Copyright © 2003 Americas’ SAP Users’ Group Optimizing HR PA/PD Process with Workflow David...

transcript

Optimizing HR PA/PDProcess with Workflow

David Ulin – Senior Process Architect

May 21, 2003

Process Optimization of HR PAN

Agenda

Introduction

Solution background

Business Requirements

Focus on Optimization of Process

Solution Architecture

Best Practices

Challenges

Questions and discussion

HR Personnel Action Workflow

Overview

Developed for 4.6C

ITS Based Web Interface

Multiple Corporations involved in Requirements Phase

Special Project Status – developed in lab

Configuration Based Architecture

Scope of Functionality - HR Actions

New Hire

Promotion

Re-Classification

Demotions

Rate Changes

Termination

DepartmentsHR Assistant

Data Entry

Approvers

HR Administrator

Initiator

“Silo’s of Knowledge”

COORDINATOR

INITIATOR HR ASSISTANT

SECURITY

COORDINATOR

SENDINGDEPARTMENT

EXTERNALNOTIFICATIONS

RECEIVINGDEPARTMENTHR EXPERT

Personnel Action

Overview of the Process

Common Business Process Challenges

Manual routing of paper or electronic spreadsheets

Difficult to coordinate between departments, no clear owner

Difficult to adjust for personnel changes

Manual re-keying into SAP

Lack of validation

Labor intensive for making corrections

No tracking of requests and actions

Business Impact - Increased costs

Dependence on Highly Trained Resources

Lost Productivity due to delays in processing

Potential for mistakes and misplaced documents

Lack of process scalability

Difficult to audit

Benefits Provided by Workflow Process Optimization

SAP – driven “push” process

Consistent routing

The right person at the right time

Parallel steps

Automatic escalation

Real-time validation of SAP data

Automatic Creation of Info Types

No re-keying

Workflow based solution results in;

Fast and efficient employee processing

Simplified Web Interface

Casual and expert user mode

Simplified Info-Type maintenance

Reduction in Cycle Time

Centralized or De-centralized capability

Reduced FTE costs

No re-keying or fixing bad data

Scalable process

Regional, Global coordination10

Scope of Functionality - HR Actions

Simplified web form requiring minimal input data

Automatic routing determination

Data Collection

Approval

Pre-configured Info-Types

Dashboard functionality and process monitoring

Configurable Notification capabilities

Architecture Considerations

Configuration based Form Layout

Preview of routing feature

Multi-stage data collection and approval process

Combination of PAN action/reason determine forms/fields and routing

Complex notification process

Potential Integration with Recruiting Software

Architecture Considerations

Trigger for PAN Workflow

Configurable Screen Process

Initial Request - Specify effective date, personnel number and request type

Collection of PAN info

Collection of PAN detail information

Approval

Notification

Architecture Considerations – Info Types

Combination of Action/Reason Code determines info type data.

Simplified User experience with info types

Pre-configured combination of data from different info types based on business need

Solution handles the complex info type processing “behind the scenes”.

Provides ability to incorporate custom info types

Example Info Types:

Info Type Description

0001 Organizational Assignment0006 Addresses0007 Planned Working Time0008 Basic Pay0014 Recur. Payments/Deds.0015 Additional Payments0032 Internal Data0041 Date Specifications0169 Savings Plans0171 General Benefits Information0208 Work Tax Area0209 Unemployment State0384 Compensation Package

Example Action/Reason Code

Action

02 Organizational reassignment

10 Leaving

16 Change in pay

Action Reason

02 02 Lateral move

02 04 Temporary to regular

02 05 Regular to temporary

02 06 Demotion

10 01 Resignation

10 02 Dismissal

10 04 Dissolution contract

10 05 Firing

Configuration based Sub-Screen

Determined based on configuration by request type.

Standard Header Information

Customizable through configuration

Functions: varies depending on status

Customizable through sub-screen

P_SCRFLW table

P_SCRFLD table

Architecture Considerations – Approval Process

• Approval Path – Sequential or Parallel - configurable

• Depending on combination of action type, reason code and key information, approval chain can vary and determined through configuration.

• P_APP_RT: Determines routing path from combination of action type, reason code and key information.

• P_APPPTH: contains step-wise details of the approval path including

a. Agent.

b. Notification agent.

c. Notification text.

d. Workflow user exits.20

2. Change andSubmit PAN

1.Create PAN

Transfer/Compensation change/Promotion/Demotion for Salaried Employee- Page 1

3. Approve PAN

4. Approve PAN

ARej'd

Executor isdept manager?

5. Approve PAN

6. Approve PAN

Receiving andsending are the

same?Yes

YesApp'd

Executor isdept manager?App'd

8. Approve PAN

7. Approve PAN

9. Approve PAN

10. Approve PAN

11. Approve PAN

12. Approve PAN

ARej'd

same?BYes

14. SAP Load

13. Release PAN

AError

15. ReceiveCompletion Notice

15. Receivecompletion Notice

Successfulload

2. Change andSubmit PAN

1.Create PAN

Transfer/Compensation change/Promotion/Demotion for Hourly Employee

3. Approve PAN

4. Approve PAN

ARejecte

Rejected

Approved

5. Approve PAN

6. Approve PAN

ARejecte

Approved

7. Release PAN

Approved

Rejected

8. SAP Load

Released

AError

9. ReceiveCompletion Notice

SuccessfulLoad

Termination/ All reasons

2. Approve PAN

4. Load Data

1. Create/Changeand Submit PAN

5. ReceiveCompletionnotification

3. Release

Approved

ARejected

AError

Successful load

SubmitForm

UpdateForm

UpdatePA & PD

Send E-mailNotifications

Review / Update

Approve

Personnel Action Notification – Initial Web Screen

Personnel Action Notification – Initial Data

Personnel Action Notification – Initial Screen – Exp Mode

Personnel Action Notification – Free Form Instructions/Comments

SubmitForm

UpdateForm

UpdatePA & PD

Review / Update

Approve

Personnel Action Notification – Intelligent Form Based on Expertise

PAN – High Level Process Flow

SubmitForm

UpdateForm

UpdatePA & PD

Review / Update

Approve

Personnel Action Notification

Personnel Action Notification – PD ORG / Info. Types

Personnel Action Notification

SubmitForm

UpdateForm

UpdatePA & PD

Review / Update

Approve

Personnel Action Notification – Process Monitoring

SubmitForm

UpdateForm

UpdatePA & PD

Review / Update

Approve

SubmitForm

UpdateForm

UpdatePA & PD

Review / Update

Approve

Best Practice Concepts

Reduce Manual Entry

PAN Requests are Simple

• Requests contain the minimum fields required for the downstream process

• Aim for zero end-user training

• Collect Data in Real-time

Build Intelligence into Form

Increase data accuracy, eliminate rework, eliminate re-keying, eliminate steps

• Provide default field values• Provide possible values in drop-down lists• Limit the possible values based on user role, region,

etc.• Values selected for one field result in default values

for other fields

Automatically Create SAP Data

Utilize the System to Drive and Control the Process

Ensure the process steps are performed in pre-determined time frame

Audit Trail

Provide capability for continuous cycle time reporting and process improvement

Questions and Comments?

Thank you for attending!

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Session Code: 1021

Copyright © 2003 Americas’ SAP Users’ Group Optimizing HR PA/PD Process with Workflow David...

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