HR050-HumanResources1 Sap

Download as doc, pdf, or txt
Download as doc, pdf, or txt
You are on page 1of 359

HR050 Human Resources

HR050

R/3 System Release 46C 05/02/2001

(C) SAP AG HR050 1


(C) SAP AG HR050 2

0
0

Structures in Human Resources

Contents:
 Enterprise Structure
 Company code, personnel area, and personnel subarea

 Personnel Structure
 Employee group, employee subgroup, payroll accounting area

 Organizational Structure
 Organizational units, jobs, and positions

 SAP AG 1999

(C) SAP AG HR050 3


0.2

Structures in Human Resources: Unit Objectives

At the conclusion of this unit, you will be able to:

 List the individual components of the


organizational, enterprise, and personnel
structures
 Outline the functions of these components

 SAP AG 1999

(C) SAP AG HR050 4


0.3

Course Overview Diagram

1 Course Overview 9 Travel Management

2 Navigation 10 Payroll

Structures in Human
3 Resources 11 Recruitment

4 Personnel Management 12 Personnel Cost Planning

Reporting and
5 Benefits 13 Manager’s Desktop

6 Development and Training 14 Employee Self-Service

7 Compensation 15 ALE

8 Time Management 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 5


0.4

Structures in Human Resources : Business Scenario

 Your company The Caliber A Bicycle Company


has implemented the HR System with all its
components.
 The implementation process has been completed.
Before you use any of the applications, you want
to obtain an overview of how the structures are
represented in the system.

 SAP AG 1999

(C) SAP AG HR050 6


0.5

Structures in HR: Objectives

At the end of this topic, you will be able to describe:


 The enterprise structure
 The personnel structure
 The organizational structure

 SAP AG 1999

(C) SAP AG HR050 7


0.6

Employees

Which public holidays


apply to the employee?
How will the employee
Where does the be paid?
employee work?

What are the employee’s


Which position does working hours?
the employee hold? How much holiday does
What tasks does the the employee get?
employee have?

Statutory, regional,
organizational conditions

 SAP AG 1999

 A Human Resources Management System enables you to set up organizational hierarchies and
employee relationships and then store and administer employee data in the system.
 You must be able to evaluate and report employee data flexibly and from all enterprise-specific
organizational aspects.
 Every employee is included in the structure of his or her enterprise. Data entry is restricted as
the validity of all employee data is checked.
 The structures of an enterprise are subdivided into organizational structures, based on an
organizational plan, and administrative structures, based on the enterprise and personnel
structures.
 An organizational plan provides you with a complete model of the structural and personnel
environment of your enterprise with hierarchies and reporting structures clearly laid out. The
organizational plan is the foundation of Organizational Management. The organizational plan
uses elements, called objects. The most important objects are organizational units, jobs, and
positions.
 The enterprise and personnel structures subdivide organizations and employees according to
factors relevant to time management and payroll. These structures are stored in the
Implementation Guide.

(C) SAP AG HR050 8


0.7

Organizational, Enterprise, and Personnel Structure

Personnel No. 1001 Name Michaela Maier


EE Group 1 Active employee Per area 1300 Frankfurt
EE Subgroup DU Salaried Staff. Cost Center 2100 Finance and Admin.
From 01/01/1994 To 31.12.9999 Chng. 01/29/1999 BILLE

Enterprise structure

Enterprise CoCode 1000 IDES

structure Pers Area 1300 Frankfurt Subarea Central


From 2100 Bus.area 9900

Personnel structure
EE Group 1 Active employee Payroll area D2 HR-D: Salaried empl
EE Subgroup DU Salaried staff Contract data Com. employee
Personnel
structure Organization plan Administration
Percentage 100.00 Group 1300
Position 50000076 Functional Specialist Personnel 001 Helmuth Hesse
Func.Spec-D Time 002 Dagmar Krause
Job key 50011880 Administrator Payroll 003 Oliver Zeuner
Organizational Admin. Supervisor

structure Org. unit 50000073 Travel expenses (D)


Trav.Exp -D
Org.key 1300

 SAP AG 1999

 The allocation of employees to the structures in their enterprise is of the utmost importance in
Human Resources, it is the first step in entering personal data.
 You assign employees in infotype 0001, Organizational Assignment. In doing this, you include
employees in the enterprise, personnel and organizational structures.
 Information on the organizational assignment of employees is of great importance for
authorization checks, for the entry of additional data, and for Time Management and Payroll
Accounting.
 When you enter data for an employee in infotype 0001, Organizational Assignment, the
employee is assigned to a company code, a personnel area, and a payroll area. You also assign
employees to positions. This results in the employee‘s assignment to an organizational unit, a
job, and a cost center.

(C) SAP AG HR050 9


0.8

Enterprise Structure: Example

ABC International Client

ABC S.A. ABC AG ABC Inc. Company


Country A Country B Country C code

Location Location Location Location Personnel


A B C D area

Personnel
Headquarters Production
subarea

 SAP AG 1999

 The enterprise structure for personnel administration is determined by the following elements:
Client
Company code
Personnel area
Personnel subarea
 A client can either be valid for a company code at the smallest level, or for the entire
corporate group. The company code is defined in accounting. Legally required financial
statements such as balance sheets and profit and loss statements are created at the company
code level. The personnel area is used exclusively in Personnel Administration and is unique
within a client. Each personnel area must be assigned to a company code. The final element
of the company structure, also unique to Personnel Administration, is the personnel subarea.
Groupings are defined for personnel subareas to specify which entries from subsequent
settings can be used for employees assigned to a particular company code or personnel area.
These groupings directly or indirectly affect Time Management and Payroll Accounting.

(C) SAP AG HR050 10


0.9

Client and Company Code

The client is an independent legal and organizational unit of the system


(group, for example).

The company code is an independent company with its own accounting


unit - a company which draws up its own balance sheets.

ABC International

Company 1000 2000 3000


codes ABC S.A. ABC AG ABC Inc.
Country A Country B Country C

 SAP AG 1999

 In legal and organizational terms, the client is a self-contained unit within the system. You
should consider the following points before you decide whether or not to set up a client:
It is not possible to access personnel data in other clients; this protects data from being
accessed by unauthorized users.
You cannot assign access authorization or run evaluations for all clients.
There is no exchange of data between clients.
If an employee changes clients, you have to create the personnel number again.
 The company code is a self-contained unit in legal terms, for which you can draw up a complete
set of accounts. The company code is the highest level of the company structure. If you also use
the Controlling, Financial Accounting, Materials Management or Sales and Distribution
components, the company code must be set up in consultation with these applications. This does
not impose any restrictions, however, as all important control information for the Human
Resources system is defined at personnel subarea level.

(C) SAP AG HR050 11


0.10

Personnel Areas

A personnel area is a specific entity for personnel administration.


It represents a subdivision of the company code.

ABC International

1000 2000 3000


ABC S.A. ABC AG ABC Inc.
Country A Country B Country C

Personnel
1000 1300 3000 3100
areas Location C Location D
Location A Location B

 SAP AG 1999

 A personnel area is a Personnel Administration-specific unit and is the subunit of the company
code. The individual personnel areas in a company code have four-digit alphanumeric
identifiers. The personnel areas within a client must be clear.
 The personnel area has the following functions:
 It allows you to generate default values for data entry, for example, for the payroll accounting
area.
 It is a selection criterion for reporting.
 It constitutes a unit in authorization checks.

(C) SAP AG HR050 12


0.11

Personnel Subareas

Personnel subareas are subdivisions of personnel areas.


The organization of the most important subareas of personnel
administration takes place at this level.

ABC International

1000 2000 3000


ABC S.A. ABC AG ABC Inc.
Country A Country B Country C

1000 1300 3000 3100


Location A Location B Location C Location D

Personnel 0001 0002 0001


subareas Head office Production Sales
 SAP AG 1999

 Personnel subareas represent a further subdivision of the personnel area. The principal
organizational aspects of human resources are controlled at this level, namely the pay scale and
wage type structures and the planning of work schedules. The personnel subarea is assigned a
four-character alphanumeric identifier. The control features are stored according to the country.
 The main organizational functions of the personnel subarea are as follows:
To specify the country grouping. Master data entry and the setting up and processing of
wage types and pay scale groups in payroll depend on the country grouping. The grouping
must be unique within a company code.
To assign a legal person which differentiates between companies in legal terms.
To set groupings for Time Management so that work schedules and substitution, absence
and leave types can be set up for individual personnel subareas.
To generate a default pay scale type and area for an employee’s basic pay.
To define a public holiday calendar.
To define subarea-specific wage types for each personnel area.

(C) SAP AG HR050 13


0.12

Personnel Structure

Division of employees
11 12
1
10
2
9
3
8
4
7
6
5

Work schedules

Remuneration

 SAP AG 1999

 For administrative purposes, the employees in an enterprise are divided into two levels.
 The highest level is an employee group, the second, employee subgroup.
 These levels are subject to authorization checks, to define remuneration levels or different work
schedules, for example.

(C) SAP AG HR050 14


0.13

Employee Group

The employee group subdivides employees into various categories.

External Pensioner

Active

 SAP AG 1999

 Employee group is a general division of employees. The employee group defines the
relationship between an employee and a company in that the employee makes a certain
contribution to the company in terms of work. Active employees, pensioners and early retirees
make up the main employee groups in Personnel Administration.
 The following are the principal functions of the employee group:
Default values can be generated for payroll accounting area and basic pay, for example,
according to employee group.
The employee group is used as a selection criterion for reporting.
The employee group is one unit of the authorization check.
 You can generally use the standard catalog to set up employee groups. It can, however, also be
extended to suit individual customer requirements.

(C) SAP AG HR050 15


0.14

Employee Subgroup

Employees are differentiated further within the employee group.


Active employees are differentiated according to their status - trainee,
hourly wage earner or salaried employee, for example.

Non pay-scale
Active employee

Hourly wage
earner
Salaried employee
Trainee
 SAP AG 1999

 The employee subgroup is a fine division of employee groups according to the status of
employees. Wage earners, salaried employees and non pay scale employees are all examples of
subgroups within the employee group ”active”.
 All control features of the personnel structure are defined at employee subgroup level. The most
important features are described below:
The employee subgroup grouping for the Personnel Calculation Rule allows you to define
different payroll procedures for different employee subgroups; for example, you can
specify whether an employee’s pay should be accounted on an hourly or monthly basis.
The employee subgroup grouping for primary wage types controls the validity of wage
types on an employee subgroup level, whereas the grouping for collective agreement
provisions restricts the validity of pay scale groups to certain employee groups.
The employee subgroup grouping for the work schedule defines the validity of work
schedules, and the attendance or absence quota type the validity of time quotas.
When entering data, you can define default values using the employee subgroup, for
example, for the payroll accounting area.

(C) SAP AG HR050 16


0.15

Payroll Accounting Areas

The payroll accounting area represents an organizational unit defined


for the purposes of payroll accounting.

Acct area x Acct area y

Jan 1 Feb 1 Jan 1 Feb 1


Pay Pay Pay Pay

Payroll on the 28th day of Payroll on Thursday for the


month for current month following week

 SAP AG 1999

 The payroll accounting area is an organizational unit defined for the purposes of payroll
accounting. All employees who are accounted together are assigned to the same payroll
accounting area.
 Payroll accounting is generally performed for each payroll accounting area. The payroll
accounting area provides the payroll driver with two pieces of information: the number of
employees to be accounted and the dates of the payroll period.
 The number of employees to be accounted is determined using the Organizational Assignment
infotype (0001) which stores the payroll accounting area.
 Note:
An employee may only change payroll accounting areas at the end of a period. If an employee
changes status from wage earner to salaried employee in the middle of the month, and the
payroll accounting area is different for both, you should not enter the new payroll accounting
area until the start of the following month.

(C) SAP AG HR050 17


0.16

Organizational Plan

An Organizational plan
provides a model of the
structural and human
resource environment
at your enterprise.

 SAP AG 1999

 You create your organizational plan using organizational units and positions. An organizational
plan is a comprehensive and dynamic model of the structural and personnel environment in your
enterprise, which you can evaluate at any time.
 You depict hierarchies within your organizational plan:
The organizational structure of your enterprise
The organizational structure depicts the hierarchy that exists between the various
organizational units in your enterprise. You create the organizational structure by creating
and maintaining organizational units and relating them with one another.
The individual positions and the reporting structure (chain of command)
A reporting structure depicts the line structure that exists in your enterprise. You create a
reporting structure by creating and maintaining positions and relating these with one
another.

(C) SAP AG HR050 18


0.17

Object Types: Organizational Units

Executive Board
Organizational units
Cost Center
ABC
describe the various
business units that
exist in your enterprise.
Multiple organizational
Human Resources Finance units and their inter-
relationships form
the organizational
structure.
Cost centers can be
assigned to
organizational units

Payroll Benefits A/P A/R Audit

Examples:
 By function
 By geographical region
 SAP AG 1999  By business process

 Organizational units can be loosely defined as functional or regional departments, or more


specifically as project groups, depending on the type of organization you have.
 You must relate organizational units with one another in an organizational plan. The
hierarchical interrelationships that exist between the organizational units represents the
organizational structure of your enterprise.
 Organizational units are related to cost centers from Controlling.
 Example:
The above example shows the organizational unit Human Resources as the superior object over
two subordinate objects, Payroll and Benefits.

(C) SAP AG HR050 19


0.18

Object Types: Jobs

Jobs are general Examples:


classifications of tasks that  Head of Department
are routinely performed  Buyer
together.
 Secretary

Secretary Buyer

Head of Department
 SAP AG 1999

 Each job represents a unique classification of responsibilities in your organization. When you
create jobs, you should consider what specific tasks and requirements are associated with the
individual jobs.
 Jobs are used in the following application components:
Job and Position Description
Shift Planning
Personnel Cost Planning
Career and Succession Planning
 Tip:
Your job descriptions should be as general as possible and as specific as necessary.

(C) SAP AG HR050 20


0.19

Object Types: Positions

 Positions are organization-


Positions are the specific.
individual employee
assignments in the  A number of positions are
enterprise. Positions are based on the same job.
occupied by persons  As a rule, each position
represents one employee.
However, it is possible for
a position to be occupied
Job:
Manager
by more than one holder.

Position:
Position: Personnel Manager
Purchasing Manager
Position:
 SAP AG 1999 Sales Manager

 Once you have created a job, you must specify the number of corresponding positions required
in the organization.
 A position inherits a job’s tasks but you can also define additional tasks related to duties
performed specifically by that position. General characteristics must be stored for both a job and
a position.
 A positions references a job directly. If characteristics of a job are changed, this has an effect on
the position.
 Positions can be 100% filled, partially filled, or vacant.
 Example:
Positions, rather than jobs, are held by employees. One position may also be shared by a
number of employees, each working less than full time. For example, two employees can hold
60% and 40% of a position.

(C) SAP AG HR050 21


0.20

Object Types: Cost Centers

Cost Centers can be related to organizational units


and positions.
The relationship between organizations and cost
centers is hierarchically inherited along the structure.

Human Resources
Cost Center 1000

Cost Center 2000

Payroll Benefits
Position:
Manager - Benefits
 SAP AG 1999

 Cost centers are maintained in Financial Accounting and can be linked to either organizational
units or positions
 Cost center assignments are inherited along the organizational unit structure

(C) SAP AG HR050 22


0.21

Object Types: Tasks

Manages department, Tasks describe duties and


coordinates meetings
responsibilities performed
in jobs and positions.

Job: Manager

Specifies sales
quotas
Maintains
production
schedules
Position 1: Sales Manager Position 2: Production Manager

 SAP AG 1999

 Tasks can be classified as:


Workflow components, to monitor cross-application processes.
Personnel management tools, to describe jobs and positions.
 For personnel management purposes, tasks are individual duties and responsibilities that must
be undertaken by employees.
 All tasks are contained in a task catalog. The task catalog lists all tasks that exist in a particular
period. The catalog also shows the relationships that exist between tasks if task groups have
been defined.
 If you plan to relate tasks with positions, you should first relate all tasks that are common to all
positions with the relevant jobs. When you create positions from jobs, the positions
automatically inherit the job‘s tasks. This method saves you time and effort since you do not
have to relate the individual tasks with the individual positions.
 Note:
When assigning the same task to different jobs, you can specify different weightings. This gives
you more information when analyzing job descriptions.

(C) SAP AG HR050 23


0.22

Object Types: Persons

Persons are objects that hold positions


within the organizational structure.
Additional information for persons is
maintained in Personnel Administration.

Personnel Administration

Infotype 0001:
Organizational Assignment
Infotype 0002:
Personal Information
Infotype 0007:
Planned Working Time
Infotype 0008:
Basic Pay

 SAP AG 1999

 Persons generally represent employees in your company. Persons hold positions in the
organizational structure which is governed by Organizational Management
 Person characteristics are maintained in Personnel Administration and are linked to an
organizational plan through their position assignment.
 Infotype 0001 (Organizational Assignment) in Personnel Administration contains the position
assignment and (if integration is active between Organizational Management and Personnel
Administration) the defining job, and organizational unit and cost center assignment.
 Other defaults in Personnel Administration employee maintenance can be derived from
Organizational Management data, such as planned working time, planned compensation,
employee groupings and account assignment.

(C) SAP AG HR050 24


0.23
Persons and Users

40 Hrs 40 Hrs
100% occupied

12 Hrs
20 Hrs

100% = 20 Hrs

30% = 12 Hrs

40 Hrs 20 Hrs

20 Hrs 100% = 20 Hrs 70% = 28 Hrs

40 Hrs Position is
“overstaffed”
overstaffed”

 SAP AG 1999

 A person can fill a position 100% or partially. This depends on the number of working hours
assigned to the position and on the person’s work schedule.
 The staffing percentage refers to the work capacity of the person assigned to the position.
 If the staffing percentage of the person is greater than the requirements of the position, the
position is overstaffed. If the requirements of the position are not fulfilled by one or more
holders, the position is understaffed.

(C) SAP AG HR050 25


0.24

Organizational Management: Objectives

At the conclusion of this topic, you will be able to


 Explain the methodology of Personnel Planning
 Create organizational objects
 Request reports

 SAP
 SAP AG 1999
AG

(C) SAP AG HR050 26


0.25
Methodology - Object-Oriented Design

Organizational Management is based on the creation


and use of organizational objects and their
interrelationships.

 manages
 describes
 reports to
 is subordinate to
 and so on...

 SAP AG 1999

 Organizational Management is based on the concept that every element of the organization
constitutes a unique object with individual attributes. You create and maintain each object
individually. You create relationships between the various objects to form a framework for your
organizational plan. This gives you a flexible basis for personnel planning, previewing, and
reporting.

(C) SAP AG HR050 27


0.26

Object Characteristics

Once you have created a structure using objects and relationships,


you can assign additional characteristics to the objects

Example: Position

Vacancy Expected salary

Object type
Position

Work schedule ……..

 SAP AG 1999

 Additional characteristics may be in the form of other relationships to other objects, or data
stored on other infotypes unique to the object.

(C) SAP AG HR050 28


0.27

Object Characteristics: Infotypes

Object characteristics are maintained in infotypes

Examples
Maaiinn terriissttiiccss
M
c te
cchhaarraac
 Object  Organizational unit, position
 Relationship  belongs to, reports to

tioonnaall Examples
Addddiiti terriissttiiccss
A
c te
cchhaarraac
 Description  General text

 Work schedule  Planned working hours

 Account Assignment  Business area

 Address  First address, second address

 SAP AG 1999

 Objects consist of three components:


 The first component is the ID number, a short and long text defining the existence of the
object.
 The second component is the structural relationship or relationships between the object and
other objects.
 The third component is the object characteristics.
 All these object components (existence/relationships/additional characteristics) are created as
infotypes
 You can define particular characteristics for an object in each infotype.
 Some infotypes can be maintained for al object types, the object and relationship infotypes, for
example; others are only relevant for particular object types, such as the vacancy infotype,
which is only relevant for positions.
 Not all infotypes are absolutely necessary. However, they can provide important information
on objects.

(C) SAP AG HR050 29


0.28
Methodology - Planning

Organizational Managment provides you with a comprehensive


view of the structural and personnel environment of your
organization in the past, present, and future.
This information gives you a sound basis on which to
plan and react to future personnel changes and requirements.

Present Future
 SAP AG 1999

 The graphic on the left shows the current status of the organizational structure. The
Organizational Management component lets you plan and map any kind of organizational
restructuring or reorganization of your company.
 You create all data with a start and end date, which allows you to store histories and future
changes.

(C) SAP AG HR050 30


0.29
Methodology - Plan Versions

Plan versions are used to store different


organizational plan scenarios.

Plan Plan version


version
ID PV Plan version text

.:
00
01 Current plan
AS Acquisition scenario
DS Downsizing scenario
FY Fiscal year-end scenario
TP Performance plan

25 Plan version 25

 SAP AG 1999

 You can maintain an unlimited number of plan versions. One of your plan versions represents
your current or actual organizational plan and is flagged as the active integration plan version.
 Plan versions are self-contained entities and exist independent of one another. It is possible to
create multiple copies of the original plan version and change the duplicates as required. The
original remains unaffected by any such changes.
 Each new plan has a unique plan version identifier (two-character alphanumeric code).
 You can determine the current plan version either per session or set it generally using the user
parameter (POP).
 Examples of organizational structure scenarios:
Restructuring
Downsizing
Expansion
Outsourcing

(C) SAP AG HR050 31


0.30

Methodology: Multiple Structures

 Model of the Organizational


structure based on the tasks and
functions of company
 Model of the Organizational
structure based upon financial or
geographic structures
 Model of the reporting structure

 Model of alternate reporting


structure

 SAP AG 1999

 The organizational plan enables you to create a model of the structure of your company based
on the tasks and functions carried out. You decide which areas you want to include.
 In addition to a one-dimensional hierarchical organizational plan, you can also create a multi-
dimensional matrix organization.

(C) SAP AG HR050 32


0.31

Organization and Staffing

The Organization and Staffing


Org. unit function in Organizational
Management allows you to
put together a basic framework
for your organizational plan
quickly and simply.

Position

Employee

 SAP AG 1999

 Organizational plans are defined in Organizational Management. This can be done in


Organization an dPlanning or the Expert Mode. This course focuses on Organization and
Staffing.
 The functions in Organization and Planning let you create organizational units, positions, jobs,
and tasks quickly and easily. You only specify the most important details for these objects.
Organization an dPlanning 'knows' what relationships to create and does so automatically.
 In Organization and Planning you can
Create and maintain the basic data for your organizational plan
Create and maintain the reporting structure (hierarchy of positions) that exists between the
positions in your organizational plan
Create and maintain cost center assignments and the default settings for cost centers
Create and maintain certain infotypes.
 To minimize the number of processes, not all functions are available in Simple Maintenance.
 All objects you create in Organization and Staffing automatically get ‘active’ status and an
object ID.
 Recommendation:
Create most of the objects and relationships in your organizational plan in Organization and
Staffing. Use Export mode to maintain individual objects at a detailed level, especially when
you want to maintain infotypes for a specific object.

(C) SAP AG HR050 33


0.32

Object Characteristics: Validity Dates

Each infotype uses a start and Validity dates:


end date to identify the validity  Allow you to define
of the infotype data the life span of an
object or object
characteristic
Infotyp 1000 Object: Display  Identify changes to
Infotype Edit Goto Extras Utilities System Help your organization
while retaining
historical data
Organizational unit HR Adm.
 Allow you to
Planning Status Active
Validity 01.01.1999 to 31.12.9999 Change information evaluate the
organizational
structure on key
Object
Object abbr. HR Adm.
dates
Object name Personnel Administration
Language key EN English

Rec. 1 of 1

 SAP AG 1999

 Validity dates determine the lifespan of an object.


 You must assign a validity period to every object and every infotype and every infotype record
that you create. By doing this, you can detect all changes that take place in your company and
you obtain a dynamic view of your enterprise.
 Validity dates enable the user to evaluate certain key data or specific time periods from the past,
present or future. The data is selected according to the designated time period.
 The validity of an object’s relationships and attributes can only exist within the object’s
lifespan, which is defined in the Object infotype (1000). If an object is delimited, all of the
object’s relationships and attributes are automatically delimited.

(C) SAP AG HR050 34


0.33

Background

 SAP AG 1999

 Usability is the goal of the Organization and Staffing Interface functionality.


 One workspace divided into 4 work areas for a complete view of the organizational plan.
 Most of the Organizational Management functions can be performed with this interface.

(C) SAP AG HR050 35


0.34

Navigation Overview

Menu: Settings and commands

Search Area Overview Area


Locate objects
Display / maintain object
environment (structures)

Selection
Area Detail Area
Select objects Display / maintain object
characteristics

 SAP AG 1999

 The Search Area: Use matchcode and other selections to locate objects such as Organizational
Units, Persons, Jobs, Positions, Tasks and Users.
 The Selection Area: From the results obtained from a search, select an object to be used in the
Overview and/or Detail areas.
 The Overview Area: View the Organizational Unit Hierarchy or Staffing assignments of an
Organizational Unit.
 The Detail Area: Maintain object characteristics and attributes.

(C) SAP AG HR050 36


0.35

Icons

Organizational Unit Period


Create Organizational Unit Exiting within period
Occupied Position Entering within period
Occupied Position by >1 View as a Organizational Structure
Create Position One level higher in hierarchy
Vacant Position Scroll up in range
Unoccupied (but not vacant)
Scroll down in range
Chief Position Move 1 screen back
Obsolete Position
Move 1 screen forward
Person Column configuration
User
Hide detail
Job Show detail
Task
UNDO!

 SAP AG 1999

(C) SAP AG HR050 37


0.36

SearchArea

Loo k Useth esearchareatolocate


for objects.
objects Searchalsoviarelatio n ships
w itho therobjectsan dsto re
resu ltsas‘favorite’ variants.

SAPAG1999

 Search via matchcode or by relationships to other objects.


 Example: Search for 'Manager' positions directly related to the 'Treasury' organizational unit.
 Save your search variants as Favorites.

(C) SAP AG HR050 38


0.37

SelectionArea

Resu ltsofsearchappearhere
forselection.
Do uble-clickdesiredobjectto
bringitin toOverviewA rea.

Results

SAPAG1999

 Use the results in your search to maintain objects or assign then to other objects via 'drag and
drop'.
 Define columns to show/ hide additional details.

(C) SAP AG HR050 39


0.38

Overview Area

See the “big picture”

See overview in either list mode or as a


tree structure.
Double-click to reach further object
characteristics in Detail Area.
In the Overview area you can switch
between the oganizational structure and
the staffing plan of one organizational
unit.
 SAP AG 1999

 Display organizational units in their tree structure and 'double-click' them to bring them into the
Detail Area for maintaining.
 Create new objects within a structure or individually.
 View as a list to display staffing assignments to an organizational unit.
 Define columns to show/ hide additional details.
 Drag objects from the Selection Area to assign new positions, persons or users to a staffing
plan.

(C) SAP AG HR050 40


0.39

Detail Area

Characteristics of the object in


Overview Area can be maintained here.
Tab strips identify and group similar
data.

Basic Data

 SAP AG 1999

 Different attributes, relationships and characteristics of objects are grouped behind different tab-
strips in the Detail Area. Maintain directly or use drag and drop from objects in the Selection
Area.
 View detail for multiple period data within the editing period.
 Data can be 'Un-Done' until committed by pressing 'SAVE' or maintaining another object.

(C) SAP AG HR050 41


0.40

Drag and Drop

Menu Creating a new object via button

Assigning objects via drag & drop

 SAP AG 1999

 Drag and dropped objects and newly created objects are created and related to the
organizational plan within the editing period.
 New object characteristics can be maintained in the detail area.
 Refresh screen to display maintenance changes in all areas.

(C) SAP AG HR050 42


0.41

Additional Features

Staff Assignments ICON legend

Favorites Up one level Editing period


Column configuration

Filter
Show / hide detail

Validity period

 SAP AG 1999

 Be sure to note the editing period before creating/ maintaining an organizational plan.
 Select the level of display detail and favorites by user. This information is stored upon exiting
the interface.

(C) SAP AG HR050 43


0.42

Undo

Undo changes by Redo changes by


choosing choosing

Changes made in the Organization and Staffing


Interface can be UN-DONE and RE-DONE provided
the work has not yet been saved.

 SAP AG 1999

 Icons will be present if functionality is possible.


 Undo is not permitted once data is committed to the database.

(C) SAP AG HR050 44


0.43

Building Organizational Plan

 Create root organizational unit


 Create subordinate organizational units
 Create Jobs
 Create Positions
 Assign Tasks
 Assign Cost Centers
 Assign users/persons
 Add other object attributes

 SAP AG 1999

 These are the steps you would use to create your organizational plan.

(C) SAP AG HR050 45


0.44

Reporting

The relationships between You create a reporting


the organizational units structure by relating
form the positions with one
organizational plan. another.

Executive

Human
Resources Finance

Payroll Benefits Customers Vendors Purchasing


 SAP AG 1999

 Organizational plans and reporting structures represent only a fraction of the reporting
functionality that is available in Personnel Planning.
 You will find the various reporting options under the Reporting menu option. This menu is
organized according to different object types. You will find the organizational plan in the object
type organizational unit. You can access the reporting structure from the object type position.
Here, you will also find staff assignments and the position description.
 Note: You can also display reports in Structural Graphics. Structural Graphics also allows you
to maintain objects.

(C) SAP AG HR050 46


0.45

Monitoring Personnel Data

Enterprise structure Personnel structure

Personnel subarea Employee subgroup


Org. Assignment

Pers. No.
Enterprise structure
Organizational Company code
assignment of Personnel area

employees Personnel subarea

Personnel structure
Employee group
Employee subgroup

Data entry Infotype nnnn Validity ?

Pay scale Wage types Time

 SAP AG 1999

 Each personnel number is uniquely assigned within the company structure, i.e. to a company
code/personnel area/personnel subarea/employee group/employee subgroup. You assign the
employee to the company structure using the Hiring action. The data is saved in infotype 0001,
Organizational Assignment.
 Plausibility checks and validations are performed according to the employee’s organizational
assignment. The organizational assignment is also referenced to define default values for certain
infotypes. All these functions support the user in data entry and maintenance.

(C) SAP AG HR050 47


0.46

Integration: Personnel Administration and Planning

Organizational Job Personnel


Management Administration
Is described
by
Employee group
Position
Org. unit Employee subgroup

occupies

Person
belongs to
Cost center Personnel area
assignment
Personnel subarea
Cost center

Default value

 SAP AG 1999 Fixed assignment

 If Personnel Administration and Organization Management are integrated, you can enter the
position in the Actions infotype (0000). This is the first employee infotype that you are required
to fill in. The values in the job, organizational unit and cost center fields cannot be overwritten.
They specify the relationships to the position.
 Default values can be supplied for the personnel area, personnel subarea, business area,
employee group and employee subgroup fields.
 These default values can be stored in the Infotype maintenance in Expert Modet in the Account
Assignment Features infotype (1013).

(C) SAP AG HR050 48


0.47
Integration: Personnel Administration
and Organizational Management

Personnel No. 1001 Name Michaela Maier


EE Group 1 Active employee Per area 1300 Frankfurt
EE Subgroup DU Salaried Staff. Cost Center 2100 Finance and Admin.
From 01/01/1994 To 31.12.9999 Chng. 01/29/1999 BILLE

Enterprise structure
CoCode 1000 IDES
Pers Area 1300 Frankfurt Subarea Central
From 2100 Bus.area 9900

Personnel structure
EE Group 1 Active employee Payroll area D2 HR-D: Salaried empl
EE Subgroup DU Salaried staff Contract data Com. employee

Organization plan Administration


Percentage 100.00 Group 1300
Position 50000076 Functional Specialist Personnel 001 Helmuth Hesse Active integration - no
Func.Spec-D Time 002 Dagmar Krauseinput possible
Job key 50011880 Administrator Payroll 003 Oliver Zeuner
Admin. Supervisor
No integration - input
Org. unit 50000073 Travel expenses (D)
possible
Trav.Exp -D
Org.key 1300

 SAP AG 1999

 Even if there is no integration with Personnel Planning and Development (PD), you can still use
the objects job, position, and organizational unit. Set them up in the control tables in the
Implementation Guide. There is no technical link between the tables. The term keys do not have
any control function in Personnel Administration, unlike PD where, for example, default values
can be set.
 When you hire an employee, you must maintain the above fields manually (including the cost
center) in the Organizational Assignment infotype (0001).

(C) SAP AG HR050 49


0.48

Structures in HR: Unit Summary

You are now able to:


 Describe the different components of the
organizational, enterprise, and personnel
structures
 Create organizational structures using the
basic functions of these components

 SAP AG 1999

(C) SAP AG HR050 50


0.49Exercise Data Sheet
Key to Icons in Exercises and Solutions
Exercises

Solutions

Objectives

Business Scenario

Hints and Tips

Warning or Caution

Data Used in Exercises


Type of Data Data in Training System
Group number (##) 00-20
Year (YYYY) Current year
Company code CABB
Personnel area CABB
Personnel subarea 0002 Purchasing
Employee subgroup X0
Organizational Unit Caliber A Bicycle Company (50014999)
Organizational Unit ##-Purchasing within the Central Purchasing
organizational unit
Organizational Unit ##-Administration. Created by the participants in
the ##-Purchasing organizational units
Organizational Unit ##-Production. Created by the participants in the
##-Purchasing organizational units
Job Buyer
Position ##-Buyer
Job Manager
Position ##- Administration Manager
Position ##- Production Manager
Job Administrator
Position ##-Administrator
Job Material Handler

(C) SAP AG HR050 51


Position ##-Material Handler
Role: HR Administrative Clerk SAP_HR_ADMINCLERK
Person Jose Vega (50992##). Hired by the participants.
Person Helena Camino (50991##)
Task Order processing tasks
Task Project management
Task Drive forklift
Role: HR Benefits Specialist SAP_HR_BEN-SPECIALIST
Benefit Area 99
Role: Line-Manager Personnel SAP_HR_LINEMANAGER_PD_AG
Development
Qualification Group Languages Group ##
Qualification Spanish ##
Qualification Italian ##
Qualification Group PC skills ##
Qualification SAP skills ##
Qualification MS Word ##,
Qualification Knowledge of multimedia (50000314)
Qualification Knowledge of Desktop publishing (50000315)
Qualification Adaptability (50000451)
Qualification Willingness to assume responsibility (50000448)
Qualification Ability to work independently (50000461)
Role: Training and Development SAP_HR_TRAINDEV_SPECIALIST
Specialist
Model development plan Trainee Program Administration (50014923)
Business Event Type Organization / planning (50013179)
Business Event Type HR Seminar (00000100)
Business Event Type Economics (50000799)
Business Event Type Communication class (50010630)
Person Michael Maier (1900)
Appraisal Appraisal by Manager (HR Classes) (50015517)
Role: Compensation Specialist SAP_HR_COMP-SPECIALIST
Budget Type Bonus Budget
Budget Type Merit Budget
Compensation Adjustment Reason HR Class Compensation Review

(C) SAP AG HR050 52


Detail Data for Adjustment Type Bonus Plan
Detail Data for Adjustment Type Performance Increase
Role: Time Recording Specialist SAP_HR_PT_RC-SPECIALIST_AG
Attendance / Absence types 0306 Leave, 0148 Sickness
Role: International Payroll SAP_HR_PY-SPECIALIST_XX_AG
Specialist
Payroll area X0
Role: HR: Recruiter SAP_HR_RECRUITER_RC
Person Your choice (50993##) hired by the participants
through Recruitment

(C) SAP AG HR050 53


0.50Exercises

Unit: HR Structures
Topic: Organizational management

At the conclusion of this exercise, you will be able to:


 Create a shortcut in Favorites to access the Organization and
Staffing Change node
 Create an organizational unit
 Create positions within an organizational unit
 Add tasks to a position
 Create a chief position
 Fill a position
 Run an organizational structure report
New departments and positions are being created in the Central
purchasing organizational unit of the Caliber A Bicycle
Company. Some of the positions are to be occupied immediately.

1-1 Create a shortcut in Favorites for Change in Organization and Staffing by dragging
and dropping the node. Rename the node to Maintain Organization and Staffing.

1-2 At the beginning of this year, the Central Purchasing department at the Caliber A
Bicycle Company (CABB) was been divided into subordinate organizational units
called ##-Purchasing. You will create two subordinate organization units within the
##-Purchasing organizational unit for ##-Administration and ##-Production.

 NOTE: SET THE PREVIEW PERIOD TO 3 YEARS AND THE DATE TO


THE BEGINNING OF THE CURRENT YEAR.

1-3 Create the following positions:


1-3-1 In the ##-Administration organization unit create
##-Administration Manager (based on job Manager)
##-Administrator (based on job Administrator)
##-Buyer (based on job Buyer)
1-3-2 In the ##-Production organization unit create
##-Production Manager (based on job Manager)

(C) SAP AG HR050 54


##-Material Handler (based on job Material Handler)

1-4 Go to the task profile and assign the following tasks to the positions as indicated
below:

Position Task
##-Buyer in the ##- Order processing tasks
Administration organizational
unit
##-Production Manager in the Project management
##-Production organizational
unit
##-Material Handler in the ##- Drive forklift
Production organizational unit

1-5 Designate the ##-Production Manager and ##-Administration Manager positions as


chief positions in the system.

1-6 The ## Administration Manager position is held by Helena Camino (personnel number
key 50991##). Assign Helena to the position as of the first day of the current year.

1-7 Execute the Organizational Structure with positions report for the Caliber A
Bicycle Company.

1-8 Display the report as a graphic organizational chart.

(C) SAP AG HR050 55


0.51Solutions

Unit: HR Structures
Topic: Organizational Management

1-1 Create a shortcut in Favorites by dragging and dropping the node.


Select the Change node and drag it to the Favorites folder.
Navigate to the Organization and staffing node.
SAP Standard Menu ? Human Resources ? Organizational management ?
Organizational plan ? Organization and staffing
Select the Change node and drag it to the Favorites folder.
A new node called Change will appear in the Favorites area.
Rename the node to Maintain Organizational and Staffing by selecting the node
and clicking with the right mouse button.
Select the option to Change favorites in the pop-up box.
Change the text to Maintain Organizational and Staffing and select Enter.

1-2 Create subordinate organization units with the ##-Purchasing organizational unit for
##-Administration and ##-Production.
From the Favorites menu select: Change Organizational and Staffing
Set the validity date to start at the beginning of the current year by selecting the
Display periods icon and entering the valid from date as the first day of the
current year.
Set the preview period years and date to the beginning of the current year by
selecting the Date and preview period icon.
In the Search area - Find by group, located in the upper left are of the display,
select the Organizational unit option.
In the Find Organizational unit pop-up box, enter CAB in the With name field
and select the Find icon.
The organizational unit CABB appears in the Selection area located on the
lower left side of the display.
Double-click on the CABB organizational unit the Selection area.
The organizational structure for the Caliber A Bicycle Company appears in the
Overview area on the top right side of the display.
Expand the Central Purchasing Organizational unit to find and select the ##-
Purchasing organizational units.
Select the Create organizational unit icon.
A new entry under ##-Purchasing appears labeled as New organizational…
(C) SAP AG HR050 56
Select the entry for New organizational…under ##-Purchasing by double
clicking on it.
The Detail area now contains the entry for New organizational unit.
Change the short and long text to ##-Admin/##-Administration.
Select the Save icon.
Repeat the procedure to create the ##-Prod/##-Production organizational unit.

1-3 Create the following positions:


1-3-1 In the ##-Administration organization unit create
##-Administration Manager (based on job Manager)
##-Administrator (based on job Administrator)
##-Buyer (based on job Buyer)
Navigate to the ##-Administration Organizational unit in the Overview area on
the top right side of the display and double click on that organizational unit.
Select the Staff assig button.
Select the Create position button.
Select the entry for New position by double clicking on it.
The Detail area now contains the entry for New position.
Change the short and long text to ##-Admin Mgr / ##-Administration Manager.
Set the validity date to start at the beginning of the current year by selecting the
Display periods icon and entering the valid from date as the first day of the
current year.
In the Search area - Find by group, located in the upper left are of the display,
select the Job option.
In the Find job pop-up box, enter Manager in the With name field and select the
Find icon.
The job Manager appears in the Selection area located on the lower left side of
the display.
Select the job Manager in the Selection area and drag it to the Job field
associated with the ##- Administration Manager in the Overview area.
Select the Save icon.
Repeat the process for the positions:
##-Administrator (based on job Administrator)
##-Buyer (based on job Buyer)
1-3-2 In the ##-Production organization unit create
##-Production Manager (based on job Manager)
##-Material Handler (based on job Material Handler)
Navigate back to the ##-Production organizational unit by selecting the
Organizational structure button.
(C) SAP AG HR050 57
Select the Up one hierarchy level icon.
Navigate to the ##-Production Organizational unit in the Overview area on the
top right side of the display and double click on that organizational unit.
Select the Staff assig button.
Select the Create position button.
Select the entry for New position by double clicking on it.
The Detail area now contains the entry for New position.
Change the short and long text to ##-Prod Mgr / ##-Production Manager.
Set the validity date to start at the beginning of the current year by selecting the
Display periods icon and entering the valid from date as the first day of the
current year.
In the Search area - Find by group, located in the upper left are of the display,
select the Job option.
In the Find job pop-up box, enter Manager in the With name field and select the
Find icon.
The job Manager appears in the Selection area located on the lower left side of
the display.
Select the job Manager in the Selection area and drag it to the Job field
associated with the ##- Production Manager in the Overview area.
Select the Save icon.
Repeat the process for the position:
##-Material Handler (based on job Material Handler)

1-4 Go to the task profile and assign the following tasks to the positions indicated below:
Position Task
##-Buyer in the ##- Order processing tasks
Administration organizational
unit
##-Production Manager in the Project management
##-Production organizational
unit
##-Material Handler in the ##- Drive forklift
Production organizational unit
Set the preview period years and date to the beginning of the current year by
selecting the Date and preview period.
Verify the Valid on date is set to the beginning of the current year.
Navigate to the ##-Buyer position in the ##-Administration organizational unit.
Select the entry for ##-Buyer position by double clicking on it.
The Detail area now contains the entry for ##-Buyer.
Select the Tasks tab in the Detail area.
(C) SAP AG HR050 58
In the Search area - Find by group, located in the upper left are of the display,
select the Task option.
In the Find task pop-up box, enter Order in the With name field and select the
Find icon.
The job Order Processing Tasks appears in the Selection area located on the
lower left side of the display.
Select the task Order Processing Tasks in the Selection area and drag it to the
Tasks tab in the Details area.
Select the Save icon.
Repeat the process for the position/task assignment listed below:

##-Production Manager in Project management


the ##-Production
organizational unit
##-Material Handler in the Drive forklift
##-Production
organizational unit

1-5 Designate the ##-Production Manager and ##-Administration Manager positions as


chief positions in the system.
Navigate to the ##- Administration Manager position in the ##-Administration
organizational unit.
Select the entry for ##- Administration Manager position by double clicking on
it.
The Detail area now contains the entry for ##- Administration Manager.
Select the Basic data tab in the Detail area.
Select the check box for Head of own organizational unit.
Select the Save icon.
Repeat the process for the ##-Production Manager position in the ##-
Production organizational unit.

1-6 The ## Administration Manager position is held by Helena Camino (personnel number
key 50991##). Assign Helena to the position as of the first day of the current year.
Navigate to the ##- Administration Manager position in the ##-Administration
organizational unit.
Select the entry for ##- Administration Manager position by double clicking on
it.
The Detail area now contains the entry for ##- Administration Manager.
Select the Basic data tab in the Detail area.
In the Search area - Find by group, located in the upper left are of the display,
select the Person option.

(C) SAP AG HR050 59


In the Find task pop-up box, enter Camino in the With name field and select the
Find icon.
A listing of persons’ named Helena Camino appears in the Selection area
located on the lower left side of the display.
Select the Helena Camino with the key 50991## in the Selection area and drag
it to the Basic data tab in the Holder field in the Details area.
Enter the valid from date as the first day of the current year in the Holder pop-
up box and select the Continue/Enter icon.
Confirm "Delimit Vacancy" pop-up box.
Select the Save icon.

1-7 Execute the Organizational Structure with positions report for the Caliber A
Bicycle Company.
SAP Standard Menu ? Human Resources ? Organizational management ?
Info System ? Organization unit ? Organizational Structure ? Organization
Structure with Positions
Select the organizational unit for the Caliber A Bicycle Company.
Select the Execute icon.

1-8 Select the highest level of the report (Caliber A Bicycle Company).
Select the Structural Graphics icon.

(C) SAP AG HR050 60


1

Personnel Management

Contents:
 Maintaining Employee Data
 Hiring Employees

 SAP AG 1999

(C) SAP AG HR050 1


1.2

Personnel Management: Unit Objectives

At the conclusion of this unit, you will be able to:

 Maintain employee data

 Hire employees

 SAP AG 1999

(C) SAP AG HR050 2


1.3

Course Overview Diagram

1 Course Overview 9 Travel Management

2 Navigation 10 Payroll

Structures in Human
3 Resources 11 Recruitment

4 Personnel Management 12 Personnel Cost Planning

Reporting and
5 Benefits 13 Manager’s Desktop

6 Development and Training 14 Employee Self-Service

7 Compensation 15 ALE

8 Time Management 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 3


1.4

Personnel Management: Business Scenario

 Employees at Caliber Bicycle are constantly


changing: they are hired, change positions,
receive pay increases, etc. You can record and
display these changes and developments for
individual or multiple employees.
 You want to be able to view historical information
regarding employee data.
 You hire an employee and complete all of the
necessary infotypes

 SAP AG 1999

(C) SAP AG HR050 4


1.5

Maintaining Employee Data:Topic Objectives

At the conclusion of this topic, you will be able to:

 Display and maintain employee data


infotypes
 Show events in employees’ employment
history using personnel actions
 Maintain employee data using fast entry

 SAP AG 1999

(C) SAP AG HR050 5


1.6

Personnel Administration User Role

SAP Easy Access

Favorites
Activity group SAP_HR_ADMINCLERK_PA
Personnel Administration
HR Master Data
Personnel Actions
Maintain Master Data
Display Master Data
Personnel File
Fast Entry
Fast Entry - Actions
Qualification Profile
Organizational Data
Info System
Tools

 SAP AG 1999

 In order for users in the SAP system to be able to use user-specific menus, activity groups must
be created. Activity groups are also used to assign authorizations for the activities included in
the menus
 Activity groups are collections of functions that describe worker roles.
 The activity group “Personnel Administration Clerk” contains transactions, reports, and or
internet/intranet links that personnel administration uses daily.
 An Activity Group contains the following information:
 Name of the activity group
 Text describing the activity group
 Menu structure for the activity group
 Authorization profile data
 Information about the assignment of the activity group to users or elements of the
organizational plan.
 An Activity Group can be assigned to an unlimited number of users.

(C) SAP AG HR050 6


1.7

M a in ta in in g E m p lo y e e D a ta

C h an g e o f ad d res s

P a y in c r e a s e

W o r k s c h e d u le
E a r ly
N o rm a l
L a te

N e w w o r k in g tim e

C h a n g e o f e m p lo y e e s u b g r o u p N e w P S g ro u p

 SAP AG 1999

 Employee data must be kept current. After an employee is hired, circumstances can always arise
which necessitate either the entry of new data or the correction of current data.
 Some examples of this include:
An employee moves, and his or her new address must be stored in the system. This may
be done within Personnel Administration infotypes or through Employee Self Service.
An employee gets a pay raise at the start of the year. The new salary must be stored for the
relevant date.
An employee changes job within the organization. His or her organizational assignment,
working time, and salary also change.
 Data can be stored for the present, future, or past.
 Note:
Entering payroll-relevant data in the past triggers retroactive accounting.

(C) SAP AG HR050 7


1.8

Infotypes

Org. Assignment Basic Pay

Person
etc.

Birth
certificate

Personal Data Address Planned Working Time

Infotypes: logical groupings of data fields


 SAP AG 1999

 You enter individual employee data in entry screens. Entry screens are grouped as follows:
 Individual information, such as last name, first name and date of birth, is defined in data fields.
 Data fields are grouped into data groups or information units according to their content. In
Personnel Management these information units are called information types or infotypes for
short.
 The infotype is displayed to the end user in the form of a data entry screen that has data entry
logic error checking.
 Personal data is stored in logical groups. For example, place of residence, street and house
number make up the employee's address and are stored (together with additional data) in the
Address infotype.
 Infotypes have names and 4-digit keys. For example, the Addresses infotype has the key 0006.

(C) SAP AG HR050 8


1.9

S e a r c h H e lp (1 )

and your
I, B a r b a r a p e rs o n n e l
M ye rs , h a v e num ber ?
...

P e rs o n n e l n u m b e r

P e rs o n n e l
o f fic e

S e a r c h H e lp Y o u c a n a c c e s s d a ta r e c o r d s u s in g th e s e a r c h h e lp
fu n c tio n , e v e n if y o u d o n o t h a v e a ll th e n e c e s s a r y d a ta .
 SAP AG 1999

 Employee data is often maintained for individual employees. The employee‘s personnel number
must be entered. If this number is not known by the system, you can use the search help to find
it.
The Search Help function allows you to select personnel numbers according to certain criteria
e.g. last names and first names, birth dates, organizational assignment, etc.

(C) SAP AG HR050 9


1.10

Search Help (2)

HR Master Data

1
Personnel number

Choice of Search Help


Hit List 2
ID Personal ID number
Last name First name Last name - First name
Maher James Organizational
Maier Lisa Restrict Value Range Assignment
Mayer Eric
Last name M++er
4
First name

3
 SAP AG 1999

 You can search for personnel numbers using the search help function. There are various types of
search help that comprise different search terms arranged in a certain order. Each type of search
help has its own ID, for example, the search help for last name and first name has the ID N and
the search help for organizational assignment has the ID K, etc.
 To search for a personnel number using the search help, position the cursor on the Personnel
number entry field and choose the Entry possibilities either by double-clicking on the arrow or
using the F4 key. Now select the type of search help you want to use. You can switch to another
type of search help at any point. On the following screen, you restrict the value search range i.e.
you enter search terms such as name, last name, or part of the names. The system displays a list
of all the personnel numbers that correspond to the selection criteria you entered. Select the data
record you want from this list.

(C) SAP AG HR050 10


1.11

Selecting Infotypes Using Tab Strips

Maintain HR Master Data

Personnel No. 1001


Name Michaela Maier
EE Group 1 Active employee Pers area 1300 Frankfurt
EE Subgroup X0 Salaried staff Cost center 2100

Basic personal data Basic contract data Gross/net payroll Net payroll

Actions Period
Organizational assignment Period
Personal Data Fr. To
Addresses Today Curr.week
Bank Details All Current month
Family/Related Person
From curr.date Last week
Challenge
To current date Last month
Internal Medical Service
Curr.period Current year
Maternity Protection/Parental Leave
Military Service Choose

Direct selection

 SAP AG 1999

 In the HR System, infotypes that are most frequently used are grouped together by subject
matter and assigned to static menus. One infotype can be included in more than one menu.
Infotypes that are rarely used, on the other hand, might not be included in any menus at all.
 To access a particular menu, click on the tab page.
 The green ticks next to the menu list of infotypes indicate that these records already exist for the
selected personnel number.

(C) SAP AG HR050 11


1.12

Dynamic Infotype List

Maintain HR Master Data Maintain HR Master Data

Personnel No. 1001 Personnel No. 1001


Name Michaela Maier Name Michaela Maier
EE Group 1 Active employee Pers area EE Group 1 Active employee Pers area
EE Subgroup X0 Salaried staff Cost cent EE Subgroup X0 Salaried staff Cost center

Basic personal data Basic contract data Basic personal data Basic contract data

Actions Planned Working Time


Organizational assignment Workers Compensation
Personal Data Works Councils
Addresses Personal Dat for Work HU
Bank Details Substitutions: Indiv Working Times
Family/Related Person Personal Work Schedule Times
Challenge
Internal Medical Service
Maternity Protection/Parental Leave “Work”
Military Service
infotypes
Direct selection Direct selection
Infotype WORK Infotype WORK

 SAP AG 1999

 If you want to access infotypes for a particular key word, you can get the system to create the
menu that you require.
 In the infotype field, enter a word or text string. Choose Enter. The system displays a menu with
all of the infotypes whose title includes the word or text string you specified. You can then
choose the infotype that you require from this menu.
 If the system only includes one infotype for the search string you specified, it is displayed in the
Infotype field. The initial menu does not change.

(C) SAP AG HR050 12


1.13

Selection Using Infotype Number

Change Basic Pay


Maintain HR Master Data Personnel No. 4599200
EE Group 1 Active employee Pers. area
EE Subgroup X1 Hourly wage earn...

Personnel No. 1001 From 01.01.1998 to 31.12.1998

Name Michaela Maier


Payment type 0 Basic contract
EE Group 1 Active employee Pers area
Reason
EE Subgroup X0 Salaried staff Cost cent

Pay scale
Basic personal data Basic contract data
Type 01 International

Organizational assignment Area 01 International


Personal Data Group E01 Level
Contract Elements
Internal Data W… Wage type name O Amount
Leave Entitlement
M000 Hourly rate
Planned Working Time
Time Recording info
Travel Privileges Planned Working Time
Infotype 0008
Workers Compensation

Direct selection
Direct selection
Infotype 8

 SAP AG 1999

 If you want to access infotypes for a particular key word, you can get the system to create the
menu that you require.
 In the infotype field, enter a word or text string. Choose Enter. The system displays a menu with
all of the infotypes whose title includes the word or text string you specified. You can then
choose the infotype that you require from this menu.
 If the system only includes one infotype for the search string you specified, it is displayed in the
Infotype field. The initial menu does not change.

(C) SAP AG HR050 13


1.14

Subtypes

Maintain HR Master Data


Create Family/Related Person

Personnel No. 4599200 Personnel No. 1001 Name Vera Sorokin

Name Vera Sorokin EE Group 1 Active employee Per area CABB Caliber A

EE Group 1 Active employee Per area EE Subgroup X0 Hourly wager earn.

EE Subgroup X0 Hourly wage ea.. From To 31.12.9999

Basic personal data Basiccontract data FBasic


amily /person alpers
related dataon Basiccontract data

Family member Child


Actions
Last name Sorokin Birth name
Organizational assignment
Personal Data First name Initials
Addresses Other title Name format
Bank Details Name prefix Name prefix
Family/Related Person
Gender Female Male
Challenge
Internal Medical Service Date of Birth
Maternity Protection/Parental Leave Birthplace
Military Service City of birth Infotype 0021
Direct selection Nationality Subtype 2 2nd/3rd na
Styp Name
Sty 2
1 Spouse
2 Child
10 Divorced spouse
11 Father
12 Mother
 SAP AG1999

 Subtypes are used to subdivide infotype data records. You may want to subdivide such
information to make it easier to manage or because you want to assign different control features
- such as time constraints - to the various subtypes of the same infotype. You can also create
separate histories for each subtype.
 Examples:
 In the Family member subtype in the Family/Related Person (0021) infotype, you can store
different family members:
Spouse (subtype 1)
Child (subtype 2)
 In the Address type subtype in the Addresses (0006) infotype, you can store different types of
addresses:
Permanent residence (subtype 1)
Temporary residence (subtype 2)
Home address (subtype 3)
 The entry screens for the various subtypes may be different.
 You can assign access authorizations for each subtype.

(C) SAP AG HR050 14


1.15

Maintaining Infotypes: Overview

Change Organizational Assignment


Fast Entry
Org Structure
with proposal

Single
SingleScreen
Screen Recur. Payments/Ded
Additional Payments
11Infotype
Infotype Fiscal Data D
11Personnel
Personnelnumber
number
Child Allowance D
Fast
FastEntry
Entry
11Infotype
Infotype
Multiple
MultiplePersonnel
Personnel
Create Personal Data
Numbers
Numbers
Create
Org Bank
StructureDetails

Create Addresses
Org Structure

Create Planned Working Time


Org Structure

Create Actions
Org Structure

Org Structure

Personnel
PersonnelActions
Actions
Sequence
SequenceofofInfotypes
Infotypes
11Personnel number
Personnel number
 SAP AG 1999

 Employee data must be kept current. Data can be displayed, corrected, and supplemented.
 The Human Resources System stores all data in infotype records. Each infotype record has a
validity period. This is generally a validity interval or a key date.
 There are three different ways of processing infotype records: single screen maintenance,
personnel actions, or fast entry.
 Single screen maintenance
You can call up individual infotypes in order to maintain data for a particular subject or
situation.
 Personnel actions
If the subject or situation is more complex and you need to maintain more than one infotype,
you can use personnel actions. When you perform a personnel action, the system displays all of
the relevant infotypes for you to maintain, one after the other.
 Fast entry
Fast entry enables you to maintain an infotype for more than one personnel number
simultaneously.

(C) SAP AG HR050 15


1.16

Storing Data For Specific Dates

Hiring Reassignment Promotion

Transfer Promotion

Feb.01.1997 Mar.01.1998 Jul.01.2000


Jan.01.1998 Jan.01.1999

 SAP AG 1999

 When an infotype is updated, the old data is not lost. Instead, it remains in the system so that
you can perform historical evaluations. Each infotype record is stored with a specific validity
period. This means that the system can contain more than one record of the same infotype at the
same time, even if their validity periods coincide.
 If new information is entered and saved in an infotype, the system checks whether a record
already exists for this infotype. If this is the case, the system reacts.

(C) SAP AG HR050 16


1.17

MaintainingInfotypes

Create Change (= correct)


New infotyperecord Correct errors
Blank entry screen Enter missing data in fields
Fill required fields No history

Delimit
Copy Enter end date for
New infotyperecord current record
Screen fromprevious record History
Modify fields Delete
Overwrite start date Remove infotype from
History database
No history
 SAP AG1999

 Infotype maintenance means processing data already in the system, and entering and saving new
data. In other words, you can change existing records and enter new records for an employee.
 Change
The Change function enables you to correct an existing record without creating a new one. It is
used to overwrite existing infotype records, but not to create new infotype records. Changes to
infotype records are not included in the history.
 Create
The Create function enables you to enter new data. You create a new record while the old
record, which may be delimited if necessary, remains in the system. The infotype history is
created using the appropriate validity periods.
 Copy
The Copy function also enables you to create new infotype records, and it also updates the
infotype history. Unlike the Create function, however, you do not enter your data on a blank
entry screen. Instead, you use a screen containing the data that is currently valid. You can then
overwrite these values.
 If data is changed for personnel numbers already in the system, new records are created for the
infotypes in question so that the history remains up-to-date.

(C) SAP AG HR050 17


(C) SAP AG HR050 18
1.18

Generating Histories

Jan.01.99 Jul.01.99 Dec.31.9999

Standard salary 5000,-


Infotype Basic Pay

Create Standard
dard salary 5500,-
5500,-

Standard salary 5000,- Standard


dard salary 5500,-
5500,-

Warning: Record valid fromJan.01.1999 to Dec.31.9999 is delimited

 SAP AG1999

 If you create a new record when a previous record already exists, the system reacts in one of the
following ways: it delimits the record, extends it, divides it, or deletes it. The system‘s reaction
depends upon the time constraint. The time constraint is a characteristic of infotypes and
subtypes. In Master Data, we differentiate between three different time constraints (1, 2, and 3).
 Infotypes or subtypes with time constraint 1 must be unique i.e. only one valid record can exist
for any given time period. There can be no gaps between records.
 When you add a new record to an infotype with time constraint 1, the system delimits the
overlapping infotype record on the key date and adds the new record. This happens with
infotype Basic Pay (0008), for example. If you delete a record that must exist at all times, the
previous record is automatically extended. There can be no gaps between records here.
 Infotypes or subtypes with time constraint 2 can only have at most one record for a given time
period. There can be no gaps between records. If records overlap, the system adapts the
previous record accordingly by deleting, dividing, or delimiting it. An example of an infotype
with time constraint 2 is the subtype Spouse (1) in infotype Family/Related Person.
 Infotypes or subtypes with time constraint 3 can have gaps between records or overlapping
records. If records overlap here, the system does not react at all. Examples of infotypes with this
time constraint are Monitoring of Dates (0019) and Objects on Loan (0040).

(C) SAP AG HR050 19


1.19

Editing Infotypes

Save

Delete mode

Previous record/Next record

Overview / List

Lock/Unlock

Delimit
 SAP AG 1999

 Save
Every changed or newly created infotype record must be saved.
 Delete mode
Infotype records that have been created by mistake can be deleted.
 Previous record/Next record
Within an infotype, you can scroll back and forth between records.
 Overview/ List
You can display a list of all of an infotype‘s records. You can maintain the infotype from this
list.
 Lock/Unlock
Infotype records can be locked for payroll i.e. they are ignored for the payroll run and only
interpreted when they are unlocked (double-verification principle).
 Delimit
This function allows you to delete (either partially or fully) an infotype record from the
delimitation date.
 Maintain text
Text can be saved for every infotype record, for information purposes. (You will find this
function in the Edit menu).

(C) SAP AG HR050 20


(C) SAP AG HR050 21
1.20

Personnel Actions

Planned Working Time

Org. Assignment

Actions

Personalmaßnahmen
Personnel Actions

Personnel number 12345678


Hiring
Org. Wechsel
Reassignment

Sequence of infotypes to
show a personnel activity
 SAP AG 1999

 The personnel actions function groups all of the infotypes together that must be maintained
when a particular human resource process is performed, such as when an employee is hired, or
when an organizational reassignment occurs. Each personnel action contains the infotypes for
which data must be entered for the human resource process in question, and displays them one
after the other for you to maintain. This ensures that all of the information relevant to the
process is entered in the system. This function also makes it easier for you to enter data, because
it prevents you from having to access each individual infotype.
 After you have saved a record, the system displays a new infotype for you to process. When you
perform an action, you may want to skip a particular infotype without entering any data, or even
cancel the action. At the end of the sequence, the system returns to the initial screen after saving
 Personnel actions allow you to store an Actions (0000) infotype for the activity to be performed
to log the current personnel action.

(C) SAP AG HR050 22


1.21

A d d itio n a l A c tio n s

H o u r ly -p a id w o r k e r S a la r ie d e m p lo y e e

1 . C h a n g e o f E E s u b g ro u p S im u lta n e o u s ly 2 . C h a n g e in P a y

A c tio n s (In fo ty p e 0 0 0 0 ) A d d itio n a l A c tio n s (In fo ty p e 0 3 0 2 )


P e r s o n n e l a c tio n P e r s o n n e l a c tio n
A c tio n t y p e 02 O r g .r e a s s ig n m e n t A c t io n ty p e 16 C h a n g e in p a y
R e a s o n f o r a c t io n R e a s o n f o r a c t io n

O r g a n iz a tio n a l A s s ig n m e n t
E m p lo y e e g r o u p 1
E m p lo y e e s u b g r o u p X 0
… ..

 SAP AG 1999

 If you need to run more than one personnel action on the same day, you can use infotype 0302
Additional Actions. It enables you to log all of the personnel actions that you perform for one
employee on the same day. The log includes all of the action types and their action reasons that
you performed for an employee on specific dates. This means that you can save more than one
data record per day for this infotype.
 Personnel actions that are only used to process more than one infotype in a single info group
should not be stored in infotype 0000 Actions. SAP recommends that you use the Additional
Actions infotype to log such personnel actions. An example of this type of personnel action is
Change in Pay. All of the programs that interpret an employee's status continue to evaluate
infotype 0000 Actions only. It has time constraint 1, which means that a single infotype record
must exist for the entire time that the employee works at your company.

(C) SAP AG HR050 23


1.22

Displaying an Additional Action in IT 0000

Actions (Info
ction typ
foty e 0000)
pe

Personnel action
Action type 02 Org.reassignment
….. …..

Status
…..
Employment 3 active

Organizational assignment
Position
….. …..

Additional actions
Start date Action Action type ActR. Reason f. action
10.01.98 02 Org.reassignment
10.01.98 16 Change in pay

 SAP AG1999

 Note that you can only save one personnel action per day in infotype 0000 Actions. The
Customizing settings enable you to determine the action type that is saved for an employee if
you perform another personnel action for the employee on the same day. As a rule, you should
choose personnel actions that change statuses, for example, the Leaving action which changes
an employee's status from active to left.
 Infotype 0302 Additional Actions is only used to save action types and reasons. It does not
create a log of data records created when a personnel action is performed.
 You cannot perform two different personnel actions that change an employee's status, such as
Leaving and Early Retirement/Retirement, for one employee on the same day. If you try to do
so, the existing personnel action is overwritten.

(C) SAP AG HR050 24


1.23

Dynamic Actions

If you make an entry in the


No. of children field and you Create Family/Related Person
save this entry, the system Org Structure
automatically displays the
Family/Related Person Personnel No. 77
infotype for you to maintain From 01. 01. 1999 to 31.12. 9999

Basic /personal
Family data
related person Basic contract data

Family member Child

Create Personal Data

Comm. Language English


Mar. status Marr.
Since
No. child. 1

 SAP AG 1999

 Dynamic actions are performed automatically by the system, depending on certain conditions.
If maintaining one infotype has an effect on another infotype, the system automatically displays
the second infotype for processing.
 Dynamic actions can run in the background i.e. the user does not see the run on the screen.
 Examples:
The Personal Data infotype is newly created, and the Number of children field is filled.
Once the record is saved, the system automatically displays the Family/Related Person
(0021) infotype and the Child subtype (2) for processing.
An employee is hired, and the probationary period is entered in infotype Contract
Elements. Once this information is savcd, the system automatically displays a record from
the Monitoring of Dates (0019) infotype and the subtype Expiry of probation (1) for
processing.

(C) SAP AG HR050 25


1.24

C o r r e c tin g A c tio n s : E x a m p le (E n tr y )

C h a n g e A c tio n s

F ro m _ _ /_ _ /_ _ _ _ 3 1 .1 2 .9 9 9 9

O r g a n iz a tio n a l A s s ig n m e n t

P o s itio n
P e rs o n n e l a re a
E m p lo y e e g r o u p
E m p lo y e e s u b g r o u p

C h a n g e in s ta r t C h a n g e in o r g . E x e c u te in fo g r o u p
d a te a s s ig n m e n t
Save

S ta rt d a te o f
A c c e s s th e h ir in g
e x is tin g r e c o r d s
a c t io n
is p o s tp o n e d

 SAP AG 1999

 An additional function in HR master data maintenance enables you to change an employee's


entry data (date of hiring or organizational assignment) after the employee has actually been
hired.
 The payroll must not have run already for the personnel number you want to change.
 When you change an entry date retroactively, you save the new entry date in infotype 0000
Actions. The start date of every infotype record belonging to the action is changed
automatically, which means you do not have to perform the action again.
 If you want to change an organizational assignment retroactively, you must use the choose info
group function to perform the action again.

(C) SAP AG HR050 26


1.25

Fast Entry

Preselect using
report: List
Fast Entry
with proposal
Create with
Fast Entry Personnel no. selection
default
with proposal Am
Personnel nudbe
ditio
r nal Payments
45001
Recur. Payments/Ded 45499
Additional Payments 459928 Date of origin 23.07.1999 Derived from
Fiscal Data D
Payroll area
Child Allowance D
Accounting per
Country grouping 99 NNext
ext
Wage type model screen
screen
Create Additional Payments
Wag… Wage type text Other pers. pos Amount
Direct
CM03 300
master data Personnel number W… Amount

change
ge 00045001 Lutzel Josef CM03 300.00

Save 00045499 Santos Miguela CM03 300.00


04599280 Sorokin Vera CM03 300.00

Batch
inpu
inp t
ut
 SAP AG1999

 Fast entry enables you to maintain an infotype for more than one personnel number on a single
screen. This makes data processing faster and more efficient.
 Lists of personnel numbers are created manually or by using a report in accordance with set
selection criteria.
 The time needed to enter data is considerably reduced by entering default values. You can
overwrite the default values on the list screen for any personnel number.
 The data entered in this way is either processed immediately online, or at a later date as a batch
input session.

(C) SAP AG HR050 27


1.26

Personnel File

Display all
infotypesrelevant
Additio
dditional infotypes.
types. . .
to a personnel
number
Org. Assignmen
entt

Actions

Person
ersonnel File
File

Personnel number 4711

 SAPAG1999

 The personnel file lists all of the infotypes for which records have been created for a personnel
number. The infotypes are displayed in ascending numerical order.
 If more than one record exists for an infotype, they are displayed one after the other. The system
then goes to the next infotype, after which it returns to the initial screen.
 You can scroll forwards and backwards within the personnel file.

(C) SAP AG HR050 28


1.27

Hiring an Employee: Objectives

At the conclusion of this topic, you will


be able to:

 Hire a new employee.

 SAP AG 1999

(C) SAP AG HR050 29


1.28

H ir in g a n E m p lo y e e

O r g . A s s ig n m e n t S a la r y D a ta

H ir in g

e tc .
B ir t h
S h ift S c h e d u le
c e r t if ic a t e E a rly
N o rm a l
L a te

P e rs o n a l D a ta / S h ift D a ta
A d d re s s e s

 SAP AG 1999

 The most important objective of master data administration in Human Resources is to enter
employee-related data for administrative, time-recording, and payroll purposes.
 A new employee can also be hired without using Recruitment. Instead you can hire someone by
running a personnel action in Personnel Administration, thereby creating the necessary data for
the employee to be hired.

(C) SAP AG HR050 30


1.29

Hiring Action

Select personnel action


Enter data and save
Org. Assignment
infotype

Personal Data

Actions

Personnel Actions

Personnel number 12345678


Hiring
Org. reassign.

 SAP AG 1999

 A range of employee data must be entered into the system when an employee is being hired.
You do this by running the personnel action Hiring while entering all the necessary data that
you can in the relevant infotype.
 Once you have entered all the necessary data in an entry screen, you must save your entries. The
system displays a new entry screen for processing. If you do not want to record any data here,
skip the screen.
 Note:
You can customize personnel actions to suit your requirements in the Implementation Guide
(IMG).

(C) SAP AG HR050 31


1.30

Entry Screens for Hiring

When you hire an employee, you must enter data in


the following infotypes :

 Actions (0000)
 Organizational Assignment (0001)
 Personal Data (0002)
 Addresses (0006) North
America
Europe
 Planned Working Time (0007)
Asia
 Basic Pay (0008)
Latin
 Bank Details (0009) America

 Absence Quotas (2006) Africa


Australia
 Country-Specific Infotypes

 SAP AG 1999

 In general, during the hiring procedure, data is recorded for the above-mentioned infotypes.
These infotypes, as well as the order in which they appear, can be customized to suit your
organization‘s requirements.

(C) SAP AG HR050 32


1.31

Hiring: Initial Screen

Access via Personnel Actions


Personnel Actions

Internal number assignment


Personnel No. 77

External number assignment


From

Action type Person EE group EE Sub...


Hiring
Organizational reassignment
Transfer (EDP) - active
Transfer (EDP) - active
Transfer (EDP) - active
Change in pay
Early retirement
Leaving
Time recording (mini master)

 SAP AG 1999

 To hire an employee, access the initial Personnel Actions screen. Enter the employee’s hiring
date. With internal number assignment, the system displays the next free number. With external
number assignment, enter a personnel number that has not yet been used. On this screen, you
can record the personnel area, personnel subarea, and employee subgroup. You also have the
possibility of maintaining these fields in the next screen, Actions (0000) infotype.

(C) SAP AG HR050 33


1.32

Actions

Create Actions
Change info group

Personnel No. 78
From 23 . 07. 1999 To 31.12. 9999

Personnel action
Action type Hiring
Reason for action
Reference pers. no.

Status
Customer-defined
Employment Active
Special payment Standard wage type

Organizational assignment
Position
Personnel area CABB
Employee group 1
Employee subgroup X1

 SAP AG 1999

 The Actions infotype is the first of the Personnel Action infotypes. This infotype logs the
personnel actions run for the applicant. You can also specify a reason for the action in this
infotype. In addition, you can assign a reference personnel number, if the person to be hired has
more than one type of employment relationship in the company (several personnel numbers).
The status indicator is assigned by the system and cannot be maintained by you. You can assign
the person to be hired to a position in this infotype. If there is integration with Personnel
Planning and Development and if you have stored information on the position or organizational
unit, then the system suggests default values for the Personnel area (from the organizational unit
or position), Employee group, and Employee subgroup (from the position) fields. Otherwise,
you must enter the values manually.
 Note:
The Actions infotype is a prerequisite to the Organizational Assignment (0001) infotype. You
must save the Actions infotype. The values stored in this infotype are copied to the
Organizational Assignment infotype and cannot be maintained there (except the Position field).

(C) SAP AG HR050 34


1.33

Personal Data

Personal Data
Infotype Edit Goto Extras System Help

Family/Related Person

Spouse
or
Child

Last name
First name

Date of birth married


Nationality 1 child
Marital status
No. of children

etc.
 SAP AG 1999

 The Personal Data (0002) infotype stores an employee‘s personal details. That includes, for
example, the employee‘s name, nationality, birth date, and marital status. Depending on the
country in which the employee is employed, the infotype uses different screens, which are in
part country-specific.
 If the employee‘s status is given as married in this infotype, then the system automatically
displays a further infotype, namely Family/Related Persons infotype (0021), in which you can
enter details on the employee‘s spouse.
 If you enter in the Personal Data infotype that the employee has children, the system
automatically displays a further infotype Family/Related Persons infotype (0021) in which you
can enter details on the employee‘s child.

(C) SAP AG HR050 35


1.34

Organizational Assignment

Create Organizational Assignment


Org.Structure

Personnel No. 78
From 23 . 07. 1999 To 31.12.9999

Enterprise structure
CoCode CABB Calicer ‘A’
Pers Area CABB Calicer ‘A’ Subarea 0001
Cost ctr Bus.area 9900

Personnel structure
EE Group 1 Active employee Payroll area X0 HR-X: Monthly
EE Subgroup X1 Hourly wage earner Contract

Organization plan Administration


Percentage 100.00 Assignment Group CABB
Position 50000029 Personnel
Job key 0 Time
Org. unit 0 Payroll
Org. key Supervisor

 SAP AG 1999

 Once you saved the Personal Data (0002) infotype, the system automatically displays the
Organizational Assignment (0001) infotype.
 With the organizational assignment, the fields Company code, Personnel area, Personnel
subarea, Business area, Employee group, and Employee subgroup are already filled. You can
enter missing data.
 If the position has not been entered in the Actions (0000) infotype, you can access the
Organizational Assignment (0001) infotype.
 The position and its relevant job, organizational unit, and cost center are imported. You cannot
overwrite the fields job, organizational unit, and cost center.

(C) SAP AG HR050 36


1.35

Planned Working Time

CreateWork
Planned
schedule
Working Time
Work schedule

Personnel No. 1001 Name Kerry Kelley


EE Group 1 Active employee Per area CABB Caliber ‘A’
Type of work
EE Subgroup X1 Hourly wage earn.
From 23. 07. 9999 To 31.12.9999
schedule

Work schedule rule


Work schedule rule NORM
Time Mgmt. status No time eval
Working week
Part-time employee
Default value for the
average working hrs.,
Working time
taken from the work
Employment percent 100.00 Dyn. Daily work schedule
Daily working hours 7.50 Min. Max.
schedule rule
Weekly working hours 37.50 Min. Max.
Monthly working hours 163.00 Min. Max.
Annual working hours 1957.50 Min. Max.
Weekly workdays 5.00

 SAP AG 1999

 In the Planned Working Time infotype (0007), enter the employee’s work schedule rule. By
doing this, the employee’s working times per day, week, month, and year are specified. In
addition, state whether the employee’s time posting has been evaluated and whether the
employee works part-time.

(C) SAP AG HR050 37


1.36

Basic Pay

Create Basic Pay


Wage type Wage type Payments and deductions

Personnel No. 78 Name Kerry Kelley


EE Group 1 Active employee Per area CABB Caliber ‘A’
EE Subgroup X1 Hourly wage earn.
From 23. 07.1999 To 31. 12. 9999

Payment type 0 Basic contract Object ID


Reason Next increase
Pay scale Further information
Type 01 International Capacity utilization level 100.00 % STD
Area 01 International Work hours/period 163.00 Monthly
Group E01 Level Ann. Salary UNI

W. Wage Type name. O Amount Curr.. I A Number Unit


M000 Hourly rate 13.60 UNI
M220 Bonus by percentage UNI I 30

 SAP AG 1999

 The employee‘s basic pay is stored in the Basic Pay infotype (0008). The employee‘s salary
adjustments are recorded here.
Default values are given for pay scale type and pay scale area in the Basic Pay infotype (0008).
You enter values for the pay scale group and pay scale level. The system calculates the
employee‘s salary using the default values and the values entered by you.

(C) SAP AG HR050 38


1.37

Bank Details

Create Bank Details

Personnel No. 4599200 Name Vera Sorokin


EE Group 1 Active employee Per area CABB Caliber A
EE Subgroup X1 Hourly wage earn.
From To 31.12. 9999

Bank details
Bank details type
Payee Vera Sorokin
Postal code/City 61905 SAPBerg
Bank country Germany
Bank key
Bank account
Payment method U Uberweisung
Purpose
Currency DEM
Standard value
Standard percentage

 SAP AG 1999

 Enter the employee‘s bank number and account number in infotype Bank Details (0009). The
employee is suggested as the default value for the payee field.

(C) SAP AG HR050 39


1.38

Absence Quotas

Create Absence Quotas


Personal work schedule Default values Activity allocation Cost assignment External services

Personnel No. 4599200 Name Vera Sorokin


EE Group CABB Caliber ‘A’
EE Subgroup X1 Hourly wage earn. WS rule NORM
From 27. 07.1999 To 2. 07. 2000

Absence quota
Category 09 Leave
Time -
Quota number 15 Days
Deduction 0.00000 Neg. deduction to 0.00000
Deduction from
Deduction to

 SAP AG 1999

 Leave entitlements are stored in Absence Quotas infotype (2006). The deduction from and
deduction to dates are also stored here. You can use the default dates suggested by the system.
 Note:
Once you save the last infotype in a personnel action, the system jumps back to the initial screen
of the personnel action.

(C) SAP AG HR050 40


1.39

Restarting a Personnel Action

Org. Assignment

Execute infogroup Personal Data

Actions

Personalm
Personnelaßnahm
Actions
en

Personnel number
Personalnumm er 12345678
12345678
Hiring
Einstellung
Org. reassign.
Org. Wechsel

 SAP AG 1999

 You can restart an executed personnel action at any time. Select the personnel action that you
want to restart on the Personnel Actions screen. In infotype 0000 Actions, choose Execute
infogroup. This takes you to the sequence of infotypes assigned to the action, which enables you
to maintain them. You must save each record that you change. If you do not make any changes,
you can simply go to the next record without saving.

(C) SAP AG HR050 41


1.40

Personnel Management: Unit Summary

You are now able to:


 Maintain and view employee data
 Hire a new employee

 SAP AG 1999

(C) SAP AG HR050 42


1.41Exercises

Unit: Personnel Management


Topic: Maintaining employee data

At the conclusion of this exercise, you will be able to:


 Change your role to HR Administrative Clerk
 Create a shortcut in Favorites to access the Personnel actions
and Maintain found in HR Master data
 Locate and review employee master data
 Update employee master data
 Complete a personnel action
 Utilize the Fast entry method for updating master data

An existing employee, Helena Camino, has a question about the


information in her personnel file (master data records). Review
the current data and update it if necessary.
Helena is given a raise. Her master data will need to update to
reflect her new pay.
The ##-Administration organizational unit has exceeded all
expectations for the current period. They will get a bonus for all
of their hard work.

1-1 Change your role to SAP_HR_ADMINCLERK.

1-2 Create a shortcut in Favorites for Personnel Actions and Maintain Master Data in HR
Master by dragging and dropping the node.

1-3 Answer the following questions by displaying the personnel file of Helena Camino
(50991##):
1-3-1 Is Ms. Camino married? If so, what is her spouse’s name?
______________________________________________
1-3-2 Where does she live?
______________________________________________
1-3-3 How many hours per week does she work?
______________________________________________
1-3-4 What is her annual salary?
______________________________________________

(C) SAP AG HR050 43


1-4 When reviewing Ms. Camino’s information above, you realize you have an incorrect
home address for her. Her house number should actually be 9750 Lilly Lane. Change
her address information without saving a history of the change.

1-5 You have just received notice that Ms. Camino will changing to a part-time employee
at the beginning of next month. Update her Planned Working Time to reflect this
change. Be sure to keep a history of the change.

1-6 Ms. Camino will receive a bonus in the amount of 200 UNI in her basic pay from the
first day of the current month. The bonus is paid using the Direct Bonus wage type
(M230). Use the Change in Pay personnel action to make this change. Delimit all
relevant data.

1-7 Use Fast entry to create Additional Payments to give the ##-Administration
organizational unit a bonus of 500 UNI using today’s date.
Select the organizational unit using the Pre-select using report option.
Save the records directly when processing the additional payments.
Process the bonus with wage type CM03.
1-7-1 Verify the master data record was created for Ms. Camino, an employee in the
##-Administration organizational unit.

(C) SAP AG HR050 44


Exercises

Unit: Personnel Management


Topic: Hiring an employee

At the conclusion of this exercise, you will be able to:


 Hire an employee

A new employee is hired in your company as an Administrator in


the Administration department. Record the necessary data
required for the employee.

2-1 Hire employee Jose Vega using personnel number 50992## into the ##-Administrator
position in the ##-Administration organizational unit using the Hiring personnel action.
He started on the first day of the current month.
2-1-1 Actions Mr. Vega is hired in personnel area CABB, as an active, salaried
employee in the ##-Administrator position.
2-1-2 Personal Data In addition the first and last name Jose Vega, add your choice
of data in the required fields. Mr.Vega is married to Maria.
2-1-3 Family/Related PersoEnter Maria and her birth date.
2-1-4 Organizational AssignmentHe belongs to personnel subarea Purchasing.
2-1-5 AddresseMr. Vega lives at 255 SAP Lane in a town called SAPBerg. The
postal code is 19111. Enter the region and country of your choice.
2-1-6 Planned working timHe works according to the normal (NORM) work
schedule.
2-1-7 Basic PaFor payment data, he should be included in the Pay scale group / level
E01 /01.
2-1-8 Bank DetailUse the bank key Citibank and bank account 1236547.
2-1-9 Absence QuotaAccept the defaults.

(C) SAP AG HR050 45


1.42Solutions

Unit: Personnel Management


Topic: Maintaining employee data

1-1 Change your role to SAP_HR_ADMINCLERK.


1-1-1 Select the Other menu button in the SAP Easy Access menu.
1-1-2 Select the Find icon.
1-1-3 Enter SAP_HR_ADMINCLERK in the Find field.
1-1-4 Select the Find icon again.
1-1-5 Select the SAP_HR_ADMINCLERK.
1-1-6 Select the Copy/Enter icon.

1-2 Create a shortcut in Favorites by dragging and dropping the node.


1-2-1 Navigate to the Personnel actions node.
Activity group SAP_HR_ADMINCLERK  Personnel Administration 
HR Master Data
1-2-3 Select the Personnel actions node and drag it to the Favorites folder.
1-2-4 Navigate to the Maintain Master Data node.
Activity group SAP_HR_ADMINCLERK  Personnel Administration 
HR Master Data
1-2-5 Select the Maintain Master Data node and drag it to the Favorites folder.

1-3 Answer the following questions by displaying the personnel file of Helena Camino:
1-3-1 Is Ms. Camino married? If so, what is her spouse’s name?
____Yes, Boris___________________________
From the Favorites menu select: Maintain Master Data
Enter personnel number 50991## in the Personnel no. field.
Select the Basic Personal data tab.
Select the entry for Personal data.
Select the Display icon.
Examine the entry in the Mar. status field.
Select the Back icon.
Select the entry for Family/Related Person.
Select the Display icon.

(C) SAP AG HR050 46


Examine the entry in the First name field.
Select the Back icon.
1-3-2 Where does she live?
__52 SAP Str, SAPberg_________________________
Select the Basic Personal data tab.
Select the entry for Addresses
Select the Display icon.
Examine the entries in the House no/street, P.code and City fields.
Select the Back icon.
1-3-3 How many hours per week does she work?
__37.5________________________________________
Select the Basic contract data tab.
Select the entry for Planned Working Time.
Select the Display icon.
Examine the entry in the Weekly work hr field.
Select the Back icon.
1-3-4 What is her annual salary?
_34,200 UNI________________________________
Select the Gross / Net payroll tab.
Select the entry for Basic Pay.
Select the Display icon.
Examine the entry in the Annual salary field.
Select the Back icon.

1-4 Change Ms. Camino’s address to 9750 Lilly Lane information without saving a history
of the change.
From the Favorites menu select: Maintain Master Data
Enter personnel number 50991## in the Personnel no. field.
Select the Basic Personal data tab.
Select the entry for Addresses data.
Select the Change icon.
Change the entry in the House no./street field to 9750 Lilly Lane.
Select the Save icon.

(C) SAP AG HR050 47


1-5 Update Helena Camino’s Planned Working Time to part time status starting at the
beginning of next month by keeping a history of the change.
From the Favorites menu select: Maintain Master Data
Enter personnel number 50991## in the Personnel no. field.
Select the Basic contract data tab.
Select the entry for Planned Working Time.
Select the Copy icon.
Change the From date to the beginning of the next month and select the check
box for the P.-time emply.
Select the Save icon.

1-6 Ms. Camino will receive a bonus in the amount of 200 UNI in her basic pay from the
first day of the current month. The bonus is paid using the Direct Bonus wage type
(M230). Use the Change in Pay personnel action to make this change. Delimit all
relevant data.
From the Favorites menu select: Personnel actions
Enter personnel number 50991## in the Personnel no. field and the first day of
the current month in the From field.
Select the Change in Pay action.
Select the Execute icon.
Select the Save icon on the Actions infotype to accept the default entries.
Select the Enter icon to acknowledge the informational message that the
existing record will be delimited.
Enter M230 in the Wage type field and 200 in the Amount field on the Basic
Pay infotype.
Select the Enter icon to acknowledge the informational message that the
existing record will be delimited.
Select the Save icon.

1-7 Use Fast entry to create Additional Payments to give the ##-Administration
organizational unit a bonus of 500 UNI using today’s date.
Activity group SAP_HR_ADMINCLERK  Personnel Administration 
HR Master  Fast Entry
Select the Additional payment option.
Select the Pre-select using report radio button in the Enter Personnel Numbers
section.
Select the radio button for Today in the Period section.
Select the Save the records directly in the Save options section.
Select the Create icon.
Select the Org Structure button.

(C) SAP AG HR050 48


Navigate to the ##-Administration organization unit in the Choose
organizational unit pop-up box and select it.
Select the Continue / Enter icon.
Select the Execute icon.
Select all of the personnel numbers returned in the selections.
Choose the Create icon.
Enter CM03 in the Wage type field and 500 the Amount filed.
Select the Save icon.
1-7-1 Verify the master data record was created for Ms. Camino, an employee in the ##-
Administration organizational unit.
Activity group SAP_HR_ADMINCLERK  Personnel Administration
 HR Master  Display Master Data
Enter personnel number 50991## in the Personnel no. field.
Select the Gross / Net payroll tab.
Select the entry for Additional payments.
Select the Display icon.
Examine the entry in the Amount field.
Review the information and select the Back icon.

(C) SAP AG HR050 49


Solutions

Unit: Personnel Management


Topic: Hiring an employee

2-1 Hire employee Jose Vega using personnel number 50992## into the ##-Administrator
position in the ##-Administration organizational unit using the Hiring personnel action.
He started on the first day of the current month.
From the Favorites menu select: Personnel actions
Enter personnel number 50992## in the Personnel no. field and the first day of
the current month in the Date field.
Select Hiring personnel action type.
Choose the Execute icon.
2-1-1 Actions
Use the search function to locate ##-Administrator in the position field.
Enter CABB in the Personnel area field, 1 in the EE group field, X0 in the EE
subgroup field.
Select the Save icon.
2-1-2 Personal Data
Select Mr. in the Form of addr field. Enter Vega in the Last name field and
Jose in the First name field. Enter Select Marr. in the Mar. Status field. Use
the birthdate of your choice in the Birth date field.
Select the Save icon.
2-1-3 Family/Related Person
Enter Maria and her birth date.
Select the Save icon.
2-1-4 Organizational Assignment
In the Enterprise Structure portion of the screen, enter 0002 in the Personnel
subarea field.
Select the Save icon, and delimit the vacancy if prompted.
2-1-5 Addresses
Enter 255 SAP Lane in the House no/Street field. Enter 19111/SAPberg in the
P.code/City fields. Enter the region and country of your choice.
Select the Save icon.
2-1-6 Planned working time
Verify NORM is in the Work sched. Rule field.
(C) SAP AG HR050 50
Select the Save icon.
2-1-7 Basic Pay
In the Pay Scale portion of the screen, enter E01 / 01 in the Group / Level
fields.
Select the Save icon.
2-1-8 Bank Details
Select the Bank key for Citibank and bank account 1236547.
Select the Save icon.
2-1-9 Absence Quotas
Verify Absence/Quota type 10/Leave is in the AccA/Quota fields.
Select the Save icon.

(C) SAP AG HR050 51


2

Benefits

Contents:
 Overview and Prerequisites
 Enrolling in Benefit Plans

 SAP AG 1999

(C) SAP AG HR050 1


2.2

Benefits: Unit Objectives

At the conclusion of this unit, you will be able to


describe:

 The basic features of R/3 Benefits


 The prerequisites for R/3 Benefits
 The major steps of the enrollment process
 List the main benefits processes

 SAP AG 1999

(C) SAP AG HR050 2


2.3

Course Overview Diagram

1 Course
Course Overview
Overview 9 Travel
Travel Management
Management

2 Navigation
Navigation 10 Payroll

Structures
Structures in
in Human
Human
3 Resources
Resources
11 Recruitment

4 Personnel
Personnel Management
Management 12 Personnel Cost Planning

Reporting and
5 Benefits 13 Manager’s Desktop

6 Development and Training 14 Employee Self-Service

7 Compensation 15 ALE

8 Time Management 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 3


2.4

Benefits: Business Scenario

 Within your business, employees enroll


themselves in various benefit plans thereby
taking advantage of varying benefits.

 SAP AG 1999

(C) SAP AG HR050 4


2.5

User Role-Specific Menus : Example

 The line manager has his/her own user menu that


contains the tasks that he/she typically performs:

Benefits
Overview
Information system
Costs and contributions
Health plan costs
Insurance plan costs
Savings plan contributions
Flexible spending account contributions
Stock purchase plan contributions
Miscellaneous plan costs/contributions
Statistics
Benefit election analysis

 SAP AG 1999

 For the Benefit component, SAP delivers five pre-defined user roles:
 SAP_HR_MANAGER_BEN_AG
 SAP_HR_ LINEMANAGER_BEN_AG
 SAP_HR_ BEN-SPECIALIST_BEN_AG
 SAP_HR_ SYSTEMADMIN_BEN_AG
 SAP_HR_ ADMINCLERK_BEN_AG
 You can also create your own user roles.

(C) SAP AG HR050 5


2.6

P la n C a te g o rie s

H e a lth In s u ra n c e S a v in g s S to c k C r e d it M is c e lla n e o u s F le x ib le
P u rc h a s e S p e n d in g
$ A c c o u n ts
(N o r th
A m e ric a
o n ly )

5 % in te r e s t

 S A P A G 1999

 There are six international plan categories defined in the system: Health, Insurance, Savings,
Stock Purchase, Credit and Miscellaneous.
 There is one benefit plan category that is specific to North America. It is the Flexible Spending
Accounts category.
 The category defines the attributes of a plan. This determines how the plans are set up in
customizing and how employees are enrolled in the plans.

(C) SAP AG HR050 6


2.7

Overview of Benefits

Employer

Benefits Plans

etc.

Employee
 SAP AG 1999

 In some countries, it is normal for the employee to participate in benefit plans offered by the
employer. Companies frequently offer benefits packages at a reduced rate to employers. This
results in considerably cheaper contributions for the employee, than those they would have to
pay, were they to enroll privately. Employees enroll themselves in these plans and receive
varying benefits, according to the varying plans. Either the employer or the employee, or both,
pay the contributions; this varies from case to case.
You can put together varying plans for different employees depending on many factors. You
store the restrictions and eligibility in the implementation guide. Therefore the processing of an
employee’s benefits is made very easy

(C) SAP AG HR050 7


2.8

Enrollments

Open enrollment
Annual selection

Adjustment Reason:
hiring, marriage etc.

Default/Automatic

Any time

 SAP AG 1999

 Within Benefits, the system enables you to differentiate between different forms of enrollment.
 Open Enrollment:
This is an annual process whereby the employee selects the plans which are available to them
once a year or change existing enrollment plans.
 Enrollment Based on an Adjustment Reason (work/life event)
Work/life events such as initial hire, birth or marriage allow an employee to enroll or change
benefit options
 Default or Automatic Plans
For example, when an employee is hired, he/she can be enrolled into a standard plan (until
he/she has completed their probationary period); for the time being, this offers a minimal
number of benefits.
 Enrollment at any time:
The employee can enroll themselves for the plans that they are eligible for, or change existing
plans at any time.

(C) SAP AG HR050 8


2.9

Master Data Infotype Requirements

 0000
0000 Actions
Actions
0001
0001 Org. Assignment
Org. Assignment employee
employee must
must exist
exist

0002
0002 Personal
Personal Data
Data
 0008
0008 Basic
Basic pay
pay
cost,
cost, coverage,
coverage, credit
credit and
and
0014
0014 Recur. Payments/Deds
Recur. Payments/Deds..
Payments/Deds. benefit
benefit salary
salary calculations
calculations
0015
0015 Additional
Additional Payments
Payments
0001
0001 Org.
Org. Assignment
Assignment benefit
benefit area,
area,
0007
0007 Planned
Planned Working
Working Time
Time first
first program
program grouping,
grouping,
0057 second
second program
program grouping,
grouping,
0057 Membership
Membership Fees
Fees
adjustment
adjustment grouping
grouping
0094
0094 Residence
Residence Status
Status
cost
cost grouping,
grouping,
0001,
0001, 0002,
0002, 0008,
0008, 0057,
0057, 0094
0094 coverage
coverage grouping
grouping
0077 Addit.
0077 Addit . Personal Data
Addit. Personal Data EE
EE and ER contribution
and ER contribution grouping,
grouping,
0006
0006 Addresses
Addresses credit grouping,
credit grouping,
0007 eligibility
eligibility grouping
grouping
0007 Planned
Planned Working
Working Time
Time
zip
zip code
code eligibility
eligibility

0021
0021 Family/Related
Family/Related Person
Person related
related person
person group
group

0000
0000 Actions
Actions termination
termination grouping
grouping
 SAP AG 1999

 Before you enroll employees in benefits, specific records in master data and benefits must be in
place.
 At a minimum, you must have the Actions (0000), Organizational Assignment (0001) and
Personal Data (0002) infotypes in place in master data. You may need additional infotypes for
cost calculations such as Basic Pay (0008) if cost is based on salary.
 You must have the General Benefits Data infotype (0171), and if enrollment is due to a
work/life event an Adjustment Reasons infotype (0378) must be in place as well.
 In the General Benefits Data (0171) infotype, you store employee’s assignment to a benefit
area, first and second program grouping. The benefit area represents a subdivision, e.g.,
according to regional or organizational point of view. The program groupings are employee
subdivisions, e.g., according to employee subgroup or employment. You can overwrite these
subdivisions, but how they interact determines eligibility. The General Benefits Data infotype
appears and containing default values already in place.
 The Adjustment Reasons (0378) infotype is used to store the reason why the employee can
make changes to their current benefits.
 Note: You may also be required to maintain the Medical Benefits Data (0376) infotype in
some countries.
 You should include the necessary infotypes in your Hiring personnel action.

(C) SAP AG HR050 9


2.10

What Happens During the Enrollment Process?

General Benefits Offer Benefit plan DENT


Data (IT 0171)
Adjustment Reasons Benefit plan LIFE
(IT 0378)
Personal Data
(IT 0002) Plan selection Benefit plan MED1

• Provider
Org. Assignment
• Plan Data
(IT 0001)
• Regulatory reports
Actions
• Attributes
(IT 0000)
Consistency check • Wage types
• Personnel event
• Status
Benefit
Benefit plan
plan
• Organizational
assignment
... set-up
set-up in IMG
in IMG
Master
Master data
data Credit Plan Savings Plan
and
and benefits
benefits ...
(IT 0236) (IT 0169)
Miscellaneous Plan
infotype
infotype records
records (IT 0377)
Stock Purchase Plan
(IT 0379)
Insurance Plan Spending Account
(IT 0168) (IT 0170)
• Plan data Health Plan
• Plan dates (IT 0167)
• Employee data • Plan data
• Plan dates
• Plan attributes
Creation
Creation of
of new
new plans
plans
• Benefits salary/ • Employee data
coverage (annual) • Plan attributes
• Cost • Cost
 SAP AG 1999

 Enrollment requires employee master data records and benefit plan data to enroll the employee
in benefit plans.
 The benefit plan infotype records are created by the enrollment process. You only need to select
the plan options for the employee, and the infotype records are created automatically by the
system.
 Note: Plans in which the employee is already participating, are considered in the offer as well.
 Note: In the enrollment process, you do not only create plans for employees, but you can also
stop the participation in an existing plan in the given time period.

(C) SAP AG HR050 10


2.11

Selecting Benefit Programs

First Program Grouping


Benefit area
Hourly
Salaried
Executives wage
employee
earner
Second Program Grouping

Full-
Full-time

Program
Part-
Part-time Dental Plan
worker Life Plan
Medical Plan
...
Temporary
personnel

 SAP AG 1999

 A matrix that cross references first and second program grouping allows you to define different
programs with different options for employees. Depending on an employee’s data, he/she will
be eligible for one of these programs.
 A program is a restricted list of plans (made up of benefits) for a certain group of employees.
 An employee‘s eligibility for a specific benefits program is defined through a combination of
benefit area, first and second program grouping.

(C) SAP AG HR050 11


2.12

Benefits Enrollment

Human Resources
Manager’s Desktop
Personnel management
Benefits
Enrollment
Enrollment

Direct Selection Open offer for


selection set
4487 Mrs Dana Moore
Personal
Number

DNI Status Enrollment period


Please choose an offer: Flex Credits

Open offer Select


Select Flex Credit Plan 1 01.01.1999-31.12.1999
Default offer Flex Credit Plan 2 01.01.1999-31.12.1999
Automatic offer Dental
Always avail. offer Standard Dental Plan 01.01.1999-13.07.1999
Standard Dental Plan 14.07.1999-31.12.1999
Pers. No. Name Medical
4487 Mrs Dana Moore Medical Plan 1 01.01.1999-31.12.1999
Mediacl Plan 2 01.01.1999-31.12.1999

 SAP AG 1999

 Under Enrollment, you have to specify an offer type before you get the list of all plans offered
for an employee.
 As you enroll each employee, the system automatically presents only those plans for which the
employee is eligible.
 The system also calculates the cost of the plan options, which can vary for each employee.

(C) SAP AG HR050 12


2.13

Enrollment Processing

Pers.no. 4401 Miss Rose Salzar


Plan Fitness Center
Enrollment Valid 02.09.1999 - 31.12.2000
Enroll

Direct selection Selection set Offer for

Option
Personnel no
Plan option
DNI 454-58-7611
Option Fitness Standard

Select 02.09.1999 - 31.12.2000


Costs UNI Semi-monthly
Employee 11.00 02.09.1999 - 31.12.2000
Employer 02.09.1999 - 31.12.2000
Please choose an3.50
offer
4390 Mr Boris Kapinsky 02.09.1999 - 31.12.2000
4391 Mr Mikio Oyana 02.09.1999 - 31.12.2000
Open offer
4392 Miss Winnie Chung
4393 Mr Bahy Crhak Initial enrollment 02.09.1999 - 31.12.2000
4394 Dr Francesca Bertolini Default offer 02.09.1999 - 31.12.2000
4395 Mr Pierre Canguihem Automatic offer
4396 Miss Denise Carter 02.09.1999 - 31.12.2000
4397 Dr Julie Palmer 02.09.1999 - 31.12.2000
4398 Dr Nielsen Thor Suppl. Life
4399 Dr Miguel Santos Supplemental Life insurance 02.09.1999 - 31.12.2000
4401 Mis Rose Salzar Savings
4402 Ms Marsha Bond Standard Savings 02.09.1999 - 31.12.2000
4403 Mrs Sophie Thibideaux Special Savings 02.09.1999 - 31.12.2000
4404 Mr Kal Nilshids Stock Purchase
4405 Marie-France Cabrera Alternative Stock 02.09.1999 - 31.12.2000
4406 Ms Sarah Bartlett Standard Stock 02.09.1999 - 31.12.2000

 SAP AG 1999

 Your selected plan will be displayed where options and dependents can be selected.

(C) SAP AG HR050 13


2.14

Enrollment Processing Continued

Enrollment
Enroll

Direct selection Selection set Offer for

Personnel no
Action Plan From To Add’l Info
Create Offer for 02.09.1999
Standard Dental 31.12.2000
DNI 454-58-7611
Create Standard Medical 02.09.1999 31.12.2000
Select Create Vision Plan 02.09.1999 31.12.2000 02.09.1999 - 31.12.2000

Create Standard Life Ins. 02.09.1999 31.12.2000 02.09.1999 - 31.12.2000


Create Standard Savings 02.09.1999 31.12.2000 02.09.1999 - 31.12.2000
Create Charity Welfare 02.09.1999 31.12.2000
4390 Mr Boris Kapinsky 02.09.1999 - 31.12.2000
Create Fitness Center 02.09.1999 31.12.2000 02.09.1999 - 31.12.2000
4391 Mr Mikio Oyana
4392 Create
Miss Winnie Chung Alternative Stock Pur. 02.09.1999 31.12.2000
4393 Mr Bahy Crhak
Enrollment completed successfully
02.09.1999 - 31.12.2000
4394 Dr Francesca Bertolini 02.09.1999 - 31.12.2000
4395 Mr Pierre Canguihem
4396 Miss Denise Carter Execute enrollment 02.09.1999 - 31.12.2000
4397 Dr Julie Palmer 02.09.1999 - 31.12.2000
4398 Dr Nielsen Thor Suppl. Life
4399 Dr Miguel Santos Supplemental Life insurance 02.09.1999 - 31.12.2000
4401 Mis Rose Salzar Savings
Continue Confirmation
4402 Ms Marsha Bond Standard Savings 02.09.1999 - 31.12.2000
4403 Mrs Sophie Thibideaux Special Savings 02.09.1999 - 31.12.2000
4404 Mr Kal Nilshids Stock Purchase
4405 Marie-France Cabrera Alternative Stock 02.09.1999 - 31.12.2000
4406 Ms Sarah Bartlett Standard Stock 02.09.1999 - 31.12.2000

 SAP AG 1999

 After you execute enrollment, a message will be displayed indicating whether or not your
enrollment was successful.

(C) SAP AG HR050 14


2.15

Termination

Termination: Overview

Direct Selection Termination for


selection set
4487 Mrs Dana Moore on 29.07.1999
Personal
Number

DNI Valid from Action


Flex Credits
Flex Credit Plan 1 01.01.1999-31.12.1999 Terminate on 29.07.1999
Select
Select

Dental
Standard Dental Plan 14.07.1999-31.12.1999 Terminate on 29.07.1999

Pers. No. Name Life Insurance


Standard Life 01.01.1999-31.12.1999 Terminate on 30.11.1999
4487 Mrs Dana Moore Insurance

Double-click
Selection date 30.11.1999

 SAP AG 1999

 You receive a list of plans the employee is currently participating. The termination date
proposed by the system depends on the termination rule set up in Customizing for each plan.
You can overwrite this date.

(C) SAP AG HR050 15


2.16

Monitoring of Eligibility During Participation

Eligibility: Overview
Stop participation

Validity Reason for ineligibility


Eligibility check 17.08.1999
10 Benefits Test Area
00004401 Miss Rose Salizar
Medical for Singles 01.01.1999-31.12.9999 Address (type Home address) of employee does not exist
00004408 Mrs Iffat Patel
Medical for Singles 01.01.1999-31.12.9999 Address (type Home address) of employee does not exist
00004409 Ms Elena Lopez
Medical for Singles 01.01.1999-31.12.9999 Address (type Home address) of employee does not exist
00004456 Mr Matthias Funke
Medical Plan 1 01.05.1998-31.12.9999 Employee 00004456 is not enrolled in all corequisite plans
for MED 1
00004458 Daniela Seeber
Standard Dental Plan 01.01.1999-31.121999 Employee 00004458 is not enrolled in all corequisite plans
for DENT
Medical Plan 1 01.01,1999-30.09.1999 Employee 00004458 is not enrolled in all corequisite plans
for MED 1

 SAP AG 1999

 Once employees are participating in plans, you can check that they continue to fulfill all
eligibility criteria for the plans.
 The system checks:
 Is the plan in program?
 Is eligibility rule fulfilled (e.g. waiting period, min. working time, min./max. age, zip code)?
 Are corequisites fulfilled?

(C) SAP AG HR050 16


2.17

Insurability

Insurability: Overview
Insurability proven Stop participation

STATUS Option End of grace period Period Active plan exists


Insurability on 17.8.1999
99 Internation Simple
00004411 Chris Squire
Alternative Life Insur… Coverage Level 1 Proven 01.10.1000-31.129999
00004412 Steve Howie
Medical Plan 2 Option 2 09.05.999 01.01.2000-31.12.2000
Alternative Life Insura… Coverage Level 1 Proven 01.10.1999-31.12.9999
00004413 Rymond Bednar
Alternative Life Insura,,, Coverage Level 1 Proven 01.10.1999-31.12.9999
00004414 Kevin Benson
Alternative Life Insura... Coverage Level 1 Proven 01.10.1999-31.12.9999
00004415 Tyra Pearson Legend
Alternative Life Insura… Coverage Level 1 Proven
Record is locked
Active
Pending
Insurability proven
Grace period expired
Insurability not proven

 SAP AG 1999

 Before employees can participate in some insurance and health plans, they must often provide
Evidence of Insurability (EOI) such as a medical affidavit for proof of good health.
 You can further manage EOI by terminating employee enrollments, when the employee has not
provided EOI within the grace period.

(C) SAP AG HR050 17


2.18

Overview of Current Benefit Plans

General overview benefit plan data

Direct Selection set Display


selection
4487 Mrs Dana Moore on 29.07.1999
Personal
Number
Plans Costs Master data Overview
DNI

Flex Credit Plan 1 01.01.1999-31.12.1999


Select
Select Credit amount USD 66,67 Semi-monthly
Standard Dental Plan 14.07.1999-31.12.1999
Option Option1
Dependent coverage Employee only
EE pre-tax UNI 13,50 Semi-monthly
Pers. No. Name ER credit UNI 5,00 Semi-monthly
4487 Mrs Dana Moore Standard Life Insurance 01.01.1999-31.12.1999

 SAP AG 1999

 In the overview screen, you get a list of plans the employee is currently participating. Plan
details like options, costs, coverage, contributions, credits, dependents and investments are also
displayed.

(C) SAP AG HR050 18


2.19

Cost Summary

General overview benefit plan data

Direct selection Selection set Display


4498 Maria Lobos on 17.08.1999

Plans Costs Master data Overview

Flex Credit Plan 1 01.10.1999 - 31.12.9999


Credit amount UNI 150.00Monthly
Standard Dental Plan 06.05.1998 - 31.12.9999
Option Option 1
Dependent coverage Employee only
EE post-tax UNI 8.00 Weekly
Standard Life Insurance 01.01.1999 - 31.12.9999
4498 Maria Lobos Option Coverage Level 1

 SAP AG 1999

 This function gives you an overview of benefit enrollment costs. For each employee and plan, it
provides the separate costs to the employer and the employee. The provider cost is not shown
here.

(C) SAP AG HR050 19


2.20

Benefits: Unit Summary

You are now able to describe:


 The basic features of R/3 Benefits
 The prerequisites for R/3 Benefits
 The major steps of the enrollment process
 List the main benefits processes

 SAP AG 1999
 SAP AG

(C) SAP AG HR050 20


2.21Exercises

Unit: Benefits
Topic: Benefits enrollment

At the conclusion of this exercise, you will be able to:


 Change your role to HR Benefits Specialist
 Create the necessary master records to enroll an employee in
benefits
 Enroll an employee in benefits
 Review an employees participation in the benefits plans

The Caliber A Bicycle has decided to implement a new benefits


program for employees. Jose Vega will be able to choose from
several benefit plans during the initial enrollment period.

1-1 Change your role to SAP_HR_BEN-SPECIALIST.

1-2 Update Jose Vega master records to be eligible for benefits.


1-2-1 Create a General Benefits Data infotype effective from the first of this month
for Mr. Vega. He benefit area is 99. He is an exempt full time employee.
1-2-2 Create an Adjustment Reason for Mr. Vega to store the initial adjustment reason
for enrollment.

 NOTE: The Adjustment Reasons infotype is dynamically initiated when


the General benefits data is saved. Then the enrollment processing is
dynamically initiated when the Adjustment Reasons infotype is saved.

1-3 Enroll Mr. Vega and his spouse in the company’s dental and medical insurance plans.
1-3-1 Enroll him and his spouse in the Standard Dental Plan option 1.
1-3-2 Enroll him and his spouse in the Medical plan 1.

1-4 Review the benefits data created in the enrollment process.


1-4-1 Review the Standard Dental Plan records for Mr. Vega.
1-4-2 Review the Medical plan 1 records for Mr. Vega.

1-5 Execute the Benefits Overview for Mr. Vega.

(C) SAP AG HR050 21


2.22Solutions

Unit: Benefits
Topic: Benefits Enrollment

1-1 Change your role to SAP_HR_BEN-SPECIALIST.


Select the Other menu button in the SAP Easy Access menu.
Select the Find icon.
Enter SAP_HR_BEN-SPECIALIST in the Find field.
Select the Find icon again.
Select the SAP_HR_BEN-SPECIALIST.
Select the Copy/Enter icon.

1-2 Update Jose Vega master records to be eligible for benefits.


1-2-1 Create a General Benefits Data infotype effective from the first of this month
for Mr. Vega. He is in benefit area is 99. He is an exempt full time employee.
From the Favorites menu select: Maintain Master Data
Enter personnel number 50992## in the Personnel no. field.
Select the Basic Personal data tab.
Select the entry for General Benefits Data.
Select the Create icon.
Enter the From date as the first of the current month.
Verify the following entries exist:
Benefit Area 99
1st Program grouping EXMT
2nd Program grouping FULL
Select the Save icon.
1-2-2 Create an Adjustment Reason for Mr. Vega to store the initial adjustment reason
for enrollment.

 NOTE: The Adjustment Reasons infotype is dynamically


initiated when the General benefits data is saved. Then the
enrollment processing is dynamically initiated when the
Adjustment Reasons infotype is saved.
Select Initial enrollment in the Adjustment reason field.
Select Yes in the Deviation from end date pop-up box.
Select the Save icon.
(C) SAP AG HR050 22
1-3 Enroll Mr. Vega and his spouse in the company’s dental and medical insurance plans.
Navigate to the Benefits enrollment node.
Activity group SAP_HR_BEN-SPECIALIST  Benefits  Enrollment
Enter 50992## in the Personnel number field in the Direct selection group.
Select the Enter icon.
Select Initial enrollment in the Offer selection pop-up box.
Select the Choose icon.
1-3-1 Enroll him and his spouse in the Standard Dental Plan option 1.
Double click on the Standard Dental Plan entry.
Select Option 1 in the Option field.
Select Employee + Spouse in the Dependent cov. field.
Select the Accept button.
1-3-2 Enroll him and his spouse in the Medical plan 1.
Double click on the Medical Plan 1 entry.
Select Option 1 in the Option field.
Select Employee + Spouse in the Dependent cov. field.
Select the Accept button.
Select the Enroll button.
Select the Execute enrollment button in the Confirmation of Selected Actions
pop-up box.
Select the Continue button in the Enrollment pop-up box.

1-4 Review the benefits data created in the enrollment process.


1-4-1 Review the Standard Dental Plan records for Mr. Vega.
From the Favorites menu select: Maintain Master Data
Enter personnel number 50992## in the Personnel no. field.
Enter Health Plans in the Direct selection – Infotype field.
Select the Display icon.
Review the Plan data for the Standard Dental plan.
1-4-2 Select the Next record icon and review the plan data for the Medical plan 1.

1-5 Execute the Benefits Overview for Mr. Vega.


Navigate to the Benefits enrollment node.
Activity group SAP_HR_BEN-SPECIALIST  Benefits  Overview
Enter 50992## in the Personnel number filed in the Direct selection group.
Select the Enter icon.
Review the Overview tab.
(C) SAP AG HR050 23
(C) SAP AG HR050 24
3

Development and Training

Contents:
 Qualifications and Requirements
 Career and Succession Planning
 Training and Event Management
 Development Plans
 Appraisal Systems

 SAP AG 1999

(C) SAP AG HR050 1


3.2

Development and Training: Unit Objectives

At the conclusion of this unit, you will be able to:

 Create and use qualifications and requirements


 Start career and succession planning scenarios
 Carry out day-to-day business in Training and
Event Management
 Create development plans
 Create Appraisals

 SAP AG 1999

(C) SAP AG HR050 2


3.3

Course Overview Diagram

1 Course Overview 9 Travel Management

2 Navigation 10 Payroll

Structures in Human
3 Resources 11 Recruitment

4 Personnel Management 12 Personnel Cost Planning

Reporting and
5 Benefits 13 Manager’s Desktop

6 Development and Training 14 Employee Self-Service

7 Compensation 15 ALE

8 Time Management 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 3


3.4

Development and Training: Business Scenario

 Positions have certain requirements that must be


met, and employees have certain qualifications
and skills. These requirements and qualifications
have to be entered in the system so that they
can be compared (matched up) with each other.
 Employees can obtain additional qualifications
and in this way be trained for other positions.
 The performance of employees is appraised
regularly.
 Employees with qualification deficits can be
booked into business events (training courses)
that provide the employees in question with the
qualifications they require.
 Suitable development plans can be drawn up
for employees.

 SAP AG 1999

(C) SAP AG HR050 4


3.5
Qualifications and Requirements:
Topic Objectives

At the conclusion of this topic, you will be able to:

 Create new entries in the qualifications catalog


 Define profiles
 Report on profiles
 Determine any need for further training

 SAP AG 1999

(C) SAP AG HR050 5


3.6

Personnel Development and Qualifying Actions

Position of
“Administrator”
Profile Matchup
Job Person

Position of
“Dept Manager” Development Plans
Appraisals Actual / target proficiency

Certificate
of attendance
at Microsoft
Word course Microsoft Word
skills required?

Seminar
 SAP AG 1999

 The Personnel Development component allows you to maximize the value that your employees
provide to your company. You can plan and implement specific personnel and training
measures to promote the professional development of your employees. You can also increase
the job satisfaction of your employees by considering their preferences and suitability for their
jobs. In this way, you can ensure that employees in all functional areas of your company are
always qualified to the required standards.
 The personnel development requirements of an organization are determined by comparing the
current or future working requirements with the qualifications (and preferences) that your
employees already have. The aim of a development measure can be specific (for example, an
employee is to be transferred to a specific post), or more general (for example, ensuring that
employees are sufficiently qualified to keep up with technical developments).
 Qualifying actions (training courses, job rotation, etc.) can be grouped together into
development plans (e.g. “trainee program for sales staff”). This is referred to as a general
development plan because it applies to employees in general. These general development plans
can be tailored to the needs of individual employees.
 An employee's performance and behavior can be appraised. The results of such an appraisal can
supply information for planning the employee's further career development.

(C) SAP AG HR050 6


3.7

Personnel Development Line Manager Role

SAP Easy Access

Favorites
Personnel management > Administration > HR Master Data
Activity group SAP_HR_LINEMANAGER_PD
For organizational unit
Personnel Development
Profile
Display
Change
Planning
Career
Succession
Individual development
Info system
Reports
Reporting tools
Settings

 SAP AG 1999

(C) SAP AG HR050 7


3.8

P la n n in g fo r O r g a n iz a tio n a l U n it

A d m in is tr a to r X is r e s p o n s ib le A c c e s s a u to m a tic a lly v ia
fo r o r g .u n it “ P u r c h a s in g ” th e a p p r o p r ia te o r g .u n it

S e ttin g s fo r P e r s o n n e l D e v e lo p m e n t

G e n . s e ttin g s
P la n v e r s io n 01 C u r r e n t p la n

… … .
S tru c tu ra l a c c e s s
O r g .u n it 50000050
N am e P u r c h a s in g

R e le v a n t fu n c tio n a lity
 SAP AG 1999
in P e r s o n n e l D e v e lo p m e n t

 The Planning for Organizational Unit function allows you to restrict your view to one
organizational unit. You can access the relevant change, display, and reporting functions of
Personnel Development directly.
 You can specify a permanent default organizational unit in user parameter PEO. You can also
specify one temporarily by making user specific settings in the Personnel Development menu.
These user specific settings make data entry faster and more user friendly.
 Other Personnel Development parameters:
PEH: Disregard depreciation meter PEM: Include essential requirements
PES: Include alternative quals POP: Plan version
PEO: Specify default org. unit BEG/END: Start and end date
 If you do not change these user parameters, you can ensure that all of the data evaluations
performed by one user have been performed using the same settings (and, consequently, that
they can be compared with each other).

(C) SAP AG HR050 8


3.9

Qualifications / Requirements

Requirements
List of skills and experience
required in order to be
suitable for a job, position,
task, or work center. ProfileMatchup
Job Person

Qualifications
List of skills that make an
employee suitable for a job,
position, task, or work center.

Qualification Requirement
 SAPAG1999

 Qualifications can, for example, be assigned to employees and positions. However, if, for
example, a qualification is assigned to a position, it is referred to as a “requirement.”
 All qualifications (and requirements) are stored in a central catalog. In fact, qualifications and
requirements are the same objects - they are referred to by different names to show how they are
applied.
This means that it is possible to compare an employee's qualifications against the requirements
defined for a position.

(C) SAP AG HR050 9


3.10

Qualifications Catalog

Qualification group
Catalog
Catalog

Language
Language Programming
Programming
skills
skills languages
languages

French
French English
English
language
language skills
skills language
language skills
skills Knowledge
Knowledge Knowledge
Knowledge Knowledge
Knowledge
of
of C++
C++ of
of C
C of
of ABAP
ABAP

Business
Business Technical
Technical
English
English English
English 100% alternative qualification

Qualifications
 SAP AG 1999

 The qualifications catalog contains all the qualifications (object type Q) that are of interest to an
organization. The qualifications catalog contains qualification groups and qualifications.
 Qualification groups are used to structure the qualifications catalog. A qualification group can
contain other qualification groups, and qualifications. Qualification groups have object type
QK.
 Qualifications can contain other qualifications. Qualifications are assigned to persons, jobs,
positions, etc.
 You can create your own quality scales so that you can record the proficiencies of
qualifications. The user defines the number of entries on a scale, and the proficiency texts that
you want to use.
 You must assign a proficiency scale to every qualification group. This scale is then passed on
(”inherited”) to the qualifications of the group in question.
 You can assign one or more alternative qualifications to a qualification. The relationship that is
created is bi-directional (if A is an alternative to B, then B is also an alternative to A). You can
also specify the extent to which one qualification replaces another as a percentage value.
 You can only define qualification A as an alternative to qualification B if both A and B use the
same scales. (If they use different scales, then presumably they are so different that they could
not be used as alternatives anyway). If qualifications have different scales, they cannot be
compared against each other.

(C) SAP AG HR050 10


(C) SAP AG HR050 11
3.11

Internet Entry for Qualifications

Skills Profile Navigation menu Start page Logon

Help
Add Display path
General technical knowledge
Artifical intelligence Business French language skills Native speaker
Business process technology
Industrial skills Business Process Technology Good
Knowledge of Inventory management
Knowledge of PC hardware technique HR Personnel Admin. Functionality Adequate
Knowledge of electronics
Knowl. Career and Succession Planning Poor
Knowledge of Materials
MSDS - Technician Perceptive ability Poor
Manufacturing
Mechanical skills
Production of paints and car parts
Quality management
Security requirements
Knowledge of computer science
Knowledge of engineering

 SAP AG 1999

(C) SAP AG HR050 12


3.12

Creating Profiles for Persons/Applicants…

A
A person
person has
has subprofiles
subprofiles

Who made
last change

Development Plan Dev. Plan History

Qualifications Potentials Preferences Dislikes Appraisals where apprai...

T Object ID Description ID Proficiency Start date End date N… User name


Q 50000401 HR Management skills 3 Average 28.07.2000 31.12.9999 TRAINING
Q 50000831 HR Personnel Admin.Func 4 Good 28.07.2000 31.12.9999 TRAINING
Q 50000449 Independence and initiative 2 Adequate 28.07.2000 31.12.9999 TRAINING
Q 50000189 Knowledge of Wordprocessing 3 Average 28.07.2000 31.12.9999 TRAINING
Q 50000453 Leadewrship skills 3 Average 28.07.2000 31.12.9999 TRAINING

Notes

 SAP AG 1999

 You use a profile to store special information about a person. Every profile contains some
standard information (such as name, date of birth, and so on), and a number of subprofiles
(qualifications, potentials, for example).
 The Qualifications subprofile is used to store information about a person's skills and abilities.
You use the qualifications catalog to create this subprofile.
 The Potentials subprofile is used to store forecasts regarding a person's suitability and
development potential.
 The Preferences subprofile is used to store information on how a person envisages his or her
own professional development. The Dislikes subprofile is used for the same purpose.

(C) SAP AG HR050 13


3.13

Creating Profiles for Jobs/Positions

A
Appositio
osition
nhhas
asrequ
requirem
iremen
ents
ts

Inherited

Requirements

T ObjectD Description Stat.. ID Proficiency Ess Start date End date


Q 50000442 Ability to organize and act 6 Invalid proficiency 01.01.1994 31.12.9999

Q 50000401 HR Management skills 4 Good 28.07.2000 31.12.9999.


Q 50000831 HR Personnel Admin. Functionality 3 Average 28.07.2000 31.12.9999.

Q 50000315 Knowledge of Desktop publishing 4 Good 28.07.2000 31.12.9999.

Q 50000313 Knowledge of general office activities 3 Average 28.07.2000 31.12.9999.

Q 50000316 Knowledge of general office policies 3 Average 28.07.2000 31.12.9999.

 SAP AG1999

 The Requirements subprofile is used to store typical requirements (including type of


requirement, and proficiency) for jobs, positions, and so on. You use the qualifications catalog
to create this subprofile.
 Essential requirements are requirements that are mandatory (that is, they must be met). You can
use this as a criterion when you try to find suitable persons for a position, for example. In this
case, the system will only select persons who fulfill all essential requirements.
 The requirements of a job are passed on to the positions created by the job in Org. Management.

Any additional requirements can then be defined specifically for the position.

(C) SAP AG HR050 14


3.14

Find Objects for Qualifications

Restrict
selection to
Find Objects for Qualifications
Selecting Qualifications: specific object
types
 Individually from the
Qualifications Restrict to object types Restrict further
qualifications catalog
Qualifications required
 Transfer entire Name Essential reqt Option Proficiency Maximum
qualifications/ Business Process Technology Average
requirements profiles Communication Very good
General Office Administration Excellent
 Combine both the General commercial education Good
For each object
HR Management skills
above options Adequate
Adequate type, restrict
Knowledge of computer hardware
Knowledge of database systems Adequate selection further
Excellent
Knowledge of payroll accounting to specific
Very good
objects (for
The following can be example, the
selected for each persons in an
qualification: organizational
unit)
 Essential requirement Add qualificatios/requirements from
flag Job 50004051 HR developer

 Proficiency required Key date 22.06.1999


(individual value or
value range)

 SAP AG 1999

 You can use this evaluation to find objects (persons, applicants, companies, and so on) with
specific qualifications. You can specify the exact proficiencies required for each qualification,
and define criteria to restrict the search to fewer objects.
 Use this evaluation if you want to:
 Find persons with specific qualifications
 Select applicants with the appropriate qualifications
 Identify companies or customers that fulfill specific criteria
 Identify members in a team in a specific organizational unit who would be suitable for a
particular project
 Identify employees in a personnel area who are overqualified or underqualified in certain
respects
 The system outputs a list of objects that fulfill the selection criteria specified.
 For more information, refer to the SAP Library (Human Resources  PA Personnel
Management  Personnel Development  Qualifications and Requirements  Finding
Objects for Qualifications).
 This evaluation is also used in the Recruitment component.

(C) SAP AG HR050 15


3.15

Profile Matchups

Persons, Applicants,
Job, Position, ...
Users, ...

Qualifications Requirements

 Over/under-qualification
 Alternative qualifications
 Graphical display
 Further training proposals
 Qualification deficits
 Development Plans
 .......
 SAP AG 1999

 Profile matchups allow you to compare qualifications and requirements with each other. You
can include as many objects as you please in a profile matchup.
 If you use the SAP Training and Event Management component, you can use the Generate
training proposals function to have the system propose suitable training courses (business
events) to rectify any qualification deficits that become apparent when you perform a profile
matchup. You can make direct bookings onto these business events and development plans.
 You can use the Qualification deficits only function to restrict the profile matchup results list to
objects that have qualification deficits (that is, the qualification is lower than requirement or the
qualification does not exist).

(C) SAP AG HR050 16


3.16

Profile Matchup: Example

2D view 3D view Groups Left Sel. Up Sel. Down Right First selection

Profiles Qualification Qualification


Qualification 120
Knowledge of multimedia
Verbal, written communicative skills 100
Pace of work
Willingness to assume responsibility 80
Independence and initiative
Adaptability 60
Leadership skills
Business English language skills
40
Work conduct and general conduct
Knowledge in Wordprocessing/Winword
20

0
Helena Camino 00 asst
Knowledge of multimedia Verbal, written comm, skills Pace of work
Willingness to assume Independ. And Initiatives Adaptability
responsiblit Bus. Eng. Language skills Work conduct and general
Leadership skills conduct
Knowledge in Wordprocessing/
 SAP AG 1999 Windword

 If different scales appear in a profile matchup, they are standardized so that they can be
compared against each other.
 The system also has a graphical display option for profile matchups.

(C) SAP AG HR050 17


3.17

Training Proposals for Qualification Deficits

Word for
Windows

Requirements Qualifications Business


Events

Word for
Desktop Desktop
Windows

Word for
Organization Organization Prebook Windows
5/1 - 5/5

Word for
Word ? Book Windows
6/11 - 6/15

 SAP AG 1999

 Should a qualification deficit arise, you can have the system automatically propose a business
event that will eliminate this deficit.
 If a business event is available, you can book the person onto this event directly. If not, you can
create prebookings to indicate that the person would like to attend a business event of this type.
 Please note, you can also enroll an employee into a business event through a development plan.

(C) SAP AG HR050 18


3.18
Career and Succession Planning:
Topic Objectives

At the conclusion of this topic, you will be able to:

 Describe how careers are defined and structured


 Work through career planning scenarios
 Work through succession planning scenarios

 SAP AG 1999

(C) SAP AG HR050 19


3.19

Career Planning / Succession Planning

Career Planning is used to find


a position within the organization
that is suitable for a specific
employee.

Succession Planning is used


to find a suitable successor
for a position within the
organization.

 SAP AG 1999

 Sometimes employees want to do something different and change their role in the company. In
Career Planning, the system proposes the jobs that would be suitable for an employee. You can
display positions also, and in this way find out if there is a requirement at present. Vacancies
and staffing periods are listed for the positions.
 If a position is vacant, a suitable successor will have to be found. Succession Planning proposes
persons who might be suitable for the position.

(C) SAP AG HR050 20


3.20

Career and Succession Planning

Qualifications
Preferences

Career Planning
Potentials
Designations
and
Succession Planning

Dislikes
Career

 SAP AG 1999

 Career planning and succession planning scenarios are based on the qualifications, preferences,
potentials, careers, dislikes, and designations entered in the system. This information is stored in
subprofiles.
 Note:
Career models (careers) can (but do not necessarily have to) be used for personnel development
purposes.

(C) SAP AG HR050 21


3.21

Careers

Commercial
Head Department career
Manager

Department
Manager

Marketing Sales
Employee Assistant

Administrator

 SAP AG 1999

 Careers are generalized paths within an organizational structure (that is, they do not refer to
specific persons). Careers represent the main personnel development paths within an
organization, and can be used as a basis for implementing the Career and Succession Planning
component.
 A career contains a number of jobs and/or positions, and can extend across all of the
organizational units in an organization. Careers are objects in their own right. There is no limit
to the number of careers you can define within an organizational structure.
 Careers are displayed and edited using SAP Network Graphics.
 Career items are organized so that the items lowest in the hierarchy appear at the bottom. Items
from the same hierarchy level appear beside each other.

(C) SAP AG HR050 22


3.22
Training and Event Management:
Topic Objectives

At the conclusion of this topic, you will be able to:

 Carry out day-to-day business in Training


and Event Management
 Trigger correspondence
 Discuss Knowledge Management component
 Follow up business events
 Perform a range of reporting options

 SAP AG 1999

(C) SAP AG HR050 23


3.23

Integration with Other Application Components

Time
Time Organizational
Organizational
Management
Management Management
Management

Materials Personnel
Personnel
Materials
Management Administration
Administration
Management

Training
and Event
Cost
Cost Management Personnel
Personnel
Accounting
Accounting Development
Development

Sales
Sales and
and R/3
R/3 Appointment
Appointment
Distribution
Distribution Calendar
Calendar
SAP
SAP Knowledge
Knowledge
Management
Management

 SAP AG 1999

 Integration with other Application components enables direct and efficient exchange of data that
can be further processed in Training and Event Management:
 Organizational Management Organizational units can be booked as attendees and can
organize business events
 Personnel Administration Persons from the HR master data record can be booked as attendees
or as instructors
 Time Management Attendance records are stored and compatibility/availability checks can
be carried out for internal attendees and instructors
 Personnel Devealopment Qualifications can be checked and transferred; use of appraisal
system
 Cost Accounting Attendance fees and instructor fees can be settled with Internal
Activity Allocation
 Sales and Distribution Attendance fees can be billed; customers and contact persons can be
booked as attendee types
 Materials Management Materials from the Material Master can be reserved as resources for
business events; purchase requisitions and material reservations can be
generated
 Appointment calendar calendars of internal employees are automatically maintained for
event attendance or instructor function
 SAP Knowledge Warehouse Links to all Info objects in SAP Knowledge Warehouse
(Training course materials, CBTs, etc.

(C) SAP AG HR050 24


3.24

Processes in Training and Event Management

Business Event Preparation: Business Event Catalog:


 Create business event groups  Plan business event dates
 Create event environment  Reserve resources
 Create business event types  Create business event dates
 Plan dates based on demand

Day-To-Day Activities: Recurring Activities:


 Attendance  Business events
 book  firmly book/cancel
 prebook  lock/unlock
 replace  follow up
 rebook  Carry out appraisals
 cancel  Carry out billing and internal cost
 Correspondence allocation
 SAP AG 1999

 The business event preparation phase is the prerequisite for all of the subsequent activities
carried out in Training and Event Management. In this phase, you create data such as time
schedules, locations, resources, and of course, the business event groups and types that form the
basic framework for your business event catalog.
 You then create your business event catalog: you schedule definite dates for events, you create
events with or without resources, and you plan events based on the demand that exists for them.
 Once you have created your business event catalog, you can carry out day-to-day activities for
the events. You can make bookings for both internal and external attendees, prebook
attendance, replace bookings, rebook and cancel attendance. The accompanying correspondence
is available for output for each of the activities.
 Recurring activities refers to activities that occur periodically such as firmly booking events,
locking and unlocking events, cancellation and follow-up processing.
 There is an extensive array of reports available for the various areas of Training and Event
Management.

(C) SAP AG HR050 25


3.25

Business Event Cycle in the Dynamic Menus

Business event preparation:


Master Data menu Create business event catalog:
Business Event menu and
Planning menu

Reserve Resources:
Reporting: Resource Menu
Information menu

Booking activities:
Attendance menu

Billing/cost allocation:
Business Event menu
Firmly book business event:
Business Event menu

Follow-up processing:
Business Event menu

 SAP AG 1999

 This schematic illustration shows you which dynamic menu to choose to carry out the various
functions and activities in Training and Event Management.
 The user-friendly, intuitive interface of the dynamic menus, coupled with the extensive
functions they contain, guarantee that you always retain the most up-to-date overview of your
planning data and provide you with a clearly structured environment that makes data
maintenance faster and more efficient.

(C) SAP AG HR050 26


3.26

Business Event Planning

St Walldorf

t
Location

Location and language


Demand determination based planning

Plan specifications

Date proposals

1998
Resource reservaton

Reservation plan
Holiday calendar

 SAP AG 1999

 You plan business events in the dynamic Planning menu. You use the Plan function when you
want to create multiple event dates simultaneously based on the demand that exists for them.
You can plan as many events as you want in a given time period. You can take account of
various time-related conditions and resource availability.
 The planning process comprises two steps:
Specification or determination of business event demand
Demand can be calculated automatically on the basis of the prebookings received for the
event type to date, the bookings made the previous year, or the demand figures from the
previous year‘s planning. Alternatively, you can specify demand manually.
Planning business event dates
The system determines a number of date proposals for the event you want to plan taking
your calendar and resource specifications into account.
In the event that resource requirements are not fully covered on the proposed dates, you can
make manual adjustments to the reservation data.
The reservation plan provides you with a clear overview of the reservation status of
individual resources.

(C) SAP AG HR050 27


3.27

Business Event Hierarchy

Language
Language Business event group
Courses
Courses

Spanish
Spanish English
English
Courses
Courses Courses
Courses

Business event type


Beginner’s
Beginner’s Advanced
Advanced
Spanish
Spanish Spanish
Spanish Business event

Beginner’s
Beginner’s Advanced
Advanced Advanced
Advanced
Spanish
Spanish Spanish
Spanish Spanish
Spanish
7/5
7/5 -- 7/8/00
7/8/00 9/20
9/20 -- 9/23/00
9/23/00 10/18
10/18 -- 10/21/00
10/21/00
 SAP AG 1999

 The business events on offer are organized into a hierarchical structure (the business event
hierarchy) comprising business event groups and business event types.
 A business event group is a coherent grouping together of business events types with similar
characteristics. You can also combine several business event groups into a single business event
group (in other words, business event groups can be structured hierarchically themselves).
 A business event type is a generalized description of a business event. You do not define
specific dates for a business event type. Business event types are assigned to business event
groups.
 A business event is a specific occurrence of a business event type on a specific date. A business
event inherits all of the characteristics of the business event type in question.
 Attendance bookings are made for specific business events.

(C) SAP AG HR050 28


3.28

M e n u S tr u c t u r e

S e t t in g s /v ie w s
 Key
 A b b r e v ia tio n
 A d d itio n a l in fo
 S e le c t io n c r it e r ia
 In itia l a c c e s s o r
EE nngglis
lishh CC oouurrsseess o v e r a ll v ie w
 P e r io d
B e g in n e r ’ s E n g lis h  Language
A d v a n c e d E n g lis h
R ig h t M o u s e C lic k
0 7 /0 5 /1 9 9 9 - 0 7 /0 8 /1 9 9 9 A d v a n c e d E n g li s h o n B u s in e s s E v e n t
0 9 /2 0 /1 9 9 9 - 0 9 /2 3 /1 9 9 9 A d v a n c e d E n g li s h  Book
1 0 /1 8 /1 9 9 9 - 1 0 /2 1 /1 9 9 9 A d v a n c e d E n g li s h
 B o o k lis t
 D is p la y
1 1 /0 8 /1 9 9 9 - 1 1 /1 1 /1 9 9 9 A d v a n c e d E n g li s h
 A t t e n d e e L is t
B u s in e s s E n g lis h  C a n c e lla t io n s
 T im e S c h e d u le
T e c h n ic a l E n g lis h
 R e s o u r c e s L in k
 K n o w le d g e L in k
 S A P A G 1999

 The data you create in your business event hierarchy is presented in a clearly structured way in
the dynamic menus. For example, the display of a business event group includes the underlying
event groups, event types, events, and attendees. At the level of the business event itself, the
traffic light icon provides you with information on the availability of places.
 By defining filters and selection criteria, you can regulate in more detail the information
displayed. For example, you can specify a particular business event language, planned events
only, or canceled events only.
 Prerequisite:
A structure comprising business event groups and types must exist.
 By right mouse clicking on any object in the dynamic menu structure you access all functions
that are possible for the respective object (see example for Business Event).

(C) SAP AG HR050 29


3.29

Operating the Enhanced Search Function

Dynamic Business Event Menu


1. Choose enhanced
search function
Current plan 12.06.1999 - 13.09.1999 German
Common Group
IDES - Company Training 2. Choose object for
IDES - Languages
IDES - Management Training
which search is to
Economics be performed
Management techniques
Communication class
Organization / planning
Business event group Business event type Business e...

Abbreviation Description Qualification Targ. group


4. Search result:
the dynamic menu Search string LEADERSHIP
Imparts
is drilled down to Presupposes

the object found 3. Specify additional


search option
(for business event
types, attendees
and resources)

 SAP AG 1999

 You can initiate a search for any object that exists in the dynamic menu structure, such as event
types, events, attendees, resources, and resource types (in the dynamic resource menu and the
master data catalog), by choosing the “binoculars” icon in the menu bar.
 It is not necessary that the structure is expanded for the search.
 There are additional search options for some objects:
 In the case of business event types, you can search on the description and also search on the
basis of objects related with the event type. You can for example search for a business event
type by specifying a certain qualification imparted or presupposed by it (see slide). Similarly,
you can specifiy the target audience to find the event type.
 In the case of attendees, you can initiate an object type-specific search. For instance, you can
search for customers that are booked for events.
 In the case of resources, you can initiate an object type-specific search in the master data
catalog. For example, you can search specifically for external instructors.
 If the system finds multiple objects, it displays these for selection in a dialog box.
 Once you select an object from the list or if only one object is found in the search, the structure
of the pertinent root object is expanded down to the respective object. The cursor is
automatically positioned on this object and the line is highlighted.

(C) SAP AG HR050 30


3.30

Day-To-Day Activities: Dynamic Attendance Menu

Attendance

Book

Cancel

Prebook

Rebook

Replace

 SAP AG 1999

 The dynamic attendance menu enables you to use the functions associated with attendance
bookings. In other words, you can use all of the functions for day-to-day attendance booking
activities.
 In the dynamic attendance menu you can:
Book attendances
Prebook attendances
Replace attendances
Rebook attendances
Cancel attendances
Book attendance lists
 You can use functions in the attendance menu at the following three levels:
 At the business event type level, you can use the Prebook functions..
 At the business event level, you can use the Book function.
 At the attendee level, you can use the Rebook attendance, Cancel, and Replace functions. You
can also book at this level. If you do so, all of the dates that have been defined for the business
event type are proposed - just like at the business event type level.

(C) SAP AG HR050 31


3.31

Booking Attendances

Attendee Types
 Person  Applicant  Organizational unit
 User  Contact person  Customer
 External person  Company  Interested party

Bookings
 Take capacity into account
 Prioritize

Checks 1999
1999
 Availability (is the instructor already reserved 1 2 3 4
for another event?) 5 6 7 8 9 10 11
12 13 14 15 16 17 18
 Time conflicts (attendances/absences) 19 20 21 22 23 24 25
 Prerequisites (business event types, 26 27 28 29 30 31
qualifications)
 SAP AG 1999

 If you want to register attendees for a business event, you book these attendees for the business
event. You can book individual attendees for the attendee types: person, user, external person,
applicant and contact person (single bookings) or you can book group attendees for the attendee
types: company, organizational unit, customer or interested party (group bookings).
 You can book the different attendee types with different priorities, this is done using the
booking priority. You can use the booking priority to control whether the booking is an
essential booking, a normal booking or a waiting list booking. Once the optimum number of
attendees (capacity) is reached, you can only make essential bookings. Once the maximum
number of attendees is reached, you can only make waiting list bookings.
 When you make a booking, a check is run to see whether an attendee is also an instructor on
another course at the same time and, as a result, cannot attend the course. A check is also run to
see if attendance of one course overlaps with attendance of another.
 If integration with the Time Management component is active, the system checks if the person
is available during the period in question. If the attendee being booked is an object of the type
Person, the corresponding attendance records are written to Time Management.
 If desired, a check can also be run to see whether the attendee has attended the prerequisite
business events and/or attained the required qualifications to attend the event.

(C) SAP AG HR050 32


3.32

Correspondence

 Edit ready-to-print correspondence


 Notify instructors and attendees
 Modify standard letters
 Attendance confirmation
 Provisional acceptance
 Rejections
 etc.
 Select output media
 Printer
 Internet
 Fax
 Screen
 E-mail
 Telex
 Correspondence history
 SAP AG 1999

 The Correspondence function enables you to output various notifications to business event
attendees.
 You can use a variety of output media such as printer, fax, screen, or e-mail.
 Correspondence can be triggered automatically when certain functions (for example, Book
attendance or Cancel attendance) are executed. In Customizing, you define which output
options should be used.
 You can also trigger correspondence manually from the menu. You can trigger attendance-
related correspondence from the Attendance menu (and, of course, from the main Training and
Event Management menu). You can select the output medium on the data screen. On the screen
that follows this, enter the business event for which the correspondence is to be displayed, and
execute the function.
 The correspondence history is created for all correspondence (and output) in connection with
activities in SAP Training and Events that require notification. You can use this history to
check what correspondence has been sent to which recipients for which activities. The history
also records who triggered the correspondence output and when.

(C) SAP AG HR050 33


3.33

Following Up Business Events

Transfer Qualifications Output confirmation of


attendance Attendance
Goals Qualifi- Confirmation
cations
Business English
Business for
English Lisa Fischer Lisa Fischer

Complete Attendee
Appraisal

Delete attendance booking Create business event type -


attendee relationship

Business Attended events


English of type
Business
10/02/99
English
11/27/99 Was attended
Lisa Fischer Lisa Fischer by

 SAP AG 1999

 You can perform follow up activities once a business event has started.
 Prerequisites:
The status of the business event must be “firmly booked”
The business event must not be canceled
The business event must not have a historical record flag (see below)
 Follow-up activities include the following:
Transferring the skills imparted by a business event as qualifications to its attendees
Deleting all attendance bookings
Creating a relationship between the business event type and the attendee
Historically recording the business event
Printing attendance confirmations
 Note: Which of these activities are performed will depend on the settings you have made in
Customizing for the Procedure infotype (1030). You can maintain this infotype for each
business event type.
 Caution: Once a business event has been historically recorded, you cannot undo this. In other
words, you cannot change business events if they have historical records!

(C) SAP AG HR050 34


3.34

Information Menu

You can access these reports in the Information menu:

Attendance Resources Events


Attendee list Resource Business event
reservation schedule
Training history
of an attendee Available/reserved Business event
resources brochure
Attendance and
sales statistics ….. …..
…..

 SAP AG 1999

 The dynamic Information menu enables you to report on attendances, resources, and business
events directly from any level of the structure.
 The advantage of the dynamic Information menu is that you do not have to enter the selection
data for the reports manually. The relevant data is taken directly from the structure.
 If, for example, you want to find out the status of resource reservations for a particular business
event, you simply position the cursor on the relevant event, and run the report Resource list per
business event.
 You can generate a business event brochure that contains all of the business events on offer, or
you can create a brochure for specific business event groups or business event types. This
business event brochure can then be exported to Microsoft Word.

(C) SAP AG HR050 35


3.35

Interacting with the SAP Knowledge Warehouse

Delivery
Front end SAP HR
Knowledge
content
Training

SAP Information
Knowledge ...
Web interface Warehouse

Discussions
Web Service requests
server Cache server

 SAP AG 1999

 This new infotype lets you create links from business events and business event types in
Training and Event Management to all of the info objects contained in SAP's Knowledge
Warehouse (Info Database Version 4). You can create links to SAP training materials, the
complete online documentation, or the SAP Library.
 This new link option means that you can, for example, now link a business event with the
training materials used to teach it.
 You can display the info object linked with events and event types from all of the Training and
Event Management Employee Self-Service applications (List of Events, View Attendance,
Book Attendance, and Cancel Attendance).
 The Knowledge Link is an infotype that you can create for business event types and business
events in Training and Event Management. See also Link (PE_80_060): Knowledge Link
(Infotype 1062)
 Knowledge link provides:
 Access to all info objects in SAP Knowledge Warehouse (documents, PowerPoint slides,
graphics, videos, screencams, CBTs, hyperlinks ...)
 Linking of all info objects with the respective business event type or business event
 Display of the info objects links in all TEM Employee Self-Service applications

(C) SAP AG HR050 36


3.36

Displaying Knowledge Link in ESS

Start: 22.07.1998 Language: English


End: 20.10.2000 Location: All locations
Find

Expand all Close all


Business event types
IDES Training
IDES - Management
Training Economics

HR050
IDES - Languages Management tec
Common Group Communication c
IDES - Company Training
Organization / pla

Management techniques

Info Status Bus. event Related Personnel


50013560
50014338 Management contents

 SAP AG 1999
 SAP AG

 Using the Knowledge Link infotype (1062) you can associate business events in Training and
Event Management directly to related materials in the SAP Knowledge Warehouse.

(C) SAP AG HR050 37


3.37

Development Plans: Topic Objectives

At the conclusion of this topic, you will be able to:

 Describe how development plans are defined


and structured
 Create a development plan

 SAP AG 1999

(C) SAP AG HR050 38


3.38

Development Plans: Possible Applications

Apprenticeship

Job Rotation
Further Training

Individual Plans

 SAP AG 1999

 Development plans play an important role in personnel planning.


 Development plans enable you to depict both generalized and individually tailored training
programs. You can use development plans to plan and manage both short-term and long-term
personnel development measures such as:
 Trainee programs or apprenticeships
Employee training events such as training courses, seminars, workshops, etc.
On-the-job training, job rotation, etc.
Individual development plans

(C) SAP AG HR050 39


3.39

Possible Development Plan Items

Business event type Job

Work center
Position

Organizational Unit Location

Appraisals

 SAP AG 1999

 Development plans are created and stored in the development plan catalog. You can create
generalized development plans which can then be used as a blueprint for creating measures
within individual development plans. Every development plan contains several development
measures (items) as well as information on the sequence in which these items should be passed
through, how much time should be spent on one particular item, and so on.
 Examples of development plan items:
Attending a business event
Staffing a position
Being deployed in an organizational unit
Spending time at a particular location
 You can structure the catalog by defining development plan groups. A development plan group
is a coherent grouping together of development plans with similar characteristics.
 You use a graphical interface to create development plans.
 You can create an individual development plan for each employee, and add to this plan
constantly. One way of doing this is to copy generalized development plans from the catalog,
and then tailor these plans to individual employees.

(C) SAP AG HR050 40


3.40

Development Plan: Example

Trainee Program

Introductory Program
1. 2 days

Production Development
2. Dept
Marketing
Dept Dept
Min: 1 3 months 2 months 3 months

3. Management Seminar Assistant Team Manager


1 month 1 month

Min. 1 = at least 1 item mandatory

 SAP AG 1999

 Development plan items can run in parallel to each other. You can specify the following
information for an item:
Its duration in years, months and days
Where the item occurs in the sequence
Whether the item is optional or mandatory
 You can also specify that a specific number of items within the same step are mandatory
without specifying precisely which ones (for example, at least one of the three items must be
completed).

(C) SAP AG HR050 41


3.41

Individual Development
Planning the individual development of an employee by using a general development
plan as a model, and tailoring this model to the special needs of the employee

Adding items to the Individual Development Plan


individual plan by
Personnel no. 11 Name Ms Meri_Status Active
choosing the EE group 1 Active employee Personnel ar ZNB1 U.S. Subsidiary
EE subgroup NS Salaried employee SSN 111 - 20 - 2435
following from the
general plan: Management Training
Current
- All obligatory items 23.06.1999 29.11.1999

- All items Item type Name State Start date End date
Bus. Event type Manage. Tech. Completed 23.06.1999 29.11.1999
- Single items Bus. Event type Commun. Class Completed 23.06.1999 29.11.1999
Organ. Unit Prod. Mark. Current 23.06.1999 29.11.1999
Position Planned 23.06.1999 29.11.1999
The following can Appraisal model
Dir. Of Corp Ser.
Atten. App.
Planned 23.06.1999 29.11.1999

be defined for
every item, and the
corresponding
general
development plan :
- State
- Validity
- Notes Item selected
Step: 0 Duration: 0 Days 0 Months 0 Years

 SAP AG 1999

 An individual development plan is used as an instrument for planning and managing the
personnel development measures of an individual employee.
 General development plans can be added to individual development plans to reflect the current
requirements of employees. The Individual Development Plan screen is used to tailor general
development plans to individual persons.
 The general development plan is displayed as a graphic. You can insert items into the individual
plan simply by double-clicking. Items already selected are flagged correspondingly in the
graphic.
 As of Release 4.6, appraisal models can also be included as development plan items.
 For more information, refer to the SAP Library (Human Resources  PA Personnel
Management  Personnel Development  Development Plans  Individual Development
Plans).

(C) SAP AG HR050 42


3.42

Appraisal Systems: Topic Objectives

At the conclusion of this topic, you will be able to:

 Describe the appraisal process and


how appraisals are structured
 Perform appraisals

 SAP AG 1999

(C) SAP AG HR050 43


3.43

A
p
pr
ai
sal
S y
st
ems

3
60
°f
eedback
P
e
rf
orman
ce
ap
prai
sal
s
a
ppr
ai
sal
s

F
or
mal
ize
dw
or
kev
al
uat
i
o n

S
u
rv
ey
s
A
p
pr
ai
see
s

A
p
pr
ai
ser
s

SA
PA
G1
99
9

 The Appraisal Systems component is a personnel development instrument that can be used to
obtain information on the characteristics, behavioral traits and performance of members of your
organization and form the basis for planning and making decisions that apply both to
individuals, and to organizational members in general. Appraisals can also be used to monitor
the success of human resource measures that have already been implemented. As a personnel
development instrument, therefore, they can be used both to evaluate the past, and plan for the
future. It is also possible to use the system to perform anonymous appraisals.
 The Appraisal Systems component provides you with functionality for defining appraisal
systems, and for planning, performing and analyzing appraisals. An appraisal system is a self
contained process which enables you to make formal and standardized employee evaluations in
a business context using one or more templates (appraisal models). This gives greater
objectivity in the employee evaluation process. Examples of appraisal systems you can map in
the Appraisal Systems component include:
360° feedback appraisals: appraisals that draw on diverse sources (supervisor, peers, and
self-appraisals)
Performance appraisals: appraisal of an individual employee
Formalized work evaluation: certificates of employment, for example
Surveys and questionnaires: employee opinion polls, for example

(C) SAP AG HR050 44


3.44

Subprofiles for Appraisals

Person
Person is Person is
appraisee appraiser

Dislikes Preferences Appraisals Appraisals held

Bezeichnung
Name Status Proficiency Start

English Fluent 01.01.1990

ABAP Very good 01.0119.90

 SAP AG 1999

 The appraisals that a person has held, and the appraisals to which a person was subjected can be
viewed in the person’s profile.
 The Appraisals where appraisee subprofile is used to store appraisals where the person was the
appraisee, whereas the Appraisals subprofile is used to store appraisals where the person played
the role of appraiser.
 You can also use these subprofiles to create new appraisals, and edit existing ones.

(C) SAP AG HR050 45


3.45

Individual Appraisals

Appraisal is
prepared and
Prepare Appraisal - Perdormance Appraisal 99/1 conducted on
one screen

Individual appraisal Performance Appraisal 99/1 In preparation


Supervisor (Appraisal) 00000012 Dorrit Verhoeff More appraisers
Employee (Appraisal) 00000007 Giacomo Buttone More appraisers Prepare
Period appraised 01.01.1999 to 28.06.1999 Created on 28.06.1999 appraisal
Name Weighting Evaluation Rating text =weighting* Note
46A Test Individual Appraisal 1,00 0,000
1-6 Month Performance Review 1,00 0,000
1.1 Budgeting 1,00 0,000
1.2 Communication Skills 1,00 0,000
1.3 Initiative 1,00 0,000
1.4 Leadership Ability 1,00 0,000 Conduct
1.5 Organisational Skills 1,00 0,000
0,000
appraisal
2. Qualifications (Testing for Transfer) 1,00
0,000
2.1 Sales psychology skills 1,00
0,000
2.2 Strategic Planning 1,00

 SAP AG 1999

 You can now prepare and conduct individual appraisals on a single screen.
 This, together with the user-specific settings for appraisals (see Personnel Development
Personnel Development (General) User-Specific Settings), means that you can now work
through appraisals much faster and with greater ease.
 By choosing the More appraisers and More appraisees pushbuttons, you can execute additional
functions such as Create more appraisers/appraisees, Change object type, Anonymous
appraisers, and so on.
 During the preparation phase of an appraisal, the upper section of the screen is active. As has
been the case up to now, the preparation of the appraisal can be saved, changed again, and
closed.
 When the appraisal is actually being held, the lower section of the screen is active.
 For more information, refer to the SAP Library (Human Resources  PA Personnel
Management  Personnel Development  Appraisal Systems  Appraisal Creation).

(C) SAP AG HR050 46


3.46

Appraisals Catalog

Catalog 01/01/1900 - 12/31/9999


  360° feedback appraisal
  Approach to work
  Attitude toward others Appraisal model
  Potential for development
  Performance appraisal Criteria group
  Approach to work
Amount of work
Organization Criteria
Independence
Ability to cope
  Attitude toward other
Team spirit
Communication skills
Social skills
Persuasiveness
  Team appraisal
 SAP AG 1999

 Appraisal models are managed in the appraisals catalog, which is a hierarchical tree-like
structure.
 The following objects are stored in the appraisals catalog:
Appraisal models
Criteria groups
Criteria
 An appraisal model is a set of criteria and, if applicable, criteria groups. It is used as a basis for
creating real-life appraisals.
 Criteria are the characteristics that are to be appraised as part of the appraisal.
 Criteria can be grouped together into so-called criteria groups
 Qualifications can be appraisal criteria.

(C) SAP AG HR050 47


3.47

The Appraisal Process

Propose data from


previous appraisal
Prepare Complete
appraisal appraisal

Preparation Appraisal
completed performed

Perform
appraisal

 SAP AG 1999

 Ideally, the appraisal process is a cyclical process that can be mapped using statuses. As a user,
you will only be able to identify this process by the way the user interface is designed:
1. Preparation of appraisal
The first step in the process involves preparing the appraisal. At this point, you define
planning data such as the period to be appraised, and the objects involved in the appraisal. As
a basis for planning, you can have the system propose data from an appraisal that has already
been completed. When you complete your preparations, this takes you to the next step in the
process.
2. Holding of appraisal
This is where the appraisee is given ratings. The date on which the appraisal is held is
recorded. You can store text notes for each individual appraisal element. When you have held
the appraisal, this takes you to the third step in the process.
3. Completion of appraisal
This involves saving the appraisal with an historical record so that it can no longer be
changed.

(C) SAP AG HR050 48


3.48
Reporting Options for Appraisals
New reporting options:
 Find objects with no appraisal
Reporting Options for Appraisals
 Find objects with no appraisal, and all
existing appraisals Appraisal model
 Find appraisals whose status is Further Selection criteria
Approved and Rejected Period appraised 01.01.1900 24.06.1999
Creation period
ABAP List Viewer Output Objects involved
Appraiser
Person
AND
Appraisee OR
Reporting Options for Appraisals
Person 00001984 Anne Albert

Evaluate appraisals
Without appraisal Display existing
Appraisal model All
Period appraised 01.01.1900 - 24.06.1999 Appraisal status
Appraisers All In preparation In process
AND Completed Approved Rejected
Appraisees Lothar Loewe
Anne Albert Indiv. And Subappraisals
Mathias Schonecker multisource appraisals
Gerd Stumm
Appraisal Without appraisal All appraisals
Individual and overall appraisals
Appraisers Appraisers Status Appraisal Type of Appraisal Start date End date

 SAP AG 1999

 You can restrict your evaluation to objects that have not been appraisees or appraisers, or you
can evaluate objects with and without appraisals at the same time.
 Objects can also have the status Without appraisal. This status always refers to a specific data
selection period, and is never ambiguous - that is, a given object has either been an appraisee
(perhaps several times), an appraiser, or neither).
 You can also display any appraisals that already exist. This means, for example, that you can
determine who has already been appraised, who has been an appraiser, who has been neither,
and what the appraisals in question are (if there are any).
 The evaluation for appraisals also contains two new selection criteria based on the appraisal
statuses Approved and Rejected. See: Personnel Development Workflow Approval of
Appraisals.
 For more information on the reporting options available for appraisals, refer to the SAP Library
(Human Resources  PA Personnel Management  Personnel Development  Appraisal
Systems  Appraisal Evaluations).
 The results of the evaluation are output via the ABAP List Viewer. No further editing options
can be accessed directly from the output list. For more information on editing appraisals, refer
to Personnel Development Appraisal Systems Editing Appraisals.

(C) SAP AG HR050 49


3.49

Development and Training: Unit Summary

You are now be able to:

 Create and use qualifications and requirements


 Start career and succession planning scenarios
 Carry out day-to-day business in
Training and Event Management
 Create development plans
 Perform appraisals

 SAP AG 1999
 SAP AG

(C) SAP AG HR050 50


3.50Exercises

Unit: Personnel Development and Training Management


Topic: Qualifications and Requirements

At the conclusion of this exercise, you will be able to:


 Change your role to the Line-Manager Personnel
Development
 Edit the qualification catalog
0 Create a qualification profile for a person
1 Update the profile for a position
2 Run a profile matchup and view graphically
 Book an employee into a training event to remove a
deficiency identified in the profile matchup

You enter the qualifications/requirements in the qualifications


catalog. Positions have requirements, whereas persons have
qualifications. You store this information in qualification
profiles and requirement profiles. You can then carry out profile
matchups.

1-1 Change your role to SAP_HR_LINEMANAGER_PD_AG.

1-2 Create the following qualification groups and qualifications in the qualifications
catalog:
1-2-1 Qualification group: Languages Group ##, language scale (1-4)
1-2-2 Qualification group: PC skills ##, Yes/No scale
1-2-3 Qualification: Italian ##
1-2-4 Qualification: Spanish ##
1-2-5 Qualification: MS Word ##, depreciation meter value: 3 years
1-2-6 Qualification: SAP skills ##, depreciation meter value: 2 years

1-3 In Personnel Development, create a qualification profile for employee Jose Vega
(50992##) using the Search term option to locate the appropriate qualifications. Assign
the qualifications to Mr. Vega as of the beginning of the current year:
1-3-1 Multimedia skills, proficiency Good
1-3-2 Desktop Publishing skills, proficiency Average

(C) SAP AG HR050 51


1-3-3 Adaptability, proficiency Average
1-3-4 Willingness to assume responsibility, proficiency Good
1-3-5 Ability to work independently, proficiency Good
1-3-6 SAP skills ##, proficiency Yes
1-3-7 Italian ##, proficiency Fluent

1-4 Mr. Vega holds the position ##-Administrator in the ##-Administration department. In
addition to the requirements inherited from the corresponding job, define the following
requirements for the position.
1-4-1 Requirement: SAP skills ##, proficiency Yes
1-4-2 Requirement: Italian ##, proficiency Fluent

1-5 Match up the profile of Jose Vega and the position ##-Administrator (in the ##-
Administration department) and generate a training proposal for him.
1-5-1 View the matchup graphically.
1-5-2 To fulfill the deficit identified in the Profile matchup, book Mr. Vega in the
Communication class occurring in two months.

(C) SAP AG HR050 52


Exercises

Unit: Personnel Development and Training Management


Topic: Career and Succession Planning

At the conclusion of this exercise, you will be able to:


 Run career planning for an employee
 Find a suitable success for a position

In the Caliber A Bicycle company, employees are promoted


based on their skills according to their career model. Evaluate the
positions available for Mr. Vega based on his qualification. Find
a successor Mr. Vega’s current position.

2-1 Use career planning to determine which positions within the organization that Mr.
Vega has qualifications for as of the beginning of the current month.

2-2 Use succession planning to determine who has the qualifications to fulfill the ##-
Administrator position if Mr. Vega transfers to a new position.

(C) SAP AG HR050 53


Exercises

Unit: Personnel Development and Training Management


Topic: Training and Event Management

At the conclusion of this exercise, you will be able to:


 Change your role to the Training and Development Specialist
 Prebook an employee into a business event
 Evaluate an employee’s training history
You book an employee into business events to eliminate this
person’s qualification deficits. You also book the employee into
business events as a personnel development measure. Later, you
can examine history of training for employees.

3-1 Change your role to SAP_HR_TRAINDEV_SPECIALIST.

3-2 Use the Attendance menu to make bookings and pre-bookings.


3-2-1 Book Mr. Vega in the Organization / planning business event occurring in two
months. The business event is part of IDES - Management Training.
3-2-2 Pre-book Mr. Vega into the HR seminar business event. The business event is
part of Various Business Events at the company.

3-3 Use the Information system Attendance reports to identify all of the training courses
Mr. Michael Maier (personnel number 1900) has ever been booked into by executing
the Attendee training history report.

(C) SAP AG HR050 54


Exercises

Unit: Personnel Development and Training Management


Topic: Development Plans

At the conclusion of this exercise, you will be able to:


 Provide sample of development plan items
 Create a development plan for an employee

The professional development of an employee is planned during a


meeting between the employee in question and his or her
supervisor. Twice a year, the Caliber A Bicycle Company
reviews (or establishes) development plans to setup employee
trainee programs.

4-1 List several different type of items that might be found in a development plan for an
employee.
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________

4-2 Create an individual development plan for Jose Vega for the Trainee Program
Administration model development plan starting on the first day of the current month.
4-2-1 Transfer all mandatory items associated with the model development plan to his
individual development plan and indicate that they are planned.
4-2-2 Indicate that the Organization / planning item is planned for Mr. Vega.
4-2-3 Indicate that the Communication class item is completed for Mr. Vega.

(C) SAP AG HR050 55


Exercises

Unit: Personnel Development and Training Management


Topic: Appraisal Systems

At the conclusion of this exercise, you will be able to:


 Conduct an appraisal for an employee

At the Caliber A Bicycle Company, the performance appraisal of


an employee completed by his/her colleagues.

5-1 Helena Camino is preparing the appraisal for Jose Vega using the appraisal type
Appraisal (HR050).

5-2 Perform the appraisal for Jose Vega.

5-3 Complete the appraisal for Jose Vega.

5-4 Utilize the Report appraisal for Jose Vega for the appraisal type Appraisal by
Manager (HR Classes) and the status complete.

(C) SAP AG HR050 56


3.51Solutions

Unit: Personnel Development and Training Management


Topic: Qualifications and Requirements

1-1 Change your role to SAP_HR_LINEMANAGER_PD_AG.


1-1-1 Select the Other menu button in the SAP Easy Access menu.
1-1-2 Select the Find icon.
1-1-3 Enter SAP_HR_LINEMANAGER_PD_AG in the Find field.
1-1-4 Select the Find icon again.
1-1-5 Select the SAP_HR_LINEMANAGER_PD_AG.
1-1-6 Select the Copy/Enter icon.

1-2 Create the following qualification groups and qualifications in the qualifications
catalog:
Activity group SAP_HR_LINEMANAGER_PD_AG  Change Qualifications
Catalog
Select the Create icon.
1-2-1 Qualification group: Languages Group ##, language scale (1-4)
Enter Languages Group ## and select Language scale (1-4) in the Scale field.
Select the Save icon in the Change qualification catalog pop-up box.
Select the Create icon in the Change qualification catalog pop-up box.
1-2-2 Qualification group: PC skills ##, Yes/No scale
Enter PC skills ## and select Yes/No scale in the Scale field.
Select the Save icon in the Change qualification catalog pop-up box.
Select the Cancel icon in the Change qualification catalog pop-up box.
1-2-3 Qualification: Italian ##
Select Languages Group ## and select the Create icon.
Select Qualification in the Create pop-up box.
Select the Transfer/Enter icon.
Enter Italian ## and select the Save icon.
1-2-4 Qualification: Spanish ##
Select the Create icon.
Enter Spanish ## and select the Save icon.
Select the Cancel icon in the Change qualification catalog pop-up box.

(C) SAP AG HR050 57


1-2-5 Qualification: MS Word ##, depreciation meter value: 3 years
Select PC skills ## and select the Create icon.
Select Qualification in the Create pop-up box.
Select the Transfer/Enter icon.
Enter MS Word ## and select the Addit. data tab and enter 3 in the Depreciation
meter years field.
Select the Save icon.
1-2-6 Qualification: SAP skills ##, depreciation meter value: 2 years
Select the Create icon.
Enter SAP skills ## and select the Addit. data tab and enter 2 in the
Depreciation meter years field.
Select the Save icon.
Select the Cancel icon in the Change qualification catalog pop-up box.

1-3 In Personnel Development, create a qualification profile for employee Jose Vega using
the Search term option to locate the appropriate qualifications. Mr. Assign the
qualifications to Mr. Vega as of the beginning of the current year:
Activity group SAP_HR_LINEMANAGER_PD_AG  Personnel Development 
Profile  Change
Use the drop down menu to select Person if necessary.
Enter the personnel number of Mr. Jose Vega (50992##) in the Person field and the
first day of the current year in the Key date field.
Select the Execute icon.
Select the Qualification tab, then select the Create icon.
1-3-1 Multimedia skills, proficiency Good
Select the S: Search term tab and enter Multi in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification Knowledge of Multimedia in the
Qualification pop-up box and select Copy/Enter icon.
Enter Good in the Proficiency field.
1-3-2 Desktop Publishing skills, proficiency Average
Select the Create icon.
Select the S: Search term tab and enter Desk in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification Desktop Publishing Skills in the
Qualification pop-up box and select Copy/Enter icon.
Enter Average in the Proficiency field.
1-3-3 Adaptability, proficiency Average
Select the Create icon.

(C) SAP AG HR050 58


Select the S: Search term tab and enter Adapt in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification Adaptability in the Qualification pop-
up box and select Copy/Enter icon.
Enter Average in the Proficiency field.
1-3-4 Willingness to assume responsibility, proficiency Good
Select the Create icon.
Select the S: Search term tab and enter Respon in the Search string field in
the Restrict Value range pop-up box.
Select the check box for the qualification Willingness to assume responsibility
in the Qualification pop-up box and select Copy/Enter icon.
Enter Good in the Proficiency field.
1-3-5 Ability to work independently, proficiency Good
Select the Create icon.
Select the S: Search term tab and enter Independ in the Search string field in
the Restrict Value range pop-up box.
Select the check box for the qualification Ability to work independently in the
Qualification pop-up box and select Copy/Enter icon.
Enter Good in the Proficiency field.
1-3-6 SAP skills ##, proficiency Yes
Select the Create icon.
Select the S: Search term tab and enter SAP in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification SAP skills ##in the Qualification pop-
up box and select Copy/Enter icon.
Enter Yes in the Proficiency field.
1-3-7 Italian ##, proficiency Fluent Spoken and Written
Select the Create icon.
Select the S: Search term tab and enter Ital in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification Italian ## in the Qualification pop-up
box and select Copy/Enter icon.
Enter Fluent Spoken and Written in the Proficiency field.
Select the Save icon.

1-4 Mr. Vega holds the position ##-Administrator in the ##-Administration department. In
addition to the requirements inherited from the corresponding job, define the following
requirements for the position.
Activity group SAP_HR_LINEMANAGER_PD_AG  Personnel Development 
Profile  Change
(C) SAP AG HR050 59
Use the drop down menu to select Position if necessary.
Enter the position for ##-Administrator in the Position field and the first day of the
current year in the Key date field.
Select the Execute icon.
Select the Requirements tab, then select the Create icon.
1-4-1 Requirement: SAP skills ##, proficiency Yes
Select the Create icon.
Select the S: Search term tab and enter SAP in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification SAP skills ##in the Qualification pop-
up box and select Copy/Enter icon.
Enter Yes in the Proficiency field.
1-4-2 Requirement: Italian ##, proficiency Fluent Spoken and Written
Select the Create icon.
Select the S: Search term tab and enter Ital in the Search string field in the
Restrict Value range pop-up box.
Select the check box for the qualification Italian ## in the Qualification pop-up
box and select Copy/Enter icon.
Enter Fluent Spoken and Written in the Proficiency field.
Select the Save icon.

1-5 Match up the profile of Jose Vega and the position ##-Administrator (in the ##-
Administration department) and generate a training proposal for him.
Activity group SAP_HR_LINEMANAGER_PD_AG  Personnel Development 
Info system  Reports  Profile matchup

Enter the personnel number for Jose Vega in Person field and the ##-Administrator in
##-Administration department in the Position field.
Select the Generate training proposal indicator.
Select the Execute icon.
1-5-1 View the matchup graphically.
Select the Graphic icon.
1-5-2 To fulfill the deficit identified in the Profile matchup, book Mr. Vega in the
Communication class occurring in two months.
Select the Training proposal icon for the Communication class.
Select a class that is available in two months.
Select the Book button.

(C) SAP AG HR050 60


Solutions

Unit: Personnel Development and Qualifying Actions


Topic: Career and Succession Planning

2-2 Use career planning to determine which positions within the organization that Mr.
Vega has qualifications for as of the beginning of the current month.
Activity group SAP_HR_LINEMANAGER_PD_AG  Personnel Development 
Planning  Career
Use the drop down menu to select Person if necessary.
Enter the personnel number of Mr. Jose Vega in the Person field and the first day of
the current month in the Key date field for the Evaluation period.
Select the check box for the Include qualifications.
Select the Execute icon.

2-3 Use succession planning to determine who has the qualifications to fulfill the ##-
Administrator position if Mr. Vega transfers to a new position.
Activity group SAP_HR_LINEMANAGER_PD_AG  Personnel Development 
Planning  Succession
Use the drop down menu to select Position if necessary.
Enter the ##-Administrator in the Position field and the first day of the current month
in the Key date field for the Evaluation period.
Select the check box for the Include qualifications.
Select the Execute icon.

(C) SAP AG HR050 61


Solutions

Unit: Personnel Development and Qualifying Actions


Topic: Training and Event Management

3-1 Change your role to SAP_HR_TRAINDEV_SPECIALIST.


3-1-1 Select the Other menu button in the SAP Easy Access menu.
3-1-2 Select the Find icon.
3-1-3 Enter SAP_HR_TRAINDEV_SPECIALIST in the Find field.
3-1-4 Select the Find icon again.
3-1-5 Select the SAP_HR_TRAINDEV_SPECIALIST.
3-1-6 Select the Copy/Enter icon.

3-2 Use the Attendance menu to make bookings and pre-bookings.


3-2-1 Book Mr. Vega in the Organization / planning business event.
Activity group SAP_HR_TRAINDEV_SPECIALIST  Training and Event
Management  Attendance  Attendance menu
Expand the business event group called IDES Management Training and the
business event type Organization and Planning so that the business event is
displayed.
Position your cursor on a business event of the type Organization and
Planning that is to be held in two months and use the right mouse button to
select Book.
In the Book Attendance Data pop-up box, enter Jose Vega’s personnel number
(50992##) in the Person field.
Save your entries by selecting the Book attendance icon.
Acknowledge the message “Attendance booked” by selecting Enter.
In the Book Attendance Data pop-up box, select the Cancel icon.
3-2-2 Pre-book Mr. Vega into the HR seminar business event.
Activity group SAP_HR_TRAINDEV_SPECIALIST  Training and Event
Management  Attendance  Attendance menu
Expand the business event group called Common Group  Various Business
Events so the business event types are displayed.
Position your cursor on a business event of the type HR Seminar and use the
right mouse button to select Prebook.

(C) SAP AG HR050 62


In the Prebook Attendance Data pop-up box, enter Jose Vega’s personnel
number (50992##) in the Person field.
Save your entries by selecting the Prebook icon.
Acknowledge the message “Attendee has been prebooked for business event
type” by selecting Enter.
In the Prebook Attendance Data pop-up box, select the Cancel icon.

3-3 Execute the Attendee training history report for Michael Maier (personnel number
1900).
Activity group SAP_HR_TRAINDEV_SPECIALIST  Training and Event
Management  Info system  Reports  Attendance  Attendee’s
training history
Enter 1900 in the Attendee field.
Select the Execute icon.

(C) SAP AG HR050 63


Solutions

Unit: Personnel Development and Qualifying Actions


Topic: Development Plans

4-1 Sample of development plan items include:


Attending a business event
Staffing a position
Being deployed in an organizational unit
Spending time at a particular location

4-2 Create an individual development plan for Jose Vega for the Trainee Program
Administration model development plan starting on the first day of the current month.
Activity group SAP_HR_TRAINDEV_SPECIALIST  Personnel Development 
Planning  Individual development
Use the drop down menu to select Person if necessary.
Enter the personnel number of Mr. Jose Vega in the Person field, select the Trainee
Program Administration (50014923) in the Model Development Plan field and the
first day of the current month in the Planning start date field.
Select the Change icon.
4-2-1 Transfer all mandatory items associated with the model development plan to his
individual development plan and indicate that they are planned.
Select the Transfer Mandatory items button.
Set the status for mandatory item Economics as Planned.
4-2-2 Indicate that the Organization / planning item is planned for Mr. Vega.
Set the status for item Organization / planning as Planned.
4-2-3 Indicate that the Communication class item is completed for Mr. Vega.
Set the status for item Communication class as Completed.
Select the Save icon.

(C) SAP AG HR050 64


Solutions

Unit: Personnel Development and Qualifying Actions


Topic: Appraisal Systems

5-1 Prepare the appraisal for Jose Vega by Helena Camino.


Activity group SAP_HR_TRAINDEV_SPECIALIST  Personnel Development 
Settings  User Specific
5-1-1 Confirm that the Plan version is the Current Plan and that the Reporting
period begins with the first day of the current month and ends with December
31, 9999.
5-1-2 In the Appraisals portion of the screen, make sure Appraiser and Appraisee are
both set to Person.
5-1-3 Click the Permanent button.
Activity group SAP_HR_TRAINDEV_SPECIALIST  Appraisal system 
Appraisals  Create
Select the Appraisal by Manager (HR Classes) in the Appraisal model pop-up box.
5-1-4 Select Helena Camino (50991##) in the Manager (Appraiser) field.
5-1-5 Enter employee Jose Vega (50992##) in the Employee (Appraisee) field.

5-2 Perform the appraisal for Jose Vega.


Note: If you receive a message "unable to transfer data" change the default date to
begin in the current year (2000)
5-2-1 Select the Perform icon.
5-2-2 In the screen that appears next, enter ratings of your choice for the criteria and
criteria groups. Use the Possible entries function to do this.

5-3 Complete the appraisal for Jose Vega.


5-3-1 Select Complete. Go back to the general planning screen for your
organizational unit by selecting the Back icon.

5-4 Utilize the Report appraisal for Jose Vega for the appraisal type Appraisal (HR050)
and the status complete.
5-4-1 Select the appraisal model Appraisal (HR050).
5-4-2 Set the Object Type buttons to Person, and enter Helena Camino (50991##) as
the Appraiser and Jose Vega (50992##) as the Appraisee.

(C) SAP AG HR050 65


5-4-3 Enter any other selection criteria of your choice and the appraisal status
Completed.
5-4-4 Select Perform.

(C) SAP AG HR050 66


4

C om p ensation M an ag em ent

C ontents:
 C om p ensation M anagem ent Fu nctionality
 Job Pricing
 S alary Surveys
 B udgeting
 C om p onents of C om pensation Process
 C om p ensation Adm inistration
 Lon g Term In centives

 S A P A G 1999

(C) SAP AG HR050 1


4.2

Compensation Management: Unit Objectives

At the end of this unit, you will be able to:


 Describe the main Compensation Management
functions
 Display a budget structure
 Describe the components that make up the
compensation process
 Describe how the components of the
compensation process fit together

 SAP
 SAP AG 1999
AG

(C) SAP AG HR050 2


4.3

C ou rse O verview D iagram

1 C ourse O verview 9 Travel M anagem ent

2 N avigation 10 P ayroll

S tru ctures in Hu m an
3 R esources 11 R ecruitm ent

4 P erso nnel M anagem ent 12 P ersonnel C ost Planning

R eportin g an d
5 B en efits 13 M anager’s D esktop

6 D evelopm ent and T rainin g 14 E m plo yee Self-S ervice

7 C om pensation 15 AL E

8 Tim e M anagem ent 16 AS AP

 S A P A G 1999

(C) SAP AG HR050 3


4.4

Compensation Management: Business Scenario

 The Executive Board has decided to increase the


salary budget for the coming financial year.
 The Compensation Manager creates budgets for
the individual departments to ensure that the
department heads keep to the budget allocated.
 The department heads can determine the award
increases at the employee level during the salary
review.
 Long-term incentives can also be awarded.

 SAP AG 1999

(C) SAP AG HR050 4


4.5

Compensation Line Manager Role

SAP Easy Access

Favorites
Create sales order
Yahoo
Expenses
Spreadsheets
Activity group SAP_HR_COMP
Compensation management
Administration
Adjustments menu
Compensation Guideline
Long-term incentives
Job Pricing
Pay Scale Changes
Budgeting
Information system
Environment

 SAP AG 1999

 Compensation roles can include the Compensation Line Manager, the Compensation
Specialist or a Human Resource Administrative Clerk
 A line manager may work in any area of the company. Typical tasks for the line manager
would include budgeting, compensation administration, reporting and evaluating
compensation related data.
 The compensation specialist develops and directs the implementation of compensation
programs, such as salary and bonus programs as well as long-term incentives. The
compensation specialist has his/her own user menu that contains the tasks that he/she
typically performs.
 The Administrative Clerk performs all types of administrative tasks and data entry. The
compensation data typically covered in their user role would include maintaining personnel
records, maintaining compensation data, performing pay scale changes and running
compensation related reports.

(C) SAP AG HR050 5


4.6

Components in Compensation Management

Personnel
Development
Appraisal results
Payroll

Organizational
Management
Personnel
Who? Administration
- which department
- which jobs, What?
positions - Salary
- Bonus
Workflow Compensation
Management
- Approvals
How
- Activation
- Mass Maintenance
- Individual Maintenance
 SAP AG 1999

 Compensation Management uses information from different Human Resources components.


 Budgeting and compensation administration is performed for organizational units as well as for
employees.
 Compensation Management reads the employee's salary data from the Personnel Administration
component. This data is changed as a result of compensation administration. The Compensation
Management component can update the Basic Pay (0008) and the Additional Payments (0015)
infotypes.
 The changes made to an employee’s pay data are available in the Payroll component.
 Compensation Management can also use information stored in the Appraisal System (Personnel
Development) so that you can award performance-based compensation adjustments.
 Workflow can be used to support the approval and activation process for compensation
adjustments.

(C) SAP AG HR050 6


4.7

The Main Areas of Compensation Management

bP
Job Pricing
g

BU
BU O
O
BU
BU O
O

Budg
B tin
geti ng BU
BU O
O
BU
BU O
O
BU
BU O
O
BU
BU O
O

om
Co ensa
mpen on
sattiio n
n
Administratio

 SAP AG 1999

 The Compensation Management component controls and administers your organization's


compensation policies. This component provides a centralized view of the compensation
policies as well as a control mechanism to administer these policies. You can also use it to
perform compensation planning and budgeting and to perform decentralized compensation
administration.
 Compensation Management is made up of different areas
 Within Compensation Management, you can perform job pricing. Here you can store results
from external job evaluation systems and market surveys. You can use these results to generate
salary structures that you can then assign to the jobs and positions in your organization. You can
also use these results to determine the internal worth of your jobs and positions and to see
whether your salaries are competitive.

 You can assign evaluation points to your jobs and positions and use this data for reporting
purposes.
 Budgeting is used to plan and control how much is spent for compensation adjustments.
Budgets are assigned to organizational units. You can create budgets both centrally and
decentrally. You can roll up your budgets over the organizational units.
 Compensation Administration is used to distribute salary increases, shares, etc. to individual
employees according to guidelines that reflect a company’s compensation policy.

(C) SAP AG HR050 7


(C) SAP AG HR050 8
4.8

Job Evaluation Results

 Job evaluation Results (infotype 1050)


 Link to a job or a position
 Subtypes for multiple evaluation systems
 Points determine relative worth of each job/position
 Benchmark job indicator

 SAP AG 1999

 The Job Evaluation Infotype stores the results of job evaluation for all the jobs within a
particular job evaluation program.
 You can link job evaluation details to a job or a position.
 You can use Subtypes to differentiate among job evaluation programs such as a Hay Evaluation
program and an In-house program.
 You can specify the relative worth of a job/position using points
 You can allocate the job/position to a specific grade.
 You can specify that the job/position is a benchmark job.
 You can link your salary structures to your jobs/positions using the Planned Compensation
infotype (1005). The details for Basic Pay will default from this infotype when you assign an
employee to a job or a position.

(C) SAP AG HR050 9


4.9

Generating Salary Structures

Organization‘s
compensation
policy

Jobs

Salary structure

Positions

Survey data
Grades

Levels

 SAP AG 1999

 You can use the job pricing functionality to generate salary structures.
 To do this, you can, for example, use survey data. Simply link your jobs or positions to the
market value of a similar job listed in the survey using the Salary Survey Results (1051)
infotype. You can then use this information to build your salary structures which are stored in a
table.
 You can depict your compensation policy in the R/3 System, by assigning a planned
compensation type to your jobs and positions (via the Planned Compensation (1005) infotype)
in this infotype, you can assign your jobs and positions to a salary structure.
 You can store job evaluation results in the Job Evaluation Results (1050) infotype for jobs and
positions. You can store the results from different job evaluation systems and use evaluation
points to determine the relative value of your jobs and positions. You can also group your jobs
and positions into evaluation groups.
You can define certain jobs and positions as benchmark jobs.

(C) SAP AG HR050 10


4.10

Salary Survey Results

 Salary Survey Results (infotype 1051)


 Link to a job or position
 Identifies external market values
 Subtypes for multiple salary surveys

 SAP AG 1999

 The Salary Survey Results infotype stores the results of your salary surveys
 You can link salary survey results to jobs or positions
 Use Subtypes to store the results of multiple salary surveys, such as a Local salary survey and a
National salary survey.
 You can store the average base salary and the average basic bonus for every job within a salary
survey.

(C) SAP AG HR050 11


4.11

Budgeting

 Budgeting provides the basis for Compensation Administration


 Budgets finance organizational units
 Actual costs can be compared to budgeted costs
 The budget structure is a hierarchical structure
 Create budget structure analogous to organizational
structure
 Link to financed objects (organizational units)

BU
BU O
O

BU O
Budget/ Compensation/
BU O
Planned Actuals
BU
BU O
O

BU
BU O
O
UNI 400000 UNI 320000
BU
BU O
O

BU
BU O
O

 SAP AG 1999

 Budgeting provides the basis for Compensation Management because the Compensation
Management component uses the budget values created for the organizational units. You can
use these values to determine compensation adjustments (for example, salary increases,
bonuses, etc.) for the employees whose compensation is under review. If you exceed the amount
allocated in the budget, you get an error or a warning message.
 Budgets define the total amount of funds available to finance an organizational unit.
 Budgeting has a roll-up feature that allows you to use a bottom-up process to submit the budget
and a top-down process to approve the budget.
 You can create budgets in a hierarchical structure. You can create this structure analogous to
your organizational structure.
 The Budgeting component has two display options that you can use when you display and
change your budgets:
 Budget Distribution View
Displays the budget structures. You can only work with the budget objects in this view.
 Financing View
Displays the budget structure and the corresponding organizational structure. In this view, you
can assign financed objects to the budgets and determine what the budget units finance.

(C) SAP AG HR050 12


4.12

The Budgeting Process

 Create budget (planned)


BU
BU O
O

BU O
 Change budget
BU O

BU
BU O
O  Create relationships between budgets
BU
BU O
O  Relationships between budgets and
BU
BU O
O financed objects
BU
BU O
O  Revalue budgets
 Roll up budgets
 Check budgets
 Release budgets (Compensation
Administration can only use budgets
that have been released)

 SAP AG 1999

 Process Flow of the Budgeting Process


 To be able to see which budgets are subordinate and which budget is the root budget, you need
to create a budget structure. You can also use the structure to determine which budgets finance
which other budgets. You can generate your budget structure from your organizational
structure.
 You can copy both the relationships and the values. You can also extend the validity of a
budget..You can either enter amounts or quantities for the individual budgets or you can enter
the amounts/quantities for the subordinated budgets and then use the roll up function. If you
decide to use the roll up function, that is the bottom-up process for budget planning, the system
calculates what the superior budgets need to finance the subordinate budgets.
 You can now change the amounts by an absolute amount or a a percentage or both.
 When you run the consistency check, the system checks to see whether the budget amounts
assigned to the superior budgets and the root budget is sufficient to fund the subordinate
budgets.
 If there is a deficit, the system displays an error log. You can correct the errors directly from the
error log.
 When you have finished working through the error log and have rerun the consistency check to
make sure that your budget structure is now consistent, you can release your budget structure.
The Compensation Administration component can now use these budgets.

(C) SAP AG HR050 13


(C) SAP AG HR050 14
4.13

Components of the Compensation Process

Adjustment Reason

Adjustment Budget Type Eligibility Rules

Compensation Compensation
Guidelines
Area Component

Compensation
Category

Additional Long Term


Basic Pay
Payments Incentives
(IT 0008)
(IT 0015) (IT 0382)

 SAP AG 1999

 An adjustment reason determines why compensation is being planned and administered. The
adjustment is the actual change in compensation (for example, salary increase). An adjustment
reason can be linked to one or several adjustments. For example, the adjustment reason Salary
Review could be linked to the adjustments Bonus and Performance-based salary increase.
 You can assign eligibility rules to the adjustment reason (for example, to determine who is
eligible) and a budget type (specifies what type of budget it is).
 You assign the following to adjustments:
Compensation area (for example, a country or an organizational grouping)
Compensation component (types of compensation such as bonus, base pay)
Category (fixed, variable)
Guidelines (calculation methods used to calculate the adjustment. Guidelines can be based
on fixed amounts, percentages or you can use a matrix of up to three dimensions).
Which infotype is to be updated as a result of compensation administration.

(C) SAP AG HR050 15


4.14

Compensation Management: Infotypes

Compensation
Infotype
Categories

Fixed Basic Pay


(IT 0008)

Additional Long-term
Variable Basic Pay
Payments Incentives
(IT 0008)
(IT 0015) (IT 0382)

All Compensation Adjustments


(IT 0380)

 SAP AG 1999

 When you activate an adjustment, the system creates new infotype records for the employees
that received adjustments to their compensation. Which infotype records are created depends on
the compensation component:
 Adjustments that are fixed create a new Basic Pay (0008) infotype record.
 Adjustments that are variable create either a Basic Pay (0008), an Additional Payments (0015)
infotype record, or Long-term incentives (00382).
 The system creates a Compensation Adjustment (0380) infotype record per adjustment for each
employee. This infotype contains information on the adjustment and the compensation received.

(C) SAP AG HR050 16


4.15

Compensation Adjustment Details

 Validity date of adjustment


 How the effective date for the award is calculated

 Calculation data depends on compensation


adjustment

 Calculation base

 Guideline - optional

 SAP AG 1999

 When you define a compensation adjustment you specify the validity date of the adjustment,
how the effective date for the award is calculated, what wage types and guidelines are used in
the calculation and what results are produced.
 The effective date of the award can be based on a fixed date, such as 01 January; anniversary
date such as Date of entry or Date of birth; or user-defined for other criteria.
 When you specify how the award is to be calculated you specify the wage type that is to be used
as the calculation base.
 The wage type which is used as the calculation base can consist of one wage type or more than
one wage type. For example you may want to award your employees a percentage bonus based
on the 2 wage types Salary and Location allowance.
 You can specify if a guideline is to be used to calculate the result (optional).
 If the compensation adjustment is variable or stock you specify the calculation result. This is the
wage type that is created as a result of the award. This wage type is also displayed in the
Compensation adjustment infotype (0380) .

(C) SAP AG HR050 17


4.16

Compensation Adjustment Guidelines

 Guidelines determine how compensation


award is calculated
 Three types of guidelines
 Fixed
5% 400 UNI 100

 1, 2 or 3 dimensional matrix

- Grade
- Performance
- Length of service

 User-defined

External Criteria

 SAP AG 1999

 Guidelines are used by the system either to determine how a compensation award is to be
calculated or to set limits on calculation results.
 There are three predefined guideline types: Fixed, Matrix and User-defined.
 Fixed guidelines determine the average value that is to affect the employee. This could be a
monetary amount, a percentage or a number. The value can be used as a default and as a check
limit during the compensation administration process. As it is only a guideline the value can be
changed by managers and other users administering the compensation adjustments.
 Matrix guidelines use a one, two or three-dimensional matrix to establish how the award is to be
calculated based on one criterion, two criteria or three criteria. For example a merit award could
be based on the two criteria of employee performance appraisal results and employee grade.
 User-defined guidelines allow the customer to use other criteria when determining the award
amount. For example, the award could be based on external system data.
 Guidelines are optional.

(C) SAP AG HR050 18


4.17

M a tr ix G u id e lin e s

- 1 d im e n s io n
- 2 d im e n s io n s
- 3 d im e n s io n s

M a in ta in M a tr ix
S te p s in
m a tr ix M a tr ix D im e n s io n s E n tr y V a lu e s C a lc u la tio n v a r ia n ts
m a in te n a n c e
V a lid ity P e r io d
F ro m 0 1 .0 1 .1 9 9 8 to 3 1 .1 2 .9 9 9 9

 SAP AG 1999

 Multidimensional guidelines allow the calculation of salary adjustments based on different


criteria (maximum 3 criteria).
 Criteria delivered with the standard R/3 release:
Length of service
Position in the salary grade
Performance appraisal results
Age
 User-defined methods are allowed.
 Error control and monitoring are flexible
 Calculation of individual salary adjustments are based on multiple criteria
 Example:
 1.An employee who is with the company for less than 6 months and who has a performance
result of more than 80 points will get a merit increase of 3%.
 2.An employee who is with the company for more than 6 but less than 12 months and has also
a performance result of more than 80 points will get a merit increase of 4%.

(C) SAP AG HR050 19


4.18

Maintenance of Matrix Guideline

Maintain Matrix

Matrix Dimensions Entry Values Calculation variants

Matrix dimension 1 Performance Points

Matrix dimension 2 Seniority Months

Matrix dimension 3 Compa-ratio Percent

Maintain Matrix

Matrix Dimensions Entry Values Calculation variants

Adj. by difference
Absolute adjustment
Total amount adjustment
Other

 SAP AG 1999

 Setting up a matrix guideline requires the following steps:


 Specify administrative matrix data: compensation area, name, validity period
 Assign matrix dimensions
 Specify the possible entry values (single values or ranges)
 Specify the calculation variant
 Define dimension segments
 Maintain matrix values

(C) SAP AG HR050 20


4.19

Maintenance of Matrix Dimension Segments

Sample 3-Dimension Matrix: Rules for bonus adjustment

Performance Appraisal Length of Service Compa-


Compa-ratio
Results

Excellent 0-2 years Below midpoint


Above Average 3-5 years Equal to midpoint
Average 5-10 years Above midpoint
Below Average 10+ years
Poor

5 possible appraisal results (x) 4 possible l.o.s.( x) 3 possible compa-ratios


= 60 possible bonus combinations

 SAP AG 1999

 In order to establish a matrix guideline, segments have to be defined for each dimension.

(C) SAP AG HR050 21


4.20

Matrix Guidelines

Guidelines for employee who:


1. was rated “Very Good” on a performance appraisal
2. has been with the company for 1 year
3. is at the midpoint of the job’s salary range

Poor Average Very good Excellent


LOS Compa-ratio Default amount
Dimension 2 Dimension 3
0-2 years below 150.00
0-2 years at midpoint 140.00
0-2 years above 130.00
3-5 years below 200.00
3-5 years at midpoint 190.00
3-5 years above 180.00
6-10 years below 240.00
6-10 years at midpoint 230.00
6-10 years above 220.00
10+ years below 270.00
 SAP AG 1999

 After all the dimension segments are determined by the user, a default compensation
amount/percent for every possible combination of dimensions must be assigned.
 The defaults can be overwritten--you configure the conditional warning that the default is
overwritten.

(C) SAP AG HR050 22


4.21

Eligibility Rules and Groups

 A rule specifies the criteria for employee participation


in a compensation adjustment. Each rule uses criteria
such as:
 Hire date or length of service

 Number of hours worked

 Other: pay scale, pay grade, job, salary,performance

 User-defined

 Eligibility groups further define eligibility criteria within


an eligibility rule.

Rule Group Criteria

Bonus 12 month service

Bonus Executive 06 month service


 SAP AG 1999

 When you create a compensation adjustment such as a merit increase, you can then specify who
qualifies to participate in the adjustment. If everyone in your company qualifies for the
adjustment you do not need to set up any qualifying rules.
 If the compensation adjustment specifies qualifying criteria such as 3 months service you need
to set up a rule.
 Qualifying criteria includes data such as hire date or length of service, number of hours worked
and ranges for pay scale, pay grade, job, salary and performance details.
 For individual employees for whom you make an exception concerning qualifying criteria, you
can use the Compensation: employee eligibility infotype (0381). For example you may overlook
the 3 months length of service for some new employees.
 You can use eligibility groups if you have differing criteria for some groups of employees. For
example to qualify for a bonus let us suppose that everyone must have 12 months service, with
the exception of Executive employees who only need to have 6 months service. In this case you
set up 2 rules, one for the group Executive and one for the rest of the company.
 When you define a group you use a feature to link the group to your employees. You can use
the organizational assignment details such as employee subgroup.
 You can also employ user-defined criteria with a user exit.

(C) SAP AG HR050 23


4.22

Compensation Administration

Adjustment Selection
Adjustment reason
Org. structure
Salary review
Fixed increase

Compensation Adjustment via Org. Structure: Budget Overview

Adjustment reason Adjustment Budget Already distributed


Organizational unit

Salary review
Fixed increase 1000000 48000
Human Resources 50000 28000
Personnel Administration 20000 10000
Corporate Services 30000 10000

 SAP AG 1999

 To start compensation administration, choose an adjustment reason and the adjustments. Then
choose the organizational unit that you want to process and that already has a budget assigned to
it.
 The system displays a tree structure. The adjustment reason, the adjustments, the organizational
units, the budget, and, if relevant, the budget amounts already distributed are displayed in the
tree structure using different colors.
 You can choose the organizational unit from the tree structure to start compensation
administration.

(C) SAP AG HR050 24


4.23

Compensation Administration Entry Screen

Three Methods of Selecting Employees for


Compensation Administration

Processor View Organizational Ad Hoc Query


Unit

 SAP AG 1999

 On the initial compensation administration screen you have multiple ways to generate the list of
employees for compensation administration.
 The Processor View
 This method allows you to either select the employees in the organizational unit(s) for which
you are responsible. In this case, you probably hold the chief position in this organizational
unit. Alternatively, you can use this method to select employees belonging to other
organizational units, that is, an organizational unit from a structure in which you do not
appear.
 Organizational Unit
 This method allows you to select one or more organizational unit(s) directly by simply
entering the name or identifier of the organizational unit.
 Ad Hoc Query
 This method allows you to select employees or organizational units using other selection
criteria, for example, you may want to generate a list of all employees belonging to a
particular payroll area, or employee subgroup.

(C) SAP AG HR050 25


4.24

Compensation for Employees

Adjustment Fixed Increase: Employee List

PersNo. Name Position Supervisor …. Annual salary New salary

0022190 Eric Wong Rivero …. 5400 5650

0022320 Rosa Lee Rivero …. 5200 5600

0042329 Helga Martin Rivero …. 5400 5700

Apply guidelines Change by a percentage

Change directly

 SAP AG 1999

 Maintaining Compensation
 Once you have chosen an organizational unit, the system displays the employees in that
organizational unit. The department head does not appear in the list as he/she can only
distribute the budget for his/her employees and not for himself/herself.
 On this overview screen, you can select employees and maintain their compensation. You can
apply guidelines if you defined them when you configured your system.
In addition to this, you can increase the pay data by a percentage.
Finally, you can maintain the individual compensation adjustments directly for each
employee.
 Adjustments go through an approval process. Once you have maintained the compensation
adjustments for the employees that you are responsible for, you must submit these proposals
so that they can be approved and activated. When the adjustments are activated, the system
updates the employees' master data records.

(C) SAP AG HR050 26


4.25

Employee Information

Maintain Compensation Adjustment

Name Anja Mueller


EE Group 1 Active employee Per area 1300 Frankfurt
EE Subgroup DS Executive empl.. Cost center 2100

Organizational data Salary data Adjustments to historical data Job data

Superior
Name Alexander Nitzsche

Area assignment
Country grouping Germany
Compensation area 01

Organizational assignment
Organizational unit Human Resources
Job Director
Position Director of Human Resources
Cost Center Human Resources

 SAP AG 1999

 Compensation administrators and managers have information at their fingertips regarding:


 Organizational assignment
 Salary data and history
 Salary Survey data and Job Evaluation results
 appraisal results

(C) SAP AG HR050 27


4.26

Data Maintenance in Excel Display

Maintain Compensation Adjustments


Change by percentage

F ile Edit V iew I nsert Format E x tras D ata W indow ?

Z12533 11.11

Annual Compensation Review


Planning period 2000
Time unit annually

Name Status Calculation base Merit Increase Merit Increase Merit A


(UNI) Amount (UNI) Percentage rate Amoun
Alex Mundschenk Planned 156,000.00 6240.00 4.00
Christine Bock Planned 94,800.00 3792.00 4.00
Sharon Armstrong Planned 54,000.00 2160.00 4.00
8400.00 2.67
2.76

Table 1

Percentage exceeds upper limit of Merit increase %

 SAP AG 1999

 The Excel spreadsheet looks like this.


 For detailed information on the individual fields in the Excel spreadsheet, see the R/3 library.
 You generate a list of employees and have start the mass maintenance tools by clicking on the
Excel icon located under the list of employees.
 The system loads an Excel spreadsheet into the R/3 window that contains the employees, budget
data, calculation data, etc.
 You are ready to award these employees compensation adjustments. To do this, proceed as
follows:
 Apply the guidelines or increase the amounts by percentages (optional)
 Enter the adjustment amount or percentage for each employee per adjustment type.
 Choose refresh to update the data in the Excel spreadsheet, for example, so that you can see
how much budget you have left.
 If you are happy with your adjustments, choose the Back icon to upload the data back into the
R/3 system.

(C) SAP AG HR050 28


4.27

Workflow for Approval and Activation Process

Manager Department Head

• Submits adjustments

• Rejects adjustments

• Changes adjustments

• Approves adjustments
• Resubmits adjustments

• Activates adjustments

 SAP AG 1999

 Basic approval workflow for compensation administration process: Example


 The manager of an organizational unit plans the adjustments for his employees. Using
workflow, he sends this list to the department head (the holder of the chief position) of the
superior organizational unit.
 The department head receives the proposed adjustments for approval. If she approves them,
the adjustments are sent to the personnel administrator for activation. If the submitted
adjustments are rejected they are sent back to the manager

(C) SAP AG HR050 29


4.28

Long- term Incentives

 Long-term incentive
administration
 Granting
 Exercising
 Expiring / forfeiting
 Canceling
 Life events

 SAP AG 1999

 Long-term incentives can be distributed to your employees. The Compensation Management's


Long-term Incentives (LTI) functionality allows you to:
 Grant awards/options
 Define vesting rules and schedules
 Exercise options
 Perform canceling and forfeiting
 Let awards/options expire
 Process life events

(C) SAP AG HR050 30


4.29

Compensation Management: Unit Summary

You can now:

 Describe the main Compensation Management


functions
 Display a budget structure
 Describe the components that make up the
compensation process
 Describe how the components of the
compensation process fit together.

 SAP AG 1999
 SAP AG

(C) SAP AG HR050 31


4.30Exercises

Unit: Compensation
Topic: Compensation Administration

At the conclusion of this exercise, you will be able to:


 Change your role to Compensation Specialist
 Create a budget
 Administer a bonus and performance award
 Review awards

The department head has decided to award the members of their


department with a bonus and performance increase for all of their
hard work.
As the compensation specialist, you will need create budgets, and
administer/review the awards granted to the ##-Administration
department..

1-1 Change your role to SAP_HR_COMP-SPECIALIST.

1-2 Give the ## Administration a 1999 Bonus budget. Release the budget for distribution.

1-3 Create another budget for a 1999 Merit budgets. Release the budget for distribution.

1-4 Perform a bonus adjustment and a performance adjustment for the ##-
Administration department. Submit, approve and activate the adjustments.

1-5 Review the benefits data created in the enrollment process.


1-5-1 Review the Basic Pay records for Mr. Vega.
1-5-2 Review the Additional Payments records for Mr. Vega.

(C) SAP AG HR050 32


4.31Solutions

Unit: Compensation
Topic: Compensation Administration

1-1 Change your role to SAP_HR_COMP-SPECIALIST.


1-1-1 Select the Other menu button in the SAP Easy Access menu.
1-1-2 Select the Find icon.
1-1-3 Enter SAP_HR_COMP-SPECIALIST in the Find field.
1-1-4 Select the Find icon again.
1-1-5 Select the SAP_HR_COMP-SPECIALIST.
1-1-6 Select the Copy/Enter icon.

1-2 Give the ## Administration a 1999 Bonus budget.


Activity group SAP_HR_COMP-SPECIALIST  Compensation Management 
Budgeting  Structure  Create
1-2-1 Create a new budget for Bonus
Select Budget Ttype Bonus Budget
Select Budget Pperiod name 1999
For the Budget unit abbreviation, enter ## Admin
For the Budget unit name, enter ## Administration Bonus
Select the Display option Budget Distribution
Select the Create Icon
1-2-2 Give your budget UNI to distribute
Place your cursor on the 0.00 under the label Total Budget
Select the overwrite budget icon
In the new budget amount, enter 15000, and select Save
1-2-3 Assign your budget to your organizational unit
From the menu, select Goto  Financing
Place your cursor on your budget
Select the icon for Assign financed units
From the pop-up, select your organizational unit ## Admin
Select cContinue / eEnter

(C) SAP AG HR050 33


1-2-4 Release your budget for distribution
Select your budget, and from the menu, select Budget structure  Set
status  Released
In the confirmation, select yYes.
Exit

1-3 Create another budget for a 1999 Merit budgets.


Activity group SAP_HR_COMP-SPECIALIST  Compensation Management 
Budgeting  Structure  Create
1-3-1 Create a new budget
Select Budget Type Merit Budget
Select Budget Pperiod name 1999
For the Budget unit abbreviation, enter ## Admin
For the Budget unit name, enter ## Administration Merit
Select the Display option Budget Distribution
Select the Create Icon
1-3-2 Give your budget UNI to distribute
Place your cursor on the 0.00 under the label Total Budget
Select the oOverwrite budget icon
In the new budget amount, enter 15000, and select Save
1-3-3 Assign your budget to your organizational unit
From the menu, select Goto  Financing
Place your cursor on your budget
Select the icon for Assign financed units
From the pop-up, select your organizational unit ## Admin
Select cContinue / eEnter

1-3-4 Release your budget for distribution


Select your budget, and from the menu, select Budget structure  Set
status  Released
In the confirmation, select yYes.
Exit

(C) SAP AG HR050 34


1-42 Perform a bonus compensation adjustment and a performance adjustment for the ##-
Administration department.
Activity group SAP_HR_COMP-SPECIALIST  Compensation Management 
Administration  Adjustments menu
Enter the Planning period for 1999, HR Class Compensation Review in the Reason
field and leave the Type field blank.
Enter the Planning period for next year, Bonus in the Reason field and
Year end bonus in the Type field.
Select employees using the Organization unit of the ##-Administration.
Select the Perform Compensation adjustments icon.
1-4-1 Apply the bonus
Select the Perform Compensation adjustments icon.
Select Year end bonusBonus Plan in the Detail data for adjustment types section.

Select all employees in the organization unit in the Employee section.


Select the Change by percentage button.
Enter 10 in the Percent rate field in the Define default: Input pop-up box and select
Continue/Enter.
Select the apply guidelines icon.

1-4-23 Give the ##-Administration department a merit performance increase for the
upcoming year.1999 performance.
Activity group SAP_HR_COMP-SPECIALIST  Compensation Management 
Administration  Adjustments menu
Enter the Planning period for next year, Salary review in the Reason field and Annual merit
review in the Type field.
Select employees using the Organization unit of the ##-Adminstration.
Select the Perform Compensation adjustments icon.
Select Annual merit increasePerformance Increase in the Detail data for adjustment types
section.
Select all employees in the organization unit in the Employee section.
SSelect elect the Change by percentage button.
Enter 5 in the Percent rate field in the Define default: Input pop-up box
and select Continue/Enter.
Acknowledge the message “Percentage increase carried out” by selecting
Enter.
Select the Save icon.

(C) SAP AG HR050 35


1-4-3 Submit, approve and release the compensation adjustments (for the sake of
the exercise, we will process the adjustments quickly through the statuses.
In the workplace, this would be a slower step-by step process)
From the menu, select Adjustment  Set status  Submit
From the menu, select Adjustment  Set status  Approve
From the menu, select Adjustment  Set status  Activate

1-54 Review the data created in the compensation process.


1-5-14- 1 Review the Basic Pay records for Mr. Vega.
From the Favorites menu select: Maintain Master Data
Enter personnel number 50992## in the Personnel no. field.
Select the Gross / Net payroll tab.
Select the entry for Basic Pay.
Select the Display icon.
Review the data and select the Back icon.
1-54-2 Review the Additional Payments records for Mr. Vega.
Select the Gross / Net payroll tab.
Select the entry for Additional Payments.
Select the Display icon.
Review the data and select the Back icon.

(C) SAP AG HR050 36


5

Time Management

Contents:
 Basic Elements of Time Management
 Time Recording
 Time Evaluation
 Shift Planning
 Cross-Application Time Sheet
 Incentive Wages

 SAP AG 1999

(C) SAP AG HR050 1


5.2

Time Management: Unit Objectives

At the conclusion of this unit, you will be able to:

 Describe the basic elements of Time


Management
 Record time data
 Describe an example of Time Evaluation

 Determine requirements and plan shifts

 Describe the Cross-Application Time Sheet

 Describe concept of Incentive Wages

 SAP AG 1999

(C) SAP AG HR050 2


5.3

Course Overview Diagram

1 Course Overview 9 Travel Management

2 Navigation 10 Payroll

Structures in Human
3 Resources 11 Recruitment

4 Personnel Management 12 Personnel Cost Planning

Reporting and
5 Benefits 13 Manager’s Desktop

6 Personnel Development 14 Employee Self-Service

7 Compensation 15 ALE

8 Time Management 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 3


5.4

Time Management: Business Scenario

 In this scenartio, a time administrator records only


exceptional time data, such as illness and leave,
centrally at headquarters. This can also be done in
a decentalized manner. Leave is deducted from
a leave account.
 Employees working in the production area
enter their working times at time recording
terminals. These times are evaluated in the
R/3 System.
 Employees’ shifts are scheduled based on
predefined requirements for various departments
of your enterprise.
 Employees in the field use the Cross-Application
Time Sheet to record their data.

 SAP AG 1999

(C) SAP AG HR050 4


5.5

Basics of Time Management: Topic Objectives

At the conclusion of this topic, you will be able to:

 Outline the work schedule


 Describe how to assign the work schedule
to the employee
 List the two basic Time Management methods

 SAP AG 1999

(C) SAP AG HR050 5


5.6

Time Administrator Role

 SAP AG 1999

 Time Recording Administrator


 This administrator performs daily time-related tasks concerning employees, including entering
and maintaining time date, performing attendance checks, and processing messages from time
evaluation.

(C) SAP AG HR050 6


5.7

Time Management: Overview

Recording... …. evaluating ….using working times


Self-Service Time sheet Time Accounts Capacity
Applications Planning

Personnel/
Time Administrators
Training
&
Event
Working time provisions, Management
Attendances / Absences,
Availabilities and
Substitutions
Cost Assignment
Incentive Wages
Time Recording and
Terminals Payroll Accounting
Activity
Allocation
 SAP AG 1999

 Work performed by employees and employee availability are essential elements within an
enterprise for a human resources system. This information is also relevant for other areas, such
as Controlling and Logistics, and is a factor that influences enterprise-wide decisions.
 R/3 Time Management allows you to display and record working times flexibly.
 Information on working times is used to calculate gross wages in R/3 Payroll Accounting.
 Several options are available for recording working times, including a central time sheet, online
menus, time recording systems, and Employee Self-Service (ESS) applications.
 You can manage time accounts (such as leave, flextime) manually or automatically.
 Working times can be used for activity allocation in Controlling. Costs generated by the
working times can be assigned according to their source in Controlling.
 Information from R/3 Time Management is used in R/3 Logistics to determine employees’
availability for capacity requirements planning.
 You can determine work requirements for the enterprise and plan employee shifts.
 You can generate time tickets automatically using postings from Plant Data Collection (PDC).

(C) SAP AG HR050 7


5.8

Integration with Other Components

Time Sheet

Logistics Accounting
Master Data

PM
PS CS Time Management
Confirmations CO
Attendances/Absences

Activity
Capacity Planning Personal Work Schedule Allocation
Order Scheduling Shift Planning
Cost
Assignment
Time Evaluation
MM-
MM-
SRV

Work/Services Personnel Time Work Time


Perfomed Events Events FI

Incentive Wages
Time Tickets
PP
PI Balance Sheet
Time Recording and Sales
Confirmations Systems Payroll Revenue Accounts
 SAP AG 1999

 The graphic above provides an overview of the entire R/3 Time Management system.
 R/3 Time Management is integrated directly and indirectly with other Human Resources
components, as well as with various R/3 components in Logistics and Accounting .
 Examples:
 Working times recorded using the time sheet are transferred to R/3 Time Management as
attendances. The attendances can be used for activity allocation in Controlling or processed
further in R/3 Time Evaluation. In R/3 Time Evaluation, time balances and wage types are
generated and made available to R/3 Payroll. The payroll results are transferred to R/3
Accounting.
 Employee attendances and absences are used to determine employee availability as part of
capacity requirements planning in R/3 Logistics.
 Working times recorded using time recording systems appear in R/3 Time Management as
personnel time events and are processed in R/3 Time Evaluation. The wage types generated
are made available to R/3 Payroll.

(C) SAP AG HR050 8


5.9

Work Schedules (1)

Calendar

6 7 13 14 20 21 27 28

Working time

Shift work Flextime


6.00 a.m. - 2.00 p.m. 7.00 a.m. to 6.00 p.m.

 SAP AG 1999

 The employee work schedule is an integral part of R/3 Time Management containing the
planned specifications for employee working time.

(C) SAP AG HR050 9


5.10

Public Holiday Calendars

1999

Public Holidays Pub. Holiday Calendars


New Year’s Day AR Argentina
Epiphany AT Austria PS Grouping
Good Friday CA Canada Headquarters
Easter Sunday DK Denmark
Easter Monday GE England and Wales
National holiday MX Mexico MX Mexico

Change/Add Public Holidays


with fixed date
with fixed day from date
relative to Easter
is Easter Sunday
is a floating holiday
 SAP AG 1999

 The standard R/3 System already contains public holiday calendars that include regional public
holidays. You can change existing and define new public holidays in the public holiday list. In
addition, you can change existing or define new public holiday calendars. You assign a public
holiday calendar to a personnel subarea.
 Public holidays are taken into account when determining bonuses or calculating leave, for
example.

(C) SAP AG HR050 10


5.11

Work Schedules (2)

Daily Work Schedule Public Holiday Calendar


OFF Off Period Work Schedule January
L Late 1F New Year‘s Day
E Early L L 2S
L 3S
Off
4M
L Off
Planned 5T
working hours = 8.00
6W
Planned L E
working time = 6:00 a.m. - 7T 2000

3:00 p.m. Off 8F


E
Break = 1 hour
Off E
Work Schedule E E

12/30 12/31 1/1 1/2 1/3 1/4 1/5 1/6 1/7 1/8 1/9 1/10
... L L L OFF OFF E E E E E OFF OFF ...
New Year’s
Day
 SAP AG 1999

 An employee’s planned working time is represented in a work schedule. The work schedule is
generated from a period work schedule and a public holiday calendar. The period work schedule
comprises a set sequence of daily work schedules. The daily work schedule contains
information on a day’s working time including breaks. The sequence can reflect regular and
variable working times. The period work schedule is applied to the calendar, taking into account
specifications in the public holiday calendar. The work schedule rule encompasses all the
specifications required to define the work schedule.
 The work schedule is used as the basis for time data evaluation.
 Examples:
The work schedule shows how many hours salaried employees must work to be entitled to
their full salary. Depending on the specifications defined for the individual employee, any
additional hours worked are identified as overtime in R/3 Time Evaluation.
If you only record deviations to the work schedule, planned working time is used as the
basis for time evaluation.
 You assign a work schedule to an employee in the Planned Working Time infotype (0007)
using work schedule rules.

(C) SAP AG HR050 11


5.12
Planned Working Time and Time Management
Status

Work schedule rule When must the employee work?


Example: FLEX

Daily working hrs 7.50


Weekly working hrs 37.50
Monthly working hrs 163.00
Annual working hrs 1,957.50
Weekly work. days 5.00

Time Mgmt status Is the employee included in


time evaluation?
evaluation?

Time Management status 1 Time eval. (act)

 SAP AG 1999

 Employee planned working time is assigned in the Planned Working Time infotype (0007)
using work schedule rules.
 Planned working time is defined in a business environment as the daily working period from
start to end time, excluding breaks. By defining the planned working time for your employees,
you determine how long they must work in your enterprise on a daily basis.
 The Time Management status determines whether an employee‘s working times are processed
in R/3 Time Evaluation or in R/3 Payroll.
 Examples of Time Management status:
0 - No time evaluation (processed in R/3 Payroll)
1 - Time evaluation (actual)
2 - PDC time evaluation
3 - Time evaluation (planned)
8 - External Services
 If you do not specify a Time Management status or specify the status No time evaluation for
employees, they are not included in time evaluation. Their time data is processed in R/3 Payroll.
 Information on working time specific to a particular employee is represented in his or her
personal work schedule. The personal work schedule contains the deviations from and
exceptions to an employee’s working time that have been recorded

(C) SAP AG HR050 12


5.13

Recording Time Data

Method #1: Record only deviations


from the work schedule

Work schedule =
Doctor’s appt 11:00 14:00 2.5 hrs actual and
planned

Method #2: Record all times

Attendance 08:00 11:00 3 hrs Recorded times =


Doctor’s appt 11:00 14:00 2.5 hrs actual
Work schedule =
Attendance 14:00 17:00 3 hrs planned

 SAP AG 1999

 You can use two different methods to record employee time data in the R/3 System:
1. Record only deviations from the work schedule
In this method, you record time data for employees when their working times deviate from
those assigned in their work schedules. You can record employee data, such as an employee
illness, schedule and record substitutions, and enter an employee‘s standard annual leave.
2. Record all actual times
In this method, you record all actual times, that is all types of ocurrences such as the hours an
employee actually worked. There are two ways to record actual times:
 Automatic recording
You can record actual times using separate time recording systems. The data is then uploaded
to the R/3 System, where it is processed in R/3 Time Evaluation.
 Manual recording
You can also record actual times manually in the Attendances infotype (2002).

(C) SAP AG HR050 13


5.14

Time Recording: Topic Objectives

At the conclusion of this topic, you will be able to:


 Describe the different methods for
recording time data
 Record employee time data in the R/3 System

 SAP AG 1999

(C) SAP AG HR050 14


5.15

Processing Time Data

Work Schedule
Early
Normal
Night

+ Personnel Time Data


Overtime

Change in
Business planned
trips, work working
Absences
performed time
Substitutions
Attendances

 SAP AG 1999

 Valuation and remuneration of employee working time is based on time data recording.
 If you want to record deviations from or exceptions to an employee‘s work schedule, you can
use time infotypes.
 Examples of employee time data are hours worked, leave and illness, overtime, substitutions,
and business trips.

(C) SAP AG HR050 15


5.16

Recording Data in Time Management

Internet
Workflow

Time Sheet
Employee Self-Service

Single screen
Fast entry
List entry
Calendar

Time Recording Terminals


Time Administrator

 SAP AG 1999

 To record employee times in R/3 Time Management, such as hours worked, business trips,
leave, or substitutions, you can use a variety of systems and methods, such as:
Online by time administrators
Separate time recording systems
Cross-Application Time Sheet (CATS)
Employee Self-Service (ESS) applications, such as Internet Application Components
(IACs), Workflow forms, or touch screen systems
Customer systems with an interface to the R/3 System
 Time data, such as listed above, is stored in infotypes. A personnel or time administrator records
this data in various ways:
Single screen: Records data for one employee
Fast entry: Record sdata for several employees
List entry: Records multiple records for one infotype for one employee
Calendar: Records infotypes for one year (annual calendar), one month (monthly calendar),
or one week (weekly calendar)

(C) SAP AG HR050 16


5.17

Using Time Recording Systems

tem
Syysste
ingg S mss
imee R
TTim rdin
Reeccoord
Access Access
Control: Control:
Area Entrance Area Exit

Clock-in Start of End of Clock-out


time off-site work off-site work time
08:00:00 10:00:00 14:00:00 17:00:00

imee
TTim
on
Evvaluaatition
E a lu 2 hours 4 hours 3 hours

 SAP AG 1999

 The most common way for employees to enter their own working times is by using time
recording systems. Using time recording systems considerably lessens the burden on personnel
departments and time administrators.
 Time recording systems enable you to record attendance times automatically.
 Employees record the following information using a time recording system:
Arrive at work
Have a break (optional)
Work off-site (optional)
Leave work
 Employees can also record certain absences, generating locked absence records for approval by
time administrators when they process the records later.
 You can implement access control to prevent unauthorized employees entering sensitive
production areas.

(C) SAP AG HR050 17


5.18

Required Infotypes in Time Management

Planned
Working Time
11
12
1
10 2
9 3
8 4
7 6 5

Org. Assignment

Time Recording
Info
Personal Data

Name
Date of birth
Employees

Absence
Quotas
Always required

For time evaluation only

 SAP AG 1999

 In R/3 Time Management, there are certain infotype records that you must create for every
employee. Time management data is stored in the same master data records used by other HR
areas, such as R/3 Payroll Accounting or R/3 Personnel Planning and Development.
 The following infotypes are required for integration between the Time Management and HR
Master Data components:
Organizational Assignment (0001)
Personal Data (0002)
Absence Quotas (2006)
Planned Working Time (0007):
You must have entered the appropriate Time Management status, determining whether the
employee‘s time data is processed in R/3 Time Evaluation or in R/3 Payroll Accounting.
Time Recording Info (0050):
This infotype is used in R/3 Time Evaluation. It can contain interface data on the subsystem
and additional data on the employee that is relevant for time evaluation.

(C) SAP AG HR050 18


5.19

Attendances/Absences

Manage
time
Entitlement accounts
n days
Attendances

Payment Determine
salary/
wages

Compile
Absences statistics

Statistics
 SAP AG 1999

 Employee attendances can be business trips, participation in seminars, hours worked, or


teaching a training course, for example. Attendances are stored in the Attendances infotype
(2002), which is subdivided into various attendance types (subtypes).
 Employee absences are leave, or illness, for example. Absences are stored in the Absences
infotype (2001), which is subdivided into various absence types (subtypes).
 Different attendance or absence types activate different entry screens.
 Attendances and absences can be partial-day, full-day, or for several days. You determine this
in Customizing.
 Attendances and absences can be deducted from entitlements (quotas), for annual leave,
approved overtime, or further training, for example. Some attendances and absences can
influence an employee’s remuneration; others have a purely statistical function.

(C) SAP AG HR050 19


5.20

Absence Type: Leave

Create

Pers. no. 0021903


Valid 06/10/1999 To 06/20/1999
Absence type XXXX Leave
Absence hours 50.00
Absence days 7.00
Calendar days 11.00
Quota used 7.00 days

s
- 7 days e Quota
enc
Abs pe 2006
Entitlement ty
Info
15 days

 SAP AG 1999

 The absence type Leave is a subtype of the Absences infotype (2001).


 Absence hours and absence days are calculated on the basis of an employee’s personal work
schedule.
 The calendar days are the number of days between the start and end date in the leave record.
 The quota used is the number of days or hours deducted from an employee‘s leave entitlement.
 Note:
You can only save this absence type if there is sufficient quota available. You can determine
leave entitlement for all employees at once using the report RPTQTA00 (Generating Absence
Quotas).

(C) SAP AG HR050 20


5.21

Workflow: Leave Request

Employee Superior Administrator

• Submits leave request


• Rejects request

• Changes request
• Approves request • Checks,
corrects, and
• Receives notification approves
request

• Receives notification • Checks and


of unsuccessful posting rejects request

 SAP AG 1999

 Enter leave request: Employee submits a leave request using the company intranet.
 Approve or reject leave request: Employee’s superior receives a work item via the intranet.
He or she can approve or reject the leave request:
 Leave request was rejected: Employee receives an e-mail informing him or her that the
request was rejected. By processing the work item, he or she can change or delete the leave
request. If the request is changed, the approval process is triggered again.
 Leave request was approved: An absence record (infotype 2001) is created in the background
with the approved data.
 Absence record cannot be posted: The administrator receives a work item for error handling
in the R/3 System. The administrator checks the situation – if the error can be corrected, he or
she approves the leave request; if the absence cannot be posted, he or she rejects the leave
request.
 Confirmation: The person who submitted the request is informed via the intranet whether the
leave request was approved or rejected. The superior is informed if the leave request was
rejected.
 For more information, see the SAP Library:
Basis  Business Management (BC-BMT)  SAP Business Workflow (BC-BMT-WFM) 
Reference Documentation  BC- Workflow Scenarios in Applications  SAP Business
Workflow  PA - Personnel Management: Workflow Scenarios  Edit Leave Request

(C) SAP AG HR050 21


5.22

Absence Type: Sickness

Create

Pers. no. 0021903


Valid 05/10/1999 To 05/20/1999
Absence type YYYY Sickness
Absence hours 60.00
Absence days 8.00
Calendar days 11.00
Payroll days 7.00

 SAP AG 1999

 You record and maintain the absence type Sickness as a subtype of the Absences infotype
(2001). You can enter days or hours, taking into account the validity period of the illness record
and information from the employee’s monthly work schedule.
 Note:
Depending on the country-specific laws, you may require additional information on incapacity
to work. You can enter this information in additional fields and screens.

(C) SAP AG HR050 22


5.23

Attendance Type: Business Trip

Create

Pers. no. 0021903


Valid 10/18/1999 To 10/19/1999
Absence type 0400 Business trip
Absence hours 16.00
Absence days 2.00
Calendar days 2.00
Payroll hours 16.00

 SAP AG 1999

 The attendances you record in the Attendances infotype (2002) specify and detail an employee’s
work schedule. You can record an employee’s participation in a seminar, working hours, or
overtime, for example. If you do not have time recording systems in operation, you use this
infotype to record your employees’ actual times.
 A business trip is another example of an attendance. The employee is not at his or her desk, but
is still performing work for your enterprise.
 When you record attendances, you can use a subsequent screen to enter a different payment
(premium, different pay scale group, and so on) for the attendance you have recorded.
 You can:
 Assign the attendance to a cost center, if this is different from the master cost center,
 Assign the attendance to an order,
 Or you can specify a sender and receiver cost center and an activity type for activity
allocation in Controlling, if required.
 Note: Some attendances reduce quota entitlements (approved overtime, for example).
Entitlements to such attendances are stored in the Attendance Quotas infotype (2007) for the
attendance.

(C) SAP AG HR050 23


5.24

Overtime

Different Payment Cost Assignment


Premium Cost center
Pay scale group/level Order
Extra pay... ...

 SAP AG 1999

 Overtime is defined as any hours that an employee works over and above the planned working
time defined in his or her daily work schedule. You can record overtime hours in the Overtime
(2005) or Attendances (2002) infotypes.
 You only record overtime hours in the Overtime infotype (2005) if you record deviations from
the work schedule exclusively. You can record overtime for one or several days and overtime
breaks in this infotype. For records spanning more than one day, you can define whether the
record may be assigned to the previous day using the previous day indicator.
 You can determine whether overtime is payed or compensated with time in lieu by specifying
the overtime compensation type in the Attendances (2002) and Overtime (2005) infotypes.
 You can use a subsequent screen to enter a different payment (premium, different pay scale
group, and so on) for overtime recorded, as for attendances. On another screen, you can enter an
account assignment for the overtime reflecting the cost center, if this is different to the master
cost center, or the order.
 If you have R/3 Time Recording implemented, overtime is calculated automatically from the full
actual times. In R/3 Time Evaluation, you can process different types of overtime calculation
(daily, weekly) and approval (for individual employees, dependent on work schedule, general).

(C) SAP AG HR050 24


5.25

Substitutions

New Daily Work Schedule


Individual Working Time

10
11
12
1
2
E
11
12 9 3
1
10 82 4
9 37 6 5
8 4
7 6 5

Different Payment
According to
New Work Schedule Rule Position

Early
Normal
Night

 SAP AG 1999

 Employees performing activities that require them to work hours other than those defined in
their work schedules constitutes a substitution. You can record the following substitutions in the
Substitutions infotype (2003):
 Individual working time: For changes to the planned working time that cannot be reflected in
(daily) work schedules. You enter the start and end of work individually with clock times. The
original planned working time is overwritten.
 New daily work schedule: For day-to-day changes to the planned working time, replacing an
employee‘s original planned working time.
 New work schedule rule: For long term changes to the planned working time. You can assign
the work schedule rule of the employee to be substituted by entering his or her personnel
number. The work schedule of the other employee is then applied and the original planned
working time is overwritten.
 Different payment (according to another position): For different payment according to a
position that specifies the intended payment. In this case, the planned working time is not
overwritten, unless you combine this substitution with one of the other substitution types.
 You can use a subsequent screen to enter a different payment (premium, different pay scale
group, and so on) for the substitution recorded. On another screen, you can enter an account
assignment for the substitution that reflects the cost center, if this is different to the master cost
center, or the order.

(C) SAP AG HR050 25


(C) SAP AG HR050 26
5.26

Collision Checks: Examples

Example 1:

Illness record created


05/15/XX - 05/25/XX
+
Leave record “delimited”
05/10/XX - 05/14/XX

05/10/XX - 05/20/XX 05/15/XX - 05/25/XX

Example 2:
Error Message:
Leave record cannot
be created
+
Illness record remains
unchanged
06/06/XX - 06/22/XX

06/02/XX - 06/22/XX 06/12/XX - 06/18/XX


 SAP AG 1999

 When recording time data, time data records frequently overlap one another. These
overlappings are called collisions in the R/3 System.
 When you enter a new time data record, the system checks if other records have been recorded
for the employee for the same time period. Collision checks prevent data records that conflict
with one another from co-existing in the system.
 When collisions appear, the system reacts by issuing a warning or error message, or by
delimiting the old record.
 Note:
You can define collisions for all time infotypes in Customizing.

(C) SAP AG HR050 27


5.27

Annual Calendars and Monthly Calendars

Year Month

Change Annual Calendar Change Monthly Calendar

Pers. no. 0021903 Denise Smith Pers. no. 0021903 Denise Smith

January H H H H H Monday Tuesday Wednesday...


February Flex **** Flex

March K K K K K HA VMA A

April
May
... ...

 SAP AG 1999

 In the calendar overview screen, you can display and maintain an employee‘s time data.
 The annual calendar provides an overview of all absences and attendances for a 12-month
period.
Each day is represented by a one-character input field
Attendances and absences are represented by a one-character identification code
(abbreviation)
If the codes are ambiguous (if you use different leave types, for example), the system
requires you to specify the subtype.
 The monthly calendar provides an overview of all time infotypes for an employee for one
month. It displays the daily work schedules assigned via work scheduling and, if necessary, any
exceptions to them. The monthly calendar enables you to maintain other time infotypes in
addition to attendances and absences. You can branch to the list entry screen and choose the
appropriate identification code for attendances and absences, as for the annual calendar.

(C) SAP AG HR050 28


5.28

Weekly Calendar

Week

Maintain weekly calendar

Monday Tuesday Wednesday Thursday ...


09/13/99 09/14/99 09/15/99 09/16/99
Standard 8.00 8.00 8.00 8.00
Rec. hrs 2.5 0.0 0.0 0.0
Rem. hrs 5.5 8.0 8.0 8.0

Start End Hrs Frm To Type An./Abw.


Att./abs. Cost center
09/13/99 09/13/99 2.5 11:00 14:00 ABCD Dr’s appt 0021903

 SAP AG 1999

 If you want to record absence and attendance information in more detail than the annual and
monthly calendars allow, you can use the weekly calendar screen. You can enter different
account assignments for the attendances and absences recorded on a weekly basis.
 The overview displays the standard hours defined in the daily work schedule. If required, you
can also display recorded hours, and attendance or absence hours.

(C) SAP AG HR050 29


5.29

Time Recording for Multiple Persons

 Flexible selection
of employees
 Flexible selection
of time data entries
 Planned working time
 Actuals: attendances, absences
 Premiums, additional hours
 Message log

 SAP AG 1999

 In many industries, employees planned and actual working times can fluctuate, making it
necessary for working times to be recorded manually. A time administrator can enter this for
employees if employees do not do this themselves via a subsystem.
 In order to respond to this need, the report RPTENT00, includes a new data entry screen which
allows Time Recording for Multiple Persons and Infotypes. You can use this report to record
and correct the following types of time data (infotypes) for several persons on the same screen:
Absences in Absence infotype (2001), including quota deductions.
Attendances in Attendance infotype (2002)
Substitutions in Substitutions infotype (2003)
Employee Remuneration Info in the EE Remuneration Info infotype (2010)
Control data for time evaluation and time transfer specifications in the Time Transfer
Specifications infotype (2012).

(C) SAP AG HR050 30


5.30

Quota Overview

Organizational data Accrual information

Absence quotas Attendance quotas

 SAPAG1999

 The quota overview provides


 A clear overview of an employee’s current absence entitlements
 Detailed information on quota entitlements that have been generated automatically
 The option of correcting quota entitlements manually
 A simulated projection of future quota entitlements
 A printed overview of the projected quota entitlements
 A telephone function, making it easier to communicate with employees.

(C) SAP AG HR050 31


5.31

Time Evaluation: Topic Objectives

At the conclusion of this topic, you will be able to:

 Describe the concept of time evaluation


 List the infotypes required for time evaluation
 Correct errors
 Access a time statement list

 SAP AG 1999

(C) SAP AG HR050 32


5.32

T
i
m e
Eva
l
u a
ti
o n
:Ov
er
vi
ew

.
..3
/
303
/3
14/
014
/0
2 0
8:
00Cl
o c
k-
in
L L LO
FF 1
4:
00Cl
o c
k-
out
E
mpl
oye
e M
ee
ti
n g
1
4:
00-1
7:0
0D o
cto
r
M
as
t
er D
at
a
W
or
k S
ch
ed
ul
es T
i
m e
Rec
or
din
g

T
i
m e
Eva
l
u a
ti
o n

T
i
m e
Wag
eTy
pe
s M
es
sa
ge
s E
mpl
o y
ee
s’T
i
m e
Sta
te
men
t

P
ay
ro
ll T
i
m e
Acc
oun
t
s

SA
PAG
19
99

 In the SAP HR system, the term “time evaluation” is used to describe the evaluation of
employees’ attendances and absences using a report..
 Front-end time recording systems are often used to record actual data. Employees use these
systems to record their start and end times (actual working times) electronically using a time
recording ID card. This data is then fed into the HR System and processed by time evaluation.
The system then compares the employees’ actual times with those specified in the period work
schedules assigned to the employees, and valuates the data.
 However, use of time recording terminals is not necessary for working with time evaluation.
You can also record employees’ working times manually using the Attendances infotype
(2002). It is also possible to perform time evaluation without having recorded employees' actual
times.

(C) SAP AG HR050 33


5.33

Time Events Infotype (2011)

Date 04/01/xxxx
Time 8:00
Time event type P10 Clock-in
Time
Day assignment =
Evaluation
Att./abs. reason
Terminal ID
Origin

Time Recording Terminals


Different Payment

Cost Assignment

 SAP AG 1999

 If an employee records his or her actual times at a time recording system, you can view the
recorded time events in the Time Events infotype (2011).
 You can use the Time Events infotype (2011) to enter or correct time events that were not
uploaded or that were incorrectly uploaded to the SAP R/3 System. You can use list entry to
enter several time events for one personnel number at the same time.
 The infotype contains information on the origin of the record (whether it was recorded manually
or by a subsystem) and on the terminal ID, for instance.
The infotype can also store information on a different payment (premium, different pay scale
group, and so on) or a different cost center. The information can either be entered manually or
by a time recording system.

(C) SAP AG HR050 34


5.34

Evaluating Time Data

Select employees and evaluation period

Load data

Check data for errors


• Breaks
Classify times • Planned working times
• Overtime

Select time wage types

Compensate overtime wage types

Manage time accounts

Update results

 SAP AG 1999

 Time data is evaluated in several processing steps, which are carried out in a fixed sequence.
You determine the sequence and the individual processing steps in an evaluation schema in
customizing.

 The processing steps are grouped as follows:


Importing and checking recorded time data
Classifying the times
Determining the results

(C) SAP AG HR050 35


5.35

Time Evaluation Driver (RPTIME00)

Time Evaluation

Maintain
Individual Daily and Correct
Test Run Batch Run Information
Time Evaluation Driver RPTIME00
Time wage types
Time balances
Time data for Recalculation Leave entitlement
past/future for subsequent Messages
periods changes
Errors
Current Realtime Notes
time data results Information

 SAP AG 1999

 Time evaluation is performed by the time evaluation driver RPTIME00. It evaluates employees'
time data that has been recorded either at the time recording terminals or in the time
management infotypes.
 Time evaluation generally runs once daily, overnight, and is started using a batch job. It is
normally used for large groups of employees.
You can also run time evaluation for individual employees or groups of employees, or for
particular past evaluation periods. This function is particularly useful for test purposes, for
example.
 The time evaluation report can also be run for future periods. A future evaluation can be useful
in the following situations:
 You want time evaluation to determine an employee’s anticiapted absence entitlements when
absence quotas are built up automatically.
 You want to evaluate planned times in shift planning while taking anticipated overtime
income into account, for example.

(C) SAP AG HR050 36


5.36

Managing Time Accounts

Denise Smith Account no. 123999 Date: xx/31/xxxx


Date Debits Credits
...
xx/04/xxxx Credit 150.00
xx/11/xxxx Debit 235.00
xx/23/xxxx Credit 120.00
Previous balance: 300.00 Current balance: 335.00

Time evaluation results


Denise Smith Pers. no. 0021903
Date Time type Number
xx/01/xxxx 0040 Cumulated overtime 8.0000

Time evaluation processes the following information:


On xx/02: Employee worked 9 hours of overtime
On xx/03: Employee worked 7.5 hours of overtime

Time evaluation results


Denise Smith Pers. no.: 0021903
Date Time type Number
xx/02/xxxx 0040 Cumulated overtime 17.0000
xx/03/xxxx 0040 Cumulated overtime 24.5000
 SAP AG 1999

 Time accounts can be accrued and deducted during time evaluation.


 You can use time evaluation to manage the following time accounts, for example:
Overtime
Planned times
Flextime balances
 Time accounts can be...
Accrued and deducted flexibly
Used for employees' information
Used to create statistics
 Managing time accounts is similar to managing a bank account. Bank accounts and time
accounts have the following common features:
They relate to a person- They relate to times
They are accrued and deducted - They reflect a particular value (credit) at a
particular time
 Time evaluation administrates time accounts according to defined processing steps. The value
of the appropriate time account is updated for every day that is processed by time evaluation.

(C) SAP AG HR050 37


5.37

Time Management Pool: Error Handling

Time Management Pool

Error Handling

EI Pers. no. Name Day Message

00012350 Helena Cabrera 11.01.1999 Employee at work although OFF

00021903 Frank Weber 11.01.1999 Clock-out cannot be delimited

Maintain Correction
time event required

 SAP AG 1999

 Error handling displays all the messages from the last time evaluation run and all information
from earlier evaluations that has yet to be confirmed. You can restrict the employee selection
according to the Time Recording administrator.
 Various messages are displayed, each highlighted in a different color depending on whether
they are:
Errors that cause time evaluation to terminate, for example, missing time postings
Errors that do not cause time evaluation to terminate but set the recalculation date to the
day with errors, for example, if the working time was not finished when time evaluation
was run
Information relating to situations of note, for example, core time violations
Notes (not highlighted) do not require postprocessing, for example, core time violations
 Messages that have already been processed are flagged by an editing indicator. The messages
can be saved together or deleted individually.
 You can branch to the document view by selecting a line. As in the overview list, you can create
or correct time infotype records, access the employee’s daily work schedule, and so on.

(C) SAP AG HR050 38


5.38

Form Layout

Header Data

Day Data

Weekly Total

Totals Overview: Time Balances

Totals Overview: Wage Types

 SAP AG 1999

 You can use the time statement to create an employee-related overview of the time evaluation
results.
 You can also use the time statement to inform employees of their current balances, time credits,
daily attendance times, and so on.
 You can provide employees with this information in a printed form, or using the
Internet/intranet application.
 You use the Form Editor as a tool to adapt the requirements of company specific time accounts.

(C) SAP AG HR050 39


5.39

Shift Planning: Topic Objectives

At the conclusion of this topic, you will be able to:

 Describe the importance of shifts


 Define requirements
 Assign shifts to employees
 Identify under- and overstaffing requirements

 SAP AG 1999

(C) SAP AG HR050 40


5.40

Shift Planning: Overview

By using the R/3 Shift Planning component, you can distribute the
human resources of your enterprise appropriately and efficiently.
This component helps you to assign shift times, shift location,
personnel selection and number, or required employees to one
another so that optimal personnel capacity is achieved.

Requirements 11
12
1
10 2
Two English-speaking consultants 3
12 9
11 1 on weekdaysbetween 2:00 p.m.
8 4
10 2 and 6:00 p.m. 7 6 5
9 3
8 4
7 6 5

 SAP AG 1999

 Shift Planning is a component of R/3 Time Management. The continuous transfer of data
between the R/3 Time Management, R/3 Organizational Management, R/3 Human Resources,
and R/3 Personnel Development components ensures that data is always kept updated and
current throughout the system. For example, any changes to data made in Time Data Recording
and Administration or Time Evaluation that affect shift planning, or any changes to data made
in R/3 Shift Planning that affect payroll accounting are incorporated in all of the components. In
this way, planning errors, such as those that occur when manually transferring data, are
minimized.

(C) SAP AG HR050 41


5.41

Shift Planning: Use

When planning shifts, you have to react to both expected understaffing


(leave, further education, or training), as well as to unexpected
understaffing (illnesses, personal reasons), and search for suitable
replacements.

Expected

Leave (including vacation) vs. Illness/Injury

Unexpected

Education/Training Personal Reasons


 SAP AG 1999

 Leave and other types of personal time off are usually planned well enough ahead of time. On
the other hand, illnesses or similar types of employee absences usually occur unexpectedly. R/3
Shift Planning supports the selection of human resources required for shifts to prevent
understaffing.
 The prerequisite for planning shifts with this component is a personal work schedule in R/3
Time Management. This work schedule provides a long-term view of which days the employee
is scheduled to work and which days the employee is scheduled to be off. This rough draft is
then further edited in R/3 Shift Planning.

(C) SAP AG HR050 42


5.42

Shifts

me
Tiim lannin
g
ement h i f t P
Manag S

Daily Work Schedules


Attendance/Absence Types Shifts
Availabilities

ples
Exam
ES
Early Shift: 5:30 a.m. - 2:00 p.m.
OC
On-Call Duty: 12:00 a.m. - 12 noon

Absence Type: Leave VA

 SAP AG 1999

 All data in time management is represented in the shift plan in the form of shift abbreviations.
Changes made to the shift plan are then transferred back to R/3 Time Management.
 A shift describes a period of working time with an identifying shift abbreviation and a
corresponding name.
 You can define shifts that contain their own periods of working time. You can also assign daily
work schedules to the shifts which are available as a result of the integration of all R/3 Time
Management components.

(C) SAP AG HR050 43


5.43

Shifts and Shift Groups

Mo Tu We Th Fr Sa Su
J. Smith Fl Fl Ea Lt Fl Off Off
S. Johnson Off Fl Ea Lt Fl Off Fl
P. Kim Fl Ea Ea Fl Fl Off Off
T. Thomas Fl Fl Off Lt Fl Lt Oc
T. Barnes Va Va Ea Fl Fl Fl Lt

Daily Work Schedule Shift Group


Flextime FL
Organizational Units,
Absence VA Shifts Work Centers
0100 (Leave) FL Flextime
BT 01
01
Attendance VA Leave
0400 (Business Trip) OC BT Business Trip
OC On-call Duty Shift Group 02
02 03
03 04
04
individual times Infotype
Availability 1039
01 (On-call Duty)
05
05 06
06
Individual Times
8:00a.m. - 3:00p.m. Shift Group
Infotype
1039

 SAP AG 1999

 Data from the personal work schedule is used as the basis for shift planning, as well as the shift
group of each organizational unit.
 Shifts can be grouped together into shift groups. Shift groups can then be assigned to entry
object types, such as a department or a work center. When planning shifts in R/3 Shift Planning,
the shifts that are determined by the shift group assigned to the current entry object type are
activated.

(C) SAP AG HR050 44


5.44

Requirements Definition

Requirements can be defined for the various day types (workdays


public holidays, weekends and so on...) for individual
organizational units or work centers.

Requirements can include:


Abbreviation
 Time Information Time Interval
Grid

 Number of Employees

 Jobs Requirements
 Additional Qualifications

 Identification (Additional Shift)


Requirements

 SAP AG 1999

 A requirements record defines the following elements:


Shift (Daily Work Schedule) or Time Intervals break down workdays into work-related
time periods.
Number You determine the number of employees that need to be scheduled to cover a
requirement. You can also enter a minimum or maximum number of employees and thus
specify how many employees are essential to completely cover the requirements.
Job (Type of Task)
Qualifications You specify which qualifications are required of the employees you want to
schedule to cover a requirement. Qualifications are foreign language abilities or special
machine-related or technical skills, for example.
Indicator (ID) Requirements with an activated indicator (ID) means that an employee
already assigned to another requirement can be included in this requirement.
Comments Individual names, brief descriptions or notes
Validity Period You specify the validity period for the requirement.
Blank Requirements Record By using a blank requirements record, you can create
exceptions to personnel requirements.

(C) SAP AG HR050 45


5.45

Editing Target Plans

Target Plan: Display


Calendar for an
entire planning Target plan Edit Goto Extras Views Settings System Help
period

Display
Organizational Unit Technical Service 04.01.1999-04.30.1999 additional
Name Th Fr Sa Su Mo Tu We Th Fr Sa Su
information
columns
1 2 3 4 5 6 7 8 9 10 11
Rosa Lee N2 N2 / / E2 E2 E2 E2 E2 / /
Personal shift plans
List of all Eric Wong E2 E2 / / N2 N2 N2 N2 N2 / /
of all employees are
employees in Carlos Rivero NO NO / / NO NO NO NO NO / /
displayed
selected Anna Ghobadi NO NO / / NO NO NO NO NO / / (including all
organizational
Frank Weber E2 E2 / / N2 N2 N2 N2 N2 / / absences
unit
Helena Cabrera N2 N2 / / E2 E2 E2 E2 E2 / / and attendances)

Ab From To Exp. Tgt ID Job Qual. Th01 Fr02 Sa03


NO 08:00 16:30 1 x x x
E2 05:30 14:30 2 x x x
N2 14:30 23:30 2 x x x

Requirements
Matchup

 SAP AG 1999

 The screen that appears when you call up the target plan displays a calendar in which a list of
selected employees is displayed, along with their personal work schedules. Daily work
schedules are automatically accessed from other R/3 Time Management components. These
daily work schedules can then be modified for the planning period entered.
 You can copy the target plan of one employee to another employee.
 The shift plan also indicates whether an employee is ”locked” for processing by another user in
the R/3 System. When this employee is “unlocked,” then he or she can be immediately locked
again for scheduling in a shift plan.

(C) SAP AG HR050 46


5.46

Shift Plan: Day View

Edit Shift Plan: Day View

Monday, 06/07/1999

Name Info Ab Shift From To 08:00 09:00 10:00 11:00 12:00 13:00
Rosa Lee N2 Flextime 08:00 16:00 I------ ------- ------- ------- ------- -------
Eric Wong E2 Normal 08:00 17:00 I------ ------- ------- ------- ------- -------
Carlos Rivero NO Flextime 08:00 16:00 I------ ------- ------- ------- ------- -------

Personnel Requirements
Ab Shift From To Job Tgt ID Matchup Qual. Comments
NO Normal 08:00 16:00 Technician 1 x EE should...
E2 Early 08:00 17:00 Syst. Adm. 2 x

 SAP AG 1999

 In addition to the calendar view, there is a day view available for assigning requirements and
employees, especially for partial day shifts and partial day working times. By using the day
view, you can easily schedule requirements that last whole days or just partial days, as well as
schedule any specific day individually in the shift plan. Furthermore, you can display and edit
partial day absence and attendances.

(C) SAP AG HR050 47


5.47

Determining Proposals

Only persons without any assignment on this day


Only requirements without any assignment on this day
Only persons without any attendances/absences on this day

Sequence
1. All requirements with jobs, employee time
is equal to requirements time

2. All requirements with jobs, employee time


is greater than or equal to requirements time

3. All requirements without jobs, employee time


is equal to requirements time

4. All requirements without jobs, employee time


is greater than or equal to requirements time

 SAP AG 1999

 Different criteria is used to determine proposals. In the Settings menu, you can specify
individual priorities for your planning.
 Note:
 By using an SAP enhancement, you can also define the parameterization of priorities.

(C) SAP AG HR050 48


5.48

Assignment Assistant

Requirement:
English-speaking Determine
consultant with a Proposal
normal shift Qualifications

Select
Assignment Options Employee
(for working time)

 SAP AG 1999

 When editing your plan, you can also use the Assignment Assistant, either within the plan itself
in the Assignment view or by clicking on the highlighted area in the requirements screen. The
Assignment Assistant provides you with information about the selected requirement, for
example, whether or not an employee has already been assigned.
 You can also determine a proposal for the requirement. The system displays a list of employees.
Before selecting an employee, you can use the qualification profile matchup (for requirements
with qualifications).
 If you select an employee to assign, you can also use the assignment options for the working
time.

(C) SAP AG HR050 49


5.49

Completing Target Plan and Editing Actual Plan

You can edit and save the Target Plan as often as you like. When you
save the target plan, only the most current version is saved, and this data
is transferred to R/3 Time Management. You complete the target plan
when no further changes to the plan are necessary.

Modify the actual shifts that are worked in corresponding fields in the
Target or Actual Plan that contain the target shifts.

Complete Target Plan Modify in Actual Plan

 SAP AG 1999

 The shifts entered in the target plan are transferred to the actual plan. If an alternative shift is
entered in the actual plan, the system creates a substitution record in R/3 Time Management.
The R/3 System overwrites the already existing substitutions in the shift plan when new
substitutions are created.
 The target plan is then stored for reference purposes.
 When planning shifts, you can compare the target and actual plans in R/3 Time Evaluation.
 You can also export the actual and target plans to Microsoft Excel for further editing.

(C) SAP AG HR050 50


5.50

Cross-Application Time Sheet: Topic Objectives

At the conclusion of this topic, you will be able to:


 Describe the prerequisites for recording data
in the Cross-Application Time Sheet
 Record time data in the Time Sheet
 Release, approve, and transfer time data

 SAP AG 1999

(C) SAP AG HR050 51


5.51
Time Recording Using the Cross-Application Time
Sheet

Time data for HR / CO / PS / PM / MM-


MM-SRV / CS

One central data entry point:


Cross-Application Time Sheet
CATS
Data

Time data transfer to HR / CO / PS / PM / MM-


MM-SRV / CS

 SAP AG 1999

 The Cross-Application Time Sheet (CATS ) is another form of Employee Self-Service. You can
use it to record the actual working times of individual employees.
 The Cross-Application Time Sheet can be used to record times for the following components:
Controlling (CO): Internal activity allocation
Human Resources (HR): Attendances, absences
External Services Management (MM-SRV): Entering work performed
Plant Maintenance (PM), Customer Service (CS), and Project System (PS): Confirmations
 The Cross-Application Time Sheet offers the following advantages:
Cross-application standard screens for entering working times
Ease of use for all users
Default values and data entry templates
Integrated approval process
Support for corrections
SAP enhancements for increased flexibility in the definition of authorization checks,
plausibility checks, and default values.

(C) SAP AG HR050 52


(C) SAP AG HR050 53
5.52

CATS: Prerequisites and Process Steps

CATS HR Time Data Entry


Mini-Master

Release

Cross-
Application Approval
Time Sheet
Transfer

HR CO
Data Entry Profile PS PM CS

Authorizations MM

 SAP AG 1999

 The prerequisites for working with the Cross-Application Time Sheet are:
HR mini-master (personnel number and personal data of the employees
for whom data is to be entered)
Data entry profile for the entry of employee-related data
Applicable authorizations for working with the time sheet
 The process in the Cross-Application Time Sheet consists of the following steps:
Entry of time data in the time sheet
Release of time data
Approval of time data (also using a Workflow)
Transfer of time data to the target component
 Note:
The individual steps can be combined.

(C) SAP AG HR050 54


5.53

Time Data for Time Management

8 attendance hours
Approval
time data

Entering time data Transfer to R/3


Releasing time data Time Management

CATS

HR
Attendances (IT 2002)

8 Attendance hours

 SAP AG 1999

 You can enter time data for R/3 Human Resources in the Cross-Application Time Sheet, for
example attendance and absence times. A subtype can be entered manually or proposed as a
default. Times can be entered as clock times or as a number of hours.
 The times are released and subsequently approved or rejected.
 Only approved times can be transferred to the target component.
 When times are transferred, they are stored in one of the following Time Management
infotypes: Attendances(2002), Absences (2001), or Employee Remuneration Info (2010).
 Note:
The Cross-Application Time Sheet is also available as an Internet Application Component.

(C) SAP AG HR050 55


5.54

Incentive Wages: Topic Objectives

At the conclusion of this topic, you will be able to:


 Explain the concept of Incentive Wages

 SAP AG 1999

(C) SAP AG HR050 56


5.55

Incentive Wages: Overview (1)

Performance-Based Compensation

Piecework
Piecework Wages
Wages

Time
Time
Premium
Premium Wages
Wages Wages
Wages

Individual
Individual Incentive
Incentive Wages
Wages

Group
Group Incentive
Incentive Wages
Wages

 SAP AG 1999

 R/3 Incentive Wages allows you to easily enter, maintain, and evaluate data pertaining to the
performance-based compensation of your employees.
 “Incentive Wages” is a generic term used for the following remuneration categories:
In time wages, compensation is measured by the actual time expended. The amount of
work completed during that time is not taken into account.
Piecework wages are instituted to create an incentive for the employee. Employees can
influence the total amount of their compensation by the number of items produced.
In premium wages, employees influence the total amount of their compensation by
achieving quality- or quantity-based specifications. Premium wages are comprised of basic
pay plus an additional performance-based premium.
 As the above remuneration categories depend upon the internal company requirements in place,
you will usually find several categories in use at the same time. Any combination of
remuneration categories can be set up in the Incentive Wages component.
 R/3 Incentive Wages supports individual incentive wages as well as group incentive wages,
both of which can be operational at the same time.

(C) SAP AG HR050 57


5.56

Incentive Wages: Overview (2)

SAP
PM
PP HR FI CO
CS
PS
Payroll
Incentive Wages
Accounting
MO DI MI DO FR SA SO

Online 1 2 3 4 5 6 7
8 9 10 11 12 13 14
Upload
Data Entry 15 16 17 18 19 20 21
21 22 23 24 25 26 27
28 29 30 31

Data Entry & Summari- Time Gross Form


Maintenance zations Leveling Payroll

PDC

Subsystem

 SAP AG 1999

 Data for R/3 Incentive Wages is recorded as time tickets.


 Standard values and actual values (confirmed values) recorded in R/3 Logistics can be
transferred to R/3 Human Resources.
 Confirmed values are either entered at a subsystem by each employee and then uploaded to the
Logistics component, or recorded there manually. Confirmations are transferred either as work
time events or a durations to the Incentive Wages component.
 Summarized values (actual times, target times, and labor utilization rates) are available for
evaluations and time leveling even before the actual payroll accounting process begins.
 R/3 Incentive Wages is an integrated element of R/3 Payroll Accounting. The time tickets
recorded are valuated when gross payroll is run.
 Employees’ time tickets affect gross pay. Account assignment information is transferred to the
Financial Accounting (FI) and Controlling (CO) components.

(C) SAP AG HR050 58


5.57

Time Management: Unit Summary

You are now able to:


 Describe the basic elements of Time Management
 Record time data

 Describe an example for time evaluation

 Determine requirements and plan shifts


 Describe the Cross-Application Time Sheet

 Give a general description of Incentive Wages

 SAP AG 1999
 SAP AG

(C) SAP AG HR050 59


5.57.2Exercises

Unit: Time Management


Topic: Basics of Time Management

 Change your role to HR: Time Recording Specialist


 Describe the work schedule
 Describe how to assign the work schedule to an employee
 List the two basic type of time management methods
As the time recording specialist, you must describe to your boss
how the SAP system is used to administer time management.

1-1 Change your role to SAP_HR_PT_RC-SPECIALIST_AG.

1-2 What does the work schedule represent? How the work schedule generated?
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________

1-3 Where can you find the work schedule that is assigned to an employee?
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________

1-4 What are the two basic type of time management methods?
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________

(C) SAP AG HR050 60


Exercises

Unit: Time Management


Topic: Time Recording

At the conclusion of this exercise, you will be able to:


 Record absence quotas, employee leave, illness, and overtime
 View quotas
 Work with both the monthly and annual calendars
 Conduct substitutions using the monthly view

All employees work according to a given work schedule. Time


administrators must record employee leave and any other event
affecting or changing an employee’s working time in the system.

2-1 Record time data in Time Management Administration for Mr. Jose Vega.
2-1-1 Leave: Employee Jose Vega has requested leave (type 0306) from the 23rd of
this month to the 9th of the next month.
Optional: Check if leave entitlement is deducted in the Absence Quotas
infotype (2006).
2-1-2 Sickness: Employee Jose Vega called in sick from the 1st to the 9th of next
month. The new sickness record (type 0148) collides with the previously
recorded leave record. In other words, the time of the leave record must be
delimited (reduced). Choose Enter again to accept the delimitation.
2-1-3 Overtime: On one workday in the middle of next month, employee Jose Vega
will work extra hours (from 5:00 p.m. to 7:00 p.m.) in addition to his daily
work schedule. These hours are to be compensated as overtime. He took one
unpaid 15-minute break between 5:30 p.m. and 5:45 p.m. this time.

2-2 Display the quota overview for employee Jose Vega.

2-3 Work with the annual and monthly calendars for Mr. Jose Vega.
2-3-1 Annual Calendar: Employee Jose Vega requests leave (category Leave (H),
type Leave (0306)) from the 11th to the 23rd of the month after next. Record the
absence using the annual calendar. Then look at the infotype records that were
created in the background.
2-3-2 Monthly Calendar: Employee Jose Vega has to work the early shift on the
first Tuesday of the current month. In other words, his daily work schedule is
(C) SAP AG HR050 61
substituted by another daily work schedule. Record the deviation in the monthly
calendar. Then look at the infotype record that was created in the background.

(C) SAP AG HR050 62


Exercises

Unit: Time Management


Topic: Time Evaluation

At the conclusion of this exercise, you will be able to:


 Describe the concept of time evaluation
 List the infotypes necessary for time evaluation
 Change time management status to evaluate time using
planned working times
 Perform time evaluation and examine the log
In the Caliber A Bicycle Company, you must evaluate the
employees' time data that has been recorded in the time
management infotypes.

3-1 In the SAP HR system, what does the term “Time evaluation” mean?
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________

3-2 Run Time Evaluation for Jose Vega using time evaluation schema TM04 in test mode
and with the display log option selected.
3-2-1 Change the time management status of Jose Vega to a time evaluation status
that uses planned working hours effective the beginning of the current year.
3-2-2 Execute Time Evaluation for Jose Vega using time evaluation schema TM04
using variant SAP&TEDT in test mode and with the display log option
selected.

(C) SAP AG HR050 63


5.57.3Solutions

Unit: Time Management


Topic: Basics of Time Management

1-1 Change your role to SAP_HR_PT_RC-SPECIALIST_AG.


1-1-1 Select the Other menu button in the SAP Easy Access menu.
1-1-2 Select the Find icon.
1-1-3 Enter SAP_HR_PT_RC-SPECIALIST_AG in the Find field.
1-1-4 Select the Find icon again.
1-1-5 Select the SAP_HR_PT_RC-SPECIALIST_AG.
1-1-6 Select the Copy/Enter icon.

1-2 The work schedule represents an employee’s planned working hours. The work
schedule is generated from a period work schedule and a public holiday calendar.

1-3 The work schedule that is assigned to an employee is located on the Planned working
time infotype.

1-4 The two basic type of time management methods are:


1-4-1 Record only deviations from the work schedule.
1-4-2 Record all actual times worked by the employee.

(C) SAP AG HR050 64


Solutions

Unit: Time Management


Topic: Time Recording

2-1 Record time data in Time Management Administration for Mr. Jose Vega.
Activity group SAP_HR_PT_RC-SPECIALIST_AG  Time data 
Maintain
2-1-1 Leave
Enter personnel number 50992## in the Personnel no. field.
Select the Time Mgmt trans data tab.
Select the entry for Absences.
Enter the dates from the 23rd of this month to the 9th of the next month.
Select the Create icon.
Select subtype for PSG 01 A/A Type 0306 in the Subtypes of infotype 2001
pop-up box.
Select the Save icon.
Optional: Check if leave entitlement is deducted in the Absence Quotas
infotype (2006).
Select the Time quotas tab.
Select the entry for Absence quotas.
Select the Maintain overview icon.
Note the deduction that appears.
2-1-2 Sickness
Select the Time Mgmt trans data tab.
Select the entry for Absences.
Enter the dates from the 1st to the 9th of next month.
Select the Create icon.
Select subtype for PSG 01 A/A Type 0148 in the Subtypes of infotype 2001
pop-up box.
Select the Save icon.
The system recognizes that a collision exists and displays a dialog box. The
new sickness record collides with the previously recorded leave record. In
the Collision of Time infotypes select the Accept entry icon.

(C) SAP AG HR050 65


Acknowledge the warning appears stating that the time of the leave record
was delimited.
Select the Save icon.
2-1-3 Overtime
Select the Time Mgmt trans data tab.
Select the entry for Overtime.
Enter a workday in the middle of the next month as the period, and then
choose Create.
Enter 17:00 to 19:00 hours in the Time fields. Select the Basic pay plus
Overtimerate in the Overtime comp field. For the first break, enter a time
interval 17:30 to 17:45 in the overtime period Break1 field.
Select the Save icon.

2-2 Quota overview for employee Jose Vega.


Activity group SAP_HR_PT_RC-SPECIALIST_AG  Time data  Quota
Overview
2-2-1 Enter personnel number 50992## in the Personnel no. field and select the Enter
icon.

2-3 Calendars
Activity group SAP_HR_PT_RC-SPECIALIST_AG  Time data  Maintain
2-3-1 Annual Calendar
Select the Annual calendar/Year button.
Enter H from the working days that occur between the 11th to the 23rd of the
month after next.
Select the Save icon.
Select the Attendance absence type 0306 Leave in the Change Annual
Calendar and select Choose (Continue/Enter).
Select the Save icon.
2-3-2 Monthly Calendar
Select the Monthly calendar/Month button.
Enter F-11 in the 15th of next month.
Select the Save icon and return to the Maintain Time Data screen.
Select the Time mgmt trans. data tab.
Select the entry for Substitutions.
Select the Change icon.
Review the substitution records and exit without saving.

(C) SAP AG HR050 66


Solutions

Unit: Time Management


Topic: Time Evaluation

3-1 The term “time evaluation” is used to describe the evaluation of employees’
attendance’s and absences using a report.

3-2 Run Time Evaluation for Jose Vega using time evaluation schema TM04 in test mode
and with the display log option selected.
3-2-1 Change the time management status for Jose Vega.
Activity group SAP_HR_PT_RC-SPECIALIST_AG  Time data 
Maintain
Select the Time Management Data tab.
Select the Planned working time entry.
Select the Change icon.
Change the entry in the Time Mgmt status to Tm.eval(plan).
Select the Save icon.
3-2-2 Execute Time Evaluation for Jose Vega.
Activity group SAP_HR_PT_RC-SPECIALIST_AG  Time evaluation 
Time evaluation
Enter the personnel number 50992##.
Enter Evaluation schema TM04.
Enter Time statement variant SAP&TEDT.
Select the Program Options button.
Select the Test run (no update) and Display log options.
Select the Continue icon.
Select the Execute icon.
Examine the time log.

(C) SAP AG HR050 67


6

P a y r o ll A c c o u n tin g

C o n te n ts :
 C o n c e p t o f P a y r o ll
 P a y r o ll A d m in is tr a tio n
 R u n n in g P a y r o ll f o r a n E m p lo y e e
 O v e r v ie w o f S u b s e q u e n t A c tiv itie s

 SAP AG 1999

(C) SAP AG HR050 1


6.2

Payroll Accounting: Unit Objectives

At the conclusion of this unit, you will be able to:

 Describe the the HR Payroll Accounting


concept
 Run payroll for your employees and
print a remuneration statement

 SAP AG 1999

(C) SAP AG HR050 2


6.3

C o u r s e O v e r v ie w D ia g r a m

1 C o u r s e O v e r v ie w 9 T ra v e l M a n a g e m e n t

2 N a v ig a tio n 10 P a y r o ll

S tr u c tu r e s in H u m a n
3 R e s o u rc e s 11 R e c r u it m e n t

4 P e rs o n n e l M a n a g e m e n t 12 P e r s o n n e l C o s t P la n n in g

R e p o r tin g a n d
5 B e n e fits 13 M a n a g e r ’s D e s k to p

6 D e v e lo p m e n t a n d T r a in in g 14 E m p lo y e e S e lf -S e r v ic e

7 C o m p e n s a tio n 15 ALE

8 T im e M a n a g e m e n t 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 3


6.4

Payroll Accounting: Business Scenario

 The salary data and other relevant master data for


your employee is used in the payroll run for each
period.
 The employee receives a remuneration statement
and the salary is transferred to the bank.
 Additional subsequent activities must be performed
after the payroll run: for example, statements
must be printed for the tax office or health
insurance fund.
 The payroll results are then transferred to Financial
Accounting and Cost Accounting

 SAP AG 1999

(C) SAP AG HR050 4


6.5

Payroll Administrative Role

SAP Easy Access

Favorites
Create sales order
Yahoo
Expenses
Spreadsheets
Activity group SAP_HR_PAYROLL
Payroll programs
Payroll driver US
Display payroll result
Display
Off-cycle batch processing
Remuneration statement
Taxes
Garnishments
List / Statistics

 SAP AG 1999

(C) SAP AG HR050 5


6.6

Payroll Accounting

Master Data

Time Data
Remuneration
statement

Transfer to Payments to
Accounting various payees
 SAP AG 1999

 Broadly speaking, payroll accounting is the calculation of payment for work performed by each
employee. More specifically, however, payroll accounting comprises a number of work
processes including the generation of payroll results and remuneration statements, bank
transfers and check payments. Payroll accounting also includes a number of subsequent
activities, for example, transfer of payroll results to Accounting and various evaluations for
example, for tax purposes.

(C) SAP AG HR050 6


6.7

Overview of the Payroll Procedure

Payroll procedure

Calculation of Statutory and


remuneration elements voluntary deductions

 SAP AG 1999

 The calculation of payment comprises two main steps:


Calculation of remuneration elements
Statutory and voluntary deductions (country-specific)
 Both the remuneration elements and the statutory and voluntary deductions consist of individual
payments and deductions, which are calculated for an employee during a payroll period. These
payments and deductions are included in the payment calculation by means of different wage
types.
 The employee is usually paid by bank transfer and the payment amount is printed in a form for
the employee.

(C) SAP AG HR050 7


6.8

Calculation of Remuneration Elements

Gratuities

Basic pay
Sick pay

Remuneration
elements

Bonuses for
night work Bonuses

Vacation
Overtime allowances
 SAP AG 1999

 The remuneration elements for an employee are formed from individual wage and salary types
that are used during a payroll period. Payments such as basic pay, various bonuses and
gratuities are included in the remuneration calculation. Deductions can be made for items such
as a company-owned flat, company-sponsored day care or similar benefits. Different factors
determine whether such benefits increase or reduce the taxable income. This is determined by
country-specific regulations and, in some countries, the philosophy of the company.
 An employee's remuneration consists of all wage types calculated for him or her during a
payroll period.
 The wage types can either be entered manually or generated during the payroll run using rule
tables.

(C) SAP AG HR050 8


6.9

Statutory and Voluntary Deductions

Finanzamt

Unemployment
Tax insurance

Remuneration
elements

Deutsche Bank
Zahlen Sie gegen diesen Scheck

Pension
Betragin Buchstaben
an
oder Überbringer Ort
Datum

Loans Scheck-Nr.

00000150900
X

12131400
X Betrag
Unterschrift
Der vorgedruckteSchecktext darf nicht geändert oder gestrichen werden.
Konto-Nr. X Bankleitzahl X Text

67291500 11
insurance
Bitte dieses Feld nicht beschriften und nicht bestempeln

Transfer of
remuneration

 SAP AG1999

 Voluntary and statutory deductions, such as tax and social insurance contributions, are taken
from the gross remuneration to give the payment amount. Different gross values, for example,
total gross amount, and gross tax amount, are used to calculate the deductions. For this reason,
different totals are formed during the payroll run, and these totals can be used for subsequent
processing.

(C) SAP AG HR050 9


6.10

The Payroll Run

Payroll Accounting

Human resources Select country


for payroll

Call up control record


for payroll area

Start payroll

 SAP AG 1999

 If you want to start payroll from the menu, specify first the country, then call up the
control record for the relevant payroll area. Here, you carry out the required steps in
preparation for the payroll run.

(C) SAP AG HR050 10


6.11

Payroll Administration

Master data maintenance

Release for payroll

controlled by the
Start payroll payroll control
record

Check payroll result

Payroll run without no


Corrections
errors

yes

Exit payroll

 SAP AG 1999

 During the payroll run, no master data or time data affecting the payroll past or payroll present
can be changed. To ensure that payroll accounting and master data maintenance do not obstruct
each other, the payroll run is controlled using the payroll control record.
 If the payroll run has the Released for Payroll status, no data relating to the personnel number in
the payroll area in question can be changed if it affects the payroll past or present. You can,
however, make changes that affect the future.
 If the payroll run has the Released for Correction status, you release the personnel records for
the persons in the selected payroll area for correction.
 If the payroll run has the End of Payroll status, the database can now be maintained. You can
only set thisstatus after all personnel numbers for the selected payroll area have been processed.
 If the payroll run has the Check Payroll Results, no payroll data can be changed if it relates to
the payroll past or present. The payroll area in question is locked for payroll.
Note: Check Payroll Results is used on rare occasions, especially during implementations,
to investigate unusual errors during payroll processing.

(C) SAP AG HR050 11


6.12

Payroll Areas

Payroll Area x Payroll Area y

Jan 01 Feb 02 Feb 02 Feb 02

Payroll run on 28th of Payroll run on 10th of


the month for the the month for the
current period previous period

 SAP AG 1999

 Payroll accounting is usually performed separately for different employee groups. The payroll
period is not usually the same for all employee groups. For example, you run payroll for one
group at the end of the month for the current month, while for another group you run payroll on
a week-day for the previous week.
 We have combined these two factors in the Payroll Area organizational unit.
 Payroll areas facilitate the following functions in Payroll Accounting:
Personnel numbers that are to be included in the same payroll run are grouped together.
The payroll period is defined using specific dates.
 Employees to be included in a payroll run at the same time and for the same payroll period are
grouped into one payroll area.
 Personnel numbers are assigned to a payroll area in the Organizational Assignment infotype
(0001). A default value for the payroll area is entered into the corresponding field. This depends
on the assignment of the employee to the personnel subarea and employee group/employee
subgroup grouping.

(C) SAP AG HR050 12


6.13

Payroll Driver Selection Screen

Payroll driver (international)

Selection from Search helps


Payroll period
Payroll area x0
Current period
Other period

Selection
Personnel number 509900 to
Payroll area x0 to

General program control


Payroll reason
Off-cycle payroll
Schema x000
Forced retro.accounting as of
Test run (no date)

 SAP AG 1999

 The personnel numbers to be included in the payroll run are selected by specifying a payroll
area in the payroll driver selection screen. The payroll period is transferred directly from the
payroll control record to the payroll program.
 In a live run, the payroll period is determined by the system. The last period to be included in a
payroll run is stored in the payroll control record for each payroll area. The current payroll
period is, therefore, the last period to be included in a payroll run, plus one.
Hint: Payroll driver should be started by Personnel Number or Payroll Area only.

(C) SAP AG HR050 13


6.14

Payroll Log

Display Log Tree


General data
(not employee Process
Process flow
flow
specific) for
Payroll log for successful
successful
personnel
personnel numbers
numbers
General data
Successful personnel numbers
Personnel numbers rejected

00150770 Rodney Jones

32/1999 (08/02/1999 - 08/09/1999)


Process
Process flow
flow for
for
rejected
rejected personnel
personnel numbers
numbers
Initialization of payroll (one
(one is
is expanded)
expanded)
Basic data processing
ENAME Retrieve employee name
WPBP Read org assignment / basic pay
P0002 Read personal data
P0006 Read address
P0207 Read tax data
GON Continue with complete data
Processing
Messages Infotype 0207, W-4 for federal Statistical information on the
Period 199932. Check data 08/1
Please check Infotype 0207, payroll run is displayed at
Messages
the end of the log

 SAP AG 1999

 The payroll log has a table of contents in the form of a tree structure. You can access specific
detailed information from the nodes in the tree structure. Detailed headers enable you to search
successfully for errors and facilitate navigation within the log information. If required, you can
show or hide individual tree structure nodes.

(C) SAP AG HR050 14


6.15

Correcting Incorrect Personnel Numbers

Correction List of incorrect


indicator in employees in
IT 0003 control record

Log:
Contains
errors Correction

Correct
errors

Repeat payroll run


with matchcode W
(employees with
correction
Log: Log: indicator in
Error free Error free IT 0003)

 SAP AG 1999

 During the payroll run, the system encounters errors in master data and time data. This data
means that data is missing or is incorrect. Payroll can be run successfully for error-free
personnel numbers. A correction indicator is assigned in the Payroll Status infotype (0003) to
personnel numbers with errors. This infotype acts as control record for the individual employee,
although the overall control record always takes precedence.
 The personnel numbers with errors are listed in the payroll log. You can also call up and print
these personnel numbers using the control record.
 Once these errors have been corrected, you can repeat the payroll run. This time run payroll
using the matchcode W (Payroll correction run). This ensures that only the personnel numbers
that have a correction indicator assigned to them in the Payroll Status infotype (0003) are
selected.

(C) SAP AG HR050 15


6.16

Remuneration Statement

Remuneration Statements

Further selections Search helps Sort


Payroll period
Payroll area x0
Current period
Other period

Selection
Personnel number 509900 to
Payroll area x0 to

Payroll
Payroll form
form General program control
Special run
From name XF01 Remuneration statement (SAP standard)
Print current period A
Print retroactive runs X
Layout of retroactive runs J

 SAP AG 1999

 The SAP R/3 System enables you to create remuneration statements for your employees. The
remuneration statement lists clearly all payments and deductions used in the payroll run for an
employee.
 The remuneration statement is usually created after a payroll run and before the wage or salary
is transferred to the bank.

(C) SAP AG HR050 16


6.17

Wage and Salary Transfer - Data Medium Exchange

Pre. program Create DME accompanying sheet


DME DME

Payroll Payment DME


result data admin.
Disk

Payment summary

 SAP AG 1999

 To transfer a wage or salary, you create a file using the preliminary DME program (data
medium exchange). This file contains all transfer data for the selected employees. You use this
file to create the transfer medium using the Create DME Inland and DME Management menu
options. You can either choose to create a data medium to transfer data to your bank, or you can
print out appropriate transfer forms

(C) SAP AG HR050 17


6.18

Subsequent Activities in Payroll Accounting

First ...

Then... Subsequent Activities

Per payroll period Period-independent

Other
Annual
periods

 SAP AG 1999

 When you have run payroll successfully, you need to carry out a number of subsequent
activities. These are divided into the following areas.
Per payroll period
Annual
Other periods
Period-independent
 All subsequent activities take place when the payroll run, remuneration statement and wage and
salary transfer activities are complete.
 You can access the individual functions using the pushbuttons in the Payroll Accounting menu.

(C) SAP AG HR050 18


6.19

Lists / Statistics Per Payroll Period

Payroll results

Lohnkonto
Payroll Payroll Wage type Wage type
account journal statement distribution

Payroll Payroll Wage type Wage type


account journal statement distribution

 SAP AG 1999

 The SAP R/3 System enables you to create payroll accounts for your employees. The payroll
account displays payroll data in a tabular form for one or more employees over one or more
payroll periods.
 The payroll journal contains the payroll data for several employees for one period.
 The wage type statement shows different wage type distributions, which act as the basis for
payroll data for the selected employees. The report shows the current wage type values (number
and amount).
 The wage type distribution shows wage types over several payroll periods without taking any
retroactive accounting differences into account. The report shows the current wage type values
(number and amount).

(C) SAP AG HR050 19


6.20

Process Manager

The following
personnel number contained
errors: Set 001, PerNo. 007,
Tom Smith

HP Process Workbench

Process-step-run-set Text
Process
0000000011 Payroll 04/1999
0000000001 Payroll
0000000001 Run
000001 Set
0000000002 Print form Sp
oo
0000000004 Execute posting l lis
0000000005 Pre. Program DM t fo
rs
PIT X013 P01 et
Processing

Division by zero not performed


Calculation rule x0133****5 RTE
Messages

 SAP AG 1999

 The status of a process step can trigger the creation of a message to one or more employees. The
message can be sent via mail or pager. If you use a pager, the paging number must be entered in
the user parameters of the recipient. You can send messages to the following employees:
 Administrator (from IT 0001)
 Person who starts the report
 Persons or organizational units that have been created in SAP Office.
The status indicators that can trigger a message are displayed by the system when you
create or edit a process step.
 You can use standard texts in the mails or you can create your own texts.
 The mails contain a link to the HR Process Workbench. You access the point in the process at
which the mail was triggered. From there, you can display the spool list and, if applicable,
analyse any errors.

(C) SAP AG HR050 20


6.21

Creating a Mail

Program Communication Text for mail

If personnel numbers have errors


Recipient Communication type
Administrator Send mail
Starter Use pager
Other recipient/recipient list

If blank personnel numbers exist


If a set has been terminated During run &form_runid& in process &form_processtxt&’ (
Recipient Starter Communication type Send mail & form_processid&) in step ‘&form_enttxt&’ (&form_stepid&)
If a step has ended employees had an error:

Program Communication Text for mail

Text for personnel numbers with errors HRPM_MSG_ERROR


Text for blank personnel numbers
Text for termination of a set
Text for end of step

 SAP AG 1999

 You can either specify the mail connection when you create a process step or you can insert it at
a later point.
 If you are editing a process step, you can use the Communication and Text for mail tab pages to
create the mail connection:
 Under Communication, you specify the conditions in which a message is sent to an employee,
for example, the administrator may receive a mail if an error occurs for a personnel number,
and the starter of the process may receive a mail when a process step has been completed. The
system also requires the communication type. The message can either be sent by mail or by
pager. To send a mail by pager, you need a paging server and the appropriate Customizing
settings for SAPconnect.
 Under Text for mail, enter the text to be sent as a message.
The standard texts can be displayed here. You double click the name to display them. The
texts are created in transaction SO10 Standard texts under Tools  SAPscript and are
diplayed automatically in style HRPMMSG. Due to the formatting, you should also use this
style for texts that you create yourself.
If you enter a name for which no text exists, you have the opportunity to create the text
here. A suitable template is displayed automatically. Your own texts are also stored in
SO10.

(C) SAP AG HR050 21


6.22

Payroll Accounting: Unit Summary

You are now able to:

 Describe the concept of Payroll Accounting


 Run payroll for your employees and print the
remuneration statement

 SAP AG 1999
 SAP AG

(C) SAP AG HR050 22


6.22.2Exercises

Unit: Payroll Accounting


Topic: Payroll Accounting

At the conclusion of this exercise, you will be able to:


 Change your role to the HR: International Payroll Specialist
 Simulate a payroll run for an employee
 View the payroll log
 Run the remuneration statement for an employee

The salary data for your employee is used in the


payroll run for each period. The employee receives a
remuneration statement.

1-1 Change your role to SAP_HR_PY-SPECIALIST_XX_AG.

1-2 Simulate international payroll for the current month (or for the period indicated by the
instructor) for the employee Jose Vega in payroll area X0.

1-3 Display the remuneration statement for the period 01 1999 for Helena Camino on the
screen. Helena Camino is in payroll area X0.

(C) SAP AG HR050 23


6.22.3Solutions

Unit: Payroll Accounting


Topic: Payroll Accounting

1-1 Change your role to SAP_HR_PY-SPECIALIST_XX_AG.


1-1-1 Select the Other menu button in the SAP Easy Access menu.
1-1-2 Select the Find icon.
1-1-3 Enter SAP_HR_PY-SPECIALIST_XX_AG in the Find field.
1-1-4 Select the Find icon again.
1-1-5 Select the SAP_HR_PY-SPECIALIST_XX_AG.
1-1-6 Select the Copy/Enter icon.

1-2 Simulate international payroll for Jose Vega for the current month.
Activity group SAP_HR_PY-SPECIALIST  Payroll program  Simulation
1-2-1 Enter X0 in the Payroll area fields in the Payroll period and Selection areas. In
the Payroll period portion of the screen, select the radio button for Other period
and enter the information for the current month and year. Enter 50992## in the
Personnel number field. Select the Display log option.
1-2-2 Select the Execute icon.
1-2-3 Review the log.

1-3 Display the remuneration statement for the period 01 1999 for Helena Camino on the
screen. Helena Camino is in payroll area X0.
Activity group SAP_HR_PY-SPECIALIST  Payroll program  Remuneration
statement
1-3-1 Enter X0 in the Payroll area fields in the Payroll period and Selection areas.
Select the radio button for Other period and enter 01 1999. Enter 50991## in
the Personnel number field.
1-3-2 Select the Execute icon.
1-3-3 Review the statement.

(C) SAP AG HR050 24


7

Recruitment

Contents:

 Creating Vacancies
 Advertising Vacant Positions
 Recruitment Administration
 Recruitment Reporting
 Hiring an Applicant

 SAP AG 1999

(C) SAP AG HR050 1


7.2

Recruitment: Unit Objectives

At the conclusion of this unit, you will be able to :

 Create a vacancy
 Maintain applicant data
 Hire an applicant

 SAP
 SAP AG 1999
AG

(C) SAP AG HR050 2


7.3

Course Overview Diagram

1 Course Overview 9 Travel Management

2 Navigation 10 Payroll

Structures in Human
3 Resources 11 Recruitment

4 Personnel Management 12 Personnel Cost Planning

Reporting and
5 Benefits 13 Manager’s Desktop

6 Development and Training 14 Employee Self-Service

7 Compensation 15 ALE

8 Time Management 16 ASAP

 SAP AG 1999

(C) SAP AG HR050 3


7.4

Recruitment: Business Scenario

 A position has become vacant in the Caliber A


Bicycle Company. It needs to be filled. This
triggers the recruitment process.
 You receive applications and eventually hire
an applicant.

 SAP AG 1999

(C) SAP AG HR050 4


7.5

Recruitment: Objectives

At the conclusion of this topic, you will be


able to:

 Create vacancies and advertisements


 Record applicant data
 Screen applicants
 Perform applicant activities
 Correspond with applicants
 Hire applicants

 SAP AG 1999

(C) SAP AG HR050 5


7.6

From Vacancy to Hiring an Applicant

Advertisement Applicants

WANTED
Skilled,
competent
employee for...

Vacancy

Profile Comparison
Job Person

ts?
r r eq u iremen fer?
re ou a nt o f
Hire What a n the applic
a
as Employee W ha t c
 SAP AG 1999

 The Recruitment component enables you to carry out the entire recruitment procedure, from
entering applicant data to filling vacant positions.
 The R/3-System supports personnel requirements, advertising, applicant administration,
selection of applicants, and applicant correspondence. Moreover, in cases where you decide to
hire the applicant, you can transfer the applicant data from Recruitment to Personnel
Administration.

(C) SAP AG HR050 6


7.7

Recruitment Role

SAP Easy Access

Favorites
Activity group SAP_HR_MANAGER_RC
Recruitment
Applicant Master Data
Display Applicant Master Data
Selection Procedure
Applicant pool
List of Applicants
via Qualifications
Internal Applicants
External Applicants
All Applicants
via Positions
Decision
Administration
Advertising
InfoSystem

 SAP AG 1999

(C) SAP AG HR050 7


7.8

Integration within HR

Positions Job
Descriptions
X
Personnel
Administration Requirements
Profiles

Career and Profile


Succession Matchups

 SAP AG 1999

 The recruitment process can be integrated with many HR components.


 From Organization Management position vacancies can be generated.
 Job descriptions can be generated based on the attributes assigned to the position/job in
organization and staffing.
 Qualification profiles and position profiles can be generated.
 You can conduct profile match-ups comparing applicants to their assigned vacancy. In
Personnel Development you can search for qualifications and include applicants in your search
criteria.
 All of the information entered in the recruitment screens can be carried over at the time of the
applicant transfer into Personnel Administration infotypes
 Applicant data can also be considered in career and succession planning scenarios.

(C) SAP AG HR050 8


7.9

Vacancies in the Recruitment Process

Positions X
Vacant Positions

The
Recruitment
Process

D!
WANTE

 SAP AG 1999

 A company‘s personnel requirements are represented as vacancies in the recruitment process.


 Vacancies are (either partially or completely) positions to be filled. These positions must be
described as vacancies so that they are recognized in the recruitment process.
 If there is integration with Organizational Management, vacancies are created in the Detail
maintenance screen in Organizational Management. Infotype Vacancy (1007) is created for this
position and filled with the relevant information.
 Note:
When you create a vacancy, you can also specify the ID code of the personnel officer
responsible for the vacancy. This will simplify data selection at a later stage.

(C) SAP AG HR050 9


7.10

P u b lis h in g V a c a n t P o s it io n s

M e d iu m

A d v e r t is e m e n t
E m p lo y m e n t R e c r u i tm e n t
P re s s
O f fi c e C o n s u lt a n c y
W a n te d

S k ill e d ,
c o m p e te n t R e c r u it m e n t In s t r u m e n t
e m p lo y e e f o r . ..

S e n d a p p l ic a tio n s t o .. .

 SAP A G 1999

 Vacancies are published in advertisements. An advertisement constitutes the publishing of one


or more vacancies in a recruitment instrument, with the aim of hiring suitable people.
 Examples of recruitment instruments include Paper ABC or the Employment Office in City
XYZ. Recruitment instruments are classified according to the medium used e.g. press,
employment office, recruitment agency. Media and recruitment instruments are created and
maintained via customizing
 You store advertisements in Recruitment. You can store one text per advertisement and can
assign multiple vacant positions to an advertisement.
 You can link advertisements to applications at a later stage.

(C) SAP AG HR050 10


7.11

Receiving Applicant Information

 Paper Form - mail or complete application


 Internet - External Applicants
 Intranet- Internal Employees

SAP

 SAP AG 1999

 Based on your advertisements, resumes and and applications are received for further review and
processing.

(C) SAP AG HR050 11


7.12

Applying via the Internet

EMPLOYER

Creating own
applicant data

INTERNET

APPLICANT
 SAP AG 1999

 The Internet application component supports the company in carrying out an effective
recruitment strategy in that it allows the Internet user to:
 look at your company’s job advertisements
 apply for positions in your company
 Applicants can display either the job advertisements for certain regions or a general list of job
advertisements. They can access short descriptions of the jobs as well as the requirements that
they must fulfill. The job information is read from maintained records in Recruitment.
 In addition to applying to advertisements, applicants can also make unsolicited applications.
Applying for jobs via the Internet involves entering certain relevant information, such as
personal data, job experience, qualifications, and education. Entering personal data is
obligatory, but in the other areas, the applicant can decide how much information he or she
wants to give the company. This data is then stored in the Recruitment component of the R/3
System.
 The System assigns the applicant a temporary user ID and password so that the applicant can
check the application status at a later date. This is made possible by the Internet component
Application status.

(C) SAP AG HR050 12


7.13

Applying through SAP ESS Intranet

Employment opportunities Apply


All regions
SAP BERATER
HR-MANAGER Vice President HR & Finance
Vice President HR & Finance
HR-DIRECTOR You have extensive Human Resources experience, and have
SD-MANAGER managed a team of HR professionals. We operate on an
SD-CLERK international scale, and so you must be fluent in English.
Region Central We have long been the market leader in business software
Region NorthEast development and sales, and can offer a challenging
Region Central opportunity for an enthusiastic team-player.
Region West

 SAP AG 1999

(C) SAP AG HR050 13


7.14

Applicant Structure

 SAP AG 1999

 Applicants are classified according to certain criteria in the initial entry of data stage:
Internal / external applicants
Unsolicited applicants / Applicants who have applied to an advertisement
Applicant groups
Applicant range
 Applicant groups classify applicants according to the type of contract that the employee has
with the company e.g. employees with permanent contracts, employees with contracts for a
limited period of time, freelancers, etc.
 Applicant ranges classify applicants according to hierarchical or functional criteria. Structural
criteria are used when the applicants are managers, salaried employees, or specialists.
Functional criteria are used when applicants are assigned to different business areas e.g.
administration, production, etc.

(C) SAP AG HR050 14


7.15

Two-Level Concept of Data Recording (1)

Level 1 - Recording Data

Name
Address
Org. Assignment

SAP AG Anna Gho


Neurottstr. 16 21 Payne Lane
69185 Walldorf Anytown, USA

Dear Sir or Madam,


I would like to apply in response
to the advertisement in The Times
SAP
of February 21, 1999...
I am currently employed as ...
...
...

 SAP AG 1999

 You can record applicant data in a timely and organized manner using the two-level concept of
data recording.
 The first level of data recording, recording basic data, is obligatory for all applicants. Here, all
the data that is needed to create applicant letters and for statistical purposes (e.g. name, address,
potential organizational assignment) is recorded.

(C) SAP AG HR050 15


7.16

Two-Level Concept of Data Recording (2)

Level 2 - Recording Additional Data

Qualifications
Education
Previous Employer
...

Anna Gho
21 Main Street
Anywhere, USA
SAP
Resume

08/01/68 - 06/01/72 Elem. School


08/01/72 - 06/01/81 High School
10/01/72 - 07/01/75 University
...

...

 SAP AG 1999

 The second level of data recording, recording additional data, is only carried out for applicants
who are of further interest to the company. An applicant can be assigned to one or more
vacancies here. Such information as the applicant’s qualifications, education, previous
employment, is recorded during this stage.

(C) SAP AG HR050 16


7.17

Applicant Status

In process To be hired

Invite On hold

Interim
Invite to
reply
Interview
......
......
......

Rejected
Contract offered Contract rejected
Employment
Contract Contract
...... ......
...... ......

 SAP AG 1999

 According to the two types of selection procedures, there are two types of applicant status:
Overall status
Refers to the actual status of an applicant in the company‘s overall selection procedure e.g,
processing, put on hold, or invited to interview.
Vacancy assignment status
Refers to the actual status of an applicant for a particular vacancy.
 Overall status is determined during the initial entry of applicant data phase and must be
available for every applicant from this point onwards. Overall status shows whether an applicant
is involved in at least one selection procedure (overall status could be processing, put on hold,
or invite) or whether he or she has been excluded from all selection procedures (overall status
could be rejected or to be hired).
 An applicant receives a vacancy assignment status as soon as he or she has been assigned to a
vacancy. If an applicant has been assigned to more than one vacancy, he or she has a vacancy
assignment status for each.

(C) SAP AG HR050 17


7.18

Typical Application Procedures

Rejected
SAP AG Anna Gho
Neurottstr. 16 21 Main Street
Jean Pierre
69185 Walldorf Anywhere, USA
d’Arcy
Dear Sir or Madam,

I would like to apply in response


to the advertisement in The Times
of February 21, 1998…….

I am currently employed as …….. . .


In process Rejected
Helga
Martin
Entering
Basic Data
On hold In process To be hired
Francisco Contract
Rodríguez

In process To be hired
Anna Contract
Gho

 SAP AG 1999

 An applicant‘s overall status and vacancy assignment status generally change over the course of
the recruitment procedure. The recruitment procedure is completed when all the applicants have
received either the rejected or the to be hired status.
 In certain cases, the overall status affects the vacancy assignment status.
 Example:
If an applicant‘s overall status is rejected, then all of this applicant‘s vacancy assignment
statuses must also be rejected. Then, the applicant has been rejected for the whole company and
can no longer take part in the selection procedure for a particular vacancy.

(C) SAP AG HR050 18


7.19

Searching for Applicants

Verbal Skills Business Administration

Leadership Knowledge or Unions

Find Objects for Qualifications


Key date 08/30/2000
Qualifications Business Administration Degree
Endurance and stamina
Knowledge of Unions & Bargaining Units
Leadership skills
Verbal, written communication skills
Object types in search Applicant, external
Applicant, internal
Person
Name Qualification Proficiency
4 Frank Bauer Business Administration … Average
Endurance and stamina Good
Leadership skills Very good
Verbal, written communic… Average
Tom Peterson Business Administration … 0007
Endurance and stamina Very good
Knowledge of Unions &... 0008
Verbal, written communic…0007
3 Bruno Hochlehnert Business Administration … Very good
Endurance and stamina Average
Verbal, written, commucic.. Good
 SAP AG 1999

 You can search for applicants that possess certain qualifications.


Here, you have two possibilities:
 You can select the desired qualifications from the qualifications catalog.
 You can select the necessary requirements for an object (e.g. position).
 You receive a list of applicants, sorted according to the number of required qualifications that
they possess.

(C) SAP AG HR050 19


7.20

Evaluating Vacancies

 Find Candidate
 Applicant Statistics
 Applicant List
 Description of Position
 Requirements Profile
 Profile Matchups

 SAP AG 1999

 The Vacancy Report (RPAPL010) gives recruiters search capabilities on finding suitable
candidates based on the position/job profile.
 You can also view statistical information such as how many applicants have been rejected for a
certain vacancy.
 You can use information from Organizational and Planning and from Personnel Development to
generate position descriptions and conduct profile comparisons.

(C) SAP AG HR050 20


7.21

Applicant Activities

Invitation to Interview

Interview Letter

 SAP AG 1999

 Recording, logging, and planning activities for an applicant in the selection procedure takes
place using Applicant Activities.
 An Applicant Activity is a concrete administrative step that an applicant passes through in the
selection procedure e.g. Confirmation of receipt of application, Invitation to interview.
 Certain applicant activities are created for applicants automatically by the system once you
perform certain applicant actions. For example, if you invite an applicant for an interview, the
applicant activity Invitation to Interview is automatically created for the applicant. You can
print the invitation letter for the applicant via this activity.

(C) SAP AG HR050 21


7.22

Applicant Actions

Create planned activity

Activity type 005 Interview appointment


Perform
Applicant Actions
Standard text
Responsible

Applicant Actions

Applicant number 4711


Initial entry of basic data
Enter additional data Applicant actions represent the
... various stages through which an
Interview applicant passes

 SAP AG1999

 The process flows that are carried out for an applicant are represented in the Applicant Actions
infotype (4000). These applicant actions can be:
 process flows for data recording (e.g. Initial entry of applicant data, Recording additional data)
process flows that change the applicant‘s overall status (e.g. Reject applicant, Put applicant
on hold)
 The most important information contained in the infotype is the overall status of the applicant
(e.g. processing, on hold, rejected). This is dependent on the latest applicant action carried out
for the applicant. For example, if the applicant action Put applicant on hold was performed for
an applicant, the applicant is designated the overall status on hold. In the standard system, a new
applicant action infotype record is created for every applicant action performed..

(C) SAP AG HR050 22


7.23

Applicant Correspondence

Create applicant activities (Status planned)

(Mass print-out
Print letters of letters)

Check results

Perform activities (Status completed)

 SAP AG 1999

 Letters can be printed either for individual or multiple applicants.


 Bulk processing of letters can be performed as many times as necessary.
 It presents a two-level concept:
For every task (printing letters, transferring data) a report is executed to perform the task. This
report can be executed as often as is liked and tested. After the report has been successfully
executed, a second report sets the status of the relevant planned activities to completed. The
relevant activities are then completed and will no longer be selected the next time that letters are
being printed or the next time data is being transferred.

(C) SAP AG HR050 23


7.24

Hiring An Applicant

Employment
Contract

D.
M.Smith
Klein
----------------------
---------------------
Unterschrift
Signature

Applicant no. 1234 Applicant no. 9999

o o
a Gh Gh
n na
An An

Applicant file Employee file

 SAP AG 1999

 If you hire an applicant, you can transfer his or her data to the Personnel Administration
component. The data is transferred directly from the applicant database to the employee
database.
 You perform the data transfer to Personnel Administration by running a personnel action.
 You can enter the additional data, such as working time and salary details, later in Personnel
Administration.

(C) SAP AG HR050 24


7.25

H ir in g A n E m p lo y e e

O r g . A s s ig n m e n t S a la r y D a ta

H ir in g

e tc .
B ir t h S h ift S c h e d u le
c e r t if ic a t e
E a rly
N o rm a l
L a te

P e rs o n a l D a ta / S h ift D a ta
A d d re s s e s

 SAP AG 1999

 The most important objective of master data administration in Human Resources is to enter
employee-related data for administrative, time-recording, and payroll purposes.
 A new employee can also be hired without using Recruitment. Instead you can hire someone by
running a personnel action in Personnel Administration, thereby creating the necessary data for
the employee to be hired.

(C) SAP AG HR050 25


7.26

Recruitment: Unit Summary

You are now able to:

 Enter initial and additional data on


applicants
 Create advertisements
 Complete applicant activities
 Report on applicant statistics
 Transfer Applicant data to Master Data

 SAP AG 1999
 SAP AG

(C) SAP AG HR050 26


7.26.2Exercises

Unit: Recruitment
Topic: Hiring an employee

At the conclusion of this exercise, you will be able to:


 Change your role to HR: Recruiter
 Create a vacancy after an employee is terminated
 Enter initial applicant data
 Enter additional applicant data
 View correspondence
 Transfer applicant data to employee data
 Complete the hiring of the applicant

There is a vacancy for a ##- Administration Manager in the ##-


Administration Department in the Caliber A Bicycle Company.
You must find someone to fill this vacancy. You record the
applications you receive for the position and hire a suitable
candidate.

1-1 Change your role to SAP_HR_RECRUITER_RC.

1-2 Terminate employment of Ms. Helena Camino as the last day of the current month
using the Leaving personnel action. This termination will create a vacancy in the
position ##- Administration Manager in the ##-Administration Department in the
Caliber A Bicycle Company.

1-3 Record the applicant's basic data. It is an unsolicited application, the applicant did not
reply to a specific advertisement.

1-3-1 Use the following data for the application: personnel area CABB, personnel
subarea Purchasing, applicant group Active, applicant range Salaried
employee. Mike Hire will be the personnel officer in change of the applicants.
Enter you choice of data you for the name, date of birth, language, nationality,
address and unsolicited applicant group fields.

1-4 Today, you received some additional data for the applicant you enter above. Enter the
additional data for your applicant with the qualifications profile with the following
qualifications and a proficiency level of your choice:
Spanish language skills, HR Management skills, Knowledge of word processing
systems and English language skills.

(C) SAP AG HR050 27


1-5 Check the letters that were automatically created for your applicant. In the applicant
activities for your applicants, check whether they have received a letter of receipt of
application.

1-6 Hire your applicant on the first day of the current month i.e. prepare the data for
transfer and transfer him/her to Personnel Administration. Use the Prepare to hire
applicant action.

1-7 From Personnel Administration run the Transfer applicant personnel action to
complete the hiring of the applicant. Use the position of ##- Administration Manager
in the ##-Administration department. Transfer the default values and make entries in
additional screens, if required. Assign your applicant to personnel number 50993##.

(C) SAP AG HR050 28


7.26.3Solutions

Unit: Recruitment
Topic: Hiring an employee

1-1 Change your role to SAP_HR_RECRUITER_RC.


1-1-1 Select the Other menu button in the SAP Easy Access menu.
1-1-2 Select the Find icon.
1-1-3 Enter SAP_HR_RECRUITER_RC in the Find field.
1-1-4 Select the Find icon again.
1-1-5 Select the SAP_HR_RECRUITER_RC.
1-1-6 Select the Copy/Enter icon.

1-2 Terminate employment of Ms. Helena Camino and create a vacancy for her position.
From the Favorites menu select: Personnel actions
1-2-1 Enter personnel number 50991## in the Personnel no. field and the last day of
the current month in the From field.
1-2-2 Select the Leaving action.
1-2-3 Select the Execute icon.
1-2-4 Select the Save icon on the Actions infotype to accept the default entries.
Select the Enter icon to acknowledge the informational message that the
existing record will be delimited.
1-2-5 Verify the default date in the Create vacancy pop-up box is the first day of the
next month and select the Yes icon.
1-2-6 Highlight Helena Camino’s bank information in the table.
Select the Delimit icon in the Delimit Bank Details record and then select the
Exit icon.

1-3 Record the applicant's basic data.


Activity group SAP_HR_RECRUITER_RC  Recruitment  Applicant
Master data  Initial data entry
Note: Choose the association for your applicant (advertisement or application
group)
1-3-1 Enter the following data:
Personnel area Caliber A Bicycle Company (CABB), personnel subarea
Purchasing (0002), applicant group Active (1), applicant range Salaried
employees.

(C) SAP AG HR050 29


You can enter whatever data you like in the personnel officer, name, date of
birth, language, nationality, address and unsolicited applicant group fields.
1-3-2 Select the Save icon and record the applicant number below:
_________________________________________________

1-4 Enter additional data for your applicant.


Activity group SAP_HR_RECRUITER_RC  Applicant Master data 
Applicant actions
1-4-1 Enter the applicant number from above in the Applicant no. field.
1-4-2 Select the Enter additional data action and select the Execute icon.
1-4-3 Click the Maintain qualifications profile button.
1-4-4 Click the Create icon.
Enter the qualification: Spanish language skills valid on the first day of next
month until the end of time and the proficiency of your choice.
1-4-5 Repeat the process to create entries for the following qualification: HR
Management skills, Knowledge of word processing systems and English
language skills.
1-4-6 Select the Save icon.

1-5 Check the letters that were automatically created for your applicant. In the applicant
activities for your applicants, check whether they have received a letter of receipt of
application.
Activity group SAP_HR_RECRUITER_RC  Applicant Activity  Display
applicant activities
1-5-1 Enter the applicant number from above in the Applicant no. field.
1-5-2 Select the Execute icon.
1-5-3 Select the Receipt action in the Planned activities area.
1-5-4 Select the Display activity button.
1-5-5 Select the Display letter button.
1-5-6 Review the letter in Microsoft Word and return to the SAP system.
1-5-7 Select the Cancel in the Planned activity display pop-up box.
1-5-8 Return to the SAP Easy Access menu.

1-6 Hire your applicant and transfer him/her to Personnel Administration.


Activity group SAP_HR_RECRUITER_RC  Applicant Master data 
Applicant actions
1-6-1 Enter the applicant number from above in the Applicant no. field and enter the
first day of the next month in the From field.
1-6-2 Select the Prepare to hire action and select the Execute icon.
1-6-3 Select the Save icon in the Copy applicant Actions infotype.
(C) SAP AG HR050 30
1-7 From Personnel Administration run the Transfer applicant personnel action. Use the
position of ##- Administration Manager in the ##- Administration department.
Transfer the default values and make entries in additional screens, if required. Assign
your applicant to personnel number 50993##.
From the Favorites menu select: Personnel actions
1-7-1 Enter personnel number 50993## in the Personnel no. field and the first day of
the next month in the From field.
Select the Hire applicant action.
Select the Execute icon.
Enter the applicant number and select the Transfer button.
1-7-2 Actions
Use the search function to locate ##-Administration Manager in the position
field.
Enter CABB in the Personnel area field, 1 in the EE group field, X0 in the EE
subgroup field.
Select the Save icon.
1-7-3 Personal Data
The data will default from applicant adminstration.
Select the Save icon.
1-7-4 Organizational Assignment
Select the Save icon, and delimit the vacancy when prompted.
1-7-5 Addresses
Verify the required information was pulled from Recruitment.
Select the Save icon.
1-7-6 Planned working time
Verify NORM is in the Work sched. Rule field.
Select the Save icon.
1-7-7 Basic Pay
In the Pay Scale portion of the screen, enter E01 / 01 in the Group / Level
fields.
Select the Save icon.
1-7-8 Bank Details
Select the Bank key for Citibank and bank account 1236547.
Select the Save icon.
1-7-9 Absence Quotas
Verify Quota type 09/Leave is in the AccA/Quota fields.
Select the Save icon.

(C) SAP AG HR050 31

You might also like