SAP A+ Fulton County Schools

Introduction to Human Capital Management

Version 2.0

All Materials in this Presentation are Fulton County Schools Confidential

Learning Objectives
Upon completion of this section, you will be able to:  Understand what SAP is  Understand how SAP will help FCS  Describe the functionality of the Human Resources (HR) module  Identify the major components of the HR module  Identify the five major applications of the HR module

All Materials in this Presentation are Fulton County Schools Confidential

What is the A+ Project?

 Fulton County Schools is embarking on a project to support ongoing business operations  Included in this project is:
 Replace aging and sub-optimal business systems in y Human Resources (HR) y Finance y Logistics  Implement an Enterprise Resource Planning (ERP) system called SAP

All Materials in this Presentation are Fulton County Schools Confidential

Why is FCS Changing Software Systems?

 We currently have a number of inefficient and redundant data management processes  Going to a new software system, like SAP, will help break the cycle of inefficiency  SAP will help to reduce paperwork, reduce duplicate manual processes, and implement a more reliable and scalable solutions  Will be able to construct a foundation to meet the future educational needs of an aggressively growing county

All Materials in this Presentation are Fulton County Schools Confidential

What Will We Achieve?

 Significantly improved FCS operations and management in:
      Finance Personnel Administration Payroll Pension Administration Purchasing Inventory Control

 Improved quality and access to information available at all levels in the organization  Improved reliability and stability of the systems supporting key areas of FCS operations

All Materials in this Presentation are Fulton County Schools Confidential

Whats the Benefit for You?

 A Best Business Practices information system that will provide:
 Automation of manual processes  Increased productivity  Elimination of redundant work

 Data integrity data is entered once and used by all  One system to learn and support  Ability to report on and analyze the organization as a whole instead of one department at a time  Ability to communicate with systems that are not part of SAP  Data can be shared across modules without dual entry

All Materials in this Presentation are Fulton County Schools Confidential

What is an ERP System?

 ERP stands for Enterprise Resource Planning  Enterprise Resource Planning systems (ERPs) integrate all data and processes of an organization into a unified system  A typical ERP system will use multiple components of computer software and hardware to achieve the integration  A key ingredient of most ERP systems is the use of a unified database to store data for the various system modules  By selecting specific components a company can customize the ERP system to meet their needs

All Materials in this Presentation are Fulton County Schools Confidential

What is SAP?
 SAP is the worlds largest ERP software company  SAP stands for Systems, Applications and Products for Data Processing  Implemented in more than 36,000 companies with more than 12 million users  Worlds third-largest independent software supplier  Provide companies with the ability to have a common corporate database for a comprehensive range of applications
 One database instead of databases for each department that dont talk to each other

All Materials in this Presentation are Fulton County Schools Confidential

HR Module
Human Resources

The HR application module supports the business activities associated with Personnel Administration and Personnel Planning and Development

2007

All Materials in this Presentation are Fulton County Schools Confidential

HR Applications
Organizational Management Personnel Planning & Development

Payroll Accounting

Personnel Management

Time Management

All Materials in this Presentation are Fulton County Schools Confidential

Organizational Management
 Organizational Management:
 Object types  Reports

Organizational Management

Personnel Planning & Development

Payroll Accounting

Personnel Management

Time Management

All Materials in this Presentation are Fulton County Schools Confidential

Organizational Management
 Organizational Management provides a comprehensive and dynamic model of the organizations structure  The organizational plan consists of the following object types:
 Organizational units  Positions  Jobs

 By establishing relationships amongst these object types, a hierarchy that matches the organizational structure can be created

All Materials in this Presentation are Fulton County Schools Confidential

Object Type Terminology

 Organizational unit:
 The principal object in an organizational plan  Represents an organizational entity (such as department, division, or group) which performs specific functions within a company

 Job:
 It is a general classification of duties versus a specific set of duties that must be performed  Many employees can hold the same type of job, such as manager, professional assistant, or teacher  Jobs are used as the basis for creating positions, i.e., employees are not assigned to jobs, they are assigned to positions

All Materials in this Presentation are Fulton County Schools Confidential

Object Type Terminology (continued)

 Position:
 Individual, employee assignments within the company  Linked together by creating relationships, which allows for the chain of command to be identified within the organizational structure

All Materials in this Presentation are Fulton County Schools Confidential

OM Master Data Elements

Person(s) Assigned

Organizational Unit(s) Assigned

Job Assigned

Position

Cost Center Assigned

Qualification(s) Assigned

All Materials in this Presentation are Fulton County Schools Confidential

Attributes of Positions (Example)

Mary Smith
Person ID: 12345 Assigned: 100% 8/6/07 12/31/07

Alpharetta ES

2nd Grade Teacher

FTE: 1.0

Elementary Teacher (P-5)

Position Begin: 1/1/2006 End: 12/31/9999

Cost Center: 5XXX000010

Early Childhood Certification

All Materials in this Presentation are Fulton County Schools Confidential

Organizational Management: Reports

 The following are examples of Organizational Management reports:
     Organizational plan Job index Open Positions Position Descriptions Qualifications

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Planning & Development

 Personnel Development:
 Qualifications and requirements  Career and succession plans
Organizational Management

Personnel Planning & Development

 Reports
Payroll Accounting

Personnel Management

Time Management

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Planning & Development: Personnel Development

 Personnel Development enables a business to link current and future work requirements with employees skills, qualifications, and preferences

2007

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Planning & Development: Reports

 Personnel Development Reports

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management
 Personnel Management:
      Employee Master Data Employee benefits Employee separations Information systems Employee benefits Reports

Organizational Management

Personnel Planning & Development

Payroll Accounting Time Management

Personnel Management

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management: Employee Master Data

 SAP contains information types for storing employee master data

Family

Bank Connection
123-45-6789

Social Security Number Taxes

Address

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management: Employee Master Data (continued)

 The personnel action function sequentially groups infotypes together to create a personnel procedure for each action  Examples of personnel actions are:
    Hiring Benefits Transfer Separation
Events (0000)) Personal Data (0002) Organizational Assig. (0001)
Corporate Structure Personnel Structure Organizational Structure
All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management: Employee Separations

 Leave of Absence (LOA)  Disability  Retirement  Termination  Death

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management: Employee Benefits

 Employee benefits are processed/maintained/ handled through the Benefits Administration application  The Benefits Administration application provides all functionality required to offer and enroll an employee into a benefit plan  The functionality of the Benefits Administration application includes benefits enrollment, plan management, information access, and salary administration

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management: HR Information System

The HR Information System (HRIS) application offers a broad range of reporting functions for all areas of Personnel Management

HRIS

All Materials in this Presentation are Fulton County Schools Confidential

Personnel Management: Reports

 The following are examples of Personnel Management reports:
 Master Data List report  Master Data Statistics report  Infotype log

All Materials in this Presentation are Fulton County Schools Confidential

Time Management
 Time Management:
     Work schedules Time records Attendance and absence records Attendance and absence quotas Error corrections

Organizational Management

 Reports

Personnel Planning & Development

Payroll Accounting Personnel Management

Time Management

All Materials in this Presentation are Fulton County Schools Confidential

Time Management: Time Management Application

 The Time Management application processes employee data pertaining to time:
    Establishes and maintains work schedules Timesheet data entry using CATS Records and processes personnel time worked Performs evaluations based on time

2007

All Materials in this Presentation are Fulton County Schools Confidential

Time Management: Reports

 The following are examples of Time Management reports:
 Personal Work Schedule report  Daily Work Schedule report  Attendance report  Absences report  Error list

All Materials in this Presentation are Fulton County Schools Confidential

Position Budgeting and Control

 Offers solution that integrates the Human Resource and Financial aspects of Personnel activities  Allows the user to view a breakdown of the Funds Management totals by position  Functions as a sub-ledger to Funds Management  Allows the user to view salary and benefit totals by Funds Center (Department)

All Materials in this Presentation are Fulton County Schools Confidential

Position Budgeting and Control (continued)

 Allows multiple employees to be assigned to and financed via a single position  Creates an encumbrance in Funds Management and PBC when a position is financed  Multiple sources can be used to fund a single position  Checks that all persons are financed before payroll is processed  Reduces commitment at each Payroll posting  Provides the option to perform an availability control for both FTE and dollars within customizable tolerance profiles.

All Materials in this Presentation are Fulton County Schools Confidential

Payroll Accounting
 Payroll Accounting:
 Gross payroll  Net payroll

 Payroll Run  Payroll Accounting Reports

Organizational Management Personnel Planning & Development

Personnel Management

Payroll Accounting
Time Management

All Materials in this Presentation are Fulton County Schools Confidential

Payroll Accounting
 The Payroll Accounting applications primary function is to compensate employees for completed work

Gross

Deductions

Net Payment

All Materials in this Presentation are Fulton County Schools Confidential

Payroll Accounting: Payroll Run

 Processing a payroll run consists of five steps:
     Release payroll run Start payroll run Check payroll results Correct payroll data Exit payroll run

All Materials in this Presentation are Fulton County Schools Confidential

Payroll Accounting: Reports

 The following are examples of Payroll Accounting reports:
    Federal Unemployment Insurance Report (FUI) State Unemployment Insurance Report (SUI) New Hire Reporting HIPPA Report

All Materials in this Presentation are Fulton County Schools Confidential

Learning Objectives Review

 What are the key object types within Organizational Management? The key object types within Organizational Management are organizational units, positions, and jobs  What is the functionality of the HR module? The HR module supports the business activities needed to hire, manage, schedule, and pay employees of a company

All Materials in this Presentation are Fulton County Schools Confidential

Learning Objectives Review (continued)

 What are the five major applications of the HR module? Organizational Management, Personnel Planning & Development, Personnel Management, Time Management, Payroll Accounting

All Materials in this Presentation are Fulton County Schools Confidential

Question and Answers

All Materials in this Presentation are Fulton County Schools Confidential