HCM BBP Inlogistics v02

Innovative B2B Logistics Solutions Ltd
Business Blue Print

HCM
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Table of Contents
1. Project Introduction........................................................................................................................................6
2. Introduction to HR module in SAP.................................................................................................................6
3. Organizational Structure.................................................................................................................................7
4. General Process Details Personal Administration.......................................................................................9
1.1.1Personal Action -> Hiring
9
Current Business Process........................................................................................................................................9
Explanations of Functions and Events....................................................................................................................9
1.1.3Solution in SAP.............................................................................................................................................10
1.1.3.1Process Diagrams ......................................................................................................................................11
1.1.3.2Changes to Existing Organization processes.............................................................................................11
1.1.3.3Description of Improvements.....................................................................................................................11
1.1.4Integration considerations.............................................................................................................................12
1.1.5Authorization Requirements.........................................................................................................................12
1.1.6File Conversion / Interface Considerations...................................................................................................12
1.2Confirmation
12
1.2.1Business Process...........................................................................................................................................12
1.2.2Business Requirements.................................................................................................................................12
Description of Improvements................................................................................................................................12
1.2.3Solution in SAP.............................................................................................................................................13
1.3Transfer
13
1.3.3Solution in SAP.............................................................................................................................................14
1.4Promotion
15
1.4.3Solution in SAP.............................................................................................................................................15
1.5Salary Revision
16
1.5.3Solution in SAP.............................................................................................................................................17
1.6Separation
17
1.6.3Solution in SAP.............................................................................................................................................19
1.7Define Number Ranges
19
1.7.3Solution in SAP.............................................................................................................................................20
5. General Process Details Organizational Management...............................................................................20
General Explanations............................................................................................................................................20
1.10.2Process Diagrams .......................................................................................................................................23
1.11Integration considerations..............................................................................................................................24
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1.13Authorization Requirements..........................................................................................................................24
6. General Data Maintenance Payroll............................................................................................................25
1.15Current Business Process
25
1.19F.R.I.C.E (Development Requirements)........................................................................................................27
1.22Approaches to Covering Functional Deficits/Enhancements........................................................................28
Description of Functional Deficits........................................................................................................................28
7. General Process Details Personal Development........................................................................................28
Performance Management System:
28
7.1.1 Functional Flow Diagram........................................................................................................................32
1.25.3Prerequisites (Master Data requirement)....................................................................................................34
1.30Description of Improvements.........................................................................................................................35
8. General Process Details Training & Events..............................................................................................36
Training & Events
36
1.32Business Requirements..................................................................................................................................37
1.33.2Process Diagrams .......................................................................................................................................45
1.33.3Description of Process................................................................................................................................46
1.34Integration considerations..............................................................................................................................47
1.35F.R.I.C.E (Development Requirements)........................................................................................................47
1.36Approaches to Covering Functional Deficits/ Enhancements.......................................................................47
9. General Process Details Time Management..............................................................................................49
1.41Solution in SAP..............................................................................................................................................52
Holiday Calendar
52
Work Schedule
52
Explanations of Functions and Events..................................................................................................................52
Changes to Existing Organization processes........................................................................................................53
1.41.3Description of the Process...........................................................................................................................53
Explanations of Functions and Events..................................................................................................................54
1.41.4Prerequisites................................................................................................................................................54
1.42Integration Considerations.............................................................................................................................55
1.46Improvements.................................................................................................................................................55
10. General Process Details Recruitment......................................................................................................56
Recruitment Process
56
1.49Solution in SAP..............................................................................................................................................59
1.49.6Explanations of Functions and Events........................................................................................................66
1.49.7Special Organizational Considerations.......................................................................................................66
1.49.8Changes to Existing Organization processes..............................................................................................67
1.49.9Description of Functional Deficits..............................................................................................................67
11. Travel and Expense Management...............................................................................................................67
Background:.....................................................................................................................................................68
1.53Current Business Process...............................................................................................................................68
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Request for Domestic Travel ...............................................................................................................................68
1.54Solution in SAP..............................................................................................................................................68
11.1.1 Description of Process...........................................................................................................................75
11.1.2 General Process Details Employee Self Services...............................................................................78
ESS Process
78
General Explanations:...........................................................................................................................................78
Explanations of Functions and Events:.................................................................................................................78
Process:.................................................................................................................................................................78
Changes to Existing Organization processes:.......................................................................................................79
Description of Improvements:..............................................................................................................................79
Solution in SAP.....................................................................................................................................................79
12. General Process Details Manager Self Service........................................................................................84
MSS Process
84
General Explanations:...........................................................................................................................................84
Explanations of Functions and Events:.................................................................................................................84
Changes to Existing Organization processes:.......................................................................................................85
Description of Improvements:..............................................................................................................................85
Solution in SAP.....................................................................................................................................................85
13. Reports Mapping.........................................................................................................................................85
14. List of New Development/ Enhancements.................................................................................................86
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1. Project Introduction
Inlogistics is currently in the process of implementing SAP ERP 6.0 as a central ERP application for
managing their business operations. Bristlecone India Ltd. has been selected as the external service
provider for providing services to Inlogistics for this project.
The following modules of SAP ERP are being implemented as part of this project:
Sales & Distribution
Materials Management
Finance & Controlling
Human Resources
The business blueprint document (this document) captures the high level requirement, and its solution
into SAP for the Human Resources function as applicable in the Inlogistics.
2. Introduction to HR module in SAP

SAP R/3 HR module provides a very wide and comprehensive range of functionality that meets the
requirement of most of the enterprises worldwide. Thus there was a requirement to study the existing HR
practices and map the same to the functionality provided by SAP R/3 in order to evolve the Business Blue
print.
The strength of any ERP package lies in its ability to provide meaningful information to the management
and its utility as a Decision Support System, Executive Information System and for MIS purposes. The
Human Resources Information System component of SAP provides with a broad range of reporting
functions.
The following chapters detail the scope of the implementation as well as the Business Processes,
Reporting requirements and Authorizations that need to be built into the system for controlling access to
master data as well as reports, the data interface requirements and the important points of consideration
for this implementation.
The main project objectives and business drivers behind decision to implement SAP are to,
Streamline the processes related to HR.

Standardize business processes and practices.
Address the current and future business requirements
Capture and make available information needed for effective and accurate HR strategies.
Provide necessary technology for decision support systems.
This document is organized into 12 major Sections, including this section. Following is a brief description
of all sections:
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Section
Description
1.
Introduction
Describes general attributes, used commonly by all other

sections
2.
Enterprise Structure
Defines the company structure with respect to Human

Resources
3.
Organization Management
Organizational Management is based on the concept

that each element in an organization represents a standalone object with individual characteristics
4.
Personnel Administration
A central and constantly accessible administration for

personnel data
5.
Recruitment
Enables to define a recruitment procedure that suits the

needs of organization in terms of manpower requirement
6.
Personnel Development
Provides the organisation effective systems to

systematically define HR functions such as Development
Plans, Succession Plans, Appraisals, Profile Match-up
etc.
7.
Training & Event Management
Defines the organized approach for planning &

implementing training programs across the organization
8.
Time Management
Performs all human resources processes involving the

planning, recording, and valuation of employees work
performed and absence times
9.
Payroll
Determines the wages and salaries
10. ESS
Employee Self Service functionality
11. MSS
Managers Self Service functionality
12. Report Mapping
Mapping of current reports of Inlogistics with the SAP

reports (standard or custom)
13. List of new development
Provides a comprehensive list of all the major

development that needs to be carried out
3. Organizational Structure
Enterprise structure is used to define the company structure with respect to Human Resources. First
analyze the structures and procedures in the company, and then match them to the SAP structures.
The business requirements shared by Core Team Members are mentioned below: To capture all the physical locations where the offices have been situated.
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To group the employees in officers category according to type of their employment in the
enterprise. Example: Active, Pensioner, Trainee etc.
To capture the employees according to their level in the enterprise.
The following items will be configured in SAP to address the requirements of the processes mentioned by
core team:
Company Code
A four character alpha numeric code is used to define the company.
Personnel Area
Personnel Area: A four character alpha numeric code is used to define the geographical location.
Naming Convention:
o First two characters will be the first two characters of company code to which that particular
personnel area belong.
o Next two characters will be running serial numbers.
Personnel Subarea
In Inlogistics, personnel sub areas are defined in terms of different departments operating in the
company. Personnel sub areas are created under one particular personnel area.
Naming Convention:
o Four digit running serial number.
Employee Group
A category of employees are grouped in one group and are defined by one alphanumeric
character in SAP.
Naming Convention:
o Employee groups are defined by single alpha numeric character.
Employee Subgroup
Employees are further divided into subgroups according to similar scales / grades or levels.
Employee subgroups are defined by two alphanumeric characters in SAP.
In Inlogistics employees are subdivided according to their designations.
Naming convention:
o Employee sub groups are defined by two alpha numeric characters.
Assignment of Personnel Area to Company Code
Personnel area is linked with the company code by assigning company code to personnel areas.
List of Structure Items that will be configured for Inlogistics:
Groups.xls
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4. General Process Details Personal Administration

1.1.1 Personal Action -> Hiring
Hiring of new employee in the organization
Current Business Process

The existing HR process flow on hiring is as under: Once the recruitment process is over and the candidate is short-listed, Offer is made (Offer Letter
Issued in duplicate) to the candidate with detailed compensation breakup, (after obtaining CEO
APPROVAL for the salary/grade fitment). Once the offer is accepted by the candidate the same
is communicated to the concern Department Head about the offer of acceptance and expected
date of joining.
After acceptance of offer, candidate is provided with necessary forms. At the date of joining, he
has to submit all the forms duly completed along with supporting documents /certificates to
support qualification, experience, last drawn income.
All the reports are verified by the HR Department and validated.
Appointment Letter is generated from the HR Department based on the Master Data record.
Appointment Letter is given to the employee who signs on the same on the date of joining for
accepting the terms and conditions of employment. A signed copy is retained as proof of his
acceptance. Employee Number is allotted by the HR Department at Corporate Dept.
At the time of joining induction is organized for all positions across the Organization.
Personnel File of Employee is created with details like manpower & salary fitment approval,
Resume of the Candidate, Summary Sheet, Offer Letter, Completed Joining and Application
Forms, Acceptance of offer & Appointment Letter etc.
All these activities are the responsibility of HR Department.
When an employee who has left the organization joins back the process is called as Re Hiring.
On Re-hiring he will be allotted new Personnel Number. His Old employee number will be used
for reference.
Hiring can be through recruitment process or direct hiring
All the critical processes related to change in employee master data to be captured.
All the relevant master data screens for an action to pop up automatically for maintenance
In case of Action Hire, the employee number to be assigned will be as per user requirement.
Access to hiring to be limited as per user authorization
Explanations of Functions and Events

The following section explains about the various data being maintained or changed with the HR
processes.
1.1.2 Business Requirements - Hiring - Employee / Applicant

Hiring refers to the process of introducing an employee into the SAP system for the first time.
During this process employee will be assigned to a Personnel number which will act as the unique
identification code throughout the entire lifecycle of an employee within the organization. During this
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process all the mandatory information required for an employee, e.g. Name, Address, and Bank details
etc are fed into the SAP system which can be supplemented or modified later on.
1.1.3 Solution in SAP
Hiring Actions along with reasons will be configured in SAP. The structure of the actions and
reasons thereof has been changed in order to make it more comprehensive, qualitative and more
meaningful specifically for Inlogistics purpose.
The history of change at info type level can be maintained and can be viewed subsequently.
The following actions and reason for actions are identified in INLOGISTICS.
When a person is hired he/she shall be assigned an employee number based on the employee
range defined.
The generation of personnel numbers is explained in Sub Process Define number ranges of this
BBP document.
Mandatory Info types are maintained during the Hiring action and other applicable info types are
maintained using transaction PA30.
Every new Employee undergoes Induction program and integrating through the Training and
Event Management Module can capture this.
The reasons for personnel action Hiring are given below:
Expansion
Replacement
Re Hire
New Hire
Post Retirees
Info types to be maintained

The Info types used for recording the relevant information are as follows:
S. No.
Infotype
Infotype Text
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
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0000
0001
0002
0006
0007
0008
0014
0009
0016
0019
0021
0022
0023
0041
2002
Action
Organizational Assignment
Personal Data
Addresses
Planned Working Time
Basic Pay
Recurring Payments and Deductions
Bank Details
Contract Elements
Monitoring of Tasks
Family Member/Dependents
Education
Previous Employers details
Date Specification
Attendance types
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S. No.
Infotype
16
17
0105
0185
Infotype Text
Communication
Personal Ids
For a particular personnel number only one action can be recorded on a particular day, under Actions Info
type. 0000. This action shall be the one which is associated with change of Employment status of the
employee. Any additional actions that are performed shall be recorded in Info type 0302, Additional
Actions. Direct entry in this info type is not possible
1.1.3.1
Process Diagrams
Dataflow from Recruitment
Dataflow from Recruitment
Module to PA Module (If
Module to PA Module (If
required)
required)
Updating the Personnel No.

Updating the Personnel No.
after it is being allotted
after it is being allotted
manually (If required)
manually (If required)
Relevant data (HR &

Relevant data (HR &
Payroll) is updated in the
Payroll) is updated in the
employee master from the
employee master from the
selected joining date
selected joining date
1.1.3.2
Changes to Existing Organization processes
In SAP, each Infotype record is stored with from and to date. So, only those actions, which are significant
and necessitate change in more than one Infotype, will be passed through Action Transaction.
All activities related to change in employee data would have to be carried out in SAP. E.g. Change in Pay,
Promotions, and Transfers etc.
In case an employee data changes with respect to his/her Personnel Area, Personnel Sub Area,
employee Group or Employee Sub Group then the same must be communicated to HR
Department. In case these changes are not intimated to HR Department or HR Department does
not make changes on the system then the system shall display incorrect data in all reports and
the employee headcount reports shall also be incorrect.
Any change in employee details with respect to family details and other personal data must also
be updated in the system to enable the system to display updated information in all reports.
No change in salary of the employee will happen unless an action, which resulted in change in
pay, is maintained in SAP along with all revised data.
1.1.3.3
Description of Improvements
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Usage of actions ensures that all required information about the employee is maintained
All information regarding the employee shall be immediately available online across the various
locations/divisions.
Employee History shall be maintained in the system along with important events such as transfers,
changes in pay, being highlighted
1.1.4 Integration considerations

PA will be directly linked with OM module for linking the employee with respective position, job and
organizational unit.
1.1.5 Authorization Requirements

Specific and Customized authorization required that will be finalized in the realization phase as the data is
been prepared by INLOGISTICS core team.
1.1.6 File Conversion / Interface Considerations

Master data file will be uploaded during the realization phase.
1.2 Confirmation
Confirmation process is initiated when an employee successfully completes the probation period.
1.2.1 Business Process

Confirmation process is initiated when an employee is due for confirmation after the probationary period.
A report is generated for the confirmation due list one or two months in advance. Appraisal / Evaluation
are done by the respective superiors and a decision is taken whether to extend the probation period or to
confirm the employee. Extension of the probation period is discussed as a separate process. There may
be a change in Employees designation, Salary, Location etc.
1.2.2 Business Requirements
Appraisal report forms sent to the superiors/HODs.

The recommendation would be either for:
Confirmation of services
Extension of probation period
On confirmation, he will be confirmed on the same grade. There are chances of giving increment
or promotion on confirmation.
Confirmation and transfer can take place on the same day itself.
Usage of actions ensures that all master data records are maintained for each employee
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All information regarding the employee will be immediately available online across the various
locations/divisions.
There will be standardization of processes across locations/divisions.
Employee history shall be maintained in the system.

This action shall have selected info types that are necessary to complete the confirmation process.
The Infotypes used for recording the relevant information as follows:
S. No.
Infotype
Infotype Text
01
02
03
04
05
06
07
0000
0002
0001
0008
0014
0016
0016
Subtype
Actions
Personal Data
Basic Pay
Contract Elements
Limited Contract
Contract Elements
Unlimited Contract
The possible reasons for the personnel action - Confirmation are given below:
1. Successful completion of probation
2. Successful completion of Training
1.3
Task for the reminder of the Confirmation date will be maintained in the Infotype 0019
Monitoring of Tasks so that monthly reports can be generated and employees due for
confirmation can be tracked.
List of employees due for confirmation will be generated by HR by maintaining info type
0019(Monitoring of Task).
On Dissatisfactory performance probation may be extended and is dealt with under Extension of
Probation BBP.
On successful completion of probation if employees are promoted or transferred then these
processes will be handled by different action and the same is described in BBP documents of
Promotion and Transfer Actions respectively.
Transfer
Transfer action is initiated based on Transfer process and Transfer policies.

Transfer process is agreed by the management or the Transfer is invoked by the management. The
process has to get proper approval from HOD of current (where an employee currently located) and HOD
of proposed (where an employee will be relocated).
Currently transfer can happen from one department to another department or one terminal to another
terminal.
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Currently, when the employee is transferred to the new location, the date of reporting is
considered as date of transfer.
On transfer, leaving date from the old location to the new location is also maintained.
All transfer orders are generated from the corporate office.
After the transfer order, the date of relieving and date of reporting are tracked. A consolidated
report is generated on monthly basis.
Transfer can be given either with promotion or without promotion which may affect change in pay
as well.
Transfer-cum-Promotion will be effective from the date of reporting.
Maintaining of enterprise structure and personnel structure in organization assignment

Infotype.
The change in pay scale structure will be maintained in the system.
Necessary changes in Organizational structure like change in position, task and reporting
structure will be taken care of by maintaining Org Management.
HR sends a letter to Administration to take charge of his company provided amenities, and it will
be handled outside the SAP system.
Employees Personnel data will be updated with the corresponding details like Location, Position,
Reporting, etc. as of the Transfer date.
The Personnel Action Transfer will help in storing the employee-related details into the system in
a sequential order with the help of various Infotypes used by the SAP R/3 system to do so.
No.
Infotype
Infotype Text
01
0000
Actions
02
0001
03
0006
Addresses
05
0007
06
0008
Basic Pay
07
0009
Bank Details
Transfer means initiating the process of assigning a different position / location to an employee in any of
the following cases:
Change in Org Unit
Change in Personnel Area / Personnel Sub area
Change in Pay roll area
Change in work schedule
Change in Reporting relationship
Change in grades, pay structure
Change in Address
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1.3.3.1
Process Diagrams
Receive
Receive
Approval
Approval
from the
from the
Appropriate
Appropriate
Authority
Authority
1.4
Carry out the transfer/

Carry out the transfer/
assignment/
assignment/
reassignment/ rereassignment/ redesignation action in SAP
designation action in SAP
Update
Update
Time/PA
Time/PA
information in
information in
SAP
SAP
For location
For location
change, Org.
change, Org.
assignments data
assignments data
will be updated.
will be updated.
Promotion
Promotion process is initiated when an employee qualify to move to next level on the basis of his
performance.

Promotion is an outcome from Performance Appraisal and Mid Term appraisal or may be based on the
organization requirements. Based on the appraisal result the HOD makes the recommendation for eligible
employees. The recommendation is duly approved by respective HOD /HR Head/CEO. Based on the
approval, HR department prepares letter which includes one or all the information as given below: 1. Change in Designation,
2. Change in Duty and Responsibility,
3. Change in Department/functions,
4. Change in Salary Grade, accompanied by change in duty and responsibility as applicable.
A letter to the same effect as mentioned above is given to the concerned employee. The same is updated
in current system.

Based on the HODs request and subsequent approvals promotions are executed.

Promotion action is initiated when any change occurs due to Performance Appraisal and / or Mid Term
Appraisal and /or Organizational requirement. For an employee, changes may happen in his Position,
Employee Sub Group, Organizational Structure and pay structure.
Performance Appraisal values can be taken care of by Personnel Development module.
The Personnel Action Promotion will help in storing the employee-related details into the system in a
sequential order with the help of various Infotypes used by the SAP system.
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The possible reasons for the personnel action - Promotion are given below:
1. Performance
2. Organizational Requirement
3. Promotion
4. Transfer
5. Professional Qualification
6. Internal Movement
No.
Infotype
Infotype Text
01
02
03
04
05
0000
0001
0008
0014
0015
Actions
Basic Pay
Recurring Payments and Deduction
Additional Payments
Promotion Letter to be generated through SAP System and will be given to the employee through HOD.
1.4.3.1
Process Diagrams
Approval from appropriate

Approval from appropriate
authority is received(Nonauthority is received(NonSAP)
SAP)
Promotion action is
Promotion action is
carried out in SAP
carried out in SAP
1.5
Mail is sent to
Mail is sent to
employee. (Non-SAP)
employee. (Non-SAP)
Payroll information is
Payroll information is
updated in SAP
updated in SAP
Salary Revision
Salary Revision process is initiated based on change in the Employees Salary.

The need for a salary revision will emerge from the outcome of Performance Appraisal or Organizational
Requirement. The revision will be based on the Budget approved by the management and then followed
by the recommendations of the HOD. Based on this, HR prepares letter pertaining to revision in Salary
and distribute the same to the concerned employees.
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System to update Employee Master Data when there is a change in Salary Structure
To reflect changes in all fields pertaining to earning.

Salary Increment action is initiated when any changes occur due to Performance Appraisal or Mid Term
Appraisal or Organizational Requirement.
Personnel Action Salary Increment is executed to record the changes. These changes are recorded in
info type 0008 Basic Pay, info type 0015 Additional Payments and info type 0014 Recurring Payment /
Deductions.
The Personnel Action Salary Increment will help in storing the employee-related details into the system
in a sequential order with the help of various Info types used by the SAP system to do so.
The possible reasons for the personnel action - Salary Revision are given below:
1. Salary Revision along with Promotion
2. Salary Revision
3. Organizational Requirement
Info types to be maintained
No.
Infotype
Infotype Text
01
02
03
04
05
0000
0001
0008
0014
0015
Subtype
Action
Basic Pay
Recurring Payments / Deductions
Additional Payments
Salary Increment Letter to be generated through SAP system and will be given to the employee through
HOD.
1.6
Separation
Separation process is initiated when an employee leaves or is terminated from the services of the
organization.

Separation process is initiated when an employee leaves the services of Inlogistics under following
conditions:

Resignation
Employee decides to leave the services of the organization and submits resignation.
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Time frame: As per notice period / Corporate Functional Head Resignation is effected on the close of the
work of the day of resignation. If a person submit his resignation on 30th April and service for the notice
period of one month, then he will be inactive from 1st June or he can be relieved on the 1st May itself if he
pays the notice period as per terms of his appointment.
In case the employee wants to serve the notice period but the Company is unwilling to take his services,
in that case, the Company will pay him the notice period amount. Notice pay recovery amount or notice
pay paid amount will be applicable in either of the case.
For generating acceptance letter to the resignation submitted by the employee, the future date of decided
for such letter will be stored in Infotype 0041 (Date specification Infotype) for needful.
Termination
Termination is applicable for all categories of employees. Termination can be due to disciplinary action,
completion of contractual period; in case an employee doesnt perform satisfactorily during his training
period, his service is liable to be terminated.
Time Frame: Not Applicable
Based on the instructions from the HOD, HR Department will issue termination letter and they will send to
respective Head. After that, the employee is terminated either on the same day or as stipulated in the
termination letter or on stipulated day as advised by the HOD. All dues are settled /recovered as early as
possible.
Along with the termination, notice pay is to be paid to the employee wherever applicable and receipt is to
be collected for notice pay payment.
Termination letters are served by hand delivery or thru registered post.
Retirement
Retirement age for all employees is 58. If the employees retired in the age of 58 years, there are
instances where the management has extended the service period of employees.
Unsuccessful Probation
Based on the unsatisfactory performance.
Death
On getting the copy of death certificate of the deceased employee, separation will be from the date of
death and all related benefits etc. will be paid to his/her nominee or legal heirs.
Dismissal
If the employee is found guilty of certain misconduct, which is proven, he is relieved of his services
immediately. Based on the Disciplinary actions, the employee's service is dismissed on the spot without
notice and the company will pay notice period amount as per the terms of his employment order. As per
the Act, whatever is due, will be given to the employee.
Discharge with notice
The person is discharged on grounds of non performance
Timeframe:-As per notice period
Abandonment
Any employee leaving the services of the company without assigning any reason or without giving any
notice
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Any dues to that employee will be kept in abeyance. No monthly salary will be paid to that employee.
All Separated employee details like date of separation, reason for separation will be available online

Separation process is initiated when an employee leaves the services of the organization.
This Personnel Action shall be executed to register the separated status of the employee in the system,
which will mean that the employee is no longer on the rolls of the organization. Most of the Employees
Infotypes are delimited in this process.
The Personnel Action Separation will help in storing the employee-related details into the system in a
sequential order with the help of various Infotypes used by the SAP R/3 system to do so.
The reasons for Personnel Action Separation are given below:
Ceasing of Apprenticeship
Probation Termination
Resignation
Termination
Retirement
Voluntary Retirement Service
Deceased
Dismissal
Discharge with notice
Abandonment
Permanent / Partial disablement
Infotypes to be maintained
The Infotypes used for recording the relevant information are as follows:
No.
Infotype
Infotype Text
01
02
03
04
05
06
07
0000
0001
0002
0006
0007
0014
2006
Action
Personal Data
Addresses
Recurring Payment and Deduction
Absence Quota
All the Infotypes listed above other than Infotype 0001 Organizational Assignment, IT 0002 Personal
Data, IT 0008 Basic Pay will be delimited. In Infotype 0001 a record is created for the post-separation
period with Position as the Default Position, so that the employee ceases to be shown in Organization
Chart after his separation.
1.7
Define Number Ranges
Personnel number creation

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This process deals with allotting a personnel number to an employee. It includes instances where
personnel number may change and instances where it doesnt.

The new employee numbers will take place in lieu of old employee numbers after the Go-live date

This process deals with generation of a personnel number in SAP. It defines the internal number ranges
used by the system.
The Personnel Number in SAP shall be a serial number internally generated by SAP.
The Personnel Number will be 8 digit number as per SAP standard.
Personnel Number will be generated internally during hiring action.
Numbering of the existing employees of all categories will be on the basis of date of joining.
The following series shall be maintained

Range
Category
00000001-19999999
All Regular Employees
5. General Process Details Organizational

Management
SAP Organization Management is an important integral part of SAP HR application. In line with SAP R/3
Business framework, SAP HR organization is based on the business objects i.e. Organizational
Management is based on the concept that each element in the organization represents a stand-alone
object with individual characteristics. For example, an employee is considered as an object in SAP and
named as person. Department/Business unit, which performs certain function, is treated as an object,
which is called as organization unit in SAP. These objects are created and maintained separately and
then linked together through relationships, to form a flexible human resource network.
General Explanations
Currently the HR department maintains the organization units and the reporting structure using the
following:
Departments
Designations
Grade
Category
Employees
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1.8
Based on the requirement for new positions, the HOD of the particular department discusses the same
with the Functional head and gets approval from FH and forwarded to Head HR. The new positions are to
be approved by the BG Head / CMD /MD. Once it is approved, the same is created in the organization
structure.
1.9
Business Requirements
Current requirement and expectation from INLOGISTICS side for OM processes are as follows:
To reflect the functional structures of the organization.
To reflect the reporting structures of the organization.
To get a glance of the entire organization structure with all the positions and persons
Identification of Jobs on system for each employee / position.
List of position drop down is required based on the organization units
For new position / organization unit on line request and approval process is required
Manpower status reports is required based on location, organization unit
Dual / dotted (functional / administrative) line reporting relationships to be maintained
Management of new positions,
Monitoring and managing unoccupied positions
On-line creation /change of positions/Job/Task subject to authorization
1.10 Solution in SAP

Organizational Management is based on an Object-Oriented Design: in line with SAP R/3 Business
Framework, it is based on Business Objects, viz. Organizational Units, Positions, Jobs, Tasks and
Persons, which can be used to create an Organizational Plan.. These Objects are created and maintained
separately and then linked together through relationships, to form a flexible organizational network that
mirrors the Organizational Structure.
An Organizational Plan forms the foundation for Organizational Management and depicts the organization
and reporting structures between the Positions in an enterprise. Once prepared and maintained, it will
provide a comprehensive and dynamic model of the Structural and Human Resource environment in the
organization.
An Organizational Plan is created using the following Objects:
Organizational Units (O)
Tasks (T)
Jobs (C)
Positions (S)
Persons (P)
In Organizational Management Module, Inlogistics will map its Organization Structure in terms of the
Objects mentioned above. Inlogistics will create and maintain the relationships between the same, with
reference to Relationship Dates.
Organization Units
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Organizational Units form the basis of an Organizational Plan and describe the various functional units
within an enterprise, viz., Finance or HR department. By depicting the Organizational Units and the
hierarchical relationships between them, you model the organizational structure of your enterprise.
According to how work is divided up within an enterprise, this could be a department, group or project
team, for example. The highest Organizational Unit in an organizational structure is called the Root
Organizational Unit. Examples of organization units at the Inlogistics are;
CEOs Office
Business Development & Marketing
Finance
Information Technology
Human Resources
Tasks
Tasks are individual duties and responsibilities that are undertaken by employees. Tasks can be defined
as sub-units of Jobs for an employee in the organization. Tasks can be assigned to Jobs and Positions.
Conducting Interviews, Organizing Training programs, etc. are examples of a Task. Examples of Tasks
at the Inlogistics are Strategic Planning, Technology Solutions etc.
Jobs
In SAP, jobs classify similar roles in an enterprise (Executive Assistant, for example), which are defined
by the assignment of Tasks. Jobs serve as (job) descriptions that apply to several Positions with similar
Tasks. When creating a new Position (Executive Assistant to Director Modernization, for example), you
can relate it to a Job that already exists (Executive Assistant, for example). The Position then
automatically inherits all the Tasks and characteristics of the job.
Position
A Position represents a role that can be occupied by a Person (employee) in the staff assignments or
placement of an Organizational Unit. Unlike Jobs, Positions are not merely abstractions or descriptions,
and are held by employees in the organization. Positions are assigned to Organizational Units. Some of
the Positions at Inlogistics would be: CEO,
HR Head,
Finance Head
Relationship between Objects:
The following objects shall relate to each other by SAP Standard Relationships:
Object
Relationship
Organizational Unit (O)

Job (C)
Position (S)
Task (Generic) (T)
Person (P)
Belongs to
Incorporates
Describes
Is Described
Describes
Is Assigned To
Related Object
Position (S)
Position (S)
By Specific Tasks (Ts)
Position (S) & Job (C)
Position (S)
Creation of existing Organizational Units will be deemed to be same as date of creation of Cost Center in
FI/CO.
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1.10.1 Purpose
Based on the requirement, all new departments/sections are to be approved by the BG Head /
CMD/MD. The communication will be intimated to all by HR Department.
To maintain Dual / dotted line (functional / administrative) reporting relationships.
To maintain Roles for each position.
To assign Cost centers on Org. Unit base only.
To generate Manpower status report based on grade / location/ org. unit wise by HO on monthly
basis.
1.10.2 Process Diagrams
P
KOPCS Relationship
O Organizational Unit
K Cost centre
C Jobs
S Positions
P Person
.
1.10.3 Description of Process
Creation of objects (i.e. Unit / position / job etc) will be centralized.

Detailed Job Description shall be the basis for definition of Tasks. These need to be created.
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While creating new Jobs/ Positions, care has to be taken to ensure that these are role-based and
not designation-based, and that the process outlined is followed. Proper Manpower Planning will
have to be made while depicting the role-based organization
1.10.4 Prerequisites
None
1.10.5 Standard Reports in SAP

Description
Job Index
Periods When Positions Are Unoccupied per Organizational
Unit
Existing Positions
Vacant Positions
Staff Functions for Organizational Units
Transaction Code
S_AHR_61016498
S_AHR_61018869
S_AHR_61016502
S_AHR_61016509
S_AHR_61016492
1.11 Integration considerations

OM will be directly linked with PA module for linking the employee with respective position, job and
organizational unit.
1.12 F.R.I.C.E (Development Requirements)

None
Organization structure can be viewed as on any specific date.
Chief Position (Head of the Organizational Unit) can be assigned
Reports can be seen at different levels of the Organizational Unit (even at the smallest
Organizational Unit level)
Positions can be marked as Occupied/ Vacant (Or Unoccupied) / Obsolete in Organizational
Management.
1.13 Authorization Requirements

been prepared by Inlogistics core team.
1.14 Gap Analysis

None
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6. General Data Maintenance Payroll

1.15 Current Business Process
Component wise business process
Salary Components:
Maintenance of Salary components
Put Working Days / W-offs / LWP / Absent / Leave / of the employees
Deductions:
PF deduction data maintenance
Cafeteria Deduction as per company rule
Loan deduction as per company rule
Telephone excess usage as per company rules
Advance deduction as per company rule
Other deduction as per company rule
Additional Payments:
Miscellaneous payments as per company rule
1.16 Business Requirements

The business requirement shared by Core Team Members is mentioned below: Data maintenance for Salary components
Data maintenance for Additional payments
Data maintenance for Deductions

Salary Components:
Maintenance of Salary components
Put Working Days / W-offs / LWP / Absent / Leave /
of the employees
Deductions:
PF deduction data maintenance
Cafeteria Deduction as per company rule
Loan deduction as per company rule

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Solution in SAP
This will be maintained in wage type for CTC,
Basic and PLI HR user will maintain these wage
type in info type 0008 Basic Pay
This data will be maintained by HR user in info
type 2001 Absences for respective absence
types
This will be maintained in wage type for PF, HR
user will maintain this PF wage type in info type
0014 Recurring deductions
This will be maintained in wage type for cafeteria
deduction, HR user will maintain this deduction
wage type in info type 0014 Recurring
deductions
This will be maintained in wage type for loan
deduction, HR user will maintain loan type in info
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Telephone excess usage as per company rules
Advance deduction as per company rule

Other deduction as per company rule
Additional Payments:
Miscellaneous payments as per company rule
Solution in SAP
type 0014 Recurring deductions.
This will be maintained in wage type for
Telephone excess usage deduction, HR user will
maintain Telephone excess usage type in info
This will be maintained in wage type for Advance
This will be maintained in wage type for Other
This will be maintained in wage type for
Miscellaneous Payments, HR user will maintain
loan type in info type 0015 Additional
Payments.
1.17.1 Purpose
To maintain the different components of salary in the system.

To maintain the different components of deductions in the system.
To maintain additional payments in the system.
To generate period wise components maintained report based on grade / location/ org. unit wise.
1.17.2 Process flow chart

None
1.17.3 Description of process

Wage elements, statutory deductions, and voluntary deductions are all based on the individual payments
and deductions that are maintained for an employee during a payroll period. The payments and
deductions are stored as wage types.
Maintenance of salary wage type amount in infotype 0008 employee wise (Personnel no.) in the
specific period.
Maintenance of deduction wage type amount in infotype 0014 employee wise (Personnel no.) in
the specific period.
Maintenance of additional payment wage type amount in infotype 0015 employee wise
(Personnel no.) in the specific period.
Payroll Infotypes where data shall be collected are listed below along with the upload strategy
S. No
Infotype
Infotype Name
Upload Mechanism
1
0008
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Basic Pay
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BDC/ LSMW
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2
0009
Bank Transfers
BDC/ LSMW
0014
BDC/ LSMW
0015
Additional Payments
BDC/ LSMW
Generation of customized report through Ad-Hoc query.
Through BDC (Batch Data Collection Processing) or through LSMW (Legacy System Migration Work
Bench) data shall be loaded in to the system.
None

Description
Wage Type Reporter
Ad-Hoc Query Tool
Transaction Code
PC00_M99_CWTR
S_PH0_48000512
1.18 Integration Considerations

Module
Description
Master data of the employee and the actions related to processes

None

been prepared by Inlogistics core team.
1.21 Gap Analysis

None
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1.22 Approaches to Covering Functional Deficits/Enhancements
Followings are the list of new development / enhancement that needs to be carried out:
S. No
Object
Object Type
1
Custom wage types
Wage Type
Followings are the improvements of payroll process been executed in SAP:
Single window for monitoring all the payroll related activity
Description of Functional Deficits

None
7. General Process Details Personal Development

Performance Management System:
Process by which a manager or consultant examines and evaluates an employee's work behavior by
comparing it with preset standards, documents the results of the comparison, and uses the results to
provide feedback to the employee to show where improvements are needed and why. Performance
appraisals are employed to determine who needs what training, and who will be promoted, demoted,
retained, or fired.
Personnel Development (PD) module is a very powerful tool in SAP HR, enabling value added HR
services to an organisation. This module provides the organisation effective systems to automate HR
functions such as Development Plans, Succession Plans, Appraisals, and Profile Match-up etc. Another
interesting feature of this module is the Qualification catalogue which finds applications in the above
mentioned functions.
This section deals with use of appraisals in SAP HR PD used for evaluating performance of an officer in
Inlogistics. This is a multi stage appraisal and would involve Objective setting and evaluation on multiple
appraisal criteria

The following are the business process for Personnel Development:
Performance Management System

o Common template : for self evaluation and superior evaluation
o Appraiser can communicate career aspiration by selecting one or more job cluster as a
preference for rotation
o Field HR can generate status report of different stages i.e. quarterly review & end year
evaluation
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Personal Development Plan

o Details of the course contents should be available to the employee to enable correct selection
of the course
o Availability of overall compliance on training
o Data of Training History & officers to be available with the decision makers.
PART I: AGREED KEY RESULTS AREA (To Be Discussed)

o Existing Process -> At start of appraisal cycle, both appraise and part appraiser/appraiser
will finalize the KRAs and these KRAs are reviewed and monitored at end of each 4
months for sales, marketing and operations employee group and half yearly for the
Support Team like HR, IT etc employee group. The rating for each KRAs are noted down
for appraises, part appraiser and appraiser.
PART II: POTENTIAL APPRAISAL (To Be Discussed)

o Existing Process -> At end of appraisal cycle HR personnel will update the competency
status for both behavioral and technical competency.

Performance management system is based on a multi stage appraisal based on Objective setting and
evaluation. This appraisal would have the instruction steps visible to the appraisers and appraise for
facilitating the process
The PMS process would start with a mail to be sent to HRD(manual) / PMS administrator for starting &
preparing PMS process on 1st March through the PMS workflow.
Eligibility for appraisal
The first increment would be effective exactly after one year of his/her completion of service (inclusive of
probation period). For this purpose, effective date for any person joining on or before 15 th day of a month
will be 1st day of the month. Persons joining on 16th day or later will have 1st day of the following month as
the effective date.

Qualifications would be stored in a structure in Qualification Catalog. This would include the following:
Behavioral Competency
Technical Competency
Qualification:
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In SAP, Competencies (Qualification) / job skill sets available for each position/job means
Qualification catalog. If available, Inlogistics will be able to map the entire list of Qualifications
being used in the organization.
Various qualifications will be grouped under qualification groups so that the qualifications can be
accessed easily in the qualification catalogue
Qualification catalogue will be interfaced with the following modules
o Organization Management
o Training & Event Management
The following objects will be used for maintaining the Qualification Catalogue:
o Qualification Group
o Qualification
The user may create multiple qualification groups within a qualification group. This helps the user
in segregating the qualifications, rather than cluttering them together.
Qualifications will be standardized as far as possible to be incorporated in the qualification
Catalogue. This is to enable the users to compare employees qualifications among various
business units.
The system will provide the provision to create the qualification requirement profile for jobs as well
as positions.
Any qualification requirement profile attached to the job will be inherited by the position linked to
this job.
The provision for identifying Qualification Requirement profile can be implemented only if the
Standard Qualifications are identified across businesses. As the job list is common among
businesses, the standardized common qualifications can only be attached to Jobs.
The system allows performing the profiles match-up between a set of persons and positions/jobs
resulting into display of qualification deficit or additional qualifications.
In case of qualification deficit for an employee, the employee can be booked / pre booked for the
Business Event (training course) that imparts the qualification.
The user can update the employees qualifications on completion of a Business Event (Training
course) so that the qualification imparted by the Business Event can be updated to the employees
qualification profile.
The qualification catalogue on the whole will look something like as given below Qualification
catalogue:
Qualification Catalogue
Qualification Group
Sub Qualification Group e.g. Management
Qualification e.g. Leadership
Qualification e.g. Cooperation
Sub Qualification Group e.g. Languages
Qualification e.g. French
Qualification e.g. Deutsche
Qualification group
Sub Qualification Group
Qualification
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Qualification
Sub Qualification Group
Qualifications
And so on
Profile Match-Up:
Profile Match-Up is used to compare an employee/applicant qualifications with the requirements
of the position to see how suited the employee/applicant to that position.
Profile Match-Up can be performed for several objects.
Profile Match-Up provides option to:
Find out how suitable one or more persons for a position.
Identify persons who are over-qualified or under-qualified.
Identify suitable applicants for a vacancy.
Identify appropriate training options for persons.
Check the current level of qualification in an organizational unit.
Check the need for training in an organizational unit.
Profile Match-Up compares the qualifications and requirements of objects (employees, applicants) with
jobs/positions. The required and existing proficiency of each qualification is also taken into account. The
following options are available for selecting the objects to be included in a profile match up
The objects to be included in the match up are specified individually.
The profile matchup is executed directly from the profile of a person/position for the position.
The profile matchup is executed for all persons in an organizational unit and the positions they
currently hold.
The following selection options are available:
Restrict the selection to qualification deficits (in other words, the proficiency of the Qualification
held is lower than the proficiency required).
Determination of training proposals for qualification deficits.
Key date for the evaluation.
The results of the profile match up can view as graphics and tables.
Performance Management System
Sequential organization of functions and activities is described as process. The process adherence
respective to this module is explained in the following.
This is a multi stage appraisal based on Objective setting and evaluation. The process flow for the Annual
Performance Evaluation is given in the following figure
This appraisal would have the instruction steps visible to the appraisers and appraise for facilitating the
process
PART I: AGREED KEY RESULTS AREA (To Be Discussed)

o Existing Process -> At start of appraisal cycle, both appraise and part appraiser/appraiser
will finalize the KRAs and these KRAs are reviewed and monitored at end of each 4
months for sales, marketing and operations employee group and half yearly for the
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Support Team like HR, IT etc employee group. The rating for each KRAs are noted down
for appraises, part appraiser and appraiser.
SAP Process -> This in SAP will be equivalent to updating the appraisal form by
appraise, part appraiser and appraiser at the end of each 4 months or half year based on
their employee groups. Her in SAP only the scale for rating will be populated, the criteria
for deriving on a particular rating will not be considered in SAP.
PART II: POTENTIAL APPRAISAL (To Be Discussed)

o Existing Process -> At end of appraisal cycle HR personnel will update the competency
status for both behavioral and technical competency.
o SAP Process -> This in SAP will be equivalent to updation of competency rating based
on the data stored for concerned employees in his/her master data.
1.25.1 Purpose
Significance of KRA Ratings: (To Be Discussed)
Performance linked Incentive (PLI) is derived based on these Objectives pre-set.

PLI is computed at a defined frequency for various teams (twice / thrice in a year)
Finally, HR will print revision letters and promotion letters for distribution.
The scope of PD would include the following processes:

PMS - Annual Performance Evaluation with Quarterly and Half yearly Appraisal
PDP - Personal Development Plan process including skill assessment
Career & Succession Planning process
7.1.1 Functional Flow Diagram
For Support team KRA appraisal will take place two times in a year.
For Sales, Marketing and Operations group employees KRA appraisal will take place 3 times in a
year.
Diagrammatic representation of the KRA appraisal process for Support team is described below:
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Performance contracting
Identification
Identification
ofofKRA
KRA&&
Targets
Targets
Self
Discussion
Discussion&&
approval
approvalofofKRA
KRA
&&Targets
Targets
Part
Appraiser/Appraiser
Half Year Review

Change
Change
proposal
proposalby
by
appraise
appraise
(if
(ifany)
any)
Self
KRA
KRAaddition/
addition/
deletion/
deletion/
modification
modification
Appraiser
Appraiser
Evaluation
Evaluation
Reviewer
Reviewer
Evaluation
Evaluation
Appraiser
Performance contracting
Identification
Identification
ofofKRA
KRA&&
Targets
Targets
Self
Discussion
Discussion&&
approval
approvalofofKRA
KRA
&&Targets
Targets
Part Appraiser/Appraiser
End year review & feedback

Self
Self
evaluation
evaluation
Self
Superior
Superior
evaluation
evaluation
Appraiser
Compilation
Compilation
ofofoverall
overall
score
scoreby
byHRD
HRD
HRD
Communication,
Communication,
Counseling
Counseling&&
Feedback
Feedback
HRD
Reviewer is going to review the final stage of appraisal.

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Activity Chart for appraisal:- (To Be Discussed)
Activity
1.
2.
3.
4.
5.
6.
7.
Setting of KRAs jointly by Appraisee & his/her immediate

Supervisor.
Evaluation of KRAs (by Appraisee, Appraiser and Reviewer) for the
First Quarter ending 30th June.
Evaluation of KRAs (by Appraisee, Appraiser and Reviewer) for
Second Quarter ending 30th September.
Evaluation of KRAs (by Appraisee, Appraiser and Reviewer) for
Third Quarter ending 31st December.
a)
Evaluation of KRAs (by Appraisee, Appraiser and Reviewer)
for last quarter ending 31st March.
b)
Evaluation on complete Performance Appraisal Form.
Compilation of overall scores by HRD
Communication, Counseling & Feedback
Starting
Date
20th March
Closing Date
30th March
1st July
7th July
1st Oct.
7th Oct
1st Jan
7th Jan
11th March
31st March
1st April
20th April
7th April
30th April
1.25.3 Prerequisites (Master Data requirement)

Description
Transaction Code
Profile Matchup
PEPM
Appraisals
APPSEARCH
Careers
S_AHR_61015524
Succession Overview
S_PH9_46000017
Qualifications Overview
S_PH9_46000016

Module
Master data of the employee
Description
Organizational Management
Relationship between Appraisee, Part Appraiser and Appraiser

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S. No
1
2
3
Object
Object Type
Custom logic for uploading the discipline data in appraisal form

Custom logic for handling appraisal form in different quarter
Performance appraisal form as per Inlogistics format
BADI
BADI
New form of appraisal

1.29 Gap Analysis

None
1.30 Description of Improvements

The changes due to reengineering of PMS process leads and the related improvements are identified and
explained.
1.30.1 Qualitative Improvements

The qualitative improvements in the PMS process are:
Appraisal of an employee, put part appraisers and final appraisers name while creating the
appraisal document
Method available for the employees to communicate career aspiration by selecting one or more
job cluster as a preference for rotation
Quarterly, half yearly or annual review only superior will have the authority of modifying or
deleting a KRA
Provision available for superior to recommend job rotation / job potential by selecting one or more
that one jobs from catalog cluster
Field HR can generate status report of different stages i.e. quarterly review, half yearly & end
year evaluation
1.30.2 Quantitative Improvements

The quantitative improvements in PMS are:
Control of the number of KRAs put in by employees o Only a single KRA field will be visible initially.
o Additional rows for KRA can be added by the appraise by clicking an icon
o Rows can be deleted if not required
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8. General Process Details Training & Events

Training & Events
Training is one of the most focused areas of Inlogistics. Training for employee in terms of organizational
need and personnel development program is practiced since long. Proper data maintenance of these
training record, appropriateness of the training in present day, the resources management for training and
overall cost of the training are the main purpose of having a methodical system under SAP R/3.

The business process shared by Core Team Members is mentioned below:Business Process
Identification list of competencies
Behavioral
Technical
General
Calculate the Competency gap for all the employees from the required level
Also fill the additional training list which is required to define all the core competencies as well the
additional competencies which is required to perform the respective job
Preparation of Training Calendar on the basis of all the training needs identified
In case if any have to go outside for attending any particular training which may not be possible to
arrange within the company then all these external training should be approved duly in advance from the
approving authority
List of participants of the training
Scheduling of training as per training calendar and ensure the training has been done
Attendance of all the participants in the training attendance sheet
After completion of following defined period the training effectiveness is to be evaluated in which the skill
level is also defined.
Level 1 (within 5days of training)
Level 2 (after 1 month of training)
Level 3 (After 3 months of training) only for technical trainings
Updating of individual training records as & when he undergo any training program
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Business Process
Measurement of training cost
Faculty / training fees
Training material cost
Training Ads
Venue cost
Lunch / Dinner / Tea and Snacks cost
TA / DA paid to participants
Boarding & Lodging cost.

AS-IS Business Process
Identification list of competencies
Behavioral
Technical
General
Calculate the Competency gap for all the employees

from the required level
Also fill the additional training list which is required to
define all the core competencies as well the
additional competencies which is required to perform
the respective job
Preparation of Training Calendar on the basis of all
the training needs identified
In case if any have to go outside for attending any
particular training which may not be possible to
arrange within the company then all these external
training should be approved duly in advance from the
approving authority
List of participants of the training
Scheduling of training as per training calendar and

ensure the training has been done
Attendance of all the participants in the training
attendance sheet
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TO-BE Process in SAP

User will maintain the required competencies
along with required proficiency level for each
position using PPPM t-code
Supervisor of concerned employee will
maintain the actual proficiency level of each
competencies of that particular employee in
info type 0024-Qualifications
Data will be collected using the profile match
functionality via Qualification info types (0024).
User will maintain participants to business event
maintained for additional training using PV00 tcode
User can collect the required data for each

training using the S_PH9_46000438 - Business
Event Schedule t-code
Resource type External will be maintained and
attached to the concerned business event
(training program).
User will get the approval on the existing word
doc.
User can collect the required data for each
training using the S_PH9_46000437 - Resource
List
per
Business
Event
t-code
or
S_PH9_46000434 - Attendee List t-code
Same
User can collect the required data using
S_PH9_46000433 - Attendance List t-code
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After completion of following defined period the
training effectiveness is to be evaluated in which the
skill level is also defined.
Level 1 (within 5days of training)
Level 2 (after 1 month of training)
Level 3 (After 3 months of training) only for
technical trainings
Updating of individual training records as & when he
undergo any training program
Measurement of training cost
Faculty / training fees
Training material cost
Training Ads
Venue cost
Lunch / Dinner / Tea and Snacks cost
TA / DA paid to participants
Boarding & Lodging cost.
1.33
HR user
for each
PV33 template
format

will collect the data in the same format
attendee and update the same using
Appraisals t-code. Here the feedback
will be customized as per Inlogistics
This is part of SAP standard training and event

management module
User will maintain the cost for training program
using PP01 t-code against the 1036 - COST
info type. Here different cost items will be created
for each cost that needs to be captured for a
specific training.
Solution in SAP
The following items will be configured in SAP to address the requirements of the processes mentioned by
core team:
Business Event Group
Business Event Group serves to classify business event types that share the same characteristics or deal
with related subject matter, such as Management Courses. A business event group Communication
Skills can contain a number of business event types, such as Oral Communication Skills, Effective
Presentation Skills etc.
Following information for business event groups are stored:
Validity period of the business event group
Long and short name like code CO with description, CHANGE ORIENTATION
Description of contents
Relationship to other event groups (belongs to) and to business event types (incorporates).
Business Event Type
A Business Event Type is a generalized description of an event including the relevant information such as
description, Target Audience, Categorization, Course contents, price, capacity, Notes (Program
Objectives/deliverables) and language etc. It is not scheduled to take place on a fixed date. It serves as
the blueprint from which actual event dates can be scheduled.
When business event type is created, it is possible to store any data that is not time-sensitive such as:
Description (Target Audience)

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Price: Internal and external prices

Capacity: Minimum, optimum, and maximum number of attendees
Business event brochure: event should be listed in the brochure
Appraisal type: event appraisal or attendee appraisal
Relationships
Other Resource types needed
Instructor
Belongs to which business event group
Cost center
Organizer (internal organizer: Organizational unit; external organizer: company)
Schedule model
Participant Profile
Course content
Objectives/Deliverables
Each Business Event Type should have a relationship with its Business Event Group. Other resources
are also related to the Business Event type.
Resource Types & Resources
A resource type is a classification of resources that share the same characteristics or attributes, such as
PCs, training material and so on.
Resource Types are categorized as under:
Room
Instructor
Material
Other Resource (such as Overhead Projector, LCD, Projector, PCs)

Categorizing resources into resource types facilitates resource management and provides a clear
overview of resource availability. While creating a resource type, the common attributes of all the
resources are defined.
An event type is responsibility of a person who is the Program Director. While assigning resource types to
a business event type in the Create Business Event Type function, resources that are essential for
holding the event is specified. The other resources are assigned to the scheduled event in the function
Create Event Dates with Resources. The resources may be related to other resource type i.e. the
resource training equipments incorporated in a room which is another resource.
Every resource related with event type will be booked for multiple events so that the defined resource can
be used for other event type as well. The faculty for the event type is also related.
Organizer
The organizers are of two types. The internal organizers are organizational units and external organizers
are the companies (training Institutes) created in training master data. The external Institutes where the
Inlogistics officers are sent for training are the organizers defined in SAP as companies.
Internal Organizer and External Organizer will be distinguished in terms of Business Event group.
External organizers will be categorized as Indian and Foreign Organizers.
Following sub-sections describes the steps that will be followed for executing the process.
Creation of Business Event
When a business event date is created, individual event dates are created one at a time. The event dates
are not created in relation to the demand that exists for them through pre booking.
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Planning Business Event: If the business event is planned then the load balancing is automatically taken care i.e. it creates events
according to the demand on event type through pre booking.
It is also possible to create data for a business event by using an existing one as a template to copy from.
In this case it is possible to create an identical business event with a given start date, the end date is
taken care of automatically.
The following data is relevant when a business event is created:
Internal / external
o An internal business event is an event that company is responsible for organizing.
o An external business event is organized by a third-party (Indian/Foreign). It is not
possible to plan an external business event; resource reservation for it is not taken care
of. External events are created one at a time.
Status firmly booked / planned

o If a business event is created with the status planned, attendees preliminary confirmation
of registration can be sent.
o It makes sense to use this option if an event is being planned well in advance and may in
fact be cancelled before definite confirmations are issued. Before firmly booking,
attendee may be booked, rebooked, replaced or cancelled.
o Event is firmly booked after the event is over. After firmly booking certain follow up
activities take place like updating of qualification of attendee, if the training event is
related to the qualification. All the business events except the foreign language courses
which are language specific are to be held in English.
Location is entered where the event will take place.
Schedule
o There are two possible ways to specify the actual time schedule of a business event. The
schedule will contain four or more sessions in a day.
- By copying the schedule model defined for the business event type.
- By creating schedule for the business event - Schedule is required to be created for
different business event type.
Number of attendees
o The capacity i.e. the number of attendee for each event type is given as minimum,
optimum or maximum. There is a facility for booking of waiting list attendee for the event
type till maximum number is reached for the event type. This facilitates rebooking or
replaces attendee as well.
Price and cost assignment

The employee would request training using Preferences in Qualification profile. Here the employee
would be able to select a business event type among functional and managerial Business Event Groups
only for internal programs.
The employee would select business event type codes based on performance appraisal feedback
opportunities for improvement, current skill profile, multi rater feedback and his own assessment of
training needs.
On saving the preferences, a work item would be sent to the superior for approval of the appraisal. In
case the superior approves it, the preferences data would be used for pre-booking. A report would be run
to list the business event types requested by the employees and these would be booked in a batch
upload. All these bookings would be displayed as essential pre-booking. As soon the pre- booking is
done the attendee will receive a format to enter his expectations from the program. This will be mailed to
the program director of the event type.
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In case a PDP corresponds to an external training then the following actions will have to be performed by
the training agency.
a) Do an essential pre-booking for the external event.
b) Do a booking for the event.
c) Cancel the earlier essential pre- booking.
At any point of time Training Agency will be able to see who has done the pre-booking on the basis of
whether the booking is essential.
Creation of Training events: Creation of training calendar is performed at training division.
Authority to create events as convention with specific transaction code will be given to program directors
& Training administrators. They will be able to edit the convention or copy existing convention to prepare
new convention.
The list of events scheduled during a specified period can be seen from the system for any given event
type. The list also contains the following details about each of the business events:
Business event date
Business event name
Available and booked attendance
Waiting-list bookings
Indicator for optimum capacity reached
Indicator for firmly booked/planned business events
Business event location
Booking: Booking for events are done by the Program Director from the pre-booked list. This will be generally done
30 days in advance. The pre-booking list will display the following details of the pre-booked attendees as
a report:
PNO
Name
Org. Unit
Level
Position
Age
Years of service
PDP indication in terms of Managerial or Functional
Pre-booked by
Indication for whether officer has already attended the PDP program (Managerial / Functional) this
year.
If the batch size is not complete and the Program Director wants to include more participants from other
organizational units, then, these additional nominations can be directly booked instead of pre-booking. All
bookings are acknowledged by a call letter. A copy of the call letter will go to the immediate superior and
training coordinator.
The system will provide a facility for group booking for a group of attendees which may be used for calling
all officers from a particular organizational unit etc.
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For all nominations to external program, the attendees are required to fill up a feedback format after
attending the program.
Cancel, Replace and Rebooking at training division:On requirement the attendees booking for event is cancelled or attendee is rebooked for different event
type or is replaced with some other attendee whose event date is different for the same event type.
These are done by the program director, on request of attendee or some other circumstances. In any
case a mail is sent automatically to the concerned attendee.
After training is over the Training event status is firmly booked for further follow up activities.
Recording Attendance:
The attendance of the participants is to be recorded through info type 2001 in Time Management module.
Three special type of absence i.e. internal, external and foreign training in time management will take
care of recording different type for training. The attendance is recorded for minimum of half a day. If a
person is absent for all the days during a training program then he/she is marked absent but his name will
be retained in the pre-book list.
Follow-Up Processing Activities
The status of the attendee of the training event is changed to undergone training event type and record is
updated.
For language courses the qualification associated with the training event type from PD is updated along
with depreciation meter.
Transfer of Learning
Following forms will be developed in Personnel Development Module with three segments which takes
care of capturing attendees
Training effectiveness to be completed by attendee
Learning gained to be completed by attendee and
Supervisors appraisal on transfer of learning applicable for technical competencies.

Following master data has been identified for effective utilization of the processes:
Infotypes to be maintained are as follows:
Sequence
Name of the Infotype
Infotype
Field Name
Number
Number
1
Object
Relationship
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Business event group

1000
Planning Status
Validity
Object Abbreviation
Object Name
Language Key
1001
Validity
Relation Type/Relationship
Type Of Object Related
ID Of Object Related
Abbreviation
Name
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Master Data
Business event
group
and
business event
types are finally
to be created
by HR core
team as per the
requirement.

Sequence
Number
Infotype
Number
Description
1002
Info course group
1063
Field Name
Master Data
Priority
Subtype
Language
Description
Subject Area
Business event type

1
Object
1000
Relationship
1001
Description
1002
Price
1021
Capacity
1024
Depreciation meter
1025
Course type info
1029
Procedure
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1030
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Validity
Object Abbreviation
Object Name
Language Key
Validity
Abbreviation
Name
Priority
Subtype
Language
Description
Validity
Internal Price
External Price
Validity
Optimum
Maximum
Minimum
Validity
Year
Month
Validity
Include In Business Event
Brochure
Convention
Attendee Type
Bookt
Prebt
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Business event
group
and
business event
types are finally
to be created
by HR core
team as per the
requirement.

Sequence
Number
Infotype
Number
Delivery method
5008
Object
Resource
1000
Relationship
1001
Description
1002
Capacity
1024
Address
1028
Cost
1036
Field Name
Chpre
Checkq
Quals
Delivery Method
Planning Status
Validity
Object Abbreviation
Object Name
Language Key
Validity
Abbreviation
Name
Priority
Subtype
Language
Description
Validity
Optimum
Maximum
Minimum
Building
Address Supl
House No Street No
Street
Pcode/City
Room No
Tele No
Cost Item
1.33.1 Purpose
Maintenance of business events
Maintenance of business events types
Recording attendance
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Master Data
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All
resources
are dependent
on the event
type.
Resources data
will be finalized
depending on
the
event
types.
Cancellation of attendance
Appraisals
Follow up activity
1.33.2 Process Diagrams

Diagrammatic representation of the process is shown below.
Begin
Finalization
of catalog by
Functional
Expert Team
Updating
of Catalog
Booking Resources by
Trg. Agencies
Pre-booking by
Officers / approval by
superior
Booking attendees to
events by Trg.
Agencies.
Acknowledge pre-booking
and send format to collect
expectation from the officer.
Preparing Training Calendar

by Trg. Agency
End
Figure 1: Planning & Creation of Business Event Type & Day to Day Activities
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Begin
Conducting the event by Trg.
Agencies
Booking the attendance by

Trg. agency
Program Feedback
Immediate Attendee
Feedback Analysis for
improvement
Attendee Feedback after
three months
Feedback analysis for
improvements
Figure 2: Recurring Activities
End
Training Catalogue is prepared according to the need and organizational need by a panel of
expert, which can be chosen by the attendee.
Event Type is evaluated by attendee and its implication in work area is evaluated by supervisor.
So, realistic worth of the event type is established
None
1.33.5 Standard Report in SAP

S. No
Report required
SAP standard report
1
2
3
4
Gap report
Training Need record
List of participants
Effectiveness of training
5
6
Individual training record

Cost of the training
PEPM Profile Matchup

S_PH9_46000433 - Attendance List
S_PH9_46000434 - Attendee List
This will be populated against subtype Training Effectiveness for
info type 1002-Description for each training program manually by
the user.
S_PH9_46000431 - Attendee's Training History
No standard report but user can extract data from info type 1036Cost for each individual training
1.33.6 Improvements
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Training cost is visible.

Billing for external faculty is available in report.
Training man days information.
Measurement of learning.
1.34 Integration considerations

Process Dependencies Input
Training Process has dependence on the following processes:Module
Name of The Process
Description
PD
Profile match up
Career planning
Succession planning
The result of profile matchup is the indicator for

training requirement. The requirement of
training is identified by career planning,
succession
planning
and
personal
development plan
PA
OM
Internal attendees data

Supervisors data
The required data of attendee.

The supervisor of attendee
Process Dependencies Output

Following processes will be initiated after completion Training Process.
Module
Name of the Process
Description
PD
Personal development Compliance

PMS (Performance Management System)
Report on PD compliance
PA
Qualification Infotype is maintained
The
event
type
linked
qualification is updated.
with

None
1.36 Approaches to Covering Functional Deficits/ Enhancements

S. No
1
Object
Training feedback appraisal form as per Inlogistics format
Object Type
New appraisal
template

Specific authorization will be maintained as per the data provided by the core team during the realization
phase.
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1.38 Gap Analysis

None
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9.
General Process Details Time Management
The Time Management component offers support in performing all human resources processes for
recording employees work performed and absence times.
Time Management has user-oriented interfaces that support centralized and decentralized entry and
administration of time data. Data can be maintained and processed centrally by administrators in the
human resources department or else in individual departments by time administrators such as
supervisors, secretaries, and employees themselves.
Employees can use self service applications to request leave, record working times for orders or projects,
for example, and display their key time accounts.

Leave Generation
If the any employee joins between the years then the leave credit in the account of the employee will be
on Pro-rata basis.
Make the leave card in which leave details are to be mentioned.
Maintain the leave register.
When any employee leaves the services then all the EL in his account will be en-cashed at the time of full
and final.
CL/EL will credit in the account of the employee as per company policy.
If an employee avail the EL in advance (Permitted by Management), it deduct from the total EL of the
following year
Leave Encashment
Check the leave card of the employee
Make a analysis of the leaves present in the account of the employee in the leave register
Calculation of number of availed and un-availed leaves in the month of January for following year
Calculation of total un-availed leaves (EL) at the time of full and final settlement of employee
After adjusting the leaves with notice period en-cash all remaining leaves on the base of Basic and DA
Leave Approval
Employee fills his leave card / application in advance for desired leave with specific reason, date of
applying, type of leave.
Recommending authority will recommend (if yes) the leave for sanctioning and forward to sanctioning
authority
If sanctioning authority will sanction the leave, the leave card / application will forward to time office for
further action
Time Office
Record the leaves of the employees.
Manpower management for all the locations.
Updating of leave record of all the employees.
Compilation of Monthly Attendance
List-out the department wise employees with their absenteeism
Check the status of pending leaves applied by the employees
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Checking the status of leave in leave card duly signed by authorized signatory, if it is signed then it will
observe as leave (if desired leave available in account) otherwise it will be marked as absent.
If the leave is signed by competent authority and leave is not available in account, the leave will be
observed as without pay

Leave Details
Creation and Subsequent Maintenance of the followings:
Earned Leave
Maternity Leave
Casual Leave
Paternity Leave
Leave without Pay (LWP)
Earned Leaves
EL Rules:
An employee shall be entitled for 18 EL per calendar year.
1.5 EL per month will be credited to each employee absence quota.
Maximum limit of EL quota will be 45 for each employee.
All leave types for less than a day / fraction of a day is permissible.
Casual Leaves
CL Rules:
An employee shall be granted for 12 CL in a calendar year.
If an employee joins during a calendar year, he/she shall be entitled to CL for remaining part of
Year on a Pro-rata basis.
Maximum 3 CL can be availed at one time.
Leaves Approval
Leave rules: In exceptional circumstances, where an employee has no leave accumulation standing to his credit
and his need is genuine, the Sanctioning Authority may grant advance Leave subject to a maximum
of 7 days. The sanctioning authority for such leave will be Unit Head / Corporate Functional Head.
Leave Generation
If the any employee joins between the years then
the leave credit in the account of the employee
will be on Pro-rata basis.
Make the leave card in which leave details are to
be mentioned.
Maintain the leave register.
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This will be handled by Standard SAP Configuration.
This is part of SAP standard leave management
process on ESS
Leave maintenance is automatically carried out by
SAP standard. User can view leave register using
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When any employee leaves the services then all
the EL in his account will be en-cashed at the
time of full and final.
CL/EL will credit in the account of the employee
as per company policy.
If an employee avail the EL in advance (Permitted
by Management), it deduct from the total EL of
the following year
Leave Encashment
Check the leave card of the employee
Make a analysis of the leaves present in the
account of the employee in the leave register
Calculation of number of availed and un-availed
leaves in the month of January for following year
Calculation of total un-availed leaves (EL) at the
time of full and final settlement of employee
After adjusting the leaves with notice period encash all remaining leaves on the base of Basic
and DA
Leave Approval
Employee fill his leave card / application in
advance for desired leave with specific reason,
date of applying, type of leave.
Recommending authority will recommend (if yes)
the leave for sanctioning and forward to
sanctioning authority
If sanctioning authority will sanction the leave, the
leave card / application will forward to time office
for further action
Time Office
Record the leaves of the employees.
Manpower management for all the locations.
Updating of leave record of all the employees.
Compilation of Monthly Attendance
List-out the department wise employees with their
absenteeism
Check the status of pending leaves applied by the
employees
Checking the status of leave in leave card duly
signed by authorized signatory, if it is signed then
it will observe as leave (if desired leave available
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PT64 - Absence data overview t-code
User will maintain leave encashment data using info
type 0015 Additional payments wherein a
separate wage type for leave encashment for EL will
be configured.
This will be handled in Absence Quota generation
program
Here a new leave type Advance EL shall be created
and maintain by user as when required and will get
adjusted by the user in PA30 transaction code.
This can be viewed using PT64 - Absence data
overview t-code
This can be viewed using info type 2006 Absence
Quota
Quota
Quota
User will manually maintain info type 0015
Additional Payments for respective leave type

process on ESS
process on ESS, sanctioning authority will be
maintained in OM for each position
process on ESS

process on ESS
Ad Hoc Query (PAAH t-code) will be generated to
view manpower status
HR user will manually maintain info type 2001
Absences for the respective absence type
Ad Hoc Query (PAAH t-code) will be generated to
view manpower status
process on ESS
process on ESS
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in account) otherwise it will be marked as absent.
If the leave is signed by competent authority and
leave is not available in account, the leave will be
observed as without pay

process on ESS wherein employee will not be able to
apply for any leave for which Absence Quota is
exhausted

Holiday Calendar
Creation and Subsequent Maintenance of the Enterprise Specific Public Holiday Calendar
The Public Holiday Calendar is to be maintained in Inlogistics as per the Annual Public Holiday List
released by respective Inlogistics HR department, Corporate Office and other allied divisions.
There are two types of Holidays, National Holidays (Fixed Holidays) which fall on the exact date of every
year and Movable Holidays (Festival Holidays) which keep changing every year. For e.g. Independence
Day (15th August) would be a fixed holiday whereas festivals like Maha Shivarathri are movable which
may fall on a different date.
Holidays, which have fallen on a working day during the current year, may fall on a weekly off day
in the subsequent year, there by necessitating the recreation or change of the holiday list every
year.
This changed list of holidays is assigned to the Public Holiday Calendar every year.
Separate Holiday Calendar would be created for each and every location and corporate office.
Creation of paid holidays would be done every year according to the calendar adopted by
Inlogistics and would be updated into the system by the concerned HR administrator.
The created paid holidays would be then be assigned to the Public Holiday calendar.
Work Schedule
Creation and maintenance of Enterprise specific Works Schedules to store the working timings (Shift
Timings) and the corresponding break times for the different Inlogistics Officers/Employees
To create and maintain the records of different work timings and scheduled break timing followed
by the employees of Inlogistics.
Generation of weekly off day of each and every employee needs to be tracked.
Shift wise present details should be made available.
Shift wise absent details of employees.
The Shift Details and the break timings are maintained for each employee at the respective
departments.
Any deviation from the normal shift timings get recorded as a discrepancy and are processed
subsequently after approval
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Changes to Existing Organization processes
Work schedules need to be generated every year as the Public holiday calendar would be assigned with
new holidays as per the holiday calendar adopted by the various manufacturing plants, sales office and
HO for the respective calendar year.
The various Work Schedules mentioned above are configured in the SAP system to facilitate the
subsequent time data maintenance and processing. These Work Schedules are assigned to each
employee, during Hiring, in the Planned Working Time (Infotype 0007) and becomes a part of the
employee master data.
The Infotype Planned Working Time (IT 0007) in Personnel Administration facilitates to store work
schedule for each employee and consequently the working hours and days for the employee is
inherited from the Work Schedule specifications.
By assigning a work schedule rule to an employee, the entire work schedule (the working time
including the shift patterns) including holiday calendar can be viewed and reported for the period
specified.
The Planned Working Time (Infotype 0007) captures Time Management Status, which will be
defaulted as 7 Time Evaluation without Payroll Integration for Managerial Staff and 0 No Time
Evaluation. The Time Management Status is of vital importance as it determines how the
employees are processed in Time Evaluation(Time Evaluation calculates planned times and
overtime, administrates time accounts and forms wage types, updates time quotas, and is used to
check working time specifications.)
The change in the work schedule as a result of transfer or reassignment has to be updated in the
Planned Working Time (Infotype 0007) so that the time data is processed as per the updated
timings.
Inlogistics need to update the Holiday Calendars every year and this requires the generation of
the respective Work Schedules for the changes to take effect.
Generally the Personnel Areas and Personnel Subareas, Employee Groups and Employee
Subgroups get grouped for the different work schedules. This allows the generation and the
subsequent assignment of the work schedules to various groups of employees.
Work Schedules define the working pattern together with the paid and unpaid break timings for
different groups of employees and are based on the public holiday calendar. The various
locations of Inlogistics have separate Holiday Calendars and separate Shift and Break Timings.
Break Schedules define the rule governing breaks (a period of time when employees are not at
work) in a workday.
By assigning a Work Schedule Rule in the Planned Working Time (Infotype 0007) the employee
personal planned working time gets determined.
The Planned Working Time (Infotype 0007) determines employees working time within an
organization on a daily basis.
1.41.1 Purpose
To ensure the availability of General (Public) Holidays to the various offices of Inlogistics & its Employees
For all units and corporate office, Public Holidays are finalized and fixed at the year beginning itself. All
Holidays are Full day Paid Holidays
1.41.2 Process flow chart

None
1.41.3 Description of the Process

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Inlogistics releases the Public holiday calendar for a year will be released in advance through an order.
The number of public holidays keeps changing from year to year and hence needs to be updated every
year.
As per the leave entitlement, different leave types will be created.

Infotype No 2001; Absences will be configured to maintain the absences / leave types that is
availed by the employees
Infotype 2006 Absence Quota will be used for capturing leave entitlements/balance available
Absence quota will automatically be reduced once the absence entry is recorded in the system.
Maternity Leave will be maintained and processed via Maternity Protection (Infotype 0080 subtype
ML).
Infotypes to be maintained are as follows:

Sequence
01
Name of the
Info type
Planned
working time
Absence
Quotas
Absence
02
03
Info type
Number
0007
2006
2001
Field Name
Start and end date, Work
schedule rule
Validity period, Quota sub type
Quota number
Start and end, Type of leave,
Absence hours, Absence days
The holiday calendar for a Calendar Year is released by Inlogistics in advance in the month of
December.
This Holiday Calendar is the reference for providing Public Holidays to the employees of
Inlogistics
Appropriate work schedule in infotype 0007 have to maintained to the time status.

Description
Transaction Code
Display Work Schedule
PT03
Attendance/Absence Data Overview
PT64
Absence Data: Calendar View
PT90
Personal Work Schedule
PT63
SAP Query
SQ01
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Module
Description
Master data of the employee
Organizational Management
Relationship between Applicant and Approver

None
1.44 Authorization
Specific authorization will be maintained as per the data provided by the core team during the realization
phase.
1.45 Gap Analysis

None
1.46 Improvements
Quota generation and encashment will be automated.

Absence data can be created/changed/viewed online.
Several reports are available to view the absence details.
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10. General Process Details Recruitment

Recruitment Process
Recruitment module enables to define a recruitment procedure that suits the needs of organization. It can
distribute tasks and responsibilities to different people involved in the recruitment process. Recruitment
supports in dividing and assigning administrative and decision-making task areas. Many tasks can be
processed via mass processing.
The purpose of this module is to handle all the recruitment activities of Inlogistics starting from identifying
the vacant position, to the filling of the vacant position with a suitable candidate and maintenance of
applicant database.
1.47 Business Process

List of activities
AS-IS Process
Collect the Approved Manpower Plan from the HR department.
Also receive the Manpower Requisition form.
Search the desired CV form existing data base (not online)
Search the CVs from Job Portals (e.g. Naukri.com)
Send the requisition to panel consultant along with JD.
Receive the CVs from different sources.
Shortlist the CVs as per requirement.
Finalize the date of interview and Invite all the short-listed candidate for interview.
Maintain the Candidate Summary Sheet
Distribution and collection of Personal Data Summary
Also receive the additional Information Sheet
Make sure the interview has been done on planned date
Depending on the level for which the applicant is being interviewed, another round of interview is held
Make Interview assessment sheet.
Collect the Interview Assessment Sheet from the Interviewer
Travel reimbursement form is to be filled if any employee come for interview from outstation
Issue LOI to selected candidate
Updating of organization chart.
Check all the bill as per policy
Send the bill to Finance Department to clear the payment.
Enter the total amount paid for the process in Account Register.
On the day of joining, complete all the joining formalities which includes following documents :
Induction Training Schedule
Appointment Letter
Plan the induction schedule of all new candidates at the time of joining.

Basic Requirement for Process (Inputs)
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a.
b.
c.
d.
e.
f.
Manpower Plan
Approval on manpower specification sheet
Job description
Source of Recruitment
Database of CVs
Interview Assessment

Collect the Approved Manpower Plan from the HR
department.
Also receive the Manpower Requisition form.
Search the desired CV form existing data base (not

online)
Search the CVs from Job Portals (e.g. Naukri.com)
Send the requisition to panel consultant along with
JD.
Receive the CVs from different sources.
Shortlist the CVs as per requirement.
Finalize the date of interview and Invite all the shortlisted candidate for interview.
Maintain the Candidate Summary Sheet

Distribution and collection of Personal Data Summary
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User will still create the word doc manually, but
the data will be collected using following reports:
Current Manpower Status will be fetched
from S_AHR_61016369 - Employee List
Report
Current Vacancy will be fetched from
S_AHR_61016509 - Vacant Positions
Report
User will still create the word doc manually, but
the data will be collected using following reports:
Current Manpower Status will be fetched
from S_AHR_61016369 - Employee List
Report
If Expected results, additional info and
expected benefits are maintained for each
position in info type 1002, then the data can
be fetched from this info type.
Same
Same
Same
Same
User will maintain the followings:
Maintain the vacancy status for each position
using PO13 t-code assigning Personal
Officer and line manager.
Attach the vacancies to advertisement (if no
advertisement exist, then user needs to
create the same using PBAW t-code)
Maintain the applicant master data using
PB40 t-code.
User will create Planned activity for interview
letter for each applicant using PB60 t-code.
Here a new standard text will be created for
INLOGISTICS format.
These data will be maintained by user using
PB30 and PB60 t-code.
Same
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Also receive the additional Information Sheet
Make sure the interview has been done on planned
date
Depending on the level for which the applicant is
being interviewed, another round of interview is held
Make Interview assessment sheet.
Collect the Interview Assessment Sheet from the
Interviewer
Travel reimbursement form is to be filled if any
employee come for interview from outstation
Issue LOI to selected candidate
Updating of organization chart.

Check all the bill as per policy
Send the bill to Finance Department to clear the
payment.
Enter the total amount paid for the process in
Account Register.
On the day of joining, complete all the joining
formalities which includes following documents :

Same
Same
Corresponding activity will be maintained using
PB60 t-code.
HR user will make the Interview assessment
document for a particular applicant using
PHAP_PREPARE_PA t-code.
HR user will collect the assessment sheet for
Personnel Officer and will update the same in
qualification section for each applicant using
PB30 t-code.
Non-SAP Process.
A new activity type LOI and a new standard text
for LOI letter as per INLOGISTICS format will be
created. User will then create a planned activity
of type LOI for each applicable applicant.
User will maintain the same using PPOME
Non-SAP Process.
Non-SAP Process.
Same will be maintained in FI/CO module
User need to create the employee data in SAP

using the following steps:
User will create an applicant activity (using
PB60 t-code) for Transfer Data in planned
status. Also user needs to attach a valid
reference to the above activity.
User will execute employee hiring action PA40
selecting the action Hire Applicant and
selecting the relevant applicant number from
whom the data needs to be automatically
transferred in employee master table.
Induction Training Schedule
Same
Appointment Letter
A new activity type APPOINTS and a new
standard text for Appointment letter as per
INLOGISTICS format will be created. User will
then create a planned activity of type APPOINT
for each applicable applicant.
Plan the induction schedule of all new candidates at Part of TEM (SAP Process)
the time of joining.
Desired Output
a. Selection of competent candidate.
b. Timely recruitment of candidate
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Applicant tracking can be done easily.

List of Activities to be performed for applicants can be consolidated in Applicant activities
Mandatory details can be maintained for Applicants.
Applicant databases will be maintained which can be referred at any point of time.
Applicants can be categorized based on Internal Applicants, External Applicants
Applicants can be viewed based on there Qualifications for future positions.
Applicant can be attached to a Status based on his phase of Selection procedure like i.e. on hold,
Invited for Interview, to be selected, etc.
Applicant on selection can be converted directly to employee.

This component enables us to define a recruitment procedure that suits the needs of the enterprise. One
can distribute tasks and responsibilities to different people involved in the recruitment process.
Recruitment supports in dividing and assigning administrative and decision-making task areas. Many
tasks can be processed via mass processing.
SAP Recruitment is made up of the following sub-components:
Workforce Requirements and Advertising
Applicant Administration
Selection of Applicants
Each component supports a different phase of the recruitment process.
The following functions are provided for workforce requirements and advertising:
Create and manage vacancies
Manage media and recruitment instruments
Manage advertisements and advertisement costs
Assign vacancies and applications to advertisements
Applicant administration contains the following sub functions:
Applicant classification
When applicant data is entered in the system, applicants can be classified as follows:
Internal or external applicants
Applicants responding to an advertisement or unsolicited applicants
Each applicant is assigned the following status:
Overall status
Vacancy assignment status
These statuses indicate the stage of processing the applicant has reached. Applicant actions enable us to
change the status while applicants are being processed.
By classifying applicants, we can access individual groups of applicants and perform group-related
activities. For example, we can perform reporting activities by running reports.
Applicant selection is process-oriented. With the Recruitment component, one can carry out an efficient,
process-oriented selection procedure: The applicants first take part in a global selection process. In this
procedure, we can decide whether an applicant should be considered for employment in the enterprise.
We can reject an applicant in the first phase, or we can decide to include them in the rest of the selection
procedure.
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The Recruitment component offers the following functions to support the selection procedure:
Administration of selection procedures: We can track the individual stages that an applicant
passes through in the selection procedure using applicant actions (Invite applicant, Offer
applicant contract, Hire applicant). We can define administrative steps using applicant activities
(such as Interview appointment, Mail contract).
The following functions also support the decision-making process in selecting applicants:
Short profile: We can use a short profile to group applicant data according to various aspects, for
example, applicants education and training.
Search for applicants with particular qualifications: If Recruitment and Personnel Development
are integrated; we can search for applicants with particular qualifications, which help to restrict
the number of suitable applicants.
Hiring applicants: If we need to hire an applicant and have an integrated system, we can
automatically transfer applicant data to Personnel Administration.
Media
Media will be used to classify the various modes through which an applicant is contacted. Medium is a
higher-level classification of recruitment instruments. Specific recruitment instruments will be defined
under each medium. The following media shall be maintained for Inlogistics
Medium
(Char/02)
1.
2.
3.
4.
5.
6.
Name of medium (Char / 20)

Internal job posting
Internal job posting
Consultants
Internet (job portals)
Campus
Press
Ap Cl
(Char/ 02)
P
AP
AP
AP
AP
AP
Applicant Class Text (Char /

20)
Internal Applicant
External Applicant
External Applicant
External Applicant
External Applicant
External Applicant
In case the vacancy is to be filled through internal data base, then the individual basic data maintained in
SAP in the category Unsolicited Applicant will be used.
In case the vacancy is to be filled from existing officers, then consideration set will be generated from the
employee data base maintained in SAP.
Employee referral cases will be identified from the applicants data. The format will contain a field to
capture Employee Personnel Number and Name in case of direct recommendation from any officer of
Inlogistics..
Recruitment Instrument
Recruitment instruments are the modes through which the vacancy is advertised. Every job advertisement
is published in the recruitment instrument. Recruitment instruments are classified according to the media
used.
A contact name and address key can be stored for each recruitment instrument. The following recruitment
instruments shall be maintained for Inlogistics.
ID
Name of Recruitment
Medium
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Recruitment
instrument
000000001
National dailies
Press
000000002
Local Dailies
Press
000000003
Regional dailies
Press
000000004
Business Magazines
Press
000000005
000000006
INLOGISTICS Mailer
Job Portals
000000007
000000008
B-Schools
Engineering Colleges
Lotus Notes
Internet (job
portals)
Campus
Campus
instrument
Through
Corporate Communication
INLOGISTICS
Dept,
Website address for various job

portals
B-Schools
Engineering Colleges
The list of institutes for campus recruitment is to be revisited every year on the basis of ranking
done for B-Schools / Engineering Colleges.
The lists of mediums & instrument are to be configured.
Recruitment Administrator shall decide the appropriate recruitment instrument for each vacancy
and then create the advertisement in the system and assign vacancies to each.
Applicant Group
An applicant group is used to group together applicants on the basis of the type of work relationship for
which they have applied. The applicant class is a characteristic of the applicant group. The applicant class
indicates whether the applicant is internal (applicant class P) or external (applicant class AP)
The applicant groups to be used in INLOGISTICS are tabulated as below:
APPLICANT GROUP CODE
(CHAR/1)
1.
2.
3.
4.
5.
6.
7.
8.
9.
A.
APPL.GROUPTEXT (CHAR/20)
Non Officers
Employee Referral
Campus
Employee Ward
Through Consultant
Through Group HR
Internal Employee
External reference
General Applicant
Unsolicited Applicant
APPLICANT CLASS
AP
AP
AP
AP
AP
AP
P
AP
AP
AP
Unsolicited Applicant Group

The unsolicited applicant group will be used to classify the applications received without reference to a
specific vacancy or advertisement.
It is mandatory for an applicant to be assigned either to unsolicited Applicant Group or Advertisement.
CODE
UNSOLICITED APPLICANTGROUP TEXT
ADMINISTRATOR CODE (CHAR/3)
(NUM/3)
(CHAR/20)
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001
002
003
004
HRM HR/IR
HRM HRI
HRM LEGAL
HRM ESTABLISEMENT
RH
Applicant Status:
In the recruitment process, an application is received by the organization. On receipt of the application,
the recruitment officer evaluates it for the suitability at two levels,
Whether the applicant is of interest to the company at all.
If yes, then for which particular vacancy or position he / she are to be processed.
The above situation is reflected in the SAP system by assigning an application status to the application.
All applications received are assigned an application status, for the various stages of processing. There
are two kinds of application status.
Overall Status:
This is the overall status of the application. This overall status reflects the nature of the companys
interest in the application at the global level.
For example, if the status is In Process, the application can be assigned to one or more vacancies,
depending on the suitability of the candidate. If this status is Rejected, the applicant is not suitable for
any vacant position. Only one overall status is maintained in the system per applicant.
Vacancy Status:
The vacancy status monitors the status of the application with respect to each vacancy assignment. This
is the status of the applicant with respect to each vacancy assignment. The applicant may be suitable for
several vacancies in the organization and hence several vacancy statuses may be maintained. The value
of vacancy status depends on Overall status.
For example, If the overall status is Rejected, the vacancy status cannot be In Process
The following status shall be maintained in the system:
Code (1A/N)
1.
2.
3.
4.
5.
6.
7.
8.
Applicant Status Text (20 Char)

In Process
On Hold
Rejected
Selected
Offer letter issued
Offer rejected
Appt. letter issued
To be hired
Applicant Status Reason

Status reason shall be maintained for Application status. Each application status is assigned to related
reasons.
A status reason can be assigned individually to both the overall status and the vacancy assignment status
which is useful to track applications.
Admissible combination of Applicant status to reason shall be maintained. These are as follows:
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Status
1
1
1
1
1
1
1
1
1
1
1
1
2
2
2
2
2
2
2
2
3
3
3
3
3
3
3
3
3
4
6
7
7
8
9
Applicant status
In process
In Process
In process
In process
In process
In process
In process
In process
In process
In process
In process
In process
On Hold
On Hold
On Hold
On Hold
On Hold
On Hold
On Hold
On Hold
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Rejected
Selected
Offer letter issued
Offer declined
Offer declined
Appt. letter issued
To be Hired
SR
01
02
03
04
05
06
07
08
09
11
12
10
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
Status Reason
Under Scrutiny (For internal application)
Initial Data Entry
Finalization of Panel / Schedule of interview
Under Written Test
Under Telephonic Interview
Called for Interview
Entry of assessment form
Medical Test Awaited
Salary negotiation Stage
To offer LOI
To offer appointment letter
To prepare Office Order / Circular
Waitlisted
Not willing to relocate
Freeze on employment
Awaiting business / growth plan
Credentials to be explored
Cancel Written Test
Cancel Telephonic Interview
Cancel Functional Interview
Insufficient skills
Overqualified
Under Qualified
Less Experience
Medically unfit
Not willing to relocate
Unsatisfactory reference check
Salary Mismatch
Offer Rejected by applicant
Selected
Suitable for the position
Less salary
Personal reasons
Offer letter accepted
To be Hired
Applicant Action
The Applicant Action serves as a record of all applicant actions carried out for an applicant.
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The Applicant Actions to be carried out for Inlogistics are as follows:
Code
Applicant Actions
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
17
18
Initial data entry

Call for written test
Reschedule written test
Cancel written test
Call for telephonic interview
Reschedule telephonic interview
Cancel telephonic interview
Call for functional interview
Reschedule functional interview
Cancel functional interview
Applicant appraisal
Select applicant
Put applicant in Panel
Reject applicant
Initiate offer letter
Initiate appointment letter
Prepare for hiring
Offer declined by the applicant
Admissible combination of Applicant status to reason shall be maintained. These are as follows:
Code
Applicant Actions
Code
Applicant status
01
02
03
04
05
06
07
08
09
10
11
12
13
14
15
16
Initial data entry

Cancel written test
Reschedule telephonic interview
Reschedule functional interview
Applicant appraisal
Select applicant
Reject applicant
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1
1
1
2
1
1
2
1
1
2
1
4
1
3
5
7
In process
In process
In process
On Hold
In process
In process
On Hold
In process
In process
On Hold
In process
Selected
In process
Rejected
Offer letter issued
Appt. letter issued
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Code
17
18
Applicant Actions
Prepare for hiring
Offer rejected by the applicant
List of info types for Applicant Actions:

Info Type
4000
4001
Code
8
6
Applicant status
To be hired
Offer rejected
Remarks
4002
Applicant Info type: Serves as a record of all applicant actions carried out for an applicant
Application Infotype: Store information on whether an application was made in response
to an advertisement, or is an unsolicited application
Assign the applicant to a vacancy
4003
4004
Applicant Activities Infotype

Status of Applicant Activity
Applicant Activities
Applicant Activities can be used to enter the activities that have been created for an applicant.
Activities carried out for an applicant within a selection procedure are entered, logged and planned in the
Recruitment system by means of applicant activities.
Action
ACTION
ACTIVIT ACTIVITY
ACTIVITY (LONG)
ID 2
Y CODE (SHORT)
char
01
Initial data entry
001
Initiated
Initiated
02
002
Invite Applicant-WT
Invite applicant for Written
Test
03
003
Intimate
reschedule- Intimate
applicants
WT
regarding reschedule
04
Cancel written test
004
Intimate cancellation- Intimate
applicants
WT
regarding cancellation
05
005
Invite Applicant-TI
Invite
applicant
for
Telephonic Interview
06
Reschedule
telephonic
006
Intimate reschedule-TI Intimate
applicants
interview
07
007
applicants
TI
08
008
Invite Applicant-FI
Invite
applicant
for
Telephonic Interview
09
Reschedule
functional
009
Intimate reschedule-FI Intimate
applicants
interview
10
010
applicants
FI
11
Applicant appraisal
011
Fill applicant appraisal Filling applicant appraisal
form
12
Select applicant
012
App selected
Applicant selected
13
013
App in panel
Applicant in panel
14
Reject applicant
014
App Rejected
Applicant Rejected
15
015
Prepare Offer
Prepare offer letter
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Action
ID 2
char
16
ACTION
ACTIVIT
Y CODE
ACTIVITY
(SHORT)
ACTIVITY (LONG)
016
Prepare App.
17
Prepare for hiring
017
To hire
Prepare
letter
To hire
18
018
Offer rejected
Offer rejected
19
Offer rejected
applicant
Letter of Intent
019
Letter of Intent
Letter of Intent
20
Medical checkup letter
020
Medical Check up
21
Surety Bond
021
Surety Bond
Prepare medical checkup

letter
Surety Bond
22
Trainee Bond
022
Trainee Bond
Trainee Bond
23
Appointment letter
023
Appointment letter
Appointment letter
24
Trainee Induction letter
024
by
the
appointment
1.49.1 Purpose
1.49.2 Process Flow Chart
None

None

S. No
Report required
1
2
3
Total joining (Month and year wise)

Recruitment cost
Recruitment time
4
5
Vacancies
Organization Chart (Department, Unit and
BG wise)
SAP standard report

S_PH9_46000223 - EEs Entered and Left
S_AHR_61015518 - Recruitment Instruments
No SAP standard report available but user can
collect the required data from Applicant Action
info type 4000
S_AHR_61015516 - Vacancies
PPOS_OLD
1.49.6 Explanations of Functions and Events

Same as above
1.49.7 Special Organizational Considerations

Generation of Manpower Plan as a report
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1.49.8 Changes to Existing Organization processes
Applicant Status to be maintained in the system at all points of time
1.49.9 Description of Functional Deficits

Followings are the deficits observed:
Travel reimbursement not captured in SAP standard info type
Details of dependents to be covered under Group medical policy is not captured in SAP
standard

Recruitment will be directly linked with PA module for converting applicants into employees.

S.
No
1
2
5
Object
Object Type
Upload program for uploading specifications details for each position in info
type 1002 against each new subtype created
Letter of intent as per INLOGISTICS format
Appointment letter along with code of conduct as per INLOGISTICS format
LSMW
Script/Smart Form
Script/Smart Form

11. Travel and Expense Management

In this competitive world of business environment, travel is a necessary and expensive part of life. It is not
surprising that in such a tight and unprecedented economy more and more companies are seeking ways
to reduce necessary travel cost. It provides end to end solution for managing business trip. Travel
management becomes efficient in accounting cycle and up to date cost information result in better cash
flow along with faster reimbursement.
Travel Management Process in SAP is to ensure that all the necessary details about a Business trip are
captured to facilitate smooth transactions and avoiding data redundancy and data inaccuracy. Travel
Management process also ensures that necessary information / data needed for other SAP sub-modules
are captured.
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Background:
This process is an integrated management of all processes involved in a business trip and the travel
expenses incurred. The process includes the entire procedure of creating a trip, accounting the travel
expenses and the posting of travel expenses in Financial Accounting (FI) and clearing in controlling (CO).

Process of Business Travel and its Applicability
All the travel requirements of the employees are handled by the Administration departments & Finance
Departments.
Types of travel which are applicable to all the employees as a part of his/her responsibilities are:
a) Domestic Travel
b) Intra City Travel (Local Conveyance by Self Car Booking/Company Car Booking)
c) Field Travel
Request for Domestic Travel
Any employee who has to undertake domestic travel (air/bus/train) as a part his/her official responsibilities
has to fill the Travel Requisition Form (TRF) and forward the same to the Facilities department duly
authorized by the respective Head of the Department. The TRF should be complete with all the details
like details of the travel, details like the location, department, client process, grade etc.
Entitlements:
Boarding & Lodging
a) The boarding & lodging limits, mode of travel, incidental charges and other details as per the company
policy. Actual, over and above the entitlement can be claimed on specific recommendation of HOD.
Subject to approval of CEO
b) Permission for Air Travel /Travel by Taxi or any other economical means may be given by the CEO to
non-eligible personnel if exigency of work justifies the same.
c) The amount towards accommodation will be claimed only on production of bills up to a maximum
mentioned against each category.
d) The amount on accommodation does not include taxes on room rent.
e) All employees should settle their hotel bills prior to checking out.

Business processes of Inlogistics consist of numerous functions which are being mapped in SAP as per
the requirements put forth by Core Team Members.
Features of Travel Management Process at Inlogistics:
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Employee initiates the Travel Request with full details of itinerary (Date of travel, Source /
Destination, Preferred time, Accommodation request, Vehicle request, Travel advance request &
respective Cost Center. Employee can edit / delete the travel requests also.
Travel request is subject to the defined approval-cycle, based on the Business process.
Employees are entitled for per-diem allowance based on the defined trip schema.
Ticket Cost-booking shall be done directly in appropriate GL accounts through the Finance
module.
Ticket Rescheduling / Cancellation process shall be kept outside the preview of SAP Travel
Management.
Some of these functions are addressed by SAP Travel Management and rest, since they are not
addressed by SAP Travel Management are outside the scope of Travel Management implementation.
Precise distribution of the same is described below.
The following processes are considered:
Travel Request for employees of Inlogistics

Travel Expense Reimbursement for employees of Inlogistics
Posting of travel expenses to SAP FI
Workflow processes for travel request and expense approvals
The following processes have not been considered:
Booking of guest house / hotel room, air / train tickets and other services by Travel-desk.
Posting of vendor-invoices. Manual posting to SAP FI would be done.
Posting of travel advance amount. Manual postings to SAP FI would be done.
Travel advance-balance recovery. Manual postings to SAP FI would be done.
Travel Request Process:

Employees are expected to create a travel request through ESS before travelling.
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Request for Car, Tickets,

Accommodation, Special request,
Advance
Notification to travel desk

On approval
Notification to Employee
Travel request
Travel request
By employee
By employee
On rejection
Time, date & destination of travel
Notification to Employee
Trigger
Travel request is raised through Employee self services
Prerequisites
Trip area, Trip activity, Advance, estimated cost, Cost centre.
Travel Expense Reimbursement:

Employees after completing their travel, create travel expense report through Employee self services.
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Trip expenses
Trip expenses
Raised by employee
Raised by employee
Approved
Approved
(Superior)
(Superior)
Y/N
Y/N
Settled
Settled
Trip facts Rejected
Posting to FI/CO
Posting to FI/CO
Trigger
When the employee raises trip expenses after coming from the trip through ESS
Prerequisites
Expenses incurred during travel to have been captured as expense types.
Travel Expense Posting:

The travel expense report on being settled is then sent for posting to financial accounting.
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Employee
Employee
Travel Request
advance
Advance
Advance
Advance
paid
Balance
paid
Travel Expenses
Travel Expenses
Incurred
Incurred
Approval
Approval
Approval
Approval
Settlement
Settlement
Posting to
Posting to
FI / CO
FI / CO
Trigger
After settlement the travel expense are then posted to accounts.
Prerequisites
Settled travel expense report.
Employee
Groupings
All
employee
groups
Activity Types
Reasons
Meetings
Transfer
Domestic
Local (With-in City-Own Car)
Local (With-in City-Company
Car)
Deputation
Training
Others
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Trip Schema
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Expenses
All
employee
groups
Boarding & Lodging(Metro)

Hotel & Accommodation(Metro)
Transport & Conveyance(Metro)
Daily Allowances(Metro)
DA(Metro)
Per Diem (Metro)
Others
Boarding & Lodging(Non-Metro)
Hotel & Accommodation(Non-Metro)
Transport & Conveyance(Non-Metro)
Daily Allowances(Non-Metro)
DA(Non-Metro)
Per Diem (Non-Metro)
Business Process
S.
No
Scenario
1
Eligibilities for Travel
Performed By
R/3
HR
Enterprise Portal
Further Processing
Infotype 17 contains the eligibility
Domestic Travel Request

1
From and To (Dates), Destinations,

Activity Types
Mode of Travel, and timings
Mandatory Fields
Transport Services
A request for Approval to immediate

supervisor is released
Accommodation Services
Submit to Approval
Advance
Approves/Rejects
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Mail to Reporting
Employee
Supervisor
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Request for Modification/Cancellation
Employee
Approves/Rejects
Trip Settlement
Supervisor
Select the travel record and Trip Schema

Enter expense type
Enter amount
Approves/Rejects
Employee
Reporting Boss
Sends to Reporting Boss for approval

Sends to Finance for Approval
Approves/Rejects
Finance
Posts to Finance
Finance
Posts to Finance. Intimates to

employee over mail (Manual)
Mail to Reporting
IF modifications or amount claimed

doesnt supported with bills
Modifies the claim amount and make the
necessary adjustment
1.54.1 Purpose
Online submission of claims and their reimbursement & settlement.
1.54.2 Process Flow Chart

Diagrammatic representation of the process is shown below.
Travel
request
Traveler
Approval
Superior
Completion
of Expense
Report
Traveler
Approval
&settlement of
expenses
Approver
FI/CO
Posting
TRAVEL MANAGEMENT
Payment/ Deduction
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Travel request is an entry scenario of travel management that accompanies the whole process of
company business. It handles the request electronically that can be sent from the SAP system to
the respective superior for approval. Following details are taken care:
o
o
o
o
o
Destination
Date and time of departure
Air Tickets
Rail Tickets
Advance required
Other information
On approval from the superior, the details raised by the employees are sent to the Travel desk for
providing the required services. This travel request in turn generates a unique number called the
Trip Number.
The travel desk gets the bookings done for travel-tickets / accommodation / other travel services
etc, through travel agents. Travel desk to provide unique trip numbers to the travel agents.
The employee collects advance from cash office. Advance requested by the employee is paid
through SAP FI / CO. [This process takes place by posting the advance amount to SAP FI/CO.]
The Travel Expenses function allows the employee to settle the travel expenses incurred during the
business trips efficiently. The expense receipts are entered, checked, and settled centrally by the
Expenses department.
The travelers enter the data themselves with a central monitoring of the trip facts and information.
After the trip has been taken, the traveler completes his or her travel expense report, including all
necessary data and documents.
The travel expense report is sent to the superior for approval, after which the same reaches the
expenses department for settlement with financial accounting.
The expenses department then checks the travel expense report, the original documents and
receipts. The trip is then settled and Travel expense results are then posted and amount is
transferred to financial accounting for final payment.
Reimbursements to employee can take place through SAP FI.
The amount incurred during the trip and the advances raised through travel request are captured in
financial accounting.
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Once the advances are raised through travel request on approval are manually
posted in financial accounting.
The payment of reimbursement amounts to employee can take place through FI.
If a planned trip, for which an advance has been paid, does not take place, or if the
travel expense report for a trip, for which an advance has been paid, is rejected, then
the trip advance has to be cancelled. The trip advance is to be submitted to cash
office by the employee and reversal-entries to be done in FI manually.
To the Travel expense types, wage types are assigned which in turn are linked with
symbolic accounts.
Finally these symbolic accounts are assigned to expense accounts/clearing accounts in financial
accounting.
Any expense which is to be claimed from the employee can be taken care in FI.
Travel Privileges infotype 0017 should be maintained.
Description
Overview of Planned Trips
Cost Assignment for Trip
Trip Receipts
Travel Expense Reporting by Period
Transaction Code
S_AHR_61016288
S_AHR_61016404
S_AHR_61016402
S_AHR_61016408

Travel management is integrated with FICO module in ECC for the claims posting and their
reimbursement.

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S. No
Object
Object Type
1.
Eligibility of travel amount based on Employee Subgroups
2.
Calculation of amount based on the KMs traveled based on the

Employee Subgroups
BADI
Enhancement/User
Exit based on the feasibility
checked in Realization.
BADI
Enhancement/User
Exit based on the feasibility
checked in Realization.
1.57 Authorization
been prepared by Inlogistics core team as applicable.
1.58 Gap Analysis

It can be referred from FRICE.
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11.1.2 General Process Details Employee Self Services
ESS Process
Employee Self Service (ESS) Applications allow employees to view benefits, update personal information,
submit time cards, make vacation requests, and request travel expense reimbursement from their Web
browsers. The ESS Applications free human resources staff to deal with more complex tasks.
ESS is an effective means for providing real-time access and data maintenance capabilities to the source
or owner of the data. It has the ability to offload much of the data entry and related customer service
activities that may be typically performed in an organization's human resources, payroll, benefits and
purchasing departments.
Employees would be able to access the ESS portal from any computer with Internet access and within
Inlogistics through the Inlogistics Intranet.
ESS has to be a single window for employees to get an access to and manage their data in the HR
systems.
General Explanations:
ESS is a user friendly tool to make data access to all the employees based on the level of employees.
The tool reduces some of the cumbersome activities which are to be followed by the Human Resource
Department of an organization, like filling of employee details, maintaining of leave taken and updating
leave balances, sending of pay slip to each and individual employee etc.
Explanations of Functions and Events:

Employees should be able to take care of the following processes/ activities through ESS portal.
1.
2.
3.
4.
5.
6.
View Company related relevant information(Whos Who)

View Personal Information
Leave Management System
Performance Management System(Appraisal Documents)
Training and Event Management System
Travel and Expense Management
Process:
Corporate Information
Management (OM)
View Company related information

Display organizational chart
Personal Information
Management (PA)
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View personal information

View address
View family status
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Time Management (TM)
Performance Management
System (PD)
Training and Event

Management (TEM)
Travel and Expense

Management (TVM)
View bank details

Submit Leave Request
Cancel Leave Request
Display Leave balance
Display availed leave details
Display attendance report
Submit attendance request
Initiation of Performance Objective Setting activity
Selection of Appraisal document
Define and Set objectives in the Appraisal document
Filling of Weightage and Ratings by the employee
Changes in Objectives, Weightage in appraisal document after completion
of one cycle
Tracking the application
Display business event catalog (Training History etc.)
Attendee Booking for the Training event
Cancel Attendance for the Training event
Attendee Appraisal
Travel Request
Travel Expense report creation
Cancellation of Request
Check Request
Changes to Existing Organization processes:
Online viewing of employees own data based on the authorizations.

Online application of Leaves and online approval by supervisor and auto updating of Quota.
Online viewing of organizational information.
Online filling of Appraisal document.
Online booking and tracking of Training events.
Online Travel Request.
Description of Improvements:
Employees can take care of their own day to day transactional work by themselves. The HR departments
are freed up from many of the routine, day-to-day processing functions. Overall, service levels and
efficiency increase and costs per transaction are drastically reduced.
Solution in SAP
All the ESS functionalities required at Inlogistics will be met through the standard Business Package for
Employee Self-Service.
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The Business Package for Employee Self-Service enables employees to create, display, and change their
own HR-related data in the Enterprise Portal. It covers data from various business areas: Working Time,
Employee Search, Personal Information, Performance Management, Travel and Expense Management
and Corporate Information.
This business package is intended for all company employees. By giving your employees access to their
own data, you simplify and standardize human resource processes and free up your HR department for
strategically important tasks.
Leave Management System (LMS)

LMS is an online leave application system through which employees of an enterprise apply for leave
request and do other related functions in Employee self service on web enabled portal.
Leave approval for the applied request takes place by the approver through Managers self service on
web enabled portal.
The Leave Request function comprises the following areas:
Creation of leave request by employee
Forwarding of request to manager for approval
Controlling of deletion and cancellation processes
Status tracking and monitoring
Posting of absences to the backend system
Employees can use the Leave Request service to request both absences (infotype 2001) and
attendances (infotype 2002). This means that employees can also process records of the Attendances
infotype (2002) that have the quality of an absence in your company, such as Comp off etc.
Features
Leave Request:
This Web application provides your employees with many functions to simplify planning and recording
their absences. All functions can be accessed from the homepage of the Web application.
Employees can request leave and other absences and enter notifications of sickness and other
absences that do not require approval.
The Team Calendar enables employees to check their desired periods of leave against other
team members' leave.
The Calendar gives employees a practical three-month overview of their booked and requested
absences.
The Absences Overview enables employees to view their absences and track the status of their
requests.
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Employees can cancel, shorten or lengthen absences. To do this, they select the relevant
absence from the Absences Overview in the Team Calendar or Calendar.
The Time Accounts function provides employees with an overview of their absence entitlements
and attendance approvals. This means that you can check your remaining entitlement before
entering a leave request.
This function also exists as a standalone Web application.
The information displayed in the Team Calendar, Absences Overview, and Time Accounts is only
updated after an employee has submitted a leave request.
Leave Approve/Reject:
This Web application provides HR managers or other authorized persons with all the functions they
require to check and approve leave requests.
This Web application is part of the Business Package for Employee Self-Service since it uses the same
functions as the Employee Self-Service application, Leave Request and cannot be implemented on its
own. However, it is for use in Manager Self-Service.
The worklist provides the approver with a list of all the absences he or she needs to approve. By
selecting an absence, he or she can approve or reject it.
The manager can use the different functions to help him or her determine whether or not the
leave request can be approved.
The Team Calendar enables the manager to check whether the employees absence would
create a bottleneck in his or her team.
The Time Account function provides the manager with an overview of an employee's leave
entitlements and attendance approvals.
After an employee has made changes to an absence, the approver can track the changes made.
The approver can enter a note stating the reason for approving or rejecting a request.
Business Process/Requirements:
Sr.
No.
Business Process
SAP Process
Submit Leave Request on ESS
Standard Process
Leave request to Immediate Boss/Mail Intimation to

Immediate boss
Standard Process
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3
Leave approval/rejection process on the MSS of approver
Standard Process
Cancel Leave Request by User itself on ESS
Standard Process
Mail Intimation to user at the time of leave application

approval
Workflow Process/ Customization in

Workflow
Mail Intimation to user at the time of leave application

rejection
Workflow Process/ Customization in

Workflow
Display Leave balance to user/Approver on ESS/MSS
Standard Process
Display availed leave details to user/Approver on

ESS/MSS
Standard Process
Display attendance report to user on ESS
Standard Process
10
Incorporation of days limit check for different leave types
IMG Customization
11
Facilitate the user to apply for half day leave
IMG Customization
12
Leave data posting
Standard Process/ Background Job

scheduling
Application Date Collision Process:

Collision of leave request dates with another leave dates in case of applied, approved status will not be
taken into consideration. System will consider collision only in case of approved and posted leave
requests and will throw the error.
Assumptions and Considerations:
After successful leave application, the request will be forwarded to immediate boss for approval/rejection.
Relationship A002 in the organizational structure of the enterprise will be taken into consideration by the
standard functionality of the system.
Reporting Requirements for LMS:
S. No
1
Report required
Report for the leave
application status
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SAP standard report

Customized transaction code will be assigned to the standard report
RPTARQDBVIEW.
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Performance Management System (PMS)
The performance management capabilities solution delivered in the SAP ERP Human Capital
Management bring performance feedback processes to life. The solution supports end-to-end processes
that provide transparency and help to communicate the enterprise strategy, align initiatives and goals
throughout the enterprise, analyze performance, and reward the workforce accordingly. The solution is
extremely adaptable, allowing you to custom design both the content of your performance feedback
documents and processes. These essential features give you and your employees a road map to
success, and just as importantly, set the enterprise on a successful course into the future.
Phases in PMS:
During the Planning Phase, goals are established for the company, team and employee
(employee goals: individual and competency and development goals).
The Review Phase consists of reviewing and updating goals.
The Appraisal Phase consists of appraising the individual performance and calibrating the team
performance ratings.
Employee Self-Service PMS:
Online Objective setting and weightage for each objective in the appraisal form.
Self Assessment - Online self review of set objectives by rating each one of them in appraisal
form.
Appraiser Assessment - Online review and modification of objectives by the appraiser.
Reviewer Assessment - Online final review of objectives by the reviewer in appraisal form.
Description of Function:
Each appraisal is created using an appraisal model.
The form of appraisal specifies who is to appraise whom.

The appraisal type. This defines the purpose of the appraisal and for what it will be used (if, for
example, performance or potential is being appraised).
Appraisal criteria: These define the factors to be appraised.
The appraisal scale used for the appraisal model. This specifies the ratings to be used for the
overall result of the current appraisal.
All appraisal criteria can be given individual weightings within an appraisal model.
The overall result of these individual results is calculated in the appraisal model on the basis of
the information stored on the appraisal scale, weighting etc.
Benefits of online PMS:
Creation of transparency via transformation of person-related data into strategic knowledge of

employee potential throughout the company.
Involvement of managers and employees via structured and process-guided Self-Services
Increase of employee motivation by showing development potential
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Integration: Usage of already existing data in SAP to enable integrated management processes.
Removal of paper & excel via an integrated system.
Simplification: User friendly, intuitive user interfaces enable access to the data for employees and
managers.
12. General Process Details Manager Self Service

MSS Process
General Explanations:
Managers need to view many kind of data based on their day to day activities like subordinates leave
request, Managers personal data and many more data related to their own department. MSS enables
managers to easily access Managers data under their department based on the role of the manager.
Explanations of Functions and Events:
Managers Self Service (MSS) Applications allow managers to view personal information, approve time
cards, vacation requests, training, sourcing, employee appraisals etc. from their Web browsers. The MSS
Application helps the Managers to take care of various approvals and view records of Manager who
report to them in a very convenient manner.
MSS is an effective means for providing real-time data to the managers. Managers would be able to
access the MSS portal from any computer with Internet access and within Inlogistics through the
Inlogistics Intranet.
MSS has to be a single window for managers to get an access to and manage the data of their Manager
in the HR systems strongly supported by workflows.
Process:
HR Process / Area
Time and Attendance
Description
Allow
managers
to
display
attendance
information
for
the
Manager in their area of
responsibilities
Employee Review
Allow
managers
to
display
different
employee data
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Manager Self Service

Team Calendar
Approve OD
Approving Leave Requests
Attendance Overview
Reminder of Dates
Absence Days
Detail View Attendances
General Data
Absence Days
Personal Data
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HR Process / Area
Travel and Expenses
Description
Allow
managers
to
display
Travel request related
information
in
their
areas of responsibility
Manager Self Service

Emergency Contact
Appraisals
Qualifications
Appraisal Overview
Edit Appraisals
Approval/Cancellation of travel request
Approval/Cancellation of travel expense
summary sheet
View history
Changes to Existing Organization processes:
Online viewing of Managers own data and other Managers data based on the employee level
Online application of Leaves and online approval by supervisor and auto updating of Quota
Online appraisal
Online viewing of organizational information
Online approval/cancellation of travel request
Description of Improvements:
Manager can take care of their own day to day transactional work by themselves. The HR departments
are freed up from many of the routine, day-to-day processing functions. Overall, service levels and
efficiency increase and costs per transaction are drastically reduced.
Solution in SAP
All the MSS functionalities required at Inlogistics will be met through the standard Business Package for
Managers Self-Service.
The Business Package for Managers Self-Service enables Manager to create, display and change their
own HR-related data in the Enterprise Portal. It covers data from various business areas: Working Time,
Employee Search, Personal Information, Travel and Expenses and Corporate Information.
This business package is intended for all company Manager. By giving your Manager access to their own
data, you simplify and standardize human resource processes and free up your HR department for
strategically important tasks.
13. Reports Mapping
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14. List of New Development/ Enhancements
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Innovative B2B Logistics Solutions Ltd

Business Blue Print

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Innovative B2B Logistics Solutions Ltd

PMO Approval By:

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Brief Description of Change

Innovative B2B Logistics Solutions Ltd

Innovative B2B Logistics Solutions Ltd

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Innovative B2B Logistics Solutions Ltd

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Innovative B2B Logistics Solutions Ltd

2. Introduction to HR module in SAP

Streamline the processes related to HR.

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Innovative B2B Logistics Solutions Ltd

Describes general attributes, used commonly by all other

Defines the company structure with respect to Human

Organizational Management is based on the concept

A central and constantly accessible administration for

Enables to define a recruitment procedure that suits the

Provides the organisation effective systems to

Training & Event Management

Defines the organized approach for planning &

Performs all human resources processes involving the

Determines the wages and salaries

Employee Self Service functionality

Managers Self Service functionality

12. Report Mapping

Mapping of current reports of Inlogistics with the SAP

13. List of new development

Provides a comprehensive list of all the major

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Innovative B2B Logistics Solutions Ltd

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Innovative B2B Logistics Solutions Ltd

4. General Process Details Personal Administration

Current Business Process

Explanations of Functions and Events

1.1.2 Business Requirements - Hiring - Employee / Applicant

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1.1.3 Solution in SAP

Info types to be maintained

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Updating the Personnel No.

Relevant data (HR &

Changes to Existing Organization processes

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1.1.4 Integration considerations

1.1.5 Authorization Requirements

1.1.6 File Conversion / Interface Considerations

1.2.1 Business Process

1.2.2 Business Requirements