HR - Personnel Administration (PA)

PA involves administrating employee data, commonly referred to Master Data. Master Data contains all employee data used in HR processing. Master Data includes Personal (Eg. address), Organizational (Position description), Benefits (Insurance, Pension), Time & Payroll. More on Master Data... Master Data is stored in Infotypes. Infotypes are tables (for user Data entry screen) that contain logically related employee data. Data can be stored for specific periods, which includes current and historical. More on Infotypes.. Components of PA: Recruitment Organizational Structure Compensation Management Personnel Development

Company Structures in HR: Enterprise Structure - Assigning employee to a geographical location (eg. San Francisco). Personnel Structure - is used for functional grouping of employees (eg. salaried, hourly).

Components of PA: Personnel Area: represents a division of a company code into subunits. It is an organizational entity representing an area within an organization defined by specific aspects of personnel administration, time management and payroll. Personnel areas are subdivided into personnel subareas. Personnel area is specific to HR and is a four character alpanumeric identification. Eg. Personnel area 1000 is for employees in Texas, 2000 is for Louisiana. Personnel Subarea: is a further subdivision of Personnel area. It may represent geographical locations. Functions include: 1. Set groupings for Time Management, so that work schedules, substitution and absence and leave types can be setup for individual personnel subareas. 2. Generate default pay scale type and area for an employee's basic pay. 3. Define public holiday calendar. Employee Groups: divides or groups employees into various categories. Eg. Active employees, Retired employees, Contractors. Employee groups are used to generate default values for payroll accounting area and basic pay. Employee Subgroups: are further differentiated within the employee group. Eg. Salaried employees, Hourly employees, Unionized employees, Executives. The employee subgroup grouping for the payroll rule allows you to define different payroll procedures for different employee subgroups. For eg. you can specify whether an employee's pay should be determined on hourly or monthly basis. The employee subgroup grouping for the work schedule defines the validity of work schedule, and the attendance or absence quota type determines the validity of time quotas.

Infotypes Definition
Infotypes are units of information in the Human Resource Management System.

Use
Recording employee data for administrative, time recording, and payroll purposes is of primary importance for master data administration in HR. In the SAP System, the information units used to enter master data are called infotypes. Infotypes are used to group related data fields together. They provide information with a structure, facilitate data entry, and enable you to store data for specific periods.

Structure
Infotypes are characterized by the following: Infotype Structure Data Entry Time-Dependent Storage of Infotype Data

Time Constraints
Time constraints guarantee that exactly the data the system needs to be able to correctly process the employee data, handle personnel administration processes and run payroll for an employee is available in the system. Time constraints keep you from storing mutually incompatible data and prevent gaps from occurring in the data history. Use You use time constraints to define the following: Whether an infotype record must exist for an employee in the system Whether further records of the same infotypes may exist Whether these records can overlap in the validity period. For certain infotypes, you can also assign different time constraints in relation to the infotypes subtype. When you enter infotypes, the system automatically checks if your input satisfies the time constraints conditions, and reacts by automatically delimiting data records or issuing error messages. Structure Time Constraint 1 For the entire time that the employee works at the enterprise, exactly one valid infotype record must exist. The validity periods of the individual records must not overlap. When you create a new record, the system automatically uses the start date of the new record as the delimitation date of the old record. Gaps are only allowed between the employees entry date and the start date of the first record. Time constraint 1 must be used for all of the infotypes containing information that must be available at all times. This is particularly true of personal and organizational assignment data.

An Organizational Assignment infotype record (0001) must exist for all active or inactive employees in the SAP System. The system needs the data stored in this infotype for all business processes. In addition, this data must be unique, in other words, the system must know precisely to which organizational units the employee belongs. Thats why only one record may exist at the same time. Time Constraint 2 No more than one valid record can exist at any one time. Records with constraint 2 must not overlap. Their existence is not obligatory. When you create a new record, the system delimits the previous record, if one exists. If the system delimits a record because of time constraint 2, it issues an appropriate message. Time Constraint 3 Any number of valid records can exist at any one time. The individual records do not conflict with each other. In the Powers of Attorney infotype (0030), you can store different powers of attorney. Thats why any number of records for this infotype can exist at the same time. Since not every employee in your company has powers of attorney, a record for this infotype does not have to exist in the system. Time Constraint A Infotypes with time constraint A must have no more than one record. The system automatically assigns the record a validity period from January 01, 1800 through December 31, 9999. This validity period cannot be subdivided. Infotype records with time constraint A cannot be deleted. Time Constraint B Infotypes with time constraint B must have no more than one record. The system automatically assigns the record a validity period from January 01, 1800 through December 31, 9999. This validity period cannot be subdivided. Infotype records with time constraint B can be deleted. Time Constraint T Infotype records with time constraint T depend on the subtype.

For the Addresses infotype (0030), you can assign a different time constraint for each subtype. In this way, you can make sure that a main address always exists for the employee and you can also enter temporary residences, if necessary. Time Constraint Z The infotypes you use for entering working and absence time have a special time constraint behavior. For more information, see Time Constraints in Time Management .

Important Infotypes

Comonly used Personnel Administration Infotypes Infotype 0000 0001 0002 0003 0006 0007 0008 0009 0011 0014 0015 0016 Actions Organizational Assignment Personal Data Payroll Status Addresses Planned Working Time Basic Pay Bank Details Ext. Bank Transfers Recur. Payments/Deds. Additional Payments Contract Elements Infotype Name

0017 0019 0021 0022 0023 0024 0025 0027 0028 0029 0030 0031 0032 0033 0034 0035 0037 0040 0041 0045 0050 0052 0054 0057 0065 0069 0070 0071 0077 0078 0080 0081 0082 0083 0084 0085 0086

Travel Priviledges Monitoring of Dates Family/Related Person Education Other/Previous ERs Qualifications Appraisals Cost Distribution Int. Medical Service Workers' Compensation Power of Attorney Reference Pers. Nos. Internal Control Statistics Corporate Function Company Instructions Insurance Objects on Loan Date Specifications Company Loans Time Recording Info. Wage Maintenance Works Councils Membership Fees Tax Data - GB National Insurance GB Court Orders GB Pension Funds GB Additional Personal Data Loan Payments Maternity Protection/Parental Leave Military Service Additional Absence Data Leave Compensation SSP Control GB SSP1(L) Form Data GB SSP/SMP Exclusions GB

0087 0088 0094 0105 0121 0128 0130 0131 0139 0165 0167 0168 0169 0183 0185 0198 0199 0207 0208 0209 0216 0302 0416

WFTC/DPTC GB (this infotype is no longer used - use 0757 instead) Maternity GB Residence Status Communication RefPerNo Priority Notifications Test Procedures Garnishment/Cession EE's Applicant No. Deduction Limits Health Plans Insurance Plans Savings Plans Awards Teachers DfES Number Schedular Deduction Tax Addl. tax deduction Residence Tax Area Work Tax Area Unemployment State Garnish. Adjustment Additional Actions Quota Compensation Commonly used Organisation Management infotypes Infotype Infotype Name Object Relationships Description Department/Staff Account assignment features Work schedule Cost planning Standard profiles PD profiles Site-dependent information Address

1000 1001 1002 1003 1008 1011 1015 1016 1017 1027 1028

1032 1037 1039 1208

Mail address Billing/allocation information Shift group SAP organisational object Commonly used Time Management infotypes Infotype Infotype Name Absences Attendances Substitutions Availability Overtime Absence Quotas Attendance Quotas EE Remuneration Info Time Events Time Transfer Specifications Quota Corrections Annual Calendar Monthly Calendar Weekly Calendar Commonly used Recruitment infotypes Infotype Infotype Name Applicant Actions Applications Vacancy Assignment Applicant Activities Status of Applicant Activity Applicant's Pers.No.

2001 2002 2003 2004 2005 2006 2007 2010 2011 2012 2013 2050 2051 2052

4000 4001 4002 4003 4004 4005