WorldFish
Project SAPisces Implementation
END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
End User Procedure
for
Human Resources
Master Data Maintenance
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
1 of 26
WorldFish
Project SAPisces Implementation
END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
Table of Contents
1
Overview................................................................................................................................... 3
1.1 Purpose .............................................................................................................................. 3
1.2 Definition ............................................................................................................................. 3
1.2.1
Infotype ...................................................................................................................... 3
1.3 Organizational Elements .................................................................................................... 3
1.3.1
Organization Structure ............................................................................................... 3
1.3.2
Enterprise Structure ................................................................................................... 4
1.3.3
Personnel Structure ................................................................................................... 4
1.4 Business Process Overview ............................................................................................... 5
2 SAP Process – Maintain HR Master Data ................................................................................ 5
2.1 How to Create a New Record if there is an Existing HR Master Data Record ................... 5
2.1.1
Navigation on the SAP Menu ..................................................................................... 5
2.1.2
Maintain HR Master Data Screen .............................................................................. 5
2.2 How to Create a New Record if there is No Existing HR Master Data Record ................ 10
2.2.1
Navigation on the SAP Menu ................................................................................... 10
2.2.2
Maintain HR Master Data Screen ............................................................................ 10
2.3 How to Make Changes to an Existing HR Master Data Record ....................................... 13
2.3.1
Navigation on the SAP Menu ................................................................................... 13
2.3.2
Maintain HR Master Data Screen ............................................................................ 13
2.4 How to Delete an Existing HR Master Data Record ......................................................... 17
2.4.1
Navigation on the SAP Menu ................................................................................... 17
2.4.2
Maintain HR Master Data Screen ............................................................................ 17
3 SAP Process – Display HR Master Data Record ................................................................... 22
3.1 Navigation on the SAP Menu ........................................................................................... 22
3.2 Display HR Master Data Screen....................................................................................... 22
4 Related Reports ..................................................................................................................... 25
4.1 Flexible Employee Data Report ........................................................................................ 25
4.1.1
Navigation on the SAP Menu ................................................................................... 25
4.1.2
Report information ................................................................................................... 25
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
2 of 26
WorldFish
Project SAPisces Implementation
END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
1
Overview
1.1
Purpose
Employee master data is a pre-requisite for Travel Management and CATS (Cross
Application Time Sheet). Hence, the settings of the employee mini master are for Travel
Management and CATS purposes. The end user procedure document will cover the
following processes:
 Maintain HR master data
 Display HR master data
1.2
Definition
1.2.1
1.3
1.3.1
Infotype
In SAP Human Resources module (SAP HR), the employee master data is presented via
infotypes. An infotype is a logical grouping of similar fields together in one screen.
Infotypes are also assigned a unique 4-digit number. The following are examples of
infotypes:
 Infotype 0002 – Personal Data (stores personal biodata of employee)
 Infotype 0006 – Address (stores addresses of employee)
 Infotype 0007 – Planned Working Time (stores the working pattern and time of
employee)
Organizational Elements
Organization Structure
In order to carry out numerous business and human resources processes, you need an
organizational plan, that is, a functional structure representing your enterprise based on
tasks.
Organizational Management is the basis for additional Human Resources components
and functions as well as for mySAP Business Workflow.
Integration between
Organization Management and Personnel Administration will be set up. Hence, changes
made in Organization Management will have an impact to employees’ master data in
Personnel Administration and vice versa.
For WorldFish, the organizational structure will reflect the hierarchy of departments and
the reporting structure will be set up mainly based on the approval workflow structure.
The following objects and its relationships will be in scope:
 Organization Units (refers to departments)
 Positions
 Job
Please refer to EUP HR (Organization Structure) for more information.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
1.3.2
1.3.2.1
Enterprise Structure
Company Code
The company code is the same company code created from mySAP Finance.
Company Code
WF01
1.3.2.2
Personnel Area
It represents a subdivision of the company code. For WorldFish, it represents
geographical locations.
Personnel Area Code (4)
Z010
Z020
Z030
Z040
Z050
Z060
Z070
Z080
Z090
1.3.2.3
1.3.3
1.3.3.1
Personnel Area Description (30)
HQ – Penang, Malaysia
Bangladesh – Regional Office
Egypt – Regional Office
Cameroon
Cambodia
Malawi
New Caledonia
Philippines
Solomon Islands
Personnel Subarea
Personnel subareas are subdivisions of personnel areas. It represents departments
and branches.
Personnel Structure
Employee Group
The employee group is an organizational entity which is governed by specific personnel
regulations. The Employee Group setting for WorldFish is as below:
Employee Group Code (1)
1
1.3.3.2
Description
WorldFish
Employee Group Description (20)
Active
Employee Subgroup
Employee Subgroup is a sub-division of Employee Group. In WorldFish, there are
three distinct employee groups:
 Internationally Recruited Staff (IRS)
 Nationally Recruited Staff (NRS)
 Regionally Recruited Staff (RRS)
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
4 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
1.3.3.3
1.4
2
Payroll Area
Payroll area is used for mySAP HR Payroll module. Even though WorldFish is not
implementing mySAP HR Payroll module, mySAP Travel Management module requires
it for postings to mySAP Finance module. Hence, each country will have its own payroll
area.
Business Process Overview
If there are changes to the employee HR master data (not related to employee
movements), then HR will make the necessary changes to the master data.
SAP Process – Maintain HR Master Data
The approach to maintain HR master data is similar for all infotypes.
2.1
How to Create a New Record if there is an Existing HR Master Data Record
If there is an existing HR master data record for the employee and changes are to be done,
then copy the existing record with a new effective date and change the record.
An example shown below is how to add a new address while preserving the old address.
2.1.1
Navigation on the SAP Menu
Via Menus
Via Transaction Code
2.1.2
Human resources > Personnel Management > Administration
> HR Master Data > Maintain
PA30
Maintain HR Master Data Screen
a. Enter in the employee’s Personnel Number (if you do not the Personnel number, then
click on the drop down list, select the ‘Last Name, First Name’ Search Help and type
in the employee’s name accordingly. Press Enter and SAP will search the name in
the employee database).
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
5 of 26
WorldFish
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END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
b. Select the ‘Address’ from the ‘Basic personal data’ tab (Note: If you see a green tick
beside the infotype like the diagram below, it means there is an existing record.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
6 of 26
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
Alternatively, you can enter ‘0006’ in the ‘Infotype’ field for Address infotype.
c.
Click on the Overview
button to view all the existing records.
d. On screen ‘List Addresses’, you can see the Address records and the validity dates
as shown on the screen below.
e. Copy the existing record and modify it. Select the record and click on the Copy
button.
f.
On screen ‘Copy Addresses’, enter in the new effective date and make the necessary
changes to the address.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
g. Press Enter.
h. A system message will appear to inform you that the existing record will be delimited.
A sample message is below:
Note:
This means a new record has been created with an end date of 31.12.9999. The old
record with delimited end date is still intact. In other words, the historical records are
kept and not overwritten.
i.
Click the Save
j.
On screen ‘List Addresses”, you will see the new record and the old record has been
delimited.
File name:
106758140
Last changed on:
9 March 2016
button.
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
k.
The new address has been added successfully.
l.
Click Back
File name:
106758140
Last changed on:
9 March 2016
button to go back to the Maintain HR master data screen.
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
9 of 26
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
2.2
How to Create a New Record if there is No Existing HR Master Data Record
If there is no existing HR master data record for the employee, then you need to create the
record.
An example shown below is to create a SAP user ID.
2.2.1
Navigation on the SAP Menu
Via Menus
Via Transaction Code
2.2.2
Human resources > Personnel Management > Administration
> HR Master Data > Maintain
PA30
Maintain HR Master Data Screen
a. Enter in the employee’s Personnel Number (if you do not the Personnel number, then
click on the drop down list, select the ‘Last Name, First Name’ Search Help and type
in the employee’s name accordingly. Press Enter and SAP will search the name in
the employee database).
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
10 of 26
WorldFish
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END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
b. Enter ‘0105’ in the ‘Infotype’ field for Communications and subtype ‘0001’ for System
User Name.
c.
Press Enter.
d. Click on the Create
button to create the record.
e. On screen ‘Create Communication’, enter the SAP User ID in the ‘ID/Number’ field.
f.
Click the Save
button.
g. The System User Name record has been created. Refer to the screen below and the
system message in the red box.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
11 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
12 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
2.3
How to Make Changes to an Existing HR Master Data Record
Make amendments to an existing HR master data record.
An example shown below is how to make amendments to the existing personal data
record.
2.3.1
Navigation on the SAP Menu
Via Menus
Via Transaction Code
2.3.2
Human resources > Personnel Management > Administration
> HR Master Data > Maintain
PA30
Maintain HR Master Data Screen
a. Enter in the employee’s Personnel Number (if you do not the Personnel number, then
click on the drop down list, select the ‘Last Name, First Name’ Search Help and type
in the employee’s name accordingly. Press Enter and SAP will search the name in
the employee database).
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
13 of 26
WorldFish
Project SAPisces Implementation
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
b. Select the ‘Personal Data’ from the ‘Basic personal data’ tab (Note: If you see a
green tick beside the infotype like the diagram below, it means there is an existing
record.
Alternatively, you can enter ‘0002’ in the ‘Infotype’ field for Personal Data infotype.
c.
Press Enter.
d. Click on the Change
button to change the existing record.
e. On screen ‘Change Personal Data’, make the necessary changes (do not change the
Start Date)
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
f.
Click the Save
button.
g. The Personal Data record has been changed. Refer to the screen below and the
system message in the red box.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
Note 1:
No new record has been created as the changes were made on an existing record.
Note 2:
Infotype 0002 – Personal Data must only have one record. If there are any changes to the
personal data, make changes only. Do not create a new record.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
16 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
2.4
How to Delete an Existing HR Master Data Record
Delete an existing HR master data record.
* * * * * * * * * * *
Caution:
Please be very cautious when you want to delete an existing record.
Some master data records cannot be deleted.
If you want to delete a personnel number altogether, please contact the HR Application
Support personnel.
* * * * * * * * * * *
An example shown below is how to delete an Address record.
2.4.1
Navigation on the SAP Menu
Via Menus
Via Transaction Code
2.4.2
Human resources > Personnel Management > Administration
> HR Master Data > Maintain
PA30
Maintain HR Master Data Screen
a. Enter in the employee’s Personnel Number (if you do not the Personnel number, then
click on the drop down list, select the ‘Last Name, First Name’ Search Help and type
in the employee’s name accordingly. Press Enter and SAP will search the name in
the employee database).
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
17 of 26
WorldFish
Project SAPisces Implementation
END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
b. Select the ‘Address’ from the ‘Basic personal data’ tab (Note: If you see a green tick
beside the infotype like the diagram below, it means there is an existing record.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
18 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
Alternatively, you can enter ‘0006’ in the ‘Infotype’ field for Address infotype.
c.
Click on the Overview
button to view all the existing records.
d. On screen ‘List Addresses’, you can see the Address records and the validity dates
as shown on the screen below.
e. Select the Address record to delete. Click on the Delete
f.
button.
On screen ‘Delete Addresses’, ensure this is the record you want to delete. To
confirm press Enter.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
g. A system message will appear to inform you that the previous record will be
extended. A sample message is below:
Note:
This means the previous record’s date has been extended to 31.12.9999.
h. Click the Delete
i.
button.
On screen ‘List Addresses”, the record deleted will not be listed anymore and you will
see the system message in the red box in the screen below.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
j.
The address record has been deleted successfully.
k.
Click Back
File name:
106758140
Last changed on:
9 March 2016
button to go back to the Maintain HR master data screen.
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
21 of 26
WorldFish
Project SAPisces Implementation
END USER PROCEDURE
HUMAN RESOURCES – MASTER DATA MAINTENANCE
3
SAP Process – Display HR Master Data Record
Display an existing HR master data record (no maintenance/changes can be performed).
An example shown below is how to display the personal data record.
3.1
Navigation on the SAP Menu
Via Menus
Via Transaction Code
3.2
Human resources > Personnel Management > Administration
> HR Master Data > Display
PA20
Display HR Master Data Screen
a. Enter in the employee’s Personnel Number (if you do not the Personnel number, then
click on the drop down list, select the ‘Last Name, First Name’ Search Help and type
in the employee’s name accordingly. Press Enter and SAP will search the name in
the employee database).
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
22 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
b. Select the ‘Personal Data’ from the ‘Basic personal data’ tab (Note: If you see a
green tick beside the infotype like the diagram below, it means there is an existing
record.
Alternatively, you can enter ‘0002’ in the ‘Infotype’ field for Personal Data infotype.
c.
Press Enter.
d. Click on the Display
button to display the record.
e. On screen ‘Display Personal Data’, the personal data information is displayed.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
f.
Click Back
File name:
106758140
Last changed on:
9 March 2016
button to go back to the Maintain HR master data screen.
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
24 of 26
WorldFish
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
4
Related Reports
4.1
4.1.1
Flexible Employee Data Report
Navigation on the SAP Menu
Via Menus
Via Transaction Code
4.1.2
Human resources > Personnel Management > Administration
> Info System > Reports > Employee > Flexible Employee
Data
S_AHR_61016362
Report information
a. This is a flexible HR master data standard report where you can select the types of
information to be in the report layout.
b. Select the fields to produce the relevant data. Select the fields from the left box and
move them to the right box. Sort the fields in the right box accordingly.
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
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HUMAN RESOURCES – MASTER DATA MAINTENANCE
c.
A sample of the report is below:
File name:
106758140
Last changed on:
9 March 2016
Responsibility:
Human Resources Dept
Last changed by:
Cheang Po Li
mySAP Release:
ECC 5.0
Version:
V001
Status:
Active
Page:
26 of 26