Ingredients For A SAP HR Global Template - IProCon

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iProConference:SAP HCM Best PractiseLondon, 8th November 2012Ingredients for a SAP HRGlobal TemplateSven Ringling, iProConJörg Edinger, iProCon#HCMBP2012Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without Configuration: a sample of pitfalls an tips Custom Development: more pitfalls and tips A word about rollout projectswww.iprocon.comSlide: 2

Your global template should keep cost for an international rollout low reduce the risk of an international rollout minimise maintenance cost and disruptions of your global system provide the flexibility and foundation for further rollouts andenhancements allow for the right level of central control and standardisation ofprocesses, while also giving local entities the degrees of freedomrequiredwww.iprocon.comSlide: 3It can do this by defining the system architecture – aligned with non-HR defining local and global responsibilities providing globally standardised configuration and custom development setting the framework for local amendments providing tools, best practises, and conventions to be used by allentities defining admin processeswww.iprocon.comSlide: 4

It’s not just the systemSystem configuration& custom developmentDocumentation of frameworks,processes, etc.www.iprocon.comSlide: 5Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without Configuration: a sample of pittfals an tips Custom Development: more pitfalls and tips A word about rollout projectswww.iprocon.comSlide: 6

Business objectives and constraintsProcess ScopeIntegration in HRand non-HRsystemsCountry scopeExpected futuredevelopmentCentral outputrequirements(e.g. reporting)Level of centralcontrolLocalrequirements(statutory andother)Powerwww.iprocon.comSlide: 7Which balance do you want to strike?Up omSlide: 8

Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without Configuration: a sample of pittfals an tips Custom Development: more pitfalls and tips A word about rollout projectswww.iprocon.comSlide: 9Process Scope: global & localGlobal(musthave)Globalstandard(free touse)Local(musthave)Local(free touse)www.iprocon.comSlide: 10

Country classification - exampleClassificationCriteriaFull scope countries 500 employees & SAP PY in standardReduced scope countries:e.g. excluding Payroll and PerformanceManagement200-499 employeesMinimal scope countries:1-199 employeese.g.: master data etc. required for globalreporting, global talent and compensationmgt., no translationwww.iprocon.comSlide: 11System architecture for productionPortalGlobal BIGlobal FICOGlobal HRLocal 3rd PartyNo. of clients?Local 3rd PartyLocal HR?Local HR?www.iprocon.comSlide: 12

Dev., QA, and sandbox systemsDevelopmentQAProduction The normal 3-tier system landscape used forone country may not be sufficient any more Numberor projects going on simultaneously ‘Frozen Zones’ difficult to define with urgent changerequirements from many countries, often statutorywww.iprocon.comSlide: 13Global “outcome requirements”Process requirements Data / KPIs for global reportingStandardised process for global talent managementIntegration with global FI/CO System requirements Security requirements Shared service for support and admin Constraints on version and vendorwww.iprocon.comSlide: 14

Process DesignDefine global processes Verify local constraints: legal, cultural, market, resources &capabilities Some elements may become localDefine local processes Watch out for synergies even in local processes Some elements may even become globalAlign requirements with technical feasibility Never ever sign off process definition without verifying feasibilitywww.iprocon.comSlide: 15Organisational StructuresFI/COelementsPers. key &othersOrg-Mgmt. Clear naming conventions Observe dependence oncountry grouping Don’t underestimateOrgmanagement – it’s noconfig, but requires clearrules for global reporting Personnel (subgroups):groupings apply to all countriesusing the same subgroup(see pitfall further down)Administratorswww.iprocon.comSlide: 16

Global configurationWhat’s global standard? Tables Specified key areas in tables Other configuration objectsDefine configuration A big chunk of global config needs to be set early, as localconfig may depend on itOrganising the configuration process Who performs config activities? You may want to protect global elements through authorisationswww.iprocon.comSlide: 17Framework for local configuration Local tables Namespaces in tables Further constraints and rules Is a separate MOLGA used for each country?www.iprocon.comSlide: 18

Custom developmentTechnologies used(OO, WD4A, )Naming umentationguidelines (incl.language)Enhancementtechniques used(BAdI, enhancementspot)Including localcoding inenhancementsBest practice, mostnotably forprogramming inglobal contextTemplates and reusable modules(e.g. assist classes,function modules)www.iprocon.comSlide: 19AuthorisationsProcess for authorisation mgt. Built locally or globally? Assigned locally? Consider inter-country authorisationsNaming rules and design principles e.g. use of composite roles, structural / context sensitiveauthorisations, enhancements Avoid unintended access across countriesEnable global processes e.g. approver assigned in different country, global reporting,global talent pool, www.iprocon.comSlide: 20

Decision on “global employee” featureIs it to beused?How is it tobe used? For reporting purposes, the object CP (central person) alonemight be sufficient Consider the constraints of global employment (standardreporting, payroll, high cost for few people) Very strong on the process of expatriate management Custom reporting, unlike most standard reporting, needs toconsider global employment ( development guidelines) Expatriation processes need to be aligned Data after inter-country transfers must match target country’srequirementswww.iprocon.comSlide: 21Language and time zoneLanguage user interface It is more difficult to avoid local translation than usually assumedTranslation may be a legal requirementOption: English for key-users, local language for ESS/MSSWhich version of a language is to be used (e.g. for English or Spanish)System language Better chance to reduce number of languages (includes technicaldocumentation)Time zone considerations Assign time zone to users? Use user-time zone in customer development?(Use SY-DATLO, SY-TIMLO instead of SY-DATUM, SY-UZEIT)www.iprocon.comSlide: 22

Assigning time zonewww.iprocon.comSlide: 23Admin and support processesOptions Global (centralised or follow-the-sun) Local BlendDesign considerations Time zonesLanguages and accentsSkill setsCultureInfrastructure qualityStabilitywww.iprocon.comSlide: 24

Synchronisation PackagePatches: using CLCsCLC GBCLCGBCLCGBCLC SGCLCSGCLCSGCLC ITCLC ITCLC ITCLC DECLCDECLCDEwww.iprocon.comSlide: 25Decision makingPlanning (incl.local entities)Schedule template(tests, frozenzone, )System landscapewww.iprocon.comAligning rolloutsInnovatorLaggardOpportunistic Upgrade processUpgrade strategyUpgradesIf several systems:staged approachor big bang?Match upgradeschedule with anyon-going rolloutsConsider localconstraints (e.g.version for addons available later)Slide: 26

Changing the global template The global template will never be carved instone Changeshappen during rollout planning and rollout Requirements change after go live 3 processes need to be clear Decisionprocess for changes Communication process for changes Implementation process for changeswww.iprocon.comSlide: 27Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without Configuration: a sample of pittfals an tips Custom Development: more pitfalls and tips A word about rollout projectswww.iprocon.comSlide: 28

MOLGA: Understand country groupingsKey in configurationtables for countrydependant configDefined in T500L, butT500L CUST canprovide filterMany configelements can beassigned to countries(Psubgroups,infotypes, )Country specificscreens and logic ininfotypes dependdirectly or indirectlyon MOLGAFeatures often useMOLGA as decisioncriteriaAssigned toemployee viacompany code - personnel areaCannot change overtime for onepersonnel numberPragmatic solutionsoften use ’99’ for all‘small’ countries, butoften leads into adead endCheck routines canbe added ordeactivated in T005(V 005 B) and othertableswww.iprocon.comSlide: 29A MOLGA for each country? This decision needs to be defined in the globaltemplate Using ‘99’ for all small countries makes manythings easier Difficultto change later Country specific requirements usually grow over time andneed distinct MOLGAs Payroll always requires a distinct MOLGAwww.iprocon.comSlide: 30

Wage typesConfig per MOLGAAspiration: use same numbers Sometimes possible for key wagetypes like basic salary, bonus, Number ranges for similar purposes ‘Buckets’ for global reporting (see next slide), e.g. via BI or using anevaluation class in T512W for custom reportingConsider chart of accounts Finance will try to use very similar charts of accounts in all countries Wage type catalogue must be designed to match thatwww.iprocon.comSlide: 31Wagetype mapping for global reportsOld T2222CzechWT 3000Bucket2CzechWT2223Slide: 32

Employee (sub)groups Table T503 and its views define characteristics of employee groups and subgroups in so calledgroupingsT503 is a table with far reaching impact, so this isdangerous When making changes to this table,users are asked for the country,making many of them think theymake changes for one country onlyHowever: The entries in this table can refer to many countries The view only applies a filter for irrelevant entries Any change can affect many or all countries Solution Global responsibility for T503 or country-specific employeesubgroupswww.iprocon.comSlide: 33Frequent config issuesActions and reasons Main actions global with local infogroups Some local actions (e.g. Semi-retirement in Germany and Austria) Reasons: often determined by statutory reporting. Name spacedifficult as only 2 characters longGroupings in time management Usually need to separate per country, if time evaluation is used If only PA, then this often leads to unnecessarily large config effort‘Translations’ are mis-used . to assign a different meaning to a key for another country Wrong reporting resultswww.iprocon.comSlide: 34

Query infoset: global or user-friendly?One global HR infoset Enormous reduction in effort for setup andmaintenance Standardisation comparable reports globallyLocal infoset per country Focus on fields relevant for country noaccidental selection of fields for other countries Field names in infoset can be made more intuitive Overall leaner infoset easier to handlewww.iprocon.comSlide: 35Expenses: global or local custom?Process Vary widely between companies and countries (e.g. approvers, approvalsteps) It pays off to harmonise expense approval processes globally Much less setup and maintenance cost for workflow Workflow monitoring much easier Get global audit team on board Use posting to directly to FICO and payment through Vendors globallyExpense types Some countries use it for travel only, others pay general expenses ormedical reimbursements Aim at the wised possible global scope and then add local specialities Consider alignment with global chartof accountswww.iprocon.comSlide: 36

Line oriented authorisation Line-oriented authorization can be used to allow auser to access certain entries in a table, but notothers E.g., a user is responsible for wage types in Chile, but mustn’tchange wage type settings for other countries The wage types in Chile can be separated through the field countrymodifier (MOLGA), which is “39” for Chile only With “normal” authorization objects (usually S TABU DIS), youcan control access only to a table, but not to individual entries ofa tableLine-oriented authorization (object S TABU LIN) controls accessto each entry of a table through its key fields It requires some customizing to set up so-called “organizationalcriteria” before you can use it Configuration required to set it upwww.iprocon.comSlide: 37Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without Configuration: a sample of pittfals an tips Custom Development: more pitfalls and tips A word about rollout projectswww.iprocon.comSlide: 38

Development guidelinesA MUST haveIncl.documentation!www.iprocon.comAdd bestpractice andtemplatesSlide: 39Function Exits, BAdIs, etc.Problems Coding can easily interfere with other countries Huge issue in first rollout, after years of using one country only Some widely used function exits and BAdIs (like the one forchecks and defaults in infotypes) are used by most countriesquite intensely risk accidentally of transporting WiP from othercountriesSolution Central control Framework with includes or classes per country created up-front,so core program rarely needs to be transported Training of local developers and mandatory coding checks bycentral teamwww.iprocon.comSlide: 40

Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without Configuration: a sample of pittfals an tips Custom Development: more pitfalls and tips A word abo

Ingredients for a SAP HR Global Template Sven Ringling, iProCon Jörg Edinger, iProCon iProConference: SAP HCM Best Practise London, 8th November 2012 #HCMBP2012 www.iprocon.com Agenda The Purpose: what it should do for you Prerequisites : before you start Key Ingredients: what you shouldn’t go without