Siemens Business Services

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Learning & Development

Module 1 Introduction to SAP HR

Siemens Business Services Learning & Development

Document Information

Owner: Author: Version: Status:

Christine Otter Rebecca Wood 1.2 In Production

Last Updated: 09/12/05

Document History:
Version Author
1.1 12/07/05 1.1 12/07/05 1.1 12/07/05 Rebecca Wood Rebecca Wood Rebecca Wood

Changes
Added document history Removed Cost Distribution section, as per request from Corporate Personnel. Updated the Creation of Organisational Units to show the actual process the user will be going through. Do not have to create an organisation from scratch only add units to an existing organisational unit in the hierarchy. Amended Reporting structure to include full steps. Removed Reporting Structure section as per e-mail from AR on 07/12/05 until development has been completed by the SAP team. Removed Relationships section as per e-mail from AR on 07/12/05 as this is now captured in the Managers details screen. Removed organisation chart from Organisational Management section.

1.1 12/07/05 1.2 09/12/05 1.2 09/12/05 1.2 09/12/05

Rebecca Wood Rebecca Wood Rebecca Wood Rebecca Wood

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Contents
1. Course Objectives........................................................4 2. Overview of the SAP HR System...................................5
2.1. Logging on to the SAP HR system............................................................5 2.2. Changing Passwords.................................................................................6 2.3. Maintaining User Profile.............................................................................7 2.4. Logging off the SAP HR system................................................................7 2.5. Navigation..................................................................................................8 2.6. Toolbar Icons............................................................................................10 2.7. Multiple Sessions.....................................................................................11 2.8. Match Codes and Searching...................................................................11

3. Overview of Organisation Structure ...........................14

3.1. Background..............................................................................................14 3.2. Creating an Organisation Unit.................................................................14 3.3. Allocating SCD Organisational Code.......................................................15 3.4. Creating Positions within the Organisation Unit......................................18

4. Maintaining Organisational Units, Positions & Cost Centres.........................................................................20

4.1. Whole Department Changing Cost Centre..............................................20 4.2. Employee retaining same position, moving to an existing dept..............20 4.3. Employee retaining same position, moving to a new department..........21 4.4. Employee moving to a new or existing position......................................22 4.5. Cost Centre Allocation.............................................................................22

5. Using Display Mode....................................................25 6. Appendix A................................................................28

6.1. Display Master Data PA20 (Quick Reference Guide)..........................28

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1. Course Objectives
By the end of the course you will:

Have an overview of how the SAP HR system works Understand how to navigate around the SAP HR system Understand how to use the functions of the SAP HR system Understand how an organisation structure is created Be able to display an employees records

The course will cover: Overview of SAP HR system logging on/off navigation (favourites, transaction codes and tree structure) toolbar icons multiple sessions search functions Overview of organisation structure

staff assignments cost centres allocation

SAP standard reports Using Display mode

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2. Overview of the SAP HR System

2.1. Logging on to the SAP HR system
1. Select the SAP logon icon using either:

SAP GUI icon on your desktop Start menu / Business Applications / SAP Front End / SAP Logon

The following SAP logon screen will now appear.

2. Select the required SAP system by clicking on the selected item and select the

logon icon. 3. The SAP HR System logon screen will now appear.

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4. In this screen enter the following details: Client User Password Language The client you are working with Your unique SAP HR user ID Your password for the SAP HR system This should automatically default to EN or left blank (both are for English) or the Return key on your keyboard.

5. Now click the Enter icon

2.2.

Changing Passwords
1. Once you have entered your details into the SAP HR logon screen, click on the

change password icon appear.

- the change password screen will then

2. Enter your new password in the required fields

3. Now click the Enter icon

or the Return key on your keyboard.

Rules for Creating Passwords:

Password must be eight characters A combination of characters can be used Do not begin with three identical characters (e.g. sssmith) Do not use your previous five passwords Passwords are not case sensitive

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Siemens Business Services Learning & Development 2.3. Maintaining User Profile
1. From the menu bar select System / User Profile / Own Data

The Maintain User Profile screen will then appear which will have three tabs on the page:

Address Defaults

Ensure that the personal details are correct. You can change incorrect information by typing over the fields. Ensure that decimal notation is set at 1,234,457.89 and the date to DD.MM.YYYY. Output device will point to the local printer. This tab is used to control the infotypes that you have access to and you cannot amend this. and this will return you back to the main SAP HR

Parameters

2. Click on the Save icon

navigation screen.

2.4.

Logging off the SAP HR system

There are three ways to log off the SAP HR system:
1. From the menu bar select System / Log off 2. Click the x icon in the top right hand corner of the screen 3. Click the yellow Exit icon

on the toolbar

The following pop-up window will be displayed:

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4. Click on Yes.

2.5.

Navigation
There are three ways of navigating around the SAP HR system
1. Using the tree structure; folders and sub-folders:

You can navigate through the tree structure by expanding folders to reveal sub-folders. The Arrow icon indicates that there are further levels to drop down to. Clicking on this once will expand the folder.

The Rectangular Block icon indicates that you have reached the end and cannot drill down any further.

2. Using Favourites

You can add items to your Favourites by locating the page you require from the tree structure then left click and drag and drop to your Favourites folder at the top. To add a web page or file you can right click on the Favourites folder and select Add other objects. You will then need to select option Web address or file. Now click the Enter icon following screen will appear. or the Return key on your keyboard and the

Text field Web addresses or file

Enter the name that you wish to appear on your Favourites list File path or web address

Now click the Enter icon or the Return key on your keyboard and the file should appear in your Favourites list.

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Once your Favourites list is set up it will appear every time you log on to SAP.

3. Using Transaction Codes

You can change the settings of the SAP HR system to display the transaction codes against the lowest level of the tree structure From the menu bar select Extras / Settings and select the option to display technical names

Enter the transaction code into system navigation bar and press the enter icon

Once you have keyed in the code you will be taken straight to the screen you have requested. You can check the transaction code of the screen that you are currently using by selecting form the menu bar System / Status.

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Siemens Business Services Learning & Development 2.6. Toolbar Icons

The general SAP HR screen layout is as follows: System menu System navigation Transaction name Transaction icons

Transaction work area

Status message System Menu Provides you with further drop down menus within a transaction System Navigation Allows you to use available toolbar icons Transaction Name Describes the screen you are currently working in Transaction Icons Allow you to perform difference functions within a transaction Transaction Work Area Is the area in which you will input data into a transaction screen Status Messages Any system or error messages will be displayed here

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Siemens Business Services Learning & Development 2.7. Multiple Sessions

SAP HR. It is possible to create up to six sessions each time you logon to

Each session is completely independent of the other and allows you to run different transactions or reports at the same time. To create a new session click on the create new session icon or use the menu path: System / Create Session

Multiple sessions can then be minimised so that that all are visible and can be easily restored. To end a session click on the exit icons or use the menu path: System / End Session

2.8.

Match Codes and Searching

There are two main search facilities within SAP HR:
1. Using the Object Manager

To switch the Object Manager on you must be in a transaction screen Select the menu path: Settings / Show object manager (You can switch the object manager off by using the same path: Settings / Hide object manager) The object manager screen will then appear on the left hand side of the screen

Search area

Selection area

There will be different search criteria depending on whether you are searching for personnel data or organisation data.
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We will look at personnel data: Collective Search Help search by certain characteristics e.g. last name. Wildcards may also be used in this case. Click on the Enter icon a list of matching entries will be displayed. and

Search Term using characteristics and relationships e.g. Find person with names abc belonging directly to organisation xyz.

Free Search allows you to select the characteristics for searching e.g. search with personnel number range from 8000 to 8050.

There are a number of icons available in the Object Manager screen. By holding the mouse over the icon, it will identify what each one does.

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Siemens Business Services Learning & Development Using Match Codes and Dropdown Menus

This icon against a field identifies that a matchcode or dropdown list is available to help you search for your required entry. Once you have clicked on this icon one of the two screens below will appear:

Dropdown list Allows you to double click on the entry you want, in order for the field to be populated

Matchcode selection screen The tabs along the top of the matchcode screen provide different characteristics to search by. Wildcards can also be used, similarly to Collective search help in the Object Manager function.

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3. Overview of Organisation Structure

3.1.

Background
To begin using SAP HR, the application requires the organisation and reporting structure for each business unit to be created. The creation of the organisation structure is similar to the Organisation charts that are issued for Siemens and the business units within it. In effect, we are creating the same charts electronically within SAP HR. For example, we are linking the positions, job and the appropriate reporting structures for each area within the organisation. Within the organisation structure in SAP HR, the following terminology will be used:

Usual Terminology Business e.g. SBS Division e.g. HQ or Solutions Department e.g. Finance or Personnel Jobs / Roles Employees 3.2.

SAP HR Terminology Organisation Unit Organisation Unit Organisation Unit Positions Employees

The procedure for creating an Organisation Structure in SAP HR will be done centrally within each business.

Creating an Organisation Unit 1. Go to Human Resources / Organisation Management / Expert Mode / Simple
Maintenance / Change You must ensure that new organisational units are created in the correct organisational unit within the tree structure for two reasons: You will be authorised to maintain changes to only your organisation within the tree structure. In due course the organisation structure created will flow from SAP to other outputs e.g. the intranet therefore it must be an accurate reflection. 2. Select the organisation unit from the existing structure within which the new organisational unit is to be created. Example: To create a new unit within Medical, double click on Medical in the structure.

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Siemens Business Services Learning & Development 3. To create a new Org.unit or Department within Medical, click once on the top level
Org.unit Medical and then click the Create icon Organisational Units box. organisation. Ensure consistent case of text. to display the Create

4. Complete the Organisation Unit Abbr. field with the abbreviation of your 5. Complete the Organizational Unit Name field with the full name of your
organisation. Ensure consistent case of text. 6. Ensure that the Validity period is correct. (It is standard for the end date to default to 31.12.9999 but you must ensure that the Start date allows for the creation of required positions and also the hiring date of employees. 7. Save the changes and you will now see the new organisational unit displayed. Note 1: To move an organisational unit, highlight the unit, select edit form the menu bar and choose reassign. Then select the required department. Note 2: To rename an organisational unit select edit from the menu bar, select change and then rename. Type the revised name and save.

3.3.

Allocating SCD Organisational Code

To ensure that all employees assigned to positions within the Org.unit are downloaded to the SCD via the SCD interface, the Org. unit must be assigned to a valid SCD code. This assignment is made via the creation of a relationship between the Org. unit and the object SCD Organisational code. Maintenance / Change

1. Go to Human Resources / Organisation Management / Expert Mode / Simple 2. Select the organisational unit and select the Change icon. 3. Highlight the Org. unit and select Goto from the menu bar and Object
Description.

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4. Click on Relationships and Create.

5. Click on the dropdown list for Type of related object. Select SCD
Organisational code.

6. Click on the dropdown list for Relationship type/relationship and select BlZ90. 7. Click on the dropdown list for ID of related object and Enter. A list will then be
displayed.

8. Select the correct object and Enter. Press Enter again to display the Abbreviation
and Name.
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9. Ensure the Start and End date is correct for the assignment (relationship) and
then Save.

10. Click the Green arrow back to return to the Org. structure screen.
Note: A valid SCD code has also been assigned to the Org. unit and all employees within the Org. unit will automatically be downloaded to the SCD via the next SCD interface run.

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Siemens Business Services Learning & Development 3.4. Creating Positions within the Organisation Unit 1. Go to Human Resources / Organisation Management / Expert Mode / Simple
Maintenance / Change

2. Select the organisation unit for which you would like to create a position, by
double clicking the entry.

3. Click the Change icon

to display the Organisation Structure Change screen.

4. Highlight the organisation unit / division that you want to assign a position to and
click appear. . The Staff Assignment Change Infotype screen will now

5. Click

and the Create Positions screen will display.

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6. Edit the Abbreviation and the Name fields to suit the actual position. 7. Click the Save icon

Follow the same process for creating other positions under the organisation unit selected. If the position has been entered incorrectly, right click to display the pop up dialogue box with a list of options Select Move and double click on the organisation unit / division that you wish to move the position to Click the Move icon to confirm selection to open the tree

To view the positions you have created click the Expand icon structure.

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4. Maintaining Organisational Units, Positions & Cost Centres

Possible reasons for changes: Whole department changing cost centre Employee retaining same position, moving to an existing department Employee retaining same position, moving to a new department Employee moving to a new or existing position

4.1.

Whole Department Changing Cost Centre

There is a template available for mass changes to cost centres. The SAP HR support team should be contacted in the first instance and they will advise the process and also a copy of the template. This mass change will automatically move employees and their existing positions to a new cost centre and an action will be created in Changes within Company with the action reason of Change in Department.

4.2.

Employee retaining same position, moving to an existing dept

This procedure should be used when the cost centre change is due to an employee moving with their existing position to an existing department that has a different cost centre. SAP Process: Human Resources Organisation Management Expert Mode Simple Maintenance Change 1. Select the Organisational Unit under which the position and employee currently sits. 2. Click the Change icon screen. to display the Organisation Structure Change

3. Click the Staff Assignments icon to display the positions in each of the departments. 4. To expand the organisational units further click the Expand icon 5. Highlight the Position to be amended and select Move .

6. Double click the department where the position is moving to display the Reassign pop up box. 7. Select the Period icon and enter the start date for the new location of the position. Note: Remember this date as you will require it for the action.
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8. Select Enter once you have entered a date and then the Move icon to exit the Reassign screen; the employee will now appear under the new department. Note: To complete the move an action should now be created to ensure consistency between Organisational Management and Personnel Administration. You must ensure that the dates for both the Organisational Management and Personnel Administration actions match. Use the following process: SAP Process: Human Resources Personnel Management Administration HR Master Data Personnel Actions Changes within Company 1. Enter the start date for the position move (as per the date entered in the previous process) then click Changes within Company and Execute. 2. On the Copy Actions screen, select the Reason for Action as Change in Department and Enter. Note: A message will appear asking you to confirm the delimiting of the existing record enter this and select Save to display the Copy Org. Assignment screen, which will now show the new Organisational Unit. 3. Save this screen and exit.

4.3.

Employee retaining same position, moving to a new department

This procedure should be used when a new department is created and existing positions and employees move to it, thereby changing their cost centre to that of the new department. Once the new department has been set up on SAP follow steps in the Employee retaining same position, moving to an existing department section.

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Siemens Business Services Learning & Development 4.4. Employee moving to a new or existing position
Ensure that the new position has been created within the Organisational Management function in SAP. Use the Changes within Company action from the Personnel Administration function to move the employee. This will automatically move the employee in Organisational Management.

4.5.

Cost Centre Allocation

The purpose of this section is to enable you to assign a cost centre to an organisation, organisation unit or position.

1. Open the Assignment screen using the following path: Human Resources /
Organisation Management / Expert Mode / Simple Maintenance / Change and the Organisation Plan / Change screen will appear.

2. Using the drop down icon

to assign a cost centre

select enter the organisation to which you would like

3. In the View box select the Account Assignment option. 4. Confirm your selection by clicking the Change icon 5. To assign a cost centre ensure that the organisation, organisation unit or position
is selected by clicking on the relevant item.

6. Click 7. Click the drop down menu on the right-hand side of the Cost Center field and the
Assign Cost Centre screen will be displayed.
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8. Use the drop down icon

to view the screen below.

9. Ensure that the correct controlling area and company code have been selected
and confirm selection using the Enter icon cost centres available to you. . This will then display a list of

10. Highlight the cost centre that you wish to select and click the Enter icon

, the Assign Cost Center screen will then be populated and you will have three icons available to you:

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Check will enter the information and keep the screen open for further editing Save will save the information into the SAP system and close the screen Close will discard any changes you have made and close the window

11. To view the cost centre allocation you have created click the Expand icon
open the tree structure and the cost centre allocation will be identified by a highlighted blue line.

to

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5. Using Display Mode

The use of Display Mode allows you to access information that is saved in the SAP HR system only and does not allow any form of updating to take place.

1. Open the Display HR Master Data screen using the following path: Human
Resources / Personnel Management / Administration / HR Master Data / Display

2. Using the
previously.

icon search for the required Personnel field, as we have done

Once you have selected the correct employee details your screen will look like the one below:

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Note: against the Relationship field indicates that there is information behind the infotype

3. We will use view ting basic pay as an example therefore select the Time and Pay
tab

4. Highlight the Basic Pay field in the grid in the Time and Pay tab by clicking on
the grey toggle icon to the left of the text.

5. Click the Overview icon

to display a list of all events that have occurred to the employees basic pay record.

6. To view a more detailed picture of a particular event in the overview screen

highlight the field in the grid by clicking on the grey toggle icon to the left of the text and select the display icon to take you to the Display Basic Pay screen There are two further options available from this screen:

Salary Amount 1. Click the

icon to see the Salary per Period screen.

2. Click the Enter icon

to remove this screen from view.

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Siemens Business Services Learning & Development Payments and Deductions 1. Click the
Deductions report. icon to see the employees Payments and

Note: The method of navigation is the same for other tabs and infotypes in the Display HR Master Data screen.

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6. Appendix A
6.1. Display Master Data PA20 (Quick Reference Guide)
Required Information
Address Bank Details Birth Date Bonus Percentage Business Business Title Company Code Continuous Service Date Cost Centre Date of Maternity Leave Date of Role Change Dependents Disciplinary Details Email Address Emergency Contact Details Employment status e.g. permanent Ethic Origin Grade Grievance Details Health Plans Hours Management Dialogue Details Marital Status Name National Insurance Number Nationality Notice Period From Employee Notice Period From Employer Pay Group Payroll Number Pension Details Position ID Preferred Name Probationary Period Salary Staff Dialogue Details Start Date Telephone Number Type of Workplace e.g. office / home Work Location

Tab
Basic Personal Data Time and Pay Basic Personal Data Time and Pay Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Time and Pay Basic Personal Data Basic Personal Data Grievance and Discipline Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Time and Pay Grievance and Discipline Benefits Time and Pay Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Benefits Basic Personal Data Basic Personal Data Basic Personal Data Time and Pay Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data Basic Personal Data

Infotype
Address Bank Details Personal Data Annual Bonus Scheme Org. Assignment Org. Assignment Org. Assignment Contract Elements Org. Assignment SMP/SAP/SPP Actions - Overview Family/Dependents Discipline Communication Address Org. Assignment Additional Personal Data Basic Pay Grievances Health Plans Planned Working Time Date Specifications Personal Data Personal Data Personal Data Personal Data Contract Elements Contract Elements Org. Assignment Personal Ids Pensions Funds Org. Assignment Personal Data Contract Elements Basic Pay Date Specifications Actions - Overview Communication Contract Elements Org. Assignment

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