SAP

HCM Forms and Processes

Sudhakar Kondapalli

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Session Summary
SAP HCM Processes and Forms is the new SAP standard for processing form-based requests requiring an approval. In this session, we will take a detailed look at this framework, features & benefits, system requirements and implementation steps.

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What we will cover

What is HCM Processes and Forms framework? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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What is HCM Processes & Forms Framework?

o The next step in the evolution of Personnel Change Requests

(PCRs)
o Offers an efficient way to manage cross-role processes involving

HR Master data.
o Provides greater flexibility and features such as starting a request

by an administrator, saving a draft and analytics

o Is part of the HR administrative services component introduced

in SAP ERP 6.0

o Allows SAP customers to build and execute their own specific

processes irrespective of data, process flow and roles involved.

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What is HCM Processes & Forms Framework?

HCM Processes & Forms framework is based on three components
o HR Table Customizing : Eliminates the need for developers to

write and code

o SAP Interactive Forms Software by Adobe : Integrates all business

roles through a user-friendly forms-based interface

o SAP Business Workflow Tool

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A Typical HR Request

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Increase Efficiencies with HR Requests

o Capturing data at the source Employee, Manager or an HR

administrator can initiate a request

o Ease of form submission familiar format, clear terminology,

appropriate confirmation and error messages

o Increase accuracy of HR data enhance quality of submitted data

with input assistance, proposed values and real time data validation

o Automatic routing form is routed using workflow setup o Tracking request status track where the request is, who approved

and who modified it last

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Increase Efficiencies with HR Requests Contd

o Reducing data processing load complete and error-free forms

require minimal review and validation before processing

o Fine-tuning the process BI analytics, auditing and monitoring

options can help identify process inefficiencies

o Triggering other processes automatic triggering of subsequent

requests upon completion of current request

o Savings on paper handling save paper by eliminating mailing

and faxing of paper forms

o Withdrawal of a process all users can stop a request as long as

no data has changed in the backend

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What we will cover

What is HCM Processes and Forms framework? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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System Requirements
o Requires Personnel Administration Component o Uses Case Management System to store process instances and

objects such as form data, drafts and attachments

o Relies on SAP Business Workflow and Internal Service Request

(ISR)
o Needs SAP NetWeaver Portal 7.0 and SAP Interactive Forms by

Adobe
o Requires SAP NetWeaver BI to access analytics reports on form

processing
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System Requirements

Contd

o Makes most business sense when implemented with MSS o Implementing with ESS enables employee initiated requests o

A well defined Organizational Management(OM) structure with chief positions simplifies implementation of employee searches in MSS and determination of approver in workflow

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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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HCM Forms from User Perspective

Standard MSS homepage with PCR and HCM processes and forms

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HCM Forms from User Perspective

The manager selects an employee in MSS

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HCM Forms from User Perspective

The manager selects a process

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HCM Forms from User Perspective

Form is displayed in editable format

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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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HR Administrator portal role

o This role provides many useful HR tasks and functions in the

portal including access to HCM processes and forms

o HR administrator can initiate, review, approve and process a

request
o Unlike managers, HR admin. can start a process request for any

employee
o HR admin. has the ability to find any process in the system that

has been started or completed

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HR Administrator portal role

HR Administrators homepage in portal

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HR Administrator portal role

Employee search screen for HR administrator

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HR Administrator portal role

Process search screen for HR administrator

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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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HCM Processes and Forms vs PCRs

Feature Initiator HR access to forms Back-end update Save a draft Attachments Update personnel file Custom errors Error tolerance Form data definition Form processing Analytics
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PCR Manager only SAPGUI Final step No No No Coding No Dictionary Manual No

HCM Processes and Forms Any portal user Portal Any step Yes Yes Yes Yes Role-based configuration Yes Infotypes and dictionary Automatic Yes
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Multiple forms per scenario No

What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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SAP Delivered Processes

o SAP provided several standard-delivered sample processes o Do not use sample processes in the production system. Always

copy and modify according to clients needs

o Few Examples of provided samples o SH03 - Change Salary (Change Annual Salary) o SH09 - Change in Working Time o SH10 Transfer o SHI1 - Hiring
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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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Configuration of HCM Processes and Forms

Configuration steps for HCM Processes and Forms

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Configuration steps for HCM Processes and Forms

o Step 1 : Create a basic ISR scenario o Step 2 : Create a Form scenario and define form fields o Step3 : Configure back end services o Step4 : Update the ISR Scenario o Step5 : Assign the form scenario to a process o Step6 : Define the start application o Step7 : Configure the form application o Step 8 : Configure workflow
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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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Wrap-up
o By implementing HR Processes and Forms, you can achieve

significant savings and improves process efficiencies with HR service requests

o Allows the automation of virtually any HR request o Adds many features that are not available in PCRs such as saving a

draft, handling attachments, error tolerance, and the participation of HR Administrator in all steps of the process

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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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References

SAP Service Marketplace: http://service.sap.com/erp Menu Path: SAP ERP Human Capital Management >Workforce Process
Management >HCM Processes and Forms

SAP Online Help: http://help.sap.com Menu Path: SAP ERP >SAP ERP Central Component >Human Resources
>Personnel Management (PA) >HR Administrative Services (PA-AS)

HR Expert Online: Volume 6, Issue 3

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What we will cover

What are HCM Processes and Forms and where are they used? System Requirements for HCM Processes and Forms HCM Processes and Forms from the User Perspective HR Administrator Portal Role HCM Processes and Forms vs PCRs SAP-Delivered Processes Configuration of HCM Processes and Forms Wrap-up References Session Takeaways
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Session Takeaways
1) This framework is replacing PCR as the new SAP standard for form processing 2) If you use SAP ERP 6.0, consider implementing HCM Processes and Forms in your organization

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Q&A

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About Cogent IBS, Inc. Cogent Integrated Business Solutions, Inc. is an SAP focused consulting services company based out of Troy, Michigan, USA. CogSAP08 is a Cogent IBS, Inc. professional development event conducted exclusively for its employees.

No part of this presentation may be published or transmitted in any form without the express permission of Cogent IBS, Inc.

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