In SAP, each employee holds a position. Each position reports to a designated supervisor’s position. To request a change in the reporting relationship to a new supervisor’s position, please complete the Supervisor Change Request Form. This form is located under the Organizational Management header on the Human Resources Master Data Center web page located at http://www.hr.txstate.edu/hrmasterdatacenter.html. In order to complete the form, please refer to the information found by accessing the impacted employee’s PA20 records.

To view reporting relationships in SAP, please you can access the SAP transaction PPSS.  At the SAP Easy Access Menu enter PPSS in the blank field; the following Display Structure screen will appear.

Follow these steps:

• Object type  Enter the letter S ( position)
• Object ID      Enter position number for the employee you are inquiring about
• Evaluation Path Enter O-S-PHIE ( staff assignments with reporting structure)
• Editing period  The current date will be displayed (change date only if you desire to view previous reporting relationships)
• Click the green check  or hit enter

Click on the Expand option box to display the employee holding the position and any other positions that report to that employee. 
If you do not see position numbers,

• Go to the top tool bar
• Click on  View
• Click on  Key On

Position numbers will then be displayed.

(Accessible to SAP users who are assigned the Department Head role)

Using the PPOSE – Organization and Staffing Display transaction allows users to display/view all of the positions in their organization and the employees assigned to the positions.

Follow these steps:

• At SAP Easy Access Menu enter transaction PPOSE in the blank field
• In the “Find by” box, click on the triangle by “Organizational unit”
• Click on “Structure search”
• This will display one or more org units in the bottom left box on the screen(based on which org units you have authority to work with).
• Click on the triangles to find the org unit you desire to view
• By double clicking on the selected org unit, a list of positions assigned to the organizational unit will be displayed on the upper right side of the screen.
• Click on the Column Configuration icon and select additional information to be
• displayed for each position and holder
• Click on the triangle by any position title to view the employee assigned to the position

NOTE: A Welcome message is displayed the first time you execute PPOSE. Thereafter, organizational
units are automatically displayed when you execute the transaction.

The Time Administrator for your department has access to SAP Transaction ZWFTS1.  The transaction indicates the supervisor for the employee.  Steps to take to access this transaction are as follows:

• At SAP Easy Access Menu enter transaction ZWFTS1 and click on the green check 
• Enter the employee’s personnel assignment number
• Click on the execute icon 

The results will display the employee’s current supervisor.

The supervisor should be the person who supervises and approves the work hours for the employee.  To request a change in the reporting relationship to a new supervisor’s position, please complete the Supervisor Change Request Form. This form is located under the Organizational Management header on the Human Resources Master Data Center web page located at http://www.hr.txstate.edu/hrmasterdatacenter.html.

It is imperative that supervisor changes be implemented in a timely fashion. Any released time prior to the implementation cannot be rerouted.  The time administrator for the department would then need to approve time entries for the employee(s).

  Yes, you can access the SAP transaction P013D – Display Position

• At the SAP Easy Access Menu enter transaction PO13D in the white text box and click the green check   or press the Enter key on your keyboard
  
  
   
• The Display Position screen will populate
  
  
       

• Enter the Position Number in the Position field and click the green check 

NOTE:  Plan version field will always populate Current plan – do not change 


 

• This will display information about the position – each infotype* containing information has a green check next to it.  *Infotype ‐ similar group of information (object, relationships, planned compensation, vacancy, account assignment, employee group/subgroup, cost distribution). 
  
  
   
• Select the infotype you want to review by clicking in the left box next to the infotype title. 
  
  
  
   
• After selecting the infotype, click on either the eyeglasses or mountain icon 
  
  
  
  
  You will be able to view information on the following info types:
   
  Object (1000):
  • Indicates the job title for the position
   
  Relationships (1001):
  • Reports ‐ to whom does the position report to 
  • Holders ‐ persons who have held the position and the dates that they have the position
  • Organization ‐ what organization the position belongs to
  • Master Cost Center – The master cost center for the position
  • Description – What job describes the position
   
  Planned Compensation (1005):
  • The maximum amount that the position is budgeted to be paid. This amount is determined at
  the time the position was created or with the salary of the last person who held the position 
   
  Vacancy (1007):
  • Open (Vacant) means the position is vacant; there is no holder
  • Filled/On Hold means the position is held by someone 
  (Done by PCR actions to hire and separate employees)
   
  Account Assignment (1008):
  • Personnel Area ‐ Division to which the position belongs
  • Personnel Subarea ‐ distinguishes whether the position is fulltime or part‐time and benefits eligibility
   
  Employee Group/Subgroup (1013):
  • Employee Group indicates whether the position is Staff, faculty, student, etc.
  • Employee Subgroup indicates whether the position is for 12 month or less than 12 month appointments and whether exempt or non‐exempt.
   
  Cost Distribution (1018):
  • Indicates from where the position is budgeted to be paid. Generally, this is the same as the
  person, with the primary exceptions being individuals paid from grants.
   
  Tips and Tricks:
  • Select the “All” radio button on the right side of the screen under “Time period” to see all
  entries for each info type
  • Select the mountain with the sun icon (known as overall view) to view all the information in the info type
  • Select the display icon (eyeglasses) to view only the latest data in the info type
  • After selecting the overall view (previous bullet) select the row that you want to view the detail
  and click the magnifying glass
  • Relationships are best viewed by using overall view   

The following steps are to be completed:

• Completion of the Organizational Checklist found at http://www.hr.txstate.edu/hrmasterdatacenter.html under the header of ORGANIZATIONAL MANAGEMENT
• Completion of the electronic worksheet found at http://www.hr.txstate.edu/hrmasterdatacenter.html under the header of ORGANIZATIONAL MANAGEMNET. 

• Obtaining a new ten digit cost center from the Accounting Office for the new organizational unit/department
• Identifying which employees will move from their existing organizational unit to the new unit
• Identifying who will manage the organizational unit (designated CHIEF)
• Identifying reporting relationship (who will the new organizational unit to)
• Routing an administrative memorandum, approved by your Vice President, to Human Resources.  This memorandum will need to explain the reason for the change and other pertinent information relating to the move.  

The costing on the position almost always needs to match the costing on the person.   Anytime a Change in Cost Distribution PCR is initiated for a person and it is a permanent change, you need to email Rosie Olivo ro03@txstate.edu to change the costing on the position.  If the costing on the position and the person do not match, the costing will revert to the costing on the position when it is vacated.  Once completed, the changes require an overnight run to correct the encumbrances.  Check the report the following day and verify data.