HCM E-Separation Configuration Guide

SAP Configuration Guide 2012

SAP |E-Separation Solution 1

E-Separation Configuration Guide

Version 1.0 15/10/2012



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Table of Contents

E-SEPARATION ............................................................................................................................................................................. Business Case ........................................................................................................................................................... 7 Process Flow ............................................................................................................................................................. 8 IMG Configurations ................................................................................................................................................... 9 IMG Path to E-Separation Solution......................................................................................................................... 9

1. Basic Settings ........................................................................................................................................... 9 1.1 Area Keys ................................................................................................................................................ 9 1.2 Reason Keys ........................................................................................................................................... 9 1.3 Detailed Reason.................................................................................................................................... 10 1.4 Detailed Reason Properties ................................................................................................................. 11 1.5 Maintain Stage Start Time .................................................................................................................... 11

2. Field Configuration ................................................................................................................................. 12 2.1 Maintain Container Group Texts .......................................................................................................... 12 2.2 Maintain Field Properties ...................................................................................................................... 13 2.3 Maintain Editability or Visibility Field Property .................................................................................... 14 2.4 Maintain Group Relevance for Area Key and Reason Key................................................................ 17

3. Reason and Mailing Configuration ...................................................................................................... 18 3.1 Maintain Reason (Reject, Withdraw, Put-on Hold) Codes ................................................................. 18 3.2 Maintain Reasons for A Valid Reason Key ......................................................................................... 19 3.3 Maintain Mailing Configuration (Subject, Content, Attachment) ........................................................ 19

3.3.1 Maintain Mailing Configuration (Subject, Content, Attachment) – Subject Matter ........................... 20 4. Counseling Configuration ..................................................................................................................... 22

4.1 Maintain Counselor Groups ................................................................................................................. 22 4.2 Maintain Counselors ............................................................................................................................. 22

5. Approval Configuration ......................................................................................................................... 23 5.1 Maintain Approver Groups ................................................................................................................... 23 5.2 Maintain Approvers ............................................................................................................................... 23 5.3 Maintain Approval Configuration .......................................................................................................... 24

6. Due Clearance Configuration ............................................................................................................... 25 6.1 Maintain Departments .......................................................................................................................... 25 6.2 Maintain Users (Task Owners) in Department.................................................................................... 25 6.3 Maintain Task or Item Master ............................................................................................................. 26 6.4 Maintain Wagetype for Pecuniary Item or Task .................................................................................. 26 6.5 Maintain Task or Item Group Master ................................................................................................... 27 6.6 Maintain Tasks or Items Belonging to Group ...................................................................................... 27 6.7 Determine the relevant Items/ Tasks group ........................................................................................ 28 6.8 Determine the Department for the Item/ Task group .......................................................................... 29

7. Correspondence Letters Configuration .............................................................................................. 30 7.1 Maintain Correspondance Letters Generation Time .......................................................................... 30

8. Features.................................................................................................................................................... 31 8.1 Determine Area Key ............................................................................................................................. 31 8.2 Determine Reason Key ........................................................................................................................ 32 8.3 Determine Stage Relevance ................................................................................................................ 32 8.4 Maintain Generic Settings .................................................................................................................... 34

9. Business AddIn’s ...................................................................................................................................... 40 9.1 BAdI: Change Approval Status ............................................................................................................. 40 9.2 BAdI: Change Counseling Status from Auto Cancel ........................................................................... 40



9.3 BAdI: Change Counseling Status from Auto Close .............................................................................. 40 9.4 BAdI: Change Default Values Provided by SAP .................................................................................. 40 9.5 BAdI: Change Task Status from Auto Close ......................................................................................... 41 9.6 BAdI: Maintain data for Correspondence Letters ............................................................................. 41 9.7 BAdI: E-Separation Request Validation .............................................................................................. 41 9.8 BAdI: Fetch the policy document ........................................................................................................ 42 9.9 BAdI: Generate the request document .............................................................................................. 42

10. Application Overview .................................................................................................................................... 44



Business Case: Rahul is an employee who works in company ABC limited located in Bangalore, India. He wants to resign from the company as he wants to do his MS. ABC Limited has the HR policy for separation where, if any employee raises a separation request, it goes to level 01 Reporting manager, and HR, who can assign counselors if required. On approval from level 01 the request needs to be approved by level 02 VP. Once both levels of approvals are completed; the employee needs to return back all the company assets owned by him/her, as per defined tasks from various departments, to complete due clearance stage. Also, the company collects the feedback in the form of exit interview from employee and HR, before they leave the company.



Process Flow:

Employee (Rahul)

Reporting Manager (Sachin)

HR Manager (Sourav)

Counselor (Shekar)

Vice President (Kavita)

IT Clearance (Ankit)

Payroll clearance

(Kiran)

Employee Exit Interview

(Rahul)

Separated

HR Exit Interview (Sourav)

Initiation

Approval level 1 &

Counselor

Approval level 2

Due Clearance

Exit Interview

Separation



IMG Configurations:

IMG Path to E-Separation Solution SPRO (Transaction Code) Payroll India Payroll Employee Self Services E-Separation Solution 1 Basic Settings

1.1 Area Keys

E-Separation Solution Basic Settings Maintain Area Key Master

In this Customizing activity, you maintain the area key for organization. The area key determines the area to which an employee belongs (Area key here defines group of employees for whom the same rules are applicable. It need not be a geographical area). The text for the area key is also maintained in this Customizing.

These entries are made based on the separation policies in different area key for an organization. Area Keys are maintained to define the Approval Structure, Mailing Configuration and extra fields visibility or relevance on the portal.

1.2 Reason Keys

E-Separation Solution Basic Settings Maintain Reason Key Master

In this Customizing activity, the reason key associated with an action is mapped to the reason text. These entries are the various possible reasons which are generally quoted by employees at the time of separation. For example, if an employee leaves a job due to better opportunity, you map this action and reason to a reason key in this view.



1.3 Detailed Reason

IMG Path SPRO Payroll India Payroll Employee Self Services E-Separation Solution Basic Settings Maintain Detailed Reason

In this Customizing activity, you maintain a detailed reason for an action type and action reason. This reason is

based on the Action and Action Reason configured in Personnel Administration. Also, the reason owner can be maintained in this Customizing. Here, we point to the person for whom the request was initiated.

Example HR person can be reason owner for an employee’s exit process, in case of Code of Business Conduct issues.The reason owner is responsible for other actions like ‘Put On Hold’, ‘Withdraw’, and so on.



1.4 Detailed Reason Properties

E-Separation Solution Basic Settings Maintain Detailed Reason Properties

In this Customizing, for the detailed reasons configured in previous step, you maintain the properties of the Initiator who can initiate an action, and can get these values in the drop-down in the front-end portal.

Example For country grouping “40” and solution type “ESEP”, action type “10” (leaving action) and reason for action “01” (resignation), the entries can be maintained as depicted in the screenshot below. We can select HR Initiates, if we want the HR to initiate a request for an employee for a particular detailed reason.

1.5 Maintain Stage Start Time

E-Separation Solution Basic Settings Maintain Stage Start Time

In this Customizing activity, we configure the start time for various stages like Approval, Due Clearance and Exit Interview.

Note

Stage start time for Counseling stage is manually done by HR/Manager and should not configured under this node. Also no entry is required to be maintained for Initiation stage.

The configuration is done on the basis of Area Key. We can configure different stage start time based on the Area Key for different reason key configured previously.



2 Field Configuration

2.1 Maintain Container Group Texts

E-Separation Solution Field Configuration Maintain Container Group Texts

In this Customizing activity, the text for the container that contains the customer specific fields are maintained. For Example, container groups can consist of Assessment, Leave Information, and so on. Here we are

providing header labels to the containers.



2.2 Maintain Field Properties

E-Separation Solution Field Configuration Maintain Field Properties

In this Customizing activity, the fields that each container includes in Separation tabpage of the E-Separation solution type are maintained. For example, container can consist of Personal Email Id, Personal Mobile

Number, Manager Assessment, HR Assessment, Dues Acceptance, Future Address, and so on. These fields contain customer specific requirements like, Personal Mobile No., Personal Email Id, Future Address and so

on.



2.3 Maintain Editability or Visibility Field Property

E-Separation Solution Field Configuration Maintain Editability or Visibility Field Property

In this Customizing activity, you set the properties that determine the visibility and editability of the screen fields based on the user role and action. The roles include “EE” for Employee, “RM” for Reporting Manager and “HR” for HR Person.

The screen shot below shows the properties that you can set for the fields on the selection screen for the following roles:

Employee (EE- Employee Role)



RM- Reporting Manager Role



HR- HR Person Role



2.4 Maintain Group Relevance for Area Key and Reason Key

E-Separation Solution Field Configuration Maintain Group Relevance for Area Key and Reason Key

In this Customizing activity, the relevance of a container, that contains customer specific fields, depending on the area key and reason key are maintained. Here, we maintain whether all the containers are relevant or only

a few containers are relevant to a particular combination of Area Key and Reason Key.



3 Reason and Mailing Configuration

3.1 Maintain Reason (Reject, Withdraw, Put-on Hold) Codes

E-Separation Solution Reason and Mailing Configuration Maintain Group Reason (Reject, Withdraw, Put-on Hold) Codes

In this Customizing activity, the codes which determines the reason for rejecting, withdrawing or putting on

hold the separation request are configured.



3.2 Maintain Reasons for A Valid Reason Key

E-Separation Solution Reason and Mailing Configuration Maintain Reasons for A Valid Reason Key

In this Customizing activity, the reason text that is maintained in the view, Maintain Reason (Reject, Withdraw, Put-OnHold ) Codes: Overview to the relevant reason type (reject, withdraw or put on hold.) is mapped. For

example, if the separation request is put on hold because of a promise of salary hike, then the system maps

this reason text to the relevant reason key.

3.3 Maintain Mailing Configuration (Subject, Content, Attachment)

E-Separation Solution Reason and Mailing Configuration Maintain Mailing Configuration (Subject, Content, Attachment)

In this Customizing activity, an email text is assigned to the role. The mail is sent based on a particular

stage of a process, and status of that stage.



3.3.1 Maintain Mailing Configuration (Subject, Content, Attachment) – Subject Matter

T-Code: SE61

Document Class: Dialog Text

Language: English





4 Counseling Configuration

4.1 Maintain Counselor Groups

E-Separation Solution Counseling Configuration Maintain Counselor Groups

In this Customizing activity, you maintain the text and contact information for the relevant counselor group

based on the location to which they belong. The counselor group’s email, phone number and image can also be maintained here. The same will be visible on the application screen.

The image can be maintained in transaction SMWO.

4.2 Maintain Counselors

E-Separation Solution Counseling Configuration Maintain Counselors

According to the counselor group configured in previous step, you maintain the details of the counselor of the relevant counselor group, based on the position or the user details. You can assign the value for user and position here, to whom the counseling stage will get triggered once the same is referred by reporting manager or HR.

Further, there is an option to select ‘Function Module’ as drop down value in ‘Assignment’ and FM ‘FM_EA_DET_ID’ gets defaulted in ‘Value’ field.

Note This option should be used only in case the counselor’s details have to be assigned in production environment directly.

In case you choose to exercise this option then the value of counselor should be maintained in view V_T77WWW_EAMUG directly in production environment.



5 Approval Configuration

5.1 Maintain Approver Groups

E-Separation Solution Approval Configuration Maintain Approver Groups

In this Customizing activity, the text and contact information for the relevant approver group based on the

location to which they belong is maintained.

5.2 Maintain Approvers

E-Separation Solution Approval Configuration Maintain Approvers

In this Customizing activity, the details of the approver of the relevant approver group, based on the position or

the user details are maintained.



5.3 Maintain Approval Configuration

E-Separation Solution Approval Configuration Maintain Approval configuration

In this Customizing activity, based the solution type and area key, you can maintain the following details:

Level

Approver role

Approver determining methods (Assignment)

Workflow template for the approver process

This node also determines whether approver level is sequential or simultaneous. The approval path can be

maintained by mentioning the position, user id, evaluation path, function module.

Note The standard approval workflow template for E-Separation is WS77900165



6 Due Clearance Configuration

6.1 Maintain Departments

E-Separation Solution Due Clearance Configuration Maintain Departments

In this Customizing activity, you maintain the details of departments that are involved in the Due Clearance stage also you can maintain Department’s status (active, inactive and so on) and details about the departments

like Department ID, text and so on.

6.2 Maintain Users (Task Owners) in Department

E-Separation Solution Due Clearance Configuration Maintain Users (Task Owners) in Department

In this Customizing activity, the details of the task owner in a department based on the position or the user

identification number of the employee are maintained.

The task owner can be identified based on the Positions or User Id or Function module.



6.3 Maintain Task or Item Master

E-Separation Solution Due Clearance Configuration Maintain Task or Item Master

In this Customizing activity, the details of task master or the item master for facilities being used by the

employee are maintained.

Here, we define whether a task is finable or payable or not a pecuniary object. The finable objects are tasks that have to be paid by the employee to the organization. The payable objects are tasks for which the

organization has to pay the employee.

6.4 Maintain Wage type for Pecuniary Item or Task

E-Separation Solution Due Clearance Configuration Maintain Wagetype for Pecuniary Item or Task

In this Customizing activity, you maintain the wage type which holds the details related to a pecuniary item or task that has a cost associated. You also maintain other related details such as currency and the settlement

type.

Example For a pecuniary item such as a company laptop, in this Customizing activity, you maintain the wage type that

holds the cost of replacement, if the item is lost or damaged.



6.5 Maintain Task or Item Group Master

E-Separation Solution Due Clearance Configuration Maintain Task or Item Group Master

In this Customizing activity, the details of the task or the item group. For example, the task or item group, task owner and department are maintained. The Task Owner can be Department, HR, Employee or Reporting

Manager.

6.6 Maintain Tasks or Items Belonging to Group

E-Separation Solution Due Clearance Configuration Maintain Tasks or Items Belonging to Group

In this Customizing activity, the details of the task or items that belong to a particular group are maintained.

Also, the visibility of a task to the employee is maintained.

Here, we can assign all the tasks belonging to a particular group.

Example Laptop, Data Card, and so on, can be assigned to the Group – IT-BLR(IT Department).



6.7 Determine the relevant Items/ Tasks group (Feature 99TID)

E-Separation Solution Due Clearance Configuration Determine the relevant Items/ Tasks group

In this Customizing activity, the Task/ Item Groups are assigned to the relevant country using 99TID feature. This feature determines the task group that will perform certain tasks based on configuration, during the Dues

Clearance stage of a separation request.

The feature makes this decision based on the following fields of Area, Item Groups, Department Determination

(EAAKD) structure.

Here, we can assign the groups based on the following parameters:

Solution Type

Country Grouping

Company Code

Personnel Area

Personnel Subarea

Personnel Number



6.8 Determine the Department for the Item/ Task group (Feature 99DED)

E-Separation Solution Due Clearance Configuration Determine the Department for the Item/ Task group

In this Customizing activity, departments are assigned to the relevant Task/ Item Group using 99DED feature. This feature determines the various departments to which tasks must be delegated during the Dues Clearance

stage of a separation request.

The feature makes this decision based on the following fields of Area, Item Groups, Department Determination

(EAAKD) structure.

Here, we can assign the departments based on the following parameters:

Solution Type

Country Grouping

Company Code

Personnel Area

Personnel Subarea

Task / Item Group



7 Correspondence Letters Configuration

7.1 Maintain Correspondence Letters Generation Time

E-Separation Solution Due Clearance Configuration Maintain Correspondence Letters Generation Time

In this Customizing activity, the details for generating the correspondence letters, based on the reason key,

letter type, status of the request and the solution type are maintained in the configuration.

Note

Here, subtypes of Infotype 0906 are used for generating correspondence letters.



8. Features

8.1 Determine Area Key (Feature 99AKD)

E-Separation Solution Features Determine Area Key

In this Customizing activity, Area Key is mapped to the enterprise structure.

Here, we can assign the Area Keys based on the following parameters:

Solution Type

Country Grouping

Company Code

Personnel Area

Personnel Subarea

Employee Group

Employee Subgroup

Organizational Unit

Personnel Number



8.2 Determine Reason Key (Feature 99RKD)

E-Separation Solution Features Determine Reason Key

This feature returns a reason key, which is a combination of the action type, reason for the action and the

detailed reason.

The parameters for this feature are:

Action Type

Reason for Action

Detailed Reason

Separation Reason Category

8.3 Determine Stage Relevance (Feature 99STR)

E-Separation Solution Features Determine Stage Relevance

This feature returns a value that indicates whether a particular stage (Counseling, Approval, Due Clearance,

and Exit Interview) is relevant or not.


Solution Type

Reason Key

Area Key

Stages





8.4 Maintain Generic Settings (Feature 99ACS)

E-Separation Solution Features Maintain Generic Settings

This feature determines the generic settings. The feature returns the value based on the E-Actions: Generic

Settings (EAFES) structure.

The subtypes and their use have been mentioned below: 001: If Pre -Separation action is to be run.

o Y: Yes, Run Pre-Separation action

o N: No, Do not run Pre-Separation action

002: If Pre-Separation action is to be run, maintain the Action Type (MASSN).

003: If Pre-Separation action is to be run, maintain the Action Reason (MASSG).

004: This subtype returns the E-Mail Id in R/3 system, which can send & receive the Exit Interview form.

005: If Exit Interview stage is relevant, this subtype returns if Exit Interview form is filled by Employee, HR or Both.

o YN: Only Employee fills the Exit Interview form

o NY: Only HR fills the Exit Interview form

o YY: Both Employee and HR fills the Exit Interview form

006: If the Exit Interview form is filled by both Employee and HR, this subtype returns whether the form is filled sequentially or parallel.

o Y: The Employee and HR fill form sequentially

o N: The Employee and HR fill form parallel

007: Normally the Exit Interview Stage reaches the Completed status as soon as the Exit Interview Forms are submitted by the Employee or HR-Person, or both. In case they do not submit, this subtype indicates the number of days after the Actual Relieving Date, when the Exit-Interview stage is marked as Completed. The expected return value of this subtype is a digit between 1 and 30 only.

008: This subtype returns the Exit Interview form for the Employee.

009: This subtype returns the Exit Interview form for the HR.

010: This subtype returns whether the due clearance amount to be settled is stored in IT 0267 or IT 0015.

o Y: IT 0267

o N: IT 0015

011: If the Due Clearance amount is to be settled in IT 0267, this subtype returns, after how many months of actual relieving date, off cycle payment is to be run. E.g. If Actual Relieving Date is 18.01.2010 and value in this subtype is 2, the off cycle will be run in March, i.e. 2 months later.

012: If the Due Clearance amount is to be settled in IT 0267, this subtype returns, the day in the month mentioned in subtype 011, off cycle payment is to be run. The Return Value for this subtype is between numerals 1 to 28. E.g. If Actual Relieving Date is 18.01.2010 and value in this subtype is 22, the off cycle will be run on 22.03.2010

013: This subtype returns how many days from Actual Relieving Date, the Separation Action should be run.

014: The Reason for off cycle payments is stored in this subtype.



015: Default Notice period is stored in this subtype. The system will calculate the default Actual Relieving Date based on the value entered in this subtype.

016: The Action Type (MASSN) is stored in this subtype to nullify the Pre Separation Action in case of withdrawal.

017: The Action Reason (MASSG) for the above Action Type is stored in this subtype.

018: This subtype returns which date should be considered as Separation Date.

o A: Actual Relieving Date

o P: Physical Leaving Date

019: The start Date for Payroll Infotype is stored in this subtype.

o A: Actual Relieving Date

o P: Physical Leaving Date

o D: Date as per subtype 011 & 012

020: If we need start the 'Due Clearance' stage only after the 'Approval Stage' is completed then, this flag needs to be marked accordingly..

021: For the Due Clearance stage, if the tasks have to be linked to Infotype-0040(Objects on Loan), then this subtype needs to be marked accordingly. Task Id should be same as the subtype of IT-0040.

022: This subtype indicates whether or not the Physical Relieving Date concept is to be used.

023: This subtype indicates whether the system must start the Exit Interview stage only after the completion of Approval stage.

024: This subtype indicates whether the system must start the Exit Interview stage only after the completion of the Due Clearance Stage.


Country Grouping

Solution Type

E-Actions: Setting Subtype









9. Business Add In (BAdI)

Enhancement spot: ES_EAIN_BADIS

9.1 BAdI - EAIN_AP_AUTO_APPROVE

This BAdI is used to change the status of the requests which are due for approval to Auto approved.

To do the same, this BAdI uses the method AP_AUTO_APPROVE of the interface IF_EAIN_EACTIONS.

Importing parameters

Parameter Associated Type Description IST_APPRO PIN_EAST_APPROVAL_CN E-Actions: Approval - Context Node

9.2 BAdI - EAIN_CORRESPONDING_LETTERS

This BAdI is used to fill the data the data that needs to be sent to the corresponding letters. The method FILL_LETTERS_DATA of the interface IF_EAIN_EACTIONS is being used for this BAdI.

Changing parameters

Parameter Associated Type Description CST_LETTERS_DATA PS0906 Infotype 0906 : Data for Correspondence Letter

9.3 BAdI - EAIN_CU_AUTO_CANCEL

This BAdI is used to change the status of the requests which are due to be counseled to “Auto Cancel”. The method CU_AUTO_CANCEL of the interface IF_EAIN_EACTIONS is being used for this BAdI.


Parameter Associated Type Description IST_COUNS PIN_EAST_COUNSEL_CN E-Actions: Counseling - Context Node

9.4 BAdI - EAIN_CU_AUTO_CLOSE

This BAdI is used to change the status of the requests which are due to be counseled to “Auto Close”.

The method CU_AUTO_CLOSE of the interface IF_EAIN_EACTIONS is being used for this BAdI.




Parameter Associated Type Description IST_COUNS PIN_EAST_COUNSEL_CN E-Actions: Counseling - Context Node

9.5 BAdI - EAIN_TO_AUTO_CLOSE

This BAdI is used to change the status of the tasks which are due to be cleared to “Auto Close” .

The method TO_AUTO_CLOSE of the interface IF_EAIN_EACTIONS is being used for this BAdI.

Changing parameters

Parameter Associated Type Description CST_TASKS PIN_EAST_TASKS_CN E-Actions: Tasks / Items - Context Node

9.6 BAdI - EAIN_VALIDATE_REQUEST

This BAdI is used to validate the request data when the separation request is created .

The method VALIDATE_REQUEST of the interface IF_EAIN_EACTIONS is being used for this BAdI.


Parameter Associated Type Description IST_GLOBL PIN_EAST_GLOBAL_INFORMATION Global Information IDS_RQDET PIN_EADS_CLUST_CN E-Actions: Cluster Structure - Context

Node

Exporting parameters

EFD_ERRFG XFELD Checkbox ETB_ERRTB BAPIRET2_TAB Error Messages

9.7 BAdI - EAIN_DEFAULT_VALUES

This BAdI is used to default the values of the custom header fields .

The method FILL_DEFAULT_VALUES of the interface IF_EAIN_EACTIONS is being used for this BAdI.




Parameter Associated Type Description IST_GLOBL PIN_EAST_GLOBAL_INFORMATION Global Information IST_TRANS PIN_EAST_TRANS_CN E-Actions: Transaction / Administrative -

Context Node

Changing parameters

Parameter Associated Type Description CFD_X_EAT50 PIN_EAT50 Text(50) Field CST_EACHST PIN_EACHST E-Actions: Custom Details CTB_COUNS PIN_EATT_COUNSEL_CN E-Actions: Counseling - Context Node CTB_APPRO PIN_EATT_APPROVAL_CN E-Actions: Approval - Context Node CTB_TASKS PIN_EATT_TASKS_CN E-Actions: Tasks / Items - Context Node CTB_FORMS PIN_EATT_FORMS_CN E-Actions: Correspondence Letters / Forms -

Context Node CFD_A_EARDT PIN_EARDT Actual Relieving Date CFD_EAPDL PIN_EAPDL Physical Date of Leaving 9.8 BAdI - EAIN_POLICY_DOCUMENT

This BAdI is used to fetch the policy document.

The method POLICY_DOCUMENT of the interface IF_EAIN_POLICY_DOCUMENT is being used for this BAdI.


Parameter Associated Type Description IFD_EASTP PIN_EASTP Solution Type IFD_EAROL PIN_EAROL Role


Parameter Associated Type Description EST_PLDOC FPFORMOUTPUT Form Output (PDF, PDL)

9.9 BAdI - EAIN_REQUEST_DOCUMENT

This BAdI is used to fetch the request document.

The method REQUEST_DOCUMENT of the interface IF_EAIN_REQUEST_DOCUMENT is being used for this BAdI.




Parameter Associated Type Description IFD_EASTP PIN_EASTP Solution Type IFD_EARQN PIN_EARQN Request Number IFD_EAROL PIN_EAROL Role IFD_EASQN PIN_EASQN Sequence Number


Parameter Associated Type Description EST_RQPDF FPFORMOUTPUT Form Output (PDF, PDL)



10. Application Overview 10.1 Employee Screen Below screenshots describes step by step approach for employee (Rahul Khanna) while creating a new separation request. He needs to select New button and then enter the details for leaving the organization as shown below.





Once the details have been furnished by employee (Rahul Khanna) he needs to click Save and Back for generating the employee request.

Report HINUEATP needs to be run once for changing the status to In Process ( Triggers Pre-separation action in case configured). The same report needs to be re-run for triggering the workflow for Approvals, Due Clearance, and Exit Interview stages.

In case the stages have dependency on each other, then once the previous stage is completed the report has to be re-run for triggering the next relevant stage as per configuration in Feature 99ACS.





Employee Over view screen will look as follows after running the report.

10.2 Manager Screen This screen is the overview screen for reporting manager (Sachin Verma) which has the details of the separation requests raised by employee (Rahul Khanna). The request detail is shown under tab My Employees’s Separation Request as the employee reports to his reporting manager. On click of Edit by reporting manager the request provides an option for reporting manager to assign counselor if required. The request details under tab Separation Request Approval needs to be edited for approving the separation request.

Below screens shows how the counselor (Shekhar Sinha) needs to be assigned for employee (Rahul Khanna) by his reporting manager (Sachin Verma).





10.3 Counselor Screen Once the counselor (Shekhar Sinha) has been assigned by reporting manager (Sachin Verma), the counselor can view the same using counselor application. Below screens shows the overview and detail screen for counselor. The counselor needs to do action like Counseled or Cancel after providing the remarks. Once the selection is made the counselor needs to click Save and Back.

Once the counselor (Shekhar Sinha) completes his action, the same needs to be completed by Reporting Manager (Sachin Verma) also as shown in the below screenshot.



10.4 Approver Screen Once the counselor stage is over and made successful by the reporting manager in earlier step. Now is the time to approve the request. Hence the reporting manager (Sachin Verma) who is at level 01 needs to Edit the request under Separation Request Approval as shown below and select Approve. He may also choose to Forward the request.

The entire process flow till now can be seen from the Process Overview by clicking on Other Actions button from Overview screen of Manager, HR or Employee.



Similarly, at the second level the Project Manager(Kavitha Sharma) need to approve the request.

10.5 Due Clearance Screen Once the Approvals are completed, Employee (Rahul Khanna) needs to ensure that all his dues are cleared. Here the Due Clearance agent(Kiran Kumar) need to collect the objects from the employee as shown below.



The entire process flow till now can be seen from the Process Overview by clicking on Other Actions button from Overview screen of Manager, HR or Employee.



Exit Interview

Note Exit Interview forms gets triggered via e-mail. Steps mentioned below needs to be performed for triggering exit interview forms.

Please note this is only a sample configuration and mail id can vary as per your requirement.

1) Create a User Id in SU01:



2) Create a Mail id in your Mail server and attach it to the User Id created as highlighted above.

3) Configure the Exit Name & Recipient Address in SO50 transaction as highlighted below.



4) In Feature 99ACS, in subtype 004 configure the same id as below:

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Date post:	31-Dec-2015
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HCM E-Separation Configuration Guide

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