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Configuration of SAP HCM Structural Authorizations

About this document

This document describes how the Structural Authorization, its importance and the configuration steps. It can be used as a best practice which includes test scenarios. Explanation was given with the help of screenshots, but please do not expect that all the possible customizing options are shown with screenshots. While going through this document, try to access your own system for perfect understanding.
Authorizations

Authorizations control system users access to system data and are therefore a fundamental prerequisite for the implementation of business software.

General Authorizations

o Single Role etc.,

- Individual authorizations either

to screens, infotypes,

o Composite Role - Group of Single Roles clubbed together and called as composite role

Structural Authorization

The Structural Authorization determines to organizational structure the user has an access.

which

object/objects

in

the

It describes the special authorizations that you can define in Personnel Planning and Development in addition to the basic access authorizations The General Authorization determines which object data (infotype, subtype) and which access mode (Read, Write ...) the user has an access.
General Data

Structural Authorizations will be assigned to Users with Structural Profiles in table T77UA (User Authorizations) or using Transaction Code OOSB. Initially system checks the table T77UA consists of Username with a Structural Profile attached to it or not. If there is no entry in the table T77UA for the user, then

the system checks whether the User is assigned with profile SAP*, else authorization is denied. In the standard system, there will be a User Name - SAP* assigned with Profile ALL, which means, when we first implement mySAP HR, all users have complete authorization concerned to Structural Authorization. Note: If you delete the SAP* row, no user can pull the report for any standard org Structure. (Never ever delete the standard entry)

IMG Configuration

Step 1

Node Transaction Code Table Name

Maintain Structural Profiles OOSP T77PQ

Select Maintain Structural Profiles

Below window will get displayed. Click on Authorization Profiles New Entries

Input Authorization Profile and Authorization profile Name

Save it in a Customizing Request. Select our profile, and Double Click on Authorization Profile Maintenance

Below Window gets displayed

Input the details

Save it. Authorization Profile: (Mandatory)

Name of the Authorization Profile which was given earlier

No: (Optional)

Sequential Number

Plan Version: (Mandatory)

Enter the Plan Version to which the profile is authorized for the Organization Plan

Object Type: (Mandatory)

Accessible Objects in the mentioned Plan Version

Object ID: (Optional)

Enter an Object ID of the mentioned Object type. So that employee can access the Org Units under that object. o When you work with infotype records, this field allows you to use the Fast entry feature. Fast entry enables you to create numerous infotype records without having to exit and re-enter the infotype window. To select the object that the infotype record should belong to, either: Enter the object's eight-digit code Use the matchcode feature to search for the object

Maintenance (Optional)

In Personnel Management, a distinction is made between two types of function code: There are function codes with "maintaining" and others with "non-maintaining" attributes. In table T77FC, "maintaining" function codes are selected by flagging processing type Maintenance.

If processing type Maintenance is flagged in table T77PR for a profile, it means that function codes classed as "maintaining" in table T77FC can also be executed for the authorized objects. (Set-up in Customizing via Environment -> User maintenance -> Structural authorization -> Profiles.)

Evaluation Path (Optional)

Enter the Evaluation Path to focus on the objects involved in the relationship of Evaluation Path or can leave it as blank.

Status Vector (Optional)



Use this field to identify the status that a Relationship infotype must have in order for an object to be reported on. 1 active 2 planned 3 submitted 4 approved 5 rejected

NOTE: By Default value 1 (active) is used as the status vector. Depth (Optional)

Contains a number from one to six digits that corresponds with the different levels of an organizational structure (one being the highest level, and all subsequent numbers representing lower levels). The level number determines how much information is SHOWN in an inquiry/report If you do not wish to limit report documentation, leave the field blank

Sign (Optional)

The +/- sign is only used, if structural authorization profiles are to be created that are to process the structure "from top to bottom",

Example: An authorization profile should only allow persons within the organizational structure to be accessed. Period (Optional)

Use this field if you want to restrict the authorization according to the validity period of the structure.

All Key date

M Y P F

Current month Current year Past Future

Function Module (Optional)


Step 2
This field allows you to specify a function module to determine the root object of the structural authorization. For more information on function modules, refer to the IMG under Maintain PD Profiles.

Node Transaction Code Table Name

Assign Structural Authorization OOSB T77UA

Select Assign Structural Authorization

Note: Never ever delete the standard entry If you delete the SAP* row, no user can pull the report for any standard org Structure. Go to New Entries and give below details

Save it in a Customizing Request. User Name : UserName to which we give the authorization

Authorization Profile : The one which was created in the earlier step Start Date End Date profile : From which date the user should have an access for the mentioned profile : Till what date the User can have the access for the mentioned

Exclusion Conclusion

: This field allows to exclude branch structures from structural authorizations

As per the configured profile, Employee with username TRAIN_INDIA3 will have access to view Org Units only.
Example 1

Transaction Code

S_AHR_61016494 Organizational Positions

Structure

with

Selected the above report S_AHR_61016494 Organizational Structure With Positions. Below Screen will be displayed. Selected the inputs Plan Version Object Type : 01 (System accepts other than 01 as well) : O (Org Units. Test 2 consists of Position results)

Evaluation Path : O_S_P (System takes the evaluation path which contains Org Units only. As the profile is authorized only for Org Units) Click on Execute.

Output will be displayed with only Org Units. Positions and Persons will not be displayed.

Actual Screen will be displayed as below, with all the org units, positions and persons. If we havent assigned any profile to the User.

Example 2

Selected the above report S_AHR_61016494 Organizational Structure With Positions. Below Screen will be displayed. Selected the inputs Plan Version : 01 (If you give other than 01, it will accept)

Object Type : S - Position (In the TEST 1, Org Unit O is selected. Check the output if we select S) Evaluation Path : O_S_P (System takes the evaluation path which contains Org Units only. As the profile is authorized only for Org Units) Click on Execute.

Output will be displayed with Blank Page, as the authorization exists for Org Units only.

Function Modules Enter one of the following function modules in SE37

RH_GET_MANAGER_ASSIGNMENT (Determine organizational units for manager)

This function module finds the root organizational unit with which the user is related via the position and relationship A012 (manages).

RH_GET_ORG_ASSIGNMENT (Organizational assignment)