Human Capital Management Processes

The Human Capital Management Processes include:
3.Training and Personnel Development
4.Managing Work Time
5.Compensation and Benefits
6.Payroll Administration
7.Travel Management
8.Personnel cost planning and Reporting
9.Employee Self-Services
Recruitment Process flow:
Vacancy is created in an Organization -> Vacancy is advertised in New papers, and in various recruitment media -> Applicant apply for the vacancy -> Vacancy Requirement and Qualifications of the Applicant are matched to find the suitable fit , this process is called as Profile Match-up -> If applicant is found suitable after the Profile Match-up. Applicant is hired as an Employee. Applicant data may be transferred from Recruitment to Personnel Administration Course.
This functionality helps in avoiding duplication of Data entry process in Personnel Administration course.
Hiring an Applicant
Applicant data is transferred from Recruitment course to Personnel Administration. Data entered as Info types in Recruitment is default in the Personnel Administration course. Other Info types can be entered in the Personnel Administration after data transfer.
In integrated systems, data transfer takes place either directly in Recruitment or in Personnel Administration. You can add additional data such as information on working hours and salary at a later time in Personnel Administration.
Applying via internet

Applying via internet Employer advertises -> Applicant applies for that vacancy via internet -> Applicant enters information as per the requirement –> Filled in application hits the employer box for further processing. Applicants can either apply in response to the advertisement or unsolicited application.

Personnel Development and Qualifying Actions

Personnel Development course in SAP ERP HCM helps in maximizing employee’s potential. Suitable fit for the position is found using Profile Match-up functionality in Personnel Development Positions requirements and Person’s qualifications are stored in Profiles.
Profile Match-up results in Score determining whether the person is suitable for the positions or is there any deficiency which in turn helps in identifying the Training Needs or Development plans? Training program can be a Seminar or a course. After attending the training Employee performance is evaluated, if found suitable he or she occupies that position.
Understanding Qualifications and Requirements. Requirements include List of skills, abilities and work experience required for position. Qualifications include: List of skills, abilities and experience attached to the person Profile Match-up helps to compare Requirements and Qualifications.

Training’ and ‘Event Management’
‘Preparations in Training’ and ‘Event Management’. Following are the processes:
Business Event Preparation: In this phase, you can create Master data related to “Training and Event Management”. These include Business event catalog, Business event types, location, resources time schedule and so on.
Business Event catalog: comprises of Business event dates with or without resources. This helps in demand planning.
Day-To-Day Activities : After creating catalog with Business events you need to work on Day – To – Day Activities such as Booking, pre-booking, replace booking, re-booking and cancellation.
Recurring Activities: Activities that occur periodically, i.e., firmly booking, locking / unlocking events, and follow up activities.

Career and Succession Planning.
Career and Succession Planning aims at, Professional Development of an Employee and looks at suitable candidates to fill in the vacant posts. Career Planning looks at identifying employee’s career goals and plan a professional development program accordingly.
Succession Planning on the other hand, works towards identifying a suitable candidate externally or internally to fill the position. In both cases, in case of any qualification deficit employees are booked for training program.

Feedback process in Performance Management.

Performance Appraisal Process in SAP ERP HCM is a continuous process. It consists of periodic feedback. Feedback is provided to an employee at each and every stage of the Appraisal Objective setting :
Similar to Appraisal, objective setting takes place once a year. During this phase Employee and his / her Manager agree on certain achievable Objectives as per the Organizational goals. Employee performance is tracked based on the objectives set. Objective can be qualitative or quantitative. Agreed upon objectives are communicated to the employees and it becomes part of his or her profile.
Objective setting helps in:
•    Identifying the competencies
•    Identifying personnel development requirement
Review Phase: 
•    Reviews the relevance of the Objectives.
•    Manager provides support and coaching to achieve the objectives set.
•    Compare current performance and objectives and provides feedback.
Appraisal Phase:
•    Provide feedback on achievements, skills and competencies.
•    Summarize overall performance of an employee.
•    Derive actions such as Compensation adjustment, personnel development, career / succession move and so on.

Overview of Time Management. 

Time spent and work performed by employees is important for Human Resources Management. SAP ERP HCM facilitates evaluating and recording time spent by the employees. Information on Time Management is sent to Payroll for calculation of wages.
Following are the options that are available for recording Time:
•    Employee Self Service.
•    Time Manager’s Workplace (TMW).
•    Time Recording Terminals.
•    Time Administrators.

Evaluating Working Time.
•    SAP Time Management functionality allows you to query on, and display working times flexibly.
•    Time accounts (such as leave, flextime) can be managed manually or automatically.
Information from Time Management are used for the following:
•    Wage calculation (Leave, number of hours worked, overtime, and so on).
•    Shift Planning.
•    Working times can be used for activity allocation in Controlling.
•    Used in Logistics to determine Employee’s Availability.

HRP1001 – Table

HPR1001 is a OM table. It is the table which corresponds to infotpe 1001. For maintaining the table we have to mantain through infotype 1001. Some transactions which can be used for the same are pp01, pp02, and also through the easy access menu.It is used to maintain relationship between various objects existing in the system such as Org Units, Position,Jobs, etc. Use FM ‘RH_INSERT_INFTY_1001_EXT’ to insert records in this table. Whenever you create a position for an employee using PP03,all the relationship created against that position is stored in this table.

The important fields of HRP1001 are;
OTYPE     Object Type
OBJID     Object ID
PLVAR     Plan Version
RSIGN     Relationship Specification
RELAT     Relationship Between Objects
ISTAT     Planning Status
BEGDA     Start Date
ENDDA     End Date
SCLAS     Type of Related Object
SOBID     ID of Related Object
A Position POS1 belongs to Orgunit ORG1.This is maintained.
Object Types and IDs are;
POS1     S     5000000
ORG1     O     5000001
The relationship is Belongs to and code for relationship is A 0003.
In this case the Data maintained in HRP1001 are
OBJID     5000000
PLVAR     01
RELAT     0003
ISTAT     1
BEGDA     01.04.2006
ENDDA     31.12.9999
SOBID     5000001

Useful function modules in ABAP-HR

RS_PROGRAM_CHECK_NAME: To check program names if you are generating them.

RS_CORR_INSERT: To insert the correction request in the repository.

REPS_OBJECT_ACTIVATE: To activate repository objects, for example – to activate a newly generated program.

RS_DELETE_PROGRAM: To delete the program.

RS_ACCESS_PERMISSION: To lock or unlock a program.

Function Modules related to Date and Time Calculations

CALCULATE_DATE: Calculates the future date based on the input .

DATE_TO_DAY: Returns the Day for the entered date.

DATE_COMPUTE_DAY: Returns weekday for a date

DATE_GET_WEEK: Returns week for a date

RP_CALC_DATE_IN_INTERVAL: Add days / months to a date

Function Modules related to (ALV) ADVANCED LIST VIEWER


REUSE_ALV_GRID_DISPLAY: ALV GridControl full screen

REUSE_ALV_FIELDCATALOG_MERGE: Create field catalog from dictionary structure or internal table

Function Module related to Change Tracking

CHANGEDOCUMENT_READ_HEADERS: Read and format change documents

DAY_ATTRIBUTES_GET: Returns attributes for a range of dates specified

MONTHS_BETWEEN_TWO_DATES: To get the number of months between the two dates.

END_OF_MONTH_DETERMINE_2: Determines the End of a Month.

HR_HK_DIFF_BT_2_DATES: Find the difference between two dates in years, months and days.

FIMA_DAYS_AND_MONTHS_AND_YEARS: Find the difference between two dates in years, months and days.

MONTH_NAMES_GET: Get the names of the month

IDWT_READ_MONTH_TEXT: Get the MONTH TextWEEK_GET_FIRST_DAY : Get the first day of the week

HRGPBS_HESA_DATE_FORMAT: Format the date in dd/mm/yyyy format

SD_CALC_DURATION_FROM_DATETIME: Find the difference between two date/time and report the difference in hours

L_MC_TIME_DIFFERENCE: Find the time difference between two date/time

HR_99S_INTERVAL_BETWEEN_DATES: Difference between two dates in days, weeks, months

LAST_DAY_OF_MONTHS: Returns the last day of the month

DATE_CHECK_PLAUSIBILITY: Check for the invalid date.

DATE_2D_TO_4D_CONVERSION: Year entry: 2-character to 4-character.

DAY_IN_WEEK: Input date and will give the name of the day 1-monday,2-Tuesday….

SD_DATETIME_DIFFERENCE: Give the difference in Days and Time for 2 dates

Function Modules Related To Formatting

CLOI_PUT_SIGN_IN_FRONT: Displays the negative sign in front of the numeral.

RKD_WORD_WRAP: Wrap text into several lines

CONVERSION_EXIT_ALPHA_INPUT: Pad zeros to the number at the left

CONVERSION_EXIT_ALPHA_OUTPUT: Eliminate zeros to the number at the left

READ_EXCHANGE_RATE: Exchange Conversion

SPELL_AMOUNT: Transforms numeric values into text

Function Modules Related To Dialog Prompts

POPUP_TO_CONFIRM: Displays a popup dialog with a user defined message for confirmation

POPUP_TO_GET_VALUE: Displays a popup dialog requesting a value for a particular table-fieldname

SAPGUI_PROGRESS_INDICATOR: Displays a progress bar with text to denote the percentage of completion and status

FILENAME_GET: Displays a popup dialog to get the presentation server filename

F4_DATE: Displays a popup dialog to choose date

POPUP_TO_SELECT_MONTH: Display a pop-up to select a month

GET_PRINT_PARAMETERS: Printer parameters

Function modules related to RFC communication

RFC_CONNECTION_CLOSE: Close a RFC connection

RFC_GET_SYSTEM_INFO: Give system’s information of a remote system

Function modules related to reading/writing files

FILE_READ_AND_CONVERT_SAP_DATA: Uploads the file from either presentation or application server into an internal table

SUBST_GET_FILE_LIST: To get the list of files from Application Server.

ALSM_EXCEL_TO_INTERNAL_TABLE: Legacy Data Transfer w/ Excel

WS_FILE_DELETE: Delete files on UNIX server


EPS_GET_DIRECTORY_LISTING: Returns all files from a Server directory

Function Modules related to sending emails

SO_NEW_DOCUMENT_ATT_SEND_API1– Sends emails with texts and attachments
SO_NEW_DOCUMENT_SEND_API1– Sends emails with texts.

Function Modules related to F4 Help

F4IF_INT_TABLE_VALUE_REQUEST – F4help also returning the value to be displayed in internal table

Function Modules related to data maintenance

VIEW_MAINTENANCE_CALL– To maintain data from a table

Function Modules related to FI, CO and SD Modules

FOR_ALL_SKC1A: Account subtotal

VC_I_GET_CONFIGURATION: Sales Purchase details configuration

SD_PRINT_TERMS_OF_PAYMENT: Print terms for unique payment

SD_PRINT_TERMS_OF_PAYMENT_SPLI: Print terms for some parcels payment

J_1B_NF_DOCUMENT_READ: Read NF details

J_1B_NF_VALUE_DETERMINATION: Read values from NF returned combined with J_1B_NF_DOCUMENT_READ using.

Time Management Basics (Personnel Time Management – PT)

Personnel Time Management (also known as PT) offers functionality to record working times and absences for employees, shift/workforce planning, shift administration, time evaluation (attendances, absences, overtime and bonus wages), etc. 


Data entry method

PT supports online data entry, time recording systems and other self service applications.


Who enters Time data?

PT supports data entry by time data administrators, decentralized data entry (eg. by production supervisors) or by employees themselves.


How is Time Module integrated with other modules? (Very important interview question)

Time Module is integrated with HR modules such as payroll and Training and event management. It is also integrated with other non-HR modules such as Controlling, logistics, CATS, etc. See below table for some business scenarios where time in integrated with other modules.

Integration with Module



To calculate gross payroll based on attendance and absence times

Training and Event Management

Organize events based on availability data


Using attendance and absence information (availability) for

capacity planning and order scheduling


Using employee-related confirmations from Logistics in Time



Timesheets are captured and transferred to Time Module (updates employee’s infotypes)


Allocating work and assigning personnel costs according to the source


Time and Organizational Structure

Grouping Personnel sub-areas and employee sub-areas are very important concept which needs to be understood. Several personnel sub-areas can be combined so that special processing rules can be defined for these groupings. These groupings allow the functional consultants to reduce the amount of time spent on setting up work schedules, absence rules, attendance rules, etc. In case a number of personnel sub-areas have the same work schedules those are grouped together. There can be different groupings for different reasons – i.e. grouping for work schedule can be different from the grouping for daily work schedule. Grouping for time quotas can be different availability.


  1. We can have special rules for each employee sub-groups, or each personnel sub-areas or each employee as well by defining a different group for each personnel sub-area or employee sub-groups.
  2. Certain PA infotypes need to be maintained for the configuration of Time Management. The most important infotype is organizational Assignment (0001) – this contains personnel area, personnel sub-area, employee group and employee sub-group.

You can use the groupings of employee subgroups and personnel subareas to:

• Define different work schedules

• Assign special rules for availability and substitutions

• Permit only certain attendance and absence types

• Specify special processing rules for time data evaluation and payroll

Employee subgroup groupings

For Time Quota Types

For Work Schedules

For Personnel Calculation Rules


Personnel subarea groupings

For Time Quota Types

For Work Schedules

For daily work schedules

For Substitution/Availability types

For attendances/absences

For attendance/absence counting

For premiums

For time recording


Employee groupings


Time Evaluation

For time wage type selection

For time type determination

For dynamic daily work schedule assignment

For Substitution/Availability types

For checking value limits

For automatic absence quota accrual

For absence valuation


AS-IS Phase, AS IS Documents

If you are capturing various as-is HR Processes at your client’s company and would like to understand various data changes that happen during each process, then the below grid would be very helpful for you.

If you want to know what is AS-IS documents, process, read below:

What a funcional Consultant does during AS-IS process?

1) Attends a series of meeting with the client – mainly to capture the organizational structure of the company, the different work schedules, leave types, pay scales, etc. The objective of these meetings is to the gather the existing HR processes and structure of the company

2) Depending on what modules of SAP HR are being implemented, different questions need to be put forward to the client. A complete set of Blueprinting questions can be found here.

3) Prepares the business blue printing (BBP) documents describing the complete AS-IS process

4) Flow charts should be included in the as-is blue print process flow document describing the complete process.

5) Next is the TO-BE process that will be implemented in SAP. This is based on the decision the project group arrives at taking into consideration the existing processes in the company and the functionality that SAP provides. It still awaits approval from the management.

6) After that there will be some things which cannot be implemented in SAP, the gaps are identified. These gaps are to be documented in white paper for the client and would presented to an audience chosen by the project manager.

Schedule a SAP Query

To create the SAP Query, go to SQ01. 
Use SQ02 to create a program name for your query (Menu Query-> More Functions -> Display Report Name)
To schedule the SQP Query (use program name from previous step), use SM36 or SM36WIZ (WIZ – wizard where the conditions can be defined).
Output of the scheduled job can also be sent via email, Goto Exec. In Target, there is a recipient list button next to that in SM36, user name can be provided there.

As a alternate approach, you could also create a report that produces the same result as a query and this can be scheduled

Travel Management – Basics

Travel Management provides management of all travel activities including booking trips and handling of expenses associated with travel.

What can be done using Travel Management?
Using SAP Travel management, companies can track thier employees travel requests, reimbursements, travel expenses, online booking, etc.

1. Pre-trip approval – (configure spend limits), online booking, setting up workflow for approval process, we can also setup expense reporting to be automatically get approved(without waiting for workflow) if it is less than a limit.
2. Online booking integration – partners like amadeus, galileo/apollo, sabre.
3. Expense report submission – this form helps to submit travel expense reports
4. Approval workflow – approval workflow can be setup.
5. Expense reimbursement – integration to payroll, financials
6. Reporting – there are a number of standard reports that SAP provides.
Travel Management – Features
For Travel configuration, the following are the important features that are maintained:
TRVFD – travel fields
TRVFR – form variant for travel request
TRVFP – form variant for travel plan
TRVFE – form variant for travel expenses
Infotypes in Travel Management

470 – Travel Profile
471 – Flight preferences
472 – Hotel preferences
473 – Car rental preferences
474 – Train preferences
475 – Customer programs
017 – Travel priviledges
For Installation instructions, Click here

Training and Event Management – Basics

Infotypes in TEM || Reports in TEM || TEM in ESS
TEM processes can be divided into 5 areas:


Define Locations, Cost Items, Resources, Time Schedules etc
Bus Event Catalog:
Define Bus Event Groups, Business Types, Business Events
Day-to-Day activities:
Book, Rebook, Prebook, Replace and Cancel Atendees
Recurring activities:
Lock, Unlock Business Events, Follow-up Bus Events, Appraisals, Transfer Qualifications, etc
Billing and/or Cost Transfer:
Billing external attendees, Activity Allocation for Internal attendees and resources, Cost transfer etc
For Settings on the Business events and Trainings(Note: Training are also stored in SAP as business events):
Easy Access -> Human Resources -> Training and Even Management -> Settings 
-> Current Settings 

  • Configure Business Event Group(OOEG) and Business Event Type(OOET)
  • Set up a Business Event (also used for training program) (PSV2)
  • Add participants to this particula Business Event in advance
  • Add Internal/External faculty, select location, set up Cost centres

SAP’s solution for LMS (Learning Management System) is called LSO (Learning Solutions Online)

Maintaining Features

To maintain Features, we can either directly update the tables or update using the decision tree.

To update using the decision tree use the transaction code PE03.
After that type in the Name of the feature.
Click the Edit  button.
In the decision tree view, you can update the tree by Clicking the new, edit and delete buttons.

Decisioning can be based on Countries (MOLGA), Organizational Unit (ORGEH), etc.
After changing the features, make sure you have activated the feature using activate button.


Click here for a list of HR transaction codes

signifies Great Britain

T5G01   Tax Rates
T5G02   Special Tax Code
T5G03   Tax Increase and Limit
T5G05   NIC Limits
T5G06   NIC Percentages
T5G08   NI Control Data Texts
T5G09   NI Categories (GB)
T5G0A   Employee Group/Subgroup
T5G10   Pension Fund
T5G15   Court Order Deductions
T5G16   Court Order Indicator
T5G1T   Pension Fund Texts
T5G20   SSP System Data (GB)
T5G21   SMP System Data
T5G22   SSP Qualifying Day Pattern
T5G23   Time Models for SSP Qualifying Day Patterns
T5G24   SSP Qualifying Day Pattern Calendars
T5G25   Occupational Sick Pay Schemes
T5G26   OSP-Related Data for SSP Offsetting
T5G27   SSP Rates Payable (GB)
T5G28   SMP Rates Payable
T5G2E   SSP/SMP Exclusion Reason Texts
T5G2F   SSP/SMP Exclusion Reasons
T5G2T   Text for Occupational Sick Pay Schemes
T5G30   Pension Schemes
T5G31   Pension Contribution Calculation Rules
T5G32   Pension Holidays
T5G33   Pension Contribution Calculation Rule Bands
T5G34   Pension Contribution Calculation Rule – Flat Rates
T5G35   Pension Contribution Calculation Rule – Percentages
T5G36   Pension Contribution Calculation Rule – Mix
T5G37   Pension Scheme Types
T5G3T  Pension Scheme Names
T5G40   National Insurance Earnings Ranges
T5G41   National Insurance Percentage Rates
T5G4T  Text for Court Order Indicator
T5G50  Tax Districts
T5G51   Payroll Area PAYE Reference
T5G52  Tax District and Reference Details
T5G53   Permit Numbers
T5G54   End Of Year Processing Stamp
T5G55   HR-GB: Default Tax Code
T5G5T  Tax District Name
T5G61   Business Mileage Bands
T5G62   Payment of Petrol Costs (Based on Engine Size)
T5G63   Payments for Private Fuel (Basis: Car List Price)
T5G64   Unavailability Reasons
T5G6T  Unavailability Reasons Text