27631287 What Functional Consultant Does During as is Process

8/13/2019 27631287 What Functional Consultant Does During as is Process

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If you are capturing various as-is HR Processes at your clients company and would like tounderstand various data changes that happen during each process, then the below grid would be

very helpful for you.

If you want to know what is AS-IS documents, process, read below:

What a funcional Consultant does during AS-IS process?

1) Attends a series of meeting with the client - mainly to capture the organizational structure

of the company, the different work schedules, leave types, pay scales, etc. The ob ective of

these meetings is to the gather the e!isting "# processes and structure of the company

$) %epending on what modules of &A' "# are being implemented, different (uestions need

to be put forward to the client. A complete set of lueprinting (uestions can be found here.

*) 'repares the business blue printing + ') documents describing the complete A&- &

process

) low charts should be included in the as-is blue print process flow document describing

the complete process.

/) 0e!t is the T - 2 process that will be implemented in &A'. This is based on the decision

the pro ect group arrives at taking into consideration the e!isting processes in the company

and the functionality that &A' provides. t still awaits approval from the management.

3) After that there will be some things which cannot be implemented in &A', the gaps are

identified. These gaps are to be documented in white paper for the client and would

presented to an audience chosen by the pro ect manager.
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(lueprinting - )etermining $nterprise and Personnel 'tructureP"'&$) (* Ananth TM on 10:57 AM under (lueprint , P+ )uring (lueprinting what rules would you use to determine the enterprise and personnelstructure you need

or )etermining Personnel +reas used by Payroll to identify the specific agency for whom the employee works + !ompany !ode can include one or more Personnel +reas

Personnel +rea is important for selecting dates for reporting

Personnel areas determine where wages and salaries are posted and from where they arepaid

&here are five key elements that determine an employees Personnel 'ubarea assignment

!alendar assignment Relationship to the state /regular vs. temp vs. elected vs. contractor0 1uota accrual rules2re3uirements 4ork schedule rule /to restrict the available work schedules0 4orking period /which defines "vertime period0

&o determine the number of $mployee groups you need $mployee 'tatus /Retired, active, etc0 $mployee5s relationship to the !ompany /!ontractor, associate, etc0

(usiness rules for calculating leave

Personnel calculation rules for managing employee pay

Provides benefit eligibility

&o determine the number of $mployee sub groups you need ull-time2part-time statuses whether employee is sub6ect to 7'+/ air 7abor 'tandards +ct0 or not

)ifferent payroll procedures for different sub groups /defined in P!R0

)ecisioning on Payroll +rea
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Payroll area is decisioned based on the payroll cycle /period and day0

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1uestionairre to be used during (lueprint stageP"'&$) (* Ananth TM on 4:21 PM under basics , (lueprint Organizational Units

1 80 Please, provide details about your company5s organi9ational structure /ReportingHierarchy0.

+1 :0 +re all organi9ational units assumed to be departments or are there regions in their orgchart;

+1 ternally0; +lternatively, do any of your employees work on e>ternal work places; &hen youneed address information for the correspondence.

+1 ?0 )oes each of your organi9ational unit represent a department or organi9ational units,

which represent departments with subordinated organi9ational units, which represent groups; +1 @0 +re there any organi9ational units and positions within your organi9ational plan, whichare not part of the normal reporting hierarchy /staff0 and which report directly to higherorgani9ational units or positions;

+1 A0 "rgani9ational units and positions can relate to !ost !enters. Provide a list of theassignments.

+

Jobs

1 80 Provide a list of your company5s 6obs /e.g. secretary, manager0. How many 6obs e>ist; +1 :0 )efine and document 6ob codes.

+1 ist or do they need to be set up;Positions1uestions
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1 80 Provide a list of your company5s position /e.g. department secretary, HR manager0. +1 :0 )o Position descriptions already e>ist or do they need to be set up;

+1


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Personnel S b Area

1 80 )ivide each personnel area into logical personnel subs areas.$>planation &he employees in each personnel sub area will typically share the same publicholiday calendar, payroll and time-related rules.

+

!m"lo#ee $ro "

1 80 7ist the employee groups that your company uses.$>planation $mployee groups allow you to divide employees into different categories.$mployee groups used to generate default data for payroll accounting serve as selection criteriafor reporting and constitute an authori9ation check.

+

!m"lo#ee S bgro "

1 80 7ist the employee subgroups that your company uses.$>planation $mployee subgroups also allow you to divide employees into different categories./$.g. +ctive, Permanent, Part &ime0. $mployee subgroups also used to determine security accessand selection criteria for reporting. In addition, these employee combinations will typicallyshare the same payroll, benefits and time-related rules. 7ist the employee subgroups that yourcompany uses.

+ 1 :0 or which parts of your organi9ation should integration of organi9ation managementand personnel administration /P+0 apply;$>planation )ivide further to your workforce into logical groups /e.g. divisions, departments,sections0 and to produce organi9ational charts, you need to integrate organi9ation management

with personnel administration. or which parts of your organi9ation should integration apply; +1


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$eneral Settings

1 4hat is the Holiday !alendar for your company.; If there are factories and officeestablishment, different holiday calendars may be in place.; I formation reg those

+

Master %ata

1 80 )o you want to assign your own employee numbers or have the system generate them for you; '+P recommends the use of system generated employee numbers after the initial dataconversion.

+1 :0 4ith the use of third-party archiving systems, '+P allows you to store documents /e.g.

photographs, resumes, position description forms0 for employee level. If you are using thisfacility, which documents will be stored;

+1


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employee paid. &he method of payment can be defined globally for all employees or a differentmethod for each country.

+ .

(amil#)*elates Persons

1 80 4hat relationships with other persons do you wish to maintain for your employees /e.g.'pouse, !hild, Cuardian, $mergency !ontact, and riend0;

+

!& +ation an& Training

1 80 )efine the types of educational establishments /e.g. secondary school, university, internalcourse0 for which you want to record your employees5 certificates.

+ 1 :0 7ist the types of certificates which you would want to attach to employees. +1


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1 planation *ou may record user identification numbers for various electronic media /e.g.internet, fa>0 or !ompany !redit !ard numbers against each of your employees.

+

Planne& orking Time

1 80 4hich info type used to store the planned working time /work schedule rules0. +

/ontra+t !lements

1 80 4hat types of employee contracts used in your organi9ation; +1 :0 If you wish to record periods of notice, which must given by either the employee oremployer, list the standard notice periods.

+

nternal Me&i+al Ser,i+e

1 80 4hat medical e>aminations /e.g. audiometric, general habits, vision0 would you like torecord for your employees;

+1 :0 or each medical e>amination, list the specific tests or areas for which you want to recordmedical data.

+1 cm, blood type0 youmight want to record.

+1 =0 or each occurrence of a medical e>amination, what overall results /e.g. fit for work0 would

you like to record; +

Monitoring o. %ates


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1 80 '+P allows you to monitor and to report on the e>piration of certain key events /e.g.probation, work permit, medical e>amination0. 4hich key events do you wish to record;

+

%ate S"e+i.i+ations

1 80 4hat key dates do you want to record against your employees; +

$rie,an+es

1 80 If you track grievances, disciplinary actions or harassment incidents on employees, provideas list of each type and detailed description of the business process.

+

Ob e+ts on 3oan

1 80 )o you wish to record the loan of company property /e.g. P!s, mobile telephones0 and anidentifying number against employees; If so, list these items.

+

'asi+ Pa#

1 80 )escribe your pay structure. +1 :0 4ill your company perform global salary increases and, if so, provide the details;

+1


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3oans1 Please provide your companys 7oan details;

+

/ost %istrib tion

1 80 )o you want to capture the cost of each employee; +1 :0 )o you need to distribute salary of employees between different cost centers;

+

So+ial ns ran+e an& 'ene.its

1 80 )oes your organi9ation make use of the employee insurance statement; If so, which one; +1 :0 )oes your organi9ation provide a private health insurance scheme; If so, please specify.

+1


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1 ?0 or which 6obs2positions should re3uirements be maintained; +1 @0 )o you perform profile match ups between re3uirements profiles and 3ualificationprofiles;

+1 A0 If 3ualification deficits detected, do you want the system to propose training measures torectify the situation;

+1 F0 )o you try to find employees with specific 3ualifications or employees suitable for specific

6obs2positions; +1 G0 )o you want to find 3ualified applicants for vacant positions;

+

%e,elo"ment Plans

1 8. 4ill you be planning to capture employee development needs; +

Personnel Time Management ork S+he& les

1 80 In which way the 4orking Hours )ecree implemented in your organi9ation. +1 :0 %ame your shifts.Information or each group of employees, the time management re3uirements are based oncertain e>pectations. &hese e>pectations must be defined in the form of work schedules for eachof the groups of employees. &his includes the description of possible deviations from thesee>pectations

+1


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1 80 How does your organi9ation calculate2e>press absenteeism due to illness; +1 :0 please, describe the process of sickness and recovery notification and indicate whichinformation is provided and how.

+1 ample, do you need to record attendances, absences, thetime of day, and elapsed times;

+1 ?0 )escribe the different types of substitutions used in your company /such as a substitution

for a particular period of working time, or for a specific position or personnel number0. +1 @0 )escribe the different types of availability2on-call duties used in your company /such ason-call for maintenance, on-call for emergencies0.

+1 A0 describe the different types of attendances and absences used in your company /such as

vacation, sick, business meeting0. +1 F0 or each attendance and absence, identify the amount and unit of time that can taken. )o

you have attendances or absences of less than one day, one full day, or longer than one day /upto a specified ma>imum0;

+1 G0 &here are various priorities for different attendances and absences. &herefore, you mustset the reaction for an overlap /for e>ample if an employee gets sick on vacation0. How do youhandle an overlap between attendances and absences;

+1 8 0 4hich of the identified absences are unpaid;

+1 880 4hich of the identified absences are paid; How they paid;

+Personnel &ime Recording 'ubsystem1uestions1 80 !apture of time management data for a particular employee with particular characteristics/interfaces to subsystems, direct entry, etc.0.

+1 :0 4hat kind of time events do you use /for e>ample, clock-in, clock-out, start of break, endof break, start of off-site work, end of off-site work, etc.0;

+


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Training an& !,ent Management' siness !,ent 3o+ation

1 80 +re business events held at more than one location; + .1 :0 If there is more than one business event location, do you need to define a locationhierarchy;

+

' siness !,ent $ro "

1 80 )efine the business event hierarchy for the business event catalog; +

' siness !,ent T#"e

1 80 4hich information should be stored for the business event type; +

*eso r+e T#"e

1 80 +re rooms already available for the business events, or are e>ternal resources accessed; +1 :0 )o the resources only consist of rooms, or do you want to use the system to manage otherresources too, such as beamers and overhead pro6ectors;

+1 ternal persons;

+

' siness Pro+essesPersonnel A+tions

1 80 4hat other modules and sub modules are integrated with personnel administration; +

1 :0 4hat are the typical Personnel +ctions, which occur in your organi9ation /e.g. hiring,salary ad6ustment, termination, transfer0;

+1 planation +ll employee records must have an employee status /i.e. terminated, active,


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inactive, and retired0. Personnel +ctions are used to record an employee status wherevernecessary /e.g., Hiring sets status to +ctive0. 4herever necessary, which Personnel +ctions set

what status; +1 ?0 4hat data /e.g. addresses, basic pay0 would you like to incorporate in each of thesePersonnel +ctions;

+1 @0 +re there any Personnel +ctions that should perform by different user groups;$>planation Croup of users may have differing access levels or responsibilities to maintainPersonnel +ctions /e.g. different countries0. &his accomplished by defining user groups, whichdisplay different sets of info types /Info groups0.

+1 A0 )o you have the re3uirement to transfer employees between countries;$>planation '+P has the facility to combine the hiring and termination actions when

transferring employees between countries. +1 F0If an employee resigns, how your company pays the final settlement amount; /$ither checkor cash0

+

*e+r itmentPro+essing *e+ei"t o. A""li+ation

1 80 B4"RE 7"4 - 4ithin Recruitment a mail can be sent for every administrative task to anyof the following people Personnel officer responsible for applicant, person responsible foraction, person responsible for reference action.

+ 1 :0 +pplicant groups and applicant ranges decide the applicants according hierarchical orfunctional structure. 4hich way do you prefer;

+

A""li+ant Pool A&ministration

1 80 In order to process the applicants data correctly, the applicant goes through differentrecruitment processes. $> Initial )ata load, add additional data, re6ect applicants etc. 7ist the

processes that are applicable to applicants in your companies. +1 :0 7ist the names, forms of address and telephone numbers of the recruitment officers that

will be responsible for processing applications +1


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+ *es , the company uses status reasons indicating why an applicant is re6ected. 7ist will begiven later in te>t format.1 =0 If you want to create and assign your own numbering system indicate the desired numberranges in the te>t bo>. %umber ranges hold eight characters. $>. to GGGGGGGG

+

oti.i+ation o. *e e+tion o. A""li+ation

1 80 )o you use one standard re6ection letter for all applicants or different letters; +1 :0 If your company sends out a notification of re6ection to applicants, please specify the statusreasons for the re6ection status;

+1


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1 80 How are attendances and absences recorded; +1 :0 )o you have a practice of compensating employees for entitlements /e.g., vacation, sickleave, etc.0;

+ 1 ample, %o clock-in $rror %o clock-out $rror and2or no clock-out )elimit time pair with end of planned worktime

+1 =0 How do you handle situations where time data overlaps, e.g., differences between recordedabsences and time events doctor5s visited and overtime on the same day;

+1 ?0 How do you handle situations affecting the day in general, e.g., an employee is at work on aday off, no time data on a workday, vacation on a public holiday;

+1 @0 +re you re3uired to guarantee a minimum break time, e.g. dependent on the number ofhours worked;

+1 A0 4hich times must be made available to payroll e.g. normal working hours, overtime,public holidays, hours worked on a public holiday;

+"ver &ime1 80 How do you define overtime /e.g. daily, weekly, monthly, and annually, etc.0; Is approvalnecessary;

+1 :0 +re part-time employees eligible for overtime; 4hat are the rules defining overtime forpart-time employees;

+1 ample, payment, compensatory

time, mi>ed forms of compensation0 +1 @0 How is your time-related data /overtime, bonus for nighttime work,0 entered into thepayroll run and how does it become time wage types;

+

1 A0 In your company, how e>tra payment for overtime beyond that specified by the collective


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agreement represented; +1 F0 How are lump-sum payments for overtime represented in your company;

+ J "vertime included in agreement with specified number of hrs J "vertime included inagreement w2o specified number of hrs J 'eparate portion of salary with specified number ofhrs J 'eparate portion of salary with specified amount1 G0 How is your time-related data /overtime, bonus for nighttime work,0 entered into thepayroll run and how does it become time wage types;

+

Pa#roll'ases

1 80 )o *ou 4ant to 'tart '+P Payroll during the *ear; +

1 :0 )oes the entire payroll process take place using the '+P 'ystem or some parts carried outusing a third-party system;

+1 ist within Payroll;

+1 ?0 How is the implementation of payroll organi9ed /e.g. who is authori9ed to start or correctpayroll, and when;0

+1 @0 4hat does your payroll process include /e.g. deduction run, remuneration statement, datamedium, posting to accounting0;

+1 A0 4hat type of employees do you distinguish between with regard to payroll /hourly wageearners, monthly wage earners, salaried employees0;

Pro+essing o. Time %ata

1 80 How do you determine the amount of basic compensation, for e>ample, dependent uponthe pay scale group and level, and upon other basic compensation components on a percentage

basis /indirect evaluation0; +1 :0 +bsences divided into paid and unpaid absences. 4hich of the absences mentioned aboveare paid and which are unpaid;

+


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3oans

1 80 4ould you like to administer loans using Payroll; If yes, what loan types do you need; +1 :0 4hich reduction rules, interest calculations do you apply;

+

Training an& !,ent Management

1 80 How do you plan your business event catalog; )o you determine demand; +1 :0 )o you want to use &raining and $vent #anagement to manage internal and e>ternal

business events;

+ 1 ist in #aterials #anagement; &he interface is only suitable forconsumer goods such as files and pencils. It is not suitable for managing P!s

+1 G0 )o you want to use billing functions;

+1 8 0 Has customi9ing been maintained in your system for the customer master and billing;

+1 880 )o you intend to transfer billing document data to I and !";

+1 8:0 +re the business events attended by people other than your customers; )o you needfunctions for one-time customers;

+1 8


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+1 8?0 Has customi9ing been maintained for the !ontrolling application component;

+1 8@0 'hould the cost center structure of your enterprise reflected in your system;

+8 !"##$%&'
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27631287 What Functional Consultant Does During as is Process

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