SAP Tips for HR

SAP HR Infotypes Content

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Infotypes are SAP’s way of grouping similar pieces of data. For example, data such as name, government issued ids like social security number, marital status, nationality, and birth date are grouped together in a single infotype called Personal Data. This makes it easier from a visual and maintenance perspective.

SAP HR Infotypes contain current and historical data about an employee: Work location, Job Code/Title/Supervisor, Cost Center/Org Unit, Work Schedule, Benefit & Base Salary information, Benefit elections, Personal information, etc.

The display and content of HR Infotypes will vary by the Molga and User Group settings in the SAP Parameter settings.

A few of the most common infotypes are described below:

IT0001 – Organizational Assignment
Enterprise Structure: Company Code . Personnel Area . Cost Center . Subarea . Personnel Structure . Employee Group . Employee Subgroup . Payroll Area . Contract type

Organization Plan: Percentage of employment . Position Number . Job Key . Exempt indicator . Organizational Unit . Org. Key . Supervisor (Chief) .

Administration Identifiers: Personnel . Time . Payroll . Time Approver

IT0002 – Personal Data

Name: First Name . Last Name . Middle . Known As .

HR Data: Government ID (example -SSN or SIN) Date of Birth . Nationality . Marital Status . Gender . Birthplace . Country of birth

IT0003 – Payroll Status

RA and Accounted To dates affect the ability to process SAP Actions from PCRs

IT0006 – Addresses
Multiple subtypes of addresses are available for use. Three Primary Addresses are required for US personnel records. Other address subtypes may be used as needed.

Address Types:

Primary Residence (subtype 1)address typically used for Company mailings, including W-2. This address also defines the Residence Tax Area – IT207 and also affects Benefit Coverage, i.e. Medical providers.
Primary Business Address (subtype U1)is the physical address of Personnel Area. This address reflects the actual physical work location of the employee and/or from where the employee’s work is directed. The Primary Business Address also defines the correct Work Tax Area – IT208, Unemployment State IT209)
Work Location Address (subtype U2 may be used when actual work location (Primary Business Address)is different from Primary Business Address. This address is a visual reference only and has no impact on taxes.
Primary Emergency Contact Information (subtype 4)reflects the Name, Address, Phone number of person to be notified in case of emergency.
Contract Vendor is the subtype address used for Contract personnel records to identify primary employer.

IT0007 – Planned Working Time
Work Schedule Rule – reflects base weekly hours to be worked and how paid (40 hours, 54 hours / hourly, exempt)
Time Management Status – used to define and/or calculate overtime (Hourly Actuals, Salary No-Overtime, No-time eval)
Working week – defines beginning of scheduled work week (payroll period begin day)
Part time indicator – further definition of Employee Group – completed according to company business practice/policy
Working Time
Employment percentage – reflects full time employment or part time employment. Additional fields show expected daily work hours and calculations of weekly, monthly and annual total hours.

IT0008 – Basic Pay
This infotype displays current and/or historical salary information including: hourly or monthly rate . Annual salary . Focal Point amount . Promotion amount . Reasons for salary changes . Pay scale group & level

Additional keys (Salary Amount & Payments & Deductions) located in the upper area of the infotype are available to view additional or details regarding total salary information: (Salary Amount) in annual, bi-weekly, weekly, daily, hourly increments Payments & Deductions) a list of Benefit election Deductions or Payment premiums.

SAP HR Infotypes- Overview

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SAP HR Infotypes contain current and historical data about an employee: Work location, Job Code/Title/Supervisor, Cost Center/Org Unit, Work Schedule, Benefit & Base Salary information, Benefit elections, Personal information, etc.

SAP HR Infotypes may be viewed by entering code PA20 in the command box provided on the SAP Main Menu or by selecting from the HR Menu Options – Display HR Master Data. A selection of ‘tabbed folders’ will be displayed. Each tab contains a list of Infotypes. A complete listing of all Infotypes may be viewed by selecting the drop down menu in the “Direct Selection” area of the infotype. Infotypes may have sub-types that display variations of the primary infotype.

HR data may be viewed on an individual employee by entering an SAP Personnel Number (or use search options to find number) in the area provided. Infotypes containing data have a green check mark to the right of the Infotype description. Basic information about the employee is displayed in the header area of the infotype indicating: Full Name, Personnel Area text, Subarea text, Employee group text, Employee Subgroup text and Employment Status text.

Individual infotypes may be viewed by selecting the ‘glasses’ icon (upper left area of infotype). The most current information is presented on the first Infotype displayed. Each Infotype contains the effective dates (Start – To) of the data displayed. Other icons may be used to view historical individual infotypes: yellow arrow on the right scrolls through prior records and yellow arrow on the left will scroll through the infotypes back to the current information.

Selecting the ‘pyramid’ icon will present an overview of historical SAP Actions.
Effective dates of each Personnel Action are displayed in the two left columns. Individual infotypes may be viewed by selecting the row of history to view and the magnify icon.

A variety of transaction codes (t-codes)may be used to view compiled HR Data on individual records, pull HR data into report formats, view payroll checks, etc.

See SAP HR Training Document - PA20 - Display HR Data - for additional detail.

SAP Navigation Icons

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SAP HR - Employment Life Cylce Overview

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Overview of how SAP HR supports the Employment Life Cycle, Data Integrity, Integration with other SAP modules and managing employee information.

SAP HR supports Employment Life Cycle processes by:

Providing for the storage and reporting of key pieces of HR to Payroll data
Prompting the user for entry of applicable data based on the activity the user is performing

SAP HR - Data Integrity / Integration

SAP contains a high degree of integration between functional components
SAP maintains data integrity while simultaneously updating relevant data between modules
SAP provides real-time data updates
SAP is the system of record for HR and Payroll data

Employee Information Management

Critical to the Human Resource process
Employee master data is entered in only one place for accuracy and efficiency
Master data is tied to all Human Resource components
Changes and updates are automatically applied across the system

SAP HR - Personal Profile Parameter Settings

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Overview

The content of the SAP User Profile affects the way infotypes, data, data fields and SAP Actions are presented in format and/or sequence. The settings can also establish standard defaults of information that aids in data entry and reporting on HR detail.

The information below describes how to maintain your SAP User Profile

How to Maintain Your SAP User Profile

Security Required: SAP/T:GENUSER

From the top menu selection of SAP Easy Access main menu screen select:

SYSTEM > USER PROFILE > OWN DATA

Or use transaction code SU3

The Defaults and Parameters tabs are the most important because the detail defined affects the data as it appears in SAP.

The Defaults tab is used to establish the logon language, SAP Printer (Output device), decimal point (for salary) and date format.

Enter the SAP ID of the printer you will use for SAP printing . The decimal point notation and date format applicable to your country.

The Parameters tab should contain a minimum of the following Parameter IDs and coordinating values:

BEG = leave blank

CAC =hcca

MOL = your country grouping code

POK = X

POD = 01

POP = 01

PST = 01

UGR =your country grouping code

Use the following path to identify your Country Grouping code.

From the SAP Easy Access menu:

1.)enter or select PA20 (Display HR Master Data).

2.)Select Settings and Country Version

3.)Scroll to find your country from the drop-down list.

4.)Note the numeric code beside the text description and enter this number for the value of MOL and UGR in the Parameter settings.

Use this table for definitions of the basic Parameter IDs and Values.

Select SAVE when finished with maintenance of your SAP User Profile

End: SAP HR - Personal Profile Settings