05 SAP HCM Personnel Administration Part 3

SAP Human Capital Management SAP Human Capital Management
199 Advance Blvd, Suite 201

Brampton, Ontario L6T 4N2
Phone: 416-623-9493
05. 05. Personnel Administration Part 3
05. Personnel Administration
www.globalerp.ca SAP HCM
Presentation Agenda
Infotype Attributes 11
Customizing Screen Headers 22
Customizing Infotype Menus 33
Customizing Personnel Actions 44
Customizing Dynamic Actions 55
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Customizing User Controls
www.globalerp.ca
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
www.globalerp.ca
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
6
Infotypes And Screen Views
Infotype is a carrier of system controlling
characteristics such as attributes, time constraints,
etc. Data is not stored field by field in the human
resource database but grouped together in logical
groups. Examples: Planned Working Time,
Organizational Assignment
Screen is used in the context of task processing in the foreground
using the varied structure of the application area. A screen consist
of a screen and underlying logic.
The maincomponents of a screenare:
attributes (e.g. screennumber, next screen)
layout (the arrangement of texts, fields, and other elements)
fieldattributes (definition of the properties of individual fields)
flowlogic (calls the relevant ABAP modules)
Screen View
7
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
8
Customizing Procedures
Activities under this nodeallowto set up your system
so that alargepart of theworkprocessesusedinyour
enterprisearereflectedintheHRSystem.
For example, you can determine which infotypes are
tobeproposedasdefaultswhenapersonishiredor if
anemployee's organizational assignment changes.
In the HR System, hiring is considered to be a
personnel action; You can define and describe your
ownpersonnel actions.
Youcanset upyour ownmenus.
You can initiate actions so that they depend on the
existenceof certaininfotypes and/or their contents.
The standard HRSystemcan be implemented without
carryingout thefollowingsteps.
IMG> Personnel Management> Personnel Administration> Customizing Procedures
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Infotypes
Inthissection, youcanchangetheinfotypeattributes.
The standard SAP system can be implemented without
carryingout thestepsinthissection.
For example, youwouldliketoset upyour systemsothat the
start date of the current Organizational Assignment (0001)
infotyperecordisdefaultedasthestart datewhenyoucreate
arecordfor infotypennnn.
In the step "Set up infotypes", you store the infotypes you
require to enter employee data for administration, time
recordingandpayroll.
ThestandardSAPsystemcontainsall theinfotypesandisfully
functional. Whether you decide to change the infotype
attributes in this step depends entirely on your company's
requirements. The screen type ' ' is assigned to the standard
infotypetext.
Activities
a)Checktheinfotypesthat havebeenentered.
b)If necessary, changetheinfotypeentriesor texts.
c) additional infotypetexts
You can use the screen type to assign several texts to an
infotype.
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
IMG> Personnel Management> Personnel
Administration> Customizing Procedures> Infotypes
INDICATORFORACCESSAUTHORIZATION(FROM/TODATE)
TheAccessauth. (accessauthorization) allowsyoutodefinethetimeperiodduringwhich
anHR: Infotypecanbeaccessed.
When you access infotype data for a particular person, the system reads his/her
organizational assignment andtheworkarea(infotype, subtypeandauthorizationlevel).
Eachinfotypewill generallyhaverecordswithdifferentvalidityperiods.
One person may also have different organizational assignments over a certain time
period.
If different administratorsare responsible for these organizational assignments, this is
taken into account when the authorization for a specific infotype validity period is
checked.
Indicator not checked: the administrator is authorized to access the infotypes if the
personhad, has or will haveanorganizational assignment which, inaccordancewiththe
authorizationprofileallowshim/hertoaccessthisdata.
Indicatorset: theauthorizationcheckdependsonthecurrent (system)date.
Therearethreedifferentcases.
1. Theperiodofresponsibilitybeginsinthefuture.
If the administrator has write authorization for all infotype records whose validity
periodiswithintheperiodof responsibility.
Readauthorizationfor infotype records which do not extend beyond the end of the
periodof responsibility.
2. Theperiodofresponsibilitybeginsbeforethecurrentdate.
In this case, write or read authorization is valid in all periods. There are no time
restrictionsontheauthorizationsof theadministratorfortherelevant infotyperecords.
3. Theperiodofresponsibilityendsinthepast.
The end of the period of responsibility ends before the current date even if the
toleranceperiodistakenintoaccount.
Inthiscase, theadministratordoesnothavewriteauthorization.
Readauthorizationapplies to infotyperecords whicharenot valid beyondtheendof
theperiodof 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:Textallowedforinfotype
If you set this parameter, you can enter a text for infotype
records.
Infotype copied fromreference 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 entered
The 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 entered
Allowed 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 entered
The 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 entered
Allowed reaction indicators are:
5: All records that were valid for at least one day in the
period specified.
Reaction to: No delimitation
The 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 specification
Reaction indicators that are allowed for no date delimitation:
1: Read all records
2: Record or records valid on CPU date
6: All records between CPU date and 31.12.9999
7: 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 Dataand
Maintain overviewfunction 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 layout
In 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 Actions
03 - Infotype 0001 - Organizational Assignment
01 - Infotype 0002 - Personal Data
04 - All infotypes of Time Management
02 - All other infotypes
Header IDsareassignedaheader modifier, fromwhichthestructureof
therespectiveheadersisdefined, aswell astheHRcountrymodifier and
transaction class in table T588I Assignment of Header ID/ Country
GroupingtoHeadermodifier.
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Infotype Attributes
Indicator specifyingwhen data is chosen for the IT header
You can use the Choose Dataindicator 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 Dataindicator, 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 Dataindicator, 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
Assignmentinfotype (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> Infotypes
Choose Infotype in the Choose Activity screen pop-up box and Select Infotype 0001 Organizational Assignment by
either a doubleclickor highlightingthe Infotype andselectingthe Details icon (magnifyingglass).
1. Put your cursor onthe field: Time constraint andpress F1.
Time constraincode: 1
Meaning of Value: An infotype record must be available at all times. This record may have no time gaps. You may
not delete the recordlast storedonthe database because all records of this infotype wouldotherwise be deleted.
2. Under Retroactive Accounting Trigger part findfieldPast Entry andpress F1.
'X Entries whichrelate to past payroll periods are permitted. The systemdisplays a warningmessage.
3. Under DisplayandSelectionpart findfields Create w/o strt andCreate w/o end andpress F4.
Create w/o strt value: '1 Hiringdate, if no recordexists, otherwise blankor zero.
Create w/o end value: '1 Defaultvalue is 31.12.9999
4. Under Applicant infotypes part find field Applicant DBTab. As the field has a database table value assigned the
infotypeis usedinthe Recruitment Module.
Repeatthe same for the infotype 0007PlannedWorkingTime.
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Retroactive Accounting Trigger
www.globalerp.ca
Infotype Attributes
Entry Before Earliest Retroactive AccountingDate
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 date
indicator, 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
dateindicator, the entry of data is not permissible.
The retroactive accounting trigger for payroll is independent of the
retroactive accounting trigger for time evaluation.
Retroactive accountingrelevance 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
EntryBeforeTimeEvaluationRetro.AccountingLimit
With the Entrybeforetimeevaluation retroactiveaccounting limit
indicator, you can determine whether the entry of retroactive
accounting relevant dates is permissible for an employee before
thepersonal earliestretroactiveaccountingdate.
If you set the Entrybefore time evaluation retroactiveaccounting
limit indicator, it ispossibletomakeanentrybeforetheretroactive
accounting time limit. The retroactive accounting trigger is
effected,inthiscase, intheretroactiveaccountinglimit.
Entries are possible before this date, but only for documenting
purposes.
If you do not set the Entry before time evaluation retroactive
accountinglimitindicator,theentryof dataisnot permissible.
The retroactive accounting trigger for time evaluation is
independentof theRetroactiveaccountingtrigger for payroll.
FeaturenameforPDC/TimeMgt.recalculationrecognition
If recalculations (payroll accounting or time management) are
detectedat fieldlevel, youcanenter thenameof afeaturehere.
When table T588G (Field-Specific Retroactive Accounting
Recognition) isaccessed, theresult of thereturnvalueisenteredin
the variable keyof thetable. Youcanalso control whichfieldsare
retroactiveaccountingrelevant independentlyof thisfeature.
Whenyoucall upthefeature, thePME01structure, whichcontains
the employee's organizational assignment fields, becomes
populated. The structure is populated with values from the
Organizational Assignment infotype, whicharevalidfor thedateon
whichretroactiveaccountingisduetotakeplace.
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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 has
never 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 for
countries.
If the country dependent subtypes indicator is set for
the infotype, you can also specify the permissibility of
subtypes for aninfotype for countries.
In the transactions, Display Human Resources
Master Data (PA20) and Maintain HR Master Data
(PA30), validation of infotypes with country grouping
of entered personnel numbers is carried out. That
means that the only infotypes, or subtypes, that will
be displayed are those that are permissible for the
country groupings in the Infotypes- country-specific
settings view.
Example: Infotype 0461 is the Tax Assignment Canada infotype and is designated as Canadian-only in
configuration. In the view Maintain Master Data, if an existing employee number is entered into the personnel
number field, the system will determine (based on the IT0001 record) whether the employee belongs to a
Canadian company code. If the employee does not belong to a Canadian Company code, infotype 0461 cannot be
maintainedandwill not be visibleinthe pull-downselectionfor infotypes.
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IMG>Personnel Management>Personnel Administration>CustomizingProcedures>Infotypes>DefineFields
Relevant for RetroactiveAccounting
ChooseRetroactiveaccountingrelevancefor payroll andtimeper InfotypeintheChooseActivitypop-up
box andselect, withadoubleclickor themagnifyingglass, your infotypefromthetable.
or
IMG>Personnel Management>Personnel Administration>CustomizingProcedures>Infotypes>Infotypes
ChooseInfotypeintheChooseActivityscreenpop-upbox andSelect Infotype0006Addressesbyeither a
doubleclickor highlightingtheInfotypeandselectingtheDetailsicon.
Under RetroactiveAccountingtrigger findthefollowingfields:
1. Field: Retr. acct. payr. hasavalue'T Retroactiveaccountingisfield-dependent accordingtotableT588G
2. Field: Retr. acct. PDChasavalue =Infotypenot retroactiveaccountingrelevant
3. If thecodefor retroactiveaccountingis"R," anychangeontheinfotypewill trigger retroactiveaccounting.
If the code is "T," the systemchecks for specific field triggers as Defined in table T588Gin the IMGstep:
IMG: Personnel Management Personnel Administration Customize Procedures Infotypes
DefineFieldsRelevant for RetroactiveAccounting. ChoosetheactivityField-specificretroactiveaccounting
recognition.
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 countries
Find 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
www.globalerp.ca
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 lines
displayedonsingleandlist screens.
In the standard delivered SAP system, a screen header
is already assigned to each infotype. In addition, the
systemcontains information on whether the data is valid
on the system date or on the start date of the
Organizational Assignment infotype.
Each screen header is assigned a modifier which
depends on the transaction class (A = Personnel
Administration, B =Recruitment).
You can change the screen header, that is, you can
customize the first three lines. You can display data
from any infotype, includingcustomer infotypes.
In addition to any infotype fields you can also include
passport photos of your employees in the infotype
header in Infotype Header Definition view. In the System
Table view, determine the document type with which you
want to enter the passport photos inthe 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 a
record for your employee with PERNR (here:
70297), for infotype 0040 Objects on Loan.
Human Resources Personnel
Management Admini stration HR
Master Data
Select Maintain.
Enter employee number 70297 in the
Personnel number field, and 0040 infotype
number in the infotype field. Select the
create icon.
Note the sequence of fields in the header.
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Solution: Header Modifications 2
IMG: Personnel Management Personnel Administration Customizing User Interfaces
Change 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 Activity
pop-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 where
you will define your header modifier for employee records to
include Personnel Number, Employee Name, Personnel Area,
EmployeeGroupandEmployeeSubgroup.
Option1. If you prefer to copy records fromHeader Modifier '00'
followthisstep.
Select withyour cursor, theboxes at thebeginning of the
followinglinesfor header modifier '00.' Theselinesdefine
the line, column, text for the field name, the field value,
andthetext descriptionof thevalue.
Select theCopyas icon.
In the Header Modifier field, enter your header modifier
value## (where##isyour groupnumber). Select Enter
Makenecessarychanges.
Saveyour entriesandgeneratetheheaders.
Oncetheheadersaregenerated, proceedtostep6.
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Example: Settings for field name PERSK (EE subgroup)
Header fields
DD2 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
42
After the headers are generated, create a record for
your infotypefor your employee 540991##
Human Resources Personnel Management
AdministrationHR Master Data. Select Maintain.
Enter employee number 70297 in the personnel
number field, and infotype number 0040 in the infotype
field.
Select the create icon.
Your infotypeshouldhave your newheader.
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Screen Modification
www.globalerp.ca
Characteristics Of The Individual Screen Fields
You can change the characteristics of the individual
screen fields in the specific infotype, e.g. you can define
fields as required-entry fields or hide any fields that are
not required.
In order to define screen view, you might need to know
the infotype module pool and the screen number. To
display this information, call up the infotype you want to
change using transaction PA30 Maintain position cursor
on the field you want to change, pres F1 and then select
Technical Informationicon, .
SAP Easy Access> Human Resources> Personnel Management> Administration> HR Master Data
45
Infotype Screen Control
IMG> Personnel Management> Personnel Administration> Customizing User Interfaces> Change Screen
Modification
Standard setting
If this checkbox is marked, the field characteristics correspond to
the standard setting.
Required field
Mark this checkbox to define the screen field as a required field.
Optional field
Mark this checkbox to define the field as an optional field.
Not ready for input
If this checkbox is marked, the field is an output field only and is
not ready for input.
Hide
If this checkbox is marked, the screen field is hidden.
Hide and Initialize
If 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.
46
Infotype Screen Control
47
Feature For Screen Control of Your Infotype
48
You should be able to:
Customize the screen headers of the infotype
Perform screen modification
Lesson Summary
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Infotype Menus
www.globalerp.ca
Define user group-specific menu
Change the menu structure
Insert new menu options
Lesson Objectives
51
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.
52
You can select and edit the necessary infotype
froma list of infotypes for a specific personnel
number.
Youcanchangethemenusequenceby:
Defininguser group-specificmenus
Changingthemenustructure
Insertingnewmenuoptions
Infotype Menus-Overview
User-group specific infotypes in an
infotype menu
Customizable menu lay-out
53
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
54
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
www.globalerp.ca
Configure personnel actions
Set up the Additional Actions infotype
Give example of personnel actions
Lesson Objectives
63
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.
64
Personnel Actions Overview
65
Personnel Action Definition
Functions of personnel action:
It allows you to maintain a previously defined sequence of infotypes, without each infotype having
to be called individually saves time and ensures standard procedure
Exampl e: Instead of entering infotype maintenance transaction and creating each infotype
separately and ensuring that all of the infotypes were created, transactional user should use
a 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 quality
assurance and reduces inconsistencies
Exampl e: when employees subgroup is changed frompay-scale employee to non-payscale
employee if there is still a pay scale pay stored in the basic pay infotype, there would be
inconsistencies. When you make the change via action, all the critical infotypes can be
integrated in the process so that no essential adjustments is overlooked.
Apersonnel actionisacollectionof several logicallyconnectedinfotypesinthesystemwhich,
inanexact sequence, areusedfor processingof aparticular systemactivity.
66
Hire
Leave of Absence
Change of pay
Organizational reassignment
Termination
Early retirement
Retirement
Reentry into company
Examples of Personnel Actions
67
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 in
certain infotypes. A distinction must be made between the
Actions infotype (0000), and the other infotypes in which
this feature is used.
Here, the feature controls the determination of field values
when a data record is copied. Default values are
generally taken fromthe previous record. In certain cases,
the values should be taken from the settings made in
Customizing.
Infotype Actions (0000) - default values for
organizational assignment
Infotype Organizational Assignment (0001) -
defaultvaluefor payroll area
Infotype Planned Working Time (0007) - default
valuefor work schedule rule(SCHKZ).
Infotype Basic Pay (0008) - default value for pay
scale type and area; and also for capacity utilization
level and working hours per period taken from
PlannedWorkingTime infotype(0007).
IMG> Personnel Management> Personnel Administration> Customizing Procedures> Infotypes> Copy Default Values for Infotypes
Procedure
When copying data records, you can use the fields below to
determine whether the default values are taken from the
settings in Customizingor fromthe previous record:
o MASSN Action
o MASSG - Reasonfor action
Note: You cannotuse these fields for infotypeActions (0000).
X =Values fromCustomizingtable
=Values fromprevious record
69
In this node, you can define personnel actions
together with the possible reasons and the work
contents and the choice of actions for the
administrator.
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
1
2
3
1.Usergroupdependencyoftheinfogroup.
a. ChoosemenucategoryGandtheinfogroup.
b.Determine whether the info group is to be dependent on the user
group.
c. If necessary, assignthesystemresponseif theuserhasnot maintained
theusergroupor wheretherearenoentriesintheinfogroup.
2.Infogroupmodifier
a. MaintainthefeatureIGMOD.
b. Always call uptheinfo groupasthefirst decisionrule, otherwise
you will need to make entries for the respective return codes for
eachinfogroup.
c. For additional decision rules, you can call up country grouping,
companycode, personnel area, personnel subarea, employeegroup,
andemployeesubgroup.
3.Infotypesoftheinfogroup
a. Choosetheinfogroup.
b. Assign the operations, infotypes and info subtypes for the user group
andthereturnvalueof thefeatureIGMOD.
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Infogroup
IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Define Infogroups> Infogroup
Infogroupmodifier
The info group modifier feature (IGMOD) allows you to store the
contentsof variablekeyT588D-IGMODaccordingtothecompanycode,
personnel area, employeegroup, employee subgroup, action type and
reasonfor action.
Usergroup
Menu-setup for a menu-guided or system-guided transaction in table
T588B or infotype setup for a menu in table T588D can be defined
accordingtotheuser'sneeds.
InfotypeScreenControl
You can use infotype screen control to assign several infotype texts to one infotype. These infotype texts must be assigned to
differentscreens.
Infotypescreencontrol enablesyoutoassignseveral screenstooneinfotype. Thisfunctioncanbeusedinthefollowingcases:
Many infotypes contain numerous different fields which cannot or should not all be maintained on one single screen.
Often,onlyasubset of theseinfotypefieldsshouldbemaintainedononescreen.
Example: IntheAttendancesinfotype(2002), youcanmaintainthecosts or theworkperformedonseparatescreens accordingto
whichfunctionyouselect.
IntheAddresses infotype(0006), youmaynot want to maintainthecountryscreenwhichthesystemproposesfor thepersonnel
areabut thescreenfor adifferent country. Thisisthecaseif theemployee'splaceof residenceisnot inthesamecountryinwhich
he/sheworks.
Example: If anemployeeis assignedto apersonnel areainCanada, thesystemdisplays the entryscreenfor Canada. However, if
thisemployeelivesinUSA, youcanusetheAddressabroadfunctiontochoosethecountrykeyfor USAanddisplaytheentryscreen
forUSA.
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Determining Personnel Action Types
IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Set Up Personnel Actions>
Personnel Action Types
1.ActionType
An actiontypegroupspersonnel actionsaccording
tobusinessaspects.
2.NameofActionType
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 checkingaction sequence
When 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.
Examples
A withdrawal must precede a reentry; only active employees may be sent into early retirement or terminated.
5. Infotype Group Number
A 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 control
Here 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 executingan action
The indicator U0000is used to define whether the personnel action type should be
stored in the Actionsinfotype (0000).
8. Update infotype 0302 when executingan action
The indicator U0302defines whether the personnel action type is
stored in the Additional Actionsinfotype (0302).
9. Indicator: Country reassignment action
Indicator which describes whether the type of personnel action
indicates a country reassignment.
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Determining Personnel Action Types
InputFieldsforPersonnelActions
Thisindicator allowsyoutocontrol organizational assignment data
input optionsintheinitial screenof thePersonnel Actionsinfotype
(PA40), aswell asintheActionsinfotype(0000).
Use
If indicator PAisset, thePersonnel area fieldisreadyfor input on
theinitial screenof thePersonnel Actionstransaction(PA40), or of
theActionsinfotype(0000).
Youcanthencontrol theinput options for thePosition, Employee
groupandEmployeesubgroupfieldswiththeindicatorsP, EGand
ES, respectively.
Dependencies
You can only use indicator P if Organizational Management is
integrated.
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Status indicators for personnel actions.
The three status indicators have the following meanings:
1. Customer defined
Not used in the standard system.
You can use this indicator according to your requirements.
2. Employment:
0: Employee not with company
1: Employee with company, but inactive
2: Employee with company, but as retiree
3: Employee active in company
3. Special payment- only for Austria and Spain.
0: Special payment: no entitlement
1: Special payment: standard wage type
2: Special payment: special wage type
Each action is assigned the three status indicators STAT1 (customer defined), STAT2 (employment), STAT3 (special payment) in the
customizingsystem.
Whenapersonnel actionrecordiscreated, thesystemautomaticallyfillstheCustomer defined, Employment andSpecial payment fieldsif
theactionaffectstheemployee'sstatus.
Thefirst recordof theActionsinfotypeisassignedthestatusspecifiedinthecustomizingsystem. All other recordshavethesamestatus
indicator asthenewpersonnel actionif thisisnot BLANKinthecustomizingsystem.
This applies to all three indicators.
Personnel Actions Change Status Indicators
76
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 checks
whether thefeatures of thisactionmatchthe featuresof
the previous action. The feature you enter in this field
controlsperformanceof thischeck.
Examples: A withdrawal must precede a reentry; only
active employees may be sent into early retirement or
terminated.
The following features are available:
MSN20for withdrawal
MSN21for reentry
MSN32for early retirement/retirement
Check employment status
for old action using
feature MSN32
ERROR
EE not with the company
ERROR
EE 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
79
Changing Action Menu
IMG> Personnel Management> Personnel Administration> Customizing Procedures> Actions> Change Action Menu
MENU TYPE (INFOTYPE MENU/INFO GROUP)
B: Applicantactionsmenu
The applicant actions menu is used in Recruitment and appears when you
select theApplicantactionsfunction.
M: Personnel actionsmenu
Thepersonnel actionsmenuisusedinPersonnel Administrationandappears
whenyouselect thePersonnel actionsfunction.
G: Infogroup
Whenyoucreateanactionfor anapplicant or employee, theinfotypeswhich
belongtooneinfogroupareproposedfor processing.
I:Infotypemenu
The infotypes are displayed on the initial screen of menu-guided functions
such as Display or Maintain applicant data and Display or Maintain
employeemasterdata, Fastentry, etc.
S:Selectionofinfotypemenus
Several infotypemenuscanbeassignedtoonemenu-guidedfunction.
You can select different menus usingthe Other menufunction. The system
stores your last selection and sets this as the default when you select the
functionagain.
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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
82
Activating additional actions
Activation 'Additional Actions'
Report RPUEVSUP makes the required entries in the
Additional Actions infotype (0302).
In table T77S0, it sets the value of the semantic code
EVSUP to 1 for the groupADMIN.
This activates the Additional Actions infotype(0302).
In table T529A, it sets the indicator U0302 for all
personnel actiontypes.
The systemthen logs all personnel action types that
are executed for an employee and their related
reasons inthe Additional Actions infotype (0302).
It creates an Additional Actions record (0302) on the
specified key date for each record in the Actions
infotype(0000).
SAP Menu Bar> System> Services> Reporting > RPUEVSUP or enter directly transaction SA38 > RPUEVSUP
Report RPUEVSUP
83
Displaying Additional Actions In Infotype 0000
Note that you can only store one personnel action a
day in the Actions infotype (0000) !!!
In customizing, you can specify which action type
should be stored, that is, which should be kept, for an
employee per day if more than one personnel action
was run for the employeeon the same day.
As a rule, you should choose personnel actions
that result in a status change, for example, the
leaving action which changes the employees status
fromactiveto left.The other action(s) will be stored
inIT0302.
The Additional Actions infotype (0302) only stores
the action types and the reasons.
Note: You cannot run two personnel actions that
change an employee's status on the same day. For
example, you cannot run a leaving action and an early
retirement/retirement action on the same day. In this
case, one actionwould overwrite the other.
84
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
Employees previous Personnel Number is re-activated as it provides a continuous
history in the Lifecycle of the employees 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
87
Fast Entry Of Personnel Actions
The Fast Entry of Personnel Actions function is
available for some actions. This function enables you to
carry out a personnel action for one employee. There
are several required entry fields that you must fill on the
Fast Entry screen in order to carry out a personnel
action. You can enter all the important data for the
individual employee that is not derived fromthe default
values. Using these entries as a basis, the systemwill
fill all the other fields with default values (for example, if
you make an entry in the required entry field Position,
the systemwill automatically suggest a default value for
the field Payroll accounting area). When you use the
Fast Entry of Personnel Actions function, the system
does not display the fields for which default values are
suggested automatically. The advantage of this function
is that you can maintain all the required entry fields for
all the infotypes belonging to a particular personnel
action on one screen. This prevents you fromhaving to
maintain all of the fields included in the infotypes
assignedto the personnel action.
Transaction PA42
In the standard system, you can only use the Fast Entry of
Personnel Actions functionfor the followingactions:
Hiring
Organizational reassignment
In the Implementation Guide for Personnel Administration, you
have the option of customizing the Fast Entry of Personnel
Actions function to suit your company-specific requirements. You
can set up your own fast entry screens for all the personnel action
types you require by determining the content and layout of the
screens.
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Configure personnel actions
Set up the additional actions infotype
Give examples of personnel actions
Lesson Summary
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Customizing Dynamic Actions
www.globalerp.ca
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
91
Your Human Resources Department would like three automatic actions to occur in the
system:
When employees marital status changes fromsingle to married, the Family/Related
Personinfotype shouldappear automatically.
When administrator's area of responsibility changes, he/she should be automatically
notifiedvia SAP office mail.
The HR Administrator would like to be reminded to ask an employee who has
borrowed a laptopto return it one monthbefore the employee shouldreturn it.
Business Example
92
Dynamic Actions
Indicator for step
P- Check conditions
I- Maintain infotype record
W- Set default values when creating a new record
V- Reference to another step
F- Call routine
M- Send mail
Other entries in this column mean "comment line.
Function character of step
This 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.
00for Independent of the current function carried out
02for Change
04for Create
06for Change and create
08for Delete
10for Change and delete
12for Create and delete
Examples
If 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 Number
This field holds the sequence number of the withholding type.
IMG> Personnel Management> Personnel Administration> Customizing Procedures> Dynamic Actions
93
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)
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
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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