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Office of Management & Finance

Office of the Chief Administrative Officer

Phone: 503-823-5288

1120 SW 5th Ave, Room 1250, Portland, OR 97204

More Contact Info

(PA) Personnel Administration


Table of Contents

(Printable Version)

BHR Recall Reporter

The BHR Recall Reporter is responsible for the basic reporting from the recall infotype 9002 via the execution of the Recall report.

Work Instructions

ZHR_RECALL_REPORT Recall (IT9002) Reporting Process

Change Documentation

15 October 2014: added ZHR_RECALL_REPORT instructions


BHR Recall Administrator

The BHR Recall Administrator is responsible for the basic maintenance of the recall info type 9002 and for the execution of the Recall report.

Work Instructions

Recall Administration Process

Change Documentation

15 October 2014: added Recall Administration Process work instructions


BHR Drug Screening Coordinator

BHR Drug Screening Coordinator (RP_S_PA_BHR_DRUG_SCRENING_COOR)

The Drug Screening Coordinator is responsible for maintaining the drug and alcohol testing process at the City of Portland.  This role will have access to view limited info types in SAP and will only view info types that contain employee personal data.  This role will have no other read access to info types in SAP.  This role will have write access to info type 0697 Drug Screening to maintain data specific to City of Portland random drug screening processes and info types 0019 Monitoring of Tasks in order to set reminders for follow up to previous drug screenings. 

Change Documentation

27 August 2013: updated role description


BHR/E&D Reporter

BHR/E&D Reporter (RP_S_PA_BHR_E&D_REPORTER)

Employment and Development employees in BHR require reporting access to a number of reports to assist with recruitment planning and facilitation.  This role will have read only access to create a limited number of reports as needed for recruitment activities.  These reports will focus on Vacancy and Recall reports. 

Change Documentation

27 August 2013: updated role description


BHR Pay Increase Administrator

BHR Pay Increase Administrator (RP_S_PA_BHR_PAY_INCREASE_ADMIN)

The BHR Pay Increase Administrator is responsible for executing programs that impact employees’ pay as a result of structure increases to pay ranges/grades (mass updates) and to affect pay increases for employees in pay scales/steps on a regular basis. 

Change Documentation

27 August 2013: updated role description


Operating Bureau Personnel Administrator (OBPA)

Operating Bureau Personnel Administrator (OBPA) (RP_S_PA_OPERATING_BUREAU_PERSO)

The Operating Bureau Personnel Administrator (OBPA) performs most of the bureau's employee transaction functions in SAP. New hires, separations, leaves of absence, and employee changes are all performed by the OBPA. The OBPA is responsible for the day-to-day operation of employee data management in SAP. 

They run actions (PA40), update and/or read master data (PA30 & PA20) as well as run reports for their department.

Web-Based Training, Job Aids, Reports, and Work Instructions

HR Master Data Training

Job Aids

Create vs. Change

HCM Infotypes

Infotypes in Actions

IT0008 Basic Pay Change Business Scenarios

IT0008 Basic Pay Fields

IT0008 Basic Pay72-79 Tip Sheet with Percentages

IT0019 Monitoring of Tasks 6-2009

IT0040 Objects on Loan 6-2009

IT0041 Date Specifications

IT0094 Residence Status / I-9 Tracking by Bureaus

OM Prerequisites for PA Actions

SAP Action Reason Codes 1-2013

SAP Enterprise Structure July 2014

Reports

PA10 Display HR Personnel File

PA20 Display HR Master Data

PC00_M02_LINFO Display Infotype Overview for Employees

S_AHR_61015516 Vacancy Report

S_AHR_61016129 Flexible Employee Data Report

S_L9C_94000095 Display Headcount Changes

S_PH0_48000450 Display Date Monitoring Report

ZHR_DATEJOBCLS Job Class Anniversary Date Report

Work Instructions

Emergency Contact Information Maintenance and Reporting

PA30 Create Object Manager Hit List

PA30 Delimiting IT2012 Time Transfer Specification (SWITCH) Records

PA30 Maintain HR Master Data - Change

PA30 Maintain HR Master Data - Delimit

PA30 Maintain HR Master Data - Update

PA40 Change in Pay - Non-Rep

PA40 Employee to Working Retiree Benefits Eligible

PA40 End of Temp Appt - Current Employee

PA40 End of Temp Appt - New Hire

PA40 Enter Personnel Action - New Hire

PA40 Extension of Temp Appt

PA40 Layoff

PA40 Leave of Absence

PA40 Limited Term Duration - New Hire

PA40 Over/Under/Lateral Fill - Temp Appt

PA40 Regular Action

PA40 Rehire

PA40 Retirement

PA40 Return from Leave of Absence

PA40 Separation

PA40 Status Change 80 to 72 in Pay Grade

PA40 Status Change 80 to 72 in Pay Scale

PA40 Status Change FT to PT in Pay Grade

PA40 Status Change FT to PT in Pay Scale

PA40 Status Change

PA40 Temporary Actions Current

PA40 Temporary Actions New Hire

Change Documentation

9 October 2014: added Emergency Contact Information Maintenance and Reporting

9 July 2014: Updated SAP Enterprise Structure 

28 February 2014: added PA30 Delimiting IT2012 Time Transfer Specification (SWITCH) Records

5 February 2014: updated Infotypes in Actions

12 November 2013: updated web-based training

4 September 2013: added web-based training

29 August 2013: added job aid

27 August 2013: updated role description; added job aids, reports, and work instructions


Operating Bureau Management

Operating Bureau Management (RP_S_PA_OPERATING_BUREAU_MANAG)

The Operating Bureau Manager has view-only access to some personnel-related infotypes. Some members of this role liaise with BHR and are likely to need to research personnel data related to their particular operating bureau. Those in this role have access to information such as position, vacancy reports, employee history, and employee personal data.

HR Master Data Training

Change Documentation

12 November 2013: updated web-based training

4 September 2013: added web-based training

27 August 2013: updated role description


BHR Technician & BHR Director's Executive Assistant

BHR Technician & BHR Director's Executive Assistant (RP_S_PA_BHR_TECHNICIANS_DIRECT)

The BHR Technician and BHR Director's Executive Assistant have read access to a number of info types in SAP and limited write access to only two info types: recall and seniority.  BHR Technicians will be responsible for key areas of HR functionality in the areas of layoff and recall and providing detailed reports to support daily BHR processes and operations. 

HR Master Data Training

Work Instruction

Annual Sick Leave Average Report

Change Documentation

10 September 2014: added Annual Sick Leave Average Report

12 November 2013: updated web-based training

4 September 2013: added web-based training

27 August 2013: updated role description


BHR Administrative Reporter

BHR Administrative Reporter (RP_S_PA_BHR_ADMINISTRATIVE_REP)

The BHR Administrative Report has access to specific HCM SAP reports and is responsible for providing these reports to support BHR daily operations and processes.  The reporter prepares and provides compliance reports from SAP as needed to meet state and federal guidelines. 

HR Master Data Training

Change Documentation

12 November 2013: updated web-based training

4 September 2013: added web-based training

27 August 2013: updated role description


BHR Quality Assurance

BHR Quality Assurance (RP_S_PA_BHR_QUALITY_ASSURANCE)

Quality Assurance is responsible for the accuracy and completeness of the SAP employee master data entered by the Operating Bureau Personnel Administrators (OBPAs) and others.

HR Master Data Training

Work Instructions

IT2006 Absence Quota Manual Delimit

IT2006 Sick Time Off Absence Quota Manual Delimit

Change Documentation

1 May 2014: added IT2006 work instructions

12 November 2013: updated web-based training

4 September 2013: added web-based training

27 August 2013: updated role description


BHR Seniority Administrator

BHR Seniority Administrator (RP_S_PA_BHR_SENIORITY_ADMINST)

The Seniority Administrator has read-only access to many personnel-related infotypes, write access to IT9002 Seniority infotype, and write access to IT9001 Recall infotype only.

Change Documentation

27 August 2013: updated role description