Human Resources
Human Resources Managers
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Introduction to Understanding
Organizational Management and
PCR Processing in SAP
Rev 11/03/2014
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Human Resources
Human Resources Managers
About the Master Data Center
 Effective February 18, 2008, Human Resources
introduced the Master Data Center
 The MDC is responsible for:
Processing hourly student appointments
staff appointments (salaried and hourly)
Graduate student appointments for
divisions other than VPAA.
Creation of new student and staff positions in
organizational management in SAP.
 The MDC is located in JCK, Suite 314.
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Human Resources
Human Resources Managers
Organizational Management
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Human Resources
Human Resources Managers
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Organizational Management
 Provides a real-time view of the organizational
structure
 Keeps history of the organizational structure as it
evolves over time
 Provides ability to store the reporting structure on a
position level
 Provides ability to store security on a position level
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Human Resources
Human Resources Managers
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Organizational Objects
 Organizational management uses basic objects to
describe the organization:
 Organizational units
 Jobs
 Positions
 Persons
 Cost centers (where HR and FI link together)
 By establishing relationships among
these objects, a hierarchy that matches
the organizational structure is created.
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Human Resources
Human Resources Managers
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Organizational Units
 An organizational unit:
 Is the principal object in an organizational plan
 Equates to a current department or a major unit within a
department
 An unlimited number of organizational units can be
created within an organizational plan
 Relationships between organizational units are
identified to determine the hierarchy within the
organizational structure
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Human Resources Managers
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Jobs
 Describe general classifications of tasks routinely
performed together
 Are not occupied by persons (employees)
 Are used as the basis for creating positions
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Human Resources Managers
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Positions
 Represent individual employee assignments in an
organizational unit
 Are either vacant or occupied by persons
(employees)
 Have relationships to other objects:
 Is supervisor of position(s) _________
 Is supervised by position _________
 Belongs to org unit _________
 Manages org unit _________
 Each faculty, staff and student
employee must be assigned to a
position
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Human Resources
Human Resources Managers
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Job versus Position
 Example of Job
 Director
 Example of Positions
 Director of Accounting
 Director of Human Resources
 Director of Facilities Operations
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Human Resources Managers
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Group Position Titles for Task Workers
 Staff Task Worker
 One per department
 Student Task Worker
 Created only for departments approved by HR to use task
payments for student workers (example – Advertising sales for
KTSW or The University Star)
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Human Resources
Human Resources Managers
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Requesting New Positions
 A position must exist within SAP before any of these
actions can be initiated
 New Hire
 Re-Hire
 Change in Position
 Additional Appointment
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Human Resources
Human Resources Managers
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Maintenance of Positions Within SAP
 Positions are entered and maintained within SAP by:
 Human Resources (HR)
 All staff positions
 All student worker positions
 Graduate student positions other than those in Academic Affairs
 Faculty Records (FR)
 All faculty positions
 Graduate student positions in Academic Affairs
 Undergraduate instructional assistants
 Your responsibility is to keep HR and Faculty Records
informed as position data changes
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Human Resources
Human Resources Managers
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Data Maintained for Each Position
 Validity dates
 Organizational unit (i.e., department)
 Job
 Position the position reports to (i.e., supervisor)
 Position(s) supervised (if any)
 Org unit managed (if any)
 Vacancy status
 Changes in underlined items require you to notify HR or FR
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Human Resources
Human Resources Managers
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More Data Maintained for Each Position
 Enterprise structure:
 Personnel area
 Personnel subarea
 Employee group
 Employee subgroup
 Planned compensation (vacant positions only)
 For new positions – amount you expect to pay
 For previously held positions – amount paid to previous employee
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Human Resources
Human Resources Managers
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More Data Maintained for Each Position
 Cost distribution
 Cost center
 Internal order
 WBS element
 Fund
 ID# and name of holder (i.e., employee)
 Position that serves as a department’s administrative
support position
 Position that serves as a backup time administrator for
the organization
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Human Resources
Human Resources Managers
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Enterprise Structure
 Provides structure from perspectives of:
 Personnel Administration
 Time Management
 Payroll
 Benefits
 Compensation
 Position Budget Control
 Defaults values and checks validity of data entered
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Human Resources
Human Resources Managers
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Enterprise Structure
 Each position and each employee must be assigned
one element from each of the areas/groups in the
enterprise structure
 Personnel Area
 Personnel Subarea
 Employee Group
 Employee Subgroup
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Human Resources Managers
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Personnel Area
 Office of the President
 Information Technology
 Academic Affairs
 Finance and Support Services
 Student Affairs
 University Advancement
 Athletics
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Human Resources Managers
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Personnel Subarea
 Benefits Eligible PT (20-39 hours)
 Benefits Eligible FT (40 hours)
 Non-Benefits Eligible PT (< 20 hours)
 Non-Benefits Eligible PT (20-39 hours)
 Non-Benefits Eligible FT (40 hours)
 Student Benefits Eligible (20-40 hours)
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Human Resources Managers
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Employee Group
 Faculty
 Staff
 Student
 TRS/ORP Retired Staff
 TRS/ORP Retired Faculty
 ERS Retired Staff
 ERS Retired Faculty
Note: Italicized elements apply
to the employee only
 Program Faculty
 TRS/ORP Retired Program Faculty
 ERS Retired Program Faculty
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Human Resources Managers
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Employee Subgroup
 < 12 month Exempt Salaried
 < 12 month Exempt Salaried with Spread
 < 12 month Non-Exempt Salaried
 < 12 month Non-Exempt Salaried with Spread
 12 month Exempt Salaried
 12 month Non-Exempt Salaried
 Exempt Hourly
 Non-Exempt Hourly
 Task Worker
Note: Italicized elements apply
to the employee only
 Per Course
 Non Pay (not paid through the Tx State payroll)
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Human Resources
Human Resources Managers
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Org Management Transactions
PPOSE - Organizational and Staffing Display
 Used to review all positions in an organization
PPSS - Display Structure
 Used to review reporting relationships (i.e., which positions report to
which positions)
ZSUSERSEC – View User Security Roles
Access is available only if viewer has the security role of
Department Head or Supervisor
STEPS TO TAKE:
- Access PA20 in SAP Gui
- Click on Texas State Custom Reports under SAP MENU
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Human Resources
Human Resources Managers
Slide 23 of 86
Transaction PPOSE
 Instructions
 At SAP Easy Access Menu enter transaction PPOSE
 In the “Find by” box, click on the triangle
unit”
by “Organizational
 Click on “Structure search”
 This will display one or more org units in the bottom left box on
the screen (depending on which org units you have authority to
work with).
 Click on the triangles to find the org unit you desire to view
 By double clicking on the selected org unit, a list of positions
assigned to the organizational unit will be displayed on the upper
right side of the screen.
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Human Resources
Human Resources Managers
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Transaction PPOSE
 Instructions (continued)
 Click on the Column Configuration icon
and select additional
information to be displayed for each position or holder
 Click on the triangle by any position title to view the employee
assigned to the position
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Human Resources Managers
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SAP Easy Access
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Human Resources Managers
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Menu Path
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Human Resources Managers
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Welcome Screen
The Welcome
message is
displayed the first
time you execute
PPOSE.
Thereafter, org units
are automatically
displayed when you
execute the
transaction.
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Human Resources
Human Resources Managers
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Conduct Structure Search
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Human Resources Managers
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Find the Organizational Unit
The Column Configuration
icon is
available to display other org unit
information
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Human Resources Managers
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Positions Listed Under Org Unit
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Human Resources Managers
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Column Configuration
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Human Resources Managers
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Columns Added
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Human Resources Managers
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Position and Holders
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Human Resources Managers
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Transaction PPSS
 Instructions
 At SAP Easy Access Menu enter transaction PPSS
 Enter object type S
 Enter object ID (i.e., the 8-digit position number)
 Example: 50003055
 Enter evaluation path O-S-PHIE
 The current date will be displayed in the editing period box.
Change this date only if you desire to view past
reporting relationships
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Human Resources
Human Resources Managers
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Transaction PPSS
 Instructions (continued)
 Click on the green checkmark
keyboard
 Click on the
or press the Enter key on the
symbol to expand the information displayed
 To display relationship text: Click on View; click on “Relationship
text on”
 Click on symbols for supervisory positions to display reporting
relationships
 Click on other
symbols to display Holders
 Positions without Holders are vacant.
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Human Resources
Human Resources Managers
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SAP Easy Access
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Human Resources Managers
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Menu Path
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Human Resources Managers
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Enter Search Criteria for Department
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Human Resources Managers
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Expand Organizational Structure
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Human Resources Managers
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Expanded View of Organizational Structure
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Human Resources Managers
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View Key and Relationship text
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Human Resources Managers
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Report with Key and Relationship text on
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Human Resources Managers
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Electronic Personnel Change Request
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Human Resources Managers
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Section Objectives
 Upon completion of this section, you will be able to:
 Describe what an Electronic Personnel Change Request
(E-PCR) is used for
 Create a Personnel Change Request
 View an employee’s master data
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Human Resources
Human Resources Managers
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Electronic Personnel Change Requests (E-PCR)
 STAFF E-PCR actions
include
 New hires
 Rehires
 Changes in pay, position
and cost distribution
 Additional appointments
 Leave with and without pay
(for leaves more than 30
days)
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 Return from leave
 FTE changes
 Separations
 Special Payments (awards,
stipends, etc.)
 Work Schedule Changeelectronic action
 Change in Position – Transfer
to Another Department
Human Resources
Human Resources Managers
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Electronic Personnel Action Request Processing
 Faculty and academic graduate student
appointments are processed by Faculty Records.
 Staff (hourly and salaried), hourly student workers,
and non-academic graduate students’
appointments are processed by Human Resources.
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Human Resources Managers
Slide 47 of 86
Things to Know Before You Start
 The Electronic PCR process replaced the paper process
in March 2012.
 Employee appointments are open ended with no
termination dates - ending dates are not set up in
advance.
 The funding for grant employees can have ending dates,
however, a funding end date does not end an employee’s
appointment or employment.
 All employees, including faculty and students, must have
a separation E-PCR prepared so that there will be a
vacant position in which to hire or appoint a replacement.
 If a separation E-PCR is not prepared for salaried
employees, even those who are temporary, they will
continue to be paid once they leave the university.
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Human Resources
Human Resources Managers
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Things to Know (cont.)
 A separation E-PCR is not required if an
employee is changing departments. The
department that is receiving the employee will
prepare the E-PCR.
 The effective date on an E- PCR should be the
actual date that the action begins
 Example: The first date of employment or the last day worked.
 The cost distribution on an E-PCR must always
equal 100% even if the employee’s FTE is less than
100%
 Basic pay entered is the employee’s actual pay
 Example: If an employee is appointed at 50%, the basic pay
entered should be 50% of the full-time rate
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Human Resources
Human Resources Managers
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Concurrent Employment
 Employees who fill multiple positions, have multiple
reporting lines or multiple pay rates are
concurrently employed
 Concurrent employees are allowed to have multiple
pay rates
 Employees who are funded from different sources
of funds but perform the same job duties are not
concurrently employed
 Each staff position that is eligible for the University
Longevity Program (ULP) has its own ULP eligibility
date and schedule
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Human Resources Managers
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Processing for Less Than 12 Month Employees
 Less than 12 month employees will be placed on
Leave without Pay status beginning 6/1 and will be
returned to Active status 9/1.
 The less than 12 month status is designated as the employee
subgroup and appears as “< 12 month”
 No action is required by the department unless
 the staff employee works during the summer,
 the staff employee is a working retiree
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Human Resources Managers
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Processing for Grant Employees
 Cost distribution can change from month to month
but the employee remains the same (benefits or non
benefits eligible, etc.).
 E-PCRs are only created for the time period when
the funding can be assigned at 100% .
 The date indicated on the E-PCR should be last day
of the cost funding – may not be the grant end date
– OSP will review and approve.
 Most grant employees will have several Change in
Cost Distribution PCRs created in one fiscal year.
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Human Resources
Human Resources Managers
Costing effective through 8/31/2012
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Human Resources
Human Resources Managers
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E-PCR Forms
 PCRs initiated in the system for current employees
in your department are pre-populated.
 PCRs initiated to transfer an employee from another
department will also include information related to
the position that they are leaving.
 You must use Internet Explorer as your web
browser to access your employees in the E-PCR
system.
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Human Resources
Human Resources Managers
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PCR Routing for Hourly Students
AA Support/Position (Dept
Head Role) - Creator
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Chief
Account Manager/PI
VP
OSP
Master Data Center
Human Resources
Human Resources Managers
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PCR Routing for Graduate Students
AA Support/Position
(Dept Head Role) Creator
Acct Manager/Grant PI
(GMGRRESPONSIBLE – responsibility
type 01)or Next Level
Graduate College
Administrative Budget
Specialist
Asst VP or Chair
Assoc VP
Executive Assistant VP
Faculty Records processes
actions for academic appointments
or
Human Resources processes
actions for
non-academic appointments
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OSP
Master Data
Center/Faculty Records
Human Resources
Human Resources Managers
Slide 56 of 86
PCR Routing for Staff and Faculty
AA Support/Position
(Dept Head Role) Creator
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Acct Manager/ Administrative
Grant PI
Budget Specialist
Executive
Asst VP or Chair Assoc VP Assistant
VP
OSP
VPFSS if change in
Pay Adj for Staff
Master Data Center/
Only
Faculty Records
Human Resources
Human Resources Managers
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Common Problems
 Hiring departments do not submit the E-PCR to the
processing offices by the published PCR cut-off
dates
 Employee time cannot be entered until an appointment is
entered
 Employee paychecks are unnecessarily delayed
 New employees do not get access to the system in a timely
manner
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Human Resources
Human Resources Managers
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Common Problems (cont.)
 Required support documents are not attached to
the E-PCRs
 I-9s, which federal policy requires to be completed by the 1st day
of employment and certified no later than 3 business days from
the first date of employment
 In addition to the I-9, non-student, non-regular employees are
required to submit a NSNR Application, NSNR Data Form and a
W-4
 Student employment document requirements will be covered in
the Student Employment information
 For consistency, all attachments must follow the standard
naming convention
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Human Resources
Human Resources Managers
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Common Problems (cont.)
 PCRs are submitted with incorrect position
numbers.
 Employees must be compensated within the
University Pay Plan range established for the job
title.
 Salaries must be submitted based on the FTE, the
system will not calculate a salary for you.
 E-PCRs must be submitted for electronic signature
approval with sufficient time to allow all approvers
time to flow to the next level and then to the HR
MDC for processing prior to established payroll
cutoffs.
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Human Resources
Human Resources Managers
Slide 60 of 86
Lessons Learned
 Before an employee terminates or moves to another
department, it is imperative that all work time is
entered and approved.
 All employees are paid either monthly or semimonthly. When employees switch payroll areas mid
month it creates processing challenges.
 If you have a staff employee that needs to move
from one payroll area to another please consult
with Human Resources in advance for guidance.
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Human Resources
Human Resources Managers
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Demonstration
 Accessing PA20 in SAP GUI
 Infotype 0000 Actions
 Infotype 0001 Organizational Assignment
 Infotype 0006 Address
 Infotype 0007 Planned Working Time
 Infotype 0008 Basic Pay
 Infotype 0014 Recurring Payments
 Infotype 0015 Additional Payments
 Infotype 0027 Cost Distribution
 Infotype 9001 Staff ULP
 Infotype 9003 Rank and Tenure
 Infotype 9004 Education
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Human Resources Managers
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Input Person ID and Select Pers. Assgn
if concurrent employee
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Human Resources Managers
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Review Employee Information
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Human Resources Managers
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Select Infotype or Enter Infotype number
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Human Resources Managers
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Actions (IT0000)
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Human Resources Managers
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Organizational Assignment (IT0001)
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Human Resources Managers
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Address (IT0006)
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Human Resources Managers
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Planned Working Time (IT0007)
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Human Resources Managers
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Basic Pay (IT0008)
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Human Resources Managers
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Additional Payments (IT0015)
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Human Resources Managers
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Cost Distribution (IT0027)
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Human Resources Managers
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Staff ULP (IT9001)
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Human Resources Managers
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Education (IT9004)
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Human Resources Managers
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NEED HELP ?
 PCRs
 Roxie Weaver, Human Resources, for staff and nonacademic graduate students
 Katie Bonner, Human Resources, for staff NSNR hourly
temporary employees
 Lisa S. Gonzalez, Human Resources, for hourly students
 Positions
 Katie Bonner, Human Resources, for staff, hourly, student
and non-academic graduate students
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Human Resources
Human Resources Managers
Student Employment
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Human Resources
Human Resources Managers
Slide 76 of 86
Person ID and Personnel Assignment Number
 The Person ID is a unique six-digit number assigned to
each student – replaces the social security number
 The Personnel Assignment Number is assigned by SAP
when a student is hired into a position – referred to as
the PERNER
 Each PERNER is unique to an employee and position combination
 If a student is rehired by the same department, the PERNER should be
the same. The PERNER should always be included in the comments
section of the Quick Rehire PCR so it will be processed correctly.
 The PERNER will be reused when hired by other departments if the
same type of appointment
 The personnel assignment number is used for time entry
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Human Resources
Human Resources Managers
Slide 77 of 86
Creating New Positions
 New positions are created only when you have an
increase of positions in your department
 All students should be separated or their appointments ended by
submitting PCRs when they no longer work for a department so
their position can be refilled
 Review your existing employee roster periodically to ensure
termination has been completed. If no time entry for a period of
90 days, the appointment will automatically be terminated.
 Submit a New Position Data Form to have a new
position created
 The link can be found on the HR website under HR Forms
 Student worker position requests go to HR and UIA
position requests go to Faculty Records
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Human Resources
Human Resources Managers
Slide 78 of 86
Filling Vacant Positions
 When creating a PCR to appoint a student, select a
student worker position or UIA position marked
VACANT - be sure that the supervisor is correct
once you have selected the position
 If you have to separate a student and appoint
another student at the same time
 Please note in the comments section of the Quick Hire or
Additional Appointment PCR the name of the student who is
being replaced
 The Separation or End Additional Appointment PCR must be
processed first and then the Quick Hire or Additional
Appointment PCR second so that the position will correctly read
as FILLED
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Human Resources
Human Resources Managers
Slide 79 of 86
Required Paperwork
 A complete hiring packet for an hourly student
worker includes
 Quick Hire PCR
 Acknowledgement Form
 W-4
 Selective Service Verification for Males 18-25
 I-9 and a copy of the submitted documents
 A complete hiring packet is required
 If a student has not been employed as a student worker OR
 If the student has not worked on-campus for 12 months
 Support documents are to be attached electronically to the EPCR using the established naming convention.
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Human Resources
Human Resources Managers
Slide 80 of 86
Action and Reason Codes for Student PCRs
 Quick Hire/Quick Rehire
 01 – New Position (Used only if a new position is created)
 03 – Replace Existing Employee (most hiring actions are to
replace employees)
 Change of Pay
 09 – Adjustment (This is the only reason that should be used. If
the increase is for merit or is based on “longevity” reasons, this
is noted in the comments section)
 Change of Pay PCRs cannot be retro beyond the current pay
period (effective date and payroll processing month are the
same)
 This PCR can also be used to change the cost distribution if the
action falls on the same date as the hourly rate change
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Human Resources
Human Resources Managers
Slide 81 of 86
Action and Reason Codes for Student PCRs (cont.)
 Change of Cost Distribution
 02 – Wage to Work Study
 03 – Work Study to Wage
 01 – Change in Cost Distribution (Used for all non-work study
related changes)
 Changes between work study and wages
 A student should not have an additional appointment created if
the cost distribution changes
 A Change in Cost Distribution PCR is all that is required
©2000 RWD Technologies, Inc. All rights reserved.
Human Resources
Human Resources Managers
Slide 82 of 86
Action and Reason Codes for Student PCRs (cont.)
 Separations
 14 - Resignation (used if the student leaves employment)
 15 – Enter/Return to School
 16 – Left School/Graduated (used if the student withdraws from
school, transfers or graduates
 30 – Termination at Will (used ONLY if the department ends
employment - involuntary)
©2000 RWD Technologies, Inc. All rights reserved.
Human Resources
Human Resources Managers
Slide 83 of 86
Common PCR Errors
 The first action on any PCR is to select the correct
effective date
 The employment percentage for student workers and
undergraduate instructional assistants is always 100%
 Do not submit a Quick Hire PCR unless you also attach
the support documents (if more than 12 months from
previous active appointment)
 Submit your PCRs in time to make cutoff – refer to the
published calendar on the Payroll website and/or the HR
MDC site.
 Month of September will be difficult . The HR MDC will be
conforming to the published PCR cutoff dates and will
process in the date order of the E-PCRs received through
workflow.
©2000 RWD Technologies, Inc. All rights reserved.
Human Resources
Human Resources Managers
Slide 84 of 86
Support Offices for Student Employment
 Career Services (5-2645) is the support for
 Job postings on Jobs4Cats
 General policy and procedures related to hourly student
employment
 Evaluation forms for student employment
 Financial Aid (5-8738) is the support for
 Work study process and procedures
 Work study eligibility and award questions
©2000 RWD Technologies, Inc. All rights reserved.
Human Resources
Human Resources Managers
Slide 85 of 86
Support Offices for Student Employment (cont.)
 Payroll (5-2543) is the support for
 Hourly time entry issues/questions
 Payroll related questions
 W-4 and tax withholding questions
 International student tax paperwork
 SAP Help Desk (5-4727)
 Security issues (ex: my student needs a password)
 Navigational questions regarding SAP
©2000 RWD Technologies, Inc. All rights reserved.
Human Resources
Human Resources Managers
Slide 86 of 86
Support Offices for Student Employment (cont.)
 Human Resources and Faculty Records
 Supervisory changes on positions
 Process PCRs for all hourly student workers
 Creating new positions using the New Position Data Form
- Human Resources (5-2557) Katie Bonner – student workers
- Faculty Records (5-3684) Elizabeth Mello – undergraduate
instructional assistants
 Budget (5-2376)
 Questions regarding budget reports
©2000 RWD Technologies, Inc. All rights reserved.