Unit 2: Creating Staff Assignments 

The staff assignments for each organizational unit are maintained. The organizational unit is assigned positions in these staff assignments. A position is derived from a descriptive job and assigned to one or more users in your company.

All of the positions must be linked to jobs. The positions inherit the attributes and properties of the job.

In this unit, you will create the staff assignments for each of your organizational units. To do so, you will:

  1. Create positions
  2. Classify a position as a chief position.
  3. Assign jobs to positions
  4. Assign users to positions

Procedure

Choose Tools ® Business Workflow ® Development ® Definition Tools ® Organizational Management ® Organizational Plan ® Change. The Change Organization and Staffing (Workflow) screen is then displayed.

Create jobs

You must assign every position a job that contains general functions and tasks and which passes on the position. Jobs are normally defined centrally for an organizational plan in the job index. When positions are created, the corresponding job must only be assigned. For this tutorial, you create the positions yourself.

  1. Choose Edit ® Create job.

The dialog box Create jobs is displayed. 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.
  1. In the input table, enter an abbreviation and a name for each of the new jobs.

    2. Job - head of department:

    Abbreviation: <ini _hd_C >

    Name: < Head of department job ( ini ) >

    Job administrator:

    Abbreviation: <ini _ad_C >

    Name: < Administrator job ( ini ) >

    All new jobs receive a validity period from the current date to the 31.12.9999 as standard.

  2. Choose .

Opening staff assignments for an organizational unit

  1. If the root organizational unit (ini_org) that you created in unit 1 is not open for processing, choose organizational unit in the search area, enter a search term and select your organizational unit from the organizational units found by double-clicking in the selection area.
  2. In order to open the staff assignments for an organizational unit, select the organizational unit in the overview area and select the arrow on the right next to the and then Staff assignments (list).

The staff assignments for the organizational unit selected are now displayed in the overview screen.

Create positions

You create positions for your organizational unit in the associated staff assignments.

  1. Open the staff assignments for the organizational unit Research and development (ini).

    2. In this organizational unit, assign a position for an administrator and a position for a head of department.

  2. Choose .

    3. The new position is now displayed in the staff assignments. You can edit all relevant data for the position in the details area.

    The details view for positions is available in the key date mode and the periods mode. You can toggle between the two modes with the and buttons.

  3. In the key date mode, enter the abbreviation and name of the new position in the Position fields on the Basic data tab:

    4. Abbreviation: <ini _ad_S_rd >

    Name: < Administrator position: ( ini ) R&D >

    You can change the validity period of the position in periods mode.

  4. Repeat steps 2 and 3. Use the following data:

    5. Abbreviation: <ini _hd_S_rd >

    Name: < Head of department job ( ini ) R&D >

  5. Set the Head of own organizational unit indicator. Confirm the information using the adaptations of the relationship period.

    6. Chief positions are marked in the staff assignments.

    You must define chief positions if you want to use roles to determine recipients in workflows that determine a user’s superior.

  6. Choose and then the arrow on the right next to and Organizational Structure.

    7. The organizational unit Research and Development (ini)is then displayed.

  7. Choose to switch to editing of your root organizational unit.
  8. Repeat steps 1 - 7 for the organizational unit sales (ini). Use the following abbreviations and names for the positions:

Abbreviation: <ini _ad_S_sa >

Name: < Administrator position: ( ini ) Sales >

Abbreviation: <ini _hd_S_sa >

Name: < Head of department job ( ini ) Sales >

Set the Head of own organizational unit indicator for the head of department job sales.

Assign jobs to positions

You assign a job to every position.

  1. Display your created position in the selection area. Choose the entry Position in the search area and enter the abbreviation you used ( ini ) as the search term.

    2. All positions created in this unit are displayed in the selection area.

  2. Select the Administrator position (ini) R&D for editing by double-clicking.

    3. The position and the organizational objects assigned to you (job, organizational unit, user) are displayed in the overview area.

  3. Display your created job in the selection area. Choose the entry job in the search area and enter the abbreviation you used ( ini ) as the search term.

    4. All jobs created in this unit are displayed in the selection area.

  4. Select the job Administrator job (ini) in the selection area.
  5. Drag the job to the position in the overview area.
  6. Choose .

    7. The job administrator job (ini) is assigned the position administrator position (ini) R&D.

  7. Repeat steps 1 to 6 for the head of department job (ini) R&D and assign it the job head of department job (ini)
  8. Repeat steps 1 to 6 for the head of department job (ini) Sales and assign it the job head of department job (ini).
  9. Repeat steps 1 to 6 for the administrator position (ini) sales and assign it the job administrator job (ini).

Assigning users to positions

When you assign users to positions, you define the holders of these positions.

This assignment is necessary for workflow applications if you use roles or objects in the Organizational Management to determine recipients.

If you use Personnel Administration (PA), the system recognizes employees who are assigned directly to positions. To ensure in this tutorial that the R/3 user can be established as the agent starting from the employee, employees must have a relationship to R/3 users.

If you do not use Personnel Administration, users are assigned directly to positions. At workflow runtime, they are established directly as the agents of particular single-step tasks.

You can assign the user to the position in the staff assignments or in the single processing of a position. In this tutorial you assign the users using the single processing of a position.

  1. Display your created position in the selection area. Choose the entry Position in the search area and enter the abbreviation you used ( ini ) as the search term.

    2. All positions created in this unit are displayed in the selection area.

  2. Select the position in the selection area for which you want to assign a user by double-clicking.

    3. The position and the organizational objects assigned to you (job, organizational unit, user) are displayed in the overview area.

  3. Display the user assigned to in the selection area. Choose the entry user in the search area and enter an appropriate search term.

    4. All of the users that match your search criteria are displayed.

  4. Select the user whom you want to assign in the selection area.
  5. Drag the user to the position in the overview area.

    6. Users can occupy a position either in full or in part. This depends on the working hours assigned to the position, and on the working capacity of the person or user.

    The staffing percentage refers to the working capacity of a person or user assigned to a position.

  6. Choose .