Organization Maintenance Organization Maintenance is used for creating, changing, or delimiting of...

Organization Maintenance

Organization Maintenance is used for creating, changing, or delimiting of positions and org units.

SAP Terms and Concepts of “Organizational Assignments”

• Position Number - an individual employee’s assignments within a company (i.e. security, job code). Positions are tied to the Organization Unit, not to the employee.

• Position Name - the name of the position held by the employee.

• Organization Unit - typically represents one general functional responsibility. A business unit can have several Organization Units that reflect the hierarchical structure in the Organization.

• Belongs to Org Unit - relationship of position belongs to org unit (e.g. Buyer belongs to Systems Purchasing). May also be org unit belongs to org unit (e.g. Systems Purchasing belongs to Purchasing and Materials Management).

• Cost Center - the cost center that will be charged for the employee’s salary and any other expenses paid to the employee.

• Company Code - identifies a legal entity that contains employees. It consists of a four-digit numeric code used for HR purposes.

• Personnel Area - a combination of the Company and geographic area (four-digit code which identifies where the employee is located).

• Personnel Subarea - identifies the Fair Labor Standards Act (FLSA) status (exempt or non-exempt) and identifies whether an employee belongs to a union and if so, which one.

SAP Terms and Concepts (cont’d)

• Employee Group - describes the status of the position (I.e. “A” (active), “T” (terminated), etc.

• Employee Subgroup - describes the position as “FS” (full-time salary) “FH” (full-time hourly) “PH” (part-time hourly) etc..

• Payroll Area - identifies how the employee is paid (I.e. “SL” (Salary), “B1” (Bi-Weekly), W1 (Weekly), etc..

• AAP Code - Affirmative Action Plan Code. Identifies jobs (i.e. “craft workers” (skilled), “trades associate”, “trades specialist”, etc.)

• EEO Code - Equal Employment Opportunity Code. This is a federally mandated code that describes positions (I.e. Officer, Manager, Professional, Craft Worker, etc.).

• Reports to Position ID - the position number which an employee reports to (i.e., Supervisor

Manager, Leader, etc..)

• Job key - identifies the job code the position is tied to.

• Org Key - represents which SBU the employee belongs to and is also used for determining

Benefit plan rates.

Click on Organization Maintenance

To change, create or delimit positions. Click on Position Maintenance

Create Position

Creating a position is required when a vacant position does not exist for a new hire, rehire, transfer, or promotion. The begin date must be equal to the date the position will be filled. Except for new hires, the begin date for creating new positions does not have to be the beginning of a pay period. Periods, commas, dashes, or slashes should NOT be used in name or abbreviation.

Note: SAP Security is tied to the position.

Click on Position Create

Enter begin date. For new hires use a date earlier than hire date, For transfer or promotion, begin date must be the same date position will be filled. You can create a position by copying an active employee or by copying an existing position. To copy an employee, enter employee ID. To copy a position enter position number. Click on RETRIEVE. Position date will automatically populate. Changes can be made to position at this time.

To create a position without copying an employee or existing position, all fields under position data must be completed.

The “Create Medical Exams” box is populated automatically.

Click on NEXT.

If no exams are needed, click on Next.

To enter exam(s), clear “no health exam needed field. Click on drop down and choose appropriate exams.

Click on Next.

You will receive this message.You need to verify with the Employee’s management what, if any, health exams are required.

Click OK.

Validate data and SAVE

Text box will appear.Reviewer/Approver and Payroll views this box for message from requestor. If box contains text, click on SAVE, if not click on NO COMMENTS.

Pop-up box appears withrequest ID number.

Change Position

Note: Changing a position also changes the information on the holder of that position. For example if you change the job code of a position, it will also change the job code of the employee in that position. When changing a position name, contact your HR Representative. Depending on the position, a new job code MAY need to be assigned.

Position changes include: Position Name, Personnel Area (another building within the same organization), Cost Center Change (within the same organization), Job Code, Org Unit, and Reports to Position .

Company code cannot be changed on a position.

When changing the reports to position, it may be necessary to change the Org Unit the position reports to. Check to see if the position is managing an Org. It may be necessary to change the managed by on the previous or or change the reports to org.

Important noteImportant note:: When changing the position name, you must also change the abbreviation. If the job code is not changing, please add comments that the job code is not changing per your HR Representative or Compensation.

Positions cannot be moved from one organization to another outside of the initial organization. A position belongs to the business unit that it was created in. If an employee is transferring to another organization, the receiving department will transfer the employee into a position within their organization. Also when making changes to subgroup and or pers subarea, be sure they are compatible. This error could cause “incorrect pay” or “no pay”. The next page indicates each company’s subgroup and pers subarea.

Reminder: Periods, commas, dashes or slashes should NOT be used in name or abbreviation.

Change Position Cont’d

Employee Sub Groups and Personnel Sub Areas

COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX

0002 Executives I EXEMPT

Executives II EXEMPT

Full Time Salary EXEMPT

Full Time Salary NON-EX SALARY

Highly Comp Indiv. EXEMPT

Intern Hourly NON-EX POS TIME

Part Time Hourly NON-EX POS TIME

Part Time Salary EXEMPT

COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX

0003 Executives I ExemptExecutives II ExemptFull Time Hourly IBEW66 Excpt TmFull Time Hourly IBEW66 Pos TimeFull Time Hourly Non-Ex Excpt TmFull Time Salary ExemptFull Time Salary Non-Ex SalaryHighly Comp Indiv. ExemptIntern Hourly Non-Ex Excpt TmIntern Hourly Non-Ex Pos TimePart Time Hourly Non-Ex Pos TimePart Time Salary ExemptTemp Hourly Non-Ex Pos Time

COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX0082 Executives II Exempt

Full Time Hourly ENT Bargn I227Full Time Hourly ENT Bargn I4-1Full Time Salary ExemptFull Time Salary Non-Ex SalaryHighly Comp Indiv. ExemptIntern Hourly Non-Ex Hourly

COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX0062 Executives II EXEMPT

Full Time Hourly EXEMPTFull Time Salary EXEMPTFull Time Salary NON-EX SALARYFull Time Salary Non-Ex SalaryHighly Comp Indiv. EXEMPTPart Time Hourly NON-EX POS TIME

Click on Position Change

Enter position number andbegin date. The begin date must be the beginning of thepay period. Except for union progressions, transfers from biweekly to semi monthly etc.Coordinate date with payroll.

When changing a position due to promotion, status change, etc. the dateof the position change must be the same date as PersonnelAction. Click on NEXT.

Will receive pop-upmessage telling who holds the position.

Enter appropriate changes to position under “Changes to Data” column. When changing the position name only,both text and abbreviation must be changed. If job code is remaining the same, indicate job code is remaining the same in the comments box at the end of process.

When making a change to pers subarea, click on the drop down at the end of pers area field first. Enter the company code of the position, click on green check.

The list will consist of the pers areas associated with the company entered. Choose appropriate area. Then using drop down choose the appropriate subarea. List will consist of subareas tied to pers area.

When making a change to cost center, click onthe drop down at the end of field. Enter the company code of theposition, click on green check.

The list will consist of the cost centers associated with the company entered.

Verify with management if healthexams are required. If none,leave “no health exam needed”9999 populated and click on Next.

If exams need to be removed, clear the field for each exam.

To add new exams, clear no health exam needed” field.Click on box for each exam and Choose appropriate exam.

Click on Next.

You will receivepop up message,Click OK.

Validate change(s) to position and choose SAVE.Page 21

Pop-up box appears withrequest ID number. Processcomplete, click on green check


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Delimit Position

Note: Delimit means to put an end date on a position. Delimiting a position in SAP means the position is closed and no one can hold that position. Please verify there are no positions reporting to a position before delimiting or position manages a org.

Processes that may require delimiting a position are: promotions, transfers, separations, LOA, etc.

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Click on Position Delimit.

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Enter position number anddelimit date. Click on NEXT.

If the position has aholder, a pop-up message will appearand action cannot beprocessed.

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Validate position is the correct position to bedelimited. Click on SAVE.

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To create or change Org Units. Click on Organizational Unit Maintenance

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Create Org Unit

An org unit should be created only if a new organization is formed.

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Click on Organizational Unit Create.

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Enter begin date. A new Org Unit can be createdby retrieving data from anactive employee or existingOrg Unit. Enter employeenumber OR org unit number. Click on RETRIEVE. Org Unitdata will populate. Make necessary changes to org data.

To create an org withoutretrieving employee data orexisting org unit data, complete all fields underOrg Unit Data section.

Click on NEXT.

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Validate org unit data and choose SAVE.

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Changes to Org Unit

Changes to an org unit include: Org Unit Name, Reports to,or Managed by. This action is used to make corrections to theOrg to Org View of the Organizational Org Charts on the Intranet.

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Click on Organizational Unit Change.

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Enter org unit code or copy org unit code from an active employee. If copying from employee, enter employee ID and click on RETRIEVE. Org Unit code will populate. Click on NEXT.

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Enter changes to org unit. Click on NEXT.

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Validate changes to org unit and choose SAVE.

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Delimit Org Unit

An org unit can be delimited if it no longer exists. An orgunit cannot be delimited is there are other org units reporting to it and/or if there are positions reporting to it. Verify thatneither of those situations exist before delimiting.

Org Units are not delimited through ETools. An email must be sent to your HR Rep who will forward to Payroll.

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View Your Request

You can view all requests submitted and the status of approval.You will receive an email when your request has been approved.

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Click on View Your Request History.Page 42

If your request has beenapproved the status willindicate “Closed”. If yourrequest has not beenapproved it will indicate“Open”. If your request wasto create a position, once approved the position numberwill be indicated in the typefield after “Add Position”. To view a request click on the gray button to the left of the request. Click on VIEW.

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This screens shows details of your request. If text was entered on request, click on View Attachments.

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To view your workflow approvers, click on Workflow Agents.

The box at the end of the fieldindicates requests are in theirSAP inbox for approval. Whenthe request is approved, the boxes will disappear.

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Position - E-mail Notification

An email is sent to the requestor when the request is approved or rejected. If rejected, the approver can list a rejection reason.

The example below is for the approval of a newly created Position.

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Organization Maintenance Organization Maintenance is used for creating, changing, or delimiting of...

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