Creating an Organizational Plan
Purpose
Using Simple Maintenance you can view your company’s organizational and reporting structures and create task profiles quickly and easily. This helps to establish a clear picture of the entire structure of your company and provides a basis for forward planning.
To view your organizational plan use organizational objects, organizational units, positions or tasks for example. When you create an organizational plan, you support other screens, the creation of organizational structures, staff assignments and task profiles, for example. The tree structure in which objects and structures are displayed allows you to edit them at will.
The value of your organizational model is underlined by its use with SAP Business Workflow, as, for example, Workflow tasks are defined in your organizational model as positions or organizational units, the system is quickly able to find the person responsible for a task. The system is also responsible for ensuring that workflow tasks are passed to the correct agent. The advantage of an integrated workflow system is that it saves you from having to allocate tasks to people.
Process flow
Three steps can vary in the creation of your organizational plan in Simple Maintenance:
An organizational plan will be described by organizational units which exist in a company. These organizational units are linked in a hierarchical structure which mirrors the reporting paths of the company. You can, however, create organizational units which exist apart from a structure.
To start a new plan, you must begin by creating a root organizational unit. A root organizational unit is the highest level unit in an organizational structure, for example, Board of Directors. The root organizational unit is the starting point of the organizational structure.
A staff assignment is created for each organizational unit. Positions are created which are allocated to organizational units. A position is based on a job which describes it, this is an advantage of the organizational model which contains your organizational plan. This means that a position inherits the description of the task. This lowers your administrative costs. You only have to describe the position using tasks which are not inherited.
A job is a business segment which is defined by task and requirement. Jobs (secretary or programmer, for example) will only appear once in a company. You can create jobs when they are necessary for your organizational structure but do not yet exist in your job index. If you create a position first, the jobs which you have assigned to the position will be displayed. Simple Maintenance lets you create several jobs at once.
Holders are then assigned to positions. You use this feature to determine which person (employee) or R/3 user occupies a position. By assigning a position, R/3 users in Workflow can, directly or indirectly - by their relationship with employees - be determined as agents of work items. In Simple Maintenance you can identify positions as chief positions of an organizational unit.
Once you have created your organizational structure and staff assignments, you can create and edit task profiles using Simple Maintenance. Using the task profile you can determine which tasks are specific to organizational units, jobs and positions. The specific assignment of tasks is important when determining agents using SAP Business Workflow as Possible agents are determined when you assign tasks.
You can describe tasks in as much or as little detail as you want and include them in your task catalog. In this way the traditional job descriptions can be replaced at little cost. It is recommended that tasks are assigned to jobs. Tasks should only be assigned to positions if they are specific to those positions. Tasks assigned to jobs are automatically passed on to the assigned positions.
By assigning tasks to organizational units, jobs and positions you determine an abstract responsibility for that task. Thus, positions are given to potential planned employees and not to actual people.
This ensures that important information is not lost when, for example, an employee leaves the company. You can call up this information from the system at any time.
Result
With the help of organizational units, jobs, positions and tasks, you can fit your current organizational structures and reporting hierarchy as well as the task profile of your company into a plan (plan version) quickly and easily.
At a later date you may want to decentralize one or more organizational unit, that is to say you may want each of the relevant modeling tasks to be carried out by different departments.
To carry out organizational modeling on a decentralized level, copy the section of your organizational plan to be reorganized and save it as an individual plan. You can work on this plan without affecting the active (real) plan.
Using this model plan, you can consider new tasks for the company. The organizational structure may have to be expanded by adding new organizational units or modified by movement. It can be necessary to create new positions which include planned new employees. Positions which are not occupied will be marked as vacant.
If the model plan does match your company’s requirements, you can transfer it into your current plan using plan version reconciliation.