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Configuration Document
Description of Change
Prepared/
Modified By
Rashmi Das
Reviewed
By
Approve
d By
Meenakshi
Sinha
Priyanka
Verma
Document Distribution
This document will be directly distributed to the following individuals.
Sr.
No.
1
2
3
4
5
6
7
8
Role
Priyanka Verma
Meenakshi Sinha
Rashmi Das
Promita Paul
Shakunt Yadav
Biswajit Biswas
Indrasena.Reddy.Ummadi
Sachin Kharde/ Praveen Dhokane
Head of Application-ITP
Senior Manager
Project Manager
Team Member (ABAP Consultant)
Team Member (Jr. Functional Consultant)
Team Member (BASIS Consultant)
Team Member (ABAP Consultant)
Quality Audit
Master files are stored electronically. Printed copies of the master files are for reference
only
Sr.No.
1
1.1
1.2
1.3
1.4
2
2.1
2.2
2.3
3
3.1
3.2
3.3
4
4.1
4.2
5
5.1
5.2
5.3
6
6.1
6.2
6.3
7
7.1
7.2
7.3
8
8.1
8.2
8.3
9
9.1
9.2
9.3
10
10.1
10.2
Table of Content
Introduction
Purpose
Scope
Definitions, acronyms and abbreviations
References
Configuration Summary
Enterprise Structure
General Description
Purpose
Define Company Code
General Description
Purpose
Company Codes for CLIENT
Maintain Personnel Areas
Purpose
Maintain Personnel area for CLIENT
Maintain Personnel Sub-Areas
General Description
Purpose
Maintain Personnel Sub-Area for CLIENT
Maintain Employee Group
General Description
Purpose
Maintain Employee Group for CLIENT
Maintain Employee Sub-Group
General Description
Purpose
Maintain Employee Sub-Group for CLIENT
Assignment of Personnel area to Company Code
General Description
Purpose
Assignment of Personnel Area to Company Code for CLIENT
Assigning of Employee sub group to Employee group
General Description
Purpose
Assignment of Employee Sub-Group to Employee Group for CLIENT
Create forms of Address
General Description
Purpose
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10.3
10.4
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11.1
11.2
11.3
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12.1
12.2
12.3
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13.1
14
14.1
14.2
14.3
15
15.1
15.2
15.3
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16.1
16.2
16.3
17
17.1
17.2
17.3
18
18.1
18.2
18.3
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21.2
21.3
21.4
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22.1
22.3
22.4
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25.1
25.2
25.3
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Introduction
1.1 Purpose
In times of increasing decentralization and the globalization of markets, an efficient
and transparent administration for personnel data is a decisive advantage. You can
manage all modern personnel administration tasks with this application
component. Personnel Administration relieves you from the daily administrative
routine activities which are costly and time consuming, while simultaneously
supporting you in demanding planning activities.
1.2 Scope
Advantage of this application component - especially for international corporations - is the
various country specific versions which are created in accordance with the respective
country specific features. By using country specific versions, you can set up Personnel
Administration as a standard personnel administration system in different countries.The
scope of the project is restricted currently only to SAP HCM Modules like Organization
Management and Personnel Management which later on may extended to Time
Management, Payroll and Employee Self-Service and Manager Self Service. The SAP
HCM Roll out project will develop and deploy a new Human Capital Management System
which will provide a centralized repository for Employees HR Master Data at various
Levels. The HR Master Data will be updated by the Human Resource Team using the SAP
HCM System. Current Scope is restricted only to Volkswagen Finance Private Limited,
INDIA (of employees) and will be later on extended to other countries.
The HCM system will not able to provide a facility to integrate with FI (Finance) System
(Cost Centers and Bank Account) because of VWFPL Group connectivity not possible.
This functionality can be achieved by doing separately configuration of FI (cost centres and
Bank Account) Module in SAP HCM System attaching such files (cost centres and account
numbers) to the employee master record using existing SAP functionality.
1.3 Definitions, acronyms and abbreviations
Abbreviation
SAP
HCM
PD
VWFPL
HR
FI
OM
BPD
PA
Description
System and Application Product in Data Processing
Human Capital Management
Personnel Development
Volkswagen Finance Private Limited
Human Resources
Finance
Organisation Management
Business Process Document
Personnel Administration
1.4 References
Sr.
No.
1.
2.
Document Title
Document
No.
ANZ_Business
Blueprint
Document_HR_
V1.2
Workflows-PPT
Version
Author
1.2
Meenaksh
i
1.0
Nivedita
Released
Date
08.08.2016
08.08.2016
2. Configuration Summary:
Name of Project
SAP HCM
Name of Configuration
Personnel Management
Short Description
Module/Business
Process
Personnel Administration
Required T. Code
SPRO
Complexity (L/M/H)
Functional Consultant
Rashmi Das
Personnel Management
The SAP Best Practices for HCM delivers a standard configuration for Personnel
Management based on the most commonly used settings for businesses operating in the
throughout globe. This provides a realistic business model to enable customers to begin
extending the customizing to meet their specific needs.
2.1 Enterprise Structure
The enterprise structure describes the way in which an enterprise is organized and consists
of the company code, personnel area and personnel subarea. Company codes are created
in FI and represent the enterprise structure from a financial accounting perspective. The
company code assigned in the enterprise structure for SAP Best Practices for HCM.
The personnel area is an organizational unit, the personnel area is sub-divided into
personnel subareas. Organizational data and guidelines as how to assign it, are
stored on a personnel area and personnel subarea level. The rules and guidelines
could be of a legal, pay scale and collective agreement, or internal nature. The
personnel area is assigned to a company code, multiple personnel areas can be
assigned to a company code but only one company code is assigned to a personnel
area. Thus, each personnel area and personnel subarea combination that is delivered
with the SAP Best Practices for HCM.
2.2 General Description
Enterprise structure is used to portray the specific Organizational structure of the business
in the SAP HCM (R/3) System.
SAP assigns employees to a part of the Enterprise structure. This is performed through
assignment to a company code, personnel area and personnel sub area. All these 3
elements are held in infotype 0001 Organisation Assignment.
2.3 Purpose
The definition of Enterprise structure is the fundamental step in a project. It is a critical factor
in how the project will be structured.
3.2 Purpose
The Enterprise Structure of CLIENT requires a creation of Company Code which will track the activities
under that particular company through a 4 letter alpha-numeric code.
Configuration Details
Activity
Transaction Code
SPRO
Company Code
ANZ (Bangalore)
Company Code
Company Name
9393
Australia Newzealand Bank
Click on
10
4.2 Purpose
In this step, you define the Personnel Areas in your company, adapting the functional scope of a
Personnel and Time Management to your organization.
Transaction Code
SPRO
(4 CHAR)
(4 CHAR)
(30 CHAR)
9393
8383
ANZ B
9393
8384
ANZ P
11
12
13
Click on
button.
14
15
Click on
16
5.2 Purpose
Personnel sub-areas are a subdivision of the personnel area. The personnel sub-area is a unit
within the enterprise structure that is only used in PA. Organizational control of the main HR subareas, namely the pay scale and wage type structures and work schedule planning, takes place
at the personnel sub-area level.
In this step, you define the Personnel Sub Areas in your company, adapting the functional scope
of a Personnel and Time Management to your organization for a Personnel Area.
Transaction Code
SPRO
The following Personnel Sub area has been defined for CLIENT:
PERS
ONNE
L
AREA
CODE
(4
CHAR)
203
204
PERSONNEL AREA
DESC
PERSONNEL
SUB AREA
CODE
(30 CHAR)
(4 CHAR)
(15 CHAR)
ANZ B
ANZ P
9393
Human Resource
9393
Sales Dpt.
9383
Accounts Dpt.
9383
Safety
Click on Save.
17
18
Click on Save.
6.2 Purpose
Employee groups represent a subdivision of employees. Within PA, a distinction is made between
employee groups for active employees, inactive employee, retirees, and early retirees. In
Customizing, each employee group has a one-character code.
In this step, you define the Employee groups in your company.
The following action is done for Employee Group for CLIENT as a company:
a. To carry out the activity, choose one of the following navigation options:
b. Choose New Entries, enter the values and SAVE the entries.
c. It is recommended to use the SAP standard entries
Configuration Details
Activity
Transaction Code
SPRO
The following Employee sub group has been defined for CLIENT:
Employee Group
Contract
On roll
20
7.2 Purpose
Employee subgroups subdivide employee groups according to the employees status. All of the
control features for the personnel structure are defined at the employee subgroup level. The
employee subgroup represents a subdivision of the employee group. When you define employee
subgroups, you are essentially begun to set up your personnel structure. Features are allocated
to this in later steps. Employee Grades can also be used as a criterion to determine Employee
Subgroups.
Activity
Transaction Code
SPRO
21
22
8.2 Purpose
When a personnel number is created, the corresponding company code is allocated to it in the
infotype Organizational Assignment (0001), depending on the enterprise structure in which the
employee is situated.
Transaction Code
SPRO
23
24
25
9.2 Purpose
Employee subgroups must be assigned to their respective employee groups to distinguish the
employee groupings.
Transaction Code
SPRO
Click on Save.
10.2 Purpose
To provide the forms of addresses for employees / applicants.
Transaction Code
SPRO
Desc.
Long text
Gen.
+
?
Mr
Mr
Mrs
27
Transaction Code
SPRO
28
29
11.2 Purpose
This is to setup the religions for associating with the employees / applicants.
Transaction Code
SPRO
Ke
y
55
52
53
54
Marital Status
Denomination
Abbr.
text
HIN
Hindu
MUS Muslim
SIK
SIKH
CHR
Christian
30
Click on
31
12. Create
Address Types
12.2 Purpose
To create and maintain address types for employees / applicants to track their location of stay while
employed in the company.
Transaction Code
SPRO
Address
Subtypes
Address Types
5671
Permanent
5672
5673
Temporary
Emergency
Remarks
Main contact/ Permanent residence
address
Temporary or current address of stay
Leading contact incase or emergency
32
Click on Save.
33
13 Bank Details
13.1 Create Bank Connection Types
In this step, all applicable bank connection types are maintained. The bank connection types are defined
as subtypes of infotype 0009, Bank Details.
Activity
Transaction Code
34
14.2 Purpose
This infotype enables you to record an employees various forms of communication contacts such as a
cell phone, email address, etc.
35
Activity
Transaction Code
Descriptions/ Text
Remark
Email id
36
15.2 Purpose
This infotype enables you to record an employees various forms of internal medical services.
37
The different types of health examinations an employee would be subject to are defined in this step. In the
context of VW, Medical examinations which are necessary for its business process requirements are
defined here.
A new Subtype BLDG is created for storing the Blood Group information of the employee.
Configuration details
Activity
Transaction Code
SPRO
38
16. Identification
16.1 General Description
In this step you define the employees identifications, which will be stored for identifications.
16.2 Purpose
This infotype enables you to record an employees various types of identifications.
IC
Description
Transaction Code SPRO
39
6
5
6
6
PAN Card
Voter ID
40
41
SAP HR does not provide the facility to capture the additional information required in SAP and hence this
enhancement is required. To accomplish this, the Infotype 0040 Objects on Loan needs to be enhanced
to maintain addition data related to Loan
17.2 Purpose
CLIENT wants to capture the Loan details for all employees. The additional information captured is
Amount of Loan, Dates of Loan issues, Recovery Start month and Duration of Loan (in months).
17.3 Define Custom Enhancements for IT 0040 (Objects on Loan) for CLIENT
To carry out the activity for In Dev, choose the following navigation options:
Activity
Transaction Code
SPRO
Object on Loan
Subtype
78
Name
Laptop
42
18 Employee Qualifications
18.1 General Description
In this step you define the employees qualification, which will be stored for education.
18.2 Purpose
This infotype enables you to record an employees various types of educations.
43
In this step, possible education establishment types are maintained. In VW context, 12 different types of
education establishments have been defined.
Activity
56565656
HSC
34343434
12121219
Graduate
Post Graduate
44
Click on Save .
Transaction Code
Examination Certificate
Certificate
Certificate text
45
34
SAP Certification
46
IMG
Path:
Personnel
ManagementPersonnel
AdministrationEmployee
QualificationsOther
previous
employerWork contracts from Other employers
SPRO
Transaction Code
47
21 Infotype Menu
21.1 General Description
These menus can be defined so that they are dependent on the user group (user parameter UGR).
If there are no entries for an infotype menu for the user's user group or if the user has not maintained
his/her user group, then the infotype menu is determined using the reference user group.
Example
You want to include an infotype in an infotype menu or define a new infotype menu for a user group.
21.2 Purpose
In this step, you define the infotype menus for maintaining and displaying Human Resources master data.
48
Infotype Menu.
Transaction Code
SPRO
Menu Name
01
Master Data
Nr.
01
0000
Actions
02
0001
Organizational Assignment
03
0003
Payroll Status
04
0006
Employee's Address
05
0007
06
0008
Basic Pay
07
0009
Bank Detail
08
0021
Family Members/Dependents
09
0022
Education
49
02
03
04
Contract Data
Gross/net payroll
Net payroll
10
0023
Other/Previous Employers
11
0024
Objects on Loans
12
0185
Personal IDs
13
0041
Data Specifications
01
0016
Contract Elements
02
0032
Internal Data
03
0007
04
0005
Leave Entitlement
05
0050
01
0019
Monitoring of Task
02
0040
Objects on Loan
03
0003
Payroll Status
04
0008
Basic Pay
05
0009
Bank Details
06
0185
Personal IDs
07
0014
Recurring Payments/Deductions
08
0581
Housing (HRA/CLA/COA)
01
0003
Payroll Status
50
Click on
51
52
Click on Save.
53
Click on
54
Click on Save.
55
Click on Save.
56
Click on Save.
57
You have defined a new infotype menu and want this to appear in the dialog box.
22.2 Purpose
In this step, you define the infotype menu choice which appears in a dialog box when Human Resources
master data is maintained and displayed, if the user chooses the pushbutton "Other menu" to change the
current infotype menu.
Transaction Code
SPRO
58
Click on Save.
Activity
Transaction Code
SPRO
59
Transaction Code
60
Define Infogroups.
Transaction Code
SPRO
Action No.
01
02
34
36
72
70
75
89
40
90
91
92
Usergrou
p
40
Action Type
Hiring
Probation Extension
Confirmation
Promotion
Change Of Salary
Organizational Reassignment
Disciplinary Action
Resignation
Global Assignment
Leaving
Rehiring
Service Extension
Infogrmodi.
.
No.
1
Operation
Mode
INS
InfoTypes
0000
SubType
Actions
61
40
INS
0001
40
40
40
40
40
3
4
5
6
7
INS
INS
INS
INS
INS
0006
0007
0008
0009
0016
40
INS
0021
40
INS
0022
40
10
INS
0023
40
40
40
11
12
13
INS
INS
INS
0028
0040
0041
Organizational
Assignment
Addresses
Planned Working Time
Basic Pay
Bank Details
Contract Elements
Family
Member/Dependents
Education
Other/Previous
Employers
Internal Medical Service
Objects on Loan
Date Specifications
62
63
Click on Save.
64
Usergroup
Infogrmodi..
No.
40
01
40
02
03
04
05
40
40
40
Confirmation Action
Operation
InfoTypes
Mode
COP
0000
COP
0001
COP
COP
0008
0016
Info Types
Description
Action
Organizational
Assignment
Basic Pay
Contract Elements
COP
0041
Date Specifications
SubType
65
Click on SAVE.
Usergrou
p
40
Infogrmodi.
.
No
.
01
40
40
02
03
40
04
0016
SubType
Contract Elements
66
67
Click on Save .
Usergrou
p
40
40
40
40
Infogrmodi.
.
No.
01
02
03
04
SubType
68
Click on Save.
Usergrou
p
40
40
40
40
Infogrmodi.
.
No
.
01
02
03
04
SubType
69
Click on Save.
Usergrou
p
40
40
40
40
Infogrmodi.
.
No.
01
02
03
04
SubType
70
Click on Save.
Usergrou
p
40
40
40
40
Infogrmodi.
.
No.
01
02
03
04
Promotion Action
Operation
InfoTypes Info Types Description
Mode
COP
0000
Action
COP
0001
Organizational Assignment
COP
0002
Personal Data
COP
0008
Basic Pay
SubType
71
Click on Save.
Usergrou
p
40
Infogrmodi.
.
No.
01
Resignation Action
Operation
InfoTypes
Mode
COP
0000
40
02
COP
0001
Action
Organizational
Assignment
40
03
COP
0002
Personal Data
SubType
72
Click on Save.
Usergrou
p
40
Infogrmodi
..
No
.
1
Leaving Action
Operatio InfoType
n Mode
s
LIS9
0000
40
LIS9
0001
40
40
3
4
LIS9
LIS9
0185
0041
40
LIS9
0587
40
LIS9
0591
Info Types
Description
Actions
Organizational
Assignment
Personal IDs
Date Specifications
Provident Fund
Contribution
Nominations
SubTyp
e
73
40
LIS9
0009
Bank Details
Click on Save.
74
Disciplinary Action
No.
Operation
Mode
InfoTypes
40
01
COP
0000
40
40
02
03
COP
COP
0001
0002
Usergroup
Infogrmodi..
SubType
Action
Organizational
Assignment
Personal Data
75
Click on Save.
Usergrou
p
40
Infogrmodi.
.
No.
1
Operation
Mode
INS
InfoTypes
0000
40
INS
0001
40
40
40
40
40
3
4
5
6
7
INS
INS
INS
INS
INS
0002
0006
0007
0009
0016
40
INS
0021
40
INS
0022
40
10
INS
0023
40
40
40
11
12
13
INS
INS
INS
0028
0040
0041
SubType
Actions
Organizational
Assignment
Personal Data
Addresses
Planned Working Time
Bank Details
Contract Elements
Family
Member/Dependents
Education
Other/Previous
Employers
Internal Medical Service
Objects on Loan
Date Specifications
76
Click on Save.
77
Click on Save.
Usergrou
p
40
40
40
40
40
Infogrmodi..
No.
1
2
3
4
5
Operation
Mode
COP
COP
COP
INS
INS
InfoTypes
0000
0001
0002
0016
0041
Actions
Organizational Assignment
Personal Data
Contract Elements
Date Specification
SubType
78
Click on Save.
25.2 Purpose
79
In this step you determine whether you want to use the Additional Actions infotype (0302). The Additional
Actions infotype (0302) enables the automatic logging of all personnel actions types that you carry out for
an employee on a key date.
Note that in the Actions infotype (0000), only one personnel action type is saved per day. In this infotype,
you only store the personnel action types that change the status of the employee, such as the personnel
action type leaving.
You define the personnel action types that represent the personnel processes in your enterprise. This
means that within the personnel action Hiring, all the infotypes that must be maintained when hiring a new
employee are displayed automatically to the personnel administrator for processing.
Define a priority list for the personnel action types that do not change status, and must therefore not be
stored in the Actions infotype (0000), but which should nonetheless be logged in this infotype.
If the personnel administrator performs no personnel action types that change status, but instead several
that do change status on one day, the priority list controls which of these personnel action types is to be
stored in the Actions infotype (000).
Note that personnel action types that are only used to process several infotypes in an Infogroup should
not be stored in the Actions infotype (0000). SAP recommends that you log personnel action types such
as these automatically using the Additional Actions infotype (0302). You only have to carry out this activity
if you want to use the Additional Actions infotype (0302), and have activated this infotype.
If you want to perform simplified employee organizational changes, you can also set up a 'Country
reassignment' action type in this step, for which you set the Country reassignment indicator. For more
information on country reassignments, refer to Personnel Administration documentation under Business
Processes in Personnel Administration -> Country Reassignment.
80
h) Assign an infotype group number to the IG field in the personnel action type. You can then
process the the individual infotypes from the selected group in the personnel action type in
the appropriate sequence. You defined the infotype groups in the " Define Infogroups" step.
i) Specify whether the date entered on the initial screen of the Actions infotype (0000) is the
start date for new infotype records or the end date for old infotype records. This is especially
important in the case of leaving actions.
j) Use the indicator U0000 to determine whether your personnel action type should create a
new record for the Actions infotype (0000).
k) Use the Country change indicator to determine whether the personnel action type is a country
change.
6. If you have activated the Additional Actions infotype (0302), determine whether your personnel action
type should be logged in the Additional Actions infotype (0302) using the U0302 indicator. Call up the
view Priority list for personnel action types.
7. Specify a priority list for the personnel actions which do not change the status, and for which you
have set the indicator to U0000.
8. In the Priority field assign sequential numbers with a maximum of two digits to each of the personnel
action types. The smaller the number, the higher the priority of the accompanying personnel action
type.
Do not define any new personnel action types if only the infotype group should be different for the
personnel administrator. To achieve this, you can define the infogroups as user group dependent.
The keys for personnel action types, which you carry out for an employee, for example, hiring,
organizational change, leaving, are stored in the infotype Actions (0000).
The existence of a personnel number is ruled out by the existence of a record in this infotype. Only one
record can exist for this infotype on the database at any one time.
When an employee has left, there is also a record in the system for the personnel action Leaving. The
most important information in this infotype is the employee's employment status: active, leave of absence,
retired, left.
Personnel actions that are only used to process several infotypes in an infogroup should not be saved in
the infotpye Actions (0000). SAP recommends that you log personnel actions of this kind automatically
using the Additional actions infotype (0302).
Notes on the creation of batch-input sessions:
If you want to carry out a batch-input for a personnel action, do not call up transaction PA40 (Actions
menu). Instead, call up transaction PA30 (infotyp menu). In the actions menu place your cursor on the line
containing the relevant action; this assumes you know the exact setup of the menu.
Proceed as follows:
1. Call up transaction PA30.
2. Choose the Actions infotype (0000).
3. Enter the personnel action type in the Type field.
4. When processing entry actions, enter the function code '=INS', for other actions, enter the function
code '=COP'.
Steps to proceed :
81
Choose - Activation 'Additional Actions', Remove the tick mark from TEST and execute, the proceed with
maintaining data in Personnel Action Types.
Carry out the activity for CLIENT, choose the following navigation options:
Configuration Details
Activity
Transaction Code
SPRO
82
Click on Save.
83