ERP Implementation ROP circles HCM Module

Pre Go Live

HRMS Data updation: PA employee, Bank details including IFSC, INLK (Deduction & Earning)
data, Loans and advance IT045, House Accommodation IT0581 updated by SSA/Circle Yes/No

Training
Sl.
No.

Type of training

Template filling training to Circle

Trainers by ALTTC
R3 (End user training) to Circle
trainers by ALTTC
Template filling training to SPOCs by
Circle Trainers
R3 (End user training) to HR, Leave
& Payroll administrator of each
SPOC by Circle trainers

2
3
4

No. of
employees to
be trained

No. of
employees
already trained

Remarks

100 %
100 %
100 %
100 %

Go-Live Critical templates readiness: 100% data as per Annexure (Go Live Critical) is required for
Go live.

L1 team at Circle - Formation and functioning Yes / No

Annexure- Go live Critical Templates

Sl. Name of template
No.

Type of
template

1
2
3

HCM07_Medical Hospital
HCM09_Org Unit
HCM10_Position

Master
Master
Master

HCM12_PA employee
data_file-1

Master

5
6

HCM13_PA Work Area

HCM15_Bank Details
IT0009
HCM17_GSLIS
HCM18_MDM Payroll
HCM20_Work Schedule
Data Collection
HCM23_HCM OM PA
TM
HCM24_Pay Roll
HCM27_House
Accommodation Data
IT0581
HCM28_INLK
(Deductions & Earning)
Data

Master
Master

HCM29_Loans &
Advances IT045
Misc Payroll data.

Transactional

SAP User Creation

Template

User
Creation

7
8
9
10
11
12

13

14
15
16

Master
Master
Master
R&A

Specific focus areas

Total No.
of
templates
(No. of
SPOCs)

No. of
templates
filled

Unique Org ID
Unique Position ID, Position wise
correct Job ID at lease up to
executive level, Al least one cost
centre with each position, HRMS
no against each primary & look
after, S-IFA Relationship
Work area details as per
Template HCM13_PA Work
Area
Date Specifications (IT0041):
Appointment/Retirement/start of
pension (for absorbed employee
only) date against each HRMS
No.
IT0006: Permanent address for
each HRMS No.
IT0185: PAN No. & TAN No.
for each HRMS No.
IFSC code is necessary for each
HRMS No.
TAN no. of Circle

PPOSE should be given to all

executives.

R&A
Transactional

Transactional

Transactional

HRMS extracted data to be verified

by Circle as in various transfer in
cases, data is not available in
HRMS for full F/Y.
HRMS extracted data verification
from trial balance
HRMS extracted data to be verified
by SSA/Circle.
R3+ESS (Dialogue) type user
creation for all executives.

Note: R & A means Role and Authorization

ESS means Employee Self Service

 Post Go Live
Sl.
No.
1
2
3
4
5
6

Item
Loading of all 17 templates in production.
CSC must be fully functional with proper staffing and ensuring proper coordination between CSC and SSAs
Verification of roles assigned to users (Pay, Time, HR Administrator) in
PRD system by all SSAs by T Code - SU01D
Convey of user ID & password to all executives
Hierarchy checking up to executive level by all SSAs by T-code PPOSE
& Correction by PO10 & PO13
Sample verification of employee salary from HRMS and simulated
payroll in SAP for various types of cases (One from each group GPF
(CDA/IDA)/EPF/ House Loan/GPF Loan/perquisite, HRA, Transport
(CDA/IDA) from HRMS last pay salary slip and simulated payroll in
SAP.
Temporary advance:
A IFA mapping of all SSA heads (PO13)
B Object Characteristic maintenance of all approvers (other than
GMTD/PGMTD/CGM) (PO10)
C Exception table Maintenance of Business area & Company code in
case
of
advance
approval
by
authority
other
than
GMTD/PGMTD/CGM. (FICO ZFI069_1_6)
D Authorisation to Temp advance initiator Employee (ZFI_TEMP_ADV
Role) by SU01D
E Availability of Employee vendor with current account details for all
with payment mode T using (FICO-XK03)
A Availability of details like Position IDs, Org ID, JOB id, cost centre,
employee vendor details, Salary account details (IT0009) along with
PERNER No., PSA and designation in Excel sheet from SAP (the list
will be provided by core team/HCL)
B Matching the count of employees in each SSA / Circle office and
preparing a list of missing employees and corrective action thereof.
SAP (the list will be provided by core team/HCL)
C Matching the count of DE and above level employees in each SSA /
Circle office and preparing a list of missing employees and corrective
action thereof.
D Maintenance of correct Position IDs, Org ID, JOB id & cost centre.
There should not be any default or missing value. (PO10, PO13)
E Maintenance of correct Employee vendor details, Salary account
details (IT0009). There should not be any default or missing value for
all employees with payment mode T (PA30, FK03 & XK03)
HR activities: HR admin of all units to run the following process

before payroll every month for correct salary process:A List of Retiring / Voluntary retiring/deputation out (with & without
Pay)/Repatriated/ suspended /Dias non employees.
B Separation action for employees going to be retired /voluntary

retired/repatriated.

Yes /
No

Remarks

C Transfer out and relieving action.

D Deputation out process.
E Joining Action for transfer in Cases from SAP area.
F Appointment, Pre go live and Go live action should be run for NonSAP transfer in Cases.
G Suspension action
H Dias Non action
10

Payroll activity: Payroll admin of all SSA/Circle office units to run

the following process before payroll every month for correct salary
process:A Increment program to be run on before 20th of every month
B List of Retiring / Voluntary retiring/deputation out (with & without
Pay)/Repatriated/absconded/suspended /Dias non employees.
C SSA DDO has to ensure proper salary for above cases also and if
required PERNERS to be locked.
D GSLI payments to be ensured for deputation out (without salary)
absconded/suspended /Dias non (full month) employees. After

payment, create the loan for GSLI in IT0045.

E Off cycle payment processing has to be run, create posting and

11

send the Run ID for generating bank file to CSC cell through
Mail. CSC in turn should generate the bank file and if any issue is
there for any Run ID, it should be intimated to SSAs as well as
L1 team at circle.
F Interest Loan to be created in next month of Go-Live for loans
completed in month just prior to Go-Live.
Simulation of salary and its comparison with HRMS last months
salary for the first month

The transactions data with respect to Leave, Medical advance & GPF during black out period should
be maintained in excel sheets for uploading in PRD system Yes / No

Training
Sl.
No.

Type of training

R3 (End user training) to all

executives by Circle trainers
ESS training to Circle trainers by
ALTTC
ESS training to SSA trainers by
Circle Trainers
ESS training to SSA employees by
SSA trainers

2
3
4

No. of
employees to
be trained

No. of
employees
already trained

Remarks

100%
100%
100%
50%

 Pre ESS Go Live:

HRMS Data updation: Leave, Medical, Claims (Mobile Handset / Briefcase / LTC etc.), family
details, GPF updated by SSA/Circle in HRMS Yes/No

ESS User Creation Data provided prior to go-live. ESS User created Yes/No

ESS Go-Live Critical templates readiness: 100% data as per list given below is required for Go live.
Sl. Name of template
No.

HCM16_GPF initial

Master

HCM19_Time (Leave)
Data Collection
HCM21_LTC
HCM22_LTC
Workflow Agent
HCM26_Medical
Details (IT167 &
Cronic)
HCM30_ZFI60 (GPF
Balance) Upload

Master

3
4
5

Type of
template

Specific focus areas

Total No. of
templates
(No. of
SPOCs)

No. of
templates
filled

No. of
employees
already trained

Remarks

HRMS extracted data to be

verified by Circle as in various
transfer in cases, data is not
available in HRMS for full F/Y.

Master
Master
Transactional

Transactional

Family details (Part of Master

PA Employee data)

HRMS extracted data to be

verified by Circle as in various
transfer in cases, data is not
available in HRMS for full F/Y.
Data from HRMS should be
verified, only one spouse with
one PERNER & No duplicate
records

Training
Sl.
No.

Type of training

ESS training to SSA employees by SSA

trainers

No. of
employees to
be trained

100%

Post ESS Go Live:

The transactions data with respect to Leave, Medical advance & GPF during black out period should
be maintained in excel sheets for uploading in PRD system Yes/No

Sample check Leave, Claim details, GPF, Medical (Serving & Retired) and family details Yes /No

Leave Work Flow testing Yes /No