TABLE OF CONTENTS

1. BLUEPRINT AGREEMENT .............................................................................................. 3

2. LEGEND: .......................................................................................................................... 4
3. ENTERPRICE STRUCTURE: ........................................................................................... 5
3.1 Client ...................................................................................................................... 5
3.2 Company ................................................................................................................ 5
3.3 Personnel Area ....................................................................................................... 5
3.4 Personnel Sub Area ................................................................................................ 5
3.5 PERSONNEL ADMINISTRATION: ......................................................................... 6
Employee Group ............................................................................................................ 6
Employee Subgroup ...................................................................................................... 6
4. ORGANIZATIONAL MANAGEMEnt: ................................................................................. 7
5. TIME MANAGEMENT: ...................................................................................................... 8
AS IS PROCESS TO BE................................................................................................ 8
AND FOR THE OVER TIME THE PROCESS WAS ....................................................... 9
TIME RECORDING FOR OVER TIME PROCESS (TO – BE)...................................... 11
6. PAYROLL: ..................................................................................................................... 14
6.1 Simulation Payroll: ................................................................................................ 17
6.2 Releasing Payroll: ................................................................................................. 17
6.3 Performing a Payroll Correction Run: .................................................................... 17
6.4 Exiting Payroll: ...................................................................................................... 17
7. TRAVEL MANAGEMENT: ........................................................................................... 18
8. TALENT MANAGEMENT: ............................................................................................... 19
8.1 TALENT MANAGEMENT PROCESS (TO-BE) ..................................................... 21
9. PERSONNEL COST PLAINING:..................................................................................... 22

1
BYCO PETROLEUM PAKISTAN LTD

BUSINESS BLUE PRINT

HUMAN RESOURCE MANAGEMENT

HR PROCESSES

2
1. BLUEPRINT AGREEMENT
Signing this document records your agreement to the contents of the Business Blueprint, and
confirms that the remainder of the project can proceed.

Reviewed and Approved by ;

Name Company Position Date Signature

Prepared / Verified by :

Name Position Date Signature

xxxxx Project Manager

Module Consultant Lead/Associate

3
2. LEGEND:

Process Activity
Related to other
Module Decision

Preparation Process Start / Process End

Activity step
Document

Continuation of the process

System map to a different page

Decision step
supported by Report or document
information in SAP generated from SAP.
(normally not in
Hardcopy).

Performed This indicates that there is

automatically by SAP. an entry or change required
(Blue dotted outline) to be made in SAP

4
3. ENTERPRICE STRUCTURE:
Enterprise Structure is either for a company code or for a corporate group grouping on an
enterprise level. The enterprise structure for personnel administration is determined by the
following elements:

3.1 Client
It can either be valid for a company code at the smallest level or for the entire corporate
group.

3.2 Company
It is defined in accounting. Legally required financial statements such as balance sheets and
profit and loss statements are created at the company code level.

3.3 Personnel Area

It is used exclusively in Personnel Administration and is unique within a client. Each
personnel area must be assigned to a company code.

3.4 Personnel Sub Area

Personnel subareas are a subdivision of the personnel area. Organizational control of the
main HR subareas, namely the pay scale and wage type structures and work schedule
planning, takes place at the personnel subarea level.

Byco is Pakistan’s emerging Energy Company engaged in the businesses of oil refining,
petroleum marketing, chemicals manufacturing and petroleum logistics.

BYCO INDUSTRIES INCORPORATED

Client

Personnel Area
MARUITIUS PAKISTAN UAE

Personnel Subarea
PORT LOUIS ABU DHABI

KARACHI ISLAMABAD LAHOR MULTAN

E

5
3.5 PERSONNEL ADMINISTRATION:
For administrative purposes, the employees in an enterprise are divided into two levels. The
highest level is an employee group, the second, an employee subgroup. These levels are
subject to authorization checks, to define remuneration levels or different work schedules.

Employee Group
It is a general division of employees. The employee group defines the relationship between
an employee and the contribution the employee makes to the company in terms of work.

Employee Subgroup
It is a fine division of employee groups according to the position of employees.

Employee group Active De-Active Trainee

Top Management Top Admin

Emp.Subgroup
Management

Manager Manager Labor

Admin Admin Technician

Technician Labor

Labor Technician

6
4. ORGANIZATIONAL MANAGEMENT:
Byco organizational structure has been designed to drive business performance
through business units and support divisions.

Byco has two wings:

 Supervisory Secretariat, Headed by Group Chairman
 Corporate Secretariat, Headed by Group CEO

Supervisory Secretariat comprises of following support divisions.

 Audit
 Services
 Strategy

Corporate Secretariat structure comprises of following business units and support

divisions.
 Chemical Manufacturing Business
 Infrastructure and Logistics Business
 Oil Refining Business
 Petroleum Marketing Business

These businesses are backed by the support function of:

 Administration and Human Resource
 Commercial
 Management Applications and Systems
 Technical
 Finance

7
5. TIME MANAGEMENT:
Before the implementation of SAP, the business process time management functions are not
implemented with one another.

AS IS PROCESS TO BE

8
AND FOR THE OVER TIME THE PROCESS WAS

After implementing SAP time management module processes are divided into component
and are integrated with one another and the company personnel sub areas with respect to
code id.

Time management is processed in following components.

1. Daily Work schedule.

2. Time recording.
3. Absences.
4. Absence Quota.
5. Attendances.
6. Holidays.

9
1. DAILY WORK SCHEDULE:

The Work Schedule is an essential element of Human Resources. Work schedule will be
defined to every employee according to

The Daily Work Schedule is to be configured as follows to suit the requirement for different
employees

DAILY WORK SCHEDULES

ID PERSONNEL AREA WORKING TIME BREAK No. of Day Off

W/Days
0001 Karachi office 08:00  17:00 1 hour from 5 Days Friday&
13;0014:00 Saturday
0002 Islamabad 07:00  16:00 1 hour from 6 Days Friday
12;0013:00
0003 Multan 08:00 16:00 1 hour from 5 Days Friday &
13;0014:00 Saturday

2. TIME RECORDING:

 BYCO will use “Negative time management”.

 Clock in and out will be recorded and uploaded on SAP system on daily bases by
“Customized program” to upload the time event.
 Attendances and absences will be recorded automatically by time administrator on the
system.
 15 minutes will be tolerance for clock in, and after that and any other absence over
tolerance will be deducted from salary automatically.

10
 TIME RECORDING FOR OVER TIME PROCESS (TO – BE)

3. ABSENCES:
Absences include all Leave types prevalent in BYCO. These leave types are defined as
leaves with Absence Quotas. Accordingly, all Absence Types and Absence Rules carried at
BYCO are shown below.

ABSENCE TYPES
Absence Type Paid / Unpaid Calendar / Full day / < Day
Absence*
Annual Leave Paid Calendar Full day
Sick Leave 100% Paid 30 days Calendar Full day
75% Paid 60 days
Unpaid 30 days
Marriage Leave Paid Absence days Full day
Unpaid Leave Unpaid(*) Calendar Full day
Child Birth Paid Absence days Full day
Hajj leave Paid Calendar Full day
Child birth Paid Absence days Full day
Death Leave Paid Absence days Full day
Exams Leave Paid Absence days Full day

11
4. ABSENCE QUOTA:

Accordingly, Absence Quota for BYCO is elaborated in the following Table.

ABSENCE QUOTAS TYPES

Quota Type Balance Accrued Unit Deduction Period Validity
Period
Annual Leave Employees 30 days,42 No Days One year 1 Year
days for labors and
technicians after 2
working years ,(30 days
for more 5 working
years ) per year
Sick Leave 100% Paid 30 days No Days One year 1 Year
75% Paid 60 days
Unpaid 30 days
Marriage Leave 3 Days No Days One Year Unlimited
Child Birth 1 day No Days One year Peer need
Hajj Leave 10 days after 2 working No Days One year 1 Year
years
Death Leave 3 days No Days One year Per need

5. ATTENDENCES:
When an employee is not at his or her Normal Workplace, but nonetheless is still working
for the enterprise for example business trip, attendance is created. Attendances are divided
into various an attendance types as follows.

ATTENDANCE TYPES
Attendance Type Condition
Meeting Part of the day
Business Trip Open number of days
Training Open number of days
Mission Open number of days
Permission Part of the day
Other Open number of days

12
6. HOLIDAYS:
The Public Holiday Calendar has a central role to play in the scheduling process as well as
in generating Monthly Work Schedules and for Payroll. Public holiday Calendars are defined
at the personnel sub area level to accommodate location specific holidays.

Holiday calendar would have to be created at the beginning of the each Calendar Year and
the Work Schedule would have to be generated accordingly.

PUBLIC HOLIDAY CALENDAR

Holiday Date Fixed / Movable

National day 23/09 Fixed
Eid ul fitr 4 days starting from last day for 07/08/2018 Movable
Ramadan 08/08/2018
09/08/2018
10/08/2018

EidAdha4 days starting from Arafa day 14/10/2018 Movable

15/10/2018
16/10/2018
17/10/2018
18/10/2018

ON SAP IT WILL BE PROCESSED AS (TO – BE)

13
6. PAYROLL:
 Before implementation payroll activity at BYCO is done by the BII payroll department
along with HR and Finance. The payroll department performs all the payroll
calculations based on the inputs given by HR.
 Employee increment maintained using Manual procedure.
 In BYCO, payroll run takes place at a specific point in time, not only to calculate an
employee’s basic remuneration but also any special payments, overtime payments
that must be effected for the period in question.
 Income Tax slabs and its calculations takes places manually and all the deduction
takes place manually.
 Payroll take place on 1st to 30th of every month

14
  Information will be given to bank by every month 2 days before salary transaction
take place. Salary transaction will happen on 1st of every month.

(AS-IS) PROCESS OF PAYROLL

15
TO – BE PROCESS WILL BE

TO BE PROCESS DESCRIPTION:

The payroll program is run at a specific point in time, not only to calculate an employee’s
basic remuneration but also any special payments, overtime payments or bonuses that must
be effected for the period in question.

Fuel and mobile policy incorporated in internal table. Monthly fuel and mobile allowance
maintenance in customized screen. Retroactive accounting option will be enable for
maintaining the previous payroll period adjustments.

16
6.1 Simulation Payroll:
Payroll administrator runs payroll program in simulation run (test run) and checks the payroll
result before actual run. HR department will run this process to check the correctness of
master data and payroll run. Payroll result for this action is not stored anywhere and it can
only be viewed for the checking purpose.

6.2 Releasing Payroll:

The payroll administrator (Centralized or plant wise) will release the payroll area before
running the actual payroll. When the payroll area is released for processing, two activities
are carried out by the system as below:

 Master data in that particular payroll area is ‘locked’ to prevent the error during
payroll run by not allowing any user to update or alter any master data while
running the payroll
 The system purposes the next payroll period for processing. The control record
maintains information of the last payroll period that has been processed by the
user.

6.3 Performing a Payroll Correction Run:

The payroll administrator will set the payroll accounting area to ‘Correction’ mode when
corrections need to be carried out in the master data of employee (Technical or Omissions).
This releases the ‘LOCK’ on employee records.

6.4 Exiting Payroll:

This is the final process to end the payroll run for the current month. The system will not
allow the payroll users to exit the processing as long as any employee (in the payroll area)
still has an error in processing. Once this operation is done you can’t rerun the original
payroll for that current months which accounts in that months, so this needs to be handled
very carefully only by Payroll Administrator.

17
7. TRAVEL MANAGEMENT:
Travel management in HUMAN RESOURCE PLANNING lies in the area of employee
travelling expense of business trip, time spends at this trip. SAP at BYCO was implemented
at 2004 before the implementation it as is process are not integrated with each other all was
entered manually in the system.

AS-IS PROCESS FOR TRAVEL MANAGEMENT

After implementing SAP the process are integrated to handle employee’s trips in an
organization. It provides integrated functions such as trip planning, trip creation, trip
approval, trip settlement, settlement of travel expenses & expense reimbursement etc.

SAP Travel Management is integrated with two important SAP module Financials (SAP
FICO) and SAP Human Capital Management (SAP HCM).

18
TRAVEL MANAGEMENT PROCESS TO-BE

8. TALENT MANAGEMENT:
Training Needs Analysis (TNA) is the process in which the company identifies training and
development needs of its employees so that they can do their job effectively. It involves a
complete analysis of training needs required at various levels of the organization. Hence the
company growth rate depends on employee training and development. BYCO provides basic
training for employee to get to their jobs and help them to achieve their goals and personnel
development lies in the same module of talent management

19
AS IS PROCESS OF BYCO

SAP Success Factors Talent Management provides a solution for Training and Development
and personnel development both transparent view on your workforce and supports you
throughout all phases along the employee life-cycle, enabling you to align your employees
with your company goals from on boarding to retirement, to attract talents, build
competencies, plan succession and ensure a performance-based compensation.

The process of Talent Management has these following elements

 Recruiting
 On boarding
 Learning at your Company
 Performance and goals
 Compensation
 Co operation and networking

20
8.1 TALENT MANAGEMENT PROCESS (TO-BE)

1. Starting from maintaining the Training and Event Catalogue which will be divided
based on business area covered by training.

2. Determining which resources are needed by each training/event.

3. Scheduling actual training/event dates along with reserving the required recourses
for the whole period of the training/event.

4. Selecting and booking attendees with a variety of attendee types.

5. Following-up business event through appraisal creation and business event

feedback.

6. Posting event cost to finance.

All are explained simply by the following diagram:

21
9. PERSONNEL COST PLAINING:
Before the implementation of SAP, budgeting is done by the HR manager by his own All the
process is done according to the renewal create by the employees their sincerity to their
work.

After the implementation of SAP personnel development solution it focuses on all a

company’s personnel costs, wages, salaries, and employer contributions to social insurance,
for example. This component enables you to determine current personnel costs as well as
experiment with and project future costs. You can also work with costs that are not directly
personnel related. You can, for example, calculate education and training costs as well as
the cost of providing leisure activities for employees.

TO – BE PROCESS

22