SAP R/3 Module Overview

What is HR ?
The task of Human Resource Management is to produce the organizational
hierarchies, relationship between employees and to allow storage and
administration of employee data.

Organization:
We can define an organization as an individual enterprise (company or
industry) in which someone is leading it and with some departments like HR,
Marketing, Finance, and R&D etc.
For any organization employees are the most Powerful resource. So to
maintain the employee related data we require one system, which ensures
accuracy and consistent within the organization.

Why HR is different from other modules?

The following concepts are defined in HR, which differs this module with other
modules
1. Use of Infotypes
2. The use of Logical Database
3. Use of Macros
4. Storage and Access of data
5. Authorization checks

Data handling in HR (Using of Infotypes):

Master data in HR is stored in infotypes.

Each infotype pertains to a specific type of data.

Each infotype has a database table associated with it.

Example: For Infotype 0000, the corresponding

Database table associated with it is PA0000.

What is Infotype?

The information units used to enter the data of an employee are called infotypes.

The infotypes are used to group related data fields together.

E.g.. IT0006.(address)

Why Infotype

As HR is related to time, we require old data as well as new data. The data we
enter into the infotypes are automatically checked for accuracy and against the
table entries.
In simple, HR data is huge and to access data easily we require infotype.

What is logical database?

The LDB is special type of ABAP program that combines the contents of certain
related database tables and retrieves some related data and make it available to
application programs.

In other words, a LDB is a method by which ABAP programs read and process
the data. The sequence in which the data is supplied to the program is
determined by a tree structure.

The LDB usually consists of the following components.

Structure

Selections

Database programs

Logical databases have a tree structure.

A logical database can contain a maximum of 300 tables

SAPDBPNP is the name of the database program for the
logical database PNP.

How are logical database used

1 Logical databases when generating an ABAP program

o The selection screen generated contains the selections (SELECT-OPTIONS

AND PARAMETERS) of both the logical database and the program.

• The only database-specific selections displayed on the selection screen are

those needed by the program for data retrieval purposes
2. Logical databases at run-time of an ABAP program

At run-time, the system processes the events in the program and in the logical
database in the following order:

o Before displaying the selection screen, certain initializations (e.g.

calculating default values such as key date, etc.) are performed for the selection
screen by the logical database and the program.

• o The selection screen is displayed and the user enters data in the
input fields
o The logical database and the program check that the input is correct and
complete , but also that the user has the appropriate authorizations. If an error
occurs, some fields are made ready for input again, so that the user can make
the necessary correction(s).

o In the event START-OF-SELECTION, the ABAP program performs any

preliminary work (for ex, importing files).

o The logical database reads the selected data and the program processes it
within the GET events according to the sequence specified by the structure.

o In the event END-OF-SELECTION, the ABAP program performs any

concluding operations (for example, calculating totals, exporting files).

3 . Designing the selection screens

o The standard selection screen of a logical database has a standard layout

where SELECT-OPTIONS and PARAMETERS appear in the sequence they are
declared, each on a new line. The system automatically generates such a screen
for each program that does not have its own selection screen entered in the
attributes.

• You can define your own selection screens for any logical database. If the
attributes of a program include the number of its own selection screen, the
system uses this screen as a model when generating. Any program-specific
selections appear after the database selections. The flow logic for such
screens is also generated automatically and therefore cannot be modified.
You cannot delete database selections
Functions of LDB:
Data retrieval:

The personnel data of each employee is loaded into the main memory where it
can be accessed for processing.

Screening:

Employees can be selected according to the organizational criteria entered on

the selection screen.

E.g...Hourly wage earners in a particular personnel sub area.

There are two types of screening..Person selection and data selection period.

Person selection defines those employees for whom a report is to be run.

E.g..Monthly wage earners in a specific personnel sub-area.

E.g..Personnel number range

E.g..Features of org.Assignment...Employees who assigned to certain cost

center.

E.g..Employee status..Active or inactive.

The data selection period delimits the time period for which data is evaluated.

When you enter the data selection period,the provide loop retrieves the infotype
records whose validity period overlaps with at least one day of this period.

Authorization check : This ensures that the person starting the evaluation Is
authorized to access the report data.

REPORT CLASS WITH LDB :

You can change the layout of the selection screen by assigning classes to
reports of the logical database PNP.This allows you to suppress the input fields
which are not used.

All reports without a report class are assigned the customer default report class
'00000000'.Otherwise the sap default report class ' ' is assigned.

Report class assignments are stored in table t599b or t599w.

Table t599b contains customer report classes and t599w the sap report classes.

If a report has no report class,either the customer default class(t599c) or the SAP
default class(t599f) is used.

All reports that use the logical database PNP automatically contains
DBPNPCOM module.

You can also read the records of an infotype for a particular personnel number
without using the logical database,through RP-READ-INFOTYPE.

GET PERNR :

This event fills the data structures of declared infotypes with all records that
exists for a personnel number.
Data selection does not delimit the records that retrieved from the database.

Whenever GET PERNR statement is included in your program check the

following two .

1.Have you included PNP for the logical database screen field in the program
attributes.

2.Have you included PERNR structure in the tables declaration.

Macros :

Macro contains some part of source code which it will be useful

for number of applications.

The macro RP-PROVIDE-FROM-LAST retrieves the last(latest) data record

which is valid in the data selection period.
The macro RP-PROVIDE-FROM-FRST retrieves the first(start)
data record which is valid in the data selection period.
The macro RP-READ-INFOTYPE retrieves the data record(s) which is valid in
the data selection period.

For every macro, whether the operation was successful or not

will be checked with PNP-SW-FOUND.
If PNP-SW-FOUND = 1 , then the operation is successful.

The program code pertaining to this macro is stored in the control table RMAC

Subtypes :

The sub-division of infotype records are subtypes.Each subtype representing an

infotype category with its own time character.

Infotype 0006 is for addresses.This addresses are sub-divided in the IT0006 as

permanent residence,secondary residence and home address.

Cluster :

set of data objects.

Elementary fields , field strings and internal tables etc. will come under data
objects.
You can store data clusters in ABAP/4 memory for short time and in database for
longer time.

To write data objects from ABAP/4 program to ABAP/4 memory,the following

statement is used.

Export f1
f2
to memory id 'table'.
Import f1
f2
from memory id 'table'.

Free memory id 'table'...Cluster will be deleted from the memory.

These cluster databases come into picture to keep the information relating to a
company more secure.

e.g. Payroll, time related data.

e.g. cluster database tables PCL1, PCL2, PCL3 and PCL4.

PCL1 is the database for HR application areas.It contains information

regarding the time recording.

PCL2 contains information regarding payroll accounting.

PCL3 contains applicant data.

PCL4 contains change documents for HR master data.

Cluster rx contains the payroll results for country x according to table T500l.

The clusters can be called from macros.

RP-IMP-Cn-xx ( n = 1,2,3,4 and xx is cluster)

When macro is used to import data,it is not directly get from database table
PCL,instead it checks for the buffer directory whether it contains it in main
memory.if it is there it takes it from main memory..otherwise it reads from PCL to
main
memory and from there to the report.
Standard import programs follow the naming convention RPCLSTxx..xx is
cluster.
RP-EXP-Cn-xx ( n = 1,2,3,4 and xx is cluster)

The HR module is divided mainly into the following components.

1.Personnel Administration and Payroll Accounting

2.Personnel Planning and Development

Personnel Administration relieves you from the daily administrative routine

activities which are costly and time consuming, while simultaneously supporting
you in demanding planning activities.

Eg Organization management comes under administration.

Payroll accounting deals with the employee salaries in the

Organization.

Eg : Calculating the Gross salary,Net salary.

Personnel Planning and Development :

It was designed to support the decision making process in any organization.

It deals with giving inputs and taking outputs from the employees and setting
up goals to individual employees and impart training to the employees.

It also deals with recruitment of employees for the organization.

Eg. Recruitment ,Training and event management comes under planning.

There are other functions like time and travel management in HR

The organizational hierarchy deals with the following areas :

. Company Structure
. Personnel Structure
. Pay scale Structure
. Wage type Structure
. Hr authorizations

The company structure or corporate group is divided into :

.Company code
.Personnel area
.Personnel Sub-area

Company code :
Represents the highest level of Company structure.
Personnel Area :
It can represent large divisions within a company and Geographic
locations.

Personnel Sub-area :
Personnel sub areas are a subdivision of the personnel area. At this
level ,the organizational aspects are controlled here.
Country groupings , Public Holiday calendar and wage type structures comes
under organizational aspects.

The components in Personnel structure are

Administrative :
Employee Group,
Employee Subgroup and
Payroll area.
Organizational :
Job,
Position and
Organizational unit.
Employee Group : General classification of employees.
Active ,
Retired,
Contractors and
External Employees.
Employee Sub group : Division of employee groups.
Hourly based,
Salaried,
Executives and
Trainees
Payroll Area :
The active employees are also divided into
payroll areas that determine when they receive their
paychecks like weekly or semi-monthly.
Job : Description of activity performed by the Employee.
Coding,
Management
Position : Employee Placement or individual employee assignment within the
company.
Software Engineer or
Manager
Organization Unit : Performs a specific set of functions within company.
Department or
subsidiary etc

Entering personnel data :

Employee-specific data is entered according to the following guidelines:

·Fitting the employee into the organizational structure has the highest priority; this
is the first step in entering personal data.

·The set of valid entries for the entry mask is defined in the validation tables.

·The set of valid entries in the tables is further restricted depending on the
organizational assignment of the employee.

Master data Infotypes :

When a new Personnel number is created , the following Infotypes are to be

maintained first.

·Events (0000)
·Organizational Assignment (0001)
·Personal Data (0002)
·Payroll Status (0003)

Personnel Events :

A function that groups together infotypes for processing personnel

procedures.

Business Procedures in Personnel Administration

When managing employee data the following tasks can perform

. Hiring an employee
. Organizational reassignment
. Leaving the company

Hiring an employee :
 When assigning a new employee in a company, we have to enter large
amount of data for employee into the system. In HR different types of employee
data are stored in infotypes.

When hiring an employee, we need to maintain lot of

infotypes,

Hiring can be carried out using a personnel event.

Organizational reassignments :

Important changes in an employee's career path must be documented in the

system. Consequently, the standard SAP system contains the personnel event
Organizational reassignment. When you run this personnel event, the system
will automatically offer you the infotypes that you need to maintain.

Leaving the company :

When the employee leaves the company, certain infotypes cannot be changed
.The personnel event Leaving is used to depict an employee leaving the
company in the system. This event gives the infotypes for maintaining the data of
when an employee leaves the company.