While many companies use SAP process models after the completion of their payroll run, few realize that using process models during the regular payroll process can greatly increase efficiency. The author suggests tips and tricks that will enable your company to make the most out of process models.
SAP’s R/3 Payroll consists of a dynamic collection of steps that are broken down into two types of processing — regular payroll and off-cycle payroll.
The entire payroll flow typically contains a limited number of programs that are processed in exact order. To simplify the payroll run, SAP created process models, which were introduced with Release 4.5B. They are run via the HR Process Workbench, transaction PUST, to order and organize the payroll run into a flowchart format.
Many companies use SAP process models to handle activities subsequent to their off-cycle run — for example, printing the check and processing the post to FI/CO. However, not many have used this tool to enrich their current regular payroll process. In consolidating the lengthy process of running reports and remembering variants to executing one process model, companies can reduce pain and process time. Process models have been found to reduce run time from 25 percent to 50 percent when compared with the payroll scheduler RPCSC000, which is not supported with the current Enterprise release (4.7A).
With regular payroll process models, HR and finance managers have one tool to review the status, time, and process runs (and re-runs) of each step. Additionally, communication devices within process models can email or page super users when programs complete or stop when a certain percentage of errors has been committed. Customer-created programs with custom payroll reports or evaluations can be added to provide a complete process list.
For documentation on creating process models, go to SAP R/3 Enterprise Components > HR > PY > PY-US > Payroll in the SAP system > Payroll in a background operation>HR Process Workbench.
With the Enterprise release, the HR Process Workbench has better performance and enhancements, such as added flexibility to separate payroll processing via specific servers. For more information, see the Enterprise HR Payroll release notes at SAP Library > SAP R/3 Enterprise Application Components > Release Notes.
HR Process Workbench Examples
Via SAP transaction PEST, you can create HR processes for regular payroll and execute them immediately. All of the steps configured within your process are recorded for history and convert to a status. For example, see Figure 1 for a view of the process (green = successful, red = errors) based on the current payroll period. Additionally, you can set parameters to log the actual run and start time, and configure the text contained within the HR Process Workbench. Configuring text allows you to supply company-specific naming conventions — for example, you can change “ACME interface” to “3PR payroll.”
Figure 1
Example of regular payroll process model
You also can access output from each process. For example, in Figure 1, 11 separate programs make up the payroll process from payroll to the creation of the payment advices report directly via the Process Workbench. Figure 2 shows that when you place your cursor on either Run or Set, you can view the spool list and determine if any errors are present.
Figure 2
Selecting output for display or print
Additional Tips and Tricks
Schedule processes by personnel number. Some programs within the HR Process Workbench (for example, payroll and the third-party evaluation run) allow you the flexibility to split up your processes by personnel number to allow for concurrent processing. This helps in processing time by allowing multiple personnel numbers to be evaluated at the same time. You can configure this within transaction PEST by selecting your process model and indicating the desired packet size. In the figure below, I have the current process set to evaluate 1,000 personnel numbers in each set.
Add custom programs to process models. To add custom programs, such as a net payroll interface, to an external party or a customer FI/CO transfer program, proceed to the customized HR process model via transaction PEST. Initially, you must add a custom program category to table T52SE. To avoid a large number of categories (categories differentiate HR programs based on printing and personnel number scheduling) and possible confusion, you should keep the categories as general as possible, especially if the program category is not country-specific — i.e., one for custom payroll interfaces, another for custom payroll reports. Then, attach the category to your program via transaction PEST by creating a process step and choosing your new program category with your custom program.
Your custom programs need to be modified to allow for the status updates that are set via function HRPY_ PROCESS_SET_PERNR_STATUS. If the report uses logical database PNP, you also need:
INCLUDE <cntn01>.
If it does not use logical database PNP, you need:
INCLUDE <cntn01>.
INCLUDE rpupmdp3.
These updates dictate the status shown in the figure. Additional code might be necessary, depending on the type of process you are using for the program or report, to handle different types of status changes.
Create a process model variant for easy access to the HR Process Workbench. Creating process models via the HR Process Workbench can generate a processing strain as you access transaction PUST and all the undeleted process models. You could delete any unnecessary old processes. A second option is to save a variant. You can do this at the HR Process Workbench screen by going to Process overview>set filter and submitting this via your user parameters (parameter HRPWBV). This greatly increases the speed of access to the HR Process Workbench.
| Program |
RPCALCU0 |
| Variant |
PCS_HR_US_MASS |
| PerNo per set |
001000 |
|
|
| Determine personnel number set (or packet size) to process |
|
Robert Osterhaus
Robert Osterhaus lives in St. Louis, Missouri, and is manager, SAP HR Business Application, for Forest Pharmaceuticals, Inc. He has more than seven years of SAP HR Payroll experience. He has been a lead consultant with SAP America, responsible for global implementations of HR/Payroll and Time on 3.1H, 4.0B, and 4.6B/C systems, while also helping the PCS (Pre-Configured System) team update to the Enterprise Release (4.7). Robert is a Certified Employee Benefit Specialist (CEBS) and has also has taught numerous SAP courses, including time evaluation, gross and net payroll, master data, and the advanced payroll workshop.
You may contact the author at ROsterhaus@Forestpharm.com.
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