Welcome to the SAP HR Tutorials by SAP HR Experts. In these tutorials, we will cover basic introduction and go through all the concepts such as Marketing, Finance, Time Management, Personnel Management etc. Apart from the tutorials, we will also cover common Interview questions, Issues and How-To articles.
SAP Human Resources (HR) resource management system solution is one of the largest modules in the SAP R/3 system which enables the effective management of information about the people within an organization and integrates this information within the external system and SAP’s modules. We define an organization as an individual enterprise that works with sub-departments like HR, Marketing, Finance, R&D, etc. For any organization employees or Human Resources are considered the most powerful resource. So to maintain the employee-related data we require one system which ensures accuracy and consistency within the organization.
A coding block is a tool used to enter additional account assignments, for example, cost center, order, or project. The coding block is supported by Accounting (AC) and used by other application components such as Human Resources (HR), which include the AC screen as a subscreen.
The tool enables HR users to enter and validate additional account assignments in posting transactions. It can only be used in the R/3 System.
SAP HR module enables companies to effectively manage information about the people in their organization. It is integrated with other SAP modules and external systems. From the Organization Management perspective, companies can model a business hierarchy, the relationships of employees to various business units, and the reporting structure among employees.
The Personnel Administration (PA) sub-module helps employers to track employee master data, work schedules, salary, and benefits information. The Personnel Development (PD) functionality focuses on employees' skills, qualifications, and career plans. Finally, the Time Evaluation and Payroll sub-modules process attendance and absences, gross salary and tax calculations, and payments to employees and third-party vendors.
The SAP Human Capital Management (HCM) contains all the process are:
Workforce Process Management
Talent Management
Before you log on, make sure you know:
If you want to work in a language other than English, make sure you know the language key for your desired language. For more information, contact your system administrator. After you have entered data in a field, you can move the cursor to the beginning of the next field by pressing the TAB key.
If you have set the Autotab option, you do not have to press the TAB key if you enter the maximum number of characters possible in a field. For example, the maximum number of characters you can enter in the Client field is three. If you enter 001 in the Client field, the cursor automatically moves to the beginning of the next field.
Procedure:
If you are logging on for the first time, see Logging On the First Time [Seite 55].
If you have logged on previously, but cannot remember how:...
Result: You have successfully logged on to the SAP System.
Procedure
You can log off from the SAP System from any screen.
The Log off dialog box appears (as shown here), informing you that any data you have not yet saved will be lost if you proceed with logging off.
If you are not certain that you have saved all of your data, and you do not want to log off after all, choose No. You return to the screen in which you were working.If you are certain that you have saved all of the data you want to save, choose Yes. All of your SAP System sessions close. You have successfully logged off.
Purpose: This section contains information on navigating on R/3 Enterprise screens using the keyboard.
Process Flow: To navigate on an R/3 Enterprise screen, you begin by moving the focus to the initial position.
To move between screen elements, you use the Tab key. To start a transaction, you can navigate to that transaction using the menus or you can enter the transaction code for that transaction directly into a transaction code field. Finally, you can use shortcut keys to access functions on the screen.
Procedure: When you are using R/3 Enterprise with the accessibility option selected, to navigate between user interface elements, use the Tab key. You use the tab key regardless of whether you are using assistive technology such as a screen reader or screen magnifier, or not.
In R/3 Enterprise, you cannot navigate to freestanding text, graphics, and icons that are not on pushbuttons, labels, or short descriptions using the Tab key. These elements are not included in the tab chain.
Procedure: In R/3 Enterprise, to start a transaction, select the transaction from a menu in the menu bar or from a menu tree. Alternatively, you can enter a transaction code for that transaction into the transaction code field (which is located in the toolbar).
Procedure: When you tab to a drop-down list, if the list is enabled, proceed as follows:
Function User Action
Procedure: When you tab to the menu bar, to use the menus, proceed as follows:
Function User Action
Use: When you tab to a pushbutton, you can execute the button’s function by pressing Enter.
Use: When you tap into a set of enabled radio buttons, you always tab to the currently selected radio button. To move between the radio buttons in the set, use the Up and Down Arrow keys.
Note that moving to a different radio button activates that radio button. To leave the radio button set, press Tab (the radio button that has the focus when you leave the set remains selected)
Procedure: When you tab to a tree, proceed as follows:
Function User Action
Use: The new SAP Easy Access user menu is the user-specific point of entry into the SAP System.
The user menu contains only those items – such as transactions, reports, and Web addresses – you need to perform your daily tasks.
If a user menu has been defined by your system administrator, it appears when you log on to the system. If you have not been assigned a user menu, or you need to access items that are not contained in your user menu: Open the SAP standard menu by choosing Menu SAP standard menu. You now have a complete overview of the SAP System you are currently working with. Use the navigation area to navigate to the items you need. Or, contact your system administrator. See System Administrator Functions.
On the SAP Easy Access initial screen, you can also:
Create a favorites list consisting of the transactions, files, and Web addresses you use most frequently.
Procedure: To make SAP Easy Access settings, choose Extras ® Settings. The following dialog box appears:
You can hide this graphic by dragging the split bar from the center to the right-hand edge of the screen. To deactivate the graphic completely, select Do not display image.
You can also define whether a user or an SAP standard menu should appear. To make this setting, choose either Menu User menu or Menu SAP standard menu.
Procedure: You can expand and collapse menus in the navigation area by choosing the dropdown arrows to the left of the menu items, as in the example below:
To open an application in the navigation area:
To run an application in a new session, choose Edit ® Run in new window. You can access the most important commands and functions in the navigation area by opening the context menu. To open the context menu, place the cursor on any item in the menu bar, and click the alternate mouse button.
Use:
In SAP Easy Access, you can create a favorites list containing:
Procedure:
Use drag and drop:
Or, use the menu bar:
The Web address should start with http://...
EXAMPLE: http://www.sap.com
The file name should have the format: X:filenamefilepath.
EXAMPLE: C:TextsSAP.doc. You can only use this function if you can access local files from your Web browser.
Use:
SAP Easy Access allows you to organize your favorites by:
Procedure
To move favorites or folders within a hierarchy level:
To move favorites or folders between hierarchy levels, use drag and drop:
Or: From the context menu, choose Change favorites. To open the context menu, click the alternate mouse button.
Or: From the context menu, choose Delete favorites. To open the context menu, click the alternate mouse button.
When you remove a favorite from your favorites list, you are not actually deleting the respective file, program, or transaction; you are merely removing a link to that particular item.
Use: The SAP window is the user interface to the SAP System.
Features: The elements of a typical SAP window are shown below:
The standard toolbar contains buttons for performing common actions such as Save and Enter.
The functions assigned to the standard toolbar are listed below:
Use:
To enter information in the SAP System, you must sometimes select among several options. In some cases, you can select only one option; in others, you can select more than one. When you can select only one, the options are identified by radio buttons:
When you can select more than one, the options are identified by checkboxes:
Use:
The SAP System displays dialog boxes when it:
Before you can continue, you must choose an action from a dialog box. To choose an action, choose one of the buttons at the bottom of the dialog box.
A sample dialog box is shown here:
When you end a task without saving your data, or you choose a function that may cause you to lose data, the SAP System usually displays a dialog box in which you are asked to confirm or cancel your action.
Procedure:
To find the transaction code for the current task:
Choose the arrow at the far right of the first status field, as in this example:
The transaction code appears, along with other system information:
Or, from the menu bar, choose System Status.
The System Status dialog box appears. You can find the transaction code for the current task in the Repository data frame of the SAP data screen area, as in this example
Procedure:
To enter a transaction code and start a task:
Place the cursor in the command field. As of Release 4.6, the command field is closed by default. To display it, choose the arrow to the left of the Save icon:
The command field appears:
To hide it, choose the arrow to the right (outside) of the field. To display a list of the transactions you used last, choose the dropdown arrow at the right-hand end of the command field.
Enter /n (to end the current task) followed by a transaction code.
For example, for Transaction code PA30, you would enter /PA30, as shown here.
Choose Enter.
You exit the current task, and the initial screen of the new task appears. If you do not want to end your current task, but you need to do another task, you can create a new session.
Use:
You can display a list of the transaction codes processed since you logged on (called a history list), and then choose a transaction code from that list.
Procedure:
In the standard toolbar, open the command field. As of Release 4.6, the command field is closed by default. To display it, choose the arrow to the left of the Save icon:
The command field appears:
To hide it, choose the arrow to the right (outside) of the field.
Choose the dropdown arrow at the right-hand end of the command field.
The history list appears, displaying the transaction codes for all the transactions you have accessed in all of your sessions since you logged on. A sample history list is shown here.
Choose the desired transaction code.
Choose Enter.
This takes you to the initial screen of the task associated with that transaction code.
Use:
You may want to cancel or delete, the data you just entered. For example, you are missing a piece of required data and cannot proceed until you locate it.
Procedure:
To cancel all the data you just entered on a screen, choose or choose Edit → Cancel.
The system removes the data on your current screen, closes the current screen, and returns you to the previous screen. Depending on the situation, the system may display a dialog box prompting you to confirm your action.
Prerequisites: When you are working on a task that consists of several screens, the system temporarily stores the data that you enter on each screen. After you complete all the necessary screens in your task, you need to save your data.
Procedure:
Use: After you have completed a task, you will want to end it. Sometimes you may want to end a task without completing it.
Procedure:
To end a task: In the standard toolbar, choose or press Shift+F3.
If you have already saved the data, or if you have not entered any data, the system ends the task and returns to the initial screen of your application.
If you have entered data while working in this task, but have not saved it yet, the system displays a dialog box prompting you to save your data.
User Name:
Each and every user will be given a ‘user name’ or a ‘user-id ‘
Password:
After giving the user name a password should be given for Authentication. And once it is correct then only the user can go into the system screens.
Language:
You can choose your chosen language. All the messages and information on the system will be displayed in the language chosen. This language will have a two-character width.
Eg: En for English
Some times a group of users will be given the same ‘user name’ and ‘password’. In this case, if one user in the group logs on and at the same time if another user tries to logon then the system will prompt a message. And the choice made here holds good. In this message, the system gives 3 options which are given below: -
Continue with current log on and end other logons :
If the user selects this option, then his log on will be active and other users sessions logged on before will be ended. Here in this case any unsaved data will be lost by other users.
Continue with current log on without ending any other logons:
If the user selects this, then both the users can work simultaneously.
Terminate this logon:
If the user selects this, then the user’s session logged on later will be ended and the former user’s session will be in use.
A user can create his own favorites by using right click on the mouse or by using drag and drop option.
Role: Logically linked transaction. Roles are assigned to the users. One user can even have multiple roles.
Functions:
/ n - Ends the current transaction
/ i - Ends the current session
/ o - Create new session
Eg: /N PA20 - Ends the Display the Master's Data transaction
/O PA30 - Opens Maintain HR Masters Data in a new session.
Maximum No. of Sessions allowed per log on 6
F1 Key - Displays the meaning of fields and technical information
F4 Key - Displays all possible entries.
CheckBox - Mandatory field
Radio Button - Only one option to be chosen among several.
Pre-assigned values to certain fields are achieved by PARAMETER ID in the user set up.
Easy access Menu system user profile Own Data Few parameters which are set up in SAP HR are
Some of the important system settings are given below:
Path: SAP easy Access Extras Settings
Setting a start transaction: You can set your own transaction code as a start transaction code instead of ‘SAP easy Access Menu’ To do this follow the below-given navigation path:
SAP Easy Access Extras Set start transaction.
After setting this transaction code, the system takes you to the same transaction code when you log on next time. To change back to ‘SAP Easy Access Menu’ as an initial screen, follow the same menu path again and delete the transaction code and press ‘Enter’
3 Structures
Enterprise Structure: This structure deals with the subdivisions of the organization. And this has the following divisions.
A) Client :
B) Company Code:
C) Personnel Area
Functions:
D) Personnel sub-area:
Functions / Indicators:
E) Employee Sub Group:
Fine division of employee groups.
E.g.: Active employees subdivided as trainees, Hourly wage earners, and salaried employees.
Two characters alphanumeric key
Functions:
Enterprise Structure
Definition
Human Resources Management
Personnel Area: A personnel area is an organizational unit that represents a specific area of the enterprise and is organized according to aspects of personnel, time management, and payroll. A Personnel Area is divided into several Personnel Subareas.
Example:
Company X has three production plants in Germany: Hamburg, Cologne, and Berlin. In the SAP System, these would constitute three personnel areas.
Enterprise Structure
Definition
Human Resources Management
Personnel Subarea: A personnel subarea is an organizational unit that represents a specific area of the company organized according to certain aspects of personnel, time management and payroll.
Example:
The Berlin site of Company X is physically separated by a railroad line. This could mean that two different tax or employment offices are responsible for the respective areas. In this case, you would define a personnel area "Berlin" and two personnel subareas.
Enterprise Structure
Definition
Human Resources Management
Employee Groups: The employee group allows you to divide your employees into groups and allows you to define their relationship to the enterprise.
Example: You want to distinguish your employees between persons actively employed, pensioners, and early retirees.
Enterprise Structure
Definition
Human Resources Management
Employee Sub Groups: The employee subgroup represents a subdivision of the employee group. When you define employee subgroups, you are essentially begun to set up your personnel structure.
Example:
Within the employee group Active, you want to distinguish between industrial workers, pay scale employees, trainees, and executive employees. This distinction enables you to do the following:
Enterprise Structure
Assignment
Human Resources Management
Assignment of Personnel Area to Company Code: In this step, you allocate each of your personnel areas to one company code. When you create a personnel number, the corresponding company code is allocated to it in the infotype Organizational allocation (0001), depending on the enterprise structure in which the employee is situated.
Example:
The Hamburg, Cologne, and Berlin sites of Company X all belong to one company code.
Enterprise Structure
Assignment
Human Resources Management
Assignment of Employee Sub Group to Employee Group: In this step, you assign your employee subgroups to their respective employee groups. In addition to this, you determine whether the employee group/employee subgroup combinations are allowed for the country groupings.
Example:
The employee subgroup for trainees should be assigned to the employee group active and not to the employee group pensioners.
For in-depth understanding of SAP HR click on:
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