05 SAP HCM Personnel Administration Part 3

SAP Human Capital ManagementSAP Human Capital Management199 Advance Blvd, Suite 201Brampton, Ontario L6T 4N2

Phone: 416-623-9493

05. 05. Personnel Administration – Part 3

05. Personnel Administration

www.globalerp.caSAP HCM

Presentation Agenda

Infotype Attributes11

Customizing Screen Headers22

Customizing Infotype Menus33

Customizing Personnel Actions44

Customizing Dynamic Actions55

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Customizing User Controls

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System Controls

Controlling Access

Controlling View

Track Changes

• what the user sees on the screen & menus?• what information are appropriate for data entry?

• what changes are made, what reports are run?• authorizations - what the user can access?

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Infotype Attributes

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After completing this unit, you will be able to:

Describe what controls are available through infotype configuration

Define fields relevant for retroactive accounting

Explain what controls are available for the country infotype views

Lesson Objectives

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Infotypes And Screen Views

• Infotype is a carrier of system controllingcharacteristics such as attributes, time constraints,etc. Data is not stored field by field in the humanresource database but grouped together in logicalgroups. Examples: Planned Working Time,Organizational Assignment

• Screen is used in the context of task processing in the foregroundusing the varied structure of the application area. A screen consistof a screen and underlying logic.

• The main components of a screen are:• attributes (e.g. screen number, next screen)• layout (the arrangement of texts, fields, and other elements)• field attributes (definition of the properties of individual fields)• flow logic (calls the relevant ABAP modules)

Screen View

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Configuring Infotypes

• You can define the system reaction for each infotype.• Information on dialog control, sort sequence, header layout, etc. can be specified for each infotype

• Create record without from/to date?

• Screen header?

• Time constraints?

• Indicator for Retroactive Accounting?

• Subtype mandatory?

Planned Working Time

Objects on Loan

Bank Details

Organizational Assignment

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Customizing Procedures

Activities under this node allow to set up your systemso that a large part of the work processes used in yourenterprise are reflected in the HR System.

For example, you can determine which infotypes areto be proposed as defaults when a person is hired or ifan employee's organizational assignment changes.

In the HR System, hiring is considered to be apersonnel action; You can define and describe yourown personnel actions.

You can set up your own menus.

You can initiate actions so that they depend on theexistence of certain infotypes and/or their contents.

The standard HR System can be implemented withoutcarrying out the following steps.

IMG> Personnel Management> Personnel Administration> Customizing Procedures

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Infotypes

In this section, you can change the infotype attributes.

The standard SAP system can be implemented withoutcarrying out the steps in this section.

For example, you would like to set up your system so that thestart date of the current Organizational Assignment (0001)infotype record is defaulted as the start date when you createa record for infotype nnnn.

In the step "Set up infotypes", you store the infotypes yourequire to enter employee data for administration, timerecording and payroll.

The standard SAP system contains all the infotypes and is fullyfunctional. Whether you decide to change the infotypeattributes in this step depends entirely on your company'srequirements. The screen type ' ' is assigned to the standardinfotype text.

Activities

a) Check the infotypes that have been entered.

b) If necessary, change the infotype entries or texts.

c) additional infotype texts

You can use the screen type to assign several texts to aninfotype.

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotypes

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Infotype Attributes


Time Constraint Table When TC is Subtype-Dependent

This field contains the name of the time constraint table if the time constraint is dependent on the subtype.

You may not edit this table manually. You must use one of the following transactions to maintain infotypes and their components:

◦ PPCI (Personnel Planning Infotype Copier)

◦ PM01 (Personnel Administration Infotype Copier)

Maintenance permitted after leaving

This field controls whether you can record master data after an employee has left the company. A warning tells you whether you are permitted to do so or not.

Entry of subtype obligatory If the layout of an infotype screen depends on the

subtype, you must enter the subtype when creating a new record.

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Infotype Attributes


INDICATOR FOR ACCESS AUTHORIZATION (FROM/TO DATE)

The Access auth. (access authorization) allows you to define the time period during whichan HR: Infotype can be accessed.

When you access infotype data for a particular person, the system reads his/herorganizational assignment and the work area (infotype, subtype and authorization level).Each infotype will generally have records with different validity periods.

One person may also have different organizational assignments over a certain timeperiod.

If different administrators are responsible for these organizational assignments, this istaken into account when the authorization for a specific infotype validity period ischecked.

Indicator not checked: the administrator is authorized to access the infotypes if theperson had, has or will have an organizational assignment which, in accordance with theauthorization profile allows him/her to access this data.

Indicator set: the authorization check depends on the current (system) date.

There are three different cases.1. The period of responsibility begins in the future.

If the administrator has write authorization for all infotype records whose validityperiod is within the period of responsibility.Read authorization for infotype records which do not extend beyond the end of theperiod of responsibility.

2. The period of responsibility begins before the current date.In this case, write or read authorization is valid in all periods. There are no timerestrictions on the authorizations of the administrator for the relevant infotype records.

3. The period of responsibility ends in the past.The end of the period of responsibility ends before the current date even if thetolerance period is taken into account.In this case, the administrator does not have write authorization.Read authorization applies to infotype records which are not valid beyond the end ofthe period of responsibility.

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Infotype Attributes


Indicator for entry of additional data

Defines whether or not you can enter additional controlling objects for the infotype.

Indicator: Text allowed for infotype

If you set this parameter, you can enter a text for infotyperecords.

Infotype copied from reference personnel number Infotypes that should remain unchanged for an employee for all

personnel numbers are identified here. These should only be infotypes that do not define the employee's

work relationship. These include:

◦ Personal Data (0002)◦ Addresses (0006)◦ Bank Details (0009) etc.

These do not include: Organizational Assignment (0001) Basic Pay (0008, 0014, 0015) Country-specific, payroll-relevant infotypes for taxes, social

insurance.

Indicate: Infotype Proposed for Country Reassignment Infotypes that should be proposed by the system if an employee

has a cross-country organizational change. The infotypes selected here will be proposed by the old personnel

number when you use the Hiring action in conjunction with the new personnel number.

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Infotype Attributes


Reaction to: 1st date enteredThe three date reaction indicators control what type of databank search is carried out when no, one or two "dates" are entered on the selection screen.Reaction to: First date enteredAllowed reaction indicators are:

3: a) Period indicator = I:Record(s) valid on the date specified

b) Period indicator = S:Record(s) whose key date is identical to the specified date

4: All records that were valid for at least one day between the date of entry and the CPU date.

Reaction to: 1st and 2nd dates enteredThe three date reaction indicators control what type of databank search is carried out when no, one or two "dates" are entered on the selection screen.Reaction to: First and second dates enteredAllowed reaction indicators are:

5: All records that were valid for at least one day in the period specified.

Reaction to: No delimitationThe three date reaction indicators control what type of databank search is carried out when no, one or two "dates" are entered on the selection screen.Reaction to: No date specificationReaction indicators that are allowed for no date delimitation:1: Read all records2: Record or records valid on CPU date6: All records between CPU date and 31.12.99997: All records between 01.01.1900 and CPU date

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Infotype Attributes


Default start date If you do not enter a start date on the selection screen when creating a

record, the system sets a default date according to the value you enter in this field.

' ': The system does not set a default value. Exceptions are described in the respective infotype documentation.

'1': If no record exists, the date of entry is the default; otherwise the initial value is used.

'2': Start date of the current organizational assignment. '3': CPU date. Please note that you can only use the 'Create' function to enter records

for the 'Actions', 'Organizational Assignment' and 'Personal Data' infotypes once.

If a record already exists, the system automatically switches from 'Create' to 'Copy'. The start date can either be preset in the action or entered explicitly on the infotype entry screen.

Default end date If you do not enter an end date on the selection screen when creating a

record, the system proposes a default date according to the value you enter in this field.

' ': The system does not set a default date. Exceptions are described in the respective infotype documentation.

'1': The default is 12/31/9999 '2': Leaving date '3': Start date of current record

Time Period Selection for List Screen This field controls whether the time in the Display HR Master Data and

Maintain overview function is transferred. If you flag the List time per. indicator, the given period is transferred. If you do not flag the List time per. indicator, the given time period is not

transferred.

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Infotype Attributes


Sort sequence of records Indicators for record sorting: ' ': in ascending order according to subtype, in descending

order according to 'from' date of validity period '1': in descending order according to 'from' date of validity period,

in ascending order according to subtype '2': in ascending order according to subtype, in ascending

order according to 'from' date of validity period '3': in ascending order according to 'from' date of validity

period, in ascending order according to subtype

Key for screen header layoutIn table T582A Infotypes - Customer Specific Settings, each infotype is

assigned a header ID.The following header IDs have been assigned:00 - Initial screen of transactions PA20, PA30, PA51 and PA61, PB20,

PB30, etc.10 - Infotype 0000 - Actions

Infotype 4000 - Applicant Actions03 - Infotype 0001 - Organizational Assignment01 - Infotype 0002 - Personal Data04 - All infotypes of Time Management02 - All other infotypesHeader IDs are assigned a header modifier, from which the structure ofthe respective headers is defined, as well as the HR country modifier andtransaction class in table T588I Assignment of Header ID/ CountryGrouping to Header modifier.

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Infotype Attributes

Indicator specifying when data is chosen for the IT header You can use the Choose Data indicator to determine which selection

period will be used to select data from the various infotypes to structure the infotype header.

If you set the Choose Data indicator, you will use data that is valid for the start date of the current processed, or displayed, infotype record to structure the infotype header.

If you do not set the Selected Data indicator, the data that is valid for the system date will be used to structure the infotype header.

By using the Data Selection Control indicator, you can implement both the start date and the system date in the Infotype Header Data Selection Control (T588H) table independently of the info(sub)type.

Example A Basic Pay (0008) data record is valid from 01.01.1996 to 31.12.9999.

The employee's valid organizational assignment on 01.01.1996 should be displayed in the infotype header.

The Personal Data (0002) infotype is valid from the employee's birth date.

There is no point in displaying the employee's first valid organizational assignment since his or her birth date. Therefore, the system date is displayed for the employee's valid organizational assignment.

A date-dependent text field is used for a field in the Organizational Assignment infotype (0001) in the infotype header.

The start date of the Organizational Assignment infotype data record determined by the above settings is used to read this text. If more than one text is valid within the validity period of the infotype record, the text that was valid at the start of the infotype record is used.


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Infotype Attributes

Database Table for Applicant Data• This field contains the name of a

database table for an applicant infotype.• If entry in this field exist the infotype is

used in Recruitment module

Database Table• This field contains the name of a

database table for an infotype.

Indicator: List Entry (Person-Specific Fast Entry)


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Answer the following questions about Planned Working Times and Organizational Assignment infotype attributes:

1. What is the time constraint code? What does the code mean?

2. Is past entry allowed? If so how the system reacts to past entry?

3. What are the default begin and end dates when creating this infotype record?

4. Is this infotype used for applicants?

Exercise 1: Infotype Attributes

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Solution 1: Infotype Attributes

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotypes> InfotypesChoose Infotype in the Choose Activity screen pop-up box and Select Infotype 0001 Organizational Assignment byeither a double click or highlighting the Infotype and selecting the Details icon (magnifying glass).

1. Put your cursor on the field: Time constraint and press F1.Time constrain code: 1Meaning of Value: An infotype record must be available at all times. This record may have no time gaps. You maynot delete the record last stored on the database because all records of this infotype would otherwise be deleted.

2. Under Retroactive Accounting Trigger part find field Past Entry and press F1.'X‘ Entries which relate to past payroll periods are permitted. The system displays a warning message.

3. Under Display and Selection part find fields Create w/o strt and Create w/o end and press F4.Create w/o strt value: '1‘ Hiring date, if no record exists, otherwise blank or zero.Create w/o end value: '1‘ “Default value is 31.12.9999

4. Under Applicant infotypes part find field Applicant DBTab. As the field has a database table value assigned theinfotype is used in the Recruitment Module.

Repeat the same for the infotype 0007 Planned Working Time.

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Retroactive Accounting Trigger

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Infotype Attributes


Entry Before Earliest Retroactive Accounting Date You can use the entry before earliest retroactive accounting date

indicator to define if payroll-relevant data may be entered in a personnel control record before the earliest retroactive accounting period of the relevant payroll accounting area (transaction code PA03).

If you set the Entry before earliest retroactive accounting dateindicator, the entry of data is permissible. If an employee's earliest retroactive accounting period differs from the earliest personal retroactive accounting date, the retroactive accounting trigger for payroll is set to the higher date.

Entries before this date are possible, but are used for information purposes only.

If you do not set the Entry before earliest retroactive accounting date indicator, the entry of data is not permissible.

The retroactive accounting trigger for payroll is independent of the retroactive accounting trigger for time evaluation.

Retroactive accounting relevance for payroll When you make entries in the payroll past, the 'Earliest Change in

Master Data Since Last Payroll' field is set in the Payroll Status infotype (0003).

In the correction phase, when entries are made in the payroll past, the 'Payroll Corrections' field is also set.

When corrections are made in the current period, only the 'Payroll Correction' indicator is set.

Infotypes that are payroll relevant but not retroactive accounting relevant should be given the following keys: Entry in past 'E‘, Retroactive accounting payroll 'R‘

Example ' ' = Infotype is not relevant to retroactive accounting, 'R' = Change triggers retroactive accounting, 'T' = Retroactive accounting is field-dependent according to T588G.

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Infotype Attributes


Entry Before Time Evaluation Retro. Accounting Limit With the Entry before time evaluation retroactive accounting limit

indicator, you can determine whether the entry of retroactiveaccounting relevant dates is permissible for an employee beforethe personal earliest retroactive accounting date.

If you set the Entry before time evaluation retroactive accountinglimit indicator, it is possible to make an entry before the retroactiveaccounting time limit. The retroactive accounting trigger iseffected, in this case, in the retroactive accounting limit.

Entries are possible before this date, but only for documentingpurposes.

If you do not set the Entry before time evaluation retroactiveaccounting limit indicator, the entry of data is not permissible.

The retroactive accounting trigger for time evaluation isindependent of the Retroactive accounting trigger for payroll.

Feature name for PDC/Time Mgt. recalculation recognition If recalculations (payroll accounting or time management) are

detected at field level, you can enter the name of a feature here. When table T588G (Field-Specific Retroactive Accounting

Recognition) is accessed, the result of the return value is entered inthe variable key of the table. You can also control which fields areretroactive accounting relevant independently of this feature.

When you call up the feature, the PME01 structure, which containsthe employee's organizational assignment fields, becomespopulated. The structure is populated with values from theOrganizational Assignment infotype, which are valid for the date onwhich retroactive accounting is due to take place.

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Infotype Attributes


Reaction to Entry in Payroll Past Permissibility of entries relating to the payroll past. SPACE (' ') - Entries which relate to past payroll periods are

permitted. This type of entry is like changing or creating a database record with a start date which lies in the last payroll period or prior to this. The system saves without displaying a warning message.

'X‘ - Entries which relate to past payroll periods are permitted. The system displays a warning message.

'E‘ - Entries in the payroll past are not permitted. If payroll has hasnever been run for the employee in question, the entries are permitted.

'I’ - Whether or not entries in the payroll past are permitted depends on which infotype is being processed. This entry is only suitable for certain infotypes. If used in other infotypes, the system does not perform a check.

Reaction indicator for 'No organizational assignment' When changing or creating records of payroll-relevant infotypes, a

check is carried out to determine whether an entry relates to the payroll past. For this check, the system requires the employee's payroll area which is stored in infotype 0001 (organizational assignment).

Some payroll-relevant infotypes should also be stored for a time period during which the employee has no organizational assignment (e.g. tax data for the entire year even if the employee entered the company in the middle of the year). In this case, you must specify the indicator 'W' for 'No org. assignment' in table T582A. The system then displays a warning instead of an error. If you do not want any message to be issued enter "N" for No org. assignment.

This indicator is not used if infotype 0001 records must be available for certain checks, such as is the case in infotypes in which wage types are maintained. To validate the wage type, you require the country modifier from table T001P (derived from the personnel area/ subarea) or the permissibility for each payroll type (derived from the employee group/subgroup using T503 and T511).If no organizational assignment is available, an error message which terminates processing is displayed.

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Answer the retroactive accounting questions regarding infotype 0006 Addresses:

1. Is Retroactive Payroll Accounting triggered by changes to this infotype?

2. Is Retroactive Time Accounting triggered by changes to this infotype?

3. How would you change the system settings so that Retroactive Payroll Accounting is

triggered by a change to a single specific field in the infotype?

Exercise 2: Retroactive Accounting Attributes

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Country Specific Infotypes And Subtypes

• You can specify the permissibility of Infotypes forcountries.

• If the country dependent subtypes indicator is set forthe infotype, you can also specify the permissibility ofsubtypes for an infotype for countries.

• In the transactions, Display Human ResourcesMaster Data (PA20) and Maintain HR Master Data(PA30), validation of infotypes with country groupingof entered personnel numbers is carried out. Thatmeans that the only infotypes, or subtypes, that willbe displayed are those that are permissible for thecountry groupings in the Infotypes- country-specificsettings view.

Example: Infotype 0461 is the Tax Assignment Canada infotype and is designated as Canadian-only inconfiguration. In the view “Maintain Master Data”, if an existing employee number is entered into the personnelnumber field, the system will determine (based on the IT0001 record) whether the employee belongs to aCanadian company code. If the employee does not belong to a Canadian Company code, infotype 0461 cannot bemaintained and will not be visible in the pull-down selection for infotypes.

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IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotypes> Define FieldsRelevant for Retroactive Accounting

Choose Retroactive accounting relevance for payroll and time per Infotype in the Choose Activity pop-upbox and select, with a double click or the magnifying glass, your infotype from the table.

or

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotypes> Infotypes

Choose Infotype in the Choose Activity screen pop-up box and Select Infotype 0006 Addresses by either adouble click or highlighting the Infotype and selecting the Details icon.

Under Retroactive Accounting trigger find the following fields:

1. Field: Retr. acct. payr. has a value 'T‘ – Retroactive accounting is field-dependent according to table T588G

2. Field: Retr. acct. PDC has a value ‘ ’= Infotype not retroactive accounting relevant

3. If the code for retroactive accounting is "R," any change on the infotype will trigger retroactive accounting.If the code is "T," the system checks for specific field triggers as Defined in table T588G in the IMG step:IMG: Personnel Management Personnel Administration Customize Procedures Infotypes Define Fields Relevant for Retroactive Accounting. Choose the activity Field-specific retroactive accountingrecognition.

Solution 2: Retroactive Accounting Attributes

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1. Try to create a record for infotype 0451 for an employee Mickey Mouse with personnel number 70297.

2. How does the system react when you try to create that infotype? Why?

3. Go to Infotypes: Country specific settings and check to which country is this infotype assigned.

Exercise 3: Assign Infotypes To Countries

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Solution 3: Assign Infotypes To Countries

1. You should not be able to add the record for this employee.

2. The system displays error message: „You cannot maintain this infotype directly”.

3. IMG: Personnel Management Personnel Administration Customize Procedures Infotypes Assign infotypes to countriesFind infotype 0451 in the table, and check to which country is this infotype assigned.

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You should now be able to:

Describe what controls are available through infotype configuration

Define fields relevant for retroactive accounting

Explain what controls are available for the country infotype views

Lesson Summary

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Screen Headers

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Customize the screen headers of the infotype

Perform screen modification

Lesson Objectives

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05 Personnel Administration


• The screen header consists of the first three linesdisplayed on single and list screens.

• In the standard delivered SAP system, a screen headeris already assigned to each infotype. In addition, thesystem contains information on whether the data is validon the system date or on the start date of theOrganizational Assignment infotype.

• Each screen header is assigned a modifier whichdepends on the transaction class (A = PersonnelAdministration, B = Recruitment).

• You can change the screen header, that is, you cancustomize the first three lines. You can display datafrom any infotype, including customer infotypes.

• In addition to any infotype fields you can also includepassport photos of your employees in the infotypeheader in Infotype Header Definition view. In the SystemTable view, determine the document type with which youwant to enter the passport photos in the optical archive.

Screen Header

IMG> Personnel Management> Personnel Administration> Customizing User Interfaces> Change Screen Header

Define infotype header using table control.

3 lines and 83 columns maximum.

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Defining Header

IMG> Personnel Management> Personnel Administration> Customizing User Interfaces> Change Screen Header

A screen header is already assigned to each infotype.

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Defining Header

IMG> Personnel Management> Personnel Administration> Customizing User Interfaces> Change Screen Header> Header Structure per Infotype/ Header Modifier/ Infotype Header Definition

In addition to the country grouping and transaction class, a header modifier is also assigned to each screen header. The header modifier defines the structure of the header.

Header structure for each infotype

Header modifier

Infotype header definition

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Goal: Create header for your infotype (and your infotype only)

Note: Before you start the exercise, create a record for your employee Mickey Mouse with PERNR 70297 for Infotype Objects on Loan. Note the header details and arrangement. Then continue with customization of headers.

Tasks:1. Define the header structure for your infotype. Assign your infotype the header number.2. Define a new header modifier \for your infotype to be used for employees only. 3. If your infotype is valid for Applicants, assign the header modifier '02' for applicant records.4. Create a definition for your header so that it includes Personnel Number, Employee Name, Personnel

Area, Employee Group and Employee Subgroup.

Exercise 4: Create Header for your infotype

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Solution 4: Header Modifications 1

• Before you start the exercise, create arecord for your employee with PERNR (here:70297), for infotype 0040 Objects on Loan.

• Human Resources PersonnelManagement Administration HRMaster Data

• Select Maintain.

• Enter employee number 70297 in thePersonnel number field, and 0040 infotypenumber in the infotype field. Select thecreate icon.

• Note the sequence of fields in the header.

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Solution: Header Modifications 2

• IMG: Personnel Management Personnel Administration Customizing User InterfacesChange Screen Header

• Choose the activity Header Structure per infotype.

• On the line for your infotype, enter the value for your new screen header number ## + 40 in the field Screen Header. Make sure the "choose data" box is selected.

• Save and choose the Back icon to return to the list of Infotype Header Activities.

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• Choose Header Modifier in the Choose Activitypop-up box.

• Your new Screen Header needs a unique modifier so that you can define your own data fields on employee records.

• Select New Entries.• Enter your values for your employee infotype

header in the first line and for the applicants in the second line.

– Screen Header: ## + 40– Transaction class: A– Header Modifier: ## + 85

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• Enter values for applicant records on the second line (remember that we are using an existing header for applicant records).

– Screen Header ## + 40– Transaction class: B– Header Modifier: 02

• Save the values and return to the Infotype Header Activity list.

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Solution: Header Modifications 5A

Choose the activity Infotype Header Definition. This is whereyou will define your header modifier for employee records toinclude Personnel Number, Employee Name, Personnel Area,Employee Group and Employee Subgroup.

Option 1. If you prefer to copy records from Header Modifier '00'follow this step.

– Select with your cursor, the boxes at the beginning of thefollowing lines for header modifier '00.' These lines definethe line, column, text for the field name, the field value,and the text description of the value.

– Select the Copy as icon.– In the Header Modifier field, enter your header modifier

value ## (where ## is your group number). Select Enter– Make necessary changes.

– Save your entries and generate the headers.– Once the headers are generated, proceed to step 6.

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Example: Settings for field name PERSK (EE subgroup)

Header fieldsDD2 DAT DTX 'DAT': field contents

'DTX': field content text (if available)'PIC': passport photo'DD1': field short text according to DDIC'DD2': middle field text according to DDIC'DD3': long field text according to DDIC'DD4': field header according to DDIC'TXT': user-defined text according to customizing settings'TXD': like 'TXT' but with a DDIC interface to the relevant field

Table T588J

DDIC - Data Dictionary

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• After the headers are generated, create a record foryour infotype for your employee 540991##

• Human Resources Personnel Management Administration HR Master Data. Select Maintain.

• Enter employee number 70297 in the personnelnumber field, and infotype number 0040 in the infotypefield.

• Select the create icon.• Your infotype should have your new header.

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Screen Modification

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Characteristics Of The Individual Screen Fields

• You can change the characteristics of the individualscreen fields in the specific infotype, e.g. you can definefields as required-entry fields or hide any fields that arenot required.

• In order to define screen view, you might need to knowthe infotype module pool and the screen number. Todisplay this information, call up the infotype you want tochange using transaction PA30 Maintain position cursoron the field you want to change, pres F1 and then selectTechnical Information icon, .

SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data

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Infotype Screen Control

IMG> Personnel Management> Personnel Administration> Customizing User Interfaces> Change Screen Modification

Standard settingIf this checkbox is marked, the field characteristics correspond to the standard setting.

Required fieldMark this checkbox to define the screen field as a required field.

Optional fieldMark this checkbox to define the field as an optional field.

Not ready for inputIf this checkbox is marked, the field is an output field only and is not ready for input.

HideIf this checkbox is marked, the screen field is hidden.

Hide and InitializeIf this field is selected, the screen field is hidden.In addition, the system initializes the corresponding field content if you create or copy an infotype record.

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Infotype Screen Control

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Feature For Screen Control of Your Infotype

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You should be able to:

Customize the screen headers of the infotype

Perform screen modification

Lesson Summary

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Infotype Menus

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Define user group-specific menu

Change the menu structure

Insert new menu options

Lesson Objectives

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Business Scenario

You want users to be able to quickly and comfortably access essential employee data. To do this, you

need to define clearly laid-out infotype menus.

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• You can select and edit the necessary infotypefrom a list of infotypes for a specific personnelnumber.

• You can change the menu sequence by:– Defining user group-specific menus– Changing the menu structure– Inserting new menu options

Infotype Menus- Overview

User-group specific infotypes in an infotype menu

Customizable menu lay-out

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Changing Infotype Menus

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotype Menus> Infotype Menu

3. System> User Profile> Own Data> Parameters

1. User group- dependent infotype menu

2. List of infotypes in the infotype menu 01 for the different user groups

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Infotype Menus – User Group Dependency

User group 07 User group 10

System> User Profile> Own Data> Parameters (SU3)SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data> Maintain (PA30)

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Determining Choice of Infotype Menu

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotype Menus> Determine the Choice of Infotype Menus

4. Menu and user group-dependency

5. Choose Infotype Menus (tags)

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Infotype Menus – User Group Dependency

User group 07 User group 10

System> User Profile> Own Data> Parameters (SU3)SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data> Maintain (PA30)

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Changed Infotype Menu

SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data> Maintain

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Menus For Fast Entry

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotype Menus> 1) Infotype Menus / (2) Set up Infotype Menus for Fast Data Entry

2. Selection reports for fast data entry

3. Screen types for fast entry

2. Infotype menu

1. User group dependency on menus

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Menus For Fast Entry

SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data> Fast Entry (PA70)

Transaction PA70

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Define user group-specific menu

Change the menu structure

Insert new menu options

Lesson Summary

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Customizing Personnel Actions

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Configure personnel actions

Set up the Additional Actions infotype

Give example of personnel actions

Lesson Objectives

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Business Example

As per your company rules, employee receive a 200 CAD allowance when they have a child. You want to set up a personnel action for this.

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Personnel Actions Overview

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Personnel Action Definition

Functions of personnel action:

It allows you to maintain a previously defined sequence of infotypes, without each infotype havingto be called individually saves time and ensures standard procedure

Example: Instead of entering infotype maintenance transaction and creating each infotypeseparately and ensuring that all of the infotypes were created, transactional user should usea personnel action which holds standard sequence of infotypes for that particular action.

It documents essential events in the history of an employee like changes to essential attributes(e.g. employee group and subgroup, personnel area, employment status) enables qualityassurance and reduces inconsistencies

Example: when employee’s subgroup is changed from pay-scale employee to non-payscaleemployee if there is still a pay scale pay stored in the basic pay infotype, there would beinconsistencies. When you make the change via action, all the critical infotypes can beintegrated in the process so that no essential adjustments is overlooked.

A personnel action is a collection of several logically connected infotypes in the system which,

in an exact sequence, are used for processing of a particular system activity.

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• Hire

• Leave of Absence

• Change of pay

• Organizational reassignment

• Termination

• Early retirement

• Retirement

• Reentry into company

Examples of Personnel Actions

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Personnel Actions

SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data> PA40 - Personnel Actions/ PA42 – Fast Entry for Actions

Transaction PA40 Transaction PA42

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Default Values For Infotypes (Feature DFINF)

This feature controls the determination of field values incertain infotypes. A distinction must be made between theActions infotype (0000), and the other infotypes in whichthis feature is used.

Here, the feature controls the determination of field valueswhen a data record is copied. Default values aregenerally taken from the previous record. In certain cases,the values should be taken from the settings made inCustomizing.

Infotype Actions (0000) - default values fororganizational assignment

Infotype Organizational Assignment (0001) -default value for payroll area

Infotype Planned Working Time (0007) - defaultvalue for work schedule rule (SCHKZ).

Infotype Basic Pay (0008) - default value for payscale type and area; and also for capacity utilizationlevel and working hours per period taken fromPlanned Working Time infotype (0007).

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotypes> Copy Default Values for Infotypes

ProcedureWhen copying data records, you can use the fields below todetermine whether the default values are taken from thesettings in Customizing or from the previous record:

o MASSN – Actiono MASSG - Reason for action

Note: You cannot use these fields for infotype Actions (0000).

‘X’ = Values from Customizing table

‘ ’ = Values from previous record

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• In this node, you can define personnel actionstogether with the possible reasons and the workcontents and the choice of actions for theadministrator.

Customizing Actions

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions

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Creating A New Personnel Action

1. Define infotypes and their sequence (infogroup)

2. Define characteristics of personnel action

3. Create an action reason

4. Include new personnel action in HR master data

menu (action menu)

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Define Infogroup

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Define Infogroups

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1. User group dependency of the info group.a. Choose menu category G and the info group.b. Determine whether the info group is to be dependent on the user

group.c. If necessary, assign the system response if the user has not maintained

the user group or where there are no entries in the info group.

2. Info group modifiera. Maintain the feature IGMOD.b. Always call up the info group as the first decision rule, otherwise

you will need to make entries for the respective return codes foreach info group.

c. For additional decision rules, you can call up country grouping,company code, personnel area, personnel subarea, employee group,and employee subgroup.

3. Infotypes of the info groupa. Choose the info group.b. Assign the operations, infotypes and info subtypes for the user group

and the return value of the feature IGMOD.

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Infogroup

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Define Infogroups> Infogroup

Info group modifierThe info group modifier feature (IGMOD) allows you to store thecontents of variable key T588D-IGMOD according to the company code,personnel area, employee group, employee subgroup, action type andreason for action.

User groupMenu-setup for a menu-guided or system-guided transaction in tableT588B or infotype setup for a menu in table T588D can be definedaccording to the user's needs.

Infotype Screen ControlYou can use infotype screen control to assign several infotype texts to one infotype. These infotype texts must be assigned todifferent screens.

Infotype screen control enables you to assign several screens to one infotype. This function can be used in the following cases:Many infotypes contain numerous different fields which cannot or should not all be maintained on one single screen.Often, only a subset of these infotype fields should be maintained on one screen.

Example: In the Attendances infotype (2002), you can maintain the costs or the work performed on separate screens according towhich function you select.

In the Addresses infotype (0006), you may not want to maintain the country screen which the system proposes for the personnelarea but the screen for a different country. This is the case if the employee's place of residence is not in the same country in whichhe/she works.

Example: If an employee is assigned to a personnel area in Canada, the system displays the entry screen for Canada. However, ifthis employee lives in USA, you can use the Address abroad function to choose the country key for USA and display the entry screenfor USA.

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Determining Personnel Action Types

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Set Up Personnel Actions> Personnel Action Types

1. Action TypeAn action type groups personnel actions accordingto business aspects.

2. Name of Action Type

3. Function character for action'1' First hiring'7' First hiring and transfer of data from Recruitment'8' Activation of personnel assignment in host country (for global employees)'9' Activation of personnel assignment in home country (for global employees)'0' Other actions

1 2 3 4 5 6 7 8 9

4. Feature for checking action sequenceWhen you create a new action, the system checks whether the features of this action match the features of the previous action. The feature you enter in this field controls performance of this check.ExamplesA withdrawal must precede a reentry; only active employees may be sent into early retirement or terminated.

5. Infotype Group NumberA two-digit number assigned to a series of infotypes. All the infotypes are run through in sequence when an action with an infotype group number is carried out.

6. Date controlHere you can define as of when the new records should become valid when you select an action from the action menu and enter the start date:" ": Specified date is start date for new records"1": Specified date is end date for old records

7. Update infotype 0000 when executing an actionThe indicator U0000 is used to define whether the personnel action type should be stored in the Actions infotype (0000).

8. Update infotype 0302 when executing an actionThe indicator U0302 defines whether the personnel action type is stored in the Additional Actions infotype (0302).

9. Indicator: Country reassignment actionIndicator which describes whether the type of personnel action indicates a country reassignment.

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Determining Personnel Action Types


Input Fields for Personnel ActionsThis indicator allows you to control organizational assignment datainput options in the initial screen of the Personnel Actions infotype(PA40), as well as in the Actions infotype (0000).

UseIf indicator PA is set, the Personnel area field is ready for input onthe initial screen of the Personnel Actions transaction (PA40), or ofthe Actions infotype (0000).

You can then control the input options for the Position, Employeegroup and Employee subgroup fields with the indicators P, EG andES, respectively.

DependenciesYou can only use indicator P if Organizational Management isintegrated.

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Status indicators for personnel actions.

The three status indicators have the following meanings:

1. Customer definedNot used in the standard system. You can use this indicator according to your requirements.

2. Employment: 0: Employee not with company1: Employee with company, but inactive2: Employee with company, but as retiree3: Employee active in company

3. Special payment - only for Austria and Spain.0: Special payment: no entitlement1: Special payment: standard wage type2: Special payment: special wage type

Each action is assigned the three status indicators STAT1 (customer defined), STAT2 (employment), STAT3 (special payment) in thecustomizing system.

When a personnel action record is created, the system automatically fills the Customer defined, Employment and Special payment fields ifthe action affects the employee's status.

The first record of the Actions infotype is assigned the status specified in the customizing system. All other records have the same statusindicator as the new personnel action if this is not BLANK in the customizing system.

This applies to all three indicators.

Personnel Actions Change Status Indicators


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Employment Status

Field STAT 2 Leaving/Termination

Leave of Absence

Retired/Retiree

Active

0

1

2

3

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Checking Status Indicators When Running Actions


FEATURE FOR CHECKING ACTION SEQUENCE

When you create a new action, the system checkswhether the features of this action match the features ofthe previous action. The feature you enter in this fieldcontrols performance of this check.

Examples: A withdrawal must precede a reentry; onlyactive employees may be sent into early retirement orterminated.

The following features are available:MSN20 for withdrawalMSN21 for reentryMSN32 for early retirement/retirement

Check employment statusfor old action using

feature MSN32

ERROREE not with the company

ERROREE already retired

O.K. to process

0 withdrawn

2 Retiree

1 inactive or 3 active

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Reasons For Personnel Action Types

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Create reasons for Personnel Actions

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Changing Action Menu

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Change Action Menu

MENU TYPE (INFOTYPE MENU/INFO GROUP)

B: Applicant actions menuThe applicant actions menu is used in Recruitment and appears when youselect the Applicant actions function.

M: Personnel actions menuThe personnel actions menu is used in Personnel Administration and appearswhen you select the Personnel actions function.

G: InfogroupWhen you create an action for an applicant or employee, the infotypes whichbelong to one infogroup are proposed for processing.

I: Infotype menuThe infotypes are displayed on the initial screen of menu-guided functionssuch as Display or Maintain applicant data and Display or Maintainemployee master data, Fast entry, etc.

S: Selection of infotype menusSeveral infotype menus can be assigned to one menu-guided function.You can select different menus using the Other menu function. The systemstores your last selection and sets this as the default when you select thefunction again.

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Changing Action Menu

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Change Action Menu> Action Menu/ User Group Dependency on Menus and Info Groups

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1. Change of EE subgroup

Additional Actions

EG: Hourly employee

EG: Salaried employee

2. Addition to family

On the same day

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Activating additional actions

Activation 'Additional Actions'

• Report RPUEVSUP makes the required entries in theAdditional Actions infotype (0302).

• In table T77S0, it sets the value of the semantic codeEVSUP to 1 for the group ADMIN.

• This activates the Additional Actions infotype (0302).

• In table T529A, it sets the indicator U0302 for allpersonnel action types.

• The system then logs all personnel action types thatare executed for an employee and their relatedreasons in the Additional Actions infotype (0302).

• It creates an Additional Actions record (0302) on thespecified key date for each record in the Actionsinfotype (0000).

SAP Menu Bar> System> Services> Reporting > RPUEVSUP or enter directly transaction SA38 > RPUEVSUP

Report RPUEVSUP

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Displaying Additional Actions In Infotype 0000

Note that you can only store one personnel action aday in the Actions infotype (0000) !!!

In customizing, you can specify which action typeshould be stored, that is, which should be kept, for anemployee per day if more than one personnel actionwas run for the employee on the same day.

As a rule, you should choose personnel actionsthat result in a status change, for example, theleaving action which changes the employee‘s statusfrom ”active” to ”left.” The other action(s) will be storedin IT0302.

The Additional Actions infotype (0302) only storesthe action types and the reasons.

Note: You cannot run two personnel actions thatchange an employee's status on the same day. Forexample, you cannot run a leaving action and an earlyretirement/retirement action on the same day. In thiscase, one action would overwrite the other.

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Employee Leaves the Company:

• Termination Action implies the employee is not expected to return to the company

• Status change in Actions infotype, employee status set to “0”: Employee not with company

• Personnel Number is not deleted

• Certain infotypes are delimited, e.g. Objects on Loan (0040)

• Some infotypes cannot be delimited, e.g. Personal Data (0002)

1. Termination personnel Action

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Employee reenters the company

• Employee’s previous Personnel Number is re-activated as it provides a continuous history in the Lifecycle of the employee’s involvement with the company

• Status change in Actions infotype, status set to ‘3’: Employee active in company

• Start date entered into delimited infotypes

2. Rehire Personnel Action

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Employee retires with the company pension

• Status change in Actions infotype, status set to ‘2’: Employee with company, but as retiree

• Employee group changed to Retiree and employee subgroup to Retiree

• Company pension entered into the Basic Pay infotype (0008)

3. Retirement personnel Action

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Fast Entry Of Personnel Actions

The Fast Entry of Personnel Actions function isavailable for some actions. This function enables you tocarry out a personnel action for one employee. Thereare several required entry fields that you must fill on theFast Entry screen in order to carry out a personnelaction. You can enter all the important data for theindividual employee that is not derived from the defaultvalues. Using these entries as a basis, the system willfill all the other fields with default values (for example, ifyou make an entry in the required entry field Position,the system will automatically suggest a default value forthe field Payroll accounting area). When you use theFast Entry of Personnel Actions function, the systemdoes not display the fields for which default values aresuggested automatically. The advantage of this functionis that you can maintain all the required entry fields forall the infotypes belonging to a particular personnelaction on one screen. This prevents you from having tomaintain all of the fields included in the infotypesassigned to the personnel action.

Transaction PA42

In the standard system, you can only use the Fast Entry ofPersonnel Actions function for the following actions:

•Hiring•Organizational reassignment

In the Implementation Guide for Personnel Administration, youhave the option of customizing the Fast Entry of PersonnelActions function to suit your company-specific requirements. Youcan set up your own fast entry screens for all the personnel actiontypes you require by determining the content and layout of thescreens.

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You should be able to: Configure personnel actions Set up the additional actions infotype Give examples of personnel actions

Lesson Summary

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Customizing Dynamic Actions

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After completing this lesson, you will be able to:

Initiate different actions using a dynamic action like maintaining an additional

infotype record or sending a mail.

Lesson Objectives

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Your Human Resources Department would like three automatic actions to occur in thesystem:

When employee’s marital status changes from single to married, the Family/RelatedPerson infotype should appear automatically.

When administrator's area of responsibility changes, he/she should be automaticallynotified via SAP office mail.

The HR Administrator would like to be reminded to ask an employee who hasborrowed a laptop to return it one month before the employee should return it.

Business Example

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Dynamic Actions

Indicator for stepP - Check conditionsI - Maintain infotype recordW - Set default values when creating a new recordV - Reference to another stepF - Call routineM - Send mailOther entries in this column mean "comment line“.

Function character of stepThis controls for which types of processing (create, change and/or delete a data record) a dynamic action should be carried out.The processing type is indicated by a two-digit numeric value. These values can be added up; in other words, you can enter several processing types for each infotype, subtype or field. A dynamic action can also be carried out independent of the current processing type.00 for Independent of the current function carried out02 for Change04 for Create06 for Change and create08 for Delete10 for Change and delete12 for Create and deleteExamplesIf you enter 06, an action is carried out if the specified infotype was created or changed.If you enter 00, an action is carried out irrespective of whether the specified infotype was created, changed or deleted.

Sequence NumberThis field holds the sequence number of the withholding type.

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Dynamic Actions

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General Functions

Infotype

Subtype

Field

Change (02)

Create (04)

Delete (08)

Change and Create (06)

Change and Delete (10)

Create and Delete (12)

Independent of the current function Independent of the current function carried out (00)

I - Maintain infotype record

W - Set default values when creating a new record

F - Call routine

V - Reference to another step

M - Send mail

P - Check conditions

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Maintaining additional infotypes

P - Check conditions

I - Maintain infotype record

Action, infotype, subtype, Object ID, validity

IMG> Personnel Management> Personnel Administration> Customizing Procedures> Dynamic Actions

xx/xx/xxxx xx/xx/xxxx

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Initiate different actions using a dynamic action:

Maintaining an additional infotype record

Sending a mail

Lesson Summary

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Questions?

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05 SAP HCM Personnel Administration Part 3

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