INTRODUCTION

The title of the project is ‘Analysis of HR practices followed by ONGC with reference to TRAINING, PERFORMANCE APPRAISAL and SAP-HR MODULE '. The internship encompasses understanding the unique HR practices employed by the organisation in PSU to enrich and sustain the culture of integrity, belongingness, teamwork, accountability and innovation, and enhance employee competencies continuously.

The purpose of this project to be given is to understand the practical working and effectiveness of the core HR responsibilities with special concentration on:

  • Training
  • Performance Appraisal
  • SAP-HR Module

The scope of this study is to comprehend and adopt the practical working environment of an organisation. Here, a link has to be formed between the academic study and the actual in-world implementations of the knowledge.

Its important to realize the effect of proper training on employees, transparency in the appraisal process and up to date technological support in the HR stream.

For the above study, data is collected from various primary as well as secondary sources. Basic and general information is gathered from the library which comprises of various HR journals and magazines (names are mentioned in references). Interviews are taken of the employees and questionnaires are prepared and surveys are done. Various inputs are provided by the Company Guide during formal and informal meetings.

Overview of TRAINING

Training employees do have a significant role in modern business era. As an HR manager, the responsibility is to utilize the HR resources optimally and develop the skills of the employees so that they can contribute to the growth of the organization as well as to their personal growth. It leads to improved organization culture. Therefore, its important to understand:

  • What different kinds of trainings / workshops are conducted by the organization?
  • What are the criteria of nominations? How nominations are done?
  • How many training sessions have to be conducted in a year? (Training Calendar)
  • What the employees think about the training sessions?

Training objective tell the trainee that what is expected out of him at the end of the training program. Training objectives are of great significance from a number of stakeholder perspectives,

  1. Trainer
  2. Trainee
  3. Designer
  4. Evaluator

Trainer -The training objective is also beneficial to trainer because it helps the trainer to measure the progress of trainees and make the required adjustments. Also, trainer comes in a position to establish a relationship between objectives and particular segments of training.

Trainee -The training objective is beneficial to the trainee because it helps in reducing the anxiety of the trainee up to some extent. Not knowing anything or going to a place which is unknown creates anxiety that can negatively affect learning. Therefore, it is important to keep the participants aware of the happenings, rather than keeping it surprise. Secondly, it helps in increase in concentration, which is the crucial factor to make the training successful.

The objectives create an image of thetraining program in trainee's mind that actually helps in gaining attention.Thirdly, if the goal is set to be challenging and motivating, then the likelihood of achieving those goals is much higher than the situation in which no goal is set. Therefore,training objectiveshelps in increasing the probability that the participants will be successful in training.

Designer -The training objective is beneficial to the training designer because if the designer is aware what is to be achieved in the end then he'll buy the training package according to that only. The training designer would then look for the training methods, training equipments, and training content accordingly to achieve those objectives. Furthermore, planning always helps in dealing effectively in an unexpected situation. Consider an example; the objective of one training program is to deal effectively with customers to increase the sales. Since the objective is known, the designer will designthat will include ways to improve the interpersonal skills, such as verbal and non verbal language, dealing in unexpected situation i.e. when there is a defect in a product or when a customer is angry.Therefore, without any guidance, the training may not be designed appropriately.

Evaluator -It becomes easy for thetraining evaluatorto measure the progress of the trainees because the objectives define the expected performance of trainees. Training objective is an important to tool to judge the performance of participants.

Systematic model training consists of five phases. The training should achieve the purpose of helping employee to perform their work to required standards. The steps are as follows:

  1. Analyze and identify the trainingneeds i.e. to analyze the department, job, employees requirement, who needs training, what do they need to learn, estimating training cost, etc The next step is to develop a performance measure on the basis of which actual performance would be evaluated.
  2. Design and provide training to meet identified needs. This step requires developing objectives of training, identifying the learning steps, sequencing and structuring the contents.
  3. Develop, this phase requires listing the activities in thetraining programthat will assist the participants to learn, selecting delivery method, examining the training material, validating information to be imparted to make sure it accomplishes all the goals & objectives.
  4. Implementing is the hardest part of the system because one wrong step can lead to the failure of whole training program.
  5. Evaluating each phase so as to make sure it has achieved its aim in terms of subsequent work performance. Making necessary amendments to any of the previous stage in order to remedy or improve failure practices.

Overview of PERFORMANCE APPRAISAL

A very important function of the human resources department for any organization, are conducted to gauge the net worth of all its employees. Appraisal methods benefit the organization immensely. The aim of appraisals is to improve the present performance of the employees and draw on the future potential. The HR department undertakes this processes usually annually in which they procure, analyze and document facts about the performances of the employees of the organization. This provides employees and managers with opportunities to discuss areas in which employees excel and those in which employees need improvement. Performance appraisal in ONGC is conducted annually also known as E-PAR. All organizations practice performance appraisal in one form or another to achieve certain objectives. These objectives may vary from organization to organization or even within the same organization from time to time. It has been found that there are two primary objectives behind the use of this methodology. One is to use it as an evaluation system and second, to use it as a feedback system.

The aim of the evaluation system is to identify the performance gap. This means that it helps determine the gap between the actual performance of the employee and that required or desired by the organization.

The aim of the feedback system is to inform the employee about the quality of his work or performance. This is an interactive process by which the employee can also speak about his problems to his superior.

An effective performance appraisal system should emphasis individual objectives, organizational objectives and also mutual objectives. From the viewpoint of individual objective the performance appraisal should talk about

  1. What task the individual is expected to do?
  2. How well the individual has done the task?
  3. How can his performance be further improved?
  4. His reward for doing well.

From the organizational view point a performance appraisal should generate manpower information, improve efficiency and effectiveness serve as a mechanism of control and provide a rational compensation structure. In short the appraisal system establishes and upholds the principle of accountability in the absence of which organization failure is the only possible outcome.

Overview of SAP-HR Module

SYSTEMS, APPLICATIONS AND PRODUCTS IN DATA PROCESSING"- SAP. It is an enterprise resources planning Software Company based in Germany.It integrates all the functional units of an organization into a unified one.It deals with various activities done in the human resource department of an organization, such as, Personnel administration, personnel development, training and event management, payroll etc.

SAP- HR Module distinguishes between task, job, position, and person. It provides access to all HR data and transactions in one location. Advanced SAP HR features are time management, payroll, travel management, training and development.

Advantages of implementing SAP HR Module :

  1. Saves time and money, and improves information for decision - making and Planning.
  2. Greater automation ensures greater accuracy.
  3. Improved reporting capability.
  4. Improved employee history data.
  5. Better budgeting, compensation adjustment.

MAIN TEXT

The information extracted from the primary and secondary sources of data pertaining to training, appraisal, and SAP HR module are as below:

TRAINING

ONGC accords top- most priority in the development of Human Resource through quality training, qualification up gradation programs and accreditation programs. ONGC also has the expertise to conduct customized training programs for its partners. In ONGC, there are following training institutes which are engaged in meeting, training and development needs of the vast human resource of the organization by designing and organizing training programs focused on organizational needs.

ONGC has five training institutes of its own all across the country, viz.

  • ONGC Academy, Dehradun
  • Institute of Petroleum Safety Health and Environment Management, Goa
  • School of Maintenance Practices, Vadodara
  • Institute of Drilling Technology, Dehradun
  • Institute of Oil and Gas Production Technology, Mumbai

The training Institutes of ONGC are committed to :

  • Impart best in - class training programs across the entire industry.
  • Continuously evolve training programs based on feedback from the participants.
  • Provide training solutions to the corporation and partners, both from Indian and foreign, covering entire spectrum of operations.
  • Providing best in - class infrastructural facilities for the training programs.
  • Focusing training programs on the emerging business opportunities of the corporation.

ONGC measures its training in MANDAYS i.e.

01 man * 3days of training = 3 MANDAYS

10 men * 3 days of training = 30 MANDAYS

Minimum target of 1400 MANDAYS are set per year.

Training provided by ONGC is broadly divided into Three categories:

  • Safety
  • Technical &
  • Interpersonal skills

During the internship study of various trainings programs are done in order to understand the objectives and deliverables.

1. SMP (Senior Management Programme)

Program overview & objectives:

Since ONGC is extending its operations to various parts of the world, it is imperative that ONGC executives are exposed to International perspective and develop a mindset of global managers. Keeping this in view a comprehensive program has been specially designed for E-5 level Executives of ONGC. The program aims at:

  • Understanding global perspective and developing a mindset of managing at international level.
  • Build Customer Centric Work Culture
  • Inculcating a mindset of Transformational leadership
  • Evolving a culture of innovation and creativity

ONGC Academy is in collaboration with MDI , Gurgaon for SMP

2. AMP (Advanced Management Programme)

Program overview & objectives:

Designed for senior executives of ONGC to achieve the following objectives:

  • Develop awareness and appreciation of the emerging business environment and its implications for the future of ONGC
  • Help the participants to recognize the requisite mindset to make ONGC, a world-class organization
  • Develop insights into the organizational processes that drive excellence
  • Expose the participants to the best in business practices.

ONGC Academy is in collaboration with IIM, lucknow .

ONGC also provides Overseas Learning Sessions which includes visit to E&P Industries and Executives meet in European / Western countries for exposure to best in Business Class Practices. E6and above level executives are eligible for AMP.

For choosing the candidates for training / workshop sessions, nominations are done. Circulars are rotated to the Head of each department and they recommend the names of those employees which they think are appropriate to undergo the training. The institute plans and conducts training programs professional areas which involve holistic approach of management in effective accomplishment of various integrated tasks.

3. Executive Excellence through SMET, HOLSYM and Yoga Techniques

Program objectives and Overview:

The multi- dimensional etiological factors for stress need a multidimensional solution at physical, mental, emotional and intellectual levels. Yoga provides this holistic solution. Self Management of Excessive Tensions is the basic concept for designing this program for executives.

The program aims at:

  • Help participants understand the nature and sources of stress in individuals and in organisations, and enable them to understand the relationship of Stress to Managerial Effectiveness.
  • Familiarise the participants with the techniques dealing with individual stress and Organisational stress and give them an opportunity to practice some techniques of Stress Management.

Its a 5- days program conducted in Swami Vivekananda Yoga Anusandhana Samsthana , Bengaluru.

4. Global Managers

Program objectives and Overview:

Today's business environment has created many challenges where managers need to think globally as the world is transforming into a ‘Global Village'. The program is designed:

  • To provide professionals with a proactive approach to deal with cultural diversity in today's multi- cultural environment.
  • To understand the domestic Business ethics, values and practices and as well as best global practices.
  • To prepare the participants for the challenges ahead in the highly competitive global environment.

ONGC is in collaboration with IIM, Bengaluru for this 5- days progam.

5. Self Development Program for Women Employees

Program objectives and Overview:

The effectiveness of women employees depends upon the ability to manage multiple roles. The program has been especially designed to focus on the demands of these multiple roles and skills set required for effective performance. The program caters to up needs of women professions facing the challenges of work family balance.

The objectives of the program are:

  • To develop basic values of life to make them effective at home and work place.
  • To be able to identify individual goals and align those with organization goals.
  • To increase personal motivation to do the best possible in the most effective way.
  • To appraise the participants on various issues involved in personal growth and effectiveness.
  • To increase personal motivation to do best possible in the most effective way.
  • To make participants aware of their strength and areas of potential development

6. Train- The- Trainer Course

Program objectives and Overview:

The program focuses on the Adult Learning Process, is built around the “Three Wheels of Mastery” Expertise, Planning and Presenting, Engaging and Facilitating, which are essential for Internal Faculty members/ Black Belts for motivating others to apply Six Sigma on the job and for enhancing and accelerating their learning process.

ONGC provides many discipline specific programs for is employees.

Some Exploration Programs:

  • Petroleum Risk and Decision Analysis
  • Latest trends and Development in Estimation of Oil and Gas Reserves
  • Workshop on Basin Evaluation and Modelling
  • Techniques in Deep Water Depositional Systems

Some Production Programs:

  • Developments in Stimulation techniques and Candidate Well selection
  • Advances in Water Control Technology
  • Advances in Natural Gas Engineering
  • Reservoir Engineering for Production Operations

Some Engineering Programs:

  • Welding and Inspection
  • CAD for Mechanical and Process
  • Logistics Management
  • Flow Measurement and Instrumental Practice

PERFORMANCE APPRAISAL

Performance appraisal report is an index of an employee's work performance over a given period of time. It is crucial for his or her career growth as it indicates the strengths, weaknesses, training needs, nature of job being performed and problems faced in work situation.

The objectives of the performance appraisal system at ONGC are:

  • To set norms and targets of work performance, as well as, to monitor the work progress of employees.
  • To facilitate placement of employees in accordance with their suitability for different types of assignments.
  • To provide an objective basis for determination of merit, efficiency and suitability for the purpose of promotion.
  • To identify areas requiring exposure for training and development.

The performance appraisal system seeks to evaluate:

  • The work performance of an employee on the present job in relation to the expected levels of performance, both qualitative and quantitative.
  • The extent of development achieved by the employee during the period under review.
  • Evaluation of behavioural attributes, attitudes and abilities.
  • Evaluation of potentials for assuming higher responsibility.

Appraisal is done in three stages. First, KPI's/ KRA's are to be declared in March(beginning of appraisal year) then midterm evaluation is done which is compulsory in October and finally in March evaluation on performance of the employees is done. Employees get certain percentage of PAT based on their grades or marks of the appraisal.

Earlier Appraisal was done on paper. Forms were distributed to the employees wherein they used to fill in the KPI's and then submit it. This system reported delay in recording appraisal reports. Low priority is accorded to recording appraisal reports as there was no visible accountability for delays.

Inadequate time and attention was given to the process and last minute rush efforts were experienced. But now ONGC follows e-PAR which has distinct advantages:

  • Streamlining of PAR process
  • Uniform application of Company Policy
  • Reduced Cycle- time and adherence to time schedules
  • Enhanced data security and confidentiality
  • Authenticity and audit trail of transactions
  • Availability of on-line information
  • System driven control and monitoring mechanism
  • Performance based rewards and incentives for future

The appraisal process constitute of one appraise and appraiser. Appraisee is the employee who fills the PAR form and submits it. Appraiser decides the KRA's/ KPI's with the employee then mid- term review is done. This is the duty of Reporting Officer. Then it is forwarded to the Reviewing Officer, who reviews it and then forward for co- review (in special cases) otherwise directly to the Moderating Officer. He sends it to Accepting Officer who accepts and forwards it to central PAR Section in Dehradun. (Refer Annexure 2)

Circular of Roll out of e- PAR

It suggested KPI's is issued first wherein dates are declared for joint setting of KPI's by Appraisee & Appraiser. Commitment is made by the HRD group that a suggested list of KPI's applicable to different functional areas would be made available accordingly. HRD constituted a multidisciplinary committee comprising HR planners, corporate HRG and corporate PAR. This committee held detailed deliberations and consulted senior executives of different functional areas across the organization and come out with an exhaustive list of suggested KPI's. All Assessors and assesses may use the table during the process of setting KPI's.

PAR - DISCLOSURE, APPEAL AND COUNSELLING

(A).Disclosure of PAR:

The following information on PAR assessment would be shared with the employee on completion of PAR

  • Final grades and marks given by the accepting Officer.
  • Adverse comments (if any)
  • Specific advice to be communicated for improvement (if any)

Communication: The communication should be within 15 days of completion of PAR and in the form of system generated message in case of e-PAR.

(B). Appeal and Review :

Appeal may be preferred by aggrieved employees against assessed PARs as well as having adverse remarks/entry.

Aggrieved employee may appeal once per assessment year directly to the Appellate Authority, through local PAR officer, instead of submitting through proper channel. The local PAR officer shall keep record and forward the same to concerned Appellate Authority, with intimation to Corporate PAR office.

Appellate Authority (AA) : The designated Appellate Authority based on the reporting hierarchy have been defined in Annexure 3 and 4.

While the hierarchy in the route has been defined in the table, Appellate authority must be minimum one rank higher than the Accepting Authority in any case. Each Appellate Authority shall constitute Appeal Review Committee (ARC) under him/ her comprising of representative of functional areas, with 3 members in each committee. In case Appellate Authority is at the level of GM or L- II, the members should not be below the level of E6 and for all other Appellate Authorities, members should not be below the level of E7. The meeting of the ARC shall be convened by each Appellate Authority once in a year preferably in the month of September/October, as the closing month of PAR process is generally August. The ARC may seek PAR record from respective location PAR Officer/ Corporate Officer, as the case may be. The Committee may also obtain views/recommendations of the concerned authorities involve in the assessment of the PAR, for which appeal is preferred, if needed. Based on the recommendation of the respective ARC, the Appellate Authority shall finally decide on appeal. In case of Appellate Authority comprises of two directors, they may jointly decide on the appeal. If Appellate Authority considers and find reasonable grounds for revision of PAR grade on appeal made by aggrieved employee, such revision shall only be one step higher or lower to that of original grades for all categories. Any revision beyond one level or below will be decided by one level higher than the appellate authority, highest appellate authority being EC. For this proper justification /recommendation have to be given by the Appellate Authority. The decision of the Appellate Authority shall be conveyed to the Corporate PAR office / location PAR office, as the case may be, who in turn shall communicate to the employee in the Performa at Annexure5.The decision of the Appellate Authority shall be binding forever. No further appeal shall be entertained for the same assessment year. Each Appellate Authority shall forward a status report on the disposal of Appeal to the Corporate PAR office for onward submission to the Director (HR).

(C). Counselling:

It has been decided in the 353rd EC Meeting to provide counselling to the employees with B, C, D grades and those cases having recommendations for counselling in the PAR.

Scope of Counselling Group:

The Counselling may be continued as an integral part of PAR process for widening employees' development opportunities. The Counselling Group shall not review the final grading of the appraisee, assigned to him/ her by Accepting/ Moderation Authority. The Counsellors during the interviews of the employee shall ascertain the reasons, system constraints and the behavioural dimensions of the employees and efforts shall be made to develop self awareness for correcting personality traits. The Counselling Group shall send a report on each case to the office of Chief HRD. The Counselling Groups are to be assisted by the Corporate PAR officer at the counselling locations. The formation of Counselling Committees is depicted in Annexure 6.

SAP- HR MODULE

Scope of SAP- HR Module:

1) Personnel Administration Module (Including Establishment and Loans)

Personnel Administration Module takes care of employee master data. Various P&A processes have been built in this module. This module includes the loans and advances processes also.

2)Time Management Module

Time Management Module takes care of Employees Leaves etc related processes. The Time Management component offers support in performing all human resources processes involving the planning, recording, and valuation of employees' work performed and absence times.

3) Payroll

Payroll module takes care of personnel claims, month end payroll run and pay slip generation. Form 16, Form 24 and all statutory statements related to personal income tax is also taken care by the payroll module. The System calculates the gross and net pay, which comprises the individual payments and deductions that are calculated during a payroll period, and are received by an employee. These payments and deductions are included in the calculation of the remuneration using different wage types.

4) Organisation Management Module:

This module defines Organisational Hierarchy, positions, Head of sections etc and also deals with assigning employees to various departments / sections etc through proper positions.

5) SAMPARC:(ESS MODULE)

SAMPARC stands for (System for Automated Management of Personnel Activities, Reimbursements and Claims) the employee self service portal of ONGC. Using ESS reports an employee can view his career details, leave details, training booking details etc using an ESS User Id. He can also write a mail to his personnel administrator if he detects any error in data recorded in the system.

Getting started with SAP:

On your PC, find the SAP Logon pad icon. The icon style varies deepening on the SAP version installed in your PC.

To open Logon Window:

Double click on the Toolbar “SAP Logon” on above Screen.

Following Logon window shall open on your screen:

This window lists all available servers to which you can Login with your user ID. Double click on the desired server name or click on the line and then click on ‘Log On'.

After a brief delay, following window shall open on your screen :

To open the SAP Easy Access window :

Enter your client number (It will always show 500 by default).

Enter your SAP User ID.

Enter your SAP User Password. Please remember that the Password is case sensitive.

Press Enter on your Keyboard.

SAP Easy AccessWindow Elements

The SAP Easy Access - user menu is the user-specific point of entry into the SAP System. A typical user menu (here, in the R/3 System) is shown below :

The user menu contains those items - such as transactions ,workflows, reports etc. - you need to perform your daily tasks. If your system administrator has defined a user menu, it appears when you log on to the system.

Various elements of the SAP Easy Access Window are shown above.

Navigating in the SAP Screen

You can expand and collapse menus in the workplace menu by choosing the dropdown arrows to the left of the menu items, as in the example below :

To open an application in the workplace menu :

  • Type the transaction code in the command box / field and then press Enter, or
  • Navigate to the transaction node in the tree and Double-click its node in the tree, or
  • Click on node and then press Enter

Some Important SAP Definitions in ONGC Context

Company Code:

The company code is an organizational unit within financial accounting (FI).

Personnel Area

This field defines the location of the employee, e.g., ABAD (Ahmedabad), BRDA (Baroda), etc.

Personnel Sub-area

This field defines the duty assigned to the employee, e.g., OFDT (Office Duty), FLDT (Field Duty), OSDT (Offshore Duty), etc.

Employee Group

This field defines the employment status of the employee, e.g., Active, Retiree, Deputation-in etc.

Employee Subgroup

This field defines the Grade of the employee, e.g., E1, E2, E3, etc.

Personnel Number

This field defines the CPF Number of the employee.

Pay roll Area:

A payroll accounting area (often abbreviated to payroll area) is an organizational unit containing all of the employees for whom the payroll runs at the same time. The payroll accounting runs for payroll accounting areas. Each payroll accounting area determines the specific dates for which the payroll runs, the earliest payroll period for which retroactive accounting is possible, retroactive accounting recognition, and the periods for which the payroll runs.

Organization Unit

This field defines the Department / Section within the Organizational structure in which the employee is working, e.g., ICE, IRS, Drilling, etc.

Position

This field defines the post, which the employee is occupying within the organizational structure, e.g., Manager P&A, Location Manager - AMD Cementing, etc.

Infotype: In SAP information is stored in info types. An Infotype can have further subtypes. Click here to view the list of Infotype being used in ONGC.

Common SAP Transaction Codes used in ONGC

Sr No.

Transaction Codes

Transaction Description

1

SBWP

Mail Inbox

2

PA20

Display HR Master Data

3

PA30

Maintain HR Master Data

4

PA40

Personnel Actions

5

ZPT60

HR TIME : Time Evaluation

6

PP01

Maintain Object

7

PP03

Maintain Plan Data : Execute Actions

8

PO13

Maintain Position

9

ZHRCON

Seniority Program for Conveyance advances

10

ZHRHBA

Seniority Program for HBA

11

PA41

Correct Actions

12

PT50

Quota Overview

13

PU03

Correct PDC Recalculation Date

14

SU50

Maintain User Profile

15

SU56

Authorisation in buffer

16

SU53

Display Authorisation data (in case of authorisation failure)

SAP ICONS

Icons

Keyboard

Description

When to Use

 

Enter

Enter

To enter Data and check its validity.

 

Ctrl + S

Save

To save Data.

 

F3

Back

To go to the previous screen.

 

Shift + F3

Exit

To return to Standard SAP Menu.

 

F12

Cancel

To cancel the present transaction.

 

F1

Help

To seek help to proceed.

 

Page Down

Next Page

To scroll to next page.

 

Page Up

Previous Page

To scroll to previous page.

 

Ctrl +

Page Up

First Page

To scroll to first page.

 

Ctrl +

Page Dn

Last Page

To scroll to last page

 

F5

Print

To print the selected information.

 

Ctrl + F

Find

To find a certain alphabet, number, word or sentence.

 

Ctrl + G

Find Next

To display the next hit made by “Find” above.

 

Ctrl + X

Cut

To cut the selected matter.

 

Ctrl + C

Copy

To copy the selected matter.

Icons

Keyboard

Description

When to Use

 

Ctrl + V

Paste

To paste the cut or copied matter.

 

-

Creates a new session

To open a new SAP window to work on another transaction.

 

-

Generates a short cut on desktop

To generate a short cut on desktop.

 

Alt + F12

Customizing of Local Layout

To customize Local Layout.

 

F8

Execute

To run a programme.

 

F5

Create

To create a new record.

 

F6

Change

To change an existing record.

 

F7

Display

To change an existing record.

 

Shift + F9

Copy

To copy the selected matter.

 

Shift + F1

Delimit

To limit the end date of an existing record.

 

Shift + F2

Trash

To delete the selected matter.

 

Shift + F8

Maintain Overview

To view all the records within an infotype of an individual.

 

F5

Move

To move an object from one place to another in an Organisational Structure.

 

Ctrl + Shift + F9

Change Sequence

To move an object through the hierarchy in an Organisational Structure.

 

Ctrl + F3

Refresh

To refresh the data.

 

Ctrl+Shift + F12

Collapse

To hide all the contents of a data structure.

Icons

Keyboard

Description

When to Use

 

Shift + F8

Structural Graphics

To display a data structure in a graphical manner

 

Ctrl + Shift + F2

Details

To display the Details of a particular record.

 

Shift + F2

Delete

To delete a row from the displayed table.

 

Ctrl + F2

Undo

To undo the previous action.

 

F7

Select All

To select all the elements of the displayed table.

 

F8

Select Block

To select a specified block of elements of the displayed table.

 

Shift + F4

Deselect All

To remove the selection of all the elements of the displayed table.

 

Enter

Continue

To continue with the current process.

 

F12

Cancel

To stop & cancel the current process.

 

Shift + F6

Previous Record

To open the previous record.

 

Shift + F7

Next Record

To open the next record.

SAP Mails

How to read and write a SAP mail

Begin the process by accessing the following Transaction in SAP

Via SAP Standard Menu

User menu à Office à SAP Business Workplace

Via Transaction Code

SBWP

SAP Mails:

SAP mails provide us a facility to write and read mails. All the incoming mails are stored in the INBOX. All the mails written by the User are stored in the OUTBOX.

SAP Workflows:

SAP workflows are tools to decide on a business process. The user will have to display and then execute the workflow to get the decision options. All the incoming workflows are stored in the INBOX. All the workflows executed by the User are stored in the OUTBOX.

Following steps describe the process of using SAP Mails:

Reading a Mail

  1. Click on the folder INBOX.
  2. You will find two subfolders; Unviewed Documents and Documents.
  3. Go to "Unviewed Documents".
  4. Click on "Update".
  5. Select the mail you want to read. “Double Click on the Message Text".
  6. The message will appear on the screen. The same can now be replied by pressing push button “Reply”. The user can also use option “Reply with reference” if he/she wants the received message text to appear below his reply.

Writing a Mail

  1. Click on New Message.
  2. A new screen “Create Document and Send” will appear.
  3. Write the Message title and Message text.
  4. Write the “USERID” of the receiver(s) at the recipient fields.
  5. To send an express message “Enter a tick in the Express mail checkbox”.
  6. Now click on the send icon.

Three- Level Authorisation in HR

The authorization checks are built into the system for all the processes. The process of authorization checks are common for all the Business Processes except for the loan process explained separately, and hence describing each business process in detail.

  1. Dealing Officer does the initial data entry as described step by step in this User Manual.
  2. On saving the complete transaction by the Dealing Officer a SAP mail is generated internally in the system addressed to the P & A Administrator maintained in the Organisation Assignment for the employee transacted upon.
  3. The Dealing Officer must ensure that the correct data is entered in Position and Personnel Administrator Fields, As these fields decide the SAP Mail flow to the P & A Administrator.
  4. The SAP mail is of executable type. The P & A Administrator need to double click on the mail and then selecting from the Menu “ Document ”, should choose the “Execute” button. This invokes the screen where the dealing officer has done the data entry or the overview of the infotype screen.
  5. On the first screen P & A Administrator needs to click the Button “Execute Info Group”. This will invoke all the screens in sequence where Dealing Officer has done the data entry. In case there in no Infogroup for the particular process then he should straight way press the unlock button and save the record.
  6. The P & A Administrator can check the data entered and can change the data if found to be incorrect. If the P & A Administrator finds the data to be correct then he just needs to save the data (By clicking on Save icon on top of screen or by Pressing Ctrl-S) without changing the data.
  7. When Dealing Officer keys in the data and saves it, the data is stored in the system in locked mode. The data will not be visible in any of the reports. By saving the data on each screen by P & A Administrator, the system internally unlocks the record and saves it.
  8. The Dealing Officer and P & A Administrator do not have any Delete authorisation in the system. For security measures the delete authorization has been provided to the Highest Authority only, of that location. In case the Dealing Officer or P & A Administrator needs to delete some record then they need to inform the Highest Authority for deleting the record.
  9. After unlocking the data by the P & A Administrator, the data can only be viewed by the Dealing Officer. At this stage the Dealing Officer if tries to change or delete the data the system gives an error message.

At this stage the P & A Administrator can change the data.

Auto forwarding the mails or workflow

  1. Start the transaction using the menu path or transaction code.
  2. Click (Or use T Code SBWP).

  3. Select SettingsèOffice settings.
  4. A popup will open as under.

  5. Click on the tab. Page will change as shown below.
  6. Click (Create icon) .
  7. Automatic Forwarding

  8. As required, complete/review the following fields:
  9. Field Name

    R/O/C

    Description

    Forward to

    R

    SAP User ID of the person to who you wish to forward.

    Example: 12345

    From

    R

    Start Date of forwarding period

    To

    R

    End date of forwarding period

  10. Click .
  11. Click (After entering the period for which you want the auto forwarding of the mails).

The Hiring Process

1. Start the transaction using the menu path or transaction code.

SAP Easy Access - User menu for EHEAD

2. As required, complete/review the following fields:

Field Name

R/O/C

Description

Command box

R

Type the Transaction Code PA40 in the command box

Example: /nPA40

Personnel Actions

3. As required, complete/review the following fields:

Field Name

R/O/C

Description

CPF No

R

Put the CPF no to be allotted.

Example: 1234

From

R

Put the date of Joining ONGC.

Example: 20.03.06

4. Click to execute. Screen for Infotype-0000 (Actions) appear.

Create Actions

5. As required, complete/review the following fields:

Field Name

R/O/C

Description

Reason for action

R

Choose the appropriate Reason for action from F4 Help. If it is DOD case, then choose this option in reasons.

Example: Business Growth.

Personnel Area

R

Choose the personnel area from F4 Help. It should be your own Personnel Area.

Example: JORD.

Employee Group

R

Select the Employee group applicable to the employee from F4 Help.

Example: 1-Active employee.

Employee subgroup

R

Select the Employee subgroup applicable to the employee from F4 Help.

Example: E1

Create Actions

Press Enter and the save the information when the system prompts to do so.

Click to save the record.

6. Create Organizational Assignment : Next appears screen for Infotype-0001. You need to capture his posting details in this screen. This is one of the critical infotype which determines access of an employee.

7. As required, complete/review the following fields:

Field Name

R/O/C

Description

Position

R

Give a Position for the employee. If you do not know the exact position, then you may give Transferee Position as a temporary measure. (you can use PPOM_OLD to find vacant position or create new position)

Example: 90000124

PersAdmin

R

PersAdmin is the E Head code where his file will be maintained

Example: RSN

PayrAdmin

R

PayrAdmin is the code of associated PCS Head of the E Head above.

Example: YTJ

Subarea

R

Select the applicable Subarea from F4 list

Example: OFDT/ FLDT

Create Organizational Assignment

Keep pressing enter till system prompts you to SAVE. Now save the record.

Click to save the record.

8. Create Personal Data : Next comes the screen for Personal Details Infotype-0002. You will capture personal details of the employee like his name, DOB, etc. in this screen.

As required, complete/review the following fields:

Field Name

R/O/C

Description

Form of addr

R

Select applicable Form of addr.

Example: Mr/ Mrs/ Ms

Last name

R

Last name is mandatory

Example: Judson

First name

R

Enter the First name. Pl be careful in entering the name as you will not be able to change it later.

Example: Vineet

Birth date

R

Enter the Date of Birth

Example: 15.10.1978

Birthplace

R

Name of Birthplace.

Example: Delhi

Mar.status

R

If you select Mar. status as married, then Date of marriage is mandatory

Example: Single

State

R

State of birth.

Example: Delhi

Religion

R

Religion of the employee.

Example: Christian

Keep pressing enter till system prompts you to SAVE. Now save the record.

Click to save the record.

Please note that once you have created Infotype-0000, 0001 and 0002 while hiring, then employee name will appear next time you type their ID /CPF in PA30 or PA20 screen. This means that even if you could not complete the hiring for some reason in the first attempt, like say broken connectivity, you will be able to complete the hiring later by creating the necessary infotypes in PA30. But if you could not complete steps upto infotype-0002, then you will not be able to complete the process later in PA30 or PA41. In such a situation you need to contact the core team.

9. Create Challenge: Screen for Infotype-0004 for recording physical handicap status appears next.

If the employee has some physical handicap or have been hired in PH category, then you need to capture it in this infotype.

As required, complete/review the following fields:

Field Name

R/O/C

Description

Challenge group

R

Description of the Challenge group.

Example: Visually handicapped

Degree of challenge

R

Description of the Degree of challenge.

Example: 25%

If the Infotype is not applicable to the employee then Click on to cancel and proceed.

10. Create Family/Related Person: Screen for creating family details infotype-0021opens next. This infotype is used to capture the information pertaining to the family members of the employee and their dependency status on the employee for different purposes. Select the relation / relative for which the record is to be created.

A popup with subtypes (applicable relationship type) for infotype-21opens.

Subtypes for infotype "Family/Related Person" (1) 15 Entries found

On selecting the appropriate the relationship type, the screen for infotype-21 opens.

As required, complete/review the following fields:

Field Name

R/O/C

Description

First name

R

Give the first name of the relative

Example: Father

Last name

R

Give the last name of the relative

Example: Judson

Date of birth

R

Give the Date of birth of the relative

Example: 01.05.1946

Gender

R

Choose the appropriate gender

Marital / employment status

R

Required if family member is a Girl Child. In case of Girl Child, make it SINGLE if daughter is unmarried. In case the daughter is married, then choose option MARRIED and also put Date of Marriage.

Dependency

R

Click on against the medical dependency/ LFA dependency / CEA dependency, if applicable. Also click on the relevant income group for the dependent in case of parents.

Spouse employment status

O

If spouse is employed in ONGC, then enter her CPF no. If she is employed in other PSU / Govt agency then record it here.

Create Family/Related Person

Keep pressing enter till system prompts you to SAVE. Now save the record.

Click to save the record.

Create Family/Related Person

Create all the family members of the employee in the same manner. If E Head is creating the records, then he needs to lock the record manually before saving. For this go to main menu Edit à Lock / Unlock.

Please note that the Number appearing against Family member type is system generated. This system generated no. controls eligibility for various claims. Therefore all children of an employee should be captured irrespective of their eligibility for claims like CEA. If you maintain their records, system logic will automatically decide their eligibility. Thus even if some of the children had become ineligible at the time of hiring the employee in system, they should still be captured in system

The subtype popup of infotype-21 screen keeps appearing repeatedly to facilitate creation of all relatives. Once all family members have been created, you can skip this infotype by closing the subtype popup.

11. Create Addresses: Screen for infotype-006 for creating Addresses opens next. Here also a popup with all possible subtype (type of addresses) appear.

Subtypes for infotype "Addresses" (1) 22 Entries found

Select the Address from the list. To select Double-click on it, e.g., we select .

As required, complete/review the following fields:

Field Name

R/O/C

Description

c/o

O

Address line1

Example: ABCD

Street/House no.

O

Street/House no.

Example: 1234

2nd address line

O

Address line2

Example: XYZ

PIN/ViI./Town/City

R

The filed with tick mark is mandatory

Example: Delhi

District

O

District

Region

O

Region is state name

Example: Delhi

Keep pressing enter till system prompts you to SAVE. Now save the record.

Click to save the record.

The popup of subtype opens again. Now we will create another record for Home Town. Double-click to select it.

Create Addresses

As required, complete/review the following fields:

Field Name

R/O/C

Description

c/o

O

Address line1

Example: ABCD

PIN/ViI./Town/City

R

The filed with tick mark is mandatory. Maintain hometown name here. This will appear in his LFA order. Pl be careful as you will not be able to change it, even for spelling mistake.

Example: Delhi

Region

O

Name of the state where his hometown is located

Example: Delhi

Nearest Railway Station

R

The Nearest Railway Station to his hometown.

Example: Delhi

Nearest Airport

R

The Nearest Airport to his hometown.

Example: Delhi

Keep pressing enter till system prompts you to SAVE. Now save the record.

Click to save the record.

Nomination Details can also be created in the same manner. All required nomination are maintained in system in Address infotype as various subtypes. E.g. we will create a PRBS nominee. Select from the subtype popup.

Create Addresses

As required, complete/review the following fields:

Field Name

R/O/C

Description

c/o

O

Address line1

Example: ABCD

Street/House no.

O

The Street/House no..

Example: 1234

PIN/ViI./Town/City

O

Maintain the city name here.

Example: Delhi

Account type

R

Should be same as that of the subtype selected. No F4. Just type out the text.

Example: PRBS

Percentage

R

Description of the Percentage.

Example: 100

Relation

R

Select from the F4 list. Details like nominee name and age etc. will get populated automatically.

Example: 2 -child

Guardian

R

This section opens for data entry only if the nominee maintained above is minor (<= 18 years of age). In such case, maintain the guardian detail.

Example: Father

Press Enter till the system prompts to save the record. Similarly other Nomination Details can also be created for the employee. Click to save the record.

The subtype popup of infotype-0006 screen keeps appearing repeatedly to facilitate creation of all addresses. Once all addresses have been created, you can skip this infotype by closing the subtype popup.

12. Create Planned Working Time : Screen for infotype-0007 opens next.

In normal cases, this infotype opens with all the values pre-populated. You need to check the following:

  1. That the Start date of the record should be same as the Date of Joining ONGC
  2. If the DOJ ONGC > 01.01.2004, then the Time Management Status is 7
  3. Default Work Schedule Rule is ONSH - ONGC WS RULE NORMAL, which Normal Duty Pattern. You can change this if employee is hired for ON-OFF duty pattern from the F4 drop down. What you maintain here decided as to how his leaves like EL & HPL are to be deducted.

Once you Press Enter, following fields gets populated at the bottom section:

  1. Daily working hours
  2. Weekly working hours
  3. Monthly working hr
  4. Annual working hours
  5. Weekly workday

Press Enter. Save the record when system prompts.

Click to save the record.

13. Create Monitoring of Tasks: Screen for infotype-19 opens next.

Press Enter and the system shall populate the values for the date of Completion of Probation and Date of Retirement. Save both this date type and go to next infotype. For employee group GT (EG=G)and Tenure based employee (EG=T) two more task type GT - Training Completion Date and T1 - Tenure Completion date respectively should also be saved.

(Please note down the system generated Date of Retirement. You will require this later in infotype-41)

14. Create Date Specifications: This is infotype-41. Depending on employee's DOJ and employee group (i.e. whether regular or tenure based employee), you will be required to maintain some date types and dates. The details are given under:

Date Type

Date

Applicable employee group / type

ZL

Date of hiring

All

N0

Date of retirement

All

ZP

Date of joining PRBS. It is DOJ if joined after 1.4.1990

All

NT

Tenure Completion date

Tenure employee (EG=T)

ZT

Tenure Start Date

Tenure employee (EG=T)

SG

Start of GT Training

Graduate Trainee (EG=G)

ZG

Completion of GT Training

Graduate Trainee (EG=G)

Press Enter. Save the record when system prompts. Click to save the record.

15. Create Educational Qualification: Next opens screen for infotype-9022. Educational qualification of the employee is to be captured here. The Start date of the record can not be less than the date of certificate date. Enter the Qualification code, Certificate date, University/ Board, Institute, Duration of the course, Division and enter till the system prompts to save.

As required, complete/review the following fields:

Click on the F4 help of Qualification Code field. A small popup opens

Qualification Standard

Click on to get the F4 help.

A new popup with list of qualifications opens as under.

Qualification Standard Code (1) 67 Entries found

Double-click on the desired qualification to select it. e.g. we select .

Now you will see that the selected qualification standard code appears in the popup as under.

Qualification Standard:

Press enter. A new list of qualification codes conforming to the qualification standard chosen earlier will open. In this example, as we have selected Engineering Graduate as qualification standard, a new list will display all engineering graduation degrees in system, viz. BE (Civil), BE (Mech), etc.

Qualification Details (1) 85 Entries found

Double-click on the desired qualification to select it. Now you will be taken back to the initial screen of infotype 9022. You will also see that the selected qualification code is appearing. If you press enter now, the details of the selected qualification code will appear.

You are also required to fill certain other information in the screen as under:

Field Name

R/O/C

Description

Duration

R

Duration of the course.

Example: 4

Unit Of Duration

R

Unit Of Duration of the course.

Example: Years

Cert. / Mark sheet Date

R

Cert. / Mark sheet Date is date of acquiring the qualification.

Example: 30.05.05

University / Board

R

Name of the University / Board.

Example: IP UNIV

Institute

R

Name of the of the Institute.

Example: XYZ INSTT

Class/Div.

R

Class/Div. obtained

Example: FIRST

Create Educational Qualification

Press Enter. Save the record when system prompts. Click to save the record.

The infotype-9022 screen keeps appearing repeatedly to facilitate creation of all qualification. Once all qualification records have been created, you can skip this infotype by cancelling the screen.

Click on to cancel and proceed.

16. Create Qualification Level: Screen for infotype-9024 opens next to capture qualification level as per MRPR80.

As required, complete/review the following fields:

Field Name

R/O/C

Description

Qualification Level As per rule.

R

Description of the Qualification Level.

Example: Q1

Press Enter. Save the record when system prompts. Click to save the record.

17. Create Other/Previous Employers: This is screen for infotype-0023. If employee had previous work experience or say ex-serviceman, then capture this information here.

Else cancel the Screen and proceed. Click on to cancel and proceed.

18. Create Territorial Army Service: This is screen for infotype-0081. If the employee is a member of Territorial Army, then capture the details here.

Enter the Period, Service Type, Military Rank, Unit etc for the employee.

Enter the data and save the infotype.

If not applicable, click on to cancel and proceed.

19. Create Communication: You can capture communication details like Email, Telephone No, Cell Phone etc.

You can skip this screen if no data is available. For this, click on to cancel and proceed.

20.Create Designation Infotype: This is screen for infotype-9930. Select the Applicable Discipline and Sub-Discipline for the concerned employee using the F4 help.

As required, complete/review the following fields:

Field Name

R/O/C

Description

Discipline

R

Select the Discipline.

Example: MECHANICAL

Sub Discipline

R

Select the Sub Discipline.

Example: MECHANICAL

Click on in the designation field. This will display the list of designations for the applicable discipline and sub-discipline at the employee level. (You can see that the level is displayed in grey alongside the applicable R&P code)

DESIGNATIONS

To select the designation, double click on it. Now you need to fill the employee category.

Create Designation Info type.

As required, complete/review the following fields:

Field Name

R/O/C

Description

Category

R

Description of the Category.

Example: GENERAL

Keep Pressing Enter till system prompts to save.

Click to save the record.

21. Create Requisite Declarations: This is screen for infotype-9916. Capture the details of declarations submitted by employee at the time of joining.

Click on for those documents which are submitted by the employee at the time of

Joining.

Create Requisite Declarations

Keep pressing Enter till the system prompts to save.

Click on to save the record.

This completes the sequence of info type that constitutes Hiring action. You will be taken to PA40 - Create Actions screen. If you can see the employee name in the screen, then you have successfully hired an employee in the system.

This completes the Hiring Action.

CONCLUSION

According to my study, I found that the employees of O.N.G.C are very much satisfied with the training system of their organization. Employees of all the level think that training system of the organizations is well planned and they enhance their knowledge by attending the workshops/ training. So we can also conclude that ONGC have a highly well managed training system and employees of this organization are very much satisfied with their working environment and give more concentration to their work. And the whole Appraisal process is systematic with data security and authentication. The whole process is transparent with unbiased appraisers. Appraisal system is totally performance based. And if any employee is not satisfied with his / her grades, provisions are made for Appeal to the Appellate Authority. The process is time - consuming but best result is expected. ONGC has evolved and grew with the change in technology and they have adapted themselves with new technologies. Since 2008, Centralized SAP functioning started in ONGC, for every department and for every office. SAP has helped to store, retrieve, and process data in a simpler, faster and secure manner. Every department says that with the introduction of SAP their workload has reduced and way of working also changed. Finally I would conclude my analysis that the HR practices I have understood there practically helped the organization to grow in the global market as well as helped the individuals / employees for their personal growth.