Professional Documents
Culture Documents
Organizational Units
Q: 1) Please, provide details about your company’s organizational structure (Reporting Hierarchy).
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Q: 2) Are all organizational units assumed to be departments (or) are there regions in their org chart?
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Q: 3) Please, provide a list of your company’s organizational units (e.g. departments).
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Q: 4) Does your company have different locations (e.g., individual departments are located externally)?
Alternatively, do any of your employees work on external work places? Then you need address
information for the correspondence.
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Q: 5) Does each of your organizational unit represent a department or organizational units, which
represent departments with subordinated organizational units, which represent groups?
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Q: 6) Are there any organizational units and positions within your organizational plan, which are not part
of the normal reporting hierarchy (staff) and which report directly to higher organizational units or
positions?
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Q: 7) Organizational units and positions can relate to Cost Centers. Provide a list of the assignments.
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Jobs
Q: 1) Provide a list of your company’s jobs (e.g. secretary, manager). How many jobs exist?
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Q: 2) Define and document job codes.
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Q: 3) Do job descriptions already exist or do they need to be set up?
Positions
Tasks
Q: 1) Do tasks describing jobs and/or positions already exist or do they need to be set up?
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Q: 2) Provide a list of your company’s tasks (e.g. administration tasks, HR tasks). In case you are using
tasks for your job descriptions.
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Q: 3) If your organization plans to use tasks, identify any groups of tasks that are routinely performed
together, so that they can catalogued as a task group.
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Personnel Management
Personnel Area
Q: 1) In SAP, should your enterprise be hierarchically structured using personnel areas and sub areas.
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Q: 2) Within each legal entity, divide your workforce into logical groups (personnel areas) which used
primarily for reporting and authorizations.
Explanation: At least one personnel area is required for each legal entity (company code).
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Employee Subgroup
Payroll Area
General Settings
Q: What is the Holiday Calendar for your company.? If there are factories and office establishment,
different holiday calendars may be in place.? I formation reg those
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Master Data
Q: 1) Do you want to assign your own employee numbers or have the system generate them for you?
SAP recommends the use of system generated employee numbers after the initial data conversion.
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Q: 2) With the use of third-party archiving systems, SAP allows you to store documents (e.g.
photographs, resumes, position description forms) for employee level. If you are using this facility, which
documents will be stored?
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Q: 3) SAP allows you to maintain a free-text screen for all info types. Do you have the requirement to
store free text?
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Personal Data
Q: 1) When you record employee names, which forms-of-address, titles, name prefixes/affixes (e.g. Mr.,
Sir) do you use and how do you want them displayed on reports and correspondence?
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Q: 2) When recording employee details, which other particulars (e.g. marital status, nationality) do you
wish to record?
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Addresses
Q: 1) What address types would you like to maintain for your employees (e.g. permanent, postal)?
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Bank Details
Family/Relates Persons
Q: 1) What relationships with other persons do you wish to maintain for your employees (e.g. Spouse,
Child, Guardian, Emergency Contact, and Friend)?
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Q: 1) Define the types of educational establishments (e.g. secondary school, university, internal course)
for which you want to record your employees’ certificates.
A: Q: 2) List the types of certificates which you would want to attach to employees.
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Q: 3) Identify which branches of study (e.g. subjects, course name) are to be recorded against
employees.
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Other/Previous Employers
Q: 1) If you wish to record previous employment history for your new employees, list which Industry and
Jobs you require.
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Qualification
Q: 1) If you are not using the qualifications catalogue within Personnel Development (PD), list the
qualifications (e.g. languages, skills) you would like to record for employees.
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Appraisals
Q: 1) In SAP you have the ability to record appraisals in either PA or PD. If you intend to record appraisal
ratings in PA, which types of performance criteria (e.g. Leadership, Communication) and weightings do
you require?
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Q: 2) How many appraisals type you need to maintain?
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Q: 3) Define the ratings of each appraisal?
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Communications Data
Q: 1) Which info type used to store the planned working time (work schedule rules).
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Contract Elements
Q: 1) What types of employee contracts used in your organization?
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Q: 2) If you wish to record periods of notice, which must given by either the employee or employer, list
the standard notice periods.
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Q: 1) What medical examinations (e.g. audiometric, general habits, vision) would you like to record for
your employees?
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Q: 2) For each medical examination, list the specific tests or areas for which you want to record medical
data.
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Q: 3) For each specific test or area, detail the typical results (e.g. Y/N, x cm, blood type) you might want
to record.
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Q: 4) For each occurrence of a medical examination, what overall results (e.g. fit for work) would you
like to record?
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Monitoring of Dates
Q: 1) SAP allows you to monitor and to report on the expiration of certain key events (e.g. probation,
work permit, medical examination). Which key events do you wish to record?
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Date Specifications
Grievances
Q: 1) If you track grievances, disciplinary actions or harassment incidents on employees, provide as list
of each type and detailed description of the business process.
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Objects on Loan
Q: 1) Do you wish to record the loan of company property (e.g. PCs, mobile telephones) and an
identifying number against employees? If so, list these items.
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Basic Pay
Recurring Payments/Deductions/Accruals
Additional Payments
Loans
Q: Please provide your company’s Loan details?
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Cost Distribution
Q: 1) Does your organization make use of the employee insurance statement? If so, which one?
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Q: 2) Does your organization provide a private health insurance scheme? If so, please specify.
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Q: 3) Which calculation method is applicable to the Social Insurance (GOSI) days?
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Q: 4) How many different contribution percentages are applicable to each Social Insurance (GOSI)
scheme?
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Q: 5) How do you calculate End of Service Benefits?
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Qualifications / Requirements
Q: 1) Do you have skills, competencies, qualifications, or requirements in your company? If you do, you
need a qualifications catalog containing a hierarchical structure of the qualifications of interest to your
specific company.
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Q: 2) How do you evaluate these qualifications/requirements? Maintain the appropriate scales (e.g.
Language Scale with proficiencies 1 to 5).
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Q: 3) Are there any alternative qualifications? (E.g. Knowledge of AmiPro as an alternative to knowledge
of Word).
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Q: 4) For which employees should qualifications be maintained?
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Q: 5) For which jobs/positions should requirements be maintained?
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Q: 6) Do you perform profile match ups between requirements profiles and qualification profiles?
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Q: 7) If qualification deficits detected, do you want the system to propose training measures to rectify
the situation?
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Q: 8) Do you try to find employees with specific qualifications or employees suitable for specific
jobs/positions?
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Q: 9) Do you want to find qualified applicants for vacant positions?
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Development Plans
Work Schedules
Q: 1) Capture of time management data for a particular employee with particular characteristics
(interfaces to subsystems, direct entry, etc.).
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Q: 2) What kind of time events do you use (for example, clock-in, clock-out, start of break, end of break,
start of off-site work, end of off-site work, etc.)?
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Q: 1) Define the business event hierarchy for the business event catalog?
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Resource Type
Q: 1) Are rooms already available for the business events, or are external resources accessed?
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Q: 2) Do the resources only consist of rooms, or do you want to use the system to manage other
resources too, such as beamers and overhead projectors?
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Q: 3) Are the instructors employees at the enterprise, or are they also external persons?
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Business Processes Personnel Actions
Q: 1) What other modules and sub modules are integrated with personnel administration?
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Q: 2) What are the typical Personnel Actions, which occur in your organization (e.g. hiring, salary
adjustment, termination, transfer)?
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Q: 3) What are the reasons you would like to record for each of these Actions?
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Q: 4) Which Personnel Actions set what status?
Explanation: All employee records must have an employee status (i.e. terminated, active, inactive, and
retired). Personnel Actions are used to record an employee status wherever necessary (e.g., Hiring sets
status to Active). Wherever necessary, which Personnel Actions set what status?
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Q: 5) What data (e.g. addresses, basic pay) would you like to incorporate in each of these Personnel
Actions?
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Q: 6) Are there any Personnel Actions that should perform by different user groups?
Explanation: Group of users may have differing access levels or responsibilities to maintain Personnel
Actions (e.g. different countries). This accomplished by defining user groups, which display different sets
of info types (Info groups).
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Q: 7) Do you have the requirement to transfer employees between countries?
Explanation: SAP has the facility to combine the hiring and termination actions when transferring
employees between countries.
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Q: 8)If an employee resigns, how your company pays the final settlement amount? (Either check or cash)
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Recruitment Processing
Receipt of Application
Q: 1) “WORKFLOW – Within 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.
A: Q: 2) Applicant groups and applicant ranges decide the applicants according hierarchical or functional
structure. Which way do you prefer?
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Q: 1) In order to process the applicant’s data correctly, the applicant goes through different recruitment
processes. Ex: Initial Data load, add additional data, reject applicants etc. List the processes that are
applicable to applicants in your companies.
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Q: 2) List the names, forms of address and telephone numbers of the recruitment officers that will be
responsible for processing applications
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Q: 3) If your company uses status reasons indicating why an applicant is rejected, please provide a list.
A: Yes , the company uses status reasons indicating why an applicant is rejected. List will be given later
in text format.
Q: 4) If you want to create and assign your own numbering system indicate the desired number ranges
in the text box. Number ranges hold eight characters. Ex. 00000000 to 99999999
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Q: 1) Do you use one standard rejection letter for all applicants or different letters?
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Q: 2) If your company sends out a notification of rejection to applicants, please specify the status
reasons for the rejection status?
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Q: 3) What procedure does the company follow when an applicant rejects the contract letter that is sent
to him/her?
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Q: 1) Is the cost projection for personnel costs incorporated into the organization’s overall budget plan?
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Q: 2) Which default period used as the basis for your cost calculations?
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Q: 3) Do you wish to ensure that people who are not authorized to display an organizational structure
also not authorized to view the cost planning for this organization?
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Q: 4) Would you like to use different display options like graphics and tables in Excel?
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Q: 5) If your company utilizes the projected pay cost planning method, define the wage elements that
used in your corporation.
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Q: 6) If your company intends to use Personnel Cost Planning, which of these projected costs methods
would suit your needs the best. Actual Payroll Costs (would need to run R/3 Payroll), Employee Basic Pay
or Notional Wage Element Costs
A: Q: 7) Results of Cost Planning need to be transferred to the CO module and to be included in overall
financial budget planning.
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Payroll
Q: 1) Do You Want to Start SAP Payroll during the Year?
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Q: 2) Does the entire payroll process take place using the SAP System or some parts carried out using a
third-party system?
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Q: 3) For how many employees is payroll run and how often?
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Q: 4) Who is allowed to maintain or view what data (everyone, only certain people), and what roles exist
within Payroll?
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Q: 5) How is the implementation of payroll organized (e.g. who is authorized to start or correct payroll,
and when?)
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Q: 6) What does your payroll process include (e.g. deduction run, remuneration statement, data
medium, posting to accounting)?
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Q: 7) What type of employees do you distinguish between with regard to payroll (hourly wage earners,
monthly wage earners, salaried employees)?
Q: 1) How do you determine the amount of basic compensation, for example, dependent upon the pay
scale group and level, and upon other basic compensation components on a percentage basis (indirect
evaluation)?
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Q: 2) Absences divided into paid and unpaid absences. Which of the absences mentioned above are paid
and which are unpaid?
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Loans
Q: 1) Would you like to administer loans using Payroll? If yes, what loan types do you need?
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Q: 2) Which reduction rules, interest calculations do you apply?
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