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Organizational

Management
I N T R O D U C T I O N , C O N F I G U RAT I O N A N D
R E P O RT S
What is Organizational
Management?
Organizational Management is a sub
Module of SAP HCM which enables the
organization to
Depict the organizational and
reporting Structure and the current
Organizational plan
Analyze the current Organizational
plan
Create additional organizational plan
Create effective workflow
management
Organizational Plan

Organizational plan depicts the functional,


organizational and reporting structure between the
positions in an enterprise.

Structure
An organizational plan is made up of several separate
hierarchies and catalogs that are related to one
another.
The following are the hierarchies and catalogs (elements)

An Organizational Structure
Staff Assignments
Reporting Structure
A job Index
A work center plan
A task catalog
An overview of an organizational plan in
an enterprise
Organizational Objects
O B J E C T S A R E U S E D T O C R E AT E A N O R G A N I Z AT I O N A L P L A N . T HE FOL LOWING ARE THE
O B J E C T S U S E D I N A N O R G A N I Z AT I O N A L P L A N .

O R G A N I Z AT I O N A L U N I T ( O )
POSITION (S)
JOB(C)
PERSON (P)
COST CENTER (K)
TA S K ( T )
WORK CENTER(A)
Characteristics of an Object

An Object comprises of

A short and long description


An 8 digit ID number
A relationship which defines the link between the
object and other object
Specific object characteristics
A validity period and a time constraint
A status indicator
Object Types, Keys and Icons
Relationships

R E L AT I O N S H I P B E T W E E N T W O O B J E C T S C R E AT E S A H I E R A R C H Y A N D T H AT
D E P I C T S T H E E N T E R P R I S E S O R G A N I Z AT I O N A L S T R U C T U R E .

A R E L AT I O N S H I P B E T W E E N T W O O B J E C T S C A N B E
H I E R A R C H I C A L
L AT E R A L
U N I L AT E R A L
Relationships of Objects
Infotypes Used in Organizational Management

Other than relationships defined to an object, we


also maintain the object characteristics and
information in Info types
The Infotypes in organizational Management start
from 1000 and have the range 1000-1999.
There are a list of Infotypes maintained
for each object.

i.e. For the object Organizational Unit the


info types maintained are

1.Object (1000)
2.Relationship (1001)
3.Description (1002)
4.Account Assignment (1008) and Various
Other Infotypes
The following Table has the list of Info
types that maintained for each object.
INFOTYPES ORG. UNIT POSITION JOB TASK
Object (1000)
Relationship(1001)
Description (1002)
Department/Staff (1003) X
Character(1004) X X X
Planned Compensation X
(1005)
Vacancy (1007) X X X
Account Assignment (1008) X X
Work Schedule (1011) X X
Emp Group/Emp SubGroup X X
(1013)
Obsolete (1014) X X X
Cost Planning (1015) X X
Standard Profiles (1016)
PD Profiles (1017) X
Cost Distribution (1018)
Addresses (1028) X X
Planning Tools
In order to have an effective Organizational Management
Component in the enterprise, we use the following Planning
tools.

Status Streamlining our planning process using the


statuses active, planned, submitted, approved, rejected.
Plan Versions In order to not affect the active plan
version, we can maintain different plan version to plan and
evaluate possible organizational changes.
Validity Dates Validity dates are defined to maintain
the life span of an object.
Time Constraints Time constraints are used by the
system to protect the various attributes and
characteristics of Info types, Subtypes and Relationships.
Aspects To filter out the type of the objects that can be
maintained and the type of info types that can be
maintained for each object we use aspects.
Object Status
Maintained
Status of an object in Organizational management identifies
the current standing of an object.

There are five statuses in organizational management for an


Object which are maintained in an info type.

A status must be assigned to every object. Usually all objects


are assigned the status Active by default in organizational
management.
Applying status to objects and infotype records inOrganizational
Management, depends on the method you use to maintain an
organizational plan.

Status attributes:
Active: Indicates that an object is currently operable. We have
unrestricted activities i.e. we can create, change, display, delimit,
delete and list when using active objects.
Planned: Indicates that an object is proposed or anticipated, but
not currently operable. We can create, change, display, delimit,
delete and list when using planned objects.
Submitted: Indicates that an object has been submitted for review
and subsequent approval/rejection. We cannot create objects with
submitted status. Nor can we make changes.
Approved: Indicates that an object, previously submitted for
review, is accepted or authorized. By changing the status to active,
we can edit the object (create, change, display, delimit, delete and
list).
Rejected: Indicates that an object is rejected or turned down. We
can only display objects with rejected status. However, We can
change the status to planned so that you can work with the object
again.
Plan Versions
Path Description
Easy IMG Personnel Management Global Settings in
Access Personnel Management Plan Version Maintenance
Menu Maintain Plan Versions
Transactio SM30 T778P
n Code
Path Description
Easy IMG Personnel Management Global Settings in
Access Personnel Management Plan Version Maintenance
Menu Set Active Plan Version
Transactio SM30 T77S0SC
n Code
Maintaining Number
Ranges
Path Description
Easy IMG Personnel Management Global Settings in
Access Personnel Management Plan Version Maintenance
Menu Maintain Plan Versions
Transactio SM30 T778P
n Code
Structures In OM

An organization consists of
Organizational units, Positions, Persons,
Etc. Creation Of these structures are not
restricted to only certain requirements.
The objects and the relationships are
used by the Structure in a certain way
defined by Evaluation Path.

Using Objects, Relationships, and


evaluation paths we can create a lot of
structures.
Evaluation
Path
TCODE OOAW
An evaluation path allows you to focus
inquiries/reports on objects which are affected by
certain relationships.
We can select an Evaluation Path and maintain
its properties or create an evaluation path
starting with Z.
E.g. : Evaluation Path - PLSTE (Position overview
along organizational structure)
Position overview along organizational structure
This evaluation path provides an overview of
position assignments. It uses an organizational
unit as its starting point, and reads the
underlying structure. Relationships between
positions are taken into account.
Interfaces Used to create Organizational Structure

T H E R E A R E T H R E E M E T H O D S W H I C H C O U L D B E U S E D C R E AT I N G T H E O R G A N I Z AT I O N A L
STRUCTURE.

THEY ARE
O R G A N I Z A T I O N A N D S T A F F I N G M O D E
E X P E R T M O D E
S I M P L E M A I N T E N A N C E
Organizational and Staffing Mode
The Organizational and staffing mode presents you with a
compact view of the organizational plan . Through this
interface we can

1. Search
2. Select
3. Display/Modify Structures
4. Display/Modify Objects
Area Quadrant Purpose
Search Area Left-top We can search for individual
organizational objects according
to search functions. The results
of these search functions are
displayed in the selection area
Selection Left-Bottom We can expand or contract
Area structures and select an object in
the selection area by double-
clicking it.
Overview Right-Top We can see different structures
Area of the selected object in the
overview area and select any
displayed object to see its
details in Detail Area
Detail Area Right- This area displays information on
Bottom the object selected in the
Overview area. This information
can be edited and saved.
SEARCH OVERVIEW

SELECTIO
N DESCRIPTION
Structure Creation under Organizational and
Staffing Mode

Path Description
Easy User menu Human Resources Organizational
Access Management Organizational Plan Organization
Menu and Staffing Create
Transactio PPOCE
n Code

The above path/Transaction allows you to


create a new root Organizational unit. In
the transaction PPOCE, we create the root
Organizational unit and to create the
subordinate units we use the Transaction
Code PPOME
Creating the
Root Org Unit
Path Description
Easy User menu Human Resources Organizational
Access Management Organizational Plan Organization
Menu and Staffing Maintain
Transactio PPOME
n Code

The transaction PPOME is used in the


organization and staffing mode to
modify/add additional Organizational
units or Positions to the existing root
organizational unit.
The transaction PPOSE is used in the
staffing mode to display the
organizational units and structure.
When we select the organizational unit
and select create, the system would
ask whether we want to create an
Organizational Unit or A Position

Based on the object to be created, we


select the type of relationship .
Departmen
ts Created
E.g. The previous slide consists of a screen shot with the
Organizational units created under the Root
Organizational Unit DS Enterprise Pvt Ltd.

For the root Unit, We are creating a Position MD. For


the same we select the Org. Unit DS Ent and Select
create. The System would ask us what object is to be
created as shown in the next slide.
Here We create the position and Assign the
chief position to it.
The Next slide gives us the various
positions created under the departments
Production, Operations and HR.
Departments and
Positions Created
for the Org. Unit
Visakhapatnam
Location
TASK ASSIGNMENT
For human resources purposes, tasks are
individual duties, responsibilities, or
assignments that employees are
required to perform, for example, answer
phones or design publications.
You can use tasks for the following:
To describe jobs and positions
Job and position description is done by
creating and maintaining tasks, and
creating relationships between the tasks,
and jobs and positions, using
theRelationshipinfotype (1001).
Select the
object you want
to assign the
task and select
Create
When We select create, the system asks
us which type of relationship needs to be
created. Here we select the Relationship
B007 ( is described by) which assigns
the task to the Object.

After selecting the relationship, the


system assigns a task(New Task) to the
object (here Position Holder).
Here we select the Task and right click and select
Assign
When We select assign, the system
would ask us to select the type of
task we want to assign to the
person. Here the system is asking us
to select between Standard task (TS)
and Customized tasks(T)
In the choose relationships window, if we select
Standard tasks, the system will give us a list
of options from where we can choose the task
that suits our requirement.
In the choose relationships window, if we select
Tasks, the system will give us a list of options from
where we can choose the task that suits our
requirement
We have Assigned the Task Personnel Management under tasks.
Personnel task has a task catalog which is assigned to the Person
(Here G Divya-MD). The description area gives us the details
about the type of the task and the various characteristics of each
sub task in the task catalog.
Structure Creation under Expert Mode
Path Description
Easy User menu Human Resources Organizational
Access Management Expert Mode
Menu
In the menu, under the expert mode option, we have the
following list of options to create the required object and the
relationship for each of the object

TCODE OBJECT CREATED/MAINTAINED


PO10 Organizational Unit
PO03 Job
PO13 Position
PO01 Work Center
PFCT/PO14 Task Catalog
PP01 General
Creating/Maintaining an
Organizational Unit
TCODE - PO10
In the previous slide when we select object and select create, the
system opens the following screen

In the above screen , we give the details of the object i.e.


Planning Status (by default selected as Active), Validity of the
object and other attributes like Abbreviation, Name.( Here We
have created An org. Unit DS Ent )

Once all the details are given, we save the entries. Once
saved the System would automatically take us to the Essential
Relationships Screen.
For this Example, the root Org. Unit is DS Ent. We do not make
any entries and exit. Here we do not assign any entries as the
subordinate organizational unit are yet to be created and the
subsequent positions if any.
In the previous slide, we did not create any relationship. However,
when we create Sub Unit for the root org. unit DS Ent, in the
relationship tab, the system asks us which relationship do we
choose for the Org. Unit Visakhapatnam in order to be assigned to
the DS Ent. Here we select the appropriate Relationship
applicable.
For the Root Org. Unit DS Ent , We create the following Sub Units
Visakhapatnam, Hyderabad and the departments Production,
Operations and HR for each Sub Unit. Shown in the following slides
are the relationships created between the Root Org. Unit DS Ent and
the various Sub Org. Units,

Org. Unit (Location)


Visakhapatnam
created as a sub
unit for the Root
Org. Unit

Org. Unit
(Location)
Visakhapatnam
created as a sub
unit for the Root
Org. Unit
For the Root Org. Unit we
have created a position MD
using the Transaction
PO13 (create/maintain
Position)

Here we are defining


that the Root Org. Unit
is managed by The
position MD.
For Each Sub Unit created as per the location, We Have
defined the departments as follows

The Location Hyderabad The Location


has Three Departments Visakhapatnam has
1. Production Three Departments
2. Operations 1. Production1
3. HR 2. Operations1
3. HR1

Shown in the next slides are the relationships and the


Departments created for each location.
Departments created for The location
Visakhapatnam
Creating/Maintaining
Position
TCODE
PO13
In the previous slide when we select object and select create, the
system opens the following screen

In the above screen , we give the details of the object i.e.


Planning Status (by default selected as Active), Validity of the
object and other attributes like Abbreviation, Name.( Here We
have created the position MD )

Once all the details are given, we save the entries. Once
saved the System would automatically take us to the Essential
Relationships Screen. We create the subsequent relationships
for this position Based on the requirement and the Job of the
position.
Here we are assigning
this position to the Org
Unit DS Ent

Here we are defining


the Job for the position
created.

P.S. Apart from the above relationships, We have also created other relationships wherein
MD is the line supervisor of all the Heads of Departments
For each Location i.e. Visakhapatnam and Hyderabad we have
created the following Positions.

For Visakhapatnam Location For Hyderabad Location


1. Production1 1. Production
. Production Head VP . Production Head
. Production Manager VP . Production Manager
. Asst Production Manager . Asst Production Manager
VP 2. Operations
2. Operations1 . Operations Head
. Operations Head VP . Operations Manager
. Operations Manager VP . Asst Operations Manager
. Asst Operations Manager 3. HR
VP . HR Manager
3. HR1 . Asst HR Manager
. HR Manager VP . HR Executive
. Asst HR Manager VP
. HR
P.S. TheExecutive VP
position Head of each department i.e. Production Head, HR
Manager, Operations Head for both the locations report to the
Position MD. All the other positions that is Mangers and Assistant
for each department report to the respective department Heads.
Please find the related screenshots attached in the next slide.
For the Department Production1, the position Production Head has
the following relationships maintained in the relationship infotype.
Creating/Maintaining Job
TCODE- PO03
In the previous slide when we select object and select create, the
system opens the following screen

In the above screen , we give the details of the object i.e.


Planning Status (by default selected as Active), Validity of the
object and other attributes like Abbreviation, Name.( Here We
have created the job Manager )

Once all the details are given, we save the entries. Once
saved the System would automatically take us to the Essential
Relationships Screen. We create the subsequent relationships
for this Job.
The Job Manager Has been assigned the following
positions. The Job defines the type of work these Positions
are assigned. Here the Relationship used is 007 (Described
by).

The Next Slide gives us the Jobs created and the positions
assigned to them.
The Job Head Of Department has all the Chief positions
assigned to it.

The Job Executive has all the Executive Positions


assigned to it.
Assigning Task To
Positions
TCODE
PO14
In The previous Screenshot, If we Select the Object and select create
, the following screen will come up wherein we create our required
Task under the Task Catalog T.

We can also create Tasks using TCODE PFCT. When this


TCODE is used, we have a screen which gives us a list of Tasks
predefined in the system, custom defined. Here in this
catalog also we can create our Tasks and Assign the subtasks.
In the previous screen, when we select Task and select create, The
system allows us to create new task and a task catalog .

For the Task HR Admin created using transaction PO14,


We can create the subtasks in the Task Catalog Screen. By
selecting our respective task in the task catalog screen and
selecting on create. Te system would give us an option to
create the subtasksSelect the
task and then
create
The above subtasks were created for The Task HR Admin
and has been Assigned to the Position HR Executive.
When the Task HR Admin is Assigned to the Position HR
Executive by default the subtasks are assigned to the
position.
Structure Creation under Simple Maintenance

Path Description
Easy User menu Human Resources Organizational
Access Management Expert Mode Simple
Menu Maintenance Create
Transactio PPOC_OLD- Create
n Code

In this mode of creation for structure, The System follows


branch wise creation of organizational units and positions. The
initial screen where we enter the root org. unit is as follows
Here we create the Root Org. Unit DS Ent. To the same we are
creating Sub Org. Units Visakhapatnam And Hyderabad.

Select the
Org. Unit and
select create

A window would come up which would ask us to create the


sub units as shown in the next slide
The following are the Sub Units created under the Org.
Unit DS Ent.
The following are the Departments created under each Location
Visakhapatnam and Hyderabad using the similar method of
selecting each Org. Unit and then giving the list of Org. Units
that have to be created.
Creating/Maintaining Position

For Creating A position under an Org. Unit (Here DS Ent), we


should first select staff assignment tab in the maintenance
view.

The system would then respond and enables the position


creation and assignment actions for this mode.
Here in this screen we select the Org. Unit for which the
Position has to be created and then click on create
position.
Once we select the position, the system would prompt us to give
the details for the position created. The first Dialog box would ask
us the type of job for the position we are creating. We have a
choice to select from the existing jobs or we go ahead and create
the job required as per our requirement.

Here we create the job as per our requirement. After we create


our job, then we create the position and assign the validity for
the Position created. Here The job assignment is done to the
position once the position is created.
The following are the positions created for the Location
Visakhapatnam for the departments Production1, Operations1
and HR1.
Assigning Holder/Person to the
Position
To assign a Person to the position created, we need to select
the position and then select the Assign Holder. The system
would prompt us to enter the data as to who would be the
holder for the position.

Here we give in
the Emp
Personnel
Number
Here We are assigning the Person 265012 to the
Position Production Manager for the Location
Visakhapatnam.
Once we assign the Person, we would be able to see
the assignment in the organization Structure as below
The following is the structure of HR department with all the
Positions Assigned to Persons.
Assigning Tasks to The Position

In this Interface, Assigning Tasks is done by selecting the object


(here Person) and assign the task.

Select the Person for which the task needs to be Assigned


and then select Task Profile.
The task profile for the Person is Displayed. We also see the
relationships existing for the Person. Task could be created for
the Holder i.e. HR Manager, or to the Job i.e. Head Of
Department.

Here we are creating the task to the Holder i.e. HR Manager.


We select the object S Holder and select the task profile.

The system would give us a list of predefined tasks from


which we can select one task that is according to our
requirement. The task selected should be relevant to the
Position and the Job.
The Task Strategic Tasks is selected and assigned to the holder and
corresponding task catalog is also assigned to the Person.
The following is the Task Catalog assigned to the Holder HR
Manager. The Task Strategic Tasks has sub tasks assigned to it.

For the Position MD, The following are the tasks assigned. The
task AF_approve is SAP Standard Task assigned to the MD.
The Structure according to the tasks Assigned to the Person for
the Position MD.
Standard Structure Reports with Evaluation Path
1. Organizational Structure with Evaluation Path
ORGEH (Org. Structure)
TCODE S_AHR_61016493
Structure
Display
Structural Graphics
2. Organizational Structure with Evaluation Path PLSTE
(Org. Structure with Positions)

TCODE-
S_AHR_61016494
Structure Display
Structural Graphic
3. Organizational Structure with Evaluation Path O-O-S-P
(Org. Structure with Staff Assignments)
TCODE-
S_AHR_61016528
Structure Display
Structural Graphics
3. Organizational Structure with Evaluation Path PERS-
O(Org. Structure with Persons)
TCODE-
S_AHR_61016495
Structure Display
Structural Graphics
4. Reporting Structure with Evaluation Path ORGA
(Reporting Structure without Persons)
TCODE-
S_AHR_61016512
Structure Display
Structural Graphics
5. Reporting Structure with Evaluation Path ORGA-P
(Reporting Structure without Persons)
TCODE-
S_AHR_61016513
Structure Display
Structural Graphics
Structure Display
Structural Graphics
Authorizations

SAP Controls authorizations by creating roles.


Aroleis a grouping ofprivileges, which can be
assigned todatabase users,user groups, or
other roles.

A role is created using theCREATE ROLE


statement.This role is initially empty.Only
database users belonging to database user
classDBAare able to create roles.The new
rolenamecannot be the same as the name of
any other role, a user, or a user group.

A role can be assigned to database users, user


groups, or other roles using the GRANT
statement and specification of the role name.
User-specific menus can be displayed for users after they have
logged on to the SAP System by using either pre-defined roles
or roles you created.

In the normal course of business each users is assigned with


some activities and restricted to others to ensure that business
data is always secure. To complete these assigned activities
users need to access the different SAP transactions, reports, or
Web-based applications in the SAP. To meet this requirement
SAP user needs to assign a role. This role can be either
assigned from SAP predefined roles or a new role can be
created to meet the client's specific requirement.

While assigning a role to the users, the following points needs


to be kept in mind:
Separate menu should be created and assigned to each role
Only required authorization, task and activities needs to be
added in each authorization profile
Necessary restrictions needs to be imposed to ensure data
security
In the standard SAP a role can be assigned to user either:
Directly from predefined SAP roles.
By Changing predefined roles
Role Creation Through Derived method using an Existing
role CH_ADMI (HR-Administration Switzerland)

TCODE-PFCG
Here We have created a Test Role TEST_ROLE.

Here we are creating a single role. Hence we select the


Create role button.
In SAP standard system we have two types of roles
1. Single role
2. Composite role
After we create the role, the system opens the following
window wherei n we describe, define the menu, give the
authorizations and the users.
Description of the role, wherein we mention as to whom the role
is assigned. Also in the same screen we give the role from which
TEST_ROLE is being derived in the Derive from Role field.
Here the original role is CH_ADMI, which has been already defined
and is a single role.
Once saved the system gives us an option if we want to delete the
inheritance relationship.
After we create the TEST_ROLE, we need to generate the role.
This is done through the original role from where we tell the
system to generate the role. Here we are currently in the
Authorizations tab of the Role CH_ADMI.

Select
this
option
Click on generate for
generating the derived role
When we click on generate the system responds as follows.
Once the rule is generated, it would display the status as
generated.
When we select TEST_ROLE , we see that the Menu, Authorizations
Tab have turned green, i.e. it has inherited the attributes of the
Original role CH_ADMI
The Menu tab has the Role menu inherited from CH_ADMI.
The Authorizations Tab has the following status. Here the Profile
name is given by the system, which can be changed
When we select the change Authorization Data, We come on to
this screen, which gives us the authorizations that exist for this
role. Here we can make any changes or control the user access
.
When we expand the Personnel Planning tab under Human
Resources, we have the following screen.
Selecting the organizational level in the previous screens gives
the following table. Here we define the organizational levels and
objects for the authorization check in Customizing. We can use
them to control the authorization check for individual
organizational units.
Under the User Tab, we give in the users, User Id to whom we are
assigning the role and to what date are we assigning he role or
giving him access.
Authorization Main Switches
Table- V_T77S0
Group - AUTSW
INTEGRATION
Integration With Personnel Administration

Personnel Organizational Management


Administration
Object
Tables
s
For: For:
RHINTE1
Jobs Jobs
0
Positions/Work Positions
Center RHINTE2 Work Center
Organizational Units 0 Organizational Units

OO
E
H INT
R

IT0001 RHINTE00
(ORGANIZATIONAL RHINTE3 RELATIONSHIPS
ASSIGNMENT) 0
OM PA Integration Switches

We determine the nature of the integration between


organizational management and Personnel administration by
maintaining integration switches in the following table.