SAP HCM GUIDE

1. Starting SAP Human Capital Management

for SAP S/4HANA
Logging On to the SAP System
Objective
After completing this lesson, you will be able to log on to an SAP system.
The SAP System Logon
The SAP logon icon is one of the items found in the start menu of your desktop. You or
the system administrator can also set up a shortcut icon on your desktop to facilitate the
log on process. Logging on to an SAP system requires input in various fields.
The SAP log on screen includes the following elements:
Client:
 SAP systems are client systems.
 The client concept enables the parallel operation, in one system, of several
enterprises that are independent of each other in business terms.
 A client is, in organizational terms, an independent unit in the system.
  Each client has its own data environment and therefore its own master data,
transaction data, and assigned user master records.
User:
 To log on to the system, a master record must exist in the system for that user.
 The master record must refer to the relevant client.
 The assigned user ID is unique to the specific individual.
Password:
 To protect access, a password is required to log on.
 Each user creates their own personal password.
 The password is hidden with a field of asterisks.
Language:
 The language field is an optional entry.
 If left blank, the system loads with the default system language.
For security and licensing reasons, multiple logons are logged in the system. A warning
message appears if the same user attempts to log on more than once.
General Screen Layout
The system administrator can include an image, for example your company logo, on the
right-hand side of the screen. This image can only be entered system-wide and is a
cross-client setting. Individual users can personalize their user interface and prevent
this image being called by switching it off. From the main menu bar,
choose Extras → Settings → Do Not Display Picture.
Log on to the SAP System
Business Example
As a new member of the HR department, you must be able to log on to the SAP system.
ExerciseStart Exercise

Navigating the SAP Menu - Basics

Objective
After completing this lesson, you will be able to use navigation options of the SAP Easy
Access menu.
SAP Easy Access Menu - Navigation Options
Navigation in the SAP Menu - Easy Access
After you log on to an SAP system, the SAP Easy Access user menu appears on the
left side of the screen as a tree structure. This is the point of entry into the SAP system.
The navigation area
 You can expand and collapse menus in the navigation area by choosing the
dropdown arrows to the left of each menu item.
 To open an application in the navigation area, do one of the following:
 o Double-click on an entry.
o Select an entry and press the ENTER key.
o Select an entry and, from the menu bar, choose Edit Execute (F2).
 To run an application in a separate SAP window (a new session), choose Edit
Execute in New Window (CTRL+F2).
 You can access the most important commands and functions in the navigation
area by opening the context menu of an entry. To open the context menu,
position the cursor on any item in the tree and choose the secondary mouse
button. From here, you can access documentation written for the application.
The easy access menu is designed for all SAP modules including HCM to simplify
navigation. The most important folders in HCM are Personnel Management, Time
Management, and Payroll.
In the example shown, you can see the path with folders and subfolders to the
transaction, Display (in HR Master Data): Human Resources → Personnel
Management → Administration → HR Master Data → Display.
Navigation SAP Menu – Display HR Master Data
Most SAP screens are divided into the following four quadrants:
1. Quadrant: Search Area
You can use the quadrant to search for objects. For example, the application
"PA20 – Display personnel master data" searches for the correct person and
personnel number.
2. Quadrant: Selection Area
 In general, all objects found according to the search criteria are displayed in this
quadrant. For example, if you search for "Beck*" in the "PA20" application, both
"Becker" and "Beckmann" are displayed in the hit list.
3. Quadrant: Overview (Work area above)
The object selected in the hit list is displayed in the quadrant. Also, additional
basic and overview data are often displayed. In the example of the PA20
application, a personnel number and some basic data such as the cost center
are displayed.
4. Quadrant: Details (Work area below)
In the fourth quadrant, further detailed information about the object is displayed
or can be selected. In the example of the PA20 application, you can specify for
example your place of residence, your working hours, and your basic salary.
Navigation SAP Menu – Display Addresses
After you have selected an infotype, such as addresses, some button options are
available to you in the application toolbar. One is the display, which leads to a new
screen and shows detailed information, such as a person's permanent residence.
Further details on using the Display HR Master Data transaction are explained in later
sections.
Navigation Example
Following scenario
A personnel administrator needs further information from the HR master data, for
example, where a person was born. To do this, the administrator must open the SAP
Easy Access menu path again and call up the HR master data → Display transaction
again. This poses a problem in everyday work because it is time-consuming and
inconvenient. Therefore, there are other ways to access the transaction more quickly.
One of them is the use of technical names of transactions and the command field.
To do this, you must make the following settings:
1. In the menu bar, you can turn on the technical settings from the SAP Easy
Access screen by choosing Extras → Settings and selecting the
checkbox, Display Technical Names.
2. In the command field, enter the technical names of the transactions directly, such
as PA20.
Use Transaction Codes
Business Example
As an HR Administrator, you are responsible for updating employee information. You
want to find information on the transaction codes behind the activities you execute.
Transaction codes are a quick way to get from one screen to another. Identify the
transaction code for the Display HR Master Data screen.
ExerciseStart Exercise

Creating Favorites in the SAP Easy

Access Menu
Objective
After completing this lesson, you will be able to create favorites.
The Creation of Favorites
You can use your favorites to start an application or transaction without having to select
it in the navigation tree. The Favorites folder enables you to easily bundle a group of
transactions that you currently use frequently. You can also open websites from your
favorites list. You can add applications, transactions, and websites that you use
frequently to your favorites. By default, this list is displayed in the upper area of the SAP
Easy Access menu, but can also be moved to the lower area. In general, you can
organize, add, display, rename, and delete your favorites in this area.
A favorites list can include the following:
 Transaction code
  Files
 Web addresses
 Folders which can include transaction codes, files, and web addresses
You can add transactions to your favorites folder in multiple ways:
1. Option: Right-click on the Favorites folder.
a. Choose the Favorites folder.
b. Right-click on the Favorites folder.
 c. Choose the Insert Transaction option and enter the name of the
transaction (for example, PA20).

2. Option: Drag and drop

 Locate the desired transaction in the SAP Easy Access tree.
 Left click and hold.
 Drag and drop it onto the favorites folder.
3. Option: Right-click on the Add to Favorites transaction.
  In the SAP Easy Access tree, locate and highlight the desired favorite.
 On the main menu bar, select Favorites.
 Choose Add to Favorites.
4. Option: Highlight → Main menu bar "Favorites" → Add
 On the main menu bar, select Favorites.
 Choose Insert Transaction.
 Enter the transaction code in the dialog box.

If you want to make full use of the favorites in the SAP Easy Access menu, you have
further options using the Favorites option by navigating in the menu bar. These are:
1. Add, change, move, and delete favorites
 You can change, move, or delete an entry in your favorites list. Alternatively, you
can do this by right-clicking on the transaction in the favorites folder.
2. Folder options are:
a. Insert folder:
 On the main menu bar, select Favorites.
 Choose Insert Folder and give the folder a name.
 Select the continue button.
b. Insert transaction
c. Add other objects like URL:
 On the main menu bar, select Favorites.
 Choose Add Other Objects and select from the Web Address or
File dialog box and choose the continue button.
You can also add applications such as SAP Fiori Apps to this folder.
3. Download and upload
You can download an already created favorites folder with transactions and
upload it yourself or to others. This can be helpful if a new colleague starts in
your department with the same tasks or if a department-wide favorites folder has
proven itself over the years.
Create Favorites
Business Example
As an HR Administrator, you access employee information on a regular basis. To
facilitate the access of data, you must set up transactions you use frequently in your
favorites folder.
ExerciseStart Exercise

Navigating SAP Menus Details

Objectives
After completing this lesson, you will be able to:
 Describe the screen elements.
 Navigate effectively in the SAP system.
 Open multiple sessions in the SAP system.

Screen Elements
SAP Human Capital Management Basics
The menus displayed depend on the application that you are working in. These menus
contain cascading menu options. The icons in the standard toolbar are available on all
SAP screens. Icons you cannot use on a particular screen are grayed out. If you hover
over an icon, a tool tip appears with the name or function of that icon and the
corresponding function key settings. Knowledge of the vocabulary of the various menus
is particularly important for documentation, but also for collaborative troubleshooting.
1. Menu bar
This menu bar is the first bar shown in the preceding image, with the menu
options Menu, Edit, Favorites, Tools, System, and Help.
2. System toolbar
The system toolbar is located below the menu bar in the second row. It consists
of a range of icons with general GUI functions and the command field. The
command field is used to enter a transaction code.
3. Application toolbar
The selection of buttons available in the application toolbar depends on which
application you are calling up. For example, transaction PA20
has Display and Overview buttons.
4. System messages
System messages display to the left of the status bar. There are different types of
messages:
 A cross on a red background identifies an error message.
 A check mark on a green background identifies other system messages.
 Some notes and information about the actual maintenance process can
display in yellow.
5. Status bar
The status bar is situated at the bottom right of the screen. It provides general
information about the SAP system and the transaction or task that you are
working on. There are three fields on the right-hand side of the status bar – one
with server information, the other two with status information.
Easy and Effective Navigation
Options to access transactions
What options are there to access transactions even more effectively and quickly during
normal work processes? It makes a difference whether you have just logged into the
system or are already working on a transaction. You have different options to navigate
through the system via transaction codes.
You can call transactions via the tree structure or through your favorites:
1. Calling with the SAP Easy Access Menu
 a. Folders and subfolders
b. Favorites
In addition, you can access a transaction by using the command field. However,
the use of the command field depends on the current processing and interface.
There are basically three variants:
2. The command field in the system toolbar:
a. The command field in the SAP Easy Access menu.
b. The command field by starting in an actual application/transaction
c. The command field by launching from a current application/transaction
and entering a new session
Command field shortcuts
The command field is used to call a specific transaction or function.
Selected command field short cuts include the following:
Selected Command Fields
Entry in the
Result
Command Field
/n Ends the current transaction and starts a new session
/o Provides an overview of sessions
/i Ends the current session
Where XXXX is a transaction code: takes you to the specified
/oXXXX transaction code - for example: /opa30 opens a new session at the
transaction code pa30 - Maintain HR Master Data.
Search for and display the menu paths for SAP transactions. You can
search_sap_menu
also search for text strings.
/nend Log off with an unsaved message dialog box presented
Exits the system (logs off completely); No dialog box regarding unsaved
/nex
data is presented.

Multiple Sessions
Creation of Multiple Sessions
Multiple Sessions
You can create up to sixteen independent sessions per log on. Each session you create
is as if you logged on to the system again. For example, closing the first session does
not cause the other sessions to close.
Too many open sessions can result in slower system performance. For this reason,
your system administrator may limit the number of sessions you can create to fewer
than sixteen.
As long as you remain logged on to the SAP system, you can leave a session for as
long as you like and resume working on the session at any time. You can move among
sessions as often as you like without losing any data.
To move from one session to another, click any part of the window that contains the
session you want to go to. The window you choose becomes the active window and It
moves in front of all other windows on your screen.
If you have several sessions open, you can minimize the sessions you are not using.
When you need to use one of these sessions later, you can restore it by clicking the
appropriate symbol in the status bar, making it the active session. By minimizing the
sessions you are not using, you can significantly reduce the system load.
After you finish using a session, it is a good idea to end it. Each session uses system
resources that can affect how fast the system responds to your requests. Before you
end a session, save any data you want to keep. When you end a session, the system
does not prompt you to save your data.
To create multiple sessions using the standard toolbar, select the Creates New
Session icon. Alternatively, you can create multiple sessions by
choosingSystem → Create Session.
Navigate and Open Multiple Sessions
Business Example
As the HR Administrator, you are responsible for the maintenance of the employee
information that is available on various screens. To enable you to work on different
screens, you must open multiple sessions.
Open multiple system sessions.
ExerciseStart Exercise

Finding Help
Objective
After completing this lesson, you will be able to find help from the SAP Easy Access
screen.
System Help and Help Menu Options
Find Help
System Help Options:
The SAP system provides comprehensive online help available from any screen in the
system. You can find help using the Help menu or using the relevant icon.
The help menu contains the following options:
Application Help: Application help displays comprehensive help on the current
application. For example, selecting this menu option in the initial screen displays help
on getting started with the SAP system.
SAP Library: The SAP library contains all online documentation.
Glossary: The glossary enables you to search for definitions of terms.
Release Notes: Release notes enable you to read about functional changes that occur
between SAP releases.
SAP Service Marketplace: The SAP Service Marketplace also offers fast and user-
friendly access to the SAP library. The SAP Service Marketplace is a Web site for
customers to conduct research and post problems/solutions, review release notes, and
so on.
Create Support Message: The create support message selection enables you to send a
message to the SAP Service system.
Settings: The settings option enables you to select settings for help.
Find help – Using F1 and F4
F1 help and F4 help
 To find the definition of a specific field, place your cursor on the field and select
F1. This is called the F1 help. A dialog box is presented which describes that
field. F1 help also provides technical information on the relevant field. This
includes, for example, the parameter ID, which you can use to assign values to
the field for your user.
  To view the permissible values for a field, select F4. This is called the F4 help.
You can also access F4 help for a specific field by selecting the button directly to
the right of that field.
Find Help
Business Example
As the HR Administrator, you can find helpful information using the field level help.
ExerciseStart Exercise

2. Maintaining Personnel Administration Data

Overviewing Data Maintenance
Objective
After completing this lesson, you will be able to explain employee data in SAP HCM.
Overview on Data Maintenance Options
Employee information is broken down into different types of data, for example name,
address, and basic pay. This information is stored on infotypes based on the type of
data. For example, personal data is stored on the Personal Data Infotype 0002 and
includes details such as first and last name, date of birth, and marital status. Information
on the pay of an employee is stored on the Basic Pay Infotype 0008 and it includes
salary, hourly rates, and premiums, for example. Infotypes can be created, updated,
changed, and deleted and each infotype record has a validity interval or key date.
Personnel Administration
There are several ways to maintain employee data on infotype records.
Different ways to process infotypes records include the following:
Display HR Master Data (PA20)
The single screen infotype display with transaction PA20 includes the display of
individual infotypes. This enables you to select only one employee and only display one
infotype for them. For example, you want to look up the bank name of an employee.
Maintain HR Master Data (PA30)
The single-screen infotype display with transaction PA30 includes the maintenance of
individual infotypes. This means that you can only select one employee at a time and
maintain only one infotype at a time. For example, you want to change or create a new
permanent residence for an employee.
Fast Entry (PA70)
Fast entry (PA70) enables you to maintain one infotype for more than one personnel
number at the same time. For example, you want to pay out a Christmas bonus for all
employees in the company.
Screen Overview Data Maintenance
You can store all types of information about an employee in Human Resources
infotypes. They provide information with a structure, facilitate data entry, and enable you
to store data for specific periods.
In HR master data, there are three transactions that can be used to read and edit
infotypes.
These are the following:
 Display HR Master Data (PA20)
 Maintain HR Master Data (PA30)
 Fast Entry (PA70)

Displaying HR Master Data (PA20)

Objective
After completing this lesson, you will be able to display HR master data with transaction
PA20.
The Display of HR Master Data (PA20)
Overview Data Maintenance – PA20
Display HR Master Data (PA20)
The single screen infotype display with transaction PA20 includes the display of
individual infotypes. This enables you to select only one employee and only display one
infotype for them. For example, you want to look up the bank name of an employee.
Transaction PA20 Display HR Master Data only enables clerks to display master data.
This means you cannot create, modify, or delete records. To do this, authorization
administrators must allow transaction PA20, but can further restrict the display of
security-relevant infotypes.
Step by Step - HR Master Data Display (PA20)
The successful display of infotypes takes place in five steps:
1. Choose the right transaction, such as PA20.
2. Search and select the right person, such as "Becker".
3. Search and select the right person, such as "Lars Becker".
4. Choose the right infotype, such as infotype Addresses
5. Choose the right processing options, such as display.
Screen - HR Master Data Display (PA20)

The layout of the PA20 provides you with an easy and user-friendly method to find,
select objects in master data maintenance and display records.
The preceding figure shows the PA20 Display HR Master Data screen. The following
steps are necessary to display a data record:
1. Start transaction PA20 Display
2. Search for the correct name in the search area (first quadrant) and the selection
area (second quadrant), for example, Becker. If you choose the correct
personnel number, you find the personnel number and some overview
information in the third quadrant (work area above).
 3. In the fourth quadrant (workspace below), you must select the time period. The
period defines the observation period of the displayed master data records.
4. In the fourth quadrant, you must also select the desired infotype and, if
necessary, subtype. In the scenario shown, Lars Becker is selected with the
personnel number, 11199100, and the Addresses infotype is selected for the
period 01/01/2024 to 12/31/9999.
5. The final step is to select the desired processing option, for example:
 Display
 Overview
 Refresh Data
There are numerous options for working with all steps and areas, which are explained in
the next section of this course.
HR Master Data Search Options
Search Details Part A – Simple and Quick
The search help function in the work area enables you to select personnel numbers
according to criteria such as last name, first name, birth date, and organizational
assignment. To find the correct personnel number, you have the following three options
in the search area:
 Collective Search Help
 Search Term
 Free search
To search for a personnel number using search help functionality, proceed as follows:
1. Choose one of the search options from the search area (for example, collective
search help, search term, or free search).
 2. Further define the type of search you want to use (for example, enter a first
name, last name, or organizational unit).
3. Restrict the value range of the search (for example, to search by last name, enter
the last name of the employee).
4. The hit list displays the personnel numbers that match the selection criteria you
entered in the previous step (for example, if you searched by last name, the hit
list includes all employees with that specific last name).
5. Double-click the name of the employee you wish to work with and their specific
data is displayed in the work area.
The most popular search option is Search Term. You can search for the last name
including placeholders for other characters with '*' and individual letters with '+'. You can
also save and use search variants.
Search Details Part B - Deep and Flexible
Another option you can use to search for employees is the Collective Search Help:
1. Choose Collective Search Help.
A dialog box appears, displaying some elementary search helps with the
following restricted value ranges:
 N: Last name – First name
 I: IC Number
 C: Personnel ID Number
 K: Organizational assignment
 2. Enter your search in one of the fields available for an elementary search help.
You can also make masked entries (such as only ++) or generic entries (such as
M*).
3. Choose ENTER.
The search result is displayed in the selection area. The display in the overview
and detail areas remains unchanged.
Details Hit List

In the selection area, you can decide which columns to display.

 1. Choose the column configuration button in the selection area.
2. The Column Configuration dialog box appears.
Select the columns that you want to display.
3. Confirm with the ENTER button.
Search Details Part C - Deep and Flexible

Another option you can use to search for employees is Free search. The free search
function uses the InfoSetQuery, which is explained in more detail in the unit on
analytics.
 1. Choose Free search.
The HR Object Selection dialog box appears and is divided into two parts. In one
part, you can determine which data fields are used to search for the employee. In
principle, a selection of all data fields from all infotypes is possible, but this is
usually limited by prefiltering in Customizing (InfoSet).
In addition, all selected selection fields are assigned values. When the search is
successful later, only employees who meet all conditions and selection values
display.
2. To start the search, you must press ENTER.
When the search is complete, the search result displays in the selection area.
The Alternative Search for Personnel No. with "F4 - Search Help"
Search Help can be accessed through the personnel number field or directly in the
search area.
You can also use search help functionality directly from the personnel number field. You
can select personnel numbers according to criteria such as last name, first name, birth
date, and organizational assignment.
To search from the personnel number field, proceed as follows:
1. Position the cursor on the Personnel Number field and choose the arrow symbol
or choose F4.
 2. Select the type of search help you want to use. You have following options:
 N: Last name – First name
 C: Personnel ID Number
 I: IC Number
 K: Organizational assignment
 Free Search
3. On the next screen, restrict the value range of the search.
4. The system displays a list of all the personnel numbers that match your selection
criteria. Double-click the desired data record from the hit list and the specific data
for the selected individual is presented.
Infotypes
Infotypes contain information on individual employees in data fields such as last name,
first name, and date of birth. Data fields are grouped into data groups or information
units according to their content. In Human Resources, these information units are called
information types or infotypes for short.
HR data is stored in groups that logically belong together according to content. For
example, place of residence, street, and house number make up an employee's
address and so are stored (together with additional data) in the addresses infotype.
Infotypes have names and four-digit keys. The addresses infotype, for example, has the
key 0006.
Details of Infotype Selection

You have some options for selecting an infotype in the PA20 screen:
1. Register cards (tabs)
Choose the desired tab and mark the correct infotype. After selecting the ENTER
key, the infotype text displays in the Infotype field.
2. Data field"Infotype" → Name
Enter the correct name of the infotype in the Infotype data field and press
ENTER. If you enter the name incompletely, there can be multiple hits and
 infotypes with the same character sequence. For example, the term "personal"
not only has "personal data", but also "personal IDs" and other hits.
3. Data field"Infotype" → Infotype Number
Enter the number of the infotype directly in the field Infotype and confirm with
enter. Then, the text of the infotype displays. For example, if you enter the
number "0002" or "2" in the Infotype data field and press ENTER, you find that
the text "Personal data" displays.
4. Data field"Infotype" → F4 Search Help
If you press the F4 selection help in the infotype field, you are shown a selection
of all infotypes that are possible for this employee. The infotype numbers and
names display. You can also search for infotype names.
Details Infotype and Subtypes
Many infotypes have subtypes that further define the type of information stored for
individuals. Subtypes of infotypes make it easier to manage information and enable you
to assign different control features to different subtypes (for example time constraints).
An example of an infotype with various subtypes is the Family Member/Dependents
infotype 0021:
Spouse:
 Spouse is subtype 1
 Spouse has a time constraint of 2
(Only one record of this subtype can exist at the same time)
Child:
 Child is subtype 2
 Child has a time constraint of 2
(Many records of this subtype can exist at the same time)
Details Selection Processing Options

Essentially, the PA20 screen has two important processing options: 1. Display and 2.
Overview:
1. Display
 The processing option Display is purely a display and cannot change the data
record.
If there are several data records, you can browse using the Previous/Next record
button. This processing step does not trigger a locking mechanism, so that other
personnel administrators can also access the information at the same time.
2. Overview
The processing option Overview can view all data records in the past, today, and
the future. This makes it possible to display the entire history of the data records
for an infotype.
There are a few things to keep in mind:
a. When you click the Overview button, the maximum possible time period
01/01/1800 to 12/31/98999 is automatically selected for most infotypes in
the SAP system. This automatically displays the entire history and thus all
infotype data records.
b. Some infotypes inherit the selected time period from the PA20 screen, so
only parts of the history of the data records can be visible. You can
subsequently change this to 01/01/1800 to 31712/9999 or set the time
period to "ALL" before
Note: Which infotype automatically displays the maximum time period in the Overview
view or not, can be set in Customizing.
Details Selection Period
PA20 – Display: Selection of the period and its effect on the display of data records
Scenario: A clerk has the following problem. The clerk is surprised that expected data
records do not appear to exist in the system. He cannot see them, although he is
familiar with the Overview and Display buttons. He asks himself: "Why can’t I see the
records?"
Resolution and tip: It is advisable for every clerk to specify the preceding question, to
read:
"Why can’t I see records for the selected time period?"
For example, the figure shows three data sets: data set 1 in the PAST, data set 2
TODAY, and data set 3 in the FUTURE. The clerk selects the period, Today, and finds
only one of the three data records displays, the TODAY data record.
The clerk selects the period, All, that is, 01/01/1800 (low date) to 12/31/9999 (high date)
in the period, and finds all three data sets display, the PAST, TODAY, and FUTURE
data sets.
In general, considering the validity of objects and data sets is also important because
connections between objects and their properties can also be time-dependent.
Display Infotype Records with Transaction PA20
Business Example
As the HR Administrator, you are responsible for the maintenance of employee master
data. A new manager requests an overview of an employee's most important master
data.
ExerciseStart Exercise

Maintaining HR Master Data (PA30)

Objective
After completing this lesson, you will be able to maintain HR master data with
transaction PA30.
Maintain HR Master Data (PA30)
Overview Data Maintenance – PA30
Maintain HR Master Data (PA30)
The transaction PA30 is used to maintain individual infotypes. This enables you to
select only one employee and only to maintain one infotype for them. For example, you
can change or create Lars Becker’s place of residence. The most important processing
operations are:
 Display
 Overview
 Create
  Change
 Copy
HR Master Data Maintenance (PA30)

You can change existing infotype records and create new infotype records for
employees. The SAP system uses this data to create a history of all the changes and
developments pertaining to an employee during the period that the employee works at a
company.
Create infotype record
The create function enables you to enter new data. A new record is created while
retaining the old record. The infotype history is generated by defining the validity
periods.
Change infotype record
The change function enables you to correct an existing infotype record without creating
a new one. You overwrite the old one. When an infotype record is changed, its history is
not updated.
Display infotype record
You display an infotype on the screen using the display function. In display mode, you
cannot process or update data.
Copy an infotype record
The copy function also creates new infotype records. It also updates the infotype
history. Unsuch as the Create function, you do not enter data on an empty screen, but
on a screen containing the current data. You can then overwrite these values.
Delimit infotype record
The delimit function enables you to delimit an existing infotype record.
Delete infotype record
The delete function enables you to delete existing infotype records from the database. If
you delete infotype records with time constraint 1, the previous record is automatically
extended. An infotype history is created using the definition of the validity period.
Overview infotype records
The list function is used to display an overview of all records stored for a specified
infotype.
HR Master Data Maintenance (PA30) - Details
Infotype maintenance means processing data already in the system, and entering and
saving new data. You can change existing records and add new records for an
employee.
Infotype processing options include the following:
Change:
  You can correct an existing record without creating a new one.
 Use the change option to overwrite an existing infotype record, but not to create
a new infotype record.
 Changes to infotype records are not included in the history.
Create:
 Enter new data on a blank entry screen.
 The old record, which can be delimited if necessary, remains in the system.
 Infotype history is created using the appropriate validity periods.
Copy:
 Create new infotype records.
 Enter data on an entry screen containing the currently valid data.
 Update the required fields by overwriting the existing values.
 Updates infotype history.
Delimit:
 End dates the record.
Delete:
 Permanently deletes the record (providing the time constraint will allow)

Maintain Infotype Records with Transaction PA30

Business Example
As the HR Administrator, you are responsible for the maintenance of employee master
data. The employee Lars Becker has requested an update of his temporary residence
and of his basic pay. Update the system accordingly.
ExerciseStart Exercise

Identifiying Impacts of Time Constraints

- Understanding Data Maintenance
Objective
After completing this lesson, you will be able to identifiy impacts of time constraints and
undertand data maintenance.
Time Constraint Impacts - Understand Data
Maintenance
Time Constraint – Why?
Many infotypes are important for time evaluation and payroll accounting, so incorrect
values and entries can lead to incorrect evaluations. Other aspects such as gaps and
double entry of data sets must also be considered.
Here are two scenarios:
Scenario 1: What happens if there is a possible data record gap in the "Basic Pay"
infotype (IT0008)?
Problem 1: When processing payroll, the system tries to adopt the wage types from the
IT0008 data records. If these are not available, the payroll is canceled so that no
payouts can be calculated. The result is a payroll error and the employee does not
receive a salary payment.
Scenario 2: What happens if IT0008 data sets were possible in parallel?
Problem 2: The payroll reads and processes wage types from two IT0008 data records.
The result is an undesirable double payout to the employee.
SAP Solution for the infotype 0008 basic pay:
To avoid the two problems previously described the infotype 0008 is the time constraint
number 1 assigned, which means:
 Gaps are not allowed (mandatory, not optional) and
 Double data records are not allowed (must be unique)
Definition of Time Constraints
Time constraints guarantee that exactly the data the system needs to be able to
correctly process the employee data, handle personnel administration processes and
run payroll for an employee is available in the system. Time constraints keep you from
storing mutually incompatible data and prevent gaps from occurring in the data history.
You use time constraints to define the following:
 Whether an infotype record must exist for an employee in the system.
 Whether further records of the same infotypes may exist.
 Whether these records can overlap in the validity period.
For certain infotypes, you can also assign different time constraints in relation to the
infotype’s subtype.
When you enter infotypes, the system automatically checks if your input satisfies the
time constraints’ conditions and reacts by automatically delimiting data records or
issuing error messages.
Time Constraint (TC) 1, 2, and 3
 Time
Definition
Constraint
 Infotypes or subtypes with time constraint 1 must be unique. Only one
valid record can exist for any given period.
 There can be no gaps between records.
 Infotypes with time constraint 1 must exist in the system (for example
Basic Pay, Personal Data, Planned Working Time).
 When you add a new record to an infotype with time constraint 1, the
Time system delimits the overlapping infotype record on the key date and adds
Constraint 1 the new record.
 If you delete an infotype with time constraint q, the previous record is
automatically extended.
For example, Basic Pay infotype (0008). If you delete the existing Basic Pay
infotype record, the system automatically extends the dates of the previous Basic
Pay infotype record.
 Infotypes or subtypes with time constraint 2 can onlay have one recored
for a given time period.
 An infotype with time constraint 2, does not have to exist.
 There can be no overlapping records. If two infotype recoreds overlap,
Time the system adapts the pervious recored accordingly by deleting diving or
Constraint 2 delimiting it.
An example of an infotype with time constraint 2 is the Family
Member/Dependents infotype (0021), subtype Spoise (1).
 The employee does not have to have a spouse, but if one does exist, there
must be only an infotype record with this subtype at any given time.
 Infotypes or subtypes with time constraint 3 do not have to exist.
 There can be gaps between records.
Time  There can be overlapping records. If records overlap, the system does not
Constraint 3 react at all.
Examples of infotypes with time constraint 3, are Monitoring of Tasks (0019)
and Objects on Loan (0040).
The Impact of Time Constraints
What impact does time constraints have on an HR administrator's maintenance?
Here's an example.
1. Step 1: At the beginning of every employee's career is the recruitment, for
example, as a trainee. As part of the recruitment process, the personnel
administrator maintains many infotypes, including infotype 0008 basic pay, for
example, with €[Link] commitment 1 is assigned to infotype 0008, created
from entry date to 12/31/9999.
 So, the system knows:
a. For infotype 0008, there cannot be any gaps (mandatory, not optional)
b. For infotype 0008, there cannot be any double data records (must be
unique)
2. Step 2: The employee receives a salary increase 01/01/next year and the
personnel administrator must create a new infotype 0008 data record, for
example, with €3000. When creating the system, the administrator is informed
that the previous data record is automatically delimited in the background as of
12/31/this year.
The assignment of infotype 0008 to time constraint 1 and the automatic reaction of the
SAP system made the maintenance task easier for the personnel administrator. The
personnel administrator need not worry about manual delimitations and need not
constantly pay attention to information type assignment rules. They can rely on the
assignment of all infotypes to a time constraint in the system and only need to
understand the system messages and their meanings.
Maintain Infotype Records with PA30 and a Focus on
Time Constraint
Business Example
As the HR Administrator, you are responsible for the maintenance of employee master
data. The employee Lars Becker has requested an update of his temporary residence
and permanent residence. Update the system accordingly and understand some SAP
system messages regarding the time constraint assigned to the infotype.
ExerciseStart Exercise

Using Fast Entry (PA70)

Objective
After completing this lesson, you will be able to take advantage of the fast entry option
using transaction PA70.
Fast Entry: Transaction PA70
Overview Data Maintenance: PA70
The fast entry of the master data function enables you to simultaneously create and edit
the same infotype or subtype record for more than one employee.
The SAP Standard contains the following infotypes in the infotype selection list:
 Recurring Payments/Deductions (0014)
 Notifications (0128)
 Additional Payments (0015)
The Master Data Fast Entry (PA70) reduces the amount of time needed to enter bulk
data into the system. The master data fast entry is used to process personnel data in
the same infotype for many employees simultaneously.
When using the master data fast entry, you are presented with a view in which only the
input fields where you must enter data for the employees selected display. The
employees, on the other hand, are recorded en masse in a fast entry screen at the end
of the processing.
Step by Step – Fast Entry (PA70)

With the PA70 fast entry of the master data function, you do not have to enter the
infotype record for each employee individually. You can enter data for many employees
simultaneously on one screen containing just the required entry fields for the respective
infotype.
The use of PA70 fast entry is explained in the following overview steps:
1. Step: Start the transaction PA70 – Fast Entry
2. Step: Select the period and the infotype and possibly the subtype
3. Step: In this step you have to select the personnel numbers.
 You have the following two options:
a. Directly enter personnel numbers on the fast entry screen (or manually list
the personnel numbers on the fast data entry screen before the data
entry.)
b. List the personnel numbers using a report based on specific search
criteria
4. Step: Select default values
In addition to the personnel numbers, additional entries such as wage type and
amount must be made in the fast entry. To optimize administration, these default
values can be suggested for all selected personnel numbers.
PA70 - "Fast Entry Screen" with Manual Entries of Personnel No. and Values
Creating Master Data Records Using Fast Entry
When using fast entry to maintain HR master data, you can create an infotype record for
multiple employees within a single screen.
1. Start the transaction PA70 – Fast Entry and the Fast Entry screen appears.
2. Choose the period and the infotype you want from the infotype selection list or
enter the name/number of the infotype directly in the field Infotype.
 The default menu in the standard system currently includes the
infotypes Recurring Payments/Deductions (Infotype 0014), Notifications
(Infotype 0128). and Additional Payments (Infotype 0015).
  In the Enter Personnel Numbers section, choose Enter in fast entry
screen
 Choose Create
3.
a. The system displays the fast entry screen for the selected infotype. All of
the fields on this screen can be maintained. Enter the personnel numbers
of the employees for whom you want to create an infotype record.
b. You can enter the personnel numbers directly. Maintain the required field
values for each employee and save your entries.
You have created new infotype records for the employees that you
specified.
You can configure other infotypes to appear in the default menu for fast
entry.
PA70 - "Fast Entry Screen" with Personnel No. Collected via a Report and
Manual Entries of Values
Using a Report to Create Lists of Personnel Numbers for Fast Entry of Master Data
You can use a selection report to generate a list of employees. This option is
advantageous when the group of employees you seek belong to the same personnel
subarea, employee group, or subgroup for example.
1. Start the transaction PA70 – Fast Entry and the Fast Entry screen appears.
 2. Choose the Period and the Infotype.
3. b. In the Enter personnel numbers group, select Preselect using report.
 You can enter the name of a specific report in the field provided.
Choose Create.
 This takes you to the Personnel Number Selection for Fast Entry screen.
This screen enables you to enter selection parameters for a specific
report, and other search criteria. Make the required entries and
choose Execute (F8)
 A list is displayed of all personnel numbers that meet your search criteria.
Edit the list, if necessary by choosing Insert or Delete personnel number.
Choose Create.
a. The results are the personnel numbers that you selected with the report are
displayed on the fast entry screen, which enables you to maintain them.
Note: You can assign selectable reports (F4 selection help) to each Fast Entry infotype
in customizing. For example, report RPLFST00 is assigned to infotype 0015 Additional
Payments.
PA70 - "Fast Entry Screen" with Personnel No. Collected via a Report and
Select a List of Values
Creating Master Data Records Using Fast Entry Defaults
When maintaining infotype records for multiple employees, you can use default values
to create records for several employees simultaneously. In the figure shown, this is the
optional 4. step. Defaults prevent you from repeatedly having to enter the same data.
Instead, you enter the data only once. It then transfers automatically to the fast entry
records of each employee. Default values can be changed if necessary.
To create master data infotype records for numerous employees simultaneously using
fast entry default values, proceed as follows:
1. Start the transaction PA70 Fast Entry and the Fast Entry screen appears.
2. Choose Period and Infotype.
3. b. In the Enter personnel numbers group, select Preselect using report.
4. Choose Create with proposal.
 You see a screen containing fields for the default values that are available
for the selected infotype.
5. Enter the required default values.
6. Choose Next screen (F8).
3a. The system displays the fast entry screen for the selected infotype. Note that the
system creates entries consisting of the default data entered in the prior step. Make any
modifications necessary and save your entries.
Result: The infotype records are created for the employees that you specified.
Execute Fast Entry with Transaction PA70
Business Example
As the payroll specialist, you are responsible for the maintenance of payroll-related
information. One of the managers has approved bonuses for specific employees. Your
supervisor asks you to set up the bonus payments using a fast entry screen.
ExerciseStart Exercise

3. Utilizing Structures in Human Capital

Management
Analyzing HCM Structures
Objectives
After completing this lesson, you will be able to:
 Identify the elements of HCM structures.
 Analyze the elements of the enterprise structure
 Display the elements of the HCM personnel structure

Human Capital Management Structures

Employees
SAP Human Capital Management for SAP S/4HANA includes structures in which
organizational hierarchies and employee relationships are set up and stored. Employee
data is administered in these structures and you can evaluate and report on employee
data for all enterprise-specific organizational aspects.
The structures are subdivided into organizational structures based on an organizational
plan, and administrative structures that are based on the enterprise and personnel
structures. Every employee is included in the structure of the enterprise. The structures
are as follows:
Organizational plan
 The organizational plan is the foundation of organizational management.
 It provides a complete model of the structural and personnel environment
of your company.
 Hierarchies and reporting structures are clearly laid out.
 The organizational plan uses elements called objects.
Administrative structures
 Administrative structures include the enterprise and personnel structures.
 The enterprise and personnel structures subdivide organizations and
employees according to factors relevant for time management and payroll.
Information on the organizational assignment of employees is of great importance for
authorization checks, the entry of additional data, and for time management and payroll
accounting.
Organizational, Enterprise, and Personnel Structure
The allocation of employees to the structures in their enterprise is the first step in
entering personal data.
Employees are assigned to the structures on the Organizational Assignment Infotype
0001, which includes them in the enterprise, personnel, and organizational structures.
The Organizational Assignment infotype includes assigning employees to the following
elements in the Enterprise Structure:
 Company Code
 Personnel Area
 Personnel Subarea

Elements of an Enterprise Structure

Enterprise Structure: Example
The enterprise structure for personnel administration includes four levels, none of which
can be skipped nor have additional levels.
The enterprise structure for personnel administration includes the following elements:
Client:
 A client can either be valid for a company code at the smallest level or for the
entire corporate group.
 Data is stored within a client.
 There is usually no data exchange between clients.
 If an employee changes clients, you have to re-create the personnel number in
the new client.
Company code:
 The company code is the highest level of the company structure.
 The company code is a self-contained unit in legal terms, for which you can draw
up a complete set of accounts.
 Company codes are created in Financial Accounting.
 You can have one or more company codes within a client.
 Legally required financial statements such as balance sheets and profit and loss
statements are created at the company code level.
 A company code is used within the enterprise structure.
 Currency is stored at the company code level and is relevant for Human Capital
Management.
Personnel area:
 The personnel area is used exclusively in personnel administration and is unique
within a client.
 Each personnel area must be assigned to a company code.
 Personnel areas are very important for selecting data.
 Personnel areas are important for authorizations.
 Personnel areas are used for creating defaults in infotypes.
Personnel subarea:
 The personnel subarea includes groupings which specify the entries from
subsequent settings that can be used for employees assigned to a particular
company code or personnel area. These groupings directly or indirectly affect
time management and payroll.
 Personnel subareas are subdivisions of personnel areas.
 Personnel subareas are used for selecting data for reporting.
 Personnel subareas are used for creating defaults for infotypes.
 Keys stored in the personnel subarea control pay and working time (for example:
bonus payments or work schedules - which may be valid in one personnel
subarea but not in another).
Definitions
Personnel Structure
The personnel structure includes all employees and various groupings of employees. To
enable different working time and employee remuneration in payroll, a distinction must
be made between employees.
Employee Group
Employees are divided into two levels, an employee group and an employee subgroup.
Authorization checks are run on these groups to identify items such as remuneration
levels or different work schedules.
The employee group is a general division of employees and defines the relationship
between an employee and the company. Examples of employee groups include
employees, pensioners, and early retirees.
The principal functions of the employee group are as follows:
 Default values can be generated for the payroll accounting area. For example,
basic pay can be defaulted based on an employee group.
 The employee group is used a a selection criterion for reporting.
 The employee group is one unit of the authorization check.
A standard catalog of employee groups is delivered and you can extend the selections
to meet your business requirements.
Employee Subgroup
The employee subgroup further defines employee groups according to the position of
employees. Wage earners, salaried employees, and non-payscale employees are all
examples of subgroups within the employee group. The employee subgroup can be
used to define default payroll accounting areas.
All control features of the personnel structure are defined at employee subgroup level.
Examples of control features of the personnel structure are as follows:
Control Feature: Employee subgroup
Purpose:
grouping for the following
Define different payroll procedures for different
employee subgroups
Personnel Calculation Rule
For example, specify whether an employee's pay is
accounted on an hourly or pay period amount basis
Controls the validity of wage types on an employee
Primary Wage Types
subgroup level
Control Feature: Employee subgroup
Purpose:
grouping for the following
Restricts the validity of pay scale groups to certain
Collective Agreement Provision
employee subgroup groupings
Payroll Area
The personnel structure also includes the payroll area, which represents a unit used for
running payroll. Employees who have payroll run for them at the same time, for the
same period of time, are assigned to the same payroll area. Payroll accounting is
generally performed for each payroll accounting area.
The payroll accounting area provides the payroll driver with the employees to be
accounted and the dates of the payroll period.
Hint
You will learn more details about payroll areas in unit Introducing Payroll.
Display Human Capital Management Structures
Business Example
As a new member of the HR department, you must familiarize yourself with the setup of
the personnel and enterprise structures.
Display the personnel and enterprise structures that Catherine Camino (personnel
number 500991##) is assigned to.
ExerciseStart Exercise

Enhancing the Organizational Structure

Objective
After completing this lesson, you will be able to identify objects included in an
organizational plan.
Organizational Plan
Organizational Structure – Typical Objects
Organizational management includes various objects used to create the structure of
your company. An organizational plan is a comprehensive model of the structural and
personnel environment of your company and is created using organizational units and
positions.
Hierarchies within your organizational plan set up your organizational structure. The
organizational structure depicts the hierarchy that exists between the various
organizational units in your company. The organizational structure is created by relating
organizational units to one another.
Activities to create an organizational plan include the following:
  Create root organizational unit
 Create subordinate organizational units
 Create jobs
 Create positions
 Assign cost centers
 Assign persons
 Maintain other object attribute
Here are the three most important objects in organizational management:
 O Organizational Unit
 S Position (Specification)
 P Person
… and can be viewed, for example, with the transaction PPOSE Organization and
Staffing Display.
Organizational Units
Object Type: Organizational Units
Organizational units describe the various business units that exist in your company.
Organizational units can be classified generally (for example, by function or by region)
or specifically (for example, by project group). Multiple organizational units are related
with one another in an organizational plan and their relationships form the
organizational structure.
Organizational units can be linked to cost centers from accounting. This example
illustrates the organizational unit of the executive board as the superior object over two
subordinate organizational units, human resources and finance.
Organizational units include positions that form the reporting structure (chain of
command). An organization chart maps the structure in your company and you create a
reporting structure by creating and maintaining positions and relating these to one
another.
The hierarchical interrelationships that exist between the organizational units represents
the organizational structure of your enterprise.
Positions
Object Type: Position
Employees hold positions in your organization. A position inherits a job's tasks and you
can also assign additional tasks that refer specifically to one position. Positions can be
100% filled, partially filled, or vacant. One position can be shared by multiple
employees, each working less than full time. For example, two employees can hold the
same position at the same time. One works 60% of the time and the other works 40% of
the time.
Persons
Object Type: Persons
Persons are objects that hold positions within the organizational structure (which is
governed by organizational management). Persons generally represent employees.
Information in personnel administration for employees can be defaulted from
organizational management data, such as the employee group/subgroup, infotype 1013.
Object Characteristics: Infotypes
Object Characteristics: Infotypes

Additional characteristics can be created in the form of relationships to other objects, or

data stored in other infotypes unique to the object. Once you have created your objects
and structures, you can add additional attributes that are organizational management
infotypes.
Objects consist of the following parts:
Infotype Details
ID Number
Object 1000 Short and long text
Validity Period
Relationship 1001 Contains the relationships between this object and other objects
Other Infotypes Additional characteristics of the objects
You can define particular characteristics for an object in each infotype. Some infotypes
can be maintained for all object types, such as the object and relationship infotypes.
Others are only relevant for particular object types, such as the vacancy infotype, which
is only relevant for positions.
Not all infotypes are necessary. However, they can provide important information on
objects.
The Organization and Staffing Interface
Organization and Staffing: Navigation
The Organization and Staffing interface is divided into four work areas.
Work areas of the Organization and Staffing interface include the following:
Object manager:
The object manager is on the left side of the screen and is divided into a search area at
the top with a selection area below.
  Use the search area to locate objects such as organizational units, persons, jobs,
positions, and users.
 The selection area provides the results of the search. Choose an object from the
results list and the details of the selected object transfer to the work overview and
detail areas.
 The Area on the right side of the screen and is divided into overview and detail
areas.
 The overview area provides a view of the organizational unit hierarchy or the
staffing assignments of an organizational unit.
 The detail area is used to maintain objects and their characteristics.
The Organization and Staffing interface provides a view of the selected object and is
organized with a navigation tree. Different views are available and you can create
additional views to meet your requirements in customizing.
Search Area
The search area provides tools to search for different objects in organizational
management. You can search by relationships with other objects and store the results
as favorites.
Delivered search tools enable you to find objects using the name, abbreviation, or ID of
the object. You can also search for objects that are assigned directly or indirectly to
another object, for example, all positions for a specific organizational unit.
The following search tools are available:
 Search Term
 Structure Search
 Free Search (search using a query)
Selection Area

The results of your search appear in the hit list. Double-click the object that you want to
edit and it transfers to the overview area.
You can also customize the displayed column using the column configuration.
Overview Area
Organizational units can be displayed in the tree structure or in list mode. Double-click
an object and additional information displays in the detail area. Characteristics of the
selected object can be updated in the detail area.
The overview area is used for the following activities:
 Create new objects
 Display organizational units in a tree structure
  View a structure as a list to display staffing assignments
 Define which details display
 Drag objects from the selection area to assign new positions, persons, or users
to a staffing plan
 View objects using theGoTo selection
Date and preview period
Each infotype uses a start and end date to identify the validity of the infotype data.
Validity dates determine the existence of an object. The validity date in the Organization
and Staffing interface determines the point at which data displays.
Validity dates enable you to do the following:
 Define the validity of an object or object characteristics
 Identify changes in your organization while retaining historical data
 Enable the evaluation of the organizational structure on key dates
 Evaluate key data or specific time periods from the past, present, or future
Detail Area for the Object: Person
Different attributes, relationships, and characteristics of objects are grouped on different
tab pages in the detail area. The following important tabs are available for the details of
the person object:
 Basic Data
 Qualification
 Financing Status
 Tasks
You can maintain the objects directly where they are or drag and drop them to maintain
them outside the selection area. Relationships are automatically created using drag and
drop. When adding attributes in this area, you are creating infotypes.
Icons are displayed if functionality is possible. Data entered can be undone and
restored using the appropriate icons provided the data has not been saved.
Detail Area for the Object Position
The following important tabs are available for the details of the position object:
 Basic Data
 Accounting assignment
 Financing Status
 Address
  Cost Distribution
 Working Time
Jobs
Object Type: Jobs

Jobs are general classifications of attributes, tasks, or responsibilities required for the
job. Jobs are used when creating positions and tasks assigned to a job are inherited by
the positions created based on that specific job. You can create many positions from
one job.
Jobs are important for the following application components for example:
 Personnel cost planning
 Personnel development
Hint
Ensure that your job descriptions are as general as possible and as specific as
necessary.
Cost Centers
Object Type: Cost Centers
Cost centers are maintained in Controlling and can be linked to either organizational
units or positions. Cost center assignments are inherited along the organizational
structure. Multiple cost center assignments or percentages can be set up. The cost
center can be set at the organizational unit and changed at a lower level such as
position.
Overview Organizational Structure
Organizational management is based on the concept that every element of the
organization constitutes a unique object with individual attributes. You create and
maintain each object individually and create relationships between the various objects
to form a framework for your organizational plan. This gives you a flexible basis for
personnel planning, previewing, workflows for approvals, and reporting.
Here is a selection of the main object types for organizational management:
 Position - Object type S
 Person - Object type P
 Job - Object type C
 Cost Center - Object type K
 Organizational Unit - Object type O

Methodology Planning
Methodology: Planning

Organizational management provides a comprehensive view of your company in the

past, present, and future.
This information provides a sound basis on which to plan and react to future personnel
changes and requirements. In the example, the left structure shows the current status of
the organizational structure and, on the right, the planned structure in the future.
All data is created with a unique two-character alphanumeric code, a start and end date,
and each is a different plan version and all are independent of one another. The
organizational management component enables you to plan and map any kind of
organizational restructuring or reorganization of your company.
Display the Organizational Structure
Business Example
Your company uses the organizational structure to optimally deploy its staff. As a
member of the organizational management team, you are responsible for current
organizational management and must from time to time obtain an overview of the
current structure.
ExerciseStart Exercise
Update the Organizational Structure
Business Example
Your company is expanding and new organizational units and positions must be added
to the organizational structure. As a member of the organizational management team,
you are responsible for creating the new organizational units and positions according to
the new structure.
Extend the existing organizational plan for your company. At the beginning of the year,
the ## Accounting department of Training International is divided into a subordinate
organizational unit. Create this new organizational unit.
ExerciseStart Exercise

Reporting on Existing Positions

Objective
After completing this lesson, you will be able to execute a report on existing positions
Evaluation Paths and Reports
The Overview Evaluation Path O-S-P
Evaluation paths are the foundation for organizational management reports. Evaluations
in organizational management require a start object and an evaluation path. The
evaluation path determines which relationships the system uses to reach a different
object.
Let's consider the following example and requirement:
"Show me all the people assigned to Department O1." To detect this, follow these steps:
1. Start with the organizational unit O1 object.
2. Go through the structure along the evaluation path O-S-P, which means starting
at the organizational unit (O), then collecting all positions (S) and their people
(P).
3. The result of the evaluation path is the collection of all target objects such as P2
and P2 to Px.
Evaluation Paths and Reports
Many evaluation paths are standard delivered. If you cannot find a suitable evaluation
path in the standard system, you can create your own evaluation paths in customizing.
The figure shows three evaluation methods that are included in the SAP standard
delivery:
1. O-S-P: The aim is to collect all persons along the path O (organizational unit) and
S (position).
2. O-O_DOWN: The aim is to collect all organizational units along the path O
(organizational unit).
3. PLSTE: The aim is to collect all positions along the path O (organizational unit).
Reporting
Organizational plans and reporting structures represent only a fraction of the reporting
functionality that is available in organizational management.
Organizational management reporting options are organized according to different
object types. To navigate in the SAP Easy Access screen, choose Human
Resources → Organizational Management → Info System. Open the folders for the
various objects to view the available reports.
Integration: Organizational Management and Personnel Administration
If personnel administration and organization management are integrated, you can enter
the position in the Actions infotype (0000). This infotype must be maintained first. You
cannot overwrite the fields job, organizational unit, or cost center. They specify the
relationships to the position.
Default values can be supplied for the company code, personnel area, personnel
subarea, employee group, and employee subgroup fields.
Execute an Organizational Structure Report
Business Example
The manager of the accounting department requests a report listing organizational units
and positions. As the organizational management specialist, you are responsible for the
generation of various reports and you provide the requested report to the manager.
ExerciseStart Exercise

4. Executing Processes in Personnel

Administration
Executing Personnel Actions
Objective
After completing this lesson, you will be able to execute personnel actions.
Personnel Actions and Hiring
The Concept of Personnel Actions
The objective of master data administration in human resources is to enter and maintain
employee-related data for administrative, time recording, and payroll purposes.
However, there are tasks in HCM that are more complex than just maintaining a single
infotype. For complex personnel processes, such as the hiring of an employee where
many infotypes have to be created one after the other, the system supports this by
using what is known as personnel actions.
You can use personnel actions to:
 Hire an employee
 Change the organizational assignment of an employee
 Change the employee’s pay
 Set an employee’s status to early retiree or pensioner
 Document when an employee leaves or re-enters the enterprise
Transaction: PA40 "Personnel Actions"
Personnel action is a sequence of infotypes to map a personnel process. Personnel
actions combine several related infotypes into one infotype group. Examples of
personnel action types include the following:
 Hiring an employee
 Organizational reassignment
 An employee leaving the enterprise
With the Actions infotype (0000), you can display an overview of all the important
changes related to an employee, and you can thus document the most important stages
that an employee passes through in your enterprise.
For example, when an employee is hired, you enter the required information into the
system by executing a hiring action. A hiring action presents infotypes in the order
specified by configuration to the HR administrator for completion. After each infotype is
saved, the next one in the action is presented for completion. You can skip a presented
infotype and, if necessary, complete the data later.
Hint
You can adjust personnel actions in Customizing to meet your requirements.
International Infotypes
Data is recorded for these infotypes during the hiring action. In addition, country/region-
specific infotypes such as taxes and benefits are usually included in the action.
Personnel Actions with Transaction PA40
Access Via Personnel Actions
Personnel actions are accessed using transaction code PA40. When called, a table of
all available actions is presented. To hire an employee, choose the hiring action (c.) and
enter the employee's start date (b.).
With internal number assignment, the system displays the next available personnel
number. With external number assignment, you enter a personnel number that has not
yet been assigned (a.).
On the initial screen, you can enter the personnel area, employee group, and employee
subgroup of the new employee (d.). Alternatively, you can execute this screen and enter
this information on the next screen, which is of the Actions infotype 0000.
Create Actions (0000)

The Actions infotype (0000) is the first of the personnel action infotypes and it logs the
personnel action. Additional information that can be recorded on this infotype include
the reason for the action (a.) and a reference personnel number (if the person has more
than one type of employment relationship with in the company). The status indicators
are assigned by the system and cannot be manually maintained.
You can directly assign the person to a position. If you have integration between
personnel administration and organizational management, and have stored information
on the position (such as personnel area, employee group, and employee subgroup b.),
the system suggests these as default values. If integration is not active or you have not
stored relevant information on the position, these values can be manually maintained.
Hint
The Actions infotype (0000) is a prerequisite to the Organizational Assignment infotype
(0001). You must save the Actions infotype. The values stored in this infotype are
copied to the Organizational Assignment infotype (0001). You cannot maintain the
values there (except for in the Position field).
Once you complete and save the Actions infotype (0000), the remaining infotypes are
presented for completion in the order specified in customizing.
Create Personal Data (0002)
The Personal Data infotype (0002) stores an employee's personal details. This includes
the employee's name, nationality, birth date, and marital status. Depending on the
country/region in which the employee is employed, the infotype uses different screens
that are, in part, country/region-specific.
Create Organizational Assignment (0001)
In the Organizational Assignment (0001) infotype, the employee’s integration into the
organizational structure, on the one hand, and into the personnel structure, on the other
hand, is defined.
This information is paramount for both the authorization behavior and control of payroll.
The infotype 0001 screen is divided in three parts of information:
a) Enterprise structure contains
 Company code
 Personnel area
  Personnel subarea
The fields for company code, personnel area, and cost center are not ready for input
here. These fields can only be maintained by carrying out a personnel action.
b) Personnel structure contains
 Employee group
 Employee subgroup
You cannot overwrite the values. You can only change these assignments by
performing personnel actions. You can overwrite the default value in the field for the
payroll area.
c) Organizational plan typically contains objects, such as
 Position
 Job
 Organizational unit
In addition, you can define data for the organizational area of the administrator
responsible for the employee in personnel administration. The administrator group
combines all administrators that are responsible for an organizational area in personnel
administration. You can save the responsible administrator area for HR master data,
time recording, and payroll. These fields can be used for the authorization check.
Create Addresses (0006)
In the Addresses infotype (0006), you store the address data of an employee. The
employee’s address is used with the employee’s name, taken from the infotype
Personal Data (0002), for employee lists of different kinds, for forms, or for address
labels.
You can enter different addresses for each employee. The standard system contains
the following address types as subtypes:
 Permanent residence
 Temporary residence
 Home address
 Emergency address
 Mailing address
 Nursing Address
There are different entry screens for the infotype Address (0006) for the individual
country versions. When you create an address, the system chooses the country/region-
specific entry screen that corresponds to the country of the personnel area to which the
employee is assigned in the Organizational Assignment infotype (0001).
Create Planned Working Time (0007)

In the Planned Working Time infotype (0007), specify the employee's work schedule
rule. This defines the employees daily, weekly, monthly, and annual working times. In
addition, you specify whether the employee's time postings are evaluated and whether
the employee works part-time.
Create Basic Pay (0008)

In the infotype Basic Pay (0008), you can store an employee’s basic pay. You can gain
an overview of the employee’s payroll history using the infotype history.
The standard system contains the following payment types as subtypes:
 Basic contract
 Increase basic contract
  Comparable domestic pay
 Refund of costs in foreign currencies
 Local weighting allowance
You can process the infotype Basic Pay (0008) on its own or with a personnel action. If
you want to create a new data record, enter the payment type on the Maintain HR
Master Data screen. The payment type is already set if you carry out a personnel
action.
You always have to specify the pay scale group and pay scale level together.
Create Bank Details (0009)
With the infotype Bank Details 0009, you enter the payee and the bank details for the
net pay from the payroll or the travel expenses.
The standard system contains the following bank detail types as subtypes:
 Main bank details
 Other bank details
  Travel expenses
When you enter other bank details or bank details for travel expenses to distribute the
payment amount to several payees, you specify the amount to be transferred as an
absolute value or as a percentage. In the case of travel expenses, the amount is an
optional specification.
There are two further bank detail types for countries/regions that have implemented off-
cycle activities:
 Main bank details for off-cycle
 Secondary bank details for off-cycle
International bank account number (IBAN):
The use of the along with the BIC or SWIFT code is mandatory for standardized
European payment transactions (SEPA). With the SEPA payment procedure, IBANs
and BICs must be used instead of country/region-specific account numbers and bank
numbers for the bank details of payers and payees.
Create Absence Quotas (2006)
You store leave entitlements in the Absence Quotas infotype (2006). You also store the
deduction from and deduction to dates here. You can use the default dates suggested
by the system.
Restarting a Personnel Action
You can restart an executed personnel action by selecting the action on the Personnel
Actions screen. Actions infotype (0000) displays and you must choose the Execute
infogroup.
This reactivates the execution of the action and the sequence of infotypes assigned to
the action is presented and you can make required changes. You must save each
record that you change. If you do not make any changes, you can go to the next record
without saving.
Utilities in Master Data Maintenance
From the Maintain HR Master Data screen, under the main menu bar option, Utilities,
the following options are available:
Delete personnel number:
Enables you to delete personnel numbers from the system for which payroll has not yet
been performed.
Change payroll status:
Enables you to manually change the Payroll Status infotype (0003). The Payroll Status
infotype is automatically maintained by the system. Selecting this option enables you to
manually change this infotype.
Change entry/leaving date:
This enables you to change the start date and end date of all infotypes included in the
hiring action simultaneously.
Additional Actions
The Additional Actions infotype (0302) enables you to log all personnel actions
performed for one employee on the same day. The log includes all action types and
action reasons performed for an employee on specific dates. This means that you can
save more than one data record per day for this infotype.
SAP recommends that you use the Additional Actions infotype to store an action that
processes more than one infotype in a single infogroup. This is due to the time
constraint 1 assigned to the Actions infotype (0000), which means only one actions
infotype can exist in the system for the same period of time. An example of this type of
personnel action is pay change. All programs that interpret an employee's status
evaluate the Actions infotype (0000) only.
Execute a Hiring Action
Business Example
As the HR Administrator, you are responsible for the setup of new employee files. A
new employee has been hired for the ## Accounting Clerk A position. You must update
the relevant infotypes to set up the employee in the system.
ExerciseStart Exercise

Executing Dynamic Actions

Objective
After completing this lesson, you will be able to execute dynamic actions.
Dynamic Actions
Why We Need Dynamic Actions?
Personnel administrators sometimes have the following problem when editing infotypes.
Depending on the conditions of the field values to be maintained, different follow-up
actions often have to be carried out. Whether you set the marriage status to married or
the number of children to 1 in infotype 0002, personal data can lead to different follow-
up actions.
The solution to this requirement is a dynamic action that can automatically process
further actions depending on certain conditions.
If you change the personnel data of an infotype, which then affects the data of a second
infotype, the system automatically displays the infotype. The personnel administration
component guarantees always-consistent data retention.
These dynamic actions are started automatically by the system, unlike the personal
actions that you start by yourself. Dynamic actions assist you with many human
resource processes that lead onto further activities.
In personnel administration customizing, you can set up user-defined processing chains
that are suited to your company’s conditions.
Dynamic Actions

Dynamic actions are performed automatically by the system when specific conditions
are met. For example, dynamic actions are set up on the Personal Data infotype (0002)
to facilitate data entry. Based on entries in specific fields of this infotype, the system
presents additional infotypes to ensure that complete information is stored.
Examples of infotypes dynamically called from the Personal Data infotype 0002 include
the following:
Field Completed on Personal
Infotype Dynamically Presented Data Included
Data Infotype 0002
Family Member/Dependents infotype Information regarding
Marital Status
0021, subtype 1 Spouse the spouse
Family Member/Dependents infotype Information regarding
No. of Children
0021, subtype 2 Child the children
Dynamic Actions – Principle
You can use dynamic actions to control actions that are initiated when maintaining an
infotype record. In principle, it is an IF-THEN sequence.
IF condition:
The if condition can be defined in great detail for infotypes/subtypes/field values
combined with individual processing steps, such as create or copy.
THEN sequence:
The consequence of the condition occurring can essentially be the following three
actions:
 Maintaining an additional infotype record
 Sending mail using SAP Office
 Executing a routine

Execute Dynamic Actions

Business Example
As a personnel administrator, you are responsible for maintaining personal data on
marital status and number of children. You can update the relevant infotypes by using
dynamic actions.
ExerciseStart Exercise

5. Applying Time Management

Outlining Time Management Basics

Objective
After completing this lesson, you will be able to describe time management basics.
Time Management Basic Information
Employee Time Data
Evaluating work performed by employees and determining employee availability within
an enterprise are essential elements for a human resources system.
Work performed by an employee is also relevant for the following areas:
Controlling:
Working times can be used for activity allocation in controlling. Costs generated by the
working times can be assigned according to their source in controlling.
Logistics:
Information from time management is used in logistics to determine employees’
availability for capacity requirements planning.
First Step to a Work Schedule: Period Work Schedule
The SAP Time Management application by Kronos enables you to determine work
requirements for the enterprise and plan employee shifts to meet those requirements.
Planned working time is defined as the daily working period from start to end time,
excluding breaks. By defining the planned working time for your employees, you
determine how long they must work in your enterprise daily.
Information on working time specific to a particular employee is represented in his or her
personal work schedule. The personal work schedule contains the deviations from and
exceptions to an employee’s working time that have been recorded.
You assign a work schedule to an employee on the Planned Working Time infotype
(0007) using work schedule rules. You can view the work schedule of each employee
using Transaction PA20 (1.) and clicking on the button Work Schedule (2.) in the
application toolbar.
The work schedule is created by the interaction of a holiday calendar and a period work
schedule. The figure shows the creation of the period work schedule:
 Work break schedule.
You define the break rules in the work schedule for any particular working day.
 Daily work schedule:
The daily work schedule determines the structure of working times in your
enterprise at the daily level. You can also define actual normal working
conditions and those that differ from externally or internally determined daily
working times. In this way, you set up working times defined for specific
employees. The planned working time specified in a daily work schedule is the
basis for payment calculation of actual working times that are relevant for payroll,
as well as the valuation of attendances and absences. The daily work schedule,
along with work break schedules, comprise the working times for a particular day.
 Period work schedule (3.):
The period work schedule consists of a defined sequence of daily work
schedules. The period work schedule reflects a work pattern that is repeated
after a defined period of time. You can create the period work schedule for any
length of time: The period work schedule can provide the working time model for
one week, as do flextime models, or for an entire year. Period work schedules
can also be created for longer-term working models, such as those that cover the
entire year.
Second Step to a Work Schedule: Holiday Calendar
The standard SAP ERP system contains public holiday calendars that include regional
holidays. You can change existing holidays and define new holidays in the public
holiday list. A public holiday calendar is assigned to each personnel subarea. This is
important for payroll as public holidays are considered when determining time such as
vacation and overtime.
The public holiday calendar is used in numerous SAP applications, and also plays an
important role in the human resources component. The public holiday calendar:
 Plays a central role in the scheduling process as well in generating monthly work
schedules
 Is important for payroll
Third Step to a Work Schedule: Work Schedule Rule

In time management, the definition of the planned working time (infotype 0007) for the
individual employees is of central importance. The planned working time is mapped in
the component time management (PT) over a work schedule, which in itself is based on
a period work schedule. The period work schedule, in turn, consists of a fixed sequence
of daily work schedule, each of which is assigned to work break schedules.
The holiday calendar, on the other hand, consists of a defined number of holidays.
The overall definition of the work schedule includes all information in the work schedule
rule, which brings together both components, the holiday calendar and the period work
schedule. By integrating the holiday calendar, you ensure that the system detects
whether a day is a holiday or not. This quasi means that along a horizontal time axis,
you can roll out the holiday calendar on the period schedule.
The work schedule is used as the basis for time data evaluation. The work schedule
indicates how many hours employees are expected to work. Depending on the
specifications defined for the individual employee, any additional hours worked are
identified as overtime in time evaluation.
Recording Time Data
You can use two different methods to record employee time data in the SAP system:
Negative time recording:
With this method, only deviations from the work schedule are recorded. Examples
include illness, substitutions, and vacation. If you only record deviations from the work
schedule, planned working time is used as the basis for time evaluation.
Positive time recording:
With this method, all actual times are recorded. This includes time such as the hours
actually worked, absences, and vacation. Actual times can be recorded using separate
time recording systems. The data is then uploaded to the SAP system, where it is
processed in time evaluation. Alternatively, employee time can be recorded manually
using the Attendances infotype (2002).
Recording Data in Time Management
Time management enables you to flexibly display and record working times. Information
on working times is used to calculate gross wages in payroll. You can manage time
accounts (such as leave and flex time) manually or automatically.
Examples of time recording options include the following:
1. Time administrator:
The time administrator has several transactions and displays such as PA60 or
PTMW available for time recording. They can record and change time date using
infotype screens such as the following screens:
 Infotype 2001 Absences
 Infotype 2002 Attendances
 Infotype 2011 Time Events
 Infotype 2006 Absence Quotas
 Infotype 2007 Attendance Quotas
2. Time recording terminals:
Customers can use external time recording systems and interface time data to
the SAP system.
3. Employee self-services
Employees can enter their own time data using an employee self-service portal
or SAP Fiori.
Here are some additional options:
 Customer system: Time administrators can use a customer system with an
interface to the SAP system.
 Cross-application time sheets (CATS): Cross-application time sheets are used by
both employees and time administrators to enter actual working time.
Record Time Data with Transaction PA30
Business Example
All employees work according to a specified work schedule. As a normal HR
administrator, you are responsible for recording employee overtime, medical
appointments, and vacation requests in emergencies (no time administrator is present).
Unfortunately, you can only access the Maintain HR Master Data transaction PA30.
ExerciseStart Exercise