Personnel Adminstration Training Manual - en V1.0 PDF

PROJECT ITQAN
ITQAN SAP Human Capital Management

(SAP HCM)
SAP Human Capital Management
Personnel Administration
(SAP HCM)
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
Page 1 of 190 SAP HCM PA TRAINING MANUAL

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 Info type Text
(Standard)
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
Human resources  Personnel Management  Administration  HR

MENU PATH
Master Data  Personnel Actions
TRANSACTION
PA40
CODE
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 .

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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
PROCEDURE
Step Action
1. pa40 is now entered in the Transaction box.
2. Click Continue .

Step Action
3. Select Re-Hire action
Step Action
Click Execute .
4.
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
Click Next record .

26.
Step Action
Click Next record .

27.

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

MENU PATH
TRANSACTION
PA40
CODE
PROCEDURE
Step Action
1. Select Probation Period Evaluation action

Personnel Actions
Step Action
2. Click Execute . You can also press F8.
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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

MENU PATH
TRANSACTION
PA40
CODE
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 Human Resources  Personnel Management  Administration  Info
Menu System  Reports  Employee  Employee List
Transaction
S_AHR_61016369
code
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M)
Business role
Human Resources  Reports  Employee  Employee List
menu
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 User Action and
Description
Name Values
Choose this default value
Today Employee’s data as of today’s date
as Period selection
Current
Employee’s data as of current month
Month
Current Year Employee’s data as of current year
Employee’s data starting from the hire date
Up to Today
up to today’s date
Employee’s data starting from today’s date
From Today
up to any future transaction date.
Employee’s data on a certain period or date
Other Period 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
 Choose Multiple Selection button
Personnel
Employee number or ID  Choose Select Ranges tab,
Number
 Choose Copy button or F8 key
Employee status as of Choose system default value Not equal to
Employment
active, in-active, retired, Withdrawn status
Status
or withdrawn
Organization entity Choose a Personnel area that relevant to the
Personnel
represents an area within desired report output
Area
enterprise structure
Organization entity Choose an appropriate Personal Subarea that
Personnel represents part of correspond to selected Personnel Area
Subarea Personnel Area within combination to see the desired report output
enterprise structure
Employee Employee group within Choose value 1 for Employee, 4 for Intern or 7
Group personnel structure for Temp/Seasonal
Employee sub group Choose an appropriate Employee Subgroup
Employee
within personnel that correspond to selected Employee Group
Subgroup
structure combination to see the desired report output

 Choose the fields on Selection Options area
by highlighting the rows
 Choose the Select or Right arrow button to
Provides list of employee move the selected rows to Selection Fields
master data criteria that area
Further can be included as part of  Choose Enter button to complete the
Selections Selection Section in selection
button addition to Personnel  The additional selected employee master
Number and Employment data criteria are displayed on the Selection
Status entry fields section
 Provide the necessary values that relevant to
the additional master data field entries to
meet the expected data output
 Expand the organization structure to find the
Provides list of desired organization units
Org. organization structure  Select the checkbox next to the desired
Structure that employees’ belong organization units
button to as one of the report  Choose the Continue or Green Check button
output selection criteria to complete and close the Choose
Organization Unit window
Report-Specific Selections
Either leave this entry field empty or enter specific
employee’s last name that relevant to report
Employee’s Last output.
Last Name
name A wild card (*) can be used if the spelling of
employee’s last name is partially known.
For example: Smith*
employee’s birth name that relevant to report
Employee’s name output.
Name at birth
at birth A wild card (*) can be used if the spelling of
employee’s birth name is partially known.
For example: Robert*Smith*
Employee’s First
First name employee’s first name that relevant to report
name
output.

A wild card (*) can be used if the spelling of
employee’s first name is partially known.
For example: Jane*
Employee’s Either leave this entry field empty or choose specific
Nationality
nationality nationality that relevant to report output
New Either leave this entry field empty or enter specific
Employee’s hire or
employees in date range that relevant to report output
entry date period
period
Employee’s Either leave this entry field empty or choose one of
Gender
gender the radio-button gender options
List Format
Checkbox for Request to provide employees’ Choose the checkbox if the
Cost Center assignment of company code, additional information must be
text required personnel area, and cost center included as part of report output
(code and text) as part of the 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.
 Procedure
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
Human Resources  Reports  Employee  Flexible Employee Data
menu
3. On the Flexible Employee Data selection screen, provide the following flexibility:
Key date Section
Today Employee’s data as of today’s Choose this default value as Key date
date
Other key Employee’s data as of specific
date date
Selection Section
Personnel Employee number or ID  Choose Multiple Selection button
Number  Choose Select Ranges tab,
Further Provides list of employee master  Choose the fields on Selection
Selections data criteria that can be included Options area by highlighting the rows
button as part of Selection Section in

addition to Personnel Number and  Choose the Select or Right arrow
Employment Status entry fields 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. Provides list of organization  Expand the organization structure to
Structure structure that employees’ belong find the desired organization units
button to as one of the report output  Select the checkbox next to the
selection criteria desired organization units
 Choose the Continue or Green Check
button to complete and close the
Choose Organization Unit window
Additional data Section

Field Description User Action and Values
Name
Field Provide selection of  Choose the output fields from the Selectable
Selection employee’s master fields section on HR Field Selection window by
button data fields for report highlighting each selected field’s row
output. The maximum  Choose up to 20 fields
number of selection is For example, Personnel ID Number, First Name,
20 fields. 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.
 Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC Human Resources  Personnel Management  Administration  Info
Menu System  Reports  Organizational Entity  Headcount Changes
Transaction
S_L9C_94000095
code
Business role Human Resources  Reports  Organizational Entity  Headcount
menu 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 – Employee’s data on a certain period or
Data Selection date range. For example, 01/30/2009 To
Period 01/30/2009, or 02/01/2009 To
02/28/2009
Other Period – Employee’s organization assignment as of
Person Selection particular date period or date range.
Period For example, 01/30/2015 To 01/30/2015,
or 02/01/2015 To 02/28/2015
Selection Section
Personnel Employee number or ID  Choose Multiple Selection button
Number  Choose Select Ranges tab,
Employment Employee status as of 0- Choose the value that relevant to desired
Status Withdrawn, I – Inactive, 2- report output
Retiree, and 3 –Active
Personnel Organization entity represents Choose a Personnel Area that relevant to
Area an area within enterprise the desired report output
structure
Personnel Organization entity represents Choose an appropriate Personal Subarea
Subarea part of Personnel Area within that correspond to selected Personnel Area
enterprise structure combination to see the desired report
output
Employee Employee group within Choose value 1 for Employee, 4 for Intern or
Group personnel structure 7 for Temp/Seasonal

Employee Employee sub group within Choose an appropriate Employee Subgroup
Subgroup personnel structure that correspond to selected Employee
Group combination to see the desired
report output
Further Provides list of employee master  Choose the fields on Selection Options
Selections data criteria that can be included area by highlighting the rows
button as part of Selection Section in  Choose the Select or Right arrow button
addition to Personnel Number to move the selected rows to Selection
and Employment Status entry Fields area
fields  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. Provides list of organization  Expand the organization structure to find
Structure structure that employees’ the desired organization units
button belong to as one of the report  Select the checkbox next to the desired
output selection criteria organization units
 Choose the Continue or Green Check
button to complete and close the Choose
Organization Unit window
Program Selections Section

Field Description User Action and Values
Name
Action Personnel actions activity includes Choose the value that relevant to
Type series of infotypes changes that report output
relevant to employee’s life event
changes.
For example: New hire, transfer,
salary adjustment, and so on
Date of The effective date of the ‘Action Choose the value that relevant to
action Type’ report output
Output Report output list format.  A blank value displays the default
Format – report output fields

SAP List  A specific customer format
Viewer 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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PROJECT ITQAN

ITQAN SAP Human Capital Management

2.1. TARGET AUDIENCE......................................................................................................................................1

3.1. ENTERPRISE STRUCTURE....................................................................................................................................3

4. EMPLOYEE ACTIONS .................................................................................................................................. 4

5. SAP STANDARD REPORTS ....................................................................................................................... 180

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2.1. TARGET AUDIENCE

2.2. RELATED BUSINESS PROCESS

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2.3. PROCEDURES EXECUTION

Tips and Tricks

 Back [F3]: allow you to go back to the previous screen.

 Exit [Shift + F3]: allow you to return to the main menu.

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 Defining pay scale and wage type structure

3.2. Personnel Structure:

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Human resources  Personnel Management  Administration  HR

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12. Click Save .

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49. Click Next record .

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54. Click Next record .

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55. Click Next Record .

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Hit List 2 Entries

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65. Click Next record .