SAP HCM: Legacy Data Transfer Mass Upload of Organizational Structures Using RHALTD00

Applies to:
SAP R/3 System. This article is intended for those who want to do Mass upload of Organizational structures using standard SAP program in the batch mode during SAP HCM Implementation Projects. For more information, visit the Enterprise Resource Planning homepage.

Summary
This article lays down the procedure for creating a file for creating Organizational Structure - Objects like Organizational Units, Positions, Jobs, another file for creating Relationships and also files for upload of infotypes pertaining to the object. The scope of the document is to list out the step-by-step process followed to perform successful upload of Organizational Structure into the SAP system. Author: Kumarpal Jain

Company: Infosys Technologies Limited, Pune Created on: 25 December 2008

Author Bio
Kumarpal Jain is a SAP HR Certified Consultant. He has around seven years of experience in HR/Recruitment Domain and about one year in SAP HR. Currently, he is working with Infosys Technologies Limited, Pune.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Table of Contents
Overview: ............................................................................................................................................................3 1. Conversion: .................................................................................................................................................3 2. Data Transfer Programs: ............................................................................................................................3 Organizational Structure .....................................................................................................................................4 Conversion for Infotype 1000..............................................................................................................................5 Related Content................................................................................................................................................13 Disclaimer and Liability Notice..........................................................................................................................14

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Overview:
Implementing a new integrated HR software system is a major effort, and requires you to make many changes. You have to learn how the system works and understand how you can operate your business in a new, more efficient way. SAP HCM Implementations typically requires you, a) To move data from the existing legacy system into SAP; or b) Build the solution into SAP from scratch. This document discusses the creation of an organizational structure under what is called as Organizational Management in SAP HCM. Why adopt the methodology described in this document? Uses the functionality readily provided by SAP and resident within the basic package and does not require any separate development effort. It minimizes the time taken to build the organizational structure in SAP. The manual element in the process makes the data upload a conscious process. Reusability and Portability - Multiple uploads can be done over different instances to perform testing and ensure the validity of the structure. Ease in correcting the data - Data can be changed/ modified post upload of data. Ease of use The users may/may not have prior experience with SAP. Building the solution in this form makes it easy for the users to input the data. In many organizations looking to implement SAP, there is no formalized methodic way of building an organizational structure. The process described here helps establish a methodic approach to building an organizational structure in an organization

Two major steps are required to accomplish this: 1. Conversion: The data from your legacy system has to be prepared into a format that the SAP System can read. The data needs to be put in an Excel sheet in a specified format which is then converted to a text file referred to as a flat file. 2. Data Transfer Programs: Once the data is prepared, it can then be uploaded into the SAP System. This is done by using an SAP data transfer program (which is available in SAP by default) that reads the flat file and moves it into the SAP System.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

The following figure illustrates the concept behind the Legacy Data transfer discussed in this document.

Organizational Structure
The Organizational Structure depicts the different departments, positions, jobs (called objects) and relationships between them and forms the basis of the entire Personnel Planning and Development application. a) An organizational unit represents a grouping of employees (often in the form of departments). b) A Position is an organizational grouping of activities that can be performed by a person. c) A Job is used to classify information basic to the human resource planning process. It identifies the relevant duties/tasks, skills, and requirements of each job within an Organization. In this document, the process of uploading Positions is discussed. Please note: Organizational Management objects are considered a subset of Personnel Development (PD) objects and the procedure outlined here remains the same for all other PD Objects.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Conversion for Infotype 1000

The data from the legacy system has to be prepared into a format that the SAP System can read. This is a two step process: 1. Putting the data into an excel file and saving it in a .csv format. 2. Converting the excel file into text format referred to as a flat file. Step 1: Maintain the data in the Excel sheet as per the table HRP1000.

Based on the table above, an excel file has to be created:

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Important Points to note:

1. Please do not maintain length of a cell in the file. This is been depicted here for making your understanding clear; even if the Object Id in Column D is blank, it has got 8 spaces; because the database table will read information character-by-character in a sequential file. 2. In this example, we are using Internal Number Range and hence, the Object ID is kept blank. 3. The field length is of extreme importance. For example: - If the value expected to be maintained by SAP is 3 characters, and the value we want to maintain is 0, we need to maintain 000. This is applicable to all. 4. In case blank value needs to be passed, maintain that size of SAP field length in that cell. Sample File:

S-1000UP.xls

Step 2: Save the file, so created, in a .csv (comma delimited) format.

Sample File:

S-1000UP.csv

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Step 3: Open the file in Notepad and do the following: a. Remove the header.

b. Replace the commas with nothing.

c.

Remove any trailing blank records at the end.

Step 4: Save this file again in .csv or .txt format (there is no difference/impact on the program as it accepts both kind of files). Once done, this file will be used for upload.

Sample File:

S-1000UP.txt

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Step 5: Run the Transaction Code CG3Z from the SAP Easy Access Screen

This will open a dialog box where we need to input the upload parameters

Source file on front end: This is the file which you have created and you want to load. Target file on application server: Provide the path on the application server where you need to store the file and also, provide a name to that file. For eg: S-1000UP.txt The Standard Upload Program RHALTD00 will be accessing the file from this location.

Transfer format for data: File has to be transferred in ASCII format, hence, maintain the value as ASC in this field. Once you upload, you will get a message on the status bar reading

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Step 6: Run the Transaction code for Legacy Data transfer. This Program when executed will create a Session in the batch mode. This can be done through two ways: a. Type Transaction SE38 in command field and input RHALTD00 in the subsequent screen that appears and execute

OR b. Type OODT in the command field of the SAP Easy Access Screen:

On execution of one of the above, the following default screen is displayed:

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Maintain values as below in the screen:

File Type: P Physical File / L- Logical File Application data often has to be held in files outside the database. Such files are held in different directories, depending on the operating system used. Filenames and paths have to meet varying syntax requirements. For this reason, many R/3 applications use logical filenames that are not specific to one platform. When files are saved the system uses the FILE_GET_NAME function module to supply a filename (with path) appropriate to the platform, based on the logical filename. File Name: Provide the same file path to which you have uploaded the file in Step 5. Session Name: Enter the name of the batch input session to be created. Mode: B Batch Input / T Test (For Safe loads, always check your file in T mode first). The output of T mode is as below.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Since the data appears to be successful, press F3 and now run the session in Batch Mode.

Clicking on the Process session will call the SM35 session where the session is ready to be processed. Select the Session and click Process.

On doing so, you will be presented with a dialog box like this

As we would be executing this for 1000s of records, it is advisable to process the session in Background mode (Background mode uploads are quicker). However, this sample document containing 5 records would be executed in the Process/foreground mode. Click Process.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Batch session starts reading the file and displays the OK-Code.

The next available number from the Internal Number range is assigned:

All the Objects get created. The uploaded data can be seen in the table HRP1000.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Related Content
http://www.sap.com https://www.sdn.sap.com For more information, visit the Enterprise Resource Planning homepage.

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SAP HCM: Legacy Data Transfer - Mass Upload of Organizational Structures Using RHALTD00

Disclaimer and Liability Notice

This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document.

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