What Functional Consultant Does During as-Is Process

8/14/2019 What Functional Consultant Does During as-Is Process

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If you are capturing various as-is HR Processes at your clients company and would like to

understand various data changes that happen during each process, then the below grid would be

very helpful for you.

If you want to know what is AS-IS documents, process, read below:

What a funcional Consultant does during AS-IS process?

1) Attends a series of meeting with the client - mainly to capture the organizational structure

of the company, the different work schedules, leave types, pay scales, etc. The objective of

these meetings is to the gather the existing HR processes and structure of the company

2) Depending on what modules of SAP HR are being implemented, different questions need

to be put forward to the client. A complete set of Blueprinting questions can be found here.

3) Prepares the business blue printing (BBP) documents describing the complete AS-IS

process

4) Flow charts should be included in the as-is blue print process flow document describing

the complete process.

5) Next is the TO-BE process that will be implemented in SAP. This is based on the decision

the project group arrives at taking into consideration the existing processes in the company

and the functionality that SAP provides. It still awaits approval from the management.

6) After that there will be some things which cannot be implemented in SAP, the gaps are

identified. These gaps are to be documented in white paper for the client and would

presented to an audience chosen by the project manager.
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Blueprinting - Determining Enterprise and Personnel Structure

POSTED BYAnanth TM on 10:57 AM underBlueprint,PADuring Blueprinting what rules would you use to determine the enterprise and personnel

structure you need

For Determining Personnel Areas:

used by Payroll to identify the specific agency for whom the employee works

A Company Code can include one or more Personnel Areas

Personnel Area is important for selecting dates for reporting

Personnel areas determine where wages and salaries are posted and from where

they are paid

There are five key elements that determine an employees Personnel Subarea assignment:

Calendar assignment

Relationship to the state (regular vs. temp vs. elected vs. contractor)

Quota accrual rules/requirements

Work schedule rule (to restrict the available work schedules)

Working period (which defines Overtime period)

To determine the number of Employee groups you need:

Employee Status (Retired, active, etc)

Employee's relationship to the Company (Contractor, associate, etc)

Business rules for calculating leave

Personnel calculation rules for managing employee pay

Provides benefit eligibility

To determine the number of Employee sub groups you need:

Full-time/part-time statuses

whether employee is subject to FLSA(Fair Labor Standards Act) or not

Different payroll procedures for different sub groups (defined in PCR)

Decisioning on Payroll Area

Payroll area is decisioned based on the payroll cycle (period and day)
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Questionairre to be used during Blueprint stage

POSTED BYAnanth TM on 4:21 PM underbasics,BlueprintOrganizational Units

Q: 1) Please, provide details about your company's organizational structure (Reporting

Hierarchy).

A:

Q: 2) Are all organizational units assumed to be departments or are there regions in their org

chart?

A:

Q: 3) Please, provide a list of your company's organizational units (e.g. departments).

A:

Q: 4) Does your company have different locations (e.g., individual departments are located

externally)? Alternatively, do any of your employees work on external work places? Then you

need address information for the correspondence.

A:

Q: 5) Does each of your organizational unit represent a department or organizational units,

which represent departments with subordinated organizational units, which represent groups?

A:

Q: 6) Are there any organizational units and positions within your organizational plan, which

are not part of the normal reporting hierarchy (staff) and which report directly to higherorganizational units or positions?

A:

Q: 7) Organizational units and positions can relate to Cost Centers. Provide a list of the

assignments.

A:

Jobs

Q: 1) Provide a list of your company's jobs (e.g. secretary, manager). How many jobs exist?

A:

Q: 2) Define and document job codes.

A:

Q: 3) Do job descriptions already exist or do they need to be set up?

PositionsQuestions:

Q: 1) Provide a list of your company's position (e.g. department secretary, HR manager).

A:
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Q: 2) Do Position descriptions already exist or do they need to be set up?

A:

Q: 3) Do you automatically report your vacant positions to recruitment? If not, will you set up

every unoccupied position to vacant?

A: Q: 4) Do you maintain employee group and employee subgroup information on positions

within your organizational plan?

A: Q: 5) Organizational units and positions can relate to Cost Centers. Provide a list of the

assignments.

A:

Tasks

Q: 1) Do tasks describing jobs and/or positions already exist or do they need to be set up?

A:

Q: 2) Provide a list of your company's tasks (e.g. administration tasks, HR tasks). In case you areusing tasks for your job descriptions.

A:

Q: 3) If your organization plans to use tasks, identify any groups of tasks that are routinely

performed together, so that they can catalogued as a task group.

A:

Personnel Management

Q: How many personnel areas are there?

Explanation: Typically, an organization must divide its employees for various reasons, e.g.

administration, personnel records access and reporting. You can make this separation at both

the enterprise structure (e.g. geographic, functional) and the personnel structure (e.g. different

categories of employees) levels. This must be considered in reference to the financial/costing

(FI/CO) structures.

A: Q: 2) Describe the structure of your organization. Consider countries, locations, legal entities,

payrolls, union/agreements etc.

Personnel AreaQuestions:

Q: 1) In SAP, should your enterprise be hierarchically structured using personnel areas and sub

areas.A: Q: 2) Within each legal entity, divide your workforce into logical groups (personnel areas)

which used primarily for reporting and authorizations.

Explanation: At least one personnel area is required for each legal entity (company code).

A:

Personnel Sub Area


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Q: 1) Divide each personnel area into logical personnel subs areas.

Explanation: The employees in each personnel sub area will typically share the same public

holiday calendar, payroll and time-related rules.

A:

Employee Group

Q: 1) List the employee groups that your company uses.

Explanation: Employee groups allow you to divide employees into different categories.

Employee groups used to generate default data for payroll accounting serve as selection criteria

for reporting and constitute an authorization check.

A:

Employee Subgroup

Q: 1) List the employee subgroups that your company uses.

Explanation: Employee subgroups also allow you to divide employees into different categories.

(E.g. Active, Permanent, Part Time). Employee subgroups also used to determine security access

and selection criteria for reporting. In addition, these employee combinations will typically

share the same payroll, benefits and time-related rules. List the employee subgroups that your

company uses.

A: Q: 2) For which parts of your organization should integration of organization management

and personnel administration (PA) apply?

Explanation: Divide further to your workforce into logical groups (e.g. divisions, departments,

sections) and to produce organizational charts, you need to integrate organization management

with personnel administration. For which parts of your organization should integration apply?

A:

Q: 3) If Organization Management not used, it is still possible to record organization units,

positions and jobs in personnel administration (PA). Provide this organizational data.

A: Payroll AreaQuestions:

Q: 1) Which Payroll Areas need to be set up for your organization?

Explanation: Typically, Payroll Accounting Areas used to divide the workforce into logical

groups of employees. These groups are based on payroll frequency, start date of the payroll runand, sometimes, geographical locations and security access. Which Payroll Accounting Areas

need to be set up for your organization? Note: It is possible to assign employees to "non-payroll-

relevant" Payroll Accounting Areas

A:

General Settings


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Q: What is the Holiday Calendar for your company.? If there are factories and office

establishment, different holiday calendars may be in place.? I formation reg those

A:

Master Data

Q: 1) Do you want to assign your own employee numbers or have the system generate them for

you? SAP recommends the use of system generated employee numbers after the initial data

conversion.

A:

Q: 2) With the use of third-party archiving systems, SAP allows you to store documents (e.g.

photographs, resumes, position description forms) for employee level. If you are using this

facility, which documents will be stored?

A:Q: 3) SAP allows you to maintain a free-text screen for all info types. Do you have the

requirement to store free text?

A:

Personal Data

Q: 1) When you record employee names, which forms-of-address, titles, name prefixes/affixes

(e.g. Mr., Sir) do you use and how do you want them displayed on reports and correspondence?

A:

Q: 2) When recording employee details, which other particulars (e.g. marital status, nationality)

do you wish to record?

A.

Addresses

Q: 1) What address types would you like to maintain for your employees (e.g. permanent,

postal)?

A:

Bank Details

Q: 1) Which methods of payment allowed in your organization?

Explanation: It is necessary to define a method of payment (e.g. direct payment, check) for each

employee paid. The method of payment can be defined globally for all employees or a different

method for each country.


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A:.

Family/Relates Persons

Q: 1) What relationships with other persons do you wish to maintain for your employees (e.g.

Spouse, Child, Guardian, Emergency Contact, and Friend)?

A:

Education and Training

Q: 1) Define the types of educational establishments (e.g. secondary school, university, internal

course) for which you want to record your employees' certificates.

A: Q: 2) List the types of certificates which you would want to attach to employees.

A:

Q: 3) Identify which branches of study (e.g. subjects, course name) are to be recorded againstemployees.

A:

Other/Previous Employers

Q: 1) If you wish to record previous employment history for your new employees, list which

Industry and Jobs you require.

A:

Qualification

Q: 1) If you are not using the qualifications catalogue within Personnel Development (PD), list

the qualifications (e.g. languages, skills) you would like to record for employees.

A:

Appraisals

Q: 1) In SAP you have the ability to record appraisals in either PA or PD. If you intend to record

appraisal ratings in PA, which types of performance criteria (e.g. Leadership, Communication)and weightings do you require?

A:

Q: 2) How many appraisals type you need to maintain?

A:

Q: 3) Define the ratings of each appraisal?

A:.


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Communications Data

Q: 1) Which user identification numbers are to record against your employees?

Explanation: You may record user identification numbers for various electronic media (e.g.

internet, fax) or Company Credit Card numbers against each of your employees.

A:

Planned Working Time

Q: 1) Which info type used to store the planned working time (work schedule rules).

A:

Contract Elements

Q: 1) What types of employee contracts used in your organization?

A:

Q: 2) If you wish to record periods of notice, which must given by either the employee or

employer, list the standard notice periods.

A:

Internal Medical Service

Q: 1) What medical examinations (e.g. audiometric, general habits, vision) would you like to

record for your employees?

A:

Q: 2) For each medical examination, list the specific tests or areas for which you want to record

medical data.

A:

Q: 3) For each specific test or area, detail the typical results (e.g. Y/N, x cm, blood type) you

might want to record.

A:

Q: 4) For each occurrence of a medical examination, what overall results (e.g. fit for work) would

you like to record?A:

Monitoring of Dates

Q: 1) SAP allows you to monitor and to report on the expiration of certain key events (e.g.

probation, work permit, medical examination). Which key events do you wish to record?


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A

Date Specifications

Q: 1) What key dates do you want to record against your employees?

A:

Grievances

Q: 1) If you track grievances, disciplinary actions or harassment incidents on employees, provide

as list of each type and detailed description of the business process.

A:

Objects on Loan

Q: 1) Do you wish to record the loan of company property (e.g. PCs, mobile telephones) and an

identifying number against employees? If so, list these items.

A:

Basic Pay

Q: 1) Describe your pay structure.

A:

Q: 2) Will your company perform global salary increases and, if so, provide the details?

A:

Q: 3) Please provide your companys Basic pay details?

A:

Recurring Payments/Deductions/Accruals

Q: Please provide your companys allowances and deductions?

A:

Additional Payments

Q: Please provide your companys additional payments?

A:

Loans


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Q: Please provide your companys Loan details?

A:

Cost Distribution

Q: 1) Do you want to capture the cost of each employee?

A:

Q: 2) Do you need to distribute salary of employees between different cost centers?

A:

Social Insurance and Benefits

Q: 1) Does your organization make use of the employee insurance statement? If so, which one?

A:

Q: 2) Does your organization provide a private health insurance scheme? If so, please specify.A:

Q: 3) Which calculation method is applicable to the Social Insurance (GOSI) days?

A:

Q: 4) How many different contribution percentages are applicable to each Social Insurance

(GOSI) scheme?

A:

Q: 5) How do you calculate End of Service Benefits?

A:

Qualifications / Requirements

Q: 1) Do you have skills, competencies, qualifications, or requirements in your company? If you

do, you need a qualifications catalog containing a hierarchical structure of the qualifications of

interest to your specific company.

A:

Q: 2) How do you evaluate these qualifications/requirements? Maintain the appropriate scales

(e.g. Language Scale with proficiencies 1 to 5).

A:

Q: 3) Are there any alternative qualifications? (E.g. Knowledge of AmiPro as an alternative toknowledge of Word).

A:

Q: 4) For which employees should qualifications be maintained?

A:

Q: 5) For which jobs/positions should requirements be maintained?

A:


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Q: 6) Do you perform profile match ups between requirements profiles and qualification

profiles?

A:

Q: 7) If qualification deficits detected, do you want the system to propose training measures to

rectify the situation?

A:

Q: 8) Do you try to find employees with specific qualifications or employees suitable for specific

jobs/positions?

A:

Q: 9) Do you want to find qualified applicants for vacant positions?

A:

Development Plans

Q: 1. Will you be planning to capture employee development needs?A:

Personnel Time Management

Work Schedules

Q: 1) In which way the Working Hours Decree implemented in your organization.

A:

Q: 2) Name your shifts.

Information: For each group of employees, the time management requirements are based on

certain expectations. These expectations must be defined in the form of work schedules for each

of the groups of employees. This includes the description of possible deviations from these

expectations

A:

Q: 3) Which patterns do your shifts use? E.g. weekly or monthly or rotating

A:

Q: 4) Describe the daily shifts. Specify start and end times, planned working hours and breaks

for each of these daily shifts. How do public holidays affect these daily shifts?

A:

Q: 5) Do you have rules that change your daily shifts (for example, the last working day before aholiday ends at noon)? Provide a list of such rules.

A:

Personnel Time Specifications Administration

Q: 1) How does your organization calculate/express absenteeism due to illness?


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A:

Q: 2) please, describe the process of sickness and recovery notification and indicate which

information is provided and how.

A:

Q: 3) Does your organization make use of notifications of sickness and recovery? If so, to who

are they sent?

A:

Q: 4) You must identify rules and policies, as they determine the kind of time data you collect.

What kind of data is collected? For example, do you need to record attendances, absences, the

time of day, and elapsed times?

A:

Q: 5) Describe the different types of substitutions used in your company (such as a substitution

for a particular period of working time, or for a specific position or personnel number).

A:

Q: 6) Describe the different types of availability/on-call duties used in your company (such ason-call for maintenance, on-call for emergencies).

A:

Q: 7) describe the different types of attendances and absences used in your company (such as

vacation, sick, business meeting).

A:

Q: 8) For each attendance and absence, identify the amount and unit of time that can taken. Do

you have attendances or absences of less than one day, one full day, or longer than one day (up

to a specified maximum)?

A:

Q: 09) There are various priorities for different attendances and absences. Therefore, you must

set the reaction for an overlap (for example if an employee gets sick on vacation). How do you

handle an overlap between attendances and absences?

A:

Q: 10) Which of the identified absences are unpaid?

A:

Q: 11) Which of the identified absences are paid? How they paid?

APersonnel Time Recording SubsystemQuestions:

Q: 1) Capture of time management data for a particular employee with particular characteristics

(interfaces to subsystems, direct entry, etc.).A:

Q: 2) What kind of time events do you use (for example, clock-in, clock-out, start of break, end

of break, start of off-site work, end of off-site work, etc.)?

A:

Training and Event ManagementBusiness Event Location


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Q: 1) Are business events held at more than one location?

A: .

Q: 2) If there is more than one business event location, do you need to define a location

hierarchy?

A:

Business Event Group

Q: 1) Define the business event hierarchy for the business event catalog?

A:

Business Event Type

Q: 1) Which information should be stored for the business event type?A:

Resource Type

Q: 1) Are rooms already available for the business events, or are external resources accessed?

A:

Q: 2) Do the resources only consist of rooms, or do you want to use the system to manage other

resources too, such as beamers and overhead projectors?

A:

Q: 3) Are the instructors employees at the enterprise, or are they also external persons?

A:

Business ProcessesPersonnel Actions

Q: 1) What other modules and sub modules are integrated with personnel administration?

A:

Q: 2) What are the typical Personnel Actions, which occur in your organization (e.g. hiring,

salary adjustment, termination, transfer)?

A:Q: 3) What are the reasons you would like to record for each of these Actions?

A:

Q: 4) Which Personnel Actions set what status?

Explanation: All employee records must have an employee status (i.e. terminated, active,

inactive, and retired). Personnel Actions are used to record an employee status wherever

necessary (e.g., Hiring sets status to Active). Wherever necessary, which Personnel Actions set


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what status?

A:

Q: 5) What data (e.g. addresses, basic pay) would you like to incorporate in each of these

Personnel Actions?

A:

Q: 6) Are there any Personnel Actions that should perform by different user groups?

Explanation: Group of users may have differing access levels or responsibilities to maintain

Personnel Actions (e.g. different countries). This accomplished by defining user groups, which

display different sets of info types (Info groups).

A:

Q: 7) Do you have the requirement to transfer employees between countries?

Explanation: SAP has the facility to combine the hiring and termination actions when

transferring employees between countries.

A:

Q: 8)If an employee resigns, how your company pays the final settlement amount? (Either checkor cash)

A:

RecruitmentProcessing Receipt of Application

Q: 1) "WORKFLOW - Within Recruitment a mail can be sent for every administrative task to any

of the following people: Personnel officer responsible for applicant, person responsible for

action, person responsible for reference action.

A: Q: 2) Applicant groups and applicant ranges decide the applicants according hierarchical or

functional structure. Which way do you prefer?

A:

Applicant Pool Administration

Q: 1) In order to process the applicants data correctly, the applicant goes through different

recruitment processes. Ex: Initial Data load, add additional data, reject applicants etc. List the

processes that are applicable to applicants in your companies.

A:

Q: 2) List the names, forms of address and telephone numbers of the recruitment officers thatwill be responsible for processing applications

A:

Q: 3) If your company uses status reasons indicating why an applicant is rejected, please provide

a list.

A: Yes , the company uses status reasons indicating why an applicant is rejected. List will be

given later in text format.


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Q: 4) If you want to create and assign your own numbering system indicate the desired number

ranges in the text box. Number ranges hold eight characters. Ex. 00000000 to 99999999

A

Notification of Rejection of Application

Q: 1) Do you use one standard rejection letter for all applicants or different letters?

A:

Q: 2) If your company sends out a notification of rejection to applicants, please specify the status

reasons for the rejection status?

A:

Q: 3) What procedure does the company follow when an applicant rejects the contract letter that

is sent to him/her?

A:

Personnel Cost Planning

Q: 1) Is the cost projection for personnel costs incorporated into the organizations overall

budget plan?

A:

Q: 2) Which default period used as the basis for your cost calculations?

A:

Q: 3) Do you wish to ensure that people who are not authorized to display an organizational

structure also not authorized to view the cost planning for this organization?

A:

Q: 4) Would you like to use different display options like graphics and tables in Excel?

A:

Q: 5) If your company utilizes the projected pay cost planning method, define the wage elements

that used in your corporation.

A:

Q: 6) If your company intends to use Personnel Cost Planning, which of these projected costs

methods would suit your needs the best. Actual Payroll Costs (would need to run R/3 Payroll),

Employee Basic Pay or Notional Wage Element Costs

A: Q: 7) Results of Cost Planning need to be transferred to the CO module and to be included inoverall financial budget planning.

A:

Personnel Time ManagementEntry of Personnel Time Specifications

Q: 1) How are attendances and absences recorded?


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A:

Q: 2) Do you have a practice of compensating employees for entitlements (e.g., vacation, sick

leave, etc.)?

A: Q: 3) How do you handle the situation of incomplete pair formation? For example, No clock-

in: Error No clock-out: Error and/or no clock-out: Delimit time pair with end of planned work

time

A:

Q: 4) How do you handle situations where time data overlaps, e.g., differences between recorded

absences and time events; doctor's visited and overtime on the same day?

A:

Q: 5) How do you handle situations affecting the day in general, e.g., an employee is at work on a

day off, no time data on a workday, vacation on a public holiday?

A:

Q: 6) Are you required to guarantee a minimum break time, e.g. dependent on the number of

hours worked?A:

Q: 7) Which times must be made available to payroll e.g. normal working hours, overtime,

public holidays, hours worked on a public holiday?

A:

Over Time

Q: 1) How do you define overtime (e.g. daily, weekly, monthly, and annually, etc.)? Is approval

necessary?

A:

Q: 2) Are part-time employees eligible for overtime? What are the rules defining overtime for

part-time employees?

A:

Q: 3) How do you calculate overtime hours?

A:

Q: 4) How are public holidays considered in the overtime calculations?

A:

Q: 5) How do you compensate these overtime hours? (For example, payment, compensatory

time, mixed forms of compensation)

A:

Q: 6) How is your time-related data (overtime, bonus for nighttime work,) entered into thepayroll run and how does it become time wage types?

A:

Q: 7) In your company, how extra payment for overtime beyond that specified by the collective

agreement represented?

A:


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Q: 8) How are lump-sum payments for overtime represented in your company?

A: [ ] Overtime included in agreement with specified number of hrs[ ] Overtime included in

agreement w/o specified number of hrs[ ] Separate portion of salary with specified number of

hrs[ ] Separate portion of salary with specified amount

Q: 9) How is your time-related data (overtime, bonus for nighttime work,) entered into the

payroll run and how does it become time wage types?

A:

PayrollBases

Q: 1) Do You Want to Start SAP Payroll during the Year?

A:

Q: 2) Does the entire payroll process take place using the SAP System or some parts carried out

using a third-party system?

A:Q: 3) For how many employees is payroll run and how often?

A:

Q: 4) Who is allowed to maintain or view what data (everyone, only certain people), and what

roles exist within Payroll?

A:

Q: 5) How is the implementation of payroll organized (e.g. who is authorized to start or correct

payroll, and when?)

A:

Q: 6) What does your payroll process include (e.g. deduction run, remuneration statement, data

medium, posting to accounting)?

A:

Q: 7) What type of employees do you distinguish between with regard to payroll (hourly wage

earners, monthly wage earners, salaried employees)?

Processing of Time Data

Q: 1) How do you determine the amount of basic compensation, for example, dependent upon

the pay scale group and level, and upon other basic compensation components on a percentage

basis (indirect evaluation)?A:

Q: 2) Absences divided into paid and unpaid absences. Which of the absences mentioned above

are paid and which are unpaid?

A:

Loans


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Q: 1) Would you like to administer loans using Payroll? If yes, what loan types do you need?

A:

Q: 2) Which reduction rules, interest calculations do you apply?

A:

Training and Event Management

Q: 1) How do you plan your business event catalog? Do you determine demand?

A:

Q: 2) Do you want to use Training and Event Management to manage internal and external

business events?

A: Q: 3) Define the business event hierarchy for the business event catalog of the customer.

A:

Q: 4) How are attendees registered for business events?A:

Q: 5) Do you want to use booking functions?

A:

Q: 6) Do you charge cancellation fees?

A:

Q: 7) Is there integration with Materials Management?

A:

Q: 8) Which types of material need to be managed by Training and Event Management? Do

these materials already exist in Materials Management? The interface is only suitable for

consumer goods such as files and pencils. It is not suitable for managing PCs

A:

Q: 9) Do you want to use billing functions?

A:

Q: 10) Has customizing been maintained in your system for the customer master and billing?

A:

Q: 11) Do you intend to transfer billing document data to FI and CO?

A:

Q: 12) Are the business events attended by people other than your customers? Do you need

functions for one-time customers?A:

Q: 13) Is a discount offered on the price of the business event?

A:

Q: 14) Do want to transfer costs to Cost Accounting?

A:

Q: 15) Has customizing been maintained for the Controlling application component?


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A:

Q: 16) Should the cost center structure of your enterprise reflected in your system?

A:

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What Functional Consultant Does During as-Is Process

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