SAP HR FAQ

Q: How workflow is related to SAP HR? Workflow is used to bring out more efficencies and transparencies in processes within SAP. For example, a leave application by an employee using ESS needs to be sent to the employees direct supervisor/Manager for approval. Workflow can be used for this. If the manager does not approve leave within the specified time, certain events like escalation, notification etc can be initiated. You can map many processes of SAP that involves the participation of many dialogue users to be implemented using workflow. There are many SAP Standard workflows that you can use or can be customised for specific use. In SAP HR, you can have workflows for CATS Approval, Higer duties approval, contract extension, position change approval, etc. You can program the worflows to update the infotypes, etc. Q: We have this problem at work, on the org. side the new jobs are there but when we check in infotype 1 it does not pull through. We've tried doing the updates using the LSMW and also a programme but nothing helped. We've tried to run RHINTE30 but still it does not update infotype 1 record. The PLOGI ORGA switch is on. Where can we check or what can we do to fix this problem A: Hope that is to facilitate the workflow process.That is if you need the flow either up ward only or downward only. Also it may be useful in ESS, MDT/MSSfor leave and attendance, appraisals, HR info of the employee and updation, etc.,see the switches if it is related to jobs on the switches not only orga textc,texto,texts switch on and try it it will come it wont work out onlywith orga Q: Where can we see the integrations is switch on, is there a table? A: Use T77s0 for PLOGI ORGA. Q: Can u tell me how to find the UGR of an country?

A: To find User Group, Go to System -> User Profile -> > Own Data ->> Parameters > UGR IMG > Personnel Management > Personnel Admin > BasicSettings > User Parameters Q: How can we give abscence quota's for a group of employees. A: I known that by running the report RPTQTA00 we can give but what are the customizations we have to do in IMG Q: Creation of wage type A: See you can create wage type in> PM----PA----Payroll dat----basic> pay---wagetypes---create Wt catalogue./ Wage> type group> For running a payroll you need to create a payroll areas and that you need to fine with client about his requirement. Q: I want the T-code of that window where it asks for evaluation path. I want to generate the report in OM. A: Transaction S_AHR_61016529 or program RHNAVIG0. Q: How to find the UGR of an country? A: An UGR would be only to users, as thename indicates is a User Group and is not related to a country.If you want to find the user group of a person, then you can go to: System->User Profile->Own Data-> Parameters.Here you can find the UGR settings for the user. Q: Do you want to know the country grouping (molga) A: Then see "Mol" in *System->User Profile->Own Data-> Parameters screen If you are looking for Usergroup then See UGR An UGR would be only to users, as the name indicates is a User Group and is not related to a country.If you want to find the user group of a person, then you can go toSystem->User Profile->Own Data-> Parameters.Here you can find the UGR settings for the user. Q: I have to create a root organisation unit in Development system. Now I want to transport the changes to Test and production system. The Transport settings in The IMG is 'X' that no transport request should be generated. So, is it advisable to change the settings to blank and then develop the transport request

and arrange the settings back to normal once the transport request is generated for PPOCE. A: If you only need to create one root object, it's simpler to do it manuallly in all three systems. Don't forget to check the range number in all the systems, though. Q: Or is there any other way to transport the changes made in PPOCE or shall I do that manually in every system. I have to only create a Root organisational unit with same object Id in all the systems. A: Just find with the basis consultant he will make it for you. Give sugestion becoz generally we release the transport request in dev. server from there the basis consutlant will transport to QAS and production server. There are so many transport request goes to system. So if it get jam. You can tell your basis consultant to restart server. Then it will be clear. Q: I need to execute one scenario. "Coordinators will try to book one employee for one business event, but on that day he will be on leave", what should be the process incase I need to see that the person is not booked. A: For checking whether the person is booked or not, go to transaction psv1 Q: Can somebody explain me with examples about the following terms? - Staffing Status - Staffing Percent - Percentage Approved - Percentage Reserved A: This is reg your 4 terminologies staffing status is related to "position" in OM as vacancy, or no vacancy or obselete etcstaffing percentage is related to a particular personnel no . Its stored in Relationship table HRP1001. You can understand that some % of working time is spent in specified position.the other 3 terminologies "percentage approved and "percentage reserved" to be explored. Q: First of all we wanna tell you what we are doing step by step. After logon process, we entered the transaction code PM01 to access "Create InfoType" screen. Then we selected the tab "SingleScrn" to generate new objects into existing infotype. To do this, we entered "0005" as infotype no and "YU" as infotype version for Serbia. And then we just clicked on the button "Generate Objects" which exists right hand side of the screen.We got the error message "HCMT_BSP_PA_YU_R0005 does not exist".

A: IT0005 is a standard IT and already exists, you cannot CREATE it. If you want to create a customer infotype, it has to start with 9*.

How to Start 'AS IS' Statement?

I am new to preperation of the 'AS IS' phase statement while implementing the SAP HR india pay roll project. Previously I worked on the configuration part only but I am never involved in preperation of 'AS IS' statement. Presently in my company they are asking me to implement sap hr india payroll project in india, for that I need to start with 'AS IS' statement. How to start doing the project in 'AS IS' ? Are you working as a technical person or functional person? This work is of a functional consultant.It involves understanding the complete functionality of the system. It involves detailed understanding of how the HR department is functioning because based on that only you would provide a solution to them. Like suppose you are implementing SAP HR module for them then in the AS-IS and TO-BE phase, you need to prepare all the documents of the process flow (you can prepare them in word). Like suppose you are implementing for PA then you need to identify how many personnel areas you need to make, how many subareas you will make, employee groups, subgroups, based on what you are classifying them? This all will come in the master data document which has to be approved from the client whoever he is . Like if the current system is on mainframe or for some specific applications like for recruitment the system is on mainframes and the client wants to keep that system as well then interfaces need to be identified which will be there because you will have to upload the data to sap system using bdc. Like this for every process there will be a document.Even for actions like: - Hiring - Newly Hire - Termination - Transfer - Layoff etc

You will have to see what all actions your client wants, like if there is an action transfer which is run for employee what all will be the reasons you will be configuring for that action. This will be told by the client which can come out after a series of meetings and after discussions you will have to come out with the document that these will be action types. These will be the action reasons, these will be the action codes for that. This will be in the TO BE process document. After this phase is over complete configuration can be done. Actually AS-IS process in summary involves a : 1) Series of meeting with the client. 2) Gathering complete information about the existing system. 3) Preparation of the blue print documents describing the complete AS-IS process ,i mean the existing system. 4) Flow charts should be included in the as-is blue print process flow document describing the complete process. 5) After this is finished u have to give the TO-BE process structure that will be implemented in SAP. 6) After that there will be some things which cannot be implemented in SAP so the gaps are to be identfied. 7) These gaps are to be documented in white paper for the client. It is a lenghty process but not so difficult only the thing is that the functionality is to be understood properly.

What Is ESS and MSS?

Explain briefly the process/functionality and the distinction between ESS and MSS. ESS - Employee Self Service is an web enabled tool used to update their own datas by the employee itself. MSS- Manager Self Service is an web enabled tool used for Managers to take report or update the datas of subordinate. This will give you a comprehensive idea: To implement LEAVE REQUEST &APPROVAKL, both ESS and MSS are not mandatory. But ESS is required.However this functionality is developed to be

avaialable in MSS also if a client wants have both ESS and MSS. Without MSS, the business flow of Leave request would be in ESS is like this: 1. An employee wants to take two weeks of leave. He or she accesses the Leave Request Web application. He or she sees in the Team Calendar that other team members also have leave at the same time. Nonetheless, he or she requests leave for the planned period. 2. The leave requires approval. The system automatically determines the approver responsible and lists the name in the Web application. If required, the employee can overwrite the name of the approver. 1. The employee's request is stored in the database of leave requestswith the status Sent. 2. Once a day, the RPTARQEMAIL report (Leave Requests: Send E-Mails) is run in the background. The system sends an e-mail to the appropriate approver for the requests with status Sent that require approval. The e-mail notifies the approver of the steps required. 3. The approver accesses the Approve Leave Requests Web application from the Universal Work list.. The application provides the approver with a list of all the leave requests that require his or her approval. 4. The approver selects the employee's leave request. After checking the Team Calendar, the approver realizes that the employee's leave request cannot be approved since it would mean there would not be enough team members at work for the period in question. 5. The approver writes a note in which he or she states why the request has been rejected. He or she then rejects the request. 6. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her that the request was rejected. The employee accesses the Leave Request Web application. He or she selects the request in the Absence Overview. He or she sees in the note the reason why the request was rejected. 7. The employee looks at the Team Calendar and finds a period in which no other team members are on vacation. He or she changes the period of the request. The employee specifies the change in period in the note. 8. The RPTARQEMAIL notifies the approver of the request by e-mail. This time the approver can approve the request. 9. The request receives the status Approved in the database. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her that the request was approved. 10. The system processes the requests further according to their status: 11. The RPTARQPOST report (Leave Requests: Post) writes all requests in the database that have the status Approved to the Absences (2001) or Attendances (2002)

infotype. 12. The system may not be able to post the requests to the infotypes if, for example, they collide with other infotype records. These requests are given the status With Errors. 13. The RPTARQEMAIL report sends an e-mail to the relevant time administrator to notify him or her that the requests were unable to be posted. 14. The time administrator accesses the RPTARQERR report (Leave Request: Process Posting Errors). It lists the requests with errors. 15. The time administrator analyzes the error situation in the backend system. 16. If he or she can solve the cause of the problem and save the data record in the infotype, he or she uses the RPTARQERR report to set the request to Posted. 17. If the problem cannot be solved, because the employee has other commitments at the time, for example, the time administrator rejects the request. 18. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her of the change in status of the request (in ESS) MSS: it is a web based application designed for the people who carry out management tasks. Here is the brief description. This Manager Self Service is designed for all employees who perform management tasks at an operational level, for example: i. Line managers ii. Team leaders with project management tasks iii. Department heads In particular, the business package supports managers perform the following: 1 Tasks related to the personnel responsibility for their team - Controlling tasks within their budgeting responsibilities - Planning tasks - Project management tasks * Budget* -- Supports managers in fulfilling their cost and budget responsibilities, including annual budget planning, budget monitoring, cost analysis, and correction of postings. Managers can check critical variances, monitor travel expenses, and track budget consumption on projects. *Staffing* -- Supports managers in their HR-related administrative and planning tasks. The application supports HR processes relevant to a manager's particular tasks - from recruitment to the annual employee review and compensation planning. It allows a manager to display attendance information, as well as to change data for employees who have no access to PCs. SAP Manager Self-Service supports flexible

reporting on data from different data sources, and a quota planning function enables managers to plan future staffing quotas. In the latest release there some additional functionalities (iViews) are added. ESS: Allows employees to create, display, and change their own data in the company's intranet. In Personnel Administration, for example, employees can use the Personal Data service to create and edit their own personal data. In this way, employees can keep their own data up-to-date, while simultaneously reducing the number of time-consuming and expensive activities performed by the Human Resources Department. Employee Self-Service of mySAP ERP enables employees to create, display, and change their own HR-related data in the Enterprise Portal. It covers data from various business areas: - Working Time - Career and Job - Employee Search - Personal Data - Benefits and Payment - Travel Management - Corporate Information - Life and Work Events - Training related details - Qualifications - Appraisals - Participation in the Appraisal process* etc.

Integration of SD and HR
Is there any integration between SD module and HR module? 1) Primary Relationship : Enterprise Structure : the highest level of the HR module is Enterprise Structure and this is the base for every module. While implementing SAP for the companies all the consultants of various modules sit together and identify the elements of enterprise structure from their point of view and form a common code for their various terminlogies. Let us say Personnela Area ::::::: Human Resource Plant ::::::: MM and PP Sales organisation ::::::: SD

Like this for the same area we do address with several names from different SAP Modules. For this Common Area we take a common code let us say 1000. So the highest level of organisation after the company code is identified. Next to this step Our responsibility is to identify "Personnel Sub Areas" It is a division or Department below the level of personnel area. From SD module below the sales organisation distibution channela and divisions will come. Also the sales Areas . these are all assigned to the Sales organisation. And we know sales organisation has to be assigned to the Company Code. Meas From HR Personnel area = Sales Org in SD Personnel Subar = Distibution channel , Division To identify which is the common terminology for personnel subarea, we need to identify the reporting structure of the company and its accountability at each level . THIS APPEARS TO SIMPLE BUT SO COMPLEX. Like this maintaining the relationship at enterprise structure level shuold be done 2) Seconday Relationship (Indirect Relationships): Sales areas are assigned to another sales areas. Here many to many relationships are maintained rather than many to one ( many Sales orgs to one company code) of primany relationships. Here we should be very keen From H R point of view to identify personnel sub areas. At the same time we should keep in mind the functionality of cost center also while framing the structure . 3) Employee relationships : HR Point of view: Once we identify the employee groups in the company like permanent, contracts, temporary , trainee etc., we do focus on Employee Sub Groups. SD Point of view :

If the employee is at TRAINEE or PERMANENT or TEMPORARY has to be decided and accordingly should be assigned on recruitment at org assignemnt infotype 0001. We aslo know that infotype 0900 may also be initiated for maintaining the master data of employee at PA 30 to assign sales organisation,Sales Office, Sales Groups to each employee. 4) Recruitment : We at HR have to identify the position and declare it as vacancy then we can recruit as per our procedure as every body knows. Other wise go to the transcation code PAL1 and creat sales representative and assign him to respective org div through 0001 infotype. PAL3,PAL4 also may be useful. Like this at enterprise structure and employee structure HR and SD share common ideas.

Qualified and Unqualified Advance Payments

What do you mean by qualified advanced payments and unqualified advanced payments? The SAP System differentiates between qualified and unqualified advance payments. Qualified Advance Payments: With qualified advance payments, payroll takes place for some of the payroll elements in the first payroll run, and is transferred if necessary. The payroll run is not ended. Instead, it receives the Payroll Correction status. During the correction phase, you enter more payroll elements. In the subsequent payroll runs you carry out payroll for these remaining payroll elements and transfer them to your employees. The payroll program only finishes when accounting has been performed for all payroll elements. Unqualified Advance Payments: Employees may receive an advance salary payment prior to the payroll run. In this case, only the employee's master data is imported for the transfer. No payroll run is performed. Wage types entered in the following infotypes are taken into account:

External Bank Transfers

infotype (0011)

Recurring Payments and Deductions infotype (0014)

Additional Payments

infotype (0015) The transfer is affected gross for net, since there is no payroll run to calculate deductions such as taxes and social insurance contributions. Net accounting for the advance payment takes place during the payroll run, which is performed later. This type of advance payment is known as an advance payment on the basis of master data. The payroll run takes place at the end of the payroll period. An unqualified advance payment is independent of the payroll period and is therefore considered a period-independent activity.

Explain Significance of TARIF , SUMME and PRZNT

Explain significance of TARIF , SUMME and PRZNT in regards to indirect valuation? by: Manikya Raju TARIF is also a wage type Indirect valuation module. TRAIF is a feature used to default Basic Pay WT in IT0008. Indirect Valuation : The system automatically calculates the wage type amount and enters it in the infotype. In this case, the wage type amount is imported and/or calculated from the table and does not have to be entered manually. The TARIF module uses pay scale data that is taken from the pay scale groups and levels entered in the Basic Pay infotype. The module TARIF has four variants (A - D), that have the following meaning:

A B C D

Valuation is based on the pay scale group and level Valuation is based on pay scale group/level and specific wage type Valuation does not depend on pay scale level Valuation does not depend on pay scale group or level

There are two modules that can be used for indirect valuation. Both of these modules are based on how the table "Base Wage Type Valuation" is set up. In the IMG structure, choose: Personnel Management > Personnel Administration > Payroll Data > Basic Pay > Wage Types > Define Valuation of Base Wage Types The modules are: SUMME - The wage type amount is the result of this valuation. eg-Wage Type 1+ Wage Type 2= Wage type 3 PRZNT - The result of this valuation is multiplied by the percentage specified. eg-Wage Type 1+ Wage Type 2+Wage type 3=Wage type 3 There is TARIF feature which defaults pay scale type/pay scale area in the IT 008 we can default the Payscale data using the TARIF feature. Certain wage types are calculated as a percentage of other wage types. You can link the wage type that is to be valuated with several base wage types in the Base Wage Type Valuation table. In "Define valuation of base wage types", you must specify which wage types are to be used to calculate the percentage bonus (PRZNT). A distinction is made between direct and indirect variants. In the direct variant, you must enter the wage types to be used as a valuation basis in the infotype otherwise, they are not considered. The relevant wage types must not be in the infotype in the indirect variant. The monetary value is determined internally, and is used used as the basis for further calculations. You must define which wage types are to be used to calculate the percentage bonus (SUMME). A distinction is also made between direct and indirect variants. In the direct variant, you must enter the wage types to be used as a valuation basis in the infotype otherwise, they are not considered. The relevant wage types must not be in the infotype in the indirect variant. The monetary value is determined internally, and is used used as the basis for further calculations.

Unlike the PRZNT module, the percentage value in the SUMME module is entered in the table (field: Percentage) as a fixed value and is therefore linked to the wage type.

Concurrent Employment vs. Global Employment

Concurrent Employment An employee has more the one personnel assignment within a country with one or more employers. This assignments can be concurrently or sequentially. Global Employment An employee has more the one assignment in different countries. This assignments can be sequentially or concurrently. Concurrent Employment - Personnel administration of several assignments with one unique Person ID for a Person. - Benefits processing (e.g. eligibility and payroll). - Time evaluation allows common processing of the assignments according to legal or company (e.g. Union agreements) specific rules. - Payroll (Canada and US) allows common processing of the assignments according to legal (e.g. Taxation) or company (e.g. Union agreements) specific rules. - Reporting on payroll result is enabled to e.g. print combined pay slips for several assignments. - Available for Canada and the US (payroll localisation). Global Employment - Personnel administration of several assignments with one unique Person ID for a Person. - Management of Global employees which contains functionality to calculate the compensation package, support the relocation and repatriation process. - Payroll and reporting for the home and host country according to legal requirements. - Payroll for Global Employees which contains a flexible tool to exchange information between payrolls of different countries. Technical Solution - Both functionalities uses the same technical bases for the personnel administration. - The infotype framework which allows the system to share information between assignments and additional functionalities for interaction between infotypes. - The Person ID which is the one unique identification for a person over its lifetime

with the company. - Payroll and reporting for the home and host country make use of the fact that the person has assignments in both countries. New Functionality includes: - Planning & Activation of Assignments (including Mass processing) - Compensation Package Offer (Home to Host country) - Checklists - Currency Fluctuation Protection - Global Commuting Tracking for tax - Document scanning - Offer Letter - Global Payroll - Career Sponsor flag - New 07** Infotypes - New infotype header - New 07** Infotypes - IT0702 Documents - IT0703 Documents on Dependants - IT0704 Information on Dependants - IT0705 Information on Checklists - IT0706 Compensation Package Offer - IT0707 Activation Information - IT0708 Global Commuting (information only) - IT0709 PersonID - IT0710 Details of Global Assignment - IT0715 Assignment Status - IT0722 Payroll for Global Employees - IT0723 Payroll for GE. Retro. Accounting - MGE enables more than just a reduction of administration time and cost: - Single point of information for all involved parties - Supports better and faster negotiation/approval process through efficient information exchange. - Supports talent management by capturing assignment history - Helps HR department plan for arrival ensuring first few days are as smooth as possible - Allows consolidation of information from multiple systems ultimately allowing for one true international HR system. - MGE has to be requested from SAP. See OSS note 540451 - Activate switches in table T77S0 - CCURE GLEMP (Global Employee solution)

- CCURE GLOPY (if using Global Payroll) - CCURE PIDGN (defines which rule to generate PersonIDs Note: Once a generation rule is defined it must not be changed !!!! CCURE PIDSL (to activate selection using PersonID). Note: This sets selection for all users and is optional. You can also set PersonID selection at a user level. Ensure you have defined a Generation rule in T77S0 Run report HR_CE_GENERATE_PERSONID_EXT. Note: if errors occur with IT0709 due to inconsistencies in the database, perform the following: run report RPUFIXDS which will fix the errors. Then run the HR_CE_GENERATE_PERSONID_EXT again.

Mapping Of HR Life Cycle

The basic processes (and how to) to go through when starting from scratch an entire HR life cycle. By: Rajesh Let me first try to explain you the Employee Life Cycle in an HR Process Overview and then I will try to explain the logical sequence in which the the Modules of SAP HR comes into picture. It all depends on the clients understanding and the existing business processess what all moduels they want to implement. Employee Life Cycle 1) First the Manpower Planning division predicts number of postions which area vacant and needs to be filled. 2) Internal transfer or Recruitment takes place. 3) Hiring is done from open market. 4) Benefits enrollment. 5) Trainings are imparted to fill gaps. 6) Travel entitlements and management. 7) Time Reporting & Shift Planning. 8) Payroll for salary disbursement. 9) Career and Succession Planning & Compensation Managment. 10) Cost Planning and Reporting and the ultimate can be. 11) Separation (Retirement, Resignation etc). Explained below is the mapping of the above realtime process in different SAP HCM modules:

1) Organisation Management : In this module we can map the postion of the employee in the organisation indicating what is his reporting relationship etc. 2) Personnel Administration : In this module we can maintain all the information pertaining to an employee (e.g. Name, Address, organisation assignment, dates, basic pay, bank details etc). 3) Time Management : Maintain Attendance & Absences. 4) Payroll for Salary disbursement. 5) Benefits. 6) Compensation Management. 7) Training and Event management. 8) Personnel Development (Career / Succession Planning, Appraisals & Individual development plans). 9) Travel Management for managing travel and postings etc.