Setting Up New Employees 

Use

You must make new employees available for scheduling outside of just adding them to the system. A new employee is anyone you have hired at your location since you produced your last schedule but have not as yet added to the system.

 

Prerequisites

You have created the org hierarchy and defined your locations or stores within the hierarchy. Once you assign a location as an organization within the system and begin configuration processing through site maintenance, the scheduling solution automatically captures employees assigned to these locations and displays them as new employees within the portal.

Optionally, you have created a qualifications catalog using the transaction OOQA. WFM can use qualifications maintained on the employee role in the Business Partner.

You can also the proficiencies within WFM accessed through the store manager’s portal Workforce Management ® Employees ® Work Areas & Qualifications ® Work Area Assignments tab.

 

Activities

System Actions to Set Up Employees

Action	Transaction Code	Use
Business Partner Maintenance	BP	Required
Assign Business Partner to Org	PPOCE	Required
Assign Qualifications to a Business Partner	PPPM	Optional

You must assign your new employees to the Business Partner role Employee.

Refer to the following within the SAP Help Portal for more information: SAP Library ® SAP ERP Central Component ® Human Resources ® Personnel Management (PA) ® Organization Management ® Integration to SAP Business Partner.

If you have already loaded business partners for use in another business scenario, you must additionally assign the employees to an organization you have defined for the scheduling solution.

If you are integrated to SAP HCM, you can optionally use transactions PO13 to create positions and PA40 to add positions to the org rather than the transactions defined above. Refer to the following within the SAP Help Portal for more information: SAP Library ® SAP ERP Central Component ® Human Resources ® Personnel Management (PA) ® Organization Management ® Expert Mode.

If you are implementing SAP ESS, you must also create users in the backend system for employees and managers. For more information, see Integrating SAP ESS to WFM.

To ensure you keep your pool of employees up-to-date, you should schedule the above transactions so that they are run before you create a schedule for a new week.

 

Portal Actions to Set Up New Employees

Once the employee exists within the organization, you must enter scheduling specific information for each employee from within the store manager’s portal before WFM can include the employee within a new schedule.

Information	Path in Store Manager’s Portal
Personnel Actions	Workforce Management ® Employees ® Personnel Actions
Profile	Workforce Management ® Employees ® Profile
Work Areas and Qualifications	Workforce Management ® Employees ® Work Areas & Qualifications
Availabilities	Workforce Management ® Employees ® Schedule Rules ® Availabilities and Shifts tab
Work Rules	Workforce Management ® Employees ® Schedule Rules ® Work Rules tab

The entries for Personnel Actions are required only when WFM is integrated to SAP HCM and you are using WFM as the point of entry for employee data.

You maintain scheduling specific data for employees based on effective dates. When you add or edit employee information, all entries are valid to the default end date 12/31/9999 and this information is considered to be permanent data. The system uses this information when scheduling an employee unless temporary changes override the permanent information for the schedule week.