Personnel Administration35421.pptx

Personnel Administration
Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Personnel Actions
– Single Infotype Maintenance
– Fast Entry
– Displaying Infotypes
• PA Reports
• Transaction codes
• Summary
4/26/2008 www.saptopjobs.com 2

Introduction to Personnel
Administration
• Using Personnel Administration application
component, employeerelated data is maintained and
stored.
• Each employee in the system is automatically given
an employee number (8 digit running number), and
an employee Master Data file is created for each
person.
• The Master Data file is maintained using info types.

SAP Term Description
Infotypes Logical groupings of related information.
Subtypes
A subset of Infotypes. E.g. Address can be divided into
subtypes mailing address, permanent address, etc
Company
Code
An independent company with its own accounting unit – a
company which draws up its own balance sheets.
Personnel
Area
A personnel area is a specific entity for personnel
administration. In BASF, it is used to differentiate the
different physical locations within a company.
Personnel
Subarea
Personnel subareas are subdivisions of personnel areas. It is
a specific entity for personnel admin purposes.
Delimit
A process to shorten the validity period of an object or record
by replacing its end date with an earlier date.
New Terminology – PA

SAP Term Description
Personnel
Actions
Mechanism to track employee progress within the
Organization or events that trigger a sequence of
infotypes for data entry.
Infogroup
Sequence of infotypes (grouped) for data entry in
Personnel Actions transaction
Fast Entry
A function accelerating the entries, and that displays the
significant data on one entry screen.
New Terminology – PA (Cont)

4/26/2008 6
Key Concepts
SAP HR Structures
• Allocation of employees to the HR structures is the first step in entering
personal data in SAP Human Resources. This info is stored in IT0001
Organizational Assignment.
• There are 3 primary & mandatory HR Structures:
1. Enterprise Structure
2. Personnel Structure
3. Organizational Structure
• Mainly used to:
• Divide Organization for reporting purposes
• Allow various default values to be assigned to employees
• Distinguish employees for benefit, payroll calculations, time
schedules & vacatiow
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Key Concepts
• This division helps to define differences between
employees based on their geographic location and
legal entities.
Structure Details Controls / Influences
Company Code is an independent
company with its own accounting unit/
balance sheet.
Personnel Area is a subdivision of
Company Code. In BASF it is based on
geographical location.
Time
Management
Work schedule
Holiday
calendars
• Absence Types
Payroll
• Pay scale
Allowed
Benefit/
Deduction
Personnel Subarea is a subdivision of
personnel area. In BASF, it represents
function.
PA / Others
•Reporting
criteria
• Authorization

Key Concepts
Client: independent &
legal organization
Company Code: company
with own balance sheets
Personnel Area:
geographical division
Personnel Sub.area:
function
Client
4600
4600
4610 MY CORPORATE

Example of Enterprise Structure

Key Concepts
2. Personnel Structures
• Personnel Structures define the organization
administratively. They define differences
between employees based on their
employment status.
Structure Details Controls / Influences
Employee Group subdivides
employees into various
categories.
Time Management
• Absence Quota
Work schedule
Payroll
•Allowed Benefit/
Deduction
Provident
Funds/Tax
grouping
•Payroll
processing
(monthly, daily, etc)
Employee Subgroup represents
a subdivision of employee group.
PA / Others
• Reporting criteria
• Authorization
Payroll Accounting Area
represents a grouping defined for
purposes of payroll accounting.
Division of employees

Non Exempt
Key Concepts
2. Personnel Structures
EG & ESG
• Defines the Organization administratively  determines leave
quota, allowances allowed, and as selection criteria for reports .
Employee
Group (EG)
Local Employee
Advisor
External
Person
Employee Sub
Group (ESG)
Management
Trainee

Ex: Personnel Structure EG & ESG

Key Concepts
Payroll run on 28th day of
month for the current month
Payroll
Accounting Area Y
Payroll
Accounting Area X
Payroll run on 10th day of
month for the previous month
2. Personnel Structure:
Payroll Accounting Area
• When payroll is processed, the payroll
accounting area provides the frequency of pay
and dates of the payroll period

Ex : Payroll Accounting Area

Key Concepts
Infotypes – Basic Data
Infotype Important Fields to Maintain
0000 Actions Action, Reason
0001 Organizational
Assignment
Enterprise Structure (Personnel Area, Subarea)
Personnel Structure (Ee Group/Subgr, Payroll Area)
Organizational Structure (Position)
0002 Personal Data Title, Name, Name format, Marital Status, Gender,
Birthdate – Pls refer to Employee Name Format.ppt
0006 Address Address Type, Address, City, Country, PostCode
0016 Contract Elements Permanent vs Temporary staff, Notice period
0019 Monitoring of Tasks To set reminder for tasks in the future, e.g. Expiry of
Probation, Residential Tenancy expiry for expats
0021 Family/Related Persons Spouse, Child, Parents, etc
0022 Education Degree, college attended, years, branch of study
0007 Planned Work time Store Employee Work Schedule
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Key Concepts
Infotypes – Basic Data (Cont)
0023 Other/Previous
Employer
Employers before Joinig
0025 Appraisals (Used for Performance Management purpose)
0027 Cost Distribution Split employee’s salary to 2 or more Cost
Centres
0040 Objects on Loan Books, Keys, Mobile Phones, Notebooks
0041 Date Specifications Capture real hiring date for rehired staff
0077 Additional Personal
Data
Ethnic Origin (not applicable to all countries)
0094 Residence Status Usually for expats, to document status (PR/
others)
0105 Communication Email, telephone number (updated via
HRKiosk)

Key Concepts
Infotypes – Payroll Related
0003 Payroll Status* Retro Accounting Date
0008 Basic Pay Pay Scale, Monthly Salary
0009 Bank Details* Bank Key, Account number, Reason
0014 Recurring
Pay/Deeds*
Regular allowances/ deductions
0015 Additional
Payments*
One time payment, e.g. Service Awards
0045 Loans* Monetary loans from company, e.g. Car Loan
* Not required for Package 1/2

Key Concepts
Infotypes – Country Specific
Country Infotype
Malaysia 0196 EPF
0197 SOCSO
0198 Schedular Deduction Tax
0199 Additional Tax Deduction
0547 Benefitsinkind (Tax)
Singapore 0179 Tax
0181 Additional Funds
0186 CPF

Key Concepts
Infotypes – Country Specific
Country Infotype
US 0171 General Benefit Information
0210 Withholding Info W4/W5
US
207 Residence Tax Area
0210 With holding Info
0208 work tax area
UK
4/26/2008
0179 Tax
0181 Additional Funds
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Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

Introduction
SAP Key Tasks
SAP
Transact
ion
What It is For
Freque
ncy of
Use
PA30
Maintain HR Master
Data Infotype
(Single Entry)
High
PA40 Personnel Actions High
PA41
Change Entry /
Leaving Date
Medium
PA70
Fast Entry for
Specific Infotypes
Medium
SAP
Transaction
What It is For
Frequency
of Use
PA10
Display Personnel
File – all information
available for an
employee
High
PA20
Display HR Master
Data – pick &
choose infotypes to
be displayed for an
employee
High
Administrator Tasks Reviewer Tasks

2. Single
Screen
Introduction
Ways to Maintain Infotype Records
1. Personnel
Actions
(sequence of Infotypes)
3. Fast Entry/
Batch Input

Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

Personnel Actions
Introduction
Hiring Action
Organizational Assignment
Personnel Data
Additional Personnel Data
Address
Planned Working Time
Basic Pay
Recurring Allowances
…………
Infogroup
• Personnel actions group infotypes together that are used in the course of
a specific HR process, such as hiring a new employee.
• SAP has been configured to automatically include certain infotypes during a
specific Personnel Action.

Hiring
Transfer
Pay Grade
Reassignment
Promotion
01.01.2001 15.03.2001 20.09.2003 01.02.2004
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Personnel Actions
Actions Represent Employee Career
Movement

Personnel Actions
General List of Personnel Actions
• Hiring Action
• Transfer Action
• Change of position Action
• Termination Action
• Retirement Action
• Rehire

Personnel Actions
Set Up Your SAP User ID
(Country Codes or User Groups)
Country Code
US United States of America 10
IN India 40
AU Australia 13
NZ New Zealand 43
UK United Kingdom 08
BD Bangladesh 99
LK Sri Lanka 99

Personnel Actions
Things to Note (1)
• When carrying out Hiring action ensure the following:
– Reason for hiring is entered
– IT0001 Organizational Assignment is maintained particularly the
following fields: Position, Personnel Area & Subarea, Employee Group
&Subgroup
– IT0002 Personal Data is maintained, particularly these fields:
• Full name
• Date of Birth (if unknown at time of hiring, enter a “dummy” date
but make sure the dummy date is before the hiring date)
• Title and gender fields are consistent with each other

Personnel Actions
Things to Note (2)
• Some fields are defaulted to certain values, for example:
– In some countries, Social Security number will default to IC number.
– Expiry of Probation Date (in Monitoring of Tasks infotype) will default
to a date depending on “Probationary period” (in Contract Element
infotype).
• In most cases, you do not need to change the default information. In
special cases (e.g. Employee has a different Social Security number),
you can override the default.

Personnel Actions
Things to Note (3)
• Sometimes, you need to maintain additional infotypes
using PA30 (Maintain HR Master Data) after completing
an action, for example:
– After Hiring: Additional allowances (IT0014, only 1
record is allowed during Hiring);Other Family
Members (IT0021, only Spouse allowed during
Hiring), e.g. parents (information required later when
EE applies for bereavement leave)
– After Termination/ Resignation: Delimiting infotypes
that have more than 1 record (only 1 record is
delimited for each infotype during Personnel Action),
such as IT0014, IT0015, IT0045, and IT0057).

Personnel Actions
• Use transaction PA41 to change the Entry/
Leaving Date for an employee.

Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

• Transaction PA30 allows you to select a specific Infotype to maintain.
There are 3 alternative ways you can select the Infotype.
Single Infotype Maintenance
Single Infotype Maintenance – Selecting Infotype
2. Type
Infotype
number/
name
1. Select from
Infotype
Grouping Menu
3. Select from
drop down list

Demonstration
• Steps on how to maintain Infotype for an employee (transaction PA30
Maintain HR Master Data).
–
–
–
–
–
Create a new infotype record
Create an infotype record by copying another record
Make changes to an infotype record
Delimit an infotype record
Delete an infotype record–only for data entry mistakes!
• This will use the following infotypes:
– IT0001, 0008, 0014, 0015, 0022, 0027, 0105
Demonstration: Maintain Infotype – Single Screen

Additional Information
• IT0105 Communications
– Ensure these subtypes are correctly maintained:
• Email address (also can be maintained in HRKiosk)
• Phone / fax number (also can be maintained in HRKiosk)
• GCD ID
– However, HRS has no authorization to maintain the following
subtypes:
• Novell ID
• System user ID
Synchronized with GCD

Exercise
•
•
•
•
•
Create a new infotype record
Create an infotype record by copying
another record
Make changes to an infotype record
Delimit an infotype record
Delete an infotype record
Maintain Infotype – Single Screen
– Maintaining employee data through infotypes
(transaction PA30):

Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

Fast Entry
Fast Entry/ Batch Inputs
• Fast Entry/ Batch Inputs transactions are used when the same
infotypes are to be maintained for more a group employees at the
same time.
• The available Fast Entry/ Batch Input transactions are:
– Fast Entry for Specific Infotypes (transaction PA70), e.g.:
• IT0015 Additional Payments, e.g. to pay Service Awards
• IT0014 Recurring Payments/ Deductions, e.g. to add certain
Allowance
– Batch Input for specific infotypes, e.g.:
• Festival Advance (transaction PC00_M14_CFAP) – MY only
• Basic Pay (during annual salary increment)
• Additional Payments (during annual bonus payment)

Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

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Personnel File (PA10)
(complete set of Infotypes)
Displaying Info types
Ways to Display Info types
Single
Infotype (PA20)
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Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

PA Reports
Types of Reports
• Two types of reports:
– SAP Standard Reports
– Custom Reports
• What you can do with reports (not all reports):
– Specify selection criteria (and save it as a variant)
– Print output
– Convert into spreadsheets/ other documents
– Save to local drive (but remember: online information may be
updated any second!)
– Reformat (e.g. delete unnecessary columns, rearrange columns)

PA Reports
Standard Reports
Personnel Administration Reports
Report Description Transaction Code
Employee List (list of employee per selection
criteria)
S_AHR_61016369
Date Monitoring (entries in Monitoring of
Tasks infotype)
S_PH0_48000450
Service Anniversaries (number of service
years for employees)
S_PH9_46000216
Education & training S_PH9_46000224
Flexible Employee Data (select your own
fields)
S_AHR_61016362
Headcount Changes S_L9C_94000095
EEs Entered and Left (EEs who entered/ left
at certain time)
S_PH9_46000223

Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

Transaction Codes – Administrator
Function
SAP
Transaction
What It is For Frequency of Use
PA30
Maintain HR Master Data (Single
Entry)
High
PA40 Maintain Personnel Actions High
PA41 Change Entry / Leaving Date Low
PA70 Fast Entry for Specific Infotypes Medium

SAP
Transaction
What It is For
Frequency
of Use
PA10
Display Personnel File – all information
available for an employee
High
PA20
Display HR Master Data – pick & choose
infotypes to be displayed for an employee
High
HRCLM0015
View Medical Entitlements and Claims
Details
Medium
Transaction Codes – Display Function

Course Agenda
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports
• Summary

Course Summary
You must be familiar with
• Key Concepts
• SAP Tasks
– Introduction
– Fast Entry
• PA Reports

Personnel Administration35421.pptx

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Personnel Administration35421.pptx