0.

2
Object Relationships: The Organizational Plan

The relationships between the basic object types

give rise to the following structures:

Job
 Organizational Org.unit Job
structure
Job
 Reporting Position
structure Employee Task
 Staff assignments Task

 Job index Task

 Work center index Work cntr

 Task catalog Work cntr

Work cntr

 SAP AG 1999

 The organizational plan provides a way of representing your enterprise as a structure, and it is dynamic
---it can change as your enterprise changes. You can decide to create an organizational plan for your
entire enterprise, or just a small section or department.
 The Organizational Structure depicts the assignment of the organizational units to one another. You
create an organizational structure by creating and maintaining organizational units, which you then relate
to each other. The organizational structure is the basis for the creation of the organizational plan.
 If the actual reporting structure of your enterprise differs from the organizational structure, and the
relationships between positions are one-dimensional and hierarchical, you can depict them in a
Reporting Structure.
 Staff Assignments represent the assignment of positions to organizational units and the relationships
between positions and persons. You create staff assignments by creating positions (based on jobs),
assigning them to an organizational unit and allocating them a position holder.
 A Job Index identifies the different jobs that exist in your enterprise.
 A Work Center Index identifies the different work centers that exist in your enterprise.
 A Task Catalog contains the tasks that are performed by employees at your enterprise. The catalog also
identifies task groups, made up of tasks that are routinely performed together. You create a task catalog
by creating and maintaining tasks and relating them to each other.
0.3
Object Characteristics

Once you have created the structure using objects and relationships,
you can assign additional characteristics to the objects

Example: Position

Vacancy Expected salary

Object type
Position

Work schedule ……..

 SAP AG 1999

 Additional characteristics may be in the form of other relationships to other objects, or data stored on
other infotypes unique to the object.
0.4
Object Characteristics: Infotypes

Object characteristics are maintained in infotypes

Examples
Maaiinn terriissttiiccss
M
c te
cchhaarraac  Organizational unit, position,
 Object job
 Relationship  belongs to, reports to

tioonnaall Examples
Addddiiti teerriissttiiccss
A
ct
cchhaarraac
 Description  General text

 Work schedule  Planned working hours

 Cost planning  Cost elements

 Address  First address, second address

 SAP AG 1999

 Objects consist of three components:

 The first component is the ID number, a short and long text defining the existence of the object
 The second component is the structural relationship or relationships between the object and other
objects
 The third component is the object characteristics.
 All these object characteristics (existence/relationships/additional characteristics) are created as
infotypes.
 You can define particular characteristics for an object in each infotype.
 Some infotypes can be maintained for all object types, the object and relationship infotypes, for example,
others are only relevant for particular object types. The vacancy infotype is only relevant for positions,
for example.
 Not all infotypes are absolutely necessary. However, they can provide important information on objects.
0.5
O b je c t C h a r a c te r is tic s : O b je c t ID

W h e n a n o b je c t is c r e a te d , a n o b je c t ID m u s t b e a s s ig n e d .
 In te r n a l n u m b e r a s s ig n m e n t:
a u to m a tic a llo c a tio n o f o b je c t ID b y th e s y s te m
 E x te r n a l n u m b e r a s s ig n m e n t:
a llo c a tio n o f o b je c t ID b y a n a d m in is tr a to r

N u m b e r ra n g e s :
Ty p e F ro m n u m b e r To n u m b e r C u rr e n t n u m b e r E x t.
E X 0 0 00 0 0 0 1 49 9 9 9 9 9 9 X
IN 5 0 00 0 0 0 0 99 9 9 9 9 9 9 5 0 0 1 0 4 0 6

O r g a n iz a tio n a l U n it: A d m in is tr a tio n 5 0 0 1 0 4 0 7

 S A P A G 1 9 9 9

 Every object must be allocated an object ID. The object is identified by a combination of plan version,
object type and object ID.
 Object IDs are numeric. They may not be alphanumeric.
 There are two types of number assignment:
 Internal assignment - the system automatically allocates the object an object ID from the
corresponding number range.
 External assignment - the user enters the object ID.
 You maintain number ranges for object IDs in Customizing. Number ranges for internal number
assignment are indicated by the letters “IN”. Number ranges for external number assignment are
indicated by the letters “EX”“.
 As the Matchcode is available, it is not generally necessary to enter meaningful numbers. SAP
recommends the use of the internal number assignment.
 Using the Matchcode, you can access structural information, or short or long texts.
 Note: The name of the object is not part of the Object key. This allows the same object number to be
maintained in several languages.
0.6
Object Characteristics: Status

The status feature allows the object to go through

a status cycle.

Planned
Submitted

Rejected
Active

Approved

 SAP AG 1999

 The status feature allows the planning process to be streamlined from within your planning department.
Plan versions can be put through a life-cycle process to eventually be accepted or rejected.
 Every infotype is assigned a status:
 Active status indicates that an object or infotype record is currently operable.
 Planned status indicates that an object or infotype record is proposed, but not currently operable.
 Submitted status indicates that an object or infotype record has been submitted for review and
subsequent approval/rejection, by a person or group of persons at your firm.
 Approved status indicates that an object or infotype record, which has previously been submitted for
review, is accepted or authorized.
 Rejected status indicates that an object or infotype record, which has previously been submitted for
review, is rejected or turned down.
 Objects can be created in either planned or active status.
 You must assign a status to every object or infotype record that you create. You do not, however have to
use all the statuses. Many users use only the active status.
 The report RHAKTI00 lets you change the status of several objects at the same time.
0.7
Object Characteristics: Validity Dates

Each infotype record uses a start and Validity dates:

end date to identify the validity  Allow you to define
of the infotype data the life span of an
object or object
characteristic
Organizational Assignment Infotype  Identify changes to
your organization
while retaining
Jun 19, 1998 Oct 21, 1999 Dec 31, 9999
historical data
Personnel Department  Allow you to
evaluate the
Change name organizational
of org. unit structure on key
dates
Personnel Department HR Development

Warning:
Record valid from Jun 19, 1997 - Dec 31, 9999 is delimited.

 SAP AG 1999

 Validity dates determine the life-span of an object.

 You must assign a validity period to every object and every infotype record that you create. By doing
this, you can depict all changes that take place in your company. In this way, you obtain a dynamic view
of your enterprise.
 Validity dates enable the user to evaluate certain key data or specific time periods from the past, present
or future. The data is selected according to the designated time period.
 The validity of an object’s relationships and attributes can only exist within the life-span of the object
which is defined in the Object infotype (1000). If an object is delimited, all of the object’s relationships
and attributes are automatically delimited. Related objects are be unaffected.
0.8
Object Characteristics: Validity Dates

Each infotype uses a start and Validity dates:

end date to identify the infotype’s  Allow you to define
validity period. the life span of an
object or object
characteristic
Infotyp 1000 Object: Display  Identify changes to
Infotype Edit Goto Extras Utilities System Help your organization
while retaining
historical data
Organizational unit HR Adm.
 Allow you to
Planning Status Active
Validity 01.01.1999 to 31.12.9999 Change information evaluate the
organizational
structure on key
Object
Object abbr. HR Adm.
dates
Object name Personnel Administration
Language key EN English

Rec. 1 of 1

 SAP AG 1999

 Validity dates determine the life-span of an object.

 You must assign a validity period to every object and every infotype record that you create. By doing
this, you can depict all changes that take place in your company. In this way, you obtain a dynamic view
of your enterprise.
 Validity dates enable the user to evaluate certain key data or specific time periods from the past, present
or future. The data is selected according to the designated time period.
 The validity of an object’s relationships and attributes can only exist within the life-span of the object
which is defined in the Object infotype (1000). If an object is delimited, all of the object’s relationships
and attributes are automatically delimited. Related objects are be unaffected.
0.9
Object Characteristics: Time Constraints

1 Information must exist for the entire life cycle of the object
Class but can be changed.

2 Information is optional but can exist only once within a

Class user-defined period.

3 Information is optional, and many data records can exist

Class simultaneously within a user-defined period.

3
Class eenntt Information is optional, and the number of data records that
d
ddeeppeenndet can exist within a user-defined period is dependent on the
r g
on ta type type of target object.
object

 SAP AG 1999

 Time constraints are used by the system to guarantee the integrity of data.
 You use time constraints to control system reactions according to company-specific requirements. If you
want to let positions report to a number of superiors, you can set up the time constraint to allow several
relationships to exist simultaneously.
 Example of class 1:
An object must have a short name stored for it. This information must exist uninterrupted, but can be
changed.
 Example of class 2:
A position can have a number of Vacancy infotype records assigned for different periods.
 Example of class 3:
The Sales department can be related with a number of positions simultaneously.
 Example of class 3 with additional condition:
A position can be described by only one job but by a number of tasks.
0.10
Organizational Management Integration

Personnel
Recruitment
Administration

Manager’s
Personnel Development
Desktop

Project Systems Training and

Event Management
Organizational
Management
Capacity Planning Workflow

Shift Planning Compensation

Management

Personnel Cost Cross Application

Planning Timesheet

 SAP AG 1999

 The Organizational Management component is an integral part of the R/3 System and interfaces with the other components
named above, in some cases, it is a prerequisite for using the component properly and completely.
 Integration between HR Master Data and Organizational Management is useful when you are carrying out organizational
assignments. Vacant positions in your organizational plan trigger a Recruitment process.
 Using the Personnel Development component, you can plan and carry out training and job-related activities which provide
individual professional development for your employees. Training and Event Management enables enterprises to organize and
schedule training events and conventions. Employees and organizational units, for example, can be booked as internal attendees.
 The Workflow component automates business processes, tasks are given to the right person at the right time.
 Compensation Management incorporates all functions necessary for the administration of compensation (for carrying out
payroll, for example).
 The Personnel Cost Planning component is a planning tool used to project personnel costs on the basis of existing and planned
organizational units.
 Shift Planning is used to schedule the optimum number of appropriately qualified personnel on the basis of job requirements.
Capacity Planning is a Logistics component which is used to schedule persons on the basis of their availability and
qualifications to complete work for specific work centers.
 The Human Resources Information System (HIS) enables you to perform simplified reporting for employee data in the
organizational plan. Manager´s Desktop is designed for the daily tasks of managers and supports them in their administrative as
well as strategic tasks.
 1-1 Organizational Management Objects

1-1-1 List the five basic object types in Organizational Management.

O - Organizational Unit
S – Position
C – Job
K – Cost Center
P – Person

1-1-2 List the common relationships that exist between these objects.
Organizational Units ‘report to’ and ‘line supervise’ Organizational Units,
‘incorporate’ Positions and Cost Centers.
Positions are ‘incorporated’ into Organizational Units, are ‘described’ by Jobs,
‘held’ by Persons and/or Users and ‘incorporate’ Cost Centers. (Optional:
‘incorporate’ Work Centers and are also ‘defined’ by Tasks.)
Jobs ‘describe’ Positions. (Optional: ‘defined’ by Tasks)
Cost Centers are EXTERNAL and therefore do not have relationships
themselves.
Persons ‘hold’ Positions.
BONUS: Positions, Jobs and Persons can all have relationships to
Qualifications. Organizations can have relationships with Budgets.

1-1-3 What are the mandatory characteristics of an object?

Object ID Number
Object Name and Abbreviation
Planning Status
Optional: Plan Version, Begin Date, End Date, Object Type

1-1-1 List the four types of time constraints.

Must exist always during the life of the object.
Must exist, but can be changed during the life of the object.
May or may not exist, but exist only once within a time period.
May exist multiple times within a time period.
(BONUS: can also be dependent upon the type of object in a relationship)

2 Organizational Management Methodologies

1-2-1 Explain possible uses for multiple plan versions.
Integrated plan version.
Re-Organization plan version
Acquisition plan version

1-2-2 How many plan versions may be integrated with other SAP modules?
One.

1-2-3 What are the five planning statuses?

Active
Planned
Submitted
Approved
Rejected
0.11
0.12
The Tree Structure

ROOT Relationship
OBJECT
Examples: 002, 003

OBJECT

Top Down ‘B’

Example: B003
Bottom Up ‘A’

Example: A003
OBJECT OBJECT

OBJECT

 SAP AG 1999

 Objects in the tree structure are related to one another via different variations of the same relationship.
 For example: a position related to an organizational unit would have a 'A003' for the organizational unit
maintained (bottom up), and the organizational unit would have a 'B003' for the position maintained (top
down).
0.13
Simple Structures

Organizational Unit Type ID Relationship Type ID

50001111
(Human Resources)
O 50001111 B 002 O 50002222

O 50001111 B 002 O 50003333

O 50002222 A 002 O 50001111

Organizational Unit Organizational Unit
50002222 50003333
(Training Department) (Compensation) O 50003333 A 002 O 50001111

Object type Relationship Object Type

Job

O A/B 002 O
O A/B 003 S
S A/B 008 P Position Position
C A/B 007 S Cost Center
K A 011 O
K A 011 S
S A/B 002 S
Position Organization
 SAP AG 1999

 The relationships between the organizational units can be viewed as table entries.
 We see that the parent organizational unit has two entries: one 'B002' for each of the subordinate
organizational units.
 All relationships between internal objects are stored for each object.
 External objects, such as cost centers and users do not store this data, so the relationship data will only
exist on one object.
0.14
Simple Structures: Additional Relationships

Organizational Unit

Organizational Unit Organizational Unit

Chief Position Assignment

012: Manages / is managed by

Position Position Position

Position

Reporting Structure
002: Reports to / is line supervisor of
 SAP AG 1999

 Additional relationships may exist though not seen in a current view.

 For example: the relationship between a position and an organizational unit that defines the position as
the manager of the organizational unit (A/B 012) may appear as an ICON.
 The reporting structure, if maintained independently of the organizational structure, will need to be
viewed separately.
0.15
Validity Dates

Relationships
Relationshipsbetween
betweenobjects
objects
may
may only exist during a periodwhen
only exist during a period when
both objects are valid
both objects are valid

RELATIONSHIP
Jan 1,1999 - Jun 1, 1999

OBJECT “A” Dec 1, 1998 Jun 1, 1999

OBJECT “ B” Jan 1, 1999 12/31/9999

 SAP AG 1999

 A relationship may only be valid between objects when the objects themselves are valid.
0.16
Inheritance

Some relationships are inherited from the relationships of parent objects

Cost Center

Organizational Units will inherit the Cost Organizational

Center assignment of their parent Unit
organization in the absence of their
own assignment.
Organizational Organizational Task
Unit Unit
Task
Task
Positions will inherit the Tasks related
to the Job that describes them. Positions
Job
may also have direct relationships to tasks
in addition to the inherited tasks.

Position Position

 SAP AG 1999

 Routines in SAP will capture characteristics of an object from other objects that are related to it.
 This is common with cost assignment of Personnel Administration, Recruitment and Career &
Succession Planning.
0.17
Relationship Time Constraints

Relationship Time Constraint: 2

Belongs to
Position S O Organizational Unit

Relationship Time Constraint: 3

Describes
Job C S Position

S Position

 SAP AG 1999

 Time constraints control how objects are related to one another.

 Time Constraint 1 - Information must exist for the entire life cycle of the object but can be changed.
 Time Constraint 2 - Information is optional but can exist only once within a user-defined period.
 Time Constraint 3 - Information is optional, and many data records can exist simultaneously within a
user-defined period.
 Time Constraint 3 dependent on target object type-- Information is optional, and the number of data
records that can exist within a user-defined period is dependent on the type of target object.
 Examples:
 Positions can be related to one organizational unit.
 Jobs can describe many position, but a position may only be described by one job
 Time constraints for the same relationship may also be different depending on the object type.
0.18
The Organizational Plan

Organization Cost Center

Position Job

Person

 SAP AG 1999

 The basic object types, related to one another, produce an organizational plan.
Simple 1-1 Organizational Management Objects and Relationships
2-1-1 Connect the following objects via a valid relationship.

Object Relationship Object

O A/B 007 C
S A/B 003 P
O A 011 S
O A/B 002 O
S A/B 008 K

2-1-2 Can a person hold a job in Organizational Management?

No. Only a position.

2-1-3 What are the objects and relationship involved with the Chief Position?
Organizational Unit A/B 012 Position
2-1-4 What are the differences in a separately maintained reporting structure?
A reporting structure that is separate from the organizational structure (which
represents positions in an organizational unit report to the chief position of the
organizational unit, or in its absence, the chief position of the parent
organizational unit) relies upon relationships of A/B 002 between positions to
form a hierarchical structure. This structure can be evaluated separately from
the organizational structure.

2-1-5 In a simple Organizational Unit Structure, the parent Organizational Unit has a
relationship to cost center 1000. Of the two subsidiary Organizational Units,
subsidiary 1 has a relationship to cost center 2000 and subsidiary 2 has no cost
center relationship.

What cost center would positions under the parent Organizational Unit inherit?
1000
What cost center would positions under subsidiary Organizational Unit 2
inherit?
1000
What cost center would positions under subsidiary Organizational Unit 1
inherit?
2000

1-2 Validity dates and time constraints

1-2-4 In the standard SAP system what are the time constraints of the following
objects and relationships?
P A008 S 3
O B003 S 3
O A002 O 2
C A007 S 3
Bonus
K B011 O Does not exist! (external!)

1-2-5 If an Organizational Unit was valid since 01/01/1999 and a Position was valid
since 06/01/1999, from what date can that Position be related to the
Organizational Unit?
06/01/1999

1-2-6 If the organizational plan was maintained on 06/01/1999 in order to add new
positions effective on that date, can a person be hired into those positions on
03/01/1999?
NO
What about 09/01/1999? YES 09/01/2000? YES
1
1.2
1.3
1.4
ICONS

Organizational Unit Period

Create Organizational Unit Exiting within period
Occupied Position Entering within period
Occupied Position by >1 View as a Organizational Structure
Create Position One level higher in hierarchy
Vacant Position Scroll up in range
Unoccupied (but not vacant) Scroll down in range
Chief Position Move 1 screen back
Obsolete Position Move 1 screen forward
Person Column configuration
User Hide detail
Job Show detail
Task
UNDO!

 SAP AG 1999

 Icons are pictorial representations of objects or functions.

 Icons are small colored bitmaps that appear either instead of, or together with, the texts of
control elements like pushbuttons, radio buttons and checkboxes.
 In contrast to symbols, icons are of fixed size. There are actually two sizes which are selected
automatically depending on the font size.
 the Overview area the selected object including its environment is displayed:
 If you select an organizational unit, it is displayed within the organizational structure which
it belongs to.
 If you select a person (employee), user or position, it is displayed within the staff
assignments it belongs to.
 A job index is displayed if you select a job, this includes all positions from the last selected
organizational unit, which are described by the job.
 If you select a task (or standard task, workflow task, workflow template or task group), the
relevant task assignment is displayed, this shows the tasks, organizational units, positions,
jobs and persons who are assigned the task.
 You may also create new objects and assign existing objects to them switch between the
current organizational structure (with the organizational units, which belong to it) and the
staff assignments (with the employees and positions, which belong to it) using and . select
another object
1.5
 In the Detail area, characteristics of the selected object are displayed on tab pages. You can
edit the characteristics of this object or add new ones, as required.

1.6
 You may use the drag and drop function to assign objects. This functionality allows you to
complete tasks such as:
 assign an organizational unit to another organizational unit
 assigning a position to an organizational unit
 assigning a job to position
1.7

 These functions are used for changes (not assignment) in the detail area.
 For example: you have confirmed the change with Return, or, you carried out another
activity after the change, chose another tab page, for example.
1.8

2-2 Creating an organizational plan

2-2-1 Using the diagram on the following page to create your organizational
plan.

Be sure you are in the active plan version.

2-2-2 Step 1: Create your Organizational Units and assign Cost Centers.
SAP Standard Menu  Human Resources  Organizational
management  Organizational plan  Organization and Staffing
 Create
Save your Organizational Structure.
2-2-3 Step 2: Create and assign Positions defined by Jobs
With one of your organizations highlighted (marked) in the overview
area, press the ‘staff assignments’ icon to display now a list of position
assignments for your organizational unit.
To create a new position, press the ‘create new position’ icon and the
details of the new position will appear in the detail area. The
relationship to the organizational unit is created automatically. Now,
double click on the position to bring it into the detail area and maintain
the name and abbreviation to conform with the naming convention (i.e.
##-___________ where ## = your group number) and define it by an
existing job.
Existing jobs will be prefixed with the ‘00*’ naming convention or
you can create a new job by using the edit menu to ‘create jobs’. To
use existing jobs, click the cursor in the job field and type 00* 
enter. This will bring up a menu from which you can choose a job.
Save your entries.

2-2-4 Step 3: Associate Tasks

In the detail area, click the “task” tab to select the task list for your
position.
Use the search area to populate the selection area with tasks. Existing
tasks will be prefixed with the ‘00*’ naming convention or you can
create a new task by using the edit menu to ‘create tasks’. After the
selection area is populated, you can drag and drop tasks to your
position in the detail area.

2-2-5 Step 4: Assign Holders (you will need to hire a Person [person 2] for
Position 3)
For position 2, person 1 will already exist for your use as personnel
number: 505991##, where ## is your group number.
By going back to the ‘basic data’ tab in the detail area for your
position, you can view the holder(s) for the position. Using the search
area, click on ‘Person’ and search for 505991##. In the selection areas,
you can drag and drop a holder to your position. Place your cursor on
the hired employee in the selection area, right click and drag the
employee into the holder box in the detail area.

2-2-6 Hiring a person for position 3.

Though person 1 will already exist for your use, you will need to hire a
person for position 3 as you alias. This person will be used in
subsequent exercises.

Menu path: human resources  personnel management 

personnel administration  personnel action
Use personnel action ‘HR505 Hire’ as your personnel action. Your
personnel area should be ‘CABB’, your employee group is ‘1,’ and
employee subgroup is ‘X0.’
The from date should be 01/01/1999 and personnel number is:
505993## (## is your group number).

Execute your information by checking the execute icon.

Populate all infotypes with data of your choice but be sure to use your
vacant position 3 as the position in the first screen and your logon
name as the value for the communications infotype.

Create Actions Infotype:  Save.

Create Personal Date Infotype:  You can choose your name of
choice. Make sure the ‘Form of addr’ field, the ‘Last Name’ field, the
‘First Name field and the ‘Birth Date’ field are all filled in.  Save.
Create Organizational Assignment Infotype: In the Enterprise
structure box, make sure that ‘Subarea’ is filled in by choosing the
drop down box in that field and double clicking on a selection. Save.
An Organizational Assignment pop up box will appear  Click the
‘no assignment’ radio button that will default 9999999 for a position.
 Click the ‘transfer assignment’ button on the bottom  Save.