Unit 1: Organizational Structure 

Use

In order for the workflow system to establish the relationship between the requester and their superior, you must create an organizational plan in the system.

For this tutorial, of course, this organizational plan does not have to be complete and valid across the enterprise. To keep the test as simple as possible initially, define an organizational plan that only contains one administrator and one head of department.

Assign both items to yourself. As a result, all work items will appear in your own Business Workplace. Later you will modify the organizational plan such that you will have to work through the scenario with two users.

Procedure

The organizational plan required for this tutorial consists, when complete, of one organizational unit (= "department"), which contains two positions: a head of department and an administrator.

Each position is described by one job and each position is assigned one user as holder. The head of department position is also designated as chief position of the organizational unit.

Of course, a "real" organizational plan is created by arranging several organizational units with their positions in a hierarchy. Usually several positions are described by one job.

For further information, refer to the documentation Organizational Plan.

The procedure in this unit is divided into four parts:

  1. You create an organizational unit.
  2. Enter necessary jobs as required.
  3. You create a position for the head of department in the new organizational unit.

    4. You define a position in three steps:

      1. You create a position that is assigned your organizational unit.
      2. You assign a holder to the position.
      3. You assign a job to the position.
  1. You create a position for the administrator in the organizational unit.

Creating an organizational unit

  1. Choose Tools ® SAP Business Workflow ® Development ® Definition tools ® Organizational Management ® Organizational plan ® Create.
  2. Confirm the validity period proposed in the dialog box Creating a Root Organizational Unit.

    3. This takes you to the Create Organization and Staffing (Workflow) screen. This user interface is divided into four screen areas:

  3. On the Basic Data tab in the details area, enter an abbreviation and a name in the Organizational unit input fields.

    4. Abbreviation: <ini_sales>

    Name: <OrgUnit: Sales (ini)>

  4. Choose .

You can now create the position for a head of department and one administrator.

Create jobs

When enhancing an organizational unit, the necessary jobs are usually already available. For this tutorial however, you create the necessary jobs for head of department and administrator yourself.

  1. Choose Edit ® Create jobs.

    2. You go to the dialog box Create jobs. The lower area contains a list of existing jobs and the upper area contains an input table in which you can create new jobs by entering abbreviations and names.

  2. In the input table, enter an abbreviation and a name for each of the new jobs.

    3. Job - head of department:

    Object abbreviation: < ini_dhead_C >

    Name: < job: head of department (ini) >

    Job administrator:

    Object abbreviation: < ini_admi_C >

    Name: < job: administrator (ini) >

  3. Choose .

Creating Position for Head of Department

  1. Change to the overview area in the staff assignments of the organizational unit, in order to assign positions, jobs and holders. Choose the arrow on the right next to the and then the staff assignments (list).
  2. Choose .

    3. A new position is then created in the staff assignments and is displayed in a new line in the table. The position is vacant and no job is assigned to it.

  3. Open the details view for the new position in the details area by double-clicking on the entry in the table.
  4. On the Basic Data tab, enter a code and a description in the Position input fields. Overwrite the previous contents.

    5. Abbreviation: < ini_dhead_S >

    Description: < position: head of department ( ini ) >

    Assigning a holder to the position

    You now assign R/3 users to the positions. The staff assignments for your organizational unit are displayed and you see the vacant position in the table.

  5. Select User in the search area and enter the search criteria in order to find your user names.

    6. All of the user names that match your search criterion are listed in the selection screen.

  6. Select your user name in the selection area and drag it to the Person/User column of the position in the overview area.

    7. Confirm the message that the relationship period of the validity has been changed.

  7. Set the Head of own organizational unit indicator in the details area.
    8.

    Assigning a job to the position

    Assign the job of the head of department you created earlier to the position.

  8. Select Job in the search area and enter the search criteria in order to find the job of the head of department.

    9. All jobs that match your search criterion are listed in the selection screen.

  9. Select job: head of department ( ini) in the selection area and drag it to the Job column of the position in the overview area.
  10. Choose .

The job is assigned the position. Check this by switching to the staff assignments of the organizational unit. Select the organizational unit in the overview area, choose the arrow on the right next to the and then the staff assignments (list). The newly created job is displayed in the job column.

Create position for administrator and assign holder and job

You are now in the staff assignments of the organizational unit.

  1. Choose .

    2. A new position is then created in the staff assignments and is displayed in a new line in the table. The position is vacant and no job is assigned to it.

  2. On the Basic Data tab in the details area, enter an abbreviation and a name in the Position input fields. Overwrite the previous contents.

    3. ID: <ini _admi_S >

    Description: < position: administrator ( ini ) >

  3. Choose .
  4. Select User in the search area and enter the search criteria in order to find your user names.
  5. Select your user name in the selection area and drag it to the Person/User column of the position in the overview area.

    6. Confirm the message that the relationship period of the validity has been changed.

  6. Select Job in the search area and enter the search criteria in order to find the job of the administrator.
  7. Select job: administrator ( ini) in the selection area and drag it to the Job column of the position in the overview area.
  8. Choose .

Result

Display your entire staffing schedule again and make sure that all the information listed is correct.

You can display a detailed view of jobs, users, and positions. Choose the relevant cell in the table by double-clicking it.

In the details view of a position or job, all of the assigned tasks are displayed on the Tasks tab.

You have now completed the first unit (defining the organizational plan). You can now start on the next unit. To exit processing of the organizational structure, choose Back.