Thursday, June 6, 2013

SAP HR Module Notes

1.3.1. Introduction to HCM

Typical HCM Processes:
  • HR Planning (Headcount, Cost)
  • Applicant Administration, Recruitment process
  • Employee Record Administration
  • Benefit and Compensation Management
  • Leave and Attendance Mgmt
  • Payroll Generation
  • Personnel Development (including Training)
  • Performance Appraisal
  • Employee Termination / Retirement

OM Objects:
  • Organizational Units
  • Jobs
  • Positions
  • Cost Centers
  • Persons

SAP HR Time Mgmt:
  • work schedule
  • shift planning
  • time data recording & admin
  • time evaluation
  • incentive wages
  • time managers workplace

SAP HR Payroll :
  • to calculate basic remuneration
  • payments related to benefits
  • special payments
  • overtime payments
  • bonuses

Component in SAP HR Recruitment:
  • Workforce requirement & advertising
  • applicant administration
  • selection of applicants
SAP HR Payroll Components:
1. Payroll Driver - program to run payroll
2. Payroll Schema - calculation rules.
3. Payroll Control Records - info such as period, payroll area.
4. Payroll Relevant File - data from infotypes
5. Internal Table for payroll - temporary storage.

1.3.2. Mgmt Requirement

1. SAP HR Training and Event Mgmt
2. Enterprise Compensation Mgmt
3. Personnel cost planning
4. Reporting
5. Employee Self-service
6. Managers Desktop

Training Programs
  • Soft skill Training.
  • Quality Training (ISO, Six Sigma)
  • System Training for End Users
  • Safety Training
Business Events
  • Business Conventions.
  • Internal Sales Meetings.

7 dynamic menus:

Business event menu
To create and change business events.
Attendance menu
To carry out bookings, pre-bookings, cancellations etc.
Information menu
To call standards reports for events, attendance and resources.
Planning menu
To plan and schedule the business events.
Tool menu
To maintain multiple infotypes simultaneously.
Resource menu
To manage resource types and resource.
Master data catalog
To maintain the objects in SAP HR Training and Event Management.


1.3.3. Master Data n HCM

Important elements of SAP HR:
  • Enterprise Structure
  • Personnel Structure
  • Payroll Structure
  • Personnel Records

Enterprise Structure:
  • Client
  • Company
  • Personnel Area
  • Sub Personnel Area
  • Organizational Key

Elements - Administrative perspective:
  • Employee Group
  • Employee Subgroup
  • Payroll Area
  • Organizational Key

Elements - Organizational Perspective:
  • Position
  • Job
  • Organizational unit

Employee Master Data:
  • Personnel records
  • Infotypes
  • Sub-infotypes
  • Object Identification
  • Infotypes Groups

1.3.4. Payroll and Wage Details.

Data required for Payroll:
  • Employee Master Data
  • Payroll Control Data
  • Payroll Elements
  • Deductions and allowances
  • Time data
  • Calculations / Derived Data

Pay scale Structure:
  • Pay scale type
  • pay scale area
  • employee sub group grouping for collective agreement provisions
  • pay scale group
  • pay scale level

Wage types: represent different amounts or times used to calculate employee remunerations, such as:
  • Standard Salary
  • Cost of Living Allowance
  • Standard Bonus

Wage types:
  • Primary - Dialog wage types and Time Wage types
  • Secondary - Technical wage types

1.3.5. Infotypes Menu & Screens
          Personnel Actions
          Global Employment

Infotype characteristics:
  • basic infotype characteristics
  • infotype short texts
  • technical characteristics
  • name of data field structure

Standard infotype has 3 screens:
  • 1000 - Initial Screen
  • 2000 - Single Screen
  • 3000 - List Screen

Personnel Actions:  HR tasks /ativities related to administrating employees of an organization.
  • Hiring of an employee
  • planning a Global assignment

Dynamic Actions : automatically triggered:
  • Maintenance of an additional infotype records
  • Performing a routine.

Managing global employees involves:
Planning > Relocation Preparation > Assignment Activation > Global Assignment > Repatriation

1.3.6. SAP HR PTM

SAP HR provide two authorization at level:
  • General Authorization checks (infotypes)
  • Structural Authorization checked (time-dependent)
Level of access determined by:
  • Organizational assignment of employee
  • Structural authorization check
  • Structural authorization profile and position or org unit
Time logic ensure authorization checks:
  • Period of responsibility; Validity period
  • access mode is READ or WRITE
Double Verification Check : suplementary control mechamism to protect infotype data and user access.

  • Symmetrical
  • Asymmetrical
Test procedure: used to create test data for infotypes.

1.3.7. SAP HR PTM 2


Major function in SAP HR Time Mgmt:

  • Shift Planning
  • Maintaining Time Data
  • Maintaining Time Sheets
  • Maintaining Work Schedules
  • Valuating Employee Working Times
  • Calculating Performance Oriented Remuneration
Following groupings are possible in SAP HR PTM:

  • Groupings in Work Schedules
  • TIme Data Recording and Admin
  • Time Evaluation
  • Shift Planning
  • Incentives Wages
Shift planning - enables HR department to determine and schedule the required number and type of personel at each organizational unit.

CATS - SAP tools used for recording employee working time and tasks.

Work schedules allow managing employee work on time-based schedules and stores employee work and break schedules, using the following:
  • Daily Work Schedules
  • Break Schedules
  • Period Work Schedules
  • Work Schedule Rule
  • Personnel Work Schedule

A Daily Work Schedule stored the following data:

For which it is applicable
Planned Working Hours
Contain the number of planned working hours per day for an employee
Working Time data
Consists of the Fixed and Flexi-time working hour’s data.
Break Schedule
Consists of the period in the day when an employee can take breaks.
Tolerance time
Defines the time limits until which the period between a clock-in time and clock-out time is not considered as either overtime or shortages.
Overtime data
Defines whether overtimes should be considered for Flexi-time working and defines the system processing logic.

A Work Schedule Rule is used to specify the period Work Schedule which can be used to setup a work schedule along with the day from which it is applicable.

Standard SAP provides various types of Work Schedule Rules such as:

Normal Shift, with 8 Daily Working Hours per day and 40 working hours per week and 173.3 working hours per months.
Swing Shift – 2 weeks with 7.5 working hours per day and 37.5 working hours per week and 162.5 working hours per month.

1.3.8. Infotypes in SAP PTM


Various Time Management Master data Infotypes are:
  • Organizational Assignment (0001)
  • Personal Data (0002)
  • Payroll Satatus (0003)
  • Planned Working Time (0007)
  • Time Recording Information (0050)
Shift groups contain the shifts used for planning the shifts.

Various Time Recording Infotypes are:
  • Absences (2001)
  • Attendance (2002)
  • Substitutions (2003)
  • Changes to Planned Working Time Availability (2004)
  • Overtime (2005)
  • Employee Remuneration Info (2010)
  • Maternity Protection / Parental Leave (0080)
  • Military / Non-military Service (0081)
Various Time Quota Infotypes:
  • Absence Quota (2006)
  • Attendance Quota (2007)
  • Quota Corrections (2013)
  • Time Quota Compensation (0416)
Time Managers Workplace : facilities decentralized time data maintenance by Line Managers who can play the role of Time Managers /Administrators. 

A deduction rule for Absence quota specifies how absences can be deducted from the absence quotas.  Several types of absences can be deducted from the absence quotas, such as, the following:
  • Annual Leave
  • Compensatory time-off in liew of overtime
  • Paid  sick leave
  • Education leave
  • Special Leaves
  • Vacation leave
  • Bereavement leave
  • Un-paid sick
  • Un-paid personal leave
  • Maternity leave
A deduction rule for Attendance quota specifies how attendances can be deducted from the attendance quotas. 

Usually, two types of attendances can be deducted from the attendance quotas:
  • Attendance or Working times which are recorded in Attendance infotype (2002).
  • Working times in employee time postings (either through CATS or time recording terminals)

Overtime compensation type determines whether attendances that are deducted from the quota are compensated either financially and or by time.  It supports the following OT compensations types:

Depends on the wage type applicable:
  1. Remuneration
  2. Time off plus overtime rate
  3. Compensation (Time Off)
  4. Compensation (day)
  5. Salary Overtime with fluctuating rates

1.3.9. Payroll Calculation

Important components of SAP HR Payroll are:
  • Payroll Driver
  • Payroll Schema
  • Payroll Control Record
  • Payroll relevant files
  • Internal tables for Payroll
Wage Types:  represent different amounts or times used to calculate employee remuneration.  There are 2 types:
  • Primary
  • Secondary wage types
Payroll Log:  is used to display the results of a Payroll run, such as:
  • Personnel numbers successfully processed or failed.
  • Messages : Errors, Warning, Information, etc.
  • Statistics such as # of personnel records selected for processing, # successful, # rejected etc.

A Personnel Calculation Schema comprises of sequential steps that be executed by any of the following:
  • Country specific Payroll driver / program
  • Time evaluation program.

A Personnel Calculation Schema is characterized by the following:
  • Main Schema
  • Sub Schema
  • Schema Elements

Main schema consists of several tasks related to Payroll or Time Evaluation, which are executed sequentially.

It is used as a parameter by the payroll program / driver and is always executable.

SAP System provides Main Schemas for International Payroll (X000) and Time Evaluation (TM00).

Subschema is similar to Main Schema except that these are called from Main Schema or other subschema..

It also consists of functions and parameters required to execute tasks related to Payroll and Time Management.

The function COPY is used to call a subschema.

Personnel calculation rule, usually comprise of sequential statements for calculating values related to payroll run or time evaluation.

A rule consists of at least one operation related to Payroll or Time Evaluation and characterized by a decision tree structure.

It is called by a Personnel Calculation Schema, which is executed by Payroll driver.

1.3.10. Payroll Organization


The process of executing a payroll run for a partial period and calculating partial period remuneration for an employee is referred to as factoring.

SAP HR payroll provides the Factoring function which uses the Partial Period Factor to determine the partial period remuneration of an employee.

The partial period remuneration can also be used in cost accounting.  Amounts from cost accounting wage types can be allocated to different cost centers

Retroactive accounting:
  • Means "Payroll accounting for past period"
  • Period to which payroll can be run depends on Retroactive Accounting Limit.
  • Triggered by certain changes ster and Time Data of employess for a payroll period.

Employee absences can be valuated using several methods during a payroll run such as:
  • As-if principle.
  • Constants / Average.
  • Formation of Counting classes for factoring and cost accounting.
  • Quota deduction.
  • Special processing using Personnel Calculation rule.
Some of the above methods can be used together in valuating the absences.

Status indicator in Payroll Result conveys the whether the result is current, previous or an old result.
  • Release for Payroll
  • Released for Correction
  • Exit Payroll
  • Check Payroll Results
1.3.11. Organizational Management

Organizational Unit represents an organization or a department of a functional unit in an Organization.

A position in SAP HR represents a post which can be occupied by an internal ot external employee of the organization.  A position is usually assigned to an organizational unit or a job. 

A job is an Organizational object that describes the nature of tasks, which can be assigned to a position or organizational unit.

A task is an OM object which represents an activity or group of activities  performed within an organizational unit.

Relationships are used to define how different SAP HR OM objects in an organizational plan are related to each other.

A relationship in SAP HR OM consists of a code and three digit number and appropriate description for the code and the number.  For example:
  • A 003 =  Belongs to
  • B 003 Incorporates
  • B 002 =  is line supervisor of
  • A 002 =  Reports (line) to

A code that represents the two different sides of a relationship:
  • Passive (A)
  • Active (B)

Relationships can be setup in three ways:
  • Hierarchically
  • Laterally
  • Unilaterally

Object Type
1000 Object
Organization Unit
Cost Center

1.3.12. Reporting in SAP HCM

Reporting options in SAP HR are:
  • SAP Infoset Query
  • SAP Standard Query
  • SAP Quick Viewer
  • SAP HR Standard Reports

Below are the standard reports in Recruitment.

 Example of some standard report in Compensation Management:

Standard reports in Personnel Management:

 Standard reports in Personnel Development:


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