IITR - HCM - OM User Manual

Project Name: IITR (Indian Institute of Technology - Roorkee)

Document
User Training Manual_IITR_HCM_Organizational Management
Name:
Document ID: IITR_User Manual HCM_OM_ Version_1.0 Version: V1.0
HCM
Prepared by: Amol Choughule Role Date: 25.06.2016
Consultant
HCM Lead
Reviewed by: Jaisheel Dhawan Role Date:
Consultant
Project
Approved by: Atul Kumar Role Date:
Manager
HCM Lead
Released by: Jaisheel Dhawan Role Date:
Consultant
Revision History
Sr. Vers Date of Secti Description of Reason for Change Reviewed

No. ion on Change Change made by by
Revision
No. Numb
er
1 1.0 NA Initial Creation Initial Creation Amol Jaisheel

Choughule Dhawan

Reference: SAP HCM OM User Manual Page 1 of 46
For Internal Use Only Template V1.0  Copyright ‐ Atos

Contents
1. Create Organizational Unit ................................................................................................................... 3
1.1 Create Organizational Root ............................................................................................................ 3
1.2 CreateSub Organization Units ........................................................................................................ 6
1.3 DisplayOrganizational Unit ........................................................................................................... 14
1.4 Copy Organizational Unit ............................................................................................................. 16
1.5 Delete Organizational Unit ........................................................................................................... 19
1.5.1 Delimit Organizational Unit........................................................................................................ 19
1.5.2 Delete Organizational Unit ......................................................................................................... 21
2. Maintain Jobs And Job Family ............................................................................................................. 23
2.1 Create Jobs .................................................................................................................................. 23
2.2 Create Job Family ........................................................................................................................ 26
2.3 Create Tasks ................................................................................................................................ 28
3. Maintain Positions .............................................................................................................................. 31
3.1 Create Positions .......................................................................................................................... 31
3.2 Delimit Position ........................................................................................................................... 38
3.3 Delete Position ............................................................................................................................ 40
3.4 Dual Assignment ......................................................................................................................... 42


1. Create Organizational Unit

1.1 Create Organizational Root
Description
For making an organizational structure, there should be the root structure. Root will contains all the
organizational units in an enterprise.
Prerequisite
 There is no organizational root available for the structure.
SAP Menu
Human Resources Organizational Management  Organizational Plan  Organization and Staffing 
PPOCE – Create
Transaction Code
PPOCE


Data and Information
Data Information M/O/C Description & Guide

Validity Date M Start date and end date of organizational root that will be created.
M Click or press “Enter” to continue.

Object Abbreviation M Abbreviation (or code) for organizational root.
Object Name O Contains a brief description of the organizational root.
O Press “Enter” to continue.
M Click for saving the root.
C Click for going back to home screen.


Description of the Main Screen

The maintenance screen is divided into four frames.
1 Maintenance frame. This frame displays the main object and its relationships - in this case
the new organizational unit that you are creating.
2 Detail frame. This displays the detailed information about the organizational object selected
in the maintenance frame. You can switch between different types of detailed information
(views) using the tab strips.
3 Search criteria frame. This frame is independent of the maintenance frame and thedetail
frame. It allows you to search for new objects which can be displayed or linked to other
objects.
4 Search results frame. The results of the search based on the search criteria frame is
displayed here. An object can either be dragged and dropped into the maintenance frame in a
relationship (such as a user to be assigned to an organizational unit) or displayed in the
maintenance frameby double-clicking on it.


The blue arrow buttons are used to navigate back and forth between the views that you have
displayed. For example, while you are displaying the organizational unit you may search for another
organizational unit to compare them. Double-clicking on the new unit will display it in the maintenance
frame. Choosing the blue "back" arrow will return to view the original unit.
The frames can be resized by stretching their frame outline and the detail frame can be eliminated (or
recovered) by clicking on its title bar
Do not forget to regularly save the data( ).
Additional Note
PPOCE only being used once, for making organizational root. After organizational root is made, there is
no need for accessing this function. Maintaining other organizational units could be done by PPOME.
1.2 Create Sub Organization Units

Description
Other organizational units created inside the root. It could be nested in one another, depends on the real
organization structure of the enterprise.
Prerequisite
 There is an organizational root available for the structure.
SAP Menu for Organization and Staffing Mode

PPOME – Change
Transaction Code
PPOME


Procedure and Screenshot

1) Access PPOME from SAP Menu or typing Tcode.


2) Search Desired Organizational Root
3) Open Organizational Root by double clicking on it from Hit list on left bottom side of the screen


4) (Create) new organizational unit by chosing one of relationship type and click on (enter) button.


5) On “Basic data” tab, input the object abbreviation and object name of the organizational unit and don’t
forget to specify the date.
6) On “Address” tab, put related information for the organizational unit and you can enter information for
other tabs similarly as well. And click to save.


SAP Menu for Expert Mode

Human Resources Organizational Management Expert ModePP01-General/PO10-Object
Transaction Code
PP01/PO10
Additional Note
Step 1-3 only required when user open PPOME in new session in Organization and Staffing Mode.
Step 1 only required when user open PP01/PO10 from another screen in Expert Mode.

1. Access PP01 from SAP Menu or by typing Tcode as shown below.


When the User uses the transaction code PP01, Object Type needs to be selected from the dropdown
menu On the Maintain Object screen for which the user wants to create the object (Example: org unit, job,
etc.) as shown below.


2. Select Infotype Object and click on (Create) button as shown below.
3. The following screen appears where the object Organizational Unit can be created and then click
(save) button.


4. The following window appears where the user can relate the created object to any other object in the
organization structure by specifying the id of the related object and then again click on (save) button.
O->O RELATIONSHIP CREATION:- Enter Validity Period, Related Object Type : Organizational Unit,
Relationship Type & Related Object ID
Click on Save
1.3 DisplayOrganizational Unit

Description
The complete organizational structure can be displayed without making any change to it.
SAP Menu
PPOSE – Display
Transaction Code
PPOSE


The following “Organization And Staffing Display” screen appears which can only be viewed. The user
can make no changes in the data while being on this screen.
Newly create Org Unit using PP01 also can be seen under the other Org Unit with whom we have created
its relation in above step.


1.4 Copy Organizational Unit

Description
There maybe a need in making more than one similar organizational units. Copy function could be used
in this kind of circumstance.
Prerequisite
 There is one (or more) organizational unit.
SAP Menu
PPOME – Change
Transaction Code
PPOME

Organizational Unit M Click on organizational unit that will be copied.


M Click to copy the organizational unit.

Insert how many copies that will be made of selected
Number of Copies M
organizational unit.
Insert when the start date of copied organizational unit will be
Start Date M
valid.
Insert until when the end date of copied organizational unit will be
End Date M
valid.
Object Abbreviation M Abbreviation (or code) for organizational unit.
Contains a brief description of the organizational unit.Change
Object Name O
information(if needed)
M Press “Enter” or click to continue.
O Click for saving the date.

Business Area
M Key identifying a business area.
(NA in IITR)
C Click to open the list of business area.

C Click on suitable business area.
The company code is an organizational unit within Financial
Company Code M
Accounting
Click to open the list of company codes. If there is only one

C Company Code, it will be filled automatically after clicking the
button.
M Click for saving the organizational unit.
Organizational Unit


Copy Organizational Unit
Result of Organizational Unit Copy


Account Assignment
1.5Delete Organizational Unit

1.5.1 Delimit Organizational Unit
Description
Deleting an organizational unit can be done in two ways, by delimition and deletion. Dellimiting the
organizational unit will cause it to cease to exist as an active org unit from current plan of organizational
structure completely, but its history will be maintained in the plan.
Prerequisite
 There is one organizational unit that has to be delimited per specific date.
SAP Menu
PPOME – Change
Transaction Code
PPOME



Object Name M Contains a brief description of the organizational unit.
M Double click the organizational unit that will be delimited.
On “Basic Data” tab, change Valid dd.mm.yyyy To dd.mm.yyyy
M
into desired validity date.
O Press “Enter”.


1.5.2 Delete Organizational Unit

Description
Deleting an organizational unit can be done in two ways, by delimition and deletion. Delete the
organizational units will cause it to be erased from current plan of organizational structure copletely, without
keeping its history on the plan.
Prerequisite
 There is one organizational unit that has to be delimited per specific date.
SAP Menu
PPOME – Change
Transaction Code
PPOME

Object Name M Contains a brief description of the organizational unit.
M Double click the organizational unit that will be deleted.
Expand selected organizational unit. Move, delete (as object), or
C
terminate all organizational units (or positions) under it.
M Click
M
Choose


Before Deletion
After Deletion (Deletion is not recommended in any case)


2. Maintain Jobs And Job Family

2.1 Create Jobs
Description
Jobs are general classifications of functions in an enterprise (example Maintenance, Administration, and
Finance) which are defined by the assignment of characteristics
Prerequisite
None
SAP Menu
Human Resource  Organizational Management  Expert Mode  PP01 – General/PO03-Job
Transaction Code
PP01/PO03

Contains a one or two alphanumeric key which differentiates
Plan Version M
between scenarions in your organizational plan.
M Click to select relevant version from the list.

M Select “01 Current Plan”.
Contains a one- or two-character code that represents different
Object Type(required
M types of objects, for example, 'S' for position, 'Q' for qualification
only if pp01 is used)
and 'E' for business event.
M Click and find relevant object type by clicking and/or .

M Select “C Job”.
Time Period M Start date and end date of object that will be created.
Infotype Name M Select “Object”.
M Click create to go to Create Object screen.

Object Abbreviation M Abbreviation (or code) for job.



Object Name O Contains a brief description of the job.
M Click for saving the job.


The following screen appears where the object Job can be created and then click on (save) button.
Additional Note
Step 1 only required when user open PP01/PO03 from another screen.


menu On the Maintain Object screen for which the user wants to create the object(Example: org unit, job,
2.2 Create Job Family

Description
Job Family describes general classifications of job in an enterprise. (e.g: staff, manager, supervisor, etc.)
Prerequisite
None
SAP Menu
Human Resource  Organizational Management  Expert Mode  PP01 – General
Transaction Code
PP01

Plan Version M

Object Type M types of objects, for example, 'S' for position, 'Q' for qualification
‘JF’ for Job Family.
M Click and find relevan object type by clicking and/or .

M Select “JF Job Family”.

Object Abbreviation M Abbreviation (or code) for job family.
Object Name O Contains a brief description of the job family.



M Click for saving the job family.


2.3 Create Tasks

Description
Task describesgeneral responsibilities of job or position in an enterprise. (e.g: staff, manager, supervisor,
manager admin, senior executive, etc.)
Prerequisite
None
SAP Menu
Human Resource  Organizational Management  Expert Mode  PP01 – General
Transaction Code
PP01

Plan Version M



Object Type M types of objects, for example, 'S' for position, 'Q' for qualification
‘T’ for task.
M Click and find relevan object type by clicking and/or .

M Select “T Task”.

Object Abbreviation M Abbreviation (or code) fortask.
Object Name O Contains a brief description of the task.
M Click for saving the task.



3. Maintain Positions
3.1 Create Positions
Description
Positions are the individual employee assignments or placements within a company. Positions are defined
as the designations held by the staff members occupying those positions.
Prerequisite
 There is one (or more) organizational unit for placing the position.
SAP Menu for Organization and Staffing Mode

PPOME – Change
Transaction Code
PPOME

With Name
O Fill the name (or abbreviation) of the organizational root (or unit).
(Search Form)
M Click or press “Enter” to continue.

Organizational Root M Double click on the organizational root.
Date and Preview
C Limit the period of organizational units.
Period
M Press “Enter” or click to continue.
O Click for saving the date.

Click on organizational root (or unit) that will have the new
Organizational Unit M
organizational unit inside it


M Click to create new object.
M Click to choose “position” as type of relationship.
C Click or press “Enter”.

Object Abbreviation M Abbreviation (or code) for position.
Object Name O Contains a brief description of the position.
Job O Which job that has relations with the position.
O Click search and select relevan job for the position.

Head of own Tick on the box if the position is assigned as the head of own
C
organizational unit organizational unit.
O Click for saving the organizational unit.

Business Area M Key identifying a business area.
M Click to open the list of business area.

M Click on suitable business area.
The company code is an organizational unit within financial
Company Code M
accounting.
Click search to open the list ofcompany code. If there is only

M one Company Code, it will be filled automatically after clicking the
button.
A personnel area is an organizational entity representing an area
Personnel Area M within an enterprise defined by specific aspects of personnel
administration, time management and payroll.
M Type on relevant Personnel Area, or click search to open the

list of Personnel Area.
M Click for saving the position.


Do not forget to specify the date first. On “Basic data” tab, input the object abbreviation, object name, and
job assignment of the position.


Account Assignment


SAP Menu for Expert Mode

Human Resources Organizational Management Expert ModePP01-General/PO13-Position
Transaction Code
PP01/PO13

1. Access PP01 or PO13 from SAP Menu or by typing Tcode as shown below.


2. Select Infotype Object and click on Create( ) button as shown below.


3. The following screen appears where the object Position can be created and then click on save( )
button.
5.The following window appears where the user can relate the created object to any other object in the
organization structure by specifying the id of the related object and then again click on save( ) button.


S  O Relationship creation
Enter Validity Period, Related Object Type : Organizational Unit, Relationship Type & Related Object ID
Click on Save
Additional Note
Step 1-3 only required when user open PPOME in new session in Organization and Staffing mode.
Step 1 only required when user open PP01/PO03 from another screen in Expert Mode.
menu On the Maintain Object screen for which the user wants to create the object(Example: org unit, job,
3.2 Delimit Position

Description
Deleting a position can be done in two ways, by delimition and deletion. Delimit the positions will cause it
to be erased from current plan of organizational structure, but its history still remain exists on the plan (if
user search through its valid period).
Prerequisite


 There is one position that has to be delimited per specific date.
SAP Menu
PPOME – Change
Transaction Code
PPOME

Object Name M Contains a brief description of the position.
M Double click the position that will be delimited.
On “Basic Data” tab, change Valid dd.mm.yyyy To dd.mm.yyyy
M
into desired validity date.


3.3 Delete Position

Description
Deleting a position can be done in two ways, by delimition and deletion. Delete the positions will cause it to
be erased from current plan of organizational structure completely, without keeping its history on the plan.
Prerequisite
 There is one position that has to be delimited per specific date.
SAP Menu
PPOME – Change
Transaction Code
PPOME

Object Name M Contains a brief description of the position.



M Double click the position that will be deleted.
M Click
M
Choose
Before Deletion


After Deletion
3.4 Dual Assignment

Description
Dual Assignment means when a single person has to handle i.e. he/she is the head of more than one
department at a time for a limited time period. The department for which the person is the head is his
Primary responsibility and the limited period handling is his Secondary responsibility.
Prerequisite
A person should be assigned to a position which is the head of its respective organization unit(i.e cap
position).
SAP Menu
Human Resources Organizational Management Expert ModePP01-General/PO13-Maintain
Position
Transaction Code
PP01/PO13


Procedure and Screenshots
1)In Maintain Position screen, select the plan Version(01), enter the position id for which the employee is
to be assigned on a temporary basis,select the relationship infotype and click on (Create infotype).
Also mention the period(Start date and End date) for which the relationship should be maintained.
2)Select the relationship type A 008(Holder) from the list that appears when you click on button.
Select The type of related object as P Person from the dropdown list and enter the id(personnel id) of
related object to which relationship is to be made and then click (save) and (back) to save the
data and go back to the SAP Easy Access screen.


1) Delimit Vacancy popups appear as shown below. Click on Yes then Maintain Object screen
appears.
Another Vacancy creation pop up will come with the end date of assignment as we are assigning this


new position to the person for limited period. So after the assignment date is over, position will be
vacant again. Click yes.
Process to view the Dual Assignment
SAP Menu

PPOSE – Display
Transaction Code
PPOSE
Procedure and Screenshots
In the Organization Staffing screen, the employees name will be displayed under the column chief for two
organizational units for which he/she is made the head.


Note: The Arrow besides the Employee’s name shows that the object will be removed or delimited at the
date displayed under the assigned until column.


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Project Name: IITR (Indian Institute of Technology - Roorkee)

Sr. Vers Date of Secti Description of Reason for Change Reviewed

1 1.0 NA Initial Creation Initial Creation Amol Jaisheel

1. Create Organizational Unit

Data and Information

Data Information M/O/C Description & Guide

M Click or press “Enter” to continue.

M Click for saving the root.

C Click for going back to home screen.

Description of the Main Screen

the new organizational unit that you are creating.

(views) using the tab strips.

relationship (such as a user to be assigned to an organizational unit) or displayed in the

maintenance frameby double-clicking on it.

Do not forget to regularly save the data( ).

1.2 Create Sub Organization Units

SAP Menu for Organization and Staffing Mode

Procedure and Screenshot

2) Search Desired Organizational Root

other tabs similarly as well. And click to save.

SAP Menu for Expert Mode

Procedure and Screenshot

2. Select Infotype Object and click on (Create) button as shown below.

1.3 DisplayOrganizational Unit

1.4 Copy Organizational Unit

Data and Information

Data Information M/O/C Description & Guide

M Click to copy the organizational unit.

M Press “Enter” or click to continue.

O Click for saving the date.

C Click to open the list of business area.

Click to open the list of company codes. If there is only one

M Click for saving the organizational unit.

C Click for going back to home screen.

Copy Organizational Unit

Result of Organizational Unit Copy

1.5Delete Organizational Unit

Data and Information

M Click for saving the organizational unit.

C Click for going back to home screen.

1.5.2 Delete Organizational Unit

Data and Information

M Click for saving the organizational unit.

C Click for going back to home screen.

After Deletion (Deletion is not recommended in any case)

2. Maintain Jobs And Job Family

Data and Information

M Click to select relevant version from the list.

M Click and find relevant object type by clicking and/or .

M Click create to go to Create Object screen.

Data Information M/O/C Description & Guide

M Click for saving the job.

C Click for going back to home screen.

2.2 Create Job Family

Data and Information

M Click to select relevant version from the list.

M Click and find relevan object type by clicking and/or .

M Click create to go to Create Object screen.

Data Information M/O/C Description & Guide

M Click for saving the job family.

C Click for going back to home screen.

2.3 Create Tasks

Data and Information