SAP HCM Personnel Administration

1)  INTRODUCTION:-

SAP HCM is also called as SAP Human Capital Management and is an important module in SAP.SAP HR software allows you to automate the record-keeping process. It Is a perfect framework for the HR department to require advantage of the administration and payroll documents.

2) SAP HR MODULES:-

 SAP HR consists of the following modules:- 

• Organizational Management

• .Personnel Administration.

• Time Management.

• Payroll Accounting.

• Travel Management.

a) ORGANIZATIONAL MANAGEMENT:-

Organizational Management is an important module of SAP HR. It enables the organization/company to represent the organizational plan and then analyzing the current plan. It also allows you to add and create additional plans and create better workflow management.

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b) PERSONNEL ADMINISTRATION:-

It is also an important sub-module of SAP systems. It is used for recording essential employee’s information. It also helps in performing various administrative tasks like hiring the employees, personnel administration, travel expenses, payroll accounting etc.

c) TIME MANAGEMENT:-

Time Management is basically used for relating attendance, time evaluation, shifts, etc.

d) PAYROLL ACCOUNTING:-

Payroll accounting is used for calculating an employee’s salary based on his/her performance of work, the amount of work done, etc.

It also includes wages, medical benefits, taxes, deductions, etc.

SAP payroll module is also integrated with other modules like personnel administration, time management, financial accounting, and so on.

e) TRAVEL MANAGEMENT:-

This SAP module includes managing all official trips, cost management for all the travels, etc.

3) PERSONNEL ADMINISTRATION:-

Now, let us discuss PERSONNEL ADMINISTRATION in detail.

Personnel administration is used for recording essential employee’s information. It also helps in performing various administrative tasks like hiring the employees, personnel administration, travel expenses, payroll accounting etc.

Some of the important functions of PERSONNEL ADMINISTRATION module are as follows:-

• Individual infotype maintenance.

•  Contract elements.

• Monitoring of dates family/related person.

•  Education.

• Other/Previous Entity-Relationship.

•  Cost Distribution.

• Internal medical service.

4) ENTERPRISE STRUCTURE OF PERSONNEL ADMINISTRATION:-

The enterprise structure of personnel administration consists of client, company, company code, personnel area, personnel subarea, and the organizational key.

5) PERSONNEL STRUCTURE OF PERSONNEL ADMINISTRATION:-

The Personnel structure describes how the Employee is positioned in the Organization. It comprises the Employee group, Employee subgroup, and the Payroll area.

So, In general,

ENTERPRISE STRUCTURE OF PERSONNEL ADMINISTRATION CONSISTS OF:- 

• Client.

• Company.

•  Company Code.

• Personnel Area.

•  Personnel Subarea.

• Organizational Key.

PERSONNEL STRUCTURE OF PERSONNEL ADMINISTRATION CONSISTS OF:-

• Employee Group.

• Employee Subgroup.

•  Payroll Area.

a) CLIENT:-

A client is a self-contained unit in the R3 system, with a separate set of Master data and its own set of tables.

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b) COMPANY:-

The company is an Organization unit that has its own balance sheet and profit and loss account.

c) COMPANY CODE:-

Company code is four characters alphanumeric code and defined in the FI module which is further attached to the company.

d) PERSONNEL AREA:-

The personnel area is also four characters alphanumeric code that represents a specific area of the enterprise and is organized according to the aspects of the personnel, time management, and payroll.

e) PERSONNEL SUBAREA:-

Personnel subarea is also four characters alphanumeric code which is a further division of the personnel area.

f) ORGANIZATIONAL KEY:-

The organizational key is 14 characters alphanumeric code which is formed by the combination of company, company code, personnel area, personnel subarea. It is used for the purpose of authorization.

g) EMPLOYEE GROUP:-

It is a one-character alphanumeric code that is categorized based on the employee/staff regulations of work and pay such as 1 – Active, 2 – Inactive, A – Retired, B – Pensioner, etc.

h) EMPLOYEE SUBGROUP:-

It is two characters alphanumeric code which is then further divisions of the employee group such as under ”Active” employee group the possible employee subgroups could be A1 – hourly earner, A2 – Salaried employee, or B1 – Manager, B2 – Executive, B3- Supervisor, etc.

i) PAYROLL AREA:-

The payroll area is decided or created based on the following two characteristics:-

• Processing cycle of payroll(i.e. weekly/fortnightly/monthly)

•  Payment date(i.e. 1st of each month for workers and 7th of each month for managers and staff.

•  Earliest possible retroactive accounting period.

6) Infotypes:-

An infotype is an information unit wont to store employee relevant data required for administration purposes. It has a four digit-code and a related name. It stores similar data into one screen. Authorization to access SAP HR master data are often defined at the infotype level.

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Some of the most commonly used infotypes are as follows:-

• 0000 – Actions

• 0001 – Organizational assignment

• 0002 – Personnel data

• 0003 – Payroll status

• 0004 – Challenge

• 0006 – Addresses

• 0007 – Planned working time

•  0008 – Basic pay

•  0009 – Bank details

•  0016 – Contract elements

• 0019 – Monitoring of tasks

• 0021 – Family member

•  0022 – Education

• 0023 – Previous employers

• 0024 – Qualifications

• 0027 – Cost distribution

• 0028 – Internal medical service

• 0031 – Reference personnel number

•  0041 – Data specifications

7)INFOTYPES SUB – TYPES:-

Some of the infotypes are divided further into different groups which are linked to the same theme. These groups are called as the sub – types.

8) INFOTYPE PERIODS:-

Infotypes are maintained according to some specific validity dates: start and end dates. When you update an employee’s data, the previous data is presumably automatically time – delimited. As a result, an employee is allowed to have many records for one infotype, with different validity periods.

9) CHARACTERISTICS OF AN INFOTYPE:-

• Infotypes stores the data in a table for a specific period of time, means when you create a object with the dates from 01.04.2010 to 31.03.2020, you can view the object up to 31st March, 2017.
• The data will not be deleted and you can view the objects by changing the date.
• Every infotype is defined with the help of a four characters numerical key having long text.

10) INFOGROUPS:- 

The grouping of various relevant infotypes to perform specific actions in SAP is called as an infogroup. Or we can simply say that an infogroup is a collection of various infotypes. Actions will execute infotypes as per the infogroups sequential order.

11) EMPLOYEE ATTRIBUTES:-

The employee attributes are classified into the following categories:-

a) ACTIVITY STATUS:-

The activity status is used to specify an employee’s position in an Organization.

It is further classified as:-

• Active employee
• Retiree
• Early retiree
• Part-time workers for retirees
• Others

b) EMPLOYMENT STATUS:-

Employment status is used to specify the frequency of the paying period of an employee.

It is further classified as:-

• Worker(Hourly paid)
• Salaried Employee
• Other

c) TRAINING STATUS:-

Training status is used to specify the status of employee training.

It is further classified as:-

• Trainee/Apprentice
• Trained
• Other

12) ACTIONS:-

The execution of infotypes in a sequential order to perform a particular activity is called as an action. The various actions in SAP are hiring, transfer, promotion, leave, resignation, termination, retirement, rehire, etc. An action infotype is one of an important infotype that records all the activities of an employee from recruiting to last day in a company.

13) DYNAMIC ACTION:-

This action is used to help in populating one infotype while maintaining other through PA30. For example,

1) On maintaining infotype 0016 – contract elements, infotype 0019 automatically gets populated.

2) On maintaining infotype 0007 – planned working time with time management status 1, infotype 2011 – time events gets populated.

14) ADDITIONAL ACTION:-

In general, in this action, two infotypes having time constraint 1& with the same subtype cannot be saved on the same day, because of the delimitation dates for both the infotypes would be the same as a result one infotype is overwritten by another infotype. For example,

Running hiring and separation for an employee on the same date is not possible. But, to satisfy this scenario SAP has given “Additional Actions”(Infotype 0302). This infotype could not be maintained directly.

Report RPUEVSUP is used to activate additional actions.

15) T- CODES:-

A transaction code or(t – code) consists of letters, numbers, or both, and is entered within the command field. Each function in SAP ERP has an SAP transaction code related to it. SAP transaction codes are often entered into the transaction code field to navigate the user on to the screen or program task bypassing the SAP menu. By entering at – code instead of using the menu, navigation, and execution are combined into a single step, much like the shortcuts in the Windows OS.

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Some of the commonly used t – codes in SAP are as follows:- 

• PA10 – Personnel file
• PA20 – Display HR master data
• PA30 – Maintain HR master data
• PA40 – Personnel actions
• PA41 – Change entry/Leaving date
• PA42 – Fast entry for actions
• PE03 – Create feature
• PA04 – Employee number range
• PU00 – Delete personnel data
• PU03 – Payroll status

 

Author:-

Lokesh Malviya | SevenMentor Pvt Ltd

 

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