SAP HR TRAINING IN CHENNAI DEMO PART-3

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PERSONNEL ADMINISTRATION TOPICS SAP Personnel Actions A Personnel Action includes all the

necessary infotypes, displayed in a logical sequence, for which data must be entered for a particular HR event like hiring, termination etc.

In the SAP Command Prompt , Enter Transaction PA40

The SAP Personnel Actions screen is divided into 3 sections:

Personnel Number: In this field, you enter the employee's personnel number, expect when executing the "Hiring" action, as it may be generated automatically by the system.

From: In this field, you enter the start date applicable to the personnel action.

Action Type: In this section, you select the appropriate personnel action.

To gain a clarity on  Personnel Actions , lets execute an  Hiring Action in SAP.

Enter the hiring date in the From field. Select Hiring from the Action Type list. Click to execute the transaction.

In the next SAP screen The Start and to dates are defaulted in,

check and maintain if necessary. Check the Action Type is correct. Enter the Reason for Action.

Enter  the Personnel Area. Enter  Enter the Employee group. Enter the Employee subgroup. Click the Save Button. Personnel

Number is automatically genrated.

Once you click save the hiring Infogroup is activated. Every Infotype relevant to the Hiring action will appear one after each other. Once you have maintained each Infotype, validate your entries by pressing enter and save, save.

HOW TO DELETE A PERSONNEL NUMBER IN SAP

You may come across many a scenarios which require you to delete a Personnel Number. For example, you have mistakenly hired an employee on a wrong date in your SAP system. Or, the employee is hired and left the organization on the same day.

The following procedure  deletes both the personnel number and all the data that is stored in the system for the employee. Note you must have the necessary authorizations in SAP to execute the program.

In Transaction SE38,  Enter Program Name RPUDELPN Click Execute

In the next Screen Enter the Personnel Number Check Detialed Log Flag Click Execute

A confirmation screen is show .Click Yes

Employee is deleted from SAP system and its data can not be recovered. Log is shown

You can also use transaction PU00 to delete only some infotypes of an employee.

TYPES OF STRUCTURES IN SAP There are 3 types of structures in

SAP Enterprise Structure Personnel Structure Organizational Structure

For an employee , information about these three structures is stored in IT0001

ENTERPRISE STRUCTURE Below is a sample Enterprise Structure-

There are 4 main components of the enterprise  structure

Client Company Code Personnel Area Personnel Subarea Lets look into them in detail

CLIENT t is an Independent legal and organizational

unit of the system. A client generally is an entire corporate group(example GE).

It can be a identified by a 3 character alphanumeric code (like 058,AZZ)

No data exchange can take place between clients (only in exceptional cases)

An employee who changes from one client to another must be assigned a new personnel number

Client 000 is delivered by SAP and should not be changed.

Your SAP system contains both client-independent (e.x. programs , transactions , reports) and client-specific elements.(hr master data , om master data)

COMPANY CODE The company code is an independent

company with its own accounting unit; a company that draws up its own balance sheet (e.x. GE Chemicals , GE electric).

Identified by a 4 character alphanumeric code (ex. 0001,AB01)

PERSONNEL AREA It represents a subdivision of the company

code (Ex GE Chemicals Australia , GE Chemicals UK)

Identified by a 4 character alphanumeric code (ex. 0001,AB01)

You have to assign unique personnel area to company code

Personnel Area  is used as selection criteria for evaluations and used in authorization checks

PERSONNEL SUB AREA It represent a subdivision of the

Personnel Area (Ex for GE Chemicals UK , valid personnel subareas could be GE Chemicals London , GE Chemicals Brussels)

Identified by a 4 character alphanumeric code (ex. 0002,ABCD)

Some important indicators set by the PSA include groupings for the following:Default values for Pay scale area and Pay scale type

Public Holiday calendar Appraisals Assigning of legal persons Default values for Basic Pay Grouping for wage types Assignment for tax-related corporate features

PERSONNEL STRUCTURE Personnel structure displays position of

individual people in the enterprise as a whole.It comprises of Employee Groups Employee Subgroups.

Examples: Active, Retiree, External

EMPLOYEE GROUP Employee Group is used to classify

employees in general terms. It defines the position of the employee

within the company's workforce Identified by 1 character alphanumeric

code (Ex 1 , A). Examples of different valid Employee

Groups would be Active, Pensioners, External

Employee Group  has the following important organizational functions

Can be used to generate default values for data entry, example for payroll accounting area or an employee's basic pay.

Can be used as a selection criteria for reporting.

Can be used as an entity for authorization checks.

EMPLOYEE SUB GROUP Employee Subgroups are subdivisions of

Employee Groups. Each ESG is assigned a 2 character

alphanumeric identifier ($$). Examples of valid ESGs for an Active

employee would be Trainee, Hourly Wage Earner, Salaried Employee, Non-pay scale employee

Employee regulations (for HR) are defined at the Employee Subgroup level.

Some important indicators set by the ESG include groupings for the followingWork Schedules

Appraisals Grouping for Wage types Grouping for Collective agreement provision Processing of employee's payroll Assigning employee characteristics like activity

status, employment status and level of training. Time quotas Payroll Area

ORGANIZATIONAL STRUCTURE It is based on Organizational plan. Organizational plan provides foundation of

Organizational Management.An organization uses an organizational plan to represent relationships between individual departments and workgroups

The organizational plan uses elements called objects like Persons (P), Jobs (C), Positions (S), Organizational Units (O), Cost Center (K) etc.

There are interfaces present that help one to build Organizational Structures

INTEGRATION OF OM AND PM Integration switch - PLOGI ORGA

integrates PA (Personnel Administration) and OM (Organizational Management).

If integration between PA and OM exists, then on entering a position in Actions Infotype (0000), system proposes values stored in OM for EG, ESG and PA.

CONCLUSION In this Presentation I have explained about the

SAP HR Personal Administration and structures in SAP further topics will be explained in Next presentation

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