SAP Public Sector and Education, 04/10/23, Slide 1

The University of TennesseeHuman Resources

Business Blueprint

SAP Public Sector and Education, 04/10/23, Slide 2

Agenda

Business Blueprint Executive Summary

• Goal of Business Blueprint• Tools Used• Enterprise Structure• Business Fit• Module Overview• Issues / Gaps• Change Management / Training Concerns

SAP Public Sector and Education, 04/10/23, Slide 3

Business Blueprint AnalysisGoal

• Determine UT’s business process requirements

• Achieve a common understanding of how UT intends to run its business within the framework of SAP R/3

• Deliver a record of results gathered

• Move into the next phase with enough information to complete baseline configuration

SAP Public Sector and Education, 04/10/23, Slide 4

Business Blueprint AnalysisTools

• Business Process Questions (by process)– Standard questions regarding UT’s organizational structure, processes

and business needs

• Detailed Workshops– Meetings with key users to discuss business processes and business

needs

• Customer Input Templates– high level summary of Processes

• Business Process Transaction – Business Process Master List (BPML)

SAP Public Sector and Education, 04/10/23, Slide 5

Human ResourcesEnterprise Structure

O rganiza tional unit in A ccountingwhich represents a bus inessorganiza tion

D efines a spec ific a rea of theenterprise and is organizedaccording to aspec ts of personnel,time management and payroll

Represents a spec ific a rea of thecompany organized accord ing tocerta in aspec ts of personnel, timemanagement and payroll · D efining pay sca le and wage type s truc ture · D efining p lanned working hours · D efining appra isa l c rite ria

D iv ides your employees into groups and a l low syou to de fine the ir re la tionship to the ente rp r ise · genera ting de fault va lues · genera ting a se lec tion c r i te r ion · genera ting a unit fo r the autho riza tion

S ubd iv is ion o f the employee group · P rocess ing in payro ll accounting · Va lid i ty o f p r imary w age types · Va lid i ty o f W ork S chedule · Va lid i ty o f P ay S ca le G roups · Va lid i ty o f T ime Q uo ta types

P ersonnelS ubarea

P ersonnelArea

E mployeeS ubgroup

E mployeeG roup

C ompanyC ode

SAP Public Sector and Education, 04/10/23, Slide 6

Human ResourcesEnterprise Structure

Personnel Area• Knoxville

• Space Institute

• Chattanooga

• Martin

• Memphis

• Institute of Agriculture

• Institute for Public Service

• University Administration

• Medical Center

Personnel Sub-Area• Knoxville• Space Institute• Chattanooga• Martin• Memphis• Clinical Knox• Clinical Chatt• Research Ctr• Family Pr Knox• Etc.

SAP Public Sector and Education, 04/10/23, Slide 7

Human ResourcesEnterprise Structure

Employee Group• Regular

• Term

• Friends of the University

Employee Sub-Group• Faculty 9-month• Faculty 12-month• Other Academic• Non-Exempt Staff• Exempt Staff• Medical Intern/Resident• Student• Casual Labor• Special Appointment• Etc.

SAP Public Sector and Education, 04/10/23, Slide 8

Human ResourcesBusiness Fit

In Scope• Enterprise Structure• Organizational Management• Personnel Administration• Recruitment• Benefits • Training & Events Management• Personnel Development• Compensation Management• Time Management• Payroll Accounting• Funds & Positions Management• Information System

Out of Scope• Manager’s Desktop• Shift Planning• Succession Planning• COBRA Administration• Pension Administration• Employee Performance

Apprasials• Retirement Limits / Projections

Scaled Back• Training & Events Management• Personnel Development

SAP Public Sector and Education, 04/10/23, Slide 9

Organizational ManagementModule Overview

• Forms the basis for the entire personnel planning and development application

• Facilitates analysis of the organizational structure

• Organizational customizing

• Allows planning to develop actual and proposed personnel scenarios

SAP Public Sector and Education, 04/10/23, Slide 10

Personnel AdministrationModule Overview

• Establishes organizational hierarchies • Used to perform essential personnel administration tasks

such as:– hiring employees

– performing organizational reassignments

– termination from the University

– salary adjustments

• Data stored in such a way that you can easily access and

maintain at any time

SAP Public Sector and Education, 04/10/23, Slide 11

RecruitmentModule Overview

• Functions you need for working through the entire recruitment process

• Contains an entire range of powerful, flexible functions that you can use to implement an effective – and largely automated – recruitment strategy such as:– Receipt of application via web access (ABAP programming

required)– Issuance of recruitment requests– Selection process of applicant– Applicant pool administration– Notification to applicants

SAP Public Sector and Education, 04/10/23, Slide 12

BenefitsModule Overview

• Comprehensive method of administering employee benefits such as:– Health (medical and dental)– Insurance (Life)– Savings (Retirement)– Spending Accounts (Medical and Dependent Care)

• Encompasses the key concepts and processes you need to manage extensive and highly individual benefits packages for your employees– Open Enrollment

– Employee Life-cycle Events (e.g. Marriage, Child, and Separation)

SAP Public Sector and Education, 04/10/23, Slide 13

Training & Events ManagementModule Overview

• Enables you to plan and manage business events– Training

– Conferences

• Interfaces with other R/3 components– Basis for extending and updating employee’s skills and knowledge

• Flexible Reporting

• Appraisal functions– Provide important decision support feedback to ensure the

business events offered are both high quality and effective

SAP Public Sector and Education, 04/10/23, Slide 14

Personnel DevelopmentModule Overview

• Helps compare current or future work requirements with employees’ qualifications, preferences and aspirations

• Can contain general measures to impart qualifications so that employees retain or further their professional skills and keep track with technological developments

• Converts training proposals directly into bookings for employees with qualification deficits or needs

SAP Public Sector and Education, 04/10/23, Slide 15

Compensation ManagementModule Overview

• Toolset for strategic remuneration planning• Empowers managers to offer competitive and

motivating remuneration– Fixed pay– Variable pay– Merit increases– Promotion

• Includes Personnel Cost Planning• Allows experimenting with future projected costs

SAP Public Sector and Education, 04/10/23, Slide 16

Time ManagementModule Overview

• Enables flexible representation of all personnel procedures involved in recording and evaluating employee time data– Infrastructure for time data recording– Work schedules– Record of planned attendance and absences– Recording of attendance and absence – Annual and Sick Leave accrual– Time evaluation

• Ability to transfer absence and attendance data to other SAP applications

SAP Public Sector and Education, 04/10/23, Slide 17

Payroll AccountingModule Overview

• Ability to process payroll for employees using data from SAP Personnel Administration, Benefits, and Time Management– Payroll run (regular and off-cycle)– Payroll corrections– Payments– Remuneration Statements– Posting to Financial Accounting– Third Party Remittance

• Offers a number of standard payroll reports• Tax Reporter component allows you to generate all required

state and federal tax forms, such as SUI reports and W-2s

SAP Public Sector and Education, 04/10/23, Slide 18

HR Funds & Position ManagementModule Overview

• Finance employees for specific periods of time

• Determine the funds required for financing employees– Default values from tables

– Simulating a payroll accounting run

• Generate fund encumbrances

• Relieve encumbrances by actual payroll data

SAP Public Sector and Education, 04/10/23, Slide 19

Information SystemModule Overview

• Broad range of reporting functions for all areas of Personnel Management (Standard Reports)

• Capability to define your own reports efficiently and quickly (Ad Hoc Query)

Note: Evaluation of Mission Critical reports by module is currently underway.

SAP Public Sector and Education, 04/10/23, Slide 20

Human ResourcesMajor Identified Issues

• Moving to one (1) Payroll Cycle• Longevity Payroll Re-calculation• Payment of Overtime Distribution• Holiday Pay for Term Employees• Compensatory Time Banking• Leave accrual for employees with multiple positions• One definition of FTE for The University• Limitations on account assignment in Personnel Cost Planning• Establishment of approval process for adding positions during budget

process• Accrual of salary for nine (9) month faculty (9/12)• Decentralization / Centralization of functions

SAP Public Sector and Education, 04/10/23, Slide 21

Human Resources Gaps

• Assignment of employees to multiple positions• Sick Leave Bank• Retirement Projections• Tax Deferred Limits• Non-resident Aliens Processing• Common Pay Master • HMO Benefit Eligibility• Etc.

Note: Workarounds are currently being identified to address these gaps

SAP Public Sector and Education, 04/10/23, Slide 22

Change Management / Training Concerns

• Decentralization of some functions down to the departmental level

• Approvals / Workflow• Terminology• Works schedule concept• Time being recorded daily• Procedures being enforced

consistently• Enterprise Structure

concept

• Positions vs. Employees

• Organization Structure vs. Accounting Structure

• Standardization of forms

• Longevity payment

• Overtime calculation

• Pay cycle decision

• Immediate integration of data

SAP Public Sector and Education, 04/10/23, Slide 23

Human ResourcesBusiness Blueprint

Questions

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