SAP Human Resources (SAP HR)

The Human Resources module (SAP HR) consists of all master data, system configuration, and transactions to complete the Hire to Retire (or, as some say, Fire) process. It includes the following information and processes.

SAP Human Resources (HR) Components or Sub-Components:

· Personnel Management
- Personnel Administration
- Recruitment
- Organization Structure
- Compensation Management
- Personnel Development

· Organizational Management

· Travel Management

· Time Management

· Payroll

Typical Hire to Retire business process associated with the SAP HR module:

This is brief review of the components and processes associated with the SAP HR module.

 

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Difference between Recruitment and Selection

Basis	Recruitment	Selection
Meaning	It is an activity of establishing contact between employers and applicants.	It is a process of picking up more competent and suitable employees.
Objective	It encourages large number of Candidates for a job.	It attempts at rejecting unsuitable candidates.
Process	It is a simple process.	It is a complicated process.
Hurdles	The candidates have not to cross over many hurdles.	Many hurdles have to be crossed.
Approach	It is a positive approach.	It is a negative approach.
Sequence	It proceeds selection.	It follows recruitment.
Economy	It is an economical method.	It is an expensive method.
Time Consuming	Less time is required.	More time is required.

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Training Needs Analysis

Training is an expensive process not only in terms of the money spent on it but also the time and the other resources spent on the same. The most important question therefore is determining whether or not a need for training actually exists and whether the intervention will contribute to the achievement of organisational goal directly or indirectly? The answer to the above mentioned question lies in 'training needs analysis' which is the first step in the entire process of training and development.

Training needs analysis is a systematic process of understanding training requirements. It is conducted at three stages - at the level of organisation, individual and the job, each of which is called as the organisational, individual and job analysis. Once these analyses are over, the results are collated to arrive upon the objectives of the training program.

Another view of the training need is that, it is the discrepancy between 'what is' and 'what should be'. Taking cues from this the world bank conducted a needs analysis and arrived upon the conclusion that many of its units in eastern regions of Europe required transformation from state owned business to self sustaining organisations. A number of universities were then contacted to develop the necessary modules and conduct the training upon the same.

Although each step in the entire training process is unique in its own, needs analysis is special in that it lays the foundation for the kind of training required. The assessment gives insight into what kind of intervention is required, knowledge or skill or both. In certain cases where both of these are present and the performance is still missing then the problem may be motivational in nature. It thus highlights the need and the appropriate intervention which is essential to make the training effective.

As mentioned earlier, the needs analysis / assessment is carried out at three levels - organisational, Individual and Job. We now take up each one of them in detail.

Organisational Analysis

The organisational analysis is aimed at short listing the focus areas for training within the organisation and the factors that may affect the same. Organisational mission, vision, goals, people inventories, processes, performance data are all studied. The study gives cues about the kind of learning environment required for the training. Motorola and IBM for example, conduct surveys every year keeping in view the short term and long term goals of the organisation.

Job Analysis

The job analysis of the needs assessment survey aims at understanding the 'what' of the training development stage. The kind of intervention needed is what is decided upon in the job analysis. It is an objective assessment of the job wherein both the worker oriented - approach as well as the task - oriented approach is taken into consideration. The worker approach identifies key behaviours and ASK for a certain job and the task - oriented approach identifies the activities to be performed in a certain job. The former is useful in deciding the intervention and the latter in content development and program evaluation.

Individual Analysis

As evident from the name itself, the individual analysis is concerned with who in the organisation needs the training and in which particular area. Here performance is taken out from the performance appraisal data and the same is compared with the expected level or standard of performance. The individual analysis is also conducted through questionnaires, 360 feedback, personal interviews etc. Likewise, many organisation use competency ratings to rate their managers; these ratings may come from their subordinates, customers, peers, bosses etc. Apart from the above mentioned organisations also make use of attitude surveys, critical Incidents and Assessment surveys to understand training needs which will be discussed in detail in other articles.

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Time Management - Meaning and its Importance

It is rightly said "Time and Tide wait for none". An individual should understand the value of time for him to succeed in all aspects of life. People who waste time are the ones who fail to create an identity of their own.

What is Time Management ?

• Time Management refers to managing time effectively so that the right time is allocated to the right activity.
• Effective time management allows individuals to assign specific time slots to activities as per their importance.
• Time Management refers to making the best use of time as time is always limited.

Ask yourself which activity is more important and how much time should be allocated to the same? Know which work should be done earlier and which can be done a little later.

Time Management plays a very important role not only in organizations but also in our personal lives.

Time Management includes:

1. Effective Planning
2. Setting goals and objectives
3. Setting deadlines
4. Delegation of responsibilities
5. Prioritizing activities as per their importance
6. Spending the right time on the right activity

• Effective Planning

  Plan your day well in advance. Prepare a To Do List or a "TASK PLAN". Jot down the important activities that need to be done in a single day against the time that should be allocated to each activity. High Priority work should come on top followed by those which do not need much of your importance at the moment. Complete pending tasks one by one. Do not begin fresh work unless you have finished your previous task. Tick the ones you have already completed. Ensure you finish the tasks within the stipulated time frame.
  

• Setting Goals and Objectives

  Working without goals and targets in an organization would be similar to a situation where the captain of the ship loses his way in the sea. Yes, you would be lost. Set targets for yourself and make sure they are realistic ones and achievable.
  

• Setting Deadlines

  Set deadlines for yourself and strive hard to complete tasks ahead of the deadlines. Do not wait for your superiors to ask you everytime. Learn to take ownership of work. One person who can best set the deadlines is you yourself. Ask yourself how much time needs to be devoted to a particular task and for how many days. Use a planner to mark the important dates against the set deadlines.
  

• Delegation of Responsibilities

  Learn to say "NO" at workplace. Don't do everything on your own. There are other people as well. One should not accept something which he knows is difficult for him. The roles and responsibilities must be delegated as per interest and specialization of employees for them to finish tasks within deadlines. A person who does not have knowledge about something needs more time than someone who knows the work well.
  

• Prioritizing Tasks

  Prioritize the tasks as per their importance and urgency. Know the difference between important and urgent work. Identify which tasks should be done within a day, which all should be done within a month and so on. Tasks which are most important should be done earlier.
  

• Spending the right time on right activity

  Develop the habit of doing the right thing at the right time. Work done at the wrong time is not of much use. Don't waste a complete day on something which can be done in an hour or so. Also keep some time separate for your personal calls or checking updates on Facebook or Twitter. After all human being is not a machine.
  

For Effective Time Management one needs to be:

Organized - Avoid keeping stacks of file and heaps of paper at your workstation. Throw what all you don't need. Put important documents in folders. Keep the files in their respective drawers with labels on top of each file. It saves time which goes on unnecessary searching.

Don't misuse time - Do not kill time by loitering or gossiping around. Concentrate on your work and finish assignments on time. Remember your organization is not paying you for playing games on computer or peeping into other's cubicles. First complete your work and then do whatever you feel like doing. Don't wait till the last moment.

Be Focussed - One needs to be focused for effective time management.

Develop the habit of using planners, organizers, table top calendars for better time management. Set reminders on phones or your personal computers.

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Withdraw your Employee Provident Fund or EPF in India?

 

Process/Procedure for Withdrawal of Employee Provident Fund

Almost all of us are working for a company and we contribute a small percentage of our monthly salary into our Employee Provident Fund account. We all know that PF is a great saving instrument and it will help us generate a corpus for our retirement. But in case we leave the company or want to withdraw money for some emergency than we should know the way get it transferred or to withdraw PF amount. After all, it is our money and we definitely have the right to take it when we need it the most.

 

1. PF Withdrawal upon resignation: 

Upon resignation an employee can either withdraw or transfer his/her PF amounts at his desire.

a) For Withdrawal: 

In order to withdraw the PF/ Pension funds you have to submit Form 19 (Download) and Form 10C (Download) preferably through your. Depending upon the attitude and working capabilities of employees in the respective EPF Office, it will take 45 to 60 days to get your balance credited to your bank account. Withdrawals of PF can be done only after 60 days period after resignation.

With From 19 (Download) and 10C (Download) also attach xerox copy of the first page of the passbook of your savings bank account (preferably with nationalised bank) depicting the bank account number, branch location etc. and send the complete set of forms with enclosures to the previous employer for forwarding the forms to PF office.

Form No 19 (Download) is for Provident fund withdrawal & Form No. 10C (Download) is for Pension scheme withdrawal.

b) For Transfer: 

For transfer you have to get Form 13 (Download) submitted through your present Company but you need to know your earlier PF a/c no.etc.
Also you need to provide following details to your current company.

• Name and address of the previous company from which PF is still pending to be claimed.
• Group Code of the previous company.
• Date of Joining and date of leaving from previous company.
• Your PF no from the previous company.

 

2. PF withdrawal during Working period : 

The Provident Fund members can avail advances / partial withdrawals subject to certain conditions like Marriage for self and dependant sisters, brothers etc / purchasing of dwelling house or repayment of housing loan / specified medical treatments / Closure of establishment etc.,

You need to submit Form 31 (Download) for claiming amount. But the PF authorities will sanction only if you satisfy the qualifying conditions.  Read "Guidelines for PF withdrawal" that gives you clear idea like on what grounds can employee withdraw PF during his/her working period.

 

3. Track Your Provident Fund Claim Online

You can track the status of PF (Provident Fund) Account Transfer and PF  (Provident Fund) Money Withdrawal claims online @  "Track Your Provident Fund Claim".

 

Few Points to Remember

1. Use the appropriate form for claiming Provident Fund Pension, withdrawal benefit/scheme certificate, Employees' Deposit Linked Insurance benefit, etc. as given below :-

• Form-19 (Download): To claim final settlement of Provident Fund by a member.
• Form-20 (Download): To claim Provident Fund by nominee/legal heir on death of the member.
• Form-10-D (Download): To claim pension. (In duplicate: If within state, In triplicate: If outside state.)
• Form-10-C (Download): To claim withdrawal benefit/scheme certificate under Employees' Pension Scheme '95.
• Form-5IF (Download): To claim assurance benefit under Employees' Deposit Linked Insurance '76 by nominee/legal heir of a member.
• Form-31 (Download): To claim temporary withdrawal/advance under Employees' Provident Fund scheme '52.
• Form-13 (Download): To effect transfer of Provident Fund/Pension from one A/C to another.

2. Ensure that all columns of the application are filled completely.

3. Information in the application form relating to name, a/c no. should agree with the details available with Employees' Provident Fund Organization; which were furnished by the employer at the time of enrolling to Provident Fund.

4. Application should be signed by the member/claimant.

5. It should be attested by the former employer. In case attestation by the former employer is not possible, it should be got attested by any other authorized official specified with application form.

6. Application for final settlement can be sent by a member on completion of 2 months from the date of leaving service, if the reason for leaving service is other than superannuation, medical ground, retrenchment and V.R.S./ Female members getting married etc.

7. Desired mode of payment can be given legibly, if the amount involved is more than Rs. 2000/-. The amount will sent by deposit in payees' bank a/c. To facilitate this, Bank a/c no., name and address of the bank should be furnished. An advance stamped receipt should also accompany this application.

8. Application may be supported by the return Form-10 , showing the details of leaving service and details of contribution for the year in Form-3A, if not sent earlier by the employer.

9. To get all forms at once place jump to EPFO site. 

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You can withdraw your EPF without Employer Signature

You can withdraw your EPF without Employer Signature

Do you know how to withdraw your EPF without Employer Signature ? Do you think if its possible at all ? Is your previous employer not signing your EPF Withdrawal documents? Have you left your company long back and now you can not take your past employer signatures ? Or is your EPF company stuck because your employer is not supporting you or helping you in withdrawal procedure ? Or it might happen that your employer relations with you mess up for some reason and now they are not ready to cooperate in the EPF withdrawal procedure and threatening you? Here are 2 real life examples of these kind of situation

Case 1 : Priyanka was also stuck with a company which was shut down and her PF was stuck

The last company i was working with has been shut down. Now I need to withdraw my EPF, however I am not getting any help from the company. I have tried to contact the GM – HR and the CA but no response. As the sum is huge, I am worried if I will be able to withdraw the amount without company's approval or authorized signature. The full and final settlement has been closed and relieving letter has been issued by the company. Please advise how should i go about in this case.

Case 2 : Ramz was also facing similar issue but here employer was not supporting the employee for EPF withdrawal

One of my friend was in a similar situation few months back. I have pay slip but no relieving letter. When contacted with the finance dept, I was told that I cannot get the epf amount as I have not got the relieving letter. The amount will not be released by them even though an epf amount is mentioned in pay slip. He was asked to pay the amount for serving period of two months and then get relieving certificate and later only will they release the funds for epf account.

Now the question. Can one withdraw his EPF without the support of his past employer signatures or support ? Yes ! - There is a solution! .

Today we will discuss, how you can withdraw your Employee Provident Fund money without your past employer's help. A lot of people feel that it's not possible without employer involvement, but it's not true! Let me start by sharing a bit about this.

Employer can not control EPF money

Each month employer takes the EPF part, out of your salary and along with their contribution, deposit it into your EPF account with the EPFO organisation. Once they deposit it with EPF office, then it's just your money and no one else's. Your employer can not control it. However note, that your employer's signatures are required on the EPF withdrawal form, to certify that you are not employed with them anymore and now you can withdraw the EPF.

A lot of people leave their jobs without serving the notice period or because of some other issue and employers do not help them to claim their Provident Fund money. Here is one instance on our Jagoinvestor Forum

I worked in a company in 2009 for few months. I had some issues with them and resigned from that company. I did not get any relieving order. All I have is my salary slip which has PF account no. Is it possible to get back the PF amount without the permission/notice to the previous employer which I worked ?

3 steps to withdraw your EPF without Employer Signature

Here are 3 steps you need to do to successfully withdraw your EPF without previous employer signatures.

Step 1

First download and fill up Form 19 (for EPF withdrawal) and  Form 10C (for EPS Withdrawal)

Step 2

Get it attested by any one of the following

• Manager of a bank (PSU preferred)
• By any gazetted officer.
• Magistrate / Post / Sub Post Master / Notary

Step 3

Write down a letter addressing the regional PF commissioner, stating the reason why you have to get it attested and how you are facing issues with your employer. In case you have any proof of  unsupportive behaviour from your employer, better attach it. (This step is optional, and not mandatory)

Step 4

If you are unemployed, you will have to make an affidavit that proves that you are unemployed. Download this Affidavit Sample and get it printed on a Rs. 100 stamp paper with a notary or any gazetted officer signature on it (This Affidavit is part of our Jagoinvestor Wealth Club) . This is required because you need to be unemployed if you want to withdraw your EPF . If you are employed, you can transfer your EPF to your new employer.

Step 5

Send these forms to your regional EPF office and wait for next few months for some kind of action.

Step 6

Once your application is processed, the EPF withdrawal request will be honoured and you will be paid. If you still don't see any action or response, then its time to File an RTI application to EPF Department for finding out the exact Status.

Legal Action against your past employer

Note that Employee provident fund money is totally yours and no matter what the situation, your past employer should be helping you in withdrawing it. It can be some issue your employer or you might have.., your employer can not say that they will not give signatures and create issues in your EPF Withdrawal.

If that's the case, it might be time to teach them a lesson.

If you are 100% sure that you are correct and it's a case of harassment, just collect all the documents which proves the harassment and then inform your regional Provided Fund officer about this. He will carry out an enquiry, contact the employer and if he finds them guilty, there can be legal action against the company and might even amount to imprisonment. It's the Employer's duty to keep records as per the law and also maintain the terms and conditions, failing which employer can get a notice under a section 7A, which lays the guidelines of strict actions against the employer. I got this from one of the RTI related websites 

Normally, the EPFO which maintained your EPF account should have settled the claim based on the signature of the Bank Manager since you find it difficult to get the form attested by your previous employer. They should not have sent it back to you telling to get the signature of the previous employer. The fact appears to be that the employer is not willing to sign the form for some reason or the other. (I presume the establishment is not closed but is still working). It is the duty of the employer to sign the settlement form. If he fails to do so the Regional Provident Fund Commissioner (RPFC) concerned can take action against him. You can make a complaint to the RPFC pointing this out and urging him to either settle the claim as it is or to get the claim signed by the employer and in case the employer declines to sign to take appropriate action against him instead of harassing you by not settling the claim. Please send this complaint by registered post and keep copy. After about a month if no action is taken file an application under RTI and ask what action has been taken on your complaint,people responsible for not taking action etc. Your claim will automatically be settled.

Conclusion

It's possible to withdraw your EPF money without the help of your past employer. You just need to know the right steps and should also have the energy and motivation to follow up on the matter. Let us know what did you learn out of this article. Do you think this is something useful for you? From this article, did you understand properly how you can withdraw your EPF without Employer Signature ?

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Registration process of establishment under EPF Act..

Duly filled “ Performa for coverage” for allotment of Establishment code along with “form for allotment of Business Numbers (BN)” along with the following documents.

v Letter of Intent

v Copy of license of Shops & Commercial Establishment

v Copy of PAN Card

v C.S.T./U.P.T.T. Number

v Details of employees i.e. Name of the employee, Father’s name, Date of joining, Salary break-up

v Identity Proof (Driving license, Ration Card, Passport, Voter Id Card)

v Bank Accounts details

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