Organization Maintenance

Organization Maintenance is used for creating, changing, or delimiting of positions and org units.

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SAP Terms and Concepts of

“ Organizational Assignments”

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Position Number an individual employee’s assignments within a company (i.e. security, job code). Positions are tied to the Organization Unit, not to the employee.

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Position Name - the name of the position held by the employee.

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Organization Unit - typically represents one general functional responsibility. A business unit can have several Organization Units that reflect the hierarchical structure in the Organization.

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Belongs to Org Unit - relationship of position belongs to org unit (e.g. Buyer belongs to Systems Purchasing). May also be org unit belongs to org unit (e.g. Systems Purchasing belongs to Purchasing and Materials Management).

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Cost Center the cost center that will be charged for the employee’s salary and any other expenses paid to the employee.

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Company Code - identifies a legal entity that contains employees. It consists of a four-digit numeric code used for HR purposes.

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Personnel Area - a combination of the Company and geographic area (four-digit code which identifies where the employee is located).

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Personnel Subarea - identifies the Fair Labor Standards Act (FLSA) status (exempt or non-exempt) and identifies whether an employee belongs to a union and if so, which one.

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SAP Terms and Concepts (cont’d)

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Employee Group describes the status of the position (I.e. “A” (active), “T” (terminated), etc.

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Employee Subgroup describes the position as “FS” (full-time salary) “FH” (full-time hourly) “PH” (part-time hourly) etc..

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Payroll Area identifies how the employee is paid (I.e. “SL” (Salary), “B1” (Bi-Weekly), W1 (Weekly), etc..

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AAP Code Affirmative Action Plan Code. Identifies jobs (i.e. “craft workers” (skilled), “trades associate”, “trades specialist”, etc.)

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EEO Code - Equal Employment Opportunity Code. This is a federally mandated code that describes positions (I.e. Officer, Manager, Professional, Craft Worker, etc.).

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Reports to Position ID - the position number which an employee reports to (i.e., Supervisor Manager, Leader, etc..)

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Job key - identifies the job code the position is tied to.

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Org Key - represents which SBU the employee belongs to and is also used for determining Benefit plan rates.

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Click on Organization Maintenance

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To change, create or delimit positions. Click on Position Maintenance

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Create Position

Creating a position is required when a vacant position does not exist for a new hire, rehire, transfer, or promotion. The begin date must be equal to the date the position will be filled. Except for new hires, the begin date for creating new positions does not have to be the beginning of a pay period. Periods, commas, dashes, or slashes should NOT be used in name or abbreviation.

Note: SAP Security is tied to the position.

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Click on Position Create

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Enter begin date. For new hires use a date earlier than hire date, For transfer or promotion, begin date must be the same date position will be filled. You can create a position by copying an active employee or by copying an existing position. To copy an employee, enter employee ID. To copy a position enter position number. Click on RETRIEVE. Position date will automatically populate. Changes can be made to position at this time. To create a position without copying an employee or existing position, all fields under position data must be completed.

The “Create Medical Exams” box is populated automatically. Click on NEXT.

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You will receive this message.

You need to verify with the Employee’s management what, if any, health exams are required.

Click OK.

If no exams are needed, click on Next. To enter exam(s), clear “no health exam needed field. Click on drop down and choose appropriate exams. Click on Next.

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Validate data and SAVE

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Text box will appear.

Reviewer/Approver and Payroll views this box for message from requestor. If box contains text, click on SAVE, if not click on NO COMMENTS.

Pop-up box appears with request ID number.

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Change Position

Note: Changing a position also changes the information on the holder of that position. For example if you change the job code of a position, it will also change the job code of the employee in that position. When changing a position name, contact your HR Representative. Depending on the position, a new job code MAY need to be assigned. Position changes include: Position Name, Personnel Area (another building within the same organization), Cost Center Change (within the same organization), Job Code, Org Unit, and Reports to Position .

Company code cannot be changed on a position. When changing the reports to position, it may be necessary to change the Org Unit the position reports to. Check to see if the position is managing an Org. It may be necessary to change the managed by on the previous or or change the reports to org.

Important note: When changing the position name, you must also change the abbreviation. If the job code is not changing, please add comments that the job code is not changing per your HR Representative or Compensation. Page 12

Change Position Cont’d

Positions cannot be moved from one organization to another outside of the initial organization.

A position belongs to the business unit that it was created in. If an employee is transferring to another organization, the receiving department will transfer the employee into a position within their organization. Also when making changes to subgroup and or pers subarea, be sure they are compatible. This error could cause “incorrect pay” or “no pay”. The next page indicates each company’s subgroup and pers subarea.

Reminder: Periods, commas, dashes or slashes should NOT be used in name or abbreviation.

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Employee Sub Groups and Personnel Sub Areas

COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX 0002 Executives I EXEMPT Executives II Full Time Salary EXEMPT EXEMPT Full Time Salary Highly Comp Indiv.

Intern Hourly Part Time Hourly Part Time Salary NON-EX SALARY EXEMPT NON-EX POS TIME NON-EX POS TIME EXEMPT COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX 0082 Executives II Exempt Full Time Hourly Full Time Hourly Full Time Salary Full Time Salary Highly Comp Indiv.

Intern Hourly ENT Bargn I227 ENT Bargn I4-1 Exempt Non-Ex Salary Exempt Non-Ex Hourly COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX 0003 Executives I Executives II Full Time Hourly Full Time Hourly Full Time Hourly Full Time Salary Full Time Salary Highly Comp Indiv.

Intern Hourly Intern Hourly Part Time Hourly Part Time Salary Temp Hourly Exempt Exempt IBEW66 Excpt Tm IBEW66 Pos Time Non-Ex Excpt Tm Exempt Non-Ex Salary Exempt Non-Ex Excpt Tm Non-Ex Pos Time Non-Ex Pos Time Exempt Non-Ex Pos Time COMPANY_CD EMPLOYEE_SUBGROUP_TX PERS_SUBAREA_TX 0062 Executives II EXEMPT Full Time Hourly Full Time Salary Full Time Salary Full Time Salary Highly Comp Indiv.

Part Time Hourly EXEMPT EXEMPT NON-EX SALARY Non-Ex Salary EXEMPT NON-EX POS TIME

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Click on Position Change

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Enter position number and begin date. The begin date

must

be the beginning of the pay period.

Except

for union progressions, transfers from biweekly to semi monthly etc.

Coordinate date with payroll.

When changing a position due to promotion, status change, etc. the date of the position change must be the same date as Personnel Action. Click on NEXT.

Will receive pop-up message telling who holds the position.

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Enter appropriate changes to position under “Changes to Data” column. When changing the position name only, both text and abbreviation must be changed. If job code is remaining the same, indicate job code is remaining the same in the comments box at the end of process.

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When making a change to pers subarea, click on the drop down at the end of pers area field first. Enter the company code of the position, click on green check.

The list will consist of the pers areas associated with the company entered. Choose appropriate area. Then using drop down choose the appropriate subarea. List will consist of subareas tied to pers area.

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When making a change to cost center, click on the drop down at the end of field. Enter the company code of the position, click on green check.

The list will consist of the cost centers associated with the company entered.

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Verify with management if health exams are required. If none, leave “no health exam needed” 9999 populated and click on Next.

If exams need to be removed, clear the field for each exam. To add new exams, clear no health exam needed” field.

Click on box for each exam and Choose appropriate exam. Click on Next.

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You will receive pop up message, Click OK.

Validate change(s) to position and choose SAVE.

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Text box will appear.

Reviewer/Approver and Payroll views this box for message from requestor. If box contains text, click on SAVE, if not click on NO COMMENTS.

Pop-up box appears with request ID number. Process complete, click on green check

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Delimit Position

Note: Delimit means to put an end date on a position. Delimiting a position in SAP means the position is closed and no one can hold that position. Please verify there are no positions reporting to a position before delimiting or position manages a org. Processes that may require delimiting a position are: promotions, transfers, separations, LOA, etc.

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Click on Position Delimit.

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Enter position number and delimit date. Click on NEXT.

If the position has a holder, a pop-up message will appear and action cannot be processed.

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Validate position is the correct position to be delimited. Click on SAVE.

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Text box will appear.

Reviewer/Approver and Payroll views this box for message from requestor. If box contains text, click on SAVE, if not click on NO COMMENTS.

Pop-up box appears with request ID number. Process complete, click on green check

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To create or change Org Units. Click on Organizational Unit Maintenance

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Create Org Unit

An org unit should be created only if a new organization is formed.

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Click on Organizational Unit Create.

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Enter begin date. A new Org Unit can be created by retrieving data from an active employee or existing Org Unit. Enter employee number OR org unit number. Click on RETRIEVE. Org Unit data will populate. Make necessary changes to org data.

To create an org without retrieving employee data or existing org unit data, complete all fields under Org Unit Data section.

Click on NEXT.

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Validate org unit data and choose SAVE.

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Text box will appear.

Reviewer/Approver and Payroll views this box for message from requestor. If box contains text, click on SAVE, if not click on NO COMMENTS.

Pop-up box appears with request ID number. Process complete, click on green check

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Changes to Org Unit

Changes to an org unit include: Org Unit Name, Reports to, or Managed by. This action is used to make corrections to the Org to Org View of the Organizational Org Charts on the Intranet.

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Click on Organizational Unit Change.

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Enter org unit code or copy org unit code from an active employee. If copying from employee, enter employee ID and click on RETRIEVE. Org Unit code will populate. Click on NEXT.

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Enter changes to org unit. Click on NEXT.

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Validate changes to org unit and choose SAVE.

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Text box will appear.

Reviewer/Approver and Payroll views this box for message from requestor. If box contains text, click on SAVE, if not click on NO COMMENTS.

Pop-up box appears with request ID number. Process complete, click on green check

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Delimit Org Unit

An org unit can be delimited if it no longer exists. An org unit cannot be delimited is there are other org units reporting to it and/or if there are positions reporting to it. Verify that neither of those situations exist before delimiting. Org Units are not delimited through ETools. An email must be sent to your HR Rep who will forward to Payroll.

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View Your Request

You can view all requests submitted and the status of approval.

You will receive an email when your request has been approved.

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Click on View Your Request History.

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If your request has been approved the status will indicate “Closed”. If your request has not been approved it will indicate “Open”. If your request was to create a position, once approved the position number will be indicated in the type field after “Add Position”. To view a request click on the gray button to the left of the request. Click on VIEW.

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This screens shows details of your request. If text was entered on request, click on View Attachments.

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To view your workflow approvers, click on Workflow Agents.

The box at the end of the field indicates requests are in their SAP inbox for approval. When the request is approved, the boxes will disappear.

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An email is sent to the requestor when the request is approved or rejected. If rejected, the approver can list a rejection reason.

The example below is for the approval of a newly created Position.

Position - E-mail Notification Page 46