personnel administration in sap

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Personnel Administration Module Overview

Establishes organizational hierarchies.

Used to perform essential personnel administration tasks such as Hiring employees Performing organizational reassignment Salary adjustment Termination action

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Infotype

Infotype is a logical grouping of data fields.

In the R/3 System, the information units with which master data is entered are called Infotypes.

e.g. Org Assignment, Personnel data, Addresses, Basic pay, Planned working time etc.

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Subtype

Subtypes are used to subdivide info type records.

You can use them to subdivide info type data by subject matter, which makes the information easier for you to access and manage, or to assign different control features (such as time constraints) to different subtypes.

e.g. Addresses Infotype has subtypes Permanent Address, Home Address, Emergency Address etc.

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Infotype Functions

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Useful Screen Buttons

On any screen in SAP, the green checkmark means enter. If you prefer, you can also use the enter key on your keyboard.

The green arrow (back) button will take you back one screen in the application in which you are currently working. If you are at the initial application screen, the green arrow will return you to the SAP Easy Access menu.

The yellow up arrow (exit) button will take you back to the SAP Easy Access screen. Occasionally, if the application you are using has more than one level, the yellow exit arrow will only exit you from the application you are currently in, and place you in the higher level application

The red X button (cancel) will cancel the application you are currently using, and return you to the SAP Easy Access menu with a single click.

The create session button will open a new SAP session in addition to the one currently in use. While it is not necessary to have more than one session open, it can be very helpful. Many users will have at least two sessions open at a time, one to change or create system data, and another to look at other areas for reference.

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The help button can be very, well, helpful. When used properly it can give fast, relatively easy to understand, definitions of user actions. To use the button, position your cursor on the object you wish to know about, and click the help button. An information screen will be displayed describing the object.

The local layout customization button is used to change individual user display. The last section in this guide will cover these functions.

This is the dropdown menu button. You will encounter this button connected to any textbox which has pre-populated values to choose from.

To save the data for a task you are working in, choose or press CTRL + S

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Transaction ‘PA40’ – Personnel Actions

Hiring/ Promotion/ Transfer/ Separation Action

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Choose “ action Type – Hiring Early retirement/retirement Promotion Leaving Registration

Provide the Date of joining - DD.MM.YYYY and Execute the action by pressing F8 or by clicking the Icon

Fill the required joining related field as below – Date Reason for action Position no. Personnel Area Employee Group Employee Subgroup

Check the hiring action data and save entry by clicking save Icon or press Ctrl+S

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Transaction PA30 (Master data maintenance) is used to create, change or view data.

Steps: 1. Enter Personnel no. i.e. Employee no.

2. Enter Infotype no. to be created or changed

3. Enter Subtype if any

4. Click on Create button or Change button

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Transaction ‘PA30’ – Master data Maintenance

Maintain Infotype (PA30)

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PA30 Initial Screen

4. Click on Create or Change

1. Enter SAP Employee no.

2. Enter Infotype no.

3. Enter Subtype

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Infotype 0001 (Organizational Assignment)

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Infotype 0001 is Organizational Assignment. Infotype table PA0001 Inportant Fields:-

Start Date – End Date Personnel subarea Payroll area Administrators Grade Sub department Work place Zone Region HOD

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Fill Data and click on SAVE

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Infotype 0002 (Personnel Data)

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Infotype table PA0002 IT0002 is Personnel data. Important fields:-

Start Date – End Date Title Last name First name Middle name Gender Birth date Birth place Country of birth Nationality Marital status

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Infotype 0006 (Addresses)

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Infotype table PA0006 Subtypes:-

Permanent Address Home Address Emergency Address

Important fields:- Address Type Street and House no. City Region Country

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Infotype 0007 (Planned Working Time)

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Infotype table PA0007 Importatnt fields:-

Start Date End Date Work Schedule Rule Time Management Status

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Infotype 0008 (Basic Pay)

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Infotype table PA0008 Important fields:-

Start Date – End Date Type Area Group Wage Type Amount

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Infotype 0009 (Bank Details)

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Infotype table PA0009 Important fields:-

Start Date – End Date Bank Detail Type Payee City Bank Country Bank key Bank Account Payment method Payment Currency

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Infotype 14 (Recurring Payments/ Deduction)

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Infotype Table PA0014 Important fields:-

Start Date – End Date Wage Type Amount

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Infotype 0015 (One Time Payment/ Deduction)

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Infotype table PA0015 Important fields:-

Wage type Amount Date of Origin

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Infotype 0021 (Family Member/ Dependants)

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Infotype table PA0021 Subtype :-

Important Fields :-

Spouse Child

Divorced Spouse Legal Guardian

Father Testator

Mother Guardian

Domestic Partner Stepchild

Child of Domestic Partner Emergency Contact

Registered partner Related Person

Type of Family Record First Name

Last Name Date of Birth

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Infotype 22 (Education)

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Infotype table PA0022 Subtypes:-

Z- series for Mahyco Education Establishment

(Z1 to Z9, ZA to ZK) Important fields:-

Start Date – End Date Education establishment Education/Training Institute/Location Country key Certificate Duration of course Final grade Branch of study

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Infotype 0023 (Previous Employment)

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Infotype table PA0023 Important fields :-

Start Date – End Date Employer City Country Industry Job Work contract

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Infotype 0028 (Internal Medical Services)

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Infotype table PA0028 Subtype 0001 (General Data) Important fields :-

Examination Date Examination no.

Blood Group RH Factor Height Weight

Value Specification

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Infotype 0040 (Objects on Loan)

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Infotype table PA0040 Subtype

(To be configured) Important fields :-

Start Date – End Date Object on Loan Number and Unit.

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Infotype 0041 (Date Specifications)

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Infotype Table PA0041 Important fields :-

Start date – End date Date type Date (for corresponding date type)

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Infotype 0105 (Communication)

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Infotype table PA0105 Subtypes :-

System user name Office Email Private Email Alternate Email Work Phone Cell Phone Fax ZOrgTix ESS user ID

Important fields :- Start Date – End Date Type ID Number

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Infotype 0185 (Personal IDs)

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Infotype table PA0185 Subtype :-

Superannuation of India Pan Passport

Important fields :- Start Date – End Date ID number Issuing date Valid date Place of issue Country of Issue

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Infotype 0587 (Provident Fund Contribution)

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Infotype Table PA0587 Important fields :-

Provident Fund Trust ID Provident Fund Number

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Infotype 0589 (Individual Reimbursements)

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Infotype table PA0589 Important fields :-

Start Date – End Date Wage Type Amount

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Infotype 0591 (Nominations)

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Infotype table PA0591 Subtype : Legal Heir Important fields :-

Start Date – End Date Nominee Relation Share

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Infotype 2001 (Absences)

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Infotype Table PA2001 Subtypes :-

Casual Leave Sick Leave Privilege leave Special leave

Important fields :- Start Date – End Date Absence type Absence hours Absence days Calendar days Quota used

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Infotype 2006 (Absence Quotas)

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Infotype table PA2006 Subtypes :-

Casual leave quota Sick leave quota Privilege leave quota

Important fields :- Start Date – End Date Category Time Quota no. Deduction Deduction from (date) Deduction to (date)

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Personnel Administrator Standard Reports

Standard Reports

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Some Standard SAP Reports:

S_PH0_48000450 – Date Monitoring S_PH9_46000216 – Service Anniversaries S_PH9_46000225 – Powers of Attorney S_PH9_46000224 – Education and Training S_PH9_46000223 – EEs Entered and Left S_PH9_46000222 – Family members S_PH9_46000221 – Birthday List S_PH9_46000220 – Vehicle Search List S_AHR_61016354 – Telephone Directory S_AHR_61016356 – Time Spent In Any Pay Scale Area/ Type/ Group/ Level S_AHR_61016357 – Defaults for Pay Scale Classification S_AHR_61016358 – Reference Personnel Numbers S_AHR_61016360 – HR Master Data Sheet S_AHR_61016362 – Flexible Employee Data S_AHR_61016369 – Employee List S_AHR_61016370 – List of Maternity Data S_AHR_61016359 – Severely Challenged S_L9C_94000095 – Headcount Change S_AHR_61016373 – Headcount Development S_AHR_61016374 – Nationalities S_AHR_61016376 – Salary According to Seniority S_AHR_61016378 – Assignment to Wage Levels S_PH0_48000510 – Ad Hoc Query