HR Basics: People and Positions Data in SAP (8:55)
Cindy Miesbach
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08/23/2017
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This video is an introduction to human resources data in SAP.
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- [00:00:03.433]This video is an introduction to Human Resources data in SAP.
- [00:00:08.600]It explains what data related to employees and employment positions is stored in SAP, and how that data is organized.
- [00:00:18.366]Understanding how SAP is organized will help you to efficiently access information about employees and positions at UNL.
- [00:00:29.033]Master Data is the largest data set related to an employment position.
- [00:00:34.100]Each position at the University is represented by a position number.
- [00:00:39.466]Master data includes the position title and job class;
- [00:00:43.733]the Employee Subgroup,
- [00:00:45.966]if the position is paid hourly or salaried;
- [00:00:49.866]and approver relationships for the position, including supervisor; and time, leave and travel approvers.
- [00:00:59.066]Each position is assigned to a department, which is called an Org Unit, short for Organizational Unit.
- [00:01:06.533]Org Units are structured in a hierarchy.
- [00:01:10.533]For example, each academic position is assigned to a department,
- [00:01:14.666]which is assigned to a college,
- [00:01:16.666]which reports to Academic Affairs,
- [00:01:19.300]which reports to the Chancellor.
- [00:01:22.233]This hierarchy makes it easy to analyze HR data related to any part of UNL.
- [00:01:29.200]The last part of data related to position is budget.
- [00:01:33.200]Before anyone can be hired into a position,
- [00:01:36.000]UNL identifies funds from which to pay future wages.
- [00:01:41.200]The source of funding is known as a cost object.
- [00:01:45.633]It is worth mentioning that some positions at UNL are “individual positions,” meaning only one person is assigned to a single position number.
- [00:01:55.100]There are also “pooled” positions, in which multiple people share the same position number.
- [00:02:01.566]Pooled positions provide a way to budget for multiple people who have short-term assignments
- [00:02:06.000]to perform similar duties, for example, student workers, grad assistants and lecturers.
- [00:02:15.566]When a person is hired by the University, information specific to that individual is entered into SAP.
- [00:02:22.633]The personnel number is the unique identifier for the person.
- [00:02:27.233]Personal data includes: Important addresses, emergency contacts,
- [00:02:32.100]banking information to allow direct deposit of the person’s paycheck,
- [00:02:36.966]tax withholding information, information about the person’s education and professional certifications,
- [00:02:44.133]and the employee’s benefits selections.
- [00:02:48.100]When talking about information related to positions and people, a common term used at UNL is “P-A-F.”
- [00:02:57.400]A PAF or Personnel Action Form is the method for adding or changing an employee’s appointment information in SAP.
- [00:03:06.733]When someone is hired and a PAF is keyed, the PAF action ties the position information to the person.
- [00:03:16.233]The PAF also adds new information including the actual salary or hourly rate the employee will be paid;
- [00:03:25.866]the actual cost objects from which the employee’s salary and benefits will be paid;
- [00:03:31.100]and significant employment dates will be entered.
- [00:03:35.333]In SAP, these pieces of data form the beginning of the person’s employment history with UNL.
- [00:03:43.033]It is helpful to understand a few ways that data is sorted and grouped in SAP.
- [00:03:49.400]Generally, employees are categorized in four major groups:
- [00:03:53.933]Faculty, which are academic positions; Staff, Student Employees and Unpaid people.
- [00:04:01.466]Within each major group, Employee Subgroup, or ESG, identifies each position type in finer detail.
- [00:04:11.200]The Employee Subgroup is part of the position’s master data.
- [00:04:16.533]First, let’s take a look at the Employee Subgroup’s naming method.
- [00:04:21.065]Each ESG has a two character identifier that provides information. For each ESG, the letter identifies the type of position
- [00:04:32.033]and the number identifies how the employee is paid.
- [00:04:36.266]A “one” indicates the employee is salaried and therefore paid monthly,
- [00:04:39.533]and a “two” indicates the employee is paid by the hour and will be paid on a bi-weekly schedule.
- [00:04:49.300]Now let’s take a closer look at the meaning of each ESG.
- [00:04:53.700]Academic administrators are administrators in academic units, for example the dean of each college is an academic administrator.
- [00:05:03.600]Tenured Faculty are faculty whose appointment is protected and lasts until retirement. This is known as tenure.
- [00:05:11.900]Tenure Leading Faculty are faculty who are hired into a position that will be evaluated for tenure in the future.
- [00:05:19.833]Regular Special Faculty are various types of faculty hired into non-tenure track positions but who have contracts longer than a single semester.
- [00:05:31.066]For example, Professors of Practice, Research Faculty and some Lecturers are Regular Special Faculty.
- [00:05:40.800]Temporary Academic Faculty are faculty hired for a single semester, known as a “Lecturer/T” or temporary lecturer.
- [00:05:50.666]Post Docs - A1s and A2s are Post-doctoral researchers and are hired for a specified contract length not to exceed 5 years.
- [00:06:02.633]In staff positions, Administrative staff are high level administrators in non-academic areas,
- [00:06:08.533]for instance the Vice Chancellor of Business and Finance.
- [00:06:14.433]Managerial/Professionals, B1s and B2s, are regular staff positions classified as managerial/professional by Human Resources.
- [00:06:25.033]Office/Service positions are regular staff positions classified as office/service by Human Resources.
- [00:06:33.633]C6 is specific to agricultural workers, who have special overtime rules under the Fair Labor Standards Act.
- [00:06:42.666]The remaining staff subgroups identify temporary employees.
- [00:06:48.200]Ys and Zs apply to temporary and on-call employees. Temporary employees are appointed for 2 years or less.
- [00:06:57.200]On-call employees are hired for sporadic employment as needed during peak times and are limited to 693 or fewer hours per year.
- [00:07:09.466]Ws include students who attend educational institutions other than UNL including high schools and other colleges or universities.
- [00:07:20.266]The last two general groupings of employees are student employees and unpaids.
- [00:07:26.966]Graduate Assistants, or D1s, are graduate students who have been awarded a teaching or research assistantship as part of their financial aid
- [00:07:37.666]Student Workers are registered students who work on campus.
- [00:07:41.833]Student workers who have a work/study position as part of their financial aid package are paid
- [00:07:45.833]90% from financial aid funds and 10% from departmental funds.
- [00:07:53.400]Non-work/study positions are paid 100% by the department.
- [00:07:58.633]Volunteers are people who perform work for UNL under the supervision of a UNL employee but receive no pay.
- [00:08:06.400]Examples are unpaid faculty, museum docents and ushers at the Lied Center.
- [00:08:13.933]Affiliates are people who are not on UNL’s payroll, but are on campus and need campus services.
- [00:08:20.866]These people are NOT being directed by UNL employees.
- [00:08:26.233]Examples are contractors, vending machine workers and campus pastors
- [00:08:30.233]who may need access to buildings or other services but who don’t work for UNL.
- [00:08:37.900]Thanks for taking time to learn the basics of how HR data is stored and organized in SAP.
- [00:08:44.633]This information should help you to access efficiently SAP information about employees and positions at UNL.
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