Employee Areas/SubAreas

Employe Group – The employee group subdivides employees into various categories
For e.g.

1. External

2. Active

3. Pensioner


Employee Subgroup – Employees are differentiated further within the employee group. Active employees are differentiated according to their status – trainee, hourly wage or salaried employee etc.

The employee subgroup grouping for the Personnel Calculation Rule allows you to define different payroll procedures for different employee subgroups,

for e.g. you can specify whether an employee pay should be accounted on an hourly or monthly basis.


IMG -> Enterprise Structure -> Definition -> Human Resources Management


-> Employee Groups

-> Employee Subgroups

Config paths for PA

IMG?Personnel management? Organizational management ? Basic settings ? Maintain number ranges ? set up number assignment for all plan versions

Maintain object type:
IMG?Personnel management ? Organizational management ? Basic settings ? Data model enhancement ? maintain object type

Maintain infotypes
IMG?Personnel management ?Organizational management ? Basic settings ? Data model enhancement—infotype maintenance ? maintain infotypes

Relationaship maintenance:
IMG?Personnel management ?Organisational management ? Basic settings ? Data model enhancement ? Relationship maintenance ? maintain relationships

Maintain evaluation paths:
IMG?Personnel management ?Organisational management ? Basic settings? Maintain evaluation paths

Maintain personnel actions:
IMG?Personnel management ?Organisational management ? Basic settings? Maintain personnel actions

Activate inheritance of account assignment features
IMG?Personnel management ?Organisational management ? Basic settings? Activate inheritance of account assignment features

Setup integration with Personnel Administration
IMG?Personnel management ?Organisational management ? Basic settings? Integration ? Setup integration with PA

Transfer data from Pa
IMG?Personnel management ?Organisational management ? Basic settings? integration ? transfer data from PA

Perepare integration with Pa
MG?Personnel management ?Organisational management ? Basic settings? integration? Prepare integration with PA

Transfer data to PA
IMG?Personnel management ?Organisational management ? Basic settings? integration? Transfer data to PA

Check integration consistency
IMG?Personnel management ?Organisational management ? Basic settings? integration? Check integration consistency

PA Transaction codes

PA10 Personnel File
– a display transaction

PA20 Display HR Master Data
– a display transaction
– You can select infotypes from a menu.
– 01 Basic Personal Data
– E1 Addt’l Personal Data
– 02 Contract data
– 06 Planning data
– E2 Company Provisions
– ZE Time data
– 03 Gross Payroll
– 04 Net Payroll

PA30 Maintain HR Master Data
– a maintenance transaction
– You can select infotypes from a menu.
– 01 Basic Personal Data
– E1 Addt’l Personal Data
– 02 Contract data
– 06 Planning data
– E2 Company Provisions
– ZE Time data
– 03 Gross Payroll
– 04 Net Payroll

PA40 Personnel Actions
– a maintenance transaction
– The system will guide you
– You are choosing actions from a menu
Action E0 Hiring Conversion
Action E1 Hiring
Action E2 Organizational Reassignment
Action E3 Leaving
Action E4 Reentry into Company
Action E5 Pensioner
Action E6 Change in Pay
Action E7 LOA with Pay
Action E8 LOA without Pay
Action E9 Return from LOA
Action EA Change in Personal/Family Data
Action ED Detachment
Action EE Return from Detachment
Action EB CTP – Pending
Action EC CTP

PA41 Change Entry/Leaving Date
– a transaction that belongs to the utilities clas

PA42 Fast Entry for Actions
– a maintenance transaction
– The system will guide you
– You are choosing actions from a menu
Action 01 Hiring
Action 02 Organizational reassignment
Action 50 Time rec.(supplement)
Action R1 Export to Resumix
Action R2 Import from Resumix

PA51 Display Time Data
– a display transaction
– You can select infotypes from a menu.
– ZZ Working times

PA53 Display Time Data
– a display transaction
– You can select infotypes from a menu.
– ZZ Working times

PA61 Maintain Time Data
– a maintenance transaction
– You can select infotypes from a menu.
– ZZ Working times

PA62 List Entry of Additional Data
– a maintenance transaction
– You can select infotypes from a menu.
– 2002 Activity Allocation (Attendances)
– 2010 Cost Allocation (EE Rem. Info)
– 2002 Cost Assignment (Attendances)
– 2002 External Services (Attendances)
– 2052 Weekly Entry w/Activity Allocation
– 2052 Weekly Calendar w/Cost Assignment
– 2052 List Entry for Attendances/Absences

PA63 Maintain Time Data
– a maintenance transaction
– You can select infotypes from a menu.
– ZZ Working times

PA64 Calendar Entry
– a maintenance transaction
– You can select infotypes from a menu.
– 2050 Annual Calendar
– 2051 Monthly Calendar
– 2052 Weekly Entry w/Activity Allocation

PA70 Fast Entry
– a maintenance transaction
– You can select infotypes from a menu.
– 0014 0014 – Recur. Payments/Deductions
– 0128 Notifications
– 0015 0015 – Addt’l Payments/Deductions

PA71 Fast Entry of Time Data
– a maintenance transaction
– You can select infotypes from a menu.
– 2001 2001 – Absences
– 2002 2002 – Attendances
– 2003 2003 – Substitutions
– 2006 2006 – Absence Quotas
– 2010 2010 – Employee Remuneration Info

PAC5 Maintain HR Master Data
– a maintenance transaction
– You can select infotypes from a menu.
PAL1 Create Sales Representative
– a maintenance transaction
– The system will guide you
– You are choosing actions from a menu
Action L1 Create sales representative
Action L2 Sales rep. transfer
Action L3 Sales rep. termination

PAL2 Display Sales Representative– a display transaction
– You can select infotypes from a menu.
– 0000 0000 – Actions
– 0006 0006 – Addresses
– 0900 Sales Data
– 0002 0002 – Personal Data
– 0001 0001 – Organizational Assignment
– 0105 0105 – Communication

PB10 Init.entry of applicant master data
– a display transaction

PB20 Display applicant master data
– a display transaction
– You can select infotypes from a menu.
– 0001 0001 – Organizational Assignment
– 0002 0002 – Personal Data
– 0006 0006 – Addresses
– 0007 0007 – Planned Working Time
– 0008 0008 – Basic Pay
– 0015 0015 – Addt’l Payments/Deductions
– 0016 0016 – Contract Elements
– 0022 0022 – Education
– 0077 Additional Personal Data
– 4000 4000 – Applicant Actions
– 4001 4001- Applications
– 4002 4002 – Vacancy Assignment
– 4005 4005 – Applicant’s Personnel Number
– 9400 9400 – Applications addl data
– 9401 9401 – Vacancy Costs

PB30 Maintain applicant master data
– a maintenance transaction
– You can select infotypes from a menu.
– 0001 0001 – Organizational Assignment
– 0002 0002 – Personal Data
– 0006 0006 – Addresses
– 0007 0007 – Planned Working Time
– 0008 0008 – Basic Pay
– 0015 0015 – Addt’l Payments/Deductions
– 0016 0016 – Contract Elements
– 0022 0022 – Education
– 0077 Additional Personal Data
– 4000 4000 – Applicant Actions
– 4001 4001- Applications
– 4002 4002 – Vacancy Assignment
– 4005 4005 – Applicant’s Personnel Number
– 9400 9400 – Applications addl data
– 9401 9401 – Vacancy Costs

PB40 Applicant actions
– a display transaction
– The system will guide you
– You are choosing actions from a menu
Action 11 Initial data entry
Action 14 Assign additional vacancy
Action 03 Reject applicant
Action 04 Extend employment offer
Action 05 Applicant rejects offer
Action 06 Prepare for hiring (Xfer appl)

PB50 Display Applicant Activities
– a display transaction

PB60 Maintain Applicant Activities
– a maintenance transaction

PRMD Maintain HR Master Data
– a maintenance transaction
– You can select infotypes from a menu.

PRMM Personnel Actions
– a maintenance transaction
– The system will guide you
– You are choosing actions from a menu
Action 56 Hiring (TE mini master)
Action 57 Org. reassign.(TE mini master)

PRMS Display HR Master Data
– a display transaction
– You can select infotypes from a menu.

PT01 Create Work Schedule
– a maintenance transaction

PT02 Change Work Schedule
– a maintenance transaction

PT03 Display Work Schedule
– a display transaction

PTG1 Pflegen Krankengeld-Bezahlung (GB)
– a maintenance transaction

PTG3 Display Qualifying Day Pattern (GB)
– a display transaction

PU00 Delete Personnel Data
– a transaction that belongs to the utilities class.

PU03 Change Payroll Status
– a transaction that belongs to the utilities class.

PU90 Delete applicant data
– a transaction that belongs to the utilities class.

TPED Maintain HR Master Data (ESS)
– a maintenance transaction
– You can select infotypes from a menu.

TPES Display HR Master Data (ESS)
– a display transaction
– You can select infotypes from a menu.

TPMD Maintain HR Master Data
– a maintenance transaction
– You can select infotypes from a menu.

TPMM Personnel Actions
– a maintenance transaction
– The system will guide you
– You are choosing actions from a menu
Action 58 Hiring (Trip planning)

TPMS Display HR Master Data
– a display transaction
– You can select infotypes from a menu.

Blueprinting – Determining Enterprise and Personnel Structure

During Blueprinting what rules would you use to determine the enterprise and personnel structure you need
For Determining Personnel Areas:
  • used by Payroll to identify the specific agency for whom the employee works
  • A Company Code can include one or more Personnel Areas
  • Personnel Area is important for selecting dates for reporting
  • Personnel areas determine where wages and salaries are posted and from where they are paid
There are five key elements that determine an employee’s Personnel SuBulleted Listbarea assignment:
• Calendar assignment
• Relationship to the state (regular vs. temp vs. elected vs. contractor)
• Quota accrual rules/requirements
• Work schedule rule (to restrict the available work schedules)
• Working period (which defines Overtime period)
To determine the number of Employee groups you need:
  • Employee Status (Retired, active, etc)
  • Employee’s relationship to the Company (Contractor, associate, etc)
  • Business rules for calculating leave
  • Personnel calculation rules for managing employee pay
  • Provides benefit eligibility
To determine the number of Employee sub groups you need:
  • Full-time/part-time statuses
  • whether employee is subject to FLSA(Fair Labor Standards Act) or not
  • Different payroll procedures for different sub groups (defined in PCR)
Decisioning on Payroll Area
  • Payroll area is decisioned based on the payroll cycle (period and day)

Employee group is greyed while performing hiring action

When im trying to hire an employee,i am unable to enter the employee group.The employee group tab is greyed.What could be the problem.Please advice me get the normal Employee group tab,which can we fill the required employee group.


Resolution:

GOTO SPRO : Personnel Management -> Personnel Administration -> Customizing Procedures -> Actions -> Set up personnel actions -> Personnel action types — For the hiring action click the employee group checkbox.


Creating actions

These are mandatory steps for creating any personnel action

1. Define infogroups (Spro>IMG> Personnel Management>Personnel Administration>Customizing Procedures>Actions>Define Infogroups)
2. Add infotypes to the created infogroup
3. Set up personal action (Spro>IMG> Personnel Management>PersonnelAministrat ion>CustomizingProcedur es>Actions>Set up personnel actions)
4. Create reason for the personal action (Spro>IMG> Personnel Management>PersonnelAministrat ion>CustomizingProcedur es>Actions>Create reasons for personnel actions)
5. Add the action to the menu (Spro>IMG> Personnel Management>PersonnelAministrat ion>CustomizingProcedur es>Actions>Change action menu)

To Check if everything is working as expected test using PA40

OM – PA Integration

To make integration between PA and OM (also read as integration between PA and PD)

IMG–> PA–> OM–> Basic settings –> integration–>set up integration with PA

set the integration switch PLOGI ORGA to X
Table T77S0 is the major table for OM – PA integration


Reports in relation to PA – OM


Report RHINTE00 is used to transfer data from PA to OM
RHINTE10 is to transfer OM data to PA tables
RHINTE30 is to update IT0001 (org assignment) for the person you have selected
RHINTE20 is to determine whether the data relevant for integration is available in PA and OM

Overview

It is important to realize that in PA, there are tables that contain objects from OM, i.e. for those items displayed on infotype 0001 Organizational Assignment. Sometimes the tables can get ‘out of step’ with those in PD – table HRP1000.

The tables are:

T513, T513S Object type C (Job)

T528B, T528T Object types S (Position) and A (Work center)

T527X Object type O (Organizational unit)

RHINTE00
This loops through all employees in PA by looking at positions on infotype 0001. It checks thecorresponding person to position relationship exists in PD (A008), if not it is created.

RHINTE10
Generally, the program RHINTE20 will be used instead of this one. This program loops through the PD table HRP1000. For each job, position, work centre and organization unit, corresponding entry is created in the PA tables, which are shown above. Run this with evaluation path o_s_p, which runs through Org units, jobs and positions or find a suitable alternative if you wish to update work centers also. The main difference with this program as opposed to RHINTE20 is that this one has the option to delete items from the PA tables, which no longer exist in PD.

RHINTE20
This program loops through the PD table HRP1000. For each job, position, work centre andorganization unit, corresponding entry is created in the PA tables, which are shown above. Run this with evaluation path o_s_p, which runs through Org units, jobs and positions or find a suitable alternative if you wish to update work centers also.

Infotypes

Infotypes are also called information types and are pre-defined templates to enter sensible related information for an employee or applicant. for eg an address infotype would have fields like street & house no, city, pin code.This infotype is unique and is represented by an infotype number eg address has infotype no 0006. There other infotypes like

  1. 0000 – Actions (to capture employee movement info in the orgnization)
  2. 0001 – Organizational Assignment (to capture employee positioning in the organization)
  3. 0002 – Personal Data
  4. 0006 – Address
  5. 0007 – Planned Working Time (Store planned working hours for the employee.)
  6. 0008 – Basic Salary
  7. 0009 – Bank Details
  8. 0014 – Recurring Payment
  9. 0015 – Additional payment
  10. 0016 – Contract Elements
  11. 2006 – Absence Quotas

The above infotypes together in the same sequence form a part of the Hiring Action.To make you understand this better just try and recollect the contents of your offer letter which your organization might have given you. It would possibly read “We are delighted to offer you the position (IT 0001) of ______. You will belong to ______ department (IT 0001). Your joining date will be ______(IT0000 or IT0041)and you will be paid a salary of ______ (IT 0008). You will be paid monthly allowances ______ (IT 0008 or IT 0014) and we are also offering you a joining bonus of ______ (IT 0015). You will be eligible for annual leave of ______ days (IT 2006) and sick leave of ______ (IT 2006).You will be on a probation for six months from the date of joining (probation date & confirmation date in IT0016). Your working hours will be from ____ hrs to ____ hrs beginning Monday to Friday (IT 0007) and we look forward to your presence on date ______(IT 0016)……

I hope this gives you some idea of what an infotype is.

This must have raised a question in many minds that “Hey ! I got the offer during my recruitment so how come this is being referred to after hiring?” Well thats simple – this is because all your relevant data that was captured during recruitment was transferred to the the master (called HR master data)during the hiring process.

So how was it captured in recruitment?

Well, this was captured using recruitment actions like shortlist candidate, for interview, make offer, offer accepted till you join the organization and sign the joining letter when your data actually gets transferred from the Recruitment module to the Personnel Administration module. Again this data was captured in recruitment infotypes.

So we can now get an idea that in SAP HR ,all data is captured in infotypes.

Question and Answer

1.What are info types ?

Infotypes, known as information types are units of human resources information formed by grouping related data fields together. These are represented in the sap hr system by a unique 4 digit number eg. Personal Data (0002), Address (0006) etc. All customer infotypes fall in the number range from 9000 to 9999. The fields in the infotype would vary based on the country grouping for eg if any employee belongs to country grouping 10 than he would have the SSN no field in the Personal Data infotype which would not be seen in same infotype for country grouping 99.

*Infotype numbering in SAP HR sub module

  1. 0000-0999 Personal Administration (HR Master Data)
  2. 1000-1999 PD Infotypes ( OM etc)
  3. 2000-2999 Time Infotypes
  4. 4000-4999 Recruitment Infotypes

So whenever you are searching for a customer defined infotype make sure your search is restricted between 9000 -9999. The infotypes relevant to retroactive accounting for payroll and time infotypes are defined in the
IMG . Personnel Administration–>Customizing Procedures–>Infotypes–>Define fields relevant for retroactive accounting–> Retroactive accounting relevance for payroll and time per IT

Under this node you define for each infotype the following:- 1.Check if no organizational assignment exists for the employee in IT0001-Organizational Assignment and throw an error, warning or no message.
So whenever you are searching for a customer defined infotype make sure your search is restricted between 9000 -9999.The infotypes relevant to retroactive accounting for payroll and time infotypes are defined in the
IMG . Personnel Administration–>Customizing Procedures–>Infotypes–>Define fields relevant for retroactive accounting–> Retroactive accounting relevance for payroll and time per IT

Under this node you define for each infotype the following:-

1.Check if no organizational assignment exists for the employee in IT0001-Organizational Assignment and throw an error, warning or no message.

2.Maintenance of this infotype is permissible, permissible with warning, or not permissible after the employee has left the organization (employee in inactive status).

3.Entries in payroll past are permissible, not permissible or check for entries in the payroll past are infotype specific.

4.Infotype is not relevant for retroactive accounting, change in the infotype triggers retroactive accounting or retroactive accounting is field-dependent according to table T588G where the fields whose change in values should trigger retroactive accounting are defined. Hence you can see the significance of field triggers in retroactive accounting where retroactive accounting for a given infotype can be restricted to changes in the past to certain fields of the infotype.

If there is case that we need to specify certain info types for certain countries only, below are the IMG path you can maintain:

SPRO–>Personnel Administration–>Customizing Procedures–> Assign infotypes to countries

Infotype Creation (with screenshots)

Click here for screenshots on how to create infotypes

Custom infotype creation || Adding a new field || Change the look and feel


Looking for other details about infotypes? Click here

Want to know the basics of an infotype? Click here

Want to enhance infotypes, Click here || Excel of all infotypes


 You can create custom specific PA infotypes by using t-code PM01. Custom specific infotypes are numbered between 9000-9999. Following are the main steps to follow:

1. Goto transaction PM01 – Create Infotype
2. Enter the Infotype no., select PS Struture radio button under Subobjects and click on Create All tab. This will create the Module Pool, interface screen, customising table entries and data dictionary objects for your infotype.
3. You will be directed to the Data Dictionary screen where you will define the PS structure components and types. Save and activate the PS Structure (PSnnnn).
4. Next you customise your Infotype attributes like Time contraints etc in view table V_T582A and mention technical data details like Screen number (2000 for single screen and 3000 for list screen), dialog module – RP_nnnn and database table PAnnnn etc.
5. Finally you go to Screen Painter and edit your interface screen 2000. Save and activate the screen.

You do not need to create/change the module pool program MPnnnn00 as it it automatically generated by PM01 using the Pnnnn structure.


TO EDIT INFOTYPES WITH SUBTYPES

1) Go to Transaction PM01.
2) Enter the custom Infotype number which you want to create (Should be a 4 digit number, start with 9).
3) Select the ‘Employee Infotype’ radio button.
4) Select the ‘PS Structure Infotype’.
5) Click on Create… A separate table maintenance window appears…
6) Create a PS structure with all the fields you want on the Infotype
7) Save and Activate the PS structure
8) Go back to the initial screen of PM01.
9) Click on ‘All’ push button. It takes a few moments.
10) Click on ‘Technical Characteristics’. Infotype list screen appears
11) Click on ‘Change’(pencil) button
12) Select your Infotype and click on ‘Detail’ (magnifying glass) button
13) Give ‘T591A’ as subtype table
14) Give ‘T591S’ as subtype txt tab
15) Give your subtype field as subtype field
16) Save and come back to PM01 initial screen
17) Click on ‘Infotype Characteristics’ … Infotype list screen appears
18) Click on ‘Change’ (pencil) button
19) Click on ‘New Entries’
20) Enter your Infotype number and short text
21) Here we have to set different Infotype Characteristics as per the requirement. (Better open another session with some standard Infotype’s infotype characteristics screen and use as the reference to fill yours)
22) Save your entries.
23) Now the Infotype is created and ready to use.
24) If you want to change the layout of the Infotype as per your requirement…
25) In the PM01 initial screen…Select ‘Screen’ radio button and give 2000 as the screen name, then click on edit.
26) In the next screen.. Select ‘Layout Editor’ and click ‘Change’.
27) Screen default layout appears…here you can design/modify the screen..change the attributes of the fields..etc.
28) Save and activate. (Don’t forget to ‘Activate at every level)

Personnel Number Generation

For SAP not to generate personnel numbers:

IMG – Personnel Management -> Personnel Administration -> Basic
Settings -> PE03 – Determine defaults for number ranges

In this work step we use the feature NUMKR, to determine whether we
want to use internal or external number assignment when hiring new
employees

For e.g.
01 – External
02 – Internal (use this for your case)