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HR Class Notes
HR Class Notes
SAP PA
SAP HCM Personnel Administration (PA) processes are important as this is the core
submodule containing data for the rest of SAP HCM submodules and not only them. It
also essential for the integration between HCM and the rest of SAP modules (e.g., FI).
Accurate maintenance of the Personnel Administration (PA) master data is a
prerequisite for time management and payroll, for personnel development and learning
solutions, and for integration with CRM and finance. And vice versa – incorrect PA
master data could cause issues in payroll calculation or in time recording, losing
security access to SAP ERP or in travel booking tools.
The infotype is displayed to the end user in the form of a data entry screen that has data
entrance logic error checking. Personal data is stored in logical groups. For example,
place of residence, street and house number make up the employee’s address and are
stored (together with additional data) in the Address infotype. Infotypes have free text
names and 4-digit codes. For example, the code of Addresses infotype is 0006.
Infotypes
The system stores 4 digit numbers as well as a description for infotypes. If you know the
number you can enter it directly in the infotype field, press Enter and the text for the
infotype will be displayed.
If the infotype number is not known or the infotype that you wish to use is not on a static
menu, then use the icon of possible entries for drop-down selection on the infotype field
to display a list of infotypes. The default listing of infotypes is in numerical order. You
can also create a personal ‘hit list’ of infotypes.
Search
for an infotype (Transaction code PA20 or PA30)
The data entry screens and controlling parameters for each subtype, within an infotype,
could contain slight differences. For example, the data screen for Next of Kin addresses
could contain additional data fields comparing to the screen for Home addresses. Both
sets of addresses are held in a single infotype but are grouped together as subtypes.
Subtypes have their own independent history within an infotype, thus simplifying enquiry
on a specific group of data within an infotype. The possible entries drop-down menu
displays all subtypes relating to the infotype. The same search functions apply as with
infotypes.
Infotype subtypes selection (Transaction code PA20 or PA30)
Contract Data
Communication Data
Organizational Assignment
Emergency Contact
Personal Data
Absence Days
Subtypes, periods, length – IT2001 Absences and IT2006 Absence Quota (Annually
entitled vacation)
Organizational History
Based on correctly maintained relationships: Position and start date; Org Unit,
Manager’s name & position; Email of the Manager (from the Manager’s IT 0105
Communication, subtype email)
Education Data
All data from IT0023 – Other/Previous Employers & IT9963 Historical data
Accessing Infotypes
Infotype
Menus (Transaction code PA20 or PA30)
If the infotype is not shown on a menu, you can select it using text, numeric or other
search methods. Enter the partial text of an infotype in the infotype field and press
Enter. The system builds a temporary dynamic menu, displaying a list of infotypes that
contain the partial text in their description.
Employee
Personnel File (Transaction PA10)
When you enter data for an employee in the Infotype 0001, Organizational Assignment,
the employee is assigned to a company code, a personnel area, and a payroll area. You
also assign employees to positions. This results in the assignment of employee to an
organizational unit, a job, and a cost center.
Structures in SAP HCM
Employee group
Employee subgroup
Payroll area
Organizational key
The employee group splits employees into various groups, like contractors and
externals, active employees or retiree/pensioner.
Employees are distinguished further within the employee group. Active employees are
differentiated according to their status – apprentice, hourly wage earner or salaried
employee, for instance.
Personnel Structure
Update of the employee data in SAP HCM Personnel Administration can be done in two
ways:
You can edit one infotype at a time through the Maintain HR Master Data screen. For
example, you would use this transaction to maintain an individual’s address information.
Fast Data Entry lets you to maintain many infotypes for one employee, or the same
infotype for many employees, inside one screen.
An example of maintaining several infotypes for one person is the Initial Data Entry
transaction in the recruitment module. The Initial Data Entry screen lists many infotypes,
letting you to enter numerous infotypes at once.
An example of entering the same data for many employees is the fast entry transaction.
Personnel Action
A Personnel Action is a set of infotypes that reflect specific personnel procedures. Each
Personnel Action takes you through a logical set of infotypes, recognized as an
infogroup. The infogroups are client defined and are designed to assist in the data input
required for a specific personnel procedure. When you perform a Personnel Action, the
first infotype in the sequential list is displayed on the screen for you to input the
appropriate data entries.
It is common that during the hiring process, data is recorded for the above-mentioned
infotypes. These infotypes, as well as the order in which they appear, can be
customized to suit your organization’s requirements.
You should save the data entries made, and then click on the Exit button.
To restart the interrupted action, you will need to re-enter the Personnel Actions menu
or the Actions infotype via Maintain Master Data. Click the Execute info group button.
This will take you through the sequence of infotypes again.
All infotype data that had been updated before the interruption will be displayed in
CHANGE mode (if incorrect data had been entered it can be altered at this point).
Infotypes that have not had data entered will be displayed in CREATE mode, ready for
data input to be made.
Restart Personnel Action
(Transaction PA40)
When an infotype is changed, the old data is not erased. Instead, it remains in the
system so that you can perform historical assessments. Each infotype record is stored
with a specific validity period. This means that the system can contain more than one
record of the same infotype at the same time, even if their validity periods coincide.
If new information is entered and saved in an infotype, the system checks whether a
record already exists for this infotype. If this is the case, the system responds based on
guidelines, or time constraints set up for that particular infotype or subtype.
SAP assigns a start date and an end date to HR master data, as well as a large number
of table entries. The payroll program requires these dates so that it can perform
calculations for specific days, and retroactive accounting for previous periods.
If remuneration infotypes are changed, e.g. due to a salary rise, the system
automatically recognises the fact that such changes have happened in the payroll past
and triggers retroactive accounting.
Because of automatic retroactive accounting recognition, SAP does not allow you to
change the payroll results yourself. Changes are applied by retrospectively changing
employee master data and then running the payroll to apply the changes.
SAP
HCM Personnel Administration Data Validity Periods
Time Constraint determines how often records for an infotype or subtype can be present
at the same time. The system uses time constraints internally to ensure data integrity.
Time constraints guarantee that exactly the data the system needs to be able to
correctly process the employee data, handle personnel administration processes and
run payroll for an employee is available in the system. Time constraints keep you from
storing mutually incompatible data and prevent gaps from occurring in the data history.
For certain infotypes, different time constraints can be assigned in relation to the
infotype subtype.