Overview of the MySAP Human Resources Solutions

SAPHROverview of the mySAP Human

Resources SolutionsmySAP Human Resources

Date

Training Center

Instructors

Education Website

Instructor HandbookCourse Version: 2003 Q3Course Duration: 2 Day(s)Material Number: 50065803Owner: Inge Wagenknecht (D026665)

An SAP Compass course - use it to learn, reference it for work

Copyright

Copyright © 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for anypurpose without the express permission of SAP AG. The information contained herein maybe changed without prior notice.

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THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAPEXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED,INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY ANDFITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALSAND THE SERVICE, INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHERMATERIALS AND PRODUCTS CONTAINED HEREIN. IN NO EVENT SHALL SAP BELIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL,OR PUNITIVE DAMAGES OF ANY KIND WHATSOEVER, INCLUDING WITHOUTLIMITATION LOST REVENUES OR LOST PROFITS, WHICH MAY RESULT FROM THEUSE OF THESE MATERIALS OR INCLUDED SOFTWARE COMPONENTS.

About This HandbookThis handbook is intended to complement the instructor-led presentationof this course, and serve as a source of reference. It is not suitable forself-study.

Typographic ConventionsAmerican English is the standard used in this handbook. The followingtypographic conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen.These include field names, screen titles,pushbuttons as well as menu names, paths, andoptions.

Also used for cross-references to otherdocumentation both internal (in thisdocumentation) and external (in other locations,such as SAPNet).

Example text Emphasized words or phrases in body text, titlesof graphics, and tables

EXAMPLE TEXT Names of elements in the system. These includereport names, program names, transaction codes,table names, and individual key words of aprogramming language, when surrounded bybody text, for example SELECT and INCLUDE.

Example text Screen output. This includes file and directorynames and their paths, messages, names ofvariables and parameters, and passages of thesource text of a program.

Example text Exact user entry. These are words and charactersthat you enter in the system exactly as theyappear in the documentation.

<Example text> Variable user entry. Pointed brackets indicatethat you replace these words and characters withappropriate entries.

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About This Handbook SAPHR

Icons in Body TextThe following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicates that the item is displayed in theinstructor�s presentation.

iv © 2003 SAP AG. All rights reserved. 29-12-2003

ContentsCourse Overview ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Course Goals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii

Unit 1: Essentials .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Logon/Navigation .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Structures in HR.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Organizational Management .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Unit 2: Hiring an Employee ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Applicant Data... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Employee Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Time Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Unit 3: Education and Training ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Profile Matchups ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Course Registration .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107Maintain Time Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121Appraisals.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127

Unit 4: Remuneration Adjustments..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141Compensation Management .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148Personnel Cost Planning.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158

Unit 5: Reporting..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Reporting... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

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Contents SAPHR

vi © 2003 SAP AG. All rights reserved. 29-12-2003

Course OverviewThis course explains the basic terminology, structures, and processes ofhuman resources when used in integration. It also describes the variousHR reporting options.

Main Business Scenario

� You are a new employee in a global enterprise. In future, you will beresponsible for SAP R/3 Human Resources.

� First, you want to obtain an overview of the navigation options and ofthe fundamental structures in HR.

� You will then expand this knowledge base to include the coreprocesses and their integration.

The course is based on the following release status:

� SAP R/3 Enterprise

Target AudienceThis course is intended for the following audiences:

� Project team� Employees in the Human Resources department

Course PrerequisitesRequired Knowledge

� None

Course Duration DetailsUnit 1:Essentials

Logon/Navigation 30 MinutesExercise 1: Logon/Navigation 10 Minutes

Structures in HR 60 MinutesOrganizational Management 60 MinutesExercise 2: Organizational Management 10 Minutes

Unit 2: Hiring an EmployeeApplicant Data 60 MinutesExercise 3: Applicant Data 10 Minutes

Employee Data 60 MinutesExercise 4: Employee Data 10 Minutes

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Course Overview SAPHR

Time Data 60 Minutes

Unit 3: Education and TrainingProfile Matchups 60 MinutesCourse Registration 60 MinutesExercise 5: Course Registration 10 Minutes

Maintain Time Data 60 MinutesAppraisals 45 MinutesExercise 6: Appraisals 10 Minutes

Unit 4: Remuneration AdjustmentsCompensation Management 30 MinutesExercise 7: Compensation Management 10 Minutes

Payroll 60 MinutesExercise 8: Payroll 10 Minutes

Personnel Cost Planning 30 Minutes

Unit 5: ReportingReporting 60 MinutesExercise 9: Reporting 10 Minutes

Course GoalsThis course will prepare you to:

� Log on to the system and navigate through it� Outline the basic terms, structures, and processes in HR and their

integration

Course ObjectivesAfter completing this course, you will be able to:

� Navigate in the system� Describe the structures in HR� Use selected interfaces to display and maintain data� Identify the core processes in HR� Outline the fundamental integration aspects

SAP Software Component InformationThe information in this course pertains to the following SAP SoftwareComponents and releases:

viii © 2003 SAP AG. All rights reserved. 29-12-2003

SAPHR Course Overview

For more information, see the Instructor Guide in SAPNet.

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Course Overview SAPHR

x © 2003 SAP AG. All rights reserved. 29-12-2003

Unit 11 Essentials


Unit Overview� Logging On / Navigation� Structures in HR� Organizational Management

Unit ObjectivesAfter completing this unit, you will be able to:

� Navigate as a user in the SAP R/3 System� Describe the structures in HR� Maintain the organizational plan

Unit ContentsLesson: Logon/Navigation ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Logon/Navigation... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Lesson: Structures in HR .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Lesson: Organizational Management ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Exercise 2: Organizational Management... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

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Unit 1: Essentials SAPHR

Lesson:2

Logon/NavigationLesson Duration: 30 Minutes

Lesson OverviewIn this lesson, you learn how to navigate in the SAP R/3 System.

Lesson ObjectivesAfter completing this lesson, you will be able to:

� Navigate as a user in the SAP R/3 System


Business ExamplePart A - Logging On / Navigation

� As a user, familiarize yourself with the navigation in the system

Figure 1: Logging On to the System

SAP systems are client systems. The client concept enables the paralleloperation, in one system, of several enterprises that are independent ofeach other in business terms.

2 © 2003 SAP AG. All rights reserved. 29-12-2003

SAPHR Lesson: Logon/Navigation

A client is, in organizational terms, an independent unit in the system.Each client has its own data environment and therefore its own masterdata, transaction data, and assigned user master records.

For a user to log on to the system, a master record must exist in the systemfor that user, referring to the relevant client. To protect access, a passwordis required for logon. The password entry is masked (�with asterisks�).

SAP systems are available in several languages. You can select the logonlanguage for each session using the Language field.

Multiple logons are always logged in the system. This is for security aswell as licensing reasons. A warning message appears if the same userattempts to log on more than once. The message offers three options:

� Continue with the current logon and end any other session(s) of thesame user in the system.

� Continue with the logon without ending other sessions in the system(logged in system)

� Terminate current logon attempt

Figure 2: SAP Easy Access - Standard

SAP Easy Access is the standard entry screen in the system.. You navigatethrough the system using a compact tree structure.

You can include an image on the right-hand side, such as your companylogo. This image can only be entered system-wide and is a cross-clientsetting. If you have the appropriate authorization, you can find a detailed



description of the necessary settings by choosing Extras→ AdministrationInformation. You can prevent this image being called by switching it offunder Extras → Settings.

Figure 3: Role-Based User Menu

A role describes a set of logically linked activities in the system. Theserepresent the range of functions users typically need for their work.

Roles must be set up so that the SAP system user can work withuser-specific or position-related menus.

The authorizations for the activities listed in the menus are also assignedto the users using roles.

Once a user has been assigned a role, he or she can choose between theuser menu or the �SAP standard menu�.

The above screen shows a user�s role-based user menu with the name�Enjoy�. You can find roles that are supplied in the standard SAP systemby choosing Other Menu on the SAP Easy Access initial screen.

Every end user can personalize the initial screen using Favorites. You cancreate your own Favorites list containing the transactions, reports, files,and Web addresses that you use most often.

You can add favorites either by choosing Favorites or by using the mouse to�drag & drop� items into the Favorites directory.



Figure 4: Screen Elements

Menu Bar: The menus shown here depend on which application you areworking in. These menus contain cascading menu options.

Standard toolbar: The icons in the standard toolbar are available on all R/3screens. Any icons that you cannot use on a particular screen are grayedout. If you leave the cursor on an icon for a moment, a QuickInfo appearswith the name or function of that icon. You will also see the correspondingfunction key settings.

Title bar: Displays the function that is available.

The application toolbar display icons which are available in the currentapplication.

Status bar: Displays information on the current system status, for example,warnings or errors.



Figure 5: Selecting Functions...

You can call system functions in the following ways:

� Use the mouse to choose:

� Menu options� Favorites� SAP Easy Access options

� By entering a transaction code in the command field:

Every function (not every screen) in SAP Systems is a transactioncode (T Code). You can access the assigned transaction code fromany screen in the system. You can find the transaction code for thefunction you are working in at the moment by choosing Status underthe System menu option. Other possible entries:

� �/n� ends the current transaction.� �/i� ends the current session.� �/osm04� opens a new session and goes to the specified

transaction (SM04).� If you enter � search_sap_menu � in the command field, you can

search for and display the menu paths for SAP transactions. Youcan also search for text strings.



Figure 6: Field Help: F1, F4

For information on fields, menus, and messages, press F1.

For information on what values you can enter, press F4. You can alsoaccess F4 help for a selected field using the button immediately to theright of that field.

Figure 7: Menus: System and Help



The Systemmenu includes, among others, the following options:

� Create/End Session: This allows you to create and end sessions. Themaximum number of sessions can be determined by the systemadministrator.

� User profile: This is where you enter user-specific settings. Forexample, you can use parameter IDs under Own Data to set defaultvalues for specific user-dependent fields in the system (for example,the company code field).

� Status: Displays the most important user and system data.� Log off: Ends the SAP R/3 session with a confirmation prompt.

The Helpmenu includes, among others, the following options:

� Context-sensitive Application Help� Access to the SAP Library� A glossary

Figure 8: SAP Library

SAP systems provide comprehensive online help. You can access the helpfrom any screen in the system. You can always request help using the Helpmenu or the relevant icon (yellow question mark).

The SAP Service Marketplace also offers fast and user-friendly access tothe SAP Library.

You can also access the Help Portal directly at http://help.sap.com.


http://help.sap.com


Figure 9: User-Specific Personalization

The end user has many possibilities for personalizing the system. Someare described below:

� Under Extras→ Settings you can determine the layout of your initialscreen. For example, you can switch off the image display on the rightscreen or switch on display of the technical names (transaction codes)in the SAP Easy Access Menu.

� Under Options, for example, you have the option of activating a quickcut and paste. Under Options, you can change the reaction speed ofthe QuickInfo that is displayed when the cursor hovers over an iconor when you �push a button�.

� Under System → User Defaults → Own Data, you can set your owndefault values. To do so, choose the tabs Address, Defaults andParameters. The parameter setting is explained here as an example:

Parameters: You can specify defaults for frequently used input fieldshere. In order to be able to set a default value for a field, it must beassigned a parameter ID. Procedure for finding the parameter: Goto the field for which you want to set a default value. Press F1, thenchoose �Technical Info�. The system displays an information windowthat contains the relevant �Parameter ID� under the heading �FieldData� (if the field has been assigned a parameter ID).





11 Exercise 1: Logon/NavigationExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Log on to an SAP system

Business ExampleYour employees� data changes over time. These changes must be reflectedin the Human Resources system.

Task 1:Your instructor will give you the data required to log on to the trainingsystem.

System: ________Client: ________User: ________Password: ________

Task 2:The help functions of SAP R/3 are available to answer any questions thatmay occur while you are working in the system.

1. Describe how the �SAP Library� and the � Application Help � functionare connected.

______________________________________________________

______________________________________________________

Continued on next page



______________________________________________________

Hint: To be able to answer the following questions you mustcall the transaction � Display HR Master Data �.

Use the personnel number:

111991## (## = group number)

On the � Core Employee Info � tab page, select the �Organizational Assignment � infotype and choose Display.

2. What is the purpose of the personnel number field? (Press F1 helpfor the Personnel Number field.)

________________________________________________________

3. Which business area does the company code come from?

(Use the F1 help in the Company Code field and click on the link inthe Performance Assistant.)

_________________________________________________________

4. What is the name of the personnel area identified with the key 5000?

(Use the F4 help in the Personnel Area field.)

_________________________________________________________



Solution 1: Logon/NavigationTask 1:Your instructor will give you the data required to log on to the trainingsystem.

System: ________Client: ________User: ________Password: ________

Task 2:The help functions of SAP R/3 are available to answer any questions thatmay occur while you are working in the system.

1. Describe how the �SAP Library� and the � Application Help � functionare connected.

______________________________________________________

______________________________________________________




______________________________________________________

Hint: To be able to answer the following questions you mustcall the transaction � Display HR Master Data �.

Use the personnel number:

111991## (## = group number)

On the � Core Employee Info � tab page, select the �Organizational Assignment � infotype and choose Display.

a) SAP Library provides you with comprehensive help. You haveto be able to locate the information you are looking for.

The Application Help refers you to the place in the SAP Librarythat will give you information about the transaction in the R/3System that you have just called.

In the Easy Access menu, choose Human Resources → PersonnelManagement→ Administration→ HR Master Data→ Display.

In the Personnel Number field, enter the value 111991##.

Select the tab page Core Employee Info and select theOrganizationalAssignment infotype. You select an infotype by clicking on thebox to the left of the infotype name.

In the application toolbar, choose Display.

2. What is the purpose of the personnel number field? (Press F1 helpfor the Personnel Number field.)

________________________________________________________

a) Click in the Personnel No. field and then press F1.

The personnel number is the unique key for a person in oneclient.

3. Which business area does the company code come from?

(Use the F1 help in the Company Code field and click on the link inthe Performance Assistant.)

_________________________________________________________

a) Click in the Company Code field and then press F1. Click on theword company code that is written in blue. The company codecomes from Financial Accounting.

4. What is the name of the personnel area identified with the key 5000?

(Use the F4 help in the Personnel Area field.)Continued on next page



_________________________________________________________

a) Click in the Personnel Area field and then pressF4.

Personnel area 5000 is for Japan.



Lesson Summary

You should now be able to:� Navigate as a user in the SAP R/3 System


SAPHR Lesson: Structures in HR

Lesson:17

Structures in HRLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn how to describe the structures in HR.


� Describe the structures in HR


Business ExamplePart B - Structures in HR

� Gain an overview of how your company�s structures are representedin the system

Figure 10: Employees



A Human Resources Management System enables you to set uporganizational hierarchies and employee relationships and then store andadminister employee data in the system.

You must be able to evaluate and report employee data flexibly and fromall enterprise-specific organizational aspects.

Every employee is included in the structure of his or her enterprise. Dataentry is restricted as the validity of all employee data is checked.

The structures of an enterprise are subdivided into organizationalstructures, 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 thestructural and personnel environment of your enterprise. Hierarchiesand report structures are clearly laid out. The organizational plan is thefoundation of Organizational Management. The organizational plan useselements, called objects. The most important objects are organizationalunits, jobs, and positions.

The enterprise and personnel structures subdivide organizations andemployees according to factors relevant to time management and payroll.These structures are stored in Customizing.

Figure 11: Organizational, Enterprise, and Personnel Structure

The allocation of employees to the structures in their enterprise is of theutmost importance in Human Resources. It is the first step in enteringpersonal data.



You assign employees in infotype 0001, Organizational Assignment.In doing this, you include employees in the enterprise, personnel andorganizational structures.

Information on the organizational assignment of employees is of greatimportance for authorization checks, for the entry of additional data, andfor Time Management and Payroll Accounting.

When you enter data for an employee in infotype 0001, OrganizationalAssignment, the employee is assigned to a company code, a personnelarea, and a payroll area. You also assign employees to positions. Thisresults in the employee�s assignment to an organizational unit, a job, and acost center.

Figure 12: Enterprise Structure: Example

The enterprise structure for personnel administration is determined by thefollowing elements:

� Client� Company code� Personnel area� Personnel subarea

A client can either be valid for a company code at the smallest level, or forthe entire corporate group. The company code is defined in accounting.Legally required financial statements such as balance sheets and profitand loss statements are created at the company code level. The personnelarea is used exclusively in Personnel Administration and is unique withina client. Each personnel area must be assigned to a company code.The final element of the company structure, also unique to PersonnelAdministration, is the personnel subarea. Groupings are defined forpersonnel subareas to specify which entries from subsequent settings can



be used for employees assigned to a particular company code or personnelarea. These groupings directly or indirectly affect Time Management andPayroll.

Figure 13: Definitions:

In legal and organizational terms, the client is a self-contained unit withinthe system. You should consider the following points before you decidewhether or not to set up a client:

� There is usually 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 youcan draw up a complete set of accounts. The company code is the highestlevel of the company structure.

A personnel area is assigned to a company code in PersonnelAdministration. The individual personnel areas in a company code havefour-digit alphanumeric identifiers. The personnel areas within a clientmust be clear.

Personnel subareas represent a further subdivision of the personnel area.The principal organizational aspects of human resources are controlled atthis level, namely the pay scale and wage type structures and the planningof work schedules. The personnel subarea is assigned a four-characteralphanumeric identifier. The control features are stored according to thecountry.



Figure 14: Personnel Structure

For administrative purposes, the employees in an enterprise are dividedinto two levels.

The highest level is an employee group, the second, an employee subgroup.

These levels are subject to authorization checks, to define remunerationlevels or different work schedules, for example.

Figure 15: Employee Group



Employee group is a general division of employees. The employee groupdefines the relationship between an employee and a company in thatthe employee makes a certain contribution to the company in terms ofwork. Active employees, pensioners and early retirees make up the mainemployee groups in Personnel Administration.

The following are the principal functions of the employee group:

� Default values can be generated for the payroll accounting area or forbasic 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. Itcan, however, also be extended to suit individual customer requirements.

Figure 16: Employee Subgroup

The employee subgroup is a fine division of employee groups accordingto the position of employees. Wage earners, salaried employees and nonpay scale employees are all examples of subgroups within the employeegroup �active�.



All control features of the personnel structure are defined at employeesubgroup level. The most important features are described below:

� The employee subgroup grouping for the Personnel CalculationRule allows you to define different payroll procedures for differentemployee subgroups; for example, you can specify whether anemployee�s pay should be accounted on an hourly or monthly basis.

� The employee subgroup grouping for primary wage types controlsthe validity of wage types on an employee subgroup level, whereasthe grouping for collective agreement provisions restricts the validityof pay scale groups to certain employee groups.

� When entering data, you can define default values using the employeesubgroup, for example, for the payroll accounting area.

Figure 17: Payroll Accounting Areas

The payroll area represents an organizational unit used for runningpayroll. All employees who have payroll run for them at the same timeand for the same period are assigned to the same payroll area.

Payroll accounting is generally performed for each payroll accountingarea. The payroll accounting area provides the payroll driver with twopieces of information: the number of employees to be accounted and thedates of the payroll period.



The number of employees to be accounted is determined using theOrganizational Assignment infotype (0001) which stores the payrollaccounting area.

Hint: An employee may only change payroll accounting areasat the end of a period. If an employee changes status from wageearner to salaried employee in the middle of the month, and thepayroll area is different for both, you should not enter the newpayroll area until the start of the following month.



Facilitated Discussion

Discussion QuestionsUse the following questions to engage the participants in thediscussion.Feel free to use your own additional questions.



Lesson Summary

You should now be able to:� Describe the structures in HR


SAPHR Lesson: Organizational Management

Lesson:26

Organizational ManagementLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn about the organizational plan.


� Maintain the organizational plan


Business ExamplePart C - Organizational Management

� Add organizational units and positions to an existing organizationalstructure.

Figure 18: Organizational Plan



You create your organizational plan using organizational units andpositions. An organizational plan is a comprehensive and dynamic modelof the structural and personnel environment in your enterprise, whichyou can evaluate at any time.

You depict hierarchies within your organizational plan:

� Your company organizational structure

The organizational structure depicts the hierarchy that exists betweenthe various organizational units in your enterprise. You create theorganizational structure by creating and maintaining organizationalunits and relating them with one another.

� The individual positions and the reporting structure (chain ofcommand)

An organigram maps the line structure in your company. You createa reporting structure by creating and maintaining positions andrelating these with one another.

Figure 19: Object Types: Organizational Units

Organizational units can be classified generally (for example, by functionor by region), or specifically (by project group, for example). The way inwhich organizational units are classified will depend on the companyin question.



You must relate organizational units with one another in an organizationalplan. The hierarchical interrelationships that exist between theorganizational units represents the organizational structure of yourenterprise.

Organizational units can be linked to cost centers from Accounting.

Example:

The above example shows the organizational unit Executive Board asthe superior object over two subordinate objects, Human Resources andFinance.

Figure 20: Object Types: Jobs

Each job represents a unique classification of responsibilities in yourorganization. When you create jobs, you should consider what specifictasks and requirements are associated with the individual jobs.

Jobs are used in the following application components:

� Shift Planning� Personnel Cost Planning� Personnel Development

Hint: Your job descriptions should be as general as possible andas specific as necessary.



Figure 21: Object Types: Positions

Once you have created a job, you must specify the number ofcorresponding positions required in the organization.

A position inherits a job�s tasks. However, you can also define additionaltasks that refer specifically to one position.

Positions can be 100% filled, partially filled, or vacant.

Example:

Positions, rather than jobs, are held by employees. One position may alsobe shared by a number of employees, each working less than full time. Forexample, two employees can hold 60% and 40% of a position.



Figure 22: Object Types: Cost Centers

Cost centers are maintained in Controlling and can be linked to eitherorganizational units or positions.

Cost center assignments are inherited along the organizational unitstructure.

Figure 23: Object Types: Persons



Persons generally represent employees in your company. Personshold positions in the organizational structure which is governed byOrganizational Management.

Infotypes for persons are maintained in Personnel Administration and arelinked to an organizational plan through their position assignment.

Other defaults in Personnel Administration employee maintenance can bederived from Organizational Management data, such as the EmployeeGroup/Subgroup Infotype (1013).

Figure 24: Methodology - Object - Oriented Design

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



Figure 25: Object Characteristics

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

Figure 26: Object Characteristics: Infotypes



Objects consist of three parts:

� The first part (Object infotype) includes the ID number, a short andlong text, and the validity period.

� The second part (Relationships infotype) contains the relationship(s)between this and other objects.

� The third part (other infotypes) form the object characteristics.

All the data of an object (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 all object types, for example, theobject and relationship infotypes. Others are only relevant for particularobject types, such as the vacancy infotype, which is only relevant forpositions.

Not all infotypes are absolutely necessary. However, they can provideimportant information on objects.

Figure 27: Methodology: Planning

The graphic on the left shows the current status of the organizationalstructure. The Organizational Management component lets you plan andmap any kind of organizational restructuring or reorganization of yourcompany.

You create all data with a start and end date. In this way you can map allhistories or future changes.



Figure 28: Methodology - Plan Versions

You can maintain an unlimited number of plan versions. One of your planversions represents your current organizational plan that can be integratedwith data from Personnel Administration.

This plan version is indicated as the active plan version. All plan versionsare completely independent of one another. It is possible to create multiplecopies 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-characteralphanumeric code).

You can determine the current plan version either per session or set itgenerally using the user parameter (POP).

Examples of organizational structure scenarios:

� Restructuring� Downsizing scenario



Figure 29: Organization and Staffing: Navigation

On the left side of the screen is the object manager, which is divided intoa search area above and a selection area below.

� You can use the search area to locate objects such as organizationalunits, persons, jobs, positions, und users.

� In the selection area you can use the search results to select an objectto be used in the overview and/or detail areas.

The right side of the screen, or the hierarchy framework, is divided intoan overview area and a detail area.

� The Overview Area: View the Organizational Unit Hierarchy orStaffing assignments of an Organizational Unit.

� In the detail area, you can maintain objects and their characteristicsusing the various tab pages.



Figure 30: Organization and Staffing

Organizational plans are defined in Organizational Management. This canbe done in Organization and Staffing or the Expert Mode.

The functions in Organization and Staffing let you create organizationalunits, positions, jobs, and tasks quickly and easily. You only specify themost important details for these objects. Organization and Staffing createsthe relationships automatically.

In Organization and Staffing you can:

� Maintain the basic data for your organizational plan� Maintain the reporting structure (hierarchy of positions) that exists

between the positions in your organizational plan� Main cost center assignments� Maintain certain infotypes

All objects you create in Organization and Staffing are automaticallyassigned the status �active� and an object ID.



Figure 31: Date and Preview Period/Validity Dates

Validity dates determine the existence of an object.

You must assign a validity period to all the infotype records that youcreate. In this way, you can see all the changes that occur in your company.You receive a dynamic view of your company.

Validity dates enable the user to evaluate certain key data or specific timeperiods from the past, present or future. The data is selected according tothe designated time period.



Figure 32: Important Icons

Figure 33: Search Area

In the search area you can use different search tools to search for differentobjects in Organizational Management.

Save your search variants as �Favorites�.



Figure 34: Search Tools in the Search Area

Search using a search term: you can enter the name, abbreviation or IDof the object in question. You can also search for objects that are assigneddirectly or indirectly to another object (for example, all positions of theorganizational unit HR Department).

The following search tools are also available:

� Structure search� Search using a query (free search)

Figure 35: Selection Area



Use your search results to maintain objects or assign them to other objectsusing Drag & Drop.

You can also define which details should be showed or hidden.

Figure 36: Overview Area

Display organizational units in their tree structure and �double-click� themto bring them into the Detail Area to maintain them.

Create new objects within a structure.

View as a list to display staffing assignments to an organizational unit.

You can also define which details should be showed or hidden.

Drag objects from the Selection Area to assign new positions, personsor users to a staffing plan.



Figure 37: Detail Area

Different attributes, relationships, and characteristics of objects aregrouped on different tab pages in the detail area. You can maintain themdirectly where they are or use drag & drop to maintain them outside theselection area.

View detail for multiple period data within the editing period.

You can change the data unit you press save or maintain another object.

Figure 38: Undo

Icons will be present if functionality is possible.



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

Figure 39: Assignment of Objects

Relationships generated using drag & drop are created within theprocessing period.

Summary: Building Organizational Plan

� Create root organizational unit� Create subordinate organizational units� Create jobs� Create positions� Assign cost centers� Assign persons� Maintain other object attributes

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



Figure 40: Evaluation paths

Evaluations in Organizational Management always need a start object andan evaluation path. The evaluation path determines which relationshipsthe system should use to reach a different object.

If you cannot find a suitable evaluation path in the standard system, youcan create your own evaluation paths in Customizing.

Figure 41: Reporting



Organizational plans and reporting structures represent only a fraction ofthe reporting functionality that is available in Organizational Management.

You will find the various reporting options under the Information Systemmenu in Organizational Management. This menu is organized accordingto different object types. You will find the organizational plan in the objecttype organizational unit. You can access the reporting structure from theobject type position. Here, you will also find staff assignments and theposition description.

Note:

You can also display reports in Structural Graphics. Structural Graphicsalso allows you to maintain objects.

Figure 42: Integration: Personnel Administration and Planning

If Personnel Administration and Organization Management areintegrated, you can enter the position in the Actions infotype (0000). Thisinfotype must be maintained first. You cannot overwrite the fields job,organizational unit, or cost center. They specify the relationships to theposition.

Default values can be supplied for the personnel area, personnel subarea,business area, employee group and employee subgroup fields.





45 Exercise 2: Organizational ManagementExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Use the Organization and Staffing interface to maintain your

company�s organizational plan.


Task:Extend the existing organizational plan for your company according tothe above chart.

1. As the date and preview period enter 01/01/2003 and up to 3 years inthe future.

2. Create the organizational unit ## Organization and relate it with costcenter 4711.

3. Create the position ## Head of Department based on the job ##Manager.

Mark this position as Manager of Organizational Unit.

4. Create the position ## Administrator based on the job ## Administrator.

5. Link Lars Becker (personnel number 111991##) with the position ##Head of Department.



Solution 2: Organizational ManagementTask:Extend the existing organizational plan for your company according tothe above chart.

1. As the date and preview period enter 01/01/2003 and up to 3 years inthe future.

a) Choose Date and preview period. In the Start date field enter01/01/2003 and in the Time period field enter 3 years.

Confirm your entries by choosing Execute.

2. Create the organizational unit ## Organization and relate it with costcenter 4711.

a) In the search area click on the term organizational unit and searchfor the name Organization.

In the selection area, double click on the organizational unitOrganization.

Choose Create and in the dialog box that appears, double click onthe object type Organizational unit.

On the Basic data tab page enter the short description ## Org andthe long text ## Organization.

Select the Account Assignment tab page and in theMaster CostCenter field enter the value 4711.

Save your entries by choosing Save.

3. Create the position ## Head of Department based on the job ##Manager.

Mark this position as Manager of Organizational Unit.

a) In the overview area, select your newly-created organizationalunit ## Organization and choose Create. In the dialog box thatappears, double click on the object type Position.

On the Basic data tab page enter the short description ## Dept.Mgrand the long text ## Department Manager.

In the Job field, enter ##Manager or make the selection by usingthe F4 help.

Highlight the box Head of own organizational unit.





4. Create the position ## Administrator based on the job ## Administrator.

a) In the overview area, select your newly-created organizationalunit ## Organization and choose Create.

In the dialog box that appears, double click on the object typePosition.

On the Basic data tab page enter the short description ## Adminand the long text ## Administrator.

In the Job field, enter ## Administrator or make the selection byusing the F4 help.


5. Link Lars Becker (personnel number 111991##) with the position ##Head of Department.

a) In the Object Manager click on the object type Person. In thefield With Name, enter personnel number 111991## and startthe search by choosing Find.

Copy Mr. Becker from the selection area to the overview area to theposition ## Head of Department.

Confirm both dialog boxes by pressing Enter.




Lesson Summary

You should now be able to:� Maintain the organizational plan


SAPHR Unit Summary

Unit SummaryYou should now be able to:� Navigate as a user in the SAP R/3 System� Describe the structures in HR� Maintain the organizational plan


Unit Summary SAPHR


SAPHR Test Your Knowledge

51Test Your Knowledge

1. The F1 keyChoose the correct answer(s).□ A Saves your data in the system.□ B Displays explanations for fields and functions, and technical

information.□ C Displays input options.

2. The personnel subarea...Choose the correct answer(s).□ A Contains control features of the company structure.□ B Is a self-contained unit within the system, in legal and

organizational terms.□ C Requires a new personnel number to be created for an

employee transfer.□ D Is a unit whose accounts are balanced independently.

3. The Position object type isChoose the correct answer(s).□ A K□ B P□ C S□ D C


Test Your Knowledge SAPHR

52Answers

1. The F1 key

Answer: B

The F1 key displays explanations for fields, functions and messages.

2. The personnel subarea...

Answer: A

The principal organizational aspects of human resources arecontrolled at the personnel subarea level, namely the pay scale andwage type structures and the planning of work schedules.

3. The Position object type is

Answer: C

The Position object type is S for specification.


Unit 253 Hiring an Employee


Unit Overview� Applicant Data� Employee Data� Time Data


� Explain the recruitment process� Maintain employee data� Explain the fundamental concepts of Time Management

Unit ContentsLesson: Applicant Data ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Exercise 3: Applicant Data ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Lesson: Employee Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Exercise 4: Employee Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Lesson: Time Data... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87


Unit 2: Hiring an Employee SAPHR

Lesson:54

Applicant DataLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn the basics of the Recruitment process.


� Explain the recruitment process


Business ExampleYou receive applications and hire an applicant.

Figure 43: From the Vacancy to the Hiring

The Recruitment component enables you to carry out the entire recruitmentprocedure, from entering applicant data to filling vacant positions.


SAPHR Lesson: Applicant Data

The SAP System supports you in identifying workforce requirements,creating job advertisements, screening applicants, and managing applicantcorrespondence. When you hire an applicant, you can transfer theapplicant data recorded in Recruitment to Personnel Administration asemployee data.

Managers can map their decisions about applicants effectively in theManagerŕs Desktop and save costs in the process. The HR department thentakes care of the subsequent administrative tasks involved.

External applicants and employees can apply online in the EmploymentOpportunities Web application, that is in the Employee Self-ServiceEmployment Opportunities.

Figure 44: Vacancies in the Recruitment Process

A company�s personnel requirements are represented as vacancies in therecruitment process.

Vacancies are positions that need to be filled (either completely orpartially). For these positions to be included in the recruitment process,they must be flagged as vacant.

If integration with Organizational Management is active, vacancies arecreated in Organizational Management. The Vacancy Infotype (1007) iscreated for this position and filled with the relevant information.

Note:



When you create the vacancy, you can also enter the abbreviation for thepersonnel officer responsible. This simplifies data selection in subsequentsteps.

Figure 45: Publishing Vacancies

Vacancies are published in advertisements. An advertisement is anannouncement of one or more vacancies published in a recruitmentinstrument with the aim of recruiting suitable candidates.

Examples of recruitment instruments are a particular newspaper or theemployment office in a particular town. Recruitment instruments aregrouped according to the medium used (such as the press, employmentoffice, recruitment agency). Media and recruitment instruments arecreated in Customizing.

You create advertisements in Recruitment. You can enter text, assign oneor more vacant positions, and record the publication date, advertising enddate, and publication costs for each advertisement. You can evaluate thisinformation to monitor the effectiveness of your advertising.



Figure 46: Two-Level Data Entry Concept (1)

The two-level data entry concept enables you to classify applicant dataaccording to features regarding time and organization

The first level of data recording, recording basic data, is obligatory for allapplicants. Here, all the data that is needed to create applicant letters andfor statistical purposes (such as name, address, potential organizationalassignment) is recorded.

Figure 47: Two-Level Data Entry Concept (2)



The second level of data recording, entering additional data, is onlycarried out for applicants who are of continued interest to the company.At this stage, you can assign an applicant to one or more vacancies.Such information as the applicant�s qualifications, education, previousemployment, is recorded during this stage.

Figure 48: Applicant Actions

The Applicant Actions infotype (4000) serves as a record of all applicantactions carried out for an applicant. These applicant actions can be:

� Process flows for data recording (e.g. initial entry of applicant data,recording additional data)

� Procedures which change the applicant�s overall status (such as rejectapplicant, put applicant on hold)

The most important information contained in the infotype is the overallstatus of the applicant (e.g. processing, on hold, rejected). This is dependenton the latest applicant action carried out for the applicant. For example, ifthe applicant action put applicant on hold was performed for an applicant,the applicant is designated the overall status on hold. In the standard SAPsystem, a new record is created in the Applicant Actions infotype (4000) forevery action performed for an applicant.

Applicant actions can trigger applicant activities.



Figure 49: Applicant Status

According to the two types of selection procedures, there are two types ofapplicant status:

� Overall status

This indicates the applicant�s current status (e.g. processing, on hold,invite) in the global selection procedure for the company.

� Vacancy assignment status

This refers to the actual status of an applicant for a particular vacancy.

Overall status is determined during the initial entry of applicant dataphase and must be available for every applicant from this point onwards.

The overall status relates to the global selection process for an applicant.

The vacancy assignment relates to the selection process for one vacancyfor an applicant.

Overall status shows whether an applicant is involved in at least oneselection procedure (overall status could be processing, put on hold,or invite) or whether he or she has been excluded from all selectionprocedures (overall status could be rejected or to be hired).

An applicant receives a vacancy assignment status as soon as he or she hasbeen assigned to a vacancy. If an applicant has been assigned to more thanone vacancy, he or she has a vacancy assignment status for each.



Figure 50: Applicant Activities and Applicant Correspondence

Activities carried out for an applicant within a selection procedure areentered, logged, and planned using applicant activities.

An applicant activity is a specific administrative step that an applicantpasses through in the selection procedure e.g. confirmation of receipt ofapplication, invitation to interview.

Applicant activities can be linked to standard texts. When an applicantactivity is created, the system can automatically print a standard letter forapplicant correspondence.

Certain applicant activities are created automatically for an applicantwhen you perform an applicant action. For example, if you invite anapplicant for a job interview, the system automatically creates the applicantactivity mail invitation to interview. You can print the invitation letter for theapplicant via this activity.

In the standard system, standard texts are delivered in Word andSAPscript.



Figure 51: Hiring an Applicant

When you hire an applicant, you can transfer the applicant data toPersonnel Administration. You transfer the applicant data directly from theapplicant database to the employee database.

All data you enter in the Recruitment infotypes is adopted as default valuesin Personnel Administration after the data transfer. This means that you cancontinue to use the data you have created for applicants when they becomeemployees, but you can also change the data. As a result, the amount ofprocessing required is reduced significantly.

In integrated systems, data transfer takes place either directly inRecruitment or directly in Personnel Administration.

You can enter the additional data, such as working time and salary details,later in Personnel Administration.

Hint: You have the option of having the system automaticallygenerate contracts for the applicants you want to hire.



Figure 52: Applying via the Internet

The Employment Opportunities service helps companies performrecruitment effectively by enabling employees to:

� View your company�s job advertisements� Apply for positions in their company.

Applicants can display either the employment opportunities forcertain regions only or a general list of employment opportunities.Each advertisement includes a brief description of the position andits requirements. The system refers to the advertisements stored inRecruitment for information on the position.

Applicants can apply for posted positions and can apply spontaneously.Applicants apply for jobs over the Internet by specifying information suchas personal data, work experience, qualifications, and education. The datais automatically transferred to the R/3 System.

Hint: As of SAP R/3 Enterprise, applicants can also update andchange the data they recorded.

Applicants can also send application documents electronically.

The system provides applicants with a user ID and password, whichenables them to check the status of their application at a later date. This isprovided by a second service, Applicant status.



Figure 53: E-Recruiting with mySAPHR

mySAP HR E-Recruiting is a complete solution for recruitment. It is fullyInternet-enabled. Version 1 was delivered in October 2002 to selected pilotcustomers. Ramp-up is scheduled for the third quarter 2003.

The main processes of recruitment are included � from planning theworkforce requirement and publishing the vacancies, to hiring applicantsand building long-term relationships with candidates. Recruiters can findcurrent and potential applicants more efficiently, and retain them.

The main focus of this solution is the Talent Warehouse and Recruiterfunctions, as well as numerous evaluation options. These functions areenhanced by portal and collaboration technology.



Figure 54: E-Recruiting: Processes

The following procedures are implemented in a process-supported andworkflow-supported environment:

� Planning: perform personnel planning/post jobs� Attraction: generate interest in the enterprise� Sourcing: search for applicants� Qualifying: select applicants� Closing: select final applicants and negotiate contracts� Retaining: develop long-term relationships between candidates and

enterprise using the Talent Pool

The Talent Warehouse aims to establish long-term relationships withapplicants. It delivers the central database for internal and externalapplicants. The information on qualified applicants for whom there arecurrently no positions in the enterprise can be especially useful for futurerecruitment processes. The candidates can register themselves in thetalent database and store the required information on their qualifications,interests, and career plans.

The Recruiter provides tools for administrative tasks in recruitment and inthis way, supports the entire recruiting process.

The planned integration with analysis tools and Accounting, for examplewith SAP® Business Information Warehouse and mySAP� Financials,enables you to evaluate the most efficient recruiting channels and to keepin mind enterprise goals and budget planning.



65 Exercise 3: Applicant DataExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Display applicant data� Call short profiles� Display applicant activities

Business ExampleYou can display the data of your applicants at varying levels of detail.

Task:

1. In applicant master data, display the Organizational Assignmentinfotype (0001) for former applicant Lars Becker (applicant number1493). Find out which personnel officer was responsible for Lars atthat time.

2. In applicant master data, display the short profile for former applicantLars Becker (applicant number 1493).

3. In applicant activities, display which subprocesses have already beenperformed for former applicant Lars Becker (applicant number 1493),and record the individual activities.



Solution 3: Applicant DataTask:

1. In applicant master data, display the Organizational Assignmentinfotype (0001) for former applicant Lars Becker (applicant number1493). Find out which personnel officer was responsible for Lars atthat time.

a) In the Easy Access menu, choose Human Resources → PersonnelManagement→ Recruitment→ Applicant Master Data→ Display.

Enter 1493 as applicant number and under Applicant data selectthe Organizational Assignment infotype (0001).

Choose Display.

In the Personnel Officer field, you find the information:

Anja Müller

Return to Display applicant master data by choosing Back.

2. In applicant master data, display the short profile for former applicantLars Becker (applicant number 1493).

a) Choose Short Profile to display selected applicant data such asthe qualifications of Lars Becker.

Choose Back to return to the Easy Access Menu.

3. In applicant activities, display which subprocesses have already beenperformed for former applicant Lars Becker (applicant number 1493),and record the individual activities.

a) In the Easy Access menu, choose Human Resources → PersonnelManagement→ Recruitment→ Applicant Activity→ Display.

Enter 1493 as the applicant number and choose Execute.

The following completed activities are displayed:

Hire applicant, Mail contract, Interview appointment, and Receipt




Lesson Summary

You should now be able to:� Explain the recruitment process



Lesson:68

Employee DataLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn the basic facts about the various options forentering employee data.


� Maintain employee data


Business ExampleYou are an employee in the HR department responsible for entering HRmaster data in the system.

Figure 55: Maintaining Infotypes: Overview

Employee data must be kept current. Data can be displayed, corrected,and supplemented.


SAPHR Lesson: Employee Data

The Human Resources system stores all data in infotype records. Eachinfotype record has a validity date. This is usually a validity interval ora key date.

There are three different ways of processing infotype records: via singlescreen maintenance, personnel actions, or fast entry.

Single screen maintenanceYou can call up individual infotypes to maintain data for a particularsubject or situation. You maintain one infotype for one personnelnumber.

Personnel actionsIf the subject or situation is more complex and you need to maintainmore than one infotype, you can use personnel actions. When youperform a personnel action, the system displays all of the relevantinfotypes for you to maintain, one after the other.

Fast entryFast entry enables you to maintain an infotype for multiple personnelnumbers simultaneously.

Figure 56: Initial Entry Screen for Infotype Maintenance

The personnel number is the only unique key within a client for identifyingan employee. It is used to access the display and maintenance screens foran employee�s master data and working time data (infotypes).



Figure 57: Search Help (1)

You must enter the personnel number to maintain the employee data forindividual employees. If you do not know this number, you can use thesearch help to find it.

The search help function in the work area enables you to select personnelnumbers according to certain criteria such as last name, first name, dateof birth, organizational assignment, and so on. To search for a personnelnumber using the search help, proceed as follows:

1. Choose one of the search options from the search area.2. You can now further define the type of search you want to use.3. On the next screen, you can restrict the value range of the search.4. The system displays a hit list of all the personnel numbers that match

the selection criteria you entered in the selection area. Select thedesired data record from the hit list.



Figure 58: Search Help (2)

To maintain employee data for individual employees, the personnelnumber must be entered. If you do not know this number, you can use thesearch help to find it.

The search help function in the work area enables you to select personnelnumbers according to certain criteria such as last name, first name, dateof birth, organizational assignment, and so on. To search for a personnelnumber using the search help, proceed as follows:

1. Position your cursor on the personnel number input field anddouble-click the arrow symbol or choose F4.

2. You may now select the type of search you want to use. You canswitch to another type of search help at any point.

3. On the next screen, you can restrict the value search range.4. The system displays a list of all the personnel numbers that

correspond to your selection criteria. Select the desired data recordfrom the hit list.




The infotypes that are used most frequently in R/3 Human Resources aregrouped together by subject matter and assigned to static menus. Oneinfotype can be included in more than one menu. Infotypes that are rarelyused, 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 theserecords already exist for the selected personnel number.



Figure 60: Infotypes

You enter individual employee data in entry screens. Entry screens aregrouped as follows:

� Individual information, such as last name, first name and date ofbirth, is defined in data fields.

� Data fields are grouped into data groups or information unitsaccording to their content. In SAP Human Resources theseinformation units are called information types or infotypes for short.

� Personal data is stored in logical groups. For example, place ofresidence, street and house number make up the employee�s addressand are stored (together with additional data) in the Addressesinfotype.

� Infotypes have names and 4-digit keys. For example, the Addressesinfotype has the key 0006.



Figure 61: Subtypes of Infotypes

Subtypes are used to subdivide infotype data records. You may want tosubdivide such information to make it easier to manage or because youwant to assign different control features - such as time constraints - tothe various subtypes of the same infotype. You can also create separatehistories for each subtype.

In the Family member subtype of the Family/Related Person (0021)infotype, you can store different family members:

� Spouse (subtype 1)� Child (subtype 2)




Data records are always stored in the system with a start date and an enddate. This enables you to store data for exact periods.

When you select infotypes, you can specify a selection period in thedisplayed screen area.

Figure 63: Generating Histories



If you create a new record when a previous record already exists, thesystem reacts in one of the following ways: it delimits, extends, splits, ordeletes the record. The system�s reaction depends upon the time constraint.The time constraint is a characteristic of infotypes and subtypes. In masterdata, we differentiate between three different time constraints (1, 2, and 3).

Infotypes or subtypes with time constraint 1 must be unique meaningthat only one valid record can exist for any given time period. There canbe no gaps between records here.

When you add a new record to an infotype with time constraint 1, thesystem delimits the overlapping infotype record on the key date and addsthe 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 isautomatically extended. There can be no gaps between records here.

Infotypes or subtypes with time constraint 2 can only have at most onerecord for a given time period. There can be gaps between records. Ifrecords overlap, the system adapts the previous record accordingly bydeleting, dividing, or delimiting it. An example of an infotype with timeconstraint 2 is the subtype Spouse (1) in infotype Family/Related Person.

Infotypes or subtypes with time constraint 3 can have gaps betweenrecords or overlapping records. If records overlap here, the system doesnot react at all. Examples of infotypes with this time constraint areMonitoring of Dates (0019) and Objects on Loan (0040).


There are various editing options for maintaining master data.



The editing options for infotype records include:

� Create� Edit� Copy� Delimit� Delete

Figure 65: Maintaining Infotypes

Infotype maintenance means processing data already in the system, andentering and saving new data. You can change existing records and addnew records for an employee.

ChangeThe Change function enables you to correct an existing record withoutcreating a new one. It is used to overwrite existing infotype records,but not to create new infotype records. Changes to infotype recordsare not included in the history.

CreateThe Create function enables you to enter new data. You create a newrecord while the old record, which may be delimited if necessary,remains in the system. The infotype history is created using theappropriate validity periods.



CopyThe Copy function enables you to create new infotype records, andit 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 canthen overwrite these values.

Figure 66: Digression: Concurrent Employment Model

Management of Global Employees is available as of SAP R/3 Enterprise- HR Extension 1.1.

A global employee can complete one or more global assignments for his orher global enterprise.

The Concurrent Employment Model in mySAP HR describes therelationship between employee and employer. The most importantconcepts in the Management of Global Employees are:

� Each employee can have multiple personnel assignments, and eachpersonnel assignment can be in a different country.

� Each personnel assignment is linked to the person.

The person ID enables you to track of the global employee in the wholeenterprise throughout the duration of his or her assignment.

The person ID is stored in infotype 0709 �Person ID".

A personnel assignment describes the tasks a person has to perform, thecountry of the global assignment, and other features. Therefore, eachpersonnel assignment is assigned a unique personnel number in mySAPHR.



Figure 67: Hiring an Employee

The most important objective of master data administration in HumanResources is to enter employee-related data for administrative,time-recording, and payroll purposes.

A new employee can also be hired without using Recruitment. If you donot choose to use the functions in Recruitment, you can hire the employeeusing a personnel action in Personnel Administration. In such cases, datarelevant to the new employee is created.

Figure 68: Hiring Action



A range of employee data must be entered into the system when anemployee is being hired. You perform this personnel activity using thehiring personnel action, and enter all required data in the appropriateinfotypes.

Once you have entered all the necessary data in an entry screen, you mustsave your entries. The system displays a new entry screen for processing.If you do not want to record any data here, skip the screen.

Hint: You can customize personnel actions to suit yourrequirements in the Implementation Guide (IMG).

Figure 69: Entry Screens for Hiring

In general, during the hiring procedure, data is recorded for theabove-mentioned infotypes. These infotypes, as well as the order in whichthey appear, can be customized to suit your company�s requirements.



81 Exercise 4: Employee DataExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Maintain HR Master Data� Run personnel actions


Task:

1. To make your work easier, create favorites in the Easy Access menufor transactionsMaintain HR Master Data and Personnel Actions.

2. Display the data on the planned working time of former applicantLars Becker (personnel number: 111991##) and record the followingvalues:

Time Management status: _________________________Work schedule rule: _________________________

3. While checking Lars� data, you notice that an incorrect address hasbeen entered. His street and house number should actually be �9750Lilly Lane�.

4. Map the following event using the Change of Pay personnel action. Asof the first of the current month, Lars Becker is assigned to pay scalegroup E02 and pay scale level 01.



Solution 4: Employee DataTask:

1. To make your work easier, create favorites in the Easy Access menufor transactionsMaintain HR Master Data and Personnel Actions.

a) In the Easy Access Menu, choose Human Resources→ PersonnelManagement→ Administration→ HR Master Data.

Position your cursor on theMaintain transaction and holding theleft mouse key down, move the cursor to the Favorites menuoption (at the top of the Easy Access Menu). Release the leftmouse key.

Do the same for the Personnel Actions transaction.

2. Display the data on the planned working time of former applicantLars Becker (personnel number: 111991##) and record the followingvalues:

Time Management status: _________________________Work schedule rule: _________________________

a) Call the transactionMaintain from your favorites or in the EasyAccess menu, choose Human Resources→ Personnel Management→ Administration→ HR Master Data→Maintain.

Enter 111991## in the Personnel No. field.

Select the Empl. Contract Data tab page and select the PlannedWorking Time infotype. You select an infotype by clicking on thebox to the left of the infotype name.

In the application toolbar, choose Display.

Time Management status: no time evaluationWork schedule rule: STD

Choose Back to finish editing the infotype.




3. While checking Lars� data, you notice that an incorrect address hasbeen entered. His street and house number should actually be �9750Lilly Lane�.

a) Select the Core Employee Info tab page and select the Addressesinfotype. In the application toolbar, choose Change.

Correct the address by entering the values specified in theexercise in the House no./Street field.


Exit theMaintain HR Master Data transaction by choosing Back.

4. Map the following event using the Change of Pay personnel action. Asof the first of the current month, Lars Becker is assigned to pay scalegroup E02 and pay scale level 01.

a) Call the transaction Personnel Actions from your favorites or inthe Easy Access menu, choose Human Resources → PersonnelManagement → Administration → HR Master Data → PersonnelActions.

In the Personnel no. field, check whether the value 111991## hasbeen entered.

In the Start field, enter the first of the current month, select theChange of Pay action, and start the action by choosing Execute.The first infotype you need to maintain appears.

Choose Save to save the Actions infotype, and confirm thedelimitation of the existing infotype record by pressing Enter.

In the Basic Payinfotype, enter E02 in the Group field and 01 in theLevel field. Confirm your entries and the subsequent warningmessage by pressing Enter.

Save the infotype by choosing Save.

Since you have now maintained all the required infotypes, theinitial entry screen for personnel actions appears again.



Lesson Summary

You should now be able to:� Maintain employee data


SAPHR Lesson: Time Data

Lesson:85

Time DataLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn the basics of Time Management.


� Explain the fundamental concepts of Time Management


Business ExampleYou want to implement Time Management. Consequently, you want toacquire an overview of the core terms used in Time Management and ofwhere the Customizing settings are stored in the system.

Figure 70: Work schedule

The central element in time management is the employee�s work schedule.The work schedule contains data on the employee�s planned working time.



Figure 71: Work schedule

An employee�s planned working time is represented in a work schedule.The work schedule is created from a period work schedule and a publicholiday calendar. The period work schedule comprises a set sequence ofdaily work schedules. The daily work schedule contains information ona day�s working time including breaks. The sequence can reflect regularand variable working times. The period work schedule is applied to thepublic holiday calendar. The work schedule rule encompasses all thespecifications required to define the work schedule.

The work schedule is used as the basis for time data evaluation.

You assign a work schedule to an employee in the Planned Working Timeinfotype (0007) using work schedule rules.

You define work schedules in Customizing.



Figure 72: Digression: Implementation Guides (1)

The system delivered to you by SAP contains a SAP Reference IMG withall the Customizing settings for all R/3 components and all countries.

The Project IMG is created by selecting countries and applicationcomponents based on the SAP Reference IMG. The Project IMG isused to process Customizing steps, project documentation, and projectmanagement information.

You can create project views if you want to process the project IMGmore efficiently. Customizing steps, project documentation, and projectmanagement information can also be processed using Project IMG views.You can define attributes such as mandatory/optional/critical/non-criticalas a basis for the views, or you can define your own views. Using viewsreduces the implementation steps.



Figure 73: Digression: Implementation Guides (2)

In the SAP system, you can set up Customizing projects to help structureand manage implementation. You can create and save cross-projectdocumentation.

You can create a separate IMG for each project.

A Project IMG provides you with a basis from which you can accessCustomizing transactions, project documentation, cross-projectdocumentation, and information on project management.







Lesson Summary

You should now be able to:� Explain the fundamental concepts of Time Management


SAPHR Unit Summary

Unit SummaryYou should now be able to:� Explain the recruitment process� Maintain employee data� Explain the fundamental concepts of Time Management


Unit Summary SAPHR




1. A vacancyChoose the correct answer(s).□ A is a job that is not occupied.□ B Is a position that has multiple holders.□ C Is a position that needs to be filled.

2. A series of infotypes for a personnel number is called a_______________. When you perform a _______________, the systemdisplays all of the relevant infotypes for you to maintain, one afterthe other.Choose the correct answer(s).□ A Fast entry□ B Personnel action□ C Single screen maintenance

3. Where is the employee�s work schedule stored?Choose the correct answer(s).□ A In the Optional Working Time infotype.□ B In the Planned Working Time infotype.□ C In the Normal Working Time infotype.□ D In the Monitoring of Tasks infotype.



92Answers

1. A vacancy

Answer: C

Vacancies are positions that need to be filled (either completely orpartially). For positions to be included in the recruitment process,they must be flagged as vacant.

2. A series of infotypes for a personnel number is called a_______________. When you perform a _______________, the systemdisplays all of the relevant infotypes for you to maintain, one afterthe other.

Answer: B

3. Where is the employee�s work schedule stored?

Answer: B

You assign a work schedule to an employee in the Planned WorkingTime infotype (0007) using work schedule rules.


Unit 393 Education and Training


Unit Overview� Profile Matchups� Course Registration� Maintain Time Data� Appraisals


� Explain the profile matchup� Book an employee for a business event� Explain how to record time data� Understand the appraisal process

Unit ContentsLesson: Profile Matchups.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Lesson: Course Registration .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107

Exercise 5: Course Registration... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117Lesson: Maintain Time Data... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121Lesson: Appraisals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127

Exercise 6: Appraisals ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135


Unit 3: Education and Training SAPHR

Lesson:94

Profile MatchupsLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn about the data which forms the basis for profilematchups. You also learn how to run profile matchups.


� Explain the profile matchup


Business ExampleYour company uses profile matchups as a tool to support personneldevelopment processes.

Figure 74: Personnel Development and Qualifying Actions


SAPHR Lesson: Profile Matchups

In the Personnel Development component, you can plan and implementspecific personnel and training measures to promote the professionaldevelopment of your employees.

The personnel development needs in an enterprise are determined bycomparing current and future working requirements with existing skills,qualifications and development preferences of the employees. Thesedevelopment measures might be geared toward an employee beingtransferred to a specific post (using career and succession planningscenarios). They might also be more general measures geared towardretaining or enhancing existing employee skills and abilities, or ensuringthat employees keep pace with technological developments.

Qualifying actions (such as training courses or job rotation) can be groupedinto development plans (for example, a trainee program for sales staff).Such development plans are referred to as general development planssince they apply to all employees. These general development plans can betailored to the needs of individual employees.

Employees performance and conduct can be appraised. The appraisalresults can provide input for planning an employee�s further careerdevelopment. As of SAP R/3 Enterprise, you can maintain objective settingagreements.

Figure 75: Qualifications/Requirements

You can assign qualifications to employees and positions, for example.However, if a qualification is assigned to a job or a position, it is referred toas a �requirement.�



All qualifications (and requirements) are stored in a central catalog. Bothrefer to the same object but from a different perspective.

This means that you can compare the qualifications of a person with therequirements defined for a position.

You edit the qualifications catalog in Customizing for PersonnelDevelopment.

Figure 76: Profiles

Profiles are used to assign attributes to objects.

Each profile comprises a header, and a number of subprofiles. The headercontains standard information on the object in question. For persons, thisinformation might include the person�s name, date of birth and the positionthe person holds. The subprofiles contain more specific information on aparticular aspect. For example, a person�s qualifications subprofile containsdetails of the person�s skills and knowledge.

In Personnel Development, you can display and edit profiles in the ObjectManager.

There are many ways in which you can evaluate and analyze theinformation contained in subprofiles.



Figure 77: Profile Matchups

Profile matchups allow you to compare qualifications and requirementsof persons, positions, and jobs with each other. You can include as manyobjects as you please in a profile matchup.

When you compare a qualification with a requirement, one of thefollowing scenarios can result:

� The qualification fulfills the requirement exactly.� The qualification does not fulfill the requirement (that is, the

proficiency of the qualification is lower than is required, or does notexist at all).

� Overqualification (that is, the proficiency of the qualification is higherthan is required).

You can display profile matchups in list form graphically.

If Personnel Development is integrated with Training and EventManagement, you can use the Generate training proposals function. In thiscase, the system will propose training courses (business events) that canprovide any qualifications that are missing. You can make direct bookingsfor these business events or courses.

If you select the Qualification deficits only option, this means that the resultsof the profile matchup will be restricted to entries where qualificationsare lacking (that is, the proficiency of the qualification is lower than isrequired, or the qualification does not exist at all).



Figure 78: Digression: Manager�s Desktop: Prerequisites

If you want to use the functions provided by Manager�s Desktop, youmust first use the Organizational Management application component tocreate an organizational plan for your enterprise. The manager must alsooccupy the chief position in an organizational unit.

When the user (the manager) logs on, the system determines all of theorganizational units for which he or she is responsible. The user then seesa tree structure containing the selected organizational units with theirpositions and assigned holders, which can be edited using a functionlist, for example. The area of responsibility displayed for the manager ismerely an excerpt from the organizational plan created for the enterprise -unless, of course, the manager is responsible for the entire enterprise.



Figure 79: Digression: Manager�s Desktop: Initial Screen

The initial screen provides an overview of the default main scenario inManageŕs Desktop, which consists of the five theme categories listedabove and their function lists.

The function codes in Customizing can be used to put these categoriesinto customer-specific hierarchies. The categories can also be enhancedwith customer-specific functions.

Furthermore, the user can deactivate unnecessary categories and functionson the initial screen and on the various screens of the different applicationcomponents. It is always possible to switch between user settings andstandard settings.

The initial screen can be adapted to customer-specific requirements inCustomizing. For example, it can be enhanced with an enterprise logoand/or background picture.



Figure 80: Digression: Manager�s Desktop: Theme Categories and Areasof Responsibility

User-friendly selection options make it easy for managers to access theinformation they require.







Lesson Summary

You should now be able to:� Explain the profile matchup


SAPHR Lesson: Course Registration

Lesson:102

Course RegistrationLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn about Training and Event Management.


� Book an employee for a business event


Business ExampleEmployees who have qualification deficits are enrolled for training.

Figure 81: Processes in Training and Event Management



Training and Event Management comprises four main processes:

� The business event preparation phase comprises the creation andmaintenance of all of the master data you access when you create yourbusiness event catalog: time schedules, event locations, resources andso on. You also create the business event groups and event types thatform the basic framework of your event catalog.

� You then create your business event catalog. You can create individualevent dates with or without resources, and you can plan multipleevent dates at one go based on the existing demand.

� Once you have created your business event catalog, you can carryout day-to-day activities for the events. You can make bookings forboth internal and external attendees, prebook attendance, replacebookings, rebook and cancel attendance. The Correspondencefunction provides suitable notifications that you can output for eachof these activities.

� The recurring activities phase comprises associated activities that arerequired periodically. These are firmly booking events, locking andunlocking events, canceling and following up events.

Each of the processes is supplemented by appropriate reporting options.

Figure 82: Working in the Dynamic Menus

Training and Event Management has seven dynamic menus thatconsiderably facilitate and simplify operation of the system: the masterdata menu, the attendance menu, the business event menu, the informationmenu, the planning menu, the resource menu, and the tool menu.



The dynamic menus offer an alternative way of creating and maintainingthe objects used in Training and Event Management. The advantage of thedynamic menus is that you create data and access functions directly in theclearly structured environment of the business event hierarchy.

When you select an object, the system automatically reads the currentobject data so that you do not have to enter it yourself. For example, if youplace the cursor on a business event type and choose create business event,the system reads the relevant data for the event date you want to create.

You access the various functions either via the menu or by clicking theright mouse button beside the object concerned.

You can set filters and selection criteria to control precisely what datais displayed in the dynamic menus: for example, you can set the statuscriterion to display only events in planned status.

Figure 83: Business Event Preparation: Business Event Hierarchy

The business event catalog is presented in a hierarchical form. It is madeup of business event groups and event types.

A business event group is a grouping together of business event typesthat share the same characteristics or deal with related subject matter. Youcan also combine several business event groups into a single businessevent group (in other words, business event groups can be structuredhierarchically 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 eventtypes are assigned to event groups. Event groups and types form the basicframework of the business event catalog.



A business event is a specific occurrence of a business event type,scheduled to take place on a specific date. A business event (also referredto as a business event date) inherits all of the attributes stored for the eventtype, and is scheduled to take place on a specific date.

You can create business events with or without resources (e.g. such asequipment, rooms and so on).

You book attendees for business events.

Hint: You create business event (dates) in the dynamic businessevent menu.

Figure 84: Day-to-Day Activities

In the dynamic attendance menu, you can execute all of the functionsrelating to booking activities: you can execute all of the functions forattendance bookings contained in day-to-day activities.

Training and Event Management lets you offer self-service access to the mostimportant day-to-day functions of the application. These services areprovided to the user in the form of Employee Self-Services in the corporateintranet or as Internet Services on the Internet.

Correspondence is automatically output to accompany each of the bookingactivities if you make the relevant settings in Customizing. You canmonitor the output of correspondence using the Correspondence Historyfunction.



Figure 85: Recurring Activities

You have created event dates in the business event menu. You havebooked attendees for these event dates in the day-to-day activities.

You can execute the folowing functions in the business event menu:

� If you want to temporarily prevent further processing of events, youcan lock them and unlock them later in the business event menu.

� If you created them in planned status, you can now change the statusto firmly booked. If there is not a sufficient number of bookings forthe events, you can cancel the events.

� When a business event has been held, you can perform follow-upprocessing for it (transfer qualifications) and have it appraised.



Figure 86: SAP Learning Solution (1)

Learning is a key component of every enterprise.

Example to explain the learning cycle depicted in the graphic: Experts areneeded to work on a certain project or task in the company. Staff planningand scheduling is done with the help of Performance Management.The requirements and tasks are continually changing. Employees mustupdate and refresh their knowledge. They do so with training. Tests andcertifications can be used to test learning objectives and knowledge. Whenthe learner passes a test, his or her skills (qualifications) are updated andautomatically transferred to the Skills & Expert Database. If the database iscontinually updated, the circle closes. You have quick access to up-to-datedata about experts at all times.

Expert Finder and Performance Management are not components of theLearning Solution.

The Learning Solution enables access to components of mySAP HRPersonnel Development, such as Qualifications (Skills).



Figure 87: SAP Learning Solution (2)

SAP Learning Solution � An All-Round Solution

Integration with mySAP Customer Relationship Management is plannedfor a future version of the SAP Learning Solution. This will enable you tooffer training externally (to customers and partners) and to use differentmethods to settle costs.

Integrates seamlessly in the Enterprise Portal 5.0. It provides the learnerwith a user interface in the form of a Learning Portal.

The SAP Learning Solution provides the Content Management System ofthe Enterprise Portals 5.0 for use in the area of learning.

In addition, the SAP Learning Solution contains a test environment withfunctions for authors, instructional designers and administrators forcreating self-assessment tests and online tests.

Finally, the Authoring Environment is the tool used for creating andstructuring learning content in the SAP Learning Solution.



Figure 88: Focus on Learning Portal - Personalized Learning Offering

The Learning Portal is the learner�s user interface. All of the learner�straining activities are matched with data in the back-end system (withmySAP HR data) and updated. In this way, learner data becomesemployee data.

In the left area, you can search for courses using a fulltext search on thecourse title or description, or on attributes such as qualifications or thecourse target group. Learners can access information about their trainingactivities in the Learning Portal.

In the center area, the course offering is displayed. Learners can makebookings for courses directly from here.

On the right, the Top Ten most popular courses are listed. This can becustomized as required.



Figure 89: Digression: Travel Management

The Travel Management module enables you to carry out the completerange of procedures from entering a travel request, and approving it, toposting the actual travel expenses and carrying out possible revisions andretroactive accounting.

Travel Management has a comprehensive suite of functions to accompanyall of the processes involved and integrates them in a cycle of settlement,taxation, and payment. This includes not only the requesting, planningand booking of trips, but also the settlement of travel expenses and thetransfer of the settlement results to other business functional areas.





111 Exercise 5: Course RegistrationExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Book an employee for a course� Display an employee�s training history

Business ExampleYour employees are booked for courses in Training and Event Managementso that they can acquire skills and qualifications that they lack.

Task 1:

1. In the dynamic attendance menu, book Lars Becker (personnelnumber 111991##) for a course. To do so, select any event from thebusiness event catalog Training International (e.g. SAPHR)

Hint: In the Payment Information dialog, if you are asked foraccount assignment information, select Free of Charge.

Task 2:

1. In the Dynamic Information Menu, display the training history ofLars Becker (personnel number 111991##).



Solution 5: Course RegistrationTask 1:

1. In the dynamic attendance menu, book Lars Becker (personnelnumber 111991##) for a course. To do so, select any event from thebusiness event catalog Training International (e.g. SAPHR)

Hint: In the Payment Information dialog, if you are asked foraccount assignment information, select Free of Charge.

a) In the Easy Access menu, choose Human Resources → Trainingand Event Managament→ Attendance→ Attendance Menu.

You are working in the Dynamic Attendance Menu. Expand thebusiness event catalog entry Training International so that you cansee the dates scheduled for a business event type, for example,for SAPHR.

Right click the event date you require. Choose Book.

In the Book Attendance: Data dialog box, enter Lars Becker�spersonnel number 111991## in the Personnel No. field.

To confirm the booking, choose Book Attendance .

Hint: In the Payment Information dialog, if you are askedfor account assignment information, select Free of Chargeand choose Save.

Go back to the Dynamic Attendance Menu by choosing Cancel.




Task 2:

1. In the Dynamic Information Menu, display the training history ofLars Becker (personnel number 111991##).

a) You are still in the Dynamic Attendance Menu. Choose GotoInformation Menu

In the Dynamic Information menu, choose Information →Attendance → Attendee�s Training History

On the selection screen of the report, under Attendee Data inthe Attendee field, enter the personnel number 111991## (LarsBecker). Under Reporting Period enter 01/01/2000 as the start date.Accept the end date defaulted.

Choose Execute to generate the list.

You now see what courses the attendee attended in the periodspecified.

Choose Back (several times) to return to the Easy Access Menu.



Lesson Summary

You should now be able to:� Book an employee for a business event


SAPHR Lesson: Maintain Time Data

Lesson:115

Maintain Time DataLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn the basics of Time Management and timerecording.


� Explain how to record time data


Business ExampleCourse bookings are recorded as absence records in Time Management.

Figure 90: Recording Data in Time Management



To record employee times in R/3 Time Management, such as hours worked,business trips, leave, or changes to planned working time, you can use avariety of systems and methods, such as:

� Online by time administrators� Separate time recording systems� R/3 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 timeadministrator records this data in various ways:

� Time Manager�s Workplace (TMW): administration of data for agroup of employees

� Maintain individual infotypes: record and change data throughinfotype screens

� Fast data entry: simultaneous entry of infotype data for multipleemployees

Figure 91: Attendances/Absences

Employee attendances can be business trips, participation in seminars,hours worked, or teaching a training course, for example. Attendances arerecorded in TMW using the corresponding abbreviations or short names.The information is stored in the Attendances infotype (2002), which issubdivided into various attendance types (subtypes).



Examples of employee absences are illness or leave. Absence data iscalculated on the basis of an employee�s personal work schedule. Theinformation is stored in the Absences infotype (2001), which is subdividedinto various absence types (subtypes).

Attendances and absences can be partial-day, full-day, or for several days.

Attendances and absences can be deducted from entitlements or quotas.Examples of quotas are annual leave quota, approved overtime, or furthertraining entitlement. Some attendances and absences can influence anemployee�s remuneration; others have a purely statistical function.

Figure 92: TMW Layout and Screen Areas

The calendar is used for selecting the period for which time data is tobe entered.

The employees assigned to the time administrator are listed in theemployee list. Administrators can select employees from the list for whomthey want to record or change time data.

They can display additional information (e.g. master data or time account)about an employee in the Info Area.

In the Time Data area, time administrators enter and maintain time datausing intuitive time data IDs (such as "ILL" for illness or "LV" for leave).

Any further details necessary (such as, activity allocation specifications forattendance) can be entered in the Details area. Information on time datarecorded is also visible in the Details area (person who entered the data,date on which data was entered, and so on.



TheMessages area contains any messages or confirmations on time dataentered by the time administrators. These are output in the form of errormessages, warnings, or information.

Figure 93: Calendar Views in TMW

The calendar view is new in the time data maintenance area of the TMW.It provides a graphical overview of a person�s time data. A daily, weekly,monthly, and annual calendar are available.

This enables you to gain a quick overview of a specific period. The use ofcolors for the time data IDs enables you to quickly differentiate differenttypes of time data.

You can also maintain data in this view. The color-coded time data IDs aredisplayed in a bar to the left of the calendar. You can drag and drop themto the required days. If required, you can copy and paste the calendarentries. (Example: recurring attendances or absences can be copied to therelevant days.)

Because they work in a similar way to well-known PC applications (suchas Microsoft Outlook), the calendars are very easy to handle.

The new calendar views are part of the standard delivery for R/3Enterprise.







Lesson Summary

You should now be able to:� Explain how to record time data


SAPHR Lesson: Appraisals

Lesson:120

AppraisalsLesson Duration: 45 Minutes

Lesson OverviewIn this lesson, you learn the basics of the Appraisal System.


� Understand the appraisal process


Business ExampleYour company wants to implement the performance appraisal toolManagement by Objectives.

Figure 94: Appraisal Systems: General Information

TheAppraisal Systems component can be useful as a personnel developmentinstrument - for example, it enables you to rate employees in a formalized,standardized way on the basis of predefined criteria.



The Appraisal Systems component enables you to create appraisal systems,as well as plan, hold, and evaluate appraisals. An appraisal system is aself-contained process which enables you to make formal and standardizedemployee evaluations in a business context using one or more templates(appraisal models).

The Appraisal Systems component is used in both Personnel Developmentand Training and Event Management.

Examples of appraisal systems you can map in the Appraisal Systemscomponent include:

� 360° feedback appraisals: appraisals that draw on diverse sources(supervisor, peers, and self-appraisals)

� Performance appraisals: appraisal of an individual employee� Surveys and questionnaires: employee opinion polls, for example

As of SAP R/3 Enterprise, you can implement Management by Objectives.

Figure 95: Information Required for Appraisals



The following information is required for appraisals:

� Appraiser and appraisee (who appraises whom? Example: supervisorappraises employee)

� Is the appraisal to be conducted by one or more appraisers?� Should the appraisers remain anonymous?� Which period is to be appraised? (Example: the previous year for

performance appraisals)� Which criteria (for example, quality of work, ability to cope with

stress, and so on) are to be used for the appraisal? Should thesecriteria be combined together into groups? Which scales should beused to rate these criteria (in other words, which proficiencies shouldbe made available for appraising the individual criteria)? Shouldcertain criteria or groups of criteria be weighted more than others?

� How should the appraisal results be determined? Should individualcriteria (groups) affect the result more than others? If severalsubappraisals were held, how should the overall appraisal bedetermined from these subappraisals?

Figure 96: Appraisal Process



The appraisal process is divided into various stages. Status management isused to map these stages.

1. Prepare Appraisal

The first step in the process involves preparing the appraisal. At thispoint, you define planning data such as the period to be appraised,and the objects involved in the appraisal. You can copy planningdata from an appraisal that has already been completed. You canalso prepare appraisals centrally. You can generate a "to-do" listcontaining objects for which appraisals have to be prepared.

2. Hold Appraisal

This stage is where the appraisal elements are actually rated. Theweighting, the specified rating, and the weighted result of this ratingare displayed for each appraisal element. You can save the appraisal,and continue to edit it at a later time.

3. Complete Appraisal

This involves saving the appraisal with an historical record sothat it can no longer be changed. If you want to allow changes tohistorically recorded appraisals, you must maintain the relevantcontrol parameters in Customizing.

Figure 97: Integration with Training and Event Management

The Personnel Development appraisal system functionality is now used inthe Training and Event Management component.



This functionality can be used for working through all sorts of appraisals(business event appraisals, attendee appraisals, instructor appraisals,and so on).

A "to-do" list can be generated for every business event. This list containsall of the objects that are to be appraised, or that are to act as appraisersthemselves. The appraisals for these objects can be prepared from the"to-do" list. Appraisals can also be anonymous.

Figure 98: Management by Objectives

As of SAP R/3 Enterprise, you can implement Management by Objectives.

This slide illustrates the Management by Objectives process as part ofthe Performance Feedback process.

Ideally, the objectives should be agreed upon in the planning sessions thattake place at every organization level.

This process takes place in both directions: top-down and bottom-up. Inother words, the company goals are decided at board level and passed ondown to the whole organization, on the other hand, these goals are linkedduring planning sessions that should take place at every organizationallevel.

Communication between manager and employee is important to ensurethat the objectives set by the manager are realistic and appropriate.

When setting individual objectives for the year ahead, the manager andemployee should set long- and short-term objectives.



Several short-term goals should be set, as well as a number of long-termones. Some objective may fall into both categories.

It is of vital importance that the development plan agreed upon focuses onthe employee�s long- and short-term development.

Figure 99: Objective Setting: Changes in Performance Appraisal

Management by Objectives is the modern method of human resourcesmanagement. Compensation is based on the extent to which theemployee fulfils the goals set. This method of management frequentlyleads to increased motiviation and improved performance on the part ofemployees.

Management by Objectives

� The appraisal process involves:

� The manager and employee agreed upon objectives, employeereview, and close the performance appraisal.

� Support for strategic goals using the Balanced Scorecard in SEMand transfer of appraisal data to mySAP HR

� Company, department, area, and individual goals are all taken intoaccount.

� The Performance Management process can be supplemented with anemployee review.

� Different appraisal templates are available to support differentappraisal types, such as, subappraisals, or 360° feedback appraisals.

� The results of the process can be incorporated in the compensationprocess by means of compensation adjustments.



Figure 100: The Continuous Feedback Process

Management by Objectives supports all the different phases of thecontinuous performance feedback process.

Similar to appraisals, objective setting takes place once a year. This meansthat once a year, a manager holds a goal-setting interview with each of hisor her employees. Manager and employee agree on concrete goals and theresults to be achieved by an agreed date. The goals can be quantitative(that is, measurable) or qualitative. The goals are usually put in writingand become a part of the employee�s personnel file.

The employee�s performance is measured according to the agreed goalsand can be used as a basis for determining the extent of salary elements(for example, bonus). This is a way of making clear to employees whatis expected of them and how they can improve their salary. So that theobjectives remain at the forefront, reviews are carried out during theyear. Here, the objectives (target) are compared with the results alreadyachieved (actual). The differences between the two are recorded, and anynecessary corrections are made to the objectives (for example, adjustmentor reformulation of existing goal-setting agreements).

At the end of the cycle, the goal-setting agreements are evaluated, andcorresponding bonus payments or salary adjustments are made. At thesame time, objectives are defined for the next period. The circle closes.



Figure 101: Status Handling

Further statuses:

� Approved� Rejected� Closed approved� Closed rejected

Further processing can be triggered via Workflow and be subject toan approval process, such as, the employee approving his or her ownappraisal. In this case, the approval would trigger update of qualificationsdata and adjustment of remuneration components.



129 Exercise 6: AppraisalsExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Book an employee for a course� Display the appraisals an employee has received

Business ExampleYour employees are appraised on a regular basis. The appraisal results arestored and evaluated in Personnel Development.

Task:

1. In the Information System of Personnel Development, display whatappraisals have already been maintained in the system using theappraisal template PC4YOU.

Display an appraisal template in detail, for example, the appraisaltemplate of Ellen Rilke (personnel number 1441)



Solution 6: AppraisalsTask:

1. In the Information System of Personnel Development, display whatappraisals have already been maintained in the system using theappraisal template PC4YOU.

Display an appraisal template in detail, for example, the appraisaltemplate of Ellen Rilke (personnel number 1441)

a) In the Easy Access menu, choose Human Resources → PersonnelManagement → Personnel Development → Information System →Reports → Appraisals

You are on the Evaluate Appraisal Documents screen.

In the Appraisal Template field, use the possible entries help toselect the entry PC4YOU.

Under Selection Options, select all of the proposed statuses (inpreparation etc.)

Choose Perform.

A list of all employees is displayed whose objective settingagreements were created using the selected appraisal template.

Select a row (e.g. appraisal for employee Ellen Rilke) and chooseDisplay.




Lesson Summary

You should now be able to:� Understand the appraisal process


Unit Summary SAPHR

Unit SummaryYou should now be able to:� Explain the profile matchup� Book an employee for a business event� Explain how to record time data� Understand the appraisal process




1. QualificationsChoose the correct answer(s).□ A Are stored as requirements for an organizational unit.□ B Are assigned to a person as actual qualifications.□ C Are used as the basis for a profile matchup.□ D Can be acquired through business events and development

measures.

2. When a business event has been held, you can perform follow-upprocessing for it, transfer qualifications, and have it appraised.Determine whether this statement is true or false.□ True□ False

3. You create the Time infotypes Illness, Leave, Seminar Participation,and Business Trips using the absence transaction.Determine whether this statement is true or false.□ True□ False

4. What is Management by Objectives?



134Answers

1. Qualifications

Answer: B, C, D

Qualifications are a list of skills, abilities, and experience that make anemployee suitable for a job, position, task, or work center.

2. When a business event has been held, you can perform follow-upprocessing for it, transfer qualifications, and have it appraised.

Answer: True

If Training and Event Management is integrated with PersonnelDevelopment, you can award qualifications attained at events directlyto the employees.

3. You create the Time infotypes Illness, Leave, Seminar Participation,and Business Trips using the absence transaction.

Answer: False

Employee attendances include business trips or attendance atseminars, absences include such things as leave and illness.Attendances are stored in Time Management in the Attendanceinfotype (2002), which is divided into multiple attendance types(subtypes). Absences are stored in Time Management in the Absencesinfotype (2001) This is divided into different absence types. Thetime administrator can also use the personnel time managementworkplace (PMW) to record time events.

4. What is Management by Objectives?

Answer: Management by Objectives is a continuous performancefeedback process. The MbO agreement contains multiple measurableobjectives.


Unit 4135 Remuneration Adjustments


Unit Overview� Compensation Management� Payroll� Personnel Cost Planning


� Describe the process of compensation adjustment� Describe the payroll process� Describe the personnel cost planning process.

Unit ContentsLesson: Compensation Management ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Exercise 7: Compensation Management... . . . . . . . . . . . . . . . . . . . . . . . . . . . . .145Lesson: Payroll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148

Exercise 8: Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .155Lesson: Personnel Cost Planning .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158


Unit 4: Remuneration Adjustments SAPHR

Lesson:136

Compensation ManagementLesson Duration: 30 Minutes

Lesson OverviewIn this lesson, you learn about the different options in CompensationManagement.


� Describe the process of compensation adjustment


Business ExampleThe employees� compensation is adjusted according to performance.

Figure 102: Performance-Related Compensation: Data Flow

The new Management by Objectives function also takes a department�sstrategic aims into account when formulating specific aims and appraisals.These are integrated in the individual apprasial forms for each employee.


SAPHR Lesson: Compensation Management

If an employee receives a very good appraisal, after the appraisal processis concluded, further processing can be triggered in CompensationManagement. Compensation management grants an employee a bonus,for example.

With SEM, SAP offers a complete solution for strategic enterprisemanagement that includes the Balanced Scorecard, Risk Management,and Management Cockpit.

Figure 103: Administration of Compensation

The Compensation Management component controls and administersyour organization�s compensation policies.

Compensation Management is made up of different areas:

� You can perform job pricing in Compensation Management. You cansave the results of external job evaluation systems and salary surveys.You can use these results to generate salary structures that you canthen assign to the jobs and positions in your organization.

� Budgeting is used to plan and control how much is spent oncompensation adjustments. Budgets are assigned to organizationalunits.

� Compensation administration is used to distribute salary increases,shares, etc. to individual employees in accordance with remunerationpolicy at the enterprise. This compensation adjustment is displayedon this slide.

� You can manage long-term incentives (awards).



Figure 104: Total Compensation Statement

A personnel administrator can generate and print total compensationoverviews and send them to employees.

The total compensation overview includes three functions that can be usedby the appropriate user groups at your enterprise:

� Display total compensation overview� Print total compensation statement (mass printing possible)

Test runs are possible.

� Display personal total compensation overview over the intranet.



139 Exercise 7: Compensation ManagementExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Display the total compensation overview for an employee.

Business ExampleYour employees receive bonus payments using compensation adjustments.You can use the total compensation overview to list all the remunerationelements of an employee.

Task:

1. In the information system of Compensation Management, display thetotal compensation overview for the employee Sharon Armstrong(personnel number 54099300).

Choose 01.01.2000 as the start date for the selection period.



Solution 7: Compensation ManagementTask:

1. In the information system of Compensation Management, display thetotal compensation overview for the employee Sharon Armstrong(personnel number 54099300).

Choose 01.01.2000 as the start date for the selection period.

a) In the Easy Access menu, choose Human Resources → PersonnelManagement→ Compensation Management → Information System→ Reports → Employee Compensation Data → Total CompensationStatement

In the Date and Preview Period field, enter 01.01.2000 as the startdate and 3 years as the preview period.

Choose Execute to confirm this data.

In the Object Manager, choose the search term for the objectPerson and enter the personnel number 54099300 (SharonArmstrong) in the Name field. The selection result is displayed inthe lower section of the screen to the left.

Double click on the personnel number to call the total statementfor Sharon Armstrong.




Lesson Summary

You should now be able to:� Describe the process of compensation adjustment



Lesson:142

PayrollLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn about the payroll process and the associatedfollow-up activities.


� Describe the payroll process


Business ExampleRun payroll for an employee.

Figure 105: Payroll (1)

Broadly speaking, payroll is the calculation of payment for workperformed by each employee. More specifically, however, payrollcomprises a number of work processes, including the generation of payrollresults and remuneration statements, bank transfers and check payments.


SAPHR Lesson: Payroll

This includes a number of additional subsequent activities, for example:

� Transfer of payroll results to Accounting� Data medium exchange� Other evaluations, for example, the payroll account or payroll journal

Figure 106: Payroll (2)

The calculation of remuneration comprises two main steps:

� Calculation of Remuneration Elements (Gross Amount)� Statutory and voluntary deductions (country-specific, net amount)

These payments and deductions are included in the payment calculationby means of different wage types.

The employee is usually paid by bank transfer and the payment amount isprinted in a form for the employee.



Figure 107: Calculation of remuneration elements

The remuneration elements for an employee are formed from individualwage and salary types that are used during a payroll period. Paymentssuch as basic pay, various bonuses and gratuities are included in theremuneration calculation.

Deductions can be made for items such as a company-owned flat,company-sponsored day care or similar benefits. Different factorsdetermine whether such benefits increase or reduce the taxable income.This is determined by the legal requirements of a country.

An employee�s remuneration consists of all wage types calculated for himor her during a payroll period.



Figure 108: Statutory and Voluntary Deductions

Different gross values, for example, total gross amount, and gross taxamount, are used to calculate the deductions. For this reason, differenttotals are formed during the payroll run, and these totals are be used forsubsequent processing.

Figure 109: Payroll Administration



During the payroll run, no changes may be made to master data or timedata affecting the payroll past or payroll present. The payroll programreads the master data and time data infotypes, which means that changeseffected during the payroll run could jeopardize the accuracy of the payrollresults. It also means that you must not run the payroll during master datamaintenance. This is controlled by the payroll control record.

Figure 110: Correcting Incorrect Personnel Numbers

During a payroll run, the system may find errors in the master and timedata. This could mean that the data does not exist, or that the data isincorrect. 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 represents the controlrecord at the employee level.

The personnel numbers with errors are listed in the payroll log. You canalso 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 search help (Payroll correction run). Thisensures that only the personnel numbers that have a correction indicatorassigned to them in the Payroll Status infotype (0003) are selected.

After payroll has been run successfully for all personnel numbers, youcan exit payroll.



Figure 111: Subsequent Activities in Payroll Accounting

After exiting payroll, a number of subsequent activities still have to beperformed. Depending on the country requirements, these are dividedinto the following areas.

� Per payroll period� Annually� Other periods� Period-independent

All subsequent activities take place when the payroll run, remunerationstatement and wage and salary transfer activities are complete.





149 Exercise 8: PayrollExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Simulate payroll for an employee.

Business ExampleThe salary data for your employee is used in the monthly payroll run. Theemployees receive remuneration statements.

Task:

1. Simulate international payroll for period 01/2003 for your employeeIna Demark (11099800, payroll area X0).

Hint: Use payroll schema X700 and display the log andremuneration statement using the SAP variant.



Solution 8: PayrollTask:

1. Simulate international payroll for period 01/2003 for your employeeIna Demark (11099800, payroll area X0).

Hint: Use payroll schema X700 and display the log andremuneration statement using the SAP variant.

a) In the Easy Access menu, choose Human Resources → Payroll→International → Payroll → Simulation.

In the Payroll Period area enter the following data:

In the Payroll Area field, enter the value X0. Select Other Periodand enter the value 01 2003.

In the Selection area, enter the following data:

In the Personnel Number field, enter the value 110998## and in thePayroll Area field, enter the value X0.

In the General Program Control area, enter the value X700 in thePayroll Schema field.

In the Log area, select the option Display Log.

In the Remuneration Statement Parameters area, select the optionLayout for remuneration statement and enter the value SAP.

To start the simulation, choose Execute.

Check the log and choose Form to display the remunerationstatement.



Lesson Summary

You should now be able to:� Describe the payroll process



Lesson:152

Personnel Cost PlanningLesson Duration: 30 Minutes

Lesson OverviewIn this lesson, you learn about the Personnel Cost Planning process.


� Describe the personnel cost planning process.


Business ExampleManagers in your company perform personnel cost planning

Figure 112: Personnel Cost Planning and Simulation

As of SAP R/3 Enterprise you can implement the new Personnel CostPlanning and Simulation component.


SAPHR Lesson: Personnel Cost Planning

Personnel Cost Planning and Simulation is based on a broad data basis andis integrated with other applications. This ensures that business processesare supported across departments.

You can obtain the payment information, which you use to createpersonnel cost plans, from different sources This includes: basic payments,payroll results, simulated reclassifications, recurring payments anddeductions, and one-time payments.

You can also use the planned remuneration data for positions/jobs forplanning. You can also use average calculations.

Managers have the option of making other adjustments to the plan. AWeb-based front end is made available for this purpose.

Generated cost plans can be extracted for analyses in the SAP BusinessInformation Warehouse (BW).

After you release a plan, the data can be used in mySAP HR:

� To create salary budgets for Compensation Management� To create training budgets for Training and Event Management� To transfer planning data to Controlling

Figure 113: The Planning Process and the Roles Involved

Embedded in a strategic personnel management concept, you canimplement the new component to adapt the Personnel Cost Planning tothe strategic aims of your company. This means you can use suitable



actions to react to changes in the company strategy at any time and, forexample, to adapt the planning of new compensation models to companyor market requirements.

Personnel cost analysts and managers are involved in the personnel costplanning process.

Personnel cost analysts plan, execute and monitor personnel cost planning.Managers can execute decentralized detail planning and, in this way,adjust the planning to meet the department�s requirements.

Figure 114: Main Focus of New Personnel Cost Planning

As of SAP R/3 Enterprise, the functions of the new personnel cost planningwere enhanced mainly in the above-mentioned areas.


SAPHR Lesson: Personnel Cost Planning





Lesson Summary

You should now be able to:� Describe the personnel cost planning process.


SAPHR Unit Summary

Unit SummaryYou should now be able to:� Describe the process of compensation adjustment� Describe the payroll process� Describe the personnel cost planning process.


Unit Summary SAPHR




1. What does the Compensation Management component control?

2. You must start one report for the gross payroll and one for the netpayroll for each payroll period.Determine whether this statement is true or false.□ True□ False

3. Personnel Cost Planning can help you to perform the transfer ofcurrent payroll results to financial accounting and controlling.Determine whether this statement is true or false.□ True□ False



158Answers

1. What does the Compensation Management component control?

Answer: The Compensation Management component controlsand administers your organization�s compensation policies.Compensation Management consists of the areas job evaluation,budgeting, compensation administration, and long-term incentives.

2. You must start one report for the gross payroll and one for the netpayroll for each payroll period.

Answer: False

A country-specific payroll program combines the remunerationelements (gross calculation) and the statutory and voluntarydeductions (country-dependent net).

3. Personnel Cost Planning can help you to perform the transfer ofcurrent payroll results to financial accounting and controlling.

Answer: False

Personnel Cost Planning is a tool for planning personnel costs. Theplanning data can be based on payroll results among other things.Planning data can be transferred to Controlling to enable target/actualcost comparisions to be made.


Unit 5159 Reporting


Unit Overview� Standard Reports� Human Resources Information System� Manager�s Desktop� Ad Hoc Query


� Start standard reports� Explain the Human Resources Information System� Describe the Manager�s Desktop� Explain the Ad Hoc Query

Unit ContentsLesson: Reporting ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

Exercise 9: Reporting .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .179


Unit 5: Reporting SAPHR

Lesson:160

ReportingLesson Duration: 60 Minutes

Lesson OverviewIn this lesson, you learn about the different reporting options.


� Start standard reports� Explain the Human Resources Information System� Describe the Manager�s Desktop� Explain the Ad Hoc Query


Business ExampleThe various departments in your enterprise must regularly performreporting. They do so using the different reporting options offered inthe SAP System.


SAPHR Lesson: Reporting

Standard Reports

Figure 115: Information System Reports

SAP provides tools for creating your own reports, as well as a large numberof important standard reports for all SAP applications. You start thereports from the main Information System in the SAP Easy Access menu orfrom any of the information systems of the components or subcomponents.

When you call the Information System of the Human Resourcescomponent, you can start a standard report or create a report using one ofthe tools (Ad Hoc Query, SAP Query, HIS). Reports that you create withthe Ad Hoc Query or SAP Query can be saved and inserted in the structurecontaining the standard reports.



Figure 116: Report Selection Screen (Example)

The report selection screen contains a series of selection options that enableyou to specify the criteria used to execute an R/3 Human Resources report.There are two fields available for each selection option in which you canenter either a single value or a value range. By choosing specific selectionoptions and values, you can determine the dataset to be read and the resultof the report. The latter is derived from the evaluation of employee recordsand is output either as a list of employees, or as a numerical analysis ofdata on these employees.

To make generic entries, use *. To make masked entries, use +.



Human Resources Information System

Figure 117: Human Resources Information System

The graphic displays the requested organizational structure. A secondwindow lists the available reports.

The upper section of the window lists the areas available. After you haveselected an area, the reports available for this area are listed in the lowersection of the window.

If you have selected at least one object in the graphic, the report is started.The report results are displayed in an additional window.



Manager�s Desktop

Figure 118: Manager�s Desktop Initial Screen

The initial screen provides an overview of the default main scenario inManageŕs Desktop, which consists of the five theme categories listedabove and their function lists.

The function codes in Customizing can be used to put these categoriesinto customer-specific hierarchies. The categories can also be enhancedwith customer-specific functions.

Furthermore, the user can deactivate unnecessary categories and functionson the initial screen and on the various screens of the different applicationcomponents. It is always possible to switch between user settings andstandard settings.

The initial screen can be adapted to customer-specific requirements inCustomizing. For example, it can be enhanced with an enterprise logoand/or background picture.



Figure 119: Working with Manager�s Desktop

The screen is divided into two areas: the right area displays the areaof responsibility, the left displays the possible functions arranged in afunction tree.

The tab pages on the right enable you to generate different views of theorganizational structure for your area of responsibiility. Organizationalobjects are displayed for which the functions on the left can be executed.



Ad Hoc Query

Figure 120: Ad Hoc Query

The Ad Hoc Query is a simple but powerful tool for reporting on HumanResource data. It enables you to access data from all Human Resourceareas by choosing selection and output fields.

The Ad Hoc Query can be used for data stored in Recruitment, MasterData, Time Management, and Personnel Planning and Development(person-related data).

Programming skills are not required. You choose the selection and outputfields on a screen.

Hint: Unlike all other reporting tools, the selection is made directlyfrom the database. In other words, personnel numbers are onlyselected if they meet the criteria. Accessing the database directlysignificantly improves performance.



Figure 121: Infotype Selection

You can combine infotypes of a logical database to form an Infoset.

The graphic displays infotypes from the PNP database.

You define per infotype the fields that are available for selection in theInfoSet.

Figure 122: Ad Hoc Query Screen: All Functions

InfoSets and user groups form the basis of the Ad Hoc Query. You specifyboth of these in the SAP Query. InfoSets are assigned to user groupswhich, in turn, group users together. InfoSets enable you to group infotypefields and calculated fields together as required.



From the hit list, you can specify further values before the final output.

Queries can be saved and reused for similar queries in the future.

Figure 123: The Ad Hoc Query: Overview

You can select selection and output fields per Drag&Drop. To do so, youselect one or more fields and drag them to the required area (selection areaor output area). In the case of fields that have both values and texts, youcan specify whether only the text, only the value, or both is used.

Your user settings will be loaded the next time you start the Ad HocQuery, e.g. the queries you last requested. This applies whether you exitthe Ad Hoc Query or log off from the system.

In the output preview you can display real data.



BW and SEM

Figure 124: R/3, BW and SEM

There are other reporting options in addition to the reporting functions inthe R/3 System.

� SAP Business Warehouse� SAP Strategic Enterprise Management

BW is a standalone system where reporting can be performed. SAPdelivers Business Content for the BW System.

With SEM, SAP offers a complete solution for strategic enterprisemanagement that includes the Balanced Scorecard, Risk Management,and Management Cockpit.





169 Exercise 9: ReportingExercise Duration: 10 Minutes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Start standard reports

Business ExampleThe system provides a number of standard reports for commonlyrequested queries and reports. You can define your own selection criteriaand adjust the output to suit your specific requirements.

Task 1:

1. Lars Becker has handed in his notice today. Use the personnel actionLeaving to allow Lars Becker (111991##) to leave the company. Theleaving date is calculated on the basis of the notice period specified inhis contract, which is 3 months to the end of the month.

Hint: Do not create a vacancy for the position he is vacating.Skip the infotypes Bank Details and Basic Pay by choosingNext record.

Task 2:

1. Use the report Entries/Leavings to display all leavings for the currentand next year. When you do so, make your selection on the basis ofthe personnel area CABB and subarea 0002.

Task 3:

1. Use the report Birthday List to display a list of all employees in thepersonnel area 1000 that are aged between 45 and 55 this year.



Solution 9: ReportingTask 1:

1. Lars Becker has handed in his notice today. Use the personnel actionLeaving to allow Lars Becker (111991##) to leave the company. Theleaving date is calculated on the basis of the notice period specified inhis contract, which is 3 months to the end of the month.

Hint: Do not create a vacancy for the position he is vacating.Skip the infotypes Bank Details and Basic Pay by choosingNext record.

a) Start Personnel Actions from your favorites or in the Easy Accessmenu, choose Human Resources → Personnel Management →Administration→ HR Master Data→ Personnel Actions.

In the Personnel Number field, enter the value 111991##.

In the Start field, enter the date calculated on the basis of therequired notice period, select the action Leaving and start theaction by choosing Execute.

Choose Save to save the Actions infotype, and confirm thedelimitation of the existing infotype record by pressing Enter.

Answer No to the query about creating a vacancy.

Skip the infotypes Bank Details and Basic Pay by choosing Nextrecord.




Task 2:

1. Use the report Entries/Leavings to display all leavings for the currentand next year. When you do so, make your selection on the basis ofthe personnel area CABB and subarea 0002.

a) In the Easy Access menu, choose Human Resources→ InformationSystem → Reports → Personnel Management→ Administration→Employee → EEs Entered and Left.

Enter the values CABB and 0002 in the fields Personnel Area andPersonnel Subarea.

In the field Leaving Date enter 01/01/ of the current year and in thefield to enter 12/31 of next year.

Start the report by choosing Execute.

Choose Back to exit the list.

Task 3:

1. Use the report Birthday List to display a list of all employees in thepersonnel area 1000 that are aged between 45 and 55 this year.

a) Start the transaction from the Easy Access menu: HumanResources > Information System > Reports > Personnel Management >Administration > Employee > Birthday List.

Enter 1000 in the Personnel Area field.

Enter 45 in the field Age and 55 in the field to.

Start the report by choosing Execute.

Sort the output list by age in ascending order.

Click the header of the Age column and choose Sort in ascendingorder.

Choose Back to exit the list.



Lesson Summary

You should now be able to:� Start standard reports� Explain the Human Resources Information System� Describe the Manager�s Desktop� Explain the Ad Hoc Query


SAPHR Unit Summary

Unit SummaryYou should now be able to:� Start standard reports� Explain the Human Resources Information System� Describe the Manager�s Desktop� Explain the Ad Hoc Query


Unit Summary SAPHR




1. Reporting is used to ...Choose the correct answer(s).□ A Store reports in the system.□ B Transfer employees.□ C Perform data evaluations and analyses.



176Answers

1. Reporting is used to ...

Answer: C


SAPHR Course Summary

Course SummaryYou should now be able to:

� Navigate in the system� Describe the structures in HR� Use selected interfaces to display and maintain data� Identify the core processes in HR� Outline the fundamental integration aspects


Course Summary SAPHR


FeedbackSAP AG has made every effort in the preparation of this course toensure the accuracy and completeness of the materials. If you have anycorrections or suggestions for improvement, please record them in theappropriate place in the course evaluation.
