HR307 Configuration of HR System Controls HR307...©SAP AG 1999 Target Group ©SAP AG zAudience:...

HR307 Configuration of HR System Controls HR307

R/3 System Release 46C 05/02/2001

0

Creating Profiles Manually ...................................................................................................................................1-7

HR307 Configuration of HR System Controls..............................................................................................................1-1

Copyright ..................................................................................................................................................................1-2

Course Prerequisites..............................................................................................................................................1-4

Target Group.........................................................................................................................................................1-5

Course Overview.......................................................................................................................................................2-1

Course Goals .........................................................................................................................................................2-2

Course Objectives .................................................................................................................................................2-3

Course Content......................................................................................................................................................2-4

Course Overview Diagram....................................................................................................................................2-5

Main Business Scenario ........................................................................................................................................2-6

System Controls ....................................................................................................................................................2-7

Infotype Controls ......................................................................................................................................................3-1

Infotype Controls: Unit Objectives .......................................................................................................................3-2


Infotype Controls: Business Scenario ...................................................................................................................3-4

Infotypes and Screen Views..................................................................................................................................3-5

Configuring Infotypes ...........................................................................................................................................3-6

Infotype Controls ..................................................................................................................................................3-7

Define Fields Relative for Retroactive Accounting ..............................................................................................3-8

Retroactive accounting infotype and field triggers ...............................................................................................3-9

Country-Specific Infotypes and Subtypes...........................................................................................................3-10

Customizing User Interfaces: Screen Headers ....................................................................................................3-11

Customizing User Interface: Screen view...........................................................................................................3-12

Customizing User Interface: Define Screen View ..............................................................................................3-13

Infotype Controls: Unit Summary.......................................................................................................................3-14

Exercise Data Sheet.........................................................................................................................................3-15

Exercises .........................................................................................................................................................3-17

Solutions .........................................................................................................................................................3-19

Infotype Menus .........................................................................................................................................................4-1

Infotype Menus: Unit Objectives ..........................................................................................................................4-2


Infotype Menus: Business Scenario .....................................................................................................................4-4

Infotype Menus: Overview ...................................................................................................................................4-5

Changing Infotype Menus.....................................................................................................................................4-6

User Groups and Reference User Groups .............................................................................................................4-7

Determining Choice of Infotype Menus................................................................................................................4-8

Menus for Fast Entry.............................................................................................................................................4-9

Infotype Menus: Unit Summary..........................................................................................................................4-10

Exercises .........................................................................................................................................................4-11

Solutions .........................................................................................................................................................4-12

Personnel Actions .....................................................................................................................................................5-1

Personnel Actions: Unit Objectives ......................................................................................................................5-2


Personnel Actions: Business Scenario ..................................................................................................................5-4

Overview: Personnel Actions................................................................................................................................5-5

How to Set up a New Personnel Action................................................................................................................5-6

Creating a New Infogroup.....................................................................................................................................5-7

Personnel Action Attributes ..................................................................................................................................5-8

Define Personnel Actions - Status Indicator .........................................................................................................5-9

Define Personnel Actions - Check Action Maintenance.....................................................................................5-10

Reasons for Personnel Actions............................................................................................................................5-11

Including a Personnel Action in the Action Menu ..............................................................................................5-12

Additional Actions ..............................................................................................................................................5-13

Displaying Additional Actions in Infotype 0000 ................................................................................................5-14

Activating Additional Actions ............................................................................................................................5-15

Supporting Country Reassignments ....................................................................................................................5-16

Personnel Actions: Unit Summary......................................................................................................................5-17

Exercises .........................................................................................................................................................5-18

Solutions .........................................................................................................................................................5-20

Dynamic Actions.......................................................................................................................................................6-1

Other Actions: Unit Objectives .............................................................................................................................6-2


Dynamic Actions: Business Scenario ...................................................................................................................6-4

Dynamic Actions - Example .................................................................................................................................6-5

Dynamic Actions...................................................................................................................................................6-6

Mail Connection for Infotype Changes.................................................................................................................6-7

Define Administrators and Administrator Groups ................................................................................................6-8

Setting up Mail Connection for Infotype Changes................................................................................................6-9

Defining Conditions for Sending a Mail .............................................................................................................6-10

Define Mail Attributes ........................................................................................................................................6-11

Standard Texts for Mail Connection ...................................................................................................................6-12

Other Actions: Unit Summary.............................................................................................................................6-13

Exercises .........................................................................................................................................................6-14

Solutions .........................................................................................................................................................6-15

Introduction to Authorizations ..................................................................................................................................7-1

Introduction to Authorizations: Unit Objectives ...................................................................................................7-2


Introduction to Human Resources Authorizations:Business Scenario ..................................................................7-4

Introduction to Human Resources Authorizations: Topic Objectives...................................................................7-5

Authorizations in the Workplace...........................................................................................................................7-6

Double Verification Principle ...............................................................................................................................7-7

Authorizations in a Company................................................................................................................................7-8

Authorization Structure.........................................................................................................................................7-9

A User's Authorization Tree................................................................................................................................7-10

Version Concept..................................................................................................................................................7-11

General HR Authorization Objects .....................................................................................................................7-12

Authorization Objects .........................................................................................................................................7-13

HR: Master Data .................................................................................................................................................7-14

Double verification principle ..............................................................................................................................7-15

Extended Master Data Check..............................................................................................................................7-16

Master Data Personnel Number Check ...............................................................................................................7-17

Authorizations for Personnel Planning ...............................................................................................................7-18

Authorizations for Batch Input Sessions.............................................................................................................7-19

Introduction to HR Authorizations: Unit Summary ............................................................................................7-22

Exercises .........................................................................................................................................................7-23

Solutions .........................................................................................................................................................7-24

Profile Generator.......................................................................................................................................................8-1

Profile Generator: Unit Objectives........................................................................................................................8-2


Profile Generator: Business Scenario....................................................................................................................8-4

Profile Generator Tool ..........................................................................................................................................8-5

Process: Activity Groups for Profiles....................................................................................................................8-6

Profile Generator: Creating a Profile ....................................................................................................................8-7

Profile Generator: Defining Activity Groups........................................................................................................8-8

Profile Generator: Steps in the Process .................................................................................................................8-9

Generating the Profile from the SAP menu.........................................................................................................8-10

Activity Group: Assigning Transactions.............................................................................................................8-11

Changing Activity Group Authorizations ...........................................................................................................8-12

Activity Group Indicators ...................................................................................................................................8-13

Generating Authorization Profiles ......................................................................................................................8-14

Assigning Users or Organizational Objects ........................................................................................................8-15

User Roles...........................................................................................................................................................8-16

Authorization Information System: Topic Objectives ........................................................................................8-17

Authorization Information System......................................................................................................................8-18

Information System: Overview ...........................................................................................................................8-19

Users by Complex Selection Criteria ..................................................................................................................8-20

List Profiles with Certain Values ........................................................................................................................8-21

Information System: Comparisons......................................................................................................................8-22

Information System: Comparing Two Users.......................................................................................................8-23

Profile Generator: Unit Summary .......................................................................................................................8-24

Exercises .........................................................................................................................................................8-25

Solutions .........................................................................................................................................................8-27

Exercises .........................................................................................................................................................8-32

Solutions .........................................................................................................................................................8-33

Special Authorizations in Human Resources ............................................................................................................9-1

Special Authorizations in Human Resources: Unit Objectives .............................................................................9-2


Special Authorizations in Human Resources: Business Scenario .........................................................................9-4

Employee Self Service Users: Topic Objectives...................................................................................................9-5

Definition of a SAP ESS User ..............................................................................................................................9-6

SAP ESS User Installation Process.......................................................................................................................9-7

SAP ESS Activity Group ......................................................................................................................................9-8

Employee Selection for SAP ESS.........................................................................................................................9-9

Employee Selection Details ................................................................................................................................9-10

Employees with Existing SAP Users (1).............................................................................................................9-11

Enable an SAP ESS User for an Existing Employee ..........................................................................................9-12

Employees with Existing SAP Users (2).............................................................................................................9-13

Employees Who Do Not Have Existing SAP Users ...........................................................................................9-14

Employees Who Do Not Have Existing SAP Users ...........................................................................................9-15

User Attributes ....................................................................................................................................................9-16

User Maintenance in SAP ESS ...........................................................................................................................9-17

User Maintenance : Employee with Inconstancies..............................................................................................9-18

User Maintenance : User Exit .............................................................................................................................9-19

SAP ESS Tools ...................................................................................................................................................9-20

Structural Authorizations: Topic Objectives.......................................................................................................9-21

Two-part Authorization Concept ........................................................................................................................9-22

Utilizing Structural Authorizations .....................................................................................................................9-23

Defining Structural Authorizations .....................................................................................................................9-24

Dynamic Organizational Identification ...............................................................................................................9-25

Authorizations to Create New Objects................................................................................................................9-26

Assigning Profiles to Organizational Objects through Expert Mode ..................................................................9-27

Temporary Assignment of Profiles .....................................................................................................................9-28

Special Authorizations in Human Resources: Unit Summary.............................................................................9-29

Exercises .........................................................................................................................................................9-30

Solutions .........................................................................................................................................................9-32

Exercises .......................................................................................................................................................11-37

Solutions .......................................................................................................................................................11-40

Tracking Changes and Reports ...............................................................................................................................12-1

Tracking Changes and Reports: Unit Objectives ................................................................................................12-2

Course Overview Diagram..................................................................................................................................12-3

Tracking Changes and Reports: Business Scenario ............................................................................................12-4

Overview: Tracking Changes and Reports..........................................................................................................12-5

Setting Up Change Documents ...........................................................................................................................12-6

Evaluating the Logged Changes..........................................................................................................................12-7

Logging Report Starts .........................................................................................................................................12-8

Tracking Changes and Reports: Unit Summary..................................................................................................12-9

Reference Exercise........................................................................................................................................12-10

Reference Solutions ......................................................................................................................................12-12

Conclusion ..............................................................................................................................................................13-1

Course Overview Diagram..................................................................................................................................13-2

Methods of System Control ................................................................................................................................13-3

Controlling view .................................................................................................................................................13-4

Controlling Access..............................................................................................................................................13-5

Track Changes.....................................................................................................................................................13-6

Appendix.................................................................................................................................................................14-1

Appendix.............................................................................................................................................................14-2

Feature Default Values for Infotypes (DFINF) ...................................................................................................14-3

Organizational Key .............................................................................................................................................14-4

Organizational Key Setup ...................................................................................................................................14-5

Authorizations Based on Personnel Numbers .....................................................................................................14-6

Test Procedures ...................................................................................................................................................14-7

© SAP AG 1999

Object authorizations

Creating Profiles Manually

FieldAuthorization levelInfotypeEmployee groupEmployee subgroupOrganizational keyPersonnel areaSubtype

Object: HR:Master dataValues

*2000-2001

1**

001*

FieldAuthorization levelInfotypeInterpretation ofperson assignedSubtype

Object: HR:Master dataPersonnel number check

ValuesR

0008I

*

Object:Object: Authorization:Authorization:

HR:Master data...

Object:Object: Authorization:Authorization:

Personnel numbercheck

HR:Master data...

-

Profile

© SAP AG 1999

HR307 Configuration of HR System Controls

© SAP AG

HR 307HR 307Configuration of HR System Controls

Configuration of HR System Controls

System R/3 Release 4.6B July 2000 50037343

© SAP AG 1999

Copyright 2001 SAP AG. All rights reserved.

Neither this training manual nor any part thereof maybe copied or reproduced in any form or by any means,or translated into another language, without the priorconsent of SAP AG. The information contained in thisdocument is subject to change and supplement without prior notice.

All rights reserved.

Copyright

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UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of The Open Group. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA 02139.

JAVA® is a registered trademark of Sun Microsystems, Inc. , 901 San Antonio Road, Palo Alto, CA 94303 USA.

JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.

SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.com Business Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP™, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all

over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.

Design: SAP Communications Media

© SAP AG 1999

Course Prerequisites

HR050 Human Resources

HR305 Configuration of Master Data -- Recommended

Recommended -- HR505 Organizational Management

© SAP AG 1999

Target Group

© SAP AG

Audience:Project team members responsible forconfiguring Human Resources user controlsand assisting with security

Duration: 2 days

Notes to the user The training materials are not teach-yourself programs. They complement the course instructor's explanations. Your material includes space for noting down this additional information.

There may not be enough time to do all the exercises during the course. The exercises are intended to be additional examples that are dealt with during the course. Participants can also use them to deepen their knowledge after the course.

(C) SAP AG HR307 2-1

© SAP AG 1999

Course Overview

Course Goals

Course Objectives

Course Content

Course Overview Diagram

Main Business Scenario

Contents:


© SAP AG 1999

Course Goals

This course will prepare you to:

Gain an understanding of systemcontrols and security available forthe Human Resources module


© SAP AG 1999

Course Objectives

Describe options available to controlinfotype views.Depict company-specific processes inthe infotype menus, personnel actionsand dynamic actions.Describe the implementation of theauthorization administration andrevision tools.

At the conclusion of this course,you will be able to:


© SAP AG 1999

Course Content

Preface

Appendices

Unit 6 Introduction to Authorizations

Unit 7 Profile Generator

Unit 8 Special Authorizations inHuman Resources

Unit 9 Tracking Data Changes andReport Execution

Unit 10 Conclusion

Unit 1 Course Overview

Unit 2 Infotype Controls

Unit 3 Infotype Menus

Unit 4 Personnel Actions

Unit 5 Dynamic Actions


© SAP AG 1999


Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions

Introduction to Authorizations

Tracking Changes and Reports

Special Authorizations in Human Resources

Infotype Controls Profile Generator

Conclusion


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Main Business Scenario

The Caliber A Bicycle Company is implementing SAP’s Human Resources Module

The project team members responsible for configuring Human Resources need tounderstand what options are availablefor controlling user views and accessto functions, screens, and data.

In addition, the project team wants to configure menus and actions to suit the company’s needs.


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System Controls

Controlling AccessTrack changes

Controlling view

This course covers different levels of user control. The first level of control is what the user sees on the screen and menus, and what information is readily and easily available for the user to view. Additionally, there are controls for what information may be appropriate for data entry for certain employees, for example, country specific infotypes.

A second level of control is authorizations--what the user can access. And finally, the third level of control is tracking what changes are made (or what reports are run).


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Infotype Controls

Customize ProceduresInfotypes

Fields relevant for retroactive accounting

Country specific infotypes

Customizing User InterfacesInfotype Screen Headers

Screen modifications

Contents:


© SAP AG 1999

Infotype Controls: Unit Objectives

Describe the difference between infotypesand screen views of infotypesDescribe what controls are availablethrough infotype configurationDefine fields relevant for retroactiveaccounting Discuss what controls exist for countryinfotype views and data entry Define infotype headers

At the conclusion of this unit,you will be able to:


© SAP AG 1999


Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion


© SAP AG 1999

Infotype Controls: Business Scenario

Before configuring the data in infotypes, yourproject team needs to understand what optionsare available for infotype control and views.

To make it easier to distinguish betweenemployees that have the same first and lastnames, the Personnel Department would likethe cost center included in the infotype screenheader.

Your Personnel Department would also like tosuppress all the infotype fields that are notused in your organization.


© SAP AG 1999

Infotypes and Screen Views

Screen ViewInfotypeSystemEdit Goto HelpHR master data Auxiliary functions

Pers.no.EE groupEE subgroup

RP_0002 P0002 PA0002

00030500 1 31129999

Adams Marcus XY XY 1 3 HE

2000 3000 03 X

0101196000030500ActiveSalaried

CompanyPers.area

Caliber “A”Newcastle

Name

FoA

Last name

First name

Name affix

Name format

Mr.

Adams

Marcus

Marcus Adams

Title

Name at birth

Initials

2nd affix

Birth data

Date of birth

Language

Nationality

01.01.60

XY

XY

Birthplace

Ctry of birth

2nd/3rd nat.

Marital status/religion

Marital status

No. children

Marr

3

Religion HE

Personal DataPersonal Data

Infotype: a carrier of system-controlling characteristics such as attributes, time constraint, etc. Data is not stored field by field in the human resources database, but is grouped together in logical groups. Examples: Planned Working Time, Organizational Assignment infotype, Basic Pay.

Screen: This term is used in the context of task processing in the foreground using the varied structure of the application area in the SAP System. A screen (in the sense of a 'dynpro' or DYNamic PROgram) consists of a screen and its underlying flow logic. The main components of a screen are:

- attributes (e.g. screen number, next screen) - layout (the arrangement of texts, fields, and other elements) - field attributes (definition of the properties of individual fields) - flow logic (calls the relevant ABAP modules)

In the SAP R/3 system, a specific screen may consist of one, two, or several infotypes.


© SAP AG 1999

Planned Work TimePlanned Work Time

Configuring Infotypes

Indicator for Retroactive Accounting?

Subtype mandatory ?

Screen header?

Time constraint ?

Create recordwithout

from/to date ?

Objects on LoanObjects on Loan

Bank DetailsBank Details

OrganizationalOrganizationalAssignmentAssignment

Data fields containing personnel master data, time management data and applicant data are combined to create infotypes.

Infotypes are subject to the following naming conventions: - Infotypes 0000 to 0999 for personnel master data, and certain applicant data - Infotypes 1000 to 1999 for Human Resources planning data - Infotypes 2000 to 2999 for time management data - Infotypes 4000 to 4999 for applicant-only data - Infotypes 9000 to 9999 are reserved for customers.

You can define the system reaction for each infotype. Information on dialog control, sort sequence, header layout, etc. can be specified for each infotype.


© SAP AG 1999

Infotype Controls

Infotype

Time constraintTime cnstr. tabMaint. Aft. leave

Subtype obligatorySubtype tableSubtype.text tab.Subtype field

General attributes1

0001 Organizational Assignment

Acctng/log dataText allowedAccess auth.Copy infotype

Select w/beginSelect w/endSelect w/o date

Creat w/o strtCreate w/o end

List time per

Display and selection351

11

Sort sequenceScreen header

103

Choose data

Before ERA date

Retr. acct. payr

Retroactive accounting trigger

T

Entry Of RA limit time

Retr. acct PDC T

Past entry all.

No org. assign.

x

Single screenList screen

Fast entry

Dialog moduleStructure

Technical data20003000

RP_0001P0001

Database table PA0001

Applicant infotypesDBTab. applicant

PB0001

The SAP standard system contains all infotypes and their default settings. This system is fully executable. If you adapt the system to meet your specific requirements, you must make a distinction between customer parts that you may customize and SAP parts that you may not change under any circumstances.


© SAP AG 1999

Define Fields Relative for Retroactive Accounting

Infotype 0001 Organizational Assignment

Payroll relevant entries permitted

No org assign. Record after leaving

General retroactive accounting

Past entry all. X

Retroactive accounting payroll

Retr. Acct. payr. T

Time management retroactive accounting

Retr. Acct. payr. TBefore ERA date Entry before TRAL

Payroll Feature Feature PDC

You can define the retroactive accounting relevance of infotypes for Payroll Accounting and Time Management. Relevant infotypes for retroactive accounting for payroll and time management are flexible via the customizing step Define fields relevant for retroactive accounting in the following ways:

- You can make the settings for Payroll Accounting and Time Management entirely independent of one another. If you set an infotype to relevant for field-dependent retroactive accounting, you then have to list the infotype's fields that are relevant for retroactive accounting in the view “Field-dependent retroactive Recognition”. In combination with the view “Field-specific Recalculation Indicator”, an infotype can be defined field-specific as retroactive accounting relevant.

- Feature RETRO enables a retroactive accounting of the day before dependent on various parameters, e.g., on specific action types.

Retroactive accounting relevance on wage type level: in the view “Wage-type-dependent retroactive accounting trigger”, a change in the payroll past of an retroactive accounting relevant infotype can be forbidden depending on a wage type. This functionality is available for Capital Formation (IT0010), Recur. Payments/Deductions. (IT0014), Additional Payments (IT0015), One Time Payments Off-Cycle (IT0267).


© SAP AG 1999

Retroactive accounting infotype and field triggers

Any change on the infotype

Contract ElementsContract Elements

Continued Pay

Corporation

Dependent on the fieldchanged

Basic PayBasic Pay

Hourly Rate

Hours worked

You can indicate infotypes or infotype fields as being relevant for retroactive accounting. Fields (T) can be indicated as being relevant for retroactive accounting.

Field-dependent Retroactive Accounting Relevance--If the Retroactive accounting relevance for payroll field is set to T (field-dependent), you must list the fields which trigger retroactive accounting for Payroll in “ Field-dependent retroactive accounting recognition.”

In the field Type, enter the value 1 for these fields. If the Retroactive accounting relevance for PDC time evaluation field is set to T (field-dependent), you must list the fields which trigger retroactive accounting of time data. In the field Type, enter the value 2 for these fields. You can still set certain fields to “not modifiable in the payroll past.” Such a setting could, for example, be used for transfer data, since a retroactive change for such data would not make any sense.

(C) SAP AG HR307 3-10

© SAP AG 1999

Country-Specific Infotypes and Subtypes

Basic personal Contract data Gross/net payroll Net payroll Add’l payroll

PeriodActionsPersonal DataAddressesBank DetailsFamily/Related PersonPayroll DataFamily/Related PersonChallengeInt. Medical Service

Fr. To

Period

Today

All

From curr. date

To current date

Choose

Direct selection

Infotype STy

PI

You can specify the permissibility of Infotypes for countries. If the country dependent subtypes indicator is set for the infotype, you can also specify the permissibility of subtypes for an infotype for countries.

Currently, this indicator can only be reported for infotypes whose subtypes are defined in the Info-subtype attributes view.

In the transactions, Display Human Resources Master Data (PA20) and Maintain Human Resources Master Data (PA30), validation of infotypes with country grouping of entered personnel numbers is carried out. That means that the only infotypes, or subtypes, that will be displayed are those that are permissible for the country groupings in the Infotypes- country-specific settings view.

Example: Infotype 0224 is the Canadian Tax infotype and is designated as Canadian-only in configuration. In the view “Maintain Master Data”, if an existing employee number is entered into the personnel number field, the system will determine (based on the IT0001 record) whether the employee belongs to a Canadian company code. If the employee does not belong to a Canadian Company code, infotype 0224 cannot be maintained and will not be visible in the pull-down selection for infotypes.

(C) SAP AG HR307 3-11

© SAP AG 1999

Customizing User Interfaces: Screen Headers

b

Basic personal data Contract data Gross/net payroll Net payroll Add’l payroll data

PeriodActionsPersonal DataAddressesBank DetailsFamily/Related PersonPayroll DataFamily/Related PersonChallengeInt. Medical Service

Fr. ToPeriod

TodayAllFrom curr. dateTo current date

Choose

Personnel number

Personnel area XT01Susan Naki-DavisActive employeeSalaried employee

111267Define infotype header usingtable control.3 lines and 83 columnsmaximum.

The screen header consists of the first three lines displayed on single and list screens. In the standard delivered SAP R/3 system, a screen header is already assigned to each infotype. In addition, the system contains information on whether the data is valid on the system date or on the start date of the Organizational Assignment infotype. Each screen header is assigned a modifier which depends on the transaction class (A = Personnel Administration, B = Recruitment).

You can change the screen header, that is, you can customize the first three lines. Through Release 4.0, you can display data from the following infotypes: Organizational Assignment (0001), Personal Data (0002), Planned Working Time (0007), and Basic Pay (0008). As of Release 4.5, you can display data from any infotype, including customer infotypes.

Passport Photos-- In addition to any infotype fields you can also include passport photos of your employees in the infotype header in Infotype Header Definition view. In the System Table view, determine the document type with which you want to enter the passport photos in the optical archive.

(C) SAP AG HR307 3-12

© SAP AG 1999

Customizing User Interface: Screen view

Activeemployee

Employee identificationPrevioius personnel numberPlant ID

Company carCar regulationCar valueLicense plate no.Asset number

Employee identificationPrevioius personnel numberPlant ID

Company car

RetireeScreencontrol

Create Internal Control Create Internal Control

Different entry screens are delivered for some infotypes. These alternative screens are already preset by SAP depending on transaction class and country grouping. Depending on the transaction class ("A" for employee, "B" for applicant) or the country grouping, a different screen can be used. In addition to this, you can also change the characteristics of the individual screen fields: For example, you can define fields as required-entry fields or suppress any fields that are not required. You may want to suppress field attributes in accordance with certain employee control data.

The screen modification procedure is the same for both employees and applicants. In order to define the screen view, you need to know the name of the infotype module pool and the screen number. To display this information, call up the infotype maintenance transaction and choose System => Status.

(C) SAP AG HR307 3-13

© SAP AG 1999

Customizing User Interface: Define Screen View

Module pool MP003200Standard screen 2000

Module pool MP003200

Standard screen 2000

Alternative screen 2000

Var. key 2

Feature P0032

Screen controlGrp

001

002

003

Field name

P0032-PKWRG

P0032-PKWWR

P0032-KFZKZ

Text Std RF OF Output Hide

Feature

Employee group 1Var. key

Employee group *Var. key

P0032

2

Car Regulation

Car Value

License

You can change the attributes of the individual screen fields in the step “Determine screen modification.”

Find the entry for the current screen. On the detail screen, specify which fields should be modified. Field attributes that can be specified are: Standard, required, optional, not ready for input, and suppressed.

If you need to use an alternative screen, - Create a new entry for the screen making sure that the “Variable key” field is empty. Screen

modification depends on the organizational assignment of the employee or on the infotype's subtype. The modification is assigned according to the Feature” Pnnnn” where “nnnn” is the number of the infotype. If you do not enter a return value of the feature, the entry for which the variable key is empty, i.e. the basic entry (basic screen), is valid.

- Make a new entry per return value of the feature. By doing this, you include the return value in the variable key. Assign the number of an alternative screen, if applicable.

- Determine the variable key by using the feature and in accordance with the transaction class, country grouping etc.

- Make a new entry for the variable key and assign the number of the alternative screen. - The screen modification in the detail screen now applies to the alternative screen.

(C) SAP AG HR307 3-14

© SAP AG 1999

Infotype Controls: Unit Summary

Describe the difference between infotypesand screen views of infotypes

Describe what controls are available throughinfotype configuration

Define fields relevant for retroactive accounting

Discuss what controls exist for countryinfotype views and data entry

Define infotype headers

You are now able to:

(C) SAP AG HR307 3-15

Exercise Data Sheet

Key to Icons in Exercises and Solutions

Exercises

Solutions

Objectives

Business Scenario

Hints and Tips

Warning or Caution

Data Used in Exercises Type of Data Data in the Training System User IDs HR307-00 through HR307-20

Password: Initpass

Employees 540991## Winnie Chung

250995## Elina Lopez (For ESS)

250991## Shavon Whitmer (ESS)

250992## Pierre Dunois (ESS)

250993## Kai Nishids (ESS)

Infotypes for Infotype Controls Exercises Group Infotype Assignment Group Infotype Assignment 00 0105 11 0040

01 0009 12 0041

02 0007 13 0077

03 0022 14 0040

04 0015 15 0016

05 0027 16 0050

06 0002 17 0031

07 0014 18 0002

08 0005 19 0024

(C) SAP AG HR307 3-16

09 0017 20 0025

10 0019

(C) SAP AG HR307 3-17

Exercises

Unit: Infotype Controls Topic: Infotype Controls

At the conclusion of this exercise, you will be able to: • Describe what controls are available through infotype configuration • Define fields relevant for retroactive accounting • Discuss what controls exist for country infotype views and data entry • Define infotype headers

• Your company wants to understand the infotypes that will be used for employees in the international grouping, MOLGA 99.

• In addition, they want to make sure that selected infotypes can ONLY be entered for employees in MOLGA 99.

• Finally, your company wants a specific header on your infotype. This header should have the following information: Personnel Number, Employee Name, Personnel Area, Employee Group and Employee Subgroup.

Using the infotype assigned to your student group on the Data Page

1 Answer the following questions about your infotype's attributes:

1-1 What is the Time Constraint Code? What does the code mean?

_______________________________________________

1-2 Is Past Entry Allowed? Yes/No? ___________

1-3 What are the default begin and end dates when creating this infotype record?

Begin date ___________

End date ___________

1-4 Is this infotype used for applicants?

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2 Answer these Retroactive Accounting questions regarding your infotype.

2-1 Is Retroactive Payroll Accounting triggered by changes to this infotype?

2-2 Is retroactive Time Accounting triggered by changes to this infotype?

2-3 How would you change the system settings so that Retroactive Payroll Accounting is triggered by a change to a single specific field (your choice) on your infotype

3 Assign your infotype so that it can only be entered for employees in MOLGA 99. Test your set-up by trying to enter a record for your infotype for an employee from MOLGA 10--Samuel Ranier (employee # 10001) or MOLGA 01--Anja Müller (employee #1000). You should not be able to add the record for this employee.

4 Create a Header for your infotype (and your infotype only).

Before you start the exercise, create a record for your employee 540991## , Winnie Chung, for your infotype. Note the header details and arrangement. Then continue with configuration of headers.

4-1 Define the header structure for your infotype. Assign your infotype the header number ## + 40 (so group 01 will be 41 and group 12 will be 52).

4-2 Define a new header modifier ## + 80 for your infotype to be used for employees only.

4-3 If your infotype is valid for Applicants (and therefore, the header you defined in the previous step), assign the header modifier '02' for applicant records.

4-4 Create a definition for your header so that it includes Personnel Number, Employee Name, Personnel Area, Employee Group and Employee Subgroup.

If you would like, you can copy and adapt values from header modifier 00 since it has similar fields.

(C) SAP AG HR307 3-19

Solutions

Unit: Infotype Controls Topic: Infotype Controls

1 Use the infotype assigned to your student group on the Data Page to find information regarding the fields used to configure infotype characteristics. (answers are dependent on your infotype and specific answers can be achieved using F1 Help).

IMG: Personnel Management→Personnel Administration→Customize Procedures→Infotypes→Infotypes Choose Infotype in the Choose Activity screen. Select the Infotype assigned to your group by using either a double click or highlighting the Infotype and selecting the details icon.

1-1 Field: Time constraint Meaning of Values:

1: An infotype record must be available at all times. This record may have no time gaps. You may not delete the record last stored on the database because all records of this infotype would otherwise be deleted.

2: Only one record may be available at one time, but time gaps are permitted.

3: Any number of records may be valid at one time, and time gaps are permitted.

A: Only one record may ever exist for this infotype. It is valid from 01/01/1800 to 12/31/9999. Splitting is not permissible. Infotypes with time constraint A may not be deleted.

B: Only one record may ever exist for this infotype. It is valid from 01/01/1800 to 12/31/9999. Splitting is not permissible. Infotypes with time constraint B may be deleted.

T: The time constraint varies depending on the subtype (see Table 591A).

To access Table 591A, use transaction PM01. Enter the Infotype number, then follow the menu path Goto→Subtype characteristics.

Z: Refers to time management infotypes. The time constraint for these infotypes depends on the time constraint class defined in view V_T554S_I .

1-2 Field: Past entry all.

1-3 Field: Create w/o strt

Field: Create w/o end

Formatted

Formatted

Deleted: ing

Deleted: answers

Deleted: "

Deleted: "

Deleted: pop-up box

Deleted: Select

Deleted: and

Deleted: ,

Deleted: with a

Deleted: magnifying glass, your infotype from the table

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1-4 Field: DBTab Applicant would have a value if the infotype is used in the Recruitment Module.

2 IMG: Same path as in exercise one. Personnel Management→Personnel Administration→Customize Procedures→Infotyopes →Infotypes

2-1 Field: Retr. acct. payr. has a value ' ' , 'R' or 'T'

2-2 Field: Retr. acct. PDC has a value ' ' 'R' or 'T'

2-3 If the code for retroactive accounting is "R," any change on the infotype will trigger retroactive accounting. If the code is "T," the system checks for specific field triggers as Defined in table T588G in the IMG step: Personnel Management→Personnel Administration→Customize Procedures→Infotypes→Define Fields Relevant for Retroactive Accounting; Choose the activity Field-specific retroactive accounting recognition.

3 IMG: Personnel Management→Personnel Administration→Customize Procedures→Infotyopes →Assign infotypes to countries 3-1 If your infotype is not already listed in the table, proceed to the next step.

If your infotype is listed in the table , delete all lines referring to your infotype using the Delete icon. If you delete values, save the table, exit to the IMG and execute the IMG step again (this clears the buffer of the deleted values).

3-2 Select New Entries from the toolbar. • Enter the value for your infotype (use all four digits) • Enter the value "*" for all subtypes • Enter the value "99" (international) for Country Grouping • Choose the permitted radio button. • Save the values.

3-3 In a separate session, test your new Infotype setting on an employee who belongs to a Personnel Area assigned to a Molga other than '99.'

From the main R/3 menu: Human Resources → Personnel Management → Administration → HR Master Data. Select Maintain.. • Enter employee number 10001 for Sam Ranier who is assigned to MOLGA

10. • Enter your infotype number in the infotype field, and select the Create icon

Formatted

Formatted: Bullets and Numbering

Formatted

Formatted


Deleted: Personnel Management→Personnel Administration→Customize Procedures→Infotypes→Define Fields Relevant for Retroactive Accounting

Deleted: Choose "Retroactive accounting relevance for payroll and time per Infotype" in the Choose Activity pop-up box and Select, with a double click or the magnifying glass, your infotype from the table

Deleted:

Deleted: IMG:

Deleted:

Deleted: "

Deleted: "

Deleted: <#>Enter the value "99" (international) for Country Grouping¶Enter value "X" for Status--Infotype is allowed ONLY for this country grouping.¶Choose the “permitted” radio button.¶Save the values.

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• You should receive an error message that reads Information Type #### not permitted. Double-click on the error message to read the full text of the error message.

Formatted

Deleted: "

(C) SAP AG HR307 3-22

4- Create a new Header for your infotype.

Before you start the exercise, create a record for your employee 540991## , Winnie Chung, for your infotype.

From the main R/3 menu: Human Resources → Personnel Management → Administration→ HR Master Data. Select Maintain.

Enter employee number 540991## , Winnie Chung, in the personnel number field, and your infotype number in the infotype field. Select the create icon.

Note the sequence of fields in the header.

4-1 IMG: Personnel Management→Personnel Administration→ Customizing User Interfaces→Change Screen Header

• Choose the activity Header Structure per infotype. • On the line for your infotype, enter the value for your new header

number ## + 40 in the field Screen Header where ## is your group number.. Make sure the "choose data" box is selected.

• Save and choose the Back icon to return to the list of Infotype Header Activities.

4-2 Choose Header Modifier in the Choose Activity pop-up box.. • Your new Screen Header needs a unique modifier so that you can define

your own data fields on employee records. Applicant records will use an existing header.

• Select New Entries. • Enter your values for your employee infotype header in the first line

and for the applicants in the second line. Screen Header Transaction class Header Modifier ## + 40 A ## + 80

4-3 Enter values for applicant records on the second line (remember that we are using an exisiting header for applicant records).

Screen Header Transaction class Header Modifier ## + 40 B 02

• Save the values and return to the Infotype Header Activity list.

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4-4 Choose the activity Infotype Header Definition. This is where you will define your header modifier for employee records to include Personnel Number, Employee Name, Personnel Area, Employee Group and Employee Subgroup.

4-4-1 If you prefer to copy records from Header Modifier '00' follow this

step. • Select with your cursor, the boxes at the beginning of the

following lines for header modifier '00.' These lines define the line, column, text for the field name, the field value, and the text description of the value.

Header Mod

Line Column IT Styp Field Name

Fldty

00 1 01 0001 ENAME DD1 00 1 14 0001 ENAME DAT 00 2 01 0001 PERSG DD2 00 2 14 0001 PERSG DAT 00 2 17 0001 PERSG DTX 00 2 33 0001 WERKS DD1 00 2 46 0001 WERKS DAT 00 2 51 0001 WERKS DTX 00 3 01 0001 PERSK DD2 00 3 14 0001 PERSK DAT 00 3 17 0001 PERSK DTX

• Select the Copy as icon. • In the Header Modifier field, enter your header modifier value

## + 80 (where ## is your group number). Select Enter • Select the New Entries icon to add two new lines: Header Mod


Fldty

(## + 80) 3 33 0000 PERNR DD2 (## + 80) 3 46 0000 PERNR DAT

• Save your entries and WAIT for your instructor to generate the headers .

• Once the headers are generated, proceed to step 5.

(C) SAP AG HR307 3-24

Warning: Do not generate headers. All groups must finish the exercise before the headers are generated. If you press generate, you may destroy or corrupt your classmates' data.

(C) SAP AG HR307 3-25

4-4-2 If you prefer to set up records from scratch, follow the steps below. . • Select the New Entries Icon • In the Table, enter the following fields to indicate he definitions

for the line, column, text for the field name, the field value, and the text description of the value.

Header Mod


Fldty

(## + 80) 1 01 0001 ENAME DD1 (## + 80) 1 14 0001 ENAME DAT (## + 80) 2 01 0001 PERSG DD2 (## + 80) 2 14 0001 PERSG DAT (## + 80) 2 17 0001 PERSG DTX (## + 80) 2 33 0001 WERKS DD1 (## + 80) 2 46 0001 WERKS DAT (## + 80) 2 51 0001 WERKS DTX (## + 80) 3 01 0001 PERSK DD2 (## + 80) 3 14 0001 PERSK DAT (## + 80) 3 17 0001 PERSK DTX (## + 80) 3 33 0000 PERNR DD2 (## + 80) 3 46 0000 PERNR DAT

4-4-3 Save your entries.

4-4-4 When all groups are finished with the exercise, the instructor will generate the new headers.

Warning: Do not generate headers. All groups must finish the exercise before the headers are generated. If you press generate, you may destroy or corrupt your classmates' data.

5- After the headers are generated, create a record for your infotype for your employee

540991## , Winnie Chung

From the main R/3 menu: Human Resources → Personnel Management → Administration→HR Master Data. Select Maintain.

Enter employee number 540991## (Winnie Chung) in the personnel number field, and your infotype number in the infotype field.

Select the create icon.

(C) SAP AG HR307 3-26

Your infotype should have your new header.


© SAP AG 1999

Infotype Menus

Infotype Menus

User Group Controls for Menus

Contents:


© SAP AG 1999

Infotype Menus: Unit Objectives

Change an infotype menuDetermine choice of infotype menus

At the end of this unit, you will be able to:


© SAP AG 1999


Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion


© SAP AG 1999

You want users to be able to quickly andcomfortably access essential employee data.To do this, you need to define clearly laid-outinfotype menus.

Infotype Menus: Business Scenario


© SAP AG 1999

MaintainMaintain HR MasterHR Master DataData

Personnel numberNameEE groupEE subgroupp

30799100

Direct selection

Infotype STy

Basic personal data Basic contract data Gross/net payroll Net payroll Payroll supplements PL

ActionsPersonal DataAddressesBank DetailsFamily/Related PersonsPayroll DataOrganizational AssignmentInternal Control

Period

Today

PeriodFrom to

All

From curr.date

To current date

AuswahlUser group-specificinfotypes in an infotypemenu

Anne AlbertActiveSalaried employee

HR master data System HelpEdit Goto Extras Utilities Settings

Infotype Menus: Overview

Customizable infotypemenu layout

Infotype Menus You can select and edit the necessary infotype from a list of infotypes for a specific personnel number. You can change the menu sequence by:

- Defining user group-specific menus - Changing the menu structure - Inserting new menu options


© SAP AG 1999

User group in user master recordUGR 07 Administrator CanadaUGR 99 Administrator International

Menu User group-dependent Reaction

X W 01

Reference

01 Basic Personal DataUser group Infotype

070707

010203

AppraisalsEducation

.. ..999999

010203

Basic PayAdditional PymtsRecur. Pymt/Deduc.

Infotype menu

01

User group-dependentinfotype menu

List of infotypes inthe infotype menu 01for the different usergroups

System -> User profile ->Own data -> Parameter

Changing Infotype Menus

The customizing step “Infotype Menu“ guides you through the steps necessary to configure what information is shown on each of the tabs available on menus.

The activities involved in configuring the choices on a menu tab include: - Define whether the menu is to be dependent on the user group. - If necessary, assign the system response for the case where the user has not maintained the user

group or where there are no entries in the menu. - Assign a reference user group that can be used to set up the menu, if necessary.

Infotypes in the infotype menu - Choose menu category "I" and the infotype menu. - Copy the infotypes into the menu for the user group.


© SAP AG 1999

User Groups and Reference User Groups

Basic personal data

ActionsOrganizational AssignmentPersonal DataBank DetailsAddressesBasic Pay

Time Mgmt data Basic personal data

ActionsPersonal Data AddressesBasic Pay

User group 01 User group 02No user group--Menu 01 as a result of reference usergroup 01

You can use the menu control function to store different menus and personnel actions for different user groups (user parameter UGR). This means that you can adapt the system so that it meets the requirements of the individual users.

If you define your menu as user group dependent, you must enter the reference user group that the system should use for the menu layout if the administrator has not entered the user group in the user master. On this screen, you also specify the infotype sequence for the different user groups.

If you do not define your menu as user group dependent, you can only maintain the infotype sequence for the user group 00. This is valid for all users that select this menu.


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R

Dialog box - Select infotype menu

Determining Choice of Infotype Menus

Basic personal data Basic contract data Gross/net payroll Net payroll Payroll supplements PL

ActionsPersonal DataAddressesBank DetailsFamily/Related PersonsPayroll DataOrganizational AssignmentChallengeInt. Medical Service

Menu User group-dependent Reaction

X W 01

Reference

01

User group

01010101

No.

01020304

Menu

01 Basic personal data02 Basic contract data03 Gross/net payroll04 Net payroll

Menu layout for master data

Here you define which infotype menus should be displayed when you maintain or display HR master data.

All choices can be stipulated that this selection depends on the user group (user parameter "UGR"). If the table does not contain an entry for user groups or if you have not maintained the user group, the system uses the reference user group to determine the menu layout.

Determine choice of infotype. You can define the infotype menu that appears in dialog box when Human Resources master data is maintained and displayed, if the user chooses the pushbutton "Other menu" to change the current infotype menu.

If you have defined the set-/get-parameter PMN (infotype menu), the corresponding infotype menu appears when you call the initial HR Master Data display/maintenance screen for the first time. Otherwise the infotype menu "01" is used.

If there are no entries in the table for the user's user group, or if the user has not maintained his/her user group, then the infotype menu choice is determined using the reference user group.


© SAP AG 1999

Menus for Fast Entry

With proposal

Direct selectionInfotype STy

Recur. Payments/Deds.Additional PaymentsFiscal Data DChild Allowance D

Period

All

PeriodFrom to

Today

From curr.date

To current date

Choose

Curr. period

Curr. week

Current month

Last week

Last month

Current Year

Enter Personnel Numbers

Enter in fast entry screen

Manual preselection

Preselect using report

Preselction w. ad hoc query

Maintain/lock/Unlock/DeleteLocked records only

Save Option

Save records directly

Create batch input session

Fast EntryFast Entry

For fast entry menus, you can assign an entry screen, a default value screen and a selection report to a fast entry menu option.

Requirements - Set up the infotype menus for fast entry in the "Change infotype menu" step. - In the "Set up infotypes" step, enter a text for each infotype and screen type. This text can be

accessed in the infotype menus. Assign an infotype and screen type (screen control field) to each menu option. These fields define the entry screen.

Standard settings: The following infotype menus are predefined for fast entry: - 07 Fast entry of master data (depends on the user group) - 09 Fast entry of time data (depends on the user group)

Activities--selection reports for fast entry-- If you use your own reports for personnel number selection in fast entry, you must ensure that these reports are permitted for each infotype.

Screen types for fast entry-- For each infotype and screen type (screen control) define the screen number for creating records with default values, the screen number for fast entry of several personnel numbers and the reports for personnel number selection.

(C) SAP AG HR307 4-10

© SAP AG 1999

Change an infotype menu

Determine choice of infotype menus


Infotype Menus: Unit Summary

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Exercises

Unit: Infotype Menus Topic: Infotype Menus

At the conclusion of this exercise, you will be able to:

• Create customer-specific infotype menus that are dependent on user groups.

• Include your own infotype menu in the menu selection.

The personnel administrators need their own menu for the following infotypes that are not included in the standard menu:

• 0028 Internal Medical Service • 0057 Membership Fees • 0082 Additional Absence Data

1 Create a new menu called "##" (## = 50 + group number).

1-1 The menu is user group dependent. The reference user group in 01.

1-2 Include the infotypes listed above in the desired sequence in your menu ##+50 for the user groups 01 and ## +50 .

2 Add your new menu ##+50 to the standard menu selection.

2-1 To do this, copy the entries for the user group 01 to your user group ## +50 in the menu selection 01 and then add your menu ##+50 to the copied entries.

3 Set up your user parameters so that your user group is ##+50.

4 Goto Personnel Administration and check to see whether your menu appears in the Other Menu selection.

(C) SAP AG HR307 4-12

Solutions

Unit: Infotype Menus Topic: Infotype Menus

1. Create a new Infotype menu:

IMG: Personnel Management → Personnel Administration → Customize Procedures → Infotype Menus → Infotype menu

Select User group dependency on infotype menus in the Choose activity pop-up box, and then select the Choose button.

• Select “New Entries” button and enter the following information in the table:

Menu Text User-dep. Reaction Ref

##+50 Group ## Menu √ 01

Note: ## = (50 + your group number). For example, group 01 would use 51.

• Select the “Save” button and return to the Choose Activity pop-up box..

1-2 Select the Infotype menu option in the Choose Activity pop-up box then, select the Choose button.

• Enter your menu number (##) in the Determine Work area: Entry pop-up and select the “Continue” button.

• Select the “New Entries” button and then enter the following information in the table:

User group No Infotype Screen Infotype text

## + 50 01 0008

## + 50 02 0028

## + 50 03 0057

## + 50 04 0082

• Save and return to the main IMG tree structure.

Deleted: 2

Deleted: 57

Deleted: ## +50

Deleted: 03

Deleted: 0082

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• If an “Information” box appears, select continue to acknowledge the message.

2. Add a menu to the HR Master Data menu selection: In the IMG, choose:

Personnel Management → Personnel Administration → Customize Procedures →Infotype Menus →Determine choice of infotype menus → Infotype menus

Enter “01” - for HR Master Data since we want our menu to be available using transaction PA30-- in the pop-up window and then select the “Continue” button.

• Highlight the entries for user group 01 (by selecting the gray boxes on the left end of each row of 01 data) and then select the “Copy as” button.

• Change the user group for the copied rows of data from 01 to ## +50 and then select “Enter”. The table should appear similar to the table shown below:

User group No Menu Text

## + 50 01 01 Basic personal data

## +50 02 02 Basic contract data

## + 50 03 03 Gross/net payroll

## + 50 04 04 Net payroll

## + 50 05 05 Payroll supplements

## + 50 06 06 Planning data

## + 50 07 ZZ Time mgmt trans. data

Note: remember the last sequence number for the copied rows of data (found in the “No” column). In the above example, that would be 07.

• Select the “New Entries” button and enter the following information to the table:

User group No Menu Text

## + 50 ** ## +50 Group ## Menu

** This sequence number for the new entry will be one greater than the last sequence number for the copied rows of data.

Save and return to the main IMG structure.

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3. Change your user parameters to view your new menu

Create another session and then choose the following

R/3 menu path: System → User profile → Own data

• Select the “Parameters” tab

• Set the user group parameter (UGR) to ## + 50 as shown in the table below:

Parameters Value Text

UGR ## + 50 User Group (HR Master Data)

• Delete all other entries for parameter UGR by selecting the entry and then selecting the Delete icon.

• Save your entries

4. Open a second session.

Use the following R/3 menu path to verify the changes you have made:

Human Resources → Personnel Management → Administration → HR Master Data → Maintain

• Select the “Other menu” button.

• Use the scrollbar to locate your new menu (Group ## + 50 menu).

• Select the your menu and then select the “Continue” button.

Note: Your new menu (Group ## + 50 menu) should contain the following infotypes:

0028 (Int. Medical Service)

0057 (Membership Fees)

0082 (Additional Abs. Data)


© SAP AG 1999

Personnel Actions

Actions

Additional actions

Country reassignments

Contents:


© SAP AG 1999

Personnel Actions: Unit Objectives

Configure personnel actions.Define personnel actions for different usergroup tasks.Carry out additional actions.Describe country reassignments



© SAP AG 1999


Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion


© SAP AG 1999

Personnel Actions: Business Scenario

In your organization, your employees receivea 200 UNI allowance when they have a child.So that your administrator does not have tosearch for the necessary infotypes, you wantto set up a personnel action.


© SAP AG 1999

Personal Data

Organization Assignment

Actions

HiringOrg. reassign

Leaving

PersonnelPersonnel ActionsActions

Overview: Personnel Actions

Actions facilitate the editing of complex personnel processes. The system displays all the relevant infotypes in a pre-defined sequence so that you can maintain the necessary data.


© SAP AG 1999

How to Set up a New Personnel Action

Include the new personnel action in the HRmaster data menu (action menu)

Define infotypes and the sequence (infogroup)

Define characteristics of a personnel action

Create an action reason

Through configuration, you can: - Change the sequence of the infotypes in existing actions. - Create new actions.


© SAP AG 1999

User group-dependent Reaction

X W 01

Reference

Infogroup

Actions

Menu

User group

010101...

Infogroup Hiring10

No.

010203...

Operation

INSINSINS

Infotype

000200010006

CreateCopyModifyDeleteLock/unlockDelimit (for giving notice)DisplayCreate for actions

INS (Insert)COP (Copy)MOD (Modify)DEL (Delete)EDQ (En-/Dequeue)LIS9DIS (Display)INSS

Operations

01

Creating a New Infogroup

Personnel actions appear when the user chooses “Personnel Actions” from within Human Resources master data maintenance.

You can define actions so they are user-dependent. You can set up the infogroup so that it depends either on the administrator's user group or on organizational data such as: company code, personnel area, personnel subarea, employee group and employee subgroup. You can also maintain the latter in the feature IGMOD by choosing ”Infogroup modifier”. In the operation field, you can determine which operations can be executed in which infogroup and infotype. For example, copy an existing infotype record using “COP”, create using “INS”, etc.

When you perform an action and create infotype records, the system checks to see whether an infotype record already exists. If a record does exist, the system switches from “Create” to “Change”. It really only makes sense to use the operation ”Create” (INS) when you run a hiring action. For all other actions, you should use the “Copy” (COP) function. When you copy infotype records, the system suggest the start date of the action for the existing infotype records. If no infotype record exists, the system switches to “Create”. In certain circumstances, you have to create a new infotype record.


© SAP AG 1999

Action Name Functioncharacter

StatusCust Empl Spec Che P PA EG ES Date

Hiring 101

U0000 U0302IG


3 10

INFOGROUP fromprevious step

Co

Personnel Action Attributes

To create an action: Assign a unique number and a name to your personnel action. Use the function character to make a distinction between the hiring action and the other actions. Choose the function character 1 for an initial hiring, 7 for an initial hiring with data transfer from Recruitment and 0 for all other actions.

The status indicator is a plausibility check for personnel actions that validates certain types of actions. You can only use certain actions to change an employee's organizational assignment. When you run these actions, you may select the fields: position, personnel area, employee group and employee subgroup.

You can use the Date field to define whether the date entered on the initial screen of the personnel action should be the start date of new records or the end date of old records – this is particularly useful for leaving actions.

Specify whether your new action should create a new Actions infotype record (0000). Use the indicator U0302 to determine whether the personnel action type is to be stored in the Additional Actions (0302) infotype.


© SAP AG 1999

Customer-specific

Status1 IMG: Create customer-specific status

Employment

Status2

active

Leaving/termination

Leave of absence/ dormant contract

Retired/pensioner

0

1

2

3

Define Personnel Actions - Status Indicator

The system automatically maintains the status indicator in the Actions infotype (0000) when you perform an action. The status indicators have the following meaning:

Customer-defined status--This field allows the customer to define specific employee statuses. Employment status

- Value “0” -- The employee has left the company and should not be included in the payroll run unless the system permits individual retroactive accounting.

- Value “1” -- The employee is still with the company but is on a leave of absence due to military service, maternity leave or other types of leave of absence. In reality, most inactive contracts are not entered in the system as status changes but as absences. Payroll is run for inactive employees, but their pay can be reduced according to special factoring rules.

- Value “2” --The employee has retired from the company. If this person is entitled to a company pension, the system still includes this employee in the payroll run. If not, the system assigns specification 0 to this employee.

- Value “3” -- The employee belongs to the company and is active. Special Payment Status -- used for wage type decisions.

(C) SAP AG HR307 5-10

© SAP AG 1999

Define Personnel Actions - Check ActionMaintenance

Example: Early retirement / retirementMSN32 Result STAT2=2

Status indicator 2in old action

0

2

3

ErrorEE left company

ErrorEE has already retired

O.K. to process

When you run a new action, the system checks whether the attributes of the new action match those of the previous action.

This check is controlled by the feature MSN20 for leaving MSN21 for rehiring MSN32 for early retirement/retirement

These features check the old actions against the new, proposed action. For example, you want to process an action to retire an employee. The action checks feature MSN32.

If the old action has a STAT2=0 -> There is an error because employee has already left the company STAT2=2 -> There is an error because the employee is retired STAT2=3 -> Processing continues because employee has an active work contract

(C) SAP AG HR307 5-11

© SAP AG 1999

Action

10

Reason for Action

1010

0102

Leaving

LeavingLeaving Death of employee

Notice given by employee

Reasons for Personnel Actions

The action reason indicates why the action was triggered. You can use this information to evaluate why employees leave or why they are transferred. You must always enter at least one reason for each action, even if the entry is ”blank”.

(C) SAP AG HR307 5-12

© SAP AG 1999

User group-dependent Reaction

X W 01

Reference

Action menu

Actions

Menu

User group

010101

No.

010203

Action

HiringRehiringLeaving

01

Including a Personnel Action in the Action Menu

You need to include the personnel action that you have just defined in the ”Personnel Actions” menu. This menu appears when the user chooses ”Personnel actions” within Human Resources master data maintenance. You can also set up this menu so that it is user-group-dependent (user parameter “UGR”).

If there is no entry in the table for your user's user group or if you have not maintained your user group, the system displays the menu for the reference user group.

(C) SAP AG HR307 5-13

© SAP AG 1999

Additional Actions

On the sameday

Action type

ActionsActions (Infotype 0000)(Infotype 0000)

Personnel action

Reason for action

Employee groupOrganizational assignment

Employee subgrp.…..

Action type

Additional ActionsAdditional Actions (Infotype 0302)(Infotype 0302)

Personnel action

Reason for action

2. Addition to family

Hrly.wage earner Salaried employee

02 Org.reassign.

1XX

99 Add. to family

1. OrganizationalReassignment

You can use the Additional Actions infotype (0302) to log all the actions that you have run for a particular employee on the same day. The log records all the action types and the corresponding action reasons run for the employee according to a key date.

All reports that interpret an employee's status evaluate the Actions infotype (0000). This infotype has time constraint 1 which means that at any given time during the employee's tenure, you can only have one valid Actions infotype record in the system.

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© SAP AG 1999

Displaying Additional Actions in Infotype 0000

Personnel actionAction type 02 Org. reassignment….. …..

Status…..Employment 3 active

Organizational assignment

Position….. …..

Additional actions

01.10.97

01.10.97

Action

02

99

Action type

Org. reassign.

Add. to family

Act.R. Reason f. action

ActionsActions

Start

Note that you can only store one personnel action a day in the Actions infotype (0000). In customizing, you can specify which action type should be stored, that is, which should be kept, for an employee per day if more than one personnel action was run for the employee on the same day. As a rule, you should choose personnel actions that result in a status change, for example, the leaving action which changes the employee‘s status from ”active” to ”left.” The other action(s) will be stored in IT0302.

The Additional Actions infotype (0302) only stores the action types and the reasons. Note: You cannot run two personnel actions that change an employee's status on the same day. For example, you cannot run a leaving action and an early retirement/retirement action on the same day. In this case, one action would overwrite the other.

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© SAP AG 1999

Activating Additional Actions

View: Personnel action types

Indicator U0302

Activating Additional Actions Infotype

Create

Group

ADMIN

Sm.abbr.

EVSUP

Abbr. value

1

Additional Actions Additional Actions

…..

RPUEVSUP

If you want to use the Additional Actions infotype (0302), use report RPUEVSUP to make the necessary entries:

- In table T77S0, the value for the semantic abbreviation EVSUP is set to 1 for the group ADMIN. This deactivates the Additional Actions infotype (0302).

- In table T529A, the indicator U0302 is set for all personnel action types. - The log in the Additional Actions infotype (0302) records the personnel action types and

corresponding reasons run for each employee on a specific date. - The system creates a parallel Additional Actions infotype record (0302) per key date for each

Actions infotype (0000).

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© SAP AG 1999

Supporting Country Reassignments

HiringOrganizational reassignCountry Reassignment


You can depict a country reassignment by setting up a Country Reassignment personnel action type in the Personnel Action Types view. You must set the "Country reassignment" indicator for this personnel action type. This has the effect that the entry personnel action in the future personnel area and the leaving personnel action in the currently valid personnel area are grouped together.

When processing the entry personnel action, the system defaults certain infotypes from the present personnel number that you can then copy. Which infotypes are defaulted depends on your settings in the Personnel Administration customizing:

Data relating to the individual (qualifications, profile etc.) is simultaneously transferred from the old to the new personnel number within the Personnel Development component. Should an error occur, then you can restart the transfer using the RHHANDLERELATIONS report.

After carrying out the country reassignment, the personnel numbers that were reassigned are linked through a relationship. You can display this linkage relationship using the Display HR Master Data transaction (PA20) or the Maintain HR Master Data transaction (PA30) under the menu path Utilities → Country assignments.

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© SAP AG 1999

Identify the customizing steps that youneed to perform to set up personnel actionsfor different user groups.

Describe and set up additional actions.Carry out additional actions.Describe country reassignments.


Personnel Actions: Unit Summary

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Exercises

Unit: Personnel Actions Topic: Personnel Actions

At the conclusion of this exercise, you will be able to: • Configure personnel actions. • Define personnel actions for different user group tasks. • Set up additional actions.

The personnel administrators need a personnel action that groups together all the necessary infotypes that need to be maintained when employee has an addition to his/her family. In addition to this, your organization pays a one-time payment of 200 UNI for the birth of a new child.

1 Create a new action “Addition to Family” to include the following infotypes: • Personal Data (0002) • Family/Related Persons (0021, subtype 2, Child) • Additional Payments (0015, subtype CM03) The 200 UNI payment needs to be

entered in this infotype.

1-1 Create a new action to reflect this situation using the action with the infogroup assigned to your group in the Table below .

Student Group

Info-group

Action Student Group

Info- group

Action

01 M1 A1 11 N1 B1 02 M2 A2 12 N2 B2 03 M3 A3 13 N3 B3 04 M4 A4 14 N4 B4 05 M5 A5 15 N5 B5 06 M6 A6 16 N6 B6 07 M7 A7 17 N7 B7 08 M8 A8 18 N8 B8 09 M9 A9 19 N9 B9 10 N0 B0 20 P1 C1

1-2 Create at least two reasons for your new action; for example, "birth of new child" or "adoption of new child."

1-3 Change the action menu 01 by copying the entries for the reference user group 00 for your user group ## +50 (where ## = group number) and add your new action.

Deleted: )

Deleted: Spouse

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Note: The course instructor will tell you which start date to use.

2- Run the action for employee Winnie Chung 540991##. Use today as a start date.

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Solutions

Unit: Personnel Actions Topic: Personnel Actions

1- Create new action Addition to Family:

1-1. In the IMG, choose:

Personnel Management → Personnel Administration → Customize Procedures → Actions → Define infogroups

• Select User group dependency on menus and info groups in the Choose Activity pop-up box.

• Select the “New Entries” button and enter the following information in the table:

Menu Text User-dep. Reaction Ref.

See Infogroup assignment per group in the table below

## Addition to Family Infogroup

√

Group (##)

Info-group

Action Group (##)

Info- group

Action

01 M1 A1 11 N1 B1 02 M2 A2 12 N2 B2 03 M3 A3 13 N3 B3 04 M4 A4 14 N4 B4 05 M5 A5 15 N5 B5 06 M6 A6 16 N6 B6 07 M7 A7 17 N7 B7 08 M8 A8 18 N8 B8 09 M9 A9 19 N9 B9 10 N0 B0 20 P1 C1

• Select the “Save” button, and return to the Choose Activity pop-up box.

• Select the “Info group” option in the pop-up box and select the “Choose” button.

• Enter your newly created infogroup number in the Determine Work Area Entry pop-up and select the Continue button.

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• Select the New Entries button

Make the following entries in the table:

User group

Infogr. mod

No Operation Infotype SC Infotype text

Subtype

## + 50 01 COP 0002

## + 50 02 INSS 0021 2

## + 50 03 INS 0015 CM03

Note: Remember that ## = your group

Select “Save” and then acknowledge the “Information” box that pops up by selecting the “Continue” button.

• Return to the main IMG tree structure.

• To create the action, choose the following IMG menu path:

Personnel Management → Personnel Administration → Customize Procedures → Actions → Set up personnel actions

• Select Personnel Action Types in the Choose Activity pop-up box.

• Select the New Entries button, and then enter the following information in the table:

Action Name of action type

FC

C E S C

P P E E IG D U000 U0302 C

See Action assignment per group in the previous tableon the previous page

Group ## Action

0 See Infogroup assignment per group in the previous table on the previous page

Note: ## = group number. Also, You may need to use the lower horizontal scrollbar to locate the “U0302 and "Country” columns

Select the “Save” button, and return to the main IMG tree structure.

Comment [BY1]: Subtype 0001 is for a spouse. The system also did not care for the leading 000’s for subtype 2 which is “child”. Until I changed this IT 0015 was not created dynamically. Note as well that the person 540991## has a marital status of single on IT 0002 and if it is changed during the exercise, a 0021 subtype 1 “spouse’ will also be required.

Deleted: Action

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1-2 To create a reason for your action, choose in the following IMG menu path:

Personnel Management → Personnel Administration →Customize Procedures → Actions → Create reasons for personnel actions

Highlight any two entries in the table and then select the “Copy as” button.

Modify the copied rows of data so that it appears as shown below:

Action Name of Action Type Act. Reason Reason for action

See Action assignment per group in the previous table

Group ## Addition to Family Action

01 Birth of a child


Group ## Addition to Family Action

02 Adoption of child

Select Enter, Save and return to the main IMG tree structure.

1-3 To change the action menu, choose the following IMG menu path:

Personnel Management → Personnel Administration → Customize Procedures → Actions → Change action menu → Select User group dependency on menus and info groups in the Choose Activity pop-up box

• Confirm that the “User dep.” box is checked for the 01 Actions menu.

• Return to the Choose Activity pop-up window.

• Select Action menu in the Choose Activity pop-up box.

• Enter “01” in the pop-up window and then select the “Continue” button.

• Select the first four entries for user group 00 and then select the “Copy as” button.

Formatted

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• Update ALL copied rows of data so that the user group is changed to your user group (## + 50).

• Select the “Enter” button until the “Save” button is activated. Select the “New Entries” button to create the new entry shown in the table below:

User group

No Action Name of action type

## +50 See note*


Group ## Action

*Note: Remember the sequence number of the last entry of the copied rows of data (found in the “No” column). The sequence number will be equal to the 1 + the last sequence number of the copied rows of data.

• Save and return to the IMG.

2- Execute the new action:

• In another session, choose the following menu path:

Human resources → Personnel management → Administration → HR Master Data → Actions

• Enter “540991## ” in the “Personnel number” field and then enter today’s date in the “From” field.

Note: ## = your group number

• Locate your new action (Group ## Action).

• Select your action, and then select the “Execute ” button.

• Enter a reason for personnel action on the Actions infotype (0000).

• Enter a value for the number of children field on the Personal Data infotype (0002).

• Update the required fields on the infotypes and then select the “Save” button after maintaining each Infotype in your action.

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© SAP AG 1999

Dynamic Actions

Dynamic actions

Mail connection for infotype changes

Contents:


© SAP AG 1999

Other Actions: Unit Objectives

Modify a dynamic action

Set Up Mail Connection for Infotype Changes

Define conditions for sending mail

Define mail attributes

Create standard texts for mail connection



© SAP AG 1999


Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion


© SAP AG 1999

Dynamic Actions: Business Scenario

Your Personnel Department would like threeautomatic actions to occur in the system:

When an employee’s marital statuschanges from single to married,the “Family and Other RelatedPersons” Infotype--should appear automatically.

When an administrator’s area ofresponsibility changes, he/she should beinformed automatically via R/3 office mail.

The personnel administrators need a dynamic action that will serve to remind them when a laptop computer, which has been loaned to an employee for a limited period of time, is due for return. The reminder should be one month before the return date.


© SAP AG 1999

000200020002000200020002

Infotype

Marital status

Infotype Personal Data (0002)From XX/XX/XXXX - 31/12/9999

Date XX/XX/XXXX

Infotype Family/Related Person(0021)

FAMSTFAMSTFAMSTFAMSTFAMSTFAMST

Field

0606060606

FC*****

PPIPI

A variable function partINSERT 0021 change marital status T001P-MOLGA=’99'/X P0002-FAMST='1' INS,0021,1,,(P0002-BEGDA),(P0002-ENDDA) P0002-FAMST='2'/X MOD,0021,1,,(P0002-BEGDA),(P0002-ENDDA)

*****

Values

Infotype action

Dynamic Actions - Example

With dynamic actions, you control the initiation of actions when maintaining an infotype record. This can be the maintenance of an additional infotype record, sending R/3 Office mail or performing a routine. For each action you can determine whether it is always carried out when you change an infotype or a subtype or whether it is only carried out if you change certain fields.

You can state whether the action is to be carried out for "Change", "Create" and/or "Delete" record. You can store the conditions for executing the action, for example, the comparison of the old and new value of a field.

Finally, you can also specify default values for records that are to be created.


© SAP AG 1999

Change (02)

Dynamic Actions

IField

Subtype

Infotype Check conditionsP

Create (04)

Delete (08) W

V

F

M

Infotype maintenance

Default values for new record

Reference to an activity

Call routine

Send mail

Change andcreate (06)

...

You can specify whether an activity should always be performed whenever an infotype or subtype is changed or only if a certain field is changed; which activity is performed depends on the operation being executed.

You must define when the system should perform a particular activity, that is, when you ”Change” (02), ”Create” (04), and/or ”Delete” (08) an infotype record. The system can also be set up to recognize and/or situations. The values for change, create, or delete can be added together: For example, the Maintenance operation 06 means that an activity should be carried out when the record is changed or created (02 change + 04 create).

In the function part (of the table), you can enter plausibility checks for activities, for example, old and new field values. You can also define default values for new records or selection parameters for reports.

If you also use Recruitment, you must make sure that the system calls up the dynamic actions for the correct application. To ensure this, you must first ask for the transaction class: PSPAR-TCLAS="A" for Personnel Administration PSPAR-TCLAS="B" for Recruitment


© SAP AG 1999

PersNo.Name

From

CoCode

01.11.1995 - 31.12.9999

Mail Connection for Infotype Changes

Enterprise structure

Pers.area

Cost center

0001

0001

SAP AG

International

Legal pers.

Subarea

Bus. area

0001 Subarea 01

EE groupPersonnel structure

EE subgroup

1

XU

Active

Salaried

Payr. area

Contract

X2

PositionOrganizational structure

Percentage

50000836

100

Job 0

Org. unit 50000827

Org. key 0001

GroupAdministrator

Personnel 001

0001

Time 002

Payroll 003

Supervisor"SAPoffice"

Infotype

EE group

Group

When you have changed an infotype record, you can use the dynamic action mail function in SAP Office to inform others of this change.

Example: You have made changes to an employee's Organizational Assignment (0001) record. Certain system users, for example, the employee's administrator or head of department, need to be informed of these changes.

Before you can use the dynamic action function, you must fulfill several preconditions. First, you must enter the name of the administrator who is responsible for maintaining the infotype records of this particular employee in the infotype Organizational Assignment. You must also assign an SAP user name to this administrator. This user name is accessed by a feature and the user then automatically receives a message informing him or her of the changes.


© SAP AG 1999

Group Administrator namePayroll admin. FoA Tel. SAP name0001000100010001000100010001

001002003VLZZ01Z02Z03

Administrator 1Administrator 2Administrator 3Judith LightfootFred FordCarl CraneMaria Martinez

Mrs

Mrs 8715

HRADMIN-001HRADMIN-002HRADMIN-003LIGHTFOOTFORDCRANEMARTINEZ

Org. Assignment (0001)Administrator

group, personnel, time, payroll

Variable key C D operations

000010 D TCLAS

000020 A &PINCH=****,

000030 B &PINCH=APPL,

Define Administrators and Administrator Groups

In the Organizational Assignment infotype (0001), you can enter three different types of administrators: - Personnel - Time - Payroll

These administrators can be referenced in Dynamic Actions to send R/3 Office mail when certain changes are made to the administrator's employee records.

For example, the standard R/3 system delivers a dynamic action that states that if an administrator is changed on an employee's IT0001 record, the old and new administrator will be notified in an Office mail.

Note: this is not workflow functionality since there is no action to be completed; it is a simple notification to the administrator that an employee's record has changed.


© SAP AG 1999

Changes ?Recipient ?

Text ?

Mail

Setting up Mail Connection for Infotype Changes

To set up the mail connection, you will need to: Define the conditions for sending a mail in Dynamic Actions. Modify or create the feature that defines:

- The standard text to be used in the mail, - The recipient, - The types of processing that can be performed in the mail system.

Create the standard texts.

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© SAP AG 1999

Work areaWork area

Defining Conditions for Sending a Mail

Field

Subtype

M0001MCreate (04)

Delete (08)

Infotype 0001 Send MailSend MailIndicatorIndicator

Feature that specifiesFeature that specifiesmail attributesmail attributes

Change (02)

When defining the conditions which trigger a message to be sent for infotype changes, you can specify the processing type (create, change or delete) or combination of processing types which trigger sending of a mail.

The activity ‘M' indicates to the system "Send mail” according to the referenced Feature You must also define the feature (e.g., M0001).

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Define Mail Attributes

Feature

Text from text modules

M0001

RecipIentSend attributesTypes of processing

Mail

You can use features to control who receives the mail, the text to be used in the message and the types of processing that should be possible in the mail function. The feature can be used for all master data infotypes for employees (TCLAS=A) and applicants (TCLAS=B).

In the feature you define the standard text (=IDTXT). You can create and/or change this text in the next step.

The mail is sent to the administrator (RECV1 = Personnel, RECV2 = Time and RECV3 = Payroll) from an employee's Organizational Assignment Infotype record. For applicants, a mail can only be sent to RECV1 (Personnel Officer).

By using additional parameters, you can also specify whether a mail should be moved to the outbox after it has been sent or if it should be sent to all persons on a particular distribution list.

You can define whether a certain processing type should trigger specific actions (transaction code, infotype, subtype, etc.).

For further information on feature M0001, call up the feature maintenance transaction and select ‘Display documentation'. Please also refer to the general documentation on maintaining features.

You can copy feature M0001 to M0008 and use it for infotype Basic Pay (0008). Make sure that you adapt the decision tree accordingly.

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Standard Texts for Mail Connection

Text name

Feature M0001

= IDTXT

MAIL_FOR_I0001_A

Text ID PAMA Mail EE/applicant master data

Language E

. . . . + . . . . 1 . . . . + . . . . 2 . . . . + . . . . 3 . . . . + . . . . 4 . . . . + . . . .

New personnel administrator for

Mr/Mrs is the new personnel administrator for

as of

The previous administrator was

The SAP R/3 System contains two sample standard texts that you can use as a template for creating your own texts. These sample texts are:

- MAIL_FOR_I0001_A (change personnel administrator for an employee) - MAIL_FOR_I0001_B (change personnel administrator for an applicant)

You can copy the sample texts from client 000. Create the standard texts that you require and store them under the text ID PAMA. Each mail consists of a header and the actual message. Write the header in the first line of the standard text and the message starting in the second line. In the standard text, you can use the fields of infotypes 0001 and 0002 to trigger the mail. If the infotype that triggers the mail is the Organizational Assignment infotype (0001), you can use the fields contained in the structures *P0001 (data before changes) and P0001 (data after changes).

The standard settings for style and layout are used in the mails.

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© SAP AG 1999

Modify a dynamic action

Set Up Mail Connection for Infotype Changes

Define conditions for sending mail

Define mail attributes

Create standard texts for mail connection


Other Actions: Unit Summary

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Exercises

Unit: Dynamic Actions Topic: Dynamic Actions


• Modify a dynamic action

The personnel administrators need a dynamic action that will serve to remind them when a laptop computer, which has been loaned to an employee for a limited period of time, is due for return. The reminder should be one month before the return date.

1 Create a new dynamic action to monitor the loan of laptop computers to employees

1-1 Create a new deadline type for infotype 0019 Monitoring of dates with a follow-up time of 1 month so that the reminder date for the deadline is 1 month before the deadline date and ‘Laptop loan’ as the name. Use ## + 80 as the deadline type (where ## is your group number, so that group 1 is 81 and group 12 is 92, etc.)

1-2 Create a new subtype for the infotype 0040 Object on loan. Use ZZ## as the subtype ID (where ## is your group number) and ‘Laptop computer##’ is the name.

1-3 Set up a dynamic action so that, whenever a user creates or maintains infotype 0040 Object on loan, subtype ZZ##, a Monitoring of dates infotype record for the deadline type ## + 80 is automatically created. Also the deadline date for the deadline type should default automatically from the end date of the Object on loan record.

1-4 Test the dynamic event: Using employee Winnie Chung, 540991## create a new record for infotype 0040 Object on loan, subtype ZZ##. The system should automatically create a Monitoring of dates infotype record for the deadline type ## + 80 where the deadline date is the same as the end date of the Object on loan record.

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Solutions

Unit: Dynamic Actions Topic: Dynamic Actions

1 Create new dynamic action :

1-1 To create the new deadline type: • IMG: Personnel Management→ Personnel Administration →

Evaluation Basis → Monitoring of Dates → Determine Deadline Type • Create an entry for your new deadline type where

• ##+ 80, is the date type (where ## is your group number). • Enter ‘Laptop loan’ as the name for the deadline type and specify a

lead/follow-up time of 1 month. • Save the data and return to the IMG.

1-2 Create a new Subtype for an Object on Loan:

IMG: Personnel Management→Personnel Administration → Contractual and Corporate Agreements → Cessions → Define Objects on Loan • Select the New Entries button and add an entry where:

• ZZ## is the subtype ID • Enter ‘Laptop computer## ’ as the description for the subtype.

• Save the data and return to the IMG • Select “continue” to acknowledge the message “please choose the key from

the allowed name space”.

1-3 Create a dynamic action:

IMG: Personnel Management Personnel Administration Customize Procedures Dynamic Actions • Select the New Entries button. • Enter two new lines with sequence numbers 01 and 02 to create the

dynamic action. • In the first line specify the infotype, subtype and function code that will

trigger the dynamic action. • Specify the activity ‘I’ for infotype maintenance and in the Variable

function part of the screen specify that the dynamic action should create infotype 0019, subtype ## + 80.

• In the second line specify that, for the same infotype, subtype and function code, the dynamic action should automatically create a date in the deadline date field which defaults from the end date of the Object on Loan record.

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• Your new table entries will appear as follows: IType STy FC No S Variable function part 0040 ZZ## 06 01 I INS,0019,##+80 0040 ZZ## 06 02 W P0019-TERMN=P0040-ENDDA

1-4 Test the dynamic action

Choose the menu path

Human Resources Personnel Management Administration HR Master Data Maintain • Enter the personnel number of employee Winnie Chung, Employee

540991##, • Select the Object on Loan infotype (0040) , subtype ZZ## Laptop computer • Select the Create icon to create a record. Use today's date for the from date,

and the date six months from now as the to date. • Save the new infotype record.

• This will automatically create an infotype 0019 (Monitoring of Dates) based on the dynamic action that was created in the previous exercise.

• Select the Enter button.

• The new infotype will have the following default information:

Date type: 80 + ## (Note: only the text is displayed and not the date type code)

Date/deadline: The end date for the loan (from infotype 0040).

Reminder date: The date one month before the end of the loan.

• Select the Save button.


© SAP AG 1999


The authorization concept

Authorization objects for Human Resources

Creating authorizations manually

Contents:


© SAP AG 1999

Introduction to Authorizations: Unit Objectives

Describe different methods of creatingauthorizations

Set up authorizations using Human Resourcesauthorization objects.

Create authorization profiles manually

Create user master records complete withthe necessary authorization profiles.



© SAP AG 1999


Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion


© SAP AG 1999

Introduction to Human Resources Authorizations:Business Scenario

The employees in the different HumanResources departments need to have thenecessary authorizations to perform theirspecific functions.

In order to configure the system so that users will have access to only the appropriate data and modules, the human resources department must review Human Resources authorization objects and work with the persons responsible for creating authorizations.


© SAP AG 1999

Introduction to Human Resources Authorizations: Topic Objectives

Define what authorizations are in theR/3 system

List the requirements for setting upauthorizations

Set up manual authorizations

At the conclusion of this topic, you will be able to:


© SAP AG 1999

Authorizations in the Workplace

How are transactions andprograms secured?

How can the checks beflexible enough to checkagainst various useractivities?

How does a user getauthorizations?

In the SAP R/3 System, users need different authorizations to perform certain tasks. These authorizations are combined into profiles. Each profile represents a task in the organization.

The task areas and their functions differ from organization to organization and from department to department.

The aim of the authorization concept is to issue the necessary authorization to each employee but at the same time, the system remains a closed system (for those that do not have access authorization).

Integration with lots of different components makes it difficult for the administrator to know which authorizations users need for which objects. In addition, there are lots of objects that lots of customers do not need.

The profile generator solves this problem as it only creates the authorization profile once the administrator has chosen the transactions that the users have to start to do their work.

You can also use the profile generator to switch off authorization objects that the customers do not need.


© SAP AG 1999

All critical data is protectedAuthorization to access specific data has to be given

Authorization a

Authorization b

MasterMaster datadata

Display,Display, changechange

MasterMaster datadata

DisplayDisplay

What type of accessWhat type of access??

Which dataWhich data??

Double Verification Principle

All critical data is protected in the system. Authorization to access specific data must be given. The authorization concept allows you to define access rights and then assign these rights to users. This means that the administrator can determine which data can be accessed and how. (For example, display authorization for certain data and change authorization for a different type of data).


© SAP AG 1999

Activity profile L

Authorizations in a Company

Authorization profile E

Department EWork center E1

Department EWork center E2

Activity profile E

Department LWork center L1

Authorization profile L

Employee SantosEmployee Miller Employee Meyers

Depending on the activities carried out by an employee within a company, he/she requires authorization to access certain objects in the SAP R/3 System.

The authorizations required for a certain task area in a company are grouped in an authorization profile.


© SAP AG 1999

User

Authorization Structure

Profile

Authorization

Value

Object

Field

The authorization check for accessing Human Resources infotypes belongs to the general SAP authorization check.

The SAP authorization check is based on the authorization objects. An authorization object is made up of a maximum of 10 authorization fields. For the sake of clarity, the authorization objects are grouped according to applications.

To define an authorization for an authorization object, you must specify values for the individual fields in the object. You can create as many authorizations together with different values and names for an authorization object,

Authorization profiles are lists of authorization objects and the corresponding authorizations. A user's authorizations for the various objects in the SAP R/3 System are determined by authorization profiles that are assigned in the user master record.

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© SAP AG 1999

A User's Authorization Tree

Authorization bfor object F1

Authorization afor object F1

Authorization cfor object F2

Profile 2(task 2)

Value abcValue abcValue xyzValue xyz

Profile 3(task 3)

Profile 4(task 4)

Profile 1(task 1)

UserUser

Composite profileComposite profile AA((Work centerWork center A)A)

You have one or several single or composite profiles in your user master record. You have all the authorizations that are in your profile. You can enter profiles in as many user master records as required. If you change the authorization for an authorization object, the system changes all the user master records that contain the profile that has been changed.

It is SAP‘s recommendation that, instead of creating composite profiles, profiles are created with the profile generator.

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© SAP AG 1999

Version Concept

ProfileActive version

ProfileMaintenance version

AuthorizationActive version

AuthorizationMaintenance version

Activation

Activation

Authorization profiles and authorizations are to be found in the SAP system both as maintenance and active versions. Only the active version of a profile or an authorization has an effect on the system. If you want to create or maintain a profile or authorization, you must work with a maintenance version. The maintenance version can only be used in processing once you have activated it and thus replaced the existing active version.

The activation concept means that errors when creating or maintaining authorizations do not affect the system. The concept also contributes to security in that maintenance and activation of authorizations can be distributed among a number of users.

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© SAP AG 1999

General HR Authorization Objects

BC-BMT-OM: Manager’s Desktop

HR: Applicants

HR: Master data

HR: Master dataPersonnel number check

HR: Extended master data check

HR: Activities,off-cycle workbench HR: Payroll reporting document

HR: Reporting

HR: Statements

HR: Transaction Code

PD: Personnel planning and dev.

HR: Posting Run HR: Benefit Area

HR: Clusters

HR: Payroll Control Record

The SAP R/3 authorization concept is based on authorization objects. Authorizations for human resources are maintained in the object class Human Resources. The subareas to be protected are represented by the authorization objects named before. An object defines a combination of up to 10 fields which are checked in AND links. A user can only carry out an action if he/she passes the authorization check for each field stored in the object.

The object HR - Master data groups fields such as Infotype, Personnel area, Employee group and Employee subgroup.

Fields in an object are not the same as entry fields on a screen, but instead are system elements, such as infotypes, which are to be protected.

You can define as many system access authorizations as you wish for an object by creating a number of allowed values for the fields in an object. These value sets are called authorizations in the SAP system.

You can also define composite authorizations, which contain several individual authorizations from an object. The system checks these authorizations in OR links.

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Authorization Objects

Authorization

Human resources:

HR: Extended masterdata check

HR: Master dataPersonnel number check

HR: Master data

HR:Applicants

Authorization object

Object class

:

Auth. level Infotype EE group EE subgroup Org. key

Pers. area Subtype

Field 1 Field Field Field FieldField Field Field Field Field 10

Authorizations for human resources are maintained in the object class Human Resources. The subareas to be protected are represented by the authorization objects named before. An object defines a combination of up to 10 fields which are checked in AND links. A user can only carry out an action if he/she passes the authorization check for each field stored in the object.

The object HR - Master data groups fields such as Infotype, Personnel area, Employee group and Employee subgroup.

Fields in an object are not the same as entry fields on a screen, but instead are system elements, such as infotypes, which are to be protected.

You can define as many system access authorizations as you wish for an object by creating a number of allowed values for the fields in an object. These value sets are called authorizations in the SAP system.

You can also define composite authorizations, which contain several individual authorizations from an object. The system checks these authorizations in OR links.

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HR: Master Data

Object:Object: HR:Master dataHR:Master dataAuthorizationAuthorization P _ BAS _ ANZP _ BAS _ ANZ

Field ValuesR

0000 - 000 7

1

Authorization level

Infotype

Employee group

Employee subgroup

Organizational key

Personnel area

Subtype

****

The HR:master data object is the most important object in Human Resources. The authorization level defines the scope of authorization. Possible values are:

- R Read - E Write to locked record - D Maintain lock indicator - M Display matchcodes - S Write to locked record; unlock if the last person who changed the record is not the

current user - * All access operations

Authorizations E and D can be used when applying the double verification principle. Organizational key Corresponds to the Organizational key field (infotype P0001). The organizational key can be used to set up an authorization check which allows administrators to access only the employees who are assigned to them.

SAP naming conventions: The second character of customer authorizations and profiles must be a colon.

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Check

Lock / unlock

Entry

Change / deleteunlocked

records only

CreateLock is set

Maintain

AuthorizationsE D

Double verification principle

In the HR: Master data object, authorization levels E (write to locked record) and D (maintain lock indicator) enables you to implement the double verification principle. This means that at least two persons must be involved in writing a valid record to the database. One of these users must be assigned authorization E and the other D. Authorization E allows the user to maintain and create locked records. Authorization D allows you to remove the lock indicator from locked records and set the lock indicator for other records.

A * includes all authorization levels. You can also implement the double verification principle using authorization level S (write to locked record, unlock if the last person who changed the record is not the current user).

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Extended Master Data Check

Object:Object: HR:Extended master data checkHR:Extended master data checkAuthorization Authorization P _ BAS _ ANZP _ BAS _ ANZ

Field ValuesR

ZZ1

Authorization level

Infotype

Payroll administrator

HR master data administrator

Time administrator

Administrator group

Subtype

*

****

This authorization object carries out a check similar to that of the object HR: Master data. The entries in the administrator fields for the person being processed are used for the authorization check. (These fields are stored in the Organizational Assignment infotype - Payroll administrator, Time recording administrator, Master data administrator and Administrator group).

This object check is not active in the standard system. You can use a program switch (MPPAUTSW) to determine whether this check is to be carried out in addition to or instead of the HR: Master data check.

When you have defined the authorization for the object HR: Master data - extended check, include it in a profile and store this in the administrator's user master record. Then activate the extended authorization check in program MPPAUTSW by entering the value ”1” in the p_orgxx field. Then assign the employee to the personnel administrators.

The administrator group contains all administrators who are responsible for the organizational area in Human Resources or Recruitment.

The administrator group is defined in the Administrator Group feature (PINCH). The system proposes the value stored in your user master record for parameter ID SGR. The four-character ID for the personnel area is set automatically in the standard system.

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Master Data Personnel Number Check

Field ValuesR

2001

I

Authorization level

Infotype

Interpretation ofperson assigned

Subtype *

Object:Object: HR:Master data HR:Master data -- Personnel number checkPersonnel number checkAuthorization Authorization P _ BAS _ ANZP _ BAS _ ANZ

The object HR master data - Personnel number check can be used as a further authorization check for personnel data. In this authorization object, you can specify how the system is to interpret a user - personnel number assignment in the authorization check for HR infotypes. The following specifications are possible:

- I = Authorization for assigned personnel numbers - in this case, the employee is, for example, only authorized to read his/her own attendance or absence data.

- E = Authorization for all personnel numbers except those assigned - * = Is not supported here.

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Authorizations for Personnel Planning

Object:Object: PD:Personnel planningPD:Personnel planningAuthorizationAuthorization P _ BAS _ ANZP _ BAS _ ANZ

FieldFunction code

Infotype

Object type

Planning status

Plan version

Subtype

Values*

1000, 1001, 1016

A, C, O, P, S, T, US

***

To use this authorization, include the authorization in a profile and store it in the employee's user master record (IT0105), then specify all personnel numbers in the view ‘Set up authorizations based on personnel numbers'. This assignment of users to personnel numbers enables you to work flexibly without having to change the authorization when personnel changes are made.

The check on this object is not active in the standard system; it can be activated using the program switch (MPPAUTSW). To do this, enter a 1 in the field p-pernr. If the check is active, it is linked to the following checks (if active) by a logical OR:

- object HR: Master data - object HR: Master data - extended check - access path defined in HR-PD.

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Authorizations for Batch Input Sessions

Object: S_BDC_MONI

Field ValuesBatch input

Monitoring

Session name

*

Feature BIMAP

000010

000020 RPITUM00

000030 ********

D Repid

&BIMAP=HR2

&BIMAP=HR1

HR2 *Session nameSession name DateDate TimeTime

11:51:2015:44:2614:09:52

LockedLocked Created byCreated by TransTrans Screen

HR2MEYERSHR1RPCIPO00HR1DB-GIRO

HR2MEYERSHR1RPCIPO00HR1DB-GIRO

06.06.9805.06.9805.06.98

MEYERSKUBITZEKNOWOTNY

421

8295

Report-specific prefixes can be defined to protect batch input sessions. The prefix is placed in front of the actual session name and can be checked generically at a later point. This prevents sessions being processed without authorization.

Use transaction SU03 (Maintain authorizations) to find the object Batch input authorizations (technical name S_BDC_MONI) under the object class Basis - Administration. This object allows you to control authorizations based on the session name in combination with an activity. The possible activities are documented with the object.

Feature BIMAP enables you to define report-specific prefixes to protect batch input sessions. The prefix is placed in front of the session name itself and can later be checked generically. This enables you to prevent unauthorized users from printing from the print spool etc.

Example: The session name MEYERS would then become HR2-MEYERS if there is a corresponding entry in the feature:

000010 D REPID 000020 RPITUM00 &BIMAP=HR2-, 000030 ******** &BIMAP=HR1-,

The system now proposes the prefix HR2- for the session name in report RPITUM00. The prefix HR1- is used for all other reports.

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To keep the work involved in maintaining user master records to a minimum, the SAP system uses profiles when assigning authorizations. You do not enter the authorizations directly in the user master record but assign profiles to the authorizations instead.

A profile is a list of authorizations or composite authorizations. Profiles allow you to structure authorizations according to work centers. A profile can therefore contain all authorizations required to perform a certain activity such as data entry or maintenance.

Users who are responsible for several different tasks can be assigned composite profiles which are made up of individual profiles. A composite profile can include all profiles that a user requires to perform his/her tasks.

The SAP standard system contains authorization profiles for project team members. You should create the user master records for project teams directly after you install the system.

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Introduction to HR Authorizations: Unit Summary

Describe different methods of creatingauthorizations

Set up authorizations using HRauthorization objects.

Describe authorizations based onpersonnel numbers

Create authorization profiles manually andusing the profile generator.



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Exercises

Unit: Introduction to HR authorizations Topic: The Authorization Concept

At the conclusion of this exercise, you will be able to: • Describe the processes of creating authorizations

1 Which authorization objects would be required to grant authorizations for each of the following jobs?

List the HR Authorization Objects the following jobs would require.

HR Administrator Assist. HR Admin Senior Payroll Admin

1-2 Are there any authorization objects that can be shared between the two jobs?

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Solutions

Unit: Introduction to HR Authorizations Topic: Authorization Concepts

1 Which authorization objects would be required to grant authorizations for each of the following jobs?

Tools → Administration → User Maintenance→Manual Maintenance→Edit Authorizations Manually

Highlight the “Human Resources” object class and select the “List Authorizations” button.

List the HR Authorization Objects the following jobs would require.

HR Administrator Assist. HR Admin. Senior Payroll Admin. Master Data Master Data Master Data

Applicants Reporting HR Clusters

Personnel Planning & Personnel Planning & Payroll Control record

Development Development Payroll Reporting Docmnt

Posting Run

Statements

Personnel Planning &

Development

1-2 Are there any authorization objects that can be shared between the two jobs?

Yes, you can use the same authorizations and objects in more than one profile (or profiles for two different jobs). For example: • The HR Administrator and Senior Payroll Administrator need to be able to

write to Infotype 0008 (Basic Pay) , Tax Infotypes, Personal Data (Tax ID number), Organizational Management. The Assistant Administrator would only need "read-access" to most infotypes except for Infotype 0002 and 0006, so two Authorizations could cover three job profiles.

• The Human Resources Administrator needs to have the ability to create Organizational Objects, but the Assistant Administrator and the Payroll

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Administrator only need "read-access" so that Infotype 0001 records are valid.


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Profile Generator

Creating and maintaining authorizationswith the Profile Generator

The Authorization Information System

Contents:


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Profile Generator: Unit Objectives

Create authorization profiles using the profile generator.


Use the Authorization Information System to compare user details.



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Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion


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Profile Generator: Business Scenario

You understand the basic Human Resources authorization objects, and you want to create authorization profiles as easily as possible rather than manually maintaining all objects in all profiles.

You want to assign some authorizations to specific employees, but you also want to assign some authorizations to positions so that the person holding the position will inherit the position’s authorizations.

Lastly, you want to compare users and their authorizations.


© SAP AG 1999

Profile Generator Tool

What is the Profile Generator?A tool to automatically generateauthorization profiles

What are the Benefits?Only necessary authorization objectswill be usedAuthorization profiles are automaticallygeneratedCommunication level between systemadministrator and user is the functionality

It is easier to define authorization profiles and create/configure Roles

The profile generator has been developed to make the maintenance of authorizations and profiles easier. The Profile Generator tool allows authorization administrators to automatically generate and assign authorization profiles. This simplifies the task of setting up the authorization environment during an SAP R/3 implementation.

The Profile Generator tool is used to: select transactions from the company menu retrieve all authorization objects to transactions selected (Via Check ID Tables) generate authorizations once field restrictions have been entered for each authorization object group authorizations in auto-generated profiles

The administrator has only to configure customer-specific settings such as: The Company Menu enables transactions available for customer The Check ID tables 1) assign the authorization objects that are relevant to a transaction, and 2)

assign default values for authorization objects Once the configuration is complete, the profile generator will then be capable of managing all tasks,

such as selecting the relevant authorization objects for transactions selected.


© SAP AG 1999

Process: Activity Groups for Profiles

Assign tasksfrom theCompany

Menu or Other Activity Group

Assign tasksfrom theCompany

Menu or Other Activity Group

CreateActivityGroup

CreateActivityGroup

Edit theprofile forspecificvalues

Edit theprofile forspecificvalues

Generatethe profileGeneratethe profile

Assign Profileto a User or

Organizational Object

Assign Profileto a User or

Organizational Object

The profile generator creates authorization profiles based on the transactions chosen by the administrator. This list of transactions is known as the activity group.

You select the transactions from the company menu. You can either select individual transactions or whole menu paths.


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Authorization profileAuthorization profile

Activity groupActivity group

AutomaticAutomatic::LooksLooks for the authorizationfor the authorizationobjects and the required valuesobjects and the required valuesfor the transaction chosenfor the transaction chosen

Administrator:Administrator:Maintains the organizationalMaintains the organizationallevellevel ((for examplefor example,, companycompanycodecode))

Profile Generator: Creating a Profile

The activity group: consists of the number of transactions required. is defined using the company menu. can contain complete menu options or individual transactions.


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Profile Generator: Defining Activity Groups

Authorizations

User

Menu

Workflow

Assign Transactions

Assign Workflow Tasks

Assign To System User

Maintain and GenerateAuthorization Profile

Activity groupActivity group

CompletionIndicator

View: Basic Maintenance (menus, profiles, add. Objects)

View:Overview (Organizational management and workflow)

Authorizations

Menu Assign Transactions

Maintain and GenerateAuthorization Profile

User Assign To System User or Organizational Object

ActivitiesActivities

An activity group is a collection of activities – tasks, reports and transactions – that you want to link to one another so that you can define user parameters in the system.

Use the profile generator to create authorization profiles and assign different organizational objects (for example, users, jobs, or positions) to the activity groups. By doing this, you define which users can perform which tasks in the system.

You can define a responsibility for each activity group. You can edit the individual responsibilities to depict different authorization profiles this allows you to make more precise distinctions between the different authorization profiles.

The activity group maintenance function can be used by SAP Session Manager users, SAP Business Workflow users, and Human Resources Organizational Management users.

To access the profile generator choose Tools Administration à User maintenance à Activity groups. First define an activity group and then choose 'MENU' to select the transactions.


© SAP AG 1999

User BoskyDate 01/01/99Time 22:24:19

Created by

User GromstillDate 01/10/2000Time 15:33:22

Last changed on

Profile name T-T0590002Profile text Profile for activity group HRTESTStatus Current version not generated

Information on authorization profile

Description Menu Authorizations User

Change authorization data

Expert mode for profile generation

Maintain authorization data and generate profiles

Activity group HRTESTDescription hrtest

Authorizations

Profile Generator: Steps in the Process

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Generating the Profile from the SAP menu

important

Human ResourcesHuman Resources

Personnel managementPersonnel management

Manager’s DesktopManager’s Desktop

HR Master DataHR Master DataInfo systemInfo system

AdministrationAdministration

ToolsToolsSettingsSettings

Description Menu Authorizations User

SAP R/3 SystemSAP R/3 System

Activity group menuActivity group menuFrom the SAP menuFrom activity groupFrom area menu

Copy menus

Additional activitiesMove mode

Translate modeFind text

Display documentation

Target system (trusting)

Display report infoFind in docu.Saved lists

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HR: Reporting

HR: Applicants

HR: Statements

HR Master Data

Activity Group: Assigning Transactions

Cross Application Authorization Objects

Basis: AdministrationBasis - Central Functions

Financial AccountingHuman Resources

+++

-

HRZTEST

Select TransactionsUsing the Company MenuControlling+

Group HRZTEST

PD” Personnel Planning and Development

HR: Payroll Control Record

HR Transaction Code

-

+++++

++

+

+ ...

...

Here you select all the transactions from the company menu that belong to this transaction; the traffic lights indicate whether all transactions (green), or only some transactions (yellow) or no transactions (red) have been selected.

Use transaction SSM1 to generate the company menu. You can also add customer-specific transactions to the menu manually.

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Changing Activity Group Authorizations

Open Changed Maintained Org. Levels

Maint. : 0 Non-maintained org. levels, 10 open fields, Status: Change

Human Resources

HR Master Data

HR: Master Data

Authorization Level

Infotype

Personnel area

Employee Group

R

0000-0009, 2001, 2002CABB

1

Standard

Standard

Standard

-

-

-

HRZTEST Group HRZTEST

Employee Subgroup

Subtype

X0

*

Organizational Key CABB87000X0

HR: Master DataStandard-

Now go to authorization maintenance and first define the organizational units (for example, plan version) that are valid for this profile. On the Authorization Maintenance screen, the green traffic lights indicate that all the authorizations have been maintained for the subpoints; yellow means that the authorization has not been maintained for at least one field.

In the hierarchy, you can edit predefined authorizations, for example, you can: Maintain authorization field values Insert authorizations Deactivate and delete authorization objects

When the editing of the authorizations is complete, save the profile and then generate it.

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Activity Group Indicators

Stop lights refer to authorization fields in lower branches

Red Light: Organizational Fields have missing values

Yellow Light: Non-Organizational Fields have missing values

Green Light: All fields have value assigned

Other Browser Icons

Inactive / Reactivate: For authorization objects or authorizations

Display Authorization Object

Assign complete authorization

Maintain Field Contents

The current maintenance status of the authorizations at the various levels are shown by stoplights: Green: All fields below this level have been supplied with values. Check whether the values given

are appropriate. Yellow: Below this level, there is at least one field (but not an organizational level) for which no data

has been entered. Red: Below this level, there is at least one field for which no organizational level has been

maintained. By single clicking on a red or yellow stoplight you can maintain any outstanding fields in the

hierarchy below. Inactive: Double clicking on this icon has the following effects:

At authorization object level: All subordinate authorizations are marked as inactive. At authorization level: This authorization is marked as inactive.

Reactivate authorization: Only works on inactive authorizations at authorization level. An inactive authorization is reactivated.

Delete: If you click on the trash can in the toolbar, the deactivated authorization is deleted and disappears from the display.

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Generating Authorization Profiles

Assign Profile Name for Generated Authorization ProfileAssign Profile Name for Generated Authorization Profile

Profile Name

You can change the default profile name here

You will not be able to change your profile name later

Text

T_50006474

Activity Group: User Administrator

Generate Authorization Profile

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Assigning Users or Organizational Objects

Position

User

Finally, you assign agents to your activity group. An agent can be either a user or an organizational object such as a position. The user can now call up this activity group in the Session Manager. For security reasons, the user does not receive the authorization profile until you choose the ‘User master record update' function or choose the ‘Assign activity group' in SU01.

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User Roles

User role-specific menus are activity groups constructed to show only those reports and transactions that are relevant for the type of user that is logged on to the R/3 System, for example, manager, payroll clerk, compensation specialist, etc.

User role menus reduce complexity and are also more efficient because it takes fewer clicks to make a selection or get to where the user wants to be.

Payroll Manager- Release Payroll- Post Results

Payroll Clerk- Verify Time- Corrections

You determine which reports and transactions are included in the specific menus by assigning actiivty groups to user roles. Menu path : Tools → Administration → User maintenance → Activity groups Transaction : PFCG (profile generator)

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Authorization Information System: Topic Objectives


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Authorization Information System

Provides information on existing profiles,authorizations, and users

For example:

Who can change Human Resources master data in personnel area 0001?

Which user master records are locked and why?

Provides “where-used” informationFor example:

Which users have the profile ‘P:PERS:ANZ'?

Displays change documents

Allows you to compare different profiles and users

The information system provides information on the different users, profiles, and authorizations that exist in the system. There is a where-used function, it lists change documents and allows you to compare different profiles or users.

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Information System: Overview

Use according to address dataUse according to address data

Lists of Users according to complex selection criteriaLists of Users according to complex selection criteria

UserUserUser MaintenanceUser Maintenance

Lists of Users according to complex selection criteriaLists of Users according to complex selection criteria

By user IDBy user ID

By profilesBy profiles

By authorizationsBy authorizations

By authorization valuesBy authorization values

By activity groupBy activity groupCritical Combinations of Authorizations at Transaction startCritical Combinations of Authorizations at Transaction start

List of Users with Critical AuthorizationsList of Users with Critical Authorizations

ProfilesProfilesAuthorization ObjectsAuthorization Objects

You can use the information system to list, for example, all employees that have certain profiles, certain values for an object or certain authorizations to start a transaction.

In the node ‘List of users with critical authorizations', you can generate a list of all users that have one or more critical authorizations, such as, user or profile maintenance,

In addition to this, you can define for yourself which combinations of transactions are critical and then display a list of all users that have critical combinations using ‘Critical combinations of authorizations for transactions'.

You can also compare different profiles or users rights, display where-used lists, and check change documents.

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Users by Complex Selection Criteria

UserGroup for AuthorizationUser group (general)ProfileAND profileAND profileTransaction

Selection Criteria for User

Authorization objectAuthorization

Selection by authorizations

Selection by authorizationsEntry Values

Authorization Object 1

Authorization object 2

Authorization Object

Authorization Object

In this example, the system creates a list of all the profiles that contain authorization for the object P_PCLX (personnel cluster) with the value ‘R‘ (Read) in the authorization level field and the value ‘RX' (international payroll results) in the area identifier field.

You can include additional selection criteria by choosing ”All selections”.

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List Profiles with Certain Values

Profile name text

Single Profile Active Version

Z:TR:DISP

Z:TR-HR050

Z:TR:HR050

P:ESS

Z-CATT

Authorizations for display only

HR050

HR305

Profile for employee self service

All authorizations for CATTs

Type Version

Comp. Profile Active Version

Comp. Profile Maint. Version

Comp. Profile Active Version

Single Profile Active Version

From the finished profile list, you can display the profiles in detail. You can also get the system to list where the profile is used in user master records or in the composite profiles. From this screen, you can also branch into the change documents.

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Information System: Comparisons

different authorizations

different user master records

different profiles

Using the information system, you can compare the following: different user master records different profiles different authorizations

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different valuesdifferent objectssame valuessame valuessame valuessame valuessame valuessame valuessame values

P_ORGIN

S_TCODES_PROGRAMP_TCODEP_PERNRP_PCLXPLOG

P_TRAUDP_ORGIN

S_TCODES_PROGRAMP_TCODEP_PERNRP_PCLXPLOG

User: LBACH EDWARDTClient:System:

400T41

400T41

Information System: Comparing Two Users

Compare two users. On the overview screen, you can see whether the users have the same or different rights for the

authorization objects listed. By using the detail screen, you can compare the individual authorizations of both users.

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Profile Generator: Unit Summary

Create authorization profiles using the profile generator.

Create user master records complete with the necessary authorization profiles.



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Exercises

Unit: Profile Generator Topic: Profile Generator


• Create an activity group and choose the required transactions from the SAP menu.

• Maintain the authorizations for the activity group.

• Generate the profile and assign it to a position and/or a user master record

The employees in the personnel department are divided into groups that have the same task areas. The necessary authorizations need to be created for each task area.

1 Define a new activity group for the master data administrators giving it the name HR_Admin_ ## (## = group number). From the menu select all the personnel administration transactions and not those that deal with time data.

2 Maintain the Authorizations for your activity group. Your group should have authorizations for the master data infotypes 0000-0007 and 0009-0999. They also should also have authorizations for the applicant infotypes 4000-4007.

3 Save the profile under the name HRADMIN-## (## = group number) and then generate it. Note: It is not necessary that the Profile name and activity group name be the same.

4 Create the assignment to your position ## HR Dir. (## = group number).

5 Assign your user ID (HRADMIN-##) to employee Winnie Chung, 540991##.

6 Now log off and back on with your user. Test your access to various infotypes.

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Unit: Introduction to HR authorizations Topic: The Authorization Information System

At the conclusion of this exercise, you will be able to: • Run reports related to the authorization system

Your manager wants to see the difference between the authorization profiles assigned to your User-ID, HRADMIN-## and the User ID HR307-##.

1 Run the appropriate report to compare the profiles and authorizations of two users.

• Compare your USER-ID HRADMIN-## and user-ID HR307-##

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Solutions

Unit: Profile Generator Topic: Profile Generator

1. Create a new activity group for master data administrators:

1-1 To create a new activity group, choose the following R/3 menu path:

R/3: Tools → Administration → User maintenance → Activity groups

• Enter a new activity group HR_ADMIN_## (Note: Activity Groups are based on User Roles)

• Select the “Basic Maintenance” radio button

• Select the type "Activity Group"

• Select the “Create” button.

• Enter “Group ## Activity Group” in the “Description” field.

• Select "Save"

1-2 Select the “Menu” tab

• On the right side of the screen, select the "From the SAP menu" button

• Expand “Human Resources” by selecting the appropriate folder icon.

• Check the box next to the following menu items:

X Personnel management

X Training and event management

X Organizational management

X Travel management

X Information system

X Payroll accounting - International (open “Payroll accounting”, select "International")



Formatted


Deleted: ¶Enter a new activity group HR_ADMIN_## (Note: Activity Groups are based on User Roles)¶<#>Select the “Basic Maintenance” radio button ¶Select the type "Activity Group"¶Select the “Create” button.¶Enter “Group ## Activity Group” in the “Description” field.¶Select "Save"¶1-2 Select the “Menu” tab

Deleted:

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• Select the “Transfer” button

• Select "save" and remain on the “Change Activity Groups” screen.

2. Maintain authorizations for your activity group:

2-1 Select the “Authorizations” tab .

• On the bottom of the screen, select the button "Change authorization data." • In the Define Organizational Level pop-up box, enter “01” in the “From” column for

“Plan Version. ” Leave the rest of the fields blank. Note: Any values selected will default into Org. Fields for authorizations; those not selected will be displayed as red traffic lights on the next screen.

• Select "Transfer." Note: If needed, on the authorizations screen there is an Icon legend icon on the far right of the toolbar which defines the icons on the screen.

• Expand the following folders: Human Resources → HR: Master data.

• Select the folder icon next to each of the HR: Master Data entries to close them all.

• Except for the first two, deactivate and delete all other HR: Master Data folders by selecting the inactivate icon and then the delete icon.

• Reopen the top two HR: Master Data authorizations folders and maintain each so that they appear as shown below:

Note: Select the maintain field contents icon to maintain entries on each line. In the “Maintain field values” pop-up box, highlight any unwanted entry and choose delete. Select the transfer icon to accept your changes or new entries.

Authorization level *

Infotype 0000 - 0007 and 0009 -0999

Personnel area *

Employee group *

Employee subgroup *

Subtype *



Formatted

Formatted

Formatted

Deleted:

Deleted:

Deleted:

Deleted:

Deleted:

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Organizational key *

Authorization level *

Infotype 4000 – 4007

Personnel area *

Employee group *

Employee subgroup *

Subtype *

Organizational key *

2-2 After maintaining the above entries, select the “Save” button and then enter the following information in the pop-up box:

Profile name HRADMIN_##

Text Profile for Activity Group HR_ADMIN_##

• Select the “Execute” button to close the above pop-up window.

• Select the “Generate” button.

• Select the “Generate” button in the pop-up window which appears if there are unmaintained Org. levels.

• Green arrow back to return to the Change Activity Groups screen.

• Select the “Save” button and exit to the Activity Group Maintenance screen.

3 Assign the activity group and new profile to the position held by Winnie Chung (## HR Dir).

3-1 From the Select the Activity Group Maintenance screen, select the radio button for Overview (Organizational Management and workflow)



Deleted: 2-2

Deleted:

(C) SAP AG HR307 8-30

• Your activity group should be in the Activity Group Box. If not enter HR_ADMIN_##.

• Select the change icon.

3-2 Select the User tab , and then select the button Organizational Management.

3-3 Select the Create assignment icon.

• In the Choose agent type box, select position and then select enter.

• In the Search term box, enter the position “## HR Dir” (where ## = your group number). Select the Continue/enter button.

• In the Create relationship box, verify the validity date is today through December 31, 9999.

• Select the Create icon.

• You may get a red traffic signal at the top of the screen with the accompanying message: Require reconciliation of indirect user assignment.

• Select the Indirect user assignment reconciliation icon.

• Return to the Change Activity Groups screen and select the User Compare button.

• In the compare User Master Record of Activity Group box, select “complete compare”.

• Select Save.

• Exit Activity Group Maintenance

3-4 Log on as HRADMIN-## and the password initpass to test your new authorizations.

• Note your new menu.

• Open the new menu to transaction PA20 Display (HR Master Data).

• Display infotype 0002 Personal Data for 250991##.

• Attempt to display infotype 0008 Basic Pay for 250991##.


Formatted


Formatted


Deleted:

Deleted:

Deleted: 3-4

Deleted:

(C) SAP AG HR307 8-31

Unit: Profile Generator Topic: The Authorization Information System

1 Run the appropriate report to compare the profiles and authorizations of two users.

From the main R/3 menu, select: Tools→Administration→User Maintenance→ Information System→Comparisons→Comparisons

1-1 Select the report "from Users" • Enter your User ID HRADMIN-## in the space for User A and HR307-##

in the space for User B. Select the Execute Icon. • Page down to see what authorizations are the same and where there are

differences.

(C) SAP AG HR307 8-32

Exercises

Unit: Profile Generator Topic: Creating a User ID and Assigning it to an Employee


• Create a User ID and assign it to an employee.

In order to assign R/3 authorizations to employees it is first necessary to assign them to an R/3 user ID. Authorizations can then either be directly or indirectly related to the R/3 user.

1. Create a User ID, name it HRADMIN-##, and assign it no authorizations.

2. Make the following entries in User Parameters for you new User ID HRADMIN-##.

Parameter Value MOL 99 UGR 99 3. Assign your new User ID to employee 540991##, Winnie Chung.

(C) SAP AG HR307 8-33

Solutions

Unit: Profile Generator Topic: Creating a User ID and Assigning it to an Employee

1. Create a User ID, name it HRADMIN-##, and assign it no authorizations.

From the SAP Standard menu, select Tools → Administration → User Maintenance → Users

• On the User Maintenance: Initial Screen enter HRADMIN-## in the User field and select the create icon.

• On the Maintain User screen, Address tab, enter HRADMIN-## in the last name field. Select the Logon Data tab.

• On the Logon Data tab, enter initpass in both the Initial Password and Repeat Password fields. Then, from the drop down menu, choose IDES_USER as your entry in the User group for authorization check box. Select the Defaults tab.

• On the Defaults tab, change entries in the Decimal notation and Date format boxes as necessary to display numbers and dates in the format you desire. Select the Parameters tab.

• On the Parameters tab, enter the following in the Parameters and Value fields: Parameter Value MOL 99 UGR 99

• Save your entries.

2. Assign User ID HRADMIN-## to employee Winnie Chung, 540991## (where ## is your user group). Winnie Chung holds the position ## Human Resource Director.

From the SAP Standard menu, select Human Resources → Personnel Management → Administration → HR Master Data →Maintain

• Enter personnel number 540991##.

• Select the Communication infotype (0105), subtype System User name (0001) and the create icon.

• The validity date should be today through December 31, 9999

• In the ID/number field, enter HRADMIN-##.

• Save the infotype record.

(C) SAP AG HR307 8-34


© SAP AG 1999


Employee Self-service authorizations

Structural authorizations

Assigning authorizations to organizationalobjects through Expert Mode

Contents:


© SAP AG 1999

Special Authorizations in Human Resources: Unit Objectives

Create Employee Self-service users

Determine Structural Authorizations



© SAP AG 1999

Special Authorizations in Human Resources: Business Scenario

Your company wants to use authorizationsbased on Human Resources functionality:

Create users for Employee Self-service functions

Recognize a user’s position in theorganizational structure.

Allow time administrators to checkentry of time data.


© SAP AG 1999

Answer the question: What is a SAP Employee Self-Service (ESS) user?

Create and maintain SAP ESS users

Authorize users for SAP ESS


Employee Self Service Users: Topic Objectives


© SAP AG 1999

Definition of a SAP ESS User

A SAP ESS user is a SAP user that is enabled for SAP ESS.

Defining Characteristics:Individualized; assigned to one employee

Assigned to the customer-defined ESS activity group

Used exclusively by one employee

Not limited to SAP ESS use only

Technically a SAP ESS user is a SAP user with certain defining characteristics, such as: Individualized - assigned to and used exclusively by one employee This employee can only maintain his or her own data.

Assigned to the customer-defined ESS activity group Not limited to SAP ESS use only (it might be equipped with additional authorization for a

professional user who needs to use the SAPGUI).


© SAP AG 1999

Employees with existing SAP users

Select employees who will use SAP ESS

Enabling employees for SAP ESS

SAP ESS User Installation Process

Copy the standard activity group (SAP_ESSUSER) into customer name range

Select user attributes

2

3

3b3a

1

4a

Employees who do not have existing SAP users

Existing user attributes4b

In the User installation process, first you need to copy the standard activity group (SAP_ESSUSER) that contains all the system authorizations necessary for SAP ESS into your customer name range.

Second, you must decide which employees you intend to enable for SAP ESS. Third, you could have two groups:

employees with existing SAP users but not yet enabled to use SAP ESS. For these employees you must: - establish a link between the SAP ESS users (‘employees’) and the existing SAP users - authorize them for SAP ESS

employees who do not have SAP users. For these employees you must: - create SAP users - authorize them to use SAP ESS

For new users, you have the ability to set the ‘User Attributes’ to deteremine how your employees log on to SAP ESS.

SAP provides an user installation tool to guide you through the stages. The tool is available using the transaction HRUSER.


© SAP AG 1999

SAP ESS Activity Group

Delivered by SAP

Should be copied to customer name range and can be adapted to match particular organizational requirement

Contains all system authorizations and transactions necessary for necessary for SAP ESS

SAP_ESSUSER

The standard activity group (SAP_ESSUSER) contains all the system authorizations and transactions necessary for SAP ESS. It is delivered by SAP. This activity group does not contain certain organizational criteria that you have defined in Customizing. Although you can use any activity group for ESS authorizations, SAP strongly recommends that you use a copy of this one.

The first step is to copy the standard activity group to the customer name range. Then, if necessary, you can adapt it to include transactions that are relevant to your company. You do this in transaction PFCG (Activity Group Maintenance).

You only have to generate the profile once. If you make any changes to the activity group, you will be required to generate the profile again.

Make sure you only use one ESS activity group for all ESS users. It plays a vital role as a selection criterion in the user installation tool. If you use more than one ESS activity group, you will not be able to select employees who are NOT authorized for ESS.


© SAP AG 1999

Employee Selection for SAP ESS

You must decide which employees you intend to enable for SAP ESS. If you don’t want to enable all employees, you may choose a certain department, or you may choose employees of a particular employee group.

The user installation tool (transaction HRUSER) offers you different selection criteria for choosing employees. You can pre-select employees via their organizational assignment, or via their employee data, such as the employee status.

The user selection process also enables you to exclude inactive or retired employees. You can define employee status to ensure that you do not include inactive employees (retirees, for example) in the group of employees to be authorized for SAP ESS.

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© SAP AG 1999

Employee Selection Details

Set Up and Maintain ESS Users (Start)

Preparation

Assignment of employees to existing users

Copy SAP activity group to customer namespace

Change user attributes/key date

Select employees using employee master

Preselect employees using org. assignment

User/Authorization Assignment

User attributes

User/Authorization assignment

Correction/reconciliation

Delete ESS users

Z_SAP_ESSUSER

User Group ESSUSER

Activity Group

You can pre-select employees via their organizational assignment. In the Set up and Maintain ESS Users (Start) screen, choose Preselect employees via Organizational Assignment in the User/Authorization Assignment area. The Choose personnel numbers using Org. Assignment screen appears. Enter the relevant search criteria and choose Execute. The Choose Personnel Numbers using Employee Master screen appears. Enter relevant search criteria and choose Execute.

You can also select employees via employee data. In the Set up and Maintain ESS Users (Start) screen, choose Select employees using employee master under User/Authorization Assignment. The Choose Personnel Numbers using Employee Master screen appears. Enter the relevant search criteria and choose Execute. The Set up and maintain ESS Users (List) screen appears.

You now have a selected group of employees that you can maintain for SAP ESS.

(C) SAP AG HR307 9-11

© SAP AG 1999

Employees with Existing SAP Users (1)

Establish a link between the SAP ESS users (‘employees’) and the existing SAP users

Set Up and Maintain ESS Users (Start)

Preparation


Copy SAP activity group to customer namespace

Change user attributes/key date

Select employees using employee master

Preselect employees using org. assignment

User/Authorization Assignment

User attributes

User/Authorization assignment

Correction/reconciliation

Delete ESS users

Z_SAP_ESSUSER

User Group ESSUSER

Activity Group

You may have employees with existing SAP users but they are not yet enabled to use SAP ESS. Therefore you need to establish a link between the SAP ESS users (‘employees’) and the existing SAP users. It is a one-to-one assignment and has to be done manually. While assigning your SAP ESS users (‘employees’) to existing SAP users, you can check the employee’s master data and the user master record.

In the Set up and maintain ESS users (Start) screen, select Assignment of employees to existing users in the Preparation area. The Compare User Master with HR Master screen appears. There are various methods which you can select users. Select a method and choose Execute. The Assign employees to existing users screen appears. Select Assign employees. The Choose Person dialog box appears. Select an employee. The Create Relationship dialog box appears. Change the validity date if you need to and select Create.

The users still need authorization for SAP ESS.

(C) SAP AG HR307 9-12

© SAP AG 1999

Enable an SAP ESS User for an Existing Employee

Personnel No. 250995001

EE Group 1 Active employee Pers. area

EE Subgroup X1 Hourly wage earn...

From 01.01.1998 to 31.12.1998

Communication

Type 0001 System user name

ID/number HR250-01

Change Communication

Assign as SAP user to an employee master record via the Communication infotype

You can view the relationship in the Communication infotype. The SAP user must be assigned to the employee via the Communications Infotype (0105) subtype 0001.

The assignment of the user to the SAP ESS activity group enable the SAP user to access SAP ESS.

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© SAP AG 1999

Authorize them to use SAP ESS

Employees with Existing SAP Users (2)

Set Up and Maintain ESS Users (Overview)

Inactive employees without user assignment (ok)Total number of employees selected

Extended list

ESS Participants

Employees with users and ESS activity groupESS activity group

Inactive employees with usersEmployees with deleted users

Employees with inconstancies

Employees with users without ESS activity groupEmployees without users

ESS Participants without users/authorization

Key date

Reconcile User

Z_SAP_ESSUSER

Background

Background

Background

Background

Now you set up ESS Authorization in the Set up and maintain ESS Users (Overview) screen, choose Employees with users without ESS authorization The Relate Users to Persons screen appears. Choose the employee you are working with and Authorization Assignment. The Attributes of users to be created screen appears. Select Generate.

If a high volume of employees is involved, you can select background processing to generate the users for ESS in background mode.

(C) SAP AG HR307 9-14

© SAP AG 1999

Employees Who Do Not Have Existing SAP Users

Create SAP users and authorize them to use SAP ESS.



Extended list

ESS Participants






Key date

Reconcile User

Z_SAP_ESSUSER

Background

Background

Background

Background

You may have employees who do not have SAP users. These are the ones for whom you create SAP users and authorize them to use SAP ESS.

In the Set up and maintain ESS Users (Overview) screen:

Choose Employees Without Users.

If you select Background, the Attributes of Users to be Created screen appears.

If you select Overview, the Create Users for Persons screen appears.

Select a person, and select Create User. The Attributes of Users to be Created screen appears. Select Execute.

(C) SAP AG HR307 9-15

© SAP AG 1999

Employees Who Do Not Have Existing SAP Users

Personnel No. 25099101

EE Group 1 Active employee Pers. area

EE Subgroup X1 Hourly wage earn...

From 01.01.1998 to 31.12.1998

Communication

Type 0001 System user name

ID/number P25099101

Change Communication

Assign as SAP user to an employee master record via the Communication infotype

Assign the ESS activity group to the SAP user

You can view the relationship in the Communication infotype. The SAP user must be assigned to the employee via the Communications Infotype (0105) subtype 0001.

The assignment of the user to the SAP ESS activity group enable the SAP user to access SAP ESS.

(C) SAP AG HR307 9-16

© SAP AG 1999

User Attributes

Password

User Group

Activity Group

Authorization Assignment

Decimal Format

Date Format

Start Menu

Logon Data

You must decide how you would like your employees to log on to SAP ESS.

The user group ESSUSER is a fixed user attribute. It distinguishes users who are authorized for ESS purposes from other system users, such as system administrators or online SAPGUI users.

You can change user attributes in the Set up and Maintain ESS User (Start) screen. In the Attributes of users, you can modify the Fixed password field, The default is INIT. In the User group field, the entry ESSUSER is fixed. You cannot change this because it is important to differentiate users authorized for SAP ESS from other users. In the Activity Group field, the SAP activity group (which you have copied into your name range) is the default.

SAP delivers a user exit, which you can use to determine your own password routine and user name determination. SAP delivers a user exit as part of the enhancement HRESSWWW. This is Exit_saplehus_001. This enables you to change the name and password that the user installation tool creates for each ESS user that is generated.

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© SAP AG 1999

Functions to Support Periodic User Maintenance in SAP ESS

Checking Inactive Employees with Users

Deleting Users

User Exit

User Maintenance in SAP ESS

There are functions to support the periodic user maintenance in SAP ESS. You should regularly check for inconsistencies by selecting: Inactive employees with users. These are employees who have retired or left the company, and still have SAP users. You delimit their user assignment, because you want to disable their ability to use ESS. Employees with deleted users New employees. You have new employees that are in need of ESS users.

SAP delivers workflow support for ESS user maintenance. Work items prompt system administrators to create ESS users for new employees and to delimit the ESS users of employees leaving the company.

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© SAP AG 1999



Extended list

ESS Participants






Key date

Reconcile User

Z_SAP_ESSUSER

Background

Background

Background

Background

User Maintenance : Employee with Inconstancies

In the user installation tool (transaction HRUSER) there is an option for Maintaining Employees with inconstancies. The options are: Inactive employees with users: In the Set Up and Maintain ESS Users (Overview) screen select the Overview/List icon. The Delimit User Assignments to Inactive Persons screen appears. Select the user you wish to delimit and select Delimit. Employees with deleted users. Users cost money and perhaps you have created too many. Here’s what to do if you decide to delete them. In the Set up and maintain ESS users (Start) screen: Select Delete ESS Users. The Delete ESS Users (Selection) screen appears. Enter the name of the user you want to delete and choose Execute. The Delete ESS Users (Overview) screen appears. Select the users you want to delete and Delete users (online). The users are deleted from the user master in the system.

You can only delete SAP ESS users that are assigned to the user group ESSUSER here.

(C) SAP AG HR307 9-19

© SAP AG 1999

User Maintenance : User Exit

Exit_saplehus_001

SAP delivers user exit ‘Exit_saplehus_001’ as part of the enhancement HRESSWWW. It enables you to change the name and password that the user installation tool creates for each generated

SAP ESS user. As a default, the tool will create: Name: uses the personnel number and puts a “P” first (for example, P00000001) Password: uses “init” as an initial password

To access and modify the user exit: Select Tools ABAP Workbench Utilities Enhancements Project Management.

(C) SAP AG HR307 9-20

© SAP AG 1999

SAP ESS Tools

Helpful tools for the creation and authorization

of users in SAP ESS:

Log

Background Processing

View Data

Access Activity Group Maintenance

SAP Employee Self-Service provides a number of tools that you may find useful while creating and authorizing users: Log: All the steps you perform are recorded in a log. These are written into a file and displayed as historical information. You can display the log at any time. To do so, select Log. To reset the log, select Delete log. Background Processing: You can choose to perform most of the tasks in SAP ESS via background processing. For any group of over 100 employees, SAP recommends the use of background processing. To do so, select Background. View Data: Select HR master data to view or change the HR master of the employee you are working with. To do so, select User master record. Access Activity Group Maintenance: You can access the Activity Group Maintenance transaction via transaction PFCG or, in the Attributes of users to be created screen, select Display to access the transaction.

(C) SAP AG HR307 9-21

© SAP AG 1999

Determine Structural Authorizationsfor Organizational Management


Structural Authorizations: Topic Objectives

(C) SAP AG HR307 9-22

© SAP AG 1999

Two-part Authorization Concept

Structural authorizations through Organizational Management

Authorizations through Human Resource Aurthorization Objects

Since structural authorizations only affect access in Personnel Management, you must still use the Standard Profiles infotype to enter basic authority privileges. For example, users must have a standard profile to log on.

Within Organizational Management, employee data is represented by the object type P. This allows you to link the authorization check for employee data to the ”structural authorization check” for Organizational Management.

To use this functionality, you have to activate the connection between Personnel Administration and Organizational Management for authorization purposes. This is controlled by the program switch AUTH_SW.

To set up the structural authorization check, carry out the following two steps: in the step Maintain PD profiles, you determine the authorizations. in the step Maintain PD users, you assign profiles to users. You can also assign profiles to

organizational objects by utilizing Infotype 1017.

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© SAP AG 1999

Utilizing Structural Authorizations

Executive board

AccountingPersonnel

Accountspayable

accounting

Accountsreceivableaccounting

AuditHealth and Benefits

Payroll

B002 B002

B002

Companies have various reasons for implementing structural authorizations. In the example above, the authorization for employee data is restricted within the organizational structure.

To work with structural authorizations, you must apply security measures either by using the PD Profiles infotype together with the report RHPROFL0 (Generate Authorization Profiles), or by manually maintaining table T77UA.

(C) SAP AG HR307 9-24

© SAP AG 1999

Defining Structural Authorizations

Authorization profiles

ALLORG_FIORG_HR

All authorizations FI departmentHR department

Authorization profile maintenance

Profile No. PV OT OID Eval.path Sign FM

ALL

ORG_FI

ORG_HRORG_HR

1

...

12

**

0101

*

OO

Maint.

*

154154

X

X ORGEHA002

StatV

11

Depth

02

Per.

You can define authorization for the following areas: Plan versions, Object types, Object ID's. The following parameters and functions are also available for the definition of authorization profiles:

Evaluation paths: You can specify an evaluation path to determine that users are only authorized to access objects in a certain evaluation path. When you use an evaluation path, you must complete the object ID field.

Status vectors: You can specify a status vector to determine that a user only has access to objects whose relationship infotype records have a particular status, for example, planned or active status.

Display depth: You can specify a display depth to determine what level in a hierarchical structure a user may access.

Period: You can specify a time period to determine that a profile is dependent on the validity period of a structure. For example, by entering 'D' for the current day, you restrict structural authorization to structures that are valid on the current day. If you make no entry here no restriction is set.

Note: the “Sign” field is not currently used.

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© SAP AG 1999

Dynamic Organizational Identification

RH_GET_MANAGER_ASSIGNMENT

RH_GET_ORG_ASSIGNMENT

A012

Structural authorizations allow you to specify a function module that dynamically determines a root object at runtime.

Where you are using a dynamic determination of organizational assignment, no entry may be made in the Object ID field of the structural authorization. You must, however, specify a plan version and an object type.

The advantage of using function modules is that when a root object is dynamically determined at runtime, a user-specific profile is created. You only have to define one authorization profile.

The standard system contains two function modules: RH_GET_MANAGER_ASSIGNMENT (Determine organizational units for managers). This

function module determines the root object the organizational unit to which the user is assigned as manager via relationship A012 (is manager of). This function module works on the basis of a key date. It only finds organizational units of which the user is 'manager' on the key date or during the period specified.

RH_GET_ORG_ASSIGNMENT (Organizational assignment). This function module determines as the root object the organizational unit to which the user is assigned organizationally.

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© SAP AG 1999

Authorizations to Create New Objects

Newobject

When you create a new object (infotype 1000), structural authorization makes sure that the object is assigned to the ‘allowed structure'.

The system suggests a relationship that can be predefined per object type when you configure your system.

(C) SAP AG HR307 9-27

© SAP AG 1999

Assigning Profiles to Organizational Objects through Expert Mode

PD Profiles :Infotype 1017

Standard Profiles :Infotype 1016

PositionJob

Organizational Unit

The Standard Profiles and PD profiles infotype allows you to link system-defined authority profiles to the following objects: organizational units, jobs, positions, tasks (or standard tasks if your company uses Workflow Management).

Authority profiles are often applied to R/3 users on an individual basis, one at a time. However, the Standard Profiles infotype offers you a time-saving alternative since you do not have to enter an authority profile for each employee. The profiles related to organizational units, jobs, positions, or tasks are applied to all employees linked with these objects, after you run the report RHPROFL0 (Generate Authorization Profiles). The connection between objects and employees, and authority profiles is made by running this report.

The Standard Profiles infotype also allows you to include more than one authority profile in a single infotype record. This feature can be helpful since users sometimes need more than one profile to perform their duties. System administrators, for example, typically require several different authority profiles. Here again, this infotype offers a time-saving benefit.

For example, if authority profiles tend to be fairly standard for all workers in an organizational unit, then it may be most effective to apply profiles to organizational units. (Where exceptions occur for jobs or tasks, you can create additional profiles for them.) If, however, authorities vary by job or task, it may be best to apply profile to the jobs or tasks concerned.

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© SAP AG 1999

Temporary Assignment of Profiles

1999M T W Th F Sa S

1 2 3 45 6 7 8 9 10 1112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28 29 30 31

Delimit the User ID in administration

Delimit IT0105 assignment of employee to user ID

Delimit IT1016 or 1017

Delimit assignment of Employee to the positionthat has IT1016 or IT1017 attributes

Delimit user association to structural profile inConfiguration.

You can now assign users a specific authorization profile that is temporary; that is, it has a time limit appended.

Enter the names of authorized users of Personnel Planning to whom you want to assign the application-specific authorization profiles.

Users that are not explicitly specified are treated like user SAP*. Enter the names of the system users and the required profiles and enter the validity period of each

authorization profile.

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© SAP AG 1999

Create Employee Self-Service Users

Determine Structural Authorizationsfor Organizational Management

Special Authorizations in Human Resources: Unit Summary


(C) SAP AG HR307 9-30

Exercises

Unit: Special Authorizations in HR Topic: User Maintenance in ESS


• Assign ESS authorizations to employees with or without existing R/3 User IDs.

• Perform ESS user maintenance

• Copy an Activity Group

Your company is implementing ESS and it is necessary to provide authorizations for employees who have existing R/3 user ID and to those who do not.

1. Consider the bulleted items below to identify the steps necessary in transaction HRUSER to

setup SAP ESS users for employees with R/3 user IDs and for employees without R/3 user IDs.

• If the employee has an R/3 user ID but not ESS authorizations.

___________________________________________________________

___________________________________________________________

• If the employee does not have either an existing R/3 user ID or ESS user ID.

___________________________________________________________

_______________________________________________________________________

2. Establish a link between an existing user (HR307-##) and an employee (250995##) with the option Assignment of employees to existing users. Use the activity group Z_SAP_ESSUSER.

(C) SAP AG HR307 9-31

Verify the ESS proper link and authorizations have been setup by accessing the ESS via the browser.

3. Create users for the organizational unit ## Customer Service in the Caliber A Bicycle Company. Use the evaluation path Organization – Position - Person (O-S-P) and technical path 3 to pre-select the employee with the organizational unit in the current plan version. Verify one ESS user is created by accessing the ESS via the browser.

Optional Exercises: 4. Review the items created in the R/3 system for the user setup process. Examine the

Communication infotype (0105) and the user master records for the 250995## employee and one of the employees in the ## Customer Service organization unit. View the items from the HRUSER transaction.

5. Create an ESS User activity group by copying the delivered ESS activity group (SAP_ESSUSER) to

Z##_SAP_ESSUSER using the Activity Group Maintenance (Transaction PFCC) and make the appropriate settings for your organization.

(C) SAP AG HR307 9-32

Solutions

Unit: Special Authorizations in HR Topic: User Maintenance in ESS

1-1 Consider the bulleted items below to identify the steps necessary in transaction HRUSER to setup SAP ESS users for employees with R/3 Ids and for employees without R/3 IDs.

• If the employee has an R/3 user ID but not ESS authorizations.

You must create a relationship between the employee and user via the Communications infotype (0105, subtype 0001) and authorize the use for SAP ESS.

• If the employee does not have either an existing R/3 user ID or ESS user ID.

You must create a user for the employee and authorize the employee for ESS.

(Note: Either of these steps can be done indirectly for either one or multiple employees using the HRUSER transaction.

1-2 Establish a link between an existing user (HR307-##) and an employee (250995##) with the option Assignment of employees to existing users. Use the activity group Z_SAP_ESSUSER. Verify the ESS proper link and authorizations have been setup by accessing the ESS via the browser.

Use one of the following:

1) Transaction Code: HRUSER or

2) IMG Path: Personnel Management Employee Self-Service General Setting for ESS Create SAP Users for ESS

• In the Preparation area of the Set Up and Maintain ESS Users (Start) screen select


• In the Reconcile User Master With HR Master screen enter in HR307-## in the User name field and select the All Users radio button. Select the Execute icon.

• In the Assign Employees to Existing Users screen, select the user, HR307-##.

• Select the Assign Employees Button.

(C) SAP AG HR307 10-33

• In the Choose person pop-up box enter in the Personnel Number 250995## into the Search term textbox then select enter.

• In the Create Relationship pop-up box verify the following information: employee’s name, Elina Lopez, and her SAP SAP R/3 user ID HR307-##, then select the Create icon.

• Please note the Message Text in the lower left hand corner of the screen, “User HR307-## was related to the employee 250995##”. Select your enter key to verify this information.

• Green arrow back until you return to the main HRUSER screen (Also known as the Set Up and Maintain ESS Users (Start) screen). In the User/authorization assignment section select the icon entitled: Select employees using employee master data .

• In the Choose Person Numbers Using Employee Master screen enter in the Personnel Number 250995## and select execute.

• On the Set Up and Maintain ESS Users (Overview) screen, in the ESS Participants without users/authorization section, you will see a listing for the Employees with users without ESS activity group section. Select the Overview/List screen button.

• In the Relate Users with Persons screen, select the personnel number and select the Authorization assignment button.

• Verify the correct activity group, Z_SAP_ESSUSER, is being used and select the Execute icon in the Attributes of Users pop-up box.

• Select the Enter icon to acknowledge the informational message “Profile(s) for activity group Z_SAP_ESSUSER assigned to user HR307-##”.

• Green arrow back to see the changes.

1-3 Create users for the organizational unit ## Customer Service in the Caliber A Bicycle Company. Use the evaluation path Organization - Position - Person (O-S-P) and technical path 3 to pre-select the employee with the organizational unit in the current plan version. Verify one ESS user is created by accessing the ESS via the browser.

Transaction: HRUSER OR IMG Path: Personnel Management Employee Self-Service General Settings for ESS Create

SAP Users for ESS

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• In the Set Up and Maintain ESS User Screens (Start) go to the section entitled: User/Authorization Assignment. Here you will select the Preselect employees using org. assignment.

• Enter 01 in the Plan version field, O in the Object type field. In the Evaluation Path enter O-S-P and for the technical depth enter a value of 3. Use the structure search function in the Object ID field to locate the ## Customer Service organizational unit in the Caliber A Bicycle company (Note: The path in the structure search is: Organizational Units for Hr Classes >Caliber A Bicycle Company > HR250 Organizational Units > ## Customer Service). Choose the Execute icon.

• In the Choose Personnel Numbers Using Employee Master screen, there will be a listing of the personnel numbers for the employees in the selected organizational unit section. Choose the Execute icon.

• In the Setup and Maintain ESS Users (Overview) screen, go to the section entitled: ESS Participants without Users/Authorization area, select the entry for the number of employees without users. Choose the List icon.

• The Create Users for Persons screen appears with a list of all of the employees that exist in the pre-selected organizational unit that do not have a user assigned. Select all users using the Select All icon.

• Chose the Users with authorization button.

• Make your desired setting for the new users in the Attributes of users pop-up box. You can change the logon data and the password that is assigned to the employee when their users are created. Choose the Execute icon.

• The new users are listed for the employees in the Create persons for users screen.

• Green arrow back to the set up and Maintain ESS User screen (overview) to see the changes. (Select the refresh icon if necessary).

Optional Exercises:

1-4 Review the items created in the R/3 system for the user setup process. Examine the Communication infotype (0105) and the user master records for the 250995## employee and one of the employees in the ## Customer Service organization unit. View the items from the HRUSER transaction.

Transaction: HRUSER or IMG Path: Personnel Management Employee Self-Service General Settings for ESS Create

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SAP Users for ESS

• On the main Setup and Maintain ESS Users (Start) screen use the section entitled: User/Authorization Assignment and select the Select Employees using Employee Master Data.

• On the Choose Personnel Numbers Using Employee Master screen enter in the personnel numbers for the employees for your group (250991## to 250995##). Note: be sure to list each of your users and not select a range or you will search for several hundred users. Select the Execute icon.

• In the Setup and Maintain ESS Users (Overview) screen, select the Display icon for the Total number of employees selected.

• Select the Personnel Number 250995## and select the HR Master Data button and review

• the entry on the Communications infotype (0105, subtype 0001).

• Return to the list display and select the User Master Data button and review the Activity group and Profiles for the user.

1-5 Create an ESS User activity group by copying the delivered ESS activity group

(SAP_ESSUSER) to Z##_SAP_ESSUSER using the Activity Group Maintenance (Transaction PFCC) and make the appropriate settings for your organization.

Menu: Tools Administration User Maintenance Activity Groups

• Enter Z##_SAP_ESSUSER in the Activity group field and select the Copy activity group icon.

• In the Specify destination activity group enter Z##_SAP_ESSUSER in the Activity group field and select the Copy all button.

• After the system provides the informational message “Activity group was created”, you can select the Change icon and maintain the authorizations associated with the activity group that meets the need of your company.

• NOTE: BE SURE TO GENERATE THE AUTHORIZATIONS

• Acknowledge the “Authorization profile for ESS activity group Z##_SAP_ESSUSER was successfully generated” by selecting the Continue/Enter icon.

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Exercises

Unit: Special Authorizations in HR Topic: Structural Authorizations


• Restrict an employees access to specified Organizational Objects

You desire to grant employees certain authorizations for Master Data yet wish to restrict their access with these authorizations to particular organizational units or organizational objects.

1. Verify that the use of Structural Authorizations has been activated in the IMG.

Verify Group, AUTSW, Sem. Abbr., ORGPD has been set to a value of 1 (active).

2. Note the Organizational Assignment of Winnie Chung 540991##. Record her Organizational

Unit ID __________________ (will vary for each group) and her Position Number __________________ (will also vary for each group).

3. Note the authorization access to multiple Organizational units currently available to your user HRADMIN-## (Winnie Chung) by viewing Organizational Management reports.

4. Create a Structural Authorization to restrict Winnie Chung’s access to her root organizational unit. Use the following entries to create your authorization.

Profile Z:G## (where ## is your group number)

Number 1

Plan Version 01

Object Type O

Object I Winnie Chung’s organizational unit ID.

Maint. X

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(Note: to allow maintenance authorization for the Org unit. The ‘maint’ field must have an X. Without it, the user would have display access only)

Eval. path O-S-P

Status vec 12 (Enter the number with no spaces to give authorization for both 1 active and 2 planned).

Depth 1

5. Assign the Structural Authorization to the User ID HRADMIN-## assigned to Winnie Chung from the first of the current month until 12/31/9999.

6. Run an Organizational Management report to test the authorization. Winnie Chung should only have access to her root Organizational Unit.

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Solutions

Unit: Special Authorizations in HR Topic: Structural Authorizations

7. Verify that the use of Structural Authorizations has been activated in the IMG.

IMG: Personnel Management → Personnel Administration → Tools→ Authorization Management → Maintain Authorization Main Switches→ Maintain Authorization Main Switches. Verify Group, AUTSW, Sem. Abbr., ORGPD has been set to a value of 1 (active).

8. Note the Organizational Assignment of Winnie Chung 540991##.

From the main R/3 menu, select Human Resources →Personnel Management → Administration. Select Maintain Master Data.

• Enter employee number 540991##in the Employee field.

• Select the Organizational Assignment infotype and the Display icon.

• Record her Organizational Unit ID __________________ (will vary for each group).

9. Check the authorization access to multiple Organizational units currently available to your user HRADMIN-## (Winnie Chung).

• From the main R/3 screen, select Human Resources → Organizational Management → Info System → Organizational Unit→Organizational Structure→Organizational Structure with Positions.

• Enter the Organizational Unit ID for Winnie Chung in the Organizational Unit field and then select the Execute icon. When prompted, select ‘current version’. Note the subordinate Organizational units which are accessible with her current authorizations.

10. Create a Structural Authorization to restrict Winnie Chung’s access to her root organizational unit.

IMG: Personnel Management → Personnel Administration → Tools→ Authorization Management → Special Authorizations in Personnel Administration →Structural Authorizations for Organizational Management → Maintain Structural Profiles.

• On the Change View “Authorization profiles”: Overview screen, select the ‘New entries’ pushbutton.

• On the New Entries: Overview of Added Entries screen, enter your new profile name Z:G## (where ## is your group number) in the Authoriz. profile field.

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• In the Authorization profile field, enter a descriptive text for your profile (Z:G##) naming it Z:G##_Struc_Restrict.

• Save your entry. Note: The message Data saved appears at the bottom of the screen.

• Select the Back icon to return to the Change View “Authorization profiles”: Overview screen.

• Select your profile by clicking once on the pushbutton next to it with your mouse.

• With your profile selected, choose the folder Authorization Profile Maintenance in the Dialog Structure panel by clicking on it twice.

• Choose ‘New entries’ pushbutton and enter the following:

Profile Z:G## (where ## is your group number)

Number 1

Plan Version 01

Object Type O

Object I Winnie Chung’s organizational unit ID.

Maint. X

(Note: to allow maintenance authorization for the Org unit. The ‘maint’ field must have an X. Without it, the user would have display access only)

Eval. path O-S-P

Status vec 12 (Enter the number with no spaces to give authorization for both 1 active and 2 planned).

Depth 1

• Leave the other fields blank.

• Save your entries.

• Exit the current activity, but remain in the IMG.

11. Assign the Structural Authorization to the User ID HRADMIN-## assigned to Winnie Chung.

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IMG: Personnel Management → Personnel Administration → Tools→ Authorization Management → Special Authorizations in Personnel Administration →Structural Authorizations for Organizational Management → Assign Structural Profiles.

• Select the New entries button

• In User Name field, enter HRADMIN-##

• In the AuthorizProf field enter Z:G##

• Make the authorization valid from the first of the current month to 12/31/9999.

• Save your entries and exit the IMG.

12. Test the Structural Authorization

• Log on as User HRADMIN-##.

• Run an Organizational Report. From the main R/3 screen, select Human Resources → Organizational Management → Info System → Organizational Unit→Organizational Structure→Organizational Structure with Positions.

• Enter the Organizational Unit ID for Winnie Chung in the Organizational Unit field and then select the Execute icon. When prompted, select ‘current version’. Note: The subordinate Organizational units which appeared in Step one are no longer accessible.

• Attempt to access any other Organizational unit and note that only a blank screen with ‘Root’ listed appears.

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Tracking Changes and Reports: Unit Objectives

Describe how to activate the changedocument, and determine what systemchanges should be logged.

Describe how certain report runs shouldbe automatically logged.


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Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion

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Tracking Changes and Reports: Business Scenario

In your organization, Human Resources data is changed every day. To make checking these changes easier, you want to log certain changes on specific infotypes, so that you know whomade the changes and what the data lookedlike prior to the changes.

Data protection is particularly importantwhen you are dealing with Human Resources data. To check which reports are called up, you want to be able to log report starts and then evaluate them at a later date.

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HR database

Document database

Overview: Tracking Changes and Reports

When you create or change personnel data, the system generates a personnel master record and at the same time stores a log document in the document file. To have the system do this, you must list the infotypes for which a log is to be created automatically when changes are made (deleting, changing, inserting) among those relevant for documents. The document type ‘long-term documents' is used for revision purposes, i.e. the changes are logged in a separate table and are stored until explicitly deleted.

During customizing, you can define which infotypes, fields or field groups from an infotype are to be logged.

You have the following options here: Changes within an infotype are logged for each individual field, and you can choose any fields you wish.

You can group infotype fields in "field groups” which are always logged. This means that even if only one field in this group changes, all of the fields are still logged.

Use program RPUAUD00 to display the log documents.

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Transaction classTransaction class

A

Document-relevant infotypesInfotypeInfotype

0002 Personal Data

Field group definitionInfotypeInfotype

0002

00020006

Field groupField group

01

0101

Field nameField name

NACHN

VORNA*

Field group characteristicsTransaction classTransaction class Doc.typeDoc.type SFGSFG

......A

A

InfotypeInfotype

0002

......0008

TFGTFG

01

01

L

L 02

Setting Up Change Documents

To set up the functionality for creating infotype logs, you must perform the following three steps: 1. Define infotypes to be logged When a change is made to an infotype defined as “to be logged”, the system creates an infotype log. Infotypes not defined as “to be logged” are, therefore, not logged. To create an infotype log in master data administration, the transaction class is “A”, and in applicant data administration “B”.

2. Define field groups All fields that are to be logged must be specified in an infotype. The “Field list” function enables you to display and select all the fields in an infotype. You can also group fields within an infotype in “field groups.” When creating an infotype log, the system interprets all fields in a field group as a unit and logs them together, even if only one field was maintained.

3. Define characteristics of field groups In this step you specify which field groups are to be logged. You can also define “supplementary field groups” (SFG) for each field group. The system always creates a log for the supplementary field groups if a field is changed in the accompanying "trigger field group” (TFG). You must also specify here whether the document is to be recorded as a long-term (L) or short-term (S) document (short-term documents are not supported at present).

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Read documents from database

Long-term documents

Short-term documents

Other restrictions

Transaction class Master data Applicant data All

Personnel number

Infotype

Changed on

User name

RPUAUD00RPUAUD00

0002

01.01.98

HUGO

to

to

to

to

Output options

Display document

Display program selections

New page per document

Sort Time Personnel number Infotype User

Field nameField name TypeType Old contentOld content New contentNew content

ActionInfotype key

Last nameFirst name

WallerTomas

WalterThomas

II

Evaluating the Logged Changes

You can use the revision report RPUAUD00 to display all documents that were created using the "infotype change document” function. You can delimit the document selection by date, personnel number, infotype or user. You can also search for long-term or short-term documents as well as for master data or applicant data.

You sort the document output (depending on entry) by time, personnel number, infotype, or user. You can also just display the "header information” of the selected documents and then select specific documents or you can output the documents directly altogether or one per page. You can sort the document records by date and time, personnel number, infotype or by user.

The log list displays the field names, old and new content and the action carried out, for example, create (I), change (U) or delete (D).

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Online logReport Batch log

RPUPROTDDisplay

log

RPUPROTUMaintain

log

RPLMIT00

RPLPAY00

X

X

Logging Report Starts

You can determine which report starts you want to log. If you activate this function, the system records each time the selected report is run on the database. You can decide for each report whether the system should create the log online or in batch or both.

The log contains the following data: - Report - Report title - User - Start date - Start time - Report parameter and select options

You can use the report RPUPROTD to display this information and RPUPROTU to delete it from the database.

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Describe how to activate the changedocument, and determine what systemchanges should be logged.

Describe how certain report runs shouldbe automatically logged.


Tracking Changes and Reports: Unit Summary

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Reference Exercise

Unit: Tracking Data Changes and Report Execution Topic: Tracking Data Changes


Describe how to activate the change document, and determine what system changes should be logged.

Describe how certain report runs should be automatically logged.

Your manager wants you to log: • Any changes made to employee records on your infotype • Any change made to the field Work Schedule Rule on Infotype 0007,

Planned Work Schedule . • Any report runs of report RHRHDL00, Delete Data Records from

Personnel Planning Database

Warning: Because we are working in a single client and system, it is not possible to complete this exercise on-line as a class activity.

1 Is your group's infotype (see Datasheet) in the table for logging of changes?

1-1 If yes, what fields or field groups are defined for logging?

1-2 If no, what steps do you need to follow to set up your infotype?

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2 For Infotype 0007:

2-1 Is the infotype tracked for changes?

2-2 Are any fields indicated for tracking?

2-3 How would you add the field "Work Schedule Rule" to the table so that changes could be log for changes to that field only.

3 For the Report RHRHDL00, Delete Data Records from Personnel Planning Database:

3-1 Is the report currently in the table to be logged?

3-2 How would you set up the system to log starts of this report?

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Reference Solutions

Unit: Tracking Changes Topic: Tracking Changes

1

1-1 Select HR Documents: Infotypes to be Logged in the Choose Activity pop-up box. to examine the Infotype changes that are logged. This table lists the infotypes that will be tracked.

Select HR Documents: Field Group Definition Logged in the Choose Activity pop-up box. to examine the Infotype changes that are logged. This table lists the fields and field groups that will be tracked.

1-2 Set up the Infotype in the above step by selecting from the activity list HR Documents: Infotypes to be Logged. The infotype has to be included in this table.

2 Infotype 0007

2-1 Yes.

2-2 Yes, all fields.

2-3 IMG: Personnel Management Personnel Administration Tools Revision Set up Change Document

• From the Activity list Select Field Group Definition

• Select the current infotype 0007 entry and click on the “Delete” button.

Note: You have to delete the current infotype 0007 entry. The '*' (all fields), is a key field, and key fields cannot be changed in a table.

• Select the New Entries icon and make the following new entry in the table:

Infotype Infotype Text Field Group

Field Name A/L

0007 Planned Working Time

01 SCHKZ (leave blank)

• Select on the “Save” button.

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Note: You have indicated that the “Work Schedule Rule” field (SCHKZ) will now be the only field that is tracked for changes.

3 For the Report RHRHDL00, Delete Data Records from Personnel Planning Database

3-1 No

3-2 IMG: Personnel Management Personnel Administration Tools Revision Log Report Starts

• Select the “New Entries” button.

• Enter “RHRHDL00” in the “Program” field.

• Flag the checkboxes for the “Record online” and “Prot batch” fields (as needed).

• Select the “Save” icon.

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Conclusion

Reviewing the different methods of controlling user access, views and actions

Contents:

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Course Overview

Personnel Actions

Infotype Menus

Dynamic Actions





Conclusion

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Methods of System Control

This course covered the different levels of user control.

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Controlling view

Infotype controls

Infotype views

Menus

Actions

The first level of control is what the user sees on the screen and menus, and what information is readily and easily available for the user to view. Additionally, there are controls for what information may be appropriate for data entry for certain employees, for example, country specific infotypes.

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Controlling Access

Standard Authorizations

Activity Groups and Roles

Structural Authorizations

A second level of control is authorizations--what the user can access.

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Track Changes

Revisions

Change Documents

Report logs

A second level of control is authorizations--what the user can access.

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Appendix

This section contains supplementary material to be used as reference

This material is not part of the standard course; therefore, the instructor might not cover this during the course presentation

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000010 D INFTY000020 0001 &DFINF= , Payroll accounting area000030 0007 &DFINF= Work schedule rule (SCHKZ)000040 0008 &DFINF= X Pay scale area and level,000050 0020 &DFINF= Activity (from T5D13)000060 **** ERROR

,

,

'X' Settings from table ' ' Values from previous record

Feature Default Values for Infotypes (DFINF)

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Organizational Key

X

Administrator X X

X X

X X

YIndustrial workers

Salaried employees

Non-pay scaleemployees

Y Y

Y

- The organizational key can be used to implement an authorization check allowing an administrator to access only those employees who are assigned to him/her.

- For this purpose, the employee is assigned administrator indicator X in his/her organizational assignment. A rule is used to store this in the organizational key.

- An authorization for organizational key X is defined in the administrator's user master record. This limits the administrator's access to employees in his/her own area.

- The organizational key can be assigned in any way you wish and can be set up using the contents of other fields in the Organizational Assignment infotype. This field is particularly suitable for use in controlling the authorization check, i.e. to make a more detailed distinction between the authorizations, if the Personnel area, Employee group and Employee subgroup fields are not sufficient for this purpose.

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..

..

..Organizational keyOrganizational key

Pers. AreaPers. AreaEE groupEE groupEE subgroupEE subgroup

FeatureFeature

Organizational Key Setup

Org. keycontrol

VDSK1

Variablekey

HR:Master data

Creationrule Check

Org.IT0001Assign.

AuthorizationAuthorizationobjectobject

The organizational key can be used as an additional element in the authorization check. The chosen authorization must be entered for the authorization object HR:Master data in field VDSK1 (Organizational key) in the administrator's user master record.

The organizational key control proposes a key when necessary and carries out the necessary checks.

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Object: HR:Master data - Personnel number checkFieldAuthorization levelInfotypeInterpretation ofperson assignedSubtype

ValuesR

2001I

*

Profile:Object: HR:Master data - Personnel number check

FieldAuthorization levelInfotypeInterpretation ofperson assignedSubtype

ValuesR

2001I

*

Object: HR:Master data

Set up authorizations based on personnel numbersUser, personnel number, name

MPPAUTSWACTIVE: p_pernr(1) value '1', "check by using T513A

+

+

IMG

IMG

IMG

ABAPEditor

FieldAuthorization levelInfotypeEmployee groupEmployee subgroupOrganizational keyPersonnel areaSubtype

ValuesR

0000-000 71

****

Authorizations Based on Personnel Numbers

To use this authorization, include the authorization in a profile and store it in the employee's user master record (IT0105), then specify all personnel numbers in the view ‘Set up authorizations based on personnel numbers'. This assignment of users to personnel numbers enables you to work flexibly without having to change the authorization when personnel changes are made.

The check on this object is not active in the standard system; it can be activated using the program switch (MPPAUTSW). To do this, enter a 1 in the field p-pernr. If the check is active, it is linked to the following checks (if active) by a logical OR: object HR: Master data object HR: Master data - extended check access path defined in HR-PD.

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Administrator checks absenceentered and releases it

User maintains

Test Procedures (0130)T1 Time data01.04.1998

Absence (2001)0100 Leave

Authorizations forAuthorizations forInfotypeInfotype 20012001SubtypeSubtype01000100

Infotype2001Subtype0100

Test Procedures

The Test Procedures infotype (0130) allows you to indicate whether data has been checked (for each employee), and if so, the date up until which it has been checked. A completed check is represented by means of a subtype in infotype 0130. The release date (date up to which the data has been checked) is also stored. If a test procedure has been carried out for an employee up to a specific release date, write authorization is required for infotype 0130 as well as for the relevant infotype in order to edit data with a valid from date which is earlier than the release date. In the step ”Assign infotypes to test procedures” in the IMG, you can determine which infotypes are linked in this way to which test procedures. Assign infotypes (subtypes) that should be included in the test procedures to the corresponding test procedures. An infotype (subtype) can be assigned to several test procedures.

You must convert the program switch MPPAUTSW field P_APPRO so that the system interprets the Test Procedures infotype (0130) as subject to authorization.

If you use the Test Procedures infotype, please pay particular attention to the authorizations for the Test Procedures infotype (0130) when you are assigning authorizations for Human Resources infotypes. The write authorization for infotype 0130 controls access to these infotypes by assigning infotypes to test procedures: If an infotype is assigned to a test procedure and a test procedure is carried out for a person up to a certain release date, you can only edit infotype 0130 data if you have write authorization for the assigned test procedure (i.e. data for periods that lie before the release date). Example: Within time recording, employees can enter certain absences themselves. An administrator can then check the data entered and then enter the key for a test procedure together with a release date in the Test Procedures infotype (0130) for the persons being checked (manually or through a report). Employees that only have a write authorization for the absences but not for the Test Procedures infotype cannot make changes to the above data if this is based on a period that falls before the release date.

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