The University of Tennessee Human Resources Business Blueprint

SAP Public Sector and Education, 8/10/2011, Slide 1

Agenda
Business Blueprint Executive Summary
Goal of Business Blueprint Tools Used Enterprise Structure Business Fit Module Overview Issues / Gaps Change Management / Training Concerns

SAP Public Sector and Education, 8/10/2011, Slide 2

Business Blueprint Analysis

Goal
Determine UTs business process requirements Achieve a common understanding of how UT intends to run its business within the framework of SAP R/3 Deliver a record of results gathered Move into the next phase with enough information to complete baseline configuration

SAP Public Sector and Education, 8/10/2011, Slide 3

Business Blueprint Analysis

Tools
Business Process Questions (by process)
Standard questions regarding UTs organizational structure, processes and business needs

Detailed Workshops
Meetings with key users to discuss business processes and business needs

Customer Input Templates

high level summary of Processes

Business Process Transaction

Business Process Master List (BPML)
SAP Public Sector and Education, 8/10/2011, Slide 4

Human Resources
Enterprise Structure
ompany ode
e ines a speci ic area o the enterprise and is organized according to aspects o personnel, time management and payroll Represents a speci ic area o the company organized according to certain aspects o personnel, time management and payroll e ining pay scale and age type structure e ining planned orking hours e ining appraisal criteria rganizational unit in ccounting hich represents a business organization
ivides your employees into groups and allo s you to de ine their relationship to the enterprise generating de ault values generating a selection criterion generating a unit or the authorization Subdivision o the employee group rocessing in payroll accounting Validity o primary age types Validity o Work Schedule Validity o ay Scale roups Validity o Time uota types

ersonnel rea ersonnel Subarea

Employee roup Employee Subgroup

SAP Public Sector and Education, 8/10/2011, Slide 5

Human Resources
Enterprise Structure
Personnel Area
Knoxville Space Institute Chattanooga Martin Memphis Institute of Agriculture Institute for Public Service University Administration Medical Center

Personnel Sub-Area
Knoxville Space Institute Chattanooga Martin Memphis Clinical Knox Clinical Chatt Research Ctr Family Pr Knox Etc.

SAP Public Sector and Education, 8/10/2011, Slide 6

Human Resources
Enterprise Structure
Employee Group
Regular Term Friends of the University

Employee Sub-Group
Faculty 9-month Faculty 12-month Other Academic Non-Exempt Staff Exempt Staff Medical Intern/Resident Student Casual Labor Special Appointment Etc.

SAP Public Sector and Education, 8/10/2011, Slide 7

Human Resources
Business Fit
In Scope
Enterprise Structure Organizational Management Personnel Administration Recruitment Benefits Training & Events Management Personnel Development Compensation Management Time Management Payroll Accounting Funds & Positions Management Information System

Out of Scope
Managers Desktop Shift Planning Succession Planning COBRA Administration Pension Administration Employee Performance Apprasials Retirement Limits / Projections

Scaled Back
Training & Events Management Personnel Development

SAP Public Sector and Education, 8/10/2011, Slide 8

Organizational Management Module Overview

Forms the basis for the entire personnel planning and development application Facilitates analysis of the organizational structure Organizational customizing Allows planning to develop actual and proposed personnel scenarios

SAP Public Sector and Education, 8/10/2011, Slide 9

Personnel Administration Module Overview

Establishes organizational hierarchies Used to perform essential personnel administration tasks such as:
hiring employees performing organizational reassignments termination from the University salary adjustments

Data stored in such a way that you can easily access and maintain at any time
SAP Public Sector and Education, 8/10/2011, Slide 10

Recruitment Module Overview

Functions you need for working through the entire recruitment process Contains an entire range of powerful, flexible functions that you can use to implement an effective and largely automated recruitment strategy such as:
Receipt of application via web access (ABAP programming required) Issuance of recruitment requests Selection process of applicant Applicant pool administration Notification to applicants
SAP Public Sector and Education, 8/10/2011, Slide 11

Benefits Module Overview

Comprehensive method of administering employee benefits such as:
Health (medical and dental) Insurance (Life) Savings (Retirement) Spending Accounts (Medical and Dependent Care)

Encompasses the key concepts and processes you need to manage extensive and highly individual benefits packages for your employees
Open Enrollment Employee Life-cycle Events (e.g. Marriage, Child, and Separation)
SAP Public Sector and Education, 8/10/2011, Slide 12

Training & Events Management Module Overview

Enables you to plan and manage business events
Training Conferences

Interfaces with other R/3 components

Basis for extending and updating employees skills and knowledge

Flexible Reporting Appraisal functions

Provide important decision support feedback to ensure the business events offered are both high quality and effective

SAP Public Sector and Education, 8/10/2011, Slide 13

Personnel Development Module Overview

Helps compare current or future work requirements with employees qualifications, preferences and aspirations Can contain general measures to impart qualifications so that employees retain or further their professional skills and keep track with technological developments Converts training proposals directly into bookings for employees with qualification deficits or needs

SAP Public Sector and Education, 8/10/2011, Slide 14

Compensation Management
Module Overview
Toolset for strategic remuneration planning Empowers managers to offer competitive and motivating remuneration
Fixed pay ariable pay Merit increases Promotion

Includes Personnel Cost Planning Allows experimenting with future projected costs
SAP Public Sector and Education, 8/10/2011, Slide 15

Time Management Module Overview

Enables flexible representation of all personnel procedures involved in recording and evaluating employee time data
Infrastructure for time data recording Work schedules Record of planned attendance and absences Recording of attendance and absence Annual and Sick Leave accrual Time evaluation

Ability to transfer absence and attendance data to other SAP applications

SAP Public Sector and Education, 8/10/2011, Slide 16

Payroll Accounting Module Overview

Ability to process payroll for employees using data from SAP Personnel Administration, Benefits, and Time Management
Payroll run (regular and off-cycle) Payroll corrections Payments Remuneration Statements Posting to Financial Accounting Third Party Remittance

Offers a number of standard payroll reports Tax Reporter component allows you to generate all required state and federal tax forms, such as SUI reports and W-2s
SAP Public Sector and Education, 8/10/2011, Slide 17

HR Funds & Position Management Module Overview

Finance employees for specific periods of time Determine the funds required for financing employees
Default values from tables Simulating a payroll accounting run

Generate fund encumbrances Relieve encumbrances by actual payroll data

SAP Public Sector and Education, 8/10/2011, Slide 18

Information System Module Overview

Broad range of reporting functions for all areas of Personnel Management (Standard Reports) Capability to define your own reports efficiently and quickly (Ad Hoc Query)

Note: Evaluation of Mission Critical reports by module is currently underway.

SAP Public Sector and Education, 8/10/2011, Slide 19

Human Resources
Major Identified Issues
Moving to one (1) Payroll Cycle Longevity Payroll Re-calculation Payment of Overtime Distribution Holiday Pay for Term Employees Compensatory Time Banking Leave accrual for employees with multiple positions One definition of FTE for The University Limitations on account assignment in Personnel Cost Planning Establishment of approval process for adding positions during budget process Accrual of salary for nine (9) month faculty (9/12) Decentralization / Centralization of functions
SAP Public Sector and Education, 8/10/2011, Slide 20

Human Resources
Gaps
Assignment of employees to multiple positions Sick Leave Bank Retirement Projections Tax Deferred Limits Non-resident Aliens Processing Common Pay Master HMO Benefit Eligibility Etc.

Note: Workarounds are currently being identified to address these gaps

SAP Public Sector and Education, 8/10/2011, Slide 21

Change Management / Training Concerns

Decentralization of some functions down to the departmental level Approvals / Workflow Terminology Works schedule concept Time being recorded daily Procedures being enforced consistently Enterprise Structure concept
SAP Public Sector and Education, 8/10/2011, Slide 22

Positions vs. Employees Organization Structure vs. Accounting Structure Standardization of forms Longevity payment Overtime calculation Pay cycle decision Immediate integration of data

Human Resources Business Blueprint

Questions ?

SAP Public Sector and Education, 8/10/2011, Slide 23