Campus Solution 728 SAP umantis EM Interface (V2.7.0) User guide SAP umantis EM Interface Solution SAP umantis EM Interface Date Monday, March 20, 2017 1:47:22 PM Version 2.7.0 SAP Release from ECC 6.0
Table of contents Revision history... 2 List of figures... 2 List of tables... 2 1. Purpose of this document... 3 2. Product description... 3 2.1. Introduction... 3 2.2. Master data... 3 2.3. Organizational structures... 3 2.4. Customized permissions... 4 3. Permissions control with infotype 9728... 4 3.1. Infotype 9728... 4 3.1.1. Role in umantis... 4 3.1.2. Allowed umantis modules... 5 3.1.3. Allowed organizational units... 5 4. Master data export... 6 4.1. Exporting the organizational structure (OM export)... 6 4.1.1. OM export selection screen... 6 4.2. Export of employee master data (PA export)... 7 4.2.1. PA export selection screen... 7 5. Importing data into umantis... 9 5.1. Import types... 9 5.1.1. Partial import... 9 5.1.2. Full import... 9 5.2. Manual import... 9 5.2.1. Manual import of organizational units... 9 5.2.2. Manual import of personnel master data... 10 5.3. Automatic import via SOAP... 11 5.4. Reviewing imports... 11 5.4.1. Analyzing the import log for entries that were not fully written... 12 6. Maintenance in SAP for the umantis EM interface... 13 6.1. Employee is assigned to a different organizational unit / department but keeps the same manager (1 employee per position)... 13 6.2. OU reassignment without changing manager (multiple employees per position) Exception... 13 6.3. Employee is reassigned to an OU and receives a new manager (1 or more employee(s) per position)... 15 6.4. Position name changes, manager stays the same... 17 6.5. Manager changes, employees stay the same... 18 7. umantis SAP impact... 18 7.1. Abbreviations... 18 7.2. New employee... 18 7.3. Employee departure... 18 7.4. Changes to the position... 19 7.5. Organizational Reassignment... 19 User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 1 / 20
Revision history Version Description of change Date Author Table 1: Revision history List of figures Figure 1: Infotype 9728 for managing permissions... 4 Figure 2: Infotype 9728 possible roles... 5 Figure 3: Infotype 9728 possible modules... 5 Figure 4: HRC/S728_UMA_002 Exporting the organizational structure... 6 Figure 5: /HRC/S728_UMA_001 - Master data export... 7 Figure 6: Importing the organizational structure... 10 Figure 7: Importing employee data... 10 Figure 8: Create new employee import... 11 Figure 9: Import log... 11 Figure 10: Moving a position with drag & drop in SAP OM... 13 List of tables Table 1: Revision history... 2 Table 2: OM export parameters... 7 Table 3: Master data export parameters... 8 User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 2 / 20
1. Purpose of this document The present document is delivered to customers of with their purchase of solution 728, and contains the user documentation that presents the basic concepts required for working with the solution. The target audience includes end users of the solution itself, as well as any training staff responsible for internal training of employees and/or end users. 2. Product description The SAP-umantis interface is an SAP interface that exports all of the data required for the operation of umantis Employee Management. The interface offers a large number of predefined master data fields. Each field can also be individually overridden, and additional customer fields can be activated. This interface also offers a series of mapping tables to link the various terminologies to one another. The interface includes two data exports that are essential when using umantis: the employee master data export and the organizational structure export. The SAP-umantis interface also allows for permissions control through a customer-specific infotype. 2.1. Introduction If your HR process landscape is based on multiple different software systems and you are also using umantis Employee Management alongside SAP HCM, then you must decide between performing redundant data entry and finding solutions for communication and data exchange between the two systems. The central system for all HR master data is, of course, SAP HCM. But how do you ensure that up-to-date and consistent data are also automatically available in umantis at all times? The HR Campus SAP umantis EM Interface provides the ideal solution for all companies that have chosen to use SAP and umantis. 2.2. Master data This intelligent interface solution understands the languages of both applications and contains a large predefined set of data to be transferred, which can always be supplemented and adjusted by the client at any time. All the fields used in umantis are predefined in the interface and can be individually controlled. Intelligent matching tables enable not only a 1:1 transfer of data, but also data conversion or the merging of multiple source fields from SAP (for example first name and last name) into a single combined data field in umantis. In this way, the interface provides you with the flexibility you need to ensure optimal use of SAP data in umantis. Calculations can also be performed directly in the interface, which is often necessary when working with salary data, e.g. to convert a monthly value into an annual figure. Through the use of various selection options, the data export can be restricted to whatever population you choose. 2.3. Organizational structures To ensure that management structures are always up-to-date in umantis as well, the HR Campus SAP umantis Interface also includes an OM export which allows users to convert the entire organizational management into the divisional structures known to umantis, and then export them. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 3 / 20
2.4. Customized permissions One particular highlight is the permissions control system, which allows users to control all umantis permissions directly from SAP HCM. This simplifies user administration significantly, and gives you the ability to control access to sensitive HR data through a single centralized system. 3. Permissions control with infotype 9728 3.1. Infotype 9728 A customer-specific infotype is delivered with the SAP-umantis interface. With this infotype, umantis permissions can be controlled through SAP. Role, allowed modules and additional organizational units can be defined on the infotype. Please note: Before the first installation, you must check whether infotype 9728 is already being used in the system! Figure 1: Infotype 9728 for managing permissions 3.1.1. Role in umantis In this field, you can specify the employee s role. Initially, each person with a managing position relationship receives the Manager OU-plus role in umantis, and all others receive the Employee role. All roles that diverge from these defaults can be managed here with selection menus. Roles that you can set in IT9728: User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 4 / 20
Figure 2: Infotype 9728 possible roles 3.1.2. Allowed umantis modules Here you can define which modules an employee should have access to in umantis. The individual modules are stored in a selection list (F4 selection). To give all users access to the same modules in umantis, those modules can be set as fixed values in field control. Once modules are assigned to an employee on IT9728, however, the fixed value is overwritten, and the modules from IT9728 are assigned for the employee in question. Modules that you can set in IT9728: Figure 3: Infotype 9728 possible modules 3.1.3. Allowed organizational units Each person is initially assigned the organizational unit to which the position is linked. Each person with the Manager OU-plus role therefore has access to their own organizational unit and all the ones under it in OM. To give the manager access only to his or her own organizational units, use the Manager role (without the OU-plus). To give the manager access to other individual organizational units, on the other hand, those OUs can be entered in IT9728. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 5 / 20
4. Master data export 4.1. Exporting the organizational structure (OM export) In order for the organizational structure to provide a complete basis for permissions in umantis, the desired organizational units are exported from SAP. 4.1.1. OM export selection screen The selection screen for the OM export is opened with the transaction /HRC/S728_UMA_002. The selection parameters chosen by the user can be saved in a variant (using the Save button) and reused again at any time. With an OM export, the entire organizational structure is exported. This structure is needed because the Organizational Unit field is checked when importing the PA data. Therefore, the OM structure must always be imported to umantis before the PA structure. Figure 4: HRC/S728_UMA_002 Exporting the organizational structure Parameter Root OU OU name with code Reporting date for data selection Set calendar date (batch processing) Path and file for download Code page (F4 parameter) Download application server Download to workstation Explanation Select the highest-level OU for which you want to export its structure. Check this box if you want to export the OU name including the OU code. Select the reporting date (effective date) for which the data should be selected. Check this box if you want to set the calendar date for the export (for batch processing or to save variants). Overrides the reporting date for data selection. Indicate where the file should be saved, and under what name. For the representation of umlauts/special characters in the receiving system. UTF-8 required for umantis (code 4110) For batch jobs For ad hoc exports User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 6 / 20
Direct transfer via PI Direct transfer via SOAP Table 2: OM export parameters If the SAP-PI module is in use, data can also be transferred directly to umantis Using SOAP, the data can be transferred directly from SAP with no manual downloading of files. The required settings must be set up at installation time. 4.2. Export of employee master data (PA export) The export of employee master data (PA export) is the core function of the interface. All necessary employee data are exported from SAP. 4.2.1. PA export selection screen The selection screen for the export is accessed through the transaction /HRC/S728_UMA_001. In this interface, users can add specific restrictions on the population to be exported. Additional selection criteria can be added by clicking on Additional selections. The reporting date for the data selection and the save path can be freely defined. For the Code page selection, we recommend that you select UTF-8. The data can be written to the application server (for batch jobs), to the local workstation (for ad hoc exports), or directly into umantis via SAP-PI. As with the OM export, the chosen selection parameters can be saved in a variant (using the Save button). Figure 5: /HRC/S728_UMA_001 - Master data export Parameter Personnel number HR view HR sub-view Explanation Select e.g. only a specific set of personnel numbers You can restrict your selection to the HR view. You can also restrict your selection to the HR sub-view. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 7 / 20
Reporting date for data selection Set calendar date (batch processing) Path and file for download Code page (F4 parameter) Download application server Download to workstation Direct transfer via PI Direct transfer via SOAP Deliver future hires Select the reporting date (effective date) for which the data should be selected. Check this box if you want to set the calendar date for the export (for batch processing or to save variants). Overrides the reporting date for data selection. Indicate where the file should be saved, and under what name. For the representation of umlauts/special characters in the receiving system. UTF-8 required for umantis (code 4110) For batch jobs For ad hoc exports If the SAP-PI module is in use, data can also be transferred directly to umantis Using SOAP, the data can be transferred directly from SAP with no manual downloading of files. The required settings must be set up at installation time. Check this box if you would like to track new hires in the future as well. CAUTION: Please note that only real hires will be correctly processed in the future. If you have temporary employees that are each assigned to the same position in turn, or if you take on apprentices, the interface must be adapted accordingly. Table 3: Master data export parameters User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 8 / 20
5. Importing data into umantis The organization file must always be imported first into umantis. Once the organizational structure has been created through the OM import, the person master data file can then be imported next. 5.1. Import types 5.1.1. Partial import The partial import is only used when not all data are transferred, but only (for instance) one record that has to be added. With a partial import, no records are historized. Instead, existing records are merely updated, and new ones are added. 5.1.2. Full import As a general rule, it is recommended that you use the full import. With the full import, all employees for whom there is no longer a record in the master data file (e.g. because they are no longer active in SAP) are historized. Therefore, when doing a full import, a complete file must always be used, with all the records that are supposed to be active in umantis; otherwise, too many employees would be historized. The full import checks all records that have changed since the last import, and updates them. 5.2. Manual import 5.2.1. Manual import of organizational units In order for employees to be assigned to the correct organizational unit, the OU structure must always be uploaded before the master data. To access the umantis import view, click on IMPORTS at the top right in the navigation bar. The organizational structure is technically a selection list in umantis, so the New import Selection list option must be selected here. The XML file can then be uploaded. As a general rule, a full import is always performed for data from SAP. Specified organizational units can also be historized in umantis. If an organizational structure is put together from multiple source systems, it is possible to work with multiple source system keys. Log in to umantis as an administrator and click on Imports. Click on + Selection lists under the NEW IMPORT actions Specify a name for the import Upload the file Select the import type: XML import: Import selection list (full import) e.g. org. units If you activate notifications, you will receive an email if the import could not be completed Start the import For reorganizations, it is recommended that you activate the option to Import all records from file User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 9 / 20
Figure 6: Importing the organizational structure 5.2.2. Manual import of personnel master data A new employee import can now be started under New import. This import should only be started after the OU structure has been successfully uploaded, so that the employees being imported can be correctly assigned to their respective organizational units. Log in to umantis as an administrator and click on IMPORTS. Click on + Employees/Positions under the NEW IMPORT actions Figure 7: Importing employee data Specify a title for the import Upload the file Select the import type: XML import: Import employees (full import) Set the flag for Activate notifications. You will then receive an email if the import could not be completed User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 10 / 20
Figure 8: Create new employee import 5.3. Automatic import via SOAP Imports of employee and organization data can be automated through the SOAP connection. To do this, a corresponding variant must be saved for both programs that will be executed regularly as a job in SAP. 5.4. Reviewing imports If an import cannot be completed due to errors, you can log in to umantis as a umantis administrator and run an error analysis using the log file. In the imports overview, incomplete imports are marked with (last column). Click on the import s name to view the details. The number of entries in the XML file is documented, as well as how many of them were successfully written. Figure 9: Import log In addition, an Import-Log.txt file is always created, listing the errors that occurred for the records that could not be written. More information on common errors can be found in the umantis wiki (Online Help): https://en.onlinehelp.umantis.com/index.php/imports#common_log_file_errors_-_tips_.26_tricks User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 11 / 20
5.4.1. Analyzing the import log for entries that were not fully written If your import file has more entries than were written, you must analyze Import-Log.txt so that you can then correct the master data in the SAP system. To do this, open Import-Log.txt and press Ctrl+F. This will open a text box at the top left corner of your browser. Type error in the box and search through the log file for error messages. You can then see with which person and which information the error occurred, and the reason why. You may need to search in your import file for the relevant personnel number in order to find the cause of the error. Corrections must ALWAYS be made in the SAP system (--> then generate a new file and upload it again). User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 12 / 20
6. Maintenance in SAP for the umantis EM interface This section explains how to make changes in SAP Organizational Management when using the SAP umantis Employee Management interface. 6.1. Employee is assigned to a different organizational unit / department but keeps the same manager (1 employee per position) The position is moved via drag & drop Drag Drop & Figure 10: Moving a position with drag & drop in SAP OM In umantis: The organizational unit is changed. 6.2. OU reassignment without changing manager (multiple employees per position) Exception This applies to a few exceptional cases, but is not the normal situation Since multiple people occupy the same position, it is not possible to move the entire position Personnel action: Perform organizational reassignment (transaction PA40). i.e. the employee receives a new position ID. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 13 / 20
(Start: Transaction PA40, Personnel Action) 1. Enter personnel number 2. Select action type (in this case, Organizational Reassignment) 3. Execute action (enter all necessary information on each screen and Save) 4. Important for OM: Position field In umantis: The old position is historized in umantis, and a new position is created with the new number. Since the manager has not changed, the manager sees both the employee's active position and the historized position. All content that the manager has filled in for the employee under the employee review meeting is stored only in the historized position. The manager completes the employee review meeting with the employee on the historized position, and uses the current position for the next cycle. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 14 / 20
NOTE: If you want to prevent the position from being historized, you can do so by configuring the following settings in umantis before the import. Click on EMPLOYEES and locate the appropriate employee in the employee directory. Click on the employee s name, then on Settings. Enter the new position number under Position ID. In this way, only the existing position is changed in umantis, and no new position is created. 6.3. Employee is reassigned to an OU and receives a new manager (1 or more employee(s) per position) Personnel action: Perform organizational reassignment (transaction PA40). i.e. the employee receives a new position ID. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 15 / 20
(Start: Transaction PA40, Personnel Action) 1. Enter personnel number 2. Select action type (in this case, Organizational Reassignment) 3. Execute action (enter all necessary information on each screen and Save) 4. Important for OM: Position field In umantis: The old position is historized in umantis, and a new position is created with the new number. Since the manager has changed, the old manager now sees the employee in the historized position, and can also finish the employee review meeting. The new manager sees the employee's active position and can also conduct the employee review meeting. The new manager does not see the employee s history. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 16 / 20
6.4. Position name changes, manager stays the same If only the name of the position is to be changed, then no new position should be created in SAP; only the name should be changed Change the position name by setting the correct date, then click on Organization and staffing to enter the change mode. You can then change the position name under Details Let the customer-specific report run, or manually in special cases In umantis: Only the position name is changed here. Everything else stays the same. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 17 / 20
6.5. Manager changes, employees stay the same The Organizational Reassignment action is used to assign the new manager to the managing position of the previous manager. In umantis, the previous manager is replaced by the new one. 7. umantis SAP impact This section presents key information on working with SAP when using umantis Employee Management in combination with the SAP umantis interface. 7.1. Abbreviations OU: Organizational unit MGR: Manager EMP: Employee HRE: HR expert 7.2. New employee When a new employee is added to SAP, infotype 9728 only needs to be set in exceptional cases. All exceptional cases are listed below: Exception Role field Allowed modules field Org. units field MGR that needs access to additional OUs Manager OU-plus Enter relevant OUs EMP in OM but has leadership role in umantis Manager OU-plus Enter relevant OUs EMP with HRE role in umantis HR expert Enter relevant OUs EMP with Administrator role in umantis Administrator Enter highest-level OU EMP with Managing Director role in umantis Managing Director Enter highest-level OU 7.3. Employee departure No special actions need to be taken for employee departures, since only active employees are transferred via the interface. If the master data for a full import into umantis no longer contain data for the employee who has left, the employee is historized in umantis. This ensures that people who no longer work at the company will not have access to umantis. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 18 / 20
7.4. Changes to the position CAUTION: In umantis, the employee review meeting is dependent on the position. That is, the link to the position (as determined by the position ID) may only be changed as part of an organizational reassignment after which the person has a new manager with different tasks (new employee review meeting). Note that in cases of larger restructurings and changes to organizational management, the name of the position can simply be changed, with no negative impact in umantis. The position is then renamed in umantis as well. However, if a new position is created instead of renaming the existing one, even though the employee does not need a new job (new employee review meeting), the old position is historized in umantis and the new active position is created in umantis. 7.5. Organizational Reassignment For an Organizational Reassignment within the company, the employee should be assigned a new position, since he or she now has different tasks to perform. There is no need to modify infotype 9728, other than in the exceptional cases listed in section 7.2 New employee. The old position is historized and the new position is created in umantis. The employee and his or her new manager can now conduct the employee review meeting as usual. User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 19 / 20
HR Campus wishes you all the best in your use of our proven solution. Please feel free to contact us with any questions or suggestions you may have. Tel. 0844 55 44 55 campusline@hr-campus.ch User guide SAP umantis EM Interface Monday, March 20, 2017 1:47:22 PM Page 20 / 20