CASE STUDY

Human Capital Management (HCM) Case Study

This case study explains a Human Capital Management process using recruitment, personnel administration and personnel development.

Product
SAP ERP G.B.I. Release 6.0 EhP4

MOTIVATION
This case study provides an insight into the significant Human Resources processes in a personnel management system that enables the module HCM (Human Capital Management) of the IDES system SAP ERP 6.0. The processes include recruitment, personnel administration and the personnel development.

PREREQUISITES
Before you use this case study, you should be familiar with navigation in the SAP system. In order to successfully work through this case study, it is necessary to have finished the HCM introduction case study and check the preparations for HCM.

Level
Undergraduate Graduate Beginners

Focus
HCM

NOTES
This case study uses the Global Bike Inc. (G.B.I.) data set, which has been created exclusively for SAP UA global curricula.

Authors
Claudia Kroliczek Mark Lehmann Stefan Weidner

Version
2.1

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CASE STUDY

Process Overview

Learning Objective Understand and perform a Human Resource process.

Time 140 min

Scenario In the Global Bike U.S. company a Security Manager shall be staffed for the new Security department. Initially, a job advertisement is posted in the local newspaper. Due to the advertisement, a suitable candidate was found and immediately hired as an employee. To prepare the new employee to its future role, a training course is booked for him and his qualifications, with the resulting certification, is completed. Following, a career for the position of the Security Guards is created. For the new employee a career planning is carried out to verify whether he or she is suitable for this career. In order to find out how the new employee performed in the position so far, an appraisal executed by his supervisor is prepared and performed. Employees involved Marco Romero (Recruiting Officer) Sang Cha (Personnel Administration Officer) Chris Thomas (Human Resources Manager)
Process description

Initially a job advertisement is recorded in the system. Thereafter, the applicant data are captured and then transferred to the personnel master data of the employee in the system. Following this, the qualifications profile is maintained for the employee and a training course is booked for the employee. For the position of the Security Guards, a career plan is created and career planning is executed for the relevant employee. The Chief Security Managers master data need to be added with an additional infotype, so that he is able to appraise the performance of the Security Guard. In a final step, the appraisal will be prepared and executed.

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CASE STUDY

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Post Job Advertisement

CASE STUDY
Time 10 min

Task Post a job advertisement. Short Description Use the SAP Easy Access Menu to post a job advertisement. Name (Position) Marco Romero (Recruiting Officer) To create a job advertisement, follow the menu path:
Human Resources Personnel Management Recruitment Advertising Advertisement Maintain

Menu path

In the upcoming screen Postings, please click in order to view all existing advertisements. In the screen Maintain Advertisements choose to create a new advertisement. Assign a new Advertisement Number by clicking on . As Recruitment Instrument the company has chosen the Dallas Observer [00000101] and the advertisement has been published on 1st of the current month. The advertisement end is planned for the 1st of the following month and the publication costs amount 10,000 USD. Enter Advertisement - ### Security Manager as the Text name, replacing ### by your group (computer number.

Dallas Observer 1st of the current month 1st of the following month 10,000 USD Advertisement - ### Security Manager

Afterwards, please choose to insert the text for the advertisement. Enter a text of your choice and save the text by clicking on . With , go back to the screen Create Posting. Choose to add the vacant position to your advertisement. Therefore, choose and enter ### Security Manager in the field Find. Highlight your position and press in order to adopt the entry.

### Security Manager

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Enter Applicant Master Data

CASE STUDY
Time 15 min

Exercise Enter the master data of an applicant. Name (Position) Sang Cha (Personnel Administration Officer) To hire the employee, follow the menu path:
Human Resources Personnel Management Recruitment Applicant Master Data Initial Data Entry

Short Description Use the SAP Easy Access Menu to enter the applicant master data.

Menu Path

In the upcoming screen Initial entry of basic data, please enter the following applicant data for the job advertisement created by you. In the area Organizational Assignment, choose personnel area DL00, personnel subarea FI00 and applicant group 1. The applicant is assigned to the applicant range salaried employees and the personnel officer responsible for the application is Chris Thomas. Please fill out the fields first name, last name, birth date and the street in the area Personal Data/Address with data of your choice. As the City choose Dallas and Postal Code 75202, Country US. In the area Application, please search for the job advertisement Advertisement ### Security Manager in the Dallas Observer, with the help of the F4-help. The entry screen should look as follows.
DL00 FI00 1

Dallas TX 75202 US

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Save your entries and press enter to pass over the upcoming message Fill in all required entry fields. In the screen Create Addresses, enter TX as the State

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Prepare Applicant for Hiring

CASE STUDY
Time 5 min

Exercise Prepare the applicants hiring. Short Description Use the SAP Easy Access Menu to prepare the applicants hiring. Name (Position) Marco Romero (Recruiting Officer) To prepare the applicants hiring, follow the menu path.
Human Resources Personnel Management Recruitment Applicant Master Data Applicant Actions

Menu path

In the screen Applicant Actions please enter the applicant number which you have written down in the task before. The applicant shall be hired beginning from the first of the current month. Afterwards please highlight the applicant action Prepare for hiring and click on .

Save the screen Copy Applicant Actions with all entered data and confirm the following warning message with Enter.

Confirm that the applicant activity is performed on todays date by clicking on . on Click SAP AG the exit icon to return to the SAP Easy Access screen.
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Hiring Applicant
CASE STUDY
Time 10 min

Exercise Hire the applicant. Short Description Use the SAP Easy Access Menu to hire the applicant. Name (Position) Marco Romero (Recruiting Officer) To hire the applicant, follow the menu path.
Human Resources Personnel Management Administration HR Master Data Personnel Actions

Menu path

Please enter the first of the current month as the begin date and choose the personnel action Hire Applicant and enter the personnel area DL00, Employee Group 1 and Employee Subgroup U4 in the fields next to the personnel action. Execute the personnel action by clicking on .

DL00 1 U4

In the screen Direct Data Transfer, please enter the number of your applicant and click on . In the screen Create Actions, find the position ### Security Manager with the help of the f4-help and the Structure Search. You can find the organizational unit under Global Bike Group Global Bike US Administration and Finance Administration ### Security. Afterwards, please save your data.
### Security Manager

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Proof Hiring

Exercise Proof that the applicant was hired. Name (Position) Chris Thomas (Human Resources Manager) To proof hiring, follow the menu path.
Human Resources Organizational Management Organizational Plan Organization and Staffing Display

Time 5 min

Short Description Use the SAP Easy Access Menu to proof that the applicant was hired.

Menu path

Normally, you should be able to see your organizational unit ### Security in the structure view. If not, please search for your organizational unit in the area Find by to display it I the structure view. Please take care that the Date and preview period starts on January 1st of the current year and lasts at least one year.

Now you can see that the hired applicant is assigned to the position ### Security Manager. The green arrow in front of the position and person means that the position and the person have not been entered at the beginning of the Date and preview period, but have been added in the course of time. Click on the exit icon to return to the SAP Easy Access screen.

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Maintain Qualification Profile

Exercise Maintain the employees qualification profile. Name (Position) Sang Cha (Personnel Administration Officer) To enter the time data, follow the menu path.
Human Resources Personnel Management Personnel Development Profile Change

Time 5 min

Short Description Use the SAP Easy Access Menu to maintain the employees qualification profile.

Menu path

With the help of the window Find by, please search for your employee working as Security Guard. Therefore, choose Person Search Term and type in the last name of your employee in the With name field. Choose your employee from the Hit list via double-clicking. On the right side of the screen, you can see employees profile. The tab Qualifications is still empty as no qualifications for this employee have been maintained.

Now, please add a qualification by clicking below the table. Here, choose and enter ### First Aid Course Certification as the search term. There should be exactly one entry in the Entry found list. Choose this entry and press .

### First Aid Course Certification

Save your entries and click on the exit icon Access screen.

to return to the SAP Easy

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Create an event
CASE STUDY

Exercise Create an event. Short Description Use the SAP Easy Access Menu to create an event. Name (Position) Sang Cha (Personnel Administration Officer) To create the event, follow the menu path.
Human Resources Training and Event Management Business Events Business Event Menu

Time 10 min

Menu path

You can see the Business Event Menu for the current plan. There, please choose GBI Training and Education Security Training ### Security Training and choose Create without Resources in the context menu being opened with a right mouse click.

In the screen Create Business Event without Resources, enter Monday of the last week as the Start date and change the status into Firmly booked. Choose the location Dallas in the F4-help. Afterwards, please enter 1 as the minimum number of attendees, 10 as the optimum and 30 as the maximum number of attendees and save your event.

In the upcoming screen Create User Schedule, please enter a duration of 3 days and 21 hours in total in the Without pattern tab. The training shall start on a Monday. Confirm your entries with .

3 days 21 hours Monday

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Book the event

CASE STUDY

Exercise Book the event. Name (Position) Sang Cha (Personnel Administration Officer) To book the event, follow the menu path.
Human Resources Training and Event Management Attendance Attendance Menu

Time10 min

Short Description Use the SAP Easy Access Menu to book the event for your employee.

Menu path

The attendance menu is structured in the same way as the business event menu which you got to know in the previous task. Choose your event with the help of the path GBI Training and Education Security Training ### Security Training and choose Book from context menu being opened with a right mouse click.

In the upcoming screen Book Attendance: Data, search for your employee, who is in charge of the Security Guard position, with the help of the F4-help in the field Person.

Now, please click on and choose the settlement type Free of charge. Close the window Fee and Assignment with and go back to the Attendance Menu. There, you can see that your employee was booked for the event.

Free of Charge

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Follow up the event

CASE STUDY

Exercise Follow up the event. Short Description Use the SAP Easy Access Menu to follow up the event. Name (Position) Sang Cha (Personnel Administration Officer) To follow-up the event, follow the menu path.
Human Resources Training and Event Management Business Events Business Event Menu

Time 5 min

Menu path

Navigate to your event and choose Follow up from context menu being opened with a right mouse click.

Afterwards, please start following up by clicking on in the screen Follow up Business Event. You are guided to the follow up menu. Your employee receives a new qualification in form of a certificate for attending the security training.

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Create a Career
CASE STUDY

Exercise Create a career for an employee. Name (Position) Sang Cha (Personnel Administration Officer) To create a career, follow the menu path.
Human Resources Personnel Management Personnel Development Settings Current Settings Edit Careers

Time 10 min

Short Description Use the SAP Easy Access Menu to create a career for an employee.

Menu path

In the screen Carrer Maintenance, please choose the Plan Version 01 and the current date as the Key Date. Choose . Press to create a new career. As the name, please enter ### Security Guard and press Create.

01 Current date ### Security Guard

Back in the Career Maintenance Screen, please select the career you just created and choose Career Change. The graphical editor for maintaining careers will be opened and enables you to create the career in form of a network.

The first station of the career shall be a position. To create the position, please click on the position field in the Node Area on the bottom right side of the screen and afterwards please click in the Display Area on the left side of the screen. In the upcoming screen Choose Position please choose the position ### Chief Security Manager via the path Global Bike Group Global Bike US Administration and Financials Administration ### Chief Security Manager in the Structure Search via double-clicking.
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### Chief Security Manager

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Execute Career Planning

CASE STUDY

Exercise Execute the career planning. Name (Position) Sang Cha (Personnel Administration Officer) To execute the career planning, follow the menu path.
Human Resources Personnel Management Personnel Development Planning Career

Time 5 min

Short Description Use the SAP Easy Access Menu to execute the career planning for an employee.

Menu path

Enter the personnel number of the employee who is in charge of the ### Security Guard position. As the reporting period, please choose the current date as the Key date. The planning criteria shall include qualifications, careers and potentials. Press .

The career planning shall display for which positions the qualifications and potentials of the employee are suitable and which careers the employee may follow.

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In order to display the profiles of the positions, please place the cursor to a

Maintain Communication Data

CASE STUDY

Exercise Prepare an appraisal. Name (Position) Sang Cha (Personnel Administration Officer) To maintain the communication data in the master data, follow the menu path.
Human Resources Personnel Management Administration HR Master Data Maintain

Time 5 min

Short Description Use the SAP Easy Access Menu to prepare the appraisal for an employee.

Menu path

Search for the personnel number of your ### Chief Security Manager with the F4 help using first or last name and press Enter. Choose your employee and continue with . Press Enter to retrieve your employees data. Now, type in Communication in the Infotype field and press Enter. Choose to create the Communications infotype for the employee.

As the subtype for this infotype choose System User Name [0001] in the upcoming screen and press .

0001

ID/number SAP AG

In the screen Create Communication, please type in your SAP user in the field field. Take care that the validity of the infotype starts on the first of the current month.

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Prepare Appraisal
CASE STUDY

Exercise Prepare an appraisal. Name (Position) Sang Cha (Personnel Administration Officer) To prepare the appraisal, follow the menu path.
Human Resources Personnel Management Personnel Development Appraisal Create

Time 5 min

Short Description Use the SAP Easy Access Menu to prepare the appraisal for an employee.

Menu path

Choose the Individual Appraisal Individual Performance Appraisal. It shall be valid for one month from today on. In order to define who should perform the appraisal for whom, please choose Supervisor and search for the person being in charge of the position of the ### Chief Security Manager in the Structure Search in the field Person. Afterwards, please press Enter. The To-Do List with all employees, the Security Manager is able to appraise, is displayed. Please choose the employee, hired by you before, from the list and highlight the respective line.

Press

to continue. should be displayed.

In the status bar, the message Click on the exit icon

to return to the SAP Easy Access screen.

Perform Appraisal

Exercise Perform an appraisal. Name (Position) Sang Cha (Personnel Administration Officer)
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Time 5 min

Short Description Use the SAP Easy Access Menu to perform the appraisal for an employee.

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To perform the appraisal, follow the menu path.

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Display Appraisal
CASE STUDY

Exercise Display the appraisal. Short Description Use the SAP Easy Access Menu to display the appraisal. Name (Position) Chris Thomas (Human Resources Manager) To display the appraisal, follow the menu path.
Human Resources Personnel Management Personnel Development Profile Display

Time 10 min

Menu path

Search for the employee in charge of the position Chief Security Manager in the Find By Area on the left side of the screen. Therefore, choose Person Search Term and search with the name of the employee. Choose the employee from the Hit List via double-click so that he or she is displayed in the right screen area.

On the right side, please have a look at the tab Appraisals Where Appraiser in order to view all appraisals given by the employee to another employee. The list should contain the appraisal for the Security Guard with the status Completed.

When clicking on the Individual Performance Appraisal, the respective Ratings can be displayed.

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Now, please search for the employee in charge of the position Security Guard in

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