Daimler Chrysler - Real Time Sap HR Blue Print

Human Resources Business Blueprint
FOCUS @ DCRTI
Facilitate Optimize Communicate Unify DCRTI
with
SAP @
SAP HR Implementation
Version: 1.0
________________ BBP Sign Off Date
______________________ Signature Customer Project Manager-DCRTI
____________________ Signature Consulting SAP HR Consultant PwC India
Created by
Raj Kumar Nammi
Created on
28/09/2005
Version: 1.0
Table of Contents
PROCESS DOCUMENTATION...........................................................................................................................................3 0.1 PERSONNEL AREAS AND PERSONNEL SUB-AREAS ................................................................................................................4 0.2 EMPLOYEE GROUPS AND SUB-GROUPS..............................................................................................................................5 1 ORGANISATION STRUCTURE........................................................................................................................................8 1.1 ORGANISATIONAL UNIT..................................................................................................................................................8 1.2 JOBS............................................................................................................................................................................9 1.3 POSITIONS..................................................................................................................................................................10 1.4 REPORTING STRUCTURE ...............................................................................................................................................13 1.5 INTEGRATION..............................................................................................................................................................13 1.6 PLAN VERSIONS...........................................................................................................................................................14 2 PERSONNEL ADMINISTRATION - MASTER DATA MAPPING...........................................................................14 2.1 HIRING / JOINING ACTIVITIES (FOR NEW RECRUITS).........................................................................................................14 2.2 EXTENSION OF CONTRACT.............................................................................................................................................20 2.3 MANAGE TRANSFERS, SECONDMENTS AND DEPUTATIONS..................................................................................................21 2.4 MANAGE SEPARATIONS................................................................................................................................................24 2.5 EMPLOYEE MASTER DATA..............................................................................................................................................27 7. PERSONNEL TIME MANAGEMENT......................................................................................................................30 7.1 TIME MANAGEMENT ..................................................................................................................................................31 7.2 PERSONNEL TIME PLANNING......................................................................................................................................33 7.3 PERSONNEL TIME RECORDING....................................................................................................................................38 8. PAYROLL INDIA.......................................................................................................................................................40 8.1 PAYROLL - INDIA PROCESS FLOW.................................................................................................................................40 8.2 DCRTI PAYROLL INPUTS FOR PAYROLL PROCESSING ....................................................................................................44 8.3 PAYROLL INTEGRATION WITH FICO.............................................................................................................................58
Business Blue Print: DCRTI - SAP HR implementation
FOCUS @ DCRTI
Process Documentation
FOCUS @ DCRTI
1. 0.1
0.1.1
Enterprise Structure Personnel Areas and Personnel Sub-areas

Personnel Areas
Personnel Areas represent a subdivision of the company code, applicable to employees. They perform the following functions: enables the generation of default values for data entry (eg determination of payroll accounting areas); acts as a selection criterion for reporting; and acts as a unit in authorisation checks.
Although a Personnel Area can only belong to one company code, they are further divided into Personnel Subareas. Personnel Area in SAP will represent the circle to which the employee belongs. As DCRTI is functional from one geographical location, only one personnel area is defined. S.No. 1. Personnel Area Text DaimlerChrysler - Bangalore Personnel Area Code DCBL
The Personnel area will be linked to the Company Code DCRT and assigned to country grouping 40 (India).
Codification logic
The personnel area codification would follow the logic of : First 2 Place holders referring to the Company Code ie. DC and the second 2 place holders indicate the location of the personnel area i.e, BL so the total code will be DCBL. Coming to the Personnel Sub Area codification there is no specific logic maintained, the name of the each functional department is considered as the Personnel subarea Thus it would be possible to identify from the code itself which company the particular Personnel Area is assigned to. Similarly in the case of personnel sub area, unique identification is made possible through the code itself.
0.1.1.1 Personnel Subareas

Personnel subareas are a subdivision of the personnel area. Personnel Subareas are used in personnel administration, personnel time management, and payroll accounting in SAP. Personnel subareas are grouped to form further subgroups based on work schedule planning, holiday calendar, absence counting, professional tax computation etc. A list of Personnel Areas and their corresponding Personnel Sub Areas are given here under. S.No 1 Personnel Area DCBL Personnel Subarea PROJ TLES PLMS VENG QATY EPSL BSER INSO CADM FICO HRMS Personnel Subarea Text Projects Tools and Embedded Solutions Project life cycle management Solutions Vehicle Engineering Quality Enterprise Solutions Business services Intelligent Systems CAD / CAM Finance & Controlling Human Resources
FOCUS @ DCRTI SYAD FACS TRVL CURL ICMT VMGT MDOF System administration Facilities Travel Customer Relations Inter Cultural Management Vendor management MDs Office
Comments
The actual physical location is required to be recorded since the personnel subareas are mapped to a state for the purpose of professional tax computation. Hence in case of employees who are in Bangalore they will be mapped to state Karnataka for professional tax purposes. The holiday calendar in SAP is mapped to the personnel area and hence personnel subareas need to be defined at a level which represents the actual physical location. So employees of Bangalore can be mapped to holiday calendar of DCRTI.
0.2
Employee Groups and Sub-groups
Employee Groups (EG) and Subgroups (ESG) are primarily used to classify employees into discrete groupings to streamline processing, data entry and report selection by enabling validation, default values and authorisation checks. ESGs are attached to one or more EGs. The specific organizational functions of the Employee Group include: Generation of default values for data entry, for example, for the payroll accounting area or an employee's basic pay. Selection criterion for reporting. Act as an authorization check unit.
The following Employee groups will be defined in system.
0.2.1.1 Employee Groups

Code E C Description Employees Employees Under Limited Period Contract Company Consultant Definition All Probationers and confirmed probationers (or) employees who are on regular rolls Taken for specific position. Most cases there are a time limit. The contract is between the individual and the Company. They are on payroll of DCRTI Contract between DCRTI and a professional service firm. Time/Work done to be traced for individuals assigned by the professional services firm/ individual. But not on Payrolls of DCRTI Expatriates who are recruited as regular
Expat Regular
FOCUS @ DCRTI employees. Expatriates who are engaged on contracts. DCRTI employees working outside of India. Employee who is recruited as a trainee, employment terms other than probationers or regular apply eg. GET/MT Interns who are on stipend for a limited period with out any allowances Employees from DCAG working in DCRT on contract basis. Payroll is run for from DCAG only and not from DCBL International Training Program
N O T S A
Expat Contract Overseas employee Trainee Students ATG
ITP
0.2.1.2 Employee Subgroups

Employee Groups are further divided into Employee Subgroups (ESG) which controls the following key functions: The most important control features are as follows: You can standardize or differentiate how an employee is dealt with for a personnel calculation rule using the grouping of employee subgroups. For example, you can control whether an employees remuneration is calculated on a monthly or hourly basis using this grouping. You determine which wage types are permissible for which employee subgroups using the employee subgroup grouping for the primary wage types. You determine which work schedules are permissible for which employee subgroups using the employee subgroup grouping for the work schedule. The employee subgroup is a selection criterion for reports. Employee subgroups are an authorization check unit. The following employee subgroups will be defined in the system Employee group E,C,F,X,N,O,T,S,A, I Employee Subgroup L0 L1 L2 L3 L4 L5 LS ST DR Text of ES L0 L1 L2 L3 L4 L5 LS STUDENTS DRIVERS
Role Mapping
Level Level 0 Knowledge Limited to Concepts, theories and principles. Role Fresher from the campus, work is assigned based on the qualification/project work in academics. He/she will be in learning Interaction/Influence Interaction with immediate supervisor Span of Control Nil Education BE / MCA Exp 0 - 1 Year
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phase
Level 1
Level 2
Limited to Concepts, theories and principles. Learning how to use the same in active business situations Has greater depth of knowledge on implementing concepts on active business situations. Has developed knowledge on his specific work area Has thorough knowledge of his work area / domain. Is exposed to the macro picture of his/her division/SBU.
Level 3
Works on routine assignments that require following standard procedures and practices. Receives close guidance and detailed instructions on work, prioritisation. Works under close supervision. Works on routine assignments that require following standard procedures and practices. Starts getting exposed to problems with slight complexity. Handles his assignment more independently. Starts coming up with solutions to routine problems which he presents to his supervisor Is involved in designing solutions for moderately complex problems. Plans his day to day work independently, has little supervision in the same. Follows standard operating procedures for the same. The end deliverable is reviewed
Has limited influence on the group working. Interaction is limited mainly to peers and immediate supervisors
Nil
BE / MCA / ME
1-3 Years Interacts closely with his peer and supervisors influences group decisions based on personal experiences. May provide need based guidance to Level 1 on day to day functioning. May Interact with customers May have people responsibility. Has an active role in the project while decision making, for which he has accountability. Take part in processes that impact the whole group like staffing, resourcing. May interact with customers Manages a team of people. Is responsible for the deliverable of the team and interacts with all other internal and external agencies with which the team has an interlinkage. Responsible for Project . Reports to Program Manager/ HOD Nil BE / MCA / ME
2-5 Years 1 to 2 People BE / ME /MCA /Ph. D
4-7 Years 3 to 6 People BE / ME /MCA /Ph. D
Level 4
Is exposed to the macro picture of the organisation and uses that knowledge increasingly in his functioning
Designs solutions for complex problems for the team. Plans the day to day work of the team, and is responsible for the overall deliveries of the same. Will function as a Project Manager
5 - 10 Years
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Level 5 Is exposed to the macro picture of the organisation and uses that knowledge increasingly in his functioning. May also exposed to one or two domains May be responsible for multiple projects. Designs solutions for complex problems for the team and also represents the various taskforce. Plans the day to day work of the team, and is responsible for the overall deliveries of the same and supports Business Heads on strategic decisions. Manages a team of people. Is responsible for the deliverable of the team and interacts with all other internal and external agencies with which the team has an interlinkage. Might have revenue responsibilities for the specific team. Responsible for Project. Reports to HOD Overall responsibility for the function and the business. Contributes to the Business Development, focus on business strategies and the process Development. Has close interaction with other departments/ divisions and is the driver for overall business plan for his Division. Interacts with the customers extensively 5 to 10 People BE / ME /MCA /Ph. D
> 10 Years Around 30 BE / ME /MCA /Ph. D
LS
Thorough knowledge of his function, its role and position in the overall business model. Relies on experience to arrive at future courses of action. Part of the Leadership team
Provides solutions to a wide range of complex problems. Manages multiple projects. Responsible for overall deliveries for the business group and also responsible for strategic business decisions. Reviews policies, processes and SOPs for his group and initiates change.
> 13 Years
Organisation Structure
1.1 Organisational Unit
The organisation structure is constructed using objects Org unit, job and position. HR organisation units are logical groupings of employees and often reflect either a geographical or functional view of the organisation. In case of DCRTI organisation units will be typically set up to reflect a hierarchy of functions / sub-functions & positions within a geographical framework. Eg. Representative Organisation Structure
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1.2
Jobs
Jobs are a higher level classification of the positions within the enterprise. For example, the job Account Executive may be linked to several positions, all of which might be regarded by the organisation as Account Executives (eg Account Executive SBI, Account Executive LIC etc). The first level listing and defining of jobs based on the current system.
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Job Code MD HOD SCI MGR TL EGR EXE CONS ADMN STUD
Job Text Managing Director Head of the dept Scientist Managers Tech Lead / Team Lead / Project Lead Engineer Executives Consultant Administrators Students
1.3
Positions
Positions are the specific occurrences of a particular job. Typically, there is a one-to-one relationship between employees and positions although it is possible to link more than one employee to one position (eg additional responsibilities). Position to organisation units -to-organisation unit link indicates organisational hierarchy. Positions are understood as being equivalent to designations at DCRTI. In case of change in designations, positions will be updated in SAP.
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FOCUS @ DCRTI Till such time the positions are more clearly defined the following convention will be used to indicate position in SAP.
S.no
1
Job
MANAGING DIRECTOR HEAD OF THE DEPARTMENT
Position
MANAGING DIRECTOR HEAD OF THE DEPARTMENT - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES HEAD OF THE DEPARTMENT - PLM SOLUTIONS HEAD OF THE DEPARTMENT - FINANCE AND BUSINESS ADMINISTRATION HEAD OF THE DEPARTMENT - INTELLIGENT SYSTEMS HEAD OF THE DEPARTMENT - VEHICLE ENGINEERING AND QUALITY HEAD OF THE DEPARTMENT - CAD / CAM HEAD OF THE DEPARTMENT - TOOLS AND EMBEDDED SOLUTIONS FINANCE CONTROLER
No of Employees
LS
LEVEL
2 3 4 5 6 7 8 9
LS LS LS LS LS LS L5 LS
10 11 12
SCIENTIST
PRINCIPAL SCIENTIST - INTELLIGENT SYSTEMS SENIOR RESEARCH SCIENTIST - INTELLIGENT SYSTEMS RESEARCH SCIENTIST - INTELLIGENT SYSTEMS
L5 L4 L3
13 14 15 16 17 18 19 20 21 22 23 24 25 26
MANAGER
PROGRAM MANAGER - CAD / CAM PROJECT MANAGER - PROJECTS KEY ACCOUNT MANAGER - CRIM MANAGER - VEHICLE ENGINEERING PROJECT MANAGER - PLM SOLUTIONS MANAGER - HUMAN RESOURCES PROGRAM MANAGER - VEHICLE ENGINEERING ASSISTANT MANAGER - FINANCE PROGRAM MANAGER - PLM SOLUTIONS MARKETING MANAGER - CRIM SENIOR DELIVERY MANAGER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES DELIVERY MANAGER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES PROJECT MANAGER - PMO PROJECT MANAGER - SAP TECHNICAL LEAD - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES TECHNICAL LEAD - PLM SOLUTIONS TECHNICAL LEAD - VEHICLE ENGINEERING
L5 L5 L4 L4 L4 L4 L5 L3 L5 L3 L5 L4 L3 L3
27 28 29
LEAD
L3 L3 L3
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30 31 32 33
TECHNICAL LEAD - CAD / CAM PROGRAM LEADER - QUALITY TEAM LEAD - QUALITY TEST LEAD - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES
L3 L3 L3 L2
34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51
ENGINEERS
SENIOR RESIDENT ENGINEER SENIOR SOFTWARE ENGINEER - PLM SOLUTIONS SENIOR ENGINEER - CAD / CAM SENIOR RESEARCH ENGINEER - INTELLIGENT SYSTEMS SENIOR TEST ENGINEER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SOFTWARE ENGINEER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SOFTWARE ENGINEER - TOOLS AND EMBEDDED SOLUTIONS ENGINEER - CAD / CAM SENIOR SOFTWARE ANALYST - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SOFTWARE ENGINEER - PLM SOLUTIONS SENIOR SOFTWARE ENGINEER - PROJECTS SENIOR ENGINEER - VEHICLE ENGINEERING ENGINEER - QUALITY SENIOR SOFTWARE ENGINEER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES TRAINEE ENGINEER - VEHILCE ENGINEERING RESEARCH ENGINEER - INTELLIGENT SYSTEMS ENGINEER - VEHICLE ENGINEERING TRAINEE ENGINEER - PLM SOLUTIONS
LS L2 L2 L2 L2 L1 L1 L1 L2 L1 L2 L1 L1 L2 L1 L1 L1 L1
52 53 54 55 56 57 58 59 60 61
EXECUTIVES
EXECUTIVE ASSISTANT - MD'S OFFICE EXECUTIVE - HUMAN RESOURCES EXECUTIVE - ACCOUNTS EXECUTIVE - TRAVEL EXECUTIVE - FRONT OFFICE EXECUTIVE - FINANCE AND BUSINESS ADMINISTRATION EXECUTIVE - FACILITIES EXECUTIVE - SUPPLIER MANAGEMENT CO-ORDINATOR FACILITIES PROJECT ASSISTANT
L3 L1 L1 L1 L1 L1 L1 L1 L0 L1
62
CONSULTANT
SENIOR CONSULTANT - MD'S OFFICE
L5
12
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IT SECURITY CONSULTANT - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES SENIOR IT SECURITY CONSULTANT - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES TRAINEE CONSULTANT - PLM SOLUTIONS NETWEAVER CONSULTANT - SAP
63 64 65 66
L1 L3 L1 L2
67 68
SYSTEM ADMINISTRATOR
SENIOR SYSTEM ADMINISTRATOR SYSTEM ADMINISTRATOR
L2 L1
69
STUDENTS
Multiple Assignments
In those cases where the employees are assigned to multiple positions the field staffing percentage will be used to define the percentage of time the employee devotes to each position. The primary position of the employee for the purpose of reporting structure and reports will be the position which is associated with an action in IT 0000 & IT 0001.
1.4
Reporting Structure
Reporting structure will be defined by creating a relationship between one position to another. This will be done using the relationship Relationship A002 reports to Inverse relationship B002 is line supervisor of
The standard reporting structure in SAP will be used to capture the Administrative reporting as workflow applications like leave, travel expenses use the reporting structure to determine the chief position. The functional reporting structure will be captured using the relationship Relationship A005 is subordinate to Inverse relationship B005 is line supervisor of
Core Team will be trained on Multiple reporting (matrix reporting and dual reporting)
1.5
Integration
Organisational Management forms the basis for the entire Personnel Planning and Development (PD) application. The administration of structural data (ie objects and their reciprocal relationships with each other) facilitates the analysis and reporting of the organisation and provides the foundation for authorisations functionality. The PD module of SAP will be integrated with PA module using the switch PLOGI ORGA.
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Group PLOGI
Sem. Abbr. ORGA
Value Abbr. X
Description Integration switch: Organisational Management/HR
1.6
Plan versions
It is possible to define multiple version of organisation plan using plan versions. However at any point of time there can be only one active plan version. Plan version 01 will be set as the active plan version using the switch Group PLOGI Sem. Abbr. PLOGI Value Abbr. 01 Description Integration plan version / Active plan version
Personnel Administration - Master data Mapping

Personnel administration includes all the activities to be done during the life cycle of an employee. At DCRTI following activities are performed
Hiring Change in designation
Refer to annexure)
2.1 3.1.1
Hiring / Joining Activities (for New recruits) Scope of the Process
Brief definition of the process. Mention start & end points of this process.
Joining of a person
This document covers all joining formalities of a new recruit viz. Filling of Statutory / Non-statutory forms like PF New Account / Transfer Form, Investment Declaration form, Insurance and Hospitalization Coverage Form, Form for accommodation, vehicle, phone connection, email, workstation and forms for any other entitlement, allotment of Employee Code No. and issuance of ID card. Start after acceptance from candidates along with joining data End placement in his/her department/function 3.1.1.1 Complete HR related formalities
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FOCUS @ DCRTI
Inputs 1. Medical fitness report (from the designated clinics/dispensaries/doctors) 2. List of new recruits from the recruiters. 3. Interview Assessment Form, Bio-data along with expected date and joining location, Personal History Form 4. Acknowledged copy of offer letter 5. Copies of Qualification and experience certificates 6. Photographs 7. Relieving letter 8. Proof of salary from the former employer 9. Any other documents information as per joining checklist. Process 1. On receipt of fitness report and upon the employee reporting for joining a personal file for the new employee is created for maintaining all his records. 2. HR personnel to welcome the new recruit and guide to the right location to move with further joining formalities. 3. Issue of formal appointment letter with details of the salary structure and getting acknowledgement of the same. 4. HR will guide the new recruit to provide the declarations on elements of his salary based flexible pay structure. 5. Following forms are filled by the new recruit : PF New Account / Transfer Form, Investment Declaration form, Insurance and Hospitalization Coverage Form, Bank Account Opening form, Joining Report, Form for accommodation, vehicle, phone connection, white goods form, mobile phone, email, PC, workstation, temporary visiting card and temporary ID card form and workstation (wherever applicable), Gratuity Form.(Reference, joining checklist) 6. Ensure that the new recruit has filled all information correctly. 7. Provide the joining kit to the new employee containing all the forms, Welcome letter, Leave card, Holiday list, Employee handbook, and minimal stationary need 8. Enter / update employee details in master database 9. Allot Employee Code number 10. Issue ID Card 11. Issue - Insurance Card wherever applicable. 12. Validate copies of the submitted academic and other testimonials with originals. 13. Update the checklist which ensures that the new recruit has completed all joining formalities 14. Intimate the concerned Line Manager about joining of the new recruit. 15. Get joining report signed by concerned Line Manager, Issue joining circular as per standard format. 16. Update the list of attendees for the next batch of induction program. 17. Send details of the new recruits to the accounts department i.e. Emp Code No., Salary details 18. Send relevant forms to respective departments like administration, Insurance agency, accounts department, IT department etc.
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Outputs 1. EC Number and ID card 2. Updated employee personal file consisting of correctly filled forms and copies of valid certificates
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FOCUS @ DCRTI 3. Joining report 4. Hard copies of all joining and administration related forms signed and filed. 3.1.1.2 Complete Administration related formalities (HR Commercial to do) Inputs 1. Completed forms from HR for Workplace (Cabin, Cubicle & Workstation) PC, email ID, Phone (extension no.), Mobile phone, Vehicle, Shifting of household goods, arrangement for guesthouse / permanent accommodation, school admission requirements for kids of new recruit (wherever applicable) Process 1. Send forms for IT requirements to IT department for PC, email account and internet connectivity. 2. Coordinate with Real Estate agents and facilitate getting accommodation for the new recruit as per the entitlement. 3. Coordinate with Vehicle agency for facilitating the new recruit to get the vehicle as per his / her eligibility. 4. Facilitate shifting of goods, in case the new recruit is from other outstation location. 5. Book and provide, guest house facility till the permanent accommodation is finalised. 6. Provide list of important telephone numbers / city road maps and important establishments (wherever required and applicable) 7. Coordinate with schools wherever required to facilitate school admission of the kids of the new recruit. 8. Coordinate with vendors for facilitating procurement of white goods, if required and applicable 9. Follow-up with various external agencies and internal departments where completed forms / formal letters were sent and ensure that all the required assistance and facilities reach the new employee on time. Output1. New employee provided with all administration assistance as per eligibility and terms and conditions mentioned in appointment letter and getting his acknowledgement for the same. 2. Passing on all the forms and acknowledgments to HR department to be filed in their personal file. 3. All company assets allocated to the employee as per eligibility-(eg: Car, House, Laptop, Mobile phone etc) 3.1.1.3 Complete Payroll related formalities Inputs 1. Appointment letter with salary details and employee Code number, if any 2. Letters - a) for take-over of liabilities with the previous employer, b) joining bonus, c) notice pay etc 3. Details of liabilities and proof of discharge of same Process 1. Obtain bank account details from employee 2. Prepare and send salary and other inputs to payroll 3. Prepare and execute DPN, undertaking and agreement for joining bonus and liabilities take-over, mentioning repayment terms, if any 4. Process payment to employee for joining bonus and other liabilities taken over Outputs 1. Documents for liabilities 2. Details to payroll 3. Cheque to employee or salary credited to bank account 4. documents through mail merge
MIS Reports Required:

Report Requirements are specified separately.
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Description of functional deficits

Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here Enhancement to Offer letter; Recording of offer details; Description of professional/club memberships, capturing percentage score/CGPA of applicant in the course of study. Capturing parameters such as Function,Subfunction and Level Joining check list
Approaches to covering functional deficits

Address real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed. Infotype 0057 will be modified to record membership related data. (W) The field Other Allowances in IT 0021 can be used to flag whether a family member is dependent or not for the purposes of hospitalisation coverage - One additional check box to be added to this infotype as covered (E) New Infotype to record the items in joining check list (E with PM01)
System configuration considerations

Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. Link Employee Number to Applicant Number In case the employee is an applicant, record the applicant number in the infotype 139, this will be used to track the status of the joining checklist. Employee number range Infotype 19 will have a sub type called end of expatriate assignment Infotype 19 monitoring of task subtype end of probation should be invoked through dynamic action Employee numbers will be a 5 digit system generated number.
The option of number range will be used to differentiate between various types of employees. The following number range will be defined for personnel numbers. No 1 2 3 4 5 From 10000 50000 60000 70000 80000 To 49999 59999 69999 79999 89999 Current number External
Number Range
Employee Group
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FOCUS @ DCRTI 1 2 3 4 5 Current DCRTI employees Contractors / Consultants Students Professional Service Others Staff
3.4.1 Scope of the Process

Brief definition of the process. Mention start & end points of this process This document covers the activities of conducting pre-confirmation appraisals and confirming the probationers. Start List of probationers who are completing initial probation period / extended probation period in next one month End Issuance of Confirmation / Extension / Termination letters Covers only Core Employees of DCRTI Inputs
1. List of probationers due for confirmation SAP 2. Pre confirmation Appraisal forms (EX - available in PD)
Process 1. Respective Line Manager fills up appraisal form and recommends confirmation / extension / termination (EX) 2. On receipt of approval, HR will issue confirmation letter. (SAP mail merge) 3. If not approved, HR will issue extension / termination letter. (SAP mail merge) 4. Send inputs to payroll from confirmation dates SAP T code PA30 Outputs 1. Confirmation / Extension / Termination letters (SAP mail merge) MIS Reports Required Report Requirements are specified separately Description of functional deficits Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here Approaches to covering functional deficits Address real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed. System configuration considerations Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions.
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FOCUS @ DCRTI Create an appraisal model Confirmation appraisal with the final rating as Confirmed / extend confirmation and termination of service. For employees who need to be confirmed an action called Confirmation will be defined and the employee group of the employee will be changed from Probationer to Regular employee. In case of probation based on the probation period entered in IT 16, a program will compute the date of expiry of probation and update the date of expiry of probation in IT 19. Date monitoring report will be run to get a list of employees due for confirmation within the next month or given period
2.2
Extension of Contract

This document covers the activities of conducting pre-contract expiry assessment for Contract Staff. Start Identifying consultants who are completing initial contract period / extended contract period in next one month End Issuance of Extension / Termination letters Inputs 1. List of consultants due for extension (SAP) 2. Pre expiry consultant assessment forms (EX Available in PD) 3. Contract terms (SAP) Process 1. Respective Line Manager fills up assessment form and recommends extension / termination. (EX Available in PD) 2. In case the Line Manager recommends that a particular Contract Staff should be extended before expiry of contract period, for outstanding performance or any other business requirement, he can recommend the same. (EX) 3. The assessment goes to respective HR who forward the same to approving authorities with recommendation for their approval (EX) 4. On receipt of approval, HR will issue extension letter. (mail mege) 5. Send inputs to payroll new contract period is updated in payroll or termination of contract is updated. (SAP PA30/PA40) Outputs 1. Extension letter / termination letter (mail merge) 2. Payroll input (SAP report)
MIS Reports Required

Report requirements are specified separately.

Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here
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Approaches to covering functional deficits

Address real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed.

Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. Renewal of Contract Infotype 16 to record contract with the consultants An appraisal model Contract Staff Assessment l will be defined with the final rating as Renew contract An action called Renewal of Contract will be defined and the reason for extension will be recorded in reason field of action. The date up to which the contract has been extended to be recorded in IT 19 under task type Expiry of Contract. Date monitoring report to be run to get a list of employees whose contracts are expiring within the next month or a given period.
2.3
Manage Transfers, Secondments and Deputations

Brief definition of the process. Mention start & end points of this process This document covers processes relating to transfer, secondments and deputations.
Definitions:
Transfers: Type 1. Reassignment from one department to another within DCRTI Example PLM to EPSBS 3.6.1.0 Manage Transfers 3.6.1.1 Organise Inter-location & inter-company transfers 3.6.1.1A Inputs How will the request be managed in SAP? (Ex) 1. Personal request duly approved by Circle Head/Group Head 2. Manpower planning and resultant key gaps / key overlaps 3. Job rotation plans 4. New Business Plans or contingencies Process External Organise Inter-location transfers (Type 1)
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1. 2. 3. 4. 5. 6.
Based on validated inputs seek approval from Relieving Circle Head/Group Head Will this be thru SAP? Identify replacement if need be External Seek confirmation from Receiving circle Head/Group Head and finalise date of transfer External Brief employee about entitlements / responsibilities at time of transfer External Arrange pre-transfer visit (only in cases of business requirement based transfer) External HR-Commercial to assist in Closure of House lease and deposit return, Handover of Res. Telephone, Mobile (SIM), Cabin/Cubicle, any location specific items (like keys, ID cards etc), and packing and movement of goods. External 7. Complete Transfer-out checklist and clearance at Relieving location from HR, HR- Commercial, Admin, Library, IT, Line Manager, Circle Head etc. Will this be thru SAP? 8. To Complete Transfer-in checklist at receiving location. Will this be thru SAP? Outputs Thru SAP 1. Approvals. 2. Transfer order 3. Clearance certificate duly filled up 4. Movement order 5. Transfer checklist 3.6.1.1B Organise inter-company transfers (Type 2 & 3)
Inputs How will the request be managed in SAP? External 1. Management Decision 2. Personal Request. 3. Job rotation plans 4. New Business Plans or contingencies 5. Manpower planning and resultant key gaps / key overlaps Process 1. Relieving Company Head to approve based on management decision or personal related request SAP? 2. Group President Management Services Division will approve all transfers into DCRTI (be it type 1 or type 2) 3. Relieving Company HR to confirm with receiving company HR on absorption and date for the same. Receiving companys confirmation would be subject to acceptance of the transferee of the receiving companys service norms, proposed role and compensation refitment. External 4. Relieving Company HR to initiate replacement and handover process as need be and finalise date for transfer External 5. Relieving company to initiate transfer checklist process and clearance formalities External 6. To forward file and compensation details for refitment, to Receiving Company HR External 7. Receiving Company HR to finalise refitment of salary and entitlements as per their considerations/norms and forward letter to Transferee through Relieving Company HR and receive acceptance. External 8. Based on acceptance, Receiving Company HR confirms to Relieving Company to transfer the employee. External 9. Relieving company to record transfer of employee SAP? Outputs Same as above 3.6.1.3 Manage Deputations
Inputs How will the request be managed in SAP?
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FOCUS @ DCRTI Special requests of manpower for temporary periods > 29 days and less than 6 months Process 1. Requesting Circle Head / Group Head raises requirement with job profiles and sends to relevant Locations External? 2. Relevant Location/Group HR, based on request, identifies employees to be released. External? 3. Obtain approval of Circle Head/Group Head External? 4. Prepare and issue deputation order, specifying deputation period, R&R, allowances. SAP? 5. Employee details are updated and intimated to payroll. SAP? 6. Based on commitments made in deputation order, receiving site organises logistics and facilities. External? 7. The receiving site maintains and sends deputees attendance records to the parent site for processing salary. SAP? 8. Deputee raises deputation allowance claims which are processed and disbursed by the parent location. The receiving location certifies any recoveries and sends to parent location for recovery through payroll. SAP? 9. If required, deputation period is extended based on requirement of receiving site. External? 10. Prepare & issue deputation extension letter. SAP? 11. On completion of deputation the receiving site releases the deputee by preparing and issuing the deputation release order. External? 12. Employee status to be changed in SAP Outputs SAP? 1. Deputation order 2. Deputation extension letter 3. Deputation release letter

Reports have been specified separately

Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here. Deputation order Deputation extension letter Deputation release letter Secondment order Secondment extension letter Secondment release letter Transfer order

Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. The status of the employee will be recorded in the contract field in IT 0001 as seconded / transferred / deputed. The date up to which the deputation has been extended will be recorded in IT 19 (Date Monitoring) under the task type extension of deputation
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FOCUS @ DCRTI In case of employees who are transferred between group companies will be first separated from their parent company and then rehired into DCRTI with a new personnel number. Those employees who are on secondment / on deputation to DCRTI will continue to retain their old personnel number (parent company) and will move into DCRTI by means of a Secondment action / deputation action in the system .
2.4
Manage Separations
Separation for employees stationed in Bangalore Separation for employees stationed outside Bangalore (on transfers / deputation) Diff action types 3.7.0 Scope of the Process
Brief definition of the process. Mention start & end points of this process. This document covers all modes of separation of an employee from the Company. It includes resignation, retirement, termination, abandonment and death. Start The process starts with receiving information of separation of the employee through any source End The process ends with completion of the full and final settlement 3.7.1.1 Process Resignation Inputs 1. Resignation letter (External) Process 1. HR will begin resignation acceptance process (Will it be SAP or external?) 2. Employee will obtain clearance from all concerned sections. SAP 3. Organise & conduct Exit Interview by Functional Head & HR SAP + External long text possible thru devlopment 4. Stop salary advise for last month of work SAP 5. Acceptance date of resignation and resignation date as separate subtypes of infotype 0019 Outputs SAP 1. Clearance Certificate. 2. Accepted and Approved resignation letter 3. Exit interview feedback. 4. Stop salary advise to accounts 3.7.1.2 Process Retirement / Extension Inputs List of employees due for retirement in next 6 months. Process 1. Generate list of employees due for retirement in next 6 months. SAP 2. Concerned Sectional Head will initiate the process by forwarding approved extension request to concerned HR with extension. (Ex)
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FOCUS @ DCRTI
3. For retirement, HR informs the Accounts dept for settlement of PF/ Gratuity/ Superannuation. SAP
PA40
4. If approved for extension, extension letter on the same terms and conditions is issued (for a proposed
period). SAP mail merge Outputs SAP 1. Clearance Certificate / checklist approved by HoD/departments (Dev) 2. Approval note for retirement / extension. (mail merge) 3. Exit interview feedback. (Dev) 4. Extension letter 3.7.1.3 Process Termination SAP
Input 1. Finding and recommendation arising out of a disciplinary procedure conducted against an employee 4. Recommendation for termination Process
1. HR will Issue termination letter mail merge 2. Employee to obtain clearance from all concerned sections dev 3. Stop salary advise to accounts PA40
Output 1. 2. 3. 4. Termination letter Clearance certificate Information to Accounts to Stop Salary Input to Accounts/ HR Commercial to initiate F&F
3.7.1.4 Process Abandonement Input 1. Information from concerned head of absence without authorisation for more than a pre defined number of days External 2. Concurrence from HOD Repeat of above Process 1. Stop Salary advise to accounts SAP 2. With concurrence of HOD, send standard warning letter to absconding employee asking him to resume duty by a specified date SAP 3. Send 2 reminders immediately after the specified date lapses. SAP 4. Send final letter intimating the employee of Managements decision of striking his name off from the muster. SAP 5. Obtain approval for termination from the respective head. SAP/External? 6. Prepare and send termination letter. SAP 7. HR will obtain clearance from all concerned section. SAP Output SAP 1. Warning letters 2. Managements approval for termination. (External) 3. Termination letter.
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FOCUS @ DCRTI 4. Stop Salary processing 5. Clearance certificate 3.7.1.5 Process cases of Death (as reason for separation) Input 1. Intimation of death of an employee (External) Process 1. HR will prepare and circulate notice for condolence meeting (External) 2. HR will obtain clearance from all concerned sections SAP 3. HR will put up note for waiver of outstanding dues loans, consumer durables, etc as per policy SAP 4. Intimate insurance dept. to initiate claim formalities. Coordinate with insurance dept. for settlement (External) Output 1. Condolence Circular (External) 2. Clearance certificate SAP 3. Managements approved note for waivers. (External) 3.7.1.6 death) Process Full and Final settlement (for resignation, retirement, termination, abandonment,
Input 1. Respective Policies, leave encashments, LTA, Gratuity, any legal agreements (ex) SAP 2. Clearance certificates duly filled up SAP (dev) 3. Management approval of waivers viz., Loans, Notice pay etc External 4. Inputs for leave, attendance, absence, etc. SAP 5. Accepted resignation letter (External)/ approved termination letter SAP / superannuation letter SAP / Death notification (External) Process 1. On receipt of completed clearance certificate, HR will send intimation to Payroll for preparation of full and final settlement. SAP PA40 2. If net payable to employee, receive cheque from payroll / bank transfer and Accounts/ HR commercial hand over to employee along with working sheet. SAP FI process 3. Intimate legal department to initiate recovery process, if any. SAP FI process 4. After the employee settles his dues, issue relieving letter and service certificate (latter not given for termination). SAP mail merge Outputs SAP 1. Payroll intimation. 2. Release letter 3. F&F working sheet 4. Information on recoveries from employee & letter with the same respect 5. Service certificate 6. Information on PF/Superannaution/gratuity details 7. Form 16

Report Requirements are specified separately
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FOCUS @ DCRTI

Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here. Formats, check list, Release letter, Termination Letter, Clearance Certificate

Address any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions. A separation action with the appropriate reason code such as Death/Retirement/Termination/Resignation will be defined in the system. The list of assets given to the employee will be maintained in Infotype 40 Objects on Loan. A customised report based on this will act as a checklist for releasing the Clearance Certificate. The actual process of Full & Final settlement will be addressed in payroll module. Also, a report based on IT 41 (date specification) will be run. For this; a date type called last working day will be maintained. Once the separation notice (resignation/ dismissal) is obtained. Based on this report a stop salary advice will be sent to payroll.
2.5
2.5.1
DM RN
Employee master data

Code legend
Direct mapping Required but not supported
Field Description
Mapping code DM DM DM DM DM DM DM
SAP Infotype
SAP Field
Remarks
First Name Last Name Initials Gender Form of Address Date of Birth City of Birth
IT0002 IT0002 IT0002 IT0002 IT0002 IT0002 IT0002
First Name Last Name Known As Gender Form of Address Date of Birth Birth Place
Form of Address will have Dr. /Mr./Ms./Sh. Smt. Etc along with Col. , Gen. Etc
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FOCUS @ DCRTI Field Description Mapping code DM DM DM DM SAP Infotype SAP Field Remarks
Country of Birth State of birth Nationality Marital Status
IT0002 IT0002 IT0002 IT0002
Country of Birth State Nationality Mar.Status Single/Married/Engaged
Marriage Date Blood Group Height Weight Tested for fitness
DM DM DM DM DM
IT0002 IT0028 IT0028 IT0028 IT0028
Since Blood Group Height Weight Mapped to examination date in combination with Result Address (Present/ Emergency/ Permanent ) Emergency Contact Residence Telephone No. Telephone No. Mobile email Car & Conveyance ID Type 0001
Additional groups to be added
Y/N
Address (Present/ Permanent / Emergency)
DM
IT0006
Emergency Contact DM Person Resident Status DM
IT0006 IT0581 IT0006 IT0006 IT0105 IT0105 IT0583 IT 0094
Use the C/O Field
Telephone No. (Resi DM / PP) Another Res. Tel. No. Mobile No. email id Vehicle (Owned /Co's) Passport Number DM DM DM DM DM
Second res. Tel No.
Personal/Official Comp. Owned/Own/No. Vehicle/OYCS
PAN No. Challenge Details Challenge Details Residency Status
DM DM DM DM
IT0185 IT0004 IT0004 IT0094
Personal Ids
Expat/NRI/Citizen
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FOCUS @ DCRTI Field Description Mapping code DM DM SAP Infotype SAP Field Remarks
Religion Employee Code Number SBU
IT0002 IT0002
Religious Denomination Personnel No.
DM
IT0001
Will be a part of org structure
Cadre Circle City Bldg Type Sub-Type
DM DM DM DM DM DM
IT 0008 IT 0001 IT 0001 IT 0001 IT 0001 IT 0001
Payscale group Personnel Area Personnel Sub Area Payslip Location Employee Group Employee Sub group Based on leave entitlements this will be classified as T1 - T20 Subtype in authorities Attached as a position & resources characteristic Date of Hiring Employment Status Job Active/Inactive/Withdrawn Highest aggregation of positions Eg. Executive will be a job and Sales Executive - HR is a position
National / City Resource Date of Joining Employment Status Job
DM
IT1016
DM DM DM
IT0000 IT0000 IT0001
Administrator (Group, Person & Payroll Area) Intercom Number
DM
IT0001
Administrator (Group Person & Payroll Area),
DM
IT0105 IT0032 Grievance Infotype Room No & extension number To record details of disciplinary actions, either as a action or as a new infotype
Cabin/cubicle/Workst DM ation number Disciplinary Action DM
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FOCUS @ DCRTI Field Description Mapping code SAP Infotype SAP Field Remarks
Previous DM Employment * Organisation name * Industry * Location * Designation * Duration
IT0023
Previous Employment * Industry * Location * Job * Duration * Org Name
Relevance % field has to be added to capture subjective assessment of relevance at the time of interview, considering type of orgn, exposure, etc. & mapping to position requirements
Qualification RN (Degree, Dip, Post Graduate, Doctorate, MBA, Certificate, Professional) * Stream * Main Subjects * Year of Passing * Institute * Percentage Competencies DM (broad) Skills (Elements) DM
IT0022
Education/Training
To capture percentage, score, class, CGPA or Ranking.
IT0024
Qualification Group
IT0024
Qualifications
Proficiency levels Members Name Relationship type
DM DM DM
IT0024 IT0021 IT0021
Proficiency Levels Family Details Family Details
Dependency Date of Birth Occupation Applicant Number
DM DM DM DM
IT0021 IT0021 IT0021 IT0139
New field Family Details Family Details Employee Applicant Number
Use the Other Allowances field . Text to be changed.
Store the Applicant number of the employee here
7.
Personnel Time Management
It is been decided to implement the negative time management with manual entry, hence the section pertaining to attendance is irrelevant
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FOCUS @ DCRTI
7.1 Time Management

Time management functionality allows you to record and evaluate time management data according to the company's rules and policies. Times are recorded by way of swipe card (Employee id card) at DCRTI office premises as per the working hours defined. The manual swiping will record- Time in and Time out of every employee and shows their presence in the company. The Requirement / Expectations from the Time management module are : To be able to record the attendances and absences of Employee. To record Overtime of Employee Should give details of Attendances & Absences occurred in the month
7.1.1a Functional Descriptions: Employees attendances are recorded against their Working Schedules. These work schedules have employees Period Work Schedules which is again combination of Daily Work Schedules. The Time Management has various quotas against which an absence or attendance types are recorded and subsequently these are deducted from the quota entitlements. After deductions the remaining entitlements are displayed at employee level. These attendance and absences are used as an input for Payroll processing. 7.1.1b As per the Business Requirement of DCRTI the Time Management will be carried in Three different ways: a) Negative Time recording capture Loss of Pay will be done manually by HR in IT 2001 on receiving information from respective HODs to use in Payroll processing. b) Positive Time recording for the HR administration via Interface with the current Cyrus attendance management system. Normal Attendance types will be uploaded into IT 2002. c) CATS (Cross Application Time Sheets) for recording the project based time. (Absences and special attendances). These absences and special attendances will need to be approved and then transferred to IT absences and attendances respectively. Entries (Absences and special attendances) in CATS will be made by the employees themselves. It has to be investigated and confirmed if the timesheet (CAT2) will validate if an employee is exceeding his normal entitlement of particular type of leave. On this depends the design of Point C.
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FOCUS @ DCRTI A custom report need to be designed for reconciling attendances and absences for an employee for a particular day. The rational for this report is to provide information to the HODs & the HR that a person who has no attendance on a particular day had applied for the leave and has a corresponding entry in the absence IT for the day. ( ABAP requirement)
7.1.2 Functions and Events The Work Schedule is an essential element of Human Resources. Human Resources data is an extension of information entered in a work schedule. The Work Schedule component optimizes SAP Human Resources and saves the user valuable time when defining the working time model for your enterprise. The work schedule is the information medium for all employees who work on time-based schedules. It also contains a detailed overview of all working times. In addition to setting up working times and break times, you can use the work schedule for scheduling and monitoring the organization and coordination of all divisions in your enterprise. The definition of an individual employee's planned working time is essential in SAP Time Management. Planned working time is created in the Human Resources (HR) component using a work schedule that is based on Period Work Schedules. The period work schedule, in turn, is based on a fixed pattern of Daily Work Schedules with Break Schedules assigned to each daily work schedule. The public holiday calendar is used in numerous SAP applications, and also plays an important role in the Human Resources (HR) component. The public holiday calendar: Affects the definition of the organizational structure of your enterprise Plays a central role in the scheduling process as well in generating monthly work schedules Is important for Payroll
Proposed List of Holidays for the Year 2005 S.N. 1 2 3 4 5 6 7 8 9 10 DATE Jan 14 Jan 26 Mar 25 Apr 14 Aug 15 Aug 26 Sep 07 Oct 13 Oct 31 1-Nov DAY Friday Wednesday Friday Thursday Monday Friday Wednesday Thursday Monday Tuesday HOLIDAY Makara Sankranthi Republic Day Good Friday Ugadi Independence Day Krishna Janmashtami Ganesha Chaturthi Vijayadasami Naraka Chaturdashi/Diwali Karnataka Rajyotsava day
Proposed List of Optional Holidays for the Year 2005 S.N. DATE DAY HOLIDAY
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FOCUS @ DCRTI 1 2 3 4 5 6 7 Jan 21 Mar 08 Aug 19 Sep 15 Oct 12 Nov 02 Nov 04 Friday Tuesday Friday Thursday Wednesday Wednesday Friday Bakrid Mahashivaratri Varamahalakshmi Vratham Tiru Onam Mahanavami/Ayudha Pooja Balipadyami Ramzan
DCRTI is giving 12 holidays in every year out of which10 days are public holidays (National holidays + festivals) and 2 are optional holidays which left to the choice of the employees from the list of above mentioned 7 optional holidays list. All attendances, absences and overtime are created as quotas against which the respective attendance, absence, overtimes are recorded and these inputs are deducted upon their usage. This way the system monitors any deviations and if found can be easily tracked. The concept of Time Constraints and Collisions will help to guard the sanctity of the data keyed in.
7.2
Personnel time planning
7.2.1 The following are maintained when we implement Time Management 7.2.1.1 Daily Work Schedules The daily work schedule determines the structure of working times in your enterprise at the daily level. You can also define actual normal working conditions and those that differ from externally or internally determined daily working times. In this way, you set up working times defined for specific employees. The planned working time specified in a daily work schedule is the basis for payment calculation of actual working times that are relevant for payroll, as well as the valuation of attendances and absences. The daily work schedule, along with break schedules comprise the working times for a particular day. You can base the daily work schedule on such working time models as flextime by defining the following: Core times Tolerances Compensation times
7.2.1.2 Period Work Schedules The period work schedule consists of a defined sequence of daily work schedules. The period work schedule reflects a work pattern that is repeated after a defined period of time. You can create the period work schedule in the following ways: 7.2.1.3 On a daily basis On a weekly basis On a monthly basis On an annual basis
Work Break Schedules
You define the break rules in the work schedule for any particular working day and assign them to a personnel subarea grouping for work schedules. This grouping enables you to assign a break schedule to as many of the grouping's daily work schedules as you want, achieving maximum flexibility in combining all
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FOCUS @ DCRTI elements of the daily work schedule. 7.2.1.4 Work Schedule Rules
You specify in the work schedule rule which period work schedule is to be used when and on which day of the period for the work schedule to be generated. Examples of Work Schedule Rules: Flextime Early, late or night shifts Flexible working time and so on
The period work schedule is assigned to the work schedule rule. The pattern of the daily work schedules is specified in the period work schedule. 7.2.1.5 7.2.1.6 Factory Calendar Planned Working Time
In this infotype, you define when and where an employee works within your enterprise on a daily basis. By assigning a work schedule rule in the Planned working time infotype (0007), you ensure that the system can determine the employee's personal planned working time. You can change the planned working time determined by the system to suit your requirements. For example, you can use an existing full-time work schedule rule as the basis for defining a special provision for a part-time employee. The planned working time defined for the full-time employee is reduced to the percentage the part-time employee must work. 7.2.1.7 Absence Quotas
You use this infotype to manage time accounts that represent employees' absence entitlements or time credits. The time accounts contain a particular number of days or hours, during which time employees are permitted to be off work. You can use the infotype to manage the following time accounts, for example: 7.2.1.8 Employees' annual leave Time in lieu accounts, containing hours of overtime for which employees are permitted to claim time in lieu Entitlements to paid absences in the case of illness Attendance Quotas
You use this infotype to manage time accounts that represent employees' attendance approvals. Employees' working times affect costs. You can therefore use the Attendance Quotas infotype (2007) to specify how many hours an employee is permitted to work, and at what times. The SAP System monitors how these time accounts are accrued and deducted. You can use the infotype to manage the following time accounts, for example: Approvals for an employee to use a set number of days each year for further training Approvals for an employee to work a set number of overtime hours at set times over a set period 7.2.1.9 Employee Remuneration Information
You can use the Employee remuneration info infotype (2010) to enter wage types manually and specify
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FOCUS @ DCRTI information directly for Payroll. These wage types are not generated automatically in payroll. Use infotype 2010 to enter wage data that has been calculated manually, such as premiums, bonuses for difficult working conditions or other special wage types. You can adjust the wage types and subtypes of this infotype to your individual requirements in the Customizing system. Here, you can define, for example: The wage types that can be used here The fields in which data cen be entered Whether additional information can be entered for Accounting and Logistics Whether a wage type can be used once or several times per payroll period. 7.2.1.10 Absences
Absences are times when employees are not at work. Employees are absent if their planned working time, as stipulated in their work schedules, is not fully worked. Types of absences include: Leave Illness Health spa Lateness 7.2.1.11 Attendance
You can use the Attendances infotype (2002) to store special attendances for employees. In the Human Resources (HR) component, you can record attendances that define or add to an employee's monthly work schedule. A typical attendance is a business trip. The employee is not at his or her normal workplace, but nonetheless is still working for the enterprise. Attendances are divided into attendance types. Attendance types are subtypes of the Attendances infotype (2002). 7.2.1.12 Overtime You can use the Infotype Additional payments (0015) to compensate the use of Overtime to enter the cost of overtime. Over time wage type is created to capture the amount of over time as an additional pay component and involved in the regular pay calculations. 7.2.1.13 Special Organizational Considerations Calculation of attendance for only 30 days of a month. DCRTI have a defined schedule between 9 am to 6 pm with half an hour break between 12:00 pm to 2:00 pm. DCRTI working times : General Shift 9 AM 6 PM ( Flexible) First Shift 6:30 15:00 Second shift 14:30 23:00 Working hours 9 am to 6 pm with half an hour lunch break. Office is open on public holidays wherein employees can work according to the project need. Maternity Leave 12 weeks, Paternity Leave 3 days, Paid Leave 30 days and Optional
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FOCUS @ DCRTI Holidays 2 days. In case of a vacation 31st should be treated as off. In case an employee is absent on 31st it should be treated as working day and absence should be recorded. A work around is needed for considering 31st of a month to be counted as day off while on vacation. Time constraints need to be looked so that records of either attendance or absence exist at the same time. An employee is supposed to work for 40 hrs a week of 5 working days which includes 2 weekly off. Substitution: There is a concept of substitution. If an employee substitutes for another(Position Substitution) the substituted person will not compensated monetarily but the person who is substituted will be treated absent for the said period.
7.2.2 Accrual and deduction of absence quotas Absence quotas can be recorded manually, proposed by the SAP System, or accrued automatically. An employee can claim an absence quota by Requesting an absence such as leave In this case, you record an absence in the Absences infotype (2001). The absence is deducted from the quota. Requesting remuneration for the times In this case, you record a compensation. The compensation is deducted from the quota. When an employee claims time from a quota, the SAP System deducts the requested time from the quota until it is used up. The quota can only be deducted further if the Customizing settings stipulate that the quota can also be deducted up to a particular negative number. 7.2.3 Absence quota type
Absence quotas with an identical content, such as leave, are grouped into an absence quota type in Customizing. Absence quota types are subtypes of the Absence Quotas infotype (2006). Time accounts are managed in hours or days (Unit field), according to the absence quota type of the quota from which the absence is deducted. 7.2.4 Validity and deduction period
Absence quotas are only valid for a particular validity period, for example, the leave year or the month in which overtime hours were worked. The deduction period stipulates when a quota can be deducted. The deduction period need not be the same as the validity period. Employees in your enterprise receive an annual leave entitlement of 20 days. The corresponding absence quota has a validity period of one year. for example, January 1, 2005 to December 31, 2005. The quota has a deduction period from January 1, 2005 to March 31, 2006, that is, employees can take leave up to three months after the end of the leave year. 7.2.5 Recording absences
When you enter an absence with quota deduction or quota compensation, the SAP System checks the existing quotas. The absence record or compensation can only be saved if the employee has sufficient quota. 7.2.6 Operational Considerations:
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FOCUS @ DCRTI
The quota accumulations vary according to the type of contract, experience & grade. Also collisions should be set so that either absences or attendances should not be over written. When you enter a new record, the system carries out a check to ensure that there are no existing records for that particular employee and time period. It is not possible, for example, to enter an absence record if there is already an attendance record in the system for the same employee and time period. When you customize the system, you can determine the system reaction if time data records collide. There are four possible reactions: An employee is on Leave from Monday to Friday, but is required to interrupt the vacation and return to work on Wednesday.
System reaction: 1 When you enter this data for the attendance type Attendance hours, the system draws your attention to the fact that a leave record already exists for the period. The leave record is automatically delimited if you proceed to save the attendance record. You try to enter a Substitution record for an employee who is on leave. System reaction: 2 The system does not allow this particular constellation, as it is not logical to assign a substitution to an employee who is not at work. An error message is displayed and the system rejects the record. You try to enter substitution data for an employee who already has an overtime record for the same day. System reaction: 3 This combination is permitted. Overtime and substitution records are not mutually exclusive. The substitution may involve the employee working different hours from normal, however. If this is the case, it may be that the new working time coincides with the period in which the employee is authorized to work overtime. It is therefore preferable that the system draws your attention to the collision so that you can check your entries. An employee is assigned to work a substitution, which involves longer hours than usual. You try to record the absence quota Time off for overtime. System reaction: 4 This constellation is allowed, since substitutions and absence quotas are not mutually exclusive. There is no time correlation between these two subtypes. The system therefore accepts the absence quota without drawing your attention to the existing substitution record Changes to existing Organization: Only deviations will be captured instead of all the statuses of an employee during a month.
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FOCUS @ DCRTI
Description of Improvements: Lot of time saved in entry of attendances & absences.
7.3
Personnel time recording
In "Personnel time specifications administration", different types of attendances and absences are identified. Here you determine how these types are entered into the system. Employees time is divided into Attendance & Absences. Employees going on any kind of leave other than sick & bereavement leave in advance to their respective Heads and get them sanctioned. This information is recorded by the Time office. All the entitlements of an employee are given at the time of joining, out of which all are one time entitlements but for Vacation & Sick Leave. These have to be grouped in such a way at any point of time the system should help the organization know the remaining entitlements. In SAP Quotas are maintained against which entitlements get deducted upon their usage. These quotas have a max and a min numbers by way of which the system controls the number beyond which an employee cannot use and thereby allowing the system to calculate the loss in pay. It's a purely control mechanism. 7.3.1 The Various Quotas are:
Definitions of Functions and Events Account status Entitlement Remainder Meaning Specifies an employee's total entitlement to an absence entitlement for a particular period, for example, leave/year or compensation hours/month. Specifies the available entitlement for which the employee can still deduct absences or have compensated Specifies the portion of the entitlement for which absences have been recorded, for past or future dates. Note: In the Employee Self-Service application Leave Request, the Requested field specifies the portion of the entitlement for which absences or compensation has been recorded for future dates. Specifies the portion of the entitlement that has already been compensated.
Requested
Compensated
7.3.2.1
Accrual and deduction of Attendance quotas
You record attendance quotas manually for an individual employee, or using fast data entry for a group of employees. When an employee uses an approval, the SAP System deducts the time worked from the account. 7.3.2.2 Attendance quota type
Attendance quotas with an identical content, such as overtime approvals, are grouped into an attendance quota type in Customizing. Attendance quota types are subtypes of the Attendance Quotas infotype (2007). Time accounts are managed in hours or days (Unit field), according to the attendance quota type of the
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FOCUS @ DCRTI quota from which the attendance is deducted. 7.3.2.3 Validity period
Each attendance quota is valid for a particular period. After the validity period has expired, attendances can no longer be deducted from the quota. 7.3.2.4 Time intervals for attendance quotas
You can also set up attendance quotas for specific clock times. This allows you to assign quotas that can only be deducted at a particular time of day. Your employees have approval to work overtime from 5:30 p.m. to 7:30 p.m. in July. They are not permitted to work more than 20 hours of overtime in that month, however. 7.3.2.5 Deduction of attendance quotas
The following attendances can be deducted from attendance quotas: Working times recorded in the Attendances infotype (2002)
When you enter an attendance type with quota deduction, the system checks the existing quotas. The attendance record can only be saved if the employee has sufficient quota. The system automatically updates the amount of quota used. . Working times originating from employees time postings Time evaluation is able to recognize from the employee's time postings whether he or she worked longer one day. It is able to check whether the employee has an appropriate overtime approval. Attendances are deducted from the attendance quota until the quota is used up. Depending on your Customizing settings, an absence quota can also be deducted into negative numbers. You can also use this infotype to create a general overtime approval for an employee. You do this by creating an attendance quota of zero hours. In this case, the attendance quota must be deducted automatically be time evaluation. 7.3.2.6 Functional considerations At any point of time the total number of hours to be counted is 172 hrs for Payment of full monthly Salary. The system validates the daily working rate for putting in a required 8 hours. The input of working times validates against the rate arrived at for 1 hour one day and helping in paying exactly for the presence of an employee in the company. As there is no concept of 1/2 attendance or absence, this kind of entry helps in reducing unnecessary wastage of time. To make this work effectively, all counting rules and deduction rules need to be configured. These accrual & deductions are based on the length of service, grade. Counting of personnel time specifications
7.3.3
7.3.3.1 Introduction
39
FOCUS @ DCRTI
This process group defines the counting processes for those absences and attendances, the results of which are expressed in days and hours. These values can be used to create a deduction for specific accounts which have been associated with the employee. Additionally, these values can have an effect on the employee's pay. The values that are derived out of attendance & absence are used as an input for Payroll. An employee on an average should work for 172 hrs including Paid Days Off (Saturdays & Sundays).
7.3.3.2 Counting Rules criteria A) The following criteria can affect your counting rules: o Day criteria (Weekday, kind of holiday, kind of day) o Work schedule based criteria (kind of daily work schedule, kind of period work schedule, conditions based on planned working hours).
Every employee is expected to put in 172 hrs every month basing on their work schedules. Saturdays & Sundays are weekly off for DCRTI. B) There is concept of Half Day Absence or Half day Attendance. The counting rule is applicable for the entire day. Every employee whose absence is recorded for 4 hours is treated as half day absence. C) Attendance is counted in hours where as absence is counted in days.
8.
Payroll India
The Payroll System should calculate the gross salary and the deductions and the net salary of an employee. The SAP HR Payroll India component must be implemented in cooperation with project teams implementing other areas of SAP Human Resources (HR), in particular SAP HR Personnel Administration. SAP HR Payroll India offers a number of standard reports used in payroll, superannuation, leave, advance payments and taxation.
8.1 Payroll - India Process Flow

When you access Payroll, the payroll driver calls the accompanying payroll schema, which consists of a sequence of functions. For each activity, the individual functions import data from internal tables and payroll relevant files. Payroll performed as follows: 1. The system updates the databases and imports the master data relevant to payroll. 2. If Off-Cycle Payroll is to take place, the system deletes the internal table IT.
3. The system imports the last payroll result. 4. The system calculates the gross wage and considers the shift schedule, shift change compensation, and valuation bases. Any master data relevant to payroll is included in the calculation at this point.
40
FOCUS @ DCRTI 5. The system calculates the partial period factors, lump sums and salary elements, and cumulates the gross results. 6. The system calculates the net remuneration and performs retroactive accounting if specific master data has been changed in previous payroll periods. The status of the Payroll Control Record is automatically updated with every step that is carried out during payroll. 1. You release one or several Payroll Areas for payroll. The system increases the period number in the payroll control record of the respective payroll area by 1. You cannot change the master and time data for the personnel numbers belonging to this payroll area if it affects the payroll past or present. Changes affecting the future are still possible. 2. You run payroll. The system calls up a country-specific payroll program. It determines the current payroll period from the payroll control record and performs payroll using the values you entered in the payroll program. In general, you do not carry out these steps on-line but rather as a background job. 3. You check whether payroll has run correctly, or determine where errors have occurred. If the payroll has run with errors, the system displays error messages indicating where the errors have occurred. If desired, you can obtain a detailed payroll log. However, we recommend that you only create a payroll log if you simulate the payroll run. If necessary, you can set the status of the payroll to Check Payroll Results during this phase. This way you make sure that no changes are made to payroll-relevant data which could affect the payroll past or present. In addition, the payroll area in question is locked for payroll. However, during this phase you can simulate the payroll for individual employees to understand exactly how the errors originated, by means of the payroll log. If you want to carry out a spot check on the payroll results after a successful payroll run, there is a report available which reads the stored payroll results. The report allows each employee to see the contents of all internal tables containing payroll results. This allows you to check all partial results for a payroll run. In this way you can determine whether the system ran the payroll in accordance with your expectations, for example, for an employee for whom you made complex changes to the master data. 4. You correct master or time data for personnel numbers which contain errors, and which the payroll program could not process. During the payroll run, the System flags the Payroll Correction field in the Payroll Status infotype (0003) for all rejected personnel numbers. When you correct master or time data for a personnel number, this field is also flagged. These personnel numbers are grouped together in a list under Matchcode W (Payroll Correction Run). In a payroll correction run, that is a payroll run with matchcode W, payroll only takes place for the corrected personnel numbers. 5. You release payroll again. The payroll period does not change. 6. You perform a payroll correction run.
41
FOCUS @ DCRTI If there are a lot of employees stored in Matchcode W (Payroll Correction Run), you carry out this step as a background job in the same way that you carried out the Start Payroll step. If you only have to run payroll again for a few employees, you can carry out this step on-line. 7. You simulate the posting to Accounting. Under certain circumstances errors can occur, which mean you must change the payroll-relevant master and time data again. If, for example, a cost center was entered for some employees and it has been deleted in the interim, the system will note this as an error during the posting simulation. Then set the payroll status to Release for Correction once again, and correct the master data for the employees in question. This will cause these personnel numbers to be automatically stored in Matchcode W (Payroll Correction Run). Next, carry out another payroll correction run and simulate the posting to Accounting again. 8. You exit payroll. The personnel numbers for the payroll area can be processed again. You can only exit payroll when the payroll has run successfully for all personnel numbers in the selected payroll area. This means that payroll is finished for all of the personnel numbers in the payroll area, including the rejected personnel numbers, and the payroll period is complete. In addition to the standard payroll functions, the payroll processing for India also comprises the following country-specific functions: Indirect Evaluation Basic Increments Dearness Allowance Housing Car and Conveyance Long Term Reimbursements Claims Bonus Income Tax Section 80 Section 88 Section 89(1) Third Party Deductions Income from Other Sources Tax on Arrears Exemptions Exemption on Leave Travel Allowance Exemption on Medical Reimbursements Exemption on Medical Insurance Exemption on Child Education Allowance Exemption on Child Hostel Allowance Exemption on Other Allowances and Reimbursements Exemption on Leave Encashment Exemption on Voluntary Retirement Scheme Previous Employment Tax Details Professional Tax Provident Fund Employee State Insurance Labour Welfare Fund Nominations Minimum Net Pay Recovery of Rounding off Amounts Loans Enhancement One Day Salary Deduction Mid Year Go Live
42
FOCUS @ DCRTI Termination Work Bench Gratuity Superannuation Form 24 Form 16 Form 217(A)
43
FOCUS @ DCRTI SAP HR Payroll India supports retroactive accounting. This function automatically recalculates payroll in the event of changes to master data and time data in periods for which payroll has already been completed. During Payroll the master data for the personnel numbers to be included in the payroll run can not be changed for the past or present, for example. You should not perform payroll, when master data is being processed for the personnel numbers for which payroll should be run.
8.2 DCRTI Payroll Inputs for Payroll Processing

8.2.1 Pay (income) Components and their Characteristics EARNINGS - Wage Types Basic Basic Arrears House Rent Allowance House Rent Allowance Arrears Conveyance Allowance Conveyance Allowance Arrears Leave Encashment Shift Allowance Over Time Allowance Additional allowance Travel allowance Performance based pay Relocation Expenses Joining Bonus Referral Bonus Student Stipend Student Stipend Arrears Notice Pay Reimbursement Retainer fee Retainer fee arrears Performance based retainer fee Service Tax on retainer fee Interest subsidy on housing loan Leave Travel Allowance Medical reimbursement Technical Book Reimbursement WT Code 1000 1001 1002 1003 1004 1005 1006 1007 1008 1009 1010 1011 1012 1013 1014 1015 1016 1017 1018 1019 1020 1021 1022 1023 1024 1025 Frequency Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly
For All Employees
44
FOCUS @ DCRTI Technical Training Reimbursement Membership Fee Reimbursement Telephone Expenses Reimbursement Car Lease Rentals Reimbursement Computer Rental Reimbursement Children Education Allowance Accommodation Perquisite Other Perquisite Other allowance Non Taxable other allowance Fixed allowance Fixed allowance arrears Petrol Reimbursement Vehicle maintenance Reimbursement Club membership fee Special Allowance Communication Expenses 1026 1027 1028 1029 1030 1031 1032 1033 1034 1035 1036 1037 1038 1039 1040 1041 1042
Total Monthly Salary Performance Based Pay Direct Consultants Deductions For All Employees
Monthly Annual
DEDUCTION Wage Types
WT Code
Frequency
DEDUCTION Wage Types Provident Fund- TRUST Provident fund RPFC Voluntary Provident Fund Income Tax TDS on retainer fee Courier charges Telephone charges Housing Loan Recovery Security deposit loan recovery Lunch recovery salary advance Personal Loan Principal Recovery Personal Loan Interest Recovery Professional Tax Parents insurance Premium Notice Pay Recovery Joining Bonus Recovery Relocation Allowance Recovery Travel settlement recovery LABOUR WELFARE FUND Others TDS Postage and Courier Charges
WT Code 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021
Frequency Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly
8.2.2 Deduction Components & their Characteristics Deduction priorities: O Optional ; M Mandatory
Monthly
45
Monthly
TOTAL DEDUCTIONS
FOCUS @ DCRTI For Example: Specify whether this component is paid as when required or paid for some period of time Recurring R: Bus Recovery will there for that employee until he is in a particular set up Additional A: Uniform recovery will be done once in a year or so. Prioritize the deduction component to consider while running payroll (Note: Do this with Alphabet)
Component Lunch recovery Provident Fund- TRUST Provident fund RPFC Voluntary Provident Fund Income Tax TDS on retainer fee Courier charges Telephone charges R Housing Loan Recovery R Security deposit loan recovery salary advance Personal Loan Principal Recovery Personal Loan Interest Recovery Professional Tax Parents insurance Premium Notice Pay Recovery Joining Bonus Recovery Relocation Allowance Recovery Travel settlement recovery Labour welfare fund Others R R A A A A A A O O M M M O M O Both Contributions paid by Company R R R O O O M O Recurring (R) / (A) Additional Payment R R R R R R R Deduction Priority O M O M M O O Deduction Characteristic Lunch recovery from Employees Rs.100 per month Provident fund for Trust Provident fund for RPFC Voluntary contribution towards PF trust TDS on salary income TDS on retainer fee paid to Direct Consultants Courier charges recovery from employees for personal courier Telephone charges recovery from employees for personal Telephone calls Housing loan taken by employees from HDFC and the deduction of EMI is routed through employee's salary recovery towards house deposit loan paid to employees/consultant as per HR policy Salary advance paid to employee /Consultants Recovery towards principal loan amount of personal loan from Canara Bank as per HR policy Paid by Company towards interest portion amount of personal loan from Canara Bank as per HR policy towards professional tax as per law Recovery towards parents insurance premium paid by company on behalf of employee Notice pay recovery on the basis notice period Recovered if the employees does not serve the minimum time frame Recovered if the employees does not serve the minimum time frame
8.2.3. Derived Component Characteristics - Income or Deduction Component which depends on other components
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FOCUS @ DCRTI DESCRIPTION PF Gratuity HRA Leave Encashment Performance Based Pay Notice pay 12% of Basic 4.81% of Basic 40% of Basic No. of days of leave / 30 * last drawn basic % of total fixed pay (Monthly Salary + Retirals)* Performance Appraisal % No. of days of notice period deficit / 30 * last drawn basic %
DCRTI - Performance based pay based on the level of the employee L0 L1 L2 L3 L4 L5 LS 10% 15% 15% 20% 25% 30% 30%
8.2.4
Components Tax Characteristics - Salary Components and their Tax Properties Tax Exempt ion Fully Taxed Yes Yes Actual HRA received or Actual rent paid or rent paid in excess of 10% of basic salary which ever is less Actual HRA received or Actual rent paid or rent paid in excess of 10% of basic salary which ever is less Rs 800 per month Rs 800 per month Yes Yes Yes Yes Yes No Tax
Salary Components Basic Basic Arrears
Subject Max Of
House Rent Allowance
Yes
House Rent Allowance Arrears Conveyance Allowance Conveyance Allowance Arrears Leave Encashment Shift Allowance Over Time Allowance Additional allowance Travel allowance
Yes Yes Yes
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FOCUS @ DCRTI Performance based pay Relocation Expenses Joining Bonus Referral Bonus Student Stipend Student Stipend Arrears Notice Pay Reimbursement Retainer fee Retainer fee arrears Performance based retainer fee Service Tax on retainer fee Interest subsidy on housing loan Leave Travel Allowance Medical reimbursement Technical Book Reimbursement Technical Training Reimbursement Membership Fee Reimbursement Telephone Expenses Reimbursement Car Lease Rentals Reimbursement Computer Rental Reimbursement Children Education Allowance Accommodation Perquisite Other Perquisite Other allowance Non Taxable other allowance Fixed allowance Fixed allowance arrears Petrol Reimbursement Vehicle maintenance Reimbursement Club membership fee Yes Yes Yes Yes Yes Yes Yes No TAX No TAX As per the Income Tax Act As per the Income Tax Act No TAX Yes Subject to FBT Subject to FBT upto Rs. 15,000 No TAX No TAX No TAX No TAX No TAX No TAX
Subject to FBT
As per the Income Tax Act Yes No TAX No TAX No TAX No TAX No TAX Yes
Note: Car Lease rental is to be paid to the lessor and should not include in the salary of employees. 8.2.5 Pay Components Eligibility for Grades
48
FOCUS @ DCRTI Salary Components Levels Basic Basic Arrears House Rent Allowance House Rent Allowance Arrears Conveyance Allowance Conveyance Allowance Arrears Leave Encashment Shift Allowance Over Time Allowance Additional allowance Travel allowance Performance based pay Relocation Expeneses Joining Bonus Referral Bonus Student Stipend Student Stipend Arrears Notice Pay Reimbursement Retainer fee Retainer fee arrears Performance based retainer fee Service Tax on retainer fee Interest subsidy on housing loan Leave Travel Allowance Medical reimbursement Technical Book Reimbursement Technical Training Reimbursement Membership Fee Reimbursement Telephone Expenses Reimbursement Car Lease Rentals Reimbursement Computer Rental Reimbursement Children Education Allowance Accommodation Perquisite Other Perquisite Other allowance Non Taxable other allowance Fixed allowance Pay Component Eligibility - GRADE WISE L3 L4 L5 LS CONSULTANT Y Y Y Y N Y Y Y Y N Y Y Y Y N Y Y Y Y Y N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y N Y Y Y Y Y Y Y N N N Y Y N Y Y N Y Y Y N N Y Y Y Y Y Y N N N N N N N N N N N Y Y Y
L1 Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N N Y N N N N Y Y Y Y Y Y Y N Y Y Y Y Y Y Y
L2 Y Y Y Y Y Y Y Y N Y Y Y YY Y Y N N Y N N N N Y Y Y Y Y Y Y N Y Y Y Y Y Y Y
STUDENT N N N N N N N N N N N N N N N Y Y N N N N N N N N N N N N N N N N N N N N
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FOCUS @ DCRTI Fixed allowance arrears Petrol Reimbursement Vehicle maintenance Reimbursement Club membership fee Total Monthly Salary Performance Based Pay (Annual) Y N N N Y N N N Y N N N Y N N N Y Y Y N Y Y Y Y Y N N N N N N N
Deduction Components Lunch recovery Provident Fund- TRUST Provident fund RPFC Voluntary Provident Fund Income Tax TDS on retainer fee Courier charges Telephone charges Housing Loan Recovery Secutiy deposit loan recovery salary advance Personal Loan Prinicipal Recovery Personal Loan Interest Recovery Professional Tax Parents insurance Premium Notice Pay Recovery Joining Bonus Recovery Relocation Allowance Recovery Travel settlement recovery LABOUR WELFARE FUND Others
Y Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y Y Y N Y
Deduction Component Eligibility - GRADE WISE Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y N Y Y Y Y Y N Y Y Y Y Y N N N N N N Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N Y Y Y Y Y Y N Y Y Y Y N N Y Y Y Y Y N Y
N N N N N N N N N N N N N N N N N N N N N
8.2.6
Deduction Components Eligibility for Grades L1

12%
GRADES
EE-EPF RECOVERY
L2
12%
L3
12%
L4
12%
L5
12%
ET
12%
MD
12%
Direct consultant
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FOCUS @ DCRTI
VPF
12% or percentage specified by the Employee which ever is less
12% or percentage specified by the Employee which ever is less Nil Rs.30 Rs.60 Rs.100 Rs. 150 Rs.200
PT
If Gross Income Between: 0 to 2999 PT is 3000 to 4999 PT is 5000 to 7999 PT is 8000 to 9999 PT is 10000 to 14999 PT is and 15000 and above PT is Rs.100 per month per employee As per Income Tax Act Rs.100 per month per employee As per Income Tax Act Rs.100 per month per employee As per Income Tax Act
Lunch recovery Income Tax TDS on retainer fee Courier charges recovery Telephone charges Housing Loan recovery Security deposit loan recovery Salary advance Personal Loan Principal Recovery Personal Loan Interest Recovery Parents insurance Premium Notice pay recovery
Rs.100 per month per employee As per Income Tax Act
Rs.100 per month per employee
As per Income Tax Act
As per Income Tax Act
On actual basis On actual basis On actual basis As per HR Policy Attach here On actual basis
On actual basis On actual basis On actual basis As per HR Policy
On actual basis
On actual basis
On actual basis
On actual basis
On actual basis
On actual basis
On actual basis
On actual basis Paid by Company on actual basis
On actual basis On actual basis
Note: Salary Advance:- In case of any special request from employees then the deduction is happened as per the Approval of request otherwise current month itself the full amount deducted.
51
FOCUS @ DCRTI Note: Personal Loan Principal Recovery:- The deduction as per the statement from the Canara Bank . The amount towards Principal come under this and amount towards interest should come as perquisite and it is not deducting from the Employees
8.2.7
Loan Eligibility for Grades' - Type of Loans, its Characteristics and Eligibilities
Loans & Advances L1 Security Deposit Loan Recovery Personal Loan Salary Advance Special Loan Y Y Y Y
Loan Component Eligibility - GRADE WISE L2 Y Y Y Y L3 Y Y Y Y L4 Y Y Y Y L5 Y Y Y Y LS Y Y Y Y Consultants Y Y Y Y
8.2.8 Pay Scale Structure - Monthly Pay components and their Amounts according to the Employee Grade, Location and Level 8.2.9 Claims & Reimbursements'- Monthly Claims and their eligibility with frequency (Example: Medical)
SNo.
Claims
CLAIMS AND REIMBURSEMENTS Description with Condition Eligibility

Medical expenses claim from TTK health care services P Ltd for employees. Reimbursement of official food expenses Reimbursement of fuel /maintenance expenses for the vehicles Reimbursement of official travel expenses
1 2
Insurance claim Food expenses
On actual basis On actual basis For L5 Rs 50000 P.A and LS Rs. 70000 P.A On actual basis ) Kit Allowance is paid to the employee / direct consultant as under: An allowance of Rs. 10,000/- will be reimbursed for employee/ direct consultant traveling for the first time. An allowance of Rs. 4,000/- will be reimbursed to the employee/ direct consultant on their 5th travel or for traveling abroad after 2 years, whichever is earlier. As per HR policy Rs.15,000 for transportation of personal effects and Rs.750 or Rs.1250 against accommodation for unmarried and married respectively. Rs.750 or Rs.1250 against food for unmarried and married respectively
3 4
Petrol/Diesel expenses Travel expenses
5 6
Kit allowance Team Lunch
towards employees travel to abroad Reimbursement of team lunch for each department
Relocation expenses India
Reimbursement of relocation to employees/consultants
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FOCUS @ DCRTI
USD 3000 for transportation of personal effects and Rs.750 or Rs.1250 against accommodation for unmarried and married respectively. Rs.750 or Rs.1250 against food for unmarried and married respectively Actual expenditure incurred on mandatory expenses such as tuition fees, registration fees etc. would be reimbursed by the Company. All other costs (like books, travel costs etc) shall be borne by the employee. The reimbursed cost cannot be claimed against the Flexible Benefit Package Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program. Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program. The amount reimbursed to an individual shall be to subject to a maximum of 85% of the expenditure incurred on mandatory expenses such as tuition fees, registration fees etc. All incidental expenses (like books, travel costs etc) shall be borne by the employee. The reimbursed cost cannot be claimed against the Flexible Benefit Package Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program. The amount reimbursed to an individual shall be to subject to a maximum of 50% of the expenditure incurred on mandatory expenses such as tuition fees, registration fees etc. The reimbursement of the above should not exceed Rs. 50,000/- per program. All other costs (like books, travel costs etc) shall be borne by the employee. The reimbursed cost cannot be claimed against the Flexible Benefit Package As per HR policy regarding credit card reimbursement On actual basis On actual basis
Relocation expenses Abroad
Reimbursement of relocation to employees/consultants
Training staff
Reimbursement of German language programs
10
Training staff
Reimbursement of Certification programs / short term courses
11 12 13 14 15 16 17
Training staff Credit card reimbursement Gift and complements other General reimbursement
Reimbursement of distance learning programs
if it is official expenses if it is official expenses
8.2.10 PF Details' - Provident Fund Trust and its characteristics

PROVIDENT FUND DETAILS
53
FOCUS @ DCRTI
Provident Fund Trust All employees are members of Trust. Direct consultants are not considered for PF Drivers are considered under Government PF Provident Fund Number VPF Calculation Condition (Anybody can get it deducted) 12% or Rate specified by employees whichever is less on their Basic Employer PF Calculation Condition Pension Trust Pension Number Pension Calculation Condition
SNo.
Same as employee No.
12% on Basic
Nil
Nil 8.33 % on Rs.6500
KN/24117
12% on Basic
8.2.11 Absences (Loss of Pay) ABSENCES Sno. 1 2 3 4 Absence Type Consolidated Leaves Paternity leave Maternity leave Loss of Pay No. of days 30 3 84 Actual
8.2.12 Over-Time Infotype -Additional payments (0015) will be used to compensate the use of Overtime infotype to enter the cost of overtime. Over time wage type is created to capture the amount of over time as an additional pay component and involved in the regular pay calculations.
8.2.13 Payment Frequency & Class Salary Payment frequency and their Pay dates according to the Employee Grade Payroll Run Dates & Payment Dates For All Grades Payroll run date Payment date
3 days before last working day of the month One day before last working day of the month
8.2.14 Off-Cycle - Any Payment in between the Payment frequency (Example: Month) OFF CYCLE PERIODS & COMPONENTS Off-Cycle Components Frequency of Calculation Frequency of Payment Settlement on resignation (Attach the annexure) Non salary reimbursement Depend on the date of resignation To be considered as Business expenses. Depend on the date of resignation Payment Date Depend on the date of resignation
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FOCUS @ DCRTI
Note: Off cycle components means the components which you pay other than normal payroll period 8.2.15 Termination Component & Process - Final Settlement Process and their components respective to Employee group TERMINATION COMPENSATION AND PROCESS Sno. Final Settlement Components Description
All Components with pro-rata basis needs to be considered 1 2 3 4 5 6 7 8 9

SALARY LEAVE ENCASHMENT HOUSING LOAN INTEREST SUBSIDY PERFORMANCE BASED PAY LOAN RECOVERY NOTICE PAY RECOVERY OTHER RECOVERIES Retainer Fee Performance based retainer Fee SALARY FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING MONTH LEAVE BALANCE - NOTICE PERIOD RECOVERY*MONTHLY SALARY HOUSING LOAN INTEREST SUBSIDY TO BE PAID ON PRORATA BASIS PERFORMANCE BASED PAY ON PRORATA BASIS BASED ON THE RATINGS FROM THE SUPERVISOR CANARA BANK LOAN RECOVERY NOTICE PAY RECOVERY IN CASE APPLICABLE OTHER RECOVERIES IF APPLICABLE Retainer Fee FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING MONTH PERFORMANCE BASED Retainer Fee ON PRORATA BASIS BASED ON THE RATINGS FROM THE SUPERVISOR
8.2.16 Statutory reports - All Monthly and Annual Statutory Reports Sno. 1 2 3 4 5 6 7 8 Report Form 16 Form 12BA Form 24 Form 24Q Professional tax Monthly and annual return Form 16A Form 26 and Form 27 Form 26Q and Form 27Q Description Salary and allowances Perquisites Annual return ?? For Salaries Frequency Annually Annually Annually Quarterly Monthly / Annually Annually Annually Quarterly Link for Sample
Annual return ?? Other than Salaries
8.2.17 Company Specific Reports - Like Income Components and Deduction component report Sno. 1 Report RPFC monthly contribution statement Description Frequency Monthly Link for Sample To be check with UCS regarding the various reports
55
FOCUS @ DCRTI and procedures for the same To be check with CCMS regarding the same
3 4 5 6 7 8 9 10 11 12 13 8.2.18 Sno. 1 2 3 4 5
PF trust transfer statement for Both processed and excluded employees No of employees onsite and offshore segregating Technical and non technical including students, trainees and consultants Break up of each components stating the variance from the previous month Department wise / component wise pay statement E-payroll to existing database? HR Monthly Report Average employees / direct consultant report as on month end Man Power Projections for the Quarter Additions for the Month Deletions for the Month Confirmations for the Month Contract Extensions for the Month
Monthly
Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly
Bank Transfer Reports - All Bank Statement Reports specified by the bank for Salary Transfer Report HDFC Bank transfer statement Citi Bank Transfer statement Deutsche bank transfer statement Cash payment statement Cheque payment statement For stipend to students For employee who does not have bank account Description Link for Sample
8.2.19 GL Account mappings' All Salary Components corresponding GL Accounts GENREAL LEDGER ACCOUNT MAPPINGS Sno 1 2 3 Pay Component
Basic Basic Arrears HRA
GL Account Number 311001 311001 312001
Description
Credit (C) / Debit (D) Dr Dr Dr
56
FOCUS @ DCRTI 4 5 6 7 8 9 10 11 12 13 14 15
HRA Arrears Conveyance allowance Conveyance allowance arrears Leave encashment Extra working allowance (shift allowance) Additional allowance Travel allowance Performance incentive Joining Bonus Recruitment incentive Students stipend Notice pay allowance Retainer fee (to be check with abhilasha and Raj . In chart of account we are showing two GL like consultancy charges direct consultants and Technical consultancy charges direct consultants) Performance based retainer fee Service Tax on retainer fee Interest subsidy LTA Medical reimbursement Technical book staff Technical training staff Membership staff Car lease rental staff (Regarding the FBT to be check with Abhilasha as the FBT amount is born by the employee) Computer rental staff Children Education allowance staff Lunch recovery Employees contribution to PF Trust Employees contribution to RPFC Employees contribution to VPF Income Tax TDS on retainer fee Courier charges recovery Telephone charges (Telephone charges mobile and landline are separate account in Chart of account whether same has to be maintained in HR module) HDFC Loan Security deposit loan recovery salary advance Canara Bank loan recovery Professional Tax Parents insurance Premium Notice pay recovery (can recovery and payment put under one account or separate account in chart of account) Employers contribution to PF Trust Employers contribution to RPFC
312001 312002 312002 311006 311006 312003 312008 311004 311005 347003 311010 311007
Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Dr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr Cr
16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34
331002 & 330006 311004 331002 & 330006 312010 312015 312014 347006 321001 347011 323001 323005 312013 315002 232006 232005 232006 233003 233009 332007 332001 & 332002 232011 132302 132303 232009 233002 325003 311007 314001 314002
35 36 37 38 39 40 41 42 43 44
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FOCUS @ DCRTI 45 46 47 48 49 50
Employers contribution to Pension scheme PF admin charges Flexible allowance (This is with regard to the amount transferred to Buffer in each month from the FBP amount)
314003 314004 312004
8.2.20 Cost Center mapping Department wise Accounts
S No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Cost Center 100100-100149 100150-100199 100200-100249 100250-100299 100300-100349 100350-100399 100400-100449 100450-100499 100500-100549 100550-100599 100600-100649 200100-200149 200150-200199 200200-200249 200250-200299 200300-200349
Name Tech: VE Tech: PLM Tech: CAD/CAM Tech: EPSBS Tech: TES Tech: ISG Tech: CMMi Tech: COBIT Tech: Prj Rite source Tech: Quality External Tech: EDC FBA HRF MD's office Quality Internal CRIM
Description Tech: Vehicle Engineering Tech: Product Life Cycle Management Tech: CAD/CAM Tech: Enterprise Product Service & Business Service Tech: Tools Embedded System Tech: Intelligent Systems Group Tech: CMMi Tech: COBIT Tech: Prj Rite source Tech: Quality External Tech: European Data Center Finance Business & Administration Human Resources & Facility MD's Office Quality Internal CRIM
8.3 Payroll Integration with FICO

Perform the relevant postings in the Accounting components Various components of the R/3 system interact when posting to Accounting: Payroll (PY) The Payroll component creates payroll results for each payroll period. To do so, wage Types with different business purposes are created. They are created according to tax, social insurance law, industrial law, pay scale and operative points of view. Financial Accounting (FI) Financial Accounting illustrates all business transactions in the enterprise using postings to the relevant accounts. Posting to Accounting provides the necessary data for the following components in Financial Accounting: General Ledger Accounting (FI-GL)
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FOCUS @ DCRTI Cost Accounting (CO) Cost Accounting provides information on the relationship between costs and activities within the enterprise. To do so, costs are either assigned to a cost center or to another account assignment object. The posting to Accounting component usually posts to the following account assignment objects: Cost center Order Accounts Payable (FI-AP) Accounts Receivable (FI-AR) Special Ledger (FI-SL) Funds Management (FI-FM)
It is also possible to post to the following account assignment objects: Cost object Work breakdown structure element Network number Activity number Sales order Item in sales order Scope of the function You can use the Accounting interface (AC interface) to directly post the documents created to the Accounting components. You can simulate posting runs before the end of the payroll run. In this way, you can check if the payroll results are also correct from the point of view of posting to Accounting. You can access information on the creation and processing of posting runs at any time using status management and the history. By selecting the payroll results, you prevent them from being evaluated twice. This also lets you check if payroll results were missed out during reporting. With the help of layouts, which you can configure to your individual needs (for example, totals formation, sorting, filtering), you can check posting documents efficiently. The summarized line items can be traced back to the payroll result for a personnel number at any time. This function is protected by authorizations. The data created can be archived. You can provide data for Personnel Cost Planning
You have checked or made the following settings in agreement with Accounting . Setting up the payment methods Setting up the house banks and house bank accounts Defining the Sending Banks Defining the paying company code Assigning the text key for the payment transaction to transfer wage types
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FOCUS @ DCRTI Special Organizational Considerations A clear distinction between all the employee grades should be made so as to no confusion in deduction related to Tax, Loans, Savings, Premiums etc.. can be eliminated. A comprehensive Payroll solution which can be used apart from reports for Compensation Management Modules, Personnel Cost Planning based on actual Payroll results. System Configuration Considerations: Deductions, symbolic accounts and corresponding GL accounts need to be maintained and which are being charted out.
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Daimler Chrysler - Real Time Sap HR Blue Print

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Daimler Chrysler - Real Time Sap HR Blue Print

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Human Resources Business Blueprint

________________ BBP Sign Off Date

______________________ Signature Customer Project Manager-DCRTI

____________________ Signature Consulting SAP HR Consultant PwC India

Raj Kumar Nammi

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

Enterprise Structure Personnel Areas and Personnel Sub-areas

0.1.1.1 Personnel Subareas

Business Blue Print: DCRTI - SAP HR implementation

Employee Groups and Sub-groups

The following Employee groups will be defined in system.

0.2.1.1 Employee Groups

Business Blue Print: DCRTI - SAP HR implementation

Expat Contract Overseas employee Trainee Students ATG

0.2.1.2 Employee Subgroups

Business Blue Print: DCRTI - SAP HR implementation

2-5 Years 1 to 2 People BE / ME /MCA /Ph. D

4-7 Years 3 to 6 People BE / ME /MCA /Ph. D

Business Blue Print: DCRTI - SAP HR implementation

> 10 Years Around 30 BE / ME /MCA /Ph. D

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

SENIOR CONSULTANT - MD'S OFFICE

Business Blue Print: DCRTI - SAP HR implementation

SENIOR SYSTEM ADMINISTRATOR SYSTEM ADMINISTRATOR

Business Blue Print: DCRTI - SAP HR implementation

Sem. Abbr. ORGA

Description Integration switch: Organisational Management/HR

Personnel Administration - Master data Mapping

Hiring / Joining Activities (for New recruits) Scope of the Process

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

MIS Reports Required:

Business Blue Print: DCRTI - SAP HR implementation

Description of functional deficits

Approaches to covering functional deficits

System configuration considerations

Business Blue Print: DCRTI - SAP HR implementation

3.4.1 Scope of the Process

Business Blue Print: DCRTI - SAP HR implementation

3.5.1 Scope of the Process

MIS Reports Required

Description of functional deficits

Business Blue Print: DCRTI - SAP HR implementation

Approaches to covering functional deficits

System configuration considerations

Manage Transfers, Secondments and Deputations

3.6.1 Scope of the Process

Business Blue Print: DCRTI - SAP HR implementation

Inputs How will the request be managed in SAP?

Business Blue Print: DCRTI - SAP HR implementation

MIS Reports Required

Description of functional deficits

System configuration considerations

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

Business Blue Print: DCRTI - SAP HR implementation

MIS Reports Required