HCM COURSE 1
BSNL
USER MANUAL: TRANSFER
Version:1.1
03/02/2011
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HCM COURSE 1
Table of Contents
I.
SAP Basics .................................................................................................................................................4
A.
SAP Icon on Monitor…. ............................................................................................................................5
B.
Log On Window… .....................................................................................................................................5
C.
Logging on to System..... ..........................................................................................................................6
D.
Access further links..... .............................................................................................................................6
E.
Layout of SAP Easy Access Screen............................................................................................................7
F.
Menu Bar on SAP Window… ....................................................................................................................8
G.
Field Help: F1 and F4..... ...........................................................................................................................9
II.
SAP HCM Basics ..................................................................................................................................... 10
A.
Key Definitions ...................................................................................................................................... 11
i.
Infotypes: ......................................................................................................................................... 11
ii.
Subtypes: ......................................................................................................................................... 11
iii.
Personnel Action: ........................................................................................................................... 11
iv.
Infogroup:..................................................................................................................................... 12
v.
Transaction Code ........................................................................................................................... 12
vi.
Personnel File: ............................................................................................................................ 12
B.
IMPT. PA Transaction Codes ................................................................................................................. 13
C.
IMPT. PA Infotypes ................................................................................................................................ 13
D.
Creation of Master Data ....................................................................................................................... 14
E.
Maintenance of Master Data ................................................................................................................ 15
F.
Processing HR Master Data ................................................................................................................... 16
G.
Display of Master Data.......................................................................................................................... 17
H.
INFOTYPE SCREENS ............................................................................................................................... 18
i.
Actions Infotype (IT0000) .............................................................................................................. 18
ii.
Organizational Assignment Infotype(IT0001) ............................................................................ 19
iii.
Personal Data Infotype(IT0002) ................................................................................................... 20
iv.
Challenge Infotype (IT0004) ..................................................................................................... 21
v.
Address Infotype (IT0006) ............................................................................................................ 22
vi.
Planned Working Time (IT0007) .............................................................................................. 23
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III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
vii.
Basic Pay Infotype (IT0008) ..................................................................................................... 24
viii.
Bank Details Infotype (IT0009) ................................................................................................. 25
ix.
Contract Elements Infotype (IT0016) ...................................................................................... 26
x.
Travel Privileges (IT0017) ............................................................................................................. 27
xi.
Monitoring of Tasks Infotype (IT0019) .................................................................................... 28
xii.
Family Member/Dependents (IT0021) .................................................................................... 29
xiii.
Education Infotype (IT0022) ..................................................................................................... 30
xiv.
Other/Previous Employers Infotype (IT0023)......................................................................... 31
xv.
Appraisal Infotype (IT0025) ...................................................................................................... 32
xvi.
Internal Medical Service (IT0028) ............................................................................................ 33
xvii.
Date Specifications (IT0041) .................................................................................................... 34
xviii.
Additional Personal Data Infotype (IT0077) ........................................................................... 35
xix.
Communication Infotype (IT0105) ........................................................................................... 36
xx.
Personal IDs Infotype (IT0185) ................................................................................................ 37
xxi.
External Organizations Infotype (IT0219) ............................................................................... 38
xxii.
Nominations Infotype (IT0291) ................................................................................................. 39
xxiii.
Documents on Dependents (IT0703) ...................................................................................... 39
xxiv.
Discipline Infotype (IT0743) .................................................................................................. 40
xxv.
HR Letters Infotype (IT0906) .................................................................................................... 41
xxvi.
Transfer Order Infotype (IT9000) ......................................................................................... 42
Transfer Eligibility Report ...................................................................................................................... 43
Bulk Transfer Order ................................................................................................................................ 49
BSNL Order .............................................................................................................................................. 52
TRANSFER PROCESS .................................................................................. Error! Bookmark not defined.
Modification of Transfer Order .................................................................... Error! Bookmark not defined.
Cancellation of Transfer Order .................................................................... Error! Bookmark not defined.
Joining on Transfer ....................................................................................... Error! Bookmark not defined.
Change in payroll area .................................................................................. Error! Bookmark not defined.
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I. SAP Basics
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A.
SAP Icon on Monitor….
B.
Log On Window…
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C.
Logging on to System.....
The asterisks in the password box cannot be deleted just overwrite in the box.
D.
Access further links.....
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E.
Layout of SAP Easy Access Screen
Messages appear in the status bar.
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F.
Menu Bar on SAP Window…
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G. Field Help: F1 and F4.....
i.
ii.
F1 Help
•
The F1 key to display an explanation of fields, menus, function and messages.
•
The F1 help also displays technical information on the relevant field.
F4 Help
•
The F4 key to display possible input values.
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II. SAP HCM Basics
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A. Key Definitions
i. Infotypes:
Infotypes are used to group related data fields together. They provide information
with a structure, facilitate data entry, and enable you to store data for specific periods. Infotypes are
identified by a four digit code followed by IT (acronym for INFOTYPE).
Example: IT0002 is the Personal Data infotype used for storing personal details of an employee
ii. Subtypes: Subtypes are subdivisions or special variants of infotypes.
Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person
that can be stored.
iii. Personnel Action:
Any activity carried out on an employee (personnel) such as - hiring,
promotion, change of pay, termination etc is called a Personnel Action. In SAP, each action is
performed as a combination of edits to several individual infotypes. The transaction for executing
Personnel Actions is PA40.
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Example: Hiring, Promotion
iv. Infogroup: The sequence of infotypes associated with Personnel Action
v. Transaction Code: A transaction code (T Code) is a command that tells the system location of
a task. Each SAP screen has a unique transaction code. A transaction code may contain only
letters such as SPRO or a combination of letters and numbers such as PA30
Example: T Code for Display of Personnel Data-PA20
vi. Personnel File: All the infotypes maintained for an employee can be viewed in a Personnel File
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B. IMPT. PA Transaction Codes
T. Code
PA40
PA30
PA20
PA10
PA41
SM30
SE38
Applicalibilty
Execute a Personnel Action:Eg Hiring
Maintain Master Data: Eg Update Telephone # of Employee in IT
0105
Display Master Data: Eg Display the shift of an employee in
IT0007
Display Personnel File of Employee
Change Hiring/Leaving Date of Employee
Displaying/Maintaining tables
Executing Reports
C. IMPT. PA Infotypes
Every Infotype has a start date and end date which specifies the validity of the data
By default at the time of Hiring the start date is taken as the date of Hiring for Infotypes created
then. Any change in start date if required can be however be made. The end date is taken as
31.12.999 and when details are changed the data is delimited and the end date of previous or old
record is set to one day before the start of validity of new record.
INFOTYPE INFOTYPE Text
0000
0001
0002
0004
0006
0007
0008
0009
0016
0017
0019
0021
0022
0023
0025
0028
0041
0077
0105
Actions
Organizational Assignment
Personal Data
Challenge
Address
Planned Working Time
Basic Pay
Bank Details
Contract Elements
Travel Privileges
Monitoring of Tasks
Family Member/Dependents
Education
Previous Employers
Appraisal
Internal Medical Service
Date specifications
Additional Personal Data
Communication
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0185
0219
0591
0703
0743
0906
9000
Personal IDs
External Organizations
Nominations
Documents on Dependants
Discipline
HR Letters
Transfer Order
D. Creation of Master Data
Master Data can be maintained using T Code PA40 through execution of Personnel Actions
Enter the Date from which the
infotypes are to be created
Select the relevant Personnel
Action that needs to be
executed
Specify the date on which the Personnel Action is to be executed
Select the relevant the Personnel Action to be executed
Press Execute
button or press F8
Update the sequence of infotypes that appear
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E. Maintenance of Master Data
Master Data can be maintained using T Code PA30.
Enter the Personnel No. of
Employee whose master data is to
be maintained
Select the relevant period for
which data needs to be
Created/maintained/Displayed
Enter the four digits Infotype
that needs to be maintained
Enter the Subtype if required
The below mentioned OPERATIONS can be performed while maintaining master data by clicking
on the relevant icon:
Create a new create
Change an existing record
Display an existing record
Copy an existing record
Delimit an existing record
Delete an existing record
Display an overview of all information maintained
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F. Processing HR Master Data
You can change existing infotype records and create new infotype records for employees. The SAP
system uses this data to create a history of all the changes and developments pertaining to an
employee during the period that the employee works at a company.
 Create infotype record
The Create function allows you to enter new data. A new record is created while retaining the old
record. The infotype history is generated by defining the validity periods.
 Change infotype record
The Change function enables you to correct an existing infotype record without creating a new one.
You overwrite the old one. When an infotype record is changed, its history is not updated.
 Delete infotype record
The Delete function enables you to delete existing infotype records from the database. If you delete
infotype records with time constraint 1, the previous record is automatically extended. An infotype
history is created using the definition of the validity period.
 Copy an infotype record
The Copy function also creates new infotype records. It also updates the infotype history. Unlike the
Create function, you do not enter data on an empty screen, but on a screen containing the current
data. You can then overwrite these values.
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G. Display of Master Data
Master Data can be maintained using T Code PA20.
Enter the Personnel No. of
Employee whose master data is to
be displayed
Select the relevant period for
which data needs to be displayed
Enter the four digits Infotype
that needs to be displayed
Enter the Subtype if required
The below mentioned OPERATIONS can be performed while maintaining master data by clicking
on the relevant icon:
Display an existing record
Display an overview of all information maintained
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H. INFOTYPE SCREENS
i.
Actions Infotype (IT0000)
Select the
Reason for
Action
Employee life cycle events; provides an overview of employee history. Infotypes are
grouped based on events that occur in an employee’s lifecycle, such as New Hire,
Separation, Promotion, Leaves of Absence, and so forth.
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ii.
Organizational Assignment Infotype(IT0001)
Enter the start date
Enter the Personnel
Subarea to which
Employee belongs
Enter the Payroll Area
to which employee
belongs
Enter the Work Area
of the Employee from
the drop down
maintained
This infotype contains detailed information about an employee’s position in the organization,
including the position number, personnel area, personnel subarea, business area, payroll area,
employee group and employee subgroup. Organizational Infotype IT0001 stores data that
incorporates the employee into the organizational structure and personnel structure. Stores data
about the organizational unit to which the employee belongs, including the position assigned to the
employee and the job from which the position was created.
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iii.
Personal Data Infotype(IT0002)
Mention the
Title, Last name
and First name
Mention the
Gender, Date of
Birth, Birthplace
Marital Status,
Religion ,
Nationality
Mention the
Mother Tongue
and
Identification
marks
In the Personal Data infotype (0002), you enter the employee’s name and birth data. You can add
information on his or her marital status and religion, if necessary
Information on the mother tongue and any identification marks may also be updated in IT0002
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iv.
Challenge Infotype (IT0004)
Maintain the
start date of the
infotype
This infotype is used if an employee is physically challenged.
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Select the
Challenge group,
degree of
challenge and
type of Callenge
from drop down
list
HCM COURSE 1
v.
Address Infotype (IT0006)
Maintain the start date of
the relevant subtype of
address
Maintain the address details of the
Employee after selecting the
relevant subtype of the address.
The address details of the employee are maintained in this Infotype.IT has various subtypes as
mentioned above.
The various addresses maintained in the sytem at different times can be viewed by clicking on the
overview button
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vi.
Planned Working Time (IT0007)
Maintain the start
date of the Infotype
Select the relevant
Time Management
Status from the drop
down list
The Working Time
Details are
maintained in this
section
The planned Working Time Infotype stores the work schedule rule for employees. Details of this
infotype are created in Time Management and include the employee’s position, hours per day,
weekly hours, and yearly hours.
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vii.
Basic Pay Infotype (IT0008)
The Pay scale
details of the
employee is
maintained here
The different
wage types
under which
payment is to
be made to
employee is
maintained
here
Pay information based on the employee’s position, such as annual salary, monthly salary, and
hourly pay.
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viii.
Bank Details Infotype (IT0009)
Maintain the
details of the
bank and
account #
through which
payment is to
be made to
employee
This infotype enables you to enter the employee’s bank information, which is used to make direct
deposits
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ix.
Contract Elements Infotype (IT0016)
Probation Appointment
Probation Promotion
Probation Extension
Days
Weeks
Months
Years
M
30 DAYS
60 DAYS
1 MONTH
2 MONTH
@ Month
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x.
Travel Privileges (IT0017)
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xi.
Monitoring of Tasks Infotype (IT0019)
Select the Task Type and
mention the Date of Task
E.G: Expiry of Probation
Maintain details regarding
reminder date and follow up
time for Task
Monitoring of Tasks (also referred to as date reminder) Infotype is used to record Dates associated
with specific requirements or activities.
There are various subtypes as below:
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xii.
Family Member/Dependents (IT0021)
Maintain
details of
Family Member
like-Name,
Gender, DOB,
Nationality etc.
Information about the employee’s family members is stored in this infotype. This will be used in the
Benefits Module for designation of dependents and or beneficiaries.
The various subtypes are ass below:
Spouse
Child
Legal dependent
Testator
Guardian
Stepchild
Related persons
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xiii.
Education Infotype (IT0022)
Update details regarding Education
of Employee by selecting the
relevant education type.
Update details like Educational
Establishment, Institute Location,
duration of course, final grade etc
Educational establishments that an employee has attended, including dates of attendance and level
completed; also contains certificates that are not required for a position
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xiv.
Other/Previous Employers Infotype (IT0023)
Update details of previous
employer of employee.
Details like Employer, City,
Industry, Job and type of contract
the employee had a maintained
here.
This infotype enables you to record an individual’s employment history.
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xv.
Appraisal Infotype (IT0025)
Details of criteria
on which
appraisal is done
are maintained in
this section.
Employees’ performance appraisals are stored in the Appraisals (0025) infotype
Appraisal: In the Appraisal field, enter the points value for each appraisal criterion
Appraisal Attributes: Enter the appraiser’s name here and the date of the appraisal. In addition,
you can indicate whether the performance appraisal should affect the relevant employee’s salary
and whether the employee has been notified of the appraisal.
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xvi.
Internal Medical Service (IT0028)
Maintain details on
Examination result like
examination result,
Diagnosis, Examination
date etc.
Details of the
examination conducted
are maintained in this
section.
In the infotype Internal Medical Service (0028) you can enter the results and data referring to an
employee’s medical examination.
The internal medical service has been divided into different examination types. A subtype is used
for each examination type. The standard SAP system contains the following examination types:

Subtype 0001: General data

Subtype 0002: Habits


Subtype 0003: Dermatological examination
Subtype 0004: Reproductive organs and urinalysis
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xvii.
Date Specifications (IT0041)
Important date
specifications are
maintained in this
section
You can record the following information in the Date Specifications infotype (0041): The Date type
specifies the type of information.
A concrete Date type (specified by the user) is used in a series of reports, for example to evaluate
an entry date that cannot be derived from the organizational assignment history but which is stored
in the infotype Date Specifications (0041).
This infotype can be used in payroll as well as for the leave program.
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xviii.
Additional Personal Data Infotype (IT0077)
Additional Personal Details
like Ethnic Origin and
Military Status can be
maintained here if desired
Infotype 0077, Additional Personal Data, stores personal information that is not stored in the other
master data infotypes.
This infotype contains information that is confidential, and should only be accessed by a select few
employees
The field for ethnic origin is required. It is used mostly for EEO regulatory reporting that is required
by the government The field Military Status stores the military information of the employee.
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xix.
Communication Infotype (IT0105)
Maintain Communication details
of the employee like System user
ID , E-mail Id Mobile No. etc.
Identification regarding the various forms of employee communication is maintained in the infotype.
Employees’ communication IDs are stored in the infotype Communication (0105).
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xx.
Personal IDs Infotype (IT0185)
Important details regarding
the IDs of the employee is
maintained here like PAN
No.,Gratuity ID etc.
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xxi.
External Organizations Infotype (IT0219)
Details regarding External
Organization in case of Deputation
Out are maintained here like
Organization Type (DOT/Other
PSU/Others) and organization name
is maintained here
The address details of the External
Organization are maintained here
to which an employee is going
through Deputation-out Process
The End date of Deputation and
three further extensions along
with the relevant dates are
maintained in this section
DOT
Other PSU
Others
In the infotype External organization (Infotype 0219) you enter the details of an external
organization. This infotype is used for recording details of the External Organization while executing
Deputation Out Process.
Every record must have a validity period.
Each record is identified by an organization type and an organization description. These are read by
the plans which have these organizations allocated as beneficiaries.
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xxii.
Nominations Infotype (IT0291)
Details of the
nominees for
different benefits
is maintained
here in case of
employee’s death
xxiii.
Documents on Dependents (IT0703)
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xxiv.
Discipline Infotype (IT0743)
Details regarding the Offences
committed and the
Disciplinary action taken
against the Employee is
maintained here
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xxv.
HR Letters Infotype (IT0906)
This Infotype is used to generate the HR letter. HR Letters can be generated for various actions by
selecting the appropriate subtype and by specifying the start date and end date. It is also required
to mention the authorized signatory.
SubType:
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xxvi.
Transfer Order Infotype (IT9000)
This Infotype is used to carry out the Transfer Order
The Ref Transfer Order No will be automatically populated here. This value comes from the value
we created as Ref Transfer Order No through Transaction Code ZHR_BULK_TRANS.
The Transfer From and Transfer To fields also get populated from the values that were created through
the T.Code ZHR_BULK_TRANS. “Transfer to” and “Transfer from” will automatically be populated from
the ZHR_BULK_TRANS. “Transfer to” can be edited.
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III. Transfer Eligibility Report
a) Log into the system using your SAP User ID and Password.
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b) In the SAP Easy Access screen in the Command Task enter ZHR_BULK_TRANS
and press Enter
c)
Following Screen appears.
Enter the key date either as today or any specific date
Select the transfer type as administrative transfer.
Select the Stream and cadre by pressing F4 in the respective field.
Click on execute:
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In case of Temporary Transfer the Period in terms of Days/Months/Years has to be given
as shown in the red box.
d) The following screen would appear
This is the report containing list of all the employees eligible for transfer. Various details like
Employee’s Personnel No., Name, Current circle, current SSA, current unit, current
position, tenure served in a particular SSA and Position would be visible.
The Circle, SSA, Unit, Position to which the employee would be transferred needs to be
specified in this field. If transfer with promotion has to happen, enter the Promotion type
from the following list:
Now check the box under Select Entry.
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e) Click on
Add CC for the letter. And press Enter.
The following letter will appear:
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f) Now, Click on Back Button to go to the previous screen.
Now click on the Create Infotype 9000 Subtype 0001 button
g) The following screen will appear:
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Enter the Begin date as well as END Date along with the singning authority.
Press Enter.
The following Pop-up will appear for the conformation action.
Click on Yes button to continue.
The Bulk Transfer Order has been created and a information box will appear.
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IV. Bulk Transfer Order
a) Log into the system using your SAP User ID and Password.
b) In the SAP Easy Access screen in the Command Task enter
ZHR_TRANSFER_ORDER and press Enter
c)
Following Screen appears.
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Enter the transfer period and select the reference order from the drop down.
Note: This order should be run only after running the Transfer Eligibility Report. Only after
running the report, a reference order No. would be generated for the particular Transfer
Period.
Click on Print
, to take the print of the Order.
The following screen would appear:
Enter the Name of the people who should be marked a copy to
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The Letter would be generated in the following format:
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V.
BSNL Order
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a) Log into the system using your SAP User ID and Password.
b) In the SAP Easy Access screen in the Command Task enter PA40 and press
Enter
c)
Following Screen appears.
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Select BSNL Orders and click on execute
d) The following screen would appear:
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From the F4 value of Reasons for Action :
Click on Save
e) The following screen would appear:
Infotype 9000 and subtype 0002 will be updated .
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Enter the Start date and To Date. Press Enter
In the Ref Transfer Order No. select from drop down. This would appear only if the
“Transfer Eligibility List ” is performed.
Under Transfer To, all the field would automatically be populated from the values we had
mentioned in “Transfer eligibility List”
Enter the transfer details and click on Save
clicking on preview Letter
(You can also preview the transfer letter by
)
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Add CC for the letter and press Enter.
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