Unit 1: SAP HCM Overview, OM, and PA

Contents
Unit 1....................................................................................................................................................... 4
SAP Overview ........................................................................................................................................... 5
Product Overview ............................................................................................................................. 8
Logging On / Navigation. ........................................................................................................................ 10
SAP Easy Access .............................................................................................................................. 11
Command field ............................................................................................................................... 13
The Title Bar ................................................................................................................................... 13
The Menu Bar ................................................................................................................................. 13
The Standard Toolbar ..................................................................................................................... 13
Icons you will see on the Standard toolbar include: ........................................................................ 13
The Application Toolbar.................................................................................................................. 15
The Status Bar ................................................................................................................................ 15
Work Area ...................................................................................................................................... 15
Entry Fields..................................................................................................................................... 16
Required Fields ............................................................................................................................... 16
Mouse Maneuvering ...................................................................................................................... 16
Online Help in Fields and Screens ................................................................................................... 16
System Help - F1 ............................................................................................................................. 17
Available Functions......................................................................................................................... 17
Help Within Fields - F4 .................................................................................................................... 18
The Performance Assistant Box ...................................................................................................... 18
Help for Screen Elements and Error Messages ................................................................................ 18
Extended Help ................................................................................................................................ 19
Determining How to Display Help ................................................................................................... 19
To set Help displays, do the following: ............................................................................................ 19
Exercise 1: Logon/Navigation.......................................................................................................... 21
HCM System-Wide Concepts .................................................................................................................. 23
Client.............................................................................................................................................. 23
Transactions ................................................................................................................................... 23
SAP HCM Overview,OM,and PA Page 1

Company Code ............................................................................................................................... 23
Personnel File ................................................................................................................................. 23
Objects ........................................................................................................................................... 23
Organizational Units (O) ................................................................................................................. 24
Jobs (C)........................................................................................................................................... 24
Positions (S).................................................................................................................................... 24
Persons (P) ..................................................................................................................................... 24
Infotypes & Master Data ................................................................................................................ 24
Infotype.......................................................................................................................................... 24
Subtypes of Infotypes ..................................................................................................................... 26
SAP Master Data Concept ............................................................................................................... 27
Infotypes number Range ................................................................................................................ 28
Structures in HCM ................................................................................................................................. 28
Enterprise Structure ....................................................................................................................... 31
Personnel Structure ........................................................................................................................ 32
Employee group ............................................................................................................................. 33
The employee subgroup ................................................................................................................. 34
The payroll area.............................................................................................................................. 35
Organization Plan (Plan version) ..................................................................................................... 35
Object Types:.................................................................................................................................. 36
Organizational Units ....................................................................................................................... 36
Jobs ................................................................................................................................................ 37
Positions......................................................................................................................................... 38
Cost Centers ................................................................................................................................... 38
Persons .......................................................................................................................................... 39
Methodology - Object - Oriented Design......................................................................................... 40
Object Characteristics: Infotypes .................................................................................................... 40
Planning ......................................................................................................................................... 41
Building Organizational Plan ........................................................................................................... 43
Integration Between Personnel Administration and Planning ......................................................... 43
Organization and Staffing: Navigation ............................................................................................. 44

Organization and Staffing ............................................................................................................... 45
Ex.: Create the Structure in OM ...................................................................................................... 46
Create Organization Units:.............................................................................................................. 46
Create Position: .............................................................................................................................. 49
Make The Position The Head of Organizational Unit ...................................................................... 51
View Structure:............................................................................................................................... 52
Reporting Structure ........................................................................................................................ 54
Ex. : Create Reporting Structure ...................................................................................................... 55
Activate Integration ........................................................................................................................ 63
Defining Default Values (Features).................................................................................................. 64
Unit 2..................................................................................................................................................... 66
Personnel Administration (PA) ............................................................................................................... 66
Infotype.......................................................................................................................................... 66
Infotypes number Range ................................................................................................................ 66
Subtypes of Infotypes ..................................................................................................................... 68
Time Constraints in HR ................................................................................................................... 69
Maintain Personnel Data ................................................................................................................ 72
Single screen maintenance ............................................................................................................. 72
Personnel actions ........................................................................................................................... 72
Fast Entry ....................................................................................................................................... 72
Single screen maintenance ............................................................................................................. 73
Personnel Actions ........................................................................................................................... 74
Fast Entry ....................................................................................................................................... 76
Dynamic Actions ............................................................................................................................. 78
Test Your Knowledge ...................................................................................................................... 79
Reporting Tools ...................................................................................................................................... 80
Standard Reports ............................................................................................................................ 80
Ad-Hoc Query ................................................................................................................................. 81

Unit 1
Unit Overview
 SAP Overview.
 Logging On / Navigation.
 SAP Terminologies.
 Structures in HCM.
 Organizational Management
Unit Objectives
After completing this unit, you will be able to:
 Know SAP History & Terminologies.

 Navigate as a user in the mySAP ERP system
 Describe the structures in HCM
 Explain the organizational plan

SAP Overview
SAP.s Company History
1972: Five former IBM employees . Hasso Plattner, Dietmar Hopp, Claus
Wellenreuther, Klaus Tschira, and Hans-Werner Hektor . launch a company called
SAP (Systems Analysis and Program Development). Their vision: to develop
standard application software for real-time business processing. Still a private
corporation, the company is headquartered in Weinheim, Germany, with its main
office in nearby Mannheim; however, the five company founders are most often
found at their customers.s computer centers, including ICI in Östringen. The
first software programs were written primarily at night and on weekends. At the
end of the first business year, SAP already had nine employees and a turnover
of DM 620,000.
1973: The first financial accounting software is completed, the RF system. This
forms the basis for the continuous development of other software components in
what came to be known as the R/1 system. New customers from the local region
implement SAP software, including the cigarette manufacturer Rothändle in Lahr
and the pharmaceutical company Knoll in Ludwigshafen. These new customer
use IBM computers and the DOS operating system.
1974: SAP demonstrates its flexibility for the first time. Within eight weeks, the
RF system is converted from DOS to OS. There are already 40 companies on
the reference list.
1976: SAP GmbH Systeme, Anwendungen und Produkte in der Datenverarbeitung

(Systems, Applications, and Products in Data Processing) is set up as an auxiliary
sales and marketing firm. Five years later in 1981, the private corporation
established in 1972 (Systems Analysis and Program Development) dissolved, and
its rights are transferred to SAP GmbH, giving the company its current name
(Systems, Applications, and Products in Data Processing). SAP now has 25
employees and a turnover of DM 3.81 million.
1977: The company headquarters moves from Weinheim to Walldorf. For the first
time, SAP installs its system at customer sites outside Germany; two Austrian
companies decide to implement SAP software. The company is reorganized to
support active sales and distribution.
1979: SAP starts to use its first own server, a Siemens 7738. Previously, SAP
employees carried out all development in the data centers of regional companies,
such as ICI, Thermal, Knoll, Grünzwieg+Hartmann, and Freudenberg. SAP.s first

"development center" is still housed in rented space; however, work is already
underway on the first stage of construction for a company headquarters building.
Intensive work with IBM.s database and dialog control system provides the
impetus for a new approach to SAP software. SAP R/2 is brought into the world.
1980: SAP moves into the company.s first building on Max-Planck-Strasse in

Walldorf.s industrial park. The software development area and its 50 computers
are now finally under one roof. The new data processing infrastructure is also
built. The Siemens 7738, an IBM/370-148, is installed, although this is changed
to a higher performance 4341 later in the year. This IBM model has 4 MB of
memory. The palette of products is also increased. The RV order processing
software is added to the product range.
1982: SAP celebrates its 10th birthday. Its offices are already too small and
the first building extension is built in record time. Over 250 companies in
Germany, Austria, and Switzerland work with SAP software. Revenue reaches
approximately DM 24 million, and the company has 100 employees. One of the
company founders leaves the company.
1984: SAP takes on 48 new employees. This increase in personnel resources is

brought about in particular by the further development of SAP.s modules (RK,
PPS, and RP). SAP (International) AG is founded in Biel, Switzerland. The
intention is to deal with foreign markets from this base in Switzerland. SAP has
163 employees and revenues of DM 46 million.
1986: SAP founds its first country subsidiary in Austria. It also opens its first
branch office in Ratingen, near Düsseldof, Germany. SAP increases its capital
stock from DM 500,000 to DM 5,000,000. The growing number of employees
leads to the creation of smaller organizational units headed by department
managers. A new financial regulation leads to a flood of orders: approximately
100 new orders are received for SAP.s asset accounting software. After threeyears
in development, SAP.s new human resources software is made available
to customers. The company makes its first appearance at the CeBIT software
trade fair in Hanover, Germany. Revenues reach the DM 100 million mark earlier
than expected.
1987: Work begins on SAP.s training center in Walldorf.s industrial park. The
first SAP software congress in Karlsruhe is used as a platform for the exchange of
information between users and interested parties. The new generation of servers
from IBM means that SAP software is now available to midsize companies
(annual revenue from DM 30 million to 200 million). SAP Consulting is founded
to serve this customer sector. The standardization of software production becomes
an incentive for SAP to start developing a new generation of software: SAP R/3.
1988: SAP GmbH becomes SAP AG. In October, 1.2 million shares are listed
on the Frankfurt and Stuttgart stock exchanges. SAP.s international business
grows; country subsidiaries are established in Denmark, Sweden, Italy, and the
United States. The international training center is opened in Walldorf. This also
incorporates a sport park for SAP.s 940 employees. Dow Chemicals becomes
SAP.s 1000th customer. To meet the requirements of specific industries, SAP
begins to develop RIVA, a billing and administration system for utilities.

1990: SAP stock reaches DM 85 million following the issue of preference shares.
The increased funds are used to finance increasing investments. DM 110 million
is made available for R&D, both for the further development of R/2 and the new
development of R/3. SAP now has over 1700 employees and its revenue exceeds
DM 500 million.
1991: SAP presents its R/3 system for the first time at the CeBIT in Hannover.
The product meets with overwhelming approval due to its client/server concept,
uniform appearance of graphical interfaces, consistent use of relational databases,
and the ability to run on computers from different providers. Revenues and
employee numbers continue to rise. At the end of the year, SAP has 2685
employees in Germany and its 14 subsidiaries, and has revenues of DM 707
million.
1992: After successful installation at selected pilot customers, SAP R/3 is released
to the general market. This heralds the start of a new stage in SAP.s growth. As it
celebrates its 20th anniversary, SAP intensifies its partner strategy in accordance
with the expected high installation figures for R/3. Independent consulting
companies support customers during the installation of R/3.
1995: SAP in Germany increases its sales activities targeted at midsize companies
by collaborating with system resellers. The American company Burger King, Inc.
is the 1000th Human Resources customer. Microsoft also begins to use SAP.
Shortly afterward, the German Manager-Magazin chooses SAP as its company
of the year. Deutsche Telekom AG implements R/3; it requires 30,000 R/3
workstations and represents the largest contract in the company.s history.
1996: SAP and Microsoft present a joint Internet strategy. Coca-Cola, the largest
soft drinks manufacturer in the world, decides to implement SAP R/3. A number
of SAP customer events set new records. At the European SAPPHIRE .96 in
Vienna, 4,300 customers and interested parties take the opportunity to gain
information about SAP.s products and strategies, and over 8,000 participants visit
the American SAPPHIRE. SAP is named company of the year for the third time
by Manager-Magazin.
1997: SAP celebrates its 25th anniversary. Among the guests at the official
celebration is the German Chancellor Dr. Helmut Kohl. SAP.s earnings
before taxes exceeds the DM billion border for the first time. Customers like
Daimler-Benz and General Motors decide to implement SAP R/3 and more then
two million users worldwide work with SAP products.
1998: Dietmar Hopp and Klaus Tschira, two of the founders of SAP, announce
their decision to leave the board of directors; both move into the supervisory
board. Dietmar Hopp takes over the presidency. Hasso Plattner and Henning
Kagermann are appointed as co-chairman of the board of directors. From August,
SAP shares can be bought on the New York Stock Exchange. More than 15,000
participants come to the 10th SAPPHIRE USA in Los Angeles, where the main
topic is .EnjoySAP.. In this year, worldwide, 6,500 new employees start at SAP -
an increase of 50% to the existing workforce.

1999: In May, Co-Chairman and CEO Hasso Plattner announces the mySAP.com
strategy, heralding the beginning of a new direction for the company and its
product range. mySAP.com connects e-commerce solutions with existing ERP applications using up-to-
date Web technology. In the same year, numerousmy SAP.com customers are won, among them Hewlett-
Packard and the pharmaceutical company Hoechst Marion Roussel. Almost 15% of the revenue of EUR
5.1 billion is used for research and development.
2000: 10 million users, 36,000 installations, 1,000 partners, and 22 industry

solutions: SAP is the leading global provider of e-business software solutions
that integrate processes within and beyond company boundaries. SAP, with
headquarters in Walldorf, Germany, is the third largest independent software
provider worldwide. With the continuous extension of the product and services
portfolio, SAP changes from a component to a solution provider. Nestlé signs the
biggest contract in SAP history up to this point.
2001: The New Economy bubble has burst, but the trust in SAP and its solutions
is not broken, the revenue reaches EUR 7.3 billion. By taking over TopTier, SAP
extends its solution offering by company portals.
2002: While the success for SAP began with SAP R/2, in 1992 SAP R/3 was
responsible for the international breakthrough. The brand SAP represents high
quality enterprise software. Shai Agassi becomes member of the board of directors
and becomes responsible for new technologies.
2003: An era ends. Hasso Plattner, the last of the founders of SAP, leaves the
board of directors and is elected head of the supervisory board. In January, SAP
announces the solution concept behind mySAP Business Suite. In addition to the
name change from mySAP.com to mySAP Business Suite, SAP introduces a new
ERP solution: mySAP ERP. With SAP Labs China in Shanghai, SAP opens the
ninth development site outside Walldorf. Research centers in India, Japan, Israel,
France, Bulgaria, Canada, and the United States contribute expert IT knowledge
for SAP.
2004: Enterprise Services Architecture delivers the first version of SAP

NetWeaver 04. The resonance from the new integration and application platform
is overwhelming. By the end of 2004 the new product has more than 1000
customers. In total, more then 24,000 customers in over 120 countries run 84,000
installations of SAP Software. SAP announces the future of Enterprise Services
Architecture. It is planned that by mid-year all enterprise applications of SAP will
be service-based and offer the customer the utmost flexibility.
Product Overview
SAP offers a large palette of products for companies of all sizes. SAP provides
scalable products that can be adjusted to the size and constantly changing
processes of a company.
mySAP Business Suite is a complete package of open enterprise solutions that

link all people involved, information, and processes, and therefore improve the

effectiveness of your business relationships. The applications provide users with
consistent results throughout the entire company network and give your company
the flexibility needed in today.s dynamic market situations. It consists of a number
of different products that enable cross-company processes.
mySAP Business Suite offers a flexible software solution for larger companies
that have a large number of users and processes that are constantly changing.
mySAP ERP encompasses all these vital business processes within a company
and provides functions for both corporate headquarters and small subsidiaries.
Every company can benefit from mySAP ERP.
All software has to be adapted to the specific company. A small company
with few employees and relatively stable processes can use preconfigured SAP
systems.
mySAP All-in-One is the brand name for vertical (industry-specific or

country-specific) solutions that are based on the technology of mySAP Business
Suite and were developed in conjunction with SAP.s partners. All mySAP
All-in-One solutions are certified by SAP and are provided and implemented
by SAP partners.
SAP Business One is a comprehensive, integrated ERP solution with an interface

that is similar to Microsoft Windows. It is distinguished by simple navigation
and drilldown options, innovative Drag&Relate functions, and integration with
Microsoft Word and Excel.

Logging On / Navigation.
Objectives
After completing this lesson, you will be able to:
 Start the SAP program.

 Log on and off the system.
 Identify screen elements such as toolbars, menus, determine sessions, buttons, and colors in
entry fields.
 Recognize screen elements such as the Title bar, Command field, Standard toolbar,
Application toolbar, Check boxes, Radio buttons, Status bar.
 Resize windows; and how to get Online Help in fields and screens.

SAP Easy Access
The SAP Easy Access screen is the default initial screen in SAP systems. The left side of the screen
contains a tree hierarchy of the menus available to you in the SAP system; you can use the right side of
the screen to display your company logo. This graphic is made available centrally by your system
administrator and cannot be customized by individual users

The typical SAP screen is divided into three areas: the top Standard toolbar with system controls, the work
area, and the Status bar.
The SAP screen has many other toolbars including the Title bar, Menu bar, Application toolbar, and the
Status bar.

Command field
You can start applications directly by entering their transaction code in the command field (this is hidden
as default). You can find the transaction code for an application either in the Overview menu on the SAP
Easy Access screen, in the status bar(see below), or in the application itself under System Status.
The Title Bar

The name of the application appears in the Title bar, such as Logistics.
The Menu Bar

The Menu bar is directly below the title bar. The menu bar contains sub menus to applications and
functions in SAP. To select an item on the Menu bar, click with the left mouse button. The menu will
open. Menu options displayed in gray cannot be opened because they are not active or you do not have
access rights.
The main SAP menus are System and Help. Under the System menu are options and sub menus such as
Create Session and User Profile.
You can also use the keyboard to open a menu. Press the Alt key and then the letter that is underlined in
the menu item. For example, to open the Help menu, press Alt + H.
The Standard Toolbar

The Standard toolbar is under the Menu bar. The options available on this toolbar will depend upon the
SAP module in which you are working. Active buttons on the toolbar are displayed in color, and inactive
buttons are gray. Buttons on this toolbar are displayed in the same way in every application in SAP.
Icons you will see on the Standard toolbar include:
Button Function Keyboard Alternative
Enter button Indicate to SAP that you have Enter key

completed a screen.
Back button Returns you to the previous F3 key

screen.
Exit button Closes the application but does Shift+F3 keys

not log you off the system.

Possible Entries button Displays a list of possible F4 key
entries for a particular field.
Save button Saves or posts your data and Ctrl+S keys

completes a transaction. If you
are storing data, the data is
saved. If you are completing a
financial transaction, the data
is posted.
Cancel Cancels a transaction. Your F12 key

entries are not saved.
Print Prints the data displayed on Ctrl+P keys

the current screen.
Input Help - Search Searches for particular data. Ctrl+F keys

Next to the icon is the Find
More button. Click the Find
More button to perform an
extended search.
Input Help - Search Again Searches for the next instance

of your search criteria. Works
with the Search button
described above.
Directional arrows Scrolls in lists. These buttons

are always active if you want to
Up - go to the first page of the display a list that does not
list. completely fit on the screen.
Down - go to last page of the list.
Left - go to the previous page of

the list.
Right - go to the next page of the

list.

The Application Toolbar
The buttons on the Application toolbar vary from application to application. Each button represents a
program function such as saving data or cancelling a transaction. To trigger a function, click the button.
The Status Bar

The Status bar displays information the system outputs. System messages appear in the Status bar. The
Status bar is located at the bottom of the SAP window. It also displays the system name (with the session
number in parenthesis), the client number, node name, the replace or inserts indicator, and the local or
system time indicator.
Work Area
The work area is located between the Standard toolbar and the Status bar. The work area contains the
fields and associated field names. Some fields are grouped into field groups and labelled to help you find
your way around the screen. If the work area contains more fields than can be displayed on the screen,
scroll bars appear at the bottom and on the right so you can scroll to see the rest of the screen.

Entry Fields
Entry fields are fields where you can enter data. A field is active when you place your cursor in it and it is
yellow. Only one field can be active at a time.
To move from field to field on the screen, press the Tab key. To return to the previous field, press the
Shift + Tab keys together.
Required Fields
A field containing a check mark means that the field is a required field. You must enter data in the field to
continue to the next field or screen. If you do not complete the field, SAP displays an error message on the
status line at the bottom of the screen.
In the illustration shown below, the check mark indicates the Name field is required.
Mouse Maneuvering
 Most use of the mouse with SAP requires clicking and double-clicking with the left mouse button.
Clicking the right mouse button is also used but less often.
 To select an item or line, single-click the left mouse button.
 To simultaneously select and process an item or line, double-click with the left mouse button.
 To display a list of all function keys from any screen, single-click the right mouse button. Use the
left mouse button to select a function from the list.
 To display the system information including session ID, Transaction Code, the client, and the
server, and OVR, click the white triangle on the far right end of the Status bar.
 To display in a box the system number, client number, user, the program, transaction code,
transaction name, system response time, system interpretation time, and round trips/flushes, click
the paper icon in the middle of the status bar as shown below.
 To close the transaction information box, click off the box.
 To close the system information on the Status bar, click the white triangle again.
Online Help in Fields and Screens

You can get online help in SAP using the Help menu, buttons, or function keys. You can get help for the
entire system or within a field.

System Help - F1
To start the online Help for the entire system, click the Help menu at the top of the window. The system
Help is available at all menu levels and in all applications.
To get Help for a specific field or system message, position the cursor in the field and press F1.
You can also get Help in a specific area by pressing the ? (question mark) button in fields and system
messages. Click the ? and a list of input values and match codes for the field appears.
Both F1 Help and the ? are available at all times in all applications in SAP.
In addition to the online Help, a Glossary and Release Notes are included in the SAP system. Click the
Help menu and select Glossary or Release Notes.
Available Functions
Within a window, to see an overview of the available functions and current function key assignments,
right-click the mouse. See the illustration below. You can print the documentation or get documentation
on the remaining fields.
To return to the previous screen, click Continue or press Enter.

Help Within Fields - F4
To see a list of possible entries for a field, press F4. To select one of the entries displayed, either double-
click on the possible entry or select it, and click Copy or Enter.
The Performance Assistant Box

In a field or screen, you can get detailed help information that you can print or find more help on.
To view information about a function, do the following:
1. Press F1. The Performance Assistance box opens.

2. To get more detailed application help, click the book with a question mark button.
3. Click the Technical Views button
4. The Technical Information box opens displaying technical data about the program .
5. To close this box, click the red X at the bottom of the box or click the close button in the upper
right corner of the box.
Help for Screen Elements and Error Messages
You can view help for screen elements, such as a toolbar, using the F1 key. First, position the cursor on
the screen element, and then press F1. Text about the element appears. If no text is available, a message
appears in the Status bar.

If you see an error message, you can get further information on the error message by clicking the message
in the Status bar.
Extended Help
Extended Help provides information on application areas and is context sensitive. That is, when you press
F1, you will see a list of topics for that application area only. If you call up Extended Help from an initial
screen in SAP, only the title page of the Help file appears.
Determining How to Display Help

You can determine how you want online Help to appear when you request it.
To set Help displays, do the following:
1. Click the Help menu and select Settings. You will see two options: Display in Performance
Assistant window (which you can leave open and return to the active window) and Display in
Modal dialog box (which you must close before you can return to working in the active
window).
2. To view the SAP glossary, click the glossary button to have the Help window remain active in
the background while you continue to work, select Display in Performance Assistant window.
3. To have the Help window appear on top of the SAP screen, select Display in Modal dialog box.
If you select this option, you will need to close the Help window before you

Exercise 1: Logon/Navigation
Task 1:
Use the personnel number:
111991## (## = group number)
On the .Core Employee Info. tab page, select the .Organizational

Assignment. infotype and choose Display.
1. What is the purpose of the personnel number field? (Press F1 help for the
Personnel Number field.)
________________________________________________________
2. Which business area does the company code come from?
(Use the F1 help in the Company Code field and click on the link in the
Performance Assistant.)
_________________________________________________________
3. What is the name of the personnel area identified with the key 5000?
(Use the F4 help in the Personnel Area field.)
1. _________________________________________________________
Answers
In the Easy Access menu, choose Human Resources →Personnel

Management →Administration →HR Master Data →Display.
b) In the Personnel Number field, enter the value 111991##.
c) Select the tab page Core Employee Info and select the Organizational
Assignment infotype. You select an infotype by clicking on the box
to the left of the infotype name.
d) In the application toolbar, choose Display.
2. What is the purpose of the personnel number field? (Press F1 help for the
Personnel Number field.)
a) Click in the Personnel No. field and then press F1.

b) The personnel number is the unique key for a person in one client.

3.Which business area does the company code come from?
(Use the F1 help in the Company Code field and click on the link in the
Performance Assistant.)
_________________________________________________________
a) Click in the Company Code field and then press F1. Click on the word
company code that is written in blue. The company code comes 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.)
_________________________________________________________
a) Click in the Personnel Area field and then pressF4.
b) Personnel area 5000 is for Japan.

HCM System-Wide Concepts
In SAP HCM you must know the following concepts and meanings:
Client
The client is the highest-level element of all organizational elements; it represents the
enterprise/headquarters group.
Transactions
Transactions are application programs that execute business processes in the SAP system.
Examples Create/Change Position.
Transactions are application programs that execute business processes in the SAP system.
Whenever possible, master data is copied during transaction processing, thus avoiding re-entry of
data.
Company Code
The company code is a legal independent accounting unit representing the central organizational
element of financial accounting. The company code also represents the tax law (national) view of
the company, the fiscal calendar, the local currency, and the tax reporting requirements.
For the El Araby organization, the proposed company code assignment is:
Personnel File
Personnel files are master data records used primarily mySAP ERP Human Capital Management.
These master records follow the same basic three-part structure, as do other master records. The
organizational elements used by mySAP HCM are unique and, as a group, they are referred to as
Organizational Management.
The functions of Organizational Management enable you to quickly and efficiently map your
current organizational and reporting structure with its organizational objects - organizational units,
jobs, positions, and tasks.
Objects

Organizational Units (O)
Describe the various business units that exist in your enterprise. Multiple organizational units and
their relationships form the organizational structure. Organizational units can be loosely defined
as functional or regional departments, or as project groups, depending on the type of organization.
Jobs (C)
Jobs serve as descriptions, or templates, that apply to several positions with similar requirements,
tasks, or other characteristics.
Positions (S)
Positions are the individual employee assignments in the enterprise. Persons occupy positions. A
position inherits a job’s characteristics, but you can also define additional characteristics specific
to that position. Whereas positions are concrete and can be occupied by holders (for example,
administrative assistant in the marketing department), jobs are general classifications of functions
in an organization (for example, administrative
assistant), that are defined by the characteristics assigned to them. Job descriptions apply to
several different positions with similar characteristics.
Persons (P)
Persons hold positions within the organizational structure. Persons represent employees in your
company.
Infotypes & Master Data
Infotype
Individual information, such as last name, first name, and date of birth, is definedin data fields.
Data fields are grouped into data groups or information units according to theircontent.
In Human Resources, these information units are called information types orinfotypes for short.

HR data is stored in groups that logically belong together according to content.
Forexample, place of residence, street, and house number make up an employee's address
and are consequently stored (together with additional data) in the Addresses infotype.
Infotypes have names and four-digit keys. The Addresses infotype, for example,has the key 0006.

Subtypes of Infotypes
Infosubtypes, or subtypes for short, subdivide an infotype's data records. You may
want to subdivide such information to make it easier to manage or because you want
to assign different control features (such as time constraints) to the various subtypes of
an infotype. You can also create separate histories for each subtype.
Example: in the Family Member/Dependents (0021) infotype, you enter different
family members in the subtypes:
 . Spouse (subtype 1)
 . Child (subtype 2)

Each Infotype has a numerical key in addition to a name key.
If you want to access infotypes by the numerical key, enter the number for the
infotype in Infotype. Choose Enter. The system displays the name of the infotype
you selected in Infotype.
** You can add the user parameter HR_DISP_INFTY_NUM with a value
of X to view the infotype numbers on the screen.
SAP Master Data Concept
Master data is created centrally and is available to all applications and all authorized users.
Centrally stored master data means data records are always consistent, up-to-date, and free of redundancy.
Master data also has an organizational aspect because its information is organized into views called Info
Types that are assigned to organizational elements.

Infotypes number Range
0000-0999 Personal Administration (HR Master Data)

1000-1999 ( Organization Management /PD)Infotypes
2000-2999 Time Infotypes
4000-4999 Recruitment Infotypes
9000-9999 Customer defined infotype
Structures in HCM
In SAP HCM (Human Capital Management) the Structure is divided into three structures:
- Enterprise Structure.
- Personnel Structure.
- Organizational Structure.
When we think about the hierarchies of the enterprise and it’s relationships we have to answer the
following questions of Employees:

A Human Resources Management System enables you to set up organizational
hierarchies and employee relationships and then store and administer employee data
in the system.
You must be able to evaluate and report employee data flexibly and from all
enterprise-specific organizational aspects.
Every employee is included in the structure of his or her enterprise. Data entry is
restricted as the validity of all employee data is checked.
The structures of an enterprise are subdivided into organizational structures that are
based on an organizational plan, and administrative structures that are based on the
enterprise and personnel structures.
An organizational plan provides you with a complete model of the structural and
personnel environment of your enterprise. Hierarchies and report structures are clearly
laid out. The organizational plan is the foundation of Organizational Management.
The organizational plan uses elements called objects. The most important objects are
organizational units, jobs, and positions.
The enterprise and personnel structures subdivide organizations and employees
according to factors relevant to time management and payroll. These structures are
stored in Customizing.

The allocation of employees to the structures in their enterprise is of the utmost
importance in Human Resources. It is the first step in entering personal data.
You assign employees in infotype 0001, Organizational Assignment. In doing this,
you include employees in the enterprise, personnel, and organizational structures.
Information on the organizational assignment of employees is of great importance for

authorization checks, for the entry of additional data, and for Time Management
and Payroll Accounting.
When you enter data for an employee in 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 employee’s assignment to an
organizational unit, a job, and a cost center.
Enterprise Structure
The enterprise structure for personnel administration is determined by the following
elements:
. Client
. Company code
. Personnel area
. Personnel subarea
A client can either be valid for a company code at the smallest level or for the entire
corporate group. The company code is defined in accounting. Legally required

financial statements such as balance sheets and profit and loss statements are created
at the company code level. The personnel area is used exclusively in Personnel
Administration and is unique within a client. Each personnel area must be assigned to
a company code. The final element of the company structure, also unique to Personnel
Administration, is the personnel subarea. Groupings are defined for personnel
subareas to specify which entries from subsequent settings can be used for employees
assigned to a particular company code or personnel area. These groupings directly or
indirectly affect Time Management and Payroll.
Personnel Structure
For administrative purposes, the employees in an enterprise are divided into
Two levels. The highest level is an employee group, the second, an employee
subgroup. These levels are subject to authorization checks, to define remuneration
levels or different work schedules, for example.

Employee group
is a general division of employees. The employee group defines the
relationship between an employee and the contribution the employee makes to the
company in terms of work. Active employees, pensioners, and early retirees make up
the main employee 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, for example, basic pay,
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. It can, however,
also be extended to suit individual customer requirements.

The employee subgroup
Is a fine division of employee groups according to the position of employees. Wage earners, salaried
employees, and non pay scale employees are all examples of subgroups within the employee group active.
All control features of the personnel structure are defined at employee subgroup level.
The most important features are described below:
The employee subgroup grouping for the Personnel Calculation Rule allows you
to define different payroll procedures for different employee subgroups; for
example, you can specify whether an employee.s pay should be accounted on
an hourly or monthly basis.
The employee subgroup grouping for primary wage types controls the validity
of wage types on an employee subgroup level, whereas the grouping for collective agreement provisions
restricts the validity of pay scale groups to certain employee groups.
When entering data, you can define default values using the employee subgroup, for example, for the
payroll accounting area.

The payroll area
Represents an organizational unit used for running payroll.
All employees who have payroll run for them at the same period are assigned to the
same payroll area.
Payroll accounting is generally performed for each payroll accounting area. The
payroll accounting area provides the payroll driver with two pieces of information:
- The number of employees to be accounted and the dates of the payroll period.
- The number of employees accounted is determined using the Organizational assignment infotype
(0001), which stores the payroll accounting area.
Organizational Management
Organization Plan (Plan version)
Create your organizational plan using organizational units and positions. An

organizational plan is a comprehensive and dynamic model of the structural and
personnel environment in your enterprise, which you can evaluate at any time.

You depict hierarchies within your organizational plan:
• Your company organizational structure:
The organizational structure depicts the hierarchy that exists between the various
organizational units in your enterprise. You create the organizational structure by
creating and maintaining organizational units and relating them to one another.
• The individual positions and the reporting structure (chain of command):
An organization chart maps the line structure in your company. You create a
reporting structure by creating and maintaining positions and relating these to
one another.
Object Types:
Organizational Units
Organizational units can be classified generally (for example, by function or
by region), or specifically (for example, by project group). The way in which
organizational units are classified depends on the company in question.
You must relate organizational units with one another in an organizational plan. The
hierarchical interrelationships that exist between the organizational units represents
the organizational structure of your enterprise.
Organizational units can be linked to cost centers from Accounting.

Jobs
Each job represents a unique classification of responsibilities in your organization.

When you create jobs, you should consider what specific tasks and requirements
are associated with the individual jobs.
Jobs are important for the following application components:
• Shift Planning
• Personnel Cost Planning
• Personnel Development

Positions
Once you have created a job, you must specify the number of corresponding positions
required in the organization.
A position inherits a job’s tasks. However, you can also define additional tasks 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 also be shared
by a number of employees, each working less than full time. For example, two
employees can hold 60% and 40% of a position, respectively.
Cost Centers
Cost centers are maintained in Controlling and can be linked to either organizational
units or positions.
Cost center assignments are inherited along the organizational unit structure.

Persons
Persons generally represent employees in your company. Persons hold positions in the
organizational structure which is governed by Organizational Management.
Infotypes for persons are maintained in Personnel Administration and are linked to an
organizational plan through their position assignment.
Other defaults in Personnel Administration employee maintenance can be derived
from Organizational Management data, such as the Employee Group/Subgroup
Infotype (1013).

Methodology - Object - Oriented Design
Organizational Management is based on the concept that every element of the

organization constitutes a unique object with individual attributes. You create and
maintain each object individually. You create relationships between the various
objects to form a framework for your organizational plan. This gives you a flexible
basis for personnel planning, previewing, and reporting.
Object Characteristics: Infotypes
Additional characteristics may be created in the form of relationships to other objects,

or data stored in other infotypes unique to the object.

Objects consist of three parts:
• The first part (Object infotype) includes the ID number, a short and long 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, such as the object and
relationship infotypes. Others are only relevant for particular object types, such as the
vacancy infotype, which is only relevant for positions.
Not all infotypes are absolutely necessary. However, they can provide important
information on objects.
Planning

The graphic on the left shows the current status of the organizational structure.
The Organizational Management component lets you plan and map any kind of
organizational restructuring or reorganization of your company.
You create all data with a start and end date. You can map all histories or future
changes.
You can maintain an unlimited number of plan versions. One of your plan versions
represents your current organizational plan that can be integrated with data from
Personnel Administration.
This plan version is indicated as the active plan version. All plan versions are
completely independent of one another. It is possible to create multiple copies 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-character alphanumeric code).
You can determine the current plan version either per session or set it generally using
the user parameter (POP).

Building Organizational Plan
These are the steps you would take to create your organizational plan. The order is
not fixed.
• Create root organizational unit

• Create subordinate organizational units
• Create jobs
• Create positions
• Assign cost centers
• Assign persons
• Maintain other object attributes
Integration Between Personnel Administration and Planning
If Personnel Administration and Organization Management are integrated, you can

enter the position in the Actions infotype (0000). This infotype must be maintained
first. You cannot overwrite the fields job, organizational unit, or cost center. They
specify the relationships to the position.
Default values can be supplied for the personnel area, personnel subarea, business
area, employee group, and employee subgroup fields.

Organization and Staffing: Navigation
On the left side of the screen is the object manager, which is divided into a search
area above and a selection area below.

You can use the search area to locate objects such as organizational units, persons,
jobs, positions, und users. In the selection area you can use the search results to
select an object to be used in the overview and/or detail areas.
The right side of the screen, or the hierarchy framework, is divided into an
overview area and a detail area.
In the overview area, you can view the organizational unit hierarchy or staffing
assignments of an organizational unit.
In the detail area, you can maintain objects and their characteristics using the
various tab pages.
Organization and Staffing
Organizational plans are defined in Organizational Management. This can be done

in Organization and Staffing or the Expert Mode.
The functions in Organization and Staffing let you create organizational units,
positions, jobs, and tasks quickly and easily. You only specify the most important
details for these objects. Organization and Staffing creates the 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
- Maintain cost center assignments
- Maintain certain infotypes
All objects you create in Organization and Staffing are automatically assigned the
status 'active' and an object ID.

Ex.: Create the Structure in OM
Create Organization Units:
From the command line type PPOCE if this is the first time you create the structure but if not type PPOME
or from the menu go to:
Human Resources –> Organization Management –> Organization Plan –> Organization and Staffing –>
Create (PPOCE) / Change (PPOME).

Create Position:
- Click on the Organization which you wand to create position under then click Create

- save

Make The Position The Head of Organizational Unit
- Save your work.

View Structure:
From the main menu go to :
 Human Resources –> Organization Management –> Info System ->Organizational Units –>
Organizational Structure –> Organizational Structure with Position.

Click on Structural Graphic

Reporting Structure
Organizational plans and reporting structures represent only a fraction of the

reporting functionality that is available in Organizational Management.
You will find the various reporting options under the Information System menu in
Organizational Management. This menu is organized according to different object
types. You will find the organizational plan in the object type organizational unit.
You can access the reporting structure from the object type position. Here, you
will also find staff assignments and the position description.
Note:
You can also display reports in Structural Graphics. Structural Graphics also
allows you to maintain objects.

Ex. : Create Reporting Structure
1- Go to T. code PPOM_OLD

2- Select Reporting Structure then select Organization unit (Department ) from your Structure then
enter the validity period
3- Click Update

4- The following screen is displayed

5- Select Position which the other positions will report to then click Elvate

6- Select the positions which report to the root position then Save
7- Notice that Reporting tree is created

8- Repeat the same steps for any other position till you finish the tree as follows

9- Final view

Activate Integration
The system stores the relationship between Personnel Administration

and Organizational Management in Customizing. Personnel Management
Organizational ManagementIntegrationIntegration with Personnel
AdministrationSet Up Integration with Personnel Administration: Basic
Settings.
Use the switch PLOGI ORGA to determine whether integration with the
Organizational Assignment infotype (0001) takes place.

You can use feature PLOGI in conjunction with the organizational
assignment (employee subgroup, personnel area, and so on) to specify
which groups of employees can participate in integration. You can activate
integration in one of several ways. This depends on the system you use
in the company.
- You have implemented Personnel Administration and would liketo re-customize Organizational
Management. In this instance, the system converts the entries in the relevant Personnel
Administration tables for the personnel planning objects.
- You have implemented Organizational Management and would like to re-customize Personnel
Administration. You can automatically copy and transfer the existing entries from the
Organizational Assignment infotype (0001).
- You want to implement both components again. You do not have to manually enter the data in
Personnel Administration as the data that was entered when the systems were previously
integrated will bemaintained in the Organizational Management component.
Defining Default Values (Features)
The system often uses features to determine default values. The system suggests
these values when you maintain infotypes that affect employee master data.
For example, the ABKRS feature determines default values for the payroll area.
It does this using the data found in the employee's Organizational Assignment
infotype record. Another example is the LGMST feature. This feature defaults
the wage types permitted for an employee in the Basic Pay infotype. This feature
is discussed in the unit on the wage type structure.

There are two ways to maintain features:
 You can access the feature decision tree from the Payroll or Time
Management IMG (implementation guide) and then make your changes. The
system always displays the feature assigned to the IMG module.
 You can also use the feature maintenance transaction, PE03. The "Features:
Initial Screen" appears.
Decision trees can be simple or very complex. This depends on their function and
on the number of fields, operations, and decision criteria they contain.
Report RPUMKG00 activates features.

Unit 2
Personnel Administration (PA)
The R/3 Human Resources system stores an employee's data in infotype

records. Each infotype record has a validity. This is generally a validity
interval or a key date.
Infotype
Individual information, such as last name, first name, and date of birth, is definedin data fields.
Data fields are grouped into data groups or information units according to theircontent.
In Human Resources, these information units are called information types orinfotypes for short.
HR data is stored in groups that logically belong together according to content.
Forexample, place of residence, street, and house number make up an employee's address
and are consequently stored (together with additional data) in the Addresses infotype.
Infotypes have names and four-digit keys. The Addresses infotype, for example,has the key 0006.
Infotypes number Range
0000-0999 Personal Administration (HR Master Data)

1000-1999 ( OM PD)Infotypes
2000-2999 Time Infotypes
4000-4999 Recruitment Infotypes

9000-9999 Customer defined infotype

Subtypes of Infotypes
Infosubtypes, or subtypes for short, subdivide an infotype's data records. You may
want to subdivide such information to make it easier to manage or because you want
to assign different control features (such as time constraints) to the various subtypes of
an infotype. You can also create separate histories for each subtype.
Example: in the Family Member/Dependents (0021) infotype, you enter different
family members in the subtypes:
 . Spouse (subtype 1)
 . Child (subtype 2)

Each Infotype has a numerical key in addition to a name key.
If you want to access infotypes by the numerical key, enter the number for the
infotype in Infotype. Choose Enter. The system displays the name of the infotype
you selected in Infotype.
Hint:You can add the user parameter HR_DISP_INFTY_NUM with a value
of X to view the infotype numbers on the screen.
Time Constraints in HR
Data records are always stored in the system with a start date and an end date. This
allows you to save data for exact periods.
When you select infotypes, you can specify a selection period in the displayed screen
area.
The old data is not lost when you update an infotype. Instead, it remains in the system
so that you can perform historical evaluations. 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 you enter and save new information in an infotype, the system checks whether a
record already exists for this infotype. If this is the case, the system reacts based on
rules or time constraints set up for that particular infotype or subtype.
There are various processing options you can use to maintain master data.
The processing options for infotype records include:
 Create
 Change
 Copy
 Delimit
 Delete
Infotype maintenance means processing data already in the system, and entering
and saving new data. You can change existing records and add new records for an
employee.
Change
The Change function enables you to correct an existing record without creating a
new one. You can use it to overwrite existing infotype records, but not to create
new infotype records. Changes to infotype records are not included in the history.
Create

The Create function enables you to enter new data. You create a new record
while the old record, which may be delimited if necessary, remains in the system.
The infotype history is created using the appropriate validity periods.
Copy
The Copy function also enables you to create new infotype records, and it also
updates the infotype history. Unlike Create, however, you do not enter your data
on a blank entry screen. Instead, you use a screen containing the currently valid
data. You can then overwrite these values.
If you create a new record when a previous record already exists, the system reacts
in one of the following ways: it delimits, extends, divides, or deletes the record.
The system's reaction depends on the time constraint. The time constraint is a
characteristic of infotypes and subtypes. In Master Data, we differentiate between
three different time constraints (1, 2, and 3).
Infotypes or subtypes with time constraint 1 must be unique, meaning that only one
valid record can exist for any given period. There can be no gaps between records
here. When you add a new record to an infotype with time constraint 1, the system

delimits the overlapping infotype record on the key date and adds the new record. For
example, this happens with the Basic Pay infotype (0008). If you delete a record that
must exist at all times, the previous record is automatically extended. There can be
no gaps between records here.
Infotypes or subtypes with time constraint 2 can only have at most one record for a
given time period. There can be no gaps between records. If records overlap, the
system adapts the previous record accordingly by deleting, dividing, or delimiting it.
An example of an infotype with time constraint 2 is the Family Member/Dependents
infotype (0021), subtype Spouse (1).
Infotypes or subtypes with time constraint 3 can have gaps between records or
overlapping records. If records overlap here, the system does not react at all.
Examples of infotypes with this time constraint are Monitoring of Tasks (0019) and
Objects on Loan (0040).
Maintain Personnel Data
We have 3 ways to maintain personnel data:
Single screen maintenance
You can call individual infotypes to maintain data for a particular subject or
situation. You maintain one infotype at a time for a personnel number.
Personnel actions
If the subject or situation is more complex and you need to maintain more than
one infotype, you can use personnel actions. When you perform a personnel
action, the system displays all of the relevant infotypes for you to maintain,
one after the other.
Fast Entry
Fast entry enables you to maintain an infotype for more than one personnel
number simultaneously.

Single screen maintenance
You must enter the personnel number to maintain employee data for individual
employees. If you do not know this number, you can use Search Help to find it.
The Search Help function in the work area enables you to select personnel numbers
according to certain criteria such as last name, first name, birth date, organizational
assignment, and so on. To search for a personnel number 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 the desired data record from the hit list.

Personnel Actions
Personnel procedures, such as hiring an employee, organizational reassignment, or an employee leaving

the enterprise are represented by individual personnel actions in Personnel Administration. Each personnel
action contains the infotypes that you must maintain to record the personnel action at hand. The infotypes
are retrieved in succession so that you can maintain them. For example, all the fields in which you need to
make entries to hire an employee will be offered to you for maintenance automatically by the system in
the personnel action Hiring.
This ensures that all the core data is entered into the system. This function also facilitates entering data as
you do not need to access each infotype within the personnel action individually.
Customizing enables you to adapt the Hiring personnel action type so that it meets your enterprise’s exact
requirements:
 In the standard system, the Organizational reassignment personnel action groups logically related
infotypes together to form an infotype group. These sequence in which these infotypes are
presented guarantees that you can carry out all personnel procedures in logical order for an
employee. If you want to display all of the infotype records that are valid for an employee on the
start date of a personnel action, choose Scrolling Through an Infotype Group.
If you want to enter additional employee data using the hiring action, you can change these
infotype groups by customizing the standard system settings. You can also change the infotype
group temporarily by using the Change Infotype Group Temporarily function.

 Changes made to an infotype or infotype fields often affect field entries in other infotypes. You
can set up dynamic personnel actions in the system settings to deal with situations like this.
 Employees are often in possession of objects on loan, company ID cards, or system users that
must be returned when, for example, they become subject to an organizational reassignment or
leave the enterprise. In such cases, it is a good idea to inform the appropriate administrator of the
Organizational Reassignment, or of the fact that an employee has left the company, so that he or
she can initiate the necessary steps. In Customizing, you can set an automatic mail connection so
that the administrator responsible automatically receives a mail via SAPOffice if an infotype
record is edited.
In the standard SAP System, the following basic personnel procedures are represented as personnel
actions in the HR master data system:
 Hiring
 Organizational reassignment (for employees who are promoted, for example, or demoted, or
transferred to an equivalent work center)
 Early retirement/retirement
 Leaving
 Reentry into company
Based on the advantages given above, SAP recommends that you always use the Personnel action function
to perform these business procedures.

Fast Entry

Entering large amounts of information for a number of employees can be a lengthy process. If the
information to be entered is similar for each employee, then it is possible to reduce repetitive actions by
using the fast entry function.
You can use any of the following fast entry functions to update employee data in a specified infotype:
 Create
This function enables you to create infotype data for more than one employee at the same time.
 Create using default
This function allows you to create infotype data for numerous employees using default values.
These default values are transferred to the fast entry screen and can be modified as necessary.
 Maintain
This function allows you to change infotype data that already exists in the system.
 Delete
This function enables you to delete existing infotype data for more than one employee.
 Lock/Unlock
This function allows you to change the status of records from unlocked to locked by activating the
Lock indicator for each record. ( You may not change or add records in this processing mode.)

Dynamic Actions
Dynamic actions trigger automatic processing when infotypes are maintained.
If you make a change to the personnel data of an infotype that then has an effect on the data of a second
infotype, the system automatically displays the infotype. The Personnel Administration component
guarantees a consistent data retention at all times.

These dynamic actions are started automatically by the system, unlike the Personnel Actions which you
start by yourself. Dynamic actions assist you with many human resource processes which lead onto further
activities.
Examples:
• You create a new record for the Personal Data infotype and fill No. child after you have saved the
record, the system automatically displays the Family member/Dependents (0021) infotype and the Child
subtype (2) for processing.
• When you hire an employee, you enter the probationary period in the Contract elements infotype. After
you have saved this information, the systemautomatically displays a record from the Monitoring of
Tasks (0019) infotypeand the subtype Expiry of probation (1) for processing.
Test Your Knowledge
1. The HR System stores all data for an employee in infotype records. Several records can
be added to an infotype for an employee.
True
False
2.
3. Fast Entry allows an employee to maintain several infotypes at once.

True
False
4.
5. The personnel actions make it possible for an employee to implement several infotypes in
a pre-defined sequence.
True
False
Reporting Tools
Standard Reports
You can access standard reports from the SAP Easy Access Menu or using
general report selection.

Ad-Hoc Query
The Ad Hoc Query is a simple but powerful tool for reporting on HR data. It
enables you to access data from all Human Resources areas by choosing selection
and output fields.
The Ad Hoc Query can be used for data stored in Recruitment, Master Data, Time
Management, and Personnel Planning and Development (person-related data).
Programming skills are not required. You choose the selection and output fields
on a screen.
You can combine infotypes of a logical database to form an Infoset.

The graphic displays infotypes from the PNPCE database.
You define per infotype the fields that are available for selection in the InfoSet.

InfoSets and user groups form the basis of the Ad Hoc Query. You specify both
of these in the SAP Query. InfoSets are assigned to user groups which, in turn,
group users together. InfoSets enable you to group infotype fields 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.
You can select selection and output fields per Drag&Drop. To do so, you
select one or more fields and drag them to the required area (selection area or
output area). In the case of fields that have both values and texts, you can 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 Hoc Query, for
example, the queries you last requested. This applies whether you exit the Ad
Hoc Query or log off from the system.
In the output preview you can display real data.
Exercise 1:
1. Use the report Entries/Leavings to display all leavings for the current and
next year. When you do so, make your selection on the basis of the personnel
area CABB and subarea 0003.
a) Start the transaction from the Easy Access menu: Human Resources
→Information System →Reports →Personnel Management →
Administration →Employee →EEs Entered and Left.
b) Enter the values CABB and 0003 in the Personnel Area and Personnel
Subarea fields respectively.
c) In the Leaving Date field, enter 01/01/ of the current year and in the
to field, enter 12/31 of next year.
d) Start the report by choosing Execute.
e) Choose Back to exit the output list.
Exercise 2:
1. Use the Birthday List report to display a list of all employees in the personnel
area 1000 that are aged between 45 and 55 this year.
a) Start the transaction from the Easy Access menu: Human Resources
> Information System > Reports > Personnel Management >
Administration > Employee > Birthday List.
b) Enter 1000 in the Personnel Area field.
c) Enter 45 in the Age field and 55 in the to field.
d) Start the report by choosing Execute.
e) Sort the output list by age in ascending order.
f) Click the header of the Age column and choose Sort in ascending order.
g) Choose Back to exit the output list.
Exercise 3:
- Re do the exercise 2 again using Ad Hoc Query.

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After completing this unit, you will be able to:

 Know SAP History & Terminologies.

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SAP.s Company History

1976: SAP GmbH Systeme, Anwendungen und Produkte in der Datenverarbeitung

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1980: SAP moves into the company.s first building on Max-Planck-Strasse in

1984: SAP takes on 48 new employees. This increase in personnel resources is

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2000: 10 million users, 36,000 installations, 1,000 partners, and 22 industry

2004: Enterprise Services Architecture delivers the first version of SAP

mySAP Business Suite is a complete package of open enterprise solutions that

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mySAP All-in-One is the brand name for vertical (industry-specific or

SAP Business One is a comprehensive, integrated ERP solution with an interface

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After completing this lesson, you will be able to:

 Start the SAP program.

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The Title Bar

The Menu Bar

The Standard Toolbar

Icons you will see on the Standard toolbar include:

Button Function Keyboard Alternative

Enter button Indicate to SAP that you have Enter key

Back button Returns you to the previous F3 key

Exit button Closes the application but does Shift+F3 keys

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Save button Saves or posts your data and Ctrl+S keys

Cancel Cancels a transaction. Your F12 key

Print Prints the data displayed on Ctrl+P keys

Input Help - Search Searches for particular data. Ctrl+F keys

Input Help - Search Again Searches for the next instance

Directional arrows Scrolls in lists. These buttons

Left - go to the previous page of

Right - go to the next page of the

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The Status Bar

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Online Help in Fields and Screens

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To return to the previous screen, click Continue or press Enter.

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The Performance Assistant Box

To view information about a function, do the following:

1. Press F1. The Performance Assistance box opens.

3. Click the Technical Views button

Help for Screen Elements and Error Messages

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Determining How to Display Help

To set Help displays, do the following: