectify the situation; +1- F0 )o you try to find employees with specific 3ualifications or employees suitable for specific 6obs2positions; +1- G0 )o you want to find 3ualified applicants for vacant positions; +%e,elo"ment Plans 1- 8. 4ill you be planning to capture employee development needs; +Personnel Time Management 0ork S+he& les 1- 80 In which way the 4orking Hours )ecree implemented in your organi9ation. +1- :0 %ame your shifts. Information- ,or each group of employees, the time management re3uirements are based on certain e>pectations. &hese e>pectations must be defined in the form of work schedules for each of the groups of employees. &his includes the description of possible deviations from these e>pectations +1- <0 4hich patterns do your shifts use; $.g. weekly or monthly or rotating +1- =0 )escribe the daily shifts. 'pecify start and end times, planned working hours and breaks for each of these daily shifts. How do public holidays affect these daily shifts; +1- ?0 )o you have rules that change your daily shifts /for e>ample, the last working day before a holiday ends at noon0; Provide a list of such rules. +Personnel Time S"e+i.i+ations A&ministration

1- 80 How does your organi9ation calculate2e>press absenteeism due to illness; +1- :0 please, describe the process of sickness and recovery notification and indicate which information is provided and how. +1- <0 )oes your organi9ation make use of notifications of sickness and recovery; If so, to who are they sent; +1- =0 *ou must identify rules and policies, as they determine the kind of time data you collect. 4hat kind of data is collected; ,or e>ample, do you need to record attendances, absences, the time of day, and elapsed times; +1- ?0 )escribe the different types of substitutions used in your company /such as a substitution for a particular period of working time, or for a specific position or personnel number0. +1- @0 )escribe the different types of availability2on-call duties used in your company /such as on-call for maintenance, on-call for emergencies0. +1- A0 describe the different types of attendances and absences used in your company /such as vacation, sick, business meeting0. +1- F0 ,or each attendance and absence, identify the amount and unit of time that can taken. )o you have attendances or absences of less than one day, one full day, or longer than one day /up to a specified ma>imum0; +1- G0 &here are various priorities for different attendances and absences. &herefore, you must set the reaction for an overlap /for e>ample if an employee gets sick on vacation0. How do you handle an overlap between attendances and absences; +1- 8 0 4hich of the identified absences are unpaid; +1- 880 4hich of the identified absences are paid; How they paid; +Personnel &ime Recording 'ubsystem1uestions1- 80 !apture of time management data for a particular employee with particular characteristics /interfaces to subsystems, direct entry, etc.0. +1- :0 4hat kind of time events do you use /for e>ample, clock-in, clock-out, start of break, end of break, start of off-site work, end of off-site work, etc.0; +-

Training an& !,ent Management' siness !,ent 3o+ation 1- 80 +re business events held at more than one location; +- . 1- :0 If there is more than one business event location, do you need to define a location hierarchy; +' siness !,ent $ro " 1- 80 )efine the business event hierarchy for the business event catalog; +' siness !,ent T#"e 1- 80 4hich information should be stored for the business event type; +*eso r+e T#"e 1- 80 +re rooms already available for the business events, or are e>ternal resources accessed; +1- :0 )o the resources only consist of rooms, or do you want to use the system to manage other resources too, such as beamers and overhead pro6ectors; +1- <0 +re the instructors employees at the enterprise, or are they also e>ternal persons; +' siness Pro+essesPersonnel A+tions 1- 80 4hat other modules and sub modules are integrated with personnel administration; +1- :0 4hat are the typical Personnel +ctions, which occur in your organi9ation /e.g. hiring, salary ad6ustment, termination, transfer0; +1- <0 4hat are the reasons you would like to record for each of these +ctions; +1- =0 4hich Personnel +ctions set what status; $>planation- +ll employee records must have an employee status /i.e. terminated, active,

inactive, and retired0. Personnel +ctions are used to record an employee status wherever necessary /e.g., Hiring sets status to +ctive0. 4herever necessary, which Personnel +ctions set what status; +1- ?0 4hat data /e.g. addresses, basic pay0 would you like to incorporate in each of these Personnel +ctions; +1- @0 +re there any Personnel +ctions that should perform by different user groups; $>planation- Croup of users may have differing access levels or responsibilities to maintain Personnel +ctions /e.g. different countries0. &his accomplished by defining user groups, which display different sets of info types /Info groups0. +1- A0 )o you have the re3uirement to transfer employees between countries; $>planation- '+P has the facility to combine the hiring and termination actions when transferring employees between countries. +1- F0If an employee resigns, how your company pays the final settlement amount; /$ither check or cash0 +*e+r itmentPro+essing *e+ei"t o. A""li+ation 1- 80 B4"RE,7"4 - 4ithin Recruitment a mail can be sent for every administrative task to any of the following people- Personnel officer responsible for applicant, person responsible for action, person responsible for reference action. +- 1- :0 +pplicant groups and applicant ranges decide the applicants according hierarchical or functional structure. 4hich way do you prefer; +A""li+ant Pool A&ministration 1- 80 In order to process the applicants data correctly, the applicant goes through different recruitment processes. $>- Initial )ata load, add additional data, re6ect applicants etc. 7ist the processes that are applicable to applicants in your companies. +1- :0 7ist the names, forms of address and telephone numbers of the recruitment officers that will be responsible for processing applications +1- <0 If your company uses status reasons indicating why an applicant is re6ected, please provide a list.

+- *es , the company uses status reasons indicating why an applicant is re6ected. 7ist will be given later in te>t format. 1- =0 If you want to create and assign your own numbering system indicate the desired number ranges in the te>t bo>. %umber ranges hold eight characters. $>. to GGGGGGGG + 5oti.i+ation o. *e2e+tion o. A""li+ation 1- 80 )o you use one standard re6ection letter for all applicants or different letters; +1- :0 If your company sends out a notification of re6ection to applicants, please specify the status reasons for the re6ection status; +1- <0 4hat procedure does the company follow when an applicant re6ects the contract letter that is sent to him2her; +Personnel /ost Planning 1- 80 Is the cost pro6ection for personnel costs incorporated into the organi9ations overall budget plan; +1- :0 4hich default period used as the basis for your cost calculations; +1- <0 )o you wish to ensure that people who are not authori9ed to display an organi9ational structure also not authori9ed to view the cost planning for this organi9ation; +1- =0 4ould you like to use different display options like graphics and tables in $>cel; +1- ?0 If your company utili9es the pro6ected pay cost planning method, define the wage elements that used in your corporation. +1- @0 If your company intends to use Personnel !ost Planning, which of these pro6ected costs methods would suit your needs the best. +ctual Payroll !osts /would need to run R2< Payroll0, $mployee (asic Pay or %otional 4age $lement !osts +- 1- A0 Results of !ost Planning need to be transferred to the !" module and to be included in overall financial budget planning. +Personnel Time Management!ntr# o. Personnel Time S"e+i.i+ations

1- 80 How are attendances and absences recorded; +1- :0 )o you have a practice of compensating employees for entitlements /e.g., vacation, sick leave, etc.0; +- 1- <0 How do you handle the situation of incomplete pair formation; ,or e>ample, %o clockin- $rror %o clock-out- $rror and2or no clock-out- )elimit time pair with end of planned work time +1- =0 How do you handle situations where time data overlaps, e.g., differences between recorded absences and time eventsH doctor5s visited and overtime on the same day; +1- ?0 How do you handle situations affecting the day in general, e.g., an employee is at work on a day off, no time data on a workday, vacation on a public holiday; +1- @0 +re you re3uired to guarantee a minimum break time, e.g. dependent on the number of hours worked; +1- A0 4hich times must be made available to payroll e.g. normal working hours, overtime, public holidays, hours worked on a public holiday; +"ver &ime 1- 80 How do you define overtime /e.g. daily, weekly, monthly, and annually, etc.0; Is approval necessary; +1- :0 +re part-time employees eligible for overtime; 4hat are the rules defining overtime for part-time employees; +1- <0 How do you calculate overtime hours; +1- =0 How are public holidays considered in the overtime calculations; +1- ?0 How do you compensate these overtime hours; /,or e>ample, payment, compensatory time, mi>ed forms of compensation0 +1- @0 How is your time-related data /overtime, bonus for nighttime work,0 entered into the payroll run and how does it become time wage types; +1- A0 In your company, how e>tra payment for overtime beyond that specified by the collective

agreement represented; +1- F0 How are lump-sum payments for overtime represented in your company; +- I J "vertime included in agreement with specified number of hrsI J "vertime included in agreement w2o specified number of hrsI J 'eparate portion of salary with specified number of hrsI J 'eparate portion of salary with specified amount 1- G0 How is your time-related data /overtime, bonus for nighttime work,0 entered into the payroll run and how does it become time wage types; +Pa#roll'ases 1- 80 )o *ou 4ant to 'tart '+P Payroll during the *ear; +1- :0 )oes the entire payroll process take place using the '+P 'ystem or some parts carried out using a third-party system; +1- <0 ,or how many employees is payroll run and how often; +1- =0 4ho is allowed to maintain or view what data /everyone, only certain people0, and what roles e>ist within Payroll; +1- ?0 How is the implementation of payroll organi9ed /e.g. who is authori9ed to start or correct payroll, and when;0 +1- @0 4hat does your payroll process include /e.g. deduction run, remuneration statement, data medium, posting to accounting0; +1- A0 4hat type of employees do you distinguish between with regard to payroll /hourly wage earners, monthly wage earners, salaried employees0; Pro+essing o. Time %ata 1- 80 How do you determine the amount of basic compensation, for e>ample, dependent upon the pay scale group and level, and upon other basic compensation components on a percentage basis /indirect evaluation0; +1- :0 +bsences divided into paid and unpaid absences. 4hich of the absences mentioned above are paid and which are unpaid; +-

3oans 1- 80 4ould you like to administer loans using Payroll; If yes, what loan types do you need; +1- :0 4hich reduction rules, interest calculations do you apply; +Training an& !,ent Management 1- 80 How do you plan your business event catalog; )o you determine demand; +1- :0 )o you want to use &raining and $vent #anagement to manage internal and e>ternal business events; +- 1- <0 )efine the business event hierarchy for the business event catalog of the customer. +1- =0 How are attendees registered for business events; +1- ?0 )o you want to use booking functions; +1- @0 )o you charge cancellation fees; +1- A0 Is there integration with #aterials #anagement; +1- F0 4hich types of material need to be managed by &raining and $vent #anagement; )o these materials already e>ist in #aterials #anagement; &he interface is only suitable for consumer goods such as files and pencils. It is not suitable for managing P!s +1- G0 )o you want to use billing functions; +1- 8 0 Has customi9ing been maintained in your system for the customer master and billing; +1- 880 )o you intend to transfer billing document data to ,I and !"; +1- 8:0 +re the business events attended by people other than your customers; )o you need functions for one-time customers; +1- 8<0 Is a discount offered on the price of the business event; +1- 8=0 )o want to transfer costs to !ost +ccounting;

+1- 8?0 Has customi9ing been maintained for the !ontrolling application component; +1- 8@0 'hould the cost center structure of your enterprise reflected in your system; +8 !"##$%&'