SAP Finance Enhanced Checks for Public Services

Use

You use this report to check whether the additional checks that you set up in Customizing of Position Budgeting and Control for the organization of public services were actually kept to during the assignment of positions.

Prerequisites

To map additional checks, the section Additional Checks must be maintained in Customizing of Position Budgeting and Control.

Features

Selection

You can enter the checks that the report should carry out in the field Filter Values for Checks. The filter values you see in the input help were defined in Customizing of Position Budgeting and Control in the section Additional Checks.

You can use the Options for List Output, for example, if you have created a special layout for background processing.

In addition, you can determine whether the error messages should be issued in a non-hierarchical or hierarchy-sequential ALV list.

Output

The report selects all staff assignments under the organizational object entered along the evaluation path and carries out the additional checks selected on all staff assignments found. The report only evaluates the objects with data status active (01).

Activities

To carry out additional checks, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Information System ® Organizational Management for Public Services ® Enhanced Checks for Public Services.

SAP Finance Staff Assignment Rule Check

Use

Using this report, you can check whether the assignment of an organizational structure complies with the staff assignment rules that you defined in Customizing of Position Budgeting and Control.

Prerequisites

To map staff assignment rules that the system can check, the Business Add-In (BAdI) must have been implemented in Customizing of Position Budgeting and Control.

The IMG activity Define Error Category must be maintained in Customizing of Position Budgeting and Control so that infringements of the rules can be displayed.

If you have defined your own error categories that should be displayed in this report, you have to:

● define your own columns and assign them to the column group PBC_CHK_OV_EXT and

● create a field with this column in the structure HRFPM_S_FIN_CHK_ALV_ERR_CATG.

You can find an overview of the activities that are required for mapping staff assignment rules in the system in the documentation of the organizational activity Map Staff Assignment Rules in System in Customizing of Position Budgeting and Control.

Features

Selection

You can use the Options for List Output, for example, if you have created a special layout for background processing.

In addition, you can determine whether the error messages should be issued in a hierarchy in the organizational structure or in an ALV list (flat).

Output

The report selects all staff assignments under the organizational object entered along the evaluation path and carries out the check on all staff assignments found. The report only evaluates the objects with data status active (01).

The check results are issued in a list according to the error category. The output depends on the output options selected:

· In the hierarchy output, the number of staff assignment that are under an organizational object are summarized and displayed in this organizational object.

· In the output of the ALV grid, you can also define whether the error category should be displayed as a column or a line. The advantage of the line output is that the width of the list remains limited.

It is also possible to enhance the structure of the output list with user-defined fields. You do this in Customizing of Position Budgeting and Control. For more information, see the documentation on the organizational activity Map Staff Assignment Rules in System.

Activities

To check that the staff assignment rules are observed, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Information System ® Organizational Management for Public Services ® Staff Assignment Rule Check.

SAP Finance Evaluation of FTE Limits

Use

This report helps you to determine whether the number of full-time equivalents that are allowed for an FTE limit group was kept to.

Prerequisites

FTE limit groups were defined in Customizing of Position Budgeting and Control and the FTE limits (the number of full-time equivalents allowed for an FTE limit group) are then determined.

The relevant FTE limit groups were entered for the positions in the maintenance of the organizational plan (PA-OS).

Features

The report displays the FTE limit that was defined in Customizing of Position Budgeting and Control for each FTE limit group selected. The number of positions actually assigned to this FTE limit group is also displayed. The difference between these two values is also displayed so that you can see whether the FTE limit allowed was complied with.

It is also possible to only include the positions that are subject to the position plan (for example, not the positions that are financed by funds from secondary sources) in the evaluation. To use this function, you must have defined the relevance types of the position plan in Customizing Position Budgeting and Control and have assigned them to the positions affected during the maintenance of the organizational plan (PA-OS).

If positions were evaluated by a pay scale group interval, the report either evaluates the upper or the lower value.

Activities

To evaluate FTE limits, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Information System ® Organizational Management for Public Services ® Evaluation of FTE Limits.

SAP Finance Business Distribution Plan

Use

You can create a business distribution plan using this report. It provides detailed information on the positions and their holders which are assigned to the respective organizational units. In addition, the business distribution plan displays further information on the assigned positions, for example, entries for the pay scale evaluation, how the positions were financed, or which rules or notes exist for a position.

Prerequisites

If you have added user-specific information for organizational units or positions, you can include it in the valuation by maintaining the Business Add-In Enhance Valuation of Total Number of Positions Customizing of Position Budgeting and Control.

Features

The report displays the organizational units selected and the positions that are assigned to them.

The output of the results is based on the SAP List Viewer. If you want to define your own valuations, change the layout 0DEFAULT (complete list) which contains all possible valuation options. You can find information on adjusting the valuation under ALV Grid Control (BC-SRV-ALV).

Activities

To create the business distribution plan, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Information System ® Organizational Management for Public Services ® Business Distribution Plan.

SAP Finance Evaluation of Total Number of Positions

Use

You can use this report to evaluate the total number of positions in your organization. The report allows various evaluation options which means that you can, for example, create a position plan (with or without displaying notes) or a position overview.

Integration

The report evaluates the positions that you entered in the maintenance of the organizational plan in the component Organizational Management. Positions are assigned to the account assignments of Accounting (for example fund or cost center) in the maintenance of cost distribution.

Prerequisites

You have to implement the components Controlling (CO) and Funds Management (PSM-FM).

The cost distribution was defined in the maintenance of the organizational plan (PA-OS) for the organizational units and positions.

If you have added user-specific information for organizational units or positions, you can include it in the valuation by maintaining the Business Add-In Enhance Valuation of Total Number of Positions Customizing of Position Budgeting and Control.

Features

The report displays the number of full-time equivalents that apply to the selection criteria.

The output of the results is based on the SAP List Viewer. If you want to define your own evaluations, change the layout 0DEFAULT (complete list) which contains all possible evaluation options.

Selection

You can limit the positions according to organizational unit, employee group or sub-group on the selection screen.

In addition, you determine the key dates on which you want to evaluate the total number of positions of the current financial year, the total number of positions of the comparison date of the previous year and the actual number of filled positions of the previous year.

You can also select the layout to be used for displaying the data.

Standard Variants

SAP provides several layouts for the output of results. To map other requirements, define your own layouts for the SAP List Viewer. You can find more information in the application toolbar if you call up the function User Documentation and read the section on Layouts.

Output

To make the evaluation clearer, the program automatically summarizes particular values. It automatically summarizes all columns that are not displayed (such as the controlling area) if the layout is changed and the content is the same.

Activities

To evaluate the total number of positions, choose the following from the SAP Easy Access screen Human Resources ® Personnel Management ® Position Budgeting and Control ® Information System ® Organizational Management for Public Services ® Evaluate Total Number of Positions.

SAP Finance Alternative Valuations

Use

You can use this function to define valuation rules for internal valuations of positions. This internal valuation is different from the pay scale valuation/planned valuation which is used to display the position in the position plan.

Features

You can use this function to valuate the following:

· Actual valuations: You define an valuation with which the position can be used effectively.

· Comparative valuations: You can define an alternative pay scale so that you can compare different scales, for example, for an analytical valuation of a service position.

You can create alternative valuations in the position using the transaction PPOME with the tab page of the same name. You can define the individual alternative valuations you require in Customizing. You create valuation rules for them in Customizing in the form of subtypes of the infotype Alternative Valuation (1511).

SAP Finance Group Lock Note and Group “To be Deleted” Note

Definition

You can use group lock notes to mark a number of full-time equivalents in an organizational unit without having to specify which positions are affected. The system proposes the corresponding full-time equivalents for locking every time a full-time equivalent becomes vacant. If these full-time equivalents are locked, the full time equivalents are activated in the group lock note. The system keeps proposing vacant full-time equivalents for locking until the group lock note is completely activated.

You can use group “to be deleted” notes (group TBD notes) to mark a number of full-time equivalents in an organizational unit for deletion without having to specify which positions are affected. The system then proposes this position for deletion every time a position becomes completely vacant. If the proposal is accepted (deletion of position), the activation of the group TBD note is increased by 1. The system keeps proposing vacant full-time equivalents for deletion until the group TBD note is completely activated.

In Customizing, you can define different types of group notes (subtypes of the infotype 1509) that you can use to meet different requirements.

You can also define conditions for group note types. The positions have to fulfill these conditions to be relevant for the group lock note. In this way, you ensure that only certain positions in an organizational unit are affected by a group note.

Structure

Group lock notes are always used in full-time equivalents.

Group TBD notes are always created in positions.

The following table provides a detailed overview of the differences between group lock notes and group “to be deleted” notes:

Group Lock Notes and Group “To be Deleted” Notes

	Group Lock Notes	Group TBD Notes
Time constraint	3 (as often as required)	3 (as often as required)
Note refers to	Full-time equivalents	Positions
Event-controlled	Activated at start of event or manually if the full-time equivalent is vacant	Activated at start of event or manually if the whole position is vacant
Date-controlled	not possible	not possible
Action if position is filled	None	Check for existence of group “to be deleted” note (optional)
Action if staff assignment is delimited	When a user accepts the system proposal Lock of the full-time equivalent that has become vacant in the position and the simultaneous activation of the group lock note in the organizational unit in the scope of the locked full-time equivalents.	When a user accepts the system proposal Deletion of the position and simultaneous increase of the activation of the group TBD note by 1
Prerequisite for activation	The full-time equivalent to be activated is vacant	The position is not staffed
Scope of activation	Any number of full-time equivalents	Any number of positions
Maintenance	In position processing in the group lock note tab page of the transaction PPOME	In position processing in the group TBD note tab page of the transaction PPOME

SAP Finance “To be Reclassified” Note

Use

You can use “to be reclassified“ notes to represent a structural change in your organization.

Prerequisites

You have defined the required settings for “to be reclassified” notes (TBR notes) in Customizing of Position Budgeting and Control.

Features

Create

You create TBR notes for positions in the staff assignment plan that should be reclassified with a different pay scale evaluation as soon as they are vacant. When you create a note you enter the pay scale information that the position should display after it has been reclassified.

To check if the pay scale entered exists, choose Check.

If you create TBR notes for different positions which have similar pay scale information, copy the previous pay scale information using the function Create Proposal.

Activation

TBR notes are controlled by events or dates. If you do not enter a date when you create a TBR note, the system activates the note as soon as the position is filled again. The note can only be activated when the position is not filled.

The note is activated for the whole position.

Choose Copy so that the program saves the new pay scale information as planned compensation (infotype 1005) too.

Activities

To create a TBR note, choose the tab page TBR notes in the transaction Change Organization and Staffing (PPOME).

SAP Finance Lock Notes and “To be Deleted” Notes

Definition

You can use lock notes and “to be deleted“ notes to exclude parts of a position or a whole position from reassignment for a particular period or to have a position deleted completely.

Structure

Lock notes are always used in full-time equivalents. The system can also calculate the unallocated full-time equivalents using the number of working hours to be deleted so that the full-time equivalents can be determined more easily.

”To be deleted” notes (TBD notes) flag the whole position for deletion. The basic difference from the lock note is that the system delimits the note and position and does not display the created note for activation when a holder link is broken.

The following table provides a detailed overview of the differences between lock notes and TBD notes:

Lock Notes and “To be Deleted” Notes

	Lock Notes	“To be Deleted” Notes
Time constraint	3 (as often as required)	3 (as often as required)
Note refers to	0-100% of position	100% of position
Event-controlled	Activated at start of event or manually if the full-time equivalent is vacant	Activated at start of event or manually if the whole position is vacant
Date-controlled	possible	not possible
Action if position is filled	Automatic availability check (optional)	Check for existence of TBD note (optional)
Action if staff assignment is delimited	Activation of event-controlled note using a dialog box Activation is also possible when there is a lock note and a TBD note and the position is partly staffed	Delimiting of note and position using a dialog box Activation is also possible when there is a lock note and a TBD note and the position is completely vacant
Prerequisite for activation	The full-time equivalent to be activated is vacant	The position is not staffed
Scope of activation	Several activations for each note each with 0-100%	Only one activation for the whole position
Display in position	As a lock note	As a TBD note
Maintenance	In position processing in the lock note tab page of the transaction PPOME	In position processing in the TBD note tab page of the transaction PPOME

SAP Finance Job Index (Infotype 1513)

Definition

The job index describes which office or service of a public administration a person works for or what their position is.

Use

The job index is used to assign descriptions to elements of the position plan (persons, positions or budget structure elements) in the public sector.

The correct job index is determined from a combination of the pay scale valuation of a person, position or budget structure element (BS element) and organizational dimensions. The job index is derived on the basis the entries you made in Customizing of Position Budgeting and Control.

For more information on determining the valid job index key, see the implementation guide (IMG) of Position Budgeting and Control in the area Organizational Management for Public Services.

Structure

The following fields are available in the job index tab for editing the organizational plan:

· Subtype: The subtype is only displayed if a subtype was created in Customizing of Organizational Management. Using a subtype means that, for example in the army, a position can receive different job indexes depending on whether the position is relevant for the national army or for a defense alliance.

· Grouping with main group and subgroup: In input help, you can insert the values you created in Customizing of Position Budgeting and Control. You only require main groups and subgroups if the existing organizational dimensions personnel area/personnel subarea and employee group/subgroup are not suitable for deriving the job index.

· Job index (interval): In the input help, the program lists all the job index keys it determined using the entries in Customizing of Position Budgeting and Control.

Integration

The program reads the pay scale valuation of the job index key from the infotypes basic pay (0008) for persons and planned compensation (1005) for positions.

The position inherits the main group and subgroup from the relevant organizational unit.

Example

You can use this infotype to assign the job index description tax inspector to a processor in the finance ministry and the description detective chief inspector to a processor in the police.

SAP Finance Output of Position Plan

Use

You can use this function to output the position plan and information relevant to the position plan.

Features

You can represent and output the position plan using the following tools:

· SAP Business Information Warehouse

In SAP BW you can summarize and display the data relevant to the position plan. You can also process the data in BW using a table calculation program and transfer it to the enterprise portal applications.

You can give the person responsible for the position plan or the position manager access to the summarized data from SAP BW using internet applications. The roles Position Plan Manager (SAP_BW_PBC_002) and Personnel Budget Manager (SAP_BW_PBC_001) as well as a range of queries on the position plan and notes are available in SAP BW.

You can find more information in the SAP Library under Business Information Warehouse ®Financials ®Public Sector Management ® Position Budgeting and Control.

· ALV List in ERP System

The report RHRFPM_BUDGET_CHART (Evaluate Total Number of Positions) is available for outputting the position plan in the ERP system. You can analyze the position plans created using additional reports. You will find further information under Evaluations.

· Transaction PPOME in position plan processing

In the transaction PPOME (Organization and Staff Change), you receive important information on the position plans when processing the positions. Analysis and evaluations such as Staff Assignment Analysis and Enhanced Checks for Public Sector are available. Just press the Goto button.

SAP Finance Flagging a Position for Display in the Position Plan

Use

You can use this function to create position plans from your position structure.

Prerequisites

A position must be assigned to a fund which is subject to the position plan so that it can be displayed in the position plan.

Features

Editing of the Position Plan

Use the transaction PPOME (Organization and Staffing Change) to define the information required for creating a position plan. Here you can use tab pages and fields to define the information and links relevant for the position plan in the positions and organizational objects.

Content of Position Plan

In the standard system, all positions of an organization are evaluated for the position plan. However, you can exclude positions from the output of the position plan if necessary. You have the following options:

● At the level of the organizational unit you can exclude positions that belong to particular organizational units. You do this in Customizing using the feature PM012 (relevance to position plan per account assignment). The following organizational units are available:

○ Fund

○ Grant

○ Functional area

○ Funds center

Some other organizational units are available so that you can also map position plans using cost centers or projects:

○ Cost center for mapping the enhanced commitment item with encryption of the functional criteria.

○ Internal order

○ WBS elements

● At the level of the individual position, you can assign a position to a relevance type using the tab page position plan attributes in the transaction PPOME. You can define the relevance type individually in Customizing and specify the following:

○ whether a position flagged with a relevance type should be displayed in the position plan

○ whether the position should be staffed

It is possible, for example, to define the relevance types independently of the position to be filled.

Calculating the Full-Time Equivalents

The following ratio is used to calculate the full-time equivalents in the standard system:

● Planned working time of position to planned working time of the working time group (infotype Working Time (1011) and infotype Employee Group/Subgroup (1013).

If you want to use other methods to calculate the full-time equivalents, you can use the BAdI Determining the Planned Value of an Object in the Position Plan.

See also:

For more information, see the implementation guide (IMG) of Position Budgeting and Control under Organizational Management for Public Services ® Basic Settings ® Formatting of Position Plan.

SAP Finance Organizational Management for Public Services

Use

You can use this function to create your position plan in accordance with the legal budget requirements and assign and manage full-time equivalents. The organizational structure you created using SAP Organizational Management is used as the basis for creating the position plan. This function is an alternative to the function Position Management. It is suitable for small and medium-sized administrations, for example, local authorities which have manageable organizational units. You do not have to set up your own budget structure with full-time equivalents parallel to your organizational structure.

Prerequisites

● You implement SAP Organizational Management.

● You have made the settings for the area Organizational Management for Public Services in Customizing. For more information, see the implementation guide (IMG) of Position Budgeting and Control under Organizational Management for Public Services.

Features

● You derive the positions plans from your position structure using this function. You can define the information required for creating the position plan in the maintenance mode for positions and organizational units. Some tab pages were added to the transaction PPOME (Change Organization and Staffing) for this.

● When creating the position plan, the system takes into account the cost distribution and the staffing percentage entered for the position.

● You can define individual criteria to be used for filling positions. You can define these staff assignment rules, for example, using pay scale evaluations, capacity utilization level, job indexes or organizational assignments. This ensures that a job manager can automatically check whether an employee assigned to a position meets the requirements of the position.

You can check that the staff assignment rules are being complied with using report RHRFPM_OCC_CHK (Check Staff Assignment Rules).

For more information on staff assignment rules, see the implementation guide.

● You can define or lock future changes in positions and organizational units using notes. The system then supports you when you activate the changes.

● You can define and assign alternative evaluations for positions for actual and comparative evaluations.

● The following country-specific functions are available:

○ You can set up FTE limit groups to guarantee that any related legal requirements are complied with.

○ You can set up career groups.

○ You can describe positions and define and derive job indexes independently of your individual requirements.

● Extensive check reports and evaluations enable you to control the entries defined for creating position plans.