SAP HR Module Introduction

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Siemens Business Services

Module 1

Introduction to SAP HR

Global networkof innovation Learning & Development



Siemens BusinessServices Learning & Development

Document Information

Owner: Christine Otter

Author: Rebecca Wood

Version: 1.2

Status: In Production

Last Updated: 09/12/05

Document History:

Version Author Changes1.112/07/05

RebeccaWood

• Added document history

1.112/07/05

RebeccaWood

• Removed Cost Distribution section, as per requestfrom Corporate Personnel.

1.112/07/05

RebeccaWood

• Updated the Creation of Organisational Units to showthe actual process the user will be going through. Donot have to create an organisation from scratch – onlyadd units to an existing organisational unit in thehierarchy.

1.112/07/05

RebeccaWood

• Amended Reporting structure to include full steps.

1.209/12/05

RebeccaWood

• Removed Reporting Structure section as per e-mailfrom AR on 07/12/05 until development has beencompleted by the SAP team.

1.2

09/12/05

Rebecca

Wood

• Removed Relationships section as per e-mail from AR

on 07/12/05 as this is now captured in the Manager’sdetails screen.

1.209/12/05

RebeccaWood

• Removed organisation chart from OrganisationalManagement section.

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Contents

1. Course Objectives ...................................................... 4

2. Overview of the SAP HR System .................................. 5

2.1. Logging on to the SAP HR system ..........................................................52.2. Changing Passwords ...............................................................................62.3. Maintaining User Profile ..........................................................................72.4. Logging off the SAP HR system ..............................................................72.5. Navigation ...............................................................................................82.6. Toolbar Icons .........................................................................................102.7. Multiple Sessions ..................................................................................112.8. Match Codes and Searching .................................................................11

3. Overview of Organisation Structure .......................... 14

3.1. Background ...........................................................................................143.2. Creating an Organisation Unit...............................................................143.3. Allocating SCD Organisational Code .....................................................153.4. Creating Positions within the Organisation Unit.....................................18

4. Maintaining Organisational Units, Positions & CostCentres ....................................................................... 20

4.1. Whole Department Changing Cost Centre ............................................204.2. Employee retaining same position, moving to an existing dept..............204.3. Employee retaining same position, moving to a new department..........214.4. Employee moving to a new or existing position .....................................224.5. Cost Centre Allocation ...........................................................................22

5. Using Display Mode .................................................. 25

6. Appendix A .............................................................. 28

6.1. Display Master Data – PA20 (Quick Reference Guide) .........................28

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1.Course Objectives

By the end of the course you will:

Have an overview of how the SAP HR system works

Understand how to navigate around the SAP HR system

Understand how to use the functions of the SAP HR system

Understand how an organisation structure is created

Be able to display an employees records

The course will cover:

Overview of SAP HR system

logging on/off

navigation (favourites, transaction codes and tree structure)

toolbar icons

multiple sessions

search functions

Overview of organisation structure

– staff assignments

– cost centres allocation

SAP standard reports

Using Display mode

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2.Overview of the SAP HR System

2.1. Logging on to the SAP HR system

1. Select the SAP logon icon using either:

– SAP GUI icon on your desktop – Start menu / Business Applications / SAP Front End / SAP Logon

The following SAP logon screen will now appear.

2. Select the required SAP system by clicking on the selected item and select thelogon icon.

3. The SAP HR System logon screen will now appear.

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4. In this screen enter the following details:

– Client The client you are working with – User Your unique SAP HR user ID – Password Your password for the SAP HR system – Language This should automatically default to EN or left blank

(both are for English)

5. Now click the Enter icon or the Return key on your keyboard.

2.2. Changing Passwords

1. Once you have entered your details into the SAP HR logon screen, click on the

change password icon - the change password screen will then

appear.

2. Enter your new password in the required fields

3. Now click the Enter icon or the Return key on your keyboard.

Rules for Creating Passwords:

– Password must be eight characters – A combination of characters can be used – Do not begin with three identical characters (e.g. sssmith) – Do not use your previous five passwords – Passwords are not case sensitive

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2.3. Maintaining User Profile

1. From the menu bar select System / User Profile / Own Data

The Maintain User Profile screen will then appear which will have three tabs onthe page:

– Address Ensure that the personal details are correct. You can changeincorrect information by typing over the fields.

– Defaults Ensure that decimal notation is set at 1,234,457.89 andthe date to DD.MM.YYYY. Output device will point to the local

printer.

– Parameters This tab is used to control the infotypes that you haveaccess to and you cannot amend this.

2. Click on the Save icon and this will return you back to the main SAP HRnavigation screen.

2.4. Logging off the SAP HR system

There are three ways to log off the SAP HR system:

1. From the menu bar select System / Log off

2. Click the x icon in the top right hand corner of the screen

3. Click the yellow Exit icon on the toolbar

The following pop-up window will be displayed:

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4. Click on Yes.

2.5. Navigation

There are three ways of navigating around the SAP HR system

1. Using the tree structure; folders and sub-folders:

– You can navigate through the tree structure by expanding

folders to reveal sub-folders.

– The Arrow icon indicates that there are further levels todrop down to. Clicking on this once will expand the folder.

– The Rectangular Block icon indicates that you havereached the end and cannot drill down any further.

2. Using Favourites

– You can add items to your Favourites by locating the page you require

from the tree structure then left click and drag and drop to your Favouritesfolder at the top.

– To add a web page or file you can right click on the Favourites folder andselect “Add other objects”.

– You will then need to select option “Web address or file”.

– Now click the Enter icon or the Return key on your keyboard and thefollowing screen will appear.

Text field Enter the name that you wish to appear on your Favourites list

Web addresses or file File path or web address

– Now click the Enter icon or the Return key on your keyboard and thefile should appear in your Favourites list.

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– Once your Favourites list is set up it will appear every time you log on toSAP.

3. Using Transaction Codes

– You can change the settings of the SAP HR system to display thetransaction codes against the lowest level of the tree structure

– From the menu bar select Extras / Settings and select the option todisplay technical names

– Enter the transaction code into system navigation bar and press the enter icon

– Once you have keyed in the code you will be taken straight to the screenyou have requested.

– You can check the transaction code of the screen that you are currentlyusing by selecting form the menu bar System / Status.

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2.6. Toolbar Icons

The general SAP HR screen layout is as follows:

– System MenuProvides you with further drop down menus within a transaction

– System Navigation Allows you to use available toolbar icons

– Transaction NameDescribes the screen you are currently working in

– Transaction Icons Allow you to perform difference functions within a transaction

– Transaction Work AreaIs the area in which you will input data into a transaction screen

– Status Messages Any system or error messages will be displayed here

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System menuSystem navigationTransaction nameTransaction icons

Transaction work area

Status message




2.7. Multiple Sessions

It is possible to create up to six sessions each time you logon toSAP HR.

Each session is completely independent of the other and allowsyou to run different transactions or reports at the same time.

To create a new session click on the “create new session” iconor use the menu path: System / Create Session

Multiple sessions can then be minimised so that that all are visibleand can be easily restored.

To end a session click on the exit icons or use the menu path:

System / End Session

2.8. Match Codes and Searching

There are two main search facilities within SAP HR:

1. Using the Object Manager

– To switch the Object Manager on you must be in a transaction screen

– Select the menu path: Settings / Show object manager

(You can switch the object manager off by using the same path: Settings /Hide object manager)

– The object manager screen will then appear on the left hand side of thescreen

– There will be different search criteria depending on whether you aresearching for personnel data or organisation data.

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Selection area

Search area




– We will look at personnel data:

Collective Search Help – search by certain characteristics e.g. last name.

Wildcards may also be used in this case. Click on the Enter icon and

a list of matching entries will be displayed.

Search Term – using characteristics and relationships e.g. Find personwith names “abc” belonging directly to organisation “xyz”.

Free Search – allows you to select the characteristics for searching e.g.search with personnel number range from 8000 to 8050.

– There are a number of icons available in the Object Manager screen. Byholding the mouse over the icon, it will identify what each one does.

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Using Match Codes and Dropdown Menus

– This icon against a field identifies that a matchcode or dropdown list isavailable to help you search for your required entry.

– Once you have clicked on this icon one of the two screens below willappear:

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Dropdown list – Allowsyou to double click on theentry you want, in order for the field to bepopulated

Matchcode selection screen –The tabs along the top of the matchcode screen

provide different characteristics to search by.Wildcards can also be used, similarly to

Collective search help in the Object Manager function.




3.Overview of Organisation Structure

3.1. Background

To begin using SAP HR, the application requires the organisation and reportingstructure for each business unit to be created.

The creation of the organisation structure is similar to the Organisation charts thatare issued for Siemens and the business units within it. In effect, we are creatingthe same charts electronically within SAP HR. For example, we are linking thepositions, job and the appropriate reporting structures for each area within theorganisation.

Within the organisation structure in SAP HR, the following terminology will beused:

Usual Terminology SAP HR Terminology

Business e.g. SBS Organisation Unit

Division e.g. HQ or Solutions Organisation Unit

Department e.g. Finance or Personnel Organisation Unit

Jobs / Roles Positions

Employees Employees

The procedure for creating an Organisation Structure in SAP HR will be donecentrally within each business.

3.2. Creating an Organisation Unit

1. Go to Human Resources / Organisation Management / Expert Mode / SimpleMaintenance / Change

You must ensure that new organisational units are created in the correctorganisational unit within the tree structure for two reasons:

You will be authorised to maintain changes to only your organisation within the treestructure.

In due course the organisation structure created will flow from SAP to other outputse.g. the intranet therefore it must be an accurate reflection.

2. Select the organisation unit from the existing structure within which the neworganisational unit is to be created.

Example: To create a new unit within Medical, double click on ‘Medical’ in thestructure.

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3. To create a new Org.unit or Department within Medical, click once on the top level

Org.unit ‘Medical’ and then click the Create icon to display the CreateOrganisational Units box.

4. Complete the Organisation Unit Abbr. field with the abbreviation of your organisation. Ensure consistent case of text.

5. Complete the Organizational Unit Name field with the full name of your organisation. Ensure consistent case of text.

6. Ensure that the Validity period is correct. (It is standard for the end date to defaultto 31.12.9999 but you must ensure that the Start date allows for the creation of required positions and also the hiring date of employees.

7. Save the changes and you will now see the new organisational unit displayed.

Note 1: To move an organisational unit, highlight the unit, select edit form the menubar and choose reassign. Then select the required department.

Note 2: To rename an organisational unit select edit from the menu bar, selectchange and then rename. Type the revised name and save.

3.3. Allocating SCD Organisational Code

To ensure that all employees assigned to positions within the Org.unit aredownloaded to the SCD via the SCD interface, the Org. unit must be assigned to

a valid SCD code.

This assignment is made via the creation of a relationship between the Org. unitand the object SCD Organisational code.


2. Select the organisational unit and select the Change icon.

3. Highlight the Org. unit and select Goto from the menu bar and Object

Description.

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4. Click on Relationships and Create.

5. Click on the dropdown list for Type of related object. Select SCDOrganisational code.

6. Click on the dropdown list for Relationship type/relationship and select BlZ90.

7. Click on the dropdown list for ID of related object and Enter . A list will then bedisplayed.

8. Select the correct object and Enter . Press Enter again to display the Abbreviationand Name.

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9. Ensure the Start and End date is correct for the assignment (relationship) andthen Save.

10.Click the Green arrow back to return to the Org. structure screen.

Note: A valid SCD code has also been assigned to the Org. unit and all employeeswithin the Org. unit will automatically be downloaded to the SCD via the next SCDinterface run.

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3.4. Creating Positions within the Organisation Unit


2. Select the organisation unit for which you would like to create a position, bydouble clicking the entry.

3. Click the Change icon to display the Organisation Structure Change screen.

4. Highlight the organisation unit / division that you want to assign a position to and

click . The Staff Assignment Change Infotype screen will nowappear.

5. Click and the Create Positions screen will display.

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6. Edit the Abbreviation and the Name fields to suit the actual position.

7. Click the Save icon

Follow the same process for creating other positions under the organisation unitselected.

If the position has been entered incorrectly, right click to display the pop updialogue box with a list of options

Select Move and double click on the organisation unit / division that you wish tomove the position to

Click the Move icon to confirm selection

To view the positions you have created click the Expand icon to open the treestructure.

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4.Maintaining Organisational Units, Positions & Cost Centres

Possible reasons for changes:

Whole department changing cost centre Employee retaining same position, moving to an existing department

Employee retaining same position, moving to a new department

Employee moving to a new or existing position

4.1. Whole Department Changing Cost Centre

There is a template available for mass changes to cost centres. The SAP HR supportteam should be contacted in the first instance and they will advise the process andalso a copy of the template.

This mass change will automatically move employees and their existing positions to anew cost centre and an action will be created in Changes within Company with theaction reason of Change in Department.

4.2. Employee retaining same position, moving to an existing dept

This procedure should be used when the cost centre change is due to an employeemoving with their existing position to an existing department that has a different costcentre.

SAP Process:

Human Resources

Organisation Management Expert Mode

Simple Maintenance

Change

1. Select the Organisational Unit under which the position and employeecurrently sits.

2. Click the Change icon to display the Organisation Structure Changescreen.

3. Click the Staff Assignments icon to display the positions in each of thedepartments.

4. To expand the organisational units further click the Expand icon

5. Highlight the Position to be amended and select Move .

6. Double click the department where the position is moving to display theReassign pop up box.

7. Select the Period icon and enter the start date for the new location of the

position.

Note: Remember this date as you will require it for the action.

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8. Select Enter once you have entered a date and then the Move icon to exit theReassign screen; the employee will now appear under the new department.

Note: To complete the move an action should now be created to ensure consistencybetween Organisational Management and Personnel Administration. You mustensure that the dates for both the Organisational Management and Personnel

Administration actions match.

Use the following process:

SAP Process:

Human Resources

Personnel Management

Administration

HR Master Data

Personnel Actions

Changes within Company

1. Enter the start date for the position move (as per the date entered in theprevious process) then click Changes within Company and Execute.

2. On the Copy Actions screen, select the Reason for Action as Change inDepartment and Enter .

Note: A message will appear asking you to confirm the delimiting of the existingrecord – enter this and select Save to display the Copy Org. Assignment screen,which will now show the new Organisational Unit.

3. Save this screen and exit.

4.3. Employee retaining same position, moving to a new department

This procedure should be used when a new department is created and existingpositions and employees move to it, thereby changing their cost centre to that of thenew department.

Once the new department has been set up on SAP follow steps in the ‘Employeeretaining same position, moving to an existing department’ section.

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4.4. Employee moving to a new or existing position

Ensure that the new position has been created within the OrganisationalManagement function in SAP.

Use the Changes within Company action from the Personnel Administrationfunction to move the employee. This will automatically move the employee inOrganisational Management.

4.5. Cost Centre Allocation

The purpose of this section is to enable you to assign a cost centre to anorganisation, organisation unit or position.

1. Open the Assignment screen using the following path: Human Resources /

Organisation Management / Expert Mode / Simple Maintenance / Change andthe Organisation Plan / Change screen will appear.

2. Using the drop down icon select enter the organisation to which you would liketo assign a cost centre

3. In the View box select the Account Assignment option.

4. Confirm your selection by clicking the Change icon

5. To assign a cost centre ensure that the organisation, organisation unit or positionis selected by clicking on the relevant item.

6. Click

7. Click the drop down menu on the right-hand side of the Cost Center field and theAssign Cost Centre screen will be displayed.

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8. Use the drop down icon to view the screen below.

9. Ensure that the correct controlling area and company code have been selected

and confirm selection using the Enter icon . This will then display a list of cost centres available to you.

10.Highlight the cost centre that you wish to select and click the Enter icon , theAssign Cost Center screen will then be populated and you will have three iconsavailable to you:

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Check – will enter the information and keep the screen open for further editing

Save – will save the information into the SAP system and close the screen

Close – will discard any changes you have made and close the window

11.To view the cost centre allocation you have created click the Expand icon toopen the tree structure and the cost centre allocation will be identified by ahighlighted blue line.

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5.Using Display Mode

The use of Display Mode allows you to access information that is saved in the SAP

HR system only and does not allow any form of updating to take place.

1. Open the Display HR Master Data screen using the following path: HumanResources / Personnel Management / Administration / HR Master Data /Display

2. Using the icon search for the required Personnel field, as we have donepreviously.

Once you have selected the correct employee details your screen will look like theone below:

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Note: against the Relationship field indicates that there is information behind theinfotype

3. We will use view ting basic pay as an example therefore select the Time and Paytab

4. Highlight the Basic Pay field in the grid in the Time and Pay tab by clicking onthe grey toggle icon to the left of the text.

5. Click the Overview icon to display a list of all events that have occurred to theemployees basic pay record.

6. To view a more detailed picture of a particular event in the overview screenhighlight the field in the grid by clicking on the grey toggle icon to the left of the

text and select the display icon to take you to the Display Basic Pay screen

There are two further options available from this screen:

Salary Amount

1. Click the icon to see the Salary per Period screen.

2. Click the Enter icon to remove this screen from view.

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Payments and Deductions

1. Click the icon to see the employee’s Payments and

Deductions report.

Note: The method of navigation is the same for other tabs and infotypes in theDisplay HR Master Data screen.

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6.Appendix A

6.1. Display Master Data – PA20 (Quick Reference Guide)

Required Information Tab Infotype

Address Basic Personal Data Address

Bank Details Time and Pay Bank Details

Birth Date Basic Personal Data Personal Data

Bonus Percentage Time and Pay Annual Bonus Scheme

Business Basic Personal Data Org. Assignment

Business Title Basic Personal Data Org. Assignment

Company Code Basic Personal Data Org. Assignment

Continuous Service Date Basic Personal Data Contract Elements

Cost Centre Basic Personal Data Org. Assignment

Date of Maternity Leave Time and Pay SMP/SAP/SPP

Date of Role Change Basic Personal Data Actions - Overview

Dependents Basic Personal Data Family/Dependents

Disciplinary Details Grievance and Discipline Discipline

Email Address Basic Personal Data Communication

Emergency Contact Details Basic Personal Data Address

Employment status e.g. permanent Basic Personal Data Org. Assignment

Ethic Origin Basic Personal Data Additional Personal Data

Grade Time and Pay Basic Pay

Grievance Details Grievance and Discipline Grievances

Health Plans Benefits Health PlansHours Time and Pay Planned Working Time

Management Dialogue Details Basic Personal Data Date Specifications

Marital Status Basic Personal Data Personal Data

Name Basic Personal Data Personal Data

National Insurance Number Basic Personal Data Personal Data

Nationality Basic Personal Data Personal Data

Notice Period From Employee Basic Personal Data Contract Elements

Notice Period From Employer Basic Personal Data Contract Elements

Pay Group Basic Personal Data Org. Assignment

Payroll Number Basic Personal Data Personal Ids

Pension Details Benefits Pensions Funds

Position ID Basic Personal Data Org. Assignment

Preferred Name Basic Personal Data Personal Data

Probationary Period Basic Personal Data Contract Elements

Salary Time and Pay Basic Pay

Staff Dialogue Details Basic Personal Data Date Specifications

Start Date Basic Personal Data Actions - Overview

Telephone Number Basic Personal Data Communication

Type of Workplace e.g. office / homeBasic Personal Data Contract Elements

Work Location Basic Personal Data Org. Assignment

Documents

SAP HR Module Introduction