daimler chrysler - real time sap hr blue print

Human ResourcesBusiness Blueprint

FOCUS @ DCRTIFacilitate Optimize Communicate Unify with SAP @

DCRTI

SAP HRImplementation

Version: 1.0

________________ ______________________ ____________________ BBP Sign Off Date Signature Customer Signature Consulting Project Manager-DCRTI SAP HR Consultant – PwC India

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Created by Raj Kumar Nammi Created on 28/09/2005 Version: 1.0

Table of Contents

PROCESS DOCUMENTATION........................................................................................................................................3

1.1 PERSONNEL AREAS AND PERSONNEL SUB-AREAS...............................................................................................41.2 EMPLOYEE GROUPS AND SUB-GROUPS................................................................................................................5

2 ORGANISATION STRUCTURE............................................................................................................................8

2.1 ORGANISATIONAL UNIT.......................................................................................................................................82.2 JOBS......................................................................................................................................................................92.3 POSITIONS...........................................................................................................................................................102.4 REPORTING STRUCTURE.....................................................................................................................................122.5 INTEGRATION.....................................................................................................................................................132.6 PLAN VERSIONS..................................................................................................................................................13

3 PERSONNEL ADMINISTRATION - MASTER DATA MAPPING.................................................................13

3.1 HIRING / JOINING ACTIVITIES (FOR NEW RECRUITS).........................................................................................133.2 EXTENSION OF CONTRACT.................................................................................................................................193.3 MANAGE TRANSFERS, SECONDMENTS AND DEPUTATIONS...............................................................................203.4 MANAGE SEPARATIONS.....................................................................................................................................223.5 EMPLOYEE MASTER DATA..................................................................................................................................25

7. PERSONNEL TIME MANAGEMENT................................................................................................................29

7.1 TIME MANAGEMENT...............................................................................................................................................297.2 PERSONNEL TIME PLANNING...............................................................................................................................317.3 PERSONNEL TIME RECORDING.............................................................................................................................36

8. PAYROLL – INDIA.................................................................................................................................................38

8.1 PAYROLL - INDIA PROCESS FLOW......................................................................................................................388.2 DCRTI PAYROLL INPUTS FOR PAYROLL PROCESSING......................................................................................418.3 PAYROLL INTEGRATION WITH FICO..................................................................................................................55

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI

Process Documentation

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 1. Enterprise Structure

1.1 Personnel Areas and Personnel Sub-areas

1.1.1 Personnel Areas

Personnel Areas represent a subdivision of the company code, applicable to employees. They perform the following functions:

enables the generation of default values for data entry (eg determination of payroll accounting areas); acts as a selection criterion for reporting; and acts as a unit in authorisation checks.

Although a Personnel Area can only belong to one company code, they are further divided into Personnel Subareas.

Personnel Area in SAP will represent the circle to which the employee belongs. As DCRTI is functional from one geographical location, only one personnel area is defined. S.No. Personnel Area Text Personnel Area Code1. DaimlerChrysler - Bangalore DCBL

The Personnel area will be linked to the Company Code – DCRT and assigned to country grouping 40 (India).

Codification logic

The personnel area codification would follow the logic of : First 2 Place holders referring to the Company Code – ie. “DC” and the second 2 place holders indicate the location of the personnel area – i.e, “BL” – so the total code will be – “DCBL”. Coming to the Personnel Sub Area codification there is no specific logic maintained, the name of the each functional department is considered as the Personnel subarea Thus it would be possible to identify from the code itself which company the particular Personnel Area is assigned to. Similarly in the case of personnel sub area, unique identification is made possible through the code itself.

1.1.1.1 Personnel SubareasPersonnel subareas are a subdivision of the personnel area. Personnel Subareas are used in personnel administration, personnel time management, and payroll accounting in SAP. Personnel subareas are grouped to form further subgroups based on work schedule planning, holiday calendar, absence counting, professional tax computation etc.

A list of Personnel Areas and their corresponding Personnel Sub Areas are given here under.

S.No Personnel Area Personnel Subarea Personnel Subarea Text

1 DCBLPROJ ProjectsTLES Tools and Embedded SolutionsPLMS Project life cycle management SolutionsVENG Vehicle Engineering QATY QualityEPSL Enterprise Solutions BSER Business servicesINSO Intelligent SystemsCADM CAD / CAMFICO Finance & ControllingHRMS Human Resources

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SYAD System administrationFACS FacilitiesTRVL TravelCURL Customer RelationsICMT Inter Cultural ManagementVMGT Vendor managementMDOF MD’s Office

Comments

The actual physical location is required to be recorded since the personnel subareas are mapped to a state for the purpose of professional tax computation. Hence in case of employees who are in Bangalore they will be mapped to state Karnataka for professional tax purposes.

The holiday calendar in SAP is mapped to the personnel area and hence personnel subareas need to be defined at a level which represents the actual physical location. So employees of Bangalore can be mapped to holiday calendar of DCRTI.

1.2 Employee Groups and Sub-groups

Employee Groups (EG) and Subgroups (ESG) are primarily used to classify employees into discrete groupings to streamline processing, data entry and report selection by enabling validation, default values and authorisation checks. ESGs are attached to one or more EGs.

The specific organizational functions of the Employee Group include:

Generation of default values for data entry, for example, for the payroll accounting area or an employee's basic pay.

Selection criterion for reporting.

Act as an authorization check unit.

The following Employee groups will be defined in system.

1.2.1.1 Employee Groups

Code DescriptionDefinition

E Employees All Probationers and confirmed probationers (or) employees who are on regular rolls

C Employees Under Limited Period Contract

Taken for specific position. Most cases there are a time limit. The contract is between the individual and the Company. They are on payroll of DCRTI

F Company Consultant Contract between DCRTI and a professional service firm. Time/Work done to be traced for individuals assigned by the professional services firm/ individual. But not on Payrolls of DCRTI

X Expat Regular Expatriates who are recruited as regular

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employees. N Expat Contract Expatriates who are engaged on contracts.

O Overseas employee DCRTI employees working outside of India.

T Trainee Employee who is recruited as a trainee, employment terms other than probationers or regular apply – eg. GET/MT

S Students Interns who are on stipend for a limited period with out any allowances

A ATG Employees from DCAG working in DCRT on contract basis. Payroll is run for from DCAG only and not from DCBL

I ITP International Training Program

1.2.1.2 Employee Subgroups

Employee Groups are further divided into Employee Subgroups (ESG) which controls the following key functions:The most important control features are as follows:

You can standardize or differentiate how an employee is dealt with for a personnel calculation rule using the grouping of employee subgroups. For example, you can control whether an employee’s remuneration is calculated on a monthly or hourly basis using this grouping.

You determine which wage types are permissible for which employee subgroups using the employee subgroup grouping for the primary wage types.

You determine which work schedules are permissible for which employee subgroups using the employee subgroup grouping for the work schedule.

The employee subgroup is a selection criterion for reports. Employee subgroups are an authorization check unit.

The following employee subgroups will be defined in the system

Employee group Employee Subgroup Text of ES

E,C,F,X,N,O,T,S,A, I L0 L0L1 L1L2 L2L3 L3L4 L4L5 L5LS LSST STUDENTSDR DRIVERS

Role Mapping

Level Knowledge Role Interaction/InfluenceSpan of Control Education Exp

Level 0 Limited to Concepts, theories and principles.

Fresher from the campus, work is assigned based on the qualification/project work in academics. He/she will be in learning

Interaction with immediate supervisor

Nil BE / MCA

0 - 1 Year

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phaseLevel 1 Limited to

Concepts, theories and principles. Learning how to use the same in active business situations

Works on routine assignments that require following standard procedures and practices. Receives close guidance and detailed instructions on work, prioritisation. Works under close supervision.

Has limited influence on the group working. Interaction is limited mainly to peers and immediate supervisors

Nil BE / MCA / ME

1 - 3 Years

Level 2 Has greater depth of knowledge on implementing concepts on active business situations. Has developed knowledge on his specific work area

Works on routine assignments that require following standard procedures and practices. Starts getting exposed to problems with slight complexity. Handles his assignment more independently. Starts coming up with solutions to routine problems which he presents to his supervisor

Interacts closely with his peer and supervisors – influences group decisions based on personal experiences. May provide need based guidance to Level 1 on day to day functioning. May Interact with customers

Nil BE / MCA / ME

2 - 5 Years

Level 3 Has thorough knowledge of his work area / domain. Is exposed to the macro picture of his/her division/SBU.

Is involved in designing solutions for moderately complex problems. Plans his day to day work independently, has little supervision in the same. Follows standard operating procedures for the same. The end deliverable is reviewed

May have people responsibility. Has an active role in the project while decision making, for which he has accountability. Take part in processes that impact the whole group like staffing, resourcing. May interact with customers

1 to 2 People

BE / ME /MCA /Ph. D

4 - 7 Years

Level 4 Is exposed to the macro picture of the organisation and uses that knowledge increasingly in his functioning

Designs solutions for complex problems for the team. Plans the day to day work of the team, and is responsible for the overall deliveries of the same. Will function as a Project Manager

Manages a team of people. Is responsible for the deliverable of the team and interacts with all other internal and external agencies with which the team has an interlinkage. Responsible for Project . Reports to Program Manager/ HOD

3 to 6 People

BE / ME /MCA /Ph. D

5 - 10 Years

Level 5 Is exposed to the macro picture of the organisation and uses that knowledge increasingly in his functioning. May also exposed to one or two domains

May be responsible for multiple projects. Designs solutions for complex problems for the team and also represents the various taskforce. Plans the day to day work of the team, and is responsible for the overall deliveries of the same and supports Business Heads on strategic decisions.

Manages a team of people. Is responsible for the deliverable of the team and interacts with all other internal and external agencies with which the team has an interlinkage. Might have revenue responsibilities for the specific team. Responsible for

5 to 10 People

BE / ME /MCA /Ph. D

> 10 Years

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Project. Reports to HOD

LS Thorough knowledge of his function, its role and position in the overall business model. Relies on experience to arrive at future courses of action. Part of the Leadership team

Provides solutions to a wide range of complex problems. Manages multiple projects. Responsible for overall deliveries for the business group and also responsible for strategic business decisions. Reviews policies, processes and SOPs for his group and initiates change.

Overall responsibility for the function and the business. Contributes to the Business Development, focus on business strategies and the process Development. Has close interaction with other departments/ divisions and is the driver for overall business plan for his Division. Interacts with the customers extensively

Around 30 BE / ME /MCA /Ph. D

> 13 Years

2 Organisation Structure

2.1 Organisational Unit

The organisation structure is constructed using objects Org unit, job and position. HR organisation units are logical groupings of employees and often reflect either a geographical or functional view of the organisation. In case of DCRTI organisation units will be typically set up to reflect a hierarchy of functions / sub-functions & positions within a geographical framework.

Eg. Representative Organisation Structure

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2.2 Jobs

Jobs are a higher level classification of the positions within the enterprise. For example, the job “Account Executive” may be linked to several positions, all of which might be regarded by the organisation as Account Executives” (eg Account Executive – SBI, Account Executive – LIC etc).

The first level listing and defining of jobs based on the current system.

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Job Code Job TextMD Managing DirectorHOD Head of the deptSCI ScientistMGR ManagersTL Tech Lead / Team Lead / Project LeadEGR EngineerEXE ExecutivesCONS ConsultantADMN Administrators

STUD Students

2.3 Positions

Positions are the specific occurrences of a particular job. Typically, there is a one-to-one relationship between employees and positions although it is possible to link more than one employee to one position (eg additional responsibilities). Position to organisation units -to-organisation unit link indicates organisational hierarchy.Positions are understood as being equivalent to designations at DCRTI. In case of change in designations, positions will be updated in SAP.

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI Till such time the positions are more clearly defined the following convention will be used to indicate position in SAP.

S.no Job PositionNo of

Employees LEVEL

1MANAGING DIRECTOR MANAGING DIRECTOR LS

2HEAD OF THE DEPARTMENT

HEAD OF THE DEPARTMENT - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES LS

3 HEAD OF THE DEPARTMENT - PLM SOLUTIONS LS

4 HEAD OF THE DEPARTMENT - FINANCE AND BUSINESS ADMINISTRATION LS

5 HEAD OF THE DEPARTMENT - INTELLIGENT SYSTEMS LS

6 HEAD OF THE DEPARTMENT - VEHICLE ENGINEERING AND QUALITY LS

7 HEAD OF THE DEPARTMENT - CAD / CAM LS

8 HEAD OF THE DEPARTMENT - TOOLS AND EMBEDDED SOLUTIONS L5

9 FINANCE CONTROLER LS

10 SCIENTIST PRINCIPAL SCIENTIST - INTELLIGENT SYSTEMS L5

11 SENIOR RESEARCH SCIENTIST - INTELLIGENT SYSTEMS L4

12 RESEARCH SCIENTIST - INTELLIGENT SYSTEMS L3

13 MANAGER PROGRAM MANAGER - CAD / CAM L5

14 PROJECT MANAGER - PROJECTS L5

15 KEY ACCOUNT MANAGER - CRIM L4

16 MANAGER - VEHICLE ENGINEERING L4

17 PROJECT MANAGER - PLM SOLUTIONS L4

18 MANAGER - HUMAN RESOURCES L4

19 PROGRAM MANAGER - VEHICLE ENGINEERING L5

20 ASSISTANT MANAGER - FINANCE L3

21 PROGRAM MANAGER - PLM SOLUTIONS L5

22 MARKETING MANAGER - CRIM L3

23 SENIOR DELIVERY MANAGER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L5

24 DELIVERY MANAGER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L4

25 PROJECT MANAGER - PMO L3

26 PROJECT MANAGER - SAP L3

27 LEADTECHNICAL LEAD - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L3

28 TECHNICAL LEAD - PLM SOLUTIONS L3

29 TECHNICAL LEAD - VEHICLE ENGINEERING L3

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30 TECHNICAL LEAD - CAD / CAM L3

31 PROGRAM LEADER - QUALITY L3

32 TEAM LEAD - QUALITY L3

33 TEST LEAD - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L2

34 ENGINEERS SENIOR RESIDENT ENGINEER LS

35 SENIOR SOFTWARE ENGINEER - PLM SOLUTIONS L2

36 SENIOR ENGINEER - CAD / CAM L2

37 SENIOR RESEARCH ENGINEER - INTELLIGENT SYSTEMS L2

38 SENIOR TEST ENGINEER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L2

39 SOFTWARE ENGINEER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L1

40 SOFTWARE ENGINEER - TOOLS AND EMBEDDED SOLUTIONS L1

41 ENGINEER - CAD / CAM L1

42 SENIOR SOFTWARE ANALYST - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L2

43 SOFTWARE ENGINEER - PLM SOLUTIONS L1

44 SENIOR SOFTWARE ENGINEER - PROJECTS L2

45 SENIOR ENGINEER - VEHICLE ENGINEERING L1

46 ENGINEER - QUALITY L1

47 SENIOR SOFTWARE ENGINEER - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L2

48 TRAINEE ENGINEER - VEHILCE ENGINEERING L1

49 RESEARCH ENGINEER - INTELLIGENT SYSTEMS L1

50 ENGINEER - VEHICLE ENGINEERING L1

51 TRAINEE ENGINEER - PLM SOLUTIONS L1

52 EXECUTIVES EXECUTIVE ASSISTANT - MD'S OFFICE L3

53 EXECUTIVE - HUMAN RESOURCES L1

54 EXECUTIVE - ACCOUNTS L1

55 EXECUTIVE - TRAVEL L1

56 EXECUTIVE - FRONT OFFICE L1

57 EXECUTIVE - FINANCE AND BUSINESS ADMINISTRATION L1

58 EXECUTIVE - FACILITIES L1

59 EXECUTIVE - SUPPLIER MANAGEMENT L1

60 CO-ORDINATOR FACILITIES L0

61 PROJECT ASSISTANT L1

62 CONSULTANT SENIOR CONSULTANT - MD'S OFFICE L5

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63 IT SECURITY CONSULTANT - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L1

64 SENIOR IT SECURITY CONSULTANT - ENTERPRISE SOLUTIONS AND BUSINESS SERVICES L3

65 TRAINEE CONSULTANT - PLM SOLUTIONS L1

66 NETWEAVER CONSULTANT - SAP L2

67SYSTEM ADMINISTRATOR SENIOR SYSTEM ADMINISTRATOR L2

68 SYSTEM ADMINISTRATOR L1

69 STUDENTS

Multiple Assignments

In those cases where the employees are assigned to multiple positions the field “staffing percentage” will be used to define the percentage of time the employee devotes to each position. The primary position of the employee for the purpose of reporting structure and reports will be the position which is associated with an action in IT 0000 & IT 0001.

2.4 Reporting Structure

Reporting structure will be defined by creating a relationship between one position to another. This will be done using the relationship

Relationship Inverse relationshipA002 reports to B002 is line supervisor of

The standard reporting structure in SAP will be used to capture the “Administrative reporting” as workflow applications like leave, travel expenses use the reporting structure to determine the chief position.

The functional reporting structure will be captured using the relationship

Relationship Inverse relationshipA005 is subordinate to B005 is line supervisor of

Core Team will be trained on Multiple reporting (matrix reporting and dual reporting)

2.5 Integration

Organisational Management forms the basis for the entire Personnel Planning and Development (PD) application. The administration of structural data (ie objects and their reciprocal relationships with each other) facilitates the analysis and reporting of the organisation and provides the foundation for authorisations functionality. The PD module of SAP will be integrated with PA module using the switch PLOGI ORGA.

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Group Sem. Abbr. Value Abbr. DescriptionPLOGI ORGA X Integration switch: Organisational Management/HR

2.6 Plan versions

It is possible to define multiple version of organisation plan using plan versions. However at any point of time there can be only one active plan version. Plan version 01 will be set as the active plan version using the switch

Group Sem. Abbr. Value Abbr. DescriptionPLOGI PLOGI 01 Integration plan version / Active plan version

3 Personnel Administration - Master data Mapping

Personnel administration includes all the activities to be done during the life cycle of an employee.

At DCRTI following activities are performed

Hiring Change in designation

Refer to annexure)

3.1 Hiring / Joining Activities (for New recruits)

3.1.1 Scope of the Process

Brief definition of the process. Mention start & end points of this process.

Joining of a person

This document covers all joining formalities of a new recruit viz. Filling of Statutory / Non-statutory forms like PF New Account / Transfer Form, Investment Declaration form, Insurance and Hospitalization Coverage Form, Form for accommodation, vehicle, phone connection, email, workstation and forms for any other entitlement, allotment of Employee Code No. and issuance of ID card.

Start – after acceptance from candidates along with joining data End – placement in his/her department/function

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 3.1.1.1 Complete HR related formalities

Inputs –1. Medical fitness report (from the designated clinics/dispensaries/doctors)2. List of new recruits from the recruiters.3. Interview Assessment Form, Bio-data along with expected date and joining location, Personal History

Form4. Acknowledged copy of offer letter5. Copies of Qualification and experience certificates6. Photographs7. Relieving letter8. Proof of salary from the former employer9. Any other documents information as per joining checklist.

Process –1. On receipt of fitness report and upon the employee reporting for joining a personal file for the new

employee is created for maintaining all his records.2. HR personnel to welcome the new recruit and guide to the right location to move with further joining

formalities.3. Issue of formal appointment letter with details of the salary structure and getting acknowledgement of the

same.4. HR will guide the new recruit to provide the declarations on elements of his salary based flexible pay

structure.5. Following forms are filled by the new recruit : PF New Account / Transfer Form, Investment Declaration form, Insurance and Hospitalization Coverage

Form, Bank Account Opening form, Joining Report, Form for accommodation, vehicle, phone connection, white goods form, mobile phone, email, PC, workstation, temporary visiting card and temporary ID card form and workstation (wherever applicable), Gratuity Form.(Reference, joining checklist)

6. Ensure that the new recruit has filled all information correctly.7. Provide the joining kit to the new employee containing all the forms, Welcome letter, Leave card, Holiday

list, Employee handbook, and minimal stationary need8. Enter / update employee details in master database9. Allot Employee Code number 10. Issue ID Card11. Issue - Insurance Card wherever applicable.12. Validate copies of the submitted academic and other testimonials with originals.13. Update the checklist which ensures that the new recruit has completed all joining formalities14. Intimate the concerned Line Manager about joining of the new recruit.15. Get joining report signed by concerned Line Manager, Issue “joining circular” as per standard format.16. Update the list of attendees for the next batch of induction program.17. Send details of the new recruits to the accounts department i.e. Emp Code No., Salary details 18. Send relevant forms to respective departments like administration, Insurance agency, accounts

department, IT department etc.

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Outputs –1. EC Number and ID card2. Updated employee personal file consisting of correctly filled forms and copies of valid certificates

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 3. Joining report4. Hard copies of all joining and administration related forms signed and filed.

3.1.1.2 Complete Administration related formalities (HR Commercial to do)

Inputs –1. Completed forms from HR for Workplace (Cabin, Cubicle & Workstation) PC, email ID, Phone (extension

no.), Mobile phone, Vehicle, Shifting of household goods, arrangement for guesthouse / permanent accommodation, school admission requirements for kids of new recruit (wherever applicable)

Process -1. Send forms for IT requirements to IT department for PC, email account and internet connectivity.2. Coordinate with Real Estate agents and facilitate getting accommodation for the new recruit as per the

entitlement.3. Coordinate with Vehicle agency for facilitating the new recruit to get the vehicle as per his / her eligibility.4. Facilitate shifting of goods, in case the new recruit is from other outstation location.5. Book and provide, guest house facility till the permanent accommodation is finalised.6. Provide list of important telephone numbers / city road maps and important establishments (wherever

required and applicable)7. Coordinate with schools wherever required to facilitate school admission of the kids of the new recruit.8. Coordinate with vendors for facilitating procurement of white goods, if required and applicable9. Follow-up with various external agencies and internal departments where completed forms / formal letters

were sent and ensure that all the required assistance and facilities reach the new employee on time.

Output-1. New employee provided with all administration assistance as per eligibility and terms and conditions

mentioned in appointment letter and getting his acknowledgement for the same.2. Passing on all the forms and acknowledgments to HR department to be filed in their personal file.3. All company assets allocated to the employee as per eligibility-(eg: Car, House, Laptop, Mobile phone etc)

3.1.1.3 Complete Payroll related formalities

Inputs –1. Appointment letter with salary details and employee Code number, if any2. Letters - a) for take-over of liabilities with the previous employer, b) joining bonus, c) notice pay etc3. Details of liabilities and proof of discharge of same

Process –1. Obtain bank account details from employee2. Prepare and send salary and other inputs to payroll3. Prepare and execute DPN, undertaking and agreement for joining bonus and liabilities take-over,

mentioning repayment terms, if any4. Process payment to employee for joining bonus and other liabilities taken over

Outputs –1. Documents for liabilities2. Details to payroll 3. Cheque to employee or salary credited to bank account4. documents through mail merge

MIS Reports Required:

Report Requirements are specified separately.

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Description of functional deficits

Points where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here

Enhancement to Offer letter; Recording of offer details; Description of professional/club memberships, capturing percentage score/CGPA of applicant in the course of study.

Capturing parameters such as Function,Subfunction and Level

Joining check list

Approaches to covering functional deficitsAddress real or perceived gaps in system functions including workarounds, user exits, ABAP, etc. This should be the best high level solution. If a fix is not evident, the impact on the AcceleratedSAP customer and project must be clear so the team can decide how best to proceed.

Infotype ‘0057’ will be modified to record membership related data. (W) The field “Other Allowances” in IT 0021 can be used to flag whether a family member is dependent or

not for the purposes of hospitalisation coverage - One additional check box to be added to this infotype as ‘covered’ (E)

New Infotype to record the items in joining check list (E with PM01)

System configuration considerationsAddress any issues of importance to the AcceleratedSAP customer as they pertain to the configuration of the system. No need for exhaustive detail but is sure to address any issues that were raised during the review sessions.

Link Employee Number to Applicant Number

In case the employee is an applicant, record the applicant number in the infotype – 139, this will be used to track the status of the joining checklist.

Employee number range Infotype 19 will have a sub type called ‘end of expatriate assignment’ Infotype 19 monitoring of task subtype end of probation should be invoked through dynamic

action

Employee numbers will be a 5 digit system generated number.

The option of number range will be used to differentiate between various types of employees. The following number range will be defined for personnel numbers.

No From To Current number External

1 10000 49999 2 50000 599993 60000 699994 70000 799995 80000 89999

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI Number Range Employee Group

1 Current DCRTI employees 2 Contractors / Consultants3 Students4 Professional Service5 Others Staff


Brief definition of the process. Mention start & end points of this process

This document covers the activities of conducting pre-confirmation appraisals and confirming the probationers.Start – List of probationers who are completing initial probation period / extended probation period in next one monthEnd – Issuance of Confirmation / Extension / Termination lettersCovers only Core Employees of DCRTI

Inputs –1. List of probationers due for confirmation – SAP2. Pre confirmation Appraisal forms (EX - available in PD)

Process –1. Respective Line Manager fills up appraisal form and recommends confirmation / extension / termination –

(EX)2. On receipt of approval, HR will issue confirmation letter. (SAP mail merge)3. If not approved, HR will issue extension / termination letter. (SAP mail merge)4. Send inputs to payroll from confirmation dates SAP T code PA30

Outputs –1. Confirmation / Extension / Termination letters – (SAP mail merge)

MIS Reports RequiredReport Requirements are specified separately

Description of functional deficitsPoints where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here



Create an appraisal model “ Confirmation appraisal” with the final rating as “ Confirmed” / “ extend confirmation“ and “termination of service”.

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For employees who need to be confirmed an action called “ Confirmation” will be defined and the employee group of the employee will be changed from “ Probationer “ to “Regular“ employee.

In case of probation based on the probation period entered in IT 16, a program will compute the date of expiry of probation and update the date of expiry of probation in IT 19.

Date monitoring report will be run to get a list of employees due for confirmation within the next month or given period

3.2 Extension of Contract


This document covers the activities of conducting pre-contract expiry assessment for Contract Staff.Start – Identifying consultants who are completing initial contract period / extended contract period in next one monthEnd – Issuance of Extension / Termination letters

Inputs –1. List of consultants due for extension (SAP)2. Pre expiry consultant assessment forms (EX –Available in PD)3. Contract terms (SAP)

Process –1. Respective Line Manager fills up assessment form and recommends extension / termination. (EX –

Available in PD)2. In case the Line Manager recommends that a particular Contract Staff should be extended before expiry of

contract period, for outstanding performance or any other business requirement, he can recommend the same. (EX)

3. The assessment goes to respective HR who forward the same to approving authorities with recommendation for their approval (EX)

4. On receipt of approval, HR will issue extension letter. (mail mege)5. Send inputs to payroll – new contract period is updated in payroll or termination of contract is updated.

(SAP PA30/PA40)

Outputs –1. Extension letter / termination letter (mail merge)2. Payroll input (SAP report)

MIS Reports Required

Report requirements are specified separately.

Description of functional deficitsPoints where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here


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Renewal of Contract Infotype 16 to record contract with the consultants An appraisal model “Contract Staff Assessment l” will be defined with the final rating as “ Renew

contract“

An action called Renewal of Contract will be defined and the reason for extension will be recorded in “reason “ field of action. The date up to which the contract has been extended to be recorded in IT 19 under task type “ Expiry of Contract”.

Date monitoring report to be run to get a list of employees whose contracts are expiring within the next month or a given period.

3.3 Manage Transfers, Secondments and Deputations


Brief definition of the process. Mention start & end points of this process

This document covers processes relating to transfer, secondments and deputations.

Definitions:

Transfers: Type 1. Reassignment from one department to another within DCRTI– Example – PLM to EPSBS

3.6.1.0 Manage Transfers

3.6.1.1 Organise Inter-location & inter-company transfers

3.6.1.1A Organise Inter-location transfers (Type 1)

Inputs –

How will the request be managed in SAP? (Ex)1. Personal request – duly approved by Circle Head/Group Head2. Manpower planning and resultant key gaps / key overlaps3. Job rotation plans4. New Business Plans or contingencies

Process – External1. Based on validated inputs seek approval from Relieving Circle Head/Group Head Will this be thru SAP?2. Identify replacement if need be External3. Seek confirmation from Receiving circle Head/Group Head and finalise date of transfer External4. Brief employee about entitlements / responsibilities at time of transfer External5. Arrange pre-transfer visit (only in cases of business requirement based transfer) External

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 6. HR-Commercial to assist in Closure of House lease and deposit return, Handover of Res. Telephone,

Mobile (SIM), Cabin/Cubicle, any location specific items (like keys, ID cards etc), and packing and movement of goods. External

7. Complete Transfer-out checklist and clearance at Relieving location from HR, HR- Commercial, Admin, Library, IT, Line Manager, Circle Head etc. Will this be thru SAP?

8. To Complete Transfer-in checklist at receiving location. Will this be thru SAP?Outputs – Thru SAP1. Approvals. 2. Transfer order3. Clearance certificate – duly filled up4. Movement order5. Transfer checklist

3.6.1.1B Organise inter-company transfers (Type 2 & 3)

Inputs –How will the request be managed in SAP? External 1. Management Decision2. Personal Request.3. Job rotation plans4. New Business Plans or contingencies5. Manpower planning and resultant key gaps / key overlaps

Process –1. Relieving Company Head to approve based on management decision or personal related request – SAP?2. Group President – Management Services Division will approve all transfers into DCRTI (be it type 1 or

type 2)3. Relieving Company HR to confirm with receiving company HR on absorption and date for the same.

Receiving company’s confirmation would be subject to acceptance of the transferee of the receiving company’s service norms, proposed role and compensation refitment. External

4. Relieving Company HR to initiate replacement and handover process as need be and finalise date for transfer External

5. Relieving company to initiate transfer checklist process and clearance formalities External6. To forward file and compensation details for refitment, to Receiving Company HR External7. Receiving Company HR to finalise refitment of salary and entitlements as per their considerations/norms

and forward letter to Transferee through Relieving Company HR and receive acceptance. External8. Based on acceptance, Receiving Company HR confirms to Relieving Company to transfer the employee.

External9. Relieving company to record transfer of employee SAP?

Outputs – Same as above

3.6.1.3 Manage Deputations

Inputs – How will the request be managed in SAP?

Special requests of manpower for temporary periods > 29 days and less than 6 months

Process –1. Requesting Circle Head / Group Head raises requirement with job profiles and sends to relevant Locations

External?2. Relevant Location/Group HR, based on request, identifies employees to be released. External?3. Obtain approval of Circle Head/Group Head External?4. Prepare and issue deputation order, specifying deputation period, R&R, allowances. SAP?

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 5. Employee details are updated and intimated to payroll. SAP?6. Based on commitments made in deputation order, receiving site organises logistics and facilities.

External?7. The receiving site maintains and sends deputee’s attendance records to the parent site for processing

salary. SAP?8. Deputee raises deputation allowance claims which are processed and disbursed by the parent location.

The receiving location certifies any recoveries and sends to parent location for recovery through payroll. SAP?

9. If required, deputation period is extended based on requirement of receiving site. External?10. Prepare & issue deputation extension letter. SAP?11. On completion of deputation the receiving site releases the deputee by preparing and issuing the

deputation release order. External?12. Employee status to be changed in SAP

Outputs – SAP?1. Deputation order2. Deputation extension letter3. Deputation release letter

MIS Reports Required

Reports have been specified separately

Description of functional deficitsPoints where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here.

Deputation order Deputation extension letter Deputation release letter Secondment order Secondment extension letter Secondment release letter Transfer order


The status of the employee will be recorded in the “contract field” in IT 0001 as seconded / transferred / deputed.

The date up to which the deputation has been extended will be recorded in IT 19 (Date Monitoring) under the task type “extension of deputation”

In case of employees who are “transferred” between group companies will be first separated from their parent company and then rehired into DCRTI with a new personnel number. Those employees who are on secondment / on deputation to DCRTI will continue to retain their old personnel number (parent company) and will move into DCRTI by means of a “Secondment action” / “deputation action” in the system .

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3.4 Manage Separations

Separation for employees stationed in BangaloreSeparation for employees stationed outside Bangalore (on transfers / deputation)Diff action types

3.7.0 Scope of the ProcessBrief definition of the process. Mention start & end points of this process.

This document covers all modes of separation of an employee from the Company. It includes resignation, retirement, termination, abandonment and death.Start – The process starts with receiving information of separation of the employee through any sourceEnd – The process ends with completion of the full and final settlement

3.7.1.1 Process Resignation

Inputs –1. Resignation letter (External)

Process –1. HR will begin resignation acceptance process (Will it be SAP or external?)2. Employee will obtain clearance from all concerned sections. SAP3. Organise & conduct Exit Interview by Functional Head & HR SAP + External long text possible

thru devlopment4. ‘Stop salary’ advise for last month of work SAP5. Acceptance date of resignation and resignation date as separate subtypes of infotype 0019

Outputs – SAP1. Clearance Certificate.2. Accepted and Approved resignation letter3. Exit interview feedback.4. Stop salary advise to accounts

3.7.1.2 Process Retirement / Extension

Inputs –List of employees due for retirement in next 6 months.

Process –1. Generate list of employees due for retirement in next 6 months. SAP2. Concerned Sectional Head will initiate the process by forwarding approved extension request to

concerned HR with extension. (Ex)3. For retirement, HR informs the Accounts dept for settlement of PF/ Gratuity/ Superannuation. SAP

PA404. If approved for extension, extension letter on the same terms and conditions is issued (for a

proposed period). SAP mail merge

Outputs – SAP1. Clearance Certificate / checklist approved by HoD/departments (Dev)2. Approval note for retirement / extension. (mail merge)3. Exit interview feedback. (Dev)4. Extension letter

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 3.7.1.3 Process Termination SAP

Input – 1. Finding and recommendation arising out of a disciplinary procedure conducted against an employee4. Recommendation for termination

Process –

1. HR will Issue termination letter mail merge2. Employee to obtain clearance from all concerned sections dev3. Stop salary advise to accounts PA40

Output –

1. Termination letter2. Clearance certificate3. Information to Accounts to Stop Salary 4. Input to Accounts/ HR Commercial to initiate F&F

3.7.1.4 Process Abandonement Input –1. Information from concerned head of absence without authorisation for more than a pre defined

number of days External2. Concurrence from HOD Repeat of above

Process –1. Stop Salary advise to accounts SAP2. With concurrence of HOD, send standard warning letter to absconding employee asking him to

resume duty by a specified date SAP3. Send 2 reminders immediately after the specified date lapses. SAP4. Send final letter intimating the employee of Management’s decision of striking his name off from the

muster. SAP5. Obtain approval for termination from the respective head. SAP/External?6. Prepare and send termination letter. SAP7. HR will obtain clearance from all concerned section. SAP

Output – SAP1. Warning letters2. Management’s approval for termination. (External)3. Termination letter.4. Stop Salary processing5. Clearance certificate

3.7.1.5 Process cases of Death (as reason for separation) Input –1. Intimation of death of an employee (External)

Process –1. HR will prepare and circulate notice for condolence meeting (External)2. HR will obtain clearance from all concerned sections SAP3. HR will put up note for waiver of outstanding dues – loans, consumer durables, etc as per policy SAP4. Intimate insurance dept. to initiate claim formalities. Coordinate with insurance dept. for settlement

(External)

Output –

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 1. Condolence Circular (External)2. Clearance certificate SAP3. Management’s approved note for waivers. (External)

3.7.1.6 Process Full and Final settlement (for resignation, retirement, termination, abandonment, death)

Input –1. Respective Policies, leave encashments, LTA, Gratuity, any legal agreements (ex) SAP2. Clearance certificates duly filled up SAP (dev)3. Management approval of waivers viz., Loans, Notice pay etc External 4. Inputs for leave, attendance, absence, etc. SAP 5. Accepted resignation letter (External)/ approved termination letter SAP / superannuation letter SAP /

Death notification (External)

Process –1. On receipt of completed clearance certificate, HR will send intimation to Payroll for preparation of full

and final settlement. SAP PA402. If net payable to employee, receive cheque from payroll / bank transfer and Accounts/ HR

commercial hand over to employee along with working sheet. SAP FI process3. Intimate legal department to initiate recovery process, if any. SAP FI process4. After the employee settles his dues, issue relieving letter and service certificate (latter not given for

termination). SAP mail merge

Outputs – SAP1. Payroll intimation.2. Release letter3. F&F working sheet4. Information on recoveries from employee & letter with the same respect5. Service certificate6. Information on PF/Superannaution/gratuity details7. Form 16

MIS Reports RequiredReport Requirements are specified separately

Description of functional deficitsPoints where integrations are required with other functions (say Admin/Payroll/Finance etc) and other process areas have to be mentioned here.

Formats, check list, Release letter, Termination Letter, Clearance Certificate


A separation action with the appropriate reason code such as “Death/Retirement/Termination/Resignation” will be defined in the system. The list of assets given to the employee will be maintained in Infotype 40 “Objects on Loan”. A customised report based on this will act as a checklist for releasing the Clearance Certificate.

The actual process of “Full & Final settlement” will be addressed in payroll module.

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Also, a report based on IT 41 (date specification) will be run. For this; a date type called ‘last working day’ will be maintained. Once the separation notice (resignation/ dismissal) is obtained. Based on this report a stop salary advice will be sent to payroll.

3.5 Employee master data

3.5.1 Code legendDM Direct mappingRN Required but not supported

Field Description Mapping code

SAP Infotype SAP Field Remarks

First Name DM IT0002 First Name

Last Name DM IT0002 Last Name

Initials DM IT0002 Known As

Gender DM IT0002 GenderForm of Address DM IT0002 Form of Address Form of Address will have Dr.

/Mr./Ms./Sh. Smt. Etcalong with Col. , Gen. Etc

Date of Birth DM IT0002 Date of Birth

City of Birth DM IT0002 Birth Place

Country of Birth DM IT0002 Country of Birth

State of birth DM IT0002 StateNationality DM IT0002 Nationality

Marital Status DM IT0002 Mar.Status Single/Married/Engaged

Marriage Date DM IT0002 SinceBlood Group DM IT0028 Blood Group Additional groups to be

added

Height DM IT0028 HeightWeight DM IT0028 WeightTested for fitness DM IT0028 Mapped to

examination date in combination with Result

Y/N

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI Field Description Mapping

codeSAP Infotype SAP Field Remarks

Address (Present/ Permanent / Emergency)

DM IT0006 Address (Present/ Emergency/ Permanent )

Emergency ContactPerson

DM IT0006 Emergency Contact Use the C/O Field

Resident Status DM IT0581 Residence

Telephone No. (Resi / PP)

DM IT0006 Telephone No.

Another Res. Tel. No.

DM IT0006 Telephone No. Second res. Tel No.

Mobile No. DM IT0105 Mobileemail id DM IT0105 email Personal/Official

Vehicle (Owned /Co's)

DM IT0583 Car & Conveyance Comp. Owned/Own/No. Vehicle/OYCS

Passport Number DM IT 0094 ID Type 0001

PAN No. DM IT0185 Personal Ids

Challenge Details DM IT0004

Challenge Details DM IT0004

Residency Status DM IT0094 Expat/NRI/Citizen

Religion DM IT0002 Religious Denomination

Employee Code Number

DM IT0002 Personnel No.

SBU DM IT0001 Will be a part of org structure

Cadre DM IT 0008 Payscale group

Circle DM IT 0001 Personnel Area

City DM IT 0001 Personnel Sub Area

Bldg DM IT 0001 Payslip Location

Type DM IT 0001 Employee Group

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Sub-Type DM IT 0001 Employee Sub group Based on leave entitlements this will be classified as T1 - T20

National / City Resource

DM IT1016 Subtype in authorities & resources

Attached as a position characteristic

Date of Joining DM IT0000 Date of Hiring

Employment Status DM IT0000 Employment Status Active/Inactive/Withdrawn

Job DM IT0001 Job Highest aggregation of positionsEg. Executive will be a job and Sales Executive - HR is a position

Administrator (Group, Person & Payroll Area)

DM IT0001 Administrator (Group Person & Payroll Area),

Intercom Number DM IT0105

Cabin/cubicle/Workstation number

DM IT0032 Room No & extensionnumber

Disciplinary Action DM Grievance Infotype

To record details of disciplinary actions, either as a action or as a new infotype

Previous Employment* Organisation name* Industry* Location* Designation* Duration

DM IT0023 Previous Employment* Industry* Location* Job* Duration* Org Name

Relevance % field has to be added to capture subjective assessment of relevance at the time of interview, considering type of orgn, exposure, etc. & mapping to position requirements

Qualification (Degree, Dip, Post Graduate, Doctorate, MBA, Certificate, Professional)* Stream * Main Subjects* Year of Passing* Institute* Percentage

RN IT0022 Education/Training To capture percentage, score, class, CGPA or Ranking.

Competencies(broad)

DM IT0024 Qualification Group

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Skills (Elements) DM IT0024 Qualifications

Proficiency levels DM IT0024 Proficiency Levels

Members Name DM IT0021 Family Details

Relationship type DM IT0021 Family Details

Dependency DM IT0021 New field Use the “Other Allowances field” . Text to be changed.

Date of Birth DM IT0021 Family Details

Occupation DM IT0021 Family Details

Applicant Number DM IT0139 Employee Applicant Number

Store the Applicant number of the employee here

7. Personnel Time Management

It is been decided to implement the negative time management with manual entry, hence the section pertaining to attendance is irrelevant

7.1 Time Management

Time management functionality allows you to record and evaluate time management data according to the company's rules and policies.

Times are recorded by way of swipe card (Employee id card) at DCRTI office premises as per the working hours defined. The manual swiping will record- Time in and Time out of every employee and shows their presence in the company.

The Requirement / Expectations from the Time management module are :

To be able to record the attendances and absences of Employee.

To record Overtime of Employee

Should give details of Attendances & Absences occurred in the month

7.1.1a Functional Descriptions:

Employee’s attendances are recorded against their Working Schedules. These work schedules have

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI employees Period Work Schedules which is again combination of Daily Work Schedules.

The Time Management has various quotas against which an absence or attendance types are recorded and subsequently these are deducted from the quota entitlements.

After deductions the remaining entitlements are displayed at employee level.

These attendance and absences are used as an input for Payroll processing.

7.1.1b As per the Business Requirement of DCRTI the Time Management will be carried in Three different ways:

a) Negative Time recording capture Loss of Pay will be done manually by HR in IT 2001 on

receiving information from respective HOD’s to use in Payroll processing.

b) Positive Time recording for the HR administration via Interface with the current Cyrus attendance

management system. Normal Attendance types will be uploaded into IT 2002.

c) CATS (Cross Application Time Sheets) for recording the project based time. (Absences and

special attendances). These absences and special attendances will need to be approved and

then transferred to IT absences and attendances respectively. Entries (Absences and special

attendances) in CATS will be made by the employees themselves.

It has to be investigated and confirmed if the timesheet (CAT2) will validate if an

employee is exceeding his normal entitlement of particular type of leave. On this

depends the design of Point “C”.

A custom report need to be designed for reconciling attendances and absences for an

employee for a particular day. The rational for this report is to provide information to the

HOD’s & the HR that a person who has no attendance on a particular day had applied

for the leave and has a corresponding entry in the absence IT for the day. ( ABAP

requirement)

7.1.2 Functions and Events

The Work Schedule is an essential element of Human Resources. Human Resources data is an extension of information entered in a work schedule. The Work Schedule component optimizes SAP Human Resources and saves the user valuable time when defining the working time model for your enterprise.

The work schedule is the information medium for all employees who work on time-based schedules. It also contains a detailed overview of all working times. In addition to setting up working times and break times, you can use the work schedule for scheduling and monitoring the organization and coordination of all divisions in your enterprise.

The definition of an individual employee's planned working time is essential in SAP Time Management. Planned working time is created in the Human Resources (HR) component using a work schedule that is

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI based on Period Work Schedules. The period work schedule, in turn, is based on a fixed pattern of Daily Work Schedules with Break Schedules assigned to each daily work schedule.

The public holiday calendar is used in numerous SAP applications, and also plays an important role in the Human Resources (HR) component.

The public holiday calendar:

Affects the definition of the organizational structure of your enterprise Plays a central role in the scheduling process as well in generating monthly work schedules Is important for Payroll

Proposed List of Holidays for the Year 2005

S.N.S.N. DATEDATE DAYDAY HOLIDAYHOLIDAY1 Jan 14 Friday Makara Sankranthi 2 Jan 26 Wednesday Republic Day 3 Mar 25 Friday Good Friday 4 Apr 14 Thursday Ugadi 5 Aug 15 Monday Independence Day 6 Aug 26 Friday Krishna Janmashtami 7 Sep 07 Wednesday Ganesha Chaturthi8 Oct 13 Thursday Vijayadasami 9 Oct 31 Monday Naraka Chaturdashi/Diwali

10 1-Nov Tuesday Karnataka Rajyotsava day

Proposed List of Optional Holidays for the Year 2005

S.N.S.N. DATEDATE DAYDAY HOLIDAYHOLIDAY1 Jan 21 Friday Bakrid 2 Mar 08 Tuesday Mahashivaratri 3 Aug 19 Friday Varamahalakshmi Vratham 4 Sep 15 Thursday Tiru Onam 5 Oct 12 Wednesday Mahanavami/Ayudha Pooja 6 Nov 02 Wednesday Balipadyami 7 Nov 04 Friday Ramzan

DCRTI is giving 12 holidays in every year out of which10 days are public holidays (National holidays + festivals) and 2 are optional holidays which left to the choice of the employees from the list of above mentioned 7 optional holiday’s list.

All attendances, absences and overtime are created as quotas against which the respective attendance, absence, overtimes are recorded and these inputs are deducted upon their usage.

This way the system monitors any deviations and if found can be easily tracked.

The concept of Time Constraints and Collisions will help to guard the sanctity of the data keyed in.

7.2 Personnel time planning

7.2.1 The following are maintained when we implement Time Management

7.2.1.1 Daily Work Schedules

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The daily work schedule determines the structure of working times in your enterprise at the daily level. You can also define actual normal working conditions and those that differ from externally or internally determined daily working times. In this way, you set up working times defined for specific employees.

The planned working time specified in a daily work schedule is the basis for payment calculation of actual working times that are relevant for payroll, as well as the valuation of attendances and absences.

The daily work schedule, along with break schedules comprise the working times for a particular day. You can base the daily work schedule on such working time models as flextime by defining the following:

Core times Tolerances Compensation times

7.2.1.2 Period Work Schedules

The period work schedule consists of a defined sequence of daily work schedules. The period work schedule reflects a work pattern that is repeated after a defined period of time. You can create the period work schedule in the following ways:

On a daily basis On a weekly basis On a monthly basis On an annual basis

7.2.1.3 Work Break Schedules

You define the break rules in the work schedule for any particular working day and assign them to a personnel subarea grouping for work schedules. This grouping enables you to assign a break schedule to as many of the grouping's daily work schedules as you want, achieving maximum flexibility in combining all elements of the daily work schedule.

7.2.1.4 Work Schedule Rules

You specify in the work schedule rule which period work schedule is to be used when and on which day of the period for the work schedule to be generated. Examples of Work Schedule Rules:

Flextime Early, late or night shifts Flexible working time and so on

The period work schedule is assigned to the work schedule rule. The pattern of the daily work schedules is specified in the period work schedule.

7.2.1.5 Factory Calendar

7.2.1.6 Planned Working Time

In this infotype, you define when and where an employee works within your enterprise on a daily basis.

By assigning a work schedule rule in the Planned working time infotype (0007), you ensure that the system can determine the employee's personal planned working time. You can change the planned working time determined by the system to suit your requirements. For example, you can use an existing full-time work schedule rule as the basis for defining a special provision for a part-time employee. The planned working time defined for the full-time employee is reduced to the percentage the part-time

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI employee must work.

7.2.1.7 Absence Quotas

You use this infotype to manage time accounts that represent employees' absence entitlements or time credits. The time accounts contain a particular number of days or hours, during which time employees are permitted to be off work.

You can use the infotype to manage the following time accounts, for example:

Employees' annual leave Time in lieu accounts, containing hours of overtime for which employees are permitted to claim

time in lieu Entitlements to paid absences in the case of illness

7.2.1.8 Attendance Quotas

You use this infotype to manage time accounts that represent employees' attendance approvals.

Employees' working times affect costs. You can therefore use the Attendance Quotas infotype (2007) to specify how many hours an employee is permitted to work, and at what times. The SAP System monitors how these time accounts are accrued and deducted.

You can use the infotype to manage the following time accounts, for example: Approvals for an employee to use a set number of days each year for further training Approvals for an employee to work a set number of overtime hours at set times over a set period

7.2.1.9 Employee Remuneration Information

You can use the Employee remuneration info infotype (2010) to enter wage types manually and specify information directly for Payroll.

These wage types are not generated automatically in payroll. Use infotype 2010 to enter wage data that has been calculated manually, such as premiums, bonuses for difficult working conditions or other special wage types.You can adjust the wage types and subtypes of this infotype to your individual requirements in the

Customizing system. Here, you can define, for example: The wage types that can be used here The fields in which data cen be entered Whether additional information can be entered for Accounting and Logistics Whether a wage type can be used once or several times per payroll period.

7.2.1.10 Absences

Absences are times when employees are not at work. Employees are absent if their planned working time, as stipulated in their work schedules, is not fully worked. Types of absences include:

Leave Illness Health spa Lateness

7.2.1.11 Attendance

You can use the Attendances infotype (2002) to store special attendances for employees.In the Human Resources (HR) component, you can record attendances that define or add to an

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI employee's monthly work schedule. A typical attendance is a business trip. The employee is not at his or her normal workplace, but nonetheless is still working for the enterprise.

Attendances are divided into attendance types. Attendance types are subtypes of the Attendances infotype (2002).

7.2.1.12 Overtime

You can use the Infotype Additional payments (0015) to compensate the use of Overtime to enter the cost of overtime. Over time wage type is created to capture the amount of over time as an additional pay component and involved in the regular pay calculations.

7.2.1.13 Special Organizational Considerations

Calculation of attendance for only 30 days of a month.

DCRTI have a defined schedule between 9 am to 6 pm with half an hour break between 12:00 pm to 2:00 pm.

DCRTI working times : General Shift – 9 AM – 6 PM ( Flexible)First Shift – 6:30 – 15:00Second shift – 14:30 – 23:00

Working hours 9 am to 6 pm with half an hour lunch break. Office is open on public holidays wherein employees can work according to the project need.

Maternity Leave – 12 weeks, Paternity Leave – 3 days, Paid Leave – 30 days and Optional Holidays – 2 days.

In case of a vacation 31st should be treated as off. In case an employee is absent on 31st it should be treated as working day and absence should be recorded.

A work around is needed for considering 31st of a month to be counted as day off while on vacation.

Time constraints need to be looked so that records of either attendance or absence exist at the same time.

An employee is supposed to work for 40 hrs a week of 5 working days which includes 2 weekly off.

Substitution: There is a concept of substitution. If an employee substitutes for another(Position Substitution) the substituted person will not compensated monetarily but the person who is substituted will be treated absent for the said period.

7.2.2 Accrual and deduction of absence quotas

Absence quotas can be recorded manually, proposed by the SAP System, or accrued automatically. An employee can claim an absence quota by

Requesting an absence such as leaveIn this case, you record an absence in the Absences infotype (2001). The absence is deducted from the quota.

Requesting remuneration for the timesIn this case, you record a compensation. The compensation is deducted from the quota.

When an employee claims time from a quota, the SAP System deducts the requested time from the

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI quota until it is used up. The quota can only be deducted further if the Customizing settings stipulate that the quota can also be deducted up to a particular negative number.

7.2.3 Absence quota type

Absence quotas with an identical content, such as leave, are grouped into an absence quota type in Customizing. Absence quota types are subtypes of the Absence Quotas infotype (2006). Time accounts are managed in hours or days (Unit field), according to the absence quota type of the quota from which the absence is deducted.

7.2.4 Validity and deduction period

Absence quotas are only valid for a particular validity period, for example, the leave year or the month in which overtime hours were worked. The deduction period stipulates when a quota can be deducted. The deduction period need not be the same as the validity period.

Employees in your enterprise receive an annual leave entitlement of 20 days. The corresponding absence quota has a validity period of one year. for example, January 1, 2005 to December 31, 2005. The quota has a deduction period from January 1, 2005 to March 31, 2006, that is, employees can take leave up to three months after the end of the leave year.

7.2.5 Recording absences

When you enter an absence with quota deduction or quota compensation, the SAP System checks the existing quotas. The absence record or compensation can only be saved if the employee has sufficient quota.

7.2.6 Operational Considerations:

The quota accumulations vary according to the type of contract, experience & grade.

Also collisions should be set so that either absences or attendances should not be over written.

When you enter a new record, the system carries out a check to ensure that there are no existing records for that particular employee and time period.

It is not possible, for example, to enter an absence record if there is already an attendance record in the system for the same employee and time period.

When you customize the system, you can determine the system reaction if time data records collide. There are four possible reactions:

An employee is on Leave from Monday to Friday, but is required to interrupt the vacation and return to work on Wednesday.

System reaction: 1

When you enter this data for the attendance type Attendance hours, the system draws your attention to the fact that a leave record already exists for the period. The leave record is automatically delimited if you proceed to save the attendance record.

You try to enter a Substitution record for an employee who is on leave.

System reaction: 2

The system does not allow this particular constellation, as it is not logical to assign a substitution

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to an employee who is not at work. An error message is displayed and the system rejects the record.

You try to enter substitution data for an employee who already has an overtime record for the same day.

System reaction: 3

This combination is permitted. Overtime and substitution records are not mutually exclusive. The substitution may involve the employee working different hours from normal, however. If this is the case, it may be that the new working time coincides with the period in which the employee is authorized to work overtime. It is therefore preferable that the system draws your attention to the collision so that you can check your entries.

An employee is assigned to work a substitution, which involves longer hours than usual. You try to record the absence quota Time off for overtime.

System reaction: 4

This constellation is allowed, since substitutions and absence quotas are not mutually exclusive. There is no time correlation between these two subtypes. The system therefore accepts the absence quota without drawing your attention to the existing substitution record

Changes to existing Organization: Only deviations will be captured instead of all the statuses of an employee during a month.

Description of Improvements: Lot of time saved in entry of attendances & absences.

7.3 Personnel time recording

In "Personnel time specifications administration", different types of attendances and absences are identified. Here you determine how these types are entered into the system.

Employee’s time is divided into Attendance & Absences. Employees going on any kind of leave other than sick & bereavement leave in advance to their respective Heads and get them sanctioned. This information is recorded by the Time office.

All the entitlements of an employee are given at the time of joining, out of which all are one time entitlements but for Vacation & Sick Leave.

These have to be grouped in such a way at any point of time the system should help the organization know the remaining entitlements.In SAP Quotas are maintained against which entitlements get deducted upon their usage.

These quotas have a max and a min numbers by way of which the system controls the number beyond which an employee cannot use and thereby allowing the system to calculate the loss in pay. It's a purely control mechanism.

7.3.1 The Various Quotas are:

Definitions of Functions and Events

Account status Meaning

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Entitlement Specifies an employee's total entitlement to an absence entitlement for a particular period, for example, leave/year or compensation hours/month.

Remainder Specifies the available entitlement for which the employee can still deduct absences or have compensated

Requested

Specifies the portion of the entitlement for which absences have been recorded, for past or future dates. Note: In the Employee Self-Service application Leave Request, the Requested field specifies the portion of the entitlement for which absences or compensation has been recorded for future dates.

Compensated Specifies the portion of the entitlement that has already been compensated.

7.3.2.1 Accrual and deduction of Attendance quotas

You record attendance quotas manually for an individual employee, or using fast data entry for a group of employees. When an employee uses an approval, the SAP System deducts the time worked from the account.

7.3.2.2 Attendance quota type

Attendance quotas with an identical content, such as overtime approvals, are grouped into an attendance quota type in Customizing. Attendance quota types are subtypes of the Attendance Quotas infotype (2007). Time accounts are managed in hours or days (Unit field), according to the attendance quota type of the quota from which the attendance is deducted.

7.3.2.3 Validity period

Each attendance quota is valid for a particular period. After the validity period has expired, attendances can no longer be deducted from the quota.

7.3.2.4 Time intervals for attendance quotas

You can also set up attendance quotas for specific clock times. This allows you to assign quotas that can only be deducted at a particular time of day.

Your employees have approval to work overtime from 5:30 p.m. to 7:30 p.m. in July. They are not permitted to work more than 20 hours of overtime in that month, however.

7.3.2.5 Deduction of attendance quotas

The following attendances can be deducted from attendance quotas:

Working times recorded in the Attendances infotype (2002)

When you enter an attendance type with quota deduction, the system checks the existing quotas. The attendance record can only be saved if the employee has sufficient quota. The system automatically updates the amount of quota used.

. Working times originating from employee’s time postings

Time evaluation is able to recognize from the employee's time postings whether he or she worked longer one day. It is able to check whether the employee has an appropriate overtime approval.

Attendances are deducted from the attendance quota until the quota is used up. Depending on your

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI Customizing settings, an absence quota can also be deducted into negative numbers.

You can also use this infotype to create a general overtime approval for an employee. You do this by creating an attendance quota of zero hours. In this case, the attendance quota must be deducted automatically be time evaluation.

7.3.2.6 Functional considerations

At any point of time the total number of hours to be counted is 172 hrs for Payment of full monthly Salary.

The system validates the daily working rate for putting in a required 8 hours. The input of working times validates against the rate arrived at for 1 hour one day and helping in paying exactly for the presence of an employee in the company.

As there is no concept of 1/2 attendance or absence, this kind of entry helps in reducing unnecessary wastage of time.

To make this work effectively, all counting rules and deduction rules need to be configured. These accrual & deductions are based on the length of service, grade.

7.3.3 Counting of personnel time specifications

7.3.3.1 Introduction

This process group defines the counting processes for those absences and attendances, the results of which are expressed in days and hours. These values can be used to create a deduction for specific accounts which have been associated with the employee. Additionally, these values can have an effect on the employee's pay.

The values that are derived out of attendance & absence are used as an input for Payroll. An employee on an average should work for 172 hrs including Paid Days Off (Saturdays & Sundays).

7.3.3.2 Counting Rules criteria

A) The following criteria can affect your counting rules: o Day criteria (Weekday, kind of holiday, kind of day)o Work schedule based criteria (kind of daily work schedule, kind of period work schedule,

conditions based on planned working hours).

Every employee is expected to put in 172 hrs every month basing on their work schedules. Saturdays & Sundays are weekly off for DCRTI.

B) There is concept of Half Day Absence or Half day Attendance. The counting rule is applicable for the entire day. Every employee whose absence is recorded for 4 hours is treated as half day absence.

C) Attendance is counted in hours where as absence is counted in days.

39

Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI 8. Payroll – India

The Payroll System should calculate the gross salary and the deductions and the net salary of an employee. The SAP HR Payroll India component must be implemented in cooperation with project teams implementing other areas of SAP Human Resources (HR), in particular SAP HR Personnel Administration.

SAP HR Payroll India offers a number of standard reports used in payroll, superannuation, leave, advance payments and taxation.

8.1 Payroll - India Process Flow

When you access Payroll, the payroll driver calls the accompanying payroll schema, which consists of a sequence of functions. For each activity, the individual functions import data from internal tables and payroll relevant files.

Payroll performed as follows:

1. The system updates the databases and imports the master data relevant to payroll.

2. If Off-Cycle Payroll is to take place, the system deletes the internal table IT.

3. The system imports the last payroll result.

4. The system calculates the gross wage and considers the shift schedule, shift change compensation, and valuation bases. Any master data relevant to payroll is included in the calculation at this point.

5. The system calculates the partial period factors, lump sums and salary elements, and cumulates the gross results.

6. The system calculates the net remuneration and performs retroactive accounting if specific master data has been changed in previous payroll periods.

The status of the Payroll Control Record is automatically updated with every step that is carried out during payroll.

1. You release one or several Payroll Areas for payroll.

The system increases the period number in the payroll control record of the respective payroll area by 1. You cannot change the master and time data for the personnel numbers belonging to this payroll area if it affects the payroll past or present. Changes affecting the future are still possible.

2. You run payroll.

The system calls up a country-specific payroll program. It determines the current payroll period from the payroll control record and performs payroll using the values you entered in the payroll program.

In general, you do not carry out these steps on-line but rather as a background job.

3. You check whether payroll has run correctly, or determine where errors have occurred.

If the payroll has run with errors, the system displays error messages indicating where the errors have occurred. If desired, you can obtain a detailed payroll log. However, we recommend that you only create a payroll log if you simulate the payroll run.

40


If necessary, you can set the status of the payroll to Check Payroll Results during this phase. This way you make sure that no changes are made to payroll-relevant data which could affect the payroll past or present. In addition, the payroll area in question is locked for payroll. However, during this phase you can simulate the payroll for individual employees to understand exactly how the errors originated, by means of the payroll log.

If you want to carry out a spot check on the payroll results after a successful payroll run, there is a report available which reads the stored payroll results. The report allows each employee to see the contents of all internal tables containing payroll results. This allows you to check all partial results for a payroll run. In this way you can determine whether the system ran the payroll in accordance with your expectations, for example, for an employee for whom you made complex changes to the master data.

4. You correct master or time data for personnel numbers which contain errors, and which the payroll program could not process.

During the payroll run, the System flags the Payroll Correction field in the Payroll Status infotype (0003) for all rejected personnel numbers. When you correct master or time data for a personnel number, this field is also flagged. These personnel numbers are grouped together in a list under Matchcode W (Payroll Correction Run). In a payroll correction run, that is a payroll run with matchcode W, payroll only takes place for the corrected personnel numbers.

5. You release payroll again.

The payroll period does not change.

6. You perform a payroll correction run.

If there are a lot of employees stored in Matchcode W (Payroll Correction Run), you carry out this step as a background job in the same way that you carried out the Start Payroll step. If you only have to run payroll again for a few employees, you can carry out this step on-line.

7. You simulate the posting to Accounting.

Under certain circumstances errors can occur, which mean you must change the payroll-relevant master and time data again. If, for example, a cost center was entered for some employees and it has been deleted in the interim, the system will note this as an error during the posting simulation. Then set the payroll status to Release for Correction once again, and correct the master data for the employees in question. This will cause these personnel numbers to be automatically stored in Matchcode W (Payroll Correction Run). Next, carry out another payroll correction run and simulate the posting to Accounting again.

8. You exit payroll. The personnel numbers for the payroll area can be processed again.

You can only exit payroll when the payroll has run successfully for all personnel numbers in the selected payroll area. This means that payroll is finished for all of the personnel numbers in the payroll area, including the rejected personnel numbers, and the payroll period is complete.

In addition to the standard payroll functions, the payroll processing for India also comprises the following country-specific functions:

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Indirect Evaluation

Basic Increments

Dearness Allowance

Housing

Car and Conveyance

Long Term Reimbursements

Claims

Bonus

Income Tax

Section 80

Section 88

Section 89(1)

Third Party Deductions

Income from Other Sources

Tax on Arrears

Exemptions

Exemption on Leave Travel Allowance

Exemption on Medical Reimbursements

Exemption on Medical Insurance

Exemption on Child Education Allowance

Exemption on Child Hostel Allowance

Exemption on Other Allowances and Reimbursements

Exemption on Leave Encashment

Exemption on Voluntary Retirement Scheme

Previous Employment Tax Details

Professional Tax

Provident Fund

Employee State Insurance

Labour Welfare Fund

Nominations

Minimum Net Pay

Recovery of Rounding off Amounts

Loans Enhancement

One Day Salary Deduction

Mid Year Go Live

Termination Work Bench

Gratuity

Superannuation

Form 24

Form 16

Form 217(A)

SAP HR Payroll India supports retroactive accounting. This function automatically recalculates payroll in the event of changes to master data and time data in periods for which payroll has already been completed.

During Payroll the master data for the personnel numbers to be included in the payroll run can not be changed for the past or present, for example.

You should not perform payroll, when master data is being processed for the personnel numbers for which payroll should be run.

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8.2 DCRTI Payroll Inputs for Payroll Processing

8.2.1 Pay (income) Components and their Characteristics

For All Employees EARNINGS - Wage Types WT Code Frequency

Basic 1000 MonthlyBasic Arrears 1001 MonthlyHouse Rent Allowance 1002 MonthlyHouse Rent Allowance Arrears 1003 MonthlyConveyance Allowance 1004 MonthlyConveyance Allowance Arrears 1005 MonthlyLeave Encashment 1006 MonthlyShift Allowance 1007 MonthlyOver Time Allowance 1008 MonthlyAdditional allowance 1009 MonthlyTravel allowance 1010 MonthlyPerformance based pay 1011 MonthlyRelocation Expenses 1012 MonthlyJoining Bonus 1013 MonthlyReferral Bonus 1014 Student Stipend 1015 MonthlyStudent Stipend Arrears 1016Notice Pay Reimbursement 1017 MonthlyRetainer fee 1018 MonthlyRetainer fee arrears 1019 MonthlyPerformance based retainer fee 1020 Service Tax on retainer fee 1021Interest subsidy on housing loan 1022Leave Travel Allowance 1023Medical reimbursement 1024Technical Book Reimbursement 1025Technical Training Reimbursement 1026Membership Fee Reimbursement 1027Telephone Expenses Reimbursement 1028Car Lease Rentals Reimbursement 1029Computer Rental Reimbursement 1030Children Education Allowance 1031Accommodation Perquisite 1032Other Perquisite 1033Other allowance 1034Non Taxable other allowance 1035Fixed allowance 1036Fixed allowance arrears 1037Petrol Reimbursement 1038Vehicle maintenance Reimbursement 1039Club membership fee 1040

Special Allowance 1041

43


Communication Expenses 1042

Total Monthly Salary Monthly Performance Based Pay Annual

8.2.2 Deduction Components & their Characteristics

Deduction priorities: ‘O’ Optional ; ‘M’ Mandatory

For Example: Specify whether this component is paid as when required or paid for some period of time

Recurring R: Bus Recovery will there for that employee until he is in a particular set up

Additional A: Uniform recovery will be done once in a year or so.

Prioritize the deduction component to consider while running payroll (Note: Do this with Alphabet)

Direct Consultants DEDUCTION – Wage Types WT Code FrequencyDeductions

For All Employees DEDUCTION – Wage Types WT Code Frequency

Provident Fund- TRUST 2000 MonthlyProvident fund RPFC 2001 MonthlyVoluntary Provident Fund 2002 MonthlyIncome Tax 2003 MonthlyTDS on retainer fee 2004 MonthlyCourier charges 2005 MonthlyTelephone charges 2006 MonthlyHousing Loan Recovery 2007 MonthlySecurity deposit loan recovery 2008 MonthlyLunch recovery 2009 Monthlysalary advance 2010 MonthlyPersonal Loan Principal Recovery 2011 MonthlyPersonal Loan Interest Recovery 2012 MonthlyProfessional Tax 2013 MonthlyParents insurance Premium 2014Notice Pay Recovery 2015Joining Bonus Recovery 2016Relocation Allowance Recovery 2017Travel settlement recovery 2018LABOUR WELFARE FUND 2019Others 2020TDS 2021 Monthly

Postage and Courier Charges

TOTAL DEDUCTIONS Monthly

44


ComponentRecurring (R) / (A) Additional Payment

Deduction Priority

Deduction Characteristic

Lunch recovery R O Lunch recovery from Employees Rs.100 per month

Provident Fund- TRUST R M Provident fund for Trust

Provident fund RPFC R O Provident fund for RPFC

Voluntary Provident Fund R M Voluntary contribution towards PF trust

Income Tax R M TDS on salary income

TDS on retainer fee R O TDS on retainer fee paid to Direct Consultants

Courier charges R O

Courier charges recovery from employees for personal courier

Telephone chargesR O

Telephone charges recovery from employees for personal Telephone calls

Housing Loan RecoveryR O

Housing loan taken by employees from HDFC and the deduction of EMI is routed through employee's salary

Security deposit loan recovery R O

recovery towards house deposit loan paid to employees/consultant as per HR policy

salary advance R O Salary advance paid to employee /Consultants

Personal Loan Principal Recovery R M

Recovery towards principal loan amount of personal loan from Canara Bank as per HR policy

Personal Loan Interest Recovery

Paid by Company towards interest portion amount of personal loan from Canara Bank as per HR policy

Professional Tax R O towards professional tax as per law

Parents insurance Premium R O

Recovery towards parents insurance premium paid by company on behalf of employee

Notice Pay Recovery A M Notice pay recovery on the basis notice period

Joining Bonus RecoveryA M

Recovered if the employees does not serve the minimum time frame

Relocation Allowance Recovery A M

Recovered if the employees does not serve the minimum time frame

Travel settlement recovery A O

Labour welfare fund A M Both Contributions paid by Company

Others A O

8.2.3. Derived Component Characteristics - Income or Deduction Component which depends on other components

DESCRIPTION %

PF 12% of Basic

Gratuity 4.81% of Basic

HRA 40% of Basic

45


Leave EncashmentNo. of days of leave / 30 * last drawn basic

Performance Based Pay% of total fixed pay (Monthly Salary + Retirals)* Performance Appraisal%

Notice payNo. of days of notice period deficit / 30 * last drawn basic

DCRTI - Performance based pay based on the level of the employee

L0 10%

L1 15%

L2 15%

L3 20%

L4 25%

L5 30%

LS 30%

8.2.4 Components Tax Characteristics - Salary Components and their Tax Properties

Salary ComponentsTax

ExemptionFully

Taxed Subject Max Of No Tax Basic Yes Basic Arrears Yes

House Rent Allowance Yes

Actual HRA received or Actual rent paid or rent paid in excess of 10% of basic salary which ever is less

House Rent Allowance Arrears Yes

Actual HRA received or Actual rent paid or rent paid in excess of 10% of basic salary which ever is less

Conveyance Allowance Yes Rs 800 per month Conveyance Allowance Arrears Yes Rs 800 per month Leave Encashment Yes Shift Allowance Yes Over Time Allowance Yes Additional allowance Yes Travel allowance Yes Performance based pay Yes Relocation Expenses Yes Joining Bonus Yes Referral Bonus Yes Student Stipend No TAXStudent Stipend Arrears No TAXNotice Pay Reimbursement Yes Retainer fee Yes As per the Income Tax Act Retainer fee arrears Performance based retainer fee Yes As per the Income Tax Act

46


Service Tax on retainer fee No TAXInterest subsidy on housing loan Yes Leave Travel Allowance Subject to FBT Medical reimbursement Subject to FBT upto Rs. 15,000 No TAXTechnical Book Reimbursement No TAXTechnical Training Reimbursement No TAXMembership Fee Reimbursement No TAXTelephone Expenses Reimbursement Car Lease Rentals Reimbursement Subject to FBT No TAXComputer Rental Reimbursement No TAXChildren Education Allowance Accommodation Perquisite As per the Income Tax Act Other Perquisite Other allowance Yes Non Taxable other allowance No TAXFixed allowance No TAXFixed allowance arrears No TAXPetrol Reimbursement No TAXVehicle maintenance Reimbursement No TAXClub membership fee Yes

Note: Car Lease rental is to be paid to the lessor and should not include in the salary of employees.

8.2.5 Pay Components Eligibility for Grades –

Salary Components Pay Component Eligibility - GRADE WISE

Levels L1 L2 L3 L4 L5 LSCONSULTAN

TSTUDEN

TBasic Y Y Y Y Y Y N NBasic Arrears Y Y Y Y Y Y N NHouse Rent Allowance Y Y Y Y Y Y N NHouse Rent Allowance Arrears Y Y Y Y Y Y N NConveyance Allowance Y Y Y Y Y Y N NConveyance Allowance Arrears Y Y Y Y Y Y N NLeave Encashment Y Y Y Y Y Y Y NShift Allowance Y Y Y N N N Y NOver Time Allowance Y N N N N N N NAdditional allowance Y Y Y Y Y Y Y NTravel allowance Y Y Y Y Y Y Y NPerformance based pay Y Y Y Y Y Y N NRelocation Expeneses Y YY Y Y Y Y Y NJoining Bonus Y Y Y Y Y Y Y NReferral Bonus Y Y Y Y Y Y Y NStudent Stipend N N N N N N N YStudent Stipend Arrears N N N N N N N YNotice Pay Reimbursement Y Y Y Y Y Y Y NRetainer fee N N N N N N Y NRetainer fee arrears N N N N N N Y NPerformance based retainer N N N N N N Y N

47

Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI feeService Tax on retainer fee N N N N N N Y NInterest subsidy on housing loan Y Y Y Y Y Y Y NLeave Travel Allowance Y Y Y Y Y Y N NMedical reimbursement Y Y Y Y Y Y N NTechnical Book Reimbursement Y Y Y Y Y Y N NTechnical Training Reimbursement Y Y Y Y Y Y N NMembership Fee Reimbursement Y Y Y Y Y Y N NTelephone Expenses Reimbursement Y Y Y Y Y Y N NCar Lease Rentals Reimbursement N N Y Y Y N N NComputer Rental Reimbursement Y Y Y Y Y Y N NChildren Education Allowance Y Y Y Y Y Y N NAccommodation Perquisite Y Y Y Y Y Y N NOther Perquisite Y Y Y Y Y Y N NOther allowance Y Y Y Y Y Y Y NNon Taxable other allowance Y Y Y Y Y Y Y NFixed allowance Y Y Y Y Y Y Y NFixed allowance arrears Y Y Y Y Y Y Y NPetrol Reimbursement N N N N Y Y N NVehicle maintenance Reimbursement N N N N Y Y N NClub membership fee N N N N N Y N N Total Monthly Salary

Performance Based Pay (Annual)

Deduction Components Deduction Component Eligibility - GRADE WISELunch recovery Y Y Y Y Y Y Y NProvident Fund- TRUST Y Y Y Y Y Y N NProvident fund RPFC Y Y Y Y Y Y N NVoluntary Provident Fund Y Y Y Y Y Y N NIncome Tax Y Y Y Y Y Y N NTDS on retainer fee N N N N N N Y NCourier charges Y Y Y Y Y Y Y NTelephone charges Y Y Y Y Y Y Y NHousing Loan Recovery Y Y Y Y Y Y Y NSecutiy deposit loan recovery Y Y Y Y Y Y Y Nsalary advance Y Y Y Y Y Y Y NPersonal Loan Prinicipal Y Y Y Y Y Y Y N

48

Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI RecoveryPersonal Loan Interest Recovery N N N N N N N NProfessional Tax Y Y Y Y Y Y N NParents insurance Premium Y Y Y Y Y Y Y NNotice Pay Recovery Y Y Y Y Y Y Y NJoining Bonus Recovery Y Y Y Y Y Y Y NRelocation Allowance Recovery Y Y Y Y Y Y Y NTravel settlement recovery Y Y Y Y Y Y Y NLABOUR WELFARE FUND N N N N N N N NOthers Y Y Y Y Y Y Y N

8.2.6 Deduction Components Eligibility for Grades –

GRADESL1 L2 L3 L4 L5 ET MD

Direct consultant

EE-EPF RECOVERY 12% 12% 12% 12% 12% 12% 12%

VPF

12% or percentage specified

by the Employee which ever

is less



is less

12% or percentage specified by

the Employee which ever

is less



is less



is less



is less



is less

PT

If Gross Income Between: 0 to 2999 PT is - Nil 3000 to 4999 PT is - Rs.30 5000 to 7999 PT is - Rs.60 8000 to 9999 PT is - Rs.100 10000 to 14999 PT is - Rs. 150 and 15000 and above PT is Rs.200

Lunch recovery

Rs.100 per month per employee








Income Tax

As per Income Tax Act

As per Income Tax Act

As per Income Tax

Act

As per Income Tax

Act

As per Income Tax

Act

As per Income Tax

Act

As per Income Tax

Act

As per Income Tax

Act

TDS on retainer fee

As per Income Tax

Act

Courier charges recovery On actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basis

Telephone charges

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

Housing Loan recovery

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

Security deposit loan recovery

As per HR PolicyAttach here

As per HR Policy

As per HR Policy

As per HR Policy

As per HR Policy

As per HR Policy

As per HR Policy

As per HR Policy

49

Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI Salary advance

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

Personal Loan Principal Recovery

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

Personal Loan Interest Recovery

Paid by Company on actual

basis


basis


basis


basis


basis


basis


basis

Paid by Company on actual basis

Parents insurance Premium On actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basisOn actual

basis

Notice pay recovery

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

On actual basis

Note: Salary Advance:- In case of any special request from employees then the deduction is happened as per the Approval of request otherwise current month itself the full amount deducted.

Note: Personal Loan Principal Recovery:- The deduction as per the statement from the Canara Bank . The amount towards Principal come under this and amount towards interest should come as perquisite and it is not deducting from the Employees

8.2.7 Loan Eligibility for Grades' - Type of Loans, its Characteristics and Eligibilities

Loans & Advances Loan Component Eligibility - GRADE WISE

L1 L2 L3 L4 L5 LS Consultants

Security Deposit Loan Recovery

Y Y Y Y Y Y Y

Personal Loan Y Y Y Y Y Y Y

Salary Advance Y Y Y Y Y Y Y

Special Loan Y Y Y Y Y Y Y

8.2.8 Pay Scale Structure - Monthly Pay components and their Amounts according to the Employee Grade, Location and Level

8.2.9 Claims & Reimbursements'- Monthly Claims and their eligibility with frequency (Example: Medical)

CLAIMS AND REIMBURSEMENTSSNo. Claims Description with Condition Eligibility

1 Insurance claim

Medical expenses claim from TTK health care services P Ltd for employees. On actual basis

2 Food expensesReimbursement of official food expenses On actual basis

50


3 Petrol/Diesel expenses

Reimbursement of fuel /maintenance expenses for the vehicles

For L5 Rs 50000 P.A and LS Rs. 70000 P.A

4 Travel expensesReimbursement of official travel expenses On actual basis

5 Kit allowance towards employees travel to abroad

) Kit Allowance is paid to the employee / direct consultant as under:ü An allowance of Rs. 10,000/- will be reimbursed for employee/ direct consultant traveling for the first time. ü An allowance of Rs. 4,000/- will be reimbursed to the employee/ direct consultant on their 5th travel or for traveling abroad after 2 years, whichever is earlier.

6 Team LunchReimbursement of team lunch for each department As per HR policy

7Relocation expenses - India

Reimbursement of relocation to employees/consultants

Rs.15,000 for transportation of personal effects and Rs.750 or Rs.1250 against accommodation for unmarried and married respectively. Rs.750 or Rs.1250 against food for unmarried and married respectively

8Relocation expenses - Abroad

Reimbursement of relocation to employees/consultants

USD 3000 for transportation of personal effects and Rs.750 or Rs.1250 against accommodation for unmarried and married respectively. Rs.750 or Rs.1250 against food for unmarried and married respectively

9 Training staffReimbursement of German language programs

Ø Actual expenditure incurred on mandatory expenses such as tuition fees, registration fees etc. would be reimbursed by the Company.Ø All other costs (like books, travel costs etc) shall be borne by the employee.Ø The reimbursed cost cannot be claimed against the Flexible Benefit PackageØ Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program.

10 Training staffReimbursement of Certification programs / short term courses

Ø Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program.Ø The amount reimbursed to an individual shall be to subject to a maximum of 85% of the expenditure incurred on mandatory expenses such as tuition fees, registration fees etc.Ø All incidental expenses (like books, travel costs etc) shall be borne by the employee.Ø The reimbursed cost cannot be claimed against the Flexible Benefit Package

11 Training staffReimbursement of distance learning programs

Ø Eligible person would be entitled to claim the reimbursement of the course only after successful completion of the program.Ø The amount reimbursed to an individual shall be to subject to a maximum of 50% of the expenditure incurred on mandatory expenses such as tuition fees, registration fees etc.Ø The reimbursement of the above should not exceed Rs. 50,000/- per program.Ø All other costs (like books, travel costs etc) shall be borne by the employee.

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Ø The reimbursed cost cannot be claimed against the Flexible Benefit Package

12Credit card reimbursement

As per HR policy regarding credit card reimbursement

13 Gift and complements if it is official expenses On actual basis

14 other General reimbursement if it is official expenses On actual basis

15

16

17

8.2.10 PF Details' - Provident Fund Trust and its characteristics

PROVIDENT FUND DETAILS

SNo.Provident

Fund Trust

Provident Fund

Number

VPF Calculation Condition (Anybody can get it deducted)

Employer PF Calculation Condition

Pension Trust

Pension Number

Pension Calculation Condition

1

All employees are members of Trust. Direct consultants are not considered for PF

Same as employee No.

12% or Rate specified by employees whichever is less on their Basic 12% on Basic Nil Nil

2

Drivers are considered under Government PF KN/24117 12% on Basic

8.33 % on Rs.6500

8.2.11 Absences (Loss of Pay)

ABSENCES

Sno. Absence Type No. of days1 Consolidated Leaves 302 Paternity leave 33 Maternity leave 844 Loss of Pay Actual

8.2.12 Over-Time

Infotype -Additional payments (0015) will be used to compensate the use of Overtime infotype to enter the cost of overtime. Over time wage type is created to capture the amount of over time as an additional pay component and involved in the regular pay calculations.

8.2.13 Payment Frequency & Class Salary Payment frequency and their Pay dates according to the Employee Grade

Payroll Run Dates & Payment Dates For All Grades

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI Payroll run date 3 days before last working day of the month Payment date One day before last working day of the month

8.2.14 Off-Cycle - Any Payment in between the Payment frequency (Example: Month)

OFF CYCLE PERIODS & COMPONENTS Off-Cycle Components Frequency of Calculation Frequency of Payment Payment Date

Settlement on resignation(Attach the annexure)

Depend on the date of resignation



Non salary reimbursement

To be considered as Business expenses.

Note: Off cycle components means the components which you pay other than normal payroll period

8.2.15 Termination Component & Process - Final Settlement Process and their components respective to Employee group

TERMINATION COMPENSATION AND PROCESS

Sno.Final Settlement

ComponentsDescription

All Components with pro-rata basis needs to be considered

1 SALARYSALARY FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING MONTH

2 LEAVE ENCASHMENT LEAVE BALANCE - NOTICE PERIOD RECOVERY*MONTHLY SALARY

3 HOUSING LOAN INTEREST SUBSIDY

HOUSING LOAN INTEREST SUBSIDY TO BE PAID ON PRORATA BASIS

4 PERFORMANCE BASED PAYPERFORMANCE BASED PAY ON PRORATA BASIS BASED ON THE RATINGS FROM THE SUPERVISOR

5 LOAN RECOVERY CANARA BANK LOAN RECOVERY

6 NOTICE PAY RECOVERY NOTICE PAY RECOVERY IN CASE APPLICABLE

7 OTHER RECOVERIES OTHER RECOVERIES IF APPLICABLE

8 Retainer FeeRetainer Fee FOR THE NUMBER OF DAYS WORKED DURING THE LAST WORKING MONTH

9 Performance based retainer FeePERFORMANCE BASED Retainer Fee ON PRORATA BASIS BASED ON THE RATINGS FROM THE SUPERVISOR

8.2.16 Statutory reports - All Monthly and Annual Statutory Reports

Sno. Report Description Frequency Link for Sample 1 Form 16 Salary and allowances Annually 2 Form 12BA Perquisites Annually 3 Form 24 Annual return ?? Annually

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4 Form 24Q For Salaries Quarterly

5Professional tax Monthly and annual return

Monthly / Annually

6 Form 16A Annually 7 Form 26 and Form 27 Annual return ?? Annually 8 Form 26Q and Form 27Q Other than Salaries Quarterly

8.2.17 Company Specific Reports - Like Income Components and Deduction component report

Sno. Report Description FrequencyLink for Sample

1RPFC monthly contribution statement Monthly

To be check with UCS regarding the various reports and procedures for the same

2PF trust transfer statement for Both processed and excluded employees Monthly

To be check with CCMS regarding the same

3

No of employees onsite and offshore segregating Technical and non technical including students, trainees and consultants Monthly

4

Break up of each components stating the variance from the previous month Monthly

5Department wise / component wise pay statement Monthly

6 E-payroll to existing database? Monthly

7 HR Monthly Report Monthly

8Average employees / direct consultant report as on month end Monthly

9Man Power Projections for the Quarter Monthly

10 Additions for the Month Monthly

11 Deletions for the Month Monthly

12 Confirmations for the Month Monthly

13 Contract Extensions for the Month Monthly

8.2.18 Bank Transfer Reports - All Bank Statement Reports specified by the bank for Salary Transfer

Sno. Report Description Link for Sample

1 HDFC Bank transfer statement

2 Citi Bank Transfer statement

3Deutsche bank transfer statement

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4 Cash payment statement For stipend to students

5 Cheque payment statementFor employee who does not have bank account

8.2.19 GL Account mappings' All Salary Components corresponding GL Accounts

GENREAL LEDGER ACCOUNT MAPPINGS

Sno Pay ComponentGL Account

Number Description

Credit (C) / Debit

(D)1 Basic 311001 Dr2 Basic Arrears 311001 Dr3 HRA 312001 Dr4 HRA Arrears 312001 Dr5 Conveyance allowance 312002 Dr6 Conveyance allowance arrears 312002 Dr7 Leave encashment 311006 Dr8 Extra working allowance (shift allowance) 311006 Dr9 Additional allowance 312003 Dr

10 Travel allowance 312008 Dr11 Performance incentive 311004 Dr12 Joining Bonus 311005 Dr13 Recruitment incentive 347003 Dr14 Students stipend 311010 Dr15 Notice pay allowance 311007 Dr

16

Retainer fee (to be check with abhilasha and Raj . In chart of account we are showing two GL like consultancy charges direct consultants and Technical consultancy charges direct consultants)

331002 & 330006

Dr

17 Performance based retainer fee 311004 Dr

18 Service Tax on retainer fee331002 & 330006

Dr

19 Interest subsidy 312010 Dr20 LTA 312015 Dr21 Medical reimbursement 312014 Dr22 Technical book staff 347006 Dr23 Technical training staff 321001 Dr24 Membership staff 347011 Dr

25

Car lease rental staff (Regarding the FBT to be check with Abhilasha as the FBT amount is born by the employee) 323001

Dr

26 Computer rental staff 323005 Dr27 Children Education allowance staff 312013 Dr28 Lunch recovery 315002 Cr29 Employees contribution to PF Trust 232006 Cr30 Employees contribution to RPFC 232005 31 Employees contribution to VPF 232006 Cr32 Income Tax 233003 Cr33 TDS on retainer fee 233009 Cr34 Courier charges recovery 332007 Cr

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Telephone charges (Telephone charges mobile and landline are separate account in Chart of account whether same has to be maintained in

332001 & 332002

Cr

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HR module)36 HDFC Loan 232011 Cr37 Security deposit loan recovery 132302 Cr38 salary advance 132303 Cr39 Canara Bank loan recovery 232009 Cr40 Professional Tax 233002 Cr41 Parents insurance Premium 325003 Cr

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Notice pay recovery (can recovery and payment put under one account or separate account in chart of account) 311007

Cr

43 Employers contribution to PF Trust 314001 44 Employers contribution to RPFC 314002 45 Employers contribution to Pension scheme 314003 46 PF admin charges 314004

47

Flexible allowance (This is with regard to the amount transferred to Buffer in each month from the FBP amount) 312004

48 49 50

8.2.20 Cost Center mapping – Department wise Accounts

S No Cost Center Name Description

1 100100-100149 Tech: VE Tech: Vehicle Engineering

2 100150-100199 Tech: PLM Tech: Product Life Cycle Management

3 100200-100249 Tech: CAD/CAM Tech: CAD/CAM

4 100250-100299 Tech: EPSBS Tech: Enterprise Product Service & Business Service

5 100300-100349 Tech: TES Tech: Tools Embedded System

6 100350-100399 Tech: ISG Tech: Intelligent Systems Group

7 100400-100449 Tech: CMMi Tech: CMMi

8 100450-100499 Tech: COBIT Tech: COBIT

9 100500-100549 Tech: Prj Rite source Tech: Prj Rite source

10 100550-100599 Tech: Quality External Tech: Quality External

11 100600-100649 Tech: EDC Tech: European Data Center

12 200100-200149 FBA Finance Business & Administration

13 200150-200199 HRF Human Resources & Facility

14 200200-200249 MD's office MD's Office

15 200250-200299 Quality Internal Quality Internal

16 200300-200349 CRIM CRIM

8.3 Payroll Integration with FICO

Perform the relevant postings in the Accounting componentsVarious components of the R/3 system interact when posting to Accounting:

Payroll (PY)

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Business Blue Print: DCRTI - SAP HR implementation FOCUS @ DCRTI The Payroll component creates payroll results for each payroll period. To do so, wage Types with different business purposes are created. They are created according to tax, social insurance law, industrial law, pay scale and operative points of view.

Financial Accounting (FI)

Financial Accounting illustrates all business transactions in the enterprise using postings to the relevant accounts. Posting to Accounting provides the necessary data for the following components in Financial Accounting:

General Ledger Accounting (FI-GL) Accounts Payable (FI-AP) Accounts Receivable (FI-AR) Special Ledger (FI-SL) Funds Management (FI-FM)

Cost Accounting (CO)

Cost Accounting provides information on the relationship between costs and activities within the enterprise. To do so, costs are either assigned to a cost center or to another account assignment object. The posting to Accounting component usually posts to the following account assignment objects:

Cost center Order

It is also possible to post to the following account assignment objects: Cost object Work breakdown structure element Network number Activity number Sales order Item in sales order

Scope of the function

You can use the Accounting interface (AC interface) to directly post the documents created to the Accounting components.

You can simulate posting runs before the end of the payroll run. In this way, you can check if the payroll results are also correct from the point of view of posting to Accounting.

You can access information on the creation and processing of posting runs at any time using status management and the history.

By selecting the payroll results, you prevent them from being evaluated twice. This also lets you check if payroll results were missed out during reporting.

With the help of layouts, which you can configure to your individual needs (for example, totals formation, sorting, filtering), you can check posting documents efficiently.

The summarized line items can be traced back to the payroll result for a personnel number at any time. This function is protected by authorizations.

The data created can be archived.

You can provide data for Personnel Cost Planning

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You have checked or made the following settings in agreement with Accounting .

Setting up the payment methods Setting up the house banks and house bank accounts Defining the Sending Banks Defining the paying company code Assigning the text key for the payment transaction to transfer wage types

Special Organizational Considerations

A clear distinction between all the employee grades should be made so as to no confusion in deduction related to Tax, Loans, Savings, Premiums etc.. can be eliminated.

A comprehensive Payroll solution which can be used apart from reports for Compensation Management Modules, Personnel Cost Planning based on actual Payroll results.

System Configuration Considerations: Deductions, symbolic accounts and corresponding GL accounts need to be maintained and which are being charted out.

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