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

of 190 SAP HCM PA TRAINING MANUAL

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


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


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.


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)


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.


Step Action

2. Select Hiring action.

Step Action

3. Click Execute . You can also press F8.


Step Action

4. Enter Start date .

Step Action

5. Click Input Help Reason for Action .


Step Action

6. Double-click on Fill New Position.

Step Action

7. Click Save .


Step Action

8. Click on Input Help Subarea .

Step Action

9. Select Subarea 0001 (Qassim).


Step Action

10. Clicking Payr.area Input Help .

Step Action

11. Select Payroll area NP .


Step Action

12. Click Save .

Step Action

13. Enter First name in Arabic.


Step Action

14. Enter Last Name in Arabic.

Step Action

15. Enter First Name in English.


Step Action

16. Enter Last Name in English.

Step Action

17. Select Form of Address Mr


Step Action

18. Select Gender Male .

Step Action

19. Select Ctry of Birth from drop-down list.


Step Action

20. Clicking the Marital Status opens a drop-down list.


Step Action

21. Select Religion from the list


Step Action

22. Enter Date of birth


Step Action

23. Click Save .


Step Action

24. Enter City Qassim


Step Action

25. Enter Telephone Number


Step Action

26. Click Save .

Step Action

27. Clicking the Work schedule rule field activates it.


Step Action

28. Click Work schedule rule Input Help

Step Action

29. Select Work schedule rule from the list.

30. Click Save .


Step Action

31. Enter Time rec.ID no..

Step Action

32. Select ID version

33. Click Save .


Step Action

34. Enter Date of Task.

Step Action

35. Enter Reminder Date


Step Action

36. Enter Lead/follow-up time

37. Click Save .

Step Action

38. Click on PS type Input Help .


Step Action

39. Select PS type 01 Saudi from the list

Step Action

40. Click PS Area Input Help


Step Action

41. Select WFI - KSA from the list


Step Action

42. Click PS group Input Help .


Step Action

43. Select PS group from the list


Step Action

44. Enter Wage Type 1000, 1001, 1003.


Step Action

45. Enter Amount .

46. Click Save .


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.


Step Action

50. Click Wage Type Input Help


Step Action

51. Select Wage Type 2001 from the list


Step Action

52. Enter wage Amount.

53. Click Save .

Step Action



Create Travel Privileges

Step Action

55. Click Next Record . You can also press Shift+F7.

Step Action

56. Enter Start date.


Create Education

Step Action

57. Enter to date.


Step Action

58. Enter Institute/location.


Step Action

59. Click Certificate Input Help .

Hit List 2 Entries

Step Action

60. Select Certificate from the list


Step Action

61. Click Highest Education checkbox.


Step Action

62. Select the Academic Degree from the drop-down list.


Step Action

63. Select Job Related Education/Training checkbox

64. Click Save .


Step Action


Exit current screen

Step Action

66. Click Yes .


Step Action

67. Click Date type Input Help


Step Action

68. Select Z3 transfer date from the list


Step Action

69. Enter Date

70. Click Save .

Step Action



Step Action

72. Enter mobile number System ID

73. Click Save .

Step Action



Step Action

75. Enter ID number

Step Action

76. Enter Date of issue


Step Action

77. Enter Valid to date

Step Action

78. Enter Place of issue


Step Action

79. Click on Country of issue drop-down list.


Step Action

80. Select Saudi Arabia from the list


Step Action

81. Select Saudi Arabia from the list

82. Click Save .


Step Action

83. The ID number field is filled out.

84. Click Save .

Step Action

85. Enter GOSI Number


Step Action

86. Select GOSI office key from drop down list

87. Click Save


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



TRANSACTION CODE

PA40

4.2.1. PROCEDURE

Step Action



Step Action

2. Enter Personnel no.


Step Action

3. Select Ending Employment action


Step Action

4. Click Execute .You can also press F8.

Step Action

5. Enter Start date


Step Action

6. Click on Reason for Action Input Help


Step Action

7. Select Reason 01 Termination from the list

8. Click Save .

Step Action

9. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action

1. pa40 is now entered in the Transaction box.

2. Click Continue .


Step Action

3. Select Re-Hire action

Step Action

4. Click Execute .

You can also press F8.


Step Action


Step Action

6. Select Fill position from the list

7. Click Save .


Step Action


9. Click Save .

Step Action

10. Click Save .


Step Action

11. Click Save .

Step Action

12. Click Save .

Step Action

13. Click Save .


Step Action

14. Click Save .

Step Action

15. Click Save .

Step Action

16. Click Save .


Step Action

17. Click Save .

Step Action

18. Click Save .

Step Action

19. Click Save .


Step Action

20. Enter Date of Task

Step Action


22. Click Save .


Step Action

23. Click Save .

Step Action

24. Click Save .


Step Action

25. Click Save .

Step Action

26. Click Next record .

You can also press Shift+F7.

Step Action


You can also press Shift+F7.


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



Step Action


Step Action


Step Action

33. Click Save .


Step Action


Step Action


Step Action



Step Action


Step Action

38. Click Save .

Step Action

39. Click Save .


Step Action

40. Click Save .

Display Messages

Step Action

41. Click Continue .You can also press Enter.


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action

1. Select Probation Period Evaluation action


Personnel Actions

Step Action


Step Action

3. Select Reason for Action from the

4. Click Save .


Information

Step Action

5. Click Continue . You can also press Enter.

Step Action

6. Click Save .

Step Action

7. Click Save .


Copy Recurring Payments/Deductions

Step Action

8. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action



Step Action


Personnel Actions

Step Action

3. Select Transfer action


Step Action


Step Action



Step Action


Step Action

7. Select reason 03 from the list

8. Click Save .


Copy Actions

Step Action

9. Click Save .

Step Action

10. Click on Subarea Input Help .


Step Action

11. Select Sub-Area Riyadh from the list

12. Click Save .

Step Action

13. Click Save .


Step Action

14. Click Save .

Step Action

15. Click Save .

Step Action



Step Action

17. Enter Prev. Personnel No.

Step Action

18. Enter Company ID


Step Action

19. Enter 70000 in the Car Value field


Step Action

20. Enter License Plate Number


Step Action

21. Enter Asset Number


Step Action

22. Enter Building Number


Step Action

23. Enter Room Number


Step Action

24. Enter In-House Tel.Number

25. Click Save .


Step Action

26. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action



Step Action


Step Action

3. Select Promotion action



Step Action


Step Action

6. Select Reason for Action 01 from the list


Step Action


8. Click Save .

Step Action

9. Click Save .


Step Action

10. Click Save .

Step Action

11. Click on PS group Input Help .


Step Action

12. Select payscale group from the list


Step Action

13. Click Save .


Step Action

14. Click Save .

Step Action

15. Click Save .


Step Action

16. Enter Amount


Step Action

17. Click on Wage Type Input Help


Step Action

18. Select Wage Type from the list

19. The Amount field is filled out.

20. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action



Step Action


Step Action

3. Select Disciplinary action


Step Action


Step Action



Step Action



Step Action

7. Select Reason Unexcused absences

8. Click Save .

Step Action

9. Click Save .


Step Action

10. Click on Wage Type field

Step Action



Step Action

12. Click on Wage Type Input Help


Step Action

13. Select Wage type from the list


Step Action

14. Enter Amount

Step Action

15. Click Save .


Step Action

16. Enter Date of origin

Step Action

17. Click on Sanction Type Input Help


Step Action

18. Select Sanction type fro mthe list

Step Action

19. Enter Reason


Step Action

20. Select Sanction authority from the list


Step Action

21. select Wage Type

22. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action



Step Action


Step Action

3. Click Suspension action

Personnel Actions


Step Action


Copy Actions

Step Action

5. Enter Start date


Step Action



Step Action

7. Select Reason for Action from the list

8. Click Save .

Step Action

9. Click Save .


Step Action

10. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action


Step Action



Step Action

3. Select Resume Suspended Employee action


Step Action


Step Action

5. Enter Start date


Step Action


Step Action

7. Select reason 03 Return from absence from the list

8. Click Save .


Copy Actions

Step Action

9. Click Save .

Step Action

10. Click Save .

Step Action

11. Click Save .


Step Action

12. Uncheck Pers.no.locked check box

13. Click Save .


4.10. LEAVE OF ABSENCE SCENARIO

This process is used when an employee is going on annual leave.

PROCESS DETAILS

PROCESS HCM_PA_010



TRANSACTION CODE

PA40

PROCEDURE

Step Action



Step Action


Step Action

12. Select Leave of Absences action


Personnel Actions

Step Action


Copy Actions

Step Action

14. Enter Start date


Step Action



Step Action

16. Select reason 01 Annual leave from the list

17. Click Save .


Step Action

18. Uncheck Pers.no.locked checkbox.

19. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action


Step Action



Step Action

3. Select Annual Leave/Ticket Reimbursement action


Step Action


Step Action

5. Enter Start date


Step Action



Step Action

7. Select reason 01 Annual leave from the list

8. Click Save .


Step Action

9. Uncheck Pers.no.locked checkbox.

10. Click Save .


Step Action

11. Click on Quota Type Input Help

Step Action

12. Select Quota type 01 Annual leave from the list


Create Absence Quotas

Step Action

13. Enter Number 21

Step Action

14. Enter Start Date (30/12/2015)


Step Action

15. Enter End Date (20/1/2016)

16. Click Save .

Step Action

17. Click on Wage Type Input Help .


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 .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action


Step Action



Step Action

3. Select Leave Due to occupational hazard action


Step Action


Step Action



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.


Step Action

10. Enter 10-Hospital (Hospital Name) king fahad


Step Action

11. Enter Accident reason (Work Actions)


Step Action

12. Enter Witness Name


Step Action

13. Select OH Case Status (01 New Case)


Step Action

14. Click on the Treatment tab .


Step Action

15. Enter 15-Treatment Entry 12/31/2015


Step Action

16. Enter 18-Total Period From date 01/07/2016


Step Action

17. Click Save .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action


Step Action



Step Action

3. Select Return from Occupational Hazard action

Step Action

4. Click Execute .


Step Action


Step Action

6. Select reason 01 Return from Occupational Hazard from the list


Step Action

7. Enter Start date

8. Click Save .

Step Action

9. Click Save .


Step Action

10. Select type 0001 New Injury from the list.

Step Action

11. Click on OH Case Status drop-down list.


Step Action

12. Select entry 05 Case closed from the list

13. Click Save .You can also press Ctrl+S.


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action


Step Action



Step Action

3. Select action Return from annual leave from the list

Step Action



Step Action

5. Enter Start date

Step Action



Step Action

7. Select Reason YS Return from leave from the list

Step Action

8. Click .

Step Action

9. Click .


Step Action

10. Uncheck Pers.no.locked checkboxs.

Step Action

11. Click .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action


Step Action



Step Action

3. Enter From date

Step Action

4. Select Acting As action from the list


Step Action

5. Click .

Step Action



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 .


Step Action

11. Select Acting As Allowance from the list

Step Action

12. Enter Amount


Step Action


Step Action

14. Click .

Step Action

15. Enter Task Type “Training Period”.


Step Action

16. Enter Date of Task.

Step Action


18. Click .


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



TRANSACTION CODE

PA40

PROCEDURE

Step Action

19. pa40 is now entered in the Transaction box.

Step Action



Step Action

21. Select Acting As – Ending action from the list

Step Action

22. Enter From date 20/12/2015


Step Action

23. Click .

Step Action


Step Action

25. Select reason YB Acting As – Ending from the list

26. Click


Step Action

27. Click


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:


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


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



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.


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



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.


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




Business role menu

Human Resources Reports Employee Flexible Employee Data


3. On the Flexible Employee Data selection screen, provide the following flexibility:

Key date Section



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



Personnel Number

Employee number or ID Choose Multiple Selection 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










Additional data Section


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


Result


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.


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



Business role menu

Human Resources Reports Organizational Entity Headcount Changes


3. On the Headcount changes selection screen, provide the following flexibility:

Period Section




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



Personnel Number

Employee number or ID Choose Multiple Selection button



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


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


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











Program Selections Section


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


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


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.

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