HR307 Configuration of HR System Controls

HR307 Configuration of HR System Controls

HR307R/3 System Release 46C 05/02/2001

0

0.2 Creating Profiles Manually1-7HR307 Configuration of HR System Controls1-1Copyright1-2Course Prerequisites1-4Target Group1-5Course Overview2-1Course Goals2-2Course Objectives2-3Course Content2-4Course Overview Diagram2-5Main Business Scenario2-6System Controls2-7Infotype Controls3-1Infotype Controls: Unit Objectives3-2Course Overview Diagram3-3Infotype Controls: Business Scenario3-4Infotypes and Screen Views3-5Configuring Infotypes3-6Infotype Controls3-7Define Fields Relative for Retroactive Accounting3-8Retroactive accounting infotype and field triggers3-9Country-Specific Infotypes and Subtypes3-10Customizing User Interfaces: Screen Headers3-11Customizing User Interface: Screen view3-12Customizing User Interface: Define Screen View3-13Infotype Controls: Unit Summary3-14Exercise Data Sheet3-15Exercises3-17Solutions3-19Infotype Menus4-1Infotype Menus: Unit Objectives4-2Course Overview Diagram4-3Infotype Menus: Business Scenario4-4Infotype Menus: Overview4-5Changing Infotype Menus4-6User Groups and Reference User Groups4-7Determining Choice of Infotype Menus4-8Menus for Fast Entry4-9Infotype Menus: Unit Summary4-10Exercises4-11Solutions4-12Personnel Actions5-1Personnel Actions: Unit Objectives5-2Course Overview Diagram5-3Personnel Actions: Business Scenario5-4Overview: Personnel Actions5-5How to Set up a New Personnel Action5-6Creating a New Infogroup5-7Personnel Action Attributes5-8Define Personnel Actions - Status Indicator5-9Define Personnel Actions - Check Action Maintenance5-10Reasons for Personnel Actions5-11Including a Personnel Action in the Action Menu5-12Additional Actions5-13Displaying Additional Actions in Infotype 00005-14Activating Additional Actions5-15Supporting Country Reassignments5-16Personnel Actions: Unit Summary5-17Exercises5-18Solutions5-20Dynamic Actions6-1Other Actions: Unit Objectives6-2Course Overview Diagram6-3Dynamic Actions: Business Scenario6-4Dynamic Actions - Example6-5Dynamic Actions6-6Mail Connection for Infotype Changes6-7Define Administrators and Administrator Groups6-8Setting up Mail Connection for Infotype Changes6-9Defining Conditions for Sending a Mail6-10Define Mail Attributes6-11Standard Texts for Mail Connection6-12Other Actions: Unit Summary6-13Exercises6-14Solutions6-15Introduction to Authorizations7-1Introduction to Authorizations: Unit Objectives7-2Course Overview Diagram7-3Introduction to Human Resources Authorizations:Business Scenario7-4Introduction to Human Resources Authorizations: Topic Objectives7-5Authorizations in the Workplace7-6Double Verification Principle7-7Authorizations in a Company7-8Authorization Structure7-9A User's Authorization Tree7-10Version Concept7-11General HR Authorization Objects7-12Authorization Objects7-13HR: Master Data7-14Double verification principle7-15Extended Master Data Check7-16Master Data Personnel Number Check7-17Authorizations for Personnel Planning7-18Authorizations for Batch Input Sessions7-19Introduction to HR Authorizations: Unit Summary7-22Exercises7-23Solutions7-24Profile Generator8-1Profile Generator: Unit Objectives8-2Course Overview Diagram8-3Profile Generator: Business Scenario8-4Profile Generator Tool8-5Process: Activity Groups for Profiles8-6Profile Generator: Creating a Profile8-7Profile Generator: Defining Activity Groups8-8Profile Generator: Steps in the Process8-9Generating the Profile from the SAP menu8-10Activity Group: Assigning Transactions8-11Changing Activity Group Authorizations8-12Activity Group Indicators8-13Generating Authorization Profiles8-14Assigning Users or Organizational Objects8-15User Roles8-16Authorization Information System: Topic Objectives8-17Authorization Information System8-18Information System: Overview8-19Users by Complex Selection Criteria8-20List Profiles with Certain Values8-21Information System: Comparisons8-22Information System: Comparing Two Users8-23Profile Generator: Unit Summary8-24Exercises8-25Solutions8-27Exercises8-32Solutions8-33Special Authorizations in Human Resources9-1Special Authorizations in Human Resources: Unit Objectives9-2Course Overview Diagram9-3Special Authorizations in Human Resources: Business Scenario9-4Employee Self Service Users: Topic Objectives9-5Definition of a SAP ESS User9-6SAP ESS User Installation Process9-7SAP ESS Activity Group9-8Employee Selection for SAP ESS9-9Employee Selection Details9-10Employees with Existing SAP Users (1)9-11Enable an SAP ESS User for an Existing Employee9-12Employees with Existing SAP Users (2)9-13Employees Who Do Not Have Existing SAP Users9-14Employees Who Do Not Have Existing SAP Users9-15User Attributes9-16User Maintenance in SAP ESS9-17User Maintenance : Employee with Inconstancies9-18User Maintenance : User Exit9-19SAP ESS Tools9-20Structural Authorizations: Topic Objectives9-21Two-part Authorization Concept9-22Utilizing Structural Authorizations9-23Defining Structural Authorizations9-24Dynamic Organizational Identification9-25Authorizations to Create New Objects9-26Assigning Profiles to Organizational Objects through Expert Mode9-27Temporary Assignment of Profiles9-28Special Authorizations in Human Resources: Unit Summary9-29Exercises9-30Solutions9-32Exercises11-37Solutions11-40Tracking Changes and Reports12-1Tracking Changes and Reports: Unit Objectives12-2Course Overview Diagram12-3Tracking Changes and Reports: Business Scenario12-4Overview: Tracking Changes and Reports12-5Setting Up Change Documents12-6Evaluating the Logged Changes12-7Logging Report Starts12-8Tracking Changes and Reports: Unit Summary12-9Reference Exercise12-10Reference Solutions12-12Conclusion13-1Course Overview Diagram13-2Methods of System Control13-3Controlling view13-4Controlling Access13-5Track Changes13-6Appendix14-1Appendix14-2Feature Default Values for Infotypes (DFINF)14-3Organizational Key14-4Organizational Key Setup14-5Authorizations Based on Personnel Numbers14-6Test Procedures14-70.3

TC "Creating Profiles Manually" \l 3 \* MERGEFORMAT

1 TC "HR307 Configuration of HR System Controls" \l 1 \* MERGEFORMAT System R/3

Release 4.6B

July 2000

50037343

1.2 TC "Copyright" \l 2 \* MERGEFORMAT Trademarks:

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1.3 TC "Course Prerequisites" \l 3 \* MERGEFORMAT 1.4 TC "Target Group" \l 3 \* MERGEFORMAT Notes to the user The training materials are not teach-yourself programs. They complement the course instructor's explanations. Your material includes space for noting down this additional information.

There may not be enough time to do all the exercises during the course. The exercises are intended to be additional examples that are dealt with during the course. Participants can also use them to deepen their knowledge after the course.

2 TC "Course Overview" \l 2 \* MERGEFORMAT 2.2 TC "Course Goals" \l 3 \* MERGEFORMAT 2.3 TC "Course Objectives" \l 3 \* MERGEFORMAT 2.4 TC "Course Content" \l 3 \* MERGEFORMAT 2.5 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 2.6 TC "Main Business Scenario" \l 3 \* MERGEFORMAT 2.7 TC "System Controls" \l 3 \* MERGEFORMAT This course covers different levels of user control.

The first level of control is what the user sees on the screen and menus, and what information is readily and easily available for the user to view. Additionally, there are controls for what information may be appropriate for data entry for certain employees, for example, country specific infotypes.

A second level of control is authorizations--what the user can access.

And finally, the third level of control is tracking what changes are made (or what reports are run).

3 TC "Infotype Controls" \l 2 \* MERGEFORMAT 3.2 TC "Infotype Controls: Unit Objectives" \l 3 \* MERGEFORMAT 3.3 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 3.4 TC "Infotype Controls: Business Scenario" \l 3 \* MERGEFORMAT 3.5 TC "Infotypes and Screen Views" \l 3 \* MERGEFORMAT Infotype: a carrier of system-controlling characteristics such as attributes, time constraint, etc. Data is not stored field by field in the human resources database, but is grouped together in logical groups.Examples: Planned Working Time, Organizational Assignment infotype, Basic Pay.

Screen: This term is used in the context of task processing in the foreground using the varied structure of the application area in the SAP System. A screen (in the sense of a 'dynpro' or DYNamic PROgram) consists of a screen and its underlying flow logic. The main components of a screen are:

attributes (e.g. screen number, next screen)

layout (the arrangement of texts, fields, and other elements)

field attributes (definition of the properties of individual fields)

flow logic (calls the relevant ABAP modules)

In the SAP R/3 system, a specific screen may consist of one, two, or several infotypes.

3.6 TC "Configuring Infotypes" \l 3 \* MERGEFORMAT Data fields containing personnel master data, time management data and applicant data are combined to create infotypes.

Infotypes are subject to the following naming conventions:

Infotypes 0000 to 0999 for personnel master data, and certain applicant data

Infotypes 1000 to 1999 for Human Resources planning data

Infotypes 2000 to 2999 for time management data

Infotypes 4000 to 4999 for applicant-only data

Infotypes 9000 to 9999 are reserved for customers.

You can define the system reaction for each infotype.

Information on dialog control, sort sequence, header layout, etc. can be specified for each infotype.

3.7 TC "Infotype Controls" \l 3 \* MERGEFORMAT The SAP standard system contains all infotypes and their default settings. This system is fully executable. If you adapt the system to meet your specific requirements, you must make a distinction between customer parts that you may customize and SAP parts that you may not change under any circumstances.

3.8 TC "Define Fields Relative for Retroactive Accounting" \l 3 \* MERGEFORMAT You can define the retroactive accounting relevance of infotypes for Payroll Accounting and Time Management. Relevant infotypes for retroactive accounting for payroll and time management are flexible via the customizing step Define fields relevant for retroactive accounting in the following ways:

You can make the settings for Payroll Accounting and Time Management entirely independent of one another. If you set an infotype to relevant for field-dependent retroactive accounting, you then have to list the infotype's fields that are relevant for retroactive accounting in the view Field-dependent retroactive Recognition. In combination with the view Field-specific Recalculation Indicator, an infotype can be defined field-specific as retroactive accounting relevant.

Feature RETRO enables a retroactive accounting of the day before dependent on various parameters, e.g., on specific action types.

Retroactive accounting relevance on wage type level: in the view Wage-type-dependent retroactive accounting trigger, a change in the payroll past of an retroactive accounting relevant infotype can be forbidden depending on a wage type. This functionality is available for Capital Formation (IT0010), Recur. Payments/Deductions. (IT0014), Additional Payments (IT0015), One Time Payments Off-Cycle (IT0267).

3.9 TC "Retroactive accounting infotype and field triggers" \l 3 \* MERGEFORMAT You can indicate infotypes or infotype fields as being relevant for retroactive accounting. Fields (T) can be indicated as being relevant for retroactive accounting.

Field-dependent Retroactive Accounting Relevance--If the Retroactive accounting relevance for payroll field is set to T (field-dependent), you must list the fields which trigger retroactive accounting for Payroll in Field-dependent retroactive accounting recognition.

In the field Type, enter the value 1 for these fields. If the Retroactive accounting relevance for PDC time evaluation field is set to T (field-dependent), you must list the fields which trigger retroactive accounting of time data. In the field Type, enter the value 2 for these fields. You can still set certain fields to not modifiable in the payroll past. Such a setting could, for example, be used for transfer data, since a retroactive change for such data would not make any sense.

3.10 TC "Country-Specific Infotypes and Subtypes" \l 3 \* MERGEFORMAT You can specify the permissibility of Infotypes for countries. If the country dependent subtypes indicator is set for the infotype, you can also specify the permissibility of subtypes for an infotype for countries.

Currently, this indicator can only be reported for infotypes whose subtypes are defined in the Info-subtype attributes view.

In the transactions, Display Human Resources Master Data (PA20) and Maintain Human Resources Master Data (PA30), validation of infotypes with country grouping of entered personnel numbers is carried out. That means that the only infotypes, or subtypes, that will be displayed are those that are permissible for the country groupings in the Infotypes- country-specific settings view.

Example:Infotype 0224 is the Canadian Tax infotype and is designated as Canadian-only in configuration. In the view Maintain Master Data, if an existing employee number is entered into the personnel number field, the system will determine (based on the IT0001 record) whether the employee belongs to a Canadian company code. If the employee does not belong to a Canadian Company code, infotype 0224 cannot be maintained and will not be visible in the pull-down selection for infotypes.

3.11 TC "Customizing User Interfaces: Screen Headers" \l 3 \* MERGEFORMAT The screen header consists of the first three lines displayed on single and list screens.

In the standard delivered SAP R/3 system, a screen header is already assigned to each infotype. In addition, the system contains information on whether the data is valid on the system date or on the start date of the Organizational Assignment infotype. Each screen header is assigned a modifier which depends on the transaction class (A = Personnel Administration, B = Recruitment).

You can change the screen header, that is, you can customize the first three lines. Through Release 4.0, you can display data from the following infotypes: Organizational Assignment (0001), Personal Data (0002), Planned Working Time (0007), and Basic Pay (0008). As of Release 4.5, you can display data from any infotype, including customer infotypes.

Passport Photos-- In addition to any infotype fields you can also include passport photos of your employees in the infotype header in Infotype Header Definition view. In the System Table view, determine the document type with which you want to enter the passport photos in the optical archive.

3.12 TC "Customizing User Interface: Screen view" \l 3 \* MERGEFORMAT Different entry screens are delivered for some infotypes. These alternative screens are already preset by SAP depending on transaction class and country grouping. Depending on the transaction class ("A" for employee, "B" for applicant) or the country grouping, a different screen can be used. In addition to this, you can also change the characteristics of the individual screen fields: For example, you can define fields as required-entry fields or suppress any fields that are not required. You may want to suppress field attributes in accordance with certain employee control data.

The screen modification procedure is the same for both employees and applicants.

In order to define the screen view, you need to know the name of the infotype module pool and the screen number. To display this information, call up the infotype maintenance transaction and choose System => Status.

3.13 TC "Customizing User Interface: Define Screen View" \l 3 \* MERGEFORMAT You can change the attributes of the individual screen fields in the step Determine screen modification.

Find the entry for the current screen. On the detail screen, specify which fields should be modified. Field attributes that can be specified are: Standard, required, optional, not ready for input, and suppressed. If you need to use an alternative screen,

Create a new entry for the screen making sure that the Variable key field is empty. Screen modification depends on the organizational assignment of the employee or on the infotype's subtype. The modification is assigned according to the Feature Pnnnn where nnnn is the number of the infotype. If you do not enter a return value of the feature, the entry for which the variable key is empty, i.e. the basic entry (basic screen), is valid.

Make a new entry per return value of the feature. By doing this, you include the return value in the variable key. Assign the number of an alternative screen, if applicable.

Determine the variable key by using the feature and in accordance with the transaction class, country grouping etc.

Make a new entry for the variable key and assign the number of the alternative screen.

The screen modification in the detail screen now applies to the alternative screen.

3.14 TC "Infotype Controls: Unit Summary" \l 3 \* MERGEFORMAT 3.14.2 Exercise Data Sheet TC "Exercise Data Sheet" \l 4 \* MERGEFORMAT Key to Icons in Exercises and SolutionsExercises

Solutions

Objectives

Business Scenario

Hints and Tips

Warning or Caution

Data Used in Exercises

Type of DataData in the Training System

User IDsHR307-00 through HR307-20

Password: Initpass

Employees540991## Winnie Chung

250995## Elina Lopez (For ESS)

250991## Shavon Whitmer (ESS)

250992## Pierre Dunois (ESS)

250993## Kai Nishids (ESS)

Infotypes for Infotype Controls Exercises

GroupInfotype AssignmentGroupInfotype Assignment

000105110040

010009120041

020007130077

030022140040

040015150016

050027160050

060002170031

070014180002

080005190024

090017200025

100019

3.14.3 Exercises TC "Exercises" \l 4 \* MERGEFORMAT Unit: Infotype Controls

Topic: Infotype Controls

At the conclusion of this exercise, you will be able to:

Describe what controls are available through infotype configuration

Define fields relevant for retroactive accounting

Discuss what controls exist for country infotype views and data entry

Define infotype headers

Your company wants to understand the infotypes that will be used for employees in the international grouping, MOLGA 99.

In addition, they want to make sure that selected infotypes can ONLY be entered for employees in MOLGA 99.

Finally, your company wants a specific header on your infotype. This header should have the following information: Personnel Number, Employee Name, Personnel Area, Employee Group and Employee Subgroup.

Using the infotype assigned to your student group on the Data Page

1Answer the following questions about your infotype's attributes:

1-1 What is the Time Constraint Code? What does the code mean?

_______________________________________________

1-2 Is Past Entry Allowed? Yes/No? ___________

1-3 What are the default begin and end dates when creating this infotype record?

Begin date ___________

End date___________

1-4 Is this infotype used for applicants?

2

Answer these Retroactive Accounting questions regarding your infotype.

2-1 Is Retroactive Payroll Accounting triggered by changes to this infotype?

2-2 Is retroactive Time Accounting triggered by changes to this infotype?

2-3How would you change the system settings so that Retroactive Payroll Accounting is triggered by a change to a single specific field (your choice) on your infotype

3Assign your infotype so that it can only be entered for employees in MOLGA 99. Test your set-up by trying to enter a record for your infotype for an employee from MOLGA 10--Samuel Ranier (employee # 10001) or MOLGA 01--Anja Mller (employee #1000). You should not be able to add the record for this employee.

4Create a Header for your infotype (and your infotype only).

Before you start the exercise, create a record for your employee 540991## , Winnie Chung, for your infotype. Note the header details and arrangement. Then continue with configuration of headers.

4-1 Define the header structure for your infotype. Assign your infotype the header number ## + 40 (so group 01 will be 41 and group 12 will be 52).

4-2 Define a new header modifier ## + 80 for your infotype to be used for employees only.

4-3 If your infotype is valid for Applicants (and therefore, the header you defined in the previous step), assign the header modifier '02' for applicant records.

4-4 Create a definition for your header so that it includes Personnel Number, Employee Name, Personnel Area, Employee Group and Employee Subgroup.

If you would like, you can copy and adapt values from header modifier 00 since it has similar fields.

3.14.4 Solutions TC "Solutions" \l 4 \* MERGEFORMAT Unit: Infotype Controls

Topic: Infotype Controls

1Use the infotype assigned to your student group on the Data Page to find information regarding the fields used to configure infotype characteristics. (answers are dependent on your infotype and specific answers can be achieved using F1 Help).

IMG: Personnel Management(Personnel Administration(Customize Procedures(Infotypes(Infotypes

Choose Infotype in the Choose Activity screen. Select the Infotype assigned to your group by using either a double click or highlighting the Infotype and selecting the details icon.1-1Field: Time constraint

Meaning of Values:

1: An infotype record must be available at all times. This record may have no time gaps. You may not delete the record last stored on the database because all records of this infotype would otherwise be deleted.

2: Only one record may be available at one time, but time gaps are permitted.

3: Any number of records may be valid at one time, and time gaps are permitted.

A: Only one record may ever exist for this infotype. It is valid from 01/01/1800 to 12/31/9999. Splitting is not permissible. Infotypes with time constraint A may not be deleted.B: Only one record may ever exist for this infotype. It is valid from 01/01/1800 to 12/31/9999. Splitting is not permissible. Infotypes with time constraint B may be deleted.

T: The time constraint varies depending on the subtype (see Table 591A).

To access Table 591A, use transaction PM01. Enter the Infotype number, then follow the menu path Goto(Subtype characteristics. Z: Refers to time management infotypes. The time constraint for these infotypes depends on the time constraint class defined in view V_T554S_I .

1-2Field: Past entry all.1-3Field: Create w/o strt

Field: Create w/o end

1-4 Field: DBTab Applicant would have a value if the infotype is used in the Recruitment Module.

2IMG: Same path as in exercise one. Personnel Management(Personnel Administration(Customize Procedures(Infotyopes (Infotypes

2-1Field: Retr. acct. payr. has a value ' ' , 'R' or 'T'

2-2 Field: Retr. acct. PDC has a value ' ' 'R' or 'T'

2-3If the code for retroactive accounting is "R," any change on the infotype will trigger retroactive accounting. If the code is "T," the system checks for specific field triggers as Defined in table T588G in the IMG step: Personnel Management(Personnel Administration(Customize Procedures(Infotypes(Define Fields Relevant for Retroactive Accounting; Choose the activity Field-specific retroactive accounting recognition.3IMG: Personnel Management(Personnel Administration(Customize Procedures(Infotyopes (Assign infotypes to countries3-1 If your infotype is not already listed in the table, proceed to the next step.

If your infotype is listed in the table , delete all lines referring to your infotype using the Delete icon. If you delete values, save the table, exit to the IMG and execute the IMG step again (this clears the buffer of the deleted values).

3-2Select New Entries from the toolbar.

Enter the value for your infotype (use all four digits)

Enter the value "*" for all subtypes

Enter the value "99" (international) for Country Grouping

Choose the permitted radio button.

Save the values.

3-3In a separate session, test your new Infotype setting on an employee who belongs to a Personnel Area assigned to a Molga other than '99.'

From the main R/3 menu: Human Resources ( Personnel Management ( Administration ( HR Master Data. Select Maintain..

Enter employee number 10001 for Sam Ranier who is assigned to MOLGA 10.

Enter your infotype number in the infotype field, and select the Create icon

You should receive an error message that reads Information Type #### not permitted. Double-click on the error message to read the full text of the error message.

4- Create a new Header for your infotype.

Before you start the exercise, create a record for your employee 540991## , Winnie Chung, for your infotype.

From the main R/3 menu: Human Resources ( Personnel Management ( Administration( HR Master Data. Select Maintain.Enter employee number 540991## , Winnie Chung, in the personnel number field, and your infotype number in the infotype field. Select the create icon.

Note the sequence of fields in the header.

4-1IMG: Personnel Management(Personnel Administration( Customizing User Interfaces(Change Screen Header Choose the activity Header Structure per infotype.

On the line for your infotype, enter the value for your new header number ## + 40 in the field Screen Header where ## is your group number.. Make sure the "choose data" box is selected.

Save and choose the Back icon to return to the list of Infotype Header Activities.

4-2Choose Header Modifier in the Choose Activity pop-up box..

Your new Screen Header needs a unique modifier so that you can define your own data fields on employee records. Applicant records will use an existing header.

Select New Entries.

Enter your values for your employee infotype header in the first line and for the applicants in the second line.

Screen HeaderTransaction classHeader Modifier

## + 40A## + 80

4-3Enter values for applicant records on the second line (remember that we are using an exisiting header for applicant records).

Screen HeaderTransaction classHeader Modifier

## + 40B02

Save the values and return to the Infotype Header Activity list.

4-4 Choose the activity Infotype Header Definition. This is where you will define your header modifier for employee records to include Personnel Number, Employee Name, Personnel Area, Employee Group and Employee Subgroup.

4-4-1 If you prefer to copy records from Header Modifier '00' follow this step.

Select with your cursor, the boxes at the beginning of the following lines for header modifier '00.' These lines define the line, column, text for the field name, the field value, and the text description of the value.

Header ModLineColumnITStypField NameFldty

001010001ENAMEDD1

001140001ENAMEDAT

002010001PERSGDD2

002140001PERSGDAT

002170001PERSGDTX

002330001WERKSDD1

002460001WERKSDAT

002510001WERKSDTX

003010001PERSKDD2

003140001PERSKDAT

003170001PERSKDTX

Select the Copy as icon.

In the Header Modifier field, enter your header modifier value ## + 80 (where ## is your group number). Select Enter

Select the New Entries icon to add two new lines:

Header ModLineColumnITStypField NameFldty

(## + 80)3330000PERNRDD2

(## + 80)3460000PERNRDAT

Save your entries and WAIT for your instructor to generate the headers .

Once the headers are generated, proceed to step 5.

Warning: Do not generate headers. All groups must finish the exercise before the headers are generated. If you press generate, you may destroy or corrupt your classmates' data.

4-4-2If you prefer to set up records from scratch, follow the steps

below. .

Select the New Entries Icon

In the Table, enter the following fields to indicate he definitions for the line, column, text for the field name, the field value, and the text description of the value.

Header ModLineColumnITStypField NameFldty

(## + 80)1010001ENAMEDD1

(## + 80)1140001ENAMEDAT

(## + 80)2010001PERSGDD2

(## + 80)2140001PERSGDAT

(## + 80)2170001PERSGDTX

(## + 80)2330001WERKSDD1

(## + 80)2460001WERKSDAT

(## + 80)2510001WERKSDTX

(## + 80)3010001PERSKDD2

(## + 80)3140001PERSKDAT

(## + 80)3170001PERSKDTX

(## + 80)3330000PERNRDD2

(## + 80)3460000PERNRDAT

4-4-3Save your entries.

4-4-4When all groups are finished with the exercise, the instructor will generate the new headers.

Warning: Do not generate headers. All groups must finish the exercise before the headers are generated. If you press generate, you may destroy or corrupt your classmates' data.

5-After the headers are generated, create a record for your infotype for your employee 540991## , Winnie Chung

From the main R/3 menu: Human Resources ( Personnel Management ( Administration(HR Master Data. Select Maintain.

Enter employee number 540991## (Winnie Chung) in the personnel number field, and your infotype number in the infotype field.

Select the create icon.

Your infotype should have your new header.

4 TC "Infotype Menus" \l 2 \* MERGEFORMAT 4.2 TC "Infotype Menus: Unit Objectives" \l 3 \* MERGEFORMAT 4.3 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 4.4 TC "Infotype Menus: Business Scenario" \l 3 \* MERGEFORMAT 4.5 TC "Infotype Menus: Overview" \l 3 \* MERGEFORMAT Infotype MenusYou can select and edit the necessary infotype from a list of infotypes for a specific personnel number. You can change the menu sequence by:

Defining user group-specific menus

Changing the menu structure

Inserting new menu options

4.6 TC "Changing Infotype Menus" \l 3 \* MERGEFORMAT The customizing step Infotype Menu guides you through the steps necessary to configure what information is shown on each of the tabs available on menus.

The activities involved in configuring the choices on a menu tab include:

Define whether the menu is to be dependent on the user group.

If necessary, assign the system response for the case where the user has not maintained the user group or where there are no entries in the menu.

Assign a reference user group that can be used to set up the menu, if necessary.

Infotypes in the infotype menu

Choose menu category "I" and the infotype menu.

Copy the infotypes into the menu for the user group.

4.7 TC "User Groups and Reference User Groups" \l 3 \* MERGEFORMAT You can use the menu control function to store different menus and personnel actions for different user groups (user parameter UGR). This means that you can adapt the system so that it meets the requirements of the individual users.

If you define your menu as user group dependent, you must enter the reference user group that the system should use for the menu layout if the administrator has not entered the user group in the user master. On this screen, you also specify the infotype sequence for the different user groups.

If you do not define your menu as user group dependent, you can only maintain the infotype sequence for the user group 00. This is valid for all users that select this menu.

4.8 TC "Determining Choice of Infotype Menus" \l 3 \* MERGEFORMAT Here you define which infotype menus should be displayed when you maintain or display HR master data.

All choices can be stipulated that this selection depends on the user group (user parameter "UGR").

If the table does not contain an entry for user groups or if you have not maintained the user group, the system uses the reference user group to determine the menu layout.

Determine choice of infotype. You can define the infotype menu that appears in dialog box when Human Resources master data is maintained and displayed, if the user chooses the pushbutton "Other menu" to change the current infotype menu.

If you have defined the set-/get-parameter PMN (infotype menu), the corresponding infotype menu appears when you call the initial HR Master Data display/maintenance screen for the first time. Otherwise the infotype menu "01" is used.

If there are no entries in the table for the user's user group, or if the user has not maintained his/her user group, then the infotype menu choice is determined using the reference user group.

4.9 TC "Menus for Fast Entry" \l 3 \* MERGEFORMAT For fast entry menus, you can assign an entry screen, a default value screen and a selection report to a fast entry menu option.

Requirements

Set up the infotype menus for fast entry in the "Change infotype menu" step.

In the "Set up infotypes" step, enter a text for each infotype and screen type. This text can be accessed in the infotype menus. Assign an infotype and screen type (screen control field) to each menu option. These fields define the entry screen.

Standard settings: The following infotype menus are predefined for fast entry:

07Fast entry of master data(depends on the user group)

09Fast entry of time data(depends on the user group)

Activities--selection reports for fast entry-- If you use your own reports for personnel number selection in fast entry, you must ensure that these reports are permitted for each infotype.

Screen types for fast entry-- For each infotype and screen type (screen control) define the screen number for creating records with default values, the screen number for fast entry of several personnel numbers and the reports for personnel number selection.

4.10 TC "Infotype Menus: Unit Summary" \l 3 \* MERGEFORMAT 4.10.2 Exercises TC "Exercises" \l 4 \* MERGEFORMAT Unit: Infotype Menus

Topic: Infotype Menus

At the conclusion of this exercise, you will be able to:

Create customer-specific infotype menus that are dependent on user groups.

Include your own infotype menu in the menu selection.

The personnel administrators need their own menu for the following infotypes that are not included in the standard menu:

0028 Internal Medical Service

0057 Membership Fees

0082 Additional Absence Data

1Create a new menu called "##" (## = 50 + group number).

1-1

The menu is user group dependent. The reference user group in 01.

1-2Include the infotypes listed above in the desired sequence in your menu ##+50 for the user groups 01 and ## +50 .

2 Add your new menu ##+50 to the standard menu selection.

2-1To do this, copy the entries for the user group 01 to your user group ## +50 in the menu selection 01 and then add your menu ##+50 to the copied entries.

3 Set up your user parameters so that your user group is ##+50.

4 Goto Personnel Administration and check to see whether your menu appears in the Other Menu selection.

4.10.3 Solutions TC "Solutions" \l 4 \* MERGEFORMAT Unit: Infotype Menus

Topic: Infotype Menus

1. Create a new Infotype menu:

IMG: Personnel Management ( Personnel Administration ( Customize Procedures ( Infotype Menus ( Infotype menu

Select User group dependency on infotype menus in the Choose activity pop-up box, and then select the Choose button. Select New Entries button and enter the following information in the table:

MenuTextUser-dep.ReactionRef

##+50Group ## Menu(01

Note: ## = (50 + your group number). For example, group 01 would use 51. Select the Save button and return to the Choose Activity pop-up box..

1-2 Select the Infotype menu option in the Choose Activity pop-up box then, select the Choose button.

Enter your menu number (##) in the Determine Work area: Entry pop-up and select the Continue button.

Select the New Entries button and then enter the following information in the table:

User groupNoInfotypeScreenInfotype text

## + 50010008

## + 50020028

## + 50 030057

## + 50040082

Save and return to the main IMG tree structure.

If an Information box appears, select continue to acknowledge the message.

2. Add a menu to the HR Master Data menu selection: In the IMG, choose:

Personnel Management ( Personnel Administration ( Customize Procedures (Infotype Menus (Determine choice of infotype menus ( Infotype menus Enter 01 - for HR Master Data since we want our menu to be available using transaction PA30-- in the pop-up window and then select the Continue button.

Highlight the entries for user group 01 (by selecting the gray boxes on the left end of each row of 01 data) and then select the Copy as button.

Change the user group for the copied rows of data from 01 to ## +50 and then select Enter. The table should appear similar to the table shown below:

User groupNoMenuText

## + 500101Basic personal data

## +500202Basic contract data

## + 50 0303Gross/net payroll

## + 500404Net payroll

## + 500505Payroll supplements

## + 500606Planning data

## + 5007ZZTime mgmt trans. data

Note: remember the last sequence number for the copied rows of data (found in the No column). In the above example, that would be 07.

Select the New Entries button and enter the following information to the table:

User groupNoMenuText

## + 50**## +50 Group ## Menu

** This sequence number for the new entry will be one greater than the last sequence number for the copied rows of data.

Save and return to the main IMG structure.

3. Change your user parameters to view your new menu

Create another session and then choose the following

R/3 menu path: System ( User profile ( Own data Select the Parameters tab Set the user group parameter (UGR) to ## + 50 as shown in the table below:ParametersValueText

UGR## + 50 User Group (HR Master Data)

Delete all other entries for parameter UGR by selecting the entry and then selecting the Delete icon.

Save your entries

4. Open a second session.

Use the following R/3 menu path to verify the changes you have made:

Human Resources ( Personnel Management ( Administration ( HR Master Data ( Maintain

Select the Other menu button. Use the scrollbar to locate your new menu (Group ## + 50 menu). Select the your menu and then select the Continue button.Note: Your new menu (Group ## + 50 menu) should contain the following infotypes:

0028 (Int. Medical Service)

0057 (Membership Fees)

0082 (Additional Abs. Data)

5 TC "Personnel Actions" \l 2 \* MERGEFORMAT 5.2 TC "Personnel Actions: Unit Objectives" \l 3 \* MERGEFORMAT 5.3 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 5.4 TC "Personnel Actions: Business Scenario" \l 3 \* MERGEFORMAT 5.5 TC "Overview: Personnel Actions" \l 3 \* MERGEFORMAT Actions facilitate the editing of complex personnel processes. The system displays all the relevant infotypes in a pre-defined sequence so that you can maintain the necessary data.

5.6 TC "How to Set up a New Personnel Action" \l 3 \* MERGEFORMAT Through configuration, you can:

Change the sequence of the infotypes in existing actions.

Create new actions.

5.7 TC "Creating a New Infogroup" \l 3 \* MERGEFORMAT Personnel actions appear when the user chooses Personnel Actions from within Human Resources master data maintenance.

You can define actions so they are user-dependent.

You can set up the infogroup so that it depends either on the administrator's user group or on organizational data such as: company code, personnel area, personnel subarea, employee group and employee subgroup. You can also maintain the latter in the feature IGMOD by choosing Infogroup modifier. In the operation field, you can determine which operations can be executed in which infogroup and infotype. For example, copy an existing infotype record using COP, create using INS, etc.

When you perform an action and create infotype records, the system checks to see whether an infotype record already exists. If a record does exist, the system switches from Create to Change. It really only makes sense to use the operation Create (INS) when you run a hiring action. For all other actions, you should use the Copy (COP) function. When you copy infotype records, the system suggest the start date of the action for the existing infotype records. If no infotype record exists, the system switches to Create. In certain circumstances, you have to create a new infotype record.

5.8 TC "Personnel Action Attributes" \l 3 \* MERGEFORMAT To create an action:

Assign a unique number and a name to your personnel action.

Use the function character to make a distinction between the hiring action and the other actions. Choose the function character 1 for an initial hiring, 7 for an initial hiring with data transfer from Recruitment and 0 for all other actions.

The status indicator is a plausibility check for personnel actions that validates certain types of actions.

You can only use certain actions to change an employee's organizational assignment. When you run these actions, you may select the fields: position, personnel area, employee group and employee subgroup.

You can use the Date field to define whether the date entered on the initial screen of the personnel action should be the start date of new records or the end date of old records this is particularly useful for leaving actions.

Specify whether your new action should create a new Actions infotype record (0000). Use the indicator U0302 to determine whether the personnel action type is to be stored in the Additional Actions (0302) infotype.

5.9 TC "Define Personnel Actions - Status Indicator" \l 3 \* MERGEFORMAT The system automatically maintains the status indicator in the Actions infotype (0000) when you perform an action. The status indicators have the following meaning:

Customer-defined status--This field allows the customer to define specific employee statuses.

Employment status

Value 0 -- The employee has left the company and should not be included in the payroll run unless the system permits individual retroactive accounting.

Value 1 -- The employee is still with the company but is on a leave of absence due to military service, maternity leave or other types of leave of absence. In reality, most inactive contracts are not entered in the system as status changes but as absences. Payroll is run for inactive employees, but their pay can be reduced according to special factoring rules.

Value 2 --The employee has retired from the company. If this person is entitled to a company pension, the system still includes this employee in the payroll run. If not, the system assigns specification 0 to this employee.

Value 3 -- The employee belongs to the company and is active.

Special Payment Status -- used for wage type decisions.

5.10 TC "Define Personnel Actions - Check Action Maintenance" \l 3 \* MERGEFORMAT When you run a new action, the system checks whether the attributes of the new action match those of the previous action.

This check is controlled by the feature

MSN20 for leaving

MSN21 for rehiring

MSN32 for early retirement/retirement

These features check the old actions against the new, proposed action. For example, you want to process an action to retire an employee. The action checks feature MSN32.

If the old action has a

STAT2=0 -> There is an error because employee has already left the company

STAT2=2 -> There is an error because the employee is retired

STAT2=3 -> Processing continues because employee has an active work contract

5.11 TC "Reasons for Personnel Actions" \l 3 \* MERGEFORMAT The action reason indicates why the action was triggered.

You can use this information to evaluate why employees leave or why they are transferred.

You must always enter at least one reason for each action, even if the entry is blank.

5.12 TC "Including a Personnel Action in the Action Menu" \l 3 \* MERGEFORMAT You need to include the personnel action that you have just defined in the Personnel Actions menu. This menu appears when the user chooses Personnel actions within Human Resources master data maintenance. You can also set up this menu so that it is user-group-dependent (user parameter UGR).

If there is no entry in the table for your user's user group or if you have not maintained your user group, the system displays the menu for the reference user group.

5.13 TC "Additional Actions" \l 3 \* MERGEFORMAT You can use the Additional Actions infotype (0302) to log all the actions that you have run for a particular employee on the same day. The log records all the action types and the corresponding action reasons run for the employee according to a key date.

All reports that interpret an employee's status evaluate the Actions infotype (0000). This infotype has time constraint 1 which means that at any given time during the employee's tenure, you can only have one valid Actions infotype record in the system.

5.14 TC "Displaying Additional Actions in Infotype 0000" \l 3 \* MERGEFORMAT Note that you can only store one personnel action a day in the Actions infotype (0000). In customizing, you can specify which action type should be stored, that is, which should be kept, for an employee per day if more than one personnel action was run for the employee on the same day. As a rule, you should choose personnel actions that result in a status change, for example, the leaving action which changes the employees status from active to left. The other action(s) will be stored in IT0302.

The Additional Actions infotype (0302) only stores the action types and the reasons.

Note:You cannot run two personnel actions that change an employee's status on the same day. For example, you cannot run a leaving action and an early retirement/retirement action on the same day. In this case, one action would overwrite the other.

5.15 TC "Activating Additional Actions" \l 3 \* MERGEFORMAT If you want to use the Additional Actions infotype (0302), use report RPUEVSUP to make the necessary entries:

In table T77S0, the value for the semantic abbreviation EVSUP is set to 1 for the group ADMIN. This deactivates the Additional Actions infotype (0302).

In table T529A, the indicator U0302 is set for all personnel action types.

The log in the Additional Actions infotype (0302) records the personnel action types and corresponding reasons run for each employee on a specific date.

The system creates a parallel Additional Actions infotype record (0302) per key date for each Actions infotype (0000).5.16 TC "Supporting Country Reassignments" \l 3 \* MERGEFORMAT You can depict a country reassignment by setting up a Country Reassignment personnel action type in the Personnel Action Types view. You must set the "Country reassignment" indicator for this personnel action type. This has the effect that the entry personnel action in the future personnel area and the leaving personnel action in the currently valid personnel area are grouped together.

When processing the entry personnel action, the system defaults certain infotypes from the present personnel number that you can then copy. Which infotypes are defaulted depends on your settings in the Personnel Administration customizing:

Data relating to the individual (qualifications, profile etc.) is simultaneously transferred from the old to the new personnel number within the Personnel Development component. Should an error occur, then you can restart the transfer using the RHHANDLERELATIONS report.

After carrying out the country reassignment, the personnel numbers that were reassigned are linked through a relationship. You can display this linkage relationship using the Display HR Master Data transaction (PA20) or the Maintain HR Master Data transaction (PA30) under the menu path Utilities Country assignments.

5.17 TC "Personnel Actions: Unit Summary" \l 3 \* MERGEFORMAT 5.17.2 Exercises TC "Exercises" \l 4 \* MERGEFORMAT Unit: Personnel Actions

Topic: Personnel Actions

At the conclusion of this exercise, you will be able to:

Configure personnel actions.

Define personnel actions for different user group tasks.

Set up additional actions.

The personnel administrators need a personnel action that groups together all the necessary infotypes that need to be maintained when employee has an addition to his/her family. In addition to this, your organization pays a one-time payment of 200 UNI for the birth of a new child.

1Create a new action Addition to Family to include the following infotypes:

Personal Data (0002) Family/Related Persons (0021, subtype 2, Child) Additional Payments (0015, subtype CM03) The 200 UNI payment needs to be entered in this infotype.

1-1 Create a new action to reflect this situation using the action with the

infogroup assigned to your group in the Table below .

Student GroupInfo-group ActionStudent GroupInfo-

groupAction

01M1A111N1B1

02M2A212N2B2

03M3A313N3B3

04M4A414N4B4

05M5A515N5B5

06M6A616N6B6

07M7A717N7B7

08M8A818N8B8

09M9A919N9B9

10N0B020P1C1

1-2Create at least two reasons for your new action; for example, "birth of new child" or "adoption of new child."

1-3Change the action menu 01 by copying the entries for the reference user group 00 for your user group ## +50 (where ## = group number) and add your new action.

Note: The course instructor will tell you which start date to use.

2-Run the action for employee Winnie Chung 540991##. Use today as a start date.

5.17.3 Solutions TC "Solutions" \l 4 \* MERGEFORMAT Unit: Personnel Actions

Topic: Personnel Actions

1- Create new action Addition to Family:

1-1. In the IMG, choose:

Personnel Management ( Personnel Administration ( Customize Procedures ( Actions ( Define infogroups

Select User group dependency on menus and info groups in the Choose Activity pop-up box.

Select the New Entries button and enter the following information in the table:

MenuTextUser-dep.ReactionRef.

See Infogroup assignment per group in the table below## Addition to Family Infogroup (

Group (##)Info-groupActionGroup (##)Info-

groupAction

01M1A111N1B1

02M2A212N2B2

03M3A313N3B3

04M4A414N4B4

05M5A515N5B5

06M6A616N6B6

07M7A717N7B7

08M8A818N8B8

09M9A919N9B9

10N0B020P1C1

Select the Save button, and return to the Choose Activity pop-up box.

Select the Info group option in the pop-up box and select the Choose button.

Enter your newly created infogroup number in the Determine Work Area Entry pop-up and select the Continue button.

Select the New Entries button

Make the following entries in the table:

User groupInfogr. modNoOperationInfotypeSCInfotype textSubtype

## + 5001COP0002

## + 5002INSS0021 2

## + 5003INS0015CM03

Note: Remember that ## = your group Select Save and then acknowledge the Information box that pops up by selecting the Continue button.

Return to the main IMG tree structure.

To create the action, choose the following IMG menu path:

Personnel Management ( Personnel Administration ( Customize Procedures ( Actions ( Set up personnel actions

Select Personnel Action Types in the Choose Activity pop-up box.

Select the New Entries button, and then enter the following information in the table:

Action Name of action typeFCCESC PPEEIGDU000U0302C

See Action assignment per group in the previous tableon the previous pageGroup ## Action0((((See Infogroup assignment per group in the previous table on the previous page( ( (

Note: ## = group number. Also, You may need to use the lower horizontal scrollbar to locate the U0302 and "Country columns

Select the Save button, and return to the main IMG tree structure.

1-2To create a reason for your action, choose in the following IMG menu path:

Personnel Management ( Personnel Administration (Customize Procedures ( Actions ( Create reasons for personnel actions

Highlight any two entries in the table and then select the Copy as button.

Modify the copied rows of data so that it appears as shown below:

Action Name of Action Type Act. ReasonReason for action

See Action assignment per group in the previous tableGroup ## Addition to Family Action01Birth of a child

See Action assignment per group in the previous tableGroup ## Addition to Family Action02Adoption of child

Select Enter, Save and return to the main IMG tree structure.

1-3To change the action menu, choose the following IMG menu path:

Personnel Management ( Personnel Administration ( Customize Procedures ( Actions ( Change action menu (

Select User group dependency on menus and info groups in the Choose Activity pop-up box Confirm that the User dep. box is checked for the 01 Actions menu.

Return to the Choose Activity pop-up window.

Select Action menu in the Choose Activity pop-up box.

Enter 01 in the pop-up window and then select the Continue button.

Select the first four entries for user group 00 and then select the Copy as button.

Update ALL copied rows of data so that the user group is changed to your user group (## + 50).

Select the Enter button until the Save button is activated. Select the New Entries button to create the new entry shown in the table below:

User groupNoActionName of action type

## +50 See note*

See Action assignment per group in the previous tableGroup ## Action

*Note: Remember the sequence number of the last entry of the copied rows of data (found in the No column). The sequence number will be equal to the 1 + the last sequence number of the copied rows of data.

Save and return to the IMG.

2- Execute the new action:

In another session, choose the following menu path:

Human resources ( Personnel management ( Administration ( HR Master Data ( Actions

Enter 540991## in the Personnel number field and then enter todays date in the From field.

Note: ## = your group number

Locate your new action (Group ## Action).

Select your action, and then select the Execute button.

Enter a reason for personnel action on the Actions infotype (0000).

Enter a value for the number of children field on the Personal Data infotype (0002).

Update the required fields on the infotypes and then select the Save button after maintaining each Infotype in your action.

6 TC "Dynamic Actions" \l 2 \* MERGEFORMAT 6.2 TC "Other Actions: Unit Objectives" \l 3 \* MERGEFORMAT 6.3 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 6.4 TC "Dynamic Actions: Business Scenario" \l 3 \* MERGEFORMAT 6.5 TC "Dynamic Actions - Example" \l 3 \* MERGEFORMAT With dynamic actions, you control the initiation of actions when maintaining an infotype record. This can be the maintenance of an additional infotype record, sending R/3 Office mail or performing a routine. For each action you can determine whether it is always carried out when you change an infotype or a subtype or whether it is only carried out if you change certain fields.

You can state whether the action is to be carried out for "Change", "Create" and/or "Delete" record. You can store the conditions for executing the action, for example, the comparison of the old and new value of a field.

Finally, you can also specify default values for records that are to be created.

6.6 TC "Dynamic Actions" \l 3 \* MERGEFORMAT You can specify whether an activity should always be performed whenever an infotype or subtype is changed or only if a certain field is changed; which activity is performed depends on the operation being executed.

You must define when the system should perform a particular activity, that is, when you Change (02), Create (04), and/or Delete (08) an infotype record. The system can also be set up to recognize and/or situations. The values for change, create, or delete can be added together: For example, the Maintenance operation 06 means that an activity should be carried out when the record is changed or created (02 change + 04 create).

In the function part (of the table), you can enter plausibility checks for activities, for example, old and new field values. You can also define default values for new records or selection parameters for reports.

If you also use Recruitment, you must make sure that the system calls up the dynamic actions for the correct application. To ensure this, you must first ask for the transaction class:

PSPAR-TCLAS="A" for Personnel Administration

PSPAR-TCLAS="B" for Recruitment

6.7 TC "Mail Connection for Infotype Changes" \l 3 \* MERGEFORMAT When you have changed an infotype record, you can use the dynamic action mail function in SAP Office to inform others of this change.

Example:You have made changes to an employee's Organizational Assignment (0001) record. Certain system users, for example, the employee's administrator or head of department, need to be informed of these changes.

Before you can use the dynamic action function, you must fulfill several preconditions. First, you must enter the name of the administrator who is responsible for maintaining the infotype records of this particular employee in the infotype Organizational Assignment. You must also assign an SAP user name to this administrator. This user name is accessed by a feature and the user then automatically receives a message informing him or her of the changes.6.8 TC "Define Administrators and Administrator Groups" \l 3 \* MERGEFORMAT In the Organizational Assignment infotype (0001), you can enter three different types of administrators:

Personnel

Time

Payroll

These administrators can be referenced in Dynamic Actions to send R/3 Office mail when certain changes are made to the administrator's employee records.

For example, the standard R/3 system delivers a dynamic action that states that if an administrator is changed on an employee's IT0001 record, the old and new administrator will be notified in an Office mail.

Note: this is not workflow functionality since there is no action to be completed; it is a simple notification to the administrator that an employee's record has changed.

6.9 TC "Setting up Mail Connection for Infotype Changes" \l 3 \* MERGEFORMAT To set up the mail connection, you will need to:

Define the conditions for sending a mail in Dynamic Actions.

Modify or create the feature that defines:

The standard text to be used in the mail,

The recipient,

The types of processing that can be performed in the mail system.

Create the standard texts.6.10 TC "Defining Conditions for Sending a Mail" \l 3 \* MERGEFORMAT When defining the conditions which trigger a message to be sent for infotype changes, you can specify the processing type (create, change or delete) or combination of processing types which trigger sending of a mail.

The activity M' indicates to the system "Send mail according to the referenced Feature

You must also define the feature (e.g., M0001).

6.11 TC "Define Mail Attributes" \l 3 \* MERGEFORMAT You can use features to control who receives the mail, the text to be used in the message and the types of processing that should be possible in the mail function. The feature can be used for all master data infotypes for employees (TCLAS=A) and applicants (TCLAS=B).

In the feature you define the standard text (=IDTXT). You can create and/or change this text in the next step.

The mail is sent to the administrator (RECV1 = Personnel, RECV2 = Time and RECV3 = Payroll) from an employee's Organizational Assignment Infotype record. For applicants, a mail can only be sent to RECV1 (Personnel Officer).

By using additional parameters, you can also specify whether a mail should be moved to the outbox after it has been sent or if it should be sent to all persons on a particular distribution list.

You can define whether a certain processing type should trigger specific actions (transaction code, infotype, subtype, etc.).

For further information on feature M0001, call up the feature maintenance transaction and select Display documentation'. Please also refer to the general documentation on maintaining features.

You can copy feature M0001 to M0008 and use it for infotype Basic Pay (0008). Make sure that you adapt the decision tree accordingly.

6.12 TC "Standard Texts for Mail Connection" \l 3 \* MERGEFORMAT The SAP R/3 System contains two sample standard texts that you can use as a template for creating your own texts. These sample texts are:

MAIL_FOR_I0001_A (change personnel administrator for an employee)

MAIL_FOR_I0001_B (change personnel administrator for an applicant)

You can copy the sample texts from client 000.

Create the standard texts that you require and store them under the text ID PAMA.

Each mail consists of a header and the actual message. Write the header in the first line of the standard text and the message starting in the second line.

In the standard text, you can use the fields of infotypes 0001 and 0002 to trigger the mail. If the infotype that triggers the mail is the Organizational Assignment infotype (0001), you can use the fields contained in the structures *P0001 (data before changes) and P0001 (data after changes).

The standard settings for style and layout are used in the mails.

6.13 TC "Other Actions: Unit Summary" \l 3 \* MERGEFORMAT 6.13.2 Exercises TC "Exercises" \l 4 \* MERGEFORMAT Unit: Dynamic Actions

Topic: Dynamic Actions

At the conclusion of this exercise, you will be able to:

Modify a dynamic action

The personnel administrators need a dynamic action that will serve to remind them when a laptop computer, which has been loaned to an employee for a limited period of time, is due for return. The reminder should be one month before the return date.

1Create a new dynamic action to monitor the loan of laptop computers to employees

1-1Create a new deadline type for infotype 0019 Monitoring of dates with a follow-up time of 1 month so that the reminder date for the deadline is 1 month before the deadline date and Laptop loan as the name. Use ## + 80 as the deadline type (where ## is your group number, so that group 1 is 81 and group 12 is 92, etc.)

1-2Create a new subtype for the infotype 0040 Object on loan. Use ZZ## as the subtype ID (where ## is your group number) and Laptop computer## is the name.

1-3

Set up a dynamic action so that, whenever a user creates or maintains infotype 0040 Object on loan, subtype ZZ##, a Monitoring of dates infotype record for the deadline type ## + 80 is automatically created. Also the deadline date for the deadline type should default automatically from the end date of the Object on loan record.

1-4Test the dynamic event: Using employee Winnie Chung, 540991## create a new record for infotype 0040 Object on loan, subtype ZZ##. The system should automatically create a Monitoring of dates infotype record for the deadline type ## + 80 where the deadline date is the same as the end date of the Object on loan record.

6.13.3 Solutions TC "Solutions" \l 4 \* MERGEFORMAT Unit: Dynamic Actions

Topic: Dynamic Actions

1 Create new dynamic action :

1-1 To create the new deadline type:

IMG: Personnel Management( Personnel Administration ( Evaluation Basis ( Monitoring of Dates ( Determine Deadline Type

Create an entry for your new deadline type where

##+ 80, is the date type (where ## is your group number).

Enter Laptop loan as the name for the deadline type and specify a lead/follow-up time of 1 month.

Save the data and return to the IMG.

1-2Create a new Subtype for an Object on Loan:

IMG: Personnel Management(Personnel Administration ( Contractual and Corporate Agreements ( Cessions ( Define Objects on Loan

Select the New Entries button and add an entry where:

ZZ## is the subtype ID

Enter Laptop computer## as the description for the subtype.

Save the data and return to the IMG

Select continue to acknowledge the message please choose the key from the allowed name space.

1-3Create a dynamic action:

IMG: Personnel Management Personnel Administration Customize Procedures Dynamic Actions

Select the New Entries button.

Enter two new lines with sequence numbers 01 and 02 to create the dynamic action.

In the first line specify the infotype, subtype and function code that will trigger the dynamic action.

Specify the activity I for infotype maintenance and in the Variable function part of the screen specify that the dynamic action should create infotype 0019, subtype ## + 80.

In the second line specify that, for the same infotype, subtype and function code, the dynamic action should automatically create a date in the deadline date field which defaults from the end date of the Object on Loan record. Your new table entries will appear as follows:

ITypeSTyFCNoSVariable function part

0040ZZ##0601IINS,0019,##+80

0040ZZ##0602WP0019-TERMN=P0040-ENDDA

1-4Test the dynamic action

Choose the menu path

Human Resources Personnel Management Administration HR Master Data Maintain

Enter the personnel number of employee Winnie Chung, Employee 540991##,

Select the Object on Loan infotype (0040) , subtype ZZ## Laptop computer

Select the Create icon to create a record. Use today's date for the from date, and the date six months from now as the to date.

Save the new infotype record.

This will automatically create an infotype 0019 (Monitoring of Dates) based on the dynamic action that was created in the previous exercise. Select the Enter button. The new infotype will have the following default information:Date type: 80 + ## (Note: only the text is displayed and not the date type code)

Date/deadline: The end date for the loan (from infotype 0040).

Reminder date: The date one month before the end of the loan.

Select the Save button.7 TC "Introduction to Authorizations" \l 2 \* MERGEFORMAT 7.2 TC "Introduction to Authorizations: Unit Objectives" \l 3 \* MERGEFORMAT 7.3 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 7.4 TC "Introduction to Human Resources Authorizations:Business Scenario" \l 3 \* MERGEFORMAT 7.5 TC "Introduction to Human Resources Authorizations: Topic Objectives" \l 3 \* MERGEFORMAT 7.6 TC "Authorizations in the Workplace" \l 3 \* MERGEFORMAT In the SAP R/3 System, users need different authorizations to perform certain tasks. These authorizations are combined into profiles. Each profile represents a task in the organization.

The task areas and their functions differ from organization to organization and from department to department.

The aim of the authorization concept is to issue the necessary authorization to each employee but at the same time, the system remains a closed system (for those that do not have access authorization).

Integration with lots of different components makes it difficult for the administrator to know which authorizations users need for which objects. In addition, there are lots of objects that lots of customers do not need.

The profile generator solves this problem as it only creates the authorization profile once the administrator has chosen the transactions that the users have to start to do their work.

You can also use the profile generator to switch off authorization objects that the customers do not need.

7.7 TC "Double Verification Principle" \l 3 \* MERGEFORMAT All critical data is protected in the system. Authorization to access specific data must be given.

The authorization concept allows you to define access rights and then assign these rights to users.

This means that the administrator can determine which data can be accessed and how. (For example, display authorization for certain data and change authorization for a different type of data).

7.8 TC "Authorizations in a Company" \l 3 \* MERGEFORMAT Depending on the activities carried out by an employee within a company, he/she requires authorization to access certain objects in the SAP R/3 System.

The authorizations required for a certain task area in a company are grouped in an authorization profile.

7.9 TC "Authorization Structure" \l 3 \* MERGEFORMAT The authorization check for accessing Human Resources infotypes belongs to the general SAP authorization check.

The SAP authorization check is based on the authorization objects. An authorization object is made up of a maximum of 10 authorization fields. For the sake of clarity, the authorization objects are grouped according to applications.

To define an authorization for an authorization object, you must specify values for the individual fields in the object. You can create as many authorizations together with different values and names for an authorization object,

Authorization profiles are lists of authorization objects and the corresponding authorizations.

A user's authorizations for the various objects in the SAP R/3 System are determined by authorization profiles that are assigned in the user master record.7.10 TC "A User's Authorization Tree" \l 3 \* MERGEFORMAT You have one or several single or composite profiles in your user master record.

You have all the authorizations that are in your profile.

You can enter profiles in as many user master records as required. If you change the authorization for an authorization object, the system changes all the user master records that contain the profile that has been changed.

It is SAPs recommendation that, instead of creating composite profiles, profiles are created with the profile generator.

7.11 TC "Version Concept" \l 3 \* MERGEFORMAT Authorization profiles and authorizations are to be found in the SAP system both as maintenance and active versions. Only the active version of a profile or an authorization has an effect on the system. If you want to create or maintain a profile or authorization, you must work with a maintenance version. The maintenance version can only be used in processing once you have activated it and thus replaced the existing active version.

The activation concept means that errors when creating or maintaining authorizations do not affect the system. The concept also contributes to security in that maintenance and activation of authorizations can be distributed among a number of users.

7.12 TC "General HR Authorization Objects" \l 3 \* MERGEFORMAT The SAP R/3 authorization concept is based on authorization objects.

Authorizations for human resources are maintained in the object class Human Resources.

The subareas to be protected are represented by the authorization objects named before.

An object defines a combination of up to 10 fields which are checked in AND links. A user can only carry out an action if he/she passes the authorization check for each field stored in the object.

The object HR - Master data groups fields such as Infotype, Personnel area, Employee group and Employee subgroup.

Fields in an object are not the same as entry fields on a screen, but instead are system elements, such as infotypes, which are to be protected.

You can define as many system access authorizations as you wish for an object by creating a number of allowed values for the fields in an object. These value sets are called authorizations in the SAP system.

You can also define composite authorizations, which contain several individual authorizations from an object. The system checks these authorizations in OR links.

7.13 TC "Authorization Objects" \l 3 \* MERGEFORMAT Authorizations for human resources are maintained in the object class Human Resources.

The subareas to be protected are represented by the authorization objects named before.

An object defines a combination of up to 10 fields which are checked in AND links. A user can only carry out an action if he/she passes the authorization check for each field stored in the object.

The object HR - Master data groups fields such as Infotype, Personnel area, Employee group and Employee subgroup.

Fields in an object are not the same as entry fields on a screen, but instead are system elements, such as infotypes, which are to be protected.

You can define as many system access authorizations as you wish for an object by creating a number of allowed values for the fields in an object. These value sets are called authorizations in the SAP system.

You can also define composite authorizations, which contain several individual authorizations from an object. The system checks these authorizations in OR links.

7.14 TC "HR: Master Data" \l 3 \* MERGEFORMAT The HR:master data object is the most important object in Human Resources.

The authorization level defines the scope of authorization.

Possible values are:

RRead

EWrite to locked record

DMaintain lock indicator

MDisplay matchcodes

SWrite to locked record; unlock if the last person who changed the record is not the current user

*All access operations

Authorizations E and D can be used when applying the double verification principle.

Organizational keyCorresponds to the Organizational key field (infotype P0001).

The organizational key can be used to set up an authorization check which allows administrators to access only the employees who are assigned to them.

SAP naming conventions: The second character of customer authorizations and profiles must be a colon.

7.15 TC "Double verification principle" \l 3 \* MERGEFORMAT In the HR: Master data object, authorization levels E (write to locked record) and D (maintain lock indicator) enables you to implement the double verification principle. This means that at least two persons must be involved in writing a valid record to the database.

One of these users must be assigned authorization E and the other D.

Authorization E allows the user to maintain and create locked records. Authorization D allows you to remove the lock indicator from locked records and set the lock indicator for other records.

A * includes all authorization levels.

You can also implement the double verification principle using authorization level S (write to locked record, unlock if the last person who changed the record is not the current user).

7.16 TC "Extended Master Data Check" \l 3 \* MERGEFORMAT This authorization object carries out a check similar to that of the object HR: Master data. The entries in the administrator fields for the person being processed are used for the authorization check. (These fields are stored in the Organizational Assignment infotype - Payroll administrator, Time recording administrator, Master data administrator and Administrator group).

This object check is not active in the standard system. You can use a program switch (MPPAUTSW) to determine whether this check is to be carried out in addition to or instead of the HR: Master data check.

When you have defined the authorization for the object HR: Master data - extended check, include it in a profile and store this in the administrator's user master record. Then activate the extended authorization check in program MPPAUTSW by entering the value 1 in the p_orgxx field. Then assign the employee to the personnel administrators.

The administrator group contains all administrators who are responsible for the organizational area in Human Resources or Recruitment.

The administrator group is defined in the Administrator Group feature (PINCH). The system proposes the value stored in your user master record for parameter ID SGR. The four-character ID for the personnel area is set automatically in the standard system.

7.17 TC "Master Data Personnel Number Check" \l 3 \* MERGEFORMAT The object HR master data - Personnel number check can be used as a further authorization check for personnel data. In this authorization object, you can specify how the system is to interpret a user - personnel number assignment in the authorization check for HR infotypes. The following specifications are possible:

I=Authorization for assigned personnel numbers - in this case, the employee is, for

example, only authorized to read his/her own attendance or absence data.

E=Authorization for all personnel numbers except those assigned

*=Is not supported here.7.18 TC "Authorizations for Personnel Planning" \l 3 \* MERGEFORMAT To use this authorization, include the authorization in a profile and store it in the employee's user master record (IT0105), then specify all personnel numbers in the view Set up authorizations based on personnel numbers'. This assignment of users to personnel numbers enables you to work flexibly without having to change the authorization when personnel changes are made.

The check on this object is not active in the standard system; it can be activated using the program switch (MPPAUTSW). To do this, enter a 1 in the field p-pernr. If the check is active, it is linked to the following checks (if active) by a logical OR:

object HR: Master data

object HR: Master data - extended check

access path defined in HR-PD.7.19 TC "Authorizations for Batch Input Sessions" \l 3 \* MERGEFORMAT Report-specific prefixes can be defined to protect batch input sessions. The prefix is placed in front of the actual session name and can be checked generically at a later point. This prevents sessions being processed without authorization.

Use transaction SU03 (Maintain authorizations) to find the object Batch input authorizations (technical name S_BDC_MONI) under the object class Basis - Administration. This object allows you to control authorizations based on the session name in combination with an activity. The possible activities are documented with the object.

Feature BIMAP enables you to define report-specific prefixes to protect batch input sessions. The prefix is placed in front of the session name itself and can later be checked generically. This enables you to prevent unauthorized users from printing from the print spool etc.

Example:The session name MEYERS would then become HR2-MEYERS if there is a corresponding entry in the feature:

000010D REPID000020RPITUM00&BIMAP=HR2-,000030********&BIMAP=HR1-,

The system now proposes the prefix HR2- for the session name in report RPITUM00. The prefix HR1- is used for all other reports.

To keep the work involved in maintaining user master records to a minimum, the SAP system uses profiles when assigning authorizations. You do not enter the authorizations directly in the user master record but assign profiles to the authorizations instead.

A profile is a list of authorizations or composite authorizations.

Profiles allow you to structure authorizations according to work centers. A profile can therefore contain all authorizations required to perform a certain activity such as data entry or maintenance.

Users who are responsible for several different tasks can be assigned composite profiles which are made up of individual profiles. A composite profile can include all profiles that a user requires to perform his/her tasks.

The SAP standard system contains authorization profiles for project team members.

You should create the user master records for project teams directly after you install the system.

7.20 TC "Introduction to HR Authorizations: Unit Summary" \l 3 \* MERGEFORMAT 7.20.2 Exercises TC "Exercises" \l 4 \* MERGEFORMAT Unit: Introduction to HR authorizations

Topic: The Authorization Concept

At the conclusion of this exercise, you will be able to:

Describe the processes of creating authorizations

1Which authorization objects would be required to grant authorizations for each of the following jobs?

List the HR Authorization Objects the following jobs would require.

HR Administrator Assist. HR AdminSenior Payroll Admin

1-2 Are there any authorization objects that can be shared between the two jobs?

7.20.3 Solutions TC "Solutions" \l 4 \* MERGEFORMAT Unit: Introduction to HR Authorizations

Topic: Authorization Concepts

1Which authorization objects would be required to grant authorizations for each of the following jobs?

Tools ( Administration ( User Maintenance(Manual Maintenance(Edit Authorizations Manually Highlight the Human Resources object class and select the List Authorizations button.

List the HR Authorization Objects the following jobs would require.

HR Administrator Assist. HR Admin. Senior Payroll Admin.

Master Data

Master DataMaster Data

Applicants

ReportingHR Clusters

Personnel Planning &Personnel Planning &Payroll Control record

DevelopmentDevelopmentPayroll Reporting Docmnt

Posting Run

Statements

Personnel Planning &

Development

1-2 Are there any authorization objects that can be shared between the two jobs?

Yes, you can use the same authorizations and objects in more than one profile (or profiles for two different jobs). For example:

The HR Administrator and Senior Payroll Administrator need to be able to write to Infotype 0008 (Basic Pay) , Tax Infotypes, Personal Data (Tax ID number), Organizational Management. The Assistant Administrator would only need "read-access" to most infotypes except for Infotype 0002 and 0006, so two Authorizations could cover three job profiles.

The Human Resources Administrator needs to have the ability to create Organizational Objects, but the Assistant Administrator and the Payroll Administrator only need "read-access" so that Infotype 0001 records are valid.

8 TC "Profile Generator" \l 2 \* MERGEFORMAT 8.2 TC "Profile Generator: Unit Objectives" \l 3 \* MERGEFORMAT 8.3 TC "Course Overview Diagram" \l 3 \* MERGEFORMAT 8.4 TC "Profile Generator: Business Scenario" \l 3 \* MERGEFORMAT 8.5 TC "Profile Generator Tool" \l 3 \* MERGEFORMAT The profile generator has been developed to make the maintenance of authorizations and profiles easier. The Profile Generator tool allows authorization administrators to automatically generate and assign authorization profiles. This simplifies the task of setting up the authorization environment during an SAP R/3 implementation.

The Profile Generator tool is used to:

select transactions from the company menu

retrieve all authorization objects to transactions selected (Via Check ID Tables)

generate authorizations once field restrictions have been entered for each authorization object

group authorizations in auto-generated profiles

The administrator has only to configure customer-specific settings such as:

The Company Menu enables transactions available for customer

The Check ID tables 1) assign the authorization objects that are relevant to a transaction, and 2) assign default values for authorization objects

Once the configuration is complete, the profile generator will then be capable of managing all tasks, such as selecting the relevant authorization objects for transactions selected.8.6 TC "Process: Activity Groups for Profiles" \l 3 \* MERGEFORMAT The profile generator creates authorization profiles based on the transactions chosen by the administrator. This list of transactions is known as the activity group.

You select the transactions from the company menu. You can either select individual transactions or whole menu paths.

8.7 TC "Profile Generator: Creating a Profile" \l 3 \* MERGEFORMAT The activity group:

consists of the number of transactions required.

is defined using the company menu.

can contain complete menu options or individual transactions.

8.8 TC "Profile Generator: Defining Activity Groups" \l 3 \* MERGEFORMAT An activity group is a collection of activities tasks, reports and transactions that you want to link to one another so that you can define user parameters in the system.

Use the profile generator to create authorization profiles and assign different organizational objects (for example, users, jobs, or positions) to the activity groups. By doing this, you define which users can perform which tasks in the system.

You can define a responsibility for each activity group. You can edit the individual responsibilities to depict different authorization profiles this allows you to make more precise distinctions between the different authorization profiles.

The activity group maintenance function can be used by SAP Session Manager users, SAP Business Workflow users, and Human Resources Organizational Management users.

To access the profile generator choose Tools Administration User maintenance Activity groups.

First define an activity group and then choose 'MENU' to select the transactions.

8.9 TC "Profile Generator: Steps in the Process" \l 3 \* MERGEFORMAT 8.10 TC "Generating the Profile from the SAP menu" \l 3 \* MERGEFORMAT 8.11 TC "Activity Group: Assigning Transactions" \l 3 \* MERGEFORMAT Here you select all the transactions from the company menu that belong to this transaction; the traffic lights indicate whether all transactions (green), or only some transactions (yellow) or no transactions (red) have been selected.

Use transaction SSM1 to generate the company menu. You can also add customer-specific transactions to the menu manually.

8.12 TC "Changing Activity Group Authorizations" \l 3 \* MERGEFORMAT Now go to authorization maintenance and first define the organizational units (for example, plan version) that are valid for this profile. On the Authorization Maintenance screen, the green traffic lights indicate that all the authorizations