SAP HCM Overview

Basic Concepts Of Core Modules

SAP HCM Sub Modules
 Organizational Management (OM)
 Personnel Administration (PA)
 Personnel Development (PD)
 Payroll (PY)
 Time Management (PT)
 Recruitment (RC) - E-Recruitment
 Training & Event Management (TE) - E-Learning
 Benefits Administration (BN)
 Compensation Management (CM)
 Travel Management (TM)
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HR Structures

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 Client

• The highest legal entity and organization unit in the system

 Company Code

• The smallest organizational unit of external accounting .

 Personnel Area

• Only used in Personnel Administration and is unique within a

client.
• Must be assigned to Company Code.
• It basically represents the Geographical Location or Subdivision
of the Company.
• Sub-divided into personnel subareas.

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 Personnel Subarea

• Only used in Personnel Administration.

• The groupings linked to the personnel subarea determine which entries
from the subsequent screen are allowed for an employee of a particular
company code/personnel area.
• Groupings are used for validation of master and time data. Groupings are
also used to check the plausibility of data that you enter.

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Enterprise Structure

Client ABC Bottling

Company

Company Code Containers Inc. ABCNorth America

ABC Europe and
Asia

Personnel
Houston, TX Oakland, CA Atlanta, GA Phoenix, AZ Pittsburg, PA
Area

Corporate
Personnel Subarea Operations Distributions
Services

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 Organizational Unit (O)
 Represents a company. location or department .

 Jobs (C)
 General classifications of tasks performed by employees

 Positions (S)
 Individual Employee Assignments
 Object to which specific task is assigned

 Person (P)
 Employee
 Object holding position

 Tasks (T)
 Can be General and Special

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Organizational Structure
Operations 1234
I nt. with FI
(org unit) (cost center)

Equipment Sevices Vending Services Fountain Services 5678

(org unit) (org unit) (org unit) (cost center)

Operations
1357 Sales Director Marketing Director Director
Director
(cost center) (position) (position) (position)
(position)

I nt. with FI
Director
(job)
East Coast West Coast
Sally Smith J oe Brown
(person)
Sales Manager Sales Manager (person)
(position) (position)

Manager
(job)

Organizational Unit Job Person

8 Position Cost Center Integration with FI

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Personnel Structure
 Employee Group
 General division of employee.
 Active employees, Retirees, Expat, Inpat etc. makes up main employee
groups

 Employee Sub Group

 It is a sub division of employee group according to the position of
employees.
 Hourly Paid employees, Salaried employees, etc. are few examples of
employee subgroup within Employee group ‘Active’
 Various groupings for Payroll and time Management can be done with the
combination of Employee Group and Employee Sub Group

 Payroll Area
 It represents an Organizational unit used for Running Payroll.
 Employees who have payroll run for them at same time & for the same
period are assigned to the same payroll area.
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Personnel Structure

Employee Group Regular Expats Interns

Temps/
Contractors

Exempt Exempt Non-Exempt B Unpaid

Non-Exempt A Non-Exempt C
Employee
Subgroup
Non-Exempt B

Non-Exempt C

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Organization Management

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Organization Management
 It is used majorly to setup an Organizational Plan in SAP that represents
Organizational Structure as well Reporting Structure.
 Maintain Relationships between various objects.
 Comprehensive View of enterprise in the past, present and future via Plan Versions.

Important elements of OM are:

 Object Type
• Organizational Unit(O),Job(C),Position(S),Person(P),Task(T),Work
Center(A),Cost Center(K)
 Relationship: Commonly used Relationships:
• 002-O-O,S-S
• 003-O-S,O-P
• 007-C-S
• 008-S-P
• 012-O-S
 Direction (A↑B↓)
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Flow Chart Of OM Integration With PA
Job Personnel
Organizational Administration
Is described
Management by
Employee group
Position
Org. unit Employee subgroup
Occupies

Person
Belongs to
Cost center Personnel area
assignment
Personnel subarea
Cost center

Default value
Fixed assignment

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Important Infotypes of Organization Management

Infotypes Description

1000-Object Setup & Create Object IDs, text and Validity

Period
1001-Relationship Relationships among the objects with direction

1002-Description Description about particular object

1003-Department/Staffing Allot Staff Indicator to organizational unit or

Position
1004-Character Categorize different task

1005-Restriction Restriction applicable to any employees

1007-Vacancy Identify any vacant Position

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Personnel Administration

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Master Data concept

Master
MasterData
Dataisiscentrally
centrallystored
stored(shared
(sharedacross
across
application
applicationmodules)
modules)and andprocessed
processedtoto
eliminate
eliminatedata
dataredundancy.
redundancy.

Employee Data
(common
Employees Master across client)
Data
Payroll data
Time data Data
(unique to (unique to
company) organization)

Master
MasterData
Datacontains
containsthetherecords
recordsofof
employee
employeeand
andall
allrelated
relatedactions
actionsininthe
the
database over an extended period
database over an extended period of of
time.
time.16
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Personnel Administration
Personnel Number Ranges
 In SAP system, all employees are identified by a unique number known as a Personnel Number.

- Personnel number cannot be alpha numeric.

- Standard SAP accommodates up to 8 digits from 00000001 – 99999999

Type of Number ranges

- Internal Number - Generated by system

- External Number ranges- Allotted by user

Infotypes
 Logical grouping of employee data.
 Represented by a 4 digit numerical id
 Can Store Data depending on country-specific requirements
 Defined by a validity period

3 different methods of maintaining infotype data;

 Single Screen Maintenance – Individual Employee
 Personnel Actions – A sequence of info-types
 Fast Entry – Maintaining multiple records for multiple employees
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Important Infotypes In Personnel Administration
Infotypes Description
0000 - Actions Actions: Hiring date, Position, Employee Groups

0001 - Organizational Assignment The Company, Department, location, Employee Group

to which the employee belongs, position, job
0002 -Personal Data First Name, Last Name, SSN number, Marital Status,
Gender, etc
0006 - Address Payroll up to, retroactive changes allowed to master
data
0007-Planned Working Time Permanent, temporary address details

0008 – Basic Pay Employee Work Schedule

0009 – Bank Details Salary grade, Basic Salary types and amounts

0019 – Date Monitoring Main and other Bank details

0021 – Employee Dependents For example: Completion of Probation period

0022 – Education If married details of spouse, children

0024 – Qualifications Education, degrees, year of passing, institute

0003 – Payroll Status Skills , Qualifications

Benefits: 171, 167, 168, 169, 0378,, 0077 Benefits Enrollment, Health, Insurance, Savings Plans
18 , Additional Data,

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Common Actions

 Hiring / Rehire
 Organizational Reassignment – Department, Position, Job change
 Transfer – Inter Department, Intra Company Transfer
 Salary Change – Increase in Basic Pay
 Promotions / Demotions – Changes to Salary, Benefits (Can be combined with
prev.)
 Leave of Absence
 Return from Leave of Absence
 Termination / Resignation

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Time Management

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Time Management
This sub module is used to automate the time process of the customers. It is
integrated with modules like personnel administration, organization management,
training and event management, payroll.
It is integrated with other modules like CATS, controlling, project system.
 Time evaluation – RPTIME00
Time recalculation – Recalculating the time data for an employee for a period
which is already evaluated.
01- incentive wages
02- time evaluation
03 – time statement
04 – pair formation
 Time Management Statuses
It is an indicator to denote in which way time evaluation has to be processed for
an employee (Sample)
0 - no time evaluation
1 – time evaluation of actual times
7 - time evaluation with out payroll integration
9 - time evaluation of planned times
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Important Info type in Time Management

Infotypes Description
0007 -Planned Working Time To record planned working hours

0050 -Time Recording Information To maintain time recording terminal details, IDs

2001 -Absences To store Absences

2002 -Attendances To store Attendances

2003 -Substitution To store changed planned working time

2004 -Availability To store Availability

2005 -Overtime To store Overtime

2006 -Absence Quota To store Absence entitlements

2007 -Attendance Quota To store Attendance Entitlements

2010 -Employee Remuneration Information Payments related to Time management

2011 -Time Events Clock In and Clock out Stored

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Time Evaluation Process Flow Chart

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PAYROLL

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Payroll
 PAYROLL MODULE is used to automate payroll process of customers. It is integrated
with PA, TM, ECM, Benefits and FI/CO
 Payroll accounting comprises of – Generation of payroll results and remuneration
statements, Bank transfers / Check payment.
Steps in calculation of payments
 Calculation of remuneration elements
 Statutory and voluntary deductions
 Both, remuneration elements and statutory & voluntary deductions consists of
individual payments and deductions.
 These payment and deductions are included in payment calculation by means of
different wage types
 Retroactive accounting : The activity of getting things re accounting from a back
day for a period for which payroll accounting is complete.
 Earliest Retroactive Accounting period: Limit up to which retroactive accounting
is permitted and also the limit up to which back dated master data can be changed
 Payroll Area: Grouping employees to be included in a payroll run at the same time
and for the same payroll period

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CONTROL RECORD:
 To control the complete payroll processing activities of a payroll area
 Defines payroll past for retroactive accounting recognition
 Locks master data and time data, so no changes can be made during the payroll
process.
 Defines the earliest possible retro active accounting date for each payroll area.

 FEATURE - ABKRS
 Defaults value for the Payroll area field in infotype 0001

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Control record status:
Release payroll-
 Data records are locked .
 Period in control record is increased by 1.
 Payroll run can be started
Release for corrections-
 Present and past data are locked
 Payroll area is locked for payroll
Check results –
 Evaluates consistency
Exit payroll –
 Records are released for change.
 Payroll area is locked for payroll

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Payroll status info type 0003
 Earliest personal retroactive accounting date
 Do not account after
 Run payroll to
 Personnel number locked
 Accounted to
 Earliest MD change
 Payroll correction

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Payroll Organization
 Period parameter- frequency of processing payroll
e g : monthly, weekly
 Date modifier – to denote additional date types. Stores pay dates.eg: payment
date for officers- on 1st
payment date for pensioners- on 1st
 Payroll period -period for which payroll result is created
 Payday rule/ no. of days
1. No. of days is added to the start date of the period to calculate the pay day
2. No. of days is deducted from the end date of the period
3. No. of days is added to the end date of the period
4. Only applies to monthly periods, the number is used as the exact date
 Calendar for Cummulation
Calendar must be generated for each combination of period parameter and date modifier.

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ESG Grouping for CAP: Describes the validity for a pay scale or collective
agreement.
For indirect valuation of wage types in basic pay infotype
• Pay scale employee/Hourly wage – 1
• Pay scale employee/Monthly – 2
• Pay scale employee/salaries - 3
• Non Pay scale employee -4
• Public sector – 5
Pay Scale Structure Elements
• Pay Scale Type: Used to denote the industry type of the customer
• Pay Scale Area: The geographical region to which pay scale or
collective agreement applies
• Pay Scale Group: Represents the job grades in an organization
• Pay Scale Level : Subdivisions of pay scale groups

FEATURE- TARIF
Defaults pay scale data in IT0008

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Wage Types
Wage types are instruments of payments and deductions in Sap payroll
Properties
1. Payment to employees
2. Deduction from employees
3. Taxability
Elements of wage type
4. Rte
5. Num
6. Amt
Wage type classification:
7. Customer wage types
8. Model wage types
9. Secondary wage types
Maintains record of model wage types from which the wage type is
copied– v_T52DZ
Wage type groups - v_T52D5
T.Code – OH11 - wage type group can be copied as a whole.
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Assignment of Wage types in wage type groups – V_T52D7
T. Code – PU98
 Processing Class : Defines how the wage type is used in payroll run .

 Cummulation Class :Defines whether the wage types are pensionable , taxable

etc.
 Evaluation Class :Defines how payroll results are used.

 View table - V_512W_D : Lists processing class, cummulation and evaluation

classes for a selected wage type.

 T. Code – PC00_M99_DLGA20

 Important Reports

 Report – RPDLGA00 : ESG and PSA Grouping permissibility assigned to wage

type
 Report – RPDLGA20 : Processing class and specifications assigned to wage
types
 Report – RPDLGA40 : Processing class, cummulation and evaluation classes
assigned to wage types.

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 Payroll Process

Release for Payroll

Start Payroll

Yes Run No
Payroll
Ok?

Exit Payroll Corrections

Change
Subsequent Master
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activities Data
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Payroll Drivers

Program used to process payroll for employees

It is country specific in nature
It can be processed in simulation or live mode
T. Code – PC00_MXX_CALC_ : live mode
T. Code – PC00_MXX_CALC_SIMU: simulation mode

Country Payroll Driver Schema

01- United Kingdom RPCACLD0 D000

08-Germany RPCACLG0 G000

10-USA RPCACLU0 U000

99-International RPCACLX0 X000

44-India HINCALC0 IN00

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Payroll Cluster
Payroll results in SAP are stored in clusters, which are country specific.
01 – RPCLSTRD
08 – RPCLSTRG
10 – RPCLSTRU
99 – RPCLSTRX
40 – HINCLSTR
CLUSTER INDICATORS
A – active result
B – previous result
O – old result
COMMON OR INTERNATIONAL TABLES
WPBP – planned working time, bank details, organization assignment
RT – results table
CRT – cumulated results table
BT – bank information
MODIF - modifiers
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Enterprise Portal

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Employee Self Service
 The layout of the Enterprise Portal comprises two main elements:
 Navigation area
 Work area
 The navigation area is divided into a top-level navigation area in the first
two rows and a Detailed Navigation area called the iPanel, which can be
found on the left of the screen.
 The top-level navigation area comprises a two-level hierarchy. First-level
navigation is used to define a subject area. When you select a subject area
from here, the pages that are available are displayed in the second-level
navigation area. When you select a page in the second-level navigation
area, this page is displayed in the work area.
 The work area can contain various iViews or can consist of only one iView.
 An iView refers to a window that is displayed on the page. This window
contains the required information. You can maximize or minimize an iView.
 An iView is the smallest unit. You can define information that is to be
displayed for each iView.
An administrator can then put the iViews together in displayable pages,
such as in the above example.
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Employee Self Service Screen

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Manager Self Service Screen

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 Thank You

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