SAP HR- Set up Personnel Action- Configuration steps

Personnel Actions:

Personnel procedures, such as hiring an employee, organizational reassignment, or an employee leaving the company, are represented by separate personnel actions in Personnel Administration. Each personnel action contains the infotypes for which we have to enter data for the action in question and displays these infotypes for us to processes. This ensures that all the core data relevant for this procedure is entered.

The Hiring personnel action provides all of the infotypes that are necessary to guarantee the hitch-free administration of the employee, payroll, time management and other personnel processes.

General Personnel Actions:1. Hiring2. Organizational reassignment3. Change in pay4. Rehire5. Severance6. Retirement7. Termination8. Hire applicant9. LOA (Active)10. Return from Leave of Absence

Configuration Steps: 1. IMGPersonnel ManagementPersonnel AdministrationCustomizing ProceduresActionsDefine infogroupsUser Group Dependency on Menus and Info Groups

Or, you can Copy the existing one and rename it.

Infotype menuA menu contains1. A selection of infotypes and sub menus reviewing the infotypes used in menu-controlled transactions and2. A selection of events and submenus reviewing the events used in system-controlled transactions.

Menu dependent on user groupThe set-up of a menu for a menu-guided or system-guided transaction in table T588B, or the set-up of an info group for a menu in table T588D can be defined for individual users.The SPA-GPA parameter UGR must be maintained in the user defaults for this purpose.In this field you can indicate whether the menu or the info group is user group dependent.

Reaction if user group is not maintainedIf you have not maintained the parameter UGR in the user defaults, you can set one of the following system reactions:

' ': (no message) the menu for the specified reference                   user group is displayed.

'W': (warning)     the menu for the specified reference                   user group is displayed.

'E': (error)       No menu is displayed.

Reference user groupIf parameter UGR is not set in the user defaults (transaction USER), enter the reference user group that should be used for the menu layout.

2. IMGPersonnel ManagementPersonnel AdministrationCustomizing ProceduresActionsDefine infogroups Info group

Select the Info group which you have created in the above step.

Give the User group, No, Operation, Infotype and Sub type.User Group:Select the user group.No:It is serial number for that infotype in that menu group.Operation:This operation defines which editing mode should be used to process the infotype in an action.

1. INS = Create2. COP= Copy3. LIS9 = Delimit 4. EDQ = Lock/Unlock

When you create infotype records while processing actions, the system checks if an infotype with the same subtype is already exists. If it does, the system switches from "Create" to "Change". It only makes sense to use the Create (INS) operation for the initial entry action. For all other actions, use the Copy (COP) operation. When you use the copy operation, the system proposes the start date of existing action records. If no records exist for the infotype, the system automatically switches to Create.

In certain cases, it is better to create a new record. In the Birth of a child action, the system processes the Personal Data (0002), Family/Related Person (0021), and Additional Payments (0015) infotypes. A new Family/Related Person infotype record is created irrespective of existing records. In such cases, use the Create operation for actions ((INSS)). The system then does not switch to Change (MOD) mode.

In the Leaving action, use the Delimit ((LIS9)) operation to delimit records. Never delimit Actions (0000) and Organizational Assignment (0001) infotype records.

Lock/Unlock (EDQ) operation either sets or deletes the lock indicator of an infotype (depending on whether it was set beforehand or not).You can use the lock indicator for two purposes:To prevent a user from editing locked infotype records by assigning appropriate authorizations.To ensure that locked infotype records are not selected in Reporting.

3. IMGPersonnel ManagementPersonnel AdministrationCustomizing ProceduresActions Set up personnel actions Personnel Action Types

ActionAction TypeAn action type groups personnel actions according to business aspects.

In HR, the term personnel action has different meanings:

Personnel actions transaction

Complex activities (for example hiring of personnel) are executed using a personnel action lead by the system. An action is a series of infotypes infogroup which are set in the system and processed consecutively.

Personnel action infotype (0000)When you execute a personnel action, a new Action record (0000) is created for the specified personnel number. The most important information in this infotype is the employee status:

Active Inactive Retired Left the company

In addition, the customizing profile keys of the executed personnel action and a reason for personnel action are stored in this infotype.

Action keyThe personnel action is identified through the personnel action key which is stored in the infotype Personnel Action. This key is assigned status indicators and an infogroup when the system is customized.

Function: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

Employment StatusStatus 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 company1: Employee with company, but inactive2: Employee with company, but as retiree3: Employee active in company

3. Special payment: 0: Special payment: no entitlement1: Special payment: standard wage type2: Special payment: special wage type

This special payment indicator is only relevant for the country versions of Austria and Spain. Each action is assigned the three status indicators STAT1 (customer defined), STAT2 (employment), STAT3 (special payment) in the customizing system. When a personnel action record is created, the system automatically fills the Customer defined, Employment and Special payment fields if the action affects the employee's status. The first record of the Actions infotype is assigned the status specified in the customizing system. All other records have the same status indicator as the new personnel action, if this is not BLANK in the customizing system; have the same status indicator as the previous record if this is BLANK in the customizing system.This applies to all three indicators.

Special Payment StatusStatus 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 company1: Employee with company, but inactive2: Employee with company, but as retiree3: Employee active in company

3. Special payment: 0: Special payment: no entitlement1: Special payment: standard wage type2: Special payment: special wage type

This special payment indicator is only relevant for the country versions of Austria and Spain. Each action is assigned the three status indicators STAT1 (customer defined), STAT2 (employment), STAT3 (special payment) in the customizing system. When a personnel action record is created, the system automatically fills the Customer defined, Employment and Special payment fields if the action affects the employee's status. The first record of the Actions infotype is assigned the status specified in the customizing system. All other records have the same status indicator as the new personnel action if this is not BLANK in the customizing system; have the same status indicator as the previous record if this is BLANK in the customizing system.

This applies to all three indicators.

Feature for checking action 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.

ExamplesA withdrawal must precede a reentry; only active employees may be sent into early retirement or terminated.

The following features are available: MSN20 for withdrawal MSN21 for reentry MSN32 for early retirement/retirement

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

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

You can then control the input options for the Position, Employee group and Employee subgroup fields with the indicators P, EG and ES, respectively. You can only use indicator P if Organizational Management is integrated.

Input Fields for Personnel Actions

This indicator allows you to control organizational assignment data input options in the initial screen of the Personnel Actions infotype (PA40), as well as in the Actions infotype (0000).

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

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

You can only use indicator P if Organizational Management is integrated. This indicator allows you to control organizational assignment data input options in the initial screen of the Personnel Actions infotype (PA40), as well as in the Actions infotype (0000).

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

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

You can only use indicator P if Organizational Management is integrated.

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

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

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

You can only use indicator P if Organizational Management is integrated.

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

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

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

You can only use indicator P if Organizational Management is integrated.

Infotype Group NumberThe infotype group number is 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.

The sequence of infotypes can also depend on

The user parameter UGR The employee's control data

When defining an infogroup, please note that the Organizational Assignment infotype (0001) must always be one of the first infotypes since it is used in other infotypes for authorization checks, screen layout and plausibility checks.

When hiring an employee, only the Personal Data infotype (0002) should be maintained before infotype 0001. If employee transfers or other similar actions are involved, the infotype 0001 record should be created first.

Date controlHere you can define as of when the new records should become valid when you select an action from the action menu and enter the start date:

" ": Specified date is start date for new records "1": Specified date is end date for old records

ExamplesAn employee leaves the company at the end of the year but the new record is not valid until 1/1 of the following year.If the entry in this field is " ", enter 1/1 of the following year.If the entry in this field is "1", enter 12/31 of the current year.The start date on the Actions single-record screen is 1/1 of the following year in both cases.Update infotype 0000 when executing an actionThe indicator U0000 is used to define whether the personnel action type should be stored in the Actions infotype (0000).

If you set the indicator U0000, the personnel action type is stored in the Actions infotype (0000).

These personnel action types have an effect on the status indicator, or allow you to change the control data in the Organizational Assignment infotype (0001). They document important activities such as organizational reassignments of employees.

If you do not set the indicator U0000, the personnel action type is not stored in the Actions infotype (0000).

These personnel action types are used to edit a group of infotypes in a system-guided transaction without documenting this in the Actions infotype (0000).Example:Your enterprise has a personnel action type called "Hiring" which is executed by the administrator for master data. This personnel action type is assigned to an info group which, in addition to the Organizational Assignment infotype (0001) contains only person-related infotypes such as Personal Data (0002), Addresses (0006) etc. This personnel action type is stored in the Actions infotype (0000).You also have the personnel action type "Additional hiring data" which is executed by the administrator for payroll data. The assigned info group contains the payroll-relevant infotypes for tax and social insurance data, and the Basic Pay infotype (0008). This personnel action type is not stored in the Actions infotype (0000).

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

If you set the indicator U0302, the personnel action type is stored in the Additional Actions infotype (0302).

If you want to automatically log all personnel action types which are executed for an employee, set the indicator U0302 for all personnel action types. All personnel action

types which are executed for the employee and the related reasons are then stored in the Additional Actions infotype (0302) for the specified key date.

If you do not set the indicator U0302, the personnel action type is not stored in the Additional Actions infotype (0302).

NoteFor more information on the Additional Actions infotype (0302), call up extended help for the Actions infotype (0000).

Indicator: Country reassignment actionThis Indicator describes whether the type of personnel action indicates a country reassignment.A personnel action indicated as a country reassignment is not a true personnel action. It is not stored in the Actions infotype (0000), and no infotype group is processed.If you perform a country reassignment in the SAP system, you must also enter a new personnel number for the employee. The country reassignment action combines the entry action with the new personnel number and the leaving action for the previous personnel number in one single concise step.

4. IMGPersonnel ManagementPersonnel AdministrationCustomizing ProceduresActions Create reasons for personnel actions

Action TypeAn action type groups personnel actions according to business aspects.In HR, the term personnel action has different meanings:

Personnel actions transactionComplex activities (for example hiring of personnel) are executed using a personnel action lead by the system. An action is a series of infotypes infogroup which are set in the system and processed consecutively.

Personnel action infotype (0000)When you execute a personnel action, a new Action record (0000) is created for the specified personnel number. The most important information in this infotype is the employee status:

o activeo inactiveo retiredo left the company

In addition, the customizing profile keys of the executed personnel action and a reason for personnel action are stored in this infotype.

Action keyThe personnel action is identified through the personnel action key which is stored in the infotype Personnel Action. This key is assigned status indicators and an infogroup when the system is customized.

Reason for ActionThe action reason defines the circumstances which have initiated a personnel action.This information can, for example, be used to evaluate the reasons for employees leaving or being transferred within the company.

5. IMGPersonnel ManagementPersonnel AdministrationCustomizing ProceduresActions Change action menu User Group Dependency on Menus and Info Groups

Infotype menuA menu contains1. A selection of infotypes and submenus reviewing the infotypes used in menu-controlled transactions and2. A selection of events and submenus reviewing the events used in system-controlled transactions.

Menu dependent on user groupThe set-up of a menu for a menu-guided or system-guided transaction in table T588B, or the set-up of an info group for a menu in table T588D can be defined for individual users.The SPA-GPA parameter UGR must be maintained in the user defaults for this purpose.In this field you can indicate whether the menu or the info group is user group dependent.

Reaction if user group is not maintainedIf you have not maintained the parameter UGR in the user defaults, you can set one of the following system reactions:

' ': (no message) the menu for the specified reference                   user group is displayed.

'W': (warning)     the menu for the specified reference                   user group is displayed.

'E': (error)       No menu is displayed.

Reference user groupIf parameter UGR is not set in the user defaults (transaction USER), enter the reference user group that should be used for the menu layout

6. IMGPersonnel ManagementPersonnel AdministrationCustomizing ProceduresActions Change action menu Action menu

User groupMenu-setup for a menu-guided or system-guided transaction in table T588B or infotype setup for a menu in table T588D can be defined according to the user's needs.For this purpose the SPA-GPA-parameter (user defaults) must be maintained.

Sequence NumberYou can enter a sequential number in this field.

Personnel/Applicant action type

Select the personnel action.

Transaction Code: PA40