Organizational Management Basic Training

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Organizational Management Basic Training

• June/July 2007

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HCM Authorization Summer, 2007 Training Sessions

• Rules for training
• NO CELL PHONES! turn them off, or to vibrate.
• Make every effort to wait until a break to
• return missed calls.
• When doing exercises, stay with the groupdont
  move ahead of everyone.
• Email and internet are for break time only.

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HCM Authorization Summer, 2007 Training Sessions

• To ensure that you have adequate access to the
  HCM infotypes we will be using during the summer,
  2007 training sessions, you have been given a
  generic logon with broad ability to view and/or
  update information. Specific data for all
  employees in the HCM training client has been
  scrambled to protect the individuals privacy.
• When you return to your campus, your normal HCM
  authorization will be in place for the production
  client. If you do not have the appropriate access
  for your responsibilities in HCM, you should
  contact your campus Org Management person, or
  your HR Director.

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Getting Ready.

• Logging in to the training client
• Changing your password
• New password ILVSAP

5
Getting Ready.

• Creating favorites

PP03 PC_PAYRESULT - Display Results PO10
PC00_M10_CEDT - Remuneration statement PO13
ZPCALCU0_SIM - For Simulation run of
Payroll-SSHE PA40 PC00_M10_CLJN - Payroll
journal PA30 S_PH9_46000172 - Wage type
reporter PA20
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Getting Ready.

• Changing your Settings

Removes the rippling water, sometimes called
SAPs whirlpool
Adds the transaction to your favorites
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Getting Ready.

• Changing Background Colors
• Click on the Customizing of Local Layout Icon

• 3. On the Color Settings tab
• select the colors you want,
• click on Apply.

2. Click on New Visual Design
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Agenda

• What is Organizational Management (OM)?
• OM Components
• Object Characteristics
• OM Creating Positions
• Salaried
• Hourly - Planned Compensation
• Demonstrations Exercises
• Active and Planned Positions
• Unfilled and Vacant Positions
• Organizational Re-assigments
• Pay Option Changes
• Full-time to Part-time
• Cost Center Changes
• Demonstrations Exercises

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Agenda

• Changing Reporting Structures, etc. for entire
  groups (Fast Entry)
• Changing Organizational Unit names
• Reporting
• SSHE Reports
• Review where to find
• Review what reports are there
• Discuss how to add to these reports to your
  Favorites
• Review existing Org. Management Standard Reports
• AdHoc
• Review OM Infosets and the User Groups

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What is Org. Management?

• OM enables you to create and maintain
  hierarchical structures for budgeting and
  reporting purposes.
• OM interfaces with other HCM components such as
  Personnel Administration, Time Management,
  Payroll, Benefits.
• OM interfaces with other SAP modules such as the
  Academic Structure in Campus Management.

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What is Org. Management?

• Jobs
• (Classification)
• - Identifies
• 75/80
• 20/26
• - Class Title
• - Union Group
• - EEO Code
• - AAP Code
• - FLSA
• Exempt or Non-Exempt
• - Pay Scale Type Group
• (Pay Range)
• - Pay Scale Level
• (Step)

Position (Work Assignment) - Working Title -
Attached to Job - Position this position
reports to - Org. Unit - Cost Center (N/A
students) - HCM Authorization - Perm/Temp -
FT/PT - Pay Sequence

• Org Units
• (Departments)
• - Org Unit this Org Unit reports to
• - Org Unit reporting to this Org Unit
• - Positions under this Org Unit
• Note Cost
• Centers are
• NEVER assigned
• to the Org Unit

Personnel Admin
Payroll
Time Mgt
Benefits
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OM Components -Job

• Jobs are created and maintained by System Human
  Resources.
• New Jobs are occasionally added, most often at a
  Universitys request to add an AFSCME
  classification that was not previously used by
  the PASSHE

• Maintenance is sometimes required to change the
  Jobs original
• FLSA flag for Exempt or Non-Exempt Status
• The Class Title
• EEO or AAP Code for EE0 and other types of
  reporting

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OM Components Organizational Units

• Organizational units are departments within your
  campus

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Creating and Changing Org Units - PP03/PO10

• Creating Org Unit
• Use Transaction PP03 (Actions)
• Presents series of input screens
• Ensures all required data is input
• Do NOT manually create an Org Unit using PO10
• ALL Org Unit Object Abbr. Object Name must
  begin with your university code ie 10_ 45_
  70_
• NEVER make changes to Academic org units without
  touching base with your Campus Management
  representative.
• Changing Org Units
• Use Transaction PO10 (Maintain Org Unit)
• In Short PP03 Create, PO10 Maintain

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Creating Org Units - PP03

• DEMONSTRATION/EXERCISE
• Lets Create an Org Unit at your University
• _XxTrn / _Xxxxx Training
• (ie 10_JSTrn / 10_Joans Training)

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Creating Org Units - PP03

• Via PP03
• Object Type O
• Planning Status 1 for Active
• Validity Date for training, use 5/26/2007
• Action O
• Click on the Execute button

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Creating Org Units - PP03

• Create Object (IT1000)
• Object Abbr Always begin with your university
  code limit of 12 characters.
• Object Name Always begin with your university
  code - limit of 40 characters.

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Creating Org Units - PP03

• Create Essential Relationships (IT1001)
• This is the org unit your new org unit reports
  to.
• For todays exercise, select your Presidents org
  unit.

Notice that this Infotype includes the new Org
Unit
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Creating Org Units - PP03

• Your Org Unit has been created you will
  automatically return to the Action screen.

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Creating Org Units - PP03

• Via PO10, select Structure Search to view your
  new org unit.

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Creating and Changing Positions PP03/PO13

• Creating Positions
• Use Transaction PP03 (Actions)
• Presents series of input screens
• Ensures all required data is input
• Do NOT manually create a position using PO13
• Changing Positions
• Use Transaction PO13 (Maintain Positions)
• In Short PP03 Create, PO13 Maintain

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Position Object Validity Period

• A validity period must be assigned to every
  object and every Infotype that is created
• This will provide you with a date-driven display
  of your campus organizational history

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Position Object Validity Period

• Validity date rules
• When creating a position, the date must be equal
  to, or prior to the date the employee is assigned
  to the position. Example you have 25 new
  faculty starting at the beginning of the semester
  8/18/2007. You will be filling 21 current
  positions, but need to create 4 new ones. You can
  create them earlier in the summer, and make the
  effective date match the date you create the
  position, or you can use 8/18/2007. Even if you
  dont create the position until after 8/18/2007,
  you still must have the position validity date no
  later than the facultys date of hire.
• When modifying a position that has a current
  holder, (promotion, hrly to salary, faculty pay
  change, etc), you must always make the validity
  date of the new position infotypes the exact date
  the change is effective for the employee. Example
  a clerk typist 2 is promoted to a clerk typist
  3 effective July 21st. All position infotypes
  that are being changed would have a validity date
  of July 21st.

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Creating Positions PP03

• Transaction PP03 (Actions)

Add the Object type S Validity dates
Action S
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Creating Positions PP03

• Creating the Object (IT1000) Name of the
  position
• The Object abbr. should be selected from the
  drop-down box, representing the jobs class code
  and the 75/80 or 20/26 extension, where
  applicable
• The Object name is the Positions working title

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Creating Positions PP03

• Organizational units (Object O)
• Organizational units are departments within your
  campus

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Creating Positions PP03

• Reports To (Object S)
• The position this position will report to

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Creating Positions PP03

• Jobs (Object C)
• The classifications for this position For
  example, Clerk 1 or Tact Leadership/Senior
  Professional 190

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Creating Positions PP03

• Employee Group/Subgroup (IT1013
• Determines employment status Permanent,
  Temporary, Student, etc.
• Determines Salary or Hourly status pay frequency
  26.08 20, 26 and either a full-time or
  part-time status

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Creating Positions PP03

• Cost Centers (Object K)
• Positions with multiple cost centers require an
  additional IT0027 on the employees record.
• Student positions will have a default cost
  center, and all students will have their cost
  center information on IT0027 and IT0554.

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Creating Positions PP03

• Account Assignment Features (IT1008)
• Personnel Subarea will drive employee leave,
  overtime, benefits, and pay.

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Creating Positions PP03

• Role (Object AG) - HCM Authorization Role
• All employees will have at least 1 role assigned
  to their position
• ZXXHRESS_PORTALS_DSPLY_NLY
• Additional relationships are manually added to
  positions that need access to HCM via PO13
• NOTE This relationship MUST be
• periodically audited via ad hoc
• reporting to ensure that proper roles
• are assigned to positions.
• 90_AUDT_ROLES / 90_Audit Positions w/ HR Roles

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Creating Positions PP03

• Completed Position will have the SOCK Objects
  under Relationships (IT1001)

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Additional Position Objects (IT1001)

• Holder (Object P)
• Employees
• This relationship is automatically generated when
  an employee is put into the position, via the
  PA40 actions.
• HCM will allow multiple employees under the same
  position.
• There is no validation to limit the number of
  employees per position based on a 100 FTE.
• For employees to share a position, they must have
  exact matching of classification, cost center,
  org unit, P/T, FT/PT, and pay sequence, etc.
• Multiple employees under 1 position is generally
  reserved for students.

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What is an Object Relationship?

• Each object type has certain allowable
  interactions with other object types
• These predefined interactions between object
  types are called relationships
• The relationships define
• Reporting and supervisory relationships between
  positions
• Which employee holds what position
• What job classification applies to the position
• Which cost center applies to a particular
  position
• What authorization should the position have to
  view/update capability in HCM

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What is an Object Relationship?

• Relationships can be seen as the structures glue
• They are used to define, for example, who reports
  to whom and who manages what
• Relationships between objects are reciprocal
• For instance, if a job describes a position, the
  position in return is described by the job
  (relationship between cost center K and
  organizational unit O is one way)
• Reciprocal relationships are defined by an A or
  a B (reciprocal relationships are automatically
  created) and are then followed by a three-digit
  code
• A003 a position belongs to an organizational unit
• B003 an organizational unit incorporates a
  position

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Inheritance

• Inheritance occurs in SAP when an object
  automatically receives the attributes from
  another related object this minimizes data
  maintenance on the system,
• Examples
• Positions typically inherit the characteristics
  of their related job such as Planned Compensation
  (Pay Scale data)
• Objects on lower levels of a hierarchy can
  inherit the attributes of higher-level objects if
  you do not specify overriding attributes. (Hourly
  positions need to have Planned Comp created at
  the position level)

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Planned Compensation IT1005 on Position

• When to use Planned Compensation on the position
• Hourly (Wage) Positions. Be sure to use the
  actual pay range for the job classification such
  as 70/75 for an AFSCME position.
• When changing a position from hourly to salary,
  you must delimit the Planned Compensation
  Infotype on the position.
• When to NOT use Planned Compensation on the
  position
• Salaried Positions
• Off-Step Positions - manually update in Personnel
  Administration (IT0008-Basic Pay), not the
  position!

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Planned Compensation IT1005 on Position

• Planned Comp, IT1005 on an hourly employee in a
  personnel subarea that uses a step salary
  schedule.
• (AFSCME, OPEIU, PDA, PSSU, SCUPA, SPFPA)
• For these types of employees, use the Pay Scale
  tab.

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Planned Compensation IT1005 on Position

• Planned Comp, IT1005 on an hourly employee in a
  personnel subarea that does not use a step
  salary schedule. (Management, EXECS, Coaches,
  Other)
• For these types of employees, use the Pay Grade
  tab.

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Creating Positions PO03/PO13

• Exercise - Create New Positions

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Organizational and Staffing User Interface (PPOME)

• Advantages
• Allows you to use a simple maintenance interface
  with detailed maintenance type available
• Click-and-drag enabled
• Can cancel changes without saving
• Tabbed view allows you to change all data on one
  screen
• Negatives
• Graphical display is slower to refresh
• Can be overwhelming for new users

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Copying a Position PO13 vs PPOME

• PO13
• Copies only one position at a time.
• Copies holder relationship along with other
  relationships.
• Will not work if position has holder who was
  hired prior to 12/13/03. Must use PPOME then.
• PPOME
• Copies one or more positions at a time.
• Copies all relationships except the holder.
• Will copy any position regardless of holder date.
• Limited position maintenance capability must use
  PO13 for position maintenance.

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Copying a Position

• Single Copy
• Use transaction PO13
• Click Position ? Copy
• Enter Position Abbreviation and Name (or leave
  blank if it is to be the same as original.)
• Check Copy Relationships also checkbox.
• Click Copy Icon
• If original position is occupied, remove holder
  relationship (IT1001) from position copy.
• Note Will not work if position has holder who
  was hired
• prior to 12/13/03.
• Demonstration/Excercise

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Copying a Position (continued)

• Multiple Copies
• Use transaction PPOME
• Click Organizational Unit Structure Search
• Drill down to Organizational Unit. Double-Click.
  
• Drill down to Position to be copied.
• Right-click on Copy or click the COPY icon.
• Enter number of copies.
• Enter effective dates.
• Enter Abbreviation/Name if different from
  original.
• Click Checkmark.
• Click SAVE after copying is complete.
• Perform maintenance on copies via PO13 if
  necessary.
• DEMONSTRATION/EXERCISE
• Copy a Temporary, 20 pay Part Time Instructor
  position using PPOME

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Changing Organizational Unit Names (PPOME)

• For improved OM reporting and as a requirement
  for Campus Management, we were required to change
  the names of the Organizational Units at each
  campus. The easiest method was to use transaction
  PPOME.

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Changing Organizational Unit Names (PPOME)
Continued

• Step 1 Select Organizational unit and
  Structure search from the top left side of the
  screen.
• Step 2 Select the top level Org. Unit for your
  campus such as Bloomsburg University

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Changing Organizational Unit Names (PPOME)
Continued

• Step 3 On the right side of the screen, click on
  the Org. Unit at the top.
• Step 4 Under Details for Organizational unit,
  change the Object Abbreviation from the campus
  ID (i.e 10) to 10_Name of department using up to
  9 additional characters (i.e.10_BLOOM) (all CAPS
  preferred).
• Step 5 Add the campus ID to the Object Name
  (Long Text) such as 10_Bloomsburg University for
  all organizational units. Click Enter and
  Save.
• Step 6 Repeat this process for all
  Organizational Units at your campus by selecting
  the next Org. Unit in the structure at the top
  right of the screen and repeating steps 4 and 5.

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Position Status Active and Planned

• Active Positions
• Appear in Organizational Structure during hire on
  screen and in reports
• Can be filled by employees
• Default status for majority of positions
• Planned Positions
• Do not appear on Organizational Structure screen
  during hire. Does not appear in standard reports
  for active positions.
• Cannot hold employees.
• Use for positions approved but not ready for
  posting
• Must be changed to Active status when ready to
  fill.

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Planned Positions Creating and Activating

• Create Planned Position
• Via PP03, select Planning Status 2 instead of 1
  for active on header screen. Complete screens as
  usual.
• Via PO13, click on the Planned tab. Infotypes as
  per usual for active positions. Nothing under
  Active tab.
• Activating a Planned Position
• Transaction RE_RHAKTI00
• Path
• Human Resources ? Organizational Management ?
  Tools ? Object
• DEMONSTRATION/EXERCISE

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Positions Filled vs. Unfilled vs. Vacant

• Filled
• Position is occupied by an employee
• Has Current Holder Relationship on IT1001
• Unfilled
• Position is not occupied by an employee.
• There is no current holder relationship on
  Infotype 1001 (Relationships)
• Vacant (IT1007)
• Similar to Unoccupied (no holder), BUT
• Appears in Vacancy Reports

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Positions Vacancies

• Creating a Vacancy (two methods)
• Method 1 Create Infotype 1007 via PO13. Set
  vacancy to OPEN.
• Method 2 Answer YES to creating vacancy dialog
  box during Personnel Actions such as
• Organizational Reassignment
• Separation
• Annuitant
• Important Vacancies are NOT automatically
  created when a position is created.
• DEMONSTRATION PA40 Separation Action

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Org Reassignment Position Preparation

• Changes on the position must be made prior to
  running the PA40 Organizational Re-Assignment
  Action
• Other action involving an Organizational
  Management object such as a Hiring and Rehire if
  an existing position is not available.
• Effective dates in OM must be consistent with
  your PA dates.

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Org Reassignment Position Prep (examples)

• Bargaining Unit (Personnel Subarea) Change
• Maintain Object Infotype (1000)
• Maintain Account Assignment Infotype (1008).
  Adjust the Personnel Subarea to correct
  bargaining unit
• Maintain the Job ( C ) relationship under
  Relationships, IT1001
• Maintain the Employee Group/Subgroup Infotype
  (1013), if necessary
• DEMONSTRATION/EXERCISE
• Maintain implies either copying an infotype
  with a new effective date, creating a new
  infotype with new effective date or changing an
  existing infotype with no change in date.

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Org Reassignment Position Prep (examples)

• Faculty Pay Change (20 ?? 26 Pay)
• Maintain Object Infotype (1000)
• Maintain Employee Group/Subgroup Infotype
  (1013). (Faculty Pay Change Option is contained
  in the Employee Subgroup U2/U5 is for 20-pay,
  U3/U6 is for 26-pay).
• Maintain the Job ( C ) relationship under
  Relationships, IT1001. Need to select the job
  classification that corresponds to the correct
  pay option such as 24900-20 for 20 pay.
• Effective dates in OM must be consistent with
  your PA dates.
• DEMONSTRATION/EXERCISE
• Maintain implies either copying an infotype
  with a new effective date, creating a new
  infotype with new effective date or changing an
  existing infotype with no change in date.

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Org Reassignment Position Prep (examples)

• Cost Center Changes
• Maintain Cost Center Relationship for Cost
  Centers on Infotype 1001.
• Important!! A change in cost center
  automatically creates a new Infotype 0001 record
  for the employee.
• The PA40 Organizational Re-Assignment Action must
  be run to update the employees history of change
  in cost center.
• Similar action occurs for change for job
  reclassification of a position.

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Re-Organizations of Positions/Org Units

• Re-Assigning Org Unit to report to new Org Unit
  (using PO10)
• Maintain Belongs-To Relationship for
  Organizational Unit (O) on Infotype 1001.
• Change Position to which an existing Position
  Reports (using PO13)
• Maintain Reports-To Relationship of the Position
  on Infotype 1001.
• If Re-Assigning position to another Campus
• Must be done centrally by System Personnel
  Services.

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Fast Entry of Reporting Structure changesPO13

• Use this procedure to change reporting
  relationships of many positions. This would be
  done when a person in a position has been
  promoted, leaving the position empty, the
  position has been delimited, or all the reporting
  positions need to be reassigned due to a business
  decision.
• Step 1 Select PO13 to go to the Maintain
  Position screen.
• Step 2 Enter the Position number of the new
  supervisory position.

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Fast Entry of Reporting Structure changesPO13

• Step 3 Select Relationships. Ensure that the
  Validity date is correct. It will default to
  Todays date, which may be incorrect for the date
  of the assignment. This date will remain fixed
  throughout the Fast Entry process. Click Create
• Step 4 Enter the B-002 Is Line supervisor
  of relationship.
• Step 5 Select Position as the Type of related
  object.

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Fast Entry of Reporting Structure changesPO13

• Step 6 Enter the first position number that this
  position supervises. Click the Fast Entry icon.
• Step 7 Click Yes when the record will be
  delimited box appears.
• Step 8 Click Save
• Step 9 Enter the next subordinate position
  number and Save. Repeat these steps until
  subordinates have been reassigned to the new
  supervisor position.

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Maintaining Information in HCM

• Maintaining Information in Organizational
  Management
• PO13 - Overview Use this first to see the
  history of an Infotype!
• When to use the various maintenance icons

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Reporting in SAP
Pennsylvania State System of Higher Education
63
Objectives

• At the end of this training, you will be able to
• Generate standard reports such as
• Periods for Unoccupied Positions Report
• Organizational Structure with Persons
• Pay Grade Structure for Jobs
• Staff Assignments
• Define data and narrow report results
• Drill down and sort standard reports
• Print reports
• Export reports to Excel
• Create and save report variants
• Retrieve reports
• Add reports to your Favorites list
• Use Ad-Hoc Query
• Create Org. Charts using Visio and Ad-Hoc query

64
SSHE Report Tree (Menu Path SAP Menu/Information
Systems/SSHE Reporting/SSHE Human
Resource/Payroll)
65
Report Generation Steps

• Define Report Selection Criteria
• ALWAYS put in some sort of selection criteria!
• Click the Execute button
• Print your report if required
• Download report if required

66
Report Selection Criteria

• Use Report Selection Criteria to
• Limit the amount of information the report
  retrieves
• Make your report as specific as possible
• Selection Criteria Examples
• Date range
• Personnel Area
• Personnel Number
• Employee Group

67
Timing Out a Report
Easy way to interrupt a report that may be taking
too long to run.
Note Do NOT use CtrlAltDel on your keyboard to
stop a process.
68
Variants

• A variant is similar to a report template
• It is a set of criteria that determines the
  content of a report
• You can create variants by defining the fields
  and the data that you want to populate in the
  report
• Using a variant, you can define which rows, text
  and columns appearon your report

69
Benefits of Variants
Variants are alternative report displays set up
by specifying selection criteria Variants reduce
data-entry time Variants allow users to access
only the information that is relevant to their
area, department, plant, sales organization A
report may have any number of variants Variants
can be user-specific or they can be accessible to
all users i.e. Department wide
70
Report Buttons
Drill-down, choose details Sort in ascending
order Sort in descending order Select
all Deselect all Dynamic selections
Set filter Expanded totals Totals lines
only Current variants Selection options Multiple
selections
Note Not all of these buttons will display or be
available in every report.
71
Sorting Reports

• Sort in Ascending Order
• Example A gt Z

• Sort in Descending Order
• Example Z gt A

72
Standard Drill Down
Click the Drill Down Icon to isolate a
specific record
73
Report Output

• Displayed List in SAP
• Print to printer
• Export to Excel or Word
• Save to PC File button

74
Selection Options

• In this example, you could select the specific
  PersonnelSubareas for which you want to report.

75
Accessing Reports - Favorites List

• You can use your Favorites List to store and
  access reports you commonly use

76
Demonstration of SAP Standard Reports

• Periods for Unoccupied Positions Report
  S_AHR_61018869

When to use To display the periods in which
assigned positions are unoccupied per
organizational unit (i.e. department). Tips and
Tricks On the first screen, select the Standard
Selection Screen checkbox, click Execute and
then Enter when the Current Plan box appears.
This will allow you to select either the Planned
Positions or Vacant Positions variants. The
Planned positions variant will only display
positions that were created in Planned status.
The Vacant Positions variant will show active,
unoccupied positions.
77
Demonstration of SAP Standard Reports

• Organizational Structure with Persons
  Y_DV1_03000002

When to use To display a basic listing of the
organizational structure with employees
names. Tips and Tricks Select Today as the
Reporting Period to get an accurate reflection of
the current structure. Select and employee and
then click the Information icon to go
directly to the employees Master data record
(Display)
78
Demonstration of SAP Standard Reports

• Pay Grade Structure for Jobs S_AHR_61018797

When to use To display a list of the pay grade
structure assigned to the specific jobs in your
Org. structure. Tips and Tricks Select Annually
as the Time unit for the related annual salary
levels. the /ANNUAL layout from the output
screen to produce a more relevant report.
79
Demonstration of SAP Standard Reports

• Staff Assignments Y_DV1_03000005

When to use To display a detailed list of the
employees in the specified organizational
structure. Tips and Tricks the /STAFF layout
from the output screen to produce a more relevant
report.
80
Demonstration of SAP Standard Reports

• Y_DV1_03000007 - Report Structure with Persons

When to use To display a hierarchical list of
departments and their positions. Tips and
Tricks Select the highest level position within
the Org. Unit for which you are reporting.
81
Demonstration of SAP Standard Report Output
Change Options

• Save Changed Output Layout

User-Specific setting
Default setting
82
What is Ad hoc Query?

• Ad hoc query is SAPs standard reporting tool
  which allows you to create your own reports
• By selecting selection fields and output
  fields, you can access data stored anywhere
  within the Human Resources System (i.e. fields
  from different PA Infotypes)
• No programming skills are required to create
  reports using Ad Hoc Query
• Query can be saved for future use
• NOTE You must be set up in the correct HR
  User Group before you can use Ad-hoc query

83
Step 1 Go to Ad hoc Query
84
New Ad- Hoc Query Structure

• In order to help streamline the Ad-Hoc query
  reporting structure, we will be creating new HR
  User Groups for each campus.
• For example, for California, they will need to
  use the 15_California User Group for creating
  future queries.
• Campuses will retain access to the current
  HR_USERS_1 user group in order to be able to
  access their old queries.
• The number of Infosets will also be reduced for
  ease of maintenance and access.

85
New Ad- Hoc Query Structure

• The campuses will be able to default their own
  User Group when accessing the Ad-Hoc query
  transaction by using the following procedure
• Transaction SU3 (Maintain User Profile)
• Select the Parameters tab
• Enter AQB in the first available Parameter ID
  field (scroll down if necessary)
• Enter your new Campus User Group such as
  15_HR_USERS1. Save.
• Go to the Ad-Hoc query transaction and you should
  have your Campus User group default. This can be
  changed if necessary.

86
Step 2 Select the Infoset

• Select the User Group reserved for your campus
  such as 15_California User Group.
• Highlight the infoset you want to access such as
  ZSSHE_INFOSET for Personnel Administration
  reports. The OM_POSITIONS Infoset should only be
  used for Organizational Management reports.
• Click on the Enter Icon

Step 2
Step 1
Step 3
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The Ad hoc Query Screen
Fields Choose fields from the field group to be
used in selection and output areas. Selection
Specify criteria to be searched in the query.
Also, within this area the period/dates can be
specified. Output Shows a preview of what the
results of the Ad Hoc Query will look like. The
data can be manipulated in this area.
Fields in the field group
Selection
Output
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Step 4 Configure Fields Area
Select the Selection Output Fields based on
information that you would like to see from the
system. Selection fields are where you can
narrow your results. Output fields are the
fields that are displayed in your results. Note
Fields for selection and output belong to
Infotypes.
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Step 4A Tools to facilitate navigation
Search by text for field or field group (e.g.
Personnel Area).
Expand and collapse a subtree.
Filters which field groups are displayed.
Allows changing the view of the fields to show
the logical database structure or just a simple
field list with no field groups. The default
option is the best choice for most users.
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Step 5 Configure Selections Area
Step A
Step B

• Step A - Select the date you would like to run
  the query for, which shows the data for this
  period. (See next slide for more details.)
• Step B - Enter the values that you would like to
  search for using the drop down if necessary. To
  remove fields from the selection area, use the
  delete icon. To search on multiple values
  for a field use the icon.

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Step 5A Selecting the reporting period

• Select the Reporting period bar, and that section
  will expand to give you a drop down menu of
  period options, which shows the data for this
  period. (Note Today will default.)
• Example query Finding all inactive employees.
• For Today, this will return employees inactive on
  todays date
• For Current Month, this will return employees
  inactive this month

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Step 5B Enter selection criteria
From the option field you can pick equal to, not
equal to, greater than, etc.
Delete a field, after selecting it.
Enter the values you are matching against here.
This button will show you how many hits there are
for you selection criteria. Use this to test the
size of your query before running it.
Display or delete your hit list.
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Step 5C - Enter multiple selections
Business scenario Need to run a query with
multiple selections, e.g., multiple Personnel
Areas or multiple employee groups.
To select additional values, or value ranges, for
this field select this button.
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Step 5C Enter multiple selections (cont.)
Four tabs for selection, green signifies include,
red signifies exclude. The user has the option
of entering a single value or a range of values
(example Employee Groups 1-5)
The import to file icon allows the user to
upload values from a file.
The upload from clipboard icon allows the user
to upload values such as Personnel Numbers
directly from a spreadsheet or flat file.
Click the Copy icon when values have been
entered.
The multiple selection icon displays a menu to
further select on the criteria (e.g. values by
last name)
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Step 6 Configure Output Area

• Adjust the output as necessary by using sort,
  delete, attribute functionality. For example,
  Drag and drop columns into the preferred order,
  or right click on a column to display a fields
  value and/or text. (Note some fields do not
  have text.) Some users find it easier to simply
  format the data after they see their results.
• Example Always right click on the Personnel
  Number and select Value and Text to get both
  the Number and Name of an employee.

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Reporting when text exists on an Infotype
You can select the Text Exists for Infotype
field to determine if Text exists on/with an
Infotype. If text exists, the report will display
an X in the report output. It will not print
the Text content.
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Caution before executing the query!

• Before completing step 7, (i.e. executing the
  query), check to make sure you have selected
  fields to narrow the results (step 2).
• If the user does not do this, the user will get
  the following message when executing the query
• If you receive this message, the query will take
  a long time to execute. Select No, and contact
  the help desk for suggestions on running your
  query.

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Step 7 - Execute the query

• Click on the output icon to execute the Query.
• Note After selecting the output icon, you will
  be taken from the query creation to the query
  results screen.

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Step 8 Exporting to Excel
From the report Output screen, you have two
options to export to Excel. For small lists,
you can click on the Excel icon. For large
lists, it is recommended that you click on the
local file icon.
If the local file icon is used, select
Spreadsheet from the subsequent list
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Step 9 Save to a file
Once saved, click transfer
Enter file name with .xls extension
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Step 10 Save the Query
From the Report Output screen, click the green
Back key to return to the Query creation screen.
Click on Query at the top of the screen. Then
select Save As.
Save the Query with your Campus Code first,
underscore, (No spaces!) then a brief description
in the Name field. Tab over to the Description
field and complete a longer description.
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Step 11 Open a Saved Query
Click on the Open Query icon next to Output.
Select the Query you want to use and click on the
Continue (Enter) key at the bottom of the
Open Query screen. The saved query will open
with all of the saved selection criteria saved
previously.
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Creating Org Charts

• This presentation provides guidelines on creating
  an Organizational Chart from SAP data with
  Microsoft Visio

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Supervisor Relationship in SAP

• We show the Supervisory Relationship between
  positions in SAP as a two way relationship.

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Configuring Supervisory Relationship in SAP

• Campuses configure Supervisory Relationships in
  SAP by use of PO13. Make sure these are up to
  date before creating an Organizational Chart.
• SAP AdHoc Query can extract the Supervisor
  relationship from IT0001.

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Creating Org Chart with Visio - Basics

• Execute the 90_REPORTSTO -90_OM Reporting
  Relationships Ad-Hoc Query. Be sure to enter
  your Personnel Area and specific Personnel
  Subareas such as Management (9191) and Executives
  (EXEC) in the Selection Criteria. (Note Use the
  Multiple Selection icon to select multiple
  Subareas).
• Export the Query output to an Excel Spreadsheet.
  Save the spreadsheet to a local drive. It is
  recommended that before proceeding to the next
  steps using Visio that you open the Excel
  Spreadsheet that you saved and rename the
  duplicate Column headings such as Personnel
  Number to Employee Name and Position to Position
  and Position Title. This will make it much
  easier to create the Org Chart. (Be sure to
  resave and close the file after making the
  changes as Visio will not extract from an open
  file).

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Creating Org Chart with Visio - Basics

• Launch Microsoft Visio to create the Org Chart
• To create an organization chart from the
  spreadsheet file
• On the File menu, point to New, point to
  Organization Chart, and then click Organization
  Chart Wizard (US Units). This will start the
  wizard, detailed instructions are as follows on
  subsequent slides

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Creating Org Chart with Visio - Basics

• On the first screen of the Organization Chart
  Wizard, select Information thats already stored
  in a file or database and click Next

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Creating Org Chart with Visio - Basics

• On the next screen of the Organization Chart
  Wizard, select A text, Org Plus (.txt) or Excel
  file and click Next

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Creating Org Chart with Visio - Basics

• On the next screen of the Organization Chart
  Wizard, click on Browse and locate the Excel
  file you saved from the Ad-Hoc query and click
  Next

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Creating Org Chart with Visio - Basics

• On the next screen of the Organization Chart
  Wizard, select the Name of the employee by
  selecting the Personnel Number (text) field and
  Reports To by selecting the Name of Superior
  (OM) field using the drop down selection. Click
  Next.

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Creating Org Chart with Visio - Basics

• On the next screen of the Organization Chart
  Wizard, choose the fields you want to display on
  the Org. Chart by selecting the fields from the
  Data file columns and clicking Add to move
  them to the Displayed fields column. Click
  Next.

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Creating Org Chart with Visio - Basics

• This is an optional screen. You can add
  additional fields to the Org Charts if desired.
  Click Next.

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Creating Org Chart with Visio - Basics

• To reduce the number of subordinates appearing
  under the top level supervisor in a hierarchy,
  select the Employee at Top of Page and Modify
  Page. Select the number of levels you want to
  display under the top of the hierarchy. Click
  Ok and then Finish.

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Sample Visio Org Chart

• The Organization Charts will be produced. You may
  get multiple pages depending on the structure you
  have selected in your spreadsheet. You can modify
  the charts as required, refer to the Visio help
  for additional information.

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Recap - Basics to Creating Org Charts

• Set up supervisor relationships in OM
• Create a download file of the employee data that
  you wish to chart
• Launch Microsoft Visio

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Exercise on creating a query

• Create a Query Employees with direct
  supervisor report
• Use the OM_Positions Infoset. The query should
  outline
• List of Active, Permanent, employees in your
  Personnel Area (Campus) with their direct
  supervisor
• Output the following fields for the employees
• Employee name
• Personnel Number
• Personnel Area
• Personnel Subarea
• Position
• Employee Subgroup
• Supervisor Personnel Number
• Supervisor Position

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Questions/Comments