Personnel Administration Training Manual
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- Rodger McCarthy
- 6 years ago
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1 PROJECT ITQAN ITQAN SAP Human Capital Management (SAP HCM) SAP Human Capital Management (SAP HCM) Personnel Administration Training Manual
2 Contents 1. INTRODUCTION TRAINING OBJECTIVES TARGET AUDIENCE RELATED BUSINESS PROCESS PROCEDURES EXECUTION SAP HCM STRUCTURE ENTERPRISE STRUCTURE PERSONNEL STRUCTURE: EMPLOYEE ACTIONS HIRING ENDING EMPLOYMENT REHIRING PROBATION PERIOD EVALUATION TRANSFER PROMOTION DISCIPLINARY ACTION EMPLOYEE SUSPENSION ACTIVATE SUSPENDED EMPLOYEE LEAVE OF ABSENCE ANNUAL LEAVE/TICKET REIMBURSEMENT LEAVE DUE TO OCCUPATIONAL HAZARD RETURN FROM OCCUPATIONAL HAZZARD RETURN FROM LEAVE OF ABSENCE ACTING AS ENDING ACTING AS SAP STANDARD REPORTS EMPLOYEE LIST FLEXIBLE EMPLOYEE DATA HEADCOUNT CHANGES Page 1 of 190
3 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 s Maintenance of Master Data 2.1. TARGET AUDIENCE Key/process users of Personnel Administration 2.2. RELATED BUSINESS PROCESS Personnel Administration Personnel Administration module will facilitate HR in maintaining employee data in the system. Relevant Info types Info type Number (Standard) 0000 s Info type Text 0001 Organizational Assignment 0002 Personal Data 0006 Addresses 0007 Planned Working Time 0008 Basic Pay Page 1 of 190
4 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. Page 2 of 190
5 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) Page 3 of 190
6 4. Employee s 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 MENU PATH TRANSACTION CODE HCM_PA_001 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. Page 4 of 190
7 2. Select Hiring action. 3. Click Execute. You can also press F8. Page 5 of 190
8 4. Enter Start date. 5. Click Input Help Reason for. Page 6 of 190
9 6. Double-click on Fill New Position. 7. Click Save. Page 7 of 190
10 8. Click on Input Help Subarea. 9. Select Subarea 0001 (Qassim). Page 8 of 190
11 10. Clicking Payr.area Input Help. 11. Select Payroll area NP. Page 9 of 190
12 12. Click Save. 13. Enter First name in Arabic. Page 10 of 190
13 14. Enter Last Name in Arabic. 15. Enter First Name in English. Page 11 of 190
14 16. Enter Last Name in English. 17. Select Form of Address Mr Page 12 of 190
15 18. Select Gender Male. 19. Select Ctry of Birth from drop-down list. Page 13 of 190
16 20. Clicking the Marital Status opens a drop-down list. Page 14 of 190
17 21. Select Religion from the list Page 15 of 190
18 22. Enter Date of birth Page 16 of 190
19 23. Click Save. Page 17 of 190
20 24. Enter City Qassim Page 18 of 190
21 25. Enter Telephone Number Page 19 of 190
22 26. Click Save. 27. Clicking the Work schedule rule field activates it. Page 20 of 190
23 28. Click Work schedule rule Input Help 29. Select Work schedule rule from the list. 30. Click Save. Page 21 of 190
24 31. Enter Time rec.id no Select ID version 33. Click Save. Page 22 of 190
25 34. Enter Date of Task. 35. Enter Reminder Date Page 23 of 190
26 36. Enter Lead/follow-up time 37. Click Save. 38. Click on PS type Input Help. Page 24 of 190
27 39. Select PS type 01 Saudi from the list 40. Click PS Area Input Help Page 25 of 190
28 41. Select WFI - KSA from the list Page 26 of 190
29 42. Click PS group Input Help. Page 27 of 190
30 43. Select PS group from the list Page 28 of 190
31 44. Enter Wage Type 1000, 1001, Page 29 of 190
32 45. Enter Amount. 46. Click Save. Page 30 of 190
33 47. Select Payment method Bank transfer from the list. 48. Click Save. 49. Click Next record. You can also press Shift+F7. Page 31 of 190
34 50. Click Wage Type Input Help Page 32 of 190
35 51. Select Wage Type 2001 from the list Page 33 of 190
36 52. Enter wage Amount. 53. Click Save. 54. Click Next record. You can also press Shift+F7. Page 34 of 190
37 Create Travel Privileges 55. Click Next Record. You can also press Shift+F Enter Start date. Page 35 of 190
38 Create Education 57. Enter to date. Page 36 of 190
39 58. Enter Institute/location. Page 37 of 190
40 59. Click Certificate Input Help. Hit List 2 Entries 60. Select Certificate from the list Page 38 of 190
41 61. Click Highest Education checkbox. Page 39 of 190
42 62. Select the Academic Degree from the drop-down list. Page 40 of 190
43 63. Select Job Related Education/Training checkbox 64. Click Save. Page 41 of 190
44 65. Click Next record. You can also press Shift+F7. Exit current screen 66. Click Yes. Page 42 of 190
45 67. Click Date type Input Help Page 43 of 190
46 68. Select Z3 transfer date from the list Page 44 of 190
47 69. Enter Date 70. Click Save. 71. Click Next record. You can also press Shift+F7. Page 45 of 190
48 72. Enter mobile number System ID 73. Click Save. 74. Click Next record. You can also press Shift+F7. Page 46 of 190
49 75. Enter ID number 76. Enter Date of issue Page 47 of 190
50 77. Enter Valid to date 78. Enter Place of issue Page 48 of 190
51 79. Click on Country of issue drop-down list. Page 49 of 190
52 80. Select Saudi Arabia from the list Page 50 of 190
53 81. Select Saudi Arabia from the list 82. Click Save. Page 51 of 190
54 83. The ID number field is filled out. 84. Click Save. 85. Enter GOSI Number Page 52 of 190
55 86. Select GOSI office key from drop down list 87. Click Save Page 53 of 190
56 4.2. ENDING EMPLOYMENT SCINARIO This Personnel will be executed when an employee leaves the company, a new 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 MENU PATH TRANSACTION CODE HCM_PA_009 Human resources Personnel Management Administration HR Master Data Personnel s PA PROCEDURE 1. PA40 is now entered in the Transaction box. Page 54 of 190
57 2. Enter Personnel no. Page 55 of 190
58 3. Select Ending Employment action Page 56 of 190
59 4. Click Execute.You can also press F8. 5. Enter Start date Page 57 of 190
60 6. Click on Reason for Input Help Page 58 of 190
61 7. Select Reason 01 Termination from the list 8. Click Save. 9. Click Save. Page 59 of 190
62 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 MENU PATH TRANSACTION CODE HCM_PA_002 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. pa40 is now entered in the Transaction box. 2. Click Continue. Page 60 of 190
63 3. Select Re-Hire action 4. Click Execute. You can also press F8. Page 61 of 190
64 5. Click on Reason for Input Help 6. Select Fill position from the list 7. Click Save. Page 62 of 190
65 8. Enter Start date. 9. Click Save. 10. Click Save. Page 63 of 190
66 11. Click Save. 12. Click Save. 13. Click Save. Page 64 of 190
67 14. Click Save. 15. Click Save. 16. Click Save. Page 65 of 190
68 17. Click Save. 18. Click Save. 19. Click Save. Page 66 of 190
69 20. Enter Date of Task 21. Enter Reminder Date 22. Click Save. Page 67 of 190
70 23. Click Save. 24. Click Save. Page 68 of 190
71 25. Click Save. 26. Click Next record. You can also press Shift+F Click Next record. You can also press Shift+F7. Page 69 of 190
72 28. Click Next record.you can also press Shift+F Click Next Record.You can also press Shift+F Click Next record.you can also press Shift+F7. Page 70 of 190
73 31. Click Next record.you can also press Shift+F Click Next record.you can also press Shift+F Click Save. Page 71 of 190
74 34. Click Next record.you can also press Shift+F Click Next record.you can also press Shift+F Click Next record.you can also press Shift+F7. Page 72 of 190
75 37. Click Next record.you can also press Shift+F Click Save. 39. Click Save. Page 73 of 190
76 40. Click Save. Display Messages 41. Click Continue.You can also press Enter. Page 74 of 190
77 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 MENU PATH TRANSACTION CODE HCM_PA_003 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. Select Probation Period Evaluation action Page 75 of 190
78 Personnel s 2. Click Execute. You can also press F8. 3. Select Reason for from the 4. Click Save. Page 76 of 190
79 Information 5. Click Continue. You can also press Enter. 6. Click Save. 7. Click Save. Page 77 of 190
80 Copy Recurring Payments/Deductions 8. Click Save. Page 78 of 190
81 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 MENU PATH TRANSACTION CODE HCM_PA_004 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. Page 79 of 190
82 2. Enter Personnel no. Personnel s 3. Select Transfer action Page 80 of 190
83 4. Click Execute.You can also press F8. 5. Enter Start date. Page 81 of 190
84 6. Click on Reason for Input Help 7. Select reason 03 from the list 8. Click Save. Page 82 of 190
85 Copy s 9. Click Save. 10. Click on Subarea Input Help. Page 83 of 190
86 11. Select Sub-Area Riyadh from the list 12. Click Save. 13. Click Save. Page 84 of 190
87 14. Click Save. 15. Click Save. 16. Click Next record.you can also press Shift+F7. Page 85 of 190
88 17. Enter Prev. Personnel No. 18. Enter Company ID Page 86 of 190
89 19. Enter in the Car Value field Page 87 of 190
90 20. Enter License Plate Number Page 88 of 190
91 21. Enter Asset Number Page 89 of 190
92 22. Enter Building Number Page 90 of 190
93 23. Enter Room Number Page 91 of 190
94 24. Enter In-House Tel.Number 25. Click Save. Page 92 of 190
95 26. Click Save. Page 93 of 190
96 4.6. PROMOTION SCENARIO This Personnel 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 MENU PATH TRANSACTION CODE HCM_PA_005 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. Page 94 of 190
97 2. Enter Personnel no. 3. Select Promotion action 4. Click Execute.You can also press F8. Page 95 of 190
98 5. Click on Reason for Input Help 6. Select Reason for 01 from the list Page 96 of 190
99 7. Enter Start date. 8. Click Save. 9. Click Save. Page 97 of 190
100 10. Click Save. 11. Click on PS group Input Help. Page 98 of 190
101 12. Select payscale group from the list Page 99 of 190
102 13. Click Save. Page 100 of 190
103 14. Click Save. 15. Click Save. Page 101 of 190
104 16. Enter Amount Page 102 of 190
105 17. Click on Wage Type Input Help Page 103 of 190
106 18. Select Wage Type from the list 19. The Amount field is filled out. 20. Click Save. Page 104 of 190
107 4.7. DISCIPLINARY ACTION SCENARIO This Personnel will be executed when Disciplinary is initiated against an employee. PROCESS DETAILS PROCESS MENU PATH TRANSACTION CODE HCM_PA_006 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. Page 105 of 190
108 2. Enter Personnel no. 3. Select Disciplinary action Page 106 of 190
109 4. Click Execute.You can also press F8. 5. Enter Start date. Page 107 of 190
110 6. Click on Reason for Input Help Page 108 of 190
111 7. Select Reason Unexcused absences 8. Click Save. 9. Click Save. Page 109 of 190
112 10. Click on Wage Type field 11. Click Next record.you can also press Shift+F7. Page 110 of 190
113 12. Click on Wage Type Input Help Page 111 of 190
114 13. Select Wage type from the list Page 112 of 190
115 14. Enter Amount 15. Click Save. Page 113 of 190
116 16. Enter Date of origin 17. Click on Sanction Type Input Help Page 114 of 190
117 18. Select Sanction type fro mthe list 19. Enter Reason Page 115 of 190
118 20. Select Sanction authority from the list Page 116 of 190
119 21. select Wage Type 22. Click Save. Page 117 of 190
120 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 MENU PATH TRANSACTION CODE HCM_PA_007 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. Page 118 of 190
121 2. Enter Personnel no. 3. Click Suspension action Personnel s Page 119 of 190
122 4. Click Execute.You can also press F8. Copy s 5. Enter Start date Page 120 of 190
123 6. Click on Reason for Input Help Page 121 of 190
124 7. Select Reason for from the list 8. Click Save. 9. Click Save. Page 122 of 190
125 10. Click Save. Page 123 of 190
126 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 MENU PATH TRANSACTION CODE HCM_PA_008 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. 2. Enter Personnel no. Page 124 of 190
127 3. Select Resume Suspended Employee action Page 125 of 190
128 4. Click Execute.You can also press F8. 5. Enter Start date Page 126 of 190
129 6. Click on Reason for Input Help 7. Select reason 03 Return from absence from the list 8. Click Save. Page 127 of 190
130 Copy s 9. Click Save. 10. Click Save. 11. Click Save. Page 128 of 190
131 12. Uncheck Pers.no.locked check box 13. Click Save. Page 129 of 190
132 4.10. LEAVE OF ABSENCE SCENARIO This process is used when an employee is going on annual leave. PROCESS DETAILS PROCESS MENU PATH TRANSACTION CODE HCM_PA_010 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 10. PA40 is now entered in the Transaction box. Page 130 of 190
133 11. Enter Personnel no. 12. Select Leave of Absences action Page 131 of 190
134 Personnel s 13. Click Execute.You can also press F8. Copy s 14. Enter Start date Page 132 of 190
135 15. Click on Reason for Input Help Page 133 of 190
136 16. Select reason 01 Annual leave from the list 17. Click Save. Page 134 of 190
137 18. Uncheck Pers.no.locked checkbox. 19. Click Save. Page 135 of 190
138 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 MENU PATH TRANSACTION CODE HCM_PA_011 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. 2. Enter Personnel no. Page 136 of 190
139 3. Select Annual Leave/Ticket Reimbursement action Page 137 of 190
140 4. Click Execute. You can also press F8. 5. Enter Start date Page 138 of 190
141 6. Click on Reason for Input Help Page 139 of 190
142 7. Select reason 01 Annual leave from the list 8. Click Save. Page 140 of 190
143 9. Uncheck Pers.no.locked checkbox. 10. Click Save. Page 141 of 190
144 11. Click on Quota Type Input Help 12. Select Quota type 01 Annual leave from the list Page 142 of 190
145 Create Absence Quotas 13. Enter Number Enter Start Date (30/12/2015) Page 143 of 190
146 15. Enter End Date (20/1/2016) 16. Click Save. 17. Click on Wage Type Input Help. Page 144 of 190
147 Wage Types for Infotype "Additional Off-Cycle Payments" 32 Entries 18. Select wage type Ticket Encash (OC) from the list 19. Click Save. Page 145 of 190
148 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 MENU PATH TRANSACTION CODE HCM_PA_012 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. 2. Enter Personnel no. Page 146 of 190
149 3. Select Leave Due to occupational hazard action Page 147 of 190
150 4. Click Execute. You can also press F8. 5. Click on Reason for Input Help Page 148 of 190
151 Reason for 1 Entry 6. Select reason YO Leave due to occupational hazard from the list 7. Click Save. 8. Click Continue. You can also press Enter. Calendar 9. Select date and then Click Continue. You can also press Enter. Page 149 of 190
152 10. Enter 10-Hospital (Hospital Name) king fahad Page 150 of 190
153 11. Enter Accident reason (Work s) Page 151 of 190
154 12. Enter Witness Name Page 152 of 190
155 13. Select OH Case Status (01 New Case) Page 153 of 190
156 14. Click on the Treatment tab. Page 154 of 190
157 15. Enter 15-Treatment Entry 12/31/2015 Page 155 of 190
158 16. Enter 18-Total Period From date 01/07/2016 Page 156 of 190
159 17. Click Save. Page 157 of 190
160 4.13. RETURN FROM OCCUPATIONAL HAZZARD SCINARIO This process is used when an employee is returning from an occupational Hazard leave PROCESS DETAILS PROCESS MENU PATH TRANSACTION CODE HCM_PA_013 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. 2. Enter Personnel no. Page 158 of 190
161 3. Select Return from Occupational Hazard action 4. Click Execute. Page 159 of 190
162 5. Click on Reason for Input Help 6. Select reason 01 Return from Occupational Hazard from the list Page 160 of 190
163 7. Enter Start date 8. Click Save. 9. Click Save. Page 161 of 190
164 10. Select type 0001 New Injury from the list. 11. Click on OH Case Status drop-down list. Page 162 of 190
165 12. Select entry 05 Case closed from the list 13. Click Save.You can also press Ctrl+S. Page 163 of 190
166 4.14. RETURN FROM LEAVE OF ABSENCE SCINARIO This process is used when an employee is returning from annual leave PROCESS DETAILS PROCESS MENU PATH TRANSACTION CODE HCM_PA_014 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. 2. Enter Personnel no. Page 164 of 190
167 3. Select action Return from annual leave from the list 4. Click Execute.You can also press F8. Page 165 of 190
168 5. Enter Start date 6. Click on Reason for Input Help Page 166 of 190
169 7. Select Reason YS Return from leave from the list 8. Click. 9. Click. Page 167 of 190
170 10. Uncheck Pers.no.locked checkboxs. 11. Click. Page 168 of 190
171 4.15. ACTING AS SCINARIO This process is used when an employee is assigned acting as for another position PROCESS DETAILS PROCESS MENU PATH TRANSACTION CODE HCM_PA_015 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 1. PA40 is now entered in the Transaction box. 2. Enter Personnel no. Page 169 of 190
172 3. Enter From date 4. Select Acting As action from the list Page 170 of 190
173 5. Click. 6. Click on Reason for Input Help Page 171 of 190
174 7. Seelct Reason YA Acting As from the list 8. Click. 9. Click. 10. Click on Wage Type Input Help. Page 172 of 190
175 11. Select Acting As Allowance from the list 12. Enter Amount Page 173 of 190
176 13. Click Next record. 14. Click. 15. Enter Task Type Training Period. Page 174 of 190
177 16. Enter Date of Task. 17. Enter Reminder Date 18. Click. Page 175 of 190
178 4.16. ENDING ACTING AS SCINARIO This process is used when ending acting as assignment of an employee for another position PROCESS DETAILS PROCESS MENU PATH TRANSACTION CODE HCM_PA_016 Human resources Personnel Management Administration HR Master Data Personnel s PA40 PROCEDURE 19. pa40 is now entered in the Transaction box. 20. Enter Personnel no. Page 176 of 190
179 21. Select Acting As Ending action from the list 22. Enter From date 20/12/2015 Page 177 of 190
180 23. Click. 24. Click on Reason for Input Help 25. Select reason YB Acting As Ending from the list 26. Click Page 178 of 190
181 27. Click Page 179 of 190
182 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_ code Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M) Business role menu Human Resources Reports Employee Employee List 2. Double-click the report if accessing via the menu tree. 3. On the Employee List selection screen, provide the following flexibility: Page 180 of 190
183 Period Section Choose one of the date period selections that applicable from the list. Field Name Today Current Month Current Year Up to Today From Today Other Period Selection Section Description Employee s data as of today s date Employee s data as of current month Employee s data as of current year Employee s data starting from the hire date up to today s date Employee s data starting from today s date up to any future transaction date. Employee s data on a certain period or date range. For example, 01/30/2015 To 01/30/2015, or 02/01/2015 To 02/28/2015 Provide the following entries on this section of selection screen Field Name Description User and Values Personnel Number Employment Status Personnel Area Personnel Subarea Employee Group Employee Subgroup Employee number or ID Employee status as of active, in-active, retired, or withdrawn Organization entity represents an area within enterprise structure Organization entity represents part of Personnel Area within enterprise structure Employee group within personnel structure Employee sub group within personnel structure User and Values Choose this default value as Period selection Choose Multiple Selection button Choose Select Ranges tab, Choose Copy button or F8 key Choose system default value Not equal to Withdrawn status Choose a Personnel area that relevant to the desired report output Choose an appropriate Personal Subarea that correspond to selected Personnel Area combination to see the desired report output Choose value 1 for Employee, 4 for Intern or 7 for Temp/Seasonal Choose an appropriate Employee Subgroup that correspond to selected Employee Group combination to see the desired report output Page 181 of 190
184 Further Selections button Org. Structure button Provides list of employee master data criteria that can be included as part of Selection Section in addition to Personnel Number and Employment Status entry fields Provides list of organization structure that employees belong to as one of the report output selection criteria Choose the fields on Selection Options area by highlighting the rows Choose the Select or Right arrow button to move the selected rows to Selection Fields area Choose Enter button to complete the selection The additional selected employee master data criteria are displayed on the Selection section Provide the necessary values that relevant to the additional master data field entries to meet the expected data output Expand the organization structure to find the desired organization units Select the checkbox next to the desired organization units Choose the Continue or Green Check button to complete and close the Choose Organization Unit window Report-Specific Selections Provide the following entries on this section of selection screen Field Name Description User and Values Last Name Name at birth First name Employee s Last name Employee s name at birth Employee s First name Either leave this entry field empty or enter specific employee s last name that relevant to report output. A wild card (*) can be used if the spelling of employee s last name is partially known. For example: Smith* Either leave this entry field empty or enter specific employee s birth name that relevant to report output. A wild card (*) can be used if the spelling of employee s birth name is partially known. For example: Robert*Smith* Either leave this entry field empty or enter specific employee s first name that relevant to report output. Page 182 of 190
185 Nationality New employees in period Gender Employee s nationality Employee s hire or entry date period Employee s gender A wild card (*) can be used if the spelling of employee s first name is partially known. For example: Jane* Either leave this entry field empty or choose specific nationality that relevant to report output Either leave this entry field empty or enter specific date range that relevant to report output Either leave this entry field empty or choose one of the radio-button gender options List Format Provide the following entries on this section of selection screen Field Name Description User and Values Checkbox for Cost Center text required 4. Choose the Execute button. Request to provide employees assignment of company code, personnel area, and cost center (code and text) as part of the report output. Choose the checkbox if the additional information must be included as part of report output 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 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 1. Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC Menu Human Resources Personnel Management HR Master Data Info System Reports Employee Flexible Employee Data Transaction code S_AHR_ Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role Page 183 of 190
186 Business role Administrator (HCM) (SAP_NBPR_ADMIN_HCM_M) Business role menu Human Resources Reports Employee Flexible Employee Data 2. Double-click the report if accessing via the menu tree. 3. On the Flexible Employee Data selection screen, provide the following flexibility: Key date Section Choose one of the date period selections that applicable from the list. Field Name Description User and Values Today Other date key Selection Section Employee s data as of today s date Employee s data as of specific date Provide the following entries on this section of selection screen Choose this default value as Key date Field Name Description User and Values Personnel Number Further Selections button Employee number or ID Provides list of employee master data criteria that can be included as part of Selection Section in Choose Multiple Selection button Choose Select Ranges tab, Choose Copy button or F8 key Choose the fields on Selection Options area by highlighting the rows Page 184 of 190
187 Org. Structure button addition to Personnel Number and Employment Status entry fields Provides list of organization structure that employees belong to as one of the report output selection criteria Choose the Select or Right arrow button to move the selected rows to Selection Fields area Choose Enter button to complete the selection The additional selected employee master data criteria are displayed on the Selection section Provide the necessary values that relevant to the additional master data field entries to meet the expected data output Expand the organization structure to find the desired organization units Select the checkbox next to the desired organization units Choose the Continue or Green Check button to complete and close the Choose Organization Unit window Additional data Section Provide the following entries on this section of selection screen Field Name Field Selection button Description Provide selection of employee s master data fields for report output. The maximum number of selection is 20 fields. 4. Choose the Execute button. Result User and Values Choose the output fields from the Selectable fields section on HR Field Selection window by highlighting each selected field s row Choose up to 20 fields For example, Personnel ID Number, First Name, Last Name, company code, cost center, employee group, employment status, and so on. Choose the Select (Right arrow) button to move the selected fields into the Selected fields section Choose the Continue or Green checkmark button to complete and close the HR Field Selection window Page 185 of 190
188 The report displays the employee information based on the fields selected Headcount Changes Use This report lists employee s information based on specific lifecycle events/actions. 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 Organizational Entity Headcount Changes Transaction S_L9C_ 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 Organizational Entity Headcount menu Changes 2. Double-click the report if accessing via the menu tree. 3. On the Headcount changes selection screen, provide the following flexibility: Period Section Page 186 of 190
189 Choose one of the date period selections that applicable from the list. Field Name Description User and Values Today Employee s data as of today s date Choose this default value as Period selection Current Month Current Year Up to Today From Today Other Period Data Selection Period Other Period Person Selection Period Employee s data as of current month Employee s data as of current year Employee s data starting from the hire date up to today s date Employee s data starting from today s date up to any future transaction date. Employee s data on a certain period or date range. For example, 01/30/2009 To 01/30/2009, or 02/01/2009 To 02/28/2009 Employee s organization assignment as of particular date period or date range. For example, 01/30/2015 To 01/30/2015, or 02/01/2015 To 02/28/2015 Selection Section Provide the following entries on this section of selection screen Field Name Description User and Values Personnel Number Employment Status Personnel Area Personnel Subarea Employee Group Employee number or ID Employee status as of 0- Withdrawn, I Inactive, 2- Retiree, and 3 Active Organization entity represents an area within enterprise structure Organization entity represents part of Personnel Area within enterprise structure Employee group within personnel structure Choose Multiple Selection button Choose Select Ranges tab, Choose Copy button or F8 key Choose the value that relevant to desired report output Choose a Personnel Area that relevant to the desired report output Choose an appropriate Personal Subarea that correspond to selected Personnel Area combination to see the desired report output Choose value 1 for Employee, 4 for Intern or 7 for Temp/Seasonal Page 187 of 190
190 Employee Subgroup Further Selections button Org. Structure button Employee sub group within personnel structure Provides list of employee master data criteria that can be included as part of Selection Section in addition to Personnel Number and Employment Status entry fields Provides list of organization structure that employees belong to as one of the report output selection criteria Choose an appropriate Employee Subgroup that correspond to selected Employee Group 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 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 Expand the organization structure to find the desired organization units Select the checkbox next to the desired organization units Choose the Continue or Green Check button to complete and close the Choose Organization Unit window Program Selections Section Provide the following entries on this section of selection screen Field Name Type Date action of Output Format Description Personnel actions activity includes series of infotypes changes that relevant to employee s life event changes. For example: New hire, transfer, salary adjustment, and so on The effective date of the Type Report output list format. User and Values Choose the value that relevant to report output Choose the value that relevant to report output A blank value displays the default report output fields Page 188 of 190
191 SAP Viewer List A specific customer format displays the report output accordingly. A specific output format can be created on the report output by choosing the Change Layout button 4. Choose the Execute 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. Page 189 of 190
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