What is SAP labor cost mapping?

SAP stands for Systems Applications Products.  It is an enterprise resource planning software that helps businesses manage their operations and processes effectively. The SAP labor cost is exported twice a month. This export contains actual labor cost for the past month and forecasted labor cost for the current and future months.

When the SAP labor cost is imported to PMI for the first time, there will be accounts that need to be mapped.
The actual labor cost for the past month and the forecasted labor cost for the current and future months will be removed from PMI and set to zero. When this is complete, the data is then replaced with the labor cost from the imported file.

How do I access the screen?

On the PMI Home Screen, a red box will appear with information about any accounts that need to be mapped. Clicking on the box will take you directly to the Mapping module, or you can go via the main menu in the top left corner and select Mapping – Accounts, under the column Administration.

View options

Select the property you wish to work with, if you have access to more than one property, then select All. When starting out, it is best to check all the boxes in the View options dropdown, to make sure that everything is uploaded properly, except for PMI Planning and GoGreen. Those are only applicable if they are part of your PMI package and they are handled seperately. 

At the top of the page, make sure you have selected ALL as your view option and not a specific department. In the Interface column, click the dropdown list and choose XXXXX Labor Cost.

When you first enter the Mappings page, the unmapped accounts will appear at the top of the list. Click on Department ID to sort the column.

How to map the various SAP departments

The cockpit setup in PMI is a bit different from the SAP import. This is because PMI is a productivity tool and your organization has chosen the setup that works best for them. For example, all properties have a specific Breakfast cockpit or Breakfast segment. Also, the Housekeeping department in SAP is split into several cockpits in PMI. When mapping, we also then need to split this department into several cockpits.

To split one cockpit into several, use the 3 dots at the far right end of the row. If this is the initial mapping, the three dots will automatically be open for editing. If you need to split the cockpit after the initial mapping has been done, you will need to click the padlock at the left end of the row that you want to edit in order to unlock the row for editing.

Repeat as many times as needed to get the desired number of cockpits.

After the split has been done, each sub-cockpit needs to be assigned a percentage of the parent cockpit. The total needs to add up to 100%. Please do not use decimals in the percentage split.

The cockpits are displayed in the dropdown list in the mapping module. It’s important that every cockpit in the dropdown list has been mapped.

If you do not map to a specific cockpit, you need to make sure that you do not already have labor cost in the forecast of actual for this cockpit, or your labor cost will not validate to SAP.

You cannot map labor cost to a department where you do not have any forecasted hours. PMI will not insert any values for current and future forecast without forecasted hours.

When you have finished, remember to click Save in the top, righthand corner. 

The import XXXX Labor budget should be mapped in the same way as the Labor cost.

The FTE_TOTAL_OWN/CON should always be ignored.

When finished, please email Eric Cevey, and put your regional financial controller on Copy, and the data will be triggered to populate in PMI.

Verify the data

To verify that the data imported into PMI is accurate, you can go to the Budget & forecast module in PMI. You can access it from the dropdown menu on the top left of the PMI home page. Once there, select the Year view. All past months will be imported as Live forecast labor cost and the current and future months will be imported as Forecast.

If you have split mappings, you will need to calculate the split to verify the data in PMI.

The Management Perspective can be used to verify the total labor cost for the hotel. This can be accessed from the side bar and dropdown menus on the home page.

Depending on if you choose to view Month, Months or Year, you will see the labor cost in the Year To Date and Month End columns.

From this point on, the labor cost does not need to be manually updated in PMI by the financial controllers. This import will automatically populate both actuals for last month, and the forecast for current and future months.