-Questionnaire to be
used during Blueprint stage
Organizational Units
Q: 1) Please, provide details about your company’s organizational structure
(Reporting Hierarchy).
A:
Q: 2) Are all organizational units assumed to be departments or are there
regions in their org chart?
A:
Q: 3) Please, provide a list of your company’s organizational units (e.g.
departments).
A:
Q: 4) Does your company have different locations (e.g., individual departments
are located externally)? Alternatively, do any of your employees work on
external work places? Then you need address information for the correspondence.
A:
Q: 5) Does each of your organizational unit represent a department or
organizational units, which represent departments with subordinated
organizational units, which represent groups?
A:
Q: 6) Are there any organizational units and positions within your
organizational plan, which are not part of the normal reporting hierarchy
(staff) and which report directly to higher organizational units or positions?
A:
Q: 7) Organizational units and positions can relate to Cost Centers. Provide a
list of the assignments.
A:
Jobs
Q: 1) Provide a list of your company’s jobs (e.g. secretary, manager). How many
jobs exist?
A:
Q: 2) Define and document job codes.
A:
Q: 3) Do job descriptions already exist or do they need to be set up?
PositionsQuestions:
Q: 1) Provide a list of your company’s position (e.g. department secretary, HR
manager).
A:
Q: 2) Do Position descriptions already exist or do they need to be set up?
A:
Q: 3) Do you automatically report your vacant positions to recruitment? If not,
will you set up every unoccupied position to vacant?
A: Q: 4) Do you maintain employee group and employee subgroup information on
positions within your organizational plan?
A: Q: 5) Organizational units and positions can relate to Cost Centers. Provide
a list of the assignments.
A:
Tasks
Q: 1) Do tasks
describing jobs and/or positions already exist or do they need to be set up?
A:
Q: 2) Provide a list of your company’s tasks (e.g. administration tasks, HR
tasks). In case you are using tasks for your job descriptions.
A:
Q: 3) If your organization plans to use tasks, identify any groups of tasks
that are routinely performed together, so that they can catalogued as a task
group.
A:
Personnel Management
Q: How many personnel
areas are there?
Explanation: Typically, an organization must divide its employees for various
reasons, e.g. administration, personnel records access and reporting. You can
make this separation at both the enterprise structure (e.g. geographic,
functional) and the personnel structure (e.g. different categories of
employees) levels. This must be considered in reference to the
financial/costing (FI/CO) structures.
A: Q: 2) Describe the structure of your organization. Consider countries,
locations, legal entities, payrolls, union/agreements etc.
Personnel AreaQuestions:
Q: 1) In SAP, should your enterprise be hierarchically structured using
personnel areas and sub areas.
A: Q: 2) Within each legal entity, divide your workforce into logical groups
(personnel areas) which used primarily for reporting and authorizations.
Explanation: At least one personnel area is required for each legal entity
(company code).
A:
Personnel Sub Area
Q: 1) Divide each
personnel area into logical personnel subs areas.
Explanation: The employees in each personnel sub area will typically share the
same public holiday calendar, payroll and time-related rules.
A:
Employee Group
Q: 1) List the
employee groups that your company uses.
Explanation: Employee groups allow you to divide employees into different
categories. Employee groups used to generate default data for payroll
accounting serve as selection criteria for reporting and constitute an
authorization check.
A:
Employee Subgroup
Q: 1) List the employee subgroups that your company uses.
Explanation: Employee subgroups also allow you to divide employees into
different categories. (E.g. Active, Permanent, Part Time). Employee subgroups
also used to determine security access and selection criteria for reporting. In
addition, these employee combinations will typically share the same payroll,
benefits and time-related rules. List the employee subgroups that your company
uses.
A: Q: 2) For which parts of your organization should integration of
organization management and personnel administration (PA) apply?
Explanation: Divide further to your workforce into logical groups (e.g.
divisions, departments, sections) and to produce organizational charts, you
need to integrate organization management with personnel administration. For
which parts of your organization should integration apply?
A:
Q: 3) If Organization Management not used, it is still possible to record
organization units, positions and jobs in personnel administration (PA).
Provide this organizational data.
A: Payroll AreaQuestions:
Q: 1) Which Payroll Areas need to be set up for your organization?
Explanation: Typically, Payroll Accounting Areas used to divide the workforce
into logical groups of employees. These groups are based on payroll frequency,
start date of the payroll run and, sometimes, geographical locations and
security access. Which Payroll Accounting Areas need to be set up for your
organization? Note: It is possible to assign employees to
“non-payroll-relevant” Payroll Accounting Areas
A:
General Settings
Q: What is the Holiday Calendar for your company.? If there are factories and
office establishment, different holiday calendars may be in place.? I formation
reg those
A:
Master Data
Q: 1) Do you want to assign your own employee numbers or have the system
generate them for you? SAP recommends the use of system generated employee
numbers after the initial data conversion.
A:
Q: 2) With the use of third-party archiving systems, SAP allows you to store
documents (e.g. photographs, resumes, position description forms) for employee
level. If you are using this facility, which documents will be stored?
A:
Q: 3) SAP allows you to maintain a free-text screen for all info types. Do you
have the requirement to store free text?
A:
Personal Data
Q: 1) When you record employee names, which forms-of-address, titles, name
prefixes/affixes (e.g. Mr., Sir) do you use and how do you want them displayed
on reports and correspondence?
A:
Q: 2) When recording employee details, which other particulars (e.g. marital
status, nationality) do you wish to record?
A.
Addresses
Q: 1) What address
types would you like to maintain for your employees (e.g. permanent, postal)?
A:
Bank Details
Q: 1) Which methods of
payment allowed in your organization?
Explanation: It is necessary to define a method of payment (e.g. direct
payment, check) for each employee paid. The method of payment can be defined
globally for all employees or a different method for each country.
A:.
Family/Relates Persons
Q: 1) What
relationships with other persons do you wish to maintain for your employees
(e.g. Spouse, Child, Guardian, Emergency Contact, and Friend)?
A:
Education and Training
Q: 1) Define the types of educational establishments (e.g. secondary school,
university, internal course) for which you want to record your employees’
certificates.
A: Q: 2) List the types of certificates which you would want to attach to
employees.
A:
Q: 3) Identify which branches of study (e.g. subjects, course name) are to be
recorded against employees.
A:
Other/Previous
Employers
Q: 1) If you wish to
record previous employment history for your new employees, list which Industry
and Jobs you require.
A:
Qualification
Q: 1) If you are not using the qualifications catalogue within Personnel
Development (PD), list the qualifications (e.g. languages, skills) you would
like to record for employees.
A:
Appraisals
Q: 1) In SAP you have the ability to record appraisals in either PA or PD. If
you intend to record appraisal ratings in PA, which types of performance criteria
(e.g. Leadership, Communication) and weightings do you require?
A:
Q: 2) How many appraisals type you need to maintain?
A:
Q: 3) Define the ratings of each appraisal?
A:.
Communications Data
Q: 1) Which user
identification numbers are to record against your employees?
Explanation: You may record user identification numbers for various electronic
media (e.g. internet, fax) or Company Credit Card numbers against each of your
employees.
A:
Planned Working Time
Q: 1) Which info type
used to store the planned working time (work schedule rules).
A:
Contract Elements
Q: 1) What types of
employee contracts used in your organization?
A:
Q: 2) If you wish to record periods of notice, which must given by either the
employee or employer, list the standard notice periods.
A:
Internal Medical
Service
Q: 1) What medical
examinations (e.g. audiometric, general habits, vision) would you like to
record for your employees?
A:
Q: 2) For each medical examination, list the specific tests or areas for which
you want to record medical data.
A:
Q: 3) For each specific test or area, detail the typical results (e.g. Y/N, x
cm, blood type) you might want to record.
A:
Q: 4) For each occurrence of a medical examination, what overall results (e.g.
fit for work) would you like to record?
A:
Monitoring of Dates
Q: 1) SAP allows you
to monitor and to report on the expiration of certain key events (e.g.
probation, work permit, medical examination). Which key events do you wish to
record?
A
Date Specifications
Q: 1) What key dates do you want to record against your employees?
A:
Grievances
Q: 1) If you track
grievances, disciplinary actions or harassment incidents on employees, provide
as list of each type and detailed description of the business process.
A:
Objects on Loan
Q: 1) Do you wish to record the loan of company property (e.g. PCs, mobile
telephones) and an identifying number against employees? If so, list these
items.
A:
Basic Pay
Q: 1) Describe your pay structure.
A:
Q: 2) Will your company perform global salary increases and, if so, provide the
details?
A:
Q: 3) Please provide your company’s Basic pay details?
A:
Recurring
Payments/Deductions/Accruals
Q: Please provide your company’s allowances and deductions?
A:
Additional Payments
Q: Please provide your company’s additional payments?
A:
Loans
Q: Please provide your company’s Loan details?
A:
Cost Distribution
Q: 1) Do you want to capture the cost of each employee?
A:
Q: 2) Do you need to distribute salary of employees between different cost
centers?
A:
Social Insurance and
Benefits
Q: 1) Does your
organization make use of the employee insurance statement? If so, which one?
A:
Q: 2) Does your organization provide a private health insurance scheme? If so,
please specify.
A:
Q: 3) Which calculation method is applicable to the Social Insurance (GOSI)
days?
A:
Q: 4) How many different contribution percentages are applicable to each Social
Insurance (GOSI) scheme?
A:
Q: 5) How do you calculate End of Service Benefits?
A:
Qualifications /
Requirements
Q: 1) Do you have
skills, competencies, qualifications, or requirements in your company? If you
do, you need a qualifications catalog containing a hierarchical structure of
the qualifications of interest to your specific company.
A:
Q: 2) How do you evaluate these qualifications/requirements? Maintain the
appropriate scales (e.g. Language Scale with proficiencies 1 to 5).
A:
Q: 3) Are there any alternative qualifications? (E.g. Knowledge of AmiPro as an
alternative to knowledge of Word).
A:
Q: 4) For which employees should qualifications be maintained?
A:
Q: 5) For which jobs/positions should requirements be maintained?
A:
Q: 6) Do you perform profile match ups between requirements profiles and
qualification profiles?
A:
Q: 7) If qualification deficits detected, do you want the system to propose
training measures to rectify the situation?
A:
Q: 8) Do you try to find employees with specific qualifications or employees
suitable for specific jobs/positions?
A:
Q: 9) Do you want to find qualified applicants for vacant positions?
A:
Development Plans
Q: 1. Will you be
planning to capture employee development needs?
A:
Personnel Time
Management
Work Schedules
Q: 1) In which way the
Working Hours Decree implemented in your organization.
A:
Q: 2) Name your shifts.
Information: For each group of employees, the time management requirements are
based on certain expectations. These expectations must be defined in the form
of work schedules for each of the groups of employees. This includes the
description of possible deviations from these expectations
A:
Q: 3) Which patterns do your shifts use? E.g. weekly or monthly or rotating
A:
Q: 4) Describe the daily shifts. Specify start and end times, planned working
hours and breaks for each of these daily shifts. How do public holidays affect
these daily shifts?
A:
Q: 5) Do you have rules that change your daily shifts (for example, the last
working day before a holiday ends at noon)? Provide a list of such rules.
A:
Personnel Time
Specifications Administration
Q: 1) How does your
organization calculate/express absenteeism due to illness?
A:
Q: 2) please, describe the process of sickness and recovery notification and
indicate which information is provided and how.
A:
Q: 3) Does your organization make use of notifications of sickness and
recovery? If so, to who are they sent?
A:
Q: 4) You must identify rules and policies, as they determine the kind of time
data you collect. What kind of data is collected? For example, do you need to
record attendances, absences, the time of day, and elapsed times?
A:
Q: 5) Describe the different types of substitutions used in your company (such
as a substitution for a particular period of working time, or for a specific
position or personnel number).
A:
Q: 6) Describe the different types of availability/on-call duties used in your
company (such as on-call for maintenance, on-call for emergencies).
A:
Q: 7) describe the different types of attendances and absences used in your
company (such as vacation, sick, business meeting).
A:
Q: 8) For each attendance and absence, identify the amount and unit of time
that can taken. Do you have attendances or absences of less than one day, one
full day, or longer than one day (up to a specified maximum)?
A:
Q: 09) There are various priorities for different attendances and absences. Therefore,
you must set the reaction for an overlap (for example if an employee gets sick
on vacation). How do you handle an overlap between attendances and absences?
A:
Q: 10) Which of the identified absences are unpaid?
A:
Q: 11) Which of the identified absences are paid? How they paid?
APersonnel Time Recording SubsystemQuestions:
Q: 1) Capture of time management data for a particular employee with particular
characteristics (interfaces to subsystems, direct entry, etc.).
A:
Q: 2) What kind of time events do you use (for example, clock-in, clock-out,
start of break, end of break, start of off-site work, end of off-site work,
etc.)?
A:
Training and Event
ManagementBusiness Event Location
Q: 1) Are business
events held at more than one location?
A: .
Q: 2) If there is more than one business event location, do you need to define
a location hierarchy?
A:
Business Event Group
Q: 1) Define the
business event hierarchy for the business event catalog?
A:
Business Event Type
Q: 1) Which
information should be stored for the business event type?
A:
Resource Type
Q: 1) Are rooms
already available for the business events, or are external resources accessed?
A:
Q: 2) Do the resources only consist of rooms, or do you want to use the system
to manage other resources too, such as beamers and overhead projectors?
A:
Q: 3) Are the instructors employees at the enterprise, or are they also
external persons?
A:
Business
ProcessesPersonnel Actions
Q: 1) What other
modules and sub modules are integrated with personnel administration?
A:
Q: 2) What are the typical Personnel Actions, which occur in your organization
(e.g. hiring, salary adjustment, termination, transfer)?
A:
Q: 3) What are the reasons you would like to record for each of these Actions?
A:
Q: 4) Which Personnel Actions set what status?
Explanation: All employee records must have an employee status (i.e.
terminated, active, inactive, and retired). Personnel Actions are used to
record an employee status wherever necessary (e.g., Hiring sets status to
Active). Wherever necessary, which Personnel Actions set what status?
A:
Q: 5) What data (e.g. addresses, basic pay) would you like to incorporate in
each of these Personnel Actions?
A:
Q: 6) Are there any Personnel Actions that should perform by different user
groups?
Explanation: Group of users may have differing access levels or
responsibilities to maintain Personnel Actions (e.g. different countries). This
accomplished by defining user groups, which display different sets of info
types (Info groups).
A:
Q: 7) Do you have the requirement to transfer employees between countries?
Explanation: SAP has the facility to combine the hiring and termination actions
when transferring employees between countries.
A:
Q: 8)If an employee resigns, how your company pays the final settlement amount?
(Either check or cash)
A:
RecruitmentProcessing
Receipt of Application
Q: 1) “WORKFLOW –
Within Recruitment a mail can be sent for every administrative task to any of
the following people: Personnel officer responsible for applicant, person
responsible for action, person responsible for reference action.
A: Q: 2) Applicant groups and applicant ranges decide the applicants according
hierarchical or functional structure. Which way do you prefer?
A:
Applicant Pool
Administration
Q: 1) In order to process the applicant’s data correctly, the applicant goes
through different recruitment processes. Ex: Initial Data load, add additional
data, reject applicants etc. List the processes that are applicable to
applicants in your companies.
A:
Q: 2) List the names, forms of address and telephone numbers of the recruitment
officers that will be responsible for processing applications
A:
Q: 3) If your company uses status reasons indicating why an applicant is
rejected, please provide a list.
A: Yes , the company uses status reasons indicating why an applicant is
rejected. List will be given later in text format.
Q: 4) If you want to create and assign your own numbering system indicate the
desired number ranges in the text box. Number ranges hold eight characters. Ex.
00000000 to 99999999
A
Notification of
Rejection of Application
Q: 1) Do you use one
standard rejection letter for all applicants or different letters?
A:
Q: 2) If your company sends out a notification of rejection to applicants,
please specify the status reasons for the rejection status?
A:
Q: 3) What procedure does the company follow when an applicant rejects the
contract letter that is sent to him/her?
A:
Personnel Cost
Planning
Q: 1) Is the cost
projection for personnel costs incorporated into the organization’s overall
budget plan?
A:
Q: 2) Which default period used as the basis for your cost calculations?
A:
Q: 3) Do you wish to ensure that people who are not authorized to display an
organizational structure also not authorized to view the cost planning for this
organization?
A:
Q: 4) Would you like to use different display options like graphics and tables
in Excel?
A:
Q: 5) If your company utilizes the projected pay cost planning method, define
the wage elements that used in your corporation.
A:
Q: 6) If your company intends to use Personnel Cost Planning, which of these
projected costs methods would suit your needs the best. Actual Payroll Costs
(would need to run R/3 Payroll), Employee Basic Pay or Notional Wage Element
Costs
A: Q: 7) Results of Cost Planning need to be transferred to the CO module and
to be included in overall financial budget planning.
A:
Personnel Time ManagementEntry of Personnel Time Specifications
Q: 1) How are attendances and absences recorded?
A:
Q: 2) Do you have a practice of compensating employees for entitlements (e.g.,
vacation, sick leave, etc.)?
A: Q: 3) How do you handle the situation of incomplete pair formation? For
example, No clock-in: Error No clock-out: Error and/or no clock-out: Delimit
time pair with end of planned work time
A:
Q: 4) How do you handle situations where time data overlaps, e.g., differences
between recorded absences and time events; doctor’s visited and overtime on the
same day?
A:
Q: 5) How do you handle situations affecting the day in general, e.g., an
employee is at work on a day off, no time data on a workday, vacation on a
public holiday?
A:
Q: 6) Are you required to guarantee a minimum break time, e.g. dependent on the
number of hours worked?
A:
Q: 7) Which times must be made available to payroll e.g. normal working hours,
overtime, public holidays, hours worked on a public holiday?
A:
Over Time
Q: 1) How do you define overtime (e.g. daily, weekly, monthly, and annually,
etc.)? Is approval necessary?
A:
Q: 2) Are part-time employees eligible for overtime? What are the rules
defining overtime for part-time employees?
A:
Q: 3) How do you calculate overtime hours?
A:
Q: 4) How are public holidays considered in the overtime calculations?
A:
Q: 5) How do you compensate these overtime hours? (For example, payment,
compensatory time, mixed forms of compensation)
A:
Q: 6) How is your time-related data (overtime, bonus for nighttime work,)
entered into the payroll run and how does it become time wage types?
A:
Q: 7) In your company,
how extra payment for overtime beyond that specified by the collective
agreement represented?
A:
Q: 8) How are lump-sum payments for overtime represented in your company?
A: [ ] Overtime included in agreement with specified number of hrs[ ] Overtime
included in agreement w/o specified number of hrs[ ] Separate portion of salary
with specified number of hrs[ ] Separate portion of salary with specified
amount
Q: 9) How is your time-related data (overtime, bonus for nighttime work,)
entered into the payroll run and how does it become time wage types?
A:
PayrollBases
Q: 1) Do You Want to
Start SAP Payroll during the Year?
A:
Q: 2) Does the entire payroll process take place using the SAP System or some
parts carried out using a third-party system?
A:
Q: 3) For how many employees is payroll run and how often?
A:
Q: 4) Who is allowed to maintain or view what data (everyone, only certain
people), and what roles exist within Payroll?
A:
Q: 5) How is the implementation of payroll organized (e.g. who is authorized to
start or correct payroll, and when?)
A:
Q: 6) What does your payroll process include (e.g. deduction run, remuneration
statement, data medium, posting to accounting)?
A:
Q: 7) What type of employees do you distinguish between with regard to payroll
(hourly wage earners, monthly wage earners, salaried employees)?
Processing of Time
Data
Q: 1) How do you determine the amount of basic compensation, for example,
dependent upon the pay scale group and level, and upon other basic compensation
components on a percentage basis (indirect evaluation)?
A:
Q: 2) Absences divided into paid and unpaid absences. Which of the absences
mentioned above are paid and which are unpaid?
A:
Loans
Q: 1) Would you like
to administer loans using Payroll? If yes, what loan types do you need?
A:
Q: 2) Which reduction rules, interest calculations do you apply?
A:
Training and Event
Management
Q: 1) How do you plan your business event
catalog? Do you determine demand?
A:
Q: 2) Do you want to use Training and Event Management to manage internal and
external business events?
A: Q: 3) Define the business event hierarchy for the business event catalog of
the customer.
A:
Q: 4) How are attendees registered for business events?
A:
Q: 5) Do you want to use booking functions?
A:
Q: 6) Do you charge cancellation fees?
A:
Q: 7) Is there integration with Materials Management?
A:
Q: 8) Which types of material need to be managed by Training and Event
Management? Do these materials already exist in Materials Management? The
interface is only suitable for consumer goods such as files and pencils. It is
not suitable for managing PCs
A:
Q: 9) Do you want to use billing functions?
A:
Q: 10) Has customizing been maintained in your system for the customer master
and billing?
A:
Q: 11) Do you intend to transfer billing document data to FI and CO?
A:
Q: 12) Are the business events attended by people other than your customers? Do
you need functions for one-time customers?
A:
Q: 13) Is a discount offered on the price of the business event?
A:
Q: 14) Do want to transfer costs to Cost Accounting?
A:
Q: 15) Has customizing been maintained for the Controlling application
component?
A:
Q: 16) Should the cost center structure of your enterprise reflected in your
system?
A:
