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Business Blueprint

Business Blueprint
Project: GMC
Created by:
Created on:
Selection Options:
Scope
Structure Elements:
Structure Elements:
Display Options
Structure Elements:

MGAMAL
5/22/2011

Project Team Member: RFOUAD, MGAMAL


Parts of Structure Selected
All Selected Structure Elements
Display Logical Components

____________________

____________________

____________________

Signed on

Signature: Customer

Signature: Consultant

Business Blueprint

GMC

Contents
GMC-SAP IMPLEMENTATION................................................................................3
1 BUSINESS SCENARIOS........................................................................................................ 3
1.1 HCM Scenarios....................................................................................................... 3
1.1.1 Organizational Units.................................................................................................... 3
1.1.2 Master Data................................................................................................................... 3
1.1.3 Business Processes...................................................................................................... 3
1.1.3.1 Managing Recruitment......................................................................................... 3
1.1.3.2 Managing Organizational Structures...............................................................10
1.1.3.3 Managing Employee Information...................................................................... 13
1.1.3.4 Recording Time and Labor Data........................................................................ 24
1.1.3.5 Managing Global and Localized Payroll...........................................................29
1.1.3.6 Managing Employee Development and Succession Planning.......................37
1.1.3.7 Managing Employee Performance.................................................................... 49
1.1.3.8 Managing Training and Event............................................................................ 56
1.1.3.9 Managing Employee Request............................................................................ 70
1.1.3.10 Travel Management.......................................................................................... 71
1.1.3.11 Using Employee Self-Service and Manager Self Service.............................73
1.1.3.12 Reports and Forms............................................................................................ 84
1.1.3.13 Enhancements................................................................................................... 84
1.1.3.14 Interface............................................................................................................. 84
1.1.3.15 Conversion......................................................................................................... 84

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GMC-SAP Implementation
1 Business Scenarios
1.1 HCM Scenarios
1.1.1 Organizational Units
1.1.2 Master Data
1.1.3 Business Processes
1.1.3.1 Managing Recruitment

INTRODUCTION
The Business document is a detailed description of your business processes and system requirements.
RECRUITMENT OVERVIEW
Managing enterprise recruitment is an important business module due to the number of processes
involved in these operations along with the output expected from each one. Recruitment process is an
integrated process of HCM if you look at it in relation to other modules like: Personnel Admin, Talent
Management.
To stay competitive, organizations must efficiently manage people during every phase of recruitment,
from applicant entering, scheduling interviews, till the process of hiring.
INTEGRATION
Integration between SAP HR Performance Management and multiple other application components
enables you to streamline internal processes. Integrated HCM component with SAP HR Performance
Management as follows:

Module

Integration

Personnel
Administration

Once an applicant is to be hired, system automatically


transfers all his/her details from recruitment module to
Personnel Administration as an employee and take a
number as per employee number range

Personnel Development

Part of the information to be kept of applicants is their


qualifications with proficiency scales.

Enterprise Learning

An applicant can be attendee for a certain Business


Event
As the integration between Organizational
Management and Recruitment is activated, you will

Organization
Management
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not be able to create Vacancies manually from this


screen. All Positions created from Organizational
Management will be automatically added as an open
Vacancy in Recruitment.

BUSINESS PROCESS FLOW

Recruitment process includes the following steps:


1.
2.
3.
4.
5.
6.
7.

Maintain Vacancy
Job Advertisement
Create Instrument
Create Applicant
Applicant Activity
Selection Procedure
Hiring Applicant

.
RECRUITMENT MASTER DATA
MAINTAIN VACANCY

When a position becomes free in a company, you must find a successor


(either externally or internally). Vacant positions are published in job
advertisements. A job advertisement involves the publishing of one or more
vacancies with the aim of attracting suitable applicants.
You check the applications that you receive in response to the
advertisement. You can then rank the employees using a profile matchup of
the job requirements and the applicants qualifications. These applicants
then go through a selection procedure, and a suitable employee is hired.
Vacancy Validity is the period of time defined by Start Date and End Date
during which the Vacancy is valid and available to assign Applicants to.
At GMC, Vacancy request will be initiated outside Recruitment by
Department Head/Directors. In SAP, this will be once request has
been approved and sent to HCM Director. HCM Director will enter
this vacancy as a new position in Organization Hierarchy and
automatically system will create a Vacancy for Recruitment module.
MEDIUM

Medium is the mean by which GMC is advertising the vacancies. It will be


used later to classify recruitment instruments.
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GMC will be having the following Medium types:


Mediu
Applicant
m
type
Job Fair
Internal
Referen
ce

External
applicant
Internal
applicant

Internet

External
applicant

Others

External
applicant

RECRUITMENT INSTRUMENT
Each advertisement is published in a recruitment instrument. Recruitment
instruments are classified according to the medium used. You can store a contact
name and address key for each recruitment instrument.

List of Instruments are as follows:


Medium

Instrument

Job Fair

LAU

Job Fair

ABU

Internal
Reference

Current
Employee

Internal

Formal Employee

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Reference
Internet

BAYT

Internet

GMC Website

Internet

GMC Intranet

Others

Friends

Others

Public
Advertisement

Others

Customer

Others

Supplier

Others

Competitor

Others

Market

ADDRESSES FOR INSTRUMENT

This is the addresses (of the contacts) for the recruitment instruments used
in your company. In addition to the postal address, you can also store a
telephone and fax number and a department.
APPLICANT GROUP

Used to classify applicants according to the type of employment contract for


which they are applying, for example, employees with a permanent contract,
employees with a temporary contract, freelancers and so on. An applicant
group consists of either internal or external applicants.
List of Applicant Groups to be used are:
Applicant
Group
Active (external)
Student
employee
Temporary
worker
Active (internal)
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APPLICANT RANGE

It is used to classify applicants according to either hierarchical or functional


criteria. Hierarchical classification involves classifications such as executive
employees, salaried employees, specialists, and so on. Functional groupings
include corporate management, and administration, production.
List of Applicant Ranges to be used are:
Range Name
Trainee
Salaried
employees
Managerial staf
Skilled worker

Applicant Number
Range
00000000 - 00000000
00000000 - 00000000
00000000 - 00000000
00000000 - 00000000

PERSONNEL OFFICER

Personnel officers process the applications assigned to them according to


their authorization from the Personnel Department. Personnel officers for
Recruitment must be created as part of administrator group APPL. You can
use an ID of your choice for the personnel officer.
List of Personnel Officers to be used are:
Co
Name
de
Mohamed El-Amir
Mojahed Al Sofyani

Tit
le

Telephone

SAP
USER

320
120

UNSOLICITED APPLICANT GROUP

Used to classify unsolicited applications according to whichever criteria you


choose. You may, for example, group the applications according to the
activity within the company for which they are applying (for example,
salaried employee in Sales and Distribution, Research or HR Administration).
We will not be using this in GMC
APPLICANT STATUS
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This is to indicate the current status of an applicant during the recruitment


process.
List of Applicant Statuses to be used are:
Applicant Status
In process
To be hired
On hold
Rejected
Job ofered
Job Ofer Declined
Ofer Expired
Invite for Technical
Interview
Invite for HR
Interview

APPLICANT ACTIVITY

It documents the administrative steps through which an applicant passes


during the selection procedure. Activities are assigned to the candidate's job
applications, regardless of whether these applications exist simultaneously or
in a chronological sequence. An activity is assigned uniquely to one applicant
and to one of his/her applications.
List of Applicant Activities to be used are:
Activity Name
Received Application/CV
Transfer file
File returned
Interview invitation
Interview appointment
Interviewee Evaluation
Give Out Job Ofer
Job Ofer Declined
Travel expenses
Approve hiring
Starting Date
Transfer data
Interim reply
Hire applicant
Medical exam
Reject application
Contract
On hold
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CREATE APPLICANT
This business process is used when the Recruitment Specialist needs to enter
applicants details into the SAP recruitment module.
As there will not possibility for the Applicants themselves to search, view, and apply
for posted Vacancies, then they will be able to send in their applications/resumes
according to the advertisement details published through the Recruitment
Instrument and then the Recruitment department will be responsible for entering
these applications into the system.
This step starts and will be exactly the same as Personnel Action previously defined
in Personnel Administration course, but this time a new action will be listed in and
the type of details would vary from these when you are hiring an employee. For
example: as the applicant is not yet hired in the organization, so currently we do not
need to enter Planned Working time, Basic Pay, or even full Organizational
Assignment for the applicant.

APPENDIX A
GMC special Business requirements:
1. Action type of applications will be open to all employees.
2. Will add two new actions ( invite to MD/Final interview, invite for Technical
interview and recommendation for diferent position to change vacancy
assignment)
3. Create new Infotype have Earliest Joining Date, Previous Salaries, illness
description, current iqama job, and visa status - will be (Citizen, No Visa,
Residency Visa NON-Transferable Residency Visa Transferable, Visit, Trainee
and transit Visa)-.
4. When recruiting an Applicant, it needs to book one of the available visa
number as per applicants country. This is only for Local recruitment.
5. Medium Type will be in three types (Job fair, internal Reference, internet and
others).
6. Diferent Medium instruments will be (LAU and AUB for Job fair medium type,
Current Employee and Formal Employee for Internal References, BAYT and
GMC Website or internet for Internet Medium type and Friends, Public
Advertisement, Customer, Supplier, Competitor and Market for Others
Medium Type.
7. Applicant initial hire will include also the following Infotypes: Military Service,
Education, Previous employment, Qualification, Vacancy Assignment and
description.

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1.1.3.2 Managing Organizational Structures

ORGANIZATIONAL MANAGEMENT
Organizational Management depicts the functional and positional hierarchy/
structure of the organization. It gives a snapshot of the entire organization. It is the
basis for efective utilization of other SAP HR components and functions.
Organizational Management comprises of Objects such as Organizational Units,
Positions, Persons, Tasks and Jobs
The Company Codes will be the top level hierarchy, followed by the plants which will
consists of the Organization units of its own and the positions defined.

ORGANIZATIONAL UNIT

Definition
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Organizational Unit describes the various business units that exist in the
enterprise. Multiple Organizational Units and their relationships form the
organizational structure.

Organizational units can be classified generally (for example, by function or


by region), or
Specifically (for example, by project group). The way in which organizational
units are classified depends on the company in question.
You must relate organizational units with one another in an organizational
plan. The hierarchical interrelationships that exist between the organizational
units represent the organizational structure of your enterprise.
Organizational units can be linked to cost centers from Accounting.
Staf Assignments Staf assignments list all persons (employees) for an
organizational unit, who occupy a position as well as all those who do not occupy
any position.
All the persons (employees) and positions belonging to an organizational unit in the
past, present and future are defined here.
Organization structure will be structured as follows:
Level 1: Naghi Group (GMC/NMC)
Level 2: Legal Entities (Companies) GMC, NMC
Level 3-n: Departments
Level 4: Positions
Full Organization Structure will be provided by GMC to upload into SAP.

POSITIONS
Position describes the post in an enterprise (in the staf assignments of an
Organizational Unit) which can be occupied by persons. This helps in representing
the personnel capacity (headcount) of an organizational unit.
The reporting structure between positions will be configured as per the current
existing structure in the company.
JOBS

Definition
Jobs are classifications of tasks that are performed by employees.
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Job is an essential resource for creating positions in an Organizational Unit. Jobs


serve as job descriptions that apply to several positions with similar tasks or
characteristics. While creating a new position we can relate it to a job already
existing so that the position inherits the tasks and characteristics of the job. If there
is no corresponding job then a new one can be created.
The proposed structure for the Jobs is as follows:

Director

Manager

Managing Director

Senior Specialist

Section Head/Supervisor

Skilled Technician

Skilled Worker

Specialist

Technician

Worker

Supervisor

Driver

Staf

Developer

Team leader

Jobs Descriptions will be prepared by Departments Heads and entered by


GMC Team.
Proposed Description details will be provided by CIC as a guide.

PERSONS
Person is an individual who is defined as an employee in Personnel Administration.
The person is assigned to a position which in term determines where a person
(employee) is functionally assigned your enterprise and which tasks a person
(employee) performs.
TASKS
Task is an optional Organizational Object which can be defined at Position,
Organization Unit, Job, or Person Level. Task is used to identify the requirements a
Person should do according to his/her assignment to a certain Organizational Unit
and Position. This would be necessary when integrating with E-Recruiting if
applied-. Inheritance is applied here, or in other words, if the Tasks have been
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defined at Organization Unit level, all subordinates will automatically be assigned


these Tasks as well.
No available Task Catalogue is ready. This will be entered later on by GMC
authorized person directly to SAP.
WHO MAINTAINS THE ORGANIZATIONAL STRUCTURE
The HC & TD Director will be responsible for creating and maintaining organizational
objects namely organizational units, positions, Jobs and relevant reporting hierarchy
between the positions.
ASSUMPTIONS
Organizational units will be assigned to cost centers and all the employees in that
organizational unit would inherit the same as their master cost centers in their
master records. GMC is to provide details on cost centre assignment as well as the
reporting structure.
Cost Center Assignment will be through authorization to Finance to perform.
APPENDIX A

GMC special Business requirements:


1. There are 3 diferent Job classifications: Internal which is the actual job of
employee, another job for work office as per contract, and the last is the
passport job for visa processing (Foreign Embassy)
Proposed Solution: This can be done by creating a new Infotype for each
employee when being hired to create the diferent 2 jobs used later on when
performing contract printing or doing visa processing.

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1.1.3.3 Managing Employee Information

PROPOSE
This document provides the processes and functions covered by the SAP HCM
Implementation for GMC. It describes the functions and explains their business
purposes.
In the section Functional Scope Supported Business Processes or Scenarios, you
will find a scenario-based view of the functions. In the section Functional Scope
Functions, you will find a view arranged according to groups of functions and based
on the relevant SAP Solution Map.
ENTERPRISE AND PERSONNEL STRUCTURES
OVERVIEW
A Human Resources Management System enables you to set up organizational
hierarchies and employee relationships and then store and administer employee
data in the system.
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You must be able to evaluate and report employee data flexibly and from all
enterprise-specific organizational aspects.
Every employee is included in the structure of his or her enterprise. Data entry is
restricted as the validity of all employee data is checked. The structures of an
enterprise are subdivided into organizational structures that are based on an
organizational plan, and administrative structures that are based on the enterprise
and personnel structures.
An organizational plan provides you with a complete model of the structural and
personnel environment of your enterprise. Hierarchies and report structures are
clearly laid out. The organizational plan is the foundation of Organizational
Management. The organizational plan uses elements called objects. The most
important objects are organizational units, jobs, and positions.
The enterprise and personnel structures subdivide organizations and employees
according to factors relevant to time management and payroll. These structures are
stored in Customizing.
PERSONNEL ADMINISTRATION
Personnel Administration Module enables HR to enter and process employee-related
data within a company. Personnel Administration automatically checks all data as it
is entered to ensure that it is plausible. All employee-related data is logged with the
exact date. Data remains transparent in time progression at all times, and creates
the basis for sound decisions.

PERSONNEL AREAS
Definition
Personnel Area is an organizational unit in Personnel Administration. It represents
a subdivision of the company code. The individual personnel areas in a company
code have four-digit alphanumeric identifiers.
GMC will be having the following Personnel Areas:
PA
Company
Personnel Area Name
Code
Code
0001

KSA

0002

UAE

PERSONNEL SUBAREAS
Definition
Personnel subareas represent a further subdivision of the personnel area.
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The principal organizational aspects of human resources are controlled at this level,
namely the pay scale and wage type structures, and the planning of work
schedules.
The personnel subarea is assigned a four-character alphanumeric identifier.
Payscale Groups, Levels, and Working hours and shifts in GMC vary according to
area of expertise.
Based on this, sub-areas suggested are as follows:
PSA
Personnel
Code
Subarea
0001

Sales

0002

IT

0003

HC & TD

0004

Operations

0005

Finance

According to the Personnel Administration Business Rules, Personnel Subarea will be


assigned to Personnel Area.

EMPLOYEE GROUPS
Definition
Employee group is a general division of employees. The employee group defines
the relationship between an employee and the contribution the employee makes to
the company in terms of work.
The following essential organizational functions can be carried out using the
employee group:

When entering data, you can define default values using the employee
subgroup, for example, for the Payroll Area.
generating a selection criterion for evaluations

generating a unit for the authorization check

The Employee Group in GMC is defined based on the types of employment in the
Organization into:

Permanent

Terminated

Temp/Seasonal

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EMPLOYEE SUB-GROUPS
Definition
Employee Subgroup is a fine division of employee groups according to the
position of employees.
The following essential organizational functions can be carried out using the
employee group:
controls the validity of wage types on an employee subgroup level

Employee subgroups will diferentiate employees based on the work


agreement elements.

Sub-groups therefore will be as follows:


Employee
Group
Permanent

Terminated

Temporary/Seas
onal

Employee Sub
Group
Staf
Supplier
Representative
Virtual Employee
Staf
Supplier
Representative
Virtual Employee
Temporary/Seasona
l
Trainee
Consultant
Outsourcing
Free Lance
Intern
Saudi Student
Trainee

Paid

EMPLOYEE MASTER DATA


SAP Human Capital Management stores data in Infotypes. Infotypes can be
considered as application screen contains a group of fields related to same area of
interest regarding to the Employee. One must change and completes these
Infotypes in order to keep the employee data up to date and to take into account
changes and developments that have taken place since the employee has joined
the organization.
The Personnel Management component of SAP HR consists of maintenance of
Employees master records and also processes that efect an employees status
changes within company due to various circumstances
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Duplicate Employees
There is no automatic check when hiring to validate if the record entered
is a duplicate or not. This will be validated by system when entering Saudi
National ID/IQAMA ID in infotype 0185 and fire a notification if an
employee exists.
LIST OF INFOTYPES USED IN MAINTENANCE OF MASTER DATA
Infoty
pe
0000
0001
0002
0006

0007
0008
0009

Infotype Text
Actions
Organizational Assignment

Personal Data
Addresses

0015
0016

Working Time
Basic pay
Bank Details
Recurring Payments &
Deductions

Additional Payments

Contract Elements

0019

Monitoring of Tasks

0022

Family Members/Dependants

0022

Education

0014

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Sub-Infotype

Permanent
Temporary
Home Residence
Work Address

Open Contract
Seasonal
Temp
By Project
Trainee
End of Probation
Expiry of IQAMA
Expiry of Driving License Periodic
Medical Checkup
Expiry of Passports
Expiry of Exit/Re-entry Visa
Spouse
Daughter
Son
Father
Mother
Emergency Contact

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0023
0028

0040

0045

0077
0105

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GMC

Previous Employment
Internal Medical Service
Fit for the Job

Unfit for the job


Sickness not afecting performance
Sickness afecting Renewal
Objects on Loan
Books
Calculator
CDs & Discs
Company Car
Company ID
Computer
Documents
Equipment
Health Card
Keys
Lap Top
Mobile Line
Mobile Set
Motorcycle
Software License
Tools
Uniform
Blackberry
iPhone
Demos/Samples
USB Modem
Others 1
Others 2
Others 3
Security Card
PDA
RF Reader
Loans
Car Loan
Computer Loan
Personal Loan
Training Loan
Software Loan
Additional Personal Data
Communications

External Email
Internal Email
Personal Email

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0185

Personal IDs

9000

Approval Hierarchy

Corporate Mobile
Personal Mobile
Home Telephone
Corporate Phone
Fax Number
Extension
LinkedIn
Facebook
Skype
Saudi National ID
Passport Number (Employee,
Spouse, Son, Daughter, Father,
Mother)
Driving License (Employee, Spouse,
Son, Daughter, Father, Mother)
Insurance Number (Employee,
Spouse, Son, Daughter, Father,
Mother)
GOSI
Work Permit
Iqama ID (Employee, Spouse, Son,
Daughter, Father, Mother)
Exit/Re-entry Visa

PERSONNEL ACTIONS
In the standard system, diferent types of employee data are stored in individual
Infotype. Rather than accessing each Infotype individually and entering data into
them, the system can group together the most important Infotype into personnel
actions and lead you through processing the employee data maintenance activity &
actions like Hiring, Change in Pay, Change in Position, Rehiring, Employee Transfer,
Separation / Terminated.
Purpose of this process is to capture all the diferent types of records that are to be
maintained against an employee. Personnel actions in the system initiate some of
these scenarios which are defined in the section below. The personnel
administration in SAP HR has comprehensive list of infotype and reporting facilities
which can be used to report on field level information maintained in the system.
As per GMC the primary actions that would be used are defined as follows:

Hiring

Change in Status

Change in Pay

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Separation

EMPLOYEE HIRING
INITIATION
The process will be initiated once there is a successful recruitment process, and/or
there is a direct hire.
When hiring an employee through the recruitment, a diferent transaction will be
used not the normal Hiring action. When hiring an applicant, the data entered
though the recruitment process will be transferred directly to Personnel
Administration.
WHO INITIATES THE PROCESS
HR Personnel or Recruitment Specialist would be responsible for initiating the
process of joining for all the employees existing in the system.
INFOTYPES WILL BE MAINTAINED DURING THE HIRING ACTION
The following Infotype(s) will be maintained (created) through the hiring action:

Actions

Organizational Assignment

Personnel Data

Address

Planned Working Time

Basic Pay

Recurring Payments and Deductions

Contract Elements

Monitoring of tasks

Education

Previous Employment

Objects on Loan

Internal Medical Service

Communications

Personal IDs

Additional Personal Data

Absence Quota
These Infotypes will be displayed by the sequence presented and user can
cancel entering any of these Infotypes based on the availability of data to
be entered.
RESULT
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The Joining process is completed and a system generated personnel number is


allocated to an employee, with all his master records being updated in the SAP
system.
The Joining order can be generated in the system by running a report giving
reference to the employee id.
When hiring an employee, a notification should be sent to IT Support, Time Admin,
and Resources Manager each to prepare the items required for this new employee.
Templates should be handed during the realization phase.
HIRING ACTION REASONS:

New Openings

Replacement

Growth

CHANGE IN PAY, CHANGE IN STATUS


INITIATION
Relevant Managers of the respective organizational units would initiate the action
of Organizational reassignment.
PROCESS
Organizational Reassignment for promoting or changing a position for an employee
is carried out by running one of the mentioned actions.
Change in Pay action will be executed only by Finance Department.

ACTIONS REASONS
Change in Status reasons:

Promotion

Demotion

Transfer

Change in Pay reasons:

Promotion

Demotion

Transfer

Merit Increase

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Salary Restructuring

Other

GMC

ASSUMPTIONS
An HR Personnel with necessary authorization will perform the last mentioned
actions.
RESULT
Employees organizational assignment changes in SAP records and his/her change
in pay, promotion or change in position is afected.
INFOTYPES WILL BE MAINTAINED DURING THESE ACTIONS
The following Infotypes will be maintained (created or changed) through the
Change in Status action:

Actions

Organizational Assignment

Working Time

Basic Pay

Recurring Payments/Deductions

Communications Extension subtype

Objects on Loan

The following Infotypes will be maintained (created or changed) through the


Change in Pay action:

Actions

Organizational Assignment

Working Time

Basic Pay

Recurring Payments/Deductions

SEPARATION
INITIATION

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When an employee declares his/her intention to resign from the organization or


when the organization decides to terminate the employment of an employee the
process of separation gets initiated.
PROCESS
On the date of employees relieving, subject to his/her getting clearance from all
concerns the HR Administrator would:
Issue the resigned employee relieving and experience certificates (outside SAP/Hard
Copies).
Run Separation Action in SAP.
Run End of service calculation Program for calculating EOSA for the terminated /
resigned employee
System will generate an email when running the separation action informing the
Personnel Administrator that an employee is being separated. This is to be sent to
HC & Resources Manager, COO, and CEOs
SEPARATION ACTION REASONS:

Death

Medical Reasons

During Probation Period

Expiry of the Contract

Performance Issues

Resignation

Retirement

Termination

Total Disability

Continuous no-show

Ethical Issues

INFOTYPES WILL BE MAINTAINED DURING THE SEPARATION ACTION


The following Infotypes will be maintained (end dated) through the Separation
action:

Actions

Organizational Assignment

Bank Details

Contract Elements

Monitoring of Tasks

Internal Medical Service

Objects on Loan

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Communications

Personal IDs

GMC

Change in Pay action will be executed only by Finance Department.

EMPLOYEE NUMBERING
Based on the requirement session
The proposed employee number ranges are as follows:
APPENDIX A
GMC special Business requirements:
1.
When completing Probation Period of 3 months (need to be confirmed by HC
Director/Admin Manager), evaluation needs to be sent directly to Finance to issue
(Insurance, Labor Office, GOSI Social Insurance). Entering all these details back
into system. Then Admin Manager to print Contract needs to make sure all the
previous details are entered.
Proposed Solution:
This can be done by maintaining Infotype Monitoring of Tasks, to keep expiry of End
of Probation. Based on this date, report will be scheduled in background that sends
the output related to Probation Periods to head of Admin, and Head of HCM.
2.
For Local, and Saudi, contract needs to be printed after Probation Period + all
documents (Labor, GOSI, SI) is created and entered into SAP.
Proposed Solution:
New custom program will be designed to print the contract for any employee.
Report will validate against if Work Permit, GOSI, and Social insurance is created and
entered into system before printing the contract.
3.
Need to keep Permitted Visa Types for GMC based on Country of origin. This
will be maintained by new program containing: Visa Type, Country, Total, Used,
Booked and Remaining.
4.
During the hiring process, for international employees, system will need to
book from list of available visas per employee country, and job.
5.

Need to keep all possible permitted Jobs as per Work Office.

6.
20%

Need a report to reflect al sa3wada government requires certain percentage

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Proposed Solution:
New custom program will be designed to calculate the Saudi Employment
Percentage within GMC. This is: total number of employees with Saudi nationality /
total number of employees. Taking into account if a Saudi employee is disabling,
this will equal 2 employees. Disability will be taken from Infotype Additional
Personal Data.
Saudi Trainee Student is included as part of the calculations.
7.
Alert to be generated when hiring a new employee but not stopping the
hiring process.
Proposed Solution:
This will be using the above program to calculate the percentage and let the
employee making the hire process know about it or a new Infotype can be created
and be part of the hiring process which will perform the same calculation as the
above program.
8.
Employee photo for employee and dependants are saved in the current
application and need to be uploaded to SAP
9.
Employee numbering will be the same for current employees and for new
hires this will be sequential internal number adding 1 to the last number
10.
Program to send notifications to managers of next appraisal to be performed
on Jan, April, July, and October.

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1.1.3.4 Recording Time and Labor Data

Time Managements main components consist of time entry and time


evaluation.
Time is entered into the system in a variety of ways. The time is then
evaluated to determine how the hours relate to the employees work
schedule and how the hours should be treated during the payroll process.
The system allows us to represent the time structures in accordance with
actual conditions and using the calendar as a basis. These include:
Working time models (Work Schedule Rules) such as normal working
time
Recording of Attendances and Absences.
Leave rules that constitutes leave.
Entitlements
Exceptions such as Business Trips, Training

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PLANNED WORKING TIME


An employee's working time is stored as a work schedule rule in the Planned
Working Time infotype (0007). In this infotype you also find the average
working hours valid for the employee. These hours come from the definition
of the work schedule rule.
In a business sense, planned working time is defined as the time between
the start and end of work, excluding breaks.
Planned working time specifies the time an employee has to work each day
at the enterprise.
Time Management Statuses
The Time Management status specifies whether the employee's times are
processed using time evaluation or payroll.
Statuses to be used are:
0 = No time evaluation (processed in payroll)
1 = Evaluation of actual times
7 = Time evaluation without payroll integration
GMC have one daily work schedule from 8 AM to 5 PM and on
Thursday will be 10 AM to 4 PM.
In Ramadan daily work schedule will start at 10 AM to 2 PM on
Thursday will be 10 AM to 2PM.

ABSENCE TYPES
Absences are times when employees are not at work. Employees are absent
if their planned working time, as stipulated in their work schedules, is not
fully worked.
Types of absences include all Leave types prevalent in GMC. These leave
types are defined as leaves with absence quotas. Infotype 2001 will be used
to create absence record.
Absence Quotas
Absence quotas represent employees absence entitlements like employees
annual leave. Infotype 2006 will store the Annual leave quotas. Absence
quotas will be generated automatically.
List of Absence Types and quotas is as follows:
Abse
nce
Type
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No.
day
s
Rule

Business Blueprint

1 Regul
ar
2 Sick
3
4
5
6
7

30
15,
30

Unpai
d
Birth
1
Death 3
Encas
hment
Weddi
3
ng

5.1.1

GMC

Fridays and public holidays not to be counted if included


in the begging or at the end of a leave period
15 continues or 30 intermittent during a year

Including death event day

ATTENDANCE TYPES

When an employee is not at his or her normal workplace, but nonetheless is


still working for the enterprise for example business trip, attendance is
created.
Attendances recorded in the Attendances infotype (2002) describe the
employee's work schedule or provide additional information. Using this
infotype, you can store an employee's working hours, attendance at training
courses, and overtime
List of Attendance Types is as follows:
Attendance
Quota
Type
Business
Training

TIME EVALUATION
In Time Management, certain master data infotype records must be available
for each employee. Time management data is stored in the same master
data records used in other human resources areas such as Payroll and
Personnel Administration.
The following infotypes are required for the integration of time management
master data records:
Organizational Assignment (0001)
Personal Data (0002)
Planned Working Time (0007): The appropriate Time Management status
must be stored in this infotype. It determines whether and how employee
time data is to be processed in Time Evaluation or Payroll.
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Time Recording Information (0050): This infotype is used only if time


evaluation is used. It can contain interface data for the subsystem and
additional employee information for the purposes of time evaluation.
Absence Quotas (2006): to manage leave
Positive time management will be implemented Positive time
management means that based on employees clock in out, early
leave, late arrivals, and absences without permission will be not
evaluated and integrated with payroll.

1.1.3.5 Managing Global and Localized Payroll

INTEGRATION
Integration between SAP HR Payroll Management and multiple other application components enables
you to streamline internal processes. Integrated HCM component with SAP HR Payroll as follows:

Module

Integration

Financial

In SAP R/3 system posting payroll results ensures that


the personnel expenses that arise within the company

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are posted in Financial Accounting & Cost Accounting.


The payroll results contain information that is relevant
for Accounting.
Personnel
Administration

As you run payroll to diferent employees entered


through the Personnel Administration module

INTRODUCTION

The SAP HR Payroll International component integrates with other SAP HR


components such as Personnel Administration and Personnel Time
Management. There are interfaces to Financial Accounting and Controlling.
The component uses data from other areas of SAP HR for calculating all
statutory and non-statutory additions and deductions for the employees. SAP
HR Payroll ofers a number of standard reports used in payroll.
Payroll is also integrated with Financial Accounting and Controlling to which
the payroll results flow as expenses and payables. Payroll component also
includes reporting for statutory purposes.

PAYROLL PERIOD

The payroll period is the exact period for which payroll is run, for
example, January, 2008. Payroll Periods such as Monthly periods,
Semi-monthly Payroll Periods should be generated for one or more
years before one can start running payrolls in the system. While
generating payroll periods, one can also define the Pay day rule, i.e.
the payment date such as 3 days after payroll period or the last day
of the payroll period.
Payroll period used in GMC is Monthly Payment

PAYROLL AREA

Represents a group of employees for whom payroll should be run


together and at the same time. It refers to the payroll period
parameter to determine the exact period for which payroll is to be
run. For example: monthly payroll for salaried. It will have one
payroll area.
01-KSA Monthly payment will be in SAR
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02-UAE Monthly payment will be in UAD


WAGE TYPES

Wage types are objects used to store amounts and time units such
as number of hours. Chiefly, they are used to calculate salaries and
deductions. They represent the salary and deduction components
and also the bases for calculation.
PAY SCALE STRUCTURE
PAY SCALE TYPE

Pay scale type represents the type of collective agreement provisions that is
applicable for the company. The collective agreement provisions may be at
Enterprise level or applicable to a whole Industry.
PAY SCALE AREA

Represents the area in which a pay scale type is applicable.


PAY SCALE GROUP

Represent the grading of employees in the organization for salary/wage


purposes. It is designated with wage types.
PAY SCALE LEVEL

Denote the lower and upper limits or ranges of Total Salary of an employee
for each grade.
When Total Monthly Salary Infotype (0008) is created for an employee, his
fitment to pay scale is made based on the pay scale structure. SAP Payroll
provides facility of defaulting of the wage types for a pay scale when the
Total Monthly Salary record is created. The values of the wage types can also
be defaulted by system (indirect valuation).
PAYROLL INFOTYPES

An Infotype is a logical grouping of data such as Address, Total


Monthly Salary, etc. Data of an employee are entered and stored in
these Infotypes.
Some important Payroll relevant Infotypes are:
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0003- PAYROLL STATUS

This Infotype is created by System when employee is hired. It stores


information on payroll and time management status such as period
up to which payroll is run for the employee, date of master data
change for retroactive accounting, and date from which time
evaluation to be run. All these information is stored by system and
normally we do not change this information.
However, we can use this Infotype to set dates for payroll for
separated employee, locking employee for non-inclusion in payroll.
0008-TOTAL MONTHLY SALARY

In the Infotype Total Monthly Salary (0008) we will store the


employees Total Monthly Salary which is paid on a regular basis
every month.
GMC Wage types: Infotype 0008 (Basic Pay)
Co
Business Rule for
Frequen
Wage type
de
Entry
valuation
cy
Monthly Salary

990
0

Direct Entry

Fixed

Monthly

0009-BANK DETAILS

In the Infotype Bank Details (0009) we enter the payee of the net
pay from the payroll and the bank details. When we create a new
record, the Employees name will be taken from the Infotype
Personal Data (0002) for the payees name. The postal code and/or
the city will be taken from the Infotype Addresses (0006).
List of banks will be available from Finance.
0014 - RECURRING PAYMENTS AND DEDUCTIONS

Recurring
Payments
and
Deductions
represent
additional
wage/salary elements that are paid or deducted in every payroll
period, but are paid and deducted at specified intervals unlike those
of Additional Payments.
The Infotype Recurring Payments and Deductions (0014) is
subdivided into different subtypes. Each subtype represents a wage
type.
In conjunction with the Wage type we must either maintain the field
Amount or the fields Number and Unit. The system checks the
combination that we have entered.
GMC Wage types: Infotype 0014 (Recurring Payment & Deduction)
Co
Eligible
Direct/Sys Deduction Wage Type
de
Grades
tem
Addition
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Housing- Annual
Housing- Monthly
Housing -Bi Annually
Mobile Allowance
GOSI Saudi -ER
Loan

GMC

900
0
900
1
900
2
900
3
900
4
900
6

All

Direct

All

Direct

All

Direct

All

Direct

All

Direct

All

Direct

0015 - ADDITIONAL / ONE TIME PAYMENTS

In the Infotype Additional Payments (0015), we will enter an amount


and/or a value and a unit of measurement for a wage type that are
paid or deducted in a specific period during payroll accounting. The
Infotype Additional Payments (0015) is subdivided into different
subtypes. Each subtype represents a wage type.

GMC Wage types: Infotype 0015 (Additional Data)


Co
Eligible
Direct/Sys Deduction Wage Type
de
Grades
tem
Addition
Others Payments
Other Deductions
Penalties
Overtime

900
7
900
8
900
9
901
0

All

Direct

All

Direct

All

Direct

All

Direct

RETRO-ACTIVE ACCOUNTING

SAP Payroll performs automatic retroactive accounting for changes


made to employee time data or salary data with retrospective
effect. For example, an employees Total Monthly Salary is increased
with effect from an earlier date. In the current payroll, system
recalculates his salary for the intervening period since change is
effective and adjusts his salary in the current period.
Retroactive payments will appear in pay slip as arrears and will be
configured to be displayed as individual arrears wage elements.
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FACTORING

Wage elements will be adjusted for mid month joining, mid month
leaving or employees absence without pay. Different processing
logic will be set up for different components to determine whether
the payment is to be adjusted for the employees absence during
the month or not or whether the wage element is to depend on the
employees attendance at all.
Factoring will be activated for GMC Payroll.
PERFORMING A PAYROLL RUN

Payroll administrator will perform the following activities to


complete a Payroll Run:
Simulate payroll for the month (Trial run prior to running
payroll)
It enables you to perform complete payroll runs on a periodby-period basis and to then save the results.
The HR payroll program carries out the tasks performed by
conventional payroll programs and includes general flow
control as well as a number of programmed modules which are
directly relevant to payroll.
The payroll driver carries out the basic technical functions of
payroll by processing the statements in the schema
sequentially and interpreting the control tables. All these are
done in Test mode.

Release Payroll for the month


In which system will prepare the payroll area to be run in
Payroll process. This will put lock on employees records not to
be updated if relates to payment.

Start Payroll
It enables you to perform complete payroll runs on a periodby-period basis and to then save the results.
The HR payroll program carries out the tasks performed by
conventional payroll programs and includes general flow
control as well as a number of programmed modules which are
directly relevant to payroll.
The payroll driver carries out the basic technical functions of
payroll by processing the statements in the schema
sequentially and interpreting the control tables.

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Correction Run- to set the correction mode if payroll run shows errors
for employees
It removes the lock on employees records for maintenance
preparing it for correction.
Correct the master data
In which master data of employees which caused the payroll
error should be corrected.
Release Payroll (after correction)
Start Payroll (after correction)
Exit Payroll
Close the payroll process and removes the lock on employees
records for maintenance.

The following diagram depicts the flow of payroll run:

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Business Blueprint

POSTING TO ACCOUNTING
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GMC

Business Blueprint

GMC

The payroll results as contained in the wage types are posted to


various accounts in the Financial Accounting. Further, posting can
be made to various cost objects in Cost Accounting (CO) like Cost
Center, Order, Activity, Sales Order, WBS element etc.
The process flow is as follows:

Simulate a posting run A posting run creates posting


documents containing all the expense and liability accounts
and vendor accounts of all the employees arising out of payroll
result. The cost objects to which the expenses to be posted
will also be contained in the run
Create a posting run
Check the posting documents and release
Post the document
Check Accounting documents

OFF-CYCLE PAYROLL

As an addition to regular payroll [Ext.], which carries out payroll at


fixed regular intervals, this function enables you to carry out
specific off-cycle payroll activities for individual employees on any
day.
OFF-CYCLE WORKBENCH
User interface enabling you to carry out off-cycle payroll.
You access the Off-Cycle Workbench from the Payroll menu.
Use the Off-Cycle-Workbench to carry out the following for a specific
employee:
Display payroll results
Run various types of of-cycle payroll
Reverse an incorrect payroll result
After running the Off-cycle payment to an employee, a record of this
payment is stored in a special infotype called Additional Off-Cycle
Payment (0267).

OFF-CYCLE REASON

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Off-cycle payroll reasons that are to be available to the


administrator for running off-cycle payroll.
You assign a category for off-cycle reason to each off-cycle reason.
The system uses the category to assign both a type of off-cycle
reason and a payroll type to the off-cycle reason. Category, type of
off-cycle reason and payroll type are technical distinctions that
determine whether the procedure in question is regular payroll, a
bonus payment, an absence payment, or a payment in advance.
List of available of-cycle reason is as follows:
Off-Cycle Reason
Off-Cycle Category
Ramadan bonus
Additional payment
Year End Bonus
Vacation compensation

Bonus
Bonus
Bonus
Bonus

WAGE TYPES

List of available of-cycle wage types is as follows:


Wage Type
Ramadan bonus
Additional payment
Year End Bonus
Vacation
compensation

901
1
901
2
901
3
901
4

Deduction Addition
+
+
+
+

APPENDIX A

Housing Allowance will be entered in payroll details as 3 diferent


Allowances, but not added to payrolls run but handled by Finance.
Staf Loan will be entered as deductions in payroll. Proposed to Mr.
Magdy to facilitate later on-reporting, to diferentiate between diferent
types of additional deductions, and Mr. Magdy greed. This list to be
provided by Mr. Sherif.
Loans will be handled within payroll and deducted during payroll run
Report to make a comparison between the current payroll run and the
pervious payroll and display the diferent.
New a custom report Payment Voucher after payroll runs.
Custom Report Payroll Journal displaying all employee related
payment details in tabular format

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1.1.3.6 Managing Employee Development and Succession Planning

INTRODUCTION
The Business document is a detailed description of your business processes and system requirements.
CAREER - SUCCESSION MANAGEMENT OVERVIEW
The Personnel Development function can help in maximizing GMC employees' value relative to
enterprise. You can plan and implement specific personnel and training measures to promote the
professional development of your employees.
Management can determine the personnel development needs in an enterprise by comparing current and
future working requirements with existing qualifications and the development preferences of the
employees. These development measures might be geared toward an employee being transferred to a
specific post (using career and succession planning scenarios). They might also be more general measures
geared toward retaining or enhancing existing employee skills and abilities, or ensuring that employees
keep pace with technological developments.

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With Career Succession Management you can at anytime select possible positions and employees
respectively from a list of matched objects from which a manager can automatically transfer or plan
transfer an employee to a selected position once the HR process is completed-.
INTEGRATION
Integration between SAP HR Career - Succession Management and multiple other application
components enables you to streamline internal processes. Integrated HCM component with SAP HR
Career - Succession Management as follows:
Component

Integration

Personnel
Administration

Retrieving all the employees details with all possible


changes may occur in organizational assignment, and use
HR master data for qualifications profiles and appraisal.

Enterprise Learning

System can generate training proposals and that you can


make direct bookings onto business events and create prebookings for business event types.

Organization
Management

Accessing objects within the organizational structure.


Maintaining Requirement Profile for Jobs, and Positions.

Performance
Management

Competency Catalogue can be used when designing


performance evaluation and been updated automatically
when appraisal is completed

BUSINESS PROCESS FLOW


1. Starting from maintaining the Qualification catalogue adding all the types of qualifications to be
used in evaluating employees and positions level of skills possessed or required respectively. HR
Personnel can then starts working on maintain employees and positions profiles. From employee
perspective, this will be a Qualifications, Potentials, Preferences, and Dislikes profiles.
Qualification will be measured by available list of scales when designing the Qualification
catalogue. From Position perspective, this will be a Requirements Profiles necessary for any
person to hold these positions.
2. Next step will be running Profile Matchup, by which HR Personnel will be analyzing the current
talent skills for employees once they are entitled to hold a certain vacant position. This process
will give the chance to generate any proposed training courses based on the gaps exists between
the requirements and qualifications.
3. Career and Succession Management will then use all the previous elements to propose certain
careers and successors to employees and positions respectively.

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GMC CAREER - SUCCESSION MANAGEMENT


This section aims to identify all processes relevant to Career - Succession Management along with
activities, roles involved necessary to complete the process.
Career - Succession Management comprises four main processes:
Maintaining GMCs qualification catalogue which will include all the qualifications, and
requirements to be used while profiling positions and employees.
Based on Job or Position level, responsible user will be maintain the requirement profiles for all
GMCs Jobs and/or Positions.
Third process would be determining all employees skills and level of proficiency from the predefined qualification catalogue and proficiency scales.
Performing the Career and/or Succession Management process based on the input maintained in
previous steps.
Each of the processes is supplemented by appropriate reports.
REQUIREMENT/QUALIFICATION CATALOGUE

Transaction Code

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Description

Business Blueprint

S_AHR_61003929 - Edit
Qualifications Catalog

GMC

In the qualifications catalog, you can


group together qualifications into
qualification groups. By specifying a
generic term for each qualification
group, you can classify qualifications so
that those which are similar are
assigned to the same group. You can
also organize qualification groups
hierarchically.

The qualifications catalog contains all the qualifications (object type Q) that are of
interest to GMC. The qualifications catalog contains qualification groups and
qualifications.
Sample Qualification Catalogue will be uploaded to GMC HCM which can be later on
updated with the actual business requirements.
QUALIFICATION GROUP
Qualification groups are used to structure the qualifications catalog. Qualification
groups can contain qualifications, and also further qualification groups.

QUALIFICATION
Qualifications are the skills which will be attached later on to positions, jobs, or
persons. This will be evaluated using a certain Proficiency Scale which is attached to
the Qualification Group containing these Qualifications.
Sample Qualification Catalogue as follows:

Qualification Group

Qualification
Group

Qualification

Competencies & Management


Practices

Core
Behavior

Energizing people
Leading Strategically
Builds Alignments
Communicate directly
Collaborates
Drive Performance
Developing people

Managemen
t
Competencie
s
Coaching and developing
associates
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Continuous Improvement
Communication style
Interpersonal Relation
Approachability
Networking and
Resourcefulness
Setting objectives and
prioritization
Encouraging Teamwork
Accountability
Creativity
Vision
Decision making and Problem
Solving
Analysis & Pattern
Recognition
Results Oriented
Profit maximization
Commitment to Quality
Impact and influence
Currently there is no ready Qualification Catalogue but a set of talents.
This will be used along with a proposed Qualification Catalogue.
For a complete list of Proposed Qualifications, please refer to GMC-Proposed
Qualification Catalogue.

PROFICIENCY SCALES
Quality scales are assigned to qualification groups (not qualifications). A quality
scale must be assigned to each qualification group. This scale is then assigned
automatically to all the qualifications belonging to this group.
If qualification groups with diferent quality scales are arranged hierarchically, the
qualifications of the various groups are always assigned the scale of the directly
superior qualification group.
The scales proficiency can be given individual descriptions for every
qualification/qualification group in the qualifications catalog. These proficiency
descriptions are then available when you edit qualifications profiles and
requirements profiles.
Sample of greed on Proficiency Scales are as follows:

Scale Name

Proficiency

Standard Quality Scale (0-9)

Very Limited
Limited
Elementary

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Yes/No Scale
Points Scale (1-5)

GMC

Adequate
Average
High Potential
High
Very High
Excellent
No
Yes
Poor
Adequate
Average
Good
Very Good

GMC will use the standard Proficiency scales which will be used to measure the
competencies.

For a complete list of Proficiency Scales, please refer to GMC-Personnel


Development-Business Rule
PROFILE

Transaction Code

PPPD - Display

PPPM - Change

Description
You use profiles to maintain special
attributes and information on an object.
Each profile is made up of a number
subprofiles (for example, qualifications,
potentials, and so on for persons) and a
whole range of standard information
about the object (for example, name,
date of birth, and so on for persons).
This screen enables you to only display
already created profiles of different
objects
This screen enables you to change
profiles of different objects

Use profiles to store special information on objects. Each profile consists of a header
and a number of subprofiles. The header contains standard information on the
object in question. For employees, this information might include the person's
name, date of birth, and the position the person holds.
The subprofiles contain more specific information on a particular aspect of the
header. For example, a person's Qualifications subprofiles contain details of the
person's skills and knowledge.
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Profiles can be maintained for Persons, Jobs, or Position among other types of
objects. According to the object selected, qualification can have a diferent
perspective for example: for a position it is a requirement, but for a person it is a
qualification skill.
Diferent subprofiles can be maintained like:
The Requirements subprofile which is used to specify the knowledge and skills
(and the level of proficiency at these skills) required for a specific job, position
The Qualifications subprofile which is used to store information on an
employee's skills and knowledge. You can assign an unlimited number of
qualifications from the qualifications catalog to the Qualifications subprofile
The Potentials subprofile is used to store information regarding a person's
future suitability and professional development. These forecasts might apply
to a person's ability to obtain qualifications, perform tasks, or to the person's
future suitability for specific jobs, positions, and so on.
The Preferences subprofile is used store what an employee prefers regarding performing
a certain job, holding one or more positions or obtaining a certain qualification(s).
Each of these subprofiles can be one of the criteria based on which the Career
Succession Planning will work.
Employee/Position profiles is date tracked which means that it is possible to keep
the history of any changes occurs to an employees qualifications/proficiencies and
same for positions requirements.
Position Requirements and Employee Qualifications are not ready and will
be entered by GMC team when ready.
PROFILE MATCHUP

Transaction Code

PEPM - Profile Matchup

Description
This function enables you to compare
the qualifications and requirements of
objects (persons, applicants, jobs,
positions, and so on) against each
other. The required and existing
proficiency of each qualification is also
taken into account. This means, for
example, that you can compare an
employees qualifications with the
requirements of the position this
employee holds to see how suited the
employee is to this position. You can
include an unlimited number of objects
in a profile matchup.

The profile matchup function lets you compare the qualifications and requirements
of persons, jobs, and positions. You can perform profile matchups for an unlimited
number of objects of diferent object types.
When you compare a qualification with a requirement, one of the following
scenarios can result:
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The qualification fulfills the requirement exactly


The qualification does not fulfill the requirement (that is, the proficiency of
the qualification is lower than is required, or does not exist at all)
Over qualification (that is, the proficiency of the employees qualifications is
higher than required)

Profile Matchup is used while planning for Career and/or Succession.


Based on Profile Match-up process, proposing training for an employee to attend
can be the result when there is a defined gap between the positions requirements
and the employees qualification profile.

DEVELOPMENT PLAN

Transaction Code

S_AHR_61007168 - Edit
Development Plan Catalog

Description
You use the development plan catalog
to define and manage development
plans. You use these general
development plans as templates and
points of reference for personnel
development measures within individual
development plans.

A Development plan contains a sequence of items - such as attendance of a


business event (for example, a communications course), staffing of a position (for
example, sales assistant), practical experience in an organizational unit (for
example, the sales department), and so on.
A development plan comprises a sequence of development measures (which can
also run parallel to each other). Examples of development measures include
attendance of a business event or practical experience in an organizational unit.
Development Plan Statuses to be used are:
Status
Planned
Current
Attended
Completed
Unsuccessfully
Completed Successfully
Not performed

CAREER PLANNING
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Career Planning is the process in which GMC managers can determine what the
available career paths through which an employee can move through his life within
the organization. Just draw the Career Templates and then plan for an employee
what is the best job/position he/she can be assigned to in his next career change.
This planning is based on an employee's personality and abilities, and specifies the sequence of positions
this employee can hold as part of his or her professional development. It also lists the measures that are
required to qualify the employee for specific positions.
Career planning sets out to encourage the professional development of employees. Career planning can
also help reduce a high employee turnover rate by showing employees the career opportunities that are
open to them. Career planning is also used to ensure that qualified successors are always available for
positions.

CAREER PLAN

Transaction Code

S_AHR_61007208 - Edit Careers

Description
This function enables you to create and
change careers. A career is a collection
of jobs or positions, and describes a
generally applicable career path within
the organizational structure. By defining
careers, you can portray the principal
personnel development paths within
your company.

No Career Paths will be entered initially into SAP. This later on will be entered by
GMC team
when exist.

CAREER PLANING PROCESS

Transaction Code

PPCP - Career

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Description
This function enables you to prepare
and work your way through career
planning scenarios. A career planning
scenario takes an employees
personality, skills and abilities and
determines the positions this employee
should occupy in the course of his or
her future career, and the training
measures required to obtain the
additional qualifications needed for this.
A career planning scenario anticipates
how an employees career will develop.

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Depending on the pre-defined qualification/requirement profiles, you can plan a


career for an employee to see the best job in his/her career path can be transferred
to.
Select an employee, and then determine the search criteria to include when
searching for the suitable positions. These criteria would be the subprofiles we have
just referred to: qualifications, dislikes, potentials, careers, and preferences.
You can then transfer the selected employee to your position immediately or in the
future.
This to be disabled by default for all employees except for authorized people based
on authorization.

RANKING LIST
Not only getting the best positions an employee can fit, but this list is ranked
according which best meet the employee qualification profile. System gives the
ability to choose whether you want the suitability percentage or the suitability range displayed.
SUITABILITY PERCENTAGE
The suitability percentage is calculated by comparing the proficiency specified for each requirement with
the proficiency of the corresponding qualification. If these are different, this is taken into account when
the suitability percentage is calculated.
If the suitability percentage is 100%, this means that requirements were fulfilled precisely (that is, the
person is 100% suitable). If the suitability percentage is less than 100%, the person is less suitable.
Ranges will be:
1. Red 0-70
2. Yellow 70-85
3. Green 85-100
SUCCESSION MANAGEMENT
As opposite to Career Planning; Succession Planning starts with Positions when a manager is looking for
the best employees to fit a vacant position now or in the future.
Succession planning involves selecting potential successors for these posts, and preparing them for the
posts. This means that suitable persons can be identified immediately should one of the posts become
vacant.
SUCCESSION PLANING PROCESS

Transaction Code

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GMC

This function enables you to prepare


and work your way through succession
planning scenarios. Succession
planning sets out to ensure that there is
a continuous supply of qualified
personnel.
Succession planning scenarios focus on
the posts in a company that need to be
filled (or will need to be filled in the
future) because existing positions have
become vacant or new positions have
been created. In Succession Planning,
you select suitable potential successors
for these posts. You also prepare these
successors specifically for these posts
so that they can be transferred
immediately if a vacancy arises.

Depending on the pre-defined qualification/requirement profiles, you can plan a


succession for a position to see the best employee can be transferred to.
Select a position, and then determine the search criteria to include when searching
for the suitable positions. These criteria would be the subprofiles we have just
referred to: qualifications, dislikes, potentials, careers, and preferences.
You can then transfer the selected employee to your position immediately or in the
future.
This to be disabled by default for all employees except for authorized people based
on authorization.
RANKING LIST
Not only getting the best successors can fit a certain position, but this list is ranked
according which best meet the positions requirements. System gives the ability to
choose whether you want the suitability percentage or the suitability range displayed.

SUITABILITY PERCENTAGE
The suitability percentage is calculated by comparing the proficiency specified for each requirement with
the proficiency of the corresponding qualification. If these are different, this is taken into account when
the suitability percentage is calculated.
If the suitability percentage is 100%, this means that requirements were fulfilled precisely (that is, the
person is 100% suitable). If the suitability percentage is less than 100%, the person is less suitable.

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APPENDIX A
Following are standard reports to be used in Career-Succession Management module:
1. Profile Matchup
2. Profiles
3. Search For Qualifications
4. Search For Development Plan
5. Search For Development Plan Item
6. Qualifications
7. Development Plans
8. Careers
9. Profile Matchup: Positions/Holders
10. Profiles
11. Succession Overview
12. Expired Qualifications
13. Qualifications Overview
14. Maintained Qualifications
15. Objects Without Qualifications or Requirements
16. Objects With Unevaluated Qualifications or Requirements
17. List of Alternative Qualifications
APPENDIX B
List of GMC Talent is as follows:
SMART
Helpful
Artistic
Music Player
Communication Skills
Photography
Excel Formula
General IT
Hyper Active
Hyper active
Fast Learner
Hard Worker
Resilient
Proactive
Optimistic
Planner
Far-sighted
Negotiator
English language expressional capabilities
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Could Not Find Any


Good Learner
Honest
Organized
Determined
Punctual
Technical Knowledge

1.1.3.7 Managing Employee Performance

INTRODUCTION
The Business document is a detailed description of your business processes and system requirements.
PERFORMANCE MANAGEMENT OVERVIEW
The Appraisal Systems component can be used as a personnel development
instrument to evaluate members of your organization in a planned, formalized and
standardized manner. These evaluations are performed by trained persons
commissioned especially for this purpose by your organization. Personnel appraisals
are used to obtain information on the characteristics, behavioral traits and
performance of members of your organization, and form the basis for planning and
making decisions that apply both to individuals, and to organizational members in
general.
Performance Management can also be used to monitor the success of human
resource measures that have already been implemented. As a personnel
development instrument, therefore, they can be used both to evaluate the past, and
plan for the future.
Along with evaluating employees in Gulf Medical, this component will also give the
ability to adjust remunerations based on overall rating set in the appraisal
document, and also will be afecting the qualification proficiencies based on
evaluation.

INTEGRATION
Integration between SAP HR Performance Management and multiple other application components
enables you to streamline internal processes. Integrated HCM component with SAP HR Performance
Management as follows:

Module

Integration

Personnel
Administration

Get all persons and users from personnel


administration with all the assignment details

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Personnel Development

To change profiles by transfer all qualification within


appraisal template. This will allow automatic update of
Qualifications profiles of employees once evaluation is
completed

Organization
Management

As pet the reporting structure within the Organization


Hierarchy, Manager will be able to automatically
populate all his subordinates

Enterprise Learning

To create business event appraisal and to attendee


appraisals

BUSINESS PROCESS FLOW


1. When preparing for employees evaluation, a manager will need to create the required appraisal
document for all the employees who will be evaluated. To do this, manager will be selecting an
employee from the subordinates list which system will generate.
2. Once appraisal document is created, the status of the documents will be In Preparation/In
Process.
3. Next step will be holding the appraisal actually, during which ranking will be given to each
criteria based on which the overall rating will be calculated. Once appraisal is saved, the status
will be changed to Completed.
4. Appraisals will be forwarded for Appraisee to approve or reject.
5. System will allow creating a multi-source appraisal in the cases where feedback needs to be
available from more than one part.

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GMC PERFORMANCE MANAGEMENT


This section aims to identify all processes relevant to Performance Management along with activities,
roles involved necessary to complete the process.
Performance Management comprises five main processes:
Preparation for Performance Evaluation process, which include creating all the required
Appraisal Templates.
Creating Appraisal Documents for employees to be appraised.
Holding the appraisal for employees, by determining the rate for each appraisal criteria.
Completing the appraisal
Follow-Up appraisal
APPRAISAL CATALOGUE

Transaction Code

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S_AHR_61003969 - Edit Appraisals


Catalog

The appraisals catalog allows you to


manage all the appraisal elements
that are of interest to your company.
You can then use these appraisal
elements to map all kinds of
appraisal systems in your system

Appraisal Catalogue is the template which GMCs managers will be using when evaluating their
subordinates. Appraisal Catalogue is based on structure format, which include the Appraisal Template
Name, Criteria Group, and Criterion and/or Qualification.
Each criteria group is evaluated using a pre-defined scale which is used to set a certain scale for each
point. Both qualifications and evaluation scales will be used from the Career-Succession Management
module.
Overall appraisal rating can be calculated based on different calculation techniques: Total, Average, and
Percentage. User defined calculation can be incorporated.
At GMC, overall appraisal rate will be calculated as Average.

APPRAISAL TEMPLATES
Appraisal Templates to be used are as follows:
Attendee Appraisal which to be used in SAP Enterprise Learning component to evaluate an
attendee who successfully attended a certain business event.
Business Event Appraisal which will be used in SAP Enterprise Learning component to evaluate
a business event based on certain criterion.
Performance Appraisal which will be used to evaluate the performance of GMC employees.
Each of these templates, different types of appraisal will be used as follows:
Individual Appraisal where one or more appraisers appraise one or more persons or objects at
once. In this case, only one appraisal is created.
Anonymous Appraisal same as previous except the information for the appraiser will not be
stored.
Multi-Source Individual Appraisal involving several appraisers, where each appraiser appraises
one or more persons or objects. Each appraiser creates separate sub appraisals. An overall
appraisal is then created on the basis of these sub appraisals.
Anonymous Multi-Source Individual Appraisal same as previous except the information for the
appraiser will not be stored.
The initial appraisal template which will be entered into SAP will be the current appraisal template
of GMC.
360 appraisals will not be used and appraisal process will not involve approval.
APPRAISAL CRITERIA GROUP
Criteria Group is used to structure appraisal. They must be assigned directly to the appraisal model, and
cannot be nested. It is possible to rate criteria groups. Different Criteria Groups can be used later on with
different Appraisal Catalogues.
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APPRAISAL CRITERIA
Criteria is the individual factor that are to be rated in an appraisal. A criterion can be assigned to an
appraisal model, or criteria group, but not to another criterion.
CREATING APPRAISAL DOCUMENT

Transaction Code

APPCREATE - Create

Description
Persons are appraised because
guidelines to this effect have been
issued by the personnel
development or personnel
administration department (selecting
personnel for promotion, annual
performance review, or salary
review, for example). An appraisal
might only be held once or, as is the
case with annual performance
reviews, at regular intervals. This
screen enables you to start the
Appraisal Process by creating
appraisals, and set the status either
to in preparation, or complete the
appraisal completely

Starting evaluating employees, managers will be creating the appraisal document for their employees. By
doing this, a manager will be entering the employees numbers to be evaluated, appraisal evaluation
period of time. Once ending preparation, the status will be changed to In Process.
It is possible when create appraisal document, to perform the evaluation itself, in this case status will be
set to Completed.
WORKING WITH APPRAISALS

Transaction Code
APPCHANGE - Edit

Description
In case of appraisal that are created
and in status 'in preparation', you
can use this report to query for any
type of appraisal, in any status, and
complete the tasks required

Once Appraisal documents are created, managers can go directly to the Edit appraisal screen and process
the appraisals. By doing this, a manager will need to enter an evaluation for each criteria induced in the
appraisal document if mandatory-. Manager will be able to enter a note for each criteria and an overall
note for the Appraisal as a whole.
Once completed, appraisal document will be having a status of Completed.

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FOLLOWING-UP APPRAISAL
Following-up an appraisal this means that if any qualification has been included as an item in the
appraisal document, the new proficiency level will be automatically changed in the appraisee
qualification profile. Another type of following-up is to adjust remuneration for the employee being
appraised.
The follow-up function will be used is updating qualification.
Regarding Compensation Management, adjust remuneration which affects employees payment
through Compensation Management module will be activated as a reference in its simple process,
which is based on overall appraisal, will propose a % increase out of a certain Wage Type
Compensation Target which will be part of the Recurring Payments for each employee. No further
processing will be performed on this. This configuration for Compensation will be done but not
activated.

APPENDIX A
CUSTOM PROGRAM/REPORTS
1. New report to print mangers feedback of an appraisal as per GMC template.
This print will be through a maintenance screen displaying appraisal feedback and accept entering
a final comment by MD. This will display only employees with evaluation of 1:1 Meeting at
least 1.
2. Copy standard transaction Change Appraisal to custom one to give access to
employees to enter their evaluation. This will be set by default to employees
number with no ability to view others appraisals or templates.

3. New report will be designed to query on appraisals of status Rejected to managers


superior as FYI. Notifications will include: Appraiser Name, Appraisee Name, Appraisal
Date, and Status.
4. New transaction Create Appraisal needs to be creating for dotted managers using the
custom infotype Approval Hierarchy to create the employees evaluations.
5. Report to be designed to display employees who did not been evaluated. This includes
Employee Name, Number, and Manager and send automatic email to Managers.
STANDARD REPORTS
Following are the standard report to be used in Performance Management module:
1. Appraisals Search
2. Appraisals Catalogue
APPENDIX C
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APPRAISAL CATALOGUE
GMC appraisal questions are:
Employee demonstrates the ability to manage several responsibilities
simultaneously; perform work in a productive and timely manner.
Employee displays a positive, cooperative attitude towards work assignments
and requirements.
Employee exhibits the required level to job knowledge and skills to perform
his job.
Employee completes assignments meeting quality standards i.e.: accuracy,
neatness, thoroughness and adherence to GMC standards
Employee expresses ideas clearly both orally and in writing, listens well, and
responds appropriately.
Employee monitors projects; adheres to time frames; is on time for meetings
and appointments; and responds appropriately to instructions and procedures
Employee cooperates with co-workers and supervisors
Employee seeks and assumes greater responsibility
Employee monitors projects independently, and follows through
appropriately.
Employee adjusts to any change in duties, procedures, supervisors or work
environment.
Employee analytical Skills i.e. efectively analyzes problems, determines
appropriate action for solutions
Employee shows a high level of punctuality; work arrival and departure in
accordance with GMC Policy
Employee is well accepted by the majority of customers
Employee's professional and friendly attitude with customers
Employee's Shyness during field visits
Employee is alert and attentive during field visits
Employee has a professional and hygienic appearance

1.1.3.8 Managing Training and Event

INTRODUCTION
The Business Document is a detailed description of your business processes and system requirements.
SAP HR TRAINING AND EVENT MANAGEMENTOVERVIEW
SAP Training and Event Management provides GMC with a full business processes to facilitate the
automation of the Training Department including large number of user interactions specially when
dealing with Attendees. Not only employee training courses, but also all possible business events
arranged by or organized and held by GMC can be part of this module.
Structural catalogue of trainings and events enables the training specialists to be able to maintain this in
an easy way and being able anytime to generate full detailed reports including various information
regarding the event, attendees, or even resources used by.
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Correspondences are integrated in Training and Event Management to facilitate notifying attendees
during the event or training process keeping them updated with the changes occurred to the schedule,
completion, re-scheduling or even cancelation.
INTEGRATION
Integration between SAP HR Training and Event Management and multiple other application components
enables you to streamline internal processes. Integrated HCM component with SAP HR Training and
Event Management as follows:
Component

Integration

Personnel
Administration

Retrieving all the attendee details employees with all


possible changes may occur in organizational assignment

Personnel
Development

Updating employee/applicant qualification profile,


checking for trainings pre-requisites, and appraisal
document for event feedback and attendees evaluation

Performance
Management

Used to evaluate either Business events, or Attendees of


any event

Cost Accounting

Transfer the training/event cost to finance based on the


selected sender and receiver cost centers

Sales

Attendee type in Training and Event Management is


customer and contact person which can be selected from
sales module

BUSINESS PROCESS FLOW


1. Starting from maintaining the Training and Event Catalogue which will be divided based on
business area covered by training.
2. Determining which resources are needed by each training/event.
3. Scheduling actual training/event dates along with reserving the required recourses for the whole
period of the training/event.
4. Selecting and booking attendees with a variety of attendee types.
5. Following-up business event through appraisal creation and business event feedback.
6. Posting event cost to finance.
All are explained simply by the following diagram:

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GMC TRAINING AND EVENT MANAGEMENT


This section aims to identify all processes relevant to Training and Event Management along with
activities, roles involved necessary to complete the process.
Training and Event Management comprises four main processes:
The Business Event Preparation phase comprises the creation and maintenance of all of the
master data you access when you create your business event catalog: time schedules, event
locations, resources, and so on. You also create the business event groups and event types that
form the basic framework of your event catalog.
You then create your business event catalog: You can create individual event dates with or
without resources, and you can plan multiple event dates at one time based on the existing
demand.
After you have created your business event catalog, you can carry out day-to-day activities for the
events. You can make bookings for both internal and external attendees, prebook attendance,
replace bookings, rebook, and cancel attendance. The correspondence function provides a suitable
notification that you can output for each of these activities.
The Recurring Activities phase involves performing the associated activities that are required
periodically. These are firmly booking events, locking and unlocking events, canceling and
following up events.
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Each of the processes is supplemented by appropriate reports.


BUSINESS EVENT PREPARATION
The business event environment contains the basic data required for business
events such as time schedules, building addresses, cost items, event locations,
organizers, resources, and resource types.
You create this master data during the business event preparation phase. You
access it later when you create the business event catalog.
For master data we do not have a list for: Organizers, Locations, Cost
Items, Training Schedules Resources details, and external instructors. For
list of Buildings will be the current GMC buildings.

TIME SCHEDULE

Transaction Code - Name

Description

S_AHR_61011844 - Time Schedule

A schedule defines a time schedule for business events. It


consists of a sequence of day schedules. Each day has a
number (001, 002 etc.) and a time block ID (consisting of a
maximum of three time blocks, each with a start and end
time).

The time schedule or timetable of a business event consists of the day schedules for
the individual days of the event. Each day schedule is assigned a day segment
consisting of up to three separate time blocks.
You can use the time schedule you define as a schedule model and assign it to a
business event type.
When you create business event dates, the schedule model is proposed as the
actual schedule of the event. You can adopt the schedule model or define a new one
as required.
There is no fixed Time Schedule for GMC events.
BUILDING ADDRESS

Transaction Code - Name


S_AHR_61011843 - Building
Address

Description
Unique designation of building for which an address is
stored in SAP. Later on you can relate the created Rooms
along with this Building Address

Building addresses provide information on the physical location of rooms. When you
create the resource Room, you can maintain the Address Infotype for it. You can
reference a building address when you do so.
Country
KSA

Offices
Jeddah
Riyadh

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Dhahran
Madinah
Abha
Qassim
UAE

Dubai
Abu Dhabi

COST ITEMS

Transaction Code - Name

Description

S_AHR_61011845 - Cost Items

Where you can maintain the details of the Cost Items


entered into SAP. You can specify whether this Cost Item
is per Attendee, Business Event, or per time Unit. You also
can determine whether this Cost Item is relevant or not for
finance transfer

Training and Event Management uses cost items to determine and represent the
costs incurred by business events. Cost items are also required when you want to
transfer event costs to Cost Accounting, for internal activity allocation for
instructors, and for determining a price proposal.
Depending on business needs, each cost item can be defined as Relevant for
transfer or not which will determine the actual posting cost to Finance which is open
for user for updating.
Posting training cost will not be included. Only activity allocation of
employees training fees will be transferred to Finance.
LOCATION

Transaction Code - Name

Description

S_AHR_61011841 - Location

A business event location is the physical venue of


business events and seminars. You store an address for it.

You can assign locations to business events when you create the events. You can
also relate a location with location-dependent resources such as rooms. You create
these relationships in the steps Create Room and Create Other Resources.
Site-dependent additional data (currency, language, and calendar with information
on public holidays in the business event location)
It is not mandatory to set up locations, especially if your business events are all held
at the same location.
ORGANIZER

Transaction Code - Name

Description

PSVQ - Create...

A company can be an organizer, an attendee, or an


employer of external persons.

PSVO - Change/Display...
Change of Display an Organizer
External organizers are objects of Type Company, customer, or interested party.
Internal organizers are objects of the type organizational unit.
Organizers can be assigned to business event types. You create this relationship in
the step Create business event type.
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RESOURCE TYPE

Transaction Code - Name

Description

S_AHR_61011886 - Resource Type

Resource type is the abstract description of a group of


resources that have typical features in common e.g. PC,
Unix terminal or room.

By assigning resource types to a business event type, you create utilities that could
be required for a business event. You assign the actual utilities (resources) required
to the individual business events.
Rooms where seminars or courses take place can be combined to form the resource
type 'Room'. The advantage of this is that you can designate several rooms that
have the same equipment as a resource type.
You record data for resource types under the following headings: Capacity, under
capacity, you can specify the maximum, optimum and minimum number of places
available. The system uses this data for checks against the business event or event
type capacity during booking transactions.
Costs, you can assign costs (sub-divided into cost items) to resource types.
These can be transferred to Controlling and can be used to calculate a price
proposal for a business event.
Availability indicators, under availability indicators, you can specify the
conditions attached to resource types relevant for business event planning.
You specify whether a resource type is flagged as 'required', which means
that it must be available for the event. You also specify the quantity required
per event or per attendee.
List of Resource Types would be as follows:

Resource Type
Name
Projector/Data show
Training Materials
Room
Flipcharts
Laptop
Pointer
Camera
Digital Camera
RESOURCE

Transaction Code - Name

Description

S_AHR_61011885 - Room

A Room is a special resource which, unlike other resources,


can contain information about buildings (including
addresses).
Where you can maintain External Instructor details. You can
relate this External Instructor with the Business event when
maintain
Where you can maintain Other Resource details

S_AHR_61011893 - External
Instructor
S_AHR_61011901 - Other
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Resource
The utilities required for a business event. Resources are reserved by business
events.

BUSINESS EVENT CATALOGUE


The business event catalog is presented in a hierarchical form. It is made up of
business event groups and event types.
GMC current training history will be used as a Training Catalogue.

BUSINESS EVENT GROUP

Transaction Code - Name


S_AHR_61011889 - Business Event
Group

Description
The business event group allows you to class similar
business event types together. It is also possible to set up
business event groups in a hierarchical structure.

A grouping together of business event types that share the same characteristics or
deal with related subject matter. Business event groups can, in turn, be combined to
form overlying business event groups resulting in a hierarchically structured
curriculum or catalog.

BUSINESS EVENT TYPE

Transaction Code - Name

Description

S_AHR_61011888 - Business Event


Type

A business event type is a grouping together of business events that


share the same attributes.

A prototype event including all of the general attributes that apply to events of this
type. A business event type is not scheduled to take place on a specific date.
Business event types are assigned to event groups. Event groups and types form
the basic framework of the business event catalog.

BUSINESS EVENT

Transaction Code - Name


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PSV2 - Business Event Menu

In the business event menu you can create


and edit business event dates in a structured
environment. The following functions are
available for event dates: create, change,
display, firmly book/cancel, lock - unlock,
follow-up a business event

A specific occurrence of a business event type, scheduled to take place on a specific


date. A business event (also referred to as a business event date) inherits all of the
attributes stored for the event type, and is scheduled to take place on a specific
date. Business Event dates can be created either with or without resources
(location, instructor, and so on).
DELIVERY METHOD
The method by which the Business Event will be delivered.
List of Delivery Methods are as follows:

Cod
e

Delivery Method

000
1
Classroom Training
000
2Transaction
Virtual Classroom
Training
Code - Name
000
PSV2 - Business Event Menu
3
Web-Based Training
000
4
Public Event

BUSINESS EVENT CATALOGUE

PV10 - Create with Resources

PV11 - Create Without Resources

PV1A - Change

PV1B - Display

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Description
In the business event menu you can create
and edit business event dates in a structured
environment. The following functions are
available for event dates: create, change,
display, firmly book/cancel, lock - unlock,
follow-up a business event
This function lets you create a business
event date and reserve the resources that
are required for it.
This function lets you create a business
event date and without reserving the
resources that are required for it.
This function lets you change a business
event date and reserve the resources that
are required for it.
This function lets you display a business
event date and reserve the resources that
are required for it.

Business Blueprint

GMC

PSVP - Planning Menu

When setting up your business event


catalog, you can plan multiple business
event dates at one go in the dynamic
planning menu based on the demand that
exists for them. The special feature of the
planning function is that it includes an
automatic demand determination function.
The number of dates you plan depends on
the demand that there is for them. This can
be determined before you start the planning
procedure.

In this business process, GMC Training specialist can create business event dates along with selecting the
required resources for each event.
Not only creating current/future dates, but also ability to plan the dates based on multiple criteria:
Previous year booking
Pre-booking till a certain date
Previous year planning

DAY-TO-DAY ACTIVITIES

Transaction Code - Name


PSV1 - Attendance Menu
PV00 - Book: Attendee for Business
Event
PV07 - Book: Attendee List for
Business Event
PV08 - Book: Attendee for Business
Event List
PV02 - Prebook: Attendee for
Business Event Type
PV06 - Prebook: Attendee List for
Business Event Type
PV16 - Prebook: Attendee for
Business Event Type List
PV03 - Replace
PV01 - Rebook Attendance
PV04 - Cancel Attendance
PV34 - Appraisals

Description
Single screen from which you can perform different
Attendance actions on Attendees. You can book,
prebook, cancel an Attendee or a list of
Where you can register an Attendee for a certain
Business event
Where you can register list of Attendee for a certain
Business event
Where you can register an Attendee for a list
Business event
Where you can prebook an Attendee for a certain
Business event
Where you can prebook list of Attendee for a certain
Business event
Where you can prebook an Attendee for a list
Business event
Where you can replace an Attendee's booking with
another Attendee
Where you can re-register an Attendee for a certain
Business event
Where you can cancel an Attendee for a certain
Business event
Where you can create appraisals for Attendees

GMC Training Specialist can execute all of the functions relating to booking
activities. You can execute all of the functions for attendance bookings contained in
day-to-day activities.
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GMC

dynamic attendance menu, available functions are:


Book attendance
Prebook attendance (for business event types)
Replace attendance
Rebook attendance
Cancel attendance
Book attendee lists

BOOKING PRIORITY
When you book attendance, you can assign the booking a priority or let the system
assign it automatically. The following restrictions apply:
You can assign normal booking priority up to optimum capacity only. Bookings
with this priority are assured a place on the event as a rule but they may be
moved down to the waiting list when the event is put in firmly booked status.
You can assign essential booking priority up to maximum capacity. A booking
with this priority is assured a place on the business event. Essential bookings
cannot be displaced when the event is firmly booked.
You assign a waiting list booking when a business event is fully booked. You
can assign waiting list candidates places on the event if they become
available as a result of cancellations.
Booking priorities are indicated by a numeric value.

CORRESPONDENCE

Transaction Code - Name


PVK0 - History

PP40 - Manual Output

Description
This transaction enables you to view the
history of correspondences sent to
Attendees each with its status
enables you to send manual
correspondence in different situations to
different Attendees

You can output a variety of notifications to attendees for the activities in Training
and Event Management, such as confirmation of attendance, event cancellation,
and so on.
Notifications can be output to a variety of media including printer, Internet mail,
onscreen, and so on. With manual output, you also have the option of using
Microsoft Word standard letter function and downloading the notification into
Microsoft Word.
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Notification output is documented in Correspondence History. This function lets you


request a report for documents output to a given attendee during a specific time
period, such as if and when an attendee received a confirmation of registration
notification.
Sample Notifications have been sent to GMC for review.

RECURRING ACTIVITIES

Transaction Code - Name


PV12 - Firmly Book / Cancel

PV14 - Lock / Unlock

PV15 - Follow Up

PV33 - Appraisals

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Description
Once you have decided that a business
event is to take place definitely, you can
firmly book it. The function firmly book
automatically triggers other activities:
Attendees receive definite confirmation of
registration, candidates with waiting-list
bookings are either rebooked for other
events, converted into pre-bookings for the
event type, or remain on the waiting list.
Locking a business event temporarily closes
the attendee list. You can lock both internal
and external business events in both
planned and firmly booked status.
Once a business event has begun or is
given the status firmly booked, you can
perform follow-up activities for it. The
business event objectives can be awarded
as qualifications to the attendees. If the
objectives are to be transferred as
qualifications to the attendees during followup processing, you must assign a value to
the qualifications. This value is stored in the
additional data of the relationship that is
created between the attendee and the
qualification.
The Appraisal function in Training and Event
Management enables you to perform
appraisals of business events and
attendees. This provides you with an
important method of quality assurance and
keeps you informed of the level of
knowledge and qualification of your

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employees.
This function (report RHCPRI00) lets you
instruct the system to calculate a price
proposal for a business event based on the
cost items stored for it, the reference units
and reservation times.
Once creating business event and booking attendees, list of recurring activities can be performed
on any business event as follows:
PV1D - Price Proposal

Firmly book business events, in other words, put them in active status. Once
an event has been firmly booked, notifications will be sent to attendees with
a predefined template.
Cancel business events. Cancellation can be due to many reasons as
illustrated later in this document. Once a business event is cancelled,
notifications will be sent to attendees, and possibility to create pre-bookings
for all attendees is given to the Training Specialist.
Lock (and unlock) business events. This temporarily closes the attendee list
for bookings.
Follow up business events, which is the process of updating the qualification
profile for internal employees.
Create appraisals for business events. Appraisals will cover, Attendee
Appraisal and Business event Appraisal. Templates will be provided by
GMC Team if exists.
Carry out billing and internal activity allocation for business events.
Automatically calculate a price proposal for an event.

BUSINESS RULES

Below is the business rules agreed on covering the process of Training and
Event Management module:
ATTENDEE CHECKING

Applicant
External person
Prospect
Customer
Organizational
unit
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bookings for
same business
event type

Prebookings
for same
business
event type

prerequisite
business
event

Attendee's
Qualification

Error
Error
Error
Error
Error

Error
Information
Information
Information
Error

Error
Error
Error
Error
Error

Warning
Warning
Warning
Warning
Warning

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Person
Contact person
Company
User

Error
Error
Error
Error

GMC

Error
Error
Error
Error

Error
Error
Error
Error

Warning
Warning
Warning
Warning

DAY TO DAY ACTIVITIES

Action

Value

Message type for changes to historical


attendances
Maximum waiting list capacity
Message Type When Waiting List Capacity
Exceeded

Warning
15
Warning

CONFLICTS

Actio
n
Mess. Type for attendance/instructor
Error
func. conflict
Value Error
Message type for attendance/attendance
conflict
Default value for cancellation
1000
fees
Mode for move-ups from waiting
Interactive
list
User
Selection

Reason for Cancelation


Organizer cancels attendance
booking
Prerequisites not fulfilled
Supervisor rejects booking
request
Force Major
Employee cancels 1 week before
start
Employee cancels 1 day before
start
Employee cancels 1 month
before start
Employee cancels after start

FIRMLY BOOK, CANCEL


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% Fees

CANCELLATION

Free of
Charge
Yes
Yes
Yes
Yes

20
50
Yes
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Action
Conversion of Unplaced Candidates to
Prebookings

Yes

Reason For Cancellation


Minimum bookings not reached
Required resources not available
Training room not available
Instructor not available
Re-schedule to another time
Force Major

APPENDIX A

GMC special business requirements:


1. Create a custom report to check on business events already completed and follow-up, and
bring a list of attendees and check if the event is finished by 3 days and attendee did not
fill in Event Report evaluation, to send an email notification.
APPENDIX B
GMC MASTER TRAINING CATALOGUE
List of training courses at GMC is as follows:
Use of office equipment
Manufacturer Training
Advanced Leadership Dynamics
Time Management
Principles of Hospital Planning and Design
Project Management
Communication Skills
Basic Selling Skills
Presentation Skills
GMC System Training
Lead
Advanced Managerial Skills- Jeddah
Advanced Managerial Skills Riyadh
Senior's Lead
Typing
Leadership and managing a team
Systems Analysis
English Language course
Employee Engagement for Managers'
Manufacturer Service Training
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Negotiation Skills
Advanced Selling Skills

APPENDIX C
STANDARD REPORTS
Following are the list of standard reports to be used in Training and Event Management module:
1. Attendee List
2. Attendance List
3. Employee List
4. Bookings per Attendee
5. Attendee's Training History
6. Attendance Prerequisites
7. Attendee's Qualifications
8. Prerequisites Matchup
9. Attendee Appraisals
10. Prebookings per Business Event Type
11. Prebookings per Attendee
12. Attendees for Rebooking
13. Attendance Statistics
14. Attendance and Sales Statistics
15. Cancellations per Business Event
16. Cancellations per Attendee
17. Budget Comparison
18. Business Event Demand
19. Business Event Schedule
20. Business Event Appraisals
21. Business Event Hierarchy
22. Attendance Statistics
23. Business Event Brochure
24. Business Event Information
25. Business Event Dates
26. Resource List per Business Event
27. Resources Not Yet Assigned per Business Event
28. Business Event Prices
29. Resource Equipment
30. Resource Reservation
31. Instructor Information
32. Graphical Resource Reservation
33. Available/Reserved Resources
34. Resource Reservation Statistics
35. Resources Not Yet Assigned per Resource Type

1.1.3.9 Managing Employee Request

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Diferent request types are being created by employees for many reasons. Each
request has a diferent approval levels which cannot be set as a rule applied on all
employees.
Proposed Solution:
New Infotype to be created saving the diferent approval levels required for each
employee. Once an employee creates a service request, the program will get the
approval hierarchy needed for this service request and compare against the values
saved for this employee and proceed with the process.
New maintenance screen needs to be created listing number of approval and
approval type needed for each service request.

Proposed solution for Administration Employees request is as follows:


1. New screen Request Type Approval - will be designed to save all request
types along with number of approval levels it requires and the approver title.
Details will be as follows:
Request Type
Request ID
Approval Level (n)
Approver Title

2. For each employee a new Infotype Approval Hierarchy -will be created to


save the diferent approval hierarchy an employee can use. Details includes:
Approver Title select from the available Approver title as per available in
the system
Approver Number select from the employee list within GMC
Approver Name automatic populated after selecting Approver Number

3. When an employee creates Request of any type, system will validate against
the approval it requires. Based on the records exists in Request Type
Approval table, it will reads the diferent approval levels with types, and
check against the employees Approval Hierarchy Infotype, and send the
notification to the responsible manager
4. Central screen of approval will be created with access given to all Managers
to be able to select employees request, and approve or reject.

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1.1.3.10 Travel Management

1. The cycle of travel management covered within GMC is as follows:

Before SAP GMC Operator was responsible of entering the ticket request delivered by
employees into system.

Employee creates a ticket Request using a pre-defined hard copy template.

Request is being approved by direct manager and division manger (or Area manager
as replacement for the Division Manager)

Finance Director needs to approve the ticket LPO or the Travel Order. (Form supported
from the agent)

At this point GMC Operator will be having Original Travel order (approved from
Finance Director) & Original Ticket Request (signed from the passenger and approved
from the Direct Manager & Division or Area Manager.

Operator will send the Travel Order (Original & Copy) to the agent to issue the ticket,
and he should send the Ticket request to Finance.

Travel Agent send in ticket invoices twice a month, from 1-15 sent on 15th and tickets
from 16th to 30th are sent on 30th each month attaching to it the copy of the Travel
Order.

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Finance should attach the invoice along with its travel order as it is received from the
Agent, to the Ticket request received from the Operator.

These invoices will be entered by finance as invoices from supplier.

2. Each employee is entitled to a certain number of tickets. After this number, tickets are
charged from his payroll. When requesting a vacation of type Training, need to select an
approved ticket request to attach to. These all will be part of the Vacation Request screen.
3. Request type Air Ticket to be issued by employee and pass through the pre-defined
level of approvals.
4. Request type Cancel Ticket to be issued by employee to cancel an already created
ticket request.
5. Petty Cash Payment Request to be issued by an employee and pass through a predefined levels of approval.
6. Refunds Report to display all Cancel ticket requests.

1.1.3.11 Using Employee Self-Service and Manager Self Service

INTRODUCTION
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The Business Document is a detailed description of your business processes and system requirements.
ESS MSS OVERVIEW
Employee Self-Service (ESS) enables employees to create, display, and change their
own data in the intranet used at their enterprise. By enabling employees to access
their own data, HR processes are standardized and simplified. As a result,
employees in the Human Resources Department can concentrate on other tasks of
greater strategic importance.
Manager Self-Service (MSS) enables Managers to create, display, and change their
own data and the employees actions in the intranet used at their enterprise. MSS
enables all managers to take overview about all employees are assigning to them.
EMPLOYEE SELF-SERVICE ESS
Employee Self-Service gives GMC employees the ability to perform certain
processes by themselves. This will save time and efort put on HR Personnel when
processing these types of requests for large number of employees.
Starting from a valid username and password, an employee can logon to GMC
Portal, and start using ESS.
ESS is based on iView concept which is each process an employee can use is
incorporated as an iView within SAP Portal. Just selecting the required iView, ESS will
start working and getting data from and to the backend ERP.

INTEGRATION
Integration between SAP HR Employee Self Service and multiple other application components enables
you to streamline internal processes. Integrated HCM component with SAP HR Employee Self Service
as follows:

Component

Integration

Payroll

Using Payroll Statement, all payroll data can be


displayed or printed for employees

Personnel
Administration

Using Personnel Information, an employee can change


or display Personnel Information, Address, Family
Members, and Bank Details information. Also, looking
for employees through searching for people

Personnel Development

Displaying and changing qualification profile directly


from ESS

MASTER DATA
All data to be used when working with ESS will be based on the master data entered
in standard HCM, the Graphical User Interface. This means that any data entered
from the backend ERP will be reflected and accessed in ESS.

ESS WORKSET/IVIEWS
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Below are the iView which will be part of ESS implementation in GMC:
EMPLOYEE SEARCH
This workset enables employee to search for any employee within the organization.
2 iView will be used in this workset, Who-is-Who which lists down all the employees
within GMC with general basic details of like: Name, Position, Department, and
Change Own Data which enables the employee logged on to change his own
Internal Information IT0032.
Change Own Data will be assigned to 2 diferent roles one for changing and one for
only displaying.

Advanced Search will be as follows:

PERSONAL INFORMATION
In this page, ESS gives list of iView (services) can be used to maintain certain
employee details.
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ADDRESS SERVICE
The Address service enables the employees at your enterprise to display and edit
their own addresses. In this way, employees can keep their own data up-to-date,
while simultaneously reducing the number of time-consuming and expensive
activities performed by the Human Resources Department .
BANK DETAILS
The Bank Details service enables the employees in your enterprise to display and
edit their own bank details.
FAMILY/RELATED PERSON
The Family/Related Person service enables the employees at GMC to display and
edit data about their own family members and related persons.
PERSONAL DATA
The Personal Data service enables the employees at GMC to display and edit their
own personal data.
Need to add Communication Infotype available to enter/update nickname if
possible.
WORKING TIME

This Workset will be working with all employee time data which can be displayed worked with
through ESS.

LEAVE REQUEST
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Employees can Create Leave Request for any absence or to notify their superior.
The leave request is submitted to the employees superior for approval. Employees
can check the status of their request.
For each of the steps of the workflow approval, notification will be sent to employee.
i
The Leave Request notifications will be sent to managers workplace and/or MSS
universal work list.

LEAVE REQUEST WORKFLOW


As the creation process of Leave Request is different at GMC and include
more details related to visa, tickets, and other information, a new ABAP
screen will be developed for this and replace the original one.

TIME ACCOUNTS
Employees can display all absence quotas and all absence deductions. It enables
employees to check their time credits, such as leave and time-of entitlements. It
provides them with information to help them plan their leave and information about
the deduction periods of their time accounts.

PAYMENT
REMUNERATION STATEMENT DISPLAY
Employee can display his own remuneration statements. The user first defines the
period for which he or she wants to display the remuneration statements. The
system then displays a list of payroll results for this period. The remuneration
statement for the first result on the list is automatically displayed. The user can
select a diferent payroll result and display the accompanying remuneration
statement.
TOTAL COMPENSATION STATEMENT
This list down all the compensation items the employee was entitled to like
personnel development training items.
CAREER AND JOB
SKILLS
ESS gives your employees the option of displaying their own qualifications profile. In
the qualifications catalog, the employee in question can select the qualifications
that he or she possesses, along with proficiencies. Employees can display their own
qualifications profile at any time.

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DISPLAY QUALIFICATIONS
ESS gives your employees the options of viewing the qualifications (skills, talents,
knowledge) that have been recorded in the system for them. The proficiency and
validity of each qualification can be displayed, thus enabling employees to see, for
example, where they require further training.
CORPORATE INFORMATION
GMC will store documents and services that comprise general information about it.
Documents that can be stored in this area include security regulations and the
general code of conduct in place at your enterprise. This needs to be changed later
based on GMC requirement, based on this training will be needed to GMC person on
how to change this.
List of GMC policies will include: Promotion Criteria, Car Loan Policy, Car Travel
Policy, New-Hire Handbook, Job Descriptions and Vacation Policy.
Add another iView for GMC Portal.

ASSETS
This iView gives employees information on the devices that are assigned to them.
The devices can be assets from the Asset Accounting component, equipment from
the Plant Maintenance component -only if activation of this will not result in error,
will be activated -, and objects on loan from the Human Resources component
based on modules implemented.
MANAGER SELF-SERVICE
Manager Self-Service gives GMC managers the way to perform many transactions
without need to interrupt the daily work of Personnel Administration especially in
the area of generating important reports. A manager will logon with a valid
username and password specific to him/her and then can perform many processes
like Attendance Report, Headcount Report, and Monitoring of Tasks.
Not only running updated reports, but a manager can initiate personnel change
request for one or more of his/her employees performing a certain action like
promotion, transfer. This PCR will be transferred for approval based on the approval
workflow activated.

INTEGRATION
All data to be used when working with MSS will be based on the master data
entered in standard HCM, the Graphical User Interface. This means that any data
entered from the backend ERP will be reflected and accessed in MSS.

Module
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Integration

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Personnel
Administration

Get all employees assigned to the manager and


initiating a list of Personnel Change Requests (PCR) to
start a certain Personnel Administration process

Organization
Management

All actions manager can perform on a certain


employee is based on the hierarchy structure as
system will only display subordinates of a manager
along the Organization Hierarchy

Personnel Development

Being able to run at any time Profile Matchup to get is


there are any gaps between qualifications and
requirements. Being able to work through the
appraisal process for subordinates

Financials

Working with myBudget

MASTER DATA
All data to be used when working with MSS will be based on the master data
entered in standard HCM, the Graphical User Interface. This means that any data
entered from the backend ERP will be reflected and accessed in MSS.

MANAGER SELF-SERVICE WORKSET/IVIEWS


Below are the iView which will be part of MSS implementation in GMC:
TEAM
This workset gives managers an overview of employee information and enables
managers to perform all tasks related to employees.
OVERVIEW FOR PERSONNEL CHANGE REQUESTS
Managers can use this iView to display all employee processes (PCRs) in which he or
she is involved, along with the status for those processes. The data is displayed in
table format with information including process type, process initiator, and process
status shown in columns.

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EMPLOYEE INFORMATION
This iView enables manager to view information related to their employees that include: General
information like Organization Unit, Position, employee Group/Subgroup, and Personnel Area/Subarea. It
also displays Personnel Information of the employee selected from IT0002, all the absences taken by the
employees. If there any monitoring of tasks related to any of the managers employees, will be displayed
in tabular format including the name of the task, and expiration date. It also lets the manager display the
company property that has been made available to employees assigned to his or her area of responsibility.
The system reads the data from the Objects on Loan Infotype.

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QUALIFICATIONS
GMCs managers to display qualifications, and the respective proficiency, for employees in their area of
responsibility.
This will be the same as Personal Information, 2 roles will be created one display and the other to
maintain.

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PERFORMANCE MANAGEMENT
With this iView, manager can display list of appraisal documents created for his/her employees with all
the document details like status, overall rating.
The manager uses the Performance Management Document iView to process the appraisal form defined
from the SAP Appraisal Management Module.

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COMPETENCY MANAGEMENT
The Competency Management area comprises an iView that enables managers to display an overview list
of all positions in their area of responsibility and allows them to branch from this list to maintain position
requirements.
This also will be for display and maintain in 2 separate roles.
PERSONNEL CHANGE REQUEST
Personnel Change Request is a way by which GMC Manager can initiate a certain Personnel
Administration request for one of his/her employees. Manager can select from a list of PCRs available in
MSS, select an employee for whom the request is to be initiated, Adobe Acrobat form will be displayed
contain the request details the manager needs to fill, once filled, manager can review and send for
approval.
Available PCRs in MSS are as follows:

All PCRs will be activated except Working Time.


Personnel Administrator will be notified with the approved Personnel Change
Request through a Transaction in SAP ERP HCM. He/she will be accessing this
transaction and run to see the approved PCRs, using the standard Personnel
Administration actions; he/she can perform the action and set the status back to
Completed.

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PCR process workflow will be based on standard workflow as follows:

Later on Hr Personnel will be accessing a standard HR transaction which will display


the approved PCRs to process the change request by normal Personnel
Administration actions.

REPORTS
This workset enables the managers to run some important reports related to their daily business and
involving their employee. These reports require the integration between MSS and Business Warehouse
BI.
Budget iView will be activated to show the differences of cost centers to managers.

1.1.3.12 Reports and Forms


1. Performance Management

New report to print mangers feedback of an appraisal as per GMC template. This print will be
through a maintenance screen displaying appraisal feedback and accept entering a final
comment.

Report to query on appraisals of status Rejected and send notification to manager. Notifications
will include: Appraiser Name, Appraisee Name, Appraisal Date, and Status.

Report to display employees who did not been evaluated. This includes Employee Name,
Number, and Manager and sends automatic email to Managers

Program to send notifications to managers of next appraisal to be performed on Jan, April, July,
and October.

Smart form and print program for Appraisal Evaluation template

2. Training Management

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Create a custom report to check on business events already completed and followed-up, and
bring a list of attendees and check if the event is finished since 3 days and attendee did not fill in
Event Report evaluation, to send an email notification to the attendee.

3. Personnel Administration

Program to send notifications to managers of next appraisal to be performed on Jan, April, July,
and October.

New custom program will be designed to calculate the Saudi Employment Percentage within
GMC. This is: total number of employees with Saudi nationality / total number of employees.
Taking into account if a Saudi employee is disabling, this will equal 2 employees. Disability will be
taken from Infotype Additional Personal Data.

4. Legal Administration

"Print 6 Contracts, 5 Arabic, and 1 mixed. Contract print screen, will include some varialbes to be
used when printing the contract and these will be saved into a custom table for historical reasons.
Only for the Normal employment contract, system will make sure that the employee selected has
record for GOSI, Work Permit"

5.

Travel Management

Refunds Report

6. Payroll

Payslip Print and send to employee's email. This will need to be saved back to databse with
signature

Payment Voucher

Payroll Journal

1.1.3.13 Enhancements
1.

ESS-MSS

Communication Maintainance

2. Performance Management

Copy standard transaction Change Appraisal to custom one to give access to employees to
enter their evaluation. This will be set by default to employees number with no ability to view
others appraisals or templates

Copy standard transaction Search Appraisal to custom one to give access to managers to view
evaluations performed only for their subordinates based on the hierarchy structure

New validation when selecting Demotion, not to select any other further action

Activate Workflow to send appraisals to employees for approval

New transaction Create Appraisal needs to be creating for dotted managers using the custom
infotype Approval Hierarchy to create the employees

Create Appraisal Function based on overall appraisal to propose bonus calculated as overall
appraisal rate * Wage Type Compensation Target

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3. Personnel Administration

New Infotype to be available for Recruitment and PA storing Job as per Passoprot, Job as per
Iqama

Alert to be generated when hiring a new employee but not stopping the hiring process displaying
Saudization Percentage

Screen to keep Permitted Visa Types for GMC based on Country of origin. This will contain: Visa
Type, Country, Total, Used, Booked, and Remaining

Enhancement to be done in IT 0002. System will need to deduct from list of available visas per
employee country, and job in case of Employee. When recruiting an Applicant, it needs to book
one of the available visa number as per applicants country. This is only for Local recruitment.

New infotype for family dependants including dependant number and photo of dependent.

4. Recruitment Management

Create new Infotype have Earliest Joining Date, Previous Salaries, illness description, current
Iqama job, and visa status - will be (Citizen, No Visa, Residency Visa NON-Transferable
Residency Visa Transferable, Visit, Trainee and transit Visa)-.

Legal Administration

New screen to maintain Pelanty Groups, Penalty Types, Penalty

Custom Infotype 'Penalty' to be created save Penalties an employee can have. Includes
Subtypes as Penalty Category, Penalty Type, Date, Penalty

New Request Type for employee Penalty. Includes Employee Name, Number, Date of Penalty,
and Description. This is sent to Admin for approval, and then to Finance to ammend to Payroll

New Request Type for employee PenaltyVacancy Request. It includes Vacancy Name, Reason
for Request, and Request Date. This is sent to supervisor for approval, and then to HC & TD
Department for ammend

New Infotype 'Approval Hierarchy'. It includes Approver Type, Employee Number, Name

Maintainance screen to save Request Type. Approval Levels with sequence, Approver Type

Maintainance screen to save Request Type. Approval Levels with sequence, Approver Type

Maintainance screen 'Approval Workbench. Used by managers to approve requests. It includes,


categorization by Request Type, Date, employee number, Name, Status, Comments

5.

Travel Management

Air Ticket Request Form

Cancel Ticket Request

Petty Cash Payment

1.1.3.14 Interface
N/A
1.1.3.15 Conversion
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