PEOPLESOFT TO SAP HCM - OECD

PEOPLESOFT TO SAP HCMFeasibility study - Extract

PERSONNELADMINISTRATION Personnel Administration

Personnel AdministrationPEPS overview HR business which are mainly supported by PeopleSoft WorkforceAdministration : Manage org structure (Create and manage departments, locations, jobfamilies, job codes ) Administer workforce (Hire - rehire employee / Update personal dataand job data / Update additional data / Manage individual calendarand leave of absence) Compensate employees (Manage indemnities and privileges / Managebenefits, pension plans and medical coverage) Population : 3000 staff members Location : worldwide Staff : 5 categories (Official / Unclassified / Temporary / Freelance / Trainees)

Personnel AdministrationSituation - OECD AS-ISId FunctionA001A002A003A004Current Solution- single personnel number per staff member generated automatically by PEPS common forall application (PATS / HR Kiosk / SEM /.) :Personnelfor current population (active/inactive) : 5 digit numberNumber IDfor ancient populations (inactive) : 1 letter (H) or (X) 5 digit number- no change of personnel number in case of country changes / rehireLanguage - PEPS is only in Englishstrategy - OECD requirement is to have all application & forms in English and French- single company code for all OECD applications- for SAP FI, a single personal area is assigned to molga 06-France- Organizational Structure in PEPS (Part 1 Centralized: Directorate tree hierarchy plus jobEnterprisefamily Part 2 de-centralized: units / teams)Structure- Position are not managed (no position based headcount)- in PEPS, assignment can correspond to a building or town- 95% of the population is based in Paris- single level of definition for staff categories : Officials / Temporary / Freelance /Unclassified / Trainees / Unpaid will now become On loan- staff categories are in applications both (SEM / PEPS) / mappping table exists becausePersonnel different coding is usedStructure - sub staff categories are not represented (fonctionnaires Internationaux / Fonctionnairesdetaches (which is once again a status))- some staff categories are in fact sub staff categories : Unclassified are included in theOfficials

Personnel AdministrationSituation - OECD AS-ISIdFunctionA005Employment StatusA006Cost distributionA007Personnal Data fileA008BIPDCurrent Solution- in PEPS, we have two status :1- HR status with values active/inactive2- PAYROLL status with different values (list of payroll status to be provided)- Both status are derived by the system in regards of the job actions use- Cost distribution is only in SEM (no position / no cost center in PEPS)There is a kind of Cost center hierarchy, which is linked to the departmentstructurebut exact funding source is not reflected in PEPS this is only done in SEM- In SEM, we have : control of 3 budget axis / re-imputation process (which is notvisible in PEPS) / assignment of FM-CO-GL MD to position / fixed andpercentage financing / charge back functionality- Personnel data file can be updated in the same moment by PEPS and HR Kiosk- Personnel data file can be updated during a Payroll Run- Personnel data file is locked during a GL account processingMaster Data application fora) cards issued to staff member (defined number of types of cards)b) cards issued to staff member dependentsc) OECD vehicled) Reporting

Personnel AdministrationSituation - OECD AS-ISIdFunctionCurrent SolutionNotification ( Personnel NOA Notification of Actions separate application with Master Data coming fromActions ) ReportPEPSA009email send to staff to inform about the action after approvalno specific report or printout- No Interface to IRPS- This is separate system for the pensioners incl Pension simulation is in PEPS.- It corresponds to a seniority calculationA010Pension basicinformationA011Benefits/InsuranceA012After Service Health Still coverage for x months.Insurance Coverage Manual processPEPS is using the Benefit enrolment functionality

Personnel AdministrationSituation - SAP StandardEmployee Master PA 20 Display Employee Master PA 30 Maintain Employee Master PA 40 Personnel ActionsHR StructureIT 0000Time ManagementActions / IT 0001BenefitsOrganizational AssignmentEmployee DataPayroll DataExpatriate Mgmt.IT 2001 AbsencesIT 0171 General BenefitsIT 0002 Personal DataIT 0008 Basic PayIT 0702 DocumentsIT 2002 AttendancesIT 0167 Health PlansIT 0006 AddressIT 0009 Bank DetailsIT 0703 Dependents countIT 2003 SubstitutionsIT 0168 Insurance PlansIT 0704 Dependent infoIT 0169 Savings PlansIT 0021 Family Membersand DependentIT 0014 Recurring PaymentsIT 2006 Absence QuotaIT 0015 Additional PaymentsIT 0705 Checklist info,,,,,,,,,,,,,,,,,,,,,,,,,,,Personnel administration (PA) deals with the administrative activities related to employee master data.Employee master data has multiple country-specific specificities and are compliant to legal requirements.In SAP ERP HCM infotypes are the units of information. One infotype defines the data structure forsemantically related data, which is stored together on the database and also displayed together on the userinterface. Each Infotype has a own database table structure, which stores all instances of the infotype asrecords. In HCM typically data is valid only in a certain period of time. Infotypes support the time dependentstorage of data. When data is updated then old data is internally time delimited using a date dependentvalidity of the record.

Personnel AdministrationA001 Personnel Number IDCurrentsituationassessment In PEPS,retroactivecalculation can'tbe done properlyin case of hiring(because onepayslip)SAP solutionstandard In SAP we can manage 8 numberdigit but not alphanumeric. Hpopulation will have to migrate. When Hiring Action is executed inPA40, a Personnel Number isgenerated upon hiring an staffmember. A SAP personnel number isnumerical with 8 digits. Personnelnumber can be generated bothinternally as well externally. ForOECD two Personnel NumberInterval will be defined internally :one for the previous (H) and one forthe current population Action Mutation/Rehiring willproduce a payroll result splitBusiness benefits in case ofmutation/rehiringtwo payslip can beproduced

Personnel AdministrationA002 Language strategyCurrentsituationassessment PEPS doesn'trespect OECDrequirement :English can onlybe usedSAP solutionstandard Since the SAP system supportsmultiple languages, two languageswill be specified as part of the logonprocedure : French or English. All these items will use the logonlanguage accordingly : UserMenus/SAP NWBC Navigation,Infotype, Launchpad Navigation,Pop-Up Messages, InstructionalContent, Interactive and PrintForms, Drop-Down Values, Errors,Warnings, and Success Messages.Business benefits HR data will be inFrench andEnglish

Personnel AdministrationA003 Enterprise StructureCurrentsituationassessment Enterprisestructure is notconsistent (onedata is used todefine differentnotion) and notdetailed (onelevel ofarborescence)SAP solutionstandard The "IT0001-OrganizationalAssignment" deals with theincorporation of the staff membersinto the enterprise structure. With aOECD point of view : One company code OECD should beused (identical to FI-TV) Personnel Area should be defined asthe Duty Station (Paris, Rome,.) .All Personnel Area should beassigned to country code for France(molga 06) Personnel Subarea should be definedas the Buildings One couple of Personnel Area /Personnel Subarea per SIRETBusiness benefits

Personnel AdministrationA004 Personnel StructureCurrent situationassessment Harmonization ofstaff categorieshave to be done(SEM / PEPS) Sub staffcategoriesconcept ismissing in PEPSin order tofacilitatecustomizing/reporting tasksSAP solutionstandard 'The "IT0001-OrganizationalAssignment" deals with theincorporation of the staff membersinto the personnel structure. With aOECD point of view : Personnel Group should be dividedon Officials / Unclassified / Unpaid Personnel Subgroup depends of thestaff member Group and should be for Officials : Fonctionnairesdétachés / FonctionnairesInternationaux for Unclassified : Temporary /Freelance for Unpaid : Trainees / UnpaidBusiness benefits

Personnel AdministrationA005 Employment StatusCurrentsituationassessment The HR statuswith only twovalues can't beused for keyareas in thesystemSAP solutionstandard "IT0000-Actions" will used the employmentstatus to determine : selection criteria within reporting parameter for Organizational Managementintegration (for example, integration is notpossible for staff members "retired" or"withdrawn") f the staff member should be processed throughpayroll and/or time management (for examplethe payroll will not be processed for an staffmember that has withdrawn from the company) authorization to delete data records (timeconstraint 1 may be deleted (but not 0000, 0001,0002) at the end if the value assigned to status 2is 0, i.e. if the staff member has left the company) Moreover SAP delivers a standard field on theInfotype 0000 called Customer Specific Status.The Customer Specific status field is in additionto the standard status fields. It gets updatedwith each action and has no impact on payroll ortime or other areas. It’s exclusively forreporting.Business benefits possibility to hold anylevel of detail thatOECD wishes to storeon staff member status,including active, onpaid leave, unpaidleave, suspension, etc. selection criteria withinreporting(Active/Inactive/Retired/Withdrawn) control for dataintegrity (for examplethe payroll will not beprocessed for an staffmember that haswithdrawn from OECDbut its time calculationcould)

Personnel AdministrationA006 Cost distributionCurrent situationassessment Cost distribution isonly in SEM (noposition / no costcenter in PEPS) SEM control of 3budget axis, reimputation process : assignment ofFM/CO/GL MD toposition fixed financing percentage financingSAP solutionstandard For OECD, the cost distribution will be definedwith : "IT1018-Cost Distribution" which determines howcosts incurred by an organizational unit or a positionare to be distributed between several cost centers "IT0027-Cost Distribution" determines the costs foremployees to which the cost distribution is referring.If there is a valid record for IT0027, employee costswill always be handled according to this costdistribution. Otherwise, employee costs will bedistributed according to the record for IT1018 whichhas been defined for the employee’s position or workcenter. in "IT0014-Recurring Payments and Deductions" and"IT0015-Additional Payments", it is possible to definea specific cost distribution for a specific premium. The cost distribution will be done by filling thefollowing fields in these infotypes : Businessarea / Cost center / Fund / Funded Program.For each of these fields a Percentage rate willhave be defined.Business benefits Cost distributiondefined in Payrollwill be used byAccounting

Personnel AdministrationA007 Personnel data fileCurrentsituationassessment some majorinconsistencies canbe produced in thePersonnel Data file: two differentprocess can updatesimultaneously thePersonnel Data fileSAP solutionstandard In SAP enqueue concept is used toprevent two or more processes attemptingto update a database record at the sametime by using two function modules : oneto lock the data which starts withENQUEUE and one to release the lockwhich starts with DEQUEUEBusiness benefits At the same timeonly a singleapplication/processwill be able toupdate a PersonnelData file

Personnel AdministrationA008 BIPDCurrentsituationassessment OECD ownapplicationintegrated in PEPSin 2006 Master Dataapplication fora) cards issued to staffmember (defined number oftypes of cards)b) cards issued to staffmember dependentsc) OECD vehicled) ReportingSAP solutionstandard SAP Master Data is providing samepossibility via 3 Infotypes: a) cards issued to staff member IT0702 Documents b) cards issued to staff member dependents IT0703Documents for Dependents c) OECD vehicle IT0442 Company CarBusiness benefits Data consistency SAP Standardintegration