Personnel Administration Training Manual - …itqanprogram.com/itqan-en/Training/WAVE 1...
Transcript of Personnel Administration Training Manual - …itqanprogram.com/itqan-en/Training/WAVE 1...
PROJECT ITQAN
SAP Human Capital Management
(SAP HCM)
ITQAN SAP Human Capital Management
(SAP HCM)
Personnel Administration
Training Manual
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Contents 1. INTRODUCTION ......................................................................................................................................... 1
2. TRAINING OBJECTIVES ............................................................................................................................... 1
2.1. TARGET AUDIENCE ...................................................................................................................................... 1
2.2. RELATED BUSINESS PROCESS ...................................................................................................................... 1
2.3. PROCEDURES EXECUTION ........................................................................................................................... 2
3. SAP HCM STRUCTURE ................................................................................................................................ 3
3.1. ENTERPRISE STRUCTURE.................................................................................................................................... 3
3.2. PERSONNEL STRUCTURE: ................................................................................................................................... 3
4. EMPLOYEE ACTIONS .................................................................................................................................. 4
4.1. HIRING ........................................................................................................................................................ 4
4.2. ENDING EMPLOYMENT ............................................................................................................................. 54
4.3. REHIRING .................................................................................................................................................. 60
4.4. PROBATION PERIOD EVALUATION ..................................................................................................................... 75
4.5. TRANSFER ................................................................................................................................................. 79
4.6. PROMOTION ............................................................................................................................................. 94
4.7. DISCIPLINARY ACTION ............................................................................................................................. 105
4.8. EMPLOYEE SUSPENSION ......................................................................................................................... 118
4.9. ACTIVATE SUSPENDED EMPLOYEE .......................................................................................................... 124
4.10. LEAVE OF ABSENCE ................................................................................................................................. 130
4.11. ANNUAL LEAVE/TICKET REIMBURSEMENT ............................................................................................. 136
4.12. LEAVE DUE TO OCCUPATIONAL HAZARD ................................................................................................ 146
4.13. RETURN FROM OCCUPATIONAL HAZZARD ............................................................................................. 158
4.14. RETURN FROM LEAVE OF ABSENCE ........................................................................................................ 164
4.15. ACTING AS ............................................................................................................................................... 169
4.16. ENDING ACTING AS ................................................................................................................................. 176
5. SAP STANDARD REPORTS ....................................................................................................................... 180
5.1. EMPLOYEE LIST ........................................................................................................................................... 180
5.2. FLEXIBLE EMPLOYEE DATA ............................................................................................................................. 183
5.3. HEADCOUNT CHANGES ................................................................................................................................. 186
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1. INTRODUCTION
SAP Human Resources (HR) management system solution is one of the largest
modules in the SAP R/3 system which enables the effective management of information
about the people within an organization and integrates this information within external
system and SAP’s modules. We define an organization as an individual enterprise that
works with sub departments like HR, Marketing, Finance, R&D etc. For any organization
employees or Human Resources are considered the most powerful resource. So to
maintain the employee related data we require one system which ensures accuracy and
consistent within the organization.
The basic task of Human Resource Management is to produce the organizational
hierarchies, relationships between employees and to allow effective storage and
administration of employee data. Now from the Organization Management perspective,
companies can model a business hierarchy, the relationships of employees to various
business units and the reporting structure among employees.
2. TRAINING OBJECTIVES Upon completion of this course, process users will be familiar and know the following activities:
Hiring Employee
Performing Employee Actions
Maintenance of Master Data
2.1. TARGET AUDIENCE Key/process users of Personnel Administration
2.2. RELATED BUSINESS PROCESS
Personnel Administration Personnel Administration module will facilitate HR in maintaining employee data in the system.
Relevant Info types
Info type
Number
(Standard)
Info type Text
0000 Actions
0001 Organizational Assignment
0002 Personal Data
0006 Addresses
0007 Planned Working Time
0008 Basic Pay
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0009 Bank Details
0014 Recurring Payments & Deductions
0015 Additional Payments
0016 Contract Elements
0021 Family Members/Dependents
0022 Education
0023 Other/Previous Employers
0024 Qualification
0040 Objects on Loan
0105 Communication
0185 Personal IDs
2001 Absences
2006 Absence Quotas
3251 Social Insurance AE
3252 Social Insurance SA
2.3. PROCEDURES EXECUTION
Tips and Tricks
Use CHECK mark or press ENTER key to refresh screen.
Save [Ctrl +S]: allow you to save the data added or changed.
Back [F3]: allow you to go back to the previous screen.
Cancel [Shift + F2]: allow you to cancel the current action being performed.
Exit [Shift + F3]: allow you to return to the main menu.
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3. SAP HCM structure
3.1. Enterprise Structure
• CLIENT:
The client is the highest level in the SAP System hierarchy. Specifications that you make or data
that you enter at this level are valid for all company codes and for all other organizational
structures. You therefore only need to make these specifications or enter this data once, this
ensures that the data is consistent.
• COMPANY CODE:
A Company is an Organization Unit is used to consolidate the Financial Statement. Create
consolidated form of Financial Statement. Company codes are decided in FI-CO Module. HR
module will not define any company code but will assign personnel areas to the related
company codes.
• PERSONNEL AREAS:
The personnel area is an organizational unit that represents a specific area of the enterprise
and is organized according to aspects of personnel, time management, and payroll. A personnel
area is divided into several personnel subareas. Note that the personnel subareas contain the
business characteristics.
• PERSONNEL SUBAREAS:
The personnel subarea is an organizational unit that represents a specific area of the company
organized according to certain aspects of personnel, time management, and payroll. The
following business subtasks belong to the personnel subarea:
Defining pay scale and wage type structure
Defining planned working hours
Defining appraisal criteria
3.2. Personnel Structure:
The Personnel Structure consists of Employee Group and Employee Subgroups.
• EMPLOYEE GROUP:
The employee groups are formed on the basis of employment status of an employee within the
company.
• EMPLOYEE SUBGROUPS:
Personnel calculation rule (control whether an employee’s remuneration is calculated on a
monthly or hourly basis)
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4. Employee Actions
4.1. HIRING SCENARIO
This personnel action will be executed when an employee is being hired directly at AWQAF without being entered in the system as an applicant.
PROCESS DETAILS
PROCESS HCM_PA_001
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
2. Select Hiring action.
Step Action
3. Click Execute . You can also press F8.
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Step Action
4. Enter Start date .
Step Action
5. Click Input Help Reason for Action .
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Step Action
6. Double-click on Fill New Position.
Step Action
7. Click Save .
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Step Action
8. Click on Input Help Subarea .
Step Action
9. Select Subarea 0001 (Qassim).
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Step Action
10. Clicking Payr.area Input Help .
Step Action
11. Select Payroll area NP .
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Step Action
12. Click Save .
Step Action
13. Enter First name in Arabic.
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Step Action
14. Enter Last Name in Arabic.
Step Action
15. Enter First Name in English.
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Step Action
16. Enter Last Name in English.
Step Action
17. Select Form of Address Mr
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Step Action
18. Select Gender Male .
Step Action
19. Select Ctry of Birth from drop-down list.
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Step Action
20. Clicking the Marital Status opens a drop-down list.
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Step Action
26. Click Save .
Step Action
27. Clicking the Work schedule rule field activates it.
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Step Action
28. Click Work schedule rule Input Help
Step Action
29. Select Work schedule rule from the list.
30. Click Save .
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Step Action
31. Enter Time rec.ID no..
Step Action
32. Select ID version
33. Click Save .
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Step Action
34. Enter Date of Task.
Step Action
35. Enter Reminder Date
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Step Action
36. Enter Lead/follow-up time
37. Click Save .
Step Action
38. Click on PS type Input Help .
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Step Action
39. Select PS type 01 Saudi from the list
Step Action
40. Click PS Area Input Help
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Step Action
47. Select Payment method Bank transfer from the list.
48. Click Save .
Step Action
49. Click Next record . You can also press Shift+F7.
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Step Action
52. Enter wage Amount.
53. Click Save .
Step Action
54. Click Next record . You can also press Shift+F7.
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Create Travel Privileges
Step Action
55. Click Next Record . You can also press Shift+F7.
Step Action
56. Enter Start date.
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Step Action
59. Click Certificate Input Help .
Hit List 2 Entries
Step Action
60. Select Certificate from the list
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Step Action
62. Select the Academic Degree from the drop-down list.
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Step Action
63. Select Job Related Education/Training checkbox
64. Click Save .
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Step Action
65. Click Next record . You can also press Shift+F7.
Exit current screen
Step Action
66. Click Yes .
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Step Action
69. Enter Date
70. Click Save .
Step Action
71. Click Next record . You can also press Shift+F7.
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Step Action
72. Enter mobile number System ID
73. Click Save .
Step Action
74. Click Next record . You can also press Shift+F7.
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Step Action
75. Enter ID number
Step Action
76. Enter Date of issue
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Step Action
77. Enter Valid to date
Step Action
78. Enter Place of issue
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Step Action
81. Select Saudi Arabia from the list
82. Click Save .
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Step Action
83. The ID number field is filled out.
84. Click Save .
Step Action
85. Enter GOSI Number
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Step Action
86. Select GOSI office key from drop down list
87. Click Save
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4.2. ENDING EMPLOYMENT SCINARIO
This Personnel Action will be executed when an employee leaves the company, a new Action infotype record (0000) is created for the leaving action. This infotype record stores the leaving date and the reason for leaving and the employment status is updated automatically.
PROCESS DETAILS
PROCESS HCM_PA_009
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
4.2.1. PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
4. Click Execute .You can also press F8.
Step Action
5. Enter Start date
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Step Action
7. Select Reason 01 Termination from the list
8. Click Save .
Step Action
9. Click Save .
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4.3. REHIRING SCENARIO
If an employee re-joins Awqaf, his data which was available in the system previously, is
displayed and you only require to update the changes since his leaving. Complete the
exercise to learn Awqaf Re-hiring process in SAP system.
PROCESS DETAILS
PROCESS HCM_PA_002
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. pa40 is now entered in the Transaction box.
2. Click Continue .
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Step Action
3. Select Re-Hire action
Step Action
4. Click Execute .
You can also press F8.
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Step Action
5. Click on Reason for Action Input Help
Step Action
6. Select Fill position from the list
7. Click Save .
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Step Action
8. Enter Start date.
9. Click Save .
Step Action
10. Click Save .
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Step Action
11. Click Save .
Step Action
12. Click Save .
Step Action
13. Click Save .
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Step Action
14. Click Save .
Step Action
15. Click Save .
Step Action
16. Click Save .
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Step Action
17. Click Save .
Step Action
18. Click Save .
Step Action
19. Click Save .
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Step Action
20. Enter Date of Task
Step Action
21. Enter Reminder Date
22. Click Save .
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Step Action
25. Click Save .
Step Action
26. Click Next record .
You can also press Shift+F7.
Step Action
27. Click Next record .
You can also press Shift+F7.
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Step Action
28. Click Next record .You can also press Shift+F7.
Step Action
29. Click Next Record .You can also press Shift+F7.
Step Action
30. Click Next record .You can also press Shift+F7.
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Step Action
31. Click Next record .You can also press Shift+F7.
Step Action
32. Click Next record .You can also press Shift+F7.
Step Action
33. Click Save .
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Step Action
34. Click Next record .You can also press Shift+F7.
Step Action
35. Click Next record .You can also press Shift+F7.
Step Action
36. Click Next record .You can also press Shift+F7.
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Step Action
37. Click Next record .You can also press Shift+F7.
Step Action
38. Click Save .
Step Action
39. Click Save .
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Step Action
40. Click Save .
Display Messages
Step Action
41. Click Continue .You can also press Enter.
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4.4. Probation Period Evaluation
SCENARIO
Purpose of this personnel action is to make Probation Period Evaluation of an Employee at the
end of probation period
PROCESS DETAILS
PROCESS HCM_PA_003
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. Select Probation Period Evaluation action
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Personnel Actions
Step Action
2. Click Execute . You can also press F8.
Step Action
3. Select Reason for Action from the
4. Click Save .
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Information
Step Action
5. Click Continue . You can also press Enter.
Step Action
6. Click Save .
Step Action
7. Click Save .
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Copy Recurring Payments/Deductions
Step Action
8. Click Save .
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4.5. TRANSFER
SCENARIO
This personnel action will be executed when an employee is transferred from one position to another or personnel area to another or from company to company within the same client.
PROCESS DETAILS
PROCESS HCM_PA_004
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
2. Enter Personnel no.
Personnel Actions
Step Action
3. Select Transfer action
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Step Action
4. Click Execute .You can also press F8.
Step Action
5. Enter Start date.
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Step Action
6. Click on Reason for Action Input Help
Step Action
7. Select reason 03 from the list
8. Click Save .
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Copy Actions
Step Action
9. Click Save .
Step Action
10. Click on Subarea Input Help .
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Step Action
11. Select Sub-Area Riyadh from the list
12. Click Save .
Step Action
13. Click Save .
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Step Action
14. Click Save .
Step Action
15. Click Save .
Step Action
16. Click Next record .You can also press Shift+F7.
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Step Action
17. Enter Prev. Personnel No.
Step Action
18. Enter Company ID
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Step Action
24. Enter In-House Tel.Number
25. Click Save .
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4.6. PROMOTION
SCENARIO
This Personnel Action will be executed when an employee is promoted to a higher Grade which can include change in Pay or Promotion in new position.
PROCESS DETAILS
PROCESS HCM_PA_005
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
2. Enter Personnel no.
Step Action
3. Select Promotion action
4. Click Execute .You can also press F8.
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Step Action
5. Click on Reason for Action Input Help
Step Action
6. Select Reason for Action 01 from the list
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Step Action
7. Enter Start date.
8. Click Save .
Step Action
9. Click Save .
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Step Action
10. Click Save .
Step Action
11. Click on PS group Input Help .
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Step Action
14. Click Save .
Step Action
15. Click Save .
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Step Action
18. Select Wage Type from the list
19. The Amount field is filled out.
20. Click Save .
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4.7. DISCIPLINARY ACTION
SCENARIO
This Personnel Action will be executed when Disciplinary Action is initiated against an employee.
PROCESS DETAILS
PROCESS HCM_PA_006
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
2. Enter Personnel no.
Step Action
3. Select Disciplinary action
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Step Action
4. Click Execute .You can also press F8.
Step Action
5. Enter Start date.
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Step Action
7. Select Reason Unexcused absences
8. Click Save .
Step Action
9. Click Save .
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Step Action
10. Click on Wage Type field
Step Action
11. Click Next record .You can also press Shift+F7.
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Step Action
14. Enter Amount
Step Action
15. Click Save .
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Step Action
16. Enter Date of origin
Step Action
17. Click on Sanction Type Input Help
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Step Action
18. Select Sanction type fro mthe list
Step Action
19. Enter Reason
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4.8. EMPLOYEE SUSPENSION
SCINARIO
This process covers the scenario when employee suspended from the system due to Management Decision or Government Case.
PROCESS DETAILS
PROCESS HCM_PA_007
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
2. Enter Personnel no.
Step Action
3. Click Suspension action
Personnel Actions
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Step Action
4. Click Execute .You can also press F8.
Copy Actions
Step Action
5. Enter Start date
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Step Action
7. Select Reason for Action from the list
8. Click Save .
Step Action
9. Click Save .
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4.9. ACTIVATE SUSPENDED EMPLOYEE
SCINARIO
This process covers the scenario when you Release the suspended employee to be Active Employee after fixing his Case which was the reason of the Suspension.
PROCESS DETAILS
PROCESS HCM_PA_008
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
Step Action
2. Enter Personnel no.
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Step Action
4. Click Execute .You can also press F8.
Step Action
5. Enter Start date
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Step Action
6. Click on Reason for Action Input Help
Step Action
7. Select reason 03 Return from absence from the list
8. Click Save .
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Copy Actions
Step Action
9. Click Save .
Step Action
10. Click Save .
Step Action
11. Click Save .
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Step Action
12. Uncheck Pers.no.locked check box
13. Click Save .
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4.10. LEAVE OF ABSENCE SCENARIO
This process is used when an employee is going on annual leave.
PROCESS DETAILS
PROCESS HCM_PA_010
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
10. PA40 is now entered in the Transaction box.
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Step Action
11. Enter Personnel no.
Step Action
12. Select Leave of Absences action
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Personnel Actions
Step Action
13. Click Execute .You can also press F8.
Copy Actions
Step Action
14. Enter Start date
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Step Action
16. Select reason 01 Annual leave from the list
17. Click Save .
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Step Action
18. Uncheck Pers.no.locked checkbox.
19. Click Save .
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4.11. ANNUAL LEAVE/TICKET REIMBURSEMENT SCINARIO
This process covers the scenario When the Employee decides to reimburse his Annual Leave and Ticket.
PROCESS DETAILS
PROCESS HCM_PA_011
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
Step Action
2. Enter Personnel no.
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Step Action
3. Select Annual Leave/Ticket Reimbursement action
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Step Action
4. Click Execute . You can also press F8.
Step Action
5. Enter Start date
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Step Action
7. Select reason 01 Annual leave from the list
8. Click Save .
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Step Action
9. Uncheck Pers.no.locked checkbox.
10. Click Save .
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Step Action
11. Click on Quota Type Input Help
Step Action
12. Select Quota type 01 Annual leave from the list
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Create Absence Quotas
Step Action
13. Enter Number 21
Step Action
14. Enter Start Date (30/12/2015)
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Step Action
15. Enter End Date (20/1/2016)
16. Click Save .
Step Action
17. Click on Wage Type Input Help .
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Wage Types for Infotype "Additional Off-Cycle Payments" 32 Entries
Step Action
18. Select wage type Ticket Encash (OC) from the list
Step Action
19. Click Save .
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4.12. LEAVE DUE TO OCCUPATIONAL HAZARD SCINARIO
This process is used when an employee is going on leave Due to occupational Hazard
PROCESS DETAILS
PROCESS HCM_PA_012
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
2. Enter Personnel no.
Step Action
1. PA40 is now entered in the Transaction box.
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Step Action
3. Select Leave Due to occupational hazard action
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Step Action
4. Click Execute . You can also press F8.
Step Action
5. Click on Reason for Action Input Help
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Reason for Action 1 Entry
Step Action
6. Select reason YO Leave due to occupational hazard from the list
7. Click Save .
8. Click Continue . You can also press Enter.
Calendar
Step Action
9. Select date and then Click Continue . You can also press Enter.
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Step Action
10. Enter 10-Hospital (Hospital Name) king fahad
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Step Action
16. Enter 18-Total Period From date 01/07/2016
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4.13. RETURN FROM OCCUPATIONAL HAZZARD SCINARIO
This process is used when an employee is returning from an occupational Hazard leave
PROCESS DETAILS
PROCESS HCM_PA_013
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
Step Action
2. Enter Personnel no.
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Step Action
3. Select Return from Occupational Hazard action
Step Action
4. Click Execute .
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Step Action
5. Click on Reason for Action Input Help
Step Action
6. Select reason 01 Return from Occupational Hazard from the list
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Step Action
7. Enter Start date
8. Click Save .
Step Action
9. Click Save .
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Step Action
10. Select type 0001 New Injury from the list.
Step Action
11. Click on OH Case Status drop-down list.
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Step Action
12. Select entry 05 Case closed from the list
13. Click Save .You can also press Ctrl+S.
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4.14. RETURN FROM LEAVE OF ABSENCE SCINARIO
This process is used when an employee is returning from annual leave
PROCESS DETAILS
PROCESS HCM_PA_014
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
Step Action
2. Enter Personnel no.
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Step Action
3. Select action Return from annual leave from the list
Step Action
4. Click Execute .You can also press F8.
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Step Action
5. Enter Start date
Step Action
6. Click on Reason for Action Input Help
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Step Action
7. Select Reason YS Return from leave from the list
Step Action
8. Click .
Step Action
9. Click .
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Step Action
10. Uncheck Pers.no.locked checkboxs.
Step Action
11. Click .
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4.15. ACTING AS SCINARIO
This process is used when an employee is assigned acting as for another position
PROCESS DETAILS
PROCESS HCM_PA_015
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
1. PA40 is now entered in the Transaction box.
Step Action
2. Enter Personnel no.
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Step Action
3. Enter From date
Step Action
4. Select Acting As action from the list
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Step Action
5. Click .
Step Action
6. Click on Reason for Action Input Help
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Step Action
7. Seelct Reason YA Acting As from the list
8. Click .
Step Action
9. Click .
Step Action
10. Click on Wage Type Input Help .
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Step Action
11. Select Acting As Allowance from the list
Step Action
12. Enter Amount
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Step Action
13. Click Next record .
Step Action
14. Click .
Step Action
15. Enter Task Type “Training Period”.
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Step Action
16. Enter Date of Task.
Step Action
17. Enter Reminder Date
18. Click .
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4.16. ENDING ACTING AS
SCINARIO
This process is used when ending acting as assignment of an employee for another position
PROCESS DETAILS
PROCESS HCM_PA_016
MENU PATH Human resources Personnel Management Administration HR
Master Data Personnel Actions
TRANSACTION CODE
PA40
PROCEDURE
Step Action
19. pa40 is now entered in the Transaction box.
Step Action
20. Enter Personnel no.
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Step Action
21. Select Acting As – Ending action from the list
Step Action
22. Enter From date 20/12/2015
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Step Action
23. Click .
Step Action
24. Click on Reason for Action Input Help
Step Action
25. Select reason YB Acting As – Ending from the list
26. Click
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5. SAP Standard Reports
5.1. Employee List
Use This report lists employees’ data including id, SSN, full name, birth name, job title, entry or hire date, leaving or end of employment date. If necessary, information on employees’ company code, personnel area, and cost center assignment can be set as part of the report output.
Procedure 1. Access the transaction using one of the following navigation options:
Option 1:
SAP Graphical User Interface (SAP GUI)
SAP ECC Menu
Human Resources Personnel Management Administration Info System Reports Employee Employee List
Transaction code
S_AHR_61016369
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M)
Business role menu
Human Resources Reports Employee Employee List
2. Double-click the report if accessing via the menu tree.
3. On the Employee List selection screen, provide the following flexibility:
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Period Section
Choose one of the date period selections that applicable from the list.
Field Name
Description User Action and
Values
Today Employee’s data as of today’s date Choose this default value as Period selection
Current Month
Employee’s data as of current month
Current Year Employee’s data as of current year
Up to Today Employee’s data starting from the hire date up to today’s date
From Today Employee’s data starting from today’s date up to any future transaction date.
Other Period Employee’s data on a certain period or date range. For example, 01/30/2015 To 01/30/2015, or 02/01/2015 To 02/28/2015
Selection Section
Provide the following entries on this section of selection screen
Field Name Description User Action and Values
Personnel Number
Employee number or ID
Choose Multiple Selection button
Choose Select Ranges tab,
Choose Copy button or F8 key
Employment Status
Employee status as of active, in-active, retired, or withdrawn
Choose system default value Not equal to Withdrawn status
Personnel Area
Organization entity represents an area within enterprise structure
Choose a Personnel area that relevant to the desired report output
Personnel Subarea
Organization entity represents part of Personnel Area within enterprise structure
Choose an appropriate Personal Subarea that correspond to selected Personnel Area combination to see the desired report output
Employee Group
Employee group within personnel structure
Choose value 1 for Employee, 4 for Intern or 7 for Temp/Seasonal
Employee Subgroup
Employee sub group within personnel structure
Choose an appropriate Employee Subgroup that correspond to selected Employee Group combination to see the desired report output
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Further Selections button
Provides list of employee master data criteria that can be included as part of Selection Section in addition to Personnel Number and Employment Status entry fields
Choose the fields on Selection Options area by highlighting the rows
Choose the Select or Right arrow button to move the selected rows to Selection Fields area
Choose Enter button to complete the selection
The additional selected employee master data criteria are displayed on the Selection section
Provide the necessary values that relevant to the additional master data field entries to meet the expected data output
Org. Structure button
Provides list of organization structure that employees’ belong to as one of the report output selection criteria
Expand the organization structure to find the desired organization units
Select the checkbox next to the desired organization units
Choose the Continue or Green Check button to complete and close the Choose Organization Unit window
Report-Specific Selections
Provide the following entries on this section of selection screen
Field Name Description User Action and Values
Last Name Employee’s Last
name
Either leave this entry field empty or enter specific employee’s last name that relevant to report output.
A wild card (*) can be used if the spelling of employee’s last name is partially known.
For example: Smith*
Name at birth Employee’s name
at birth
Either leave this entry field empty or enter specific employee’s birth name that relevant to report output.
A wild card (*) can be used if the spelling of employee’s birth name is partially known.
For example: Robert*Smith*
First name Employee’s First
name
Either leave this entry field empty or enter specific employee’s first name that relevant to report output.
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A wild card (*) can be used if the spelling of employee’s first name is partially known.
For example: Jane*
Nationality Employee’s nationality
Either leave this entry field empty or choose specific nationality that relevant to report output
New employees in period
Employee’s hire or entry date period
Either leave this entry field empty or enter specific date range that relevant to report output
Gender Employee’s
gender Either leave this entry field empty or choose one of the radio-button gender options
List Format
Provide the following entries on this section of selection screen
Field Name Description User Action and Values
Checkbox for Cost Center text required
Request to provide employees’ assignment of company code, personnel area, and cost center (code and text) as part of the report output.
Choose the checkbox if the additional information must be included as part of report output
4. Choose the Execute button.
Result The report displays list of employees’ data include id, full name, birth name(if applicable), job title, entry or hire date, leaving or end of employment date(if applicable). If the Cost Center text checkbox is selected, information on employees’ company code, personnel area, and cost center assignment is included as part of the report output.
5.2. Flexible Employee Data
Use This report displays employee data in a flexible manner. In other words, the report only displays data on employees who meet your own selection criteria.
Procedure 1. Access the transaction using one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Menu Human Resources Personnel Management HR Master Data Info System Reports Employee Flexible Employee Data
Transaction code S_AHR_61016362
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
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Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M)
Business role menu
Human Resources Reports Employee Flexible Employee Data
2. Double-click the report if accessing via the menu tree.
3. On the Flexible Employee Data selection screen, provide the following flexibility:
Key date Section
Choose one of the date period selections that applicable from the list.
Field Name Description User Action and Values
Today Employee’s data as of today’s date
Choose this default value as Key date
Other key date
Employee’s data as of specific date
Selection Section
Provide the following entries on this section of selection screen
Field Name Description User Action and Values
Personnel Number
Employee number or ID Choose Multiple Selection button
Choose Select Ranges tab,
Choose Copy button or F8 key
Further Selections button
Provides list of employee master data criteria that can be included as part of Selection Section in
Choose the fields on Selection Options area by highlighting the rows
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addition to Personnel Number and Employment Status entry fields
Choose the Select or Right arrow button to move the selected rows to Selection Fields area
Choose Enter button to complete the selection
The additional selected employee master data criteria are displayed on the Selection section
Provide the necessary values that relevant to the additional master data field entries to meet the expected data output
Org. Structure button
Provides list of organization structure that employees’ belong to as one of the report output selection criteria
Expand the organization structure to find the desired organization units
Select the checkbox next to the desired organization units
Choose the Continue or Green Check button to complete and close the Choose Organization Unit window
Additional data Section
Provide the following entries on this section of selection screen
Field Name
Description User Action and Values
Field Selection button
Provide selection of employee’s master data fields for report output. The maximum number of selection is 20 fields.
Choose the output fields from the Selectable fields section on HR Field Selection window by highlighting each selected field’s row
Choose up to 20 fields
For example, Personnel ID Number, First Name, Last Name, company code, cost center, employee group, employment status, and so on.
Choose the Select (Right arrow) button to move the selected fields into the Selected fields section
Choose the Continue or Green checkmark button to complete and close the HR Field Selection window
4. Choose the Execute button.
Result
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The report displays the employee information based on the fields selected.
5.3. Headcount Changes
Use This report lists employee’s information based on specific lifecycle events/actions.
Procedure 1. Access the transaction using one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Menu
Human Resources Personnel Management Administration Info System Reports Organizational Entity Headcount Changes
Transaction code
S_L9C_94000095
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M)
Business role menu
Human Resources Reports Organizational Entity Headcount Changes
2. Double-click the report if accessing via the menu tree.
3. On the Headcount changes selection screen, provide the following flexibility:
Period Section
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Choose one of the date period selections that applicable from the list.
Field Name Description User Action and Values
Today Employee’s data as of today’s date Choose this default value as Period selection
Current Month Employee’s data as of current month
Current Year Employee’s data as of current year
Up to Today Employee’s data starting from the hire date up to today’s date
From Today Employee’s data starting from today’s date up to any future transaction date.
Other Period – Data Selection Period
Employee’s data on a certain period or date range. For example, 01/30/2009 To 01/30/2009, or 02/01/2009 To 02/28/2009
Other Period – Person Selection Period
Employee’s organization assignment as of particular date period or date range.
For example, 01/30/2015 To 01/30/2015, or 02/01/2015 To 02/28/2015
Selection Section
Provide the following entries on this section of selection screen
Field Name Description User Action and Values
Personnel Number
Employee number or ID Choose Multiple Selection button
Choose Select Ranges tab,
Choose Copy button or F8 key
Employment Status
Employee status as of 0-Withdrawn, I – Inactive, 2-Retiree, and 3 –Active
Choose the value that relevant to desired report output
Personnel Area
Organization entity represents an area within enterprise structure
Choose a Personnel Area that relevant to the desired report output
Personnel Subarea
Organization entity represents part of Personnel Area within enterprise structure
Choose an appropriate Personal Subarea that correspond to selected Personnel Area combination to see the desired report output
Employee Group
Employee group within personnel structure
Choose value 1 for Employee, 4 for Intern or 7 for Temp/Seasonal
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Employee Subgroup
Employee sub group within personnel structure
Choose an appropriate Employee Subgroup that correspond to selected Employee Group combination to see the desired report output
Further Selections button
Provides list of employee master data criteria that can be included as part of Selection Section in addition to Personnel Number and Employment Status entry fields
Choose the fields on Selection Options area by highlighting the rows
Choose the Select or Right arrow button to move the selected rows to Selection Fields area
Choose Enter button to complete the selection
The additional selected employee master data criteria are displayed on the Selection section
Provide the necessary values that relevant to the additional master data field entries to meet the expected data output
Org. Structure button
Provides list of organization structure that employees’ belong to as one of the report output selection criteria
Expand the organization structure to find the desired organization units
Select the checkbox next to the desired organization units
Choose the Continue or Green Check button to complete and close the Choose Organization Unit window
Program Selections Section
Provide the following entries on this section of selection screen
Field Name
Description User Action and Values
Action Type
Personnel actions activity includes series of infotypes changes that relevant to employee’s life event changes.
For example: New hire, transfer, salary adjustment, and so on
Choose the value that relevant to report output
Date of action
The effective date of the ‘Action Type’
Choose the value that relevant to report output
Output Format –
Report output list format.
A blank value displays the default report output fields
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SAP List Viewer
A specific customer format displays the report output accordingly.
A specific output format can be created on the report output by choosing the Change Layout button
4. Choose the Execute button.
Result The report displays employee’s information (personnel number, first name, last name, personnel action effective date, action code, action description, organization unit number, organization unit description, and so on) relevant to the events/actions of an employee’s lifecycle.