HR Forms and Processes by Sudhakar

Cogent IBS Inc. 2008. All Rights reserved. 1 1

SAP HCM Forms and Processes

Sudhakar Kondapalli

Cogent IBS Inc. 2008. All Rights reserved. 2

Session Summary SAP HCM Processes and Forms is the new SAP standard for processing form-based requests requiring an approval.

In this session, we will take a detailed look at this framework, features & benefits, system requirements and implementation steps.


What we will cover…   What is HCM Processes and Forms framework?

  System Requirements for HCM Processes and Forms

  HCM Processes and Forms from the User Perspective

  HR Administrator Portal Role

  HCM Processes and Forms vs PCRs

  SAP-Delivered Processes

  Configuration of HCM Processes and Forms

  Wrap-up

  References

  Session Takeaways


What is HCM Processes & Forms Framework?

o  The next step in the evolution of Personnel Change Requests (PCRs)

o  Offers an efficient way to manage cross-role processes involving HR Master data.

o  Provides greater flexibility and features such as starting a request by an administrator, saving a draft and analytics

o  Is part of the HR administrative services component introduced in SAP ERP 6.0

o  Allows SAP customers to build and execute their own specific processes irrespective of data, process flow and roles involved.


What is HCM Processes & Forms Framework?

HCM Processes & Forms framework is based on three components

o  HR Table Customizing : Eliminates the need for developers to write and code

o  SAP Interactive Forms Software by Adobe : Integrates all business roles through a user-friendly forms-based interface

o  SAP Business Workflow Tool


A Typical HR Request


Increase Efficiencies with HR Requests

o  Capturing data at the source – Employee, Manager or an HR administrator can initiate a request

o  Ease of form submission – familiar format, clear terminology, appropriate confirmation and error messages

o  Increase accuracy of HR data – enhance quality of submitted data with input assistance, proposed values and real time data validation

o  Automatic routing – form is routed using workflow setup

o  Tracking request status – track where the request is, who approved and who modified it last


Increase Efficiencies with HR Requests Contd…

o  Reducing data processing load – complete and error-free forms require minimal review and validation before processing

o  Fine-tuning the process – BI analytics, auditing and monitoring options can help identify process inefficiencies

o  Triggering other processes – automatic triggering of subsequent requests upon completion of current request

o  Savings on paper handling – save paper by eliminating mailing and faxing of paper forms

o  Withdrawal of a process – all users can stop a request as long as no data has changed in the backend


What we will cover…   What is HCM Processes and Forms framework?







  Wrap-up

  References



System Requirements

o  Requires Personnel Administration Component

o  Uses Case Management System to store process instances and objects such as form data, drafts and attachments

o  Relies on SAP Business Workflow and Internal Service Request (ISR)

o  Needs SAP NetWeaver Portal 7.0 and SAP Interactive Forms by Adobe

o  Requires SAP NetWeaver BI to access analytics reports on form processing


System Requirements Contd…

o  Makes most business sense when implemented with MSS

o  Implementing with ESS enables employee initiated requests

o  A well defined Organizational Management(OM) structure with chief positions simplifies implementation of employee searches in MSS and determination of approver in workflow


What we will cover…   What are HCM Processes and Forms and where are they used?







  Wrap-up

  References



HCM Forms from User Perspective Standard MSS homepage with PCR and HCM processes and forms


HCM Forms from User Perspective The manager selects an employee in MSS


HCM Forms from User Perspective The manager selects a process


HCM Forms from User Perspective Form is displayed in editable format









  Wrap-up

  References



HR Administrator portal role

o  This role provides many useful HR tasks and functions in the portal including access to HCM processes and forms

o  HR administrator can initiate, review, approve and process a request

o  Unlike managers, HR admin. can start a process request for any employee

o  HR admin. has the ability to find any process in the system that has been started or completed


HR Administrator portal role HR Administrator’s homepage in portal


HR Administrator portal role Employee search screen for HR administrator


HR Administrator portal role Process search screen for HR administrator









  Wrap-up

  References



HCM Processes and Forms vs PCRs

Feature PCR HCM Processes and Forms

Initiator Manager only Any portal user

HR access to forms SAPGUI Portal

Back-end update Final step Any step

Multiple forms per scenario No Yes

Save a draft No Yes

Attachments No Yes

Update personnel file No Yes

Custom errors Coding Role-based configuration

Error tolerance No Yes

Form data definition Dictionary Infotypes and dictionary

Form processing Manual Automatic

Analytics No Yes









  Wrap-up

  References



SAP Delivered Processes

o  SAP provided several standard-delivered sample processes

o  Do not use sample processes in the production system. Always copy and modify according to clients needs

o  Few Examples of provided samples

o  SH03 - Change Salary (Change Annual Salary)

o  SH09 - Change in Working Time

o  SH10 – Transfer

o  SHI1 - Hiring









  Wrap-up

  References



Configuration steps for HCM Processes and Forms

Configuration of HCM Processes and Forms


Configuration steps for HCM Processes and Forms

o  Step 1 : Create a basic ISR scenario

o  Step 2 : Create a Form scenario and define form fields

o  Step3 : Configure back end services

o  Step4 : Update the ISR Scenario

o  Step5 : Assign the form scenario to a process

o  Step6 : Define the start application

o  Step7 : Configure the form application

o  Step 8 : Configure workflow









  Wrap-up

  References



Wrap-up

o  By implementing HR Processes and Forms, you can achieve significant savings and improves process efficiencies with HR service requests

o  Allows the automation of virtually any HR request

o  Adds many features that are not available in PCRs such as saving a draft, handling attachments, error tolerance, and the participation of HR Administrator in all steps of the process









  Wrap-up

  References



References

•  SAP Service Marketplace: http://service.sap.com/erp

Menu Path: SAP ERP Human Capital Management >Workforce Process Management >HCM Processes and Forms

•  SAP Online Help: http://help.sap.com

Menu Path: SAP ERP >SAP ERP Central Component >Human Resources >Personnel Management (PA) >HR Administrative Services (PA-AS)

•  HR Expert Online: Volume 6, Issue 3









  Wrap-up

  References



Session Takeaways

1) This framework is replacing PCR as the new SAP standard for form processing

2) If you use SAP ERP 6.0, consider implementing HCM Processes and Forms in your organization


Q&A

Cogent IBS Inc. 2008. All Rights reserved. 36 36

About Cogent IBS, Inc.

Cogent Integrated Business Solutions, Inc. is an SAP focused consulting services company based out of Troy, Michigan, USA.

CogSAP’08 is a Cogent IBS, Inc. professional development event conducted exclusively for its employees.

No part of this presentation may be published or transmitted in any form without the express permission of Cogent IBS, Inc.

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HR Forms and Processes by Sudhakar

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