INDEX

SPX - HR RELATED QUESTIONS 2

ORGANIZATIONAL MANAGEMENT 2
ORGANIZATIONAL UNITS 2
JOBS 3
POSITIONS 3
TASKS 3
PERSONNEL MANAGEMENT 4
PERSONNEL AREA 4
PERSONNEL SUB AREA 5
EMPLOYEE GROUP 5
EMPLOYEE SUBGROUP 5
PAYROLL AREA 6
GENERAL SETTINGS 6
MASTER DATA 6
PERSONAL DATA 7
ADDRESSES 7
BANK DETAILS 7
FAMILY/RELATES PERSONS 8
EDUCATION AND TRAINING 8
OTHER/PREVIOUS EMPLOYERS 8
COMMUNICATIONS DATA 8
PLANNED WORKING TIME 9
PERSONNEL TIME MANAGEMENT 9
WORK SCHEDULES 9
PERSONNEL TIME SPECIFICATIONS ADMINISTRATION 9
PERSONNEL TIME RECORDING SUBSYSTEM 11
BUSINESS PROCESSES 11
PERSONNEL ACTIONS 11
PERSONNEL TIME MANAGEMENT 12
ENTRY OF PERSONNEL TIME SPECIFICATIONS - ACTUAL 12
OVER TIME 13
Interface Related 14
SPX - HR Related Questions

Organizational Management

Organizational Units

Questions:

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

(Reporting Hierarchy).

A:

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

their org chart?

A:

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

A:

Q: 4) Does your company have different locations (e.g., individual departments are
located externally)? Alternatively, do any of your employees work on external
work places? Then you need address information for the correspondence.

A:

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

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

A:

Q: 6) Are there any organizational units and positions within your organizational
plan, which are not part of the normal reporting hierarchy (staff) and which report
directly to higher organizational units or positions?

A:

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

Jobs
Questions:

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

A:

Q: 2) Define and document job codes.

A:

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

Positions
Questions:

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

manager).

A:

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

A:

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

you set up every unoccupied position to vacant?

A:
Q: 4) Do you maintain employee group and employee subgroup information on
positions within your organizational plan?

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

A:

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

A:

Q: 2) Provide a list of your company's tasks (e.g. administration tasks, HR tasks). In

case you are using tasks for your job descriptions.

A:

Q: 3) If your organization plans to use tasks, identify any groups of tasks that are
routinely performed together, so that they can catalogued as a task group.

A:

Personnel Management
Questions:

Q: How many personnel areas are there?

Explanation: Typically, an organization must divide its employees for various reasons,
e.g. administration, personnel records access and reporting. You can make this separation
at both the enterprise structure (e.g. geographic, functional) and the personnel structure
(e.g. different categories of employees) levels. This must be considered in reference to
the financial/costing (FI/CO) structures.

A:
Q: 2) Describe the structure of your organization. Consider countries, locations, legal
entities, payrolls, union/agreements etc.

Personnel Area
Questions:

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

areas and sub areas. Consider selection criterion for reporting,

A:
Q: 2) Within each legal entity, divide your workforce into logical groups (personnel
areas) which used primarily for reporting and authorizations.

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

Personnel Sub Area

Questions:

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

Explanation: The employees in each personnel sub area will typically share the same
public holiday calendar, payroll and time-related rules. Personnel subareas are designed
and divided on the aspects of time management, criteria of evaluations, specific wage
types and legal person requirements.

A:

Employee Group
Questions:

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

Explanation: Employee groups allow you to divide employees into different categories.
Employee groups used to generate default data for payroll accounting serve as
selection criteria for reporting and constitute an authorization check.

A:

Employee Subgroup
Questions:

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

Explanation: Employee subgroups also allow you to divide employees into different
categories. (E.g. Active, Permanent, Part Time). Employee subgroups also
used to determine security access and selection criteria for reporting. In addition, these
employee combinations will typically share the same payroll, benefits and time-
related rules. Collective agreement provisions, appraisal criteria, frequency of payment,
are additional aspects considered for creating employee subgroups.
List the employee subgroups that your company uses.

A:
Q: 2) For which parts of your organization should integration of organization
management and personnel administration (PA) apply?
Explanation: Divide further to your workforce into logical groups (e.g. divisions,
departments, sections) and to produce organizational charts, you need to integrate
organization management with personnel administration. For which parts of your
organization should integration apply?

A:

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

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

A:

Payroll Area
Questions:

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

Explanation: Typically, Payroll Accounting Areas used to divide the workforce into
logical groups of employees. These groups are based on payroll frequency, start date of
the payroll run and, sometimes, geographical locations and security access. Which
Payroll Accounting Areas need to be set up for your organization? Note: It is possible
to assign employees to "non-payroll- relevant" Payroll Accounting Areas

A:

General Settings
Questions:

Q: What are the ’s Holiday Calendars?

A:

Master Data
Questions:

Q: 1) Do you want to assign your own employee numbers or have the system
generate them for you? SAP recommends the use of system generated employee
numbers after the initial data conversion.

A:

Q: 2) With the use of third-party archiving systems, SAP allows you to store
documents (e.g. photographs, resumes, position description forms) for employee level. If
you are using this facility, which documents will be stored?

A:

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

A:

Personal Data
Questions:

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

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

A:

Q: 2) When recording employee details, which other particulars (e.g. marital status,
nationality) do you wish to record?

A.

Addresses
Questions:

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

A:

Bank Details
Questions:

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

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

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

A:
Family/Relates Persons
Questions:

Q: 1) What relationships with other persons do you wish to maintain for your
employees (e.g.Spouse, Child, Guardian, Emergency Contact, and Friend)?

A:

Education and Training

Questions:

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

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

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

A:

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

recorded against employees.

A:

Communications Data
Questions:

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

Explanation: You may record user identification numbers for various electronic media
(e.g. internet, fax) or Company Credit Card numbers against each of your employees.

A:

Planned Working Time

Questions:

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

A:
Personnel Time Management

Work Schedules
Questions:

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

A:

Q: 2) Name your shifts.

Information: For each group of employees, the time management requirements are based
on certain expectations. These expectations must define in the form of work
schedules for each of the groups of employees. This includes the description of
possible deviations from these expectations

A:

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

A:

Q: 4) Describe the daily shifts. Specify start and end times, planned working hours
and breaks for each of these daily shifts. How do public holidays affect these daily shifts?

A:

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

A:

Personnel Time Specifications Administration

Questions:

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

A:

Q: 2) please, describe the process of sickness and recovery notification and indicate
which information is provided and how.

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

A:

Q: 4) You must identify rules and policies, as they determine the kind of time data
you collect. What kind of data is collected? For example, do you need to record
attendances, absences, the time of day, and elapsed times?

A:

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

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

A:

Q: 6) Describe the different types of availability/on-call duties used in your company

(such as on-call for maintenance, on-call for emergencies).

A:

Q: 7) describe the different types of attendances and absences used in your company
(such as vacation, sick, business meeting).

A:

Q: 8) For each attendance and absence, identify the amount and unit of time that can
taken. Do you have attendances or absences of less than one day, one full day, or longer
than one day (up to a specified maximum)?

A:

Q: 09) There are various priorities for different attendances and absences. Therefore,
you must set the reaction for an overlap (for example if an employee gets sick on
vacation). How do you handle an overlap between attendances and absences?

A:

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

A:

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

A
Personnel Time Recording Subsystem
Questions:

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

characteristics (interfaces to subsystems, direct entry, etc.).

A:

Q: 2) What kind of time events do you use (for example, clock-in, clock-out, start of
break, end of break, start of off-site work, end of off-site work, etc.)?

A:

Business Processes

Personnel Actions

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

A:

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

A:

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

A:

Q: 4) Which Personnel Actions set what status?

Explanation: All employee records must have an employee status (i.e. terminated, active,
inactive, and retired). Personnel Actions are used to record an employee status
wherever necessary (e.g., Hiring sets status to Active). Wherever necessary, which
Personnel Actions set what status?

A:

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

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

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

maintain Personnel Actions (e.g. different countries). This accomplished by defining user
groups, which display different sets of info types (Info groups).

A:

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

Explanation: SAP has the facility to combine the hiring and termination actions when
transferring employees between countries.

A:

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

A:

Personnel Time Management

Entry of Personnel Time Specifications - Actual

Questions:

Q: 1) How should attendances and absences is recorded?

A:

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

vacation, sick leave, etc.)?

A:
Q: 3) How do you handle the situation of incomplete pair formation? For example,
No clock-in: Error No clock-out: Error and/or no clock-out: Delimit time pair with end
of planned work time

A:

Q: 4) How do you handle situations where time data overlaps, e.g., differences
between recorded absences and time events; doctor's visited and overtime on the same
day?
A:

Q: 5) How do you handle situations affecting the day in general, e.g., an employee is
at work on a day off, no time data on a workday, vacation on a public holiday?

A:

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

A:

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

hours, overtime, public holidays, hours worked on a public holiday?

A:

Over Time

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

A:

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

A:

Q: 3) How do you calculate overtime hours?

A:

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

A:

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

compensatory time, mixed forms of compensation)

A:

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

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

A:

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

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

[ ] Overtime included in agreement w/o specified number of hrs
[ ] Separate portion of salary with specified number of hrs
[ ] Separate portion of salary with specified amount

Q: 9) How is your time-related data (overtime, bonus for nighttime work,) entered
into the payroll run and how does it become time wage types?

A:

Interface Related
Assuming that payroll is not processed within SAP the following questions can be asked
to the client:

Q1.What is the data relevant for payroll processing which needs to be transferred to
the Non-SAP system?
A:

Q2.What is the frequency and schedule of transferring this data to Non-SAP system?
A:

Q3.Describe the SAP objects involved in the process both Standard and Custom.
A:

Q4.How is the data file created? What is the format used for the same?
A:

Q5.How is the data file transferred from SAP to Non-SAP system? On disc for
through a secured channel?
A:
Q6.Is the Non-SAP system centrally processes all SAP locations for payroll to be
run?
A:

Q7.Since this file would contain the employee related sensitive data, is the data file
encrypted?
A:

Q8.If yes, what is the tool used for the encryption or is it manually done?
A:

Q9.After the payroll is processed in the Non-SAP system are there any data which is
transferred to SAP system?
A:

Q10.If yes, how is the data loaded into the SAP system?
A:

Q11.What are the payroll forms or reports or tax statements which employees access
through data in SAP system?
A: